Loading...
HomeMy WebLinkAbout2001-10 DRAFT MINUTES OF STEERING COMMITTEE ML'E fR�Gie: o Wednesday, October24, 2001 NOV yn8 2001 A meeting of the Steering Committee of the Orange County Sanitation District s / K held on Wednesday, October 24, 2001 at 5 p.m., in the District's Administrativ Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRE ENT: Directors Present: Thomas L. Woodruff, General Counsel Norm Eckenrode, Chair Don Hughes Peter Green,Vice Chair Ryal Wheeler Pat McGuigan, Chairman, OMITS Committee Doug Korthof Steve Anderson, PDC Committee Jim Hinch Shirley McCracken, Chairman, FAHR Committee Jim Silva, County Supervisor STAFF PRESENT: Blake Anderson, General Manager Directors Absent: Greg Mathews, Assistant to the General None Manager Mike Moore, ECM Manager Lisa Murphy, Communications Manager Jean Tappan, Committee Secretary (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 September 26, 2001 Steering Committee meeting were approved as drafted. (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Norm Eckenrode reported on the NWRI Urban Watershed Conference that he attended last week in Costa Mesa. He also reminded the Directors of the Workshop scheduled for Minutes of the Steering Committee Page 2 October 24,2001 Saturday, November 3 between 8 and 11 on issues relating to the ocean discharge permit application. He encouraged the Directors to invite their fellow council members. (6) REPORT OF THE GENERAL MANAGER General Manager Blake Anderson reported that he would be presenting a recommendation to the FAHR Committee and the Board in November to re-establish an early retirement incentive that will add two years of service credit for employees retiring through March 31, 2002. This program has been offered in five of the last six years; the only difference is that certain positions may be backfilled in accordance with the Five-year Staffing Plan. Mr.Anderson discussed the Regional Board's proposed Water Discharge Requirements for local sewer systems. This program is based on the federal CMOM regulations that remain under review by EPA, and address the operations of local sewer systems that feed regional systems like OCSD. OCSD may be asked to take on training, outreach, reporting, data management, standards development, and other service area-wide coordinating administrative tasks. We will not have operational and maintenance responsibilities. There will be a workshop on December 7 to discuss the proposed regulations with adoption by the Regional Board scheduled for February or March. Director McGuigan requested that flexibility be a major component. The Directors were reminded of the OCSD Cooperative Projects program that provides 50%funding toward city projects that improve the sewer systems in our service area. Staff will continue to monitor the program. The Regional Board is nearing completion on the third stormwater permit issued to the County and the cities. The issues are whether to control discharges as they enter the storm drain system or as they leave storm drain systems and into receiving water,and whether mitigation must be done parcel-by-parcel or regionally. Dry weather runoff diversions will be continued. This permit was originally scheduled for adoption on December 7, but it has been delayed. Staff will continue to monitor this program as well. The second meeting of the SARI Relocation Joint Management Committee occurred on October 23. Three members from each of the boards of OCSD and SAW PA plus staff worked out a 50:50 cost- sharing formula for engineering costs necessary to reevaluate the alternatives for protecting the portion of the line in the Santa Ana River. The interim improvements are expected to be complete by the target date of December 1. It was suggested that a feasibility report be prepared on the impacts of returning the line to SAW PA. Lisa Murphy, Communications Manager, reported that 3100 copies of the SARI News, a newsletter on the project,were mailed to residents and businesses in Anaheim Hills and Yorba Linda. The dates for the County-wide Leadership Symposium has been set for January 13-15, 2002 at the UCLA Conference Center at Lake Arrowhead. This retreat, entitled"Leading Our Communities: Being the Change We Seek,"will be offered to electeds on regional authorities, the League of California Cities-Orange County executive committee and the Board of Supervisors. It will provide tools and principles that can be applied to issues facing the county, rather than focusing on the particular issues. Twenty staff members participated in the fourth annual tabletop emergency response training exercise today as a tune-up on dealing with high flows that could occur this winter. The results were encouraging and it went well. Deficiencies will be corrected as soon as possible. Minutes of the Steering Committee Page 3 October 24, 2001 In November, the OMITS will review the due diligence report on the ICOR facility, a Class A biosolids operation. Action will be required by the OMITS Committee in December. The major Issue is marketability of the product. The committee suggested review by the FAHR Committee, as this is a major expenditure. (7) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff reported that the November 19 date for the Crow Winthrop trial is going forward. The first Item listed in Closed Session has been settled and will be removed. Another case involving defective parts was also settled. (8) DISCUSSION ITEMS (Items A-B) A. Proposed Policy re Communications Disclosures on GW RS Mr. Woodruff reported that the resolution on the Steering Committee and Board agendas was prepared by Counsel to Include a twelve-month time line as indicated in the meeting minutes. However,the resolution approved by the Orange County Water District did not Include the twelve-month time line. A revised resolution was presented to the directors for review omitting the time line. Director McCracken asked that the resolution be revised to address communications specifically about the projects. Motion: Moved, seconded and duly carried to recommend that the Board approve a resolution establishing a policy and procedure for disclosure of contacts or communications with the following revision to Section 1: "That the Joint Cooperative Committee Members involved with the approval of contracts for the Groundwater Replenishment System shall publicly disclose any communications, including name and date, that they have had with any prospective consultant, supplier, or contractor pertaining to the project under consideration, to the Joint Cooperative Committee prior to voting on an Item involving said consultant, supplier, or contractor." B. The Agenda Items scheduled to be reviewed by the Board's working committees in November were reviewed. (9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY At Chairman Eckenrode request, Director Jim Silva will take the lead on Board Agenda Item 16, Revisions to Reservists Leave policy. Director Silva has a son and daughter currently serving in the military. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. Minutes of the Steering Committee Page 4 October 24, 2001 (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 Director McCracken asked that the Directors be polled again during tonight's Board meeting to see whether there will be a quorum at the December 19 Board meeting, and if not to consider rescheduling it. Three of the Steering Committee members will be attending the annual conference of the League of California Cities,which was rescheduled from October. The next Steering Committee meeting is scheduled for November 28, 2001 at 5 p.m. The next Board Meeting is scheduled for November 28, 2001 at 7 p.m. (13) CLOSED SESSION The Committee convened at 6:18 p.m. in Closed Session, pursuant to Section 54957, to discuss new security measures for District facilities and the General Manager's Annual Performance Evaluation and Compensation. Minutes of the Closed Session are on file with the Board Secretary. The minutes of the Joint Board will report on the actions when they are approved. At 6:55 p.m., the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:55 p.m. Submitted by: J 'Tappan t ring Committee Secretary c9w.melepe,ASLSIxrFq UmnWeeWllOd11d1101 Sc M+Nes.�l c STATE OF CALIFORNIA ) )SS. COUNTYOFORANGE ) 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, October 24, 2001, was duly posted for public inspection in the main lobby of the Districts offices on Thursday, October 18, 2001. IN WITNESS WHEREOF, I have hereunto set my hand this 24th day of October, 2001. /�' Penny Kyle, Sdclretary of a Board of Directors of Orange County Sanitatiorf District Posted: D , 2001, 'DO �m. By: ignature wpdo6gml VcommUm ing.fm ORANGE COUNTY SANITATION DISTRICT pWa: 9141 962-2411 1«: (714)962Ld56 u«v.aad.«m Pa Box Bit] Favmai V ft'.Ca 9272&8127 NOTICE OF MEETING m admmn: OFTHE 1 BB44aos Awn"` STEERING COMMITTEE 92]BB-]Oi8 ORANGE COUNTY SANITATION DISTRICT Nnnpar np«al« s M.N. WEDNESDAY, OCTOBER 24, 2001 • 5 P.M. . Vhalm ere. 9.ena Park DISTRICT'S ADMINISTRATIVE OFFICE F.naai we 10844 ELLIS AVENUE F"p`r Gallen crave. FOUNTAIN VALLEY, CALIFORNIA 92708 remdnpwn Beam I r mra pwm Le 4im ie . m Alamads Napyns rave Plemnd. A regular meeting of the Steering Committee of the Board of Directors of °ald. Orange County Sanitation District will be held at the above location, date and .1 B«M time. fiael on Ranron parkoil.Park Lntl. County tl Onnpe ".kary GI«Hna Coup M.s. Midway CLy tllaar BIRHaa Irnnc P.ncn T.mBIOW,n-aIldMl ..IBadaBnlP 11 Waat..'.,Bnd WBlar I'a50YfC¢IILn.9BTal1L. STEERING COMMITTEE AND BOARD MEETING DATES FOR THE NEXT TWELVE MONTHS Wednesday, October24, 2001 Wednesday, November28, 2001 Wednesday, December 19, 2001* Wednesday, January 23, 2002 Wednesday, February 27, 2002 Wednesday, March 27, 2002 Wednesday, April 24, 2002 Wednesday, May 22, 2002 Wednesday, June 27, 2002 Wednesday, July 17, 2002* Wednesday, August 28, 2002 Wednesday, September25, 2002 Wednesday, October 23, 2002 *Tentatively rescheduled from regular fourth Wednesday. STEERING COMMITTEE (1) Roll Call: Meeting Date: October 24, 2001 Meeting Time: 5 p.m. Meeting Adjourned: Committee Members Norm Eckenrode, Chair Peter Green,Vice Chair Steve Anderson, Chair, PDC Committee Pat McGuigan, Chair, OMTS Committee Shirley McCracken, Chair, FAHR Committee Jim Silva,Supervisor Others Thomas L.Woodruff, General Counsel Don Hughes Staff Present Blake P. Anderson, General Manager................................. Bob Ghirelli, Director of Technical Services........................ David Ludwin, Director of Engineering................................ Patrick Miles, Director of Information Technology............... Robert Ooten, Director of Operations& Maintenance......... Gary Streed, Director of Finance......................................... Lisa Tomko, Director of Human Resources ........................ Greg Mathews, Assistant to the General Manager............. Lisa Murphy, Communications Manager............................. Jean Tappan, Secretary....................................................... c: Lenora Crane AGENDA REGULAR MEETING OF THE STEERING COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, OCTOBER 24, 2001 AT 5 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 Once 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. All current agendas and meeting minutes are also available via OCSD's Internet site located at www.ocsd.com. Upon entering OCSD's web site, please navigate to the Board of Directors section. (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 three 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). Book Page 1 -2- October 24,2001 Agenda (4) APPROVE MINUTES OF PREVIOUS MEETING Approve draft minutes of the September 26,2001 Steering Committee meeting. (5) REPORT OF COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER A. Early Retirement Incentive (7) REPORT OF GENERAL COUNSEL (8) DISCUSSION ITEMS (Items A-B) A. Joint Cooperative Committee Members Communication with Prospective Consultants and Suppliers (Blake Anderson) B. Review Agenda Items scheduled to be presented to Committees in November (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 W HICH A DIRECTOR MAY W ISH 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, November 28, 2001. The next Board Meeting is scheduled for 7 p.m., Wednesday, November 28, 2001. (13) 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. Book Page 2 -3- October 24, 2001 Agenda 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 confer with General Counsel re: 1. Anticipated Litigation. California Government Code Section 54956.9(c): One (1) potential case. 2. Discussion of new security measures for District Facilities, pursuant to Government Code Section 54957. 3. General Manager's Annual Performance Evaluation and Compensation (Section 54957.6) B. Reconvene in regular session C. Consideration of action, if any, on matters considered in closed session. (14) ADJOURNMENT jt G:\WP.DTAWGENDALSTEERING C0MMrrTEFO1WCT10W1 AGENGA.MEMNGCA E DMMD RJLLCALL SHEUMC 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: jtappanno.ocsd.Com Book Page 3 DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, September 26, 2001 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, September 26,2001 at 5 p.m.,in the Districts Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Roy Moore, Director, Guest Norm Eckenrode, Chair Thomas L. Woodruff, General Counsel Peter Green,Vice Chair Don Hughes Pat McGuigan, Chairman, OMTS Committee Doug Korthof Steve Anderson, PDC Committee Don Schultz Shirley McCracken, Chairman, FAHR Committee Denis Baker Jim Silva, County Supervisor Ryal Wheeler Directors Absent: STAFF PRESENT: Blake Anderson, General Manager Bob Ghirelli, Director of Technical Services Greg Mathews, Assistant to the General Manager Patrick Miles, Director of Information Technology Lisa Murphy, Communications Manager Jean Tappan, Committee Secretary (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS Mr. Doug Korthof spoke on eliminating the 301(h)waiver and indicated that Newport Beach voted unanimously to support secondary treatment He also expressed concern about the amount of reserves and the potential liability issues of not disclosing low levels of pollution. He is going to be requesting that a data collection program be set up on people who have reported getting sick from going