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Wednesday, March 13, 2024
Citizens Advisory Committee
Time: 6:00 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 past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 885 8027 5211
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 885 8027 5211#
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
2. Roll Call
3. Public Comments - Speakers will be limited to three minutes. The three minutes per speaker time allotted may be
extended for good cause by a majority vote of the committee).
B. ITEM
1. Approve the Citizens Advisory Committee Meeting Minutes of January 10, 2024
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2. Draft Solid Waste Rate Study
3. Mitigating Odors at Elden and President Pump Stations
4. Permanent Generator at Harbor Pump Station
5. FY 2023-24 Work Plan Update
C. CLOSING ITEMS
1. Committee Member Comments
2. Board/Staff Comments
3. Adjournment
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Wednesday, March 13, 2024
Citizens Advisory Committee
Time: 6:00 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 past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 885 8027 5211
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 885 8027 5211#
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
Meeting Mar 13, 2024 - Citizens Advisory Committee
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Type
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A. OPENING ITEMS
Member Position Term
Sue Lester Chair 2023-25
Michael Tou Vice Chair 2022-24
Annette Watson Member 2022-24
Cindy Brenneman Member 2023-25
Daniel Baume Member 2022-24
Dean Fisher Member 2022-24
Dickie Fernandez Member 2022-24
Jeff Arbour Member 2023-25
Rosemarie Chora Member 2022-24
Francesca Normington Member 2023-25
Subject 2. Roll Call
Meeting Mar 13, 2024 - Citizens Advisory Committee
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Type Procedural
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A. OPENING ITEMS
Subject 3. Public Comments - Speakers will be limited to three minutes. The three
minutes per speaker time allotted may be extended for good cause by a
majority vote of the committee).
Meeting Mar 13, 2024 - Citizens Advisory Committee
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Type Procedural
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: March 13, 2024
Subject: Approve the Citizens Advisory Committee Meeting Minutes of January 10, 2024
Summary
The recorded minutes of the January 10, 2024 Citizens Advisory Committee Meeting are hereby submitted to the Citizens Advisory
Committee for review and approval.
Analysis
Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting on January 10, 2024.
Staff Recommendation
That the Citizens Advisory Committee 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.”
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 March 13, 2024 Citizens Advisory Committee
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_2024_01_10_cac.pdf (154 KB)
Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of January 10,
2024
Meeting Mar 13, 2024 - Citizens Advisory Committee
Access Public
Type Action, Minutes
Recommended
Action
That the Citizens Advisory Committee approves the meeting minutes as presented.
Minutes View Minutes for Jan 10, 2024 - Citizens Advisory Committee
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B. ITEM
To: Citizens Advisory Committee
Via: Scott Carroll, General Manager
From: Marissa Pereyda, Management Analyst II
Date: March 13, 2024
Subject: Draft Solid Waste Rate Study
Summary
In January 2024, Costa Mesa Sanitary District (District) retained NBS Government Finance Group (NBS) to conduct a solid waste rate
study. The purpose of the rate study is to evaluate the District's current solid waste rates and projected annual revenues and
expenditures, including anticipated expenses related to compliance with SB 1383 and the associated transition to the three-cart system
in the fall of 2024, in order to determine the District's revenue requirements and a fair and equitable flat rate. The rate evaluation should
ensure that rates annually contribute enough to meet the minimum operations and maintenance reserve balance. NBS worked
cooperatively with District staff to develop and evaluate rate alternatives and study results. Based on this analysis and review, NBS and
District staff are making the rate recommendations presented in this report. The draft solid waste rate study report and presentation
prepared by NBS are attached to this report.
Recommendation
That the Citizens Advisory Committee provide feedback.
Analysis
In November 2023, the District solicited proposals for conducting a solid waste rate study and sewer permit and fixture fee management
plan study. One firm, NBS, responded to the District's Request for Proposal (RFP). Due to the proposed cost of the sewer permit and
fixture fee portion of the study exceeding the amount budgeted for that study, District staff requested that NBS move forward with only
the solid waste rate study. The District entered into an agreement for solid waste rate study services with NBS in January 2024.
District staff evaluated a flat rate versus tiered rate structure, and determined that at this time the District's customer account data and
billing system cannot accommodate a tiered rate structure. Staff directed NBS to proceed with the current flat rate structure. District
staff can evaluate the possibility of implementing rates based on cart size by analyzing customer account data and the capabilities of
the District's billing system, with the objective of providing a future option of adopting rates that are differentiated by cart size.
