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2024_07_22_jointboardcacMonday, July 22, 2024 Joint Board of Directors and Citizens Advisory Committee Meeting 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 paste the following into your browser - https://us02web.zoom.us/join 2. Enter the Meeting ID number - 850 1825 3471 3. Click "Join." *** To join the meeting with a mobile device: 1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for Apple devices) 2. Open the Zoom app. Select "Join a Meeting." 3. Enter Zoom Meeting ID. Select "Join Meeting." *** To join the meeting by phone: 1. Call 1-669-900-6833. 2. You will be asked to enter the Meeting ID number. Dial 850 1825 3471# 3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this step. *** Public Comments: Members of the public can submit any comments in real time during the meeting or prior to the meeting in writing for the Board of Directors' consideration by sending them to the District Clerk, Noelani Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the meeting. *** Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained from the District Clerk's Office. *** In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). A. OPENING ITEMS 1. Call to Order - President Scheafer 2. Pledge of Allegiance - President Scheafer 3. Invocation - Vice President Schafer 4. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence – such determination shall be the permission required by law.) 7/18/24, 3:25 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#1/3 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 June 11, 2024 3. Approve the Board of Directors Regular Meeting Minutes of June 24, 2024 4. Adopt Warrant Resolution No. CMSD 2025-01 Approving District Warrant Registers 5. Approve the Directors' Compensation and Reimbursement of Expenses 6. Approve Payroll Transparency Disclosure for June 2024 7. Approve the Preparation of a Warrant to CR Transfer for $204,149.37 in the July 2024 Warrant Register for June 2024 Recycling and Disposal Services 8. Approve the Occupancy Count of 23,123 and Direct Staff to Prepare a Warrant to CR&R Environmental Services for $258,663.13 for June 2024 Solid Waste Collection Services 9. Receive and File June 2024 Organics Tonnage Report 10. Receive and File June 2024 Solid Waste Diversion Report 11. Receive and File June 2024 Contracts Signed by the General Manager D. PUBLIC HEARINGS 1. Adoption of Solid Waste and Wastewater Annual Charges for FY 2024-25 to be Collected with the General Taxes E. GENERAL MANAGER'S REPORTS 1. Approve the Citizens Advisory Committee Meeting Minutes of May 8, 2024 2. Receive and File Citizens Advisory Committee FY 2024-25 Proposed Work Plan 3. Review and Comment on Proposed Amendments to the Alkaline Battery Recycling Program 4. Receive and File 2024 Performance Report - 2nd Quarter (January-June) Calendar Year 5. Receive and File 2020-25 Strategic Plan Progress Report - Fiscal Year 2023-24 Fourth Quarter 6. Scheduled Townhall Meetings for SB 1383 7/18/24, 3:25 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#2/3 7. Consider Changing the Date or Cancelling the September 10, 2024 Study Session due to the Board of Directors Attendance of the California Special Districts Association Annual Conference on September 9-12, 2024 8. Consider Amending Travel Policy by Allowing the General Manager to Approve Out of State Traveling in Nevada and Arizona 9. Consider Adopting Ordinance No. 139 Pertaining to Out of State Traveling F. ENGINEER'S REPORTS 1. Receive and File the District Engineer's Monthly Report and Capital Improvement Projects Status G. TREASURER'S REPORTS 1. Investment Report for the Month of June 2024 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 1. Oral Communications and Director Comments M. ADJOURN TO CLOSED SESSION N. RECONVENE TO OPEN SESSION O. CLOSING ITEMS 1. Adjourn 7/18/24, 3:25 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#3/3 Monday, July 22, 2024 Joint Board of Directors and Citizens Advisory Committee Meeting 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 paste the following into your browser - https://us02web.zoom.us/join 2. Enter the Meeting ID number - 850 1825 3471 3. Click "Join." *** To join the meeting with a mobile device: 1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store (for Apple devices) 2. Open the Zoom app. Select "Join a Meeting." 3. Enter Zoom Meeting ID. Select "Join Meeting." *** To join the meeting by phone: 1. Call 1-669-900-6833. 2. You will be asked to enter the Meeting ID number. Dial 850 1825 3471# 3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to bypass this step. *** Public Comments: Members of the public can submit any comments in real time during the meeting or prior to the meeting in writing for the Board of Directors' consideration by sending them to the District Clerk, Noelani Middenway, at nmiddenway@cmsdca.gov. Those comments will be made part of the official public record of the meeting. *** Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained from the District Clerk's Office. *** In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). A. OPENING ITEMS Subject 1. Call to Order - President Scheafer Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Procedural 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#1/57 A. OPENING ITEMS Subject 2. Pledge of Allegiance - President Scheafer Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Procedural 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#2/57 A. OPENING ITEMS Subject 3. Invocation - Vice President Schafer Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Procedural 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#3/57 A. OPENING ITEMS Board of Directors Michael Scheafer, President Arlene Schafer, Vice President Arthur Perry, Secretary Robert Ooten, Vice Secretary Brett Eckles, Director Citizens Advisory Committee Member Position Voting Division Term Sue Lester Chair 5 2023-2025 Michael Tou Vice Chair 3 2024-2026 Jeff Arbour Member 1 2023-2025 Cindy Brenneman Member 3 2023-2025 Xerxez Calilung Member 5 2024-2026 Rosemarie Chora Member 4 2024-2026 Ben Glassman Member 1 2023-2025 Craig J. Holmes Member 1 2024-2026 Birger "Dickie" Fernández Member 2 2024-2026 Dean Fisher Member 1 2023-2025 Paul R. Lancaster Member 4 2024-2026 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Procedural 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#4/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Procedural 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#5/57 A. OPENING ITEMS Subject 6. Ceremonial Matters and Presentations Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Procedural 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#6/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Procedural 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#7/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve the Consent Calendar as presented. All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a whole. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#8/57 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, Senior Management Analyst Date: July 22, 2024 Subject: Approve the Board of Directors Study Session Minutes of June 11, 2024 Summary The recorded minutes of the June 11, 2024 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 June 11, 2024. 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.” Subject 2. Approve the Board of Directors Study Session Minutes of June 11, 2024 Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent), Minutes Recommended Action That the Board of Directors approve the meeting minutes as presented. Minutes View Minutes for Jun 11, 2024 - Board of Directors Study Session 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#9/57 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 July 22, 2024 Joint Board of Directors and 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_06_11_ss.pdf (185 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#10/57 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, Senior Management Analyst Date: July 22, 2024 Subject: Approve the Board of Directors Regular Meeting Minutes of June 24, 2024 Summary The recorded minutes of the June 24, 2024 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 June 24, 2024. 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 Board of Directors Regular Meeting Minutes of June 24, 2024 Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent), Minutes Recommended Action That the Board of Directors approve the meeting minutes as presented. Minutes View Minutes for Jun 24, 2024 - Board of Directors Regular Meeting 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#11/57 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 July 22, 2024 Joint Board of Directors and 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_06_24_rm.pdf (120 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#12/57 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: Amanda Doan, Accounting Clerk Date: July 22, 2024 Subject: Adopt Warrant Resolution No. CMSD 2025-01 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 2025-01 approving District warrants for the month of June in the amount of $1,627,346.38. Analysis Attached is the Warrant Resolution, which ratifies the payment of certain claims and demands and specifies the funds from which they were paid. Legal Review Not Applicable. Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures "to list those specific activities which fall within each of the exempt classes", and the District has adopted "CEQA Guidelines and Implementing Procedures" that state on page 6 "Projects" does not include .... C. Continuing administrative or maintenance activities." Financial Review Sufficient funds are available in the adopted budget. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 22, 2024 Joint Board of Directors and Citizens Advisory Committee meeting at District Headquarters and posted on the District's website www.cmsdca.gov Subject 4. Adopt Warrant Resolution No. CMSD 2025-01 Approving District Warrant Registers Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) Budgeted Yes Recommended Action That the Board of Directors adopt Warrant Resolution No. CMSD 2025-01 approving District warrants for the month of June in the amount of $1,627,346.38. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#13/57 Alternative Actions Refer item back to staff with further instructions. File Attachments WARRANT RESO 2025-01.pdf (4,914 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#14/57 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: July 22, 2024 Subject: Directors' Compensation and Reimbursement of Expenses Summary The Directors' Compensation and Reimbursement of Expenses are hereby submitted to the Board of Directors for review and approval. Analysis Attached to the staff report are the Directors' Compensation and Reimbursement of Expenses. Staff Recommendation That the Board of Directors approve the compensation and reimbursement of expenses as presented. Legal Review Not applicable. Environmental Review Consideration of the compensation and reimbursement of expenses is an administrative matter and is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6. "Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the July 22, 2024 Joint Board of Directors and Citizens Advisory Committee 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 Subject 5. Approve the Directors' Compensation and Reimbursement of Expenses Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve the compensation and reimbursement of expenses as presented. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#15/57 board pr.pdf (138 KB) board_ap.pdf (49 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#16/57 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: Amanda Doan, Accounting Clerk Date: July 22, 2024 Subject: Approve Payroll Transparency Disclosure for June 2024 Summary Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month. Recommendation That the Board of Directors approve and file the report. Analysis Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month. Legal Review Not Applicable. Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures "to list those specific activities which fall within each of the exempt classes", and the District has adopted "CEQA Guidelines and Administrative Content Executive Content 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 July 22, 2024 Joint Board of Directors and Citizens Advisory Committee meeting at District Headquarters and posted on the District's website www.cmsdca.gov. Alternative Actions Subject 6. Approve Payroll Transparency Disclosure for June 2024 Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) Fiscal Impact Yes Budgeted Yes Recommended Action That the Board of Directors approve and file the report. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#17/57 Refer item back to staff with further instructions. File Attachments Payroll Transparency Disclosure June 2024.pdf (195 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#18/57 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: Angela Colunga, Management Analyst I Date: July 22, 2024 Subject: Approve the preparation of a warrant to CR Transfer for $204,149.37 in the July 2024 warrant register for June 2024 recycling and disposal services Summary The District pays CR Transfer monthly for the sorting of recyclables from mixed waste and landfill disposal of the remaining waste. With the implementation of the Organics Recycling Program adopted by the Board, this payment also includes the diversion of organic waste to an anaerobic digestion facility to be recycled into renewable natural gas to fuel the solid waste collection trucks or to be processed into compost. Recommendation That the Board of Directors approve the preparation of a warrant to CR Transfer for $204,149.37 in the July 2024 warrant register for June 2024 recycling and disposal services. Analysis The following chart outlines the total tonnage and payments due for residential and organic waste collection in Costa Mesa and Newport Beach during June 2024. The tonnage rates approved by the Board of Directors on August 21, 2023, effective July 1, 2023, is $59.35 per ton for mixed waste recycling and disposal and $81.66 per ton for organics recycling. Type of Waste Invoice No.Tonnage Rate Amount Billed Residential Waste - Newport Beach 45778 61.71 $59.35 $3,662.49* Residential Waste - Costa Mesa 45777 2,211.15 $59.35 $131,231.87* Total Residential Waste $134,894.36 Organics Recycling 45813 848.09 $81.66 $69,255.01* Total Organics $69,255.01 Grand Total $204,149.37 *Due to weight ticket calculation rounding, some invoice totals may be off by a few cents. Legal Review Not applicable. Subject 7. Approve the Preparation of a Warrant to CR Transfer for $204,149.37 in the July 2024 Warrant Register for June 2024 Recycling and Disposal Services Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve the preparation of a warrant to CR Transfer for $204,149.37 in the July 2024 warrant register for June 2024 recycling and disposal services. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#19/57 Environmental Review Consideration of the CR Transfer warrant 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 Sufficient funds are available in the adopted FY 2023-24 budget. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 22, 2024, Joint Board of Directors and 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. 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#20/57 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: Angela Colunga, Management Analyst I Date: July 22, 2024 Subject: Approve the Occupancy Count of 23,123 and Direct Staff to Prepare a Warrant to CR&R Environmental Services for $258,663.13 in the July 2024 Warrant Register for June 2024 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 $11.1864 and the June 2024 occupancy count presented to the Board of Directors is 23,123, for a total payment of $258,663.13. Recommendation That the Board of Directors: 1. Approve the Occupancy Count of 23,123; and 2. Direct staff to prepare a warrant to CR&R Environmental Services for $258,663.13 in the July 2024 warrant register for June 2024 solid waste collection services. Analysis The occupancy count is the number of active units in the District's jurisdiction receiving solid waste collection services. The occupancy rate approved by the Board of Directors on August 21, 2023, effective July 1, 2023, is $11.1864. The District pays CR&R $11.1864 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 June 30, 2024, the District's occupancy count was 23,123 with no new accounts added since the last billing period. The occupancy count approved by the Board of Directors for May 2024 was 23,123. The District's payment to CR&R is calculated by multiplying the occupancy count by the occupancy rate. The payment calculation for June 2024 is included below. Occupancy Count X Occupancy Rate = Payment to CR&R 23,123 $11.1864 $258,663.13 Subject 8. Approve the Occupancy Count of 23,123 and Direct Staff to Prepare a Warrant to CR&R Environmental Services for $258,663.13 for June 2024 Solid Waste Collection Services Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors: 1. Approve the occupancy count of 23,123: and 2. Direct staff to prepare a warrant to CR&R Environmental Services for $258,663.13 in the July 2024 warrant register for June 2024 solid waste collection services. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#21/57 District staff will continue to track the number of new and removed service addresses. Legal Review Not applicable. Environmental Review Consideration of the occupancy count 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 in 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 Sufficient funds are available in the adopted FY 2023-24 budget. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 22, 2024, Joint Board of Directors and 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 Occupancy_Report_June_2024.pdf (96 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#22/57 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: Angela Colunga, Management Analyst I Date: July 22, 2024 Subject: Receive and File June 2024 Organics Tonnage Report Summary In June 2024, CR&R collected 848.09 tons of organic waste and recycled 809.04 tons of organic waste. Recommendation That the Board of Directors receive and file this report. Analysis The chart below outlines the total organic waste tonnage collected from the organics program and the tons recycled and landfilled. A graph depicting the total tonnage of organic waste collected during each month of the last five fiscal years is attached to this report. FY 2023-24 Organics Month Recycled Landfilled Total Collected July 748.19 36.11 784.30 August 1003.96 48.46 1052.42 September 849.10 40.98 890.08 October 687.75 33.20 720.95 November 705.95 34.07 740.02 December 633.52 30.58 664.10 January 682.03 32.92 714.95 February 642.96 31.03 673.99 March 760.76 36.72 797.48 April 842.92 40.69 883.61 May 874.32 42.20 916.52 June 809.04 39.05 848.09 Legal Review Subject 9. Receive and File June 2024 Organics Tonnage Report Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors receive and file this report. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#23/57 Not applicable. Environmental Review Consideration of the Organics Tonnage Report 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 with the complete agenda packet for the July 22, 2024 Joint Board of Directors and 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 Organics_Tonnage_June_2024.pdf (542 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#24/57 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: Angela Colunga, Management Analyst I Date: July 22, 2024 Subject: Receive and File June 2024 Solid Waste Diversion Report Summary In June 2024, CR&R collected 3,120.95 tons of solid waste and recycled 1,947.9 tons of solid waste. Recommendation That the Board of Directors receive and file this report. Analysis For the current fiscal year to date, the District's diversion rate is 61.5%. A tonnage summary for the past 19 fiscal years is attached to this report. Legal Review Not applicable. Environmental Review Consideration of the Solid Waste Diversion Report 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 with the complete agenda packet for the July 22, 2024 Joint Board of Directors and 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 Subject 10. Receive and File June 2024 Solid Waste Diversion Report Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors receive and file this report. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#25/57 Tonnage_Summary_June_2024.pdf (457 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#26/57 C. CONSENT CALENDAR - All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a whole. To: Board of Directors From: Scott Carroll, General Manager Date: July 22, 2024 Subject: Receive and File June 2024 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 June 2024. Recommendation That the Board of Directors receive and file this report Analysis The following contracts/agreements were signed by the general manager in June 2024. Contracts/Agreement No contracts and/or agreements were signed in the month of June. Purchase Orders 1. Orange Coast Electric, Inc. – Trace, inspect, and correct electrical wiring for Emergency Operations Center. Cost: $3,500 2. Performance Pipe Technologies – Project 353, Elden Emergency Bypass Improvement - Emergency CIPP Lining of 8” sewer main, up to 100’ due to sink hole. Cost: $12,975 3. Arcon Structual Engineers, Inc. – 290 Paularino Ave, Structural Evaluation Report of building Cost: $2,300 4. Brilliant Promos, LLC – Promo Items, Trash Bin Pen Holders (2,500). Cost: $3,337.50 5. Brilliant Promos, LLC – Promo Items, Trash Can Stress Relievers (2,500) Cost: $3,170 6. Bravo Sign & Design – 290 Paularino Ave CMSD Logo Sign – Aluminum Plaque (2) Fabricated Letters/Installation/Drawings for Permits. Cost: $16,350 7. Jamison Engineering – Project 355, South Coast Plaza Sewer Replacement - Remove Pump Station Wetwell Downspout to perform sewer replacement.. Cost: $4,500 8. Infosend, Inc. – SB 1383, 3-Cart System Town Hall Meeting Postcard (22,700). Cost: $9,886.31 Legal Review Subject 11. Receive and File June 2024 Contracts Signed by the General Manager Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action (Consent) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#27/57 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 July 22, 2024 Joint Board of Directors and Citizens Advisory Committee 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. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#28/57 D. PUBLIC HEARINGS To: Board of Directors Via: Scott Carroll, General Manager From: Marissa Pereyda, Senior Management Analyst Date: July 22, 2024 Subject: Adoption of Solid Waste and Wastewater Annual Charges for FY 2024-25 to be Collected with the General Taxes Summary The District adopted the procedures authorized by Health & Safety Code Section 5470 that allows solid waste and wastewater charges to be collected on the assessment roll. To do so, the District must adopt a report assessing the charges against the parcels every year. The proposed resolutions make those assessments. Recommendation That the Board of Directors: 1. Adopt Resolution No. 2024-995 confirming the solid waste annual charges for FY 2024-25 to be collected with the general taxes and direct the District Clerk to file with the County Auditor. 2. Adopt Resolution No. 2024-996 confirming the wastewater annual charges for FY 2024-25 to be collected with the general taxes and direct the District Clerk to file with the County Auditor. Analysis The District has adopted the procedures provided in Health and Safety Code Section 5470 to allow our solid waste and wastewater collection charges to be collected with other taxes on the County assessment roll. To be able to do so, the District went through a mailed notice proceeding and the process was implemented in the early 1990s. Proposition 218 was thereafter passed (Article XIIID of the California Constitution) which required that fees must be justified as proportional and in other ways proper whenever a new fee or increase is needed. That proceeding also requires mailed notices and a protest hearing. In FY 2024-25, the fee for wastewater collection will not increase and the fee for solid waste collection will increase 13.70%. The solid waste and wastewater collection charges are listed below: Solid Waste Rates Fiscal Year 2023-24 Fiscal Year 2024-25 Customer Class Per Month Per Year Per Month Per Year Single Family $24.10 $289.20 $27.41 $328.92 Wastewater Collection Rates Fiscal Year 2023-24 Fiscal Year 2024-25 Customer Class Per Month Per Year Per Month Per Year Single Family $9.87 $118.43 $9.87 $118.43 Subject 1. Adoption of Solid Waste and Wastewater Annual Charges for FY 2024-25 to be Collected with the General Taxes Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action Recommended Action That the Board of Directors: 1. Adopt Resolution No. 2024-995 confirming the solid waste annual charges for FY 2024-25 to be collected with the general taxes and direct the District Clerk to file with the County Auditor. 2. Adopt Resolution No. 2024-996 confirming the wastewater annual charges for FY 2024-25 to be collected with the general taxes and direct the District Clerk to file with the County Auditor. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#29/57 Multi Family $7.49 $89.89 $7.49 $89.89 Trailer $6.96 $83.48 $6.96 $83.48 Accessory Dwelling Unit (ADU)$3.63 $43.54 $3.63 $43.54 Commercial – Ave Strength (Per 1,000 sq.ft.)$4.30 $51.63 $4.30 $51.63 Commercial – High Strength (Per 1,000 sq.ft.)$4.79 $57.49 $4.79 $57.49 Industrial (Per 1,000 sq.ft.)$11.08 $132.96 $11.08 $132.96 The District followed the Proposition 218 procedures in considering the increase in wastewater charges and a protest hearing was held on February 28, 2022, and the protest failed. In accordance with Government Code Section 54756, the District is required to give notice at least 30 days before each increase goes into effect. Since the wastewater rate is not increasing, notice was not required. The District followed the Proposition 218 procedures in considering the increase in solid waste charges and a protest hearing was held on June 24, 2024, and the protest failed. In accordance with Government Code Section 54756, the District was required to give notice at least 45 days before the public hearing. The notice for the 13.70% increase in the solid waste collection fee was mailed, in a form of a Proposition 218 Notice, to property owners 45 days prior to the public hearing. The Proposition 218 Notice is attached to this report. The District is required to annually assess both the solid waste and wastewater charges by parcel for the Assessor. The procedure to assess parcels must be adopted after a noticed public hearing, for which notice is published two weeks before in an appropriate newspaper. The hearing was properly noticed with two weeks newspaper notice in accordance with Government Code Section 6066. The notices are attached to this report. The