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Home My WebLink About1994-12 II I L County Sanitation Districts of Orange County,California P.O. Box 8127 a 10844 Ellis Avenue Fountain Valley,CA 92728-8127 Telephone: (714)962-2411 MINUTES OF THE STEERING COMMITTEE DECEMBER 8, 1994 -6:00 P.M. A meeting of the Steering Committee of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California was held on Thursday, December 8, 1994, at 6:00 p.m., at the Districts' Administrative offic . FILED In the 011ice of the Secretar• County Sanhation District sf The roll was called and a quorum declared present, as follows: No(s) zl {e.?ilia �is/ STEERING COMMITTEE: OTHERS PRESENT: JAN 111995P�By Present: Director Don Griffin Director Burnie Dunlap John C. Cox, Jr., Joint Chair Thomas L. Woodruff, General Counsel Peer A. Swan, Vice Joint Chair Patty Gorczyca, Public Financial Management Pat McGuigan, Chair, OMTS Michael Ahrens, Bronson, Bronson & McKinnon Cindy Dennis, Bronson, Bronson & McKinnon Kay Chandler, Chandler Liquid Investments Absent: Victor Hsu, Orrick, Herrington & Sutcliffe Paul Webber, Orrick, Herrington & Sutcliffe John J. Collins, Chair, PDC Roger Stanton, VC Finance & Personnel STAFF PRESENT: Blake P. Anderson, General Manager Gary Streed, Director of Finance ACTIONS CONCERNING DEVELOPMENTS OF THE COUNTY'S COMMINGLING INVESTMENT POOL. The Steering Committee convened in closed session to discuss the County's Commingling Investment Pool. After a discussion of policy actions, the Steering Committee made the following recommendations: (a) Join other County depositors, as appropriate, to form a coalition(s) and authorize expenditures to support legal firm(s) retained by the coalition(s). (b) Retain Bronson, Bronson & McKinnon, as bankruptcy counsel to act on behalf of the Districts. `.a✓ Minutes of the Steering Committee Page 2 ., December S, 1994 (c) (1) Appoint Director of Finance as the Districts' Treasurer, (2) authorize the Director of Finance to establish deposit accounts to address immediate cash needs; (3) establish associated accounting procedures using CPA firm. (d) Authorize the Districts' Treasurer to invest any new monies in very short, very safe, very liquid investments, purchased through a competitive bidding process and held by a trustee. (e) Hire Brown and Wood, as Bond Counsel, to serve the Districts and review action if litigation occurs. (f) Direct a Board subcommittee, staff and Public Financial Management, to proactively communicate with the rating agencies. This may include scheduling visits with Moody's and Standard & Poor's and developing an on-going communication forum. (g) (1) Establish an Action Team consisting of the Steering Committee of the Joint Boards, staff and consultants, (2) authorize Steering Committee to act on behalf of the Joint Boards for actions up to $50,000 related to the County bankruptcy or the finance program of the Districts. ADJOURNMENT The Steering Committee adjourned at approximately 7:25 p.m. ,"dp �gmbxoU20B9a Sim STATE OF CALIFORNIA ) ) SS. COUNTY OF ORANGE ) Pursuant to California Government Code Section 54954.2, I hereby certify that the Notice and the Agenda for the Steering Committee meeting held on Thursday, December 8, 1994, was duly posted for public inspection in the main lobby of the Districts' offices on Wednesday, December 7, 1994. IN WITNESS WHEREOF, I have hereunto set my hand this 8th day of December, 1994. Penny Kyle, Adretfi of each of the Boards of Directors of Count anitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 & 14 of Orange County, California Posted: DecgEqber 7 1994. 1:00 P.M. By: Signat tOUNTY SANITATIdfq DISTRICTS "s/ \ OF ORANGE COUNTY, CALIFORNIA P.O. BOX 8127,FOUNTAIN VALLEY,CALIFORNIA 9272&8127 10844 ELLIS.FOUNTAIN VALLEY, CALIFORNIA 92708-7018 (714)962-2411 December 7, 1994 NOTICE OF MEETING STEERING COMMITTEE COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA THURSDAY, DECEMBER 8, 1994 • 6:00 P.M. DISTRICTS' ADMINISTRATIVE OFFICES 10844 ELLIS AVENUE FOUNTAIN VALLEY, CALIFORNIA 92708 A special meeting of the Steering Committee of the Joint Boards of Directors of County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California, will be held at the above location, time and date. Please note starting time is 6,00 P.m. COUNTY SANITATION DISTRICTS of OMNGE COUNTY, CAUFONNIA 1B EWS AVME PO BOX8127 MUM N VALLEY,O FOAMA W72 127 01.19W2 11 AGENDA STEERING COMMITTEE JOINT BOARDS OF DIRECTORS COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA DISTRICTS' ADMINISTRATIVE OFFICES 10844 ELLIS AVENUE FOUNTAIN VALLEY, CALIFORNIA 92708 SPECIAL MEETING THURSDAY, DECEMBER 8, 1994 • 6:00 P.M. ._._._._._._.__._._._._._............................................................................................................._....._._.._._.__._._._._.. i In accordance with the requirements of California Government Code Section 54954.2, € this agenda has been posted in the main lobby of the Districts' Administrative Offices not less € than 72 hours prior to the meeting date and time above. All written materials relating to each agenda item are available for public inspection in the office of the Board Secretary. t In the event any matter not listed on this agenda is proposed to be submitted to the `•. Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or that there is a need to take immediate action which need came to the attention of the Committee subsequent to the posting of the agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting i i dale. i E E (1) Roll Call (2) Appointment of Chairman Pro tem, if necessary. (3) Public Comments: All persons wishing to address the Committee on specific agenda items or matters of general interest should do so at this time. As determined by the Chairman, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to five minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). 11 12/08/94 1 � (4) The Committee Chairman, General Manager and General Counsel may present verbal reports on miscellaneous matters of general interest to the Committee Members. These reports are for information only and require no action by the Committee Members. (a) Report of Committee Chairman (b) Report of General Manager (c) Report of General Counsel (5) Address actions concerning developments of the County's co-mingling Investment Pool. (6) Closed Session. __..._._..........................................................._......................................_................................._..........._ Closed Session: During the course of conducting the business set:forth on this agenda as a regular meeting of the Committee, the Chairman may convene the Committee in closed session to consider matters of pending or potential litigation, or personnel matters, pursuant to Government Code Sections i 54956.9, 54957 or 54957.6. Reports relating to (a) purchase and sale of real property; (b) matters of i pending or potential litigation; (c) employment actions or negotiations with employee representatives; or which are exempt from public disclosure under the i i California Public Records Act, may be reviewed by the Committee during a permitted dosed session and are not available for public inspection. At such time as final actions are taken by the Committee on any of these subjects, the minutes will reflect all required disclosures of information. ........................................................................................................................................................_......__i (a) Convene in closed session, if necessary. (b) Reconvene in regular session. (c) Consideration of action, if any, on matters considered in closed session. (d) Report on discussion taken in closed session, as required. (7) Other business, if any. (8) Matters which a Director would like staff to report on at a subsequent meeting. (9) Matters which a Director may wish to place on a future agenda for action and a staff report. (10) Consideration of upcoming meeting dates. (11) Adjourn. twpa«q��vzeee.w County Sanitation District of Orange County,California P.O.Box 8127 a 10844 Ellis Avenue Fountain Valley,CA 92728-8127 Telephone: (714)962-2411 MINUTES OF THE STEERING COMMITTEE NOVEMBER 30, 1994-4:30 P.M. A meeting of the Steering Committee of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11. 13 and 14 of Orange County, California was held on Wednesday, November 30, 1994, at 4:30 p.m., at the Districts' Administrative Offices. The roll was called and a quorum declared present, as follows: -� �'hc�oi`iho Seec.. �conty Sandation Dislric;(, :os)�a.3s.,9ii STEERING COMMITTEE: OTHERS PRESENT: ice/ DEC 7 41994 Present: None John C. Cox, Jr., Joint Chair Peer A. Swan, Vice Joint Chair and Chair, Finance & Personnel Committee STAFF PRESENT: John J. Collins, Chair, Planning, Design & Construction Committee Blake P. Anderson, General Manager Roger Stanton, County Supervisor and Vice Chair, Finance & Personnel Committee Pat McGuigan, Chair, Operations, Maintenance v &Technical Services Committee Absent: None APPROVAL OF MINUTES. The minutes of the September 29, 1994 Steering Committee were approved as drafted. CLOSED SESSION Review Annual Performance Reviews of Senior Staff. The Steering Committee reviewed the performance of Senior Staff. Steering Committee Recommendation. After a review of Annual Performance Reviews of Senior Staff, the Committee directed staff to adjust the salaries of Senior Staff retroactive effective July 1, 1993 as discussed in Closed Session. The Committee observed that the personnel review process requires significant modifications and directed staff to develop a new review process for consideration and review by the Steering Committee at a future meeting. �..i ADJOURNMENT. The Steering Committee adjourned at approximately 5:30 p.m. raw Wvmle 111w stm STATE OF CALIFORNIA 1 COUNTY OF ORANGE 1 Pursuant to California Government Code Section 54954.2,1 hereby certify that the Notice and the Agenda for the Steering Committee meeting