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HomeMy WebLinkAbout1997-10 r¢.eD bo In the Office of the Seorela ..r NCo'nry/Sanitation istrictls Y��/ County Sanitation Districts 1a-1 7 of Orange County, California NV I 9199T P.0. Box a 10644 Ellis Avenue Fountain Val Valley, CA 92726-6127 By Telephone: (714)962-2411 DRAFT MINE MINUTES OF THE STEERING COMMITTEE Wednesday, October 22, 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, October 22, 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 OTHERS PRESENT: Peer A.Swan,Vice Joint Chair Thomas L.Woodruff, General Counsel George Brown,Chair, FAHR Burnie Dunlap,Chair, PDC Pat McGuigan,Chair,OMTS STAFF PRESENT: Bill Steiner,Director/Supervisor Donald F.McIntyre,General Manager Blake P.Anderson, Chief Operations Officer Debra Lecuna, Secretary pro tem 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 September 24, 1997 Steering Committee meeting. MOTION UNANIMOUSLY CARRIED. Minutes of the Steering Co ittee Page 2 October 22, 1997 REPORT OF THE COMMITTEE CHAIR The Committee Chair did not make a report. REPORT OF THE GENERAL MANAGER Don McIntyre reported on the WEFTEC'97 Conference he recently attended. One item presented was non-point source watershed which is an emerging issue of the EPA. It is a less command control system that works in a more regional collaborative process that gets all stakeholders together to solve problems. It is still not very Gear whether there are collaborative projects now in progress supported by EPA. We need to wail for confirmation from EPA. This is a heads-up because when the Strategic Plan is updated in another five years, non-point source watershed management could become an important issue. REPORT OF THE ASSISTANT GENERAL MANAGER Blake Anderson reported on the status of the permit. Eight years after applying for a new ocean discharge permit, the Districts has a courtesy draft permit. It's an extensive document and covers all the various terms and conditions of our ocean discharge permit, and to a large extent, it has requirements for biochemical oxygen demands and suspended solids. It has limits on toxicants and an extensive description of the ocean monitoring program. The BOD and SS limitations are the same as we have now but, there are still some pending negotiations on the overall mass limits. Assuming that negotiations go well, we will be able to operate for the next five years with or without the OCR Project in place. We meet the toxicant requirement easily. Due to the efficiency of our Source Control Program, the list of toxicants has been reduced. The monitoring program will have more flexibility than the last one and allow us to characterize water quality, constituency, and sediments around the outfall, and help us better monitor the animals that live around the outfall. It is a comprehensive permit that allows us to achieve community, public health and environmental objectives. We expect that the public will be formally notified in December and that two workshops will be conducted by EPA and CRWQCB in January. Then we will have a hearing in February, and at that time the two agencies can formally adopt the permit and we'll be in business for the next five years. Change of Meeting Calendar -Planning Advisory Committee has been changed from November 13, 1997 to December 11, 1997. -Ad Hoc Committee Meeting has been changed from December 11, 1997 to sometime in January. Joint Chair to make announcement at Joint Boards of Directors meeting. REPORT OF GENERAL COUNSEL General Counsel did not give a report. Minutes of the Steering Committee Page 3 October 22, 1997 DISCUSSION ITEMS (Nos. 1-13) 1. Continuity of Representation on Districts Board (Don McIntyre) Don McIntyre reported that one outcome of the PDC workshops was that Board members agreed how important it is to have continuity of representation on our board. It is important to have the Joint Chair write to the mayors stating the great advantage of keeping the same person in the respective committees because it takes some time to learn all the technical aspects of our business. The Joint Chair will include this request in his report to the Board and will send a letter to the mayor of each city regarding this issue. Councils will be copied. 2. Implementation of Rate Structure Recommendations from Rate Advisory Committee (RAC) Based upon recommendations from RAC for a new rate structure, the Steering Committee had a discussion on whether this new structure should be applied to rates for next fiscal year. After discussion, the Steering Committee decided to present the question to the FAHR Committee to see if it would be prudent to apply RAC recommendations so soon after our last rate increase. 3. Continuation of Public Participation for the Districts' Strategic Plan Following Completion of the Rate Advisory Committee (RAC) and Planning Advisory Committee (PAC) Processes In order to further the effort of public outreach, the Engineering Department is proposing to combine RAC and PAC to forth PAC 2, to assist with issues such as flow management, water reclamation, biosolids program, and other projects. This new public participation committee will cost approximately$60,000 mainly in consultant fees, and the Steering Committee after extensive discussion decided to present this to the FAHR Committee for a recommendation on allocation of funds. 4. Energy Management Plan Blake Anderson presented this item to the committee for advice on how to better manage the decision-making process over the next few months regarding electrical energy purchase and sale. Staff is recommending that we conduct a half-day workshop on March 14, 1998 because by then, we will have sufficient information on this project. Black&Veatch prepared a report outlining the basic landscape of deregulation and along with that report, staff is now doing an internal assessment of our own capabilities to generate electricity. This report will be out in January. We will have at that time, an understanding of our internal capabilities, and a better read on the external factors on deregulated electricity. Natural Gas is also deregulated now. CDM also has a work element in the Strategic Plan to look at our long-term use of energy. All of this information will be put together and in March, we will a have good picture of the Districts' capabilities. Minutes of the Steering Committee Page 4 October 22, 1997 This item will be presented to the OMTS Committee for recommendation because there are still some parts of the Black&Veatch report that do not seem sufficiently dear and concise to make a recommendation at this time. 5. Service Award Pins for Tenure by Directors Blake Anderson reported on the significance of presenting Directors with service award pins in order to mark significant milestones. After a brief discussion, the Steering Committee agreed to award certificates of recognition instead of pins. 6. Streamling the Districts' Standing Committee Structure Blake Anderson reported on changing the number of Board standing committees to four, and renaming them to reflect the oversight responsibilities. For example, the PDC Committee would be renamed the Capital Improvements Committee, OMTS Committee the Operations Committee, and the FAHR Committee the Administration Committee. After discussion, the Steering Committee recommended that the Executive Committee be eliminated when consolidation comes into effect and that all other committees keep their respective names. 