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02 - Minutes Study Session 2013-11-12 - DRAFT ITEM NO. 02 CMSD OSTA ESA ANITARY ISTRICT MBDSS INUTES OF OARD OF IRECTORS TUDY ESSION N12,2013 OVEMBER ______________________________________________________________________ COThe Board of Directors of the Costa Mesa ALL TO RDER Sanitary District met in studysession on November 12, 2013at 9:30 a.m. at 628 W. th 19Street, Costa Mesa. RCDP: James Ferryman, Mike Scheafer,Robert OLL ALLIRECTORS RESENT Ooten, Art Perry, Arlene Schafer DA:None IRECTORS BSENT SP:Scott Carroll, General Manager; Robin TAFF RESENT Hamers, District Engineer; Yefim Tsalyuk, Senior Engineer; Javier Ochiqui, Management Analyst; Elizabeth Pham, Management Assistant; Noelani Middenway, Deputy Clerk of the District; Steve Cano, Sewer Maintenance Supervisor OP:Lawrence Jones, CR&R;Dean Fisher, THERS RESENT Orange County Sanitation District; Robert Thompson, Orange County Sanitation District PC UBLIC OMMENTS President Ferryman asked for public comment. Seeing none, Public Comments were closed. IS TEMS OF TUDY President Ferryman moved Item H to the beginning of the agenda for discussion. h. Project No. 101 Westside Pump Station Abandonment Project Recommendation: That the Board of Directors discuss the District General Manager Carroll introduced the item and deferred to Mr. Robin Hamers, District Engineer. CMSD P2 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HN12,2013 ELD OVEMBER ________________________________________________________________ Mr. Hamers introduced Mr. Rob Thompson and Mr. Dean Fischer of the Orange County Sanitation District (OCSD), provided a status update and noted that the Costa Mesa Sanitary District (CMSD) completed the preliminary engineering and confirmed million dollars. Mr. Hamers discussed the depth of one of the six proposed sewers to be abandoned, indicated that OCSD will begin construction in June 2016 to May 2018 and that CMSD will also begin construction in June 2016. Mr. Yefim Tsalyuk provided an overview of the construction methods of the Canyon Drive sewer. Mr. Tsalyuk distributed pictures and plans to the Board and discussed the importance of performing a soils report to determine the water level as that would be critical. Mr. Hamers noted that the soils work is proposed as a part of the final engineering and would determine the method to be used. Discussion followed regarding mitigation costs and whether or not the City of Costa Mesa will be involved with the project. Mr. Rob Thompson, OCSD Engineering Planning Manager, noted that the purpose of Project 6-19 West Costa Mesa Trunk is to primarily relieve wet weather flows that occur in the Fairview Trunk sewer, discussed the installation of new facilities and alignments, provided details of the EIR and noted that a draft EIR would be provided to the public on November 14. Discussion followed. Mr. Tsalyuk discussed the methods to be used on the five other pump stations to be abandoned. Discussion followed. a. Recycling & Waste Diversion Reports Recommendation: That the Board of Directors receive and file the October 2013 report. Director Ooten questioned if staff projected to meet the goal of 40,000 tons per year. Mr. Javier Ochiqui, Management Analyst, indicated that the projection is for 41,000 tons per year. b. Ordinance Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. General Manager Carroll commented regarding courtesy notices issued to the renter and property owner for trash cans left in public view. CMSD P3 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HN12,2013 ELD OVEMBER ________________________________________________________________ Director Ooten noted that there has been great success with the notification system. c. Scavenging Analysis Recommendation: That the Board of Directors receive and file the report. General Manager introduced the item and noted that the Mr. Ochiqui conducted a scavenging analysis and deferred to Mr. Ochiqui. Mr. Ochiqui provided report details and noted that 55 scavenging incidents were reported to the Costa Mesa Police Department with 70% of the incidents occurring at residential homes and 30% commercial sites. Mr. Ochiqui provided reasons for the increase in scavenging. One reason why staff believes scavenging is increasing in Costa Mesa is because of scavenging enforcement in the City of Newport Beach. Newport Beach Police Department is issuing citations to scavengers. Staff believes this aggressive approach is pushing scavengers to Costa Mesa. Discussion followed regarding how scavengers are identified as originating from Costa Mesa and citations that are issued. Mr. Ochiqui discussed methods to curb scavenging activity. Director Ooten questioned how much the City of Costa Mesa Code Enforcement and Police Department support the enforcement of scavenging. Discussion followed. Vice President Scheafer suggested placing a banner on the CR&R trucks discouraging scavenging. d. CR&R Diversion Estimation Report Recommendation: That the Board of Directors accept the new diversion methodology and require CR&R to use this method in all future sorts. Mr. Ochiqui provided a report regarding the CR&R audit recommendation to