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HomeMy WebLinkAbout2005-05 DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, May 25, 2005 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, May 25, 2005 at 5 p.m., in the Districts Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Bradley R. Hogin, General Counsel Steve Anderson, Chair Jim Ferryman, Vice Chair Carolyn Cavecche, Chair, OMTS Committee STAFF PRESENT: Roy Moore, Chairman, FAHR Committee Blake Anderson, General Manager Tod Ridgeway, Chairman, PDC Committee Bob Ghirelli, Director of Technical Services Jim Silva, County Supervisor David Ludwin, Director of Engineering Carol Beekman, Director of Communications and Administrative Services Gail Garrett, Committee Secretary Directors Absent: Jennifer Cabral, Senior Public Information Specialist FILED 2) APPOINTMENT OF CHAIR PRO TEM IN THE OFFICE OF THE SECRETARY ( IN COUNTS c.�"TATnnN DISTRICT No appointment was necessary. II IN 22 2005 �` (3) PUBLIC COMMENTS BY There were no comments by any member of the public. (4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the April 27, 2005 Steering Committee meeting were approved as drafted. Minutes of the Steering Committee Page 2 May 25, 2005 (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Steve Anderson reminded that nominations for Board Chair for 2005-2006 will be opened at tonight's meeting. Chair Anderson requested feedback on the article in today's Orange County Register on the sewer fee increases. He noted that if union members attend the Board meeting, he would move the Headworks Replacement Item from the Non-Consent Calendar in order to recognize them in public comments associated with Item 17. The Cooperative Projects Grants Committee will meet on June 28' at 11:30 a.m. and the Urban Runoff Ad Hoc Committee will meet in the next 60 days-a date has not been set. Daniel Cozad, General Manager of SAW PA,will present leadership awards to the Chair and General Manager at the Board meeting tonight. (6) REPORT OF THE GENERAL MANAGER General Manager Blake Anderson reported on SB 926 (Floret bill)which moved out of the Senate on a 26-9 vote and is now under consideration by the Assembly Rules Committee. He also reported on SB 120 (also Florez), a two-year companion bill to BS 926,which was introduced early in May. It may provide wastewater treatment agencies with an opportunity to work with the state to develop a reasonable state-wide regulatory program for biosolids management. General Manager Anderson reported on a meeting with the Inland Empire Utility Agency(IEUA)on developing a proposed cooperative biosolids composting program. He also met with Daniel Cozad, General Manager of SAWPA and representatives of member agencies— IEUA, Western Municipal Water District, Eastern Municipal Water District, OCWD and San Bernardino Valley Municipal Water District- regarding the long-term use of the SARI line. Three elements covered were the one-time connection fee, ongoing O&M costs, and facility replacement costs. The Sanitation District will refine the estimates of future costs we will charge them. Director Cavecche requested that Engineering staff provide a report at the June meeting on the Irvine Company Mountain Park development and District's role in reviewing and approving sewering plans and connection to SARI. The City of Placentia has submitted a proposal for a five-year pilot program for OCSD to assist the City in operations and maintenance of their sewage collection system The Discovery Science Center in Santa Ana is working on plans for a new water exhibit at their facility. OCSD and OCWD staff has discussed the possibility of making GW RS one of the features at the exhibit The initial investment would be approximately$100,000. Directors Ferryman,Waldman and past Director McGuigan toured three Inland Empire biosolids management projects on May 6". Additional tours are scheduled for June 4' and June le. A video will be produced for Directors who cannot participate in the tours. Minutes of the Steering Committee Page 3 May 25, 2005 (7) REPORT OF GENERAL COUNSEL General Counsel Brad Hogin reported the OCSD vs. Kings County Vial is complete and that final post-Vial papers have been submitted. (8) DISCUSSION ITEMS (Items A-C) A. Chair Anderson requested the Post Employment Contracts with Retired Employees be referred to the FAHR committee. B. The Agenda Items scheduled to be reviewed by the Board's working committees in June were reviewed. C. The agenda items scheduled to be presented to the Board at tonight's meeting were reviewed. (9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There was no other business discussed. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT Vice Chair Jim Ferryman asked that a discussion on the Legal Services Ad Hoc committee report be considered in closed session for the July Board. (12) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for Wednesday,June 22, 2005 at 5 p.m. The next Board Meeting is scheduled for Wednesday,June 22, 2005 at 7 p.m. (13) CLOSED SESSION The Committee convened at 5:45 p.m. in Closed Session, pursuant to Section 54956.9(b), 54956.9 and 54957, to discuss three items. 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. Minutes of the Steering Committee Page 4 May 25, 2005 At 6:30 p.m., the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:30 p.m. Submitted by: Gail Garre� Steering Committee Secretary MbegWpnGl "Lamm BOVW5105%052505 SC WWOS.SM STATE OF CALIFORNIA ) ) SS. COUNTY OF ORANGE ) Pursuant to California Government Code Section 54954.2, 1 hereby certify that the Notice and the Agenda for the Steering Committee meeting held on Wednesday, May 25„ 2005, was duly posted for public inspection in the main lobby of the District's offices on Thursday, May 19, 2005. IN WITNESS WHEREOF, I have hereunto set my hand this 25th day of May, 2005. Penny Kyle, Secroary of PjarmoArd of Directors of Orange County Sanitatio strict Posted: May 19, 2005, 12:00 o.�m.. ,per By: W Signature wpdoc%gm%tr omm\WsO p.fm ORANGE COUNTY SANITATION DISTRICT BOARD SECRETARY(2) phew: 0141962-2411 lu: p141962L356 usw.mtl.mm 1eNMnpitl°ass` P.O.dot E127 NOTICE OF MEETING ram2am Va1w CA OF THE 92728-8127 scrams amitinass: STEERING COMMITTEE 10844 She Arenas irmuntan Valley.M ORANGE COUNTY SANITATION DISTRICT 9270E-7018 Walser Ageaches WEDNESDAY, MAY 25, 2005 - 5 P.M. • Miss Anaheim DISTRICT'S ADMINISTRATIVE OFFICE Bret Buena Park 10844 ELLIS AVENUE GyPreaa FOUNTAIN VALLEY, CALIFORNIA 92708 Pounteu Valley Fullerton Garden Grace F rdingwu Beach Irvine Le Habra Le Palma A regular meeting of the Steering Committee of the Board of Directors of Les Alamdo. Orange County Sanitation District will be held at the above location, date and Ne,dart Beech Grange time. Placentia Bents Ana Beet Beach S&arwn Mstln Ville Park Yo a Linea Sw,rcy pl Dr..ps enitary District. Coate Mesa Mldaay on, Water Districts Irvine Pench H:\dept\agenda\Steering Commitlee\2005\SC Meeting Notice Fonn.7.doc To maintain warld class leadersh,p in—atewewr and waver resource management. STEERING COMMITTEE AND BOARD MEETING DATES FOR THE NEXT TWELVE MONTHS Wednesday, May 25, 2005 Wednesday, June 22, 2005 Wednesday, July 27, 2005 Wednesday, August 24, 2005 Wednesday, September 28, 2005 Wednesday, October 26, 2005 'Wednesday, November 16, 2005 'Wednesday, December 21, 2005 Wednesday, January 25, 2006 Wednesday, February 22, 2006 Wednesday, March 22, 2006 Wednesday, April 26, 2006 Wednesday, May 24, 2006 Wednesday, June 28, 2006 'Tentatively rescheduled from regular fourth Wednesday. H:WepMgenda%Se nng CcmmitleeW6VAeeting Dales Form.2.doc STEERING COMMITTEE (1) Roll Call: Meeting Date: May 25. 2005 Meeting Time: 5:00 p.m. Meeting Adjourned: p.m. Committee Members Steve Anderson, Board Chair............................................. Jim Ferryman, Board Vice Chair.........................................— Roy Moore, FAHR Committee Chair...................................— Carolyn Cavecche, OMTS Committee Chair.......................— Tod Ridgeway, PDC Committee Chair................................— Jim Silva, Supervisor.......................................................... Others Brad Hogin, General Counsel Don Hughes Staff Present Blake P. Anderson, General Manager Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Patrick Miles, Director of Information Technology Robert Ooten, Director of Operations & Maintenance Gary Streed, Director of Finanoerrreasurer Lisa Tomko, Director of Human Resources Carol Beekman, Director of Communication and Administration Services _ Gail Garrett, Committee Secretary c: Lenora Crane Kwepo genda�stmnng Committeet200S0S052505 Roll Call Sheet Fom.3.dm AGENDA REGULAR MEETING OF THE STEERING COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, May 25, 2005 AT 5 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California Agenda Postino: In accordance with the requirements of Califomia Government Code Section 54954.2, this agenda has been posted in the main lobby of the District's Administrative offices 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. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take Immediate action,which need came to the attention of the Committee subsequent to the posting of agenda,or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations,please contact the Orange County Sanitation District Board Secretary's office at(714)593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. Items Continued: Items maybe continued from this meeting without further notice to a Committee meeting held within five (5)days of this meeting per Government Code Section 54954.2(b)(3). Meetinc Adiournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). (1) ROLLCALL (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 Book Page I -2- May 25, 2005 Agenda 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 have action taken by the Committee except as authorized by Section 54954.2(b). (4) APPROVE MINUTES OF PREVIOUS MEETING Approve draft minutes of the April 27, 2005 Steering Committee meeting. (5) REPORT OF COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER (7) REPORT OF GENERAL COUNSEL (8) DISCUSSION ITEMS (Items A-C) A. Post Employment Contracts with Retired Employees - Information only(Tomko) B. Review Agenda Items scheduled to be presented to Committees in June (Information item only) C. Review and consideration of Agenda Items for Board of Directors Meeting of May 25, 2005 (9) OTHER BUSINESS. COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT (12) FUTURE MEETING DATES The next Steering Committee Meeting is scheduled for 5 p.m., Wednesday, June 22. 2005. The next Board Meeting is scheduled for 7 p.m., Wednesday, June 22, 2005. Book Page 2 -3- May 25, 2005 Agenda (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, if necessary 1. Confer with General Counsel -Anticipated Litigation. Significant Exposure to Litigation, Government Code Section 54956.9(b). One (1) potential case. 2. Confer with General Counsel re pending litigation, Orange County Sanitation District, at al. v. County of Kings, Kings County Superior Court Case No. 02C0835, Government Code Section 54956.9. 3. Consider Public Employee Discipline- One (1) item, Government Code 54957. B. Reconvene in regular session C. Consideration of action, if any, on matters considered in closed session. (14) ADJOURNMENT 99 N�PMGENDA\RIEERING COMMRI M%GENDF FORM.A.WC Book Page 3 -4- May 25, 2005 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. Steve Anderson (562)905-9700(La Habra City Hall) Committee Staff Contact: Blake P.Anderson (714)593-7110 General Counsel: Brad Hogin (714)564-2606 Committee Secretary: Gail Garrett (714)593-7101 (714)962-0356 (Fax) E-mail: ggarrett@ocsd.com Book Page 4 MINUTES OF STEERING COMMITTEE MEETING Wednesday, April 27, 2005 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday,April 27, 2005 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: Bradley R. Hogin, General Counsel Steve Anderson, Chair Joe Forbath, Counsel Jim Fenyman,Vice Chair Randy Fuhrman Carolyn Cavecche, Chair, OMITS Committee Allen Shiroma,Jazz Semiconductors Roy Moore,Chairman, FAHR Committee Tod Ridgeway, Chairman, PDC Committee STAFF PRESENT: Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Bob Ooten, Director of Operations and Maintenance Directors Absent: Carol Beekman, Director of Communications and Jim Silva, County Supervisor Administrative Services Gail Garrett, Committee Secretary Jim Herberg, Manager, Engineering Planning Group Mike Moore, Environmental Compliance & Manager Sonja Wassgren, Principal Public Info Specialist (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS Randy Fuhrman requested the Steering Committee and Board approve raising user fees as requested in item 14(g)of the Board agenda. (4) RECEIVE FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the March 23, 2005 Steering Committee meeting were approved as drafted. Book Page 5 Minutes of the Steering Committee Page 2 April 27, 2005 (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Steve Anderson and Director Jim Ferryman attended the April 4 CASA meeting in Washington DC and participated in panel discussions with key counsels and staff to the House and Senate committees with jurisdiction over the Clean Water Act. General Manager Anderson, Chair Anderson, and Supervisor Silva will attend the CASA Spring Conference in Napa on April 28-30. General Manager Anderson is currently in Sacramento for the Orange County Business Council's Leadership meeting to address Workforce Development, Infrastructure and Housing issues. Blake will also be involved in group meetings with legislative leaders working on issues concerning the wastewater industry. Chair Anderson and General Manager Anderson have been selected to receive the 2005 Annual Leadership Award by the Santa Ana Watershed Project Authority(SAWPA)and Santa Ana Watershed Coalition (SAWC). (6) REPORT OF THE GENERAL MANAGER Executive Management Positions Director of Technical Services, Dr. Robert Ghirelli, announced Jim Herberg will be Director of Operations and Maintenance when Bob Ooten retires on July 7, 2005. Applications for the Director of Finance position will be received until May 18". Carbon Canyon Sewer Reolacement Proiect Jim Herberg stated that there will be an informational item on certification of the Environmental Impact Report (EIR)for the Carbon Canyon Sewer Replacement Project, Contract No.2.24-1 at the May 5,2005 PDC Committee meeting,and that certification of the EIR would on the May 25, 2005 Board Agenda. Jim invited Director Moore and Chair Anderson to attend the May 5, 2005 PDC Committee meeting because the project could potentially serve the proposed Aare Planned Community located in Brea and north of Brea in Los Angeles County. Helix Electric. Inc. Orange County Sanitation District staff and the Board of Directors have been made aware of allegations against Helix Electric, Inc., a subcontractor named by the low bidder,J. F. Shea,for project P2-66, Headwork replacement at Treatment Plant 2. Director of Engineering, David Ludwin, informed that staff is investigating and evaluating information provided by the International Brotherhood of Electrical Workers (IBEW), the Orange County Labor Management Cooperative Trust, and Legal and Safety Employer Research (LASER). District staff will provide a recommendation for consideration by the Board regarding this issue at the regular Board meeting in May. Book Page 6 Minutes of the Steering Committee Page 3 April 27, 2005 GWRS Construction Status Dr. Ghirelli gave a brief report on the resolution of the tunneling problem under 1-5 Freeway where it crosses the Santa Ana River and the impact to the project budget. Director Cavecche requested clarification on District's role in reviewing and approving sewering plans and connection to the SARI. Mr. Ludwin will provide a report at May meeting on the Irvine Company Mountain Park development. Mike Markus, Orange County Water District(OCWD)Assistant General Manager, will provide a GWRS Construction status report to the Board at tonight's meeting. Jazz Semiconductor, Inc. Following last year's decision by the Board to change user fee calculations for industrial permittees,Jazz Semiconductor requested that they be "grandfathered" and not pay the supplemental capacity charge. New information has been received concerning majority ownership of Jazz by Conexant. Staff is reviewing this information and a recommendation will be presented to the FAHR Committee in May at the direction of the Steering Committee for consideration and recommendation to full board. GWRS-NWRI Research Center Dr. Ghirelli updated the committee on the proposed GWRS-NWRI Research Center, which will house the membrane research and GWRS education programs. NWRI, which was asked to develop an approach for funding the center using private financing, has presented a proposition for start-up funding where NWRI, OCSD, and OCWD would provide $100,000 each for 3 years as seed money for a capital funding outreach campaign to approach private companies and foundations within Orange County. General Manager Anderson has asked Dr. Ghirelli to be the District's point of contact for this endeavor. OC Board of Supervisors Water Quality Strategic Plan The Orange County Board of Supervisors met last week to consider recommendations submitted by the Water Quality Strategic Plan steering committee. The Board approved the creation of three watershed committees covering North, Central and South County areas, to develop specific projects to manage urban runoff and seek funding alternatives for these projects. The committees would Include elected officials from Orange County and each city in the WMA, as well as elected officials from each water or sewer special district. County staff would coordinate WMA activities and convene the meetings. Dr. Ghirelli noted that the Sanitation District will need to reconvene the Urban Runoff Ad Hoc committee to determine our participation in this effort. Biosolids Update Dr. Ghirelli reported that the Sanitation District has taken an oppose position on the SIB 926 bill, which would prohibit importation of biosolids into Kem County. Only 1% of Kem County's agricultural land is cultivated with biosolids and SB 926 ignores the inter-reliance of counties on one another. CASA and OCSD lobbyists are working to defeat the bill which will be heard on May 2. General Manager Anderson may be asked to testify at the hearing. District staff has scheduled a Biosolids tour for Directors and key staff on Friday, May 6, 2005 to visit three biosolids processing sites located in the Chino Basin area. Book Page 7 Minutes of the Steering Committee Page 4 April 27, 2005 (7) REPORT OF GENERAL COUNSEL General Counsel Brad Hogin did not make a report. (8) DISCUSSION ITEMS (Items A-B) A. The Agenda Items scheduled to be reviewed by the Board's working committees in May were reviewed. B. The agenda items scheduled to be presented to the Board at tonight's meeting were reviewed. (9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS IF ANY There was no other business discussed. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for Wednesday, May 25. 2005 at 5 p.m. The next Board Meeting is scheduled for Wednesday, May 25, 2005 at 7 p.m. (13) CLOSED SESSION The Committee convened at 6:00 p.m. in Closed Session, pursuant to Section 54956.9(b)to discuss two items, and Section 54956.9 to discuss three items. 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 6:50 p.m.,the Committee reconvened in regular session. Book Page 8 Minutes of the Steering Committee Page 5 April 27, 2005 (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:50 p.m. Submitted by: Gail Garrett Steering Committee Secretary H:NapNpa WaA5Mr6p LwnmAIx10115L AIhWx Fwm.5.0oc Book Page 9 STEERING COMMITTEE Meeting Date To ad.of Dir. os/zs/Ds AGENDA REPORT Item Number I Item Number _ B(a) Orange County Sanitation District FROM: Lisa L. Tomko, Director of Human Resources SUBJECT: OCSD POLICY ON EMPLOYMENT OF RETIRED EMPLOYEES GENERAL MANAGER'S RECOMMENDATION To provide information related to employment of retired employees. SUMMARY At the April 2005 Steering Committee Meeting, there was a discussion related to the OCSD policy on post-employment contracts with retired employees. There may be a need in the future for services of retiring EMT members. The OCSD policy on employment of retired employees follows specific Human Resources Policy B150.00 (Recruitment and Selection—Section 6.0 Exceptions), as well as specific Orange County Employees Retirement System (OCERS) requirements. The following summarizes each: 1. The General Manager may, with written approval of the Board Chair, employ a retired employee on a part-time or as-needed basis. —HR Policy 13150.00 2. Compensation shall be at the same current hourly rate of the retired employee's position classification, or if no such classification exists, at a rate not to exceed that paid for the most comparable classification. —HR Policy B150.00 3. Re-employed retirees are not entitled to any benefits that are received by regular employees unless they are re-employed on a full-time or part-time (working at least 20 hours per week) basis as reflected in Item#6. —HR Policy 13150.00 4. If a former employee becomes employed by a business providing service to OCSD, the former employee cannot perform work for OCSD for a period of one year after leaving OCSD employment. —HR Policy B150.00 5. Restrictions within the Human Resources policy can be waived by the FAHR committee on a case-by-case basis. —HR Policy B150.00 6. There is no interruption of retirement benefits if length of service in any one fiscal year does not exceed 120 working days (960 hours).—OCERS Requirement 7. For employees who retire under an Early Retirement Incentive (ERI), there is no interruption of retirement benefits if length of service in any one fiscal year does not exceed 90 working days (720 hours). —OCERS Requirement 8. If re-employed on a full-time or part-time (working at least 20 hours per week) basis, OCERS requirement has adopted Government Code Section 31680.4 and 31680.5, which address retired OCERS members returning to OCERS covered employment. Re uad;o XM Page 1 Book Page I I The following requirements must be met before a retired OCERS member may return to work on a full-time or part-time (working at least 20 hours per week) basis: a. The member must contact OCERS and apply for active membership reinstatement with the Board of Retirement. b. The member must provide medical evidence that he or she is not incapacitated for the duties assigned him or her. c. The Board of Retirement must approve of the members reinstatement. Reinstatement into active membership will result in the suspension of the retired member's allowance. The member will earn a second retirement allowance by paying a contribution rate determined as if the member were first entering the system on the re- employment date. Plan Sponsors (i.e., OCSD) must notify OCERS prior to the full-time or part-time (working at least 20 hours per week) re-employment. OCERS staff will counsel the member and assist the member in obtaining Retirement Board approval in hopes of ensuring an orderly re-employment process. OCSD follows well-established and defined policies in the re-employment of retired employees. OCSD closely follows the OCERS guidelines to ensure the employee is protected against any negative impact on their retirement benefits, as well as protecting OCSD from any ensuing unforeseen impacts. As shown in the additional information section, OCSD has been successful at re-employing retirees if necessary. PRIOR COMMITTEE/BOARD ACTIONS Resolution No. 83-177—Establishing District Policy regarding Part-time Employment of Retired or Resigned Staff Members Individual professional consulting agreements (see Additional Information section below) PROJECT/CONTRACT COST SUMMARY At this time, there is no cost information. If OCSD determines that the expertise of a retired employee is needed, staff will keep the Board of Directors apprised of the number of re-hires and the associated costs. 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 OCSD experience has been that re-hiring of a refired employee occurs when a particular subject matter expert exits the organization or when a loss of specific technical skills is created by a vacancy. The following are examples of retired employees that have been re-hired: a.a.�W Page 2 Book Page 12 1. M. Heinz: rehired on a Limited-Term Employment Agreement working part-time(no more than 20 hours a week)for a maximum six months. Was the lead of a specific research group. Employee is now retired. 2. G. Pamson: rehired on a Limited-Term Employment Agreement working part-time (no more than 20 hours a week)for a maximum of six months. Was the former head of the laboratory. Employee is now retired. 3. G. Jones: rehired as a consultant on a sole source consultant agreement. Was the subject matter expert regarding the DART program. Still serving as consultant. 4. T. Dawes: rehired on a professional consulting agreement; agreement expired. 5. E. Kizziah: rehired on a full-time basis following OCERS guidelines; employee is now retired. ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS Human Resources Policy 13150.00(Recruitment and Selection) Page 3 a.wsee: osoam3 Book Page 13 >' Orange County Policy Number: B150.00 A Sanitation District Effective Date: March 23, 2005 Subject: RECRUITMENT AND SELECTION Supersedes: July 21, 2004 Approved by: Lisa L. Tomko 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for Orange County Sanitation District (OCSD)recruitment activities. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all OCSD departments,divisions, sections and employees. 3.0 DEFINITIONS 3.1 Recruitment is the process of attracting qualified individuals to apply for jobs that are open within the organization,whether internal or external. 3.2 Internal recruitment means considering only present employees as applicants forjob openings within the organization. 3.3 Open recruitment means attracting applicants from outside the organization,as well as internally to apply for job openings within the organization. 3A Planned Recruitment is the process of recruiting a candidate for a position held by an existing OCSD employee who plans to retire or leave the agency. 3.5 Probationary Period- Initial as defined in applicable Memorandum of Understanding (MOU)provisions, Includes at least the first 6 months or 26 weeks of employment with OCSD beginning with the dale of hire. This period Is regarded as an extension of the hiring process,and provides an opportunity for bath the employee and OCSD management to assess,over a substantial period of time,whether or not the hiring decision was appropriate. Employees, who have not yet successfully completed their Initial probationary period,serve"at-will"and may be released from employment without cause or recourse to any appeal or grievance procedures. 3.6 Probationary Period-Promotional as defined in applicable MOU provisions,includes at least the first 6 months or 120 days of employment with OCSD,beginning with the effective date of promotion. This period is regarded as an extension of the selection process, and provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time,whether or not the decision was appropriate. "At-will"employees do not serve a promotional probationary period. 3.7 Probationary Period—Reassicnment or Lateral Transfer as defined in applicable MOU provisions, Includes at least the first 26 weeks of employment with OCSD, beginning with the effective date of the reassignment or lateral transfer. This period provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time,whether or not the decision was appropriate. Page 1 of 10 Book Page 15 3.8 Relative is any person related by one of the following familial relationships to any employee at OCSD:spouse,mother,father,brother,sister, child,step child,step parent, grandmother,grandfather,grandchild,cousin,aunt, uncle, mother-in-law, father-in-law, brother-in-law or sister-in-law. 4.0 POLICY 4.1 OCSD is an Equal Opportunity Employer(EOE). OCSD does not discriminate on the basis of race,religion,color,national origin,disability,pregnancy,martial status, age, gender, sexual orientation,or participation in any protected elass/aclivity. 4.2 It is OCSD's policy to provide nondiscriminatory, lawful,and consistent guidelines and procedures to all recruitment processes,whether Internal or open. 5.0 PROCEDURE 5.1 PERSONNEL REQUISITION 5.1.1 A personnel requisition is the first step for the hiring manager/supervisor to communicate staffing needs to the Human Resources Department. If the recruitment requires testing(hands-on,written, essay, etc.)as part of the recruitment process,the testing methods must be reviewed for validity and reliability by the Human Resources Department prior to the initiation of a personnel requisition. 5.1.2 The hiring manager/supervisor completes the personnel requisition and receives the appropriate signatures required before sending it to the Human Resources Department. 5.1.3 The recruiter reviews the requisition to make sure the qualifications are appropriate for the position. If changes are necessary, the recruiter will work with the appropriate manager/supervisor. 5.2 EMPLOYMENT OPPORTUNITY BULLETINS/POSTINGS 5.2.1 The recruiter prepares the employment opportunity bulletin, also known as a posting. Each posting will Include the following information: • Wage range • Department • Brief job description • Required qualifications • Desired qualifications • Posting/closing dates • Procedure for applying • Brief benefits overview 5.2.2 The recruiter provides the draft posting to the hiring manager/supervisor for approval. 5.2.3 Upon approval, all job postings for Student Intern and management positions may be advertised as an open recruitment(internal and external)at the beginning of the recruitment process. All other job postings shall be advertised as internal recruitments for ten business days unless authorized by the Director of Human Resources,or designee. During the internal posting Page 2 of 10 Book Page 16 process,if there is at least one internal applicant and he/she meets the minimum qualifications for the position,that applicant will be interviewed. If an Internal applicant is not selected or d there are no Internal applicants,the position shall be advertised as an external recruitment. 5.2.4 Internal job opportunities will be posted to the intranet which is accessible to all OCSD employees. 5.2.5 Internal Job Announcement Notifications are sent via e-mail to all OCSD employees for Internal and external recruitments. 5.3 ADVERTISING 5.3.1 Advertising for positions at OCSD ensures positions are filled with the best- qualified candidate for the job. OCSD shall make every reasonable effort to advertise external positions to all segments of the public to ensure EOE guidelines are followed. 5.3.2 All positions are advertised on the Internet and may be posted in other media when deemed appropriate. Technical and hard-to-fill positions are advertised on trade specific websites. 5.3.3 Trade magazines and other forms of advertising may be used for hard-to-till or specialized positions. 5.4 APPLICANT SCREENING 5.4.1 Applications and resumes shall only be accepted electronically after March 2005.All other application material will be accepted at the Interview process. Unsolicited application material will not be accepted at anytime. 5.4.2 Once an application and/or resume is received and reviewed, it will only be selected for further consideration if the minimum job requirements for the open position are met. 5.4.3 The hiring manager/supervisor is given access to files on the online application program pertinent to the job opening for which the manager submitted a personnel requisition. The manager may review applications that meet the minimum qualifications to determine which candidates may be interviewed. 5.4.4 All materials (e.g., applications, resumes, interviewer notes, Interview packets, packets,etc.)submitted by applicants/candidates during the interview process are confidential and are considered OCSD property and must be returned to the Human Resources Department upon completion of the hiring process. All recruitment files are maintained by OCSD in accordance with established record keeping guidelines. 5.5 INTERVIEW PROCESS 5.5.1 The interview panel members are selected along with the Interview date(s). Applicants are scheduled, interview questions are prepared,and the interview panel conducts the actual interview. 5.5.2 The recruiter and the hiring supervisor work together to select the interview panel. However, the recruiter makes the final decision to ensure consistency. Page 3 of 10 Book Page 17 The ideal interview panel will Include the hiring supervisor,one employee within the department,two individuals outside the department,and the recruiter,or another member of the Human Resources Department. Normally, subordinates within the hiring department are not included in the Interview panel. 5.5.3 The recruiter and the hiring manager work together to establish a set of questions for the candidates. 