The URL can be used to link to this page

Home My WebLink About11-12-2008 Administration Committee MinutesMINUTES OF THE REGULAR MEETING OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, November 12, 2008, at 5:00P.M. A meeting of the Administration Committee of the Orange County Sanitation District was held on November 12, 2008 , at 5 :00 p.m ., in the Sanitation District's Administrative Office . Following the Pledge of Allegiance, a quorum was declared present, as follows : ADMINISTRATION COMMITTEE MEMBERS: DIRECTORS PRESENT: Mark Waldman, Chair Phil Luebben, Vice Chair Jim Ferryman Don Hansen Darryl Miller Chris Norby Brad Reese Christina Shea Sal Tinajero Jim Winder Doug Davert, Board Chair La r ry Crandall, Board Vice Chair DIRECTORS ABSENT: Jon Dumitru PUBLIC COMMENTS There were no public comments. REPORT OF THE COMMITTEE CHAIR Chair Waldman did not give a report. REPORT OF THE GENERAL MANAGER STAFF PRESENT: Jim Ruth, General Manager Jim Herberg , Director of Engineering Lorenzo Tyner, Director of Finance and Administrative Services Lilia Kovac, Committee Secretary Jeff Reed, Human Resources and Employee Relations Manager Mike White, Controller Wes Bauer Norbert Gaia Juanita Skillman OTHERS PRESENT: Brad Hogin, General Counsel Jennifer Farr Brian Gruber Rich Kikuchi Steven Parker Ed Soong T FILED IN THE OFFICE OF HE CLERK OF THE BOARD ORANGE COUNTY SANITATION DISTRICT NOV 19 2008 BY: I!(. ·~ iS!L±!m:::£1 .... c:unu ~~ .. General Manager, Jim Ruth, did not give a report . Minutes of the Administration Committee November 12, 2008 Page 2 REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES Lorenzo Tyner, Director of Finance and Administrative Services, did not give a report. REPORT OF GENERAL COUNSEL Brad Hogin, General Counsel, did not give a report. CONSENT CALENDAR ITEMS (1 -2) 1. MOVED, SECONDED AND DULY CARRIED: Approve minutes of the November 12, 2008 meeting of the Administration Committee . 2. ADM08-33 MOVED, SECONDED AND DULY CARRIED : Recommend to the Board of Directors to approve the reclassification of four (4) OCSD positions affecting incumbents predicated on employees satisfying position qualifications and the indefinite and ongoing need to accomplish work at the higher level , and creation of a new classification providing for: a) Reclassification of two (2) Administrative Assistant positions PG 67 ($6, 185/month) to Contracts/Purchasing Assistant PG 67 ($6, 185/month) results in no change in pay; b) Reclassification of a Senior EDM Specialist position PG 80 ($8 , 121/month) to Senior Information Technology Analyst PG 83 ($8 ,743/month); c) 1) Reclassification of a Principal Information Technology Analyst position PG 87 ($1 0, 133/month) to Principal Project Controls Analyst PG 87 ($1 0, 133/month) results in no change in pay; and, ACTION ITEMS (3 -5) 2) Creation of a new classification of Principal Project Controls Analyst with pay range placement at PG 87 (Attachment 1 ). 3 . ADM08-34 Mike White, Controller, briefly provided an overview of the Comprehensive Annual Financial Report (CAFR) for year end June 30 , 2008 prepared by Mayer Hoffman McCann . Clarificat ions were made to Directors' questions, and minor typographical errors on the CAFR were noted to be corrected . It was then: Minutes of the Administration Committee November 12, 2008 Page 3 MOVED, SECONDED AND DULY CARRIED: Recommend to the Board of Directors to receive and file: a) Comprehensive Annual Financial Report for the year ended June 30, 2008, prepared by staff and audited by Mayer Hoffman McCann, Certified Public Accountants; b) Report on Compliance and Internal Control for the year ended June 30, 2008; and c) Report on Agreed-Upon Procedures Applied to Appropriations Limit Worksheets. 4. ADM08-35 MOVED, SECONDED AND DULY CARRIED to recommend to the Board of Directors to: 1) Adopt Resolution No. OCSD 08- 20, Authorizing the Execution and Delivery by the District of one or more Installment Purchase Agreements, Trust Agreements, and Continuing Disclosure Agreements in connection with the execution and delivery of Orange County Sanitation District Certificates of Participation, Series 2008C, and if necessary, Series 2009A, Authorizing the Execution and Delivery of such Certificates Evidencing Principal in an Aggregate Amount of Not to Exceed $200,000,000, Approving the Distribution of one more Official Notice Inviting Bids and Official Statements in Connection with the Offerings and Sales of such Certificates and Authorizing the Execution of Necessary Documents and Related Actions; 2) That the Orange County Sanitation District Financing Corporation approve the documents supporting and authorizing the Certificates of Participation, Series 2008C, and if necessary, Series 2009A, in an aggregate amount not to exceed $200 million. Directors expressed concern over the request to execute and deliver one or more installment of certificates of participation without a specific rate or approval process. It was further MOVED, SECONDED AND DULY CARRIED to recommend to the Board of Directors to: 3) Establish a true interest cost target rate of 4.75% with a maximum rate of 5.25%; and, 4) Obtain final approval of the Board Chair and Administration Committee Chair prior to completing subject debt issuances. Mr. Tyner advised the Directors that an additional item would be going directly to the Board of Directors in November requesting approval to refund variable rate debt under Certificate Anticipation Notes until rates become more favorable due to the current financial crisis, for a period not to exceed 13 months. Minutes of the Administration Committee November 12, 2008 Page 4 5 . ADM08-36 MOVED, SECONDED AND DULY CARRIED: a) Rat ify Change Order No. 1 to P.O. 102681 -0A, issued to Clean Harbors Environmental Service, Specification No. S-2006-300, for hazardous waste services for an additional amount of $50,000, for a total contract amount not to exceed $158,150, for the contract period ending December 31, 2008; b) Approve Change Order No .2 to P.O. 102681-0A, issued to Clean Harbors Environmental Services, Specification No . S-2006- 300, for hazardous waste services, approving an increase of $51,850 , for a total contract amount not to exceed $160,000, for the contract period January 1, 2009 through December 31, 2009, and all subsequent renewal periods; and, c) Approve an annual contingency of $16,000 (10%). END OF CONSENT CALENDAR INFORMATIONAL ITEMS (6) 6 . ADM08-37 Internal Audit Reports Controller Mike White introduced Rich Kikuchi and Brian Gruber of Lance , Soli & Lunghard, LLP, who then proceeded to review the audits' results which included contract change orders, Integrated Project Management Consultants (IPMC) operating agreement, CIP billing of design and construction progress payments, and travel and expense documentation and controls . (7) CLOSED SESSION There was no closed session . (8) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were none. (9) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT There were none. Minutes of the Administration Committee November 12, 2008 Page 5 (10) ADJOURNMENT AND FUTURE MEETING DATES The Chair declared the meeting adjourned at 6:08 p.m. The next regular Administration Committee meeting is scheduled for December 10, 2008, at 5:00p.m. Submitted by: Lilia Kovac Committee Secretary H :\dept\agenda\Admin Committee\2008\1208\111208 Adm in Minutes.docx