HomeMy WebLinkAbout2001-03 F'LEO
IN THE OFFICE OF THE SECRETARY
DRAFT ORANGE COUNTY SW!TMON DISTRICT
MINUTES OF STEERING COMMITTEE MEETING APR 2 4 2001
Wednesday, March 28, 2001 :;Y /`-<
A meeting of the Steering Committee of the Orange County Sanitation District was
held on Wednesday, March 28, 2001 at 4 p.m., in the District's Administrative Office.
(1) The roll was called and a quorum declared present, as follows:
STEERING COMMITTEE MEMBERS: OTHERS PRESENT:
Directors Present: Thomas Nixon, General Counsel's Office
Norm Eckenrode, Chair Brad Hogin,General Counsel's Office
Peter Green, Vice Chair Don Hughes
Pat McGuigan, Chairman, OMTS Committee Peer Swan, Director
Steve Anderson, PDC Committee Ryal Wheeler
Shirley McCracken, Chairman, FAHR Committee
STAFF PRESENT:
Directors Absent: Blake Anderson, General Manager
Jim Silva, County Supervisor Bob Ghirelli, Director of Technical Services
David Ludwin, Director of Engineering
Greg Mathews,Assistant to the General
Manager
Gary Streed, Director of Finance
Use Tomko, Director of Human Resources
Jan Collins, Sr. HR Analyst
Use Lawson, Communications Manager
Jean Tappan, Committee Secretary
(2) APPOINTMENT OF CHAIR PRO TEM
Director Pat McGuigan was appointed Chair Pro Tom until Director Green arrived.
(3) PUBLIC COMMENTS
There were no comments by any member of the public. Lisa Lawson, Communications Manager,
provided a heads-up on events occurring this afternoon in the District Attorney's Investigation into
Huntington Beach's sewer system problems. Director Swan expressed concern that this could cause
cities to avoid maintaining the sewer lines rather than being fined for knowing there are problems with
the system but not having the resources to repair it.
(4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING
The minutes of the February 28,2001 Steering Committee meeting were approved as drafted.
Minutes of the Steering Committee
Page 2
March 28, 2001
(5) REPORT OF THE COMMITTEE CHAIR
Committee Chair Norm Eckenrode reported on the March 23,2001 CASA Board of Directors
meeting. Issues discussed were by-laws, expanding the role of associates; litigation funds and
grounds for CASA-sponsored litigation.
(6) REPORT OF THE GENERAL MANAGER
General Manager Blake Anderson discussed the logistics for tonight's Joint OCWDIOCSD Boards
meeting as well as the rules of procedures.
A. SARI Line Relocation Project—Review Updated Cost Estimate and seek direction. Staff
is reviewing last year's adopted EIR and the most recent cost estimate of the project.
David Ludwin, Director of Engineering, reported that the design is continuing. With the
recent developments it appears that there will be about an 18-month delay, resulting in a
completion of construction no sooner than 2005. The alternatives are being re-
evaluated and a contract for a formalized risk analysis of protecting the line in the river
will be awarded. A value engineering study was done which Identified several major
cost-saving Ideas. The County of Orange has agreed to provide a portion of the
funding. The PDC Committee will be reviewing all of the Issues at its April 5 meeting.
Lisa Lawson provided an update on the outreach activities and the formation of a
citizens advisory committee. Counsel Brad Hogin discussed the ramifications of re-
opening the EIR process should a new alternative be considered. The Committee
requested that work on the plans and specifications be put on hold until a final decision
is reached.
B. Introduction to Communications Plan and Legislative Outreach. Lisa Lawson provided
the committee with an overview of the new Communications Plan,which details
Involvement of employees, management and the members of the Board. Staff will be
looking to the directors for advocacy assistance through their affiliations. Director Peter
Green stated that the District's sponsorship and assistance with the Talbert Marsh
Clean-up and other programs is most beneficial. Several directors mentioned that they
are members of committees that could be approached to forward our programs in
conjunction with the committee's goals. The committee asked that the plan be
presented to the working committees at future meetings.
C. Budget Protects for FY 2001.02. The major drivers for next year's budget were
identified. Based upon preliminary review,they result in an increase of about$8 million
over the current year's budget Gary Streed, Director of Finance, presented an analysis
of the major drivers and indicated that there is only about$5.5 million in additional Items
that were not included In the list. The preliminary proposed budget could be about 11
percent over the current budget.
D. Hellman Ranch Annexation Fees. Blake Anderson reported on discussions with the
developer of this property. The development has been scaled down to only 16.3 acres
for residential. The remainder of the property is existing wetlands and oil production,as
well as a proposed addition to a park. Staff is recommending that annexation fees be
applied to only that portion of the property that will be residential. The Steering
Minutes of the Steering Committee
Page 3
March 28, 2001
Committee agreed to charge annexation fees on the 16.3 acres and asked that an
agreement be formalized addressing the possibility of changes in land use In the future.
(7) REPORT OF GENERAL COUNSEL
Counsel Tom Nixon did not make a report.
(8) DISCUSSION ITEMS (Items A-C)
A. Reaffirm the Charter of the FAHR Committee with regard to Labor Negotiations.
The Steering Committee recommended that the FAHR Committee continue to oversee
the labor negotiations process.
B. Consider At-will Contracts. Blake Anderson discussed the evolution of at-will contracts
with new members of the Executive Management Team beginning in 1995. The
General Manager's authority for negotiating new or increased benefits for employees
with at-will contracts was considered. The Committee recommended that this item be
referred to the FAHR Committee and that the details behind the percentages be
presented.
