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Tuesday, March 10, 2020
Board of Directors Study Session
290 Paularino Avenue, Costa Mesa at 9:30 A.M.
Public Comments: Any member of the public may address the Board. Speakers on agenda items
should identify themselves to the District Clerk before the meeting so that their input can be
provided at the time the item is considered. Speakers on non-agenda items will be heard under
Public Comments.
Pursuant to State law, the Board may not discuss or take action on non-agenda items except
under special circumstances. Speakers must limit their remarks to four minutes or as decided
upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out
of order.
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 at the District offices at 290 Paularino Avenue, Costa Mesa, California.
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).
A. OPENING ITEMS
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.)
B. 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 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.
1. Public Comments
C. ITEMS OF STUDY
1. Code Enforcement Officer Report – February 2020
2. January 2020 Organics Tonnage Report
3. January 2020 Solid Waste Diversion Report
4. Consideration of Approving Special Holiday Pay the Day Before Thanksgiving and Christmas
5. Master Plan Update Status
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, March 10, 2020
Board of Directors Study Session
290 Paularino Avenue, Costa Mesa at 9:30 A.M.
Public Comments: Any member of the public may address the Board. Speakers on agenda items
should identify themselves to the District Clerk before the meeting so that their input can be
provided at the time the item is considered. Speakers on non-agenda items will be heard under
Public Comments.
Pursuant to State law, the Board may not discuss or take action on non-agenda items except
under special circumstances. Speakers must limit their remarks to four minutes or as decided
upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out
of order.
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 at the District offices at 290 Paularino Avenue, Costa Mesa, California.
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).
A. OPENING ITEMS
James Ferryman, President
Robert Ooten, Vice President
Arlene Schafer, Secretary
Michael Scheafer, Director
Arthur Perry, Director
Subject 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.)
Meeting Mar 10, 2020 - Board of Directors Study Session
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B. 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 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.
Subject 1. Public Comments
Meeting Mar 10, 2020 - Board of Directors Study Session
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C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: March 04, 2020
Subject: February 2020 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of February regarding
scavenging of recyclable materials, trash carts stored in public view and graffiti on trash carts.
Recommendation
That the Board of Directors receives and file this report.
Analysis
In the month of February, Officer Roberts approached five (05) individuals observed scavenging from CMSD trash carts. In the same
month he issued 116 warning notices to residents storing their trash carts in public view. Officer Roberts found no graffiti on trash
carts in the month of February.
Officer Roberts enforcement activities are described in more detail in the attached report.
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
Officer Roberts' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the March 10, 2020 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.
File Attachments
February 2020 CEO report.doc (1,425 KB)
Subject 1. Code Enforcement Officer Report – February 2020
Meeting Mar 10, 2020 - Board of Directors Study Session
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Type Receive and File
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: March 10, 2020
Subject: Organics Tonnage Report
Summary
A total of 779.70 tons of organic waste was collected in January 2020.
Staff Recommendation
That the Board of Directors receives and file this report.
Analysis
Below is a graph depicting the total tonnage of organic waste collected during each month of the last four fiscal years. Additionally, a
graph is included breaking down the total tonnage collected and how much material was recycled and landfilled from the organics
program.
Please note that the December tonnage information was updated to reflect Christmas tree tonnage that was not included in the first
report.
Subject 2. January 2020 Organics Tonnage Report
Meeting Mar 10, 2020 - Board of Directors Study Session
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Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report.
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File Attachments
Tonnage.png (8 KB)
Organics.png (18 KB)
Legal Review
Not applicable.
Environmental Review
Consideration of the Organics Tonnage Report is an administrative matter and not a disturbance of the environment similar to grading
or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the March 10, 2020 Board of Directors Study
Session meeting at District Headquarters and posted on the District's website.
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SW Tonnage.png (26 KB)
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: March 10, 2020
Subject: Solid Waste Diversion Report
Summary
A total of 2,191.41 tons of solid waste were collected and recycled in January 2020.
Staff Recommendation
That the Board of Directors receive and file this report.
Analysis
Using data from CR&R's Recycling Report and OCC's Recycling Center Recycling Report, staff has calculated the diversion rate for
the last six months at 61.99%. A total of 26,339.52 tons of solid waste materials have been collected, of which 16328.20 tons have
been diverted away from landfills. In addition to curbside collection from CR&R, CMSD offers a variety of other waste diversion
programs including large item pickup, where white goods are collected. Attachment A is the fiscal year 2019-20 diversion rate
support.
The number of missed pickups received by CMSD for January 2020 was 49.
Legal Review
Not applicable.
