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Agenda Packets - Board - 2007-02-15�SpsAN17, y Costa Mesa Sancta Dist rict olitoI ... an Wepenbent Special District Board of Directors Art Perry Arlene Schafer Bob Ooten James Ferryman Cary Monahan Staff Robin B. Hauners Manager District Engineer (949) 631 -1731 Thomas A. Fauth Assistant Manager Joan Revak Board Secretary Program Manager Clerk of the District Alan R. Burns Legal Counsel Marcus D. Davis Treasurer /Director of Finance Phone (949) 645 -8400 Fax (949) 650 -2253 Address 628 W. 19th Street Costa Mesa, CA 92627 -2716 Proved on Recycled Paper NOTICE OF SPECIAL MEETING COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS February 15, 2007 The Board of Directors of the Costa Mesa Sanitary District will meet on Thursday, February 15, 2007 at 6:00 p.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19`' Street, Costa Mesa, California to consider the following: I. Public Comments II. Closed Session CONFERENCE WITH LEGAL COUNSEL — Anticipated Litigation To Discuss Possible Initiation of Litigation pursuant to Government Code 54956.9 (c) — One case III. Adjourn to Open Session and Adjourn Dated: February 12, 2007 Clerk of the District Protecting our communitNls health 6N providing solid waste and sewer coffection services. crosaca.gov ALAN R' BURNS JOHN R. HARPER* COLIN R. BURNS OF COUNSEL JUDIA CURTIN• MICHAEL MONTGOMERY" wA PROFESSIONAL CORPORATION LAW OFFICES OF HARPER & BURNS LLP A LUA[TED LIABMM PARTNERSHIP INCLUDING A PROFESSIONAL CORPORATION 453 S. GLASSELL STREET ORANGE, CALIFORNIA 92866 (714) 771 -7728 FAX (714) 744 -3350 To: Honorable President and Board of Directors From: District Counsel Date: January 10, 2007 Re: City Maintenance of District Sewer System RWF,RRIDF / RAN RFRNARDIN(1 (951) 674-0698 Since we have two new Board members, the following introduction is provided to this dispute. Background The City and District had a contract and a long term arrangement in which the District's operation was originally located in City Hall and the District utilized many city services, including the sewer maintenance by workers who were City employees. Due to the fact that the District had outgrown the City- provided facilities, and after attempts to work with the City to obtain greater space within the City's facilities failed, the District made a physical separation from the City in late 2004 and bought the present headquarters building on 19th Street. Although the District then occupied a different facility, it continued to contract with the City for financial and sewer maintenance services. It paid for those services until the contract was terminated in December 2005. Although the contract did not have any written performance parameters, the District Manager had specific discussions with the City's Director of Public Services that the sewer lines were to be cleaned once a year on a schedule that assured a cleaning at least once a year. In addition, the District paid for a report from Schuler Engineering Corp. that provided the City with a Suggested Maintenance Schedule for pump stations. A copy of that Schedule is attached. It recommends specific maintenance tasks be performed at various intervals, including checking the oil and other fluids at one -year intervals, pump testing at six -month intervals, and valve testing every six months. The District provided that Schedule to the City as the maintenance that needed to be performed. The Manager/District Engineer performed a Sewer Assessment at the time of the takeover of the maintenance of the system in December of 2005 (attached). In it he describes the working relationship between the District and City more fully and the representations about maintenance work being performed. His assessment is a damning indictment of the City's maintenance of our system. It suggests that we did not receive anything close to the maintenance we were being told we were getting for the price we paid the City. Costa Mesa Sanitary District City Maintenance of District Sewer System January 10, 2007 Page 2 As you know, we have been experiencing an increasing amount of failures at the District's pump stations and have had to rebuild 6 of our 20 pump stations just this year. We have also experienced an unusual amount of clogged sewer lines lately. Pump station failures and sewer line clogs cause sewer spills, and there are groups that are looking for target sewer agencies to sue over these sewer spills. As you know, the CoastKeeper settlement with Garden Grove cost that agency $48 million in repairs that must be paid plus attorney's fees in the amount of $163,000. The most recent settlement by Los Angeles Sanitation District (see attached) states that Los Angeles will pay $2.5 million for its failures and for the failures of its backup systems. It goes without saying that it is very important to keep your system well maintained. The Public Records Act request and response Due to the increasing spills, malfunctions and costs that the District was experiencing, the Manager/District Engineer submitted a request to Bill Morris, City Director of Public Services for the maintenance records for sewer line cleaning and for pump station maintenance. Bill Morris basically responded that no such records existed and suggested records might have been removed. As that response was very unsatisfactory, the Board determined that the matter should be pursued further, specifically, to determine if the City kept maintenance records. Thereafter, District Counsel sent the attached letter asking more specific questions, and the City's Director of Public Works responded as provided in the attachment dated January 4, 2007. In summary, Bill Morris states that: • daily work sheets dated to 2002 showing linear footage cleaned existed; • there was a map of lines cleaned that corresponded to the daily work sheets; • a personal computer existed with sewer pump maintenance information and run times; • pump station run time logs and maintenance notes existed; • equipment manuals existed. Bill states that all of the above records (with the exception of the run time logs and the computer) were placed in a box for the District and labeled. Bill further states that Karl Dulake (District employee who was hired from the City) removed the box. Therefore, Bill continues, City personnel were unable to go over the records before those were turned over to the District. Bill also states that Tom took a personal computer from the District without authorization. The District's response Tom states that although he did take the computer, he did not do so surreptitiously and it did not contain maintenance records. Karl Dulake, who was a city employee (in Traffic Operations since 1989) until the District hired him on December 12, 2005, responds as follows. He was one of a five- member team at the City who maintained the sewer system. Jerry Vasquez was the supervisor. The other four workers were paired in two -men teams and assigned to their own vactor truck. Vactor 1 was operated by Don Brown and Gary Bray. Vactor 2 was operated by Chris Boyd and Karl Dulake. Karl began working for the City in support of the Sanitary District in May 2002 and was the junior operator. Karl never saw the Schuler recommendations for pump station maintenance while he worked at the City. He was unaware of any specific periodic Costa Mesa Sanitary District City Maintenance of District Sewer System January 10, 2007 Page 3 maintenance to be performed on the pump stations. He confirmed the crews did infrequently turn valves on the pump stations and infrequently checked the 40 pumps, but it was not to a set schedule as specified in the Schuler recommendations. He further stated the only time oil in the pump station pumps was checked was when the crews discovered operational problems with the pumps. He also was unaware of any daily logs that were kept for daily