HomeMy WebLinkAbout2003-02 DRAFT
MINUTES OF STEERING COMMITTEE MEETING
Wednesday, February 26, 2003, 2003
A meeting of the Steering Committee of the Orange County Sanitation District was
held on Wednesday, February 26, 2003 at 5 p.m., in the District's Admini r y$FEICEFILED
THE SECRETARY
Office. ORANGE M-u.-w e.u-+nnnN DISTRICT
(T) The roll was called and a quorum declared present, as follows: MAR 2 6 2003
STEERING COMMITTEE MEMBERS: OTHERS PRESENR:— K
Directors Present: Thomas L.Woodruff, General Counsel
Shirley McCracken, Chair Don Hughes
Steve Anderson, Vice Chair Layne Baroldi
Jim Ferryman, Chairman, OMTS Committee Mike Moore
Brian Donahue, Chairman, PDC Committee Ryal Wheeler
Brian Brady, Chairman, FAHR Committee Randy Fuhrman
Norm Eckenrode, Past Board Chair Joan Irvine Smith
Jan Vandersloot
Directors Absent:
Jim Silva, County Supervisor STAFF PRESENT:
Blake Anderson, General Manager
Bob Ghirelli, Director of Technical Services
Carol Beekman, Communications Services
Manager
Jean Tappan, Committee Secretary
(2) APPOINTMENT OF CHAIR PRO TEM
No appointment was necessary.
(3) PUBLIC COMMENTS
Randy Fuhrman complimented the ECM staff on their work towards moving to Class A biosolids. He
also complimented the work of the Engineering Department on the work it has done on the CIP
reassessment. Joan Irvine Smith expressed her appreciation for supporting the blue ribbon panel
concept with NWRI.
(4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING
The minutes of the January 22, 2003 Steering Committee meeting were approved as drafted.
Director Jim Ferryman abstained.
(5) REPORT OF THE COMMITTEE CHAIR
Committee Chair Shirley McCracken reminded the members that the CASA Conference is going to
be held at the Tenaya Lodge in Yosemite and reservations are due as soon as possible.
Chair McCracken reported that she has asked staff to prepare a monthly listing of compensation
payments made to directors for meetings that they have attended on behalf of the District. The
governing resolution requires prior approval by the Chair for meeting attendance before
compensation can be made. Corrections will be made after-the-fact in the following month's payment
cycle.
Chair McCracken, as chair of the Legislative Advocacy Ad Hoc Committee, reported that the
committee has been meeting weekly for the past month to keep our legislative program on track.
She outlined the discussion issues and indicated that proposals are due this week for services to
seek grants from the state bond propositions.
(6) REPORT OF THE GENERAL MANAGER
Bob Ghirelli filled in for the General Manager until he returned from a meeting with the Orange
County Taxpayers Association where support is being sought for exempting stonnwater and urban
runoff from Proposition 218 requirements.
A. Report on EMT Retreat
Dr. Ghirelli reported on the EMT retreat that was held January 30-31 and February 10.
The goal was to develop the major unifying strategies that will be proposed to the
Board for adoption and for use by our employees. The strategies will help describe
the overall strategic direction and intention of the agency and support major policy
decisions that the board has made, including the move to secondary treatment
standards, GW RS, water resources management and our overall wastewater
treatment program, including our$2 billion (plus) capital improvement program.
B. Progress towards Achieving 30/30 Secondary Treatment Standards
Dr. Ghirelli reported that work continues to move to secondary treatment standards.
Secondary treatment level is now at 68 percent. Suspended solids averaged 33 ppm,
close to the 30 ppm standard. BOD averaged 47 ppm. The expert panel that is
reviewing our secondary treatment facilities construction schedule met for the second
time today. The panel includes experts in wastewater treatment engineering,
construction and operations plus a representative from OC Coastkeepers. It is
chaired by Jerry Thibeault. It is taking an independent look at the scheduled
developed by staff.
