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Tuesday, August 11, 2020
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING AUGUST 11, 2020 STUDY SESSION MEETING
This meeting is being conducted utilizing teleconferencing and electronic means consistent with
State of California Executive Order N-29-20 dated March 17, 2020, regarding the COVID-19
pandemic.
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page (which will
be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the public
may only view the meeting online and not in the District's Board Room.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 842 3559 8617
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for
Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 842 3559 8617#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this
step.
***
Public Comments: Members of the public can submit any comments in writing for the Board of
Directors' consideration by sending them to the District Clerk, Noelani Middenway, at
nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the
meeting.
***
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part
of the agenda packet. If any document or other writing pertaining to an agenda item is
distributed to all or a majority of the Board after the packet is prepared, a copy of that writing
may be obtained from the District Clerk's Office.
***
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours
prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the
absence – such determination shall be the permission required by law.)
B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on
items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this
agenda. Members of the public will have the opportunity to address the Board of Directors about all other
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items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the
Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to
a subsequent meeting. The Board of Directors will respond after public comment has been received.
Please state your name. Each speaker will be limited to four (4) continuous minutes.
1. Public Comments
C. ITEMS OF STUDY
1. Introduction of Mike Carey, CR&R Environmental Services Senior Sustainability Coordinator
2. July 2020 Code Enforcement Officer Report
3. July 2020 Organics Recycling Report
4. July 2020 Solid Waste Diversion Report
5. Discuss Suggested Revisions by the Policy Review Ad Hoc Committee of District Operations Code, Employee
Handbook, Administrative Policies and Board of Directors Procedures Handbook
6. Sewer Master Plan Update Status
7. Consider Adopting Resolution No. 2020-932 endorsing the following candidates to serve on the Independent
Special Districts of Orange County (ISDOC) Executive Committee: Mark Monin, El Toro Water District - President,
Arlene Schafer, Costa Mesa Sanitary District - 1st Vice President and Mary Aileen Matheis, Irvine Water District - 2nd
Vice President
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, August 11, 2020
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING AUGUST 11, 2020 STUDY SESSION MEETING
This meeting is being conducted utilizing teleconferencing and electronic means consistent with
State of California Executive Order N-29-20 dated March 17, 2020, regarding the COVID-19
pandemic.
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page (which will
be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the public
may only view the meeting online and not in the District's Board Room.
***
To participate in the meeting by computer:
1. Copy and past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 842 3559 8617
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for
Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 842 3559 8617#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this
step.
***
Public Comments: Members of the public can submit any comments in writing for the Board of
Directors' consideration by sending them to the District Clerk, Noelani Middenway, at
nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the
meeting.
***
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part
of the agenda packet. If any document or other writing pertaining to an agenda item is
distributed to all or a majority of the Board after the packet is prepared, a copy of that writing
may be obtained from the District Clerk's Office.
***
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours
prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
Subject 1. Roll Call - (If absences occur, consider whether to deem those absences
excused based on facts presented for the absence – such determination shall be
the permission required by law.)
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James Ferryman, President
Robert Ooten, Vice President
Arlene Schafer, Secretary
Michael Scheafer, Director
Arthur Perry, Director
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Procedural
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B. PUBLIC COMMENTS - This time has been set aside for persons in the
audience to make comments on items within the subject matter jurisdiction of
the Costa Mesa Sanitary District that are not listed on this agenda. Members of
the public will have the opportunity to address the Board of Directors about all
other items on this agenda at the time those items are considered. Under the
provisions of the Brown Act, the Board of Directors is prohibited from taking
action on oral requests but may refer the matter to staff or to a subsequent
meeting. The Board of Directors will respond after public comment has been
received. Please state your name. Each speaker will be limited to four (4)
continuous minutes.
Subject 1. Public Comments
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Procedural
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C. ITEMS OF STUDY
Subject 1. Introduction of Mike Carey, CR&R Environmental Services Senior Sustainability
Coordinator
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Presentation
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C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: August 11, 2020
Subject: July 2020 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of July regarding scavenging
of recyclable materials, trash carts stored in public view and graffiti on trash carts.
Recommendation
That the Board of Directors receives and files this report.
