The URL can be used to link to this page

Home My WebLink About1997-08 In C the OBit FILED a of the Seerela oun SanBatian County Sanitation Districts of Orange County,California gE�j 2 �99T P. O. Box 8127 a 10844 Ellis Avenue /U Fountain Valley, CA 92728-8127 By Telephone: (714) 962-2411 DRAFT MINUTES OF THE STEERING COMMITTEE Wednesday, August 27, 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, August 27, 1997, at the Districts' Administrative Office. ROLL CALL The roll was called and a quorum declared present, as follows: PRESENT: OTHERS PRESENT: John J.Collins,Joint Chair Thomas L.Woodruff,General Counsel Peer A Swan,Vice Joint Chair George Brown,Chair,FAHR STAFF PRESENT: Bumie Dunlap,Chair,PDC Donald F. McIntyre,General Manager Pat McGuigan,Chair,OMTS Blake P.Anderson,Chief Operations Officer Bill Steiner,Director/Supervisor Michelle Tuchman,Director of Communications Gary Streed, Director of Finance ABSENT: Jean Tappan,Committee Secretary None APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. PUBLIC COMMENTS There were no comments by any member of the public. RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING MOTION: Receive, file and approve draft minutes of the July 30, 1997 Steering Committee meeting. MOTION UNANIMOUSLY CARRIED. Minutes of the Steering y,.mmittee Page 2 August 27, 1997 REPORT OF THE COMMITTEE CHAIR The Committee Chair John Collins reported on a ruling by the State Supreme Court on a Brea redevelopment agency decision re a conflict of interest beyond the rule of necessity. General Counsel will discuss this issue and the provisions of Proposition 208 later in the meeting. . REPORT OF THE GENERAL MANAGER The General Manager made his report later in the meeting. REPORT OF GENERAL COUNSEL General Counsel did not make a report. DISCUSSION ITEMS (Nos. 14) 1. Consider Revisions to Streamline Agenda Preparation Process Jean Tappan, member of the Agenda Task Force, described proposed format changes to streamline the agenda preparation process. The changes will reduce redundancy in wording in the committees and Joint Boards agendas and the Agenda Item Transmittal (AIT)forms. Additional changes to the AIT form will be presented to the PDC Committee at their special meetings in September. Action: The Steering Committee approved the proposed changes to the agenda format. The revised format will begin with the October meetings. 2. Review Flood Contingency Plan Blake Anderson described the current influent management plan, the existing available information and newly-developed plans to combine all procedures in one place so that staff is as prepared as possible in the event of a flood event Cities will be contacted about popping manholes and to work with the community on a plan to reduce flow during high flow conditions. Michelle Tuchman, Director of Communications, reported that a regional plan is being discussed with Los Angeles County Sanitation Districts and the City of Los Angeles. This would allow the pooling of resources to develop a regional public outreach program with the goal of reducing flows by educating residents and commercial and industrial dischargers about water conservation. A scoping meeting with representatives of the three agencies is planned for the middle of September. Blake reported that flow meters will be installed again this winter in an attempt to get real time data in critical areas. A computer model has been created by Carollo Engineers that allows the operators advanced planning time and a more organizaed approach to flow management through the plants. Staff is also communicating with the Corps of Engineers on their elective release program at Prado Dam. Minutes of the Steering 6.nmittee Page 3 August 27, 1997 The Flood Contingency Plan also includes emergency centers at both treatment plants. This effort will supplement the Integrated Emergency Response Plan (IERP). It is an interim solution for this winters predicted El Nino condition. A letter will be sent to the city managers with copies to the Directors asking for their support in load shedding during storm events. Director Dunlap suggested that study sessions be held with the city councils and Directors of Public Works to help them understand the scope of this problem and to seek their support. Action: Communications will prepare talking points for the Directors use in these study sessions. An artirle will also be sent to the League of Cities for inclusion in their publication, City Lights. Director Swan suggested that simulated emergency planning exercises be planned. Staff attended a seminar on preparing for El Nino in San Diego last week and went through this kind of exercise. Meetings will be held with the County's good control staff to identity those areas where their system is inadequate. This will allow the Districts to prepare procedures to handle excess Flow in specific areas. 3. Report on Board Secretary Office Audit Don McIntyre and Michelle Tuchman reported on the results of the audit on the Board Secretary Office, which is currently a one-person division with three authorized positions. The reduction in staff was a result of promotional opportunities in other departments and provided a re- engineering opportunity to streamline procedures and systems. Other related issues that were discussed were records management and storage, records retention policy, areas of responsibility review that resulted in reassigning tasks to more appropriate work areas, and transferring contract administrative tasks to the Contracts/Purchasing Manager. Because of the reduction in responsibilities, the report recommended that the two open positions remain vacant. Cross training other members of the Communications Department will ensure that there is sufficient staff available to assist during periods of high workloads, such as agenda preparation. A paralegal from General Counsel's office is providing legal coverage to staff and the Board Secretary. Other groups are working on the records management program including Information Technology (IT) and DART's Administrative Practices Team. Chairman Collins asked staff to keep the Steering Committee updated on these issues. Director Swan asked about the status of the Districts' e-mail capabilities, specifically access through the Internet. IT is in the process of moving from Pegasus to Outlook within the Districts, and when that is complete training will begin on procedures for using the Internet. 