HomeMy WebLinkAbout1997-06 -D
In the Office of the Sea Cobf!L1y Sanitation Districts
r County Sanitation District(s111))) of Orange County,California
No(s)County // P. O. Box 8127/10844 Ellis Avenue
JUL 31199T Fountain Valley, CA 92728-8127
^ — Telephone: (714)962-2411
f DRAFT
MINUTES OF THE STEERING COMMITTEE
Wednesday, June 25, 1997 at 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 Wednesday, June 25, 1997, at the
Districts, Administrative Office.
ROLL CALL
The roll was called and a quorum declared present, as follows:
PRESENT:
John J. Collins, Joint Chair
Peer A. Swan, Vice Joint Chair
George Brown, Chair, FAHR
Burnie Dunlap, Chair, PDC
Pat McGuigan, Chair, OMTS
William Steiner, Supervisor
ABSENT:
None
OTHERS PRESENT:
Thomas L. Woodruff, General Counsel
STAFF PRESENT:
Donald F. McIntyre, General Manager
Blake P. Anderson, Chief Operations Officer
Judith A. Wilson, Chief Administrative Officer
Cortina Chaudhry, Secretary Pro Tem
Nancy Wheatley, Director of Technical Services
APPOINTMENT OF CHAIR PRO TEM
No appointment was necessary.
PUBLIC COMMENTS
There were no comments by any member of the public.
Minutes of the Steering Comr is
Page 2
June 25, 1997 .
APPROVE MINUTES OF PREVIOUS MEETING
MOTION: Approve draft minutes of the May 28, 1997 Steering Committee meeting. Motion
unanimously carried.
REPORT OF THE COMMITTEE CHAIR
There was no report by the Committee Chair.
REPORT OF THE GENERAL MANAGER
Don mentioned that he would be going on vacation to Illinois on July 21. Don said that part of
the trip would be vacation and part business as he would also be visiting two sanitation districts;
one in Cleveland and one in Louisville.
Don mentioned that Mike Peterman would be making a presentation on the drug investigation at
the CASA Conference in San Diego in August.
Don said that he would like to add three items for discussion; Accident on Bushard regarding the
manhole covers, OCIP, and Streamlining of the OCR Project Process.
Don discussed the procedure of the OCR project and how inadequate the system seemed to be.
Don said that the way the system is set up for approvals is very inefficient and will eventually
slow down the process. He said that this needed to be addressed for discussion at the next
OCR meeting. Peer Swan suggested that John Collins go to the next meeting and address this
issue directly. It was mentioned that we should go back to OCR and let them know that staff is
working on procedures for the OCR project.
Action Item: An AIT, which details a procedure for the OCR project, should be developed and
included as an item for the August PDC Committee.
Blake provided photographs on the accident and stated that there were a total of four cars
involved. Blake reported that we are presently investigating the accident to see if the cause
could have been a pressure wave. All parties involved in the accident have been authorized the
use of rental cars until their cars are fixed.
-Blake reported on the OCIP regarding the letter from Merrill Lynch agreeing to pay $3 million
dollars for reimbursement of attorney's fees and $27 million towards the General Fund Account.
Blake said that he had sent a letter to Pat Shea asking what the likelihood was of the Districts
getting a part of that money, and if the Districts was entitled to a portion, when could they expect
payment. Blake also wanted to ensure that this would not impact the civil case.
REPORT OF GENERAL COUNSEL
Tom reported that the lawyer for Sangermano had filed a motion for attorneys fees from the
Districts. Tom didn't think there was any basis for this motion.
Minutes of the Steering Con Yee
Page 3
June 25, 1997
Tom reported the status on the investigation hearings thus far. The dollars spent so far on the
investigation is about $463 thousand, with $1 million dollars saved from payroll. Tom will
update the Steering Committee monthly of costs incurred from the investigation.
Tom reported on the Anderson case and briefly discussed the Voluntary Settlement Conference.
He mentioned that there had been some movement from this meeting.
DISCUSSION ITEMS (Nos. 1-6)
Delegation of Authority
Don asked the Steering Committee on how to proceed regarding the Delegation of Authority.
The Committee said to wait for a couple of months, bring the AIT to the PDC Committee and
then proceed to the full board in September.
Discussion of Hiring a Consultant for PDC for Member Orientation
Don reported that after the last PDC meeting, it was suggested that a workshop be scheduled to
provide the PDC members with procedural information on Engineering projects. The idea of
hiring a consultant to coordinate this workshop and meet with PDC members one-on-one was
also suggested. Blake had suggested that we use a consultant by the name of Frank Dryden
(previously worked for L.A. County Sanitation Districts for many years), to help coordinate the
workshop and meet with PDC members. Don reported that a meeting took place on June 20,
with John Collins, himself, Blake Anderson, Doug Stuart, and Frank Dryden to discuss some of
the possibilities. Burnie Dunlap couldn,t attend the meeting. The Steering Committee
suggested that Burnie Dunlap be the lead in this project and that at the July PDC meeting,
Burnie should inform the PDC Committee of the proposal to schedule a workshop and that a
consultant would be meeting with PDC members individually.
