2025-02-24_boardMonday, February 24, 2025
Board of Directors Regular Meeting
Time: 4:30 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.
***
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 Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 2. Pledge of Allegiance - President Scheafer
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 3. Invocation - Vice President Ooten
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Michael Scheafer, President
Robert Ooten, Vice President
Arthur Perry, Secretary
Arlene Schafer, Vice Secretary
Nicole Wiltshire, Director
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 Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Procedural
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 Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 6. Ceremonial Matters and Presentations
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Procedural
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 Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Procedural
C. ADJOURN TO CLOSED SESSION
Discussion of the annual personnel evaluation of the General Manager pursuant to Government Code Section
54957
Subject 1. Discussion of the annual personnel evaluation of the General Manager
pursuant to Government Code Section 54957
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type
D. RECONVENE TO OPEN SESSION
Subject 1. Report Out of Closed Session
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type
E. 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: February 24, 2025
Subject: Approve the Board of Directors Study Session Minutes of January 14, 2025
Summary
The recorded minutes of the January 14, 2025 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 January 14, 2025.
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.”
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 February 24, 2025 Board of Directors
Regular Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
Subject 1. Approve the Board of Directors Study Session Minutes of January 14, 2025
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Minutes
Recommended
Action
That the Board of Directors approve the meeting minutes as presented.
Minutes View Minutes for Jan 14, 2025 - Board of Directors Study Session
2. Direct staff to report back with more information.
File Attachments
minutes_2025_01_14_ss.pdf (160 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.
E. 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: February 24, 2025
Subject: City/Districts Liaison Committee Meeting Minutes of January 24, 2025
Summary
The recorded minutes of the January 24, 2025 City/Districts Liaison Committee 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 City/Districts Liaison Committee Meeting on January 24, 2025.
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 February 24, 2025 Board of Directors
Regular Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Subject 2. Approve the City/Districts Liaison Committee Meeting Minutes of January
24, 2025
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Minutes
Recommended
Action
That the Board of Directors approve the meeting minutes as presented.
Minutes View Minutes for Jan 24, 2025 - City/Districts Liaison Committee Meeting
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2025_01_24_lc.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.
E. 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: February 24, 2025
Subject: Approve the Board of Directors Regular Meeting Minutes of January 27, 2025
Summary
The recorded minutes of the January 27, 2025 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 of January 27, 2025.
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 February 24, 2025 Board of Directors
Regular Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
Subject 3. Approve the Board of Directors Regular Meeting Minutes of January 27, 2025
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Minutes
Recommended
Action
That the Board of Directors approve the meeting minutes as presented.
Minutes View Minutes for Jan 27, 2025 - Board of Directors Regular Meeting
2. Direct staff to report back with more information.
File Attachments
minutes_2025_01_27_rm.pdf (186 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.
E. 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: February 24, 2025
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 February 24, 2025 Board of Directors
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 4. Approve the Directors' Compensation and Reimbursement of Expenses
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors approve the compensation and reimbursement of expenses
as presented.
board-comp-jan2025.pdf (248 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.
E. 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: February 24, 2025
Subject: Adopt Warrant Resolution No. CMSD 2025-08 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 2025-08 approving District warrants for the month of January in the
amount of $846,537.13.
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 February 24, 2025 Board of Directors
Regular meeting at District Headquarters and posted on the District's website www.cmsdca.gov
Subject 5. Adopt Warrant Resolution No. CMSD 2025-08 Approving District Warrant
Registers
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Budgeted Yes
Recommended
Action
That the Board of Directors adopt Warrant Resolution No. CMSD 2025-08 approving
District warrants for the month of January in the amount of $846,537.13.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
WARRANT RESO 2025-08.pdf (4,423 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.
E. 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: February 24, 2025
Subject: Approve Payroll Transparency Disclosure for January 2025
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 February 24, 2025 Board of Directors
Regular meeting at District Headquarters and posted on the District's website www.cmsdca.gov.
Alternative Actions
Subject 6. Approve Payroll Transparency Disclosure for January 2025
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Fiscal Impact Yes
Budgeted Yes
Recommended
Action
That the Board of Directors approve and file the report.
Refer item back to staff with further instructions.
File Attachments
Payroll Transparency Disclosure January 2025.pdf (249 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.
E. 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: February 24, 2025
Subject: Receive and File January 2025 Organics Tonnage Report
Summary
In January 2025, CR&R collected 814.26 tons of organic waste and recycled 776.77 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 2024-25 Organics
Month Recycled Landfilled Total Collected
July 814.05 39.29 853.34
August 792.62 38.26 830.88
September 645.7 31.17 676.94
October 699.58 33.77 733.35
November 657.49 31.74 689.23
December 613.77 29.62 643.39
January 776.77 37.49 814.26
Legal Review
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
Subject 7. Receive and File January 2025 Organics Tonnage Report
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Receive and File
Recommended
Action
That the Board of Directors receive and file this report.
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 February 24, 2025 Board of Directors
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_Jan_2025.pdf (570 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.
E. 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: February 24, 2025
Subject: Approve the Occupancy Count of 23,166 and Direct Staff to Prepare a Warrant to CR&R Environmental Services for
$395,042.85 in the February 2025 Warrant Register for January 2025 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
$17.0527 and the January 2025 occupancy count presented to the Board of Directors is 23,166, for a total payment of $395,042.85.
Recommendation
That the Board of Directors:
1. Approve the Occupancy Count of 23,166; and
2. Direct staff to prepare a warrant to CR&R Environmental Services for $395,042.85 in the February 2025 warrant register for January
2025 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 May 28, 2024, effective July 1, 2024, is $17.0527. The District pays CR&R $17.0527 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 January 31, 2025, the District's occupancy count was 23,166 with 1 new account added and 1 account removed since the last
billing period. The occupancy count approved by the Board of Directors for December 2024 was 23,166.
