Board of Directors Agenda Report MEETING DATE: JANUARY 17, 2019 ITEM NUMBER: 9A

SUBJECT: Committee / Ad Hoc Committee / Liaison Reports DATE: January 11, 2019 FROM: Robert Ruiz, Board Chair PRESENTATION BY: Robert Ruiz, Board Chair ___________________________________________________________________ RECOMMENDATION Information item only. BACKGROUND To assure compliance with the Bagley-Keene Act, Committee reports are only for the purpose of the Committee chair, Ad Hoc Committee members or Liaison to provide a verbal update. Should the Board want to discuss any Committee work item not already on the agenda; those would need to be agendized for a future Board meeting.

i. Heroes Hall Veterans Foundation Board (Director La Belle, Chair; Vice Chair

Cervantes) ii. Financial Monitoring Committee (Director Pham, Committee Chair; Director

Mouet) iii. Legislative Monitoring Committee (Director Aitken; Committee Chair; Chair Ruiz) iv. Tenant Liaison Committee (Director Pham, Committee Chair; Vice Chair

Cervantes) v. Board of Directors Governing Policy Manual Review Ad Hoc Committee

(Director Bagneris, Committee Chair; Chair Ruiz) vi. Safety & Security Committee (Chair Ruiz, Committee Chair; Vice Chair

Cervantes)

Board of Directors Agenda Report MEETING DATE: JANUARY 17, 2019 ITEM NUMBER: 9B

SUBJECT: Update on Relocation of the A4 Skyhawk Aircraft from the County Facility in Santa Ana to the OC Fair & Event Center

DATE: January 11, 2019 FROM: Kathy Kramer, CEO PRESENTATION BY: Director La Belle & Ken Karns, VP Business Development ___________________________________________________________________ RECOMMENDATION Director LaBelle is recommending staff initiate a Letter of Understanding (LOU) with California Fairs Financing Authority (CFFA) to undertake all requirements and construction for the relocation of the A4 Skyhawk. To that end, Director Labelle requests that through staff CFFA engage the services of ATI Architects and Engineers to work with staff and CFFA on the development of the scope of work, bid process and construction review. Director LaBelle also recommends that staff set a ”not to exceed” budget of $20,000.00 to have that work carried out by ATI. BACKGROUND At the October 25, 2018 meeting, the Board of Directors approved moving forward with perusing the opportunity to relocate the A4 Skyhawk aircraft from the County Facility in Santa Ana to the OC Fair & Event Center and to enter into discussions with the County of Orange on a Memorandum of Understanding (MOU). At the December 13, 2018 meeting, the Board of Directors approved the Capital expenditure for this project with a budget of $100,000.00. Director Labelle and the Chair of the Heroes Hall Veterans Foundation, Nick Berardino, along with OCFEC staff attended a kick-off meeting with representatives from the County. Director Labelle will be providing a verbal update on the meeting and the status of the MOU.

Board of Directors Agenda Report MEETING DATE: JANUARY 17, 2019 ITEM NUMBER: 9C

SUBJECT: Discussion on District’s Request for Proposal (RFP) Process

DATE: January 11, 2019 FROM: Kathy Kramer, CEO PRESENTATION BY: Director La Belle & Kathy Kramer, CEO ___________________________________________________________________ RECOMMENDATION At the Board of Directors’ discretion. BACKGROUND At the December 13, 2018 Board of Directors meeting, Director La Belle requested a discussion on the District’s Request for Proposal (RFP) process.

Board of Directors Agenda Report MEETING DATE: JANUARY 17, 2019 ITEM NUMBER: 9D

SUBJECT: Storm Water Management Update DATE: January 11, 2019 FROM: Kathy Kramer, CEO PRESENTATION BY: Ken Karns, VP Operations ___________________________________________________________________ RECOMMENDATION Information item only. Please see the attached documentation on OC Fair & Event Center Storm Water Management. BACKGROUND In a previous Board of Directors meeting, staff provided verbal updates on Storm Water Management and made a commitment to bring back an Executive Summary. Attached you will find the following documents:

1. Storm Water Program, Executive Summary 2. Santa Ana Regional Water Quality Control Board, Notice of Violation (NOV) 3. OC Fair & Eventer Center, response to Water Quality Board NOV 4. OC Fair & Event Center, response to Water Quality Board NOV schematics

and photos At the December 13, 2018 meeting, the Board of Directors approved two Capital expenditures for Storm Water Management projects:

$300,000.00 for new infrastructure on the North side of the property $75,000.00 to replace the existing desilting basin located inside the

Equestrian Center footprint. OCFEC staff is currently working with Fuscoe Engineering, Inc. (FEI) to plan for the 2018–2019 annual reporting contract, as well as developing a scope of work for an enhanced storm water capture diversion plan.