Action Item: Burnie to discuss this proposal at the July PDC Committee.
Peer suggested that there be a brief history-type orientation on how the Districts previously
conducted business. He said that this would provide new members with a tool to make a
comparison on current procedures. The Steering Committee suggested that this orientation
take place at the August PDC Committee. John suggested that there be some understandable
process flow charts for this orientation.
Don mentioned that Frank Dryden,s fees,are $125 an hour, and this project could take
approximately 45 hours to complete.
Meeting with Huntington Beach
Don said that there had been two meetings with the City of Huntington Beach. At the first
meeting where he made a presentation, Don said that he could have upset one of the city
members by not handing out his presentation notes beforehand. Don reported that he had sent
a letter of apology and had received a reply.
At the second meeting, the City of Huntington Beach had requested the Districts to participate in
Minutes of the Steering Comp e
Page 4
June 25, 1997
a cooperative project. The cooperative project would involve the Districts in helping to fund the
City of Huntington Beach,s deficient sewer system. Their long-term capital needs are estimated
to cost $140 million. The more immediate costs are estimated to be at$7 million. Don
mentioned that he sees the possibility of these type of requests happening more frequently in
the future. Blake said that he had talked to Les Jones, Huntington Beach Public Works Director,
and the four issues of concern were the Operations & Maintenance costs, capital improvements,
revenue streams, and the reserve policies.
Don asked if we could legally enter into this type of agreement with a particular city. Tom
Woodruff replied that we could not; however, we could enter into some type of maintenance
agreements.
Regional Collection Systems Districts-wide Policies.
Nancy Wheatley reported on EPA,s position regarding maintenance of regional sewer lines.
She stated that because regional agencies are responsible for wastewater treatment for the
communities that discharge to the regional system, EPA and the states were looking to the
regional agencies for leadership in managing these local systems. She mentioned that while it
is uncertain just how and when EPA might impose this type of requirement on regional
agencies, she also stated that is was clear that EPA and the state regulatory agencies favor this
regulatory approach. She suggested that the Board begin focusing on this issue in order to be
prepared. Nancy slated that we needed to begin focusing on this issue to get ahead of the
regulators. Nancy said that it was important to get Board buy-in and then involve Public Works
Directors to work with our staff in a joint effort. Nancy said that this issue would be going to the
OMTS Committee on Tuesday.
Update on SAWPA Agreement
Don reported that he had met with Neil Cline this afternoon and that Neil reported that SAWPA
would be receiving a check for$11 million from the Bureau; therefore the Districts would then
receive a check for$4 million. Don said that this, however, did not cover the interest, and that
this issue would be addressed at a later time.
Proposition 218
Judy mentioned that she had received a letter from Thomas Logan who was concerned about
Prop 218 and its impact on the newly adopted user fees. Judy said that a letter was being sent
out to Mr. Logan addressing his concerns.
Judy mentioned that she had also been in contact with Mr. Jonathan Copple who was
concerned about the $390 million in reserves, and wanted to know if these reserves were for a
specific purpose. Mr. Logan wanted to attend the June 25 Board meeting, but Judy suggested
that he attend the September FAHR Committee as this would be addressed then.
CLOSED SESSION
There was no need for a Closed Session.
Minutes of the Steering Con !tee
Pages
June 25, 1997
OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY
There were none.
MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A
SUBSEQUENT MEETING
There were none.
CONSIDERATION OF UPCOMING MEETINGS
The next Steering Committee meeting is scheduled for July 30, 1997 at 5:30 p.m.
ADJOURNMENT
The meeting adjourned at 7:08 p.m.
Subbmittted by: (1
Corina Chaudhry, Secretary Pr&Vem
R\ry.EMN m�GM MERNG GOMMR7EEl9TMAYMry M a.hx
.. ..
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, June 2,P1997, was
duly posted for public inspection in the main lobby of the Districts' offices on June 19, 1997.
IN WITNESS WHEREOF, I have hereunto set my hand this 23rd day of June, 1997.
Penny Kyle, S¢¢ et• of each of the Boards of
Directors of Cd n anitalion Districts Nos. 1, 2, 3,
5, 6, 7, 11, 13 & 1 of Orange County, California
Posted: June 19 , 1997, :oo p.m.
By.
