Minutes - Operations Committee - 2013-05-21ITEM NO. 01
CMSD BOARD OF DIRECTORS
OPERATIONS COMMITTEE MINUTES
Board of Directors Schedule for Attendance
Chairman Scheafer and Director Perry
Alternate: Director Ooten
May 21, 2013
CALL TO ORDER The Operations Committee of the Costa
Mesa Sanitary District met in regular session
on May 21, 2013 at 9:30 a.m. at 628 W. 19th
Street, Costa Mesa.
ROLL CALL MEMBERS PRESENT: Mike Scheafer, Art Perry, Arlene Schafer,
Jim Ferryman, and Bob Ooten (President
Ferryman and Directors Schafer, and Ooten
were present as observers and did not
participate in the discussions)
STAFF PRESENT: Scott Carroll, General Manager; Noelani
Middenway, Deputy Clerk of the District;
Elizabeth Pham, Management Intern
OTHERS PRESENT: Lawrence Jones, CR &R; Mike Carey, OCC;
Jim Mosher, Resident; Morgan Cook,
Orange County Register; Mike Balliet, MBC,
LLC; Bradley Zint, Daily Pilot; Jim Fitzpatrick,
Resident; Ruth Zintzun, Resident
Chairman Schaefer requested that due to the large number of items on the agenda, that
Item 1 through Item 5 be considered received after the member of the public presented
comment on Item 1.
Director Perry concurred.
Chairman Scheafer invited members of the public to address the Committee.
Seeing none, Chairman Scheafer closed public comments.
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MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD MAY 21, 2013
STANDING REPORTS
Recycling Report — April 2013
• Update on how CMSD is meeting AB 939 goals
Public comment was received from Mr. Jim Mosher regarding the District's contribution
towards the diversion threshold and expressed concern regarding the figures reported.
General Manager Carroll responded to the public comment received, discussed the
disposal per capita and noted that the data provided is inclusive of all disposal activity
within the City and indicated that the District is unable to extract sole information.
Mr. Mike Balliet responded to the public comment received and discussed the per capita
disposal rate is meeting the 50 percent threshold established by AB 939.
There were no additional questions or comments and the report was received.
2. Waste Diversion Report — April 2013
• Update on the amount of recycling materials diverted from the landfill
There were no questions or comments and the report was received.
3. Ordinance Enforcement Officer's Report - April 2013
• Review CEO enforcement activities for trash cans, graffiti and
scavenging
There were no questions or comments and the report was received.
4. Scavenging Report — April 2013
• Review scavenging activities reported to CMPD
There were no questions or comments and the report was received.
Solid Waste Facts & Figures — April 2013
• Review and discuss facts and figures regarding solid waste in CMSD
• City Commercial tonnage information (Quarterly Reports)
There were no questions or comments and the report was received.
NEW DISCUSSION ITEMS - RECYCLING
6. Orange Coast College (OCC) Recycling Center Expansion Project —
Oral Report
• Receive an oral report from Mr. Carey regarding the status of their
expansion project
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Mr. Mike Carey provided a presentation of the conceptual Orange Coast College (OCC)
Recycling Center, discussed the details of the proposed new center site and facility, and
noted that construction is scheduled to begin in 2014.
Discussion followed regarding the Green Waste facility and the District's interest in
partnering with OCC to provide composting workshops. Mr. Carey indicated OCC's
intent to construct a green waste facility is to partner with CMSD for hosting composting
workshops.
There were no additional questions or comments and the report was received
7. MUZEO TrashArtist Challenge Contest Winner— Oral Report
• Receive an oral report from staff regarding the MUZEO contest winner
from Costa Mesa
General Manager Carroll provided report details of the Anaheim Muzeo's TrashArtist
Challenge and noted that the International Christian Academy of Costa Mesa won second
place in the challenge and will be recognized at the May 23, 2013 Board meeting.
There were no questions or comments and the report was received.
8. Signage on Cl Trucks
• Update on the amount of signs left per the Agreement
General Manager Carroll provided report details and discussed the rotation of signs on the
CR &R trucks and noted that the District potentially has two signs left per the agreement
with CR &R. He wanted the committee to be aware that after the 60th Anniversary, the
District will only be able to use two signs until September 2014. The two signs include
Christmas Tree Recycling Program and Large Item Collection Program.
Discussion followed regarding the timeframe of the sign placement advertising the City
of Costa Mesa's 60th Anniversary,
Mr. Lawrence Jones noted that the City is in the process of finalizing the design for the
60th Anniversary and will follow up with CR &R's Public Affairs Department.
