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Monday, February 27, 2023
Board of Directors Regular Meeting
Time: 4:30 p.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
***
IMPORTANT NOTICE REGARDING THE FEBRUARY 27, 2023 REGULAR BOARD MEETING
This teleconferenced meeting will utilize electronic means consistent with State of California
Assembly Bill 361 (Gov. Code § 54953(b)(3)).
***
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.
***
To participate in the meeting by computer:
1. Copy and paste the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 850 1825 3471
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 850 1825 3471#
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 real time during the meeting
or prior to the meeting 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. Call to Order - President Scheafer
2. Pledge of Allegiance - President Scheafer
3. Invocation - Vice President Schafer
4. 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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5. Announcement of Late Communications - Unless directed otherwise by the Board of Directors, all actions shall be
based on/memorialized by the latest document submitted as a late communication.
6. Ceremonial Matters and Presentations
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.
1. Public Comments
C. CONSENT CALENDAR - All matters listed on the consent calendar are considered to be routine and may be
acted upon by one motion after public comment has been received. Only Board of Directors may pull an item
for discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the time for
those in the audience who wish to speak to items listed on the consent calendar. Each speaker will be limited
to four (4) continuous minutes of comment on the consent calendar as a whole.
1. Approve Consent Calendar
2. Approve the Board of Directors Study Session Minutes of January 10, 2023
3. Approve the Board of Directors Regular Meeting Minutes of January 23, 2023
4. Approve the City/Districts Liaison Committee Meeting Minutes of January 27, 2023
5. Approve Payroll Transparency Disclosure for January 2023
6. Approve the Directors' Compensation and Reimbursement of Expenses
7. Adopt Warrant Resolution No. CMSD 2023-08 Approving District Warrant Registers
8. Approve the preparation of a warrant to CR Transfer in the amount of $184,664.90 for December 2022 recycling and
disposal services in the February 2023 warrant register
9. Accept the occupancy count as presented as 23,091 and direct staff to prepare a warrant to CR&R Environmental
Services for $246,004.59 for January 2023 collection
10. Receive and File the December 2022 Organics Tonnage Report
11. Receive and File the December 2022 Solid Waste Diversion Report
12. Receive and File December 2022 and January 2023 Contracts Signed by the General Manager
13. Receive and File 2022 Annual Health Benefits Broker Fees Report
D. PUBLIC HEARINGS
E. GENERAL MANAGER'S REPORTS
1. Receive and File the Fiscal Year 2022-23 Mid-Year Budget Review
2. Communications Plan for 3-Cart Rollout
3. Considers Nominating Vice President Arlene Schafer as a Candidate to Serve on CSDA Board of Directors Seat C -
Southern Network
F. ENGINEER'S REPORTS
1. Receive and File the District Engineer's Report and Capital Improvement Projects Status
G. TREASURER'S REPORTS
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1. Approve the Investment Report for the Month of January 2023
H. ATTORNEY'S REPORTS
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a
Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for
which the per diem compensation is sought, the Operations Code provides that such compensation is
authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six
days in one month), and certain meetings are specified as being eligible as set forth in District Operations
Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be
eligible for the per day compensation.
1. Orange County Sanitation District (OCSD) - (Vice Secretary Ooten)
2. Santa Ana River Flood Protection Agency (SARFPA) - (Secretary Perry)
3. Independent Special Districts of Orange County (ISDOC) - (Vice President Schafer)
4. California Special Districts Association (CSDA) - (Vice President Schafer)
5. Special District Risk Management Authority (SDRMA) - (President Scheafer)
6. Copy of Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section
3.01.030
J. OLD BUSINESS
K. NEW BUSINESS
L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
1. Oral Communications and Director Comments
M. ADJOURN TO CLOSED SESSION
1. Performance evaluation (Gov. Code §54957) Title: General Manager
2. Conference with labor negotiator (Gov. Code §54957.6) Agency Designated Representative: President Scheafer
Unrepresented party: General Manager
N. RECONVENE TO OPEN SESSION
O. CLOSING ITEMS
1. Adjourn
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Monday, February 27, 2023
Board of Directors Regular Meeting
Time: 4:30 p.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
***
IMPORTANT NOTICE REGARDING THE FEBRUARY 27, 2023 REGULAR BOARD MEETING
This teleconferenced meeting will utilize electronic means consistent with State of California
Assembly Bill 361 (Gov. Code § 54953(b)(3)).
***
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.
