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Agenda Packets - Board - 2006-12-06Board of Directors James Ferryman Greg Woodside Art Perm, Arlene Schafer Dan Worthington Staff Robin B. Hamers Manager District Engineer (949) 631 -1731 Thomas A. Fauth Assistant Manager Joan Revak Board Secretary Program Manager Clerk of the District Alan R. Burns Legal Counsel Wendv Hooper Davis Treasurer Phone (949) 645 -8400 Fax (949) 650 -2253 Address 628 W. 19th Street Coster Mesa, CA 92627 -2716 #6 � Printed on Recycled Paper Cflsta Mesa Sanitanj District ... an Inbepenbent Special District &9 NOTICE OF SPECIAL MEETING COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS DECEMBER 6, 2006 The Board of Directors of the Costa Mesa Sanitary District will meet on Wednesday, December 6, 2006 at 11:30 a.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19`b Street, Costa Mesa, California to consider the following: I. Director Orientation A. General B. CMSD Organization C. Board of Directors D. Trash Collection Program E. Special Programs and Projects F. Sewer Collection System II. Public Comments Dated: December 1, 2006 Clerk of the District Protecting our communitvgls health 6N provibing solid waste and sewer collection services. crosaca.gov w Director Orientation December 6, 2006 General • Sanitary District Act of 1923 • CMSD formed in 1944 with two responsibilities; trash and sewer • City of Costa Mesa incorporated 1953 • Differences between an Independent Special District and Dependent Special District • Differences between a Sanitation District and Sanitary District • Service Area includes Costa Mesa, Newport Beach, Unincorporated Orange County • Boundary Map • Strategic Planning Meetings CMSD Organization • Small staff of hardworking, creative, team members • Staff members holding more than one title • Organization Chart • Both Public and Private Employees • Board of Director and Staff interaction • Staff Succession Plans i Board of Directors • Board Meetings held second Thursday of Month at 6:00 p.m. • $170 per day's service at a meeting, not to exceed 6 meetings per month • Pre - approval necessary for conferences outside Orange County • Conferences and Training - CASA, C50A, SDI, Government Affairs Day, etc. • Representation at agency meetings; OCSD, LAFCO, Chamber of Commerce, ISDOC, etc. • Request to have an item placed on Agenda • Brown Act • The Horizon versus Micromanaging • Staff Reports included in monthly Board packet • Director materials: Board packet, Operations Code, business cards Trash Collection Program • Costa Mesa Disposal since 1955 • CR Transfer since 1989 • Costa Mesa Disposal and CR Transfer part of CR &R • Bid versus No -Bid (54�,f 9j:S,. f1jfCP `jf- A1e(Q,T14'�k A[9 i • New 10 -year agreement with 6 -year rollover provision • History of serving only 5FR and small multifamily developments • 21,300 residences • Collecting trash in CCM, CNB, and OC • Variable Rate Structure - $8 per month for third or more containers • AB939; recycle 50% and provide education 2 • Multitude of Special Programs • Recommendation to CCM of Non - Exclusive Hauler Franchise Fees • City Program of 14 haulers; fuel, air pollution, road wear, education materials • Proposition 218 - rki�eV Y RED A) SCR t ien l W&O �RVxu s` 0 &1 Special Programs and Projects �RT-�' News letters (two per year; one trash, one sewer) "Working for You" video Website - www.crosdca.gov Flyers and Posters Telephone Book Recycling Contest for schools ($10,000 per year for schools) Classroom presentations (Vermicomposting & Recycling /Magic Show) Used Tire Roundup Sharps Collection (used needles) HHW Collection (free collection at a residence) Adult and Student Tours Non - profit Group Recycling Project (education and a $100 reward) Large Item Collection (summer program plus free one -time call -in per year) E -Waste Collection Events Sewer Lateral Repairs at Time of Sale Fats, Oils, and Grease (FOG) Control Program Ads Booth 3 Sewer Collection System • Construction began in 1949; majority constructed from 1953 -1963 • 326 miles of sewer and 20 sewer pumping stations • Reputation in Industry • Relationship to OCSD • JPA with CCM � ���� i 011W d CC 14, tsn;' • Ownership of Hydro Trucks ba,-tx (U31A -u a'i'm 4-5. stl�IJQ: f4o" arp • Terminated on December 15, 2005 �, i ,7 Condition Assessment Report - 6 pumping stations in emergency condition; heavy debris in gravity lines • Purchase of Water Truck • Emergency Response C4� OF,41N,S. • Sewer Master Plan • Sewer Atlas • Waste Discharge Requirements (WDR) to prevent Sanitary Sewer Overflows (55Os) o6 � of j„/jmas Pit' • Manager /District Engineer on WDR Steering Committee • Sewer Lateral Responsibilities cNG 410, Cm� 0 DY3 /'67 • Yard CC F-ArA(-i't,`'iVVQ3, V cg At ._ �sCIP - &Jo o AIL • Operations and Maintenance (O &M) lc�v'�'j fl?n1 p c i���iP Sewer Rates - history and looking forward F Nh, • Proposition 218 • Coast Keeper v. Garden Grove Sanitn�r� District )VC -o - ,1)ON" COVrrWAli/ L- Off- 1 - 11/28/06 M CUD TRASH AND SEWER ASSESSMENT HISTORY Updated 9 /01 /06 /jr * 1990 -91 and all previous years: First unit at regular rate. Additional units at 112 rate for trash only. *`$11.30 credit applied from fiscal year 1996/97 - net rate $138.88. - variable charges apply for food preparation. Charge of $2.31 changes to $60 for cold service food or $150 for hot service food preparation. 2006 -2007 239.41 37.64 28.99 21.90 +2.77' ** 64.51 +2.77 19.4 +2.77 2005 -06 239.41 33.68 26.47 18.25 +2.31 "' 53.76 +2.31 16.17 +2.31 2004 -05 225.86 29.05 22.37 16.90 49.78 14.97 2003 -04 209.13 26.90 20.71 15.65 46.09 13.86 2002 -03 193.64 25.38 19.54 14.76 43.48 13.08 2001 -02 184.62 24.17 18.61 14.06 41.41 12.46 2000 -01 174.50 23.02 17.72 13.39 39.44 11.87 1999 -00 171.37 23.02 17.72 13.39 39.44 11.87 1998 -99 166.24 23.02 17.72 13.39 39.44 11.87 1997 -98 * *150.18 23.02 17.72 13.39 39.44 11.87 1996 -97 162.71 23.02 17.72 13.39 39.44 11.87 1995 -96 162.71 23.02 17.72 13.39 39.44 11.87 1994 -95 147.56 23.02 17.72 13.39 39.44 11.87 1993 -94 144.41 23.02 17.72 13.39 39.44 11.87 1992 -93 142.39 23.02 17.72 13.39 39.44 11.87 1991 -92 140.16 18.76 14.71 11.44 33.62 8.31 *1990 -91 136.09 13.53 13.21 11.45 26.38 6.84 1989 -90 121.44 12.39 13.47 11.49 25.36 5.42 1988 -89 77.43 8.85 9.60 8.57 17.91 3.81 1987 -88 70.13 7.66 8.43 8.02 15.79 3.79 1986 -87 66.94 6.77 6.69 7.11 17.46 5.38 1985 -86 62.45 6.60 7.25 8.60 8.60 8.60 1984 -85 62.00 8.95 9.90 11.70 11.70 11.70 1983 -84 62.00 11.25 9.10 11.70 18.40 18.40 1982 -83 62.00 1981 -82 56.00 Example 2005 -2006 1980 -81 50.00 531.37 per residence $24.16 per residence $18.25/1000sf $53.76/1000sf $16.17/1000sf 1979 -80 44.00 per year +$2.31 per year +$2.31 +$2.31 per year +$2.31 per year +$2.31 per year 1978 -79 39.00 1977 -78 35.00 1976 -77 32.00 Updated 9 /01 /06 /jr * 1990 -91 and all previous years: First unit at regular rate. Additional units at 112 rate for trash only. *`$11.30 credit applied from fiscal year 1996/97 - net rate $138.88. - variable charges apply for food preparation. Charge of $2.31 changes to $60 for cold service food or $150 for hot service food preparation. Prepared 9 -26 -06 CMSD Institutional Organization CMSD Board of Directors I I I I General Counsel Manager/District Engineer Treasurer (1/3) Board Secretary Alan Burns obin Ham era Joan Re I Inspectors I - I Assistant Manager I Pump Station Maintenance ngmeering man, Joe Limon I * "* Added Responsibilities: Personnel Management - Contracts Management - - - I - Plan hecking 1 I I urveyors Tim Fettig - I Regulatory Compliance I I - K -TRC MIS Maintenance I -JA-32d Dist Agr Assoc I- (1/3) Clerk of the District I I I I Damage Rpt- Emer Response - I ^nor -au I I I - K -TRC SCADA Telemetry I - A- Lawncare Services Guzman, Joe Limon I I I I I "'Future Contract /Services: Fleet Maintenance *(1/2) Admin Asst I I I - K-Curbside Inc - HHW I - K- Janico Housekeeping I I I I I I- K -CR &R Solid Waste I I -JA-Mesa Cons Water Dist I I I I I - K- Springbrook S/W 1 I I -JA-Monitor Video 1 K -Ron Hopkins Graphics -I 1 1 - K -ESSCO Empl Assistance Prgm I 1- * Maintenance Supervisor I PRIMARY Karl Dulake I I - Emergency Responder I SECONDARY ;lake I I- I I I I I- K-Nat'l Plant Services, nc I Line Cleaning /CC TV I I ' Permit Proc Spelst - Assess I -i ' (1/2) Public Outreach Coord I I I Recycling/Tours Gilbert I I- Ordinance En ef I I-i Parcel /Permit Field Inspector I I- Stenographer I I- I I- (1/3) Program Mgr I Joar. I I - Large Item PickUp I I - Telephone Book Recycling I I - Pharmacy Sharps Containers I I - Christmas Tree Recycling I I- Newsletter I I- Diversion Reporting eneral Ledger ccts Payable / Encumbrances ccts Receivable / Deposits 3yroll / Benefts Oversight pringbrook S/W Updates udget Build / Maintenance 'arrant List Maintenance nai,dL I K -Apple One Temp I- K -JIMNI SYSTEMS, INC I- Website Management I Pump Station Maintenance I * "* Added Responsibilities: Personnel Management I - K-Env Eng & Contracting New Contracts I FOG Control Program Regulatory Compliance I Safety Management I Drains Key: ADA Management IK-C&R I Emergency Response Full Time Employee " Part Time Employee I K - Contractor A - Agreement "'Future Contract /Services: Fleet Maintenance I _ K-Manhole Adjusters Existing Yard Facility Maintenance I Manhole Rings &Covers I I- K- Schuler Engineering Pump Station Engineering 11/29/2006 CMSD Institutional Organization Prepared 9 -26 -06 CMSD Board of Directors I I I 1 General Counsel 7­_f Manager/District Engineer Treasurer ' (1/3) Board Secretary I Inspectors I -lEngineering a „mnr-r. Paul Gul 1 I -]Plan Checking urveyors - I I - ' (113) Clerk of the District I Damage Rpt- Emer Response - I ak I Paul Guzman, Joe Line 1 *(1/2) Admin Asst 77 FM 1 rt -I -I I K -Ron Hopkins Graphics -I I I - Maintenance Supervisor I PRIMARY ri Dulake I I- Emergency Responder I SECONDARY Make I I- I I I- I I I- K -Nat'l Plant Services, Inc I Line Cleaning /CCTV I I I - Website Management ' Assistant Manager Thomas Fauth - -- Contracts Management I I I I I - K -TRC MIS Maintenance 1 I -JA-32d Dist Agr Assoc I I I 1- K -TRC SCADA Telemetry I I - A- Lawncare Services I I I I - K- Curbside Inc - HHW I I - K- Janico Housekeeping 1 I I I - K -CR &R Solid Waste I I I -]A-mesa Cons Water Dist I I I - K- Springbrook S/W I I I -JA-Monitor Video I I I - K -ESSCO Empl Assistance Prgm I I I- Permit Proc Spclst -Assess Debbie :_ "t,:..:-::.;,, I I- * (1/2) Public Outreach Coord I Recycling/Tours enise Gilbert I I- Ordinance Enf== I i-I ParceUPermit Field Inspector I I- Stenographer I -- - -- ------------------------------------------ I I - (113) Program Mgr I 1-,qn Revak I I - Large Item PickUp I I -]Telephone Book Recycling I I - Pharmacy Sharps Containers I I - Christmas Tree Recycling I I - Newsletter I I - Diversion Reporting I * ** * Accountant General Ledger Accts Payable / Encumbrances Accts Receivable / Deposits Payroll / Benefts Oversight Springbrook S/W Updates Budget Build / Maintenance Warrant List Maintenance K -Apple One Temp I- K -JIMNI SYSTEMS, INC I - Website Management I Pump Station Maintenance I ' *' Added Responsibilities: Personnel Management I- K-Env Eng & Contracting New Contracts I FOG Control Program Regulatory Compliance I Safety Management I Drains Key: ADA Management IK-C&R I Emergency Response Full Time Employee " Part Time Employee I K - Contractor A - Agreement "'Future Contract/Services: Fleet Maintenance I - K- Manhole Adjusters r Existing Yard Facility Maintenance I Manhole Rings & Covers I I- K- Schuler Engineering Pump Station Engineering 11/29/2006 � . '� �� /� \ \ Nov- if G I EKE M- IRVINE U tUrvOtrt EiHla SHEET A r N OO • I xl.e0.00 o (\�' BEAR 86-5.1 -3 13 y SEWER LINE IS KGP OCSD IS V.C.P. J I ♦a95 i N.' I 5446 �Sa e6 BRISTOL u � � 0 2 `v N1i os 6� N J 4 0 b 0 AV6 n II I ^o d Ae N NN N W '4 N ?