HomeMy WebLinkAbout1995-12 t
County Sanitation Districts
of Orange County,California
P.O. Box 8127 a 10844 Ellis Avenue
Fountain Valley, CA 92728-8127
Telephone: (714)962-2411
OK DRAFT
MINUTES OF THE STEERING COMMITTEE
December 13, 1995 - 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 Wednesday, December 13, 1995,
at 5:30 p.m., at the Districts' Administrative office.
(1) ROLL CALL
The roll was called and a quorum declared present, as follows:
STEERING COMMITTEE: OTHERS PRESENT:
Thomas L. Woodruff, General Counsel
Present: Director Don R. Griffin
John C. Cox, Jr., Joint Chair Director Sheldon Singer
Peer A. Swan, Vice Joint Chair
George Brown, Chair, FAHR STAFF PRESENT:
John J. Collins, Chair, PDC Donald F. McIntyre, General Manager
Pat McGuigan, Chair, OMTS Blake P. Anderson, Assistant General Manager
Judith A. Wilson, Assistant General Manager
Absent: Nancy Wheatley, Director of Technical Services
Roger Stanton, Vice Chair, FAHR Jean Tappan, Committee Secretary
(2) APPOINTMENT OF CHAIR PRO TEM
No appointment was necessary.
(3) PUBLIC COMMENTS
There were no comments by any member of the public.
(4) APPROVAL OF MINUTES
The minutes of the November 15, 1995 Steering Committee meeting were
approved as drafted.
Minutes of the Steering Committee Meeting
Page 2
December 13, 1995
(5) REPORTS OF THE COMMITTEE CHAIR. GENERAL MANAGER AND
GENERAL COUNSEL
(a) There was no report by the Committee Chairman.
(b) There was no report by the General Manager.
(c) There was no report by Counsel.
(6) DISCUSSION ITEMS
Ja, Report on the Governance and Committee System
The General Manager briefed the Committee on staffs proposal presented
last month to the Steering Committee to consider combining the OMTS and
PDC Committees; or consider having those two meetings scheduled on the
same day; or reassigning the responsibility of the Executive Committee to
serve as an "ad hoc" type committee, charged with oversight on special
assigned issues such as consolidation. One of the main reasons for these
proposed changes is to reduce the amount of staff time required to prepare
for the meetings.
Chair Cox indicated that the committees have not been effective as he had
envisioned and that some change should be made. The Steering
Committee has not been involved in the "steering" process, but rather
functioning more like an oversight committee.
Director Swan suggested that the Executive Committee be held only on an
as-needed basis and for items that require a District-by-District vote. The
OMTS Committee should only address how the plant works, costs of
treatment, benchmarking to reduce those costs, and how to utilize assets
better. The PDC Committee should act only on planning, design and
construction issues. Benchmarking for those functions needs to be
developed in order to organize the work better.
By not going through the Executive Committee, the Committee chairs will
be responsible for reporting on activities directly to the Boards. Staff will
prepare synopsis of actions for the chair's presentation.
Director Griffin suggested that the Executive Committee meet quarterly for
a briefing on overall issues.
Minutes of the Steering Committee Meeting
Page 3
December 13, 1995
It was moved, seconded and passed that the three working committees
continue to meet and recommend that the Executive Committee be held on
an as-needed basis including responsibility for consolidation.
The Steering Committee members indicated that they would like to see
pre-agendas for the next monthly committee meetings.
(b) Report on Legal Services Review Grouo
A self-appointed "committee', comprised of Directors Gullixson and
Saltarelli and former Director and Joint Chair Bill Mahoney, has been
meeting with staff and General Counsel to discuss the issue of legal
services. A couple of meetings have been held and they are talking about
more meetings. The Steering Committee decided that this issue should be
placed on the FAHR Committee agenda for January, and a letter is to be
sent to Director Gullixson asking him to discuss this issue with that
Committee.
(c) Benchmarking of Salaries for Executive Management
Judy Wilson reported that at the October Steering Committee meeting the
Directors asked for a comparison of Districts' executive management
salaries with other public and private entities. In all instances, Districts
salaries are below similar positions in public sector.
The theory of broad banding was discussed. With 132 job classifications
for 600+ employees, there is room for consolidation. A"white paper" on
broad banding will be prepared for presentation at the April Steering
Committee meeting. The issues of the effects on the labor agreements
and what the net dollar change would be will be addressed. At first it is
anticipated that only management positions would be included in broad
banding.
