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HomeMy WebLinkAbout06-28-2017 Steering Committee Agenda Packet.pdf Orange County Sanitation District Wednesday, June 28, 2017 Regular Meeting of the ^" 5:00 P.M. STEERING COMMITTEE Administration Building Conference Rooms A & B 10844 Ellis Avenue Fountain Valley, CA 92708 „ (714) 593-7433 AGENDA CALL TO ORDER DECLARATION OF QUORUM: Clerk of the Board PUBLIC COMMENTS: If you wish to address the Committee 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 Chairperson and are requested to limit comments to three minutes. REPORTS: The Committee Chairperson 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 Any items withdrawn from the Consent Calendar for separate discussion will be considered in the regular order of business. 1.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 Regular Meeting of the Steering Committee held on May 24, 2017. 2. GENERAL MANAGER'S FY 2016-2017 WORK PLAN YEAR-END UPDATE (Jim Herberg) RECOMMENDATION: Recommend to the Board of Directors to: Receive and File the General Manager's FY 2016-2017 Work Plan Year-End Update. 06/28/2017 Sfeedng Commiffee Agenda Page 1 of 4 CLOSED SESSION: During the course of conducting the business set forth on this agenda as a regular meeting of the Board, the Chairperson may convene the Board in closed session to consider matters of pending real estate negotiations,pending orpotential 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 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 REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: 10950 Virginia Cir. Fountain Valley, CA-APN No.156-165-05; 10870 Spencer Ave. Fountain Valley, CA -APN No.156-163-07; 18480 Pacific St. Fountain Valley, CA - APN No.156-165-04; 18430 Pacific St. Fountain Valley, CA - APN No.156-165-06; 18370 Pacific St. Fountain Valley, CA - APN No.156-165-08; 18429 Pacific St. Fountain Valley, CA - APN No.156-163-09; 18410 Bandilier Cir. Fountain Valley, CA- APN No.156-163-10; 18368 Bandilier Cir. Fountain Valley, CA- APN No.156-163-11; 10700 Spencer St. Fountain Valley, CA -APN No.156-163-16; 10700 Spencer Ave. Fountain Valley, CA - APN No.156-154-07; 18350 Mt. Langley St. Fountain Valley, CA -APN No.156-154-08; 18386 Mt. Langley St. Fountain Valley, CA -APN No.156-154-06; 18385 Bandilier Cir. Fountain Valley, CA- APN No.156-163-12; 18401 Bandilier Cir. Fountain Valley, CA- APN No.156-163-13; 18424 Mt. Langley St. Fountain Valley, CA -APN No.156-154-05; 18435 Bandilier Cir. Fountain Valley, CA- APN No.156-163-14; 18475 Bandilier Cir. Fountain Valley, CA- APN No.156-163-15; 10725 Ellis Ave. Fountain Valley, CA -APN No.156-154-04; 10540 Talbert Ave. Fountain Valley, CA -APN No.156-151-03; and 7311 Doig Drive Garden Grove, CA - APN No. 131-651-20 Agency negotiators: General Manager, Jim Herberg; Assistant General Manager, Bob Ghirelli; Director of Finance and Administrative Services, Lorenzo Tyner; Director of Engineering, Rob Thompson; Engineering Managers, Kathy Millea and Jeff Mohr; CIP Project Manager, Wendy Sevenandt; Tom Grant; Kevin Turner and John Gallivan, Cushman and Wakefield. Negotiating parties: Valley Business Park, APN Nos. 156-165-05, .156-165-06, 156-163-07; DK-USA LLC, APN No.156-165-04; Fountain Valley Industrial Parcel 13, APN No.156-165-08; Sukut Real Properties LLC, APN Nos. 156-163-09, 156-163-10, 156-163-11; O6/2812017 Steering committee Agenda Page 2 at The Ins Trust Shabtai, Nevon, APN No. 156-163-16; The Ins Trust, APN No. 156-154-07; K &A Investments LP, APN No. 156-154-08; Fountain Valley Star LLC, APN No. 156-154-06; TN Sheet Metal Inc., APN No. 156-163-12; 18401 Bandilier LLC, APN No. 156-163-13; Phone Lilly Lin-Lin TR, APN No. 156-154-05; JDK Partners, APN No. 156-163-14; Chandler Real Properties, APN No. 156-163-15; Ellis Avenue LLC, APN No. 156-154-04; and SFII Fountain Valley LLC, APN No. 156-151-03 Under negotiation: Instruction to negotiator will concern price and terms of payment. (2) PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957(b)(1)) Title: General Manager RECONVENE IN REGULAR SESSION. CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION: OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS IF ANY: ADJOURNMENT: To the Steering Committee meeting scheduled for Wednesday, July 26, 2017 at 5:00 p.m. 06/28/2017 Steenng Comminee Agenda Page 3&4 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 Posting: 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. All 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 klore(olocsd.com For any questions on the agenda,Committee members may contact staff at: General Manager Jim Herberg (714)593-7300 iherberaitDocsd.com Assistant General Manager Bob Ghirelli (714)593-7400 rghirelli(cDocsd.com Director of Engineering Rob