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Minutes - Operations Committee - 2012-09-18 Item 02 PSANI TgRy y A. ,` (et s'6 j III) V CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MINUTES Board of Directors Schedule for.Attendance Chairman Ferryman and Vice Chair Scheafer Alternate: Director Fitzpatrick September 18, 2012 CALL TO ORDER The Operations Committee of the Costa Mesa Sanitary District met in regular session on September 18, 2012 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL.CALL MEMBERS PRESENT: Jim Ferryman, Mike Scheafer, Jim Fitzpatrick, Bob Ooten and Art Perry (Fitzpatrick, Ooten and Perry were 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, Alma Reyes, City of Costa Mesa; Mike Balliet, Mike Balliet Consulting STANDING REPORTS 01. Recycling Report—.August 2012 e Update on how CMSD. is meeting AB 939 goals - - Javier Ochiqui, Management Analyst, provided a recycling report. There were no questions or comments and the report was accepted. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD SEPTEMBER 18, 2012 02. Waste Diversion Report— August 2012 • Update on the amount of recycling materials diverted from the landfill Mr. Ochiqui provided a waste diversion report. There were no questions or comments and the report was accepted. 03. Ordinance Enforcement Officer's August Report • Review OEO enforcement activities for trash cans, graffiti and scavenging Mr. Ochiqui provided an Ordinance Enforcement Officer's report and informed the Committee that there was one citation issued. There were no questions or comments and the report was accepted. 04. Scavenging Report—August 2012 • Review scavenging activities reported to CMPD Mr. Ochiqui provided a scavenging report and indicated that there were thirteen scavenging incidents reported, primarily occurring in the larger apartment complexes. Discussion followed regarding methods of discouraging scavenging. There were no additional questions or comments and the report was accepted. 05. Solid Waste Facts& Figures • Review and discuss facts and figures regarding solid waste in CMSD Mr. Ochiqui provided a report on solid waste facts and figures and noted a slight change to the average of solid waste in CMSD from 16.85 to 16.71. There were no questions or comments and the report was accepted. 06. 2012 Events Calendar Mr. Ochiqui indicated that the telephone book recycling program would be discussed further into the agenda. He provided information on upcoming composting workshops, FOG workshops, and preparations for the Christmas tree recycling program. There were no questions or comments and the report was accepted. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD SEPTEMBER 18, 2012 NEW DISCUSSION ITEMS- RECYCLING 07. Composting Survey - Oral Report • Review and discuss survey results Mr. Ochiqui provided a report on the results of a recent composting survey that was sent to 163 residents who purchased composting bins from CMSD and noted that those residents were invited to attend composting workshops on September 9, 2012 or October 20, 2012. He indicated that there is anticipation of more composting bin sales in the near future as a result of the positive feedback received from those who were surveyed. There were no additional questions or comments and the report was accepted. 08. CR&R Audit— Staff Report • Staff will draft RFP and go out to bid Scott Carroll, General Manager, provided a report supporting staff's request for the Operations Committee to recommend the Board of Directors to authorize staff to solicit RFPs to firms who have experience auditing solid waste companies. He noted that the cost of the audit will be funded by CR&R. Discussion followed regarding the selection of the auditor and the credentials of the firms that have been solicited. It was noted that the auditor will be selected on the best value, not necessarily the lowest dollar amount. There were no additional questions or comments and the report was accepted. The Committee approved recommending to the Board of Directors to solicit RFP's for auditing services of CR&R. 09. Annual Performance Evaluation of CR&R — Oral Report • Performance Evaluation Mr. Ochiqui indicated that a performance evaluation of CR&R would be conducted after the CR&R audit has been completed. He provided information on the criteria that would be included in the evaluation. Discussion followed regarding the evaluation criteria, estimated timeline of completion, and who would conduct the evaluation. Vice Chair Scheafer indicated that if the audit identified any issues, he would like to see that information incorporated into the evaluation report. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD SEPTEMBER 18, 2012 There were no additional questions or comments and the report was accepted. 10. Case Histories on Organic Recycling Programs • Review successful organic recycling programs and discuss how to apply in CMSD General Manager Carroll provided information on a sample brochure that staff created to share statistics of the recent composting survey, case histories of other cities on how the successes of reducing food waste through composting. There were no questions or comments and the report was accepted. ACTION ITEMS — RECYCLING 11. Household Hazardous Waste Collection Event at Orange Coast College • Discuss partnering with OC Waste & Recycling and Orange Coast College to sponsor the community's first Household Hazardous Waste Collection Event Mr. Ochiqui provided information on the upcoming Household Hazardous Waste (HHW) collection event to be held at Orange Coast College (OCC). He noted that OC Waste & Recycling will be partnering with CMSD to host the event at OCC and that OC Waste_& Recycling will handle the permits, staffing, materials collection and disposal, thus waiving all costs for CMSD. Discussion followed regarding various methods of promotional advertising to consider utilizing. Alma Reyes, City of Costa Mesa, offered the use of the e-briefing newsletter that is distributed by the City to all of its residents and utilization of the City website as a tool to promote the event. There were no questions or comments and the report was accepted. The Committee directed staff to proceed with a partnership with OCC for hosting a HHW collection event in Costa Mesa. 12. Telephone Book Recycling Program • Review and discuss the Telephone Book Recycling Program Mr. Ochiqui provided background on the telephone book recycling program. He