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Tuesday, March 9, 2021
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING MARCH 9, 2021 STUDY SESSION 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 past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 899 0194 1368
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 899 0194 1368#
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. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the
absence – such determination shall be the permission required by law.)
B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on items
within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda.
Members of the public will have the opportunity to address the Board of Directors about all other items on
this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of
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Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a
subsequent meeting. The Board of Directors will respond after public comment has been received. Please
state your name. Each speaker will be limited to four (4) continuous minutes.
1. Public Comments
C. ITEMS OF STUDY
1. Receive and File February 2021 Code Enforcement Officer Report
2. Provide Direction Regarding Wastewater Maintenance Staffing Analysis
3. Receive and File FY 2019-20 CR&R Performance Review
4. Receive and File Quarterly Legislative Report - Quarter 1
5. Consider Scheduling Special Board of Directors Meetings to discuss implementing 3-Cart Solid Waste Recycling
Curbside Collection Program and SB 1383, Short-lived Climate Pollutants: Organic Waste Reduction
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, March 9, 2021
Board of Directors Study Session
Time: 9:30 A.M.
IMPORTANT NOTICE REGARDING MARCH 9, 2021 STUDY SESSION 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 past the following into your browser - https://us02web.zoom.us/join
2. Enter the Meeting ID number - 899 0194 1368
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 899 0194 1368#
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. 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.)
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Robert Ooten, President
Michael Scheafer, Vice President
Arlene Schafer, Secretary
Arthur Perry, Director
Brett Eckles, Director
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
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.
Subject 1. Public Comments
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
Type Procedural
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Ed Roberts, Code Enforcement Officer
Date: March 9, 2021
Subject: Receive and File February 2021 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of February regarding scavenging
of recyclable materials, trash carts stored in public view and graffiti on trash carts.
Recommendation
That the Board of Directors receives and files this report.
Analysis
In the month of February, Officer Roberts approached six (06) individuals observed scavenging from CMSD trash carts. In the same
month he issued 102 warning notices to residents storing their trash carts in public view. Officer Roberts found no graffiti on trash carts in
the month of February.
Officer Roberts' enforcement activities are described in more detail in the attached report.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not
constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Roberts' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the March 09, 2021 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
February 2021 CEO report.doc (1,128 KB)
Subject 1. Receive and File February 2021 Code Enforcement Officer Report
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
Type Action, Discussion, Receive and File
Recommended Action That the Board of Directors receives and files this report.
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: March 9, 2021
Subject: Provide Direction Regarding Wastewater Maintenance Staffing Analysis
Summary
Every year, CMSD staff tries to achieve zero SSOs because our Mission is "to protect public health and the environment for current and
future generations," and our Just Cause is "keeping our water environment pollution free." Since 2005, when SSOs began being
documented and tracked by State regulators, CMSD had one year (2017) with zero SSOs. Staff performed an analysis of wastewater
maintenance staffing levels and our current cleaning practice to determine the feasibility of achieving zero SSOs on a more consistent
basis.
Recommendation
That the Board of Directors takes the following action:
1. Direct staff to budget a Wastewater Maintenance Supervisor position in the FY 2021-22 Budget.
2. Direct staff to budget the following in FY 2022-23
A. Two additional wastewater maintenance workers,
B. One ramjet cleaning unit,
C. One utility pickup truck.
Analysis
BACKGROUND
CMSD is responsible for maintaining 1,182,720 feet of wastewater collection pipeline (224 miles). CMSD maintains the collection system
by using two, two-person crews operating combination sewer cleaning units that consist of a jetter hose releasing high pressured water
into manholes to flush out all the debris lodged in the pipe, and an air vacuuming system to suck up dislodged debris. The goal is to clean
the entire system within 18 months.
In the last five years (January 1, 2015 through December 31, 2020), CMSD had eighteen (18) sanitary sewer overflows (SSO). Some of
the SSO’s were caused by a third party such as the instances of a broken private sewer lateral, boring a storm drain pipe through the
mainline and disposing an inner tube into the collection system. Other SSOs were caused by force main air release valves. The purpose
Subject 2. Provide Direction Regarding Wastewater Maintenance Staffing Analysis
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact Yes
Budgeted No
Recommended Action That the Board of Directors takes the following action:
1. Direct staff to budget for a Wastewater Maintenance Supervisor position in the FY 2021-22
Budget
2. Direct staff to budget for the following in FY 2022-23:
A. Two additional wastewater maintenance workers
B. One ramjet cleaning unit
C. One utility pickup truck
Goals 1.0 Sewer Infrastructure
1.1 Sewer Infrastructure - Prevent Sanitary Sewer Overflows (SSOs)
1.2 Sewer Infrastructure - Clean the District's entire mainline system
1.11 Sewer Infrastructure - Closed Circuit Televise (CCTV) pipeline
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for cleaning the collection system is to remove roots, grease and debris from the system to prevent clogging of pipes, which can cause
SSOs. In the last five years, the District had nine (9) SSOs related to roots and grease.
