2023_08_21_board8/17/23, 4:17 PM BoardDocs® Pro
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Monday, August 21, 2023
Board of Directors Regular Meeting
Time: 4:30 p.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
***
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).
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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.)
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 July 11, 2023
3. Approve the Joint Citizens Advisory Committee and Board of Directors Meeting Minutes of July 12,
2023
4. Approve the Board of Directors Regular Meeting Minutes of July 24, 2023
5. Adopt Warrant Resolution No. CMSD 2024-02 Approving District Warrant Registers
6. Approve the Directors' Compensation and Reimbursement of Expenses
7. Approve Payroll Transparency Disclosure for July 2023
8. Approve the occupancy count of 23,097 and direct staff to prepare a warrant to CR&R Environmental
Services for $246,068.51 for July 2023 solid waste collection services
9. Receive and File July 2023 Contracts Signed by the General Manager
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10. Approve the Investment Report for the Month of July 2023
D. PUBLIC HEARINGS
E. GENERAL MANAGER'S REPORTS
1. Receive and File CMSD's Fats Oil Grease (FOG) Program Annual Assessment Report
2. Consider Approving Out-of-State Travel for Senior Accountant and Associate Accountant to Attend
2023 Springbrook Activate Conference in Las Vegas, Nevada, from October 25-27, 2023
3. Consider Awarding Angela Colunga, Administrative Assistant I, $150.00 for her Idea to use LinkedIn
Learning through OC Public Works Library as an Additional Resource for Staff Development
4. Consider Approving CR&R Incorporated Proposal for Rate Adjustments
5. Consider Approving the Acquisition of One (1) New Vactor 2112-18 Combination Sewer Cleaning Unit
from Haaker Equipment Company for $639,084.64
F. ENGINEER'S REPORTS
1. Receive and File the District Engineer's Report and Capital Improvement Projects Status
G. TREASURER'S REPORTS
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. 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
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1. Oral Communications and Director Comments
M. ADJOURN TO CLOSED SESSION
N. RECONVENE TO OPEN SESSION
O. CLOSING ITEMS
1. Adjourn
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Monday, August 21, 2023
Board of Directors Regular Meeting
Time: 4:30 p.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
***
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).
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A. OPENING ITEMS
Subject 1. Call to Order - President Scheafer
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Procedural
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A. OPENING ITEMS
Subject 2. Pledge of Allegiance - President Scheafer
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Procedural
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A. OPENING ITEMS
Subject 3. Invocation - Vice President Schafer
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
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 Aug 21, 2023 - Board of Directors Regular Meeting
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 Aug 21, 2023 - Board of Directors Regular Meeting
Type Procedural
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A. OPENING ITEMS
Subject 6. Ceremonial Matters and Presentations
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Procedural
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B. PUBLIC COMMENTS - This time has been set aside for persons in the
audience to make comments on items within the subject matter
jurisdiction of the Costa Mesa Sanitary District that are not listed on
this agenda. Members of the public will have the opportunity to
address the Board of Directors about all other items on this agenda at
the time those items are considered. Under the provisions of the
Brown Act, the Board of Directors is prohibited from taking action on
oral requests but may refer the matter to staff or to a subsequent
meeting. The Board of Directors will respond after public comment has
been received. Please state your name. Each speaker will be limited to
four (4) continuous minutes.
Subject 1. Public Comments
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
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 Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent)
Recommend
ed 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: August 21, 2023
Subject: Approve the Board of Directors Study Session Minutes of July 11, 2023
Summary
The recorded minutes of the July 11, 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 July 11, 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
Subject 2. Approve the Board of Directors Study Session Minutes of July 11,
2023
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent), Minutes
Recommend
ed Action
That the Board of Directors approve the meeting minutes as presented.
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Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the August 21, 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
minutes_2023_07_11_ss.pdf (174 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: August 21, 2023
Subject: Approve the Joint Citizens Advisory Committee and Board of Directors Meeting Minutes of July 12,
2023
Summary
The recorded minutes of the July 12, 2023 Joint Citizens Advisory Committee and Board of Directors Meeting are hereby
submitted to the Board for review and approval.
Analysis
Attached to the staff report are the minutes for the Joint Citizens Advisory Committee and Board of Directors Meeting
on July 12, 2023.
Staff Recommendation
That the Board of Directors approves 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.
Subject 3. Approve the Joint Citizens Advisory Committee and Board of
Directors Meeting Minutes of July 12, 2023
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent), Minutes
Recommend
ed Action
That the Board of Directors approves the meeting minutes as presented.
