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Minutes - Board - 2025-05-13COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION MAY 13, 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), Dyana Bojarski (Administrative Services Manager), Kaitlin Tran (Finance Manager), Mark Esquer (District Engineer), David Griffin (Code Enforcement Officer), Marissa Pereyda (Senior Management Analyst), Angela Fatino (Management Analyst I), Lieu Tran (Senior Accountant) Others present Mike Balliet, City Green Consulting Mike Carey, CR&R Julie Barreda, CR&R Meeting called to order at 9:00 A.M. A. OPENING ITEMS Procedural: 1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence — such determination shall be the permission required by law.) President Scheafer called the meeting to order at 9:00 A.M. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 13, 2025 District Clerk and Public Information Officer, Noelani Middenway, noted that President Scheafer, Vice President Ooten, Secretary Perry, Vice Secretary Schafer, and Director Wiltshire were present. B. PUBLIC COMMENTS Procedural: 1. Public Comments President Scheafer opened public comments. Hearing none, he closed public comments. C. ITEMS OF STUDY Action, Receive and File: 1. Receive and File April 2025 Code Enforcement Officer Report Recommendation: That the Board of Directors receives and files this report. Code Enforcement Officer, David Griffin, presented report details. Discussion followed regarding a violation of trash carts in public view. Director Wiltshire inquired about the frequency of violations on Santa Ana Avenue. Mr. Griffin noted that he did not see any trash carts in public view on that street in the last month. Vice President Ooten inquired about the time spent issuing violations. There was no further discussion, and the report was received. Action, Receive and File: 2. Recycling and Landfill Waste Composition Studies #1- #8 Recommendation: That the Board of Directors receives and files this report. Senior Management Analyst, Marissa Pereyda, introduced the item and Mike Balliet of City Green Consulting. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 13, 2025 Mr. Balliet discussed each of the landfill and recycling waste composition studies and highlighted key findings. He recommended additional messaging on the Landfill Carts to note that all items will be transported to the local landfills and additional education on paper recycling. Discussion followed regarding the impact of contamination on the District's landfill diversion rate. President Scheafer recommended an entire newsletter dedicated to the details of proper sorting methods. CR&R representative, Julie Barreda, commented that it will take significant time for customers to learn how to sort properly and proposed a postcard by CR&R that highlights the details of each cart. There was no further discussion, and the report was received. Action, Discussion: 3. Southern California Waste Management Forum Spring Conference Update Recommendation: That the Board of Directors receives and files this report. Ms. Pereyda presented report details. She noted that the conference had a CalRecycling Senate Bill (SB) 1383 presentation about required compliance evaluations. Discussion followed regarding the District's compliance review and diversion rate and CalRecycle's access to the District's contamination monitoring reports. There was no further discussion, and the report was received. Action, Receive and File: 4.2024-25 Alkaline Battery Recycling Program Recommendation: That the Board of Directors receives and files this report. Management Analyst I, Angela Fatino, provided report details. She shared program details and noted that Sonora Elementary won the contest by collecting the most batteries. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 13, 2025 Discussion followed regarding battery collection buckets as giveaways. Vice President Ooten suggested surveying the community about their battery collection methods. President Scheafer and Vice Secretary Schafer commended the program. There was no further discussion, and the report was received. Action: S. Consider Adopting Resolution No. 2025-1000 Nominating President Mike Scheafer as a Candidate for Election to the Special Districts Risk Management Authority Board of Directors Recommendation: That the Board of Directors adopt Resolution No. 2025-1000 Nominating President Mike Scheafer as a Candidate for Election to the Special Districts Risk Management Authority Board of Directors. General Manager, Scott Carroll, presented the item. He noted that President Scheafer's board term is ending on the Special Districts Risk Management Authority (SDRMA) and that he would like to run again. Motion: To adopt Resolution No. 2025-1000 nominating President Mike Scheafer as a candidate for election to the Special District Risk Management Authority Board of Directors. 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 Discussion followed regarding increasing insurance rates. There was no further discussion. Action: 6. Second Review of the Proposed Preliminary Biennial Budget for Fiscal Years 2025-26 and 2026-27 COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 130 2025 Recommendation: That the Board of Directors review, discuss and provide comments, feedback and direction on the Proposed Preliminary Biennial Budget for FYs 2025-26 and 2026-27. Finance Manager, Kaitlin Tran, presented report details. She noted that only minor updates have been made since the first budget presentation in April, which she explained in detail. Vice President Ooten stated that the fund balance projections for the Wastewater Fund indicate a severe deficit starting in Fiscal Year 2027-28. He inquired about the District's reserves. Ms. Tran stated that staff has budgeted for a Wastewater rate study in Fiscal Year 2026-27 to address the projected deficits. She shared that the District's recent sewer emergencies have decreased the reserve balance. Mr. Carroll asked the Board about their recommended reserve levels. Vice President Ooten stated that the Asset Management Study recommended the current reserve levels. Ms. Tran stated that the total fund balance is highlighted on Attachment C, page 2. President Scheafer inquired about the County of Orange waste fee negotiations. Mr. Carroll stated that he is hoping that negotiations will be finalized by October 2025. Vice Secretary Schafer commended staff on the proposed budget. Mr. Carroll asked if staff could begin recruiting for the two newly added positions. Secretary Perry requested to wait to begin recruitment and to discuss the matter at the May Board meeting. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 13, 2025 There was no further discussion. D. CLOSING ITEMS Procedural: 1.Oral Communications and Director Comments The Board discussed the California Special Districts Association (CSDA) conference. President Scheafer inquired about a big, green marker at the California Pump Station. District Engineer, Mark Esquer, stated that the marker is a smart cover to determine high water levels of the pump station. President Scheafer stated that the marker is a liability and should be moved. Vice President Ooten discussed street paving maintenance in the Mesa Verde neighborhood. Mr. Esquer stated that the City of Costa Mesa will place a new asphalt cap or slurry seal around the District's manhole covers. The Board confirmed that the May Board meeting will take place Tuesday, May 27. There was no further discussion. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 10:02 A.M. Art Perry Secretary I :I-.- d' Mike Scheafer President