The District's payment to CR&R is calculated by multiplying the occupancy count by the occupancy rate. The payment calculation for
January 2025 is included below.
Occupancy Count X Occupancy Rate = Payment to CR&R
23,166 $17.0527 $395,042.85
Subject 8. Approve the Occupancy Count of 23,166 and Direct Staff to Prepare a
Warrant to CR&R Environmental Services for $395,042.85 in the February 2025
Warrant Register for January 2025 Solid Waste Collection Services.
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors:
1. Approve the Occupancy Count of 23,166; and
2. Direct staff to prepare a warrant to CR&R Environmental Services for $395,042.85 in
the February 2025 warrant register for January 2025 solid waste collection services.
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 2024-25 budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 24, 2025, Board of Directors
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
January 2025 Occupancy Report.pdf (465 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.
E. 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: February 24, 2025
Subject: Approve the preparation of a warrant to CR Transfer for $198,244.60 in the February 2025 warrant register for January
2025 recycling and disposal services
Summary
The District pays CR Transfer monthly for the sorting of recyclables, disposal of landfill waste, and 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 $198,244.60 in the February 2025 warrant register
for January 2025 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 January 2025. The tonnage rates approved by the Board of Directors on May 28, 2024, effective July 1, 2024, is
$61.19 per ton for landfill disposal, $15.27 for recycling services, and and $84.19 per ton for organics recycling.
Type of Waste Invoice No.Tonnage Rate Amount Billed
Landfill Waste - Newport Beach 46383 91.18 $61.19 $5,579.29*
Landfill Waste - Costa Mesa 46382 1,991.27 $61.19 $121,845.77*
Total Landfill Waste $127,425.06
Organics 46416 814.26 $84.19 $68,552.57*
Total Organics $68,552.57
Recycling 46423 148.46 $15.27 $2,266.97*
Total Recycling $2,266.97
Grand Total $198,244.60
*Due to weight ticket calculation rounding, some invoice totals may be off by a few cents.
Subject 9. Approve the Preparation of a Warrant to CR Transfer for $198,244.60 in the
February 2025 Warrant Register for January 2025 Recycling and Disposal
Services
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors approve the preparation of a warrant to CR Transfer for
$198,244.60 in the February 2025 warrant register for January 2025 recycling and
disposal services.
Legal Review
Not applicable.
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 2024-25 budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 24, 2025, Board of Directors
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.
E. 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: Marc Davis, District Treasurer
Date: February 24, 2025
Subject: Approve the Investment Report for the Month of January 2025
Summary
Attached is the Investment Report for the month of January 2025. 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 January 2025.
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 January 31, 2025. The District's investments are in compliance with the Statement of Investment Policy
adopted by the Board at the June 24, 2024 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 January 31, 2025, was 2.938%.
The yield to maturity of the portfolio was 2.938%. The District's weighted average interest rate was 143 basis points (1.429%) below the
LAIF average monthly rate of 4.366% for the month of January 2025. The weighted average number of days to maturity for the District's
total portfolio was 324 days (0.89 years). The duration of the underlying securities in LAIF as of January 31, 2025 was 234 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 January 31, 2025 was 67.62%. 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.
Subject 10. Approve Investment Report for the Month of January 2025
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors approve the Investment Report for the month of January
2025.
Goals 8.0 Finance
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.
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 1.487% for the year ending June 30, 2025. Through January 31, 2025, the
portfolio has earned a weighted average interest rate of 2.768%.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 24, 2025 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 - January 2025.pdf (426 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.
E. 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: February 24, 2025
Subject: Receive and File January 2025 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 January 2025.
Recommendation
That the Board of Directors receive and file this report
Analysis
The following contracts/agreements were signed by the general manager in January 2025.
Contracts/Agreements
1. Liebert Cassidy Whitmore (LCW) - legal advice for personnel issues and facilitating training workshops. Cost: $4,730
2. Faubel Public Affairs, Inc. - Whittingham Public Affairs Advisors serves as sub-consultant to Faubel Public Affairs, Inc, assists CMSD
with developing strategic positions and communication protocols, and provides support to CMSD leadership with furthering policy
objectives. Cost: $60,000.
Purchase Orders
1. Continental Carbon Group - Purchase charcoal carbon canister for odor control at President Pump Station. Cost: $3,900
2. Hadronex, Inc. - Smart cover alarm/warning system for high water in sewer system. Renewal and warranty for 16 smart covers.
Cost: $27,102
3. Tropical Plaza Nursery, Inc. Landscape maintenance for HQ grounds. Cost: $3,343.12
Legal Review
Subject 11. Receive and File January 2025 Contracts Signed by the General Manager
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Fiscal Impact No
Budgeted Yes
Recommended
Action
That the Board of Directors receive and file this report
Goals 6.0 Administrative Management
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 February 24, 2025 Board of Directors
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.
E. 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: February 24, 2025
Subject: Approve Resolution No. 2025-998 Identifying Authorized Agents for FY 2024 State & Local Cybersecurity Grant
Summary
As a result of the Infrastructure Investment and Jobs Act of 2021, Congress established the State and Local Cybersecurity Grant
Program, appropriating $1 billion nationwide over the course of four years. As our State Administrative Agency, the California Office of
Emergency Services (CalOES) administers these grants. Costa Mesa Sanitary District (CMSD) submitted proposed projects for funding
in September of 2024 and has been awarded $195,894. In order to initiate the grant period, the Board of Directors must approve
Resolution No. 2025-998 to identify authorized agents to act on CMSD's behalf.
Recommendation
That the Board of Directors approve Resolution No. 2025-998 to identify authorized agents for the State & Local Cybersecurity Grants
(SLCGP) for Local & Tribal Governments (SL) Program.
Analysis
In order to initiate the grant period, CalOES requires the approval of a resolution identifying individuals who are authorized to execute
and act on behalf of CMSD with regard to the grant. The resolution is attached to this staff report for the Board's review and approval.
