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Minutes - Board - 2011-02-01• • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING FEBRUARY 1, 2011 Directors Present: Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry Staff Present: Scott Carroll, General Manager Joan Revak, Officer Manager /Clerk of the District Sherry Kallab, Administrative Manager Robin B. Hamers, District Engineer Teresa Gonzalez, Accountant Others Present: Stephanie Barger, Earth Resource Foundation The Board of Directors of the Costa Mesa Sanitary District met on Tuesday, February 1, 2011 at 10:00 a.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19th Street, Costa Mesa, California to consider the following: I. Strategic Planning 2010 -15 President Ooten opened the meeting to discuss the progress of the 2010 -15 Strategic Plan. Vice President Ferryman stated the Board should measure successes with the existing Strategic Plan and how many goals have been accomplished this year. He added in his experience with strategic plans ,of other entities, and every time money is expended, it is tied to a specific strategic plan. Mr. Hamers commented that staff reports state which item of the strategic plan have been met. Protecting our community's health and the environment 6y providing sofid waste and sewer collection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Held February 1, 2011 • President Ooten turned the meeting over to General Manager Scott Carroll who provided a Quarterly Progress Report on the Strategic Plan. The first item covered was Sewer Infrastructure and Implementation of a Calcium Abatement Program. The National Clay Pipe Institute (NCPI) has finalized an acidic solution to soften the calcium for removal with a hydro jetter. The solution and report was just delivered to Dr. Jenkins, the professor who performed the original calcium analysis to test and substantiate the findings and conclusions. No timeframe for review was provided, however, the matter should be wrapped up in 4 -6 months and at that time, the District can start the calcium removal program. Inflow Reduction Program was covered. An 1/1 kickoff meeting occurred on September 3, 2010 and the following accomplishments have occurred: 0 850 out of 4,705 manholes were plugged and sealed. o Successfully removed infiltration as a source of water by repairing the only two "gushers" found during 2006 -2009 CCTV.. o Successfully reduced inflow for storms 1" ± per hour as evidenced by zero inflow from storm on February 26, 2010. o Successfully reduced inflow to 14 % -46% of peak flow as opposed to 200% of peak flow per OCSD model for east side area tributary to OCSD Dover Trunk. o Case Study of CMSD 1/1 program was presented to OC WDR General Group meeting on November 18, 2010 Successfully partnered with CCM on a grant application for eliminating flooding on 17th Street and Pomona. The grant application was considered for funding by the Santa Ana Watershed Project Authority ( SAWPA). SAWPA denied the District's and City's application for funding. Plugged and sealed a total of 1,500 manhole covers preventing 4.5 million gallons of water entering into the sewer system. . . 1.3 Hot Spot Abatement Program Currently analyzing the next 11 hot spots to determine the best method to structurally correct them. The following hot spot locations have been identified: 1. HS 65 Paularino at Trinity 2. HS 46 Anton at Bristol Street 3. HS 44 Bristol Street at Randolph (Project #183 -2. Bid Opening, Nikola Corporation) 4. HS 17 Country Club /Golf Course Drive 5. HS 88 Hamilton at Harbor 6. HS 10 Puente at Victoria 7. HS 54 Norse Avenue at Brentwood 8. HS 87 Sanderling /Placentia • 9. HS 90 Harbor S/O Sunflower (Protecting our community's health andthe environment 6y providing solid waste andsewer colrection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 3 Minutes of Special Meeting Held February 1, 2011 10. HS 89 19th at Monrovia 11. HS 95 Randolph at Baker HS 87, 90 and 54 are recommended for removal as being hotspots. Additional locations are being considered for removal as well. 1.4 System Wide Sewer Replacement and Repair Program Design plans and specs are being prepared for first 64 Grade 5 repairs. Design plans and specs are complete and are currently under plan check review by numerous agencies. 