Minutes - Sewer System - 2009-02-11•
COSTA MESA SANITARY DISTRICT
MINUTES OF SEWER SYSTEM COMMITTEE MEETING
FEBRUARY 11, 2009
CALL TO ORDER Board members of the Costa Mesa Sanitary
District met in Committee session on February
11, 2008 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: James Ferryman; Gary Monahan; Bob Ooten
DIRECTORS ABSENT:
STAFF PRESENT: Robin Hamers, Manager /District Engineer;
• Thomas A. Fauth, Assistant Manager; Joan
Revak, Board Secretary, /Program Manager/
Clerk of the District; Sherry Kallab, Management
Analyst; Karl Dulake, Maintenance Supervisor;
Janel Jackson, Office Specialist II; Debbie
Bjornson, Permit Processing Specialist; Paul
Guzman, Inspector.
OTHERS PRESENT: None
MONTHLY SSO STATISTICS
Mr. Fauth presented the Sanitary Sewer Overflow (SSO) January 2009 statistics. Four
spills occurred since the January Committee meeting. Two spills were FOG related.
One spill was caused by a SCADAIarm issue, a repeat from January 11, 2009 at the
Irvine Pump Station. Mr. Dulake reported the UPS failed to re -start after power
interruption. Mr. Dulake met with an electrician and determined the alarm can be re-
routed through the UPS so in the event of failure Staff will be notified. Mr. Hamers
reported on the January 16, 2009 spill caused by ductile iron pipe corrosion decreasing
the inside diameter of the pipe. Mr. Hamers provided plans to Sancon to review for a
future project. The maintenance frequency at the site has been increased until the
project goes forward. Director Ooten inquired how much ductile iron pipe is in the
• District system. Staff provided the amount of footage following the meeting. Director
Ooten questioned the SCADAIarm budget. Mr. Fauth advised the budget includes
maintenance funds for the system. Staff has a proposal from TRC, the current District
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
FEBRUARY 11, 2009
PAGE 2
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SCADAIarm System Contractor, for system upgrade. Staff hopes to secure grant funds
or include the upgrade costs in the FY09 -10 budget. Director Ooten noted there are
many good SCADAIarm consultants available and recommended obtaining additional
proposals. The Committee discussed the repeat spill from the Moon River Massage
Parlor septic tank. The Committee directed Staff to send a letter to the owner and collect
backcharges. Director Ferryman questioned if there are District incentives to encourage
the owner to connect to the CMSD main line. Mr. Hamers explained the majority of
District fees involved with sewer connections are a small percentage of the total costs.
CMSD LINE CLEANING AFTER CCTV PROJECT COMPLETION
Mr. Hamers reported the CCTV project is scheduled for completion mid -June. Mr. Fauth
referred the committee to item XI.F. noting as of January 31, 2009 92.7% was complete.
Only 10,947.14 LF was completed in January compared to the previous cleaning
averages of approximate 20,000LF per month. With 82,056.8 LF remaining 16,411.36
LF will have to be completed each month to finish by June. Mr. Fauth recommended
establishing a meeting with Dennis Keen, of National Plant, regarding the OCSD Grant
June 2009 completion requirement.
INFILTRATION AND INFLOW (I &I)
Mr. Hamers discussed an infiltration occurrence in the CMSD sewer line. The •
Committee viewed a video of the infiltration in the sewer line located in the parkway at
the intersection of Walnut Place and Irvine. A portion of the line is- concrete encased. In
addition, the line is located under an eleven foot wide concrete box storm drain culvert
making it almost impossible to replace and repair. The Committee discussed possible
solutions.
At the April 10, 2009 Liaison Committee Meeting the City of Costa Mesa Storm Drain
Staff plans to present a new "Master Plan Storm Drain Plan ". Director Ferryman, Director
Ooten and Mr. Hamers met with OCSD Staff to discuss I &I in the OCSD Fairview and
Dover trunk lines. OCSD has a current budget of $10 million for I &I projects. CMSD Staff
donated time at the next Liaison Committee meeting to allow OCSD to share a
presentation detailing the effects of surface water flowing in though manhole covers.
CMSD Staff is plugging manhole covers and attending to I &I problems to assist with the
I &I issue. Mr. Hamers noted storm drain design as detailed in the photographs in the
Committee packet would reduce the amount of inflow through manhole covers, but at a
much greater cost than plugging the manhole covers.
PROJECT #182: ANALYSIS OF CCTV DATA
Mr. Hamers informed the Committee Project #182 will analyze the data from the CCTV
results to provide a roadmap for future District sewer main line improvements. The •
project will begin after CCTV completion in the next few months.
