2025_05_13_study_sessionTuesday, May 13, 2025
Board of Directors Study Session
Time: 9:00 a.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
1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the
absence – such determination shall be the permission required by law.)
B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on
items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this
agenda. Members of the public will have the opportunity to address the Board of Directors about all other
items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the
Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to
a subsequent meeting. The Board of Directors will respond after public comment has been received.
Please state your name. Each speaker will be limited to four (4) continuous minutes.
1. Public Comments
C. ITEMS OF STUDY
1. Receive and File April 2025 Code Enforcement Officer Report
2. Recycling and Landfill Waste Composition Studies #1 - #8
3. Southern California Waste Management Forum Spring Conference Update
4. 2024-25 Alkaline Battery Recycling Program
5. Consider Adopting Resolution No. 2025-1000 Nominating President Mike Scheafer as a Candidate for Election to
the Special District Risk Management Authority Board of Directors
6. Second Review of the Proposed Preliminary Biennial Budget for Fiscal Years 2025-26 and 2026-27.
D. CLOSING ITEMS
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1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, May 13, 2025
Board of Directors Study Session
Time: 9:00 a.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
Michael Scheafer, President
Robert Ooten, Vice President
Arthur Perry, Secretary
Arlene Schafer, Vice Secretary
Nicole Wiltshire, Director
Subject 1. Roll Call - (If absences occur, consider whether to deem those absences
excused based on facts presented for the absence – such determination shall
be the permission required by law.)
Meeting May 13, 2025 - Board of Directors Study Session
Access Public
Type Procedural
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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 May 13, 2025 - Board of Directors Study Session
Access Public
Type Procedural
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: David Griffin, Code Enforcement Officer
Date: May 13, 2025
Subject: Receive and File April 2025 Code Enforcement Officer Report
Summary
This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti on trash carts, and trash
container enforcement. For the month of April 2025, the CMSD Code Enforcement Officer (CEO) focused his efforts on patrols in
various parts of the community. The goal is to identify and deter instances of scavenging and residential trash carts left within the public
view.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In the month of April, Officer Griffin observed 8 individuals searching in trash carts on James, California, 18th, Ford, 22nd, Ogle, and
Iowa St. Seven of the eight individuals were advised of the District's scavenging law and given verbal warnings before they went on
their way. Officer Griffin issued one Administrative Citation.
In the month of April, Officer Griffin issued 139 first warnings notices (yellow tag) to residential properties for having their trash carts in
public view.
Officer Griffin did not observe graffiti on trash carts in the months of April.
To address resident concerns, Officer Griffin is patrolling streets by 6:30 a.m.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not
constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Griffins' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the May 13, 2025, Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Direct staff to report back with more information.
File Attachments
Code Enforcement Officer Report April 2025.pdf (703 KB)
Subject 1. Receive and File April 2025 Code Enforcement Officer Report
Meeting May 13, 2025 - Board of Directors Study Session
Access Public
Type Action (Consent), Receive and File
Recommended
Action
That the Board of Directors receive and file this report.
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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.
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Marissa Pereyda, Senior Management Analyst
Date: May 13, 2025
Subject: Recycling and Landfill Waste Composition Studies #1 - #8
Summary
CityGreen Consulting, LLC performed eight (8) waste composition studies in March and April 2025 to determine the amount of
contamination in the landfill and recycling carts. Contamination levels for the recycling routes ranged from 40% to nearly 49% and
contamination levels for the landfill routes ranged from almost 22% to 37%. A summary and analysis of the eight (8) studies is
described below and in the attached reports from City Green Consulting. Michael Balliet, President of CityGreen Consulting, will provide
an oral report of the studies and suggestions for improvement.
Recommendation
That the Board of Directors receive and file this report.
Analysis
The District contracts with CityGreen Consulting, LLC (CityGreen) for franchise hauler compliance, SB 1383/regulatory compliance,
Implementation Record management, recordkeeping software, and waste composition studies. Waste composition studies consist of
sorting, weighing, and categorizing a random sample from a waste collection route for the purpose of determining contamination levels
and identifying the need for education and outreach.
During a waste composition study, collection route material is transported to CR&R's transfer station in Stanton and dumped onto a
clean sorting area. The load material is spread out and a grid pattern is established over the load. Grid locations are selected at random
to collect samples for sorting. The material from the selected grid is loaded into a trash barrel and a sorting team then segregates the
material into the following six categories: (1) green waste, (2) food waste, (3) paper and cardboard that is dry and easily recycled, (4)
other recyclable items (plastic, metal, and glass), (5) cardboard and paper that is wet/contaminated by food waste, and (6) all remaining
material that is considered "trash." The material from each category is then weighed to determine the composition of the sample load.
