Minutes - Sewer System - 2009-08-25•
COSTA MESA SANITARY DISTRICT
MINUTES OF SEWER SYSTEM COMMITTEE MEETING
AUGUST 25, 2009
CALL TO ORDER Board members of the Costa Mesa Sanitary
District met in Committee session on August 25,
2009 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, Art Perry, Bob
Ooten
DIRECTORS ABSENT: Arlene Schafer
STAFF PRESENT: Don McIntyre, Interim District Manager; Thomas
A. Fauth, Assistant Manager; Robin Hamers,
District Engineer; Joan Revak, Board
Secretary/Program Manager /Clerk of the
District; Sherry Kallab, Management Analyst;
Debbie Bjornson, Permit Processing Specialist;
Karl Dulake, Maintenance Supervisor; Paul
Guzman, Inspector; Joe Limon, Inspector.
OTHERS PRESENT:
MONTHLY SSO STATISTICS
Mr. Fauth reported no spills occurred since July 11, 2009. There have been nine spills
this calendar year to date; an average of just over one per month. Last year the average
was one and one -half per month.
OCSD OFFER OF AREA 7 SEWERS
Mr. Hamers updated the Committee regarding the GHD Consulting 100 year sewer
replacement cost analysis for OCSD. The conclusion of the report was the amount for
replacement cost of the Area 7 sewer line was $27.5 million dollars. The 50 year costs
were estimated at $14.8 million. GHD did not include any quality assurance quality
control (QAQC) in their study. The report was revised and the new 100 year amount is
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
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$350 million dollars. CMSD has 216 miles of main line sewer, if CMSD were to replace
the lines today it would cost $250.00 per linear foot, or $285 million dollars. Mr. Hamers
read correspondence from Nick Arhontes, Orange County Sanitation District (OCSD),
stating the Area 7 lines have been televised, commented repairs have been completed
with little backlog and a good reserve fund is building for future replacement costs. Mr.
Hamers recommended Staff review the CCTV data. Mr. McIntyre noted the $200 per
residential unit ($4 million per year) is substantial and if the lines are in good shape the
fees should cover the costs. Mr. Hamers recommended telling OCSD we are interested
and proceed with looking into the governance issue parallel to gathering additional
information regarding the OCSD cost estimates of repairs based on the CCTV data.
Director Ferryman advised the Committee part of Area 7 residents remain on septic
systems and that issue needs to be quantified in terms of exposure. Director Ooten
suggested Mr. Hamers put together a plan of all the elements discussed and a schedule
for how long it would take along with an estimate of the costs for the evaluation.
Director Ooten noted CMSD fees appear to be a little low compared to the fees being
charged by OCSD to Area 7 residents. Director Monahan questioned if OCSD would be
willing to reimburse CMSD costs for the evaluation. Mr. McIntyre stated if the costs were
not too high, OCSD should be agreeable to reimbursement. Mr. Hamers stated if Staff is
required to review the CCTV the time spent could be significant. Director Ooten would
like Staff to provide an estimate to OCSD before investing significant Staff time on the
project. Director Ooten suggested contacting the Orange County Health Care Agency
regarding septic systems conversion timing. Mr. Hamers noted the report states 132
septic tanks have been confirmed in the area. Director Ferryman stated two reasons for
taking over maintenance of Area 7 is to provide the District a stronger financial base and
a spirit of cooperation with OCSD. Director Monahan recommended sampling sections of
the CCTV. Mr. Hamers will report back regarding the evaluation plan. Mr. McIntyre will
work with Mr. Burns regarding the legal aspects of the agreement. Mr. Fauth informed
the Committee the first eighteen pages of the GHD study provide a summary of the data
provided in the report.
OCSD DOVER TRUNK -1 /1 TRACKING
Mr. Hamers reported, following this meeting per Director Ooten's request, Staff will meet
to discuss if increasing the Dover Trunk line at a cost of $10 million is necessary. Staff
will review with Director Ooten the steps CMSD Staff has taken. OCSD is also taking
additional steps; meeting with the City of Newport Beach regarding their Dover street
repaving project schedule and planning for additional flow meters this winter. Mr. Hamers
reported OCSD's model shows the line has significant amounts of water. CMSD Staff is
not able to confirm the model results. Mr. McIntyre stated per his conversations with
OCSD Staff they are interested in additional study of the line. OCSD is interested in a
meeting with CMSD Staff and Mr. Hamers has let them know Staff is available any time.
Mr. Fauth added CMSD Staff checked a couple of manholes on August 19, 2009 and
• Staff thinks the line is half full.
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CMSD LINE MAINTENANCE CLEANING -NPSI AGREEMENT
Mr. Fauth reported Addendum 1 of the NPSI agreement covering Mainline cleaning from
January to June 2009 is completed. The next step, Addendum 2, is contingent on Item 5
of the agenda. NPSI is unable to move forward with line cleaning unless they follow the
same schedule from the previous CCTV. Staff recommends moving forward on Item 5 to
enable basing the schedule on the cleaning frequency requirements per line. Director
Ooten requested a quote for manhole plugging be requested for possible inclusion in
Addendum 2. Mr. Hamers concurred it should be considered as part of Addendum 2.
