Minutes - Board - 2024-01-22COSTA MESA SANITARY DISTRICT
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
JANUARY 22, 2024
Members present
Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
Members absent
Arlene Schafer
Staff present
Scott Carroll (General Manager), Noelani Middenway (District Clerk & Public
Information Officer), Gina Terraneo (Management Analyst II), Mark Esquer
(District Engineer), Alan Burns (District Counsel), Dyana Bojarski (Administrative
Services Manager), Marissa Pereyda (Management Analyst II)
Others present
Michael Tou, Citizens Advisory Committee Vice Chair
Meeting called to order at 4:30 P.M.
A. OPENING ITEMS
Procedural: 1. Call to Order - President Scheafer
President Scheafer called the meeting to order at 4:30 P.M.
Procedural: 2. Pledge of Allegiance - President Scheafer
President Scheafer led the Pledge of Allegiance.
Procedural: 3. Invocation - Vice Secretary Ooten
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 22, 2024
Recommendation: That the Board of Directors approve the meeting minutes as
presented.
Action (Consent): 3. Adopt Warrant Resolution No. CMSD 2024-07 Approving
District Warrant Registers
Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD
2024-07 approving District warrants for the month of December in the amount of
$13746,733.74.
Action (Consent): 4. Approve the Directors' Compensation and Reimbursement
of Expenses
Recommendation: That the Board of Directors approve the compensation and
reimbursement of expenses as presented.
Action (Consent): 5. Approve Payroll Transparency Disclosure for December
2023
Recommendation: That the Board of Directors approve and file the report.
Action (Consent): 6. Receive and File November 2023 and December 2023
Organics Tonnage Report
Recommendation: That the Board of Directors approve and file the report.
Action (Consent): 7. Receive and File November 2023 and December 2023 Solid
Waste Diversion Report
Recommendation: That the Board of Directors approve and file the report.
Action (Consent): 8. Approve the Occupancy Count of 23,102 and Direct Staff to
Prepare a Warrant to CR&R Environmental Services for $258,428.21 for
December 2023 Solid Waste Collection Services
Recommendation: That the Board of Directors:
1. Approve the occupancy count of 23,102; and
2. Direct staff to prepare a warrant to CR&R Environmental Services for
$258,428.21 for December 2023 solid waste collection services to be ratified
with the January 2024 warrant register.
COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 22, 2024
Action: 2. Consider Adopting 1. Adopt Resolution No. 2024-989 - Revised
Administrative Policies in its entirety. 2. Adopt Resolution No. 2024-990 -
Revised Employee Handbook in its entirety. 3. Adopt Resolution No. 2024-991
- Revised Board of Directors Procedures Handbook in its entirety. 4. Adopt
Resolution No. 2024-992 - Revised Citizen's Advisory Committee Handbook in
its entirety.
Recommendation: That the Board of Directors take the following action:
1. Adopt Resolution No. 2024-989 - Revised Administrative Policies in its
entirety.
2. Adopt Resolution No. 2024-990 - Revised Employee Handbook in its entirety.
3. Adopt Resolution No. 2024-991 - Revised Board of Directors Procedures
Handbook in its entirety.
4. Adopt Resolution No. 2024-992 - Revised Citizen's Advisory Committee
Handbook in its entirety.
Administrative Services Manager, Dyana Bojarski, presented the item. She
noted that each revised document has been reviewed by District Counsel or
by District's labor counsel. She described each document in detail.
Director Eckles inquired about the District's petty cash policy.
President Scheafer inquired about membership terms for the Citizens
Advisory Committee (CAC).
Discussion followed regarding CAC meeting attendance.
Motion: To adopt Resolution No. 2024-989 - Revised Administrative Policies
in its entirety.
Motion by Art Perry, second by Bob Ooten.
Final Resolution: Motion Carries 4-0-1
Aye: Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
No: None
Not Present: Arlene Schafer
Motion: To adopt Resolution No. 2024-990 - Revised Employee Handbook in
its entirety.
Motion by Art Perry, second by Bob Ooten.
COSTA MESA SANITARY DISTRICT PAGE 7
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 22, 2024
Recommendation: That the Board of Directors receive and file this report.
