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HomeMy WebLinkAbout07-12-2017 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, July 12, 2017 at 5:00 P.M. A regular meeting of the Administration Committee of the Orange County Sanitation District was called to order by Committee Vice-Chair Wagner on July 12, 2017 at 5:00 p.m. in the Administration Building of the Orange County Sanitation District. Director Kim led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: Chad Wanke, Chair Donald P. Wagner, Vice-Chair Jim Ferryman Peter Kim Al Krippner Steve Nagel Scott Peotter Erik Peterson (Alternate) Teresa Smith Sal Tinajero David Shawver, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Glenn Parker Greg Sebourn, Board Chair 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 Tina Knapp, Deputy Clerk of the Board Janine Aguilar Gilbert Barela Rod Collins Al Garcia Rebecca Long Andrew Nau Man Nguyen Richard Spencer Mike White OTHERS PRESENT: Brad Hogin, General Counsel Karen K. Delaney, Alliant Committee Vice-Chair Wagner did not provide a report. REPORT OF GENERAL MANAGER: General Manager Jim Herberg reminded the Committee about the dates of the Orange County Leadership Symposium, which begins on October 5th and ends November 3rd and 07/12/2017 Administration Committee Minutes Page 1 of 5 includes five half-day sessions. Interested Board Members can contact the Clerk of the Board to register. Mr. Herberg also reminded the Committee that there will not be an Administration Committee meeting in the month of August. REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES: Director of Finance and Administrative Services Lorenzo Tyner did not provide a report. CONSENT CALENDAR: Item No. 2 was pulled from consideration for separate discussion. 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED. AND DULY CARRIED TO: Approve Minutes of the June 14, 2017 Administration Committee Meeting. AYES: NOES: ABSTENTIONS: ABSENT: Ferryman, Kim, Krippner, Nagel, Peotter, Peterson (Alternate), Shawver, T. Smith, and Wagner None None Parker, Sebourn, Tinajero, and Wanke 3. INDEPENDENT FINANCIAL AUDITORS' COMMUNICATION LETTER FOR THE AUDIT OF THE ORANGE COUNTY SANITATION DISTRICT FINANICAL STATEMENTS AS OF AND FOR THE YEAR ENDED JUNE 30, 2017 (Lorenzo Tyner) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the Communication Letter dated June 15, 2017 prepared by the Orange County Sanitation District's independent financial auditors, Macias Gini & O'Connell LLP (MGO). AYES: NOES: ABSTENTIONS: ABSENT: Ferryman, Kim, Krippner, Nagel, Peotter, Peterson (Alternate), Shawver, T. Smith, and Wagner None None Parker, Sebourn, Tinajero, and Wanke Item No. 2 was pulled from consideration for separate discussion. Item No. 2 was approved via a separate vote. Director Tinajero arrived at 5:09 p.m. Chair Wanke arrived at 5:12 p.m. 07/12/2017 Administration Committee Minutes Page 2 of 5 2. 2018 BENEFITS INSURANCE RENEWAL (Celia Chandler) Staff responded to questions from the Committee regarding how the costs and increases in costs are shared between OCSD and employees and provided information regarding the insurance pool. The Committee requested that an explanation of how benefits, and the renewal of same, are incorporated into the Memoranda of Understanding be provided in the future. MOVED. SECONDED. AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve the Orange County Sanitation District 2018 Benefits Insurance Renewal for the not-to-exceed amounts specified below: A. Employee Benefit Specialists (medical, dental, and vision plans; Employee Assistance Program [EAP]) -not-to-exceed $10,507,891; B. Prudential (basic life, short-and long-term disability) -not-to-exceed $598,011; and C. The Standard (EMT & Manager disability) -not-to-exceed $30,000. AYES: NOES: ABSTENTIONS: ABSENT: Ferryman, Kim, Krippner, Nagel, Peotter, Peterson (Alternate), Shawver, T. Smith, Tinajero, Wagner, and Wanke None None Parker and Sebourn NON-CONSENT: 4. SETTLEMENT AGREEMENT FOR CHARGES AND FEES OWED BY ONE INDUSTRIAL WASTEWATER DISCHARGE PERMITTEE (Lorenzo Tyner) Director of Finance & Administrative Services Lorenzo Tyner provided a brief overview of this item. MOVED, SECONDED. AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve the settlement agreement negotiated by the General Manager for the collection of charges owed for sanitary sewer service charges, plus interest of 6.00%, with Thompson Energy Resources, LLC, in a form approved by General Counsel. AYES: NOES: ABSTENTIONS: ABSENT: 07/12/2017 Ferryman, Kim, Krippner, Nagel, Peotter, Peterson (Alternate), Shawver, T. Smith, Tinajero, Wagner, and Wanke None None Parker and Sebourn Administration Committee Minutes Page 3 of 5 5. DEFERRED PAYMENT AGREEMENT FOR CHARGES AND FEES OWED BY ONE INDUSTRIAL WASTEWATER DISCHARGE PERMITTEE (Lorenzo Tyner) Mr. Tyner provided an overview of this item and provided information as to why the charges and fees are owed by the permittee. The Committee requested that staff research the flexibility in the governing documents in changing the payment cycle to monthly as opposed to quarterly. MOVED. SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve the deferred payment agreement negotiated by the General Manager for the collection of all charges and fees owed for sanitary sewer service charges, plus interest of 6.00% per annum, with Aseptic Technology, LLC, in a form approved by General Counsel. AYES: NOES: ABSTENTIONS: ABSENT: INFORMATION ITEMS: Ferryman, Kim, Krippner, Nagel, Peotter, Peterson (Alternate), Shawver, T. Smith, Tinajero, Wagner, and Wanke None None Parker and Sebourn 6. WASTEWATER FLOW & LOADING STUDY UPDATE (Lorenzo Tyner) Mr. Tyner provided an overview of this item, highlighting the methodologies to be used in the study. Mr. Tyner indicated that this study is not anticipated to be completed in advance of the development of the new OCSD rate structure. General Counsel Brad Hagin provided additional information regarding implementation and methodology of the new rate structure. 7. HUMAN RESOURCES -WORKFORCE PLANNING, SAFETY AND SECURITY (Celia Chandler) Director of Human Resources Celia Chandler introduced Human Resources Manager Richard Spencer. Mr. Spencer provided a PowerPoint presentation on this item that included an overview of workforce planning, workforce development, retirement eligibility, education levels of OCSD employees, and workforce vulnerability assessment. Mr. Spencer's presentation also provided information regarding safety and health, risk identification, incident reporting, training and awareness, occupational health, compliance, recordable injuries, security and emergency planning, physical security, contract security services, and emergency planning. Mr. Spencer answered a question from the Committee regarding coordination between OCSD and the Orange County Water District regarding security patrols and indicated that an OCSD armed security officer patrols the Groundwater Replenishment System area overnight. Director of Engineering Rob Thompson provided information as to personnel required for technology advancements within the plant in the future. Mr. Spencer provided information 07/12/2017 Administration Committee Minutes Page 4 of 5 regarding the OCSD Medical Response Team . The Committee asked that staff look into conducting coordinated drills with local emergency response agencies. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: None . ADJOURNMENT: Committee Chair Wanke declared the meeting adjourned at 5:50 p.m. to the next regularly scheduled meeting of Wednesday, September 13, 2017 at 5:00 p.m. Submitted by: T W-4JPVL~ Tina Knapp, CMC Deputy Clerk of the Board \ '. 07/12/20 17 Administration Committee M inutes Page 5 of 5