HomeMy WebLinkAbout09-24-2014 Steering Committee Agenda Packet.pdf Orange County Sanitation District 0IP EUWINI, Wednesday, September 24, 2014
Regular Meeting of the SW ITATION DISTMa 5:30 P.M.
Steering Committee 1 Administration Building
Conference Rooms A& B
10844 Ellis Avenue
AiI Fountain Valley, CA 92708
J (714) 593-7130
w54-2014
AGENDA
DECLARATION OF QUORUM:
PUBLIC COMMENTS: If you wish to speak, please complete a Speaker's Form and give it to the
Clerk of the Board. Speakers 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.
Hydrogen Fuel Cell Update
CONSENT CALENDAR:
1. Approve Minutes of the August 27, 2014 Steering Committee Meeting.
2. Approve the General Manager's FY 2014 -2015 Work Plan
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, 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.
09/24/14 Steering Committee Agenda Page 1 of 3
(1) CONFERENCE WITH LABOR NEGOTIATORS
(Government Code Section 54957.6)
Agency Designated Representatives: James Herberg; Tom Beamish (as to
General Manager)
Unrepresented Employees: General Manager; Assistant General Manager;
Director of Finance and Administrative Services; Director of Human Resources;
Director of Engineering; Director of Facility Support Services; Director of
Operations and Maintenance; Environmental Compliance and Regulatory Affairs
Manager; Controller; Engineering Manager; IT Systems & Operations Manager;
Contracts and Purchasing Manager; Public Affairs Manager; Risk Manager;
Environmental Lab & Ocean Monitoring Manager; Maintenance Manager;
Information Technology Manager; Operations Manager; Facilities Manager.
(2) CONFERENCE WITH LEGAL COUNSEL RE. EXISTING LITIGATION
(Government Code Section 54956.9(d)(1))
Name of Case: Maddux v. City of Fountain Valley, at al., Orange County Superior
Court, Case No. 30-2012-00569266
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:
The next Steering Committee meeting is scheduled for Wednesday, October 22, 2014,
at 5:30 p.m.
09/24/14 Steering Committee Agenda Page 2 of 3
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)593-7130 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, 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.
NOTICE TO DIRECTORS: To place items on the agenda for the Committee Meeting, items must be submitted to the
Clerk of the Board 14 days before the meeting.
Kelly A. Lore
Acting Clerk of the Board
(714)593-7433
klore(o3ocsd.com
For any questions on the agenda,Committee members may contact staff at:
General Manager Jim Herberg (714)593-7300 iherbemaocsd.com
Assistant General Manager Bob Ghirelli (714)593-7400 mhirelli(docsd.com
Director of Engineering Rob Thompson (714)593-7310 rthomoson(&ocsd.com
Director of Facility Support Services Nick Arhontes (714)593-7210 narhontes(&,Ocsd.com
Director of Finance and Lorenzo Tyner (714)593-7550 Ityner(glocsd.com
Administrative Services
Director of Human Resources Jeff Reed (714)593-7144 ireed(cfocsd.com
Director of Operations&Maintenance Ed Torres 714 593-7080 etorres ocsd.com
09/24/14 Steering Committee Agenda Page 3 of 3
ITEM NO. 1
MINUTES
STEERING COMMITTEE MEETING
Orange County Sanitation District
The Steering Committee meeting convened on Wednesday, August 27, 2014, at
5:30 p.m. in the Administration Building of the Orange County Sanitation District.
A quorum was declared present, as follows:
COMMITTEE MEMBERS STAFF PRESENT
PRESENT: Jim Herberg, General Manager
Tom Beamish, Chair Bob Ghirelli, Assistant General
John Nielsen, Vice-Chair Manager
Brad Reese, Administration Committee Nick Arhontes, Director of Facilities
Chair Support Services
Keith Curry, Member-At-Large Rob Thompson, Director of
John Withers, Member-At-Large Engineering
Ed Torres, Director of Operations &
Maintenance
COMMITTEE MEMBERS ABSENT: Lorenzo Tyner, Director of Finance &
Brett Murdock, Operations Committee Administrative Services
Chair Kelly Lore, Acting Clerk of the Board
Scott Nelson, Member-At-Large Jennifer Cabral
Norbert Gaia
Al Garcia
Stephanie Good
Andrew Nau
OTHERS PRESENT:
Brad Hogin, General Counsel
Steve Filarsky, Consultant
Vincent Wong, Associate General
Counsel
PUBLIC COMMENTS:
None.