Signature
"doclqmmr.00mmboeioarm
COUNTY araNITATION DISTRICTS OF ORP iGE COUNTY, CALIFORNIA
June 19, 1997 BOARD SECRETARY (2)
Phan: NOTICE OF MEETING
1714i 962-2411
STEERING COMMITTEE
mailing add reca:
P.C. Box S127
Fountain Velloy,CA
9272GS127
COUNTY SANITATION DISTRICTS
e44Elis Averse: NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14
1G Street
Ellis Avenue
F°°ntain vauay,CA
92 Vele, A OF ORANGE COUNTY, CALIFORNIA
WEDNESDAY, JUNE 25, 1997 - 5:30 P.M.
Member
Agencies
0 DISTRICTS' ADMINISTRATIVE OFFICES
cities 10844 ELLIS AVENUE
Anaheim FOUNTAIN VALLEY, CALIFORNIA 92708
Brea
Buena Park
CAP'..
Eountein Valley
Fullerton
Huntington BIrvide each A regular meeting of the Steering Committee of the Joint Boards of Directors
each
La Habra of County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange
In Palma
Los Alamitos County, California, will be held at the above location, date and time.
Newport Beach
Orange
Placentia
Santa And
Said Beach
Stanton
Tustin
Win Park
Yarba Linda
County of Orange
Sanitary oistricie
Costa Mesa
Garden Grove
Midway City
Water Dntricta
Irvine Punch
A Public Wastewater and Environmental Management Agency Committed to Protecting the Environment Since 1954
June 25, 1997
June 19, 1997
AGENDA
REGULAR MEETING OF THE STEERING COMMITTEE
COUNTY SANITATION DISTRICTS
NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14
OF ORANGE COUNTY, CALIFORNIA
WEDNESDAY, JUNE 25, 1997 AT 5:30 P.M.
ADMINISTRATIVE OFFICES
10844 Ellis Avenue
Fountain Valley, California
ROLL CALL
APPOINTMENT OF CHAIR PRO TEM, IF NECESSARY
AGENDA
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.
In the event any matter not listed on this agenda is proposed to be submitted to the Steering
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 Districts subsequent to the posting of the agenda, or as set forth on a
supplemental agenda posted not less than 72 hours prior to the meeting date.
PUBLIC COMMENTS
All persons wishing to address the Steering 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
action taken by the Committee except as authorized by Section 54954.2(b).
June 25, 1997
APPROVE MINUTES OF PREVIOUS MEETING
RECOMMENDED ACTION: Approve draft minutes of the May 28, 1997 Steering Committee
meeting.
REPORT OF COMMITTEE CHAIR
REPORT OF GENERAL MANAGER
REPORT OF GENERAL COUNSEL
DISCUSSION ITEMS (Items 1-7)
1. Delegation of Authority.
2. Discussion of hiring a consultant for PDC member orientation.
3. Meeting with Huntington Beach; 1) Rate increase, and 2) Possible Cooperative Projects.
4. Regional Collection Systems Districts-wide Policies. Discussion regarding system
Management for all Districts proposed by Technical Services and General Services
Administration Departments.
Recommended Action(s): Information Item Only
5. Update on SAWPA Agreement.
6. Prop 218/User Fees
7. Review Agenda Items Scheduled to Be Presented to Committees in July.
Recommended Action(s): Information Item Only
CLOSED SESSION
During the course of conducting the business set forth on this agenda as a regular meeting of
the Steering Committee, the Chair may convene the Committee in closed session to consider
matters of pending real estate negotiations, pending or potential litigation, or personnel matters,
pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted.
Reports relating to (a) purchase and sale of real property; (b) matters of pending or potential
litigation; (c) employment actions or negotiations with employee representatives; or which are
exempt from public disclosure under the California Public Records Act, may be reviewed by the
Directors during a permitted closed session and are not available for public inspection. At such
time as final actions are taken by the Boards on any of these subjects, the minutes will reflect all
required disclosures of information.
1. Convene in closed session, if necessary
2. Reconvene in regular session
3. Consideration of action, if any, on matters considered in closed session.
June 25, 1997
OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY
MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT
MEETING
MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR
ACTION AND STAFF REPORT
FUTURE MEETING DATES
The next Steering Committee Meeting is scheduled for 5:30 p.m., Wednesday, July 30, 1997.
\cmc
W VMYSTyy.EMW IGNISMERING CeMMIrrEErNVUM GENaA4
Notice to Committee Members:
For any questions 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: John Collins (714)9654400(City Hall)
Secretary Pro Tem: Corina Chaudhry (714)962-2411. Ext.2003
(714)962-0356(Fax)
.d `r
STEERING COMMITTEE
Roll Call:
Meeting Date: June 25, 1997 Meeting Time: 5:30 p.m.
Meeting Adjourned:
Committee Members
John J. Collins, Joint Chair........................................
Peer A. Swan, Vice Joint Chair.................................
