01 - MINUTES OPERATIONS COMMITTEE 2012-08-21
CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MINUTES Board of Directors Schedule for Attendance Chairman Ferryman and Director Ooten Alternate: Director Perry August 21, 2012 ________________________
_____________________________________________ CALL TO ORDER The Operations Committee of the Costa Mesa Sanitary District met in regular session on August 21, 2012 at 9:30 a.m. at 628
W. 19th Street, Costa Mesa. ROLL CALL MEMBERS PRESENT: Jim Ferryman, Bob Ooten, and Art Perry (Perry was present as observer and did not participate in the discussions). STAFF PRESENT:
Scott Carroll, General Manager; Robin B. Hamers, District Engineer; Javier Ochiqui, Management Analyst; Noelani Middenway, Deputy District Clerk OTHERS PRESENT: Dean Ruffridge, CR&R;
Lawrence Jones, CR&R; Mike Carey, OCC; Jennifer Fernandez, eCivis, Inc. STANDING REPORTS I. Recycling Report – July 2012 • Update on how CMSD is meeting AB 939 goals • Recycling Report
correction requested by CR&R Mr. Ochiqui reported that CR&R had submitted revised reports dating back to January 2011 showing a revised diversion rate of 57%. Mr. Ruffridge noted that
the reporting error was internal only and that no errors occurred when reporting to the County or State. He indicated that all future reports will reflect the proper characterization.
COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 ________________________________________________________________ There were
no additional questions or comments and the report was accepted. II. Waste Diversion Report – July 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 -July 2012 • Review OEO enforcement activities for trash cans, graffiti and scavenging
General Manager Carroll indicated that Director Fitzpatrick participated in a ride along with Code Enforcement Officer Gallardo and found it to be very informative. He extended the invitation
to the Committee to contact him should they wish to schedule a future ride along as well. There were no additional questions or comments and the report was accepted. IV. Scavenging Report
– July 2012 • Review scavenging activities reported to CMPD There were no 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 Vice Chair Ooten commented that he would like to see the City’s industrial and commercial tonnage added to the report as well as the tonnage
total in the community that CMSD services. There were no additional questions or comments and the report was accepted. VI. 2012 Events Calendar Mr. Ochiqui highlighted the telephone
book recycling program, the ongoing composting workshops and the upcoming residential FOG collection. Discussion followed regarding possible changes to the telephone recycling program
due to low participation. Mr. Ochiqui indicated that other program options have been created and will be presented to the Board of Directors for approval.
COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 ________________________________________________________________ NEW DISCUSSION
ITEMS -RECYCLING VII. eCivis – Oral Report • Presentation about their services Ms. Jennifer Fernandez provided a presentation on the services of eCivis as the premier online provider
of all State, Federal and Foundation grants. Discussion followed regarding the time involved in applying for and the administration of grants, the various types of grants available,
and the interest in possibly partnering with other entities when applying for grants. There were no additional questions or comments and the report was accepted. VIII. Calculating Solid
Waste Rates • Review and discuss how solid waste rates are calculated at CMSD General Manager Carroll provided a report on how solid waste rates are calculated. He noted that the rate
of $19.95 per month was established during the contract negotiation in 2005-2006 based on the projection of forty-six thousand tons in refuse. He added that tonnage has continued to
significantly decrease from 78 pounds per household to about 71 pounds per household. Mr. Ruffridge commented that based upon said calculations, CR&R collects between 70 to 71 pounds
per household each week which would further calculate Costa Mesa being between eight to nine pounds higher than a city such as Rancho Santa Margarita or Aliso Viejo. Mr. Carrol indicated
that a waste audit program is being developed by staff to reassess the need for multiple trash cans at a single residence and will be presented to the Board for consideration. There
were no additional questions or comments and the report was accepted. IX. Expanding OCC Recycling Center – Oral Report • Staff will provide an update regarding this project Mr. Ochiqui
reported that he met with OCC to discuss potential partnering opportunities, programs and challenges involved with the expansion of the OCC Recycling Center. Mr. Carey added that the
Coast Community College District is considering the necessity for a bond measure and are debating on offering student housing which would ultimately determine the site for the expansion.
COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 ________________________________________________________________ There were
no additional questions or comments and the report was accepted. X. D&B Visions • Discuss the possibility of developing a new 12-page online comprehensive “Green Guide” brochure on all
CMSD’s programs Mr. Ochiqui presented information on the proposed Green Guide brochure geared to consolidate multiple brochures advertising various programs and services offered by CMSD.
Discussion followed regarding the ability to include community opportunity information within the brochure, and the frequency of updates to the brochure content. The Committee approved
staff’s recommendation to proceed with the development of a new 12-page online comprehensive “Green Guide” brochure on all CMSD’s programs. There were no additional questions or comments
and the report was accepted. XI. CSDA e-News • CMSD recently became reaccredited as a District of Distinction through the Special District Leadership Foundation General Manager Carroll
reported that CMSD has been reaccredited as a District of Distinction through the Special District Leadership Foundation. Discussion followed regarding the criteria to qualify as a District
of Distinction. There were no additional questions or comments and the report was accepted. ACTION ITEMS – RECYCLING None. STANDING REPORTS – SEWER SYSTEM XII. Sewer Facts & Figures
• Review and discuss facts and figures regarding liquid waste in CMSD. There were no questions or comments and the report was accepted. XIII. Monthly Spill Statistics – No CMSD sanitary
sewer overflows (SSOs) to report.
COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 ________________________________________________________________ NEW DISCUSSION
ITEMS – SEWER SYSTEM XIV. Productivity of CMSD’s Sewer Crew • Discuss performance measures for the sewer maintenance division. General Manager Carroll provided information on the sewer
maintenance division performance measures developed to demonstrate the District’s productivity. He explained in detail the purpose of the workload indicator, performance efficiency,
and cost effectiveness benchmarks. He added that results of the performance measure reports will be included in the budget for public information and evaluation of the Districts productivity.
The Committee expressed appreciation and complimented the thoroughness of the detail of the information provided. There were no additional questions or comments and the report was accepted.
XV. SCADA System – Oral Report • Receive an update from staff on the new SCADA system being installed. General Manager Carroll reported that the District is in the process of replacing
the existing SCADA system and that all pump stations will have the new system by the end of the month. Vice Chair Ooten encouraged staff to meet with the Orange County Sanitation District
(OCSD) and review what parameters their SCADA system measures. There were no additional questions or comments and the report was accepted. ACTION ITEMS – SEWER SYSTEM XVI. Transfer of
OCSD’s Fairview Trunk to CMSD • Review letter dated July 31, 2012 from OCSD and direct staff to proceed by reviewing videos of the condition of the pipes and to determine the estimated
costs to rehabilitate said pipes. General Manager Carroll reported that OCSD provided a written letter stating that they will be responsible for the portion of piping that runs under
the 405 freeway. He indicated that District Engineer Hamers would review the videos of the condition of the pipes and determine the estimated costs to rehabilitate said pipes prior to
negotiating with OCSD. He requested the Committee’s approval to move this item forward to the Board of Directors for approval and to authorize Mr. Hamers to proceed. The Committee approved
Mr. Carroll’s request to move this item forward to the Board of Directors for approval and to authorize Mr. Hamers to proceed.
COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 ________________________________________________________________ There were
no additional questions or comments and the report was accepted. CMSD PROJECTS XVII. A. Project #101 West Side Pumping Station Abandonment – Status • OCSD’s surveyors are working on
obtaining the base topography for both OCSD’s project and CMSD’s project. B. Project #190 Canyon Force Main Rehabilitation – Status • The Board will be accepting the improvements at
the August 20, 2012 regular Board meeting. C. Project #191 Condition Assessments of Force Mains -Status • During the month of July 2012, the Santa Ana Force Main and the 23rd Force Main
were cleaned and inspected using PICA. Staff is awaiting the final reports. District Engineer Hamers reported that the final reports have been received and show that there are more than
a few instances in both force mains of very thin pipe wall that may result in a rupture and can be considered to be in an emergency condition. He indicated that he is pending receipt
of a proposal from a contractor to install a full length liner. Discussion followed regarding executing this project on an emergency status. D. Project #192 System Wide Sewer Reconstruction
Phase 2 – Status • Bids were opened on August 1, 2012, with Charles King Co. the apparent low bidder at $188,825. Charles King Co. is executing the contract, which will be brought for
Board consideration either in August or September. E. Project #193 Pumping Station Seismic Study and Retrofit – Status • Engineering staff is performing final review prior to submitting
the plans for plan check. Vice Chair Ooten noted that the retrofit was being performed on all pump stations.
COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 ________________________________________________________________ F. Project
#196 Installation of Backup Power and Pumping Capability – Phase I • Engineering staff is performing final review prior to submitting the plans for plan check. G.Project #197 – System
Wide Sewer Reconstruction – Phase 3 – Status • The project has not been started. H. OCSD Proposed Transfer of Fairview Trunk • The Committee received an update on this item under Action
Items above. There were no additional questions or comments and the reports were accepted. OTHER MATTERS XVIII. Posting campaign disclosure forms on CMSD’s website for public viewing.
• Discuss posting campaign disclosure forms online and direct staff. General Manager Carroll provided information on the types of forms that are filed with the Fair Political Practice
Commission (FPPC) and requested direction from the Committee whether or not the forms should be made available on the CMSD website for the public’s access. Discussion followed and it
was determined that CMSD will maintain its status quo and continue to refer the public to the County for filing information. There were no additional questions or comments and the report
was accepted. PUBLIC COMMENTS XIX. This is the time to receive any comments from members of the public. None. XX. Discuss items for next Operations Committee meeting.
COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 19, 2012 ________________________________________________________________ ADJOURNMENT
There being no further business to come before the CMSD Operations Committee, Chairman Ferryman adjourned the meeting at 10:51a.m. Next Meeting Date – September 18, 2012 _________________________
Chair