REPORTS:
Chair Beamish reported on his recent trip to the CASA Conference. He mentioned
that Assistant General Manager, Bob Ghirelli, Environmental Supervisor, Lisa
Rothbart and General Counsel, Brad Hogin also participated at the conference.
His sessions attended included global water change and water bonds, sustainable
Minutes of the Steering Committee
August 27, 2014
Page 2 of 3
practices for utilities and state legislative updates.
Vice Chair Nielsen also reported on the CASA Conference including the current
state of affairs on AB 32, scoping plans and interacting with other elected officials
from various boards.
Director Withers stated that Proposition 1 (Water Bond), which will be on the ballot
in November, should be reviewed by staff to possibly identify projects for potential
funding.
General Manager Jim Herberg reported on the following: GM monthly report;
Executive Management annual planning session; FY 2014-15 General Manager
draft work plan; Community Outreach efforts; SB 1390 (Santa Ana River
Conservancy Program) which has been amended to include wastewater agencies;
Newport Beach force main project and the progress of the GWRS Phase II
expansion.
He then stated that the Audit Ad Hoc Committee had met today. Director of
Finance, Lorenzo Tyner reported that the committee met with the new internal
auditors, went through an Audit plan and will come back with a risk assessment in
October.
Chair Beamish referred back to the General Manager's report, Six-month Safety
record, and inquired if OCSD had a program where employee's self-report
incidents or close call incidents. Mr. Herberg stated that each Division reports
quarterly "near misses" which are recorded along with safety training requirements
etc.
CONSENT CALENDAR:
1. MOVED, SECONDED, AND DULY CARRIED: Approve Minutes of the
July 23, 2014 Steering Committee Meeting.
AYES: Beamish, Curry, Nielsen, Reese and Withers
NOES: None
ABSTENTIONS: None
ABSENT: Murdock and Nelson
Minutes of the Steering Committee
August 27, 2014
Page 3 of 3
CLOSED SESSION
CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE
SECTIONS: 54957.6
The Committee convened in closed session at 5:38 p.m. to discuss one item.
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
Meetings.
RECONVENED IN REGULAR SESSION: The Committee reconvened in regular
session at 5:45 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 5:50 p.m.
Submitted by:
Kelly A. Lore
Acting Clerk of the Board
STEERING COMMITTEE Meeting Date TOBA.Of Dir.
09/24/14 Og/24/14
AGENDA REPORT Item Number Item Number
z
Orange County Sanitation District
FROM: James D. Herberg, General Manager
SUBJECT: GENERAL MANAGER'S FY 2014 — 2015 WORK PLAN
GENERAL MANAGER'S RECOMMENDATION
Approve the General Manager's FY 2014 -2015 Work Plan
SUMMARY
Each year, the General Manager prepares a work plan of activities for the coming fiscal
year and prior to presenting to the Board of Directors, reviews the plan with the Steering
Committee.
PRIOR COMMITTEE/BOARD ACTIONS
August 2014 — Presented the proposed General Managers FY 2014 -15 Work Plan to
the Steering Committee for review.
ADDITIONAL INFORMATION
N/A
CEQA
N/A
BUDGET /PURCHASING ORDINANCE COMPLIANCE
N/A
ATTACHMENT
The following attachment(s) are provided in hard copy and may be viewed on-line at the OCSD website
(www.ocsd.coml with the complete agenda package:
• General Manager's FY 2014—2015 Work Plan
Page 1 of 1
Return to Mende Report
GENERAL MANAGER'S
2014-2015 WORK PLAN
SEPTEMBER 24, 2014
Orange County Sanitation Distric
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Return to Aaenda Report
ORANGE COUNTY SANITATION DISTRICT
Memorandum
September 24, 2014
TO: Chairman and Members of the Board of Directors
FROM: James D. Herberg, General Manager
SUBJECT: Fiscal Year 2014-2015 General Manager's Work Plan
I am pleased to present to you my work plan for Fiscal Year 2014-2015. 1 have identified fifteen
areas that I will focus on during the next year including safety and security, workforce planning,
and operational resiliency. This work plan was reviewed with the Steering Committee in
August.
