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HomeMy WebLinkAbout05-11-2016 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, May 11, 2016 at 5:00 P.M. A regular meeting of the Administration Committee of the Orange County Sanitation District was called to order by Committee Chair Curry on May 11, 2016 at 5:00 p.m. in the Administration Building of the Orange County Sanitation District. Director Choi led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: Keith Curry, Chair Lucille Kring, Vice-Chair Steven Choi Diana Fascenelli (Alternate) Jim Ferryman Cecilia Hupp (Alternate) Jim Katapodis Peter Kim Mark Murphy (Alternate) Joy Neugebauer Sal Tinajero John Nielsen, Board Chair Greg Sebourn, Board Vice-Chair COMMITTEE MEMBERS ABSENT: None. PUBLIC COMMENTS: None. REPORT OF COMMITTEE CHAIR: STAFF PRESENT: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Celia Chandler, Director of Human Resources Rob Thompson, Director of Engineering Lorenzo Tyner, Director of Finance & Administrative Services Ed Torres, Director of Operations & Maintenance Tina Knapp, Deputy Clerk of the Board Jim Colston Alfredo Garcia Randall Kleinman Rebecca Long Mark Manzo Jeff Mohr Roya Sohanaki John Swindler Brent Wride OTHERS PRESENT: Brad Hagin, General Counsel Dennis Mulqueeney, Alliant Insurance Services Karen Worden, Alliant Insurance Services Committee Chair Curry did not provide a report. 05/11/2016 Administration Committee Minutes Page 1 of 6 REPORT OF GENERAL MANAGER: General Manager Jim Herberg reminded the Committee of the upcoming Honor Walk induction ceremony being held on May 25, 2016 at 4:00 p.m. in front of the Administration Building. 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 April 13, 2016 Administration Committee Meeting. AYES: Choi, Curry, Ferryman, Katapodis, Kim, Kring, Neugebauer, and Sebourn NOES: ABSTENTIONS: ABSENT: None Fascenelli (Alternate) and Hupp (Alternate) M. Murphy (Alternate), Nielsen, and Tinajero 2. DESIGNATION OF APPLICANT'S AGENT FOR DISASTER RELIEF (Robert Ghirelli) MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Adopt Resolution No. OCSD 16-XX, entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District authorizing the General Manager, the Assistant General Manager, or the Director of Operations and Maintenance to Execute State Office of Emergency Services and/or Federal Emergency Management Agency Documents and Relevant Permit Applications for Present and Future Disaster Relief Applications; and Repealing Resolution No. OCSD 16-05." AYES: Choi, Curry, Fascenelli (Alternate), Ferryman, Hupp (Alternate), Katapodis, Kim, Kring, Neugebauer, and Sebourn NOES: None ABSTENTIONS: None ABSENT: M. Murphy (Alternate), Nielsen, and Tinajero 05/11/2016 Administration Committee Minutes Page 2 of 6 3. CONSOLIDATED FINANCIAL REPORT 3Ro QUARTER ENDING MARCH 31, 2016 (Lorenzo Tyner) MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the Orange County Sanitation District Third Quarter Financial Report for the period ended March 31, 2016. AYES: Choi, Curry, Fascenelli (Alternate), Ferryman, Hupp NOES: (Alternate), Katapodis, Kring, Neugebauer, and Sebourn None ABSTENTIONS: Kim ABSENT: M. Murphy (Alternate), Nielsen, and Tinajero 4. GENERAL MANAGER APPROVED PURCHASES (Lorenzo Tyner) MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file Orange County Sanitation District purchases made under the General Manager's authority for the period of January 1, 2016 -March 31, 2016. AYES: Choi, Curry, Fascenelli (Alternate), Ferryman, Hupp (Alternate), Katapodis, Kim, Kring, Neugebauer, and Sebourn NOES: None ABSTENTIONS: None ABSENT: M. Murphy (Alternate), Nielsen, and Tinajero NON-CONSENT: 5. COOPERATIVE PROCUREMENT WITH THE U.S. GENERAL SERVICES AGREEMENT (GSA) (Lorenzo Tyner) Director of Finance and Administrative Services Lorenzo Tyner introduced this item and indicated that the purchases outlined are routine and this is being presented for approval due to the approval amount. MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve purchases of information technology hardware, software, services, and licensing & maintenance agreements using the U.S. General Services Agreement (GSA) IT Schedule 70 through the contract expiration date, December 31, 2019, for a total amount not to exceed $2,500,000, in accordance with OCSD Ordinance OCSD-47, Section 2.03(B) Cooperative Purchases. AYES: Choi, Curry, Fascenelli (Alternate), Ferryman, Hupp (Alternate), Katapodis, Kim, Kring, Neugebauer, and Sebourn NOES: None ABSTENTIONS: None ABSENT: M. Murphy (Alternate), Nielsen, and Tinajero 05/11/2016 Administration Committee Minutes Page 3 of 6 6. 