The URL can be used to link to this page

Home My WebLink About1998-06 FILED IN THE OFFICE OF THE SECRETARY v' AS ORANGE COUNTY SANITATION DISTRICT County Sanitation Districts JUL 29 1998 of Orange County,California 9661 6 Z lnlf P. O. Box 8121 . 10844 Ellis Avenue Fountain Valley, CA 92728-8127 101N1S10 NOI1y11NVS A1N00030NVUO BY T Telephone: (714) 962-2411 ANN131:10313 3H1 jO 301JJO 3H1 NI DRAFT MINPft9 OF THE COMBINED STEERING AND AD HOC COMMITTEES Wednesday, June 24, 1998 at 5:30 p.m. A combined meeting of the Steering and Ad Hoc Committees of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California was held on Wednesday, June 24, 1998, at the Districts'Administrative Office. ROLL CALL The roll was called and a quorum declared present, as follows: OTHERS PRESENT: PRESENT: Thomas L.Woodruff,General Counsel John J. Collins,Joint Chair Ryal Wheeler George Brown, Chair, FAHR Shirley Dettloff,Chair, Dist. 11 Burnie Dunlap,Chair, PDC STAFF PRESENT: Pat McGuigan, Chair, OMTS Donald F. McIntyre,General Manager Bill Steiner, Director/Supervisor Ed Hodges, Director of General Services Administration Mike Moore,Acting Director of Technical ABSENT: Services Peer Swan,Vice Joint Chair Michelle Tuchman, Director of Communications Jan Debay, Chair, Distnct 5 Jim Herberg, Planning Engineer 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 The draft minutes of the May 27, 1998 Steering Committee meeting were received, fled and approved as mailed. Minutes of the Combined Steering and Ad Hoc Committees Page 2 June 24, 1998 REPORT OF THE STEERING COMMITTEE CHAIR The Committee Chair did not make a report. REPORT OF THE GENERAL MANAGER The General Manager Don McIntyre mentioned that there will be presentations to the working committees next month by several members of the DART Committee. The Executive Management Team heard the presentation on Monday. This is the first major step in the bottoms-up effort to re- engineer the operations and maintenance functions of the Districts. Mr. McIntyre also requested that Discussion Item 5, Executive Management Pay, be moved to closed session. There were no objections. There is a construction project underway in Newport Beach to relocate the Lido Pump Station. Because it is about 40 feet below street level, piling driving is required. This is a noisy activity and causes the ground to vibrate. The nearest homeowner is disgruntled. He works out of his home. He called OCN last week, and the station ran a news story. The resident also hired an attorney; John Cavanaugh from General Counsel's office is handling this matter. Staff has offered to provide an apartment for him for three months, but no response has been received to date. Mr. McIntyre briefly discussed the response to the rate structure change notification. Discussion Item 3 was moved to complete the report. 3. Proposed Rate Structure Chances A. Public Response to Notification Michelle Tuohman reported that 40,000 notices were mailed to non-residential and multi-family residential parcels the week of June 8. Eight staff members received training to answer callers' questions on a special telephone hotline, including one who is bi-lingual. About 350 rails have been received, many who are owners of small restaurants and car washes. Letters and a-mails have also been received. Some have indicated that they will attend the public hearing. B. Second Hearin and Adoption of Ordinance on July 29, 1998 Prior to the public hearing at the June 29, 1998 Board meeting, a notice must be published. The members of the Committee directed Michelle to prepare a notice that complies with the requirements of the law. Contingency plans were discussed, in the event there is a large public turnout for the hearing. The Board Room is limited to 90. Additional seating and speakers ran be provided in the lobby and outside if necessary. Crowd and traffic control, provisions for parking and additional speakers should be available. There should also be staff members available to provide directions. When the logistics are finalized, faxes should be sent to the Directors advising them of the measures that will be in place. REPORT OF GENERAL COUNSEL General Counsel did not make a report. Minutes of the Combined Steering and Ad Hoc Committees Page 3 June 24, 1998 DISCUSSION ITEMS (Nos. 1-2, 4-6) 1. Appointments to Cooperative Programs Guidance Committee Ed Hodges defined the program which provides funds to cities for projects that reduce influent flows, such as reducing I and I, identifying illegal connections, identifying small lines, and developing maintenance standards. The program will be presented to the OMITS in July. A workshop is scheduled for September. Proposals will be solicited in October. In