into the ocean. He also requested that a hot line be established with a live person answering the phone, not just an answering machine. Mr. Don Schuh expressed his appreciation for allowing volunteers to help with the summer studies. He said that it gave them an opportunity to work directly with professionals from several different fields. Book Page 5 Minutes of the Steering Comriwttee Page 2 September 26, 2001 (4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the August 22,2001 Steering Committee meeting were approved as drafted. (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Norm Eckenrode reviewed a memo outlining a conflict between the League of California Cities annual conference and the Sanitation District's December Board meeting. Motion: Moved, seconded and duly carried to keep the December 19, 2001 meeting date. Chair Eckenrode also reported on the SAW PAIOCSD Joint Management Committee meeting that was held on September 251n an attempt to reach agreement on the SARI line and related issues. Three additional monthly meetings have been scheduled. (6) REPORT OF THE GENERAL MANAGER General Manager Blake Anderson reported that the next Directors Workshop is scheduled for Saturday, November 3, between 8 and 11 at the Sanitation District. The issues to be discussed are the progress on the ocean monitoring program and the beginning of discussions on the science, technology,review of the costs and financing of levels of treatment. Notification will be sent to all directors. The Orange County Water District will hold a quarterly GW RS workshop on Saturday, November 17 at its office. There are four members of the District's staff who are reservists. They are potentially subject to active duty. Staff asked the Committee members to consider revising the military leave policy to allow these employees to receive pay and family benefits if they are called to serve. Motion: Moved, seconded and approved to authorize staff to prepare a revision to the Military Leave policy and present it to the Directors for approval at the October Board meeting. Director Pat McGuigan expressed concern about the potential fiscal and operational impacts reported at the Regional Board's workshop on the draft stornwater permits. Action: Bob Ghirelii will prepare a report for all directors and city managers on this workshop. A status report will also be prepared on the CMOM program. (7) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff reported that staff has received information regarding the establishment of new security measures for the District's facilities, and these discussions need to be held in closed session per Government Code Section 54957. Motion: Moved, seconded and duly carried to add a discussion of security issues to the closed session agenda. Book Page 6 Minutes of the Stewing Committee Page 3 September 26,2001 Mr. Woodruff reported that Crow Winthrop had filed a second lawsuit challenging the fee ordinance. The original case is scheduled for trial on November 19. The District sent a letter to Crow Winthrop about damage by a contractor to a telephone conduit serving the Michelson Pump Station, and advising Crow Winthrop that an invoice will be forthcoming to pay the costs of having to manually monitor the Pump Station during the time it took to repair the line. This line provides remote telemetry to the control center on the operating status of the Pump Station. The contractor has also demolished the landscaping that was required by Crow Winthrop around the Pump Station and reimbursement is being requested. Mr. Woodruff described the recommended changes to a District Resolution, as well as the enactment of several Ordinances, most of which are housekeeping issues. They cover requiring claims by public agencies, establishing a statute of limitations period of 90 days for writs of mandate, correcting meeting times for Board and Committee meetings, and changes to the public comments portion of agendas. The last Item was changing from Robert's Rules of Order to the Districts own Rules of Order for conducting meetings. Motion: Moved, seconded and duly carried to authorize General Counsel to prepare the necessary revisions and recommendations for consideration at the October Board Meeting" (6) DISCUSSION ITEMS(item A) A. The Agenda items scheduled to be reviewed by the Board's working committees in October were reviewed. (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 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 October 24, 2001 at 5 p.m. The next Board Meeting is scheduled for October 24, 2001 at 7 p.m. Baok Page 7 Minutes of the Steering Committee Page 4 September 26, 2001 (13) CLOSED SESSION The Committee convened at 5:55 p.m. in Closed Session, pursuant to Government Code Sections 54957 and 54957.6, to discuss security issues, and review and approve the General Manager's Annual Performance Evaluation and Compensation. Confidential Minutes of the Closed Session held by the Board of Directors have been prepared in accordance with California Government Code Section 54957.2, and are maintained by the Board Secretary in the Official Book of Confidential Minutes of Board and Committee Closed Meetings. A report of the recommended actions will be publicly reported at the time the approved actions become final. At 6:37 p.m.,the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:37 p.m. Wa byan ommittee Secretary G.twy.pekppntlxlSYaervp CpnmMeeblLSppW9]N'I SC MhWpxMe Book Page 8 STEERING COMMITTEE Meeting Date To ad.of Dr. 10/24/01 10/24/01 AGENDA REPORT Item Number Item Number e a 15(O Orange County Sanitation District FROM: David A. Ludwin, Director of Engineering Originator: Wendy Sevenandt, Project Manager SUBJECT: GROUNDWATER REPLENISHMENT SYSTEM, JOB NO. J-36 DIRECTOR COMMUNICATION WITH PROSPECTIVE CONSULTANTS AND SUPPLIERS GENERAL MANAGER'S RECOMMENDATION Adopt Resolution No. OCSD 01-19, Establishing a Policy Procedure for Disclosure of Contacts or Communications Between the Joint Groundwater Replenishment System Cooperative Committee Members and Prospective Consultants, Suppliers, and Contractors Bidding for Work in Connection with the Groundwater Replenishment System. SUMMARY • At the JCC meetings of July 9 and September 10, 2001, a draft policy regarding contacts between Board members and prospective Consultants and Suppliers was reviewed and discussed. • During the September 10, 2001 meeting, Staff was directed to simplify the proposed policy. • The revised policy and resolution was discussed at the September 24, 2001 JCC meeting and recommended for approval by both Boards of Directors. PROJECT/CONTRACT COST SUMMARY This item has no financial impact. BUDGETIMPACT ® This item has been budgeted. (Line item: 2001-02 CIP Budget Sec. 8, page 152) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ❑ Not applicable (information item) This action does not require any expenditure of budget. ADDITIONAL INFORMATION Please refer to the September 24, 2001 JCC Agenda Item Submittal. Gw UUWpeMa4IW'g Cam KMV10C1102101 a A GWnS d.1. AR wnNd. arsda, Page 1 Book Page 9 ALTERNATIVES Not adopting the Joint Cooperative Committee(JCC) recommendation. CEQA FINDINGS The Environmental Impact Report for the Groundwater Replenishment System was certified by the Orange County Sanitation District and Orange County Water District Board of Directors on March 24, 1999. ATTACHMENTS September 24, 2001, JCC Agenda Item Submittal Re: Director Communication with Prospective Consultants and Suppliers Proposed Resolution No. OCSD 01-19 WS:jak G.by.MaYramh\BovtlppeMa gepgr 1B MApmN RMv+t\1DJI\15.