cleaning and believes he would have known if those logs existed. He does not know how it was determined what lines would be cleaned and whether there was any order for such cleaning. He never saw any maps of the system that showed maintenance performed. He states there were logbooks, which were pads kept at the pump station that might show if a pump was "unragged." He is unaware of any other maintenance records in the three years (2002 -2005) that he worked on the sewer system. Conclusions It is unknown if we have an issue with blatant outright lies or misrepresentation by half truths: Bill's letter suggests that daily work logs existed for 2002 -2005. (He fails to mention 2000 or 2001.) Karl states that he was part of one of the two - person teams that were to perform sewer system maintenance, and he was unaware of any daily logs being kept. Obviously, Karl cannot state with absolute certainty that the other two- person team wasn't keeping such a log. He also cannot be 100% certain that his other team member was not keeping a secret record or secretly reporting the day's events to Gerry Vasquez, who, in turn, kept a daily log. This possibility is extremely remote and it is highly unlikely that Karl would not know that daily logs were being kept. Without taking everyone's deposition, we are left with a conflict in what is the truth. 2. Karl is unaware of any cleaning or maintenance map being kept. Again, Karl cannot be 100% positive that such a map was not kept, but it is reasonable to infer that if such a map existed, Karl would have been aware of the map in his three years on the crew. 3. Karl states that he had no idea how it was determined what line segments would be cleaned. This may suggest that the other team member was keeping mental notes of what to do next since, obviously, some cleaning was done and they did not re -clean the same lines on a regular schedule. 4. Karl states that he did not perform the pump station maintenance that was recommended in the Schuler report and only became aware of the Schuler report after becoming a District employee. The only maintenance that was performed was infrequent valve turning. The only time the oil in the pump station pumps would be checked was when the crews discovered operational problems with the pumps. 5. Tom advises that the personal computer and pump station run logs do not contain any maintenance information except run times and the daily run time durations. Costa Mesa Sanitary District City Maintenance of District Sewer System January 10, 2007 Page 4 6. Rob's professional opinion is that some of the lines have not been cleaned in possibly 10 years, and yet, he had been assured that the entire system had been cleaned every year. 7. Pump stations show no maintenance whatsoever, some appearing never to have been serviced. In 1995, we provided a schedule of maintenance with detailed service requirements and believed those were being performed in exchange for the money paid. 8. The system has not been well maintained which has cost the District money and creates a significant exposure for the District for sewer spills. Recommendation The Board should consider the above report and provide direction to the staff on a course of action. An open discussion has been agendized, but if there is a need for a closed session at a later date, that can be scheduled. A possible response is attached for your review. Respectfully submitted, Alan R. Burns District Counsel cc: Manager/District Engineer Assistant Manager Executive Assistant/Clerk of the Board Mr. Karl Dulake chuler engineering corp. March 21, 1995 Costa Mesa Sanitary District 234 E. 17th Street, Suite 205 Costa Mesa, Calif 92627 Attention: Mr. Rob Hammers Subject. Suggested Maintenance Schedule Gentlemen, _Attached are two original printings of the maintenance description and schedule chart per your request. We have also included the manuals which we received from Dezurik and Flygt. An additional set of manuals is forthcoming from Essco but has not as yet materialized. If you want to really make this complete you might send a copy to each of the major component manufacturers -for their comments on the contents. They know their equipment better then we do and may have some short cuts or information to offer. If there are future.revision to the basic package we have provided we would be happy.to type it up and print the document. The computer we. use is a Mac with Microsoft Word. I'm not sure if I can save it to a format which your PC can read but I'm willing to give it a try. Sine ly, B ce A. Schu e -- . - President - /T 8) - Post 027ice Box 8517, Riverside, California 92515.8517 o (909) 785 -0675 Fax. (909) 785 -1834 e Contractor's License No. 389852 The maintenance of the sewer pump stations fall into four distinct area: pumps, valves, electrical panels and equipment,. and structure. We are going to discuss these items in terms of these broad categories. We have attempted to locate the most pertinent operation and maintenance manuals for the equipment which we have found in the Districts' use. These manuals and /or catalogs are by no means exhaustive nor intended to be anything more than a general reference. Pumps The pumps most commonly used by the District appear to be Flygt submersibles. These pumps are almost maintenance free but the following recommendations should be followed: 1) The elapse time meter'readings should be checked and recorded at a consitant time interval. A running time for a discrete period which varies frome the average by 10% either way is a good indication that there are problems to be dealt with. 2) The _pumps should be raised a small amount off of their seats and operated so that there is a substantial leakage between the pump and its mating flange. This leakage will do several things: it tends to clean the interface, it allows the heavy sediments in the discharge riser to be released into the wet well suspension for later pumping, and it scours the bottom area of the wet well so that the. buildup of solids is minimized. This operation should be performed once every six months. 3) The pumps should be removed from the wet well and inspected for damage to the impellers, clogging, damage to the submerged portions of the cables, loose bolts, and any other visually observable abnormalities. We also suggest that the pumps be run for a short period of time while out of the wet well listening for: metal to metal contact, excessive vibrations, sound modulation changes etc. Make sure that when you bump the motor that it is sitting on the ground or else the torque may try to make a hair ball out of the cord._ We would suggest that this type of inspection should be every 6 months. 4) Those connection points for the pump power cords which terminate inside the wet well should be checked at all stations on a 6 month basis. If these show signs of corrosion then they should be sealed or the attachment method modified. We would investigate if there is a sealed plug -in method which could be employed; thereby making the replacement of pumps much quicker and standard. There appears to be several different ways that this termination has been done in the past - a standard is better. 5) The oil level in the pumps should be checked at least one a year 6) The fluid level in the stator casing should be checked at least once a year. 7) The lifting cables should be checked for breaks in the protective coating. The cable clamps should be checked for tightness. The cable should be checked for kinks, broken filaments, and "pinched" areas. 