Mr. Carroll presented the report. He stated that District staff will begin
planning the next five-year strategic plan in January 2025.
Discussion followed regarding the District's goal of recognizing students
modeling good recycling behaviors.
Secretary Perry inquired about the Orange Coast College (OCC) Recycling
Center.
Mr. Carroll stated that an update on the OCC Recycling Center will be
provided at the upcoming City/Districts Liaison Committee meeting.
There was no further discussion, and the report was received.
Action, Receive and File: 4. Receive and File 2023 Annual Performance
Measurement Report
Recommendation: That the Board of Directors receive and file this report.
Mr. Carroll presented the report. He stated that the District had four sanitary
sewer overflows (SSO) in the last quarter of 2023 but only 2% of the
wastewater entered the surface water.
Discussion followed regarding the rollout of the three -cart system and cart
sizes.
President Scheafer commented on the District's experience modification (e-
mod) rate.
Vice Secretary Ooten inquired about the District's net -to -hauler rate.
Director Eckles inquired about the report's missed trash collection data and
the District's goal of cleaning the entire sewer system annually.
Mr. Carroll stated that, due to staff shortages and broken equipment, the
District was not able to fully clean the sewer system within one year.
There was no further discussion, and the report was received.
COSTA MESA SANITARY DISTRICT PAGE 9
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 22, 2024
There was no further discussion.
F. ENGINEER'S REPORTS
Action: 1. Project 327 Calcium Removal Adopt CEQA Determination, Award a
Contract, and Approve a Contingency
Recommendation: That the Board of Directors:
1. Adopt the 327 Calcium Removal project as Categorically Exempt per the
California Environmental Quality Act (CEQA) Section 15302, Class 2; and
2. Award a contract to the lowest responsive and responsible bidder, Sancon
Technology, Inc., in the amount of 133,750; and
3. Approve a 10% contingency in the amount of $13,375.
District Engineer, Mark Esquer, dedicated his report to Ron Wade, a 40-year
wastewater engineering veteran. He presented report details and shared
photos of calcium buildup within District sewer pipes.
Discussion followed regarding the location and origin of the calcium
buildup.
Citizens Advisory Committee (CAC) Vice Chair, Michael Tou, entered the
meeting at 5:25 p.m.
Motion: To adopt the 327 Calcium Removal project as Categorically Exempt
per the California Environmental Quality Act (CEQA) Section 15302, Class 2.
Motion by Bob Ooten, second by Art Perry.
Final Resolution: Motion Carries 4-0-1
Aye: Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
No: None
Not Present: Arlene Schafer
Motion: To award a contract to the lowest responsive and responsible
bidder, Sancon Technology, Inc. in the amount of $133,750.
Motion by Art Perry, second by Brett Eckles.
Final Resolution: Motion Carries 4-0-1
Aye: Art Perry, Bob Ooten, Brett Eckles, Mike Scheafer
No: None
COSTA MESA SANITARY DISTRICT PAGE 11
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 22, 2024
1. Orange County Sanitation District (OCSD) - (President Ooten)
Vice Secretary Ooten did not attend the OCSD meeting.
Secretary Perry shared that he attended and will be submitting a written
report.
2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry)
Secretary Perry stated that SARFPA meets this upcoming Thursday, January
25.
3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer)
4. California Special Districts Association (CSDA) - (Secretary Schafer)
None.
5. Special District Risk Management Authority (SDRMA) - (Director Scheafer)
President Scheafer stated that there is a vacant seat on SDRMA's Board of
Directors. He shared that SDRMA performed an evaluation of their current
Chief Executive Officer (CEO) and noted that responses from SDRMA should
improve as a result.
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55,
Operations Code Section 3.01.030
Vice Secretary Ooten shared that he attended a Water Advisory Committee
of Orange County (WACO) meeting. He also attended a CSDA webinar on
clean fleet regulations.
President Scheafer requested an updated meeting reimbursement form.
There was no further discussion.
COSTA MESA SANITARY DISTRICT PAGE 13
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD JANUARY 22, 2024
President Scheafer adjourned the meeting at 5:36 p.m. in honor of Ron
Wade.
Art Perry
Secretary
ike Scheaf
President