11 - Sewer Lateral Assistance Program SLAP Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via : Scott Carroll, General Manager From: Wendy Davis, Interim Finance Manager Date: May 22 , 2014 Subject: Sewer Lateral Assistance Program (SLAP) Summary The Board of Directors implemented the Sewer Lateral Assistance Program (SLAP) on July 15, 2007. The P rogram serves as a financial incentive to encourage property owners to properly maintain their sewer lateral line s, which may aid in the prevent ion of Sanitary Sewer Overflows (SSOs). At the May 13 , 2014 Study Session, the Board of Directors reviewed the existing program parameters and requested staff to bring back the discussed options for the SLAP program at the next Board of Directors meeting. Staff Recommendation That the Board of Directors selects and approve s the options show n below for the SLAP program for the fiscal year beginning July 1, 2014 : 1) Change the amount of reimbursement by selecting one of the reimbursement options presented in the Analysis section. 2) Reaffirm the requirement for participation of one application once every five years up to the approved reimbursement amount at the time of application. 3) Direct staff not to accept any SLAP applications once the $200,000 of SLAP funding is expended for the 2014 -2015 fiscal year. ITEM NO. 11
Board of Directors May 22 , 2014 Page 2 of 3 Analysis Due to the popularity of this P rogram, s taff is requesting the Board of Directors consider revising the program parameters effective July 1, 2014 to allow for adequate funding should more residents elect to participate. The current Board approved policy is included in Attachment A. The following a list ing of changes for Board approval: 1. Change the amount of reimbursement by selecting one of the options below: 2. Reaffirm the requirement for participation of one application once every five years up to the approved reimbursement amount at the time of application. 3. Direct staff not to accept any SLAP applicat ions once the $200,000 of SLAP funding is expended for the 2014 -2015 fiscal year . Strategic Plan Element & Goal This item complies with Strategic Plan Element 1 .0, S ewer Infrastructure and Strategic Goal No. 1 .9 , Sewer Lateral Assistance Program . Legal Review Not applicable at this time. Environmental Review The reimbursement to residents for sewer lateral repairs is not a disturbance of the environment similar to a new project that includes grading or construction and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review The SLAP budget for FY 2014 -15 is $200,000. Cost to the Benefit to the Option 1a:District Participant Reimbursement 1,600 $ 1,600 $ No Waived Fees (240)$ (240)$ Inspection Cost 65 $ -$ DVD review by Staff 54 $ -$ Net Cost 1,479 $ 1,360 $ Option 1b:Reimbursement 1,250 $ 1,250 $ Minimum Waived Fees 240 $ 240 $ Inspection Paid by Fees 65 $ -$ DVD review by Staff 54 $ -$ Net Cost 1,609 $ 1,490 $
Board of Directors Ma y 2 2 , 201 4 Page 3 of 3 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the May 22 , 2014 Board of Directors study session at District Headquarters and on District website. Alternative Actions 1. Do not approve new parameters for SLAP and direct staff to continue using the established parameters. Attachment A: Sewer Maintenance Assistance Program
Page 1 of 4 Revised 4/14/2014 RESIDENTIAL SEWER LATERAL AND CLEAN OUT FINANCIAL ASSISTANCE PROGRAM Purpose: To assist and encourage homeowners to regu larly clean and maintain their sewer lateral line. Homeowners are responsible for the entire sewer lateral from the building to the point of connection (including the connect ion) with Costa Mesa Sanitary District’s (CMSD) main line. Why: To prevent sewer backups and spills. Sewer sp ills cause very expensive damage to the interior of a house and the environment, particularly the beaches. What causes sewer spills: Laterals that are not regu larly maintained become inoperable because tree roots enter the line and block the flow or misalign the pipe joints. Without regular maintenance, the damage becomes severe and excavation of the lateral is necessary. Regular maintenance will also remove other blockages including debris, rocks and grease. Contribution by the CMSD: CMSD will reimburse 50% of the homeowner or Homeowners Association costs up to a maximum of $1,600 total per residential parcel as follows: x Up to 50% of televising the lateral interior x Up to 50% of cleaning the lateral x Up to 50% of the cost of installing a clean out x Up to 50% of lateral reconstruction costs Effective Date of Program: CMSD homeowners perf orming work after July 15, 2009 are eligible for the program. The program is only av ailable for residential property, not for commercial or industrial property. How do I apply: Submit application to: Costa Mesa Sanitary District, 628 W. 19 th Street, Costa Mesa, 92627 ƒ FAX: (949) 650-2253 ƒ Email: info@cmsdca.gov Application and more program details available at www.cmsdca.gov Departments/ Sewer Lateral Assistance Program Program Limitations: Homeowners may only apply for participation in the program once every five years. CMSD’s General Manager has discretion over all decisions. Residents must cooperate by adheri ng to the Program Requirements.