***
To participate in the meeting by computer:
1. Copy and paste the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 850 1825 3471
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 850 1825 3471#
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 real time during the meeting
or prior to the meeting 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. Call to Order - President Scheafer
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Procedural
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A. OPENING ITEMS
Subject 2. Pledge of Allegiance - President Scheafer
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Procedural
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A. OPENING ITEMS
Subject 3. Invocation - Vice President Schafer
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Procedural
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A. OPENING ITEMS
Michael Scheafer, President
Arlene Schafer, Vice President
Arthur Perry, Secretary
Robert Ooten, Vice Secretary
Brett Eckles, Director
Subject 4. 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.)
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Procedural
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A. OPENING ITEMS
Subject 5. Announcement of Late Communications - Unless directed otherwise by the Board
of Directors, all actions shall be based on/memorialized by the latest document
submitted as a late communication.
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Procedural
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A. OPENING ITEMS
Subject 6. Ceremonial Matters and Presentations
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
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 Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Procedural
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
Subject 1. Approve Consent Calendar
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve the Consent Calendar as presented.
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: February 27, 2023
Subject: Approve the Board of Directors Study Session Minutes of January 10, 2023
Summary
The recorded minutes of the January 10, 2023 Board of Directors Study Session are hereby submitted to the Board of Directors for
review and approval.
Analysis
Attached to the staff report are the minutes for the Board of Directors Study Session on January 10, 2023.
Staff Recommendation
That the Board of Directors approve the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 27, 2023 Board of Directors Regular
Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
Subject 2. Approve the Board of Directors Study Session Minutes of January 10, 2023
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Minutes
Recommended Action That the Board of Directors approve the meeting minutes as presented.
Minutes View Minutes for Jan 10, 2023 - Board of Directors Study Session
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minutes_2023_01_10_ss.pdf (190 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: February 27, 2023
Subject: Approve the Board of Directors Regular Meeting Minutes of January 23, 2023
Summary
The recorded minutes of the January 23, 2023 Board of Directors Regular Meeting are hereby submitted to the Board of Directors for
review and approval.
Staff Recommendation
That the Board of Directors approve the meeting minutes as presented.
Analysis
Attached to the staff report are the minutes for the Board of Directors Regular Meeting on January 23, 2023.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 27, 2023 Board of Directors Regular
Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
Subject 3. Approve the Board of Directors Regular Meeting Minutes of January 23, 2023
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Minutes
Recommended Action That the Board of Directors approve the meeting minutes as presented.
Minutes View Minutes for Jan 23, 2023 - Board of Directors Regular Meeting
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minutes_2023_01_23_rm.pdf (247 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: February 27, 2023
Subject: City/Districts Liaison Committee Meeting Minutes of January 27, 2023
Summary
The recorded minutes of the January 27, 2023 City/Districts Liaison Committee Meeting are hereby submitted to the Board of Directors
for review and approval.
Analysis
Attached to the staff report are the minutes for the City/Districts Liaison Committee Meeting on January 27, 2023.
Staff Recommendation
That the Board of Directors approve the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 27, 2023 Board of Directors Regular
Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
Subject 4. Approve the City/Districts Liaison Committee Meeting Minutes of January 27,
2023
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Minutes
Recommended Action That the Board of Directors approve the meeting minutes as presented.
Minutes View Minutes for Jan 27, 2023 - City/Districts Liaison Committee Meeting
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File Attachments
minutes_2023_01_27_lc.pdf (131 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Lieu Tran, Accountant
Date: February 27, 2023
Subject: Approve Payroll Transparency Disclosure for January 2023
Summary
Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month.
Recommendation
That the Board of Directors approve and file the report.
Analysis
Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month.
Legal Review
Not Applicable.
Environmental Review
Subject activity is exempt from the requirements of 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
Sufficient funds are available 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 February 27, 2023 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov.
Alternative Actions
Subject 5. Approve Payroll Transparency Disclosure for January 2023
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Fiscal Impact Yes
Budgeted Yes
Recommended Action That the Board of Directors approve and file the report.
Goals 4.7 Demonstrate outstanding efforts in transparency
7.0 Finance
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Refer item back to staff with further instructions.
File Attachments
Payroll Transparency Disclosure for January 2023.pdf (1,102 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Noelani Middenway, District Clerk & Public Information Officer
Date: February 27, 2023
Subject: Directors' Compensation and Reimbursement of Expenses
Summary
The Directors' Compensation and Reimbursement of Expenses are hereby submitted to the Board of Directors for review and approval.
Analysis
Attached to the staff report are the Directors' Compensation and Reimbursement of Expenses.
Staff Recommendation
That the Board of Directors approve the compensation and reimbursement of expenses as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of the compensation and reimbursement of expenses is an administrative matter and is exempt from the requirements of
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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 27, 2023 Board of Directors Regular
Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the compensation and reimbursement of expenses as presented.