Subject 12. Approve Resolution No. 2025-998 Identifying Authorized Agents for FY
2024 State & Local Cybersecurity Grant
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Receive and File
Preferred Date Feb 24, 2025
Absolute Date Mar 11, 2025
Fiscal Impact Yes
Dollar Amount $195,894.00
Recommended
Action
That the Board of Directors approve Resolution No. 2025-998 to identify authorized
agents for the State & Local Cybersecurity Grants (SLCGP) for Local & Tribal
Governments (SL) Program.
Goals 6.0 Administrative Management
3.0 Emergency Preparedness
Grant funds will be used to complete specific projects that accomplish the following cybersecurity posturing objectives:
Enhancing network monitoring and threat detection
Dark web monitoring
Malicious website and online content blocking
Increasing uptime and disaster recovery
Leveraging Windows 11 security features
All projects covered by the grant are to be completed by December 31, 2026.
Legal Review
The resolution has been reviewed by Legal Counsel.
Environmental Review
Not applicable.
Financial Review
CMSD has been awarded a total of $195,894 through the FY 2024 SL Program of the California Governor’s Office of Emergency
Services (Cal OES).
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 24, 2025 Board of Directors
regular meeting held at District headquarters located at 290 Paularino Avenue in Costa Mesa and posted on the District’s website.
Alternative Actions
1. Request alternate authorized agents.
2. Request additional information regarding the State & Local Cybersecurity Grants (SLCGP) for Local & Tribal Governments (SL)
Program.
File Attachments
Resolution 2025-998 - Identifying Authorized Agents.pdf (71 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.
E. 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: Dyana Bojarski, Administrative Services Manager
Date: February 24, 2025
Subject: Approve the 2024 Annual Health Benefits Broker Fees Report
Summary
As required by Section 1367.08 of the California Health and Safety Code and Section 10604.5 of the California Insurance Code, the
District must disclose any group health insurance premiums, fees, and commissions paid to all agents, providers, and brokers.
Recommendation
That the Board of Directors receive and file the report.
Analysis
Section 1367.08 of the Health and Safety Code
A health care service plan shall annually disclose to the governing board of a public agency that is the subscriber of a group contract,
the name and address of, and amount paid to, any agent, broker, or individual to whom the plan paid fees or commissions related to the
public agency's group contract. As part of this disclosure, the health care service plan shall include the name, address, and amounts
paid to the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure
required by this section is in addition to any other compensation disclosure requirements that exist under law.
Section 10604.5 of the Insurance Code
An insurer shall annually disclose to the governing board of a public agency that is the policyholder of a group health insurance policy,
the name and address of, and amount paid to, any agent, broker, or individual to whom the insurer paid fees or commissions related to
the public agency's group health insurance policy. As part of this disclosure, the insurer shall include the name, address, and amounts
paid to the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure
required by this section is in addition to any other compensation disclosure requirements that exist under law.
Summary of Health Benefits
Subject 13. Approve 2024 Annual Health Benefits Broker Fees Report
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Fiscal Impact No
Recommended
Action
That the Board of Directors receive and file the report.
Goals 7.0 Human Resources Management
6.0 Administrative Management
CalPERS (California Public Employee Retirement Services) administers and negotiates rates and coverage for all District medical
plans. Services provided by CalPERS includes plan design, negotiating with medical and pharmaceutical carriers, developing and
printing plan summaries, outlines and brochures, billing, claims processing, hosting an online database for enrollments and changes,
participant appeals and grievances, website design and maintenance, and free workshops/seminars for employers, employees, and
retirees.
All non-medical health plans which include dental, vision, life, long-term disability, voluntary AD&D, and other individual plans such as
accident, cancer, specified health event, hospital, and short-term disability are administered and/or brokered by SDRMA (Special
District Risk Management Authority) or Aflac (American Family Life Assurance Company). Services provided by SDRMA and Aflac
include plan design options, negotiating rates and benefits with carriers, legal and compliance updates and advice, open enrollment
support, assistance with claims processing and resolution, and free workshops for staff.
Although the District obtains non-medical health plans through SDRMA, the disclosure codes do not apply because the agency
administers the non-medical programs through the California State Associations of Counties Excess Insurance Authority (CSAC-EIA
Health); it does not contract directly with brokers or insurance carriers of the Health Benefit Programs.
Broker/Administrator Broker/Administrator
CalPERS
400 Q Street
Sacramento, CA 95811
Aflac
1932 Wynnton Road
Columbus, GA 31999
The 2024 CalPERS Total Fees/Commissions amount was $727 and the percentage of premiums was .28%.
The 2024 Aflac Total Fees/Commissions amount was $3,650 and the percentage of premiums was 15.7%.
Plan
Year Broker/Administrator Coverage Premiums Total Fees &
Commissions
% of
Premiums
2024 CalPERS Medical $255,889 $727 .28%
2024 Aflac Non-
medical $23,179 $3,640 15.7%
Legal Review
Not applicable.
Environmental Review
Disclosure and discussion of group health insurance premiums, fees, and commissions paid to agents or providers are administrative
matters and not a disturbance of the environment similar to grading or construction and the discussion is not a project under CEQA or
the District’s CEQA Guidelines.
Financial Review
The District paid a total of $279,068 in premiums for medical and non-medical expenses and $4,367 for fees and commissions in 2024.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 24, 2025 Board of Directors regular
meeting at District Headquarters and on the District's website.
Alternative Actions
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.
G. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 24, 2025
Subject: Report on February 3, 2025 Solid Waste Ad Hoc Committee Meeting
Summary
On February 3, 2025, the Solid Waste Ad Committee met to discuss SB 1383 contamination monitoring and enforcement. The following
Board of Directors and Citizens Advisory Committee members were present at the Solid Waste Ad Hoc Committee meeting on February
3, 2025.