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COSTA MESA SANITARY DISTRICT
-�;, MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
FEBRUARY 11, 2009
PAGES
COST ACCOUNTING METHOD OF CONSTRUCTION BIDDING (PUMP
STATIONS, MANHOLE REHAB, OFFSETS)
Mr. Hamers outlined the cost accounting method of construction bidding. The method
allows up to $30,000.00 for a negotiated contract or purchase order or up to $125,000.00
for informal bidding. Using the cost accounting method allows for less costly and more
timely repair work to be completed. The item is on the agenda for the upcoming
February 26, 2009 Board meeting for adoption consideration. Previously, Fountain Valley
adopted the method.
SMART COVER
Staff discussed the "Smart cover" brochure. Mr. Hamers reported a couple of regional
agencies are using it in specific circumstances. For example, El Toro Water District has
a sewer line running beside a creek. The elected officials said a spill into the creek was
not allowable. Smart covers are being installed on manholes located beside the creek
as an added precaution. Another agency installed a smart cover in an area experiencing
vandalism. The sensor is triggered when the cover is lifted. The smart cover also works
well in a combined sewer storm drain. The .District has primary and secondary sensors
• in place to provide protection at 20 pump stations. Mr. Hamers also noted the Smart
Cover is expensive and has ongoing costs. Director Ooten added the Smart Cover could
help prevent large spills at high risk locations.
MANHOLE COVER PANS
Staff demonstrated a sample manhole. cover pan and associated issues — the pans do
not fit the Alhambra manhole covers and rings. Mr. Dulake described how the cover is
installed; removing the manhole cover and dropping the pan onto the manhole ring. The
cover is then placed back on top of the pan. Mr. Dulake is concerned once the pan is full
of water, there is a potential for a mosquito problem to develop. A possible solution is to
bore a small hole in the pan to allow the water to slowly drain.
JURISDICTION OF ON -SITE PRIVATE SEWER LATERALS
Staff attended a Costa Mesa City Council Study Session February 10, 2009 and reported
jurisdiction of on -site private sewer laterals has been turned over to CMSD. An MOU is
on the table regarding the issue. Mr. Fauth presented the District's Sewer Lateral And
Clean Out Financial Assistance Program to the City Council. Mr. Hamers complimented
Mr. Fauth on the presentation. Director Monahan reported the City is working on a tree
root policy providing for either City removal of a tree within 20 feet of a sewer lateral line
or providing a one -time payment to the resident for cleaning of the roots from the line. An
• indemnification agreement releasing the City of future liability would also be included.
The indemnification will be attached to the property. The issue will go to the Council for
approval. Director Monahan recommended Staff prepare a short video of tree roots in a
1f COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
FEBRUARY 11 2009
PAGE 4
lateral line for presentation to the Council. Mr. Hamers informed the Committee of a
situation at The Lab where a City inspector gave a restaurant owner incorrect information
regarding CMSD grease interceptor requirements. This led to the agreement CMSD has
jurisdiction (not responsibility) over FOG interceptors both in and outside of a building
and all sewer lines outside of a building. Any lines in or under the building are building
sewer lines and remain under the City's jurisdiction.
TRANSFER OF SEWER LINES FROM OCSD TO CMSD
Staff is waiting on a draft from OCSD Counsel. NO CHANGE
DISTRICT YARD CONTRACTOR SELECTION PROCESS /SCHEDULE
Mr. Fauth referred to a handout in the Committee packet showing the timeline for the
contractor selection. There was an extension until.February 9, 2009 for bid submissions.
Bids were opened publically at 2:00 pm on February 91h, . Staff provided a spreadsheet
comparing the costs and total bid amounts. The bids have not been evaluated by Staff.
Staff had estimated costs to be around $1.4 to $1.5 million and the lowest bid' received
was $1.9 million. Staff will meet with the design team February 12, 2009 at 10:30 to
review the bids.
