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agendapacket_2019_11_13_cacWednesday, November 13, 2019 Citizens Advisory Committee WHEN: Wednesday, November 13, 2019, 6:00 p.m. WHERE: Costa Mesa Sanitary District Headquarters 290 Paularino Avenue, Costa Mesa, CA 92626 CONTACT: Gina Terraneo, Acting District Clerk PHONE: (949) 645-8400, Ext. 222 EMAIL: gterraneo@cmsdca.gov A. OPENING ITEMS 1. Call to Order 2. Roll Call 3. Public Comments - Speakers will be limited to three minutes. The three minutes per speaker time allotted may be extended for good cause by a majority vote of the committee). B. ITEM 1. Approve the Citizens Advisory Committee Meeting Minutes of September 18, 2019 2. Approved Board of Directors Regular Meeting Minutes of September 19, 2019 3. Draft Board of Directors Regular Meeting Minutes of October 29, 2019 4. 2019 Citizen Survey - Results 5. Consider Hiring a Public Relations Firm 6. Inflow & Infiltration (I/I): Mendoza Pump Station Smoke Test FINDINGS 7. #318 President Pump Station Reconstruction Recommendation for Alternative 2 UPDATE C. CLOSING ITEMS 1. Committee Member & Staff Comments 2. Adjournment Wednesday, November 13, 2019 Citizens Advisory Committee WHEN: Wednesday, November 13, 2019, 6:00 p.m. WHERE: Costa Mesa Sanitary District Headquarters 290 Paularino Avenue, Costa Mesa, CA 92626 CONTACT: Gina Terraneo, Acting District Clerk PHONE: (949) 645-8400, Ext. 222 EMAIL: gterraneo@cmsdca.gov A. OPENING ITEMS Subject 1. Call to Order Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type A. OPENING ITEMS Mike Carey, Chair Albert Graham, Jr., Vice Chair Andrew Nielsen Elodie Katz Judith Gielow Judith Takaya Mike McIlroy Monte Fields Phil Marsh Steven Takahashi Sue Lester Subject 2. Roll Call Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Procedural A. OPENING ITEMS Subject 3. Public Comments - Speakers will be limited to three minutes. The three minutes per speaker time allotted may be extended for good cause by a majority vote of the committee). Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Procedural B. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II & Acting District Clerk Date: November 13, 2019 Subject: Approve the Citizens Advisory Committee Special Meeting Minutes of September 18, 2019 Summary The recorded minutes of the September 18, 2019 Citizens Advisory Committee Meeting are hereby submitted to the Citizens Advisory Committee for review and approval. Analysis Attached to the staff report are the minutes for the Citizens Advisory Committee Meeting on September 18, 2019. Staff Recommendation That the Citizens Advisory Committee approves the meeting minutes as presented. Legal Review Not applicable. Environmental Review Consideration of public meeting minutes is an administrative matter and is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 ”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the November 13, 2019 Citizens Advisory Committee Meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Do not approve the meeting minutes as presented. 2. Direct staff to report back with more information. File Attachments minutes_2019_09_18_cac.pdf (103 KB) Subject 1. Approve the Citizens Advisory Committee Meeting Minutes of September 18, 2019 Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Action, Minutes Recommended Action That the Citizens Advisory Committee approves the meeting minutes as presented. Minutes View Minutes for Sep 18, 2019 - Citizens Advisory Committee B. ITEM Board of Directors Regular Meeting (Thursday, September 19, 2019) Members present Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Colin Burns (District Counsel), Robin Hamers (District Engineer), Noelani Middenway (District Clerk & Public Information Officer), Kaitlin Tran (Finance Manager), Gina Terraneo (Management Analyst II) Others present Judith Gielow (District resident & Citizens Advisory Committee Member) Meeting called to order at 5:28 P.M. A. OPENING ITEMS Procedural: 1. Call to Order - President Ferryman President Ferryman called the meeting to order at 5:28 P.M. Procedural: 2. Pledge of Allegiance - President Ferryman President Ferryman led the Pledge of Allegiance. Procedural: 3. Invocation - Vice President Ooten Vice President Ooten led the Invocation. Procedural: 4. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence – such determination shall be the permission required by law.) District Clerk and Public Information Officer, Noelani Middenway, conducted roll call and noted that all Board Members were present. Procedural: 5. Announcement of Late Communications - Unless directed otherwise by the Board of Directors, all actions shall be based on/memorialized by the latest document submitted as a late communication. None at this time. Procedural: 6. Ceremonial Matters and Presentations None at this time. B. Public Comments Procedural: 1. Public Comments Subject 2. Approved Board of Directors Regular Meeting Minutes of September 19, 2019 Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Minutes, Receive and File Minutes View Minutes for Sep 19, 2019 - Board of Directors Regular Meeting President Ferryman opened public comments. Seeing no members of the public in attendance at this time, President Ferryman closed public comments. C. CONSENT CALENDAR Action (Consent): 1. Approve Consent Calendar Recommendation: That the Board of Directors approve the Consent Calendar as presented. Action (Consent), Minutes: 2. Approve the Board of Directors Study Session Minutes of August 13, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent), Minutes: 3. Approve the Board of Directors Regular Meeting Minutes of August 22, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 4. Approve the Directors' Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approve the compensation and reimbursement of expenses as presented. Action (Consent): 5. Adopt Warrant Resolution No. CMSD 2020-03 Approving District Warrant Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2020-03 approving District warrants for the month of August 2019 in the amount of $2,094,499.89. Action (Consent): 6. Payroll Transparency Disclosure for August 2019 Recommendation: That the Board of Directors approve and file the report. Action (Consent): 7. Accept the occupancy count as presented as 22,858 and direct staff to prepare a warrant to CR&R Environmental Services for $236,888.88 for August 2019 collection Recommendation: That the Board of Directors accept the occupancy count as presented using 22,858 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for August 2019 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $236,888.88 to be ratified in the September 2019 warrant list. Action (Consent): 8. Approve the preparation of a warrant to CR Transfer in the amount of $222,827.51 for August 2019 recycling and disposal services in the September 2019 warrant register Recommendation: That the Board of Directors approves the preparation of a warrant to CR Transfer in the amount of $222,827.51 for August 2019 recycling and disposal services to be ratified in the September 2019 warrant register. Action (Consent): 9. Contracts Signed by the General Manager Recommendation: That the Board of Directors receive and file this report. Motion: To approve the Consent Calendar as presented. Motion by Art Perry, second by Mike Scheafer. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no discussion. D. GENERAL MANAGER'S REPORTS Action: 1. Special Districts Week Recommendation: That the Board of Directors adopt Resolution No. 2019-924 proclaiming the week of September 22-28, 2019 to be Special Districts Week. General Manager, Scott Carroll, shared that the State Legislature passed Assembly Concurrent Resolution (ACR) 89, which proclaims September 22-28 to be Special Districts Week. He noted that the resolution was sponsored by the California Special Districts Association (CSDA), who will be celebrating their 50th Anniversary next week during their Annual Conference. Mr. Carroll presented the recommendation that the Board adopt Resolution No. 2019-924 to make the same proclamation as ACR 89, and he noted that District staff will disseminate a press release and social media posts to promote Special Districts Week. He also noted that the Citizens Advisory Committee (CAC) recommended that the Board adopt Resolution No. 2019-924 at their meeting last night. Motion: To adopt Resolution No. 2019-924 proclaiming the week of September 22-28, 2019 to be Special Districts Week. Motion by Arlene Schafer, second by Art Perry. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no discussion. Action: 2. Approving the Creation of a Solid Waste Ad Hoc Committee Recommendation: That the Board of Directors approves creating a Solid Waste Ad Hoc Committee and appoint Vice President Ooten and Director Scheafer to serve on the Committee. Mr. Carroll explained that the Board of Directors discussed establishing a Solid Waste Ad Hoc Committee at their September 10th Study Session in order to increase participation in organics recycling, track meaningful solid waste data, and compare the District's diversion data to other jurisdictions. He noted that the Board discussed appointing Vice President Ooten and Director Scheafer to the Committee, and that the CAC appointed Members Katz and Fields. Mr. Carroll suggested that once the members are appointed, Ms. Middenway will reach out to the members to determine the Committee's first meeting date. Director Scheafer inquired about the CAC Members' schedules. He indicated an interest in the Committee's area of focus. Motion: To approve creating a Solid Waste Ad Hoc Committee and appoint Vice President Ooten and Director Scheafer to serve on the Committee. Motion by Art Perry, second by Arlene Schafer. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. E. ENGINEER'S REPORTS Receive and File: 1. Receive and File the Monthly Capital Improvements Project Status Report Recommendation: That the Board of Directors receive and file the report. District Engineer, Robin Hamers, presented the report details and welcomed questions. Director Scheafer shared that he has noticed that the County has been doing work in Costa Mesa. He asked if the County has a cleaning schedule for their sewer lines. Mr. Hamers confirmed that Director Scheafer is referring to the Orange County Sanitation District. He commented that Director Scheafer seems to be describing routine cleaning. Director Perry asked if the District is still working on the Canyon Force Main. Mr. Hamers replied that the force main has been placed in the ground and the project is expected to be completed in 1 to 2 weeks. He noted that the Indus project will also be complete in 1 to 2 weeks. He added that he will be providing a report about the potential reuse of the President Pump Station vault soon. Director Perry asked if the Canyon Force Main project has caused any traffic on Wilson Street. Mr. Hamers noted that the District has been able to complete the pump station work without closing the street (leaving one lane open in both directions). There were no further questions or discussion. F. TREASURER'S REPORTS Mr. Carroll noted that the District Treasurer is not present today. He added that the regular Treasurer's reports will be provided next month. There were no questions or discussion. G. ATTORNEY'S REPORTS District Counsel, Colin Burns, shared that the State Legislature passed a bill that will require a 2-year retention period for emails. He noted that the Board will receive a memo on this once the Governor signs the bill. Director Perry inquired about the current law for retention of emails. Mr. Burns explained that current law is unclear regarding email retention. He noted that it depends on whether or not the document is kept during the course of business. Discussion followed regarding whether the law pertains to emails received in an elected official's personal email account. Director Scheafer shared that the Board received a memo regarding Mission Viejo's efforts to utilize cumulative voting rather than establishing voting districts. He asked if a jurisdiction with voting districts would be able to switch to cumulative voting, if cumulative voting was accepted by the State. Mr. Burns noted that he would have to gather more information to provide an answer. He commented that switching to cumulative voting may open a jurisdiction up to potential litigation. There were no further questions or discussion. H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. 1. Orange County Sanitation District (OCSD) - (President Ferryman) President Ferryman shared that he and Vice President Ooten attended OCSD's Strategic Planning Session last night. He commented that it was well done and staff provided good information for the new directors. Vice President Ooten noted that they discussed biosolids and other aspects of OCSD's strategic plan. 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry) Director Perry shared that he attended the SARFPA meeting, where the discussion focused mainly on advocacy efforts in Washington DC and appropriations for the Army Corps of Engineers. He provided an overview of upcoming projects and their anticipated costs. 3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer) Secretary Schafer noted that she did not attend the last ISDOC meeting. Director Scheafer noted that he attended the meeting, but nothing substantive occurred. 4. California Special Districts Association (CSDA) - (Secretary Schafer) Secretary Schafer shared that she attended the Costa Mesa Chamber of Commerce's Government Affairs Committee Meeting. She noted that a speaker discussed the 2020 Census, and she distributed the District's newsletters at the meeting. Secretary Schafer also shared that the former Trinity Broadcasting Network will be remodeled and converted into a language school. She noted that CSDA complimented the District on its responsiveness to their requests for legislative support and opposition letters. And lastly, she shared that she attended Vanguard University's Taste of Vanguard event and provided updates regarding their expansion. Discussion followed regarding Vanguard University and Orange Coast College. 5. Special District Risk Management Authority (SDRMA) - (Director Scheafer) Director Scheafer shared that he attended the California Association of Joint Powers Authorities Conference in South Lake Tahoe and went to interesting sessions on governance. He also provided an update regarding SDRMA's election of officers. Discussion followed regarding the CSDA Annual Conference schedule. 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Secretary Schafer shared that she was shown the District's new Vactor truck and its features. Director Scheafer shared that he completed the required Sexual Harassment Training online. He commented that the training was lengthy, but easy to navigate. Vice President Ooten shared that he attended Water Advisory Committee of Orange County (WACO) meeting, where they discussed pollutants of emerging concern. I. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Discussion: 1. Oral Communications and Director Comments Director Perry and President Ferryman shared the schedule for the Costa Mesa Newport Harbor Lions Club Fish Fry event. Director Scheafer shared that the next Wastecon will take place out-of-state, and he requested that Ms. Middenway find out when it will be held. He commented that it is a good conference with valuable information. Additionally, he asked if it is necessary for the CAC to take official votes on items. He commented that he does not mind the CAC making recommendations to the Board, but he questioned whether they should be taking official recorded votes. Mr. Carroll reiterated that the CAC is an advisory board. He commented that there is value in gathering their feedback through votes, and that he does not see a problem with the CAC voting. Director Scheafer indicated concern about situations in which the CAC may vote for a different outcome than the Board, and the potential for this to result in hard feelings. He expressed hope that the CAC understands that their role is to advise and not to make the ultimate decisions. Secretary Schafer noted that the Newport Mesa Unified School District's State of the Schools Breakfast will be on October 2nd at 7:00 A.M. at Estancia High School. J. CLOSING ITEMS Procedural: 1. Adjourn President Ferryman adjourned the meeting at 6:13 P.M. B. ITEM Draft Minutes Board of Directors Meeting - October 29, 2019 Members present Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Dyana Bojarski (Administrative Services Manager), Colin Burns (District Counsel), Kaitlin Tran (Finance Manager), Robin Hamers (District Engineer), Nabila Guzman (Management Analyst I), Angela Colunga (Office Specialist) Others present Judith Gielow (District resident & Citizens Advisory Committee Member) Jim Mosher (District resident) Saundra Jacobs (Independent Special Districts of Orange County President) Phoeurn Chan Arun (Young Southeast Asian Leaders Initiative fellow) Thidalath Vongsayalath (Young Southeast Asian Leaders Initiative fellow) Luke Money (Daily Pilot reporter) Meeting called to order at 5:26 P.M. A. OPENING ITEMS Procedural: 1. Call to Order - President Ferryman President Ferryman called the meeting to order at 5:26 P.M. Procedural: 2. Pledge of Allegiance - President Ferryman President Ferryman led the Pledge of Allegiance. Procedural: 3. Invocation - Vice President Ooten Vice President Ooten led the Invocation. Procedural: 4. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence – such determination shall be the permission required by law.) Administrative Services Manager, Dyana Bojarski, conducted roll call and noted that all Board Members were present. Procedural: 5. Announcement of Late Communications - Unless directed otherwise by the Board of Directors, all actions shall be based on/memorialized by the latest document submitted as a late communication. General Manager, Scott Carroll, noted that the District did receive comments from Jim Mosher, a District resident and copies of the communications were shared with the Board. He added that the District Counsel will comment on the communications when the referenced items are discussed in the agenda or at the Board’s request. Procedural: 6. Ceremonial Matters and Presentations Subject 3. Draft Board of Directors Regular Meeting Minutes of October 29, 2019 Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Minutes, Receive and File Minutes View Minutes for Oct 29, 2019 - Board of Directors Regular Meeting None at this time. B. Public Comments Procedural: 1. Public Comments President Ferryman opened public comments. Saundra Jacobs, President of the Independent Special Districts of Orange County (ISDOC) and the Santa Margarita Water District Board of Directors, provided comments. Ms. Jacobs thanked the Board for their support in her campaign for the voting seat on the Orange County Local Agency Formation Commission (OCLAFCO). Ms. Jacobs shared that she will be running again for the same seat in June 2020. Director Perry inquired about the timeline for alternate seats. Director Scheafer expressed his support for Ms. Jacobs. Seeing no one else wishing to speak, President Ferryman closed public comments. C. CONSENT CALENDAR Action (Consent): 1. Approve Consent Calendar Recommendation: That the Board of Directors approve the Consent Calendar as presented. Action (Consent), Minutes: 2. Approve the Board of Directors Study Session Minutes of September 10, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent), Minutes: 3. Approve the Board of Directors Regular Meeting Minutes of September 19, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 4. Approve the Board of Directors Special Meeting Minutes of September 23, 2019 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 5. Approve the Directors’ Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approve the compensation and reimbursement of expenses as presented. Action (Consent): 6. Adopt Warrant Resolution No. CMSD 2020-04 Approving District Warrant Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2020-04 approving District warrants for the month of September 2019 in the amount of $1,003,752.79. Action (Consent): 7. Payroll Transparency Disclosure for September 2019 Recommendation: That the Board of Directors approve and file the report. Action (Consent): 8. Accept the occupancy count as presented as 22,871 and direct staff to prepare a warrant to CR&R Environmental Services for $237,023.61 for September 2019 collection Recommendation: That the Board of Directors accept the occupancy count as presented using 22,871 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for September 2019 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $237,023.61 to be ratified in the October 2019 warrant list. Action (Consent): 9. Approve the preparation of a warrant to CR Transfer in the amount of $209,067.43 for September 2019 recycling and disposal services in the October 2019 warrant register Recommendation: That the Board of Directors approve the preparation of a warrant to CR Transfer in the amount of $209,067.43 for September 2019 recycling and disposal services to be ratified in the October 2019 warrant register. Action (Consent): 10. Receive and File Fiscal Year 2018-2019 Annual Compliance Report for Requirements of Government Code Section 66013 (d) for Capacity Charges Recommendation: Staff recommends the Board of Directors receive and file this report. Action (Consent): 11. Receive and File Annual Report of Expenses – Fiscal Year 2018-2019 Recommendation: Staff recommends that the Board of Directors receive and file the Annual Report of Expenses for the Fiscal Year 2018-2019. Action (Consent): 12. Adopt Resolution No. 2019-925 Ordering that Publication of Ordinance No. 129 has occurred Recommendation: That the Board of Directors adopt Resolution No. 2019-925 ordering that the publication of Ordinance No. 129 has occurred. Action (Consent): 13. Investment Report for the Month of August 2019 Recommendation: That the Board of Directors approve the Investment Report for the Month of August 2019. Action (Consent): 14. Contracts Signed by the General Manager Recommendation: That the Board of Directors receive and file this report. Motion: To approve the Consent Calendar as presented. Motion by Bob Ooten, second by Mike Scheafer. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no discussion. D. PUBLIC HEARINGS None at this time. E. GENERAL MANAGER'S REPORTS Action: 1. Citizens Advisory Committee (CAC) September 18, 2019 Meeting Overview Recommendation: That the Board of Directors receive and file this report. Mr. Carroll opened the discussion to questions. Director Perry inquired about the attendance of the CAC meeting on September 18, 2019. Mr. Carroll shared that there was only one CAC member absent. Director Scheafer asked if CAC Vice Chair Graham Jr. is still unable to attend the meetings and if the CAC is looking into replacing that member. Mr. Carroll responded that the CAC is in the process of replacing CAC Vice Chair Graham Jr. Director Scheafer noted that the CAC members are obligated to attend at least one Board Meeting. He recommended that the Chair of the CAC reiterate this to the CAC members. He commented that the CAC is responsible for advising the Board. Secretary Schafer inquired about the CAC meeting attendance policy. Mr. Carroll noted that he would review the policy. There was no further discussion and the report was received. Action: 2. Receive and File the 2015-20 Strategic Plan Quarterly Update – FY 2019-20 1 Quarter Recommendation: That the Board of Directors receive and file this report. Mr. Carroll noted that this is a standard report and asked if the Board of Directors had any questions regarding the Strategic Plan Quarterly Report. Vice President Ooten asked when staff will begin developing the next Strategic Plan. Mr. Carroll shared that he will be starting the process next year by facilitating workshops with staff and the Board to develop another 5-year Strategic Plan. Director Perry asked if the process will be done internally. Mr. Carroll noted