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Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the August 21, 2023 Board of
Directors 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
minutes_2023_07_12_joint_cac_board.pdf (69 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: August 21, 2203
Subject: Approve the Board of Directors Regular Meeting Minutes of July 24, 2023
Summary
The recorded minutes of the July 24, 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 July 24, 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
Subject 4. Approve the Board of Directors Regular Meeting Minutes of July
24, 2023
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent), Minutes
Recommend
ed Action
That the Board of Directors approve the meeting minutes as presented.
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Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the August 21, 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
minutes_2023_07_24_rm.pdf (221 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: Sean Phan, Associate Accountant
Date: August 21, 2023
Subject: Adopt Warrant Resolution No. CMSD 2024-02 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 adopt Warrant Resolution No. CMSD 2024-02 approving District warrants for the month of
July in the amount of $1,129,415.30.
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 5. Adopt Warrant Resolution No. CMSD 2024-02 Approving District
Warrant Registers
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent)
Budgeted Yes
Recommend
ed Action
That the Board of Directors adopt Warrant Resolution No. CMSD 2024-02
approving District warrants for the month of July in the amount of
$1,129,415.30.
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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 August 21, 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
WARRANT RESO 2024-02.pdf (245 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: August 21, 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 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
Subject 6. Approve the Directors' Compensation and Reimbursement of
Expenses
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent)
Recommend
ed Action
That the Board of Directors approve the compensation and reimbursement
of expenses as presented.
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Not applicable.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the August 21, 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
scheafer_comp.pdf (300 KB)
board_pr.pdf (2,015 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: Sean Phan, Associate Accountant
Date: August 21, 2023
Subject: Approve Payroll Transparency Disclosure for July 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 7. Approve Payroll Transparency Disclosure for July 2023
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent)
Fiscal
Impact
Yes
Budgeted Yes
Recommend
ed Action
That the Board of Directors approve and file the report.
Goals 8.0 Finance
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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 August 21, 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
Payroll Transparency Disclosure July 2023.pdf (171 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: Marissa Pereyda, Management Analyst II
Date: August 21, 2023
Subject: Approve the occupancy count of 23,097 and direct staff to prepare a warrant to CR&R Environmental
Services for $246,068.51 for July 2023 solid waste collection services
Summary
The District's monthly payment to CR&R Environmental Services (CR&R) for solid waste collection services is calculated
by multiplying the set occupancy rate by the occupancy count, approved each month by the Board of Directors. The
current occupancy rate is $10.6537 and the July 2023 occupancy count presented to the Board of Directors is 23,097,
for a total payment of $246,068.51.
Recommendation
That the Board of Directors:
1. Approve the occupancy count of 23,097; and
2. Direct staff to prepare a warrant to CR&R Environmental Services for $246,068.51 for July 2023 solid waste collection
services to be ratified with the August 2023 warrant register.
Analysis
Subject 8. Approve the occupancy count of 23,097 and direct staff to
prepare a warrant to CR&R Environmental Services for $246,068.51
for July 2023 solid waste collection services
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent), Receive and File
Recommend
ed Action
That the Board of Directors:
1. Approve the occupancy count of 23,097; and
2. Direct staff to prepare a warrant to CR&R Environmental Services for
$246,068.51 for July 2023 solid waste collection services to be ratified with
the August 2023 warrant register.
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The occupancy count is the number of living units in the District's jurisdiction receiving solid waste collection services.
The occupancy rate set by the First Amendment to the Agreement Between Costa Mesa Sanitary District and CR&R
Incorporated approved by the Board of Directors on January 27, 2023, is $10.6537. The District pays CR&R $10.6537
per occupant, per month for solid waste collection services. The occupancy count is increased or decreased monthly for
new residential developments and demolitions.
As of July 31, 2023, the District occupancy count was 23,097 with zero (0) new accounts added since the last billing
period. District staff will continue to track the number of new service addresses.
The District's payment to CR&R is calculated by multiplying the occupancy count by the occupancy rate. For July 2023,
the payment is calculated as follows.
Occupancy Count Occupancy Rate District's Payment to CR&R
23,097 x $10.6537 = $246,068.51
Legal Review
Not applicable.
Environmental Review
Consideration of the occupancy count is an administrative matter and not a disturbance of the environment, such as
grading or construction, and is not a project under CEQA or the District's CEQA Guidelines.
Financial Review
Sufficient funds are available in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the August 21, 2023, Board of
Directors Regular Meeting at District Headquarters and posted on the District's website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
occupancy_report_2023_07.pdf (36 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 9. Receive and File July 2023 Contracts Signed by the General
Manager
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent)
Fiscal
Impact
No
Budgeted Yes
Recommend
ed Action
That the Board of Directors receive and file this report.
Goals 6.0 Administrative Management
To: Board of Directors
From: Scott Carroll, General Manager
Date: August 21, 2023
Subject: Receive and File July 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 July 2023.