5.5.4 The recruiter prepares interview packets and distributes them to the interview panel. Packets include: • An overview of the Interview process • A copy of the Interview schedule • A copy of the employment bulletin opportunity/posting • Copies of candidate applications • Interview questions and evaluation forms for each candidate 5.5.5 The interview panel will meet at least one half hour before the interview. The panel will finalize the interview questions that are recommended by the hiring supervisor and the recruiter. The panel may add or delete questions. The panel will gain an understanding from the hiring supervisor about the criteria with which to select the ideal candidate, and adopt the appropriate criteria. 5.5.6 The recruiter facilitates the Interview process.When interviews are completed,the Interview panel members evaluate each candidate Interviewed. The top three candidates are identified and ranked in order of preference based on the criteria established prior to the Interview. The recruiter collects the documentation at the end of the interview process. 5.5.7 The final candidate is selected from the top three candidates when a majority decision is reached. If a majority decision cannot be reached, the General Manager or designee will make the final determination based on the input of the hiring supervisor,the panel, and the Human Resources Department. If a majority decision is reached,and the hiring supervisor does not agree with the final decision, he or she may appeal for a final decision from the General Manager or designee. 5.6 RECRUITMENT APPEALS PROCESS 5.6.1 Employees should bring recruitment process and decision-making issues to the attention of the Human Resources Manager as soon as possible. The manager will review the Issue and provide a written response within five business days from the Issue notification date. 5.6.2 If the Issue is not resolved to the employee's satisfaction, the employee may file a written statement concerning the problem to the Director of Human Resources within ten business days of receipt of the manager's decision. Upon request by either party, a meeting may be held to discuss the issue and establish remedies. 5.6.3 The employee will be provided a written response from the Director of Human Resources, or designee,within ten business days after their statement is received. The decision of the Director of Human Resources, or designee, is final (see policy F50.00, Problem Solving Procedure and F60.00, Grievance Procedure). Page 4 of 10 Rook Page 18 5.6.4 Time limits may be extended for cause upon mutual consent of the parties. 5.7 EMPLOYMENT OFFERS 5.7.1 The recruiter and hiring supervisor determine an appropriate starting salary for all candidates,except those designated as"at-will" employees, based on a Salary Offer Analysis. This analysis will include the applicant's: • Qualifications • Years of experience • Educational background • Salary history • Parity within the department 5.7.2 The Human Resources Compensation Analyst reviews the recommended salary, and approves or makes additional recommendations.All salary offers that are either at or beyond step 4 of the range will require the approval of the Director of HR,or designee. Under no circumstances should panel members(excluding the Human Resources representative)or any other OCSD employee discuss salary offers with candidates or make promises of any kind. Human Resources staff are the only employees authorized to engage in salary discussions with job candidates. 5.7.3 The recruiter completes a status change form for the candidate and initiates the background investigation. Background investigation results are provided to the candidate by OCSD's background screening firm. 5.7.4 When the status change form is approved,the recruiter makes a verbal employment offer to the candidate, which is contingent upon results of a background investigation, pre-employment physical and drug screening. Upon acceptance of the employment offer,the recruiter sends regret letters to unsuccessful candidates. Internal candidates are contacted personally prior to receiving regret letters. 5.7.5 The recruiter schedules the pre-employment physical and drug screen for the candidate,works with the supervisor to establish a potential start date and prepares a formal offer letter for the candidate. 5.7.6 When the recruiter(or designee)has cleared the background investigation, pre-employment physical and drug screening results,the applicant will be contacted to confine the employment offer. 5.7.7 The recruiter coordinates the candidate's start date. 5.7.8 In the event that a candidate is selected and volunterfly or involuntarily vacates the position prior to completing the required six month probationary period, the Human Resources Department, at the request of the hiring manager,may exercise the option to extend an offer to the second candidate from the original interview process. 5.8 PLANNED RECRUITMENT 5.8.1 In instances where an existing OCSD employee plans to retire or leave the agency,the Department Head may request to initiate the planned recruitment process by notifying the Director of HR,or designee. If approved,the Human Page 5 of 10 Book Page 19 i Resources Department shall begin the recruitment process for the anticipated vacancy using the Internal recruitment process. The Human Resources Department must have a minimum of six months notice to consider a planned recruitment,a signed memo from the existing OCSD employee stating his/her retirement or leave date, and at least one budgeted but vacant position that OCSD can borrow from. 5.8.2 The Planned Recruitment process will be initiated,as scheduling permits, prior to the individual leaving OCSD in order to allow for an adequate amount of cross training. 5.8.3 If a candidate is selected from the internal recruitment process,the candidate shall remain in his/her existing position with the same salary and benefits while cross-training in the new position as scheduling permits. 6.8.4 The candidate shall assume the salary, benefits and full range of duties of the vacant position the first business day that the position is vacant. The position used to initiate the planned recruitment will then be returned to the"pool" within the Division 640 full-time equivalent(FTE)budget for use with other planned recruitments. 5.8.5 The date the candidate assumes the vacant position shall be the first day of the candidate's six-month probationary period. The six-month probationary period will be utilized as an opportunity for the candidate and OCSD management to assess whether or not the decision was appropriate. The candidate may be returned to his/her previous position if the decision is determined to be inappropriate. 5.8.6 If a candidate is not selected from the Internal recruitment process,the position will be posted for external candidates Immediately to ensure an adequate amount of time for cross-training. 6.0 EXCEPTIONS 6.1 EMPLOYMENT OF FORMER EMPLOYEES 6.1.1 Employment of former employees for full-time equivalent or part-lime positions shall be subject to and conducted in accordance with this policy. 6.1.2 Employment of a former employee is subject to the approval of the General Manager and the Director of Human Resources. 6.1.3 In all cases,approval of the General Manager and the Director of Human Resources shall be received prior to an offer of employment to a former employee. 6.1.4 OCSD policy prohibits the rehire of former full-time, regular employees or"at- will"employees who:were terminated for workplace misconduct; resigned while charges were pending against the employee;resigned while serving a suspension;failed to provide two weeks written notice In advance of resignation depending upon employment status, unless approved by the Director of Human Resources, or designee;or failed to return to work following an absence without leave of 40 consecutive work hours without notifying the immediate supervisor or the Human Resources Department with an acceptable reason for their absence. Page 6 of 10 Book Page 20 6.1.5 If any former employee commences doing business wherein the employee, his/her spouse,or members of his/her immediate family are sole proprietors, or majority or controlling shareholders or owners of a corporation, partnership or other business entity,such business shall not be retained as an Independent contractor or consultant to provide service directly to OCSD for a period of one year after leaving OCSD's employment. Thereafter, said business entity shall be allowed to contract with OCSD upon compliance with all resolutions and regulations of OCSD then in effect,relating to the procurement of services. 6.1.6 If any former employee becomes employed by any firm or business entity in which the former employee,his/her spouse or members of his/her Immediate family own less than the majority or controlling interest in said entity, said entity shall not be prohibited from contracting with the OCSD. However, the former employee shall not perform work on OCSD projects for a period of one year after leaving OCSD employment; nor shall such former employee contact OCSD officers or employees for the purpose of attempting to Influence any OCSD decision, Including but not limited to,the award of contract, issuance of permits, or compromise of administrative civil penalties, for a like period of one year. Said services shall be obtained only in accordance with all rules and procedures of OCSD relating to procurement. 6.1.7 Any OCSD employee who receives an offer of employment or a request to discuss potential employment from any person or business entity performing services for OCSD shall report such contact to his or her immediate supervisor,who shall decide whether any change In assignment is necessary or appropriate while the offer or discussions are pending. 6.1.8 The prohibitions of this policy may be waived by the Finance,Administration and Human Resources Committee of the Boards of Directors if, on a case-by- case basis, it is determined to be in the best Interests of OCSD to do so. 6A.9 All former employees who are rehired will be placed on an Initial probationary period as defined in this policy. All prior service with OCSD will not be counted for accrual purposes Including, but not limited to, leaves of absence and seniority. 6.2 RE-EMPLOYMENT OF OCSD RETIRED EMPLOYEES 6.2.1 The General Manager may,with the written approval of the Board Chair, employ on an as-needed basis, a former employee retired from OCSD when the individual possesses knowledge and expertise of unique and particular benefit to OCSD. The length of service performed in any one year shall be limited in accordance with the provisions prescribed by the Orange County Employees' Retirement System(currently 120-day maximum). 6.2.2 As-needed service,by a former employee retired from OCSD,shall be compensated at the same current hourly rate of the retired employee's position classification,or if no such classification exists,at a rate not to exceed that paid for the most comparable classification. The retired employee shall not be entitled to receive any benefits otherwise payable to OCSD employees. In the event any employment under this provision Involves work assignments outside of Orange County,the current expense reimbursement policy established for regular employees will apply. Page 7 of 10 Book Page 21 i 6.2.3 On occasion, OCSD may offer an early retirement incentive to staff under economic conditions in which it is deemed necessary. Employees who select an early retirement incentive offered by OCSD may not be eligible for rehire. 6.3 EMPLOYMENT OF RELATIVES 6.3.1 Except as otherwise provided by law, no employee, prospective employee or applicant shall be denied employment or benefits of employment solely on the basis of his or her familial relationship with an employee of the agency or a member of the Board of Directors. 6.3.2 OCSD will make reasonable efforts to assign job duties to eliminate any potential for an adverse impact on supervision,safety, security or morale, or potential conflicts of interest. 6.4 LATERAL TRANSFERS 6.4.1 Employees may request a lateral transfer to a budgeted vacant position within the same classification of another department. For a lateral transfer to be considered,the employee must have demonstrated satisfactory performance within the last six months of the request and have no pending disciplinary action.The lateral transfer must be of benefit to OCSD. 6.4.2 Employees who wish to be considered for a lateral transfer shall notify the Human Resources Department in writing of their intent prior to recruitment of the budgeted position. Employees who are interested in a lateral transfer, but are unaware of any budgeted vacant positions within the same classification, may contact the Human Resources Department. The employee's written intent must be approved by any affected department head and the Director of Human Resources. In the event a transfer is approved and accepted by the employee,the department from which the employee is transferring may determine the effective date based upon operational requirements and a reasonable period of time to acquire a suitable replacement. 6.4.3 Lateral transfers do not normally involve increased levels of duties and responsibilities, or otherwise qualify as promotions, and therefore do not involve salary adjustments. 6.4.4 In the event an adjustment appears warranted based on extenuating circumstances,the adjustment must have written approval from the department head prior to being extended to the employee. 7.0 PROVISIONS AND CONDITIONS 7.1 The interview process for Student Intern positions shall be an abbreviated version of the process outlined in section 5.5 and will be administered by the appropriate division manager/supervisor and a Human Resources representative. 7.2 OCSD's Board of Directors must approve unbudgeted positions for new hires or promotions before any internal or open recruitment effort is Initiated. 7.3 Hiring an individual into a budgeted position requires the approval of the Department Head and General Manager. 7.4 Promoting an individual into a budgeted position requires the approval of the Division Manager, Department Head or General Manager. Page 8 of 10 Book Page 22 7.5 OCSD retains the right to refuse to place a relative under the direct supervision of an OCSD employee where such has a potential for creating an adverse impact on supervision,safety, security or morale. 7.6 OCSD retains the right to refuse to place relatives in the same department,division, or facility where such has a potential for creating an adverse impact on supervision, safety, security or morale, or involves potential conflicts of interest. 7.7 Employees on Performance Improvement Plans are not eligible for promotional opportunities. 7.8 INITIAL PROBATIONARY PERIOD 7.8.1 Unless designated as an"at-will' Executive Management Team (EMT) member or Student Intern, all new employees and employees who are reassigned or laterally transferred serve a probationary period. In accordance with applicable MOUs and policies,the probationary period begins with the date of hire, reassignment,or transfer and extends to at least the first day of the pay period following twenty-six weeks of employment without a break in service. For new employees, this probationary period is regarded as an extension of the hiring process,and provides an opportunity for both the employee and OCSD's management to assess,over a substantial period of time,whether or not the hiring decision was appropriate and resulted in a relationship that adequately meets the needs of both the individual and OCSD. 7.8.2 The probationary period may be extended by mutual agreement between OCSD and the employee, prior to the expiration of the probationary period. An employee's probationary period may be extended when there is a need to further assess the individual's abilities to satisfactorily perform the duties required for their job classification. Probationary employees may be released by OCSD at any time during the probationary period(including any extension) without cause or reason. 7.8.3 A probationary employee's work performance is closely monitored during this period to ensure that the employee understands the duties, responsibilities and management expectations of the position, and to allow an opportunity for the supervisor or manager to provide proper direction and guidance. Employees who do not demonstrate the potential for meeting performance expectations for their position within a reasonable period of time may be released prior to the completion of the Probationary Period. Probationary employees shall serve at the will of OCSD during this period. In the event of release of a probationary employee, the employee shall not be entitled to receive any severance pay. 7.9 PROMOTIONAL PROBATIONARY PERIOD 7.9.1 All promoted employees, except those designated as"at-will'employees, shall serve a promotional probationary period lasting at least 120 days or 6- months,depending upon the applicable MOU provisions, beginning with the effective date of promotion.This period is regarded as an extension of the selection process,and provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time,whether or not the decision was appropriate. Page 9 of 10 Book Page 23 7.10 REFERENCE CHECKS 7.10.1 Employment with OCSD is contingent upon a pre-employment screening process which includes a physical examination, drug/alcohol lest and background investigation. Candidates must also be able to provide documentation authorizing their legal right to work in the United Stales as per the Immigration Reform and Control Act of 1986. 