OJAI VALLEY SANITARY DISTRICT A Public Agency

Transcription

1 OJAI VALLEY SANITARY DISTRICT A Public Agency 1072 Tico Road, Ojai, California (805) FAX (805) MINUTES OF REGULAR MEETING OF BOARD OF DIRECTORS OJAI VALLEY SANITARY DISTRICT The Regular Meeting of the Ojai Valley Sanitary District Board of Directors was held at the District Office, 1072 Tico Road on. The meeting was called to order by Chairman Stone at 6:00 p.m. and roll call taken as follows: DIRECTORS PRESENT: DIRECTORS ABSENT: STAFF PRESENT: OTHERS PRESENT: Russ Baggerly William M. Stone Peter M. Kaiser William Ulrich John R. (Jack) Curtis John R. (Randy) Burg Stan Greene Jeff Palmer, General Manager Brenda Krout, Clerk of the Board Ronald E. Sheets, Operations Superintendent Jan Steenberg, Information Technology Officer Robert N. Kwong, District Legal Counsel 3. Pledge of Allegiance Chairman Stone led the pledge of allegiance. 4. Additions or amendments to the Agenda 5. Public Concerns (items not on the agenda - three minute limit). This is an opportunity for members of the public to speak on items not on the agenda. PUBLIC HEARINGS: 7

2 Page 2 CONSENT ITEMS: - All consent items are considered in a single motion and voted on without discussion. Any item removed from the consent list at the request of a Board member or the public will be considered immediately following approval of the remaining consent items. Upon motion of Director Kaiser, seconded by Director Curtis and passed by unanimous roll call vote Item Nos. 6-8 on the consent calendar were approved as submitted. 6. Approval of Minutes Regular Meeting June 26, 2017 (a recording of each meeting is retained at the District Office for a minimum of 4 years) 7. Deferred Payment of Capacity Charges Agreements a. Approve the Agreements Affecting Real Property as listed below: Coates Family Trust Glorious Grays Trust b. Authorize the Chairman to sign the approved Agreements; and c. Direct staff to record the Agreements with the County of Ventura Recorder's Office. 8. Review of Disbursements/Checks For The Period of June 9, 2017 to July 14, 2017 Review, receive and file the disbursements/checks as presented. CHAIRMAN STONE ANNOUNCED A CHANGE IN THE ORDER OF THE AGENDA ITEMS; INFORMATION ITEM NO. 16 WAS ADDRESSED PRIOR TO ITEM NO Quarterly Investment Report Jack & Heidi Oehmke, from Morgan Stanley, were in attendance to discuss the quarterly investment report. Mr. Palmer reviewed the District's investment returns over the past quarter. Mr. Palmer explained that nothing has changed in the investment market over the past quarter, returns continue to be low. Mr. Palmer reported that at the recent meeting of the Finance Committee it was unanimously agreed that no changes to the District's investment approach are necessary at this time. Director Greene arrived at this point in the meeting. \\OVSD-ARCHIVE\My Documents\Board Mtgs\2017\ Winut.docx 6-2 g

