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Minutes - Board - 2014-02-18COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION FEBRUARY 18, 2014 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in study session on February 18, 2014 at 9:30A.M. at 628 W. 19th Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: James Ferryman, Robert Ooten, Art Perry, Arlene Schafer, Mike Scheafer DIRECTORS ABSENT: None STAFF PRESENT: Scott Carroll, General Manager; John Harper, Harper & Burns LLP; Robin Hamers, District Engineer; Noelani Middenway, District Clerk; Javier Ochiqui, Management Analyst; Elizabeth Pham, Management Assistant OTHERS PRESENT: Dean Ruffridge, CR &R; Lawrence Jones, CR &R; Joseph Jenkins, EEC; Jim Mosher, Resident; PUBLIC COMMENT President Ferryman invited members of the public to address the Board. Mr. Jim Mosher commented concerning CalRecycle's plan to meet its goal of 75 percent diversion, the institution of the organics recycling program, and expressed concern regarding the environmental impact of the proposed program. President Ferryman invited Mr. Mosher to provide his comments on Item 1 before the Board entered into closed session. Mr. Mosher commented on the details of the recycling and waste diversion report, expressed concern that the details of what CR &R collects from the trash stream is not COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 18, 2014 being reported, and noted the details of the differences of the waste characterization methods used by CR &R and Mr. Mike Balliet. Mr. Javier Ochiqui responded to Mr. Mosher's comment and noted that CR &R had not yet incorporated Mr. Balliet's waste characterization method into their reports and recommended that CR &R work with Mr. Balliet to properly update the report. President Ferryman noted that waste characterizations are used by most trash haulers. Mr. Dean Ruffridge discussed CR &R's waste characterization method and noted that it indicates what is in the waste stream and what can be recycled. Mr. Ochiqui recommended that this item be tabled to the next meeting to ensure that the Board receives and files the corrected report. The Board concurred. Staff will bring this report back to the study session meeting of March 18, 2014. Seeing no one further, President Ferryman closed public comments. President Ferryman moved the closed session to this point in the meeting. CLOSED SESSION TO DISCUSS: The purchase price of a property interest at the Back Bay Center on the southwest corner of Irvine Avenue and Mesa Drive for the installation and maintenance of a pump station and appurtenances pursuant to Government Code Section 54956.8: negotiators for the District include Jim Ferryman Scott Carroll and Alan Burns and Colin Burns and for the property owner, Attorney Ken Hodges. Whether to initiate litigation to acquire the property interest at the Back Bay Center on the southwest corner of Irvine Avenue and Mesa Drive to acquire property through eminent domain pursuant to Government Code Section 54956.9(d)(4). President Ferryman adjourned into closed session at 9:44 A.M. All persons, with the exception of the Board of Directors, General Manager Carroll, District Counsel Harper, and District Engineer Hamers, exited the meeting at this time. President Ferryman reconvened into open session at 10:05 A.M. and reported that the District will continue to negotiate with Back Bay Center, but the District may need to acquire the property by eminent domain if necessary. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 18, 2014 ITEMS OF STUDY a. Recycling & Waste Diversion Reports Recommendation: That the Board of Directors receive and file the January 2014 report. This item was tabled to the Study Session meeting of March 18, 2014. b. Ordinance Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. There were no questions or comments and the report was received. C. Telephone Book Recycling Program (Final Report) Recommendation: That the Board of Directors receive and file the report. Ms. Elizabeth Pham reported a total collection of 962 telephone books, noted that seven out of 22 invited schools participated in the collection effort and indicated that the number of telephone books collected had decreased 75.8 percent from the amount collected in 2013. Ms. Pham recommended that the Board approve to discontinue the telephone book recycling program and to appropriate its funds to the battery recycling program. Discussion followed regarding the battery recycling program, the frequency of the battery pick -up, and the development of a program plan. Mr. Ochiqui discussed the battery recycling program and noted that it will be conducted as a year -round program that will be collected on a quarterly basis. Mr. Lawrence Jones noted that the battery recycling program has gone well with the five schools that participated in the pilot program and noted that a contractor is available to collect and weigh the batteries. Vice President Scheafer suggested involving other youth organizations and the senior center in the battery recycling program. District Engineer Hamers commented on the education opportunity of reiterating what items are allowed in the waste stream. Mr. Ochiqui noted that an update on the program would be provided to the Board by June, 2014 and that the Board will be able to determine whether or not to continue the telephone book recycling program at that point. There were not additional questions or comments and the report was received. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 18,2014 d. Sharps Program at Bethel Towers (Oral Report) Recommendation: That the Board of Directors receive and file the report. Mr. Ochiqui provided an update on the sharps program and discussed providing the program at Bethel Towers. Discussion followed regarding fees associated with providing sharps collection services at Bethel Towers and possible changes to the program that would require patrons to directly dispose of their sharps containers at participating pharmacies. The Board directed staff to offer complimentary sharps pick -up services to Bethel Towers and to contact the Azulon at Mesa Verde Apartments to provide the same service. There were no additional questions or comments and the report was received. e. SLAP Comparison /Las Gallinas Valley Sanitary District Sewer Lateral Assistance Program Recommendation: That the Board of Directors receive and file the report. Ms. Pham provided report comparison details of the Sewer Lateral Assistance Program (SLAP) for the City of Huntington Beach and Las Gallinas Valley Sanitary District, discussed public participation in the program, reimbursement amounts from both agencies, and the Las Gallinas low- interest loan program to provide sewer improvements. Discussion followed. Director Ooten requested staff to provide an analysis of the CCTV connection to parcel data. District Engineer Hamers noted that the City of Huntington Beach created their SLAP in response to parkway tree roots damaging the laterals. There were no additional questions or comments and the report was received. f. OC Waste & Recycling Meeting Report Recommendation: That the Board of Directors receive and file the report. Ms. Pham provided a report from her attendance of the OC Waste & Recycling meeting that discussed the 2014 Trash Art contest, Household Hazardous Waste (HHW) grant criteria, public education and outreach, mattress recycling program, and tours of the Waste Management anaerobic digestive facility at the University of California Irvine. Ms. Pham indicated that the District will apply for the HHW grant that will be available in the Spring of 2014. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 18, 2014 Discussion followed. There were no additional questions or comments and the report was received. g. CMSD's 70th Anniversary /Calendar of Events (Oral Report) Recommendation: That the Board of Directors receive and file the report. Director Schafer provided a calendar of events for CMSD's 70th Anniversary, discussed upcoming events, and provided samples of the distribution items for the public. Director Ooten discussed methods of interacting with the public at community events that the District will be distributing items at. There were no additional questions or comments and the report was received. h. Sewer Manhole Inspection Program - Update Recommendation: That the Board of Directors direct staff to bring this item back to the February 25, 2014 Board meeting for consideration of appropriating $100,000 from the Asset Management Fund. General Manager Carroll introduced the item, provided an update of the manhole inspection project, noted that Willdan Engineering inspected about 2400 manhole covers and determined that 102 of those manholes were in need of immediate repair. Mr. Carroll requested that the Board accept staff's recommendation to hire a contractor to perform the repairs. Discussion followed. Mr. Mosher provided public comment regarding how to identify ownership of sewers. Mr. Hamers responded to Mr. Mosher's inquiry. The Board directed staff to proceed with its recommendation. There were no additional questions or comments. i. South Coast Plaza Hydrogen Sulfide Reduction Program Recommendation: That the Board of Directors gives direction to bringing South Coast Plaza restaurants Boudin Bakery, Corner Bakery Cafe and Marche Moderne into compliance with their wastewater permitted discharge limits. General Manager Carroll provided background of the program to reduce hydrogen sulfide at South Coast Plaza, noted that the District sent a letter to 17 restaurants at COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 18, 2014 South Coast Plaza recommending companies to supply additives to their interceptors, and indicated that the South Coast Management Team also provided a letter emphasizing the importance of the restaurants compliance. Mr. Carroll identified three restaurants that are not in compliance and requested direction from the Board. Discussion followed. The Board directed staff to send a final letter to the non - compliant restaurants identifying the date a citation will be issued if the restaurants remain non - compliant. There were no additional questions or comments. j. Project #202 — Elden Valve Replacement Recommendation: The Board of Directors: 1. Discuss the necessity for the proposed increased scope of work and costs for Project #202. 2. Discuss the impact to the public of having Project #196 -A and Project #202 constructed separately. 3. Provide direction to staff based on the discussions noted above. District Engineer Hamers provided a status update of Projects 196 -A and 202. Mr. Hamers noted an original budget of $150,000 for the force main improvement rehabilitation project; however, after review the construction costs have increased to approximately $533,000, which would require the Board to appropriate $500,000 from the asset management fund. Mr. Hamers indicated that the estimate for $533,000 was provided by GCI Construction, Inc., who is currently doing work around the Elden pump station; however, District Counsel Burns and General Manager Carroll are not comfortable in sole source finding a half - million dollar project. Discussion followed regarding the bidding process, review of the estimate received from GCI Construction, Inc., the need to allocate funding from the asset management account, whether or not the need for the work was an emergency, and the appropriate approach for budgetary purposes. Director Perry exited the meeting at 11:12 A.M. The Board directed staff to complete the minor work necessary for Project #202 and to bring the project back during the budget process to be budgeted accordingly. Mr. Hamers recommended a review of the asset management plan, contributions, and revenues. There were no additional questions or comments. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD FEBRUARY 18, 2014 k. 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 encouraged the District's partnership with the Boys and Girls Club for the Battery Recycling Program, indicated that the Special Districts Risk Management Authority (SDRMA) will hold a claims management session in Sacramento on March 18 and recommended that the District's Risk Manager attend. Discussion followed regarding Workers' Compensation rates. There were no additional questions or comments. ADJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meeting at 11:21 A.M. Art Perry Secretary l!i l mes Ferryman resident