2025_01_14_study_sessionTuesday, January 14, 2025
Board of Directors Study Session
Time: 9:00 a.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
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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.
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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.
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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. 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 Jan 14, 2025 - Board of Directors Study Session
Access Public
Type Procedural
Michael Scheafer, President
Robert Ooten, Vice President
Arthur Perry, Secretary
Arlene Schafer, Vice Secretary
Nicole Wiltshire, Director
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 Jan 14, 2025 - Board of Directors Study Session
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Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: David Griffin, Code Enforcement Officer
Date: January 14, 2025
Subject: Receive and File December 2024 Code Enforcement Officer Report
Summary
This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti on trash carts, and trash
container enforcement. For the month of December 2024, the CMSD Code Enforcement Officer (CEO) focused his efforts on patrols in
various parts of the community. The goal is to identify and deter instances of scavenging and residential trash carts left within the public
view.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In the month of December, Officer Griffin observed 8 individuals searching in trash carts on Royal Palm, Santa Ana, Van Buren,
Paularino, Towne, Maple, Center, and Ford Road. All individuals were advised of the District's scavenging law and given verbal
warnings before they went on their way.
In the month of December, Officer Griffin issued 0 first warnings notices (yellow tag) to residential properties for having their trash carts
in public view.
Officer Griffin did not observe graffiti on trash carts in the months of December.
To address resident concerns, Officer Griffin is patrolling streets by 6:30 a.m.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not
constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Griffins' activities are funded 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 January 14, 2025, Board of Directors
Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Direct staff to report back with more information.
File Attachments
Code Enforcement Officer Report December 2024.pdf (733 KB)
Subject 1. Receive and File December 2024 Code Enforcement Officer Report
Meeting Jan 14, 2025 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended
Action
That the Board of Directors receive and file this report.
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Marissa Pereyda, Senior Management Analyst
Date: January 8, 2025
Subject: Door-to-Door HHW Collection Program Report
Summary
Many common household products are hazardous and can pose a threat to the health of humans, animals, and the environment if they
are handled or disposed of incorrectly. Costa Mesa Sanitary District's Door-to-Door Household Hazardous Waste (HHW) Collection
Program allows customers to dispose of hazardous items safely and conveniently. Since July 1, 2018, 3,859 pickup requests have been
completed and 335,460 pounds of HHW have been collected under this program.
Recommendation
That the Board of Directors receive and file this report.
Analysis
On August 21, 2012, CMSD established a Door-to-Door HHW Collection Program for senior, immobile, and disabled customers.
Beginning in 2015, customers who were ineligible for the door-to-door program could take fluorescent light tubes and household
batteries to Orange Coast College (OCC) Recycling Center via a District sponsored program. In addition, other HHW could be taken to
one of Orange County Waste & Recycling's permanent HHW collection centers. Common HHW includes electronic waste, household
batteries, fluorescent lights, aerosol cans, household cleaners, antifreeze, motor oil, paint, pool chemicals, pesticides, and sharps.
Beginning July 1, 2018, CMSD expanded the Door-to-Door HHW Collection Program to all CMSD solid waste customers. Through this
program, customers may request up to three (3) HHW pickups per calendar year, with up to 25 gallons or 125 pounds of HHW allowed
per pickup. The District sponsored fluorescent tube and battery disposal program at OCC Recycling Center ceased on June 30, 2021.
The charts below illustrate pickup requests and pounds collected for each fiscal year since the Door-to-Door Program was expanded to
all CMSD solid waste customers on July 1, 2018. The charts distinguish between HHW collections and E-waste collections. E-waste
collections include items such as televisions, printers, cell phones, and small appliances. HHW refers to all other types of household
hazardous waste.
During FY 2023-24, HHW pickups were almost always scheduled within one week and minimal complaints were reported.