Based on the analysis conducted by NBS in partnership with District staff, the preferred rate adjustment is a five percent (5%) annual
net revenue increase for the next five fiscal years, with a cumulative increase of 27.6% over five years to the District's net revenue
requirements. These annual revenue increases equate to the annual rate increases outlined below. Moderate annual increases in rate
revenue (5% annually) are recommended to maintain the financial health of the solid waste fund. The rates increases outlined below
set the maximum rate increase allowed annually. The District should monitor the new rates to ensure that the revenue generated is
sufficient to meet the annual revenue requirements. At the same time, if the revenue generated exceeds projections and a rate increase
of the proposed 5% is not necessary, the Board can approve a rate increase of less than 5%.
Service Type Current Rates Proposed Rates
FY 2023/24 FY 2024/25 FY 2025/26 FY 2026/27 FY 2027/28 FY 2028/29
Annual Rate Increases 4.73%5.00%5.00%5.00%5.00%
Annual Rates
Flat Rate $ 289.20 $ 302.88 $ 318.02 $ 333.93 $ 350.62 $ 368.15
Subject 2. Draft Solid Waste Rate Study
Meeting Mar 13, 2024 - Citizens Advisory Committee
Access Public
Type Discussion
Goals 2.00 Solid Waste
7.1 Perform long term solid and liquid waste rate projections
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Monthly Rates
Flat Rate $ 24.10 $ 25.24 $ 26.50 $ 27.83 $ 29.22 $ 30.68
The District asked NBS to determine if Accessory Dwelling Units (ADU) should receive special rate consideration. NBS'
recommendation is to maintain the District’s current flat rate structure for ADUs since an ADU residence does not receive a different
level of service than a single-family residence. Therefore, the proposed rates apply to single-family residences and ADUs.
For reference, the rate increases approved by the Board following the 2019 solid waste rate study are: FY 2019/20 (4.1%), FY 2020/21
(7.00%), FY 2021/22 (7.00%), FY 2022/23 (6.00%), and FY 2023/24 (6.00%).
Staff is recommending that the Citizens Advisory Committee provide feedback regarding the draft rate study report and proposed rates.
Staff's proposed timeline for the solid waste rate study review and rate adoption is presented below.
March 12, 2024 March 13, 2024 April 9, 2024 April 22, 2024 June 24, 2024
Board of Directors
Study Session
Citizens Advisory
Committee Meeting
Board of Directors
Study Session
Board of Directors
Meeting
Board of Directors
Meeting
Recommendation:
Review the draft solid
waste rate study
report and proposed
solid waste rates and
provide direction to
staff.
Recommendation:
Review the draft solid
waste rate study
report and proposed
solid waste rates and
provide feedback.
Recommendation:
Review the final draft
solid waste rate study
report and proposed
solid waste rates and
provide direction to
staff.
Recommendation:
Receive and file solid
waste rate study and
recommended
rates, direct staff to
mail Prop 218 notice,
and set a public
hearing for June 24,
2024, to adopt new
solid waste rates.
Public hearing to
adopt solid waste
rates.
Legal Review
Not applicable.
Environmental Review
Consideration of the Draft Solid Waste Rate Study 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
administration or maintenance activities.
Financial Review
The preferred solid waste rate adjustment is a five percent (5%) annual net revenue increase for the next five fiscal years, with a
cumulative increase of 27.6% over five years to the District's net revenue requirements. If the proposed rate increases are not
implemented, the District would have a projected solid waste fund deficit of approximately $1.59 million in FY 2028/29. The District's
minimum solid waste operating and maintenance reserve target is 30% of annual operating expenses. Based on projected increases in
operating expenses, the minimum reserve target (30%) will increase to $2.7 million in FY 2028/29. The recommendation from this study
is for the District to maintain a minimum solid waste operating and maintenance reserve of 35%, or approximately $3.2 million in FY
2028/29. With the proposed rate increase, the District's solid waste operating and maintenance reserve would be approximately $5.45
million in FY 2028/29.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packed for the March 13, 2024, Citizens Advisory
Committee Meeting held at 290 Paularino Avenue and posted on the District's website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
Draft_Solid_Waste_Rate_Study_CAC_Presentation.pdf (1,884 KB)
Draft_Solid_Waste_Rate_Study_Report.pdf (1,009 KB)
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B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: March 13, 2024
Subject: Mitigating Odors at Elden and President Pump Stations
Summary
On October 24, 2013, staff presented to the Board of Directors an odor control plan for pump stations that have historically received
odor complaints from the public. Attached is a copy of the October 24 staff report.
