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Minutes - Board - 2015-11-10 4' SANIT4y).i �C P. GX y 1' (koRAty-y\ COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION NOVEMBER 10, 2015 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in study session on November 10, 2015 at 9:30 A.M. at 628 W. 1991 Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: Michael Scheafer, Arthur Perry, Robert Ooten, Arlene Schafer, James Ferryman DIRECTORS ABSENT: None STAFF PRESENT: Scott Carroll, General Manager; Robin Hamers, District Engineer; Noelani Middenway, District Clerk; Wendy Davis, Finance Manager; Elizabeth Pham, Management Analyst II; Ed Roberts, Code Enforcement Officer. OTHERS PRESENT: Dean Ruffridge, CR&R; Lawrence Jones, CR&R; Ryan Moore, Willdan Engineering. PUBLIC COMMENT- None ITEMS OF STUDY 1. Sewer System Management Plan (SSMP) Self Audit Recommendation: That the Board of Directors receive the PowerPoint presentation from Willdan Engineering and direct staff to bring back the SSMP on the November 19, 2015 Board of Directors meeting for recertification. Scott Carroll, General Manager, introduced the SSMP Self Audit presentation by Ryan Moore with Willdan Engineering. Mr. Carroll explained that it is mandatory to conduct an SSMP Self Audit every two years, according to the General Waste Discharge Requirements (GWDR) of the State Water Resources Control Board (SWRCB), in order to maintain compliance. The District went out to bid for an COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 outside organization to conduct the audit, and the contract was awarded to Willdan Engineering. Mr. Carroll provided an overview of the 2015 SSMP Self Audit, reporting that Mr. Moore found two minor non-conformance issues. The first was the Sewer Master Plan, which is currently 10 years old. Mr. Carroll reported that the District will begin developing a new Sewer Master Plan during the spring of 2016. The second minor non-conformance issue was the length of the Capital Improvement Program (CIP) schedule. The District's current CIP is scheduled for one year, while it should be 5-10 years in length. Mr. Carroll reported that he will work with Rob Hamers, District Engineer, to create a long-term CIP schedule. Ryan Moore, Willdan Engineering, provided a brief introduction of his educational background. Discussion followed regarding the recommendation to direct staff to bring back the SSMP Self Audit for recertification at the November 19, 2015 Board of Directors meeting. Mr. Moore reiterated the importance of the SSMP Self Audit and reported that the goal of the audit is to reduce the number of sanitary sewer overflows (SSOs) and ensure that the SSMP is being implemented. Director James Ferryman asked if the SSMP report is reviewed by the SWRCB. Mr. Hamers replied that the audit completion is logged into the SWRCB's website once the SSMP is recertified. Vice President Perry asked if there is a due date for the SSMP Self Audit. Mr. Carroll replied that there is no due date for the SSMP Self Audit. Mr. Hamers added that the Board of Directors will have the opportunity to recertify the SSMP at the forthcoming Board Meeting on November 19, 2015. He noted that he will report the SSMP Self Audit completion on the SWRCB website after the recertification. Mr. Moore provided an overview of the District's service area and explained the difference between minor and major non-conformances. He reported that a minor non-conformance is something that the agency should update or improve, but does not currently result in any fines or broken rules. On the other hand, major non- conformances result in fines or regulatory action. Mr. Moore provided additional report details such as the District's maintenance schedules and total public SSOs in 2014. He noted that the District had 1.3 SSOs per hundred miles of sewer, which is well below the state average of 4.9 SSOs per hundred miles of sewer. Secretary Ooten asked why Mr. Moore chose to compare the District's SSOs per hundred miles of sewer to the state average. Mr. Moore replied that the SSMP Self Audit is a state report, and this is why he chose to compare the District to the state average as opposed to the regional average. Mr. Moore noted that the SSMP includes the contact information of responsible COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 staff members and tracks the District's legal authority to create proper connections. He then discussed the District's introduction of the GIS information system in 2012 to replace the traditional hand-drawn sewer atlas maps. Mr. Moore noted that the GIS mapping system is made available to all staff and can be quickly updated by field staff. He provided report details regarding the sewer cleaning and maintenance measures taken by District staff. Mr. Moore noted that the District has reduced its number of hotspots from 97 in 2011 down to 34 in 2015 and presented a chart showing the downward trend of SSOs since 2007. He shared that District staff undergoes regular trainings, seminars, and simulations. He noted that Steve Cano, Wastewater Superintendent, has a Grade 4 certification, the highest possible certification. Mr. Moore provided additional report details regarding the District's inventory tracking system, vehicle purchases, and its addition of wireless tablets to its entire vehicle fleet to track GIS mapping. In regards to the Capital Improvement Program (CIP), Mr. Moore shared that the District implemented