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HomeMy WebLinkAbout08-23-2017 Board Meeting Minutes08/23/2017 Orange County Sanitation District MINUTES BOARD MEETING August 23, 2017 Administration Building 10844 Ellis Avenue Fountain Valley, California 92708-7018 Minutes of Board Meeting Page1of9 ROLL CALL A regular meeting of the Board of Directors of the Orange County Sanitation District was called to order by Board Chairman Greg Sebourn on August 23, 2017, at 6:02 p.m., in the Administration Building. Director Steve Nagel 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 Gregory Sebourn, Chair Jesus Silva A Denise Barnes Lucille Kring Allan Bernstein x Chuck Puckett x Robert Collacott Diana Fascenelli x Ellery Deaton Sandra Massa-Lavitt Barbara Delgleize x Erik Peterson x James M. Ferryman Bob Ooten x Phil Hawkins Brooke Jones Steven Jones x Kris Beard x Peter Kim Gerard Goedhart x Al Krippner Charlie Nguyen x Richard Murphy Warren Kusumoto x Steve Nagel Cheryl Brothers x Glenn Parker Cecilia Hupp x Scott Peotter Brad Avery Tim Shaw x Michael Blazey David Shawver x Carol Warren x Fred Smith Virginia Vaughn x Teresa Smith Mark Murphy x Michelle Steel Shawn Nelson x Sal Tinajero David Benavides x Donald Wagner Lynn Schott x Chad Wanke Ward Smith x John Withers Douqlas Reinhart x Mariellen Yarc Stacy Berry Vice-Chair Shawver and Director Bernstein were excused from the meeting to attend the CASA Conference. STAFF MEMBERS PRESENT: Jim Herberg, General Manager; Bob Ghirelli, Assistant General Manager; Celia Chandler, Director of Human Resources; Ron Coss, Environmental Laboratory & Ocean Monitoring Manager; James Spears, Operations Manager; Rob Thompson, Director of Engineering; Lorenzo Tyner, Director of Finance & Administrative Services; Kelly Lore, Clerk of the Board; Jennifer Cabral; Sam Choi; 0812312017 Minutes of Board Meeting Page 2 of9 Rodney Collins; Absalon Diaz; Arturo Diaz; Mike Dorman; Marc Dubois; Elaine Galvez; Alfred Garcia; Tom Grant; Mark Kawamoto; Laurie Klinger; Tina Knapp; Mark Manzo; Jeff Mohr; Andrew Nau; and Richard Spencer. OTHERS PRESENT: Kendra Carney (Assistant General Counsel); Natalie Medvedev; Alternate Director Bob Ooten (CMSD); and Kevin Turner and John Gallivan, Cushman & Wakefield. PUBLIC COMMENTS: No public comments were provided. SPECIAL PRESENTATIONS: Environmental Lab and Ocean Monitoring Manager Ron Coss presented a 25-year employee service award to Lab Assistant Elaine Galvez. REPORTS: Chair Sebourn provided an update on the strategic planning process and reported that good progress was made on the eight goals contained in the Board's current strategic plan covering the 5-year period 2014-2019. He stated that consultant Brent Ives has interviewed Board members, held a workshop to receive feedback from employees and attended an executive management team meeting to consider the input, and that no significant policy changes to the plan are being proposed by staff at this time. Chair Sebourn stated that the Steering Committee had met earlier this evening and suggested that rather than have a special Board strategic planning workshop, as done in the past, staff will instead bring forward an agenda report with a red-lined Strategic Plan to the Operations and Administration committees in October to review plan progress, new initiatives and make any necessary changes. Chair Sebourn provided a brief informational update regarding the General Manager's Annual Performance Appraisal, stating that the Steering Committee had conducted the review in August, in accordance with the General Manager At-Will Employment Agreement, and that Mr. Herberg has shown satisfactory performance for the year and continues to lead OCSD in a direction consistent with Board expectations. He stated that no action is needed on pay & benefits for FY17-18 as the General Manager is in the second year of a two-year contract, with a pay increase previously approved by the Board in Resolution No. OCSD 16-29. General Manager Herberg reported on the following items: Gold Peak Performance Award from National Association of Clean Water Agencies for having no ocean discharge permit violations for the entire year and the Achievement of Excellence in Procurement Award for 2017; Update and Closing Out the Red Hill Sewer Project in Tustin and State College Sewer Project in Fullerton; GWRS Opinion Piece Published in "The Hill", authored by Chair Sebourn and OCWD's Board President Denis Bilodeau highlighting the relationship between the two organizations and the benefits that GWRS provides to the 08/23/2017 Minutes of Board Meeting Page 3 of9 region; Outreach efforts for several construction projects taking place at our Huntington Beach facility; and the Employee Fitness Center Grand Opening at Plant No. 1, which is part of the Wellness Program at OCSD to promote a healthier workforce. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, AND DULY CARRIED TO: Approve the minutes of the Regular Meeting of the Board of Directors held on July 26, 2017. AYES: NOES: ABSTENTIONS: ABSENT: Beard (Alternate); Blazey (Alternate); Collacott; Deaton; Ferryman; Hawkins; Kim; Krippner; R. Murphy; Nagel; Parker; Peotter; Peterson (Alternate); Puckett (Alternate); Sebourn; F. Smith; Steel; Tinajero; Wagner; Wanke; Warren (Alternate); Withers; and Yarc None T. Smith Barnes RECEIVE AND FILE: These items require no action; and without objection, will be so ordered by the Board Chair. 2. COMMITTEE MINUTES (Clerk of the Board) Received and filed the approved minutes of the following committees: A. GWRS Steering Committee Meeting of April 10, 2017 B. Steering Committee Meeting of June 28, 2017 3. REPORT OF THE INVESTMENT TRANSACTIONS FOR THE MONTH OF JULY 2017 (Lorenzo Tyner) Received and filed the report of the Investment Transactions for the month of July 2017. 4. TREASURER'S REPORT FOR THE FOURTH QUARTER ENDED JUNE 30, 2017 (Lorenzo Tyner) Received and filed the Orange County Sanitation District Fourth Quarter Treasurer's Report for the period ended June 30, 2017. 08/23/2017 Minutes of Board Meeting Page 4 of 9 PUBLIC HEARING: 5. 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 2017-18." 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. OPEN PUBLIC HEARING: Chair Sebourn opened the public hearing at 6:19 p.m. WRITTEN COMMUNICATIONS: Clerk of the Board Kelly Lore reported that no written communication had been received. PUBLIC COMMENTS: None. CLOSE PUBLIC HEARING: Chair Sebourn closed the public hearing at 6:20 p.m. MOVED, SECONDED. AND DULY CARRIED TO: A. Adopt the Sewer Service Fees report, which has the assessor's parcel numbers and amount of charges for collection on the tax rolls; B. Adopt Resolution No. OCSD 17-14 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 2017/2018"; 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: 08/23/2017 Beard (Alternate); Blazey (Alternate); Collacott; Deaton; Ferryman; Hawkins; Kim; Krippner; R. Murphy; Nagel; Parker; Peotter; Peterson (Alternate); Puckett (Alternate); Sebourn; F. Smith; T. Smith; Steel; Tinajero; Wagner; Wanke; Warren (Alternate); Withers; and Yarc None None Barnes Minutes of Board Meeting Page 5 of 9 STEERING COMMITTEE: 6. BANDILIER CIRCLE PROPERTY LEASE (Rob Thompson) Director of Engineering Rob Thompson provided a brief presentation on this item with information regarding the unsolicited offer to lease the OCSD building. Chair Sebourn stated that the Steering Committee approved the item unanimously. MOVED. SECONDED. AND DULY CARRIED TO: Approve the Lease Agreement with the Dickier Corporation, OBA Chefs Toys, for Orange County Sanitation District's real property located at 18484 Bandilier Circle, Fountain Valley, California, in an as-is condition, commencing August 24, 2017 through March 31, 2019, at a lease rate of $13,500 per month for the first 12 months, and increasing to $15,000 per month for the balance of the term, in a form approved by General Counsel. AYES: NOES: ABSTENTIONS: ABSENT: NON-CONSENT: Beard (Alternate); Blazey (Alternate); Collacott; Deaton; Ferryman; Hawkins; Kim; Krippner; R. Murphy; Nagel; Parker; Peotter; Peterson (Alternate); Puckett (Alternate); Sebourn; F. Smith; T. Smith; Steel; Tinajero; Wagner; Wanke; Warren (Alternate); Withers; and Yarc None None Barnes 7. EAST LIDO FORCE MAIN REHABILITATION, PROJECT NO. FE15-10 (Rob Thompson) Director of Engineering Rob Thompson provided a brief PowerPoint presentation regarding the history of the force main repair needed in this item. MOVED. SECONDED, AND DULY CARRIED TO: A. Award a construction contract to Charles King Company for the East Lido Force Main Rehabilitation, Project No. FE15-10, for a total amount not to exceed $1,389,000; and B. Approve a contingency of $138,900 (10%). AYES: NOES: ABSTENTIONS: ABSENT: 08/23/2017 Beard (Alternate); Blazey (Alternate); Collacott; Deaton; Ferryman; Hawkins; Kim; Krippner; R. Murphy; Nagel; Parker; Peotter; Peterson (Alternate); Puckett (Alternate); Sebourn; F. Smith; T. Smith; Steel; Tinajero; Wagner; Wanke; Warren (Alternate); Withers; and Yarc None None Barnes Minutes of Board Meeting Page 6 of 9 8. SAFETY IMPROVEMENTS PROGRAM, PROJECT NO. J-126 (Rob Thompson) Mr. Rob Thompson provided a brief description of the project described in this item. MOVED, SECONDED, AND DULY CARRIED TO: A. Award a Construction