8) The hydrogen peroxide systems should be checked at the same interval as the.drums of fluid are changed. We suggest that the connections be checked for leaks just prior to changing the drum out and then again in about 24 to 48 hours. The smell of the chemicals will be a sure indication of any leaks. The function of the system should be checked at the same interval, a drip count is suggested. Our experience with this system indicates that extreme care be given when entering the wet well area which has received any chemical. It appears to cling in undiluted strength to the walls, pipes, and pumps. We suggest that before anyone enters the wet well a thorough cleansing of the walls and equipment be done with fresh water. Footnotes to Pump Section A) I think that some of the pump stations have different characteristics for the inflow water. It might be wise to establish more stringent inspection procedures for station which exhibit more maintenance potential. Valves This discussion will center on the two types of valves commonly used in the stations: Plug Valves, and Check Valves. Plug Valves 1) The valves should be exercised at least every six months, preferably at the same time that the pumps are inspected. The valves should be run open and closed at least two times during this procedure. We would like to see the valves closed 25% and 50% with the pump running. This tends to cleanse the valve seat and plug with the swiftly running water. Try to avoid running the pumps against a dead head (a fully shut valve), its not good on the pump, piping, nor valves. Plug valves have a preferred pressure side which helps force the plug against the seat for complete closure. 2) The plug valves really don't have a tremendous amount of maintenance to be done. If the packing leaks then there is a procedure in the appendix which describes how to tighten or replace the materials if required. Bypass Note Don't forget to exercise the bypass valves. If they don't work it will be when you really wish you had them. Get a spare cam -lock fitting that you can blind off so that you can operate the valve without washing down the street. 'Check Valves - Lever & Weight 1) Check the valve for leaks from the shaft seals during normal operation periods. Depending on the valve - packing glands may need to be tightened or new "O" rings installed. 2) Check that the lever & weight is secured to the operation shaft and that the weight is secured to the lever. 3) Test the operation of the check valve every six months by pushing the lever towards a closed position while the pump is running. You can feel slop, worn keys and wear in this method. Electrical Always turn off power when working on these maintenance items. 1) The contacts in the motor starters should be visually inspected for pitting and uneven surfaces. Replacement is always easier when you can plan on it. 2) The heaters should be replaced if you start getting shutdowns that can't be explained by other logical means. 3) 1 would try to establish a standard exhaust fan which can be found locally (such as Graingers or McMasters). If you get a failure, have a spare handy so. that you can fix it. The current laws concerning confined space and ventilation carry severe penalties for non compliance. I guarantee that any explanation which starts with "we are waiting for the parts" will not exonerate you. Check the fans every 3 months for corrosion in the metalwork, corrosion in the wiring connections to the power source, bearing noises in the motors and fans, and switch operation. 4) The bubblers need to be checked every 3 months for operation, clogging of lines, and accuracy of the level indication given by the assembly. It might be wise to arrange a standard (compression coupling - ss mat'Is) connection inside the wet well which allows the tube which goes into the fluid to be changed without. pulling in a complete new line into the control cabinet. Soap test all connections. 5) Check the alarm first by bridging the correct contacts and if possible by allowing the water to rise to a alarm condition. During this problem check that the alarm clears when expected. 6) Check that terminal connections are tight. Look for smoke stains or heat markings near terminals and switching equipment. Try push to test buttons where they occur - replace light bulbs as required. 7) Clear the electrical enclosure of spider webs,. mice, dirt and dust. Compressed air, vacuum , or both can be used to accomplished. this cleaning. We have also used electrical contact cleaner in some instances. Mice should be discouraged at all occasions - their eating habits sometimes tend towards wire insulation. 8) . Moisture and heat sensors should be checked at six month intervals. These sensors are your "front Line" against a pump failure where the damage can be catastrophic. The heat switch is basically a normally closed thermal switch. It is wired in series with the motor starter. If the pump won't start in the "auto" mode but will in the" hand" it may be the heat sensor. This switch can also be checked with a volt /ohm meter or a continuity meter. The moisture sensor really measures the potential between two probes in the oil buffer zone. It can only be checked with a "megger" meter. It should read about 340,000 ohms. Less than this value means moisture is present. You should also megger between each of the sensing wire and ground to make sure that the cable isn't the source of the problem. If you hear a buzzing sound from the panel, it may be the relay in moisture sensing circuit. It is an indication that the moisture sensor is trying to engage but doesn't have quite enough moisture to make the circuit As long as you are buying a "megger" meter you might as well read upon the values you should get line to line and line to ground through the motor. 9) Check and record the voltage and amperage one each pump every three months. Compare these readings with those previously retreived for trends. You should always begin these tests with the water levelin the wet well at the same level at the same starting point 10) Exercise the "circuit breakers" every three months by using the trip button 11) It might be cost effective to hire someone who can come in every three or four months and check. for electrical and motor problems. Bob Eppers and Larry @ Essco come to mind. Structure —1) Hatches should be checked once a year for weldment breakdown. The hinges should be checked closely since this is a primary location for failure. The prompt repair of welds is very important since the entire hatch will deteriorate very quickly once a small break weakens the structure. These hatches are historically aluminum and are expensive to replace. 2) Check wall penetrations for leaks and weeping. The introduction of water in these locations deteriorates the concrete and pipe much more quickly than normal. We suggest chipping back the concrete at such locations and re- pointing the void with "Waterplug" or an equivalent cementuous material. 3) Check Wet Well for blisters and bubbles in the protective coating during those times when the wet well or pumps are being serviced. If possible removed these small problem areas and re -coat with compatible materials. The problem seems to be that once the seal of the lining is broken then the detrimental effects accelerate. A little cure early on will postpone a major re- coating program and be cheaper in the long run. 4) Check any tie - downs, thrust restraints, etc. when doing wet well work. Make sure that nuts are tight, bolts and /or all thread do not move or shift to the touch. Replace or note for replacement those pieces which show signs of corrosion. 