CityGreen conducted four waste composition studies in March 2025 and four studies in April 2025. Both the recycling route and landfill
route were evaluated for four locations in the District's service area. The locations of the studies are included below.
Recycling #1 and Landfill #1: Extreme western edge of Costa Mesa, bordered by Estancia High School and Fairview Park to the
north and west, Placentia Avenue to the east, and the Talbert Nature Preserve to the west and south.
Recycling #2 and Landfill #2: Area of Westside Costa Mesa, bordered by Harbor Boulevard, Victoria Street and 19th Street,
extended nearly to the western border of the City.
Recycling #3 and Landfill #3: Area of Eastside Costa Mesa, generally bordered by Newport Boulevard and Tustin Avenue to the
west and east, and E. 20th Street and 22nd Street to the south and north.
Recycling #4 and Landfill #4: Primarily in Westside Costa Mesa, bordered by 19th Street to the north, Whittier Avenue to the
west, Anaheim and Superior Avenues to the east, and 16th Street to the south. Includes a small portion east of Newport
Boulevard, between 15th and 16th Streets, extended to Costa Mesa's border.
The average level of prohibited container contaminants in the four recycling studies is 44.38%. For the recycling cart, prohibited
container contaminants include green waste, food waste, and trash. The pounds and percentage of each material type from the four
recycling studies is included below.
Subject 2. Recycling and Landfill Waste Composition Studies #1 - #8
Meeting May 13, 2025 - Board of Directors Study Session
Access Public
Type Action (Consent), Receive and File
Recommended
Action
That the Board of Directors receive and file this report.
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Recycling #1 Recycling #2 Recycling #3 Recycling #4
Material Type Pounds %Pounds %Pounds %Pounds %
Green Waste 6.50 3.05%12.20 5.35%2.30 1.10%0.00 0.00%
Food Waste 10.80 5.06%18.60 8.15%7.50 3.58%9.30 3.96%
Trash 80.50 37.72%80.80 35.42%74.60 35.57%90.50 38.53%
Total Prohibited Container Contaminants 97.80 45.83%111.60 48.93%84.40 40.25%99.80 42.49%
Wet/Food Contaminated Paper & Cardboard 4.20 1.97%7.00 3.07%2.20 1.05%4.90 2.09%
Recyclable Paper & Cardboard 77.80 36.46%49.70 21.79%65.70 31.33%83.60 35.59%
Other Recyclables 33.60 15.75%59.80 26.22%57.40 27.37%46.60 19.84%
Total Recyclable Material 115.60 54.17%116.50 51.07%125.30 59.75%135.10 57.51%
Total Pounds 213.40 228.10 209.70 234.90
The average level of prohibited container contaminants in the four landfill studies is 30.33%. For the landfill cart, prohibited container
contaminants include green waste, food waste, recyclable paper and cardboard, and other recyclable items like plastic, metal, and
glass. The pounds and percentage of each material type from the four recycling studies is included below.
Landfill #1 Landfill #2 Landfill #3 Landfill #4
Material Type Pounds %Pounds %Pounds %Pounds %
Green Waste 1.30 0.45%34.20 13.26%2.30 1.10%23.10 10.62%
Food Waste 33.50 11.66%14.60 5.66%21.32 10.16%38.70 17.78%
Total Prohibited Organics 34.80 12.11%48.80 18.91%23.62 11.26%61.80 28.40%
Recyclable Paper & Cardboard 10.80 3.76%3.10 1.20%33.50 15.97%9.82 4.51%
Other Recyclables 24.10 8.39%4.80 1.86%21.90 10.44%9.80 4.50%
Total Recyclable Material 34.90 12.15%7.90 3.06%55.40 26.41%19.62 9.02%
Total Prohibited Container Contaminants 69.70 24.26%56.70 21.97%79.02 37.66%81.42 37.42%
Trash 181.10 63.04%170.20 65.97%100.08 47.70%114.98 52.84%
Wet/Food Contaminated Paper & Cardboard 36.50 12.70%31.10 12.05%30.70 14.63%21.20 9.74%
Total Trash & Wet Paper/Cardboard 217.60 75.74%201.30 78.02%130.78 62.34%136.18 62.58%
Total Pounds 287.30 258.00 209.80 217.60
CityGreen suggests additional outreach and route reviews when contamination (organics or recyclables in the landfill cart and organics
or trash in the recycling cart) exceeds 10%. The District worked with CR&R Incorporated to mail an educational letter and "What Goes
Where" guide, both attached to this report, to all homes on waste composition studies #1 - #4 routes. Letters are expected to be mailed
for studies #5 - #8 by third week in May. District staff is working on a number of outreach and education programs to enhance three-cart
education over the coming year. Additional waste composition studies will be performed later in 2025 to continue monitoring
contamination levels.