C. Review Agenda Items scheduled to be presented to Committees in April. There were
no changes.
(9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS. IF ANY
There was no other business discussed.
(10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A
SUBSEQUENT MEETING
Director Steve Anderson asked that the Steering Committee consider a recruitment for an assistant
general manager at a future meeting.
(11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR
ACTION ANDIOR STAFF REPORT
There were none.
(12) CONSIDERATION OF UPCOMING MEETINGS
The next Steering Committee meeting is scheduled for April 25, 2001 at 5 p.m.
The next Board Meeting is scheduled for April 25, 2001 at 7 p.m.
Minutes of the Steering Committee
Page 4
March 28, 2001
(13) CLOSED SESSION
The Committee convened at 5:30 p.m. in Closed Session, pursuant to Section 54956.9,to
discuss Crow Winthrop Development Limited Partnership v. Orange County Sanitation District,
Orange County Superior Court Case No. 000002012. Minutes of the Closed Session are on file
with the Board Secretary. The minutes of the Joint Board will report on the actions when they
are approved.
At 5:35 p.m., the Committee reconvened in regular session.
(14) ADJOURNMENT
The Chair declared the meeting adjourned at 5:35 p.m.
bmitted by:
J Tappan
ering Committee Secretary
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STATE OF CALIFORNIA )
)SS.
COUNTY OF ORANGE )
Pursuant to California Government Code Section 54954.2, 1 hereby certify that the Notice
and the Agenda for the Steering Committee meeting held on Wednesday, March 28, 2001,was
duly posted for public Inspection In the main lobby of the District's offices on Thursday, March 22,
2001.
IN WITNESS WHEREOF, I have hereunto set my hand this 28th day of March, 2001.
Penny Kyle, S fe ary of th Board of Directors of
Orange CountTSanHatio istdct
Posted: March 22 , 2001, 3 , 36 p.m.
By:
Signature
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ORANGE COUNTY SANITATION DISTRICT
BOARD SECRETARY (2)
phone:
(7141 9622411
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PO Eon 6127
Fountain Valley.CA
9272E-E127
street eeerass: NOTICE OF MEETING
loeaa era Avenoe OF THE
Fountain Valley.CA
92706-7019 STEERING COMMITTEE
ORANGE COUNTY SANITATION DISTRICT
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A,...Im.
0 . WEDNESDAY, MARCH 28, 2000 - 4P.M
Clelee
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Oypresa
Founwln Valley DISTRICT'S ADMINISTRATIVE OFFICE
Fullerton Garden Grove 10844 ELLIS AVENUE
Huntington Bach FOUNTAIN VALLEY, CALIFORNIA 92708
Irvine
Le Habra
Le Pelme
Lae Alemiws
Newport Beech
Orange
Pl.tentl. A regular meeting of the Steering Committee of the Board of Directors of
Banes Ana Orange County Sanitation District, will be held at the above location, date and
seal Sa.cb
stenwn time.
Tustin
Ville Perk
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County of Orange
9aeltert Districts
C..t.Mesa
Midway City
Water Districts
Irvine Ranch
'To Protect Nm Publk Hoehn end the Environment through Excellence in westeweter Systems-
STEERING COMMITTEE AND BOARD MEETING DATES
FOR THE NEXT TWELVE MONTHS
Wednesday, March 28, 2001
Wednesday, April 25, 2001
Wednesday, May 23, 2001
Wednesday, June 27, 2001
Wednesday, July 18, 2001'
Wednesday, August 22, 2001
Wednesday, September 26, 2001
Wednesday, October 24, 2001
Wednesday, November28, 2001
Wednesday, December 19, 2001'
Wednesday, January 23, 2002
Wednesday, February 27, 2002
Wednesday, March 27, 2002
`Rescheduled from regular fourth Wednesday.
STEERING COMMITTEE
(1) Roll Call:
Meeting Date: March 28, 2001 Meeting Time: 4 p.m.
Meeting Adjourned:
Committee Members
Norm Eckenrode, Chair
Peter Green,Vice Chair
Steve Anderson, Chair, PDC Committee
Pat McGuigan, Chair, OMITS Committee
Shirley McCracken, Chair, FAHR Committee
Jim Silva, Supervisor
Others
Mark Leyes, Director
Tom Nixon, Counsel
Don Hughes
Staff Present
Blake P. Anderson, General Manager.................................
Greg Mathews,Assistant to the General Manager.............
JeanTappan. Secretary.......................................................
Bob Ghirelli, Director of Technical Services........................
David Ludwin, Director of Engineering................................
Gary Streed, Director of Finance.........................................
Lisa Tomko, Director of Human Resources ........................
Jan Collins, Sr. HR analyst..................................................
Lisa Lawson, Communications Manager............................
c: Lenora Crane
AGENDA
REGULAR MEETING OF THE STEERING COMMITTEE
ORANGE COUNTY SANITATION DISTRICT
WEDNESDAY, MARCH 28, 2001 AT 4 P.M.
ADMINISTRATIVE OFFICE
10844 Ellis Avenue
Fountain Valley, California
In accordance with the requirements of California Government Code Section 54954.2, this agenda has
been posted in the main lobby of the District's Administrative Office not less than 72 hours prior to the
meeting date and time above. All written materials relating to each agenda item are available for public
inspection in the office of the Board Secretary.