7. Trunk Flow Monitoring Program Jim Herberg made a recommendation to award a contract to ADS in an amount not to exceed $359,780, to implement a flow monitoring program to better monitor inflow and infiltration during the next winter. After discussion, the Steering Committee agreed to award the contract to ADS. 8. Employee Softball Diamond at Plant No. 2 Michelle Tuchman gave a report on the development of a softball diamond at Plant No. 2 as per the request of employees to help support the Districts' softball league. Upon the EMT's recommendation, a proposal, prepared by staff, establishes that labor for the diamond will come from employees. After discussion, the Steering Committee agreed to approve the development of the softball diamond with the understanding by employees that if the land is ever needed, the diamond would have to be removed. 9. El Nino Planning and Excess IRWD Flows Blake Anderson gave a report on how the Districts'will handle any excess flows coming from our sister agencies such as IRWD. We have an intertie agreement with IRWD to take wintertime flows in excess of what can be reclaimed. However, there could be a time where flows are so great that we may need IRWD to discharge into Newport Back Bay. Considering that the Main Street Pump Station is being upgraded there should be ways for IRWD to handle excess flows without having to discharge into Newport Back Bay. This is more of a political Minutes of the Steering Committee Page 5 October 22, 1997 issue than it is technical. IRWD has made preparations for the El Nino season and has agreed to do everything necessary to avoid excess flows to the Districts. However, if necessary IRWD will discharge into Newport Back Bay if excess flows cannot be handled by the Districts. 10. Per Diem Comparisons Don McIntyre gave a report on the policy of Per Diem reimbursement. The Districts is in the process of updating its policies and procedures and as a result, it was discovered that this policy has not been revised for 15 years. The recommendation was to increase the Per Diem from $40 to $45 per day. After a vole of 3-3, the Steering Committee concluded that this item would not change from its current $40 per day reimbursement. 11. CNG Station Dedication Michelle Tuchman reported on the dedication ceremony for the new CNG Station that is proposed to occur in April. The Districts could have as many as 300 people attending this event. It is suggested to have a prominent speaker(community figure)who would indeed attract that many people. According to the construction schedule, the station should be fully operational by mid-February which would give two months of continuous operation before the dedication ceremony takes place. The cost for this dedication could be approximately$2500. However, a specific estimate has not yet been developed. After discussion, the Steering Committee recommended to bring back a specific cost sheet before making a decision. 12. Renaming the County Sanitation Districts after Consolidation Blake Anderson reported on renaming our agency once consolidation goes into effect next year. The first suggestion was to simply take the "s" out of"Districts"and leave it as County Sanitation District of Orange County. However, some committee members believe that using the word "county"twice sounds redundant. After discussion and a few suggestions, the Steering Committee requested that staff bring back 4-5 options to next month's meeting before making a recommendation. 13. Review Agenda Items Scheduled to Be Presented to Committees in November The Steering Committee agreed there were no changes to be presented to committees in November. CLOSED SESSION There was no closed session. Minutes of the Steering Committee Page 6 October 22, 1997 OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY 14. Directors Arriving Late to Meetings and Leaving Early The Joint Chair presented a discussion on the on-going problem of Directors coming late to meetings and leaving early. The main question was in regards to compensation. Directors still receive compensation even if they do not attend the entire meeting. The Steering Committee decided to make a general statement at this meeting and then speak to Directors individually. MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING Staff to report on items No. B, 11 and 12 at subsequent meetings. CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for November 19, 1997 at 5:30 p.m. ADJOURNMENT The Chair declared the meeting adjourned at 7:20 p.m. tI m Debra Lecuna, Committee Secretary pro tern �wcmmx.y,mwmi.u+eaecu.n+me�.�nne mmm>�.mmm.a: COUNTY SANITATION DISTRICTS OF CRAZE COUNTY, CALIFORNIA BOARD SECRETARY (2) Phan., October 16, 1997 1714)962 2411 mailing address: P.O.Ban 8127 r um°I^valley.CA NOTICE OF MEETING 9272&B12] street44Bladds°a: STEERING COMMITTEE io844 Blis Avenue Fountain Valley CA 92]OB-]Ote COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 Member OF ORANGE COUNTY, CALIFORNIA Agencies • cities WEDNESDAY, OCTOBER 22, 1997 - 5:30 P.M. Anaheim Ore Buena Park Cypress Fountain Valley ress DISTRICTS' ADMINISTRATIVE OFFICES Fullarten 10844 ELLIS AVENUE Huntington Beech wine FOUNTAIN VALLEY, CALIFORNIA 92708 La Habra Le Palms Loa Alamitos Newport Beach Orange Pme Are Some A regular meeting of the Steering Committee of the Joint Boards of Directors So./Beach of County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange s`B^`0n Count Tilton y, California, will be held at the above location, date and time. Ville Pork Yorbe Linde County of Orange sanitary Districts Costa Mesa Carden Grove Mldwoy Coy Water Districts Irvine Punch A Public Wastewater and Environmental Management Agency Committed to Protecting the Environment Since 1954 IF STEERING COMMITTEE Roll Call: Meeting Date: October 22, 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............. Michelle Tuchman, Director of Communications......._ Jean Tappan. Secretary........................................... c: Board Secretary Debbie Lecuna / October 16, 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, OCTOBER 22, 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). October 22, 1997 Agenda APPROVE MINUTES OF PREVIOUS MEETING Approve draft minutes of the September 24, 1997 Steering Committee meeting. REPORT OF COMMITTEE CHAIR REPORT OF GENERAL MANAGER Recent Personnel Changes REPORT OF GENERAL COUNSEL DISCUSSION ITEMS (Items 1-13) 1. Continuity of Representation on Districts Board (Don McIntyre) The issue of maintaining continuity on the Districts Board was raised at the PDC Committee Workshop. It was suggested that discussions on this issue be held with the mayors of the cities to stress the importance of having continuous representation if at all possible, rather than changing representatives at the beginning of the year. Staff is seeking direction on how to proceed. 2. Implementation of Rate Structure Recommendations from Rate Advisory Committee (RAC) (Blake Anderson) The attached Agenda Report addresses the RAC issues and proposed staff actions. 3. Continuation of Public Participation for the Districts' Strategic Plan Following Completion of the Rate Advisory Committee (RAC) and Planning Advisory Committee (PAC) Processes (Blake Anderson) 4. Energy Management Plan (Blake Anderson) Recommended Actions: 1. Discuss the resources to be directed to the Energy Management Plan; 2. Determine which Boards working committee(s) should have oversight responsibility; and 3. Schedule March 14, 1998 for a Saturday Boards Workshop to discuss the development of a comprehensive Energy Management Plan. 5. Service Award Pins for Tenure by Directors (Blake Anderson) Verbal report. 6. Streamlining the Districts' Standing Committee Structure (Blake Anderson) Reduce the Boards' standing committees to four, and name them to reflect the oversight October 22, 1997 Agenda responsibilities of the committees (Administration, Capital Improvements, Operations and Steering), effective January 1, 1998. 