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Minutes - Operations Committee - 2013-02-19 ITEM NO. 03 �Q can °� oo a��� V — U -i a ���RPORA'�ti�`Q CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MINUTES Board of Directors Schedule for Attendance Chairman Scheafer and Director Ooten Alternate: President Ferryman February 19, 2013 CALL TO ORDER The Operations Committee of the . Costa Mesa Sanitary District met in regular session on February 19, 2013 at 9:30 a.m. at 628 W. 19th Street, Costa.Mesa. ROLL CALL MEMBERS PRESENT: Mike Scheafer, Bob Ooten, Art Perry (Director Perry was present as an observer and did not participate in the discussions) STAFF PRESENT: Scott Carroll, General Manager; Noelani Middenway, Deputy Clerk of the District; Robin B. Hamers, District Engineer; Javier Ochiqui, Management Analyst, Elizabeth Pham, Management Intern OTHERS PRESENT: Jim Herberg, OCSD; Lorenzo Tyner, OCSD; Michael White, OCSD; Angela Brandt, OCSD; David Ronnenberg, CR&R; Lawrence Jones, CR&R; Royden Fujimori, CR&R; Jim Mosher, Resident Chairman Scheafer announced that Item No 14 will be heard at this time. NEW DISCUSSION ITEMS-SEWER SYSTEM 14. Orange County Sanitation District Sewer Rate Methodology – Oral Report • Representatives from OCSD will share with the committee their methodology for setting sewer rates. Lorenzo Tyner, OCSD provided an overview of the organization noting that they are an around-the-clock, 24/7 operation. He addressed the agency's budget, details of the rate COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD FEBRUARY 19, 2013 program, the rate-approval timeline, consultant assistance and rate study, issuance of a Proposition 218 notice, ranking with comparable agencies, internal operational efficiencies, reduction of reserve levels and the agency's debt program. He noted that most of the agency's costs are inflationary and addressed proposed future increases. Michael White, OCSD, reported that the agency's sewer service fee structure is based on the single-family resident rate. He noted that there are approximately 540,000 parcels billed and that about 40,000 of those are non-residential. He addressed user codes established for each non-residential parcel as well as for the multi-family use residential rate. As single-family residential rates are adjusted, other rates are adjusted accordingly as a percentage of the single-family residential rate. Mr. White addressed industrial users who are billed based on the strength of flow and the three components that make up the single-family residential rate. He reported that the agency does not have a utility billing program but rather uses the Orange County Property Tax bill to collect fees on behalf of the OCSD. Regarding Master Planning, he reported that updates are based on a need or perception that the current Master Plan is not valid or current. Discussion followed regarding rate proportionality and it was noted that CMSD's rate for multi-family residences is lower than for single-family residences. Director Ooten stated that the CMDS consultant used I and I as a factor in the rate study. District Engineer Robin Hamers indicated that the CMSD uses total suspended solids and biological demand, similar to OCSD. These items are a measure of strength of the effluent meanings. He added that the CMSD consultants went into every level of detail to find proportionality, including I and I. Chairman Scheafer commented on similarities between CMSD and OCSD and inquired regarding the costs related to provide meters. Mr. Tyner reported that the costs are within the $7,000 range to install effluent meters, for the equipment only. Discussion followed regarding the use of I and I in the CMSD study. It was noted that the studies were done appropriately and that I and I was related to industry averages. Jim Mosher inquired regarding the meaning of I and I. It was noted that I and I is "inflow and infiltration" and that it measures how much water gets in the sewers by flowing in the manhole or flowing through the sewer pipes. Mr. Hamers reported that one of the reasons the CMSD consultant used I and I was that the rate was heavily towards single-family and that CMSD doesn't have much infiltration but rather has inflow from rain water. He added that the only real true way of measurement is a meter. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD FEBRUARY 19, 2013 There were no additional questions or comments and the report was received. General Manager Scott Carroll noted the attendance of CR&R representatives and requested moving Item No. 8 to this juncture in the meeting. NEW DISCUSSION ITEMS-RECYCLING 8. GPS on CR&R Trucks — Oral Report • Receive an oral report from CR&R on how Global Positioning System (GPS) technology works on trash trucks. General Manager Scott Carroll introduced the item and deferred to CR&R representatives for a report. Royden Fujimori, CR&R, presented information regarding the organization's GPS technology for reporting and tracking trash trucks. He addressed elements of the system including the use of on-board