Minutes - Board - 2025-02-24COSTA MESA SANITARY DISTRICT
MINUTES OF TIE BOARD OF DIRECTORS REGULAR MEETING
FEBRuARY 24, 2025
Members present
Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire
Members absent
None
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk/Public
Information Officer), Gina Terraneo (Senior Management Analyst), Alan Burns
(District Counsel), Marc Davis (District Treasurer), Dyana Bojarski (Administrative
Services Manager), Mark Esquer (District Engineer), Marissa Pereyda (Senior
Management Analyst), Kaitlin Tran (Finance Manager)
Others present
Julie Barreda, CR&R
Mark Strickland, District resident
Mike Carey, CR&R
Meeting called to order at 4:30 P.M.
A. OPENING ITEMS
Procedural: 1. Call to Order - President Scheafer
President Scheafer called the meeting to order at 4:30 P.M.
Procedural: 2. Pledge of Allegiance - President Scheafer
President Scheafer led the Pledge of Allegiance.
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Procedural: 3. Invocation — Vice President Ooten
Vice President Ooten led the Invocation.
Procedural: 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.)
District Clerk & Public Information Officer, Noelani Middenway, conducted
roll call and noted that President Scheafer, Vice President Ooten, Secretary
Perry, Vice Secretary Schafer, and Director Wiltshire were present.
Vice President Ooten discussed the title of Vice Secretary.
There was no further discussion.
Procedural: 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.
None.
Procedural: 6. Ceremonial Matters and Presentations
None.
B. PUBLIC COMMENTS
Procedural: 1. Public Comments
None.
C. ADJOURN TO CLOSED SESSION
Discussion: 1. Discussion of the annual personnel evaluation of the General
Manager pursuant to Government Code Section 549S7
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President Scheafer adjourned to closed session at 4:32 p.m.
D. RECONVENE TO OPEN SESSION
Action: 1. Report Out of Closed Session
President Scheafer reconvened from closed session at 4:45 p.m. and stated
that no reportable action was taken.
E. CONSENT CALENDAR
Action (Consent): 1. Approve the Board of Directors Study Session Minutes of
January 14, 2025
Recommendation: That the Board of Directors approve the meeting minutes as
presented.
Action (Consent): 2. Approve the City/Districts Liaison Committee Meeting Minutes
of January 24, 2025
Recommendation: That the Board of Directors approve the meeting minutes as
presented.
Action (Consent): 3. Approve the Board of Directors Regular Minutes of January 27,
2025
Recommendation: That the Board of Directors approve the meeting minutes as
presented.
Action (Consent): 4. Approve the Directors' Compensation and Reimbursement of
Expenses
Recommendation: That the Board of Directors approve the compensation and
reimbursement of expenses as presented.
Action (Consent): 5. Adopt Warrant Resolution No. CMSD 2025-08 Approving
District Warrant Registers
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.
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Action (Consent): 6. Approve Payroll Transparency Disclosure for January 2025
Recommendation: That the Board of Directors approve and file the report.
Action (Consent): 7. Receive and File January 2025 Organics Tonnage Report
Recommendation: That the Board of Directors receive and file the report.
Action (Consent): 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
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.
Action (Consent): 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
Recommendation: That the Board of Directors approve the preparation of a
warrant to CR Transfer in the amount of $198,244.60 in the February 2025 warrant
register for January 2025 recycling and disposal services.
Action (Consent):10. Approve Investment Report for the Month of January 2025
Recommendation: That the Board of Directors approve the Investment Report for
the month of January 2025.
Action (Consent): 11. Receive and File January 2025 Contracts Signed by the
General Manager
Recommendation: That the Board of Directors receive and file this report.
Action (Consent): 12. Approve Resolution No. 2025-998 Identifying Authorized
Agents for FY 2024 State & Local Cybersecurity Grant
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.
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Action (Consent):13. Approve 2024 Annual Health Benefits Broker Fees Report
Recommendation: That the Board of Directors receive and file this report.
Motion: To approve the Consent Calendar as presented.
Motion by Art Perry, second by Bob Ooten.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire
No: None
Abstain: None
Not Present: None
There was no discussion.
F. PUBLIC HEARINGS
None at this time.
G. GENERAL MANAGER REPORTS
Action, Receive and File:1. Receive and File Report on February 3, 2025 Solid Waste
Ad Hoc Committee Meeting
Recommendation: That the Board of Directors receive and file this report.
General Manager, Scott Carroll, provided report details.