George Brown, Chair, FAHR..................................... _
Burnie Dunlap, Chair, PDC........................................
Pat McGuigan, Chair, OMITS.....................................—
Bill Steiner, Supervisor...............................................
Others
Thomas L. Woodruff, General Counsel.....................
Staff Present
Donald F. McIntyre, General Manager......... ..........
Blake P. Anderson, Asst. General Manager.............—
Judith A. Wilson, Asst. General Manager.....
............
_
Corina Chaudhry, Secretary pro tem........................._
c: Board Secretary
Debbie Lecuna
d..
County Sanitation Districts
of Orange County,California
P.O. Box 8127 • 10844 Ellis Avenue
Fountain Valley,CA 92728-8127
Telephone: (714)962-2411
DRAFT
MINUTES OF THE STEERING COMMITTEE
MEN
Wednesday, May 28, 1997 at 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 Wednesday, May 28, 1997, at the Districts'
Administrative Office.
ROLL CALL
The roll was called and a quorum declared present, as follows:
OTHERS PRESENT:
PRESENT: Thomas L. Woodruff, General Counsel
John J. Collins, Joint Chair
Peer A. Swan, Vice Joint Chair STAFF PRESENT:
George Brown, Chair, FAHR Donald F. McIntyre, General Manager
Burnie Dunlap, Incoming Chair, Blake P. Anderson, Chief Operations
PDC Officer
Pat McGuigan, Chair, OMTS _ Judith A. Wilson, Chief Administrative
Sheldon Singer, Outgoing Chair, Officer
PDC Michelle Tuchman, Director of
William Steiner, Supervisor Communications
Jean Tappan, Committee Secretary
ABSENT:
None
APPOINTMENT OF CHAIR PRO TEM
No appointment was necessary.
PUBLIC COMMENTS
There were no comments by any member of the public.
APPROVE MINUTES OF PREVIOUS MEETING
MOTION: Approve draft minutes of the April 23, 1997 Steering Committee meeting. MOTION
UNANIMOUSLY CARRIED.
Minutes of the Steering Committee
Page 2
May 28, 1997
REPORT OF THE COMMITTEE CHAIR
The Committee Chairman reported that he would make his report later in the meeting.
REPORT OF THE GENERAL MANAGER
The General Manager staled that the appeal hearings are continuing and the status was updated.
REPORT OF GENERAL COUNSEL
General Counsel did not make a report.
DISCUSSION ITEMS (Nos. 1-6)
1: Attorney Presence at Meetings. In an attempt to streamline the system, a work order
system has been developed to try to gel a handle on costs. Staff is being made aware of this
new system. Changes have been made and counsel is only requested to attend meetings if
there are specific issues that require direction.
After discussion, it was decided that staff will discuss the agenda with the Committee chairman
before the meetings to determine the need for legal representation. The General Manager will
discuss this with Tom Woodruff.
2. Public Notification Procedures re User Fee Increases. Judy Wilson discussed the three
options for notifying the public in the event the proposed user fee increases are approved at the
Board meeting. Within fifteen days of the second reading of the ordinance, a public notice must
be published. Michelle Tuchman reported that there have been a total of 11 telephone calls
received on the user fee increases and most wanted more explanation. She was also notified
that press representatives from both the Register and the Times would be at the meeting.
Staff was directed to publish information in the Legal Notices section of the papers in accordance
with the requirements of the code. Staff will prepare a question and answer sheet for all
directors and will fax it to them.
3. General Manager's Performance Evaluation Criteria. The draft form for use during
performance evaluations was reviewed. Director Brown suggested reversing the order of the
rating results at the end of each section. The six objectives were reviewed and the
measurements were discussed so that everyone understood the intent. Data will be provided to
assist in the evaluation process. Director Swan asked that the wording in Objective 6 be revised
to include more specs regarding heavy metals and address other items, such as radio activity.
Status reports will be prepared annually on each objective. Formal evaluation will be held once a
year in July.
The Directors unanimously agreed to accept the evaluation forth with suggested revisions.
Chairman Collins indicated that this document should be considered a "living document," subject
to revision when necessary.
Minutes of the Steering G%wlmittee V
Page 3
May 28, 1997
4. Employee Computer Acquisition Program. Staff has recommended a financial assistance
program to encourage employees to become more computer literate. The proposed program
elements were discussed by the Committee.
The Directors unanimously recommended that the program be presented to the FAHR
Committee with the following recommendations: The loan limit will be $3,000 at 5% interest,
subject to 10% down payment, with repayment within 24 months through payroll deductions.
Equipment must be similar to what is being used by the Districts.
5. Highlights of the 1997-98 Budget being Presented to June Committees and the Joint
Boards. Judy Wilson and Blake Anderson presented highlights and assumptions used during the
development of next year's budget. The items discussed are outlined in the attached sheet. The
budget was developed with a wide level of participation by staff on all line items.