Legal Review
Not applicable.
Environmental Review
Review of waste composition studies 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 cost for CityGreen Consulting to perform each waste composition study is $1,125. The cost for eight studies ($9,000) is budgeted
in the 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 May 13, 2025, Board of Directors Study
Session held at 290 Paularino Avenue and posted on the District's website at www.cmsdca.gov.
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Alternative Actions
Refer item back to staff with further instructions.
File Attachments
Landfill Route Waste Composition Study 2025-1.pdf (1,870 KB)
Landfill Route Waste Composition Study 2025-2.pdf (1,002 KB)
Landfill Route Waste Composition Study 2025-3.pdf (2,072 KB)
Landfill Route Waste Composition Study 2025-4.pdf (1,957 KB)
Recycling Route Waste Composition Study 2025-1.pdf (1,143 KB)
Recycling Route Waste Composition Study 2025-2.pdf (748 KB)
Recycling Route Waste Composition Study 2025-3.pdf (2,064 KB)
Recycling Route Waste Composition Study 2025-4.pdf (2,048 KB)
Contamination Education Letter 2025.pdf (6,070 KB)
What Goes Where Flyer English Spanish.pdf (5,940 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.
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Marissa Pereyda, Senior Management Analyst
Date: May 13, 2025
Subject: Southern California Waste Management Forum Spring Conference Update
Summary
On March 19, 2025, Senior Management Analyst Marissa Pereyda and Management Analyst I Angela Fatino attended the Southern
California Waste Management Forum annual Spring Conference in Ontario, California. The Board of Directors requested that staff
provide the Board with a conference update.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Southern California Waste Management Forum (SCWMF) is a non-profit, tax-exempt organization dedicated to advancing knowledge of
the interrelationship between waste management practices and the environment. Members include representatives from local and state
government, private industry, consultants, and academia. SCWMF offers its members an opportunity to obtain and exchange
information through meetings, working committees, and conferences.
On March 19, 2025, SWCMF held their annual Spring Conference. Senior Management Analyst Marissa Pereyda will provide an oral
report of the conference highlights.
Legal Review
Not applicable.
Environmental Review
Receiving an update on the SCWMF Spring Conference 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 were available in the FY 2024-25 budget for staff to attend the SCWMF Spring Conference on March 19, 2025.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the May 13, 2025, Board of Directors Study
Session at District Headquarters and posted on the District's website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
Subject 3. Southern California Waste Management Forum Spring Conference Update
Meeting May 13, 2025 - Board of Directors Study Session
Access Public
Type Action (Consent), Receive and File
Recommended
Action
That the Board of Directors receive and file this report.
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
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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.
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Angela Colunga, Management Analyst l
Date: May 13, 2025
Subject: 2024-2025 Alkaline Battery Recycling Program
Summary
In July 2013, the Board of Directors directed staff to implement a Battery Recycling Pilot Contest that focused on collecting used
alkaline batteries from local schools. This year, 21 schools participated in the District's Alkaline Battery Recycling Program and collected
a total of 12,759 pounds of used batteries. Staff is providing the Board of Directors with a final report of this year's program, which took
place from September 2024 to April 2025.
On May 7, 2025, District staff presented the first-place prize to Sonora Elementary. Please see the attached photo.
Recommendation
That the Board of Directors receives and files this report.