7.10.2 OCSD may verify information contained in the job application of a prospective employee with the prospective employee's authorization. 7.10.3 Inquiries to OCSD employees regarding reference or employment verification checks of former or present employees shall be discussed with or referred to Human Resources prior to any response. 8.0 RELATED DOCUMENTS 8.1 OCSD Student Intern Program guidelines 8.2 Policy B160.00, EMT Recruitment 8.3 Policy F50.00, Problem Solving Procedure 8.4 Policy F60.00, Grievance Procedure 8.5 Policy C180.00,At-Will Policy 8.6 Local 501, Operations and Maintenance Unit MOU 8.7 Administrative and Clerical Unit MOU 8.8 Engineering Unit MOU 8.9 Technical Services Unit MOU 8.10 Professional Group MOU 8.11 Supervisor Group MOU Page 10 of 10 Book Page 24 STEERING COMMITTEE Meebng Date To ad.of D, s/z5/05 AGENDA REPORT Rem Nurn item Number a(b) Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Gail Garrett, Committee Secretary SUBJECT: June 2005 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 June 2005 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 June 2005: OMTS Committee: 1. Consider Janitorial Contract Extension 2. Consider EnerTech Contract PDC Committee: 1. Ratify Change Order No. 6 to Job No. J-77, Effluent Pump Station Annex 2. Approve Amendment No. 7 to PSA for Job No. P2-66, Headworks Replacement at Plant No. 2 3. Approve Amendment No. 3 to PSA for Job. No. J-71-8, Rehabilitation of Odor Control Facilities 4. Approve Amendment No. 5 to PSA for Job No. J-79, Air Quality Improvements 5. Approve Amendment No. 7 to PSA for Job No. J-33-1A, Standby Power and Electrical Reliability 6. Approve Amendment No. 2 to PSA for Job No. 1-10, Replacement of the Ellis Avenue Pump Station 7. Approve Amendment No. 4 to PSA for Jab No. P1-82, Activated Sludge Plant Rehabilitation 8. Approve PSA for Job No. 132-79, Gas Compressor Redundancy 9. Authorize Staff to Enter into a Blanket Order Agreement for Specification No. SS-2005-225BD for Value Engineering Studies FAHR Committee: 1. Consider 2005-06 Budgets 2. Consider Renew Excess Workers' Comp, General Liability Ins, Boiler& Machinery, All-Risk Property Insurances 3. Consider General Manager Approved Purchases Book Page 25 PROJECT/CONTRACT COST SUMMARY NIA 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 99 H WeplapaWl5lenrp Cvmlt4aV005`DS`OS]50519dNb bJwe HO`wr.B L¢ a°,^K°. eaa9e Page 2 Book Page 26 STEERING COMMITTEE Meeba9Date TO Be.MDir. snsios AGENDA REPORT IemNumber awn Number Bc Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Gail Garrett, Committee Secretary SUBJECT: 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 May 25, 2005 meeting. SUMMARY Staff routinely prepares for the Steering Committee lists 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 at the May 25, 2005 meeting: CONSENT CALENDAR 10. Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. (1) Receive and file petition from Dominic Walsh requesting annexation of 1.55 acres to Orange County Sanitation District in the vicinity of Skyline Drive and Reservoir Road, in an unincorporated area of Orange County; and, (2)Adopt Resolution No. OCSD 05-09, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD-48—Walsh Annexation). b. (1) Receive and file petitions requesting annexation of 7.13 acres to Orange County Sanitation District in the vicinity of Lemon Heights Drive and Vista Del Lago, in an unincorporated area of Orange County; (2)Authorize the General Manager to execute a Reimbursement Agreement, approved as to form by General Counsel; and, (3) Adopt Resolution No. OCSD 05-10, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD- 51 - Knudson Annexation). Batik Page 27 C. Ratify approval of Amendment No. 1 to the Professional Service Consultant Agreement with GHD LLC, to provide a no-cost time extension for Asset Management Services, Job No. SP-68-02, for a two-month period from April 2005 to July 1, 2005. d. Receive and file Summons and Complaint, Southern California Edison Corporation v. Orange County Sanitation District, at al, Orange County Superior Court Case No. 05CC05776, re Complaint for Property Damage; and authorize the General Counsel to appear and defend the interests of the District. e. Approve an encroachment permit with the City of Orange to cross an existing District sewer on the Santa Ana River Road, at the intersection of Lincoln Avenue and Santa Ana River Road, in a form approved by General Counsel. f. Receive and file Staff Report re Bushard Trunk Sewer, Job No. 1-2-4, re: geotechnical investigation by Geomatrix Consultants, Inc.. g. Adopt Resolution No. OCSD 05-11, declaring Opposition to Senate Bill 926 (Florez)— Biosolids Management. END OF CONSENT CALENDAR 11. Consideration of items deleted from Consent Calendar, if any. COMMITTEE REPORTS AND RECOMMENDED ACTIONS 12. STEERING COMMITTEE Consent Calendar a. Order draft Steering Committee Minutes for the meeting held on April 27, 2005, to be filed. Non-Consent Calendar b. Review and consideration of agenda items considered by the Steering Committee re the May 25, 2005 meeting. C. Consideration of items deleted from Steering Committee Consent Calendar, if any. H:NepN0�U49bMn0 eom,N�09 dP WNy BwNar.).Coc amnw: anaga Page 2 Book Page 28 13. OPERATIONS MAINTENANCE AND TECHNICAL SERVICES COMMITTEE (OMTS) OMTS Consent Calendar a. Order draft Operations, Maintenance and Technical Services Committee Minutes for the meeting held on May 4, 2005, to be filed. b. (1) Approve Change Order No. 1 to Purchase Order 101966-OB issued to Cardlock Fuel Systems, Inc. dba SC Fuels for $70,000, to fuel District fixed and mobile equipment, increasing the contract amount from $180,000 to $250,000 for the period ending June 30, 2005; and, (2) Approve Change Order No. 2 to Purchase Order 101966-OB with Cardlock Fuel Systems, Inc. dba SC Fuels for a $100,000 increase for the purchase of fuel for fixed and mobile equipment for an annual amount of $280,000 for the period July 1, 2005 through June 30, 2006, with a 10% contingency for the two remaining renewal periods. C. Approve Amendment No. 1 to the Professional Service Agreement with J.R. Filanc Construction Company, Inc., providing for additional construction services for Pump Station Valve Replacement (Rocky Point, Westside and Yorba Linda), Specification No. E-2002-105, for an additional amount of$8,603.38, increasing the total amount not to exceed $116,954.38. d. (1) Approve Change Order No. 3 to the contract issued to Pioneer Americas, Inc. for Purchase of Bleach, Specification No. C-2002-9813D, Purchase Order 101334-013, for a unit rate increase of$A 724 per gallon, for a total unit price of$.6712 per gallon, including sales tax and delivery, effective June 1, 2005, through August 10, 2005; for an estimated increase of$277,550 increasing the estimated total amount to $5,444.550; and, (2)Approve Change Order No. 4 to the contract issued to Pioneer Americas, Inc. for Purchase of Bleach, Specification No. C-2002-98BD, for a total unit price of$.6712 per gallon, including sales tax and delivery for an estimated annual cost of$6,000,000 for a one-year period effective August 11, 2005 through August 10, 2006. e. Award a contract to Basic Chemical Solutions, LLC,for the Purchase of Sodium Hydroxide (NaOH) (Caustic Soda) 25% and 50% Solution, Specification No. C-2005-22013D,for the period July 1, 2005 through June 30, 2006 for a unit price for the 25% sodium hydroxide solution of$418 per dry ton plus freight of$47.92 per dry ton, and for the unit price for the 50% sodium hydroxide solution of$408 per dry ton plus freight of$23.96 per dry ton, plus state sales tax for both solutions for an estimated amount of$485,000 with four one-year renewal options and a 10% annual unit cost escalation, if needed. Hwpira�np cemmnnwmr 52M uvan mr May eao�a Page 3 Book Page 29 OMTS Non-Consent Calendar f. Consideration of items deleted from OMTS Committee Consent Calendar, if any 14. PLANNING, DESIGN AND CONSTRUCTION COMMITTEE (PDC) PDC Consent Calendar a. Order draft Planning, Design and Construction Committee Minutes for the meeting held on May 5, 2005 to be fled. (Minutes to be distributed at 05/25/05 Board Meeting.) b. (1) Approve a budget increase of$225,000 for Plant Nos. 1 and 2 Facilities Modifications for Odor Control, Job No. J-71-3, for a total budget of$3,979,609; (2) Ratify Change Order No. 5 for Plant Nos. 1 and 2 Facilities Modifications for Odor Control, Job No. J-71-3, with J.F. Shea Construction, Inc., authorizing an addition of$108,980, and 199 calendar days, increasing the total contract amount to $2,357,425; and, (3) Accept Plant Nos. 1 and 2 Facilities Modifications for Odor Control, Job No. J-71-3, as complete, and approve the Final Closeout Agreement. C. Ratify Change Order No. 11 for Area Classification Study Implementation Plan, Plant Nos. 1 and 2, Job No. J-35-2, with J.F. Shea Construction, Inc., authorizing an addition of$349,285, increasing the total contract amount to $16,795,121. d. Ratify Change Order No. 5 to Secondary Treatment Facilities Process Upgrades at Plant No. 2, Job No. P2-47-3, with Morrow-Meadows Corporation, authorizing an addition of$95,602, increasing the total contract amount to $5,885,039. e. Ratify Change Order No. 20 to Primary Clarifiers 16-31 and Related Facilities, Job No. P1-37, with Margate Construction, authorizing an addition of$84,955 and 28 calendar days, increasing the total contract amount to $71,608,092. f. Ratify Change Order No. 1 to HVAC Replacement for Operations Center at Plant No. 2, Job No. FE02-62, with Bon Air, Inc., authorizing an addition of$19,708, increasing the total contract amount to $211,708. g. Ratify Change Order No. 1 to Sump Pump Addition to Air Jumper Lines at Plant No. 1, Job No. SP2000-26, with Margate Construction, Inc., authorizing an addition of$62,234 and 14 calendar days, increasing the total contract amount to $239,444. HNPG 9EnEdValta � WS 51505 U5 OA2 W.1a .'.]M RenSe°- �"09B Page 4 Book Page 30 h. Approve Amendment No. 1 to the Professional Services Agreement with Ninyo & Moore Geotechnical and Environmental Sciences Consultants to provide additional funds for materials testing, inspection, and geotechnical engineering services, Specification No. PSA-2003-175, for Fiscal Year (FY)2004/2005 for an additional amount not to exceed $40,000. I. Approve Amendment No. 1 to the Professional Services Agreements with Geo-Matrix Consultants Inc., Kleinfelder Inc., and Smith-Emery Laboratories, and Amendment No. 2 to the Professional Services Agreements with Ninyo & Moore Geotechnical and Environmental Sciences Consultants to provide for materials testing, inspection, and geotechnical engineering services, Specification No. PSA-2003-175, for a one-year period for an amount not to exceed $200,000 for each agreement ($800,000 total). j. Approve Amendment No. 1 to the Professional Services Agreement with Bush & Associates Inc. to provide additional funds for Surveying Services, Specification No. PSA-2003-176, for Fiscal Year(FY) 2004/2005 for an additional amount not to exceed $50,000. k. Approve Amendment No. 1 to the Professional Services Agreements with Forkert Engineering & Surveying, Inc., MDS Consulting, RBF Consulting, and Amendment No. 2 to the Professional Services Agreement with Bush & Associates Inc. to provide for surveying services for capital projects, Specification No. PSA-2003-176,for a one-year period for an amount not to exceed $200,000 for each agreement ($800,000 total). I. Approve Amendment No. 2 to the Professional Services Agreement with Electrical Reliability Services, Inc. and Amendment No. 1 to Professional Services Agreement with Hampton-Tedder Electric Inc. to provide for electrical acceptance testing services, Specification No. PSA-2003-177, for a one-year period for an amount not to exceed $150,000 for each agreement ($300,000 total). M. Approve a sole source Professional Services Agreement with M.J. Schiff& Associates, providing for engineering services for Interplant Gas Line Rehabilitation, Job No. J-106, for an amount not to exceed $138,379. n. Ratify Change Order No. 4 to Trickling Filter Rehabilitation and New Clarifiers, Job No. P11-76, with J.R. Filanc Construction Company, Inc., authorizing an addition of$356,962 increasing the total contract amount to $33,432,815. o. Approve Amendment No. 4 to Professional Services Agreement with Lee & Ro, Inc., providing for additional design engineering services for Replacement of the Bitter Point Pump Station, Contract No. 5-49; Replacement of the Rocky Point Pump Station, Contract No. 5-50; Rehabilitation of the 141" Street Pump Station, Contract No. 5-51; and X:WeD� COmMS�51 t M M WSLY BVN J] ae.,xe: azose Page 5 Book Page 31 Rehabilitation of the "A" Street Pump Station, Contract No. 5-52, for an additional amount of$553,312, increasing the total amount not to exceed $3,463,500. P. Approve Amendment No. 5 to the Professional Services Agreement with Integrated Program Management Consultants, a joint venture of Parsons Infrastructure & Technology Group, Inc. and CH2M Hill, Inc., authorizing: (1) Establish an amount not to exceed $15,585,558 for year four(FY 2005/06) of the five year contract; and, (2) Increase the total amount of the five year contract to an amount not to exceed $45,092,383. PDC Non-Consent Calendar q. Approve Professional Services Agreement with HDR, Inc., providing for engineering services, for Sludge Dewatering and Odor Control at Plant No. 1, Job No. P1-101, for an amount not to exceed $11,129,576. r. Consideration of items deleted from PDC Committee Consent Calendar, if any 15. FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE (FAHR) FAHR Consent Calendar a. Order draft Finance, Administration and Human Resources Committee Minutes for the meeting held on May 11, 2005 to be filed. (Minutes to be distributed at 05/25/05 Board Meeting.) b. Receive and file Treasurer's Report for the month of April 2005. C. Receive and file SWAP Report for the quarter ended March 31, 2005. d. Receive and file the 2004105 Third Quarter Financial Report for the period ending March 31, 2005. e. Receive and file Quarterly Investment Management Program Report for the period January 1, 2005 through March 31, 2005. FAHR Non-Consent Calendar f. Consideration of items deleted from FAHR Committee Consent Calendar, if any. H ComnN�UM UM alM MMW amN 7.d. Haw»]. eawae Page 6 Book Page 32 16. GWR SYSTEM STEERING COMMITTEE (GWRSSC) GWRSSC Consent Calendar a. Order Joint Groundwater Replenishment System Steering Committee Minutes for the meeting held on April 11, 2005 to be filed. GWRSSC Non-Consent Calendar b. Consideration of items deleted from GWRSSC Consent Calendar, if any. NON-CONSENT CALENDAR 17. NOTE: At the discretion of the Chair, this item may be moved to an earlier point in the agenda to accommodate members of the public. (1) Approve Plans and Specifications for Headworks Replacement at Plant No. 2, Job No. P2-66, on file at the office of the Board Secretary; (2) Approve Addenda 1 through 8 to the Plans and Specifications; (3) Receive and file bid tabulation and recommendation; (4) Receive and File Staff Report re: Staff Evaluation of Allegations Regarding Helix Electric, Inc.; and, (5)Award a construction contract to J.F. Shea Construction, Inc. for Headworks Replacement at Plant No. 2, Job No. P2-66, for an amount not to exceed $192,296,073. 18. Adopt Resolution No. OCSD 05-12, Certifying the Final Environmental Impact Report for Implementation of the Ellis Avenue Pump Station Replacement Project, Job No. 1-10, prepared by Environmental Science Associates; Making Certain Findings Relating to Environmental Effects of Alternative A identified in the Final Environmental Impact Report; Adopting a Statement of Overriding Considerations; Adopting a Mitigation Monitoring and Reporting Program; and Approving the Ellis Avenue Pump Station Replacement Project(Alternative A), Job No. I-10. 