7. Trunk Sewer Flow Monitoring Program (Blake Anderson) Recommend contract award to ADS Environmental Services, Inc., for trunk sewer Flow monitoring portion of Management of Peak Hydraulic Discharge, Job No. J-40-1, in an amount not to exceed $359,780. a. Employee Softball Diamond at Plant No. 2 (Michelle Tuchman) This is an information item. 9. El Nino Planning and Excess IRWD Flows (Blake Anderson) This is an information item. 10. Per Diem Comparisons (Don McIntyre) At the General Manager's request, staff prepared a report on per diem allowed by other agencies in Orange County. The current $40 per day has not been changed since 1985. 11. CNG Station Dedication (Michelle Tuchman) Review agenda and guest list. 12. Renaming the County Sanitation Districts after Consolidation (Blake Anderson) Consider staffs request to evaluate renaming the Consolidation Districts of Orange County. 13. Review Agenda Items Scheduled to Be Presented to Committees in November (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. When the Boards take final actions on any of these subjects, the minutes will reflect all required disclosures of information. 1. Convene in closed session, if necessary �. Now/ i October 22, 1997 Agenda 2. Reconvene in regular session 3. Consideration of action, if any, on matters considered in closed session. 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, November 19, 1997. Please note that this is the third Wednesday of the month, not the fourth, because of the Thanksgiving Holiday. Jt H:MPOTAUOMIM uWmCOM.0040AM 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)965-4400(City Hall) Secretary: Jean Tappan (714)962-2411,Ext.2001 (714)962-0356(Fax) County Sanitation Districts J of Orange County,California P. O. Box 8127 • 108"Ellis Avenue Fountain Valley,CA 92728-8127 Telephone: (714)962-2411 DRAFT MEN MINUTES OF THE STEERING COMMITTEE Wednesday, September 24, 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, September 24, 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 OTHERS PRESENT: Peer A.Swan,Vice Joint Chair Thomas L.Woodruff, General Counsel George Brown,Chair,FAHR Pat McGuigan,Chair,OMTS STAFF PRESENT: Donald F.McIntyre,General Manager ABSENT: Michelle Tuchman, Director of Communications Burnie Dunlap,Chair, PDC Jim Herberg,Planning Engineer Bill Steiner,Director/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 August 26, 1997 Steering Committee meeting. MOTION UNANIMOUSLY CARRIED. i Minutes of the Steering Committee Page 2 September 24, 1997 REPORT OF THE COMMITTEE CHAIR The Committee Chair did not make a report. REPORT OF THE GENERAL MANAGER The General Manager reported that the Districts hosted a meeting with representatives from eighteen cities and agencies to discuss infiltrationlinflow, cooperative projects and El NiAo preparations. A follow-up letter is being prepared. Several staff members are meeting with city and county representatives on possible flooding problems during wet weather, as well as determining the age of various sewer systems in an effort to determine how bad the local sewer systems may be and how to deal with them. Only one or two cities have special revenues for sewer replacement/repairs. REPORT OF GENERAL COUNSEL Tom Woodruff reported that the trial judge in the Sangermano case reversed the previous decision on attorneys fees and awarded Mr. Sangermano nothing. The conflict of interest opinion memo dated September 24, 1997 (copy attached) from General Counsel was discussed. The only time a reason must be given for abstaining from a vote is when the rule of necessity is invoked. At the beginning of a discussion a director must state that he has a conflict of interest, not at the time a vote is taken. Because Districts' meetings are operated under Roberts Rules of Order, abstentions are determined to be with the majority vote. DISCUSSION ITEMS (Nos. 1-5) 1. Wet Weather Flow Monitoring of Collection Systems by CDM Jim Herberg reported on the activities surrounding the inflow/infiltration problem and the ramifications on the strategic plan. Last year the rains were less than expected during the wet weather season and therefore the consultant did not get enough information to adequately address peak hydraulic flow requirements. Staff is requested that the CDM contract be amended to provide for flow monitoring again this winter, and expand the program to gel data that will help prioritize the capital program needs. The report will identify the monitoring sites, develop an RFP for implementing the monitoring program and then analyze the data collected by the firm that will be doing the monitoring under separate contract. The Directors questioned the location of the tentative metering sites, and after further discussion directed staff to make a presentation to the PDC Committee at its next meeting in order to fine-tune the RFP. Minutes of the Steering Committee Page 3 September 24, 1997 2. FAHR Request to Review Computer Financial Assistance Program Funding Level After discussion, the Steering Committee approved recommending Option B, providing for an increase in the the funding level for the Computer Financial Assistance Program to$250,000, an increase of$100,000, and that the funding level be reviewed as needed. 3. Results of the Communications Audit Director of Communications Michelle Tuchman reported on the results of the third communications survey. While the results were less than expected, there were several significant impacts that may have affected responses. The same communications vehicles will continue to be used, and mini-surveys will be taken periodically. The General Manager, in an attempt to help communications, will continue with his quarterly meetings with management and exempt staff, as well as attending department and division meetings. He will also have a part-time office set up at Plant 2 for his 1/2-day a week visits. 4. Landscaping Design for Area East of Administration Building The Directors reviewed the proposed plan and suggested that staff find an alternative to grass. 5. Agenda Items Scheduled for Review by the Working Committees in October The list was reviewed. Jean Tappan indicated that the OMITS Committee would also be reviewing the revised Agenda Item Report formal to seek input on how they would like budget and cost impacts presented in the report. CLOSED SESSION There was no dosed session. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There was no other business discussed. 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 October 22, 1997 at 5:30 p.m. Minutes of the Steering Committee V Y Page 4 September 24, 1997 ADJOURNMENT The Chair declared the meeting adjourned at 7:05 p.m. Submi by: G2w y Jean Tappan teerin Co mute Secretary esy�mau�awc nsEPmzm.mm.ax STEERING COMMIWEE FW Mehra°°a1 /22J9] AGENDA REPORT Ittm Numbe t. County Sanitation Districts of Orange County, California FROM: Donald F. McIntyre, General Manager Prepared by: Jean Tappan, Executive Assistant SUBJECT: Continuity of Representation on Districts' Boards of Directors GENERAL MANAGER'S RECOMMENDATION SUMMARY The issue of maintaining continuity on the Districts' Board was raised at the PDC Committee workshop. It was suggested that discussions on this issue be held with the mayors of the cities to stress the importance of having continuous representation if possible, rather than changing representatives at the beginning of each year. Staff is seeking direction on how to proceed. PROJECT/CONTRACT COST SUMMARY None. BUDGETIMPACT ❑ This item has been budgeted. (Line item: ) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION None. ALTERNATIVES None. CEQA FINDINGS X Mp."