C. Disinfection Update
Dr. Ghirelli reported that staff has successfully disinfected our effluent since mid-
August There have been a number of days when the District's own operational
targets (a much stricter standard)were not met, but that has been rare. The State's
surfzone bathing water standards have been met without exception at 4.5 miles out in
the ocean, around our ouffall for 200 days. The bacterial counts in Huntington Beach
appear to be unaffected by disinfecting our effluent. An evaluation will be done to see
if the amount of bleach could be reduced. A presentation will be made at the April
Board meeting.
D. State Budget Crisis
General Manager Blake Anderson reported that there was nothing new to report. Staff
_Minutes of the Steering Committee
Page 3
February 26, 2003
will continue to monitor the situation and notify the Boards something occurs that
impacts the District.
E. Special OMTS Workshop on Asset Management Proposed
Staff is recommending that a special OMTS workshop on Asset Management be
conducted on March 19 beginning at 5 p.m.to give the directors a better
understanding of asset management and the possibilities and costs. This program
can substantially reduce our life cycle costs and make us more efficient. An invitation
will be extended to all directors to attend this workshop. The Steering Committee
agreed with staffs recommendation.
F. Directors Compensation
Mr. Anderson reported that present directors compensation is set at$170 per meeting
as established by resolution adopted in January 2001. State law allows for a 5
percent increase every calendar year, provided the Board adopts an ordinance to do
so. Staff was seeking direction on whether to proceed with a new ordinance. The
Steering Committee decided that a compensation increase is not appropriate at this
time but that it would be revisited annually at its January meeting.
(7) REPORT OF GENERAL COUNSEL
General Counsel Tom Woodruff reported that a detailed outline was included in the directors Board
agenda package on changes to the Conflict of Interest provisions of state law. The members of the
Steering Committee determined that the existing lists of warrants would be sufficient for checking for
individual conflicts for the time being. It was suggested that a reminder to directors to check for
possible conflicts of interest be added to agenda reports on new contracts.
(8) DISCUSSION ITEMS(Items A-C)
A. Status of NPDES Permit Renewal and Negotiation Process
Bob Ghirelli reported that one of the conditions of the permit renewal for disinfection was
that a report would be prepared on various options for disinfection other than bleach.
The engineering department is working on the report and will be submitting it to the
Regional Board this week. Additional testing will begin this summer. It appears that UV
is the prevailing technology. The goal is to move away from bleach and dechlorination.
Actual negotiations will get underway once the CIP has been validated and the Board
approves the schedule.
B. The Agenda Items scheduled to be reviewed by the Board's working committees in
March were reviewed.
C. The agenda items scheduled to be presented to the Board at tonight's meeting
were reviewed. Mr.Woodruff reported that a bid protest has been received on
Item 16. He will be recommending against upholding the protest and explained his
reasons.
Minutes of the Steering Committee
Page 4
February 26, 2003
(9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY
There were none.
(10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A
SUBSEQUENT MEETING
Bob Ghirelli said that the final report on the Huntington Beach studies has been moved to April. The
presentation will include a video showing life at the end of the outtall before and after disinfection.
He also said that additional work has been planned.
(11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR
ACTION AND/OR STAFF REPORT
The General Manager's evaluation, usually scheduled for January, has been on hold awaiting
completion of the MOUs with employee organizations. The Steering Committee asked that the
evaluation be considered next month and compensation issues be discussed when the MOU process
is complete.
(12) CONSIDERATION OF UPCOMING MEETINGS
The next Steering Committee meeting is scheduled for Wednesday, March 26, 2003 at 5 p.m.
The next Board Meeting is scheduled for Wednesday, March 26, 2003 at 7 p.m.
(13) CLOSED SESSION
The Committee convened at 6:16 p.m. in Closed Session, pursuant to Government Code
Sections 54956.9 (b), 54956.9(a)and 54956.9(c), to discuss three litigation matters. 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. No reportable actions were
taken on Agenda Items Nos. 13.A.(1), (2) and (3).