3 Page 3 Mr. Oehmke addressed the Board reporting that the average coupon yield in the District's portfolio is 1.1 percent, compared to a 0.55 percent return rate with LAIF. Mr. Oehmke and Mr. Palmer responded to questions from the Board. The Board thanked Mr. Oehmke for his report. Jack & Heidi Oehmke left the meeting at this time, 6:05 p.m. ITEMS: 9. Contract Nos Sewer Main Spot Repair Project Mr. Palmer reviewed the scope of this project and responded to questions from the Board. Upon motion of Director Baggerly, seconded by Director Curtis and passed by unanimous roll call vote the 2017 Sewer Main Spot Repair Project was found to be Categorically Exempt in accordance with CEQA Section 15301(b) and the District's Administrative Supplement To The State CEQA Guidelines; and staff was directed to file a Notice of Exemption in accordance with CEQA Section 15062; and Contract No , Between Ojai Valley Sanitary District and Elite General Engineering, Inc. for the construction of the 2017 Sewer Main Spot Repair Project for a total not to exceed $41, was approved and the Chairman was authorized to sign the contract; and Budget Adjustment No transferring $41,636 from the Collection System Replacement Reserve fund to the Major Expenditures-C/S account to cover the cost of this Project was adopted. 10. Contract Nos & Sewer Lateral Connection Insert Project Mr. Palmer reviewed the scope of this project explaining the importance of repairing the lower lateral to eliminate inflow & infiltration and responded to questions from the Board. Upon motion of Director Baggerly, seconded by Director Kaiser and passed by unanimous roll call vote the 2017 Sewer Lateral Connection Insert Project was found to be Categorically Exempt in accordance with CEQA Section 15301(b) and the District's Administrative Supplement To The State CEQA Guidelines; and staff was directed to file a Notice of Exemption in accordance with CEQA Section 15062; and Contract No , Between Ojai Valley Sanitary District and Robotic Sewer Solution, Ins. for the construction of the 2017 Sewer Lateral Connection Insert Project, for a total not to exceed $185,210 was approved and the Chairman was authorized to sign the contract; and Contract No with Phoenix Civil Engineering for the construction management services for the 2017 Sewer Lateral Connection Insert Project in an amount not to exceed $11,567 was approved and the Chairman was authorized to sign the contract; and Hamner, Jewell & Associates' proposal to coordinate acquiring the nec- \\OVSD-ARCHIVE\My Documents\Board Mtgs\2017\ \Minl.docx

4 Page 4 essary Right-of-Entry Agreements for this project for an amount not to exceed $30,000 was approved and accepted; and Budget Adjustment No transferring $226,777 (which includes Contract Nos & and $30,000 for Hamner, Jewell & Associates' work) from the Collection System Replacement Reserve fund to the Major Expenditures-C/S account to cover the cost of this Project was adopted. 11. Contract Nos & Manhole Rehabilitation Project Mr. Palmer reviewed the scope of this contract and responded to questions from the Board. Upon motion of Director Baggerly, seconded by Director Burg and passed by unanimous roll call vote the 2017 Manhole Rehabilitation Project was found to be Categorically Exempt in accordance with CEQA Section 15301(b) and the District's Administrative Supplement To The State CEQA Guidelines; and staff was directed to file a Notice of Exemption in accordance with CEQA Section 15062; and Contract No , Between Ojai Valley Sanitary District and Sancon Engineering, Inc. for the construction of the 2017 Manhole Rehabilitation Project for a total not to exceed $306,730 was approved and the Chairman was authorized to sign the contract; and Contract No with Phoenix Civil Engineering for the construction management services for the 2017 Manhole Rehabilitation Project in an amount not to exceed $24,907 was approved and the Chairman was authorized to sign the contract; and Budget Adjustment No transferring $331,637 from the Collection System Replacement Reserve fund to the Major Expenditures-C/S account to cover the cost of this Project was adopted. 12. One-Ton Maintenance Truck Replacement Budget Adjustment No Mr. Palmer reviewed the need to replace the existing 20 year old crane truck and responded to questions from the Board. Upon motion of Director Baggerly, seconded by Director Curtis and passed by unanimous roll call vote the July 28, 2017 quote from Velocity Truck Center in Oxnard to purchase a 2018 Freightliner diesel truck with a knuckle boom crane, hooklift hoist and 3 removable bodies in an amount not to exceed $257,372, including tax and delivery was approved and the General Manager was authorized to sign acceptance of the proposal; and Budget Adjustment No transferring $78,285 from the Vehicle Replacement Reserve and $179,087 from the Equipment Replacement Reserve into the Major Expenditures-C/S account was adopted. 13. Chemical Room Piping Support Stands Replacement Budget Adjustment No Mr. Palmer explained the need to replace the piping support stands in the chemical room at the treatment plant. \\OVSD-ARCHIVE\My Documents\Board Mtgs\2017\ \Minut7d i())cx

