HomeMy WebLinkAbout11-13-2019 Administration Committee MinutesOrange County Sanitation District
Minutes for the
ADMINISTRATION COMMITTEE
CALL TO ORDER
Wednesday, November 13, 2019
5:00 PM
Board Room
Administration Building
10844 Ellis Avenue
Fountain Valley, CA 92708
(714) 593-7433
A regular meeting of the Administration Committee of the Orange County Sanitation District
was called to order by Committee Chairman Chad Wanke on November 13, 2019 at 5:04
p.m. in the Administration Building of the Orange County Sanitation District. Director Erik
Peterson led the Flag Salute.
DECLARATION OF QUORUM:
A quorum was declared present as follows:
Present: Chad Wanke, James Ferryman, Cecilia Iglesias, Peter Kim, Steve
Nagel, Andrew Nguyen, Glenn Parker, Erik Peterson, Christina Shea,
David Shawver, John Withers, Kim Nichols (Alternate) and Dean
Grose (Alternate)
Absent: None
STAFF PRESENT:
Jim Herberg, General Manager; Rob Thompson, Assistant General Manager; Lorenzo Tyner,
Assistant General Manager; Celia Chandler, Director of Human Resources; Kathy Millea,
Director of Engineering; Lan Wiborg, Director of Environmental Services; Tina Knapp,
Assistant Clerk of the Board ; Janine Aguilar; Kim Cardenas; Daisy Covarrubias; Rhea de
Guzman; Al Garcia; Bryce Hockensmith; Laura Maravilla; Riaz Moinuddin; Nasrin Nasrollahi;
Adam Nazaroff; Ddaze Phuong; Tyler Ramirez; Kevin Schuler; Eros Yong; and Ruth Zintzun.
OTHERS PRESENT:
Brad Hogin, General Counsel; Amanda Eom and Peter George, Macias Gini & O'Connell
(MGO).
PUBLIC COMMENTS:
None.
REPORTS:
Chair Wanke and General Manager Jim Herberg did not provide reports.
Lorenzo Tyner, Assistant General Manager, reported that a firm was recently selected to
conduct internal audit services for the next fiscal year.
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Minutes November 13, 2019
CONSENT CALENDAR:
1.
2.
3.
APPROVAL OF MINUTES 2019-640
Originator: Kelly Lore
MOVED, SECONDED, AND DULY CARRIED TO:
Approve Minutes of the Regular Meeting of the Administration Committee held
September 11 , 2019.
Ayes:
Noes:
Absent:
Abstentions:
Chad Wanke, James Ferryman, Peter Kim , Steve Nagel, Andrew
Nguyen, Glenn Parker, Erik Peterson, Christina Shea, David Shawver
and John Withers
None
Cecilia Iglesias, Kim Nichols (Alternate) and Dean Grose (Alternate)
None
2019 CONFLICT OF INTEREST CODE 2019-666
Originator: Kelly Lore
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
Orange County Sanitation District adopting a Conflict of Interest Code which
supersedes all prior Conflict of Interest Codes and amendments previously adopted".
Ayes: Chad Wanke, James Ferryman, Peter Kim , Steve Nagel, Andrew
Nguyen, Glenn Parker, Erik Peterson, Christina Shea, Davi d Shawver
and John Withers
Noes: None
Absent:
Abstentions:
Cecilia Iglesias, Kim Nichols (Alternate) and Dean Grose (Alternate)
None
UPDATE TO THE ESTABLISHED RULES OF PROCEDURE FOR THE
CONDUCT OF BUSINESS OF THE ORANGE COUNTY SANITATION
DISTRICT
Originator: Kelly Lore
2019-699
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
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ADMINISTRATION
COMMITTEE
Minutes November 13, 2019
4.
Adopt Resolution No. OCSD 19-XX entitled, "A Resolution of the Board of Directors of
Orange County Sanitation District establishing Rules of Procedure for the Conduct of
Business of the Orange County Sanitation District; and repealing Resolution No. OCSD
18-1 2".
