HomeMy WebLinkAbout11-14-2018 Administration Committee MinutesMINUTES OF THE
ADMINISTRATION COMMITTEE
Orange County Sanitation District
Wednesday, November 14, 2018 at 5:00 P.M.
A regular meeting of the Administration Committee of the Orange County Sanitation
District was called to order by Board Chairman Sebourn on November 14, 2018 at
5:01 p.m. in the Administration Building of the Orange County Sanitation District. Director
Jim Ferryman led the Flag Salute.
A quorum was declared present as follows:
COMMITTEE MEMBERS PRESENT:
Donald P. Wagner, Vice-Chairman
James Ferryman
Peter Kim
Richard Murphy
Steve Nagel
Charlie Nguyen
Glenn Parker
Erik Peterson
Teresa Smith
Greg Sebourn, Board Chairman
David Shawver, Board Vice-Chairman
COMMITTEE MEMBERS ABSENT:
Chad Wanke, Chairman
Sal Tinajero
PUBLIC COMMENTS:
None.
STAFF PRESENT:
Jim Herberg, General Manager
Rob Thompson, Assistant General Manager
Lorenzo Tyner, Assistant General Manager
Celia Chandler, Director of Human Resources
Ed Torres, Director of Operations & Maintenance
Roya Sohanaki, Engineering Manager
Tina Knapp, Deputy Clerk of the Board
Gilbert Barela
Jeff Brown
Kim Cardenas
Rhea De Guzman
Damein Frabizio
Al Garcia
Brad Hamilton
Lina Hsiao
Rebecca Long
Kathy Millea
Adam Nazaroff
Warren Sternin
John Swindler
Tyler Ramirez
OTHERS PRESENT:
Brad Hagin, General Counsel
Peter George, MGO
Stefannie Kodrat, MGO
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REPORTS:
General Manager Jim Herberg provided an update on The OC Plan for Integrated
Regional Water Management and stated that the Orange County Sanitation District, the
Orange County Water District, and the County of Orange are preparing to submit a grant
application to the State Department of Water Resources to seek a fair share of State of
California Proposition 1 grant funds. Mr. Herberg also provided a brief background of the
establishment of this group.
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
October 10, 2018 Administration Committee Meeting.
AYES: Ferryman, Kim, Murphy, Nagel, Nguyen, Parker, Peterson,
Sebourn and Shawver
NOES: None
ABSTENTIONS: None
ABSENT: T. Smith, Tinajero, Wagner and Wanke
2. UPGRADE OF TIMECARD SOFTWARE (WORKFORCE) (Lorenzo Tyner)
MOVED. SECONDED. AND DULY CARRIED TO:
A. Authorize a Purchase Order Contract to WorkForce Software for the
upgrade of WorkForce, for a total amount not to exceed $119,475; and
8. Approve a contingency of $23,895 (20%).
AYES: Ferryman, Kim, Murphy, Nagel, Nguyen, Parker, Peterson,
Sebourn and Shawver
NOES: None
ABSTENTIONS: None
ABSENT: T. Smith, Tinajero, Wagner and Wanke
3. MICROSOFT ENTERPRISE LICENSE AGREEMENT (ELA) FOR MICROSOFT
ENTERPRISE SOFTWARE LICENSES (Lorenzo Tyner)
MOVED. SECONDED. AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Authorize a Purchase Order for a three-year contract to purchase Microsoft
Enterprise licenses under the Microsoft ELA in accordance with Microsoft
Volume Enterprise Enrollment -for State and Local government, Riverside
County Master Licensing Agreement 01 E73970, payable annually and with
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a contract expiration date of December 31, 2021, for a total amount not to
exceed $1,335,952; and
B. Approve a contingency of $200,393 (15%).
AYES: Ferryman, Kim, Murphy, Nagel, Nguyen, Parker, Peterson,
Sebourn and Shawver
NOES: None
ABSTENTIONS: None
ABSENT: T. Smith, Tinajero, Wagner and Wanke
4. GENERAL MANAGER APPROVED PURCHASES AND ADDITIONS TO THE
PRE-APPROVED OEM SOLE SOURCE LIST (Lorenzo Tyner)
MOVED. SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Receive and file Orange County Sanitation District purchases made under
the General Manager's authority for the period of July 1, 2018 to September
30,2018; and
B. Approve the following additions to the pre-approved OEM Sole Source List
for the period of July 1, 2018 to September 30, 2018:
AYES:
• EVOQUA WATER TECHNOLOGIES -Evoqua DI Water System
Service
• INTERNATIONAL SOCIETY OF AUTOMATION (ISA) -On-site
Instrumentation Technician Training
• POL YCHEM SYSTEMS -Gearboxes
Ferryman, Kim, Murphy, Nagel, Nguyen, Parker, Peterson,
Sebourn and Shawver
NOES: None
ABSTENTIONS: None
ABSENT: T. Smith, Tinajero, Wagner and Wanke
NON-CONSENT:
5. CONTRACTED INTERNAL AUDITS TO REVIEW ORANGE COUNTY
SANITATION DISTRICT'S PROCUREMENT CARD PROGRAM (Lorenzo Tyner)
Mr. Tyner introduced this item and provided background information on the audit
that was performed. Mr. Tyner also indicated that this item was reviewed by the
Audit Ad Hoc Committee on October 10, 2018.