19. Adopt Resolution No. OCSD 05-13, Certifying the Subsequent Environmental Impact Report for the Secondary Treatment and Plant Improvement Project, Job No. J40-10, prepared by Environmental Science Associates; Making Certain Findings Relating to Environmental Effects identified in the Subsequent Environmental Impact Report; Adopting a Statement of Overriding Considerations; Adopting a Mitigation Monitoring and Reporting Program; and Approving the Secondary Treatment and Plant Improvement Project, Job No. J- 40-10. H bepNpnkeWeW,q CmnitleelMIDS05'OSi505 UsldNb IWNay BMN.p.]px Page 7 Book Page 33 20. Adopt Resolution No. OCSD 05-14, Certifying the Final Environmental Impact Report for Implementation of the Carbon Canyon Dam Sewer Pipeline Project, Contract No. 2-24-1, prepared by RBF Consulting; Making Certain Findings Relating to Environmental Effects identified in the Final Environmental Impact Report; Adopting a Mitigation Monitoring and Reporting Program; and Approving the Expanded Service Area Option of the Carbon Canyon Dam Sewer Pipeline ProjecL 21. Adopt Resolution No. OCSD 05-15, Certifying the Initial Study/Negative Declaration for the Westside Pump Station Rehabilitation Project, Contract No. 3- 52, prepared by CH2MHill, and approving the Westside Pump Station Rehabilitation Project, Contract No. 3-52. 22. Adopt Ordinance No. OCSD-26, An Ordinance of the Board of Directors of Orange County Sanitation District Establishing Sanitary Sewer Service Charges; Establishing Capital Facilities Capacity Charges; Adopting Miscellaneous Charges and Fees Relating to Industrial Charges, Source Control Permittees and Wastehaulers, and Repealing Ordinance No. OCSD-24: Adooting Revised Table A re Single and Multi-Family Residential Rates, Revised Table B re Prooerty Use Classifications for Commercial or Industrial Users. and Revised Table E re Administrative Fees and Charges Relating to Permittees. and Reaffirming All Other Charges a. Open meeting 1. Receive and file written comments, if any 2. Verbal reports of staff 3. Directors' questions 4. Public comments b. Close meeting C. Discussion by Board of Directors d. Recommended actions: 1. Motion to read Ordinance No. OCSD-26 by title only and waive reading of said entire ordinance. (The waiver of the reading of the entire ordinance must be adopted by a unanimous vote of Directors present.) 2. Motion to adopt Ordinance No. OCSD-26, An Ordinance of the Board of Directors of Orange County Sanitation District Establishing Sanitary Sewer Service Charges; Establishing Capital Facilities Capacity Charges; Adopting Miscellaneous Charges and Fees Relating to Industrial Charges, Source Control Permittees and Wastehaulers, and Repealing Ordinance No. OCSD-24: N:We0N8cSav5,ennB Comn�ieel2ppSOSO52505 WIaINb bAbY BOBNv.]Ge[ Page 8 Book Page 34 Adopting Revised Table A re Single and Multi-Family Residential Rates, Revised Table B re Property Use Classifications for Commercial or Industrial Users. and Revised Table E re Administrative Fees and Charges Relating to Permittees. and Reaffirming All Other Charges 23. Closed Session 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 99 H:We%W MMl9kMM GOmm111ee1M]Sb5063E0311G dNb M MeY a08Nat.1.U% R.w.a: &MO Page 9 Book Page 35 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 ORANGE COUNTY SANITATION DISTRICT iA1.e.: n14199z-2411 f..: [71419620356 nww.acW.c.m m.ni,m eo. ea,x 6127 91z7 NOTICE OF MEETING Ptomain vane,.c OF THE 92728-8127 �nini STEERING COMMITTEE 10944 and Avenue r nta'nvalia, CA ORANGE COUNTY SANITATION DISTRICT 92708-7018 M.mh.r Aa.w1« WEDN ESDAY, MAY 25, 2005 - 5 P.M. • cmlw Arianism DISTRICT'S ADMINISTRATIVE OFFICE Brea Buena Park 10844 ELLIS AVENUE Lyyress FOUNTAIN VALLEY, CALIFORNIA 92708 Fountain Vella, Fullerton Garden Greve Huntm,ian Beach Irvine to Padre A regular meeting of the Steering Committee of the Board of Directors of Los Alam,tod Orange County Sanitation District will be held at the above location, date and Newport Beach Branga time. Place,,. Santa Ana Seal Beach Stanton Tinian ✓Ile Park Iona. Linda .wMY 0 0..... wiry ei.edtt. Costa Mesa M'dway Grty carter obtrl¢. Irwne nanan HAdepllagencIMSteering Committee@005\SC Meeting Notice Fonn.l.doc To maintain world-class leadership In wastewater and water resource management. STEERING COMMITTEE AND BOARD MEETING DATES FOR THE NEXT TWELVE MONTHS Wednesday, May 25, 2005 Wednesday, June 22, 2005 Wednesday, July 27, 2005 Wednesday, August 24, 2005 Wednesday, September 28, 2005 Wednesday, October 26, 2005 'Wednesday, November 16, 2005 'Wednesday, December 21, 2005 Wednesday, January 25, 2006 Wednesday, February 22, 2006 Wednesday, March 22, 2006 Wednesday, April 26, 2006 Wednesday, May 24, 2006 Wednesday, June 28, 2006 'Tentatively rescheduled from regular fourth Wednesday. H,Wept�agenda\Steenng Canminee\O4wee6ng Dates Fw .Y.dw STEERING COMMITTEE (1) Roll Call: Meeting Date: May 25, 2005 Meeting Time: 5:00 p.m. Meeting Adjourned: p.m. Committee Members Steve Anderson, Board Chair............................................. Jim Ferryman, Board Vice Chair......................................... Roy Moore, FAHR Committee Chair...................................— Carolyn Cavecche, OMITS Committee Chair.......................— Tad Ridgeway, PDC Committee Chair................................— Jim Silva, Supervisor.......................................................... Others Brad Hogin, General Counsel Don Hughes Staff Present Blake P. Anderson, General Manager Bob Ghirelli, Director of Technical Services _ David Ludwin, Director of Engineering Patrick Miles, Director of Information Technology Robert Ooten, Director of Operations & Maintenance Gary Streed, Director of Flnance/Treasurer _ Lisa Tomko, Director of Human Resources Carol Beekman, Director of Communication and Administration Services _ Gail Garrett, Committee Secretary c: Lenora Crane K%depttagenda\Steering Committeet20051DWS2505 Roll Call Sheet Form.3.doc AGENDA REGULAR MEETING OF THE STEERING COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, May 25, 2005 AT 5 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, Califomia Aoenda Postino: In accordance with the requirements of California Government Code Section 54954.2. this agenda has been posted in the main lobby ofthe District's Administrative offices 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. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take immediate action,which need came to the attention of the Committee subsequent to the posting of agenda,or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations,please contact the Orange County Sanitation District Board Secretary's office at(714)593-7130 at least 72 hours prior to the scheduled meeting. Requestsmust specify the nature of the disability and the type of accommodation requested. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adioumment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955 (posted within 24 hours). (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 Book Page I -2- May 25, 2005 Agenda 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 have action taken by the Committee except as authorized by Section 54954.2(b). (4) APPROVE MINUTES OF PREVIOUS MEETING Approve draft minutes of the April 27, 2005 Steering Committee meeting. (5) REPORT OF COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER (7) REPORT OF GENERAL COUNSEL (8) DISCUSSION ITEMS (Items A-C) A. Post Employment Contracts with Retired Employees - Information only(Tomko) B. Review Agenda Items scheduled to be presented to Committees in June (Information item only) C. Review and consideration of Agenda Items for Board of Directors Meeting of May 25, 2005 (9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT (12) FUTURE MEETING DATES The next Steering Committee Meeting is scheduled for 5 p.m., Wednesday, June 22, 2005. The next Board Meeting is scheduled for 7 p.m., Wednesday, June 22, 2005. Book Page 2 -3- May 25, 2005 Agenda (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, if necessary 1. Confer with General Counsel -Anticipated Litigation. Significant Exposure to Litigation, Government Code Section 54956.9(b). One (1) potential case. 2. Confer with General Counsel re pending litigation, Orange County Sanitation District. at al. v. County of Kings, Kings County Superior Court Case No. 02CO835, Government Code Section 54956.9. 3. Consider Public Employee Discipline -One (1)Item, Government Code 54957. B. Reconvene in regular session C. Consideration of action, if any, on matters considered in closed session. (14) ADJOURNMENT 99 H:IGEPMGENDAWEERING WMMRiE %QENDR FORM.d DGL Book Page 3 -0- May 25, 2005 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: Steve Anderson (562)905-9700(La Habra City Hall) Committee Staff Contact: Blake P.Anderson (714)593-7110 General Counsel: Brad Hogin (714)564-2606 Committee Secretary: Gail Garrett (714)593-7101 (714)962-0356 (Fax) E-mail: ggarrett@ocsd.com Book Page 4 MINUTES OF STEERING COMMITTEE MEETING Wednesday, April 27, 2005 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday,April 27, 2005 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: Bradley R. Hogin, General Counsel Steve Anderson, Chair Joe Forbath, Counsel Jim Ferryman,Vice Chair Randy Fuhrman Carolyn Cavecche, Chair, OMTS Committee Allen Shiroma,Jazz Semiconductors Roy Moore, Chairman, FAHR Committee Tod Ridgeway, Chairman, PDC Committee STAFF PRESENT: Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Bob Dolan, Director of Operations and Maintenance Directors Absent: Carol Beekman, Director of Communications and Jim Silva, County Supervisor Administrative Services Gail Garrett, Committee Secretary Jim Herberg, Manager, Engineering Planning Group Mike Moore, Environmental Compliance & Manager Sonja Wassgren, Principal Public Info Specialist (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS Randy Fuhrman requested the Steering Committee and Board approve raising user fees as requested in item 14(g)of the Board agenda. (4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the March 23, 2005 Steering Committee meeting were approved as drafted. Book Page 5 Minutes of the Steering Committee Page 2 Apri127, 2005 (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Steve Anderson and Director Jim Ferryman attended the April 4 CASA meeting In Washington DC and participated in panel discussions with key counsels and staff to the House and Senate committees with jurisdiction over the Clean Water Act. General Manager Anderson, Chair Anderson,and Supervisor Silva will attend the CASA Spring Conference in Napa on April 28-30. General Manager Anderson is currently in Sacramento for the Orange County Business Council's Leadership meeting to address Workforce Development, Infrastructure and Housing issues. Blake will also be involved in group meetings with legislative leaders working on issues concerning the wastewater industry. Chair Anderson and General Manager Anderson have been selected to receive the 2005 Annual Leadership Award by the Santa Ana Watershed Project Authority(SAWPA) and Santa Ana Watershed Coalition (SAWC). (6) REPORT OF THE GENERAL MANAGER Executive Management Positions Director of Technical Services, Dr. Robert Ghirelli, announced Jim Herberg will be Director of Operations and Maintenance when Bob Ooten retires on July 7, 2005. Applications for the Director of Finance position will be received until May 180. Carbon Canyon Sewer Reolacement Project Jim Herberg stated that there will be an informational item on certification of the Environmental Impact Report(EIR)for the Carbon Canyon Sewer Replacement Project, Contract No. 2-24-1 at the May 5,2005 PDC Committee meeting, and that certification of the EIR would on the May 25, 2005 Board Agenda. Jim invited Director Moore and Chair Anderson to attend the May 5, 2005 PDC Committee meeting because the project could potentially serve the proposed Aare Planned Community located in Brea and north of Brea in Los Angeles County. Helix Electric, Inc. Orange County Sanitation District staff and the Board of Directors have been made aware of allegations against Helix Electric, Inc.,a subcontractor named by the low bidder,J. F. Shea, for project P2-66, Headwork replacement at Treatment Plant 2. Director of Engineering, David Ludwin, informed that staff is investigating and evaluating information provided by the International Brotherhood of Electrical Workers (IBEW),the Orange County Labor Management Cooperative Trust, and Legal and Safety Employer Research (LASER). District staff will provide a recommendation for consideration by the Board regarding this issue at the regular Board meeting in May. Book Page 6 Minutes of the Steering Committee Page 3 April 27, 2005 GWRS Construction Status Dr. Ghirelli gave a brief report on the resolution of the tunneling problem under 1-5 Freeway where it crosses the Santa Ana River and the impact to the project budget. Director Cavecche requested clarification on District's role in reviewing and approving sewering plans and connection to the SARI. Mr. Ludwin will provide a report at May meeting on the Irvine Company Mountain Park development. Mike Markus, Orange County Water District (OCWD)Assistant General Manager,will provide a GWRS Construction status report to the Board at tonight's meeting. Jazz Semiconductor, Inc. Following last years decision by the Board to change user fee calculations for industrial pennittees,Jazz Semiconductor requested that they be°grandfathered° and not pay the supplemental capacity charge. New information has been received concerning majority ownership of Jazz by Conexant. Staff is reviewing this information and a recommendation will be presented to the FAHR Committee in May at the direction of the Steering Committee for consideration and recommendation to full board. GWRS-NWRI Research Center Dr. Ghirelli updated the committee on the proposed GWRS-NWRI Research Center, which will house the membrane research and GWRS education programs. NWRI,which was asked to develop an approach for funding the center using private financing, has presented a proposition for start-up funding where NWRI, OCSD,and OCWD would provide$100,000 each for 3 years as seed money for a capital funding outreach campaign to approach private companies and foundations within Orange County. General Manager Anderson has asked Dr. Ghirelli to be the District's point of contact for this endeavor. OC Board of Supervisors Water Quality Stratecic Plan The Orange County Board of Supervisors met last week to consider recommendations submitted by the Water Quality Strategic Plan steering committee. The Board approved the creation of three watershed committees covering North, Central and South County areas, to develop specific projects to manage urban runoff and seek funding alternatives for these projects. The committees would include elected officials from Orange County and each city in the W MA, as well as elected officials from each water or sewer special district. County staff would coordinate W MA activities and convene the meetings. Dr. Ghirelli noted that the Sanitation District will need to reconvene the Urban Runoff Ad Hoc committee to determine our participation in this effort. Biosolids Update Dr. Ghirelli reported that the Sanitation District has taken an oppose position on the SB 926 bill, which would prohibit importation of biosolids into Kem County. Only 1%of Kern County's agricultural land is cultivated with biosolids and SB 926 ignores the inter-reliance of counties on one another. CASA and OCSD lobbyists are working to defeat the bill which will be heard on May 2. General Manager Anderson may be asked to testify at the hearing. District staff has scheduled a Biosolids tour for Directors and key staff on Friday, May 6, 2005 to visit three biosolids processing sites located in the Chino Basin area. Book Page 7 Minutes of the Steering Committee Page 4 April 27, 2005 (7) REPORT OF GENERAL COUNSEL General Counsel Bred Hogin did not make a report. (8) DISCUSSION ITEMS (Items A-B) A. The Agenda Items scheduled to be reviewed by the Board's working committees in May were reviewed. B. The agenda items scheduled to be presented to the Board at tonight's meeting were reviewed. (9) OTHER BUSINESS,COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS. IF ANY There was no other business discussed. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for Wednesday, May 25. 2005 at 5 p.m. The next Board Meeting is scheduled for Wednesday, May 25, 2005 at 7 p.m. (13) CLOSED SESSION The Committee convened at 6:00 p.m. in Closed Session, pursuant to Section 54956.9(b)to discuss two items, and Section 54956.9 to discuss three items. 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 6:50 p.m., the Committee reconvened in regular session. Book Page 8 Minutes of the Steering Committee Page 5 April 27, 2005 (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:50 p.m. Submitted by: Gail Garrett ` Steering Committee Secretary H:be,NupeMel$hehp Lwmnpep'OIISLMd,Wee Fam.S.Ox Book Page 9 STEERING COMMITTEE MeeangDate To ad.ofoo-. 