Ventura Regional Sanitation District

August 16, 2018 VRSD Special Board Meeting

NOTICE OF MEETING

NOTICE IS HEREBY GIVEN that the Ventura Regional Sanitation District Board of Directors will hold a SPECIAL MEETING on Thursday, August 16, 2018 at 1:00 p.m., at the Ventura Regional Sanitation District office, 1001 Partridge Drive, Ventura, California. The business to be transacted is as follows:

 

AGENDA

The Board Special agenda is posted at least 24 hours preceding the Board meeting, and contains all items on which Board action will be allowed pursuant to Government Code Section 54954.2. Action will be taken on unanticipated items only when an emergency (as defined in Government Code Section 54956.5) exists or as otherwise allowed under Government Code Section 54954.2(b). In compliance with the Americans with Disabilities Act, if you need special accommodation/assistance to participate in a District event, please call the California Relay Service TDD line at (800) 735-2929 or the Clerk of the Board at (805) 658-4642 at least 48 hours prior. Notification prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to participate. Copies of individual reports may be requested from the Clerk of the Board or viewed on the District’s website, at www.vrsd.com.

1. Call Meeting to Order, Roll Call

2. Pledge of Allegiance

3. Agenda Review (General Manager/Board of Directors)
Consider and approve, by majority vote, minor revisions to the Board agenda items or related attachments and any item added to, removed from, or continued from the Board agenda.

4. Public Comment (Items not on the agenda – 5 minute limit) Opportunity for members of the public to briefly address the Board on items NOT on the agenda, In accordance with Government Code Section 54953(a). Persons wishing to comment on agenda items should complete a speaker card and submit it (preferably before the meeting) to the Clerk. The Chairman will then recognize them at the appropriate time. Once recognized, persons should step to the podium, clearly state their name and address for the record, and address the item being considered in as brief, clear, and concise a manner as possible.

REGULAR AGENDA (Item 5 only)

 

5. Approval and Adoption of The Proposed Fiscal Year 2018-2019 Budget; Approval of Three Employee Reclassifications; and Approval of a New Position Classification of Solid Waste Helper

A.             Approve and adopt the Proposed Fiscal Year 2018-19 Budget as the Ventura Regional Sanitation District Fiscal Year 2018-19 Final Budget.

B.             Approve the reclassifications of the following employees:

a.            Employee #1009 from Fiscal Assistant to Human Resources Technician

b.            Employee #1122 from Fiscal Assistant to Senior Fiscal Assistant

c.             Employee #1160 from Engineering Technician to Senior Engineering Technician

C.             Approve the new classification specification of Solid Waste Helper

D.             Amend the Classification Plan to include Five Solid Waste Helper Positions

 

Note: Contracts listed in the Consent Agenda are dependent upon FY 2018-19 Budget approval.

 

CONSENT AGENDA (Items 6 through 35) Matters listed under Consent Agenda are considered to be routine, non-controversial, and are normally approved by one motion without discussion. If discussion is requested by a member of the Board on any Consent Agenda item, or if a member of the public wishes to comment on an item, that item may be removed from the Consent Agenda for separate action.

6. Approval of Minutes: July 19, 2018 Regular Meeting

 

7. Approval of Proposed Contract No. 18-017 with Quality Ag, Inc. for Temporary Staffing Services

Approve, and authorize the Board Chair to sign, proposed Contract
No. 18-017 with Quality Ag, Inc. for temporary staffing services in an amount not to exceed $59,400.

8. Approval of Proposed Contract No. 18-013 with Pirate Staffing, Inc. for Temporary Staffing Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-013 with Pirate Staffing, Inc. for temporary staffing services in an amount not to exceed $375,820.

9. Approval of Proposed Amendment No. 1 to Contract No. 17-035 with AWD Services, Inc. for Landfill Gas Pipe Construction Services To Increase the Total Compensation and to Extend the Term

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 to VRSD Contract No. 17-035 with AWD Services, Inc. and extend the term by one year through June 30, 2019 and to increase the total compensation by $50,000.

10. Approval of Blanket Purchase Orders for Routine Annual Services for Water/Wastewater, Solid Waste, and Internal Service Funds (“ISF”) Divisions

Approve issuance of VRSD Blanket Purchase Orders exceeding $25,000 annually for routine service providers in the Water/Wastewater, Solid Waste, and Internal Service Fund divisions.

11. Approval of Purchase Order with Quinn Company for New Caterpillar Heavy Equipment (D6 Dozer, D9T Dozer, 836 Compactor, 315F Mini Excavator, and 950M Front End Loader) to Be Used at the Toland Road Landfill in an Amount not to Exceed $3,431,528

Approve issuance of VRSD Purchase Order No. 2672 to Quinn Company for new heavy equipment (D6 Dozer, D9T Dozer, 836 Compactor, 315F Mini-Excavator and 950M Front End Loader) in an amount not to exceed $3,431,528.18 for use at the Toland Road Landfill.

12. Approval of Purchase Order with Core-Rosion Products for a New 10,000-Gallon Dual Containment Tank to be Used at the Toland Road Landfill for the New Condensate System

Approve issuance of VRSD Purchase Order No. 2671 to Core-Rosion Products for a 10,000-gallon dual containment tank in an amount not to exceed $45,510.64.

13. Approval of Proposed Amendment No. 1 to VRSD Contract No. 17-013 with FTI Services, Inc. for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 to VRSD Contract No. 17-013 with FTI Services, Inc. for Consulting Services, to extend the term for another year to June 30, 2019 and increase the compensation by $200,000

14. Approval of Proposed Contract No. 18-005 with Greenman and Associates, Inc. for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-005 with Greenman and Associates, Inc. for technical support and consulting services for an amount not to exceed $35,000 through June 30, 2019.

15. Approval of Proposed Amendment No. 2 to Contract No. 17-031 with Linda Moyer for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Amendment No. 2 to Contract No. 17-031 with Linda Moyer for consulting services to extend the term through June 30, 2019 and to increase the total compensation by $25,000.

16. Approval of Proposed Amendment No. 2 to Contract No. 16-019 with Debra West for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Amendment No. 2 to Contract No.16-019 with Debra West to extend the term through June 30, 2019 and to increase the total compensation by $42,550.

17. Approval of Proposed Contract No. 18-014 with Horizon Air Measurement Services, Inc. for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-014 with Horizon Air Measurement Services, Inc. for consulting services with a termination date of June 30, 2020 in an amount not to exceed $55,000.

18. Approval of Proposed Contract No. 18-006 with Trevor Lindsey for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-006 with Trevor Lindsey for consulting services in an amount not to exceed $43,610.

19. Approval of Proposed Amendment No. 1 of Contract No. 17-026 and Proposed Amendment No. 1 to Contract No. 17-027; Both With Instrument Control Services, Inc., for Supervisory Control And Data Acquisition Services and Electrical Services, Respectively, to Increase the Total Compensation and to Extend the Term of Each Contract

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 Contract No. 17-026 with Instrument Control Services, Inc. and proposed Amendment No. 1 to Contract 17-027 with Instrument Control Services, Inc. to extend the terms of each by one year through June 30, 2019 and to increase the total compensation of each by $25,000.

20. Approval of Proposed Amendment No. 1 to Contract No. 17-021 with SCS Engineers for Environmental Monitoring Consulting

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 to Contract No. 17-021 with SCS Engineers to extend the term by one year through June 30, 2019 and to increase the total compensation by $150,000.

21. Approval of Proposed Amendment No. 2 to Contract No. 17-021 with Biogas Engineering, Inc. for Landfill Gas Engineering Consulting Services to Extend the Term and Increase the Total Compensation

Approve, and authorize the Board Chair to sign, proposed Amendment No. 2 to Contract No. 17-020 with Biogas Engineering, Inc. to extend the term by one year through June 30, 2019 and to increase the total compensation by $200,000.

22. Approval of Proposed Amendment No. 1 to Contract No. 17-018 with Third Gen Civil Engineering, Inc. for Stormwater Consulting Services to Extend the Term and Increase the Total Compensation

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 to Contract No. 17-018 with Third Gen Civil Engineering, Inc. to and extend the term by one year through June 30, 2019 and to increase the total compensation by $25,000.

23. Approval of Proposed Amendment No. 1 to Contract No. 17-012 with Reliance Cleaning Service for Janitorial Services to Extend the Term and Increase the Total Compensation

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 to Contract No. 17-012 with Reliance Cleaning Service to extend the term by one year through June 30, 2019 and to increase the total compensation by $15,000 to a total amount not to exceed $35,000.

24. Approval of Proposed Amendment No. 2 to Contract No. 16-026 with A-Mehr, Inc. for Landfill Engineering Services to Extend the Term and to Increase the Total Compensation

Approve, and authorize the Board Chair to sign, proposed Amendment No. 2 to Contract No. 16-026 with A-Mehr, Inc. to extend the term by one year through June 30, 2019 and to increase the total compensation by $250,000.

25. Approval of Proposed Amendment No. 1 Contract No. 16-020 with Unifirst Corporation for Uniform and Related Product Supply Services to Extend the Term and to Increase the Total Compensation

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 to Contract No. 16-020 to increase the total compensation by $15,000 with Unifirst Corporation and extend the term by one year through June 30, 2019.

