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Tuesday, January 12, 2021
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING JANUARY 12, 2021 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 - 899 0194 1368
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 899 0194 1368#
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. Code Enforcement Officer Report - December 2020
2. Sewer System Management Plan (SSMP) Self Audit
3. Proposed Amendments and Consider Approving Recertification of the Sewer System Management Plan
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, January 12, 2021
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING JANUARY 12, 2021 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 - 899 0194 1368
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 899 0194 1368#
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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Robert Ooten, President
Michael Scheafer, Vice President
Arlene Schafer, Secretary
Arthur Perry, Director
Brett Eckles, Director
Meeting Jan 12, 2021 - Board of Directors Study Session
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 Jan 12, 2021 - Board of Directors Study Session
Type Procedural
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C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: January 12, 2021
Subject: Code Enforcement Officer Report - December 2020
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of December 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 December, Officer Roberts approached seven (07) individuals observed scavenging from CMSD trash carts. In the
same month he issued 81 warning notices to residents storing their trash carts in public view. Officer Roberts found no graffiti on
trash carts in the month of December.
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 January 12, 2021 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
December 2020 Code Enforcement Report.doc (1,108 KB)
Workflow
Subject 1. Code Enforcement Officer Report - December 2020
Meeting Jan 12, 2021 - Board of Directors Study Session
Type Receive and File
Workflow Jan 4, 2021 2:23 PM :: Submitted by Ed Roberts. Routed to Scott Carroll for approval.
Jan 7, 2021 4:41 PM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 7, 2021 5:38 PM :: Final approval by Noelani Middenway
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: January 12, 2021
Subject: Sewer System Management Plan (SSMP) Self Audit
Summary
Per the Statewide General Waste Discharge Requirements (GWDR) for Sanitary Sewer Systems (State Water Resources Control
Board No. 2006-003-DWQ), the District developed and implemented a comprehensive Sewer System Management Plan (SSMP),
with the primary objective of reducing and preventing Sanitary Sewer Overflows (SSO’s). A key requirement of the SSMP is that
every two years routine internal audits be performed to evaluate the effectiveness of the SSMP as well as the District’s compliance
with the SSMP elements. EEC Environmental has completed the 2020 audit and is ready to present their findings to the Board.
Recommendation
That the Board of Directors receives the PowerPoint presentation from EEC Environmental and direct staff to return on January 28,
2021 with the SSMP for adoption and recertification.
Analysis
The last self-audit was performed in March 2018 and the findings were presented to the Board on March 25, 2018. In September
2020, staff solicited proposals for conducting an internal audit of the District’s SSMP. The following firms responded to the Districts
RFP:
1. Environmental Engineering Consulting Services (EEC)
2. Dudek
Both firms demonstrated experience in conducting SSMP audits for various other agencies, however, EEC’s proposal came in
at $11,500 which was significantly less expensive than Dudek’s proposal at $21,110. CMSD entered into an agreement with EEC
Environmental to perform the 2020 self-audit of the District’s SSMP.
Based on the 2020 SSMP audit, EEC Environmental identified five recommended corrective actions and nine recommended
enhancements, which are described below:
Recommended Corrective Actions
1. Update the SSMP and supporting documents to reflect the District's current organizational structure.
2. Reevaluate the system-wide cleaning frequency to identify the necessary actions for the District to meet the sewer system cleaning
commitment.
3. Create SSO Emergency Response Plans for the four remaining pump stations.
4. Update the SSMP to accurately reflect the Master Plan status and capacity assurance studies.
5. Address all nonconformances identified in the 2018 SSMP Audit.
Recommended Enhancements
1. Consider adding measurable goals to quantify the effectiveness of the SSMP.
2. Update the SSMP to reflect new rehabilitation projects planned for the next two fiscal years 2020/2021 and 2021/2022.
3. Identify or provide additional training opportunities for District Staff on key topics.
Subject 2. Sewer System Management Plan (SSMP) Self Audit
Meeting Jan 12, 2021 - Board of Directors Study Session
Type Action, Receive and File
Recommended Action That the Board of Directors receive the PowerPoint presentation from EEC Environmental
and direct staff to return on January 28, 2021 with the SSMP for adoption and
recertification.
Goals 1.4 Sewer Infrastructure - Audit and update the Sewer System Management Plan
(SSMP)
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
1.0 Sewer Infrastructure
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4. Update standards to include new technologies.
5. Conduct emergency bypass training at selected "high risk" pump stations.
6. Conduct periodic SSO simulation training at the District Yard.
7. Standardize the term for Hot Spots throughout the SSMP.
8. Develop a standard operating procedure for plan review and interactions with the City of Costa Mesa.
9. Continue residential education program, particularly for those areas associated with enhanced maintenance locations.
Overall, CMSD has developed a comprehensive SSMP in compliance with the State WDR. EEC Environmental staff will be giving a
brief PowerPoint presentation to the Board regarding their findings in the 2020 self-audit. Attached is the 2020 SSMP audit report.
Legal Review
Not Applicable.