It should be noted that much of the root infestation is caused by private sewer laterals that are not properly maintained. Roots will impact
private laterals and cause the roots to grow outside the lateral and into the sewer main. Attached as Exhibit 1 are pictures of force mains
impacted by sewer laterals. When the District learns about root infested private laterals, staff will send letters to property owners notifying
them about the dangers of an SSO and offer recommendations to mitigate the roots. In addition, the District has a Sewer Inspection
Rebate Program (SIRP) where the District will pay a private plumber to record a video of private sewer laterals. District staff will then
review the recorded video and make recommendations to the property owner on how to mitigate issues with their laterals such as
hydrojetting their line and/or performing repairs such as lining the pipe. Since implementing the SIRP on July 10, 2018, the District
received 159 applications of which 79 of the applicants received rebates totaling $25,144 to improve private sewer laterals.
Also, the District is very active in preventing grease from entering the system. The District has a Fats Oils and Grease (FOG) Control
Program for restaurants that requires these establishments to install and maintain grease interceptors and implement best management
practices (BMPs) for preventing FOG from entering the sewer system. The District hired a private company to manage the FOG control
program by inspecting grease interceptors, ensuring restaurants are implementing their BMPs, issuing conditional use permits and
drafting enforcement letters. The District spends approximately $108,000 annually on its FOG Control Program. In addition, the District is
continually trying to educate the public about the dangers of pouring cooking grease down the kitchen sink. Since 2016, information about
the proper disposal of cooking grease has been featured in seven (7) District newsletters. The District has created videos on the proper
disposal of cooking grease and disseminated the videos on social media. In addition, the District has a partnership with Orange Coast
College (OCC) Recycling Center for a grease drop-off site. Residents can drop off their cooking grease at the Center free of charge. The
grease is then collected and recycled into reusable products such as candles, soap, and dog food. There is no cost to OCC or to the
District for collecting and recycling the used grease. It’s a great program for people who like to fry turkeys during the holidays.
The purpose of this analysis is to determine if the following objectives can be achieved.
1. Protect waterways and the environment from untreated wastewater.
2. Achieve zero SSOs during a 12-month period.
3. Number of Sanitary Sewer Overflows (SSOs) per 100 miles of Sewer is below Region 8 (Santa Ana) of the California Regional
Water Quality Control Board.
4. Provide additional staff coverage for after hours call-out assignments to prevent staff burn out.
5. Expand the number of cleaning hours per week.
6. Increase CCTV footage on the condition of wastewater pipeline.
7. Provide additional management/leadership support in the Wastewater Department.
The Costa Mesa Sanitary District (CMSD) has a permit with the California Water Resource Control Board for operating a sewer collection
system. The permit falls under the Wastewater Discharge Requirements Order No. 2006-0003-DWQ, otherwise known as the WDR. The
WDR requires all agencies operating a sewer collection system one mile or longer to develop and implement a system-specific Sewer
System Management Plan (SSMP). To be effective, SSMPs must include provisions to provide proper and efficient management,
operation, and maintenance of sanitary sewer systems, while taking into consideration risk management and cost benefit analysis.
Additionally, an SSMP must contain a spill response plan that establishes standard procedures for immediate response to an SSO in a
manner designed to minimize water quality impacts and potential nuisance conditions. The District’s SSMP can be found on the CMSD
website.
The WDR leaves it up to the discretion of agencies to determine proper and efficient management, operation and maintenance of sewer
collection systems. There are no industry standards for how many cleaning crews an agency must have to effectively maintain a sewer
collection system. The key words in the WDR are “cost benefit analysis” - in other words, estimating all costs involved in
achieving possible outcomes to be derived from opportunity or proposal. It’s up to agencies to decide what is the appropriate amount of
money to spend on managing, operating and maintaining a sewer collection system; however, if the money spent is not being effective to
prevent continual SSOs, then the State or non-governmental organizations (NGO) will try to issue an injunction on the agency and both
parties reach a settlement. For instance, in 2005, the Orange County Coastkeeper filed a lawsuit against the Garden Grove Sanitary
District (GGSD). As part of the settlement, GGSD had to perform a variety of programs and services to improve their collection system at
a cost of $343,000. Of that amount, $163,000 was earmarked towards attorney fees.
