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HomeMy WebLinkAbout02-24-2016 Steering Committee Agenda Packet.pdf Orange County Sanitation District Wednesday, February 24, 2016 Regular Meeting of the 5:00 P.M. STEERING COMMITTEE A Administration Building Conference Rooms A& B 10844 Ellis Avenue Fountain Valley, CA 92708 (714)593-7433 AGEND0 CALL TO ORDER DECLARATION OF QUORUM: Clerk of the Board PUBLIC COMMENTS: If you wish to address the Board of Directors on any item, please complete a Speaker's Form (located at the table at the back of the room) and submit it to the Clerk of the Board or notify the Clerk of the Board the item number on which you want to speak. Speakers will be recognized by the Chairman and are requested to limit comments to three minutes. REPORTS: The Committee Chair and the General Manager may present verbal reports on miscellaneous matters of general interest to the Directors. These reports are for information only and require no action by the Directors. CONSENT CALENDAR: The Consent Calendar Items are considered to be routine and will be enacted, by the Committee, after one motion, without discussion. Any items withdrawn from the Consent Calendar for separate discussion will be considered in the regular order of business. 1. APPROVAL OF MINUTES (Clerk of the Board) RECOMMENDATION: Approve Minutes of the January 27, 2016 meeting of the Steering Committee. NON-CONSENT CALENDAR: 2. LABOR RELATIONS -CONTRACT NEGOTIATIONS (Celia Chandler) RECOMMENDATION: Recommend to the Board of Directors to: Authorize the Board Chair to execute an agreement with the external Chief Negotiator selected by the Ad Hoc Committee. 02/24/2016 Steering Committee Agenda Page 1 of 3 INFORMATION ITEMS: 3. ALTERNATIVE APPROACHES TO INTEGRATED REGIONAL WATER MANAGEMENT (Bob Ghirelli) RECOMMENDATION: Information Only. CLOSED SESSION: During the course of conducting the business set forth on this agenda as a regular meeting of the Board, the Chair may convene the Board in closed session to consider matters of pending real estate negotiations,pending or potential litigation, orpersonnel 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 Board during a permitted closed session and are not available for public inspection. At such time as the Board takes final action on any of these subjects, the minutes will reflect all required disclosures of information. CONVENE IN CLOSED SESSION. (1) CONFERENCE WITH LEGAL COUNSEL RE EXISTING LITIGATION (Government Code Section 54956.9(d)(1)) Number of Cases: 1 Klean Waters, Inc. v. Orange County Sanitation District, United States District Court, Central District of California, Southern Division, Case No. 8:15-cv-00627-JVS-FFM. RECONVENE IN REGULAR SESSION. CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION: OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDAITEMS, IF ANY: 02@1/2016 Steenag Committee Agenda P¢ge 2 0f 3 ADJOURNMENT: To the Steering Committee meeting scheduled for Wednesday, March 23, 2016 at 5:00 p.m. Accommodations for the Disabled: Meeting Rooms are wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Clerk of the Board's office at (714)593-7433 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. Agenda Postino: In accordance with the requirements of California Government Code Section 54954.2,this agenda has been posted outside the main gate of the Sanitation District's Administration Building located at 10844 Ellis Avenue, Fountain Valley, California, and on the Sanitation District's website at www.ocsd.com, not less than 72 hours prior to the meeting date and time above. Al public records relating to each agenda item,including any public records distributed less than 72 hours prior to the meeting to all,or a majority of the Board of Directors,are available for public inspection in the office of the Clerk of the Board. Agenda Description: The agenda provides a brief general description of each item of business to be considered or discussed. The recommended action does not indicate what action will be taken. The Board of Directors may take any action which is deemed appropriate. NOTICE TO DIRECTORS: To place items on the agenda for a Committee or Board Meeting, items