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2025_10_14_study_sessionOctober 14, 2025 Board of Directors Study Session 09:00 AM Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626 The livestream of the meeting can be viewed by visiting the District's YouTube channel at 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 at publiccomment@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). OPENING ITEMS Call to Order 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. 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 A. 1. 2. B. 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. ITEMS OF STUDY Introducing Valerie Cagas, Young Southeast Asian Leaders Initiative (YSEALI) Fellow from the Philippines Page 3 Oral Report Receive and File Code Enforcement Officer Report - September 2025 Page 7 Recommendation: That the Board of Directors receive and file this report. Consider Amending Purchasing Provisions by Increasing the General Manager's Approval Limits Page 19 Recommendation: That the Board of Directors provide direction to staff. Provide Feedback on Proposed Composting Workshop Program Page 23 Recommendation: That the Board of Directors provide feedback to staff regarding the proposed composting workshop program. CLOSING ITEMS Oral Communications and Director Comments Adjournment C. 1. 2. 3. 4. D. 1. 2. 2 of 2 “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Staff Report To:Board of Directors From:Scott Carroll, General Manager Date: October 14, 2025 Subject: Introducing Valerie Cagas, Young Southeast Asian Leaders Initiative (YSEALI) Fellow from the Philippines Summary Launched in 2013, the Young Southeast Asian Leaders Initiative (YSEALI) is U.S. government’s signature program to strengthen leadership development and networking in Southeast Asia. Through a variety of programs and engagements, including U.S. educational and cultural exchanges, regional exchanges, and seed funding, YSEALI seeks to build the leadership capabilities of young professionals in the region, strengthen ties between the United States and Southeast Asia, and nurture an Association of Southeast Asian Nations (ASEAN) community. Funded by the U.S. Department of State and in collaboration with the International City County Management Association (ICMA), the fellowship program provides an opportunity for young professionals from Southeast Asia to learn about good governance, economic development, environmental sustainability, and civic engagement through a four-week fellowship with a U.S. local government host. CMSD has had the privilege of hosting YSEALI fellows in 2019, 2022, 2023 and again in 2025. “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Staff Recommendation That the Board of Directors welcome Valeri Cagas to CMSD Analysis Valerie Cagas is from San Fernando, Philippines. She is an Environmental Management Specialist II at the Enviornmental Management Bureau. Located in Central Luzon, Philippines. A Latin honor graduate with a degree in Environmental Science, she recently earned a Certificate in Teaching, which led to her becoming a Licensed Professional Teacher in the Philippines. She is currently pursuing a masters’ in environmental management. With over five years of professional experience, Valerie's career reflects her commitment to environmental sustainability, education, and community empowerment. Valerie also volunteers with organizations like Climate Reality Philippines and the Bangketa Eskwela Foundation, driven by her dedication to creating a broader societal impact. Valerie is visiting CMSD to learn about environmental policy, advocacy and education, particularly in pollution control and abatement. She is also learning about community engagement strategies as well as using technology for wastewater treatment and environmental quality assessment. After arriving in the United States on September 22 for orientation, Ms. Cagas joined CMSD on September 26. She is scheduled to depart for Washington, D.C., on October 25 to share her experiences with the YSEALI Class of 2025 Fellows and will return to the Philippines on October 31, 2025. Legal Review Not applicable “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Environmental Review The YSEALI program is an administrative matter and not a disturbance of the environment similar to grading or construction and does not constitute a project under CEQA or the District’s CEQA Guidelines. Financial Review There are no financial impacts to the District for hosting YSEALI fellows. The program is fully funded by the U.S. Department of State. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the October 14 Board of Director study session meeting at District Headquarters and posted on the District’s website. Alternative Actions Not applicable INTERESTED IN INTERNATIONAL OPPORTUNITIES? APPLY TO BECOME A HOST FOR THE YSEALI PROFESSIONAL FELLOWS PROGRAM The International City County Management Association (ICMA), with funding from the U.S. Department of State, offers the Professional Fellows Program – an opportunity for young professionals from Southeast Asia to learn about good governance, economic development, environmental sustainability, and civic engagement through a four week fellowship with a U.S. local government host. Fellows are part of the State Department’s Young Southeast Asian Leaders Initiative a program that enables young leaders from ASEAN countries to work directly with American counterparts in non-profit organizations and state and local government offices across the United States for four weeks to enhance their practical expertise, leadership skills, and professional contacts to address challenges and create new opportunities in their home communities. BECOME A HOST: •Host one to two