Minutes - Board - 2025-10-27 pz COSTA MESA
st SANITARY DISTRICT
Board of Directors Regular Meeting Minutes
October 27, 2025
Members present
Michael Scheafer, President
Robert Ooten, Vice President
Arthur Perry, Secretary
Nicole Wiltshire, Director
Shayanne Wright, Director
Members absent
None
Staff present
Scott Carroll, General Manager
Alan Burns, District Counsel
Marc Davis, District Treasurer
Mark Esquer, District Engineer
Kaitlin Tran, Finance Manager
Dyana Bojarski, Administrative Services Manager
Noelani Middenway, District Clerk/Public Information Officer
Marissa Pereyda, Solid Waste Manager
Gina Terraneo, Senior Management Analyst
Lieu Tran, Senior Accountant
Others present
Rosemarie Chora, Citizens Advisory Committee Member
A. OPENING ITEMS
1. Call to Order
President Scheafer called the meeting to order at 4:30 p.m.
2. Pledge of Allegiance
President Scheafer led the Pledge of Allegiance.
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3. Invocation
Vice President Ooten led the invocation.
4. Roll Call
District Clerk and Public Information Officer, Noelani Middenway, conducted roll call
and noted that President Scheafer, Vice President Ooten, Secretary Perry, and
Director Wiltshire were present while Director Wright was not present.
5. Announcement of Late Communications
None.
6. Ceremonial Matters and Presentations
None.
B. PUBLIC COMMENTS
President Scheafer opened public comments. Seeing no one wishing to speak, he closed
public comments.
C. CONSENT CALENDAR
Director Wright entered the meeting at 4:32 p.m.
Moved By Vice President Robert Ooten
Seconded By Secretary Arthur Perry
Motion: To approve the Consent Calendar as presented.
Carried (5 to 0)
Ayes: Michael Scheafer, President
Robert Ooten, Vice President
Arthur Perry, Secretary
Nicole Wiltshire, Director
Shayanne Wright, Director
Noes: None
1. Approve the Board of Directors Special Meeting Minutes of September 2,
2025
2. Approve the Board of Directors Study Session Minutes of September 9,
2025
3. Approve the Joint Board of Directors and Citizens Advisory Committee
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Meeting Minutes of September 10, 2025
4. Approve the Board of Directors Regular Meeting Minutes of September 22,
2025
5. Adopt Warrant Resolution No. CMSD 2026-04 Approving District Warrant
Registers
6. Approve the Directors' Compensation and Reimbursement of Expenses
7. Approve Payroll Transparency Disclosure for September 2025
8. Approve the Occupancy Count of 23,263 and Direct Staff to Prepare a
Warrant to CRR Environmental Services for$408,963.54 in the October
2025 Warrant Register for September 2025 Solid Waste Collection Services
9. Approve the Preparation of a Warrant to CR Transfer for $198,838.51 and to
CR&R, Inc. for $6,029.08 in the October 2025 Warrant Register for
September 2025 Recycling and Disposal Services
10. Receive and File September 2025 Contracts Signed by the General
Manager
D. GENERAL MANAGER'S REPORTS
1. Receive and File the First Quarter Budget Review for Fiscal Year 2025-26
Recommendation: That the Board of Directors receive and file the First Quarter
Budget Review for Fiscal Year 2025-26.
Senior Accountant, Lieu Tran, presented the report details, including an overview of
the current first quarter budget status. She noted that both the Solid Waste and
Wastewater Funds are projected to be under budget and the District is on track with
regard to revenue.
2. Fiscal Year 2024-2025 Annual Compliance Report for Requirements of
Government Code Section 66013(d) for Capacity Charges.
Recommendation: That the Board of Directors receive and file the report.
Finance Manager, Keitlin Tran, presented report details, including the status of
capacity charges collected in the Facilities Revolving Fund.
Brief discussion followed regarding the use of funds for the District's security camera
system.
3. Carryover Appropriations and Carryover Encumbrances from Fiscal Year
2024-25 to Fiscal Year 2025-26.
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Recommendation: That the Board of Directors approve:
1. The re-appropriation of funds in the Fiscal Year 2025-26 for the carryover items
from the prior fiscal year as detailed in Attachments A and B, summarized as follows:
10 Solid Waste Fund: Carryover Appropriations $207,950, Encumbrances $23,340
20 Wastewater Fund: Carryover Appropriations $2,284,871, Encumbrances
$665,291.
2. The Proposed Budget Adjustments to Reallocate Funds within the Capital
Improvement Projects as detailed in Attachment C.
Ms. Tran presented the report and recommended the reappropriation of carryover
funds for budgeted appropriations that were not expended last fiscal year but are
expected to be expended during the current fiscal year.
Discussion followed regarding the process of reappropriation and the mufti-year
carryover for the Elden Pump Station project.
Moved By Vice President Robert Ooten
Seconded By Secretary Arthur Perry
Motion: To approve:
1. The re-appropriation of funds in the Fiscal Year 2025-26 for the carryover items
from the prior fiscal year as detailed in Attachments A and B, summarized as follows:
10 Solid Waste Fund: Carryover Appropriations $207,950, Encumbrances $23,340
20 Wastewater Fund: Carryover Appropriations $2,284,871, Encumbrances $665,291.
2. The Proposed Budget Adjustments to Reallocate Funds within the Capital
Improvement Projects as detailed in Attachment C.
Carried (5 to 0)
Ayes: Michael Scheafer, President
Robert Ooten, Vice President
Arthur Perry, Secretary
Nicole Wiltshire, Director
Shayanne Wright, Director
Noes: None
4. Receive and File 2025 Performance Measurement Report—3rd Quarter
(January—September) Calendar Year
Recommendation: That the Board of Directors receive and file the report.
