Loading...
2026_03_10_study_sessionMarch 10, 2026 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 President Scheafer 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 Code Enforcement Officer Report – February 2026 Page 4 Recommendation: That the Board of Directors receive and file this report. Receive and File 2026 Christmas Tree Recycling Program Page 21 Recommendation: That the Board of Directors receive and file this report. Citizens Advisory Committee Appointment Process Page 25 Recommendation: That the Board of Directors provide direction to staff. Receive and File Implementation Plan from Sewer System Management Plan 2025 Internal Audit Page 27 Recommendation: That the Board of Directors receive and file the Implementation Plan from the SSMP 2025 Internal Audit. Consideration of Moving the May 12, 2026 Study Session to Allow Board Attendance at the Special District Leadership Academy Page 30 Recommendation: That the Board of Directors move the scheduled Study Session of May 12, 2026 to an alternate date, or cancel the meeting, to allow interested Board members to attend the Special District Leadership Academy (SDLA) scheduled for May 11–14, 2026 in San Diego. CLOSING ITEMS Oral Communications and Director Comments Adjournment The next Study Session of the Costa Mesa Sanitary District Board of Directors will be C. 1. 2. 3. 4. 5. D. 1. 2. 2 of 3 held at 9:00 a.m. on Tuesday, April 14, 2026 in the District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626. 3 of 3 1 Staff Report To: Board of Directors Via: Scott Carroll, General Manager From: David Griffin, Code Enforcement Officer Date: March 10, 2026 Subject: Code Enforcement Officer Report – February 2026 Summary This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti on carts, and trash container enforcement. For the month of February 2026, the District’s Code Enforcement Officer (CEO) focused their 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 That the Board of Directors receive and file this report. Analysis In the month of February, Officer Griffin observed seven (7) individuals searching in carts on Mission, Ridge Crest, San Bernardino, Peppertree, Santa Ana, Mission, and Coolidge. All individuals were advised of the District's scavenging law and given verbal warnings before they went on their way. In the month of February Officer Griffin issued 128 first warnings notices (yellow tag) to residential properties for having their trash carts in public view. Officer Griffin observed zero instance(s) of graffiti on trash carts in the month of February. To address concerns, Officer Griffin is patrolling the community by 6:30 A.M. Legal Review Not applicable. Environmental Review 2 Consideration of the monthly Code Enforcement Officer Report 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 District’s Solid Waste Budget includes one full-time Code Enforcement Officer. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the March 10, 2026, 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. 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 DG Date: March 10, 2026 Subject: February 2026 Code Enforcement Activity This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti, and trash container enforcement. For the month of February, 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 February, 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 therefor, 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 Board of Directors March 10, 2026 Page 2 of 15 with or disturb any such receptacle or remove any such receptacle from any location 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) February Proactive Scavenging Investigations: 7 Board of Directors March 10, 2026 Page 3 of 15 994 Mission Dr.- During the course of my patrols in the alley behind complex, found an adult male going into carts. Stopped and made contact, advising that scavenging is prohibited activity in Costa Mesa. Asked him to return all items taken from cart. He complied, and then walked away without incident. Board of Directors March 10, 2026 Page 4 of 15 1114 Ridgecrest Cir.- During my patrols found an adult male going into trash carts. At first, I thought he was the resident. Then he went to another cart, and then another. Made contact to advise him of Scavenging Ordinance and to replace items I witnessed him pull out. He did and left without incident. Board of Directors March 10, 2026 Page 5 of 15 1593 San Bernardino Pl.- While on patrol of Tuesday's route, witnessed an adult male going from cart to cart. Made contact and advised him this was prohibited activity in the City limits. He complied and left the area without incident. Board of Directors March 10, 2026 Page 6 of 15 2924 Peppertree Ln,- During the course of my patrols, found an adult male subject going into trash carts. Made contact to advise him that this was prohibited activity, and replace all items taken in my presence. He complied and left on his bike. Board of Directors March 10, 2026 Page 7 of 15 2626 Santa Ana Ave.