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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 F 9pC/M iXE EMV\PQ? 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.