that the decision is to be made by the Board, but he believes that it can be done internally without the need for consultants. Director Ooten inquired about the amount of sanitary sewer overflows (SSOs). He requested to discuss this issue as a future Study Session item to figure out how to prevent future SSOs. Director Scheafer asked if one of the recent SSOs occurred at a Denny’s location. st Mr. Carroll noted that there was not a recent SSO at Denny’s, and added that if there was an SSO at Denny’s, it would be considered a private SSO. Director Scheafer inquired about staff’s recent EOC training and requested a brief update of it at the next Study Session meeting. There was no further discussion and the report was received. Action: 3. Performance Measurement Program Update Report: January – September 2019. Recommendation: That the Board of Directors receive and file this report. Mr. Carroll highlighted a few measures within the report. Firstly, he discussed the increase in sanitary sewer spills and shared that staff will have a report highlighting the causes of the spills and strategies to prevent future spills. Secondly, Mr. Carroll discussed the solid waste disposal rate per person, which is calculated by CalRecycle. He noted that the City of Costa Mesa’s solid waste disposal rate increased from 4.8 pounds per person in 2017 to 5.4 pounds in 2018. Mr. Carroll shared that he initially believed that the increase was due to an increase in population, but CalRecycle reported that the population decreased. He shared that he did not have answer as to why disposal rates are increasing, and he noted that he will be getting a copy of CalRecycle’s report to analyze the potential causes. Mr. Carroll pointed out that the City’s disposal rate is currently below the State’s mandated rate of less than 8.4 pounds per person. Lastly, Mr. Carroll shared that 86% of District employees indicated that the District is a better organization than it was a year ago. Mr. Carroll noted that he and the leadership team have been working collaboratively to create a work culture based on trust and cooperation. Director Perry inquired about the City’s solid waste disposal rate and whether the District can discuss the matter at the next Liaison Committee meeting. Mr. Carroll indicated that he does not think it is necessary to discuss this with the City at this moment in time. President Ferryman shared that in 2017 the District had zero SSOs, and that in 2018 the District only had 2 SSOs. Mr. Carroll reassured him that staff will have a report explaining the causes of the recent spills and strategies to prevent future spills. There was no further discussion and the report was received. Action: 4. Carryover Appropriations and Carryover Encumbrances from Fiscal Year 2018-19 to Fiscal Year 2019-20 Recommendation: That the Board of Directors approve the re-appropriation of funds in the Fiscal Year 2019-20 for the carryover items from the prior fiscal year as detailed in Attachments A and B, and summarized as follows: 10 Solid Waste Fund: Carryover Appropriations $29, 410, Encumbrances $0 20 Wastewater Fund: Carryover Appropriations $2,995,517, Encumbrances $434,481 Finance Manager, Kaitlin Tran, provided report details. Director Scheafer inquired about the professional services for public relations in the solid waste fund and asked if there is a category for public relations in the wastewater fund. Ms. Tran shared that there is such a category in the wastewater fund. Director Scheafer asked if there is a line item detailing what CR&R contributes to the District’s public relations solid waste fund. The Board discussed CR&R’s contributions toward educational initiatives rather than public relations. Motion: To approve the re-appropriations of funds in the Fiscal Year 2019-2020 for the carryover items of the prior fiscal year as detailed in Attachments A and B. Motion by Bob Ooten, second by Art Perry. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. Action: 5. Multi-Family Proposal – Update Recommendation: That the Board of Directors provide feedback and direction to staff. Management Analyst I, Nabila Guzman, provided report details. She noted that staff recommends hiring a consultant to a complete a study that would provide both the District and the City of Costa Mesa with approximate costs for the District to provide solid waste services. She explained that this study is estimated to cost $40,000 and District staff recommends seeking the City’s approval to perform the study and request their participation to avoid bias. Ms. Guzman noted that this study is not included in the current budget and the District would have to appropriate funds from the Solid Waste Fund Balance to cover this cost. Director Scheafer asked if the City of Costa Mesa is aware of the 2020 State mandate on recycling. Ms. Guzman reassured Director Scheafer that the City has been made aware of the State mandate, and that the City is looking into changing their code to make all the haulers that operate in their open market liable for meeting the 2020 mandate. Director Scheafer indicated opposition to funding a study for $40,000. Vice President Ooten indicated agreement with Director Scheafer and commented that the City of Costa Mesa makes about $2 million a year from their solid waste fees. He suggested setting up a meeting with City staff to ask if they are interested in conducting this study. Secretary Schafer asked how many haulers the City works with. Ms. Guzman estimated that there are between seven and nine haulers for commercial and multi-family properties. President Ferryman noted that the City is depending on contractors to comply with the State mandate. Director Perry commented that the City will have to increase their fees to pay for the services and ensure compliance. The Board discussed the 2020 State mandate on recycling. Director Perry commented that if the City had one vendor for hauling services, then the City’s franchise fee would be much more than $2 million. He recommended researching a few different vendors to determine what the possible franchise fees would be, and then discussing this as a future Study Session item. He indicated opposition to the $40,000 study. The Board directed staff not to move forward with the study, and instead requested that this matter be discussed by the Solid Waste Ad Hoc Committee. There was no further discussion. Action: 6. Consider Attending the Waste Expo Conference in New Orleans from May 4–7, 2020 Recommendation: That the Board of Directors consider attending the Waste Expo Conference in New Orleans from May 4-7, 2020 and direct staff to bring back for Board consideration the approval of an appropriation of funds from the Solid Waste Fund Balance. Mr. Carroll shared that the cost of the Waste Expo Conference is not included in the current budget, but that staff estimates the cost for one person to attend the conference to be $3,205.00. He recommended that the Board approve appropriating the necessary funds if they would like to send a staff member to this conference. Director Scheafer expressed his support for the Waste Expo Conference. Director Perry noted that he is not available to attend the conference. Vice President Ooten suggested that Director Scheafer and Ms. Guzman attend the conference. Secretary Schafer expressed interest in attending the conference. Vice President Ooten and President Ferryman indicated that they are not interested in attending. The Board directed staff to bring back for Board consideration the appropriation of funds from the Solid Waste Fund Balance for 2 Board Members and 1 staff member to attend the Waste Expo Conference. There was no further discussion. Action: 7. Consider Approving Appropriation of Funds for Boardroom Audio Visual System Repair Recommendation: That the Board of Directors consider appropriating $21,881.62 for the repair of the District Boardroom audio visual system. Director Scheafer asked for an update on the current audio-visual system. Mr. Carroll shared that the audio system failed and that the contractor responsible for the installation is unresponsive as how to fix the system. He noted that staff researched four qualified audio-visual vendors who all quoted the repair at about $20,000. He explained that staff conducted a bid proposal and recommended to select the second to lowest bid of $21,881.62. President Ferryman asked Mr. Carroll if he is authorized to make this purchase. Mr. Carroll noted that he is authorized to make this purchase, but he needs Board approval to appropriate the funds. Secretary Schafer expressed her support for the appropriation of funds to repair the system. Motion: To approve the appropriation of $21,881.62 for the repair of the District Boardroom audio visual system. Motion by Jim Ferryman, second by Bob Ooten Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. Action: 2. #318 President Pump Station Reconstruction Recommendation for Alternative 2 Recommendation: The Board of Directors: 1. Direct the General Manager to have plans and specifications prepared in accordance with Alternative 2 as outlined in this report. 