District will provide the County with an electronic version of a report which contains a description of each property receiving services and the charges. The real property may be described by reference to the assessor’s parcel map description. The hearing should be held to consider objections or protests to the assessments. This is an opportunity for a property owner to contest improper assessments based on use, such as classification or number of units. Upon conclusion of the hearing, the Board may adopt the resolutions approving the assessments to be filed with the Auditor. The District Clerk must then file the assessments with the Auditor before August 10. The District Clerk must confirm that the charges were adopted by the Board. The Auditor must then enter the charges against the parcels on the assessment roll. The charges are then collected by the Assessor and if the charges are not paid, there are procedures for liens, penalties and collections. Legal Review District Counsel reviewed this staff report along with the resolutions attached hereto. Environmental Review Consideration of confirming the solid waste and wastewater annual charges 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 The solid waste and wastewater rates will be assessed pursuant to the adopted schedule. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 22, 2024, joint Board of Directors/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 Script_Assessments_2024.pdf (52 KB) Solid_Waste_Rates_Proposition_218 Notice.pdf (428 KB) Affidavit 7982243 Solid Waste 7.6.2024.pdf (394 KB) Affidavit 7982241 Wastewater 7.6.2024.pdf (551 KB) Reso 2024-995 Imposting Solid Waste Charges on Assessment Roll.docx (20 KB) Reso 2024-996 Imposting Wastewater Charges on Assessment Roll.docx (20 KB) Affidavit 7982472 Solid Waste 7.13.24.pdf (459 KB) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#30/57 Affidavit 7982471 Wastewater 7.13.24.pdf (446 KB) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#31/57 E. GENERAL MANAGER'S REPORTS To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Senior Management Analyst Date: July 22, 2024 Subject: Approve the Citizens Advisory Committee Meeting Minutes of May 8, 2024 Summary The recorded minutes of the May 8, 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 May 8, 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 July 22, 2024 Joint Board of Directors and 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. Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of May 8, 2024 Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action, Minutes Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented. Minutes View Minutes for May 8, 2024 - Citizens Advisory Committee 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#32/57 File Attachments minutes_2024_05_08_cac.pdf (88 KB) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#33/57 E. GENERAL MANAGER'S REPORTS To: Board of Directors and Citizens Advisory Committee From: Scott Carroll, General Manager Date: July 22, 2024 Subject: Receive and File Citizens Advisory Committee FY 2024-25 Proposed Work Plan Summary According to Section III.D of the Citizens Advisory Committee (CAC) Handbook, each year the CAC Chair will meet and consult with the Board President and General Manager to determine the District's goals and objectives for the following year and convey those needs to the CAC. On June 14, 2024, a meeting between Chair Sue Lester, President Mike Scheafer and General Manager Scott Carroll occurred to discuss the work plan for upcoming year. Recommendation That the Board of Directors and Citizens Advisory Committee consider approving the proposed FY 2024-25 Work Plan. Analysis On June 14, 2024, a meeting between Chair Sue Lester, President Mike Scheafer and General Manager Scott Carroll occurred to discuss the work plan for upcoming year. Attached is the schedule being proposed for Board of Directors and CAC approval consideration. Legal Review Not applicable Environmental Review Selecting topics to discuss at future CAC meetings and identifying goals and objectives for the coming year 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 are no financial impacts to the District for selecting future CAC topics and identifying goals and objectives. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the July 22, 2024 Board of Directors and Citizens Advisory Committee joint meeting at District Headquarters and on District website at www.cmsdca.gov Alternative Actions 1. Direct staff to report back with more information. File Attachments 2024-25 CAC Workplan.docx (17 KB) Subject 2. Receive and File Citizens Advisory Committee FY 2024-25 Proposed Work Plan Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#34/57 E. GENERAL MANAGER'S REPORTS To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Angela Colunga, Management Analyst I Date: July 22, 2024 Subject: Review and Comment on Proposed Amendments to the Alkaline Battery Recycling Program Summary The Alkaline Battery Recycling Program promotes recycling and environmental stewardship among local schools. It is the District's hope that students will apply these principles at home, educate their families, and become good stewards of the environment. Additionally, the program benefits the District through increased visibility within the community, the development of partnerships with local schools, and credit towards the District's diversion rate. There are 33 eligible schools within the District’s service area that are invited to participate in the program prior to the beginning of the school year. The program runs from September to March. This staff report outlines proposed increases to the program award amounts. Recommendation That the Citizens Advisory Committee reviews and provides feedback on staff’s proposed amendments. Analysis To increase program participation, District staff recommends increasing the monetary reward amounts for the 1 place, 2 place, and 3 place winners as well as the monetary reward amounts for schools that collect over 500 batteries and 1,000 batteries. The proposed changes are highlighted in yellow. Current Award Structure Proposed Award Structure 1st Place $1,200 1st Place $1,500 2nd Place $1,000 2nd Place $1,200 3rd Place $800 3rd Place $1,000 Over 1,000 lbs collected $500 Over 1,000 lbs collected $750 500-999 lbs collected $350 500-999 lbs collected $500 100 to 499 lbs collected $300 100 to 499 lbs collected $300 51 to 99 lbs collected $200 51 to 99 lbs collected $200 Under 50 lbs collected $100 Under 50 lbs collected $100 Historically, the program collects an average total of 11,019 batteries and the District awards an average total of $7,312.50 in reward amounts to an average total of 17 participants (based on data from 2019-2024). Based on the average participation rate of 17 schools, staff