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Minutes - Board - 2017-03-14 (717:44tfr 4 \I 1K--t., COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION MARCH 14, 2017 Members present Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk), Wendy Davis (Finance Manager), Robin Hamers (District Engineer), Ed Roberts (Code Enforcement Officer), Gina Terraneo (Management Analyst I) Others present None Meeting called to order at 9:35 A.M. A. OPENING ITEMS Procedural: 1. Roll Call President Scheafer called the meeting to order at 9:35 A.M. District Clerk, Noelani Middenway, conducted roll call. President Scheafer, Secretary Schafer, Assistant Secretary Ooten, and Director Perry were present. Ms. Middenway noted that Vice President Ferryman would be arriving shortly. Procedural: 2. Public Comments President Scheafer opened public comments. Seeing nobody wishing to speak, President Scheafer closed public comments. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 14, 2017 B. ITEMS OF STUDY Receive and File: 1. Organics Tonnage Report Recommendation: That the Board of Directors receive and file the report. Vice President Ferryman entered the meeting at 9:38 A.M. General Manager, Scott Carroll, presented the report and offered to answer any questions. Director Perry asked if staff had received any information from Mike Carey with the Orange Coast College (OCC) Recycling Center regarding using the facility's recycling tonnage towards the District's diversion rate. Mr. Carroll replied that Mr. Carey would need to consult with CalRecycle to find out if this would be allowable. He added that Mr. Carey had concerns about the OCC Recycling Center's customers being primarily from neighboring cities rather than solely Costa Mesa. Discussion followed regarding customers of the OCC Recycling Center and the possibility of tracking their cities of residence. Director Perry asked that staff follow up with Mr. Carey to pursue the possibility of receiving credit for the recyclable tonnage. Discussion followed regarding the waste characterization study. Assistant Secretary Ooten asked if Michael Balliet would be reviewing the waste characterization study. Mr. Carroll indicated that Michael Balliet would review the waste characterization study and CR&R's performance. There were no further questions or discussion and the report was received. Receive and File: 2. February 2017 Code Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. Code Enforcement Officer, Ed Roberts, noted that there were 5 scavenging investigations and 110 reports of trash carts in public view in the month of February. Director Perry requested more information regarding the "verbally hostile" scavenging subject described in Mr. Roberts' report. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 14, 2017 Mr. Roberts noted that he adheres to appropriate safety procedures when dealing with members of the public. Secretary Schafer asked if there has been an increase or decrease in scavenging reports. Mr. Roberts replied that the rate of scavenging reports has been consistent. Secretary Schafer asked if the lockable carts have had an impact on scavenging activity. Mr. Carroll noted that staff tracks the number of annual scavenging reports and that there has actually been an increase in the number of scavenging incidents reported. He added that staff will look at the impact of the lockable cart program on the scavenging data. Discussion followed regarding the lockable cart program and the increase in reports of trash carts in public view. There were no further questions or discussion and the report was received. Discussion: 3. CCTV Sewer Lateral Assistance Program Recommendation: That the Board of Directors direct staff to report back on March 23, 2017 to consider implementing the CCTV Program and discontinuing the Sewer Lateral Assistance Program (SLAP) in Fiscal Year 2017-18 & 2018-19 Budget. Mr. Carroll presented the results of the Closed Circuit Television (CCTV) Pilot Program. He noted that the end date was March 13, 2017 and that the program had a total of 88 participants. President Scheafer asked how many of the total participants had their CCTVs conducted by Just In Time Plumbing. Finance Manager, Wendy Davis, noted that 81 applicants worked with Just In Time Plumbing, 7 worked with S.O.S. Plumbing, and that Roto Rooter did not participate in the program. Discussion followed regarding the Sewer Lateral Assistance Program (SLAP), its budget, and its proposed end date. President Scheafer indicated that he would like to discuss the bidding process and selection of plumbers for the CCTV Program. Discussion followed regarding the bidding and qualification process. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 14, 2017 Mr. Carroll noted that staff will reach out to the Plumbing Heating Cooling Contractors (PHCC)Association to receive their input before proceeding with the program. Ms. Davis noted that the District will hold a periodic class that plumbers can attend to learn the program rules and qualify to participate in the program. Assistant Secretary Ooten asked if staff had any data about private sanitary sewer overflows (SSOs). Mr. Carroll replied that the District typically only gets notified of commercial SSOs, but rarely of private SSOs. Discussion followed regarding commercial SSOs and the possibility of extending the CCTV program to assist commercial properties. Assistant Secretary Ooten asked if there is a way to target neighborhoods with a high likelihood of tree root intrusions. Mr. Carroll noted that the City Arborist stated that there is no specific concentration of trees within the city and that the city does not have a GIS map or listing of city trees. Ms. Davis suggested that flyers or door hangers be distributed to residences in neighborhoods with many trees. Assistant Secretary Ooten suggested that the District provide flyers for participating plumbers to distribute. Secretary Schafer suggested that this program be placed on the agenda for the March 17, 2017 Liaison Committee Meeting and to feature the program in the District newsletter. Mr. Carroll noted that the item will be on the agenda for the Liaison Committee Meeting. President Scheafer indicated that he supports the program because it will allow the District to reach more residents than the SLAP program. Mr. Carroll added that the program brings awareness to private laterals and promotes proactive maintenance. Discussion followed regarding the District's authority over sewer laterals. Vice President Ferryman indicated support for the program. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 14, 2017 Director Perry indicated agreement and suggested that all plumbers be notified of the program and its requirements before the start of the program. The Board of Directors directed staff to place the CCTV Program on the March 23, 2017 Board Meeting agenda for consideration to implement the program and discontinue SLAP in Fiscal Years 2017-18 and 2018-19. There were no further questions or discussion. Discussion: 4. Inflow & Infiltration (I/I) for Storm Event on February 18, 2017 Recommendation: That the Board of Directors receive and file the report. District Engineer, Robin Hamers, presented report details regarding a periodic check of the amount of storm water entering the District's sewer system. He noted that the Orange County Sanitation District (OCSD) has a published goal of restricting I/1 to less than 2% of the volume of a storm. He indicated that the largest storm in January of 2017 was used to calculate the report's data and that the data shows that the District is in compliance with OCSD's goal. Lastly, he noted that the District plugs and seals manhole covers in order to reduce I/I. President Scheafer asked if the OC Fairgrounds plugs and seals their manhole covers. Mr. Hamers noted that the OC Fairgrounds plugs and seals some manhole covers. He added that staff has attempted to contact executive staff at the OC Fairgrounds to address I/I issues to no avail. President Scheafer suggested contacting the Risk Manager of the OC Fairgrounds. Discussion followed regarding the pump station run time during storm events, OCSD's timeline for releasing their I/I study, and the City's storm drain maintenance. Secretary Schafer suggested that this I/I discussion be brought up at the upcoming Liaison Committee Meeting. Mr. Carroll noted that he will discuss I/I with City CEO, Tom Hatch, and Mesa Water District General Manager, Paul Shoenberger, and provide an update at the Liaison Meeting. There were no further questions or discussion and the report was received. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 14, 2017 C. CLOSING ITEMS Procedural: 1. Oral Communications & Director Comments Director Perry asked if staff received a response from the Chamber of Commerce regarding their possible relocation. Mr. Carroll noted that staff has not heard from the Chamber of Commerce. Assistant Secretary Ooten asked when the District contributed to Vanguard University. President Scheafer noted that the contribution took place last year for Vanguard's holiday performance. Secretary Schafer asked when the District plans to hold its open house. Mr. Carroll indicated that the open house is planned to take place next fiscal year because it was not budgeted for this fiscal year. Secretary Schafer thanked the Board of Directors for supporting her run for re- election to the California Special Districts Association (CSDA) Board of Directors. President Scheafer congratulated Secretary Schafer for being honored by Mayor Foley during a recent luncheon. Secretary Schafer added that President Scheafer is the new Chairman of the Alliance Executive Committee (AEC). Discussion followed regarding CSDA Legislative Days and the community room rental policy. Vice President Ferryman asked if the District should request that the City of Costa Mesa rescind its resolution supporting Measure TT. President Scheafer indicated that the Ad Hoc Committee advocates encouraging the City Council majority to state that they do not support consolidation. Discussion followed regarding the Homeless Task Force, sharps containers in public restrooms, and the rental policy for the community room. Secretary Schafer asked that staff draft a letter to Senator Moorlach and Assemblyman Harper with an invitation to attend the CSDA Legislative Days reception. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MARCH 14, 2017 Discussion followed regarding attendance of CSDA Legislative Days. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 10:45 A.M. . ` 1 A ene Schafer '/hael Scheaf:r Secretary President