(d) Human Resources Space Needs
Judy Wilson reported on temporary space needs for Human Resources
until a permanent solution is determined. Right now they are housed in 25-
year old trailers that are dilapidated and termite-ridden. The Space Study
is due to be completed in April and any permanent facility won't be ready
for at least 18 months. In the interim staff is evaluating the feasibility of
rehabbing the old lab for HR's use, and when a permanent facility is
completed, turning it into a training center.
Minutes of the Steering Committee Meeting
Page 4
December 13, 1995
Chair Cox directed staff to present this to the Ad Hoc Committee.
(a) Update on Sangennano Case
This case is moving towards trial in a couple of months. An attorney
substitution has been made by Lou Sangermano.
(f) Report on Patterson vs CSDOC Case
Special Counsel Howard Slavin has indicated that trial is scheduled for
June.
(g) Update Report on Willful Destruction of Property at Plant No. 2
Blake Anderson reported on the two cases. Both appear to be intentional
acts, though there is no proof. The investigation was done by the Chief
Operator and others. Everyone who was on the shift when the destruction
occurred has been interviewed.
(h) Update on Due Diligence re Landfill Issues
General Counsel reported that the formation of a new sanitation district
covering the entire county would take several months to complete. LAFCO
will be pressed to try to move this along. The other alternative is for a
special act by the state legislature, and the Board of Supervisors. The
Committee members did not support the special act option.
(7) CLOSED SESSION
There was no closed session.
(8) OTHER BUSINESS
A discussion of"perceived instances of conflicts of interest" resulted in Director
Swan suggesting that any and all resolutions that affect the conduct of Directors
be codified for all directors and included in the Directors' Handbooks. Staff will
make this available as soon as possible for inclusion in the handbooks.
Nancy Wheatley reported on the proposed settlement and the agreement with
SAWPA. Their board will be acting on this agreement in January and it will be
presented to our committees in January also.
Minutes of the Steering Committee Meeting
Page 5
December13, 1995
Minutes of the Steering Committee Meeting
Page 6
December 13, 1995
(9) MATTERS TO BE REPORTED AT A SUBSEQUENT MEETING
There were no matters to be reported on at a subsequent meeting.
(10) MATTERS ON A FUTURE AGENDA FOR ACTION AND A STAFF REPORT
There were no matters for a future agenda.
(11) CONSIDERATION OF UPCOMING MEETINGS
The next Steering Committee meeting has been scheduled for January 24, 1996
at 5:30 p.m.
(12) ADJOURNMENT
The Steering Committee adjourned at approximately 7:25 p.m.
ubmitted by:
A,i
J Tappan, Steefinfi Committee Secretary
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STATE OF CALIFORNIA )
) SS.
COUNTY OF ORANGE )
Pursuant to California Government Code Section 54954.2, 1 hereby certify that the
Notice and the Agenda for the Steering Committee meeting held on Wednesday, December 13,
1995, was duly posted for public inspection in the main lobby of the Districts' offices on
December 7, 1995.
IN WITNESS WHEREOF, I have hereunto set my hand this 13th day of December,
1995.
Penny Kyle, Sec t ry of a of the Boards of
Directors of Cou Sanil ti n Districts Nos. 1, 2, 3,
5, 6, 7, 11, 13 & 14 of Or ge County, California
Posted: December 7 , 1995, J7/45 P.M.
By:
Signature
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COUNT4'SANITATION DISTRICTS OF On.fNGE COUNTY, CALIFORNIA
Board Secretary(2)
phone:
(714)962-2411
mailing address:
PO. Bcn8127
Foumeln valley,CA
927288127 December 7, 1995
street address:
10844 Be Avenue
Fountain Valleµ CA
92708 7018
NOTICE OF MEETING
Member STEERING COMMITTEE
Agenclea
•
citlee COUNTY SANITATION DISTRICTS
Anahaim NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14
Bred
Buena Perk OF ORANGE COUNTY, CALIFORNIA
Cypress
Fountein Valley
Fullerton
Huntington Beech wine WEDNESDAY, DECEMBER 13, 1995 - 5:30 P.M.
Le Habra
Le Palma
Los Alamitos
Newport Beech Orange DISTRICTS' ADMINISTRATIVE OFFICES
Pat . 10844 ELLIS AVENUE
septnt An
Santa Ana Seai Batch FOUNTAIN VALLEY, CALIFORNIA 92708
stantan
Tuat
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Villa Perk
Wrbe Linda
county ar orange 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
Saint., Olatricte County, California, will be held at the above location, time and date.
Coate Mese
Garden Grove
Midway City
water Olatricts
Irvine Ranch
A Public Wastewater and Environmental Management Agency committed to Protecting the Environment Since 1954
STEERING COMMITTEE
Roll Call:
Meeting Date: December 13, 1995 Meeting Time: 5:30 o.m.
