Minutes - Board - 2025-10-14 1
Jo, COSTA MESA
*Pau ,° , SANITARY DISTRICT
Board of Directors Study Session Minutes
October 14, 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
Noelani Middenway, District Clerk/Public Information Officer
Gina Terraneo, Senior Management Analyst
Marissa Pereyda, Solid Waste Manager
Mark Esquer, District Engineer
Others present
Valerie Cagas, Young Southeast Asian Leaders Initiative (YSEALI)
A. OPENING ITEMS
1. Call to Order
President Scheafer called the meeting to order at 9:05 a.m.
2. Roll Call
District Clerk and Public Information Officer, Noelani Middenway, conducted roll call
and noted that all Board Members were present.
B. PUBLIC COMMENTS
President Scheafer opened public comments. Seeing no one wishing to speak, he closed
public comments.
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C. ITEMS OF STUDY
1. Introducing Valerie Cagas, Young Southeast Asian Leaders Initiative
(YSEALI) Fellow from the Philippines
General Manager, Scott Carroll, introduced Valerie Cagas, the Districts YSEALI
fellow. He shared Ms. Cagas' educational and professional background, as well as her
learning objectives while visiting the District.
2. Receive and File Code Enforcement Officer Report - September 2025
Recommendation: That the Board of Directors receive and file this report.
Solid Waste Manager, Marissa Pereyda, noted that Code Enforcement Officer, David
Griffin, was not present to provide the report and will share report details at next
month's meeting.
3. Consider Amending Purchasing Provisions by Increasing the General
Manager's Approval Limits
Recommendation: That the Board of Directors provide direction to staff
Mr. Carroll noted that this item was requested by the Board and shared background
information, including that the current purchasing provisions allow the General
Manager to approve contracts of up to $125,000. He added that current law allows for
a maximum threshold of$220,000, presented a list of the various thresholds set by
similar local agencies, and sought the Board's direction.
Secretary Perry asked what amount Mr. Carroll recommending increasing to.
Mr. Carroll commented that increasing the threshold may allow for projects to be
completed quicker, but noted that it is up to the Board's discretion and he is
comfortable with the current threshold.
Discussion followed regarding emergency provisions that allow the General Manager
to sign contracts and bring them to the Board for ratification at a later date.
President Scheafer, Director Wright, and Vice President Ooten indicated support for
keeping the threshold at its current amount.
Discussion followed regarding the thresholds set by other local agencies.
Secretary Perry indicated support for increasing the threshold in order to speed up
project completion.
Discussion followed regarding a past project that took longer to complete because the
proposed contract was not approved by the Board.
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District Engineer, Mark Esquer, indicated support for Mr. Carroll's comments. He
added that it would be more helpful to staff if the direct bidding threshold were
increased from $15,000, because firms have expressed that it is not worth their time to
develop bids and this results in the District not receiving competitive bids for small
projects.
President Scheafer and Director Perry indicated support for increasing the direct
bidding threshold.
Mr. Carroll noted that staff will bring an ordinance to the Board to increase the direct
bidding threshold.
4. Provide Feedback on Proposed Composting Workshop Program
Recommendation: That the Board of Directors provide feedback to staff regarding the
proposed composting workshop program.
Ms. Pereyda introduced the idea of developing a composting workshop program with
available grant funding of$40,000. She noted that the program would involve hiring an
educational consultant to conduct composting workshops and subsidizing the cost for
customers to purchase compost bins. She sought the Board's feedback as to whether
she should proceed with this program or focus staffs efforts on other programs.
Discussion followed regarding the successes and challenges of District's past
composting program, and various types of compost bins.
Ms. Pereyda confirmed that the program would be available to District customers and
that staff would research workshop and compost bin pricing and options.
President Scheafer indicated support for the program, but expressed concern that it
may create confusion about how customers should dispose of organic waste.
Ms. Pereyda noted that program messaging can state that the program is an optional
alternative to using the kitchen pail and green Organics Cart.
Director Wiltshire commented that offering electric composters might engage more
multi-family customers.
Ms. Pereyda noted that electric composters are generally more expensive, but staff
can price out the various options.
Director Wright indicated support for the program and recommended developing
program goals, coordinating with the City to advertise to community garden
participants, and coordinating with schools regarding their vermicomposting
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curriculum. She asked how many workshops the funding would cover.
Ms. Pereyda noted that the cost will depend on the selected contractor and the
program timeframe.
Vice President Ooten inquired about how many kitchen pails have been distributed
and recommended expanding outreach to focus on kitchen pail alternatives.
Ms. Pereyda noted that the District conducted a campaign about kitchen pail
alternatives and can continue this outreach. She added that about 1400 kitchen pails
were distributed last fiscal year. She confirmed that the Board's direction is to proceed
with developing a composting workshop program and present the Board with an
update.
D. CLOSING ITEMS
1. Oral Communications and Director Comments
President Scheafer noted that the community survey is in progress and shared that the
Solid Waste Association of North America (SWANA) is hosting a valuable conference
on November 19. He added that he spoke about the importance of proper grease
disposal at his neighborhood watch meeting. He asked that staff look into getting in
contact with neighbood watch groups as an opportunity for Fats, Oils, and Grease
(FOG) program outreach.
Vice President Ooten requested that staff include FOG program information on the
District website.
Director Wright expressed concern about not including renters in the community
survey respondents. She commented about the importance of getting feedback from
renters and noted that landlords often provide misinformation to their renters about
waste and recycling services.
President Scheafer commented that the survey only engages District customers.
Mr. Carroll clarified that only some renters are District solid waste customers, therefore
the District aims to specifically engage customers rather than including renters who are
not customers.
Discussion followed regarding the purpose of the survey, including gauging customer
satisfaction with the District, it's programs, and openness to new programs and
policies.
Director Wiltshire expressed concern with excluding renters from the survey and
program eligibility.
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Mr. Carroll explained that the District's services and programs are funded by customers,
and therefore the District should not subsidize services for non-customers.
Directors Wright requested a future study session item to further explain and discuss
how renters are served by the District and other local agencies.
Secretary Perry suggested sharing this information at a future Liaison Committee
meeting.
Vice President Ooten requested an update about Recycle Coach.
2. Adjournment
President Scheafer adjourned the meeting at 9:58 a.m.
Arthur Perry, Secretary
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Michael Scheafer, Pres•ent