5) Check ladder rungs . Replace corroded ones with drill -in plastic replacements (available @ Inland @ 909/788/9720). DESCRIPTION PUMPS BACKWASH SOLIDS INSPECT IMPELLER CHECK CORDS & CONNECTIONS CHECK OIL LEVELS IN PUMPS CHECK STATOR OIL LEVEL LIFTING CABLES HYDROGEN PEROXIDE SYSTEM VALVES -PLUG EXERCISED PACKING VALVES -CHECK EXERCISED SHAFT SEALS LEVER & WEIGHT ELECTRICAL STARTER CONTACTS HEATERS IN CONTACTORS FANS BUBBLERS ALARM ANNUNCIATION CONTACTS & TERMINATION MOTOR SENSORS & WINDINGS AMP & VOLTAGE READINGS RUNNING TIME STRUCTURE HATCHES WALL PENETRATIONS WET WELL COATINGS RESTRAINTS/TIE-DOWNS/THRUST LADDER RUNGS 3 MONTH 6 MONTH 9 MONTH 1 YEAR X X X X X X X X X X W1 DRUM CHG X X X FOR MOVEMENT X X X X X X X X X X X X X X X X X X X WEEKLY X X X X X X March 18, 1995 PUMP AND OPERA'nONS AND TROUBLE SIIOOTING - (MANUAL Daily or each time the pump station is checked record the (lapsed time meter and subtract the previous reading. Compare the running time to the previous time period. A cbange of 10 percent above or below the average may indicate a problem with the pump station. Remember that the controls are rarely at fault The following conditions should be checked for. These conditions will cause a higher than normal AMP reae'dug and excessive run time. A. Check valve on the other pump not closing completely. 13. Excessive wear ring clearance on non clog type pumps. C. Electric Utility reversed a phase in the power grid. The following will cause a lower than normal ,AMP reading and excessive time. A. Partially plugged discharge pipe. B. Partially plugged sucti on. Both of the above may be cleared by back flushing_ C. Broken impeller (Pump will be vibrating). D. Impeller. off of shaft, (AMP reading very low). E. Broken ptunp shaft or shaft coupling (day pit pump) (AMP reading very low). Weekly Pump Station. Check A. Push to test buttons in the control panel. . B. Klatch both pumps run through a pumping cycle. (time permitting). Monthly Rimp Station Check A. With all power turned off visually check the control panel for any sign of loose components, smoke stains or signs of heat at wire terminals. B. Test the air bubbler system if so equipped following the attached instructions. C. Open wet well and determi-ae if cleaning is required. Check float switches, bubbler tube, and any other equipment installed in the wet well. Three Month Pump Station Check A. With a digital meter check and record the voltage. 13. With a digital AMP probe check and record the running amperage of all motors. The amperage test has to be taken with the same water elevation in the wet well for the pumps. A steady decrease in running amperage and an increase in running dyne with no major system changes would indicate impeller wear or debris slowly starving the pump suction. C. If. the pump station is equipped with submersible pumps turns a pump on hand and empty the wet well, and inspect the bottom of the well for debris. Use a mirror and sunlight for the light source: for inspection. D. With all power off use a meager to test insulation resistance and record the information. A. decreasing value indicates insulation of the power leads or motor wittding is 'starting to fail. E. Exercise the circuit breakers by -using the trip button. F. Check the starter contacts for excessive wear or metal transfer. Annual Pump Station Check A. 'I'u.rn off the power at the meter and check all wire term. inations. The larger power leads are subject to "cold flow" and over time X11 start to overheat from being loose. Control wires are less subject to "cold flow" because inrush current is very low. TC PERIODICALLY TEST THE AIR PUMPS AND PRESSURE SWITCHES FDR PROPER OPERATION THE FOLLOWING SEQUENCE SHOULD RE PERFORMED ON A REGULAR SCHEDULE THAT HAS BEEN ESTABLISHED BY YOUR AGENCY. (A 14AXIMUM PERIOD OF 30 DAYS IIETWEEN TESTS IS SUGGESTED) IT SHOULD TAKE 2 -3 MIN. TO COMPLETE THIS TEST. A TURD A PUMP ON HAND AND LET IT RUN UNTILL THE WET WELL IS PUMPED AS LOW AS POSSIBLE. THE PRESSURE GUAGE SHOULD BE AT UR NEAR 0 INCHES, IF NOT THE BUBBLER TUBE IN THE WET WELL MAY BE PARTIALLY PLUGED AND WILL HAVE TO BE CLEANED R TURN CIRCUIT BREAKER HANDLES TO THE PRESET' POSITION C OPEN INNER DOOR BY TURNING THE TWO 1/4 TURN LATCHES D AT THIS TIME YOU SHOULD CHECK THE INTERIOR 13F THE CONTROL PANEL FOR ANYTHING OUT OF THE ORDINARY C 13ULL PLUNGER ON CONTROL POWER SAFETY SWITCH (IF SO EQUIPPED CR TURN ON THE MAIN CIRCUIT BREAKER F LEAVE THE H-C -A SWITCH-IN AUTO FOR THE FOLLOWING TESTS, G TO CHECK SET POINTS AND AIR PUMPS START BY OPENING VALVE #9 'J%'D CLOSING VALVE #5, -THEN SLOWLY CLOSE VALVE 09 AND - ;BSERVE THE SETTINGS AS THE' PRESSURE.. INCREASES, PS3 SHOULD "WITCH FIRST AT OR NEAR 20', AS YOU CONTINUE TO RAISE THE 'R -SSURE THE REMAINING. SWITCHES WILL CLOSE AT THEIR RESPECTIVE POINTS, DURING THE TEST THE ,STARTERS AND RELAYS WILL : "7Il /AT'I{^•f Rfiv. T, ir. a!!'iTR11n 4 H. r •.w— w.... .... r.w ­w — - -r 1 LEAD, PUMP PRESSURE SWITCH 2 LAG'AND /OR BOTH PUMPS PRESSURE SWITC14 3 LOW AIR PRESSURE SWITCH 4 HIGH LEVEL PRESSURE SW. 5 3/8' 13'4 TURF! VALVE TO WET WELL 6 1/8' VALVE T13 DOOR GUAGE 7 1/8' VALVE TO AIR PUMP f#1 8 1/8' VALVE TO AIR PUMP 92 9 AIR MANIFOLD BLEED VALVE TO SIMULATE LEVELS FOR PRESSURE' SWITCH ADJUSTMENT AND AIR PUMP TESTING I0 MANIFOLD PRESSURE GAUGE FACILITATE PRESSURE SWITCH ADJUSTMENTS ADJUSTING INSTRUCTIONS OPEN INNER DOOR AND ADJUST VALVES TO SI14ULA7E LEVEL DESCRIBED AT LEFT. THE DUST cOVERS MAY BE REMOVED FROM THE SWITCHES IF DESIRED, USE CAUTION . A SPRING MAY BE DISPLACED IF THE COVER IS NGT LIFTED STRAIGHT UP. FIRST - SET THE PRESSURE TO THE DESIRED SWITCH POINT. IF IT IS HIGHER THAN THE PREVIOUS SETTING TURN THE TQP ADJUSTING SCREW ICI P.1a.l. I. A.". Ih. . ... . —�. • —..r .r... ��� A NORMALLY CLOSED tNOT USEZ1) B + 8 COMMON C �f C NORMALLY OPEN (USED) DUST COVER C RANGE ADJUSTMENT Q DIFFERENTIAL ADJUSTMENT ADJUSTING INSTRUCTIONS OPEN INNER DOOR AND ADJUST VALVES TO SI14ULA7E LEVEL DESCRIBED AT LEFT. THE DUST cOVERS MAY BE REMOVED FROM THE SWITCHES IF DESIRED, USE CAUTION . A SPRING MAY BE DISPLACED IF THE COVER IS NGT LIFTED STRAIGHT UP. FIRST - SET THE PRESSURE TO THE DESIRED SWITCH POINT. IF IT IS HIGHER THAN THE PREVIOUS SETTING TURN THE TQP ADJUSTING SCREW ICI P.1a.l. I. A.". Ih. . ... . —�. • —..r .r... ��� ti. ,+r. s s s,% i a r 4-vuGY fit IL w AL. L. riti Y G I LiG lot. .i.1 B TURF, RCUIT BREAKER HANDLES TO THE 'RESET' POSITION '�- E OPEN`TKNER DOUR BY TURNING THE TWO 1/4 TURN LATCHES D AT THIS TIME YOU SHOULD CHECK THE INTERIOR 13F THE CONTROL PANEL FOR ANYTHING OUT Of THE ORDINARY E PULL PLONGER DN CONTROL POWER SAFETY SWITCH <IF SO EQUIPPED) OR TURN ON THE MAIN CIRCUIT BREAKER F LEAVE THE H -O -A SWITCH IN AUTO FOR THE FOLLOWING TESTS- 0 TO CHECK SET POINTS AND AIR PUMPS START BY 1OP£NIN13 VALVE #9 AND CLOSING VALVE - 09, THEN SLOWLY CLOSE VALVE #9 AND OBSERVE -THE SETTINGS AS THE PRESSURE, INCREASES, PS3 SHOULD SWITCH FIRST AT OR NEAR 20', AS YOU CONTINUE TO RAISE THE PRESSURE THE REMAINING SWITCHES WILL CLOSE AT THEIR, RESPECTIVE SET POINTS. DURING THE TEST THE STARTERS AND RELAYS WILL FUNCTI13K BUT THE M13TORS WILL NAT RUN. PU14P CB'S ARE OFF, H THE AIR PUMPS SHOULD PRODUCE AT LEAST 120' OF PRESSURE WHEN NEW (C7 TYPE). THE NEV 66 -212 SHOULD PRODUCE OVER 160' AFTER A TWO WEEK BREAK IN PERIOD, IF THE 'PRESSURE" DOES "­'­ iNOT INCREASE TO 120' CHECK ALL TUBBING CORMCTIONS FOR T 10 T HESS AND THE TURING FOR' CRACKS, IF ANY TUBING HAS TO BE REPLACED USE PLASTIC FERRULES ONLY, SLOVLY REOPEN VALVE <19 TO LOWER THE PRESSURE. OBSERVE THE PRESSURE WHERE THE a- WITCHES RESET, THEY .SHOULD IN THIS DESCEMING LIRDER, 4ZL S 3. PRESSURE SNITCH 3 SHOULD 8E SET AT.3 TO 4 INCHES PRESSURE. I <EPLAT THE ABOVE PROCEDURE TO TEST THE OTHER AIR PUMP J 2E SURE TO OPEN VALVE 99 AND CLOSE VALVE # 9 BEFORE YOU CLOSE THE INNER DOOR AND TURN THE CIRCUIT BREAKERS ON. tT THE END OF THE TEST MAKE: SURE THAT PS #3 HAS ENERGISED THE COIL ON ALTERNATOR #2. WHEN Y13U CLOSE THE INNER DOOR THE -LOW AIR LIGHT MAY COME ON, IF IT DOES JUST OPEN OPEN AND _-LOSE THE DOOR CR TURN THE MAIN BREAKER. ON AND OFF TO CYCLE ALTERNATOR #2. THE ALTERNATOR WILL NOT ENERG12E UNLESS THE LEVEL IS ABOVE 20' THAT IS WHY YOU SHOULD . !EAVE PS 43 SET AT THE END OF THE TEST BY NOT ALLOWING THE PRESSURE TO ,DROP BELOW 10 INCHES BEFORE CLOSING, THE INNER DOOR. THE ALTERNATOR CAN BE MANUALLY TRANSFERRED 13Y PUSHING THE ARMATURE TD A CLOSED POSITION THEN ALLOWING IT TO SNAP OPEN. THE CONTACTS CAN BE OBSERVED THROUGH THE CLEAR