Current Cleaning Practice
As mentioned earlier, the District has two, two-person crews operating combination sewer cleaning units that consist of a jetter hose
releasing high pressured water into manholes to flush out all the debris lodged in the pipe, and an air vacuuming system to suck up
dislodged debris. Each cleaning unit will have one wireless tablet that allows the crews to download GIS maps, works orders and CCTV
videos while in the field and they have access to cleaning notes from prior cleaning cycles. The combination sewer cleaning units are
diesel-operated, heavy-duty units weighing 66,000 pounds. The units require the operators to have a Class “B” driver's license. Today’s
units are very technologically advanced and they offer touch screen control panels, multi-flow systems, multi-stage blower filtration
system, self-water cleaning system, and they’re equipped with a single or dual fan system. Attached as Exhibit 2 are pictures of
CMSD's combination sewer cleaning units.
The District units are on a regular preventive maintenance schedule to prevent breakdowns, but due to the complexity of this machinery
the units will occasionally experience unexpected and unanticipated breakdowns that result in long periods of downtime. If a unit is down
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for more than two days, then the District will try to rent a unit from a private vendor. From March 19 through April 1, 2019, the District
rented one unit at a cost of $7,647.50. A month later, the District had to rent a unit again (April 19-30, 2019) at a cost of $6,555; however,
renting units are dependent on availability. There were times when the District needed to rent a sewer combination cleaning unit, but
none of the private vendors had one available to rent. If a unit is unavailable to rent or employees are on extended leave, then the District
will hire a private contractor to assist with cleaning the system.
In addition to the four employees dedicated to cleaning the sewer system, the District has two employees that are dedicated to
maintaining the 20 sewer lift stations owned and operated by the District. When an employee is out on leave or there is a position
vacancy, management has to rework the schedule to ensure maintenance activities are completed. For instance, the District has a
vacancy for the Wastewater Maintenance Worker II position. Completing annual preventive maintenance for lift stations requires confined
space entry that needs three people to safely operate. One of the cleaning crews was pulled to assist with confined space entry. To
backfill the cleaning crew that was pulled for lift stations, the District solicited three bids from contractors to clean 100,000 feet of sewer
pipe and selected the low bid of $48,758.
The District will also hire private contractors to clean the sewer system when one or more employees are on unscheduled leave for more
than a week. On June 23, 2020, the District hired a contractor to clean 47,336 feet of pipeline at a cost of $24,450. It took the contractor
nine days to clean 47,336 feet of pipeline, which equates to $339.58 an hour. Seven months later the District hired the same contractor to
clean an additional 47,700 feet of pipeline, but the cost increased by nearly 10% at a cost of $26,850. It took the contractor nine days to
clean 47,700 feet of pipeline, which equates to $372.91 an hour. In April 2020, the District hired a different contractor to clean 100,290
feet of sewer pipe at a cost of $65,188.25. It took 21 working days to complete the cleaning at an hourly rate of $388.02 an hour.
To achieve cleaning the entire system within 18-months, staff estimates the District will have to clean 3,602 feet of pipeline a day. Staff
estimates there are approximately 330 work days in 18-months, excluding weekends, holidays, vacation, sick leave and training.
Closed Circuit Television (CCTV)
CCTV equipment is very important to maintaining sewer systems because it can give staff a visual of the current condition of the pipeline.
CCTV equipment can provide important assessments of the condition of pipeline that will help determine if immediate repair and/or
rehabilitation is needed. If obstruction is occurring while cleaning a pipeline segment the CCTV is brought in to determine the cause of the
obstruction and then corrective measures are taken. CCTV equipment is also used to periodically review Grade 4 (severe defects) line
segments to determine if immediate repair is needed and CCTV is used to determine root infestation and fats oil grease (FOG)
accumulation. Operators of CCTV equipment must be trained from the Pipeline Assessment and Certification Program (PACP) that’s
offered by the National Association of Sewer Service Companies (NASSCO). Currently, the District has two employees that obtained the
PACP certification. The District currently owns and operates a CCTV that is housed in a trailer.
PROPOSAL
Even though it appears the District will achieve its objective of cleaning the entire system within 18-months (as of December 31, 2020 the
District cleaned 88% of the system within a twelve-month period. Please see 2020 Outcomes and Performance Measurement), the
objective was met by using private contractors to assist with cleaning the system. Operating the CCTV equipment was limited by staff
because it requires a cleaning crew to be pulled off from cleaning. The cost to hire a contractor to perform CCTV can cost a minimum of
$200 an hour.