establish and implement a defensible methodology to estimate the waste diversion and discussed the deficiencies with the existing methodology. Discussion followed. General Manager noted that the District now has a very solid methodology. Discussion followed regarding the frequency of conducting a review of the diversion methodology. CMSD P4 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HN12,2013 ELD OVEMBER ________________________________________________________________ President Ferryman requested that staff negotiate with CR&R on incorporating the review during the contract negotiations. e. OC Goodwill Community Event Recommendation: That the Board of Directors receive and file the report. Ms. Elizabeth Pham, Management Assistant provided a report regarding the OC Goodwill Community Event and provided facts and figures relative to the amount of items collected during the event. Vice President Scheafer commented on the enthusiasm of staff that worked the event and commended staff on their efforts. Discussion followed regarding how often such an event should be held. Ms. Pham indicated that future discussions with Orange Coast College and OC Goodwill would determine how often and when a future event would be held. Discussion followed. f. Citizen Academy Update Recommendation: That the Board of Directors receive and file the report. General Manager Carroll noted that the Citizen Academy is a new program and deferred to Ms. Pham for report details. Ms. Pham provided an overview of the curriculum for the Solid Waste Citizen Academy that will educate residents on the Districts six-week recycling and solid waste program that will encourage behavior changes in how residents discard trash. Ms. Pham indicated that a financial review of the program is still being conducted. Discussion followed regarding what facility would be used to conduct the program, what days the program will be offered, and the number of allowable participants. g. OC Waste & Recycling Meeting Update Recommendation: That the Board of Directors receive and file the report. Ms. Pham provided an update of her attendance of the OC Waste & Recycling Meeting and discussed the CalRecycle update of form 303 household hazardous waste collection report, announced a new grant for used oil, discussed the OC Waste & Recycling county update regarding the delay of grants to be released in two years due to budget constraints. Discussion followed regarding what type of oil would be accepted for the grant. i. Inflow Reduction Program CMSD P5 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HN12,2013 ELD OVEMBER ________________________________________________________________ Recommendation: That the Board of Directors receive and file the report. General Manager Carroll provided a report and discussed the use of rubber caps to plug manhole covers. Mr. Steve Cano, Sewer Maintenance Supervisor, provided information regarding the caps used to plug manholes when cleaning sewer lines, the cost of the rubber caps versus using a cork. Discussion followed regarding the quantity and color of the caps and the number of manholes that would need to be plugged. Vice President Scheafer suggested using a cap color that would blend in with the manholes to not encourage tampering with the caps. j. Identifying Sewer Laterals with Roots using CCTV Data Recommendation: That the Board of Directors receive and file the report. General Manager Carroll provided a report using the existing CCTV data from 2006 to 2009 identifying severe roots in the laterals to notify residents and inform them of the Sewer Lateral Assistance Program (SLAP). Mr. Carroll noted that he worked with EEC on identifying 2900 laterals that have severe roots and will obtain still pictures of the laterals and inform the home owners. Director Ooten expressed favor of conducting an assessment of the lines to identify if the laterals being analyzed are the same laterals of the SLAP participants. General Manager Carroll noted that this item is a goal from the Board of Directors and that staff is taking steps to achieving that goal. Discussion followed. th k. Costa Mesa Sanitary District 70 Anniversary (Committee Update) Oral Report th Recommendation: That the Board of Directors select a logo for the 70 Anniversary Ms. Dyana Wick entered the meeting at 11:10 a.m. and provided renderings of the th CMSD 70 Anniversary logo for the Board to review and select the logo contest winner. Discussion followed. The Board of Directors selected a logo of choice. j. Future study session items CMSD P6 OSTA ESA ANITARY ISTRICTAGE MBDSS INUTES OF THE OARD OF IRECTORS TUDY ESSION HN12,2013 ELD OVEMBER ________________________________________________________________ Recommendation: That the Board of Directors provide staff with direction on the type of items to be placed on future study sessions. Director Ooten indicated that he provided a list of discussion items to Mr. Carroll during a one-on-one meeting. et Volt is working. A DJOURN There being no further business to come before the Board, President Ferryman adjourned the meeting at 11:20 a.m. _________________________ _________________________ Arthur Perry James Ferryman Secretary President