In the event any matter not listed on this agenda is proposed to be submitted to the Steering Committee
for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item
or that there is a need to take immediate action which need came to the attention of the District
subsequent to the posting of the agenda, or as set forth on a supplemental agenda posted not less than
72 hours prior to the meeting date.
(1) ROLL CALL
(2) APPOINTMENT OF CHAIR PRO TEM. IF NECESSARY
(3) PUBLIC COMMENTS
All persons wishing to address the Steering Committee on specific agenda items or matters of
general interest should do so at this time. As determined by the Chairman, speakers may be
deferred until the specific item is taken for discussion and remarks may be limited to five
minutes.
Matters of interest addressed by a member of the public and not listed on this agenda cannot
action taken by the Committee except as authorized by Section 54954.2(b).
(4) APPROVE MINUTES OF PREVIOUS MEETING
Approve draft minutes of the February 28, 2001 Steering Committee meeting.
-"mac
-2- March 28, 2001 Agenda
(5) REPORT OF COMMITTEE CHAIR
A. Tonight's Joint Meeting with the Orange County Water District
B. Report on March 23 CASA Board Meeting
(6) REPORT OF GENERAL MANAGER
A. SARI Line Relocation Project—Review Updated Cost Estimate and seek direction
(David Ludwin)
B. Introduction to Communications Plan and Legislative Outreach (Lisa Lawson)
C. Budget Projections for FY 2001-02 (Blake Anderson/Gary Streed)
D. Hellman Ranch Annexation Fees
(7) REPORT OF GENERAL COUNSEL
(8) DISCUSSION ITEMS (Items A-C)
A. Reaffirm the Charter of the FAHR Committee with regard to Labor Negotiations
(Blake Anderson)
B. Consider At-will Contracts (Blake Anderson)
C. Review Agenda Items scheduled to be presented to Committees in April
(Information item only)
(9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF
ANY
(10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A
SUBSEQUENT MEETING
(11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA
FOR ACTION AND STAFF REPORT
(12) FUTURE MEETING DATES
The next Steering Committee Meeting is scheduled for 5 p.m., Wednesday, April 25, 2001.
The next Board Meeting is scheduled for 7 p.m.,Wednesday, 25, 2001.
(13) CLOSED SESSION
During the course of conducting the business set forth on this agenda as a regular meeting of
-3- March 28, 2001 Agenda
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 64956.8, 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 to discuss the following:
1. "Confer with General Counsel re Crow Winthrop Development Limited
Partnership v. Orange County Sanitation District, Orange County Superior
Court Case No. 000002012 (Government Code Section 54956.9)."
B. Reconvene in regular session
C. Consideration of action, if any, on matters considered in closed session.
(14) ADJOURNMENT
jt
HAWKMAAGENDANSTEENING GOMMrrr@E4IN RDU801 AGENDA,MEETING CALENDAR AND ROLL GALL SHEET.DOG
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: Norm Eckenrode (714)993-8261 (Placentia City Hall)
Secretary: Jean Tappan (714)593-7101
(714)962-0356(Fax)
E-mail: Itappan(cDocsd.Cpm
DRAFT
MINUTES OF STEERING COMMITTEE MEETING
Wednesday, February 28, 2001
A meeting of the Steering Committee of the Orange County Sanitation District was
held on Wednesday, February 28, 2001 at 5 p.m., in the District's Administrative
Office.
(1) The roll was called and a quorum declared present, as follows:
STEERING COMMITTEE MEMBERS: OTHERS PRESENT:
Directors Present: Thomas L. Woodruff, General Counsel
Norm Eckenrode, Chair Don Hughes
Peter Green,Vice Chair Tom Dawes
Pat McGuigan, Chairman, OMTS Committee Ryal Wheeler
Steve Anderson, PDC Committee Director Peer Swan
Shirley McCracken, Chairman, FAHR Committee
Jim Silva,County Supervisor STAFF PRESENT:
Gerald Sigler, Director, Guest Blake Anderson, General Manager
Bob Ghirelli, Director of Technical Services
Directors Absent: David Ludwin, Director of Engineering
Greg Mathews, Assistant to the General
Manager
Lisa Lawson, Communications Manager
Jean Tappan, Committee Secretary
Jim Herberg, Engineering Supervisor
(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 January 24, 2001 Steering Committee meeting were approved as drafted.
Minutes of the Steering Committee 1� /
Page 2
February 28, 2001
(5) REPORT OF THE COMMITTEE CHAIR
Committee Chair Norm Eckenrode announced the CASA Spring conference at the Tenaya Lodge in
Yosemite May 3-5.
Director Gerald Sigler was the Chair's guest at the meeting.
Chair Eckenrode mentioned that he had invited Mrs. Joan Irvine Smith,who has expressed an
Interest in the GW RS project, to attend the March 28 Joint Boards meeting.
At a prior meeting the Idea of forming a consortium to consider ways for improving the San Gabriel
River water quality and In turn the water quality at Seal Beach was presented. After checking
around, it turns out that there a group has been formed to discuss these issues. Chair Eckenrode
talked with Don McIntyre about including a Sanitation District representative. Staff will maintain
contact with Mr. McIntyre and county staff on these issues.
(6) REPORT OF THE GENERAL MANAGER
General Manager Blake Anderson reported on the following Issues:
A. SARI Line Relocation Project Update
Yorba Linda residents were briefed on the project and the need for easements for
the first time last week. This has become more controversial than anticipated.
Lisa Lawson addressed some of the concerns expressed by the homeowners at
the February 21 meeting. A follow-up letter was sent to the attendees the day
after the meeting providing additional information and addressing their concerns.
