Minutes - Operations Committee - 2012-08-21 4 .may c
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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.
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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.
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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
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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
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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 AUGUST 21, 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.
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F. Project #196 Installation of Backup Power and Pumping Capability—
Phase
• 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.
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MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
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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
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