Fiscal Year Requests Completed Pounds Collected
FY 2018-19 467 50,860
FY 2019-20 561 43,860
FY 2020-21 664 51,220
FY 2021-22 542 42,940
FY 2022-23 821 62,340
FY 2023-24 804 84,240
3,859 335,460
Subject 2. Door-to-Door HHW Collection Program Report
Meeting Jan 14, 2025 - Board of Directors Study Session
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Type Action, Receive and File
Recommended
Action
That the Board of Directors receive and file this report.
Legal Review
Not applicable.
Environmental Review
Consideration of the HHW Collection 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
administration or maintenance activities.
Financial Review
The Door-to-Door HHW Collection Program is provided by CR&R and funded through the District's contract with CR&R and the existing
solid waste rate structure.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the January 14, 2025, Board of Directors Study
Session at District Headquarters and posted on the District's website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
HHW Pounds Collected and Requests Completed.pdf (420 KB)
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Marissa Pereyda, Senior Management Analyst
Date: January 14, 2025
Subject: CR&R FY 2023-24 Annual Performance Review
Summary
Per Section 4.6 of the District's July 1, 2018, Agreement with CR&R Environmental Services (CR&R), the District shall prepare an
annual performance review of CR&R that evaluates residential services as well as administrative services, including report preparation,
accuracy, timeliness of transmittal, responsive to inquiries, database management, service levels, and helpfulness.
Recommendation
That the Board of Directors receive and file the FY 2023-24 CR&R Annual Performance Review.
Analysis
Each year, staff conducts a performance evaluation of CR&R to determine contract compliance and performance satisfaction.
Performance is evaluated on the following grading scale: Excellent (E), Satisfactory (S), Unsatisfactory (U), and Not Applicable
(N/A). The evaluation term of CR&R's Annual Performance Review is July 1, 2023, to June 30, 2024.
The performance review found that CR&R demonstrated overall acceptable compliance for the year in review with five (5)
Unsatisfactory areas out of sixty-three (63) total performance categories. Per the Performance Review, District staff continues to
recommend CR&R with the expectation that the Unsatisfactory items are improved.
In total, CR&R received the following ratings: three (3) Excellent, forty-three (43) Satisfactory, five (5) Unsatisfactory, and twelve (12)
Not Applicable. A summary of CR&R's ratings is included below, with Excellent items listed in blue, Unsatisfactory items listed in red,
and Not Applicable items listed in gray. The attached Performance Review includes additional information for each item.
1. SERVICES TO BE PROVIDED AND TERM – ARTICLE 2
Rating:E:S: U:N/A:Services to Be Performed (2.1)
Rating:E:S: U:N/A:Term (2.2)
Rating:E:S: U:N/A:Ownership of Solid Waste (2.3.1)
Rating:E:S: U:N/A:Solid Waste Disposal (2.3.2)
Rating:E:S: U:N/A:Residue/Flow Control (2.3.3)
2. HAULER COMPENSATION – ARTICLE 3
Rating:E:S: U: N/A:Hauler Compensation (3.1)
Rating:E:S: U:N/A:Justification of Rates (3.2)
Rating:E:S: U:N/A:Most Favorable Rate (3.3)
Subject 3. CR&R FY 2023-24 Annual Performance Review
Meeting Jan 14, 2025 - Board of Directors Study Session
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Type Action, Receive and File
Recommended
Action
That that Board of Directors receive and file the FY 2023-24 CR&R Annual Performance
Review.
