03 - Minutes Operations Committee 2013-04-16 ITEM NO. 03 CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MINUTES Board of Directors Schedule for Attendance Chairman Scheafer and Director Scheafer Alternate: Director Perry April 16 , 2013 _____________________________________________________________________ C A LL TO O RDER The Operations Committee of the Costa Mesa Sanitary District met in regular session on April 16 , 2013 at 9 :30 a.m. at 628 W. 19 th Street, Costa Mesa. R OLL C ALL M EMBERS P RESENT : Mike Scheafer, Arlene Schafer, Jim Ferryman , Art Perry , and Bob Ooten (Director s Ferryman, Perry , 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 ; Javier Ochiqui, Management Analyst ; Elizabeth Pham , Management Intern ; Steve Cano, Sewer Maintenance Supervisor O THERS P RESENT : Lawrence Jones, CR&R; Mike Carey, OCC; Jim Mosher, Resident ; Morgan Cook, Orange County Register S TANDING R EPORTS 1. Recyc ling Report – March 2013 Update on how CMSD is meeting AB 939 goals Mr. Ochiqui provided details of the March recycling report.
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 A PRIL 16 , 2 01 3 ________________________________________________________________ Public comment was receive d from Mr. Jim Mosher requesting clarification of the categorization of reporting areas and questi oned reporting methodology of pounds per person . Mr. Ochiqui responded to Mr. Mosher’s comments and provided details on the reporting areas of Costa Mesa and Santa Ana Heights. General Manager Carroll responded to Mr. Mosher’s comments in support of Mr . Ochiqui’s explanation and discussed the reporting methodology to the State. There were no additional questions or comme nts and the report was received. 2. Waste Diversion Report – March 2013 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 - March 2013 Review OEO enforcement activities for trash cans, graffiti and scavenging Mr. Ochiqui reported 19 scavenging incidents in the mo nth of March. There were no additional questions or comments and the report was received. 4. Scavenging Report – March 2013 Review scavenging activities reported to CMPD There were no questions or comments and the report was received. 5. Solid Waste Facts & Figures – March 2013 Review and discuss facts and figures regarding solid waste in CMSD City Commercial tonnage information (Quarterly Reports) Mr. Ochiqui provided report details, discussed commercial tonnage figures and reported on the large item pick up services. Public comment was received by Mr. Mosher regarding the solid waste rate difference between single -family units and multi -family units. General Manager Carroll responded to Mr. Mosher’s comment and clarified that single -family units are ch arged the same as multi -family units based on the number of units on the parcel. There were no additional questions or comments and the report was received.
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 A PRIL 16 , 2 01 3 ________________________________________________________________ N EW D ISCUSSION I TEMS – R ECYCLING 6. OCC Recycling Center Recognize and present OCC Recycling Cen ter with a $300.00 check for participating in the Telephone Book Recycling Program Chairman Scheafer presented a check to Mr. Mike Carey on behalf of the Orange Coast College (OCC) Recycling Center for their participation in the Telephone Book Recycling P rogram. 7. Trash Cans Stored in Alleys Discuss and review the results of the pilot program Mr. Ochiqui provided report details and discussed the success of the pilot program that provides written courtesy notices to residents prohibiting trash cans that ar e left in the alleys. Chairman Scheafer recommended that staff act on an as needed basis. There were no additional questions or comments and the report was received. 8. California Redemption Value (CRV) Analysis Discuss staff’s analysis of CR&R’s CRV rev enues from their Recycling Center in Stanton. General Manager Carroll provided report details and discussed the District’s estimated California Redemption Value (CRV) of $840,000. Mr. Carroll indicated that CR&R will provide staff with the data to better identify what the District’s CRV value is. Discussion followed regarding the CRV value of 1.2 million dollars claimed from CalRecycle by CR&R. Chairman Scheafer requested that this item be further discussed at the next Operations Committee meeting. Public comment was received by Mr. Jim Mosher requesting clarification of the difference between the CRV and commodity revenues. General Manager Carroll responded to Mr. Mosher’s comment and explained the difference between CRV value and commodity revenu e. There were no additional questions or comments and the report was received.