Recommendation
That the Board of Directors receive and file this report.
Analysis
The following contracts were signed by the general manager in July 2023.
Contract:
1. Michael Balliet Consulting, LLC - Services to assist District with franchise hauler compliance, SB 1383 compliance,
and conducting quarterly waste composition studies covering all eight mixed waste routes annually. The agreement
terms are for 7/1/23-6/30/25. Contract Sum: Not to exceed $36,540 per year or for the total of $73,080 for term of
agreement.
Purchase Order:
1. Wester Audio Visual & Security - Boardroom AV System Upgrades. Cost: $19,932.32
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2. RJ Noble Company - Project #309, adjust 26 district sewer manholes to grade after county paving project on Mesa
Drive. Cost: $32,580
Legal Review
Not applicable
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".
Financial Review
There is adequate funding in the budget to perform the contract services mentioned above.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the August 21, 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
From: Marc Davis, District Treasurer
Date: August 21, 2023
Subject: Approve the Investment Report for the Month of July 2023
Summary
Attached is the Investment Report for the month of July 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 July 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 July 31, 2023. The District's investments are in compliance with the
Statement of Investment Policy adopted by the Board at the June 26, 2023 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 July 31, 2023, was
1.967%. The yield to maturity of the portfolio was 1.966%. The District's weighted average interest rate was 134 basis
points (1.338%) below the LAIF average rate of 3.305% for the month of July 31, 2023. The weighted average number
of days to maturity for the District's total portfolio was 655 days (1.79 years). The duration of the underlying securities in
LAIF as of Juy 31, 2023 was 251 days.
Subject 10. Approve the Investment Report for the Month of July 2023
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action (Consent)
Recommend
ed Action
That the Board of Directors approve the Investment Report for the month of
July 2023.
Goals 8.0 Finance
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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 July 31,
2023 was 32.17%. 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.
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 1.577% for the year ending June 30, 2023. Through July 31,
2023, the portfolio has earned a weighted average interest rate of 1.967%.
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Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the July 24, 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 - July 2023.pdf (741 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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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: August 21, 2023
Subject: Receive and File CMSD Fats Oil Grease (FOG) Annual Assessment
Summary
The District's Fats, Oils and Grease (FOG) control program was developed to comply with the State of California's 2006
General Waste Discharge Requirements for Sanitary Sewer Systems (WDR). The program seeks to minimize the
discharge of FOG into the District's sewer system and avoid sanitary sewer overflows (SSOs), which are deemed a
potential health hazard to the public.
To avoid these health risks, the District uses an extensive outreach program to inform residents, businesses and others
that do work in the District of the potential for SSOs if FOG is allowed to accumulate in sewer lines.
Recommendation
That the Board of Directors receives the presentation from Joe Jenkins of EEC Environmental regarding the District's
FOG Control Program and provide input to staff.
Analysis
FOG regulations are codified within the District's Operation Code, Title 6 Chapter 6.07. Any person(s) in violation of this
or any other ordinance is subject to enforcement as specified within the Operations Code. Significant FOG contributors
within the District are restaurants or Food Service Establishments (FSE). FSEs established after 2006 are required to
install grease interceptors or grease traps, which are plumbing devices designed to intercept grease and solids before
Subject 1. Receive and File CMSD's Fats Oil Grease (FOG) Program Annual
Assessment Report
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action
Fiscal
Impact
No
Budgeted Yes
Budget
Source
Wastewater Fund
Recommend
ed Action
That the Board of Directors receives the presentation from Joe Jenkins of
EEC Environmental regarding the District's FOG Control Program and
provide input to staff.
Goals 1.0 Sewer Infrastructure
1.8 Sewer Infrastructure - Enforce the District's Fats, Oils & Grease
(FOG) Program
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they enter the sewer system. FSEs are required to keep accurate maintenance records of their grease collection device
and perform Best Management Practices (BMPs) for preventing FOG from entering the sewer system. The District
retained EEC Environmental to enforce the District's FOG Control Program by periodically visiting FSEs to inspect their
maintenance records and BMPs. Violators are given written warning from the District and if violations persist, the FSE
could face fines and/or have their sewer service discontinued. The District decided FSEs established before 2006 were
not required to install grease interceptors or grease traps at their establishments and were issued conditional waiver
permits. However, terms of the conditional waiver permits require FSEs to practice BMPs and if FOG related SSOs are
occurring at an FSE, the conditional waiver could be revoked and the District can mandate the installation of a grease
interceptor or grease trap. Joe Jenkins, of EEC Environmental, will give a presentation to the Board about the District's
FOG Control Program and their enforcement activities related to FSEs in past years.