OC Fair & Event Center • 32nd District Agricultural Association 88 Fair Drive, Costa Mesa, CA 92626 • (714) 708-1500 • ocfair.com

Storm Water Program ‐ Executive Summary Fuscoe  Engineering,  Inc.  (FEI)  has  assisted  in  developing OC  Fair  and  Event  Center’s  (OCFEC)  Storm Water Program and  their continued assistance  in  its  implementation  to maintain compliance. Prior  to their  involvement with OCFEC’s  Storm Water Program,  FEI has previously done hydrology  and water quality technical work for the OC Fair Master Plan EIR in 2003.  Thus, their firm’s referral to OCFEC was not  just based on their consulting work with the Del Mar Fairgrounds and the Cities of Anaheim, Brea, Tustin, Los Alamitos, and Yorba Linda, but also from working directly with us in the past.  

ProgramDevelopment

OCFEC contacted FEI to review the enforcement actions issued by the Regional Board in February 2016.  Prior  to  this, we were managing our Storm Water Program  since our enrollment  in  the Phase  II MS4 Permit  (Municipal  Separate  Storm  Sewer  System)  in  2014,  with  some  assistance  from  UC  Davis Cooperative Extension.  In November 2015, the Regional Board notified us of its intent to audit OCFEC’s Storm Water Program.   Not submitting OCFEC’s 2014‐15 Annual Report by the October deadline  likely contributed to this request.  The site audit was conducted in December 2015 with OCFEC Staff and the NOV enforcement letters were issued two months later.  The NOV (Notice of Violation) gave OCFEC 30 days to respond; otherwise the NOV would escalate to fines and civil penalties.   Fines for similar non‐compliance issues are typically in the $100,000 range.  Due to the need to prepare two Annual Reports and a Storm Water Management Plan (SWMP) in such a short  compliance  timeline,  FEI  was  hired  to  provide  these  services.  During  this  whole  process,  FEI proactively engaged  the Regional Board  to provide  status updates  to assure  them  that OCFEC would meet all  the committed deadlines noted  in  the response  letter  to  the NOV.   By  July 2016,  less  than 5 months after the NOV was issued, the SWMP was completed and submitted to the Regional Board.  The SWMP  guidance  document  included  storm  drain  maps,  inventories  of  infrastructure  and  facilities, inspection forms, and training materials for day‐to‐day use by OCFEC Staff.  Also in July 2016, the 2014‐15 Annual Report was submitted to the Regional Board.  Subsequently in September 2016, the 2015‐16 Annual  Report  was  submitted  to  the  Regional  Board.    By  this  time,  we  had  met  all  NOV  related obligations.  No further enforcement action was taken by the Regional Board.  

MaintainingCompliance

Considering  the  resources  needed  to  administer  our  Storm  Water  Program,  FEI  has  continued  its relationship with us by providing technical support to augment OCFEC Staff.  Day‐to‐day operations and program activities, such as inspections, continue to be carried out by our Facility Operations Staff, while FEI  is called on  to address program  level and  technical  issues  such as, compliance with Trash TMDLs, (Total Maximum Daily Load) coordinating with County of Orange  for wet weather monitoring at three outfalls on the property, and preparing strategies/studies to resolve existing storm drain  infrastructure 

and  runoff pollution  issues  at  the  request of our  staff. For example, during the 2016-2017 fiscal year, FEI provided engineering support and participated in meetings with the City of Costa Mesa

OC Fair & Event Center • 32nd District Agricultural Association 88 Fair Drive, Costa Mesa, CA 92626 • (714) 708-1500 • ocfair.com

for the design of the Arlington Bioswale and street improvement project.  During the 2017‐18 fiscal year, FEI has studied alternatives to replace the desilting sediment basin at the equestrian center.  This study also  included a feasibility study on diverting parking  lot runoff to the newly built Arlington Bioswale to take advantage of its design as a storm water runoff treatment system for OCFEC.    Currently, we are in compliance with the Phase II MS4 Permit and have met all permit obligations.  We have periodically communicated with Regional Board staff to inform them of progress, since the Storm Water  Program  requires  iterative  improvement  from  year‐to‐year.    The  Regional  Board  had  not expressed any issues or concerns since the NOV in 2016.  

 FutureActions

FEI is continuing to assist our Storm Water Program as it has for the past two years.  They are confident in OCFEC’s leadership and staff to carry out much of the program’s compliance activities. Their role is to supplement our program by providing  their  technical expertise  in program  implementation when and where it is needed.  For the 2018‐19 fiscal year this includes, but are not limited to, updating the SWMP as programs are iteratively improved, preparing the 2018‐19 Annual Report, providing audit/inspection support,  assisting  with  the  Trash  TMDL  implementation,  and  preparing  additional  studies  for infrastructure/drainage solutions to minimize storm water runoff pollution from the property. 

CurrentActivity

During the September Board meeting I reported we had an anonymous complaint of a nuisance run off.  The Regional Water Board staff visited  the OCFEC on  July 26th and along with OCFEC staff and Fusco Engineering representative carried out a review of the area. 

In anticipation of an official NOV being issued OCFEC and FEI started planning improvements.  The main improvement being the install of a new storm sewer catch basin east of the Corporation yard. 

On November 1st OCFEC did finally receive the anticipated NOV, 5 items are to be addressed relating to Housekeeping, Procedures, Inspections, Training, Minimization of hot spot discharge. 

OCFEC staff along with FEI is diligently working on these items. 

Violations of the permit may result in charges of up to $10,000 for each day of violation.   