4. Review Agenda Items Scheduled to be presented to Committees in September Director Dunlap stated that the number of items on the PDC Committee agenda doesn't relate to how much time will be required. Minutes of the Steering 6 nmittee `..' Page 4 Augusl27, 1997 CLOSED SESSION There was no closed session. REPORT BY THE GENERAL MANAGER The General Manager reported on conflict of interest concerns and voting abstentions discussed at the CASA conference as a result of a recent decision by the State Supreme Court that overturned an EIR certification by the City of Brea. General Counsel reported that the County has a computer tracking system in place that allows a supervisor to instantly identify when a "potential conflict"could occur. The three main issues are 1) campaign contributions; 2)gifts or other compensation; and 3) direct influence on contracts. There are also separate distinctions in the rules for these three topics. Action: The Joint Chairman directed General Counsel to provide a written opinion regarding the most recent policy and advice to the Boards of Directors. The SAWPA invoice and payment statement was discussed. Payment has been received for most of what is owed, but interest is still an issue. Staff sought direction on how to proceed to collect about$323,000 in interest. Gary Streed reviewed the background. Blake Anderson discussed how the terms of the SAWPA agreement have changed since the original agreement was signed in 1974, including a section in the current agreement that includes a provision that the parties shall meet and confer within one year to determine how interest shall be calculated. In the event agreement cannot be reached, arbitration shall be an option if both parties agree. Action: A letter invoice will be sent immediately for interest accrued ($108,000) as a result of the late payment. The interest on the 10th mgd will be invoiced separately and stating that the meet and confer process be undertaken if agreement cannot be reached. Staff was directed to suggest binding arbitration in the event the meet and confer process is unsuccessful. The General Manager announced that the Source Control Division has received first place in EPA's outstanding source control program for 1996. This is the second time the Districts has received this award. Nancy Wheatley will be making a presentation at tonight's Board meeting. Blake Anderson updated the Steering Committee members on the status of the ocean discharge permit. August 28 is the eighth anniversary of the submittal of the application for renewing the NPDES permit. At a meeting this past week a draft schedule was received from EPA. Staff has reviewed the terms and conditions of the draft permit. Letters of concurrence will be required from other agencies. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY Director Swan requested an update on the intertle work for the Green Acres Project. Work is underway. The agreement is being negotiated. The sewer line cleaning contract bid results were discussed. IRWD was low bidder. The contract will be presented to the PDC Committee for review. The General Manager provided the Committee members with an option for landscaping the triangular parcel adjacent to the Administration Building's front parking lot. The members directed staff to continue to develop alternatives for their review. Tree removal is not to be a part of any proposal. Minutes of the Steering la nlmittee `..' Page 5 August 27, 1997 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 September 24, 1997 at 5:30 p.m. ADJOURNMENT The Chair declared the meeting adjourned at 7:14 p.m. Submitted by: .119 Tappan, Steerirld C4ffimittee Secretary re.rweam.m�.aa�c�nsimnnc wMwnrcvivucmzn�m..ex 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, August 27, 1997, was duly posted for public inspection in the main lobby of the Districts' offices on Thursday, August 21, 1997. IN WITNESS WHEREOF, I have hereunto sett my hand this 27th day of August, 1997. A �v i Penny Kyle, S c etary'c each of the Boards of Directors of C ty a station Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 & 14 f range County, California Posted: Aucust 21 , 1997, ,-i , V-p.m. By: Signature woocgmWr<omm\ o ,,.rm COUNTYYIwANITATION DISTRICTS OF OR,,,,GE COUNTY, CALIFORNIA phone: (714)962- 411 mailing address August 21, 1997 P.O, Box 8127 g Fountain valley,CA 9272ab127 street addreea: 10844 Ellis Avenue Foa,rceln Valle, CA NOTICE OF MEETING 92]0B-7018 STEERING COMMITTEE Member Agencies COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 Cities OF ORANGE COUNTY, CALIFORNIA Anaheim Bras Board Park Cypress WEDNESDAY, AUGUST 27, 1997 - 5:30 P.M. Fountain Valley Fullerton Huntington Beach Irvine Le Habra DISTRICTS' ADMINISTRATIVE OFFICES Le Palma Loa Alamitos 10844 ELLIS AVENUE Newport Beach Orrangeange FOUNTAIN VALLEY, CALIFORNIA 92708 Placentia Santa Ana Seal Beech Stanton Tusun Villa Park A regular meeting of the Steering Committee of the Joint Boards of Directors Yorba Linda of County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County of orange County, California, will be held at the above location, date and time. Sanitary Districts Costs Ms. Garden Grove Midway City Water Districts Irvine Bench A Public Wastewater and Environmental Management Agency Committed to Protecting the Environment Since 1954 STEERING COMMITTEE Roll Call: Meeting Date: August 27, 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, OMTS.................................... Bill Steiner, Supervisor............................................. Others Thomas L. Woodruff, General Counsel .................... Staff Present Donald F. McIntyre, General Manager...................... Blake P. Anderson, Asst. General Manager.............. Jean Tappan. Secretary........................................... c: Board Secretary Debbie Lamina August 21, 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, AUGUST 27, 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). 1 August 27, 1997 Agenda APPROVE MINUTES OF PREVIOUS MEETING RECOMMENDED ACTION: Approve draft minutes of the July 30. 1997 Steering Committee meeting. REPORT OF COMMITTEE CHAIR REPORT OF GENERAL MANAGER REPORT OF GENERAL COUNSEL DISCUSSION ITEMS (Items 1-4) 1. Consider Revisions to Streamline Agenda Preparation Process (Blake Anderson) 2. Review Flood Contingency Plan (Blake Anderson) 3. Report on Board Secretary Office Audit (Don McIntyre) 4. Review Agenda Items Scheduled to Be Presented to Committees in September (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 dosed 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 dosed 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 dosed session, if necessary 2. Reconvene in regular session 3. Consideration of action, if any, on matters considered in dosed session. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT 2 August 27, 1997 Agenda 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, September 24, 1997. jt H wm.aew,,,.,r,Ksrmma;coruyneen>,nwmxnt a.m..aa Notice to Committee Members' For any questions an the agenda or to place items on the agenda,Committee member:should contact the Committee Chair or the Secretary ten days in advance of the Committee meeting. Committee Chair: John Collins (714)965-4400(City Hall) secretary. Jean Tappan (714)962-2411.Eat 2001 (714)962-0356(Fax) 3 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 WEDNESDAY, JULY 30, 1997 AT 5:30 P.M. The regular 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, July 30, 1997, at 5:30 p.m., at the Districts'Administrative Office. ROLL CALL The roll was called and a quorum declared present, as follows: PRESENT: OTHERS PRESENT: John J. Collins, Joint Chair Thomas L. Woodruff, General Counsel Peer A. Swan, Vice Joint Chair George Brown, Chair, FAHR STAFF PRESENT: Pat McGuigan, Chair, OMTS Donald F. McIntyre, General Manager Burnie Dunlap, Chair, PDC Blake P. Anderson, Chief Operations Officer Judith A. Wilson, Chief Administrative Officer ABSENT: Edwin E. Hodges, Director of GSA Bill Steiner, Supervisor Jean Tappan, Committee Secretary APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. PUBLIC COMMENTS There were no comments by any member of the public. RECEIVE FILE AND APPROVE MINUTES OF PREVIOUS MEETING MOTION: Receive, file and approve draft minutes of the June 25, 1997 Steering Committee meeting as mailed. MOTION UNANIMOUSLY CARRIED. Minutes of the Steering Ca_,iittee Page 2 July 30, 1997 REPORT OF THE COMMITTEE CHAIR The Committee Chair did not make a report. REPORT OF THE GENERAL MANAGER The General Manager thanked Judy Wilson for her two years of service to the Districts. At this time, her position will not be filled. The Administrative side of the house is in good order and with Don's oversight can be maintained. He will meet with the administrative departments heads on a weekly basis, as Judy has done. Action Item: A revised organization chart will be prepared for the next meeting. Director McGuigan suggested that Michelle Tuchman prepare an announcement on the plans to eliminate this position. Don indicated that he will be making the announcement at the August Board meeting. REPORT OF GENERAL COUNSEL General Counsel did not make a report. DISCUSSION ITEMS (Nos. 1-10) The discussion items were taken out of order to accommodate staff schedules, as follows: 1, Consider County of Orange Request for Certification and Indemnification of Districts' User Charges and compliance with the provisions of Proposition 218 and make recommendation to Joint Boards. Discussion: General Counsel Tom Woodruff indicated that there is no longer a need to present this item to the Joint Boards because the County Auditor has agreed to language revisions suggested by Counsel. As it turned out,60 of the 63 entities that received this certification request also refused to sign the form as written. Action: The Steering Committee authorized General Counsel to send the revised compliance letter dated July 31, 1997 to the County Auditor. The Joint Chair will ask that the item be removed from the Joint Boards agenda tonight. 3. Update on County of Orange 800 MHz Project proposed at Plant 2 Discussion: Ed Hodges, Director of General Services Administration, updated the Committee on recent activities related to the County's Emergency Response system, specifically the 800 MHz Communication System which is the backbone of the program. In April, when the project was first discussed with the Steering Committee, staff was directed to talk with the Huntington Beach Directors to get their concurrence. At that time, the Directors indicated they were not interested in participating in the program. However, the Huntington Beach City Council, on advice from their emergency services staff, voted in June to go ahead and allow the County to site a facility on our property. However, after meeting with the homeowners in the area, the specific site at Plant 2 has been changed. Minutes of the Steering b.r6mittee �q„i Page 3 July 30, 1997 When staff was advised of the change, they notified the County that the location is on an earthquake fault. The County determined that this would not be a problem and submitted a proposed lease agreement that included a term of 50 years at no cost. During discussions, Mr. Hodges suggested that if the lease was "no cost", then we would want to be provided access to the 800 MHz system for free,which would result in a potential savings for the Districts of about$1.2 million. The other key negotiating point would be to get the Districts designated as an "essential public service", which we are not considered at this time by the county communication system. Another requirement would be that at the end of the lease , the County would be responsible for removing the facilities at their expense. There is an indemnity clause included as well. Mr. Hodges then described the project in more detail and displayed an architectural rendering of the project. The lower will be 150 feet tall and the footprint (including the building)will be approximately 20'x 60'. The Steering Committee authorized staff to proceed with negotiations, and directed staff to discuss the project with the Directors from Costa Mesa and Newport Beach as well. The lease agreement will be in a form acceptable to General Counsel. Director McGuigan suggested that landscaping be considered around the facility. 5. Compressed Natural Gas (CNG) Station, Job No. P1-51, and proposal from Pickens Fuel Corp. Mr. Hodges reviewed the history of the project and the activities to date. In June, General Counsel advised staff that there could be a problem with owning and operating a commercial station. A meeting was held with Pickens Fuel Corp. to discuss the possibility of their taking over the construction and financing responsibility for this station. They indicated a willingness to consider this opportunity, and submitted a proposal. Mr. Hodges outlined the deal points of the proposal. A meeting was held with AQMD to discuss the proposed changes, and they agreed with the concept. Several issues still need to be resolved, including obtaining the air emission credits associated with the project, and no guarantee from us on minimum usage. General Counsel explained the Districts' limited powers for business ventures that are specified in the Special Districts Act. Director Dunlap questioned selling electricity. Because this is a byproduct of our processes, there are no restrictions. There are studies underway at this time to see how the deregulation of the electrical utilities may affect the Districts. The Steering Committee had no objections to the continued negotiations with Pickens Fuel Corp. and AQMD. 2. Proposed Changes to the Delegation of Authority. Blake Anderson updated the members on the status of the proposed revisions to the Delegation of Authority resolution. These changes are tentatively scheduled to go to the PDC and FAHR in October, depending on when the workshop for the PDC Committee members is held. If approved, the changes would be effective January 1, 1998. Minutes of the Steering Co_-nittee Page 4 July 30, 1997 4. Update on Investigation and Associated Costs. Judy Wilson reported on the status of the appeal hearings. All of the Level 2 hearings have been held. There are still three hearings for Level 1 employees and these should be completed by the end of August. Only one decision was overturned, due to the lack of corroborating testimony. The costs to date were also reviewed. The committee questioned the impact of vacant positions in the Collections Facilities Division on the collections system programs. Staff indicated that at this time there have been no adverse effects. 