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Minutes - Sewer System - 2012-03-13• CALL TO ORDER Item VII. A. 2. CMSD BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE AGENDA Board of Directors Schedule for Attendance Chairman Ooten and Director Perry Alternate: Director Fitzpatrick March 13, 2012 The Sewer Systems Committee of the Costa Mesa Sanitary District met in regular session on March 13, 2012 at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL MEMBERS PRESENT: Robert Ooten, Art Perry, 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: STANDING REPORTS I. Monthly Spill Statistics — One new sanitary sewer overflow (SSO) to report Staff reported the line between Nutmeg Place and Deodar Avenue had roots in it as well as grease, the line was televised and food establishments as well as residential areas upstream were analyzed. Nothing stuck out regarding a reason and General Manager Carroll reported this will be added to Phase 2 of the Sewer Rehabilitation Project. NEW DISCUSSION ITEMS II. OCSD Proposed Transfer of Fairview Trunk to CMSD District Engineer Hamers presented details of the report noting that a decision needs to be made to either move forward or negotiate. He reported there is a request for sewer service 10) from C.J. Segerstrong & Sons, LLC for the Home Ranch property and OCSD has made it COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE SEWER SYSTEMS COMMITTEE REGULAR MEETING HELD MARCH 13, 2012 clear that if they want to sewer into one of the existing lines, OCSD would like to transfer the Fairview Trunk to CMSD. He added that plans have been obtained that show structural encasement under the 405 Freeway. Mr. Hamers addressed different methods to add strength and flexibility but that the correct structure should be considered adequate. He presented current specifications and addressed new theory and practices versus what was done in the past. He addressed a suggestion by Chair Ooten regarding lining the inside and review of previous videos to determine if there are cracks or it's stable. He stated that a revenue estimate has been completed and is included in the report. Mr. Hamers reported on an upcoming meeting to discuss widening of the 405 Freeway which will probably result in discussion that the project will not impact OCSD and recommended that the District proceed with due diligence as stated in the report. Chair Ooten requested a review of old videos for the section under the 405 Freeway before the next regular Board meeting to determine whether major.repairs are needed. Discussion followed regarding the possibility of disbanding the line and keeping the sewage above the 405 Freeway in anticipation of abandoning the College Avenue pump station due to the likelihood of the freeway being expanded. Discussion continued regarding applicable risks and making a decision regarding taking or refusing the sewer. 0 III. Lessons Learned (cont.) a. Sewer improvement plan design checklist; new Section III b. Change Order procedure c. Memo to MCWD and CCM regarding feedback on past street excavation projects — Oral Report d. Attorney memo on soil issues Chair Ooten reported District Counsel Alan Burns generated a memo on his evaluation of the legal ramifications of the District's specification methods and paragraphs and getting to different endpoints. Chair Ooten summarized Mr. Burns' opinion that generally, the courts have ruled in favor of contractors. Mr. Hamers addressed contingencies with contractors and disputes that may occur and the inability to predict what happens when one opens up the ground. He felt it is a hard position to play when a contractor is faced with extra costs. Discussion followed regarding similar areas within the City, the possibility of issuing a different type of contract for those areas and development of the sewer improvement plan design checklist. Mr. Hamers addressed a statement from Mr. Burns in the memo regarding the contract • making independent examinations and investigations. He noted the relative costs involved in hiring a soils engineer and stated that it is unlikely that a contractor would do so in • COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE SEWER SYSTEMS COMMITTEE REGULAR MEETING HELD MARCH 13, 2012 anticipation of bidding on a project. Chair Ooten declared he was unsure that the District should change its current practice based on the one incident. Mr. Hamers agreed that a soils report should be conducted by the District, noted additional steps added for additional research and felt that would head off future problems. IV. SSO Contingency Planning — Oral Report 4 pumping stations are near OCSD trunk sewers • Can overflow be directed into OCSD trunk sewer? • Gisler, California, Iowa, Mendoza calculations • Only Mendoza has potential for overflow to OCSD trunk but cost is $450,000. Backup pumping or standby generators are better options. Chair Ooten reported on a developing contingency plan to provide backup power /pumping and reported staff will continue evaluating the potential for running an emergency overflow line to OCSD sewers from the District's pump station. Discussion followed regarding calculations for Gisler, Iowa and California. Mr. Hamers • reported it does not physically work from those locations as the District would be below the water surface. He reported the Mendoza has the potential but noted it is too costly and would barely keep the water in the ground. He reiterated that backup pumping or standby generators are better options. V. 1/1 Program a. Benefits to OCSD b. Benefits to CMSD c. Rain Ingress Calculations President Ooten addressed the program and noted the importance of keeping rain water out of the sewers. He referenced the Clean Water Act and reported on the evaluation and creation of waste discharge requirements. Collection of data regarding sanitary sewer overflows began and the result has been a dramatic reduction in sanitary sewer overflows. Discussion followed regarding the possibility of sending a letter to OCSD asking for financial assistance. Mr. Hamers reported OCSD has been friendly throughout and has an ordinance regarding surface water runoffs or rain water going into the sewer system and paying other agencies to avoid runoffs. He noted they have been proactive and encouraging and has resulted in savings for the District. Mr. Hamers