2020_09_28_boardMonday, September 28, 2020
Board of Directors Regular Meeting
Time: 4:30 P.M.
IMPORTANT NOTICE REGARDING SEPTEMBER 28, 2020 REGULAR BOARD MEETING
This meeting is being conducted utilizing teleconferencing and electronic means consistent
with State of California Executive Order N-29-20 dated March 17, 2020, regarding the
COVID-19 pandemic.
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page
(which will be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the
public may only view the meeting online and not in the District's Board Room.
***
To participate in the meeting by computer:
1. Copy and paste the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 879 1744 5548
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store
(for Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 879 1744 5548#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to
bypass this step.
***
Public Comments: Members of the public can submit any comments in writing for the
Board of Directors' consideration by sending them to the District Clerk, Noelani
Middenway, at nmiddenway@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).
A. OPENING ITEMS
1. Call to Order - President Ferryman
2. Pledge of Allegiance - President Ferryman
3. Invocation - Vice President Ooten
4. 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.)
5. Announcement of Late Communications - Unless directed otherwise by the Board of Directors, all
actions shall be based on/memorialized by the latest document submitted as a late communication.
6. Ceremonial Matters and Presentations
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. CONSENT CALENDAR - All matters listed on the consent calendar are considered to be
routine and may be acted upon by one motion after public comment has been received.
Only Board of Directors may pull an item for discussion. Reading of resolutions is waived
and they will be adopted and numbered. Now is the time for those in the audience who
wish to speak to items listed on the consent calendar. Each speaker will be limited to four
(4) continuous minutes of comment on the consent calendar as a whole.
1. Approve Consent Calendar
2. Approve the Board of Directors Study Session Minutes of August 11, 2020
3. Approve the Board of Directors Regular Meeting Minutes of August 24, 2020
4. Adopt Warrant Resolution No. CMSD 2021-03 Approving District Warrant Registers
5. Approve the Directors' Compensation and Reimbursement of Expenses
6. Approve Payroll Transparency Disclosure for August 2020
7. Approve the preparation of a warrant to CR Transfer in the amount of $226,178.78 for August
2020 recycling and disposal services in the September 2020 warrant register
8. Accept the occupancy count as presented as 22,984 and direct staff to prepare a warrant to
CR&R Environmental Services for $238,194.68 for August 2020 collection
9. Receive and File Contracts Signed by the General Manager
10. Approve the Investment Report for the Month of August 2020
D. PUBLIC HEARINGS
E. GENERAL MANAGER'S REPORTS
1. Consider Voting for One Candidate for President of the Independent Special Districts Orange
County (ISDOC) Executive Committee
2. Consider approving a budget adjustment for Fiscal Year 2020-21 to transfer $36,816 from the
General Fund and transfer in to the Solid Waste Fund.
3. Consider approving the transfer out $109,000 from the Asset Management Fund, transfer in to
the Wastewater Fund and to appropriate $109,000 to CIP #332, Bristol Sewer Siphon Repair.
4. Consider approving Special Holiday Pay the Day Before Thanksgiving and Christmas
F. ENGINEER'S REPORTS
1. Receive and File the Monthly Capital Improvements Project Status Report
G. TREASURER'S REPORTS
H. ATTORNEY'S REPORTS
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is
required to be given by a Director for any meeting for which expense reimbursement of
any kind is provided. Note: For meetings for which the per diem compensation is sought,
the Operations Code provides that such compensation is authorized for each day’s service
rendered as a Director at the request of the Board (not to exceed six days in one
month), and certain meetings are specified as being eligible as set forth in District
Operations Code § 3.01.030. For meetings not so listed, the Board must
approve the service for it to be eligible for the per day compensation.
1. Orange County Sanitation District (OCSD) - (President Ferryman)
2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry)
3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer)
4. California Special Districts Association (CSDA) - (Secretary Schafer)
5. Special District Risk Management Authority (SDRMA) - (Director Scheafer)
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code
Section 3.01.030
J. OLD BUSINESS
K. NEW BUSINESS
L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
1. Oral Communications and Director Comments
M. ADJOURN TO CLOSED SESSION
N. RECONVENE TO OPEN SESSION
O. CLOSING ITEMS
1. Adjourn
Monday, September 28, 2020
Board of Directors Regular Meeting
Time: 4:30 P.M.
IMPORTANT NOTICE REGARDING SEPTEMBER 28, 2020 REGULAR BOARD MEETING
This meeting is being conducted utilizing teleconferencing and electronic means consistent
with State of California Executive Order N-29-20 dated March 17, 2020, regarding the
COVID-19 pandemic.
***
The livestream of the meeting can be viewed by clicking the "Video" icon on this page
(which will be made available at the start of the meeting) or by visiting
www.youtube.com/CostaMesaSanitary. In accordance with Executive Order N-29-20, the
public may only view the meeting online and not in the District's Board Room.