must be submitted to the Clerk of the Board 14 days before the meeting. Kelly A. Lore Clerk of the Board (714)593-7433 klore2Zocsd.com For any questions on the agenda, Committee members may contact staff at: General Manager Jim Herberg (714)593-7300 iherbernaocsd.com- Assistant Geneml Manager Bob Ghirelli (714)593-7400 mhireIIIOocsd.com.. Director of Engineering Rob Thompson (714)593-7310 rthompson(&ocsd.com Director of Facilities Support Services Nick Arhontes (714)593-7210 narhontes(o3ocsd.com Director of Finance and Lorenzo Tyner (714)593-7550 Itvnerrgocsd.com. Administrative Services Director of Human Resources Celia Chandler (714)593-7202 cchandler(domd.com Director of Operations&Maintenance Ed Torres 714 593-7080 etomes ocsd.com 02/24/2016 Steering Committee Agenda Page 3 of 3 ITEM NO. 1 MINUTES OF THE STEERING COMMITTEE Orange County Sanitation District Wednesday, January 27, 2016 at 5:00 p.m. A regular meeting of the Steering Committee of the Orange County Sanitation District was called to order by Chair Nielsen on Wednesday, January 27, 2016 at 5:05 p.m. in the Administration Building of the Orange County Sanitation District. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: STAFF PRESENT: John Nielsen, Chair Jim Herberg, General Manager Greg Sebourn, Vice-Chair Bob Ghirelli, Assistant General Manager Keith Curry, Administration Committee Rob Thompson, Director of Engineering Chair Nick Arhontes, Director of Facility John Withers, Operations Committee Support Services Chair Celia Chandler, Director of Human Tom Beamish, Member-At-Large Resources Lucille Kring, Member-At-Large Lorenzo Tyner, Director of Finance & David Shawver, Member-At-Large Administrative Services Ed Torres, Director of Operations & COMMITTEE MEMBERS ABSENT: Maintenance None. Kelly A. Lore, Clerk of the Board Jennifer Cabral Jim Colston Ann Crafton Norbert Gaia Al Garcia OTHERS PRESENT: Brad Hogin, General Counsel Paul Cook, IRWD PUBLIC COMMENTS: Chair Nielsen announced that written communication had been received by the Clerk of the Board and a copy had been included in the Director folders. REPORTS Chair Nielsen announced the following: OCSD will be hosting the Association of California Cities, Orange County (ACC-OC) meeting and tour at 3:00 p.m. on January 28; and a Special Meeting of the Board of Directors at 10:00 a.m. on Tuesday, February 2, which will include a presentation and tour with the SAWPA Commission 01W/16 Steering Committee Minutes Page 1 of4 members and staff. Chair Nielsen provided a short background and explanation of Board Items 19 and 20 which have been brought forth by the GWRS Steering Committee. General Manager Jim Herberg did not provide a report. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, AND DULY CARRIED TO: Approve Minutes of the December 16, 2015 Regular Steering Committee Meeting. AYES: Beamish; Curry; Kring; Nielsen; Sebourn; Shawver and Withers NOES: None ABSTENTIONS: None ABSENT: None 2. GENERAL MANAGER'S FY 2015-2016 WORK PLAN MID-YEAR UPDATE (Jim Herberg) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the General Manager's Fiscal Year 2015-2016 Work Plan Mid-Year Update. AYES: Beamish; Curry; Kring; Nielsen; Sebourn; Shawver and Withers NOES: None ABSTENTIONS: None ABSENT: None NON-CONSENT CALENDAR: 3. LABOR RELATIONS — CONTRACT NEGOTIATIONS (Celia Chandler) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Authorize/Direct the Steering Committee to form an Ad Hoc Committee for the purpose of interviewing and selecting an external Chief Negotiator for the upcoming contract negotiations with all six(6)bargaining units at the Orange County Sanitation District; and the Board Chair will select the Ad Hoc Committee members. 01/27/2016 Sleenag Committee Agenda Page 2 of 3 AYES: Beamish; Curry; Kring; Nielsen; Sebourn; Shawver and Withers NOES: None ABSTENTIONS: None ABSENT: None Chair Nielsen called upon speaker, Paul Cook, General Manager, Irvine Ranch Water District, who spoke in favor of Item No. 4. Mr. Herberg clarified the variations in the two agreements and stated that with a few exceptions, they are substantially the same. Director Withers stated his intent to abstain on this item as a precaution of conflict of interest. At the request of Chair Nielsen, Mr. Cook clarified certain technical issues regarding additional flows in perpetuity mentioned in the agreement. 