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02 - Minutes - Operations Committee 2013-06-18CALL TO ORDER ITEM NO. 02 CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MINUTES Board of Directors Schedule for Attendance Chairman Scheafer and Director Ooten Alternate: President Ferryman June 18, 2013 The Operations Committee of the Costa Mesa Sanitary District met in regular session on June 18, 2013 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL MEMBERS PRESENT: Mike Scheafer, Bob Ooten, Jim Ferryman, Art Perry and Arlene Schafer (President Ferryman and Directors Schafer and Perry were present as observers and did not participate in the discussions) STAFF PRESENT: Scott Carroll, General Manager; Noelani Middenway, Deputy Clerk of the District; Rob Hamers, District Engineer; Javier Ochiqui, Management Analyst OTHERS PRESENT: Lawrence Jones, CR &R; Jim Mosher, Resident; Dan Worthington, Resident; Larry Acker, D'mand Systems; Joseph Jenkins, Environmental Engineering & Contracting, Inc. (EEC) Chairman Scheafer requested that Items 12 and 13 be moved to the beginning of the agenda for discussion. Director Ooten concurred. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 12. Presentation from Mr. Larry Acker, CEO for ACT, Inc. D'MAND KONTROLSYSTEM Consider implementing an incentive program for home owner to purchase a project that can reduce sewer flow. General Manager Carroll introduced and deferred to Mr. Larry Acker of D'mand Kontrol Systems for a presentation. Mr. Acker provided a presentation on a water heating system provided by D'mand Kontrol Systems and discussed the water and energy conservation benefits of the product. Mr. Acker discussed the possibility of the District providing the product to the public through a rebate program. Discussion followed regarding product and how it functioned. General Manager Carroll suggested that Mr. Acker consider bringing this item to the Liaison Committee for a presentation to other elected officials. There were no additional questions or comments and the Committee took no action. 13. Grease Trap Concerns at the Maru Sushi Food Service Establishment (FSE) — Oral Report • Discuss possible FOG Ordinance violations General Manager Carroll introduced the item and deferred to Mr. Joseph Jenkins of Environmental Engineering & Contracting, Inc. (EEC). Mr. Jenkins provided report details and discussed grease trap concerns at the Maru Sushi food service establishment. Mr. Jenkins discussed the steps taken to address the concern, including speaking with the owner of the food service establishment and placing the establishment on a regular pumping frequency of every 90 days and annual lateral line cleaning. Director Ooten discussed his observation of the grease concern and recommended that the owner of the establishment provide the name of the company responsible for pushing the grease into the lateral. Discussion followed regarding potential methods of enforcement. Mr. Jenkins noted that further action will include increased frequency of inspection. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 There were no additional questions or comments and the report was received. STANDING REPORTS - RECYCLING 1. Recycling Report — May 2013 • Update on how CMSD is meeting AB 939 goals Mr. Ochiqui provided report details. There were no questions or comments and the report was received. 2. Waste Diversion Report — May 2013 • Update on the amount of recycling materials diverted from the landfill) Mr. Ochiqui provided report details. There were no questions or comments and the report was received. 3. Ordinance Enforcement Officer's May 2013 Report • Review OEO enforcement activities for trash cans, graffiti and scavenging Mr. Ochiqui provided report details. Chair Scheafer commented that the reportable incidents appear to have remained the same. There were no additional questions or comments and the report was received. 4. Scavenging Report — May 2013 • Review scavenging activities reported to CMPD Mr. Ochiqui provided report details and noted that two arrests had been made. There were no additional questions or comments and the report was received. 