Meeting Adjourned:
Committee Members
John C. Cox, Jr., Joint Chair . . . . . . . . . . . . . . _
Peer A. Swan, Vice Joint Chair . . . . . . . . . . . _
George Brown, Chair, FAHR . . . . . . . . . . . . . _
John J. Collins, Chair, PDC . . . . . . . . . . . . . . _
Pat McGuigan, Chair, OMTS . . . . . . . . . . . . . _
Roger Stanton, Vice Chair, FAHR . . . . . . . . .
Others Present
Thomas L. Woodruff, General Counsel . . . .
Staff Present
Donald F. McIntyre, General Manager . . . . . .
Blake P. Anderson, Asst. General Manager . .
Judith A. Wilson, Asst. General Manager . . . .
Jean Tappan, Secretary . . . . . . . . . . . . . . . . . _ _
December 7, 1995
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
WEDNESDAY, DECEMBER 13, 1995 - 5:30 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 i
than 72 hours prior to the meeting date and time above.
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 date.
.............................................................................................................................................................................._i
(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.
-1-
December 7, 1995
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).
(4) Consideration of motion to approve Minutes of Steering Committee Meeting held
November 15, 1995.
(5) 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
(6) Steering Committee Discussion Items.
(a) Governance and Committee System—report by Judy Wilson
(b) Legal Services—report by Judy Wilson
(c) Benchmarking of Salaries for Executive Management—report by Judy
Wilson
(d) Human Resources Space Needs—report by Judy Wilson
(a) Update on Sangermano Case—verbal report by General Counsel
(f) Update on Patterson vs CSDOC Case—verbal report by General Counsel
(g) Update Report on Willful Destruction of Property at Plant No. 2--verbal
report by Blake Anderson
(h) Update on Due Diligence re Landfill Acquisition--verbal report by Blake
Anderson
(7) Closed Session.
.......................................................................................................................................................
Closed Session: During the course of conducting the business set
i 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
i 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) employment actions or negotiations with
f employee representatives; or which are exempt from public disclosure under
! the California Public Records Act, may be reviewed by the Committee during a i
permitted closed 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 E
minutes will reflect all required disclosures of information.
i....................................................................................................................................................
-2-
December 7, 1995
(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.
(8) Other business, if any.
(9) Matters which a Director would like staff to report on at a subsequent meeting.
(10) Matters which a Director may wish to place on a future agenda for action and a
staff report.
(11) Consideration of upcoming meeting dates, at the call of the Joint Chair.
(12) Adjourn.
Notice to Committee Members.
For any questions on the agenda or to dace items on the agenda.Committee members should contact
the Committee Chair or the Secretary ten days in advance of the Committee meeting.
Committee Chair: John C. Cox,Jr. (714)721-8660
Secretary: Jean Tappan (714)962-2411, Fxd.2001
(714)962-0356(Fax)
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-3-
r STEERING COMMITTEE
AGENDAFOR
DECEMBER 13, 1995
Agenda Item (4): Consideration of motion to approve Draft Minutes of
Steering Committee Meeting held November 15,
1995
Summary
Attached are the draft minutes of the November 15, 1995 Steering Committee Meeting.
Recommendation
Consideration of a motion approving the draft minutes of the Steering Committee
meeting held November 15, 1995.
J'\WPOOMGM STR-COMW1 121395.4
County Sanitation Districts
of Orange County, California
P.O. Box 8127 • 10844 Ellis Avenue
Fountain Valley, CA 9272MI27
Telephone: (714) 962-2411
DRAFT
MINUTES OF THE STEERING COMMITTEE
November 15, 1995 - 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 Wednesday, November 15, 1995,
at 5:30 p.m., at the Districts' Administrative office.
(1) ROLL CALL
The roll was called and a quorum declared present, as follows:
STEERING COMMITTEE: OTHERS PRESENT:
Thomas L. Woodruff, General Counsel
Present:
John C. Cox, Jr., Joint Chair
Peer A. Swan, Vice Joint Chair STAFF PRESENT:
George Brown, Chair, FAHR Donald F. McIntyre, General Manager
John J. Collins, Chair, PDC Blake P. Anderson, Assistant General Manager
Pat McGuigan, Chair, OMITS Judith A. Wilson, Assistant General Manager
Roger Stanton, Vice Chair, FAHR Jean Tappan, Committee Secretary
Nancy Wheatley, Director of Technical Services
Absent:
None
(2) APPOINTMENT OF CHAIR PRO TEM
No appointment was necessary.
(3) PUBLIC COMMENTS
There were no comments by any member of the public.
(4) APPROVAL OF MINUTES
The minutes of the October 25, 1995 Steering Committee meeting were approved
as drafted.
