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HomeMy WebLinkAbout11-12-2015 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District THURSDAY, November 12, 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 Curry on November 12, 2015, at 5:30 p.m., in the Administration Building of the Orange County Sanitation District. Committee Vice-Chair Kring led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: Keith Curry, Chair Lucille Kring, Vice-Chair Steven Choi Tyler Diep James Ferryman Jim Katapodis Peter Kim Greg Mills Teresa Smith Sal Tinajero John Nielsen, Board Chair Greg Sebourn, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Glenn Parker PUBLIC COMMENTS: None. REPORT OF COMMITTEE CHAIR: STAFF PRESENT: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Celia Chandler, Director of Human Resources Lorenzo Tyner, Director of Finance Rob Thompson, Director of Engineering Kelly Lore, Clerk of the Board Jennifer Cabral Rich Castillon Chad Crow Randy Kleinman Richard Spencer OTHERS PRESENT: Brad Hagin, General Counsel Kendra Carney, Associate General Counsel Adam Hutchinson, OCWD Jeffrey Altshuler, Audit Partner, RSM Gary Ward, AON Committee Chair Curry did not provide a report. 11/12/2015 Administration Committee Minutes Page 1 of 6 REPORT OF GENERAL MANAGER: General Manager, Jim Herberg did not provide a report. REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES: Director of Finance and Administrative Services, Lorenzo Tyner did not provide a report. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED AND DULY CARRIED TO: Approve Minutes of the October 14, 2015, Administration Committee Meeting. AYES: NOES: ABSTENTIONS: ABSENT: Choi, Curry, Diep, Ferryman, Katapodis, Kim, Kring, Mills, Nielsen, and Sebourn None None Parker, T. Smith and Tinajero 2. VAX EMULATOR FOR PROCESS CONTROL SYSTEM, MODERNIZATION & SECURITY IMPROVEMENTS PROJECT (Lorenzo Tyner) MOVED, SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Authorize a Purchase Order Contract with Quayle Consulting, Inc. for the procurement of Charon-VAX permanent licenses and maintenance in the amount of $338,401; and B. Approve a contingency of 10% ($33,840). AYES: NOES: ABSTENTIONS: ABSENT: Choi, Curry, Diep, Ferryman, Katapodis, Kim, Kring, Mills, Nielsen, and Sebourn None None Parker, T. Smith and Tinajero 3. MICROSOFT ENTERPRISE LICENSE AGREEMENT (ELA) FOR MICROSOFT ENTERPRISE SOFTWARE LICENSES (Lorenzo Tyner) MOVED, SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Authorize a Purchase Order with a three-year contract to purchase Microsoft Enterprise licenses under the Microsoft ELA in accordance with 11/12/2015 Administration Committee Minutes Page 2 of6 Microsoft Volume Enterprise Enrollment -for State and local government, Riverside County Master Licensing Agreement 01E73134, payable annually and with contract expiration date of December 31, 2018 for a total amount not to exceed $874,556.22; and B. Approve a contingency of 15% ($131,183.43). AYES: NOES: ABSTENTIONS: ABSENT: Choi, Curry, Diep, Ferryman, Katapodis, Kim, Kring, Mills, Nielsen, and Sebourn None None Parker, T. Smith and Tinajero 4. ENTERPRISE INFORMATION MANAGEMENT (EIM) STAFFING SUPPORT (Lorenzo Tyner) MOVED, SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Service Contract with Project Partners, Inc. for Enterprise Information Management On-Call Staffing, Specification No. S-2015-725BD, for a period of January 1, 2016 through December 31, 2016, for a total annual amount not to exceed $121,800 with four one-year renewal options; and B. Approve a contingency of 20% ($24,360). AYES: NOES: ABSTENTIONS: ABSENT: Choi, Curry, Diep, Ferryman, Katapodis, Kim, Kring, Mills, Nielsen, and Sebourn None None Parker, T. Smith and Tinajero 5. REPROGRAPHICS AND RELATED SERVICES (Lorenzo Tyner) MOVED, SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Authorize a Purchase Order Contract with ARC Document Solutions, LLC for reprographics services per County