%gO lS Mjw cmml EEVlWC,SMnu �nY tl¢ a. .wwr Page 1 Not a project. — — ATTACHMENTS None jt HM .ft4Wm VS MING LOMMRlEE1BN ,icn . dw a..eee 10 7 Page 2 STEERING COMMITTEE =AGENDA REPORT County Sanitation Districts of Orange County,California FROM: Donald F. McIntyre, General Manager Prepared by: Blake P. Anderson, Chief Operations Offioer SUBJECT: Implementation of Rate Structure Recommendations from Rate Advisory Committee (RAC) GENERAL MANAGER'S RECOMMENDATION This item is being brought before the Steering Committee for guidance prior to the October 23, 1997 Ad Hoc Committee meeting. SUMMARY The RAC workshop process was completed on October 9, 1997 with finalization of the RAC opinion statement regarding rate structure alternatives. Staff has prepared a schedule showing Board, Ad Hoc Committee and FAHR Committee meetings for consideration of RAC recommendations and implementation of a new rate structure in FY 1998-99. In addition to RAC recommendations, there are several other factors that will influence the Districts' rates over the next two years. DISCUSSION Public participation and board policy/monetary issues will influence decisions regarding the Districts' rates over the next two years. Public Participation The Districts have made a commitment to public participation as part of the strategic planning process. Input and recommendations coming out of public participation will help shape the rate structure (RAC) and the future capital program (PAC). • RAC Opinion Statement: The final RAC opinion statement was completed on October 9, 1997. Although several issues brought up by the RAC need to be resolved with regard to the new rate structure, it is possible to implement revenue- neutral changes by July 1, 1998. The RAC was not able to recommend specific rates as the capital improvement program has not been finalized. • Planning Advisory Committee (PAC) Outcome: The PAC recommendations are scheduled to be finalized in January 1998, with completion of treatment, disposal and reuse alternatives in April 1998. At this time, the future costs of the capital program will be known. • PAC II Recommendations: The combined RAC/PAC group, referred to as PAC II will be providing further input to the strategic plan as the future capital facilities M�^9NMg0>]IMSMY1c.flAG,crnrcMamna Ex flws« w 7 Page 1 program is further Mined and during the EIR process, sccieduled for completion in October 1998. As indicated above, the PAC and PAC II capital improvement planning processes will not be completed soon enough to be included in a July 1, 1998 rate adjustment. Board Policy/Monetary Issues These following issues will likely affect the total Districts revenue required, regardless of the rate structure. • Districts Consolidation: Consolidation of the nine Sanitation Districts into a single District is expected to take effect on July 1, 1998, maintaining separate rates by revenue zones. • CSDOC funding of OCR: The Districts' participation in OCR will be a large part of our capital requirements. The OCR project was funded at $116 million in the July 1, 1997 rate increase. • Point of Discharge, Level of Treatment: Decisions made regarding occasional use of the 78-inch outfall or the Santa Ana River for discharge, and the amount of secondary treatment facilities required, will have major impacts on the Districts' future capital program. • Local Programs: The Districts may elect to participate in cooperative programs with cities to address local sewer systems that are in poor repair and increase the Districts flows due to 1/1. The Districts' to local programs could be in the range of $20 million per year. The extent of the Districts' 1/1 problem and the potential benefits of local programs are being studied under the Strategic Plan. • Capital Facilities Replacement Fund Study: The Districts' consultant, R.W. Beck is completing a study of the Districts' need for a capital facilities replacement fund in October 1997. The above issues (except for the Capital Facilities Replacement Fund Study) will not be fully resolved in time to be factored into a rate adjustment for FY 1998-99 and will need to be considered for FY 1999-2000. Two options for adjusting rates can be considered: 1. Move forward with revenue-neutral rate structure changes in FY 1998-99, and address the future capital program in a subsequent rate adjustment in FY 1999-2000, or 2. Hold-off on making revenue-neutral rate structure adjustments and make rate structure changes concurrent with other changes required to support the capital program set forth in the final Strategic Plan in FY 1999-2000. An advantage of option 1 is the continuation of momentum built during the RAC process. A disadvantage of option 1 is that additional rate changes will likely be H"a.wym�•m.•�me R..•.G .7 Page 2 C Nw required in FY 1999-2006*"A change in structure is expected terequire property owner notification in compliance with Proposition 21 B. A second notification may be required when the capital costs are known. Option 2 has the advantage of requiring only a single rate adjustment in FY 1999-2000. The disadvantage of option 2 is that the momentum developed with RAC in the last several months could be lost by placing their recommendations on hold for a year. Rate increases adopted last year will be implemented on schedule. Property owner ratification of a structure change is delayed until all factors are known. Perhaps only one notification will be required. FISCAL IMPACT None identified at this time. BUDGETIMPACT None identified at this time. CEQA FINDINGS Not a project. ALTERNATIVES Not applicable. ATTACHMENTS H�Rdue19UT m er lgu,RACI�ftmmn..d: Re„ 9re 7 Page 3 i . . 5 1997 AUG SEPT OCT AUG SEPT OCT NOV DEC RAC Workshop Worksnop0 Finalize Recommar ATE STRUCTURE i na A4 Hoc Comm and RAC EAK FLOW MC i IANAGEMENT/ yypbEap6 REATMENT ......................................i...........................................1..............................i.....................Ir..................... ................ .....i..................... Beard toECA oM ICR PROJECT Award Public9r9/Ruled ntra Consultant .....................................o.....................d.....................r......................................... ...........j............................................i........ ............. EVEL OF REATMENT t PUDee Hearing CenHy Reel EIR EQA(M �� Take Actlon on Strategic Plan '.END wwvi 14+eaNr P.—Sratogie Plan :CA—California Emlronmontal Quality Act R—Environmental Impact Report i—Environmental Impact Statement :R�Orange County Reclamation Project C—Planning Advisory Committee ,C—Rate Advisory Committee HR—Finance,Administration and Human Rosoum Committee C—Planning,Design and ConahaCtioli Committee STEERING COMMITTEE %001 meeuna Date toizzre� AGENDA REPORT County Sanitation Districts of Orange County,California FROM: Donald F. McIntyre, General Manager Prepared by: Blake P. Anderson, Chief Operations Officer SUBJECT: Continuation of public participation for the Districts' Strategic Plan following completion of the Rate Advisory Committee (RAC) and Planning Advisiory Committee (PAC) processes. GENERAL MANAGER'S RECOMMENDATION Continue public participation during completion of the Strategic Plan through a scaled back version of the PAC and RAC processes. The newly formed public group would be referred to as PAC II, and would consist of members from the RAC and PAC. Three additional public participation workshops are proposed for PAC II. SUMMARY The RAC workshop process was completed on October 9, 1997 with finalization of the RAC opinion statement regarding rate structure alternatives. The PAC recommendations will be finalized in January 1998. Although these two