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01 - Minutes Study Session Meeting 2014-05-13 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION MAY 13, 2014 ______________________________________________________________________ CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in study session on May 13, 2014 at 9:30A.M. at 628 W. 19th Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: James Ferryman, Michael Scheafer, Robert Ooten, Art Perry, Arlene Schafer None STAFF PRESENT: Scott Carroll, General Manager; Robin Hamers, District Engineer; Noelani Middenway, District Clerk; Wendy Davis, Interim Finance Manager OTHERS PRESENT: Dean Ruffridge, CR&R; Lawrence Jones, CR&R; Steven Shaffer, Environmental Engineering & Contracting, Inc. (EEC) PUBLIC COMMENT President Ferryman invited members of the public to address the Board. Seeing no one, President Ferryman closed public comments. ITEMS OF STUDY 1. Recycling & Waste Diversion Reports Recommendation: That the Board of Directors receive and file the April report. There were no questions or comments and the report was received. 2. Ordinance Enforcement Officer Report Recommendation: That the Board of Directors receive and file the report. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 13, 2014 ______________________________________________________________________ Scott Carroll, General Manager, provided a report prepared by T im Sun, Interim Code Enforcement Officer, and discussed the current process of courtesy notices for trash cans in public view. Discussion followed. There were no additional questions or comments and the report was received. President Ferryman moved Item 7 to this point in the agenda. 7. Hydraulic Modeling and Sewer Master Plan – Update Recommendation: That the Board of Directors receive and file the report regarding revisions to the District’s Sewer Master Plan. Robin Hamers, District Engineer, introduced Steven Shaffer of Environmental Engineering & Contracting, Inc. (EEC), discussed the conversion of the paper sewer atlas and sewer master plan to a computer format, and recommended that EEC and his office combine to supplement the knowledge and planning of the current system. Mr. Hamers suggested that the sewer master plan be updated when the new budget has been created. Discussion followed. Mr. Shaffer provided a presentation regarding EEC’s hydraulic model, discussed details of the report and additional work to be done to update the sewer master plan. Discussion followed. The Board of Directors requested that the proposal for the project be presented at an upcoming board meeting. There were no additional questions or comments and the report was received. 3. 70th Anniversary – Update (Oral Report) Recommendation: That the Board of Directors receive an oral report from committee members regarding planned events for the District’s 70th Anniversary. Director Perry reported that the Community Run had fewer runners than years past due to adverse weather conditions. Discussion followed regarding District representation at the Fish Fry and Concerts in the Park. There were no additional questions or comments and the report was received . COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 13, 2014 ______________________________________________________________________ 4. Organics Recycling Program Implementation Plan (Oral Report) Recommendation: That the Board of Directors receive an oral report from staff regarding the Implementation Plan for the District’s Organics Recycling Program. General Manager Carroll provided a report regarding staff’s meeting with CR&R representatives to discuss the implementation of the organics recycling program. Discussion followed regarding new residential developments and trash cart storage issues. Dean Ruffridge, CR&R, commended the Board of Directors and staff on the public outreach and education for the organics recycling program. Discussion followed. There were no additional questions or comments and the report was received. 5. Seismic Study Recommendation: That the Board of Directors review and discuss the September 16, 2011 Seismic Study on District sewer pump stations. General Manager Carroll introduced the item, noted that a seismic study was performed in 2011 to assess the pump stations, indicated that two of the five priorities recommended by the consultant had been completed, and provided details of what improvements have been made. District Engineer Hamers provided details of the improvements necessary to complete the remaining three of the five priorities. Cost was prohibiting staff from completing the remaining three priorities. Discussion followed. President Ferryman recommended prioritizing the projects and to create a schedule for completion. There were no additional questions or comments and the report was received. 6. Lockable Container Program – Update Recommendation: That the Board of Directors receive and file this report regarding the Lockable Container Program. General Manager Carroll discussed the lockable container program and noted that since 2011, 219 households in the District have received lockable containers. Mr. Carroll discussed the increase in recycling tonnage by 44 percent from years 2010 to 2014. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 13, 2014 ______________________________________________________________________ Discussion followed. The Board of Directors suggested that staff take no action at this time. There were no additional questions or comments. 8. Sewer Lateral Assistance Program (SLAP) Recommendation: That the Board of Directors discusses revising the parameters and budget limit for the SLAP program. Wendy Davis, Interim Finance Manager, provided an update on the SLAP and noted that 117 applications had been received to date with funds available to reimburse 10 additional applications for the remainder of the fiscal year. Ms. Davis provided details of the proposed changes to the parameters of the SLAP including lowering the reimbursement amount in order to serve a larger number of applicants. Discussion followed. The Board of Directors requested that the item be brought back to the May 22, 2014 board meeting for consideration. There were no additional questions or comments. 9. Supervisory Control and Data Acquisition (SCADA) Data Recommendation: That the Board of Directors reviews recent SCADA data and discuss how the data can help the District mobilize emergency e quipment to sewer pump stations. General Manager Carroll introduced the item and deferred to District Engineer Hamers. Mr. Hamers provided information on the priority ranking for mobilizing portable equipment to pump stations if there is a District wid e power outage. Staff is using the SCADA data to prioritize the mobilization plan. Mr. Carroll noted that should a power outage occur the portable equipment will be mobilized at the Harbor pump station first. Discussion followed. There were no additional questions or comments. 10. Anaheim Avenue Sewer Re-Direction Project Recommendation: That the Board of Directors direct staff to bring back this item for the May 22, 2014 Board of Directors regular meeting to approve appropriating $30,000 from the Sewer Asset Management Fund. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD MAY 13, 2014 ______________________________________________________________________ District Engineer Hamers provided report details and noted that the City of Costa Mesa is trying to reduce flooding at the intersection of Pomona and 17 th street. In order for the City to complete this project, the District h as to redirect its mainline on Anaheim Avenue. Hamers recommended bringing this item back to the May 22nd Board meeting where the Board can consider appropriating $30,000 to redirect the mainline. Discussion followed. The Board of Directors directed staff to move this item to the May 22, 2014 Board meeting. There were no additional questions or comments. 11. Future study session items Recommendation: That the Board of Directors provide staff with direction on the type of items to be placed on future study sessions. Director Schafer requested an update on the Deputy District Clerk position. Director Ooten requested that Mr. Carroll to review the recent video of the Costa Mesa Planning Commission meeting regarding the organics recycling program for new development. ORAL COMMUNICATIONS Vice President Scheafer announced the Bill Nelson, of the California Special Districts Association (CSDA) Board of Directors (Region 6), announced that CMSD is one of two special districts in the state to be awarded the Gold Recognition Certificate for Good Governance from the Special District Leadership Foundation. Discussion followed regarding the election for the alternate’s seat on LAFCO. There were no additional questions or comments. ADJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meeting at 11:24 A.M. _________________________ _________________________ Art Perry James Ferryman Secretary President