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.
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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