***
To participate in the meeting by computer:
1. Copy and paste the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 879 1744 5548
3. Click "Join."
***
To join the meeting with a mobile device:
1. Download the Zoom app at the Google Play Store (for Android devices) or the App Store
(for Apple devices)
2. Open the Zoom app. Select "Join a Meeting."
3. Enter Zoom Meeting ID. Select "Join Meeting."
***
To join the meeting by phone:
1. Call 1-669-900-6833.
2. You will be asked to enter the Meeting ID number. Dial 879 1744 5548#
3. Lastly, you will be asked to enter your Participant ID. Press the # symbol again to
bypass this step.
***
Public Comments: Members of the public can submit any comments in writing for the
Board of Directors' consideration by sending them to the District Clerk, Noelani
Middenway, at nmiddenway@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).
A. OPENING ITEMS
Subject 1. Call to Order - President Ferryman
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 2. Pledge of Allegiance - President Ferryman
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 3. Invocation - Vice President Ooten
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
James Ferryman, President
Robert Ooten, Vice President
Arlene Schafer, Secretary
Michael Scheafer, Director
Arthur Perry, Director
Subject 4. 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 Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 5. Announcement of Late Communications - Unless directed
otherwise by the Board of Directors, all actions shall be based
on/memorialized by the latest document submitted as a late
communication.
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 6. Ceremonial Matters and Presentations
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Procedural
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 Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Procedural
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
Subject 1. Approve Consent Calendar
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors approve the Consent Calendar as presented.
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: September 28, 2020
Subject: Approve the Board of Directors Study Session Minutes of August 11, 2020
Summary
The recorded minutes of the August 11, 2020 Board of Directors Study Session are hereby submitted to the Board
of Directors for review and approval.
Analysis
Attached to the staff report are the minutes for the Board of Directors Study Session on August 11, 2020.
Staff Recommendation
That the Board of Directors approve the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes 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
Not applicable.
Public Notice Process
Subject 2. Approve the Board of Directors Study Session Minutes of August
11, 2020
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Minutes
Recommended
Action
That the Board of Directors approve the meeting minutes as presented.
Minutes View Minutes for Aug 11, 2020 - Board of Directors Study Session
Copies of this report are on file and will be included in the complete agenda packet for the September 28,
2020 Board of Directors Regular Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2020_08_11_ss.pdf (168 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: September 28, 2020
Subject: Approve the Board of Directors Regular Meeting Minutes of August 24, 2020
Summary
The recorded minutes of the August 24, 2020 Board of Directors Regular Meeting are hereby submitted to the
Board of Directors for review and approval.
Staff Recommendation
That the Board of Directors approve the meeting minutes as presented.
Analysis
Attached to the staff report are the minutes for the Board of Directors Regular Meeting on August 24, 2020.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes 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
Not applicable.
Public Notice Process
Subject 3. Approve the Board of Directors Regular Meeting Minutes of August
24, 2020
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent), Minutes
Recommended
Action
That the Board of Directors approve the meeting minutes as presented.
Minutes View Minutes for Aug 24, 2020 - Board of Directors Regular Meeting
Copies of this report are on file and will be included in the complete agenda packet for the September 28,
2020 Board of Directors Regular Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2020_08_24_rm.pdf (229 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Lieu Tran, Accountant
Date: September 28, 2020
Subject: Adopt Warrant Resolution No. CMSD 2021-03 Approving District Warrant Registers
Summary
Attached is the Warrant Resolution, which ratifies the payment of certain claims and demands and specifies the
funds from which they were paid.
Recommendation
That the Board of Directors approve and file the report.
Analysis
Attached is the Warrant Resolution, which ratifies the payment of certain claims and demands and specifies the
funds from which they were paid.
Legal Review
Not Applicable.
Environmental Review
Subject activity 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
Sufficient funds are available in the adopted budget.
Subject 4. Adopt Warrant Resolution No. CMSD 2021-03 Approving District
Warrant Registers
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action, Action (Consent)
Budgeted Yes
Recommended
Action
That the Board of Directors adopt Warrant Resolution No. CMSD 2021-03
approving District warrants for the month of August in the amount of
$721,432.54.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the September 28,
2020 Board of Directors Regular meeting at District Headquarters and posted on the District’s
website www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
WARRANT RESO 2021-03.pdf (130 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Noelani Middenway, District Clerk & Public Information Officer
Date: September 28, 2020
Subject: Directors' Compensation and Reimbursement of Expenses
Summary
The Directors' Compensation and Reimbursement of Expenses are hereby submitted to the Board of Directors for
review and approval.
Analysis
Attached to the staff report are the Directors' Compensation and Reimbursement of Expenses.
Staff Recommendation
That the Board of Directors approve the compensation and reimbursement of expenses as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of the compensation and reimbursement of expenses 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the September 28,
2020 Board of Directors Regular Meeting at District Headquarters and posted on the District’s website.
Subject 5. Approve the Directors' Compensation and Reimbursement of
Expenses
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors approve the compensation and reimbursement of
expenses as presented.
