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HomeMy WebLinkAbout11-20-2002 Steering Committee MinutesDRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday , November 20, 2002 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, November 20, 2002 at 5 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: Directors Present: Shirley McCracken, Chair Steve Anderson, Vice Chair Pat McGuigan, Chairman, OMTS Committee Norm Eckenrode, Past Board Chair Brian Donahue, Incoming PDC Committee Chair Director Jim Ferryman, Incoming OMTS Committee Chair Directors Absent: Brian Brady, Chairman, FAHR Committee Jim Silva, County Supervisor FIL ED IN THE OFF ICE OF THE SECRETARY ORANGE C011f>.ITV CA~IIT~T I ON DISTR ICT DEC 18 2002 BV 1!{-·---···-----~~ (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS OTHERS PRESENT: Thomas L. Woodruff, General Counsel Don Hughes Ryal Wheeler ·Jennifer Cabral Mike Moore Randy Fuhrman Jan Vandersloot Joan Irvine Smith Paul Mosley Larry Porter STAFF PRESENT: Blake Anderson, General Manager Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Greg Mathews, Administrative Services Manager Bob Ooten, Director of Operations and Maintenance Gary Streed, Director of Finance Sonja Wassgren, Communications Principal Public Information Specialist Jim Colston, ECM Legal and Regulatory Affairs Specialist Jean Tappan, Committee Secretary Jan Vandersloot asked that the most recent version of the permit application transmittal letter be provided to the Directors so that they are aware of the recent changes . Larry Porter addressed the need for early determination of selected process to reach 30/30 standards. Randy Fuhrman Minutes of the Steering Committee Page 2 November 20,2002 submitted a copy of a letter he will be presenting to the Board on various items on the agenda, including informed policy decisions, looking at the overall biosolids picture, including a fitness center in the administration building expansion to improve and encourage employee health, and approving the Ocean Discharge Permit application. (4) RECEIVE, FILE AND APPROVE MINUTES OF PREVIOUS MEETINGS The minutes of the regular October 23, 2002 and the Special November 7, 2002 Steering Committee meetings were approved as drafted. (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Shirley McCracken thanked retiring Director Pat McGuigan for her support and leadership over the past eight years. She also announced that Jim Ferryman will be OMTS Committee Chair and Brian Donahue has agreed to be PDC Committee Chair. (6) REPORT OF THE GENERAL MANAGER General Manager Blake Anderson announced that he would like to combine two agenda items, 6.A and 8.E, together as they are closely related. · A. California Legislative Agenda for 2003 (and Item 8.E., Washington, DC Funding Strategy) Mr. Anderson provided a history on what initiatives the agency has supported in the past and outlined those that could impact the District in the coming year. Discussions are underway to amend Prop. 218 that would include urban runoff fees in the exempt category. During the 2002 legislative session, an ACA was approved for the March 2004 ballot that could, beginning in 2006-07, transfer 1 percent of the General Fund to an Infrastructure Fund if the State General Funds increase by 4 percent after inflation. Staff anticipates working with CaiRac to build support in Sacramento for this amendment. We will also attempt to change state law so that theCA Regional Water Quality Control Board would be the state-wide regulator for biosolids in a systematic and scientifically-based manner. Taking away local control will be a challenge. Tom Woodruff mentioned that both the state and EPA are going ahead with biosolids studies and this may be the time to move ahead. A coordinated cooperative effort with other wastewater treatment agencies is required. Bob Ghirelli addressed the action item to approve a budget of $200,000 for a federal advocacy program, of which $180,000 would go towards a consultant contract and the other $20,000 would cover staff costs, travel, etc. A list of organizations and firms that provide some type of legislative lobbying was reviewed. About $190,000 was spent on this year on these efforts, with another $92,000 on specific legislative bills. In the past we have not sought grant funding for our construction program, but the Directors have asked staff to consider this alternative. Part of the scope of the ENS Resources contract is to provide an estimate of funds that might be available to the District. Staff was directed to prepare a report for the Directors that would outline a " Minutes of the Steering Committee Page 3 November 20, 2002 budget for 2003-04, define the short-term strategy and a goal for how much money we would like to obtain, and provide an estimate of grant assistance available. MOVED, SECONDED AND DULY CARRIED: To recommend to the Board that the contract with ENS Resources be approved. Director Ferryman questioned whether Scott Baugh was the most effective representative given the current political climate. B. Committee Charters and Related Handbook for Directors Greg Mathews, Administrative Services Manager, described the handbook that is under development for Directors. It would provide information on what it means to be a director of the Sanitation District and provide reference material and instructions. A draft manual will be presented to the Directors at the December meeting and the final will be available for the new directors as they join the Board. The Steering Committee members did not make any changes to the items outlined. C. Updates were provided on: 1. Achieving 30/30 Secondary Treatment Standards Staff continues to move forward with improvements to the secondary treatment process. Operations produced 62/39 effluent quality, down from the 72/51 produced prior to July 17, 2002. Engineering continues to work on the CIP verification. Staff continues to work with the Regional Board and others on the details of establishing an independent expert panel to review the secondary facilities schedule. The panel members must be registered professional civil and structural engineers and construction professionals who can review the schedule based on their experience in the industry. 