Because of the resistance, Dave Ludwin recommended that the agenda item on
the easement appraisal procedure for acquisition of easements for SARI line
relocation be pulled from the agenda to allow for additional consultation with the
PDC Committee and the homeowners.
General Counsel Tom Woodruff indicated that the condensed appraisal
procedure that is proposed is allowed by law. Full appraisals would be very time
consuming and expenses for underground easements that are estimated in value
at about$1000 each. There are existing utility easements through the properties
and the District's easement would be within the city's easement.
Director Steve Anderson suggested placing survey staking along the alignment to
assist the homeowners in Identifying the exact location.
B. GWRS Update
Tom Dawes updated the Directors on the status of the project. There Is a Joint
Coordinating Committee(JCC)meeting on March 1 to discuss the results of the
financial study. The Groundwater Producers have asked for clarification on
several issues. The JCC will be recommending that the day-today management
of the project be done by the JCC with delegation of powers to the Orange
County Water District's (OCWD) Board. Two of the three directors from each
Minutes of the Steering Committee
Page 3
February 28, 2001
agency would have to agree and the money for the item would have to be in the
budget before It could be submitted to the OCWD's Board. Also, advance
notification would be provided to the Sanitation District Board prior to action
taking place.
Mr. Dawes reported that project implementation involves decisions on how to
design, build and start the project. The consulting contract with CDM will be
continued for final design. Should the Boards decide to approve the project on
March 28,there are approximately another 12 smaller contracts that will be
required to complete design. A separate third-party contract will be required for
construction management
The fifth and final workshop will be held on Saturday, March 3 before the go/no-
go decision on March 28. An overview of the project will be presented as well as
updates on the financial study,governance and project implementation.
Director Peer Swan stated that there has only been two days to review the
information submitted to the Groundwater Producers in response to their
questions. He expressed concern about the process for approving change
orders in amounts over existing delegations of authority. He stated that the CDM
contract for final design was a non-competitive award that went against the
originally approved process of having the design competitively bid.
Mr. Anderson responded that the JCC has asked staff to provide a number of
alternatives for setting limits on change orders and that the Sanitation District's
own delegation of authority procedure will be one alternative proposed.
Mr. Dawes explained the actions over the last six to eight months during
preliminary design. He also stated that there were no restrictions to not allow an
extension of the CDM contract for final design. Mr.Anderson said that the JCC
discussed the issues extensively and agreed with this action.
Director Pat McGuigan questioned the amount of time the JCC would be the
governing entity. Mr. Dawes said that the JCC would continue overseeing the
project with the existing set of rules in the interim until the final rules are approved
by both Boards,and would continue governing under the final rules. A full board
of directors Is required for approvals and the JCC will be recommending that this
authority be delegated to OCW D as they meet twice a month. Additional
recommendations will be presented to the JCC and the Boards on how change
orders would be handled before finalizing the final rules.
C. Huntington Beach Activities Update
Bob Ghirelli updated the committee on the County's Watershed Management
Program. A core workgroup has been formed to work with the action plan that
follows up on the Phase 1 reports. Twenty different areas will be reviewed. The
County is trying to obtain Proposition 13 funding.
I
Minutes of the Steering Committee
Page 4
February 28, 2001
OCSD's Summer Monitoring Program is being designed by a technical advisory
committee in a series of meetings. Agreement has been reached on the study
design and the details are being finalized. Cost for the monitoring program and
the study will be about$1 million. Staff is also looking at applying for
Proposition 13 funding for these efforts. The Directors questioned whether the
USC SeaGrant report will duplicate our efforts. Staff has only just become aware
of this project and will be contacting USC for more information.
AES, the operators of the power plant across from Huntington Beach, have
applied for a fast-track permit to double their capacity. In the hearings the issue
of beach contamination was raised. AES has agreed to work with the District
during the monitoring period to help duplicate conditions, as well as our assisting
with ocean testing when they operate at full capacity. AES is preparing a white
paper on their testing and will be doing modeling on their ouffall area.
The county will be testing the Talbert Marsh and the Santa Ana River parallel with
our studies.
A technical advisory team has been formed and separate meetings are being
held to discuss nine topics of concern. The media has shown no interest in this
process.
Jim Herberg reported that a study has been included in next year's budget to
consider pathogen reduction.
D. Seattle Earthquake
Blake Anderson reported that staff contacted Seattle Metro to see how their
facilities fared during today's 6.8 magnitude earthquake. Their Emergency
Response Center,which is similar to the District's,was activated and it went
surprisingly smooth. No major damage was reported.
E. Storm Flows
Mr. Anderson reported that during the recent rains,the peak was about 100 mgd
greater than usual. There were no problems.
F. Dairy Dewatering Ponds
Today, the first of several dairies ponds was connected to the SARI to allow
ciewatering the ponds before rain events. This is a 'first' in the country and will
help to control dairy pondwater from entering the stormwater systems.
(7) REPORT OF GENERAL COUNSEL
General Counsel Tom Woodruff reported that the dry weather discharge agreement between The
Irvine Company, IRWD and OCSD for the Crystal Cove area has been finalized and a letter sent to
the Coastal Commission.
�.^ Minutes of the Steering Committee
Page 5
February 28, 2001
Mr. Woodruff also discussed a memo in the Directors'folders regarding legal representation on a
claim for reimbursement for expenses involved in moving a sewer in Ball Road at the request of the
City of Anaheim to accommodate their storm drain.
There Is a meeting scheduled Thursday, March 1,to discuss the Crow-Winthrop claim.