0512 05 AGENDA REPORT Item Number Item Number 8(a) Orange County Sanitation District FROM: Lisa L. Tomko, Director of Human Resources SUBJECT: OCSD POLICY ON EMPLOYMENT OF RETIRED EMPLOYEES GENERAL MANAGER'S RECOMMENDATION To provide information related to employment of retired employees. SUMMARY At the April 2005 Steering Committee Meeting, there was a discussion related to the OCSD policy on post-employment contracts with retired employees. There may be a need in the future for services of retiring EMT members. The OCSD policy on employment of retired employees follows specific Human Resources Policy B150.00 (Recruitment and Selection—Section 6.0 Exceptions), as well as specific Orange County Employees Retirement System (OCERS) requirements. The following summarizes each: 1. The General Manager may, with written approval of the Board Chair, employ a retired employee on a part-time or as-needed basis. —HR Policy 13150.00 2. Compensation shall be at the same current hourly rate of the retired employee's position classification, or if no such classification exists, at a rate not to exceed that paid for the most comparable classification. —HR Policy B150.00 3. Re-employed retirees are not entitled to any benefits that are received by regular employees unless they are re-employed on a full-time or part-time (working at least 20 hours per week) basis as reflected in Item#6.—HR Policy B150.00 4. If a former employee becomes employed by a business providing service to OCSD, the former employee cannot perform work for OCSD for a period of one year after leaving OCSD employment. — HR Policy B150.00 5. Restrictions within the Human Resources policy can be waived by the FAHR committee on a case-by-case basis. —HR Policy B150.00 6. There is no interruption of retirement benefits if length of service in any one fiscal year does not exceed 120 working days (960 hours).—OCERS Requirement 7. For employees who retire under an Early Retirement Incentive (ERI), there is no interruption of retirement benefits if length of service in any one fiscal year does not exceed 90 working days (720 hours). —OCERS Requirement 8. If re-employed on a full-time or part-time (working at least 20 hours per week) basis, OCERS requirement has adopted Government Code Section 31680.4 and 31680.5, which address retired OCERS members retuming to OCERS covered employment. aeue: asoama Page 1 Book Page I I The following requirements must be met before a retired OCERS member may return to work on a full-time or part-time (working at least 20 hours per week) basis: a. The member must contact OCERS and apply for active membership reinstatement with the Board of Retirement. b. The member must provide medical evidence that he or she is not incapacitated for the duties assigned him or her. c. The Board of Retirement must approve of the member's reinstatement. Reinstatement into active membership will result in the suspension of the retired member's allowance. The member will earn a second retirement allowance by paying a contribution rate determined as if the member were first entering the system on the re- employment dale. Plan Sponsors (i.e., OCSD) must notify OCERS prior to the full-time or part-time (working at least 20 hours per week)re-employment. OCERS staff will counsel the member and assist the member in obtaining Retirement Board approval in hopes of ensuring an orderly re-employment process. OCSD follows well-established and defined policies in the re-employment of retired employees. OCSD closely follows the OCERS guidelines to ensure the employee is protected against any negative impact on their retirement benefits, as well as protecting OCSD from any ensuing unforeseen impacts. As shown in the additional information section, OCSD has been successful at re-employing retirees if necessary. PRIOR COMMITTEEIBOARD ACTIONS Resolution No. 83-177—Establishing District Policy regarding Part-time Employment of Retired or Resigned Staff Members Individual professional consulting agreements (see Additional Information section below) PROJECT/CONTRACT COST SUMMARY At this time, there is no cost information. If OCSD determines that the expertise of a retired employee is needed, staff will keep the Board of Directors apprised of the number of re-hires and the associated costs. 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 OCSD experience has been that re-hiring of a refired employee occurs when a particular subject matter expert exits the organization or when a loss of specific technical skills is created by a vacancy. The following are examples of retired employees that have been re-hired: NOW: "M3 Page 2 Book Page 12 1. M. Heinz: rehired on a Limited-Term Employment Agreement working part-time (no more than 20 hours a week)for a maximum six months. Was the lead of a specific research group. Employee is now retired. 2. G. Pamson: rehired on a Limited-Tenn Employment Agreement working part-time (no more than 20 hours a week)for a maximum of six months. Was the former head of the laboratory. Employee is now retired. 3. G. Jones: rehired as a consultant on a sole source consultant agreement. Was the subject matter expert regarding the DART program. Still serving as consultant. 4. T. Dawes: rehired on a professional consulting agreement; agreement expired. 5. E. Kizziah: rehired on a full-time basis following OCERS guidelines; employee is now retired. ALTERNATIVES N/A CEQA FINDINGS NIA ATTACHMENTS Human Resources Policy B150.00 (Recruitment and Selection) R&W:a W Page 3 Book Page 13 Orange County Policy Number: B150.00 Sanitation District Effective Date: March 23, 2005 Subject: RECRUITMENT AND SELECTION Supersedes: July 21, 2004 Approved by: Lisa L. Tomko 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for Orange County Sanitation District(OCSD)recruitment activities. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all OCSD departments,divisions, sections and employees. 3.0 DEFINITIONS 3.1 Recruitment is the process of attracting qualified individuals to apply for jobs that are open within the organization,whether internal or external. 3.2 Internal recruitment means considering only present employees as applicants for job openings within the organization. 3.3 Open recruitment means attracting applicants from outside the organization, as well as internally to apply for job openings within the organization. 3.4 Planned Recruitment is the process of recruiting a candidate for a position held by an existing OCSD employee who plans to retire or leave the agency. 3.5 Probationary Period- Initial as defined in applicable Memorandum of Understanding (MOU) provisions, includes at least the first 6 months or 26 weeks of employment with OCSD beginning with the date of hire. This period is regarded as an extension of the hiring process, and provides an opportunity for both the employee and OCSD management to assess,over a substantial period of time, whether or not the hiring decision was appropriate. Employees,who have not yet successfully completed their initial probationary period, serve"at-will'and may be released from employment without cause or recourse to any appeal or grievance procedures. 3.6 Probationary Period- Promotional as defined in applicable MOU provisions,includes at least the first 6 months or 120 days of employment with OCSD, beginning with the effective date of promotion. This period is regarded as an extension of the selection process, and provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time,whether or not the decision was appropriate. "At-will'employees do not serve a promotional probationary period. 3.7 Probationary Period—Reassignment or Lateral Transfer as defined in applicable MOU provisions, includes at least the first 26 weeks of employment with OCSD, beginning with the effective date of the reassignment or lateral transfer. This period provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time,whether or not the decision was appropriate. Page I of 10 Book Page IS I I 3.8 Relative is any person related by one of the following familial relationships to any employee at OCSD:spouse, mother, father, brother, sister,child, step child, step parent, grandmother,grandfather,grandchild, cousin, aunt, uncle,mother-In-law, i father-in-law, brother-in-law or sister-in-law. 4.0 POLICY I 4.1 OCSD is an Equal Opportunity Employer(EOE). OCSD does not discriminate on the basis of race,religion,color,national origin,disability, pregnancy, martial status,age, gender, sexual orientation,or participation in any protected class/activity. ` 4.2 It Is OCSD's policy to provide nondiscriminatory, lawful,and consistent guidelines and procedures to all recruitment processes,whether Internal or open. 5.0 PROCEDURE 5.1 PERSONNEL REQUISITION 5.1.1 A personnel requisition is the first step for the hiring manager/supervisor to communicate staffing needs to the Human Resources Department. If the recruitment requires testing(hands-on,written, essay,etc.)as part of the recruitment process,the testing methods must be reviewed for validity and reliability by the Human Resources Department prior to the initiation of a personnel requisition. 5.1.2 The hiring manager/supervisor completes the personnel requisition and receives the appropriate signatures required before sending it to the Human Resources Department. 5.1.3 The recruiter reviews the requisition to make sure the qualifications are appropriate for the position. If changes are necessary, the recruiter will work with the appropriate manager/supervisor. 5.2 EMPLOYMENT OPPORTUNITY BULLETINS/POSTINGS 5.2.1 The recruiter prepares the employment opportunity bulletin, also known as a posting. Each posting will include the following Information: • Wage range • Department • Brief job description • Required qualifications • Desired qualifications • Posting/closing dates • Procedure for applying • Brief benefits overview 5.2.2 The recruiter provides the draft posting to the hiring manager/supervisor for approval. 5.2.3 Upon approval, all job postings for Student Intem and management positions may be advertised as an open recruitment(internal and external)at the beginning of the recruitment process. All other job postings shall be advertised as internal recruitments for ten business days unless authorized by the Director of Human Resources,or designee. During the internal posting Page 2 of 10 Book Page 16 process, if there is at least one internal applicant and he/she meets the minimum qualifications for the position, that applicant will be interviewed. If an Internal applicant is not selected or if there are no internal applicants,the position shall be advertised as an external recruitment. 5.2.4 Internal job opportunities will be posted to the intranet which is accessible to all OCSD employees. 5.2.5 Internal Job Announcement Notifications are sent via e-mail to all OCSD employees for internal and external recruitments. 5.3 ADVERTISING 5.3.1 Advertising for positions at OCSD ensures positions are filled with the best- qualified candidate for the job. OCSD shall make every reasonable effort to advertise external positions to all segments of the public to ensure EOE guidelines are followed. 5.3.2 All positions are advertised on the Internet and may be posted in other media when deemed appropriate. Technical and hard-to-fill positions are advertised on trade specific websites. 5.3.3 Trade magazines and other forms of advertising may be used for hard-to-fill or specialized positions. 5.4 APPLICANT SCREENING 5.4.1 Applications and resumes shall only be accepted electronically after March 2005.All other application material will be accepted at the interview process. Unsolicited application material will not be accepted at anytime. 5.4.2 Once an application and/or resume is received and reviewed, it will only be selected for further consideration if the minimum job requirements for the open position are met. 5.4.3 The hiring manager/supervisor is given access to files on the online application program pertinent to the job opening for which the manager submitted a personnel requisition. The manager may review applications that meet the minimum qualifications to determine which candidates may be interviewed. 5.4.4 All materials (e.g., applications, resumes, interviewer notes, Interview packets,packets,etc.)submitted by applicants/candidates during the interview process are confidential and are considered OCSO property and must be returned to the Human Resources Department upon completion of the hiring process. All recruitment files are maintained by OCSD in accordance with established record keeping guidelines. 5.5 INTERVIEW PROCESS 5.5.1 The interview panel members are selected along with the interview date(s). Applicants are scheduled, interview questions are prepared,and the interview panel conducts the actual interview. 5.5.2 The recruiter and the hiring supervisor work together to select the interview panel. However,the recruiter makes the final decision to ensure consistency. Page 3 of 10 Book Page 17 The ideal interview panel will include the hiring supervisor,one employee within the department,two individuals outside the department, and the recruiter, or another member of the Human Resources Department. Normally, subordinates within the hiring department are not Included In the interview panel. 5.5.3 The recruiter and the hiring manager work together to establish a set of questions for the candidates. 5.5.4 The recruiter prepares interview packets and distributes them to the interview panel. Packets include: • An overview of the Interview process • A copy of the interview schedule • A copy of the employment bulletin opportunitylposting • Copies of candidate applications • Interview questions and evaluation forms for each candidate 5.5.5 The interview panel will meet at least one half hour before the interview. The panel will finalize the Interview questions that are recommended by the hiring supervisor and the recruiter. The panel may add or delete questions. The panel will gain an understanding from the hiring supervisor about the criteria with which to select the ideal candidate, and adopt the appropriate criteria. 5.5.6 The recruiter facilitates the interview process.When interviews are completed, the interview panel members evaluate each candidate interviewed. The top three candidates are identified and ranked in order of preference based on the criteria established prior to the interview.The recruiter collects the documentation at the end of the interview process. 5.5.7 The final candidate is selected from the lop three candidates when a majority decision is reached. If a majority decision cannot be reached,the General Manager or designee will make the final determination based on the input of the hiring supervisor,the panel, and the Human Resources Department. If a majority decision is reached, and the hiring supervisor does not agree with the final decision, he or she may appeal for a final decision from the General Manager or designee. 5.6 RECRUITMENT APPEALS PROCESS 5.6.1 Employees should bring recruitment process and decision-making issues to the attention of the Human Resources Manager as soon as possible. The manager will review the issue and provide a written response within five business days from the issue notification date. 5.6.2 If the issue is not resolved to the employee's satisfaction, the employee may file a written statement concerning the problem to the Director of Human Resources within ten business days of receipt of the manager's decision. Upon request by either party,a meeting may be held to discuss the issue and establish remedies. 5.6.3 The employee will be provided a written response from the Director of Human Resources,or designee,within ten business days after their statement is received. The decision of the Director of Human Resources, or designee, is final(see policy F50.00, Problem Solving Procedure and F60.00, Grievance Procedure), Page 4 of 10 Book Page 18 5.6A Time limits may be extended for cause upon mutual consent of the parties. 5.7 EMPL OYMENT OFFERS 5.7.1 The recruiter and hiring supervisor determine an appropriate starting salary for all candidates, except those designated as"at-will' employees, based on a Salary Offer Analysis. This analysis will include the applicant's: • Qualifications • Years of experience • Educational background • Salary history • Parity within the department 5.7.2 The Human Resources Compensation Analyst reviews the recommended salary, and approves or makes additional recommendations.All salary offers that are either at or beyond step 4 of the range will require the approval of the Director of HR, or designee. Under no circumstances should panel members(excluding the Human Resources representative)or any other OCSD employee discuss salary offers with candidates or make promises of any kind. Human Resources staff are the only employees authorized to engage in salary discussions with job candidates. 