2. Direct staff to report back with more information.
File Attachments
2023_02_27_board_comp_expense_report.pdf (1,114 KB)
Subject 6. Approve the Directors' Compensation and Reimbursement of Expenses
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve the compensation and reimbursement of expenses as
presented.
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All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Lieu Tran, Accountant
Date: February 27, 2023
Subject: Adopt Warrant Resolution No. CMSD 2023-08 Approving District Warrant Registers
Summary
Attached is the Warrant Resolution, which ratifies the payment of certain claims and demands and specifies the funds from which they
were paid.
Recommendation
That the Board of Directors approve and file the report.
Analysis
Attached is the Warrant Resolution, which ratifies the payment of certain claims and demands and specifies the funds from which they
were paid.
Legal Review
Not Applicable.
Environmental Review
Subject activity is exempt from the requirements of 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
Sufficient funds are available 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 February 27, 2023 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
Subject 7. Adopt Warrant Resolution No. CMSD 2023-08 Approving District Warrant
Registers
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Budgeted Yes
Recommended Action That the Board of Directors adopt Warrant Resolution No. CMSD 2023-08 approving District
warrants for the month of January in the amount of $619,381.32.
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File Attachments
WARRANT RESO 2023-08.pdf (496 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
Subject 8. Approve the preparation of a warrant to CR Transfer in the amount of
$184,664.90 for December 2022 recycling and disposal services in the February
2023 warrant register
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approves the preparation of a warrant to CR Transfer in the
amount of $184,664.90 for December 2022 recycling and disposal services to be ratified in
the February 2023 warrant register.
638.09
Please note that CR&R was unable to provide invoices and weight tickets for the month of January in time for this meeting. The CR
Transfer, Organics Tonnage and Solid Waste Diversion Report for the month of January will be presented at the March Board Meeting for
review and approval.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 27, 2023
Subject: Approve the preparation of a warrant to CR Transfer in the amount of $184,664.90 for December 2022 recycling and
disposal services in the February 2023 warrant register
Summary
This payment to CR Transfer is for the sorting of recyclables from the mixed waste and disposal of the remaining waste at the landfill.
With the implementation of the Organics Recycling Program adopted by the Board, this payment also includes the diverting of the
organics waste to the Anaerobic Digestion facility to be recycled into fertilizer or renewable natural gas to fuel the refuse trucks.
Recommendation
That the Board of Directors approves the preparation of a warrant to CR Transfer in the amount of $184,664.90 for December 2022
recycling and disposal services to be ratified in the February 2023 warrant register.
Analysis
Below is a chart depicting the total tonnage and payments due for residential and organic waste collected in Costa Mesa and Newport
Beach.
*Due to weight ticket calculation rounding, monthly invoices may be slightly off by a few pennies. Invoices that are slightly off are marked
by an asterisk below.
Type of Waste Invoice Tonnage Rate Amount Billed
Residential Waste - Newport Beach 44219 70.04 $56.52 $3,958.66
Residential Waste - Costa Mesa 44218 2,318.86 $56.52 $131,062.01*
Total Residential Waste 2,388.90 $135,020.67
Organics Recycling Waste 44254 $77.77 $49,624.23*
Total Organics 638.09 $49,624.23
Grand Total 3,026.99 $184,644.90
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Legal Review
Not Applicable
Environmental Review
Consideration of the CR Transfer 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
Sufficient funds are available in the adopted budget to pay for the services provided.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 27, 2023 Board of Directors
regular meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov.
Alternative Action
Refer item back to staff with further instructions.
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 27, 2023
Subject: Accept the occupancy count as presented as 23,091 and direct staff to prepare a warrant to CR&R Environmental
Services for $246,004.59 for January 2023 collection.
Summary
Accept the occupancy count as presented using 23,091 as the correct number of active units and direct staff to prepare a warrant to
CR&R Environmental Services for January 2023 collection based on this occupancy report so long as the contractor fulfills the obligations
of the agreement in the amount of $246,004.59 to be ratified in the February 2023 warrant list.
Recommendation
That the Board of Directors accept the occupancy count as presented using 23,091 as the correct number of active units and direct staff
to prepare a warrant to CR&R Environmental Services for January 2023 collection based on this occupancy report so long as the
contractor fulfills the obligations of the agreement in the amount of $246,004.59 to be ratified in the February 2023 warrant list.
Analysis
The occupancy count is the number of residential customers that the District pays CR&R for the trash truck to stop and pick up trash.
