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Monday, February 22, 2021
Board of Directors Regular Meeting
Time: 4:30 P.M.
IMPORTANT NOTICE REGARDING FEBRUARY 22, 2021 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 - 832 0989 2356
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 832 0989 2356#
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 Ooten
2. Pledge of Allegiance - President Ooten
3. Invocation - Vice President Scheafer
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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 January 12, 2021
3. Approve the City/Districts Liaison Committee Meeting Minutes of January 15, 2021
4. Approve the Board of Directors Regular Meeting Minutes of January 25, 2021
5. Adopt Warrant Resolution No. CMSD 2021-08 Approving District Warrant Registers
6. Approve the Directors' Compensation and Reimbursement of Expenses
7. Accept the occupancy count as presented as 23,003 and direct staff to prepare a warrant to CR&R Environmental
Services for $238,391.59 for January 2021 collection
8. Approve the preparation of a warrant to CR Transfer in the amount of $203,798.60 for January 2021 recycling and
disposal services in the February 2021 warrant register
9. Receive and File the January 2021 Organics Tonnage Report
10. Receive and File the January 2021 Solid Waste Diversion Report
11. Approve Payroll Transparency Disclosure for January 2021
12. Approve the Investment Report for the Month of January 2021
13. Receive and File 2020 Annual Health Benefits Broker Fees Report
14. Receive and File Contracts Signed by the General Manager - January 2021
D. PUBLIC HEARINGS
E. GENERAL MANAGER'S REPORTS
1. Award Brian Prenger, Wastewater Maintenance Worker I, $150.00 for his Rewarding Idea to Improve Safety
Conditions
2. Consider Amending Administrative Policy No. 70.00 Naming District Facilities and Naming a District Facility after Long
Time and Former Board Member, James Ferryman
F. ENGINEER'S REPORTS
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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 Ooten)
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) - (Vice President Scheafer)
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030
J. OLD BUSINESS
K. NEW BUSINESS
1. Adopt Resolution No. 2021-937 Nominating Vice President Scheafer as a Candidate for Election to the Special District
Risk Management Authority (SDRMA) Board of Directors
L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
1. Oral Communications and Director Comments
M. ADJOURN TO CLOSED SESSION
1. Conference with Legal Counsel – Existing Litigation Paragraph (1) of subdivision (d) Section 54956.9 California River
Watch v. Costa Mesa Sanitary District, USDC No.: 8:20-cv-01702
2. Discuss annual performance evaluation of General Manager pursuant to Government Code Section 54957
3. Provide President, as negotiator, with authority to negotiate with General Manager for compensation and benefits
pursuant to Government Code Section 54957.6
N. RECONVENE TO OPEN SESSION
1. Announce Any Action Taken in Closed Session
O. CLOSING ITEMS
1. Adjourn
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Monday, February 22, 2021
Board of Directors Regular Meeting
Time: 4:30 P.M.
IMPORTANT NOTICE REGARDING FEBRUARY 22, 2021 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 - 832 0989 2356
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 832 0989 2356#
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 Ooten
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural
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A. OPENING ITEMS
Subject 2. Pledge of Allegiance - President Ooten
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural
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A. OPENING ITEMS
Subject 3. Invocation - Vice President Scheafer
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural
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A. OPENING ITEMS
Robert Ooten, President
Michael Scheafer, Vice President
Arlene Schafer, Secretary
Arthur Perry, Director
Brett Eckles, 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 Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural
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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 Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural
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A. OPENING ITEMS
Subject 6. Ceremonial Matters and Presentations
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural
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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.
File Attachments
2021Feb22_CMSD_board_meeting_comments_JimMosher.pdf (203 KB)
Subject 1. Public Comments
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural
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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 Feb 22, 2021 - Board of Directors Regular Meeting
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.
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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: February 22, 2021
Subject: Approve the Board of Directors Study Session Minutes of January 12, 2021
Summary
The recorded minutes of the January 12, 2021 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 January 12, 2021.
