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01 - MINUTES - OPERATIONS COMMITTEE 2012-07-20Item 01 CALL TO ORDER CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MINUTES Board of Directors Schedule for Attendance Chairman Ferryman and Director Fitzpatrick Alternate: Director Perry July 20, 2012 The Operations Committee of the Costa Mesa Sanitary District met in regular session on June 20, 2012 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL MEMBERS PRESENT: Jim Ferryman, Jim Fitzpatrick, Art Perry, Mike Sheafer (Perry and Sheafer were present as observers and did not participate in the discussions). STAFF PRESENT: Scott Carroll, General Manager; Robin B. Hamers, District Engineer; Isidro Gallardo, Ordinance Enforcement Officer; Javier Ochiqui, Management Analyst; Noelani Middenway, Deputy District Clerk OTHERS PRESENT: Dean Ruffridge, CR &R; Lawrence Jones, CR &R; Mike Carey, OCC; Mike Saraylian, Harvest to Home; Jim Kolk, Environmental Engineering & Contracting (EEC) STANDING REPORTS Recycling Report — June 2012 • Update on how CMSD is meeting AB 939 goals Mr. Ochiqui reported that there was an increase in waste origin from 54% in May to 57.50% June. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 Discussion followed regarding the increase and the possibility that an error had been made in the report. Mr. Ochiqui indicated that CR &R's Accounting Manager will contact him to confirm the findings and that the Committee will be notified of any changes. There were no additional questions or comments and the report was accepted. II. Waste Diversion Report — June 2012 • Update on the amount of recycling materials diverted from the landfill There were no questions or comments and the report was accepted. III. Ordinance Enforcement Officer's Report - June 2012 • Review OEO enforcement activities for trash cans, graffiti and scavenging Mr. Gallardo reported that he is compiling a report based on the complaints filed with the Costa Mesa Police Department to identify target areas to be addressed. Mr. Carroll, at the request of Mr. Fitzpatrick, affirmed that he will schedule a ride along with Code Enforcement staff. There were no additional questions or comments and the report was accepted. IV. Scavenging Report — June 2012 • Review scavenging activities reported to CMPD Mr. Ochiqui indicated that the scavenging report remained consistent with previous months and identified that Mr. Fitzpatrick's area was of concern. Discussion followed regarding the scavenging in Mr. Fitzpatrick's area. Mr. Carroll questioned the time frame to focus on to monitor the scavenging activity of said area. Mr. Fitzpatrick indicated that the scavenging has become constant and there does not appear to be a concentration of a specific time frame. There were no additional questions or comments and the report was accepted. V. CMSD Facts and Figures • Review and discuss facts and figures regarding solid waste and sewer in CMSD Mr. Ochiqui presented a report of facts and figures for solid waste and sewer in CMSD. He noted that sales of the small composting bins continue to be successful and well received by the public. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 There were no additional questions or comments and the report was accepted. VI. 2012 Events Calendar Mr. Ochiqui inquired if the Committee would like to advertise the Jazz Festival on the CMSD website. Discussion followed regarding the opportunities to advertise CMSD's programs at such venues. Mr. Ferryman expressed his support of promoting City sponsored programs on the District's website. Mr. Fitzpatrick questioned if CMSD had a reciprocal advertising relationship with Mesa Water District. Mr. Carroll noted that he had previously discussed such a possibility with Mesa and both entities are willing to work together. NEw DISCUSSION ITEMS - RECYCLING VII. Harvest to Home — Oral Report 0 Presentation about organic gardening Mr. Saraylian provided a presentation on Harvest to Home's organic vegetable and herb garden delivery service. Mr. Fitzpatrick expressed interest in exploring the possibility for Harvest to Home provide advertising of CMSD's composting program information. Mr. Saraylian commented that the District's composting program would be a great complement to their business function. Discussion followed regarding the cost and maintenance of the various products offered by Harvest to Home. Chairman Ferryman instructed Staff to work with Mr. Saraylian on formalizing a proposal to present to the Board of Directors for consideration. There were no additional questions or comments and the report was accepted. VIII. CMSD Marketing Videos — Oral Report ® Review and comment on new videos regarding CMSD General Manager Carroll presented five marketing videos that were developed to promote CMSD's programs for the community. The Committee approved of the videos and complimented on how professional they were. Discussion ensued regarding the videos being made available on the local cable channel and on the District Website. Chairman Ferryman expressed his interest in submitting the videos for recognition by CASA and CSDA. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 Mr. Fitzpatrick suggested that the marketing videos be placed on DVDs and distributed to the local schools as an environmental educational tool. There were no additional questions or comments and the report was accepted. IX. Expanding OCC Recycling Center — Oral Report ® Receive an oral report from Mike Carey, OCC Sustainability Coordinator Mr. Carrey presented a report on the redevelopment and expansion of the OCC Recycling Center. He indicated that OCC hopes to further its relationship with CMSD and the City to coordinate workshops and community meetings to include the community compost green waste. A feasibility study shows that the expansion would cost between 4.5 and 5 million dollars and is projected to be completed in two years. The site of the expansion will be decided by the end of the month. Discussion followed regarding the allocation of the solid waste fund. Mr. Fitzpatrick expressed interest in the District partnering with OCC to coincide with CMSDs strategic plan. Mr. Carroll added that he would like to explore the opportunity of expanding the composting program with OCC. Mr. Carroll suggested holding a special meeting to discuss a technology study on methods to increase diversion to reach zero waste and possibly partnering with OCC in the effort. He added that Staff will work with OCC to determine the need and report back to the Board for direction. There were no additional questions or comments and the report was accepted. X. Potential Solution for Scavenging and Storing Trash Cans in Alley — Oral Report ® Brainstorm a reasonable solution Mr. Fitzpatrick presented a suggestion to place A -Frame signage