Orange County Sanitation District MINUTES BOARD MEETING December 19, 2012 Administration Building 10844 Ellis Avenue Fountain Valley, California 92708-7018 12/19/12 Minutes of Board Meeting Page 1 of 7
ROLL CALL A regular meeting of the Board of Directors of the Orange County Sanitation District was held on December 19, 2012, at 6:30 p.m., in the Administration Building. Following the invocation and Pledge of Allegiance, a quorum was declared present by the Associate Clerk of the Board as follows: 1. Receive and file Minute Excerpts of member agencies relating to appointments to the Orange County Sanitation District Board, as follows: City/Agency Active Director Alternate Director Cypress Prakash Narain Doug Bailey Fountain Valley Steve Nagel Mark McCurdy La Habra Tom Beamish Rose Espinoza La Palma Peter Kim Gerard Goedhart Midway City Sanitary District Tyler Diep Al Krippner ACTIVE DIRECTORS ALTERNATE DIRECTORS X Troy Edgar, Chair Gerri Graham-Mejia X John Anderson, Vice Chair Jim Winder X Tom Beamish Rose Espinoza X Joe Carchio Devin Dwyer A Bill Dalton Kris Beard X Tyler Diep Al Krippner Jon Dumitru X Denis Bilodeau X Gail Eastman Harry Sidhu X James M. Ferryman Bob Ooten X Peter Kim Gerard Goedhart X Jeffrey Lalloway Steven Choi X Michael Levitt Gordon Shanks X Prakash Narain Doug Bailey X Steve Nagel Mark McCurdy X Scott Nelson Constance Underhill X Janet Nguyen Shawn Nelson X John Nielsen Jerry Amante X Gregory Sebourn Pat McKinley X Brad Reese Rick Barnett A Steven Rosansky Nancy Gardner Don Schweitzer X Ron Garcia X David Shawver Carol Warren X Fred Smith Steve Berry A Sal Tinajero David Benavides X John Withers Douglas Reinhart 12/19/12 Minutes of Board Meeting Page 2 of 7
STAFF MEMBERS PRESENT: Jim Ruth, General Manager; Bob Ghirelli, Assistant General Manager; Jim Herberg, Assistant General Manager; Nick Arhontes, Director of Facilities Support Services; Ed Torres, Director of Operations and Maintenance; Lorenzo Tyner, Director of Finance & Administrative Services; Jeff Reed, Director of Human Resources; Maria E. Ayala, Clerk of the Board; Norbert Gaia; Nakeisha Turner; and Paula Zellar. OTHERS PRESENT: Brad Hogin, General Counsel PUBLIC COMMENTS: None. REPORTS: Chair Edgar presented a Certificate of Appreciation to the departing Board Member, Joe Carchio (Huntington Beach) for his years of service to the District. Mr. Ruth, General Manager, briefly reported on the following from his General Manager s Monthly Status Report: the hiring of Carrie Robles as the new Secretary to the General Manager; the MOU signed with a Korean Environmental Corporation; Lease Agreement with City of Irvine; transfer of local sewers; and the 100 billion gallon milestone with GWRS. Jim Herberg announced the hiring of the new Director of Engineering, Nick Kanetis. He is scheduled to begin mid-january. RATIFICATION OF PAYMENT OF CLAIMS: 2. Ratify payment of claims of the District, by roll call vote, as follows: Claims Paid for the Period Ending: 11/15/12 11/30/12 Totals $811,313.17 $8,344,840.50 Directors Nielsen and Sebourn abstained on all items. Directors Bilodeau and Nguyen were not present to vote on this item. CONSENT CALENDAR: Consent Calendar Items are considered to be routine and will be enacted, by the Board of Directors, after one motion, without discussion. Any items withdrawn from the Consent Calendar for separate discussion will be considered in the regular order of business. 3. MOVED, SECONDED, and DULY CARRIED: Approve minutes for the Board Strategic Plan Update Workshop Meeting held on November 28, 2012. 12/19/12 Minutes of Board Meeting Page 3 of 7
