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Minutes - Operations Committee - 2012-12-11 Item 01 • ASP SANlTq�y Q na� Ov' F. ..eon - 'A a 7d aa - 8 n D Os;LI , COSTA MESA SANITARY DISTRICT MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING DECEMBER 11, 2012 CALL TO ORDER The Operations Committee of the Costa Mesa Sanitary District met in regular session on December 11, 2012 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL MEMBERS PRESENT: Jim Ferryman, Art Perry, Bob Ooten, Jim Fitzpatrick and Mike Scheafer (Ooten, Fitzpatrick and Scheafer were present as observers and did not participate in the discussions). STAFF PRESENT: Scott Carroll, General Manager; Robin B. Hamers, District Engineer; Noelani Middenway, Deputy District Clerk; Javier Ochiqui, Management Analyst OTHERS PRESENT: Jim Burror, OCSD; Victoria Pilko, OCSD; Dean Fisher, OCSD; Daisy Covarrubias; Dean Ruffridge, CR&R; Mike Carey, OCC Chairman Ferryman moved Item No. 16 to the beginning of the agenda for discussion. 16. Westside Pumping Station Abandonment Project— Update • Receive oral report from OCSD Project Manager on status of OCSD's companion project, Southwest Costa Mesa Trunk Mr. Burror provided brief history on the proposed construction of a sewer to follow the 19th Street bridge alignment that would allow CMSD to abandon seven pumping stations. He indicated that OCSD is currently processing a preliminary engineering report in conjunction with the environmental documents. District Engineer Hamers indicated that it is within OCSD's Charter to prepare an Environmental Impact Report (EIR) for all projects and noted that environmental constraints may mandate how a project will occur and the time needed to prepare an EIR. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD DECEMBER 11, 2012 Regarding the project, Ms. Pilko provided an update of what has been accomplished to date and indicated that everything is on schedule. She discussed the permitting process, various alternatives to achieve the set goals, and noted that the City of Newport Beach is very supportive of this project. District Engineer Hamers noted that the benefit to the City of Newport Beach is their ability to abandon one pumping station and a lengthy force main. Ms. Pilko clarified that the proposed alignment does not follow the city alignment and will have less of a negative environmental impact as it will be placed on the existing trail. Discussion followed regarding the timeline for issuance of availability for the EIR, the document being released for public review, and the permitting process. Ms. Pilko indicated that groundbreaking for the project is estimated at two to three years. Discussion followed regarding the budget for the project and it was noted that the cost will depend on the corridor that is taken and that the addition of a pump station will increase the cost. No additional questions or comments were received and the report was accepted. STANDING REPORTS — RECYCLING 01. Recycling Report— November 2012 • Update on how CMSD is meeting AB 939 goals Management Analyst Javier Ochiqui provided the Recycling Report for November 2012 and indicated that CMSD's diversion rate was 57.84% with over 3100 tons collected and over 1800 tons recycled. There were no questions or comments and the report was accepted. 02. Waste Diversion Report— November 2012 • Update on the amount of recycling materials diverted from the landfill Mr. Ochiqui provided the Waste Diversion Report for November 2012 and indicated that CMSD's waste diversion rate was 57.58% for the month and is at an average of 57.54% for the year. 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 DECEMBER 11, 2012 03. Ordinance Enforcement Officer's November 2012 Report • Review OEO enforcement activities for trash cans, graffiti and scavenging Mr. Ochiqui provided the report and noted that one citation was given for scavenging. There was no graffiti update for the month. General Manager Scott Carroll noted that eight citations had been administered and gave an update of their status. He discussed the process and possible methods to recover unpaid citation funds. There were no questions or comments and the report was accepted. 04. Scavenging Report— November 2012 • Review scavenging activities reported to CMPD Mr. Carroll provided a visual presentation identifying the locations of scavenging activity and noted that scavenging activity had decreased from the year 2011. Discussion followed regarding the possible increase in the Ordinance Enforcement Officer's hours. There were no questions or comments and the report was accepted. 05. Solid Waste Facts & Figures — November 2012 • Review and discuss facts and figures regarding solid waste in CMSD • City Commercial tonnage information (Quarterly Reports) General Manager Carroll provided a report on the solid waste facts and figures for November 2012 and noted that the calculations indicate strictly the cost to CR&R. There were no questions or comments and the report was accepted. NEW DISCUSSION ITEMS-RECYCLING 06. CRT & CR&R Agreements • Direct staff to apply Section 8.02.040 to annual solid waste rate reviews Mr. Carroll introduced the item and provided background on previous discussion regarding the CRT and CR&R agreements. He confirmed that the two agreements were consolidated in 2006 and that the CR&R agreement supersedes that the CRT agreement is no longer valid. He indicated that review of the CRT agreement showed that certain provisions were carried over to the CR&R agreement including the 50 percent diversion rate, the exclusive right to market all recycled materials; and the entitlement to any and all income received from the recyclables. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD DECEMBER 11, 2012 He went on to discuss Operations Code 8.02.040 which indicates that recycling revenues will be considered in setting rates and in achieving rate stabilization. Mr. Carroll recommended that said code section remain in the Operations Code and that it be applied during annual rate studies. Mr. Dean Ruffridge provided comments and noted that CR&R agreed that CMSD has every right to consider various factors in their annual review of rates for CMSD customers, including recycling revenues derived by CR&R. He cited Section 8.02.040 of the Operations Code' and noted that the paragraph is duplicated in the Franchise Agreement with exception of the last sentence and requested that District Counsel review and comment as to why the sentence was not included. He provided additional comments regarding rate stabilization and recycling revenues. There were no additional questions or comments and the report was accepted. The Committee concurred that staff is to continue the use of current Operations Code Section 8.02.040 when conducting an annual solid waste rate review. 07. City of Newport Beach Residential Solid Waste and Recycling Study • Discuss study performed by HF&H Consultants and action taken by Newport Beach City Council Mr. Carroll provided background and discussed details of the City of Newport Beach Residential Solid Waste and Recycling Study performed by HF&H. He discussed the benefits and several objectives identified in the study. He went on to state his reasons that he would not recommend outsourcing refuse collection. Discussion followed regarding possible changes that would be made based on the results of the study, and the need to further discuss CMSD's Zero Waste Plan. There were no further questions or comments and the report was accepted. 08. Status Report on the Phone Book Industry from Catalog Choice • Receive and file report Mr. Ochiqui provided a report on the phone book industry and indicated that phone book volume has decreased to 400 million from 600 million. He noted that the decrease in phone book volume may require a reevaluation of continuing the telephone book recycling program. There were no questions or comments and the report was received. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD DECEMBER 11, 2012 09. Recycling Coordinators Meeting - Update • Receive report from staff after attending the November 15th Recycling Coordinators meeting hosted by OC Waste & Recycling Mr. Ochiqui reported on his attendance of the OC Waste & Recycling Coordinator's Meeting and provided a summary of the presentations received from CalRecycle, the Muzeo, and OC Waste & Recycling. Discussion followed regarding the 'Trash Art Challenge' project by the Muzeo. There were no additional questions or comments and the report was accepted. 10. Household Hazardous Waste Collection Event at OCC — Update • Receive report from staff regarding the HHW event at OCC on November 17, 2012 Mr. Ochiqui provided information on the Household Hazardous Waste Collection Event at OCC and highlighted its success. He indicated that there were over 380 vehicles serviced that generated over 36,000 pounds of HHW. Mike Carrey, OCC, indicated that they were very pleased with the success of the event. Chairman Ferryman suggested the staff work with eCivis to secure a grant to fund CMSD's portion to host future HHW collection events. There were no additional questions or comments and the report was accepted. 11. Helpful Tips to Promoting Source Reduction at Schools • Review and comment on draft brochure that will be disseminated to schools. Mr. Carroll provided information on the comprehensive brochure that was created and distributed to schools within CMSD to inform them_ of programs available through the District that could potentially generate additional funds for the school. Chairman Ferryman suggested informing the School Board of CMSD's programs as well. There were no additional questions or comments and the report was accepted. 12. Article of Interest • Los Angeles Times: Central Valley residents tire of receiving L.A.'s urban waste COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD DECEMBER 11, 2012 Mr. Ochiqui provided a report on an article regarding the transportation of sludge to the Central Valley and the process by which such materials will be handled. There were no additional questions or comments and the report was accepted. ACTION ITEMS — RECYCLING - None STANDING REPORTS — SEWER SYSTEM 13. Monthly Spill Statistics — SSO occurred on November 22, 2012 District Engineer Rob Hamers reported that there was one minor spill due to a root ball and seven gallons were spilled and seven gallons were contained. General Manager Carroll noted that to date this is the lowest number of CMSD SSOs since 1999. There were no additional questions or comments and the report was accepted. 14. Sewer Facts and Figures There were no questions or comments and the report was accepted. NEW DISCUSSION ITEMS — SEWER SYSTEM 15. Downspouts in Sewer Wet Wells • Discuss General Manager's report on the effectiveness of installing downspouts in sewer wet wells to reduce hydrogen sulfide levels Mr. Carroll discussed the dangers of hydrogen sulfide gases (H2S) and staffs recommendation to install a downspout at the Elden Pump Station to reduce the levels of H2S. Discussion followed regarding the current levels of H2S and the installation of a downspout at South Coast Plaza. There were no other questions or comments and the report was accepted. 