03 - Minutes Operations Committee 2013-01-15 C OSTA M ESA S ANITARY D ISTRICT M INUTES OF THE O PERATIONS C OMMITTEE R EGULAR M EETING J ANUARY 15, 2013 _____________________________________________________________________ C ALL TO O RDER The Operations Committee of the Costa Mesa Sanitary District met in r egular session on January 15, 2013 at 9:30 a.m. at 628 W. 19 th Street, Costa Mesa. R OLL C ALL M EMBERS P RESENT : Mike Scheafer , Art Perry , Bob Ooten (Ooten , was p resent as an obse rver and did not participate in the discussions). S TAFF P RESENT : Sc ott Carroll, General Manager; Robin B. Hamers, District Engineer ; Noelani Middenway, Deputy District Clerk; Javier Ochiqui, Management Analyst ; Elizabeth Pham, Management Intern O THERS P RESENT : Dean Ruffridge, CR&R ; Lawrence Jones, CR&R; Jim Mosher, New port Beach Resident STANDING REPORTS - RECYCLING 01. Recycling Report – December 2012 Update on how CMSD is meeting AB 939 goals Javier Ochiqui, Management Analyst, provided the December 2012 recycling report and noted a diversion rate 57.84 and 51.97 for Santa Ana Heights. Director Perry questioned if the rates were increasing as the reported rates were larger than he ha d seen before. Mr. Dean Ruffridge , CR&R, confirmed that the rates were increasing and that he would report back as to what caused the increase. There were no additional questions or comments and the report was accepted.
C OSTA M ESA S ANITARY D ISTRICT P AGE 2 M INUTES OF THE O PERATIONS C OMMITTEE R EGULAR M EETING H ELD J ANUARY 15, 2013 ________________________________________________________________ 02. Waste Diversion Report – December 2012 Update on the amount of recycling materials diverted from the landfill Mr. Ochiqui provided a W aste D iversion report and note d that a 57.54 percent diversion rate was achieved for the calendar year of 2012. There were no additional questions or comments and the report was accepted. 03. Ordinance Enforcement Officer’s December 2012 Report Review OEO enforcement activities for trash cans, graffiti and scavenging General Manager Carroll noted that no citations had been issued in the month of December. He discussed the citations of trash containers left in public view and noted that the tagging system is working well. There were no a dditional questions or comments and the report was accepted. 04. Scavenging Report – December 2012 Review scavenging activities reported to CMPD Mr. Ochiqui reported that there were thirteen scavenging incidents reported in the month of December. He indicat ed that staff is working with the Costa Mesa Police Department on identifying the times and locations of the scavenging occurrences. Chairman Scheafer reported on reoccurring scavenging in his neighborhood. General Manager Carroll indicated that he woul d have the Ordinance Enforcement Officer patrol said neighborhood during the reported times that the scavenging has been occurring. There were no additional questions or comments and the report was accepted. 05. Solid Waste Facts & Figures – December 2012 R eview and discuss facts and figures regarding solid waste in CMSD City Commercial tonnage information (Quarterly Reports) Mr. Ochiqui reported on the solid waste facts and figures and noted a 56 percent commercial diversion rate. There were no addition al questions or comments and the report was accepted. NEW DISCUSSION ITEMS - RECYCLING 06. Telephone Book Recycling Program – Update Discuss and review the results of the program Mr. Ochiqui informed the Committee that nearly four thousand telephone books were collected from the twenty -two participating schools. He indicated that the total amount received this year was a decrease from the previous years’ collection total of over five thousand books.