2. Direct the General Manager to have the District Engineer complete the design phase for an engineering fee of $98,900. Mr. Carroll requested to move this item from the Engineer’s Reports to General Manager’s Reports. District Engineer, Rob Hamers, gave a brief explanation of Alternative 2 for Project #318 President Pump Station, the change in building codes, and the cost analysis of the reconstruction. Mr. Hamers sat in the audience during the discussion of this item. Vice President Ooten expressed that he favored the alternative that had the pump station located within a cul de sac. Mr. Hamers noted that the CAC supports Alternative 2. Mr. Carroll shared that the majority of residents who responded to the survey about the pump station did not favor having the pump station located in the cul de sac. Mr. Hamers indicated that he supports Alternative 2, as it is the most cost-effective solution. Director Scheafer asked about the increased amount of steel for the project. Mr. Hamers shared that the contractor will be drilling a hole, adding the steel by one or two inches, and pouring concrete in the hole and over the steel to make a wall. Secretary Schafer asked if Mr. Hamers will be informing the residents of Alternative 2. Mr. Hamers stated that the Board will need to inform the General Manager of their decision to implement this plan and then the General Manager will be responsible for informing the residents. Motion: To direct the General Manager to have plans and specifications prepared in accordance with Alternative 2 as outlined in this report. Motion by Art Perry, second by Arlene Schafer Final Resolution: Motion Carries 4-0-1 Aye: Arlene Schafer, Art Perry, Jim Ferryman, Mike Scheafer Abstain: Bob Ooten Motion: To direct the General Manager to have the District Engineer complete the design phase for an engineering fee of $98,900. Motion by Art Perry, second by Mike Scheafer Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. E. ENGINEER'S REPORTS Action: 1. Receive and File the Monthly Capital Improvements Project Status Report Recommendation: That the Board of Directors receive and file the report. Mr. Hamers presented the report details and welcomed questions. Director Scheafer asked if the District is prepared for a possible rainy season. Mr. Hamers shared that a smoke test was conducted at the Mendoza pump station and that he is waiting on the test results. Furthermore, Mr. Hamers added that at his quarterly meetings, he will be discussing plugging and ceiling manholes to prepare for a rainy season. Vice President Ooten inquired about old ductile pipes that are being cleaned out and re-lined. Mr. Hamers shared that Phase 1 encompasses all full-length sections of ductile pipe and Phase 2 will include areas consisting of 20 feet of ductile pipe. He noted that wherever there is ductile pipe in the gravity system, it needs to be re-lined. He added that this project is part of the Master Plan and has already been calculated in the budget. Vice President Ooten asked if the 10 sewer siphons listed in the present contract are the total amount of sewer siphons in the District. Mr. Hamers assured Vice President Ooten that 10 is the total number of siphons and that he will be analyzing the siphons as they are made of ductile pipe as well. Vice President Ooten asked how a siphon is televised and if it has to be de-watered. Mr. Hamers confirmed that it has to be de-watered and commented that it is a very tricky process. There were no further questions or discussion. Action: 3. #321 Indus Sewer Main Relocation; Accept Improvements, File Notice of Completion, Exonerate Bonds Recommendation: That the Board of Directors accept improvements and file a Notice of Completion, authorize payment of 5% retention 35 days after Notice of Completion is recorded, and exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Mr. Hamers reported that the project was a success. Director Perry asked if there will be any problems with the owners of the property. Mr. Hamers reassured the Board that he worked with the owners and their management representative throughout the project and experienced no issues. Motion: To accept improvements and file a Notice of Completion, authorize payment of 5% retention 35 days after Notice of Completion is recorded, and exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Motion by Mike Scheafer, second by Arlene Schafer Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There were no further questions or discussion. F. TREASURER'S REPORTS Action: 1. Approve the Investment Report for the Month of September 2019 Recommendation: That the Board of Directors approve the Investment report for the month of September 2019. District Treasurer, Marc Davis, presented the Board with their quarterly review of their investment portfolio. He shared that the Federal Reserve has cut interest rates twice this year and there is anticipation that interest rates will be cut again during their upcoming meeting. He noted that as interest rates are cut, bond rates tend to decrease and thus, the District’s portfolio also decreases. Mr. Davis highlighted that economists will decide to cut interest rates based on the effects of the global economy, the United States’ trade war with China, job growth, and consumer spending. Mr. Davis welcomed comments or questions. Director Scheafer asked if the current political climate will influence the Federal Reserve’s decision to cut interest rates. Mr. Davis was not able to provide an answer as to how much of an effect the current impeachment process will have on the financial markets. Motion: To approve the Investment Report for the month of September 2019. Motion by Arlene Schafer, second by Bob Ooten Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There was no further discussion. G. ATTORNEY'S REPORTS Action: 1. Consider Adopting Resolution No. 2019-926 Modifying the Wastewater Discharge Permit Conditional Waiver Permit for Denny’s 3170 Harbor Blvd. Recommendation: That the Board of Directors adopt Resolution No. 2019-926 Modifying the Wastewater Discharge Permit Conditional Waiver Permit for Denny’s 3170 Harbor Blvd. District Counsel, Colin Burns, proposed a resolution memorializing the findings made during the Denny’s hearing. He noted that the Denny’s hearing resulted in Denny’s being ordered to increase lateral maintenance, in which hydro-jetting occurs once a month rather than once every other month. Mr. Burns presented Mr. Mosher’s comments on the matter. The Board had no comments or questions regarding Mr. Mosher’s comments. Mr. Burns reassured the Board that there are no recommended adjustments to be made to the resolution. Motion: To adopt Resolution No. 2019-926 Modifying the Wastewater Discharge Permit Conditional Waiver Permit for Denny’s 3170 Harbor Blvd. Motion by Arlene Schafer, second by Art Perry Final Resolution: Motion Carries 4-1 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman No: Mike Scheafer Director Scheafer asked Mr. Burns about a recent Fair Political Practices Commission (FPPC) ruling that granted a Newport Beach Board Member voting power on matters regarding Balboa Island even though he is a resident of Balboa Island. Mr. Burns noted that the FPPC can issue an opinion if there is no financial impact on the Board Member/resident’s property. He confirmed that this type of ruling by the FPPC is very uncommon. There was no further discussion. H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. 