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
Copies of this report are on file and will be included in the complete agenda packet for the February 22, 2021 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_2021_01_12_ss.pdf (173 KB)
Subject 2. Approve the Board of Directors Study Session Minutes of January 12, 2021
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent), Minutes
Recommended Action That the Board of Directors approve the meeting minutes as presented.
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Workflow
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.
Workflow Feb 10, 2021 12:03 PM :: Submitted by Gina Terraneo. Routed to Alan Burns for approval.
Feb 18, 2021 11:19 AM :: Forced Approval by Gina Terraneo as the document publisher.
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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: February 22, 2021
Subject: City/Districts Liaison Committee Meeting Minutes of January 15, 2021
Summary
The recorded minutes of the January 15, 2021 City/Districts Liaison Committee Meeting are hereby submitted to the Board of Directors
for review and approval.
Analysis
Attached to the staff report are the minutes for the City/Districts Liaison Committee Meeting on January 15, 2021.
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
Copies of this report are on file and will be included in the complete agenda packet for the February 22, 2021 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_2021_01_15_liaison.pdf (238 KB)
Subject 3. Approve the City/Districts Liaison Committee Meeting Minutes of January 15,
2021
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent), Minutes
Recommended Action That the Board of Directors approve the meeting minutes as presented.
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Workflow
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.
Workflow Feb 10, 2021 1:29 PM :: Submitted by Gina Terraneo. Routed to Alan Burns for approval.
Feb 18, 2021 11:19 AM :: Forced Approval by Gina Terraneo as the document publisher.
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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: February 22, 2021
Subject: Approve the Board of Directors Regular Meeting Minutes of January 25, 2021
Summary
The recorded minutes of the January 25, 2021 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 January 25, 2021.
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
Copies of this report are on file and will be included in the complete agenda packet for the February 22, 2021 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_2021_01_25_rm.pdf (239 KB)
Subject 4. Approve the Board of Directors Regular Meeting Minutes of January 25, 2021
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent), Minutes
Recommended Action That the Board of Directors approve the meeting minutes as presented.
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Workflow
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.
Workflow Feb 10, 2021 1:57 PM :: Submitted by Gina Terraneo. Routed to Alan Burns for approval.
Feb 18, 2021 11:19 AM :: Forced Approval by Gina Terraneo as the document publisher.
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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: Autumn Alvarez, Accounting Clerk
Date: February 22, 2021
Subject: Adopt Warrant Resolution No. CMSD 2021-08 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.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2021 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
Subject 5. Adopt Warrant Resolution No. CMSD 2021-08 Approving District Warrant
Registers
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent)
Budgeted Yes
Recommended Action That the Board of Directors adopt Warrant Resolution No. CMSD 2021-08 approving District
warrants for the month of January in the amount of $1,259,487.62.
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WARRANT RESO 2021-08.pdf (122 KB)
Workflow
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.
Workflow Feb 10, 2021 6:30 PM :: Submitted by Autumn Alvarez. Routed to Kaitlin Tran for approval.
Feb 11, 2021 9:01 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Feb 18, 2021 10:51 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 12:30 PM :: Final approval by Noelani Middenway
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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: February 22, 2021
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 February 22, 2021 Board of Directors Regular
Meeting at District Headquarters and posted on the District’s website.
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
board_compensation.pdf (1,494 KB)
Subject 6. Approve the Directors' Compensation and Reimbursement of Expenses
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent)
Recommended Action That the Board of Directors approve the compensation and reimbursement of expenses as
presented.
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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.
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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: February 22, 2021
Subject: Accept the occupancy count as presented using 23,003 as the correct number of active units and direct staff to
prepare a warrant to CR&R
Environmental Services for $238,391.59 for January 2021 collection
Summary
Accept the occupancy count as presented using 23,003 as the correct number of active units and direct staff to prepare a warrant to
CR&R Environmental Services for January 2021 collection based on this occupancy report so long as the contractor fulfills the obligations
of the agreement in the amount of $238,391.59 to be ratified in the February 2021 warrant list.