4. LOCAL SEWER FACILITIES TRANSFER AGREEMENT WITH IRVINE RANCH WATER DISTRICT (Jim Herberg) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve Local Sewer Facilities Transfer Agreement with Irvine Ranch Water District regarding the transfer of local sewers in Service Area 7. AYES: Beamish; Curry; Kring; Nielsen; Sebourn; and Shawver NOES: None ABSTENTION: Withers ABSENT: None INFORMATION ITEMS: None. CLOSED SESSION: Mr. Herberg announced that Item No. CS-3, Threat to Public Services or Facilities, will not be heard at the Steering Committee. CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTIONS: 54956.9(d)(1) and 54957(b)(1) The Board convened in closed session at 5:23 p.m. to discuss two items. Confidential minutes of the Closed Session have been prepared in accordance with the above Government Code Sections and are maintained by the Clerk of the Board in the 01/27/2016 Sleenag Committee Agenda Page 3 of 3 Official Book of Confidential Minutes of Board and Committee Closed Session Meetings. RECONVENED IN REGULAR SESSION: The Committee reconvened in regular session at 5:44 p.m. CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. ADJOURNMENT: The Chair declared the meeting adjourned at 5:45 p.m. to the next Steering Committee meeting to be held on Wednesday, February 24, 2016 at 5:00 p.m. Submitted by: Kelly A. Lore Clerk of the Board 01/27/2016 Sleenag Committee Agenda Page 4 of 3 STEERING COMMITTEE Meng D310 TOBE. Dir. 02/lti24/16 02/24/1Or6 AGENDA REPORT ItemNumber Item Number z Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Celia Chandler, Director of Human Resources SUBJECT: LABOR RELATIONS — CONTRACT NEGOTIATIONS GENERAL MANAGER'S RECOMMENDATION Authorize the Board Chair to execute an agreement with the external Chief Negotiator selected by the Ad Hoc Committee. SUMMARY BACKGROUND On January 27, 2016, the Steering Committee approved the formation of an Ad Hoc Committee for the purpose of interviewing and selecting an external Chief Negotiator for the upcoming contract negotiations with all six (6) bargaining units at the Orange County Sanitation District. The Ad Hoc Committee consists of the Board Chair, the Board Vice-Chair, and the Administration Committee Chair. The Ad-Hoc Committee is meeting to interview and select from the following list of firms: • Liebert, Cassidy, &Whitmore • Rutan & Tucker • Filarsky & Watt • Andleson, Atkinson, Loya, Ruud, & Romo On February 19, 2016, the Ad Hoc Committee conducted interviews with the firms. The Committee will report their recommendation to the Steering Committee and the Board of Directors at their regular February 24, 2016 meetings. RELEVANT STANDARDS • Highly qualified, well trained, motivated, and diverse workforce • Competitive compensation and benefits • Positive employer, employee relations • Negotiate fair and equitable labor agreements Page 1 of 3 PROBLEM Contract negotiations are expected to begin with all six (6) bargaining units prior to the expiration of their respective MOU's in June, 2016. In preparation for the upcoming negotiations, the OCSD labor negotiations team and OCSD's Chief Negotiator will need to work closely with board leadership to set parameters and develop negotiation strategies. PROPOSED SOLUTION Authorize the Board Chair to execute an agreement with the external Chief Negotiator selected as by the Ad Hoc Committee Chief Negotiator selection process in accordance with Ordinance NO. OCSD-47, Section 3.03.E Contractors Reporting to the Board. OCSD-47 is an ordinance of the Board of Directors of the Orange County Sanitation District establishing requirements and procedures forthe purchase of goods, services, and public works projects. OCSD-47 Section 3.03.8 Contractors Reporting to the Board, lists that the provisions listed under Article 3 (Professional Services), shall not apply to the retention of Professional Service firms or individuals that are selected by the Board and report directly to the Board. For such contracts, the Board shall determine the method of