Chairman Scheafer indicated that he would also provide follow up as he is the
Chairman for the 60th Anniversary Committee.
There were no additional questions or comments and the report was received.
9. CR &R Audit Results
• Discuss and review the results of the audit
Chairman Scheafer invited members of the public to address the Committee.
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Mr. Jim Mosher provided public comment and suggested that the Committee
recommend to the Board that the CR &R contract be posted on the District's website and
identified various elements that he did not feel were in compliance with the CR &R
contract.
Mr. Jim Fitzpatrick provided public comment regarding the CR &R contract and
questioned as to why no formal action had been taken to notify CR &R that they were
not in contract compliance and discussed the issue of recycling revenue. Mr. Fitzpatrick
strongly urged the committee to solicit bids for refuse collection services.
Mr. Mike Balliet provided report details and indicated that the audit was comprised of 31
questions broken into four categories. Mr. Balliet noted that 25 of 28 review questions
were clearly in compliance and that three noted areas of non - compliance were resolved
during the review process.
Discussion followed regarding areas of unclear compliance including the reasonability of
CR &R's rates and the county average net to hauler rate. Mr. Balliet noted that the
District's rate would be considered reasonable as it is not the highest.
Mr. Balliet discussed the definition of the term 'most favorable rate' and made a
comparison of the District's rates versus a mixed waste hauler rate. Mr. Balliet
suggested that CR &R alter their methodology to address the points of concerns raised
in the report and to address problematic agreement terminology and unclear
compliance areas.
Discussion followed regarding the frequency of updating the master manifest.
General Manager Carroll noted that Mr. Balliet provided excellent recommendations and
that an implementation plan will be created upon the Board's approval of the CR &R
audit results.
There were no additional questions or comments and the report was received.
ACTION ITEMS — RECYCLING - There were no action items to discuss at this time.
STANDING REPORTS — SEWER SYSTEM
10. Monthly Spill Statistics — No SSOs occurred in April.
There were no questions or comments and the report was received.
11. Sewer Facts and Figures
• Review and discuss facts and figures regarding CMSD's sewer
system.
There were no questions or comments and the report was received.
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HELD MAY 21, 2013
NEW DISCUSSION ITEMS - SEWER SYSTEM
There were no items for discussion.
ACTION ITEMS - SEWER SYSTEM
12. Project #192 — Acceptance of Work
• Consider recommending to the Board acceptance of work for System
Wide Sewer Reconstruction, Phase II
General Manager Carroll provided report details.
There were no questions or comments.
The Operations Committee recommended to the Board of Directors the acceptance of work
for Project #192 - System Wide Sewer Reconstruction, Phase Il.
13. Project #196 — Sole Source the Acquisition of Permanent By -Pass
Pumps
• Consider recommending to the Board approving a sole source
contract for acquiring permanent by -pass pumps at critical pump
stations. The District will solicit bids for installation services.
General Manager Carroll provided report details.
Mr. Jim Mosher provided public comment and inquired if the companies selected had
merged.
There were no additional questions or comments.
The Operations Committee recommended to the Board of Directors approval of a sole
source contract for acquiring permanent by -pass pumps at critical pump stations with
the caveat that research be done to find other competitive bidders.
14. Project #199 — Soils Report for Fairview Trunk
• Consider recommending to the Board acceptance of new Engineer's
Estimate based on soils investigation and direct staff to finalize
negotiations with OCSD officials for acquisition of the Fairview Trunk.
General Manager Carroll provided report details and discussed the soils investigation
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results.
There were no questions or comments.
The Operations Committee recommended to the Board of Directors to accept the new
Engineer's Estimate based on soils investigation and direct staff to finalize negotiations
with OCSD officials for acquisition of the Fairview Trunk.
15. Industrial Flow Data
• Review and discuss data from Orange County Sanitation District.
General Manager Carroll provided report details and stated that OCSD's flow data from
Costa Mesa's industrial customers is too small of a sample size to derive a conclusion.
Mr. Jim Mosher provided public comment.
There were no additional questions or comments and the report was received.
CMSD PROJECTS
16. A. Project #101 West Side Pumping Station Abandonment — Status
• Engineer's estimates for the work are being prepared.
B. Project #192 System Wide Sewer Reconstruction Phase 2 — Status
• Construction was completed on 04/19/2013. The Board will accept
improvements on 05/23/2013.