held on November 30, 1994, was duly posted for public inspection in the main lobby of the Districts' offices on November 21, 1994. IN WITNESS WHEREOF, I have hereunto set my hand this 30th day of November, 1994. Penny Kyle, B r Se to County Sanita D' tr is Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Or a County, California asaamwc�mira gphlT�Tlp4.4, COUNTY SANITATION DISTRICTS OF ORANGE COUNTY, CALIFORNIA P.O. BOX 8127, FOUNTAIN VALLEY.CALIFORNIA 92728-8127 10844 ELLIS, FOUNTAIN VALLEY,CALIFORNIA 92708-7018 (714)962-2411 November21, 1994 NOTICE OF MEETING STEERING COMMITTEE COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA WEDNESDAY, NOVEMBER 30, 1994 -4:30 P.M. DISTRICTS' ADMINISTRATIVE OFFICES 10844 ELLIS AVENUE FOUNTAIN VALLEY, CALIFORNIA 92708 A special meeting of the Steering Committee of the Joint Boards of Directors of County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California, will be held at the above location, time and date. / L Board Se Cary ML5.a 11/21194 STEERING COMMITTEE DATE November 30, 1994 MEETING TIME 4:30 P.M. ADJOURNED COX (Joint chair) . . . . . . . . . SWAN (Vice Jt Chair) & (Dist 14) COLLINS (Dist 2) & PDC Chair MC GUIGAN (OMTS Chair) . . STANTON (County Supv) . . . STAFF OTHERS ANDERSON (General Manager WOODRUFF (Gen Counsel) LINDER (Dir of Engineering . . . HODGES (Director of Maint) . . NELLOR (Dir of Technical Svs) OOTEN (Director of Operations) STREED (Dir of Finance . . . . . �s/ AGENDA STEERING COMMITTEE JOINT BOARDS OF DIRECTORS COUNTY SANITATION DISTRICTS NOS. 1, 2. 3. 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA DISTRICTS' ADMINISTRATIVE OFFICES 108" ELLIS AVENUE FOUNTAIN VALLEY, CALIFORNIA 92708 SPECIAL MEETING WEDNESDAY, NOVEMBER 30, 1994 - 4:30 P.M. ................................................................................................................................................................................................... In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the Districts' Administrative Offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each ..r agenda item are available for public inspection in the office of the Board Secretary. In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) i as an emergency item or that there is a need to take immediate action which need came to the i attention of the Committee subsequent to the posting of the agenda, or as set forth on a i supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting dale. (1) Roll Call (2) Appointment of Chairman Pro tem, if necessary. (3) Public Comments: All persons wishing to address the Committee on specific agenda items or matters of general interest should do so at this time. As determined by the Chairman, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to five minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). 11/30/94 (4) The Committee Chairman, General Manager and General Counsel may present verbal reports on miscellaneous matters of general interest to the Committee Members. These reports are for information only and require no action by the Committee Members. (a) Report of Committee Chairman (b) Report of General Manager (c) Report of General Counsel (5) Approval of the minutes of the Steering Committee held September 29, 1994. (6) Closed Session. ............................................... ........................... .........................., Closed Session: During the course of Conducting the business set forth i on this agenda as a regular meeting of the Committee, the Chairman may i convene the Committee in closed session to Consider matters of pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.9, 54957 or 54957.6. Reports relating to (A) purchase and sale of real property; (B) matters of pending or potential litigation; (C) employee compensation; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Committee during a permitted closed session and are not available for i public inspection. At such time as final actions are taken by the Committee on any of these subjects, the minutes will reflect all required disclosures of information. t..................................................................................................................................................................'` (a) Convene in closed session, if necessary. (b) Consideration to Review Annual Performance Reviews of Senior Staff. (c) Reconvene in regular session. (d) Consideration of action, if any, on matters considered in closed session. (a) Report on discussion taken in closed session, as required. (7) Other business, if any. (8) Matters which a Director would like staff to report on at a subsequent meeting. (9) Matters which a Director may wish to place on a future agenda for action and a staff report. (10) Consideration of upcoming meeting dates. (11) Adjourn. Notice to Committee Members: For any wastions on the agenda or to place items on the agenda. Committee members should contact the Committee Chair or the secretary ten days in advance of the Committee meeting. Committee Chair: Jahn C.Cox,Jr. (714)721-8660 secretary: Eva Rupb 1714)962-2411, Ext. 2001 (714)962-0366(Fax1 Slwydectgmtexec\113094.eta STEERING COMMITTEE AGENDA FOR NOVEMBER 30, 1994 Agenda Item (5) Approve the minutes of the Steering Committee meeting of September 29, 1994 Summary Attached is a copy of the minutes of the Steering Committee meeting of September 29, 1994. Staff Recommendation Approve the minutes of the September 29, 1994 Steering Committee meeting. j:W,pd.c gm�mmXl 13094.st5 County Sanitation Districts �✓ IM'' of Orange County,California II P.O.Box 8127 a 10844 Ellis Avenue Fountain Valley,CA 92728-8127 Telephone: (714)962-2411 MINUTES OF THE STEERING COMMITTEE SEPTEMBER 29,1994 - 5:30 P.M. A meeting of the Steering Committee of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California was held on Thursday, September 29, 1994, at 5:30 p.m., at the Districts' Administrative Offices. The roll was called and a quorum declared present, as follows: STEERING STEERING COMMITTEE: OTHERS PRESENT: Present: Don R. Griffin (Past Joint Chair) John C. Cox, Jr., Joint Chair Peer A. Swan, Vice Joint Chair STAFF PRESENT: John J. Collins, Chair, Engineering & Construction Committee J. Wayne Sylvester, General Manager Director Victor Leipzig, Vice chair, Blake Anderson, Director of Engineering Operations Committee Gary Streed, Director of Finance Roger Stanton, Vice Chair, Finance & Personnel Committee Absent: Pat McGuigan, Chair, Operations Committee DISCUSSION OF NEW BOARD DISCUSSION OF NEW BOARD COMMITTEE STRUCTURE STRUCTURE. Utilizing the following outline and a worksheet and discussion aide prepared by staff for the Operations, Engineering & Construction, and Personnel & Finance committees, the Steering Committee reviewed with senior staff the new Board Committee structure, the roles of the Steering Committee and the standing committees, and how the committees will function and interface with each other, the Joint Boards and staff. (a) Committee structure which now includes: Standing Committees: Operations Committee Engineering & Construction Committee .d Personnel & Finance Committee Executive Committee Steering Committee Special/Ad Hoc Committees Minutes of the Steering Committee September 29, 1994 Page 2 (b) Meeting frequency/dark months. (c) Responsibilities/Activities of each new Committee including: 1. Mission/Purpose. 2. Operating Philosophy including level of detail requiring Committee review. 3. Oversight responsibilities and scope and frequency. 4. Committee calendar and procedures. 5. Tracking performance of Districts' operations, miscellaneous programs and capital improvement program. 6. Issues review, selecting alternatives and making recommendations. 7. Interaction with staff, other committees and Joint Boards. 8. Minimizing duplication of effort. 9. Orientation of Committee members including types and frequency of site visits and briefings by staff. Steering Committee Action. After considerable discussion, the Steering Committee directed staff to agendize a review of each Committee's function for review and discussion by the respective committees at their upcoming meetings. DISCUSSION OF EXECUTIVE SEARCH FIRMS FOR RECRUITMENT FOR THE POSITION OF GENERAL MANAGER. The Joint Chairman reported that several executive search firms had been identified for recruitment for the position of General Manager and asked that consideration of this matter and the selection procedures be added to the agenda; whereupon, it was moved, seconded and duly carried that said matter, which arose subsequent to the posting of the agenda, and which requires action at this time, be approved pursuant to authority of Government Code Section 54954.2(b)(2) for addition to the Committee's agenda. The Committee members then discussed the process for selecting a new General Manager to replace the retiring General Manager, the role of the Executive Search Committee, the Executive Committee and the role of an executive search firm in assisting the Directors in the process. Minutes of the Steering Committee September 29, 1994 Page 3 Steering Committee Action. Proposals were submitted from four recommended executive search firms and the Steering Committee decided that the Executive Search Committee should conduct interviews of the firms. The Committee selected Wednesday, October 5, 1994, at 3:30 p.m., as the preferred date, and Monday, October 10, 1994, at 12:00 noon, as the alternate date and directed the General Manager to schedule interviews with the four firms. ADJOURNMENT. The Steering Committee adjourned at approximately 7:15 p.m. j:MpExymexecW82884.scm STEERING COMMITTEE AGENDA FOR NOVEMBER 30, 1994 Agenda Item 6(b): Closed Session Consideration to Review Annual Performance Reviews of Senior Staff Summary The Steering Committee has the responsibility for annually reviewing the performance of Senior Staff. Staff Recommendation Review annual Performance Reviews of Senior Staff. i �` j:lwptloc�gm�exx\113194 6b County Sanitation Districts of Orange County,California P.O.Box 8127 • 10844 Ellis Avenue Fountain Valley,CA 92728-8127 Telephone: (714)962-2411 MINUTES OF THE EXECUTIVE COMMITTEE NOVEMBER 30. 