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 A PRIL 16 , 2 01 3 ________________________________________________________________ A CTION I TEMS – R ECYCLING 9. Solid Waste Annual Charge Consider the proposed solid waste rates for FY 2013 -14 & FY 2014 -15 and discuss the projected ten year rate analysis. General Manager Carroll provided a presentation on the solid waste annual charge report details and discussed the five key expenses that determine the total cost of operation for the solid waste program. Mr. Carroll provided detail of the five key expen ses which include the hauler rate, recycling/disposal rate, salaries and benefits, operations and maintenance, and programs. General Manager Carroll further discussed alternative revenue so urces that offset the expenses and explained the method by which t he annual charge is calculated. General Manager Carroll recommended that the pub lic hearing scheduled for the Board of Directors meeting on April 18, 2013 be continued to June 27, 2013. Discussion followed regar ding the rates of other cities and how the District is ranked in comparison. Public comment was received from Mr. Jim Mo sher regarding revenue source derived from property tax and its distribution between solid and liquid waste. District Engineer Hamers responded to Mr. Mosher’s comm ent and provided clarification on how the funds are allocated between solid waste and liqui d waste. General Manager Carroll noted that the property tax revenues are placed in a general fund and can be used for either liquid or solid waste; however, the Board had determined that the property tax funds should be applied to solid waste. There wer e no additional questions or comments and the report was received. S TANDING R EPORTS – S EWER S YSTEM 10. Monthly Spill Statistics – One SSO occurred in March caused by a root ball pushed from a private sewer lateral. District Engineer Hamers reported one SSO caused by pushed roots and noted that there was no loss of sewage into the storm drain . There were no additional questions or comments and the report was received. 11 . Sewer Facts and Figures Review and discuss facts and figures regarding CMSD’s sewer system .
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 A PRIL 16 , 2 01 3 ________________________________________________________________ There were no questions or comments and the report was received. N EW D ISCUSSION I TEMS – S EWER S YSTEM There were no items for discussion. A CTION I TEMS – S EWER S YSTEM 12. Liquid Waste Annual Charge Consider the proposed liquid waste rates for F Y2013 -14 & FY2014 -15 and discuss the projected ten year rate analysis. General Manager Carroll provided report details and discussed the liquid waste annual revenues, expenditures and asset management. Mr. Carroll discussed proposed budget cuts to maintai n the Asset Management fund balance of 5 million dollars and recommended that that the liquid waste public hearing that will be held at the Board of Directors meeting on April 18, 2013 be continued to June 27, 2013. Discussion followed regarding the proposed budget cuts, s ewer maintenance and infrastructure deterioration. Public comment was received by Mr. Jim Mosher regarding the proposed budget cuts and t he number of gallons processed through the pump stations daily. District Engineer Hamers responded to Mr. Mosher’s co mment and noted that the Orange County Sanitation District (OCSD) measures the amount of wastewater that enters the plant and divides it by the population of the entire region to project the number of gallons per capita. There were no additional questions or comments and the report was received. 13. Fairview Development Center (Fairview State Hospital on Harbor Blvd.) – Inflow Reduction Program Consider directing staff to work with Fairview Hospital administrators on cleaning their sewer system so that staff can assess plugging and sealing manhole covers as part of the District’s Inflow Reduction Program. District Engineer Hamers provided report details on the Fairview Development Center and discussed various methods to achieve having their sewer system clean ed. Discussion followed regarding liability issues for sewer spills on the private property. Director Schafer suggested writing a letter to the Fairview Development Center board to discuss the possibility of entering into an agreement. Director Schafer n oted that the contents of the letter should identify the cost savings and trade off and that the letter should also be sent to the State Water Resource Control Board.