Minutes of the Steering Committee Meeting
Page 2
November 15, 1995
(5) REPORTS OF THE COMMITTEE CHAIR. GENERAL MANAGER AND
GENERAL COUNSEL
(a) There was no report by the Committee Chairman.
(b) There was no report by the General Manager.
(c) There was no report by Counsel.
(6) DISCUSSION ITEMS
(a) Preliminary Discussion re Governance and Committee System
Judy Wilson presented a calendar showing the days staff spends on
preparing agenda items for the working committees and Board meetings,
as well as attending the meetings. As currently structured, the purchase of
the landfills will leave little time to prepare for the meetings of that Board. In
order to streamline the Districts', staff would like the Directors to consider
combining the OMTS Committee with the PDC Committee (because they
are both operating committees), as well as eliminating the Executive
Committee, since it is acting as a "pass-through" committee. The majority
of the members of the Executive Committee also sit on the operating
committees.
Director Swan suggested that the Executive Committee continue to exist
and only meet on an as-called basis. General Counsel indicated that the
Executive Committee is charged with making policy decisions.
Staff was requested to try to reduce the number of employees attending
the meetings to only those making presentations.
Judy's memo on the subject will be revised to address additional options
and will be presented to the Steering Committee again in December.
Minutes of the Steering Committee Meeting
Page 3
November 15, 1995
(b) Status Report on Meetings regarding the Excess Capacity Charge
Don McIntyre and Nancy Wheatley have been meeting with various state
and local agencies and business development councils to reach an
agreement on the Excess Capacity Charge assessed to those businesses
that discharge a large amount of water to our system. After meeting with
several directors, staff agreed to add an item to the Boards agenda to
rescind the Excess Capacity Ordinances passed in July and return to the
original ordinance that charging large discharges on the basis of equivalent
residential charges, on a case-by-case basis.
(c) Report on Willful Destruction of Property at Plant No. 2
Blake Anderson reported on the fiber optic cable-cutting incident at Plant 2
on November 1. Our Security Manager, the Chief Operator at Plant 2, and
the Instrumentation Manager are investigating. As a result of this damage,
all junction boxes will be locked down and all new cable will be metal-clad.
(d) Discussion of Pascal & Ludwig Engineers Accident at Plant No. 2
The fatal accident at Plant 2 was discussed. The Districts is a defendant in
a claim made by the estates of the decedents. Pascal & Ludwig is
responsible for the workers' compensation claims. This will be a closed
session item at a future Joint Boards meeting.
(7) CLOSED SESSION
There was no closed session.
(8) OTHER BUSINESS
Blake will be updating the Directors at tonight's Board meeting on the landfill
issues discussed in the Ad Hoc Committee meeting held earlier today.
(9) MATTERS TO BE REPORTED AT A SUBSEQUENT MEETING
In January the Directors will be updated on the status of the consolidation effort.
The final report will be made in February, and at that time staff will seek final
recommendation from the Directors.
� v
Minutes of the Steering Committee Meeting
Page 4
November 15, 1995
(10) MATTERS ON A FUTURE AGENDA FOR ACTION AND A STAFF REPORT
There were no matters for a future agenda.
(11) CONSIDERATION OF UPCOMING MEETINGS
The next meeting has been scheduled for December 13, 1995 at 5:30 p.m.
(12) ADJOURNMENT
The Steering Committee adjourned at approximately 6:55 p.m.
Submitted by:
• v✓
J n Tappan, Steerir Q mmittee Secretary
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STEERING COMMITTEE
AGENDAFOR
DECEMBER 13, 1995
Agenda Item (6)(a): Governance and Review of the Districts'
Committee Structure
Summary
At the November 15 Steering Committee Meeting, the attached report was discussed.
The initial reaction of the Committee was that the Executive Committee could be
convened when the need arises rather than as a regularly-scheduled monthly meeting.
There was no support expressed for consolidating the Operations, Maintenance, and
Technical Services (OMTS) Committee with the Planning, Design and Construction
(PDC) Committee.
It was agreed that this issue would be re-agendized for the December 13 Steering
Committee meeting. One suggestion, which we would put forward at this time, is to
schedule the OMTS and PDC Committees for the same night with OMTS starting at
5:30 p.m. and PDC starting at 7:30 p.m., with a dinner break in between. By holding
them on the same night it would eliminate the need for two evening meetings in one
week. It would also help to avoid duplications on the respective Committee agendas.
If, after several months, it is clear that the same ground is being covered by both
committees, then consolidation may be an appropriate option. On the other hand, if
each committee has a separate and unique role to play, maintaining both committees
and holding them on the same day would streamline the calendar to some degree.