The proposal below is an analysis for hiring two additional wastewater maintenance workers and equipment that is not only less
expensive than contractors, but it can also enhance the cleaning frequency by cleaning the entire system in less than 18-months. In
addition, hiring two additional wastewater maintenance employees will allow the District to televise more pipeline at less cost than a
contractor and the additional employees will provide much needed backup for on-call services.
Wastewater Maintenance Worker II & III
Cleaning 3,602 feet of pipeline a day means one crew is cleaning 1,801 a day. Having three cleaning crews can clean approximately
5,403 feet a day. In 220 days the District can clean 1,188,660 of pipeline within 12 months (the District has 1,184,813 feet of pipeline
within its system). However, due to unforeseen equipment breakdown, and the need for CCTVing staff believes it will take longer than 12
months to clean the entire system, but the objective could be achieved in less than 18 months.
Currently, the wastewater staff work a 9/80 schedule where they work nine hours a day, Monday through Thursday, eight hours a day
every other Friday and they have the day off on alternate Fridays. It is estimated that staff spends 6 hours a day cleaning Monday through
Thursday and 5 hours a day on Fridays after taking into account the time it takes to pre-trip and post-trip vehicle inspections, drive time to
and from work sites, traffic control set up and breakdown, as well as lunch and regular breaks. Approximately 588 hours a month is spent
on cleaning when staff is on the 9/80 schedule.
Hiring two additional wastewater maintenance workers will allow staff to work 4/10 schedules where staff will work ten hours a day four
days a week. A certain number of employees would have every Monday and Friday off, but the system will still be cleaned five days a
week. It is estimated that staff would spend 7 hours a day cleaning the system while on a 4/10 schedule. In addition to cleaning, the
additional wastewater maintenance workers will allow the District to dedicate more time CCTVing the system. Staff believes dedicating
one day a week to CCTV would allow the District to inspect approximately 10,000 to 12,000 feet of pipeline a month. Please note that it
would take five years or longer to CCTV the entire system at 10,000 to 12,000 feet a month. Performing a full assessment of the
wastewater system should be done once every ten years. The last full assessment, where pipe segments were evaluated with each
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segment receiving a PACP rating of 1 to 5 (5 meaning eminent failure), was done in 2016 through 2018. The next full assessment of the
District’s sewer system will be budgeted in FY 2025-26. Staff believes employees working a 4/10 schedule will increase the number of
hours cleaning the system by 28 hours a month, which includes dedicating one day a week for CCTVing. See Exhibit 3 on how cleaning
hours were calculated.
On-Call
Another benefit for hiring two additional wastewater maintenance workers is coverage for on-call services. Wastewater maintenance
workers take turns being on-call every night and on weekends for after-hours emergencies. There are certain restrictions for employees
who are on-call such as, immediately answering their cellular phone for all District and emergency services communication, they must not
be under the influence of alcohol or prescription and over-the-counter medication that would impair their abilities to perform their
duties, and they are required to remain within one-hour of travel time distance of District boundaries. Often, the on-call person will contact
one of their colleagues to request assistance because the emergency may require two people. For instance, on February 2, 2021, the
District experienced an unexpected power outage in the northwest part of the community that impacted three sewer lift stations
simultaneously. The on-call person needed assistance procuring portable generators from the Yard and then transporting the units to the
lift stations where they were hooked up to electrical control panels to provide backup power and prevent sanitary sewer overflows. When
an employee is on leave it makes it challenges for on-call scheduling and providing emergency services, which can lead to “burn-out”
among staff if they have been on-call for too many consecutive days and/or responded to many emergencies. Hiring two additional
wastewater maintenance workers will help alleviate potential burn-out and decreased job satisfaction.
Cost
The maximum hourly rate for the Wastewater Maintenance Worker II position is $37.98 and the fully burden hourly rate (salaries and
benefits) is $58.99. The maximum hourly rate for the Wastewater Maintenance Worker III position is $41.92 and the fully-burden hourly
rate is 63.76. The combined total fully burdened hourly rate (salaries and benefits) for two wastewater maintenance workers would be
$117.98 an hour (WMW II) and $127.52 an hour (WMW III). The annual cost for the combined two employees, which include salary and
benefits, would range from $245,416 (WMW II) to $265,242 (WMW III).
Staff estimates the total hourly rate for two Wastewater Maintenance Workers III and one combination sewer cleaning unit (2019
Kenworth, Unit 1030) is $168.00 an hour, which includes overhead. The total hourly rate is lower for two Wastewater Maintenance
Workers II and same cleaning unit at $162.76. See Salary Schedule in Exhibit 4. The District’s proposed cost is less than the contractor’s
hourly rate ranging from $339.58 to $388.02 an hour.
Purchasing a new combination sewer cleaning unit will cost over $400,000. The unit the District purchased in 2019 cost $414,000.