an Asset Management Plan to track the life expectancy and expected rehabilitation costs for the sewer system. He noted that the District has allocated $1.847 million for the 2015-2016 Fiscal Year's CIP. Mr. Moore shared that the District's Overflow Response Plan documents the categorized severity of SSOs. He noted that it is reviewed by all field staff and kept in each fleet vehicle. Mr. Moore shared that the District has a historically low number of Fats, Oils, and Grease (FOG) related incidents. He noted that in the past year, there has been a low ratio of FOG-related events to SSO events and that the District implemented a residential FOG recycling program. Mr. Moore reiterated that one of the minor non-conformance issues was that the District's last Sewer Master Plan was updated in 2005. He noted that his recommendation is to update the Sewer Master Plan every 10 years and that the District has planned and budgeted for a new Sewer Master Plan in 2016. Mr. Hamers noted that there is no law or policy stating that the District must complete the Sewer Master Plan every 10 years. Rather, the District has decided that 10 years is an appropriate time interval. Discussion followed regarding the cost of the Sewer Master Plan and the time intervals typically used by other agencies. Secretary Ooten reiterated the minor non-conformances and Mr. Moore's recommendations. Discussion followed regarding the timeline for completion of corrective action, the purpose of the Hydraulic Model within the Sewer Master Plan, and the history of the District's 10 year interval. Mr. Moore continued his presentation by discussing the District's communications program. He noted that the District makes the SSMP available on their website and on the state water quality information system. Discussion followed regarding the District's community outreach efforts and the proactive nature of the District's programs. Mr. Moore summarized and concluded his presentation. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 Vice President Perry asked why the District has 20 private pumping stations but only utilizes 5 of these private pumping stations. Discussion followed regarding reaching out to residents with private pump stations on their properties. Alan Burns, District Counsel, added that a new compliance guide was released in September of 2015 and indicated that Mr. Moore should review it to ensure that the District is in compliance with the most recent standards. Additionally, Mr. Burns recommended that the District include a risk analysis of sensitive bodies of water, as well as a documentation of contractor training in the SSMP. Assistant Secretary Schafer asked how often staff must go through training. Mr. Moore replied that training is constant, and that it is important to document each training. Discussion followed regarding the timeline for staff trainings. Vice President Perry noted that Cardiopulmonary Resuscitation (CPR) training was not listed in the SSMP. Mr. Carroll noted that CPR recertification should occur every two years and that the District will need to recertify soon. Discussion followed regarding the District's plans to respond to SSOs appropriately and quickly. Vice President Perry asked if the SSMP Self Audit will be brought to the Board at the next Board Meeting on November 19, 2015. Mr. Carroll replied that it may not be on the next Board Meeting agenda due to Mr. Burns' additional recommendations for the SSMP. Mr. Burns indicated that maintenance schedules should also be included in the SSMP. Mr. Hamers noted that there is a schedule for all items at each pump station, and that perhaps this should be included in the SSMP. Discussion followed regarding adding the manufacturer's maintenance schedules to the SSMP. 2. Recycling & Waste Diversion Reports — October 2015 Recommendation: That the Board of Directors receive and file the report. Scott Carroll, General Manager, provided report details. He noted that nearly 814 tons of organic material was collected and that tonnage has increased overall during the month of October 2015. Vice President Perry asked if the 814 tons of organics were included in the recycling total. Mr. Carroll replied that it was not. Discussion followed regarding organic tonnage and the most recent characterization report. Dean Ruffridge, CR&R, noted that he would provide photos to demonstrate issues with COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 green waste at the next Organics Ad Hoc Committee meeting. President Scheafer asked approximately how many Costa Mesa residents use the organics carts. Lawrence Jones, CR&R, shared that according to CR&R drivers, about 40%-50% of organics carts are placed out each week. He noted that some residents do not put their carts out for service every week, but rather only when they garden. Assistant Secretary Schafer asked if the District received recycling credit for organic waste that is placed in mixed waste carts. Mr. Jones replied that it would not be included in the organic tonnage. Discussion followed regarding organic tonnage and diversion credit. Mr. Ruffridge shared an idea that a resident provided regarding residents who occasionally have extra green waste, but do not have room to store an additional organics cart. The idea was to provide residents with lime green bags to place over the lids of their mixed waste carts, so that the carts may double as organics carts should they need extra disposal space. Discussion followed regarding the feasibility of the idea and bringing the idea to the next Organics Ad Hoc Committee meeting. 