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Minutes - Operations Committee - 2012-05-15Item VII. A. 1. CALL TO ORDER CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MINUTES Board of Directors Schedule for Attendance Chairman Ferryman and Director Scheafer Alternate: Director Fitzpatrick May 15, 2012 The Operations Committee of the Costa Mesa Sanitary District met in regular session on May 15, 2012 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL MEMBERS PRESENT: Jim Ferryman, Michael Scheafer, Jim Fitzpatrick (Observer only, did not participate in discussions.) STAFF PRESENT: Scott Carroll, General Manager; Robin B. Hamers, District Engineer; Steve Cano, Maintenance Supervisor OTHERS PRESENT: Dean Ruffridge, CR &R; Pam Johnson, Waste Free Lunches and Composting Programs; Jim Mosher, Newport Beach resident STANDING REPORTS I: Recycling Report — March & April 2012 • Update on how CMSD is meeting AB 939 goals General Manager Carroll reported these are standard reports received from CR &R providing an indication of the amount of recyclables received per month and how CMSD is achieving its diversion. He stated no action is needed. There were no questions or comments and the report was accepted. II. Waste Diversion Report — March & April 2012 • Update on the amount of recycling materials diverted from the landfill COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD MAY 15, 2012 General Manager Carroll presented the report and noted CMSD is on track for achieving its diversion goal. There were no questions or comments and the report was accepted. III. Ordinance Enforcement Officer's March & April Report • Review OEO enforcement activities for trash cans, graffiti and scavenging General Manager Carroll presented details of the report noting that a resident on Palmer Avenue was storing their trash cans in public view. They were given a warning, did not correct the matter and were given a second warning (with a red tag). The resident called, staff was deployed and the issue was resolved. Director Scheafer reported receiving a call regarding a vehicle, observed in the neighborhood, the driver of which is picking up newspapers from the curbs. The resident was instructed to obtain the license plate number and it was noted that staff will canvass the area to make observations and report back. In response to Director Scheafer's inquiry regarding how many residents have called for large -item pick up since the program began, Mr. Ruffridge, CR &R, stated he will run a report and make it available to Mr. Carroll before the next Committee meeting. IV. Scavenging Report — March & April • Review scavenging activities reported to CMPD None V. CMSD Facts and Figures • Review and discuss facts and figures regarding solid waste and sewer in CMSD General Manager Carroll presented an update on solid waste and sewer statistics. He reported there are two (2) new CNG trucks so five (5) out of eight (8) will be.available. In addition, Mr. Carroll reported that sales of composting bins are picking up and stated there was no change in the sewer. Discussion followed regarding the timeline for having a full fleet of CNG trucks. Mr. Ruffridge suggested adding the number of lockable containers to the report assisting in the scavenger program. It was noted that the amount allotted has been dispersed and that these have been budgeted appropriately for next year. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD MAY 15, 2012 In response to an inquiry from Director Scheafer, Mr. Carroll provided information on the status of the new vactor truck and noted the other vehicle is operable at this time. VI. 2012 Events Calendar General Manager Carroll presented a list of upcoming events for possible public outreach. He suggested participation in the Fish Fry, the Fairgrounds and related vermi composting workshops. Director Scheafer reported booths for the Fish Fry cost $200 and questioned the effectiveness of having one. Mr. Carroll felt it is a good opportunity for outreach and offered to provide a cost analysis. Discussion followed regarding the days of the Fish Fry. Members of the Committee directed staff to participate in the Fish Fry. It was noted this item does not require Board action. VII. Monthly Spill Statistics — No CMSD sanitary sewer overflows (SSOs) to report None NEW DISCUSSION ITEMS VIII. Environmental Excellence Awards • Jose Hernandez, Mika Community Development Corporation General Manager Carroll reported the nomination for the Environmental Justice Award from the Mika Community Development Corporation to Jose Hernandez who started a community garden at Shalimar Park. If approved, the nomination will be forwarded to the Board at its June meeting. CONSENSUS: Members of the Committee concurred to forward the item for approval to the Board. IX. Inside the Outdoors — Oral Report • Presentation from Pam Johnson and Lori Kiesser on Waste Free Lunches and Composting Programs Mr. Carroll introduced and deferred to Pam Johnson from Inside the Outdoors. Ms. Johnson presented background