Staff implemented the 2 manhole rule regarding cockroach spraying. This means if
cockroaches are sighted in a manhole, then two manholes beyond that manhole are
sprayed to eliminate chasing the cockroaches to another area. Mr. Hamers reported if a
resident calls in a report of cockroaches, the contractor is immediately called to spray.
CMSD MAP UPGRADES /GEOGRAPHICAL INFORMATION SYSTEM
(GIS) DISCUSSION
The Committee reviewed a quote from EEC, in the amount of $69,810., to provide a GIS
system the District can use and rely on for mapping purposes. The system is needed to
provide District line cleaning contractors with sewer atlases depicting key asset data,
illustrating cleaning cycles and schedules and identifying Wastewater Drainage
Watersheds (WDWs). Mr. Fauth noted the map upgrades and GIS is critical to establish
the priorities of the annual, biennual and triennual cleaning schedule. Mr. Fauth added
Marc Davis confirmed the proposal can be funded through carryover from last year's
budget and will provide a budget adjustment should the Board approve the proposal.
Director Ferryman recommended contacting the City of Costa Mesa regarding their GIS
System. Staff reported the City GIS system does not have sewer line information
included. Mr. Fauth stated the matrix on page 8 identifies how EEC came up with the
costs for the proposal. Director Ooten noted each one of the tasks is integral to CMSD
meeting the Waste Discharge Requirements and recommended funding the entire GIS
upgrade at this time. Staff acknowledged funding is the reason the entire system is not
being completed. The Committee agreed to recommend the entire GIS System be
completed subject to funds being made available. Costs for phase 1, 2 and 3 to be
completed is in the $140 to $160 range. Mr. Dulake added having the GIS System will
allow the crew to pinpoint roots and problem areas. Director Ooten made a motion all
three phases be completed subject to funding. Director Ferryman seconded the motion.
Motion carried 4 -O.The item will go to the Board for approval at the August 28, 2009
meeting. Mr. Fauth described the whole accessibility concept the District is moving
toward. Staff will be able to access any of the computer systems including the SCADA
from a palm device and be able to see what is happening in the sewer system. Mr.
Fauth reviewed the proposal from RB Hamers and Associates, Inc. to update District
® sewer system maps. Mr. Hamers reported if the District goes full GIS the district will not
need the hand drawn maps. Mr. Hamers recommended Staff put together a rough
estimate of the costs for EEC to complete all three phases for the Board meeting.
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1_ MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
AUGUST 25, 2009
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ROOT INTRUSION REPAIR COORDINATION WITH COSTA MESA CITY
SIDEWALK/CURB /GUTTER REPAIRS
Mr. Fauth reported the root intrusion repair is part of the MOU with the City regarding the
Ordinance Enforcement Officer. The District is working on coordination of District and
City curb and gutter repair work. Mr. McIntyre reported he and Allan Roeder have a
continuing dialog regarding the tree roots and laterals, also part of the MOU. Mr.
Hamers added Alan Burns, CMSD Attorney, is reviewing the letter from the City. Mr.
McIntyre stated the issue is who is going to be liable. Mr. Fauth reported he spoke with
Dean Rodia and the process for tree removal is the same as always at this time.
TRANSFER OF SEWER LINES FROM OCSD TO CMSD
Mr. Fauth provided a draft letter to be sent to customers in the September time frame
regarding additional fees to be collected due to the transfer of the OCSD lines. Mr.
Hamers reported Alan Burns is reviewing the contract. OCSD would like the Board to
approve the contract at the August 27, 2008 Board meeting so they can approve it at
their September 2, 2009 Board meeting. Mr. Hamers recommended the Board approve
the contract subject to legal review. Mr. Burns is going to take the lead on contacting
effected owners.
MME CCTV QUOTATION - $175.2K; PLUMBERS DEPOT, INC
QUOTATION $172.9K; USED SYSTEMS
Mr. Fauth provided a matrix of costs for a CCTV truck from a new vs. used basis. Mr.
Dulake researched the market for used vehicles. Several items are identified. Director
Ooten questioned the need for the vehicle. Mr. Hamers reported around $25,000. is
budgeted every year for CCTV work and the choice is to continue contracting the service
or buy a CCTV truck and have the in house crew provide the service. Director Ooten
requested Staff provide a study of the present costs and determine if it is better to own or
contract. Director Ferryman recommended asking OSCD to provide a truck in the
contract for the Area 7 lines.
`DON'T FLUSH TROUBLE'- KING COUNTY COMMENTARY 7 -29 -09
Mr. Fauth referred to the bottom two paragraphs in the West Seattle Herald article, `Don't
Flush Trouble' regarding wipes being disposed of in the sewer system are creating
additional costs for King County. Mr. Fauth recommended Staff create a brochure similar
to the one on the King County website urging people not to flush certain items down the
toilet.