MOVED. SECONDED. AND DULY CARRIED TO: Recommend to the Board of
Directors to: Receive and file the October 1, 2018 agreed-upon procedures review
of the Orange County Sanitation District's Procard program for fiscal years 2015-
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2016 and 2016-2017 performed by the White Nelson Diehl Evans, Certified Public
Accountants.
AYES: Ferryman, Kim, Murphy, Nagel, Nguyen, Parker, Peterson,
Sebourn and Shawver
NOES: None
ABSTENTIONS: None
ABSENT: T. Smith, Tinajero, Wagner and Wanke
6. ORANGE COUNTY SANITATION DISTRICT COMPREHENSIVE ANNUAL
FINANCIAL REPORT (CAFR) FOR THE YEAR END JUNE 30, 2018
(Lorenzo Tyner)
Mr. Tyner introduced this item and provided brief background information on the
item. Mr. Tyner introduced Lina Hsiao, Accounting Supervisor, who provided an
informative PowerPoint presentation that included an overview of the CAFR;
financial measurements used; components of the net position increase; review of
the change in net position over the last five years; components of the cash and
investments increase and decrease; a two-year comparison and comparison of
budget to actual for the year ended June 30, 2018 for collection, treatment, and
disposal costs; and a review of the auditor's report.
Committee Vice-Chairman Wagner arrived at the meeting at 5:08 p.m.
Director Teresa Smith arrived at the meeting at 5:21 p.m.
Mr. Tyner commented on the two-year comparison for collection, treatment, and
disposal costs and introduced Peter George, auditor from MGO. Mr. George gave
a PowerPoint presentation that included a review of the auditor's responsibilities,
deliverables, and a recap of the auditor's communication with this Committee.
AYES: Ferryman, Kim, Murphy, Nagel, Nguyen, Parker, Peterson,
Sebourn, Shawver, T. Smith and Wagner
NOES: None
ABSTENTIONS: None
ABSENT: Tinajero and Wanke
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Receive and file the Orange County Sanitation District's Comprehensive Annual
Financial Report for the year ended June 30, 2018, prepared by staff and audited
by Macias Gini & O'Connell LLP (MGO), Certified Public Accountants, along with
the following reports prepared by MGO:
A. Report to the Board of Directors; and
B. Independent Accountants' Report on Agreed-Upon Procedures Applied to
Appropriations Limit Worksheets.
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Committee Vice-Chairman Wagner presided over the meeting beginning at 5:32 p.m.
7. CONSOLIDATED FINANCIAL REPORT FOR FIRST QUARTER ENDED
SEPTEMBER 30, 2018 (Lorenzo Tyner)
Mr. Tyner introduced this item and indicated staff was available to answer
questions from the Committee.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to: Receive and file the Orange County Sanitation District First Quarter
Financial Report for the period ended September 30, 2018.
AYES: Ferryman, Kim, Murphy, Nagel, Nguyen, Parker, Peterson,
Sebourn, Shawver, T. Smith and Wagner
NOES: None
ABSTENTIONS: None
ABSENT: Tinajero and Wanke
INFORMATION ITEMS:
8. ORANGE COUNTY SANITATION DISTRICT RESEARCH PROGRAM
(Rob Thompson)
Assistant General Manager Rob Thompson introduced Senior Engineer Jeff
Brown who provided a PowerPoint presentation regarding the District's Research
program including: types of research, participation with other organizations, future
needs, notable successes, current projects examples, an overview of the
International Technology Approval Group (iTAG), and research budgeting.
CLOSED SESSION:
None.
DEPARTMENT HEAD REPORTS:
None.
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS.
IFANY:
None.
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ADJOURNMENT:
Committee Vice-Chairman Wagner declared the meeting adjourned at 5:54 p.m. to the
next regularly scheduled meeting of Wednesday, December 12, 2018 at 5:00 p.m.
Submitted by:
T [/l;L. ~· ~ ~
Tina Knapp, CMC
Deputy Clerk of the Board
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