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HomeMy WebLinkAbout10-24-2018 Board Meeting Minutes10/24/2018 Orange County Sanitation District MINUTES BOARD MEETING October 24, 2018 Administration Building 10844 Ellis Avenue Fountain Valley, California 92708-7018 Minutes of Board Meeting Page 1 of 10 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 October 24, 2018, at 6:01 p.m., in the Administration Building. Director Collacott 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 x Denise Barnes Lucille Kring x Allan Bernstein Chuck Puckett x Robert Collacott Robbie Pitts x Ellery Deaton Sandra Massa-Lavitt x James M. Ferryman Bob Ooten A Phil Hawkins Brooke Jones Steven Jones x Kris Beard x Peter Kim Marshall Goodman Charlie Nguyen x Al Krippner x Richard Murphy Warren Kusumoto x Steve Nagel Cheryl Brothers x Glenn Parker Cecilia Hupp x Scott Peotter Brad Avery x Erik Peterson Mike Posey Tim Shaw x Micflael Blazey -- x David Shawver Carol Warren x Fred Smith Virginia Vaughn x Teresa Smith Mark Murphy A Michelle Steel Shawn Nelson A Sal Tinajero David Benavides A Donald Wagner Lynn Schott x Chad Wanke Ward Smith x John Withers Douglas Reinhart A Mariellen Yarc Stacy Berry STAFF MEMBERS PRESENT: Jim Herberg, General Manager; Rob Thompson, Assistant General Manager; Lorenzo Tyner, Assistant General Manager; Celia Chandler, Director of Human Resources; Jim Colston, Director of Environmental Services; Ed Torres, Director of Operations & Maintenance; Kelly Lore, Clerk of the Board; Emilio Ariston; Jennifer Cabral; Megan Carlson; Ron Coss; Mike Dorman; Dean Fisher; Alfredo Garcia; Jed Gonzales; Eric Hsieh; Mark Manzo; Laura Maravilla; Gerry Matthews; Kathy Millea; Jeff Mohr; Adam Nazaroff; Kelly Newell; and Ddaze Phuong. 10/24/2018 Minutes of Board Meeting Page 2of10 OTHERS PRESENT: Brad Hagin (General Counsel); Alternate Director Bob Ooten (CMSD); and Paul Houghten, AW Chesterton. PUBLIC COMMENTS: None. SPECIAL PRESENTATIONS: Safety and Health Supervisor Rod Collins introduced the winners of the Safety Poster Contest: Aipan Tai (sponsored by Jed Gonzales, Plant No. 1 Maintenance); Eshan Jagdish (sponsored by Jed Gonzales, Plant No. 1 Maintenance); Shannon Shay (daughter of Eric Hsieh, Information Technology); and Leslie Renteria Gonzalez (niece of Emilio Ariston, Plant No. 1 Operations) who each received a gift card. The illustrations of the winners and entrants were published in the "What Safety Means to Me" 2019 Calendar, which was distributed to the Board Members. REPORTS: Chair Sebourn reported on the recent 5th Annual State of the District noting that approximately 120 guests attended the successful event. A copy of the District's Annual Report was distributed at the event, was made available to the Board Members who were unable to attend, and was also made available to the public. Chair Sebourn stated that the Audit Ad Hoc Committee and the Headquarters Complex Ad Hoc Committee had both met this past month. He reported that each committee will be bringing an update to their committee of jurisdiction which will be reported out at the next Board Meeting. General Manager Jim Herberg stated that the Clerk of the Board had provided late communication in the form of an anonymous letter that was addressed to the Board of Directors regarding OCSD's rebate program. Mr. Herberg provided a memorandum in response to the letter with additional information and background. He stated that, in short, OCSD's sewer user fee for commercial properties is based on several components, one being the average flow based on that type of business. Mr. Herberg provided information, both in reference to the previous and new ordinance, and briefly explained the inclusion of a lock in rate for three years, which took effect in July of this year. Mr. Herberg stated that customers can, and often do, apply for these rebates on their own and that third-party companies also offer to submit rebate claims on behalf of the property owners. He stated that OCSD is not affiliated in any way with these third-party companies. Mr. Herberg mentioned that OCSD and OCWD had recently received two awards: 1) The 2018 Award of Excellence from the Orange County Chapter of the Public Relations Society of America for the agencies' "GWRS Bottled Water Campaign"; and 2) The Excellence Award from the Municipal Information Systems Association of California. 