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HomeMy WebLinkAbout09-13-2017 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, September 13, 2017 at 5:00 P.M. A regular meeting of the Administration Committee of the Orange County Sanitation District was called to order by Board Chair Sebourn on September 13, 2017 at 5:02 p.m. in the Administration Building of the Orange County Sanitation District. Director Kim led the Flag Salute. A quorum was declared present at 5:10 p.m., as follows: COMMITTEE MEMBERS PRESENT: Donald P. Wagner, Vice-Chair Jim Ferryman Peter Kim Mark Murphy (Alternate) Steve Nagel Scott Peotter Erik Peterson (Alternate) Greg Sebourn, Board Chair David Shawver, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Chad Wanke, Chair Al Krippner Glenn Parker Sal Tinajero PUBLIC COMMENTS: None. 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 Roya Sohanaki, Engineering Manager Tina Knapp, Deputy Clerk of the Board Janine Aguilar Jennifer Cabral Al Garcia Mark Kawamoto Randall Kleinman Laurie Klinger Laura Maravilla Kathy Millea Jeff Mohr Andrew Nau Man Nguyen Ddaze Phuong Merrill Seiler Richard Spencer John Swindler OTHERS PRESENT: Brad Hagin, General Counsel Karen Delaney, Alliant Laurinda Newell, Alliant 09/13/2017 Administration Committee Minutes Page 1 of 5 REPORT OF COMMITTEE CHAIR: Board Chair Sebourn did not provide a report. REPORT OF GENERAL MANAGER: General Manager Jim Herberg provided information regarding a letter received from the City of Anaheim's Successor Agency to the Anaheim Redevelopment Agency. He stated that a request for a new appointment be made to the Anaheim Oversight Board to fill the vacancy of Gail Eastman who represents the Orange County Sanitation District. A copy of the letter and a current list of the 13 Redevelopment Agency Oversight Boards were distributed to the Committee Members and made available to the public. Mr. Herberg stated that at the September 27 1h Board of Directors meeting, an item will be presented to appoint the new member to the Anaheim board, and to reaffirm the currently listed appointments to the remaining 12 boards unless any Director provides an alternative recommendation. REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES: Director of Finance and Administrative Services Lorenzo Tyner did not provide a report. Due to a lack of quorum, Board Chair Sebourn reordered the agenda to begin with Information Item No. 6. INFORMATION ITEMS: 6. URBAN RUNOFF PROGRAM (Jim Colston) Mark Kawamoto, Engineering Supervisor, introduced Merrill Seiler, Principal Environmental Specialist, who manages the urban runoff program. Mr. Kawamoto provided an informative PowerPoint presentation that included an overview of how the OCSD Urban Runoff Diversion Program works and background of Program, OCSD's partners, diversion locations, dry weather urban runoff quality, and impact of urban runoff. Mr. Kawamoto and Mr. Seiler answered questions from the Committee. Director Nagel arrived at 5:10 p.m., thereby establishing quorum. Vice-Chair Wagner arrived at 5:17 p.m. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED. AND DULY CARRIED TO: Approve Minutes of the July 12, 2017 Administration Committee Meeting. 09/13/2017 Administration Committee Minutes Page 2 of 5 AYES: NOES: ABSTENTIONS: ABSENT: Ferryman, Kim, Nagel, Peotter, Peterson (Alternate), Sebourn, Shawver, and Wagner None None Krippner, M. Murphy (Alternate), Parker, Tinajero, and Wanke 2. REIMBURSEMENTS TO BOARD MEMBERS AND STAFF (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, 2016 through June 30, 2017. AYES: NOES: ABSTENTIONS: ABSENT: Ferryman, Kim, Nagel, Peotter, Peterson (Alternate), Sebourn, Shawver, and Wagner None None Krippner, M. Murphy (Alternate), Parker, Tinajero, and Wanke 3. CONTINUITY OF OPERATIONS PLAN CONSULTING AND SOFTWARE (Celia Chandler) MOVED, SECONDED, AND DULY CARRIED TO: A. Approve a Professional Services Agreement with BOLDplanning Inc. for consulting services and Continuity of Operations Management Software under GSA Contract GS35F0301Y or its successor, for an amount not to exceed $118,000; and B. Approve a contingency amount of $11,800 (10%). AYES: NOES: ABSTENTIONS: ABSENT: NON-CONSENT: Ferryman, Kim, Nagel, Peotter, Peterson (Alternate), Sebourn, Shawver, and Wagner None None Krippner, M. Murphy (Alternate), Parker, Tinajero, and Wanke 4. CINTAS FIRE PROTECTION (SAFETY TRAINING) (Celia Chandler) Director