1. Orange County Sanitation District (OCSD) - (President Ferryman) President Ferryman shared that he was not able to attend the recent OCSD meeting. Vice President Ooten and Director Scheafer noted that they attended the meeting. Vice President Ooten commented that the meeting highlighted OCSD’s accomplishments. 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry) No report was given. 3. Independent Special Districts of Orange County (ISDOC) - (Secretary Schafer) Secretary Schafer noted that she did not attend the last ISDOC meeting. Vice President Ooten and Director Perry noted that they attended the meeting and shared that the meeting centered on homelessness and transportation. Vice President Ooten noted that California makes up 10% of the total population in the United States and 50% of the total homelessness population. Director Perry shared that ISDOC will open an Emergency Management position in the waste/wastewater division. He recommended that Mr. Carroll consider looking into recommending a representative for the Board. 4. California Special Districts Association (CSDA) - (Secretary Schafer) Secretary Schafer shared that the CSDA meeting focused on their year-end report of carryover legislation. She noted that she also attended CSDA’s membership service meeting where CSDA set dates for next year’s meetings and events. 5. Special District Risk Management Authority (SDRMA) - (Director Scheafer) Director Scheafer shared that SDRMA’s Board meeting will be taking place next month. He noted that he will have an update at the next Board meeting. He noted that SDRMA has a new Board member joining in January 2020. He shared a letter from SDRMA that formally acknowledges CMSD’s governing body and management staff for having no paid property liability claims for the program year of 2018-2019. 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Director Scheafer shared that he attended the Newport-Mesa Unified School District's State of the Schools Breakfast along with Director Perry and Secretary Schafer. Secretary Schafer acknowledged the District’s Open House/State of the District. Director Perry asked how many people attended the event. Mr. Carroll shared that the District had about 88-90 people in attendance. J. OLD BUSINESS None. K. NEW BUSINESS None. I. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Discussion: 1. Oral Communications and Director Comments The Board had no additional communications or comments. M. ADJOURN TO CLOSED SESSION President Ferryman adjourned the meeting to closed session at 7:01 P.M. for the following items: Conference with Legal Counsel- Existing Litigation (Government Code §54956.9(d)(1)) Steve Hodges v. Costa Mesa Sanitary District, Scott Carroll, Does 1 through 50 OCSC No. 30-2019-01102477-CU-OE-CJC N. RECONVENE TO OPEN SESSION President Ferryman reconvened the meeting to open session at 7:11 P.M. and reported out that the Board took no reportable action during the closed session. O. CLOSING ITEMS Procedural: 1. Adjourn President Ferryman adjourned the meeting at 7:11 P.M. B. ITEM To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: November 13, 2019 Subject: 2019 Citizen Survey Results Summary The District has solicited qualified public opinion research firms to conduct citizen survey research and analysis. The purpose is to seek feedback regarding the level of satisfaction among District rate payers. The goal and objective of the study is to: Achieve a statistical valid participation ratio to make feedback relevant; Assess rate payer opinion of the District’s current rate structure for both solid waste and sewer services; Obtain a level of satisfaction for services provided by the District and areas for improvement; Identify resident awareness of solid waste and sewer programs. Recommendation That the Citizens Advisory Committee receive and file this report. Analysis Probolsky Research, LLC was awarded the contract to conduct the 2019 citizen survey research and analysis. From Saturday, October 19, 2019, to Sunday, October 27, 2019, Probolsky Research conducted a live-interviewer telephone and online survey among residents within the Costa Mesa Sanitary District boundaries. A total of 500 voters were surveyed (166 by telephone and 334 online) in English, Spanish and Vietnamese. In addition to the live-interviewer telephone and online survey, Probolsky Research also conducted an online focus group among District residents and focused on attitudes and awareness of residents about CMSD services. The focus group took place in September and before the live interviews were conducted. Although the results of the online focus group are not statistically significant, they do help us uncover common language, themes and messages to test further. Probolsky Research has concluded their research and compiled a final report and will be presenting their findings to the committee. Attached to this staff report are the online focus group report and survey presentation. Adam Probolsky will be available at tonight's meeting to discuss the survey results and answer questions. Legal Review Not applicable. Environmental Review A citizen survey is not an administrative matter and not a disturbance of the environment similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines. Financial Review There is $40,000 budgeted in professional services for a Customer Satisfaction Survey in FY 2019-20. The District awarded the contract to Probolsky Research, LLC to conduct the survey in the amount of $33,700. There are sufficient funds available for this survey. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the November 13, 2019 Citizens Advisory Committee meeting at District Headquarters and posted on the District's website. Subject 4. 2019 Citizen Survey - Results Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Action Recommended Action That the Citizens Advisory Committee receive and file this report. Goals 4.0 Community Outreach & Communications 4.1 Conduct community outreach survey File Attachments Probolsky Research - CMSD - Citizen Survey - Presentation.pdf (1,648 KB) Probolsky Research - Costa Mesa Sanitary District - Online Focus Group Report.pdf (1,860 KB) B. ITEM Subject 5. Consider Hiring a Public Relations Firm Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Action, Receive and File Recommended Action That the Citizens Advisory Committee recommend the Board of Directors considers hiring a public relations firm. Goals 4.0 Community Outreach & Communications 4.4 District branding That the Citizens Advisory Committee recommends the Board of Directors considers hiring a public relations firm. Per the recent completion of CMSD's 2019 citizen survey research and analysis, CMSD staff is recommending to the Board of the Directors the consideration of hiring a public relations firm to assist the District with branding and promotion of programs. The 2019 citizen survey and focus group results show that the majority of respondents were not familiar with CMSD or the services provided. After respondents were asked for specific services that CMSD is responsible for, some respondents associated the District with street sweeping and sewer services. Many of the respondents had a vague idea and were assuming these services were provided based on CMSD's name. While Probolsky Research conducted the online focus group discussion among CMSD area residents, CMSD staff was able to go in and ask questions to get more information. Staff was able to see that most respondents did not know of any special programs CMSD offers so staff suggested Probolsky Research