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Home My WebLink About1999-03 FILED IN THE OFFICE OF THE SECRETARY DRAFT ORANGE COUNTY SANITATION DISTRICT MINUTES OF STEERING AND APR 28 1999 AD HOC COMMITTEES COMBINED MEETING Wednesday, March 24, 1999 at ,... p.m."Y -- A meeting of the combined Steering/Ad Hoc Committees of the Orange County Sanitation District was held on Wednesday, March 24, 1999 at 4:30 p.m., in the Districrs 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 Jan Debay, Chair of the Board Don Hughes Peer Swan, Vice Chair Ryal Wheeler Pat McGuigan, Chair, OMTS Committee Norm Eckenrode, Chair, PDC Committee STAFF PRESENT: John Collins, Past Chairman of the Board Don McIntyre, General Manager Jim Silva, County Supervisor Blake Anderson, Asst. General Manager Jean Tappan, Committee Secretary Directors Absent: Patrick Miles, Director of Information Technology Tom Saltarelli, Chair, FAHR Committee Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering AD HOC COMMITTEE MEMBERS: Jim Herberg, Planning Supervisor Directors Present: Gary Streed, Director of Finance John Collins, Committee Chair Michelle Tuchman, Director of Communications Jan Debay, Chair of the Board Peer Swan, Vice Chair Pat McGuigan, Chair, OMTS Committee North Eckenrode, Chair, PDC Committee Directors Absent: Chair Debay welcomed Jim Silva, Orange County Board of Supervisors representative, as a member of the Steering Committee. (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 S127 . Fountain valley,CA 9272M127 • (714) 962-2411 Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 2 March 24, 1999 (4) PUBLIC COMMENTS There were no public comments. (5) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETINGS The minutes of the January 6, 1999 Combined Meeting of the Steering and Ad Hoc Committees were approved as drafted. Director Silva abstained. The minutes of the February 20, 1999 Steering Committee/EMT Retreat were approved as drafted. Director Silva abstained. The minutes of the February 24, 1999 Steering Committee meeting were approved as drafted. Director Silva abstained. (6) REPORT OF THE COMMITTEE CHAIR Chair Jan Debay did not make a report. (7) REPORT OF THE GENERAL MANAGER General Manager Don McIntyre reported on the following items: A. The CASA 1999 Spring Meeting will be held in Sacramento between April 29 and May 1. Chair Debay suggested that this meeting be open to all Directors. An announcement will be made at tonight's Board meeting inviting up to five of the Directors to attend. B. The start time for the Steering Committee will remain at 5 p.m. The Board meetings will begin at 7 p.m. starting with the March 24 meeting. C. Bob Ghirelli updated the members on the CRWQCB review of the Newport Beach spill. The item was again pulled from their agenda to allow additional staff review. The Directors will be kept advised of any actions taken by the Regional Board, D. The General Manager and Director Collins met with representatives from Trammel Crow on the tolling agreement and it appears that there is some progress. The Tolling Agreement will be extended through June 6, 1999. Gary Streed reported that staffs from IRWD and the District continue to meet regarding transferring the Michelson Pump Station to IRWD. Staff will be putting together an issues paper and a calendar of activities for review by the Directors. General Counsel Woodruff opined that there is no conflict of interest by Vice Chair Swan in taking part in these discussions. E. Blake Anderson updated the committee on the activities of the Orange County Investment Pool members re the Orange County Bankruptcy. General Counsel Woodruff updated the members on some of the history and described the issues regarding the latest 'found' money by the County. All members of the OCIP will be requesting the County to reconsider the recent decision not comply with the revenue sharing resolution the County previously adopted. General Counsel will provide Director Silva a copy of the April 1996 agreement that addresses 'found' money. Mr. McIntyre also reported that he would be presenting a special request to the OMTS Committee for operations staffing on December 31, 1999-January 1, 2000 for Y2K. Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 3 March 24, 1999 (8) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff did not make a report (9) STEERING COMMITTEE DISCUSSION ITEMS (Items A-F) A. Service to Areas Outside the District's Boundary. Gary Streed provided a brief overview of the history surrounding the previous resolutions addressing this issue, as well as the current requests for service and options available. After discussion it was decided that this issue would be re-addressed at the next Steering Committee meeting in April. The draft resolution will be revised to include the issue of providing service to avoid additional groundwater contamination and the request for special wording from Director Daucher, and the current resolution will be provided for comparison purposes. During the dinner break, Michelle Tuchman, Director of Communications, described the design for the new permanent entry sign. Michelle also discussed the possibility of holding several field visits for the Directors to view first hand the problems of the Santa Ana Watershed. Possible dates will be discussed at a future Steering Committee meeting. The new Internet website was shown to the members. The Board of Directors page will only indicate the name of the current director, the city and its telephone number. An e-mail link may be provided that could be directed to Communications and forwarded to the Directors. No direct links to the Directors or pictures of the Directors will be included. B. SAWPA Claim for Relief from User Fees. Gary Streed described the issues involved with the request from SAWPA to not pay for the undercharged service. It was decided that the issue would be presented to the FAHR Committee at its next meeting. D. Declaration in Support of Biosolids Application, Bob Ghirelli discussed a first draft of a Declaration in Support of Biosolids that other agencies will be presenting to the Kem County Board of Supervisors. The members of the Committee decided to forward this item to the OMITS Committee along with a staff report that would outline their concems. E. Change in Organizational Structure. Blake Anderson discussed possible structural reorganizational issues, along with the advantages and disadvantages of the various options. Chair Debay suggested holding a workshop on this issue. General Manager McIntyre said that he is concerned about increased tension in the agency because of the uncertainty about the General Manager's replacement and other management changes. He said that the Steering Committee needed to work with Blake and himself and agree on something that it has confidence in and that would then filter down to the employees. The issue of succession will be discussed further in a closed session at the April Steering Committee meeting. Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 4 March 24, 1999 F. Review Agenda Items Scheduled to be Presented to Committees in April. The Y2K Overtime issue will be added to the OMTS Committee agenda. Director Swan also asked that a review of trunk sewer capacities and modeling of the system be included on a future agenda, along with recommendations for future upsizing. C. Finalize FY 98-99 Evaluation Objectives for the General Manager. The changes requested at the last meeting were reviewed and the objectives were approved. (10) REPORT OF THE AD HOC COMMITTEE CHAIR Chair John Collins did not make a report. (11) COMBINED STEERING AND AD HOC COMMITTEES DISCUSSION ITEM A. Jim Herberg reviewed the quarterly schedule of events re the Strategic Plan. It was decided to schedule an Ad Hoc Meeting on Thursday, May 27, 1999 at 5 p.m. to review the Administrative Draft EIR before presentation to the Directors in June. (12) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY The General Manager indicated that the recent legislation on payment of overtime after eight hours that passed by the Assembly does not affect the District. The draft letter in support for AB 71, which would allow use of the diamond lanes by alternative fueled vehicles, was discussed. It was decided that the General Manager would not send the letter due to lack of support. (13) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (14) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for April 28, 1999 at 5 p.m. The next Combined Steering/Ad Hoc Committee meeting is scheduled for June 26, 1999 at 5 p.m. (15) CLOSED SESSION There was no closed session. Minutes of the Combined Steering/Ad Hoc Committees Meeting Page 5 March 24, 1999 (16) ADJOURNMENT The Chair declared the meeting adjourned at 6:50 p.m. S milted by: Jadj Tappan S "ng Committee Secretary tre.n.eroW.d•�sr�arre couwr�now.w�wrace sc+wr.w..eec STATE OF CALIFORNIA ) 1 ) 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 and Ad Hoc Committees meeting held on Wednesday, March 24, 1999, was duly posted for public inspection in the main lobby of the District's offices on Thursday, March 18, 1999. IN WITNESS WHEREOF, I have hereunto set my hand this 24th day of March, 1999. Penny Kyle, reta f the Board of Directors of Orange Coun San' t' n District Posted: March 18 , 1999, p.m. By: Signature wpdxbm W r-mmm�wsling.fm ORANGE COUNTY SANITATION DISTRICT I BOARD SECRETARY (2) phone: (714)982-2411 n alling address: PO.Box 8127 Fountain Valley,C 92728-8127 NOTICE OF COMBINED MEETING .treat.lore.. OF THE 10B44 Ellis Avenue FountainVallay.¢ STEERING COMMITTEE AND 9270E-701B AD HOC COMMITTEE RE STRATEGIC PLAN Massive, ORANGE COUNTY SANITATION DISTRICT Agencies • cities WEDNESDAY, MARCH 24, 1999 -4:30 P.M. Anaheim Brea Buena Park Lypreaa DISTRICTS ADMINISTRATIVE OFFICE Fountain Valley Fullerton 10844 ELLIS AVENUE carton Brach Huntington Beach FOUNTAIN VALLEY, CALIFORNIA 92708 Irvine La Habra Le Palma Los Alamitos Newport Beach Orange A regular meeting of the Steering Committee of the Board of Directors of Plecentis Santa Ana Orange County Sanitation District, will be held at the above location, date Sea/Beech Steen and time. The Ad Hoc Committee re Strategic Plan will meet with the Tustin Steering Committee to discuss issues of mutual interest. Villa Park lbrba Linda County of Orange sanitary Districts Costs Mesa Midway City Water Districts Irvine Ranch 'To Protect the Public Health and the Environment through Excellence in Wastewater Systems' STEERING COMMITTEE AND BOARD MEETING DATES FOR THE NEXT TWELVE MONTHS Wednesday, March 24, 1999 Wednesday, April 28, 1999 Wednesday, May 26, 1999 Wednesday, June 23, 1999 Wednesday, July 21', 1999 Wednesday, August 25, 1999 Wednesday, September 22, 1999 Wednesday, October 27, 1999 Wednesday, November 17', 1999 Wednesday, December 15', 1999 Wednesday, January 26, 2000 Wednesday, February 23, 2000 Wednesday, March 22, 2000 "tentatively rescheduled from regular fourth Wednesday. ROLL CALL (1) Roll Call: Meeting Date: March 24, 1999 Meeting Time: 4,30 p.m. Meeting Adjourned: Steering Committee Members JanDebay, Chair......................................................— John J. Collins, Past Joint Chair............................... Peer A. Swan, Vice Chair......................................... Tom Saltarelli, Chair, FAHR Committee.................... - Norm Eckenrode, Chair, PDC Committee................. - Pat McGuigan, Chair, OMTS Committee.................. - Jim Silva. Supervisor................................................— Ad Hoc Committee Members John Collins, Committee Chair................................ JanDebay. Chair......................................................— Norm Eckenrode, Chair, PDC Committee and Member, GWR Joint Coordinating Committee.....— Pat McGuigan, Chair, OMTS.................................... JimSilva. 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......._ Gary Streed, Director of Finance.............................. David Ludwin, Director of Engineering...................... Jim Herberg, Planning Engineer............................... Michelle Tuchman, Director of Communications....... - Mike Petennan, Director of Human Resources.........— Bob Ghirelli, Director of Technical Services.............. - Greg Mathews, Assistant to the General Manager...._ Jean Tappan, Secretary........................................... c: Debbie Lecuna AGENDA COMBINED MEETING OF THE STEERING AND AD HOC COMMITTEES ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, MARCH 24, 1999 AT 4:30 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 A. Approve draft minutes of the February 20, 1999 Steering Committee/EMT Retreat. B. Approve draft minutes of the February 24, 1999 Steering Committee meeting. C. Approve draft minutes of the January 6, 1999 Ad Hoc Committee meeting. (5) REPORT OF STEERING COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER A. CASA 1999 Spring Meeting —April 29-May 1. (Don McIntyre) -2- March 24, 1999 Agenda B. Start time for Steering Committee Meeting. (Don McIntyre) C. Update on Regional Board Review of Newport Beach Spill. (Bob Ghirelli) D. Update on Staff Activities re Park Place Sewer Service Transfer. (Gary Streed) E. Update on Orange County Bankruptcy Settlements. (Blake Anderson) (7) REPORT OF GENERAL COUNSEL (8) STEERING COMMITTEE DISCUSSION ITEMS (Items A-F) A. Service to areas outside our boundary—White Paper (Gary Streed) B. SAWPA claim for relief from user fees (Gary Streed) C. Finalize FY 98-99 Evaluation Objectives for the General Manager D. Declaration in Support of Biosolids Application (Bob Ghirelli) E. Change in Organizational Structure (Blake Anderson) F. Review Agenda Items Scheduled to Be Presented to Committees in April (Information item only) (9) REPORT OF THE AD HOC COMMITTEE CHAIR (10) COMBINED STEERING AND AD HOC COMMITTEES DISCUSSION ITEMS (Item A) A. Strategic Plan Schedule Update (Jim Herberg) (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, April 28, 1999. The next Combined Steering and Ad Hoc Committees meeting is scheduled for 5 p.m., Wednesday, June 23, 1999. -3- March 24, 1999 Agenda (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 wnsider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Govemment 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. A. Convene in closed session, if necessary B. Reconvene in regular session C. Consideration of action, if any, on matters considered in closed session. (16) ADJOURNMENT it H\vy. geMavrrs RING GGMMmEEl6NMc9TN]K MXoc McMe.Gx 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: Jan Debay (949)644-3004(Newport Beach City Hall) Secretary. Jean Tappan (714)593-7101 (714)962-0356(Fax) e-ma0: jtappan@omd.com DRAFT MINUTES OF AD HpC COMMITTEE-MJEETING Wednesday, January 6, 1999 at 5:30 p.m. A meeting of the Ad Hoc Committee re Strategic Plan of the Orange County Sanitation District was held on Wednesday, January 6, 1999 at 5:30 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: AD HOC COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Kelli Bum-Lucht, Consultant John Collins, Committee Chair Ryal Wheeler Jan Debay, Chair of the Board Peer Swan, Vice Chair STAFF PRESENT: Pat McGuigan, Chair, OMTS Committee Don McIntyre,General Manager Norm Eckenrode, Chair, PDC Committee Blake Anderson, Asst. General Manager Tom Saltarelli, Chair, FAHR Committee Jean Tappan, Committee Secretary David Ludwin, Director of Engineering Jim