Staff Recommendation
That the Steering Committee recommend to the Executive Committee that the OMTS
and PDC Committees move their meetings to the first Wednesday of each month at
5:30 p.m. and 7:30 p.m. respectively, and that the Executive Committee be convened
as necessary.
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d.
November 9, 1995
MEMORANDUM
TO: Members of the Steering Committee
FROM: Donald F. McIntyre
General Manager
SUBJECT: Governance and Review of the Districts' Committee Structure
The effort to consolidate the Districts will be an important step in streamlining our administrative
procedures. Another important opportunity to further streamline our govemance system is to
consider our current committee structure.
Attached you will find a copy of the Board Agenda Calendar. The agenda preparation schedule
for five committees is an extremely complex task with mailing schedules and report preparation
deadlines which fall continually during the entire month. Considerable staff time is required to
support this process.
If we do proceed to acquire the landfills, we will have yet another major work activity requiring a
Board policy committee. Given the fact that we plan to use the Districts' administrative staff on
a joint operating agreement basis to staff the general government functions, this presents a
considerable challenge in an already busy monthly calendar.
Among the options the Board may wish to consider are:
• Consolidating the Planning, Design and Construction Committee and the Operations,
Maintenance and Technical Services Committee.
• Eliminating the Executive Committee since it has been primarily a"pass-through"
committee, acting on the work of other committees.
• Creating a permanent Landfill Committee if the Boards vote to purchase.
• Re-evaluating the monthly Joint Boards meeting. Assuming we are successful with
consolidation, this meeting could be used to hear reports from the Committee Chairs.
There should be time for this since the individual District's business would not be
separating agendized.
This memorandum is intended as a thought-piece to begin the consideration of these issues. I
would like to have a formal agenda item before the Boards in January 1996.
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CSDOC • P.O.Box 8127 0 Fountain Vella ,CA 92725.8127 0 (714)882-2411
v
STEERING COMMITTEE
AGENDA FOR
DECEMBER 13, 1995
Agenda Item (6)(b): Status Report on Legal Services Committee
Activities
Summary
Attached is a report on the Legal Services Committee dated December 6, 1995. Staff
will be prepared to discuss this more fully at the meeting.
J:\W PDOC\GM15TR-COMMl95N 27395A1.6B
December6, 1995
MEMORANDUM
TO: Members of the Steering Committee
FROM: Donald F. McIntyre
General Manager
SUBJECT: Committee on Legal Services
Pursuant to a request from Joint Chair John Cox for a status report on this Committee's
activities, this memorandum has been prepared.
In early October, a committee on legal services was established to review the Districts'
legal services and consider ways and means of containing costs. Committee members
are Directors John Gullixson and Tom Saltarelli, and former Joint Chair Bill Mahoney.
To date, two meetings have been held. The first meeting was held on October 11 and
included staff members Don McIntyre, Blake Anderson and Judy Wilson. Tom
Woodruff, General Counsel, was not in attendance, as he was on vacation at the time.
The issues raised at the October 11, 1995 meeting included: the cost of special
counsel for litigation; the feasibility of retaining an in-house counsel and paralegal to
review routine legal matters; training Districts' staff to monitor legal costs and request
work only when necessary; the option of having an attorney from Rourke, Woodruff and
Spradlin on-site for extended office hours during the week to improve access and reach
closure on issues more quickly.
At the close of the October 11, 1995 meeting, the staff was requested to review first
quarter billings from Rourke, Woodruff and Spradlin and determine which tasks could be
done by a competent in-house attorney and paralegal and which would need to be
contracted. It was agreed that upon Tom Woodruff s return from vacation he would be
asked to conduct a similar analysis. This work was to be completed by the end of
November and a follow-up meeting was to be scheduled to include Tom Woodruff.
The follow-up meeting was held on November 29, 1995. The staff prepared an analysis
assuming a three-person staff including an attorney, a secretary and a paralegal, with
the assumption that all litigation, source control, air quality, and labor law work would
continue to be contracted out. Savings were estimated at approximately $120,000.
Tom Woodruff prepared an extensive report outlining opportunities for future savings to
include the use of a contracts administrator to handle routine contract review; continuing
to train Districts' staff to prudently use legal services; continuing to use paralegal
services as a cost-effective alternative to attorneys where appropriate.
CSDOC 0 P.O.B..8127 • Fountain Valley,CA 92726.8127 0 (714)962-2411
2
Members of the Steering Committee
Page 2
December 6, 1995
After several hours of discussion, the Committee requested that a detailed option paper
be prepared for review. It was also agreed that no firm consensus had been reached
and further meetings would be required.