Board of Directors
President Mike Scheafer
Vice President Bob Ooten
Citizens Advisory Committee
Chair Sue Lester
Recommendation
That the Board of Directors receive and file this report.
Analysis
Attached to this report are the discussion points, including Q&A and a survey on how other agencies are addressing residential
contamination enforcement, and the Solid Waste Ad Hoc Committee meeting staff report from February 29, 2024, that were provided to
the Solid Waste Ad Hoc Committee on February 3, 2025. The Committee is recommending the District continue outreach efforts before
issuing administrative citations to violators.
Outreach efforts will include activities such as route reviews (lid flips) performed by CR&R's sustainability specialist and waste
characterization studies performed by City Green Consulting and CR&R. Customers will receive direct education (follow-up visit or letter
outlining source separation requirements) when contamination is identified during route reviews and waste characterization studies.
Additional outreach and education includes the District's quarterly newsletter, social media ads, an interactive "what goes where" tool,
along with additional outreach and education efforts.
District staff is developing an outreach plan that will outline all outreach and education efforts and tools, as well as a timeline for
possible future enforcement. Staff will present the outreach plan and enforcement timeline at the future Board meeting.
Legal Review
Not applicable.
Environmental Review
Providing the Board of Directors a report on the Solid Waste Ad Hoc Committee meeting 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 not financial impacts to the District.
Public Notice Process
Subject 1. Receive and File Report on February 3, 2025 Solid Waste Ad Hoc Committee
Meeting
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Discussion
Goals 2.0 Solid Waste
Copies of this report are on file and will be included with the entire agenda packet for the February 24, 2025 Board of Directors
meeting at District Headquarters and on the District website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
Solid Waste Ad Hoc Committee 02.03.2025.pdf (51 KB)
Solid Waste Ad Hoc Enforcement Staff Report.pdf (228 KB)
G. GENERAL MANAGER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Dyana Bojarski, Administrative Services Manager
Date: February 24, 2025
Subject: Consider Approving CMSD's Proposed Holiday Closure Schedule
Summary
The District recognizes holidays on December 24, 25, and January 1. Currently, it remains open to the public from December 26 to
December 31, spanning from the day after Christmas to New Year's Eve. However, staff is recommending closing to the public during
this period. This recommendation reflects past trends, as many employees take vacation during this time and office operations
generally see a decline in activity.
Recommendation
That the Board of Directors approve the closure of the District offices from December 25 through January 1.
Analysis
Historically, the period between Christmas Day (December 25) and New Year’s Day (January 1) has seen a significant number of
employees using their accrued leave time to spend with family and friends. During this period, office operations generally experience
reduced activity, and public interaction with the District is at its lowest. On January 14, 2025, staff presented this proposal to the Board
of Directors. The Board directed staff to return with more historical data on customer activity during the holidays.
This staff report outlines the rationale for closing the District offices during this period, with the provision that essential services continue
as needed.
Rationale for Closure
1. Employee Leave Trends. Over the years, a notable portion of our workforce has consistently chosen to take time off during the
holiday period to spend with loved ones. Given the seasonal nature of this time off, the closure of the District offices would
accommodate this widespread leave trend and promote employee well-being.
2. Cold and Flu Season. In past years, the holiday season has posed a challenge due to a high number of employee absences
from colds and flu. When coupled with employees taking pre-scheduled vacation days, it becomes difficult to maintain full
staffing during this time.
Subject 2. Consider Approving CMSD's Proposed Holiday Closure Schedule
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action
Fiscal Impact No
Budgeted Yes
Recommended
Action
That the Board of Directors approve the closure of the District offices from December 25
through January 1.
Goals 7.1 Human Resources Management - Value and appreciate employees
6.5 Administrative Management - Assess standard operating procedures (SOPs) to
ensure organizational efficiency
3. Reduced Public Interaction. The District typically experiences a significant drop in foot traffic and phone calls between
Christmas and New Year's Day. Many of our constituents and contractors also take time off during this period. In 2024, the
demand for District services and interactions was minimal, with a significant drop in call volume. Most contractors and
customers wrapped up their projects for the year between late November and early December. During this time, the District had
no more than two walk-ins, both related to hazardous waste disposal. According to staff, from December 26 through December
31, HQ receives two to three phone calls per day. All calls were CR&R related that can be easily transferred to CR&R from the
district's automated phone system. During that same period, only one person visited HQ.
4. Work Flexibility. Employees who prefer not to take leave during this period will have the option to work, subject to supervisor
approval. This flexibility ensures that essential tasks can be handled without forcing employees to take time off if they wish to
remain productive.
5. Seamless Transition into the New Year. Closing the District offices for the holidays will allow for a smooth transition into the
new year without unnecessary disruptions. It also enables our staff to recharge, ensuring that they are ready to return and
engage fully in their work when the office reopens.
6. Solid Waste Services. All phone calls and online requests related to solid waste will be directed to CR&R to ensure timely
resolution.
7. Wastewater Department Operations. Wastewater services are essential year-round. Therefore, employees in the Wastewater
Department will continue to follow the standby duty schedule to respond to any emergency situations that may arise. This
ensures that there is no interruption to critical operations, even during the holiday period.
Comparison with Other Local Agencies
Several local agencies, including the Cities of Costa Mesa and Newport Beach, have established holiday closures.
The City of Costa Mesa closes from December 25 through January 1.
The City of Newport Beach operates on a half-day schedule on December 24 and remains closed through January 1.
Both cities require employees to use accrued leave during this period but also provide the option to work with supervisor approval.
Conclusion
Given the reduced activity levels, historical trends, and the holiday schedule observed by other local agencies, closing the District
offices between December 25 and January 1 is a practical decision that supports employee work-life balance while ensuring minimal
disruption to public service. Employees who wish to work during this time will still have that option, subject to supervisor approval, and
the Wastewater Department will remain on standby for emergency needs.