Herberg, Planning Supervisor Directors Absent: Michelle Tuchman, Director of Communications Bill Steiner, OC Supervisor Gary Streed, Director of Finance Bob Ghirelli, Director of Technical Services (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. (4) PUBLIC COMMENTS There were no public comments , (5) RECEIVE, FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the December 16, 1998 Combined Meeting of the Steering and Ad Hoc Committees were approved as drafted. OCSD . P O.Box 8127 . Fountain Valley,CA K72M127 • (714) %2-2411 Minutes of the Ad Hoc Committee Meeting Page 2 January 6, 1999 (6) REPORT OF THE COMMITTEE CHAIR Chair Collins did not make a report. (7) REPORT OF THE GENERAL MANAGER General Manager Don McIntyre reported that to date three applications for Cooperative Projects Program funds have been received. He also reported on a luncheon meeting with City of Anaheim staff on their concerns about the GWR project. They are requesting that the date for considering the EIR be delayed from February 24 so that their comments and the comments of their consultant can be considered. Assistant General Manager Anderson, who was also at the meeting, stated that some of the background information which was used to determine findings did not make it into the final draft EIR. If included, it would have clarified some of the questions raised by the consultant. The delay of one month does not adversely impact the project schedule because the EIR was originally scheduled to be considered in March. It was agreed to recommend to the Joint Coordinating Committee that the item be moved to the March 24 Board agenda. Chair Debay discussed the tentative plans for the Steering Committee/EMT Retreat scheduled for Saturday. February 20. After discussion, it was agreed that the retreat would be held at the District beginning at 9 a.m. (8) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff was not present. (9) AD HOC COMMITTEE DISCUSSION ITEMS A. Presentation at Directors'Workshop The focus of this meeting was to critique the proposed staff presentation at the Directors' Workshop. Because there will be new Directors present who have not had yet attended orientation meetings, the presentation would provide basic background information to help them understand the issues. The development of the Capital Improvement Program (CIP)was discussed, as well as some of the timing and staffing implications of those projects. The public outreach program was also discussed. Michelle Tuchman indicated that one of the main concems is how the public will perceive the recommendation to reduce the quality of the effluent from 50150 to the EPA permitted level of 67l33 for three years. An action plan is being developed that will provide for various strategies. (10) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were no other business, communications or supplemental agenda items. 'v Minutes of the Ad Hoc Committee Meeting Page 3 January 6, 1999 (11) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Ad Hoc Committee meeting is scheduled for March 24, 1999 at 5 P.m. This will be combined with the regular March Steering Committee meeting. (13) CLOSED SESSION There was no closed session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 7:56 p.m. Submitted by: Je Tappan A oc Committee Secretary n wy.e�.xan,e,wximn:.00nfaeao minuw.ea v DRAFT MINUTES OF STEERING COMMITTEE/EXECUTIVE MANAGEMENT COMMITTEE RETREAT Saturday, February 20, 1999 A meeting of the Steering Committee and the Executive Management Team of the Orange County Sanitation District was held on Saturday, February 20, 1999 at 9 a.m., in the District's Administrative Office. CALL TO ORDER Chair Jan Debay called the retreat to order at 9:06 a.m. and welcomed the Steering Committee and Executive Management Team members to the meeting. Those present were: STEERING COMMITTEE MEMBERS: Directors Present: OTHERS PRESENT: Jan Debay, Chair of the Board Thomas L. Woodruff, General Counsel Peer Swan, Vice Chair Pat McGuigan, Chairman, OUTS Committee Norm Eckenrode, Chairman, POD Committee STAFF PRESENT: Tom Saltarelli, Chairman, FAHR Committee Don McIntyre, General Manager John Collins, Past Chairman of the Board Blake Anderson, Asst. General Manager Jean Tappan, Committee Secretary Directors Absent: Greg Mathews, Asst. to the General Manager Todd Spitzer, County Supervisor Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Ed Hodges, Director of General Services Admin. Patrick Miles, Director of Information Technology Bob Doter, Director of Operations and Maintenance Mike Petemran, Director of Human Resources Gary Streed, Director of Finance Michelle Tuchman, Director of Communications REPORT OF THE GENERAL MANAGER r Don McIntyre reviewed the purpose and the intent of the retreat—to discuss and determine policy pertaining to organizational issues and the future direction of the agency. Minutes of the Steering Committee 4 Page 2 February 20, 1999 REPORT OF GENERAL COUNSEL General Counsel indicated that all members of the Executive Management Team have also been designated as members of the Negotiation Team, as follows: Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Ed Hodges, Director of General Services Admin. Patrick Miles, Director of Information Technology Bob Ooten, Director of Operations and Maintenance Mike Peterman, Director of Human Resources Gary Streed, Director of Finance Michelle Tuchman, Director of Communications Greg Mathews, Assistant to the General Manager Tom Woodruff, General Counsel Jean Tappan, Committee Secretary CLOSED SESSION The Negotiating Committee then adjourned into closed session at 9:08 a.m., pursuant to Government Code Section 54957.6 to discuss proposed changes to the compensation program for 501- and OCEA- represented employees.. Minutes of the Closed Session are on file with the Board Secretary. The minutes of the Board of Directors will report on the actions when they are approved. At 10:30 a.m., the Committee reconvened in regular session. DISCUSSION ITEMS Don McIntyre announced that negotiations with 501 and OCEA will be headed by Dan Cassidy, an outside consultant. Organizational Issues: Succession plan for 2000. Mr. McIntyre indicated a need for succession planning because of the department of Mike Peterman, Director of Human Resources, on January 1, 2000 and himself in May 2000. With budget development underway, this may be the time to consider reorganizing the agency. It was Mr. McIntyre's recommendation that the Steering Committee consider appointing Blake Anderson the future next general manager well before his contract expires May 12, 2000. The six months of recruiting that would be necessary if going outside the agency would create additional anxiety for employees. Organizational Structure. Blake Anderson described a proposed change in the organization that would reduce the number of departments to 5 and eliminate the AGM position. The change would be included in the 1999-2000 budget, though probably not implemented at that time. While the divisions would remain essentially the same in numbers, the reporting structure would change. The goal is to streamline and flatten the executive management structure. Minutes of the Steering Committee Page 3 February 20, 1999 After much discussion, the Steering Committee agreed to adjourn the discussion to 4:30 p.m., Wednesday, February 24, prior to the regular Steering Committee meeting. Staff was directed to provide 4-5 options for consideration by the Committee. Staffing Plan: Impact of CIP on Engineering and other Departments. David Ludwin explained the need for additional staffing in the Engineering Department because of the increase in Capital Improvement Projects scheduled for the next 4-5 years. Most of the requested positions will be contract employees rather than full-time District employees. This will allow hiring staff that have specific skill sets for the duration those skills are required. Staff will prepare a narrative explanation as well as the charts and present them to the PDC Committee. Necessaryjob skills will be identified to complete the CIP, as well as identifying skills of existing employees. Revisit Taroel Numbers. Staff has determined that to go significantly below 500 would require automation of the plants and at this time that is at least three years away. Job J42, currently underway, will identify what processes are cost effective to automate. Willingness to Increase Operational Risk to Achieve Staffing Reductions. Risks associated with staff reductions must also be considered and managed. A model will be presented to the Directors when this project is complete. Because this information is not available at this time, staff is recommending that the current operations staffing projections remain in place. Willingness to Utilize Layoffs to Achieve Staffing Reductions. This issue was not discussed ANNOUNCEMENTS Blake Anderson announced that there will be a workshop on March 13 to discuss ocean issues re the Groundwater Replenishment System EIR so that the Directors will have background information before considering the adoption of the final EIR at the March 24 Joint Boards meeting. On Saturday, April 10, another workshop will be held at the request of the FAHR Committee to review the connection fee rate schedule. All directors will be encouraged to attend this workshop. ADJOURNMENT The Chair declared the meeting adjourned at 12:15 p.m. Submitted by, , an Tappan Bring Committee Secretary H ie�.eoa�ae¢rFFavw coyartrrnws.eavorvw uEur nwesr r:�.ez DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, February 24, 1999 An adjourned meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, February 24, 1999 at 4:30 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: Directors Present: OTHERS PRESENT: Jan Debay, Chair of the Board Thomas L. Woodruff, General Counsel Peer Swan, Vice Chair Ryal Wheeler Pat McGuigan, Chairman, OMTS Committee Norm Eckenrode, Chairman, PDC Committee STAFF PRESENT: Tom Saltarelli, Chairman, FAHR Committee Don McIntyre, General Manager John Collins, Past Chairman of the Board Blake Anderson, Asst. General Manager Jean Tappan, Committee Secretary Directors Absent: Greg Mathews, Asst. to the General Manager Todd Spitzer, County Supervisor Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Patrick Miles, Director of Information Technology Bob Ooten, Director of Operations and Maintenance Gary Streed, Director of Finance Michelle Tuchman, Director of Communications (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS There were no comments by any member of the public. (4) RECEIVE, FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the of the January 27, 1999 Steering Committee meeting were approved as drafted. (5) REPORT OF THE COMMITTEE CHAIR The Committee Chair did not make a report. Minutes of the Steering Committee Page 2 February 24, 1999 (6) REPORT OF THE GENERAL MANAGER General Manager Don McIntyre reported that there is a water tour planned by the Water Education Foundation that might be of interest to the directors. He will announce this tour at the Board meeting tonight. Mr. McIntyre also reported that we have received preliminary notice that we may be fined something as a result of the spill on PCH. The RWOCB staff felt that the District did have some liability. Bob Ghirelli, Director of Technical Services, added that the staff report on the spill will recommend that the three parties share any fine that may be imposed. Mr. Ghirelli indicated that District procedures have been revised and staff is working with Underground Service Alert staff to get legislative amendments on their procedures as well. The Directors will be advised when the final determination by the Regional Board is received. Mr. McIntyre indicated that the District staff did not disagree with the regulators. Blake Anderson updated the Committee members on activities relating to the Park Place development. IRWD staff has continued to meet with District staff to resolve some of the 15 issues relating to the exchange of facilities. A white paper will be prepared and presented to the Steering Committee at its March meeting that will discuss the pros and cons of the issues relating to the proposed exchange. Trammel Crow has agreed to 'one last extension' of the tolling agreement, through March 9. In order for staff to complete the work with IRWD, they will need at least 90 days and preferably 120 days. A preliminary timeline has been developed. Director Swan announced that he has voluntarily removed himself from this issue, and Director Shea is no longer taking part in negotiations either. The Committee directed staff to request a 120-day extension to the tolling agreement to make an orderly assessment of the issues, prepare a white paper and put together the three agreements that are contemplated for the transfer of Park Place from Area 7 to Area 14, including the financial impacts. If agreement cannot be reached with Trammel Crow, then a lawsuit may result. Mr. Anderson updated the Committee members on the Kern County biosolids issues. Mr. Ghirelli and Mike Moore reported on the most recent Board of Supervisors meeting, at which District staff made an excellent presentation. The meeting was videotaped and it will be made available for future meetings. A final vote by the Kern County Supervisors on land application of Class 8 biosolids is expected within the next 3-6 months. Mr. McIntyre indicated that staff is continuing to look for sites for a possible composting operation, and may consider joint ownership with other agencies. (7) REPORT OF GENERAL COUNSEL , General Counsel did not make a report. He did, however, indicate that he had just received the response from the arbitrator on the SPMT negotiations, but has not had a chance to review it. Minutes of the Steering Committee Page 3 February 24, 1999 (8) DISCUSSION ITEMS (Items A-E) A. Five-year Retrospective. Michelle Tuchman discussed the preparation of this document to address the changes that have occurred in the past five years, as well as discussing where the agency is at present and what direction it is headed. This is mostly technical Information that is prepared by O&M for the annual report but would be written in layman's terms. It would also include additional background information to help the Directors with decision making on future issues. The Committee members decided that at this time this document was not necessary. The information staff is presenting to the Directors is sufficient. Rather than an overview, specific audiences should be considered first. B. Y2K Action Plan Update. Patrick Miles indicated that work is proceeding and, with the exception of embedded items, things are going smoothly. The objectives of the Action Plan were reviewed. At this time it doesn't appear that the budget will be exceeded. A contingency plan is being developed and will be presented to the Directors in April. It was noted that staff will be on site on December 31, 1999 and will monitor world-wide events in an effort to head off any problems that others may experience. The assessment has turned up a non-compliance problem with the control system for the central power generation engines. The manufacturer is correcting this. C. Serving Areas outside OCSD Sphere of Influence. Don McIntyre staled that we continue to receive sewer service requests from developers of property outside the boundaries of the District. In some cases, the local sewering agencies oppose our providing this service, for reasons other than environmental and public health. The existing policy allows exceptions with Board concurrence. Staff will prepare a white paper on the various issues and report back to the Steering Committee. D. FY 98-99 Objectives for General Manager's Performance Evaluation. The Committee reviewed the objectives and asked that revisions be made. Objective No. 6 is to be removed. Staff will revise the document and return it to the Committee for approval at the next meeting. E. Review Agenda Items Scheduled to be presented to Committees in March The Agenda Items scheduled to be reviewed by the Board's working committees in March were reviewed. Director Collins asked that the issue of consolidated user fees be considered by the FAHR Committee. After some discussion the General Manager indicated that this study would be included in the Finance Department's work plan for 99-00. Director Swan submitted a list of suggested discussion items for the retreat and staff will be assigning these issues to the various working committees for additional discussion and possible consideration as time permits. (9) OTHER BUSINESS. COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY Proposed Organizational Restructuring. This discussion was continued from the adjourned February 22 retreat. The Steering Committee reviewed six options, which were only a sampling of the possibilities. The two areas that are being considered are 1)what the structure of the organization is going to look like, and 2) identify the work groups within the agency from the standpoint of Minutes of the Steering Committee Page 4 February 24, 1999 manageability. A decision will be requirgo on whether to run the agency'lean and mean' or have one or two assistant general managers. Several members of the Committee stated that the General Manager should make the final decision on how the organization should be structured according to his/her management style, and that person has not yet been decided. Don McIntyre said that this issue would impact the budget assumptions and development. It was decided that this subject needed additional discussion at the next Steering Committee meeting, March 24, and to give it adequate time, the meeting will begin at 4:30 p.m. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for March 24, 1999 at 4:30 P.m., one-half hour earlier than usual. It is scheduled to be a combined meeting with the Strategic Plan Ad Hoc Committee. (13) CLOSED SESSION A Closed Session was agendized, however, because the discussion item was also on the Board agenda, the Committee chose to defer discussion. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:32 p.m. bmitted by � r J,dfin Tappan Bering Committee Secretary N Iwp.GYMptl�lSlesry CmmMM10PfeL W0]NPo$C M+NN.Jz CALIFORNIA ASSOCIATION o/ SANITATION AGENCIE: 0 (1 925 L Street.Suite 1400 Sacramento.CA 95814 TEL.i916,446-0388-FAX:i916�448-4806 DATE: March 9, 1999 TO: MEMBERS OF CASA FROM: Jim Bewley,President RE: CASA 1999 SPRING MEETING f look forward to welcoming you to CASA's 1999 Spring Meeting in Sacramento,April 29 through May 1, 1999. Each committee has a full program of ongoing projects to address, so the schedule will be packed full of information for everyone. We have invited Winston Hickox,Secretary,CalEPA,to be our featured luncheon speaker on Friday. Registration will begin on Thursday afternoon followed by a CSRMA Executive Board meeting and a special CASA Executive Board meeting. Friday morning the Legislative Committees and the Technical Subcommittees will meet. Friday afternoon will feature separate Managers'and Directors' meetings,as well as the Attorneys' and Program Committee meetings. Please feel free to attend the committee and subcommittee meetings. I would also like to personally invite you to attend the President's Reception on Friday evening. The Hyatt Regency Capitol Park is located at 1209 L Street in Sacramento. The negotiated special room rate is S 130.00 for single or double occupancy(plus 12%state and local taxes). There is a form enclosed to send directly to the Hyatt Capitol Park which will assure you of the special room rate. It will be necessary for you to identify yourself as a CASA member to receive this special rate when making reservations by phone, (916) 443.1234 or (800) 233.1234 or fax, (916) 321.6631. A ONE NIGHT DEPOSIT IS REOUIRED. Be sure to SEND IN YOUR ROOM MERVATIQNS BY MARCH 29th. A follow up call to obtain your reservation confirmation number is necessary on all fax reservations. IMPORTANT:DEPOSiTREFUNDED IF 24 HOUR CANCELLATION NOTICE IS G . If you experience any unusual difficulties in making your hotel reservation, please call Pamela at the CASA office, she may be able to help you. On site self Parkin¢ is $7.00 Per day, valet Parking $12.00 per day. The nearest airport is the S,me,ento Inel.Airport which is approximately a fifteen minute drive. The Hotel offers a special rate of$18.00 per person,round trip for SHUTTLE SERVICE to/from the airport;taxi service is also available. In order to receive the special shuttle rate,make your reservations through the hotel when making your room reservations;an area at the bottom of the hotel reservation form has been provided for your use. The spouse/guest registration fee for the conference is$25.00 and includes breakfast,hospitality suite, and the President's Reception. The regular conference luncheon is also available for spouses and guests for$25.00. The CASA Tare Cancellation Po&cv for delegate registration is being implemented at the Spring Meeting. Late cancellation of delegate registration (less than two weeks prior to the conference-in this case,after April 15)and no shows will incur a charge of$25.00 to offset hotel guarantees given on their behalf. I hope to see you at the Spring Meeting in Sacramento! Provided 3/16/99 OCSD AND IRWD SCHEDULE TO COMPLETE TRANSFER OF PARK PLACE SEWER SERVICE Done Due Date Activav x February 24 OCSD staff discussion with Steering Committee x March 8 (or earlier) Preliminary discussion between IRWD and Trammel Crow(Bill Lane)to extend tolling Agreement from 3/9199 to 6/9/99 x March 9 Expiration of current lolling agreement between OCSD and Trammel Crow x March 15 OCSD and IRWD partially complete homework as assigned 2123/99 March 22 Draft white paper of issues assigned at 2/23 meeting that will form the basis of an OCSD/IRWD agreement March 22 IRWD Board advised of status March 24 OCSD Steering Committee advised of status March 29 White paper included in IRWD agenda preparation April 6 IRWD committee consideration of white paper April 7 OCSD OMITS Committee considers white paper April 14 First draft of agreement between OCSD and IRWD April 28 Second draft of agreement between OCSD and IRWD May 4 and 13 IRWD committees consider OCSD/IRWD draft agreement May 5 and 12 OCSD committees consider OCSD/IRWD draft agreement May 24 Redraft agreement in accordance with direction of OCSD and IRWD committees May 24 Draft IRWD/Trammel Crow service agreement May 24 Draft OCSD/rrammel Crow release agreement June 2 and 9 OCSD committees meet June 1 or 10 IRWD committees meet June 8 Tolling agreement expires June 14 OCSD/IRWD agreement approved by IRWD Board June 23 OCSD/Trammel Crow release agreement approved by OCSD Board June 23 OCSD/IRWD agreement approved by OCSD Board H:ws.a vemmwrmroasonomreee shmub.wwn con cum m w Dees MARCH 16, 1999 TO: ORANGE COUNTY INVESTMENT POOL COMMITTEE FROM: PAUL BRADY,JR SUBJECT: RESPONSE FROM COUNTY REGARDING 510.3 MILLION OF 'FOUND MONIES' I finally received a response from Jan Mittermeier,Comity Executive Officer(CEO), regarding 510.3 million of"found monies." The Board of Supervisors met on March 16, 1999,and instructed the CEO to reject our 50/50 position. This action was taken on the advice of legal counsel and Jan. Jan indicated that the Board may entertain some lesser offer and asked that I present a new proposal and respond back to her. Since we are meeting on March 23i°, 1 will ask you to discuss the matter and determine whether or not we want to counter oar original proposal. Please give some thought to this over the next few days and be prepared to discuss with Pat Shea at our 23'meedug. If we are not prepared to make any adjustments, and I am not suggesting at this time that we should,are we prepared to take this to court? Let know now if you have any questions. fu PAUL BRADY,JR City Manager&Chairman,OCIP Committec c: Legal Counsels STEERING COMMITTEE Neetlng Date T.M.aDi' 3/24/99 3124/99 AGENDA REPORT Itepj N�ulmbe Rem Number Orange County Sanitation District d FROM: Donald F. McIntyre, General Manager Originator: Gary G. Streed, Director of Finance SUBJECT: POLICY REGARDING PROVIDING SEWER SERVICES TO AREAS OUTSIDE OF ORANGE COUNTY GENERAL MANAGER'S RECOMMENDATION The General Manager recommends that the current policy be modified or amended to provide: 1) Annexations will be allowed for properties that drain naturally to the Orange County Sanitation District and are contiguous to the Orange County boundary. 2) Local sewer service must be provided by a city, a sanitary district, or a water district, but annexation to that service provider is not required. 3) All existing contracts for service to areas outside the District boundaries will continue to be honored. SUMMARY In 1985, the Boards of Directors adopted a policy limiting the District's service area to areas within our sphere of influence or already served by contract. This was an addition to a long-standing policy that all areas served must be annexed to, and receive local sewer service from, a local agency. Many things have changed since then, including adoption of a 30-year master plan and a heightened awareness of our role in regional watershed management issues. As detailed in the accompanying staff report, staff now believes it is appropriate to modify our policy. PROJECT/CONTRACT COST SUMMARY No impact. All areas to be served will pay their share of capital and operating costs. HAM ftYn4lftmnsNGENDA. MNA OSA,eas.dm Page 1 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 Refer to attached staff report. ALTERNATIVES Retain existing policy and consider exceptions on a case-by-case basis. CEQA FINDINGS None. ATTACHMENTS 1. Staff Report GGS:Ic Attachment H�ftrnv+�Gwwff n-OM,m.a: ems,, eaoAe Page 2 March 15, 1999 STAFF REPORT Providing Services to Areas Outside of Orange County Summary Several significant issues were in the air in 1985. Two new Districts, Districts 13 and 14, were being created. Treatment and disposal facilities were being offered to the Irvine Ranch Water District. An interim solution for the clean-up of the Stringfellow site was proposed using the District's facilities. Rumors of"trash and sewage" co-combustion facilities on-site were circulating in the community. The"2020 VISION Masterplan"was just being started. Against this backdrop, the City of Fountain Valley requested, and the Board of Directors adopted, a policy limiting the geographical extent of the District's service area. Basically, that resolution, which has been reaffirmed as recently as July 1, 1998, limits annexations to the District to properties currently within the sphere of influence or currently served by contract. The last time the Directors considered this issue in depth was in late 1991. At that time staff conducted an extensive survey of all of the properties outside of Orange County and the District. Following is the summary of additional areas and anticipated flows that would be expected if all areas which naturally drain to the District's service area were provided service: Description Acres Maximum Flow 1mgd1 La Habra Heights 894 .264 Unincorporated LA County 5,842 .820 China Hills Area 5 606 .558 Total 12,342 1.642 mgd Adding all of this drainage area to our system would increase our service area by 4% and our current average daily flow by .6%. Background Some properties outside of the service area, in fact outside of the County, have been served for years. A portion of the western boundary of the District and the County criss- crosses Coyote Creek between La Palma and La Habra. Accordingly, there are areas OCSD . P.O.Box 8127 . Fountain Valley,CA 92728-8127 . (714) 962-2411 Service to Areas Outside of Orange County Page 2 of 3 March 15, 1999 of Orange County Sanitation District on "their"side of the Creek, and areas of Los Angeles County Sanitation District on 'bur"side of the Creek. For these areas, we offset the flows annually and whoever has flow remaining, pays the other agency for conveyance, treatment and disposal of the net flow. The Seal Beach Naval Weapons Station, the community of Sunset Beach, the Sandalwood Sewer Maintenance District, north of Brea, and Pacific Island Village, a small development in Long Beach, are also served by contract with the District. The most significant example of service provided outside our service area is the western ends of San Bernardino and Riverside Counties where an existing 9 mgd of treatment capacity in our plants is owned by the Santa Ana Watershed Project Authority. In 1991, the City of La Habra brought forth a request for an exception to the policy. The City of La Habra Heights, in Los Angeles County, was proposing a development that could be efficiently served through City of La Habra sewers into the District system. The City requested an exception to our policy in order to avoid more septic tanks in that area. The area of immediate concern was tributary to Orange County's La Habra Groundwater Basin and had degraded water quality because of contamination from high nutrient sources. Under the proposal, developers would be required to pay in-lieu annexation fees and connection fees in order to obtain service. The Board of Directors found that the proposal implied a small contribution of sewage to the District in relation to our overall master-planned flows, would have virtually no impact on our facilities, and a significant benefit to groundwater quality. They considered mitigating contamination of Orange County's groundwater to be an overriding benefit. To date, one tract has requested service and the necessary agreements are in process. In 1998, the Board authorized an agreement to provide service to Shea Homes for a residential development that is in both Los Angeles and Orange Counties in the vicinity of LaMirada and Fullerton. The agreement provides for Los Angeles Consolidated Sewer Maintenance District to provide local sewer service and maintenance. Connection fees, and in-lieu annexation fees and annual in-lieu sewer service fees, will be paid for the entire development. It has been a long-standing policy of the District and the local sewering agencies that all annexations to the District must be served by a local sewering agency such as a city, a sanitary district or a water district, prior to annexation to the Sanitation District. The only areas currently served without a local sewering agency are the Irvine Business Complex and small areas in the cities of Tustin and Orange. Currently, these sewers are maintained for the District by contract with an outside agency or firm. The District provides no local sewer service today. Recently, the City of Orange has notified the District that they would be willing to relax their position and requested the District to revise our policy. The City would provide local service to unannexed areas. e Service to Areas Outside of Orange County Page 3 of 3 March 15, 1999 One reason these policies are important today is shown in another current request for service. This one request is affected by the service area policy and the local sewer policy. The owner of approximately 2,700 acres north of Brea, in unincorporated Los Angeles County, has requested service. The proposed development also includes 300 acres in unincorporated Orange County, for a total of approximately 3000 acres. The City of Brea has expressed opposition to this development for land use reasons. If a local sewering agency is required, then the City can either stop this development or force it to use septic tanks. Although the Sanitation District and Health Department may want to discourage the use of septic tanks for groundwater quality reasons, we would not be able to accept the sewage from this area unless the City of Brea agrees to provide local sewer service. It is noteworthy that the landowner also owns an unused sewer from the proposed development to a site within Orange County that was previously used for reclaimed oil field wastewater. The developer has suggested use of their line instead of City facilities. Recommendation In the past 15 years several things have changed at the District. Very significantly, the "2020 VISION Masterplan" has been adopted and a new Strategic Plan is nearly completed. Both of these plans provide facilities for significant flow increases, and neither contemplates waste-to-energy co-combustion facilities at our plants. The District has expanded our interest and participation in watershed management issues for the Santa Ana River Watershed. For these reasons, staff recommends that our policy be amended to provide: 1) Annexations will be allowed for properties that drain naturally to the Orange County Sanitation District and are contiguous to the Orange County boundary. 