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HomeMy WebLinkAbout02-13-2019 Administration Committee MinutesMINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, February 13, 2019 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 February 13, 2019 at 5:01 p.m. in the Administration Building of the Orange County Sanitation District. Chairman Wanke led the Flag Salute. A quorum was declared present as follows: COMMITTEE MEMBERS PRESENT: Chad Wanke, Chairman Richard Murphy, Vice-Chairman James Ferryman Cecilia Iglesias (Alternate) Peter Kim Mark Murphy (Alternate) Steve Nagel Andrew Nguyen Glenn Parker Erik Peterson David Shawver, Board Chairman John Withers, Board Vice-Chairman COMMITTEE MEMBERS ABSENT: Donald P. Wagner PUBLIC COMMENTS: None. REPORTS: Chair Wanke did not provide a report. STAFF PRESENT: Jim Herberg, General Manager Rob Thompson, Assistant General Manager Lorenzo Tyner, Assistant General Manager Celia Chandler, Director of Human Resources Kelly Lore, Clerk of the Board Jennifer Cabral Rhea De Guzman Al Garcia Ddaze Phuong Rob Michaels Kathy Millea Adam Nazaroff Tyler Ramirez Wally Ritchie John Swindler Thomas Vu OTHERS PRESENT: Brad Hogin, General Counsel Bill Dennehy, Chandler Asset Management General Manager Jim Herberg reminded the Committee of the upcoming Special Board meeting on February 20 , 2019 at 3:00 p.m . for the purpose of Board Orientation. He also introduced the new Sanitation District Controller, Wally Ritchie. 02/13/2019 Administration Committee Minutes Page 1 of 6 Mr. Herberg introduced Assistant General Manager Rob Thompson who provided a brief update on a minor spill at the Sanitation District's Main Street Pump Station in Irvine. Mr. Thompson stated that staff had contained the spill and was in the process of assessing the situation and necessary repairs. He estimated that approximately 20 gallons entered the storm drain. Mr. Thompson stated he is working closely with IRWD to reduce their flow and has notified all affected agencies of lane closures and other impacts. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, AND DULY CARRIED TO: Approve Minutes of the December 11 , 2018 Administration Committee Meeting. AYES: Ferryman, Kim, R. Murphy, Nagel, Nguyen, Parker, Peterson, Shawver, Wanke and Withers NOES: None ABSTENTIONS: M. Murphy (Alternate) ABSENT: Iglesias (Alternate) and Wagner 2. DESIGNATION OF APPLICANT'S AGENT FOR DISASTER RELIEF (Lorenzo Tyner) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to : Adopt Resolution No. OCSD 19-XX, entitled , "A Resolution of the Board of Directors of the Orange County Sanitation District authorizing the General Manager, or either one of the Assistant General Managers, to Execute State Office of Emergency Services and/or Federal Emergency Management Agency Documents and Relevant Permit Applications for Present and Future Disaster Relief Applications; and Repealing Resolution No. OCSD 16-08." AYES: Ferryman , Kim , M. Murphy (Alternate), R. Murphy, Nagel, Nguyen , Parker, Peterson, Shawver, Wanke and Withers NOES: None ABSTENTIONS: None ABSENT: Iglesias (Alternate) and Wagner 3. ENGINEERING AND GIS CONSUL TING SERVICES SPECIFICATION NO. CS-2018-982BD (Lorenzo Tyner) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to : A. Award a Professional Consultant Services Agreement to Psomas for Engineering and Consulting services, Specification No. CS-2018-982BD, 02/13/201 9 Administration Committee Minutes Page 2 of 6 for a total amount not to exceed $319,080; and B. Approve a contingency of $31 ,908, (10%). AYES: Ferryman , Kim , M. Murphy (Alternate), R. Murphy, Nagel, Nguyen , Parker, Peterson, Shawver, Wanke and Withers NOES: None ABSTENTIONS: None ABSENT: Iglesias (Alternate) and Wagner 4. DEFERRED COMPENSATION ADVISORY COMMITTEE'S NOTIFICATION OF VENDOR SELECTION (Lorenzo Tyner) MOVED, SECONDED, AND DULY CARRIED TO: A. Award a Professional Consultant Services Agreement to NFP Retirement, Inc. (NFP) to provide Deferred Compensation Program 457(b) Investment Consulting Services, Specification No. CS-2018-973-R, for a term of three years, in an amount not to exceed $160,000 for the period beginning April 1, 2019 through March 31, 2022, with two one-year renewal options; and B. Approve a contingency of $16 ,000 (10%) AYES: Ferryman, Kim, M. Murphy (Alternate), R. Murphy, Nagel, Nguyen, Parker, Peterson, Shawver, Wanke and Withers NOES: None ABSTENTIONS: None ABSENT: Iglesias (Alternate) and Wagner 5. 