Enforcing the residential FOG Control Program is challenging because it is difficult to determine the source, especially
from multi-family units. The District encourages residents to pour their used grease in compostable bags, which can
then be disposed of in their organics cart. Another option for residents is to drop off their grease at Orange Coast
College Recycling Center where the grease is collected by a vendor and recycled into reusable products such as
candles. This option has proven to be very convenient after the holidays when many people use fryers to cook turkeys.
On August 9, 2022, the Board received a FOG Control Enforcement Program Implementation Plan that consisted of
measurements and goals to achieve as well as an Implementation Plan for the 2022-23 fiscal year. The following are the
outcomes and actions taken to enforce the District's FOG Control Program.
2018/2019 2019/2020
Measurements Goal Outcome Goal Outcome
BMP Inspections Non Compliance Rate 10%13% 10%6%
GRE Inspection Non-Compliance Rate 10%8% 10%13%
#of FOG Rleated Public SSOs from Residential Units 0 1 0 3
# of FOG Related Public SSOs from FSEs 0 0 0 0
Goal Achieved
Implementation Plan Action Taken
1 Identify FSEs that did not properly maintain their grease
removal devices.
Conducted Inspection of all FSEs with grease device
non-compliances during inspections.
2 Identify FSEs that did not adhere to kitchen best
management practices (BMPs)Conducted 562 BMP inspections of FSEs. Identified
3 Schedule follow-up inspections on FSEs that did not properly
maintain their grease removal devices
Prioritized follow-up inspections to be conducted sho
Typically, follow-up inspections are to be completed
inspections.
4 Complete follow-up inspections on FSEs that did not properly
maintain their grease removal devices
Conducted 60 follow-up inspections. Achieved high c
compliance issues.
5 Schedule follow-up inspections on FSEs that did not adhere
to kitchen BMPs
Prioritized follow-up inspection to be conducted shor
Typically, follow-up inspections are to be completed
inspections.
6 Complete follow-up inspections on FSEs that did not adhere
to kitchen BMPs
Conducted 60 follow-up inspections. Identified FSEs
Issued enforcement letters.
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7 Identify residential units contributing FOG to enhanced
maintenance locations
Residential enhanced maintenance locations (EMLs
included in regular maintenance activities.
8 Increase public awareness to residential units contributing
FOG to enhance maintenance locations
Disseminated the 2022 Winter newsletter that descr
discarding items in the organic carts, which include F
about FOG.
9 Identify FSEs that have the greatest potential to generate
and discharge FOG into the sanitary Sewer System
High risk FSEs are identified during inspections. The
quarterly inspection frequency.
10 Identify FSEs in the vicinity and upstream of Enhance
maintenance locations
Conducted review of FOG related EMLs. Identified a
upstream of the EMLs.
The following plan will be implemented in the 2023-24 fiscal year. The deadline to complete the action plan is June 30,
2024.
1. Continue efforts towards non-compliance rate of less than or equal to 10% for GRE and BMP inspections
2. Conduct enforcement activities for those FSEs that are identified as sources of FOG accumulation to minimize the
impact of FOG accumulation.
3. Conduct an annual review of enhanced maintenance locations (EMLs) to ensure no new locations need to be added
to the list and if existing locations have changed or not. Currently, the District has seventeen (17) EMLs.
4. Utilize FSE inspection resources to increase residential education efforts, with a focus on residences contributing to
EMLs or SSOs.
5. Update the District's FOG Control Program to comply with the new Waste Discharge Requirements of the 2022
ORDER issued by the State Water Resources Control Board.
Legal Review
Not applicable.
Environmental Review
Receiving a presentation about the District's FOG Control Program 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
The annual cost to EEC Environmental is $102,950. The District budgeted $114,000 for FOC Control inspections, which
include inspection costs from the County of Orange Healthcare Agency. There is no cost to the District or to Orange
Coast College for the FOG Recycling Drop Off Program. The vendor that collects and recycles the grease is at no cost
to both agencies.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the August 21, 2023 Board of
Directors regular meeting at District Headquarters and on District's website.
Alt ti A ti
File Attachments
Annual Assessment Report 2023.pdf (374 KB)
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Lieu Tran, Sr. Accountant
Date: August 21, 2023
Subject: Consider Approving Out-of-State Travel for Senior Accountant and Associate Accountant to Attend
2023 Springbrook Activate Conference in Las Vegas, Nevada, from October 25-27, 2023
Summary
Staff is requesting approval for out-of-state travel for the Sr. Accountant, Lieu Tran, and Associate Accountant, Sean
Phan, to attend the 2023 Springbrook Activate Conference in Las Vegas, Nevada, from October 25 to October 27, 2023.
The adopted budget includes $3,800 allocated for staff members to attend this conference.