Analysis
In the month of July, Officer Roberts approached four (04) individuals observed scavenging from CMSD trash carts. In the same
month he issued 123 warning notices to residents storing their trash carts in public view. Officer Roberts found no graffiti on trash
carts in the month of July.
Officer Roberts' enforcement activities are described in more detail in the attached report.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not
constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Roberts' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the August 11, 2020 Board of Directors
Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
July 2020 CEO report.doc (1,058 KB)
Subject 2. July 2020 Code Enforcement Officer Report
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: August 11, 2020
Subject: July 2020 Organics Recycling Report
Summary
Every month, staff provides a report to the Board of Directors about the tonnage of organics material collected during the previous
months.
Recommendation
That the Board of Directors receive and file this report
Analysis
At the time this report was being prepared, the July tonnage for the Organics Recycling Program was not available. The July
tonnage will be made available at the September 8 study session meeting.
Legal Review
Not applicable
Environmental Review
Consideration of the Organics Tonnage Report is an administrative matter and not a disturbance of the environment similar to grading
or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the August 11, 2020 Board of Directors Study
Session meeting at District Headquarters and posted on the District's website.
Alternative Actions
None.
Subject 3. July 2020 Organics Recycling Report
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Discussion
Goals 2.8 Recycle green waste and food scraps
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: August 11, 2020
Subject: Solid Waste Diversion Report
Summary
Per direction from the Board of Directors the monthly solid waste diversion report has been temporarily suspended due to inaccurate
data as a result from the COVID-19 pandemic.
Staff Recommendation
That the Board of Directors receive and file this report.
Analysis
Per direction from the Board of Directors at the April 14, 2020 Study Session meeting, the monthly solid waste diversion report has
been temporarily suspended. Due to the COVID-19 pandemic, CR&R Environmental Services has temporarily suspended recycling
processing at their Stanton Materials Recovery Facility (MRF) where the District's mixed waste is processed.
Legal Review
Not applicable.
Environmental Review
Consideration of the Solid Waste Diversion Report is an administrative matter and not a disturbance of the environment similar to
grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the August 11, 2020 Board of Directors
Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
Subject 4. July 2020 Solid Waste Diversion Report
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Discussion, Receive and File
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: August 11, 2020
Subject: Discuss Suggested Revisions by the Policy Review Ad Hoc Committee of District Operations Code, Employee
Handbook, Administrative Policies and Board of Directors Procedures Handbook
Summary
On May 23, 2019, the Board of Directors approved creating a Policy Ad Hoc Committee to review District policies and ordinances and
to make revisions, if necessary, to ensure the documents are up to date with existing laws and District procedures. The Board
appointed Directors Mike Scheafer and Art Perry to serve on the Committee. In the same month, the Citizens Advisory Committee
appointed Steven Takahashi and Monte Fields to serve on the ad hoc committee. On January 8, 2020, the CAC appointed Sue
Lester to serve on the ad hoc committee in replacement of Mr. Takahashi because he was not attending meetings.
Recommendation
That the Board of Directors direct staff to bring back the final version of the Operations Code, Employee Handbook, Administrative
Policies and Board of Directors Procedures Handbook to the August 24, 2020 Board of Directors meeting for adoption consideration.
Analysis
The Ad Hoc Committee met on five different occasions. All of the meetings were open to the public in compliance with the Brown
Act. The attached documents include the recommended revisions made by the Ad Hoc Committee and staff. Below is a brief
description of significant changes made to each document.
Operations Code
The Operation Code consists of adopted ordinances made by the Board of Directors that pertain to the ongoing operation of the
District. It serves as a reference of the District's laws for staff and the public. Because the regulations in the Operations Code are
law, any violation of the ordinances are enforced in a court of law where it is a misdemeanor if any person, firm, or corporation is
found guilty and the punishment can be by a fine of up to one-thousand dollars per day and/or up to six months in jail.
Significant recommended revisions to the Operations Code include the following:
Removing Section 3.01.045 Alternate District Engineer - The Board approved having an employee serve as District
Engineer. Therefore, a conflict of interest no longer exist that requires an alternate District Engineer reviewing sewer plans
when Robin B. Hamers & Associates (RBH) is the Engineer of record. Prior to having an employee serve as District
Engineer, a private firm, RBH, served as District Engineer.