10/24/2018 Minutes of Board Meeting Page 3of10 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 September 26, 2018. AYES: Barnes; Beard (Alternate); Bernstein; Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers NOES: None ABSTENTIONS: Blazey (Alternate) and Peotter ABSENT: Hawkins; Steel; Tinajero; Wagner; and Yarc 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. Steering Committee Meeting of August 22, 2018 B. Operations Committee Meeting of September 5, 2018 C. Legislative and Public Affairs Meeting of September 10, 2018 D. Administration Committee Meeting of September 12, 2018 3. REPORT OF THE INVESTMENT TRANSACTIONS FOR THE MONTH OF SEPTEMBER 2018 (Lorenzo Tyner) Received and filed the report of the Investment Transactions for the month of September 2018. OPERATIONS COMMITTEE: 4. SAFETY IMPROVEMENTS PROGRAM, PROJECT NO. J-126 (Rob Thompson) MOVED. SECONDED. AND DULY CARRIED TO: A. Receive and file Bid Tabulation and Recommendation for Olsson Construction, Inc. for Safety Improvements Program: Stairs, Hatches, and Walkway Hazard Modifications at Plants 1 and 2, and Ladder and Fall Hazard Modifications, Contract No. J-126JK; B. Award a Construction Contract to Olsson Construction, Inc. for the Safety Improvements Program: Stairs, Hatches, and Walkway Hazard Modifications at Plants 1 and 2, and Ladder and Fall Hazard Modifications, for a total amount not to exceed $3,637,601; and C. Approve a contingency of $363,760 (10%). 10/24/2018 Minutes of Board Meeting Page 4of10 AYES: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers NOES: None ABSTENTIONS: None ABSENT: Hawkins; Steel; Tinajero; Wagner; and Yarc 5. SEWER AND EASEMENT RELOCATION WITH THE ORANGE COUNTY TRANSPORTATION AUTHORITY (Rob Thompson) MOVED. SECONDED. AND DULY CARRIED TO: A. Approve easement quitclaims with the Orange County Transportation Authority for abandoned sewer easements; and B. Approve and enter into a Consent to Common Use Agreement with the State of California, in a form approved by General Counsel. AYES: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers NOES: None ABSTENTIONS: None ABSENT: Hawkins; Steel; Tinajero; Wagner; and Yarc 6. ON-CALL MAINTENANCE AND REPAIR SERVICES MASTER CONTRACTS - SPECIFICATION NO. S-2018-942BD (Ed Torres) MOVED. SECONDED. AND DULY CARRIED TO: A. Approve Master Services Contracts to provide on-call maintenance & repair services, Specification No. S-2018-942BD, for a one-year period effective December 1, 2018 through November 30, 2019; and approve two (2) one- year renewal options, in accordance with Ordinance OCSD-52, Section 2.03 (F), with the following seven qualified firms, for bids less than $300,000: 1. Jamison Engineering Contractors, Inc. 2. Charles King Company 3. AECOM Energy & Construction, Inc. 4. W.A. Rasic Construction Company, Inc. 5. J.R. Filanc Construction Company 6. O'Connell Engineering & Construction Inc. 7. Innovative Engineering and Maintenance B. Authorize the General Manager to add or delete firms as necessary to maintain a qualified base of up to seven firms in accordance to Request for Qualifications Specification No. S-2018-942BD. 10/24/2018 Minutes of Board Meeting Page 5 of 10 AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc 7. SOLE SOURCE PURCHASE OF TWO (2) TEFC MOTOR CLOSE COUPLED PUMPS FOR STEVE ANDERSON LIFT STATION (Ed Torres) MOVED. SECONDED. AND DULY CARRIED TO: A. Approve a Sole Source Purchase Order Contract to Flo-Systems, Inc. for the purchase of two (2) Totally Enclosed Fan Cooled (TEFC) Motor Close Coupled Pumps from Hidrostal for the Steve Anderson Lift Station for $369,960, delivered, plus applicable sales tax; and B. Approve a contingency to Flo-Systems, Inc. for $11,099 (3%). AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc 8. TOSHIBA 12KV CIRCUIT BREAKER PURCHASE, SPECIFICATION NUMBER E-2018-963BD (Ed Torres) MOVED. SECONDED. AND DULY CARRIED TO: A. Award a purchase order to Superior Electric Motor Services for the replacement of ten (10) Toshiba HVK 12Kv circuit breakers, Specification No. E-2018-963BD, for the Plant No. 1 Central Generation Facility for a total amount not to exceed $194,880; and B. Approve a contingency of $9,744 (5%) AYES: NOES: ABSTENTIONS: ABSENT: 10/24/2018 Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc Minutes of Board Meeting Page 6of10 9. OUT OF SERVICE AREA SEWER SERVICE AGREEMENT AMENDMENT WITH IRVINE RANCH WATER DISTRICT FOR THE EL MORRO ELEMENTARY SCHOOL AND MORO CAMPGROUND (Rob Thompson) MOVED. SECONDED. AND DULY CARRIED TO: Approve the Amended and Restated Out of Service Area Sewer Service Agreement for the El Morro Elementary School and Moro Campground, between the Irvine Ranch Water District and the Orange County Sanitation District, in a form approved by General