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Tuesday, May 10, 2022
Board of Directors Study Session
Time: 8:00 a.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
***
IMPORTANT NOTICE REGARDING MAY 10, 2022 STUDY SESSION MEETING
This hybrid in-person and teleconferenced meeting will utilize electronic means consistent with
State of California Assembly Bill 361 (Gov. Code § 54953(b)(3)).
***
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.
***
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 - 882 7105 8326
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 882 7105 8326#
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 real time during the meeting
or prior to the meeting in writing for the Board of Directors' consideration by sending them to the
District Clerk, 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
Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a
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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. Consider Approving Five Percent (5.0%) Cost of Living Adjustment for CMSD Employees
2. Consider Approving New Job Classification and Hiring Two New Employees in the Wastewater Collections Department,
and Ordering One New Combination Sewer Cleaning Unit and One Pickup Truck
3. Receive and File April 2022 Code Enforcement Officer Report
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
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Tuesday, May 10, 2022
Board of Directors Study Session
Time: 8:00 a.m.
Location: Costa Mesa Sanitary District - 290 Paularino Ave., Costa Mesa, CA 92626
***
IMPORTANT NOTICE REGARDING MAY 10, 2022 STUDY SESSION MEETING
This hybrid in-person and teleconferenced meeting will utilize electronic means consistent with
State of California Assembly Bill 361 (Gov. Code § 54953(b)(3)).
***
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.
***
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 - 882 7105 8326
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 882 7105 8326#
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 real time during the meeting
or prior to the meeting in writing for the Board of Directors' consideration by sending them to the
District Clerk, 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.)
Meeting May 10, 2022 - Board of Directors Study Session
Access Public
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Robert Ooten, President
Michael Scheafer, Vice President
Arlene Schafer, Secretary
Arthur Perry, Director
Brett Eckles, Director
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 May 10, 2022 - Board of Directors Study Session
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: May 10, 2022
Subject: Consider Approving Five Percent (5.0%) Cost of Living Adjustment for CMSD Employees
Summary
Historically, the Board of Directors have approved Cost of Living Adjustments (COLA) for employees as a way to help offset inflation. In
the past ten years, the following February to February Los Angeles-Long Beach-Anaheim, COLA were approved by the Board of
Directors. See attached historical Consumer Price Index (CPI) from the U.S. Bureau of Labor Statistics.
Year COLA
2012 2.1
2013 2.2
2014 0.5
2015 0.1
2016 2.4
2017 2.7
2018 3.6
2019 2.5
2020 3.4
2021 1.0
Recommendation
That the Board of Directors direct staff to bring this item back for approval consideration at the May 23, 2022 regular Board of Directors
meeting.
Analysis
As you can see in the attachments, the 2022 February to February Los Angeles-Long Beach-Anaheim CPI is 7.4%. Inflation rose again
the following month to 8.5%. The Los Angeles-Long Beach-Anaheim area is experiencing the highest inflation rate in the past forty-one
years. According to U.S. Bureau of Labor Statistics, the following goods and services have increased.
Year-Over-Year Inflation, by Expenditure
Food 8.6%
Subject 1. Consider Approving Five Percent (5.0%) Cost of Living Adjustment for CMSD
Employees
Meeting May 10, 2022 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact Yes
Recommended Action That the Board of Directors direct staff to bring this item back for approval consideration at
the May 23, 2022 regular Board of Directors meeting.
Goals 7.0 Human Resources Management
7.1 Human Resources Management - Value and appreciate employees
7.5 Human Resources Management - Maintain high level of employee satisfaction
7.7 Human Resources Management - Provide competitive compensation, benefits package
and incentives
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At Home Food 11.7%
Electricity 17.7%
Natural Gas 22.7%
Auto Gasoline 49.1%
There are no COLA budgeted in the FY 2022-23 Budget. Staff did not anticipate nor foresaw inflation reaching 8.5% because in the past
ten years, the average CPI is 2%. While approving a 5% COLA would be the highest COLA adjustment received by staff, it would still not
be enough to help offset inflation costs. However, approving staff's recommendation will provide a way to at least partially offset inflation
and help achieve the following strategic goals that were adopted by the Board of Directors.
7.1 - Value and appreciate employees
7.5 - Maintain high level of employee satisfaction
In accordance, with Policy No. 2.2 of the District's Employee Handbook, employees are eligible for merit adjustments ranging from two to
five percent depending on their performance evaluation and standing within their position salary range. Employees who are at the top of
their salary range can no longer receive merit adjustments and depend on COLA's to earn more money. Currently, three employees are
at the top of their salary range and two employees are near the top (less than 5%).
The general manager does not receive COLA adjustments. His compensation is negotiated with the Board of Directors after completing
his annual performance evaluation.
Legal Review
Not applicable
Environmental Review
The consideration of a five percent COLA adjustment for employees 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
The total cost to approve a five percent COLA for all employees, except the general manager, is $130,000.
