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HomeMy WebLinkAbout08-24-2016 Board Meeting Minutes08/24/2016 Orange County Sanitation District MINUTES BOARD MEETING August 24, 2016 Administration Building 10844 Ellis Avenue Fountain Valley, California 92708-7018 Minutes of Board Meeting Page 1of9 ROLL CALL A regular meeting of the Board of Directors of the Orange County Sanitation District was called to order by Chair John Nielsen on August 24 , 2016 , at 6:09 p .m ., in the Administration Building. Chair Nielsen delivered the invocation and led the Pledge of Allegiance. The Clerk of the Board declared a quorum present as follows: ACTIVE DIRECTORS ALTERNATE DIRECTORS x John Nielsen , Chair Allan Bernstein x Gregory Sebourn, Vice Chair Doug Chaffee A Tom Beamish Tim Shaw x Steven Choi Lynn Schott Keith Curry x Scott Peotter x Ellery Deaton Sandra Massa -Lavitt x Joy Neugebauer Al Krippner x James M. Ferryman Bob Ooten A Steven Jones Kris Beard Jim Katapodis x Erik Peterson x Robert Kiley Michael Beverage x Peter Kim Michele Steggell x Lucille Kring James Vanderbilt x Greg Mills Diana Fascenelli x Richard Murphy Shelley Hasselbrink x Steve Nagel Cheryl Brothers x Glenn Parker Cecilia Hupp x David Shawver Carol Warren x Fred Smith Virginia Vaughn x Teresa Smith Mark Murphy x Michelle Steel Shawn Nelson x Sal Tinajero David Benavides x Chad Wanke Constance Underhill x John Withers Douglas Reinhart x Mariellen Yarc Stacy Berry STAFF MEMBERS PRESENT: Jim Herberg, General Manager; Bob Ghirelli , Assistant General Manager; Rob Thompson , Director of Engineering ; Jim Colston , Director of Environmental Services ; Lorenzo Tyner , Director of Finance & Administrative Services ; Celia Chandler, Director of Human Resources ; Ed Torres , Director of Operations and Maintenance ; Kelly A. Lore , Clerk of the Board ; Janine Aguilar ; Miriam Angold ; Bob Bell ; Marc Brown ; Jennifer Cabral ; Rudy Davila ; Carla Dillon ; Mike Dorman ; Marc Dubois ; Mark Esquer ; April Frost ; Al Garcia ; Randy Kleinman ; Tina Knapp ; Jackie Lagade ; Mark 08/24 /20 16 Minutes of Boa rd Meet ing Page 2 of 9 Manzo; Kathy Millea; Jeff Mohr; Rob Morris; Andrew Nau; Wendy Sevenandt; and Jim Spears. OTHERS PRESENT: Brad Hogin (General Counsel); Michael Beverage (Alternate Director YLWD); John Gallivan, Cushman & Wakefield; Laura Kalty, Liebert Cassidy Whitmore; Dennis Mak, OCTA; Bob Ooten (Alternate Director CMSD); Joe Toolson, OCTA; and Kevin Turner, Cushman & Wakefield. PUBLIC COMMENTS: None. SPECIAL PRESENTATIONS: Chair Nielsen called upon Director of Operations & Maintenance Ed Torres who provided an Employee Service Award to Robert (Rob) M. Morris, Senior Plant Operator -Division 840 (30 years). REPORTS: Chair Nielsen stated that he will provide an update on his attendance at the California Association Sanitation Agencies (CASA) Conference at next month's Board meeting. Chair Nielsen reported the success of the recent OCSD/OCWD Open House, expressed his appreciation to all who were able to attend, and thanked staff for a very successful event. Director Mills stated that he enjoyed the event with his family and also thanked staff. General Manager Herberg provided highlights from his monthly report including the OCBC Infrastructure Report Card and results from the recent OCSD Employee Engagement Survey. He also announced the upcoming Director's Nerissa Rig Fishing Tour -Wednesday, September 21; and the State of the District, which will be held on October 14. A signup sheet and save the date were provided to the Directors. Mr. Herberg announced that OCSD was selected among 61 other private and public utilities from across the United States, Canada, and Europe to be recognized and honored as a Utility of the Future Today. The recognition is part of a program that was established in partnership with several national water sector organizations that celebrate the progress and exceptional performance in innovation and sustainable utility management practices. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, AND DULY CARRIED TO: Approve the minutes of the regular Board of Directors Meeting held on July 27, 2016. 