6. Review Agenda Items Scheduled to be Presented to Committees in June. Director Swan
indicated that more educational information should be provided at the OMTS meeting on the
operation of the plants, i.e., critical items, inflow and central generation.
CLOSED SESSION
General Counsel reported to the Directors the need for a dosed session, as authorized by
Government Code Section 45956.9, in order to add one item needing immediate action that
arose subsequent to the publication of the agenda, to wit: need to file an appeal following a
ruling denying a motion for new trial received on May 26, 1997. He reported that the item could
be added pursuant to Government Code Section 54954.2(b) upon a two-thirds vote of the
Committee. No other item would be discussed or acted upon.
Upon the unanimous vote of all members present to add an item to the agenda pursuant to
Government Code Section 54954.2(b), the Committee convened in closed session at 7:05 p.m.
Confidential Minutes of the dosed session held by the Committee have been prepared in
accordance with California Government Code Section 45957.2 and are maintained by the Board
Secretary in the Official Book of Confidential Minutes of Board and Committee Closed Meetings.
A report of the action taken will be publicly reported at the time the approved action becomes
final.
At 7:20 p.m., the Committee reconvened in regular session.
OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS. IF ANY
Chairman Collins thanked Director Sheldon Singer for serving as Chairman of the Planning,
Design and Construction Committee and as a member of the Steering Committee. Mr. Singer is
leaving the Board effective June 1 because of the takeover of the Garden Grove Sanitary District
by the City of Garden Grove.
Minutes of the Steering C6 ,nittee
Page 4
May 28, 1997
The Directors then discussed the advisability of moving the second reading of the user fee
ordinance closer to the beginning of the meeting. It was decided to recommend that it follow
item 9(a).
MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT
MEETING
There were none.
CONSIDERATION OF UPCOMING MEETINGS
The next Steering Committee meeting is scheduled for June 25, 1997 at 5:30 p.m.
ADJOURNMENT
The meeting adjourned at 7:20 p.m.
itted by:
J
J Tappan, Ste�mg(Cophmfttee cretary
H trry.CasGmi.1GMlSTEERIYG f.OMMIIlEEl9TMRVWaYmInNm Oac
1997-98 Budget Highlights
• The Board of Directors are expected to adopt a five year user fee rate schedule(ten year
schedule for District No. 1 and 11) in May of 1997 that provides for rate increases in 1997-98 to
six out of the nine sanitation districts. This represents the first user fee increase in six years. The
sewer service fee increases for single family residences range from 1.5 percent to 16.7 percent,
or$1.11 to$10.00, over the prior year. Multi-family and non-residential service fees, set at 60
percent and 71.5 percent of the single family residential rates, will increase proportionately.
These increases are estimated to generate a net increase in total user fees of$3,046,000. Those
districts with minor or no rate increases are projected to have higher ending reserves in
comparison to their share of the total joint operating and capital costs of the Districts at June 30,
1997 then those districts ending up with the larger fee increases.
• The cost to beat and dispose of 1 million gallons is proposed at$525 per million gallons of
wastewater treated, a decrease of 5.5 percent from the prior year. Total wastewater flows for
1997-98 are projected to increase to 245 million gallons per day (mgd), a 2.1 percent increase
from the 240 mild budgeted in 1996-97.
• Total staffing, based upon full time equivalents(FTE),will be 560 at July 1, 1997. This is a
decrease of 56 FTE's or 10%from July 1, 1996. Another 5%reduction is anticipated during
1997-98.
• The five and ten year sewer service rate schedules to be adopted in May 1997 are established at
a level that will be sufficient enough to maintain compliance with the Districts'current reserve
policies.
• The Districts current reserve policy is being reviewed in conjunction with the strategic plan update
and is projected to be revised beginning in fiscal year 1998-99 and thereafter.
• The joint works capital improvement budget(CORF)will be limited to$54.5 million so that only
the most critical projects, including plant automation, local computerization networks, electrical
reliability,seismic safety, along with the first phase of the$116 million Orange County Regional
Water Reclamation Project, will be proposed until after the completion of the strategic plan
update.