Alternative Actions
1. Do not approve the compensation and reimbursement of expenses as presented.
2. Direct staff to report back with more information.
File Attachments
director_compensation.pdf (411 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Lieu Tran, Accountant
Subject: Approve Payroll Transparency Disclosure for August 2020
Summary
Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month.
Recommendation
That the Board of Directors approve and file the report.
Analysis
Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month.
Legal Review
Not Applicable.
Environmental Review
Subject activity 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
Sufficient funds are available in the adopted budget.
Public Notice Process
Subject 6. Approve Payroll Transparency Disclosure for August 2020
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Budgeted Yes
Recommended
Action
That the Board of Directors approve and file the report.
Goals 4.7 Demonstrate outstanding efforts in transparency
7.0 Finance
Copies of this report are on file and will be included with the complete agenda packet for the September 28,
2020 Board of Directors Regular meeting at District Headquarters and posted on the District’s website
www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
Payroll Transparency Disclosure Report Aug 2020.pdf (1,573 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: September 28, 2020
Subject: Approve the preparation of a warrant to CR Transfer in the amount of $226,178.78 for August
2020 recycling and disposal services in the September 2020 warrant register
Summary
This payment to CR Transfer is for the sorting of recyclables from the mixed waste and disposal of the remaining
waste at the landfill. With the implementation of the Organics Recycling Program adopted by the Board,
this payment also includes the diverting of the organics waste to the Anaerobic Digestion facility to be recycled
into fertilizer or renewable natural gas to fuel the refuse trucks.
Recommendation
That the Board of Directors approves the preparation of a warrant to CR Transfer in the amount of $226,178.78 for
August 2020 recycling and disposal services to be ratified in the September 2020 warrant register.
Analysis
Below is a chart depicting the total tonnage and payments due for residential and organic waste collected in Costa
Mesa and Newport Beach.
Due to weight ticket calculation rounding, monthly invoices may be slightly off by a few pennies. Invoices that are
slightly off are marked by an asterisk below.
Type of Waste Invoice Tonnage Rate Amount Billed
Residential Waste - Costa Mesa 39261 1,444.59 $54.98$79,423.57*
Residential Waste - Costa Mesa 39218 1,369.10 $54.98$75,273.14*
Residential Waste - Newport Beach39262 31.05 $54.98$1,707.13
Residential Waste - Newport Beach39219 40.74 $54.98$2,239.89
Total Residential Waste 2,885.48 $158,643.72
Organics 39253 429.19 $75.65$32,468.22
Subject 7. Approve the preparation of a warrant to CR Transfer in the amount
of $226,178.78 for August 2020 recycling and disposal services in the
September 2020 warrant register
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors approves the preparation of a warrant to CR
Transfer in the amount of $226,178.78 for August 2020 recycling and
disposal services to be ratified in the September 2020 warrant register.
Organics 39295 463.54 $75.65$35,066.83*
Total Organics 892.73 $67,535.05
Grand Total 3,778.21 $226,178.78
Legal Review
Not Applicable
Environmental Review
Subject activity 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
Sufficient funds are available in the adopted budget to pay for the services provided.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the September 28,
2020 Board of Directors regular meeting at District Headquarters and posted on the District’s website at
www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: September 28, 2020
Subject: Accept the occupancy count as presented as 22,984 and direct staff to prepare a warrant to
CR&R Environmental Services for $238,194.68 for August 2020 collection
Summary
Accept the occupancy count as presented using 22,984 as the correct number of active units and direct staff to
prepare a warrant to CR&R Environmental Services for August 2020 collection based on this occupancy report so
long as the contractor fulfills the obligations of the agreement in the amount of $238,194.68 to be ratified in the
September 2020 warrant list.
Recommendation
That the Board of Directors accept the occupancy count as presented using 22,984 as the correct number of
active units and direct staff to prepare a warrant to CR&R Environmental Services for August 2020 collection
based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of
$238,194.68 to be ratified in the September 2020 warrant list.
Analysis
The occupancy count is the number of residential customers that the District pays CR&R for the trash truck to stop
and pick-up trash. The District pays CR&R $10.3635 per occupant, per month. Each month, new
residential customers in brand-new developments contact the District to establish new trash service. District staff
contacts CR&R to approve the drop-off of carts at the residence, which results in an increase in the occupancy
count as shown on the attached list.
As of August 31, 2020, total District occupancy was at 22,984 with four (4) new accounts added and two (2)
accounts deleted since the last billing period. District staff will continue to track the number of new service
Subject 8. Accept the occupancy count as presented as 22,984 and direct
staff to prepare a warrant to CR&R Environmental Services for
$238,194.68 for August 2020 collection
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors accept the occupancy count as presented using
22,984 as the correct number of active units and direct staff to prepare a
warrant to CR&R Environmental Services for August 2020 collection based on
this occupancy report so long as the contractor fulfills the obligations of the
agreement in the amount of $238,194.68 to be ratified in the September
2020 warrant list.
addresses.