selection, consistent with the requirements of applicable law. TIMING CONCERNS On June 30, 2016, the Memorandums of Understanding (MOU's)with all six (6)of the OCSD's bargaining units will expire. It is anticipated that the selection of the Chief Negotiator will be presented to the Board of Directors for consideration and authorization during the February, 2016 Board Meeting, leaving approximately four(4) months for preparation and negotiation once the Chief Negotiator is hired. PRIOR COMMITTEE/BOARD ACTIONS On January 27, 2016, the Steering Committee formed an Ad Hoc Committee for the purpose of interviewing and selecting an external Chief Negotiator for the upcoming contract negotiations with all six (6) bargaining units at the Orange County Sanitation District. ADDITIONAL INFORMATION On June 30, 2016, the Memorandums of Understanding (MOU's) with all six (6) of the Orange County Sanitation District bargaining units will expire. Three (3)of the bargaining units are represented by the Orange County Employees Association (OCEA). OCEA represents 96 OCSD employees, who perform paraprofessional and administrative jobs. One (1) bargaining unit is represented by the International Union of Operating Engineers - Local 501 (Local 501). Local 501 represents 191 OCSD employees, who perform operations, maintenance and other trade-related jobs. The remaining two (2) bargaining Page 2 of 3 units are represented by the Supervisor and Professional Management Group (SPMT) affiliated with the American Federation of State, County and Municipal Employees (AFSCME). SPMT/AFSCME represent 55 OCSD employees that are responsible for supervisory duties across all Divisions. In addition, SPMT/AFSCME represent 192 OCSD employees holding professional, exempt-level positions who perform analytical work. CECA N/A FINANCIAL CONSIDERATIONS It is estimated that the cost for labor relations consulting for all negotiations will total $60,000. This request complies with authority levels of the Sanitation District's Purchasing Ordinance OCSD-47 Section 3.03 B, Contractors Reporting to the Board. This item has been budgeted. (Line item: FY 2015-16 Budget Section 53256). ATTACHMENT The following attachment(s) maybe viewed on-line at the OCSD website (www.ocsd.corn with the complete agenda package: N/A Page 3 of 3 STEERING COMMITTEE Meeing Dare TOBA.of Dir. OV24/16 02/24/16 AGENDA REPORT Item Number Item Number 3 Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Robert P. Ghirelli, Assistant General Manager SUBJECT: ALTERNATIVE APPROACHES TO INTEGRATED REGIONAL WATER MANAGEMENT GENERAL MANAGER'S RECOMMENDATION Information Only. SUMMARY BACKGROUND The CA Department of Water Resources (DWR) manages an Integrated Regional Water Management (IRWM) Program for the purpose of allocating Prop. 84 and Prop. 1 water bond grant funds. DWR specifies grant allotments to 12 funding areas statewide; north central Orange County is part of the Santa Ana watershed funding area, along with portions of Riverside and San Bernardino counties. The Santa Ana Watershed Project Authority (SAWPA) administers the grant program in this funding area. Approximately$63 million dollars in grant funds will be made available in 2017 to fund IRWM projects in the Santa Ana funding area. RELEVANT STANDARDS • Constantly identify and implement increases in efficiency • Support OCWD expansion of GWRS • Secure outside funding (grants)for recycled water or other capital program • Maintain collaborative and cooperative relationships with stakeholders PROBLEM There needs to be a more equitable process for allocating grant funds to ensure each region within the funding area receives its fair share of the available monies. For example, Orange County might garner a greater share of grant funds if the allocation formula was based on land area and population. Page 1 of 2 PROPOSED SOLUTION Representatives of several Orange County agencies are discussing and evaluating options to work with SAWPA on alternatives to the current allocation process. OCSD is one of several entities (along with the County of Orange, Irvine Ranch Water District, and Orange County Water District) proposing to engage SAWPA and its member agencies in a