Legal Review
Not applicable.
Environmental Review
The consideration of the proposed holiday closure 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 be no additional financial impact to the District. Employees would either work, use accrued leave time (such as vacation,
float holiday, or administrative leave), or take leave without pay.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 24, 2025, Board of Directors
meeting at District Headquarters and posted on the District's website.
Alternative Actions
Do not approve the proposed closure during the holiday period.
G. GENERAL MANAGER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Stephanie Tsai, Solid Waste Intern
Date: February 24, 2025
Subject: 2025 Christmas Tree Collection Program
Summary
Costa Mesa Sanitary District, in partnership with CR&R, provides an annual Christmas Tree Collection Program for District trash
customers. Trees collected by CR&R are processed at CR&R's Anaerobic Digestion (AD) Facility in Perris, California. This year, the
Christmas Tree Collection Program collected 5,384 Christmas trees totaling 25.80 tons.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In accordance with the Costa Mesa Sanitary District’s partnership with CR&R, CR&R scheduled Christmas tree collection for two (2)
weeks between Thursday, January 2, 2025, through Thursday, January 16, 2025. Per the 2023 First Amendment to the Agreement with
CR&R, Christmas tree collection was scheduled to begin the day after New Years Day, just as it was the year prior in 2024. The
Christmas Tree Collection Program is only available to District trash customers, who are advised on the following tree collection
guidelines in advance:
Remove all decorations, lights, tinsel, and tree stands
Place trees on the ground next to their carts
Cut trees taller than 6 feet in half
Flocked trees (those covered in artificial snow) are not eligible for this service
Due to significant Christmas tree collection delays in 2022, the District contracted with a third-party hauler for 2023 collections to
supplement CR&R's Christmas tree collections. CR&R assured District staff that CR&R was committed to the 2024 Christmas Tree
Collection Program and that a third-party hauler was not necessary. CR&R reasserted this commitment for the 2025 Christmas Tree
Collection Program, hence no third-party hauler was contracted this year.
CR&R had one (1) full-time truck scheduled to collect Christmas trees between January 2, 2025, and January 16, 2025, but the use of
the full-time truck was extended to January 18, 2025. During this time, CR&R collected 5,384 Christmas trees totaling 25.80 tons. After
January 18, 2025, tree collections were completed by large item drivers. For comparison, CR&R collected 6,207 Christmas trees
totaling 31.19 tons in 2024.
CR&R suggests that the number of trees collected/tons collected decreased this year because more customers cut up their Christmas
trees and placed them in their Organics Carts. The Organics tonnage in January 2025 was 814.26 tons compared to 714.95 tons in
January 2024. This increase of approximately 100 tons over last year could support this theory.
In 2024, the District received thirty-three (33) customer reports of missed collections, one (1) customer reported a missed collection
directly to CR&R, and two (2) customers reported that their rescheduled pickups were not completed. This year, the District received
ninety-three (93) total reported missed collections by customers and five (5) complaints were submitted directly to CR&R. Forty-five (45)
of the total complaints were reported for single home misses, while the remaining forty-eight (48) were reported for multiple houses or
Subject 3. Receive and File the 2025 Christmas Tree Collection Program
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Receive and File
Recommended
Action
That the Board of Directors receive and file this report.
streets. CR&R scheduled pickups on the following business day to collect the missed Christmas trees. Nine (9) customers reported that
their rescheduled pickups were not completed and were rescheduled again. The last missed Christmas tree complaint was received by
the District on January 31, 2025, and completed on February 4, 2025. In comparison to last year, the District has received a 188%
increase in missed collections complaints and a 350% increase in the number of rescheduled pickups that were not completed by their
stated deadline.
District staff recommends hiring a third-party hauler to collect Christmas trees for the 2026 Christmas Tree Collection Program. The
District last utilized such a service for 2023 Christmas tree collections, for a total cost of $2,485. The District would seek reimbursement
from CR&R for the cost of this service in 2026.
The District pays the current organics rate of $84.19 per ton for CR&R to recycle Christmas trees. There is no additional charge to the
District for the collection and transportation of Christmas trees. The District's total cost for CR&R collecting and recycling 25.80 tons of
Christmas trees is $2,172.10.
The number of Christmas trees collected and the total tonnage for the previous ten (10) years can be seen below.
Legal Review
Not applicable.
Environmental Review
Review of the 2025 Christmas Tree 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
administrative or maintenance activities.
Financial Review
The District pays the organics recycling rate of $84.19 per ton for Christmas trees to be recycled at CR&R's Anaerobic Digestion (AD)
Facility. The District's total cost for CR&R collecting and recycling 25.80 tons of Christmas trees is $2,172.10. This amount is included in
the District's FY 2024-25 budgeted organics disposal costs.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 24, 2025, Board of Directors
meeting at District Headquarters 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.
G. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 24, 2025
Subject: Receive and File Government Investing 101 Report
Summary
To ensure prudent and responsible management of public funds, the District has a policy to invest in its idle funds. Idle funds are
money in an account that does not earn interest. Common examples include uninvested cash and checking accounts. Idle funds are
typically used for everyday expenses. Many financial experts advise against keeping too much cash idle in order to get the maximum
rate of return on assets. It is also important not to invest too much idle cash, as it can be costly to tie up excessive capital only to need
to sell those investments.
Recommendation
That the Board of Directors receive and file this report.
Analysis
The responsibility for placing investments rests with the Board of Directors. California Government Code Section 53607 allows the
Board to delegate the investment function to the District Treasurer for a period of one year. Marc Davis is the Board appointed District
Treasurer. Mr. Davis has more than thirty years of experience in governmental auditing, accounting and finance management. He is a
Certified Public Accountant (CPA) and has previously served as Acting Finance Director at both the City of Costa Mesa and the City of
Buena Park. Mr. Davis successfully prepared auditing services for many local , state and federal agencies, including the Department of
Justice.
