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Minutes - Sewer System - 2007-11-14�1 COSTA MESA. SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on October 10, 2007, at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Ooten called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Jim Ferryman ; Gary Monahan; Bob Ooten; Art Perry; DIRECTORS ABSENT: STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Thomas A. Fauth, Assistant Manager; Karl Dulake, Maintenance Supervisor; Joe Limon, Inspector; Debbie Bjornson, Permit Processing Specialist; OTHERS PRESENT: None CMSD SANITARY SEWER OVERFLOW (SSO) STATISTICS, RISKS, LEVEL SENSOR UPGRADES AND MAINTENANCE UPDATE Mr. Fauth presented the overall SSO statistics for 2007 which added one spill from a grease blockage on October 29, 2007 — grease caused eight SSOs, tree roots caused one SSO and Other issues such as debris blockage and a pump station bubbler failure caused four SSOs. Data continued to show zero SSOs have occurred in areas National Plant Services, Inc. (NPSI), has cleaned District main lines. Telemetry continues to perform satisfactorily. Alternative telemetry backup options may still need to be explored with TRC including the feasibility of using land - lines. Staff will follow -up on Mr. Hamers' suggestion to research the possibility of TRC incorporating a signal indicating a "COMMUNICATION ERROR" to first responders, if possible, especially for catastrophic • failures. New lateral lines and grease interceptors (GIs) need to be installed at KFC and Jack in the Box on Harbor Blvd. There are very few SSOs related to high density multi- family units (MFUs). jg COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE'MEETING NOVEMBER 14, 2007 \f `' PAGE 2 Grit Dumping at OCSD is not an issue for CMSD. A quick investigation revealed the NPSI combination sewer cleaning truck used in CMSD was not responsible for incomplete decantering of liquid wastewater prior to dumping solids from the vactor. Mr Fauth suggested adding the vehicle license plate to the OCSD checklist, which OCSD incorporated to aid in future vehicle identification for issue resolution. Mr. Fauth presented the updated "Prioritized Pump Station Retention Times" chart identifying the criticality and hours of wastewater retention per PS and the highest risk pump station (PS) concerns including a prioritized list to back -up and replace PS bubbler systems. The approach identified the prioritized list of PS wastewater level sensors and the planned PS upgrades. Canyon PS remained the most critical with a one -hour retention time and 21 st St. PS is the least critical with a 10 -hour retention time. To date, five PSs (previously President and Elden, plus SCP, Harbor and Victoria) were upgraded with a pressure sensor replacement for the bubbler system. Irvine PS will be upgraded during the relocation /re- construction. The next three PSs JIMNI Systems, Inc will upgrade prior to the next Sewer System Committee Meeting are Gisler, California and Adams. JIMNI Systems, Inc upgrades each PS at a cost of approximately $4,000. Staff adjusted the factors in the "CMSD Pump Station Risk Analysis" chart and placed them objectively on the chart. Staff will continue to research Director Ooten's suggestion to employ a thermography (Infrared Thermal Imaging) technique to detect heat in control panels. Staff will follow -up on Mr. Guzman's recommendation to identify PSs with and without surge protection. The Committee reviewed the OC Santa Ana Region SSO Reporting Guidelines available at: www. ocsd. com/ civica /filebank/blobdload.asp ?BlobID =6666 SEWER LATERAL ASSISTANCE PROGRAM AND SURGE FLYERS The Committee briefly reviewed the program status noting the press release, website advertisement, and the rate of application, totaling approximately two to three per week. The application notes "CMSD will contribute up to 50% of the residents' costs in four areas, up to a maximum of $1,800 per parcel ". The purpose is to encourage residents to maintain (clean and CCTV) their laterals on a regular basis to achieve zero SSOs. The Lateral Assistance program remains in the 5 -Year Capital Improvement Program for FY 2007 -08 Through FY 2011 -12 at a level $100,000 per FY. The District plans to distribute the "Sewer Lateral "Surge "" flyer to facilities with a history of experiencing or potentially experiencing a surge during CMSD main line cleaning. Staff scheduled a CMSD presentation at the February 21, 2008 Chamber of Commerce • breakfast to explain the program to attendees including realtors and property managers. Director Perry recommended a direct mail program to residents on Royal Palm, an area main line CCTV revealed as having numerous Wye connections stuffed with root balls. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 PAGE 3 C &R Drains is a quality key contractor in the CMSD Sewer Lateral Assistance Program to assist residents with the process to clean, CCTV, evaluate and repair laterals. Mr Harriers initiated a joint program with the City of Costa Mesa to review the City's tree root policy with respect to lateral line issues (and to coordinate efforts with street and sidewalk repairs) at the Liaison Committee meeting held October 26, 2007. Mr Harriers sent a letter to Mr Allan Roeder on November 14, 2007 to set up a meeting to discuss the issue with CMSD representatives; possible dates are December 14, 17, or 21, 2007. POTENTIAL TRANSFER OF SEWER LINES FROM OCSD TO CMSD Staff noted there are eight potential sewer line transfers from OCSD to CMSD. The transfer remains under evaluation. Before acceptance, OCSD would need to clean and CCTV the lines and rehabilitate any deficiencies. Staff presented the following summary status: 1. APPROVED: Avenue of the Arts (S -192); Anton to Sunflower; Built in 1987; Sewer line is in acceptable condition; Six MHs need to be reconditioned; Staff . needs to calculate the expected revenue CMSD will collect for the line; 2. APPROVED: Park Center Drive and Anton Blvd. from the West (S -192); Built in 1967; Sewer line is in acceptable condition; Northernmost MH needs to be located and raised; 12" line; 3. APPROVED: Bear Street, in front of Crystal Court — the western line only (S- . 193); Sewer line is in acceptable condition; 15" line; 4. APPROVED: Smalley Road trunk line (S -194); Sewer line is in acceptable condition; One MH in the middle of the park needs repair; 15" line on San Leandro Lane; 5. APPROVED: LA Times and South Coast Drive (S -196); Sewer line is in acceptable condition; Need to clarify how IKEA connects to the main line; 12" line; 6. NOT APPROVED: Pullman St (S -165A and S- 165C); Sewer line is in acceptable condition; Needs MH cover repairs and a .MH relocation; only two CMSD connections. 7. UNDER EVALUATION: Pine Creek and Adams (S -181 and S -180); Sewer line is in acceptable condition; 18" line; 8. NOT APPROVED: Pomona Ave (S -152); Sewer line is in acceptable condition; Line is a cut - through only; 18" line; no CMSD connections. More specific details are planned to be discussed at the Sewer Subcommittee meetings. The transfers would effectively transfer these lines from a regional large diameter pipe • agency to a local agency. A regional agency generally owns and maintains sewer lines with large diameters (greater than 30 inches) that serve two or more jurisdictions. Local agencies generally transport sewage in smaller lines to these trunk lines and the lines under consideration meet the test as local sewers. Following cleaning, CCTV and any 'ar rsrr��p COSTA MESA SANITARY DISTRICT o� MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING r. NOVEMBER 14, 2007 b PAGE 4 required rehabilitation, the transfers result in additional revenue for CMSD at little cost for CMSD to maintain the lines. Many locations have Food Service Establishments (FSEs) and require Fats Oils and Grease (FOG) management within the CMSD. If the lines are not transferred, there could be confusion between OCSD and CMSD as to FOG management. Staff will follow -up on Director Ooten's recommendation to notify the site owners of the transfers while the transfer documentation is in development. Generally speaking, CMSD General Counsel Alan Burns opined CMSD cannot collect fees from facilities on main lines without CMSD actually owning the main lines. FOG PROGRAM EEC representative Jim Kolk meets with the Sewer System Risk Management Subcommittee every other month to review hotspots, costs /hotspot and a potential CMSD residential FOG program (such as in Garden Grove). CMSD plans to start moving towards the high density residential areas. Staff is also contacting waste haulers to identify what they can live with for collecting grease in cans, jars and bags without dramatically contaminating the solid waste and causing problems at the MRFs. The WDR Steering Committee arranged for various agencies, to have Orange County Health Care Agency ( OCHCA) representatives inspect the Food Service Establishments for compliance with the FOG program once per year during their three yearly site visits. During one of the annual visits, the OCHCA inspector will inspect specifically for BMPs and FOG compliance. Each FOG inspection takes up to 20 minutes and costs CMSD approximately $20. EEC is coordinating. inspections schedules and reporting with OCHCA. One FSE, the Pasta Connection on 19th St, agreed to pay CMSD $325 /month instead of installing a GI. The agreement is valid through April 2008 when the Pasta Connection lease expires. No further FSE operations can occur at the location after April 2008 until an approved GI is installed at the site. On a related topic, Karl Dulake oversaw the introduction of Root -X in two test locations: 1. 