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Home My WebLink About12-13-2017 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, December 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 Committee Vice-Chair Wagner on December 13, 2017 at 5:02 p.m. in the Administration Building of the Orange County Sanitation District. Director Scott Peotter led the Flag Salute. A quorum was declared present as follows: COMMITTEE MEMBERS PRESENT: Donald P. Wagner, Vice-Chair Barbara Delgleize Jim Ferryman Peter Kim Al Krippner Steve Nagel Scott Peotter Theresa Smith Greg Sebourn, Board Chair David Shawver, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Chad Wanke, Chair Glenn Parker Sal Tinajero PUBLIC COMMENTS: None. 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 Ed Torres, Director of Operations & Maintenance Lorenzo Tyner, Director of Finance & Administrative Services Kelly Lore, Clerk of the Board Angela Brandt Jennifer Cabral Pongsakdi Cady Al Garcia Laura Maravilla Riaz Moinuddin Randy Kleinman Kathy Millea Tyler Ramirez Mike White Eros Yong OTHERS PRESENT: Brad Hogin, General Counsel Pierce Rossum, Carollo 12/13/2017 Administration Committee Minutes Page 1of6 REPORTS: Director of Engineering Rob Thompson provided information regarding unforeseen expenses to District Trunk Sewer Relief, Project No. 6-17 that due to time constraints will be proceeding directly to the Steering Committee and Board of Directors rather than the Operations Committee. Committee Vice-Chair Wagner 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 November 8, 2017 Administration Committee Meeting. 2 . 2017 BENEFITS PROGRAM -ONE-TIME FUND REALLOCATION (Celia Chandler) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve a one-time reallocation of budgeted funds in the amount of $195,000 to be transferred to group health insurance benefits resulting in a total cost of $12,032, 187. The reallocation would not result in an increase to the overall 2017 budget. AYES: Ferryman, Kim, Krippner, Nagel, Peotter, Sebourn, Shawver, T. Smith and Wagner NOES: None ABSTENTIONS: None ABSENT: Delgleize, Parker, Tinajero, and Wanke NON-CONSENT: 3 . ENTERPRISE ASSET MANAGEMENT PHASE IV -LOCK OUT TAG OUT (LOTO) (Lorenzo Tyner) Director of Finance and Administrative Services, Lorenzo Tyner, introduced Information Technology Manager John Swindler and Engineering Manager Riaz Moinuddin who provided a brief overview of the item. MOVED. SECONDED. AND DULY CARRIED TO: Recommend to the Board of Directors to: A Approve a Professional Services Agreement with Total Resource Management, Inc. for IBM-Maximo Enterprise Asset Management Phase IV -Lock Out Tag Out (LOTO) Software, Specification No. S-2017-871 BO, for a total amount not to exceed $188,318; and 12/13/2017 Administration Committee Minutes Page 2 of 6 B. Approve a contingency in the amount of $37,664 (20%). AYES: Ferryman, Kim, Krippner, Nagel, Peotter, Sebourn, Shawver, T. Smith and Wagner NOES: None ABSTENTIONS: None ABSENT: Delgleize, Parker, Tinajero, and Wanke Director Oelgleize arrived at 5:10 p.m . 4 . RIGHT OF WAY AND PROPERTY MANAGEMENT SERVICES (Lorenzo Tyner) Mr. Tyner provided a brief overview of the item describing the services to be rendered. MOVED, SECONDED. AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Professional Consultant Services Agreement with Paragon Partners Ltd. for Right of Way and Property Management Services, Specification No. CS-2017-879, for the period January 1, 2018 through December 31, 2018, for a total annual amount not to exceed $115,000, with two (2) six-month renewal options; and B. Approve a contingency of $11,500 (10%). AYES: Delgleize, Ferryman, Kim, Krippner, Nagel, Peotter, Sebourn, Shawver, T. Smith and Wagner NOES: None ABSTENTIONS: None ABSENT: Parker, Tinajero, and Wanke 5. INVEST AND/OR REINVEST DISTRICT'S FUNDS (Lorenzo Tyner) Mr . Tyner introduced Controller Mike White who provided the changes that were made to the annual Investment policy being proposed and responded to questions from the Committee regarding a change related to adding supranational securities to the list of securities whereas the Sanitation District can invest up to 30% of its portfolio in supranational securities. MOVED. SECONDED. AND DULY CA _RRIED TO: Recommend to the Board of Directors to: Adopt Resolution No. OCSD 17-XX, entitled "A Resolution of the Board of Directors of the Orange County Sanitation District, Authorizing the District's Treasurer to Invest and/or Reinvest District's Funds; Adopting District's Investment Policy Statement and Performance Benchmarks; and Repealing Resolution No. OCSD 16-19." 