Mr. Davis is one of the founding partners of Davis Farr LLP, a full service CPA firm located in Irvine, California. Davis Farr LLP is listed
in the Orange County Business Journal as one of the top 25 CPA firms in Orange County and the firm was named by the Orange
County Business Journal as one the Best Places to Work in Orange County.
Tonight, Mr. Davis will be giving a presentation to the Board of Directors about public investing.
Legal Review
Not applicable
Environmental Review
Reviewing the investment policy is not a "project" under the CEQA definition, so it is exempt from the provisions of CEQA.
Financial Review
There are financial impacts to the District for presenting the Investment Policy to the Board of Directors. The District pays hourly rate for
Mr. Davis time to prepare and present this report.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 24, 2025 Board of
Directors regular meeting at District Headquarters (290 Paularino Avenue) and posted on the District's website.
Alternative Actions
Subject 4. Receive and File Government Investing 101 Report
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Discussion
Goals 8.0 Finance
8.5 Finance - Evaluate the District's Investment policy annually
1. Direct staff to report back with additional information.
File Attachments
Investing Public Funds.pptx (333 KB)
H. ENGINEER'S REPORTS
To: Board of Directors
From: Mark Esquer, District Engineer
Date: February 24, 2025
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-January to mid-February. 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 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 February 24, 2025 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
2025 02 Monthly Engineers Report CMSD Memorandum.pdf (225 KB)
2025-01 Financial Section for CIP Updates.pdf (70 KB)
Administrative File Attachments
2025 02 Monthly Engineers Report CMSD Memorandum.docx (104 KB)
Subject 1. Receive and File the District Engineer's Monthly Report and Capital
Improvement Projects Status
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Receive and File
H. ENGINEER'S REPORTS
To: Board of Directors
From: Mark Esquer, District Engineer
Date: February 24, 2025
Subject: Project No. 330 WestBluff Pump Station Rehab: Accept Improvements as Completed, File Notice of Completion,
Exonerate Labor and Materials Bond and Exonerate Faithful Performance Bond
Summary
Vicon Enterprise, Inc. has completed the WestBluff Pump Station Rehab project on, or around, January 18, 2025, therefore, it is
appropriate for the District to accept the improvements and file a Notice of Completion for the construction work. The Contractor has
also signed the close-out agreement stating that they have paid their vendors, providers, and subcontractors.
Recommendation
That the Board of Directors:
Accept improvements as completed and file a Notice of Completion;
2. Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded; and
3. Exonerate Faithful Performance Bond one year after Notice of Completion is recorded.
4. Approve the Close-Out Agreement.
Analysis
The project generally consisted of mechanically rehabilitating the pump station, relocating the electrical panel, and installing a new SCE
electrical meter pedestal. All construction work has been completed. A small amount a engineering work is yet to be completed.
Legal Review
The District legal counsel reviewed the Project Close Out Notice.
Environmental Review
The completed work did not change sewer pipeline system capacity. Installing replacement or rehabilitated appurtenance with the same
capacity as the existing facility is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code
Section 21000 et. seq.) under Section 15302 as a “Class 2” project as stated under 15302(c) “Replacement or reconstruction of existing
utility systems and/or facilities involving negligible or no expansion of capacity“.
The Board adopted the CEQA as exempt during the May 2024 Board of Directors meeting.
Financial Review
Subject 2. Project No. 330 WesBluff Pump Station Rehab: Accept Improvements as
Completed, File Notice of Completion, Exonerate Labor and Materials Bond,
Exonerate Faithful Performance Bond, and approve the Close-Out Agreement.
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action
Fiscal Impact No
Budgeted Yes
Budget Source #330 WestBluff PS Rehab Budget
Recommended
Action
That the Board of Directors:
1. Accept improvements as completed and file a Notice of Completion;
2. Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded;
and
3. Exonerate Faithful Performance Bond one year after Notice of Completion is recorded;
and
4. Approve the Close-Out Agreement.
The approved budget for Project #330 WestBluff PS Rehab is $564,764 and the balance as of January 31, 2025 is about $97,186. The
total expenses, including encumbrances, through January 31, 2025, for the project is approximately $467,578.
Even though the District is filing a Notice of Completion for the Construction work, the District consultant is preparing record drawings
and finalizing design paperwork. They will be paid for their final project work when completed. The Project budget cannot be closed at
this time.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 24, 2025, Board of Directors
Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov.
Alternative Actions
1. Do not accept the improvements as complete.
2. Direct staff to report back with more information.
Administrative File Attachments
Vicon Final Closeout Agreement CMSD 330.pdf (1,399 KB)
330 Westbluff PS Rehabilitation - Notice of Completion 2025 02.docx (17 KB)
H. ENGINEER'S REPORTS
To: Board of Directors
From: Mark Esquer P.E., District Engineer
Date: February 24, 2025
Subject: FY 24-25 Capital Improvement Project Budget Adjustments of $100,000
Summary
The District received a $53,130 City of Costa Mesa invoice for raising manholes on Fairview as part of a City 2020/21 FY project. This
invoice was unexpected as the work was completed about 4 years ago and the project was forgotten. Paying this invoice caused the
specific capital improvement line item to go over budget. District staff is recommending to transfer funds to cover the account overage.
Staff will review the proposed budget changes, appropriations, and recommendations in detail during the verbal report.
Recommendation
Approve the 24-25 FY Capital Outlay Budget Adjustment of $15,000 from Account 20-201350-4300 Demolish HitchCrafter Building
project to Account # 20-201309-4300 City MH Adjustment Program, for a no-cost change to the FY CIP Budget
Analysis
The Board of Directors adopted a Wastewater Capital Improvement Project (CIP) budget comprising 21 wastewater projects. Since
adoption of the FY24 CIP budget, District staff determined a need to adjust the budget to accomodate the payment to the City of Costa
Mesa. The work was completed and the District should pay the City costs. Paying the City for making the manhole adjustments saves
the District money because they are adjusting all utility manholes; therefore they get a relatively lower unit price compared to the District
paying our contractor for adjusting just our manholes. In addition, should there be a premature pavement failure, the same
contractorthat paved the street, is the same contractor that adjusted the manholes to grade; so the District will not be resonsible for
making repairs. This project work is an example of cooperative construction coordination between public agencies.