For the past ten years, the Odor Control Plan has been successful in reducing the number of complaints, but recently, odor complaints
have risen slightly at Elden Pump Station from the Santa Ana Country Club and a resident residing adjacent to President Pump Station
have issued complaints to staff regarding station odors.
Recommendation
That the Citizens Advisory Committee provide feedback and suggestions to staff.
Analysis
To mitigate odors at Elden and President Pump Station, staff installed carbon canisters at both stations. Inside the canisters are carbon
granules that captures the gasses and allows clean air to be vented into the atmosphere. The carbon canisters will need to be replaced
once a year by switching them out with new canisters. The canisters that are replaced are regenerated by the manufacturer.
Subject 3. Mitigating Odors at Elden and President Pump Stations
Meeting Mar 13, 2024 - Citizens Advisory Committee
Access Public
Type Discussion
Goals 1.0 Sewer Infrastructure
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Ventilation is also an effective way to implement pump station odor control. This method involves the use of exhaust fans and ductwork
to move the air out of the station and direct it up and away from the public. The direction of airflow is essential to ensure that the air is
properly handled and vented out of the station. The exhaust fan at the Elden Pump Station has been inoperable and needs to be
replaced, which could have been one of the factors causing odor complaints to increase. Design of the new fan is complete and soon,
staff will be soliciting bids to replace the existing fan with a new unit.
Cleaning the wet well is another method to control odors. The Elden Pump Station wet well is cleaned on a weekly basis.
As of October 30, 2023, officials from Santa Ana Country Club informed staff that members are still complaining about odors from Elden
Pump Station. On November 8, staff monitored hydrogen sulfide (H2S) levels inside the station's wet well. The gas monitor read H2S
levels 3 parts per million (ppm). In addition, staff monitored H2S levels from the manhole at the top end of the wet well and from the
station's upstream manhole and found the levels to be 2-5 ppm. According to the attached OSHA document, odor becomes more
offensive at 3-5 ppm. Staff plugged and sealed both manholes to ensure odors do not escape into the atmosphere and staff made sure
wet well doors and all openings at the station are sealed.
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
Total cost to procure two carbon canisters was $5,603 ($2,600 per canister). The canisters will have to be replaced once a year, so the
District will incur the cost of $5,603 annually.
Designing Elden's new exhaust fan was performed internally by the District Engineer. The construction cost to replace the exhaust fan
is estimated at $60,000, which includes the cost for electrical upgrades and a new electrical transformer. The District
has $95,000 budgeted in the FY 2023-24 CIP budget for Elden Odor Project #347.
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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 March 13, 2024 Citizens Advisory Committee
meeting at District Headquarters and on District's website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
10-24-13 Lift Station Odor Control Plan Staff Report.pdf (735 KB)
Hydrogen Sulfide Levels.pdf (119 KB)
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B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: March 13, 2024
Subject: Permanent Generator at Harbor Pump Station
Summary
The Harbor Pump Station is located adjacent to 521 W Wilson Street (see attachment). It's located on a heavily traffic congested street,
adjacent to an apartment complex and El Campeon Mexican Restaurant. Across the street from the station is the Ocean Breeze
Laundry facility and Taco Bell restaurant. It's the district's second largest pump station that collects and transmits 1,660 gallons per
minute of wastewater during peak flow. It also has the shortest downtime before an SSO will occur. When the station experiences a
power outage, staff has little more than an one hour to transport and connect a portable generator.
Due to the density of private property, the district has limited options for installing a permanent generator.
Recommendation
That the Citizens Advisory Committee provide feedback and suggestions to staff.
Analysis
When the district decides on the best location for a permanent generator, it will likely be on private property. Installing the generator will
require the District acquisition of land or an easement. If the private property owner refuses to sell property or grant an easement,
and/or there is an impasse on the monetarily value of the property, the district may have to begin the eminent domain process.
On November 14, 2023, the Board of Directors discussed three options for a permanent generator at the Harbor Pump Station.
1. Diesel engine
2. Natural gas engine
3. Fuel Cell/hydrogen gas engine
Diesel Engine Generator
This is the most common generator for backup power. However, diesel generators are heavily regulated by the South Coast Air Quality
Management District (AQMD), which requires obtaining permits from AQMD. The permits will stipulate how many hours a month
generators can operate, excluding emergencies. AQMD will fine agencies for surpassing the regulated operational hours of generators.