The payment calculation is based on the following:
District's Current Rate for August 2020:
22,984 x $10.3635 =$238,194.68
Legal Review
Not Applicable
Environmental Review
Subject activity 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
Sufficient funds are available in the adopted budget to pay for the services provided.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the September 28, 2020
Board of Directors Regular meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
2020-Aug-CMSD Occupancy Report Official.pdf (72 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
From: Scott Carroll, General Manager
Date: September 28, 2020
Subject: Contracts Signed by the General Manager
Summary
At the January 24, 2019 Board of Directors meeting, the Board directed the General Manager to submit a list of
contracts he signed during the previous month. Below are the contracts he signed in the months of August 2020.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Below are the contracts signed by the General Manager in the months of August 2020.
August
Contracts
1. Waste Management Curbside, LLC – Collecting non-controlled pharmaceutical waste from drop-off boxes.
Cost: $485 per pound and $125 per stop fee.
2. 2 Amendment Orange County Superintendent of Schools – Project Zero Waste Lunch Program. Cost:
$20,000
3. Performance Pipeline Technologies, Inc. – Project 332: De-watering, cleaning, removal of a motor build up
in each barrel of 6” or 8” siphon and lining. Cost: $78,875
4. Roberts Consulting Group, Inc. – District Engineer Recruitment. Cost: $25,000
Purchase Orders
5. Superior Pavement Markings – Striping Bristol Street after performing repairs on a sewer siphon. Cost:
$2,450
6. EJ USA, Inc. – purchased 35 composite manhole covers. Cost: $24,663.13
7. Inland Kenworth, Inc. – Unit 1030 towing service. Cost: $500
Legal Review
All contracts are reviewed and approved by District Counsel before contracts are executed.
Subject 9. Receive and File Contracts Signed by the General Manager
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors receive and file this report.
nd
Environmental Review
Providing the Board of Directors a monthly list of contracts signed by the General Manager is an administrative
matter that will not result in direct or indirect physical changes in the environment and is not considered a
"project".
Financial Review
There is adequate funding in the budget for the expenses referenced above.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the September 28,
2020 Board of Directors meeting at District Headquarters and on District website at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information.
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
C. CONSENT CALENDAR - All matters listed on the consent calendar are
considered to be routine and may be acted upon by one motion after public
comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and
numbered. Now is the time for those in the audience who wish to speak to
items listed on the consent calendar. Each speaker will be limited to four (4)
continuous minutes of comment on the consent calendar as a whole.
To: Board of Directors
From: Marc Davis, District Treasurer
Date: September 28, 2020
Subject: Approve the Investment Report for the Month of August 2020
Summary
Attached is the Investment Report for the month of August 2020. As required by the District’s Statement of
Investment Policy, the Investment Report delineates all investment activity during the month.
Recommendation
That the Board of Directors approve the Investment Report for the month of August 2020.
Analysis
This report lists the types of securities held in the District’s portfolio, the institutions from which the securities were
purchased, maturity dates and interest rates as of August 31, 2020. The District’s investments are in compliance
with the Statement of Investment Policy adopted by the Board at the June 22, 2020 regular meeting, as well as
the California Government Code. The market values in this report were provided by our third party custodian,
Pershing, LLC, except for the Local Agency Investment Fund (LAIF). The market value of LAIF was provided by
the State Treasurer’s Office. It does not represent the value of the underlying securities within the pool, but rather
the par or cost amount, which is the amount the District is entitled to withdraw. This reporting practice is consistent
with industry standard practices for similar funds.
The weighted average stated rate of return (current yield) for the District’s investment portfolio as of August 31,
2020, was 0.925%. The yield to maturity of the portfolio was 0.928%. The District’s weighted average interest rate
was 14 basis points (0.141%) above the LAIF average monthly rate for August 2020 of 0.784%. The weighted
average number of days to maturity for the District’s total portfolio was 988 days (2.71 years). The duration of the
underlying securities in LAIF as of August 31, 2020 was 157 days.
The District’s investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of
20.00% of the portfolio must mature within one year. The percentage of the portfolio maturing in one year or less
as of August 31, 2020 was 31.32%. The District has adequate cash reserves necessary to meet its obligations for
the next six months.
A majority of the District’s cash and investments is reserved or set aside for specific purposes. A description of the
various classifications of the District’s cash and investments are as follows:
Subject 10. Approve the Investment Report for the Month of August 2020
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended
Action
That the Board of Directors approve the Investment Report for the month of
August 2020.
Solid Waste Fund:
Operating Reserve - Equal to 30% of the operations budget of the Solid Waste Fund per Operations
Code Section 4.030.020. The Operating Reserve can only be accessed with prior Board approval.