committees' work will be completed soon, continued public participation will required during completion of the Strategic Plan/EIR process. DISCUSSION Several upcoming Strategic Plan related issues will require public participation. • Level of Treatment-The Districts' current policy is to hold the minimum level of secondary treatment at 50 percent of the Districts'total flow. This level of treatment will be addressed in the EIR, and will therefore be subject to public input. This issue will be of significant interest to environmental groups. • EIR - The Districts' EIR requires a scoping meeting and public hearings as required by CEQA. • OCR Project—The OCR project will have a large impact the Districts' capital program and level treatment and will be addressed in the EIR. • Rate Impacts From CIP— In addition to their recommendations regarding the new rate structure, the RAC also expressed concern with how rates will be set following completion of the Strategic Plan. FISCAL IMPACT Additional cost estimated at $60,000 for continued formal public participation efforts. BUDGETIMPACT H Nvp.eu•„ea>aw,a,ea,oa,.oanea wnswuoaao. e•.,..d •�, Page 1 None identified at this time. CEQA FINDINGS Not a project. ALTERNATIVES Not applicable. ATTACHMENTS ��ro m.eremaanewem,wn wNw+�e= R-. e 7 Page 2 STEERING COMMITTEE oiwre AGENDA REPORT IrtniNumb" County Sanitation Districts of Orange County,California FROM: Bob Ooten, Director of Operations and Maintenance Prepared by: Pat Magnante, Executive Assistant SUBJECT: Deregulation Report/Energy Management GENERAL MANAGER'S RECOMMENDATION Recommend completion of the Black and Veatch Deregulation Report and plan a Workshop on Energy Management in the first Quarter of 1998. SUMMARY Based on the Black&Veatch Deregulation Report update discussion by Directors and staff at the OMTS meeting on October 1, 1997, the report issue was referred to the Steering Committee. A summary of the issues follows: Staff recommendations for the Steering Committee: 1. B&V report will be completed with Director comments incorporated. Director questions that are not in the scope of B&V or are not addressed by CDM scope will be addressed by staff in the Energy Management Plan. 2. Directors who request a full copy of the B&V study will obtain one when completed. 3. Rick Running (B&V consultant) will be present at the December 3, 1997 OMTS meeting to present a summary of Deregulation Report findings and to answer questions. 4. Staff will prepare a workshop during the first Quarter of 1998 with the following tentative topics: a) Evaluation and summary of energy operations at CSDOC. b) Presentation by various energy providers that will address CSDOC's unique position in the electric industry restructuring. c) Present staff recommendations on how to proceed in the new market. PROJECT/CONTRACT COST SUMMARY Black &Veatch was hired under the General Manager's authority (under$50,000) to assess short-term deregulation impacts on CSDOC. A contract for$48,780 was signed on 2/28/97. e S,—,camm doo aamsW 1OW7 Page 1 BUDGETIMPACT 1, } ® This item has been budgeted. (Line item: 40 Engineering -Other Professional Services) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ❑ Not applicable (information item) ADDITIONAL INFORMATION ALTERNATIVES CEQA FINDINGS ATTACHMENTS OMTS97-022 RJO:pjm H:wo.wmmuliorixuuaown.+rawg.m.women o rst. gCm Mm. m QeX. ,� Page 2 Far Sd_Ss� U&a°"° AGENDA- ITEM ❑ CCAIK I FO.Mov! — ❑ DOMA.AC ONRFM ITEM ❑ JT:BpS.CONSENT ❑ JT.BDB.06dS5XN TRANSMITTAL pICNCDILSETri) ❑ PUBIIC ffflIM10 Jr.BDS.s INGa DATE Jt.BOB.A(iEFOA ITEM NG. MEETING DATE COMM.ID,NO. DISTRICT NO. CONTACT FOR INFORMATION OMTS: 10/1197 OMTS112—ORP (Originator) PDC: PDC FAHR: FAHR FYFG: EXEC Division 820,Tony Valenzuela, EA. 3017 STEER: STEER Division No.,Name,and Extension JT.BDS: RECOMMENDED ACTION(S): Presentation of the Black and Veatch Electrical Industry Restructuring Study. Receive and File Black and Veatch draft report(mformation Rem only). CEOA REVIEW: Project is Exempt: YES NO NOT APPLICABLE DATE OF MOST RECENT BOAR ACTION ON THIS SPECIFIC ITEM: Date Notice of Exemption Fikd: Negative Declaration Approved on Final EIR Approved on_and No"of Determination Bled on- CURRENTBUDGETICOST CURRENT YEAR CURRENT YEAR. YEAR-TO43ATE REVISED BUDGET INFORMATION BUDGET AMOUNT TOZATE BUDGET BALANCE TOTAL EXPENDITURES n�le,.gw q,u TnNrwl TOTAL BUDGETED AMT.:E SOURCE: CORF Jo DISTRICTS N/A N/A N/A N/A Schedue/Line Items'. AMOUNT OF TRANSFER: Schedule/Line Item: TOTAL PROJECT BUDGET ORIGINAL BUDGET PREVIOUS BUDGET CHANGE REVISEDTOTAL INFORMATION TOTAL BUDGET THIS AIT PROJECT BUDGET CHANGES First Year in Budget: Master Plan Estimate: N/A N/A N/A N/A Year of Firs(Costs THIS AITIVENDOR/PROJECT COST ORIGINAL BID,PO, CHANGE ORDERS, AMOUNT AMENDED PROJECT INFORMATION CONTRACT FUNDS PREV. REQUESTED THIS AMOUNT AMOUNT APPROVED AIT Bids will be received 9/30/97 and recommended bidders will be presented N/A N/A N/A N/A at the 10/1/97 OMTS meeting WILL PROJECT REQUIRE ADDITIONAL PERSONNEL? NO YES REQUIRES BOARD POLICY ACTION? YES NO NOT APPLICABLE It YES.slate remover. Permanent Limited Term If YES,explain in ADDITIONAL INFORMATION section s ATTACHMENTS TO COMMITTEE AGENDA(Lou). dginator Date 1. Copy of BNck and Veatch hregulalion study CONCUR RE / 1-7 SignaWr Date ATTACHMENTS TO JOINT BOARDS AGENDA(List) Divisions Manager(Or Designee) �. 9IIE19 Signature Date Depanmen a /�e o y Signature Da Assistant General Manager(Or Designee) ADDITIONAL INFORMATION (Background and Summary) continued The draft report tentatively recommends: The Districts sell additional electricity, but to first identify and evaluate any costs of overcoming impediments to accomplishing such sales, which may include: • Practicality and cost of modifying the Southern California Air Quality Management District permits to allow operation of additional Central Generation engine-generators. • Willingness of Southern California Edison,to coordinate the sale of ancillary services (electricity) from the Central Generation System and associated pricing. • Additional costs associated with on-site metering or monitoring requirements to sell or transport electricity. • Obtaining access to real-time and day-ahead commodity market pricing information for electricity, directly(by Districts' staff) or through a Scheduling Coordinator (marketer)which would be authorized to lock into daily or hourly prices and commit to power sales quantities. The Districts continue to monitor and, to the extent practical, participate in key implementation decisions as the restructured market continues to be defined. These implementation decisions would include: • The method to calculate the competitive transition charges. • The method for calculating payments for electricity (sales or purchases) and for distribution of power to ourselves or others (customers). • Any potential penalties to be imposed by not meeting contract obligations for supplying electricity to the open market, the Districts' electricity customers, or the Districts' outlying facilities (pump stations). Further address the potential benefits of direct access opportunities through continued discussions with involved parties (such as aggregation groups, power coalitions, or others). Topics could include: • Additional information regarding actual load profiles at the Districts' pumping stations. • Natural gas and electricity bundling or risk management offered by brokers (marketers). Identification of marketer strategies and prices for enhanced site electric reliabilities. • Further opportunities offered by marketers as their activities and prices are announced. Participate in the development of a compatible or similar buyer groups in order to provide a means of further assessing this opportunity and remaining abreast of the most recent market implementation activities. In summary, there are very few short-term opportunities for the Districts power sales and pump station or plant power purchases until 2002, The benefits of the Black and Veatch report on the electric industry restructuring are the following: 1) Identification of opportunities and possible pitfalls for the Districts. 