Analysis
A total of 21 schools within the District's service area participated in this year's program and collected a total of 12,759 pounds of used
batteries. Below is a chart illustrating the participating schools ranked by the total weight (in pounds) collected:
Ranking School Battery Totals (in lbs)Reward
1st Sonora Elementary 2,966 $1,500
2nd Davis Magnet School 1,880 $1,200
3rd Estancia High School 1,372 $1,000
4th Paularino Elementary 1,079 $750
5th Kaiser Elementary 758 $500
6th St. Joachim Catholic School 730 $500
7th Wilson Elementary 611 $500
8th Killybrooke Elementary 573 $500
9th Christ Lutheran School 443 $300
10th Early College High School 292 $300
11th Newport Heights Elementary 269 $300
12th Waldorf School 267 $300
13th Adams Elementary 243 $300
Subject 4. 2024-25 Alkaline Battery Recycling Program
Meeting May 13, 2025 - Board of Directors Study Session
Access Public
Type Receive and File
Goals 4.6 Partnerships - Educate students enrolled in learning institutions
2.3 Solid Waste - Provide a convenient method of disposing Household Hazardous
Waste (HHW)
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14th Harper/STEP 225 $300
15th College Park Elementary 221 $300
16th Pacific Academy 206 $300
17th Woodland Elementary 174 $300
18th Rea Elementary 172 $300
19th St. John the Baptist Catholic School 133 $300
20th Pomona Elementary 104 $300
21st TeWinkle Middle School 41 $100
Total 12,759 $10,150
The program works as follows:
1. 33 private and public schools within the District's service area are contacted in August to participate in the program.
2. CMSD delivers program signage to participating schools.
2. Mercury Disposal Systems, Inc. (MDS) mails five battery recycling boxes to each participating school. Additional boxes are available
upon request.
3. MDS staff collects the batteries on the first Thursday of every month during the contest period.
4. MDS tags the boxes with each school's name, weighs them, and sends District staff the total tonnage collected per school.
5. MDS bills the District for this service.
The following schools were contacted by the District but did not express interest in participating in the 2024-25 program year: Back Bay
High School, A Child Place Learning Center, California Elementary, Costa Mesa Middle and High School, Heritage Montessori of
Newport-Mesa, International School of Science and Culture, Mariners Christian School, Monte Vista Independent, Montessori Christian
School, Page Academy, Victoria Elementary, and Whittier Elementary.
Award Breakdown:
1st Place: $1,500
2nd Place: $1,200
3rd Place: $1,000
Over 1,000 lbs: $750
999 to 500 lbs: $500
499 to 100 lbs: $300
99 to 51 lbs: $200
50 lbs and under: $100
The Alkaline Battery Recycling Program promotes recycling and environmental stewardship among local schools. It is the District's
hope that students will apply these principles at home, educate their families, and become good stewards of the environment.
Additionally, the program benefits the District through increased visibility within the community and the development of partnerships with
local schools.
Past Program Data:
Fiscal Year Number of Participating
Schools Batteries Collected (in lbs)Top Winner
2013-14 5 4,153.9 Christ Lutheran
2014-15 8 5,345 Davis Magnet
2015-16 9 4,525 Davis Magnet
2016-17 13 6,973 Davis Magnet
2017-18 18 8,720 Davis Magnet
2018-19 20 12,662 Davis Magnet
2019-20 18 10,162 Sonora Elementary
2020-21 ---
2021-22 15 9,460 Killybrooke Elementary
2022-23 17 12,527 Davis Magnet
2023-24 17 11,972 Paularino Elementary
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Legal Review
Not applicable.
Environmental Review
Not applicable.
Financial Review
The Alkaline Battery Recycling Program has a budget of $50,000 in Fiscal Year 2024-25. Below is the total cost breakdown for the
current fiscal year.
Fundraiser Rewards (21 Schools)$10,150.00
Disposal Costs $14,806.23
School Battery Signs $1,011.51
Total Program Cost $25,967.74
For comparison, the Alkaline Battery Recycling Program had a budget of $20,000 in Fiscal Year 2023-24 with a total program cost of
$19,051.02.
For Fiscal Years 2025-26 and 2026-27, the Alkaline Battery Recycling Program budget has been reduced from $50,000 to $30,000.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the May 13, 2025, Board of Directors Study
Session at District Headquarters and posted on the District's website at www.cmsdca.gov.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
Program Data - Total Batteries Collected.png (375 KB)
Program Data - Participation Rates.png (225 KB)
Sonora Elementary Winner.jpg (2,537 KB)
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: May 13, 2025
Subject: Consider Adopting Resolution No. 2025-1000 Nominating President Mike Scheafer as a Candidate for Election to the
Special District Risk Management Authority Board of Directors
Summary
Established in 1986, the Special District Risk Management Authority (SDRMA) was created to provide pooled joint protection programs
for California public agencies. The agency currently serves over 650 individual public members that include special districts, joint power
authorities, cities and other public agencies. The Costa Mesa Sanitary District (CMSD) has been a member of SDRMA since 2009.