discussion to refine the IRWM funding process for Prop. 1. The goal is to work in a cooperative fashion with our SAWPA partners to put in place an allocation formula that is a more participatory and transparent process for funding projects within the Santa Ana funding area. TIMING CONCERNS With the next round of Prop. 1 funding less than a year away, it is important to engage SAWPA now to increase the likelihood that an alternative funding approach is in place to guide the 2017 grant allocations. The joint OCSD/OCWD effluent reuse study will be complete in summer 2016 and may recommend construction of projects that could be eligible to receive grant funds in the next round of funding. RAMIFICATIONS OF NOT TAKING ACTION Failure to seek a change in the IRWM funding process could mean Orange County misses out on receiving millions of dollars in Prop 1 grant funds that would otherwise be spent on projects outside Orange County. PRIOR COMMITTEE/BOARD ACTIONS N/A ADDITIONAL INFORMATION N/A CEQA N/A FINANCIAL CONSIDERATIONS N/A ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (wwwocsd.corn with the complete agenda package: N/A Page 2 of 2 ORANGE COUNTY SANITATION DISTRICT Agenda Terminology Glossary Glossary of Terms and Abbreviations AQMD Air Quality Management District ASCE American Society of Civil Engineers BOD Biochemical Oxygen Demand CARB California Air Resources Board CASA California Association of Sanitation Agencies CCTV Closed Circuit Television CEQA California Environmental Quality Act CRWQCB California Regional Water Quality Control Board CWA Clean Water Act CWEA California Water Environment Association EIR Environmental Impact Report EMT Executive Management Team EPA U.S. Environmental Protection Agency FOG Fats, Oils, and Grease FSSD Facilities Support Services Department gpd Gallons per day GWR System Groundwater Replenishment System (also called GWRS) ICS Incident Command System IERP Integrated Emergency Control Plan LOS Level of Service MGD Million gallons per day NACWA National Association of Clean Water Agencies NPDES National Pollutant Discharge Elimination System NWRI National Water Research Institute O&M Operations and Maintenance OCCOG Orange County Council of Governments OCHCA Orange County Health Care Agency OCSD Orange County Sanitation District OCWD Orange County Water District GOBS Ocean Outfall Booster Station OSHA Occupational Safety and Health Administration PCSA Professional Consultant Services Agreement POTW Publicly Owned Treatment Works ppm Parts per million PSA Professional Services Agreement RFP Request For Proposal Glossary of Terms and Abbreviations RWQCB Regional Water Quality Control Board SARFPA Santa Ana River Flood Protection Agency SARI Santa Ana River Inceptor SARWQCB Santa Ana Regional Water Quality Control Board SAW PA Santa Ana Watershed Project Authority SCADA Supervisory Control and Data Acquisition system SCAP Southern California Alliance of Publicly Owned Treatment Works SCAQMD South Coast Air Quality Management District SOCWA South Orange County Wastewater Authority SSMP Sanitary Sewer Management Plan SSO Sanitary Sewer Overflow SWRCB State Water Resources Control Board TDS Total Dissolved Solids TMDL Total Maximum Daily Load TSS Total Suspended Solids WDR Waste Discharge Requirements WEF Water Environment Federation WERF Water Environment Research Foundation Activated-sludge process — A secondary biological wastewater treatment process where bacteria reproduce at a high rate with the introduction of excess air or oxygen, and consume dissolved nutrients in the wastewater. Benthos — The community of organisms, such as sea stars, worms and shrimp, which live on, in, or near the seabed, also know as the benthic zone. Biochemical Oxygen Demand (BOD)—The amount of oxygen used when organic matter undergoes decomposition by microorganisms. Testing for BOD is done to assess the amount of organic matter in water. Biosolids — Biosolids are nutrient rich organic and highly treated solid materials produced by the wastewater treatment process. This high-quality product can be recycled as a soil amendment on farm land or further processed as an earth-like product for commercial and home gardens to