5 items addressed;    Provision  F.5.b.4  –  The  OCFEC  does  train  on  pollution  prevention  and  good  housekeeping however during Fair time, the staff and users on grounds is at its peak. The permanent staff is notified to be alert and observant for anything that may need to be addressed by management as well as remediate the current observed situation. In the New Hire Orientation pre Fair. The OCFEC will be presenting an overview of training on: 

1. Pollution Prevention  

2. Pressure washing do’s & Don’ts and approved locations  

3. Implement  IDDE training (Illicit Discharge Detection Elimination) for year round staff as well as 

Fair time staff. 

Staff will be providing signage in locations that have higher potential of illicit discharges as well as handing out brochures to all new vendors that come on grounds year round or Fair time.  

OC Fair & Event Center • 32nd District Agricultural Association 88 Fair Drive, Costa Mesa, CA 92626 • (714) 708-1500 • ocfair.com

 Provision F.5.d.3.i – We do have an IDDE manual and plan in place. We will be more conscious of  all  grounds  surroundings  and  implementation  of  our  processes.  We  will  reiterate  the empowering  of  our  staff  to  address  illicit  discharges  once  seen  and  not  leave  it  up  to management.      Provision F.5.f.3.i – The corporate yard has been made a hot  spot and measure have been installed to make sure any water or illicit discharge coming from the yard or surrounding areas will be captured and diverted to the sewer.  This work has been completed by installing a catch basin and  lateral sewer  line to the main sewer. We have spill kits at the corporation yard and the staff will be trained to implement any remediation efforts needed.  Provision F.5.f.5.ii – The hiring of the new Health& Safety/Environmental Supervisor will assist with inspections required by the water board.  Provision  B.3  –  The  main  mall  pressure  washing  containment  issue  has  been  resolve  by installing a catch basin to collect the water and disperse it to the sewer.   The OCFEC  is  also  in  the process of obtaining  full  capture  systems  installed on  storm water inlets to help contain debris.   The OCFEC has been diligently working with FEI in determining the viability and capacity of the silt basin  in  the equestrian center;  it currently works as designed however  it was designed  in the  70s when  there was  no  testing  and  requirement  for  storm water  and  before  the  clean water act.   The  OCFEC  is  currently  working  with  Fuscoe  to  plan  for  the  2018‐2019  Annual  Reporting contract as well as developing a scope for an enhanced storm water capture and diversion plan.    

  

Santa Ana Regional Water Quality Control Board

November 1, 2018

Jerry Eldridge CERTIFIED MAIL

. EDMUND G. B AOWN J A. GOVERNOR

~ M ATTHEW R ODAIOUEZ l """'-._ ~ SECRETARY FOR ~ ENVIRONMENTAL PROTECTION

OC Fair & Event Center 88 Fair Drive

RETURN RECEIPT REQUESTED

Costa Mesa, CA 92626

jeldridge@ocfair. com

NOTICE OF VIOLATION OF THE GENERAL PERMIT FOR WASTE DISCHARGE REQUIREMENTS (WDRS) FOR STORM WATER DISCHARGES FROM SMALL MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4), ORDER NO. 2013-0001-DWQ, NPDES PERMIT NO. CAS000004 (WDID 8 30M2000250)

Dear Mr. Eldridge:

Urban runoff is a major contributor of pollutants to surface and ocean waters within Southern California. To control the discharge of pollutants from Municipal Separate Storm Sewer Systems (MS4s), the 1987 amendments to the Clean Water Act established a framework for regulating pollutants in storm water runoff. Pursuant to these amendments, the State Water Resources Control Board (State Board) began regulating municipal storm water runoff through the General Permit for waste discharge requirements (WDRs) for storm water discharges from Small Municipal Separate Storm Sewer System (MS4s), NPDES Permit No. CAS000004 (Permit). The State Board renewed the Permit in 2013 through Order No. 2013-0001 -DWQ.

On July 26, 2018, Regional Board staff visited OC Fair & Event Center in response to a complaint of an unauthorized non-storm water discharge. Based on the information gathered during the inspection, Regional Board staff established the following:

• Sediment and small amounts of manure were observed in the street and concrete drainage swale south of the barns in the Equestrian Center Area;

• The drain inlet on the southeastern edge of the Equestrian Center Area was covered by a filter fabric held in place by sand bags;

• Water was observed pooling on the eastern side of the Equestrian Center Area;

• Several people on-site stated they had seen black colored discharge originating from the west of the Equestrian Center Area several times throughout the year. They described the water as "trashy and not clean looking";

• At the beginning of the inspection, Regional Board staff observed that the concrete drainage swale that runs through the middle of the Equestrian Center Area was stained dark grey, but no water was visible. At 11 :46 am, Regional Board staff observed dark

W ILLIAM RUH, CHAIR I H OPE A. S MYTHE, EXECUTIVE OFFICER

3737 Mam St, Suite 500, R1vers1de, CA 92501 I www.watertloards .ca gov/santaana

c) RECYCLED PAPER

OC Fair & Event Center - 2 - November 1, 2018

colored water in the concrete drainage swale to the west of the Equestrian Center Area. The water appeared to originate from the Corporate Yard Area;

