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.
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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