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Minutes - Sewer System - 2010-02-16• COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING FEBRUARY 16, 2010 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on February 16, 2010 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, Bob Ooten STAFF PRESENT: Scott Carroll, General Manager, Thomas A. Fauth, Operations Manager; Sherry Kallab, Administrative Manager; Rob Hamers, District Engineer; Karl Dulake, Maintenance Supervisor; Debbie Bjornson, Permit Processor; Joe Limon, Inspector; Paul Guzman, Inspector OTHERS PRESENT: Jim KOIk, EEC MONTHLY SSO STATISTICS Mr. Fauth reported no spills occurred since October 20, 2009. CMSD INFLOW REDUCTION PROGRAM Mr. Hamers reported Staff has been active during the recent rains. Mr. Limon reported he has plugged over 200 holes. Staff has seen a reduction in flow at the pumping stations. All but one hole in the covers are either being sealed or plugged. Mr. Dulake reported he has sealed over 280 manholes. Information from the meter OCSD installed on the east side has been requested, but is not available yet. Staff has prepared spreadsheets to compare pump station run times from dates with rains over one inch to dates of dry weather. A report will be made available for the March 25, 2010 Board meeting. Mr. Hamers provided the Committee with a questionnaire he, working with OCSD, developed for WDR to send to member agencies for response by March 1, 2010. The Committee reviewed the CMSD response to the questionnaire. Mr. Hamers stated inflow and infiltration should be a small percentage of dry weather flow. OCSD is finding two to three times the dry weather flow in some areas such as the Dover truck. Mr. Fauth brought to the Committee's attention normal flow averages of 211 million gallons a day compared to over 400 million gallons when we have wet <aiw COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING u r� FEBRUARY 16, 2010 a< r, •�,��, • �� },,. AGE 2 JRA9�.. weather flow per day. The report identifies the number of gushers, runners, drippers and weepers in District lines. The two gushers identified in the CMSD system have been repaired. Director Ferryman questioned if the District should be plugging the manholes given the inadequate storm drain system and related flooding issues with City of Costa Mesa streets. Mr. Hamers responded under WDR and OCSD ordinances it is the District's responsibility to keep the water out of the sewer system. Director Monahan noted there are no funds available for the City to address storm drain issues. Mr. Guzman reported the City of Costa Mesa is raising manholes higher with new projects. The City of Newport Beach has been raising all their manholes over the last five years. Staff will ask the City of Costa Mesa for a list of flooded streets. CMSD MAP UPGRADES /GEOGRAPHICAL INFORMATION SYSTEM /CMMS- UPDATE Jim Kolk, EEC, provided the Committee with an update of the progress of the GIS project. Conversion of the data into GIS is almost complete. CMSD Staff is reviewing the maps noting items needing correction. Updating the maps with requested corrections will be the final step in the conversion process. Pipe segments and cleaning frequencies have also been entered into the database. Entry of lateral lines are almost completed. Mr. Hamers estimated there are 35,000 lateral lines in the District. Mr. Caroll has made a public records request for parcel data information from the County Assessor's office and is waiting for a reply. Director Monahan stated the City of Costa Mesa has sent all the information they can. Mr. Hamers agreed Mr. Kirkbride, City of Costa Mesa, has been very helpful. Mr. Fauth referred to an e-mail provided in the packet indicating the first phase of the project is almost completed. SCADA UPGRADE STATUS - UPDATE Staff provided a report from TRC stating the project is 61 % complete. The agreement states the project will be completed by March 31, 2010. The headquarters and the pump stations should be completed on time, however, the District Yard portion of the project cannot be implemented until construction of the Yard building is complete. Director Ooten questioned if training is included in the package. Mr. Fauth acknowledged training is part of the package. CMSD SEWER CLEANING /CCTV PROGRAM - UPDATE Mr. Fauth included the National Plant agreement updated to include an additional 400,000 linear feet. The agreement has been sent to Dennis Keene, National Plant Services, for approval. The agreement includes the agreed upon price of .35 cents per linear foot, the sealing of manholes and the one percent CCTV of the lines to validate the cleaning process. Director Ooten recommended making a change in the last line of the agreement from pic holes to vents and pic holes and to note the District standard is to leave one vent hole per cover open. Mr. Hamers stated the District inspectors and Mr. Dulake will provide a list or accompany the crew noting the covers they want plugged. FOOD SERVICE ESTABLISHMENT STATUS - UPDATE Mr. Kolk, EEC, reported ten new initial inspections,186 "Best Management Practices" investigations, 155 grease removal inspections and 46 total compliance inspections have been conducted year to date. There are a few new food service establishments (FSEs). Pasta x _ COSTA MESA SANITARY DISTRICT ;`S_ $�' MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING nil FEBRUARY 16, 2010 PAGE 3 Connection, now located at their new location 1969 Harbor Blvd, had issues with grease discharge at their previous 19`h and Newport Blvd location,. The Pasta Connection owners assumed since the new location had previously been a restaurant they did not have to submit plans or get approval from the District. The grease removal device at the location is too small. EEC staff met with the owners and discussed District requirements and the size of interceptor required for that size of restaurant. They were given several options; install a gravity grease interceptor, use of smaller hybrid devices, or use the existing device as long as they provided adequate maintenance. Adequate maintenance in their case is cleaning twice a day. They chose the less expensive route of maintaining the existing interceptor. Paperwork regarding the required maintenance was signed. Mr. Kolk has since received a call from a contractor requesting information regarding what is required to install a grease interceptor at the facility and reported they are working on