4. MOVED, SECONDED, and DULY CARRIED: Deny Claim submitted by Statewide Safety & Signs, Inc., dba Statewide Traffic Safety & Signs and Direct Staff to Transmit a Written Denial of the Claim within 45 days of the date Statewide Safety & Signs submitted its claim. 5. MOVED, SECONDED, and DULY CARRIED: Adopt Resolution No. OCSD 12-15, approving submitall of an application for the CalRecycle Tire-derived Product grants. 6. MOVED, SECONDED, and DULY CARRIED: Execute a no cost Agreement with Southern California Gas Company to allow temporary access to Orange County Sanitation District sewer facilities for private lateral inspection purposes, in a form approved by General Counsel. 7. MOVED, SECONDED, and DULY CARRIED: Approve Amendment No. 1 to the Cost Sharing Agreement for the Development of a Joint Project to Increase Nighttime Flow to GWRS and Redirect Microfiltration Backwash Waste Flows at Orange County Sanitation District, Plant No. 1. 8. MOVED, SECONDED, and DULY CARRIED: Approve a Quitclaim Sewer Transfer Agreement between Orange County Sanitation District and the city of Huntington Beach transferring ownership of 103 linear feet of local sewer in Newland Avenue to the City at no cost to OCSD, in a form approved by General Counsel. 9. MOVED, SECONDED, and DULY CARRIED: Adopt and implement the recommended policy edits to align with the implementation of the California Public Employees Pension Reform Act of 2013. STEERING COMMITTEE: 10. MOVED, SECONDED, and DULY CARRIED: Approve Minutes of the November 28, 2012 Steering Committee Meeting. 11. MOVED, SECONDED, and DULY CARRIED: Revise the recommendation of the approved July 28, 2010 report regarding the Santa Ana River Interceptor Line Loan (SARI) and Repayment Agreement No. D07-042 with the Orange County Flood Control District (OCFCD) to allow for the release of funds OCFCD in three installments as funds are expended. 12. MOVED, SECONDED, and DULY CARRIED: Issue a Remedial Plan to the Santa Ana Watershed Project Authority (SAWPA) to correct significant deficiencies in their pretreatment program. Items 13 and 14 were pulled for discussion individually. 12/19/12 Minutes of Board Meeting Page 4 of 7
Chair Edgar reported on the work and progress conducted in the last months regarding rate analysis by staff. Lorenzo Tyner, Director of Finance and Administrative Services, gave a report on the Prop 218 notices and information on the proposed rate increase. The Board held considerable discussion on Item 13, with staff responding to questions from the Directors. 13. MOVED, SECONDED, and DULY CARRIED: Direct staff to prepare and mail Proposition 218 notifications outlining an eight year Regional and Local sewer service fee schedule reflecting an eight year rate schedule with an increase of 4.8 percent for 2013-14 and an increase of 2.4 percent annually for the next seven years. Director Nguyen opposed. Directors Bilodeau, Diep, and Kim abstained. Director Lalloway departed meeting before Item 13 was voted on. Jeff Reed, Director of Human Resources, reported on the requirements of PEPRA. 14. MOVED, SECONDED, and DULY CARRIED: Adopt Resolution No. OCSD 12-16, Setting Forth Terms and Conditions of Orange County Employees Retirement System (OCERS) Benefits in Compliance with the Requirements of the California Public Employees Pension Reform Act of 2013 (PEPRA). Directors Nguyen, Diem, and Kim abstained. OPERATIONS COMMITTEE: 15. MOVED, SECONDED, and DULY CARRIED: Approve Minutes of December 5, 2012, Operations Committee meeting. 16. MOVED, SECONDED, and DULY CARRIED: Approve a budget increase of $485,000 for Replacement of the Bitter Point Pump Station, Contract No. 5-49, for a total budget amount of $32,095,000. 17. MOVED, SECONDED, and DULY CARRIED: Authorize the General Manager to negotiate a Professional Consultant Services Agreement with Atkins North America, Inc. for construction support services for Dover Drive Trunk Sewer Relief, Contract No. 5-63. 18. A. MOVED, SECONDED, and DULY CARRIED: Approve a Professional Design Services Agreement with RMC Water and Environment to provide engineering design services for District 6 Trunk Sewer Relief, Project No. 6-17, for an amount not to exceed $576,541; and, B. Approve a contingency of $57,654 (10%). 12/19/12 Minutes of Board Meeting Page 5 of 7