5 Page 5 Upon motion of Director Kaiser, seconded by Director Burg and passed by unanimous roll call vote VP Industries proposal to provide the labor to remove and replace the chemical pumps piping support stands for an amount not to exceed $7,700 was approved and the General Manager was authorized to accept the proposal; and staff was authorized to purchase the identified stainless steel pipe support materials for an amount not to exceed $5,494; and Budget Adjustment No transferring $13,194 from the Treatment Plant Replacement Reserve to provide funding for the materials and replacement of the chemical pumps piping support stands was adopted. Director Baggerly requested reconsideration of the General Manager's spending authority be brought before the Board for review at a future meeting. 14. Sludge Hopper Slide Gates Replacement Budget Adjustment No Mr. Palmer explained the need to replace the slide gates on the sludge hopper at the treatment plant. Upon motion of Director Kaiser, seconded by Director Baggerly and passed by unanimous roll call vote VP Industries proposal to remove and replace the sludge hopper slide gates for an amount not to exceed $4,782 was approved and the General Manager was authorized to accept the proposal; and staff was authorized to purchase the identified stainless steel gate material, seals, gate guides, and associated installation materials for the price of $15,173; and Budget Adjustment No transferring $19,955 from the Treatment Plant Replacement Reserve to provide funding for the replacement of the sludge hopper slide gates was adopted. INFORMATION ITEMS FOR RECEIPT & FILE 15. Monthly Financial Reports The report was received and filed. Mr. Palmer reported that there are some new general accounting rules affecting the annual audit process this year. Applying these new rules will delay the completion of the final audit to sometime around December. Mr. Palmer noted that the final audit is normally presented to the Board in October; this year the auditor will be presenting a draft audit (approximately 90 percent completion) in October to maintain this schedule and then the final audit will be presented at a later date. 16. Quarterly Investment Report Addressed earlier on the agenda. \\OVSD-ARCHIVEMy Documents\Board Mtgs\2017\ \Mini.docx le

6 Page Staff Reports - Operations, Administration and Management of the District Received and filed. 18. Committee Reports The following reports were received and filed: Executive Committee Meeting June 30, 2017 CEQA Review/Environmental Committee July 12, 2017 Finance Committee July 14, Director Reports On Meetings, Seminars, or Conferences Attended 20. Items of Interest/Correspondence/Articles Received and filed. 21. Board Member & General Manager Comment a. Board Member Comments Director Ulrich requested the following items be placed on a future Board agenda, preferably the next regular meeting of the Board: Review of the legal services agreement between the District and Arnold, LaRochelle, Mathews, VanConas & Zirbel (A to Z) law firm. Establishment of a regular schedule for a Board review of the A to Z invoices so the Board can be apprised of the specific activities of the legal counsel for which the District is being billed. Clarification of District Legal Counsel's (Robert N. Kwong) response to Mr. Keller's and Mr. Crane's concerns about the applicability of SB 1069 to the District which took place on Item No. 13 of the June 26, 2017 District Board agenda. Reconsideration of the Board's ratification of the General Manager's June 9, 2017 letter to the City of Ojai and other communications regarding Accessory Dwelling Units and Sewer System Connection Fees and Charges. Following Board, General Manager and Legal Counsel discussion of Director Ulrich's requests, it was agreed that the audio of Item No. 13 of the June 26, 2017 meeting will be transcribed by a court reporter, reviewed by the General Manager and Legal Counsel and then provided to the Board and any interested members of the public. \\OVSD-ARCHIVE\My Documents\Board Mtgs\2017\ \Miny2docx

7 Page 7 b. General Manager Comments 22. Acrournment Mr. Palmer updated the Board on various issues including the following: The plant is experiencing an outbreak of water bugs; these bugs are causing problems with turbidity and bacteria sampling; staff is working on resolving this. Plant is getting a lot of plastics, many wrappers from the hotel soaps; will be talking to hotel management about this. Staff has begun operating the compost bagging equipment; a sample of the bagged compost was displayed. Manhole in the Norway housing tract has structural problems and will be scheduled for replacement in the near future. The cost of lining the sewer main lines has gone up so in the future we will be using pipe bursting more often Showed a video of the Kunkle Creek area created by the consultant identifying the problems in that area created by surface flow; there are many environmental issues involved in a project to protect the sewer line in this area. Chairman Stone adjourned the meeting at 7:30 p.m. o n R. Curtis, Secretary APPROVED: 71-"r William M. Stone, Chairman \\OVSD-ARCHIVE\My Documents\Board Mtgs\2017\ \Minzlocx