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Minutes - Sewer System - 2011-09-13• 0 • COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING SEPTEMBER 13, 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on September 13, 2011 at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. President Ooten called the meeting to order at 10:30 a. m. DIRECTORS PRESENT: Bob Ooten, Jim Ferryman, Art Perry, Mike Scheafer, (Directors Perry and Scheafer, and attending as observers only and not participating in discussions.) STAFF PRESENT: Scott Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District; Rob Hamers, District Engineer; Yefim Tsalyuk, Senior Engineer; Joe Limon, Senior Inspector OTHERS PRESENT: Ramon Gallegos, Environmental Engineering & Contracting (EEC) STANDING REPORTS There was one new sanitary sewer overflow (SSO) to report occurring on August 18, 2011 at 20291 SW Cypress. Mr. Carroll reported Staff performed a CCTV on the line and there was a large root ball in the line. Staff is obtaining estimates on fixing the problem. NEW DISCUSSION ITEMS SEWER CLEANING PROGRAM Mr. Hamers introduced Ramon Gallegos from EEC. Ramon was instrumental in developing the District's sewer cleaning maps and producing the new six -year cycles of what is cleaned each year. Two items that became prevalent with regard to the sewer spill. There is a gap between the old and new sewer cycles causing some of the lines not being cleaned between their designated cycles. Ramon analyzed this problem and will present a recommendation. The cleaning cycles may require using a root cutter in the lines having roots and the frequency of cleaning some of the lines may have to be changed. EEC is under contract to turn the sewer • • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING SEPTEMBER 13, 2011 PAGE 2 atlas into GIS, create computerized maintenance management system and to create a hydraulic modeling program as a capacity evaluation tool. Ramon stated the District has some cleaning frequencies assigned to each pipe segment and asked if the cleaning frequency was inadequate. Mr. Hamers stated the cleaning cycles were developed before the CCTV data was analyzed. Ramon reported on the breakdown of the cleaning frequency of the lines and stated a lot of analysis is coming from CCTV that was collected in 2006, 2007, 2008 and 2009. Thirteen percent of the system does not have data. Currently, the District is cleaning 500,000 feet a year based on annual, biannual and triennial cleaning and if those segments having an issue were bumped up one cycle, the District would be cleaning an additional 55,000 feet per year. Vice President Ferryman questioned if chemicals were used along with the root cutter. Mr. Hamers stated Staff has not found a chemical product that is effective in the clearing of roots. Another possibility is yearly cleaning by CMSD crews instead of contracting out. Ramon stated another option is bumping up to annual cleaning of pipe sections having root intrusion. Mr. Hamers stated National Plant is not removing roots; the District maintenance staff needs to specify use of a root cutter to cut the roots rather than by jetting with a warthog nozzle. An option is to have the CMSD perform root cutting and National Plant would just perform cleaning. The District will have new maintenance staff to assist in this endeavor. Mr. Gallegos presented his recommendations as follows: Root Intrusion: Increase all pipes with Medium or Ball roots at least one cleaning frequency. An alternate option is to increase all pipes with medium or ball roots to annual cleaning. CCTV some of the pipe segments having significant root intrusion observations to get a better understanding of the risk. Address those pipe segments posing a significant risk Look at the pipe segments having a high weighted score to find candidates for repair /replacement Have CMSD cleaning crews address root intrusion. Cleaning Gap: Commence 2012 cleaning now. Have CMSD crews clean those pipe segments having a significant gap and that will not be cleaned during the 2012 cleaning cycle. A cost analysis of yearly cleaning by CMSD crews instead of contracting out, from an hourly standpoint, discloses it is less expensive for the District to clean than National Plant Services. A meeting for further discussion on the sewer cleaning program is scheduled for Friday, September 16, 2011 at 10:00 a.m. • U COSTA MESA SANITARY DISTRICT pgAfitfq� MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING " 40 ,toy u SEPTEMBER 13, 2011 PAGE 3 