Recommendation
Approve out-of-state travel for the Senior Accountant and Associate Accountant to attend the 2023 Springbrook Activate
Conference in Las Vegas, Nevada, from October 25-27, 2023.
Analysis
Springbrook is a cloud financial platform for local governments and is the preferred platform used by District staff. Every
year, Springbrook hosts a conference to provide training on their product, ensuring that users are fully versed in the
complete utilization of Springbrook tools. The 2023 conference will take place in Las Vegas, Nevada. According to
Subject 2. Consider Approving Out-of-State Travel for Senior Accountant
and Associate Accountant to Attend 2023 Springbrook Activate
Conference in Las Vegas, Nevada, from October 25-27, 2023
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action
Fiscal
Impact
Yes
Budgeted Yes
Recommend
ed Action
Approve out-of-state travel for the Senior Accountant and Associate
Accountant to attend the 2023 Springbrook Activate Conference in Las
Vegas, Nevada, from October 25-27, 2023.
Goals 8.0 Finance
7.4 Human Resources Management - Provide opportunities to improve
individual skills, knowledge, and leadership through professional
development
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CMSD Operations Code Section 3.02.070, no staff person, other than a Board member, shall travel out of state for
conferences, meetings, seminars, or related matters without prior Board approval. The estimated cost of attendance is
as follows:
Registration $1,300
Lodging 1,500
Airfare 800
Meals/Transportation/Misc.200
Total $3,800
Legal Review
Not Applicable.
Environmental Review
Attendance at a conference 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
There are sufficient funds budgeted in the Finance Staff Development account of $3,800 for the Sr. Accountant and
Associate Accountant to attend the conference.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the August 21, 2023 Board of
Directors regular meeting at District Headquarters and on the District's website at www.cmsdca.gov
Alternative Actions
Do not approve out of state travel for the Sr. Accountant and Associate Accountant.
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: August 21, 2023
Subject: Consider Awarding Angela Colunga, Administrative Assistant I, $150.00 for her Idea to use LinkedIn
Learning through OC Public Works Library as an Additional Resource for Staff Development
Summary
The Rewarding Ideas Program is designed to encourage employees to generate ideas for organizational improvements
and provide a system for answering and recognizing adopted ideas. Angela Colunga, Administrative Assistant I,
submitted an idea that will enhance professional development and training opportunities for staff.
Recommendation
That the Board of Directors award Angela Colunga, Administrative Assistant, I $150.00 for her idea to use LinkedIn
Learning through OC Public Works Library as an additional resource for staff development.
Analysis
The District provides a variety resources for staff development and training that include online courses (e.g. Special
Districts Risk Management Association (SDRMA) Target Solutions, The Learning Center by HR Performance Solutions)
and in-person through Fred Pryor Seminars and membership affiliated conferences such as California Special Districts
Subject 3. Consider Awarding Angela Colunga, Administrative Assistant I,
$150.00 for her Idea to use LinkedIn Learning through OC Public
Works Library as an Additional Resource for Staff Development
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action
Fiscal
Impact
No
Dollar
Amount
$150.00
Budgeted Yes
Recommend
ed Action
That the Board of Directors award Angela Colunga, Administrative Assistant,
I $150.00 for her idea to use LinkedIn Learning through OC Public Works
Library as an additional resource for staff development.
Goals 7.0 Human Resources Management
7.1 Human Resources Management - Value and appreciate employees
7.3 Human Resources Management - Keep employees engaged
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Association, California Water Environment Association, California Public Information Officials, California Resource
Recovery Association, etc. The online and in-person staff development and training have fees that must be paid before
being allowed to attend such training and development.
Ms. Colunga submitted an idea to enhance the District's existing staff development and training program by assigning
employees to complete certain training courses offered by LinkedIn Learning through OC Public Libraries. By obtaining
an OC Public Library card, employees would be granted free access to LinkedIn Learning, which contains over 16,000
courses in fields such as customer service, diversity and inclusion, finance, human resources, leadership, project
management, and more.
While the LinkedIn Learning courses are free, it is difficult to determine actual savings the District will incur by assigning
employees to use this online learning platform. Therefore, staff determined that Ms. Colunga's idea is an intangible
benefit to the District that should be rewarded the minimum amount of $150.00.
Legal Review
Not applicable.
Environmental Review
The consideration of monetary rewards for employees for improving maintenance efficiencies 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
There is sufficient money in the budget to award for this suggestion.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the August 21, 2023 Board of
Directors meeting at District Headquarters (290 Paularino Avenue) and posted on the District's website at
www.cmsdca.gov.