General Manager, Scott Carroll, presented the report and noted changes to the report
format.
President Scheafer congratulated staff regarding the experience modification factor as
it pertains to workers compensation.
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Discussion followed regarding workers compensation and how Performance
Measurement goals are developed.
5. Receive and File 2025-30 Strategic Plan Progress Report— Fiscal Year
2025-26 First Quarter
Recommendation: That the Board of Directors receive and file this report.
Mr. Carroll presented the report details and noted that there was a formatting error in
the original agenda that has since been addressed. He added that the report shows
progress made in the first quarter of the 2025-2030 Strategic Plan.
Vice President Ooten requested a summary of the goals staff aims to achieve each
year.
E. ENGINEER'S REPORTS
1. Receive and File the District Engineer's Monthly Report and Capital
Improvement Projects Status
Recommendation: That the Board of Directors receive and file the Capital Improvement
Status Report.
District Engineer, Mark Esquer, provided updates on Projects 349, 515, and 535.
Discussion followed regarding Project 515's location, traffic control needs, and working
hours.
Vice President Ooten inquired about the details planned for Project 346.
Mr. Esquer noted that the project drawings are in progress but not yet complete, and
the project involves adding an overflow to the pump station.
2. Adopt Project#505 Fiscal Year 2025 Manhole Cover Replacement and
Award of Contract to Gentry Engineering, Inc.
Recommendation: That the Board of Directors:
1. Adopt Project #505 FY25 MH Cover Replacement as Categorically Exempt per the
California Environmental Quality Act (CEQA) Section 15302, Class 2; and
2. Award a contract to the lowest responsive and responsible bidder, Gentry
Engineering, Inc., in the amount of$147,000.
Mr. Esquer provided a presentation about Project 505 to replace manhole covers. He
explained the process of replacement and shared his recommendations to adopt the
project and award the contract to Gentry Engineering, Inc.
Discussion followed regarding the project pricing and manhole types and components.
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Moved By Vice President Robert Ooten
Seconded By Director Nicole Wiltshire
Motion: To adopt Project#505 FY25 MH Cover Replacement as Categorically Exempt
per the California Environmental Quality Act (CEQA) Section 15302, Class 2.
Carried (5 to 0)
Ayes: Michael Scheafer, President
Robert Ooten, Vice President
Arthur Perry, Secretary
Nicole Wiltshire, Director
Shayanne Wright, Director
Noes: None
Moved By Secretary Arthur Perry
Seconded By Vice President Robert Ooten
Motion: To award a contract to the lowest responsive and responsible bidder, Gentry
Engineering, Inc., in the amount of$147,000.
Carried (5 to 0)
Ayes: Michael Scheafer, President
Robert Ooten, Vice President
Arthur Perry, Secretary
Nicole Wiltshire, Director
Shayanne Wright, Director
Noes: None
F. TREASURER'S REPORTS
None.
G. ATTORNEY'S REPORTS
District Counsel, Alan Burns, provided updates regarding recent court case, Berkeley
People's Alliance vs. City of Berkley, updates to the Brown Act because of Senate Bill
707, and a design-build law that went into effect. He added that there is a U.S. Supreme
Court decision that may impact the Voting Rights Act.
H. LOCAL MEETINGS
1. Orange County Sanitation District (OCSD) - (Vice President Ooten)
Vice President Ooten commented that OCSD is considering the design-build method
for upcoming sewer projects. He noted that OCSD completed its recent Wastewater
101 Citizens Academy and suggested that CMSD help promote this class.
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2. Santa Ana River Flood Protection Agency (SARFPA) -(Secretary Perry)
Secretary Perry provided an overview of the last meeting and discussed how SARFPA
makes its revenue.
3. Independent Special Districts of Orange County (ISDOC) - (President
Scheafer)
President Scheafer commented that it is an ongoing to struggle to find an ISDOC
Secretary.
4. California Special Districts Association (CSDA) -(President Scheafer)
President Scheafer noted that he is attending the Special Districts Leadership
Academy in Monterey in November.
5. Special District Risk Management Authority (SDRMA) -(President
Scheafer)
President Scheafer noted that there will be a meeting next week.
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No.
55, Operations Code Section 3.01.030
Secretary Perry and Director Wiltshire noted that they will submit written reports about
meetings they attended.
Director Wright shared that she attended a Costa Mesa City Council meeting.
I. OLD BUSINESS
None.
J. NEW BUSINESS
None.
K. CLOSING ITEMS
1. Oral Communications and Director Comments
Director Wright commented that she enjoyed the recent City/Districts Liaison
Committee Meeting. She asked if the Fairview Development Center project has been
discussed at this meeting.
Mr. Esquer shared that the District has received information about the project with
regards to permitting and sewer capacity. He noted that staff attends some of the
City's public meetings to gather information.
Director Wright emphasized the impact of the project and suggested that the District
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request a presentation on the item during one of the next few committee meetings.
She commented that the current meeting agenda was dense with information and
requested to receive highlights of the larger reports to help make the reports more
digestible and spur discussion. She also requested a presentation about the 5largest
current or upcoming Capital Improvement Projects.
President Scheafer recommended going over Director Wright's requested information
during her one-on-ones with the General Manager.
Mr. Burns commented regarding the Fairview Development Project and the District's
opportunity to for involvement during the California Environmental Quality Act review
process.
2. Adjournment
Discussion followed regarding the next Study Session and the Board requested that it
be changed to Monday, November 10. Additionally, the Board confirmed the
December meeting dates.
President Scheafer adjourned the meeting at 5:22 p.m.
Arthur Perry, Secretary
Michael Scheafer, Presi ent