01 - Minutes Study Session Meeting 2014-05-13
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS STUDY SESSION
MAY 13, 2014
______________________________________________________________________
CALL TO ORDER
The Board of Directors of the Costa Mesa
Sanitary District met in study session on May
13, 2014 at 9:30A.M. at 628 W. 19th Street,
Costa Mesa.
ROLL CALL
DIRECTORS PRESENT:
DIRECTORS ABSENT:
James Ferryman, Michael Scheafer, Robert
Ooten, Art Perry, Arlene Schafer
None
STAFF PRESENT: Scott Carroll, General Manager; Robin
Hamers, District Engineer; Noelani
Middenway, District Clerk; Wendy Davis,
Interim Finance Manager
OTHERS PRESENT:
Dean Ruffridge, CR&R; Lawrence Jones,
CR&R; Steven Shaffer, Environmental
Engineering & Contracting, Inc. (EEC)
PUBLIC COMMENT
President Ferryman invited members of the public to address the Board.
Seeing no one, President Ferryman closed public comments.
ITEMS OF STUDY
1. Recycling & Waste Diversion Reports
Recommendation: That the Board of Directors receive and file the April report.
There were no questions or comments and the report was received.
2. Ordinance Enforcement Officer Report
Recommendation: That the Board of Directors receive and file the report.
COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 13, 2014
______________________________________________________________________
Scott Carroll, General Manager, provided a report prepared by T im Sun, Interim Code
Enforcement Officer, and discussed the current process of courtesy notices for trash
cans in public view.
Discussion followed.
There were no additional questions or comments and the report was received.
President Ferryman moved Item 7 to this point in the agenda.
7. Hydraulic Modeling and Sewer Master Plan – Update
Recommendation: That the Board of Directors receive and file the report
regarding revisions to the District’s Sewer Master Plan.
Robin Hamers, District Engineer, introduced Steven Shaffer of Environmental
Engineering & Contracting, Inc. (EEC), discussed the conversion of the paper sewer
atlas and sewer master plan to a computer format, and recommended that EEC and his
office combine to supplement the knowledge and planning of the current system. Mr.
Hamers suggested that the sewer master plan be updated when the new budget has
been created.
Discussion followed.
Mr. Shaffer provided a presentation regarding EEC’s hydraulic model, discussed details
of the report and additional work to be done to update the sewer master plan.
Discussion followed.
The Board of Directors requested that the proposal for the project be presented at an
upcoming board meeting.
There were no additional questions or comments and the report was received.
3. 70th Anniversary – Update (Oral Report)
Recommendation: That the Board of Directors receive an oral report from
committee members regarding planned events for the District’s 70th Anniversary.
Director Perry reported that the Community Run had fewer runners than years past due
to adverse weather conditions.
Discussion followed regarding District representation at the Fish Fry and Concerts in the
Park.
There were no additional questions or comments and the report was received .
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 13, 2014
______________________________________________________________________
4. Organics Recycling Program Implementation Plan (Oral Report)
Recommendation: That the Board of Directors receive an oral report from staff
regarding the Implementation Plan for the District’s Organics Recycling Program.
General Manager Carroll provided a report regarding staff’s meeting with CR&R
representatives to discuss the implementation of the organics recycling program.
Discussion followed regarding new residential developments and trash cart storage
issues.
Dean Ruffridge, CR&R, commended the Board of Directors and staff on the public
outreach and education for the organics recycling program.
Discussion followed.
There were no additional questions or comments and the report was received.
5. Seismic Study
Recommendation: That the Board of Directors review and discuss the
September 16, 2011 Seismic Study on District sewer pump stations.
General Manager Carroll introduced the item, noted that a seismic study was performed
in 2011 to assess the pump stations, indicated that two of the five priorities
recommended by the consultant had been completed, and provided details of what
improvements have been made.
District Engineer Hamers provided details of the improvements necessary to complete
the remaining three of the five priorities. Cost was prohibiting staff from completing the
remaining three priorities.
Discussion followed.
President Ferryman recommended prioritizing the projects and to create a schedule for
completion.
There were no additional questions or comments and the report was received.
6. Lockable Container Program – Update
Recommendation: That the Board of Directors receive and file this report
regarding the Lockable Container Program.
General Manager Carroll discussed the lockable container program and noted that
since 2011, 219 households in the District have received lockable containers. Mr.
Carroll discussed the increase in recycling tonnage by 44 percent from years 2010 to
2014.
COSTA MESA SANITARY DISTRICT PAGE 4
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 13, 2014
______________________________________________________________________
Discussion followed.
The Board of Directors suggested that staff take no action at this time.
There were no additional questions or comments.
8. Sewer Lateral Assistance Program (SLAP)
Recommendation: That the Board of Directors discusses revising the
parameters and budget limit for the SLAP program.
Wendy Davis, Interim Finance Manager, provided an update on the SLAP and noted
that 117 applications had been received to date with funds available to reimburse 10
additional applications for the remainder of the fiscal year. Ms. Davis provided details of
the proposed changes to the parameters of the SLAP including lowering the
reimbursement amount in order to serve a larger number of applicants.
Discussion followed.
The Board of Directors requested that the item be brought back to the May 22, 2014
board meeting for consideration.
There were no additional questions or comments.
9. Supervisory Control and Data Acquisition (SCADA) Data
Recommendation: That the Board of Directors reviews recent SCADA data and
discuss how the data can help the District mobilize emergency e quipment to
sewer pump stations.
General Manager Carroll introduced the item and deferred to District Engineer Hamers.
Mr. Hamers provided information on the priority ranking for mobilizing portable
equipment to pump stations if there is a District wid e power outage. Staff is using the
SCADA data to prioritize the mobilization plan.
Mr. Carroll noted that should a power outage occur the portable equipment will be
mobilized at the Harbor pump station first.
Discussion followed.
There were no additional questions or comments.
10. Anaheim Avenue Sewer Re-Direction Project
Recommendation: That the Board of Directors direct staff to bring back this
item for the May 22, 2014 Board of Directors regular meeting to approve
appropriating $30,000 from the Sewer Asset Management Fund.
COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION
HELD MAY 13, 2014
______________________________________________________________________
District Engineer Hamers provided report details and noted that the City of Costa Mesa
is trying to reduce flooding at the intersection of Pomona and 17 th street. In order for the
City to complete this project, the District h as to redirect its mainline on Anaheim
Avenue. Hamers recommended bringing this item back to the May 22nd Board meeting
where the Board can consider appropriating $30,000 to redirect the mainline.
Discussion followed.
The Board of Directors directed staff to move this item to the May 22, 2014 Board
meeting.
There were no additional questions or comments.
11. 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.
Director Schafer requested an update on the Deputy District Clerk position.
Director Ooten requested that Mr. Carroll to review the recent video of the Costa Mesa
Planning Commission meeting regarding the organics recycling program for new
development.
ORAL COMMUNICATIONS
Vice President Scheafer announced the Bill Nelson, of the California Special Districts
Association (CSDA) Board of Directors (Region 6), announced that CMSD is one of two
special districts in the state to be awarded the Gold Recognition Certificate for Good
Governance from the Special District Leadership Foundation.
Discussion followed regarding the election for the alternate’s seat on LAFCO.
There were no additional questions or comments.
ADJOURNMENT
There being no further business to come before the Board, President Ferryman
adjourned the meeting at 11:24 A.M.
_________________________ _________________________
Art Perry James Ferryman
Secretary President