RISK OF LARGE SPILL IN NEWPORT BEACH UPPER NEWPORT BAY (BACK BAY) Mr. Hamers stated one of the biggest risks to the District is polluting the Back Bay and being fined by the Water Boards up to $2.00 /gallon for every gallon that makes it into the Back Bay. The District's risk is the 23 Id Street pumping station that is literally across the street from the Back Bay and, should the 23d Street pumping station have a major malfunction, water would come out of the ground, go into the storm drain, go under the road and straight to the Back Bay. Irvine pumping station — 50 feet of curb and gutter, then goes into catch basin, then across the street and it is in the Santa Ana Delhi Channel. The District has some major risks and has been considering items such as standby diesel generators, parallel force mains and plans to block storm drains. These items should be considered to keep the spill out of the waters of the state as that is where the District would be subject to a fine. The District needs to consider additional planning to block storm drains, consider standby diesel generators and consider parallel force mains. Mr. Hamers stated these are some of the items that are being considered in the District's overall plan. Mr. Hamers stated Mr. Carroll is having a consultant perform an analysis of standby diesel generators and Mr. Carroll stated the study of five pump stations should be completed in October 2011. The consultant is studying the feasibility of placing a standby generator at the pump stations. HOT SPOT ABATEMENT PROGRAM Mr. Carroll stated the Board directed Staff to focus on reducing its high frequency cleaning locations (hot spots). At the beginning of the year, Staff, with assistance from EEC, identified 94 hot spot locations, which are typically segments of the line that have structural defects, grease, roots and /or debris. Mr. Carroll stated, as of June 3, 2011, Staff was successful in eliminating 19 hot spot locations which were then placed on an annual cleaning frequency. Mr. Carroll stated some of these locations were removed after Staff performed repairs using different maintenance equipment such as warthog for cutting roots and installing grease interceptors. There are now 75 hot spot locations. Mr. Carroll stated a pilot program on Golf Course Drive was performed by Staff in February 2011 to analyze other methods for abating root intrusion. The methods included top hat and short lining. After six months, the top hats and short liners were viewed and no roots were found intruding from the laterals into the District's main line. Staff determined these two methods are indeed effective in abating root intrusion. COSTA MESA SANITARY DISTRICT �pgAAI7q$. a MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING SEPTEMBER 13, 2011 �4Possrao`� PAGE 4 Mr. Carroll reported of the 75 remaining hot spot locations, Staff identified 18 locations with roots. Staff determined the best methods for abating roots and avoiding potential SSOs include regular maintenance, removing trees, top hat and short liners, CIPP and the traditional remove and replace. Mr. Carroll provided a spreadsheet of the analysis and Staff estimates the District is spending over $10,000 a year to maintain the 18 hot spot locations. Over the next 50 years, Staff estimates the District will be spending close to $1M maintaining these 18 locations. Staff identified 13 locations can be resolved by removing trees, installing top hats and short liners and one location determined that CIPP is more cost effective. The total cost to perform these repairs is $80,625. The warranty for the top hat, short liner and CIPP is 50 years, and it should be much more cost effective to perform these repairs rather than continual maintenance. Mr. Carroll stated after performing these repairs, the 13 locations will be removed from the hot spot list and scheduled for regular maintenance. This reduces the total number of locations to 62, a 34% decrease from the original list when the goal was established at the beginning of the year. SEWER MASTER PLAN Mr. Hamers reported on the Sewer Master Plan and stated the next appropriate time to update it is when the third of the three items that EEC is preparing for the District, the hydraulic modeling program is complete. The hydraulic modeling program is a computer program to speed up the calculations to determine the effect of various land uses on the capacity of the sewer and determine if there is adequate sewer capacity. The Master Plan needs to be updated at appropriate intervals and probably in the next fiscal year the hydraulic modeling program will be up and running to where the Master Plan could be updated. The earliest time period would be fiscal year 2012 -2013. WDR COMPLIANCE Mr. Hamers stated the CMSD is in the Santa Ana Region of the California State Water Resources Control Board. Mr. Hamers reported on fines and violations levied on public agencies by State Water Boards. 