(8) DISCUSSION ITEMS (Items A-F)
A. Local Sewer Service Agreement between IRWD and OCSD for Irvine Business
Complex Area and Tustin Marine Corps Redevelopment Area.
Jim Herberg explained the proposed terms of the agreement to the Directors.
These areas are currently within Revenue Area 7 and the agreement will move
them to Revenue Area 14.thereby allowing IRWD to take over the local sewer
service. The Directors authorized negotiations.
B. Streamlining Concepts: Can we reduce the paperwork between staff and board
committees.
Greg Mathews and Blake Anderson discussed several examples of ways to
reduce time and paperwork for both the staff and the Directors. It was decided
that the financial report could be presented quarterly. Additional changes will be
presented to the committee for review at a later meeting.
C. Consider 4 p.m. start time for March 28 Steering Committee.
Because of the early start for the March 28 Joint Boards meeting with OCWD, the
Steering Committee will meet at 4 p.m. that day.
D. Resolve July Committee meeting date calendars.
The July 4 holiday impacts the OMTS and PDC Committees meeting dates and
the Directors agreed not to meet in July. There will be meetings in August,which
is usually dark. A determination to hold the FAHR Committee meeting in July was
not finalized.
E. Summer Program for Disadvantaged Youth.
Blake Anderson introduced an idea that was presented by one of our employees
on employing disadvantaged youths In our summer program. He outlined some
of the questions that need to be answered as well as some of the conditions for
employment, but asked the Directors for direction. Supervisor Silva said he
would hope that OCSD could be used as a model for developing a program that
could be used throughout County government. The Directors gave their support,
and felt that it would be a very worthwhile, and much-needed, program.
F. Review Agenda Items scheduled to be presented to Committees in March.
These items were reviewed.
(9) OTHER BUSINESS. COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS.IF ANY
Director Steve Anderson asked about removing the PDC Committee's GWRS project item from the
Board agenda. It was decided that it could be pulled as no action was required by the Board at this
time.
Minutes of the Steering Committee
Page 6
February 28, 2001
(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 Wednesday, March 28, 2001 at 4 p.m.
The next Board Meeting is scheduled for Wednesday, March 28,2001 at 6:30 p.m. This will be a
joint meeting with the Orange County Water District Board to consider proceeding with the
Groundwater Replenishment System project.
(13) CLOSED SESSION
There was no closed session.
(14) ADJOURNMENT
The Chair declared the meeting adjourned at 6:48 p.m.
miffed by:
Tappan ' �✓�
S e ing Committee Secretary
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STEERING COMMITTEE Meeting Date T0111ds.
03/28/01 3/28/01
AGENDA REPORT tteyy Number Iem Number
Orange County Sanitation District X
FROM: Blake Anderson, General Manager
Originator: Lisa Tomko, Director, Human Resources and Employee
Development
SUBJECT: Reaffirm the Charter of the FAHR Committee with Regard to Labor
Negotiations
GENERAL MANAGER'S RECOMMENDATION
Reaffirm the Charter of the FAHR Committee with Regard to Labor Negotiations
SUMMARY
Within the last eighteen months the District concluded labor negotiations with the
Orange County Employees Association (OCEA), International Union of Operating
Engineers Local 501 and the Supervisor and Professionals Management Team
(SPMT). The contract duration for both the OCEA and Local 501 is three years.
These agreements both expire in 2002. The contract duration for the SPMT is
one year. This agreement will expire on June 30, 2001.
Recently, members of the FAHR committee requested that the charter of the
FAHR Committee be revisited before the upcoming negotiations begin. The
Committee's specific concern relates to its role in the meet-and-confer process
and the Committee's ongoing direction to staff and consultants. The Director's
handbook states that the FAHR Committee "...recommends policies and
procedures regarding personnel, labor negotiations, insurers and coverage,
procurement procedures and other related activities as needed or appropriate".
Tonight the FAHR Committee is seeking direction from the Steering Committee
and the Board regarding the extent of its role in labor relations in anticipation of
pending negotiations with the SPMT.
From the point of view of staff and the General Manager, it appears to make the
most sense for the existing charter of the FAHR to remain as it was originally
envisioned in 1994. At that time, then-Chair John Cox, Peer Swan and others
conceived of the three-committee system we use today. Each committee has a
distinct and logical charter for developing and proposing policy matters that are
subsequently approved by the entire Board. Having each committee with
specific jurisdictional responsibilities gives staff the advantage of being to work
closely, efficiently and effectively with its governing board. The focus our three-
committee system provides has given the committees the opportunity to achieve
ea�euayenaa�s,ea, g commneew,vaawsao,rARRCWa M,d.
Page 1
timely consensus and given staff the ability to execute timely action. In the case
of labor negotiations, where the clock is always running, timeliness has great
value.
With respect to jurisdictional responsibility, it makes sense that labor negotiation
responsibilities remain with the FAHR. It is at this committee that all other
matters related to budget, staffing, and human resource policies are developed.
The Steering Committee has interest in some of these issues (as well as it does
with certain operational and capital projects matters). But its discussions are
more general and overarching and often are the precursor to the deeper and
more substantive discussions that occur within the three committees. As has
been its practice in the past, the Steering Committee may elect to provide advice
and general direction to the FAHR Committee on matters related to labor
negotiations. But in the end, it appears to staff that details and negotiating
parameters will emerge from the FAHR Committee, as has happened so
effectively over the last six years.