[.GWR9WMm¢m,unloOm.Ex + Page 2 Book Page 10 Revised Agenda Item #5 AGENDA ITEM SUBMITTAL Meeting Date: September 24, 2001 Budgeted: N/A Funding Source: OCWD/OCSD/Grants To: Joint Groundwater Replenishment Program/Line Item No.: 501-4030-600.70-01 System Cooperative Committee Cost Estimate: N/A From: William R. Mills Jr. General Counsel Approval: N/A Blake Anderson Project Report Approved: Yes CEQA Compliance: Yes Staff Contact: Tom Dawes Subject: JOINT COOPERATIVE COMMITTEE MEMBERS COMMUNICATION WITH PROSPECTIVE CONSULTANTS AND SUPPLIERS SUMMARY At the regular Committee meetings of July 9 and September 10, 2001, a communications policy for disclosing contact between prospective consultants and suppliers and Committee members was discussed. During the September 10 meeting, staff was directed to simplify the proposed policy. A new policy has been prepared for Committee review. RECOMMENDATION Recommend to OCWD/OCSD Boards: Consider adopting policy regarding Joint Groundwater Replenishment System Cooperative Committee communication with prospective consultants and suppliers. DISCUSSION/ANALYSIS Attached€eNewiag is a Bait Policy and Resolution for consideration regarding communications between JCC members and consultants, suppliers or contractors seeking work on the GW R System: DRArr P01 iry ono S PPI ICIRC FOR THE GROI IN[ANATCO REPI CNISHMENT SYSTEM 0 RGludiRg name and date, that they have had with aRy PFE)6PeGt!Ve GGASU'taRl PRIOR COMMITTEE ACTIONS: July 9 and September 10, 2001. - 1 - Book Page 11 RESOLUTION NO. ESTABLISHING A POLICY AND PROCEDURE FOR DISCLOSURE OF CONTACTS OR COMMUNICATIONS BETWEEN THE JOINT GROUNDWATER REPLENISHMENT SYSTEM COOPERATIVE COMMITTEE MEMBERS AND PROSPECTIVE CONSULTANTS SUPPLIERS, AND CONTRACTORS BIDDING FOR WORK IN CONNECTION WITH THE GROUNDWATER REPLENISHMENT SYSTEM A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT ESTABLISHING A POLICY PROCEDURE FOR DISCLOSURE OF CONTACTS OR COMMUNICATIONS BETWEEN THE JOINT GROUNDWATER REPLENISHMENT SYSTEM COOPERATIVE COMMITTEE MEMBERS AND PROSPECTIVE CONSULTANTS, SUPPLIERS, AND CONTRACTORS BIDDING FOR WORK IN CONNECTION WITH THE GROUNDWATER REPLENISHMENT SYSTEM WHEREAS, the Orange County Sanitation District and the Orange County Water District plan to build Phase 1 of the Groundwater Replenishment System ("System"); and WHEREAS, it is estimated that the planning, design, development, and construction of Phase I of the System will cost approximately Three Hundred Fifty-Two Million ($352,000.00) Dollars; and WHEREAS, in connection with the planning, design, development, and construction of the System, the Joint Cooperative Committee Members will make decisions on many millions of dollars in contracts. When a Committee Member receives information from a prospective consultant, supplier, or contractor outside of a public meeting, that information may provide an unfair advantage to the consultant, supplier, or contractor if the information is not shared with other Members of the Committee and the public. The reality or perception of favoritism undermines public confidence in the integrity of the decision-making process; and WHEREAS, the Board finds that the public interest would be best served by adopting a disclosure policy and procedure. The policy and procedure will promote the open, objective, and impartial conduct of the Committee's business, while maintaining an opportunity for the public to present views to the Joint Cooperative Committee. W SS-TLW:pJ:0-3:10117/01:162689 1 Book Page 12 NOW,THEREFORE,the Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE, AND ORDER: Section 1: That the Joint Cooperative Committee Members involved with the approval of contracts for the Groundwater Replenishment System shall publicly disclose any communications, including name and date, that they have had with any prospective consultant, supplier, or contractor, to the Joint Cooperative Committee twelve (12) months prior to voting on an item involving said consultant, supplier, or contractor. PASSED AND ADOPTED at a regular meeting held , 2001. Chair ATTEST: Board Secretary WSS-TLw:vlD�T+a77/oi:ia2ees 2 Book Page 13 STEERING COMMITTEE Meeting Date To ed.or Dir. 10/24/01 AGENDA REPORT 1�nrvymber Item Number Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Jean Tappan, Committee Secretary SUBJECT: November Agenda Items for Consideration by Working Committees GENERAL MANAGER'S RECOMMENDATION Review with staff the agenda items tentatively scheduled for review by the Working Committees in November. 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 for consideration by the Committees in November: OMTS Committee: 1. Ocean Discharge Issues Update (Information item) 2. Consider recommendations re ICOR composting facility 3. Consider Amendment to Cyclus Contract 4. Consider Fuel Mixing Study for Central Generation PDC Committee: 1. Approve Closeout Agreement and Notice of Completion for Dust Collection Systems for Plants Nos. 1 and 2 Carpenter Shops, SP19960034R 2. Approve Professional Services Agreement for Gisler-Redhil Trunk Improvements, Reach B, Contract No. 7-37 3. Approve Addendum No. 2 to Professional Services Agreement for Replacement of Back Bay Trunk Sewer, Contract No. 5-46 4. Approve Addendum No. 1 to Professional Services Agreement for Comprehensive Odor Control Assessment, Job No. J-71-4 5. Approve Addendum No. 1 to Peak Flow Management, Job No. J-67 6. Approve Plans and Specifications and Award Construction Contract for Interplant Microwave Data Transmission Project, SP-44 7. Report on Ocean Discharge Permit Workshop No. 2 (Information item) 6. Status of Investigation and Repair of Ocean Outfalls, Job No. J-39 (Information item) Book Page 15 FAHR Committee: 1. Report on Ocean Discharge Permit Workshop No. 2 (Information item) 2. Selection of Financial Advisory Firm for 2001-02 CIPs 3. Consider 2001-02 First Quarter Financial Report 4. Consider 2000-2001 Comprehensive Annual Financial Report 5. Consider Compensation and Classification Report Recommendations 6. Update(s) to Human Resources Policies and Procedures 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 N/A ALTERNATIVES N/A CEQA FINDINGS Not a project. ATTACHMENTS N/A jt GM.malepamvsi WCamm W I W 10201 U9OM rn Nw-r.Eoc Page 2 Book Page 16 COPIES r-o MIMORANIDUM - S r-F�^4 t>A- a — L00r vt,J 7b Blake Anderson,OCSD —G FA c fz FROM: DavldR.French — 00 r 6 THRU: Et(c Sapirstem — wt s.t2 PN�f —DarE: October 1p,7ppl 3AL4H � la,tq trrfws SUBJHC.r. Hearing on Water7nfmshucture Security — COO tt onDc416e�iDrtheliause�wnmi�tee on_ Bnv roament held a beefing to asses¢the threat to water and wastewater infrasbuetute from potential terrorist activity- The hearing focused on efforts federal agencies, local governmerua, and private sector entities arc taking to jutiort utilities,plant'denis and