estimates a $2,237.50 increase in the average total in reward amounts. Average Participation Estimated Reward Total 17 Schools $9,550 15% Increase in Participation Estimated Reward Total 20 schools $10,850 Full Participation Estimated Reward Total 33 schools $15,950 Subject 3. Review and Comment on Proposed Amendments to the Alkaline Battery Recycling Program Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Discussion st nd rd 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#35/57 The Alkaline Battery Recycling Program has an average participation rate of 17 schools out of 26 schools. Starting this year, staff will be inviting 7 additional schools to participate in the program. Staff has also researched the average cost of promotional yard signs intended to increase program participation within the community. The average cost of a yard sign and materials is $20. If all eligible schools request 1 yard sign, the estimated total cost for this item is $660. This item will be presented at the August Study Session for Board approval. Legal Review Not applicable. Environmental Review Consideration of the Alkaline Battery Recycling Program 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 Based on the increases in reward amounts and program costs, staff has adjusted the program’s budget from $20,000 to $50,000 for Fiscal Year 2024-25. A budget adjustment of $30,000 will cover the estimated maximum program costs at a 100% participation rate (33 schools). If the Board approves the Amendments to the Alkaline Battery Recycling Program at the August 2024 Study Session, an additional $30,000 will need to be appropriated from the Solid Waste Fund Balance to the Alkaline Battery Recycling Program. Account Description Increase Decrease 10-000000-2990 Solid Waste Fund - Fund Balance $(30,000) 10-100011-4300 Solid Waste Fund- Battery Recycling Program $30,000 Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 22, 2024 Joint Board of Directors and Citizens Advisory Committee meeting at District Headquarters and posted on the District's website at www.cmsdca.gov. Alternative Actions 1. Direct staff to report back with more information. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#36/57 E. GENERAL MANAGER'S REPORTS To: Board of Directors From: Scott Carroll, General Manager Date: July 22, 2024 Subject: Receive and File 2024 Performance Report - 2nd Quarter (January-June) Calendar Year Summary On November 29, 2018, the Board of Directors adopted Administrative Regulations No. 70.00, Performance Measurement Program, which established methods and procedures for gathering and analyzing organizational performance while at the same time collaborating towards continuous improvement of performance in an open and transparent manner. Recommendation That the Board of Directors receive and file this report Analysis A Performance Measurement Program has been developed to determine how well the District is performing in areas of efficiency, effective workforce, customer satisfaction, cost effectiveness, citizen engagement and transparency. The purpose of the program is to continually look at ways to improve and/or enhance the level of service that is being provided internally to staff and externally to the public. The outcome data reflected in the attached report is for six months (January to June 2024). Legal Review Not applicable Environmental Review A Performance Measurement Program 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 are no financial impacts to the District for implementing a Performance Measurement Program Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the July 22, 2024 Joint Board of Directors/Citizens Advisory Committee meeting at District Headquarters and on District website at www.cmsdca.gov Alternative Actions 1. Direct staff to report back with more information File Attachments 2nd Qtr 2024.pdf (889 KB) Subject 4. Receive and File 2024 Performance Report - 2nd Quarter (January-June) Calendar Year Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Discussion Goals 6.0 Administrative Management 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#37/57 E. GENERAL MANAGER'S REPORTS To: Board of Directors From: Scott Carroll, General Manager Date: July 22, 2024 Subject: Receive and File 2020-25 Strategic Plan Progress Report - Fiscal Year 2023-24 Fourth Quarter Summary On June 22, 2020, the Board of Directors adopted the 2020-2025 Strategic Plan, which is a plan that establishes goals, objectives, strategies and work plans for the next five years and will help move the organization in a direction toward achieving its mission and vision. Attached is the quarterly update of the Plan that demonstrates the progress staff is making toward achieving the strategic goals. The next quarterly report from this Plan will be presented to the Board on October 28, 2024. Recommendation That the Board of Directors receive and file this report. Analysis The 2020-25 Strategic Plan is the most ambitious Plan in the history of the District. The Plan has 125 Strategic Goals to achieve and/or implement in the next five years compared to 48 strategic goals in the FY 2015-20 Strategic Plan. Of the 125 goals, more than half (71) of the goals are completed. Forty (40) goals are in progress, ten goals (10) have not been started due to unforeseen circumstances and four (4) goals were eliminated. Legal Review Not applicable Environmental Review The District's Strategic Plan is a planning document and preparation and adoption of the plan itself 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. The environmental review of each of the efforts or projects outlined in the Strategic Plan will occur when the Board of Directors specifically considers each of the items since that is when the full scope of work of each effort or project will be described. Financial Review Activities described in the strategic goals are funded in the budget. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the July 22, 2024 Joint Board of Directors/Citizens Advisory Committee meeting at CMSD headquarters and on CMSD's website at www.cmsdca.gov. Subject 5. Receive and File 2020-25 Strategic Plan Progress Report - Fiscal Year 2023- 24 Fourth Quarter Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Discussion Goals 1.0 Sewer Infrastructure 2.0 Solid Waste 3.0 Emergency Preparedness 4.0 Partnerships 5.0 Community Outreach & Communications 6.0 Administrative Management 7.0 Human Resources Management 8.0 Finance 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#38/57 Alternative Actions Direct staff to report back with more information. File Attachments Strategic Plan Qtly Update 2023-24 4th Qtr.xlsx (99 KB) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#39/57 E. GENERAL MANAGER'S REPORTS To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: July 22, 2024 Subject: Scheduled Townhall Meetings for SB 1383 Summary On October 7, CR&R will begin distributing blue lid carts for residents to source separate their recyclable materials. The district has scheduled several townhall meetings to share with the public the new recycling program that's being implemented as a result of the passage of SB 1383. Recommendation That the Citizens Advisory Committee receive and file this report. Analysis The following townhall meetings have been scheduled. The August 7 and 10 townhall meetings will be livestreamed and recordings will be made available on the district's website and YouTube for people who cannot attend one of the four meetings below. 