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HomeMy WebLinkAbout04-08-2015 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, April 8, 2015, at 5:30 P.M. A regular meeting of the Administration Committee of the Orange County Sanitation District was called to order by Committee Chair Withers on April 8, 2015, at 5:30 p.m., in the Administration Building of the Orange County Sanitation District. Director Ferryman led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: John Withers, Chair Keith Curry, Vice-Chair Steven Choi Tyler Diep James Ferryman Greg Mills Glenn Parker Erik Peterson (Alternate) Teresa Smith Sal Tinajero John Nielsen, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Peter Kim Tom Beamish, Board Chair PUBLIC COMMENTS: None. REPORT OF COMMITTEE CHAIR: STAFF PRESENT: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Lorenzo Tyner, Director of Finance & Administrative Services Ed Torres, Director of Operations and Maintenance Kelly Lore, Acting Clerk of the Board Mike White Marc Dubois Norbert Gaia Al Garcia Rebecca Long Mike Puccio OTHERS PRESENT: Brad Hogin, General Counsel Committee Chair Withers did not provide a report. REPORT OF GENERAL MANAGER: General Manager, Jim Herberg, reported that he and Mike Marcus, General Manager of Orange County Water District (OCWD) were interviewed for Newsweek regarding an 04/08/2015 Administration Committee Minutes Page 1of4 article they will be running on the drought and in particular how our two agencies are working together, in partnership, to recycle more water. He updated the Committee on current flows and the beginning of expansion of the Groundwater Replenishment System, which will take place in the next few weeks and will maximize the amount of recycling. Director of Engineering, Rob Thompson is speaking tonight in Newport Beach at "Speak Up Newport", updating the forum on the progress of the construction on Coast Highway. Mr. Herberg stated that we appear to be on schedule to have construction crews out of the area by May 22nd, in preparation for the summer crowds. REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES: Director of Finance and Administrative Services, Lorenzo Tyner did not provide a report. CONSENT CALENDAR: 1. MOVED, SECONDED and DULY CARRIED TO: Approve Minutes of the March 11, 2015, Administration Committee Meeting. AYES: Choi, Curry, Diep, Ferryman, Mills, Nielsen, Parker, Peterson (Alternate) Smith, and Withers NOES: None ABSTENTIONS: None ABSENT: Beamish, Kim and Tinajero Director Tinajero arrived at 5:39 p.m. INFORMATION ITEMS: 2. Procurement Process Contracts and Purchasing Manager, Marc Dubois provided a PowerPoint Presentation regarding: OCSD Contracts and Purchasing; Ethics in Public Procurement; Professional Design Services; Public Works Construction; goods and services; tools used to procure; Notice inviting bids; sole sources; RFl's; Request for Proposal Process and approval thresholds. Questions were answered by Mr. Dubois regarding, staff time spent ranking; types of sole sources; best values; advantage (if any) of past contractors who have worked for the district; conflicts with state v. district policies; retentions; low bidders credibility; verification of licensed contractors and prevailing wage. Director Diep departed at 6:00 p.m. 04/08/2015 Administration Committee Minutes Page 2 of 4 3. OCSD Budget Update FY 2015-16 Controller, Mike White provided a PowerPoint Presentation regarding the proposed update to Operational Line Item Budget FY 2015-16 including: proposed staffing levels, decreased benefit costs; operating materials and supplies expenses; other major category cost increases and decreases. Director of Finance and Adminstrative Services, Lorenzo Tyner stated that this is the second year of a 2-year adopted budget and any changes are being brought to the attention of the Board. Questions were answered by Mr. White and Mr. Tyner regarding potable water and disinfection costs. 4. Capital Improvement Program (CIP) Update Engineering Manager Mike Puccio provided an informative PowerPoint presentation regarding the Capital Improvement Program Update which included: 50 active projects and costs; completion & design of past major projects; the design of eight new major projects; cumulative change order rate; program non- construction costs; engineering cash flow performance and FY 2014-15 Capital Improvement Program accomplishments. Questions were answered by Mr. Puccio and Mr. Herberg regarding: Local sewer lines v. district sewer lines; age of sewer system; 175 miles of sewers in the city of Tustin which will be transferred to the EOCWD; Capital Improvement Program 100 year cash flow plan, 10-year detailed program, 20-year cash flow that effects rates; annual validation process; 7-year cycle to televise condition of sewer; detection of leaks or cracks; sludge development; sewer system management plan (SSMP); possible methane gas generated and breathing of sewers through manholes. 5. Status Update of 2015-16 Insurance Renewals There was no presenation on this item, and no questions asked of the report. Mr. Tyner stated that there would be an additional information regarding Earthquake Insurance presented at next month's meeting. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. 04/08/2015 Administration Committee Minutes Page 3 of 4 ADJOURNMENT: Committee Chair Withers declared the meeting adjourned at 6:35 p.m., to the next regularly scheduled meeting of May 13, 2015 at 5:30 p.m . 04/08/2015 Administration Committee Minutes Page 4 of 4