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Home My WebLink About09-14-2016 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, September 14, 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 September 14, 2016 at 5:00 p.m. in the Administration Building of the Orange County Sanitation District. Director Katapodis led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: Keith Curry, Chair Lucille Kring, Vice-Chair Steven Choi Jim Ferryman Jim Katapodis Peter Kim Greg Mills Joy Neugebauer Teresa Smith John Nielsen, Board Chair Greg Sebourn, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Glenn Parker Sal Tinajero PUBLIC COMMENTS: None. REPORT OF COMMITTEE CHAIR: STAFF PRESENT: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Celia Chandler, Director of Human Resources Jim Colston, Director of Environmental Services Rob Thompson, Director of Engineering Lorenzo Tyner, Director of Finance & Administrative Services Kelly Lore, Clerk of the Board Jennifer Cabral Al Garcia Randy Kleinman Mark Manzo Laura Maravilla Gerry Matthews George Rivera Richard Spencer Warren Sternin Mike White OTHERS PRESENT: Brad Hogin, General Counsel Committee Chair Curry did not provide a report. 09/14/2016 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 reported that an RFP for as needed investment advisory services was recently completed and the incumbent, Callen Associates, was selected. Mr. Tyner also briefly reported on the status of the District's unfunded liability and stated that he will be providing a full report in the near future. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED AND DULY CARRIED TO: Approve Minutes of the July 13, 2016 Administration Committee Meeting. AYES: Choi, Curry, Katapodis, Kim, Kring, Neugebauer, Nielsen, and Sebourn NOES: None ABSTENTIONS: Mills ABSENT: Ferryman, Parker, T. Smith and Tinajero 2. GENERAL MANAGER APPROVED PURCHASES (Lorenzo Tyner) MOVED, SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file District purchases made under the General Manager's authority for the period of April 1, 2016 -June 30, 2016. AYES: Choi, Curry, Katapodis, Kim, Kring, Mills, Neugebauer, Nielsen, and Sebourn NOES: None ABSTENTIONS: None ABSENT: Ferryman, Parker, T. Smith and Tinajero 3. REIMBURSEMENTS TO BOARD MEMBERS AND STAFF (ANNUAL) (Lorenzo Tyner) MOVED, SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file report of reimbursements to Board Members and Staff per Government Code Section 53065.5 for the period of July 1, 2015 through June 30, 2016. 09/14/2016 Administration Committee Minutes Page 2 of6 AYES: Choi, Curry, Katapodis, Kim, Kring, Mills, Neugebauer, Nielsen, and Sebourn NOES: None ABSTENTIONS: None ABSENT: Ferryman, Parker, T. Smith and Tinajero 4. PRODUCTION STORAGE ARRAY SYSTEM (Lorenzo Tyner) MOVED, SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Authorize the purchase of a production storage system to accommodate future system performance and capacity needs with Nimble Storage Array system, using the approved U.S. General Services Agreement (GSA) IT Schedule 70 (M.O. 5/25/16, Item #13) for a total amount not to exceed $284,941.49, in accordance with OCSD Ordinance OCSD-47, Section 2.03(8) Cooperative Purchases; and B. Approve a contingency of $28,494 (10%). AYES: Choi, Curry, Katapodis, Kim, Kring, Mills, Neugebauer, Nielsen, and Sebourn NOES: None ABSTENTIONS: None ABSENT: Ferryman, Parker, T. Smith and Tinajero Director Ferryman arrived at 5:05 p.m. At the request of staff, Committee Chair Curry brought Item No. 7 forward. 7. 2017 BENEFITS INSURANCE RENEWAL (Celia Chandler) Celia Chandler, Director of Human Resources provided a brief introduction of Item No. 7. MOVED, SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve the Orange County Sanitation District 2017 benefits insurance renewal for the not-to-exceed amounts specified below: A. Employee Benefit Specialists (medical, dental, and vision plans; Employee Assistance Program) -Not to Exceed $11, 121 ,627; B. Prudential (basic life, short-and long-term disability) -Not to Exceed $685,560; and C. The Standard (EMT & Manager disability) -Not to Exceed $30,000. 