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Miutes - Board - 2018-06-12 ( ITi.ty Q 54' COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION JUNE 12,2018 Members present Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Steve Hodges (Finance Manager), Noelani Middenway (District Clerk), Robin Hamers (District Engineer), Ed Roberts (Code Enforcement Officer), Gina Terraneo (Management Analyst II) Others present Joseph Jenkins (EEC Environmental), Deb Johnson (Second Chance Orange County), Jim Mosher(resident) Meeting called to order at 9:31 A.M. A. OPENING ITEMS Procedural: 1. Call to Order President Scheafer called the meeting to order at 9:31 A.M. Procedural: 2. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence — such determination shall be the permission required by law.) District Clerk, Noelani Middenway, conducted the roll call and all Board Members were present. B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda. Members of the public will have the opportunity to address the Board of Directors about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The Board of Directors will respond after public COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 12, 2018 comment has been received. Please state your name. Each speaker will be limited to four(4) continuous minutes. Procedural: 1. Public Comments President Scheafer opened public comments. Jim Mosher, a resident, provided comments and suggestions regarding the District website's transparency checklist, the structure and format of Citizens Advisory Committee meetings, improving the accessibility of the District's Board Member election procedures on the website, and the concept of limited voting. Seeing no one else wishing to speak, President Scheafer closed public comments. C. ITEMS OF STUDY Receive and File: 1. April / May 2018 Code Enforcement Officer report Recommendation: That the Board of Directors receive and file this report. President Scheafer noted that Item C7 would be moved up in the agenda to take place after Item C4. Code Enforcement Officer, Ed Roberts, provided report details. He noted that there were 5 scavenging investigations conducted and 109 notices for trash carts in public view issued in April. Additionally, he noted that there were 8 scavenging investigations conducted and 99 notices for trash carts in public view issued in May. Mr. Roberts shared that there were no instances of graffiti observed. Lastly, he described an incident involving a resident that refused to allow the District's wastewater maintenance staff to access an easement that was on his property. He noted that the incident was resolved when an inspection warrant was obtained and the wastewater maintenance staff were then able to conduct maintenance on the easement. Discussion followed regarding the aforementioned incident and the process that District staff used to resolve it. Director Perry noted that there seems to be a rise in the number of monthly scavenging investigations. Mr. Roberts verified that there has been an increase in the number of scavengers observed in the community. President Scheafer asked if the District should be informing the City of Costa Mesa when scavengers are observed taking recyclable materials from dumpsters. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 12,2018 General Manager, Scott Carroll, noted that the District can inform the City of Costa Mesa if this is observed or residents can also call the police. There were no further questions or discussion and the report was received. II Action, Receive and File: 2. Organics Tonnage Report Recommendation: That the Board of Directors receive and file this report. Action, Receive and File: 3. Solid Waste Diversion Report Recommendation: That the Board of Directors receive and file this report. Mr. Carroll presented report details for Items C2 and C3. He offered to answer any questions the Board of Directors may have. Director Perry noted that the monthly organics tonnage is decreasing. Secretary Schafer asked if the District is still distributing kitchen pails to the public. Mr. Carroll confirmed that the District still offers kitchen pails. Assistant Secretary Ooten asked how the City of Costa Mesa plans to comply with the state's waste diversion mandate. He noted that he may ask the City of Costa Mesa representatives at the June 15, 2018 Liaison Committee Meeting. Director Perry asked if items can still be added to the Liaison Committee agenda. Mr. Carroll suggested that the Board of Directors include this item on the next Liaison Committee Meeting agenda, since the upcoming meeting agenda is full. President Scheafer suggested that the District hold a special meeting with the City of Costa Mesa to discuss this item. There were no further questions or discussion and the reports were received. Discussion: 4. Discussion with Consultant Regarding Business Community Survey Results on Homelessness in Costa Mesa Recommendation: That the Board of Directors receives and files this report. Mr. Carroll introduced Deb Johnson of Second Change Orange County to discuss the survey results. Ms. Johnson presented the survey results and noted that 49% of respondents did not believe that a supervised public restroom program would alleviate the homeless population's effect on their businesses. Additionally, she discussed her experience in working with Second Chance Orange County and the City of Costa Mesa's Network for Homeless Solutions. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 12, 2018 President Scheafer commented that the District was seeking to address an issue of dignity within the community by proposing the mobile public restroom pilot program. Discussion followed regarding the proposed program and the process of conducting the survey. Secretary Schafer commented that some residents were confused about the intended placement of the proposed mobile restrooms. Discussion followed regarding the importance of marketing prior to implementing a pilot program or project. Additional discussion followed regarding the clients served by Second Chance Orange County and mobile public restroom programs in Fort Worth and Los Angeles. There were no furtherquestions or discussion and the presentation was received. Action: 7. Fats Oil Grease (FOG) Inspection Program at the Camp - A Retail and Food Service Campus Located on Bristol Street Recommendation: That the Board of Directors provide direction to staff. Mr. Carroll noted that the District has a Hot Spot Committee that meets quarterly to discuss and evaluate sewer hot spots, which are areas of the sewer that require high frequency cleaning. He noted that Hot Spot No. 44 (located on Bristol Street and Randolph Avenue)was identified as having an unusual amount of grease and invited Joseph Jenkins of EEC Environmental to discuss this hot spot. Joseph Jenkins provided a presentation about Hot Spot No. 44 and discussed the noncompliances found upon inspection of the Food Service Establishments (FSE) within the area of this hot spot. He shared a map of the location and a list of the noncompliances identified. Vice President Ferryman asked if there have been sewer spills in this location. Mr. Jenkins verified that there has been a sewer spill and noted that there are sags in the surrounding pipelines. Secretary Schafer asked how EEC Environmental handles noncompliances. Mr. Jenkins explained that the FSEs are given 7 days to correct the noncompliance. He noted that if they do not correct the issue, the District will send them a letter and escalate the issue according to District policy. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 12, 2018 Assistant Secretary Ooten noted that he does not recall an FSE ever being fined as a result of the District's policy. He suggested that the policy be implemented fully in order to address issues like Hot Spot No. 44. Mr. Carroll noted that the District has taken a business-friendly approach to enforcing the Fats Oils and Grease (FOG) program. He added that District staff can begin citing FSEs if the Board of Directors wishes to take this approach. Mr. Jenkins noted that a flow chart accompanied the District's policy to demonstrate how noncompliances should be addressed. He added that EEC Environmental will follow up with the noncompliant FSEs in one month. Director Perry suggested that the Board of Directors discuss the District's policy at a future Study Session. Discussion followed regarding how the District can effectively address the issue at Hot Spot No. 44. Mr. Jenkins noted that EEC Environmental plans to increase their presence in the area with more frequent inspections and coordinate with the property manager to find out when the property's private sewer lateral will be cleaned. President Scheafer suggested that the District make the property owners aware of the issue. He asked if there is anything that the District can do to help reduce the issue. Mr. Jenkins noted that a manhole could be added to the hot spot area to help alleviate the issue. Assistant Secretary Ooten requested that EEC Environmental provide a list of recommendations about how to address this issue. Mr. Jenkins confirmed that he would provide the District with an action plan. Discussion followed regarding the hot spot located near Newport Rib Company. There were no further questions or discussion. Action: 5. #318 President Pump Station; Discussion on Sole Source Findings for Purchase of Pumps and Accessories Recommendation: That the Board of Directors direct staff to bring this item back for the June 28, 2018 regular Board of Directors meeting to consider approving the following: 1. That the purchase of Flygt pumps is necessary for compatibility of training so that our service personnel can respond to emergencies and be thoroughly knowledgeable on a limited number of standardized pumps. 2. That having a limited number of pump standardizes replacement and repair parts, making the District better equipped to handle emergencies. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 12, 2018 3. That having standardized pumps provides for efficiencies of scale for repairs and maintenance. 4. That Flygt pumps are only available from Xylem Water Solutions USA, Inc. District Engineer, Robin Hamers, presented the proposed sole source findings regarding the use of Flygt pumps at District pump stations. He noted that District staff recommends that the Board of Directors direct staff to bring this item to the June 28, 2018 Board of Directors meeting for formal action. Lastly, he added that a quote was provided in the amount of $52,635.60 to provide pumps for President Pump Station. Assistant Secretary Ooten suggested that the District review Orange County Sanitation District's policy for the standardization of pump station equipment. President Scheafer asked if the District can create a resolution to standardize equipment. Mr. Hamers noted that this can be discussed with District Counsel, Alan Burns, at the next Board Meeting. He also noted that this purchase was budgeted. The Board of Directors directed staff to bring the recommendations to the June 28, 2018 Board Meeting. There were no further questions or discussion. Action: 6. #319 Canyon Force Main Replacement, #320 Canyon Pump Station Rehabilitation, Discussion on Request to Combine Projects Recommendation: That the Board of Directors direct staff to bring this item back to the June 28, 2018 regular Board of Directors meeting to consider approving the following: 1. Combining the projects and budgets and have engineering staff prepare one set of construction plans and specifications. 