5. Solid Waste Facts & Figures — May 2013 • Review and discuss facts and figures regarding solid waste in CMSD • City Commercial tonnage information (Quarterly Reports) COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 Mr. Ochiqui provided report details. Discussion followed regarding the availability of composting bins at the Orange County Fair. Mr. Ochiqui indicated that the composting bins would be advertised at the fair, however, purchase of the bins would be conducted at the District office. Public comment was received from Mr. Jim Mosher regarding diversion percentage goals and expressed interest in seeing what the District is directly contributing towards meeting the goal. There were no additional questions or comments and the report was received. NEW DISCUSSION ITEMS - RECYCLING 6. Sharps and Pharmaceuticals Program • Receive and discuss report from staff Mr. Ochiqui provided report details and noted that the program has collected a total of 701 lbs. in pharmaceuticals and 1,370.50 lbs. in sharps in the current fiscal year. Director Ooten commented that the sharps and pharmaceuticals program was a very good program and encouraged staff to continue to visit the pharmacies to advertise the program. There were no additional questions or comments and the report was received. 7. Sharps Container Grant from Cal Recycle — Oral Report • Receive an oral report from staff regarding the HHW sharps container grant Mr. Ochiqui provided report details regarding the HHW sharps container grant and noted that the District had applied for and received a grant of 2,000 sharps containers from Cal Recycle. There were no questions or comments and the report was received. 8. CR &R Audit Implementation Plan • Receive and discuss implementation plan from staff Mr. Ochiqui provided report details and discussed the three areas of concentration of the CR &R Audit Implementation Plan including the reasonability of CR &R rates /Annual COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 rate review, verification of green waste diversion percentage, and clarifying what is the most favorable rate. Staff recommended that the Operations Committee recommend to the Board of Directors the approval of the CR &R Audit Implementation Plan. Discussion followed regarding the solid waste net rate decrease from $17.20 to $16.91. The Operations Committee approved staff's recommendation to recommend to the Board of Directors the approval of the CR &R Audit Implementation Plan. Discussion followed regarding the charges for additional services received from Mike Balliet Consulting. There were no additional questions or comments and the report was received. 9. Free Home Trash Audits - Oral Report • Receive an oral report from staff regarding this program Mr. Ochiqui provided report details regarding the home trash audit program. Chairman Scheafer volunteered to participate in the program. There were no additional questions of comments and the report was received. ACTION ITEMS — RECYCLING There were no items for discussion. STANDING REPORTS — SEWER SYSTEM 10. Monthly Spill Statistics — No SSOs occurred in May. 11. Sewer Facts and Figures • Review and discuss facts and figures regarding CMSD's sewer system There was nothing to report at this time. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 NEW DISCUSSION ITEMS — SEWER SYSTEM 14. CRWQCB SSO Reduction Program — Revised Monitoring & Reporting Requirements • Received and discuss report from State agency regarding new requirements for monitoring and reporting Sanitary Sewer Overflows (SSOs) General Manager Carroll reported that the State of California, Water Resources Control Board (CWRB) has developed proposed changes to their reporting methods of the waste discharge requirements for sanitary sewer systems. CWRCB is seeking comments regarding the proposed changes. There were no questions or comments and the report was received. 15. Project #101 West Side Pumping Station Abandonment — Oral Report • Receive an update from staff regarding this project. District Engineer Hamers provided report details and indicated that the total budget for the project should be ready within 30 to 45 days. There were no questions or comments and the report was received. 16. Project #193 — Pumping Station Seismic Study and Retrofit — Oral Report • Receive an update from staff regarding this project. District Engineer Hamers reported that the Engineer's estimate amounted to about $600,000 to ensure the pipes in the wet well have flexibility to withstand seismic activity. Mr. Hamers mentioned that staff is proceeding to properly anchor all electrical enclosures so that they won't tip over in the event of an earthquake. There were no questions or comments and the report was received. 17. Project # 196 — Installation of Back Power and Pumping Capability — Phase I — Oral Report • Receive an update from staff regarding this project. District Engineer Hamers reported on the project status and indicated that the City of Costa Mesa is reviewing the placement of the prefabricated structure that will house the emergency equipment. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 General Manager Carroll indicated that the review process from the Cities of Newport Beach and Costa Mesa is taking longer than expected, but the District is making progress and believes construction could begin by the end of summer. 