2016 BENEFITS PROGRAM (Celia Chandler) Director of Human Resources Celia Chandler introduced this item and provided a brief overview of the background of the Sanitation District's healthcare and welfare insurance benefits and timing of payment of the benefits. MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve funds to make payments to the healthcare and welfare insurance vendors listed on the following table for the months of July 2016 through December 2016, at which time all benefits will be aligned with the calendar year. No. Vendor Plan Type Not To Exceed 1 Employee Benefit Specialists (EBS) Medical, Dental, Vision, Employee Assistance Program $ 5,650,000 2 Prudential Basic Life, Short-and Long-Term Disability $ 310,000 3 The Standard Executive Disability $ 15,000 TOTAL $ 5,975,000 B. Authorize pre-payment for the July 2016 EBS invoice prior to July 1, 2016 to comply with vendor requirement of payment one month in advance; and C. Authorize reallocation in the already approved amount of $115,000 from the FY 2015/16 EBS line item to the Prudential line item. AYES: Choi, Curry, Fascenelli (Alternate), Ferryman, Hupp (Alternate), Katapodis, Kim, Kring, Neugebauer, and Sebourn NOES: None ABSTENTIONS: None ABSENT: M. Murphy (Alternate), Nielsen, and Tinajero 7. 2016-17 OPERATIONAL PROPERTY-LIABILITY INSURANCE RENEWALS (Celia Chandler) Director of Human Resources Celia Chandler provided a brief overview of this item and introduced Dennis Mulqueeney from Alliant Insurance Services who spoke about the renewal rates presented. Mr. Mulqueeney responded to questions from the Committee as to the renewal process. Director Tinajero arrived at 5:05 p.m. MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve not-to-exceed numbers as follows, with the understanding that the Orange County Sanitation District's insurance broker will continue to negotiate with insurers to seek the lowest possible premiums prior to the expiration date of the 05/11/2016 Administration Committee Minutes Page 4 of 6 current major insurance policies: 1. Excess liability insurance -$460,506. 2. Excess workers compensation insurance - a rate of $0.332 per $100 of payroll (estimated premium at $218,000). 3. Property and Boiler & Machinery combined -$725.595. 4. Earthquake insurance -$81, 131. AYES: Choi, Curry, Fascenelli (Alternate), Ferryman, Hupp (Alternate), Katapodis, Kim, Kring, Neugebauer, Sebourn, and Tinajero NOES: None ABSTENTIONS: None ABSENT: M. Murphy (Alternate) and Nielsen Board Chair Nielsen arrived at 5: 12 p.m. INFORMATION ITEMS: 8. CAPITAL IMPROVEMENT PROGRAM (Rob Thompson) Director of Engineering Rob Thompson provided an informative PowerPoint presentation regarding the FY 2016-17 and 2017-18 Capital Improvement Program (CIP) including: annual budget update process, drivers for new CIP projects, condition assessment program, CCTV inspections, proposed 10-year CIP spending, budget increases and decreases, project cancellations, and new projects and their estimated cost. Mr. Thompson responded to questions from the Committee regarding details of timing on upcoming projects and specifics of several projects. Alternate Director Murphy arrived at 5:18 p.m. 9. PRETREATMENT PROGRAM OVERVIEW (Robert Ghirelli) Assistant General Manager Bob Ghirelli introduced Jim Colston, Environmental Compliance Regulatory Affairs Manager, who provided a PowerPoint presentation and an overview of the Source Control Program, also known as the Pretreatment Program. The presentation included topics such as how the Sanitation District ensures discharge limits are being met, the non-industrial program, effectiveness of source control, protection of the Groundwater Replenishment System/investigations, and pretreatment program awards. Mr. Colston provided each Director with one of the Sanitation District's proactive resident outreach program pieces, a door hanger explaining the proper method for discarding grease, which includes a plastic lid for use in discarding grease. Mr. Colston responded to questions from the Committee regarding specific requirements for discharge programs. 05/11/2016 Administration Committee Minutes Page 5 of 6 CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: Director Choi invited everyone to the Irvine Korean Cultural Festival on Saturday, May 14th from 10:00 a.m. -5:00 p.m. at the Irvine Civic Center. General Manager Herberg indicated that the Sanitation District will have a booth at the event. ADJOURNMENT: Committee Chair Curry declared the meeting adjourned at 6:06 p.m. to the next regularly scheduled meeting of Wednesday, June 8, 2016 at 5:00 p.m. Submitted by : 1~8~ Tina Knapp Deputy Clerk of the Board 05/11/2016 Administration Committee Minutes Page 6 of 6