• Waste bins were stored in the southern part of the Corporate Yard Area, approximately 20 feet away from the stained concrete drainage swale. Dark colored water was draining from the waste bins and hay was observed in the drainage swale. This appeared to be the source of the dark colored water observed to the west of the Equestrian Center Area. Manure, trash, and hay were contained in the waste bins;

• To the south of the waste bins, Regional Board staff observed a small covered barn area and several motor homes. Water was flowing from this area towards the waste bins, originating approximately 75 feet away. The source of the water was from the small barn. Manure and bedding were observed in the discharge within the barn. There were several hoses in this area, some connected to motor homes;

• A roll-off bin was observed in the Corporate Yard area immediately adjacent to the concrete drainage swale. Sediment and debris were observed under the roll-off bin;

• Standing water was observed in a ditch along the north of the site just south of Arlington Drive. Keith Holbrock stated that the water was most likely from wash water from the Main Mall Area that was not diverted into the sanitary sewer system; and,

• Howard Wen of Fuscoe Engineering stated he would identify the Corporate Yard Area as a hot spot. In addition, he stated that consideration is being given to replacing the sedimentation basin at the southeast corner of the Equestrian Center Area.

Based on the above information, Regional Board staff has concluded that OC Fair & Event Center has violated the following Sections of the Permit:

• Provision F .5. b.4 requires the Permittee to train employees on how to incorporate pollution prevention/good housekeeping techniques into Permittee Operations. The housekeeping issues observed in the Corporate Yard Area indicate this training is ineffective at reaching its intended audience;

• Provision F.5.d.3.i requires the Permittee to develop approaches to require non-storm water discharges suspected of being illicit discharges to be eliminated and to develop procedures to implement corrective actions. During the inspection, a dark colored non­storm water discharge was observed originating from the small barn and the waste bins in the Corporate Yard Area. Procedures were not in place to prevent th is discharge or to implement corrective actions;

• Provision F.5.f.3.i requires the Permittee to conduct an inspection and assessment of pollutant discharge potential and pollutant hotspots. During the inspection, the housekeeping conditions at the Corporate Yard Area suggest that it could be a potential pollutant hotspot. Howard Wen of Fuscoe Engineering identified that the Corporate Yard Area should be designated a hot spot;

• Provision F.5.f.5.ii requires the Permittee to minimize the potential for pollutant discharge during hotspot inspections. The issues observed at the time of the inspection suggest these inspections have not been effective; and,

OC Fair & Event Center - 3 - November 1, 2018

• Provision B.3 effectively prohibits discharges through the MS4 of material other than storm water to waters of the U.S. The uncontrolled discharge of wash water that occurred earlier in the day from the Main Mall Area is not an authorized discharge listed in Provisions B.3. and is therefore a prohibited discharge. ·

Please be advised that violations of the Permit may result in the imposition of administrative civil liability in an amount of up to $10,000 for each day of violation and $10 per gallon for discharges above 1,000 gallons under Section 13385 of the California Water Code.

Please provide a response with an implementation timeline to this Notice by November 19, 2018. If you have any questions, please contact Barbara Barry via email at Barbara.Barry@waterboards.ca.gov or via phone at (951) 248-0375.

Sincerely,

/J<l /~ t'c," Michelle R. Beckwith, Chief Coastal Storm Water Unit

cc: Fuscoe Engineering - Howard Wen City of Costa Mesa, NPDES Coordinator - Kelly Dalton County of Orange Public Works - James Fortuna

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Jerry Eldridge OC Fair & Event Center 88 Fair Drive Costa Mesa, CA 92626

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PS Form 3800, April 2015 PSN 7530-02-000-9047 See Reverse for lnstruct,ons

P A G E | 1

November 14, 2018

Santa Ana Regional Water Quality Control Board

Attn: Michelle R. Beckwith, Chief

Coastal Storm Water Unit

3737 Main Street, Suite 500

Riverside, CA 92501-3348

RE: Response to Notice of Violation of the General Permit for Waste Discharge

Requirements (WDRs) for Storm Water Discharges from Small Municipal Separate Storm

Sewer System (MS4), Order No. 2013-0001-DWQ, NPDES Permit No. CAS000004 (WDID

8 30M2000250)

Dear Ms. Beckwith,

This letter has been written in response to Santa Ana Regional Water Quality Control Board’s

Notice of Violation of the General Permit for Waste Discharge Requirements (WDRs) for Storm

Water Discharges from Small Municipal Separate Storm Sewer Systems (MS4s), Order 2013-

0001-DWQ, NPDES Permit No. CAS000004, dated November 1, 2018. It serves to inform the

Regional Board staff of the actions taken to correct the noted concerns in the NOV.

COMMENTS AND RESPONSES

1. Comment: Sediment and small amounts of manure were observed in the street and

concrete drainage swale south of the barns in the Equestrian Center Area;

Response:

We hope that the Regional Board understands that the Equestrian Center is a

challenging facility to address, where the safety of horses is considered along with

storm water runoff pollution prevention. The dirt surfaces that are provided for

equestrian activities and safety happen to be the source of pollution onto the paved

street. Since the beginning of its operations, the equestrian center has implemented a

sediment basin to mitigate sediment from discharging off-site. In addition, OCFEC

staff has worked with the equestrian center operator to ensure sediment on the street

surface is minimized through regular sweeping. When necessary, written warnings

have been issued to address the condition of the street when it exceeds OCFEC policies

and expectations, as well as weekly reminders to keep the grounds clean. If OCFEC

OC FAIR & EVENT CENTER NOVEMBER 14, 2018

P A G E | 2

staff performs the repairs, the equestrian operator is back charged for the services as a

cost recovery mechanism.