2) A framework to assess future developments of the industry restructuring, 3) Organization of critical operational data and parameters. MAE:ASV:ct c: Department Head AGM-Operations General Manager II STEERING COMMITTEE wemnu mee i 30/21/9] AGENDA REPORT 6'ism""m County Sanitation Districts of Orange County,California FROM: Donald F. McIntyre, General Manager Prepared by: Blake Anderson, Chief Operations Officer SUBJECT: Streamlining the Districts' Standing Committee Structure GENERAL MANAGER'S RECOMMENDATION Reduce the Boards' standing committees to four, and name them to reflect the oversight responsibilities of the committees (Administrative, Capital Improvements, Operations, and Steering), effective January 1, 1998. SUMMARY AB 769, the bill that provides for consolidation of the nine Sanitation Districts into one consolidated district, becomes effective January 1, 1998; the actual consolidation will take place July 1, 1998. The Executive Committee, comprised of the Chair of each of the nine Districts and the two Supervisors, will be eliminated because of consolidation. In an effort to streamline the reporting process, staff has discussed ways to determine which committee has oversight responsibility for various issues when consolidation occurs. Issues usually submitted to the Board fall into the categories of administrative, operational, or capital improvements, and renaming the working committees with those designations would clearly identify responsibility. It would help staff determine which committee should review an item before Board approval. The Steering Committee will continue to direct staff on management issues. The Joint Chairman or standing committee chairs could form special ad hoc committees to address specific issues, if necessary. PROJECT/CONTRACT COST SUMMARY Any costs involved would be minimal because committee information is regularly updated. BUDGETIMPACT Not applicable (information item) H Vxy,dM gandal EWI WMMRiEEl9N Nr-sO ftimnO Wu ngL $O red¢ RarW 1 y 7 Page 1 ADDITIONAL INFORMATION The standing committees were originally named to identify the departments or divisions that reported to each committee, e.g. Operations, Maintenance and Technical Services for OMTS, Planning, Design and Construction for PDC, and Finance, Administration and Human Resources for FAHR. The departments named in the Committee titles considered that committee their"home" committee. Today, the Communications, General Services and Information Technology departments are not included in any of the Committee names. By changing the names of the committees, specific departments would be attached to issue areas instead. For instance, the Finance Department will most closely identify with the Administrative Committee, and it would be the Finance Department's "home" committee. But if there was a capital improvement issue affecting any department, the item would be reviewed by the Capital Improvements Committee. This is done now. From time to time, almost every department head has had to attend committee meetings other than his/her "own" because of the subject of a requested action. In an effort to clearly clarify the agenda review responsibilities, staff considered several alternatives, which are identified below. They believe the four committees structure is appropriate, but suggest renaming them to clearly identify oversight responsibility. ALTERNATIVES 1. Consider renaming the Standing Committees, as follows: • OMITS Committee to the Operations Committee • FAHR Committee to the Administrative Committee • PDC Committee to the Capital Improvements Committee • Steering Committee remains the same There are no cost savings, only clarification of oversight responsibility. At this time, this is the recommended alternative. 2. Consider changing the name of the Operations, Maintenance, and Technical Services Committee to Operations, Maintenance, Technology, and Services to better reflect the reporting departments. This does not help clarify the oversight responsibility issues, it only identifies departments'"home" committee. 3. Consider reducing the number of Working Committees to three—Administrative, Operations and Steering. While this structure is the most efficient and cost effective, the agendas for these committees could be extensive. If every director served on a standing committee, there could be problems with consensus. And the idea has not been favorably received to date. However, staff and Directors compensation expense costs would be reduced because there would be one-third fewer meetings. N N.y.JY•y W ISIEEP W G CCAIMITiEFY)'OLNr.abwriiln^0��TG Camn 90uc W re Ctt •,..,,. ,•,,,, Page 2 4. No action. Staff believes that no action is an option. Consolidation should reduce expenditures and increase efficiencies, and the no action alternative does not produce savings. CEQA FINDINGS Not a project. ATTACHMENTS None. jt Hw dmeaa.da�WM CWMIr esnocim,. H'Nna wondoq ds Rio 1m7 Page 3 F° Bil Suo.I Orly — AGENDFc ❑ COMM,INFO.ITEM ❑ COMM.ACTION ITEM ITEM ❑ Jr.BOS.CONSENT ❑ Jr.SO$.DISCUSSION TRANSMITTAL (NON ONSENT) ❑ PUBLIC HEARING Jr.BDS.MEETING DATE Jr.EDS.AGENDA ITEM NO. MEETING DATE COMM.ID.NO. DISTRICT NO. CONTACT FOR INFORMATION OMTS: OMITS (Originator) FDc: F0c FAHR: FAHR All Districts720,Jim Herberg,ext. 5086 EXEC: EXEC DMlabn No.,Name,and Extension STEER: 10/22/97 STEER JT.BDS: 1022/97 RECOMMENDED ACTION(S): 1. Approve Professional Services Agreement (PSA)with ADS Environmental Services, Inc. for trunk sewer flow monitoring for Job No. J-40-1, Management of Peak Hydraulic Discharge, in an amount not to exceed $359,780. 2. Increase total budget authorization for Job No. J-40-1 by $410,000 to $2,528,000. CEQA REVIEW: Project Is Exempt:NOT APPLICABLE DATE OF MOST RECENT BOAR ACTION ON THIS SPECIFIC ITEM: Date Notice of Exemption Flied: September 24, 1997 Negative Declaration Approved on P Final EIR Approved on_and Notice of Determination Bled on CURRENT BUDGETICOST CURRENTYEAR CURRENTYEAR- YEAR-TO-DATE REVISED BUDGET INFORMATION BUDGET AMOUNT TO-DATE BUDGET BALANCE TOTAL EXPENDITURES (lpbl ewer plus TmMenl TOTAL BUDGETED AMT.:$500,000 SOURCE: CORFSchedu $500,000 $11,023 $488,977 $500,000 AMOUNT ltlLine Items- 8 D.1.c AMOUNT OF TRANSFER: : ScnetlulelLine Item: TOTAL PROJECT BUDGET ORIGINALBUDGET PREVIOUSBUDGET BUDGET CHANGE REVISED TOTAL INFORMATION TOTAL CHANGES THIS AIT PROJECT BUDGET First Year in Budget: Master Plan Estimate: 0 S410,000 $2,528,000 Year of First Costs: $2,118,000 THIS AITNENDORIPROJECT COST ORIGINAL BID,PO, CHANGE ORDERS, AMOUNT AMENDED INFORMATION CONTRACT FUNDS PREV. REQUESTED THIS PROJECT AMOUNT APPROVED AT AMOUNT N/A NIA $359,780 $359,780 WILL PROJECT REQUIRE ADDITIONAL PERSONNEL? NO REQUIRES BOARD POLICY ACTION?NOT APPLICABLE If YESl numbly: _Permanent United Term It YES,explain in ADDITIONAL INFORMATION section {Q ry R7 ATTACHMENTS TO COMMITTEE AGENDA(List). Original r Date 1. Budgetlntonnebon Table CON NC )� p1 ATTACHMENTS TO JOINT BOARDS AGENDA(Ust) (gnat r Date 1.Budget Information Table Div,.I. M a f r D ee) 1 Signatu Dli Depa t H.ad( De nee S na ure Assistant General Manager(Or Designee) ADDITIONAL INFORMATION (BackyJ/ound and/or Summary) At the September 24, 1997 regular Board meeting, an addendum was authorized for Camp Dresser and