Contract to AMTEK Construction for the Safety Improvement Program, Contract No. J-126 B, F, and G for a total amount not to exceed $557,759; and B. Approve a contingency of $55,776 (10%). AYES: Beard (Alternate); Blazey (Alternate); Collacott; Deaton; Ferryman; Hawkins; Kim; Krippner; R. Murphy; Nagel; Parker; Peotter; Peterson (Alternate); Puckett (Alternate); Sebourn; F. Smith; T. Smith; Steel; Tinajero; Wagner; Wanke; Warren (Alternate); Withers; and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes 9. GENERAL MANAGER APPROVED PURCHASES AND ADDITIONS TO THE PRE-APPROVED OEM SOLE SOURCE LIST (Lorenzo Tyner) Director of Finance and Administrative Services Lorenzo Tyner provided a brief presentation and responded to questions regarding the pre-approved OEM list described in this item. MOVED, SECONDED, AND DULY CARRIED TO: A. Receive and file Orange County Sanitation District purchases made under the General Manager's authority for the period of April 1, 2017 to June 30, 2017; and B. Approve the following additions to the pre-approved Original Equipment Manufacturer (OEM) Sole Source List: 08/23/2017 • AVO TRAINING INSTITUTE -Substation Maintenance Technician Certification • CLEAN ENERGY -Operation, maintenance, and repair of the Compressed Natural Gas (CNG) Facilities • COOPER BESSEMER -CenGen engine components • EMBARK CONSUL TING -CRISP and SCADA software consulting • ESSCO -Submersible pumps • FISHER CONTROLS/EMERSON -Gas flow regulators • GE INSPECTION • ITT STANDARD -Heat exchangers • SUEZ TREATMENT SOLUTIONS -Bar screen repair parts • TRANE COMPANY -Maintenance for absorption chillers Minutes of Board Meeting Page 7 of9 • TREDENT DATA SYSTEMS -Support for Cisco Smartnet • VACTOR -Industrial cleaning truck rental and repair AYES: NOES: ABSTENTIONS: ABSENT: Beard (Alternate); Blazey (Alternate); Collacott; Deaton; Ferryman; Hawkins; Kim; Krippner; R. Murphy; Nagel; Parker; Peotter; Peterson (Alternate); Puckett (Alternate); Sebourn; F. Smith; T. Smith; Steel; Tinajero; Wagner; Wanke; Warren (Alternate); Withers; and Yarc None None Barnes Director Hawkins departed the meeting at 6:29 p.m. 10. CLEAN HARBOR ENVIRONMENTAL SERVICES (Celia Chandler) Human Resources and Risk Manager Rich Spencer provided a brief description of the item and responded to questions of the bid process, evaluation, and the dollar amount of the contract. Director Peotter stated his appreciation for placing tonight's items, which have not been heard by a Committee, on the Non-Consent calendar for the Board's approval. MOVED, SECONDED, AND DULY CARRIED TO: A. Approve a Service Contract with Clean Harbors Environmental Services, Inc., Specification No. S-2017-841, for the period of September 1, 2017 through June 30, 2018, for a total annual amount not to exceed $192,000, with up to four (4) one-year renewals options; and B. Approve an annual contingency of $19,200 (10%). AYES: NOES: ABSTENTIONS: ABSENT: AB 1234 REPORTS: Beard (Alternate); Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner; R. Murphy; Nagel; Parker; Peotter; Peterson (Alternate); Puckett (Alternate); Sebourn; F. Smith; T. Smith; Steel; Tinajero; Wagner; Wanke; Warren (Alternate); Withers; and Yarc None None Barnes and Hawkins Director Ferryman provided a report on his recent NWRI meeting and Borders Committee and the upcoming meeting of OCCOG. 08/23/2017 Minutes of Board Meeting Page 8 of9 Before adjourning to closed session, Assistant General Counsel Kendra Carney clarified that in Closed Session Item No. 3, the property listed at 18350 Mt. Langley St. Fountain Valley, also includes APN No.156-163-17. CLOSED SESSION: CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTIONS 54956.8 & 54956.9(d)(1): The Board convened in closed session at 6:37 p.m. to discuss two items. (Closed Session Item No. 2 was not heard.) 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. Director Steel left the meeting during discussion of Closed Session Item No. 1 and returned to the meeting at 6:38 p.m. Director Nagel recused himself at 6:38 p.m. and left the meeting during discussion on Closed Session Item No. 3. Director Wanke left the meeting at 6:37 p.m. and returned to the meeting at 6:43 p.m. RECONVENED IN REGULAR SESSION: The Board reconvened in regular session at 7:06 p.m. CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION: Assistant General Counsel Kendra Carney did not provide a report. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: None. ADJOURNMENT: At 7:07 p.m. Chair Sebourn adjourned the meeting until the Regular Meeting of the Board of Directors on September 27, 2017 at 6:00 p.m. 08/23/2017 Minut<!s of Board Meeting Page 9 of 9