Thompson (714)593-7310 rthompson(&ocsd.com Director of Environmental Services Jim Colston (714)593-7450 icolston(olocsd.com Director of Finance and Lorenzo Tyner (714)593-7550 Itvneraocsd.com Administrative Services Director of Human Resources Celia Chandler (714)593-7202 cchandler(glocsd.com Director of Operations&Maintenance Ed Torres 714 593-7080 etorres ocsd.com O612812017 Steering Committee Agenda Page 4 of 4 ITEM NO. 1 MINUTES OF THE STEERING COMMITTEE Orange County Sanitation District Wednesday, May 24, 2017 at 5:00 p.m. A regular meeting of the Steering Committee of the Orange County Sanitation District was called to order by Chair Seboum on Wednesday, May 24, 2017 at 5:03 p.m. in the Administration Building of the Orange County Sanitation District. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: STAFF PRESENT: Greg Sebourn, Board Chair Jim Herberg, General Manager David Shawver, Board Vice-Chair Bob Ghirelli, Assistant General Manager Tim Shaw, Member-At-Large Celia Chandler, Director of Human Donald Wagner, Member-At-Large Resources Chad Wanke, Administration Committee Jim Colston, Director of Environmental Chair Services John Withers, Operations Committee Rob Thompson, Director of Engineering Chair Ed Torres, Director of Operations & Maintenance COMMITTEE MEMBERS ABSENT: Lorenzo Tyner, Director of Finance & Ellery Deaton, Member-At-Large Administrative Services Kelly Lore, Clerk of the Board Jennifer Cabral Al Garcia Tina Knapp Mark Manzo Kathy Millea Jeff Mohr Man Nguyen OTHERS PRESENT: Brad Hogin, General Counsel Claire Hervey Collins, Special Counsel Roger Cerda, Special Counsel PUBLIC COMMENTS: No public comments were provided. Clerk of the Board Kelly Lore provided a Late Communication memo regarding a substitute recommendation and attachment to Item No. 5. 05/24/2017 Steering Committee Minutes Page 1 of 5 REPORTS: Chair Sebourn announced that an upcoming tour on the Nerissa and of Plant No. 2 will take place on Tuesday, June 611 beginning at 10:30 a.m. He stated that the General Manager and Board of Directors of SAWPA will participate, and invited the Committee as well. General Manager Herberg stated that an accident occurred on the Carbon Canyon Project in which the OCSD contractor, Sancon, reported an injury to one of their employees. The contractor is preparing an incident report to submit to OCSD and staff will continue to monitor the situation. Mr. Herberg further reported on the recently released Grand Jury report regarding pension increases that were implemented in the early 2000's. Staff is working with General Counsel on the response to the report. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, AND DULY CARRIED TO: Approve Minutes of the Special Joint Meeting of the Legislative and Public Affairs Committee and the Steering Committee held on April 26, 2017; and the Regular Meeting of the Steering Committee held on April 26, 2017. AYES: Sebourn; Shaw; Shawver; Wagner; Wanke; and Withers NOES: None ABSTENTIONS: None ABSENT: Deaton 2. ADOPTION OF UPDATED RESOLUTION ON RULES OF PROCEDURE (Bob Ghirelli) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Adopt Resolution No. OCSD 17-08, entitled, "A Resolution of the Board of Directors of Orange County Sanitation District Fixing and Establishing Rules of Procedure for the Conduct of Business of the District, and Repealing Resolution No. OCSD 15-27." AYES: Sebourn; Shaw; Shawver; Wagner; Wanke; and Withers NOES: None ABSTENTIONS: None ABSENT: Deaton 05;24;2017 Steering Committee Minutes Page 2 of 5 NON-CONSENT CALENDAR: General Counsel Brad Hogin announced a recusal on Item No. 3 and No. 4 as his firm represents the Orange County Transportation Authority on unrelated matters. He also announced a recusal on the Closed Session Item as his firm also does work for the County of Orange. Mr. Hogin departed the meeting. 3. LEGAL SERVICES WITH LEWIS BRISBOIS BISGAARD & SMITH, LLP (Rob Thompson) Director of Engineering Rob Thompson provided a PowerPoint presentation and overview detailing the necessity of the represented services in these items and the directed goals of the legal services requested. Mr. Thompson, Mr. Herberg and Special Counsel Roger Cerda responded to questions and concerns from the Committee regarding: the stated eminent domain process in the agenda report and its implications, the participation of OCTA Board members in this discussion, clarification of a sole source and the Cooperative Agreement with OCTA. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Authorize an increase of $150,000 to sole source Purchase Order 105851-OB to Lewis Brisbois Bisgaard & Smith, LLP for legal services for a total cost of$225,000. AYES: Sebourn; Shawver; Wagner; Wanke; and Withers NOES: None ABSTENTIONS: Shaw ABSENT: Deaton 4. APPRAISAL SERVICES WITH MASON AND MASON, INC.; AND RIGHT- OF-WAY CONSULTING SERVICES WITH STADIA REALTY, INC. (Rob Thompson) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Authorize an increase of $100,000 to sole source Purchase Order 105903-OB to Mason and Mason, Inc. for appraisal services related to the California Department of Transportation/Orange County Transportation Authority Interstate 405 Improvement Project impacts for a total cost of$140,000; and B. Authorize an increase of $281,800 to sole source Purchase Order 105925-OA to Stadia Realty, Inc. for right-of-way project management consulting related to the California Department of O5/24/2017 Steering Committee Minutes Page 3 of 5 Transportation/Orange County Transportation Authority Interstate 405 Improvement Project impacts for a total cost of$377,800. AYES: Sebourn; Shawver, Wagner; Wanke; and Withers NOES: None ABSTENTIONS: Shaw ABSENT: Deaton CLOSED SESSION: CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTIONS 54956.9(d)(2) and 54956.8: The Committee convened in closed session at 5:36 p.m. to discuss one item. Item Nos. CS-2 and CS-3 were not heard. 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 Official Book of Confidential Minutes of Board and Committee Closed Session Meetings. RECONVENED IN REGULAR SESSION: The Committee reconvened in regular session at 5:52 p.m. CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION: Roger Cerda, Alston & Bird, Special Counsel representing the District in regard to Item No. CS-1 did not provide a report. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: SUPPLEMENTAL AGENDA ITEM: 5. CLOSED SESSION ATTENDANCE BY DIRECTORS SERVING ON THE BOARD OF AN ADVERSE PARTY (Jim Herberg) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Rescind Resolution Rescind Resolution No. OCSD 17-07, entitled: "A Resolution of the Board of Directors of the Orange County Sanitation District Establishing Requirements for Attendance at Closed Sessions by Directors Who Simultaneously Serve on the Governing Body of an Adverse Party"; and 05/24/2017 steering Committee Minutes Page 4 of 5 B. Adopt Resolution No. OCSD 17-09 entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District Rescinding Resolution No. OCSD 17-07. AYES: Sebourn; Shaw; Shawver; Wagner; Wanke; and Withers NOES: None ABSTENTIONS: None ABSENT: Deaton ADJOURNMENT: Chair Sebourn declared the meeting adjourned at 5:53 p.m. to the next Steering Committee meeting to be held on Wednesday, June 28, 2017 at 5:00 p.m. Submitted by: Kelly A. Lore Clerk of the Board O5/24/2017 Steering Committee Minutes Page 5 of 5 STEERING COMMITTEE Meeting Date To6d.of Dir. 06/28/17 06/28/17 AGENDA REPORT Item Number Item Number z Orange County Sanitation District FROM: James D. Herberg, General Manager SUBJECT: GENERAL MANAGER'S FY 2016-2017 WORK PLAN YEAR-END UPDATE GENERAL MANAGER'S RECOMMENDATION Receive and File the General Manager's FY 2016-2017 Work Plan Year-End Update. BACKGROUND Each year, the General Manager prepares a work plan of activities supporting the Orange County Sanitation District's (Sanitation District) strategic goals and initiatives to be accomplished during the fiscal year. The General Manager's FY 2016-2017 work plan was reviewed with the Steering Committee in August 2016 and a mid-year update was provided in January 2017. Attached is the update for the General Manager's FY 2016-2017 work plan. RELEVANT STANDARDS • Maintain a culture of improving efficiency • Plan for and execute succession, minimizing vacant position times • Highly qualified, well trained, motivated, and diverse workforce • Biosolids, Odor Control, and Energy Master Plans • Use practical and effective means for recovering energy, wastewater for reuse PRIOR COMMITTEE/BOARD ACTIONS January 2017 - Approval of mid-year update of the General Manager's FY 2016-2017 Work Plan by the Board of Directors. September 2016 — Approval of the General Manager's FY 2016-2017 Work Plan by the Board of Directors. August 2016 - Presented the proposed General Manager's FY 2016-2017 Work Plan to the Steering Committee for review. ADDITIONAL INFORMATION The General Manager's work plan includes goals for the fiscal year. All items in the work plan were successfully put into motion and a majority completed. Page 1 d 2 CEQA N/A FINANCIAL CONSIDERATIONS All items included in the General Manager's Work Plan are budgeted in the FY 2016-2017 Budget. ATTACHMENT The following attachment(s) are included in hard copy and may also he viewed on-line at the OCSD wehsite(www.ocsd.coml with the complete agenda package: • General Manager's FY 2016-2017 Work Plan Year-End Update Page 2 of 2 ORANGE COUNTY SANITATION DISTRICT Memorandum June 28, 2017 TO: Chairman and Members of the Board of Directors FROM: James D. Herberg, General Manager SUBJECT: Fiscal Year 2016-2027 General Manager's Work Plan I am pleased to present the year-end report of accomplishments for my Fiscal Year 2016-17 work plan. The work plan includes fifteen goals organized under five focus areas including safety and security, succession planning, resource recovery, reliability, and operational optimization. The work plan was reviewed with the Steering Committee in August 2016 and a mid-year update was provided in January 2017. 