1200 feet + on Fullerton between 19th St and 20th St; 2. 600 feet + on 20th St between Irvine Ave and Tustin Ave; Additionally, tennis balls and rags were identified as a problem in the Indus line area, possibly from co- located dog kennels. Mr Harriers drafted a flyer for residents in the area to assist in preventing the introduction of these materials which block the main lines. CMSD PROJECT #101 - WESTSIDE PUMP STATION ABANDONMENT • The Committee supported sending a letter to OCSD to formally propose the project in the OCSD budget, estimated to occur in the FY2012 -2013 timeframe. Mr. Harriers is completing the projected CMSD costs. The two options OCSD costed are as follows: grsstsrr��g s COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 PAGE 5 1. Option 1: $9.0 M for a gravity flow system, or 2. Option 2: $6.6 M to rebuild the City of Newport Beach Pump Station and the force main. Mr Hamers sent a letter to OCSD requesting OCSD make Project #101 a firm project in the multi -year budget. Director Ooten recommended a follow -up meeting with OCSD regarding Project #101. OCSD rates, based on a five -year horizon, are partially contingent on whether or not this project is incorporated into the OCSD budget. MENDOZA GRAVITY LINE CONCEPT OVERVIEW Staff presented the implications of modifying the Mendoza PS to include an increased storage capacity and gravity flow options in the event of a pump station failure. Discussions determined the risk of an SSO was too great to pursue this option due to the large area served, the slow flow rates, the frictions encountered for turns and blockages when compared to the depth of the lines and manholes and noting Mendoza PS currently has a 2 -hour retention time. The Subcommittee may further review the topic. • SSMP CERTIFICATION CMSD satisfied all SSMP Certification requirements as of July 14, 2004 and submitted the information to the California Integrated Water Quality System website. DISTRICT YARD UPDATE CMSD entered a 90 -day escrow for the two vacant parcels at 174 West Wilson Street on August 31, 2007 for a total cash purchase price of $900,000.00 including a $75,000.00 deposit into escrow. The Phase I Environmental Site Assessment (ESA) Report, dated September 26, 2006, documents the site is clean of hazardous waste chemicals - Non - Detectible (ND). Mr. Fauth presented the architectural site, floor plans and site renderings from Mr. Bob Thornton of RTA, Inc., the site architect. The site is envisioned as having a 5,116 SF building on an 18,200 SF lot. Staff will follow -up on Director Ooten's recommendation to identify additional "District -owned Yard" cost savings such as fuel savings from contractor co- located equipment parking and document storage savings from the current storage facility. CMSD submitted the CUP to the City of Costa Mesa on October 3, 2007 and included plans to design a green facility (Leadership in Energy and Environmental Design (LEED)) to Gold building standards. The District will evaluate green building costs versus non -green building costs, roughly estimated to be • 8% for a LEED Gold construction. The CMSD CUP is anticipated to be approved at the November 26, 2007 Planning Commission meeting at the City of Costa Mesa Council Chambers. CMSD Directors plan to discuss the Yard acquisition and design concept with City officials upon receipt of the City Staff Report. COE is set for December 14, 2007. . an�sr COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING NOVEMBER 14, 2007 ,a PAGE 6 • OCSD COOPERATIVE PROJECTS GRANT Mr Hamers proposed the Committee recommend the Board of Directors approve the extension of the OCSD Grant performance period to June 30, 2009 since the main lines are taking two -three times as long to clean and CCTV since the main lines were neglected for so many years due to improper cleaning. This in turn nearly tripled the cost to clean and CCTV the main lines with NPSI. This will be the second amendment to OCSD. SEWER SYSTEM SUBCOMMITTEE TOPICS 1. Director Ooten is evaluating low flow toilets at Home Depot — a form of " Flushability Study ". 2. Analysis shows an emergency overflow line at Mendoza PS is not feasible. NEXT MEETING • The next meeting is scheduled for December 12, 2007 at 10:30 a.m. The next Sewer System Subcommittee meeting is scheduled for Wednesday, January 16, 2008 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Oote adjourned the meeting at 11:30 a.m. SECRETARY = PRESIDENT 1 , •