At 6:45 p.m., the Committee reconvened in regular session.
(14) ADJOURNMENT
The Chair declared the meeting adjourned at 6:45 p.m.
Submitted by:
'AlAn Tappan
,- Minutes of the Steering Committee
Page 5
February 26, 2003
Steering Committee Secretary
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February 26, 2003
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STEERING COMMITTEE AND BOARD MEETING DATES
FOR THE NEXT TWELVE MONTHS
Wednesday, March 26, 2003
Wednesday, April 23, 2003
Wednesday, May 28, 2003
Wednesday, June 25, 2003
Wednesday, July 23, 2003
Wednesday, August 27, 2003
Wednesday, September 24, 2003
Wednesday, October 22. 2003
Wednesday, November 19, 2003-
Wednesday, December 17, 2003'
Wednesday, January 28, 2004
Wednesday, February 25, 2004
'Tentatively rescheduled from regular fourth Wednesday.
STEERING COMMITTEE
(1) Roll Call:
Meeting Date: February 26, 2003 Meeting Time: 5 p.m.
Meeting Adjourned:
Committee Members
Shirley McCracken, Board Chair
Steve Anderson, Board Vice Chair
Brian Donahue, Chair, PDC Committee
Jim Ferryman, Chair, OMITS Committee
Brian Brady, Chair, FAHR Committee
Jim Silva, Supervisor
Norm Eckenrode, Past Board Chair
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 Cotten, Director of Operations& Maintenance.......
Gary Streed, Director of Finance/Treasurer......................
Lisa Tomko, Director of Human Resources.......................
Greg Mathews, Administrative Services Manager.............
Carol Beekman, Communication Services Manager.........
Jean Tappan, Secretary....................................................
c: Lenora Crane
AGENDA
REGULAR MEETING OF THE STEERING COMMITTEE
ORANGE COUNTY SANITATION DISTRICT
WEDNESDAY, FEBRUARY 26, 2003 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.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting,please contact the Board Secretary's office at(714)593-7130 at least 48 hours prior to the
meeting to allow the District to make reasonable arrangements to ensure accessibility to this meeting.
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.
Book Page 1
-2- February 26,2003 Agenda
Matters of interest addressed by a member of the public and not listed on this agenda cannot
action taken by the Committee except as authorized by Section 54954.2(b).
(4) APPROVE MINUTES OF PREVIOUS MEETING
Approve draft minutes of the January 22,2003 Steering Committee meeting.
(5) REPORT OF COMMITTEE CHAIR
............A. Report on Activities of Legislative Affairs Ad Hoc Committee
(6) REPORT OF GENERAL MANAGER
A. Report on EMT Retreat (January 30-31 and February 10, 2003)
B. Progress towards Achieving 30/30 Secondary Treatment Standards
C. Disinfection Update
D. State Budget Crisis
(7) REPORT OF GENERAL COUNSEL
(8) DISCUSSION ITEMS (Items A-C)
A. Status of NPDES Permit Renewal and Negotiation Process (Bob Ghirelli
B. Review Agenda Items scheduled to be presented to Committees in March
(Information item only)
C. Review and consideration of Agenda Items for Board of Directors Meeting of
February 26, 2003
(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- February 26, 2003 Agenda
(12) FUTURE MEETING DATES
The next Steering Committee Meeting is scheduled for 5 p.m., Wednesday, March 26, 2003.
The next Board Meeting is scheduled for 7 p.m., Wednesday, March 26, 2003.
