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Minutes - Sewer System - 2011-03-150" COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING MARCH 15, 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on March 15, 2011 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, Jim Fitzpatrick, Robert Ooten, Art Perry, Mike Scheafer iSTAFF PRESENT: Scott Carroll, General Manager; Sherry Kallab, Administrative Manager; Rob Harriers, District Engineer; Yefim Tsalyuk; Senior Engineer OTHERS PRESENT: None MONTHLY SPILL STATISTICS President Ooten noted no spills to report since the January 2011 meeting. SCADA — UPDATE ON NEW RADIO SYSTEM AND REGULAR FIELD TESTING Mr. Carroll reported on the need for a permanent emergency generator at the District headquarters and the District yard. Mr. Carroll has met with two contractors and has a meeting scheduled with a third later this week. Mr. Carroll is recommending use of natural gas along with a propane gas back up in case of a catastrophic earthquake where natural gas lines may not be available. Once proposals are reviewed Mr. Carroll will meet with the City regarding permitting for the generators and obtain approval by the Air Quality Management District (AQMD). The generators will allow Staff to remain in communication with the SCADA system in the event of a power outage. Currently an outage after hours or on the weekend puts the District at risk of a sewer sanitary overflow (SSO). Director Fitzpatrick questioned if the SCADA data could be stored at Mesa Consolidated Water District (MCWD) or the City of Costa Mesa where back up • already exists and sharing of data could be accomplished. Mr. Hamers reviewed the relay set -up of the SCADA system and noted the District is on a different band width than the City. Director Ooten added a generator is also needed at the headquarters for the emergency operations center. Mr. Carroll reported Staff has been discussing how to address all 20 pump stations • • r� SAW COSTA MESA SANITARY DISTRICT Au$ MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING jog MARCH 15, 2011 PAGE 2 losing electricity concurrently. A meeting is scheduled this Friday to start work on a plan to address the issue. The district currently has two bypass pumps, two generators and a vactor truck. Director Fitzpatrick reported on a presentation by the Tahoe Sanitary District of their award winning by -pass pump program he attended at the California Association of Sanitation Agencies (CASA) conference. Director Fitzpatrick recommended staff check for information regarding the program on the Tahoe Sanitary District website. POTHOLES AND SINKING STREETS ABOVE CMSD SEWERS Mr. Hamers reported potholes and sinking streets are not the District's problem as long as the pipe portion of the District's sewer line is intact. District legal counsel, Alan Burns, has provided the District with a legal opinion on a related issue. Mr. Hamers reported Mr. Carroll made a great accomplishment when he reached an agreement with the City's Director of Public Services. The City agreed if dirt removed during a sewer project is compactable to standard it can be reused rather than hauling it away and replacing it. In addition, the City agreed to allow a cheaper material for backfill as long as a lab test is provided. Mr. Tsalyuk estimates 20% to 40% of the soil in Costa Mesa may be compactable to standard. Director Fitzpatrick recommended looking at other communities with similar soil structure to, learn how they address the issue and what their standards are. Mr. Tsalyuk acknowledged he has already started on the survey. Director Fitzpatrick reported the City has conducted a study of street repairs and plans are being made for a repaving project. Director Fitzpatrick recommended the District get prepared and time our work to be consistent with the repaving project. Mr. Hamers reported the City's repave plans have been overlaid with the District's grade 5 repair plan through the GIS system. SWRCB ANNUAL REPORT Mr. Hamers referred to two graphs on page 12 of the State Water Resources Board annual report. The top graph depicts public volumes of wastewater reaching surface waters, 45 million gallons over the reporting period of one year. The bottom graph depicts private volumes, 795 thousand gallons, reaching surface waters over the same period. The average number of SSOs per 100 miles is 7.4 making the District well below the average. SOUTH COAST PLAZA PUMPING STATION INSTALLATION OF NEW PUMPS Mr. Hamers reported the contractor is removing the existing pumps for replacement at South Coast Plaza. The contractor lost a key employee right before the project started and they are struggling with the project. Tight oversight for the work is required by the District crew and they are not able to attend the sewer committee meeting today. EARTHQUAKE ASSESSMENT OF PUMPING STATIONS Mr. Carroll stated the agreement with Jerry Tucker and Associates has been signed. A kick off meeting is scheduled for next week and a report on the assessment should be available in the near future. • • COSTA MESA SANITARY DISTRICT p$AAllq MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MARCH 15, 2011 PAGE 3 CMSD SSMP SELF AUDIT — PROPOSED CONSULTANT CONTRACT Mr. Carroll reported two proposals for the Sewer System