The District pays CR&R $10.6537 per occupant, per month. Each month, new residential customers in brand-new developments contact
the District to establish new trash service. District staff contacts CR&R to approve the drop-off of carts at the residence, which results in
an increase in the occupancy count as shown on the attached list.
As of January 31, 2023, total District occupancy was at 23,091 with no new accounts added or deleted since the last billing
period. District staff will continue to track the number of new service addresses.
The payment calculation is based on the following:
District's Current Rate for January 2023:
23,091 x $10.6537 =$246,004.59
Legal Review
Not Applicable
Environmental Review
Consideration of the Occupancy 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.
Subject 9. Accept the occupancy count as presented as 23,091 and direct staff to prepare a
warrant to CR&R Environmental Services for $246,004.59 for January 2023
collection
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors accept the occupancy count as presented using 23,091 as the
correct number of active units and direct staff to prepare a warrant to CR&R Environmental
Services for January 2023 collection based on this occupancy report so long as the contractor
fulfills the obligations of the agreement in the amount of $246,004.59 to be ratified in the
February 2023 warrant list.
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Financial Review
Sufficient funds are available in the adopted budget to pay for the services provided.
Public Notice Process
Copies of this Staff Board report are on file and will be included with the entire agenda packet for February 27, 2023, Regular Board
meeting at District Headquarters and on the District website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
2023-01-G CMSD Occupancy Report.pdf (64 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 27, 2023
Subject: Receive and File the December 2022 Organics Tonnage Report
Summary
A total of 638.09 tons of organic waste were collected in December 2022.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Below is a graph depicting the total tonnage of organic waste collected during each month of the last five fiscal years. Additionally, a
graph is included breaking down the total tonnage collected and how much material was recycled and landfilled from the organics
program.
Subject 10. Receive and File the December 2022 Organics Tonnage Report
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors receive and file this report.
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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 February 27, 2023 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website.
Alternative Action
File Attachments
Organics.png (14 KB)
Organics Tonnage.png (28 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
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listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 27, 2023
Subject: Receive and File the December 2022 Solid Waste Diversion Report
Summary
A total of 1,805.79 tons of solid waste were collected and recycled in December 2022.
Recommendation
That the Board of Directors receive and file this report.
Analysis
A total of 1,805.79 tons of solid waste were collected and recycled in December 2022. This month, 60% of recyclable products
(newspaper, cardboard, glass, aluminum, etc.) and organic waste recycled were diverted away from landfills.
For the current fiscal year, a total of 11,756.02 tons of solid waste have been recycled and the District diversion rate is 61.04% for the last
six months.
Subject 11. Receive and File the December 2022 Solid Waste Diversion Report
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors receive and file this report.
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Legal Review
Not applicable.
Environmental Review
Consideration of the Solid Waste 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 February 27, 2023 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website.
Alternative Action
File Attachments
Tonnage.png (46 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 27, 2023
Subject: Receive and File December 2022 and January 2023 Contracts Signed by the General Manager
Summary
At the January 24, 2019 Board of Directors meeting, the Board directed the General Manager to submit a list of contracts he signed
during the previous month. Below are the contracts he signed in the months of December 2022 and January 2023.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Below are the contracts signed by the General Manager in the month of December 2022 and January 2023:
Contracts:
1. Lakewood Alarm: Install LTE cell communication and update firmware to V213 at Headquarters. Cost: $195.00. 24-Hour monitoring
service.
Cost: $113.50/month
2. Liebert Cassidy Whitmore: Employment relations consortium. Cost: $3,645.00
3. Affordable Generator Services, Inc.: Perform preventive maintenance on the District’s generators. Cost: $13,598.73
Purchase Orders:
1. Golden Bell Products, Inc.: Manhole roach maintenance. Qty: 1,020. Cost: $24,990.00
2. Xylem Water Solutions USA, Inc.: Pump station handle and lifting parts. Qty: 10. Cost: $2,182.00
Legal Review
All contracts are reviewed and approved by District Counsel before contracts are executed.
Environmental Review
Providing the Board of Directors a monthly list of contracts signed by the General Manager is an administrative matter that will not result
in direct or indirect physical changes in the environment and is not considered a "project".
Subject 12. Receive and File December 2022 and January 2023 Contracts Signed by the
General Manager
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Fiscal Impact No
Budgeted Yes
Recommended Action That the Board of Directors receive and file this report
Goals 6.0 Administrative Management
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Financial Review
There is adequate funding in the budget for the expenses referenced above.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2023 Board of Directors regular
meeting at District Headquarters and on District website at www.cmsdca.gov.