COVER ON THE ALTERNATOR. (FURNAS ALT. ONLY) < IF' DURING THE TEST OF THE AIR PUMPS A LOW PRESSURE IS OBSERVED, THE VALVE TO THE OPPOSITE PUMP SHOULD BE CLOSED TO MAKE SURE THAT THE CHECK VALVE IN THE IDLE PUMP HAS NOT FAILED, AT THIS TIME IT IS SUGGESTED THAT THE PLUGS FROM THE AIR PUMPS BE SWITCHED SO THAT THE RUNNING TIME CAN BE SPREAD EVENLY OVER BOTH UNITS ADJUSTING INSTRUCTIONS OPEN INFER DOOR AND ADJUST VALVES TO SIMULATE LEVEL DESCRIBED AT LEFT. THE MUST COVERS MAY BE REMOVED FROM THE SWITCHES IF DESIRED, USE CAUTION A SPRING MAY BE MISPLACED. IF THE COVER IS NOT LIFTED STRAIGHT UP, FIRST - SET THE PRESSURE TO THE DESIRED SWITCH POINT. IF IT IS HIGHER THAN THE PREVIOUS SETTING TURN THE.TOP ADJUSTING SCREW. CLOCKWISE CCW) UNTILL THE CONTACTS OPER . THEN TURD! THE SCREW COUNTER - CLOCKWISE (CCV) UNTILL THE DESIRED ...SET... POINT' . IS....RE.ACHM' ' ..... .... NOTE 1 1 1 BY ADJUSTING THE TOP SCREW ONLY THE PREVIOUSLY SET DIFFERENTIAL IS MAINTAINED. IF YOU WISH TO RESET THE SWITCH TO THE PREVIOUS OFF POINT, TURN THE BOTTOM SCREW CCW TO ITS STOP THEN SET THE PRESSURE TO DESIRED LEVEL, SLOWLY TURN THE BOTTOM SCREW CW UNTILL. THE CONTACTS OPEN THE SWITCH IS NOW SET. SWITCHES 2 AND 4 MUST ALSO BE RESET OR THE CONTROL CIRCUIT WILL NOT FUNCTION PRAPERLY. A SEPARATION .OF 6 INCHES IS THE RECOMMENDED MINIMUM, WITH THE BUBBLER TUBE 6 TO 8 INCHES ABOVE THE B13TT13M OF THE WET WELL FLOOR. MOST SMALL TO MEDIUM SIZE PUMP STATION PRESSURE SWITCHES CAN BE SET AS FOLLOW& PS1 CLEAD PUMP) 13N 30' OFF 10', PS2 (LAG PUMP) ON 36' OFF I6'. PS3 CLOW AIR TRANSFER) Oh 20' SW, 4'. PS4 13N 42. OFF 30' �r Condition Assessment Report of the Costa Mesa Sanitary District Sewer System as of December 15, 2005 Prepared by Robin B. Harriers Manager /District Engineer September 6, 2006 Purpose The purpose of this report is to document the condition of the sewer system as of December 15, 2005, which is the date the Costa Mesa Sanitary District and the City of Costa Mesa terminated the sewer and storm drain cleaning mutual services agreement. Background _ The Costa Mesa Sanitary District and the City of Costa Mesa had a long- standing agreement where two field crews and a supervisor were responsible for the maintenance and operation of both the District's sewer system and the City's storm drain system. Each of the two crews consisted of two men and a large cleaning truck. The cleaning trucks were combination trucks, having both hydro - jetting and vacuum capabilities. The supervisor had both a service truck with a hoist and a pickup truck. All five persons on the field crew were employees of the City of Costa Mesa. The financial arrangement was such that the District reimbursed the City for all labor, equipment, vehicles, supervision, training, and any other related expenses that were associated with the sewer system. The supervisor and one of the field crews spent 100% of their time on the District's, sewer system while the other field crew spent 67% of its time on the District's sewer system. The remaining 33% of the second field crew's time was spent cleaning and maintaining the City's storm drain system. At the time the mutual services agreement ended on December 15, 2005, the supervisor and three of the four field crew members had been working in these job positions for over 25 years. CMSD Relationship with Field Crews Because the five field crew members were City employees, it was agreed between the agencies that the District would request certain goals be achieved while the City was responsible for the day -to -day assignments and for the employer - employee relationship. The relationship between the staff of the Sanitary District and the field crews was always cordial and friendly. Performance Goals One of the primary on -going goals was to clean the sewer system once per year to eliminate back -ups and sewer spills. Cleaning the sewer system once per year is the industry- standard and it was always represented by the supervisor that this goal was readily achievable and was being achieved every year. Because the District owns and operates 20 sewer pumping stations, the second primary goal was to insure the smooth and reliable operation of the pumping stations in order to avoid sewer spills. The supervisor and the lead maintenance worker were asked to attend a certification class held by the manufacturer of the District's preferred pumps, Flygt Corporation ITT located in Sweden. The District standardized the operating equipment in the stations and moved the panel and electrical controls above ground to increase worker safety. The District also converted the stations to use submersible pumps (with the exception of one station that is to be abandoned) so the field crews would never have to descend a ladder or enter a confined space to perform the daily pumping station check. Special Training and Assistance In addition to the Flygt Corporation training school, the District arranged for the Orange County Sanitation District field crews to assist in cleaning the District's larger lines and to provide advice and assistance whenever needed. 2 The District also offered the five field crew members the opportunity to obtain certification through the California Water Environment Agency (CWEA). As an incentive, the District offered a 1.5% salary increase for each of the four certification levels obtained. At December 15, 2005, four of the five workers had received their Level I certification. In March 1995, the Manager /District Engineer had the District's most experienced and qualified pumping station contractor, Schuler Engineering Corporation, prepare a recommended preventative maintenance program for the - pumping stations. The document is included in the District's Sewer Master Plan and is considered one of the most important documents the District possesses. The preventative maintenance program includes a maintenance schedule for each of the pumping station components, including checking and maintaining certain items on a daily, weekly, monthly, 6- month, or yearly basis. The preventative maintenance program includes everything from simply exercising gate valves to performing a yearly servicing of the pumps. Because the failure of a pumping station usually leads to a sewer spill, the District's Manager /District Engineer and Assistant Manager routinely apprised the field crews that any recommended improvements that would increase the reliability of the pumping stations or the gravity sewer system would be readily implemented. State Requirements for Sewer System Performance In April 2002, the Santa Ana Regional Board of the State Water Resources Board adopted an Order termed the Waste Discharge Requirements (WDR) for sewer systems tributary to the Orange County Sanitation District treatment plants. The WDR placed very strict requirements on sewer system owners, including preparing comprehensive maintenance, preventative maintenance, capacity assurance, long term replacement, grease control, education, and other related requirements. The District met these requirements and regular meetings 3 were held with the Manager /District Engineer, Assistant Manager, and the five field crew members to insure understanding and compliance with the WDR requirements. The District's yearly Capital Improvement Program Budget was adjusted to include the WDR requirements, usually at a cost of approximately $200,000 - $250,000 per year. Working Relationship Between the District and City The Manager /District Engineer and Assistant Manager always had an amicable relationship with the five field crew members as well as with the City's Director of - Public Services and his staff. Regular meetings were held with the field crew members as both parties worked towards the goal of bettering the performance of the sewer system. City /District management meetings were held once a month to foster a cooperative and professional relationship