09/14/2016 Administration Committee Minutes Page 3 of 6 AYES: Choi, Curry, Ferryman, Katapodis, Kim, Kring, Mills, Neugebauer, Nielsen, and Sebourn NOES: None ABSTENTIONS: None ABSENT: Parker, T. Smith and Tinajero Director Teresa Smith arrived at 5:07 p. m. INFORMATION ITEMS: 5. ORANGE COUNTY SANITATION DISTRICT SECURITY PROGRAM (Celia Chandler) Director of Human Resources Celia Chandler provided a brief overview of this item and introduced Human Resources & Risk Manager Richard Spencer, who provided a PowerPoint presentation on the Sanitation District's security program. The presentation included security plans, policies, and procedures; video surveillance; perimeter security; contract security services; access control system; and various additional strategies used in the Sanitation District's security program. Mr. Spencer addressed concerns and responded to questions from the Committee regarding monitored video surveillance; armed guards; statistics of past security problems and other additional security strategies. NON-CONSENT: 6. CONTRACT SECURITY SERVICES (Celia Chandler) Mr. Spencer provided information regarding this contract and the need for the additional budget as provided to the Committee in late communication. Discussion ensued regarding the need for additional security measures and an alternate recommendation was made. MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: A Approve a Service Contract to Securitas Security Services, U.S.A., Specification No. S-2016-775BD, for the period November 1, 2016 through October 31, 2017, for a total annual amount not to exceed $776,704, with up to four (4) one-year renewals; B. Approve an increase of $62,681 to Purchase Order 105775 OA, a bridge purchase contract issued to Securitas Security Services, U.S.A., for a total amount not to exceed $160,723, for the period October 1, 2016 through October 31, 2016; C. Approve a contingency of $77,670 (10%); 09/14/2016 Administration Committee Minutes Page 4 of6 D. Authorize a budget increase of $257,055 to Security Services, to be transferred from other Human Resources budgeted line items or the General Manager's contingency fund; and E. Direct staff to return next month to present for the Board's consideration the addition of armed guards at both plants. AYES: Choi, Curry, Ferryman, Katapodis, Kim, Kring, Mills, Neugebauer, Nielsen, Sebourn and T. Smith NOES: None ABSTENTIONS: None ABSENT: Parker, and Tinajero 8. GANN LIMIT RESOLUTION CORRECTION FOR FISCAL YEAR 2015-16 (Lorenzo Tyner) Mr. Tyner provided a brief overview of this item. 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 Establishing the Annual Appropriations Limit for Fiscal Year 2015-16, for the District in accordance with the Provisions of Division 9 of Title 1 of the California Government Code; and Repealing Resolution No. OCSD 15-14." AYES: Choi, Curry, Ferryman, Katapodis, Kim, Kring, Mills, Neugebauer, Nielsen, Sebourn and T. Smith NOES: None ABSTENTIONS: None ABSENT: Parker, and Tinajero 9. REVENUE REFUNDING CERTIFICATE ANTICIPATION NOTES, SERIES 2016B (Lorenzo Tyner) Mr. Tyner provided a brief overview of this item. MOVED. SECONDED AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Adopt Resolution No. OCSD16-XX entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District authorizing the execution and delivery by the District of an Installment Purchase Agreement, a Trust Agreement and a Continuing Disclosure Agreement in connection with the execution and delivery of Orange County Sanitation District Revenue Refunding Certificate Anticipation Notes, Series 2016B, such Notes evidencing principal in an aggregate amount of not to exceed $120,000,000, approving a Notice of Intention to Sell, authorizing the distribution of an Official Notice Inviting Bids and an Official Statement in connection with the 09/14/2016 Administration Committee Minutes Page 5 of6 offering and sale of such Notes and authorizing the execution of other necessary documents and related actions"; and B . That the Orange County Sanitation District Financing Corporation approve the documents supporting and authori zing the Notes in an aggregate amount not to exceed $120 ,000,000 ; and C . The proposed financing is structured as another two -year fixed rate maturity that will be sold in a competitive sale. AYES: Choi , Curry , Ferryman, Katapodis , Kring, Mills, Neugebauer, Nielsen, Sebourn and T. Smith NOES: None ABSTENTIONS: Kim ABSENT: Parker , and Tinajero CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None . ADJOURNMENT: Committee Chair Curry declared the meeting adjourned at 5 :33 p .m. to the next regularly scheduled meeting of Wednesday , October 12, 2016 at 5 :00 p .m . 09/14/2016 Administration Committe e Minutes Page 6 of 6