Secretary Perry inquired about SB 1383 requirements for commercial
businesses.
CR&R representative, Mike Carey, stated that commercial properties can
apply for waivers if they have no food or landscaping waste.
Vice President Ooten stated that no other local jurisdictions are focusing on
SB 1383 enforcement. He suggested investigating the major trash cart
contaminants and creating an education plan to address such issues.
CR&R representative, Julie Barreda, stated that CR&R Sustainability
Coordinator conducts cart contamination investigations and educates
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customers on proper sorting habits. She discussed waste characterization
studies which help determine common contaminants.
President Scheafer recommended for the Solid Waste Ad Hoc Committee to
discuss the results of the waste characterization studies.
Discussion followed regarding how waste characterization studies are
conducted.
There was no further discussion, and the report was received.
Action: 2. Consider Approving CMSD-s Proposed Holiday Closure Schedule
Recommendation: That the Board of Directors approve the closure of the District
offices from December 25 through January 1.
Administrative Services Manager, Dyana Bojarski, presented report details.
President Scheafer confirmed that employees who do not have accrued
leave are still able to work during the holiday office closure.
Ms. Bojarski stated that staff is not required to use their accrued leave. She
noted that there is no financial impact on the District.
Secretary Perry confirmed that City of Newport Beach employees use their
accrued leave during their holiday closure.
Discussion followed regarding customer service activity during the
proposed holiday closure.
Motion: To approve the closure of the District offices from December 25
through January 1.
Motion by Art Perry, second by Arlene Schafer.
President Scheafer requested a report on office activity after the holiday
closure is implemented.
Final Resolution: Motion Carries 5-0
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Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire
No: None
Abstain: None
Not Present: None
There was no discussion.
Action, Receive and File: 3. Receive and File the 2025 Christmas Tree Collection
Program
Recommendation: That the Board of Directors receive and file this report.
Senior Management Analyst, Marissa Pereyda, provided report details. She
recognized the District's Solid Waste Intern, Stephanie Tsai, for her report.
Mr. Carey stated that some complaints regarding Christmas Tree collection
were valid while others were not. He acknowledged that CR&R had more
missed Christmas Tree collections than last year.
Discussion followed regarding the cost and impact of hiring a third -party
contractor to assist with this program.
Secretary Perry requested more data on the missed Christmas Tree
collection complaints.
Mr. Carroll clarified that a third -party contractor would be working on -call
based on complaints received by the District.
Ms. Pereyda noted that the report data only reflects trees that were placed
curbside on service day and were not picked up.
Secretary Perry stated that the District should assume the cost of the third -
party contractor rather than CR&R.
Director Wiltshire stated that customers, who want to dispose of their tree
before or after the Christmas Tree Collection Program dates, can utilize the
Large Item Collection Program.
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Ms. Pereyda confirmed that there are other options available for disposing
of Christmas Trees.
Vice Secretary Schafer asked if CR&R had a new truck that was used during
the holiday season.
Mr. Carey stated that CR&R uses new and rental trucks during the holidays
to keep up with service demands.
Vice President Ooten recommended including questions regarding this
program in the Community Survey to determine customer satisfaction.
President Scheafer shared that he often sees disposed trees that do not follow
the program guidelines. He suggested leaving a tag indicating why the tree
was not collected.
Mr. Carey stated that most trees that were missed on service day were
collected the next day.
Discussion followed program education and outreach efforts including
mailers, flyers, and email communications.
There was no further discussion, and the report was received.
Action, Receive and File: 4. Receive and File Government Investing 101 Report
Recommendation: That the Board of Directors receive and file this report.
District Treasurer, Marc Davis, provided a presentation on government
investing.
Discussion followed regarding liquidity, broker fees, mutual funds, asset -
backed securities, mortgage -backed securities, and bonds.
There was no further discussion, and the report was received.
H. ENGINEER'S REPORTS
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Action, Receive and File: 1. Receive and File the District Engineer's Monthly Report
and Capital Improvement Projects Status
Recommendation: The Board of Directors receive and file the Capital Improvement
Projects Status Report.
District Engineer, Mark Esquer, shared updates on capital improvement
projects.
There was no further discussion, and the report was received.
Action: 2. Project No. 330 WestBluff 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
Recommendation: 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.
Mr. Esquer provided report details.
Vice President Schafer inquired about Project #355 South Coast Plaza
Emergency Sewer Replacement.
Motion: To:
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.
Motion by Bob Ooten, second by Art Perry.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire
No: None
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Abstain: None
Not Present: None
There was no further discussion.