Among the options to be reviewed in the proposed "white paper" are:
• Establishing the position of Contracts Administrator and continuing to follow Tom
Woodruff's recommendations for continued cost containment;
• Converting the Contracts Administrator position to an attorney position and
assigning this person routine contract review, routine legal work, review of billings
by outside counsel and special counsel, and other routine legal work as time is
available;
• If the proposed workload supports a full-time Contracts Administrator, filling this
position and also hiring a full-time attorney to do the routine legal work and
review of outside legal billings.
Among the issues which were to be examined in the "White Paper" were reporting
relationships, i.e. how would an inside counsel relate to the outside General Counsel: If
the inside legal counsel reports to the General Manager, how does this relate to the
General Counsel, who reports to the Boards? Another issue requiring more information
is the duties and responsibilities of the proposed Contracts Administrator and how many
person-hours these duties entail.
It was agreed the staff would evaluate the workload of the proposed Contracts
Administrator and further survey the staff on their current and anticipated legal needs.
The "White Paper will be prepared this month and be circulated to the Committee for
review and comment. Because this issue is quite complex, it was agreed that a
decision of this nature should not be rushed. The Committee plans to meet again in
January to develop a recommendation for the Boards.
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c: Director John Gullixson
Director Tom Saltarelli
Bill Mahoney
STEERING COMMITTEE
AGENDAFOR
DECEMBER 13, 1995
Agenda Item (6)(C): Discussion of Benchmarking Study re Executive
Management Salaries in both the public and
private sector.
Summary
Attached is a memorandum dated November 30 and an attached benchmarking study
on executive management salaries.
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November 30, 1995
MEMORANDUM
TO: STEERING COMMITTEE
John C. Cox, Jr., Joint Chair
Peer Swan, Vice Joint Chair
George Brown, Chair, FAHR
Roger R. Stanton, Vice Chair, FAHR
John Collins, Chair, PDC
Pat McGuigan, Chair, OMTS
FROM: Judith A. WilsonA Chief Administra ve Officer
SUBJECT: Executive Management Salaries - Benchmarking with Public Agencies and
the Private Sector
At the October 25 Steering Committee meeting, the staff was requested to prepare a
benchmarking study of Executive Management salaries looking at both the public and
private sectors.
Attached is a copy of this analysis. The following agencies and private sector surveys
were used:
- Orange County Water District
- Orange County League of California Cities
- County Sanitation Districts of Los Angeles County
- Los Angeles Metropolitan Transportation Authority
- Orange County Transportation Authority
- Orange County Private/Public Compensation Survey
- The Employees Group 1995 Executive Salary Survey
As you will see, in most instances the Orange County Sanitation Districts' pay rates are
well below the market average. Only the Finance Director position is close to the
market average, and in that instance it is still 2.8% below the market average. For
positions that are somewhat specific to wastewater treatment, i.e. Director of Technical
Services, Director of Operations, and Director of Engineering, there were no appropriate
private sector comparisons to compare against in this region. Therefore, only public
agencies were used.
CSOOC 9 P.O.Box 8127 • Fountain Valley.CA 92728-8127 0 (714)962.2411
Steering Committee
Page 2
November 30, 1995
We have also compiled a schedule showing the Sanitation Districts' relative position in
comparison with public agencies only.
In comparing only to the public agencies, the Districts' pay is still below market, with the
Assistant General Managers' salaries being the closest to market at 1% below.
JAW:cmc
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o�
++ Competitive Position of
Executive Management Classifications
Public 8 Private Sector
%Variance
Survey R: CSDOC Max:to CSDOC Pay to
i4',,Clasaillcation , Source ��"A9 Market Max Market Pay
GM 10,833 6 20,270 31,056 24,503x -126.2%
7 15.125 -39.6%
4 14,583 -34.6%
3 12,213 15,193 13,885 -28.2%
5 11,440 -5.6%
1 11,282 -4.1%
2 9,084 9,768 9,768
ESIWOMI
BE
AGM 7,600 10,000 10,000 7 15,067 -51%
3 10,405 12,928 12,487 -29 -25
4 11,346 -13
1 9,281 7
2 6,357 8,832 8,832 12% 12
5 8,667 13
mtmw KOBUS.4�. fix:
Dir,Malnt 6.834 10,259 7,708 3 9,084 11,257 10,612 -10.0% -37.7
4 5.309 9,821 9,114 4.3% -18.