Legal Review
Legal review is not required at this time.
Environmental Review
The replacement of an existing sewer infrastructure with in-kind capacity is categorically exempt under the California Environmental
Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15302 as a “Class 2” project as stated under
15302(c) “Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity“. In
addition, the work was conducted under the City's CEQA process.
Financial Review
Subject 3. FY 24-25 Capital Improvement Project Budget Adjustments of $15,000
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action, Discussion
Fiscal Impact No
Dollar Amount $15,000.00
Budgeted No
Budget Source 24-25 FY CIP Project Budget #350 HitchCrafter Building Demolition
Recommended
Action
Approve the 24-25 FY Capital Outlay Budget Adjustment of $15,000 from Account 20-
201350-4300 Demolish HitchCrafter Building project to Account # 20-201309-4300 City
MH Adjustment Program, for a no-cost change to the FY CIP Budget.
Goals 1.4 System Wide Sewer Replacement and Repair Program
The proposed $25,000 budget adjustment is sufficient to cover the funds required to cover the City payment. This action provides for no
increase in the CIP outlay for the current fiscal year. As of January 31, 2025, Project #350 Demolish HitchCrafter Building Budget has
an available budget of $80,459. After the budget adjustment the Project 350 ending balance will be $55,459. As of January 31, 2025,
the #309 City Manhole Adjustment Program had a budget deficit of $39,964. The funds transfer along with unencumbering $33,000
from Purchase Order #2078 to Ayala Construction for services not required, the ending balance, as of January 31, 2025, will be
$18,036.
Account Description Account No.Increase Decrease Ending
Balance
P350 Demolish HitchCrafter Building 20-201350-4300 $25,000 $55,459
P309 City MH Adjustment Program 20-201309-4300 $25,000 $18,036
Public Notice Process
Copies of this Staff Board report are on file and will be included with the entire agenda packet for February 24, 2025, Regular Board
meeting at District Headquarters and on the District website at www.cmsdca.gov.
Alternative Actions
1. Refer the matter back to District staff for consideration of alternatives and return to a future meeting, or;
2. Do not approve recommended CIP budget adjustments and direct staff to continue with the existing CIP outlay.
H. ENGINEER'S REPORTS
To: Board of Directors
Subject 4. FY 24-25 Capital Improvement Project Budget Adjustments of $100,000 and
Create a New Project #535 Irvine and Harbor Pump Station Electrical
Improvement
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action, Discussion
Fiscal Impact No
Dollar Amount $100,000.00
Budgeted No
Budget Source P520 FY25 Calcium Removal
Recommended
Action
The Board of Directors:
1. Adopt Project #535 Irvine and Harbor Pump Station Electrical
Improvement as categorically exempt under the California Environmental Quality Act
(CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15302 as a Class
2 project as stated under 15302(c); and
2. Approve the 24-25 FY Capital Outlay Budget Adjustments, as detailed in the Financial
Review, below, for a no-cost change to the FY CIP Budget; and
3. Create a new Project #535 Irvine and Harbor Pump Station Electrical
Improvement Budget of $100,000.
The District has created a Project to install the appropriate breaker and to update the incoming wire size to meet the current
codes. This project requires $100,000 to make the proposed improvements.
From: Mark Esquer P.E., District Engineer
Date: February 24, 2025
Subject: FY 24-25 Capital Improvement Project Budget Adjustments of $100,000 and Create a New Project #535 Irvine
and Harbor Pump Station Electrical Improvement
Summary
The District determined that the incoming electrical wire at the Harbor and Irvine pump station(s) do not meet current California
Electrical Codes. In addition, a past project modified the electrical breakers at the Irvine pump station to accomodate the addition
of an emergency standby generator. That project neglected to remove an interlocking breaker that accomodated a portable
generator set. If operated in an unappropriate time, that breaker could result in an electrical explosion and must be replaced with
the correct breaker to eliminate the risk.
The District Engineer reviewed the current CIP project list and is requesting that Project #520 FY25 Calcium Removal be used to
fund a proposed urgent Project #535 Irvine and Harbor Pump Station Electrical Improvement.
The #520 FY25 Calcium Removal project is not urgently required and may be defered to a future year.
Staff will review the proposed budget changes, appropriations, and recommendations in detail during the verbal report.
Recommendation
The Board of Directors:
1. Adopt Project #535 Irvine and Harbor Pump Station Electrical Improvement as categorically exempt under the California
Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15302 as a Class 2 project as
stated under 15302(c); and
2. Approve the 24-25 FY Capital Outlay Budget Adjustments, as detailed in the Financial Review, below, for a no-cost change to
the FY CIP Budget; and
3. Create a new Project #535 Irvine and Harbor Pump Station Electrical Improvement Budget of $100,000.
Analysis
The Board of Directors adopted a wastewater Capital Improvement Project (CIP) budget comprising twenty-one (21) wastewater
projects. Since adoption of the FY25 CIP budget, District staff determined a need for this urgent, unplanned, and unfunded Project
#535. District staff has reviewed the various projects and is proposing to adjust the CIP Project #520 budget to accommodate the
new request.
Legal Review
Legal review is not required at this time.
Environmental Review
The replacement of an existing sewer infrastructure, with in-kind capacity, is categorically exempt under the California
Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15302 as a “Class 2” project as
stated under 15302(c) “Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no
expansion of capacity“. This Project will not change the capacity and only provides for electrical conductors and a breaker that
meet current code.
