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04 - Minutes Study Session 2013-10-15 CMSD OSTA ESA ANITARY ISTRICT MBDSS INUTES OF OARD OF IRECTORS TUDY ESSION O15,2013 CTOBER ______________________________________________________________________ CO The Board of Directors of the Costa Mesa ALL TO RDER Sanitary District met in study session on th October 15, 2013 at 9:30 a.m. at 628 W. 19 Street, Costa Mesa. RC DP: James Ferryman, Mike Scheafer, Robert OLL ALLIRECTORS RESENT Ooten, Art Perry, Arlene Schafer DA: None IRECTORS BSENT SP: Scott Carroll, General Manager; Javier TAFF RESENT Ochiqui, Management Analyst; Elizabeth Pham, Management Assistant; Noelani Middenway, Deputy Clerk of the District OP: Mike Carey, Orange Coast College; THERS RESENT Lawrence Jones, CR&R; Dean Ruffridge, CR&R PC UBLIC OMMENTS Staff noted that while Mr. Jim Mosher was not present, written comment from Mr. Mosher has been received and responded to by staff. President Ferryman asked for public comment. Seeing none, Public Comments were closed. IS TEMS OF TUDY a. Recycling & Waste Diversion Reports Recommendation: That the Board of Directors receive and file the August, and September 2013 reports. Management Analyst Javier Ochiqui noted that he will be presenting both the August and September reports, as the August report was not ready as of the last meeting. b. Ordinance Enforcement Officer Report (Quarterly Reports) Recommendation: That the Board of Directors receive and file the report. CMSD P2 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HO15,2013 ELD CTOBER ________________________________________________________________ General Manager Scott Carroll presented the Ordinance Enforcement Officer Report and stated he is available to answer any questions. It was noted that there would be investigation as to whether more enforcement is needed and whether or not it is a commercial area, as there is concern over certain sites and possible alleyways. Last year, seven scavenging citations were issued; however, there have been none this year. General Manager Carroll reported that staff will conduct an analysis and report back to the Board. c. Recommendation: That the Board of Directors receive and file the report. Management Analyst Javier Ochiqui provided an analysis on the Garcia Recycling closure and the impact it has had. At the time, it was considered the largest recycling center; however, the center was blamed for attracting odor and trash. The Planning Commission found Garcia Recycling to be in violation of code, specifically in terms of parking. In 2010, OCC Recycling Center did not benefit from the closure as their total volume of items recycled slowly continued to decline. Vice President Scheafer noted that City Council viewed it as a homeless problem, and not a as a recycling issue, and that the closure severely impacted the City. Management Analyst Ochiqui noted that with the closure of Garcia Recycling, there has been no financial benefit to CMSD. Director Ooten remarked that it was mostly a residential collection center, fueled mainly by homeless individuals. There was a tonnage cost, with most of the recyclable revenue going to CR&R, as many residents were opposed to carrying their goods over to Orange Coast College. Mr. Mike Carey, representing Orange Coast College, noted that it is difficult to accurately assess the tonnage numbers because Garcia Recycling did not always provide numbers that would have been feasibly or physically possible. Additionally, the analysis does not account for the State Handling Fee, which Garcia would have been responsible for at the time. Cal Recycle received the total of all Garcia Recycling sites, done in separate documents. Mr. Ruffridge noted that CR&R has committed to a $5 million dollar deal to collaborate with OCC, along with Mr. Carey, to expand the recyclable goods accepted. Ground breaking is scheduled for May 2014 and there is an 8-month construction timeline. d. Project No. 101 Westside Pump Station Abandonment Project Recommendation: That CMSD P3 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HO15,2013 ELD CTOBER ________________________________________________________________ estimate for this project. General Manager Carroll requested to table this item to the November meeting, as OCSD staff had a conflict. President Ferryman noted that he serves on the Groundwater Replenishment Board and if there is any way to address plant number one at Orange County Sanitation District, the City needs the maximum amount of water available. Director Ooten explained the EIR and preferred plan project, noting different options that are available, but that none go the route of using plant number one. District Engineer Robin Hamers outlined the original plans of Project No. 101 for construction and the EIR, which are currently still on schedule. OCSD is planning for design in April 2015, with the preliminary engineering already done. The EIR is done but has not been published yet. There are flows on Fairview Road, past Harbor, and OCSD is in compliance with accepting plan two. e. Section 7.01.040 Containers Recommendation: That the Board of Directors provide staff with direction on how to provide trash services to handicapped and/or disabled persons who do not want and/or do not have room for a trash container. Management Analyst Ochiqui reported that based on the current agreement with CR&R, all residents must use approved trash carts. In August, a resident placed a complaint that her trash was not picked up, explaining that she did not have trash carts and ovide carts, she declined due to health concerns. CR&R offered free, weekly pull service but the resident again declined and demanded that she not have trash carts on her property. Her property was assessed and it was found that she has physical space for the carts, with CR&R declaring that they can no longer pick up loose trash bags. Lawrence Jones, representing CR&R, noted that the company has never come across this problem before. He has