Dir,Ops 6.834 10,259 7,708 3 9.084 11,287 10,612 -10. -37.7
1 8,352 -8.4
Dir,Tech S es 6,834 10,259 7,833 3 9,084 11.287 10,612 -10.0 -35.5
1 7,427 5.2%
Dir, Eng 6,834 10,259 7,833 3 9,014 11,287 10,612 -10.0 -35.54b
4 5.309 9.821 9,682 4.39A -23.6%
1 8,385 -7.f1%
e,,,,, 7 9$'T.,i"I
No minimum or maximum pay rates shown for market poslllons that are flat rated.
Incumbent responsible for maintenance and operations for either sewerage or solid waste.
o�
Competitive Position of
Executive Management Classifications
Public&Private Sector
%Variance
Survey 3 F" CSOOC Max to CSDOC Pay to
,
Classification s , 3r Source i & Market Max Market Pay
Dlr,Finance 6,741 10,218 8,123 3 9,084 11,287 10,612 -10.5 -30.6%
5 6.933 10,400 8,667 -1.8 -6.7
7 8,123 0.
1 8,122 0.0
6 5.464 8,496 7,847 16. 3.4
4 5,309 9,821 7,790 3. 4.1
2 5,782 7,289 7,289 28. 10.3
�;. MOM
Dlr,Into Tech 5,948 e,925 6,831 4 '5;309 '3821 - §,bi9 =Wl4: isi
DIr,HR 5,948 8,925 5,878 3 8,604 10.601 10,051 -19.8% -71.0
4 5,309 9.821 8,169 -10.0% -39.0%
5 6,933 10,400 7,627 -16.5% -29.8%
7 7,235 -23.1%
2 5,561 8,964 6.964 22.0% -18.5%
1 7,068 -20.2%
6 4,646 7.281 5,958 18.4% -1.4
No minimum or maximum pay rates shown for market positions that are fiat rated.
Survey Sources:
1 Orange County Water District 1995 Executive Management Compensation Survey,October 1995.
2 Orange County Division of League of California Cities Salary Survey,October 1995.
3 County Sanitation Districts of Los Angeles County Salary Schedule,November 1995.
4 Los Angeles County Metropolitan Transportation Authority,November 1995.
5 Orange County Transportation Authority,November 1995.
6 Orange County Private/Public Compensation Comparison Survey,April 1995.
7 The Employers Group 1995 Executive Salary Survey,March 1995.
OwoN
,ras. Competitive Position of
Executive Management Classifications
Public Sector
Demote Data Market Data %Variance
::PeyRaago Pay Survey Pay Range Pay CSDOC Max to CSDOC Pay to
Classification -Max _Rate - Source ', Min Max _ Rate. I Markel Max Market Pay
OM 10,833 4 14,583 -34.
3 12,213 15,193 13,885 -28.2
5 11,440 -5.6
1 11.282 -4.1
2 9,084 9,768 9.768 9.
12,1921 £ k.�, . .
ADM 7,500 10,000 10,000 3 10,405 12,928 12.487 -29 -25
4 11,346 -13
1 9,281 7%
2 6,357 8,832 8,832 1 1
5 8,667 13%
Average 8;381 10,880 10,123 1,. -1_...
Olt,Maim 6.834 10,259 7,708 3 9,094 11,287 10.612 -10.0% -37.7
4 5,309 9,821 9,114 4.30h -18.2%
Average F7,197 ,10,554 ;9,863. -Dir,Ops 6,834 10,259 7,708 3 11,287 10,612 -10. -37.78,352 Averaga ' 11,287 5,4M -1O >Dir,Tech Svcs 6.834 10,259 7,833 3 , 11,287 10,612 -10. -35.5
1 7,427 5.
Dir,Eng 6,834 10,259 7,833 3 9,084 11,287 10.612 -10. -35.5
4 5,309 9,821 9,682 4.3 -23.6
1 8,385 -7.
No minimum or maximum pay ratesshown for market positions that are flat rated.
•• Incumbent responsible for maintenance and operations for either sewerage or solid waste.
o�
Competitive Position of
Executive Management Classifications
Public Sector
Vital �,- Yl
3 4 - Mdrk9C a %Variance
j -.•.•• T >,•'� Survey 6 P4Y CSDOC Max to CSDOC Pay to
Classification eaar3,' Source 9 Market Max Market Pay
Dir,Finance 6,741 10,218 8,123 3 9,084 11,287 10,612 -10.5 -30.6%
5 6.933 10,400 8,667 -1.8 -6.7%
1 8,122 0.0%
4 5,309 9,821 7,790 3.9% 4.1%
2 5,782 7,289 7,289 28.7% 10.3%
o-, -,.t AN 8.496.
Dir, Info Tech 5,948 8.925 6,631 6,309 "9,821 9,0191'.
