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02 - Minutes Operations Committee 2013-03-19 ITEM NO. 0 2 CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MINUTES Board of Directors Schedule for Attendance Chairman Scheafer and President Ferryman Alternate: Director Perry March 19, 2013 _____________________________________________________________________ C A LL TO O RDER The Operations Committee of the Costa Mesa Sanitary District met in regular session on March 19, 2013 at 9 :30 a.m. at 628 W. 19 th Street, Costa Mesa. R OLL C ALL M EMBERS P RESENT : Mike Scheafer, Jim Ferryman , Art Perry , Arlene Schafer and B ob Ooten (Director s Perry , Schafer and Ooten w ere present as observer s and did not participate in the discussions) S TAFF P RESENT : Scott Carroll, General Manager; Noelani Middenway, Deputy Clerk of the District; Robin B. Hamers, District Engineer ; Jav ier Ochiqui, Management Analyst ; Elizabeth Pham , Management Intern O THERS P RESENT : Lawrence Jones, CR&R; Dean Ruffridge, CR&R; Mike Carey, OCC; Jim Mosher, Resident S TANDING R EPORTS 1. Recycling Report – February 2013  Update on how CMSD is meeting A B 939 goals There were no questions or comme nts and the report was received. 2. Waste Diversion Report – January 2013 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 M ARCH 19, 2 01 3 ________________________________________________________________  Update on the amount of recycling materials diverted from the landfill There were no questions or comments and the report was received. 3. Ordinance Enforcement Officer’s Report - February 2013  Review OEO enforcement activities for trash cans, graffiti and scavenging Mr. Ochiqui reported 14 scavenging incidents in the month of February. Discussion followed regarding scavenging on Broadway. There were no additional questions or comments and the report was received. 4. Scavenging Report – February 2013  Review scavenging activities reported to CMPD There were no questions or comments and the report was received. 5. Solid Waste Facts & Figures – Fe bruary 2013  Review and discuss facts and figures regarding solid waste in CMSD  City Commercial tonnage information (Quarterly Reports) Mr. Ochiqui provided report details and indicated that the large vermicomposting bins had been received and are selling quickly. Discussion followed regarding the decrease in telephone books received for recycling. President Ferryman indicated that he and General Manager Carroll would be meeting with the Superintendent of the Newport Mesa Unified School District to disc uss various recycling program opportunities. There were no additional questions or comments and the report was received. N EW D ISCUSSION I TEMS – R ECYCLING 6. School Recycling Bottle Program  Receive a report from staff on how schools can benefit from havi ng a plastic bottles and cans recycling program. Ms. Elizabeth Pham provided a report discussing the transition from the telephone book recycling program to the bottles and cans recycling program. Ms. Pham indicated that the schools would be categorized b y type - elementary, ju nior high and high school. She then discussed the District’s plan to revenue match up to $850 for the school that fills the most containers in each of the three categories . She further described various incentives used by the schools to ensure the program’s success . 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 M ARCH 19, 2 01 3 ________________________________________________________________ Discussion followed regarding the program at Chapman Hill s Elementary School in Orange. The school’s Associated Student Body’s (ASB) is involved in their bottles and cans program and is considered very success ful to gene rating alternative revenues for the school . General Manager Carroll requested direction from the Committee as to whether or not private schools should be approached to participate in the program. The Committee suggested that the private schools should be included. Mr. Dean Ruff ridge, CR&R, inquired if the District would assume the cost of transportation of the smaller bins. Discussion followed regarding the frequency of collection of the recycling bins , scheduling of pick up’s, and the possibility of creating a pilot program to determine costs. President Ferryman recommended that he and General Manager Carroll first meet with the NMUSD and further explore the possibility of using Kline School as a pilot program. There were no additional questions o r comments and the report was received. 7. City of Costa Mesa 60 th Anniversary Banners on CR&R Trucks – Oral Report  Discuss ideas to promote 60 th Anniversary events on CR&R trucks. General Manager Carroll provided ideas to promote the City of Costa Mesa ’s 60 th Anniversary in an effort to generat e revenue for the community. Mr. Carroll suggested the possibility of placing a banner on the CR&R hauler trucks advertising the event. Chairman Scheafer expressed support of placing banners on the CR&R hauler truc ks and recommended that this item be brought before the Board for full discussion. There were no additional questions or comments and the report was received. A CTION I TEMS – R ECYCLING 8. None S TANDING R EPORTS – S EWER S YSTEM 9. Monthly Spill Statistics – No SSOs occurred in February 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 M ARCH 19, 2 01 3 ________________________________________________________________ 1 0 . Sewer Facts and Figures  Review and discuss facts and figures regarding CMSD’s sewer system . There were no questions or comments and the report was received. N EW D ISCUSSION I TEMS – S EWER S YSTEM 11 . Waste Discharge Re quirements (WDR ) and Monitoring Reporting Program (MRP) Modifications  Update on proposed modifications and the role played by CASA in negotiations . District Engineer Rob Hamers explained that WDR stood for Waste Discharge Requirements, which are orders b y the St ate that requires the District to develop a sewer system management plan and its components. Mr. Hamers further explained that the Monitoring Reporting Program (MRP) is the requirement to report a sewer spill and noted that the MRP and WDR is revie wed every three years. Mr. Hamers further added that there are proposed changes to the MRP that are currently up f or adoption and shared with the Committee that the California Association of Sanitation Agencies (CASA) is playing an active role in the MRP p rocess . Discussion followed regarding the conducting of a self -audit and revisions to the sewer system management plan (SSMP). General Manager Carroll noted that the SSMP is currently up to date. There were no additional questions or comments and the report was received. 