6. OCR Project Governance Issues. Blake Anderson discussed the process used for approving action items from the Joint OCR Project Cooperative Committee. There are two actions moving forward at this time for presentation to the Boards in August. Because no additional projects are anticipated that would require PDC Committee or Boards action until 1999, further discussions on streamlining the approval process will be deferred until mid-1998. 7. Next Steps for Consolidation. Judy Wilson indicated that there will be an Executive Committee meeting on September 17 to review the LAFCO application. Cymantha Atkinson will be the lead for this project. When the consolidation bill becomes law in January, LAFCO will hold public hearings. Implementation is scheduled for July 1, 1998. Don McIntyre mentioned that he had lunch with Dana Smith of LAFCO and she is comfortable with the schedule. Staff is looking at this as an opportunity to streamline many of the administrative processes. The issue of rate equalization was discussed. Many of the issues of concern can be discussed after consolidation is implemented. 8. Review FY 96-97 Year-end Numbers. Staff reviewed the year-end numbers with the Committee. Year-end spending resulted in an increase in the cost1mgd, from $511 to $530. Controls may have to be developed to encourage staff to avoid this end-of-the-year budget spend down. The impact on the budget of the CMS investigation was discussed. 10. Agenda Items Scheduled for Committee Review in August. The OMTS and FAHR Committees are not meeting in August. The items for the August PDC Committee were discussed. Chair Collins suggested that Dave Ludwin and Chairman Dunlap meet with Supervisor Spitzer's aide before the meeting to thoroughly review the items on the agenda. Director McGuigan indicated that she has taken the liberty to change the OMTS scheduled "dark" month from December to January. There will be a meeting of the OMTS on December 3. Minutes of the Steering O.,rfmittee Page 5 July 30, 1997 Director Dunlap advised the Committee that the members of the PDC Committee unanimously approved the hiring of Frank Dryden. It was agreed that Item 9, Discussion on Performance Evaluations of Assistant General Managers and Department Heads, would be moved to Closed Session. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY Blake Anderson updated the members on recent OCIP activities relative to the County's intention to keep all of the $30 million settlement with Merrill Lynch, and discussed possible options. MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. CLOSED SESSION The Joint Chair reported to the Directors the need for a closed session, as authorized by Government Code Section 45956.9, to discuss personnel evaluations. 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 move the item, the Committee convened in closed session at 7:05 p.m. Confidential Minutes of the closed 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 that the approved action becomes final. Al 7:25 p.m., the Committee reconvened in regular session. CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for Wednesday, August 27, 1997 at 5:30 p.m. ADJOURNMENT The Chair declared the meeting adjourned at 7:26 p.m. milted by: J a Tappan, Steeri g ommitlee Secretary H:M1vp.ftWminIGMS1EERING GWMR1Efl01VULWul Mlnu d= For SD.Ss Use Orin _ AGENT , a ❑ COMM.INFO.REM CI ITEM CCMa.ACTION ITEM ❑ JT.BDS.CONSENT ❑ JT.SDS.DISCUSSION TRANSMITTAL INONL SENT) ❑ PUBLIC HEARING JT.BDS,MEETING DATE J BDS.AGENDAREMNO. MEETING DATE comm.ID.NO. DISTRICT NO. CONTACT FOR INFORMATION OUTS: OMTS (Originator) PDC: PDC All FAHR: FAHR 310,Penny Kyle,2026 EXEC: STEER: 0827/97 EXEC — DiMalon No.,Name,and Extension JT.BDS: STEEn7 � AGENDA WORDING AND RECOMMENDED ACTION(S): Agenda Wordina: Consideration of revised Agenda format for use by working Committees and Joint Boards of Directors. Recommended Action(s): 1. Authorize staff to implement revised Agenda format beginning with the October agenda packages. CEQA REVIEW: Project is Exempt NOT APPLICABLE DATE OF MOST RECENT BOARD ACTION ON THIS SPECIFIC ITEM: Dale Notice of Exemption Fred: NegatNe Declaration Approved on N/A Final EIR Approved on and Notice of Determination filed!on CURRENT BUDGETICOST CURRENTYEAR CURRENTYEAR. YEAR•TO4)ATE REVISED BUDGET INFORMATION BUDGET AMOUNT TO-0ATE BUDGET BALANCE TOTAL EXPENDITURES Real Munn xlua TruWml TOTAL BUDGETED AMT.:$ N/A NIA N/A NIA SOURCE: CORF JO DISTRICTS SchedulrJLine Items: AMOUNT OF TRANSFER: Schedule/Line Item: TOTAL PROJECT BUDGET ORIGINALBUDGET PREVIOUSBUDGET BUDGET CHANGE REVISED TOTAL INFORMATION TOTAL CHANGES THIS AIR PROJECT BUDGET First Year In Budget: $0.00 Neater Plan Estimate: Year of First Coals: THIS AFT/VENDOR/PROJECT COST ORIGINAL BID,PO, CHANGE ORDERS, AMOUNT AMENDED INFORMATION CONTRACT FUNDS PREY. REQUESTED THIS PROJECT AMOUNT APPROVED AIR AMOUNT $0.00 WILL PROJECT REQUIRE ADDITIONAL PERSONNEL? NO REQUIRES BOARD POLICY ACTION?NOT APPLICABLE If YES,state number: —Permanent Limited Term If YES,"plain In ADDITIONAL INFORMATION section .DtDATA2\WP.DI'AWGENDAAITS-97'AUGUSTWITFORM.DOC 1 `..: ATTACHMENTS TO COMMITTEE AGENDA(Ui ): 1. Proposed Agenda Wording Originator Date 2 Revised AIT CONCURRENCES: ATTACHMENTS TO JOINT BOARDS AGENDA(Ust) I. Signature Date Diusion Manager(Or Designee) Signature Date Deparunent Head(Or Designee) Signature Date Assistant General Manager(Or Designee) ADDITIONAL INFORMATION (Background and/or Summary) In an effort to further streamline the agenda process, the Agenda Task Force is recommending simplified agenda wording. The agenda for the July Joint Boards meeting has been rewritten in the proposed formal. The Agenda Wording and Recommended Action(s) section of the AT will be revised to reflect the new format, as indicated on the attached sample forms. With the Steering Committee's concurrence, the new format will appear in the October Committee and Boards agenda packages. The Directors and staff have indicated that they are having problems with the existing Agenda Item Transmittal form. The PDC Committee has asked that h be revised. Staff is preparing several formats for consideration by that Committee at its workshop in September. When the final version is identified, new procedures and guidelines will be developed and training sessions will be held for staff. c: Department Head AGM-Administration AGM-Operations General Manager DOATA2%WP.DTA'GENDAAITS-97'AUGUSTWTFORM.DOC 2 Proposed Agenda Wording AGENDA 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, CA 92708 REGULAR MEETING July 30, 1997-7:30 P.M. In accordance with the requirements of California Government Code Section 54954.2, this agenda has i 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 Boards 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. 