PROJECT/CONTRACT COST SUMMARY
None
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
N/A
ALTERNATIVES
The Steering Committee could elect to take on the responsibility of directing meet
and confer activities. Either as a committee of the whole or by forming an ad hoc
subcommittee, the Steering Committee could provide direction to staff and to
seek approval from the full board.
CEQA FINDINGS
N/A
ATTACHMENTS
N/A
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Page 2
STEERING COMMITTEE Meeung Date To 8E.of Dir.
03/28/01
AGENDA REPORT 17.Nygiber Item Numter
Orange County Sanitation District 6 t7
FROM: Blake Anderson, General Manager
Originator: Lisa Tomko, Director Human Resources & Employee
Development
SUBJECT: At-Will Employment Agreements for the Executive Management Team
GENERAL MANAGER'S RECOMMENDATION
Approve a new policy that grants authority to the General Manager to enter into at-will
employment agreements with each member of the Executive Management Team. See
attachment 1.
SUMMARY
In 1995, Don McIntyre was the first employee hired on an at-will basis at the Orange
County Sanitation District. Since that time, all newly appointed or newly promoted
members of the Executive Management Team (EMT) have entered into at-will
employment agreements, as authorized by Policy C10.00.
At the present time, the General Manager is authorized to enter into at-will employment
agreements with new members of the EMT. He is authorized to negotiate only salary,
provided the salary does not exceed the top of the approved range for the EMT position
in question. Currently benefits for all EMT members such as accumulated vacation,
sick leave, etc., are governed by policies within the Board-adopted Human Resources
Policies and Procedures Manual.
The employment relationship with at-will employees is different from that of a regular
exempt or non-exempt employee. Specifically, at-will employees serve at the pleasure
of the General Manager; they possess reduced job security, as there is no requirement
for progressive discipline procedures. Because these employees assume additional
risk, there is an expectation to negotiate the terms of an at-will employment agreement.
The General Manager requests the authorization to enter into at-will employment
agreements with each member of the EMT, allowing the General Manager to negotiate
salary and benefit packages within the guidelines listed in the attached policy. These
proposed guidelines, in summary, would be:
• Salary must be negotiated within the approved salary range identified for the
position.
• Severance packages will not exceed 6 months salary.
• Benefits may differ from those offered to other employees; however, the total
benefits package offered to each EMT member(e.g. medical, dental, vision
coverage, retirement, LTD, STD, vacation leave, sick leave, etc.) will not exceed (in
value) 39% of the incumbent's cash compensation (salary plus any applicable non-
C%TEMT fttR 028,0151emn,p Cwrvn 4ou100t
Fensem: erzose Page 1
base building merit increase). This 39% value of all benefits to cash compensation
rate is a fair value based on the current benefit value of EMT members and the
market. See attachment 2. '
• The value of the total compensation package will be evaluated annually against the
market. Adjustments will be considered where market comparisons and other
factors indicate they would be appropriate, and after results are first reported to the
Finance, Administration and Human Resources Committee. Market would be
determined through the use of the annual Executive Management Compensation
and Benefits Survey.
• Approval of each employment agreement by General Counsel (as to form).
Four of eight members of the EMT are currently not participating in the at-will program
due to various circumstances. The additional flexibility requested herein should provide
sufficient incentive to get all members of the EMT on an at-will program. This additional
flexibility will allow the General Manager to implement a consistent compensation
program for all EMT members, as well as provide a powerful managerial tool to
effectively manage his direct reports.
It is necessary to modify a bargaining unit for the classification of Assistant to the
General Manager effective July 1, 2001. This classification is currently in the
Professional bargaining unit. As a direct report of the General Manager and based on
the nature of the work performed, the General Manager recommends that this
classification should be moved to the Executive Management Team group. This
change, effective July 1, 2001 is consistent with the provisions of the Employer—
Employee Relations Resolution 99-24. See attachment 3.
PROJECTICONTRACT COST SUMMARY
Additional cost of EMT benefit compensation packages for FY01/02 compared to
present EMT benefit compensation packages is small, approximately $72,000.
Increased costs will be incurred related to minimal additional vacation time, increased
sick-leave payouts, etc.
BUDGET IMPACT
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)
Budget impact should be negligible in comparison to existing EMT compensation
packages.
ADDITIONAL INFORMATION
N/A
ALTERNATIVES
G IWi'APen0a Reoon 03]B 015iaenn0 Comm finy do(
.1.1.: MOM Page 2
• 1. Require individual at-will employment agreements be approved by the Board of
Directors.
2. Establish more stringent guidelines for at-will employment agreements than
proposed in the attached policy.
CEQA FINDINGS
N/A
ATTACHMENTS
1. Proposed at-will policy for EMT members.
2. Benefit Rate Value chart.
3. Human Resources Policy and Procedure C10.00, Exhibit A, Salary Schedule.
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Page 3
Orange County Policy Number: C180.00 DRAFT
Sanitation District Effective Date: 4/25/2001
Subject: At-Will Policy Supersedes: New Policy
Approved by:
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for the General
Manager's administration of the District's At-Will Agreement with Executive Management
Team members.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 Executive Management Team (EMT)
3.0 DEFINITIONS
4.0 POLICY
4.1 The General Manager is authorized to employ Executive Management Team members on an
"al-will"basis. Such status shall be memorialized by a written employment agreement
signed by the General Manager and the Executive Manager,acknowledging that the
Executive Manager shall serve at the pleasure of the General Manager. Any Executive
Management employee so employed on the date of adoption of this policy,who has not
signed an "at-will"agreement may voluntarily elect to do so, but may not be required to do
so.