Additionally, OCFEC initiated discussions earlier in the year to install sediment control

BMPs at the boundaries where the dirt transitions to asphalt. We are currently vetting

the options with the concern of minimizing trip hazards to the horses. In the

meantime, a more frequent street sweeping and cleaning schedule has been

implemented.

Implementation Timeline:

• Increased sweeping and cleaning – Completed.

• Sediment control BMP at pavement/dirt transitions – 02/2019

2. Comment: The drain inlet on the southeastern edge of the Equestrian Center Area was

covered by a filter fabric held in place by sand bags;

Response:

This catch basin sediment control is a temporary BMP implemented during dry

weather. It has been programmed into the regular maintenance of the street at the

Equestrian Center Area since before the OCFEC SWMP. OCFEC staff understands that

this BMP is not intended to be a permanent solution, and only serves to augment the

performance of the sediment basin until it is replaced or redesigned. In April 2018,

OCFEC conducted a study (with a cost-benefit analysis) to propose alternative

treatment control BMPs and drainage improvements to replace the sediment basin and

improve the catch basin design. Due to the significant costs associated with this

proposed capital improvement, it requires board approval and further studies to prove

the concepts. Currently, OCFEC has committed some funds in 2019 to implement part

of the improvements recommended by the study.

Implementation Timeline:

• Equestrian Center drainage improvements – 2019

3. Comment: Water was observed pooling on the eastern side of the Equestrian Center

Area;

Response:

The pooling water observed was due to a water line break. The area was coned to

identify the area of the break for repair crews. The break was fixed shortly after the

visit by the Regional Board. See attached Figure 1 of the repaired area.

Implementation Timeline:

• Repair water line break – Completed.

OC FAIR & EVENT CENTER NOVEMBER 14, 2018

P A G E | 3

4. Comment: Several people on-site stated they had seen black colored discharge

originating from the west of the Equestrian Center Area several times throughout the

year. They described the water as "trashy and not clean looking";

Response:

A drain is currently being installed to intercept and divert nuisance flows from the

Corporate Yard Area to the sewer (see Attachment 1 and Figures 2-5). The sewer

diversion will be plugged during rain events. Additionally, signage will be posted to

inform staff, contractors, and vendors of the diversion, along with delineating the areas

that drain to it. No activities that would generate nuisance runoff will be allowed

outside of the designated area.

Implementation Timeline:

• Sewer diversion construction – Completed.

• Signage and area delineation – 02/2019

5. Comment: At the beginning of the inspection, Regional Board staff observed that the

concrete drainage swale that runs through the middle of the Equestrian Center Area was

stained dark grey, but no water was visible. At 11 :46 am , Regional Board staff observed

dark colored water in the concrete drainage swale to the west of the Equestrian Center

Area. The water appeared to originate from the Corporate Yard Area;

Response:

See response to comment #4 and Figures 2-5.

6. Comment: Waste bins were stored in the southern part of the Corporate Yard Area,

approximately 20 feet away from the stained concrete drainage swale. Dark colored

water was draining from the waste bins and hay was observed in the drainage swale.

This appeared to be the source of the dark colored water observed to the west of the

Equestrian Center Area. Manure, trash, and hay were contained in the waste bins;

Response:

See response to comment #4. Additionally, waste bins will be moved into the

Corporate Yard Area for storage and management. Bins will not be allowed outside of

the designated areas that are tributary to the sewer diversion. Any waste bins found to

be leaking will be immediately repaired or retired. See Figures 6-7 for trash bin

location and newly constructed sewer diversion.

Implementation Timeline:

• Waste bin relocation and repair – Completed.

OC FAIR & EVENT CENTER NOVEMBER 14, 2018

P A G E | 4

7. Comment: To the south of the waste bins, Regional Board staff observed a small covered

barn area and several motor homes. Water was flowing from this area towards the waste

bins, originating approximately 75 feet away. The source of the water was from the small

barn. Manure and bedding were observed in the discharge within the barn. There were

several hoses in this area, some connected to motor homes;

Response:

The noted discharge was from the temporary barn to stable ponies during the OC Fair.

The discharge was likely due to incidental spilling from the filling of drinking water for

the ponies. It appeared that it was likely to evaporate and not believed to be a threat

for discharge into the storm drain system. See Figures 8-9 attached that represent the

frequent state of the small barn outside of fair operating times.

The noted hose in the Regional Board photo appears to be a water supply line to the

motor homes that use this area during the OC Fair.

Implementation Timeline:

• Small barn discharge cleanup – Completed.