26. Approval of Proposed Amendment No. 3 to Contract No. 15-030 with Chang Environmental for Consulting Services for Landfill Groundwater Monitoring Program to Extend the Term and Increase the Total Compensation

Approve, and authorize the Board Chair to sign, proposed Amendment No. 3 to Contract
No. 15-030 with Chang Environmental to extend the term by one year through June 30, 2019 and to increase the total compensation by $50,000.

27. Approval of Proposed Contract No. 18-012 with Ventura County Waterworks Districts Nos. 1 and 16 for Water & Wastewater Facility Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-012 with Ventura County Waterworks Districts Nos. 1 and 16 for FY2018-19 for a total compensation in the amount of $225,537.

28. Approval of Proposed Amendment No. 1 to Contract No. 15-021 with the Ojai Valley School for Water & Wastewater Facility Services

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 to Contract No. 15-021 with Ojai Valley School for to extend the term through June 30, 2021 and to increase the total compensation by $66,247 for FY2018-19.

29. Approval of Proposed Amendment No. 2 to Contract No. 14-022 with the Camrosa Water District for Wastewater Facility Services to Extend the Term by One Year and to Increase the Total Compensation

Approve, and authorize the Board Chair to sign, proposed Amendment No. 2 to Contract No. 14-022 with Camrosa Water District to extend the term through June 30, 2019 and to increase the total compensation by $154,775 for FY2018-19.

30. Approval of Proposed Contract No. 18-009 with Tetra Tech, Inc. for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-009 with Tetra Tech, Inc. for consulting services in an amount not to exceed $30,000.

31. Approval of Proposed Contract No. 18-008 with Weck Laboratories, Inc. for Laboratory Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-008 with Weck Laboratories, Inc. for laboratory services in an amount not to exceed $130,000.

32. Approval of Proposed Contract No. 18-007 with Hopkins Groundwater, Inc. for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-007 with Hopkins Groundwater, Inc. in an amount not to exceed $118,519.

33. Approval of Proposed Amendment No. 1 to Contract No. 17-016 with Pat-Chem Analytical Laboratories for Laboratory Services

Approve, and authorize the Board Chair to sign, proposed Amendment No. 1 to Contract No. 17-016 with Pat-Chem Laboratories to extend the term through June 30, 2019 and to increase the total compensation in an amount not to exceed $20,000.

34. Approval of Proposed Contract No. 18-004 with the PRD Group, Inc. for Consulting Services

Approve, and authorize the Board Chair to sign, proposed Contract No. 18-004 with The PRD Group, Inc. for consulting services beginning in FY2018-19 in the amount of $200,000.

INFORMATION ITEMS (Items 35 through 38)

 

It is recommended that the Board receive and file the following:

35. Revenue and Expense Report (none)
 
36. Disbursement Report: July 2018
37. Investment Report: June 2018
38. Future Meetings, Seminars and Conferences

s   Sept. 3, 2018, 8:30 a.m. – P&F Committee Meeting (VRSD Board Room)

s   Sept. 6, 2018, 8:30 a.m. – Regular Board Meeting (VRSD Board Room)

s   Sept. 12-14, 2018 – League of California Cities Annual Conference, Long Beach

s   Sept. 20, 2018, 8:30 a.m. – Regular Board Meeting (VRSD Board Room)

s   Sept. 24-27, 2018. – CSDA Annual Conference, Indian Wells

ORAL REPORTS (Items 39 through 42)

 

It is recommended that the Board receive and file the following:

 

39. Regulatory Compliance Report

¨         Report on recent odor complaints filed to Ventura County Air Pollution Control District (APCD) at the Toland Road Landfill.

¨         Report on CalOSHA regulations and fire suppression.

40. Committee Reports
¨         Ad Hoc VRSD/TSD Committee

¨         P&F Committee

 

 

41. Board Member Comments

Opportunity for Board members to briefly comment on matters they deem appropriate to the business of VRSD. A Board member may ask a question of staff for clarification, make a brief announcement, or make a brief report on his or her own activities related to the VRSD.   A Board member may also provide a reference to staff or other resources for factual information, or request staff to report back to the Board at a subsequent meeting concerning a matter related to the VRSD business. The Board may also direct staff to place a matter of business on a future VRSD Board agenda.

42. General Manager Comments

Brief announcements and report on General Manager and VRSD workforce activities.

 

ADJOURNMENT: Adjourn to the next Regular Meeting to be held September 6, 2018, 8:30 a.m. at the Ventura Regional Sanitation District office.