Alternative Actions
1. Approve decreasing the Rewarding Idea award amount for Angela Colunga.
2. Do not approve the suggestion made by Angela Colunga.
3. Direct staff to report back with more information.
File Attachments
2023-01- Rewarding Ideas - A.Colunga - LinkedIn Learning.pdf (658 KB)
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: August 21, 2023
Subject: Consider Approving CR&R Incorporated Proposal for Rate Adjustments
Summary
According to the First Amendment to the Agreement between CMSD and CR&R Inc. dated January 27, 2023, CR&R
may propose an adjustment to the maximum rates as set forth in compensation schedule of the Agreement by
multiplying each rate by the percentage change in the CPI for All Urban Consumers in the Los Angeles Area, not
seasonally adjusted ( CPI-U) Los Angeles - Long Beach- Anaheim for the twelve (12) month period ending in February.
For the term of the agreement, the CPI request is capped at five percent (5%) per year.
On March 31, 2023, CR&R submitted a proposal to adjust the compensation schedule by 5%. See attachments.
Subject 4. Consider Approving CR&R Incorporated Proposal for Rate
Adjustments
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action
Fiscal
Impact
Yes
Budgeted Yes
Budget
Source
Solid Waste Fund
Recommend
ed Action
That the Board of Directors considers approving one of the following actions
below:
1. Approve CR&R's proposal for a 5% adjustment to the compensation
schedule described in Exhibit B of the First Amendment dated January 27,
2023 and approve the adjustment to be retroactive to July 1, 2023; or
2. Approve a 3.2% adjustment to the compensation schedule that's less
than 5% and approve the adjustment to be retroactive to July 1, 2023.
Describe the justification for the lesser adjustment amount; or
3. Deny CR&R's proposal for any adjustment to the compensation schedule
described in Exhibit B of the First Amendment dated January 27, 2023 and
describe the justification for denying their proposal.
Goals 2.0 Solid Waste
8.0 Finance
8.7 Finance - Ensure rates are not among the highest in the County
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Recommendation
That the Board of Directors considers approving one of the following actions below:
1. Approve CR&R's proposal for a 5% adjustment to the compensation schedule described in Exhibit B of the First
Amendment dated January 27, 2023 and approve the adjustment to be retroactive to July 1, 2023; or
2. Approve a 3.2% adjustment to the compensation schedule that's less than 5% and approve the adjustment to be
retroactive to July 1, 2023. Describe the justification for the lesser adjustment amount; or
3. Deny CR&R's proposal for any adjustment to the compensation schedule described in Exhibit B of the First
Amendment dated January 27, 2023 and describe the justification for denying their proposal.
Analysis
According the the First Amendment to the Agreement between CMSD and CR&R Inc. dated January 27, 2023, the
District shall have discretion to deny the request for increase based on its reasonable judgment and on substantial
evidence, including but not limited to, District revenues being down, the CPI increase being negative or not significant, or
other action by federal, state or local agencies. The denial of the increase shall not be based on poor performance, as it
is intended by the parties that the liquidated damages provisions in the first amendment are adequate to address
performance.
In July 2023, the District Treasurer reviewed and analyzed CR&R's finances as they pertain to services provided to
CMSD. Several attorney/client privileged meetings were held between board members and staff to discuss the District
Treasurer's findings because CR&R's finances are confidential and cannot be disclosed to the public. The Brown Act did
not apply because the full legislative body of the Board were not present at each of the meetings.
At the time CR&R submitted their proposal, the Consumer Price Index (CPI) for the Los Angeles-Long Beach, Anaheim
area from February to February was 5.1%. Since then, the CPI for the same area has decreased every month. The
average CPI for the past five months is 3.18%. Inflation increased 3.2% for the the 12 months ending July for All Urban
Consumers in the U.S. (see attachments).
Legal Review
District Counsel has reviewed and approved this staff report.
Environmental Review
Consideration of a rate adjustment to the compensation scheduled described in Exhibit B of the First Amendment to the
Agreement between CMSD and CR&R, Inc. dated January 27, 2023 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
The last time CR&R received a Cost-of-Living Adjustment (COLA) of 2.8% was in July 2022. The table below shows the
budget vs the actual amounts on June 30, 2023 for the costs of the hauler and tonnage. The costs for the trash hauler,
recycling and organics tonnage came in less than budgeted, resulting in a savings of 8% for Fiscal year 2022-23.
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The adopted budget for FY 2023-24 included a 5% COLA adjustment for the trash hauler, recycling, and organics rates.
The District can implement a 5% adjustment without requiring the residential rate to increase in the short term. In the
near future, the district will consider increasing residential solid waste rate following a Proposition 218 hearing to
implement the 3-cart system for SB 1383.
The tables below show the rates and costs for a 3.2% and a 5% COLA.
If the Board denies CR&R's proposal for any adjustment to the compensation schedule, expenditures are projected to be
$5,408,556.