1. Safety and Security • Cyber Security Address the top ten longer-term cyber security items/projects. COMPLETE—A Cyber Security awareness program was launched with bi-weekly simulated phishing campaigns and new mandatory training videos for all OCSD staff scheduled quarterly. An additional cyber security analyst was hired to join the team.Staff is working with Microsoft to maximize our ability to respond to security incidents and improve the program's security incident management capabilities.An advanced threat protection tool was deployed for our servers, workstations, and laptops to improve endpoint protection from threats. An assessment of our computer systems was completed by the Department of Homeland Security and a Post Assessment-Report Feedback meeting with the Industrial Control Systems Cyber Emergency Response Team(ICS-CERT) representative was completed.Our information technology and process control teams are addressing the recommended mitigations.The top ten longer-term cyber security items/projects are 90%complete. • Safety Engineering Solutions and Physical Site Security — Retain a contractor to begin addressing the 75 high priority items identified in the Safety Study. Implement outstanding high priority physical site security improvements and conduct training for all employees. IN PROGRESS—A contractor was retained to address the 75 high priority items identified in the Safety Study and the effort to address those items was completed. A new contract was entered into with a Security firm and the transition to the improved site security enhancements was completed in January 2017. Additional security items are being implemented to strengthen the plant physical security. • Voluntary Protection Plan (VPP) Certification— Implement the recommendations from the feasibility analysis report for obtaining VPP certification from California OSHA. IN PROGRESS — The Operations and Maintenance Department is taking the lead on the procurement of a consultant to prepare the feasibility analysis report.A Request for Proposals is scheduled to be released by the end of June 2017. 2. Succession Planning • Labor Negotiations — Complete negotiations with all represented bargaining units and develop a performance based pay structure for unrepresented employees. COMPLETE — Negotiations with all six bargaining units have concluded and the three-year agreements (MOUs) were adopted by the Board of Directors. The performance based pay structure for the Executive Management Team (EMT)and Managers has been implemented. • Employee Engagement— Conduct follow-up actions to address issues identified during the employee engagement survey and the 2015 EMT/Manager leadership training. COMPLETE — Last year, OCSD conducted an Employee Engagement Survey. Based on the results of the survey, each department prepared action plans focusing on its own individualized needs and opportunities.Departments spent the year completing the items on their action plans. Here are some highlights of department accomplishments: • General Managers Office: In an effort to assess the effectiveness of OCSD's internal staff communications, the Public Affairs Office conducted an agency-wide survey. Operations & Maintenance: Improvements to the computerized maintenance management system(Maximo)are underway to address problems identified by staff (see Item 4-Reliability).The sole source procurement process was also streamlined to reduce wait times in procuring parts,and steps were taken to allow supervisors to spend more time in the field with staff by reducing administrative requirements. • Engineering: Launch of"Coffee with the Director of Engineering' which provides an opportunity for staff to hear about the District and Engineering Department from the Director of Engineering and then engage in an open question and answer forum. Page 2 • Administrative Services Department: Identified and implemented new cross training and mentoring opportunities to increase the development opportunities available to staff. • Human Resources: Regularly scheduled all hands meetings and team meetings have provided more opportunities for open team dialogue,brainstorming,and discussions on various topics including Human Resources (HR) processes like recruitment. An all hands training session on "crucial