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HomeMy WebLinkAbout1998-09 o DRAFT MINUTES OF STEERING AND AD HOC COMMITTEES COMBINED MEETING Wednesday, September 23, 1998 at 5 p.m. A meeting of the combined Steering/Ad Hoc Committees of the Orange County Sanitation District was held on Wednesday, September 23, 1998 at 5 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Thomas L. Woodruff, General Counsel Burnie Dunlap, Chair of the Board Thomas M. Dawes, Consultant Peer Swan, Vice Chair Kris Lindstrom, Consultant Pat McGuigan, Chair, OMITS Committee Ryal Wheeler Jan Debay, Chair, PDC Committee George Brown, Chair, FAHR Committee John Collins, Past Chairman of the Boards STAFF PRESENT: Bill Steiner, County Supervisor Blake Anderson, Asst. General Manager Jean Tappan, Committee Secretary Directors Absent: Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering AD HOC COMMITTEE MEMBERS: Michelle Tuchman, Director of Communications Directors Present: Jim Herberg, Planning Engineer George Brown, Chair Peer Swan, Vice Chair Pat McGuigan, Chair, OMTS Committee Jan Debay, Chair, PDC Committee Norm Eckenrode, GWR Joint Coordinating Committee Member John Collins, Past Chairman of the Boards Bill Steiner, County Supervisor Directors Absent: (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. FILED IN THE OFFICE OF THE SECRETARY ORANGE COUNTY SANITATION DISTRICT OCT 228 1998 BY 1` ' OCSD • P.O.Box 8127 • Fountain Valley,CA 927284127 • (714) 962-2411 Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 2 September 23, 1998 (3) PUBLIC COMMENTS Ryal Wheeler addressed the Committee on his attendance at the meetings. He indicated that the meetings are beneficial to him because he can learn about how meetings are run. He also thanked the members for allowing him to attend. He also thanked the committee for allowing his son, Christopher, to attend and for making him feel welcome. Christopher is working on obtaining a Boy Scout merit badge. (4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the of the Combined Steering and Ad Hoc Committees Meeting of August 26, 1998 "reapproved as drafted. (5) REPORT OF THE COMMITTEE CHAIR Chair Burnie Dunlap did not make a report. (6) REPORT OF THE GENERAL MANAGER Assistant General Manager Blake Anderson reported on several issues on behalf of the General Manager, who was on vacation. • Kern County Board Of Supervisors Extend Urgency Biosolids Ordinance: Last week the Kem County Board of Supervisors approved an extension of the urgency ordinance to regulate the transport, use, monitoring, and record keeping of biosolids in Kern County. Kem County staff was directed to complete work on a permanent ordinance. They also rescinded the $5/ton road mitigation fee, pending a supporting engineering report. A preliminary engineering report, prepared by an independent engineering firm, Martin-Macintosh, set the cost of all of the presently identified and needed road repair and upgrade costs at$15 to 16 million. The report assumed that 100% of the road damage was a result of biosolids hauling activities. General Counsel Tom Woodruff indicated that the actions being considered by the Kem County Supervisors can be challenged, and there are a lot of cases that are similar with favorable rulings. Staff plans to meet with each of the supervisors, as well as the engineering firm that prepared the traffic study. Staff was directed to continue to follow this ever-changing issue and report to the Steering Committee as necessary. • Sewane Spill on Pacific Coast Hiahwav: Staff received a copy of the Newport Beach police report on the Pacific Coast Highway spill. This spill resulted when a subcontractor to the gas company drilled through our force main. The police report identified the city as the victim, the Sanitation District as the suspect and the gas company as the witness. The report indicated that the problem resulted because the sewer line was incorrectly marked on the road. Bob Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 3 September 23, 1998 Ghirelli is investigating what occurred in an effort to determine if standard reporting procedures were followed. He will prepare a report on his findings and the Steering Committee will be updated at the next meeting. • Comprehensive Listing of the User Rate Changes: Director Collins previously asked the Finance Department to provide a comprehensive listing of the user rate changes that all permitted users will experience as a result of the newly adopted user rates. The report has been placed in the