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Minutes - Sewer System - 2010-07-130 COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING JULY 139 2010 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on July 13, 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: Gary Monahan, Art Perry, Bob Ooten, Jim Ferryman STAFF PRESENT: Scott Carroll, General Manager; Thomas A. Fauth, Operations Manager; Sherry Kallab, Administrative Manager; Rob Hamers, District Engineer; Yefim Tsalyuk, Senior Engineer; Karl Dulake, Maintenance Supervisor; Paul Guzman, Inspector; Joe Limon, Inspector OTHERS PRESENT: Jim Lamond, Newport Mesa Unified School District Director of Facilities Development Planning /Design; Bill Catron, Architect MONTHLY SSO STATISTICS Mr. Fauth reported a new spill in a multi - family complex originating from the private lift station on the property. The spill was caused due to a blockage in the District's main line. The blockage of woven material was located at a low point in the line. Effluent flowed from the lift station through the private property onto the parking lot down a gully and up to the storm drain located on Canyon Drive. Mr. Fauth stated there was no evidence of it going into the storm drain or the public right of way. An estimated 40 gallons soaked into the ground and was not recoverable. The District will reimburse the property management company for private plumber costs incurred. Mr. Dulake reported the private pump station was small with no alarm system. NMUSD REQUEST TO SPAN OVER CMSD EASEMENT WITH 2ND FLOOR AT CMHS Mr. Hamers introduced Jim Lamond, Newport Mesa Unified School District ( NMUSD) Director of Facilities Development Planning /Design and Bill Catron, Architect and Senior Project Manager for Costa Mesa High School (CMHS). Mr. Hamers provided the Committee with a report supporting the proposed 2nd floor span of a new building over the District's sewer easement subject to: 1) verification of no surcharge to the District sewer main due to building footing 510- COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 13, 2010 PAGE 2 designs; 2) verification access will be provided to the sewer main and to the easement in and around the proposed building; 3) verification sewer maintenance activities will not be compromised by building location or design; 4) NMUSD agrees to reimburse CMSD for any maintenance or repair requiring work underneath the proposed building /asphalt walkway located on the CMSD easement; and 5) completion of CMSD attorney's formal agreement for approval and execution by the CMSD and NMUSD. The Committee reviewed site plans. Mr. Hamers reported CMSD will not have a manhole under the span area so Staff would not be required to go under the easement on a regular basis, only if there is a need for excavation. Mr. Hamers reported excavation would be unlikely due to the spiro wound liner OCSD placed in the pipe when OCSD transferred the line to the District. Mr. Lamond reported CMHS parents are interested in a middle school enclave to limit interaction between middle school and high school students. Mr. Catron provided an overview of the project and reported the clearance between the span and District lines would be 11 feet. Mr. Tsalyuk questioned the distance of the columns from the center of the sewer line. Mr. Catron reported the centerline of the easement, on either side, would be at least 15 feet and the footings for the columns would be deep enough not to impose a load on the sewer line. Mr. Tsalyuk asked the number of columns and the distance between the columns in the longitudinal direction. Mr. Catron reported there are two to three columns and in the north /south direction probably 15 feet or so. Mr. Carroll requested the three dimensional design be made available for the Board Meeting. The Committee will recommend approval to the full Board at the July 22, 2010 Board Meeting with the provision any chargeable items are paid by NMUSD. OVERSIGHT OF PRIVATE PUMPING STATIONS Staff provided a list of 26 private pumping stations, identified to date, along with a draft flyer and a copy of the District's maintenance chart. Staff recommended two meetings per year with the maintenance firm responsible for the private pump stations. Staff could inspect the pumps, electrical, valves and related items. Mr Fauth presented a sample maintenance log similar to the District's pump station maintenance log. Director Ooten recommended expanding the program to have a couple of office meetings per year