- While patrolling the area found an adult male going into CMSD Carts. Contacted him to advise him scavenging is prohibited and to cease this activity due to the fact he could be cited. He was very kind, said he was sorry and left without incident. Board of Directors March 10, 2026 Page 8 of 15 973 Mission Dr.- During the course of my patrols, came across an adult female looking into CMSD carts. Made contact with her, identified myself and advised her that scavenging was prohibited and that further contacts could result in a citation. She said okay, and left the area on foot. Board of Directors March 10, 2026 Page 9 of 15 3001 Coolidge Ave.- While on patrol of Friday's routes, found an adult male right on the corner of Coolidge and Baker. Advised him he cannot scavenge from CMSD carts. If found again advised that he could be cited. Left without incident. Board of Directors March 10, 2026 Page 10 of 15 Trash Container Enforcement: In the month of February, 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: 128 The following locations received warnings: (1) Albert Pl. (2) Anaheim St. (6) Bernard St. (3) Bayside Ct. (5) Canoe Pond (2) Cape Pacific (7) Canyon Dr (2) Center St. (4) Church St. Board of Directors March 10, 2026 Page 11 of 15 (1) Costa Mesa St. (1) Cutter Wy. (2) El Camino Dr. (1) Elden Ave. (1) Elmhurst Ln. (3) Helena Cir. (4) Hamilton St. (1)James St. (2)Jeffrey Dr. (2) Kenwood Pl. (1)Knowell Pl. (7) Maple Ave. (12) Melody Ln. (1)Meyer Pl. (2) Mojeska Cir. (6)Ogle St. (14) Orange Ave. (3) Pacific Crest (1)Pamilla Ct. (6) Placentia Ave. (1)Puente Ave. (13) Santa Ana Ave. (1) Shalimar Dr. Board of Directors March 10, 2026 Page 12 of 15 (2)Towne St. (2) Wallace Ave. (6) Wilson St. Board of Directors March 10, 2026 Page 13 of 15 END OF TRASH CONTAINER ENFORCEMENT REPORT ____________________________________________________________________ Board of Directors March 10, 2026 Page 14 of 15 NO CASES OF GRAFFITI ON TRASH CARTS WERE OPENED IN THE MONTH OF FEBRUARY. Board of Directors March 10, 2026 Page 15 of 15 ____________________________________________________________________ Scavenging Report – February 2026 (0) Friday 1 Staff Report To: Board of Directors Via: Scott Carroll, General Manager From: Marissa Pereyda, Solid Waste Manager Date: March 10, 2026 Subject: Receive and File 2026 Christmas Tree Recycling Program Summary Costa Mesa Sanitary District, in partnership with CR&R, conducts an annual Christmas Tree Recycling Program for District trash customers. In 2026, CR&R collected 6,561 trees totaling 52.05 tons, which were processed at CR&R’s Anaerobic Digestion (AD) Facility in Perris, California. Staff Recommendation That the Board of Directors receive and file this report. Analysis The 2026 Christmas Tree Recycling Program, available exclusively to District trash customers, was conducted from January 2 through January 16. Customers are required to remove decorations, lights, and stands, and trees taller than six feet must be cut in half. Alternatively, customers may cut trees into pieces and place them in the Organics Cart. The District promoted the program through a mailed postcard, the Living Green Newsletter, a Mesa Water District bill insert, social media, emails, and the District’s website. CR&R assigned two dedicated collection vehicles for the two-week program and tasked Organics collection drivers with collecting trees placed out early on December 30 and 31, 2025. During the program period, a total of 6,561 Christmas trees were collected, representing 52.05 tons of organic material. This reflects an increase of 1,177 trees and 26.25 tons compared to the 2025 program, which collected 5,384 trees totaling 25.80 tons. CR&R reported that the increase reflects higher customer participation, consistent across other jurisdictions. In 2026, the District received 14 complaints regarding missed collections, including five reports involving multiple homes, compared with 98 complaints in 2025, including 48 involving multiple homes. This year, staff collected data from customers to confirm whether trees were truly 2 missed or simply set out on the wrong day. CR&R implemented significant improvements to the collection program this year, and the District thanks CR&R’s Operations Manager and the operations team for ensuring timely and efficient service during the 2026 program. The District pays the current Organics processing rate of $86.80 per ton for CR&R to recycle Christmas trees. There is no additional cost for collection or transportation under the existing agreement. Based on 52.05 tons collected in 2026, the total program cost to the District was $4,517.94. A ten-year summary of Christmas trees collected and total tonnage is included for historical context. 