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Minutes - Sewer System - 2010-01-190" COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING JANUARY 19, 2010 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on January 19, 2010 at 10:30 a.m. at 628 W. 19'h Street, Costa Mesa. Director Monahan called the meeting to order at 10:38 a.m. DIRECTORS PRESENT: Jim Ferryman, Bob Ooten, Art Perry STAFF PRESENT: Scott Carroll, General Manager, Thomas A. Fauth, Operations Manager; Sherry Kallab, Administrative Manager; Rob Hamers, District Engineer; Karl Dulake, Maintenance Supervisor; Joe Limon, Inspector; Paul Guzman, Inspector OTHERS PRESENT: MONTHLY SSO STATISTICS Mr. Fauth reported no spills occurred since October 20, 2009. Staff recommends not reporting private spills entering the public right of way but contained before entering the storm drain. There is no legal requirement to report private property spills. Director Ooten questioned if the change in spill reporting could be implemented before submittal to the State of the Sewer System Management Plan (SSMP). Mr. Hamers explained under the 2006 Waste Discharge Requirements (WDR) (State Water Resources Control Board Monitoring and Reporting Program No 2006 - 003 -DWQ (As Revised by Order No W @Q 2008 -0002 Exec)): All private lateral sewage discharges that meet the criteria for Private Lateral sewage discharges (caused by blockages or other problems within a privately owned lateral) may be reported to the Online SSO Database based upon the Enrollee's discretion; reports are not required to private sewer spills. Mr. Fauth recommended re- submitting the SSMP to the Board for approval once the changes in spill reporting requirements are complete. SEWER SYSTEM MANAGEMENT PLAN (SSMP) UPDATE Mr. Carroll advised he reviewed the plan and made some minor revisions. The revised document was provided in the Committee packet. The revisions reflect Mr. Carroll's desire to be more involved in sewer system management. In addition, Mr. Carroll recommended the District work towards having its own Emergency Operation Center (EOC) rather than relying on the City of • 1 COSTA MESA SANITARY DISTRICT s �p MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING -� JANUARY 19, 2010 PAGE 2 Costa Mesa. Mr. Carroll's concern is the District's paperwork for reimbursement might fall through the cracks in the event of a catastrophic emergency. Director Ferryman recommended the plan go back to the full Board for approval. The Committee complimented Mr. Hamers for his excellent work in developing a comprehensive document. Mr. Fauth will develop a checklist to monitor the District's compliance to the plan requirements. COUNTYWIDE AREA SPILL (CASC) PROGRAM - MOU Mr. Hamers reported a MOU has been sent to Alan Burns, CMSD General Counsel, for review. OCSD, the County of Orange and the Orange County Flood Control District worked together to have a permitted contractor on call to go into flood control channels and recover spills. The MOU states the District agrees to pay for services provided by the contractor in the event a District spill enters the flood control channel. Additional discharges are included in the MOU mixing storm drain programs with sewer programs and there is some concern in regards to the mixing of the two programs. Director Ooten questioned if there is a fee involved and Staff advised there is no fee. OCSD OFFER OF AREA 7 SEWERS UPDATE & MAP Area 7 will be a topic of discussion when Mr. Carroll meets with Jim Ruth, OCSD General Manager, next week. Mr. Carroll stated it is his understanding the City of Tustin is interested in taking over the sewer lines within the City's jurisdiction, but not the unincorporated area. Mr. Fauth advised there are approximately 150 miles of line in the unincorporated area. Director Ooten added a financial analysis prepared by OCSD's Finance Director indicated it would not be cost effective for other entities to take over the unincorporated area due to additional work required. Director Ferryman agreed the lack of sewer lines and the known needed repairs in the unincorporated area are greater than in the incorporated areas. In addition, the parcel lots are larger and would not generate as much revenue. CMSD INFLOW REDUCTION PROGRAM Mr. Hamers reported Staff sealed 650 manholes this month with 1250 manholes sealed year to date. Data was not available on the number of inches of rainfall yesterday. Mr. Fauth provided a report detailing pump station run time comparisons before and after heavy rainfall. Mr. Hamers noted manhole sealing looks like the best bet for the District to reduce inflow. Director Monahan questioned if the floating manhole covers discussed in the local newspaper were the District's. Staff advised they were City of Costa Mesa storm drain covers not District manhole covers. Staff provided photographs of flooded streets at the 18th and Whittier intersection. Mr. Dulake reported Hamilton, portions of 19th Street, Victoria and Placentia were rivers. Mr. Carroll thanked Mr. Dulake for keeping him updated on the situation. Staff prepared ahead for the storm making sure all pump stations were clean and all equipment fully operational. Staff plans to analyze the data from the latest storm at their next meeting. Staff met with Orange County