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Minutes - Sewer System - 2007-08-08• COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING AUGUST 8, 2007 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on August 8, 2007, at 11:00 a.m. at 628 W. 19th Street, Costa Mesa. Director Monahan called the meeting to order at 11:05 a.m. DIRECTORS PRESENT: Gary Monahan, Bob Ooten DIRECTORS ABSENT: Jim Ferryman (absence excused) STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Thomas A. Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Karl Dulake, Maintenance Supervisor; Paul Guzman, Inspector; OTHERS PRESENT: None CMSD SANITARY SEWER OVERFLOW (SSO) STATISTICS, RISKS AND MAINTENANCE UPDATE Mr. Fauth presented the overall Sanitary Sewer Overflow (SSO) statistics for 2007 which remain unchanged since June 15, 2007 — grease caused five SSOs, tree roots caused one SSO and Other issues such as debris blockage and a pump station bubbler failure caused two SSOs. Of note, zero SSOs have occurred in areas National Plant Services, Inc., (NPSI) have cleaned District main lines. Mr Fauth and Mr Hamers identified recent telemetry issues including the recent loss of a Verizon Cell Tower. This loss limited telemetry to allowing stations to call into the SCADA alarm but did not allow CMSD interrogation of 13 individual pump station Remote Terminal Unit (RTU) sites. TRC validated the status such that there was not a loss in reporting to the SCADA alarm. Director Ooten suggested considering alternative options as backup for the telemetry. Paul Guzman suggested researching the feasibility of using land - lines. Mr Hamers suggested Staff research the possibility of TRC incorporating a signal indicating a • • arr� COSTA MESA SANITARY DISTRICT aye MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING AUGUST 8, 2007 PAGE 2 "COMMUNICATION ERROR" to first responders, if possible, especially for catastrophic failures. Mr Fauth discussed the process for reporting "NO SSOs" and validating the Sewer System Management Plan (SSMP) in the California Integrated Water Quality System (CIWQS). Staff continues to evaluate options to address the highest risk pump station (PS) concerns such as to back -up or potentially replace PS bubbler systems. Mr Fauth presented the "Prioritized Pump Station Retention Times" chart identifying the criticality and hours of wastewater retention by PS. Canyon PS is the most critical with a one hour retention time and 21 st St PS is the least critical with a 10 hour retention time. Mr Fauth and Mr Dulake explained the "CMSD Pump Station Risk Analysis" chart identifying the potential factors from low to high risk and from low to high frequency of occurrence. The factors are categorized and will be placed objectively on the chart. Mr Dulake presented the CMSD Pump Station Maintenance Chart. Director Ooten suggested employing a thermography (Infrared Thermal Imaging) technique to detect heat in control panels. Mr Guzman recommended identifying PSs with and without surge protection. Additional detailed Risk Analysis for preventing PS SSOs will be presented at the August 13, 2007 Sewer System Subcommittee meeting. POTENTIAL TRANSFER OF SEWER LINES FROM OCSD TO CMSD Mr Hamers discussed the potential transfer of two OCSD lines to the CMSD, a 15" line in Bear Street and an 18" line in Avenue of the Arts, with OCSD representatives. This would effectively transfer these lines from a regional large diameter pipe agency to a local agency. A regional agency generally owns and maintains sewer lines with large diameters (greater than 30 inches). Local agencies generally transport sewage to these trunk lines. Discussion centered on historical transfers and the rationale for the transfers. Following CCTV and any required line repairs, the transfer would result in additional revenue for CMSD at little cost for CMSD to maintain the lines. These locations have Food Service Establishments (FSEs) and require Fats Oils and Grease (FOG) management within the CMSD. Director Ooten recommended notifying the site owners of the transfer while the transfer documentation is in development. Mr Hamers will present the topic to the Board at the August 9, 2007 CMSD Regular Board Meeting. CMSD PROJECT #101 - WESTSIDE PUMP STATION ABANDONMENT The two options OCSD costed are as follows: 1. Option 1: $9.0 M for a gravity flow system. 2. Option 2: $6.6 M to rebuild the City of Newport Beach Pump Station and the force main. • • yAAfTg�.0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING AUGUST 8, 2007 PAGE 3 Mr Hamers is preparing the projected CMSD costs. SEWER LATERAL ISSUES Mr Hamers reviewed the purpose of the draft "Sewer Lateral and Clean Out Financial Assistance Program" and accompanying Application to assist residents requiring lateral repairs and clean out installations. The, draft states "CMSD will contribute 50% of the residents' costs up to a maximum of $1,800 ". The purpose is to encourage residents to maintain (clean and CCTV) their laterals on a regular basis to achieve zero SSOs. Mr Hamers explained the draft "Sewer Lateral "Surge "" flyer to be distributed to facilities with a history of experiencing or potentially experiencing a surge during CMSD main line cleaning. Staff included the Lateral Assistance program in the 5 -Year Capital Improvement Program for FY 2007 -08 Through FY 2011 -12 at a level $100,000 per FY. Director Monahan recommended press releases for all high visibility District projects such as the Lateral Assistance Program, District website launch, and other Special Programs. CMSD EMERGENCY RESPONSE - DISTRICT YARD UPDATE Staff continues to coordinate with Mr Don Gregg to acquire the site at 174 West Wilson Street. Mr Fauth presented the draft architect site plans from Mr Bob Thornton of RTA, the site architect. The site is envisioned as having a.5,460 SF building on an 18,200 SF lot. The minimum District Yard requirements to respond to SSO emergencies remain as follows: a. Location: Centralized District location for equalized response; b. Lot Size: 9,000 to 12,000 sq ft for outside storage and parking; c. Building Size: 2,500 to 5,000 sq ft for office, hoist repairs and storage; Siting issues include the availability of property, the property zoning (MG needed), the City of Costa Mesa requirement for a conditional use permit (CUP requires 10 -12 weeks to obtain approval) and the four zoning overlays in place. The overlays are: 1. South of Bristol Entertainment, Culture and Arts Urban Plan (SoBECA); 2. Mesa West Bluffs Urban Plan; 3. 19 West Urban Plan; and 4. Mesa West Residential Ownership Urban Plan. Mr Fauth presented the "Annualized CMSD Crew vs Contractor Costs" chart noting the annual cost savings of an in -house crew would be $216,947 over one year and $2,169,470 over a 10 -year period, excluding inflation. n7� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING AUGUST 8, 2007 `��oaatb PAGE 4 • Director Ooten recommended identifying additional "District -owned Yard" cost savings such as fuel savings from contractor co- located equipment parking and document storage savings from the current storage facility. NEXT MEETING The next meeting is scheduled for September 12, 2007 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Chairman Monahan adjourned the meeting at 12:40 p.m. /" • SECRETARY,-' • PRESIDENT