personally visited the property and that this particular resident has filed multiple other claims, always denying the solutions provided. Director Schafer suggested looking into Midway Services for handling elderly or bags and they are regularly picked up by CR&R. Vice President Scheafer explained the cost differences and suggested the possibility of offering additional services to the specific resident but that they would cost $10 a month. Bulky item pickups were discussed and Mr. Jones explained that they are moving toward an automated system and that loose black bags are not compliant with such a system. CMSD P4 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HO15,2013 ELD CTOBER ________________________________________________________________ Association, as she is not in compliance, and wait to hear their action. It was noted that while this resident is on the HOA Board, it is still important for the Board to hear this issue. Mr. Jones noted that he is unsure if CR&R allows ride-alongs. Also, when there is an ADA issue, the company is happy to pull out and replace the trash carts. However, this resident still does not want to accept these solutions. Staff will return with an ADA program for review by the Board at a future meeting. f. Sewer Lateral Assistance Program (SLAP) FY 2008-13 Analysis Recommendation: That the Board of Directors receive and file the report. Management Assistant Elizabeth Pham presented the scope of analysis of services rendered from 2008-2013. The District reimburses a portion of the services provided, and graphs were displayed to show the amount of participants, the services provided, and the amount of money reimbursed. The program will continue to be monitored in order to decide what programs are needed and which ones are most utilized. Director Ooten noted that the purpose of this program was to address pushed in roots and their effects on the sewer system, and he would like that added to any future reports. General Manager Carroll explained that when bills are received from homeowners, they submit them, without having sought out multiple bids from multiple plumbers. There is currently no requirement to get multiple bids and that they reimburse up to $1600. Additionally, the amount of rehabs, versus cured and placed pipes, has drastically decreased over the years. Director Schafer noted that residents are reading the newsletter and calls have been received about approved plumbers. g. Smart Covers Recommendation: That the Board of Directors give staff direction to expand the Smart Cover program. General Manager Carroll outlined Smart Covers, which are monitors that detect water levels placed on manholes. There are currently four in Costa Mesa and they serve as a secondary method of monitoring water levels. There has been a request to analyze the possibility of installing smart covers at the remaining sixteen stations, at a cost of $72,000 to the District. The stations were analyzed and based on the current flow, six pump stations would benefit from these monitors at a cost of $27,000. Director Perry moved to appropriate $27,000 from the liquid waste undesignated reserves to install additional smart covers. Director Schafer seconded the motion. CMSD P5 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HO15,2013 ELD CTOBER ________________________________________________________________ Vice President Scheafer noted that he was uncomfortable taking action in a study session and would like to approve it at the Regular Board meeting. The motion and second were withdrawn. President Ferryman asked that it be placed on the October agenda for approval. h. Inflow Reduction Program Recommendation: That the Board of Directors receive and file the report. General Manager Carroll provided an update on the Inflow Reduction program, which included sealing and plugging 1,000 manhole covers, in order to meet OCSD requirements. Some plugs are currently missing, which happens over time, and it is now suggested to place caps in vent holes and replace manhole lids with no vent holes. Mr. Carroll noted that the District needs to keep rain water out of the sewers. General Manager Carroll suggested bringing this to the October meeting and having Steve Cano, the District Maintenance Supervisor to describe and demonstrate the use of the caps. i. Government Outreach Recommendation: That the Board of Directors receive and file the report. Deputy District Clerk Noelani Middenway described the agreement with Government Outreach and how a mobile app was created, as well as a citizen relationship management system. A presentation showed what the app will look like, outlining the face page, the GPS map, and the capability to take pictures that can be submitted to the District. It is a web-based software and also multi-lingual, covering more than 40 languages. The Board approved $18,000 in the budget to develop the app and staff discussed with several companies the different options available. General Manager Carroll will sign the contract because the contract amount is within his authority and the contractor will begin implementation on October 28, with plans to be up and running by December 2013. Concerns over abuse and blocking or deleting individuals were discussed. j. Future study session items Recommendation: That the Board of Directors provide staff with direction on the type of items to be placed on future study sessions. Vice President Scheafer asked for an alley update. Director Schafer requested an Anniversary Celebration update. Director Schafer noted that she would be attending the next Chamber breakfast meeting CMSD P6 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HO15,2013 ELD CTOBER ________________________________________________________________ th to be held on Thursday, October 17. A DJOURN There being no further business to come before the Board, President Ferryman adjourned the meeting at 11:01 a.m. _________________________ _________________________ Arthur Perry James Ferryman Secretary President