1. Wednesday, August 7 at 6:00 pm. Location: CSMD HQ 2. Saturday, August 10 at 9:00 am. Location: Hertzog Community Center 3. Wednesday, October 2 at 6:00 pm. Location: CMSD HQ 4. Saturday, October 5 at 9:00 am. Location: Hertzog Community Center Legal Review Not applicable Environmental Review Scheduling townhall meetings to discuss SB 1383 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 The district spent approximately $12,148 to print and mail letters to over 22,000 property owners regarding the 3-cart system. The District also spent $9,886 to print and mail postcards to the same property owners regarding the scheduled townhall meetings. There are sufficient funds in the budget for these expenses. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 22, 2024 Joint Board of Directors/Citizens Advisory Committee joint meeting held at District headquarters located at 290 Paularino Avenue in Costa Mesa and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. Subject 6. Scheduled Townhall Meetings for SB 1383 Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Discussion 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#40/57 E. GENERAL MANAGER'S REPORTS Subject 7. Consider Changing the Date or Cancelling the September 10, 2024 Study Session due to the Board of Directors Attendance of the California Special Districts Association Annual Conference on September 9-12, 2024 Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action Recommended Action That the Board of Directors direct staff to change the date or cancel the September 10, 2024 Study Session 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#41/57 E. GENERAL MANAGER'S REPORTS To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: July 22, 2024 Subject: Consider Amending Travel Policy by Allowing the General Manager to Approve Out of State Traveling in Nevada and Arizona Summary Section 3.02.070 of CMSD's Operations Code states: "No staff person or person other than a Board member shall travel out of state for conference, meetings, seminars or related matters without prior Board approval." Staff is recommending Section 3.02.070 be amended to allow the general manager to approve out of state traveling in Nevada and Arizona. Traveling to all other states would still require Board approval. Staff is also recommending amending Section 3.01.090 of the Operations Code regarding Board of Directors traveling out of the state because it conflicts with Section 3.02.070. Section 3.01.090 states" "No Board member shall incur such expense outside the state without prior Board approval. Staff is recommending removing this sentence from Section 3.01.090. Recommendation That the Citizen Advisory Committee recommends the Board of Directors adopt Amended Travel Policy allowing the General Manager to approve out of state traveling in Nevada and Arizona Analysis Many professional organizations are electing to have their annual conferences in Nevada. The following associations have had their conferences in Las Vegas. Tri-State Seminar (wastewater) Springbook (financial software for governments) Society in HR Management (SHRM) WasteExpo (solid waste) National Society of Professional Engineers (NSPE) In addition, many technical wastewater training seminars are available in Laughlin/Bullhead City and Reno like the California-Nevada American Water Works Association (AWWA) Section Annual Conference in Reno on Oct 21-24, 2024 Below are a list of professional organizations that had their annual conference in Phoenix, Arizona: Solid Waste Association of North America (SWANA) American Public Works Association (APWA) International City/County Management Association (ICMA) Water Infrastructure Conference Allowing the general manager to approve out of state traveling to Nevada and Arizona will improve operational efficiencies. Legal Review District Counsel has reviewed and approved the attached ordinance Subject 8. Consider Amending Travel Policy by Allowing the General Manager to Approve Out of State Traveling in Nevada and Arizona Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action Recommended Action That the Citizen Advisory Committee recommends the Board of Directors adopt Amended Travel Policy allowing the General Manager to approve out of state traveling in Nevada and Arizona 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#42/57 Environmental Review Consideration for amending district polices 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 no financial impacts to the district. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 22, 2024 Board of Directors/Citizens Advisory Committee joint meeting held at District headquarters located at 290 Paularino Avenue in Costa Mesa and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. File Attachments Ordinance No. XXX - Amending Out of State Traveling.doc (40 KB) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#43/57 E. GENERAL MANAGER'S REPORTS To: Board of Directors From: Scott Carroll, General Manager Date: July 22, 2024 Subject: Consider Adopting Ordinance No. 139 Pertaining to Out of State Traveling Summary On June 11, 2024, the Board of Directors directed staff to bring this item to the Citizens Advisory Committee (CAC) for their review and recommendation. Tonight, the CAC reviewed the proposed amendments to Section 3.01.090 and 3.02.070 of the Operations Code pertaining to out of state traveling. Recommendation That the Board of Directors considers the Citizens Advisory Committee's recommendations regarding the proposed amendments to the district's out of state traveling policy. Analysis An ordinance was presented to the CAC to consider amending Sections 3.01.090 and 3.02.07 pertaining to out of state traveling. Staff is recommending Section 3.02.070 be amended to allow the general manager to approve out of state traveling in Nevada and Arizona. Traveling to all other states would still require Board approval. Staff is also recommending amending Section 3.01.090 of the Operations Code regarding Board of Directors traveling out of the state because it conflicts with Section 3.02.070. Many professional organizations are electing to have their annual conferences