December, members of the Cooperative Programs Guidance Committee would review and rank the proposals and make recommendations through Ed Hodges to the Board. Membership of the Committee was discussed. Staff was directed to revise the number of members to 9, including 3 Directors (the Chairman of the Board and two appointees by the Chairman), the General Manager or Assistant General Manager, 3 city representatives recommended by the City Managers Association, and 2 staff members appointed by the General Manager. Term limits should also be considered. As the program progresses, representatives from the regulatory agencies may be invited to attend the meeting for informational purposes. The General Manager also indicated that conservation projects may be included in the program. The committee will only make recommendations, not policy. 2. Update on Proposed Agenda for July 1 Special Board Meeting General Counsel Tom Woodruff reviewed the draft agenda for the July 1 Special Board meeting. The Directors suggested changing the sequence of several items. There will be at least 40 items on the Consent Calendar. On the Non Consent Calendar, the eAsting fee ordinance has been changed to separate ordinances for each class of fees in an effort to make revisions easier. Staff was directed to eliminate copies of the resolutions and the ordinances in the agenda packages for this meeting. They will be available for review in the Board Secretarys office. 4. Assign Representatives to Attend California Association of Sanitation Agencies (CASA) Meetings The Executive Committee, comprised of the chairmen of each District, is being eliminated by consolidation. Those members were the assigned delegates to CASA. The Committee recommended that members of the Steering Committee plus up to five other Board members appointed by the Chairman be assigned as representatives. 5. Executive Management Pav This item was moved to Closed Session. 6. Review Agenda Items Scheduled to Be Presented to Committees in Julv The Committee made no changes to the proposed agenda Items. Minutes of the Combined Steering and Ad Hoc Committees Page 4 June 24, 1998 REPORT OF THE AD HOC COMMITTEE CHAIRMAN Ad Hoc Committee Chairman George Brown indicated that no decision was made at the June 17, 1998 meeting. It was a presentation of the four scenarios and five categories that will have to be considered at a future meeting. APPROVE MINUTES OF THE PREVIOUS AD HOC COMMITTEE MEETING The minutes of the June 17, 1998 Ad Hoc Committee meeting were approved as drafted. COMBINED STEERING COMMITTEE AND AD HOC COMMITTEE DISCUSSION ITEMS (One Item) 1. Review Proposed Meeting Schedule for the Months July. August, and September Jim Herberg presented the Strategic Plan Quarterly Schedule of Events. The next meeting of the Ad Hoc Committee will be combined with the PDC Committee on August 6 to discuss cooperative projects. CLOSED SESSION The Committee convened at 6:45 p.m. in Closed Session, pursuant to Section 54957, to discuss Executive Management compensation. Minutes of the Closed Session are on file with the Board Secretary. The minutes of the Joint Board will report on the actions when they are approved. At 7:06 p.m., the Committee reconvened in regular 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 July 29, 1998 at 5 p.m. Minutes of the Combined Steering and Ad Hoc Committees Page 5 June 24, 1998 ADJOURNMENT The Chair declared the meeting adjourned at 7:07 p.m. Su lted by: Qe J n appan, Steering omi illee Secretary X�u0a\SfEEflM6fAMM�UMM Mtft p ¢ 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 combined Steering Committee and Ad Hoc Committee re Strategic Plan meeting held on Wednesday, June 24, 1998, was duly posted for public inspection in the main lobby of the Districts' offices on Thursday, June 18, 1998. IN WITNESS WHEREOF, I have hereunto set Dmy hand this 24th day of June, 1998. Penny Kyle, 5 a f each of the Boards of Directors of County itation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 & 14 of Orange County, California Posted: June 18 ,, 1998, P.M. By: Signature bl wpd,w%gmWtr mmtpastingdm COUNTY SANITATION DISTRICTS OF ORANGE COUNTY, CALIFORNIA BOARD SECRETARY (2) °2 171419652411 June 18, 1998 mailing address: PO. Be.6127 Fountain Valley,CA 92728-6127 NOTICE OF COMBINED MEETING eves[addrese: 1ouns nlly Ile,Ch STEERING and AD HOC COMMITTEES RE STRATEGIC PLAN 927087019 COUNTY SANITATION DISTRICTS Member NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 Agencies OF ORANGE COUNTY, CALIFORNIA • Cities Arena, WEDNESDAY, JUNE 24, 1998 - 5:30 P.M. Brea Buena Park Gipress Founts. alley FullaUrMn DISTRICTS' ADMINISTRATIVE OFFICES Hanrsngeon Besse 10844 ELLIS AVENUE Irvine Le Habra