Ayes:
Noes:
Chad Wanke, James Ferryman, Peter Kim, Steve Nagel, Andrew
Nguyen, Glenn Parker, Erik Peterson, Christina Shea, David Shawver
and John Withers
None
Absent: Cecilia Iglesias, Kim Nichols (Altern ate) and Dean Grose (Alternate)
None Abstentions:
GENERAL MANAGER APPROVED PURCHASES AND ADDITIONS
TO THE PRE-APPROVED OEM SOLE SOURCE LIST
Originator: Lorenzo Tyner
2019-709
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Receive and fi le Orange County Sanitation District purchases made under the
General Manager's authority for the period of July 1, 2019 to September 30,
2019; and
B. Approve the following additions to the pre-approved OEM Sole Source List for
the period of July 1, 2019 to September 30, 2019:
Ayes:
Noes:
• ALLEN-BRADLEY -Medium Voltage Variable Frequency Drive
• CLEAVER-BROOKS -Burner Elements
• EATON -Self-Cleaning Strainers
• SONETICS -Wireless headsets and system
• TRM/Maximo -Rules Manager SE and Lock out Tag Out (LOTO) Software
• VAUGHAN -Mixing Nozzles
Chad Wanke, James Ferryman, Peter Kim, Steve Nagel, Andrew
Nguyen, Glenn Parker, Erik Peterson, Christina Shea, David Shawver
and John Withers
None
Absent: Cecilia Iglesias, Kim Nichols (Altern ate) and Dean Grose (Alternate)
None Abstentions:
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Minutes November 13, 2019
5.
6.
CONSOLIDATED FINANCIAL REPORT FOR THE FIRST QUARTER
ENDED SEPTEMBER 30, 2019
2019-707
Originator: Lorenzo Tyner
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, 2019.
Ayes:
Noes:
Absent:
Abstentions:
Chad Wanke, James Ferryman, Peter Kim, Steve Nagel, And rew
Nguyen, Glenn Parker, Erik Peterson, Christina Shea, David Shawver
and John Withers
None
Cecilia Iglesias, Kim Nichols (Alternate) and Dean Grose (Alternate)
None
LEASE AGREEMENT WITH MEGDAL GREEN, LLC PROVIDING
ORANGE COUNTY SANITATION DISTRICT PARCEL FOR PARKING
AND/OR RELATED ACTIVITIES
2019-702
Originator: Lorenzo Tyner
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Approve a five-year lease agreement with Megdal Green, LLC, a California limited
liability company, to allow paving, striping, parking, and related improvements over a
4-foot wide portion of the Orange County Sanitation District's 50-foot wide utility
corridor which abuts 21532 South Brookhurst Street in Huntington Beach owned by
Megdal Green, LLC , at an annual cost of $250, for a term of five-years.
Ayes :
Noes:
Absent:
Abstentions:
Chad Wanke, James Ferryman, Peter Kim, Steve Nagel, Andrew
Nguyen, Glenn Parker, Erik Peterson, Christina Shea, David Shawver
and John Withers
None
Cecilia Iglesias, Kim Nichols (Alternate) and Dean Grose (Alternate)
None
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Minutes November 13, 2019
NON-CONSENT:
Director Cecilia Iglesias arrived at 5:08 p.m., at the start of the presentations for Item No. 7.
7. ORANGE COUNTY SANITATION DISTRICT COMPREHENSIVE
ANNUAL FINANCIAL REPORT (CAFR) FOR THE YEAR END JUNE
30,2019
Originator: Lorenzo Tyner
2019-705
Mr. Tyner introduced Wally Ritchie, Controller, who introduced vari ous staff members
and outsid e auditors that contributed to the preparation of the audit and provided a
PowerPoint presentation on this item. The presentation included information on the
purpose of the Consolidated Annual Financial Report (CAFR), an oveNiew of the
CAFR and three areas of review, financial position, capital assets, available resources ,
and financial performance -debt seNice and operations.
In response to a request from the Board Chair, staff committed to providing the Board
with a summary of the amount th e Sanitation District has potentially saved by paying
off unfunded pension liability.
Mr. Ritchie introduced Peter George, MGO, who provided a PowerPoint presentation
that included the responsibilities and deliverables of MGO and required
communications to the Administration Committee.