8. Comment: A roll-off bin was observed in the Corporate Yard area immediately adjacent

to the concrete drainage swale. Sediment and debris were observed under the roll-off bin;

Response:

See response to comment #4 and Figure 10. The area around the roll-off bins will be

more frequently swept and maintained, in addition to the sewer diversion.

Implementation Timeline:

• Roll-off bin area housekeeping – Completed.

9. Comment: Standing water was observed in a ditch along the north of the site just south

of Arlington Drive. Keith Holbrook stated that the water was most likely from wash water

from the Main Mall Area that was not diverted into the sanitary sewer system; and,

Response:

The ditch along Arlington Drive is the new bioswale constructed by the City of Costa

Mesa as part of street and storm drain improvements on Arlington. The swale has

been designed with stub-outs to receive runoff from the OCFEC property in the future.

Having not been intimately involved with the Bioswale project Keith was not aware of

the current status; the property’s on-site storm drain is not connected to the bioswale

at Gate 5, where the Main Mall area may drain to. Therefore, it is unlikely that wash

water from the Main Mall Area discharged into the bioswale. The standing water may

be from irrigation of the swale for vegetation establishment.

OC FAIR & EVENT CENTER NOVEMBER 14, 2018

P A G E | 5

Under current practices, wash waters from the Main Mall Area is captured at the

surface and pumped to the sewer system. In order to further minimize unintentional

discharge of wash waters, OCFEC is in the process of designing and installing a 24”x24”

inlet diversion to a 3-stage baffle box separator for pre-treatment and then discharge

to the sewer. This would resolve any concerns regarding wash waters from this area.

See Attachment 2 for schematic of vault and sewer line addition.

Implementation Timeline:

• Main Mall sewer diversion and separator – 11/30/2018

10. Comment: Howard Wen of Fuscoe Engineering stated he would identify the Corporate

Yard Area as a hot spot. In addition, he stated that consideration is being given to

replacing the sedimentation basin at the southeast corner of the Equestrian Center Area.

Response:

As a result of annual facility inspections performed by OCFEC staff during the 2017-18

year, the Corporate Yard and Maintenance & Operations Yard were identified as hot

spots. Subsequently a SWPPP was prepared in August 2018. At the time of the

Regional Board inspection, the hot spot SWPPP was under development. Because of

the inspection, additional guidelines were added into the hot spot SWPPP to address

the commitments OCFEC made to the Regional Board, including the previously

mentioned sewer diversion. The SWPPP is available for review in SMARTS. See Figures

11-14 for current, cleaned state of the Corporate Yard Area.

In regards to the sedimentation basin, please see response to comment #2.

Implementation Timeline:

• Corporate Yard Hot Spot SWPPP – Completed.

• Sediment basin replacement – Feasibility studies are ongoing.

V IOLATIONS AND RESPONSES

11. Provision F .5. b.4 requires the Permittee to train employees on how to incorporate

pollution prevention/good housekeeping techniques into Permittee Operations. The

housekeeping issues observed in the Corporate Yard Area indicate this training is

ineffective at reaching its intended audience;

Response:

Training is provided to OCFEC staff on a bi-annual basis per the permit requirements.

Furthermore, housekeeping practices are discussed with vendors prior to the start of

the OC Fair. Due to the noted deficiencies by the Regional Board, OCFEC will now

provide training to staff on an annual basis. Educational materials will also be provided

OC FAIR & EVENT CENTER NOVEMBER 14, 2018

P A G E | 6

to vendors before the start of OC Fair, further reinforcing the policies and practices for

the Corporate Yard Area. New signage around the facility will also provide friendly

reminders of proper disposal of waste and identify designated areas draining to sewer.

Implementation Timeline:

• Pollution prevention/good housekeeping annual training – Early 2019.

• Pollution prevention signage – 02/2019.

12. Provision F.5.d.3.i requires the Permittee to develop approaches to require non-storm

water discharges suspected of being illicit discharges to be eliminated and to develop

procedures to implement corrective actions. During the inspection, a dark colored non-

stormwater discharge was observed originating from the small barn and the waste bins

in the Corporate Yard Area. Procedures were not in place to prevent this discharge or to

implement corrective actions;

Response:

The OCFEC has developed an Illicit Discharge Detection and Elimination Policies and

Procedures Manual (September 2016) that is currently employed. Bi-annual training

has been provided to staff, which will now be provided annually. Additional spill kits

will be strategically placed in the Corporate Yard Area for greater readiness.

It is worth noting that the OC Fair occurs for one month between July and August each

year, where significant resources are devoted to the operation of the OC Fair and

management of the vendors’ and visitors’ experience. During this challenging event,

certain “back of the house” activities may not get the attention they would normally

get as resources are stretched thin. Incidental discharges may be missed, as a result.

However once noticed or identified they will immediately be rectified and cleaned up.

For all other times during the year, the OCFEC property is not activated in this manner

and the detection and response to any and all discharges are immediate and effective.

Implementation Timeline:

• IDDE Program – In place since 2016.

• IDDE annual training – Early 2019.