Revising Section 3.02.055 Employment Subject to Criminal History Report - This section was revised to comply with
current state law. The new law does not allow the District to request information from employment applicants about
misdemeanor marijuana-related convictions that are over two years old, or convictions that have been judicially sealed,
eradicated, or expunged. Also, the District may not deny employment to any application solely because he or she has been
convicted of a crime. However, the District may consider the nature, date and circumstances of the offense, evidence or
rehabilitation, as well as whether the offense is relevant to the duties of the position.
Subject 5. Discuss Suggested Revisions by the Policy Review Ad Hoc Committee of
District Operations Code, Employee Handbook, Administrative Policies and Board
of Directors Procedures Handbook
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact No
Recommended Action That the Board of Directors direct staff to bring back the final version of the Operations
Code, Employee Handbook, Administrative Policies and Board of Directors Procedures
Handbook to the August 24. 2020 Board of Directors meeting for adoption consideration.
Goals 6.3 Plan periodic reviews and updates of District policies and procedures
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Adding a new chapter, Chapter 4.06 Refunds and Dispositions of Surplus Property - This ordinance was adopted by the
Board in 2019. It gives the General Manager authority to refund payments made to the District when the amount is $5,000 or
less. The Chapter also describes procedures the District will use for the disposition of surplus property. The Board will
approve any disposition of property valued more than $5,000 and the General Manager has the authority to approve
dispositions of property that's valued less than $5,000
Deleting Section 6.02.040 Sewer Lateral Assistance Program - This section was deleted because the Sewer Lateral
Assistance Program (SLAP) is no longer available. The District replaced SLAP with a Sewer Inspection Rebate Program
(SIRP), but the SIRP is not codified as an ordinance, so it's not in the Operations Code.
Adding a new chapter, Chapter 6.11 Interference with the District's Sewer Lines, Easements, and Appurtenances
Prohibited. This ordinance was adopted by the Board in 2019. It gives the District authority to recoup costs from private
property owners when they deny staff access to the District easement that is located on their property. Staff needs access to
the easement to properly maintain the sewer main. It also gives the District authority to terminate sewer service to
the property owner if he/she refuses to give staff access to the easement.
Employee Handbook
The Employee Handbook is a compilation of rules, policies and procedures which govern and affect personnel administration for all
employees of the District. Some rules, policies and procedures are required by federal and state law, while others were adopted by
the Board to ensure a personnel administration system that is based on merit principles for recruiting, selecting, and advancing
employees, providing equitable and adequate compensation, training employees to assure high quality performance, retaining
employees based on the adequacy of their performance, correcting inadequate performance and separating employees whose
inadequate performance cannot be corrected and assuring impartial treatment of applicants and employees in all aspects of
personnel administration.
Significant recommended revisions to the Employee Handbook include the following:
Policy Number 1.3 Workplace Violence - Definition of workplace violence was broaden and new definitions, "Domestic
Violence" and "Abuse" were added to the policy. Domestic behavior was removed from prohibited behavior and replaced with
new definitions for "Domestic Violence" and "Abuse."
Policy Number 1.7 Dress Code - sample professional business attire specifically for men and women was removed.
Policy Number 2.1.5 Pre-Employment Screening - Potential employee candidates no longer have to provide the necessary
material to verify legal authorization to work in the U.S. prior to the District's scheduling of a pre appointment physical.
Policy Number 2.2.i Classification and Compensation - Employees who receive below satisfactory score on their annual
performance evaluation will not receive a salary adjustment that's equal to the February to February Consumer Price Index
(CPI).
Policy Number 2.3.5.a Paid Time off Holiday - additional language was added to clarify when holidays are observed when
the holiday falls on a Saturday or Sunday. When a holiday is on a Saturday, HQ and the Yard will be closed to the public the
proceeding Friday. When a holiday is on a Sunday, offices and operations will be closed on the following Monday.
Policy Number 2.3.16 Procurement Card Program - This section is removed because a procurement card is not an
employee benefit. The District does have a Procurement Card Program, but it's not available to all employees. A
procurement card is available to employees who are responsible for making small purchases (e.g. less than $2,500). The
Procurement Card Program improves efficiencies for acquiring supplies.
Policy Number 2.5 Electronic Resources and Communication - The entire policy was rewritten to describe how
employees will use District issued electronic devices and communicate on social media. Sections of the revised policy were
in response to COVID-19.