(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 Califomia 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:
1. Confer with General Counsel re Anticipated Litigation: Significant
exposure to litigation pursuant to Califomia Government Code Section
54956.9(b): One (1) potential case
2. Confer with General Counsel and Director of Human Resources re
pending matter of litigation, Sarcent v. Orange County Sanitation District,
Orange County Superior Court Case No. 02COl 1206 (Government Code
Section 54956.9)
3, Confer with General Counsel -Anticipated Litigation, Govemment Code
Section 54956.9(c):One (1) potential case
B. Reconvene in regular session
C. Consideration of action, if any, on matters considered in closed session.
(14) ADJOURNMENT
jt
G.WP.DTAWGENDAWEEFING COMMIT EMS EEWYE AAGENDADGC
Book Page 3
-4- February 26, 2003 Agenda
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. Shirley McCracken (714)765-6247(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: (tappan®ocsd.com
Book Page 4
STEERING COMMITTEE MiR.9 ate Toed.otar.
2/26/03
AGENDA REPORT rtemrvumBA Der Item Number
Orange County Sanitation District
FROM: Robert P. Ghirelli, Director of Technical Services
Originator: James Colston, Legal & Regulatory Affairs Liaison
SUBJECT: Status of NPDES Permit Renewal and Negotiation Process
GENERAL MANAGER'S RECOMMENDATION
Information Item Only
SUMMARY
On July 19, 2002, the Santa Ana Regional Water Quality Control Board amended the
District's current ocean discharge permit to require the agency to disinfect the effluent.
Pursuant to the amended permit, the District is required to submit its Effluent Pathogen
Reduction Alternative Plan Study. In December 2002, staff submitted the renewal
application to the Environmental Protection Agency, Region IX (EPA) and the Santa
Ana Regional Water Quality Control Board (RWQCB). The current permit expires in
June 2003, but it is administratively extended until the regulators complete adoption of
the new permit. Staff will provide the Board with an update on the following issues:
• Submission of the Effluent Pathogen Reduction Alternative Plan Study to the
EPA and RWQCB.
• Status of the Peer Review Process to review the updated Capital Improvement
Program schedule to build additional secondary treatment facilities.
• Status of the negotiations between the District and the EPA and RWQCB to
renew the District's ocean discharge permit.
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)
Book Page 5
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ADDITIONAL INFORMATION
N/A
ALTERNATIVES
N/A
CEQA FINDINGS
N/A
ATTACHMENTS
N/A
Book Page 6
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STEERING COMMITTEE MeeUng care To Bd.of Mr.
AGENDA REPORT Iba226/03
n Number Item Number
Orange County sanitation District s e
FROM: Blake P. Anderson, General Manager
Originator: Jean Tappan, Committee Secretary
SUBJECT: March 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 March.
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 March:
OMTS Committee: 1. Final Reports on Summer 2001 Huntington Beach Shoreline
Contamination Investigation, Phase III
2. Receive and file Biotrickling Filter Research Report, Phase 1
PDC Committee: 1. Ratify Change Order No. 1 and Approve Closeout Agreement
and Notice of Completion for SP2000-61, Fiber Optics
Extension at Plant No. 2
2. Presentation on Biotrickling Filter Research Report, Phase 1
(O&M Action Item)
3. Approve Addendum No. 3 to PSA for Contract 6-13,
Abandonment of Airbase Trunk Sewer
4. Approve Addendum No. 1 to PSA for Job J-79, Central
Generation Automation
5. Report on Contracts 11-28, Rehab of Edinger Pump Station;
5-52, Rehab of A Street Pump Station; and 5-49, Replacement
of the Bitter Point Pump Station
FAHR Committee: 1. Consider General Manager Approved Purchases
2. Consider Revised Records Retention Schedule
3. Consider Preliminary User Fees for 2003/04
4. Consider Connection Fees for 2003/04
5. Consider Issuance of COPS
Book Page 8
PROJECT/CONTRACT COST SUMMARY
N/A
BUDGETIMPACT
❑ This item has been budgeted. (Line item: )
❑ This item has been budgeted, but there are insufficient funds.
❑ This item has not been budgeted.