and to coordinate efforts. An example of the dedication exhibited by both parties is found in the area of emergency response as each agency readily stated that the agreed -upon time commitment to either the sewer system or storm drain system was of no consequence if the other party was experiencing an emergency. In that case, each party volunteered its resources for the betterment of the other party. Conditions of Sewer System and Pumping Stations The attached Exhibit "A" is a list of conditions found in the sewer lines and pumping stations. If a significant finding occurred prior to the formal separation date, it was included. If additional items are found in the future, Exhibit "A" will be updated. N Exhibit "A" Condition Assessment of CMSD Sewer System 1. Adams Avenue 15" Sewer Main In April 2006, the District began cleaning the Adams Avenue sewer main and found 7" of grit and rocks in the 15" diameter main. This amount of grit reflects the line had not been cleaned in over 10 _years. The District was forced to rent a water truck in order to provide enough water to clean the line without constantly leaving the site and filling up from a fire hydrant. The cost to clean the line was over $20,000. This amount of grit in a line subjects the District to a high probability of a sewer system backup and spill and is far beyond industry standards for proper maintenance. One inch of grit in a sewer line is considered a severe condition. 2. Mendoza Pumping Station The attached picture (Pictures 1 A and 1 B) of one of the Mendoza Pumping Station pumps being pulled by City forces in 2003 shows an inordinate amount of grit and hair on the pump. The pumps were supposed to have been serviced at least once per year; however, the amount of grit on the pumps is reflective of the pumps not having been removed from the station in over five years. The attached pictures of a discharge elbow inside the Mendoza Pumping Station (Pictures 2A and 2B) shows a section of piping that has never been cleaned and has severe corrosion. Instead of cleaning off the corrosion and coating the exterior with protectant, the elbow was left to corrode and eventually crack and begin leaking. The elbow and other internal piping had to be replaced under emergency conditions. 3. Adams Pumping Station The access door to the pumping station was found to be out of alignment and sticking up to create a pedestrian hazard. One of the pumps was found to have water in the oil. One of the 90 degree discharge flanges was cracked and in need of replacement. 4. Frozen Valves at 3 Pumping Stations When the District's contractor who was applying new pumping station coating to the 23'd Street Pumping Station went to shut down the station, one of the check valves was frozen shut from not having been exercised. This resulted in a delay in the contract plus the need to remove the valve and replace it with a new valve and piping. A valve at Westbluff Pumping Station was found to be frozen when work was initiated on the station. The Seabluff Pumping Station valves are frozen open and will have to be replaced. Exercising valves is one of the basic components of pumping station maintenance. 5. Uncleaned Wet Wells at Canyon, Victoria, and Mendoza Pumping Stations The new crew was unable to pull the pumps at Canyon Pumping Station due to the grit and debris on the pumps. The amount of grit and debris on the pumps resembled the pumps at District's emergency work contractor who performed the repairs on the Mendoza Pumping Station (described above) in September 2006 stated the wet well has not been properly cleaned in at least five years. He recommended emptying the wet well and high pressure hosing all parts of the wet well. 6. Uncleaned Sewer Lines The 18" sewer main on Harbor Blvd. from Merrimac Way to Mesa Verde Drive East was found to have excessive grit and debris in the line. In April 2006, the crew spent four days to clean three sections of line and required the assistance of a water truck. A cleaning crew expects to clean at the very least 2,500 feet of sewer lines per day. The District had an experienced contract crew from National Plant Services, Inc., clean the Harbor line and they spent four days cleaning only 1,000 feet, or an average of 250 feet per day. Since the District began cleaning the lines on December 15, 2005, no sewer line above 12" in diameter has been found to have been properly cleaned. 7. Pumping Station Failures Pumps at the Canyon Pumping Station, Westbluff Pumping Station and 21 St Street Pumping Station failed between December 15, 2005 and August 2006. All three pumping stations required one or two new pumps. The 19th Street Pumping Station is missing bolts that hold the motor to the pump volute. The above list represents the findings from December 15, 2005 to September 6, 2006. 2 "_ Wit+: �;"; -;•�� - ~� �.,a _ y 1-" _ qty _ • 1-.11 . � �, �-? � ,,� ;a`• r ti ��„R ,,ry+ p } — r �i -T: may„ �•i_ i �� ►, r'�. f` I r �' ' '� � +t � `,�s ��+�j �• }yid ��� 6 Y ff lfa, K c f p t Tom.• ' �t •` • !.� , } �, t rt OC FRIDAY, DECEMBER 29, 2006 B3 A AM gun%wey to ING. Pay.mill-Rolls oil L.A. Cqu• ity sanitation more could be done.to prevent dlsi'ncts*. agree ,t.pa Some environmentalists have 6b kcalled -6d 'officials t6-7ik f settlement over t e..-,. pumping' stations -'with' und6i-` releas&earh&this d storage'facilitieg to cap - Of ground ture leaking.'sewage that Would ofmore than 800 000 !otherwise flbw onto streets and beac'h6s,'­'a`s*t­veH as_1nio':fl6od-;-'-­. controlcharinds and the 6c6bfi.. �hBEpERR,�.. Sanitation district officlils said gallons -�s C -wool such structures would be hugely .... expensive.' The -Sahitatior'•Dis tfi cts of The county sanitation agency . Los:Angeles *Coiint* has"agrebd had begun upgrading aging -hibib tli�E $U million 'to and less versatile ;-w- equipment, to pay . iiijlli 't settle it dispute over massive specffi , callythe'6166tricmc�, a 9PW. earlier this- yeaFthat ' sent pan pj§,.a..t,t1.i6; Manhdtan ' ac'h­."` 91 moiiethbh'1106,00012ii�ffld3�s oise'-w-..-pu'm'pilhj station, dcco'rdin 'ag6.'iilfo the.PbL6ific-6c'e�a'n'ti-iid • th-,e*"re'p'oAohtt,he-*iii6id6iii'..".--:L :�t�,:"::-,- coastal d te Nahat ' said " the Ag'r.e' t gr9priwa r.suppes...: �zpen -The agency , s . agreement . . with was im�o pecai&eth6Safil- 7,: th6l;bs Arigelbg Regional Water Utibri Districts acid thd - I69'Ai Quality 4 06itk B 0aid aAd gales - ddral Water': Quality Sahta. M&4ca,��q�peravoids -Control! - BbOid :would -have to w1fatwas'ex 't- to'be'-"a"p_-m'J--1. -ib6iitniiet6tv6iktogdthet.:-,-'-i-,,.,.., ped ed -lo#oepl legal fight* over the 'spill, "This reat16hship Is golziglo which 'was* the lait6st - into the continiie,"Ni).halsaid.-"rlbep&:-4 Sant4iMonica i3ayin'bL-deciae*.�.'.- ..ties fiitlits-ea'sd. came_ t;6the -co-n-":...'..- — - amajor spa-idid n •that It's better-, �,irice required sari i7ripoitantaand equivocal ,response, in. tenri . s of cause of riQligerice, to face up to the i5ehitIty.t6 b6 assessed," Da-, the . pehaiW iatlibr-lhan 'Pour vid - Ndh 1, water 4dality 'board money into the dArk drain b"flift-", cliairmaii; said '�i. Thursday , gatio Jan .11 spill resulted :H6 said th6 r*&6i board hi 66,000 �',ga `o`ns bf—`* untreated . ieen sti dk'ina, qu agmiz6"bf iti wastewater'. flowing into the gatibiwithinland -, cities over fir-. ocean/andan additiofial 780 000 !`,ban­r - uhbfr:�fot'..iipv�rar-d-�6f.fiv'e'.- gallons ')'re`a'c_.h1n tirig* all sides of supplies 9 ..'groundwater yeM, cos dollars.'.-- Beach an HermosaBeach. "-' `,-."' The exact cause'df the spill hectorbecerra@latimes.=m has .-ot"-be6n`-'made known. it closed ays. pac es s' for several But a relimiri'd p ry coun"y "I- yestiggation found that all four safeguards design6d to prevent a B0, major sewage spill failed at the 1nitnpingstatioii. Kj 0, 11 11 No Both the electrical system And emergency backup - didn't work,'the reportfound, nor did an alarm system that would have immediately- alefted -'officlAls.'