McKee (CDM) to assist Districts' staff in preparation of a request for proposals (RFP) for trunk sewer Bow monitoring for winter 1997-98. As requested by the Steering Committee, CDM and Staff provided an update on the selection of meter locations for the flow monitoring program at the October 2, 1997 PDC Committee meeting. Proposals for Bow monitoring services were received on October 13, 1997 from the following firms: Firm Proposed Fee ADS Environmental Services, Inc. $359,780 MGD Technologies, Inc, $667,269 The proposals were reviewed by a selection committee consisting of Districts' staff and CDM. The committee recommends awarding a PSA to ADS Environmental, Inc. in an amount not to exceed $359,780. During the winter of 1996-97, temporary flow meters were installed to develop land use-based Bow coefficients and to calibrate the collection system computer model. The 1996-97 Bow monitoring program yielded valuable dry weather data for these purposes. However, anticipated storms did not occur during the monitoring program, and wet weather 1/1 data could not be obtained. The proposed Bow monitoring program for winter 1997-98 calls for 42 metering sites to monitor for infiltration for a six month period, and 20 metering sites to monitor for inflow over a two month period, with the following goals: • To provide actual, documented data on infiltration and inflow in collection systems tributary to CSDOC's trunk sewers. This information will be the basis for developing a prioritization of 1/1 problem areas, with the goal of reducing III so that the construction of an additional outfall ($100-$200 million) can be delayed. • An estimated 95% of the Ill entering the CSDOC collection system is believed to originate in the local (city) collection systems. By documenting which cities are known to have 1/1 problems, the Districts can initiate cooperative discussions with member agencies with the goal of jointly addressing 1/1 issues in the most cost effective manner. • Take advantage of this year's El Nino condition which is expected to provide a rare opportunity to capture III data during peak wet weather conditions. This data will be used to determine whether costs for major improvements such as trunk sewer replacement can be partially avoided or deferred by managing 1/1. The selection of metering sites for winter 1997-98 was directed toward areas of known or suspected 1/1 problems. The 42 infiltration and 20 inflow monitoring sites were selected based on: (1) information gathered from city managers, (2) results from last year's monitoring and hydraulic modeling, and (3) information known about the collection system such as age of the sewers and groundwater depths. In order to expedite the flow monitoring program so that meters will be in place this December, the proposed PSA for flow monitoring services is not being brought before the PDC Committee for review, and is instead being presented directly to the Board for approval. This approach has been previously discussed with the PDC Committee and the Joint Boards of Directors. Staff is also requesting that the total budget for Job. No. J-40-1 be increased by a total $410,000 to cover the Bow monitoring services cost of$359.780 and $50,220 in staff costs. Although flow monitoring has not been included in the FY 97-98 CORF budget, it is anticipated that there will be sufficient unexpended CORF funds to cover this cost. c: Department Head AGM-Operations General Manager HIM.DTA�NGW EREERGWIMO onAm Page 2 of 2 BUDGET INFORMATION TABLE Strategic Plan Phase 1 Job No.J40-1,J40-2 BUDGET PROPOSED PROPOSED FUNDS FUNDS AUTH'D THIS PROPOSED ESTIMATED ESTIMATED IN DISTRICT TOTAL' PROJECTITASK (ADOPTED BY BUDGET REVISED AUTHORIZED TO AUTHORIZED EXPENDITURE COMPLETE TO CORP) REVISION BUDGET DATE NO.7 CIP BUDGET FUNDS REQUEST AUTHORIZED DATE DATE(%( Management of Peak Hydraulic Discharge S 1575000.00 E $ 1,575000.00 $ 1489601.00 $ $ $ 14894101.00 It 11040DOA0 74% Peak Hydraulic Discharge,St $ 6200D.00 $ $ 62000.00 $ 182000.01) $ $ S 1820DD.00 S 1030DO.00 3796 Determination of Financial Charges and Fee Scedules $ 396000.00 $ $ 396000.00 $ 306180.00 $ $ $ 308180.00 $ 231000.00 75% Determination of Financial Charges and Fee Scedulea,Staff $ 85OD000 $ S 85000.00 $ 110000.00 $ $ $ 1100DO.00 $ 5200OA0 47% Consulting Fee for Thomas M.Dawes E $ $ $ 25.000.00 $ $ $ 250D0.00 $ 3000.00 12% District 7 Sewer Maps . (Charged to District No.7 CIP) E $ $ $ 224630.00 E 221630.00 $ E $ 0% Flow Monitoring, Services E E 359,780.01) $ 359780.00 E S S 3597B0.00 E 359780.00 $ 0% Flow Monitoring,Staff E $ 50,220.00 $ 50220.00 E $ $ 50220.00111 50 .00 $ 0% TOTAL $ 2.118.000.00 1 410,000.00 1$ 252800DDO E Z337,411.00 E M4,100.00 $ 410000.00 1 $ 2522781.00 $ 149300D.00 64% ` l H Mp.dX4ndeagy-4a 1=10PSAM dsl a STEERING COMMITTEE PI= rN.-b- AGENDA REPORT County Sanitation Districts of Orange County,California FROM: Donald F. McIntyre, General Manager Prepared by: Greg Mathews, Senior Administrative Analyst SUBJECT: Per Diem Allowed by the Sanitation Districts GENERAL MANAGER'S RECOMMENDATION Consider increasing the per diem rate. SUMMARY The reimbursement for per diem expenses has not been changed since 1983. Resolution No. 83-18 set the reimbursement at $40 per day; however, exceptions can be approved by the General Manager. It has recently been brought to our attention by some Districts' staff that in some instances this per diem amount is insufficient. As a result, research was conducted on per diem rates for other local agencies, many of which are member cities to CSDOC. Attached is a table summarizing the results of this analysis. In brief, fixed per diem reimbursements range from $30-$58, with an average reimbursement of$44 per day. Several agencies reimburse the actual amount spent based on receipts and incur the extra administrative work for such a program. The federal per diem rates range from $38-$42 dependent upon the city of stay. Staff requests the Steering Committee's guidance on whether the Districts' per diem rate should be re-visited with the FAHR Committee and subsequently the Joint Boards. PROJECT/CONTRACT COST SUMMARY Negligible. BUDGETIMPACT ❑ This item has been budgeted. (Line Rem: ) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION NevSNahZwy Na ,nEnS1EERING GOMMITE�TOC11.--p E—A. R ':ee. 1w 7 Page 1 ALTERNATIVES 1. Consider an increase in per diem. 2. Keep the per diem at S40. CEQA FINDINGS Not a project. ATTACHMENTS Table outlining per diem rates for other citiestagencies. GM Jt \Vva CtlaVSrvp CM1MpenOaISIEERING COMMIREE�BTCCiVrnrceafe peg Earn 0¢ R-. 