Minutes - Board - 2024-06-11COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
JuNE 11, 2024
Members present
Arlene Schafer, Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Members absent
None
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk/Public
Information Officer), Gina Terraneo (Management Analyst II), Dyana Bojarski
(Administrative Services Manager), Kaitlin Tran (Finance Manager), Marissa
Pereyda (Management Analyst II), David Griffin (Code Enforcement Officer)
Others present
Bob Osgood, District resident
Harlan Williams
Julie Barreda, CR&R
Mike Carey, CR&R
Meeting called to order at 8:04 A.M.
A. OPENING ITEMS
Procedural: 1. Roll Call - (If absences occur, consider whether to deem those
absences excused based on facts presented for the absence - such determination
shall be the permission required by law.)
President Scheafer called the meeting to order at 8:04 A.M.
District Clerk and Public Information Officer, Noelani Middenway, noted
that President Scheafer, Vice President Schafer, Secretary Perry, and
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Director Eckles were present while Vice Secretary Ooten was not present at
this time.
B. PUBLIC COMMENTS
Procedural: 1. Public Comments
President Scheafer opened public comments.
District resident, Bob Osgood, inquired about updating his email address
with the District.
Ms. Middenway shared her contact information with Mr. Osgood.
Hearing no additional comments, President Scheafer closed public
comments.
Vice Secretary Ooten entered the meeting at 8:06 a.m.
C. ITEMS OF STUDY
Receive and File:1. Receive and File May 2024 Code Enforcement Officer Report
Recommendation: That the Board of Directors receive and file this report.
Code Enforcement Officer, David Griffin, presented report details.
Discussion followed regarding scavenging activity on the west side of Costa
Mesa.
Mr. Griffin reported that he issued 183 notices of trash carts in public view
for the month of May 2024.
There was no further discussion, and the report was received.
Action: 2. Consider Adjustment to FY 2024-25 Solid Waste Rate
Recommendation
Recommendation: That the Board of Directors consider adjustment to the FY 2024-
25 solid waste rate recommendation.
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Management Analyst II, Marissa Pereyda, presented report details.
Discussion followed regarding the District's Proposition 218 notice regarding
the proposed trash rates.
Vice Secretary Ooten recommended including the word "maximum"
regarding rate increases on future Proposition 218 notices.
Director Eckles asked why the Proposition 218 notice was issued prior to
receiving the Consumer Price Index (CPI) rate.
Ms. Pereyda explained the timeline constraints of the Proposition 218
noticing and hearing.
General Manager, Scott Carroll, shared that the Proposition 218 notice had
to be issued 45 days prior to the beginning of the new fiscal year.
CR&R representative, Julie Barreda, proposed adjusting CR&R's contract to
require CR&R to submit its annual CPI request by March 1 rather than April
1.
Discussion followed regarding trash rates and billing.
Ms. Pereyda noted that the Proposition 218 notices listed the maximum rates
for fiscal years 24-29 and that the Board has the authority to approve lower
rates.
Ms. Middenway shared that the District has received nine protests for the
proposed trash rates so far.
There was no further discussion.
Action: 3. Classification and Compensation Study Outcome
Recommendation: That staff bring this back to the June 24, 2024 Board of Directors
meeting for consideration of approving the classification and compensation study
recommendations.
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Administrative Services Manager, Dyana Bojarski, presented report details.
Director Eckles inquired about the study's average percentile rankings.
Ms. Bojarski stated that the average percentile rankings are based on
salaries and benefits.
President Scheafer asked why Midway City Sanitary District was not
included in the study.
Ms. Bojarski stated that Midway City Sanitary District does not have enough
comparable classifications to be included in the study.
Vice Secretary Ooten stated that he does not consider Orange County
Sanitation District (OC San) to be a comparable agency based on their
compensation policies.
Ms. Bojarski stated that OC San is considered an employment competitor.
Discussion followed regarding the District's goal within the employment
market.
Ms. Bojarski provided information regarding the study's five-year cost
analysis.
Finance Manager, Kaitlin Tran, stated that the cost -of -living adjustment
(COLA) was updated from 5% to 3.4% based on the recent CPI figures. She
noted that a 5% COLA is assumed for fiscal years 25-29.
Mr. Carroll stated that there have been very few instances in which the
Board approved a COLA over five percent.
Ms. Tran provided details regarding the projected costs of the study's
recommendations.
President Scheafer noted that staffing vacancies have contributed to
budgetary savings.
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Ms. Tran discussed the recommended changes to the District's cafeteria plan.
She presented information on longevity pay.
President Scheafer asked if longevity pay is common within the public
sector.
Ms: Bojarski stated that not all public agencies offer longevity pay but may
offer other similar benefits.
President Scheafer stated that some special districts may change job titles
and salary ranges rather than offer longevity pay.
Ms. Tran noted that longevity pay does not impact Ca1PERS. She discussed
the study's proposed recommendations for commercial driver's license pay
and standby pay. She presented the maximum costs of all recommendations
within the study over the next five fiscal years.
Mr. Carroll confirmed that he reviews employee goals to ensure that they
are achievable.
President Scheafer requested more information on the District's workers'
compensation rate for the next two years.
Director Eckles requested an updated ranking of the special districts
included in the study with the District's proposed changes in effect and more
information on the total budget with all proposed changes implemented for
Fiscal Year 2024-25.
Discussion followed regarding the solid waste rate increases.
Ms. Pereyda stated that COLA and merit increases are covered by the
proposed solid waste rates for Fiscal Years 2024-25 through 2028-29.
Mr. Carroll stated that the District will be reviewing the sewer rates for Fiscal
Years 2027-28 and 2028-29.
Secretary Perry requested a five-year cost analysis with a 3.4% COLA
maximum included.
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There was no further discussion.
Receive and File: 4. Receive and File Legislative Report
Recommendation: That the Board of Directors receive and file the Legislative
Report.
Management Analyst II, Gina Terraneo, presented report details.
Vice Secretary Ooten requested for the legislative report to be condensed to
bills that only impact the District.
President Scheafer requested clarification on Assembly Bill (AB) 2302.
Director Eckles suggested for the report to include more information on
legislation timelines and progression.
Ms. Terraneo stated that she can include a visual representation of
legislation progression. She noted that she will limit the report to bills with
the highest impact to the District.
There was no further discussion, and the report was received.
Action: 5. Consider Amending Travel Policy by Allowing the General Manager
to Approve Out of State Traveling in Nevada and Arizona
Recommendation: That the Board of Directors discuss staffs recommendations
and then direct staff to bring this item to the Citizens Advisory Committee for their
review and recommendation.
Mr. Carroll presented report details.
The Board indicated that they support allowing the General Manager to
approve out of state traveling in Nevada and Arizona.
There was no further discussion, and the report was received.
D. CLOSING ITEMS
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MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
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Procedural: 1.Oral Communications and Director Comments
Vice Secretary Ooten asked for an update on Ms. Millard's claim against the
District.
Mr. Carroll stated that there have been no updates since it was last discussed.
Vice President Schafer stated that she can share legislative information from
CSDA with Ms. Terraneo.
Ms. Terraneo noted that she also receives CSDA's legislative updates.
Director Eckles and President Scheafer expressed recognition for the
District's Shredding and Compost Giveaway Event.
Mr. Carroll shared that over 11,000 pounds of paper were shredded at the
event.
Discussion followed regarding the Solid Waste Ad Hoc Committee.
There was no further discussion.
Procedural: 2. Adjournment
President Scheafer adjourned the meeting at 9:29 A.M.
Art Perry
Secretary
Mike Sch fer
President