1. Pledge of Allegiance and Invocation 2. Roll Call 3. Consideration of motion to receive and file minute excerpts of member agencies relating to appointment of Directors, if any. (See listing in Board Meeting folders) 4. Appointment of Chair pro tem, if necessary 5. Public Comments: All persons wishing to address the Boards on specific agenda items or matters of general interest should do so at this time. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to five minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Boards of Directors except as authorized by Section 54954.2(b). 07/30/97 Page 2 of 7 Proposed Agenda Wording 6. The Joint Chair, General Manager and General Counsel present verbal reports on miscellaneous matters of general interest to the Directors. These reports are for information only and require no action by the Directors. a. Report of Joint Chair, consideration of Resolutions or commendations, presentations and awards b. Report of General Manager C. Report of General Counsel 7. EACH DISTRICT If no corrections or amendments are made, the following minutes will be deemed approved as mailed and be so ordered by the Chair. District 1 June 25 1997 District 2 June 25 1997 District 3 June 25 1997 District 5 June 25 1997 District 6 June 25 1997 District 7 June 25 1997 District 11 June 25 1997 District 13 June 25, 1997 District 14 June 25, 1997 8. Ratifying payment of claims of the joint and individual Districts, by roll call vote, as follows: (Each Director shall be called only once and that vote will be regarded as the same for each District represented unless a Director expresses a desire to vote differently for any District) ALL DISTRICTS 05/14/97 05/28/97 Misc. Joint Operating Fund $394,580.99 $386,016.11 $50.669.43 Capital Outlay Revolving fund 3,286,351.21 355.312.70 58.364.94 Joint Working Capital Fund 138,089.17 580,675.28 17,688.37 Self-Funded Insurance Funds 0.00 93,582.37 0.00 District No. 1 225.00 10,076.48 0.00 District No.2 2,772.50 35,027.51 0.00 District No. 3 11,137.42 547,342.87 0.00 District No. 5 27.15 13,382.87 0.00 District No.6 0.00 3,455.71 0.00 District No. 7 800.95 10,531.54 0.00 District No. 11 5,219.62 6,4722.24 1,67020 District No. 13 0.00 421.94 0.00 District No. 14 0.00 438.43 0.00 Districts Nos. 5 &6 0.00 498.40 0.00 Districts Nos. 6&7 0.00 216.49 0.00 Districts Nos. 7& 14 0.00 17.18 0.00 TOTALS $3,839,204.01 52.043.472.53 1128.392 94 07/30/97 Page 3 of 7 Proposed Agenda Wording CONSENT CALENDAR: ITEM NO. 9 All matters placed on the Consent Calendar are considered as not requiring discussion or further explanation and unless any particular item is requested to be removed from the Consent Calendar by a Director, staff member or member of the public in attendance, there will be no separate discussion of these items. All items on the Consent Calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the Consent Calendar shall be considered in the regular order of business. Members of the public who wish to remove an item from the Consent Calendar shall, upon recognition by the Chair, state their name, address and designate by number the item to be removed from the Consent Calendar. The Chair will determine if any items are to be deleted from the Consent Calendar. Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: 9. Receive and file petition from Phillip and Barbara Joujon-Roche and adopt Resolution No. 97-29- 2 initiating proceedings to annex .608 acres, Annexation No. 78—Joujon-Roche Annexation, to County Sanitation District No. 2. END OF CONSENT CALENDAR 10. Consideration of items deleted from Consent Calendar, if any. 07/30/97 Page 4 of 7 Proposed Agenda Wording NON-CONSENT CALENDAR 11. Steering Committee a. Verbal report re July 30,1997 meeting. b. The Chair will order the draft Steering Committee Minutes for the meeting held on June 25, 1997 to be filed. 12. Operations, Maintenance and Technical Services Committee a. Verbal report re July 2, 1997 meeting. b. The Chair will order the draft Operations, Maintenance and Technical Services Committee Minutes for the meeting held on July 2, 1997 to be filed. C. Approve Amendment No. 1 to the agreement with Air Products and Chemicals, Inc. for private operation and maintenance of the Districts'oxygen generation system at Plant No. 1, providing for an estimated cost savings of$215,000 per year for the remaining seven years of the contract; and authorize the General Manager to execute the amendment, approved as to form by Districts' Contracts Administrator. (All Districts) 13. Planning, Design and Construction Committee a. Verbal report re July 3, 1997 meeting. b. The Chair will order the draft Planning, Design and Construction Committee Minutes for the meeting held on July 3, 1997 to be filed. C. Approve Change Order No. 6 to the contract with Colich Bros., Inc. dba Colich&Sons re Slater Avenue Pump Station, Contract No. 11-17-1, providing for 13 items of additional work and granting a time extension of 101 calendar days for completion of the additional work, for an additional amount of$92,305.00, increasing the total contract amount to $6,005,724.03 (Disbicts 3& 11). d. Approve Change Order No. 1 to the contract with Margate Construction, Inc. re Job Nos. P1-41, P1-43, P1-44, P2418, P2-50, P2-53-2, SP19950021 and SP19950059, providing for 11 items of additional or deleted work, and granting a time extension of 37 calendar days for completion of the additional work, for a net deduction of$85,680.00 from the contract, decreasing the total contract amount to $8.375,458.00 (All Districts). e. Approve Addendum No. 3 to the Professional Services Agreement with Camp Dresser& McKee for Preparation of Phase 1 of Strategic Plans, Job No. J-40-1, and (insert job title), Job No. J-40.2, providing for additional work in three areas for an additional amount of $199,489 for a total amount not to exceed $1,958,717.00 (All Districts). .. 