Financial Review
The proposed $100,000 budget adjustment and new project request is sufficient to cover the urgent project. Project #520 will be
eliminated from this Year's budget to create Project #535 budget. This action provides for no increase in the CIP outlay for the
current fiscal year. As of January 31, 2025, Project #520 Calcium Removal Budget has the available budget of $100,000 and will
be used for the proposed new project, see Budget table below for summary of changes.
Account Description Account No.Increase Decrease Ending
Balance
P520 FY25 Calcium Removal 20-202520-4300 $100,000 $0
P530 Irvine and Harbor Pump Station
Electrical Improvements
20-202535-4300 $100,000 $100,000
Public Notice Process
Copies of this Staff Board report are on file and will be included with the entire agenda packet for February 24, 2025, Regular
Board meeting at District Headquarters and on the District website at www.cmsdca.gov.
Alternative Actions
1. Refer the matter back to District staff for consideration of alternatives and return to a future meeting, or;
2. Do not approve recommended CIP budget adjustments and direct staff to continue with the existing CIP outlay.
H. ENGINEER'S REPORTS
To: The Board of Directors
From: Mark Esquer, District Engineer
Date: February 24, 2025
Subject: Approve a Not-to-Exceed, Sole-Source Purchase Order in the amount of $36,720 to SYNECO Systems, Inc. for the
Purchase of an Odor Control Scrubber for Elden Pump Station
Summary
District staff is recommending a sole-source contract to SYNECO Systems, Incorporated, in the amount, not to exceed, of $36,720 for
the purchase of a PeaceMaker 6X5 Air Scrubber, per attached Quote #2022-801.
The proposed odor scrubber will be used at the Elden Pump Station to provide for improved ventilation and removal of foul odor from
the station discharge vent. The Elden pump station has been odorous for many years. The Santa Ana Country Club and adjacent
residential area has called in odor complaints or have discussed the odor issue with District staff. The Santa Ana Country Club has tried
scent beads and flavored scent spray to no avail. They have requested the District to repair the ventilation system and work to eliminate
the odors from our station.
District staff have designed the ventilation and odor system and propose using the SYNECO Systems peacemaker System. The District
is about ready to bid the project but learned that the scrubber system has a 16 to 20 week lead time. In order to expedite the proposed
improvements and get the system installed early this summer, District staff recommends procuring the odor system now. Otherwise the
system will not be installed until early Fall 2025.
District staff visited sites at OC Sanitation and the City of Huntington Beach (HB) were the PeaceMaker Odor Scruber has been
installed. HB has had such success, they have sole-sourced and installed six (6) of these units. The proposed cost of the purchase
order is comparable to the cost paid by HB.
The District staff have reviewed other units and can't seem to find packaged units that remove odors as effectively as the PeaceMaker.
Other vendors have units out-of-state or don't have units used within the South Coast Air Quality Management District.
Recommendation
Approve a Not-to-Exceed, Sole-source Purchase Order to SYNECO Systems,, Incorporated, in the amount, not to exceed, of $36,720
for the purchase of a PeaceMaker 6X5 Air Scrubber, per attached Quote #2022-801, including freight/delivery and taxes.
Analysis
District staff is recommending a sole-source contract because time is of the essence to install the new system(s) during the early
summer period. Odors are typically worst during Summer and Fall because the tributary wastewater is warmer than other times of the
year. In addition, small package scrubbers are not always effective nor always approved by the SCAQMD. Therefore, the District does
not want to purchase an unproven scrubber system. There are other odor scrubber systems that use chemical or biological odor
Subject 5. Approve a Sole-Source Contract to SYNECO Systems, Inc. for the Purchase of
an Odor Control Scrubber for Elden Pump Station
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Action, Discussion
Fiscal Impact No
Dollar Amount $36,720.00
Budgeted Yes
Budget Source P347 Elden Odor Project
Recommended
Action
Approve a Not-to-Exceed, Sole-source Purchase Order to SYNECO Systems,,
Incorporated, in the amount, not to exceed, of $36,720 for the purchase of a
PeaceMaker 6X5 Air Scrubber, per attached Quote #2022-801, including freight/delivery
and taxes.
removal. However these other types of systems are more expensive to purchase and operate. Chemical, liquid-type systems are higher
risk for employee injury and are not recommended.
The sole-sourced equipment will be turned over to a low-bid contractor for installation, start-up, and turn-over activities. The forthcoming
construction contract consists of installing the purchased unit, modifying the station vent piping, connecting the new unit to our existing
electrical system. This work will be bid during the upcoming 3-month period. RBH will complete the design this moth and the District will
bid the work to the lowest bidder.
Legal Review
Legal Counsel review of this purchase is not specifically required and there is not a contract for the purchase of the equipment
package. After Board approval, a purchase order will be issued to the proposed vendor. A CEQA statement must be approved for the
award of a forthcoming low-bid project.
Environmental Review
Subject activity, namely purchase of equipment, 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.”
Furthermore, the District will require approval of the proposed installation/improvement project when it moves forward for award. This
odor scrubber will not increase the capacity of the Elden pump station and will reduce the number of complaints from the golf club and
surrounding community.
Financial Review
The Project 347 Elden Odor project budget has $95,000 available for this purchase.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 24, 2025 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
2024_10_10.SYNECO SYSTEMS PROPOSAL FOR COSTA MESA CA PS ODOR CONTROL PROJECT PM 6X5.pdf (228
KB)
K. 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 President Ooten)
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type
K. 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 Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type
K. 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 Secretary
Schafer)
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type
K. 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 Secretary Schafer)
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type
K. 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 Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type
K. 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 Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type
N. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Subject 1. Oral Communications and Director Comments
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Discussion
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, March 24, 2025 in
the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 1. Adjourn
Meeting Feb 24, 2025 - Board of Directors Regular Meeting
Access Public
Type Procedural