• The Budget will also focus on:
-highlights of the critical goals for 1997-98
-a Workplan with Measurable Objectives
-the Five Year Staffing Plan
-Consolidation Efforts
-Broad Banding Efforts
-Focus on CSDOC Long Term Planning, including:
Strategic Plan Update • '
-Planning Action Committee
-Rate Advisory Committee
-Districts Assessment and Re Evaluafion Team accomplishments
-Multi-Agency Bench Marking Efforts
„ z t AGEN;
I a , ITEM
r TRANSMITTAL
k x rfi l ri
\
MEETING DATE )il,IT,t w�eifa DISTRICT NO. CONTACT FOR INFORMATION
OMTS:72/97 i?a.'......rr..w., (Originator)
za
FAHR: '�\ All 3690,Adriana Renescu, 3828
EXEC: ,.”- s 2450, Nick Arhontes, 3011
STEER:62SM7 \ a3 Division No.,Name,and Extension
JT.BDS:7130/97
AGENDA WORDING AND RECOMMENDED ACTION(S):
Agenda Wording:
Regional Collection System Districts-wide Policies Regarding System Management(All Districts) proposed by Technical
Services and General Services Administration Departments in cooperation with the Districts' Board of Directors and local
authorities(cities).
Recommended Action(s):
Information only
CEQA REVIEW: Project Is Exempt: NOT APPLICABLE DATE OF MOST RECENT BOARD ACTION ON THIS SPECIFIC
Data Notice of Exemption Filed: ITEM:
Negative Decimation Approved on
Final EIR Approved on_and Notice of Determination filed on_
CURRENT BUDGET/COST CURRENTYEAR CURRENTYEAR- YEAR-TO-DATE REVISED BUDGET
INFORMATION BUDGET AMOUNT TO-DATE BUDGET BALANCE TOTAL
EXPENDITURES Rr a P.
Tannan)
TOTAL BUDGETED AMT.:$NA N/A N/A NIA N/A
SOURCE: CORE JO DISTRICTS
Scheduleti-me Items:
AMOUNT OF TRANSFER:
Schedulet-oo Item:
TOTAL PROJECT BUDGET ORIGINAL PREVIOUS BUDGET BUDGETCHANGE REVISED TOTAL
INFORMATION BUDGETTOTAL CHANGES THIS AIT PROJECT
BUDGET
First Year In Budget: N/A N/A N/A $0.00
Master Plan Estimate:
Year of First Costs:
THIS AITNENDOR/PROJECT COST ORIGINAL BID, CHANGE ORDERS, AMOUNT AMENDED
INFORMATION PO,CONTRACT FUNDS PREY. REQUESTED THIS PROJECT
AMOUNT APPROVED AIT AMOUNT
NIA N/A N/A $0.00
WILL PROJECT REQUIRE ADDITIONAL PERSONNEL? NO REQUIRES BOARD POLICY ACTION? YES
If YES,stet.rumba,. —Permanent Limited Tenn If YES,explain in ADDITIONAL INFORMATION section
eati.esosrtwr Page 1 of 3
A:V11T.3
ATTACHMENTS TO! MITTEE AGENDA(Lisn
Date
CURRENC S:
Signature Date
D j n Manager(Or DecignQe) G
ATTACHMENTS TO JOINT BOARDS AGENDA(List)
Signature at
Departure atl r Designee)
6 1y �17
Signature Date
Assistant General Manager(Or Designee)
ADDITIONAL INFORMATION (Background andfor Summary)
Sanitary sewers are enclosed underground collection systems that convey domestic and industrial wastewater to treatment
facilities for processing and disposal, an essential part of protection of public health and the environment. In addition to
operating the regional treatment system,the Districts also operates and maintains the main sewer(trunk)lines, and regional
pump stations, as well as some smaller and subsidiary lines in District 7. Under the federal Clean Water Act and California's
Porter-Cologne Act, the Districts' legal responsibilities,which are defined in our ocean discharge permit, include proper
operation and maintenance of all our facilities.
For the past two years, US EPA has sponsored a federal advisory committee,with members from sewerage agencies,
regulatory agencies, municipalities, and environmental groups,to review regulatory oversight of sewer spills around the
country and to develop a consistent national policy for abatement. Nancy Wheatley, Director of Technical Services, is a
member of this advisory committee. Committee discussions have indicated that regulators would like to we better
management of collection systems, particularly smaller systems and those which discharge to regional wastewater treatment
plants. Potential components of a national policy could include more stringent monitoring and reporting requirements than are
generally applicable, and swifter correction of chronic sewer spill problems. In return, EPA had supported a policy which would
allow an affirmative defense for spills which were unavoidable and clearly beyond the reasonable control of the system
operator.
The main purpose of themaintenance and operation program;which includes line cleaning, flow diversion,flow monitoring,
trouble spot maintenance, inspections, minor repairs and pump station preventive maintenance, is to ensure the reliable flow of
wastewater through the system, prevent odor and corrosion of the sewer lines and prevent spills. The Districts is currently
responsible for the maintenance of trunk lines and regional pumping plants. The cities are responsible for the operation and
maintenance of the small lines and their pump stations(except in part of District 7 as noted above). All spills must be reported
to the Regional Water Quality Control Board and, if there is a potential to affect public health,to the appropriate health care
agency as well. Spills from the Districts'system are a violation of the Districts'ocean discharge permit, and spills from city-
owned systems may also be a violation of federal and state law under the theory that a spill discharges pollutants into the
environment without a permit. Stoppages in sewers may be caused by roots, grease, rags, collapsed pipes, sand, grit and a
variety of other small obstructions. A review of spill data indicates that, in small lines, grease accumulation is the prevalent
issue,and requires both preventive maintenance and measures to mitigate the discharge of grease in orderto reduce and
minimize the line maintenance requirements and spills.