FOUNTAIN VALLEY, CALIFORNIA 92708 La Palme Las Alamitos Newport Beeah Orange Placentia Santa Are A regular meeting of the Steering Committee of the Joint Boards of Directors Seal Areash 9 9 9 Boards, of County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange Tustin villa Pan County, California, will be held at the above location, date and time. The Ad Yorbe Linda Hoc Committee re Strategic Plan will meet with the Steering Committee to County of orange discuss issues of mutual concern. sanitary Districts Cases Mesa Garden Grove Midw°y City waver Districts Irvine Ranch A Public Wastewater and Environmental Mansgement Agan,Cpmmwed m Protesvng Me Environment Binca 7954 ROLL CALL Meeting Date: June 24, 1998 Meeting Time: 5:30 p.m. Meeting Adjourned: Steering Committee Members John J. Collins, Joint Chairman................................ Peer A. Swan, Vice Joint Chairman.......................... George Brown, Chair, FAHR.................................... Burnie Dunlap, Chair, PDC....................................... Pat McGuigan, Chair, OMITS... ................................ Bill Steiner, Supervisor............................................. Ad Hoc Committee Members John J. Collins, Joint Chairman................................ _ Peer A. Swan, Vice Joint Chairman.......................... George Brown, Chair................................................— Jan Debay, Chair, District 5...................................... Shirley Dettloff, Chair, District 11.............................. _ Pat McGuigan, Chair, OMTS................................... Bill Steiner, Supervisor............................................. Others Thomas L. Woodruff, General Counsel.................... Thomas M. Dawes, Consultant................................. Staff Present Donald F. McIntyre, General Manager...................... Blake P. Anderson, Asst. General Manager.............. David Ludwin, Director of Engineering...................... Ed Hodges, Director of General Services Admin. ..... _ Michelle Tuchman, Director of Communications......._ Jim Herberg, Planning Engineer............................... Jean Tappan. Secretary........................................... c: Debbie Lecuna June 18, 1998 AGENDA COMBINED MEETING OF THE STEERING AND AD HOC COMMITTEES COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA WEDNESDAY, JUNE 24, 1998 AT 5:30 P.M. ADMINISTRATIVE OFFICES 10844 Ellis Avenue Fountain Valley, Califomia 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 Joint Steering and Ad Hoc Committees 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 lake 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 Joint Steering and Ad Hoc Committees 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 Committees except as authorized by Section 54954.2(b). -2- June 24, 1998 Agenda APPROVE MINUTES OF PREVIOUS MEETING 1. Approve draft minutes of the May 27, 1998 Steering Committee meeting. REPORT OF STEERING COMMITTEE CHAIRMAN REPORT OF GENERAL MANAGER REPORT OF GENERAL COUNSEL STEERING COMMITTEE DISCUSSION ITEMS (items 1-6) 1. Appointments to Cooperative Programs Guidance Committee (Ed HodgestOon McIntyre) 2. Update on Proposed Agenda for July 1 Special Board Meeting (Tom Woodruff) 3. Proposed Rate Structure Changes (Michelle Tuchman) A. Public Response to Notification B. Second Hearing and Adoption of Ordinance on July 29, 1998 4. Assign Representatives to attend CASA meetings (Don McIntyre) 5. Executive Management Pay (Don McIntyre) Oral report/handouts available at the meeting 6. Review Agenda Items Scheduled to Be Presented to Committees in July (Information item only) REPORT OF THE AD HOC COMMITTEE CHAIRMAN APPROVE MINUTES OF THE PREVIOUS AD HOC COMMITTEE MEETING The minutes of the June 17, 1998 Ad Hoc Committee meeting were approved as drafted. COMBINED STEERING COMMITTEE AND AD HOC COMMITTEE DISCUSSION ITEMS (One Item) 1. Review Proposed Meeting Schedule for the Months July, August, and September (Jim Herberg) -3- June 24, 1998 Agenda CLOSED SESSION During the course of conducting the business set forth on this agenda as a regular meeting of the Steering Committee, the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9. 54957 or 54957.6, as noted. Reports relating to (a) purchase and sale of real property; (b) matters of pending or potential litigation; (c) employment actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Directors during a permitted closed session and are not available for public inspection. At such time as final actions are taken by the Boards on any of these subjects, the minutes will reflect all required disclosures of information. 1. Convene in closed session, if necessary 2. Reconvene in regular session 3. Consideration of action, if any, on matters considered in closed session. 