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Home My WebLink About10-10-2018 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, October 10, 2018 at 5:00 P.M. A regular meeting of the Administration Committee of the Orange County Sanitation District was called to order by Committee Chairman Wanke on October 10, 2018 at 5:02 p.m. in the Administration Building of the Orange County Sanitation District. Committee Chairman Wanke led the Flag Salute. A quorum was declared present as follows : COMMITTEE MEMBERS PRESENT: Chad Wanke, Chairman Donald P. Wagner, Vice-Chairman Peter Kim Al Krippner (Alternate) Richard Murphy Steve Nagel Glenn Parker Erik Peterson Sal Tinajero Teresa Smith Greg Sebourn, Board Chairman David Shawver, Board Vice-Chairman COMMITTEE MEMBERS ABSENT: James Ferryman PUBLIC COMMENTS: None. STAFF PRESENT: Rob Thompson , Assistant General Manager Lorenzo Tyner, Assistant General Manager Celia Chandler, Director of Human Resources Jim Colston, Director of Environmental Services Kelly Lore , Clerk of the Board Stephanie Barron Jennifer Cabral Rod Collins Al Garcia Tom Grant Lori Karaguezian Laura Maravilla Kathy Millea Jeffrey Mohr Andrew Nau Adam Nazaroff Man Nguyen Sang Paik Ddaze Phuong John Swindler Tyler Ramirez OTHERS PRESENT: Brad Hagin, General Counsel 10/10/2018 Administration Committee Minutes Page 1 of 5 REPORTS: Assistant General Manager Lorenzo Tyner 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 September 12, 2018 Administration Committee Meeting. AYES: Kim , Murphy, Nagel , Nguyen, Parker, Peterson, Sebourn, Shawver, T. Smith , Wagner and Wanke NOES: None ABSTENTIONS: None ABSENT: Ferryman and Tinajero 2. PHYSICAL AND BIOGEOCHEMICAL MODELING SUPPORT PROJECT (James Colston) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve a Service Agreement to the Southern California Coastal Water Research Project (SCCWRP) to provide physical and biogeochemical modeling of the Orange County Sanitation District's ocean discharge for the period of October 1, 2018 to September 30 , 2021 , for a total amount not to exceed $248,000, in a form approved by General Counsel. AYES: Kim, Murphy, Nagel, Nguyen , Parker, Peterson, Sebourn , Shawver, T. Smith , Wagner and Wanke NOES: None ABSTENTIONS: None ABSENT: Ferryman and Tinajero 3. RENEWAL OF ESRI GIS ENTERPRISE LICENSE AGREEMENT SUBSCRIPTION AND SUPPORT (Lorenzo Tyner) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to : A. Approve the renewal of the ESRI GIS Enterprise License Agreement for a three-year period commencing December 31 , 2018 through December 30 , 2021 for a total amount not to exceed $317,000; and B. Approve a contingency of $15,850 (5%). AYES: 10/1 0/2018 Kim , Murphy, Nagel , Nguyen, Parker, Peterson, Sebourn, Shawver, T. Smith, Wagner and Wanke Administration Committee Minutes Page 2 of 5 NOES: None ABSTENTIONS: None ABSENT: Ferryman and Tinajero NON-CONSENT: 4. 2018 BENEFITS PROGRAM -ONE-TIME FUND REALLOCATION (Celia Chandler) Director of Human Resources Celia Chandler provided information as to the additional amount requested due to: account administration fees billed since 2015, employee enrollment changes, and retirement benefit costs (rates not determined until after the budget approval). Mr. Tyner and Ms. Chandler responded to questions from the committee regarding the failure to bill, Benefit Administrator RFP , retiree benefit costs and the number of retirees, providing a more accurate analysis and conservative estimate in the future, and offsetting the costs within other salary and benefit line items. Mr. Tyner will add the actual fund balance adjustments in the information that will be provided to the Board of Directors. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve a one-time reallocation from the 2018 operating budget in the amount of $1 ,360,000 to be transferred to group health insurance benefits, resulting in a change in the total cost from $11,135,903 to $12,495,903. The reallocation would not result in an increase to the overall 2018 budget. AYES: NOES: ABSTENTIONS: ABSENT: Kim , Murphy, Nagel , Nguyen, Parker, Peterson, Sebourn, Shawver, T. Smith, Wagner and Wanke None None Ferryman and Tinajero Director Sal Tinajero arrived at the meeting at 5:21 p.m. during discussion on Item No. 5. 