Action: 3. FY 24-25 Capital Improvement Project Budget Adjustments of $15,000
Recommendation: The Board of Directors 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.
Mr. Esquer provided report details. He noted that his staff report is
requesting a budget adjustment of $15,000, which is inaccurate. He stated
that the correct figure is $25,000.
Motion: To approve the 24-25 FY Capital Outlay Budget Adjustment of
$25,000 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.
Motion by Arlene Schafer, second by Bob Ooten.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire
No: None
Abstain: None
Not Present: None
There was no further discussion.
Action: 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
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
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2. Approve the 24-25 FY Capital Outlay Budget Adjustments, as detailed in the
Financial Review, 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.
Mr. Esquer provided report details.
Motion: To 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).
Motion by Art Perry, second by Arlene Schafer.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire
No: None
Abstain: None
Not Present: None
Motion: To:
1. Approve the 24-45 FY Capital Outlay Budget Adjustments, as detailed
in the Financial Review, below, for a no -cost change to the FY CIP
Budget; and
2. Create a new Project #535 Irvine and Harbor Pump Station Electrical
Improvement Budget of $100,000.
Motion by Art Perry, second by Nicole Wiltshire.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire
No: None
Abstain: None
Not Present: None
There was no further discussion.
Action: 5. Approve a Sole -Source Contract to SYNECO Systems, Inc. for the Purchase
of an Odor Control Scrubber for Elden Pump Station
Recommendation: The Board of Directors approve a not -to -exceed, sole -source
purchase order to SYNECO Systems, Incorporated, in the amount, not to exceed, of
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$36,720 for the purchase of a PeaceMaker 6X5 Air Scrubber, per attached Quote
#2022-801, including freight/delivery and taxes.
Mr. Esquer provided report details.
District resident, Mark Strickland, asked if the proposed odor scrubber will
work for other pump stations.
Mr. Esquer discussed the technology and cost of the ventilation and odor
scrubber for the Elden Pump Station. He stated that the cost may differ
depending on the pump station.
Motion: To 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.
Motion by Bob Ooten, second by Art Perry.
Final Resolution: Motion Carries 5-0
Aye: Arlene Schafer, Art Perry, Bob Ooten, Mike Scheafer, Nicole Wiltshire
No: None
Abstain: None
Not Present: None
There was no further discussion.
I. TREASURER'S REPORTS
None at this time.
T. ATTORNEY'S REPORTS
None at this time.
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
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(not to exceed six days in one month), and certain meetings are specified as being
eligible as set forth in District Operations Code § 3.01.030. For meetings not so
listed, the Board must approve the service for it to be eligible for the per day
compensation.
1.Orange County Sanitation District (OC San) - (Vice President Ooten)
Vice President Ooten discussed OC San projects.
2. Santa Ana River Flood Protection Agency (SARFPA) - (Secretary Perry)
Nothing to report.
3.Independent Special Districts of Orange County (ISDOC) - (Vice Secretary
Schafer)
Vice Secretary Schafer stated that she attended the January ISDOC meeting.
4. California Special Districts Association (CSDA) - (Vice Secretary Schafer)
Vice Secretary Schafer stated that she was appointed to CSDA's Membership
Committee, Professional Development and Alliance Committee, and Finance
Committee.
5. Special District Risk Management Authority (SDRMA) - (President Scheafer)
President Scheafer stated that SDRMA discussed financial reporting and
performance evaluations at their recent Board meeting.
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. SS,
Operations Code Section 3.01.030
President Scheafer shared that the annual conference for the Orange County
Council of Governments (OCCOG) takes place on March 27, 2025 at the
Richard Nixon Library and Museum. He noted that all elected officials can
attend for free. He also shared that several Board members attended the
grand re -opening of the Orange Coast College (OCC) Recycling Center. He
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recognized Mike Carey for his previous work and efforts with OCC Recycling
Cetner.
Director Wiltshire shared that she attended the Active Transportation
Committee meeting which had a traffic safety presentation.
There was no further discussion.
L. OLD BUSINESS
None at this time.
M. NEW BUSINESS
None at this time.
N. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Discussion: 1. Oral Communications and Director Comments
There was no further discussion.
O. CLOSING ITEMS
Procedural: 1. Adjourn — The next meeting of the Costa Mesa Sanitary District
Board of Directors will be held on Monday, March 24, 2025.
President Scheafer adjourned the meeting at 6:32 p.m.
Art Perry
Secretary
Mike Scheafer
President