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Minutes - Sewer System - 2007-04-18• r1 �J COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING APRIL 189 2007 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on April 18, 2007, at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Monahan called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Jim Ferryman, Gary Monahan, Bob Ooten DIRECTORS ABSENT: STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Thomas A. Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Karl Dulake, Maintenance Supervisor; Paul Guzman, Inspector; Joe Limon, Inspector; Debbie Bjornson, Permit Processing Specialist; OTHERS PRESENT: None CMSD SEWER SPILL STATISTICS UPDATE Mr. Fauth presented the overall statistics for calendar years 2006 (33 Sanitary Sewer Overflows (SSOs)) and 2007 (5 SSOs) to date, noting the statistics for 2007 were not sufficient to identify a trend differential from 2006 statistics. Discussion covered representative causes and prevention activities for FSEs such as hydro - mechanical and gravity interceptors at hotspot locations. Director Ooten suggested a new brochure could be developed to notify residents of the primary lateral issue, roots. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING APRIL 18, 2007 PAGE 2 Staff is continuing to verify the number of laterals within the District, currently estimated to be in the range of 25,500 — 30,000 based on two methods: 1. Direct counting, and 2. Estimation from the number of linear feet of known laterals and their average length. The Committee approved the proposed CMSD sewer lateral maintenance position letters to CASA and to the local realtors and ,property managers. CLEANING CREWS Staff verified National Plant Services, Inc. will provide maintenance cleaning of one -half of the CMSD main lines every year after the current televising project is complete. JIMNI Systems provides the primary maintenance on the 20 District pump stations. Mr. Fauth will update the annual cost estimate for a CMSD crew to provide hotspot cleaning for the next meeting. The intent is to keep National Plant Services, Inc., on board full- time for both maintenance operations through June 2008. Staff will budget the CMSD in- house crew to begin in January 2008 with a planned familiarization with District operations, sewer systems, pump stations and equipment through June 2008 when the District crew is scheduled to take over the hotspot maintenance from National Plant Services, Inc. Overall, Mr. Fauth also will update the cost analysis sheet comparing contractor costs to in -house crew costs including National Plant Services, Inc, JIMNI Systems, Inc. and C &R Drains to respond to Maintenance Cleaning, Hotspot Cleaning, Pump Station Maintenance and Emergency Response. This update will incorporate the known hourly contractor costs specified in each agreement with CMSD. SEWER LATERAL ISSUES Mr. Fauth stated an accurate Cleanout Assistance Program can be prepared, but the Committee first needs to define the program. The Committee narrowed the program options to the following considerations for costing purposes: 1. A cleanout is best placed near the property line. Mr. Guzman highly recommended a two -way cleanout instead of two separated cleanouts. Mr. Hamers stated CMSD requires a cleanout at the property line. Currently, most • newly constructed facilities have a cleanout in the garage area and a cleanout at the property line. Director Monahan pointed out the most benefit of Implementing a two way cleanout would be to the existing older properties. • C, • i�Arr COSTA MESA SANITARY DISTRICT f' MINUTES OF BOARD`OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING lie a U. �l; APRIL 18, 2007 PAGE 3 Mr. Dulake noted the cost of installing a cleanout five feet deep at the property line would cost approximately $1500 for a private contractor. 2. The upper lateral maintenance (between the cleanout at the property line and the facility) would remain the homeowner's responsibility. 3. Mr. Hamers verified an inspection fee with CCTV averages $350 and CMSD does not charge to inspect a lateral video. 4. Director Monahan stated a cleanout assistance program would need to be tied in with the sewer lateral inspection program. The Committee estimated the costs as follows: a. $350 - CCTV to prevent breaking a lateral; b. $350 - If roots or repairs are needed, must clean the lateral; c. $350 - Repeat the CCTV to avoid a "punch- hole "; d. $600 - Cost to install a two -way cleanout; e. unk - Variable cost to repair a lateral; f. $1,650 - Total estimated cost less the lateral repair costs; 5. Director Ooten pointed out an average lateral replacement cost is $5,000- $7,000 and the City of Santa Barbara provides a $2,000 rebate. 6. Mr. Hamers confirmed CMSD requires cleanouts at the property line, including two -way cleanouts. The City of Newport Beach requires the resident to install the cleanout, but the City of 'Newport Beach maintains and cleans the laterals. 