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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