Policy Number 2.13 Emergency Telecommuting - This is a new policy to the Employee Handbook as it was written in
response to COVID-19. The policy allows applicable employees to work from home during the pandemic.
Policy Number 2.14 Families First Coronavirus Response Act - This is a new policy to the Employee Handbook as it was
written to comply with new federal regulations. The Act requires employers to provide employees with paid sick leave or
expanded family and medical leave for specified reasons related to COVID-19. The U.S Department of Labor’s Wage and
Hour Division (WHD) administers and enforces the new law’s paid leave requirements.
Policy Number 3.14 Drug/Alcohol Abuse and Contraband - At the advice of legal counsel, Liebert, Cassidy, Whitmore,
this policy was rewritten to be more concise while including the pertinent and required information and removing the explicit
scientific references.
Policy Number 3.6 Maintain a Safe and Healthy Workplace in Response to COVID 19 - This is a new policy to the
Employee Handbook as it was written in response to the pandemic.
Administrative Policies
Administrative policies are a set of formal procedures enacted by the District that govern management decision-making. They help
establish the legitimacy of management action by ensuring that management decisions are objective, fair and consistent. They also
help ensure accountability
Significant recommended revisions to the Administrative Policies Manual include the following:
Administrative Policy No. 20.60 Performance Measurement Program - This policy was approved by the Board on
November 29, 2018, and was added to the manual.
Administrative Policy No. 40.35 Petty Cash Policy Emergency Operations Center (EOC) - This is a new policy that was
added to the manual. The policy describes the process by which petty cash can be obtained, used, replenished and audited
during an emergency The policy also identifies how much cash the District should have on hand during an emergency
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Administrative Policy No. 40.50 Environmentally Preferable Procurement - This is a new policy that was added to the
manual. The purpose of this policy is to encourage the purchase and use of materials, products and services that best align
with the District's fiscal, environmental and performance goals.
Administrative Policy No. 40.60 Cooperative Procurement Strategy - The District has used cooperative purchasing in the
past (e.g. procuring combination sewer cleaning unit), but this policy establishes a structure to make informed decisions about
cooperative purchasing and staff will reference the criterion described in the policy to evaluate a cooperative program that's
best suitable to the District.
Administrative Policy No. 60.00 Citizens Advisory Committee - Language was added to the policy that if a member of the
CAC does not attend four meetings in a calendar year, excused or not, the member may be removed through written
notification from the Chair.
Administrative Policy No. 70.00 Naming of District Facilities - This is a new policy that was added to the manual after the
Board approved naming the District's Corporate Yard to Robin Hamers Yard.
Administrative Policy No. 80.00 Public Records Act Request Policy - The District had procedures in place for responding
to Public Records Act request. The policy that was added to the manual formalizes District procedures for complying with this
Act.
Administrative Policy No. 90.00 Website and Mobile Application Privacy Policy. This is a new policy that was added to
the manual. The purpose of this policy is to summarize what personally identifiable information the District may collect, and
how the District might use this information. This policy also describes other important topics relating to an individual's privacy.
Board of Directors Procedures Handbook
This document was created after staff attended a 2019 California Special Districts Association (CSDA) conference when it was
strongly suggested that Districts have in place written procedures of how the Board of Directors conduct their public meetings. Below
are some procedures described in the attached document.
Placing an item on the agenda
Posting agendas
Order of Business
Adding matters to the agenda
Submission of materials by the public for Board Consideration
Role of the President and Vice President
Recording Votes
General Rule of Debate
Rosenberg's Rules of Order
President and Board of Directors authority over procedural rules
Teleconference meetings
Public hearings required by law
Voting, including quorum and tie votes
Public participation
Pooling time
Public comment including time limits
Board and staff response
Decorum and rules of conduct
Duty to preserve decorum
Disruption prohibited
Electronic devices
Signs
Quasi-judicial hearings
Power to censure Board of Directors procedures
Legal Review
District Counsel has reviewed and commented on the Operations Code, Administrative Policies and the Board of Directors
Procedures Handbook. The employment law firm, Liebert Cassidy Whitmore, reviewed and commented on selected policies in the
Employee Handbook.