C OSTA M ESA S ANITARY D ISTRICT P AGE 3 M INUTES OF THE O PERATIONS C OMMITTEE R EGULAR M EETING H ELD J ANUARY 15, 2013 ________________________________________________________________ Discussion followed regarding the decrease in phone book production, the need to review whether or not this program should be continued, and what methods of advertising each school utilize d to show a good faith effort in participating in the telephone book recycling program . Mr. Ochiqui noted that the top three participating schools were Kline School, St. John the Baptist and Estancia High School. Chairman Scheafer suggested that staff contact the high performing schools to obtain information on how they successfully advertised the program and compare their ef forts to those of the lower performing schools. Discussion followed regarding the cost and challenges of printing flyers for distribution. There were no further questions or comments and the report was accepted. 07. Solid Waste Audit RFP - Update Receive an oral report from staff Mr. Ochiqui reported that bids had been received from three consulting firms - R3 Consultant Group, Michael Balliet Consulting, LLC, and HF&H Consulting. He noted that the bid results ranged in cost from $21,000 to $28,000. Gen eral Manager Carroll indicated that the RFP's are currently being reviewed and the findings will be brought back to the Operations Committee at their February monthly meeting. Discussion followed regarding the average cost to conduct an audit and whether or not the amounts quoted to the District were within that average. Mr. Ruffridge discussed the audit costs, offered by the same companies, to different municipalities in Southern Orange County. He noted that CR&R has worked with each of the proposed co nsultants and they are all highly competent. Discussion followed and it was noted that the consultant contract is not primarily cost driven and that it was based on the consultant ’s ability to fulfill the criteria of the RFP. There were no further ques tions or comments and the report was accepted. 08. Door -to -Door Household Hazardous Waste (HHW) Program Receive an oral report from staff regarding the presentation at the Senior Center on 1/15/13 @ 7:30 am Mr. Ochiqui reported on his presentation of the HH W program at the Senior Center and noted that it was well supported. He discussed the proposed methods of advertising at the Senior Center including the distribution of flyers and hanging of banners to increase participation. Chairman Scheafer indicated that the participants at the Senior Center are very supportive and the District should see a high level of response from the Senior Center attendees. There were no further questions or comments and the report was accepted.
C OSTA M ESA S ANITARY D ISTRICT P AGE 4 M INUTES OF THE O PERATIONS C OMMITTEE R EGULAR M EETING H ELD J ANUARY 15, 2013 ________________________________________________________________ 09. Trash Cans in Alleys - Update R eceive an oral report from staff Mr. Ochiqui reported that 8 0 percent of residents who have received notices regarding the trash cans left in the alleys are now in compliance . He indicated that Ordinance Enforcement has focused on a small east side alley l ocated betwe en Tustin Avenue and Raymond Avenue as the first pilot program area . He further added that the courtesy notices have worked well and that the location will continue to be monitored. Discussion followed regarding resident compliance , the frequ ency of calls received from residents who have been cited, and the beginning of the second phase of the pilot program. There were no further questions or comments and the report was accepted. ACTION ITEMS – RECYCLING 10. None STANDING REPORTS – SEWE R SYSTEM 11. Monthly Spill Statistics – One SSO occurred in December District Engineer Hamers reported a small SSO on December 26, 2012 between Baker and Bristol and noted that everything was recovered and contained. He indicated that the SSO was due to gr ease in the CMSD line. Discussion followed regarding SAG's and the difference in cost for maintaining and replacement, as well as the frequency of cleaning hot spot areas. General Manager Carroll noted that there were four SSO's in 2012 and that the Di strict's goal was to be below the Santa Ana Regional Water Control Board's average. Mr. Hamers provided statistics from the State of California annual compliance audit of California agencies . He noted that in Fiscal Year 2011 -12 the District had 2.23 spi lls with a volume of 74 gallons per one hundred miles and compared it to the State average of 4.28 spills with a volume of 13,925 gallons per hundred miles. Discussion followed regarding the difference of infrastructure between the D istrict's in Northern and Southern California. The Committee commended staff’s exceptional efforts. There were no additional questions or comments and the report was accepted.