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 A PRIL 16 , 2 01 3 ________________________________________________________________ General Manager Carroll informed the committee that he and President Ferryman will be meeting with Assemblyman Alan Mansoor soon in Sacramento and suggested if the Committee w ould like to recommend to the Board that he bring this issue to the A ssemblyman’s attention. There were no additional questions or commen ts. The Operations Committee recommended to the Board of Directors that staff consider a cost -sharing or trade of services agreement with the state for sewer line cleaning that would benefit both parties and that a letter be sent to the Fairview Developme nt Center, with a copy of the letter to provide to Assemblyman Mansoor. 14. Sewer Lateral Assistance Program (SLAP) Analysis Di scuss and review the costs of this program. Mr. Ochiqui provided report details on the SLAP program and discussed the numbe r of District participants , and provided findings of the full cost analysis of the program highlighting direct and indirect costs and waived fees. Discussion followed regarding the waiving of approximately $647,000 in fees. General Manager Carroll discus sed application guidelines, revision of the application process, application extension, and the advertising of the SLAP program in the District’s quarterly newsletter. Discussion followed regarding the educating of plumbers regarding the SLAP program guid elines. Mr. Ochiqui indicated that staff is suggesting that the Operations Committee recommend to the Board of Directors one of the following: 1. S tart collecting at least 50% of the permit fee from SLAP participants to cover indirec t costs and no longer allow CMSD staff to waive the plan check and tie -in fees ; or 2. C ontinue waiv ing the permit fee from SLAP participants and no longer allow CMSD staff to waive the plan check and tie -in fees. Public comment was received by M r. Jim Mosher regarding re -applying for the SLAP program within a five year period and retroactive payment for work done extending past six months prior to submitting the SLAP application. There were no additional questions or comments. The Operations Com mittee recommended that this item be brought before the Board of Directors for discussion. CMSD P ROJECTS 1 5 . A. Project #101 West Side Pumping Station Abandonment – Status The District Engineer is continuing work on the preliminary engineering .
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 A PRIL 16 , 2 01 3 ________________________________________________________________ B . Project #192 System Wide Sewer Reconstruction Phase 2 – Status The final repair was made on April 2, 2013. C. Project #193 Pumping Station Seismic Study and Retrofit – Status No change in status. D. Pr oject #196 Installation of Backup Power and Pumping Capability Phase I – Status The District Engineer is working on the 23 rd Pumping Station plans for the backup pumping unit in accordance with meetings with the City of Newport Beach. E. Project #197 Sy stem Wide Sewer Reconstruction Phase 3 – Status The plans and specs were submitted for review to Costa Mesa and Newport Beach for first review on April 1, 2013. F. Project #198 Condition Assessments of Force Mains - Status The District Engineer and fiel d crew met on April 2, 2013 to plan the work at the Harbor Force Main. Engineer’s Estimates are being prepared for the force main lining work for the Harbor, Victoria, Mendoza, and South Coast Plaza force mains. G. Project #199 OCSD Proposed Transfer of Fairview Trunk The Board discussed this item at their regular meeting on March 28, 2013 and gave staff direction to obtain a soils report to check for adverse construction conditions. The drilling for the soils investigation will occur the evening of Sund ay April 14, 2013. There was nothing to report. There were no questions or comments and the report was received. 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, Jun e 2, 2013 – Costa Mesa Community Run – Estancia High School.
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 A PRIL 16 , 2 01 3 ________________________________________________________________ D. Free Door -to -Door Household Hazardous Waste Collection Program for Seniors and Immobile Residents – Contact CR&R Environmental Services at (949) 646 -4617 to schedule a free collection. E. Sewer La teral 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 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. P UBLIC C OMMENTS 1 7 . This is the time to receive any comments from members of the public. Public comment was received by Mr. Jim Mosher regarding the allocation of funds to attend the Mayor’s Celebration Dinner and agreed with Director Perry who voted against the recommendation. 1 8 . Discuss items for next Operations Committee mee ting – None. A DJOURNMENT There being no further business to come before the CMSD Operations Committee, Chairman Scheafer adjourned the meeting at 10:40 a.m. N ext Meeting Date: April 1 6 , 2013 _____________________________ Mike Scheafer C hair