1994 - 5:30 P.M. A meeting of the Executive Committee of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California was held on Wednesday, November 30, 1994, at 5:30 p.m., at the Districts' Administrative Offices. The roll was called and a quorum declared present, as follows: EXECUTIVE COMMITTEE: OTHERS PRESENT: Present: Director Pat McGuigan Director Victor Leipzig John C. Cox, Jr. Joint Chair Thomas L. Woodruff, General Counsel Peer A. Swan Vice Joint Chair& Kris Lindstrom, K.P. Lindstrom, Inc. Chair, District 14 Don R. Griffin Past Joint Chair STAFF PRESENT: William D. Mahoney Past Joint Chair Fred Barrera Chair, District 1 Blake P. Anderson, General Manager John Collins Chair, District 2 Gary Streed, Director of Finance Sal Sapien Chair, District 3 Gary Hasenstab, Director of Personnel Jan Debay Chair, District 5 Margaret H. Nellor, Director of Technical James A. Wahner Chair, District 6 Services Barry Hammond Chair, District 7 John D. Linder, Director of Engineering Grace H. Winchell Chair, District 11 Ed Hodges, Director of Maintenance Bob Ooten, Director of Operations Absent: Steve Hovey, Manager, Information Services Ed Tortes, Air Quality Manager John M. Gullixson Chair, District 13 Roger Stanton County Supervisor William Steiner County Supervisor STAFF OVERVIEW OF THE GENERAL MANAGER'S OFFICE. Blake Anderson provided an overview of the General Manager's Office. OVERVIEW OF THE GENERAL COUNSEL'S OFFICE. Tom Woodruff provided an overview of the General Counsel's office. APPROVAL OF MINUTES. The revised minutes of the October 26, 1994, Executive Committee were approved as drafted. Director Griffin abstained from the motion to approve. F Minutes of the Executive Committee November 30, 1994 Page 2 CONSIDERATION OF THE OPERATIONS, MAINTENANCE AND TECHNICAL SERVICES COMMITTEE ACTIONS The Operations, Maintenance and Technical Services Committee met on November 2, 1994. Enclosed is a copy of the Committee's draft meeting minutes. Following are the recommended action items: Operations Maintenance and Technical Services Committee Recommendations. (a) Item (8): Approval to authorize the Phase III Biotrickling Filter Demonstration Project. (b) Item (9): Approval to authorize Addendum No. 2 to Professional Services Agreement with K.P. Lindstrom, Inc., for Environmental Consulting Services. Executive Committee Recommendation. The Executive Committee concurs with the recommendations of the Operations, Maintenance and Technical Services Committee. CONSIDERATION OF PLANNING, DESIGN AND CONSTRUCTION COMMITTEE ACTIONS. The Planning, Design and Construction Committee met on November 3, 1994. Enclosed is a copy of the Committee's draft meeting minutes. Following are the recommended action items: Planning. Design and Construction Committee Recommendations. A. Item 9(a): Referred staff recommendation to Executive Committee without comment to authorize scope of work and request for proposals to create a Strategic Information Systems Plan. B. Item (9): Approve Addendum No. 4 to the Professional Services Agreement with John Carollo Engineers re Miscellaneous Improvements to Facilities at Plant No. 1, Job No. P1-38, and Miscellaneous Improvements to Facilities at Plant No. 2, Job No. P2-43, providing for additional construction support services, at hourly rates including labor, overhead and profit, for the additional amount of $246,680, increasing the total authorized compensation from $2,519,165 to an amount not to exceed $2,762,845. C. Item (10): Approve Change Order No. 6 to the plans and specifications for Secondary Treatment Expansion at Plant No. 2, Job No. P2-42-2, for an addition of $31,613 to the contract with Margate Construction, Inc., increasing the total authorized compensation from $14,341,891 to $14,373,504. D. Item 11 : Approve reimbursement agreement with Orange County Water District; approve recommendations included in report on prequalification of Membrane Diffuser Manufacturers; approve plans and specifications and any subsequent �,,,� Minutes of the Executive Committee November 30, 1994 Page 3 addenda; and authorize General Manager to set a bid date, receive bids and recommend award of construction contract for Secondary Treatment Improvements at Plant No. 1, Job No. P1-36-2. Executive Committee Recommendation. The Executive Committee recommends the following: After a discussion, it was moved, seconded and duly carried that consideration of the items listed above be approved with the following changes: A. Item 9(a): Direct staff to prepare a scope of work for an Information systems Management Plan, develop a short list of firms with relevant expertise, request proposals and submit the best proposal to the Planning, Design and Construction Committee for approval and recommendation to the Joint Boards. Director Peer Swan requested that his opposition to the motion be made a matter of record. CONSIDERATION OF FINANCE AND PERSONNEL COMMITTEE ACTIONS �..i The Finance and Personnel Committee met on November 16, 1994, Enclosed is a copy of the Committee's draft meeting minutes. Following were the recommended action items. A. Item 8 : Authorize staff to prepare a resolution to amend Resolution No. 79-20, as amended, to establish a conferral of leave policy. B. Item 13 : Approve Escrow Restructuring Program, Series 1992 Refunding Certificates of Participation. C. Item 16 : Approval of request from KPMG Peat Marwick LLP for an increase in the maximum fees for the 1993-94 financial audit from $46,800 plus expenses to $63,861 plus expenses, an increase of$17,061. D. Item 17 : Authorize proposed staffing changes for Plant Operations and approval of an amendment to the Classification and Compensation Resolution. Executive Committee Recommendations. The Executive Committee concurs with the recommendations of the Finance and Personnel Committee, with the exception of Item No. 13, Consideration of Escrow Restructuring Program, Series 1992 Refunding Certificates of Participation. This item was withdrawn by the Finance and Personnel Committee with a recommendation of no future action. Minutes of the Executive Committee November 30, 1994 Page 4 REPORT OF THE EXECUTIVE SUBCOMMITTEE The Executive Subcommittee met on November 29, 1994, and provided an oral report to the Executive Committee. The final reports of the Ernst &Young study re Phase 2 Capital Improvement Project Management Process Focused Improvement Study with Action Plans, and the Evaluation of Operations and Maintenance Functions were reviewed and future work by Ernst& Young was also considered. Executive Committee Recommendations. A. Receive and file the Ernst & Young's final reports re Phase 2 Capital Improvement Project Management Process Focused Improvement Study with Action Plans, and the Evaluation of Operations and Maintenance Functions. B. Direct staff to continue with an implementation plan of the 14 recommendations contained in the Capital Improvement Project Management Final Report and the 38 recommendations contained within the Evaluation of Operations and Maintenance Final Report and to report to the Executive Subcommittee on no less than quarterly basis. C. Approval of an Addendum to the Professional Services Agreement with Ernst &Young to perform the Financial Department Assessment, the Technical Services Department Assessment and the Phase I Performance Measurement and Improvement Plan in an amount not to exceed $158,000, increasing the total compensation authorized to an amount not to exceed of$453,000. REPORT OF THE STEERING COMMITTEE The Steering Committee met on November 30, 1994, and reported on its activities consisting of a review of the performance of Senior management Staff. No recommendations were made to the Executive Committee. Steering Committee Recommendation. After a review of Annual Performance Reviews of Senior Staff, the Committee directed staff to adjust the salaries of Senior Staff retroactive effective July 1, 1993 as discussed in Closed Session. The Committee observed that the personnel review process requires significant modifications and directed staff to develop a new review process for consideration and review by the Steering Committee at a future meeting. CLOSED SESSION The Chairman convened the Committee in closed session to consider authorizing employment of special counsel to appear and defend the interests of the Districts, in the matter of Complaint for Wrongful Death and Negligence, Andy C. Patterson; Jackie J. Venezio; Lacey Miller, a minor by and through her Guardian Ad Litem, Georgianne I. Miller, Dorothy M. R. Holm and as Executrix of the Estate of Richard L. Holm, vs. City of Huntington Beach, et. al., Orange County Superior Court Case No. 738179, in connection with construction of Miscellaneous Improvements at Plant No. 2, Job No. �..i P249. After a discussion, the employment of Chase, Rotchford, Drukker& Bogus, as special counsel, was recommended by the Executive Committee. Minutes of the Executive Committee November 30, 1994 Page 5 OTHER BUSINESS. The Executive Committee made a motion, seconded and duly approved to have the Joint Boards provide a Resolution of Appreciation to Charles Egigian Nichols. ADJOURNMENT. The Executive Committee adjourned at approximately 8:20 p.m. 1% Wm�mNxec%1,]09C.ecm ..r October 12, 1994 9(g): ORDERING ANNEXATION NO. 148—CRAWFORD HILLS ANNEXATION (TRACT NO. 13529 AND TRACT NO. 13913)TO COUNTY SANITATION DISTRICT NO. 7. This 128.734-acre annexation is for uninhabited territory, located in the vicinity northeast of the intersection of Chapman Avenue and Crawford Canyon Road in the City of Orange. The local sewering agency is the City of Orange. The proposed annexation is in accordance with the terms of the negotiated agreement with the County of Orange re A.B. 8 tax exchanges for annexing properties, under which the District no longer receives a percentage of the basic levy and instead, collects a higher annexation fee. Staff recommends approval of the resolution attached to the agenda material ordering Annexation No. 148—Crawford Hills Annexation (Tract No. 13529 and Tract No. 13913) to County Sanitation District No. 7. ALL DISTRICTS 11: MINUTES AND RECOMMENDATIONS OF THE EXECUTIVE COMMITTEE. The Fiscal Policy Committee met on September 21, 1994, the Executive Subcommittee met on September 28, 1994, and the Executive Committee met on September 28, 1994. Enclosed for the Directors are the draft minutes of their respective meetings including recommendations for consideration by the Boards. 