1.5 Sewer line maintenance cleaning program CMSD will piggyback on a LACSD public bid for cleaning sewer line where NPS was low bidder at $0.28 per foot for cleaning 8" sewer main. This compares to the $0.35 per foot CMSD is now paying NPS, however, the $0.35 includes performing the 1 % CCTV check but the LACSD contract price does not include CCTV. $0.27 is the current lowest price going for cleaning work. A contract for NPS is currently being prepared for cleaning 494,000 If and will be for a three year with two one year extension options. Contract with NPS is fully executed. A Notice to Proceed has been issued in which NPS will begin services on February 1, 2011. 1.6 Evaluate Force Main Conditions on a Regular Basis Design plans and specs for the Irvine force main are currently being prepared. The District will be using a relining method called "pipe bursting ". The next force main to review and consider is Harbor/Wilson. The 8" Cast Iron Pipe (CIP) f.m. is 54 years old and carries a high flow (1,700 gallons per minute) from the west side of the Harbor /Wilson intersection to the east side of the intersection. Design plans and specs for Irvine force main are currently complete and currently under plan check review by numerous agencies. Currently Staff is reviewing relining the Canyon PS force main. Nothing to report on the Harbor/Wilson force main. 1.7 Pump Station Maintenance & Standardization Program Developed a quarterly Staff meeting to review and assess current operating features of pump station and correct any deficiencies. In addition, Staff developed a primary pump station maintenance program to help reduce private SSOs. Program will be kicked -off in spring 2011. Staff continues to meet on a quarterly basis to enhance and /or improve operational efficiencies. Developed a proposed Residential FOG Recycling Program. Sewer Committee approved the proposed program on September 14, 2010. Proposed program presented to the Board in November 2010. Protecting our community's health and the environment 6y providing sofidwaste andsewer coffection services. costamesasanitarydistrict. org • Costa Mesa Sanitary District Page 4 Minutes of Special Meeting Held February 1, 2011 1.8 Fats, Oil & Grease Program Revised CMSD Operations Code by giving CMSD authority to issue administrative citations for violating wastewater discharge permit. Revised code presented to the Board in November 2010. Developed a proposed Residential FOG Recycling Program. Sewer Committee approved the proposed program on September 14, 2010. Proposed program presented to the Board in November 2010. On November 18, 2010, the Board of Directors adopted an Ordinance requiring grease interceptors and /or other control devices be installed in all new commercial construction. The Board also approved a pilot Residential FOG Recycling Program. Staff is currently acquiring the equipment and supplies for the program and should begin implementation in May. 1.9 Sewer Lateral Assistance Program Since July 1, 2010, SLA applications were approved and a total of $42,275 has been reimbursed to homeowners during the three month period from July to September 2010. Since July 1, 2010, 57 SLA applications were approved and a total of $77,681 was reimbursed to homeowners during the six month period from October through December 2010. Developed a tri -gold brochure on how to manage private sewer laterals. The brochures will be kept in District vehicles where Staff will disseminate to the public when contacted regarding sewer laterals. Mr. Harriers commented on the very appreciative response from residents on the Sewer Lateral Program and the excellent programs provided by the CMSD that are not matched by any other agency in Orange County. Director Fitzpatrick stated the District should make the public aware of CMSD's excellent services. Mr. Carroll presented a survey results from the Sewer Lateral Assistance Program. Mr. Carroll provided a list of Agency spills in 2010. There were a total of 86 SSO's and 979,771 gallons lost in the environment. The CMSD is within the 30 percentile of the fewest gallons lost in the environment. Discussion ensued on this data. 2.1 Solid Waste — Explore Commercial Collection Services Working with the City of Costa Mesa on studying current solid waste practices. Director Fitzpatrick asked if the CMSD has worked with other agencies on solid waste practices and the response was that the CMSD has always kept abreast of what others in the industry are doing. (Protecting our community's health and the environment 6y providing solid waste and sewer collection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 5 Minutes of Special Meeting Held February 1, 2011 • Director Fitzpatrick recommended the District hire a consultant to bring back information to the CMSD on going to commercial service and go out for bid on residential hauling. President Ooten responded the District