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 p.m., Wednesday. July 29, 1998. The next combined Steering Committee and Ad Hoc Committee meeting is scheduled for 5 p.m., Wednesday. September 23, 1998. jt H:Wry.dhMganda�EKING COMMr7E�UN 2498 maddac agenda dw 4- June 24, 1998 Agenda Notes 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 Hell) Secretary. Jean Tappan (714)593-7101 (714)962-0356(Fax) ij 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, May 27, 1998 at 5:30 p.m. A meeting of the Steering Committee of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California was held on Wednesday, May 27. 1998, at the Districts' Administrative Office. ROLL CALL The roll was called and a quorum declared present, as follows: OTHERS PRESENT: PRESENT: Thomas L.Woodruff,General Counsel John J.Collins,Joint Chairman Ryal Wheeler Peer A. Swan,Vice Joint Chair, pan- time STAFF PRESENT: George Brown,Chair,FAHR Donald F.McIntyre,General Manager Bumie Dunlap,Chair,PDC Greg Mathews,Senior Admin.Analyst Pat McGuigan,Chair,OMTS Michael Peterman, Director of Human Resources Bill Steiner,Director/Supervisor Michelle Tuchman,Director of Communications Nancy Wheatley,Director of Technical Services Jean Tappan,Committee Secretary ABSENT: None APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. PUBLIC COMMENTS There were no comments by any member of the public. Don McIntyre indicated that a homeowner from the unincorporated area in District 7 might attend to speak at the Joint Boards meeting regarding waiving sewer connection fees because of special circumstances. Staff previously met with this homeowner in an attempt to negotiate a solution, but agreement could not be reached. Later in the meeting General Counsel described options available to the Directors and staff. Minutes of the Steering Committee c Page 2 May 27, 1998 RECEIVE, FILE AND APPROVE MINUTES OF PREVIOUS MEETING Director Dunlap asked that the draft minutes of the April 22, 1998 Steering Committee meeting be amended. The amended minutes were received, filed and approved. A copy of the amended minutes will be provided to the Board Secretary. REPORT OF THE COMMITTEE CHAIR Joint Chairman Collins described the change to the procedures for electing a Chairman for the new Board of Directors that he will be proposing at the Joint Board Meeting. This would be a one-time change REPORT OF THE GENERAL MANAGER The General Manager reported that he has been asked to serve as a panel moderator for a discussion about state water issues at the July League of California Cities conference in Monterey. The members had no objections. REPORT OF GENERAL COUNSEL Chair Collins indicated that General Counsel would be delayed. Any report would be made after this discussion items on the agenda. DISCUSSION ITEMS (Nos. 1-7) 1. Don McIntyre and Greg Mathews described the revised Work Plan Development Process. The work plans are now based on the five longer-term strategic goals that the department heads and division managers developed. In the past the critical goals dealt mostly with non-core business issues. A new data base forth was developed to track progress which is easier to use and allows sorting the information to generate different reports. Mr. McIntyre indicated that the new process forced staff to think about how'people" resources are used, as well as improving cross department communications in order to determine how much time is available to assist others with tasks. It will also help ensure a balance of resources. The final report will be presented with the budget at next month's committee meetings. 2. Don McIntyre reported on a conference that he would like to attend in England and asked for the Steering Committee's support when the item is presented to the Boards. The total cost will be about$2,000. It was moved, seconded, and passed to recommend approval to the Boards. 3. General Counsel Tom Woodruff described the proposed rules of procedures for the new consolidated Board. There are no policy changes, only housekeeping issues. One change not addressed in the memo will be to change the reporting status of the Board Secretary position from the Boards to the General Manager. Mr. Woodruff indicated that Minutes of the Steering Committee Page 3 May 27, 1996 if anything else comes up after the first meeting of the new Board it will be handled at that time. 4. General Counsel reviewed his opinion on the proposal on amending the General Manager's contract to allow changes to the deferred compensation benefit. This will be discussed further when the Steering Committee reviews the General Manager's performance in Closed Session. 