share with them a variety of promotional videos and quarterly newsletter to see if the respondents' perception changed and it did. Most of the residents said they were motivated to participate in the organics recycling program and would share with their friends and family about the amazing programs CMSD offers. Additionally, all respondents enjoyed learning about all the different CMSD programs and the vast majority of respondents said the number one improvement CMSD needs to make is to better promote and advertise the programs and services offered. CMSD is celebrating 75 years of service this year but most residents are unfamiliar with the District and services provided. Hiring a public relations firm can assist staff with meeting the gap that exists in our outreach programs. A firm would assist with creating a strategy plan and provide year-round outreach and program promotion, better social media presence, and collecting data to build up email database. The District would need to go out to RFP to hire a public relations firm and estimated costs are between $50,000 - $60,000 a year. The costs would include a strategy plan which would include social media person and outreach, assistance with event staffing, flyer development and building partnerships with other stakeholders. Branding the District is a multi-year effort, but staff would be able to track progress of participation in the various solid waste programs if more residents are aware of the programs. If they are aware of the programs, they will dispose of items correctly, which has a direct effect on program participation and tonnage collected (which translates into a higher diversion rate). Staff can also track the number of downloads for the GoCMSD mobile phone application and the number of requests submitted by individuals. To: Board of Directors Via: Scott Carroll, General Manager From: Nabila Guzman, Management Analyst I Date: November 13, 2019 Subject: Consider Hiring a Public Relations Firm Summary CMSD is celebrating 75 years of service this year, but most residents are unfamiliar with the District and services provided. Hiring a public relations firm can assist staff with meeting the gap that exists in our outreach programs. A firm would assist with creating a strategy plan and provide year-round outreach and program promotion, better social media presence, and collecting data to build up an email database. The District would need to go out to RFP to hire a public relations firm and estimated costs are between $50,000 - $60,000 a year. The costs would include a strategy plan, which would include a social media person and outreach, assistance with event staffing, flyer development and building partnerships with other stakeholders. Recommendation Analysis The estimated costs to hire a Public Relations Firm are between $50,000 - $60,000 a year and it was not budgeted in the fiscal year 2019-20. If the Board of Directors decided to hire a Public Relations Firm, funds will need to be appropriated from the Solid Waste Fund Balance and Wastewater Contingency account. Copies of this report are on file and will be included in the complete agenda packet for the November 13, 2019 Citizens Advisory Committee meeting at District Headquarters and posted on the District's website. Legal Review Not Applicable Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 ”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review Public Notice Process Alternative Actions 1. Do not recommend hiring a public relations firm. 2. Refer item back to staff with further instructions. B. ITEM To: Citizens Advisory Committee Via: Scott Carroll, General Manager From: Rob Hamers, District Engineer Date: November 13, 2019 Subject: Inflow & Infiltration (I/I): Mendoza Pump Station Smoke Test FINDINGS Summary Orange County Sanitation District (OCSD) as well as the State Water Resources Control Board under the Waste Discharge Requirements (WDR) prohibits inflow and Infiltration (I/I) of surface and groundwater into the sewer system. Treating wastewater is costly and the addition of surface water causes OCSD to construct additional capacity at its treatments plants. I/I also negatively affects the performance of sewer systems by taking up the capacity that was designed for wastewater. The Costa Mesa Sanitary District’s (CMSD) I/I program consists of manhole plugging and sealing and has been active since the winter of 2009- 2010. The District has determined there is little to no infiltration into the system but there is inflow of surface water into the system due to flooding streets and alleys, possible illegal connections, and pool discharges. The District has plugged and sealed approximately 1,000 manholes out of 4,720 total manholes in the District. The District’s Inflow Reduction Program has previously prevented water from mid level storms from entering the system and these results have been reported to the Board and Orange County Sanitation District. The District's goal is to limit inflow to less than 2% rain ingress, which is OCSD’s goal as well. Generally, the District does not calculate inflow into the system for storms of less than 1” of rainfall due to inaccuracies in small storm calculations. However, during the last three storm events, the rainfall exceed one inch, which resulted in the ingress surpassing the 2% goal. On December 7, 2018, the rain ingress was 3.8% and on January 12, 2019 the rain ingress was 3.75%. On February 15, 2019, a storm of 2.76 inches of rainfall caused the Mendoza Pump Station to run an extra 377 minutes, equating to 361,920 gallons of rainwater in the wastewater system, which caused a rain ingress of 2.59%. The District’s other pump stations also pump stormwater, but Mendoza Station is usually the largest offender. Based on the overall results from this storm and another, District management determined that the manhole plugging and sealing from prior years needed to be re-established and that additional steps should be taken. Management decided to consider “smoke testing,” the surest method to finding illegal connections that create inflow. Subject 6. Inflow & Infiltration (I/I): Mendoza Pump Station Smoke Test FINDINGS Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Action Fiscal Impact Yes Dollar Amount $26,950.00 Budgeted Yes Budget Source Wastewater Fund Recommended Action That the Citizens Advisory Committee recommend the following to the Board of Directors: 1. Direct staff to implement the recommendations cited in the attached report; and 2. Direct staff to smoke test the remainder of the Mendoza Pump Station Tributary Area in FY 2020-21 Goals 1.0 Sewer Infrastructure 1.2 Inflow Reduction Program 1.7 Pump Station Maintenance & Standardization Program Recommendation That the Citizens Advisory Committee recommend the following to the Board of Directors: 1. Direct staff to implement the recommendations cited in the attached report; and 2. Direct staff to smoke test the remainder of the Mendoza Pump Station Tributary Area in FY 2020-21 Analysis Infiltration is groundwater (underground water) entering into sewer lines through cracks and/or separated joints in the sewer lines. Groundwater may be from storm water infiltrating down through the soil or from naturally occurring groundwater. Inflow is surface water entering through the vent holes in the cover and water entering through the annular space between the manhole ring and cover. Inflow generally occurs during storms that flood streets and may also be caused by illegal connections. An example of an illegal connection is a property owner solving his backyard flooding problem by installing a drain and connecting it to the sanitary sewer. When the District televised the sewer system from 2006-2009, only two instances of heavy infiltration (termed “gushers”) were discovered and these sources of water were immediately terminated. During the 2016-2018 televising program, there were no instances of heavy infiltration. The source of I/I water in the District’s system is inflow and this conclusion is supported by extra runtimes in the