addressed a survey of other agencies. • COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE SEWER SYSTEMS COMMITTEE REGULAR MEETING HELD MARCH 13, 2012 Discussion followed regarding related accomplishments by the District and other agencies mirroring the efforts of the District because of its accomplishments and charges by National Plant to plug and reseal manholes. VI. Sewer Lateral Assistance Program • Program allows up to $1,800 reimbursement • Fees waived calculation for 2010 -2011, $1,115 average fees waived x 86 applications = $95,890 total fees waived • Fees waived are now being tracked • Consideration of adding reimbursement parameters into Operations Code Mr. Hamers referenced questions at the last Sewer Systems Committee meeting regarding how much is being waived for the program. He presented details of the report and highlighted reimbursement as well as fees waived. He reported that fees waived are now being tracked and noted the cost of the program is approximately $300,000 per year. VII. Private Pumping Station Assistance Program (Non - Financial) Chair Ooten addressed a survey of private pump stations noting there are currently thirty . (30). He commented on developing a program to assist and educate the pump station owners regarding their responsibilities from a regulatory standpoint and maintenance of the stations. He noted that a decision was made to delay the program until availability of appropriate resources. General Manager Carroll reported that a flier has been developed and that staff is planning to send them to private pump station owners regarding the services provided, including an evaluation of the station(s) and inviting them to attend informational seminars. He added this is a free service and is not mandated but rather a recommendation. He reported there is now staff to continue cleaning lines and inspect private pump stations. VIII. WDR Survey of Cleaning and Televising Sewer System Chair Ooten reported attending a recent meeting and.that staff developed a survey to determine the schedule of cleaning and televising the sewer system. Mr. Hamers reported various agencies have varying schedules and felt that three (3) to five (5) years would be appropriate, depending on the system. He also addressed televising sewer systems by other agencies and the schedule for doing so. Mr. Hamers reported the District completed televising its sewers in 2009 and suggested it be done again in ten (10) years or sooner. • Discussion followed regarding practices in the City of Huntington Beach and relative • COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE SEWER SYSTEMS COMMITTEE REGULAR MEETING HELD MARCH 13, 2012 information available from the Bay and Central areas of the State. Staff addressed the need to re- televise the sewers in specific areas. IX. Clean Water Summit Partners Letter to International Association of Plumbing and Mechanical Officials (IAPMO) Letter, Dated February 28, 2012 Mr. Hamers presented details of the report and noted the District's quick mobilization. Chair Ooten reported the District has issued letters. Mr. Hamers reported OCSD has the ability to become involved in the issue. X. Letter to City Arborist Mr. Hamers reported it was suggested that the District be proactive with regard to helping partners and affirmed this was Director Fitzpatrick's idea. XI. Articles of Interest a. Sewage Treatment Plant Operator Given Prison Time • b. OC Sewage Spill Costly for Water District Chair Ooten expressed concerns and emphasized the need to continue being diligent about reporting overflows. He addressed the promotion of tools for properly tracking and reporting sanitary sewer overflows. Mr. Hamers reported staff is continuing to develop additional tools. Discussion followed regarding costs associated with sewage spills. CMSD PROJECTS XII. A. Project #101 West Side Pumping Station Abandonment — Status • CMSD District Engineer is providing preliminary engineering fee for Board consideration Mr. Hamers reported the scope of work for the aforementioned project was included in the report and addressed a fee schedule for engineering work attached. He noted the scope of work relates to the abandonment of six'(6) pumping stations and the associated design of the gravity sewer to abandon those. Mr. Hamers reported the proposed engineering fee is $141,045. He addressed a list of all charges included in that amount for all six (6) stations and addressed the different agencies involved. He stated this will allow for an • accurate budget for construction of the work. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE SEWER SYSTEMS COMMITTEE REGULAR MEETING HELD MARCH 13, 2012 • Mr. Hamers reported OCSD hired a consultant to do an alignment study and an EIR and stated that the consultant's fee was over $884,000. He noted the cost savings achieved by CMSD. Members of the Committee directed staff to recommend approval to the Board. Discussion followed regarding including the item in the budget. Staff will prepare a report to present to the full Board in April. B. Project #129 Bristol Street Sewer Phase II — Status • Contractor has met with IRWD regarding protection /relocation of their water lines. Project will start on March 12, 2012 and will take approximately two weeks to complete. C. Project #171 Irvine Pumping Station Force Main — Status • Award of contract is on the 3/22/12 agenda for Board consideration D. Project #190 Canyon Force Main Rehabilitation — Status • District staff and City staff are discussing traffic control plans for the project • E. Project #192 System Wide Sewer Reconstruction Phase 2 — Status • The plans and specifications are 90% complete F. Project #193 Pumping Station Seismic Study and Retrofit — Status • The plans and specs are approximately 50% complete G. OCSD Proposed Transfer of Fairview Trunk • Staff is obtaining more information from OCSD and will be implementing due diligence steps Mr. Hamers offered to respond to questions on the aforementioned projects. There were no questions or comments offered. PUBLIC COMMENTS XIII. None. ADJOURNMENT There being no further business to come before the CMSD Sewer Systems Committee, President Ooten adjourned the meeting at 11:49 a.m. • COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE SEWER SYSTEMS COMMITTEE REGULAR MEETING HELD MARCH 13, 2012 0-0- Secre ry Chair "'