2. Directing the General Manager to insure impacts to traffic and parking are minimized and provide advance notification to the city and the residents in the area. Mr. Hamers provided an overview of the proposed Canyon Force Main Replacement and Canyon Pump Station Rehabilitation projects. He noted that staff is requesting to combine the budgets for both projects in order to minimize the impact to the community and lessen the amount of time that it will take to complete both projects. Additionally, Mr. Hamers noted that Horizontal Directional Drilling will be utilized to reduce the amount of excavation necessary for the projects. Director Perry asked which street the project will impact. Mr. Hamers noted that the impacted street is Wilson Street from Canyon Drive to National Avenue. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 12, 2018 Discussion followed regarding the construction area and the project timeline. President Scheafer commented that it makes sense to combine the two projects. Director Perry asked how long the project will take. Mr. Hamers responded that it will take about one month from start to finish. Secretary Schafer asked if the District notifies residents prior to construction. Mr. Hamers noted that the District notifies residents and the City of Costa Mesa. The Board of Directors directed staff to bring the recommendations to the June 28, 2018 Board Meeting. There were no further questions or discussion. Action: 8. Update Plan Check and Inspection Fees effective July 1, 2018 Recommendation: That the Board of Directors direct staff to bring this item back to the June 28th Board of Directors Meeting to consider updating Plan Check and Inspections fees to be effective July 1, 2018. Finance Manager, Steve Hodges, noted that the District's plan check and inspection fees have not been updated since 2010 and shared staffs proposed changes to the fees. He noted that staff is requesting that the Board of Directors direct staff to bring this item back to the June 28, 2018 Board Meeting for consideration. Vice President Ferryman asked what the net effect of the proposed changes will be. Mr. Hodges explained that the goal of the proposed changes is not to raise or reduce fees overall, but rather to establish equity between the fees and to recoup the actual costs of staff time. Discussion followed regarding the newly proposed Grease Interceptor fee, the Sewer Lateral Assistance fee, and the former Sewer Lateral Assistance Program. Mr. Hodges noted that the Building Industry Association has been notified of the proposed changes and District staff is awaiting their feedback. The Board of Directors directed staff to bring this item back to the June 28, 2018 Board Meeting for consideration. There were no further questions or discussion. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 12, 2018 Action, Discussion: 9. Evaluate CCTV Program and discuss potential public outreach enhancements or alternatives Recommendation: The Board of Directors: 1. Consider modifying the program to gain more interest 2. Consider the possibility of re-purposing a portion or all of remaining funds for use towards another program Mr. Hodges noted that the District has seen significant savings in the 3rd Quarter of this year's budget for the Closed Circuit Television Program. He noted that the program is not being utilized as much as anticipated and shared staffs recommendations to consider modifying the program to increase participation or re-purposing the funds for use toward another program. President Scheafer commented that the plumbers should be invited back to the District for additional program training. He added that plumbers may have preferred the Sewer Lateral Assistance Program because the program led to more business for them. Secretary Schafer suggested that the CCTV Program be included in the quarterly newsletter. Discussion followed regarding the fee that plumbers receive for conducting CCTVs through the program. President Scheafer commented that the intent of the program was to encourage residents to conduct proactive sewer lateral maintenance. He suggested that local plumbers be invited to the upcoming Board Meeting to provide their input regarding the program. Assistant Secretary Ooten suggested that the District focus its outreach toward areas within the service area that face frequent sewer lateral issues, such as Royal Palm Drive. Director Perry suggested that this item be brought back to a future Study Session for additional discussion. The Board of Directors directed staff to bring this item back to the June 28, 2018 Board Meeting for consideration. There were no further questions or discussion. D. CLOSING ITEMS Procedural: 1. Oral Communications and Director Comments COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JUNE 12,2018 Assistant Secretary Ooten asked if there is any data available from the District- wide CCTV that might help alert homeowners that they have root intrusion in their sewer laterals. Mr. Hamers noted that the District notifies homeowners when root issues impact the District's main line. Secretary Schafer reminded the Board of Directors about upcoming meetings, including the Liaison Committee Meeting, California Special District Association's Annual Conference, the Chamber of Commerce luncheon, and the Independent Special Districts of Orange County meeting. President Scheafer asked if there have been any issues with the District being closed every other Friday. Mr. Carroll noted that the District received one complaint from a resident that came to the District to pay for a sewer permit on a closed Friday. He noted that staff apologized to the resident and let him know that permit fees can be paid online. Additionally, he noted that staff placed a sign on the door to notify residents of the closure schedule and the online payment process. Assistant Secretary Ooten requested that the Board of Directors receive a future Study Session report about the tonnages collected from the sharps and pharmaceuticals drop boxes. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 11:33 A.M. I / ,A A ne Schafe Mic'<el Sche :r Secretary President