Instead, staff is recommending the purchase of a Ramjet Jet Rodder that can provide the same cleaning capability of a combination unit
but cost less. The difference, however, is that the Rodder does not have a vacuum. The price for a new Ramjet Jet Rodder is under
$300,000. See attached quote and brochure of Ramjet in Exhibit 5a and Exhibit 5b.
Another asset to purchase is a utility pickup truck. A utility truck is used to provide support for cleaning activities, but most importantly, the
truck provides additional safety measures for staff while cleaning in the streets. The pickup truck provides additional warning lights,
including an arrow board, and it's parked behind the combination sewer cleaning unit to give staff added protection from potential
collisions with oncoming motorists. The cost for one utility pickup truck is approximately $75,000, which includes add on costs such as
lining the truck bed, procuring and installing warning lights and an arrow board, and installing a utility box. See Exhibit 6, pictures of utility
pickup trucks in CMSD fleet.
Additional Management/Leadership Support
Hiring two additional wastewater maintenance workers will require the Wastewater Maintenance Superintendent to supervise 8
employees. For optimal span of control, five to six subordinates per supervisor/manager is ideal, so staff is recommending promoting the
SCADA Technician/Industrial Electrician to Wastewater Maintenance Supervisor to provide support and assist the superintendent with
supervisorial/management duties of the Wastewater staff.
The SCADA Technician/Industrial Electrician has previous supervisory experience from his former employer, and he is currently
implementing a professional development plan that includes training courses to be an effective supervisor. Exhibit 7 is a list of sample
duties that will distinguish the difference between the supervisor and superintendent positions at the Yard. Staff estimates it will cost the
District an additional $15,043 per year, which includes salary and benefits and a 3% COLA to promote the SCADA Technician/Industrial
Electrician to the Wastewater Maintenance Supervisor position in FY 2021-22.
Duties for the SCADA Technician/Industrial Electrician position will continue, but now the person will be performing supervisory duties,
which is why the change in title and compensation is required. After the promotion, the SCADA Technician/Industrial Electrician position
will remain vacant. District employees will have the opportunity to receive training and gain experience performing SCADA
Technician/Industrial Electrician duties where they can be promoted to the position one day, but staff does not foresee that scenario will
become a reality for at least three to five years.
Legal Review
District Council has reviewed and made comments on this report.
Environmental Review
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The consideration of hiring two additional wastewater maintenance worker positions and promoting the SCADA Technician/Industrial
Electrician to Wastewater Maintenance Supervisor, and acquiring additional equipment 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
Staff estimates it will cost the District an additional $245,416 (WWM II) to $265,242 (WMW III) to hire two additional wastewater
maintenance workers, $300,000 for a new Ramjet Jet Rodder, $75,000 for a utility pick-up truck, and $15,043 to promote the SCADA
Technician/Industrial Electrician to Wastewater Maintenance Supervisor for a total cost of $635,459 to $655,285.
Staff does not believe there are adequate revenues in the wastewater fund to budget for two additional wastewater maintenance workers,
a Ramjet Jet Rodder and a utility pickup truck in FY 2021-22. Staff recommends budgeting these items in the FY 2022-23 Budget.
Before July 1, 2022, the District will conduct a sewer rate study to determine the amount revenues needed for future expenditures. The
last sewer rate adjustment was on July 1, 2017. If the Board approves the sewer rate study, the new rates will go into effect on July 1,
2022, five years after the last rate adjustment.
Staff does believe there are adequate revenues in the wastewater fund to budget the SCADA Technician/Industrial Electrician promotion
to Wastewater Maintenance Supervisor in FY 2021-22.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the March 9, 2021 Board of Directors study
session meeting at District Headquarters (290 Paularino Avenue) and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
1. Do not approve the additional wastewater maintenance workers, Ramjet Jet Rodder and utility pickup truck and direct staff to
continue using private contractors to supplement cleaning activities.
2. Do not approve the SCADA Technician/Industrial Electrician promotion and continue with status quo.
3. Direct staff to report back with more information.
File Attachments
Exhibit 1 Tree Roots.pdf (305 KB)
Exhibit 2 Combination Sewer Cleaning Units.pdf (345 KB)
Exhibit 3 9-80 vs 4-10 Analysis.pdf (129 KB)
Exhibit 4 Salary Schedule.pdf (144 KB)
Exhibit 5a Haaker Ramjet Proposal (1).pdf (171 KB)
Exhibit 5b Vactor Ramjet Brochure.pdf (393 KB)
Exhibit 6 – Utility Pick Up Truck.pdf (867 KB)
Exhibit 7 - Sample Duties Supervisor vs Superintendent.pdf (90 KB)
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: March 9, 2020
Subject: Receive and File FY 2019-20 CR&R Performance Review
Summary
Per Section 4.6 of the Agreement, the “DISTRICT shall complete a yearly performance review of the trash collection and recycling
program on a yearly basis and CONTRACTOR and DISTRICT shall meet to discuss and resolve problems that may be occurring in the
programs. DISTRICT shall prepare a performance review form that allows for evaluation of services provided at the residences as well as
administrative services including report preparation, accuracy, and timeliness of transmittal, responsiveness to inquiries, database
management, service levels and helpfulness.”