EPA and the state regulatory officials have also indicated a desire to have more oversight of systems which discharge to
regional wastewater treatment agencies because these systems do not generally have either federal or state pernits under the
Clean Water Act or under state statutes such as Porter-Cologne. Because the regional agencies are responsible for
wastewater treatment for the communities that discharge to the regional system. EPA and the states are looking to the regional
agencies for leadership in managing these local systems. There has been discussion of how—not whether—the regional
agencies can be required to provide regulatory oversight for these smaller systems. While it is uncertain just how and when
EPA might attempt to impose this requirement on regional agencies, it is clear that EPA and the state regulatory agencies
favor this regulatory approach.
. ...a ov,.er Page 2 of 3
AMIT.s
• To meet regulatory expectations,the --maller collections systems must be manag,'over the long-term. Many titles have had
long-term programs for collection sy.,n repair, replacement and rehabilitation, h .ithers have not yet had to address this
problem. For some, the collection system performance has recently begun to deteriorate,and the cities have realized that the
cost of long-term system maintenance will be a significant liability. Short-term collection system operations and maintenance,
such as the line cleaning discussed, can also carry with it a.significant annual cost. Issues posed by these responsibilities
include how and by whom these very substantial financial requirements will be funded, as well as whether the present
ownership structure for the collections systems,where the cities own the majority of the small collection system, makes sense
for the long-term.
On February 26, 1997,the Districts' Board of Directors adopted a motion for Alternative Delivery of Collection System O&M
Services(FAHR97-14). This item addressed organization of the Collection Division, and management plans for maintenance
of both Districts and smaller lines. In order to improve the performance of the smaller lines, Item 3 of the Board decision
directed the Districts to establish a Districts-wide grease mitigation ordinance in cooperation with the cities and the Districts'
Source Control Division. Following this directive by the Board and based on the issues presented in the FAHR report
accompanying this Board agenda item, Districts'staff is proceeding with developing a procedure and mechanism to initiate the
development of a proposed ordinance.
Because of the region-wide impact of such an ordinance,staff is evaluating recommending the formation of a group of the
partners,which might include members appointed by the Board of Directors.
The control of grease in the collection system is just one aspect of system maintenance. Districts'staff believe that a
partnership between the Districts and the cities could significantly improve collection system performance by providing a
regionally consistent collection systems management program. If such a program were in place, it would also decrease the
need for,and therefore, the potential for,a management requirement imposed by EPA on the Districts, as the regional
treatment agency. Such a program will have several elements of regional concern, one of which is a model ordinance to
reduce and mitigate the discharges of grease to the sewer. The local collection system management programs should identify
and address the local problems and issues, while recognizing the Districts'ocean discharge permit and its requirements, as
well as trends in the EPA program and regulations, and overall watershed management goals. Therefore, the development of
the program and its application need to be accomplished in partnership with the Districts'Board of Directors and the cities or
responsible local authorities.
In addition,the Strategic Plan is considering new approaches to manage the flow of waste, including a comprehensive,
'holistic'evaluation of the entire collection system. As part of the comprehensive evaluation, staff is looking at the collective
issue of infiltration and inflow,which in turn would require a re-evaluation of the collection maintenance, repair and
replacement program. As a result of the conclusions in the Strategic Plan,the Districts will be looking to developing
cooperative solutions with local sewerage entitles such as the cities. The Strategic Plan collections system issues can be
taken up by the partnership developed for the model ordinance, which will provide a ready forum and mechanism to develop
cooperative solutions.
AR:NA:Ivw
c: Department Head
AGM-Administration
AGM-Operations
General Manager
a�Mom, Page 3 of 3
nwm.a
For So,Sec Use OnN e'er
Q COMM.INFO.ITEM AGENDA
Q COMM.ACTION ITEM ITEM
Q Jr.BOB.CONSENT
Q Jr.BDS.DISENT) N TRANSMITTAL
(NON-CONSENT)
Q PUBLIC HEARING
JT..BDS.MEETING DATE
JT.BDS.AGENDA ITEM NO.