-A . separite 'systerh"deftned • to measure the depth and pressure inode . tho -pumping station also failed.:' After sanitation'; he trct ofr1c1d1sAjd*6d to make sure that bther-pfiiriping sta-- iions didn't !have "sirrillar.'piob-. N;jkluement" bila: P u4muun. c& would be released_ from liability for 93 sewage spills inthe'. LJLJLfCJL %,cu ;-z- -111 -Grasn ..'The injured woman .is suspected of d LUSP.P .Opying m the.collisIon V 4 KENNEDY e7. - 1. '1 0 year -old boy 'Was ldllpc 6tedot _4ri.d P-wq;nan.sJ1sPe - was - .11 '.. 1-1 . - ­ ------- . - ; -, sent tbt4e)S Xcie said Thursday ' tiint-, ballind f to invp.O -'h imts� p in, ; it 6f t1i6',sdtU6ih;6ht bioh.-ey j icl , enviroiuner i _ research ' 1 7..- . I . . 1. . sidictio . n , at I W h . idii . �r - N -of 6� :will. go,"tb Some e money. ' . . study .�acterla'sb . the dofid6 Beach e Sanitation for 0*mn;i . ent..Bui,in a statement, one official Wdifie' rit would Allow the: ,ag!�,n to move forward: : agreement r The Tiedded'.Ainding -available- for ,�qrnz? . �ur�ty.-P��sed research and. edildat16h 6n1whit- * quality "said ,Jim Stahl chief e6gifi66r ;of the Sanitation' D1str1cts.-.,.1Ve�stnve. for zero 'ciVern but t overflows short-of achieving this perfection, I can- not think of a better outcome to theg3overflows." The Manhattan Beach spill prorooted debate about •ll,­t oman,, hq.,Wetq..in,separab g--a -seavVeft SiM Offk.eipfijl idr�ty' df the L6 Angeles ::Policea,-��D'epartiiieiit': Valldy UYiM dDivisio 'the 4woman ­ � "who not f :_licensed ensed driver,'Kirby said m�waJ -driving ioifth on kedter Avenue .when her vehicle struck the oni caiiyiiig the boy as It -triffi6Fd Ui, .-Yalerio Street, 6,boUt_ 4:30,'p.m N6dnesd.a`y' The boy, who was riding witl his fatlibi, :was 'taken :was by pa­r4' s i medc J, ..; - - _ 'Valley Eesbyteriiii A PsPit- al In Van Nuys, ;Wh6ii,h( was ince-d'.;dead, -.Ki r bj -The -wompi Val ar f yO Providence'Holy Cross Media pqnter in Mission Hills was apparently unhurt-in the :ac :Yfb Y -said:tha '-no name. were being released while the in vestigation was undenvay. anc that no charges had been flied. LAW OFFICES OF HARPER & BURNS LLP A MUTED LIABILITY PARTNERSHIP INCLUDING A PROFESSIONAL CORPORATION ALAN R. BURNS JOHN R. HARPER* COLIN R. BURNS OF COUNSEL JUDI A. CURTIN• MICHAEL MONTGOMERY' •A PROFESSIONAL CORPORATION December 15, 2006 Mr. Bill Morris Director of Public Service City of Costa Mesa P.O. Box 1200 Costa Mesa, California 92628 -1200 Sent via US Mail Dear Bill: 453 S. GLASSELL STREET ORANGE, CALIFORNIA 92866 RI%TRCIt)F I SAN RFRNARDINQ (951) 674 -0698 (7 N) 771 -7728 FAX (714) 744 -3350 Re: Public Records Act request for sewer line and pump station maintenance and service records Rob Hamers, District Manager, has provided me with copies of correspondence between you and him regarding sewer system maintenance records. As you know, we have been experiencing sewer system failures (lines clogged and pump station breakdowns) lately and are trying to determine cause and effect. We seek to determine when lines were last cleaned and when pump stations were last serviced to explain these failures. As you also know from the exchange of letters, we understand that Karl Dulake may have taken certain material from the City, including manuals for equipment that became the District's, but he states that he did not take any maintenance records. We have informed the Board of these facts but they have directed that a formal Public Records Act request for the maintenance records be sent. Therefore, please consider this the District's formal request under the Public Records Act for the maintenance records for both sewer line cleaning and pump station service /maintenance for the last five years that these services were provided by City personnel. For purposes of this request, please consider a maintenance record to be any document, electronic recording, log entry, journal entry, daily diary, map, calendar or schedule, whether recorded on paper, electronic or other form. We understand that the City terminated these services in November - December of 2005.. If you do not have any such records, please advise if you ever did, the form it was kept in, and any explanation for the fact that it no longer exists. Mr. Bill Morris Public Records Act Request December 15, 2006 Page 2 We thank you in advance for your cooperation and will certainly work with you if more time is needed than the 10 -day response time. Please advise if there will be a charge for these records and we will coordinate payment. If any part of this request is unclear, please give the undersigned a call. Sincerely, Aiaii R. Bums District Counsel cc: Board of Directors Manager/District Engineer Kim Barlow, Esq. January 4, 2007 CITY OF COSTA MESA. CALIFORNIA 92628 -1200 P.O. BOX 1200 Alan R. Burns District Counsel Harper & Burns LLP 453 S. Glassell Street Orange, CA 92866 PUBLIC SERVICES DEPARTMENT _ Re: Public Records Act Request for Sewer Line and Pump Station Maintenance and Service Records Dear Mr. Burns: I am in receipt of your letter of December 15, 2006, requesting various records related"to the services the City of Costa Mesa (City) provided to the Costa Mesa Sanitary District (District) prior to December 15, 2005. As stated in previous correspondence to the District, City staff. has completed a thorough search and can not locate any other records other than those already provided to or removed by the District from City property. In December 2005 the District maintenance agreement with the City ended. At that time a due diligence search was conducted and all maintenance records within the City were prepared for delivery to the District, with the exception of the station pump run times logs, which remained in the individual pump station panel boxes, as was customary. These records included: • Daily work sheets dating back to 2002, documenting the location of sewer line�'locations cleaned each day and the corresponding linear footage of lines cleaned. • One map showing yearly progress of lines cleaned that corresponded with the above referenced daily work sheets. • One personal computer containing pump station maintenance information and pump run times. • Pump station run time logs that included minor maintenance notes. • Equipment manuals for District owned equipment. The above listed records, with the exception of the logs of the station pump run times, were collected, boxed and labeled by Gerry Vasquez the Sanitation Supervisor at the time. City maintenance staff recalls that in late November or early December 2005, Karl Dulake, a former City employee in the Sanitation 77 FAIR DRIVE anima . Tnn- 171A� —A F9,ld . 1,wmwri r—t-- -a ra m: Section of the Maintenance Services Division, and at that time a newly hired District employee, came into the City's offices, located at 2300 Placentia Avenue, and removed the box of records and the maintenance manuals listed above. Therefore, the City was not able to go through these records with Costa Mesa Sanitary District personnel and formally release them to the District. It is also believed the District's computer was removed without prior notification by Thomas Fauth a District employee. The City's Maintenance Services Manager observed Mr. Dulake on one occasion leaving the City Corporation Yard and verbally received Mr. Dulake's assurance that he was removing only District property. The manager also spoke with Mr. Fauth by telephone to confirm he had in fact, removed the computer and equipment. Following a request from the District, an extensive search of all City maintenance records.was performed in late December 2005, and again on December 26, -2006, by City maintenance supervisors and former Sanitation Section personnel. This search confirmed that the City of Costa Mesa is no longer in possession of any maintenance records, schedules, maps, log