2) Local sewer service must be provided by a city, a sanitary district, or a water dist(ct, but annexation to that service provider is not required. 3) All existing contracts for service to areas outside the District boundaries will continue to be honored. GGS:Ic H'\wp.RaUn@70braneWGENDA.ITM\OutWde SerArea W.d= illlllllllll� 1 �' � sW eEw+nxn�xo A ,f�,27 V- c aria. races 71 1>; r mry raasoa,nr a,x CREEK lOS EL All GEL ES Axe[ a lr.n '*- maooxw ""'" RIM PROUR 13 RIVERSIDE COLATry \ x` qcF e.xuw,a SEA •x •1 A. .�•:s r_'..` ` LEGEND 0 C.S.D.O.C. SERVICE AREA S.A.W.P.A. CONTRACT AREA 30 MGD MAXIMUM CAPACITY EXHI91r •a�, SERVICE AREA COUNTY SANITATION DISTRICTS OF ORANGE COUNTY •AxDA�wooD luwlraxAltcE w.wu ooia�iata3 Ban Bernardino Count Riverside C ee♦ oanly 00 b c, 13 e .�j a Cleveland National P O orecf Wray" ♦ ♦ 0 > t 1 1 0 a � � ♦ �i J q o t 1 ♦ \� o `♦�♦ t i i �l 1 AWMA rl Dceen P a e l t l c LEGEND County Boundary AaeneY Beandary —� CBDOC District Boundary ---- City of t•Naha Heights C EXHIBIT •B• tdbu"to CBD e 3 Bphan o/Inlbrenee STEERING COMMITTEE MeeUn9 Date To Bd.of or. 3/24/99 3/24/99 AGENDA REPORT rre�Ngor remNumEe Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Gary G. Streed, Director of Finance SUBJECT: SAWPA OPERATIONS AND MAINTENANCE CHARGES GENERAL MANAGER'S RECOMMENDATION 1. The General Manager recommends that SAWPA be required to pay the 0&M charges for 1996-97 and 1997-98 in accordance with the 1996 Agreement; and that staff be authorized to approach SAWPA with a proposal that the amounts already paid by SAWPA to the District for a currently unneeded 1/1 d h of 1 mgd of additional capacity be accepted as payment in full; and that SAWPA's treatment and disposal capacity be reduced to 9 mgd. SUMMARY Since 1972, the District has provided treatment and disposal services for some "non- reclaimable" wastewater from the Santa Ana Watershed Protection Agency (SAWPA). The Agreement was modified in 1996. Among the significant changes was the ability to purchase capacity in 1 mgd increments of average flow (vs. 5 mgd of peak flow capacity according to the original agreement), and payment for O&M based upon sewage quantity and strength. Actual BOD and SS concentrations were envisioned as the bases for our invoices to SAWPA for 0&M charges, while examples were used in our 1996 Agreement. Unfortunately, when District staff prepared invoices for SAWPA's 0&M charges for 1996-97 and 1997-98, we made two mistakes. We did not use the current wastewater strength, instead we used the examples shown in the 1996 agreement, and we also transposed the billing rate for BOD with the rate for SS. When SAWPA's actual BOD and SS concentrations were used in the calculation, the situation changed. Because the average wastewater from SAWPA contained more of both BOD and SS for those previous billing years, the total actual cost to treat the waste increased. In fact, the total costs increased by 17%, or $656,363. The net effect of the two corrections results in an additional charge to SAWPA of$591,510. SAWPA has officially requested that "current OCSD O&M rates remain in effect until July 1, 1999, and that any adjustments related to the net underbilling be waived" SAWPA maintains that their existing user rates were adopted based upon the \Y"tlanWamlMytl MnVlftnnMGENDA.N RSH AMdw avnwa: ersorea Page 1 information that we erroneously provided them, that they have no funds budgeted for c this payment, and that their member agencies cannot pass these late corrections on to their customers. These charges cover a period of approximately 24 months ending in June 1998. PROJECT/CONTRACT COST SUMMARY N/A BUDGETIMPACT ❑ This item has been budgeted. ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION See attached Staff Report. ALTERNATIVES 1. Waive the 0&M fee undercharge. 2. Collect the full amount through some negotiated time payment plan. CEOA FINDINGS N/A ATTACHMENTS 1. Staff Report GGS:Ic fwmnu W".ftftUiotnnewGMDA�Ru An Aw a.,e.a emae Page 2 March 16, 1999 STAFF REPORT Santa Ana Watershed Project The District and SAWPA(Santa Ana Watershed Project Authority) have been working together on Santa Ana River water quality issues since 1972. SAWPA, District No. 2, and the Clean Water Grant Program built a large regional interceptor along the Santa Ana River for"non-reclaimable"wastewater from SAWPA's service area. The District has authorized SAWPA to purchase up to 30 mgd of capacity in our treatment and disposal facilities, to match their capacity in the interceptor (SARI). In 1996, a new agreement between SAWPA and the District was completed. Among the significant changes was the ability to purchase capacity in 1 mgd increments of average flow (vs. 5 mgd of peak flow capacity according to the original agreement), and payment for O&M based upon sewage quantity and strength. Prior to the new agreement, SAWPA had paid for 0&M based upon a residential strength discharge. We also agreed to the provision that SAWPA could pay for Capacity over time—taking up to 10 years to pay for a purchased increment of flow. During the agreement negotiation process, SAWPA provided us wastewater strength data of 320 mg/1 of BOD and 270 mg/I of SS for 1995-96. These concentrations were used only as illustrative examples in the agreement for calculating capacity charges. In practice, actual concentrations of 338 mg/I of BOD and 234 mg/I of SS were used for one capacity purchase while 403 mg/I of BOD and 277 mg/I of SS were used for another capacity increment in accordance with the 1996 agreement. Actual BOD and SS concentrations were also envisioned as the bases for our invoices to SAWPA for 0&M charges. Unfortunately, when District staff prepared invoices for SAWPA's 0&M charges for 1996-97 and 1997-98, we made two mistakes. We did not use the current wastewater strength, instead we used the examples in the agreement, and we transposed the billing rate for BOD with the rate for SS. When we issued the first invoice for 1998-99, using the proper rates for BOD and SS, SAWPA contacted us. They thought that perhaps we had prepared the current bills in error. At that time, SAWPA was advised that the invoices were correct, but also that the rates had not changed. This meant that our previous invoices were incorrect. Our use of the transposed rates in 1996-97 and 1997-98 had resulted in an overcharge to SAWPA of$64,853. At this point, SAWPA was expecting a refund. OCSD • P.O.Box 8127 • Fountain Valley,CA 92728A727 • (714) 962-2411 SAWPA ., Page 2 of 3 ! March 16, 1999 However, when SAWPA's actual BOD and SS concentrations were used in the calculation, the situation changed. Because the average wastewater from SAWPA contained more of both BOD and SS for those previous billing years, the total actual cost to treat the waste increased. In fact, the total costs increased by 17%, or $656,363. The net effect of the two corrections results in an additional charge to SAWPA of$591,510. On January 12, 1999, we notified SAWPA of our billing error and requested payment of the net $591,510 undercharge. We also had conversations with their Chief Financial Officer and their General Manager. On February 16, 1999, SAWPA officially requested that"current OCSD O&M rates remain in effect until July 1, 1999, and that any adjustments related to the net underbilling be waived." SAWPA maintains that their existing user rates were adopted based upon the information that we erroneously provided them, that they have no funds budgeted for this payment, and that their member agencies cannot pass these late corrections on to their customers. These charges cover a period of approximately 24 months ending in June 1998. It is interesting to note that correcting only the rates would have resulted in a refund to SAWPA; it is the incorrect wastewater strength that resulted in the undercharge. Had SAWPA been billed and billed their users for the actual strength of their discharge, we would be processing a refund. But the shoe is now on the other foot. SAWPA, initially approaching us in good faith for a refund (which we have unhesitatingly honored), now finds itself in the position of owing us money instead. In fact, the 1996 agreement is clear that O&M charges will be based upon actual wastewater strength. Incidentally, the correct sewage strength information is supplied to us by SAWPA, in addition to our sampling program, and so SAWPA did know, or could have known, that our invoices were, in fact, in error and in their favor. Staff is mindful of the long-term water quality management relationship between the agencies: The recently opened sewage treatment/water reclamation plant in western Riverside has improved water quality in the Santa Ana River, reduced flow to our plants; and decimated SAWPNs financial reserves. SAWPA is also beginning to assume a leadership role in the management of dairy waste and Santa Ana River water quality. This benefits all of Orange County. For all of these reasons, staff recommends that the additional SAWPA 0&M charges for 1996-97 and 1997-98 caused by incorrect rates and concentrations for BOD and SS be collected, but collected over time and under terms negotiated between the two staffs of the agency. Staff will seek direction from the Steering Committee on the time and terms acceptable to the Committee. SAWPA j Page 3 of 3 March 16, 1999 One possible solution involves another provision of the 1996 agreement. In accordance with the 1996 agreement, SAWPA made one of ten payments for an additional 1 mgd increment of capacity in 1997, Subsequent to the opening of the Western Riverside County Regional Wastewater Authority Plant, and the resultant reduction in flow, SAWPA discontinued that purchase. (SAWPA's flow has declined from an average of 9.3 mgd in 1996-97 to 4.87 mgd this year.) The agreement provides that 75% of the capital portion paid can be applied to a future increment of capacity, if SAWPA elects to discontinue payments on a particular increment of purchased capacity. SAWPA has paid $758,373.00 as the first of 10 installments for the capacity increment from 9 mgd to 10 mgd. In essence, they have purchased 1/10th of 1 mgd of additional capacity—a capacity they simply don't need now and will not utilize again for several years. The payment was made on a level payment plan, and included $407,609 of interest and $350,744 of principal. Perhaps SAWPA would be willing to relinquish their 75% credit toward a future purchase of capacity as payment in full for the undercharge. They owe us $591,510. Seventy-five percent credit on their$758,373 capacity payment is $568,780. Let's call it even and move on to other issues of significant regional importance. GGS:Ic MEonWe l".cftVh1210b ne'AGENDA.rrMMAWPA0389.dw Attachment: SAWPA letter dated 2-16-99 Santa Ana Watershed Project Authority COMMISSION FOR THE PROJECT AUTHORITY { CHINO BASIN MUNICIPAL WATER DISTRICT EASTERN MUNICIPAL WATER DISTRICT SAW PA ORANGE COUNTY WATER DISTRICT SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICT WESTERN MUNICIPAL WATER DISTRICT February 16, 1999 Mr. Gary Streed Orange County Sanitation District 10844 Ellis Avenue Fountain Valley,CA 92708-7018 Re: Class I User Rates and Charges Dear Gary: This is in response to your memo dated January 12, 1999 subject as above, our subsequent telephone conversation,and related discussion between Joe Grindstaff and Blake Anderson. Several months ago, SAWPA requested confirmation of OCSD TSS and BOD billing rates. Initially,those rates were confirmed as correct. However recently, it has been determined that O&M billing rates and also concentration charges have been incorrectly billed from inception of the Agreement,July 1, 1996. Normally,as called for in the Agreement, OCSD bills SAWPA quarterly, using prior quarter actuals for billing purposes. Annual adjustments are billed in the first quarter of the following fiscal year. These latest adjustments,surfacing so late and falling outside normal billing procedures were not anticipated nor budgeted. As a practical matter, SAWPA, its member agencies and their customers have relied on OCSD rate information for budget and payment purposes. Neither SAWPA nor any of the affected agencies have funds in this years' budget to cover the adjustment. As an example, Western Municipal Water District(WMWD)has indicated that it would not be feasible to pass through any amount of this adjustment. Rates and budgets have been set for fiscal year 1998/99. Rate Resolutions are in place. SAWPA recommends that current OCSD O&M rates remain in effect until July 1. 1999 and that any adjustments related to the net underbilling be waived. Thank you for your efforts in resolving this issue. Sincerely, Michael Wynn Chief Financial Officer cc: Mr. Blake Anderson, OCSD 11615 Sterling Avenue,Riverside,CA 92503 • (909)785-5411 Administradon FAX(909)785-7076 • Planning FAX(909)352-3422 // STEERING COMMITTEE 14eebng Dace To ed.of Dir. 3/24 99 AGENDA REPORT tep�NuSnber foam Number 3.L• Orange County Sanitation District FROM: Donald F. McIntyre, General Manager SUBJECT: General Manager's Performance Objectives for '98-99 Fiscal Year GENERAL MANAGER'S RECOMMENDATION Approve Revised '98-99 Performance Objectives for General Manager SUMMARY The attached performance objectives have been revised to reflect the comments made by the Steering Committee at the February meeting and are submitted for the Steering Committee's approval. These objectives will be used in evaluating the General Manager's performance at the end of the current fiscal year. PROJECT/CONTRACT COST SUMMARY Not applicable 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 Not applicable r ALTERNATIVES Not applicable CEQA FINDINGS Not a project. ATTACHMENTS None. jt N 1wp OUdpenOa\y4e��np Cpnmllw\%MarPTAF W"R—.GM 01 —O¢ nn,,.c a+aea Page 2 F Section 2. Performance Objectives Planning List performance objectives developed at the end of last fiscal year(Section 6 of last fiscal year form). Monitoring: Communicate throughout the year regarding performance and changes of core responsibilities; discuss tentative ratings. Objective 1 Ensure Treatment Cost per Million Gallons($/MG)does not exceed$486/MG by year's end. Measurement Standard Meets Performance identified by achieving target. Exceeds performance by achieving$462$485/MG. Outstanding performance by achieving$461/MG or less(94%or less than target). Supporting Comments • Objective within GM's Office FY 98199 Budget document. Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Objective 2 Ensure the District meet the adopted 5-year staffing plan position count of 521.5 FTEs by end of fiscal year 1998/99. Measurement Standard Meets Performance Identified by achieving target. Exceeds by achieving less than 521.5 FTE target. Outstanding by achieving 495.5 FTEs(95%or less than target). Supporting Comments Objective within GM's Office FY 98/99 Budget document. _Needs Improvement _Meets Expectations _Exceeds Expectations Outstanding Objective Maintain 100%Compliance with Permit. Measurement Standard • Meets Performance by achieving objective. Exceeds performance must include achievement of objective#1 and fit. Outstanding performance measured by achieving objectives#1.#2 and#3 and AMSA Gold Award. Supporting Comments • Objective within GM's Office FY 98/99 Budget document. _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Continued 4 Q Section 2.Performance Objectives(Continued) Objective 4 Ensure the District's Departments meet 80%of their budgetary performance objectives as well as Strategic Goals workplan tasks in FY 98199. Measurement Standard • Meets Performance by achieving an average of 80%for both targets. Exceeds performance by achieving an average of 82%. Outstanding performance by achieving 85%average. Supporting Comments • Objective within GM's Office FY 98/99 Budget document. _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Objective 5 Lower the"supervisor salary to total employee salary" ratio to 20.5%by end of FY 98199. Measurement Standard • Meets Performance by lowering ratio to 20.5%. Exceeds performance by achieving 20%to 20.5%. Outstanding performance by reaching ratio below 20%. Supporting Comments • Objective within Human Resources Administration's FY 98199 Budget document. _Needs ImprovameM _Meets Expectations _Exceeds Expectations _Outstanding Objective 6 None. _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding 5 Overall Performance _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Section 3. Employee Comments Employee Signature Date Section 4. Reviewer Comments Reviewer Signature Date 6 STEERING COMMITTEE M3eong/241oxe roBa.orotr. /29/99 AGENDA REPORT IItpq N nb r Rem Numbe Orange County Sanitation District d i' FROM: Donald F. McIntyre, General Manager Originator: Jean Tappan, Committee Secretary SUBJECT: April 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 April. SUMMARY Staff routinely prepares for the Steering Committee a list of items scheduled 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 April: OMTS Committee: 1. Report on Cooperative Projects Program 2. Report on Dairy Problem/Resolution 3. Report on Focused 1/1 Reduction Program PDC Committee: 1. Approve Addendum No. 2 to Professional Services Agreement and Increase Budget for Job No. P2-60, Solids Storage Facility at Plant No. 2 2. Approve Professional Services Agreement for Contract No. 546, Back Bay Trunk Sewer Replacement 3. Approve Addendum No. 3 to Professional Services Agreement for Contract No. 2-41, SARI Line Realignment and Protection 4. Approve budget increase and award construction contract, Contract No. 3-38-1, Improvements to Miller-Holder Trunk Sewer System, Reach 1 5. Approve Addendum No. 1 to Professional Services Agreement for Job No. P1-37, Primary Clarifiers 16-31 and Related Facilities FAHR Committee: 1. General Manager's Quarterly Purchasing Report 2. Consider Consolidated Purchasing and Delegation Policy 3. Preliminary Budget Status Report 4. Consider Renewal of Excess Worker's Compensation Insurance & Consider Replacing COP Liquidity Providers PROJECT/CONTRACT COST SUMMARY N/A 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 NA ALTERNATIVES NA CEQA FINDINGS Not a project. ATTACHMENTS NA jt H�woa«w. Vcmmer�R�24%u..a A%WAMI-as R—..a . Page 2 ORANGE COUNTY SANITATION DISTRICT i phone: (7 14)962-2411 mailing engross: RD, E.8127 Poun[ain Valley.CA 9272E-9127 NOTICE OF COMBINED MEETING .i eaarnni: OF THE 1 BB44 Ellis Avenue Fcuntam Valle,CA STEERING COMMITTEE AND 9270B-7016 AD HOC COMMITTEE RE STRATEGIC PLAN Member ORANGE COUNTY SANITATION DISTRICT Agencies • Cities WEDNESDAY, MARCH 24, 1999 —4:30 P.M. Anaheim Brea Buena Perk epress DISTRICT'S ADMINISTRATIVE OFFICE FounWin Velley Fullerton 10844 ELLIS AVENUE Ell Beare Huntington Beech FOUNTAIN VALLEY, CALIFORNIA 92708 I'vnn. La Habra a Palma Los Alamitos Newport Beech Branga A regular meeting of the Steering Committee of the Board of Directors of sa�ua Anna Orange County Sanitation District, will be held at the above location, date Seal Beach Steinman and time. The Ad Hoc Committee re Strategic Plan will meet with the rustn Steering Committee to discuss issues of mutual interest. Villa Perk Yoeba Linda Conoco of grange sanitary Districts Costa Mesa Midway City 1 Water Districts Irvine Rench "ID Protect the Public Haatth and the Environment through Excellance in Msrewater Systems- STEERING COMMITTEE AND BOARD MEETING DATES FOR THE NEXT TWELVE MONTHS Wednesday, March 24, 1999 Wednesday, April 28, 1999 Wednesday, May 26, 1999 Wednesday, June 23, 1999 Wednesday, July 21', 1999 Wednesday, August 25, 1999 Wednesday, September 22, 1999 Wednesday, October 27, 1999 Wednesday, November 17`, 1999 Wednesday, December 15', 1999 Wednesday, January 26, 2000 Wednesday, February 23, 2000 Wednesday, March 22, 2000 'Tentatively rescheduled from regular fourth Wednesday. ROLL CALL (1) Roll Call: Meeting Date: March 24 1999 Meeting Time: 4:30 P.m. Meeting Adjourned: Steerina Committee Members JanDebay, Chair......................................................— John J. Collins, Past Joint Chair............................... Peer A. Swan, Vice Chair......................................... Tom Saltarelli, Chair, FAHR Committee.................... - Norm Eckenrode, Chair, PDC Committee................. - Pat McGuigan, Chair, OMTS Committee.................. - Jim Silva, Supervisor................................................— Ad Hoc Committee Members John Collins, Committee Chair................................. - Jan Debay, Chair......................................................— Norm Eckenrode, Chair, PDC Committee and Member, GWR Joint Coordinating Committee.....— _ Pat McGuigan, Chair, OMTS.................................... Jim Silva, 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.......— Gary Streed, Director of Finance..............................— David Ludwin, Director of Engineering......................— Jim Herberg, Planning Engineer...............................— Michelle Tuchman, Director of Communications.......— Mike Petennan, Director of Human Resources.........— Bob Ghirelli, Director of Technical Services.............. Greg Mathews, Assistant to the General Manager....— Jean Tappan. Secretary........................................... c: Debbie Lecuna AGENDA COMBINED MEETING OF THE STEERING AND AD HOC COMMITTEES ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, MARCH 24, 1999 AT 4:30 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 A. Approve draft minutes of the February 20, 1999 Steering Committee/EMT Retreat. B. Approve draft minutes of the February 24, 1999 Steering Committee meeting. C. Approve draft minutes of the January 6, 1999 Ad Hoc Committee meeting. r (5) REPORT OF STEERING COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER A. CASA 1999 Spring Meeting—April 29-May 1. (Don McIntyre) -2- March 24, 1999 Agenda B. Start time for Steering Committee Meeting. (Don McIntyre) C. Update on Regional Board Review of Newport Beach Spill. (Bob Ghirelli) D. Update on Staff Activities re Park Place Sewer Service Transfer. (Gary Streed) E. Update on Orange County Bankruptcy Settlements. (Slake Anderson) (7) REPORT OF GENERAL COUNSEL (8) STEERING COMMITTEE DISCUSSION ITEMS(Items A-F) A. Service to areas outside our boundary—White Paper (Gary Streed) B. SAWPA claim for relief from user fees (Gary Streed) C. Finalize FY 98-99 Evaluation Objectives for the General Manager D. Declaration in Support of Biosolids Application (Bob Ghirelli) E. Change in Organizational Structure (Blake Anderson) F. Review Agenda Items Scheduled to Be Presented to Committees in April (Information item only) (9) REPORT OF THE AD HOC COMMITTEE CHAIR (10) COMBINED STEERING AND AD HOC COMMITTEES DISCUSSION ITEMS (Item A) A. Strategic Plan Schedule Update (Jim Herberg) (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, April 28, 1999. The next Combined Steering and Ad Hoc Committees meeting is scheduled for 5 p.m., Wednesday, June 23, 1999. -3- March 24, 1999 Agenda (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 dosed 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. A. Convene in closed session, if necessary B. Reconvene in regular session C. Consideration of action, if any, on matters considered in closed session. (16) ADJOURNMENT jt HhrydWeye�l ERINGCWMmEEVYWv 2MS AdI /gnMe..0 Notice to Committee Members: For any questions on the agenda or to place hems on the agenda, Committee members should contact the Committee Chair or the Secretary ten days in advance of the Committee meeting. Committee Chair: Jan Debay (949)6443004(Newport Beach City Hall) Secretary Jean Tappan (714)593-7101 (714)962-0356(Fax) e-mail: jtappan@omd.com eDRAFT MINUTES OF AD HOC COMMITTEE MEETING Wednesday, January 6, 1999 at 5:30 p.m. A meeting of the Ad Hoc Committee re Strategic Plan of the Orange County Sanitation District was held on Wednesday, January 6, 1999 at 5:30 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: AD HOC COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Kalil Bum-Lucht, Consultant John Collins, Committee Chair Ryal Wheeler Jan Debay, Chair of the Board Peer Swan, Vice Chair STAFF PRESENT: Pat McGuigan, Chair, OMTS Committee Don McIntyre, General Manager Norm Eckenrode, Chair, PDC Committee Blake Anderson, Asst. General Manager Tom Saltarelli, Chair, FAHR Committee Jean Tappan, Committee Secretary David Ludwin, Director of Engineering Jim Herberg, Planning Supervisor Directors Absent: Michelle Tuchman, Director of Communications Bill Steiner, OC Supervisor Gary Streed, Director of Finance Bob Ghirelli, Director of Technical Services (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. (4) PUBLIC COMMENTS There were no public comments , (5) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the December 16, 1998 Combined Meeting of the Steering and Ad Hoc Committees were approved as drafted. OCSD . P.O.Boy 8127 . FouM to Vaky,CA 927288127 . (714) 962-2411 , Minutes of the Ad Hoc Committee Meeting Page 2 January 6, 1999 (6) REPORT OF THE COMMITTEE CHAIR Chair Collins did not make a report. (7) REPORT OF THE GENERAL MANAGER General Manager Don McIntyre reported that to date three applications for Cooperative Projects Program funds have been received. He also reported on a luncheon meeting with City of Anaheim staff on their concerns about the GWR project. They are requesting that the date for considering the EIR be delayed from February 24 so that their comments and the comments of their consultant can be considered. Assistant General Manager Anderson, who was also at the meeting, stated that some of the background information which was used to determine findings did not make it into the final draft EIR. If included, it would have clarified some of the questions raised by the consultant. The delay of one month does not adversely impact the project schedule because the EIR was originally scheduled to be considered in March. It was agreed to recommend to the Joint Coordinating Committee that the item be moved to the March 24 Board agenda. Chair Debay discussed the tentative plans for the Steering Committee/EMT Retreat scheduled for Saturday, February 20. After discussion, it was agreed that the retreat would be held at the District beginning at 9 a.m. (8) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff was not present. (9) AD HOC COMMITTEE DISCUSSION ITEMS A. Presentation at Directors' Workshop The tows of this meeting was to critique the proposed staff presentation at the Directors' Workshop. Because there will be new Directors present who have not had yet attended orientation meetings, the presentation would provide basic background information to help them understand the issues. The development of the Capital Improvement Program (CIP)was discussed, as well as some of the timing and staffing implications of those projects. The public outreach program was also discussed. Michelle Tuchman indicated that one of the main concerns is how the public will perceive the recommendation to reduce the quality of the effluent from 50/50 to the EPA permitted level of 67/33 for three years. An action plan is being developed that will provide for various strategies. (10) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were no other business, communications or supplemental agenda items. Minutes of the Ad Hoc Committee Meeting Page 3 January 6, 1999 (11) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Ad Hoc Committee meeting is scheduled for March 24, 1999 at 5 p.m. This will be combined with the regular March Steering Committee meeting. (13) CLOSED SESSION There was no closed session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 7:56 p.m. Submitted by: Je#q Tappan AtMoc Committee Secretary w�.o.ewwnwnicw emm�moiaew mmure..am DRAFT MINUTES OF STEERING COMMITTEEIEXECUTIVE MANAGEMENT COMMITTEE RETREAT Saturday, February 20, 1999 A meeting of the Steering Committee and the Executive Management Team of the Orange County Sanitation District was held on Saturday, February 20, 1999 at 9 a.m., in the District's Administrative Office. CALL TO ORDER Chair Jan Debay called the retreat to order at 9:06 a.m. and welcomed the Steering Committee and Executive Management Team members to the meeting. Those present were: STEERING COMMITTEE MEMBERS: Directors Present: OTHERS PRESENT: Jan Debay, Chair of the Board Thomas L. Woodruff, General Counsel Peer Swan, Vice Chair Pat McGuigan, Chairman, OMTS Committee Norm Eckenrode, Chairman, PDC Committee STAFF PRESENT: Tom Saltarelli, Chairman, FAHR Committee Don McIntyre, General Manager John Collins, Past Chairman of the Board Blake Anderson, Asst. General Manager Jean Tappan, Committee Secretary Directors Absent: Greg Mathews,Asst. to the General Manager Todd Spitzer, County Supervisor Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Ed Hodges, Director of General Services Admin. Patrick Miles, Director of Information Technology Bob Oaten, Director of Operations and Maintenance Mike Peterman, Director of Human Resources Gary Streed, Director of Finance Michelle Tuchman, Director of Communications REPORT OF THE GENERAL MANAGER Don McIntyre