of her organization and noted meeting Director Jim COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD MAY 15, 2012 Fitzpatrick who indicated interest in the program. She stated some of the concepts used in the program may be applicable to CMSD. Ms. Johnson reported the program is administered through the Orange County Department of Education noting it is self - supporting. Discussion followed regarding the possibility of using money budgeted with CR &R for education to pay for the program. Mr. Carroll stated he will prepare a complete report to present to the Board at a future meeting. He stated CMSD is already offering programs and addressed the benefits of leveraging resources. Discussion followed regarding the possibility of providing facility tours for students and participation in the Children's Water Festival. Members of the Committee directed staff to go forward with additional research and prepare a report for the Board. X. Mesa Consolidated Water District Project • Consider waiving CMSD fees for Mesa's Groundwater Well Automation and Treatment Upgrades District Engineer Hamers provided details of the report noting that MCWD is upgrading six (6) of their wells including automatically testing the water by installing an analyzer. He reported the analyzer has a small by- product flow but there are no sewer laterals for the flow. Mr. Hamers indicated that MCWD wants to include sewer service to each of the six (6) wells. The sewer mains would be owned by CMSD and Mr. Hamers stated the sewer plans have been drawn and thoroughly checked and plan check and inspection fees have been calculated. Mr. Hamers requested the Board consider a waiver or partial waiver of the plan check and inspection fees due to the close working relationship of the agencies, the MOU outlining cooperative services, and that Mesa waived its plan check fee during the District's construction of its Yard facility at 174 W. Wilson Street. Members of the Committee directed staff to recommend the item to the Board. Interested parties were invited to address the Committee on this item. Jim Mosher, Newport Beach resident and CMSD rate payer opined the system of waivers is not in the best interest of CMSD. He asked that the District not make waivers, but charge the normal rates. Discussion followed regarding the possibility of indicating that part of the fee is being waived or tying the fee to costs that are being waived and the need for further discussion. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD MAY 15, 2012 Members of the Committee directed staff to proceed as long as the fee waiver is disclosed. XI. Assessment of CMSD's Force Mains - Update • Receive an oral report about the cleaning method completed at 23rd Force Main (Pigging) and an update on the electronic inspection method for force main pipes Mr. Harriers reported that this item is moving along nicely. He addressed the technology of electronic analysis and process and reported that lines must be demonstrated as being clear by cleaning them. He addressed locations being "pigged" and reported that PICA will perform inspections in June. Mr. Harriers reported that currently, there is no no -dig method to determine the pipeline thickness except for the electronic analysis technology. XI 1. Solutions for Pump Station Ragging A. Installing a Muffin Monster (grinder) B. Distributing "No Wipes" flyer Mr. Harriers presented details of the report noting that wipes are creating a major problem in the sewer systems. He added that many agencies are working with wipe manufacturers (i.e. Proctor and Gamble) to work on a solution. He reported that one method of resolving the issue is installing a grinder (Muffin Monster) and that the City of Santa Ana installed one in one of the pumping stations. Another way that CMSD has addressed the problem is by distributing "No Wipes" flyers to areas were problems are perceived. This has resulted in eventually subsiding the problem and is cheaper than purchasing a Muffin Monster. Mr. Harriers indicated that education seems to be working. Discussion followed regarding the cost of a Muffin Monster and wipes getting into the sewers of the School District. A suggested was made to send a letter to the School Board regarding the issue. XIII. Sanitary Sewer Order Enforcement • Receive and file power point presentation from Jim Fischer, Special Investigation Unit, State Water Board Mr. Harriers provided a PowerPoint presentation regarding audit information noting that generally, audits are unexpected and that the auditors want to ensure that a Sewer System Management Plan is being followed. He announced that due to President Ooten's relationship with the Santa Ana Regional Board, one of their regulators will be speaking to the Orange County WDR General Group that Mr. Harriers chairs and providing his opinion about how the region is doing, penalties and fees and understand COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD MAY 15, 2012 . what an audit incurs. He added that every part of the SSMP must be in