Due to the high density on Harbor and Wilson, it would be prudent to consider one of the environmentally friendly choices of generators
below.
Natural Gas Generator
Natural gas generators are considered environmentally-friendly due to emitting lower carbon dioxide emissions and other harmful
pollutants. Lower levels of sound pollution and odor are other benefits. The district does have one natural gas generator in its inventory
that's dedicated to the Irvine Pump Station. A natural gas generator was selected for the Irvine Pump Station because it's located on
the Back Bay Center Shopping Mall property (see picture below). A natural gas pipe is fed to the generator to ensure energy reliability.
The cost of natural gas generators is equivalent to diesel generators and AQMD permit is still required, but the permit is less stringent
than permits for diesel generators. The negative aspect to natural gas generators is the pipeline could be vulnerable to seismic activity.
A catastrophic earthquake could disrupt natural gas distribution, which would then require the transportation a portable generator to the
pump station. Fortunately, the district has enough portable generators to serve Irvine Pump Station and Harbor Pump Station if the
district decides to acquire another natural gas generator.
Subject 4. Permanent Generator at Harbor Pump Station
Meeting Mar 13, 2024 - Citizens Advisory Committee
Access Public
Type Discussion
Goals 1.0 Sewer Infrastructure
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Irvine Pump Station Natural Gas Generator
Fuel Cell/Hydrogen Generator
This type of generator produce electricity in the fuel cell by mixing oxygen molecules from the air and hydrogen molecules from external
hydrogen canisters. It produces zero-emissions, odorless, and it's very quiet during operations. Fuel cell generators are not yet
accepted in the wastewater industry, as staff disseminated a listserv inquiry to find any agency who has experience with fuel cell
generators. No one responded to staff's inquiry. However, AQMD is considering drafting regulations that would require agencies to
replace diesel generators with fuel cell generators. Several disadvantages of fuel cell generators include the number of hydrogen
canisters that will be needed to power up the pumps and then there is the transportation of the canisters. Also, a lot of the currently
available fuel cell technology for generators is in the prototype stage and not yet validated. The cost of fuel cell generators is unknown,
but we have to assume it will be more than diesel and natural gas generators because the cost per unit of energy is more than other
sources because it's not widely available.
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
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There is currently $104,000 budgeted in the FY 2023-24 & $420,000 budgeted in the FY 24-25 for the procurement and installation of a
permanent generator at the Harbor Pump Station.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the March 13, 2024, Citizens Advisory Committee
meeting at District Headquarters and on District's website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
Harbor PS Location.pdf (181 KB)
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B. ITEM
To: Citizens Advisory Committee
From: Scott Carroll, General Manager
Date: March 13, 2024
Subject: FY 2023-24 Work Plan Update
Summary
In the CAC FY 2023-24 Work Plan several items scheduled for the year have been postponed.
Recommendation
That the Citizens Advisory Committee receives and files this report.
Analysis
The following items originally scheduled on the Work Plan have been postponed for the following reasons.
1. Provide comments and recommendations to proposed ordinance pertaining to purchasing procedure and authority. Further
research is required.
2.. Review, comment and recommend policy revision to storing carts in public view. There may be a conflict between CMSD and
City of Costa Mesa for storing carts in public view. Staff is in the process of seeking legal advice from District Counsel.
3. Receive and comment on feasibility study for installing wind turbines at selective sewer lift stations to reduce energy costs.
The study will be performed later in the calendar year.
Legal Review
Not applicable
Environmental Review
Receiving an update of the CAC's FY 2023-24 Work 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
There are no financial impacts to the district for postponing the items identified above.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the March 13, 2024 Citizens Advisory Committee
meeting at District Headquarters and on District's website
Alternative Actions
1. Direct staff to report back with more information
Subject 5. FY 2023-24 Work Plan Update
Meeting Mar 13, 2024 - Citizens Advisory Committee
Access Public
Type Receive and File
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C. CLOSING ITEMS
Subject 1. Committee Member Comments
Meeting Mar 13, 2024 - Citizens Advisory Committee
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Type Presentation
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C. CLOSING ITEMS
Subject 2. Board/Staff Comments
Meeting Mar 13, 2024 - Citizens Advisory Committee
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Type Presentation
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C. CLOSING ITEMS
The next Citizens Advisory Committee meeting will be held at 6:00 p.m. on Wednesday, May 8, 2024 in the District's Boardroom,
located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 3. Adjournment
Meeting Mar 13, 2024 - Citizens Advisory Committee
Access Public
Type Procedural