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 October 1, 2018 to December 31 , 2018; and B. Approve the following additions to the pre-approved OEM Sole Source List for the period of October 1, 2018 to December 31 , 2018: AYES: • POL YCHEM (BRENTWOOD) -Sludge Collection System Parts and Components • HYDRO GATE -Weir Gates and Parts NOES: Ferryman, Kim , M. Murphy (Alternate), R. Murphy, Nagel, Nguyen, Parker, Peterson, Shawver, Wanke and Withers None 02/13/2019 Administration Committee Minutes Page 3 of 6 ABSTENTIONS: None ABSENT: Iglesias (Alternate) and Wagner 6. MID-YEAR CONSOLIDATED FINANCIAL REPORT FOR THE PERIOD ENDED DECEMBER 31, 2018 (Lorenzo Tyner) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the Orange County Sanitation District Mid-Year Financial Report for the period ended December 31 , 2018. AYES: Ferryman, Kim , M. Murphy (Alternate), R. Murphy, Nagel, Nguyen, Parker, Peterson , Shawver, Wanke and Withers NOES: None ABSTENTIONS: None ABSENT: Iglesias (Alternate) and Wagner Committee Chair Wanke announced that the Information items would be heard prior to the Non-Consent items. INFORMATION ITEMS: Alternate Director Cecilia Iglesias arrived at the meeting at 5: 13 p. m. during the informational presentations. 9. RESERVES AND INVESTMENTS POLICIES (Lorenzo Tyner) Assistant General Manager Lorenzo Tyner provided a PowerPoint presentation regarding the Sanitation District's Reserves and Investments, focusing on the seven non-discretionary and discretionary reserve criteria. He then provided information on the three investment objectives of the District. 10. INVESTMENT PERFORMANCE RES UL TS (Lorenzo Tyner) Mr. Tyner introduced Bill Dennehy, Sen ior Portfolio Manager from Chandler Asset Management, who provided a PowerPoint presentation which included an overview of their firm , an economic update, and our account profile. Mr. Dennehy and Mr. Tyner responded to questions from the Committee. NON-CONSENT: 7. TRANSFER 8.5 MILES OF SEWERS TO THE CITY OF SANTA ANA (Lorenzo Tyner) Mr. Tyner provided a brief introduction to the item , stating that this item was approved by the City of Santa at their recent Council meeting. MOVED , SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: 02/13/2019 Administration Committee Minutes Page 4 of 6 A. Approve a Quitclaim Sewer Transfer Agreement between Orange County Sanitation District and the City of Santa Ana; B. Approve Quitclaim Deed to the City of Santa Ana transferring ownership and associated property rights for sewers; and C. Authorize a transfer of $23,229,000 to the City of Santa Ana for projected necessary repairs due to the age and condition of the facilities. AYES: Ferryman, Iglesias (Alternate), Kim , M. Murphy (Alternate), R. Murphy, Nagel, Nguyen, Parker, Peterson, Shawver, Wanke and Withers NOES: None ABSTENTIONS: None ABSENT: Wagner 8. CONSIDERATION OF BUDGET ASSUMPTIONS AND BUDGET CALENDAR FOR PREPARATION OF THE FY 2019-20 BUDGET UPDATE (Lorenzo Tyner) Mr. Tyner introduced Controller Wally Ritchie who provided a PowerPoint presentation that outlined budget development assumptions, detailing: rates , plant operations, staffing level expectations, Capital Improvement Program, debt financing , budget summary, and key meeting dates for the budget preparation. Mr. Ritchie and Mr. Tyner responded to questions from the Committee regarding the useage of the reserves . MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve the FY 2019-20 budget assumptions and direct staff to incorporate these parameters in preparing the FY 2019-20 budget update. AYES: NOES: Ferryman, Kim , M. Murphy (Alternate), R. Murphy, Nagel, Nguyen, Parker, Peterson, Shawver, Wanke and Withers None ABSTENTIONS: ABSENT: CLOSED SESSION: Iglesias (Alternate) Wagner (1) CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) The Board convened in closed session at 5:45 p.m. to discuss one item. Confidential minutes of the Closed Sessions have been prepared in accordance with the above Government Code Section and are maintained by the Clerk of the Board in the Official Book of Confidential Minutes of Board and Committee Closed Session Meetings. RECONVENED IN REGULAR SESSION: The Board reconvened in regular session at 5:54 p.m. 02/13/2019 Administration Committee Minutes Page 5 of 6 CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION: General Counsel Brad Hogin did not provide a report. DEPARTMENT HEAD REPORTS: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: Board Chair Shawver acknowledged the appointment of Director Richard Murphy as the Administration Committee Vice-Chair. He also reminded the Committee to attend the Board Orientation next week. ADJOURNMENT: Committee Chairman Wanke declared the meeting adjourned at 5:56 p.m. to the next regularly scheduled meeting of Wednesday, March 13 , 2019 at 5:00 p.m. Submitted by: ,..-"' ,,... ... -. -· ,.... ,_ ----... . .,., ':' -· ,,. , -., , . . . ~ . ... ... ,.. .... -. ,... - 02/1 3/2019 Administration Committee Minutes Page 6 of 6