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, 2019, prepared by staff and audited by
Macias Gini & O'Connell LLP (MGO), Certified Public Accountants, along with the
following reports prepared by MGO:
1. Report to the Board of Directors; and
2. Independent Accountants' Report on Agreed-Upon Procedures Applied to
Appropriations Limit Worksheets.
Ayes: Chad Wanke, James Ferryman, Cecilia Iglesias, Peter Kim, Steve
Nagel, And rew Nguyen, Glenn Parker, Erik Peterson, Christina Shea,
David Shawver and John Withers
Noes:
Absent:
Abstentions:
None
Kim Nichols (Alternate) and Dean Grose (Alternate)
None
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Minutes November 13, 2019
8. PROFESSIONAL RISK MANAGEMENT CONSULTANT AGREEMENT 2019-708
Originator: Lorenzo Tyner
Mr. Tyner provided a verbal report on this item including providing background on how
this individual was selected .
MOVED, SECONDED, AND DULY CARRIED TO:
Approve a sole source Professional Consultant Services Agreement with John J.
Preston, Specification No. SSJ 2174, to perform professional risk management
consulting services for the Orange County Sanitation District, which includes
overseeing property and general liability loss control and setting loss control
requirements on public bids and contracts, risk transfer, loss prevention, and risk
reduction in an amount not to exceed $1 50,000 per year, for a term of one year
beginning December 1, 2019 -November 30, 2020; with a one-year renewal option.
Ayes:
Noes:
Absent:
Abstentions:
Chad Wanke, James Ferryman, Cecili a Iglesias, Peter Kim, Steve
Nagel, Andrew Nguyen, Glenn Parker, Erik Peterson, Christina Shea,
David Shawver and John Withers
None
Kim Nichols (Alternate) and Dean Grose (Alternate)
None
Alternate Director Kim Nichols arrived at 5:23 p.m., prior to the verbal report on Item No. 9.
9. POSITION CHANGES FOR FISCAL YEAR 2019-20 2019-711
Originator: Celia Chandler
Celia Chandler, Director of Human Resources, provided a verbal report on this item.
Ms. Chandler and Rob Thompson, Assistant General Manager, responded to questions
from the Committee regarding this item. Staff agreed to provide milestone reports on
preventative maintenance optimization on some recurring basis to be determined,
pe rh aps quarterly.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Approve a position exchange and corresponding salary upgrade from a vacant Senior
Mechanic (Salary Grade LOC67) position to Main tenance Specialist (Salary Grade
PRO80).
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Minutes November 13, 2019
Ayes:
Noes:
Absent:
Abstentions:
Chad Wanke, James Ferryman, Cecilia Iglesias, Peter Kim , Steve
Nagel, Andrew Nguyen, Glenn Parker, Erik Peterson, Christina Shea,
David Shawver, John Withers and Kim Nichols (Alternate)
None
Dean Grose (Alternate)
None
INFORMATION ITEMS:
Board Vice-Chair Withers departed the meeting at 5:36 p.m., prior to Item No. 10.
Alternate Director Dean Grose arrived at 5:50 p.m., during the presentation on Item No. 10.
10. CLIMATE RESILIENCY STUDY, PROJECT NO. SP-152 2019-713
Originator: Kathy Millea
Kathy Millea, Director of Engineering, introduced Nasrin Nasrollahi, Senior Engineer,
who provided a PowerPoint presentation on this item. The presentation included
information on reducing greenhouse gas emissions, regulatory drivers, recent climate
science references, planning horizons for vulnerability assessment, climate forces,
extreme flow events, sea level rise, adaptation example, protecting the treatment plant,
summary of impacted facilities, study recommendations, and OCSD policy. Ms.
Nasrollahi and Mr. Thompson responded to questions from the Committee. Staff
committed to researching the reduction of insurance costs in relationship to the
expense of recommended protective efforts.
THIS ITEM WAS RECEIVED AS AN :
Information Item.
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF
ANY:
None.
BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING:
None.
ADJOURNMENT:
Chair Wanke declared the meeting adjourned at 6:11 p.m. to the Regular meeting to be held
on Wednesday, December 11, 2019 at5:00 p.m.
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Submitted by:
/1/LtGoJ ~~
Tina Knapp, MMC
Assistant Clerk of the Board
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Minutes November 13, 2019
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