Page 2 of 4 Revised 4/14/2014 PROGRAM REQUIREMENTS BEFORE BEGINNING WORK Ļ 2. Property owner submits application & CCTV (VHS/DVD) Submit a completed application and a “before” video of sewer lateral to CMSD. Videos older than three months are not acceptable. Work must be com p leted within six months from a pp lication date. 1. Property owner calls a plumber for closed circuit television (CCTV) Must have date and footage counter shown on the video screen. Narration (of address, date, contractor) is required. Must include the entire lateral line (house to CMSD main line in the middle of the street). Camera must be moved through the line at a uniform speed less than 30 feet per minute to enable independent review and evaluation. Camera should be stopped for a minimum of 5 seconds at broken sections, root intrusion, misaligned joints or other defects. CMSD reserves right to request re-video of any video not sufficiently clear enough to view. THERE ARE NO EMERGENCY REPAIRS - Snake a hole for drainage & CCTV for review. 3. Costa Mesa Sanitary District Staff reviews video District Staff reviews videos within 5 business days of receipt and contacts property owner/manager to discuss. If it is determined from CCTV review that homeowner’s lateral line is defective, it is recommended the owner solicit bids from at least three licensed plumbing contractors to ensure a fair competitive bid. 4. Contractor obtains permit from CMSD before beginning repairs Permit fee is waived, however applicant is responsible for all other fees including inspection, plan check, etc. Penalt y fees will be assessed for work p erformed without a p ermit. 5. Contractor calls CMSD for inspection Call Joe Limon, CMSD inspector, (714) 290-6831 at least 2 hours in advance to schedule inspection. Work must be completed within six months. 6. Property owner submits an after video & paid receipts to the District Property owner obtains an “after” video from contractor and submits to CMSD. Property owner submits copy of paid-in-full invoices for work performed. CMSD reimburses 50% of cost, up to $1600 to property owner/manager or Homeowners Association(HOA). 7. Property owner picks up “before” & “after” video from CMSD. Videos not claimed after 15 days of reimbursement will be destroyed. BEFORE COMPLETING WORK AFTER WORK IS COMPLETED
Page 3 of 4 Revised 4/14/2014 APPLICATION SEWER LATERAL ASSISTANCE PROGRAM PROPERTY ADDRESS: _____________________________________________________________________ CITY: ______________________________ ZIP CODE: ____________________ OWNER’S NAME: PHONE NUMBER: ________________________________________ _________________________ OWNER’S ADDRESS IF DIFFERENT FROM PROPERTY ADDRESS: (Check mailed to this address) ______________________________________________________________________ Is property part of a Homeow ners Association (HOA)? (For properties subject to an HOA, either the HOA applies, or the HOA must grant the property owner wr itten permission for the property owner to apply). YES _______NO_______ PLUMBING CONTRACTOR’S NAME: PHONE NUMBER: _________________________________________ _______________________ DESCRIPTION OF SEWER LATERAL PROBLEM: _________________________________________________________________________ _________________________________________________________________________ _____________________________________________________________ Receiving financial assistance REQUIRES PRIOR APPROVAL OF THE WORK by CMSD. A “before” video of the sewer lateral interior must be submitted PRIOR to CMSD granting approval of the work and an “after” video is required prior to reimbursement. ALL REPAIR work requires a PERMIT. A penalty fee will be assessed for work done without a permit.
Page 4 of 4 Revised 4/14/2014 APPLICATION (CONTINUED) Have you participated in SL AP before? If so, please provide date and amount of reimbursement I have thoroughly read pages 1 – 4 of this application and understand the guidelines for the Sewer Lateral Assistance Program and agree to abide by these guidelines. Applicants who do not follow the guidelines of this program will not be eligible for reimbursement. INITIAL: _________ As the owner of the property listed on this application, I agree to indemnify, defend and hold the Costa Mesa Sanitary District and its officers, employees and agents harmless from any and all claims or liability arising out of the wo rk performed and actions taken in connection with the Sewer Lateral Assistance Program. PROPERTY OWNER SIGNATURE: DATE: __________________________________________ __________________________ VHS/DVD PICK UP SIGNATURE: DATE: _____________________________________________ To be signed when videos/DVD’s are picked up