12/13/2017 Administration Committee Minutes Page 3 of 6 AYES: Delgleize, Ferryman, Kim, Krippner, Nagel, Peotter, Sebourn, Shawver, T. Smith and Wagner NOES: None ABSTENTIONS: None ABSENT: Parker, Tinajero, and Wanke 6. ALLIANT INSURANCE SERVICES (Celia Chandler) Director of Human Resources Celia Chandler introduced Human Resources and Risk Manager Richard Spencer and Principal Financial Analyst Randy Kleinman who provided information regarding the insurance services included in the proposed agreement and the competitive process in the selection of the consultant. MOVED. SECONDED. AND DULY CARRIED TO: Recommend to the Board of Directors to: A . Approve a Professional Consultant Services Agreement with Alliant Insurance Services, Inc. to act as Broker of Record for the Orange County Sanitation District's assets and operations insurance coverages, Specification No. CS-2017-884-BD, for the period of January 1, 2018 through December 31, 2018 with up to four (4) one-year renewal options; and 8 . No direct payment from the Sanitation District is provided. The Broker of Record, Alliant Insurance Services, will be compensated through commission that is paid directly by the insurance carriers. AYES: NOES~ ABSTENTIONS: ABSENT: Delgleize, Ferryman, Kim , Krippner, Nagel , Peotter, Sebourn, Shawver, T. Smith and Wagner None None Parker, Tinajero, and Wanke 7. 2017 FACILITIES MASTER PLAN (Rob Thompson) Engineering Manager Kathy Millea provided an informative PowerPoint Presentation regarding the 2017 Facilities Master Plan and responded to questions regarding the programmatic EIR. Director T. Smith departed the meeting at 5:42 p.m. 8. ORANGE COUNTY SANITATION DISTRICT WASTEWATER REVENUE PROGRAM RATE STUDY (Lorenzo Tyner) Mr. Tyner distributed the Consolidated Cash Flow projections and provided an informative in-depth PowerPoint presentation regarding the rate study performed by consultant Carollo and responded to questions from the Committee. 12/13/2017 Administration Committee Minutes Page 4 of 6 MOVED. SECONDED . AND DULY CARRIED TO : Recommend to the Board of Directors to: Receive and file the Orange County Sanitation District's 2017 Wastewater Revenue Program Rate Study completed by Carollo Engineers. AYES: Delgleize, Ferryman, Kim, Krippner, Nagel , Peotter, Sebourn, Shawver, and Wagner NOES: None ABSTENTIONS: None ABSENT: Parker, T . Smith, Tinajero, and Wanke Director Oelgleize stepped out of the room during Item No. 9. 9. PROPOSITION 218 NOTIFICATIONS (Lorenzo Tyner) MOVED. SECONDED. AND DULY CARRIED TO: Recommend to the Board of Directors to: Direct staff to prepare and mail Proposition 218 compliant notifications to affected property owners outlining a five-year regional sewer service fee schedule with annual increases of approximately 1.2 percent over the next five fiscal years beginning with Fiscal Year 2018-19. AYES: Ferryman, Kim, Krippner, Nagel, Peotter, Sebourn, Shawver, and Wagner NOES: None ABSTENTIONS: None ABSENT: Delgleize, Parker, T. Smith, Tinajero, and Wanke INFORMATION ITEMS: None. DEPARTMENT HEAD REPORTS: General Manager Herberg reminded the Committee of the upcoming Special Board Meeting on December 20, 2017 at 3:00 p.m. which will be include a tour of Plant No. 1 and Plant No . 2 . CLOSED SESSION:. None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS . IFANY: Board Chairman Sebourn reminded everyone that the Board meeting is being held one week early this month due to the holiday. 12/13/2017 Administration Committee Minutes Page 5 of 6 ADJOURNMENT: Committee Vice-Chair Wagner declared the meeting adjourned at 6:00 p.m. to the next regularly scheduled meeting of Wednesday, February 14, 2018 at 5:00 p.m. Submitted by: 12/13/2017 Administration Committee Minutes Page 6 of 6