Recommendation
That the Board of Directors accept the occupancy count as presented using 23,003 as the correct number of active units and direct staff
to prepare a warrant to CR&R Environmental Services for January 2021 collection based on this occupancy report so long as the
contractor fulfills the obligations of the agreement in the amount of $238,391.59 to be ratified in the February 2021 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 January 31, 2020, total District occupancy was at 23,003 with seven (7) new accounts added since the last billing period. District
staff will continue to track the number of new service addresses.
The payment calculation is based on the following:
District's Current Rate for January 2021:
23,003 x $10.3635 =$238,391.59
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
Subject 7. Accept the occupancy count as presented as 23,003 and direct staff to prepare a
warrant to CR&R Environmental Services for $238,391.59 for January 2021
collection
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent)
Recommended Action That the Board of Directors accept the occupancy count as presented using 23,003 as the
correct number of active units and direct staff to prepare a warrant to CR&R Environmental
Services for January 2021 collection based on this occupancy report so long as the contractor
fulfills the obligations of the agreement in the amount of $238,391.59 to be ratified in the
February 2021 warrant list.
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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 February 22, 2021 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
2021-01-G CMSD Occupancy Report.pdf (333 KB)
Workflow
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.
Workflow Feb 17, 2021 6:52 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Feb 17, 2021 7:23 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Feb 18, 2021 10:30 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 12:30 PM :: Final approval by Noelani Middenway
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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: February 22, 2021
Subject: Approve the preparation of a warrant to CR Transfer in the amount of $203,798.60 for January 2021 recycling and
disposal services in the February 2021 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 $203,798.60 for January
2021 recycling and disposal services to be ratified in the February 2021 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 InvoiceTonnageRate Amount Billed
Residential Waste - Costa Mesa 40207 1,291.44 $54.98$71,003.35*
Residential Waste - Costa Mesa 40166 1,484.28 $54.98$81,605.66*
Residential Waste - Newport Beach40167 41.43 $54.98$2,277.83*
Residential Waste - Newport Beach40208 39.48 $54.98$2,170.61
Total Residential Waste 2,856.63 $157,057.45
Organics 40199 293.97 $75.65$22,238.84*
Organics 40240 323.89 $75.65$24,502.31*
Total Organics 617.86 $46,741.15
Grand Total 3,474.49 $203,798.60
Legal Review
Not Applicable
Environmental Review
Subject 8. Approve the preparation of a warrant to CR Transfer in the amount of
$203,798.60 for January 2021 recycling and disposal services in the February 2021
warrant register
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent)
Recommended Action That the Board of Directors approves the preparation of a warrant to CR Transfer in the
amount of $203,798.60 for January 2021 recycling and disposal services to be ratified in the
February 2021 warrant register.
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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 February 22, 2021 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.
Workflow
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.
Workflow Feb 17, 2021 6:52 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Feb 17, 2021 7:23 PM :: Rejected by Kaitlin Tran
Feb 18, 2021 10:24 AM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Feb 18, 2021 10:56 AM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Feb 18, 2021 2:45 PM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 2:57 PM :: Final approval by Noelani Middenway
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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: February 22, 2021
Subject: Receive and File the January 2021 Organics Tonnage Report
Summary
A total of 617.86 tons of organic waste were collected in January 2021.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Below is a graph depicting the total tonnage of organic waste collected during each month of the last five 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.
Subject 9. Receive and File the January 2021 Organics Tonnage Report
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent), Receive and File
Recommended Action That the Board of Directors receive and file this report.
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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 February 22, 2021 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website.
File Attachments
Organics Tonnage.png (15 KB)
Organics.png (8 KB)
Workflow
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.
Workflow Feb 17, 2021 6:52 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Feb 17, 2021 7:04 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Feb 18, 2021 10:30 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 12:30 PM :: Final approval by Noelani Middenway
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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: February 22, 2021
Subject: Receive and File the January 2021 Solid Waste Diversion Report
Summary
Per direction from the Board of Directors the monthly solid waste diversion report has been temporarily suspended due to inaccurate data
as a result from the COVID-19 pandemic.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Per direction from the Board of Directors at the April 14, 2020 Study Session meeting, the monthly solid waste diversion report has been
temporarily suspended. Due to the COVID-19 pandemic, CR&R Environmental Services temporarily suspended their recycling
processing at their Stanton Materials Recovery Facility (MRF) where the District's mixed waste is processed from March to September
2020. Below is a chart of all solid waste collected over the last seventeen years.
Subject 10. Receive and File the January 2021 Solid Waste Diversion Report
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent), Receive and File
Recommended Action That the Board of Directors receive and file this report.