07/30/97 Page 5 of 7 Proposed Agenda Wording 14. Finance, Administration and Human Resources Committee a. Verbal report re July 9, 1997 meeting. b. The Chair will order the draft Finance, Administration and Human Resources Committee Minutes for the meeting held on July 9, 1997 to be filed. C. Receive and file Treasurers Report for the month of June 1997 (All Districts). d. Approve annual review of the Districts' Investment Policy Statement and adopt Resolution No. 97-27, granting delegation of investment authority to the Director of Financerfreasurer (All Districts). e. Adopt Resolution No. 97-28, declaring Districts'official intent to reimburse the Districts' existing capital reserve funds for certain expenditures made in advance of, and in anticipation of, capital improvement expenditures from proceeds of a future indebtedness issue (All Districts). f. Approve the 1997-98 financial information software update and software maintenance agreement with the Districts'financial information software vendor, JD Edwards, in the amount of$55,384.87 (All Districts). g. Approve a computer financial assistance program to employees providing for a maximum loan of$3,000; 10%down payment; 24 months repayment period; interest rate at 5%; and aggregate maximum loan fund of$150,000.00 (All Districts). h. Authorize staff to negotiate an agreement with R. W. Beck to develop assumptions and strategies to implement a replacement fund for fixed assets for an amount not to exceed $75,000.00 (All Districts). 15- Annual election of Joint Chair(Nominee: Director John Collins); and, nomination and election of Vice Joint Chair. 16. Approve Addendum No. 4 to the Professional Services Agreement with Boyle Engineering Corporation re Improvements to Main Street Pump Station, Contract No. 7-7-1, and Abandonment of Nine District No. 7 Pump Stations, Contract No. 7-14, providing for additional construction contract support services for an additional amount of$ , increasing the total amount not to exceed $ 17. a. Approve Change Order No. 2 to the contract with Margate Construction, Inc. re Job Nos. P1-41, P1-43, P1-44, P248, P2-50, P2-53-2, SP19950021 and SP19950059, providing for construct intertie facilities between the Green Acres Project distribution system and the Districts' ocean outfall system for an amount not to exceed $197,299, to be funded by District 5 (All Districts); and, 07/30/97 Page 6 of 7 Proposed Agenda Wording b. Approve funding of Change Order No. 2 for Job No. P2-48 with Margate Construction to construct intertie facilities between the Green Acres Project distribution system and the Sanitation Districts' ocean outfall system at a cost not to exceed $197,299 (District No. 5). 18. ALL DISTRICTS av CLOSED SESSION; During the course of conducting the business set forth on this agenda as a regular meeting of the Boards, the Chair may convene the Boards 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 Boards during a permitted closed session and are not available for public inspection. At such time as the Boards take final actions on any of these subjects, the minutes will reflect all required disclosures of information. a. Convene in closed session, if necessary 1. Confer with Districts' Negotiator re pending MOU Labor Negotiations, Government Code Section 54957.6. 2. Confer with Districts' Management and General Counsel re appeals of termination of employees from investigation (Government Code Section 54956.9(b)(1), (2)). 3. Confer with Special Counsel re status of litigation, Louis Sangermano v. County Sanitation Districts of Orange County, Orange County Superior Court Case No. 732680 (Government Code Section 54956.9(a)). 4. Confer with General Counsel re status of litigation, Larry and Donna Anderson v. County Sanitation Districts of Orange County, Orange County Superior Court Case No. 773598 (Government Code Section 54956.9(a)). 5. (DISTRICT NO. 3) Confer with General Counsel re status of litigation, County Sanitation District No. 3 v. United Technologies Corporation, at al., Orange County Superior Court Case No. 722816(Government Code Section 54956.9(a)). b. Reconvene in regular session C. Consideration of action, if any, on matters considered in closed session 19. Matters which a Director would like staff to report on at a subsequent meeting 20. Matters which a Director may wish to place on a future agenda for action and staff report `�" ♦.r 07/30/97 Page 7 of 7 Proposed Agenda Wording 21. Other business and communications or supplemental agenda items, If any 22. Adjournments NOTICE TO DIRECTORS: To place items on the agenda for the Regular Meeting of the Joint Boards, Directors shall submit items to the Board Secretary no later than the close of business 14 days preceding the Joint Board meeting. The Board Secretary shall include on the agenda all items submitted by Directors, the General Manager and General Counsel and all formal communications. Board Secretary: Penny Kyle (714) 962-2411, ext. 2026 Wead\data2\wp.dtatadmin\BSWG97\Proposed Agenda Wording.doc F cSuNt.vo moor _ AGEN a D CONN.W TIC+1 ITEM b D 0,EDS.CT SNEM ITEM D JT.BDS.CONSENT ° J Et4r)ro" TRANSMITTAL — ° PUBLIC HEARING Jf.BCS.MEETING DATE — BD�.AGENDAn a"NQ. EXAMPLE MEETING DATE COMM.ID.NO. DISTRICT NO. CONTACT FOR INFORMATION OMTS: OMITS (Originator) PDC: PDC FAHR: FAHR 2 720,Joe RycraW, 5057 EXEC:STEER: EXEC Division No.,Name,arxI Extension JT.BOS: 7/JOH7 STEER RECOMMENDED ACTION(S): Receive and file Petition from Phillip and Barbara Joujon-Roche and Adopt Resolution No.97-29-2,initiating proceedings to annex 0.608 acres,Annexation No.78—Joujon-Roche Annexation to County Sanitation District No.2. CEOA REVIEW: Project is Exempt:NOT APPLICABLE DATEOFMOSTRECENTBOAED ACTION W THIS SPECIFIC REM: Date Notice of Exemption Filed: Negative Declaration Approved on Final EIR Approved on_arM Notice of Determination Ned m_ CURRENT BUDGET/COST CURRENT YEAR CURRENT YEAR- YEAR-TO-OATE REVISEDBUDGET INFORMATION BUDGET AMOUNT TO-DATE BUDGET BALANCE TOTAL EXPENDITURES n-I at-des 0- TramM1n) TOTAL BUDGETED AMT.:$ N/A N/A N/A N/A SOURCE: CORF JO DISTRICTS Scl ule/Line Berns: AMOUNT OF TRANSFER: SclxtluNLine Beer. TOTAL PROJECT BUDGET ORIGINALBUDGET PREVIOUSBUDGET BUDGET CHANGE REVISED TOTAL INFORMATION TOTAL CHANGES THIS AR PROJECT BUDGET Frost Year in Budget $0.00 Master Plan Estimate: Year of First Costs: THIS AITNENDOR/PROJECT COST ORIGINAL BID,PO, CHANGE ORDERS, AMOUNT AMENDED INFORMATION CONTRACT FUNDS PREV. REQUESTED THIS PROJECT AMOUNT APPROVED AIT AMOUNT $0.00 WILLPROJECT REQUIRE ADDITIONAL PERSONNEL? NO REWIRES BOARD POLICY ACTION?NOT APPLICABLE If YES,state number: _Perm ri t Limded Term If YES,explain in ADDITIONAL INFORMATION section R. Mes' Page 1 of 2 HAWP.DTAVtDMIN\G%TAPPAN1AIT SAMPLEI REVI.00C .. ..