5. Nancy Wheatley made a brief presentation on the white paper re OCSD representation on the SAWPA commission, as well as SAWPA's membership on the OCSD Board. Because of the emerging regional issues and the need to manage them, this may be one way for OCSO to have a voice. At this time, there is no entity providing regional leadership. The Regional Water Quality Control Board is the enforcement agency. After discussion, the members asked that further discussion be continued to August to address the issue in more detail. 6. The agenda items scheduled to be presented to the Committees in June were reviewed. No changes were recommended. 7. General Counsel provided a status report on actions necessary to implement consolidation; he reviewed his memos outlining the tentative agenda for the July 1 initial meeting of the new consolidated Board, and the Procedures for Adoption of Fees Ordinances. The first reading of the ordinance adopting the new user fee rate structure will be held at the June 24 Joint Board Meeting. Michelle Tuchman outlined the steps being taken by staff to handle inquiries on the public notice being mailed to the approximately 13,000 property owners whose rates may be impacted by the new rate structure. A separate letter will be mailed to all Class 3 permit holders explaining the changes. Action Item: Staff will prepare a most-asked questions and answers sheet on the proposed rate structure for the Directors. REPORT OF GENERAL COUNSEL General Counsel did not make a report. CLOSED SESSION The Committee convened at 7:06 p.m. in Closed Session, pursuant to Section 54957, to discuss the mid-year evaluation of the General Manager and Executive Management team compensation. Minutes of the Closed Session are on file with the Board Secretary. The minutes of the Joint Board will report on actions when they are approved. At 7:16 p.m., the Committee reconvened in regular session. OTHER BUSINESS. COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There was no other business discussed. Minutes of the Steering Committee Page 4 May 27, 1998 MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for June 24, 1998 at 5:30 p.m. This will be a combined meeting with the Ad Hoc Committee re Strategic Plan. ADJOURNMENT The Chair declared the meeting adjourned at 7:18 p.m. Submitted by: J n Tappan, Steering Obmrfliftee Secretary dul pmLlS1EERING L MRiFFB9lMAYMM M...0 OMTS � '� ` Meeting Dm To R&m. 07/e198 07/2ZW AGENDA REPORT Ham W.W Rwr,NumE County Sanitation Districts of Orange County, California FROM: Edwin E. Hodges, Director General Services Administration SUBJECT: COOPERATIVE PROJECTS PROGRAM GENERAL MANAGER'S RECOMMENDATION 1. Authorize the General Manager to proceed with the Cooperative Projects Program with the Agencies within our service area. 2. Authorize the General Manager to assemble and convene the Peer Review Committee. SUMMARY At the June 1998 OMTS Committee, staff presented the concept of a Cooperative Projects Program with the agencies in our service area. The committee directed staff to make some modifications to the Cooperative Projects Program package and to bring those changes back to the July OMTS. Attached for your guidance and information, is a copy of the Cooperative Projects Program package with the modifications that were requested. Those sections of the Cooperative Projects Program that were modified have been highlighted. The highlighted sections are for your information only. The changes that were made included the following: 1. The elimination of the District staff contact names. 2. The elimination of our mailing address and the addition of our street address. This is required to inform prospective participants of where our Technical Workshop is going to be held. 3. Additional wording advising all participants that our total first funding is in an amount "up to $5.0 million". 4. Additional wording notifying the agencies that projects may fund up to 50% of the total project cost, receive a low interest loan (1-3%) or a combination of the grant monies and low interest loan. Additionally, staff discussed the need for and the role of a Peer Review Committee. Staff recommends that the make up of that committee should include: A. Three members of the District Board of Directors (Board Chair, County Supervisor, member appointed by Chair) C'bmd *�RK WrSG R.,:.a: Wn Page 1 B. General Manager or Assistant GM C. Three City Staff Representatives (City Manager/Public Works Manager) - this would be a 1-year rotating group. D. Two District Staff Members (Director of Engineering and Director of GSA or their designees) E. Regulatory Agencies (EPA and Regional Water Quality Control Board) The focus of this group would be to review the proposals submitted for the Cooperative Projects Program and make a recommendation through the Director of GSA to the OMITS. The OMITS would review the recommendations from the Peer Review Committee and make a recommendation to the full Board. Ed Hodges, Director of General Services Administration, will present a verbal report on this item. PROJECT/CONTRACT COST SUMMARY Staff has budgeted $100,000.00 in the fiscal year 1998/99 CIP budget for this program. It is expected that $1 OM per year will be budgeted thereafter. 