Director's notebooks. • Executive Management Team Retreat: The Executive Management Team will be conducting a day and a half retreat on October 15 and 16. Discussion items include performance measurement techniques, managing staff capacity against work plan and task demands, broad banding, delegation of authority, DART and other reinvention initiatives throughout the District. (7) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff provided a heads-up to the Steering Committee members on a request from the developer of the Bolsa Chica area, Hearthside Homes, to assign our existing agreement with the landowner, Signal Bolsa, to a private water company that would provide sewer and water services. The existing agreement with Signal Bolsa, the landowner, provides that the District has a duty to service this area once the property is annexed to our service area. Mr. Woodruff outlined the options. No action was required by the Steering Committee at this time. (e) STEERING COMMITTEE DISCUSSION ITEMS A. Reciprocal Representation on SAWPA Commission and OCSD Board of Directors Blake Anderson provided a briefing on the issues as requested by the Steering Committee in May. SAWPA has a new general manager and a new chairman. At this time, the SAWPA Commission is reconsidering its role in the region. The issues outlined in a draft While Paper may no longer be relevant. Staff was directed to continue to monitor the situation, and when SAWPA determines its role, revise the White Paper for further consideration by the Committee. B. The action items scheduled to be considered by the working committees in October were reviewed. (9) REPORT OF THE AD HOC COMMITTEE CHAIR Chairman George Brown did not make a report. Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 4 September 23, 1998 (10) COMBINED STEERING AND AD HOC COMMITTEES DISCUSSION ITEMS A. CEQA Issues Related to GWRS Project. OCWD's decision to proceed with 30% design before the EIR/EIS was adopted and before the District's Directors have voted to support the project was questioned. General Counsel indicated that preliminary engineering is not considered a project by CEQA.And the action taken by OCWD was to procure a consultant for the preliminary engineering. The actual work would probably not begin until after the EIR/EIS is certified because of the time required to solicit an RFP, review and evaluate the proposals and then award a contract. B. Review Quarterly Schedule of Events for Strategic Plan. There are no date changes since the last update. On November 5, the OCWD will release the Draft EIR/EIS for the GWRS Project. The next GWR Joint Coordinating Committee meeting is now scheduled for October 27. In November the regular GWR Joint Coordinating Committee meeting has been changed to November 22. (11) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were no other business, communications, or supplemental agenda items. (12) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (13) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT There were none. (14) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for October 28, 1998 at 5 p.m. (15) CLOSED SESSION The Committee convened at 6:17 p.m. in Closed Session, pursuant to Sections 54956.9(8)(2) and 54957, to discuss the General Manager's Evaluation and one item of significant exposure of litigation against the District. Minutes of the Closed Session are on file with the Board Secretary. The minutes of a future Board Meeting will report on the actions when they are approved. Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 5 September 23, 1998 At 6:27 p.m., the Committee reconvened in regular session. (16) ADJOURNMENT The Chair declared the meeting adjourned at 6:27 p.m. Submitted by: Jet Tappan t nng Committee Secretary �re em�„eevsrerrtevc cauumceveseanezaw sc.w Mr„w..mo ORANGE COUNTY SANITATION DISTRICT 6 BOARD SECRETARY(2) ybnne: (71419E2-2411 malling address: BE. Box 8127 Fountain Valley GA 9272E-8127 NOTICE OF COMBINED MEETING street address: OF THE 10844 Ellis Avenue Fountain Valley cA STEERING COMMITTEE AND 9270e-7018 AD HOC COMMITTEE RE STRATEGIC PLAN Member ORANGE COUNTY SANITATION DISTRICT Agencies a Cities WEDNESDAY, SEPTEMBER 23, 1998 - 5 P.M. Anaheim Erse Buena Perk Lypress DISTRICT'S ADMINISTRATIVE OFFICE Fountain Valley Fmlenon 10844 ELLIS AVENUE Berton Brava Huntington Beach FOUNTAIN VALLEY, CALIFORNIA 92708 Irvine Le Habra L.Pat,. mitd. Loa Alamitos Newport Beech orange A regular meeting of the Steering Committee of the Board of Directors of