Environmental Review
Revising subject documents is an administrative matter and is categorically exempt under the California Environmental Quality Act
(CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own
procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA
Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not include …. C. Continuing administrative or
maintenance activities.”
Financial Review
There are no financial impacts to the District for revising and adopting the attached documents
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the August 11, 2020 Board of Directors study
session meeting at District Headquarters and on District website at www.cmsdca.gov
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Alternative Actions
1. Direct staff to report back with more information.
File Attachments
OPERATIONS CODE_MARKUPS - 2020-08.pdf (2,479 KB)
2020 Employee Handbook Revisions.pdf (23,718 KB)
Employee_Handbook_2020.04.pdf (1,687 KB)
Administrative Policies Manual 2020-07 - MARKUPS (1).pdf (1,316 KB)
Board of Directors Handbook.docx (114 KB)
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C. ITEMS OF STUDY
To: Board of Directors
From: Interim District Engineer
Date: August 11, 2020
Subject: Sewer Master Plan Update Status
Summary
The Master Plan Update draft is available for review and comment. The sewer flow data has been analyzed and the recommended
Capital Improvements to meet future capacity needs have been identified. Preliminary estimates of the costs of those improvement
projects have been determined and are included in the Draft Report. On September 9, 2020, the Citizens Advisory Committee will be
reviewing and commenting on the draft Sewer Master Plan.
Recommendation
That the Board of Directors direct staff to bring back the Sewer Master Plan to the September 28, 2020 Board of Directors meeting.
Analysis
The primary goal of a Wastewater Master Plan is to determine whether the system has the capacity to handle flows from ultimate
build-out of the service area. The Ultimate Flows are based on the Land Use Element of the latest City of Costa Mesa, City of
Newport Beach General Plan and the County of Orange General Plans. These plans are designed to guide future growth within the
area for the next 15 years. Improvements to the District’s sewer system will have to be made to provide capacity for the expected
peak sewer flows.
Additionally, recently passed ordinances by the Cities of Costa Mesa and Newport Beach allow for construction of Accessory
Dwelling Units in excess of the General Plan densities. The anticipated flows for both the Ultimate build-out per the adopted General
Plans, and the additional dwelling units allowable under the A.D.U. Ordinances have been analyzed.
Future Sewer Main Improvements Required to Meet Ultimate Demand
The District has adopted the industry standard of designing new sewer lines up to 18 inches in diameter to be flowing no more than
half full at peak wet weather flow and 21 inch or larger sewers to be flowing no more than three quarters full at wet weather peak flow.
However, for the purposes of determining when additional capacity is required, flows above these limits are acceptable. However, at
no time are gravity sewers allowed to flow in a surcharged or pressure conditions. For the purposes of the Master Plan Update, pipes
that will be flowing above three quarters full at ultimate build-out will be considered over capacity.
Future Capital Improvement Projects to provide capacity for ultimate build-out.
There are six sewer mains and one pump station that will need upgrading to provide capacity at the General Plan Ultimate Build-Out.
Of the seven capital improvement projects listed below, staff has ranked the priority of each improvement with the ranking of 1 being
the highest priority. However, staff believes none of the improvements identified below will need to be completed for at least three
years. Staff will consider funding some projects below in the FY 2024-25 Budget.
Ultimate Build-Out Sewer Capacity Improvements
Service
Area No.Description Estimated Cost Priority Rank
Subject 6. Sewer Master Plan Update Status
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact Yes
Budgeted No
Recommended Action That the Board of Directors direct staff to bring back the Sewer Master Plan to the
September 28, 2020 Board of Directors meeting.
Goals 1.14 Assess the capacity of the wastewater collection system
rd
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9 12” Sewer on Santa Ana Avenue Northeast of 23 Street.
The project will include construction of 1500 feet of sewer main
between Cynthia Court and Brentwood Place.
$675,000 6
21
8” Sewer Main on 21 Street Southeast of Orange Avenue.
The project will include construction of 640 feet of sewer main
between Orange Avenue and Westminster Avenue.
$290,000 7
28 & 104
15” Hamilton – Thurin Sewer Main
The project will include construction of 1600 feet of sewer main on
Hamilton Avenue east of Harbor Blvd. and Thurin Avenue south of
Victoria Avenue.
$720,000 2
52
8” Sewer on Wilson West of Placentia.