computers, hardware, accuracy, testing, placement of the antennas on the trucks, tracking intervals, elements of measurements including speed and location and confirmation of service. He reported that video is used for service confirmation as well and addressed views of video capture for violations and other information. Discussion followed regarding the process for overloaded containers and the possibility of using RFID (Radio Frequency Identification) technology. In addition, there was discussion about related challenges and the possibility of having the GPS information on the CMSD website or on CMSD staff computers and related challenges. CR&R commented that it would not be impossible to place the GPS on the District's website, but the software was created internally and the company has patent on software. There were no additional questions or comments and the report was received. STANDING REPORTS 1. Recycling Report—January 2013 • Update on how CMSD is meeting AB 939 goals • Recycling Report correction requested by CR&R (Review the attached letter and backup info) Management Analyst Javier Ochiqui presented details of the report noting the tonnages, recycling percentages and the amounts taken. to the landfill. He noted that CR&R submitted a Recycling Report correction clarifying the diversion rate. There were no questions or comments and the report was received. 2. Waste Diversion Report— January 2013 COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD FEBRUARY 19, 2013 • Update on the amount of recycling materials diverted from the landfill Jim Mosher expressed appreciation to District staff for posting the agenda in the correct format and opined that the report is deceptive in terms of the correct recycling percentages reported presently and in previous years. Mr. Ochiqui noted that the report presents a waste characterization summary which is standard practice in the industry. He addressed the sampling process used and application of the data for the years, noting that the practice is allowed by the State of California. He stated that tracking daily tonnage would be expensive and have a negative effect on the rates. Mr. Carroll indicated that if the Board so directs, staff can contact CR&R regarding the possibility of doing a more thorough waste characterization study. Discussion followed regarding the related costs and seasonal deviations of solid waste generated and it was noted that CMSD is currently meeting the standards set by the State and there is no reason to deviate from the procedure. There were no additional questions or comments and the report was received. 3. Ordinance Enforcement Officer's January 2013 Report • Review OEO enforcement activities for trash cans, graffiti and scavenging Mr. Carroll noted no significant items to report and offered to respond to questions from the Committee. Discussion followed regarding the possibility of increasing the hours of work for the Ordinance Enforcement Officer. Mr. Carroll reported that most of the activities occur in the morning and staff would need to conduct an internal analysis to determine the effectiveness of a full-time position. There were no additional questions or comments and the report was received. 4. Scavenging Report—January 2013 • Review scavenging activities reported to CMPD Mr. Carroll noted no significant items to report and offered to respond to questions from the Committee. There were no questions or comments and the report was received. 5. Solid Waste Facts & Figures —January 2013 • Review and discuss facts and figures regarding solid waste in CMSD COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD FEBRUARY 19, 2013 • City Commercial tonnage information (Quarterly Reports) Mr. Carroll noted no significant items to report and offered to respond to questions from the Committee. There were no questions or comments and the report was received. NEW DISCUSSION ITEMS- RECYCLING 6. Large Item Collection Program • Discuss and review the results of the program Mr. Ochiqui reported that the Large Item Collection Program is gaining in popularity with residents and is projected to increase by 25% from last year. It was noted that people like the flexibility to schedule pick-ups as needed. CR&R representatives affirmed the success of the program. There were no additional questions or comments and the report was received. 7. Christmas Tree Recycling Program • Discuss and review the results of the program Management Intern Elizabeth Pham reported on the program and noted the number of trees collected in 2012 compared with previous years. She stated that the number of trees collected has decreased but reported there has been an increase in total tonnage by 1.7%. There were no questions or comments and the report was received. 8. GPS on CR&R Trucks — Oral Report • Receive an oral report from CR&R on how Global Positioning System (GPS) technology works on trash trucks. The aforementioned item was heard earlier on the agenda. 