pumping stations immediately after a rain event. Inflow will occur immediately after the rain event, whereas infiltration of underground water into the sewer is delayed from the time of the storm, as the water must first percolate through the soil all the way down to the sewer system. The District’s Inflow Reduction Program is an attempt to reduce the amount of surface water entering the sewer system during winter storms. Many streets in Costa Mesa are relatively flat and flood during large storms. Standing water from curb to curb, where manholes are located, causes large volumes of water to enter the system though the vent holes and the space between the ring and cover. The cure for flooded streets is additional storm drain catch basins and pipelines, but the City has struggled with funding these improvements. Therefore, staff has used plugging and sealing manholes as the best course of action to prevent inflow. The risk in plugging and sealing manholes is the lack of oxygen circulation in the system and the inability to see a backup in the system, since a backup manifests itself through these same vent holes. The lack of oxygen causes a buildup in hydrogen sulfide, which leads to more pronounced odors and corrosion in the system. The use of smoke testing represents the District’s next step in inflow reduction. The concept is simple and works as follows: A smoke machine and blower drive smoke into the sewer main, which is usually located underground, along the center line of a street. The smoke travels up the main and up the sewer laterals, all the way into each of the residences connected to the main. Smoke will then exit through openings leading to the sewer lateral. For instance, smoke exiting through a plumbing roof vent indicates the house is connected to the system, but smoke emanating from a backyard storm drain grate indicates the homeowner is solving drainage problems by illegally connecting to the sewer system. After the testing, the District will take steps to have the illegal connections removed. The District hired ADS Environmental Services to perform the smoke testing study. The smoke testing began on October 14 through October 22, in which half of the Mendoza tributary area (24,500 lineal feet) was smoke tested (including the OC Fairgrounds). Costa Mesa Police and Fire Departments, along with the City Manager's Office, were notified in advance about the smoke testing. The results of the smoke testing and recommendations are provided in the attachment. District Engineer, Rob Hamers, will give the Board a presentation regarding the findings and recommendations. Legal Review Not applicable at this time. Environmental Review Smoke testing is performed with non-hazardous smoke that will quickly dissipate into the atmosphere. Also, there is no disturbance of the environment similar to grading or construction and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review There was $40,000 budgeted for the smoke testing study and the cost to perform the study was $26,950. Public Notice Process Copies of this report are on file and will be included with the agenda packet for the November 13, 2019 Citizens Advisory Committee meeting and on the District’s website. Alternative Actions 1. Do not recommend implementing the recommendations cited in the attached report. 2. Do not recommend smoke testing the remainder of the Mendoza tributary area in FY 2020-21. Attachments: Smoke Testing Study Report File Attachments CMSD Mendoza Smoke Report R1.pdf (7,421 KB) B. ITEM To: Citizens Advisory Committee From: Scott Carroll, General Manager Date: November 13, 2019 Subject: #318 President Pump Station Reconstruction Recommendation for Alternative 2 UPDATE Summary On March 13, 2019 the Citizens Advisory Committee unanimously approved supporting Alternative 2 to reuse the existing concrete pump station structure as the emergency storage vault. A structural engineering study needed to be performed to determine if the existing concrete structure is sound for use as an emergency storage vault. The results of the analysis indicate that because building codes have become stricter over the years, the existing concrete vault requires moderate structural enhancements to meet these codes. The approximate cost of the enhancements is $60,000, which is significantly less costly than the $275,000 cost of a new vault. Therefore, it is feasible to proceed with Alternative 2 to re-construct the entire pump station for approximately $1.5 million as estimated in the original budget. Attached is the current engineer’s estimate showing a cost of $1,600,800. Analysis Because the District does not have the original construction plans for the concrete vault, the structural engineering firm Arcon used ground penetrating radar (GPR) to determine the floor, wall, and ceiling slab thicknesses. The GPR also located the rebar inside the floor, walls, and ceiling. Core samples of the concrete and steel were also taken. Once the wall thicknesses and steel were determined, calculations were performed to compare the strength of the vault versus design loads used in today’s standards. It is the increase in design loads that is causing the necessity to add additional strength to the vault. Attached is the Arcon report. In order to continue reducing the overall cost of the project based on the original design, the following cost saving measures were introduced into Alternative 2: 1. Reuse of existing concrete vault 2. Maintain smaller overall footprint 3. Eliminate retaining walls 4. Use of prefabricated 8’ diameter wet well 5. Minimize use of neighbors’ yards 6. Relocate vaults away from overhead electrical lines 7. Simplify layout The proposed engineering fee to complete the Alternative 2 design is $98,900 (see attached) which is 6.2% of construction costs (normally 10%). The proposed structures and layout of Alternative 2 are completely different from the Alternative 1 design, so the design is, in essence, starting over. On October 29, 2019 the Board of Directors received the structural engineering findings and approved directing the General Manager to have plans and specifications prepared in accordance with Alternative 2 as outlined in this report. In addition, the Board of Directors approved District Engineer completing the design phase for an engineering fee of $98,000. District Engineer, Rob Hamers, will be available tonight to discuss the structural engineering analysis, the design phase and construction timeline. Legal Review Not required at this time. Subject 7. #318 President Pump Station Reconstruction Recommendation for Alternative 2 UPDATE Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Discussion Goals 1.0 Sewer Infrastructure 1.7 Pump Station Maintenance & Standardization Program Environmental Review The replacement of an existing pump station with a similar pump station of the same size for the same rate of flow as shown on the plans for Project #318 is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15302 as a “Class 2” project as stated under 15302(c) “Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity“. Financial Review The total current approved budget for Project #318 President Pump Station Reconstruction is broken down as follows: Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the November 13, 2019 Citizens Advisory Committee meeting at District Headquarters and on District’s website. File Attachments CMSD318 - Eng Est (Rev 2019-10-22).pdf (53 KB) CMSD318 - RBH REDESIGN Fee - Alternative 02 Final (Rev 2019-10-22).pdf (100 KB) CMSD318-Siting-alternative-2-22Oct2019.pdf (410 KB) Structural Engineer's Report.pdf (3,664 KB) C. CLOSING ITEMS Subject 1. Committee Member & Staff Comments Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Procedural C. CLOSING ITEMS The next Citizens Advisory Committee Meeting is scheduled for Wednesday, January 8, 2020 at 6:00 p.m. in the Costa Mesa Sanitary District boardroom, located at 290 Paularino Avenue, Costa Mesa. Subject 2. Adjournment Meeting Nov 13, 2019 - Citizens Advisory Committee Access Public Type Procedural