4.2 Notwithstanding any other provislons of this policy or any prior Board action,the General
Manager is authorized to periodically adjust the rate of compensation and benefits for
Executive Management employees who have signed"at-will"agreements so long as no
adjustment exceeds the compensation permitted by the applicable salary range and the
value of all benefits does not exceed 39 percent(39%)of the incumbent's compensation
(salary plus any applicable non-base building merit increase).
4.3 Notwithstanding any other provisions of this policy or any prior Board action, the General
Manager may provide for compensation agreements for"at-will"employees, as well as
severance agreements, in accordance with the following guidelines:
4.3.1 Salary must be negotiated within the approved salary range identified for the
position.
4.3.2 Severance packages will not exceed 6 month's salary.
4.3.3 Benefits may differ from those offered to other employees; however,the total
benefits package offered to each"al-will"employee(e.g. medical,dental,vision
coverage, retirement,LTD, STD, vacation leave, sick leave, etc.)may not exceed (in
value)39 percent(39%)of the incumbent's compensation (salary plus any applicable
non-base building merit increase),
4.3.4 The value of the total compensation package will be evaluated annually against the
market. Adjustments will be considered where market comparisons and other
factors Indicate they would be appropriate,and results reported to the Finance,
Administration and Human Resources Committee. Market is determined through the
use of the annual Executive Management Compensation and Benefits Survey.
Page 1 of 2
4.3.5 General Counsel shall approve each employment agreement as to form.
5.0 PROCEDURE
5.1 Executive Management employees so employed on the date of adoption of this policy who
have not already signed"at-will"agreements may elect to do so. Employees who are hired
into the Executive Management Group after the date of adoption of this policy will be placed
on an"at-will"employment agreement.
5.2 Each"at-will"employment agreement will be agreed upon between the General Manager
and the Executive Management employee in accordance with the guidelines outlined in
Section 4.3 of this policy.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7.1 The provisions of this policy shall apply only to Executive Management Employees.
6.0 RELATED DOCUMENTS
Page 2 of 2
Orange County Sanitation District
Classifications By Employee Group
Executive Management
Pay Hourly Monthly Annual Hourly Monmly Annual FLSA
Rang¢ Minimum Minimum Minimum Maximum Maximum Maximum Classifications Status
E27 78.088 13.535 $162.423 7&OBS 13.635 $162.423 General Manager Exempt
E20 0.000 $0 0 $0 Assistant General Manager Exempt
E19 43.168 7,482 $89,789 89.319 12015 $144,184 Direcor W Engineering Exempt
E19 43.168 7,482 589,789 69.319 12015 $144.184 Director of Operations B Maintenance Exempt
_- _ _
E19 43.188 7,/82 2�.789 BB.319 12015 $114,184 Directord General Services Anminisha Exempt
E19 43.168 7,482 I $89,788 89.318 12015 $1/6,184 Director of Technical Services Exempt
E78 42580 7,387 588.568 - W1080 11,970 5143,845 Wrecierot Fxlance Exempt
E18 62580 7,381 $88,586 69.080 11,870 $143.645 Director of hsortnation Technology Exempt
E17 37.571 6,512 $78.148 59.314 10281 $123.373 Oireclor of Human Resources Exempt
E13 33218 5,761 -:'$%135 _. _-47.008 _k �*.717 4asislenttoths:Gerunl Manager Exempt
E13 33.238 5,761 569,135 47.008 8.148 $97,777 Communications Services Manager Exempt
Orange County Sanitation District
Classifications By Employee Group
Professional
Pay Hourly Monmly Annual Hourly YomYy Annual FLSA
Range Minimum Minimum Minimum Maximm u Maxinnm Maximum CMsaMcations Statue
E14 34.849 6.040 $72.486 49.321 8.549 $102,588 Chief Scientist Exempt
_.
C-12 33228 5,781 569143$ 47,0O111 GA" $BZ.]-TA Exempt
E13 33238 5.761 $69,135 47.069 %148 597,777 Senor Engineer Exempt
E12 31.665 5,489 $65,863 44.798 7,785 $93.180 Senior Scientist Exempt
E12 31.665 5.489 $65,863 44.798 7,765 $93.180 -Senior Regulatory Specialist Exempt
Ell 30.124 5,221 562658 42.618 7,387 $88.645 Engineer Exempt
. . _ _ _ _.
Eii 30.126 5227 562,858 42.818 7,387 $88.645 RStrmegic Implementation Leader Exempt
E1D 28.645 4,965 $59,584 40.578 7,034 $64,402 Secretary to the Board of DireMrs Exempt
E9 27.338 4.739 $56.a63 38.702 6.708 $80,500 Principal Administrative Analyst Exempt
E9 27.338 4,739 $%am 36.702 6.708 $80.5D0 Principal Engineering Associate Exempt
E9 27.338 4,739 f5&683 38.702 8,708_ $80.500 Pro)ect Specialist Exempt
E9 27.338 4,739 - S5&883 35.702 6,708 $80.500 Regulatory Specialist Exempt
E9 27.338 4,739 S56,883 38.702 8,708 S80,500 _Sdentlsl - Exempt
_.