If the Board approves adjusting CR&R's compensation schedule by 3.2%, expenditures are projected to be $5,581,600.
If the Board approves adjusting CR&R's compensation schedule by 5%, expenditures are projected to be $5,678,900.
Public Notice Process
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Copies of this report are on file and will be included with the entire agenda packet for the August 21, 2023 Board of
Directors regular meeting at District Headquarters and on District's website.
Alternative Actions
There's no alternative action.
File Attachments
CMSD Rate Adjustment Request 2023.pdf (60 KB)
CMSD Rate Adjustment 2023.pdf (16 KB)
BLS CPI CUURS49ASA0 (LA-OC) 2023-03-22.pdf (255 KB)
CPI for the Past 5 Months.pdf (66 KB)
Consumer Price Index for All Consumers.pdf (53 KB)
FY 2022-23 Budget vs Actual.png (9 KB)
New Rates.png (5 KB)
FY 2023-2024 Tonnage.png (3 KB)
FY 2023-24.png (8 KB)
0vs3.2vs5.png (7 KB)
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: August 21, 2023
Subject: Consider Approving the Acquisition of One (1) New Vactor 2112-18 Combination Sewer Cleaning Unit
from Haaker Equipment Company for $639,084.64
Summary
In FY 2024-25, district's Vac-Con combination sewer cleaning unit will be twelve years old. Already, the unit is
experiencing costly breakdowns and deterioration. In March 2023, the district spent over $11,000 on repairs (see
attachment) and the inside panel of the tank door is rusted (see attachment). The unit is budgeted for replacement in FY
2024-25.
Recommendation
That the Board of Directors:
1. Approve the transfer of $140,000 from the Fixed Asset Replacement Fund to the Capital Outlay Fund in FY 2024-
25; and
2. Approve the acquisition of one (1) new Vactor 2112-18 combination sewer cleaning unit from Haaker Equipment
Company for $639,084.64.
Analysis
Subject 5. Consider Approving the Acquisition of One (1) New Vactor 2112-
18 Combination Sewer Cleaning Unit from Haaker Equipment
Company for $639,084.64
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action
Fiscal
Impact
Yes
Budgeted Yes
Recommend
ed Action
That the Board of Directors:
1. Approve the transfer of $140,000 from the Fixed Asset Replacement Fund
to the FY 2024-25 Capital Outlay Fund; and
2. Approve the acquisition of one (1) new Vactor 2112-18 combination
sewer cleaning unit from Haaker Equipment Company for $639,084.64.
Goals 1.0 Sewer Infrastructure
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
1.2 Sewer Infrastructure - Clean the District's entire mainline system
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Attached is a quote dated July 14, 2023 from Haaker Equipment Company after submitting a bid to Sourcewell, a
cooperative government purchasing organization. Staff is requesting approval of such acquisition now because it takes
approximately ten to twelve months to manufacture and deliver the unit. No down payment or transfer of money is
required to begin manufacturing the unit. A district purchase order issued to Haaker Equipment Company is sufficed to
begin manufacturing the unit.
The District is a member of Sourcewell, which is a public agency that serves as a member-focused cooperative for over
50,000 government, education and nonprofit organizations nationally. There is no cost to be a member of Sourcewell.
Sourcewell will solicit a request for proposals (RFP) and then enters into a cooperative agreement with vendors that
have demonstrated the following in their proposal:
Conforming to RFPs intent, scope and specifications
Competitive pricing strategies
Ability to sell and service Sourcewell Members nationally
Financial strength, experience and success in the industry/marketplace
References from past customers and prior experience with Sourcewell
A clear, concise, aggressive and effective marketing plan
Value added related products, services and technological advances
Financing options and detailed payment terms
Warranty, product and service responsibility
Identifying the depth, breadth and quality of products and service offerings
According to Section 4.04.120(b) of the Districts Operations Code, the District can purchase items when a competitive
bid procedure has been conducted by another public agency. On August 24, 2021 Sourcewell publicized RFP #101221
for Sewer Vacuum, Hydro-Excavation, and Municipal Pumping Equipment with Related Accessories and Supplies.
Proposals were due to Sourcewell on October 12, 2021 and the bid opening occurred on the same day. Attached is a
copy of the RFP. Sourcewell Bid Evaluation Committee reviewed the proposals and recommended awarding Contract
#101221 to nine manufacturers. On December 21, 2021 SourcewellBoard of Directors awarded a cooperative
agreement to the following vendors:
GapVax Inc.
Gradall Inustries, Inc.
Holland Pump Company
Ring-O-Matic, Inc.
Sewer Equipment Company of America
Super Products, LLC
Thompson Pump and Manufacturing Company
Vac-Con, Inc.
