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Minutes - Sewer System - 2007-03-21r� COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING MARCH 21, 2007 CALL TO ORDER Four Directors of the Costa Mesa Sanitary District Board met in Committee session on March 21, 2007, at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Monahan called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Jim Ferryman, Gary Monahan, Bob Ooten, Art • Perry STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Thomas A. Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; ORANGE COUNTY SEWER SPILL STATISTICS UPDATE Staff presented the concept of an in -depth Survey documenting how the CMSD compares to local, similarly sized jurisdictions regarding the following categories: - Population - # Sanitary Sewer Overflows (SSOs) - Annual volume of Public SSOs - Volume of public SSOs not recovered - # Miles of Main Lines - # Miles of Laterals - # Lateral Connections - # Pump Stations #Man holes Annual O &M Budget - Annual CIP Budget - Lateral Maintenance Policy • • 0 fA�rT� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MARCH 21, 2007 � PAGE 2 The overall consensus was to curtail the survey as there is too little of a benefit to the District for the time and resources required to acquire the data. However, Staff will refine the number of laterals CMSD serves, currently estimated in a range of 25,440 to close to 30,000. The Committee reviewed the City of Costa Mesa "Tree Roots in the Sewer? Frequently Asked Questions" handout used to assign responsibility for sewer lateral repair costs. This document is the official City of Costa Mesa written policy. Residential claims to the City of Costa Mesa have been submitted in the past, resulting in a lot of work on the resident's part to resolve issues when City trees cause sewer lateral problems forcing repairs. Mr Fred Willie McLendon of 1934 Flamingo Drive requested Mr Hamers potential assistance in supporting a claim against the City for such a situation. Specifically, a tree broke the driveway, curb and gutter and sidewalk. The City denied the claim stating "the tree could not have caused the damage" — Court date is set for .April 16th, 2007. The District approach is to encourage the resident to file a claim with the City of Costa Mesa and document the repairs with photographs. Mr. Fauth is drafting the CMSD Sewer Lateral Maintenance Position Letters to CASA and to the local Realtors and Property Managers. SEWER LATERAL LEGISLATION AND ISSUES CMSD Backcharge receipts for District resources expended to resolve SSOs is at 100 %. To date, CMSD has backcharged $23,921.98 and received all payments for events occurring since March 11, 2005. The Committee reviewed the notes from the 9:30 a.m. March 15, 2007 OCSD hosted "Presentation on Sewer Lateral Ownership." Mr. Fauth's Summary Notes were handed out with the following highlights: - Mr. Hamers introduced elected Board Members from several agencies. - Mr. McNelly gave an OCSD Welcome and Overview of OCSD Operations. - Mr. McNelly presented a case study of his lateral CCTV inspection. - Four organizations presented details regarding their policies and approaches to lateral maintenance: City of Newport Beach (Ed Burt), City of Santa Ana (Ray Burk), El Toro Water District (Ralph Palomares) and City of Fullerton - (Bill Roseberry). - Point of Sale Ordinance Options. - Lateral Insurance. - Criteria for Lateral Inspections, Replacement and Repairs. - Tree Ownership and Sewer Root Problems. • shut r�8r COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MARCH 21, 2007 l PAGE 3 CMSD Directors concurred the POS approach to lateral inspections is a "hit- and - miss" program and less desirable approach to reducing SSOs. An inspection program should be comprehensive and apply to all possibly when there is a major facility change /improvement or on a standard time schedule such as every 10 years. Additional reasons to enforce a lateral inspection could be under the following conditions: - When an SSO occurs on or near the property due to the property lateral. - When facilities undergo Condo Conversion - Major Remodeling. - Adding significant fixtures. Director Monahan suggested the District examine a Cleanout Assistance Type Program and consider the impacts of working with the City of Costa Mesa to install Cleanouts in the Public Right of Way (ROW). Directors desire to have the following in -place for the next regular Board Meeting: a. Alan Burns concurrence on the CMSD Approach; • b. Go forward with bringing the City of Costa Mesa on board with the District for lateral inspections and lateral repairs. c. Compare the lateral inspection process to that of electrical or termite inspections. d. Note the lateral inspections program could save life cycle costs. e. Note the CMSD and the City of Costa Mesa are next to the Coast. CMSD EMERGENCY RESPONSE - DISTRICT YARD The District Staff continues to work with realtors to acquire available City of Costa Mesa property for a potentially centrally located CMSD yard. Mr. Fauth outlined the minimum District Yard requirements to respond to SSO emergencies as follows: a. Location: Centralized District location for equalized response; b. Lot Size: 10,000 to 12,000 sq ft for outside storage and parking; c. Building Size: 3,000 to 5,000 sq ft for office, hoist repairs and storage; The District is pursuing the 1780 Whittier Ave location through Don Gregg and Alan Burns and the Ward's Attorney, Burnett Jackson. Another property at 2418 Newport Blvd is a potential location, currently under construction to build a facility with bay doors and sufficient outdoor parking. Staff will clarify if there are any lease issues. • • • ` Iar COSTA MESA SANITARY DISTRICT Q$ MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MARCH 21, 2007 PAGE 4 Mr. Fauth will update the cost analysis sheet comparing contractor costs to in -house crew costs including National Plant Systems, Inc, JIMNI Systems, Inc. and C &R Drains to respond to Maintenance Cleaning, Hotspot Cleaning, Pump Station Maintenance and Emergency Response. OCSD PARTICIPATION IN WESTSIDE PUMP STATION ABANDONMENT The meeting between OCSD and CMSD is set for March 29, 2007 at 9:00 a.m. at the OCSD Administration Building to discuss the next steps towards abandoning six additional CMSD pump stations and replacing them with a gravity line. CLOSURE The next meeting is scheduled for April 18, 2007 at 10:30 a.m. ADJOURNMENT Chairman Monahan adjourned the meeting at 12:20 p.m. j. SECRETARY