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File Attachments
Tonnage.png (37 KB)
Workflow
Legal Review
Not applicable.
Environmental Review
Consideration of the Solid Waste 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 February 22, 2021 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website.
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.
Workflow Feb 17, 2021 6:52 PM :: Submitted by Nabila Guzman. Routed to Kaitlin Tran for approval.
Feb 17, 2021 7:02 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Feb 18, 2021 10:31 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 12:30 PM :: Final approval by Noelani Middenway
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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: Autumn Alvarez, Accounting Clerk
Date: February 22, 2021
Subject: Approve Payroll Transparency Disclosure for January 2021
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
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2021 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 Jan 2021.pdf (855 KB)
Subject 11. Approve Payroll Transparency Disclosure for January 2021
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent)
Budgeted Yes
Recommended Action That the Board of Directors approve and file the report.
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Workflow
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.
Workflow Feb 10, 2021 6:10 PM :: Submitted by Autumn Alvarez. Routed to Kaitlin Tran for approval.
Feb 10, 2021 6:23 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Feb 18, 2021 10:32 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 12:30 PM :: Final approval by Noelani Middenway
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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: February 22, 2021
Subject: Approve the Investment Report for the Month of January 2021
Summary
Attached is the Investment Report for the month of January 2021. 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 January 2021.
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 January 31, 2021. 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 January 31, 2021, was 0.665%. The
yield to maturity of the portfolio was 0.666%. The District’s weighted average interest rate was 21 basis points (0.207%) above the LAIF
average monthly rate for January 2021 of 0.458%. The weighted average number of days to maturity for the District’s total portfolio was
837 days (2.29 years). The duration of the underlying securities in LAIF as of January 31, 2021 was 188 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 January 31, 2021 was 39.66%. The
District has adequate cash reserves necessary to meet its obligations for the next six months.
The rating on one of the District's investments, Wells Fargo medium term note, is BBB+ by Standard & Poor's. Moody's continues to rate
the security as A2. The California Government Code requires that the security be rated in the top three ratings by a nationally recognized
rating agency, which the security is. The security was placed on the District's watch list and the ratings will continue to be monitored. The
District's Investment Policy allows for a security to continue to be held if it falls out of compliance.
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:
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.
Subject 12. Approve the Investment Report for the Month of January 2021
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent)
Recommended Action That the Board of Directors approve the Investment Report for the month of January 2021.
Goals 8.0 Finance
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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 January 31, 2021, the portfolio
has earned a weighted average interest rate of 0.819%.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 22, 2021 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 - January 2021.pdf (694 KB)
Workflow
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.
Workflow Feb 17, 2021 12:30 PM :: Submitted by Marc Davis. Routed to Noelani Middenway for
approval.
Feb 18, 2021 12:31 PM :: Final approval by Noelani Middenway
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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: Dyana Bojarski, Administrative Services Manager
Date: February 22, 2021
Subject: 2020 Annual Health Benefits Broker Fees Report
Summary
As required by Section 1367.08 of the California Health and Safety Code and Section 10604.5 of the California Insurance Code, the
Costa Mesa Sanitary District must disclose any group health insurance premiums, fees, and commissions paid to all agents, providers,
and brokers.
Recommendation
That the Board of Directors receive and file the report.
Analysis
Section 1367.08 of the Health and Safety Code
A health care service plan shall annually disclose to the governing board of a public agency that is the subscriber of a group contract, the
name and address of, and amount paid to, any agent, broker, or individual to whom the plan paid fees or commissions related to the
public agency's group contract. As part of this disclosure, the health care service plan shall include the name, address, and amounts paid
to the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure required by
this section is in addition to any other compensation disclosure requirements that exist under law.