C OSTA M ESA S ANITARY D ISTRICT P AGE 5 M INUTES OF THE O PERATIONS C OMMITTEE R EGULAR M EETING H ELD J ANUARY 15, 2013 ________________________________________________________________ 12. Sewer Facts and Figures Review and discuss facts and figures regarding CMSD’s sewer syste m There were no questions or comments and the report was accepted as presented. NEW DISCUSSION ITEMS – SEWER SYSTEM 13. Elden Pumping Station Downspout on Incoming Gravity Line – Oral Report Receive an update from District Engineer Mr. Hamers reported on the challenges of installing a second downspout to reduce hydrogen sulfide levels at the Elden Pumping Station. He indicated that due to the complicated nature of the hydraulics of the Irvine/Elden pumping system, both attempts at installing the downspo ut on December 3rd and December 19th were unsuccessful. Discussion followed regarding the plans to replace the remaining 37 -year old valves and piping at the Elden station. There were no further questions or comments and the report was accepted. ACTIO N ITEMS – SEWER SYSTEM 14. California Association of Sanitation Agencies (CASA) Membership Dues Consider canceling membership dues General Manager Carroll provided a report on the California Association of Sanitation Agencies (CASA) membership dues. He in dicated that the dues of $12,000 was excessively high for the amount the CMSD receives in tangible benefits from being a CASA member. Mr. Carroll recommended that the District not renew its membership with CASA and noted that the Board of Directors would b e able to continue to participate in the CASA conferences as non -members. Discussion followed regarding the benefits of the CASA educational opportunities. There were no further questions or comments and the report was accepted. The Committee recommen ded that this item be brought to the full Board for review. CMSD PROJECTS: 15. A. Project #101 West Side Pumping Station Abandonment – Status The District Engineer is continuing work on the preliminary engineering. B. Project #192 System Wide Sewer Reconstruction Phase 2 – Status Work is approximately 30% complete. C. Project #193 Pumping Station Seismic Study and Retrofit – Status The plans and specs are complete and staff is examining the construction budget.
C OSTA M ESA S ANITARY D ISTRICT P AGE 6 M INUTES OF THE O PERATIONS C OMMITTEE R EGULAR M EETING H ELD J ANUARY 15, 2013 ________________________________________________________________ D. Project #196 Installation of Bac kup Power and Pumping Capability 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. E. Project #197 – System Wide Sewer Reconstruction Phase 3 – Status The plans and specs are approximately 50% complete. F. Project #198 Condition Assessments of Force Mains - Status Staff is formulating a plan for the PICA technology on Harbor, Mendoza, Victoria and South Coast Plaza force mains 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. There were no questions or comments and the report was accepted as presented. Upcoming CMSD Events and A ctivities 16. A. S unday , February 3 at 10:00 a.m. – Free Composting Workshop at Fairview Park (next to Estancia High School). Don’t forget to bring your lawn chairs . B. Friday, February 8 from 9:00 a.m. to 4:00 p.m. – Vanguard University Environmen tal Sustainability Conference. Vanguard University’s chapter of Students in Free Enterprise is showcasing top industry leaders in the reform for sustainable business. CMSD will have a booth at the conference. C. 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.cmsd ca.gov or call (949) 645 -8400. D. 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.cmsdca.gov or call (949) 646 -4617 to schedule an appointment. General Manager Carroll noted that Management Analyst Javier Ochiqui and Management Intern Elizabeth Pham would represent the District at the annual Vanguard University Environmental Sustainability event on February 8, 2013. Director Perry suggested that a d iscussion item be placed on an upcoming Board of Director's meeting agenda regarding the District's financial involvement in the City of Costa Mesa's 60th anniversary celebration. PUBLIC COMMENTS 17 . This is the time to receive any comments from members of the public.
C OSTA M ESA S ANITARY D ISTRICT P AGE 7 M INUTES OF THE O PERATIONS C OMMITTEE R EGULAR M EETING H ELD J ANUARY 15, 2013 ________________________________________________________________ M r. Jim Mosher, Newport Beach resident, commented on an upcoming e -waste collection event at Mariner's Ele mentary School. It was suggested that the event be advertised on the District's website. He also provided comment regarding the opportunity to provide public comment throughout the meeting. General Manager Carroll responded to the public comment and noted that it is the Board's discretion whether or not to accept additional public comments throughout the meeting. Discussion followed regarding the advertising of the e -waste event at Mariner's Elementary School. Mr. Carroll suggested that the advertising of City of Newport Beach events on the District's website be discussed at the Newport Beach Liaison Committee. There were no further questions or comments. 18 . Discuss items for next Operations Committee meeting. A DJOURNMENT There being no other business to come before the CMSD Operations Committee, Chairman Scheafer adjourned the meeting at 1 0:5 0 a.m. Next Meeting Date: February 19, 2013 _________________________ Mike Scheafer Chair