in Nevada. The following associations have had their conferences in Las Vegas. Tri-State Seminar (wastewater) Springbook (financial software for governments) Society in HR Management (SHRM) WasteExpo (solid waste) National Society of Professional Engineers (NSPE) In addition, many technical wastewater training seminars are available in Laughlin/Bullhead City and Reno like the California-Nevada American Water Works Association (AWWA) Section Annual Conference in Reno on Oct 21-24, 2024. Below are a list of professional organizations that had their annual conference in Phoenix, Arizona: Solid Waste Association of North America (SWANA) American Public Works Association (APWA) International City/County Management Association (ICMA) Water Infrastructure Conference Allowing the general manager to approve out of state traveling to Nevada and Arizona will improve operational efficiencies. Legal Review District Counsel has reviewed and approved the attached ordinance Environmental Review Subject 9. Consider Adopting Ordinance No. 139 Pertaining to Out of State Traveling Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action Recommended Action That the Board of Directors considers the Citizens Advisory Committee's recommendations regarding the proposed amendments to the district's out of state traveling policy. 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#44/57 Consideration for amending district polices 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 no financial impacts to the district. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 22, 2024 Board of Directors/Citizens Advisory Committee joint meeting held at District headquarters located at 290 Paularino Avenue in Costa Mesa and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. File Attachments Ordinance No. 139 - Amending Out of State Traveling.pdf (107 KB) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#45/57 F. ENGINEER'S REPORTS To: Board of Directors From: Mark Esquer, District Engineer Date: July 22, 2024 Subject: Receive and File the District Engineer's Monthly 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-June to mid-July. The District Engineer's memorandum is attached. Also attached is a detailed summary of the Capital Improvement Project activities and associated project cost expenses for the previous calendar month. Recommendation The Board of Directors receive and file the Capital Improvement Status Report. Analysis Attached is information regarding project or technical sewer activities for the Board of Directors' use and information. Legal Review Not Applicable Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 ”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review The cost of preparing this report is contained within the operating budget. There are sufficient funds 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 July 22, 2024, Joint Board of Directors and Citizens Advisory Committee meeting at District Headquarters and posted on the District’s website www.cmsdca.gov. Alternative Actions Refer item back to staff with further instructions. Subject 1. Receive and File the District Engineer's Monthly Report and Capital Improvement Projects Status Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action, Discussion, Receive and File Preferred Date Jul 22, 2024 Fiscal Impact No Budgeted Yes Budget Source Operations Budget Recommended Action Receive and File the District Engineer's Monthly Report and Capital Improvement Projects Status 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#46/57 File Attachments 2024 07 Monthly Engineers Report CMSD Memorandum.pdf (246 KB) 2024-06 Financial Section for CIP Updates.pdf (90 KB) Administrative File Attachments 2024 07 Monthly Engineers Report CMSD Memorandum.docx (76 KB) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#47/57 G. TREASURER'S REPORTS To: Board of Directors From: Marc Davis, District Treasurer Date: July 22, 2024 Subject: Approve the Investment Report for the Month of June 2024 Summary Attached is the Investment Report for the month of June 2024. 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 June 2024. 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 June 30, 2024. 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 June 30, 2024, was 2.862%. The yield to maturity of the portfolio was 2.862%. The District's weighted average interest rate was 162 basis points (1.618%) below the LAIF average monthly rate of 4.480% for the month of June 2024. The weighted average number of days to maturity for the District's total portfolio was 392 days (1.07 years). The duration of the underlying securities in LAIF as of June 30, 2024 was 217 days. The District's investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of 20.00% of the portfolio must mature within one year. The percentage of the portfolio maturing in one year or less as of June 30, 2024 was 47.27%. 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. Subject 1. Investment Report for the Month of June 2024 Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Action Recommended Action That the Board of Directors approve the Investment Report for the month of June 2024. Goals 8.0 Finance 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#48/57 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, 2024. Through June 30, 2024, the portfolio has earned a weighted average interest rate of 2.481%. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the July 22, 2024 Joint Board of Directors and Citizens Advisory Committee 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 - June 2024.pdf (454 KB) 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#49/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#50/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#51/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#52/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#53/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#54/57 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 Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#55/57 L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Subject 1. Oral Communications and Director Comments Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Discussion 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#56/57 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, August 26, 2024 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626. The next regular meeting of the Citizens Advisory Committee will be held at 6:00 p.m. on Wednesday, September 11, 2024 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626. Subject 1. Adjourn Meeting Jul 22, 2024 - Joint Board of Directors and Citizens Advisory Committee Meeting Access Public Type Procedural 7/18/24, 3:31 PM BoardDocs® Pro https://go.boarddocs.com/ca/cmsdca/Board.nsf/Private?open&login#57/57