conversations"was completed early in the year to enhance team communication. The team is participating in more events as a group and planning activities. • Environmental Services:The divisions in the newly assembled Environmental Services department updated their mission statements, division strategic plans,and business accountability charters. In addition, to enhance staffs professional development, individual development conversations took place with interested staff and individual development plans were created. • Workforce Planning and Development — Address key vulnerabilities identified in the workforce vulnerability and talent readiness assessments conducted during 2015-16 by implementing focused job shadowing,job assignments,training, and mentoring. Implement streamlined policies and procedures to more quickly fill vacancies and ensure adequate staffing levels. COMPLETE — A streamlined HR recruitment process was implemented resulting in approximately 50 positions being filled in the first 6 months of the fiscal year.The improved recruitment process resulted in a 23% increase in positions filled during FY 16/17 versus FY 15/16.Additionally, HR staff presented further enhancements to the recruitment process to the EMT in June that are intended to further reduce position time-to-fill numbers. The workforce vulnerability and talent readiness assessments were completed. 3. Resource Recovery • Water Recycline—Execute a new agreement with Orange County Water District(OCWD)for the ultimate expansion of the Groundwater Replenishment System(GWRS).Work with OCWD to secure grant funding and complete preliminary engineering and environmental work on the expanded facilities to recycle effluent from OCSD's Treatment Plant No. 2. Page 3 COMPLETE - A new agreement with OCWD for GWRS was executed and OCSD is working cooperatively with OCWD as the lead on several grant funding and low interest loan opportunities.The Effluent Reuse Study was completed in partnership with OCWD.The CEQA documentation for GWRS Final Expansion was prepared by OCWD, the lead agency, and approved by the Board of Directors of both agencies. A design contract was awarded for modification of the Plant No. 2 Headworks and a new Plant Water Pump station is actively being designed to support recycling of Plant No. 2 Effluent. • Research— Present findings and recommendations on Super Critical Water Oxidation to the Board of Directors. COMPLETE — Findings on Super Critical Water Oxidation were presented to the Board of Directors. Staff continue to follow this promising technology that offers many sludge processing benefits. The vendor continues to refine the design in a pilot plant in Spain. Delaying the decision on building an OCSD demonstration plant will allow the vendor to improve the design and incorporate the lessons learned in a new facility if the Board of Directors chooses to go forward. • Monitoring Program— Evaluate the nature and frequency of OCSD's current environmental monitoring for the protection of OCSD's collection system and treatment plants, water recycling, ocean discharge, and biosolids recycling. Prepare a plan based on the future monitoring needs of OCSD. COMPLETE-A comprehensive report of OCSD's current monitoring activities was completed and a draft report about the future monitoring needs of OCSD was completed on June 6,2017. 4. Reliability • Planned Maintenance — Complete a gap analysis and implement measures to fully deploy planned maintenance using Maximo and process improvements to improve reliability. COMPLETE—A Gap Analysis of the Maintenance/Asset Management program was performed and recommendations provided. The report pointed out opportunities to strengthen our program and the implementation of the Enterprise Asset Management tool (Maximo).All of the recommendations have or are being implemented.Some of the key actions taken include: 1) creating a new maintenance division to provide greater focus on asset management; 2) clarifying staff and leadership roles and responsibilities for a planned maintenance environment; 3) empowering field staff through formation of focus feedback teams; Page 4 4) ensuring all assets are in the work management software tool (Maximo); 5) providing greater flexibility in how work is scheduled; 6) providing comprehensive training to all levels; 7) instituting a change management process; and 8) developing a solution for streamlining the incorporation of safety analysis and documents into the work management process. • Civil Assets Maintenance—Implement the operational housekeeping program, and develop a multi-year program for condition assessment and maintenance of civil assets. COMPLETE—The civil asset housekeeping program has been developed,loaded into Maximo, and is being implemented.This