12: MINUTES OF THE STEERING COMMITTEE. The Steering Committee met on September 29, 1994. Enclosed for the Directors is the draft minutes of the Committee meeting. There are no recommended action items. MINUTES OF THE SPECIAL EXECUTIVE SEARCH COMMITTEE. The Special Executive Search Committee met on October 5, 1994. Enclosed for the Directors is the draft minutes of the Committee meeting. The Joint Chairman will report on the Committee's selection of an executive search firm to conduct a recruitment for the position of General Manager. -7- October 12, 1994 DISTRICT NO. 1 14: CONSIDERATION OF REQUEST OF CITY OF SANTA ANA FOR WAIVER OF CAPITAL FACILITIES CONNECTION CHARGES FOR NEW FEDERAL BUILDING AND COURTHOUSE IN SANTA ANA. District No. 1 has received a request from the City of Santa Ana dated September 23, 1994, to waive the connection fees for the new federal building and courthouse to be located in downtown Santa Ana (see attached supporting agenda material). Construction is scheduled to begin in December with completion scheduled for March 1997. Based on the current District No. 1 Capital Facilities Connection Charge of$470 per 1,000 square feet of gross floor area, the connection fee would be $231.475 for this 492,500 square foot facility. Sewer connection fees are used by District No. 1 to pay for facilities required to serve a development, including the District No. 1 collection system that transports the wastewater to the jointly-owned and operated treatment plants, and District No. 1's share of the joint treatment plant facilities required to serve the development and to comply with increasingly strict environmental requirements. There is one exception in the uniform ordinance, which is stated as follows: "Except as may be provided by an individual District, there will be no capital facilities connection charges assessed to local(emphasis added) government agencies for connecting directly(District sewer) or indirectly(City sewer) to Districts'sewerage facilities; however, a connection permit must be obtained." General Counsel advises that since a federal facility does not qualify under the above exception, any request for a waiver of fees submitted to the District No. 1 Board of Directors would require notice, hearing and adoption of an amendment to the ordinance. As a matter of background, Districts' staff has approved a no-fee permit to the City of Santa Ana for the connection of the City's new 12-inch sewer line in Fifth Street that will flow easterly and connect to the Districts' trunk sewer in Broadway. It is our understanding that it will provide service to several existing connections belonging to local government entities and to private entities, as well as the new federal building and courthouse. The permit requirements state, in part, that: Applicant must adhere to County Sanitation District No. 1 Ordinance No. 119, effective February 7, 1992 or as may be amended by the District No. 1 Board(emphasis added). . ." The District No. 1 Directors have two basic alternatives: 1. Receive, file and reject the request to waive Capital Facilities -8- AGENDA ITEM NO. 1,- County Sanitation Districts of Orange County,California P.O. Box 8127 a 10844 Ellis Avenue Fountain Valley,CA 92728-8127 Telephone: (714)962-2411 MINUTES OF THE STEERING COMMITTEE SEPTEMBER 29,1994 -5:30 P.M. A meeting of the Steering Committee of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California was held on Thursday, September 29, 1994, at 5:30 p.m., at the Districts' Administrative Offices. The roll was called and a quorum declared present, as follows: STEERING COMMITTEE: OTHERS PRESENT: Present: Don R. Gruen (Past Joint Chair) John C. Cox, Jr., Joint Chair Peer A. Swan, Vice Joint Chair STAFF PRESENT: John J. Collins, Chair, Engineering & Construction Committee J. Wayne Sylvester, General Manager Director Victor Leipzig, Vice chair, Blake Anderson, Director of Engineering Operations Committee Gary Streed, Director of Finance Roger Stanton, Vice Chair, Finance & Personnel Committee FILED +` In the Office of the Secretar// County Sanitation Districts) Absent: 14o(s>/Z,;,c •�i.M•i3A'M OCT 121994 Pat McGuigan, Chair, Operations Committee By DISCUSSION OF NEW BOARD COMMITTEE STRUCTURE. Utilizing the following outline and a worksheet and discussion aide prepared by staff for the Operations, Engineering & Construction, and Personnel & Finance committees, the Steering Committee reviewed with senior staff the new Board Committee structure, the roles of the Steering Committee and the standing committees, and how the committees will function and interface with each other, the Joint Boards and staff. (a) Committee structure which now includes: Standing Committees: Operations Committee Engineering & Construction Committee Personnel & Finance Committee Executive Committee w Minutes of the Steering Committee September 29, 1994 Page 2 Steering Committee Special/Ad Hoc Committees (b) Meeting frequency/dark months (c) Responsibilities/Activities of each new Committee including: 1. Mission/Purpose. 2. Operating Philosophy including level of detail requiring committee review. 3. Oversight responsibilities and scope and frequency. 4. Committee calendar and procedures. 5. Tracking performance of Districts' operations, miscellaneous programs and capital improvement program. 6. Issues review, selecting alternatives and making recommendations. 7. Interaction with staff, other committees and Joint Boards. 8. Minimizing duplication of effort. 9. Orientation of committee members including types and frequency of site visits and briefings by staff. Steering Committee Action. After considerable discussion, the Steering Committee directed staff to agendize a review of each Committee's function for review and discussion by the respective committees at their upcoming meetings. DISCUSSION OF EXECUTIVE SEARCH FIRMS FOR RECRUITMENT FOR THE POSITION OF GENERAL MANAGER. The Joint Chairman reported that several executive search firms had been identified for recruitment for the position of General Manager and asked that consideration of this matter and the selection procedures be added to the agenda; whereupon, it was moved, seconded and duly carried that said matter, which arose subsequent to the posting of the agenda, and which requires action at this time, be approved pursuant to authority of Government Code Section 54954.2(b)(2) for addition to the Committee's agenda. Minutes of the Steering Committee September 29, 1994 Page 3 The Committee members then discussed the process for selecting a new General Manager to replace the retiring General Manager, the role of the Executive Search Committee, the Executive Committee and the role of an executive search firm in assisting the Directors in the process. Sleerina Committee Action. Proposals were submitted from four recommended executive search firms and the Steering Committee decided that the Executive Search Committee should conduct interviews of the firms. The Committee selected Wednesday, October 5, 1994, at 3:30 p.m., as the preferred date, and Monday, October 10, 1994, at 12:00 noon, as the alternate date and directed the General Manager to schedule interviews with the four firms. ADJOURNMENT. The Steering Committee adjourned at approximately 7:15 p.m. j lwpdoctmbx«W2sv m STATE OF CALIFORNIA 1 COUNTY OF ORANGE 1 Pursuant to California Government Code Section 54954.2,1 hereby certify that the Notice and the Agenda for the Steering Committee meeting held on September 29, 1994, was duly posted for public inspection in the main lobby of the Districts' offices on September 23, 1994. IN WITNESS WHEREOF, I have hereunto set my hand this 29th day of September, 1994. Penny Kyle, A ' tant B Secretary, County Sanitation Di ' is No , 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California evra� 2c 0.4 COUNTY SANITATINN DISTRICTS f , OF ORANGE COUNTY, CALIFORNIA - N P.O. BOX 8127,FOUNTAIN VALLEY,CALIFORNIA 92728-8127 10844 ELLIS. FOUNTAIN VALLEY, CALIFORNIA 92708-7018 �+4te c°u (714)962-2411 September 23, 1994 NOTICE OF MEETING STEERING COMMITTEE COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA THURSDAY, SEPTEMBER 29. 1994 - 5:30 P.M. DISTRICTS' ADMINISTRATIVE OFFICES 10844 ELLIS AVENUE FOUNTAIN VALLEY, CALIFORNIA 92708 A regular meeting of the Steering Committee of the Joint Boards of Directors of County Sanitation Districts Nos, 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California, will be held at the above location, time and date. /` Assistant B d e Cary ML5.a 09/22/94 STEERING COMMITTEE DATE TIME (ALTERNATE VICE CHAIR) COX (Joint chair) . . . . . . . . SWAN (Vice Joint Chair) . COLLINS . . . . . . . . . . . . . . _ WAHNER . . . . . . . . . . MC GUIGAN . . . . . . . . . . . _ LEIPZIG . . . . . . . . . . . STANTON . . . . . . . . . . . . STAFF OTHERS SYLVESTER ANDERSON WOODRUFF . . . . . . . . _ HODGES NELLOR _ NICHOLS _ OOTEN _ STREED v lq� AGENDA STEERING COMMITTEE JOINT BOARDS OF DIRECTORS COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA DISTRICTS' ADMINISTRATIVE OFFICES 10844 ELLIS AVENUE FOUNTAIN VALLEY, CALIFORNIA 92708 REGULAR MEETING THURSDAY, SEPTEMBER 29, 1994 - 5:30 P.M. 14 S ,� ��,(ty ;; i ` i ag' tla 95 proposetl to de svhmittetl to fhe t 5e-9dne tart cot»pkanca with Sedtron 54854 2{i?