5.7.3 The recruiter completes a status change form for the candidate and initiates the background investigation. Background investigation results are provided to the candidate by OCSD's background screening firm. 5.7.4 When the status change form is approved, the recruiter makes a verbal employment offer to the candidate,which is contingent upon results of a background investigation, pre-employment physical and drug screening. Upon acceptance of the employment offer,the recruiter sends regret letters to unsuccessful candidates. Internal candidates are contacted personally prior to receiving regret letters. 5.7.5 The recruiter schedules the pre-employment physical and drug screen for the candidate,works with the supervisor to establish a potential start date and prepares a formal offer letter for the candidate. 5.7.6 When the recruiter(or designee)has cieared the background investigation, preemployment physical and drug screening results,the applicant will be contacted to confirm the employment offer. 5.7.7 The recruiter coordinates the candidate's start date. 5.7.8 In the event that a candidate is selected and voluntarily or involuntarily vacates the position prior to completing the required six month probationary period,the Human Resources Department,at the request of the hiring manager, may exercise the option to extend an offer to the second candidate from the original interview process. 5.8 PLANNED RECRUITMENT 5.8.1 In instances where an existing OCSD employee plans to retire or leave the agency, the Department Head may request to initiate the planned recruitment process by notifying the Director of HR,or designee. If approved,the Human Page 5 of 10 Book Page 19 Resources Department shall begin the recruitment process for the anticipated vacancy using the internal recruitment process. The Human Resources Department must have a minimum of six months notice to consider a planned recruitment,a signed memo from the existing OCSD employee stating his/her retirement or leave dale,and at least one budgeted but vacant position that OCSD can borrow from. 5.8.2 The Planned Recruitment process will be initiated,as scheduling permits, prior to the individual leaving OCSD in order to allow for an adequate amount of cross training. 5.8.3 If a candidate is selected from the internal recruitment process, the candidate shall remain in his/her existing position with the same salary and benefits while cross-training in the new position as scheduling permits. 5.8.4 The candidate shall assume the salary, benefits and full range of duties of the vacant position the first business day that the position is vacant. The position used to initiate the planned recruitment will then be returned to the'pool" within the Division 540 full-time equivalent(FTE)budget for use with other planned recruitments. 6.8.5 The dale the candidate assumes the vacant position shall be the first day of the candidate's six-month probationary period. The six-month probationary period will be utilized as an opportunity for the candidate and OCSD management to assess whether or not the decision was appropriate. The candidate may be returned to his/her previous position if the decision is determined to be inappropriate. 5.8.6 If a candidate is not selected from the internal recruitment process,the position will be posted for external candidates immediately to ensure an adequate amount of time for cross-training. 6.0 EXCEPTIONS 6.1 EMPLOYMENT OF FORMER EMPLOYEES 6.1.1 Employment of former employees for full-time equivalent or part-time positions shall be subject to and conducted in accordance with this policy. 6.1.2 Employment of a former employee is subject to the approval of the General Manager and the Director of Human Resources. 6.1.3 In all cases, approval of the General Manager and the Director of Human Resources shall be received prior to an offer of employment to a former employee. 6.1.4 OCSD policy prohibits the rehire of former full-time,regular employees or"at- will'employees who:were terminated for workplace misconduct; resigned while charges were pending against the employee; resigned while serving a suspension;failed to provide two weeks written notice in advance of resignation depending upon employment status, unless approved by the Director of Human Resources,or designee; or failed to return to work following an absence without leave of 40 consecutive work hours without notifying the immediate supervisor or the Human Resources Department with an acceptable reason for their absence. Page 6 of 10 Book Page 20 6.1.5 If any former employee commences doing business wherein the employee, his/her spouse, or members of his/her immediate family are sole proprietors, or majority or controlling shareholders or owners of a corporation,partnership or other business entity,such business shall not be retained as an independent contractor or consultant to provide service directly to OCSD for a period of one year after leaving OCSD's employment. Thereafter, said business entity shall be allowed to contract with OCSD upon compliance with all resolutions and regulations of OCSD then in effect, relating to the procurement of services. 6.1.6 If any former employee becomes employed by any firm or business entity in which the former employee,his/her spouse or members of his/her Immediate family own less than the majority or controlling interest in said entity,said entity shall not be prohibited from contracting with the OCSD. However, the former employee shall not perform work on OCSD projects for a period of one year after leaving OCSD employment; nor shall such former employee contact OCSD officers or employees for the purpose of attempting to influence any OCSD decision,including but not limited to,the award of contract, issuance of permits,or compromise of administrative civil penalties, for a like period of one year. Said services shall be obtained only in accordance with all rules and procedures of OCSD relating to procurement. 6.1.7 Any OCSD employee who receives an offer of employment or a request to discuss potential employment from any person or business entity performing services for OCSD shall report such contact to his or her immediate supervisor,who shall decide whether any change in assignment is necessary or appropriate while the offer or discussions are pending. 6.1.8 The prohibitions of this policy may be waived by the Finance,Administration and Human Resources Committee of the Boards of Directors if,on a case-by. case basis, it is determined to be in the best interests of OCSD to do so. 6.1.9 All former employees who are rehired will be placed on an initial probationary period as defined in this policy. All prior service with OCSD will not be counted for accrual purposes including, but not limited to, leaves of absence and seniority. 6.2 RE-EMPLOYMENT OF OCSD RE77RED EMPLOYEES 6.2.1 The General Manager may,with the written approval of the Board Chair, employ on an as-needed basis, a former employee retired from OCSD when the individual possesses knowledge and expertise of unique and particular benefit to OCSD. The length of service performed in any one year shall be limited in accordance with the provisions prescribed by the Orange County Employees' Retirement System(currently 120-day maximum). 6.2.2 As-needed service, by a former employee retired from OCSD,shall be compensated at the same current hourly rate of the retired employee's position classification, or if no such classification exists,at a rate not to exceed that paid for the most comparable classification. The retired employee shall not be entitled to receive any benefits otherwise payable to OCSD employees. In the event any employment under this provision involves work assignments outside of Orange County,the current expense reimbursement policy established for regular employees will apply. Page 7 of 10 Book Page 21 1' 6.2.3 On occasion, OCSD may offer an early retirement Incentive to staff under economic conditions in which it is deemed necessary. Employees who select an early retirement incentive offered by OCSD may not be eligible for rehire. 6.3 EMPLOYMENT OF RELATIVES 6.3.1 Except as otherwise provided by law, no employee, prospective employee or applicant shall be denied employment or benefits of employment solely on the basis of his or her familial relationship with an employee of the agency or a member of the Board of Directors. 6.3.2 OCSD will make reasonable efforts to assign job duties to eliminate any potential for an adverse impact on supervision, safely, security or morale,or potential conflicts of Interest. 6.4 LATERAL TRANSFERS 6.4.1 Employees may request a lateral transfer to a budgeted vacant position within the same classification of another department. For a lateral transfer to be considered, the employee must have demonstrated satisfactory performance within the last six months of the request and have no pending disciplinary action.The lateral transfer must be of benefit to OCSD. 6.4.2 Employees who wish to be considered for a lateral transfer shall notify the Human Resources Department in writing of their intent prior to recruitment of the budgeted position. Employees who are Interested in a lateral transfer, but are unaware of any budgeted vacant positions within the same classification, may contact the Human Resources Department. The employee's written Intent must be approved by any affected department head and the Director of Human Resources. In the event a transfer is approved and accepted by the employee,the department from which the employee is transferring may determine the effective date based upon operational requirements and a reasonable period of time to acquire a suitable replacement. 6.4.3 Lateral transfers do not normally Involve increased levels of duties and responsibilities,or otherwise qualify as promotions, and therefore do not involve salary adjustments. 6.4.4 In the event an adjustment appears warranted based on extenuating circumstances, the adjustment must have written approval from the department head prior to being extended to the employee. 7.0 PROVISIONS AND CONDITIONS 7.1 The interview process for Student Intern positions shall be an abbreviated version of the process outlined in section 5.5 and will be administered by the appropriate division manager/supervisor and a Human Resources representative. 7.2 OCSD's Board of Directors must approve unbudgeted positions for new hires or promotions before any internal or open recruitment effort Is Initiated. 7.3 Hiring an Individual into a budgeted position requires the approval of the Department Head and General Manager. 7.4 Promoting an individual into a budgeted position requires the approval of the Division Manager, Department Head or General Manager. Page 8 of 10 Book Page 22 7.5 OCSD retains the right to refuse to place a relative under the direct supervision of an OCSD employee where such has a potential for creating an adverse impact on supervision, safety,security or morale. 7.6 OCSD retains the right to refuse to place relatives in the same department, division,or facility where such has a potential for creating an adverse impact on supervision. safety, security or morale,or involves potential conflicts of interest. 7.7 Employees on Performance Improvement Plans are not eligible for promotional opportunities. 7.8 INITIAL PROBATIONARY PERIOD 7.8.1 Unless designated as an'at-will" Executive Management Team (EMT) member or Student Intern, all new employees and employees who are reassigned or laterally transferred serve a probationary period. In accordance with applicable MOUs and policies, the probationary period begins with the date of hire, reassignment, or transfer and extends to at least the first day of the pay period following twenty-six weeks of employment without a break in service. For new employees, this probationary period is regarded as an extension of the hiring process,and provides an opportunity for both the employee and OCSD's management to assess, over a substantial period of time,whether or not the hiring decision was appropriate and resulted in a relationship that adequately meets the needs of both the individual and OCSD. 7.8.2 The probationary period may be extended by mutual agreement between OCSD and the employee,prior to the expiration of the probationary period. An employee's probationary period may be extended when there is a need to further assess the individual's abilities to satisfactorily perform the duties required for their job classification. Probationary employees maybe released by OCSD at any time during the probationary period (including any extension) without cause or reason. 7.8.3 A probationary employee's work performance is closely monitored during this period to ensure that the employee understands the duties, responsibilities and management expectations of the position, and to allow an opportunity for the supervisor or manager to provide proper direction and guidance. Employees who do not demonstrate the potential for meeting performance expectations for their position within a reasonable period of time may be released prior to the completion of the Probationary Period. Probationary employees shall serve at the will of OCSD during this period. In the event of release of a probationary employee,the employee shall not be entitled to receive any severance pay. 7.9 PROMOTIONAL PROBATIONARY PERIOD 7.9.1 All promoted employees, except those designated as"at-will"employees, shall serve a promotional probationary period lasting at least 120 days or 6- months,depending upon the applicable MOU provisions, beginning with the effective date of promotion. This period is regarded as an extension of the selection process, and provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time,whether or not the decision was appropriate. Page 9 of 10 Book Page 23 7.10 REFERENCECHECKS 7.10.1 Employment with OCSD is contingent upon a pre-employment screening process which includes a physical examination,drug/alcohol test and background investigation. Candidates must also be able to provide documentation authorizing their legal right to work in the United States as per the Immigration Reform and Control Act of 1986. 7.102 OCSD may verify information contained in the job application of a prospective employee with the prospective employee's authorization. 7.10.3 Inquiries to OCSD employees regarding reference or employment verification checks of former or present employees shall be discussed with or referred to Human Resources prior to any response. 8.0 RELATED DOCUMENTS 8.1 OCSD Student Intem Program guidelines 8.2 Policy 8160.00, EMT Recruitment 8.3 Policy F50.00, Problem Solving Procedure 8.4 Policy F60.00, Grievance Procedure 8.5 Policy C180.00,At-Will Policy 8.6 Local 501, Operations and Maintenance Unit MOU 8.7 Administrative and Clerical Unit MOU 8.8 Engineering Unit MOU 8.9 Technical Services Unit MOU 8.10 Professional Group MOU 8.11 Supervisor Group MOU Page 10 of 10 Book Page 24 STEERING COMMITTEE Meeting Date TO ed.of Dir. 5/25ios AGENDA REPORT Item Numbe Item Number 8( Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Gail Garrett, Committee Secretary SUBJECT: June 2005 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 June 2005 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 June 2005: OMTS Committee: 1. Consider Janitorial Contract Extension 2. Consider EnerTech Contract PDC Committee: 1. Ratify Change Order No. 6 to Job No. J-77, Effluent Pump Station Annex 2. Approve Amendment No. 7 to PSA for Job No. P2-66, Headworks Replacement at Plant No. 2 3. Approve Amendment No. 3 to PSA for Job. No. J-71-8, Rehabilitation of Odor Control Facilities 4. Approve Amendment No. 5 to PSA for Job No. J-79, Air Quality Improvements 5. Approve Amendment No. 7 to PSA for Job No. J-33-1A, Standby Power and Electrical Reliability 6. Approve Amendment No. 2 to PSA for Job No. 1-10. Replacement of the Ellis Avenue Pump Station 7. Approve Amendment No.4 to PSA for Job No. 131-82, Activated Sludge Plant Rehabilitation 8. Approve PSA for Job No. P2-79, Gas Compressor Redundancy 9. Authorize Staff to Enter into a Blanket Order Agreement for Specification No. SS-2005-225BD for Value Engineering Studies FAHR Committee: 1. Consider 2005-06 Budgets 2. Consider Renew Excess Workers' Comp, General Liability Ins, Boiler& Machinery, All-Risk Property Insurances 3. Consider General Manager Approved Purchases Book Page 25 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 CECIA FINDINGS Not a project. ATTACHMENTS NA 99 H eeo;asmaaysemre cw�n��oosmosssos oa d nu to-aM.mosa.e.a: ae.�a arzo9e Page 2 Book Pa_c ^_G STEERING COMMITTEE Meating Date To Bd.of Dir. s/is/as AGENDA REPORT IemNumbe Item Number a( Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Gail Garrett, Committee Secretary SUBJECT: 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 May 25, 2005 meeting. SUMMARY Staff routinely prepares for the Steering Committee lists 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 at the May 25, 2005 meeting: CONSENT CALENDAR 10. Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. (1) Receive and file petition from Dominic Walsh requesting annexation of 1.55 acres to Orange County Sanitation District in the vicinity of Skyline Drive and Reservoir Road, in an unincorporated area of Orange County; and, (2)Adopt Resolution No. OCSD 05-09, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD-48—Walsh Annexation). b. (1) Receive and file petitions requesting annexation of 7.13 acres to Orange County Sanitation District in the vicinity of Lemon Heights Drive and Vista Del Lego, in an unincorporated area of Orange County; (2)Authorize the General Manager to execute a Reimbursement Agreement, approved as to form by General Counsel; and, (3)Adopt Resolution No. OCSD 05-10, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD- 51 - Knudson Annexation). Book Page 27 C. Ratify approval of Amendment No. 1 to the Professional Service Consultant Agreement with GHD LLC, to provide a no-cost time extension for Asset Management Services, Job No. SP-68-02, for a two-month period from April 2005 to July 1, 2005. d. Receive and file Summons and Complaint, Southern California Edison Corporation v. Orange County Sanitation District, at al, Orange County Superior Court Case No. 05CC05776, re Complaint for Property Damage; and authorize the General Counsel to appear and defend the interests of the District. e. Approve an encroachment permit with the City of Orange to cross an existing District sewer on the Santa Ana River Road, at the intersection of Lincoln Avenue and Santa Ana River Road, in a form approved by General Counsel. f. Receive and file Staff Report re Bushard Trunk Sewer, Job No. 1-2-4, re: geotechnical investigation by Geomatrix Consultants, Inc.. g. Adopt Resolution No. OCSD 05-11, declaring Opposition to Senate Bill 926 (Florez)— Biosolids Management. END OF CONSENT CALENDAR 11. Consideration of items deleted from Consent Calendar, if any. COMMITTEE REPORTS AND RECOMMENDED ACTIONS 12. STEERING COMMITTEE Consent Calendar a. Order draft Steering Committee Minutes for the meeting held on April 27, 2005, to be filed. Non-Consent Calendar b. Review and consideration of agenda items considered by the Steering Committee re the May 25, 2005 meeting. C. Consideration of items deleted from Steering Committee Consent Calendar, if any. HMagNgeNeWGWN CamNaaW55N 0 5USt MP WM"6a WWJ. % awnaa:arzase Page 2 Book Page 28 13. OPERATIONS, MAINTENANCE AND TECHNICAL SERVICES COMMITTEE (OMTS) OMTS Consent Calendar a. Order draft Operations, Maintenance and Technical Services Committee Minutes for the meeting held on May 4, 2005,to be filed. b. (1) Approve Change Order No. 1 to Purchase Order 101966-OB issued to Cardlock Fuel Systems, Inc. dba SC Fuels for $70,000, to fuel District fixed and mobile equipment, increasing the contract amount from $180,000 to $250,000 for the period ending June 30, 2005; and, (2) Approve Change Order No. 2 to Purchase Order 101966-OB with Cardlock Fuel Systems, Inc. dba SC Fuels for a $100,000 increase for the purchase of fuel for fixed and mobile equipment for an annual amount of $280,000 for the period July 1, 2005 through June 30, 2006, with a 10% contingency for the two remaining renewal periods. C. Approve Amendment No. 1 to the Professional Service Agreement with J.R. Filanc Construction Company, Inc., providing for additional construction services for Pump Station Valve Replacement (Rocky Point, Westside and Yorba Linda), Specification No. E-2002-105, for an additional amount of$8,603.38, increasing the total amount not to exceed $116,954.38. d. (1) Approve Change Order No. 3 to the contract issued to Pioneer Americas, Inc. for Purchase of Bleach, Specification No. C-2002-9813D, Purchase Order 101334-OB, for a unit rate increase of$.1724 per gallon, for a total unit price of$.6712 per gallon, including sales tax and delivery, effective June 1, 2005, through August 10, 2005; for an estimated increase of$277,550 increasing the estimated total amount to $5,444,550; and, (2)Approve Change Order No. 4 to the contract issued to Pioneer Americas, Inc. for Purchase of Bleach, Specification No. C-2002-9813D,for a total unit price of$.6712 per gallon, including sales tax and delivery for an estimated annual cost of$6,000,000 for a one-year period effective August 11, 2005 through August 10, 2006. e. Award a contract to Basic Chemical Solutions, LLC, for the Purchase of Sodium Hydroxide (NaOH) (Caustic Soda)25% and 50% Solution, Specification No. C-2005-220BD, for the period July 1, 2005 through June 30, 2006 for a unit price for the 25% sodium hydroxide solution of$418 per dry ton plus freight of$47.92 per dry ton, and for the unit price for the 50% sodium hydroxide solution of$408 per dry ton plus freight of$23.96 per dry ton, plus state sales tax for both solutions for an estimated amount of$485,000 with four one-year renewal options and a 10% annual unit cost escalation, if needed. wemaamezvs�ee, e commnreuoosmsnnsoe us do wwy a® 'J, Page 3 amua WDM Book Page 29 OMTS Non-Consent Calendar f. Consideration of items deleted from OMTS Committee Consent Calendar, if any 14. PLANNING, DESIGN AND CONSTRUCTION COMMITTEE (PDC) PDC Consent Calendar a. Order draft Planning, Design and Construction Committee Minutes for the meeting held on May 5, 2005 to be filed. (Minutes to be distributed at 05125105 Board Meeting.) b. (1) Approve a budget increase of $225,000 for Plant Nos. 1 and 2 Facilities Modifications for Odor Control, Job No. J-71-3, for a total budget of$3,979,609; (2) Ratify Change Order No. 5 for Plant Nos. 1 and 2 Facilities Modifications for Odor Control, Job No. J-71-3, with J.F. Shea Construction, Inc., authorizing an addition of$108,980, and 199 calendar days, increasing the total contract amount to $2,357,425; and, (3) Accept Plant Nos. 1 and 2 Facilities Modifications for Odor Control, Job No. J-71-3, as complete, and approve the Final Closeout Agreement. C. Ratify Change Order No. 11 for Area Classification Study Implementation Plan, Plant Nos. 1 and 2, Job No. J-35-2, with J.F. Shea Construction, Inc., authorizing an addition of$349,285, increasing the total contract amount to $16,795,121. d. Ratify Change Order No. 5 to Secondary Treatment Facilities Process Upgrades at Plant No. 2, Job No. P2-47-3, with Morrow-Meadows Corporation, authorizing an addition of$95,602, increasing the total contract amount to $5,885,039. e. Ratify Change Order No. 20 to Primary Clarifiers 16-31 and Related Facilities, Job No. P1-37, with Margate Construction, authorizing an addition of$84,955 and 28 calendar days, increasing the total contract amount to $71,608,092. f. Ratify Change Order No. 1 to HVAC Replacement for Operations Center at Plant No. 2, Job No. FE02-62, with Bon Air, Inc., authorizing an addition of$19,708, increasing the total contract amount to $211,708. g. Ratify Change Order No. 1 to Sump Pump Addition to Air Jumper Lines at Plant No. 1, Job No. SP2000-26, with Margate Construction, Inc., authorizing an addition of$62,234 and 14 calendar days, increasing the total contract amount to $239,444. N bep!100p^�lSleanO Cmnnllle�W5115N535051n101 Aft A , apaNir,)do a .xa_ �za9a Page 4 Book Page 30 h. Approve Amendment No. 1 to the Professional Services Agreement with Ninyo& Moore Geotechnical and Environmental Sciences Consultants to provide additional funds for materials testing, inspection, and geotechnical engineering services, Specification No. PSA-2003-175,for Fiscal Year (FY)2004/2005 for an additional amount not to exceed $40,000. i. Approve Amendment No. 1 to the Professional Services Agreements with Geo-Matrix Consultants Inc., Kleinfelder Inc., and Smith-Emery Laboratories, and Amendment No. 2 to the Professional Services Agreements with Ninyo & Moore Geotechnical and Environmental Sciences Consultants to provide for materials testing, inspection, and geotechnical engineering services, Specification No. PSA-2003-175, for a one-year period for an amount not to exceed $200,000 for each agreement ($800,000 total). j. Approve Amendment No. 1 to the Professional Services Agreement with Bush & Associates Inc. to provide additional funds for Surveying Services, Specification No. PSA-2003-176, for Fiscal Year (FY)2004/2005 for an additional amount not to exceed $50,000. k. Approve Amendment No. 1 to the Professional Services Agreements with Forkert Engineering & Surveying, Inc., MDS Consulting, RBF Consulting, and Amendment No. 2 to the Professional Services Agreement with Bush & Associates Inc. to provide for surveying services for capital projects, Specification No. PSA-2003-176, for a one-year period for an amount not to exceed $200,000 for each agreement ($800,000 total). I. Approve Amendment No. 2 to the Professional Services Agreement with Electrical Reliability Services, Inc. and Amendment No. 1 to Professional Services Agreement with Hampton-Tedder Electric Inc. to provide for electrical acceptance testing services, Specification No. PSA-2003-177, for a one-year period for an amount not to exceed $150,000 for each agreement ($300,000 total). M. Approve a sole source Professional Services Agreement with M.J. Schiff& Associates, providing for engineering services for Interplant Gas Line Rehabilitation, Job No. J-106, for an amount not to exceed $138,379. n. Ratify Change Order No. 4 to Trickling Filter Rehabilitation and New Clarifiers, Job No. P1-76, with J.R. Filanc Construction Company, Inc., authorizing an addition of$356,962 increasing the total contract amount to $33,432,815. 0. Approve Amendment No. 4 to Professional Services Agreement with Lee & Ro, Inc., providing for additional design engineering services for Replacement of the Bitter Point Pump Station, Contract No. 5-49; Replacement of the Rocky Point Pump Station, Contract No. 5-50; Rehabilitation of the 14" Street Pump Station, Contract No. 5-51; and H e�a "m� g commeeuoosmmsms uaau W"mn rj c a..,ma: arsasa Page 5 Book Page 31 Rehabilitation of the "A" Street Pump Station, Contract No. 5-52, for an additional amount of$553,312, increasing the total amount not to exceed $3,463,500. P. Approve Amendment No. 5 to the Professional Services Agreement with Integrated Program Management Consultants, a joint venture of Parsons Infrastructure & Technology Group, Inc. and CH21M Hill, Inc., authorizing: (1) Establish an amount not to exceed $15,585,558 for year four (FY 2005/06) of the five year contract; and, (2) Increase the total amount of the five year contract to an amount not to exceed $45,092,383. PDC Non-Consent Calendar q. Approve Professional Services Agreement with HDR, Inc., providing for engineering services, for Sludge Dewatering and Odor Control at Plant No. 1, Job No. P1-101, for an amount not to exceed $11,129,576. r. Consideration of items deleted from PDC Committee Consent Calendar, if any 15. FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE (FAHR) FAHR Consent Calendar a. Order draft Finance, Administration and Human Resources Committee Minutes for the meeting held on May 11, 2005 to be filed. (Minutes to be distributed at 05/25/05 Board Meeting.) b. Receive and file Treasurer's Report for the month of April 2005. C. Receive and file SWAP Report for the quarter ended March 31, 2005. d. Receive and file the 2004/05 Third Quarter Financial Report for the period ending March 31, 2005. e. Receive and file Quarterly Investment Management Program Report for the period January 1, 2005 through March 31, 2005. FAHR Non-Consent Calendar f. Consideration of items deleted from FAHR Committee Consent Calendar, if any. HVOP Wda� e-n9fll'nlbeVroSLSVlu5 W1 Of IC ANY ElOfd'uTdoc faraaa: eaoise Page 6 Book Page 32 16. GWR SYSTEM STEERING COMMITTEE (GWRSSC) GWRSSC Consent Calendar a. Order Joint Groundwater Replenishment System Steering Committee Minutes for the meeting held on April 11, 2005 to be filed. GWRSSC Non-Consent Calendar b. Consideration of items deleted from GWRSSC Consent Calendar, if any. NON-CONSENT CALENDAR 17. NOTE: At the discretion of the Chair, this item may be moved to an earlier point in the agenda to accommodate members of the public. (1) Approve Plans and Specifications for Headworks Replacement at Plant No. 2, Job No. P2-66, on file at the office of the Board Secretary; (2)Approve Addenda 1 through 8 to the Plans and Specifications; (3) Receive and file bid tabulation and recommendation; (4) Receive and File Staff Report re: Staff Evaluation of Allegations Regarding Helix Electric, Inc.; and, (5)Award a construction contract to J.F. Shea Construction, Inc. for Headworks Replacement at Plant No. 2, Job No. P2-66, for an amount not to exceed $192,296,073. 18. Adopt Resolution No. OCSD 05-12, Certifying the Final Environmental Impact Report for Implementation of the Ellis Avenue Pump Station Replacement Project, Job No. 1-10, prepared by Environmental Science Associates; Making Certain Findings Relating to Environmental Effects of Alternative A identified in the Final Environmental Impact Report; Adopting a Statement of Overriding Considerations; Adopting a Mitigation Monitoring and Reporting Program; and Approving the Ellis Avenue Pump Station Replacement Project (Alternative A), Job No. 1-10. 19. Adopt Resolution No. OCSD 05-13, Certifying the Subsequent Environmental Impact Report for the Secondary Treatment and Plant Improvement Project, Job No. J-40-10, prepared by Environmental Science Associates; Making Certain Findings Relating to Environmental Effects identified in the Subsequent Environmental Impact Report; Adopting a Statement of Overriding Considerations; Adopting a Mitigation Monitoring and Reporting Program; and Approving the Secondary Treatment and Plant Improvement Project, Job No. J- 40-10. XbepMpmtla�5lreMB Camlfue3W5`OSWS]5051151 pIA0.51v HaY aae%ar]Cpc XMUE. eaa9e Page 7 Book Page 33 20. Adopt Resolution No. OCSD 05-14, Certifying the Final Environmental Impact Report for Implementation of the Carbon Canyon Dam Sewer Pipeline Project, Contract No. 2-24-1, prepared by RBF Consulting; Making Certain Findings Relating to Environmental Effects Identified in the Final Environmental Impact Report; Adopting a Mitigation Monitoring and Reporting Program; and Approving the Expanded Service Area Option of the Carbon Canyon Dam Sewer Pipeline Project. 21. Adopt Resolution No. OCSD 05-15, Certifying the Initial Study/Negative Declaration for the Westside Pump Station Rehabilitation Project, Contract No. 3- 52, prepared by CH2MHill, and approving the Westside Pump Station Rehabilitation Project, Contract No. 3-52. 22. Adopt Ordinance No. OCSD-26, An Ordinance of the Board of Directors of Orange County Sanitation District Establishing Sanitary Sewer Service Charges; Establishing Capital Facilities Capacity Charges; Adopting Miscellaneous Charges and Fees Relating to Industrial Charges, Source Control Permittees and Wastehaulers, and Repealing Ordinance No. OCSD-24: Adopting Revised Table A re Single and Multi-Family Residential Rates, Revised Table B re Property Use Classifications for Commercial or Industrial Users. and Revised Table E re Administrative Fees and Charges Relating to Permittees, and Reaffirming All Other Charges a. Open meeting 1. Receive and file written comments, if any 2. Verbal reports of staff 3. Directors' questions 4. Public comments b. Close meeting C. Discussion by Board of Directors d. Recommended actions: 1. Motion to read Ordinance No. OCSD-26 by title only and waive reading of said entire ordinance. (The waiver of the reading of the entire ordinance must be adopted by a unanimous vote of Directors present.) 2. Motion to adopt Ordinance No. OCSD-26, An Ordinance of the Board of Directors of Orange County Sanitation District Establishing Sanitary Sewer Service Charges; Establishing Capital Facilities Capacity Charges; Adopting Miscellaneous Charges and Fees Relating to Industrial Charges, Source Control Permittees and Wastehaulers, and Repealing Ordinance No. OCSD-24: N no UrnrNff�ooso UWS USt of non(or My eoeN.v.Tdw Rn„.:W2 Page 8 Book Page 34 Adopting Revised Table A re Single and Multi-Family Residential Rates, Revised Table B re Propertv Use Classifications for Commercial or Industrial Users. and Revised Table E re Administrative Fees and Charges Relating to Permittees. and Reaffirming All Other Charges 21 Closed Session 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 99 �meo�o�aa�suena ca�.ueeuooswseszsos�u a ass rm rasy ma:e.a �am Page 9 Book Page 35 ORANGE COUNTY SANITATION DISTRICT (714) 962-2411 www.ocsd.com Mailing Address: P.O. Box 8127 Fountain Valley, Califomia 92728-8127 Street Address: 10844 Ellis Avenue Fountain Valley, California 92708-7018