COSTA MESA SANITARY DISTRICT
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PROJECT #129 BRISTOL STREET SEWER; UPDATE ON DESIGN
PHASE
Mr. Hamers advised recommendation for award of the project was delivered to Board
members July 10, 2009 for consideration of approval at the July 23, 2009 Board meeting.
Orange County Development Agency will reimburse CMSD for the project costs.
PROJECT #164 MISCELLANEOUS SEWER WORK
Mr. Dulake reported sensors and components have been installed in the last two
stations. The crew implemented the maintenance schedule of turning pump station
valves at regular intervals. NO CHANGE
#168 IRVINE PUMPING STATION RELOCATION - UPDATE ON
CONSTRUCTION & DAMAGE TO ADJOINING PROPERTY
Project is complete. The party's attorneys are addressing the parking lot damage
resolution. NO CHANGE
• PROJECT #170 PREPARE EMERGENCY RESPONSE PLANS for
PUMPING STATIONS
Mr. Hamers reported the emergency response plans are complete. A notebook with
emergency response plans for each station (except for stations to be abandoned) was
available for Staff review. Mr. Fauth added there are maps, discharge points, routing and
flow details for thirteen stations. Staff will meet after everyone has had a chance to
review the documents and discuss any changes. Once the document is final a Staff
training session will be held. Mr. Fauth provided Staff with CDs of the document. Mr.
Hamers noted the plan meets WDR requirements for emergency response plans.
PROJECT #171 IRVINE PUMP STATION FORCE MAIN
REHABILITATION
Mr. Hamers provided pictures of the pump station and noted the wall brace is pushing
against the soil and against the sidewalk causing it to crack. Alan Burns has made the
attorneys involved in the claim aware of the issue. Mr. Dulake reported the station hatch
doors had to be adjusted in order to open them due to the problem.
PROJECT #175 OCSD GRANT -TELEVISING CMSD SEWER LINES
Mr. Hamers is completing the I &I report and reviewing all the results for needed repairs.
The report is due October 1, 2009.
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PROJECT #182 - ANALYSIS OF CCTV RESULTS
Mr. Hamers introduced Joe Parker, Vice President of National Clay Pipe Institute (NCPI)
at the June 23, 2009 Sewer System Committee Meeting. The Committee reviewed
video of calcium build up in District pipe and discussed possible causes and solutions.
NCPI offered to test a 15 foot section of District pipe. The 15 foot section will be
separated into three five foot sections. One section will be used for porosity testing, the
second section will be used for a cross sectional analysis of the pipe wall and the third
section will be used for testing removal processes. The project is scheduled for the
week of the 8th through the 12th of June. NO CHANGE
PROJECT #183 - SYSTEM WIDE SEWER REPAIR - NEW PROJECT ON
BRISTOL
Mr. Guzman reported 330 ft of main line from manhole to manhole is repaired with chain
flinging and relining, including 270 feet of VCP and 63 feet of DIP. The project is
complete. NO CHANGE
PROJECT #186 - SEWER LATERAL ASSISTANCE PROGRAM
Mr. Hamers referred to the spreadsheet in the packet for an update of the program. Mr.
Fauth reported projects are 75% completed for the prior fiscal year.
PROJECT #187 - DISTRICT YARD UPDATE - LEED GOLD STANDARD
Mr. Hamers recommended re -award of the District yard to Howard S. Wright. In
negotiating costs with the contractor some sub contractors were to be replaced. Under
the substitution of subcontractor laws, subcontractors can only be replaced if they fail to
perform and you give them an opportunity for a hearing. The construction award will
have to be increased. The contract will be available for the August 27, 2009 meeting.
Mr. Fauth advised the other option is re- bidding the project resulting in further delays.
Director Monahan suggested getting an opinion from our attorney regarding the liability
issue.
OTHER
Mr. McIntyre suggested the Board rethink their Committee structure. Staff has discussed
the amount of time involved in preparing for the meetings and recommends having the
meetings on a quarterly basis rather than a monthly basis. Mr. McIntyre will make the
® suggestion at the August 27, 2009 Board meeting. Mr. Fauth reported the notice to
proceed has been sent to Paulus Engineering for Project #129.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING
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Mr. Dulake provided a spreadsheet to identify Staff's approach for hooking up the
generator capability to the pumps. The process is on -going at President pump station,
parts have been ordered for five pump stations and Staff does not believe four of the
stations need them due to their size.
SSC MEETING SCHEDULE
The next meeting will be Tuesday, September 15, 2009 at 10:30 a.m.
PUBLIC COMMENTS
There were no public comments.
F-11 13 Lei I] M] Naff4m
Director Monahan adjourned the meeting at 11:20 a.m.
SECRET RY- PRESIDENT
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