Section 10604.5 of the Insurance Code
An insurer shall annually disclose to the governing board of a public agency that is the policyholder of a group health insurance policy, the
name and address of, and amount paid to, any agent, broker, or individual to whom the insurer paid fees or commissions related to the
public agency's group health insurance policy.As part of this disclosure, the insurer shall include the name, address, and amounts paid to
the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure required by this
section is in addition to any other compensation disclosure requirements that exist under law.
Summary of Health Benefits
CalPERS (California Public Employee Retirement Services) administers and negotiates rates and coverage for all District medical plans.
Services provided by CalPERS includes: plan design, negotiating with medical and pharmaceutical carriers, developing and printing plan
summaries, outlines and brochures, billing, claims processing, hosting an online database for enrollments and changes, participant
appeals and grievances, website design and maintenance, and free workshops/seminars for employers, employees, and retirees.
Subject 13. Receive and File 2020 Annual Health Benefits Broker Fees Report
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action (Consent)
Recommended Action That the Board of Directors receive and file the report.
Goals 7.6 Human Resources Management - Maintain open and clear communication
6.0 Administrative Management
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All non-medical health plans which include dental, vision, life, long-term disability, voluntary AD&D, and other individual plans such as
accident, cancer, specifed health event, hospital, and short-term disability are administered and/or brokered by SDRMA (Special District
Risk Management Authority) or Aflac (American Family Life Assurance Company). Services provided by SDRMA and Aflac include: plan
design options, negotiating rates and benefits with carriers, legal and compliance updates and advice, open enrollment support,
assistance with claims processing and resolution, and free workshops to staff.
Although the District obtains non-medical health plans through SDRMA, the disclosure codes do not apply because the agency
administers the non-medical programs through the California State Associations of Counties Excess Insurance Authority (CSAC-EIA
Health); it does not contract directly with brokers or insurance carriers of the Health Benefit Programs.
Agent, Broker, or Individuals Paid in Calendar Year 2020
Medical Broker/Administrator Medical Broker/Administrator
CalPERS
400 Q Street
Sacramento, CA 95811
AFLAC
1932 Wynnton Road
Columbus, GA 31999
The 2020 CalPERS Total Fees/Commissions amount was $429 and the percentage of premiums was 0.27%.
The 2020 Aflac Total Fees/Commissions amount was $3,252 and the percentage of premiums was 16.76%.
Plan
Year
Broker -
Administrator Coverage PremiumsTotal Fees &
Commissions
% of
Premiums
2020 CalPERS Medical $157,350$429 0.27%
2020 Aflac Non-
medical $19,406 $3,252 16.76%
Legal Review
Not applicable.
Environmental Review
Disclosure and discussion of group health insurance premiums, fees, and commissions paid to agents or providers are administrative
matters and not a disturbance of the environment similar to grading or construction and the discussion is not a project under CEQA or the
District’s CEQA Guidelines.
Financial Review
The District paid a total of $176,756 in premiums for medical and non-medical expenses and $3,681 for fees and commissions in 2020.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 22, 2021 Board of Directors regular
meeting at District Headquarters and on the District's website.
Alternative Actions
Direct staff to report back with more information.
Workflow
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.
Workflow Feb 17, 2021 2:01 PM :: Submitted by Dyana Bojarski. Routed to Kaitlin Tran for approval.
Feb 17, 2021 7:00 PM :: Approved by Kaitlin Tran. Routed to Scott Carroll for approval.
Feb 18, 2021 10:51 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 12:31 PM :: Final approval by Noelani Middenway
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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: February 22, 2021
Subject: Receive and File Contracts Signed by the General Manager - January 2021
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 January 2021.
Recommendation
That the Board of Directors receive and file this report.