Recommendation
That the Board of Directors receive and file this report and direct staff to implement recommendations in CR&R's Annual Review 2019-20
Report prepared by Michael Balliet Consulting (MBC).
Analysis
The evaluation term was July 1, 2019 to June 30, 2020. The internal and external audit completed found that CR&R has demonstrated
acceptable compliance for the year in review but there are areas to work on highlighted below and in the reports. The performance was
evaluated on the following grading scale: Excellent, Satisfactory, Unsatisfactory, and Not Applicable. Staff reviewed CR&R's performance
in nine areas and made the following findings:
1. Service To Be Provided and Term: CR&R furnished all labor to collect, transport, recycle and dispose of solid waste collected.
Monthly reports have confirmed that all material collected from CMSD service area is going to CR&R's MRF and AD Facility as outlined in
the contract. Due to the COVID-19 pandemic, contents in the mixed waste cart were transported directly to the landfill the last three
months of the fiscal year in review. Organic material in the Organics Recycling Carts continued to be sorted and recycled at the AD
Facility.
2. Hauler Compensation: The District's goal is to maintain a net-to-hauler rate that does not exceed ten percent of the County average.
The standard per-unit net-to-hauler payment for the review period is $19.30 which is $1.09 below the county average of $20.39. The
Countywide review process is becoming outdated and the auditor found inconsistencies in the survey data provided by CR&R. The data
is not an apples-to-apples comparison of what is paid for the AD facility as only one other agency pays a per-ton fee.
3. Records, Reports, Reviews and Audits: CR&R promptly sends District staff month-end reports for processing. Additionally, financial
and accounting information for CR&R is meeting all accounting practice standards and providing accurate information on franchise
service and related activities. The auditor recommends that the monthly diversion report be revised to incorporate quarterly contamination
monitoring and more frequent characterization of recycled material.
4. Operations: The list of vehicles provided for the review period was found to be inaccurate, it listed two vehicles not currently in use
and one unlisted vehicle that was used for CMSD collections. In addition, the aging fleet, over packing of collection vehicles for certain
routes does indicate a potential problem that should be monitored. The route review conducted by the auditor found that 5 collection
routes should be adjusted as they are producing too many loads over 13 tons.
Subject 3. Receive and File FY 2019-20 CR&R Performance Review
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receives and files this report and direct staff to implement
recommendations in CR&R's Annual Review 2019-20 Report prepared by Michael Balliet
Consulting (MBC)
Goals 2.0 Solid Waste
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5. Insurance, Bonds and Indemnifications: N/A
6. Default and Damages: N/A
7. Collection Schedule: 348 missed curbside pickup complaints were received by CMSD during the year in review. CR&R recorded 68
missed pickup complaints, CR&R only reports the complaints that are escalated to management for handling.
8. Special Programs: Per the agreement, CR&R's Sustainability Specialist is to dedicate approximately 20 hours a week promoting solid
waste diversion programs in CMSD. Due to the Sustainability Specialist position being vacant during some time of the review period and
the Covid-19 pandemic, no outreach was conducted. CR&R donated $19,000 to CMSD for funding the communications consultant
contract with Tripepi Smith. CMSD is very grateful for this donation as it allowed CMSD to increase outreach efforts and educate
residents on their service. Two solid waste campaigns were completed through this contract.
9. Miscellaneous: The audit found the small "Costa Mesa Recycles for you" sign may not be meeting the sign standards as there is no
room for the quarterly rotating sign. CMSD staff will present new design options for the decal at the April Study Session and will be asking
the Board for direction. The results for the SB 1383 compliance analysis and consideration of a three cart system will be presented during
different meetings later this month.
In addition, Mike Balliet Consulting, LLC (MBC) was awarded the RFP to complete a solid waste agreement performance audit, SB 1383
compliance analysis, and implementation plan development. Mr. Balliet will be attending the Study Session and available to answer any
questions you may have. Attached to this report are MBC's audit report and CMSD's internal report for your review.
Legal Review
Not Applicable.
