Minutes - Operations Committee - 2013-04-16 ITEM NO. 03
SAN
17,1
A
�_�(Z�P Pc
ee
4
CMSD BOARD OF DIRECTORS
OPERATIONS COMMITTEE MINUTES
Board of Directors Schedule for Attendance
Chairman Scheafer and Director Scheafer
Alternate: Director Perry
April 16, 2013
CALL TO ORDER 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. 19th
Street, Costa Mesa.
ROLL CALL MEMBERS PRESENT: Mike Scheafer, Arlene Schafer, Jim
Ferryman, Art Perry, and Bob Ooten
(Directors Ferryman, Perry, and Ooten were
present as observers 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; Steve Cano,
Sewer Maintenance Supervisor
OTHERS PRESENT: Lawrence Jones, CR&R; Mike Carey, OCC;
Jim Mosher, Resident; Morgan Cook,
Orange County Register
STANDING REPORTS
1. Recycling Report— March 2013
• Update on how CMSD is meeting AB 939 goals
Mr. Ochiqui provided details of the March recycling report.
COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD APRIL 16, 2013
Public comment was received from Mr. Jim Mosher requesting clarification of the
categorization of reporting areas and questioned 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 comments 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 month 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 charged 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.
COSTA MESA SANITARY DISTRICT PAGE 3
MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD APRIL 16, 2013
NEW DISCUSSION ITEMS-RECYCLING
6. OCC Recycling Center
• Recognize and present OCC Recycling Center 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
Program.
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 are 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 revenues 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 revenue.
There were no additional questions or comments and the report was received.
COSTA MESA SANITARY DISTRICT PAGE 4
MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD APRIL 16, 2013
ACTION ITEMS- RECYCLING
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
expenses which include the hauler rate, recycling/disposal rate, salaries and benefits,
operations and maintenance, and programs.
General Manager Carroll further discussed alternative revenue sources that offset the
expenses and explained the method by which the annual charge is calculated.
General Manager Carroll recommended that the public hearing scheduled for the Board
of Directors meeting on April 18, 2013 be continued to June 27, 2013.
Discussion followed regarding the rates of other cities and how the District is ranked in
comparison.
Public comment was received from Mr. Jim Mosher regarding revenue source derived
from property tax and its distribution between solid and liquid waste.
District Engineer Hamers responded to Mr. Mosher's comment and provided
clarification on how the funds are allocated between solid waste and liquid 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 were no additional questions or comments and the report was received.
STANDING REPORTS-SEWER SYSTEM
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.
COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD APRIL 16, 2013
There were no questions or comments and the report was received.
NEW DISCUSSION ITEMS-SEWER SYSTEM
There were no items for discussion.
ACTION ITEMS-SEWER SYSTEM
12. Liquid Waste Annual Charge
• Consider the proposed liquid waste rates for FY2013-14 & 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 maintain 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, sewer maintenance and
infrastructure deterioration.
Public comment was received by Mr. Jim Mosher regarding the proposed budget cuts
and the number of gallons processed through the pump stations daily.
District Engineer Hamers responded to Mr. Mosher's comment 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 cleaned.
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 noted 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.
COSTA MESA SANITARY DISTRICT PAGE 6
MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD APRIL 16, 2013
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 would like to recommend to the Board that he bring this issue to the
Assemblyman's attention.
There were no additional questions or comments.
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 Development Center,
with a copy of the letter to provide to Assemblyman Mansoor.
14. Sewer Lateral Assistance Program (SLAP) Analysis
• Discuss and review the costs of this program.
Mr. Ochiqui provided report details on the SLAP program and discussed the number 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 discussed 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
guidelines.
Mr. Ochiqui indicated that staff is suggesting that the Operations Committee
recommend to the Board of Directors one of the following:
1. Start collecting at least 50% of the permit fee from SLAP participants to cover indirect
costs and no longer allow CMSD staff to waive the plan check and tie-in fees; or
2. Continue waiving 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 Mr. 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 Committee recommended that this item be brought before the Board of
Directors for discussion.
CMSD PROJECTS
15. A. Project#101 West Side Pumping Station Abandonment— Status
• The District Engineer is continuing work on the preliminary engineering.
COSTA MESA SANITARY DISTRICT PAGE 7
MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD APRIL 16, 2013
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. Project #196 Installation of Backup Power and Pumping Capability
Phase I — Status
• The District Engineer is working on the 23rd Pumping Station plans for
the backup pumping unit in accordance with meetings with the City of
Newport Beach.
E. Project#197 System 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 field 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 Sunday April 14, 2013.
There was nothing to report.
There were no questions or comments and the report was received.
Upcoming CMSD Events and Activities
16. 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.
COSTA MESA SANITARY DISTRICT PAGE 8
MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD APRIL 16, 2013
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 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.
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
17. 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.
18. Discuss items for next Operations Committee meeting — None.
ADJOURNMENT
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 16, 2013
/I,1
Mike S,/eafer
Chair