of Orange Master Contract #RCA MA-017-16010366, for one 3-year period (11/04/15 -11/03/18) for an aggregate amount not to exceed $200,000 per year; and B. Approve the option of two additional one-year renewals for an amount not to exceed $200,000 per year. AYES: Choi, Curry, Diep, Ferryman, Katapodis, Kim, Kring, Mills, Nielsen, and Sebourn 11/12/2015 Administration Committee Minutes Page 3 of 6 NOES: None ABSTENTIONS: None ABSENT: Parker, T. Smith and Tinajero 6. CONSOLIDATED FINANCIAL REPORT FOR THE FIRST QUARTER ENDED SEPTEMBER 30, 2015 (Lorenzo Tyner) MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file Orange County Sanitation District First Quarter Financial Report for the period ended September 30, 2015. AYES: NOES: ABSTENTIONS: ABSENT: Choi, Curry, Diep, Ferryman, Katapodis, Kim, Kring, Mills, Nielsen, and Sebourn None None Parker, T. Smith and Tinajero Director Tinajero arrived at 5:40 p.m. Director T. Smith arrived at 5:44 p.m. NON-CONSENT CALENDAR: The Clerk of the Board provided the Committee with late communication regarding Item 7. Controller Mike White and Jeffrey Altshuler, Audit Partner, RSM, provided an informative PowerPoint Presentation; distributed a handout regarding the audit of the District's finances and answered questions from the Committee. 7. ORANGE COUNTY SANITATION DISTRICT COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) FOR THE YEAR END JUNE 30, 2015. (Lorenzo Tyner) MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the Sanitation District's Comprehensive Annual Financial Report for the year ended June 30, 2015, prepared by staff and audited by McGladrey, Certified Public Accountants, along with the following reports prepared by McGladrey: A. Report to the Administration Committee; and B. Report on Internal Controls; and B. Independent Accountants' Report on Agreed-Upon Procedures Applied to Appropriations Limit Worksheets. AYES: NOES: ABSTENTIONS: ABSENT: 11/12/2015 Choi, Curry, Diep, Ferryman, Katapodis, Kim, Kring, Mills, Nielsen, Sebourn, T. Smith and Tinajero None None Parker Administration Committee Minutes Page 4 of 6 Director Choi departed the meeting at 6:10 p.m. Director of Human Resources Celia Chandler made a brief presentation regarding Item 8 and introduced Gary Ward, Sr. Vice President of Aon Construction Services Group who then provided a PowerPoint Presentation explaining: OCIP parameters; projects included and the cost savings. 8. OWNER CONTROLLED INSURANCE PROGRAM EXTENSION (Celia Chandler) MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve the purchase of a multi-year extension of the Owner Controlled Insurance Program at a total cost of $725,612 for five policies covering three layers of liability coverage, workers compensation coverage, and pollution coverage, through December 31, 2017. AYES: NOES: ABSTENTIONS: ABSENT: Curry, Diep, Ferryman, Katapodis, Kim, Kring, Mills, Nielsen, Sebourn, T. Smith and Tinajero None None Choi, and Parker INFORMATION ITEMS: 9. STORM WATER CAPTURE (Bob Ghirelli) Adam Hutchinson, Recharge Planning Manager at Orange County Water District gave an informative PowerPoint presentation on the importance of storm water to the groundwater supplies of Orange County. He provided a history of the Orange County Water District; surface recharge operations of the dams built; capture statistics; challenges and constraints faced; sediment removal technologies; and preservation efforts and fielded questions from the Committee. CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: Committee Chair Curry inquired, and the Committee was in favor of changing the starting time of the Administration Committee Meeting to 5:00 p.m. permanently. 11/12/2015 Administration Committee Minutes Page 5 of 6 ADJOURNMENT: Committee Chair Curry declared the meeting adjourned at 6:36 p.m. to the next regularly scheduled meeting of Wednesday, December 9, 2015 at 5:00 p.m. Submitted by: 11/12/2015 Administration Committee Minutes Page 6 of 6