7. Director Monahan proposed CMSD could ask for bids to conduct two CCTV inspections for $350 with an `unknown cost for a lateral cleaning between the two video tapings to motivate the owner to install a cleanout. CMSD could possibly share the cost of the total $1,650 for CCTV, line cleaning and two - way cleanout installation. 8. Mr. Hamers presented a shared cost possibility for the combined lateral CCTV and two -way cleanout installation by setting an annual limit of $100,000.00 to fund 80 laterals with an estimated cost of $1200.00 per unit. The owners would have to show proof of lateral issues through a valid receipt. Mr. Guzman concurred this could be a good approach after the District completes the CCTV videos for all District main lines. 9. Mr. Dulake pointed out CCTV of the Royal Palm main line showed every lateral has roots. The Committee agreed on the need to involve the City of Costa Mesa in the process, noting City trees can buckle sidewalks, curbs and gutters. Directors Ooten and Monahan recommended showing the video of the Royal Palm main line and the impacts at the next District -City meeting. 10. Director Monahan stated this approach would only best serve areas CMSD knows there are problems and has inspection data to validate the issues. The program qualification criteria need to be developed. Mr. Hamers and Mr. Fauth will draft the qualification criteria and note the impact on senior citizens with low incomes. Mr. Fauth will seek representative costs and actions other Districts and cities have experienced with similar programs. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD'OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING C APRIL 18, 2007 PAGE 4 CMSD EMERGENCY RESPONSE - DISTRICT YARD UPDATE The District Staff continues to work with realtors to acquire a parcel of City of Costa Mesa property for a CMSD Yard. The minimum District Yard requirements to respond to SSO emergencies remain as follows: a. Location: Centralized District location for equalized response; b. Lot Size: 9,000 to 12,000 sq "ft for outside storage and parking; c. Building Size: 2,500 to 5,000 sq ft for office, hoist repairs and storage; The District is pursuing the 1780 Whittier Ave location through Don Gregg and Alan Burns and the Ward's Attorney, Bennett Jackson. CMSD first offered $950,000.00 for the property on January 31, 2006 for a 12,000 sq ft lot with two free - standing buildings totaling 2,720 sq ft, equating to $349 per sq ft. Electrical power, security, HVAC, parking lot paving, hoist installation, block wall fencing, interior drywall, painting and garage door upgrades will add an estimated $300,000.00. CMSD paid for the Phase I Site Assessment in February 2006, but due to late seller disclosures (undisclosed prior purchase agreement with another buyer, prior purchaser threat of litigation, and unknown authority for seller to sell the property), CMSD objected to the sale until the noted problems are rectified to the satisfaction of the District and prior to the District finding an alternate site at a minimum. An available property at 2314 Newport Blvd has potential and is currently undergoing construction to build a "shell building" With bay doors and sufficient outdoor parking. The property has a 20 -year plus cell pole lease which generates a monthly income, but the property is priced high at $1,995,000'60 for a 9,000 sq ft lot with a 2,500 sq ft building, equating to $798 per sq ft of building. The follow -on required action would be to finish the empty shell at additional expense. OCSD PARTICIPATION IN WESTSIDE PUMP STATION ABANDONMENT The meeting between OCSD and CMSD was held March 29, 2007 at 9:00 a.m. at the OCSD Administration Building. Representatives discussed the next steps towards abandoning six additional CMSD pump stations and replacing them with a gravity line. Mr. Fauth gave a brief overview of the meeting as follows: 1. There are six CMSD pump stations, one private pump station and one City of Newport Beach pump station to be abandoned and replaced with a gravity line • to 19th Street and under the 'Santa Ana River. 2. OCSD originally intended to fund the project until the Orange County bankruptcy occurred. • 0 • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING APRIL 18, 2007 PAGE 5 + ` t$PCiBPti� 3. A proposed 19th Street bridge remains in controversy due to perceived traffic issues from residents from both the cities of Costa Mesa and Huntington Beach. 4. In 1989, the estimated costs to abandon and to upgrade were $2 million and $3.4 million. 5. Mr. Hamers presented the lines CMSD previously constructed and the proposed gravity lines to be constructed. Required participants include the Department of Fish and Game, Department of Wildlife, Corps of Engineers and Orange County. 6. OCSD noted project justification would be based on providing "regional' service and the concept of SSO abatement. 7. The next steps include preparing cost estimates of the two options and then meeting again to discuss the feasibility. CLOSURE The next meeting is scheduled for May'9, 2007 at 10:30 a.m. ADJOURNMENT Chairman Monahan adjourned the meeting at 12:10 p.m. SECRETARY z