13. Provision F.5.f.3.i requires the Permittee to conduct an inspection and assessment of

pollutant discharge potential and pollutant hotspots. During the inspection, the

housekeeping conditions at the Corporate Yard Area suggest that it could be a potential

pollutant hotspot. Howard Wen of Fuscoe Engineering identified that the Corporate Yard

Area should be designated a hot spot;

Response:

OC FAIR & EVENT CENTER NOVEMBER 14, 2018

P A G E | 7

It should be clarified that the Corporate Yard Area was already identified and

designated a hot spot by OCFEC staff earlier in the year. A hot spot SWPPP was

already under development by Fuscoe Engineering at the time of the Regional Board

inspection. The SWPPP has since been uploaded to SMARTS and is being

implemented by OCFEC staff. Also, see response to comment #12 regarding OC Fair.

Implementation Timeline:

• Corporate Yard hot spot designation – Completed.

14. Provision F.5.f.5.ii requires the Permittee to minimize the potential for pollutant discharge

during hotspot inspections. The issues observed at the time of the inspection suggest

these inspections have not been effective; and,

Response:

Hotspot inspections began in 2017-18 year and the flaw may have been that the

quarterly inspections were not performed during the time of the OC Fair, not because

the inspections were ineffective. As mentioned previously, the OCFEC property is

activated in this manner only one time during the year, over a 30-day period. For

future quarterly inspections, OCFEC will make sure that one quarterly inspection occurs

during the OC Fair each year.

Current issues will be addressed with the addition of the sewer inlet, increased training,

and additional signage around the site. Maintaining IDDE procedures and quarterly

inspections will help address future issues found in the hot spot areas.

Implementation Timeline:

• Adjustment to quarterly inspection scheduling – Completed.

15. Provision B.3 effectively prohibits discharges through the MS4 of material other than

storm water to waters of the U.S. The uncontrolled discharge of wash water that occurred

earlier in the day from the Main Mall Area is not an authorized discharge listed in

Provisions B.3. and is therefore a prohibited discharge.

Response:

It is not clear that the water in the bioswale was a result of uncontrolled discharge of

water from the Main Mall area, since drainage from this area is not connected to the

Bioswale. Standing water in the swale has been thought to be from irrigation runoff in

efforts to establish new vegetation. Nevertheless, discharge from the Main Mall Area

will be addressed with the diversion of wash water to a vault separator and sewer line

(see attached schematic). In addition, supplementary training and signage will serve as

reminders to employees and vendors of OCFEC’s washing practices and response to

any potential illicit discharges.

OC FAIR & EVENT CENTER NOVEMBER 14, 2018

P A G E | 8

Implementation Timeline:

• Main Mall sewer diversion and separator – 11/30/2018

If you have any questions regarding this response letter, please feel free to contact me.

Sincerely,

Jerry Eldridge

Director of Facilities

OC Fair & Event Center

(714) 474-5983

Enclosure

cc: Santa Ana RWQCB – Barbara Barry

OC Fair and Event Center – Ken Karns

ATTACHMENT 1

CORPORATE YARD SCHEMATIC

1 OF 1

GATE 8 TICKET BOOTH

AGR1 IN = 50 FT

2012 BASE LAYOUT

01-18-12

SHEET TITLE:

DATE:

PLOTTED BY:

SHEET NO.

REVISIONS DATE SCALE:

OC FAIR & EVENT CENTERCOSTA MESA, CA

GATE

GATE

GATE

GATE

PWBALER

COMPACTOR

OVATIONSKITCHEN

CORPORATIONYARD

FIREHYD

FIREHYD

FIREHYD

FIREHYD

GATE

2

1

MATERNITYBARN

GATE

Figure 1.

In response to Comment #3, the pooling water was due to a break in the water line. As seen in the photo above, the water line has been repaired and there is no water on the surface.

Figure 2.

Figure 3.

In response to Comment #4 and #5, new sewer connections in the Corporate Yard are currently being constructed to intercept and divert any nuisance flows.

Figure 4.

Figure 5.

In response to comment #4 and #5, newly constructed sewer inlets in the Corporate Yard will divert nuisance flows away from the existing concrete v-ditch to assure flows do not reach the catch basin in the Equestrian Center and leave the site. These drains will be plugged during rain events so stormwater can follow the natural path.

Figure 6.

Figure 7.

In response to comment #6, trash storage will remain north of the newly constructed sewer diversion. Bins will be checked for leaks and housekeeping practices will assure upkeep of trash bins.

Figure 8.

Figure 9.

In response to Comment #7, the small barn area is upkept to OCFEC standards. Incidental spilling during fair season was likely the cause to the observed water.

Figure 10.

In response to Comment #8, the stationary roll off bins are within the boundary of the newly constructed sewer diversion. More frequent sweeping will be implemented to upkeep the Corporate Yard to the state that is shown in the photo above.

ATTACHMENT 2

MAIN MALL SCHEMATIC

Additional photos below show the current state of the Corporate Yard during non-fair operating times. As noted in the response, fair time is a busy season, however, increased inspections and trainings will be implemented to ensure housekeeping practices are followed by OCFEC staff, vendors, and contractors.

Figure 11.

Figure 12.

Figure 13.

Figure 14.