Environmental Review
Consideration of the Solid Waste Diversion Report is an administrative matter and not a disturbance of the environment similar to
grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the March 10, 2020 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
Alternative Action
1. Direct staff to report back with more information.
File Attachments
Attachment A.pdf (87 KB)
Subject 3. January 2020 Solid Waste Diversion Report
Meeting Mar 10, 2020 - Board of Directors Study Session
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Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report.
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Via: Dyana Bojarski, Administrative Services Manager
Date: March 10, 2020
Subject: Consideration of Approving Special Holiday Pay the Day Before Thanksgiving and Christmas
Summary
Historically, the District has revised its operational hours by closing at noon the day before Thanksgiving Day and Christmas Day in
order to give staff ample time for traveling during the busy holiday season. At the November 21, 2019 Board of Directors Regular
Meeting, the Board suggested the District close for the entire day before Thanksgiving and Christmas and directed staff to bring this
item back for consideration.
Recommendation
That the Board of Directors direct staff to bring this item back to the March 23, 2020 regular Board of Directors meeting to consider
approving Special Holiday Pay the Day Before Thanksgiving and Christmas.
Analysis
Customer activity at District offices during the day before Thanksgiving and the day before Christmas has been historically slow. In
prior years, the Board has authorized a revision to operating hours on the day before both Thanksgiving and Christmas. Since 2010,
District offices have closed at 12:00 p.m. on the Wednesday before Thanksgiving and on the day before Christmas. This allows staff
sufficient time to travel to their destination for the holiday. At the Board of Directors Regular Board Meeting on November 21, 2019,
the Board suggested taking into consideration making this a full day holiday closure since many people travel on those days. The
Board also requested staff determine how much activity occurs at the office on those days and then report back to the Board.
As requested, staff recorded activity and the results show that on November 27, 2019, the day before Thanksgiving, no permits were
issued and only two members of the public visited District offices. Of those two visitors, one was a previously scheduled appointment.
The phones were unusually light with only two telephone calls throughout the day. On December 24, 2019, the day before Christmas,
there were not any permits issued and only two phone calls. No members of the public visited District offices on that day.
During the hours of office closure, Headquarters (HQ), and Yard staff have had the option of working a full day while offices are
closed or staff can voluntarily use their accrued leave time (e.g. vacation, floating holiday, comp time or executive leave).
Staff is recommending the day before Thanksgiving and Christmas be called Special Holidays where employees will be paid their
normally scheduled work hours as holiday hours on these two days. Staff believes adding Special Holidays as a part of the District’s
benefits package can both entice job candidates and help retain employees by giving them additional flexibility while contributing to a
healthy work-life balance and higher employee satisfaction. Currently, part-time employees are not eligible for holiday pay, so they will
not be eligible for Special Holiday pay as well.
Currently, the District has ten paid holidays and two floating holidays. The floating holidays can be used at any time during the fiscal
year. The purpose of the floating holiday is to allow personal days that employees can use at any time during the year over and
above any vacation, sick or other paid leave time. Floating holidays allow employees to take paid time off when their religious or
traditional practices don’t match the Federal holiday schedule (Hanukkah, Passover, Good Friday, Lunar New Year, etc.) or for any
other reason without having to use a vacation day. Floating holidays also come in handy for unexpected events or emergencies if
Subject 4. Consideration of Approving Special Holiday Pay the Day Before Thanksgiving
and Christmas
Meeting Mar 10, 2020 - Board of Directors Study Session
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Type Discussion
Goals 6.7 Promote high employee satisfaction
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paid time off has been exhausted. Any excess balances of floating holidays are paid out to employees at the end of each fiscal year.
The benefit of having floating holidays is that staff has discretion on how and when to use their leave. If the Board were to require
staff to use their floating holiday for the day before Thanksgiving and Christmas it would be considered a reduced benefit.
Other Local Agencies
Orange County Sanitation District offers paid time off the day before Christmas. Mesa Water District has Special Holiday Pay the day
before Christmas and the day before New Year's Day. The City of Costa Mesa closes for two weeks during Christmas and New
Year's Day holidays, but only Christmas and New Year's Day are considered paid holidays. It is unclear in the City's Personnel Rules
and Regulations if employees take this time off as unpaid, or they have to use their leave time. Midway City Sanitary District (MCSD)
offers employees the option of selecting any date as a paid holiday for celebrating their particular tradition, hero or celebration. After
one full year of service, MCSD employees are also granted two additional days off, one for their birthday and the other at a time
designated by the employee.
Outreach
Current District procedures for all Holidays and/or revisions to regular operating hours include notifying the public by posting the
information on the District's website, signage in the front lobby, social media, and notice through GovOutreach.