Fiscal Year 2022-23
Solid Waste Wastewater
Salaries $24,000 $92,000
Benefits*$2,000 $12,000
Total $26,000 $104,000
*Employer's Medicare portion, Employer's CalPERS portion.
If the Board of Directors approve the five percent COLA then, $130,000 will need to be appropriated to the salaries and benefits accounts
in the FY 2022-23.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the May 10, 2022 Board of Directors study
session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Approve a 3% COLA adjustment. The total cost will be $87,000
2. Approve a 7.4% COLA adjustment. The total cost will be $179,000
3. Do not approve a COLA adjustment
File Attachments
BLS Historical CPI.pdf (144 KB)
Feb 2022 consumerpriceindex_losangeles.pdf (1,082 KB)
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C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: May 10, 2022
Subject: Consider Approving New Job Classification and Hiring Two New Employees in the Wastewater Collections
Department, and Ordering One New Combination Sewer Cleaning Unit and One Pickup Truck
Summary
On March 9, 2021, staff presented 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. In addition, staff analysis was an attempt 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.
On April 26, 2021, the Board of Directors discussed the analysis again and directed staff to take the following action:
Include two additional wastewater worker positions and additional wastewater equipment (one combination sewer cleaning unit
and one pickup truck) in the 2022 Sewer Rate Study.
On February 28, 2022, the Board of Directors held a Proposition 218 hearing to consider annual wastewater collection charges that
included two additional wastewater worker positions and additional wastewater equipment. A protest to the proposed charges failed and
the Board adopted the schedule of charges in Resolution No. 2022-954 for wastewater collections services for the years 2022-2027.
Subject 2. Consider Approving New Job Classification and Hiring Two New Employees in the
Wastewater Collections Department, and Ordering One New Combination Sewer
Cleaning Unit and One Pickup Truck
Meeting May 10, 2022 - Board of Directors Study Session
Access Public
Type Action
Recommended Action That the Board of Directors direct staff to bring this item back on May 23, 2022 to consider
approving the following:
1. Job description and salary range for the proposed Electrical Instrumentation Technician
position.
2. Hiring two new employees that include one Electrical Instrumentation Technician and one
Wastewater Maintenance Worker II; and
3. Direct staff to place the order for one new sewer combination cleaning unit and one 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
1.5 Sewer Infrastructure - Perform preventative maintenance at all lift stations
7.0 Human Resources Management
7.1 Human Resources Management - Value and appreciate employees
7.5 Human Resources Management - Maintain high level of employee satisfaction
7.8 Human Resources Management - Provide a safe work environment
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Recommendation
That the Board of Directors direct staff to bring this item back on May 23, 2022 to consider approving the following:
1. Job description and salary range for the proposed Electrical Instrumentation Technician position;
2. Hiring two new employees that include one Electrical Instrumentation Technician and one Wastewater Maintenance Worker II; and
3. Direct staff to place the order for one new combination sewer cleaning unit and one pickup truck.
Analysis
To achieve the objectives mentioned above, staff is recommending the Board approve two full-time employees in the Wastewater
Collections Department that include one Electrical Instrumentation Technician and one Wastewater Maintenance Worker II.
The Electrical Instrumentation Technician is a new classified position that will be assigned to maintaining the District's twenty sewer lift
stations. The District already has one, two person crew assigned to lift stations, which include a SCADA Technician/Industrial Electrician.
However, another electrical technician is recommended for safety concerns at lift stations. Lift stations have high voltages that require
someone with expertise in electrical systems. The new position will also provide coverage when the SCADA Technician/Industrial
Electrician is on leave and the position will provide after hour standby duties as well as responding to sanitary sewer overflows (SSOs).
This is a new position that needs Board approval. Attached is the job description for Electrical Instrumentation Technician.
The hiring of an additional wastewater maintenance worker will give the District three cleaning crews. One employee assigned to the lift
station crew will be reassigned to the cleaning crew. Staff believes having a third cleaning crew will allow the District to clean the entire
system within twelve months, thus reducing the likelihood of SSOs. In addition, a third crew will give the department enough staff to work
4-10 schedules, which will increase cleaning hours as demonstrated in the attachment.
Having a third cleaning crew will require the procurement of a new combination sewer cleaning unit. Attached is a quote from Haaker
Equipment Company after submitting a bid to Sourcewell, a cooperative purchasing government organization. Due to manufacturing
delays as a result of COVID-19, a new combo unit would not be delivered to the District for 11 to 15 months, which is why it's important to
place the order as soon as possible. While waiting for delivery of the unit, the third cleaning crew can perform a variety of duties such as:
Inspecting pipeline using CCTV
Inspecting the condition of manholes. The eight million gallon SSO that recently occurred in the City of Carson was caused by a
collapsed manhole that deteriorated overtime from corrosion. The District has over 5,000 manholes.
Plug and seal manhole covers to prevent inflow water entering the system.