indicated that due to the change in technology since the inception of the telephone book COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD SEPTEMBER 18, 2012 recycling program, and decrease in production of telephone books, that staff recommends that the Operations Committee to recommend the Board of Directors direct the General Manager to replace the telephone book recycling program with an ongoing plastic bottles and cans recycling program. Vice Chairman Scheafer indicated that he was not in favor of eliminating the telephone book recycling program completely and suggested that staff meet with the school district and PTA before making a final decision to replace the program. Chairman Ferryman commented that he would like to phase the program out over one to two years. He indicated that some schools currently have a bottles and cans recycling program and suggested that staff contact said schools. General Manager Carroll informed the Committee that staff will be contacting Davis Magnet School to obtain a report on the success of their bottles and cans recycling center. Discussion followed regarding the educational component of the recycling program, the matching of recycling revenue, and the possible incorporation of a low grade mixed paper program. There were no additional questions or comments and the report was accepted. The Committee directed staff to meet with schools to inquire their interest in a bottles and cans program and to report back to the Committee with their findings. STANDING REPORTS — SEWER SYSTEM 13. Monthly Spill Statistics — No CMSD sanitary sewer overflows (SSOs) to report. NEW DISCUSSION ITEMS — SEWER SYSTEM 14. CMSD Receives CSDA Innovative Program/Project Award for use of PICA Technology General Manager Carroll noted that the District will be presented with the CSDA Innovative Program/Project Award for use of PICA technology at the CSDA annual. conference to be held in San Diego. • The Committee congratulated staff on a job well done. There were no additional questions or comments and the report was accepted. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD SEPTEMBER 18, 2012 ACTION ITEMS—SEWER SYSTEM 15. Plan to Reduce SSOs • Consider adopting plan General Manager Carroll provided a report on a plan to reduce SSOs to include the elimination of roots entering the sewer lines by the installation of short liners, ensuring that sewer pump stations are performing at their optimum level by implementing an annual preventative maintenance program, and applying a chemical called Grease-X in the sewer main to eliminate fats, oils, and grease (FOG). He provided details of the chemicals to be used and the frequency of its application and stated the ultimate goal was to decrease the need to clean drains from three times to once a year. Discussion followed regarding the locations of the identified hot spots. District Engineer Hamers indicated that the report on this new technology was very well done and that the General Manager is focused on the larger SSOs and has strategically placed equipment near the pumping stations to help stop a large SSO. Discussion followed regarding back up pumps. Mr. Hamers noted that General Manager Carroll did go before the Board to request one million dollars to purchase two stand-by diesel generators to be placed at two stations and four back up pumping systems to be placed at four stations. The Committee recommended that the Board of Directors approve the plan to reduce SSOs. There were no additional questions or comments and the report was accepted. 16. Project#191 — Condition Assessments of Force Main • The District Engineer is working on obtaining a proposal to install a structural liner inside both the Santa Ana Force Main and the 23rd Force Main. The proposal will be considered at the September regular meeting. District Engineer Hamers provided a report on the Santa Ana Pumping Station and the 23rd Pumping Station pipe wall thickness. He provided information on various contractors that would be able to perform the repairs and projected that a cost of $537,000.00 to complete lining, digging and replacement of all that needs to be replaced in the two force mains. Discussion followed regarding the urgency to repair the two force mains, the need to identify other problem areas and the possible scrutiny that the District would face should the force mains not get fixed. The Committee recommended this item to the Board of Directors or approval. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD SEPTEMBER 18, 2012 There were no additional questions or comments and the report was accepted. CMSD PROJECTS 17. Project#101 West Side Pumping Station Abandonment— Status • The District Engineer has begun working with the topography provided by OCSD's surveyors and aerial photogrammist. B. Project#190 Canyon Force Main Rehabilitation — Status • The project is complete. 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. The final reports for both force mains disclosed very thin existing pipe wall thicknesses so the District Engineer is obtaining a proposal to repair the lines on an emergency basis. D. Project #192 System Wide Sewer Reconstruction Phase 2 — Status • The project was awarded to the low bidder, Charles King Co., at the August regular Board meeting. E. Project #193 Pumping Station Seismic Study and Retrofit— Status • The plans were submitted to the cities of Costa Mesa and Newport Beach on 8/30/12 for 1st plan check. F. Project #196 Installation of Backup Power and Pumping Capability— Phase I • The plans were submitted to the cities of Costa Mesa and Newport Beach for 1st plan check. G.Project#197 — System Wide Sewer Reconstruction — Phase 3 — Status • The project will begin soon. H. OCSD Proposed Transfer of Fairview Trunk • This item will be discussed at the September regular Board meeting. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD SEPTEMBER 18, 2012 Rob Hamers, District Engineer, indicated that Project #192 would begin soon and that Phase 3 is in design. There were no additional questions or comments and the reports were accepted. OTHER MATTERS 18. None PUBLIC COMMENTS 19. This is the time to receive any comments from members of the public — None 20. Discuss items for next Operations Committee meeting - None ADJOURNMENT There being no other business to come before the CMSD Operations Committee, Chairman Ferryman adjourned the meeting at 10:37a.m. Next Meeting Date — October 16, 2012 ,j;r Chair•'?