}as ; 4 a( d ' ead 10 take immed ate aatfon which need came to the E (t s to the posfing:of the.agenda,.. or as set fptth on a I a d3`"dst8a'ih tds eras above;not`les's than;j2 bbb s'pdor to th61,rneet!'N date (1) Roll Call (2) Appointment of Chairman Pro tem, if necessary. (3) Public Comments: All persons wishing to address the Committee on specific agenda items or matters of general interest should do so at this time. As determined by the Chairman, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to five minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). K 9/29/94 (4) The Committee Chairman, General Manager and General Counsel may present verbal reports on miscellaneous matters of general interest to the Committee Members. These reports are for information only and require no action by the Committee Members. (a) Report of Committee Chairman (b) Report of General Manager (c) Report of General Counsel (5) Discussion of New Committee Structure Issues: (a) Committee structure which now includes: Standing Committees: Operations Committee Engineering and Construction Committee Personnel and Finance Committee Executive Steering Committee Special/Ad Hoc Committees (b) Meeting frequency/dark months (c) Responsibilities/Activities of each new Committee including: 1. Mission/Purpose 2. Operating Philosophy including level of detail requiring committee review. 3. Oversight responsibilities and scope and frequency. 4. Committee calendar and procedures. 5. Tracking performance of Districts' operations, misc. programs and capital improvement program. 6. Issues review, selecting alternatives and making recommendations. -2- ` \WWI 9/29/94 7. Interaction with staff, other committees and Joint Boards. 8. Minimizing duplication of effort. 9. Orientation of committee members including types and frequency of site visits and briefings by staff. (6) Closed Session s P A t c (a) Convene in closed session, if necessary. (b) Reconvene in regular session. (c) Consideration of action, if any, on matters considered in closed session. (d) Report on discussion taken in closed session, as required. (7) Other business, if any. (8) Adjourn J.NpdwVm`emcM298 U -3- AGENDA REPORT County Sanitation Districts P.O. Box 8127 • 10844 Ellis Avenue of Orange County, California Fountain Valley,CA 92728-8127 Telephone: (714)962-2411 STEERING COMMITTEE SEPTEMBER 29, 1994 - 5:30 P.M. The purpose of this initial meeting of the Steering Committee is to review the new Board committee structure, the roles of the Steering Committee and the standing committees, and how the Committees will interface with each other, the Joint Boards and staff. Enclosed is a copy of the original report from the Joint and Vice Joint Chairs recommending the new Committee structure that was approved by the Boards on September 14th. Additional information will be presented at the meeting. j WMdWgmWxecW2994.sn COUNTY SANITATION Dumas M ORANGE COUNTY. CAUFONNIA 1p E.G AVENUE v0 Wl etz> EOUMNN VALLEY.u MA0 92J 91V ntm esz2All August 19, 1994 MEMORANDUM TO: Executive Committee FROM: John C. Cox, Jr., Joint Chair Peer A. Swan, Vice Joint Chair RE: Proposed Board Committee Restructuring As I reported to the Directors at the August 10th Joint Board Meeting, we have been considering a restructuring of the Board Committees. This is partially an outgrowth of the engineering projects/management practices review being conducted by Ernst & Young. We believe the proposed restructuring provides more focused responsibilities for each Committee, and the opportunity for all Board members to become more knowledgeable and involved in the Districts' Wastewater Management Program. It will also allow for more interaction with other Directors and staff. Following are ouf recommendations: STANDING COMMITTEES It is proposed that there be four Standing Committees in the Joint Administrative Organization: (1) Operations, (2) Engineering and Construction; (3) Finance and Personnel; and (4) Executive. Operations Committee: (A new committee that combines the former Conservation, Recycle and Reuse Committee, the Select Committee to Advise the Staff, the Special Selection Committee Re Ocean Monitoring and the Ad Hoc Committee Re Service to Areas Outside the Districts) The proposed regular meeting date is the 1 st Wednesday of each month. With the goal of compliance with all public health and environmental laws and regulations, the Operations Committee shall review and submit appropriate recommendations on matters pertaining to the operation of the Joint Treatment Works, including such matters as current and projected service/flow needs, level and quality of treatment, conservation, recycling and reuse activities and air quality issues. The Committee shall also review issues pertaining to the Districts' NPDES Ocean Outfall Discharge Permit, including annual review of the contractor(s) performing the ocean monitoring and research programs required as a condition of said permit, and related issues regarding protection of the marine waters off metropolitan Orange County's coastline from impacts as a result of the Districts' operations and discharge of treated wastewater. The Committee shall also review matters pertaining to contractual arrangements by the Districts to provide sewerage services to areas outside the Districts established boundaries or approved spheres of influence. The Committee will project the future needs, explore alternatives and make recommendations on solutions to the Engineering and Construction Committee. In carrying out its responsibilities, the Committee shall regularly study, visit and observe the various operational functions of the Joint Treatment Works. Because of the special interest of the coastal communities in ocean issues, one representative of each member agency within the Districts' boundaries with coastal shoreline shall be a member of the Committee. Engineering & Construction Committee: ( A new committee that combines the former Engineering and Construction Committee, the Building Committee, and the Special Selection Committee Re Computers) The proposed regular meeting date is the 1st Thursday of each month. The Engineering and Construction Committee shall review and submit appropriate recommendations on matters pertaining to capital projects to address operational needs identified by the Operations Committee, including the selection of professional consulting services to assist in studying, planning and designing needed Joint Treatment Works and support facilities, including computerized systems, in accordance with the Boards' established policies and procedures for procuring such services, and construction projects for said facilities in accordance with applicable public works laws and Board policies. Said oversight shall include the contracts for professional services and public works construction projects and addenda or change orders thereto. In carrying out its responsibilities, the Committee shall receive "heads up" and regular status reports on the projects from staff, and monitor, visit and observe the Joint Treatment Works operational functions and major capital construction projects. Finance & Personnel Committee: (A new committee that combines the former Fiscal Policy and Personnel Committees) The proposed regular meeting date is the 3rd Wednesday of each month. The Finance and Personnel Committee shall review and submit appropriate recommendations on matters pertaining to financial, budgeting, and personnel policies. 2 The Finance and Personnel Committee shall review the development, preparation and format of the annual Joint Works budgets. The Committee is responsible to periodically interview and recommend to the Joint Board the selection of outside auditors. The Committee will review the result of the annual audit of the Districts' accounts with representatives of the outside audit firm, including any comments received recommending improvements. The Committee will review management's response to these comments and make appropriate recommendations to the Joint Boards for implementation. Periodically the Committee will employ an outside firm to audit internal control procedures to safeguard the assets of the Joint Districts. The Committee will interview and make recommendations to the Joint Board on the employment of investment-banking firms, bond counsel and, if necessary, financial advisors to be used in connection with the Districts' financing programs. The Committee will periodically coordinate personnel audits of the Joint Districts' operations or segments of the operations on an as-needed basis. The Committee will make recommendations on personnel policies and procedures, labor negotiations, insurers and coverage, procurement procedures, and such other related activities as may be needed and appropriate. Executive Committee: (No change from current Committee makeup) Proposed regular meeting date is the 4th Wednesday of each month. The Executive Committee shall consist of the Chair of the Board of Directors of each individual District, or the Chair pro tem if the Chair is unable to attend, the Directors who represent the Orange County Board of Supervisors, and the Chair and Vice Chair of the Joint Administrative Organization. Each past Chair of the Joint Administrative Organization shall also serve as a member of the Executive Committee provided that said person serves as an active Director on a District Board. The Chair of the Joint Administrative Organization shall be the Chair of the Executive Committee. The Vice Chair of the Joint Administrative Organization shall be the Vice Chair of the Executive Committee. The Executive Committee shall meet monthly and review the reports and recommendations of the other Standing Committees and consider matters to be placed on the agenda for the following month's Meeting of the Joint Boards of Directors. The Executive Committee may also consider other matters referred to it. 3 STEERING COMMITTEE In addition to the Standing Committees, the Joint Chair plans to implement a Steering Committee