includes the regular exercising of process valves and gates and the removal of accumulated grit from basins and structures. Job plans and preventative maintenance tasks have been developed and loaded into Maximo and establish a multi-year program to clean, inspect, and conduct incidental repairs for 182 civil processes and structures between both treatment plants. The civil maintenance team is also actively collaborating with the engineering department on the capital improvement program to conduct corrosion inspections and condition assessments for structures being planned for rehabilitation or replacement. • Operational Resiliency— Present the results of the business continuity plan to the Board of Directors. Identify the most critical functions to keep OCSD operating in the event of a major event. IN PROGRESS—This is a joint effort between the Information Technology (IT) and Human Resources departments. IT deployed business continuity equipment to the backup data center in Nevada and successfully tested the systems. Routine testing of major applications critical to OCSD's operations(JDE,SharePoint, Maximo,etc.)are being planned.The Business Continuity Impact Analysis was completed for the General Manager's Office; Board Services; Public Affairs Office; Human Resources; Financial Management; Contracts, Purchasing, and Materials Management;Planning;Project Management Office;Engineering and Construction; Environmental Compliance;and Environmental Laboratory.We are in the processof selecting a resource that will facilitate our completion of the business continuity plan and for an integrated tool that guides users through each step of the plan development process and facilitates monitoring of that progress. Risk Management and IT drafted a scope of work to retain a consultant to work with staff in identifying critical functions to keep OCSD operating in the event of a major event and have participated in several product and consultant demos. The RFP process will begin before June 30. Page 5 • Seismic—Conduct an updated study of the seismic safety needs of OCSD's Plant Facilities. IN PROGRESS —The seismic study design services contract to identify the safety needs of OCSD's Plant Facilities was recommended to the Board of Directors through the Operations Committee in June. This comprehensive study will help quantify the seismic risk of shaking and liquefaction to aid in the project planning and prioritization process. S. Operational Optimization • Rates—Conduct planning studies including the Odor Control, Biosolids, and Facilities Master Plans to develop updated 20-year cost projections.The outcomes of these studies will be used next fiscal year to complete a rate study to determine the proper allocation of costs among user types and a recommended future rate structure. COMPLETE—The Odor Control Master Plan and the Biosolids Master Plan were completed in May.The Facilities Master Plan 20-year cash flow projection for use in the rate study will be completed in June. The rate study was incorporated into the Facilities Master Plan so that iterative optimization of the plan and rate recommendation could be done by the same team. • OCSD Headquarters Buildin¢— Study site location options and make final site selection to begin preparing environmental documentation to comply with CEQA. COMPLETE—The Sanitation District purchased two acres of property across Ellis Avenue in February 2017 and designated that site as the preferred alternative for its new headquarters complex.This designation, as the preferred site,is the basis of an on-going CEQA study. Page 6 WOODRUFF SPRADLIN&SMART CLOSED SESSION 1 • A 555 ANTON BOULEVARD, SUITE 1200 COSTA MESA, CA 92626-7670 (714)556-7000 MEMORANDUM TO: Hon. Chair and Members of the Orange County Sanitation District Steering Committee FROM: Bradley R. Hogin, Esq. General Counsel DATE: June 20, 2017 RE: Closed Session Items The Steering Committee will hold a closed session on June 28, 2017 for the purpose of conferring with its negotiators regarding the purchase of real property. The negotiating parties and properties are as follows: Valley Business Park,APN Nos. 156-165-05, 156-165-06, 156-163-07; DK-USA LLC, APN No.156-165-04; Fountain Valley Industrial Parcel 13,APN No.156-165-08; Sukut Real Properties LLC, APN Nos. 156-163-09, 156-163-10, 156-163-11; The his Trust Shabtai,Nevon, APN No. 156-163-16; The Ins Trust, APN No. 156-154-07; K&A Investments LP,APN No. 156-154-08;Fountain Valley Star LLC,APN No. 156-154-06; TN Sheet Metal Inc., APN No. 156-163-12; 18401 Bandilier LLC,APN No. 156-163-13;Phone Lilly Lin-Lin TR,APN No. 156-154-05; JDK Partners, APN No. 156-163-14; Chandler Real Properties, APN No. 156- 163-15; Ellis Avenue LLC, APN No. 156-154-04; and SFII Fountain Valley LLC,APN