Designated for Revenue Dry Period - Equal to 5 months of budgeted operating expenses for the
fiscal year to cover the cash deficit during the period in which the District does not receive any of its
annual charges from the County of Orange. The revenue dry period is from June through October.
Undesignated - Remaining available cash, which is currently used for rate stabilization and payment
of organics recycling costs.
Wastewater Fund:
Operating Reserve - Equal to 25% of the operations budget of the Wastewater Fund per Operations
Code Section 4.030.020. The Operating Reserve can only be accessed with prior Board approval.
Reserved for Capital Outlay - Set aside for capital improvement projects approved and budgeted by
the Board, but which have not yet been completed.
Designated for Revenue Dry Period - Equal to 5 months of budgeted operating expenses for the
fiscal year to cover the cash deficit during the period in which the District does not receive any of its
annual charges from the County of Orange. The revenue dry period is from June through October.
Undesignated - Remaining available cash, which is available to be appropriated by the Board.
Facilities Revolving Fund - Collection of fixture fees which is a restricted revenue source and can only be
used for new sewer facilities.
Asset Replacement Fund - Accumulation of funds for replacement of vehicles, equipment and computers.
Asset Management Fund - Accumulation of funds in accordance with the asset management model for
long-term replacement of sewer pipes and related infrastructure.
Legal Review
Legal review is not required.
Environmental Review
Subject activity 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 portfolio was budgeted to earn an average rate of 1.392% for the year ending June 30, 2021. Through
August 31, 2020, the portfolio has earned a weighted average interest rate of 0.968%.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the September 28, 2020
Board of Directors regular meeting at District Headquarters (290 Paularino Avenue) and on the District’s website
at www.cmsdca.gov.
Alternative Actions
Refer the matter back to staff.
File Attachments
Investment Report August 2020.pdf (446 KB)
All matters listed on the consent calendar are considered to be routine and may be acted upon by
one motion after public comment has been received. Only Board of Directors may pull an item for
discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the
time for those in the audience who wish to speak to items listed on the consent calendar. Each
speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a
whole.
E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: September 28, 2020
Subject: ISDOC Executive Committee Elections
Summary
The Independent Special Districts of Orange County (ISDOC) is a membership association that represents the
interests and provides advocacy on behalf of Orange County’s 25 independent special districts. ISDOC was
formed more than 30 years ago to serve the needs of Orange County’s water, wastewater, sanitary, cemetery,
vector control, library, recreation and parks, and other districts that provide specialized services within their
communities. A seven-member executive committee guides the association and membership meetings are held
on a quarterly basis to provide a forum for its special district members to meet and discuss issues and share
information of mutual interest.
Recommendation
That the Board of Directors vote for one candidate for the seat of ISDOC President.
Analysis
On August 24, 2020, the Board of Directors passed Resolution No. 2020-932 endorsing Secretary Arlene Schafer
as 1st Vice President of the Executive Committee. Nominations for positions on the Executive Committee closed
on September 11, 2020. Secretary Schafer was the only nomination received for 1st Vice President, so she will
automatically fill the seat in January 2021.
There are two nominations for ISDOC President in which the Board will need to cast a vote on one of the
candidates. Attached is more information about both candidates.
Legal Review
Not applicable
Environmental Review
Adopting a resolution to nominate a Board member to the ISDOC Executive Committee is an administrative
matter that will not result in direct or indirect physical changes in the environment and is not considered a
"project".
Financial Review
There are no financial impacts to the District for Board Secretary Schafer serving on ISDOC Executive Committee
Public Notice Process
Subject 1. Consider Voting for One Candidate for President of the
Independent Special Districts Orange County (ISDOC) Executive
Committee
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action
Recommended
Action
That the Board of Directors vote for one candidate for the seat of ISDOC
President
Copies of this report are on file and will be included with the entire agenda packet for the September 28,
2020 Board of Directors study session meeting at District Headquarters and on District website
at www.cmsdca.gov
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
Ballot Cover Letter 2020.pdf (207 KB)
Officer Ballot 2020.pdf (144 KB)
Mark Monin Letter.pdf (926 KB)
Lucille Kring Letter.pdf (43 KB)
E. GENERAL MANAGER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Kaitlin Tran, Finance Manager
Date: September 28, 2020
Subject: Consider approving a budget adjustment for Fiscal Year 2020-21 to transfer $36,816 from the
General Fund and transfer in to the Solid Waste Fund.