Board of Directors Agenda Report MEETING DATE: JANUARY 17, 2019 ITEM NUMBER: 9E

SUBJECT: OCFEC Organizational Succession Plan Update DATE: January 11, 2019 FROM: Kathy Kramer, CEO PRESENTATION BY: Kathy Kramer, CEO ___________________________________________________________________ RECOMMENDATION Information Item only. BACKGROUND Over the past year, staff has been developing an Organizational Succession Plan for the District. With over fifty percent of OCFEC civil service workforce eligible for retirement within the next five years, the organization faces an unprecedented challenge. It is essential to build a comprehensive road map ensuring a continuous pool of talent. As such, the organization must provide training and development opportunities to ensure that as staff retires, their knowledge is transferred and the impact on the organization is minimal. Staff will present an overview of the Organizational Succession Plan process as part of this staff report. Attachment: PowerPoint presentation

Succession Planning

RightPeople RightSkills RightTime RightPlace

OC Fair & Event Center Succession Plan, 2019

Percent of Civil Service Employees Eligible for Retirement in Next 5 years at OCFEC

31% Eligible for Retirement

as of October 2018

54% Eligible for RetirementWithin Next 5

Years

15% Not Eligible forRetirement Within Next

5 Years

2

Succession Planning Framework

Step 1• Organizational

Review

Step 2

•Identify Critical Retirement Positions

Step 3

•Conduct Employee Succession Planning Survey

Step 4

•Conduct Job Analysis

3

Step 5

•Assess Internal Talent Pool

Step 6

•Transfer Knowledge

Step 7

•Legacy Retiree Workshop

Step 8

• Identify and Develop Internal Talent Pool

Step 9

•Measure, Monitor andEvaluate Success

SWOT analysis to identify internal and external challenges

Conduct a GAP analysis

Develop strategic goals for the Organizational Succession Plan supported by: Management Board of Directors

Step 1

Organizational Review

4

Create a Matrix from HR employee data Include key positions that may become

vacated, including roles that areperformed by one person and critical tothe operation

The purpose is to identify thosecandidates that are eligible forretirement within a 3 year window

Step 2

5

Identify Critical Retirement Positions:

Potential Retiree Matrix

6

Broad survey that lists all departments andcaptures respondents interest by departmentand position*

43% of OCFEC employees responded to survey

Step 3

Employee Succession Planning Survey

7

*This survey captures interest in all positions including potential retiree positions

Purpose of the Survey: To understand internal interest for futureretiree vacancies and gather in-depth information about the interestin the jobs and possible job skills outside the potential candidates’core duties.

Potential Retiree Position Inventory

(Transfer of personnel data from Potential Retiree Matrix and Employee Succession Planning Survey to create this form)

8

Review position’s current job description and remove any non-relevant tasks or add relevant job duties

HR works with incumbent and supervisor of that role to conduct job analysis

Roll previous job description and job analysis results to create a job description based on the job analysis results

Step 4

Conduct Job Analysis

9

Goal of Job Analysis: To analyze existing job descriptions and relevancy of current duties, consider future needs and skills of the position for all retiree positions.

Assess Internal Talent Pool:

Executive Team and HR reviews Potential Retiree Position Inventory to assess interested internal candidate pool. An internal candidate may be selected to move forward

- OR - The position may require external recruitment,

if no interest internally

Step 5

10

Transfer of Knowledge:

Begin process of creating a desk manual/ reference guide for each retiree position

Retiree to create a listing of key knowledge/ experience for their role and catalog it for future use. Could include key contacts, date driven functions, procedures on how to complete critical tasks

Step 6

11

Legacy Workshop:

Schedule legacy workshops with staff identified in potential retiree profile

Step 7

12

Goal of Legacy Workshop:• Provide organization an opportunity to connect emotionally

with retirees and their past accomplishments helping themcreate their legacy. What do they want to be known for andhow can they be part of passing on and continuing theirlegacy?

• Walk through succession plan process with retirees.Answer questions and clarify retirees’ role in the success ofthe plan

• Explain expectations of retiree when working side-by-sidewith potential successor

Legacy Workshop:

Provide educational resources for retirement

Organize & develop legacy celebration for retirees

Step 7

13

Identify and Develop Internal Talent Pool:

Internal staff that is interested in future retiree positions are provided an updated job description.

Internal Staff completes a self-evaluation accessing their skill set relative to the requirements of the retiree’s position

HR/Executive Team reviews all evaluations to determine best candidate to move forward with succession planning

Development Plan is then created for qualified applicant to begin the succession process with the retiree candidate

If more than one applicant was interested in position, candidates not selected will be interviewed and skills accessed to possibly determine other opportunities for them to pursue. Then a plan is developed to help them gain experience/education to prepare them for a future opportunity.

Step 8

14

Measure, Monitor, & Evaluate Progress and Outcomes:

Monitor progress of developmental plans quarterly Retiree, successor, supervisor and HR

Hold quarterly Succession Planning Meetings to review plan and check on training and development goals

Make adjustments as needed to the development plan

There will be fluctuations based on organizational demands and potential vacancies in key roles

Step 9

15

Measure, Monitor, & Evaluate Progress and Outcomes:

Next Steps:

HR team conducting roll-out meetings across the organization

Schedule legacy workshops for first quarter 2019

Finalize Organizational Succession Plan “play book” and distribute to leadership

Step 9

16