international Fellows for four weeks; •Provide community volunteer activity for Fellow(s); •Provide approximately 40 hour per week of professional opportunities for in areas of environmental and sustainability; •Provide cultural enrichment experiences (e.g. dinners with staff, field trips, community events); •Provide a a home hospitality experience that may be defined as dinner with a host family, a cultural excursion with a host family, a short-term overnight stay with a host family, or other relevant activity; •Designate a staff person as the point person to coordinate the fellows’ work and related activities; •(Optional) Nominate a staff member to potentially participate in a reciprocal international two-week fellowship; •Travel, accommodations, and a stipend for meals and incidentals for the Fellows are arranged and covered by the program. You will be required to submit an final 4-week agenda and final report. To inquire about becoming a host with ICMA, please contact the ICMA Fellows Team at fellows@icma.org Host Testimonials •• • “The opportunity to work with the nation of Indonesia has been a chance for my organization to broaden their perspectives of municipal government responsibilities and focused it on our best practices. As City Manager, I personally have seen a new appreciation by my staff for the challenges of municipal government beyond our borders. I believe the continued opportunity to work with Indonesian counterparts allows me to grow professionally and obtain new ideas for use in my American city.” – Mark Watson, City Manager, Oak Ridge, TN “This was an AMAZING opportunity for our community and we would do it all over again without hesitation! It was an incredible professional resource to have industry experts with a fresh and unique perspective and experiences working alongside us on issues and to expand our collegial network. As a host city we also were able to come together as a community to learn more about the beliefs, systems, and culture of our fellows’ communities, and examine and discuss differences and similarities. We hope we have built lifelong professional and personal bonds.” – Christal Weber, Assistant City Manager, Lee’s Summit, MO “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Staff Report To:Board of Directors Via:Scott Carroll, General Manager From: David P. Griffin, Code Enforcement Officer Date:October 14, 2025 Subject: Code Enforcement Officer Report – September 2025 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 September 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. Staff Recommendation The Board of Directors receive and file this report. Analysis In the month of September, Officer Griffin observed 3 individuals searching in trash carts on Cynthia Ct, Wallace, and Wilson St. All individuals were advised of the District's scavenging law and given verbal warnings before they went on their way. In the month of September, Officer Griffin issued 81 first warnings notices (yellow tag) to residential properties for having their trash carts in public view. “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Officer Griffin did not observe graffiti on trash carts in the months of September. 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 Code Enforcement activities are funded in the adopted solid waste budget. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the October 14, 2025, Board of Directors Study Session at District Headquarters and posted on the District’s website. Alternative Actions Direct staff to report back with more information. Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: David Griffin, Code Enforcement Officer Date: October 14, 2025 Re: Code Enforcement Officer Report – September 2025 This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti, and trash container enforcement. For the month of September, the CMSD Code Enforcement Officer 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. In the month of September, the District saw a number of complaints filed with CMSD Code Enforcement staff regarding scavenging activity in the city. As with most scavenging complaints, the alleged violations take place in the early morning hours. In order to address resident concerns, the Code Enforcement Officer is patrolling streets by 6:30 am. Included below are instances of scavenging that were detected while the Officer was investigating specific complaints. Scavenging Ordinance: Operations Code Section 7.01.030. Rubbish Removal - Scavenging Prohibited. The District and its duly authorized agents or any contractor with whom the District may at any time enter into a contract or franchise therefore, and the agents, servants, and employees of said contractor while any said contract or franchise is in force shall have the exclusive right to gather, collect and remove all waste material from all residential premises served by the District and no other persons than those above shall gather, collect, and remove any trash or waste material or convey or transport any trash or waste material in or along or over any public street, alley, or highway in the District, or take any waste material from any receptacle in which the same has been placed for collection or removal or interfere with or disturb any such receptacle or remove any such receptacle from any location Board of Directors October 14, 2025 Page 2 of 10 where same is place by the owner thereof; provided, however, that nothing in this section shall be deemed to prohibit the occupant of any dwelling house from himself removing any trash or waste material accumulated on the premises occupied by him as a dwelling house and disposing of the same in a lawful manner, or to prohibit any person from gathering, collecting and removing from the premises occupied by him any trash or waste material or other objects of debris considered to be large items. Once trash or waste material has been placed in a container and placed curbside for collection, no person shall scavenge or remove any item from said container except for the District's contractor/franchisee. (Ord. 27, 1997) September Proactive Scavenging Investigations: 3 Board of Directors October 14, 2025 Page 3 of 10 2336 Cynthia Ct.