Alternative Actions
1. Direct staff to report back with more information
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous
minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Dyana Bojarski, Administrative Services Manager
Date: February 27, 2023
Subject: 2022 Annual Health Benefits Broker Fees Report
Summary
As required by Section 1367.08 of the California Health and Safety Code and Section 10604.5 of the California Insurance Code, the
Costa Mesa Sanitary District must disclose any group health insurance premiums, fees, and commissions paid to all agents, providers,
and brokers.
Recommendation
That the Board of Directors receive and file the report.
Analysis
Section 1367.08 of the Health and Safety Code
A health care service plan shall annually disclose to the governing board of a public agency that is the subscriber of a group contract, the
name and address of, and amount paid to, any agent, broker, or individual to whom the plan paid fees or commissions related to the
public agency's group contract. As part of this disclosure, the health care service plan shall include the name, address, and amounts paid
to the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure required by
this section is in addition to any other compensation disclosure requirements that exist under law.
Section 10604.5 of the Insurance Code
An insurer shall annually disclose to the governing board of a public agency that is the policyholder of a group health insurance policy, the
name and address of, and amount paid to, any agent, broker, or individual to whom the insurer paid fees or commissions related to the
public agency's group health insurance policy. As part of this disclosure, the insurer shall include the name, address, and amounts paid to
the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure required by this
section is in addition to any other compensation disclosure requirements that exist under law.
Summary of Health Benefits
Subject 13. Receive and File 2022 Annual Health Benefits Broker Fees Report
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Fiscal Impact Yes
Budgeted Yes
Recommended Action That the Board of Directors receive and file the report
Goals 7.0 Human Resources Management
6.0 Administrative Management
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CalPERS (California Public Employee Retirement Services) administers and negotiates rates and coverage for all District medical plans.
Services provided by CalPERS includes: plan design, negotiating with medical and pharmaceutical carriers, developing and printing plan
summaries, outlines and brochures, billing, claims processing, hosting an online database for enrollments and changes, participant
appeals and grievances, website design and maintenance, and free workshops/seminars for employers, employees, and retirees.
All non-medical health plans which include dental, vision, life, long-term disability, voluntary AD&D, and other individual plans such as
accident, cancer, specified health event, hospital, and short-term disability are administered and/or brokered by SDRMA (Special District
Risk Management Authority) or Aflac (American Family Life Assurance Company). Services provided by SDRMA and Aflac include: plan
design options, negotiating rates and benefits with carriers, legal and compliance updates and advice, open enrollment support,
assistance with claims processing and resolution, and free workshops to staff.
Although the District obtains non-medical health plans through SDRMA, the disclosure codes do not apply because the agency
administers the non-medical programs through the California State Associations of Counties Excess Insurance Authority (CSAC-EIA
Health); it does not contract directly with brokers or insurance carriers of the Health Benefit Programs.
Agent, Broker, or Individuals Paid in Calendar Year 2022
Medical Broker/Administrator Medical Broker/Administrator
CalPERS
400 Q Street
Sacramento, CA 95811
AFLAC
1932 Wynnton Road
Columbus, GA 31999
The 2022 CalPERS Total Fees/Commissions amount was $524 and the percentage of premiums was .29%.
The 2022 Aflac Total Fees/Commissions amount was $4,147 and the percentage of premiums was 18.45%.
Plan
Year Broker/Administrator Coverage Premiums Total Fees &
Commissions
% or
Premiums
2022 CalPERS Medical $179,961 $524 .29%
2022 Aflac Non-
medical $22,473 $4,147 18.45%
Legal Review
Not applicable.
Environmental Review
Disclosure and discussion of group health insurance premiums, fees, and commissions paid to agents or providers are administrative
matters and not a disturbance of the environment similar to grading or construction and the discussion is not a project under CEQA or the
District’s CEQA Guidelines.
Financial Review
The District paid a total of $202,434 in premiums for medical and non-medical expenses and $4,671 for fees and commissions in 2022.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2023 Board of Directors regular
meeting at District Headquarters and on the District's website.
Alternative Actions
Direct staff to report back with more information.
All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after
public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is
waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items
listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent
calendar as a whole.
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Kaitlin Tran, Finance Manager
Date: February 27, 2023
Subject: Receive and File the Fiscal Year 2022-23 Mid-Year Budget Review
Summary
This report serves as a summary of the District’s spending through December 31, 2022 as well as staff’s best estimate of projected
balances for the year-ended June 30, 2023.
Recommendation
That the Board of Directors receive and file the Fiscal Year 2022-23 Mid-Year Budget Review.