Environmental Review
A performance review of CR&R in and of itself 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. The programs of CR&R, such as the organics
programs, receive individual CEQA review when they are initiated or revised.
Financial Review
The fiscal year 2020-21 has a budget of $6,000 for the annual Waste Hauler Internal Audit. Since the District added the SB 1383
Compliance Analysis and Implementation Plan Development to the audit, the total cost was $19,425. Staff made a budget adjustment to
transfer $13,500 from the Battery Recycling Program to Professional Services account to cover for the additional cost.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the March 9, 2021 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
CR&R Annual Review 2019-2020 Report - MBC.pdf (1,370 KB)
CMSD Evaluation.pdf (485 KB)
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: March 9, 2021
Subject: Receive and File Quarterly Legislative Update - Quarter 1
Summary
The Quarterly Legislative Report provides the Board of Directors with analyses of measures pending at the state and congressional
levels that are of interest to the District. On July 22, 2010, the Board of Directors gave authority to the President to write support and/or
opposition letters on behalf of the Board if that position has been taken by an agency the District is a member of. For all other bills, staff
recommendations for formal District positions on legislation will be agendized and presented for Board action at their regular Board of
Directors meetings. When the Board takes formal action on a piece of legislation, the President will advocate the support or opposition of
individual bills as approved by the Board.
Recommendation
That the Board of Directors receives and files the Quarterly Legislative Report.
Analysis
As of February 26, 2021, the following Congressional and State bills are of interest to the District and are summarized in the attached
Quarterly Legislative Report for Quarter 1:
CONGRESS
SUPPORT:
HR 535 – “Special Districts Provide Essential Services Act”
S 91 – “Special Districts Provide Essential Services Act”
WATCH:
HR 895 – “To provide for assistance to rural water, wastewater, and waste disposal systems affected by the COVID-19 pandemic,
and for other purposes”
S 209 – ““A bill to provide for assistance to rural water, wastewater, and waste disposal systems affected by the COVID-19
pandemic, and for other purposes”
CA STATE LEGISLATURE
SUPPORT:
AB 361 – Open meetings: local agencies: teleconferences
AB 818 – Solid waste: premoistened nonwoven disposable wipes
ACR 17 – Special Districts Week
OPPOSE:
Subject 4. Receive and File Quarterly Legislative Report - Quarter 1
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receives and files the Quarterly Legislative Report.
Goals 6.6 Administrative Management - Stay informed of Federal and State legislation
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AB 59 – Mitigation Fee Act: fees: notice and timelines
AB 339 – State and local government: open meetings
WATCH:
AB 20 – Political Reform Act of 1974: campaign contributions: The Clean Money Act of 2021
AB 230 – Employment: flexible work schedules
AB 474 – California Public Records Act: conforming revisions
AB 654 – COVID-19: exposure: notification
AB 661 – Recycling: materials
AB 683 – Solid waste: recycling
AB 703 – Open meetings: local agencies: teleconferences
AB 881 – Plastic waste: diversion: recycling: export
AB 1027 – Solid and organic waste
AB 1086 – Organic waste: implementation strategy
AB 1217 – Personal protective equipment: stockpile
ACA 1 – Local government financing: affordable housing and public infrastructure: voter approval
SB 54 – Solid waste: disposable packaging and food ware
SB 244 – Lithium-ion batteries: illegal disposal: fire prevention
SB 274 – Local government meetings: agenda and documents
SB 323 – Local government: water or sewer service: legal actions
SB 594 – Elections: local redistricting
SB 741 – Trash receptacles and storage containers: reflective markings
Research for the quarterly legislative report is sourced from legislative analyses compiled by various individuals, organizations, and
agencies, including the California Special Districts Association, California Association of Sanitation Agencies, CalRecycle, Californians
Against Waste, and the websites of the District's state representatives.
Legal Review
Not applicable.
Environmental Review
Consideration of pending legislation 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 with the complete agenda packet for the March 9, 2021 Board of Directors Study
Session meeting held via teleconference and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
Legislative Analysis Quarterly Report.pdf (431 KB)
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: March 9, 2021
Subject: Consider Scheduling Special Board of Directors Meetings to discuss implementing 3-Cart Solid Waste Recycling
Curbside Collection Program and SB 1383, Short-lived Climate Pollutants: Organic Waste Reduction
Summary
Staff believes special meetings are required to discuss the above referenced subjects because of the significant operational impacts each
item could have on the District and the regular study session meetings scheduled for April and May are dedicated for reviewing the
preliminary budget for Fiscal Years 2021-22 and 2022-23.