PROJECT #129 BRISTOL STREET SEWER; UPDATE ON DESIGN
PHASE
Mr. Hamers reported the project is moving along. The intent is not to put a pump station
at the Bristol Street location but to replace the pipe to increase the line volume. The
Irvine Pump Station was sized for the economic growth of the Bristol area. NO
CHANGE
PROJECT #164 MISCELLANEOUS SEWER WORK
Mr. Dulake reported sensors and components have been installed in the last two stations
— all 20 pump stations are upgraded. The crew implemented the maintenance schedule
of turning pump station valves at regular intervals. NO CHANGE
#168 IRVINE PUMPING STATION RELOCATION - UPDATE ON
CONSTRUCTION & DAMAGE TO ADJOINING PROPERTY
Project is complete. The party's attorneys are addressing the Damage to the parking lot
issue. NO CHANGE
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PROJECT #170 PREPARE EMERGENCY RESPONSE PLANS for
PUMPING STATIONS
Joe Sinicori and Paul Guzman are working on emergency response plans for all 20
pump stations. The project will take at least another 6 months to complete. NO CHANGE
PROJECT #171 IRVINE PUMP STATION FORCE MAIN
REHABILITATION
Mr. Guzman reported the design and timing are being reviewed for. repiaea' ent of an
additional 2000 ft section all the way to the Elden pump station,N:with 450- ft-'currently
completed. NO CHANGE
PROJECT #175.00SD GRANT - TELEVISING CMSD SEWER LIKES
A total of 10,947.14 LF of main line CCTV and inspection occurred in Jan-uary2009. As
of January 31, 2009, televising is 92.7% complete (1,047,363.2.1 LF/1,129,420LF) with
an estimated project completion date of June 2009.
PROJECT #183 - SYSTEM WIDE SEWER REPAIR - FAIR AT HARBOR
Mr. Guzman reported 330 ft of main line from manhole to manhole is repaired with chain
flinging and relining, including 270 feet of VCP and 63 feet of DIP. The project is
completed.
PROJECT #186 - SEWER LATERAL ASSISTANCE PROGRAM
Mr. Fauth reported the updated number of applicants completed and in process as well
as the dollars expended by fiscal year. Director Ooten requested Staff, continue to plot
the number of program requests on a quarterly basis.
PROJECT #187 - DISTRICT YARD UPDATE - LEED GOLD STANDARD
The District is currently at 52 credits with 3 additional pending and will keep us in the
platinum rating but the CMSD Yard is definitely in the gold credit rating as a minimum.
Mr. Fauth reported the District is currently renting the vacant lot to a Mesa Consolidated
Water District (MCWD) contractor as a staging ground to store equipment while working
on a MCWD project for the period February 3, 2009 through March 31, 2009 at the rate
of $20 /day.
COSTA MESA SANITARY DISTRICT
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MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
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FEBRUARY 11 2009
PAGE 5
PROJECT #170 PREPARE EMERGENCY RESPONSE PLANS for
PUMPING STATIONS
Joe Sinicori and Paul Guzman are working on emergency response plans for all 20
pump stations. The project will take at least another 6 months to complete. NO CHANGE
PROJECT #171 IRVINE PUMP STATION FORCE MAIN
REHABILITATION
Mr. Guzman reported the design and timing are being reviewed for. repiaea' ent of an
additional 2000 ft section all the way to the Elden pump station,N:with 450- ft-'currently
completed. NO CHANGE
PROJECT #175.00SD GRANT - TELEVISING CMSD SEWER LIKES
A total of 10,947.14 LF of main line CCTV and inspection occurred in Jan-uary2009. As
of January 31, 2009, televising is 92.7% complete (1,047,363.2.1 LF/1,129,420LF) with
an estimated project completion date of June 2009.
PROJECT #183 - SYSTEM WIDE SEWER REPAIR - FAIR AT HARBOR
Mr. Guzman reported 330 ft of main line from manhole to manhole is repaired with chain
flinging and relining, including 270 feet of VCP and 63 feet of DIP. The project is
completed.
PROJECT #186 - SEWER LATERAL ASSISTANCE PROGRAM
Mr. Fauth reported the updated number of applicants completed and in process as well
as the dollars expended by fiscal year. Director Ooten requested Staff, continue to plot
the number of program requests on a quarterly basis.
PROJECT #187 - DISTRICT YARD UPDATE - LEED GOLD STANDARD
The District is currently at 52 credits with 3 additional pending and will keep us in the
platinum rating but the CMSD Yard is definitely in the gold credit rating as a minimum.
Mr. Fauth reported the District is currently renting the vacant lot to a Mesa Consolidated
Water District (MCWD) contractor as a staging ground to store equipment while working
on a MCWD project for the period February 3, 2009 through March 31, 2009 at the rate
of $20 /day.
COSTA MESA SANITARY` DISTRICT
MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
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FEBRUARY 11, 2009
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NEXT MEETING
The next meeting is scheduled for March 11, 2009 at 10:30 am.
PUBLIC COMMENTS
There were no public comments.
ADJOURNMENT
Director k4..onahan ;adjourned the meeting at 11
SECRETAII, Y
35 a.m.
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PRESIDENT
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