E9 27.338 4,739 S5&863 38.702 8,708 580,500 Principal Accountant Exempt
_ . _ _
E9 27.338 4,739 558,883 38.702702 702 6,708 $80,500 Principal Financial Analyst Exempt
Ell25.899 1,506 554,078 36.789 8,377 _ f78.821 Associate Engineer III Exempt
Ell 25.999 4.566 $54,678 -. - 3&709 - 6.377 $78.527 Principal EnNronmantal Specialist Exempt
E8 25.999 4,506 $54,078 36.789 6,377 $76,521 Safety$Emergency Response Special Exempt
. _
E7 26.793 1297 E51.569 35.083 6,081 $72,973 Programmer Analyst Exempt
E7 24.793 4.297 $51,589 35.083 6,081 $72.973 Computer Ha dvrare Specialist Exempt
E7 24.793 4,297 $51.569 35.G83 6.051 $72.973 Telecommunications Specialist Exempt
_. _ _ _.
E7 24.793 4297 $51,569 3SA83 B4OB1 f72,973 Maintenance Planner Exempt
-_ _
E7 24.793 6297 51 3&083 6.081 $72,973 Contrails Atlministnlor Exempt
E7 24.793 6297 $51,568 35.083 6,O07 572,973 Engineering Contracts Administrator Exempt
E6 23.593 4,009 549.073... . 33.371 5,784 .Ii Principal Laboratory 8 Research Amaly; Exempt
Ell 23.593 6,089 349,073 33.371 5.781 5d .1/2 SmbrMnrinielrative Analyst Exempt
ES 22.481 3,897 SI6,760 31.798 5$12_ 568,140 Assacia0e Engineer II Exempt
ES 22A81 3.897 f46,760 31.798 5,512 SB8,140 SeniorAcceuntanl Exempt
E5 22A81 3,897 f46,700 31.768 012 $06,140 Senior Financial Analyst Eanq,t
E5 22,481 3.897 $46,760 31.798 &512 $66,140 Senior Environmental Specialist Exempt
E4 21.414 3,712 $44,541 30.326 5256 $63.078 Safety Representative Exempt
E4 21,4114 3.712 f44,541 30.326 5,256 $63.078 Programmer Exempt
E4 21A14 3,712 $44.541 30.328 5256 $63,078 Senior Buyer Exempt
E3 20.370 3,531 E42370 28.850 5,001 560,008 Aeaoaato Engineer I Exempt
E2 19.437 3,389 540,429 27.477 4,763 557,152 Contracts Specialist Exempt
El 18.464 3200 3*405 252M - 4,541 554,488 Accountant Exempt
E7 18.480 32GG 538,405_ 26.2111 4,511 _ S54,d88 Buyer Exempt
El 18A64 3,200 $38p05 26201 4.541 554,496 Financial Analyst Exempt
El 18.484 3,200 $38A05 26201 4,541 554,496 Management Analyst Exempt
BENEFIT RATE VALUE
RECOMMENDATION: use 39%benefit rate value for at-will policy
BENEFITS BENEFITS ALTERNATIVES
OCSD RATE MARKET RATE 37% Benefit 38%Benefit 39%Benefit 40%Benefit
Classification ACTUAL$ ACTUAL% ACTUAL$ ACTUAL% Rate Value Rate Value Rate Value Rate Value
Director of Engineering $43.634 33% $54,008 41% $48,707:? - $50,023 $51,340 $52,656
Director of Operations&Maintenance $41,576 33% $51,699 40% $46,727 $470989 $49,252 $50,516
Director of Technical Services $38,809 32% $49,931 37% $45,30$ $46,528 $47,752 $48,976
Director of Finance $38.600 32% $46,823 38% $45.146" $46.366 $47,587 $48,807
Director of Information Technology $37,101 29% $44,428 37% $47,891 $49.185 $50,479 $51,774
Director of HR/ED $32,529 30% $47,340 42% $39,825 $40,901 $41,978 $43,054
Communications Services Manager $27,170 30% $37,955 39% $33.023' $33,915 $34,808 $35,700
Assistant to the General Manager $32,677 36% $34,627 33% $34,017 $34,936 $35,856 $36,775
Notes:
Benefit rate value compared to Regular Salary+Bonus+Auto Allowance Total
Benefits include: Medicalldental/vision insurance, Life insurance,LTD/STD, Retirement, Defamed Compensation, Employee Assistance Program,
accrued Vacation/sick/personal time off and holiday
Shaded benefit rate value figures are under market
03121/2001
STEERING COMMITTEE Meetlng Dae TOBd.orolr.
3/29/01
AGENDA REPORT Itpp Number Item Number
Orange County Sanitation District - C.•
FROM: Blake P. Anderson, 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 Board 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. Huntington Beach Update
2. Annual Report Summary
3. Consider Special Purpose Discharge Permit (SPDP)
Wastewater Discharge User and Capital Facility Charges
PDC Committee: 1. Ratify Change Order No. 2 to Job No. J-52, Grit Removal
System
2. Establish budget for Job No. P2-85-1, Clarifiers E and G
Rehabilitation Project at Plant No. 2
3. Approve Consulting Services Agreement re Capital Project
Management Process Reinvention
4. Approve Addendum No. 8 to PSA for Job No. J-42, Plant
Automation/Reinvention Project
5. Approve plans and specifications for Contract No. 3-2-1,
Miller-Holder Trunk Sewer Siphon Replacement
6. Approve Professional Services Agreement for Trunk Sewer
Mapping Project
FAHR Committee: 1. Recommendation on 2001-02 User Fee
2. Consider 2001-02 Source Control Permit Fees
3. Consider 2001-02 User Fee Ratio Recommendations
4. Overview of Proposed 2001-02 Budget
5. Consider At-Will Contract Policy
6. Report on Communications Action Plan
PROJECTICONTRACT 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
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