Analysis
This analysis report uses the “Amended Budget”, consisting of the adopted budget plus any approved prior year carryover appropriations,
as well as budget adjustments through December 31, 2022.
Solid Waste Fund Expenditure- The Solid Waste fund has an amended budget of $7,234,329. As of December 31, 2022, a total of 44.2%
of the Solid Waste budget was expended. At this time, staff anticipates a budgetary savings of $$418,900 for the FY, mainly due to
savings in Maintenance/Operations.
Solid Waste & General Funds Revenue- The total Solid Waste and General Funds revenue budget for FY 2022-23 is $6,983,600. As of
December 31, 2022, the District received $3,987,587.
Wastewater Fund Expenditure- The Wastewater fund has an amended budget of $5,856,068 (excluding CIP). As of December 31, 2022,
a total of 52.4% of the Wastewater Fund’s operating budget has been expended. Staff anticipates a budgetary savings of $47,000 due to
reduced costs in Maintenance/Operations.
Wastewater Fund Revenue- The total Wastewater Fund revenue budget for FY 2022-23 is $7,041,800. As of December 31, 2022, the
total Wastewater Fund revenue the District received, excluding is $4,043,924.
The Capital Improvement Projects (CIP) are projected to be within budget. Please see the attached report for a more detailed analysis.
Legal Review
Not applicable.
Environmental Review
Subject activity is exempt from the requirements of 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
See attached report.
Public Notice Process
Subject 1. Receive and File the Fiscal Year 2022-23 Mid-Year Budget Review
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Receive and File
Goals 8.3 Finance - Forecast revenues and expenditures
8.0 Finance
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Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2023 Board of Directors regular
meeting at District Headquarters and on District website at www.cmsdca.gov.
Alternative Actions
Refer the matter back to staff for additional information.
File Attachments
A-FY2022-23 Mid-Year Quarterly Budget Analysis .pdf (234 KB)
B - Expenditure Analysis.pdf (155 KB)
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 27, 2023
Subject: Communications Plan for 3-Cart Roll out
Summary
The Board of Directors requested a communications plan for the recycling cart roll-out in Fall 2024.
Recommendation
That the Board of Directors receives and files this report.
Analysis
Last month, the Board of Directors approved a first amendment with CR&R for SB 1383 compliance services. One of those services is a
transition from a two-cart system into a three-part system with a planned roll-out date of Fall 2024. The introduction of a new cart and
transition to a three-cart system will require extensive education and outreach. Staff is proposing to continue its partnership with Tripepi
Smith to assist with designing and producing outreach material for customers. The first year will require communicating the logistics of the
program as well as preparing customers for the delivery and use of the carts. Attached to this staff report is a fiscal year 2023-2024
communications plan.
Legal Review
Not applicable.
Environmental Review
The consideration of a communications plan is an administrative matter and is not a disturbance of the environment, similar to grading or
construction, and is not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Total costs for 3-Cart System Communications Plan for fiscal year 2023-24 is $150,000. This has not been approved
by the Board of Directors. The Biennial Budget for Fiscal Years 2023-24 & 2024-25 will be presented to the Board for
adoption consideration in June 2023.
Design, Development & Coordination $75,000
Mailings $60,000
Town Halls $3,000
Video Advertising $4,000
Social Media Advertising $5,000
Printing $3,000
Total $150,000
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for February 27, 2023, Board of Directors regular
meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
1. Direct staff to report back with more information.
Subject 2. Communications Plan for 3-Cart Rollout
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action
Recommended Action That the Board of Directors receives and file this report.
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File Attachments
3-cart system communications plan.pdf (4,872 KB)
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 27, 2023
Subject: Considers Nominating Vice President Arlene Schafer as a Candidate to Serve on CSDA Board of Directors Seat C -
Southern Network
Summary
The California Special District Association (CSDA) is seeking board members or general managers who are interested in leading the
direction of the agency for the 2024 - 2026 term.
Recommendation
That the Board of Directors approve nominating and supporting Vice President Arlene Schafer as a candidate for the California Special
Districts Association Board of Directors Seat C - Southern Network
Analysis
The leadership of CSDA is elected from its six geographical networks (see attached map), Each of the six networks has three seats on
the Board with staggered three year terms. Candidates must be affiliated with an independent special district that is a CSDA regular
member in good standing and located within the geographic network that they seek to represent.
The CSDA Board of Directors is the governing body responsible for all policy decisions related to CSDA's member services, legislative
advocacy, professional development, and other resources for members. The Board of Directors is vital to the operation of the Association
and to the representation of the common interests of all California special districts before the legislature and state administration. Serving
on the Board requires one's interest in the issues confronting special districts statewide.