Placentia Bents And Orange County Sanitation District, will be held at the above location, date Seat Boom S ammn and time. The Ad Hoc Committee re Strategic Plan will meet with the Tustin Steering Committee to discuss issues of mutual interest. is Park roroe Linea County of orange Sanitary Districts Caste Mo. Miewey city Water Districts Irvine Ranch 'To Protect the Public Health and the Environment through Excellence in Matewe[er Systems- ROLL CALL (1) Roll Call: Meeting Date: September23, 1998 Meeting Time: 5 p.m. Meeting Adjourned: Steering Committee Members Burnie Dunlap, Chairman ......................................... - John J. Collins, Past Joint Chairman........................ Peer A. Swan, Vice Chairman.................................. George Brown, Chair, FAHR Committee..................— Jan Debay, Chair, PDC Committee .......................... - Pat McGuigan, Chair, OMTS Committee.................. - Bill Steiner, Supervisor............................................. Ad Hoc Committee Members George Brown, Chair................................................— Jan Debay, Chair, PDC Committee.......................... Norm Eckenrode, Member, GWR Joint Coordinating Committee....................................... Pat McGuigan, Chair, OMTS.................................... Bill Steiner, Supervisor............................................._ Peer A. Swan, Vice Chairman.................................. Others Thomas L. Woodruff, General Counsel .................... - Staff Present Donald F. McIntyre, General Manager...................... - Blake P. Anderson, Assistant General Manager.......— David Ludwin, Director of Engineering...................... Jim Herberg, Planning Engineer............................... Michelle Tuchman, Director of Communications.......— Jean Tappan, Secretary........................................... c: Debbie Lecuna AGENDA COMBINED MEETING OF THE STEERING AND AD HOC COMMITTEES ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, SEPTEMBER 23, 1998 AT 5 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California (1) ROLL CALL (2) APPOINTMENT OF CHAIR PRO TEM, IF NECESSARY (3) PUBLIC COMMENTS All persons wishing to address the Combined 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). (4) APPROVE MINUTES OF PREVIOUS MEETING Approve draft minutes of the August 26, 1998 Combined Steering and Ad Hoc Committees meeting. (5) REPORT OF STEERING COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER (7) REPORT OF GENERAL COUNSEL r' -2- September 23, 1998 Agenda (8) STEERING COMMITTEE DISCUSSION ITEMS (Items A-B) A. Reciprocal Representation on SAWPA Commission and OCSD Board of Directors B. Review Agenda Items Scheduled to Be Presented to Committees in October (Information item only) (9) REPORT OF THE AD HOC COMMITTEE CHAIR (10) COMBINED STEERING AND AD HOC COMMITTEES DISCUSSION ITEMS (items A-B) A. CEQA Issues Related to GWRS Project B. Review Quarterly Schedule of Events (11) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY (12) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING (13) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT (14) FUTURE MEETING DATES The next Steering Committee Meeting is scheduled for 5 p.m., Wednesday, October 28, 1998. (15) 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 Board on any of these subjects, the minutes will reflect all required disclosures of information. -3- September 23, 1998 Agenda A. Convene in Gosed session to consider. 1. Approving General Manager's performance evaluation 2. Consider options re Crow-Winthrop claim B. Reconvene in regular session C. Consideration of action, if any, on matters considered in closed session. (16) ADJOURNMENT jt Nw.n.a vypm.\smERMO couwrreemwe�s Mny.,w.a: 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 meeUng. Committee Chair. Burnie Dunlap (714)990-7718(Brea City Hall) Secretary: Jean Tappan (714)593-7101 (714)962-0356(Fax) e-mail: jtappan@ocsd.com DRAFT MINUTES OF STEERING AND AD HOC COMMITTEES COMBINED MEETING Wednesday, August 26, 1998 at 5 p.m. A meeting of the combined Steering/Ad Hoc Committees of the Orange County Sanitation District was held on Wednesday, August 26, 1998 at 5 p.m., in the Districts Administrative Office. (1) The roll was Called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Thomas L. Woodruff, General Counsel Burnie Dunlap, Chair of the Board Michael Stromgren Peer Swan, Vice Chair Ryal and Christopher Wheeler Pat McGuigan, Chair, OMTS Committee Jan Debay, Chair, PDC Committee STAFF PRESENT: George Brown, Chair, FAHR Committee Don McIntyre, General Manager John Collins, Past Chairman of the Board Blake Anderson, Asst. General Manager Jean Tappan, Committee Secretary Directors Absent: Bob Ghirelli, Director of Technical Services Bill Steiner, County Supervisor Mike Petennan, Director of Human Resources David Ludwin, Director of Engineering AD HOC COMMITTEE MEMBERS: Mike Moore, ECM Manager Directors Present: Jim Herberg, Planning Engineer George Brown, Chair Peer Swan, Vice Chair Pal McGuigan, Chair, OMTS Committee Jan Debay, Chair, PDC Committee Norm Eckenrode, GAR Joint Coordinating Committee Member John Collins, Past Chairman of the Board Directors Absent: Bill Steiner, County Supervisor (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) AGENDA The agenda was posted in accordance with the requirements of California Government Code Section 54954.2. OCSD . P.O.Box 8127 . Fountain Va kq,CA 9272B8127 . (714) 962-2411 Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 2 August 26, 1998 (4) PUBLIC COMMENTS There were no public comments. (5) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the of the July 29, 1998 Combined Steering and Ad Hoc Committees meeting were approved. (6) REPORT OF THE COMMITTEE CHAIR Chair Burnie Dunlap did not make a report. (7) REPORT OF THE GENERAL MANAGER General Manager Don McIntyre announced that Ron Linsky, Executive Director of the National Water Research Institute, would be making a 15-minute presentation on the mission and activities of this organization. Director Debay, the District's representative on the Board, will be making the introduction. Blake Anderson updated the members on the biosolids ordinance considered by the Kern County Board of Supervisors and the impacts on the District. Staff is continuing its efforts to reach equitable solutions. (8) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff did not make a report. (9) STEERING COMMITTEE DISCUSSION ITEMS (Items A-C) A. Request of Michael Stromqren re Early Retirement Incentive Program. Michael Stromgren explained his reasons for requesting increased benefits because of his special circumstances. The General Manager indicated that staff has already denied the request because it would establish precedence that is unacceptable at this time. The current limit is one-year's salary or up to $50,000. Mr. Stromgren was offered one year's salary. The members agreed to uphold staffs decision. While the request could be presented to the full Board, the members of the Steering Committee would not support it. B. Class of 2000. General Manager McIntyre described the Class of 2000 program and the request by organizers for a contribution from the District. The Steering Committee members denied the request. �V Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 3 August 26, 1998 C. Agenda Items for September Working Committees. OTMS Chair McGuigan indicated that there may be a plant tour in October. She also indicated that the October OMTS meeting date conflicts with a League of Cities conference and asked if it could be moved. After discussion, the following changes were approved: OMTS Committee Wednesday, October 14 PDC Committee Thursday, October 8 FAHR Committee Wednesday, October 7• *Note., After subsequent discussions with staff and the FAHR Chairman, this date was changed to October 21. (10) REPORT OF THE AD HOC COMMITTEE CHAIR Chairman George Brown did not make a report. (11) COMBINED STEERING AND AD HOC COMMITTEES DISCUSSION ITEM(S) A. The members debriefed staff on the August 22 Directors Workshop. Before making the presentation to the Board in September, the colors and highlights on the alternatives chart should be changed. Staff will be making a recommendation and requesting that the Directors determine the preferred alternative. The CEQA process considers all of the alternatives. There is a dilemma because of the timing of the OCWD's GWR EIR process. The impacts of this project must be clearly understood by the Directors. Mr. McIntyre indicated that we can ask the OCWD to slow down their process, which is three months ahead of our CEQA process. Staff was directed to get the legal counsels of both agencies to address CEQA conformity and report back next month. Consultants from both agencies should also be meeting. Staff was encouraged to make a strong recommendation. The draft agenda report should be sent to the Ad Hoc Committee members for review before including it in the September agenda package. (12) OTHER BUSINESS. COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were