No. 156- 151-03; 7311 Doig Drive Garden Grove,CA,APN No. 131-654-20. The District's negotiators are Jim Herberg, Rob Thompson,Kathy Millea and Jeff Mohr, Wendy Sevenandt, Kevin Turner and John Gallivan, Cushman and Wakefield. Said closed session will be held pursuant to authority of California Government Code Section 54956.8. Respectfully submitted, By. /f BradleY R. Hogin, Vieneral Counsel 1251950.1 M WOODRUFF,I I I I I C . I I . I . IISMART CLOSED SESSION 2 555 AN,oN BO .L ARU, Sane 1200 Cos.A MesA, CA 92626-7670 (714)556-0WO MEMORANDUM TO: Hon. Chair and Members of the Orange County Sanitation District Steering Committee FROM: Bradley R. Hogin, Esq. General Counsel DATE: June 20, 2017 RE: Closed Session Items The Steering Committee desires to hold a closed session on June 28, 2017 for the purpose of conferring regarding the evaluation of the General Manager. Said closed session will be held pursuant to the authority of Government Code Section 54957(b)(1). Respectfully submitted, By: Bradley I . Hogin, Gc eral Counsel 1251951.1 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 CARS California Air Resources Board CASA California Association of Sanitation Agencies CCTV Closed Circuit Television CEQA California Environmental Quality Act CIP Capital Improvement Program 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 US Environmental Protection Agency FOG Fats, Oils, and Grease gpd gallons per day GWRS Groundwater Replenishment System ICS Incident Command System IERP Integrated Emergency Response 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 & Maintenance OCCOG Orange County Council of Governments OCHCA Orange County Health Care Agency OCSD Orange County Sanitation District OCWD Orange County Water District OOBS Ocean Outfall Booster Station OSHA Occupational Safety and Health Administration PCSA Professional Consultant/Construction Services Agreement PDSA Professional Design Services Agreement POTW Publicly Owned Treatment Works ppm parts per million PSA Professional Services Agreement RFP Request For Proposal RWQCB Regional Water Quality Control Board Glossary of Terms and Abbreviations SARFPA Santa Ana River Flood Protection Agency SARI Santa Ana River Interceptor SARWQCB Santa Ana Regional Water Quality Control Board SAW PA Santa Ana Watershed Project Authority SCADA Supervisory Control And Data Acquisition SCAP Southern California Alliance of Publicly Owned Treatment Works SCAQMD South Coast Air Quality Management District SOCWA South Orange County Wastewater Authority SRF Clean Water State Revolving Fund SSMP Sewer System 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 W ERF Water Environment & Reuse Foundation WIFIA Water Infrastructure Finance and Innovation Act WIIN Water Infrastructure Improvements for the Nation Act W RDA Water Resources Development Act 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 known 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. Biogas—A gas that is produced by the action of anaerobic bacteria on organic waste matter in a digester tank that can be used as a fuel. 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 farmland or further processed as an earth-like product for commercial and home gardens to improve and maintain fertile soil and stimulate plant growth. Glossary of Terms and Abbreviations 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. 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 (DIT) — The dilution at which the majority of people detect the odor becomes the D/T for that air sample. Greenhouse Gases (GHG) — 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 System (GWRS) — 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 per day of drinking quality water to replenish the local groundwater supply. Levels Of Service (LOS) — Goals to support environmental and public expectations for performance. N-Nitrosodimethylamine (NDMA) — A N-nitrosamine 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 and Water Environment Federation, with advisory support from the US Environmental Protection Agency. NBP is committed to developing and advancing environmentally sound and sustainable biosolids management practices that go beyond regulatory compliance and promote public participation 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. Glossary of Terms and Abbreviations Publicly Owned Treatment Works (POTW) —A municipal wastewater treatment plant. Santa Ana River Interceptor(SARI) Line —A regional brine line designed to convey 30 million gallons per day 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 runoff. 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. 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. The Orange County Sanitation District's service area is in the Santa Ana River Watershed.