9. Recycling Coordinators Meeting • Receive and discuss report from staff. Mr. Ochiqui reported the aforementioned is a summary of the OC Recycling Coordinators meeting attended by staff. He addressed the Governor's budget regarding regulations on composting, CalRecycle's proposal for streamlining the reporting • COSTA MESA SANITARY DISTRICT PAGE 6 • MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD FEBRUARY 19, 2013 process, additional workshops for AB 341 and the beverage and container program. He reported there will be a Household Hazardous Waste (HHW) grant available for local governments, and the deadline is coming up soon. Mr. Ochiqui reported that CMSD will be applying for the grant. Brief discussion followed regarding the requirements for use of grant funds and a description of a slurry organics program. Mr. Ochiqui continued reporting on the status of the County as well as what other cities are doing in terms of technology improvements. There were no questions or comments and the report was received. 10.. Sustainable Events Guidebook — Oral Report • Review and discuss concepts for promoting a sustainable events guidebook. Director Ooten reported that he is on the City's 60th Anniversary Committee's, Sustainability Sub-Committee and referenced a flyer on how to plan a sustainable event. He reported that the Committee developed a list of criteria and checklist which will be made available to other committees in hope that the Sanitary District takes the initiative in producing a Sustainable Event Planning Guidebook oriented to local events. He suggested distributing the flyer on memory sticks along with placing it on the City's and the CMDS websites. He addressed the possibility of Mesa Water District participating in a water conservation project including a toilet retrofit. Discussion followed regarding CMSD participating in local events. ACTION ITEMS- RECYCLING 11. Telephone Book Recycling Program • Receive a report from staff on how schools promoted the program. Mr. Carroll reported that staff recommends that the Committee recommend to the Board a minimum amount of $300 to schools that have demonstrated a good-faith effort in promoting the Telephone Book Recycling Program. Members of the Committee concurred to direct staff accordingly. STANDING REPORTS-SEWER SYSTEM 12. Monthly Spill Statistics — No SSOs occurred in January COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD FEBRUARY 19, 2013 Mr. Carroll noted no significant items to report and offered to respond to questions from the Committee. 13. Sewer Facts and Figures • Review and discuss facts and figures regarding CMSD's sewer system Mr. Carroll noted no significant items to report and offered to respond to questions from the Committee. NEW DISCUSSION ITEMS-SEWER SYSTEM 14. Orange County Sanitation District Sewer Rate Methodology— Oral Report • Representatives from OCSD will share with the committee their methodology for setting sewer rates. The aforementioned item was heard earlier on the agenda. ACTION ITEMS-SEWER SYSTEM 15. None CMSD PROJECTS 16. 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 • Construction is approximately 85% complete. C. Project#193 Pumping Station Seismic Study and Retrofit— Status • Additional funding will be necessary to complete the project or the project will need to be scaled back. D. Project #196 Installation of Backup 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 75%complete and nearly ready to be submitted for first plan review. F. Project #198 Condition Assessments of Force Mains - Status COSTA MESA SANITARY DISTRICT PAGE 8 • MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD FEBRUARY 19, 2013 • Field crew is determining valve locations on the Harbor 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. Review is 80% complete. Mr. Hamers addressed Item G above and reported that it is complete, except for one item. He reported that the amount to rehabilitate the trunk is approximately $374,000, based on the amount of calcium deposits and it would need to be realigned from end to end. He addressed next steps. Chairman Scheafer reported receiving a letter from Pro Serve offering video sewer inspections and inquired if this would qualify for reimbursement by CMSD. Mr. Hamers indicated that it would qualify for 50% reimbursement for televising. He addressed requirements and restrictions. Mr. Carroll suggested sending Pro Serve a letter to ensure that they promote the program accurately. Upcoming CMSD Events and Activities 17. A. Project#101 West Side Pumping Station Abandonment— Status to Estancia High School). Don't forget to bring your lawn chairs B. 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. C. 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. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD FEBRUARY 19, 2013 PUBLIC COMMENTS 17. This is the time to receive any comments from members of the public. Jim Mosher commended staff for promoting the e-waste event a Mariner's School. 18. Discuss items for next Operations Committee meeting. ADJOURNMENT There being no further business to come before the CMSD Operations Committee, Chairman Scheafer adjourned the meeting at 10:42 a.m. Next Meeting Date: March 19, 2013 Ahidi Mike Schafer Chair