- While patrolling Wednesdays trash routes found an adult male going into CMSD carts. Made contact and explained why he cannot scavenge. He replaced items taken in my presence and left without incident. Board of Directors October 14, 2025 Page 4 of 10 2242 Wallace Ave.- While patrolling the area observed a male subject riding up to CMSD Carts and looking into them. Hung back to watch and he saw me and took off. Looked around the area for him but to no avail. Board of Directors October 14, 2025 Page 5 of 10 952 Wilson St.- During the course of my patrols. Observed an adult female going into CMSD carts and pulling items. Made contact, and advised her of our Ordinance on Scavenging. She was kind enough to return said items taken in my presence. And left the area without incident. Board of Directors October 14, 2025 Page 6 of 10 Trash Container Enforcement: In the month of September, there were a few customer complaints reported to the District Headquarters regarding trash carts in public view. The following is a list of locations where trash cart violations were found and addressed by the Courtesy Notice process. Trash Carts In Public View Ordinance: Operations Code Section 7.01.080. Removal of Trash Containers. (a) Residential containers placed in the street shall be removed from the curb by midnight the day of collection and shall be stored in the rear or side yard of the property so as to be out of view from the street. Containers placed in the alley for collection shall be removed from the alley by midnight the day of collection and shall be stored so as to be out of the public alley, completely on private property, and out of view from the public street. (Ord. 100, 2014) (b) A hardship exception or variance may be obtained by any person whose property is uniquely situated to not allow container removal from the public alley or who has a personal hardship not allowing such storage. A hardship waiver form must be completed explaining the reason(s) for a hardship. Such a hardship exception or variance shall be approved in a letter or other memorialization from the General Manager or designee. Such memorialization shall list the reasons and may be limited in time. (Ord. 27, 1997) (Ord. 93, 2012) Total Cases: 81 The following locations received warnings: (3) Anaheim St. (5) Bernard St. (4) Canyon Dr. (3) Capital St. (3) Darrell St. (3) Grant Ave. (3) Hamilton St. (5) Joann St. (4) Jennifer Ln. (2) Lynn Ct. Board of Directors October 14, 2025 Page 7 of 10 (6) Maple Ave. (5) Meyer Pl. (7) Oriole Dr. (2) Pamela Ln. (4) Parsons St. (1) Placentia Ave. (1) Republic Ave. (1) Sea Bluff Dr. (3) State Ave. (2) Tanager Dr. (1) Thurin St. (2) Trabuco Cir. (4) Towne St. (1) Valley Cir. (6) Victoria St. Board of Directors October 14, 2025 Page 8 of 10 END OF TRASH CONTAINER ENFORCEMENT REPORT_________________________________________________________ Board of Directors October 14, 2025 Page 9 of 10 NO CASES OF GRAFFITI ON TRASH CARTS WERE OPENED IN THE MONTH OF SEPTEMBER. Board of Directors October 14, 2025 Page 10 of 10 ____________________________________________________________________ Scavenging Report – September 2025 “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Staff Report To: Board of Directors From: Scott Carroll, General Manager Date: October 14, 2025 Subject: Consider Amending Purchasing Provisions by Increasing General Manager’s Approval Limits Summary On December 20, 2018, the Board of Directors considered amending Chapter 4.04 of the District’s Operations Code pertaining to purchasing. The Board discussed increasing the bid limit authority for the use of the informal bid procedure and allow contracts within newly- increased State limits to be let by the General Manager without the more formal bid procedure. The bid limits that were considered would be raised from between $30,000 and $125,000 to new limits of between $60,000 and $200,000, which means contracts of value of $200,000 or less would be signed by the general manager. However, the Board declined amending purchasing provisions and bid limits have remained between $30,000 to $125,000. Currently, the general manager is authorized to sign contracts up to $125,000. On July 28, 2025, the Board of Directors directed staff to bring this item back for discussion. Staff Recommendation That the Board of Directors provide direction to staff “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Analysis State law generally requires a sanitary district to competitively bid public projects when the expenditure exceeds $15,000. The procedure involves a public notice and acceptance of sealed bids, and the awarding of the contract to the “lowest responsible bidder.” State law also allows the use of an alternative procedure. That procedure requires the adoption of the Uniform Public Construction Cost Accounting Act (UPCCAA) procedures. Those procedures require the development and maintaining of lists of qualified contractors and the notification of those contractors of work to be bid. The District has adopted the UPCCAA procedures. The District Operations Code authorized the use of the original expenditure range for informal bids of between $30,000 and $125,000. In 2012, the UPCCAA expenditure range was increased to between $45,000 and $175,000. The District did not avail itself