If the Board approves the recommendation, staff will bring back an ordinance for adoption and inclusion in the District's Operations
Code.
Legal Review
Not applicable at this time, but if the Board approves the recommendation, District Counsel will review and approve the draft
ordinance.
Environmental Review
The consideration of adding Special Holiday Pay is an administrative matter and is 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
The estimated salary cost for District employees per day is approximately $7,500. However, there will be no additional salary cost to
the FY 2020-21 budget by approving Special Holiday pay. There will be a minimal savings in utility costs at HQ and the Yard as a
result of closing all day.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the March 10, 2020 Study Session at District
Headquarters and on District website at www.cmsdca.gov.
Alternative Actions
1. Do not approve Special Holiday pay.
2. Direct staff to report back with more information.
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C. ITEMS OF STUDY
To: Board of Directors
From: Michael Benesh, District Engineer
Date: March 10, 2020
Subject: Master Plan Update Status
Summary
The Master Plan Update has been in process for a number of years. There were a number of steps in compiling the information for
the Master Plan Update.
System Capacity
1. Creating a GIS database of the District's facilities and projected land uses.
2. Developing and comparing the projected ultimate flows to the sewer system capacity.
3. Identifying the areas of under-capacity in the District system that will need future improvement.
4. Conducting flow monitoring in the identified areas to determine whether there is an existing capacity issues.
5. Determining pump station capacity issues and the effect of potential upgrades on the downstream sewer system.
6. Recommending system wide improvements that will be needed to meet future capacity needs.
In addition to capacity, other issues affecting the sewer system were also evaluated.
1. Calcium Buildup in sewer mains.
2. Ductile Iron Pipe rehabilitation.
3. Recent changes to the allowed development density in residential areas
Analysis
The first four steps outlined in evaluating the sewer capacity have been essentially completed. The pump station capacity issues are
currently being evaluated. Once that is complete, recommendations for system wide improvements can be developed.
The calcium issue has been evaluated and locations of significant impact have been identified by CCTV. We are currently evaluating
recommendations for how to treat the impacted areas.
There currently is a project for the rehabilitation of the Ductile Iron pipe segments in the district. The plan is to clean and line the
pipes. It will be completed in phases.
The City of Costa Mesa is mandated to provide nearly 12,000 new homes in the next decade. One method of attaining that goal is
construction of accessory dwelling units on existing residential lots. The City of Costa Mesa Urgency Ordinance No. 19-19 took effect
on January 1, 2020. The ordinance includes language to the effect that each Single Family Dwelling lot in residential zones
may have up to one junior accessory dwelling unit. Additionally, each lot may have either one accessory dwelling
unit within an existing or proposed single-family dwelling or one detached, new construction, accessory dwelling
unit.
The Ordinance also states that for lots with existing multi -family residential dwellings: "No more than twenty-five
percent (25%) of the number of the existing units, but at least one (1) unit, shall be permitted as accessory
dwelling units constructed within the non -livable space ( e. g., storage rooms, boiler rooms, hallways, attics,
basements, or garages) of the existing multifamily dwelling structure provided that applicable building codes are
met."
The ordinance further states: "In adopting these standards, the city recognizes that the approval of dwelling units
may, in some instances, result in dwelling densities exceeding the maximum densities prescribed by the general
plan."
The potential increase in densities and resulting increases in projected sewer flows are being evaluated to determine
the effect on the required sewer system capacity.
Subject 5. Master Plan Update Status
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Recommendation
That the Board of Directors receive and file the report.
Legal Review
Not applicable at this time.
Environmental Review
The wastewater master plan update is a planning study and Section 15262 of Article 18 Statutory Exemptions, of the California Code
of Regulations states: “A project involving only feasibility or planning studies for possible future actions which the agency, board, or
commission has not yet approved, adopted, or funded does not require the preparation of an EIR or negative declaration but does
require consideration of environmental factors. This section does not apply to the adoption of a plan what will have a legally binding
effect on later activities.” Consideration of the environmental factors will occur as part of each of the projects listed in the adopted
master plan.
Financial Review
Not applicable at this time.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the March 10, 2020 Board of Directors
Study Session meeting at District Headquarters and posted on the District’s website www.cmsdca.gov.
Alternative Actions
1. Refer item back to staff with further instructions.
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Mar 10, 2020 - Board of Directors Study Session
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D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, APRIL 14, 2020 AT 9:30 A.M. IN THE DISTRICT'S BOARD ROOM, LOCATED AT 290 PAULARINO AVENUE,
COSTA MESA.
Subject 2. Adjournment
Meeting Mar 10, 2020 - Board of Directors Study Session
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Type Procedural