comprised of the Joint Chair, the Vice Joint Chair and the chairs of the Operations, Engineering and Construction, and Finance and Personnel Standing Committees to assist in coordinating the Flow of activities to the committees and Boards. It is proposed that this Committee shall also conduct an annual performance evaluation of the General Manager and submit recommendations on compensation to the Executive Committee and the Joint Boards of Directors. The Committee shall also review the General Manager's evaluation and compensation of senior management direct reports, based on established criteria, and senior management's goals and objectives for the following year. SPECIAL/AD HOC COMMITTEES In addition to the Standing Committees, the Boards, the Chair of the Joint Administrative Organization, or the Chair of a Standing Committee, may appoint, from time to time, special or ad hoc committees to study and report on specific matters. Such committees shall be temporary in nature and their assignments shall pertain to a current, specific issue. Upon completion of the assigned task, the ad hoc or special committee will be dissolved. SELECTION OF PROFESSIONAL SERVICES The Boards currently have in place Policy Resolution No. 9043, Pertaining to Procedures for the Selection and Procurement of Professional Engineering, Architectural, Environmental, Land Surveying and Construction Management Services. The policy provides that the solicitation and evaluation of proposals, and the recommendation for engagement of a firm to provide such services, by an individual District, shall be by a Selection Committee comprised of the Chair, the Chair pro tem (except on three-member Boards) and one staff member (the Director of Engineering). No change is proposed for the individual District professional services selection process. The Selection Committee for Joint Works is currently the Joint Chair, the Vice Joint Chair, and the Director of Engineering as the staff member. It is proposed that the policy resolution be amended to provide for a change in the Joint Works professional services selection process. The revision would provide that the selection process for Joint Works professional services procurement would be conducted by the Standing Committee responsible for the work under consideration. For example, the solicitation 4 yr and evaluation of proposals, and recommendation for selection of a consultant to design a new Joint Works treatment facility, would be conducted by the Engineering and Construction Committee; whereas, for a consultant to perform the ocean monitoring work it would be the Operations Committee. GENERAL COMMITTEE GUIDELINES Size. Membership and Appointments: Each Committee shall have a Chair and a Vice Chair. With the exception of the Executive Committee and the individual Districts' Selection Committees, the Chair, Vice Chair and members of each committee shall be appointed by the Chair of the Joint Administrative Organization. With the exception of the Executive Committee and the Steering Committee, the makeup and size of each Committee shall be determined by the Chair of the Joint Administrative Organization. To the extent practicable, committee appointments shall represent a broad and equitable distribution of members among Districts and member agencies, and consideration of relevant expertise that a member can bring to the Committee. It is also desirable to have a mix of senior Directors and new Directors on each Committee, and to rotate newer Directors through the various committees. Meeting Time and Place: Each Committee shall fix a regular monthly meeting time and place or may meet at the call of its Chairman. Because of the regular meeting days of member agencies, the available days for Districts' Board committee meetings is very limited. Therefore, specific days are recommended and included above under the discussion of each committee. REQUIRED BOARD ACTIONS - Portions of the current Board committee structure are dictated by Board policy resolutions; others are at the discretion of the Joint Chair. To implement the proposed restructuring, the following actions will be necessary: 1. Amend relevant provisions of Resolution No. 87-51, as amended, the Boards' Policy Resolution Pertaining to Fixing and Establishing Rules of Procedure for the Conduct of Business of the Districts, by revising the language to incorporate the proposed committee restructuring. 2. Amend relevant provisions of Resolution No. 90-43, the Boards' Policy Resolution Pertaining to Procedures for the Selection and Procurement of Professional Engineering, Architectural, Environmental, Land Surveying and Construction Management Services, by revising the language to incorporate the proposed committee restructuring. 5 This amendment should probably be in the form of the addition of a statement to the effect that in the case of Joint Works projects, the Standing Committee with jurisdiction over the work for which the services are to be performed shall serve as the Selection Committee. IMPLEMENTATION SCHEDULE The following implementation schedule is proposed: August 25, 1994: Executive Committee Consideration September 14, 1994: Joint Boards Consideration October 1, 1994: Begin Implementation TENTATIVE COMMITTEE ASSIGNMENTS Enclosed for Directors is a listing of tentative committee assignments. It is intended that a letter from the Joint Chair will go to all Directors inviting them to indicate their interest in committee assignments, in order of preference, and asking for an updated biography. Upon return and consideration of that information, the assignments will be finalized. 6 Minutes of the Executive Committee Augusl25, 1994 Page 7 PHASE 3 OPERATIONAL AND ORGANIZATIONAL STUDIES. At the August 10th Joint Board meeting, the Directors authorized the Executive Subcommittee to review the Phase 3 Work Plan for Additional Operational and Organizational Studies with Ernst & Young after the early Phase 2 work had commenced, and following that review to submit a recommendation to the Executive Committee on the operational and organizational issues that should be considered for further study in Phase 3. Following its review of the Subcommittee recommendation, the Executive Committee is to submit its recommendation to the Joint Boards for consideration. The enclosed Executive Subcommittee August 24th meeting minutes discusses this matter and includes a copy of the Ernst & Young letter (pink) dated July 25, 1994, regarding Phase 3 operational and organizational issues. Executive Subcommittee Recommendation. The Executive Subcommittee still has the Phase 3 work plan under review but, at this time, recommends that Addendum No. 2 to the professional services agreement with Ernst & Young to conduct a two-phase, independent review of the Districts' Capital Projects Management Function, be approved to add Phase 3, Task 4, Evaluation of Human Resources, for a total amount not to exceed $60,000, increasing the total compensation authorized for said professional services agreement from an amount not to exceed $235,000 to an amount not to exceed $295,000. Executive Committee Recommendation. The Executive Committee reviewed the proposal with Ernst & Young representatives and staff and concurs with the recommendation of the Executive Subcommittee. PROPOSED BOARD COMMITTEE RESTRUCTURING. Joint Chairman Cox noted that at the August 10th Joint Board meeting he had reported that he was considering a restructuring of the Board Committees. He stated that this is partially an outgrowth of the engineering projects/management practices review being conducted by Ernst & Young, and discussions with other Board members. The enclosed Memorandum Re Proposed Board Committee Restructuring (buff) from the Joint Chairman and Vice Joint Chairman, which details their recommendations, was then reviewed. Minutes of the Executive Committee August 25, 1994 Page 8 It is proposed that there be four Standing Committees in the Joint Administrative Organization as follows: Operations Committee: The Operations Committee is a new committee that combines the former Conservation, Recycle and Reuse Committee, the Select Committee to Advise the Staff, the Special Selection Committee Re Ocean Monitoring and the Ad Hoc Committee Re Service to Areas Outside the Districts. The proposed regular meeting date is the 1 st Wednesday of each month. Engineering & Construction Committee: The Engineering & Construction Committee is a new committee that combines the former Engineering and Construction Committee, the Building Committee, and the Special Selection Committee Re Computers. The proposed regular meeting date is the 1st Thursday of each month. Finance & Personnel Committee: The Finance & Personnel Committee is a new committee that combines the former Fiscal Policy Committee and Personnel Committee. The proposed regular meeting date is the 3rd Wednesday of each month. Executive Committee: There is no proposed change in the Executive Committee from the current Committee makeup. The proposed regular meeting date is 4th Wednesday of each month. The Boards, the Chair of the Joint Administrative Organization, or an individual District Chair, and the Chair of a Standing Committee may appoint, from time to time, special or ad hoc committees to study and report on specific matters, after which the Committee would be dissolved. In addition to the Standing Committees, the Joint Chair plans to implement a Steering Committee comprised of the Joint Chair, the Vice Joint Chair and the chairs of the Operations, Engineering and Construction, and Finance and Personnel Standing Committees to assist in coordinating the flow of activities to the Committees and Boards, and to conduct the annual performance evaluation of the General Manager and review the General Manager's evaluations of Department Heads. Minutes of the Executive Committee August 25, 1994 Page 8 It is proposed that there be four Standing Committees in the Joint Administrative Organization as