19. A. MOVED, SECONDED, and DULY CARRIED: Receive and file Addendum to the Final Effluent Pump Station Annex and Collection System Odor and Corrosion Control Program Supplemental Environmental Impact Report (SEIR) for project modifications to the Collection System Odor and Corrosion Control Program; and, B. Approve an amendment to the existing lease, a two year (24-month) real property lease and subterranean license agreement, with Brea Imperial Inc. and RV Storage Depot Brea to allow mobilization of chemical dosing equipment and injection of chemicals at 1225 West Imperial Highway in Brea for an amount of $2,575 per month for 2013 and an amount of $2,652.25 per month for 2014, in a form approved by General Counsel, with an option to extend for up to two additional years with up to a three percent price escalation per year beginning December 31, 2012 and ending December 31, 2014. 20. A. MOVED, SECONDED, and DULY CARRIED: Authorize the purchase of a new tour bus from Creative Bus Sales, for a total not to exceed $119,991, in accordance with Resolution No. OCSD 07-04, Section 3.08: Cooperative Procurement; and B. Approve a contingency of $12,000 (10%). 21. MOVED, SECONDED, and DULY CARRIED: Ratify Change Order No. 3 to Plant 2 Digester O Liner Repair Project, Specification No. FR-2010-455BD, with J.R. Filanc Construction Company (Filanc) authorizing an addition of $39,873 and 91 days, increasing the total contract amount to $1,142,986 and extending the contract completion to November 30, 2012. 22. A. MOVED, SECONDED, and DULY CARRIED: Approve a contingency increase of $32,200 (17%) to the Professional Design Services Agreement with HH Fremer Architecture Inc. for Operations Center Entrance and Building Repairs, Project No. J-122, for a total contingency of $60,370 (32%); and, B. Approve a budget increase of $164,200 for Operations Center Entrance and Building Repairs, Project No. J-122, for a total budget amount of $2,489,200. 23. A. MOVED, SECONDED, and DULY CARRIED: Award a contract to the lowest responsive and responsible bidder, Danny Letner DBA Letner Roofing Company, for Plant 1 Roof Replacement Job No. FR11-028 and Plant 2 Roof Replacement Job No. FR11-027, for a total amount not to exceed $472,500 and, B. Approve a contingency of $141,750 (30%). 12/19/12 Minutes of Board Meeting Page 6 of 7
24. MOVED, SECONDED, and DULY CARRIED: Approve a contingency increase of $568,296 (1 0%) to the Professional Design Services Agreement with Brown and Caldwell for Sludge Dewatering and Odor Control at Plant No. 2, Project No. P2-92, for a total contingency of $1,136,592 (20%). 25. A. MOVED, SECONDED, and DULY CARRIED: Adopt Resolution No. OCSD 12-17, to Amend Section 4.09 Request for Proposal Procedure of Resolution No. OCSD 07-04 entitled "Establishing Policies And Procedures For: The Award Of Purchase Orders And Contracts; Public Works Project Contracts; Professional Services Contracts; And Delegation Of Authority To Implement Said Policies And Procedures." B. Authorize the General Manager to initiate a request for proposal process and recommend multiple-supplier contract awards for the purchase of ferric chloride (Specification No. C-2013-553BD), for the period of July 1, 2013 through June 30, 2014, with four one-year renewal options. ADMINISTRATION COMMITTEE: 26. MOVED, SECONDED, and DULY CARRIED: Approve minutes for the Administration Committee Meeting held on December 12, 2012. 27. MOVED, SECONDED, and DULY CARRIED: Approve a Professional Services Agreement with Alliant Insurance Services Inc. to serve as the Orange County Sanitation District's operational insurance broker of record in connection with property, liability, workers compensation and other smaller operational insurance coverage programs, Specification No.S-2012-546BD, for a one-year period commencing on January 1, 2013, with the option of the Sanitation District to renew for an additional four one-year periods. CLOSED SESSION None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. ADJOURNMENT: The Chair declared the meeting adjourned at 7:13p.m. until the next regular meeting on January 23, 2013, at 6:30 p.m. 12/19/12 Minutes of Board Meeting Page 7 of 7