08/24/2016 Minutes of Board Meeting Page 3 of 9 AYES: NOES: ABSTENTIONS: ABSENT: Choi; Deaton; Ferryman; Kiley; Kim; Kring; Mills; R. Murphy; Nagel; Neugebauer; Nielsen; Parker; Peterson (Alternate); Sebourn; Shawver; F. Smith; Steel; Tinajero; Wanke; Withers; and Yarc None Peotter (Alternate) and T. Smith Beamish and Jones 2. COOPERATIVE AGREEMENT NO. C-6-0979 (Rob Thompson) MOVED. SECONDED. AND DULY CARRIED TO: Approve a Cooperative Agreement with Orange County Transportation Authority agreeing to cooperate and define specific terms, conditions, and funding obligations regarding the design and construction of a new Plant No. 1 entrance along Ellis Avenue in Fountain Valley to accommodate widening the Interstate 405 Freeway. AYES: NOES: ABSTENTIONS: ABSENT: Choi; Deaton; Ferryman; Kiley; Kim; Kring; Mills; R. Murphy; Nagel; Neugebauer; Nielsen; Parker; Peotter (Alternate); Peterson (Alternate); Sebourn; Shawver; F. Smith; T. Smith; Steel; Tinajero; Wanke; Withers; and Yarc None None Beamish and Jones RECEIVE AND FILE: These items require no action; and without objection, will be so ordered by the Board Chair. 3. REPORT OF THE INVESTMENT TRANSACTIONS FOR THE MONTH OF JULY 2016 (Lorenzo Tyner) Received and filed the report of the Investment Transactions for the month of July 2016. 4. COMMITTEE MINUTES (Clerk of the Board) Received and filed the approved minutes of the following standing committees: A. GWRS Steering Committee meeting of April 11, 2016 B. Steering Committee meeting of July 27, 2016 5. TREASURER'S REPORT FOR THE FOURTH QUARTER ENDED JUNE 30, 2016 (Lorenzo Tyner) Received and filed the Orange County Sanitation District Fourth Quarter Treasurer's Report for the period ended June 30, 2016. Alternate Director Peotter left the meeting at 6:27 p.m. 08/24/2016 Minutes of Board Meeting Page 4 of 9 PUBLIC HEARING: 6. COLLECTION OF SEWER SERVICE CHARGES VIA THE TAX ROLL (Lorenzo Tyner) Hold a public hearing to receive input on report filed with the Clerk of the Board entitled "Sewer Service Charges for Collection on Tax Rolls for Fiscal Year 2016-17." OPEN PUBLIC HEARING: Chair Nielsen opened the public hearing at 6:27 p.m. REPORT OF STAFF: Director of Finance, Lorenzo Tyner provided a brief overview of the item including the current rate structure and the placement of the charges onto the tax rolls. WRITTEN COMMUNICATIONS: Clerk of the Board, Kelly Lore reported that no written communication had been received. PUBLIC COMMENTS: None. CLOSE PUBLIC HEARING: Chair Nielsen closed the public hearing at 6:28 p.m. MOVED, SECONDED, AND DULY CARRIED TO: A. Adopt the Sewer Service Charges for Collection on Tax Rolls for Fiscal Year 2016-17, which has the assessor's parcel numbers and amount of charges for collection on the tax rolls; B. Adopt Resolution No. OCSD 16-13 entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District adopting the Report proposing to collect Sewer Service Fees on the Tax Roll for Fiscal Year 2016/2017"; C. Direct staff to file a certified copy of the adopted report and resolution with the County Auditor-Controller; and D. Direct staff to coordinate collection of sanitary sewer service charges on the general Orange County tax rolls with the County Auditor-Controller, Assessor, and Tax Collector. AYES: NOES: ABSTENTIONS: ABSENT: 08/24/2016 Choi; Deaton; Ferryman; Kiley; Kim; Kring; Mills; R. Murphy; Nagel; Neugebauer; Nielsen; Parker; Peterson (Alternate); Sebourn; Shawver; F. Smith; T. Smith; Steel; Tinajero; Wanke; Withers; and Yarc None None Beamish; Jones; and Peotter (Alternate) Minutes of Board Meeting Page 5 of 9 STEERING COMMITTEE: 7. PROPOSED ORANGE COUNTY SANITATION DISTRICT ENERGY POLICY (Rob Thompson) MOVED, SECONDED, AND DULY CARRIED TO: Adopt Resolution No. OCSD 16-12 entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District adopting an Energy Policy." AYES: NOES: ABSTENTIONS: ABSENT: Choi; Deaton; Ferryman; Kiley; Kim; Kring; Mills; R. Murphy; Nagel; Neugebauer; Nielsen; Parker; Peterson (Alternate); Sebourn; Shawver; F. Smith; T. Smith; Steel; Tinajero; Wanke; Withers; and Yarc None None Beamish; Jones; and Peotter (Alternate) NON-CONSENT CALENDAR: 8. COLLECTIONS CAPACITY EVALUATION STUDY, PROJECT NO. PS15-08 (Rob Thompson) Director of Engineering, Rob Thompson provided a brief presentation regarding the proposed study to update the District's hydraulic model. MOVED, SECONDED, AND DULY CARRIED TO: A. Approve a Professional Services Agreement with RMC Water and Environment to provide professional services for the Collections Capacity Evaluation Study, Project No. PS15-08, for an amount not to exceed $2,802,675; and B. Approve a contingency of $280,268 (10%). AYES: NOES: ABSTENTIONS: ABSENT: 08/24/2016 Choi; Deaton; Ferryman; Kiley; Kim; Kring; Mills; R. Murphy; Nagel; Neugebauer; Nielsen; Parker; Peterson (Alternate); Sebourn; Shawver; F. Smith; T. Smith; Steel; Tinajero; Wanke; Withers; and Yarc None None Beamish; Jones; and Peotter (Alternate) Minutes of Board Meeting Page 6 of 9 Item pulled from consideration. 