The deadline for submitting Board of Directors nominations is April 6, 2023. CSDA will begin electronic voting on June 5, 2023 and the
deadline for casting votes is July 14, 2023.
Legal Review
Not applicable.
Environmental Review
Nominations for CSDA Board of Directors are administrative matters and not a disturbance of the environment similar to grading or
construction and the discussion is not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
There are no financial impacts to the District. CSDA reimburses the district for traveling related expenses incurred for attending board and
committee meetings.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2023 Board of Directors regular
meeting at District Headquarters and on the District's website.
Alternative Actions
Direct staff to report back with more information.
Subject 3. Considers Nominating Vice President Arlene Schafer as a Candidate to Serve on
CSDA Board of Directors Seat C - Southern Network
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action
Recommended Action That the Board of Directors approve nominating and supporting Vice President Arlene Schafer
as a candidate for the California Special Districts Association Board of Directors Seat C -
Southern Network
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File Attachments
Call for CSDA Board Nominations.pdf (144 KB)
District NetWorks Map.pdf (221 KB)
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F. ENGINEER'S REPORTS
To: Board of Directors
From: Mark Esquer, District Engineer
Date: February 27, 2023
Subject: Receive and File the District Engineer's Report and Capital Improvement Projects Status
Summary
The District Engineer has provided a memorandum with a brief summary of major capital or other engineering activities for the period of
mid-January to mid-February. The District Engineer's memorandum and Monthly CIP Budget Report is attached.
Recommendation
The Board of Directors receive and file the Engineer's Report.
Analysis
Attached is information regarding project or technical sewer activities for the Board of Directors' use and information.
Legal Review
Not Applicable
Environmental Review
Subject activity is exempt from the requirements of 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
The cost of preparing this report is contained within the operating budget. There are sufficient funds available 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 February 27, 2023, Board of Directors
Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
2023 02 Monthly Engineers Report CMSD Memorandum.pdf (203 KB)
Financial Section for CIP Updates 2023-02.pdf (194 KB)
Subject 1. Receive and File the District Engineer's Report and Capital Improvement Projects
Status
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action, Discussion, Receive and File
Preferred Date Feb 27, 2023
Fiscal Impact No
Budgeted Yes
Budget Source Operating Budget
Recommended Action The Board of Directors Receive and File the District Engineer's Report and Capital
Improvement Projects Status
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G. TREASURER'S REPORTS
To: Board of Directors
From: Marc Davis, District Treasurer
Date: February 27, 2023
Subject: Approve the Investment Report for the Month of January 2023
Summary
Attached is the Investment Report for the month of January 2023. As required by the District’s Statement of Investment Policy, the
Investment Report delineates all investment activity during the month.
Recommendation
That the Board of Directors approve the Investment Report for the month of January 2023.
Analysis
This report lists the types of securities held in the District’s portfolio, the institutions from which the securities were purchased, maturity
dates and interest rates as of January 31, 2023. The District’s investments are in compliance with the Statement of Investment Policy
adopted by the Board at the June 27, 2022 regular meeting, as well as the California Government Code. The market values in this report
were provided by our third party custodian, Pershing, LLC, except for the Local Agency Investment Fund (LAIF). The market value of
LAIF was provided by the State Treasurer’s Office. It does not represent the value of the underlying securities within the pool, but rather
the par or cost amount, which is the amount the District is entitled to withdraw. This reporting practice is consistent with industry standard
practices for similar funds.
The weighted average stated rate of return (current yield) for the District’s investment portfolio as of January 31, 2023, was 1.630%. The
yield to maturity of the portfolio was 1.631%. The District’s weighted average interest rate was 80 basis points (0.795%) below the LAIF
average monthly rate for November of 2.425%. The weighted average number of days to maturity for the District’s total portfolio was 734
days (2.01 years). The duration of the underlying securities in LAIF as of January 31, 2023 was 273 days.
The District’s investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of 20.00% of the portfolio
must mature within one year. The percentage of the portfolio maturing in one year or less as of January 31, 2023 was 37.17%. The
District has adequate cash reserves necessary to meet its obligations for the next six months.
A majority of the District’s cash and investments is reserved or set aside for specific purposes. A description of the various classifications
of the District’s cash and investments are as follows:
Solid Waste Fund:
Operating Reserve - Equal to 30% of the operations budget of the Solid Waste Fund per Operations Code Section
4.030.020. The Operating Reserve can only be accessed with prior Board approval.
Designated for Revenue Dry Period - Equal to 5 months of budgeted operating expenses for the fiscal year to cover the
cash deficit during the period in which the District does not receive any of its annual charges from the County of Orange.