3. Code Enforcement Officer Report— October 2015 Recommendation: That the Board of Directors receive and file the report. Ed Roberts, Code Enforcement Officer, provided report details for October 2015. He noted that there were 9 open scavenging investigations, all concentrated on the West side of Costa Mesa near Victoria and Wilson. Additionally, there were 61 cases of trash carts in public view and no graffiti-related cases to report. Vice President Perry asked if 61 cases of trash carts in public view is an increase from previous months. Mr. Roberts replied that the number of cases has been increasing gradually and that he attempts to educate residents when addressing these cases. Discussion followed regarding educating residents about trash carts in public view and stolen trash carts through community outreach. Secretary Ooten suggested having Mr. Roberts educate residents in multifamily homes on the proper use of organics carts. 4. Organics Ad Hoc Committee Update — Oral Report Nothing to report. The November meeting was canceled. President Scheafer noted that the November Organics Ad Hoc Committee meeting was canceled. Secretary Ooten commented that some CR&R drivers place notifications on organic carts that are visibly contaminated with non-organic material. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 5. Health Savings Account (HSA) Recommendation: That the Board of Directors receive and file the report. Scott Carroll, General Manager, provided report details. He shared that District staff performed an analysis of the Health Savings Account (HSA), which allows employees to purchase a low-cost, high deductible policy. Mr. Carroll provided the example that if the District provides $1000 to an employee to pay for their health coverage and the employee buys a policy that costs $500, the difference of $500 can be put into an HSA where it can be used to pay for medical expenses until their deductible is reached. He noted that the advantages to the HSA are that it is pre-taxed, it can roll over, and there is no maximum deposit amount. On the other hand, Mr. Carroll noted that its disadvantage is that employees will face penalties and taxes if funds are withdrawn for non-medical purposes before employees reach 65 years of age. He reported that the District is not eligible for the HSA program because the District has CaIPERS, and the CaIPERS medical plan deductibles (ranging from $500-$1000) are lower than the minimum required deductible amount for an HSA ($1300 for individuals and $2600 for families). Mr. Carroll provided the alternative option of a flex spending plan. He noted that the flex spending plan is similar to the HSA, but its disadvantages are that it is a "use it or lose it" program and there are costs associated with administering it. He provided the example that if an employee has $500 left in their account at the end of the year, the employee will lose that amount if they do not spend it. President Scheafer provided the comment that flex spending plans can be restrictive. Wendy Davis, Finance Manager, shared that the administration cost is high and reiterated that the "use it or lose it" feature is a drawback. Additionally, she noted that an employee can spend money that they have committed through the flex spending plan, even if they have not yet funded the plan. She explained that the District would thus have to seed the employee's expenses until the employee contributed to their plan. Ms. Davis indicated that she would not advise in favor of the flex spending plan. President Scheafer provided the comment that most people do not budget in advance for annual medical expenses and it may fall on the administrator to assist employees with setting annual contributions. He noted that the flex spending plan may be complicated to administer. 6. CR&R Annual Performance Review Recommendation: That the Board of Directors receive and file the report. Scott Carroll, General Manager, provided report details and shared that the performance review was positive overall. He noted that CR&R's net to hauler rate is 3- 4% below the county average and that CR&R exhibited good customer service when agreeing to clean up after a hydraulic leak that did not result from a CR&R truck. Mr. Carroll also noted that there have been areas where trash service was missed due to driver error and carts placed too close to obstructions. Lastly, he shared the report COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 prepared by Michael Balliet Consulting that exhibits CR&R's compliance with agreement requirements. President Scheafer commented that the report was positive overall and thanked CR&R for their work. 7. Closed Circuit Televising (CCTV) District Wastewater System Recommendation: That the Board of Directors provide direction to staff. Scott Carroll, General Manager provided report details. He shared that the District is preparing to close circuit televise (CCTV) the whole sewer system, which was last done from 2006-2009. Mr. Carroll noted that during the last CCTV, the District identified 255 Grade 5 areas (indicating imminent failure), which allowed the District to develop an action plan to rehabilitate and repair those areas. He also noted the last CCTV identified 1600 Grade 4 areas and the District seeks to find out how many Grade 4 areas have since become Grade 5 areas. Mr. Carroll