improve and maintain fertile soil and stimulate plant growth. Capital Improvement Program (CIP) — Projects for repair, rehabilitation, and replacement of assets. Also includes treatment improvements, additional capacity, and projects for the support facilities. Coliform bacteria—A group of bacteria found in the intestines of humans and other animals, but also occasionally found elsewhere used as indicators of sewage pollution. E. coli are the most common bacteria in wastewater. Collections system — In wastewater, it is the system of typically underground pipes that receive and convey sanitary wastewater or storm water. Glossary of Terms and Abbreviations Certificate of Participation (COP) -A type of financing where an investor purchases a share of the lease revenues of a program rather than the bond being secured by those revenues. Contaminants of Potential Concern (CPC) - Pharmaceuticals, hormones, and other organic wastewater contaminants. Dilution to Threshold (D!f) - the dilution at which the majority of the people detect the odor becomes the D(f for that air sample. Greenhouse gases - In the order of relative abundance water vapor, carbon dioxide, methane, nitrous oxide, and ozone gases that are considered the cause of global warming ("greenhouse effect"). Groundwater Replenishment (GWR) System - A joint water reclamation project that proactively responds to Southern California's current and future water needs. This joint project between the Orange County Water District and the Orange County Sanitation District provides 70 million gallons a day of drinking quality water to replenish the local groundwater supply. Levels of Service (LOS)-Goals to support environmental and public expectations for performance. NOMA- N-Nitrosodimethylamine is an N-nitrosoamine suspected cancer-causing agent. It has been found in the Groundwater Replenishment System process and is eliminated using hydrogen peroxide with extra ultra-violet treatment. National Biosolids Partnership (NBP) - An alliance of the National Association of Clean Water Agencies (NACWA) and Water Environment Federation (WEF), with advisory support from the U.S. Environmental Protection Agency (EPA). NBP is committed to developing and advancing environmentally sound and sustainable biosolids management practices that go beyond regulatory compliance and promote public participation in order to enhance the credibility of local agency biosolids programs and improved communications that lead to public acceptance. Plume-A visible or measurable concentration of discharge from a stationary source or fixed facility. Publicly-owned Treatment Works (POTW)- Municipal wastewater treatment plant. Santa Ana River Interceptor (SARI) Line - A regional brine line designed to convey 30 million gallons per day (MGD) of non-reclaimable wastewater from the upper Santa Ana River basin to the ocean for disposal, after treatment. Sanitary sewer - Separate sewer systems specifically for the carrying of domestic and industrial wastewater. Combined sewers carry both wastewater and urban run-off. South Coast Air Quality Management District (SCAQMD) - Regional regulatory agency that develops plans and regulations designed to achieve public health standards by reducing emissions from business and industry. Secondary treatment - Biological wastewater treatment, particularly the activated-sludge process, where bacteria and other microorganisms consume dissolved nutrients in wastewater. Sludge - Untreated solid material created by the treatment of wastewater. Total suspended solids (TSS)-The amount of solids floating and in suspension in wastewater. Glossary of Terms and Abbreviations Trickling filter — A biological secondary treatment process in which bacteria and other microorganisms, growing as slime on the surface of rocks or plastic media, consume nutrients in wastewater as it trickles over them. Urban runoff — Water from city streets and domestic properties that carry pollutants into the storm drains, rivers, lakes, and oceans. Wastewater—Any water that enters the sanitary sewer. Watershed —A land area from which water drains to a particular water body. OCSD's service area is in the Santa Ana River Watershed.