The revenue dry period is from June through October.
Undesignated - Remaining available cash, which is currently used for rate stabilization and payment of organics recycling
costs.
Wastewater Fund:
Operating Reserve - Equal to 25% of the operations budget of the Wastewater Fund per Operations Code Section
4.030.020. The Operating Reserve can only be accessed with prior Board approval.
Subject 1. Approve the Investment Report for the Month of January 2023
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Action
Recommended Action That the Board of Directors approve the Investment Report for the month of January 2023.
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Reserved for Capital Outlay - Set aside for capital improvement projects approved and budgeted by the Board, but which
have not yet been completed.
Designated for Revenue Dry Period - Equal to 5 months of budgeted operating expenses for the fiscal year to cover the
cash deficit during the period in which the District does not receive any of its annual charges from the County of Orange.
The revenue dry period is from June through October.
Undesignated - Remaining available cash, which is available to be appropriated by the Board.
Facilities Revolving Fund - Collection of fixture fees which is a restricted revenue source and can only be used for new sewer
facilities.
Asset Replacement Fund - Accumulation of funds for replacement of vehicles, equipment and computers.
Asset Management Fund - Accumulation of funds in accordance with the asset management model for long-term replacement of
sewer pipes and related infrastructure.
Legal Review
Legal review is not required.
Environmental Review
Subject activity is exempt from the requirements of 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
The portfolio was budgeted to earn an average rate of 0.864% for the year ending June 30, 2023. Through January 31, 2023, the portfolio
has earned a weighted average interest rate of 1.251%.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2023 Board of Directors regular
meeting at District Headquarters (290 Paularino Avenue) and on the District’s website at www.cmsdca.gov.
Alternative Actions
Refer the matter back to staff.
File Attachments
Investment Report - January 2023.pdf (690 KB)
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I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain meetings
are specified as being eligible as set forth in District Operations Code §
3.01.030. For meetings not so listed, the Board must approve the service for it to
be eligible for the per day compensation.
Subject 1. Orange County Sanitation District (OCSD) - (Vice Secretary Ooten)
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type
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I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain meetings
are specified as being eligible as set forth in District Operations Code §
3.01.030. For meetings not so listed, the Board must approve the service for it to
be eligible for the per day compensation.
Subject 2. Santa Ana River Flood Protection Agency (SARFPA) - (Secretary Perry)
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type
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I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain meetings
are specified as being eligible as set forth in District Operations Code §
3.01.030. For meetings not so listed, the Board must approve the service for it to
be eligible for the per day compensation.
Subject 3. Independent Special Districts of Orange County (ISDOC) - (Vice President
Schafer)
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type
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I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain meetings
are specified as being eligible as set forth in District Operations Code §
3.01.030. For meetings not so listed, the Board must approve the service for it to
be eligible for the per day compensation.
Subject 4. California Special Districts Association (CSDA) - (Vice President Schafer)
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type
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I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain meetings
are specified as being eligible as set forth in District Operations Code §
3.01.030. For meetings not so listed, the Board must approve the service for it to
be eligible for the per day compensation.
Subject 5. Special District Risk Management Authority (SDRMA) - (President Scheafer)
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type
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I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain meetings
are specified as being eligible as set forth in District Operations Code §
3.01.030. For meetings not so listed, the Board must approve the service for it to
be eligible for the per day compensation.
Subject 6. Copy of Other Meetings Qualifying for Reimbursement under CMSD Ordinance No.
55, Operations Code Section 3.01.030
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type
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L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Subject 1. Oral Communications and Director Comments
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Discussion
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M. ADJOURN TO CLOSED SESSION
Performance evaluation (Gov. Code §54957) Title: General Manager
Subject 1. Performance evaluation (Gov. Code §54957) Title: General Manager
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Discussion
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M. ADJOURN TO CLOSED SESSION
Conference with labor negotiator (Gov. Code §54957.6) Agency Designated Representative: President Scheafer Unrepresented party:
General Manager
Subject 2. Conference with labor negotiator (Gov. Code §54957.6) Agency Designated
Representative: President Scheafer Unrepresented party: General Manager
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Discussion
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O. CLOSING ITEMS
The next regular meeting of the Costa Mesa Sanitary District Board of Directors will be held at 4:30 p.m. on Monday, March 27, 2023 in
the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 1. Adjourn
Meeting Feb 27, 2023 - Board of Directors Regular Meeting
Access Public
Type Procedural