Management Program (SSMP) self - audit are included in the Committee packet. The contract was awarded to EEC due to the difference in cost and the fact they are already knowledgeable of the District's system. Staff met with EEC to go over strategies and the action plan they will be following. The report will be provided for Board review at the April 28th Board meeting. The purpose of the self -audit is to look for ways of enhancing and improving our plan so the District is ready in the event the State does conduct an audit. Staff reported budget constraints have the State behind in conducting audits and their main focus is on those agencies with a high number of SSOs. EDUCATION SEMINAR — INNOVATIONS IN SEWER MAINTENANCE, 3 -16 -11 The "Innovations in Sewer Maintenance" webinar presentation was provided to the Committee. Director Fitzpatrick asked to have a discussion of garbage disposals and how they relate to the sewer. Director Ooten responded noting it has been one of the worst inventions for sewers and sewage treatment plants. Mr. Hamers agreed and stated one of the elements of a successful Fats Oils and Grease (FOG) program is to outlaw food grinders (garbage disposals). Mr. Carroll reminded the Committee the District is implementing a residential FOG program. Staff is working with Orange Coast College Recycling Center to have the drop off container for grease located at their facility. Staff plans to start making the public aware of the new program around the holidays. Mr. Hamers stated he recommends no food be placed down the food grinder; instead food should either be composted or dealt with in the food recycling stream. Director Fitzpatrick is interested in garbage disposal use and how it should be addressed in relation to zero waste. Staff will follow up with the Committee with any information they receive regarding the issue. EMERGENCY SERVICES AGREEMENTS WITH TRAFFIC CONTROL COMPANIES Mr. Hamers provided a staff report recommending two traffic control companies available to call in the event of a sewer emergency. The District began keeping various .contractors on emergency contract in 1998/99. One agreement has been signed and returned and the second company has not responded. This item will be on the upcoming Board agenda for approval. The crew carries arrow boards and cones on their trucks and can secure an area, but when it comes to street closures it becomes a specialty. Director Perry asked if the City could provide the service. Mr. Carroll will follow up with the City and MCWD to see how they handle street closures. WDR INDIVIDUAL AGENCY PERFORMANCE REPORT — MAY 2011 Within the next thirty days the public can go into the WDR website, query an agency and print out how an agency is performing and compare it to other agencies. As soon as the report is available staff will print it and make it available to the Board for review. • • • COSTA MESA SANITARY DISTRICT re"MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MARCH 15, 201.1 `&W PAGE 4 p(78A'IW WDR TRIENNIAL REVIEW — ADOPTION BY SWRQB PRIOR TO 6/30/11 Mr. Hamers reported the proposed changes were published and then pulled back. The WDR Committee will decide if they will jointly respond to the recommended changes like was done in 2002 or if each agency will respond on their own. Staff will analyze the report and bring the changes to the Committee for review. The approved changes will go into effect sometime before July 1, 2011. CANYON PUMPING STATION FORCE MAIN- SOLICITING PROPOSALS FOR F.M. REHABILITATION Staff provided a table comparing different methods of repairing the Canyon pump station force main. The least expensive method is cured in place pipe (CIPP) with a cost estimate of around $100,000. Staff is working on a price to repair around 100 feet of pipe where three breaks occurred. Once the information is received Staff will present all options to the Committee for recommendation. Mr. Carroll voiced concern the entire pipe is in bad condition. Director Ooten recommended potholing the line in an effort to determine the pipe condition. The Committee discussed the number of potholes needed to adequately determine the pipe condition. Director Ooten asked if the $100,000 for CIPP included engineer and inspection costs. Mr. Hamers reported the total costs including engineer and inspection are estimated to be between $150,000 and $200,000. Mr. Carroll stated $5,000 to pothole certain areas of the pipe is a good idea and may save the District money. Staff will move forward with potholing and report back next meeting. ARTICLES OF INTEREST None provided this meeting. CMSD PROJECTS: Mr. Hamers reported Project 189 is out to bid with the bid opening March 29, 2011. Director Ooten requested a report at the next sewer committee meeting. SSC MEETING SCHEDULE The next meeting is scheduled for April 19, 2011 at 10:30 a.m. Director Ooten announced he will be out of town and left it up to the Board to change the date. The Board members agreed to discuss the possible date change at the upcoming Board meeting. PUBLIC COMMENTS There were no public comments. COSTA MESA SANITARY DISTRICT pgAH(rq s °� MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING "a , MARCH 15, 2011 :Q� PAGE 5 • ADJOURNMENT The meeting was adjourned at 11:45 a.m. SE�RETAK'Y''' • PRESIDENT