needs to define goals with regard to solid waste. Director Fitzpatrick stated he would like to announce his intentions to the General Manager to put together a budget of $50 to $70,000 to obtain a consultant to focus on the District's zero -waste ambition. President Ooten stated the Board had previously decided not to go forward on a study on current solid waste practices. Directors Perry and Ferryman stated the City is not willing to join with the CMSD in funding such a study. Director Ferryman pointed out if the state is not ready to demand 60% recycling, he is not in favor of doing it as it would mean an increase in trash rates. Director Fitzpatrick said he would like to know why the District does not go out to bid on the residential trash contract. Director Ferryman stated he has previously gone through the reasoning for this with Director Fitzpatrick, and reiterated the District has -not had a trash rate increase in five years. Director Perry stated it is historical and the District has a great relationship with CR &R and does not see any trash hauler that is any better. Director Fitzpatrick stated he would take it to the Recycling Committee and request the subject be brought back to the Board. Mr. Carroll asked for the Board's pleasure on the subject of removing the item • in Solid Waste of Exploring Commercial Collection Services. Director Perry moved to remove "Strategic Element 2.0 under Solid Waste 2.1 Explore commercial collection services" from the Strategic Plan. Director Ferryman seconded the motion. Motion carried 4 -1. Mr. Carroll requested the Board's pleasure, due to the late hour, of going on with the evaluation of the quarterly progress report of the 2010 Strategic Plan or continuing it to another Special Meeting. Director Scheafer requested discussion of "2.2 Encourage the use of alternative fuel vehicles ". Mr. Carroll stated SC &R has put one new CNG vehicle in service on CMSD routes with more CNG trucks added in the coming year. Director Scheafer also requested an explanation of the "clean air vehicle" statement on the CR &R vehicles. Mr. Carroll will contact CR &R about clean air vehicles and their schedule for replacing vehicles. With regard to Budget discussions, Mr. Carroll requested direction on cameras to video the Board meetings. Director Fitzpatrick requested consideration of using alternative venues for holding the Board meetings and motioned to direct the General Manager to increase transparency by making the CMSD Board meetings available electronically. Director Scheafer seconded the motion with request for discussion. Director Ferryman agreed in certain situations, such as a rate hearing, a different venue may be desirable. Ms. Revak noted when the building was purchased the facility was remodeled and the area for the Board room was expanded to the fullest extent possible, and additionally, rate hearings have been held at different venues, Trotecting our community's health and the environment 6y providing soCudwaste andsewer collection services. costamesasanitarydutrict. org • Costa Mesa Sanitary District Page 6 Minutes of Special Meeting Held February 1, 2011 such as the Community Center to accommodate a possible need for more seating.. D Motion carried 3 -2. With regard to the Budget, Mr. Carroll requested consideration of purchasing a CCTV truck. The Lead Maintenance Worker is trained on working a CCTV trailer. Director Ferryman requested a cost analysis. Mr. Scott also asked if the Board is in favor of offering an early retirement incentive plan for Staff. The Board would like a staff report on a succession plan as well as an early retirement incentive plan. A continuation of this meeting is scheduled for Wednesday, February 9, 2011 at 9:30 a.m. Director Scheafer requested he not receive phone calls or texts from Staff that are not related to CMSD business. III. PUBLIC COMMENTS Ms. Stephanie Barger of the Earth Resources Foundation, a local Costa Mesa group, was introduced and reported on the Costa Mesa Green Task Force Six -Part Family - Oriented, Speaker and Training Series geared towards building awareness and commitment in the areas of sustainability and healthy community. This provides an opportunity for the CMSD to host a table to provide information to the public. President Ooten suggested Ms. Barger work through the CMSD Recycling Committee. ADJOURNMENT President Ooten adjourned the meeting at 12:40 p.m. Approved by: secretary ' . - �� / &±L. President Trotecting our community's health and the environment 6y providing solid waste and sewer coffection services. costamesasanitarydtstrict. org