® Not applicable (information item)
ADDITIONAL INFORMATION
NA
ALTERNATIVES
NA
CEQA FINDINGS
Not a project.
ATTACHMENTS
NA
jt
Book Page 9
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Page 2
STEERING COMMITTEE FF16eaaeDate To8dofDk.
2/26/03
AGENDA REPORT Rem Nu03 Item Number
BC
Orange County Sanitation District
FROM: Blake P. Anderson, General Manager
Originator: Jean Tappan, Committee Secretary
SUBJECT: February 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 February 26, 2003 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 early enough
to make reassignments in the review or approval process.
The following items are scheduled to be considered by the Board in February:
Actions on Consent Calendar:
9.a. Actions re Dangler Annexation
Actions from OMTS Committee
12.b. Receive and file OMTS Committee meeting minutes of February 5, 2003
12.c. Amendment No. 1 to agreement with California Soil Products to manage
biosolids through the production of a Class A biosolids product, increasing
the fee and providing for land application of Class B biosolids in Arizona
12.d. Award a sole source agreement for Digester Gas Pipeline Corrosion
Protection System Inspection and Repair
12.e Award a purchase order contract to J. R. Filanc Construction Company for
Pump Station Valve Replacement (Rocky Point, Westside and Yorba
Linda Pump Stations)
Actions from PDC Committee
13.b Receive and file PDC Committee meeting minutes of February 6, 2003
13.c. Ratify Change Order No. 5 to Primary Clarifiers 16-31 and Related
Facilities
13.d. Ratify Change Orders Nos. 5 and 6 to Replacement of Back Bay Trunk
Sewer, Contract No. 5-46, and accept contract as complete
13.e. Ratify Change Order No. 1 and accept Natural Gas Line Replacement at
Plant 1 as complete
131 Approve budget amendment, Addendum No. 1 to the PSA with CH2M Hill
for additional engineering services for Long Range Biosolids Management
Plan, Job No. J-40-7
13.h. Approve Addendum No. 2 to PSA with RBF Consulting for Carbon Canyon
Dam Sewer and Pump Station Abandonment, Contract 2-24-1 Book Page 10
13.1. Receive and file Effluent Pathogen Reduction Evaluation Study, Job No.
J-40-6
13.j. Approve increase in funding for Cooperative Projects Program with the
City of Santa Ana; approve an increase in the program for FY 2002-03;
and approve time extensions for La Habra, Orange, Santa Ana and Seal
Beach.
Actions from FAHR Committee
14.b. Receive and file FAHR Committee meeting minutes of February 19, 2003
14.c. Receive and file Treasurer's Report
14.d. Receive and file Mid-Year Financial Report for the period ending
December 31, 2002
14.e. Receive and file Quarterly Investment Management Program Report for
the period October 1, 2002 through December 31, 2002
141 Adopt resolution amending Human Resources Policies and Procedures
Manual
14.g. Approve SAFETY-POL-205— Electrical Safety Policy regarding the
District's Injury and Illness Prevention Program Policy
Actions from GWRS Cooperative Committee
15.b. Receive and file GWRS Cooperative Committee meeting minutes of
January 13, 2003
Actions from Consent Calendar
16. Actions re Effluent Pathogen Reduction Pilot Testing Study, Job No.
J-40-6
17. Defer consideration of adoption of the Final Initial Study/Mitigated
Negative Declaration for work on Edinger, A Street and Bitter Point Pump
Stations until March 26, 2003
PROJECT/CONTRACT COST SUMMARY
N/A
BUDGETIMPACT
❑ This item has been budgeted. (Line hem: )
❑ 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 Book Page I I
L1a anardd and Mannal FlbagLM3FEg32 ,7 Ugof Afla for FeE Board ar.doc
A.wead: & . Page 2
CEQA FINDINGS
Not a project.
ATTACHMENTS
NA
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Book Page 12
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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
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