Training
Cleaning lift station wet wells
One pickup truck is required to provide additional visibility and protection of employees while cleaning the system in the street. The truck
will supply tools and can provide as an additional resource for towing generators and/or by-pass pumps in the event of an emergency.
Last year, the District acquired a 2022 Ford Maverick hybrid pickup truck for $27,000.
Hiring two additional employees for the Wastewater Collection Department will provide additional coverage for after hours call-out
(standby) assignments. For the past ten years, a private contractor, CR Drains, has provided after hour phone service as well as
responding to after hour emergencies. CR Drains submitted notice they will no longer be the District's after hour call center and
emergency responder effective July 1, 2022. Staff from the Wastewater Collections Department will have to provide this service. Staff
analyzed the number and type of after hour calls CR Drains received in the past three years. Below are staff findings:
Average after hour phone calls received per year - 26
Average after hour phone calls received per year that were unrelated to wastewater - 14
Average response in the field per year - 8
27% of all after hour phone calls in the past three years were trash related.
28% of all after hour phone calls in the past three years required response in the field
The earliest phone call received 3:43 am.
The latest phone call received was 11:00 pm.
Staff will acquire a dedicated cell phone for the standby person. The phone will have a dedicated phone number to call during after hours
and weekends. Currently, there are five employee that are assigned to standby duties on a rotational basis. Adding two more employees
to the rotation will greatly improve morale and help avoid staff burnout for consistently being on standby assignment.
Legal Review
Not applicable.
Environmental Review
Considering hiring two additional wastewater worker positions and additional wastewater equipment 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
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Staff surveyed the salary range for similar electrical technician positions from wastewater agencies in Orange County and determined
Range 44 of CMSD's salary schedule is appropriate for Electrical Instrumentation Technician position. The annual salary range for this
position would be $77,162.18 - $104,127.30. The fully burden cost for the Electrical Instrumentation Technician position is $140,571.85
The salary range for the Wastewater Maintenance Worker II position has been adopted by the Board in years past. The fully burden cost
for the Wastewater Maintenance Worker II position is $104,564.59
The cost to acquire one combination sewer cleaning unit is $583,363.88, which include tax and delivery costs.
The cost to acquire one pickup truck is $50,000, which include costs for outfitting the truck (e.g. bed liner, took box, warning lights).
The additional annual cost for staffing after hour call center and responding to emergencies is $23,370. This cost includes having a
secondary standby person, cell phone services, paying standby person for phone advice, and responding to emergencies.
There will be an annual savings of $5,000 - $10,000 as a result of CR Drains no longer providing the after hour call center and
responding to emergencies.
Total costs to hire two new employees in the Wastewater Collections Department, and ordering one new combination sewer cleaning unit,
one pickup truck and additional standby person is $901,870.32. If the Board of Directors approves staff recommendation, then $902,000
will need to be appropriated to the salaries and benefits accounts and capital outlay accounts in the FY 2022-23.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the May 10, 2022 Board of Directors study
session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve staff's recommendation.
2. Direct staff to report back with more information.
File Attachments
CMSD Electrical Instrumentation Techncian.pdf (90 KB)
9-80 vs 4-10 Analysis.pdf (100 KB)
Quote - Combination Sewer Cleaning Unit.pdf (188 KB)
Electrical Technician Salary Survey.pdf (10 KB)
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C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: David Griffin, Interim Code Enforcement Officer
Date: May 10, 2022
Subject: Receive and File April 2022 Code Enforcement Officer Report
Summary
This report summarizes major points for three ordinance enforcement topics covering scavenging, graffiti on trash carts, and trash
container enforcement. For the month of April, the CMSD Interim Code Enforcement Officer focused his efforts on patrols in various parts
of the community. The goal is to identify and deter instances of scavenging and residential trash carts left within the public view.
Recommendation
That the Board of Directors receives and files this report.
Analysis
In the month of April, Interim Code Enforcement Officer (CEO) Griffin approached eight (8) individuals after observing them scavenging
from CMSD trash carts. In the same month he issued 115 warning notices to residents storing their trash carts in public view.
Interim Officer Griffin found no graffiti on trash carts in the month of April. Interim Officer Griffin's 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 Griffins' 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 May 10, 2022 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
CEO Report April 2022.pdf (719 KB)
Subject 3. Receive and File April 2022 Code Enforcement Officer Report
Meeting May 10, 2022 - Board of Directors Study Session
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Type Discussion
Goals 2.0 Solid Waste
2.9 Solid Waste - Enhance Code Enforcement presence
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D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting May 10, 2022 - Board of Directors Study Session
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Type
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D. CLOSING ITEMS
The next Study Session of the Costa Mesa Sanitary District Board of Directors will be held at 8:00 a.m. on Tuesday, June 14, 2022 in the
District's Boardroom, located at 290 Paularino Avenue, Costa Mesa, CA 92626.
Subject 2. Adjournment
Meeting May 10, 2022 - Board of Directors Study Session
Access Public
Type Procedural