The project will include construction of 1480 feet of sewer main on
Wilson Street between Placentia Avenue and National Avenue.
$665,000 5
62
18” Sewer Main on Harbor Blvd. South of Baker Street.
The project will include construction of 2400 feet of sewer main
between Baker Street and Adams Avenue.
$1,100,000 3
109
18” Sewer on Victoria Street between Thurin and Newport Avenue.
The project will include construction of an interconnect between the
existing 18” and 21” sewers on Victoria Street.
$50,000 1
PS5
Canyon Pump Station
Pump capacity will have to be increased from 800 gpm to 1160 gpm.
The project will include replacing the pumps, pump base, controls,
and wet well pipes for the pump Station.
$200,000 4
Impact of Accessory Dwelling Unit Related Density Increase
The increase in densities associated with the new Accessory Dwelling Unit Ordinances will impact virtually every sewer main in the
district to some extent. Most of the sewer mains in the district have enough excess capacity to handle the additional flows that will be
generated by the increased densities.
There are four gravity mains and two pump stations that will need improvement to provide for the additional flows from the A.D.U.
density increase. They are listed below.
A.D.U. Density Increase Capacity Improvements
No.Description Estimated Cost
6
10” Sewer Main on Irvine Avenue Northeast of 19 Street.
The project will include construction of 600 feet of sewer main between 19 Street
and the Alley Northeast of Costa Mesa Street.
$ 360,000
60 8” Sewer on Adams East of the Pump Station.
The project will include construction of 180 feet of sewer main on Adams Avenue.$ 90,000
67
10” Sewer on Gisler Avenue East of Gibraltar.
The project will include construction of 600 feet of sewer main on Michigan Place
between Gisler Avenue and the OCSD Trunk.
$ 300,000
69
12” Sewer Main Southerly of Mendoza Pump Station.
The project will include construction of 370 feet of sewer main between the pump
station and Mission Drive. The sewer will be 18 feet deep and cross under the flood
control channel.
$ 200,000
PS3
Adams Pump Station
Pump capacity will have to be increased from 500 gpm to 590 gpm. The project will
include replacing the pumps and pump base, and wet well pipes for the pump Station.
$ 200,000
Developer's Responsibility to Provide Additional Sewer Capacity
In the interest of fairness, the District committed to providing sewer capacity to the level identified in the Cities’ and County’s General
Plan but any additional capacity needed as a result of a developer proposing an even more intense land use would be the
responsibility of the developer. This policy relieves the District and the rate payers of the burden of funding sewer improvements
made necessary by the scenario of increasing project densities.
The District's policy is to require the developer to make a cash deposit to the District to fund a sewer analysis of the system where the
new development is proposed. The analysis checks the capacity of the system assuming the proposed development is the only
project that exceeds the General Plan density, but also checks line capacities assuming redevelopment of neighboring parcels also
occurs to levels beyond the General Plan. An appropriate participation level is then determined for the developers.
A similar method can be applied to property owners who desire to construct accessory dwelling units that would increase the density
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of development above the General Plan density for their lot. The property owner could be assessed a fair share portion of the total
cost of sewer system improvements necessary to provide the additional capacity for the A.D.U.’s.
There are a number of other items addressed in the attached draft report.
Legal Review
District Counsel is recommending the Sewer Master Plan be presented to the Costa Mesa and Newport Beach Planning
Commissions for conformance review of their general plan.
Environmental Review
The sewer master plan update is a planning study and Section 15262 of Article 18 Statutory Exemptions, of the California Code of
Regulations states: “A project involving only feasibility or planning studies for possible future actions which the agency,
board, or commission has not yet approved, adopted, or funded does not require the preparation of an EIR or negative
declaration but does require consideration of environmental factors. This section does not apply to the adoption of a plan
what will have a legally binding effect on later activities.” Consideration of the environmental factors will occur as part of each of
the projects listed in the master plan update.
Financial Review
The budget for the SMP project is $120,000 of which $30,000 is allocated for flow monitoring. The project was originally funded in the
2015-16 and 2016-17 budgets, then carried over into the following fiscal years to continue the project as follows:
Fiscal
Year
Adopted
Budget Carryover from Prior Year Fiscal Year
Expenses
Remaining
Balance
2015-16 $60,000 0 -$60,000
2016-17 $60,000 $60,000 -$120,000
2017-18 -$120,000 $4,005 $115,995
2018-19 -$115,995 $52,303 $63,692
2019-20 -$63,692 $47,245 $16,447
2020-21 -$16,447- Will request a
carryover later.