follows: Operations Committee: The Operations Committee is a new committee that combines the former Conservation, Recycle and Reuse Committee, the Select Committee to Advise the Staff, the Special Selection Committee Re Ocean Monitoring and the Ad Hoc Committee Re Service to Areas Outside the Districts. The proposed regular meeting date is the 1 st Wednesday of each month. Engineering & Construction Committee: The Engineering & Construction Committee is a new committee that combines the former Engineering and Construction Committee, the Building Committee, and the Special Selection Committee Re Computers. The proposed regular meeting date is the 1 st Thursday of each month. Finance & Personnel Committee: The Finance & Personnel Committee is a new committee that combines the former Fiscal Policy Committee and Personnel Committee. The proposed regular meeting date is the 3rd Wednesday of each month. Executive Committee: There is no proposed change in the Executive Committee from the current Committee makeup. The proposed regular meeting date is 4th Wednesday of each month. The Boards, the Chair of the Joint Administrative Organization, or an individual District Chair, and the Chair of a Standing Committee may appoint, from time to time, special or ad hoc committees to study and report on specific matters, after which the Committee would be dissolved. In addition to the Standing Committees, the Joint Chair plans to implement a Steering Committee comprised of the Joint Chair, the Vice Joint Chair and the chairs of the Operations, Engineering and Construction, and Finance and Personnel Standing Committees to assist in coordinating the flow of activities to the Committees and Boards, and to conduct the annual performance evaluation of the General Manager and review the General Manager's evaluations of Department Heads. Minutes of the Executive Committee August 25, 1994 Page 7 PHASE 3 OPERATIONAL AND ORGANIZATIONAL STUDIES. At the August 10th Joint Board meeting, the Directors authorized the Executive Subcommittee to review the Phase 3 Work Plan for Additional Operational and Organizational Studies with Ernst & Young after the early Phase 2 work had commenced, and following that review to submit a recommendation to the Executive Committee on the operational and organizational issues that should be considered for further study in Phase 3. Following its review of the Subcommittee recommendation, the Executive Committee is to submit its recommendation to the Joint Boards for consideration. The enclosed Executive Subcommittee August 24th meeting minutes discusses this matter and includes a copy of the Ernst &Young letter (pink) dated July 25, 1994, regarding Phase 3 operational and organizational issues. Executive Subcommittee Recommendation. The Executive Subcommittee still has the Phase 3 work plan under review but, at this time, recommends that Addendum No. 2 to the professional services agreement with Ernst & Young to conduct a two-phase, independent review of the Districts' Capital Projects Management Function, be approved to add Phase 3, Task 4, Evaluation of Human Resources, for a total amount not to exceed $60,000, increasing the total compensation authorized for said professional services agreement from an amount not to exceed $235,000 to an amount not to exceed $295,000. Executive Committee Recommendation. The Executive Committee reviewed the proposal with Ernst & Young representatives and staff and concurs with the recommendation of the Executive Subcommittee. PROPOSED BOARD COMMITTEE RESTRUCTURING. Joint Chairman Cox noted that at the August 1 Oth Joint Board meeting he had reported that he was considering a restructuring of the Board Committees. He stated that this is partially an outgrowth of the engineering projects/management practices review being conducted by Ernst & Young, and discussions with other Board members. The enclosed Memorandum Re Proposed Board Committee Restructuring (buff)from the Joint Chairman and Vice Joint Chairman, which details their recommendations, was then reviewed. Minutes of the Executive Committee August 25, 1994 Page 9 Finally, it is proposed that the current Joint Works Selection Committee (Joint Chair and Vice Joint Chair) responsibilities for selecting professional services consultants be transferred to the appropriate new Standing Committee responsible for the work under consideration. Executive Committee Recommendation. The Executive Committee concurs with the proposed Board Committee restructuring. The following actions are required for implementation beginning October 1, 1994: (a) Amend Resolution No. 87-51, Establishing Rules of Procedures for the Conduct of Business of the Districts, relative to restructuring of the Boards' Committees. (b) Amend Resolution No. 90-43, Establishing Policies and Procedures for the Selection and Procurement of Professional Engineering, Architectural, Environmental, Land Surveying and Construction Management Services, relative to transferring Joint Works Selection Committee responsibilities for selecting professional services consultants to the appropriate new Standing Committee of the Boards. (Copies of the proposed resolutions will be included with the supporting agenda material for the September 14, 1994 meeting of the Joint Boards.) ADJOURNMENT. he Executive Committee adjourned at approximately 7:55 p.m. j9wp8oOgm�xecQ82594.ecm COUNTY SANITATION DISTRICTS of ORANGE COUNTY. CAUFONNIA 10844 ELLS Av WE Pa BOX 6127 f WAIU VALLEY,CALXG IA 92729-8 127 n1m9622 11 August19, 1994 MEMORANDUM TO: Executive Committee FROM: John C. Cox, Jr., Joint Chair Peer A Swan, Vice Joint Chair RE: Proposed Board Committee Restructuring As I reported to the Directors at the August 10th Joint Board Meeting, we have been considering a restructuring of the Board Committees. This is partially an outgrowth of the engineering projects/management practices review being conducted by Ernst & Young. We believe the proposed restructuring provides more focused responsibilities for each Committee, and the opportunity for all Board members to become more knowledgeable and involved in the Districts' Wastewater Management Program. It will also allow for more interaction with other Directors and staff. Following are our recommendations: STANDING COMMITTEES It is proposed that there be four Standing Committees in the Joint Administrative Organization: (1) Operations; (2) Engineering and Construction; (3) Finance and Personnel; and (4) Executive. Operations Committee: (A new committee that combines the former Conservation, Recycle and Reuse Committee, the Select Committee to Advise the Staff, the Special Selection Committee Re Ocean Monitoring and the Ad Hoc Committee Re Service to Areas Outside the Districts) The proposed regular meeting date is the 1 st Wednesday of each month. With the goal of compliance with all public health and environmental laws and regulations, the Operations Committee shall review and submit appropriate recommendations on matters pertaining to the operation of the Joint Treatment Works, including such matters as current and projected service/flow needs, level and quality of treatment, conservation, recycling and reuse activities and air quality issues. The Committee shall also review issues pertaining to the Districts' NPDES Ocean Outfall Discharge Permit, including annual review of the contractor(s) performing the ocean monitoring and research programs required as a condition of said permit, and related issues regarding protection of the marine waters off metropolitan Orange County's coastline from impacts as a result of the Districts' operations and discharge of treated wastewater. The Committee shall also review matters pertaining to contractual arrangements by the Districts to provide sewerage services to areas outside the Districts established boundaries or approved spheres of influence. The Committee will project the future needs, explore alternatives and make recommendations on solutions to the Engineering and Construction Committee. In carrying out its responsibilities, the Committee shall regularly study, visit and observe the various operational functions of the Joint Treatment Works. Because of the special interest of the coastal communities in ocean issues, one representative of each member agency within the Districts' boundaries with coastal shoreline shall be a member of the Committee. Engineering & Construction Committee: ( Anew committee that combines the former Engineering and Construction Committee, the Building Committee, and the Special Selection Committee Re Computers) The proposed regular meeting date is the 1st Thursday of each month. The Engineering and Construction Committee shall review and submit appropriate recommendations on matters pertaining to capital projects to address operational needs identified by the Operations Committee, including the selection of professional consulting services to assist in studying, planning and designing needed Joint Treatment Works and support facilities, including computerized systems, in accordance with the Boards' established policies and procedures for procuring such services; and construction projects for said facilities in accordance with applicable public works laws and Board policies. Said oversight shall include the contracts for professional services and public works construction projects and addenda or change orders thereto. In carrying out its responsibilities, the Committee shall receive"heads up" and regular status reports on the projects from staff, and monitor, visit and observe the Joint Treatment Works operational functions and major capital construction projects. Finance & Personnel Committee: (A new committee that combines the former Fiscal Policy and Personnel Committees) The proposed regular meeting date is the 3rd Wednesday of each month. The Finance and Personnel Committee shall review and submit appropriate recommendations on matters pertaining to financial, budgeting, and personnel policies. 