11MI Page 2 City/Agency Per Diem Amount Comments Anaheim Actual Meal receipts not to exceed $25 per meal. Fountain Valley Actual Reimburse with receipts. Garden Grove Actual Reimburse with receipts. Huntington Beach $45 Supplemental amounts for certain cities with pre-approval. Irvine $48 $10 breakfast, $16lunch, $22 dinner Los Angeles County $34 $7 breakfast, $9lunch, $18 dinner(Will reimburse higher with receipts.) Metropolitan W. D. Actual Reimburse with receipts. Newport Beach $50 Meals and incidentals. Orange County $30 Orange County W. D. Actual Reimburse with receipts. San Diego W. W. Mgt. $50 +tax $10 breakfast, $15lunch, $25 dinner(plus tax) Santa Ana $50 $44 meals, $6 incidentals • New York, Washington D. C., San Francisco $65 • Monterey, Palm Springs $55 STEERING COMMITTEE ' Meeting Dare 10/27J9] AGENDA REPORT PAM NumEe County Sanitation Districts of Orange County,California FROM: Donald McIntyre, General Manager Prepared by: Michelle Tuchman, Director of Communications Ed Hodges, Director of General Services SUBJECT: Proposed Compressed Natural Gas (CNG) Station Dedication GENERAL MANAGER'S RECOMMENDATION SUMMARY Construction of the Compressed Natural Gas(CNG) Station is scheduled for completion in February 1998. The project represents more than two years of work among several public and private groups, including South Coast Air Quality Management District, The Gas Company, Power Systems Associates, Pima Gro and the Districts. To mark the culmination of this project, the partners would like to sponsor a dedication ceremony in April. Invitees would include Board members; local, state and federal officials; representatives from appropriate industries; and the media, among others. Attendance could be as high as 300 guests. To ensure the success of the event, staff believes it would be imperative to have remarks from a high profile public official included on the agenda. Governor Pete Wilson and John Dunlap are two individuals who have been mentioned. Planning a major event such as this will require a significant amount of staff time. The scope of the event will determine the cost. Staff is seeking guidance from the Steering Committee before proceeding with this project. PROJECT/CONTRACT COST SUMMARY Staff is in the process of developing a budget at this time. We will present this information through the Committee process later this calendar year. BUDGET IMPACT ® Not applicable (information item) WaStlM3Wp ElaUpeMaI ERING CO MRTEEIBIYJCIW-11 lx R.x..0 1G 7 Page 1 ADDITIONAL INFORMATION ALTERNATIVES 1. A big deal. 2. A small-scale event. 3. No event. CEQA FINDINGS Not a project ATTACHMENTS None. MT:jt ��l ERM COMM17EflB11OC rll Mc a 1� Page 2 STEERING COMMITTEE fee/ MletlRO Date tonzro� AGENDA REPORT County Sanitation Districts of Orange County, California FROM: Donald F. McIntyre, General Manager Prepared by: Blake Anderson, Chief Operations Officer SUBJECT: Renaming the Sanitation Districts after Consolidation GENERAL MANAGER'S RECOMMENDATION SUMMARY It has been proposed that the Steering Committee consider renaming the Consolidated Sanitation Districts of Orange County to more closely reflect our mission. PROJECT/CONTRACT COST SUMMARY None BUDGET IMPACT Not applicable (information item) ADDITIONAL INFORMATION As the Sanitation Districts continue on the road to consolidation, a question is raised: What do we call ourselves? If we take no affirmative action otherwise, 'The Consolidated Sanitation District of Orange County"will be our official name through the LAFCO process and will begin appearing on our stationery and on our trucks some time after July 1, 1998. Presumably, the public and the regulators will still call us CSDOC (pronounced "sizdock"by many) or simply the "San Districts". In the absence of taking stock in our name, we will simply remain an agency with a name that is vaguely unpalatable (like sludge, slime and other's'words) and pretty much non-descriptive of our wide mission. Today, we are much more than the sewer agency of Orange County. pollution prevention, beneficial use of biosolids, energy production, air pollution control, water conservation, and water reclamation are just a few of the initiatives that were not envisioned in 1946 when the County Board of Supervisors chartered the initial study that resulted in the formation of a regional sewage treatment agency that was eventually organized under the County Sanitation Act. Even today we have the misfortune of having an official name that is redundantly redundant: The County Sanitation Districts of Orange County. 1VeMGCM3M�p.CMupendsl ERING LOMMRiEDBT Nr-mum,M ftrc k[ Rem 1�7 Page 1 What's in a name? MuchwWe carefully consider hundreds of oplimiis before naming our first bom. No one I know would consider naming a son Perciville today, although it was a very popular name a hundred years ago in England. Professional and college teams spend a tremendous amount of energy in deciding the name that will go on their banners. The selection of a name is often a reflection of the times and is created in the context of the vision of the moment. Sometimes that context results in a name that says it all, and sometimes it says nothing at all. Many organizations have taken considerable time and expense to rename themselves. Datsun became Nissan, the California Angels became the Anaheim Angels, the Stanford Indians became the Stanford Cardinals. A name should communicate an accurate initial impression or message. Ours doesn't and our new one won't. Certainly not to the degree that some on staff would like. Our receptionist's most common response to people incorrectly calling us is: "No, we don't handle trash pickup for the County. You have to call...," New directors coming on our board are often under the mistaken impression that we handle solid waste in some way. Family and friends ask newly appointed board members whether they will get to drive around in trash trucks because of receiving their new assignment to the Sanitation District board. Most people simply do not know what a sanitation district does. Proposed names could come from staff and directors responding to a call for suggestions from the Joint Chair or the General Manager. The Executive Management Team would review the suggestions and send a recommendation to the Joint Boards by way of the Steering Committee. The Steering Committee could decide at any time to stop the process. Whether the name is the official one that is carried on the Secretary of State's books is unimportant. Consolidated Sanitation Districts of Orange County could be the small print under the larger name that we adopt and use as a matter of convention and identity. What is important is to have a name that staff, the board and public can identify and rally around. ALTERNATIVES Not applicable. CEQA FINDINGS Not a project. ATTACHMENTS None. BPA:jt VW oW vhZ,nRNlepeMv�SIEERING COMMITiEE18TOONe,envm,np Ne dal,kryb,C R—. 1w 7 Page 2 STEERING COMMITTEE MeW Drte UMb7 AGENDA REPORT Ibm13. 13. ff County Sanitation Districts of Orange County, California FROM: Donald F. McIntyre, General Manager Prepared by: Jean Tappan, Executive Assistant SUBJECT: November Agenda Items Scheduled for Review by the Working Committees GENERAL MANAGER'S RECOMMENDATION Review with staff the tentative agenda items scheduled for review by the working committees in November 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 to be considered by the Committees in November: OMTS Committee: 1. Technical Services Business Plan (Information item) 2. NPDES Permit Status Update (Information item) 3. Outreach to Cities (Information item) 4. Report on Corrosion Study (Information item) 5. El Nino Readiness Report (Information item) PDC Committee: 1. Approve Change Order No. 3 to Rehabilitation of Primary Clarifiers at Plants Nos. 1 and 2, and Seismic Retrofit Work at Plants Nos. 1 and 2, Job No. P1-41 at al. 2. Approve plans and specifications for 12 W Distribution System for Support Facilities at Plant No. 1, Job No. P1-47 3. Request to cancel 77 W Substation at Plant No. 1, Job No. P1-56 4. 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, Jobs Nos. P246 and P1-38-5; and Chemical and Plant Water Facility Modifications at Plant No. 2, Job No. P2-55 FAHR Committee: 1. Adoption of Comprehensive Annual Financial Report 2. Reserves and Replacement Study HW ,ftl geMalM1 ERING COMMI i ft9T Wo+ar Ex RWa : 1N Page 1 3.'—RFP for Selection of Financing Team 4. First Quarter Financial and Performance Report 5. Revised Deferred Compensation Plan 6. Worker's Compensation Report — First Quarter PROJECT/CONTRACT COST SUMMARY Not applicable. BUDGETIMPACT ® Not applicable (information item) ADDITIONAL INFORMATION Not applicable. ALTERNATIVES Not applicable. CEQA FINDINGS Not applicable ATTACHMENTS None It H\w E WgenGl ERM Cp Ml"EEVTOC ,arGx R. I., Page 2