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Minutes - Board - 2024-03-12COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION MARCH 12, 2024 Members present Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk/Public Information Officer), Gina Terraneo (Management Analyst II), Dyana Bojarski (Administrative Services Manager), Mark Esquer (District Engineer), Marissa Pereyda (Management Analyst II), Kaitlin Tran (Finance Manager) Others present Jeremy Tamargo, NBS Government Finance Group Jim Mosher, District resident Meeting called to order at 8:00 A.M. A. OPENING ITEMS Procedural: 1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence - such determination shall be the permission required by law.) President Scheafer called the meeting to order at 8:00 A.M. District Clerk and Public Information Officer, Noelani Middenway, noted that President Scheafer, Vice President Schafer, Secretary Perry, Vice Secretary Ooten, and Director Eckles were present. B. PUBLIC COMMENTS COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 12, 2024 Procedural: 1. Public Comments President Scheafer opened public comments. Hearing none, he closed public comments. C. ITEMS OF STUDY Action, Receive and File: 1. Receive and File February 2024 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, requested to move this item to the April Study Session since the District's Code Enforcement Officer is not available to present the report. The Board agreed to move this item to the April Study Session. There was no further discussion. Action, Discussion: 2. Draft Solid Waste Rate Study Recommendation: That the Board of Directors provide direction to staff. Marissa Pereyda, Management Analyst II, introduced the item and Jeremy Tamargo of NBS Government Finance Group (NBS). Mr. Tamargo presented an overview of the preliminary draft solid waste rate study. He discussed the survey's methodology, financial plan, cost -of - service analysis, and design of rates. He noted that rates must be proportional to the cost of service to comply with Proposition 218. He displayed a comparison between the current and proposed rates and a comparison between the District's recommended rates and current rates of similar agencies in Orange County. He provided details regarding the rate study's timeline. President Scheafer asked if the District has tiered rate classes. Mr. Tamargo stated that the District offers a flat rate for solid waste services. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 12, 2024 President Scheafer asked if the rate study accommodates changes to CR&R's disposal costs. Mr. Tamargo stated that the rate study includes CR&R's 5% Consumer Price Index (CPI) increase. He added that the study incorporated reserve increases as a buffer to cost increases. Mr. Carroll stated that the rate study includes CR&R's financial input regarding the three -cart system and Senate Bill (SB) 1383. He noted that the Board is not required to approve a full 5% CPI adjustment for CR&R. Secretary Perry inquired about the three -cart system. Mr. Carroll confirmed that there will be three different types of trash trucks in service. Discussion followed regarding CR&R's 5% CPI adjustment and a variable rate structure. Director Eckles discussed a two-year rate increase rather than a five-year rate increase. Vice Secretary Ooten inquired about operations and maintenance costs. Mr. Carroll shared that the Citizens Advisory Committee (CAC) will be reviewing this item at their March meeting. He stated that it will be brought back to the Board for further discussion at the April Study Session and final adoption at the April Board meeting. He noted that the public hearing to adopt the new solid waste rates is scheduled for June 24, 2024. There was no further discussion. Action, Receive and File: 3. Receive and File CR&R FY 2022-23 Annual Performance Review Recommendation: That the Board of Directors receive and file the CR&R FY 2022- 23 Annual Performance Review. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 12, 2024 Ms. Pereyda presented report details and provided a summary of CR&R's performance evaluation. She noted that most items received a satisfactory rating. President Scheafer discussed insurance and indemnifications. He noted that CR&R should have the District listed as additional insured with a waiver of subrogation. Discussion followed regarding the three -cart implementation plan and outreach. Director Eckles inquired about CR&R's unsatisfactory performance on outreach and large item pickup requests. Ms. Pereyda discussed CR&R's improvement regarding public outreach and collection issues. There was no further discussion, and the report was received. Action, Receive and File: 4. February 4, 5, & 6, 2024 Storm Inflow Calculation Recommendation: That the Board of Directors receive and file this report. District Engineer, Mark Esquer, provided report details. He displayed the District's supervisory control and data acquisition (SCADA) system and discussed pump station runtimes. He shared data regarding inflow at each major pump station. Discussion followed regarding the Orange County Sanitation District's (OCSD) flow meters. President Scheafer inquired about the potential benefits of increased flow amounts. Mr. Esquer stated that a higher volume of water will increase momentum and help flush out heavier items from the sewer system. He noted that it also temporarily increases OCSD's water supply but requires more electricity and other resources. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION MARCH 12, 2024 Members present Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk/Public Information Officer), Gina Terraneo (Management Analyst II), Dyana Bojarski (Administrative Services Manager), Mark Esquer (District Engineer), Marissa Pereyda (Management Analyst II), Kaitlin Tran (Finance Manager) Others present Jeremy Tamargo, NBS Government Finance Group Jim Mosher, District resident Meeting called to order at 8:00 A.M. A. OPENING ITEMS Procedural: 1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence - such determination shall be the permission required by law.) President Scheafer called the meeting to order at 8:00 A.M. District Clerk and Public Information Officer, Noelani Middenway, noted that President Scheafer, Vice President Schafer, Secretary Perry, Vice Secretary Ooten, and Director Eckles were present. B. PUBLIC COMMENTS COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 12, 2024 Vice Secretary Ooten commented that the unpredictability of rainfall can affect inflow and infiltration calculations. There was no further discussion, and the report was received. Action, Receive and File: S. Receive and File Seven (7) Citizens Advisory Committee Applications Recommendation: That the Board of Directors receive and file seven (7) Citizens Advisory Committee (CAC) applications for appointment consideration at the March 25, 2024 Board of Directors meeting. Management Analyst II, Gina Terraneo, presented report details. She discussed the current vacancies on the CAC. The Board requested a list of current and prospective CAC members based on their District division. There was no further discussion, and the report was received. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments Procedural: 2. Adjournment President Scheafer adjourned the meeting at 9:17 A.M. Art Perry Secretary Mike Scheafer President