fe ser9oiia and federally owned power plats from chemical or biological incideam Wimmses included the Director of the Federal Bureau of Investigation's National Infrastructure Protection Center,Assistant Secretary of the Amry for Civil Works,the Chairman of the Board of Directors of the Tennessee Valley Authority,and the Environmental Protection Agarcy's Special Assistant m the Administrator for Homeland Security. A witness list follows below. Marianne Lamont Horinko,Assistant Administrator,Office of Solid Waste and Emergency Response testified on the Agency's response:to the September 11 terrorist attacks and responsibility for critical water in$astruclure under the Presidential Decision Directive 63 (btip:/Aw -fas.orgrirp/offdocs/paper598.btm). FPA is working closely with water companies an#Municipalities to test for a¢umber of uh=iwl and biological agents. Ronald Dick,Diroeuxr, Net ional Infrastructure Protection Center, Federal Bureau of Investigation testified that they are reaching out to local water agencies to provide threat assessment and technical assistance. FBJ les(imony downplayed the danger to the nation's water supply from chemical or biological wempons. Dick emphasized that there arc no credible threats at this time. John Sullivan,AMWA President,testified in support of funding for research and development projects concerning the security of water imfrastmetur a. Sullivan discussed an AM WA proposal to authorize a five-year terrorism protection research program for water and wastewater programs. Members focused on the ability of the entities to address physical and cybcr threats to water systems,the need to improve information sharing and analysis efforts,and providing water o ompunics and municipalities with fdaal Imi niwl assistaucu and training.Comerniuce Chairman,John Duncan(R-IN),stated that appropriators believe over 5 1.5 trillion will be spent over the nerd ten years by Congress on homeland security needs. However,he emphasized Ural Congress should fully and carefully seratmize all"security"funding proposals. Book Page 17 Outlook: As part of this hearing,members tecciv¢d a classified-closod session briefing from the Army Corps of Engineers. The hrefmg,lWong with the sensitive nature of the hosting,kept member questions and statements to a xmipum. It is clear that members arc very conoemed about the vulnerability of the nation's water Infrastruelurc to chemical or biological assault This concern is creating a groundswell of mppoo in Congress for water and wastewater infrastructure funding to be a component of an economickimulus package. Investment in water infrastructure is being accepted as a way to reinvigorate tJte economy and part of a comprehensive national strategy to secure water infrastructure from potential terrorist activity. This hearing made it clear that the subcommittee plans to pursue funding to support the security of uur nation's drinking and wastewater facilities. MIReISJUM Ronald Dice, Director,National Infrastucture Protection Centor,Federal Bureau of Investigation Michael Parker,Assistant Secretary of the Army(Civil Works) Glenn L.McCullough,Jr.,Chairman,Board of Directors,Tennessee Valley Authority Marianne Lamont Herimko,Assistant Administrator,Office of Solid Waste and Enrcr>;em;y Response, U.S. Emironmeatal Protection Agency Beverly O'Neill,Mayor,Long Beach,California JetBey J.Danneek Depart=t Manager,Security Systems and Technology Center,Samfia National Laboratories John P.Sullivan,Jr.,Chief Engineer,Boston Water and Sewer Cotnmission,and President, Association of Metropolitan Water Agencies Patrick T.Kerney,Director, Metropolitan Sewer District of Greater Cincinnati,On behalf of the Association of Metropolitan Sewerage Agencies Randy Spelght,Senior Director,Regulatory A rTars,American Chemistry Council Joanne Moreau,Director,Office of Emergency Pmparedness,East Baran Rouge Parish, Louisiana Book Pare 18 Orange County Sanitation District (714) 962-2411 www.ocsd.com mailing address: P.O. Box 8127 Fountain Valley, California 92728-8127 street address: 10844 Ellis Avenue Fountain Valley, California 92708-7018 Published an recycled paper i ORANGE COUNTY SANITATION DISTRICT Pinson: 014)982-2411 +..: (7141982{ 58 ewuw.a .a.: P.O. Fm8127 F ntsn Valley C 92728.8127 NOTICE OF MEETING acre .a.aem : OF THE s Unt..nvaaKwe rnullC92 STEERING COMMITTEE Vwy.18 e g2]0B-]018 ORANGE COUNTY SANITATION DISTRICT ueweer nonunion • Md.. WEDNESDAY, OCTOBER 24, 2001 - 5 P.M. Aneha,m Bree Buene Pork DISTRICT'S ADMINISTRATIVE OFFICE Cryrass ruunrem 10644 ELLIS AVENUE `°'ia,wn Galen Grove FOUNTAIN FOUNTAIN VALLEY, CALIFORNIA 92708 MunGngmn Bescn ne to Hanm B Peana Los s Newpnrt rc Bew Beach A regular meeting of the Steering Committee of the Board of Directors of �en3a AHaca no Orange County Sanitation District will be held at the above location, date and wre Aena time. Seel S aniotanw n team Mle Park Yo^lrn Lntlu county of orange 8enitery M.N. costa Mew Antlwey Gty water eben..e /vine Ranch To maintain world-dace leatlerchip m wastewater and water resource management. STEERING COMMITTEE AND BOARD MEETING DATES FOR THE NEXT TWELVE MONTHS Wednesday, October 24, 2001 Wednesday, November 28, 2001 Wednesday, December 19, 2001' Wednesday, January 23, 2002 Wednesday, February 27, 2002 Wednesday, March 27, 2002 Wednesday, April 24, 2002 Wednesday, May 22, 2002 Wednesday, June 27, 2002 Wednesday, July 17, 2002' Wednesday, August 28, 2002 Wednesday, September 25, 2002 Wednesday, October 23, 2002 'Tentatively rescheduled from regular fourth Wednesday. STEERING COMMITTEE (1) Roll Call: Meeting Date: October 24, 2001 Meeting Time: 5 p.m. Meeting Adjourned: Committee Members Norm Eckenrode, Chair Peter Green,Vice Chair Steve Anderson, Chair, PDC Committee Pat McGuigan, Chair, OMTS Committee Shirley McCracken, Chair, FAHR Committee Jim Silva, Supervisor Others Thomas L. Woodruff, General Counsel Don Hughes Staff Present Blake P.Anderson, General Manager................................. Bob Ghirelli, Director of Technical Services........................ David Ludwin, Director of Engineering................................ Patrick Miles, Director of Information Technology............... Robert Ooten, Director of Operations &Maintenance......... Gary Streed, Director of Finance......................................... Lisa Tomko, Director of Human Resources........................ Greg Mathews,Assistant to the General Manager............. Lisa Murphy, Communications Manager............................. JeanTappan,Secretary....................................................... c: Lenora Crane AGENDA REGULAR MEETING OF THE STEERING COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, OCTOBER 24, 2001 AT 5 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California In accordance with the requirements of Calilornia 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 Rem 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, if will be done in compliance with Section 54954.2(b) as an emergency Rem 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. All current agendas and meeting minutes are also available via OCSD's Internet site located at www.ocsd.com. Upon entering OCSD's web site, please navigate to the Board of Directors section. (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 three 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). Book Page I -2- October 24, 2001 Agenda (4) APPROVE MINUTES OF PREVIOUS MEETING Approve draft minutes of the September 26,2001 Steering Committee meeting. (5) REPORT OF COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER A. Early Retirement Incentive (7) REPORT OF GENERAL COUNSEL (8) DISCUSSION ITEMS (Items A-B) A. Joint Cooperative Committee Members Communication with Prospective Consultants and Suppliers (Blake Anderson) B. Review Agenda Items scheduled to be presented to Committees in November (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, November 28, 2001. The next Board Meeting is scheduled for 7 p.m., Wednesday, November 28,2001. (13) 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. Book Page 2 -3- October 24, 2001 Agenda Reports relating to (a) purchase and sale of real properly; (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 confer with General Counsel re: 1. Anticipated Litigation. California Government Code Section 54956.9(c): One (1)potential case. 2. Discussion of new security measures for District Facilities, pursuant to Government Code Section 54957. 3. General Manager's Annual Performance Evaluation and Compensation (Section 54957.6) B. Reconvene in regular session C. Consideration of action, if any,on matters considered in closed session. (14) ADJOURNMENT jt G\WPOTAMGENDAIMEERINGCOWIT E01'O V02401 AGENDA.MEETING CALENDAR AND ROLL MI SNEET.DOC 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 Ball) Secretary: Jean Tappan (714)993-7101 62-0356(Fax) E-mail: itaDDan(WOCSd.COrl Book Pate 3 DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, September 26, 2001 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, September 26,2001 at 5 p.m., in the Districts Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Roy Moore, Director, Guest Norm Eckenrode, Chair Thomas L. Woodruff, General Counsel Peter Green,Vice Chair Don Hughes Pat McGuigan,Chairman, OMITS Committee Doug Korthof Steve Anderson, PDC Committee Don Schultz Shirley McCracken, Chairman, FAHR Committee Denis Baker Jim Silva, County Supervisor Ryal Wheeler Directors Absent: STAFF PRESENT: Blake Anderson, General Manager Bob Ghirelli, Director of Technical Services Greg Mathews,Assistant to the General Manager Patrick Miles, Director of Information Technology Lisa Murphy, Communications Manager Jean Tappan, Committee Secretary (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS Mr. Doug Korthof spoke on eliminating the 301(h)waiver and indicated that Newport Beach voted unanimously to support secondary treatment. He also expressed concern about the amount of reserves and the potential liability issues of not disclosing low levels of pollution. He is going to be requesting that a data collection program be set up on people who have reported getting sick from going into the ocean. He also requested that a hot line be established with a live person answering the phone, not just an answering machine. Mr. Don Schultz expressed his appreciation for allowing volunteers to help with the summer studies. He said that it gave them an opportunity to work directly with professionals from several different fields. Book Page 5 I Minutes of the Steering Committee Page 2 September 26, 2001 (4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the August 22, 2001 Steering Committee meeting were approved as drafted. (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Norm Eckenrode reviewed a memo outlining a conflict between the League of California Cities annual conference and the Sanitation District's December Board meeting. Motion: Moved, seconded and duly carried to keep the December 19, 2001 meeting date. Chair Eckenrode also reported on the SAWPAIOCSD Joint Management Committee meeting that was held on September 25 in an attempt to reach agreement on the SARI line and related issues. Three additional monthly meetings have been scheduled. (6) REPORT OF THE GENERAL MANAGER General Manager Blake Anderson reported that the next Directors Workshop is scheduled for Saturday, November 3, between 8 and 11 at the Sanitation District. The issues to be discussed are the progress on the ocean monitoring program and the beginning of discussions on the science, technology, review of the costs and financing of levels of treatment. Notification will be sent to all directors. The Orange County Water District will hold a quarterly GW RS workshop on Saturday, November 17 at its office. There are four members of the District's staff who are reservists. They are potentially subject to active duty. Staff asked the Committee members to consider revising the military leave policy to allow these employees to receive pay and family benefits if they are called to serve. Motion: Moved,seconded and approved to authorize staff to prepare a revision to the Military Leave policy and present it to the Directors for approval at the October Board meeting. Director Pat McGuigan expressed concern about the potential fiscal and operational impacts reported at the Regional Board's workshop on the draft stormwater permits. Action: Bob Ghirelli will prepare a report for all directors and city managers on this workshop. A status report will also be prepared on the CMOM program. (7) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff reported that staff has received information regarding the establishment of new security measures for the District's facilities, and these discussions need to be held in closed session per Government Code Section 54957. Motion: Moved, seconded and duly carried to add a discussion of security issues to the closed session agenda. Book Page 6 / \ Minutes of the Steering Committee Page 3 September 26, 2001 Mr. Woodruff reported that Crow Winthrop had filed a second lawsuit challenging the fee ordinance. The original case is scheduled for trial on November 19. The District sent a letter to Crow Winthrop about damage by a contractor to a telephone conduit serving the Michelson Pump Station, and advising Crow Winthrop that an invoice will be forthcoming to pay the costs of having to manually monitor the Pump Station during the time it took to repair the line. This line provides remote telemetry to the control center on the operating status of the Pump Station. The contractor has also demolished the landscaping that was required by Crow Winthrop around the Pump Station and reimbursement is being requested. Mr. Woodruff described the recommended changes to a District Resolution,as well as the enactment of several Ordinances, most of which are housekeeping issues. They cover requiring claims by public agencies, establishing a statute of limitations period of 90 days for writs of mandate, correcting meeting times for Board and Committee meetings, and changes to the public comments portion of agendas. The last item was changing from Robert's Rules of Order to the Districts own Rules of Order for conducting meetings. Motion: Moved, seconded and duly carried to authorize General Counsel to prepare the necessary revisions and recommendations for consideration at the October Board Meeting." (8) DISCUSSION ITEMS (Item A) A. The Agenda Items scheduled to be reviewed by the Board's working committees in October were reviewed. (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 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 October 24, 2001 at 5 p.m. The next Board Meeting is scheduled for October 24, 2001 at 7 p.m. Book Page 7 Minutes of the Steering Committee Page 4 September 26, 2001 (13) CLOSED SESSION The Committee convened at 5:55 p.m. in Closed Session, pursuant to Government Code Sections 54957 and 54957.6, to discuss security issues,and review and approve the General Managers Annual Performance Evaluation and Compensation. Confidential Minutes of the Closed Session held by the Board of Directors have been prepared in accordance with California Government Code Section 54957.2, and are maintained by the Board Secretary in the Official Book of Confidential Minutes of Board and Committee Closed Meetings. A report of the recommended actions will be publicly reported at the time the approved actions become final. At 6:37 p.m., the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:37 p.m. Si itted by. J n appan ng Committee Secretary G'W W WmWICIwY9 LamM10M1SpIW3&H SCYtilecOac Book Page 8 STEERING COMMITTEE meeting Date Tosd.uroir. 10/24/01 lo/29ro1 AGENDA REPORT Item Number Item Number S.A. MCI Orange County Sanitation District FROM: David A. Ludwin, Director of Engineering Originator: Wendy Sevenandt, Project Manager SUBJECT: GROUNDWATER REPLENISHMENT SYSTEM, JOB NO. J-36 DIRECTOR COMMUNICATION WITH PROSPECTIVE CONSULTANTS AND SUPPLIERS GENERAL MANAGER'S RECOMMENDATION Adopt Resolution No. OCSD 01-19, Establishing a Policy Procedure for Disclosure of Contacts or Communications Between the Joint Groundwater Replenishment System Cooperative Committee Members and Prospective Consultants, Suppliers, and Contractors Bidding for Work in Connection with the Groundwater Replenishment System. SUMMARY • At the JCC meetings of July 9 and September 10, 2001, a draft policy regarding contacts between Board members and prospective Consultants and Suppliers was reviewed and discussed. • During the September 10, 2001 meeting, Staff was directed to simplify the proposed policy. • The revised policy and resolution was discussed at the September 24, 2001 JCC meeting and recommended for approval by both Boards of Directors. PROJECT/CONTRACT COST SUMMARY This item has no financial impact. BUDGET IMPACT ® This Item has been budgeted. (Line item: 2001-02 CIP Budget Sec. e, page 152) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ❑ Not applicable (information item) This action does not require any expenditure of budget. ADDITIONAL INFORMATION Please refer to the September 24, 2001 JCC Agenda Item Submittal. G%. ftbdenda5lwn9 CW tY eWl10CUd24d,a A.GWRs drtenws cmm —Wn Mdm Re,.en: MOO Page 1 Book Page 9 ALTERNATIVES Not adopting the Joint Cooperative Committee (JCC) recommendation. CEQA FINDINGS The Environmental Impact Report for the Groundwater Replenishment System was certified by the Orange County Sanitation District and Orange County Water District Board of Directors on March 24, 1999. ATTACHMENTS September 24, 2001, JCC Agenda Item Submittal Re: Director Communication with Prospective Consultants and Suppliers Proposed Resolution No. OCSD 01-19 WS:jak GMygyVpgffi\BoyE•perW fiegW\]W,BpeN/.rviEs Fep}If\tUJI\15.cGNP$O,e]m 2nmurvoOm.O:c nova:nzoo, Page 2 Bmk Page 10 Revised Agenda Item #5 AGENDA ITEM SUBMITTAL Meeting Date: September 24, 2001 Budgeted: N/A Funding Source: OCWD/OCSD/Grants To: Joint Groundwater Replenishment Program/Line Item No.: 501-4030-600.70-01 System Cooperative Committee Cost Estimate: N/A From: William R. Mills Jr. General Counsel Approval: N/A Blake Anderson Project Report Approved: Yes CEQA Compliance: Yes Staff Contact: Tom Dawes Subject: JOINT COOPERATIVE COMMITTEE MEMBERS COMMUNICATION WITH PROSPECTIVE CONSULTANTS AND SUPPLIERS SUMMARY At the regular Committee meetings of July 9 and September 10, 2001, a communications policy for disclosing contact between prospective consultants and suppliers and Committee members was discussed. During the September 10 meeting, staff was directed to simplify the proposed policy. A new policy has been prepared for Committee review. RECOMMENDATION Recommend to OCWD/OCSD Boards: Consider adopting policy regarding Joint Groundwater Replenishment System Cooperative Committee communication with prospective consultants and suppliers. DISCUSSION/ANALYSIS Attached €ellewi;V is a Draft Policy and Resolution for consideration regarding communications between JCC members and consultants, suppliers or contractors seeking work on the GWR System: BRAF-T 1201 =4 FOR SUPPLIERS C!1 T C GRQ D OCDI CIJIQ� IT CYCT04 AG'UdiRq name and date, that they have had with any PF96peefive Gensultant e; supplier to PRIOR COMMITTEE ACTIONS: July 9 and September 10, 2001. - 1 - Book Page 11 RESOLUTION NO. ESTABLISHING A POLICY AND PROCEDURE FOR DISCLOSURE OF CONTACTS OR CbMMUNICATIONS BETWEEN THE JOINT GROUNDWATER REPLENISHMENT SYSTEM COOPERATIVE COMMITTEE MEMBERS AND PROSPECTIVE CONSULTANTS, SUPPLIERS, AND CONTRACTORS BIDDING FOR WORK IN CONNECTION WITH THE GROUNDWATER REPLENISHMENT SYSTEM A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT ESTABLISHING A POLICY PROCEDURE FOR DISCLOSURE OF CONTACTS OR COMMUNICATIONS BETWEEN THE JOINT GROUNDWATER REPLENISHMENT SYSTEM COOPERATIVE COMMITTEE MEMBERS AND PROSPECTIVE CONSULTANTS, SUPPLIERS, AND CONTRACTORS BIDDING FOR WORK IN CONNECTION WITH THE GROUNDWATER REPLENISHMENT SYSTEM WHEREAS, the Orange County Sanitation District and the Orange County Water District plan to build Phase 1 of the Groundwater Replenishment System ("System"); and WHEREAS, it is estimated that the planning, design, development, and construction of Phase I of the System will cost approximately Three Hundred Fifty-Two Million ($352,000.00) Dollars; and WHEREAS, in connection with the planning, design, development, and construction of the System, the Joint Cooperative Committee Members will make decisions on many millions of dollars in contracts. When a Committee Member receives information from a prospective consultant, supplier, or contractor outside of a public meeting, that information may provide an unfair advantage to the consultant, supplier, or contractor if the information is not shared with other Members of the Committee and the public. The reality or perception of favoritism undermines public confidence in the integrity of the decision-making process; and WHEREAS, the Board finds that the public interest would be best served by adopting a disclosure policy and procedure. The policy and procedure will promote the open, objective, and impartial conduct of the Committee's business, while maintaining an opportunity for the public to present views to the Joint Cooperative Committee. wss-TLWAMa:ianroi:u2eea 1 Book Page 12 NOW, THEREFORE, the Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE, AND ORDER: Section 1: That the Joint Cooperative Committee Members involved with the approval of contracts for the Groundwater Replenishment System shall publicly disclose any communications, including name and date, that they have had with any prospective consultant, supplier, or contractor, to the Joint Cooperative Committee twelve (12) months prior to voting on an item involving said consultant, supplier, or contractor. PASSED AND ADOPTED at a regular meeting held , 2001. Chair ATTEST: Board Secretary wSS-TLw:p7:oaaai7roi: 4M9 2 Book Page 13 STEERING COMMITTEE r4eaeN Me Ta BA.of Dir. to/241ot AGENDA REPORT 1gm Nymbe Rem Number Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Jean Tappan, Committee Secretary SUBJECT: November Agenda Items for Consideration by Working Committees GENERAL MANAGER'S RECOMMENDATION Review with staff the agenda items tentatively scheduled for review by the Working Committees in November. 