1 2 . Sewer Lateral Assistance Program (SLAP) – Update  Discuss and review the status of this program. Mr. Ochiqui provided details of the increase in number of SLAP participants from Fiscal Year 2010 -11 to date and the total amount reimbursed annually to the participants for said years . H e further added that staff believed the entire budget for the program would be expended before the end of the fiscal year. Mr. Ochiqui requested that the Committee consider 1.) Not recommend ing to t he Board the appropriation of additional funds for SLAP or 2.) Recommending to the Board an additional $50,000 be transferred from the Liquid Waste reserve fund to the SLAP budget. General Manager Carroll addressed the matter unrecovered costs related to the SLAP program such as inspections and r eviewing before and after videos and noted that he is budgeting $225,000 in the 2013 -14 budget for this program. 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 M ARCH 19, 2 01 3 ________________________________________________________________ Discussion followed regarding applying for grants to cover the administration fees for the SLAP p rogram. General Manager Carroll suggested that he provide an analysis of the SLAP program from its inception in 2007 to date at the next Operations Committee meeting. Chairman Scheafer requested that the analysis include where the participants are loca ted within the District boundaries. General Manager Carroll requested direction from the Committee based on staff’s recommendation. President Ferryman requested that the analysis also include the administrative costs. The Operations Committee recomme nded that the item be brought to the Board of Directors for further discussion. There were no additional questions or comments and the report was received . 1 3. Project #196 Installation of Backup Power and Pumping Capability Phase I  Discuss and review the status of this project. General Manager Carroll introduced the item and noted that he has been working with a consultant on the Back Bay and that District Engineer Hamers has been working with the City of Newport Beach on the installation of backup p ower. Regarding Project #196, District Engineer Hamers reported on his involvement with the City of Newport Beach and discussed alternatives to placing the backup generator in the slope instead of underground. Discussion followed regarding the cost and maintenance of installing the backup generator in the slope, the placement of generators inside a pre -fabricated block wall structure with a roof. President Ferryman questioned if any of the facilities were going to be abandoned. General Manager Carr oll indicated that the Canyon pump station would be abandoned and that the backup generator from that site would be relocated. There were no additional questions or comments and the report was received. 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 M ARCH 19, 2 01 3 ________________________________________________________________ A CTION I TEMS – S EWER S YSTEM 1 4. None CMSD P ROJECTS 1 5 . A. Project #101 West Side Pumping Station Abandonment – Status  The District Engineer is continuing work on the preliminary engineering including providing a narrative and map for the EIR NOP . B. Project #192 System Wide Sewer Reconstr uction Phase 2 – Status  Construction will be complete by the end of the month . 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 – Syst em Wide Sewer Reconstruction Phase 3 – Status  The plans and specs will be submitted for review to Costa Mesa and Newport Beach by the end of the month. F. Project #198 Condition Assessments of Force Mains - Status  Field crew is determining valve location s on the Harbor force mains. G. OCSD Proposed Transfer of Fairview Trunk  The District Engineer has completed the condition assessment with the exception of determining whether there are any adverse construction conditions in Fairview Road . District Engi neer Hamers reported that the industry standards report, staff report and exhibits for the proposed transfer of the Fairview Trunk has been completed and will be on the upcoming Board meeting agenda for discussion. Discussion followed regarding the prop osal of conducting a soils report to determine if the soil would withstand trenching or if there was water. There were no additional questions or comments and the report was received. 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 M ARCH 19, 2 01 3 ________________________________________________________________ Upcoming CMSD Events and Activities 1 6 . A. Thursday, April 25 , 2013 at 5:30 p.m. City of Costa Mesa Mayor’s Celebration – The Art of Leadership – Samueli Theater at Segerstrom Center for the Arts. B. Saturday, April 27 at 10:00 a.m. – Free Composting Workshop at Estancia Park, 1900 Adams Ave. (off Adams Ave. and W. Mesa Verde Dr.). Don’t forget to bring your lawn chairs C. Sunday, June 2, 2013 – Costa Mesa Community Run – Estancia High School. D. Free Door -to -Door Household Hazardous Waste Collection Program for Seniors and Immobile Residents – Contact CR&R Environment al Services at (949) 646 -4617 to schedule a free collection. 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.cmsdca.gov or call (949) 645 -8400. F. Large Item Collection Program – Residents are eligible for three (3) complimentary pick -ups per year. There is a limi t 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. P UBLIC C OMMENTS 1 7 . This is the time to receive any comments from members of the public. Public comment was received from Mr. Jim Mosher regarding the District’s sewer rate study conducted by HF&H, and appropriate noticing of the Prop 218 workshop and Liaison Committ ee meeting to be held at Mesa Water District. District Engineer Hamers responded to the public comment regarding the consultant’s study and noted that water use has been down and was reflected accordingly in the study. 1 8 . Discuss items for next Operations Committee meeting. C OSTA M ESA S ANITARY D ISTRICT P AGE 8 M INUTES OF THE O PERATIONS C OMMITTEE R EGULAR M EETING H ELD M ARCH 19, 2 01 3 ________________________________________________________________ A DJOURNMENT There being no further business to come before the CMSD Operations Committee, Chairman Scheafer adjourned the meeting at 10:40 a.m. Next Meeting Date: April 1 6 , 2013 _____________________________ Mike S cheafer C hair