entries, manuals, calendars, daily work sheets or stored computer information pertaining to maintenance of sewer lines, pump stations, or any other sanitation related activities, tasks, maintenance or repairs completed by the City of Costa Mesa for the Costa Mesa Sanitary District. I fully understand the request you have believe that the staff of the City of Costa for the information. Unfortunately the requested records. Sincerely, William J. orris Director of Public Services submitted on behalf of the District and Mesa has completed a thorough search .ity is no longer in possession of the c: Allan L. Roeder, City Manager Kim Barlow, City Attorney Board of Directors, Costa Mesa Sanitary District 2 22G'a�V Mr. Bill Morris Director of Public Service City of Costa Mesa P.O. Box 1200 Costa Mesa, California 92628 -1200 Re: Sewer System Maintenance Dear Bill: We are in receipt of your latest response to our second Public Records Act request and the matter has been shared with the Board who authorized me to respond. Needless to say, the District was very disappointed in your response. Your letter suggests that detailed daily line cleaning records existed and that proper pump station maintenance was performed. The facts appear to be otherwise. A few points appear to be irrefutable: 1. The City was provided with a Schedule of Maintenance from Schuler Engineering in 1995 that had very specific maintenance services and service intervals for pump stations. Some of those maintenance services were checking the oil and other fluids every year. 2. I have frequently been assured that the sewer lines were cleaned every year. 3. The District paid the City to maintain the sewer system. 4. Karl Dulake worked for the City from 1989 to 2005. He was one of five persons performing District maintenance services for the period 2002 to 2005. 5. Karl states that his two -man crew never kept daily logs in that three -year time period, and he is unaware that any sewer - cleaning map was ever kept. If such records exist, he was unaware of them for three years despite being one of four persons performing the services. 6. Karl was unaware of how the sewer line segments were designated for cleaning each day, but he was the "junior" person on his team. 7. Karl never saw the Schuler Schedule for pump station maintenance until he was employed at the CMSD. He only infrequently checked the oil on any pump station and reported this maintenance was only accomplished when the pumps were improperly operating and were removed for repairs. He did not perform the oil/fluid maintenance because he was unaware of any suggested maintenance schedule. The pump station valves were only infrequently exercised, again not following the Schuler recommendations, the existence of which Karl was unaware. 8. In my professional opinion, it appears that some of the lines have not been cleaned in 10 years. 9. In my professional opinion, some of the pump stations have not received regularly scheduled maintenance according to the Schuler recommendations. 10. Six of the District's 20 pumps have had to be substantially rebuilt in the first year. 11. The District has had extraordinary maintenance costs due to the grit and debris in the sewer lines, including asphalt, concrete, steel and broken sewer snakes. The condition of the sewer system speaks for itself. Although there are some half - truths in your response, the above conclusions cannot be seriously challenged. The system was not well maintained for at least the last three years, but it appears the lack of attention went beyond that time frame. 0 1-7 To: From: Date: Re: COSTA MESA SAN, TA-WyDiszRrcr Memorandum RF- Board USED of Directors Joan Revak, Board Secretary /Program Manager /Clerk of the District February 8, 2007 COSTA MESA SANITARY DISTRICT AGENDA REVIEW AND BOARD OF DIRECTORS MEETING DATES FOR 2007 Listed below are the dates of all regularly scheduled Costa Mesa Sanitary District Agenda Review Meetings and Board Meetings for 2007. AGENDA REVIEW CMSD BOARD MEETING January 2* January 17 ** January 29 February 7 ** February 26 March 8 April 9 ** April 19 ** April 30 May 10 June 4 June 14 July 2 July 12 July 30 August 9 September 4* September 13 October 1 October 11 October 29 November 8 December 3 December 13 *Tuesday **Changed from Regular meeting date Agenda Meetings are held in the Board Conference Room at 8:30 a.m. Board Meetings are held in the Board Conference Room at 6:00 p.m. Protecting our community's health by providing solid waste and sewer collection services. wzm) crosdcagov Thomas Fauth From: Rob Hamers [robh2 @cox.net] Sent: Thursday, April 06, 2006 4:10 AM To: Joan Revak; Thomas Fauth; Alan Burns; Karl Dulake Cc: Sherry Kallab; Wendy Davis Subject: Evidence Tom and Karl, Assuming we all agree the rock is too big to enter the sewer system in any other manner than vandalism, we need to give the Detective evidence for his files. Karl, please xerox the sewer Atlas showing the Adams Avenue line and the Newport Blvd line and note the date you found the rock and the specific manholes. Please save some of the rock for the Detective and take additional pictures. Tom, please take a close up picture of a manhole cover with a tape measure next to the holes so he can see the size of the vent holes. Please also take pictures of the manholes along Adams Avenue and Newport Blvd. at Ford Road. I will bring a copy of the Alhambra Foundry catalogue that shows the A -1270 Frame and Cover that we use that will show the 24- inch diameter cover weighs 250 lbs. Joan, please make a list of the the four City employees that were on our crew and add Joe Tovar as a previous member. Tom, please also call Gerry as I stated in my previous email. This person is familiar with our sewer system since they are purposely avoiding dumping the rock in next to a pumping station where it could cause real damage. The person is brazen enough to drive into an intersection, remove the 250 pound cover and dump in rock, probably from a sandbag, and probably quite a few times since there is a truckload in the Adams line. I think the person is trying to cause a sewer spill and make us look bad. And trying to cause a sewer spill in a line in a busy street. The qualifications of understanding our system, being able to remove a manhole cover, able to work in a busy intersection, ability to get rock and handle it since it is extremely heavy, makes the list of possible persons very small. Rock weighs 132 pounds per cubic foot, so if you imagine a box on the table in front of you that is 12 "x12 "x12", the amount of rock that would fit in the box weighs 132 pounds. Karl is cleaning a 15 -inch diameter line that is half full of rock. Also, as we discussed, it is not probable that the rock is entering the sewer system though a hole in the pipe. For this amount of material to fall into the pipe through a hole, the street above it would be one big sink hole. Karl, you should also have the CCTV done of the Adams line soon as well which will provide evidence that the line is structurally sound. Alan, I just forwarded my previous email on this issue to you and this one brings you up to date.. Let's go over everything with you on Monday in advance of calling the Costa -Mesa P.D. Once we lay out all the evidence on the table, we can come to a final conclusion as to whether this is vandalism or I missed some obvious answer to the problem. Thanks, Rob 1 5 yards of debris from Harbor Boulevard 2 -5 -07- J 5 yards of debris from Harbor Boulevard 2 -5 -07- E 5 yards of debris from Harbor Boulevard 2 -5 -07- A 5 yards of debris from Harbor Boulevard 2 -5 -07- F 5 yards of debris from Harbor Boulevard 2 -5 -07- B s y3 5 yards of debris from Harbor Boulevard 2 -5 -07- C 5 yards of debris from Harbor Boulevard 2 -5 -07- H r 5 yards of debris from Harbor Boulevard 2 -5 -07- D 5 yards of debris from Harbor Boulevard 2-5-07-1 77-1, ,.: