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HomeMy WebLinkAbout2002-11 DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, November20, 2002 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, November 20, 2002 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 Shirley McCracken, Chair Don Hughes Steve Anderson, Vice Chair Ryal Wheeler Pat McGuigan, Chairman, OMTS Committee Jennifer Cabral Norm Eckenrode, Past Board Chair Mike Moore Brian Donahue, Incoming PDC Committee Chair Randy Fuhrman Director Jim Ferryman, Incoming OMTS Jan Vandersloot Committee Chair Joan Irvine Smith Paul Mosley Directors Absent: Larry Porter Brian Brady, Chairman, FAHR Committee Jim Silva, County Supervisor STAFF PRESENT: Blake Anderson, General Manager Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering FILED Greg Mathews, Administrative Services Manager IN THE OFFICE OF THE SECRETARY Bob Oaten, Director of Operations and ORANGE Mnw,'°_,k' nN DISTRICT Maintenance DEC 18 2002 Gary Streed, Director of Finance Sonja Wassgren, Communications Principal Public Information Specialist By - Jim Colston, ECM Legal and Regulatory Affairs Specialist Jean Tappan, Committee Secretary (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS Jan Vandersloot asked that the most recent version of the permit application transmittal letter be provided to the Directors so that they are aware of the recent changes. Larry Porter addressed the need for early determination of selected process to reach 30/30 standards. Randy Fuhrman ;Minutes of the Steering Committee Page 2 November20,2002 submitted a copy of a letter he will be presenting to the Board on various items on the agenda, Including informed policy decisions, looking at the overall biosolids picture, including a fitness center in the administration building expansion to improve and encourage employee health, and approving the Ocean Discharge Permit application. (4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETINGS The minutes of the regular October 23,2002 and the Special November 7,2002 Steering Committee meetings were approved as drafted. (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Shirley McCracken thanked retiring Director Pat McGuigan for her support and leadership over the past eight years. She also announced that Jim Ferryman will be OMTS Committee Chair and Brian Donahue has agreed to be PDC Committee Chair. (6) REPORT OF THE GENERAL MANAGER General Manager Blake Anderson announced that he would like to combine two agenda items, 6.A and 8.E, together as they are closely related. A. California Legislative Agenda for 2003(and Item B.E.. Washington. DC Funding Strategy) Mr.Anderson provided a history on what initiatives the agency has supported in the past and outlined those that could impact the District in the coming year. Discussions are underway to amend Prop. 218 that would include urban runoff fees in the exempt category. During the 2002 legislative session, an ACA was approved for the March 2004 ballot that could, beginning in 2006-07, transfer 1 percent of the General Fund to an Infrastructure Fund if the State General Funds increase by 4 percent after inflation. Staff anticipates working with CalRac to build support in Sacramento for this amendment. We will also attempt to change state law so that the CA Regional Water Quality Control Board would be the state-wide regulator for biosolids in a systematic and scientifically-based manner. Taking away local control will be a challenge. Tom Woodruff mentioned that both the state and EPA are going ahead with biosolids studies and this may be the time to move ahead. A coordinated cooperative effort with other wastewater treatment agencies is required. Bob Ghirelli addressed the action Hem to approve a budget of$200,000 for a federal advocacy program, of which$180,000 would go towards a consultant contract and the other$20,000 would cover staff costs,travel, etc. A list of organizations and firms that provide some type of legislative lobbying was reviewed. About$190,000 was spent on this year on these efforts, with another$92,000 on specific legislative bills. In the past we have not sought grant funding for our construction program, but the Directors have asked staff to consider this alternative. Part of the scope of the ENS Resources contract is to provide an estimate of funds that might be available to the District. Staff was directed to prepare a report for the Directors that would outline a Minutes of the Steering Committee Page 3 November 20, 2002 budget for 2003-04, define the short-term strategy and a goal for how much money we would like to obtain, and provide an estimate of grant assistance available. MOVED,SECONDED AND DULY CARRIED: To recommend to the Board that the contract with ENS Resources be approved. Director Ferryman questioned whether Scott Baugh was the most effective representative given the current pollGcal climate. B. Committee Charters and Related Handbook for Directors Greg Mathews, Administrative Services Manager, described the handbook that is under development for Directors. It would provide information on what it means to be a director of the Sanitation District and provide reference material and instructions. A draft manual will be presented to the Directors at the December meeting and the final will be available for the new directors as they join the Board. The Steering Committee members did not make any changes to the items outlined. C. Updates were provided on: 1. Achieving 30/30 Secondary Treatment Standards Staff continues to move forward with improvements to the secondary treatment process. Operations produced 62/39 effluent quality, down from the 72151 produced prior to July 17, 2002. Engineering continues to work on the CIP verification. Staff continues to work with the Regional Board and others on the details of establishing an independent expert panel to review the secondary facilities schedule. The panel members must be registered professional civil and structural engineers and construction professionals who can review the schedule based on their experience in the industry. 2. Blosolids This issue was not discussed. 3. Disinfection Staff continues to get excellent results. 'Kills' are well within our operational objectives that result in concentrations at the edge of the zone of Initial dilution that meet the California Ocean Plan limits. Temporary facilities are being converted to meet redundancy requirements that will be able to meet our needs for the next 3-5 years. Engineering is moving forward with design of a permanent disinfection system. D. Consider the future of the Communications Division Mr. Anderson reported that we are actively recruiting for a Communications Manager to replace Lisa Murphy. The position is a member of the Executive Management Team to ensure staff and the public understand what we are doing. He outlined some of the expectations and qualifications that are needed at this time. There has been considerable interest in the position. Sonja Wassgren made a presentation on the responsibilities of the division. One of the major tasks is to provide customer service to our construction management staff. She described the steps they have to take for larger construction projects to provide the necessary communications tools for the public. It is anticipated that there will be five large, six medium sized and eight smaller construction projects in the next year that they will be supporting. She also described some of the issues that have impacted the staff, including the problems with the SARI project. - Minutes of the Steering Committee Page 4 November 20, 2002 Ms. Wassgren announced that the District's website has been improved and gave a brief demonstration of some of the changes. This should be available the first part of December. (7) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff reported on a meeting held yesterday between EPA and the local environmental groups. The District was invited to the meeting. The environmental group had requested that they be allowed to sit on the expert panel to make sure they were kept informed throughout the schedule review process. Mr.Woodruff reported that EPA has a national policy that negotiations have to be confidential. After terms of the permit have been negotiated,there are opportunities for public comment before the permit is issued. General Counsel Woodruff announced a need for a closed session, pursuant to Government Code Section 54956.9(b)(1), has arisen since the publishing of the Agenda. The item was agendized for open session. The closed session is necessary and will discuss possible litigation in view of the District being advised earlier this date on issues related to the SARI Relocation invoices to SAW PA. It was moved, seconded and approved to move Item B.D.to closed session (8) DISCUSSION ITEMS (Items A-G) A. A Look Ahead-2003 Committee Meeting Schedule In order to provide early notification to the directors and staff, a preliminary meeting schedule has been created. January and August will be dark for the OMTS and PDC Committees. Because of labor negotiations, the FAHR Committee will meet in January and be dark in August. Other meeting dates may need to change to accommodate holidays. The Committee agreed with staff recommended changes. B. Workshop for New Directors Wednesday, February 19, has been established as the date for a workshop for new and returning directors to discuss. It coincides with the FAHR Committee that was also moved to that night to avoid conflict with Lincoln's Birthday,which is a District holiday. It was decided that the FAHR Committee would begin at 5 p.m.and the workshop at 7 p.m. Three areas will be covered: operations of the District, basic ocean science and ocean monitoring and a review of the CIP. C. Low Interest Loans for Converting Residences from Septic Tanks to Sewer Connections It was agreed to move discussion of this item to the December 18, 2002 meeting. D. Status of SAW PA Invoicing Problems This item was moved to closed session/ E. Washington. DC Funding Strategy This item was discussed under Report of General Manager. F. The Agenda Items scheduled to be reviewed by the Board's working committees in December were reviewed. G. The agenda items scheduled to be presented to the Board at tonight's meeting were reviewed. Minutes of the Steering Committee Page 5 November20,2002 (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 Norm Eckenrode asked that the Scott Baugh contract be brought to the full Board for consideration. (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, December 18, 2002 at 5 p.m. The next Board Meeting is scheduled for Wednesday, December 18, 2002 at 7 p.m. (13) CLOSED SESSION The Committee convened at 6:32 p.m. in Closed Session, pursuant to Section 54956.9, to discuss possible litigation re SARI Relocation project. Consideration of the General Manager's Annual Performance Evaluation and Compensation and conference with District's Labor Negotiations (Human Resources Representative and General Manager) re salaries, benefits, terms and conditions of employment for At-will Contracts with Executive Management Team was moved to the December 18 Steering Committee meeting. Minutes of the Closed Session are on file with the Board Secretary. Confidential Minutes of the Closed Session held by the Steering Committee have been prepared in accordance with 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 6:55 p.m., the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:55 p.m. S�IaTitted by: Je appan Stlaefing Committee Secretary G'IwpMebpnMelSYeaMp CbnmilroNtNbN1�100P dert$C MMnesJae 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, November 20, 2002, was duly posted for public inspection in the main lobby of the District's offices on Thursday, November 14, 2002. IN WITNESS WHEREOF, I have hereunto set�my�hand this 20th day of November, 2002. /C/ v' Penny Kyle, Sec Lary of the and of Directors of Orange County Sanitation Dksyict Posted: November 14 , 2002. 5 :30 p.m. By: O gnature mwod4o. o-cw.opw na." Final Effluent Results Enterococci MS-2 Total Coliforms Fecal Coliforms Enterococci/100ml by Enterolert Coliphage Date MPN/100mL MPN/100mL by Membrane Filtration MPN/100ml PFU/100mL 8/12/2002 800,000 200,000 6,000 8/1=002 500,000 30,000 8,000 8/14/2002 500,000 230,000 1,800 8/15/2002 300,000 40,000 1,490 8/16/2002 600,000 80,000 4,800 8/19/2002 300,000 50,000 1,900 8/20/2002 900,000 220,000 4,800 8/21/2002 900,000 900,000 10,000 9,700 8/22/2002 500,000 130,000 5,800 8/23/2002 500,000 140,000 1,600 8/24/2002 300,000 170,000 1,500 8/25/2002 600,000 170,000 1,300 W612002 170,000 80,000 6,200 8/27/2002 900,000 170,000 7,600 8/28/2002 80,000 80,000 2,500 3,200 8/29/2002 50,000 8,000 200 8/30/2002 23,000 13,000 346 8/31/2002 300,000 50,000 960 9/1/2002 80,000 80,000 520 9/2/2002 30,000 23,000 460 9/3/2002 80,000 13,000 560 9/4/2002 80,000 30,000 1,200 9/5/2002 80,000 4,000 220 9/6/2002 >1600000 >1600000 TNTC 9/7/2002 1,400,000 500,000 16,000 9/6/2002 500,000 240,000 540 9/9/2002 >1600000 1,600,000 >40000 9/10/2002 3,000,000 1,100,000 110,000 9/11/2002 5,000,000 1,100,000 110,000 33,000 9/12/2002 300,000 240,000 --- 6,794 9/13/2002 50,000 11,000 --- 173 9/14/2002 80,000 17,000 --• 428 9/15/2002 50,000 7,000 •-- 452 9/16/2002 1,700,000 1,100,000 --- >24192 9/17/2002 110,000 7,000 --- 373 9/18/2002 500,000 50,000 --- 2,987 16,400 9/19/2002 80,000 23,000 --- 1,222 9/20/2002 110,000 17,000 --- 134 9/21/2002 30,000 8,000 --- 216 9/22/2002 50,000 2,000 --- 612 9/23/2002 1,300,000 220,000 --- 6,131 9/24/2002 130,000 130,000 --- 345 9/25/2002 130,000 30,000 --- 1,860 5,200 9/26/2002 30,000 4,000 --- LA 9/27/2002 13,000 4,000 --- 41 9/28t2002 17,000 4,000 --- 107 ya i Final Effluent Results Enterococct MS-2 Total Coliforms Fecal Coliforms Enterococci/100ml by Enterolert Coliphage Date MPW700mL MPW100mL by Membrane Filtration MPW100ml PFU/100mL 9292W2 30,000 4,000 -- 41 9/302002 22,000 4,000 -- 31 10/12002 30,000 4,000 -- 74 1022002 23,000 8,000 --- 97 10/3r2002 8,000 <2,000 -- 52 9,200 10/42002 24,000 3,000 - 52 101WO02 900,000 110,000 --- 4,884 1 OW002 30,000 8,000 - 160 10/72002 13,000 3,000 --- 20 1OW002 17,000 2,100 --- 85 10/92002 28,000 4,000 --- 158 104,000 10/102002 60,000 11,000 --- 121 10/112002 13,000 3,000 --- 63 10/122002 17,000 3,000 --- 160 10/132002 30,000 13,000 --- 72 10/142002 80,000 5,000 --- 107 10/152002 13,000 1,300 --- 98 10/162002 1,700 <200 --- 10 10/172002 1,300 200 --- 31 10/182002 900 70 --- 30 10/192002 2,200 140 --- <10 10202002 800 <200 --- <10 10212002 500 20 --- <10 10222002 1,700 500 --- 61 10232002 2,400 300 --- 30 10242002 3,000 Boo --- <10 10125/2002 700 40 --- 20 10MM002 2,200 40 --- 10 10272002 5,000 170 --- <10 10OW= 800 80 --- 31 1029/2002 3,000 3,000 --- 52 1o/3W2002 3,000 50o -- 393 10/31/2002 5,000 300 --- 20 11/12002 3,000 80 --- 20 1122W2 >160000 22,000 --- 278 11/3r2002 50,000 1,300 --- 41 11/42002 5,000 230 --- 52 11/52002 30,000 3,000 --- 63 11/62002 17,000 3,000 --- 41 11/72002 1,700 500 --- <10 11/62002 5,000 110 --- 10 11I9Y2002 5,000 70 --- 30 11/102002 1,100 130 --- 30 11/112002 8,000 40 --- 31 11/122002 1,700 230 --- 41 11/13/2002 3,400 800 --- 31 Y Final Effluent Results Enterococci MS-2 Total Colifonns Fecal Coliforms Enterocooci/100ml by Enterolert Coliphage Date MPN/100mL MPN/100mL by Membrane Filtration MPN/100ml PFU/100ml- 11/14/2002 1,400 70 --- 31 11/15/2002 300 20 --- 20 11/16/2002 5,000 70 --- <10 11/17/2002 2,300 130 --- 10 11/18/2002 3,000 3,000 --- 20 11/19/2002 80 80 --- <10 Note: numbers in bold type are final results LA: Lab Accident n��ryd �l�NYt/1%L i Outline for Directors' Primer- A Guide to District Business I. The Board and Committee Structures A. Overview B. Board of Directors Meeting C. Steering Committee D. Operations,Maintenance &Technical Services Committee i. Scope of Business ii. What to Expect E. Planning,Design &Construction Committee i. Scope of Business ii. What to Expect F. Finance,Administration&Human Resources Committee i. Scope of Business ii. What to Expect G. Ad-hoc Committees i. Scope of Business ii. What to Expect II. District Business Procedures A. The Agenda Report Process B. Resolutions of Importance C. Board Procedures—Summary of Motions i. Privileged Motions ii. Main and Subsidiary Motions iii. Incidental Rules III. Forms You Will be Completing and Associated Guidelines A. Oath of Office B. Conflict of Interest, Forth 700 i. Assuming Office ii. Annual iii. Leaving Office C. Directors' Information Questionnaire D. Directors' Deferred Compensation Plan Questionnaire E. Form W-4, Employee's Withholding Allowance F. Directors'Travel and Meeting Expense Report G. Monthly Compensation and Mileage Statement H. Directors' Compensation and Mileage Form IV. Frequently Asked Questions WORKING DRAFT ASSOCIATION AND ADVOCACY LIST November 2002 A. Associations and Consultants for Legislative Advocacy and Other Issues ORGANIZATION CURRENT ISSUES / JURISDICTION PERSONNEL DUES/FEES ACTIVITIES COMMITMENT (FTE) Association of Metropolitan Federal funding for National Various Departments $30,000 Sewerage Agencies (AMSA) POTWs including participate in AMSA infrastructure. High level activities www.amsa-cleanwater.org participation in the 0.1 FTE development of legislation and regulations of interest to POTWs, primarily as implemented by U.S. EPA. California Association of Advocate on legislation of Statewide Various Departments $8,000 Sanitation Agencies (CASA) interest to POTWs at the participate in CASA statewide level. activities www.casaweb.org Participates in numerous 0.1 FTE regulatory activities of interest to POTWs, primarily through the SWRCB and RWQCBs. ENS Resources (Eric Federal funding for National: General Manager and $92,000 Sapirstein) OCSD on various Focus on federal Technical Services ($48,000 projects including the clean water Department annual retainer ensresources.com upgrade to secondary legislation and 0.1 FTE plus $44,000 treatment. Also assisting add-on for ORGANIZATION CURRENT ISSUES/ JURISDICTION. PERSONNEL DUES/FEES ACTMTIES COMMITMENT (FTE) in seeking compliance regulations special relief for upgrade to services Sep- secondary treatment. Dec'02) John Freshman Assisting ENS in National: Technical Services Costs included developing funding and Department under ENS P 9 9 Targeted solely to P compliance assistance for federal funding <0.1 FTE upgrade to secondary and legislation. treatment. Manatt, Phelps and Philips Local issues—urban Statewide and Blake Anderson and $110,000 (Scott Baugh) runoff, ocean discharge Regional Technical Services ($60,000 issues. Assisted in Department annual retainer plus $50,000 Charter Amendment and www.manatt.com 0.1 FTE add-on for work compliance relief for on AS 1892 upgrade to secondary treatment through AB and AS 1969 1892 and AB 1969. for Jan '02 to Sep '02) Randy Abbott& Central Valley Political Regional Layne Baroldi and Annual retainer Mike Turnipseed and Regulatory Environmental of$48,000 Consultants for biosolids Compliance and management. Provide Monitoring Division biosolids site inspection <0.1 FTE services and oversight r B. Other Associations and Organizations directly and indirectly involved with ,j issues of interest to OCSD or POTWs. NAME ACRONYM Air &Waste Management Association AWMA American Fisheries Society AFS American Institute of Fisheries Research Biologists AIFRB American Public Works Association APWA American Society of Civil Engineers ASCE Association for Information Management ARMA Biosolids Recyclers of Southern California BRSC Biosolids Task Force for Riverside County California Chamber of Commerce CCC California Coastal Coalition CalCoast California League of Cities CLC California Organic Recycling Council CORC California Rebuild America Coalition CaIRAC California Resource Recovery Association CRRA California Special District Association CSRA California Water Environment Association CWEA California Utilities Emergency Association CUEA Center of Demographic Research CDR Center for Regenerative Studies CRS Compost Coalition Construction Management Association of America CMMA International Conference of Building Officials ICBO National Academy of Sciences NAS National Water Research Institute NWRI Orange County Business Council OCBC Orange County Council of Government Orange County Current Affairs Forum OCCAF Pacific Institute NAME ACRONYM R Project Management Institute PMI f Salinity Coalition Santa Ana River Basin Section SARBS Santa Ana River Flood Control Agency Santa Ana River Watershed Group SARWG Society of Environmental Toxicology and Chemistry SETAC Southern California Academy of Sciences SCAS Southern California Association of Governments SCAG Southern California Alliance of POTWs SCAP Southern California Biosolids Producers Group SCBPG Southern California Coastal Water Research Project SCCWRP Authority SCCWRP Commission Technical Advisory Group CTAG Southern California SETAC SoCal SETAC Southern California Water Committee SCWC Terrene Institute TI Townsend and Associates Tri-TAC: Technical Advisory Committee of California Tri-TAC Association of Sanitation Agencies, California Water Environment Association and League of California Cities Water Advisory Council of Orange County WACO Water Environment Federation WEF Water Environment Research Foundation WERF WateReuse Association WRA Water Quality Center Western Riverside County Regional Wastewater Authority WRCRWA To: Board of Directors, OCSD Fm: Randy Fuhrman Re: Various Agenda Items for 11/20/02 Board meeting (11.c, 12.d, 13.j, & 17) 11.c. Do not get lost in the forest looking for the trees. See: Minutes of the Special Steering Committee, 11/07/02, page 3, Item (7) C. OCSD needs financial assistance in building secondary treatment facilities. To cloud the issue with "an ecosystem restoration program' as part of"a comprehensive water and infrastructure picture to present to EPA° only diffuses the specific financial requests and makes our needs less clear to the EPA-and our representatives in Washington, D.C. 11.c. Where does this $200,000 advocacy program fit into the overall lobbying program for OCSD? Back at the September meeting, a director requested a report be made to the Board on 'all of the District's lobbying and advocacy efforts". If the Board is to decide policy, then the information must be made available to the Board members. The Board needs to discuss and determine the overall policy for lobbying efforts, not be brought requests on a piecemeal basis. All of us are in favor of seeking funding to assist in the building of secondary treatment facilities, but this must be part of an overall advocacy policy discussed and determined by the Board. 11.c. See minutes of special steering committee meeting, item (7) B. These lobbyists believe that OCSD efforts to amend the Clean Water Act are a distinct possibility. If OCSD has put forth a policy that there are certain conditions whereby OCSD would seek amendment of the CWA, then this policy must be discussed, determined and approved by the Board. If this Board has time to approve relatively routine change orders and addendums to PSAs, then this Board surely has the time to discuss and set forth major District policy regarding attempts by OCSD and their lobbyists to amend the Clean Water Act. 12.d. Landfilling of biosolids was approved at the September Board meeting and, surprise, surprise, here in November the current operations show 20% of the biosolids already being landfilled in Arizona. To make matters even worse, the Proposed Biosolids Management Options has that 20% plus an additional, yet unknown, percentage of the Tule Ranch option for landfill use. Where is the "beneficial reuse" and the Environmental Management System supporting biosolids recycling? Safely recycled rather than take up limited landfill space... that is the essence of the biosolids policy of this Board and one the public supports. This Board should restrict the District from landfilling biosolids until the Board receives the Long-tens Biosolids Master Plan (JA0-7) so the biosolids policy can be debated and decided by you, the Directors. Letter to Board of Directors, 11/20/02, page 2 13.j. The earlier proposal had an area for health and fitness. The size was 2070 sq. ft. and the cost $327,000. Employee health and fitness is most definitely an important objective of a progressive management team. OCSD has made a positive commitment to its employees, remembering that all here except the Directors are employees. This facility has already been budgeted in the CIP. The Board should reinstate the health and fitness area in Job No. J-84. 13.j. If the earlier proposal is not reinstated, the Board should include the- additional space (2070 sq. ft.) and the budgeted cost ($327,000) to allow the construction to take place to expand the size and options for the new building. The space can be utilized and the Phase III plan can easily alter this area that has already been part of the planning and design to serve another purpose in the detailed design and plans and specifications. Do not lose this opportunity simply because the purpose of the area is changed. The Board should put the space and budgeted cost back into the proposal to allow the designers the flexibility for needed space, even if the purpose of the area is not as originally envisioned. 17. Board approval of the NPDES /Ocean Discharge Permit Application is recommended. Authorize submittal of the application to continue moving the District forward in making the improvements for our future. Take care, Randy T. Fuhrman (714) 377-4487 i - ORANGE COUNTY SANITATION DISTRICT BOARD SECRETARY (2) pMn.: 0141962 241 !7141%20.:5656 wrr.end.ewn PC Ba.PC 127 z; Fe. cn NOTICE OF A 92726- snza-atz: MEETING OF THE 10644 E Aw Fem4envmror.rA STEERING COMMITTEE Bz;08-7013 pM1Wr ORANGE COUNTY SANITATION DISTRICT • MI.. WEDNESDAY, NOVEMBER 20, 2002 - 5 P.M. Anenerm Broe Buen Pe:i 8$° DISTRICT'S ADMINISTRATIVE OFFICE FUM�ermn 10844 ELLIS AVENUE Crrcen °nVe FOUNTAIN VALLEY, CALIFORNIA 92708 B.ecn rrw^e le C Le pw Pelme lPs Alem�tas B9atlr obnge A regular meeting of the Steering Committee of the Board of Directors of Pe eme same A„e Orange County Sanitation District will be held at the above location, date and time. s�nm„ Tumn ✓pe Pmk YWS LMe N ONnp. Dl.M Co Mesa MIAroy oty r DIaHms n,nPe aenCrl Ts mamra,n wsrltl-class leetler's^ro m w.s,ew.w.ed water resource management. STEERING COMMITTEE AND BOARD MEETING DATES FOR THE NEXT TWELVE MONTHS Wednesday, November 20, 2002' Wednesday, December 18, 2002' Wednesday, January 22, 2003 Wednesday, February 26, 2003 Wednesday, March 26, 2003 Wednesday, April 23, 2003 Wednesday, May 28, 2003 Wednesday, June 25, 2003 Wednesday, July 16, 2003' Wednesday, August 27, 2003 Wednesday, September 24, 2003 Wednesday, October 22, 2003 Wednesday, November 19, 2003' Wednesday, December 17, 2003' 'Tentatively rescheduled from regular fourth Wednesday. STEERING COMMITTEE (1) Roll Call: Meeting Date: November 20, 2002 Meeting Time: 5 p.m. Meeting Adjourned: Committee Members Shirley McCracken, Board Chair Steve Anderson, Board Vice Chair Russell Patterson, Outgoing Chair, PDC Committee Pat McGuigan, Outgoing Chair, OMITS Committee Brian Brady, Chair, FAHR Committee Jim Silva, Supervisor Norm Eckenrode, Past Board Chair Brian Donahue, Incoming Chair, PDC Committee Others Thomas L.Woodruff, General Counsel Don Hughes Director Jim Ferryman, Guest........................................... 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 Oaten, 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, NOVEMBER 20, 2002 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 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. 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- November 20,2002 Agenda (4) APPROVE MINUTES OF PREVIOUS MEETINGS Approve draft minutes of the October 23, 2002 Steering Committee meeting and the November 7, 2002 Special Steering Committee meeting. (5) REPORT OF COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER A. California Legislative Agenda for 2003 B. Committee Charters and Related Handbook for Directors (Mathews,Woodruff) C. Updates on 1. Achieving 30/30 Secondary Treatment Standards 2. Biosolids 3. Disinfection D. Consider the future of the Communications Division (Anderson) (7) REPORT OF GENERAL COUNSEL (8) DISCUSSION ITEMS (Items A-G) A. A Look Ahead-2003 Committee Meeting Schedule (Anderson) B. Workshop for New Directors (Anderson) C. Low Interest Loans for Converting Residents from Septic Tanks to Sewer Connections (Streed) D. Status of SAW PA Invoicing Problems (Ludwin) E. Washington, DC Funding Strategy (Ghirelli) F. Review Agenda Items scheduled to be presented to Committees in December (Information item only) G. Review and consideration of Agenda Items for Board of Directors Meeting of November 20, 2002 (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 Book Page 2 -3- November 20, 2002 Agenda (12) FUTURE MEETING DATES The next Steering Committee Meeting is scheduled for 5 p.m., Wednesday, December 18, 2002. The next Board Meeting is scheduled for 7 p.m., Wednesday, December 18, 2002. (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. 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 re General Manager's Annual Performance Evaluation and Compensation (Government Code Section 54957.6) B. Confer with District's Labor Negotiators (Human Resources Representative and General Manager) re salaries, benefits, terms and conditions of employment for At-will Contracts with Executive Management Team (Government Code Section 54957.6) C. Reconvene in regular session D. Consideration of action, if any, on matters considered in closed session. (14) ADJOURNMENT it HAWRDTAV GENDA,STECTINO COMAIITTEE,DTADENDA WITH NOTICE AND eOLLCML SHEETMOO 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 or the Committee Meeting. Committee Chair: Shirley McCracken (714)765-5247(Anaheim City Hall) Committee Staff Contact: Blake P.Anderson (714)593-7110 General Counsel: Thomas L.Woodruff (714)564-2605 Secretary: Jean Tappan (714)593-7101 (714)962-0356 (Fax) E-mail: Itappan@ocsd.com Book Page 3 DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, October 23, 2002 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, October 23, 2002 at 5 p.m., in the Districfs 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 Shirley McCracken, Chair Don Hughes Steve Anderson, Vice Chair Joan Irvine Smith Pat McGuigan, Chairman, OMTS Committee Ryal Wheeler Russell Patterson, Chairman, PDC Committee Mike Moore Brian Brady, Chairman, FAHR Committee Don Schultz Norm Eckenrode, Past Board Chair Bob Costin Randy Fuhrman Directors Absent: Jim Silva, County Supervisor STAFF PRESENT: Blake Anderson, General Manager Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Bob Ooten, Director of Operations and Maintenance Sonja Wassgren, Sr. Admin. Analyst, Communications Jim Colston, Senior Regulatory Specialist 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 25, 2002 Steering Committee meeting were approved as drafted. Book Page 4 (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Shirley McCracken reported on the January 2003 CASA Mid-year conference that will be held in Palm Springs between January 15 and 18. There will be an Urban Runoff Ad Hoc Committee meeting on November 21. Chair McCracken recognized Russ Patterson's contributions as he leaves the Board next month. (6) REPORT OF THE GENERAL MANAGER A. Orange County Infrastructure Report Card General Manager Blake Anderson made a presentation on the Orange County Infrastructure Report Card, which was the subject of a roll-out on October 10. Sewers and wastewater received a C+. Taken separately,wastewater received a B+and sewers an overall grade of C-. Overall,the District is in good shape but the County's sewers are suffering from age and grease buildup. Chair McCracken suggested working with the cities to provide assistance. A coordinated effort will be required to correct some of the deficiencies. B. GW RS Agreement and Amended Budget This agreement is on the Board agenda for approval. Mr.Anderson reported that the JCC unanimously approved the agreement in September and in October all three working committees heard reports on the agreement and the amended budget. The PDC Committee forwarded the agreement to the full Board with a recommendation to approve it, though it took no action on the amended budget. Last Wednesday,the Water District Board approved the agreement on an 8-1 vote. He mentioned that start-up of the project is estimated to be Spring 2007 and that the fully-escalated budget with contingency funds is now estimated to be $453 million, up from the late 2000 estimate of$352 million. A detailed presentation will be presented at the Board meeting. (7) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff did not make a report. (8) DISCUSSION ITEMS (Items A-E) A. Advocacy and grant-seeking activities in Washington. DC Mr. Anderson reported on the District's involvement in advocacy groups, mainly AMSA and CASA. In the last few years, our Washington representative, Eric Saperstein, has been working on several regional issues and grants. There is now a need for a far more larger effort to achieve our two major objectives: ensuring that EPA will give us reasonable time to achieve secondary treatment standards and receiving federal funding. Bob Ghirelli, Director of Technical Services, explained how we plan to move forward. The District will not seek a language change in the Clean Water Act during this session of Congress. Mr. Saperstein and John Freshman will be meeting with the Steering Committee at a special meeting on November 7, 2002 between 3 and 5 p.m., prior to the PDC Committee meeting. They will discuss their plans on how to roll out these initiatives to the congress in the January through March time frame. Book Page 5 Minutes of the Steering Committee Page 3 October 23, 2002 B. Status of Ocean Permit Application and Neaotiation Process Bob Ghirelli and Jim Colston provided an overview of the draft application and the timeline for review. The first draft is being presented to the Directors to provide an opportunity to comment and make suggestions before approving the application in November and submitting the application to EPA in the early part of December. C. Proposed Principles of Agreement between SAW PA and OCSD Blake Anderson reported that SAW PA is still about$3 million in arrears for engineering work on the SARI protection and relocation project. He announced that SAW PA has submitted a proposal letter that stated it would pay the outstanding invoices conditional upon our entering into negotiations for SAW PA purchasing the upper portion of the SARI line. There were nine deal points outlined and reviewed by Mr. Anderson and the general manager of SAW PA. These are being reviewed by staff. The Directors were asked to comment on this proposal,which would require moving flow from the SARI line to a new line through Yorba Linda. SAWPA would end up with sole responsibility for the upper portion of the SARI line and the District would be responsible for the new line. The Committee directed the general manager to put SAW PA on notice that they must be in complete compliance with the terms of the existing agreement and that their invoices are paid to our satisfaction before any further transfer of ownership discussions proceed. They also wanted to see a list of what obligations SAW PA has and which are outstanding. D. The Agenda Items scheduled to be reviewed by the Board's working committees in November were reviewed. Mr. Ghirelli reported that staff was prepared to make a report on the Huntington Beach Phase III study but the research team and the peer review panel have not submitted their findings and have indicated that it will be January before they are complete. The Directors directed staff to make the presentation when the information was complete E. The agenda items scheduled to be presented to the Board at tonight's meeting were reviewed. There were no questions. (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 There will be a Special Steering Committee meeting on Thursday, November 7 beginning at 3 p.m. The next Steering Committee meeting is scheduled for Wednesday, November 20, 2002 at 5 p.m. Book Page 6 Minutes of the Steering Committee Page 4 October 23, 2002 The next Board Meeting is scheduled for Wednesday, November 20, 2002 at 7 p.m. (13) CLOSED SESSION The Committee convened at 6:22 p.m. in Closed Session, pursuant to Government Code Section 54956.9, to discuss an existing matter of litigation entitled; Orange County Sanitation District at al., vs. Kern County at al. Minutes of the Closed Session are on file with the Board Secretary. Confidential Minutes of the Closed Session held by the Steering Committee have been prepared in accordance with 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. There was no reportable action taken by the Steering Committee. At 6:40 p.m.,the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:40 p.m. Submitted by: 0/"— Je rappan St mg Committee Secretary G'Lro.eu�eOe,MeKewrv,V CanminselOt lO'JI iRMf SC.MmnaaErc Book Page 7 DRAFT MINUTES OF SPECIAL STEERING COMMITTEE MEETING Thursday, November 7, 2002 A special meeting of the Steering Committee of the Orange County Sanitation District was held on Thursday, November 7, 2002 at 3 p.m., in the Districts Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Thomas Nixon,General Counsel Shirley McCracken, Chair Eric Sapirstein Steve Anderson, Vice Chair John Freshman Pat McGuigan, Chairman, OMTS Committee Larry Porter Russell Patterson, Chairman, PDC Committee Randy Fuhrman Brian Brady, Chairman, FAHR Committee Eileen Murphy North Eckenrode, Past Board Chair Mike Moore Chandra Johannesson Directors Absent: Laura Ann Davick Jim Silva, County Supervisor STAFF PRESENT: Blake Anderson, General Manager Bob Ghirelli, Director of Technical Services Gary Streed, Director of Finance Sonja Wassgren, Communications Analyst Jean Tappan, Committee Secretary (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS Larry Porter and Eileen Murphy both asked the Committee members to continue towards full secondary treatment. (4) REPORT OF THE COMMITTEE CHAIR Committee Chair Shirley McCracken did not make a report. Book Page 8 Minutes of the Special Steering Committee Page 2 November 7, 2002 (5) REPORT OF THE GENERAL MANAGER General Manager Blake Anderson did not make a report (6) REPORT OF GENERAL COUNSEL Counsel Tom Nixon did not make a report. (7) DISCUSSION ITEMS (Items A-D) Before beginning discussion on the listed items, Blake Anderson said that staff would be presenting a review of activities here in California as well as Washington, DC since the July 17 decision to move to secondary treatment standards, what possibilities there are for federal funding of some of the efforts and how the context of the federal Clean Water Act and prior federal grant funding for wastewater treatment upgrades can be instructive on how best to proceed. He introduced Eric Sapirstein and John Freshman, our lobbyists in Washington, DC,who then gave brief biographical statements. Bob Ghirelli, Director of Technical Services, gave a brief overview of staff aclivities since July 17. The Engineering Department is reviewing all of the planned CIP projects and anticipated projects required to meet the new 30/30 level of treatment and will be presenting a final report to the Directors in March. The disinfection program is up and running. For the past month the regulatory goals have been met as well as our stated goal of meeting AB411 standards at the end of the ouffall. At the same time Operations is ramping up the level of secondary. The draft NPDES permit application was presented to the Directors for comment and the final application will be presented to the Board at its November 20 meeting before submitting to EPA the first part of December. Staff continues to meet with the regulators on the terms and conditions of the permit. The agreement should be finalized in May or June, after the CIP planning program is completed. AB1969 was passed that changed the law to allow a 10•year schedule for construction of the necessary facilities without penalty as long as we adhere to the schedule. Staff is working on obtaining the same assurances from EPA. Mr. Ghirelli also mentioned that a key component will be to seek grant funds from EPA. Messrs. Sapirstein and Freshman will be assisting the District in this effort. They met with several departments today to get an overview of the ongoing initiatives. A. Washington Update Mr. Sapirstein reported that with the help of three members of the Orange County delegation (Cox, Rohrbacher and Sanchez) report language has been included in the EPA spending bill endorsing the course of action the District is taking and informing EPA that they should work with the District to avoid penalties as we move voluntarily towards meeting secondary treatment standards. Mr. Sapirstein said that the Clean Water Act never anticipated an agency moving away from a waiver voluntarily. B. Authorization and Funding Options for Secondary Treatment Mr. Freshman first addressed the concern expressed by members of the environmental community that our efforts might be directed towards amending the Clean Water Act (CWA) and somehow undercut it. Mr. Freshman made it very clear that the direction he has received from the Sanitation District is to not amend the CWA at this time. That is because of the positive assurances that we have received from EPA that punitive fines are not what they have in mind for the Sanitation District. EPA staff and counsel have acknowledged that the Book Page 9 Minutes of the Special Steering Committee Page 3 November 7, 2002 Sanitation District's move to secondary is voluntary and for this reason EAP intends to give the Sanitation District every consideration for a reasonable compliance schedule. Nevertheless, he stated that under the unlikely situation that negotiations for an administrative order or consent decree accompanying our secondary treatment permit go horribly against he interests of the citizens of Orange County, then under that condition and that condition alone we would seriously contemplate seeking a very narrow amendment of the CWA to accommodate our need for protection against enforcement fines as we transition to secondary treatment standards. He gave a brief history of the Clean Water Act, which In the beginning provided grants and then moved to a loan program. In the early years of the Clean Water Grant Program, the federal government provided 75%grants amounting to$3-to$5 billion per year. In California, the state provided a 12 Yz%grant,which implied that the local authority contributed only 12 %%to the cost of these facilities. In the 1980s, the Grant Program was scrapped in favor of a loan program. The Sanitation District did not avail itself of this program because of the red tape and because we could secure bans in the market that were comparable to what was available through the state revolving loan program. Around the rest of the country this was also true. There wasn't a lot of interest in the federal financing program since the change because agencies have been able to find lower cost funding. In the 90s, a Coastal Cities program was created to make grants to agencies that embarked on large programs. For example, Los Angeles City and Los Angeles County Sanitation District received sizable federal grants to upgrade their facilities to full secondary treatment under this program. Today, the Sanitation District is one of the largest"stragglers"for federal funding. There an equity argument that we can pursue. Basically, it's now Orange County's turn to receive what most large agencies in the country have received in the last 30 years of federal clean water grants. C. Legislative Strategy for Pursuing Federal Fundino The States and Territorial Assistance Grants program is now in effect that helps agencies that have a significant capital need. These grants live in the VA HUD-Independent Agencies appropriation bill that Congress passes every year as part of the normal budgeting process.. Mr. Freshman mentioned that the District should begin with an incremental process building on prior grants as a long-term strategy. By demonstrating our involvement In regional water/wastewater/watershed management projects, we could make the persuasive argument for an ecosystem restoration program. As our representatives they would help develop a five- year plan that will require packaging a comprehensive water and infrastructure picture to present to EPA. Blake Anderson mentioned that the cost for these consulting services, staff and board member trips and other expenses for a well-coordinated campaign to receive federal funding is estimated at$200,000 per year. Assuming up to five years to achieve significant federal funding, this implies $1 million of out-of-pocket expenses over and above staff time to participate in the effort. The projects that we hope to get on the list could be over$50 million. Or not. The question before the Steering Committee is: Are we willing to commit up to$1 million, spent incrementally over the next several years,with the hope but not the assurance of receiving federal funding support for our CIP7 Book Page 10 Minutes of the Special Steering Committee Page 4 November 7, 2002 D. Next Steps Mr. Sapirstein indicated that it is likely that we can get grant funding. The first step is to get included on the list of eligible projects. This will require active participation by the directors and staff in Washington with our delegation. He and Mr. Freshman will be setting up meetings. They will put together briefing materials and develop a target list of administrators and representatives. An advisory motion was moved, seconded and approved to request staff to move forward with the consultants in developing a short-term strategy for securing grant funding. An action item will be on the November Steering Committee and Board meetings agendas. This will include an estimate of the amount of grant assistance available, and an authorization to establish a budget for this purpose for Calendar Year 2003 covering Fiscal Years 02.03 and 03.04 (3) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There was no other business discussed. (9) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (10) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT There were none. (11) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for Wednesday, November 20, 2002 at 5 p.m. The next Board Meeting is scheduled for Wednesday, November 20, 2002 at 7 p.m. (12) CLOSED SESSION There was no closed session. (13) ADJOURNMENT The Chair declared the meeting adjourned at 4: 40 p.m. Submitted by. ifo Tappan StIdering Committee Secretary 0�ro de aaeme�Siwna wmmnroioawn i ro>R seeami wetigi r r om yvye�sc wexns.ecc Book Page 11 STEERING COMMITTEE Meeting Date To 86.of M, ui20i02 AGENDA REPORT I itI'Noumbef Item Number Orange County Sanitation District FROM: Blake Anderson Originator: Jean Tappan, Secretary to the General Manager SUBJECT: Establish Committees/Board Meeting Calendar for 2003 GENERAL MANAGER'S RECOMMENDATION Determine the months during 2003 the Standing Committees may not meet and confirm meeting times. SUMMARY In an effort to provide the directors a couple of months without committee meetings and staff a break from the agenda item preparation process and committee attendance, a calendar with tentative conflicts has been prepared and is attached. In the past August and January have been the dark months, but because of holidays and other conflicts some committees have chosen July and December as the dark months. Staff is also asking the directors to affirm the 5 p.m. meeting time for the committee meetings and 7 p.m. start for the Board meeting, or consider changing them to an earlier start time. PROJECT/CONTRACT COST SUMMARY N/A BUDGETIMPACT ❑ This item has been budgeted. (tine item: t ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION N/A ALTERNATIVES 1. Determine that only meeting dates will be changed, rather than having months without meetings. Book Page 12 n�„am.vo.,,a.�s�wo cwMnieeazwoai izaax N�rmana owes aoc Re.W. e'iave Page 1 CEQA FINDINGS WA ATTACHMENTS 1. 2003 Committee Meeting Dates 2. 2003 Master Calendar of Events in Wastewater Industry Book Page 13 c�romeu,veaea�saae�v c«.+naanzwoHiiiooz nn rneau�v oases a« ae.�:ae: a'o9a Page 2 2003 COMMITTEE MEETING DATES Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec OMTS ;W:;S. 4n 5-Feb 5-Mar 2-Apr 7-May 4-Jun 2-Jul 6-Aug 3-Sep 1.Oct 5-Nov 3-Dec PDC 6-Feb 6-Mar 3-Apr 1-May 5-Jun +e"Y I 7-Aug 4-Sep 2-Oct 6-Nov 4-Dec FAHR BJan ,`�if129b 12-Mar 9-Apr 14•May 11Jun 9-Jul 6-Aug 10-Sep 8-Oct 12-Nov 10-Dec Steering 22-Jan 26-Feb 26-Mar 23-Apr 28-May 25-Jun 23Jul 27•Aug 24-Sep 22.Oc1 -$ Consider changing to: OMTS January Dark PDC January Dark FAHR February 19th (before or after Directors'Workshop)--to avoid Lincoln's Birthday Holiday PDC July 10th --to avoid eve of July 4 Steering November 19th ••to avoid Thanksgiving Eve Steering December 17th--to avoid Christmas Eve Note: League of Cities Sept 7-10 Annual Conference and November 5-7 Legislative Briefings w 8 F V as ro A 2003 MASTER CALENDAR OF EVENTS IN WASTEWATER INDUSTRY January 1 New Year's Day 8-10 League of CA Cities Mayors and Council Members Institute, Part 1 15-17 League of Cities Leadership Team Workshop 15-18 CASA Winter Conference, Palm Springs, CA 20 Martin Luther King's Birthday Observed ,22 Chinese/Vietnamese New Year February 4-7 AMSA Winter Conference, Santa Fe, NM 12 Lincoln's Birthday 17 Presidents' Day 19-22 WEF/AWWA/CWEA Joint Residuals and Biosolids Management Conference, Baltimore, MD 27-29 WESTCAS Winter Conference, Scottsdale, AZ March 2-5 ACWA Washington, DC Conference 5 Ash Wednesday April 8-13 CELSOC Annual Convention, Somona DoubleTree 9-11 League of CA Cities Mayors and Council Members Institute, Part 2 13 Palm Sunday 16-20 Passover 17 Good Friday 20 Easter 13-16 9"Annual Industrial Wastes Technical and Regulatory Conference, San Antonio, TX 22-26 CWEA Annual Conference, Ontario, CA 27-30 WEF/AWWA Information Management& Technology Conference and Exhibition, Santa Clara, CA 30-May.3 CASA Spring Conference, Yosemite, CA May 7-9 ACWA Conference, South Lake Tahoe, CA 14-15 League of CA Cities Legislative Action Days 17-21 AMSA Nat'l Environmental Policy Forum & 33' Annual Meeting, Washington, DC 26 Memorial Day 28-30 League of CA Cities Leadership Team Workshop June 2.5 WEF/WEAT Collection Systems 2003 Conference (cMOM Got), Austin, TX 16-20 AWWA Annual Conference & Exposition 2003, Anaheim, CA 18-20 W ESTCAS Summer Conference, San ego MCA 23-26 World Water and Environmental Resou ? Philadelphia, PA July 4 Independence Day 13-16 ASCE International Conference on Pipeline Engineering and Construction, Baltimore, MD 15-18 AMSA Summer Conference, Boston, MA 15-19 AW WA Annual Conference, Anaheim, CA 16-19 League of CA Cities Executive Form 18-19 League of CA Cities Leadership Academy Workshops 24-25 League of CA Cities Community Services Conference August 13-16 CASA Annual Conference, San Diego 24-27 APWA Annual Congress, San Diego September 1 Labor Day 740 League of CA Cities Annual Conference 25 Yom Kippur October 11-15 WEFTEC 2003, Los Angeles, CA 26 Ramadan 29.31 WESTCAS Fall Conference, El Paso, TX November 5-7 League of CA Cities Legislative Briefings 11 Veteran's Day 11-14 NWRA Annual Conference, Long Beach, CA 12-15 Civil Engineering Conference and Exposition 2003, Nashville, TN 18-21 CSAC Annual Meeting, Monterey 27 Thanksgiving December 3-5 ACWA Conference, San Diego 4-5 League of CA Cities Financial Mgmt Seminar 25 Christmas 26 Kwanza Book Page 16 STEERING COMMITTEE Mewing Date To ad.of Dir. u/zD/Dz AGENDA REPORT Item Ny nber Item Number Orange County Sanitation District Y �i FROM: Blake Anderson, General Manager Originator: Jean Tappan, Secretary to the General Manager SUBJECT: Workshop for New Directors GENERAL MANAGER'S RECOMMENDATION Authorize a workshop for new and returning directors on the third Wednesday in February (February 19) and establish a start time. SUMMARY As a result of the recent elections, there will be at least five new directors on our Board. Routinely, we provide an orientation for them either as a group or individually based on their schedules. This year, we would like to combine the orientations with a workshop for returning directors. Decisions to be made by the Steering Committee are: • Is Wednesday, February 19, the best date? • Should the workshop start at 5 p.m. with dinner or 7 p.m. without dinner? • Is it appropriate that returning directors also attend? • Are presentations on operations of facilities, ocean issues and the CIP appropriate for this workshop? PROJECT/CONTRACT COST SUMMARY N/A 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) ADDITIONAL INFORMATION N/A ALTERNATIVES Book Page 17 G%�dmwaa,dmSteenoo G0mmle0%02%No 112=M Feb WMGbood aamsed vile Page 1 CEQA FINDINGS ATTACHMENTS None Book Page 18 G QZl.lI 1I M'e0 WaksMp Gx � yIp9B Page 2 STEERING COMMITTEE Meeting Date To Bd.of Dlr. w2o1D2 AGENDA REPORT teyt NLfbe Item Number Orange County Sanitation District X L. FROM: Blake P. Anderson, General Manager Gary G. Streed, Director of Finance SUBJECT: CONSIDER RECOMMENDING ESTABLISHING A POLICY ALLOWING INSTALLMENT PAYMENTS FOR CAPITAL FACILITIES CAPACITY CHARGES AND/OR ANNEXATION FEES DUE FOR PROPERTIES ABANDONING SEPTIC TANKS AND CONNECTING TO SANITARY SEWERS WITHIN THE DISTRICT GENERAL MANAGER'S RECOMMENDATION Recommend to the FAHR Committee that they consider a resolution establishing a policy allowing installment payments for connection fees (Capital Facilities Capacity Charges) and annexation fees in cases where properties were developed, occupied and served by septic tank prior to July 1, 2002. This policy would expire on June 30, 2005 and would apply only to property owners who were abandoning existing septic tanks. The District would not charge interest on these short-term loans as an encouragement to connect to the sewers. The loans would be secured by liens against the properties. Failure to pay on time would result in a penalty equal to ten percent of the amount originally due. SUMMARY Currently our records show there are about 1,500 properties within the Sanitation District service area on septic tanks rather than sanitary sewers. A smaller number is estimated to exist within the County but outside of our service area. Many believe that these septic tanks contribute to the bacterial contamination of urban runoff. This could be a result of failing systems or of contamination leaching through the soil and emerging to be carried away. The Directors have discussed methods of encouraging property owners to abandon their septic tanks and to connect to the sanitary sewers. General Counsel has advised that our fees cannot be waived or set aside, but that an installment payment plan would be legal. There are many steps required of a property owner who wishes to move from an on-site septic tank to the regional sanitary sewer system. If not in the service area, the property must be annexed to a local sewering agency as well as to the Sanitation District. A lateral must be constructed from the building on the property to the local sewer�aca a }9 local and OCSD connection fee must be paid. If a local sewer is not available, Yoan%la sewer must be constructed. The septic tank must be emptied and then properly abandoned by a licensed contractor. Of course the total cost for these services varies by property and proximity to a local sewer, but it is always substantial. PROJECT/CONTRACT COST SUMMARY Costs would be limited to staff time and services of General Counsel necessary to complete the draft resolution and the payment agreement. Once the policy is implemented, there would be minor staff costs to complete the agreements and to issue annual invoices. Since the agreements would not be interest bearing, there would be an opportunity cost equal to the interest that the District would have earned if the funds had been on deposit. Consider the example of a large single family home on a one-acre lot. The connection fee for a five-bedroom house is $2,530 while the annexation fee is approximately $4,200 per acre. Since the agreement requires an initial payment of one- third, the average balance outstanding for two years would be $2,244 and the total interest loss would be about $275 at 6% per year. BUDGETIMPACT ❑ This item has been budgeted. (Line item: ) ❑ This item has been budgeted, but there are insufficient funds. X This item has not been budgeted. ❑ Not applicable (information item) ADDITIONAL INFORMATION At the November 7, 2002 Special Steering Committee meeting, Vice Chair Anderson asked that the Committee consider the possibility and/or advisability of the Sanitation District helping property-owners convert from septic tanks to sewer systems. He reported that the City of La Habra provides funding for a low-cost loan program and wondered if the District could implement a similar program. The goal of the program would be to encourage sewer connections as a way to reduce the bacterial contamination in urban runoff that may be attributed to septic tanks. The County and LAFCO are working together to have all of the County-islands annexed to the appropriate cities. As a part of this effort, the County would like any properties currently on septic tanks to connect to available local sewers. The County has informally asked the District to waive these connection fees. General Counsel has consistently advised that the existing Ordinance does not permit the Directors to waive these fees and has reminded the Directors that they have never waived connection fees. At their May, 2002 meeting, the Steering Committee expressed their support for continuing the current and past practices. They also expressed interest in enacting some method to lessen the financial burden for these property owners. wln.li r,�{ ,+fq 'fi ,,Sk "0_ �IW I Book Page 20 Oirq.ae�apanEalStsMny CemmNx`OP W oNt i 2ao2 M s W nn0 OaY^wnt pen.aoc w.+..a: WWI Page 2 This report suggests a time-payment plan to satisfy that concern. There is precedence for a time-payment plan. In 1989, the Board of District 7 authorized a 3-year, 3-payment, interest free program for homes that were occupied prior to the authorization and prior to a fee increase from$250 to$1,500. In 1999,the Board authorized a similar agreement for the owner of a 15- unit apartment complex whose septic tank had failed. This was during the enactment of a lower per unit connection fee and ultimately the property owner was able to delay the connection until the lower fees were enacted and they were paid in a lump sum. Finally, in 2000 the Steering Committee authorized a loan program for a small area that would be annexed to the City of Brea. This area contained 17 homes and a commercial nursery, all on septic tanks. While the City requested the fees to be waived, the Steering Committee suggested a loan program. The proposed loan was limited to $3,000 per property, was to be a "low interest loan,"and was to be secured by a lien on the property. This program was submitted to the property owners by the City, but no loans have been made to date. Staff recommends that the 1989 model be readopted by Resolution.for annexation and connection fees for these County-islands, and for connection fees for areas already within the District. A draft Resolution is enclosed. This model provides for an initial payment equal to one-third of the total fees due. On the first and second anniversary of the Initial payment, an equal payment is required. The Resolution further provides that in the event one of these payments is missed,the District will file a lien against the property for the balance outstanding plus 10%. The property owner would sign an installment payment agreement at the time of the initial payment. An alternative proposal would be to Include an Interest charge. If the Directors believe an interest component is appropriate, staff recommends the rate on the one-year Treasury Note that is effective at the time of the agreement. Staff is recommending that the District forego an interest assessment as the District's contribution toward eliminating septic tank use in our service area. These agreements would be available for all property owners desiring to annex into the Service area or already within the service area. Residential and non-residential property owners alike could participate. ALTERNATIVES Include an interest charge in the agreements. Allow more than three years for the payments to be made. Do not approve installment payments. CEQA FINDINGS N/A ATTACHMENTS Preliminary draft Resolution Preliminary draft Installment Agreement GGS:g Book Page 21 6Mq.GleNppntle151eviny cwrvNllee102 112M M ewenno Oa�MWAM »a1 Page 3 RESOLUTION NO. OCSD 02-XX AUTHORIZING INSTALLMENT PAYMENTS FOR SEWER CONNECTION (CAPITAL FACILITIES CAPACITY CHARGES)AND ANNEXATION FEES A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ORANGE COUNTY SANITATION DISTRICT AUTHORIZING STAFF TO ISSUE CONNECTION PERMITS PROVIDING FOR PAYMENT OF SEWER CAPITAL FACILITY CAPACITY CHARGES AND/OR ANNEXATION FEES IN THREE ANNUAL PAYMENTS . . . . . . . . . . . . . . WHEREAS, effective July 1, 2002, Ordinance No. OCSD-18, An Ordinance of the Board of Directors of Orange County Sanitation District provides for a Capital Facilities Capacity Charge to be paid by owners of residential properties in an amount range of $580 to $2,530, and of non-residential properties in the amounts of$110, $675, or$1,600 per 1,000 sq. ft. of building for the privilege of connecting to the Districts sewerage system; and WHEREAS, some properties exist that were developed and occupied prior to July 1, 2002, but are served by septic tanks and are not connected to an available sewer;and, WHEREAS, effective July 1, 1998, Ordinance No. OCSD-03, An Ordinance of the Board of Directors of Orange County Sanitation District provides for Annexation Fees to be paid by the owners of properties when new territory is annexed to the District; and, WHEREAS, said fees are necessary to properly reflect the cost of providing sewerage system capacity to newly developing properties and developed properties newly connecting to the sewerage system; and, Book Page 22 1 WHEREAS, payment of the District's adopted sewer Capital Facilities Capacity Charges and/or Annexation Fees may impose an undue hardship on owners of said older, developed properties. NOW, THEREFORE, the Board of Directors of the Orange County Sanitation District DOES HEREBY RESOLVE, DETERMINE AND ORDER: Section 1. That the District's staff be, and is hereby, authorized to approve agreements for installment payments of sewer Capital Facilities Capacity Charges and/or Annexation Fees requested by owners of property developed and occupied prior to July 1, 2002, but not connected to a local sewer and the District's sewerage system; and Section 2. That permits for connection of said properties shall be issued by the District's staff provided the property owners execute an installment payment agreement in a form approved by the General Counsel, and shall be subject to the following terms: a) That the sewer Capital Facilities Capacity Charges and/or Annexation Fees installment payment option shall not apply to properties for which occupancy permits were issued after June 30, 2002; and that the property must have been fully developed and occupied by the applicant prior to July 1 , 2002; and, b) That payment of the applicable Capital Facilities Capacity Charges and/or Annexation Fees may be made in three annual installments: the first due upon issuance of the connection permit; the second payment due twelve months later; and the third payment due twenty-four months Book Page 23 2 later; and, c) There shall be no interest or administrative fees charged to the property owner except as provided hereafter in subparagraph (d); and, d) That the property owner acknowledge and consent to the District placing a lien against the property in the amount owed if the fee is not paid in accordance with the terms established in the permit and the installment payment agreement; and that if such a lien becomes necessary, a 10% administrative fee, plus interest at the prime rate (Bank of America, San Francisco) plus 2% per annum on the unpaid balance, will be added to the amount due. Section 3. That the sewer Capital Facilities Capacity Charges and/or Annexation Fees installment payment option shall expire June 30, 2005. PASSED AND ADOPTED at a regular meeting held G:\m.dta\fin\210\streed\STEERING AR CFCC Reso.doc Book Page 24 3 ORANGE COUNTY SANITATION DISTRICT AGREEMENT TO PAY SEWER CONNECTION FEES AND/OR ANNEXATION FEES ININSTALLMENTS Permblee Permit No. AGREEMENT ISSUANCE CONDITIONS: a) Only for properties fully developed and for which occupancy permits were Issued and which were occupied prior to July 1,2002. b) Property owner must request Installment payment agreement prior to Issuance of connection permit,and by executing this agreement certifies to(a)above. c) Applicable only to permits Issued between July 1,2002 and June 30,2005. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1. The undersigned property owner owes sewer Capital Facilities Capacity Charges and/or Annexation Fees to Orange County Sanitation District,in the amount of$ 2. Pursuant to Resolution No.OCSD02-XX,the property owner desires to pay such sewer Charges and/or Fees In not more than three(3)annual Installments because the property is an older, developed and occupied property. 3. Property owner shall pay the total amount of$ to the District In the following annual Installments: A. $ ,on Issuance of a Sower Connection Permit- B. $ on C. $ on 4. Property owner acknowledges and consents to the District placing a Ilan against Its property in the amount owed if the fee is not paid in accordance with the terms established above. It such a lien becomes necessary,an administrative fee equal to ten percent(10%)of Capital Facilities Capacity Charges and/or Annexation Fees originally due,plus interest at the prime rate(charged by Bank of America,San Francisco),plus two percent(21/6)per annum on the unpaid balance,will be added to the amount due. 5. This Agreement applies to the property located at and described as AP No. Dated: 12002 Orange County Sanitation District Property Owner BY Signature of Property Owner COPIES: Attach original to Account copy and photo copies to all other permit copies. NOTICE TO CITY/COUNTY: Orange County Sanitation District connection fee requirements have been satisfied and the city/county Is authorized to Issue the other necessary permits to this property 0%91dr.Pagc 25 STEERING COMMITTEE Meetng Date To Bd.of M. 11/20/02 11/20/02 AGENDA REPORT '�",pnbe Uffn "e Orange County Sanitation District FROM: David Ludwin, Director of Engineering Originator. Hardat Khublall, Engineer SUBJECT: SANTA ANA RIVER INTERCEPTOR RELOCATION/PROTECTION STATUS OF SANTA ANA WATERSHED PROJECT AUTHORITY INVOICE ISSUES, CONTRACT NO. 2-41 GENERAL MANAGER'S RECOMMENDATION Informational item regarding the Status of Santa Ana Watershed Project Authority Invoice Issues. SUMMARY The Orange County Sanitation District (District) is currently working with the Santa Ana Watershed Project Authority (SAWPA)on the relocation/protection of a portion of the Santa Ana River Interceptor(SARI) located between Weir Canyon Road and the Orange County line, within the Cities of Yorba Linda and Anaheim. In accordance with the 1972 Interagency Agreement and the 2002 Memorandum of Understanding (MOU), the District has invoiced SAWPA for its cost share of the relocation/protection over the past eight years. To date, SAWPA paid a very small portion, and has an accumulated outstanding unpaid amount of$2.9 million. The District has made numerous requests to SAWPA for payment but unpaid invoices continue to accumulate as the work on the project continues. The current 2002 MOU, which was prepared to specifically address issues regarding cost share and invoicing for the relocation/protection project, does not seem to be working effectively. Recent invoices sent to SAWPA for payment have not been paid in full. SAWPA claims the MOU does not cover the speck tasks, or the format and invoicing procedures are not satisfactory. In order to keep the project moving forward, Staff is developing a letter agreement addressing all of the cost and invoicing issues, and requests that the Joint Management Committee (JMC) endorse the agreement and direct Staff to get the respective Agency Boards to approve the document. Based on the above, District's staff met with SAWPA's staff on November 4, 2002 and discussed detailed methods to address reimbursements for consultants, Staff and miscellaneous costs, and methods to simplify the invoicing procedures and format. It was agreed at the meeting that Staff will develop cost estimates for the abov tt rgs projected to extend project activities until March 2004, or at about the completion off}ie-6 Page 1 EIR/EIS process. It was also agreed that the District will include actual Staff and miscellaneous costs incurred from November 1, 2001 (2002 MOU implementation date) to October 31, 2002 within this estimate for the JMC approval. District's staff will also be meeting with SAW PA's staff to develop an invoicing procedure and a format acceptable to both Agencies. It is proposed that these items will be on the agenda at the November 26, 2002 JMC meeting. PROJECT/CONTRACT COST SUMMARY The total budget estimate for the SARI Relocation and Protection Project, Contract No. 2-41, is $86,747,000. See the attached Budget Information Table for more information. BUDGETIMPACT ❑ This Rem has been budgeted. (Section 8, Page 14, FY2002 / 03) ❑ This Rem has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) The budget is not affected by this information item. ALTERNATIVES Not Applicable. CEQA FINDINGS The Environmental Impact Report was certified on July 19, 2000 and a Notice of Determination was filed on July 20, 2000. Additional CEQA documentation is under development for additional alternatives. ATTACHMENTS Budget Information Table HK:jo Book Page 27 A.OW. WOMB Page 2 BUDGET INFORMATION TABLE SANTA ANA RIVER INTERCEPTOR RELOCATION/PROTECTION CONTRACT NO. 2-41 ORIGINAL CURRENT PROPOSED .PROPOSED FUNDS THIS PROPOSED ESTIMATED ESTIMATED PROJECTlTASK AUTHORIZED PROJECT BUDGET REVISED AUTHORIZED AUTHORIZATION TOTAL EXPENDITURE EXPENDED BUDGET BUDGET INCREASE BUDGET TO DATE REQUEST AUTHORIZATION TO DATE TO DATE(%) Project Development $ 17.000 $ 12.000 $ 12,000 i 17,000 $ 17,000 $ 12,259 72% Studies/Permitting $ 861,000 $ 861.000 1,122.000 $ 1,122,000 $ 565.701 50% Consultant PSA $ 875,000 $ 9,478,000 $ 9.478.000 5.026.273 $ 5.026.273 $ 3,860,936 77% Design Staff $ 366.200 $ 1.506.000 $ 1.506.000 831,000 $ 831,000 $ 485.835 58% Construction Contract $ 21,203,400 $ 54,006,000 $ 54.006.000 Construction Administration $ 1.262,300 $ 7.004.000 $ 7.004,000 Construction Inspection It 1,718.000 $ 3.000,000 $ 3,000.000 Contingency $ 5.088,400 $ 10.880.000 1 $ 10.880,000 PROJECT TOTAL $ 30,530,300 1$ 86.747,000 $ 86,747,OD0 5 6,996.273 I $ 6.996.273 $ 4.924,731 70% Reimbursable Costs PROJECT k9T $ 30.530,300 1$ 86,747,000 $ 86,747.000 11 $ 6.996,273 1 1 $ 6,996,273 $ 4.924,731 70% STEERING COMMITTEE Meeting Date TG%00/f Dr. 11/20/02 11/2 / 2 AGENDA REPORT IT Number Item Number 11(U Orange County Sanitation District FROM: Robert Ghirelli, Director of Technical Services Originator: Michael D. Moore SUBJECT: Federal Legislative Advocacy to Secure Federal Grant Money for Secondary Treatment GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to expend up to $200,000 for federal legislative advocacy and to contract with ENS Resources, Inc. for a one year period, effective January 1, 2003 through December 31, 2003, providing for professional advocacy services for a total amount not to exceed$180,000. SUMMARY On November 7, 2002, staff was directed by the Steering Committee to pursue federal grant money to help pay for secondary treatment facilities. Following a presentation by the District's Washington, D.C., lobbyists--Eric Sapirstein (ENS Resources, Inc.) and John Freshman (John Freshman & Associates)--the Committee asked that an agenda item be placed on the November Steering and Board meeting agendas to consider a one year contract extension with Messrs. Sapirstein (prime contractor) and Freshman (subcontractor) for professional services related to legislative advocacy on behalf of the District. The consultants are presently under contract to the District, and the present agreement expires on December 31, 2002. The proposed contract will extend the contract for one year. PROJECT/CONTRACT COST SUMMARY This one year contract with Messrs. Sapirstein and Freshman is proposed for a total not to exceed cost of $180,000. The contract budget is allocated as follows: Professional Services (Sapirstein and Freshman) $180,000 OCSD Direct Costs (Estimated) 10,000 OCSD Travel (Estimated) 10,000 TOTAL Budget $200,000 'Out of Town Travel Subject to District Approval Book Page 29 MDM:wh G'Wq.daVSKMGExEflPl WTABcuEln�rEeflgaroYW2lQ_Gran6vWrgPLInWm�l�AR_tt-1UM.6x Page 1 Due to the complexity of this project and the need to pursue funding over multiple funding cycles, this may end up being a multi-year effort of up to five years. This contract request is for one year at a total not to exceed cost of$180,000. If a contract extension is necessary to extend these services beyond 2003, staff will seek the approval of the Board of Directors. 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 Since September 2002, the consultants have been working for the District on two fronts: pursuing legislative language in EPA's budget bill and laying the groundwork for developing a strategy to obtain grant funding. The first element is nearly complete: legislative report language is contained in the draft budget bill stating Congress' intent that EPA take a non-punitive approach in its permit negotiations with the District. Our lobbyists will be working in the coming weeks when Congress reconvenes to ensure the report language is contained in the final budget bill. The process of obtaining federal funding assistance will involve working with stakeholders in the community, the Orange County congressional delegation, and agency representatives. The consultants propose to begin the process by pursuing a grant through EPA's State and Tribal Assistance Grant (STAG) program. This program provides specific set aside funding for wastewater and related public infrastructure planning, design, and construction assistance. These grants typically range in amount from several hundred thousand dollars to as much as several million. Historically, California projects have averaged as much as a couple of million dollars in any one year. However, in cases where overwhelming need has been demonstrated, amounts as high as $50 million have been appropriated. These STAG grants are provided directly to municipalities and agencies for water and wastewater projects without state involvement. Because the District is seeking a larger grant share than is typically provided through the STAG program, the consultants propose to seek support for a separate funding package. At the Steering Committee meeting the consultants described a plan to develop an umbrella funding package covering a variety of "Ecosystem Restoration Projects"that have significant capital needs: • Achieving secondary treatment standards • Disinfection Project • GWRS Project • Urban Runoff Diversion Project • Dairy Washwater Project • Santa Ana River Watershed Initiatives • Beach Contamination Source Investigation Projects Book Page 30 MDM:wh G.W .E, 208ENEP DATA�B G da RWnD2009M1_Gn WuM,pNnMtlx W M_11-Y 22 Rrv.M: nnempp Page 2 • Cooperative Projects Program The timeline for developing this program is roughly along these lines: • November through January: Develop legislative initiative • February: Secure legislative sponsors and introduce initiative • February through March: Submit formal budget request for FY 04 funding assistance as part of STAG program • March through May: Develop congressional testimony in support of budget request • March through July: Meetings with congressional delegation, appropriations and authorizing committees to advocate program and funding requests as well as key Administration officials in support of District initiatives • July through September: Work with delegation and appropriations committees to secure funding assistance during committee consideration of funding and House and Senate floor consideration A conservative estimate of the capital need for these and other environmental stewardship projects is $2 billion over the next 20 years. Staff is confident that a portion of this capital need can be offset by federal grants. ALTERNATIVES This contract is not necessary if the Board of Directors decides it does not want to pursue federal grant funding to help pay for the cost of secondary treatment. Staff recommends the District continue to utilize the other general advocacy services of Mr. Sapirstein's firm on a retainer basis as it has for the past four years. The cost of this retainer agreement is$4,000 per month. CEQA FINDINGS N/A ATTACHMENTS N/A Book Page 31 MDM:wh 6:Wq.GIeUWW3ENSM DATA10eaN AQr flepvY�DNM_GWhFUMpNMMatimJJi_1t-ZO-02doc Page 3 STEERING COMMITTEE Meedng Date I To ad.of Dir, tv2oio2 AGENDA REPORT I HerUrff I Rem Number Orange County Sanitation District X FROM: Blake P. Anderson, General Manager Originator: Jean Tappan, Committee Secretary SUBJECT: December 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 December. 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 December: OMTS Committee: 1. Receive and file Microfiltration Demonstration Project Report, Phase 1 2. Consider amendment to Hydrogen Peroxide Contract 3. Receive and file Inspection of 120-inch and 78-inch Ocean Outfalls Report PDC Committee: 1. Ratify Change Order 4 to Job No. P-137, Primary Clarifier Nos. 16-31 and Related Facilities at Plant No. 1 2. Ratify Change Orders 12 and 13 to Job No. P2-39, Rehabilitation of Digesters I through O at Plant 2 3. Ratify Change Orders 3 and 4 and approve Closeout Agreement and Notice of Completion for Contract No. 6-13-2, Abandonment of Airbase Trunk Sewer-Arlington 4. Ratify Change Order 1 and approve Closeout Agreement and Notice of Completion for Job No. J-39, Ocean Outtall Reballast Project 5. Ratify Change Order 5 and approve Closeout Agreement and Notice of Completion for Job No. J-66, Ocean Outtall Flowmeter Replacement at Plant No. 2 6. Approve Addendum No. 2 to 1-98, Trunk Sewer Mapping 7. Receive and file Final Report for J-40-6, Effluent Pathogen Reduction Alternative FAHR Committee: 1. 2002-03 Financial Plan Update and Reserves Policy 2. Review General Manager Approved Purchases Book Page 32 3. Consider 2003-04 Budget Assumptions 4. Approve Safety Policies 5. Consider Meet and Confer Reports PROJECT/CONTRACT COST SUMMARY N/A 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) ADDITIONAL INFORMATION NA ALTERNATIVES NA CEQA FINDINGS Not a project. ATTACHMENTS NA jt Book Page 33 G rq.MeNOenEa45r«n^0 mamma«`-0 GW 12W U9 nl Ms for Oecar.a« a..;«a arzove Page 2 M11TEE AGENDAREPORT zf;;; Orange County SanntionDistrict FROM: Blake P. Anderson, General Manager Originator: Jean Tappan, Committee Secretary SUBJECT: November Agenda Items for Consideration by the Board GENERAL MANAGER'S RECOMMENDATION Review with staff the agenda items tentatively scheduled for consideration by the Board at its November 20, 2002 meeting. 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 if there are questions on any of the items. The following items are scheduled to be considered by the Board in November: 9. Consent Calendar a. Receive and file Summons and Complaint, Emilio Ariston v. OCSD 11. Actions from the Steering Committee C. Consulting Services Agreement with ENS Resources 12. Actions from the OMTS Committee C. Approve Change Order No. 3 and renew contract with Kemiron Pacific for ferric chloride d. Approve Amendment No. 1 to Agreement for Management of Biosolids with Tule Ranch/Magan Farms e. Actions re Sancon polyurethane coatings and Sancon Engineering Il, Inc. 13. Actions from the PDC Committee C. Actions (4) re Orange-Westem Subtrunk Relief Sewer, Contract No. 3-25 d. Actions (3) re Scrubber Monitor and Control, Job No. J-71-1 e. Approve PSA for Preparation of Emission Reduction Study Assessment in connection with Central Generation Automation, Job No. J-79 f. Actions (3) re Trickling Filter Rehabilitation and New Clarifiers, Job No. P1-76 g. Approve addendum to PSA for Area Classification Study Implementation Plan, Plants 1 and 2, Job No. J-35-2 h. Receive and file Interim Strategic Plan Update, Job No. J-40-8 I. Approve addendum to PSA for Effluent Pump Station Annex, Job No. J-77 j. Authorize General Manager to negotiate addendum re Phase III of Space Allocation and Interior Renovation, Job No. J-84 14. Actions from the FAHR Committee C. Receive and file October Treasurer's Report Baok Page 34 d. Receive and file Quarterly Investment Management Program Report for the period July 1, 2002 through September 30, 2002 e. Approve SAFETYp-POL 304 I. Receive and file 2002-03 First Quarter Comprehensive Annua Report l Financial Report g. Receive, file and approvep (CAFR) for year ended June 30, 2002 h. Adopt a revised per diem policy providing for daily limits approved by the IRS i. Approve Amended and Restated Agreement re: Additional Retiree Benefit Account with the OCERS j. Authorize the books and accounts of Revenue Area 7 be combined with those of the rest of OCSD, except for Revenue Area 14 k. Approve reclassification of eight District employees and nine positions 16. Actions re Rehabilitation of 36-inch Force Main B, between Bitterpoint Pump Station and Junction Box, Contract No. 5-29-R1 17. Authorize General Manager to submit Ocean Discharge Permit Application PROJECT/CONTRACT COST SUMMARY N/A BUDGETIMPACT ❑ This item has been budgeted. (Line item: ) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION NA ALTERNATIVES NA CEOA FINDINGS Not a project. ATTACHMENTS NA Book Page 35 G\W NnOemalS,wrmO CCmm11M`pNAtNtt]Wi liY p Mb Ia Wry AWtrv.OK Peh»0. W". Page 2 It Back Page 36 c Me"w rw�n rar mwuaoc Aw. ala Page 3 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