2 The Finance and Personnel Committee shall review the development, preparation and format of the annual Joint Works budgets. The Committee is responsible to periodically interview and recommend to the Joint Board the selection of outside auditors. The Committee will review the result of the annual audit of the Districts' accounts with representatives of the outside audit firm, including any comments received recommending improvements. The Committee will review management's response to these comments and make appropriate recommendations to the Joint Boards for implementation. Periodically the Committee will employ an outside firm to audit internal control procedures to safeguard the assets of the Joint Districts. The Committee will interview and make recommendations to the Joint Board on the employment of investment-banking firms, bond counsel and, if necessary, financial advisors to be used in connection with the Districts' financing programs. The Committee will periodically coordinate personnel audits of the Joint Districts' operations or segments of the operations on an as-needed basis. The Committee will make recommendations on personnel policies and procedures, labor negotiations, insurers and coverage, procurement procedures, and such other related activities as may be needed and appropriate. Executive Committee: (No change from current Committee makeup) Proposed regular meeting date is the 4lh Wednesday of each month. The Executive Committee shall consist of the Chair of the Board of Directors of each individual District, or the Chair pro tem if the Chair is unable to attend, the Directors who represent the Orange County Board of Supervisors, and the Chair and Vice Chair of the Joint Administrative Organization. Each past Chair of the Joint Administrative Organization shall also serve as a member of the Executive Committee provided that said person serves as an active Director on a District Board. The Chair of the Joint Administrative Organization shall be the Chair of the Executive Committee. The Vice Chair of the Joint Administrative Organization shall be the Vice Chair of the Executive Committee. The Executive Committee shall meet monthly and review the reports and recommendations of the other Standing Committees and consider matters to be placed on the agenda for the following month's Meeting of the Joint Boards of Directors. The Executive Committee may also consider other matters referred to it. 3 STEERING COMMITTEE In addition to the Standing Committees, the Joint Chair plans to implement a Steering Committee comprised of the Joint Chair, the Vice Joint Chair and the chairs of the Operations, Engineering and Construction, and Finance and Personnel Standing Committees to assist in coordinating the Flow of activities to the committees and Boards. It is proposed that this Committee shall also conduct an annual performance evaluation of the General Manager and submit recommendations on compensation to the Executive Committee and the Joint Boards of Directors. The Committee shall also review the General Manager's evaluation and compensation of senior management direct reports, based on established criteria, and senior management's goals and objectives for the following year. SPECIALIAD HOC COMMITTEES In addition to the Standing Committees, the Boards, the Chair of the Joint Administrative Organization, or the Chair of a Standing Committee, may appoint, from time to time, special or ad hoc committees to study and report on specific matters. Such committees shall be temporary in nature and their assignments shall pertain to a current, specific issue. Upon completion of the assigned task, the ad hoc or special committee will be dissolved. SELECTION OF PROFESSIONAL SERVICES The Boards currently have in place Policy Resolution No. 9043, Pertaining to Procedures for the Selection and Procurement of Professional Engineering, Architectural, Environmental, Land Surveying and Construction Management Services. The policy provides that the solicitation and evaluation of proposals, and the recommendation for engagement of a firm to provide such services, by an individual District, shall be by a Selection Committee comprised of the Chair, the Chair pro tem (except on three-member Boards) and one staff member (the Director of Engineering). No change is proposed for the individual District professional services selection process. The Selection Committee for Joint Works is currently the Joint Chair, the Vice Joint Chair, and the Director of Engineering as the staff member. It is proposed that the policy resolution be amended to provide for a change in the Joint Works professional services selection process. The revision would provide that the selection process for Joint Works professional services procurement would be conducted by the Standing Committee responsible for the work under consideration. For example, the solicitation 4 and evaluation of proposals, and recommendation for selection of a consultant to design a new Joint Works treatment facility, would be conducted by the Engineering and Construction Committee; whereas, for a consultant to perform the ocean monitoring work it would be the Operations Committee. GENERAL COMMITTEE GUIDELINES Size. Membershio and Appointments: Each Committee shall have a Chair and a Vice Chair. With the exception of the Executive Committee and the individual Districts' Selection Committees, the Chair, Vice Chair and members of each committee shall be appointed by the Chair of the Joint Administrative Organization. With the exception of the Executive Committee and the Steering Committee, the makeup and size of each Committee shall be determined by the Chair of the Joint Administrative Organization. To the extent practicable, committee appointments shall represent a broad and equitable distribution of members among Districts and member agencies, and consideration of relevant expertise that a member can bring to the Committee, It is also desirable to have a mix of senior Directors and new Directors on each Committee, and to rotate newer Directors through the various committees. Meeting Time and Place: Each Committee shall fix a regular monthly meeting time and place or may meet at the call of its Chairman. Because of the regular meeting days of member agencies, the available days for Districts' Board committee meetings is very limited. Therefore, specific days are recommended and included above under the discussion of each committee. REQUIRED BOARD ACTIONS Portions of the current Board committee structure are dictated by Board policy resolutions; others are at the discretion of the Joint Chair. To implement the proposed restructuring, the following actions will be necessary: 1. Amend relevant provisions of Resolution No. 87-51, as amended, the Boards' Policy Resolution Pertaining to Fixing and Establishing Rules of Procedure for the Conduct of Business of the Districts, by revising the language to incorporate the proposed committee restructuring. 2. Amend relevant provisions of Resolution No. 90-43, the Boards' Policy Resolution Pertaining to Procedures for the Selection and Procurement of Professional Engineering, Architectural, Environmental, Land Surveying and Construction Management Services, by revising the language to incorporate the proposed committee restructuring. 5 This amendment should probably be in the form of the addition of a statement to the effect that in the case of Joint Works projects, the Standing Committee with jurisdiction over the work for which the services are to be performed shall serve as the Selection Committee. IMPLEMENTATION SCHEDULE The following implementation schedule is proposed: August 25, 1994: Executive Committee Consideration September 14, 1994: Joint Boards Consideration October 1, 1994: Begin Implementation TENTATIVE COMMITTEE ASSIGNMENTS Enclosed for Directors is a listing of tentative committee assignments. It is intended that a letter from the Joint Chair will go to all Directors inviting them to indicate their interest in committee assignments, in order of preference, and asking for an updated biography. Upon return and consideration of that information, the assignments will be finalized. 6 8/18/95 DL 124 TENTATIVE COMMITTEE ASSIGNMENTS ENGINEERING/ YRS OPERATIONS CONSTRUCTION FIN/PERS STEERING EXEC DIRECTOR I SERV DISTRICT AGENCY 1ST WED 1ST THURS 3RD WED AT CALL 4TH WED Barren 6 1,2.7,13,14 Orange Brown 1 3 Seal Beach x Catlin' 10 2,3 Fullerton x Collins 4 2.3 Fountain V y Cox- 14 5 Newport Bch xx x Debay 1 7 Newport Bch x Danes 2 2 Villa Party Dunlap 3 3 Brea x Eckenrode 2 Placentia Ferryman 1 1 CMSD Flora 3 3 La Habra x Gr111in 17 3 Buena Park x x Gullixson 4 13 Yorta Linda x Hammond 1 7,14 Irvine x x ' Hart' 14 6 Newport Bch x Leipzig 2 11 Huntington Bch Linn 3 La Palma x Lutz 1 3 Santa Ana x Mahoney' 9 2 La Habra x x E an 3 1 Santa Ana x 1 7 Santa Ana- xn 3 Huntington Bch ENGINEERING/ YRS OPERATIONS CONSTRUCTION FIN/PERS STEERING EXEC DIRECTOR SERV DISTRICT AGENCY 1ST WED 3STTHURS 3RD WED AT CALL 4TH WE Nelson 12 2 Brea x Parker 3 13 Brea x Partin 10 3 Cypress x Pickier 6 2,3.13 Anaheim x Pills 14 Tustin Pulido 3 2 Santa Ana Rice 3 MCSD , Satlarelli 2 7 Tustin x Sansone 5 5 Newport Bch x x Sapient 10 3 Stanton x x Singer 2 3 GGSD Stanton 16 1,2.3.11 BNSUPV Steiner 1 5,6.7,13,14 BNSupv x Swan' B 14 IRWD x x x x Sylvia 16 3 Los Alamitos r 14 6,] CMSD x 2 Yorba Linda x5 11 Huntington Bch x i Tustin x 2 2 GGSD x 15 16 15 15 Santa Ana River Flood P,otKbon Agency delegate-James A.Wanner(Attemate-None) Interagency AOMP Implementation Committee delegate-John C.Cox,Jr. Regional Advisory Planning Council(RAPC)delegate-Evelyn Had(Jahn C.Cox,Jr)(Peer Swan-alternate)" National Water Research Institute delegate-Buck Catlin(Ahemate-Wayne Sylvester,Margie Nellm) StiingrNlaw Advisory Committee delegate-None Orange County MPO Committee-William Mahoney Board Policy for RAPC is Joint Chairman and Vice Joint Chairman. However,past Joint Vice Chairman Had has continued to serve as the active delegate.