Dir, AR 5,948 8.925 5.878 3 8,604 10,691 10,051 -19. -71.
4 5,309 9,821 8,169 -10. -39.0
5 6,933 10,400 7,627 -16.5 -29.8%
2 5,561 6.964 6.964 22. -18.5%
1 7,068 -20.2
A4erage. ,. 9902 -9,489F, 7.979.:1 qw'- . -S -
No minimum or maximum pay rates shown for market positions that are flat rated.
Survey Sources
1 Orange County Water District 1995 Executive Management Compensation Survey,October 1995.
2 Orange County Division of League of California Cities Salary Survey,October 1995.
3 County Sanitation Districts of Los Angeles County Salary Schedule, November 1995.
4 Los Angeles County Metropolitan Transportation Authority,November 1995.
5 Orange County Transportation Authority,November 1995.
P
i
STEERING COMMITTEE
AGENDAFOR
DECEMBER 13, 1995
Agenda Item (S)(d): Discussion of Temporary Office Space for Human
Resources
Summary
Attached is a memorandum dated December 5, 1995, outlining the space needs for the Human
Resources Department.
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✓ December 6, 1995 a
n m
MEMORANDUM
TO: MEMBERS OF THE STEERING COMMITTEE
John C. Cox, Jr., Joint Chair
Peer Swan, Vice Joint Chair
George Brown, Chair, FAHR
Roger R. Stanton, Vice Chair, FAHR
John Collins, Chair, PDC
Pat McGuigan, Chair, OMTS
FROM: Judy Wilsoe)
Chief Admi rstrative Officer
SUBJECT: Temporary Office Space for The Human Resources Department
Currently, the Human Resources Department is located at some distance from the
Administration Building in a dilapidated 2700 square-foot, twenty-five year old trailer. It was
bought used eight years ago as an interim solution. The Space Allocation Study is now
underway and should be completed by April '96. Even the most expeditious of schedules will
not provide a completed construction program for at least 36 months. The current space
situation in the Human Resources trailer is unacceptable. It is seriously overcrowded and there
is no opportunity to protect the confidentiality of conversations in the office because of the very
thin walls and the open office space environment for the majority of the space. Rather than
continuing on with the current situation for another three years, Human Resources must be
provided with more adequate temporary office space.
We have two principal options to meet this critical, yet temporary need: construct temporary
trailers or rehabilitate the old laboratory building.
New Trailer
The Engineering Department has estimated that a 4000 square-foot trailer could be purchased
for approximately$250,000, including site improvements. Leasing would cost approximately
the same since trailers are expected to have a three-year life cycle.
We would place a new Human Resources trailer on the parking lot site to the west of the
Administration building or to the east next to the visitor's parking lot (pending an analysis of
optimal utility availability and other constructability issues). To make either of these areas
available, we would reassign existing employee parking to the top of the clarifiers where there is
excess parking capacity and converting the current Human Resources site to parking if needed.
Since the Engineering Department intended to go out to bid for a 5,000 square-foot trailer for
Information Technology in January, if a temporary trailer for Human Resources was included
with this bid, there is an opportunity to save both time and money in meeting this immediate
need.
CSOOC 0 P 0 Box 9127 0 Fountain Valley,CA 92728-8127 0 (714)962.2411
ti
Rehabilitating Old Lab
Rehabilitating the existing laboratory is also an option. It is slated for demolition during the first
half of 1996. This 5,000 square-foot building was constructed in the mid-1970s. The building is
sound but contains asbestos. Ironically, removal and handling costs for the asbestos is the
same whether we tear the building down or rehabilitate it— approximately $150,000.
Demolition will cost an additional $50,000. An estimate for rehabilitation would need to be
made. This may be a cheaper option than the trailer and allow us to recycle a building for other
future purposes.
Previously, plans were to tear the old lab down so that we could construct an addition to the
administration building in this approximately 10,000 square-foot area (including existing
landscaped and parking areas); however, constructability will be difficult because the area is
hemmed in by Ellis, the west side of the administration building, existing parking and the auto
compound. Also, bringing visitors from the reception area, through the existing building, to the
new wing, would be a confusing, byzantine path.
Our current thinking is to provide additions to the existing administration building as northeast
and/or south wings that would be directly accessible to the existing reception area and would
lend themselves to sequential construction depending upon the demands of future wastewater-
related staff and landfill-related staff.
Funds are available in an existing Joint Works Capital Projects Account for the Plant No. 2
Warehouse, which is funded at $1,400,000 for FY 1995-96, of which $900,000 will not be spent
because we will be rehabilitating the existing warehouse rather than constructing a new one.
We would like the Steering Committee's comments and guidance on this issue.
JAWJt
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