17. Emergency Work at Elden Pump Station — Replacing By-Pass Valve — Oral Report • Discuss the necessary emergency work to prevent an SSO COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD DECEMBER 11, 2012 Mr. Hamers provided details on the need to replace a by-pass valve at Elden Pump Station and reported that the valve would be replaced by Schuler Engineering and CMSD staff on December 12, 2012. Discussion followed regarding the cost of replacing the valve and it was estimated at $40,000.00. There were no additional questions or comments and the report was received. ACTION ITEMS — SEWER SYSTEM 18. Emergency Equipment at 23rd Street Pump Station • Consider installing an emergency generator at the 23rd Street Pump Station Mr. Carroll provided background on the need to install an emergency by-pass pump at the 23rd pumping station and indicated that the City of Newport Beach's municipal code will require CMSD to construct an underground vault for placing the emergency generator. He recommended that the Operations Committee recommend to the Board of Directors to direct staff to work with the City on placing an emergency generator at the 23rd Pump Station. Discussion followed regarding the size, cost, and goal of installing the emergency generator. There were no additional questions or comments and the report was received. The Operations Committee recommended that the Board of Directors direct staff to work with the City on placing an emergency generator at the 23rd Pump Station. CMSD PROJECTS: 19. A. Project#101 West Side Pumping Station Abandonment— Status • The District Engineer is continuing work on the preliminary engineering. B. Project#191 Condition Assessments of Force Mains - Status • Emergency work on Santa Ana and 23rd Street force mains is complete. C. Project#192 System Wide Sewer Reconstruction Phase 2 — Status • Work has begun. D. Project#193 Pumping Station Seismic Study and Retrofit— Status • The District Engineer is finalizing the installation method of the short sections of pipe liner with the manufacturer prior to placing the project out to bid. E. Project#196 Installation of Backup Power and Pumping Capability COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD DECEMBER 11, 2012 Phase I - Status • The District Engineer and General Manager are working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment. F. Project#197— System Wide Sewer Reconstruction Phase 3—Status • The design phase is continuing. G. OCSD Proposed Transfer of Fairview Trunk • The District Engineer is reviewing videos of the Fairview Trunk as a first step in the condition assessment of the line. District Engineer Hamers reported that the emergency work on 23rd and Santa Ana had been completed successfully. Discussion followed regarding the details of the project being conducted on Golf Course Drive. There were no additional questions or comments and the report was received. Upcoming CMSD Events and Activities A. November 19 — December 21 — Telephone Book Recycling Program. Drop off your old telephone books at your local school to help raise funds for Costa Mesa Schools. For more information visit www.crosdca.gov or call (949) 645-8400. B. November 23 — January 2 — Residential FOG Recycling Program at Orange Coast College Recycling Center (Adams Ave. between Harbor Blvd & Fairview Rd.) Bring your holiday cooking grease to OCC Recycling Center where it is eventually collected and recycled into reusable products. The Center is open seven days a week from 9:00 a.m. to 5:00 p.m. For more information visit www.cmsdca.qov or call (949) 645-8400. C. December 26 — January 18 — Christmas Tree Recycling Program. Place your Christmas tree on the ground next to trash containers on your regular scheduled collection day. (Trash pickup will be delayed one day on December 26, 27 & 28). Please remove all tinsels ornaments and the stand. Trees taller than six feet must be cut in half to be eligible for this special collection. D. Saturday, January 12 at 10:00 a.m. — Free Composting Workshop at Fairview Park (next to Estancia High School). Don't forget to bring your lawn chairs E. Sewer Lateral Assistance Program (SLAP) — The SLAP is a financial incentive program to encourage residents to maintain their lateral sewer line. The program will contribute 50% of the resident's cost up to a maximum of $1,800. For more information visit www.crosdca.gov or call (949) 645-8400. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD DECEMBER 11, 2012 F. Large Item Collection Program — Residents are eligible for three (3) complimentary pick-ups per year. There is a limit of ten items per call or collections can be combined for a total of thirty items per calendar year. For more information visit www.crosdca.gov or call (949) 646-4617 to schedule an appointment. PUBLIC COMMENTS 21. There was one comment received from a member of the public. Mr. Ruffridge indicated that the signage regarding the Christmas Tree Recycling Program to be installed on the CR&R hauler trucks. 22. Discuss items for next Operations Committee meeting. ADJOURNMENT There being no other business to come before the CMSD Operations Committee, Chairman Ferryman adjourned the meeting at 11:00a.m. Next Meeting Date: January 15, 2013 I Chair