no other business, communications or supplemental agenda items. (13) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. Si Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 4 August 26, 1998 (14) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting, which will be a combined meeting with the Ad Hoc Committee, is scheduled for 5 p.m., Wednesday, September 23, 1998 (15) CLOSED SESSION The Committee convened at 6:17 p.m, in Closed Session, pursuant to California Government Code Sections 54956.9 and 54957. Confidential Minutes of the Closed Session held by the Committee have been prepared in accordance with California Government Code Section 54957.2, and are maintained by the Board Secretary in the Official Book of Confidential Minutes of Board and Committee Closed Meetings. No reportable actions were taken re Agenda Items Nos. 16.A.1 and 2. At 6:27 p.m., the Committee reconvened in regular session. (16) ADJOURNMENT The Chair declared the meeting adjourned at 6:27 p.m. Submitted by: Tappan / Bring Committee ecretary M�RGYMAa+ISlEERM'LOYYIIIEEWNV6CIB]OW SCAM Mevb.trc STEERING COMMITTEE �ngDate Toxins. 9r23M WA AGENDA REPORT 1Oen N n°' 11=NunOa a. Orange County Sanitation District FROM: Donald F. McIntyre, General Manager Originator: Jean Tappan, Executive Assistant SUBJECT: October 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 October. 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 approval process. The following items are scheduled to be considered by the Committees in October. OMTS Committee: 1. Ocean Waiver Benefits to 08M (Information) 2. Plant 1 - Microfiltration Tour PDC Committee: 1. Approve Professional Services Agreement for Preliminary Design of Job No. J-62, Improvements to Existing Mechanical Equipment 2. Ratify Change Order No. 5 to Contract No. 3-38-3, Improvements to Miller-Holder Trunk Sewer 3. Ratify Change Order No. 15 to Job No. P1-36-2, Secondary Treatment Improvements at Plant No. 1 4. Ratify Change Order No. 6 to Job No. P2-35-3 at al, Maintenance Building at Plant No. 2 FAHR Committee: 1. General Manager's Quarterly Purchasing Report (Information) 2. Award Finance Department and Office Support Studies (Action) 3. Consider General Liability Insurance Program Multi-Year Renewal Proposal (Action) 4. Review Semi-Annual HR Policies and Procedures (Action) 5. Consider Connection Fee Structure (Action) 6. Future Bargaining Unit Strategy Development (Closed Session) PROJECT/CONTRACT COST SUMMARY N/A BUDGET IMPACT Not applicable (information item) ADDITIONAL INFORMATION N/A ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS N/A It H`wy.ESYpxNVtiIEERING CW M,liEE,BBISEP(il3D9A0. b RtMa[ M....a. „�, Page 2 ORANGE COUNTY SANITATION DISTRICT peens: nlm ss2-2411 September 2, 1996 .111,.dune: Pa Box 8127 b un whey.d1 9272 812] William H. Lane, Jr. osaa slur nne Managing Director 911C2 w"ry'ra 9 Trammell Crow Company 'n veil o Pa Y 3311 Michelson Drive Irvine, CA 92612 Dear Mr. Lane: Member apende, • Thank you for taking time to meet with me on Monday of this week I am interested in C1t1ea your development plans and how the District's pump station impacts your proposed project build-out. mmeim Buena am. Based on our meeting, I will report on the outcome of our meeting to our Sanitation rdvreaaDistrict's Board leadership on September 23. To be sure that I understand your stated rviWay nitain wile options for resolving our dispute, I am describing each of the four options below so that vwn wn Gallen dory you may comment or verify prior to my preparation of the report for that meeting. lunungwn Beach Irvine 1e Habra 1. Reduce the future connection fees in the amount of the agreed upon value of the La Palms pump station land. Lae Nemiwa rve,.P Beach 2. The District pays to Crow Winthrop the agreed upon land value. O—W 3. The District abandons the station and connects your property to the IRWD system. Presanoe 4. Relocate the pump station off your property at District's expense. Seal.1 Beach h Leo In the interest of my correctly reporting your position to the District's Steering Committee lalla Pan: at their next meeting, I would appreciate hearing from you no later than Wednesday, rPrba unda September 16, as to the accuracy of the options described above. coney 0 Grenpe Sincerely, nleery DlatM.a. ,y�/C'� Casco Meaa / Midway Gry L Donald F. McIntyre Waver olatNets General Manager Irvine Hench DFM:jt NlgYmb}vtG.YVKMCQiRES9�611 ew.be 'To P-clact Me Public HaalM and Me Enomnmen[Mrough Excellence in Msrewaeer Sysbams'