3 Legal Review Not applicable. Environmental Review Consideration of the Christmas Tree Collection 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 The District pays the established Organics recycling rate of $86.80 per ton for Christmas trees processed at CR&R’s Anaerobic Digestion (AD) Facility. Based on 52.05 tons collected in 2026, the total cost for collection and recycling services is $4,517.94. This expense is included within the District’s FY 2025–26 budgeted Organics disposal costs. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the March 10, 2026, Board of Directors Study Session at District Headquarters and posted on the District’s website. 4 Alternative Actions Refer the item back to staff with further instructions. 1 Staff Report To: Board of Directors From: Scott Carroll, General Manager Date: March 10, 2026 Subject: Citizens Advisory Committee Appointment Process Summary On February 23, 2026, the Board of Directors directed staff to temporarily pause all Citizens Advisory Committee (CAC) meetings and conclude all CAC membership terms, effective immediately. The Board intends to use this time to review and restructure the CAC’s member interview and appointment process, whereby each Board member will appoint two CAC members who reside within their respective voting division, ensuring that each division has two representatives. The eleventh CAC member will be appointed by the full Board. The Board’s evaluation will help ensure a clear and consistent process for future appointments; however, staff is seeking further clarification and direction from the Board. Staff Recommendation That the Board of Directors provide direction to staff. Analysis Staff is seeking further clarification and direction from the Board regarding the appointment process for the Citizens Advisory Committee (CAC). For instance, • What happens if a Board Division does not have at least two qualified applicants residing within the division? Would those CAC seats remain vacant? If multiple seats remain unfilled, the CAC could lack a quorum to conduct meetings. • What occurs if a Board member chooses not to appoint any of the applicants from their division? Would the recruitment process be reopened or extended? • Is the appointment made solely at the discretion of the individual Board member, with the decision considered final, or does the appointment require approval by a majority of the Board? • May a Board member object to another Director’s appointment? If so, would rejecting an appointment require approval by a majority of the Board? Legal Review No applicable 2 Environmental Review Review of the Citizens Advisory Committee 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 the District. CAC members are volunteers and staff time to prepare CAC agendas, staff reports and provide support to the CAC is minimal. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the March 10, 2026 Board of Directors study session meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. 1 Staff Report To: Board of Directors From: Scott Carroll, General Manager Date: March 10, 2026 Subject: Receive and File Implementation Plan from Sewer System Management Plan 2025 Internal Audit Summary On December 15, 2025, the Board of Directors accepted the 2025 internal audit findings of CMSD’s Sewer System Management Plan (SSMP) performed by EEC Environmental and directed staff to prepare an action plan with timeline for completion regarding EEC’s recommended SSMP enhancements. Staff Recommendation That the Board of Directors receive and file the Implementation Plan from the SSMP 2025 Internal Audit. Analysis Per the Statewide General Waste Discharge Requirements (GWDR) for Sanitary Sewer Systems (State Water Resources Control Board No. 2006-003-DWQ), the District developed and implemented a comprehensive Sewer System Management Plan (SSMP), with the primary objective of reducing and preventing Sanitary Sewer Overflows (SSO’s). A key requirement of the SSMP is that every three years routine internal audits be performed to evaluate the effectiveness of the SSMP as well as the District’s compliance with the SSMP elements. On December 15, 2025, EEC shared their audit findings with the Board of Directors where they found the District is in full compliance with state regulations. EEC provided recommended enhancements to the SSMP and even though the enhancements are not required by state regulations, they are intended to improve and/or enhance the current plan. As per Board direction, attached is an implementation plan, along with timeline for completion, for the recommended enhancements identified by EEC. The next internal audit will be performed in 2028. The timeline for completion on all items is no later than June 30, 2028. Legal Review 2 Not applicable. Environmental Review Preparing and implementing an action plan of enhancements to the District’s Sewer System Management Plan (SSMP) is an administrative matter, and administrative matters are exempt under CEQA and the District’s CEQA Guidelines. The SSMP assists the District in providing comprehensive sewer system management, including protection of the environment by eliminating sanitary sewer overflows. Financial Review There are no financial impacts to the District for the implementation plan because many items identified in the plan are in the budget. For instance, $40,000 is budgeted for updating sewer design standards, $29,500 is budgeted for training, and $40,000 is budgeted for the FOG database import. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the March 10, 2026 Board of Directors study session meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with additional information. SEWER SYSTEM MANAGEMENT PLAN Implementation Plan from 2025 Audit Enhanced Action Completion Date Status Comments Not started In Progress Complete Delayed 1. Modify the Introduction and Goals Section to more prominently display the goals of the District. 7-1-26 2. Review the Organization Chart at least quarterly to ensure the chart is kept up-to-date. 6-30-28 Org chart updated on 3-2- 26 to reflect recent promotions in the Wastewater Department. 3. Use Cleaning results/observation data to evaluate and optimize line cleaning frequencies. 7-1-26 8"-10" pipes will be cleaned annually while larger pipes will be cleaned once every 18 months. CMSD will be split up into three geographical locations assigned to one cleaning crew. 4. Identify or provide additional training opportunities for District Staff on key topics 6-30-28 On Feb 19, 2026, staff attended Calif Water Environment Assoc (CWEA) Santa Ana River Basin Section (SARBS) 48th Winter Collection Systems Seminar Topic was data driven gravity main cleaning optimization. 5. Develop a work order system for individual sewer segments. 1-2-27 Work orders will be revised to include one work order per week 6. Complete the planned sewer design standards update project. 1-31-27 Proposals from qualified engineering firms were received on 1-23-26. 7. Conduct spill simulation training for staff involved in spill emergency response. 6-30-28 8. Evaluate the effectiveness of the residential education program. 12-31-26 9. Complete the FOG database switchover to CityWorks. 2-28-27 Developing a new FOG database is underway. 10. Update the sewer capacity evaluation model to accurately reflect current flow conditions. 12-31-27 1 Staff Report To: Board of Directors Via: Scott Carroll, General Manager From: Noelani Middenway, CMC, District Clerk & Public Information Officer Date: March 10, 2026 Subject: Consideration of Moving the May 12, 2026 Study Session to Allow Board Attendance at the Special District Leadership Academy Summary The California Special Districts Association (CSDA) is hosting its annual Special District Leadership Academy in San Diego from May 11–14, 2026. The Academy provides core governance training as well as advanced breakout sessions covering topics such as: • Fiscal and financial training for elected officials • Strategic planning • Social media and emerging technology • Brown Act compliance • Handling disruptive public meetings The conference is one of the most widely recognized professional development opportunities for special district governance and is frequently attended by both new and returning Board members. Staff has received interest from at least two Board members in attending the San Diego session, directly conflicting with the District’s scheduled Study Session. Staff Recommendation That the Board of Directors move the scheduled Study Session of May 12, 2026 to an alternate date, or cancel the meeting, to allow interested Board members to attend the Special District Leadership Academy (SDLA) scheduled for May 11–14, 2026 in San Diego. Analysis The District’s Study Session is currently scheduled for Tuesday, May 12, 2026. Because the 2 SDLA’s programming runs concurrently through that date, attendance at both events is not feasible. To facilitate Board participation in valuable governance training, without compromising the Board’s ability to conduct scheduled business, staff recommends that the Board consider one of the following actions: 1. Move the May 12 Study Session to an earlier or later date in May, depending on Board availability; or 2. Cancel the May Study Session entirely, if the Board determines that agenda items can be deferred to the May Regular Meeting. Postponing or cancelling the Study Session would ensure the Board can take advantage of the educational and leadership development opportunities offered by CSDA without schedule conflicts. Legal Review Not applicable. Environmental Review Consideration of moving the May 12, 2026 Study Session 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 is no fiscal impact associated with rescheduling or cancelling the Study Session. Any costs associated with SDLA attendance (registration, lodging, travel) are budgeted separately under Board training and travel allowances. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the March 10, 2026 Board of Directors Study Session at District Headquarters and posted on the District’s website. Alternative Actions Maintain the May 12, 2026 Study Session as scheduled and allow individual Board members to decide whether or not to attend the SDLA.