boards to provide information on scavenging and storing trash cans in alleys. Mr. Carroll commented that possibly placing pole signage in areas to prevent a hazard while also providing information. He indicated that Mr. Ochiqui is currently working on the issue and will provide a recommendation on how to resolve the issues of scavenging and storing trash cans in the alleys. Discussion followed to determine if it is permissible to allow the storing of trash cans in the alley and the enforcement of Ordinances. Mr. Carroll indicated that he will COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 incorporate the addition of signage to the list of possible solutions and present the suggestions at the next meeting. Mr. Ruffridge commented that CR &R provides a monitoring and tagging program for trash cans in other cities should the Committee wish to explore the possibility of incorporating that service for the District. Mr. Carroll recommended that this issue be brought forward to the Board of Directors at the August 20, 2012 meeting for direction. There were no additional questions or comments and the report was accepted. ACTION ITEMS — RECYCLING XI. Door -to -Door HHW Analysis • Costs associated with expanding the program to all CMSD residents Mr. Ochiqui provided background on the Door -to -Door HHW program and noted that Staff recommended that this program be focused on the Senior and disabled residents. Discussion followed regarding how to identify the percentage of households that would qualify as Senior or disabled and the importance of removing the household hazardous waste to prevent potential fire hazards. Mr. Ruffridge commented that CR &R would be willing to adjust their prices to reflect the same offerings as Waste Management Curbside. Discussion ensued regarding hosting an event to educate and promote the importance of removing household hazardous waste. Staff will review CR &R and Waste Management Curbsides proposals and return to the Board with a recommendation. There were no additional questions or comments and the report was accepted. X1 1. New Signage on CR &R Trucks • Review and Approve New Signage to Promote Stop Junk Mail Program • Review and Approve Signage Schedule Mr. Ochiqui proposed that the Committee approve the new signage to promote the Stop Junk Mail Program and increase community participation. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 Discussion followed regarding the size and placement of the CMSD signage on the CR &R trucks. Staff will bring the current proposal, as well as Mr. Fitzpatrick's rendering, to the Board to take full action on the item. There were no additional questions or comments and the report was accepted. STANDING REPORTS — SEWER SYSTEM XIII. Monthly Spill Statistics — One new sanitary sewer overflow (SSO) to report. Mr. Hamers reported one spill occurred due to roots having been cut in a lateral and pushed into the CMSD line creating a minor back -up. Discussion followed regarding the frequency of such occurrences. Mr. Hamers confirmed that residents are requested to inform the District when roots are being cut so a vactor truck can be scheduled to clean the downstream lines. There were no additional questions or comments and the report was accepted. XIV. CMSD Facts and Figures Mr. Carroll noted that there were no major changes to the CMSD facts and figures. NEW DISCUSSION ITEMS — SEWER SYSTEM XV. Report on PICA Inspection of Force Mains — Oral Report Mr. Hamers presented a report on the inspection of the Santa Ana force mains by Pipeline Inspection and Condition Assessment (PICA) from Canada. Discussion followed regarding the cost of services provided by PICA and the benefits of utilizing such technology. Mr. Hamers noted that a forecast of life expectancy analysis will be created to identify how to best manage our assets and be proactive in replacing damaged pipes. There were no additional questions or comments and the report was accepted. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 ACTION ITEMS — SEWER SYSTEM XVI. Recommendations for FOG Improvements Mr. Kolk of EEC provided a status update on FOG program activities and inspections. He noted that there were no restaurant related SSOs this past year. Discussion followed regarding the differences between low risk and high risk facilities, identifying the sources of FOG, and enhancing residential outreach and education. There were no additional questions or comments and the report was accepted. CMSD PROJECTS A. Project #101 West Side Pumping Station Abandonment — Status • CMSD is being presented with the opportunity to obtain the necessary topography (topo) to design final engineering plans at a reduced price as an add -on to OCSD's procurement of topography. An analysis is in progress. B. Project #129 Bristol Street Sewer Phase II — Status • All work was completed on June 28, 2012 and a staff report for the Board to accept the improvements is on the July 2012 regular meeting agenda. C. Project #171 Irvine Pumping Station Force Main — Status • The 12" HDPE liner was successfully installed with all work completed on June 8, 2012. The Board accepted the improvements at the June 2012 regular meeting. D. Project #190 Canyon Force Main Rehabilitation — Status • The first day of work was July 9, 2012. Project is now complete. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 E. Project #192 System Wide Sewer Reconstruction Phase 2 — Status • The project went out to bid on June 26, 2012 with bid opening scheduled for August 1, 2012. F. Project #193 Pumping Station Seismic Study and Retrofit —Status • Plans and specs are 70% complete. G. Project #195 Front Lobby Expansion • The project is complete and the Board will be accepting the improvements at the July 2012 regular meeting. H. Project #196 Installation of Backup Power and Pumping Capability Plans and specs are 60% complete. I. OCSD Proposed Transfer of Fairview Trunk • OCSD will be notifying the District of its decision regarding maintaining ownership of the portion of the trunk under the 405 freeway. CMSD will be reviewing CCTV and performing a visual inspection of the line in order to complete a condition assessment and prepare an engineer's estimate to bring the line up to industry standard. Mr. Hamers reported that all of the above referenced projects were moving forward as scheduled. There were no additional questions or comments and the report was accepted. PUBLIC COMMENTS XVIII. This is the time to receive any comments from members of the public. I01C7ir1 COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 XIX. Discuss items for next Operations Committee meeting. None. ADJOURNMENT There being no further business to come before the CMSD Operations Committee, Vice President Ferryman adjourned the meeting at 12:21 p.m. Next Meeting Date — August 21, 2012 Chair