Environmental Review
Preparation of a self-audit of the District’s Sewer System Management Plan (SSMP) is an administrative matter, and administrative
matters are exempt under CEQA and the District’s CEQA Guidelines. The SSMP assists the District in providing comprehensive
sewer system management, including protection of the environment by eliminating sanitary sewer overflows.
Financial Review
The contract to perform the Sewer System Management Plan Internal Audit by EEC Environmental for $11,500 was included in the
FY 2020-21 adopted budget.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the January 12, 2021 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
CMSD SSMP Audit Report - 1-6-2021.pdf (1,808 KB)
SSMP Presentation.pdf (556 KB)
Workflow
Workflow Jan 6, 2021 5:47 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Jan 6, 2021 6:09 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Jan 7, 2021 4:42 PM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 7, 2021 5:39 PM :: Final approval by Noelani Middenway
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: January 12, 2021
Subject: Proposed Amendments and Consider Approving Recertification of the Sewer System Management Plan
Summary
On May 2, 2006, the State Water Regional Control Board (SWRCB) adopted Order No. 2006-0003 (Order), Statewide General Waste
Discharge Requirements (WDR) for Sanitary Sewer Systems. This Order requires that owners of wastewater collection systems with
more than a mile of pipeline have in place a Sewer System Management Program (SSMP) to comply with the terms of this Order,
which is to reduce the number and severity of Sanitary Sewer Overflows (SSOs), to audit the program every two years, and revise
the SSMP every five years.
Recommendation
That the Board of Directors direct staff to bring back the Amended Sewer System Management Plan (SSMP) on January 25, 2021 to
consider adopting the amendments and recertifying the SSMP.
Analysis
Last significant amendments and certification of the SSMP occurred on December 17, 2015. In the fall of 2020 significant
amendments were made to the Plan to reflect changes in operations and procedures that occurred in the last five years. On
September 9, 2020, a draft amended SSMP was submitted to the Citizens Advisory Committee for review and comments. There
were no comments and/or suggestions by CAC members regarding the proposed amendments.
After soliciting and receiving proposals from qualified firms to perform an SSMP audit, the District hired EEC Environmental because
their cost was the lowest and the firm has demonstrated past experience performing SSMP audits. From November through
December 2020 EEC performed its audit and presented their findings at tonight's meeting.
Since the draft amended SSMP was presented to the CAC, staff has made additional amendments to the Plan in response to the
audit's corrective action and recommended enhancements. The additional amendments include:
1. Measurable goals to quantify the effectiveness of the SSMP. The additional goals that were added to the SSMP include:
Number of SSO's per 100 miles is below the number of SSO's per 100 miles statewide
Percent of sewage gallons spilled reached surface water is below percent of sewage gallons spilled reached surface
water statewide
SSO response time is within one hour
Complete 140 training hours annually for the entire wastewater staff.
2. Reevaluate the system-wide cleaning frequency to meet the District's sewer system cleaning commitment.
3. Identified additional training opportunities for District staff.
4. Standardized the term for Hot Spots as "Enhanced Maintenance Areas" throughout the SSMP.
5. Accurately reflect the Sewer Master Plan status and capacity assurance studies.
6. The Organization Chart will accurately represent District staffing after the District Engineer is on board, which should occur at
the end of January.
7. The Emergency Response Plan for the four pump stations are currently being developed.
The additional amendments to the SSMP will be presented to the CAC at their January 13, 2021 meeting. Comments and/or
suggestions from the CAC will be presented to the Board at your January 25, 2021 regular Board of Directors meeting when the
Subject 3. Proposed Amendments and Consider Approving Recertification of the Sewer
System Management Plan
Meeting Jan 12, 2021 - Board of Directors Study Session
Type Action
Recommended Action That the Board of Directors direct staff to bring back the Amended Sewer System
Management Plan (SSMP) on January 25, 2021 to consider adopting the amendments and
recertifying the SSMP
Goals 1.0 Sewer Infrastructure
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
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amended SSMP will be considered for approval and recertification.
Legal Review
Not applicable
Environmental Review
Preparing revisions of the District’s Sewer System Management Plan (SSMP) is an administrative matter, and administrative matters
are exempt under CEQA and the District’s CEQA Guidelines. The SSMP assists the District in providing comprehensive sewer
system management, including protection of the environment by eliminating sanitary sewer overflows.
Financial Review
The District did not incur any cost for revising the SSMP because all revisions were performed internally by staff.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the January 12, 2021 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.
File Attachments
SSMP 2021 Strikethrough Revisions.pdf (1,621 KB)
SSMP 2021 Final.pdf (1,485 KB)
SSMP Appendix 1.pdf (2,494 KB)
Workflow
Workflow Jan 7, 2021 4:26 PM :: Submitted by Scott Carroll. Routed to Noelani Middenway for
approval.
Jan 7, 2021 6:10 PM :: Final approval by Noelani Middenway
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Jan 12, 2021 - Board of Directors Study Session
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, FEBRUARY 9, 2021 AT 9:30 A.M. VIA TELECONFERENCE.
Subject 2. Adjournment
Meeting Jan 12, 2021 - Board of Directors Study Session
Type Procedural