of those increased limits at that time. In 2018, the Legislature increased the limits to between $60,000 and $200,000, but the district did not amend its purchasing provisions to reflect the change in state law. Once again, the Legislature has increased the UPCCAA limits for inform bids. Effective January 1, 2025, due to the passage of AB 2192, projects between $75,000 and $220,000 can be awarded using informal bid procedures, while projects over $220,000 require formal bidding Currently, the district’s general manager has one of the highest contract approval limits among special district general managers in Orange County, as shown in the table below. All Contracts ￿Public Works ￿Goods & Services ￿Mesa Water District ￿￿￿250,000 ￿75,000 Orange County Sanitation District 150,000 ￿￿￿￿ Costa Mesa Sanitary District 125,000 ￿￿￿￿ Santa Margarita Water District 100,000 ￿￿￿￿ Irvine Ranch Water District 100,000 ￿￿￿￿ “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Laguna Beach County Water District 100,000 ￿￿￿￿ Midway City Sanitary District 100,000 ￿50,000 South Coast Water District 100,000 ￿￿￿￿ Yorba Linda Water District 100,000 ￿￿￿￿ Moulton Niguel Water District￿ 75,000 ￿￿￿￿ From 2019 to 2025, the Board of Directors have approved six public works contracts and one equipment acquisition contract that cost between $125,001 to $220,000, as shown below. 1.#322 Iowa Street Pump Station Sewer Force Main - $168,018 2.#327 Calcium Removal - $133,750 3.#324 Sewer Manhole Rehab – Phase 4 - $140,176 4.#335 Sewer Siphon Rehab – Phase II - $196,762 5. #343 Elden Pump Station Emergency Bypass Replacement - $204,000 6. #535 Irvine & Harbor Pump Station Improvements - $133,333 7. Equipment Acquistion – One 200 KW Portable Generator - $167,000 For transparency purpose, every month all contracts and purchase orders signed by the general manager are made available to the Board of Directors and the public. Contracts listed in staff reports have links that allow anyone to download and view. Legal Review Not applicable at this time. However, if the Board approves amending purchasing provision, District Counsel will review and approve a proposed ordinance for Board approval consideration. Environmental Review “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Consideration for amending the District’s purchasing provisions is an administrative matter and not a disturbance of the environment similar to grading or construction and does not constitute a project under CEQA or the District’s CEQA Guidelines Financial Review There are no financial impacts to the District for amending purchasing provisions. However, construction can begin sooner for projects less than $220,000 because no formal action would be required by the Board of Directors Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the October 14, 2025 Board of Directors regular meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with ordinance amending the District’s purchasing provisions. 2. Take no action. Keep status quo on the District’s purchasing provisions. “Protecting public health and the environment for current and future generations.” www.cmsdca.gov Staff Report To: Board of Directors Via:Scott Carroll, General Manager From:Marissa Pereyda, Solid Waste Manager Date:October 14, 2025 Subject: Provide Feedback on Proposed Composting Program Summary District staff is currently exploring the development of a backyard composting and vermicomposting workshop program, including providing low-cost or free composting bins to District customers, funded through the SB 1383 Local Assistance Grant. Staff is seeking feedback from the Board of Directors on whether to proceed with program development and implementation. Staff Recommendation That the Board of Directors provide feedback to staff regarding the proposed composting workshop program. Analysis District staff proposes the development and implementation of a composting workshop program aimed at reducing residential organic waste and promoting sustainable waste management practices among solid waste customers. This program will educate residents on backyard composting and vermicomposting through interactive workshops led by an “Protecting public health and the environment for current and future generations.” www.cmsdca.gov educational consultant. Participants who complete the program will be eligible to receive a composting bin, either free of charge or at a subsidized cost. By composting at home, residents can reduce the amount of organic waste sent to landfills and create a valuable soil amendment that improves soil health, retains moisture, and reduces the need for chemical fertilizers. Approximately $40,000 of the District’s SB 1383 Local Assistance Grant budget could be utilized for a composting workshop program. At this time, District staff is seeking the Board’s direction on whether to move forward with developing a composting workshop program. Following the Board‘s direction, staff will begin program development and implementation or focus grant funds on alternative programs and projects. Legal Review Not applicable. Environmental Review Consideration of a composting workshop program 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 “Protecting public health and the environment for current and future generations.” www.cmsdca.gov The proposed composting workshop program would be fully funded by the District’s SB 1383 Local Assistance Grant. The grant’s budget currently has $40,000 allocated to the composting workshop program. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the October 14, 2025, Board of Directors Study Session at District Headquarters and posted on the District’s website. Alternative Actions Refer item back to staff with further instructions.