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Home My WebLink About11-14-2007 Administration Committee MinutesT~~~~~~~~~9~~~~~~D MINUTES OF THE REGULAR MEETING o~RANGecouNrvsANrrAr/oNorsrRrcr THE ADMINISTRATION COMMITTEE NOV 28 2007 Orange County Sanitation District /) Wednesday, November 14, 2007, at 5:00 P.M. BY: ... --+f::;.""'. ~z""'· -=· ====='"=""'""'"' A meeting of the Administration Committee of the Orange County Sanitation District was held on November 14, 2007, at 5:00p.m., in the Sanitation District's Administrative Office. (2) Following the Pledge of Allegiance, a quorum was declared present, as follows: ADMINISTRATION COMMITTEE MEMBERS : DIRECTORS PRESENT: Mark Waldman, Chair Phil Luebben, Vice Chair Steven Choi Catherine Driscoll (Ait) Jon Dumitru Rich Freschi Darryl Miller Joy Neugebauer Chris Norby Sal Tinajero Jim Winder Jim Ferryman, Board Chair Doug Davert, Board Vice Chair DIRECTORS ABSENT: Bill Dalton STAFF PRESENT: Jim Ruth, General Manager Bob Ghirelli, Assistant General Manager Lorenzo Tyner, Director of Finance and Administrative Services Mike White, Controller Jeff Reed, Human Resources & Employee Relations Manager Lilia Kovac, Committee Secretary Bob Bell Rich Castillon Norbert Gaia Bob Geggie Paul Loehr Juanita Skillman Simon Watson OTHERS PRESENT: Brad Hagin, General Counsel Ed Soong Public Resources Advisory Group Jennifer Christian Mayer Hoffman McCann and Stephen Parker, Mayer Hoffman McCann Toby Weissert, Carollo Engineers (3) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (4) PUBLIC COMMENTS There were no public comments. (5) REPORT OF THE COMMITTEE CHAIR Chair Waldman did not give a report. (6) REPORT OF THE GENERAL MANAGER General Manager, Jim Ruth, did not give a report. Minutes of the Administration Committee November 14, 2007 Page 2 (7) REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES Lorenzo Tyner, Director of Finance and Administrative Services, did not give a report. (8) REPORT OF GENERAL COUNSEL Brad Hogin, General Counsel, briefly reported the agreement with the Orange County Water District regarding the GWRS will be reviewed in detail and revised, if necessary, prior to operating at full capacity. Mr. Hogin also informed the Committee members that agreements with SAWPA re SARI Line will also be reviewed and updated, if necessary. (9) CONSENT CALENDAR ITEMS Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. MOVED, SECONDED AND DULY CARRIED: Approve minutes of the October 10,2007 meeting of the Administration Committee. b. Director Driscoll abstained. ADM07-52 MOVED, SECONDED AND DULY CARRIED: Recommend to the Board of Directors to 1) Approve Change Order No. 2 to Purchase Order No. 55952-0S, a sole-source agreement, issued to Louis Allen Worldwide for management and leadership training services, adding four one-year renewal periods effective January 1, 2008 through December 31, 2008, authorizing $28,800 for this period, and $24,000 for all subsequent renewal periods, for a total amount not to exceed $253,815; and, 2) Approve a 5% per year cost escalation . END OF CONSENT CALENDAR (1 0) ACTION ITEMS a. ADM07-53 MOVED, SECONDED AND DULY CARRIED: Recommend to the Board of Directors to receive and file: 1) Comprehensive Annual Financial Report for the year ended June 30, 2007, prepared by staff and audited by Mayer Hoffman McCann, Certified Public Accountants; 2) Report on Compliance and Internal Control for the year ended June 30, 2007;and 3) Independent Accountants' Report on Agreed-Upon Procedures Applied to Appropriations Limit Worksheets. Minutes of the Administration Committee November 14, 2007 Page 3 b. ADM07-54 c. ADM07-55 d. ADM07-56 e. ADM07-57 Director Miller indicated his concern of seeing only one option to issue the certificates of participation proposed with a fixed rate, but no informa t ion for issuance with a variable rate and its applicable inferences. A workshop was proposed to be held to review debt policies . A substitute motion was made to bring this item back to the Administration Committee with further information; however, due to critical timing of the budgeting process, this would cause a delay of three months for COP issuance. It was then proposed that the following item be sent to the Board of Directors for consideration along with the requested additional information, with no recommendation from the committee: 1) Adopt Resolution No . OCSD -_, a Resolution of the Board of Directors of the Orange County Sanitation District Authorizing the Execution and Delivery by the District of an Installment Purchase Agreement, a Trust Agreement, and a Continuing Disclosure Agreement in connection with the execution and delivery of Orange County Sanitation District Certificates of Participation, Series 2007B, Authorizing the Execution and Delivery of such Certificates Evidencing Principal in an Aggregate Amount of Not to Exceed $300,000,000, Authorizing the Distribution of an Official Notice Inviting Bids and an Official Statement in Connection with the Offering and Sale of such Certificates and Authorizing the Execution of Necessary Documents and Related Actions; and, 2) The Orange County Sanitation District Financing Corporation approves the documents supporting and authorizing the Certificates of Participation, Series 2007B in an amount not to exceed $300 million. MOVED, SECONDED AND DULY CARRIED: Recommend to the Board of Directors to: 1) Approve a sole source purchase order to IBM Corporation for the purchase of IBM Maximo Enterprise Asset Management software for replacement of the Computerized Maintenance Management System, for a total amount of $592,932; and, 2) Approve a 5% contingency ($29,647). MOVED, SECONDED AND DULY CARRIED: Recommend to the Board of Directors to: 1) Authorize a renewal to the Master Contract with Xerox, Inc., for an additional five-year period, December 1, 2007 through November 30, 2012, for a total amount not to exceed $233,000 per year, and color copies at $.09 per impression; and, 2) Authorize a maximum 10% contingency ($23,300) per year. MOVED, SECONDED AND DULY CARRIED: Approve a sole source Consultant Services Agreement with Carollo Engineers to complete a sewer rate study in an amount not to exceed $156 ,508. Minutes of the Administration Committee November 14, 2007 Page 4 f. ADM07-58 MOVED, SECONDED AND DULY CARRIED: Recommend to the Board of Directors to approve an extension of the Additional Retiree Benefit Account agreement with Orange County Employees Retirement System, extending the contract for a period of up to 90 days. (11) INFORMATIONAL ITEMS a. ADM07-59 Labor Relations Program Update Jeff Reed, Manager of Human Resources and Employee Relations, and Paul Loehr, Employee Relations Supervisor, briefly updated the committee members on the progress in implementing the Memorandum of Understanding provisions as ratified by the Board of Directors. (12) CONVENE IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957(b)(1). There was no closed session . (13) OTHER BUSINESS. COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS. IF ANY There were none. (14) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT There were none. (15) FUTURE MEETING DATES The next regular Administration Committee meeting is scheduled for December 12, 2007, at 5p.m. (16) ADJOURNMENT The Chair declared the meeting adjourned at 6:30 p.m. Submitted by: c&-0~1(~ L11ia Kovac Committee Secretary