Analysis
Below are the contracts signed by the General Manager in the month of January 2021:
Contracts
1. Schuler Constructors, Inc. - #333 Mesa Drive Bridge Air Release Valve Removal. Removing air release valve from Elden force
main located inside Mesa Drive Bridge. Cost: $99,777.00
2. Houston & Harris – Cleaning 50,000 linear feet of sewer pipeline. Cost: $26,850
3. Centricity GIS – Hosting GIS, Computerized Maintenance Management System (Cityworks), online construction inspection
scheduling system, and Warehouse support. Cost: $450 a month for hosting; one time cost of $9,000 for online construction
inspection scheduling system and one time cost of $11,250 for Warehouse support.; cost $150 per hour for GIS and Cityworks
CMMS support services (not to exceed $11,250).
4. Performance Pipeline Technologies - #328 Ductile Iron Pipe Rehab – Phase 1 Cost: $119,650.
Purchase Orders
5. Quality Logo Products - 2021 Employee Anniverary Gift. Cost: $709.13.
Legal Review
All contracts are reviewed and approved by District Counsel before contracts are executed.
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 February 22, 2021 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.
Subject 14. Receive and File Contracts Signed by the General Manager - January 2021
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type
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Workflow
Workflow Feb 18, 2021 12:22 PM :: Submitted by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 12:31 PM :: Final approval by Noelani Middenway
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 22, 2021
Subject: Award Brian Prenger, Wastewater Maintenance Worker I, $150.00 for his Idea to Improving Safety Conditions
Summary
The Rewarding Ideas Program is designed to encourage employees to generate ideas for organizational improvements and provide a
system for answering and recognizing adopted ideas. Brian Prenger, Wastewater Maintenance Worker I, submitted an idea to improve
safety conditions when connecting portable generators at sewer lift stations during after hours.
Recommendation
That the Board of Directors approve rewarding Brian Prenger, Wastewater Maintenance Worker I, $150.00 for idea to improving safety
conditions
Analysis
When sudden and unexpected power outages occur, staff will mobiize to transport portable generators to effected sewer lift stations to
provide backup power and avoid potential sanitary sewer overflows. Sometimes the power outages occur during after hours when it's
dark outside. There is limited illumination at lift stations, which can create safety hazards for staff and motorists. Brian's idea is
affix safety reflective tape on the portable generators to make them more visible to oncoming traffic. The tape is inexpensive and easy to
apply.
Legal Review
Not applicable
Environmental Review
The consideration of monetary rewards for employees for improving maintenance efficiencies is an administrative matter and is not a
disturbance of the environment similar to grading or construction and is not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
There is sufficient money in the budget to award for this suggestion.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2021 Board of Directors
meeting at District Headquarters (290 Paularino Avenue) and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
1. Approve increasing or decreasing the Rewarding Idea amount to Brian Prenger.
2. Do not approve this suggestion made by Brian Prenger.
3. Direct staff to report back with more information.
Subject 1. Award Brian Prenger, Wastewater Maintenance Worker I, $150.00 for his
Rewarding Idea to Improve Safety Conditions
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action
Fiscal Impact Yes
Dollar Amount $150.00
Recommended Action That the Board of Directors approve rewarding Brian Prenger, Wastewater Maintenance
Worker I, $150.00 for idea to improving safety conditions
Goals 7.0 Human Resources Management
7.1 Human Resources Management - Value and appreciate employees
7.8 Human Resources Management - Provide a safe work environment
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File Attachments
Rewarding Idea - Brian Prenger.pdf (1,453 KB)
Rewarding Idea - Reflective Tape.pdf (222 KB)
Workflow
Workflow Feb 18, 2021 11:29 AM :: Submitted by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 2:40 PM :: Final approval by Noelani Middenway
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E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 22, 2021
Subject: Consider Amending Administrative Policy No. 70.00 Naming District Facilities and Naming a District Facility after Long
Time and Former Board
Member, James Ferryman
Summary
On August 24, 2020, the Board of Directors adopted Administrative Policy No. 70.00, Naming of District Facilities. Staff is seeking
clarification from the Board regarding Section II and VII.3 of the policy and direction for considering naming a District facility after long
time and former Board member, James (Jim) Ferryman.
Recommendation
That the Board of Directors provide staff direction on the following:
1. Amending Administrative Policy No. 70.00; and
2. Begin the process for considering renaming a District facility after James Ferryman.
Analysis
Section II of Administrative Policy No. 70.00 defines "Facility" as meaning buildings or wastewater lift stations. Staff is recommending
broadening this definition to include naming rooms in HQ and the Yard. For example, the Board/Community room at HQ can be named
after someone.
Section VII of Administrative Policy No. 70.00 describes the procedures for naming a District facility. Section VII.3 states the following:
"When naming after a person or persons, written documentation of approval by next of kin to be honored (if available/possible) is required
as part of the proposal."
Staff is seeking clarification from the Board if Section VII.3 is intended for deceased or alive people, or both? Staff believes this section
was intended for decease people, but it's not clear.
Finally, staff is seeking direction from the Board to consider naming a District facility after long time and former Board member, Jim
Ferryman. If the Board directs staff to begin the naming process than staff will present written recommendations to the Citizen Advisory
Committee where the CAC will present its recommendation of a facility to be named after Jim Ferryman to the Board of Directors. The
next CAC meeting is March 10, 2021.
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
Subject 2. Consider Amending Administrative Policy No. 70.00 Naming District Facilities and
Naming a District Facility after Long Time and Former Board Member, James
Ferryman
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action
Recommended Action That the Board of Directors provide staff direction on the following:
1. Amending Administrative Policy No. 70.00; and
2. Begin the process for considering renaming a District facility after James Ferryman
Goals 6.0 Administrative Management
6.3 Administrative Management - Plan periodic reviews and updates of District policies
and procedures
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which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state
on page 6 “”Projects” does not include .... C. Continuing administrative or maintenance activities."
Financial Review
There are no financial impacts to the District for amending Administrative Policy No. 70.00. If the Board decides renaming a facility after
Jim Ferryman, staff estimates it would cost up to $500 for creating and installing the signage name on the facility. There is adequate
funding in the budget for this expense.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2021 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov.
Alternative Actions
1. Do not amend Administrative Policy No. 70.00
2. Do not consider naming a District facility after Jim Ferryman
3. Direct staff to report back with more information.
File Attachments
Administrative Policy No. 70.00.pdf (598 KB)
Workflow
Workflow Feb 18, 2021 10:28 AM :: Submitted by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 2:40 PM :: Final approval by Noelani Middenway
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F. ENGINEER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Michael Benesh, President of RBH and Mark Esquer, District Engineer
Date: February 22, 2021
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 fifteen capital improvement projects that are in progress, will soon begin, or completed.
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
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2021 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 Feb 2021 Meeting.pdf (716 KB)
Workflow
Subject 1. Receive and File the Monthly Capital Improvements Project Status Report
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Receive and File
Goals 1.0 Sewer Infrastructure
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
1.4 Sewer Infrastructure - Audit and update the Sewer System Management Plan (SSMP)
1.10 Sewer Infrastructure - Monitor inflow after significant weather events
7.2 Human Resources Management - Continue succession strategies
4.7 Demonstrate outstanding efforts in transparency
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Workflow Feb 10, 2021 3:46 PM :: Submitted by Lieu Tran. Routed to Lieu Tran for approval.
Feb 10, 2021 3:48 PM :: Approved by Lieu Tran. Routed to Kaitlin Tran for approval.
Feb 10, 2021 6:21 PM :: Approved by Kaitlin Tran. Routed to Michael Benesh for approval.
Feb 10, 2021 8:08 PM :: Approved by Michael Benesh. Routed to Mark Esquer for approval.
Feb 11, 2021 1:35 PM :: Approved by Mark Esquer. Routed to Scott Carroll for approval.
Feb 18, 2021 10:29 AM :: Approved by Scott Carroll. Routed to Noelani Middenway for
approval.
Feb 18, 2021 2:40 PM :: Final approval by Noelani Middenway
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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 Ooten)
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type
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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 Feb 22, 2021 - Board of Directors Regular Meeting
Type
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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 Feb 22, 2021 - Board of Directors Regular Meeting
Type
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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 Feb 22, 2021 - Board of Directors Regular Meeting
Type
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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) - (Vice President Scheafer)
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type
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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 Feb 22, 2021 - Board of Directors Regular Meeting
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K. NEW BUSINESS
COSTA MESA SANITARY DISTRICT
RESOLUTION NO. 2021-937
A RESOLUTION OF THE GOVERNING BODY OF THE COSTA MESA SANITARY DISTRICT NOMINATING MIKE SCHEAFER AS A
CANDIDATE FOR ELECTION TO THE SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY BOARD OF DIRECTORS
WHEREAS, the Special District Risk Management Authority (SDRMA) is a Joint Powers Authority formed under California Government
Code, Section 6500 et.seq., for the purpose of providing risk management and risk financing for California Special Districts and other
local government agencies; and
WHEREAS, the Joint Powers Agreement (JPA) and Bylaws of SDRMA set forth director qualifications, terms of office and election
requirements; and
WHEREAS, the Board of Directors of SDRMA established procedures and guidelines for the Director Election process; and
WHEREAS, the Board of Directors of SDRMA established a policy requiring candidates seeking election to the SDRMA Board of
Directors to be: 1) a member of the agency’s governing body or management employee per SDRMA Election Policy 2021-02, Section 4.1
and be an active member agency of both SDRMA’s Property/Liability and Workers’ Compensation Programs, and 2) be nominated by
Resolution of their member agency’s governing body, and 3) each nominated candidate must submit a completed and signed
“Candidate’s Statement of Qualifications” on or before the May 3, 2021 filing deadline in order for the candidate’s name to be placed on
the official ballot.
NOW, THEREFORE, BE IT RESOLVED:
1. The governing body of the Costa Mesa Sanitary District nominates Mike Scheafer, its Vice President, as a candidate for the Board of
Directors of the Special District Risk Management Authority.
2. The governing body of the Costa Mesa Sanitary District further directs that a copy of this Resolution be delivered to SDRMA on or
before the May 3, 2021 filing deadline.
ADOPTED this 22nd of February, 2021 by the Governing Body of the Costa Mesa Sanitary District by the following roll call votes:
AYES:
NAYES:
ABSTAIN:
ABSENT:
APPROVED ATTEST
___________________________ ______________________________
President – Governing Body Secretary
File Attachments
resolution_2021-937_sdrma_nomination_scheafer.pdf (83 KB)
Complete_2021_Online_Nomination_Packet_FINAL.pdf (1,568 KB)
Subject 1. Adopt Resolution No. 2021-937 Nominating Vice President Scheafer as a
Candidate for Election to the Special District Risk Management Authority (SDRMA)
Board of Directors
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Action
Recommended Action That the Board of Directors adopt Resolution No. 2021-937 Nominating Vice President
Scheafer as a Candidate for Election to the Special District Risk Management Authority
(SDRMA) Board of Directors.
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L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Subject 1. Oral Communications and Director Comments
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Discussion
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M. ADJOURN TO CLOSED SESSION
Subject 1. Conference with Legal Counsel – Existing Litigation Paragraph (1) of subdivision
(d) Section 54956.9 California River Watch v. Costa Mesa Sanitary District, USDC
No.: 8:20-cv-01702
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
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M. ADJOURN TO CLOSED SESSION
1. Discuss annual performance evaluation of General Manager pursuant to Government Code Section 54957.
Subject 2. Discuss annual performance evaluation of General Manager pursuant to
Government Code Section 54957
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Discussion, Receive and File
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M. ADJOURN TO CLOSED SESSION
2. Provide President, as negotiator, with authority to negotiate with General Manager for compensation and benefits pursuant to
Government Code Section 54957.6.
Subject 3. Provide President, as negotiator, with authority to negotiate with General
Manager for compensation and benefits pursuant to Government Code Section
54957.6
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Discussion, Receive and File
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N. RECONVENE TO OPEN SESSION
1. Announce any action taken in closed session.
Subject 1. Announce Any Action Taken in Closed Session
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural
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O. CLOSING ITEMS
THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON MARCH
22, 2021 VIA TELECONFERENCE.
Subject 1. Adjourn
Meeting Feb 22, 2021 - Board of Directors Regular Meeting
Type Procedural