Fairgrounds representatives and requested they eliminate three open areas contributing to the inflow problem. The representatives will provide a letter stating how they plan to address the issue. Staff has divided the District into three areas with one Staff member responsible for each area. Staff plans to meet with large offenders to discuss inflow issues. Mr. Hamers prepared a draft authorization letter to property owners allowing Staff on their property to seal manhole covers. Alan Burns is in the process of reviewing the letter. • v • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JANUARY 19, 2010 PAGE 3 Mr. Hamers reported the WDR forum was determined to be the best place to compel member agencies to reduce inflow and infiltration. The forum will provide a questionnaire to member agencies asking what they have done to reduce inflow and infiltration. The District will provide assistance and recommendations based on our own program. Mr. Hamers noted he assisted OCSD in drafting the OCSD Member Agency Questionnaire on Infiltration & Inflow. Mr. Hamers will complete the questionnaire for CMSD and present it at the next CMSD Sewer System Committee in February. CMSD MAP UPGRADES /GEOLOGICAL INFORMATION SYSTEM (GIS) - UPDATE Mr. Fauth provided a funding chart to clarify correlates to the next three fiscal year's budgets control check - 10 sheets are complete to date. CMSD CLEANING PROGRAM - UPDATE how the three phases of the GIS agreement EEC provided 30 of 75 maps to Staff for quality Mr. Fauth informed the Committee Joe Sinicori, alternate District Engineer, provided information to allow the District line cleaning program direction until the mapping is completed through the GIS agreement. Addendum two of the National Plant Services, Inc. line cleaning contract will be sent to Alan Burns for review. National Plant Services, Inc. will be plugging manholes as requested at no additional cost. Director Ferryman asked if Mesa Consolidated or the City would be interested in buying into the District's GIS system. Staff will follow up with Mesa. The City has their own GIS system. SARBS -CWEA COLLECTIONS TRAINING SEMINAR 1 -21 -10 Staff provided a handout for the SARBS training January 21, 2010. Five Staff members and Director Ooten will attend the training seminar, "Private Property Sewer Laterals" panel. Mr. Hamers will be part of the panel. Mr. Hamers requested 125 copies of the District's Sewer Lateral Assistance Program documents for the seminar. NO MORE WIPES IN THE SEWER SYSTEM — STATE ASSEMBLYMAN JARED HUFFMAN (MARIN COUNTY) Mr. Fauth reviewed two articles. The first article, more an advertisement, previewed the "Franklin Miller Super Shredder" used to pre -shred wipes before they enter the pump systems to be processed. The second article discussed the difficulty in the breakdown of Charmin bath tissue. Mr. Fauth noted there are no industry standards for what constitutes a flushable wipe. Staff recommended encouraging legislation to set standards such as Assemblyman Jared Huffman is promoting. Mr. Hamers explained grinder pumps are expensive and are not adaptable to every pump station location. Mr. Dulake stated the District has upgraded from the C to N pump style. The N pump is a cutter pump and helps to alleviate the problem. OCSD has a couple of grinder pumps and noted they require high maintenance. • 4 • COSTA MESA SANITARY DISTRICT /fix iP3Fi � MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING i JANUARY 19, 2010 Ilk # ;.• . Y PAGE 4 CMSD PROJECTS: PROJECT #182 — CCTV RESULTS Director Ooten requested a task plan for the CCTV results project. PROJECT #187 - DISTRICT YARD UPDATE Mr. Hamers reported the District Yard Project is progressing. The Committee discussed Staff's concern the two percent contingency set up for construction costs is going to be inadequate. Additional costs have been incurred to Southern Cal Edison, the Gas Company and for special inspection costs. Director Ferryman stated five percent would be a more realistic contingency. Mr. Hamers recommended the Board address the contingency at a regular Board meeting and make an adjustment. Mr. Hamers also reported the contract with Howard S. Wright does not include any provision for rain delays. At some point the Board may be requested to consider compensation for rainy days. Mr. Dulake reminded the Committee the project was delayed two and a half months by Howard S. Wright. Mr. Carroll agreed the contingency is too low noting he has normally seen a contingency of twenty percent. Mr. Carroll recommended to the contractor approving the change orders on a case by case basis. Mark ups on change orders have been minimal so far. Regarding the rain delay provision, Mr. Carroll stated Howard S. Wright's attorneys did review the contract twice. Director Ferryman noted the half a billion Ground Water Replenishment Contract came in under five percent contingency. OTHER — CSC PowerPoint Presentation — Roots in Sewers 11 -4 -09 Mr. Fauth provided a PowerPoint presentation created by WDR Steering Committee member, Bob Craig, on how roots make their way into sewers. SSC MEETING SCHEDULE The next meeting is scheduled for Tuesday, February 16, 2009 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Ferryman adjourned the meeting at 11:45 p.m. aL,.ZSi'd �L - PRESIDENT