to discuss regulations, case histories and fines. Mr. Dulake reported some of the pump stations are in fair shape and some are not. Mr. Dulake noted most owners do not want to spend the money for regular pump station maintenance. Director Ooten suggested once owners understand the importance of spending the money for maintenance they would be more inclined to participate. Mr. Dulake recommended fines to ensure compliance. Director Ooten stated the regional board will assist with owners who don't follow through with the work required. Director Ooten recommended having Ken Tyson, WDR regulator, attend the first meeting to explain the legal requirements. Director Perry asked if we could set up the program similar to SLAP program.. Mr. Carroll agreed to explore the option. Staff reported multiple meetings may be required dependant upon the number of people attending. #171 IRVINE PUMPING STATION FORCE MAIN REHABILITATION - ADDITIONAL DISCUSSION Mr. Hamers referred to the handout in the packet regarding the Irvine Pumping Station. The Committee discussed all options for rehabilitation of the line at their last meeting. The Committee favored using the HDPE liner due to cost savings. The cost for lining the entire system is approximately $185,700 while the cost for replacing the entire line is over a $1,000,000. The • U • COSTA MESA SANITARY DISTRICT ° A MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 13, 2010 l�opsn,�r°r PAGE 3 Board asked for additional information regarding HDPE (high density polyethylene pipe). Mr Hamers provided a sample of 12" HDPE. The 12" HDPE liner will be placed inside the 14" pipe. Mr. Hamers stated this is an excellent opportunity to use the HDPE liner, save money and come out with a great final product. Mr. Hamers acknowledged the 14" pipe is corroded but the District has experience in removing corrosion from the inside of pipe. The corrosion from the inside of the pipe will have to be removed in order for the liner to fit inside. Staff is not certain of the amount of corrosion in the pipe. Cured in place pipe (CIPP) will be used under the intersection of Santa Ana Avenue where there is a storm drain and other utilities with too many bends to pull the liner through that section. Laguna Beach is the only agency that may have used HDPE as a liner in Orange County. Staff is waiting on a call back from Laguna Beach for confirmation. There is some 12" PVC pipe in the line from phase 1 of the project. The life expectancy of HDPE is about the same as the life expectancy of plastic pipe. The life expectancy ranges from 50 to 100 years. Director Ferryman questioned if the HDPE is inert. Mr. Hamers reported there should not be any pipe corrosion and the area of pipe placement has not had chemical issues before. There will be 7 open excavations through the almost 3000 feet of line. The cost: includes cleaning the corrosion, CCTV, couplings and liner. Mr. Carroll added this would eliminate illegal connections to the line. Director Ooten asked where the two previous leaks on the line were located. Mr. Guzman reported the two breaks occurred on the dirt area on Mesa Drive between the pump station and Santa Ana Avenue, one in 1996 and one in 2001. Both breaks were about a 2 1/2 inch blow -out. Mr. Guzman estimated about 10 to 15 thousand gallons were lost each break. It was recommended if the Committee likes the option they should direct Staff to come back with a proposal for design costs. Upon Board approval of the proposal, Staff will come back with plans and specifications. Director Ooten requested Staff prepare a plan for emergency contacts for assistance in the event of a spill at this location and to bring the plan back to the Committee. #183 SYSTEM WIDE SEWER REPAIR — GRADE 5 REPAIRS Mr. Hamers provided options to the Committee to complete the grade 5 repairs in the four year time frame selected by the Board. The total of 255 grade 5 repairs divided by four years means an average of 64 repairs are required per year to achieve the Board's,goal. Option one is to put all 64 repairs together on one set of plans and specifications and put it out to bid. Option two is to have Staff pace the repairs at five or six per month and obtain three bids using informal bidding. Option three is to allow staff to get the work done with one or two bids if three bids are not easily obtainable. Mr. Carroll voiced his preference of using option two reasoning this option demonstrates to the public we are going out to bid, getting the best price