� ATTACHMENTS TO COMMITTEE AGENDA(List): t. None Originator Date ATTACHMENTS TO JOINT BOARDS AGENDA(List) CONCURRENCES: t. None Signature Date Division Manager(Or Designee) Signature Date Department Head(Or Designee) Signature Date Assistant General Manager(Or Designee) ADDITIONAL INFORMATION (Background and/or Summary) This property is currently inhabited with one single-family residence. This proposed annexation is in accordance with the terms of the negotiated agreement with the County of Orange regarding A88 Tax Exchange for annexing properties under which the District no longer receives a percentage of the basic levy and, instead collects a higher annexation fee. The local sewering agency is the City of Anaheim. The total annexation fee is $5,746.00. The Joujon-Roches are constructing an addition to their single family home. They have submitted an application and paid all fees for annexation to County Sanitation District No. 2. Processing time for annexations normally is about four months after the matter has been submitted to the Board of Directors for consideration. In order not to inconvenience or delay the applicant's Construction plan, a letter was sent to the City of Anaheim on May 14, 1997, informing the city that it was within the District's policy to proceed with connection of sewers prior to formal annexation completion, as long as all fees were paid and application(s) properly initiated. RJR:jt c: Department Head AGM-Administration AGM-Operations General Manager aea,a M„er Page 2 of 2 \LLEADIDATA2\W P.DTAaGEN DA\FORMSIAITFORM.DOC for[tl Sec LM ONv ° COM .WFQ. pA _ AGEN > qx,R ° LVAf .ALTxN REM ITEM ° Ji_BDS.CONSEM ° TRANSMITTAL -- ore ° PU&JG MEAPoNG JT.60S.MEETING DATE lie• T.B0.5.AGENDAROANO. EXAMPLE MEETING DATE COMM.M.NO. DISTRICT NO. CONTACT FOR INFORMATION OMTS'. OMTS (Originator) PDC 7/3/97 PDC FAHR: FAHR All 730,Jim Herberg, 5086 EXEC: EXEC Dwision No.,Name,and!Extension STEER: JT.BDS: 7/30/97 STEER RECOMMENDED ACTION(S): Approve Addendum No. 3 to the Professional Services Agreement with Camp Dresser&McKee for Preparation of Phase 1 of Strategic Plan,Job No.J-40-1, and Phase 2,Job No.J-40-2,providing for additional work in three areas for an additional amount of$199,489,for a total amount not to exceed$1,958,717.00. CEOA REVIEW: Project is Exempt:NOT APPLICABLE DATE OF MOST RECENT BOARD ACTION ON THIS SPECIFIC REM: Date Notice of Exemption Filad 3/27/97 Negative Declaration Approved on Final EIR Approved on_and Notice of DNermination fled on. CURRENT BUDGETICOST CURRENTYEAR CURRENTYEAR- YEAR-TO-DATE REVISED BUDGET INFORMATION BUDGET AMOUNT TC ATE BUDGET BALANCE TOTAL EXPENDITURES frodewa.t mwwxl TOTAL BUDGETED AMT.:$ $500,000 N/A $500,000 SOURCE: CORF JO DISTRICTS Schedulefl-m Items: AMOUNT OF TRANSFER: Simifule/Line ft. TOTAL PROJECT BUDGET ORIGINAL BUDGET PREVIOUS BUDGET BUDGET CHANGE REVISED TOTAL INFORMATION TOTAL CHANGES THIS AIT PROJECT BUDGET First Yes in Budget $2.118,000 $0 $125,000 $2,390,000 Master Plan Estimate: Year of First Costs: THIS AITNENDOR/PROJECT COST ORIGINAL BID,PO, CHANGE ORDERS, AMOUNT AMENDED INFORMATION CONTRACT FUNDS PREY. REQUESTED THIS PROJECT AMOUNT APPROVED AR AMOUNT $1,395,640 $363,615 $199,489 $1,958,744 WILLPROJECT REWIRE ADDMONALPERSCNNEL? NO REWIRES BOARD POLICY ACTION?NOT APPLICABLE If YES,state number: _Permanent Limited Term If YES,explain in ADDITIONAL I N FORMATION sectian P.DTANDMIN%GIkTAPPANWT SAMPLE2 REVI.DOC 1 .. v 1. CON!pmpATTACHMENTS TO a dated TEE AGENDA(lisp: t. CDM proposal lea dated June 11,1997 Originator Date 2. Budget information table 3. PSA status report CONCURRENCES: 4. Summaryofineetingsfor Strategic Plan ATTACHMENTS TO JOINT BOARDS AGENDA(Ust) Signature Dale 1. CDM proposal letter dated June 11,1997 Division Manager(Or Designee) 2. Summarycf meetings for Strategic Plan _ Signature Date Department Head(Or Designee) Signature Date Assistant General Manager(Or Designee) ADDITIONAL INFORMATION(Background and/or Summary) The proposed Addendum No.3 involves work in three areas:(1)updating trunk sewer system information contained in the Districts' CASSWORKS data base,(2)development of pump station discharge curves, and (3) additional public,staff,and Board meeting support. Updating CASSWORKS Database The scope of work for J40-1,Management of Peak Hydraulic Discharge includes development of a computer model of the Districts' collection system that will identify areas of the collection system that do not have sufficient capacity for current or future peak Flows. This model will allow the Districts to set priorities for capital projects in the collection system,so that capital expenditures are optimized. The model will be updated in future years as development occurs in the Districts service area,and as new collection system projects are undertaken. The model requires accurate physical data about the collection system such as the diameter,length and elevation of pipes, and diversion structure dimensions and positions. When complete,the model will contain over 5,000 individual pieces of data on the collection system. The original scope of work and CDM's proposal stated that this data would be obtained from the Districts' CASSWORKS computer database. The CASSWORKS database was originally developed as a maintenance inventory and management tool containing 10,000 individual pieces of data. Development of the model is nearly complete. During development of the model,it was discovered that the CASSWORKS database did not contain accurate and complete engineering data on portions of the collection system. Staff had CDM proceed with updating the CASSWORKS database and cross-checking the data,in order to keep the project on schedule. An additional fee of $55,583 is required for this work. Development of Pump Station Curves The Districts have 18 pump stations that were included in the collection system model. Data from pump discharge curves for these stations is required for the model. The original scope of work and CDM's proposal assumed that accurate pump curves were available in the Districts' records. When CDM began analyzing the pump curve data,it was discovered that much of the data was either outdated or inaccurate. CDM submitted a proposal to staff for conducting field tests to develop pump curves at a cost of$63,370. In order to keep the project on schedule and on track,staff authorized CDM to develop theoretical discharge curves based upon equipment data and discharge piping configurations. The fee associated with this additional effort is$15,870. P.DTAIADMINt(1M\TAPPANAIT SAMPLE2 REVI.DOC 2 1 CD1 prop Tt1E6MMnTEEAGENDA(Lat): 1. CDM proposal hetha tlatetl June 11,1%7 Originator Date 2. Budget usreport table 3. PSA status report CONCURRENCES: 4. summary of meetings for Strategic Plan ATTACHMEMS TO JOIM BOARDS AGENDA(list) Signature Date 1. CDMproprxu,1 ter"WJune11,t997 Division Manager(Or Designee) 2. Summary of meefngs for Strategic Plan Signature Date Department Head(Or Designee) Signature - Date Assistant General Manager(Or Designee) ADDITIONAL