Summary
Beginning with the fiscal year (FY) 2019-20 budget, the District created a General Fund to account for the
unrestricted financial resources of the general government. These unrestricted resources consist primarily of
general property taxes and investment earnings. The Orange County Tax Collector bills and collects the property
taxes, which are then apportioned directly to the District throughout the fiscal year. The District receives only a
small percentage of the 1% basic levy for specific parcels within the District. A County administrative fee for
processing is deducted from the property taxes at the time of apportionment. The property taxes are unrestricted
revenues which had previously been recorded in the Solid Waste Fund for rate stabilization. The Board may direct
staff to transfer this revenue to the Solid Waste or Wastewater Fund through the budgetary process. If the District
received more revenue than the budgeted amount at fiscal year-end, staff will recommend the Board of Directors
to transfer the revenue to either the Solid Waste or the Wastewater Fund. It is the goal that all funds in the General
Fund be transferred to other funds to serve as an additional funding source for expenses.
Staff Recommendation
Consider approving a budget adjustment for FY 2020-21 to transfer $36,816 from the General Fund to the Solid
Waste Fund.
Analysis
Fiscal year 2019-20 is the first year the District budgeted and recorded the property tax revenues to the General
Fund instead of the Solid Waste Fund. The District budgeted $320,000 in property tax revenues for fiscal year
2019-20 and has received $355,542. The General Fund also received $1,274 in investment earnings for the fiscal
year. During the budget process, the Board of Directors approved $270,000 to be transferred to the Solid Waste
fund to continue to help stabilize rates, and $50,000 to the Wastewater fund to contribute to the City of Costa for
the Portable Restroom at the Bridge Shelter. These transfers were made during FY 2019-20.
As of June 30, 2020, the General Fund has a balance of $36,816. Staff recommends the Board of Directors direct
staff to transfer $36,816 from the General Fund to the Solid Waste Fund to continue to stabilize rates.
Legal Review
Not applicable.
Subject 2. Consider approving a budget adjustment for Fiscal Year 2020-21 to
transfer $36,816 from the General Fund and transfer in to the Solid
Waste Fund.
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action
Recommended
Action
Consider approving a budget adjustment for FY 2020-21 to transfer $36,816
from the General Fund to the Solid Waste Fund.
Environmental Review
Subject activity 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
As of June 30, 2020, the General Fund has a balance of $36,816. Staff recommends the Board of Directors
approve a budget adjustment to transfer $36,816 from the General Fund to the Solid Waste Fund to continue to
help stabilize rates.
Description Account Increase
General Fund- Transfer Out 05-050000-4995 $ 36,816
Solid Waste Fund- Transfer In 20-000000-3995 $ 36,816
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the September 28, 2020
Board of Directors meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the budget adjustment in the amount of $36,816.
2. Direct staff to report back with more information.
E. GENERAL MANAGER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Kaitlin Tran, Finance Manager
Date: September 28, 2020
Subject: Consider approving the transfer out $109,000 from the Asset Management Fund, transfer in to the
Wastewater Fund and to appropriate $109,000 to CIP #332, Bristol Sewer Siphon Repair.
Summary
In May 2019 while staff was cleaning the Bristol siphon a hose became unable to be removed from the pipe. The
General Manager declared emergency work for two inverted siphon mainline pipes on Bristol Street.
An inverted sewer siphon allows wastewater to pass under obstructions such as a railroad cut, highway, conduit or
river. It’s often called a sag pipe. This pipe is dropped sharply, then run horizontal under the construction, and
finally rises to the desired elevation. The District has several siphons within our system. The inverted siphon on
Bristol Street runs under a flood control channel. There’s also a secondary mainline at this location that serves as
a by-pass.
On July 27, 2020, the Board of Directors approved transferring out $81,000 from the Asset Management Fund to
the Wastewater Fund and then appropriated $81,000 to CIP #332, Bristol Sewer Siphon Repair. Of this amount,
$78,875 was for performing the repairs while $1,680 was for engineering services.
Staff Recommendation
The Board of Directors consider approving the transfer out $109,000 from the Asset Management Fund, transfer
in to the Wastewater Fund and to appropriate $109,000 to CIP #332, Bristol Sewer Siphon Repair
Subject 3. Consider approving the transfer out $109,000 from the Asset
Management Fund, transfer in to the Wastewater Fund and to
appropriate $109,000 to CIP #332, Bristol Sewer Siphon Repair.
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action
Fiscal Impact Yes
Dollar Amount $108,750.00
Budgeted No
Budget Source Asset Management Fund
Recommended
Action
The Board of Directors consider approving the transfer out $109,000 from the
Asset Management Fund, transfer in to the Wastewater Fund and to
appropriate $109,000 to CIP #332, Bristol Sewer Siphon Repair.
Goals 1.1 Prevent Sanitary Sewer Overflows (SSOs)
1.6 Rehabilitate and/or replace infrastructure before reaching the end of its
life cycle
Analysis
On June 18, 2019, the General Manager declared emergency work for two inverted siphon mainline pipes on
Bristol Street. While staff was cleaning the secondary line a hose got stuck in the pipe. Staff had to cut the hose
leaving approximately 125 feet of hose inside the secondary mainline. Staff was able to remove enough water to
place a camera inside the primary and secondary mainline to observe the current condition of both pipes as well
as trying to locate the hose. The primary pipe had small cracks and could be lined. The secondary pipe had
damages as well.