reviewed the purpose and the intent of the retreat—to discuss and determine policy pertaining to organizational issues and the future direction of the agency. Minutes of the Steering Committee Page 2 February 20, 1999 REPORT OF GENERAL COUNSEL General Counsel indicated that all members of the Executive Management Team have also been designated as members of the Negotiation Team, as follows: Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Ed Hodges, Director of General Services Admin. Patrick Miles, Director of Information Technology Bob Ooten, Director of Operations and Maintenance Mike Pelennan, Director of Human Resources Gary Streed, Director of Finance Michelle Tuchman, Director of Communications Greg Mathews, Assistant to the General Manager Tom Woodruff, General Counsel Jean Tappan, Committee Secretary CLOSED SESSION The Negotiating Committee then adjourned into closed session at 9:08 a.m., pursuant to Government Code Section 54957.6 to discuss proposed changes to the compensation program for 501- and OCEA- represented employees.. Minutes of the Closed Session are on file with the Board Secretary. The minutes of the Board of Directors will report on the actions when they are approved. At 10:30 a.m., the Committee reconvened in regular session. DISCUSSION ITEMS Don McIntyre announced that negotiations with 501 and OCEA will be headed by Dan Cassidy, an outside consultant. Organizational Issues: Succession plan for 2000. Mr. McIntyre indicated a need for succession planning because of the department of Mike Petennan, Director of Human Resources, on January 1, 2000 and himself in May 2000. With budget development underway, this may be the time to consider reorganizing the agency. It was Mr. McIntyre's recommendation that the Steering Committee consider appointing Blake Anderson the future next general manager well before his contract expires May 12, 2000. The six months of recruiting that would be necessary if going outside the agency would create additional anxiety for employees. Organizational Structure, Blake Anderson described a proposed change in the organization that would reduce the number of departments to 5 and eliminate the AGM position. The change would be included in the 1999-2000 budget, though probably not implemented at that time. While the divisions would remain essentially the same in numbers, the reporting structure would change. The goal is to streamline and Flatten the executive management structure. Minutes of the Steering Committee Page 3 February 20, 1999 After much discussion, the Steering Committee agreed to adjourn the discussion to 4:30 p.m., Wednesday, February 24, prior to the regular Steering Committee meeting. Staff was directed to provide 4-5 options for consideration by the Committee. Staffing Plan: Impact of CIP on Engineering and other Departments. David Ludwin explained the need for additional staffing in the Engineering Department bemuse of the increase in Capital Improvement Projects scheduled for the next 4-5 years. Most of the requested positions will be contract employees rather than full-time District employees. This will allow hiring staff that have specific skill sets for the duration those skills are required. Staff will prepare a narrative explanation as well as the charts and present them to the PDC Committee. Necessary job skills will be identified to complete the CIP, as well as identifying skills of existing employees. Revisit Taroel Numbers. Staff has determined that to go significantly below 500 would require automation of the plants and at this time that is at least three years away. Job J-42, currently underway, will identify what processes are cost effective to automate. Willingness to Increase Operational Risk to Achieve Staffing Reductions. Risks associated with staff reductions must also be considered and managed. A model will be presented to the Directors when this project is complete. Bemuse this information is not available at this time, staff is recommending that the current operations staffing projections remain in place. Willingness to Utilize Layoffs to Achieve Staffing Reductions. This issue was not discussed ANNOUNCEMENTS Blake Anderson announced that there will be a workshop on March 13 to discuss ocean issues re the Groundwater Replenishment System EIR so that the Directors will have background information before considering the adoption of the final EIR at the March 24 Joint Boards meeting. On Saturday, April 10, another workshop will be held at the request of the FAHR Committee to review the connection fee rate schedule. All directors will be encouraged to attend this workshop. ADJOURNMENT The Chair declared the meeting adjourned at 12:15 p.m. Submitted by: , r/C an Tappan Bring Committee Secretary N1wp.lhMrwMhSTEERBT COMM/IiEElppFe0pP0]MYSCEMT Pe1eMMiwlea.0o[ v f DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, February 24, 1999 An adjourned meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, February 24, 1999 at 4:30 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: Directors Present: OTHERS PRESENT: Jan Debay, Chair of the Board Thomas L. Woodruff, General Counsel Peer Swan, Vice Chair Ryal Wheeler Pat McGuigan, Chairman, OMTS Committee Norm Eckenrode, Chairman, PDC Committee STAFF PRESENT: Tom Saltarelli, Chairman, FAHR Committee Don McIntyre, General Manager John Collins, Past Chairman of the Board Blake Anderson, Asst. General Manager Jean Tappan, Committee Secretary Directors Absent: Greg Mathews, Asst. to the General Manager Todd Spitzer, County Supervisor Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Patrick Miles, Director of Information Technology Bob Doter, Director of Operations and Maintenance Gary Streed, Director of Finance Michelle Tuchman, Director of Communications (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS There were no comments by any member of the public. (4) RECEIVE, FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the of the January 27, 1999 Steering Committee meeting were approved as drafted. (5) REPORT OF THE COMMITTEE CHAIR The Committee Chair did not make a report. v Minutes of the Steering Committee Page 2 February 24, 1999 (6) REPORT OF THE GENERAL MANAGER General Manager Don McIntyre reported that there is a water tour planned by the Water Education Foundation that might be of interest to the directors. He will announce this tour at the Board meeting tonight. Mr. McIntyre also reported that we have received preliminary notice that we may be fined something as a result of the spill on PCH. The RWQCB staff felt that the District did have some liability. Bob Ghirelli, Director of Technical Services, added that the staff report on the spill will recommend that the three parties share any fine that may be imposed. Mr. Ghirelli indicated that District procedures have been revised and staff is working with Underground Service Alert staff to get legislative amendments on their procedures as well. The Directors will be advised when the final determination by the Regional Board is received. Mr. McIntyre indicated that the District staff did not disagree with the regulators. Blake Anderson updated the Committee members on activities relating to the Park Place development. IRWD staff has continued to meet with District staff to resolve some of the 15 issues relating to the exchange of facilities. A white paper will be prepared and presented to the Steering Committee at its March meeting that will discuss the pros and cons of the issues relating to the proposed exchange. Trammel Crow has agreed to 'one last extension' of the tolling agreement, through March 9. In order for staff to complete the work with IRWD, they will need at least 90 days and preferably 120 days. A preliminary timeline has been developed. Director Swan announced that he has voluntarily removed himself from this issue, and Director Shea is no longer taking part in negotiations either. The Committee directed staff to request a 120-day extension to the tolling agreement to make an orderly assessment of the issues, prepare a white paper and put together the three agreements that are contemplated for the transfer of Park Place from Area 7 to Area 14, including the financial impacts. If agreement cannot be reached with Trammel Crow, then a lawsuit may result. Mr. Anderson updated the Committee members on the Kem County biosolids issues. Mr. Ghirelli and Mike Moore reported on the most recent Board of Supervisors meeting, at which District staff made an excellent presentation. The meeting was videotaped and it will be made available for future meetings. A final vote by the Kern County Supervisors on land application of Class B biosolids is expected within the next 3-6 months. Mr. McIntyre indicated that staff is continuing to look for sites for a possible composting operation, and may consider joint ownership with other agencies. (7) REPORT OF GENERAL COUNSEL , General Counsel did not make a report. He did, however, indicate that he had just received the response from the arbitrator on the SPMT negotiations, but has not had a chance to review it. Minutes of the Steering Committee Page 3 February 24, 1999 (a) DISCUSSION ITEMS (Items A-E) A. Five-year Retrospective. Michelle Tuchman discussed the preparation of this document to address the changes that have occurred in the past five years, as well as discussing where the agency is at present and what direction it is headed. This is mostly technical information that is prepared by O&M for the annual report but would be written in layman's terms. It would also include additional background information to help the Directors with decision making on future issues. The Committee members decided that at this time this document was not necessary. The information staff is presenting to the Directors is sufficient. Rather than an overview, specific audiences should be considered first. B. Y2K Action Plan Update. Patrick Miles indicated that work is proceeding and, with the exception of embedded items, things are going smoothly. The objectives of the Action Plan were reviewed. At this time it doesn't appear that the budget will be exceeded. A contingency plan is being developed and will be presented to the Directors in April. It was noted that staff will be on site on December 31, 1999 and will monitor world-wide events in an effort to head off any problems that others may experience. The assessment has turned up a non-compliance problem with the control system for the central power generation engines. The manufacturer is correcting this. C. Serving Areas outside OCSO Sphere of Influence. Don McIntyre stated that we continue to receive sewer service requests from developers of property outside the boundaries of the District. In some cases, the local sewering agencies oppose our providing this service, for reasons other than environmental and public health. The existing policy allows exceptions with Board concurrence. Staff will prepare a white paper on the various issues and report back to the Steering Committee. D. FY 96-99 Objectives for General Manager's Performance Evaluation. The Committee reviewed the objectives and asked that revisions be made. Objective No. 6 is to be removed. Staff will revise the document and return it to the Committee for approval at the next meeting. E. Review Agenda Items Scheduled to be presented to Committees in March. The Agenda Items scheduled to be reviewed by the Board's working committees in March were reviewed. Director Collins asked that the issue of consolidated user fees be considered by the FAHR Committee. After some discussion the General Manager indicated that this study would be included in the Finance Department's work plan for 99-00. Director Swan submitted a list of suggested discussion items for the retreat and staff will be assigning these issues to the various working committees for additional discussion r and possible consideration as time permits. (9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY Proposed Organizational Restructuring. This discussion was continued from the adjourned February 22 retreat. The Steering Committee reviewed six options, which were only a sampling of the possibilities. The two areas that are being considered are 1) what the structure of the organization is going to look like, and 2) identify the work groups within the agency from the standpoint of .y Minutes of the Steering Committee Page 4 February 24, 1999 manageability. A decision will be requirg)i on whether to run the agency'lean and mean' or have one or two assistant general managers. Several members of the Committee stated that the General Manager should make the final decision on how the organization should be structured according to his/her management style, and that person has not yet been decided. Don McIntyre said that this issue would impact the budget assumptions and development. It was decided that this subject needed additional discussion at the next Steering Committee meeting, March 24, and to give it adequate time, the meeting will begin at 4:30 p.m. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for March 24, 1999 at 4:30 p.m., one-half hour earlier than usual. It is scheduled to be a combined meeting with the Strategic Plan Ad Hoc Committee. (13) CLOSED SESSION A Closed Session was agendized, however, because the discussion item was also on the Board agenda, the Committee chose to defer discussion. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:32 p.m. bmitted by: r ,,.ter J)6fin Tappan Bering Committee Secretary n:MV EYMYa��YYYO CenminwlGNe00W%NGDSC Ynuba.Ovc CALIFORNIA ASSOCIATION of SANITATION AGENCIE: 4 0 925 L Street.Suite 1400 Sa<ramemo.CA 95814 TEL i916i 446-0388-FAA:i916448 4808 DATE: March 9, 1999 TO: MEMBERS OF CASA FROM: Jim Bewley,President RE: CASA 1999 SPRING MEE77NG I look forward to welcoming you to CASA's 1999 Spring Meeting in Sacramento, April 29 through May 1, 1999. Each committee has a full program of ongoing projects to address, so the schedule will be packed full of information for everyone. We have invited Winston Hickox,Secretary,CaIEPA,to be our featured luncheon speaker on Friday. Registration will begin on Thursday afternoon followed by a CSRMA Executive Board meeting and a special CASA Executive Board meeting. Friday morning the Legislative Committees and the Technical Subcommittees will meet Friday afternoon will feature separate Managers'and Directors' meetings,as well at the Attorneys' and Program Committee meetings. Please feel free to attend the committee and subcommittee meetings. I would also like to personally invite you to attend the President's Reception on Friday evening. The Hyatt Regency Capitol Park is located at 1209 L Street in Sacramento. The negotiated special room rate is $130.00 for single or double occupancy(plus 12%state and local taxes). There is a form enclosed to send directly to the Hyatt Capitol Park which will assure you of the special room rate. It will be necessary for you to identify yourself as a CASA member to receive this special rate when making reservations by phone, (916) 443.1234 or (800) 233.1234 or fax, (916) 321.6631. —AQNE NIGHT DEPOSIT IS REOUIRED. Be sure to SEND IN YOUR ROOM RESERVATIONS BY MARCH 29th. A follow up call to obtain your reservation confirmation number is necessary on all fax reservations. IMPORTANT:DEPOSITREFUNDED IF 24 HOUR CANCELLATION NOTICE IS GIVEN. If you experience any unusual difficulties in making your hotel reservation, please call Pamela at the CASA office, she may be able to help you. On site selfpmkine is $7,00 per day, valet parking $12.00 per day. The nearest airport is the Sacramento Intl.Airport which is approximately a fifteen minute drive. The Hotel offers a special rate of$1 M per person,round trip for SHUTTLE SERVICE to/from the airport taxi service is also available. In order to receive the special shuttle rate,make your reservations through the hotel when making your room reservations;an area at the bottom of the hotel reservation form has been provided for your use. The spouse/guest registration fee for the conference is$25.00 and includes breakfast,hospitality mite, andthePresident's Reception. The regular conference luncheon is also available for spouses and guests for$25.00. The CASA Late Cancellation Policy for delegate registration is being implemented at the Spring Meeting. Late cancellation of delegate registration (less than two weeks prior to the conference-in this cue,after April 15)and no shows will incur a charge of$25.09 to offset hotel guarantees given on their behalf. I hope to see you at the Spring Meeting in Sacramento! Provided 3116/99 OCSD AND IRWD SCHEDULE TO COMPLETE TRANSFER OF PARK PLACE SEWER SERVICE Done Due Date Activit x February 24 OCSD staff discussion with Steering Committee x March 8 (or earlier) Preliminary discussion between IRWD and Trammel Crow(Bill Lane)to extend tolling Agreement from 3/9/99 to 6/9/99 x March 9 Expiration of current tolling agreement between OCSD and Trammel Crow x March 15 OCSD and IRWD partially complete homework as assigned 2123/99 March 22 Draft white paper of issues assigned at 2/23 meeting that will forth the basis of an OCSD/IRWD agreement March 22 IRWD Board advised of status March 24 OCSD Steering Committee advised of status March 29 White paper included in IRWD agenda preparation April 6 IRWD committee consideration of white paper April 7 OCSD OMTS Committee considers white paper April 14 First draft of agreement between OCSD and IRWD April 28 Second draft of agreement between OCSD and IRWD May 4 and 13 IRWD committees consider OCSD/IRWD draft agreement May 5 and 12 OCSD committees consider OCSD/IRWD draft agreement May 24 Redraft agreement in accordance with direction of OCSD and IRWD committees May 24 Draft IRWD/Trammel Crow service agreement May 24 Draft OCSD/Trammel Crow release agreement June 2 and 9 OCSD committees meet June 1 or 10 IRWD committees meet June 8 Tolling agreement expires June 14 OCSD/IRWD agreement approved by IRWD Board June 23 OCSD/rmmmel Crow release agreement approved by OCSD Board June 23 OCSD/IRWD agreement approved by OCSD Board H hw.amam�m�oawoasrni rnm+me s�Ma oi.e.w.v.a r»a m iawo.e: MARCH 16, 1999 TO: ORANGE COUNTY INVESTMENT POOL COMMITTEE FROM: PAUL BRADY,JR SUBJECT: RESPONSE FROM COUNTY REGARDING$10.3 MILLION OF "FOUND MONIES" I finally received a response from Jan Mittermeier,County Executive Officer(CEO), regarding 510.3 million of"found monies." The Board of Supervisors met on March 16, 1999,and instructed the CEO to reject our 50/50 position. This action was taken on the advice of legal counsel and Jan. Jan indicated that the Board may entertain some lesser offer and asked that I peseta a new proposal and respond back to her. Since we are meeting on March 23' . 1 will ask you to discuss the matte and determine whether or not we want to counter our original proposal Please give some thought to this over the next few days and be prepared to discuss with Pat Shea at our 2P meeting. If we are not prepared to make any adjustments,and I am Dot suggesting at this time that we should,are we prepared to take this to court? Let me know if you have any questions. fn PAUL BRADY,JR. City Manager&Chairman,OCIP Committee c: Legal Counsels STEERING COMMITTEE Meetlng TO B24/of Do 3/29/99 3/ 4/ 9 99 AGENDA REPORT nepyn�oe IemNumee Orange County Sanitation District d FROM: Donald F. McIntyre, General Manager Originator: Gary G. Streed, Director of Finance SUBJECT: POLICY REGARDING PROVIDING SEWER SERVICES TO AREAS OUTSIDE OF ORANGE COUNTY GENERAL MANAGER'S RECOMMENDATION The General Manager recommends that the current policy be modified or amended to provide: 1) Annexations will be allowed for properties that drain naturally to the Orange County Sanitation District and are contiguous to the Orange County boundary. 2) Local sewer service must be provided by a city, a sanitary district, or a water district, but annexation to that service provider is not required. 3) All existing contracts for service to areas outside the District boundaries will continue to be honored. SUMMARY In 1985, the Boards of Directors adopted a policy limiting the District's service area to areas within our sphere of influence or already served by contract. This was an addition to a long-standing policy that all areas served must be annexed to, and receive local sewer service from, a local agency. Many things have changed since then, including adoption of a 30-year master plan and a heightened awareness of our role in regional watershed management issues. As detailed in the accompanying staff report, staff now believes it is appropriate to modify our policy. PROJECT/CONTRACT COST SUMMARY No impact. All areas to be served will pay their share of capital and operating costs. H wm anwa+o�..Muco+on mnwa as�«.a« a.+..e. ermae Page 1 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 Refer to attached staff report. ALTERNATIVES Retain existing policy and consider exceptions on a case-by-case basis. CEQA FINDINGS None. ATTACHMENTS 1. Staff Report GGS:Ic Attachment u:w,pdnntuiGcmnewGenoA. R 0s —sdw esaea: yip Paget March 15, 1999 STAFF REPORT Providing Services to Areas Outside of Orange County Summary Several significant issues were in the air in 1985. Two new Districts, Districts 13 and 14, were being created. Treatment and disposal facilities were being offered to the Irvine Ranch Water District. An interim solution for the clean-up of the Stringfellow site was proposed using the District's facilities. Rumors of"trash and sewage" co-combustion facilities on-site were circulating in the community. The"2020 VISION Masterplan" was just being started. Against this backdrop, the City of Fountain Valley requested, and the Board of Directors adopted, a policy limiting the geographical extent of the District's service area. Basically, that resolution, which has been reaffirmed as recently as July 1, 1998, limits annexations to the District to properties currently within the sphere of influence or currently served by contract. The last time the Directors considered this issue in depth was in late 1991. At that time staff conducted an extensive survey of all of the properties outside of Orange County and the District. Following is the summary of additional areas and anticipated flows that would be expected if all areas which naturally drain to the District's service area were provided service: Description Acres Maximum Flow (mad) La Habra Heights 894 .264 Unincorporated LA County 5,842 .820 Chino Hills Area 5 606 .558 Total 12,342 1.642 mgd Adding all of this drainage area to our system would increase our service area by 4% and our current average daily flow by .6%. Background Some properties outside of the service area, in fact outside of the County, have been served for years. A portion of the western boundary of the District and the County criss- crosses Coyote Creek between La Palma and La Habra. Accordingly, there are areas OCSD . P.O.Box 8127 . Fountain Valley,CA 9272M 127 . (714) 962-2411 Service to Areas Outside of Orange County Page 2 of 3 0 March 15, 1999 of Orange County Sanitation District on "their" side of the Creek, and areas of Los Angeles County Sanitation District on "our" side of the Creek. For these areas, we offset the flows annually and whoever has flow remaining, pays the other agency for conveyance, treatment and disposal of the net flow. The Seal Beach Naval Weapons Station, the community of Sunset Beach, the Sandalwood Sewer Maintenance District, north of Brea, and Pacific Island Village, a small development in Long Beach, are also served by contract with the District. The most significant example of service provided outside our service area is the western ends of San Bernardino and Riverside Counties where an existing 9 mgd of treatment capacity in our plants is owned by the Santa Ana Watershed Project Authority. In 1991, the City of La Habra brought forth a request for an exception to the policy. The City of Le Habra Heights, in Los Angeles County, was proposing a development that could be efficiently served through City of La Habra sewers into the District system. The City requested an exception to our policy in order to avoid more septic tanks in that area. The area of immediate concern was tributary to Orange County's La Habra Groundwater Basin and had degraded water quality because of contamination from high nutrient sources. Under the proposal, developers would be required to pay in-lieu annexation fees and connection fees in order to obtain service. The Board of Directors found that the proposal implied a small contribution of sewage to the District in relation to our overall master-planned flows, would have virtually no impact on our facilities, and a significant benefit to groundwater quality. They considered mitigating contamination of Orange County's groundwater to be an overriding benefit. To date, one tract has requested service and the necessary agreements are in process. In 1998, the Board authorized an agreement to provide service to Shea Homes for a residential development that is in both Los Angeles and Orange Counties in the vicinity of LaMirada and Fullerton. The agreement provides for Los Angeles Consolidated Sewer Maintenance District to provide local sewer service and maintenance. Connection fees, and in-lieu annexation fees and annual in-lieu sewer service fees, will be paid for the entire development. It has been a long-standing policy of the District and the local sewering agencies that all annexations to the District must be served by a local sewering agency such as a city, a sanitary district or a water district, prior to annexation to the Sanitation District The only areas currently served without a local sewering agency are the Irvine Business Complex and small areas in the cities of Tustin and Orange. Currently, these sewers are maintained for the District by contract with an outside agency or firm. The District provides no local sewer service today. Recently, the City of Orange has notified the District that they would be willing to relax their position and requested the District to revise our policy. The City would provide local service to unannexed areas. Service to Areas Outside of Orange County A Page 3 of 3 March 15, 1999 One reason these policies are important today is shown in another current request for service. This one request is affected by the service area policy and the local sewer policy. The owner of approximately 2,700 acres north of Brea, in unincorporated Los Angeles County, has requested service. The proposed development also includes 300 acres in unincorporated Orange County, for a total of approximately 3000 acres. The City of Brea has expressed opposition to this development for land use reasons. If a local sewering agency is required, then the City can either stop this development or force it to use septic tanks. Although the Sanitation District and Health Department may want to discourage the use of septic tanks for groundwater quality reasons, we would not be able to accept the sewage from this area unless the City of Brea agrees to provide local sewer service. It is noteworthy that the landowner also owns an unused sewer from the proposed development to a site within Orange County that was previously used for reclaimed oil field wastewater. The developer has suggested use of their line instead of City facilities. Recommendation In the past 15 years several things have changed at the District. Very significantly, the "2020 VISION Masterplan" has been adopted and a new Strategic Plan is nearly completed. Both of these plans provide facilities for significant flow increases, and neither contemplates waste-to-energy co-combustion facilities at our plants. The District has expanded our interest and participation in watershed management issues for the Santa Ana River Watershed. For these reasons, staff recommends that our policy be amended to provide: 1) Annexations will be allowed for properties that drain naturally to the Orange County Sanitation District and are contiguous to the Orange County boundary. 2) Local sewer service must be provided by a city, a sanitary district, or a water district, but annexation to that service provider is not required. 3) All existing contracts for service to areas outside the District boundaries will continue to be honored. GGS:Ic H1wp.dlaNn�lD�mneV GENDA.ITM�Outslde Serkeae399.dw �inu ca.0 r [v[[ w a,woe moor c.n mum Tmm LUS AlIGELES inch[ !on � axrcipL • \•�• [ oNt me� yam. 13 �.q flIVER9IDE ` \ LpIR17'! L It •'� �i 7 icwanr ma '- a •I, ` .,ter, / ��R� \ / \mil ./✓ � �� ry(t 1. �1 V � V•�J T �� LEGEND C.S.D.O.C. SERVICE AREA S.A.W.P.A. CONTRACT AREA 0 30 MGD MAXIMUM CAPACITY EXHIBIT 'All SERVICE AREA COUNTY SANITATION DISTRICTS OF ORANGE COUNTY 010,1 uMOee NAlxtexllNCE Diana..raa.dbr D.. Csuah eamalxn olar�a xo.a San Bernardino Count Riverside Jeri County ua 4 c 13 o� Pe0 �`• v 1 i Cleveland National Forest V MY of u xElaws / J 2 Is 13 t � ti a CSDOc ti 14 , j o ti `') I 1 /1 eERRA o 3 i t m AWMA \ 1 8 1S \ /1 5 ^� r Ooeen P e o l l l o LEGEND County BounNry Agency Boundary --- CSDOC District Boundary ---- CRY Of Le Nana N.Ighta EXHIBIT B tributary to CSD a 3 Sober.of Inxu.m. STEERING COMMITTEE Mee'"' pate To erDr. 3121199 3/24/99 AGENDA REPORT IMINuumb Hem Number is Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Gary G. Streed, Director of Finance SUBJECT: SAWPA OPERATIONS AND MAINTENANCE CHARGES GENERAL MANAGER'S RECOMMENDATION 1. The General Manager recommends that SAWPA be required to pay the O&M charges for 1996-97 and 1997-98 in accordance with the 1996 Agreement; and that staff be authorized to approach SAWPA with a proposal that the amounts already paid by SAWPA to the District for a currently unneeded 1/10m of 1 mgd of additional capacity be accepted as payment in full; and that SAWPA's treatment and disposal capacity be reduced to 9 mgd. SUMMARY Since 1972, the District has provided treatment and disposal services for some "non- reclaimable" wastewater from the Santa Ana Watershed Protection Agency (SAWPA). The Agreement was modified in 1996. Among the significant changes was the ability to purchase capacity in 1 mgd increments of average flow (vs. 5 mgd of peak flow capacity according to the original agreement), and payment for 0&M based upon sewage quantity and strength. Actual BOD and SS concentrations were envisioned as the bases for our invoices to SAWPA for O&M charges, while examples were used in our 1996 Agreement. Unfortunately, when District staff prepared invoices for SAWPA's O&M charges for 1996-97 and 1997-98, we made two mistakes. We did not use the current wastewater strength, instead we used the examples shown in the 1996 agreement, and we also transposed the billing rate for BOD with the rate for SS. When SAWPA's actual BOD and SS concentrations were used in the calculation, the situation changed. Because the average wastewater from SAWPA contained more of both BOD and SS for those previous billing years, the total actual cost to treat the waste increased. In fact, the total costs increased by 17%, or$656,363. The net effect of the two corrections results in an additional charge to SAWPA of$591,510. SAWPA has officially requested that "current OCSD O&M rates remain in effect until July 1, 1999, and that any adjustments related to the net underbilling be waived" SAWPA maintains that their existing user rates were adopted based upon the mm,wurwyeen,nnuo.,.Hcwon mauaswwa am a.w..e. eccee Page 1 information that we erroneously provided them, that they have no funds budgeted for this payment, and that their member agencies cannot pass these late corrections on to their customers. These charges cover a period of approximately 24 months ending in June 1998. PROJECT/CONTRACT COST SUMMARY N/A BUDGETIMPACT ❑ This item has been budgeted. ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION See attached Staff Report. ALTERNATIVES 1. Waive the 0&M fee undercharge. 2. Collect the full amount through some negotiated time payment plan. CEQA FINDINGS N/A ATTACHMENTS 1. Staff Report GGS:lc %"MnV %I".MA nUlDcnneUGENDA.R RG AW A= RMeM-. eaGve Page 2 March 16, 1999 STAFF REPORT Santa Ana Watershed Project The District and SAWPA (Santa Ana Watershed Project Authority) have been working together on Santa Ana River water quality issues since 1972. SAWPA, District No. 2, and the Clean Water Grant Program built a large regional interceptor along the Santa Ana River for"non-reclaimable" wastewater from SAWPA's service area. The District has authorized SAWPA to purchase up to 30 mgd of capacity in our treatment and disposal facilities, to match their capacity in the interceptor(SARI). In 1996, a new agreement between SAWPA and the District was completed. Among the significant changes was the ability to purchase capacity in 1 mgd increments of average flow(vs. 5 mgd of peak flow capacity according to the original agreement), and payment for 0&M based upon sewage quantity and strength. Prior to the new agreement, SAWPA had paid for O&M based upon a residential strength discharge. We also agreed to the provision that SAWPA could pay for capacity over time—taking up to 10 years to pay for a purchased increment of flow. During the agreement negotiation process, SAWPA provided us wastewater strength data of 320 mg/I of BOD and 270 mg/I of SS for 1995-96. These concentrations were used only as illustrative examples in the agreement for calculating capacity charges. In practice, actual concentrations of 338 mg/I of BOD and 234 mg/I of SS were used for one capacity purchase while 403 mg/I of BOD and 277 mg/I of SS were used for another capacity increment in accordance with the 1996 agreement. Actual BOD and SS concentrations were also envisioned as the bases for our invoices to SAWPA for O&M charges. Unfortunately, when District staff prepared invoices for SAWPA's 0&M charges for 1996-97 and 1997-98, we made two mistakes. We did not use the current wastewater strength, instead we used the examples in the agreement, and we transposed the billing rate for BOD with the rate for SS. When we issued the first invoice for 1998-99, using the proper rates for BOD and SS, SAWPA contacted us. They thought that perhaps we had prepared the current bills in error. At that time, SAWPA was advised that the invoices were correct, but also that the rates had not changed. This meant that our previous invoices were incorrect. Our use of the transposed rates in 1996-97 and 1997-98 had resulted in an overcharge to SAWPA of$64,853. At this point, SAWPA was expecting a refund. OCSD • P.O. Box 8127 . Fountain Valley,CA 92728-8127 • (714) 962-2411 SAWPA Page 2 of 3 March 16, 1999 However, when SAWPA's actual BOD and SS concentrations were used in the calculation, the situation changed. Because the average wastewater from SAWPA contained more of both BOD and SS for those previous billing years, the total actual cost to treat the waste increased. In fact, the total costs increased by 17%, or $656,363. The net effect of the two corrections results in an additional charge to SAWPA of$591,510. On January 12, 1999, we notified SAWPA of our billing error and requested payment of the net $591,510 undercharge. We also had conversations with their Chief Financial Officer and their General Manager. On February 16, 1999, SAWPA officially requested that"current OCSD 0&M rates remain in effect until July 1, 1999, and that any adjustments related to the net underbilling be waived." SAWPA maintains that their existing user rates were adopted based upon the information that we erroneously provided them, that they have no funds budgeted for this payment, and that their member agencies cannot pass these late corrections on to their customers. These charges cover a period of approximately 24 months ending in June 1998. It is interesting to note that correcting only the rates would have resulted in a refund to SAWPA; it is the incorrect wastewater strength that resulted in the undercharge. Had SAWPA been billed and billed their users for the actual strength of their discharge, we would be processing a refund. But the shoe is now on the other foot. SAWPA, initially approaching us in good faith for a refund (which we have unhesitatingly honored), now finds itself in the position of owing us money instead. In fact, the 1996 agreement is clear that O&M charges will be based upon actual wastewater strength. Incidentally, the correct sewage strength information is supplied to us by SAWPA, in addition to our sampling program, and so SAWPA did know, or could have known, that our invoices were, in fact, in error and in their favor. Staff is mindful of the long-term water quality management relationship between the agencies: The recently opened sewage treatment/water reclamation plant in western Riverside has improved water quality in the Santa Ana River, reduced flow to our plants; and decimated SAWPA'S financial reserves. SAWPA is also beginning to assume a leadership role in the management of dairy waste and Santa Ana River water quality. This benefits all of Orange County. For all of these reasons, staff recommends that the additional SAWPA O&M charges for 1996-97 and 1997-98 caused by incorrect rates and concentrations for BOD and SS be collected, but collected over time and under terms negotiated between the two staffs of the agency. Staff will seek direction from the Steering Committee on the time and terms acceptable to the Committee. SAWPA Page 3 of 3 March 16, 1999 One possible solution involves another provision of the 1996 agreement. In accordance with the 1996 agreement, SAWPA made one of ten payments for an additional 1 mgd increment of capacity in 1997. Subsequent to the opening of the Western Riverside County Regional Wastewater Authority Plant, and the resultant reduction in flow, SAWPA discontinued that purchase. (SAWPA's flow has declined from an average of 9.3 mgd in 1996-97 to 4.87 mgd this year.) The agreement provides that 75% of the capital portion paid can be applied to a future increment of capacity, if SAWPA elects to discontinue payments on a particular increment of purchased capacity. SAWPA has paid $758,373.00 as the first of 10 installments for the capacity increment from 9 mgd to 10 mgd. In essence, they have purchased 1/10th of 1 mgd of additional capacity—a capacity they simply don't need now and will not utilize again for several years. The payment was made on a level payment plan, and included $407,609 of interest and $350,744 of principal. Perhaps SAWPA would be willing to relinquish their 75% credit toward a future purchase of capacity as payment in full for the undercharge. They owe us $591,510. Seventy-five percent credit on their $758,373 capacity payment is $566,780. Let's call it even and move on to other issues of significant regional importance. GGS:lc \YedonWe iWp.Ma�AnQlD' mneAGENGA.ITM�AWPA03 dw Attachment: SAWPA letter dated 2-16-99 Santa Ana Watershed Project Authority COMMISSION FOR THE PROJECT AUTHORITY CHINO BASIN MUNICIPAL WATER DISTRICT EASTERN MUNICIPAL WATER DISTRICT SAWPA ORANGE COUNTY WATER DISTRICT SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICT WESTERN MUNICIPAL WATER DISTRICT February 16, 1999 Mr. Gary Streed Orange County Sanitation District 10844 Ellis Avenue Fountain Valley, CA 92708-7018 Re: Class I User Rates and Charges Dear Gary: This is in response to your memo dated January 12, 1999 subject as above, our subsequent telephone conversation,and related discussion between Joe Grindstaff and Blake Anderson. Several months ago, SAWPA requested confirmation of OCSD TSS and BOD billing rates. Initially,those rates were confirmed as correct. However recently, it has been determined that O&M billing rates and also concentration charges have been incorrectly billed from inception of the Agreement,July 1, 1996. Normally, as called for in the Agreement, OCSD bills SAWPA quarterly,using prior quarter actuals for billing purposes. Annual adjustments are billed in the first quarter of the following fiscal year. These latest adjustments, surfacing so late and falling outside normal billing procedures were not anticipated nor budgeted. As a practical matter, SAWPA, its member agencies and their customers have relied on OCSD rate information for budget and payment purposes. Neither SAWPA nor any of the affected agencies have funds in this years' budget to cover the adjustment. As an example, Western Municipal Water District(WMWD) has indicated that it would not be feasible to pass through any amount of this adjustment. Rates and budgets have been set for fiscal year 1998/99. Rate Resolutions are in place. SAWPA recommends that current OCSD O&M rates remain in effect until July 1. 1999 and that any adjustments related to the net underbilling be waived. Thank you for your efforts in resolving this issue. Sincerely, Michael Wynn Chief Financial Officer cc: Mr. Blake Anderson, OCSD 11615 Sterling Avenue,Riverside,CA 92503 • 1909)785-5411 Administration FAX(909)785-7076 • Planning FAX(9D9)352-3422 (( STEERING COMMITTEE Meeting Date Toed.orM. 3/2a/99 AGENDA REPORT 11.CJ•NurntxReinIce Number 2S Orange County Sanitation District FROM: Donald F. McIntyre, General Manager SUBJECT: General Manager's Performance Objectives for '96-99 Fiscal Year GENERAL MANAGER'S RECOMMENDATION Approve Revised '98-99 Performance Objectives for General Manager SUMMARY The attached performance objectives have been revised to reflect the comments made by the Steering Committee at the February meeting and are submitted for the Steering Committee's approval. These objectives will be used in evaluating the General Manager's performance at the end of the current fiscal year. PROJECT/CONTRACT COST SUMMARY Not applicable 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 Not applicable t ALTERNATIVES Not applicable CEQA FINDINGS Not a project. ATTACHMENTS None. jt H My w69ergalStenrq(pmmeeV3.W9TAR WWRe GM Penamn OgecxsG¢ R�„m d,wse Page 2 Section 2. Performance Objectives Planning list performance objectives developed at the end of last fiscal year(Section 6 of last fiscal year form). Monitoring: Communicate throughout the year regarding performance and changes of core responsibilities; discuss tentative ratings. Objective 1 Ensure Treatment Cost per Million Gallons (t/MG)does not exceed E486/MG by year's and. Measurement Standard • Meets Performance identified by achieving target. Exceeds performance by achieving$462-$485/MG. Outstanding performance by achieving E461/MG or less(94%or less than target). Supporting Comments Objective within GM's Office FV 98/99 Budget document. _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Objective 2 Ensure the District meet the adopted 5-year staffing plan position count of 521.5 FTEs by end of fiscal year 1998/99. Measurement Standard • Meets Performance identified by achieving target. Exceeds by achieving less than 521.5 FTE target. Outstanding by achieving 495.5 FTEs(95%or less than target). Supporting Comments • Objective within GM's Office FV 98/99 Budget document. _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Objective 3 Maintain 100%Compliance with Permit Measurement Standard • Meets Performance by achieving objective. Exceeds performance must include achievement of objective#1 and#2. Outstanding performance measured by achieving objectives#1, #2 and#3 and AMSA Gold Award. r Supporting Comments • Objective within GM's Office FV 98199 Budget document. _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Continued 4 Section 2. Performance Objectives(Continued( Objective 4 Ensure the District's Departments meet 80%of their budgetary performance objectives as well as Strategic Goals workplan tasks in FY 98199. Measurement Standard • Meets Performance by achieving an average of 80%for both targets. Exceeds performance by achieving an average of 82%. Outstanding performance by achieving 85%average. Supporting Comments • Objective within GM's Offioe FY 98/99 Budget document. _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Objective 5 Lower the"supervisor salary to total employee salary" ratio to 20.5% by end of FY 98199. Measurement Standard • Meets Performance by lowering ratio to 20.5%. Exceeds performance by achieving 20%to 20.5%. Outstanding performance by reaching ratio below 20%. Supporting Comments • Objective within Human Resources Administration's FY 98/99 Budget document. _Needs Improvement _Meets Expectations _Exceeds Expectations _Outstanding Objective 6 None. Needs Improvement _Meets Expectations _Exceeds Expectations Outstanding 5 Overall Performance Needs Improvement Meets Expectations Exceeds Expectations Outstanding Section 3. Employee Comments Employee Signature Date Section 4. Reviewer Comments Reviewer Signature Date 6 STEERING COMMITTEE r9eedng Date To ad.of D, 3/29/99 AGENDA REPORT ityi NrWr Item NL.t Orange County Sanitation District FROM: Donald F. McIntyre, General Manager Originator: Jean Tappan, Committee Secretary SUBJECT: April 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 April. SUMMARY Staff routinely prepares for the Steering Committee a list of items scheduled 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 April: OMTS Committee: 1. Report on Cooperative Projects Program 2. Report on Dairy Problem/Resolution 3. Report on Focused 1/1 Reduction Program PDC Committee: 1. Approve Addendum No. 2 to Professional Services Agreement and Increase Budget for Job No. P2-60, Solids Storage Facility at Plant No. 2 2. Approve Professional Services Agreement for Contract No. 5-46, Back Bay Trunk Sewer Replacement 3. Approve Addendum No. 3 to Professional Services Agreement for Contract No. 2-41, SARI Line Realignment and Protection 4. Approve budget increase and award construction contract, Contract No. 3-38-1, Improvements to Miller-Holder Trunk Sewer System, Reach 1 5. Approve Addendum No. 1 to Professional Services Agreement for Job No. P1-37, Primary Clarifiers 16-31 and Related Facilities ; I FAHR Committee: 1. General Manager's Quarterly Purchasing Report 2. Consider Consolidated Purchasing and Delegation Policy 3. Preliminary Budget Status Report 4. Consider Renewal of Excess Worker's Compensation Insurance 5. Consider Replacing COP Liquidity Providers PROJECT/CONTRACT COST SUMMARY N/A 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 NA ALTERNATIVES NA CEQA FINDINGS Not a project. ATTACHMENTS NA jt H�.ae„o.wun..� c cm.:u»meuenamzw��w un n�w es Page 2