9. CONTRACT SECURITY SERVICES (Celia Chandler) MOVED, SECONDED, AND DULY CARRIED TO: Approve a Service Contract to Securitas Security Services, U.S.A. for Specification No. S 2016 775BD for a term of one (1) year, for a total annual contract amount not to exceed $776,704, with up to four (4) one year rene\.vals. 10. SOUTHWEST COSTA MESA TRUNK SEWER, PROJECT NO. 6-19, CANCELLATION (Rob Thompson) Director of Engineering, Rob Thompson provided a brief history of this project and stated the various reasons for the proposed cancellation. Mr. Thompson then answered questions regarding possible alternatives. MOVED, SECONDED, AND DULY CARRIED TO: A. Cancel the Southwest Costa Mesa Trunk Sewer, Project No. 6-19; B. Adopt Resolution No. OCSD 16-14 entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District amending Resolution No. OCSD 14-09 relating to the Southwest Costa Mesa Trunk Sewer, Project No. 6-19"; and C. Authorize a payment of $192,000 to Costa Mesa Sanitary District to offset their costs to support the alignment and environmental studies associated with this project. AYES: NOES: ABSTENTIONS: ABSENT: Choi; Deaton; Ferryman; Kiley; Kim; Kring; Mills; R. Murphy; Nagel; Neugebauer; Nielsen; Parker; Peterson (Alternate); Sebourn; Shawver; F. Smith; T. Smith; Steel; Tinajero; Wanke; Withers; and Yarc None None Beamish; Jones; and Peotter (Alternate) 11. COOPERATIVE PROCUREMENT WITH NATIONAL AUTO FLEET GROUP (Lorenzo Tyner) Mr. Tyner provided information regarding: Cooperative agreements and the savings they provide; the procurement process of these vehicles; the reason for ratification; and the necessary steps taken to alleviate this in the future. MOVED, SECONDED, AND DULY CARRIED TO: Ratify and approve two purchase order agreements using the National Joint Powers Alliance (NJPA) cooperative Contract Number 102811-NAF with National Auto Fleet Group for the purchase of fifteen (15) budget approved vehicles for a total cost of $562,359 in 08/24/2016 Minutes of Board Meeting Page 7 of 9 accordance with Ordinance No. OCSD-47, Section 2.03(B) Cooperative Purchases. AYES: Choi; Deaton; Ferryman; Kiley; Kim; Kring; Mills; R. Murphy; Nagel; Neugebauer; Nielsen; Parker; Peterson (Alternate); Sebourn; Shawver; F. Smith; T. Smith; Steel; Tinajero; Wanke; Withers; and Yarc NOES: None ABSTENTIONS: None ABSENT: Beamish; Jones; and Peotter (Alternate) INFORMATION ITEMS: None. AB 1234 REPORTS: Director Ferryman reported that he recently attended an emergency meeting of the National Water Research Institute (NWRI) where the discussion focused on the current recruitment of a new Executive Director. Director Ferryman further stated that he will be attending the OCCOG meeting tomorrow at Irvine City Hall. Chair Nielsen will defer his CASA Conference report to next month. Vice-Chair Sebourn reported briefly on his attendance at the CASA Conference. Director Kring left the meeting at 6:45 p.m. CLOSED SESSION: CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTIONS 54957.6, 54956.9(d)(2) & 54956.8: The Board convened in closed session at 6:45 p.m. to discuss three items. Confidential minutes of the Closed Session have been prepared in accordance with the above Government Code Sections and are maintained by the Clerk of the Board in the Official Book of Confidential Minutes of Board and Committee Closed Session Meetings. RECONVENED IN REGULAR SESSION: The Board reconvened in regular session at 7:35 p.m. 08/24/2016 Minutes of Board Meeting Page 8 of 9 CONSIDERATION OF ACTION, IF ANY , ON MATTERS CONSIDERED IN CLOSED SESSION: General Counsel , Brad Hog in , reported in open session that the Board of Directors voted to approve the General Release and Settlement Agreement with the Gates family in the amount of $598,500, in exchange for complete releases from Stephen Gates, Jennifer Gates, and Connor Gates . Mr. Hagin reported the vote as follows : AYES: NOES: ABSTENTIONS: ABSENT: Choi ; Deaton; Ferryman ; Kiley; Kim; Mills ; R. Murphy; Nagel; Neugebauer; Nielsen; Parker; Peterson (Alternate); Sebourn ; Shawver; F . Smith; T. Smith ; Tinajero ; Wanke ; Withers ; and Yarc Steel None Beamish; Jones; Kring; and Peotter (Alternate) OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. ADJOURNMENT: At 7 :38 p.m. Chair Nielsen adjourned the meeting until the Regular Board Meeting on September 28, 2016 at 6:00 p .m . 08/2 4/2 01 6 Minutes of Board Mee ting Page 9 of 9