The District hired National Plant Services (NPS) to clean the primary siphon mainline and then install a liner.
Unfortunately, while NPS was cleaning the primary line their hose got stuck in the pipe. Because the condition of
both pipes, which are ductile iron, were in bad condition, contractors were refusing to do anymore work until the
District could install a temporary bypass system. The District hired GCI Construction, Inc. (GCI) to procure and
install a temporary bypass system and assist removing both hoses.
After several days and several attempts GCI, with the assistance from C&R Drains and Jimni's pumper truck,
successfully removed NPS hose from the primary siphon mainline on May 30, 2019. It appeared the nozzle of the
hose was buried in a large amount of sand. Staff believes the nozzle wedged itself into the lower 45 degree bend
of the siphon. On June 2, 2019 GCI excavated and removed the upper 45 degree bend on the upstream side of
the secondary pipe and was able to obtain a hold on the District's cleaning hose. Unfortunately, GCI was
unsuccessful removing the hose. On June 3, 2019 GCI was successful in retrieving the hose. Similar to the
primary line, there were sand and debris in the line where the nozzle was buried. After removing the hose and
nozzle, GCI cleaned and removed the sand and debris in the secondary line.
July 2019, staff discovered that the upper 45 degree bends on the discharge side of the siphon were not 45
degree bends, they were smoother transitions not requiring replacement.
Currently, in the siphon lies two lines that are obstructed with concrete. The lines will need to have the concrete
removed and install a liner in both lines.
Performance Pipeline Technologies will clean and remove of a mortar build up in each barrel of an 6”/ 8” siphon
and line with CIPP lining system at a cost of $78,875. Unfortunately, there is more concrete in the pipe than
expected, which is taking more effort to remove. As a result, Performance Pipeline Technologies has spent nearly
$78,875 removing all the mortar from primary mainline, but mortar remains in the secondary line and there is no
money left to line both mainline. Performance Pipeline has submitted a revised proposal requesting an additional
$109,000 to remove remaining concrete from the secondary line and install a cured in place liner in both mainline.
Removing mortar and relining sewer siphons is specialty work, so if the Board wants to consider seeking bids from
other contractors to possibly lower costs, staff believes there are few contractors qualified to perform this kind of
work. Furthermore, this project needs to be completed as soon as possible. Soliciting bids, acquiring insurance
documents and executing contracts take time to complete, so staff believes time is of the essence to complete this
project and the proposal submitted by Performance Pipeline is reasonable.
Legal Review
Not applicable.
Environmental Review
Subject activity 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
This project was an unanticipated repair and therefore it was not budgeted. FY2018-19. The Board of Directors
approved a transfer of $452,000 from Project #318, President PS Rehab to the Annual Sewer Maintenance
account to pay for the cost of the emergency work. At June 30, 2019 the total cost was $347,749 and the
remaining balance of $104,251 was a carryover from FY 2018-19 to FY 2019-20.
Staff assigned this project as a capital improvement project #332, Bristol Sewer Siphon Repair in FY 2019-20.
Project #319 Canyon Force Main Rehab was completed and the remaining available budget of $43,300 was
transferred to project #332. Work completed in FY 2019-20 include clean-out, boots installation, Bristol Street
bypass paving, inspection and engineer services with a total cost of $137,029. As of June 30, 2020, the project
has an available budget of $10,522, which will be requested to be a carryover to FY 2020-21 in a later Board
meeting. The carryover of $10,522 will not be sufficient to complete the project in FY 2020-21.
On July 27, 2020, the Board of Directors approved transferring out $81,000 from the Asset Management Fund to
the Wastewater Fund and then appropriated $81,000 to CIP #332, Bristol Sewer Siphon Repair. Of this amount,
$78,875 was for performing the repairs while $1,680 was for engineering services.
The Board has approved a minimum level of Reserves in the Asset Management Fund of $5 million. The Asset
Management Fund currently has a balance of $5,337,295. All transfers between Funds require Board approval
either through the budget adoption process or by direct board action. Staff is proposing to transfer $109,000 from
the Asset Management Fund, transfer in to the Wastewater Fund and to appropriate $109,000 to CIP #332, Bristol
Sewer Siphon Repair.
Account Account
Number
Transfer
In
Transfer
Out
Asset Management Fund 50-500000-4995 $109,000
Wastewater Fund 20-000000-3995 $109,000
Bristol Sewer Siphon Repair- CIP
#332 20-201332-4300 $109,000
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the September 28, 2020
Board of Directors Regular meeting at District Headquarters and posted on the District’s website
www.cmsdca.gov.