Recommendation
That the Board of Directors adopt Resolution No. 2025-1000 Nominating President Mike Scheafer as a Candidate for Election to the
Special District Risk Management Authority Board of Directors
Analysis
As a member of SDRMA, CMSD receives property/liability, workers' compensation and employee health benefits (dental and vision)
programs for the organization. SDRMA is governed by seven board of directors who are elected by their peers to serve a four-year
term. Four directors seats are up for election. The nomination filing deadline is Friday, May 15, 2025. This year, SDRMA will be using
an electronic voting system in their MemberPlus system. MemberPlus is a complementary service to SDRMA members to provide
access to online resources, on-site consultations, training, and other valuable tools. Electronic voting in MemberPlus will begin in mid-
June with the deadline to vote is on Monday, September 22, 2025.
Currently, President Scheafer serves on SDRMA Board of Directors. He was first elected to SDMRA Board in 2014. President Scheafer
is seeking re-election to SDRMA Board of Directors and he is requesting CMSD Board of Directors to nominate him by adopting the
attached resolution.
Legal Review
District Counsel has reviewed and approved the attached resolution.
Environmental Review
Adopting a resolution nominating someone as a candidate for election to the SDMRA Board of Directors is an administrative matter and
is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.).
Section 15300.4 of CEQA allows an agency while establishing its own procedures "to list those specific activities which fall within each
of the exempt classes," and the District has adopted "CEQA Guidelines and Implementing Procedures" that state on page 6 "Projects"
does not include... C. Continuing administrative or maintenance activities.
Financial Review
There are no financial impacts to CMSD. Traveling expenses for attending SDRMA Board meetings in Sacramento are funded by
SDRMA.
Public Notice Process
Subject 5. Consider Adopting Resolution No. 2025-1000 Nominating President Mike
Scheafer as a Candidate for Election to the Special District Risk Management
Authority Board of Directors
Meeting May 13, 2025 - Board of Directors Study Session
Access Public
Type Action
Recommended
Action
That the Board of Directors adopt Resolution No. 2025-1000 Nominating President Mike
Scheafer as a Candidate for Election to the Special District Risk Management Authority
Board of Directors
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Copies of this report are on file and will be included in the complete agenda packet for the May 13, 2025, Board of Directors Study
Session at District Headquarters and posted on the District's website at www.cmsdca.gov.
Alternative Actions
1. Do not adopt the resolution nominating President Mike Scheafer as a candidate for election to the Special District Risk Management
Authority Board of Directors.
File Attachments
SDRMA Notification of Nomination 2025 Board Election.pdf (85 KB)
resolution_2025-1000_scheafer_sdrma_nomination.docx (19 KB)
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Kaitlin Tran, Finance Manager
Date: May 13, 2025
Subject: Second Review of the Proposed Preliminary Biennial Budget for Fiscal Years 2025-26 and 2026-27.
Summary
The attached Proposed Preliminary Biennial Budget for Fiscal Years 2025-26 and 2026-27 was first presented to the Board of Directors
for review at the Special Meeting held on April 15, 2025. Since that initial review, only minor updates have been made.
Following this meeting, the two-year budget will be brought back for further discussion at the June 2025 Study Session, should the
Board provide additional recommendations during or after the May Study Session. If no further changes or requests are received, staff
will proceed with requesting formal adoption of the biennial budget at the Board meeting scheduled for June 23, 2025.
Recommendation
That the Board of Directors review, discuss and provide comments, feedback and direction on the Proposed Preliminary Biennial
Budget for the FYs 2025-26 and 2026-27.
Analysis
Since that initial review, only minor updates have been made.
1. At the April 15, 2025, Special Meeting, the Board of Directors directed staff to revise the proposed Service Loyalty Program. In
response, staff updated the program—renaming it "Longevity Pay" and limiting eligibility to employees who have completed all
assigned goals and received an “Above Expectations” rating on their annual performance evaluation. The revised policy
reflecting these changes is attached to this staff report for your review.
2. The District recently received an updated quote from the Special District Risk Management Authority (SDRMA) for liability
insurance coverage for Fiscal Year 2025-26, which includes an estimated increase of approximately $63,000. This increase
also affects the budget for Fiscal Year 2026-27.
To maintain balanced budgets, staff has made corresponding adjustments to expenditures within both the Solid Waste and
Wastewater Funds. For FY 2025-26, budget reductions were made in the Annual Sewer Maintenance and Contingency
accounts. For FY 2026-27, adjustments were made in the Contingency accounts of both funds, and an additional reduction of
$50,000 was applied to the transfer from the Wastewater Fund to the Asset Management Fund.
The proposed preliminary budgets for FY 2025-26 (Attachment A) and FY 2026-27 (Attachment B) reflect balanced budgets
of $17,446,300 and $17,826,800, respectively.
FY 2025-26
Subject 6. Second Review of the Proposed Preliminary Biennial Budget for Fiscal Years
2025-26 and 2026-27.
Meeting May 13, 2025 - Board of Directors Study Session
Access Public
Type
Goals 8.2 Finance - Adopt a balanced budget
8.0 Finance
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Solid Waste Fund - The proposed budget for the Solid Waste Fund for FY 2025-26 is $8,690,900, including transfers in and out,
reflecting a 5% increase compared to the approved amended budget of $8,247,100 for FY 2024-25.
Wastewater Fund – The proposed budget for the Wastewater Fund for FY 2025-26 is $8,363,100, which includes capital improvement
projects and transfers in and out. This represents a 3% increase compared to the approved budget of $8,101,200 for FY 2024-25.
FY 2026-27:
Solid Waste Fund - The proposed budget for the Solid Waste Fund for Fiscal Year 2026-27 is $9,221,400, inclusive of transfers in and
out. This represents a 6% increase compared to the proposed budget of $8,690,900 for Fiscal Year 2025-26.
Wastewater Fund - The proposed budget for the Wastewater Fund for Fiscal Year 2026-27 is $8,205,400, inclusive of transfers in and
out. This reflects a 2% decrease compared to the proposed budget of $8,363,100 for Fiscal Year 2025-26. The decrease is primarily
attributed to a reduction in revenue for FY 2026-27, including the absence of Cyber Security grant funding. The anticipated decrease in
revenue will result in a corresponding reduction in expenses.
Fund Balance:
Attachment C of this report presents a 10-year projection of the fund balances for the Solid Waste and Wastewater Funds. It provides
an evaluation of how financial outcomes over the next decade affect the long-term sustainability of each fund and contribute to the
timing and magnitude of potential future deficits.
Both funds are projected to remain balanced during Fiscal Years 2025-26 and 2026-27. However, while no significant deficits are
anticipated during this period, these years mark a critical turning point—where expenditures begin to consistently outpace revenue
resulting in gradual erosion of fund balances and the onset of structural deficits in subsequent years.
It is important to note that the Solid Waste Fund balance projections do not account for a potential increase in the waste disposal
(tipping) fee to be set by Orange County Waste & Recycling, effective July 1, 2026, as the amount of the increase is currently unknown.
If tipping fees remain unchanged, the Solid Waste Fund is projected to enter a deficit position by FY 2029-30. This projection is
consistent with the findings of the rate study approved by the Board.
Given that a tipping fee increase is anticipated, it is essential that a new rate study be conducted during FY 2025-26. Failure to do so
may result in the Solid Waste Fund entering a deficit as soon as the revised tipping fees take effect.
The Wastewater Fund is projected to enter a deficit position beginning in Fiscal Year 2027-28. This forecast aligns with the projections
outlined in the rate study approved by the Board. Fiscal Year 2026-27 represents the final year of the five-year wastewater rate
adjustment schedule established in the 2022 rate study. To ensure the District continues to generate sufficient revenue to meet the
operational, maintenance, and capital needs of the wastewater system, staff plans on conducting a new Wastewater Rate Study in FY
2026-27. The study will evaluate the revenue requirements necessary to support critical system improvements, long-term infrastructure
investments, and overall financial sustainability, thereby enabling the District to maintain reliable delivery service while avoiding future
financial shortfalls.
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
Please see the attached reports for more detailed information.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the May 13, 2025 Study Session meeting at
District Headquarters and on District website at www.cmsdca.gov.
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Alternative Actions
Direct staff to bring back the Proposed Preliminary Biennial Budget for the FYs 2025-26 and 2026-27 to the June 10, 2025 Study
Session Meeting for further discussion.
File Attachments
Attachment A Proposed Preliminary Budget FY 2025-26.pdf (1,414 KB)
Attachment B Proposed Preliminary Budget FY 2026-27.pdf (1,430 KB)
Attachment C Fund Balance Projections 2025-2036.pdf (744 KB)
Service Loyalty Pay Revised DRAFT.pdf (61 KB)
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting May 13, 2025 - Board of Directors Study Session
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Type
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D. CLOSING ITEMS
The next Study Session of the Costa Mesa Sanitary District Board of Directors will be held at 9:00 a.m. on Tuesday, June 10, 2025 in
the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 2. Adjournment
Meeting May 13, 2025 - Board of Directors Study Session
Access Public
Type Procedural
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