� v • N W N VIN W I +W BRISTOL u � � 0 2 `v N1i os 6� N J 4 0 b 0 AV6 n II I ^o � Ae NN BRISTOL u � � 0 2 `v N1i os 6� N J 4 0 b 0 AV6 n II <<I n VIN W <<I �y Condition Assessment Report of the Costa Mesa Sanitary District Sewer System as of December 15, 2005 Prepared by Robin B. Harriers Manager /District Engineer September 6, 2006 Purpose The purpose of this report is to document the condition of the sewer system as of December 15, 2005, which is the date the Costa Mesa Sanitary District and the City of Costa Mesa terminated the sewer and storm drain cleaning mutual services agreement. Background The Costa Mesa Sanitary District and the City of Costa Mesa had a long- standing agreement where two field crews and a supervisor were responsible for the maintenance and operation of both the District's sewer system and the City's storm drain system. Each of the two crews consisted of two men and a large cleaning truck. The cleaning trucks were combination trucks, having both hydro - jetting and vacuum capabilities. The supervisor had both a service truck with a hoist and a pickup truck. All five persons on the field crew were employees of the City of Costa Mesa. The financial arrangement was such that the District reimbursed the City for all labor, equipment, vehicles, supervision, training, and any other related expenses that were associated with the sewer system. The supervisor and one of the field crews spent 100% of their time on the District's. sewer system while the other field crew spent 67% of its time on the District's sewer system. The remaining 33% of the second field crew's time was spent cleaning and maintaining the City's storm drain system. At the time the mutual services agreement ended on December 15, 2005, the supervisor and three of the four field crew members had been working in these job positions for over 25 years. 1 CMSD Relationship with Field Crews Because the five field crew members were City employees, it was agreed between the agencies that the District would request certain goals be achieved while the City was responsible for the day -to -day assignments and for the employer- employee relationship. The relationship between the staff of the Sanitary District and the field crews was always cordial and friendly. Performance Goals One of the primary on -going goals was to clean the sewer system once per year to eliminate back -ups and sewer spills. Cleaning the sewer system once per year is the industry- standard and it was always represented by the supervisor that this goal was readily achievable and was being achieved every year. Because the District owns and operates 20 sewer pumping stations, the second primary goal was to insure the smooth and reliable operation of the pumping stations in order to avoid sewer spills. The supervisor and the lead maintenance worker were asked to attend a certification class held by the manufacturer of the District's preferred pumps, Flygt Corporation ITT located in Sweden. The District standardized the operating equipment in the stations and moved the panel and electrical controls above ground to increase worker safety. The District also converted the stations to use submersible pumps (with the exception of one station that is to be abandoned) so the field crews would never have to descend a ladder or enter a confined space to perform the daily pumping station check. Special Training and Assistance In addition to the Flygt Corporation training school, the District arranged for the Orange County Sanitation District field crews to assist in cleaning the District's larger lines and to provide advice and assistance whenever needed. K The District also offered the five field crew members the opportunity to obtain certification through the California Water Environment Agency (CWEA). As an incentive, the District offered a 1.5% salary increase for each of the four certification