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 N/A ALTERNATIVES 1. Not to proceed with the Cooperative Projects Program CEQA FINDINGS N/A ATTACHMENTS Cooperative Projects Program EEH: fw C Ve '.,..p Re O SE¢ Rm d,W Paget STEERING COMMITTEE ""hn9 Dam 6/24/98 N/A AGENDA REPORT Uem�umEe Iternw County Sanitation Districts of Orange County, California FROM: Donald F. McIntyre, General Manager Originator: Jean Tappan, Executive Assistant SUBJECT: July Agenda Items for Consideration by Working Committees GENERAL MANAGER'S RECOMMENDATION Review with staff the tentative agenda items scheduled for review by the Working Committees in July. SUMMARY Staff routinely prepares a list of items for presentation 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 approvalprocess. The following items are scheduled to be considered by the Committees in July: OMTS Committee: 1. Presentation on DART Implementation Project Report — Phase III 2. Cooperative Projects Program 3. Biosolids Quarterly Report PDC Committee: 1. Ratify Change Order No. 1 and approve Closeout Agreement for Contract No. P2-70, Replacement of Construction Management Trailers at Plant 2 2. Ratify Change Order No. 7 to Job No. J-34-1, Ocean Outfall Reliability 3. Award Professional Services Agreement re Job No. J-25-4, Electrical Power System Studies 4. File Notice of Completion for Contract No. 11-17-1, Slater Avenue Pump Station 5. Presentation on DART Implementation Project Report— Phase III FAHR Committee: 1. Annual Renewal of Investment Policy 2. Extension of Declaration of Intent re COPS 3. Presentation on DART Implementation Project Report— Phase III 4. Adoption of DART Adaptive Workforce Compensation Plan 5. Additional Deferred Comp Plan (Section 401 a) PROJECT/CONTRACT COST SUMMARY N/A BUDGETIMPACT Not applicable (information item) ADDITIONAL INFORMATION N/A ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS N/A jt HM9EhWxga\S MMGC MILiEFBSJVNWZIm.Wy.Gx R. 1� Page 2 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 AD HOC COMMITTEE RE STRATEGIC PLAN MEN Wednesday, June 17, 1998 at 5:30 p.m. A meeting of the Ad Hoc Committee re Strategic Plan of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California was held on Wednesday, June 17, 1998, 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: George Brown,Comm.Chair and Chair, Kellene Burn-Lucht, CDM FAHR Mary Lee, Carollo Engineers John Collins,Joint Chair Thomas M. Dawes,Consultant Jan Debay,Chair,District 5 Burnie Dunlap,Chair, PDC STAFF PRESENT: Pat McGuigan,Chair,OMTS Don McIntyre,General Manager Bill Steiner,Supervisor/Director David Ludwin,Director of Engineering Michelle Tuchman, Director of Communications Jim Herberg, Planning Engineer ABSENT: Mike Moore,Acting Director of Technical Services Peer A. Swan,Vice Joint Chair Bob Otter,Director of Operations and Maintenance Shirley Dettloff, Chair pro tem, Dist 11 Gary Streed,Director of Finance Angie Anderson,Principal Engineering Associate Jean Tappan,Committee Secretary APPOINTMENT OF CHAIR PRO TEM. IF NECESSARY No appointment was necessary. PUBLIC COMMENTS There were no comments by any member of the public. RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the April 22, 1998 combined Steering Committee and Ad Hoc Committee meeting were approved as amended by the Steering Committee at its May 27, 1998 meeting. Minutes of the Ad Hoc Committee re the Strategic Plan Page 2 June 17, 1998 REPORT OF THE COMMITTEE CHAIR The Committee Chair did not make a report. REPORT OF THE GENERAL MANAGER General Manager Don McIntyre asked David Ludwin to discuss the problems encountered with the pump station construction project in Newport Beach. The contractor is driving sheet piling prior to excavating and a nearby homeowner is claiming that his home has been damaged. Staff has notified counsel and the Districts' claims adjuster. Mr. McIntyre announced that the new Maintenance Building at Plant 2 was dedicated this afternoon. Mr. McIntyre explained that we are at a decision point where staff needs guidance from the Ad Hoc Committee on what, how much and in what form information is to be presented to the Board. DISCUSSION ITEMS (Nos. 1-5) Staff and the consultant, Kellen Bum-Lucht of CDM, are finalizing the information that will be presented to the PAC and the Board to determine the recommended scenario for the Strategic Plan. In order to make the complicated information understandable, direction was requested on how to present the information, what information should be presented, and in what format. 