possible and the District is doing its due diligence protecting the public's money. Mr. Hamers recommended waiting until after the Board meeting and review of the new purchasing policy so the Committee can evaluate this project and the method at the same time. Director Ooten questioned the amount of time it would take to draw up the plans and specifications and go out for bid. Staff estimated a four month time frame for the full bid process. Director Ooten voiced his opinion he would like to see. Staff moving along on the repairs. Mr. Carroll added each method has its pros and cons but wanted to put it on the table for the Board to consider. Director Ooten stated the bidding climate is extremely good right now. A COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 13, 2010 & R PAGE 4 CONVERSION OF SEWER ATLAS TO GIS — ATLAS 98% COMPLETE; NOTICE TO PROCEED ON CMMS The sewer atlas is approximately 98% complete. EEC was given notice to proceed on phase two of the project at the end of June. Mr Fauth provided the Committee a set of ten color -coded maps. The maps address the overall approach Staff took dividing up the District main lines for cleaning purposes. One overview map includes the annual, biennial and triennial gravity mains along with an individual map for each. Six additional maps detailed the areas to be cleaned each year for six years when the process starts over. Director Ooten agreed the maps answered his request for more information regarding the general areas being cleaned every year. Director Ooten recommended adding private pump stations to the GIS. Staff will check with EEC regarding the possibility. Mr. Fauth stated Ramon, EEC, teaches GIS and has provided Staff with websites providing free GIS training. Isidro Gallardo, District Code Enforcement Officer, has already completed half of the course . and should be able to assist the District with GIS maintenance when the project is completed. National Plant plans to complete the catch up cleaning phase by the end of next week. CMSD SEWER CLEANING PROGRAM - UPDATE - ANNUAL, BIENNIAL, TRIENNIAL Mr. Fauth covered this topic in the discussion regarding sewer atlas to GIS. • LITTLE CORONA SEWER SPILL Mr. Fauth provided an article describing the18,000 gallon sewage spill from a five year old force main causing a beach closure in Corona Del Mar. LETTER TO SEWER LATERAL ASSISTANCE PROGRAM PRIVATE PLUMBERS The Committee reviewed a sample letter sent to area plumbers detailing the SLAP program to refresh their memories of the presentations Mr Fauth gave in May 2010. The seminar will be offered on an annual basis. Director Ooten recommended reminding plumbers to let the District know when they are going to be cleaning heavy roots from laterals or encounter a problem area. CMSD PROJECTS: PROJECT #129 — BRISTOL STREET SEWER PROJECT Payment was received from OCDA. Staff is arranging an agreement for the final phase of the project. PROJECT #186 — SEWER LATERAL ASSISTANCE PROGRAM Mr. Fauth reported finding no correlation between the highs and lows of program activity versus the time of year. • • 0 of COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 13, 2010 00 PAGE 5 PROJECT #187— DISTRICT YARD Mr. Fauth reported the following progress on the yard project: • Electrical power is on • Meters are installed • Phone lines into the building are complete • Painters are touching up the inside of the building • Gate is being adjusted • Solar panel installation has been signed off • Plumbing and water is on • Fuel tank is set to be tested • Panel garage door has been painted to match the building • Monument sign is in place Mr. Fauth recommended waiting to have the grand opening after receiving the USGBC certification toward the end of November or beginning of December. Mr. Hamers reported in early January the street improvements would be complete and we would have received the USGBC plaque. Project #101 - WESTSIDE PUMPING STATION ABANDONMENT Mr. Hamers put a small budget together for the first year participation in conjunction with the OCSD project to attend meetings, studies etc. Mr. Hamers will contact OCSD to find out when they will name the engineer on the project. PROJECT #189 — REHABILITATION OF SIX SEWERS TRANSFERRED TO CMSD Mr. Hamers reported the project will be sent out to bid soon. SSC MEETING SCHEDULE The next meeting is scheduled for Tuesday, August 17, 2010 at 9:00 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Monahan adjourned the meeting at 11:50 a.m. `0 C +l SECRET Rx"; PRESIDENT