of Human Resources Celia Chandler introduced Human Resources Manager Richard Spencer who provided an overview of this item. Mr. Herberg and Mr. Spencer responded to questions from the Committee pertaining to the training offered and an explanation as to why this is an unanticipated expense. Director Mark Murphy arrived at 5:20 p.m. 09/13/2017 Administration Committee Minutes Page 3 of5 MOVED, SECONDED. AND DULY CARRIED TO: A. Ratify a change order to P.O. 105830-0B, U.S. Communities contract number 12-JLH-011 C, issued to Cintas Fire Protection, for safety training for an additional $30,000 for a contract amount not to exceed $129,000 for the period from October 1, 2016 to June 30, 2017; and B. Add funding to P.O. 105963-0B, U.S. Communities contract number 12-JLH-011 C, issued to Cintas Fire Protection, for safety training for an additional $30,000 for a contract amount not to exceed $129,000 for the period from July 1, 2017 to June 30, 2018. AYES: NOES: ABSTENTIONS: ABSENT: Ferryman, Kim, M. Murphy (Alternate), Nagel, Peotter, Peterson (Alternate), Sebourn, Shawver, and Wagner None None Krippner, Parker, Tinajero, and Wanke INFORMATION ITEMS: 5. BENEFITS PROGRAM UPDATE (Celia Chandler) Director of Human Resources Celia Chandler provided an informative PowerPoint presentation that included an overview of the cost of employee benefits, compliance requirements, organizational sustainability components of offering benefits, language in the labor agreements regarding employee benefits and cost sharing, an overview of benefit plans offered, and a comparison of average benefits costs. Ms. Chandler introduced Karen Delaney and Laurinda Newell, both with Alliant, who continued the presentation with information pertaining to benefit plan pricing, renewals and timing, current benefit trends, and the importance of investing in talent at OCSD. Ms. Chandler indicated that proof of the eligibility of dependents is required annually or when changes are made. Ms. Chandler confirmed the monthly cost of employee benefits. The Committee inquired as to benchmarking between public agencies and the private sector and asked that this information be provided in the future. Ms. Delaney responded to a question regarding health savings accounts. 7. SPACE UTILIZATION NEEDS (Rob Thompson) Director of Engineering Rob Thompson provided a PowerPoint presentation pertaining to this item, which included information regarding OCSD's need for space for future processing needs. Mr. Thompson's presentation included an overview of current and recently completed construction projects, future construction needs, immediate space challenges, and long-term space issues. The Committee indicated that phasing by square footage would be helpful in reviewing this subject in the future. Mr. Thompson indicated that OCSD believes capacity needs are projected to be met through 2040. 09/13/2017 Administration Committee Minutes Page4 of5 CLOSED SESSION: CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTIONS 54956.8: The Committee convened in closed session at 6 :09 p .m. to d iscuss two items. Confidential minutes of the Closed Session have been prepared in accordance w ith the above Government Code Section and are ma intained by the Clerk of the Board in the Official Book of Confidential Minutes of Board and Committee Closed Session Meetings. Director Nagel recused himself at 6:09 p .m. and left the meeting during discuss ion o n Closed Session Item No . 1. Director Nagel returned to the mee tin g at 6:12 p .m. for th e discussion on Clo sed Session Item No . 2. RECONVENED IN REGULAR SESSION: The Board reconvened in regular session at 6 :15 p .m . CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION : General Counsel Brad Hogin stated there was nothing to report. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: Board Vice-Chair Shawver indicated that he recently attended th e California Associati on of Sanitation Agencies annual conference (focus on Proposi ti o n 218 notification , biosolids , and public-private partnerships) and would be happy to share his conference materials with anyone interested . ADJOURNMENT: Committee Vice-Chair Wagner declared the meeting adjourned at 6 : 17 p .m . to the ne xt regularly scheduled meeting of Wednesday , October 11 , 2017 at 5:00 p .m. Submitted by: T{//µJ~'?fr Tina Knapp, CMC Deputy Clerk of the Board , 09/13/201 7 Ad ministrati on C ommittee M inu tes Page 5 of 5