shared that he discussed the time period of the CCTV process with Rob Hamers, District Engineer. He noted that Mr. Hamers recommended a 3 year CCTV process, and cited an example from the City of Newport Beach. Additionally, he noted that based on the City of Newport Beach example, a 3 year CCTV would cost the District approximately $111,000 per year, though the District has budgeted for $70,000 per year. Mr. Carroll requested direction from the Board as to the length of the CCTV process and the creation of an RFP. He suggested that the CCTV process begin by June of 2016 with a 2 year performance goal. Lastly, he noted that the RFP can be posted in the next few weeks and after bid evaluation the contract would be awarded in January of 2016. President Scheafer commented that June of 2016 would be appropriate timing, since the El Nino season is expected to be over. Mr. Carroll noted that they may be able to start the CCTV process before June of 2016. Mr. Hamers commented that the $70,000 budget was intended for a longer program, similar to the City of Newport Beach's CCTV project. He noted that it would be difficult to move from a 3 year program to a 5 or 10 year program, since it would leave areas of the sewer line neglected for too long. Mr. Hamers noted that a shorter time frame is used by many agencies. He shared that Mr. Carroll has met his goal of planning for the CCTV program and that the District should pose the question of what is best for its 70 year old sewer system. Mr. Hamers noted that extensive work has been done on the Grade 5 areas identified during the last CCTV, but there were many Grade 4 areas that the District should investigate. Lastly, he commended Mr. Carroll for his planning efforts and noted that 2016 would be an appropriate time to start the CCTV process. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 Director Ferryman asked if the District's trucks would conduct the main line cleaning, or if the District would supplement the cleaning. Discussion followed regarding the definition of CCTV. Mr. Hamers added that the District will clean the areas before the CCTV is conducted in order to obtain a proper CCTV. Director Ferryman asked what the cost would be if the District conducted its own CCTV. Mr. Carroll replied that the cost would be approximately a half a million dollars. Mr. Hamers noted that District staff would need to be trained, certified, and have the proper equipment to conduct the CCTV. He indicated that the District should have its own CCN equipment, but that even if it did, the District should not produce its own CCTV of the entire sewer system. Mr. Hamers shared that the District could use CCTV equipment to address hotspots, investigate resident concerns, and identify calcium or corrosion in the sewer system. Discussion followed regarding whether other agencies have their own CCTV equipment. Mr. Carroll noted that there is a statute of limitation regarding the timeframe of piggybacking onto the CCTV contracts of other agencies, but he noted that it may be a strategy worth looking into. Vice President Perry provided clarification regarding Mr. Carroll's goal of 2 years being different from the proposed CCTV program length of 3 years. Additionally, he asked when the District would get feedback on Grade 5 areas. Mr. Hamers shared that the District reacts to Grade 5 areas immediately. Mr. Carroll confirmed that if a contractor identifies a severe area, the RFP notes that they must notify the District immediately. Secretary Ooten asked if the last CCTV was scheduled to take place over 3 years. Mr. Hamers replied that it was scheduled for 3 years and that the previous CCTV in 1989 was schedule to take place over 4 years. Secretary Ooten noted that the goal was initially intended to take place in 1 year. He noted that since Grade 4 areas may become Grade 5 areas, the District may want to consider conducting the CCTV quicker. Secretary Ooten asked if the District could find funds in the Asset Management Program to pay for the CCTV. He reiterated his concern regarding Grade 4 areas potentially becoming Grade 5 areas. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 Mr. Carroll asked if Secretary Ooten preferred to do a 2 year program or a 1 year program. He offered to provide options on the RFP for vendors to submit a bid for a 1 year or a 2 year plan. President Scheafer shared that Mr. Hamers did not advise conducting the CCTV once a year. Discussion followed regarding clarification that the CCTV will not be conducted annually, but rather Secretary Ooten suggested that the CCTV process take place over the course of 1 year. Wendy Davis, Finance Manager, asked if the District would want to conduct the CCTV before creating the Sewer Master Plan. Mr. Hamers replied that the District should and noted that the CCTV is meant to assess the condition of the sewer. Secretary Ooten indicated that it is important to conduct the CCTV ahead of the Sewer Master Plan. Discussion followed regarding using the CCTV to help create the Sewer Master Plan. Mr. Hamers shared that the District could create the hydraulic and capacity portions of the Sewer Master Plan without the CCTV, and could then come back and add the results of the CCTV later. He noted that it is possible to conduct the CCTV in 1 year, but it may preclude contractors who do not have the capacity to mobilize 3 trucks within 1 year. Lastly, Mr. Hamers indicated that it is not necessary to rush the CCTV process. Vice