Vactor Manufacturing
The district has three combination sewer cleaning units in the fleet. Two of the three units are from Vactor
Manufacturing. Staff wants to replace the Vac-Con unit with Vactor to standardized all cleaning units. Benefits to
standardize combination sewer cleaning units include improvements in:
Daily operations and muscle memory. Completing the same tasks daily results in muscle
memory and the instinctive ability to perform task efficiently. When time is of the essence during
a sanitary sewer overflow (SSO), muscle memory can prove beneficial to help staff expedite tasks.
When a wastewater department has standardized cleaning units, this muscle memory can be used
regardless of the unit in use. Knowing where specific tools are stored and how to operate the
vacuum function, for example, is a tremendous advantage at the scene of an SSO.
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Operations, training and safety. Training is time-consuming but understanding combination
sewer cleaning unit operations is critical for cleaning efficiency and safety. Improvements in
operations and safety go hand-in-hand when components are set up the same way on all units.
Fast Access to Parts and Service. Dealers work directly with wastewater departments to stock
parts on hand to support fleet maintenance needs, expediting service capabilities and getting units
back into service faster.
Staff contacted Southern California's only authorized dealer that sells Vactor Manufacturing combination cleaning units,
Haaker Equipment Company, to obtain a proposal to acquire one unit. Attached is a proposal for the same unit the
district acquired in 2022. The cost is $639,084.64 and unfortunately, the cost has increased 11.3% since last year due to
inflation. The Vactor unit acquired in 2022 cost $574,200. Even though the cost increased by 11.3%, it's still lower than a
similar units from different vendors. For instance, a unit from GapVax will cost $741,848.78. See attachment.
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
$500,000 is budgeted in FY 2024-25 Budget to acquire a new sewer combination cleaning unit. Staff is recommending
the transfer of $140,000 from the Fixed Asset Replacement Fund to acquire the new unit. Once the new unit has
arrived, the Vac-Con will be auctioned. Funds from the auction will be deposited back into the Fixed Asset
Replacement Fund. Staff anticipates the district could receive up to $50,000 for the Vac-Con unit.
Account Description Increase (Decrease)
40-400000-4995 Fixed Asset Replacement Fund - Transfer Out $140,000
40-000000-1001 Fixed Asset Replacement Fund - Cash ($140,000)
20-000000-1001 Wastewater Fund - Cash $140,000
20-000000-3995 Wastewater Fund - Transfer In ($140,000)
20-200001-4795 Sewer Maint. Wastewater Fund - Capital Outlay $140,000
20-000000-2990 Wastewater Fund - Fund Balance ($140,000)
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the August 21, 2023, Board of
Directors regular Meeting at District Headquarters and posted on the District's website.
Alternative Actions
1. Do not approve the acquisition of one (1) new Vactor 2112-18 Combination Sewer Cleaning Unit from Haaker
Equipment Company for $639,084.64.
2. Direct staff to report back with more information.
File Attachments
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Vac-Con Cleaning @ 18th St.jpg (4,859 KB)
VacCon Repair Estimate.pdf (56 KB)
VacCon Rusted Tank.jpg (109 KB)
Haaker Equipment Co Vactor Proposal.pdf (226 KB)
RFP and Addendums-Sewer Vac. 101221.pdf (324 KB)
Sourcewell Board Resolutions.pdf (358 KB)
GapVax Quote_.pdf (1,193 KB)
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F. ENGINEER'S REPORTS
To: Board of Directors
From: Mark Esquer, District Engineer
Date: August 21, 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-July to mid-August. The District Engineer's memorandum and Monthly CIP Financial
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.
Subject 1. Receive and File the District Engineer's Report and Capital
Improvement Projects Status
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Action, Discussion
Preferred
Date
Aug 21, 2023
Fiscal
Impact
No
Budgeted Yes
Budget
Source
CMSD Operating Budget
Recommend
ed Action
The Board of Directors receive and file the Engineer's Report.
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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 August 21, 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 08 Monthly Engineers Report CMSD Memorandum.pdf (191 KB)
2023-08 Financial Section for CIP Updates.pdf (112 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 Aug 21, 2023 - Board of Directors Regular Meeting
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 Aug 21, 2023 - Board of Directors Regular Meeting
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 Aug 21, 2023 - Board of Directors Regular Meeting
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 Aug 21, 2023 - Board of Directors Regular Meeting
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 Aug 21, 2023 - Board of Directors Regular Meeting
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. Other Meetings Qualifying for Reimbursement under CMSD
Ordinance No. 55, Operations Code Section 3.01.030
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type
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L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Subject 1. Oral Communications and Director Comments
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
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,
September 25, 2023 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 1. Adjourn
Meeting Aug 21, 2023 - Board of Directors Regular Meeting
Type Procedural