plans for submittal to the District. Mr. Dulake reported he has had several conversations with the contractor but no plans have been received at the District. Director Ferryman questioned if the City should be sending owners to the District when plans are submitted to them. Mr. Hamers advised the City is supposed to forward plans to both the District and Mesa Water and that we have requested to be added to the City's sign off card when construction is completed. Mr. Hamers stated we should also ask for non - approval of building permits until the District has issued approval. Ms. Bjornson noted the Pasta Connection did not submit plans to the City either. Director Monahan confirmed if a restaurant is opening where a prior restaurant was located and does not stay open past a certain hour they are not required to submit plans to the City. The recommendation was made to check with the Orange County Health Care Agency to see if they can be of assistance regarding the issue. Staff will provide a report on the process using the three establishments that slipped through the cracks as • examples. II Dolce has been inspected and has the appropriate interceptor. The Meat Market only has minimal cooking in the form of an outdoor BBQ grill. There is potential to create FOG in the form of meat trimmings, however, meat trimmings generally would not be put down the drain. They do have a rendering barrel. EEC will keep an eye on the establishment and if they are found to be causing issues in the District's sewer line they will be re- visited. In concluding Mr. Kolk reported EEC staff happened on a facility whose interceptor was about to overflow. The problem was caused by a blockage downstream. The interceptor had been pumped the night before. Mr. Kolk advised either the pumper saw the condition and did not report it or some of the grease had been passed down into the discharge side of the interceptor causing the blockage. Mr. Fauth added photographs of the Pasta Connection hydro mechanical interceptor are included in the Committee packet. SARBS -CWEA COLLECTIONS TRAINING SEMINAR 1 -21 -10 Mr. Fauth reported the training was well attended by Staff. Mr. Hamers did give a presentation about the District's Sewer Lateral Assistance Program (SLAP) and it went very well. CMSD PROJECTS: PROJECT #101 — WESTSIDE PUMPING STATION ABANDOMMENT A detailed report updating the status of the project is included in the Board packet. • PROJECT #129 — BRISTOL STREET SEWER COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING FEBRUARY 16, 2010 'n PAGE 4 Mr. Hamers advised a separate Attorney Client update is on the Board agenda. Director Ooten, stated if he is briefed on the project he would be willing to meet with County Supervisors to discuss the issue. Mr. Carroll will have Staff contact Mr. Moorlach's office to set up a time to meeting date to discuss the issue. Mr. Hamers stated he is happy to set up a meeting to review the project history for Director Ooten and believes a meeting with Mr. Moorlach is a good idea. PROJECT #182—CCTV RESULTS Mr. Hamers provided a detailed report of the findings. The executive summary will be included in the Board packet for the upcoming meeting. Problems are rated from one to five in either structural or maintenance categories. The District has 239 grade five structural problems and 34 grade five maintenance problems. The District also has 1500 grade four problems. Grade five are considered severe and should be fixed now. Grade four should be monitored because they will soon be grade five. The report sets the stage for the District's repair program. Director Ooten questioned if the project was completed. Mr. Hamers acknowledged the project is complete. The recommended repairs will be a separate project. Mr. Hamers discussed the District adopting the Uniform Cost Accounting Method to allow informal bidding for projects less than $125,000. Mr. Carroll voiced his concerns regarding the public's perception of not bidding out projects. Mr. Carroll discussed putting together new purchasing procedures regarding purchasing limits, when we go out to bid, what type of bidding procedures we would follow and what type of contract we would sign. Mr. Carroll agreed with Mr. Hamers it is more bureaucracy and more time consuming but thinks we need to show there are procedures in place to show we are managing the public's money properly. Director Ferryman questioned the scope dollar wise. • Mr. Hamers stated the first 60 structural repairs are estimated to cost around $700,000. to repair. Director Ooten questioned if carryover funds from the prior year were available. Mr. Hamers confirmed there are carryover funds.. PROJECT #186 — SEWER LATERAL ASSISTANCE PROGRAM Mr. Hamers reported Staff decided four new two -way clean out standards was too confusing and changed back to one standard. Mr. Hamers will be signing off on the standard later today. It will become part of the District's standard plans and specs. Mr. Fauth reported he contacted Erlene, Rescue Rooter manager, requesting corrections to a document they created regarding the SLAP program. Director Monahan questioned if the document could be used for other plumbers. Mr. Fauth plans to provide a document for plumbers regarding the SLAP program requirements. Mr. Fauth wants to make sure homeowners don't sign agreements with plumbers before the District reviews the video of their lateral line. Mr. Fauth plans to have a seminar for plumbers to review program requirements; the date has not been determined. PROJECT #187— DISTRICT YARD Mr. Hamers reported the District Yard project is moving along nicely and estimates the project will probably be a little over 50% completed by this month's Board meeting. 5, 000 GALLONS OF SEWER SPILLS INTO STORM DRAINS — LA JOLLA 1/22/10 • Mr. Fauth provided a newspaper article regarding a 5,000 gallon sewer spill, noting the District is preventing these type issues from happening. -�_ COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING FEBRUARY 16, 2010 PAGE 5 • OTHER Director Monahan reported there are some housing projects moving forward and questioned the District's progress on the connection fee upgrades. Mr. Hamers stated District legal counsel has prepared preliminary information ready for Board discussion. SSC MEETING SCHEDULE The next meeting is scheduled for Tuesday, March 16, 2009 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Ferryman adjourned the meeting at 11:50 p.m. 0\� • ti , J `' SECRET Y •