2. Biosolids This issue was not discussed. 3. Disinfection Staff continues to get excellent results. 'Kills' are well within our operational objectives that result in concentrations at the edge of the zone of initial dilution that meet the California Ocean Plan limits. Temporary facilities are being converted to meet redundancy requirements that will be able to meet our needs for the next 3-5 years. Engineering is moving forward with design of a permanent disinfection system. D. Consider the future of the Communications Division Mr. Anderson reported that we are actively recruiting for a Communications Manager to replace Lisa Murphy. The position is a member of the Executive Management Team to ensure staff and the public understand what we are doing. He outlined some of the expectations and qualifications that are needed at this time. There has been considerable interest in the position. Sonja Wassgren made a presentation on the responsibilities of the division. One of the major tasks is to provide customer service to our construction management staff. She described the steps they have to take for larger construction projects to provide the necessary communications tools for the public. It is anticipated that there will be five large, six medium sized and eight smaller construction projects in the next year that they will be supporting. She also described some of the issues that have impacted the staff, including the problems with the SARI project. Minutes of the Steering Committee Page 4 November 20, 2002 Ms . Wassgren announced that the District's website has been improved and gave a brief demonstration of some of the changes. This should be available the first part of December. (7) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff reported on a meeting held yesterday between EPA and the local environmental groups. The District was invited to the meeting. The environmental group had requested that they be allowed to sit on the expert panel to make sure they were kept informed throughout the schedule review process. Mr. Woodruff reported that EPA has a national policy that negotiations have to be confidential. After terms of the permit have been negotiated, there are opportunities for public comment before the permit is issued. General Counsel Woodruff announced a need for a closed session, pursuant to Government Code Section 54956.9(b){1 ), has arisen since the publishing of the Agenda. The item was agendized for open session. The closed session is necessary and will discuss possible litigation in view of the District being advised earlier this date on issues related to the SARI Relocation invoices to SAWPA. It was moved, seconded and approved to move Item 8.D. to closed session (8) DISCUSSION ITEMS (Items A-G) A. A Look Ahead-2003 Committee Meeting Schedule In order to provide early notification to the directors and staff, a preliminary meeting schedule has been created. January and August will be dark for the OMTS and PDC Committees. Because of labor negotiations, the FAHR Committee will meet in January and be dark in August. Other meeting dates may need to change to accommodate holidays. The Committee agreed with staff recommended changes. B. Workshop for New Directors Wednesday, February 19, has been established as the date for a workshop for new and returning directors to discuss. It coincides with the FAHR Committee that was also moved to that night to avoid conflict with Lincoln's Birthday, which is a District holiday. It was decided that the FAHR Committee would begin at 5 p.m. and the workshop at 7 p.m. Three areas will be covered: operations of the District, basic ocean science and ocean monitoring and a review of the CIP. C. Low Interest Loans for Converting Residences from Septic Tanks to Sewer Connections It was agreed to move discussion of this item to the December 18, 2002 meeting. D. Status of SAWPA Invoicing Problems This item was moved to closed session/ E. Washington, DC Funding Strategy This item was discussed under Report of General Manager. F. The Agenda Items scheduled to be reviewed by the Board's working committees in December were reviewed. G. The agenda items scheduled to be presented to the Board at tonight's meeting were reviewed. , Minutes of the Steering Committee Page 5 November 20, 2002 (9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There was no other business discussed. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING Director Norm Eckenrode asked that the Scott Baugh contract be brought to the full Board for consideration. (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for Wednesday, December 18, 2002 at 5 p.m. The next Board Meeting is scheduled for Wednesday, December 18, 2002 at 7 p.m. (13) CLOSED SESSION The Committee convened at 6:32 p.m. in Closed Session, pursuant to Section 54956.9, to discuss possible litigation re SARI Relocation project. Consideration of the General Manager's Annual Performance Evaluation and Compensation and conference with District's Labor Negotiations (Human Resources Representative and General Manager) re salaries, benefits, terms and conditions of employment for At-will Contracts with Executive Management Team was moved to the December 18 Steering Committee meeting. Minutes of the Closed Session are on , file with the Board Secretary. Confidential Minutes of the Closed Session held by the Steering Committee have been prepared in accordance with Government Code Section 54957.2, and are maintained by the Board Secretary in the Official Book of Confidential Minutes of Board and Committee Closed Meetings. A report of the recommended actions will be publicly reported at the time the approved actions become final. At 6:55p.m., the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:55 p.m. s Je n appan S ing Committee Secretary G:\wp.dta\agenda\Steering Committee\02\Nov\112002 DraN SC Minutes. doc