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HomeMy WebLinkAbout10-11-2017 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, October 11, 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 Chair Wanke on October 11, 2017 at 5:02 p.m. in the Administration Building of the Orange County Sanitation District. Chair Wanke 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) Sal Tinajero Greg Sebourn, Board Chair David Shawver, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Glenn Parker Theresa Smith PUBLIC COMMENTS: None. REPORTS: STAFF PRESENT: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Celia Chandler, Director of Human Resources Rob Thompson, Director of Engineering Ed Torres, Director of Operations & Maintenance Lorenzo Tyner, Director of Finance & Administrative Services Kelly Lore, Clerk of the Board Gilbert Barela Jennifer Cabral Marc Dubois Al Garcia Mark Manzo Andrew Nau Mike White OTHERS PRESENT: Brad Hagin, General Counse l Kassie Radermacher, WNDE General Manager Jim Herberg stated that one of the goals the Board has set for the agency is to be leaders in the industry and be involved in the community. In line with this goal, he informed the committee of the recently held OC Diversity Committee Leadership Symposium hosted by BLAST and the upcoming American Academy of Environmental Engineers and Scientists (MEES) annual fall event to be held at OCSD. 10/11/2017 Administration Committee Minutes Page 1 of 4 Committee Chair Wanke did not provide a report. DEPARTMENT HEAD REPORTS: There were no reports provided. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, AND DULY CARRIED TO: Approve Minutes of the September 13, 2017 Administration Committee Meeting. AYES: Ferryman, Kim, Krippner, Nagel, Peotter, Peterson (Alternate), Sebourn, Shawver and Wagner NOES: None ABSTENTIONS: Wanke ABSENT: Parker, T. Smith and Tinajero NON-CONSENT: 2. CONTRACTED INTERNAL AUDITS IN SEARCH OF FICTITIOUS EMPLOYEES AND SEARCH OF FICTITIOUS VENDORS (Lorenzo Tyner) Director of Finance and Administrative Services Lorenzo Tyner introduced Controller Mike White who provided a brief explanation of the audit findings and recommendations. Mr. White further stated that additional procedures will be added to address the auditor's findings. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the August 24, 2017, White Nelson Diehl Evans (WNDE) audit report in Search of Fictitious Employees and Search of Fictitious Vendors. AYES: Ferryman, Kim, Krippner, Nagel, Peotter, Peterson (Alternate), Sebourn, Shawver, Wanke and Wagner NOES: None ABSTENTIONS: None ABSENT: Parker, T. Smith and Tinajero 3 . DOIG DRIVE PROPERTY DISPOSAL -BROKER (Lorenzo Tyner) Director of Finance and Administrative Services Lorenzo Tyner provided a brief introduction and history of this item. Committee Chair Wanke requested that he and staff review the RFP language prior to its release . MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Authorize the General Manager to conduct a Request for Proposal 10/11/2017 Administration Committee Minutes Page 2 of 4 process and subsequently award for real estate broker services to facilitate the sale of the Orange County Sanitation District's real property at 7311 Doig Drive, Garden Grove, CA. AYES: Ferryman, Kim, Krippner, Nagel, Peotter, Peterson (Alternate), Sebourn, Shawver, Wanke and Wagner NOES: None ABSTENTIONS: None ABSENT: Parker, T. Smith and Tinajero INFORMATION ITEMS: 4 . STRATEGIC PLAN UPDATE (Bob Ghirelli) Assistant General Manager Bob Ghirelli introduced this item and indicated that the updated plan would be presented to the Board of Directors for approval in November . Dr. Ghirelli briefly reviewed the strategic goals and the changes staff are recommending in the Levels of Service . Dr. Ghirelli, Mr. Herberg, and Board Chairman Sebourn responded to questions regarding a "rolling plan" with annual goals vs. an update. Board Chairman Sebourn stated that in the past few years the Board had engaged in an annual workshop; however, that resulted in very little additional information being introduced. Mr. Herberg indicated a new Five-year Strategic Plan, including a full Board workshop, will be brought to the Board of Directors next year. Director Tinajero arrived at the meeting at 5:30 p .m . Alternate Director Peterson departed the meeting at 5:30 p .m. 5 . ORANGE COUNTY SANITATION DISTRICT PROCUREMENT PROCESS (Lorenzo Tyner) Mr. Tyner introduced Contract and Purchasing Manager Marc Dubois who provided a PowerPoint presentation that included an overview of the Sanitation District's procurement process, the types of procurements, methods, approval thresholds, and ethics involved in procurement. Mr. Dubois responded to a variety of questions from the Committee regarding: approval levels, purchasing ordinance, RFP evaluation procedure, and advertising . Public Affairs Supervisor Jennifer Cabral provided information regarding the educational videos that the District has recently created, and showed the Budget video. CLOSED SESSION: None. 10/11/2017 Administration Committee Minutes Page 3 of 4 OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS , IFANY: Board Vice-Chair Shawver stated that he recently represented the District at the CSDA Conference in Monterey. Board Chair Sebourn responded to a question from Director Wagner regarding ongoing discussions with OCTA. He stated that OCSD, OCTA, and the City of Santa Ana are cooperatively working together regarding the OC Streetcar project. Mr. Herberg and Board Chair Sebourn reiterated that the agency is also working cooperatively with OCT A on the 1-405 project. Chair Wanke notified staff that he received information that transdermal patches are labeled for disposal into the toilet and requested staff to look into this. ADJOURNMENT: Committee Chair Wanke declared the meeting adjourned at 6:00 p.m. to the next regularly scheduled meeting of Wednesday, November 8, 2017 at 5:00 p.m. Submitted by: 10/11/2017 Administration Committee Minutes Page 4 of 4