5. RIGHT OF WAY AND PROPERTY MANAGEMENT SERVICES (Lorenzo Tyner) Committee Chairman Wanke and Mr. Tyner provided a brief overview to the item and the need for this specialized service. In response to questions, Mr. Tyner will look into the possibility of partnering with other agencies to share the cost of services; and will provide an analysis of the use of this contract to the Board of Directors at the end of the contract. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to : A. Approve Amendment No. 1 to the Professional Consultant Services Agreement with Paragon Partners Ltd. for Right of Way and Property Management Services, for a total amount not to exceed $205,000 ; 10/10/2018 Administration Committee Minutes Page 3 of 5 B. Approve the amended, not to exceed amount of $205,000 to be carried into the existing Agreement's two (2) six-month renewal options; and C. Approve a total contingency of $20,500 (10%). AYES: Kim , Murphy, Nagel, Nguyen, Parker, Peterson, Sebourn, Shawver, T. Smith , Tinajero, Wagner and Wanke NOES: None ABSTENTIONS: None ABSENT: Ferryman Board Vice Chairman Shawver stepped out of the meeting at 5:22 p.m. 6. SOLE SOURCE CHANGE ORDER REQUEST (Celia Chandler) Ms. Chandler provided a brief overview of the requested item. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to : Approve an increase to an existing contractual sole source agreement with Payne & Fears LLP in the amount of $1 10,000, resulting in a change in the total cost from $90 ,000 to $200,000. AYES: Kim, Murphy, Nagel, Nguyen, Parker, T. Smith, Tinajero, Wagner and Wanke None Peterson, Sebourn , NOES: ABSTENTIONS: None ABSENT: Ferryman and Shawver Board Vice Chairman Shawver re-entered the meeting at 5:24 p.m. INFORMATION ITEMS: 7. CYBER SECURITY UPDATE (Lorenzo Tyner) John Swindler, IT Systems & Operations Manager; Sang Paik, Principal IT Analyst; and Man Nguyen, IT Analyst Ill, provided an informative PowerPoint presentation regarding Cyber Security including: Cyber Trends, IT Security in the Public Sector, Risk and Security Assessments, Threat Intelligence, OCSD Security Awareness & Training Program, Incident Response, and best practices. Chair Wanke stated that he had recently attended DEF CON and had previewed a hack attack and described infrastructure and smart cities. He thanked staff for their efforts and acknowledged their thoroughness. 8. ORANGE COUNTY SANITATION DISTRICT SAFETY AND SECURITY (Celia Chandler) Rod Collins, Safety and Risk Management Supervisor, provided an informative PowerPoint presentation regarding the programs of OCSD safety and security 10/10/2018 Administration Committee Minutes Page 4 of 5 including: Risk Identification , Facility Wide Safety Assessment and Improvements Made, OSHA Required Training , Voluntary Protection Program, Physical Security, Contract Security Services, and Centralized Monitoring Station. Mr. Collins and Ms. Chandler responded to questions and concerns from the Committee including: obtaining Fire Authority and building permits prior to building changes and security measures at the Orange County Water District. 9. HEADQUARTERS COMPLEX, SITE AND SECURITY, AND ENTRANCE REALIGNMENT PROGRAM, PROJECT NO. P1-128 (Rob Thompson) Assistant General Manager Rob Thompson provided a PowerPoint presentation depicting the concept layout of the Complex and noted the Laboratory will not be included in this complex. Mr. Thompson responded to questions and suggestions from the Committee including : ADA compliance; inclusion of all staff to provide feedback and input into the design; Mt. Langley property 5-year plan and long-term use; and concerns over the Boardroom glass window. Board Chairman Sebourn announced that an Ad Hoc Committee had been created to review the design of the Headquarters Complex. CLOSED SESSION: None. DEPARTMENT HEAD REPORTS: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: None. ADJOURNMENT: Chair Wanke declared the meeting adjourned at 6: 12 p.m. to the next regularly scheduled meeting of Wednesday, November 14, 2018 at 5:00 p.m . . - 10/1 0/2018 Administration Committee Minutes Page 5 of 5