Alternative Actions
1. Do not approve the transfers between Funds and do not appropriate $109,000
2. Direct staff to report back with more information.
File Attachments
Bristol Siphon Proposal.pdf (71 KB)
E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Via: Dyana Bojarski, Administrative Services Manager
Date: September 28, 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 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.Staff reported the requested findings to the Board at the March 10, 2020, Study Session.
Subject 4. Consider approving Special Holiday Pay the Day Before
Thanksgiving and Christmas
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action, Discussion
Fiscal Impact Yes
Dollar Amount $7,500.00
Budgeted No
Recommended
Action
That the Board of Directors consider approving Special Holiday Pay the Day
Before Thanksgiving and Christmas.
Goals 7.7 Provide competitive compensation, benefits package and incentives
7.5 Maintain high level of employee satisfaction
Staff recorded the following activity which shows 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, no permits were issued and only two phone calls were
received. 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 that the day before Thanksgiving and the day before Christmas be called "Special
Holidays" where employees will be paid their normally scheduled work hours as holiday hours for those 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. Part-time employees are not eligible for holiday pay, so they will not be eligible for
"Special Holiday" pay.
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 paid time off has
been exhausted. Floating holiday hours are not carried over into the next year, any excess balances 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. 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 September 28, 2020
Regular Board Meeting at District Headquarters and on District website at www.cmsdca.gov.
Alternative Actions
1. Do not approve Special Holiday pay.
F. ENGINEER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Michael Benesh, District Engineer
Date: September 28, 2020
Subject: Capital Improvement Projects Status Report
Summary
Attached is a summary of the Capital Improvement Project activities during the month.
Recommendation
That the Board of Directors receive and file the report.
Analysis
Attached are fourteen capital improvement projects that are in progress or will soon begin.
Legal Review
Not Applicable.
Environmental Review
Subject activity 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
Sufficient funds are available in the adopted budget.
Public Notice Process
Subject 1. Receive and File the Monthly Capital Improvements Project Status
Report
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Action, Receive and File
Recommended
Action
That the Board of Directors receive and file the report.
Goals 4.7 Demonstrate outstanding efforts in transparency
7.2 Develop a long term CIP
1.10 Abandon five pump stations on the west side in conjunction with
Orange County Sanitation District companion project
1.4 System Wide Sewer Replacement and Repair Program
1.1 Manhole Cover Maintenance Program
1.0 Sewer Infrastructure
Copies of this report are on file and will be included with the complete agenda packet for the September 28, 2020
Board of Directors Regular 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.
File Attachments
CIP Updates Sept 2020 Mtg.pdf (984 KB)
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a
report is required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain
meetings are specified as being eligible as set forth in District Operations Code
§ 3.01.030. For meetings not so listed, the Board must approve the service for
it to be eligible for the per day compensation.
Subject 1. Orange County Sanitation District (OCSD) - (President Ferryman)
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Information
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a
report is required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain
meetings are specified as being eligible as set forth in District Operations Code
§ 3.01.030. For meetings not so listed, the Board must approve the service for
it to be eligible for the per day compensation.
Subject 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director
Perry)
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Information
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a
report is required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain
meetings are specified as being eligible as set forth in District Operations Code
§ 3.01.030. For meetings not so listed, the Board must approve the service for
it to be eligible for the per day compensation.
Subject 3. Independent Special Districts of Orange County (ISDOC) -
(Secretary Schafer)
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Information
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a
report is required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain
meetings are specified as being eligible as set forth in District Operations Code
§ 3.01.030. For meetings not so listed, the Board must approve the service for
it to be eligible for the per day compensation.
Subject 4. California Special Districts Association (CSDA) - (Secretary
Schafer)
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Information
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a
report is required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain
meetings are specified as being eligible as set forth in District Operations Code
§ 3.01.030. For meetings not so listed, the Board must approve the service for
it to be eligible for the per day compensation.
Subject 5. Special District Risk Management Authority (SDRMA) - (Director
Scheafer)
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Information
I. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a
report is required to be given by a Director for any meeting for which expense
reimbursement of any kind is provided. Note: For meetings for which the per
diem compensation is sought, the Operations Code provides that such
compensation is authorized for each day’s service rendered as a Director at the
request of the Board (not to exceed six days in one month), and certain
meetings are specified as being eligible as set forth in District Operations Code
§ 3.01.030. For meetings not so listed, the Board must approve the service for
it to be eligible for the per day compensation.
Subject 6. Other Meetings Qualifying for Reimbursement under CMSD
Ordinance No. 55, Operations Code Section 3.01.030
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Information
L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Subject 1. Oral Communications and Director Comments
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Discussion
O. CLOSING ITEMS
THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL
BE HELD ON MONDAY, OCTOBER 26, 2020 AT 4:30 P.M. VIA TELECONFERENCE.
Subject 1. Adjourn
Meeting Sep 28, 2020 - Board of Directors Regular Meeting
Access Public
Type Procedural