Rating:E:S: U:N/A:Consumer Price Index Adjustments (3.4)
Rating:E:S: U:N/A: Landfill Charges (3.5)
3. RECORDS, REPORTS, REVIEWS AND AUDITS – ARTICLE 4
Rating:E: S:U: N/A:Monthly Reports (4.1)
Rating:E:S: U:N/A:Waste Diversion (4.2)
Rating:E:S:U:N/A: Audit of Hauler (4.3)
Rating:E:S: U:N/A:Master Manifests (4.4)
Rating:E:S: U:N/A:Access to Site (4.5)
Rating:E:S: U:N/A:Annual Performance Review (4.6)
Rating:E:S: U:N/A:Audit Rights (4.7)
Rating:E:S: U:N/A:Corporate Structure (4.8)
4. OPERATIONS – ARTICLE 5
Rating:E:S: U:N/A:Containers (5.1)
Rating:E:S: U:N/A:Additional Container Charges (5.2)
Rating:E:S: U:N/A:Hauler’s Equipment (5.3)
Rating:E:S: U:N/A:Limitations on Solid Waste Collection (5.4)
Rating:E:S:U:N/A: Trash Accumulation (5.5)
Rating:E:S: U:N/A:Operations Manager (5.6)
Rating:E:S: U:N/A:Contract Liaison (5.7)
Rating:E: S:U:N/A:Customer Service Designee (5.8)
Rating:E:S: U:N/A:Office Hours (5.9)
Rating:E:S: U:N/A:Information Cards (5.10)
Rating:E:S: U:N/A:Driver Conduct/Uniforms (5.11)
Rating:E:S: U:N/A:Employment /Non-Discrimination (5.12)
Rating:E:S: U:N/A:Drug-Free Workplace (5.13)
Rating:E:S: U:N/A:Liaison (5.14)
5. INSURANCE, BONDS AND INDEMNIFICATIONS – ARTICLE 6
Rating:E:S: U:N/A:Contamination Monitoring (6)
Rating:E:S:U: N/A:Route Reviews and Waste Evaluations (6)
Rating:E:S: U:N/A:Indemnification of District (6.1)
Rating:E:S: U:N/A: CERCLA (6.2)
Rating:E:S: U:N/A:Bond (6.3)
Rating:E:S: U:N/A:Public Liability and Property Damage Insurance (6.4)
Rating:E:S: U:N/A:Worker’s Compensation Insurance (6.5)
6. DEFAULT AND DAMAGES – ARTICLE 7
Rating:E:S:U:N/A: Default (7.1)
Rating:E:S:U:N/A: Franchise Alternative (7.2)
Rating:E:S:U: N/A:Liquidated Damages (7.3)
7. COLLECTION SCHEDULE – ARTICLE 8
Rating:E:S:U: N/A:Frequency of Collection (8.1)
Rating:E:S:U:N/A: Schedule of Collections (8.2)
Rating:E:S: U:N/A:Days/Hours of Collection (8.3)
Rating:E:S: U:N/A:Disruption of Schedule (8.4)
8. SPECIAL PROGRAMS – ARTICLE 9
Rating:E:S: U:N/A:Christmas Tree Collection (9.1.1)
Rating:E:S:U:N/A: Excess Boxes & Household Furnishings (9.1.2)
Rating:E:S: U:N/A:Large Item Pickup (9.1.3)
Rating:E:S:U:N/A: Alkaline Battery Recycling Program (9.1.4)
Rating:E: S:U:N/A:Household Hazardous Waste Program (9.1.5)
Rating:E: S:U:N/A:Annual Compost Event (9.1.6)
Rating:E:S: U:N/A:Roll-out Service for Seniors/ADA Residents (9.1.7)
Rating:E:S: U:N/A:Valet Service (9.1.8)
Rating:E:S: U:N/A:Education Programs (9.2)
Rating:E:S: U:N/A:Community Outreach Programs (9.3)
Rating:E:S: U:N/A:Tours of the Site (9.4)
9. MISCELLANEOUS – ARTICLE 10
Rating:E:S:U:N/A: Non-Assignability (10.1)
Rating:E:S:U:N/A: Venue (10.2)
Rating:E:S: U:N/A:Compliance with All Laws (10.3)
Rating:E:S: U:N/A:License and Permits (10.4)
Rating:E:S:U:N/A: Severability (10.5)
Rating:E:S: U:N/A: Integration (10.6)
Total
Ratings:
E: 3 S: 43 U: 5 N/A: 12
The FY 2023-24 Annual Performance Review was presented to the Citizens Advisory Committee at the January 8, 2025, Citizens
Advisory Committee meeting.