INFORMATION(Background and/or Summary) The proposed Addendum No.3 involves work in three areas:(1)updating trunk sewer system information contained in the Districts'CASSWORKS data base,(2)development of pump station discharge curves, and (3)additional public,staff,and Board meeting support. Updating CASSWORKS Database The scope of work for J-40-1,Management of Peak Hydraulic Discharge includes development of a computer model of the Districts'collection system that will identify areas of the collection system that do not have sufficient rapacity for current or future peak flows. This model will allow the Districts to set priorities for capital projects in the collection system,so that capital expenditures are optimized. The model will be updated in future years as development occurs in the Districts service area,and as new collection system projects are undertaken. The model requires accurate physical data about the collection system such as the diameter, length and elevation of pipes, and diversion structure dimensions and positions. When complete,the model will contain over 5,000 individual pieces of data on the collection system. The original scope of work and CDM's proposal stated that this data would be obtained from the Districts'CASSWORKS computer database. The CASSWORKS database was originally developed as a maintenance inventory and management tool containing 10,000 individual pieces of data. Development of the model is nearly complete. During development of the model,d was discovered that the CASSWORKS database did not contain accurate and complete engineering data on portions of the collection system. Staff had CDM proceed with updating the CASSWORKS database and cross-checking the data,in order to keep the project on schedule. An additional fee of $55,583 is required for this work. Development of Pump Station Curves The Districts have 18 pump stations that were included in the collection system model. Data from pump discharge curves for these stations is required for the model. The original scope of work and COM's proposal assumed that accurate pump curves were available in the Districts' records. When CDM began analyzing the pump curve data,it was discovered that much of the data was either outdated or inaccurate. CDM submitted a proposal to staff for conducting field tests to develop pump curves at a cost of$63,370. In order to keep the project on schedule and on track,staff authorized CDM to develop theoretical discharge curves based upon equipment data and discharge piping configurations. The fee associated with this additional effort is$15,870. P.DTAV,DMIN\GM\TAPPANWIT SAMPLE2 REVI.DOC Z Fay sx e�H AGENDI L. ❑ Cox&JO.ITEIx b ❑ COMM.AC ACTION REM ITEM ❑ JT.SOS.CMsENT TRANSMITTAL ❑ JT.EDS.DISCUSSION (NON-C N ENM b m ❑ PUBLICHEARING JT.DOS.WETNNG DATE )T.BOS.AGENDA ITEM NO, MEETING DATE COMM.to.NO. DISTRICT NO. CONTACT FOR INFORMATION OMTS: OMTS (Orginator) POC: PUG FAHR: FAHR 2160,Jean Tappan,2001 EXEC: STEER: 0827197 EXEC All Division No.,Name,and Extension Jr.BOS: STEER J AGENDA WORDING AND RECOMMENDED ACTION(S): ADenda Wording: AGENDA ITEMS FOR REVIEW BY WORKING COMMITTEES IN SEPTEMBER (All Districts): Review of the items scheduled for action/discussion by the Operations, Maintenance and Technical Services Committee, the Planning, Design and Construction Committee, and the Finance, Administration and Human Resources Committee at their meetings in September. Recommended Action(s): This is an information item. CEQA REVIEW: Project is Exempt:NOT APPLICABLE DATE OF MOST RECENT BOARD ACTION ON THIS SPECIFIC REM: Date Notice of Exemption Filed: Negative Declaration Approved on Not Applicable Final EIR Approved on_and Notice of Determination filed on_ CURRENT BUDGET/COST CURRENT YEAR CURRENT YEAR. YEAR-TO-DATE REVISED BUDGET INFORMATION BUDGET AMOUNT TOIIATE BUDGET BALANCE TOTAL EXPENDITURES fool Bunaano-Trushim TOTAL BUDGETED AMT.:$ N/A WA N/A N/A SOURCE: CORE JO DISTRICTS SctaduleAUre Items: AMOUNT OF TRANSFER: ScheduWine Item: TOTAL PROJECT BUDGET ORIGINAL BUDGET PREVIOUS BUDGET BUDGET CHANGE REVISED TOTAL INFORMATION TOTAL CHANGES THIS AIT PROJECT BUDGET First Year in Budget: $0.00 Master Plan Estimate: Year of First Costs: THIS AITNENDOR/PROJECT COST ORIGINALBID,PO, CHANGEORDERS, AMOUNT AMENDED PROJECT INFORMATION CONTRACT FUNDS PREV. REQUESTED THIS AMOUNT AMOUNT APPROVED AIT $0.00 WILL PROJECT REQUIRE ADMIONAL PERSONNEL? NO REQUIRES BOARD POLICY ACTION?NOT APPLICABLE If YES,state number. _Permanent UmXed Term If YES,explain in ADDITIONAL INFORMATION section HrNP DTMADIAMGMSIEERING CGMMITEEMMA 11r.EPf DOC 1 ATTACHMENTS TO COMMITTEE AGENDA(List): 1. Originator Date CONCURRENCES: ATTACHMENTS TO JOINT BOARDS AGENDA(List) t. Signature Date Division Manager(Or Designee) Signature Date Department Head(Or Designee) Signature Date Assistant General Manager(Or Designee) ADDITIONAL INFORMATION(Background and/or Summary) Staff routinely prepares a listing of items that are scheduled to be presented to 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 for consideration by the Committees in September: OMTS Committee: 1. Report on Ocean Monitoring Program and Permit Strategy 2. Report on Deregulation of the Power Industry 3. Report on Status of H2S Scrubber Automation Implementation 4. Report on Status of Pulse Power Sludge Arc Demonstration Project 5. Presentation on DART and O&M Department Business Plan 6. Report on SARI Line 7. Tour of Primary Effluent Filtration Demonstration Project PDC Committee: 1. Approve plans and specifications and establish bid date for Treated Waste Activated Sludge Feed to Digesters F and G, Job No. P2-39-1 2. Approve Change Order No. 4 to Maintenance Building at Plant No. 2, Job No. P2-35-3, Process Area Fire Protection, Signage and Distribution System Modifications at Plants Nos. 1 and 2, Job No. P246 and P1-38-5, and Chemical and Plant Water Facility Modifications at Plant No. 2, Job No. P2-55 3. Update on Power System Studies, Job No. J-25-4 4. Approve Addendum No. 1 to Professional Services Agreement with Carollo Engineers for Ocean Ouffall Investigation and Minor Repairs, Job No. J-25-4 5. Approve Closeout Agreement for Modifications to Portions of Atwood Subtmnk for Riverside Freeway Reconstruction of 91/55 Freeway, Contract No. 2-7A FAHR Committee: 1. Approve Accumulated Funds and Reserves Policy 2. Approve Human Resources Policies and Procedures Manual 3. Approve Fire Alarm Smart Panel System Integration 4. Approve Security Services Contract 5. Approve revisions to Delegation of Authority Resolution 6. Approve Intranet/Intemet Policy and Implementation 7. Approve CNG Station Update and Revision 8. Receive Quarterly Investment Management Report 9. Update on Communications Program c: AGM-Operations General Manager AV P DTANDIAMGMISIEeiMn COMWr1EEYMUGWISSEVr.DX 2