Counsel. AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc 10. RETURN ACTIVATED SLUDGE PIPING REPLACEMENT AT ACTIVATED SLUDGE PLANT No. 1, PROJECT NO. P1-129 (Rob Thompson) MOVED. SECONDED. AND DULY CARRIED TO: Approve a budget increase of $1, 100,000 for Return Activated Sludge Piping Replacement at Activated Sludge Plant No. 1, Project No. P1-129, for a total budget amount of $9,000,000. AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc 11. HEADQUARTERS COMPLEX, SITE AND SECURITY, AND ENTRANCE REALIGNMENT PROGRAM, PROJECT NO. P1-128 (Rob Thompson) MOVED. SECONDED. AND DULY CARRIED TO: Designate the currently-owned properties at 18475 Pacific Street, 18484 Bandilier Circle, 18429 Pacific Street, 18368-18375 Bandilier Circle, and 18410-18436 Bandilier Circle as the preferred alternative for the Headquarters Building, with a pedestrian bridge to Plant No. 1. AYES: NOES: ABSTENTIONS: ABSENT: 10/24/2018 Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc Minutes of Board Meeting Page 7of10 ADMINISTRATION COMMITTEE: 12. PHYSICAL AND BIOGEOCHEMICAL MODELING SUPPORT PROJECT (James Colston) MOVED. SECONDED. AND DULY CARRIED TO: Approve a Service Agreement to the Southern California Coastal Water Research Project (SCCWRP) to provide physical and biogeochemical modeling of the Orange County Sanitation District's ocean discharge for the period of October 1, 2018 to September 30, 2021, for a total amount not to exceed $248,000, in a form approved by General Counsel. AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc 13. RENEWAL OF ESRI GIS ENTERPRISE LICENSE AGREEMENT SUBSCRIPTION AND SUPPORT (Lorenzo Tyner) MOVED. SECONDED. AND DULY CARRIED TO: A. Approve the renewal of the ESRI GIS Enterprise License Agreement for a three-year period commencing December 31, 2018 through December 30, 2021 for a total amount not to exceed $317,000; and B. Approve a contingency of $15,850 (5%). AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc 14. 2018 BENEFITS PROGRAM-ONE-TIME FUND REALLOCATION (Celia Chandler) MOVED. SECONDED. AND DULY CARRIED TO: Approve a one-time reallocation from the 2018 operating budget in the amount of $1,360,000 to be transferred to group health insurance benefits, resulting in a change in the total cost from $11, 135,903 to $12,495,903. The reallocation would not result in an increase to the overall 2018 budget. 10/24/2018 Minutes of Board Meeting Page 8of10 AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc 15. RIGHT OF WAY AND PROPERTY MANAGEMENT SERVICES (Lorenzo Tyner) MOVED. SECONDED. AND DULY CARRIED TO: A. Approve Amendment No. 1 to the Professional Consultant Services Agreement with Paragon Partners Ltd. for Right of Way and Property Management Services, for a total amount not to exceed $205,000; B. Approve the amended, not to exceed amount of $205,000 to be carried into the existing Agreement's two (2) six-month renewal options; and C. Approve a total contingency of $20,500 (10%). AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Beard (Alternate); Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc LEGISLATIVE & PUBLIC AFFAIRS COMMITTEE: None. STEERING COMMITTEE (Information Only): 16. STRATEGIC PLAN UPDATE (Rob Thompson) Board Chair Sebourn provided an update from the Steering Committee presentation. NON-CONSENT: None. AB 1234 DISCLOSURE REPORTS: Director Ferryman GWRS Steering Committee Borders Committee Meeting (Otay, Mesa) 10/24/2018 Minutes of Board Meeting 10/08/18 10/25/18 Page 9of10 CLOSED SESSION: CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(d)(2): The Board convened in closed session at 6:13 p.m. to discuss one item. Confidential minutes of the Closed Session have been prepared in accordance with the above Government Code Section 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 6: 18 p.m. CONSIDERATION OF ACTION. IF ANY. ON MATTERS CONSIDERED IN CLOSED SESSION: General Counsel Brad Hagin stated the Board of Directors had unanimously voted to deny the claim of Big Canyon Country Club by the following vote: AYES: NOES: ABSTENTIONS: ABSENT: Barnes; Bernstein; Blazey (Alternate); Collacott; Deaton; Ferryman; Beard (Alternate); Kim; Krippner (Alternate); R. Murphy; Nagel; Parker; Peotter; Peterson; Sebourn; Shawver; F. Smith; T. Smith; Wanke; and Withers None None Hawkins; Steel; Tinajero; Wagner; and Yarc OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS. IFANY: None. ADJOURNMENT: At 6: 19 p.m., Chair Sebourn adjourned the meeting until the Regular Meeting of the Board of Directors to be held on November 28, 2018 at 6:00 p.m. 10!24/20113 Minutes of Board Meeting Page 10 of10