636 LAKEVIEW LANE Mr. Hamers reported on a 25,000 to 50,000 gallon spill previously reported to the Board of Directors and reviewed a letter from the Santa Ana Region of the California Regional Water Quality Control Board. Vice President Ferryman posed the question if there are multiple HOAs that have not cleaned their systems within the last 20 years and Mr. Hamers responded the odds are that it does occur. Vice President Ferryman questioned the idea of the District contacting the HOAs in the District to determine if they are cleaning their systems. Vice President Ferryman stated the City has a list of HOAs in Costa Mesa and recommended contacting the City to determine what information • they have. C] • • COSTA MESA SANITARY DISTRICT °SP9fNltge` MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING SEPTEMBER 13, 2011 ,QPoaA� PAGE 5 TOTAL FLOW FROM CMSD Mr. Hamers stated President Ooten requested additional discussion on OCSD population factors and trends and consideration of a population study of CMSD. Mr. Carroll stated a source he contacted stated the City of Costa Mesa's population is 110,000. To obtain an accurate count of the District's population, maps and other data from the District would be required and the study could cost up to $5,000. ARTICLES OF INTEREST An article on the National Clay Pipe Institute (NCPI) Calcium in Sewers featuring CMSD was presented. An article was presented on sewage contamination signs posted at Cardiff State Beach after nearly 250,000 gallons of sewage spills in North County. An article on the $3.14 - billion debt in Alabama incurred after officials borrowed money to fix the sewer system and then entered into a number of complicated and corruption -laced refinancing deals that backfired in 2007 during the mortgage - lending crisis. CMSD PROJECTS Project #101 West Side Pumping Station Abandonment Status Mr. Hamers noted there was no change in the status of Project #101. Project #129 Bristol Street Sewer Phase II Status Mr. Hamers reported the project is out to bid with bid opening on October 25, 2011. Project #171 Irvine Pumping Station Force Main Rehabilitation Status Mr. Hamers reported the City of Costa Mesa finally provided plan check comments after eight weeks. Engineering Staff is addressing comments and preparing for bidding. Project #185 System -Wide Sewer Reconstruction Phase 1 of 4 Status Mr. Hamers reported construction is underway, and Staff will recommend the Board approve additional work at the regular September Board meeting. Staff will also recommend approval of Robin B. Hamers & Associates for designing Phase 2. Mr. Carroll reported Robin B. Hamers lowered his fee by $10,000 and Mr. Carroll expressed appreciation. • • • COSTA MESA SANITARY DISTRICT pgANllq MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING SEPTEMBER 13, 2011 `*PAGE 6 PoaAt� Project #189 Rehabilitation of Six Sewers Transferred to CMSD Status Mr. Hamers reported on a field meeting with three City officials, Peter Naghavi, Ernesto Munoz and Tom Banks on September 12, 2011. Trench walls and street paving are failing on South Coast Drive where sewer installation is occurring. The street is failing much more than previously on both sides of the trench. The City previously told CMSD to re- asphalt over all the cracks and return in a couple of months and if there is any settling to fix those small areas. Yesterday, City officials stated they want a whole new street which means they expect all the asphalt, not just in the CMSD trench area, but including the bike lane and all the way to the median. City Stff stated they expect to pay for half of it and the CMSD to pay for the remainder. Mr. Hamers stated the Contractor will finish installing the sewer this week. Sunday night, the crew will perform the minimum to put the street back in order which means to grind a few areas and temporary asphalt it in a nice way. All agreed, traffic needs to drive over it and then assess the situation and address all the final issues. SSC MEETING SCHEDULE The next meeting is scheduled for October 18, 2011 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 12:07 p.m. CHAIRMAN