levels obtained. At December 15, 2005, four of the five workers had received their Level I certification. In March 1995, the Manager /District Engineer had the District's most experienced and qualified pumping station contractor, Schuler Engineering Corporation, prepare a recommended preventative maintenance program for the pumping stations. The document is included in the District's Sewer Master Plan and is considered one of the most important documents the District possesses. The preventative maintenance program includes a maintenance schedule for each of the pumping station components, including checking and maintaining certain items on a daily, weekly, monthly, 6- month, or yearly basis. The preventative maintenance program includes everything from simply exercising gate valves to performing a yearly servicing of the pumps. Because the failure of a pumping station usually leads to a sewer spill, the District's Manager /District Engineer and Assistant Manager routinely apprised the field crews that any recommended improvements that would increase the reliability of the pumping stations or the gravity sewer system would be readily implemented. State Requirements for Sewer System Performance In April 2002, the Santa Ana Regional Board of the State Water Resources Board adopted an Order termed the Waste Discharge Requirements (WDR) for sewer systems tributary to the Orange County Sanitation District treatment plants. The WDR placed very strict requirements on sewer system owners, including preparing comprehensive maintenance, preventative maintenance, capacity assurance, long term replacement, grease control, education, and other related requirements. The District met these requirements and regular meetings 3 were held with the Manager /District Engineer, Assistant Manager, and the five field crew members to insure understanding and compliance with the WDR requirements. The District's yearly Capital Improvement Program Budget was adjusted to include the WDR requirements, usually at a cost of approximately $200,000 - $250,000 per year. Working Relationship Between the District and City The Manager /District Engineer and Assistant Manager always had an amicable relationship with the five field crew members as well as with the City's Director of Public Services and his staff. Regular meetings were held with the field crew members as both parties worked towards the goal of bettering the performance of the sewer system. City /District management meetings were held once a month to foster a cooperative and professional relationship and to coordinate efforts. An example of the dedication exhibited by both parties is found in the area of emergency response as each agency readily stated that the agreed -upon time commitment to either the sewer system or storm drain system was of no consequence if the other party was experiencing an emergency. In that case, each party volunteered its resources for the betterment of the other party. Conditions of Sewer System and Pumping Stations The attached Exhibit "A" is a list of conditions found in the sewer lines and pumping stations. If a significant finding occurred prior to the formal separation date, it was included. If additional items are found in the future, Exhibit "A" will be updated. 0 Exhibit "A" Condition Assessment of CMSD Sewer System 1. Adams Avenue 15" Sewer Main In April 2006, the District began cleaning the Adams Avenue sewer main and found 7" of grit and rocks in the 15" diameter main. This amount of grit reflects the line had not been cleaned in over 10 years. The District was forced to rent a water truck in order to provide enough water to clean the line without constantly leaving the site and filling up from a fire hydrant. The cost to clean the line was over $20,000. This amount of grit in a line subjects the District to a high probability of a sewer system backup and spill and is far beyond industry standards for proper maintenance. One inch of grit in a sewer line is considered a severe condition. 