President Perry suggested that the District accept bids first and then make a decision based on the proposed costs. Mr. Carroll asked if the Board of Directors would like him to structure the RFP with 3 options: a 1, 2, or 3 year CCTV program. Vice President Perry and Assistant Secretary Schafer indicated that they would like Mr. Carroll to do include 3 options in the RFP. Ms. Davis noted that funds for the CCTV can be shifted from the Sewer Master Plan if need be. She noted that the 2016-2017 budget includes a CCTV camera for the District, but it does not allot for a full CCTV truck since the District does not have a full crew to staff the truck. Discussion followed regarding whether the camera is an attachment or a trailer, as well as the issue of plumbers entering the District's main line while conducting CCTVs of private laterals. Vice President Perry asked if District staff needs special training to operate the camera. Mr. Hamers replied that staff must be certified. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 Vice President Perry asked how long the training and certification would take? Mr. Hamers replied that it is a weekend course. Discussion followed regarding training. Assistant Secretary Schafer asked if the training has been accounted for in the budget. Ms. Davis replied that it has not because the intention was not to have the Districts staff CCTV the sewer system. Discussion followed regarding other agencies that have CCTV contracts. Mr. Hamers added that the Sewer Master Plan does not need to be completed in 2016. President Scheafer indicated that he would like to discuss the matter with Alan Burns, District Counsel, since there seems to be a sense of urgency regarding the CCTV process. Secretary Ooten reiterated the budgeted amounts allocated to the CCTV project for the next 3 years. Discussion followed regarding the flexibility of the budgeted amounts for the Sewer Master Plan and the CCTV project. Vice President Perry indicated that he would like to look at the bids before deciding on the time frame for the CCTV project. Mr. Carroll asked if the Board of Directors would like to have a 1, 2, and 3 year option for the bids and then evaluate each option to see which is most cost effective. Mr. Hamers added that the RFP should require vendors to submit a bid for each of the 3 options to ensure fairness. Ms. Davis added that she is waiting for Mr. Burns to provide input regarding the capacity charges to see if they can be used for the CCTV program. She noted that if this is possible, the budget allow for more funding. Lastly, Ms. Davis noted that there may not be enough in the Asset Management Fund, but fixture fees may be qualified to fund the CCTV program and would relieve the Sewer General Fund from having to fund the project. Discussion followed regarding maintaining Mr. Carroll's initial 2 year goal for the CCTV project. 8. Future Study Session Items Recommendation: That the Board of Directors provide staff with direction on items to be placed on future study session agendas. President Scheafer asked what measures the District will take to prepare for El COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 Nino. Scott Carroll, General Manager, noted that he will be presenting a staff report on El Nino preparation at the next Board Meeting on November 19, 2015. He also noted that he will be interviewed by Costa Mesa TV Channel 3 today at the District Yard regarding El Nino preparation. Mr. Carroll added that they will take photos of the District crew plugging manhole covers and using new equipment. Rob Hamers, District Engineer, asked if the interview could be shown at the next Board Meeting, if appropriate. Discussion followed regarding gathering more information about the interview. Assistant Secretary Schafer suggested that an Ad Hoc Committee be made for the upcoming State of the District address. President Scheafer shared that the Ad Hoc Committee is on the agenda for the next Board Meeting on November 19, 2015. Vice President Perry asked if the District should allow for public tours of the new Anaerobic Digestion facility. Mr. Carroll indicated that it may be more beneficial to wait until the facility is operational, but noted that public tours can be conducted if the Board of Directors provides direction to do so. He asked if the Board of Directors would like to take a tour of the facility before its completion. Vice President Perry shared that it may be beneficial to wait until completion, but noted that the facility is impressive in its current state. Director Ferryman asked how long it will be until the facility is fully operational. Discussion followed regarding the timeline for the facility's completion. President Scheafer indicated that it would be better for the public to see the facility when it is operational. Mr. Carroll concurred that the public would appreciate seeing the facility's operations and processes. President Scheafer suggested that he, Secretary Ooten, and Mr. Carroll visit the facility and report on its progress at the next Organics Committee meeting. Discussion followed regarding the public visiting the facility. ORAL COMMUNICATIONS - None COSTA MESA SANITARY DISTRICT PAGE 12 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD NOVEMBER 10, 2015 ADJOURNMENT There being no further business to come before the Board, President Scheafer adjourned the meeting at 11:10 A.M. %1_74- / i Robert Ooten rirhael Scheaf r Secretary President