1. Adaptive Plan Concept. The chart depicting the four scenarios and the components was discussed. The four scenarios are: Scenario 1: Ocean Plan Requirements without GWR System Scenario 2: Ocean Plan Requirements with GWR System Scenario 3: Full Secondary Treatment without GWR System Scenario 4: Full Secondary Treatment with GWR System The additional core facilities needed by the year 2020 were identified for each plant under each scenario. 2. Plants 1 and 2 Facilities Layout. Layouts with all core facilities under the four scenarios were reviewed. Under Scenarios 3 and 4, almost all land at both treatment plants would be required to handle anticipated flows of 208 mgd at Plant 1 and 144 at Plant 2.. It was indicated that the presentation layouts should be revised to direct the focus on Scenarios 1 and 2, but to include handouts of the charts for the four scenarios. The 2020 Summary graphs will not be used in the presentations. The Strategic Plan will make recommendations on future process needs, including a discussion and recommendation of new technologies, water conservation and reclamation issues. 3. 2020 Alternatives. The four components are: collection system improvements (5 options); treatment facilities required (2 options—with or without GWR); storage capacity(3 different thresholds); and outfall options (4 options—use the 78-inch outfall, use Santa Ana River, a 15,000•foot parallel barrel to the 120-inch outfall, and a new 120-inch outfall). Tom Dawes mentioned that the EIR for the GWR project would be presented to the District for Minutes of the Ad Hoc Committee re the Strategic Plan Page 3 June 17, 1998 consideration in November, however. before that the Strategic Plan EIR must identify a preferred scenario. EPA and the Regional Board have not defined planned versus emergency events. The consultant defined planned as one or more hydraulic failures a year, and emergency as less than once per year. The presentations should discuss what GWR provides, new technologies that could result in better quality effluent, and projected daily flow. Mike Moore mentioned that EPA encourages water reclamation in the new permit. He also pointed out that a new 120-inch ouffall would require a new permit because it would be a new discharge point, but a parallel barrel and using the 78-inch ouffall would not. LA City is spending $500 billion to go to full secondary rather than seek a waiver, and San Diego is building reclamation facilities as a requirement of their waiver. Director Burnie Dunlap indicated that the Directors should be provided with the value of water conservation and reclamation, and the value of EPA requirements, as well as the costs in the event a waiver is not granted in the future (going to full secondary). Several Directors asked about the five collection system options, enlarging the trunk lines into the treatment plants to 'super size. The concern was tearing up streets that have been or are planned to be upgraded in the next few years. The timing of these improvements has not been identified, but staff indicated that these improvements may be necessary regardless of which scenario is chosen. 4. Strategic Plan Schedule and Upcoming Events. Jim Herberg indicated that at the Steering Committee next week the schedule would be discussed in detail. The PAC will be meeting July 16. A date needs to be determined for a focused workshop with the Directors. At the June 20 Joint Boards meeting, Michelle Tuchman will provide a list of five Saturdays for ranking by the Directors in order to fix a date. 5. Wrap Up. John Collins and other members of the Ad Hoc Committee expressed appreciation for the efforts of staff and all of the consultants in this very complicated and important program. Director Dunlap indicated that the policy decisions facing the Directors at this time will determine the direction of the agency in the future, and having the opportunity to take part in the decision process is rewarding. 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. Minutes of the Ad Hoc Committee re - the Strategic Plan Page 4 June 17, 1998 CONSIDERATION OF UPCOMING MEETINGS The next Ad Hoc Committee meeting is scheduled for June 24, 1998 at 5:30 p.m. It will be held with the Steering Committee. ADJOURNMENT The Chair declared the meeting adjourned at 7:30 p.m. bmitted by: J n Tappan, Ad Ho Co mittee Secretary enw�v,�c�nn,�ocaemenoe sv u we m-„rmaz