2. Mendoza Pumping Station The attached picture (Pictures 1 A and 1 B) of one of the Mendoza Pumping Station pumps being pulled by City forces in 2003 shows an inordinate amount of grit and hair on the pump. The pumps were supposed to have been serviced at least once per year; however, the amount of grit on the pumps is reflective of the pumps not having been removed from the station in over five years. The attached pictures of a discharge elbow inside the Mendoza Pumping Station (Pictures 2A and 213) shows a section of piping that has never been cleaned and has severe corrosion. Instead of cleaning off the corrosion and coating the exterior with protectant, the elbow was left to corrode and eventually crack and begin leaking. The elbow and other internal piping had to be replaced under emergency conditions. 3. Adams Pumping Station The access door to the pumping station was found to be out of alignment and sticking up to create a pedestrian hazard. One of the pumps was found to have water in the oil. One of the 90 degree discharge flanges was cracked and in need of replacement. 4. Frozen Valves at 3 Pumping Stations When the District's contractor who was applying new pumping station coating to the 23rd Street Pumping Station went to shut down the station, one of the check valves was frozen shut from not having been exercised. This resulted in a delay in the contract plus the need to remove the valve and replace it with a new valve and piping. A valve at Westbluff Pumping Station was found to be frozen when work was initiated on the station. The Seabluff Pumping Station valves are frozen open and will have to be replaced. Exercising valves is one of the basic components of pumping station maintenance. 5. Uncleaned Wet Wells at Canyon, Victoria, and Mendoza Pumping Stations The new crew was unable to pull the pumps at Canyon Pumping Station due to the grit and debris on the pumps. The amount of grit and debris on the pumps resembled the pumps at District's emergency work contractor who performed the repairs on the Mendoza Pumping Station (described above) in September 2006 stated the wet well has not been properly cleaned in at least five years. He recommended emptying the wet well and high pressure hosing all parts of the wet well. 6. Uncleaned Sewer Lines The 18" sewer main on Harbor Blvd. from Merrimac Way to Mesa Verde Drive East was found to have excessive grit and debris in the line. In April 2006, the crew spent four days to clean three sections of line and required the assistance of a water truck. A cleaning crew expects to clean at the very least 2,500 feet of sewer lines per day. The District had an experienced contract crew from National Plant Services, Inc., clean the Harbor line and they spent four days cleaning only 1,000 feet, or an average of 250 feet per day. Since the District began cleaning the lines on December 15, 2005, no sewer line above 12" in diameter has been found to have been properly cleaned. 7. Pumping Station Failures Pumps at the Canyon Pumping Station, Westbluff Pumping Station and 21 st Street Pumping Station failed between December 15, 2005 and August 2006. All three pumping stations required one or two new pumps. The 19th Street Pumping Station is missing bolts that hold the motor to the pump volute. The above list represents the findings from December 15, 2005 to September 6, 2006. 2 IA. Mendoza Pump Station Pump Repair — August 31, 2006 — New Hanging Bracket 1B. Mendoza Pump Station Pump Removal — April 23, 2003 — Encased in Debris �T i 2A. Mendoza Pumps Station 90 Degree Discharge Elbow Corrosion - August 29, 2006 2B. Mendoza Pumps Station 90 Degree Discharge Elbow Leak — June 27, 2006 MVC -137F it, MVC -142F MVC -138F MVC -143F I' MVC -139F K Al V- C2 i 3G, MVC -144F MVC -140F - �(7'4cvo i- �� . i) . A-0 . . MVC -145F MVC -141 F