operation and stressed the importance of proper documentation and being diligent. Mr. Carroll reported he was able to obtain audits from other cities and will be compiling information for a report to be presented to the Board in preparation for a future audit. The benefit of continuing to plan for the audit was noted. Members of the Committee commended Mr. Carroll for his efforts. XIV. Santa Ana Regional Water Quality Control Board (SARWQCB) regulator Julio Lara to speak at WDR seminar on May 17, 2012 Members of the Committee were encouraged to attend and the location was noted. ACTIONS ITEMS XV. Composting Program • Consider purchasing different composting bins Mr. Carroll reported on the success of the program but stated some complaints have been received regarding the size and the maneuverability of the container (it's difficult to turn the material in the container). He reported searching for another container that is easier to use and presented a video of the Enviro -cycle mini composter. He stated approval has been obtained from the County to purchase and recommended purchasing 100. Staff was directed to proceed with the purchase of 100 Enviro -cycle mini composters. Interested parties were invited to address the Committee on this item. Jim Mosher inquired regarding the cycle time and methods for storing green waste through the cycle. Mr. Carroll will follow up with the information for Mr. Mosher. ARTICLES OF INTEREST XVI. A. Waste & Recycling — Study: Single- stream is more wasteful, expensive B. The Commercial Appeal — Memphis will spend $250 million to upgrade sewer system C. NBC.Com — Entrepreneurs Find Cash in Trash Mr. Carroll presented articles of interest as listed above for Members of the Committee. He addressed the importance of being proactive regarding the agency's asset management plan. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD MAY 15, 2012 Discussion followed regarding waste recycling. Mr. Ruffridge reported that the single- stream system has always been more expense than the three -can program and referenced a letter presented to Mr. Carroll for presentation to the Board. He reported that CR &R is the only hauler with a single - stream system in the County and that Fullerton went to a three -can program. He commented on the UK study and. noted that the single- stream system is the future in Orange County and addressed AB32. Discussion followed regarding decreased participation in the three -can system. CMSD PROJECTS XVII. A. Project #101 West Side Pumping Station Abandonment — Status • CMSD District Engineer has begun preparing preliminary plans suitable for preparing accurate engineer's estimates for abandoning six pumping stations B. Project #129 Bristol Street Sewer Phase II — Status • Work has begun and is projected to be complete by June 26, 2012. C. Project #171 Irvine Pumping Station Force Main — Status • Work has begun and is projected to be complete by June 15, 2012 D. Project #190 Canyon Force Main Rehabilitation — Status • Bids were opened on May 1, 2012. No bids were received. Staff is negotiating a contract with a qualified contractor. E. Project #192 System Wide Sewer Reconstruction Phase 2 — Status • The plans are currently being reviewed at the Cities of Costa Mesa and Newport Beach F. Project #193 Pumping Station Seismic Study and Retrofit — Status • District Engineer received anchorage design plans from consultant structural engineer. Finalizing plans. Projected bid opening date is tentatively August 31, 2012 G. Project #195 Front Lobby Expansion • Construction is expected to be complete by May 18, 2012. H. OCSD Proposed Transfer of Fairview Trunk • OCSD staff has agreed to recommend to OCSD Board that OCSD accept any liability exposure of pipeline that lies underneath the 1 -405 freeway. CMSD Engineer is currently reviewing video of the trunk. PUBLIC COMMENTS XVIII. This is the time to receive any comments from members of the public. Jim Mosher addressed the Brown Act and noted the meeting was scheduled to start at 9:30 a.m. but had already started when he entered at 9:28 a.m., by his watch. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD MAY 15, 2012 The clock in the Board room was adjusted. Mr. Ruffridge reported that the bi- annual brochure will be mailed this upcoming Monday and will be made available to the Board at its meeting next week. He referenced an item on the agenda for the upcoming Board meeting regarding conducting a solid waste technology study. He reported that CR &R has a full -time employee who reviews types of technology being used all over the world and offered to have him provide a PowerPoint presentation. Mr. Carroll and Members of the Committee agreed. Mr. Carroll suggested placing the item as an alternative so that the Board can take direction. XIX. Discuss items for next Operations Committee meeting. None ADJOURNMENT There being no further business to come before the CMSD Operations Committee, President Ooten adjourned the meeting at 10:50 a.m. Next Meeting Date — June 19, 2012 �_ C hair '=