18. Project #198 - Pigging /PICA /Re- lining the Harbor Force Main— Oral Report • Receive an update from staff regarding this project District Engineer Hamers provided report details regarding the pigging of the Harbor force main and discussed lining options. Mr. Hamers noted that a cost estimate would be prepared and provided to General Manager Carroll for review. Discussion followed regarding the lines that cross into the Orange County Sanitation District lines. There were no additional questions or comments and the report was received. CMSD PROJECTS: 19. A. Project #101 West Side Pumping Station Abandonment — Status • Engineer's Estimates for the work are being prepared; the District Engineer reviewed 2 sections of the OCSD EIR as requested. B. Project #192 System Wide Sewer Reconstruction Phase 2 — Status • The Board of Directors accepted the project as complete on 5/23/13. C. Project #193 Pumping Station Seismic Study and Retrofit — Status • The portion of the project that will secure the electrical enclosures is out to bid. D. Project #196 Installation of Backup Power and Pumping Capability Phase I - Status • The City of Costa Mesa is reviewing the design for the 3 stations in Costa Mesa. E. Project #197 System Wide Sewer Reconstruction Phase 3 — Status • Bid opening was 6/4/13 and the low bidder is Charles King Co., the same contractor as Phase II. F. Project #198 Condition Assessments of Force Mains - Status COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 • The District Engineer is working on Engineer's Estimates for lining 4 force mains. G. Project #199 OCSD Proposed Transfer of Fairview Trunk • The General Manager is negotiating the rehabilitation cost of the Fairview Trunk with OCSD. District Engineer Hamers noted that Item 19 -E has been placed on the June 27, 2013 Board meeting agenda for approval. There were no questions or comments and the report was received. NEW DISCUSSION ITEMS — OTHER 20. Quarterly Report — CMSD's Rewards Idea Program • Receive and discuss report. General Manager Carroll reported that four ideas had been submitted since the implementation of the program and those ideas have saved the District over $93,000 and has awarded nearly $2,000 to staff. Mr. Mosher provided public comment regarding the potential cost savings of using a network printer. There were no additional questions or comments and the report was received. 21. Quarterly Report — California Legislation • Receive and discuss report. General Manager Carroll provided report details regarding the California legislative analysis and discussed the District's positions of support and opposition. There were no questions or comments and the report was received. ACTION ITEMS — OTHER There were no action items to report at this time. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 Upcoming CMSD & Community Events and Activities 22. A. City of Costa Mesa 60th Anniversary, three day musical festival on Fair Drive adjacent to City Hall, Friday, June 28th through Sunday, June 30th Chairman Scheafer provided comment regarding the City of Costa Mesa's 60th Anniversary. B. City of Costa Mesa Concerts in the Park, July 2, 9, 16 & 23 at Fairview Park from 5:30 — 7:45 pm. C. Special Costa Mesa 60th Anniversary Concert in the Park, July 30th at Fairview Park from 5:30 — 7:45 pm. D. City of Newport Beach Concerts in the Park, June 30, July 28 and August 11 at 100 Civic Center Drive from 6:00 — 7:30 pm E. City of Newport Beach Shakespeare by the Sea, July 20 & 21 at 1990 Ford Road from 7:00 — 9:00 pm. F. OC Fair, July 12 through August 10, 2013 G. 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. H. 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.gov or cal (949) 645 -8400. I. 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.gov or call (949) 646 -4617 to schedule an appointment. PUBLIC COMMENTS 23. Mr. Mosher provided public comment regarding the upcoming COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JUNE 18, 2013 closed session item concerning the District Engineer's performance and discussion of the Finance Manager Position. 24. Discuss items for next Operations Committee meeting. Chairman Scheafer provided comment regarding the presentation by Mr. Acker from D'mand Systems and expressed that he did not see the relevance of the presentation in terms of benefit to the District. Discussion followed regarding the creation of an Ad Hoc Committee to hear lengthy presentations. There were no additional questions or comments. ADJOURNMENT There being no further business to come before the CMSD Operations Committee, Chairman Scheafer adjourned the meeting at 11:30 a.m. Next Meetina Date: Julv 16, 2013 Mike Scheafer Chair