Total $120,000 $103,553 $16,447
As of June 30, 2020 the SMP project has a remaining budget balance of $16,447. Staff will request the Board of the Directors to
approve a carryover in the amount of $16,447 from FY 2019-20 to FY 2020-21 to continue and complete the project.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the August 11, 2020 Board of Directors study
session meeting at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information.
Administrative File Attachments
CMSD WasteWater Master Plan - DRAFT 200805.pdf (4,748 KB)
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: August 11, 2020
Subject: Consider Adopting Resolution No. 2020-932 endorsing the following candidates to serve on the Independent
Special Districts of Orange County (ISDOC) Executive Committee: Mark Monin, El Toro Water District - President, Arlene
Schafer, Costa Mesa Sanitary District - 1st Vice President and Mary Aileen Matheis, Irvine Water District - 2nd Vice President
Summary
On August 3, 2020, ISDOC sent out an official notice and call for candidates for positions on ISDOC's Executive Committee.
Attached is the notice that describes the duties for each position.
Recommendation
Adopt Resolution No. 2020-932 endorsing the following candidates to serve on the Independent Special Districts of Orange County
(ISDOC) Executive Committee:
1. Mark Monin, El Toro Water District - President
2. Arlene Schafer, Costa Mesa Sanitary District - 1st Vice President
3. Mary Aileen Matheis, Irvine Water District - 2nd Vice President
Analysis
The Independent Special Districts of Orange County (ISDOC) is a membership association that represents the interests and provides
advocacy on behalf of Orange County’s 25 independent special districts. ISDOC was formed more than 30 years ago to serve the
needs of Orange County’s water, wastewater, sanitary, cemetery, vector control, library, recreation and parks, and other districts that
provide specialized services within their communities. A seven-member executive committee guides the association and
membership meetings are held on a quarterly basis to provide a forum for its special district members to meet and discuss issues
and share information of mutual interest.
Nominations will close on Friday, September 11, 2020. CMSD Board Secretary Arlene Schafer has expressed interest to be
nominated as 1st Vice President on a slate of candidates. A resolution endorsing Secretary Schafer for 1st Vice President and the
slate of candidates is attached and must be approved by the Board.
Legal Review
Not applicable
Environmental Review
Adopting a resolution to nominate a Board member to the ISDOC Executive Committee is an administrative matter that will not result
in direct or indirect physical changes in the environment and is not considered a "project".
Financial Review
Subject 7. Consider Adopting Resolution No. 2020-932 endorsing the following
candidates to serve on the Independent Special Districts of Orange County
(ISDOC) Executive Committee: Mark Monin, El Toro Water District - President,
Arlene Schafer, Costa Mesa Sanitary District - 1st Vice President and Mary Aileen
Matheis, Irvine Water District - 2nd Vice President
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact No
Recommended Action Adopt Resolution No. 2020-932 endorsing the following candidates to serve on the
Independent Special Districts of Orange County (ISDOC) Executive Committee:
Mark Monin, El Toro Water District - President
Arlene Schafer, Costa Mesa Sanitary District - 1st Vice President
Mary Aileen Matheis, Irvine Water District - 2nd Vice President
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There are no financial impacts to the District for Board Secretary Schafer serving on ISDOC Executive Committee
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the August 11, 2020 Board of Directors study
session meeting at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Do not approve the resolution.
2. Direct staff to report back with more information.
File Attachments
2020 ISDOC Election Timeline.pdf (228 KB)
ISDOC Call for Nominations.pdf (205 KB)
Reso 2020-XXX ISDOC Elections.docx (17 KB)
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Aug 11, 2020 - Board of Directors Study Session
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Type
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D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, SEPTEMBER 8, 2020 AT 9:30 A.M. IN THE DISTRICT'S BOARD ROOM, LOCATED AT 290 PAULARINO
AVENUE, COSTA MESA.
Subject 2. Adjournment
Meeting Aug 11, 2020 - Board of Directors Study Session
Access Public
Type Procedural