Legal Review
Not applicable.
Environmental Review
Consideration of CR&R's annual performance review is an administrative matter and is exempt from the requirements of the California
Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while
establishing its own procedures "to list those specific activities which fall within each of the exempt classes," and the District has
adopted "CEQA Guidelines and Implementing Procedures" that state on page 6 "Projects" does not include... C. Continuing
administration or maintenance activities.
Financial Review
There is no financial impact for conducting the FY 2023-24 Annual Performance Review of CR&R since the review is conducted by
District staff.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packed for the January 14, 2025, Board of Directors
Study Session 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
CR&R 2023-24 Performance Review 12.31.2024.pdf (418 KB)
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Dyana Bojarski, Administrative Services Manager
Date: January 14, 2024
Subject: Holiday Closure
Summary
The District observes holidays on December 24, 25, and January 1. It is currently open to the public from December 26 to December
31, the day after Christmas through New Year's Eve. Staff is proposing a closure to the public during this period. This recommendation
aligns with historical trends, as many employees take vacation during this time and office operations typically experience reduced
activity.
Recommendation
That the Board of Directors approve the proposed office closure from December 26 through December 31.
Analysis
Historically the period between Christmas Day and New Year’s Day sees a significant number of employees taking time off and office
operations generally experience reduced activity during this time.
Rationale for Closure:
1. Employee Leave Trends: Over the years, a notable portion of our workforce uses their accrued leave time during the holiday
period from December 24 to January 1 to spend with family and friends.
2. Public Interaction: District offices have typically experienced lower foot traffic and phone calls during this period, as many of our
constituents and contractors are also on holiday break.
3. Work Flexibility: Employees who choose not to use their accrued leave time during this period will have the option to work,
subject to supervisor approval.
4. Closure of District Offices to the Public: District offices will remain closed to the public during this period, minimizing operational
disruptions and allowing for a seamless transition into the new year.
5. Wastewater Department: Wastewater employees will adhere to the standby duty schedule and be available to respond to any
emergency situations that arise.
6. Solid Waste: Phone calls and online requests are immediately routed to CR&R to be addressed promptly.
Other Local Agencies
Other local agencies, including the Cities of Costa Mesa and Newport Beach, close during the holiday period. The City of Costa Mesa is
closed from December 25 through January 1, while the City of Newport Beach operates half-day on December 24 and remains closed
through January 1. Both cities require employees to use their accrued leave time, although employees also have the option to work with
Subject 4. Holiday Closure
Meeting Jan 14, 2025 - Board of Directors Study Session
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Type Discussion
Goals 7.5 Human Resources Management - Maintain high level of employee satisfaction
7.1 Human Resources Management - Value and appreciate employees
supervisor approval.
If the Board approves staff's recommendation, on-call personnel will be available during the closures.
Legal Review
Not applicable.
Environmental Review
The consideration of the proposed holiday schedule is an administrative matter and is not a disturbance of the environment similar to
grading or construction and is not a project under CEQA or the District's CEQA guidelines.
Financial Review
There would not be any additional financial impact to the budget. Employees would either work or utilize accrued leave time such as
vacation, float holiday, administrative leave, or take leave without pay.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the January 14, 2025, Board of Directors
Study Session at District Headquarters and posted on the District's website.
Alternative Actions
1. Direct staff to report back on January 27, 2025 to consider approving the proposed office closure
2. Direct staff to report back with more information
3. Do not approve the proposed closure during the holiday period.
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Jan 14, 2025 - Board of Directors Study Session
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Type
D. CLOSING ITEMS
The next Study Session of the Costa Mesa Sanitary District Board of Directors will be held at 9:00 a.m. on Tuesday, February 11, 2025
in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 2. Adjournment
Meeting Jan 14, 2025 - Board of Directors Study Session
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Type Procedural