MEETING DATE COMM.to.NO. DISTRICT NO. CONTACT FOR INFORMATION
OMITS: OMITS (Originator)
POO:
FAHR: FAHR All 2150, Coring Chaudhry, 2003
EXEC:
STEER: 5/25/97 EXEC
JT.BDS: STEER
AGENDA WORDING AND RECOMMENDED ACTION(S):
Agenda Wording:
AGENDA ITEMS FOR REVIEW BY WORKING COMMITTEES IN JULY (All Districts): Review of the items
scheduled for action/discussion by the Operations, Maintenance and Technical Services Committee, the
Planning, Design and Construction Committee, and the Finance, Administration and Human Resources
Committee at their meetings in July.
Recommended Action(s):
This is an information item.
CEGA REVIEW: Project Is Exempt: NOTAPPLICABLE DATE OF MOST RECENT BOARD ACTION ON THIS SPECIFIC
Dale Notice of Exemption Filed: ITEM: N/A
Negative Declaration Approved an
Final EIR Approved on and Notice of Determination filed an
CURRENT BUDGET/COST CURRENTYEAR CURRENTYEAR. YEAR-TO-DATE REVISED BUDGET
INFORMATION BUDGET AMOUNT TO-DATE BUDGET BALANCE TOTAL
EXPENDITURES Bola eutlaH our
Trsn.
TOTAL BUDGETED AMT.:$
SOURCE: CORF JO DISTRICTS N/A N/A N/A N/A
Schedule/Line Items:
AMOUNT OF TRANSFER:
Schedule/Line Item:
TOTAL PROJECT BUDGET ORIGINAL PREVIOUS BUDGET BUDGET CHANGE REVISED TOTAL
INFORMATION BUDGETTOTAL CHANGES THIS AIT PROJECT
BUDGET
First Year in Budget:
Master Plan Estimate:
Year of First Costs:
THIS AITA/ENDOR/PROJECT COST ORIGINAL BID, CHANGE ORDERS, AMOUNT AMENDED
INFORMATION PO,CONTRACT FUNDS PREV. REQUESTED THIS PROJECT
AMOUNT APPROVED An AMOUNT
WILL PROJECT REQUIRE ADDITIONAL PERSONNEL? N/A REQUIRES BOARD POLICY ACTION? NOT APPLICABLE
If YES,slate number: Permanent Limited Tenn If YES,explain in ADDITIONAL INFORMATION section
\NeadWata2\wp.dtatadmin\GMISTEERING COMMITTEE\WUUNlads for July.doc Page t of 2
u _ W
AATTACHMENTS TO COMMITTEE AGENDA(Ueb:
Originator Date 1. None
CONCURRENCES: ATTACHMENTS TO JOINT BOARDS AGENDA(Usq
Signature Date 1. None
Division Manager(Or Designee)
Signature Date
Department Vejffl(Or Designee)
( �I
Signatuille Date
Assistant General Manager Or Designee)
ADDITIONAL INFORMATION (Background and/or Summary)
Staff routinely prepares a listing of items that are scheduled for presentation at the working committees and the Boards at their
next monthly meetings. This allows the Steering Committee the opportunity to review these items early enough to make
reassignments in the review or approval process.
The following items are scheduled to be considered by the Committees in July:
OMITS Committee:
1. Air Products Agreement Modifications. (Action)
2. Report on Cooperative Collection System Programs. (information)
3. Ocean Monitoring Program& Permit Strategy. (Information)
4. Biosolids Management Contract Status. (Information)
PDC Committee:
1. P141,at al, Rehabilitation of Primary Clarifiers at Plant Nos. 1 and 2, and Seismic Retrofit Work at Plant Nos. 1 and
2. Approve Change Order No. 1. (Action)
2. P147, 12W Distribution System for Support Facilities at Plant No. 1. Approve Plans and Specs. (Action)
3. J40-1, Mgmt of Peak Hydraulic Discharge, and Determination of Financial Charges& Fee Schedules. Approve
Addendum No. 2 to PSA with CDM. (Action)
4. 3-35R-1, Magnolia Relief Trunk Sewer-Westminster Ave. to Trask Ave. Approve Change Order No. 1. (Action)
5. 5-37-3, Replacement of Pacific Coast Highway Gravity Sewer between the Bitter Point Pump Station and Newport
Blvd. Approve Change Order No. 6 and Closeout Agreement. (Action)
6. 11-17-1,Slater Avenue Pump Station Sewer System Improvements. Approve Change Order No. 6. (Action)
FAHR Committee:
1. Annual Review of Investment Policy (Action)
2. Computer Acquisition Program for Employees(Action)
3. Delegation of Authority Policy Changes(Action)
4. Resolution of Intent—Reimbursement of Capital Costs(Action)
5. Report on Proposition 218-Orange County's Request for Release(Information)
6. Integrated Emergency Response Plan (Information)
c: Department Head
AGM-Administration
AGM-Operations
General Manager
\aeedWato2twp.dtaWdmin\GMISTEERING COMMITTEEW7UUMaits for July.doc Page 2 of 2