1. Safety and Security — Prioritize and implement measures to reduce risk and provide a
secure and safe workplace for our employees, as well as protecting our regional
infrastructure. Complete Administrative or Engineering Controls for high priority items
identified in the Safety Study (SP-145) by December 31, 2014. Develop an
Implementation Plan for the standard Administration and Engineering Controls
identified in the Safety Study by June 30, 2015. Complete a Vulnerability Self-
Assessment and identify security improvements by December 31, 2014.
2. Future Water Recycling — Work with Orange County Water District (OCWD) to jointly
study improvements needed to support the Groundwater Replenishment System Final
Expansion. Determine partnerships, needs, strategies, benefits and costs associated
with recycling any remainder flows from Plant No. 2 effluent water. Issue Request for
Proposals for SP-173 Effluent Reuse Study by January 2015 and update agreement with
OCWD by June 2015.
Page 2
Return to Mende Report
3. Infrastructure Stability — Expand the current asset management program to enhance
the maintenance of civil assets (concrete, structures, steel, etc.). Develop by June 30,
2015 a civil asset management plan including goals, implementation tasks and resource
needs.
4. Operational Optimization — Continue to evaluate and optimize operations at the
Sanitation District focusing on:
• Efficiency—Effective Utility Management Model—Complete the review and
self-assessment by December 31, 2014.
• Cost Savings—By June 30, 2015 continue stakeholder outreach efforts,
submit request to re-open ocean discharge permit, negotiate removal of
disinfection requirements, and discontinue use of disinfection chemicals for
effluent discharge through the long outfall, realizing an annual cost savings of
$425,000.
• Best Management Practices—Develop business work flows for implementing
best practices for planning and scheduling maintenance, conduct training,
and go-live with Maximo,the new computerized maintenance management
system (CMMS) by June 30, 2015.
• Shared Services—Explore and determine areas where shared services can
improve performance and reduce costs for OCSD rate payers by
consolidating functions.
5. Communication Strategy— Prepare a recommendation by June 30, 2015 for the Board
of Directors on OCSD's corporate identity and the possibility of moving OCSD's brand
from "wastewater" to a "resource recovery facility".
6. Capital Budget Expenditure — Target 90 percent expenditure on major Engineering
Capital Projects for FY 14/15.
7. Workforce Planning and Workforce Development— Improve, increase, and implement
tools to expand labor force capacity and staff skill levels by June 30, 2015.
Page 3
Return to Aaenda Report
8. Administrative Facilities — Prepare and present an Implementation Plan for the
replacement of Plant No. 1 administrative facilities to the Board of Directors by June 30,
2015.
9. Operational Resiliency — By June 30, 2015 complete a comprehensive review of the
Integrated Emergency Response Plan with three table top drills exercises, complete a
risk register and develop a scope of work for a business continuity plan to ensure OCSD
is prepared to continue operations in the event of a significant event.
10. Odor Control Master Plan — Develop a recommendation on odor treatment
technologies and levels of service goals for both plant facilities. Issue a request for
proposal for SP-166, Plant Odor Control Master Plan by January 31, 2015.
11. Research — Finalize fuel cell research project and present findings with
recommendations to the Board of Directors by December 31, 2014. Identify and
propose two research opportunities to the Board of Directors by June 30, 2015.
12. Energy Efficiency— Evaluate OCSD facilities, through an energy audit, to identify energy
savings strategies that are economically and operationally feasible. Present findings and
recommendations to the Board of Directors by June 30, 2015.
13. Labor Negotiations—Support chief negotiators in timely bargaining over successor labor
agreements in compliance with the Meyers-Milias-Brown Act.
14. Financial Viability—Secure an Investment Management Company by October 31, 2014.
15. Classification and Compensation Study— Select consultant and conduct a classification
and compensation study to be completed by December 31, 2015. Complete employee
feedback and management review of position description questionnaires by June 30,
2015.
Page 4
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
POTW Publicly Owned Treatment Works
ppm Parts per million
RFP Request For Proposal
RWQCB Regional Water Quality Control Board
SARFPA Santa Ana River Flood Protection Agency
Glossary of Terms and Abbreviations
SARI Santa Ana River Inceptor
SARWQCB Santa Ana Regional Water Quality Control Board
SAWPA 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.
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.
Glossary of Terms and Abbreviations
Contaminants of Potential Concern (CPC) — Pharmaceuticals, hormones, and other organic
wastewater contaminants.
Dilution to Threshold (D1T) — the dilution at which the majority of the people detect the odor
becomes the DrT 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.
NDMA— 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.
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.
Glossary of Terms and Abbreviations
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.