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 for consideration by the Committees in November: OMTS Committee: 1. Ocean Discharge Issues Update (Information item) 2. Consider recommendations re ICOR composting facility 3. Consider Amendment to Cyclus Contract 4. Consider Fuel Mixing Study for Central Generation PDC Committee: 1. Approve Closeout Agreement and Notice of Completion for Dust Collection Systems for Plants Nos. 1 and 2 Carpenter Shops, SP19980034R 2. Approve Professional Services Agreement for Gisler-Redhil Trunk Improvements, Reach B, Contract No. 7-37 3. Approve Addendum No. 2 to Professional Services Agreement for Replacement of Back Bay Trunk Sewer, Contract No. 5-46 4. Approve Addendum No. 1 to Professional Services Agreement for Comprehensive Odor Control Assessment, Job No. J-71-4 5. Approve Addendum No. 1 to Peak Flow Management, Job No. J-67 6. Approve Plans and Specifications and Award Construction Contract for Interplant Microwave Data Transmission Project, SP-44 7. Report on Ocean Discharge Permit Workshop No. 2 (Information item) 8. Status of Investigation and Repair of Ocean Ouffalls, Job No. J-39 (Information item) Book Page 15 FAHR Committee: 1. Report on Ocean Discharge Permit Workshop No. 2 (Information item) 2. Selection of Financial Advisory Firm for 2001-02 CIPs 3. Consider 2001-02 First Quarter Financial Report 4. Consider 2000-2001 Comprehensive Annual Financial Report 5. Consider Compensation and Classification Report Recommendations 6. Update(s) to Human Resources Policies and Procedures 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 N/A ALTERNATIVES N/A CEQA FINDINGS Not a project. ATTACHMENTS N/A jt c:wy.emrpe„yuv..vq cam,.neeawcnio:oi uuauawew..,aen xmmae: arsons Page 2 Book Page 16 COG(es " MEMORANDUM - sr—,—d?-*^q >rtecere L )0wc A) —Q H t l2c a r 1U Make Anderson,OCSD — p O T E^--' FROM: David R French _ M vp-PN'f THRU: Eric Sapirstem _ Q A s.G H DATE: CMtcber 10,2001 _ µAA,"f--a S SUBJECT: Hearing on Waterinfrastmcture Security —OaDrAobec-lD,-thelieuso�.ommiftee-an-TsanspmfaC Environment held a hearing to assists the forest to water and wastewater infntstmrcWro from potential terrorist activity. The hearing focussed on efforts federal agencies,local governments, and private sector entities M taking to p�C4r nluliliBcs,plant'dims-and feser9 its and federally owned power plants from chemical or biological incidents. W imesses included the Director of the Federal Bureau of Investigation's National hnfrastmchne Protection Center,Assistant Secretary of the Army for Civil Works,the Chairman of the Board of Directors of the Tennessee Valley Authority,and the Environmental Protection Agency's Special Assistant to the Administrator for Homeland Security. A witness list follows below. Marianne Lamont Hormko,Assistant Administrator,Office of Sohd Waste and Emergency Response testified on the Agency's response to the Sepu>mber 11 terrorist attacks and responsibility for critical water infrastructure under the Presidential Decision Directive 63 (blip:/Aw .fas.org(irp/otTdoes/paper598.htm). EPA is working closely with water companies and municipalities to test for a number of chemical and biological agents. Ronald Dick,Dinxdur, National Infrastructure Protection Center,Federal Bureau of Investigation testified that they are reaching out to local water agencies to provide threat assessment and technical assistance FBI tesllnrony downplayed the danger to the nation's water supply from chemical or biological weapons. Dick emphasized that there are no credible threats at this time. John Sullivan,AMWA President,testified in support of finding for research and development projects concerning the security of water infrastructure. Sullivan discussed an AM WA proposal to authorize a five-year tumorism protection reseuroh program for water and wastewater programs. Members focused on the ability of the entities to address physical and cyber threats to wslcr systems,the need to improve information sharing and analysis efforts,and providing water companies and municipalities with fWc[al uxhnical assistance and training.Committee Chairman,John Duncan(R-TN),stated that approprialms believe over S 1.5 trillion will be spent over the next ten years by Congress on homeland security needs. However,he emphasized that Congress should fully and carefully scrutinize all"security"loading proposals. Book Page 17 Outlook. As part of this hearing,members received a classified-closed session briefing from the Army Corps of Engineers. The hriefvig,i:dong with the.sensitive nature of the hearing,kept member questions and statements to a Un'firum. It is clear that members an vary concerned about the vulnerability of the nation's water Fnfrastnu rum to chemical or biological assault. Tbis concern is creating a groundswell of support in Congress for water and wastewater infrastructure funding to be a component of an econoinicistimulm package. Investment in water infiastrucmrc is being accepted as a way to reinvigorate the economy mid part of a comprehensive national strategy to secure water infrastructure from potential terrorist activity. This hearing made it clear that the subcommittee plans to pursue funding to support the security of our nation's drinking and wastewater facilities. y lIICSS -bl Ronald Dick, Director,National Infrastructure Protection Center,Federal Bureau of Investigation Michael Parker,Assistant Secretary of the Anny(Civil Works) Glenn L.McCullough,Jr.,Chairman,Board of Directors,Tennessee Valley Authority Marianne Lamont Horinko,Assistant Administrator,Office of Solid Waste and Emergency Response,U.S. Environmental Protection Agency Beverly O'Neill,Mayor,Long Beach,California Jaffrey J.Dameels;Department Manager,Security Systems and Technology Center,Sumba National Laboratories John P.Sullivan,Jr.,Chief Engineer,Boston Wei"and Sewer Commission,and Pnsident, Association of Metropolitan Water Agencies Patrick T.Kinney,Director,Metropolitan Sewer District of Greater Cincinnati,on behalf of the Association of Metropolitan Sewerage Agencies Randy Spelght,Senior Director,Regulatory Affairs,American Chemistry Council Joanne,Moreau,Director,Office of Emergency Preparedness,East Baton Rouge Parish, Louisiana Book Page 1S Orange County Sanitation District (714) 962-2411 www.ocsd.com mailing address: P.O. Box 8127 Fountain Valley, California 92728-8127 street address: 10844 Ellis Avenue Fountain Valley, California 92708-7018 published an recycled paper