C. Project #193 Pumping Station Seismic Study and Retrofit — Status
• No change in status.
• D. Project #196 Installation of Backup Power and Pumping
Capability Phase I — Status
• A soils investigation is being performed for the 23`d Pumping Station
location in the right -of -way slope. Two other locations will be housed in
prefabricated buildings.
E. Project #197 System Wide Sewer Reconstruction Phase 3 — Status
• The project went out to bid on May 3, 3013 and bid opening is June 4,
2013.
F. Project #198 Condition Assessments of Force Mains - Status
• The District Engineer is working on Engineer's Estimates for lining the
four force mains.
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G. Project #199 OCSD Proposed Transfer of Fairview Trunk
• The Board discussed this item at their regular meeting on March 28,
2013 and gave staff direction to obtain a soils report to check for adverse
construction conditions. A new staff report is provided with the results of
the soils investigation.
General Manager Carroll reported that a report on projects 16 A, C, and D will be
provided at the next Operations Committee meeting.
Mr. Jim Mosher provided public comment regarding the placement of a portable generator
at the 23rd pumping station.
General Manager Carroll responded to public comment and stated that the generator was
placed as a preventative measure because Southern California Edison was performing
infrastructure upgrades in the neighborhood.
There were no additional questions or comments and the report was received.
NEW DISCUSSION ITEMS - OTHER
17. CMSD Website Usage Report
• Update on how many visitors the CMSD website is receiving.
Ms. Elizabeth Pham provided report details of the District's website usage.
Discussion followed regarding the frequency of views and timeframe of highest usage.
There were no additional questions or comments and the report was received.
ACTION ITEMS - OTHER
18. Board of Directors Study Sessions — Oral Report
• Consider replacing the Operations Committee meetings with Board of
Directors Study Sessions.
General Manager Carroll introduced the item.
Discussion followed regarding the possibility of dissolving the Operations Committee to
be replaced with a Board of Directors Study Session to allow all members of the Board
the opportunity to participate in discussions.
There were no additional questions or comments and the report was received.
The Operations Committee recommended that the Board consider replacing the
Operations Committee meetings with Board of Directors Study Sessions.
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MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING
HELD MAY 21, 2013
19. California Legislative Analysis
• Consider recommending to the Board of Directors supporting SB 254
(Hancock) and opposing AB 323 (Chesbro) and AB 1333
(Hernandez).
Ms. Elizabeth Pham provided report details of the California Legislative Analysis.
General Manager Carroll provided details of the proposed bills and discussed his reasons
to support SB 254 and oppose AB 323 and AB 1333.
Mr. Jim Mosher provided public comment regarding the letter stating the Board's position
on the Bills.
General Manager Carroll responded to public comment and confirmed that the letter
would be send on behalf of the Board of Directors.
There were no additional questions or comments and the report was received.
Upcomina CMSD Events and Activities
20. A. Sunday, June 2, 2013 — Costa Mesa Community Run —
Estancia High School.
B. Free Door -to -Door Household Hazardous Waste Collection
Program for Seniors and Immobile Residents — Contact CR &R
Environmental Services at (949) 646 -4617 to schedule a free
collection.
C. Sewer Lateral Assistance Program (SLAP) — The SLAP is a
financial incentive program to encourage residents to maintain their
lateral sewer line. The program will contribute 50% of the resident's
cost up to a maximum of $1,600. For more information visit
www.crosdca.00v or call (949) 645 -5400.
D. Large Item Collection Program — Residents are eligible for three (3)
complimentary pick -ups per year. There is a limit of ten items per call
or collections can be combined for a total of thirty items per calendar
year. For more information visit www.crosdca.aov or call (949) 646-
4617 to schedule an appointment.
Director Perry questioned if the District would have a booth at the Lion's Club Fish Fry,
General Manager Carroll confirmed that the District would be represented at the Fish Fry.
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PUBLIC COMMENTS
21. Mr. Jim Mosher provided public comment regarding how the District received its
authority to collect the solid waste within its service area and questioned the process to
change trash service to be part of a larger contract.
General Manager Carroll responded to the public comment and indicated that LAFCO is
the governing body that provides the authority to the District.
22. Discuss items for next Operations Committee meeting — None.
ADJOURNMENT
There being no further business to come before the CMSD Operations Committee,
Chairman Scheafer adjourned the meeting at 10:50 a.m.
Next Meeting Date: June 18 2013