Recommendation
That the Board of Directors schedules two special meetings for the following topics:
1. Implementing 3-Cart Solid Waste Recycling Curbside Collection Program.
2. SB 1383, Short-lived Climate Pollutants: Organic Waste Reduction.
Analysis
3-Cart Solid Waste Recycling Curbside Collection Program
Since 2006, the District implements a 2-cart solid waste recycling curbside collection program where residents receive two mixed waste
carts to discard their garbage and recyclables. The material is then taken to a "dirty" Material Recovery Facility (MRF) where the
recyclables are picked out of the waste stream, separated, bailed and then shipped to various markets. Residents also have up to two
organics recycling carts where green waste and food scraps are discarded. The material is taken to an anaerobic digestion facility where
it's converted into Renewable Natural Gas.
The Board set a goal of diverting 75% of residential waste stream away from landfills. In FY 2018-19, the last full year prior to the
COVID-19 pandemic, the District's curbside recycling program diverted 61.58% of materials away from landfills. A 3-cart solid waste
recycling curbside collection system is the most common system in Orange County and in California. Every single family household
receives three carts (black for trash, blue for recycling and green for green waste & food scraps). The recyclables are taken to a "clean"
MRF where material is separated, bailed and shipped to various markets. The purpose of the special meeting is to discuss if the 3-cart
system can get the District closer to achieving our 75% diversion goal. Other points of discussion will include logistics, community
outreach, and of course, cost.
SB 1383, Short-lived Climate Pollutants: Organics Waste Reduction
In September 2016, Governor Edmund Brown Jr. set methane emissions reduction targets for California (SB 1383 Lara, Chapter 395,
Statutes of 2016) in a statewide effort to reduce emissions of short-lived climate pollutants (SLCP). The targets must:
Reduce organic waste disposal 50% by 2020 and 75% by 2025
Organic waste in landfills emits:
20% of the state’s methane, a climate super pollutant 84 times more potent than carbon dioxide.
Air pollutants like particulate matter, contributes to health conditions like asthma.
Subject 5. Consider Scheduling Special Board of Directors Meetings to discuss implementing
3-Cart Solid Waste Recycling Curbside Collection Program and SB 1383, Short-lived
Climate Pollutants: Organic Waste Reduction
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
Type Action
Recommended Action That the Board of Directors schedules two special meetings for the following topics:
1. Implementing 3-Cart Solid Waste Recycling Curbside Collection Program
2. SB 1383, Short-lived Climate Pollutants: Organic Waste Reduction
Goals 2.0 Solid Waste
2.8 Solid Waste - Recycle green waste and food scraps
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Reducing Short-Lived Climate Super Pollutants like organic waste will have the fastest impact for improving the climate. However, unlike
the "Good Faith Effort" that's allowed jurisdictions to comply with AB 939 (Integrated Waste Management Act), Legislators amended SB
1383 to remove the requirement that CalReycle use the AB 939 Good Faith Effort for its enforcement of SB 1383. It is believed that 75%
organic waste diversion target in 2025 will not be reachable with the longer compliance process under the Good Faith Effort standards.
While CalReycle will be focusing on compliance assistance in 2022 and 2023, they will begin issuing Notice of Violation to non-compliant
jurisdictions that will include a Corrective Action Plan and/or penalties such as fines.
The purpose of the special meeting is to discuss possible amendments to CR&R's contract to ensure the District, and ultimately the Cities
of Costa Mesa and Newport Beach, are in compliance with SB 1383. Other points of discussion will include the recommendations made
by Michael Balliet Consulting (MBC) in his CR&R Solid Waste Agreement, Performance Audit and SB 1383 Compliance Analysis &
Implementation report dated March 1, 2021. In addition, the Board and staff will discuss how Costa Mesa and Newport Beach plans to
be in compliance, and how the District can cooperate and assist the cities on their endeavors to comply with SB 1383.
Staff is recommending the Board pick two dates below to schedule your special meetings.
Tuesday, March 23
Wednesday, March 24
Thursday, March 25
Special meetings can be scheduled after March 25, but certain staff members will be unavailable to attend the meetings.
Legal Review
Not applicable
Environmental Review
Scheduling Special Board of Directors meeting 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
Thee are no financial impacts to the District for scheduling a Special Board of Directors meeting.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the March 9, 2021 Board of Directors study
session meeting at District Headquarters (290 Paularino Avenue) and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
1. Do not schedule a special Board of Directors meeting and direct staff to place both items mentioned above on a future study session
meeting agenda.
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
Type
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D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, APRIL 13, 2021 AT 9:30 A.M. VIA TELECONFERENCE.
Subject 2. Adjournment
Meeting Mar 9, 2021 - Board of Directors Study Session
Access Public
Type Procedural