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HomeMy WebLinkAbout01-25-2017 Steering Committee Agenda Packet.pdf Orange County Sanitation District Wednesday, January 25, 2017 Regular Meeting of the t 5:00 P.M. STEERING COMMITTEE 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 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 Any items withdrawn from the Consent Calendar for separate discussion will be considered in the regular order of business. 1.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 November 16, 2016. NON-CONSENT CALENDAR: 2. OUTREACH FOR GROUNDWATER REPLENISHMENT SYSTEM (GWRS) BOTTLED WATER AND THE 10TH ANNIVERSARY OF THE GWRS (Bob Ghirelli) RECOMMENDATION: Recommend to the Board of Directors to: Approve $63,000 as the Orange County Sanitation District's share of costs related to GWRS bottled water outreach efforts. 01/25/2017 Sleenag Committee Agenda Page 1 of 4 3. GENERAL MANAGER'S FY 2016-2017 WORK PLAN MID-YEAR UPDATE (Jim Herberg) RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the General Manager's FY 2016-2017 Work Plan Mid-Year Update. 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 LEGAL COUNSEL RE EXISTING LITIGATION (Government Code Section 54956.9(d)(1)) Number of Cases: 1 City of Los Angeles v. County of Kern, Tulare County Superior Court, Case No. 242057. (2) CONFERENCE WITH LEGAL COUNSEL RE ANTICIPATED LITIGATION (Government Code Section 54956.9(d)(2)) Number of Potential Cases: 2 Claim for damages or injury from: Melissa Forman-Woodbridge Claim for damages or injury from: Roy Handy (3) CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: 300 East Coast Highway, Newport Beach, CA - APN No. 440-12-60 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, and CIP Project Manager, Adam Nazaroff. 01/25/2017 Steering Committee Agenda Page 2 of 4 Negotiating parties: Bayside Village Marina LLC Under negotiation: Instruction to negotiator will concern price and terms of payment. (4) 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; and 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; 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; 01/25/2017 Sleenag Committee Agenda Page 3 of 4 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. (5) PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957(b)(1)) Number of Employees: 1 • General Counsel 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, February 22, 2017 at 5:00 p.m. Accommodations for the Disabled: Meeting Rooms am 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 Dishict'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. Aaenda 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(Wocsd.com For any questions on the agenda,Committee members may contact staff at: General Manager Jim Herberg (714)593-7300 iherbamitilocsd.com Assistant General Manager Bob Ghirelli (714)593-7400 rghirelli(cocsd.wm Director of Engineering Rob Thompson (714)593-7310 rthompson6bocsd.com Director of Environmental Services Jim Colston (714)593-7450 icolston(oloced.com Director of Finance and Lorenzo Tyner (714)593-7550 INnertWocsd.com Administrative Services Director of Human Resources Celia Chandler (714)593-7202 cchandlentibomd.com Director of Operations&Maintenance Ed Torres 714 593-7080 etorms omd.com 01125f2017 Steering Committee Agenda Page 4 of 4 ITEM NO. 1 MINUTES OF THE STEERING COMMITTEE Orange County Sanitation District Wednesday, November 16, 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, November 16, 2016 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: John Nielsen, Chair Jim Herberg, General Manager Greg Sebourn, Vice-Chair Bob Ghirelli, Assistant General Manager Keith Curry, Administration Committee Celia Chandler, Director of Human Chair Resources Tom Beamish, Member-At-Large Jim Colston, Director of Environmental Lucille Kring, Member-At-Large Services David Shawver, Member-At-Large Rob Thompson, Director of Engineering John Withers, Operations Committee Ed Torres, Director of Operations & Chair Maintenance Lorenzo Tyner, Director of Finance & COMMITTEE MEMBERS ABSENT: Administrative Services None Kelly Lore, Clerk of the Board Jennifer Cabral Michael Dorman Al Garcia Lori Klinger Mark Manzo Gerry Matthews Kathy Millea Andrew Nau Kelly Newell OTHERS PRESENT: Brad Hogin, General Counsel PUBLIC COMMENTS: No public comments were provided. 11/16/2016 Steering Committee Minutes Page 1 of 5 REPORTS: Chair Nielsen did not provide a report. General Manager Jim Herberg highlighted items from his status report including: the success of the Design Consultant Open House; Award of Excellence in IT received from the Municipal Information Systems Association of California; OCSD's IDEA program successes including employee Juan Ambriz's custom manhole cover design that will save the District an estimated $38,000 a year in labor costs; and the BLAST program, which is celebrating its 51h anniversary. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, AND DULY CARRIED TO: Approve Minutes of the October 26, 2016 Regular Steering Committee Meeting. AYES: Beamish; Curry; Kring; Nielsen; Sebourn; Shawver, and Withers NOES: None ABSTENTIONS: None ABSENT: None NON-CONSENT CALENDAR: 2. SALARY RANGE ADJUSTMENTS FOR NON-EXEMPT CONFIDENTIAL EMPLOYEES (Jim Herberg) Mr. Herberg presented a brief overview of Item Nos. 2 & 3 stating that these resolutions are the effort of prior discussions and direction from the Board of Directors involving the 15 Unrepresented Confidential Employees. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Adopt Resolution No. OCSD 16-25, entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District Approving Salary and Benefit Adjustments for Unrepresented Non-Exempt Confidential Employees for Fiscal Years 2 01 61201 7, 2017/2018 &2018/2019." AYES: Beamish; Curry; Kring; Nielsen; Sebourn; Shawver;and Withers NOES: None ABSTENTIONS: None ABSENT: None 11/16/2016 Steering Committee Minutes Page 2 of 5 3. SALARY RANGE ADJUSTMENTS FOR EXEMPT LEVEL CONFIDENTIAL EMPLOYEES (Jim Herberg) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Adopt Resolution No. OCSD 16-26, entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District Approving Salary and Benefit Adjustments for Unrepresented Exempt Confidential Employees for Fiscal Years 2016/2017, 2017/2018 &2018/2019." AYES: Beamish; Curry; Kring; Nielsen; Sebourn; Shawver; and Withers NOES: None ABSTENTIONS: None ABSENT: None 4. EXECUTIVE MANAGEMENT TEAM COMPENSATION AND BENEFITS AND MANAGER GROUP COMPENSATION (Jim Herberg) Mr. Herberg presented Item No. 4 and stated that these resolutions are the effort of prior discussions and direction from the Board of Directors. He further discussed the current market position, structural adjustments, possible merit based increases, and benefit changes for the two unrepresented groups. He then responded to questions regarding clarification as to the salary ranges. MOVED. SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Adopt Resolution No. OCSD 16-27 entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District approving changes to the salary schedule, salary increases, performance-based increases, and the distribution of any remaining funds based on changes to scope, duties, or responsibilities for At-Will Executive Management Team employees for Fiscal Years 2016-2017, 2017-2018, and 2018-2019," authorizing the General Manager to implement a salary structure adjustment for Fiscal Year 2016 to bring Executive Management Team salary ranges in alignment with the market, 2.5% salary increases and range adjustments in Fiscal Years 2017 and 2018, and increases to benefits. B. Adopt Resolution No. OCSD 16-28 entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District approving changes to the salary schedule, salary increases, performance-based increases, and the distribution of any remaining funds based on changes to scope, duties, or responsibilities for unrepresented management employees for Fiscal Years 2016-2017, 2017-2018, and 2018-2019," authorizing the General Manager to implement a salary structure adjustment for Fiscal 11/16/2016 Steering Committee Minutes Page 3 of 5 Year 2016 to bring the Manager Group salary ranges in alignment with the market, 2.5% salary increases and range adjustments in Fiscal Years 2017 and 2018, and minor increases to benefits. AYES: Beamish; Curry; Kring; Nielsen; Sebourn; Shawver;and Withers NOES: None ABSTENTIONS: None ABSENT: None 5. GENERAL MANAGER COMPENSATION AND BENEFITS (John Nielsen) Director of Human Resources Celia Chandler provided an overview of the item and stated that this resolution is the result of prior discussions and direction from the Board of Directors. Chair Nielsen added that he had met with the General Manager to discuss his position and compensation. General Manager Jim Herberg left the room during discussion and vote. MOVED. SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Adopt Resolution No. OCSD 16-29 entitled, "A Resolution of the Board of Directors of the Orange County Sanitation District approving salary increase, salary range adjustment, and changes to the benefits for the General Manager for Fiscal Years 2016 to 2017 and 2017 to 2018,"authorizing the Board Chair to implement a base building salary increase of 8% and a salary range adjustment commencing in the first pay period of July 2016 for fiscal year 2016 to 2017 and a base building salary increase of 8%and a salary range adjustment in the first pay period of July 2017 for fiscal year 2017 to 2018 for a total salary cost of $39,429 and an added benefits cost of $24,000 for both fiscal years. Compensation and benefits costs including impact to existing benefits of an amount not to exceed $76,448. AYES: Beamish; Curry; Kring; Nielsen; Sebourn; Shawver; and Withers NOES: None ABSTENTIONS: None ABSENT: None INFORMATION ITEMS: None. 11/16/2016 Steering Committee Minutes Page 4 of 5 CLOSED SESSION: CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.8: General Counsel Brad Hogin stated there was no closed session. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. ADJOURNMENT: The Chair declared the meeting adjourned at 5:16 p.m. to the next Steering Committee meeting to be held on Wednesday, December 14, 2016 at 5:00 p.m. Submitted by: Kelly A. Lore Clerk of the Board 11/16/2016 Steenng Committee Minutes Page 5 of 5 STEERING COMMITTEE Melting D310 TOBE.Or Dir. Bl/2SI17 01/zs/17 AGENDA REPORT ItemNumber Item Number z Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Robert P. Ghirelli, Assistant General Manager SUBJECT: OUTREACH FOR GROUNDWATER REPLENISHMENT SYSTEM (GWRS) BOTTLED WATER AND THE 10TH ANNIVERSARY OF THE GWRS GENERAL MANAGER'S RECOMMENDATION Approve $63,000 as the Orange County Sanitation District's share of costs related to GWRS bottled water outreach efforts. BACKGROUND The GWRS is an historic water infrastructure project that has made a world-wide impact on the public acceptance of water reuse for drinking water purposes. With the passage of Assembly Bill (AB) 2022 in 2016, allowing the bottling of GWRS water, there is now an opportunity to promote water recycling to policy makers beyond Orange County in conjunction with the 10m anniversary of the project. RELEVANT STANDARDS • Build brand, trust, and support with policy makers and community leaders • Use all practical and effective means for recovering wastewater for reuse • Maintain collaborative and cooperative relationships with regulators/Stakeholders PROBLEM The GWRS has been online for nine years. Media coverage has been positive and has included prominent media outlets over the course of the last nine years and even increased in 2015 and early to mid-2016 due to the drought; however, media inquiries are slowly declining as other topics dominate the media's interest. The 1011 anniversary of the GWRS will occur in January 2018 and is deserving of commemoration. Regulations for Direct Potable Reuse (DPR) are currently being drafted and reviewed by the state of California. Public acceptance of DPR will be critical to California's water future. Page 1 of 3 PROPOSED SOLUTION Implement an outreach plan that reinforces the Orange County Water District (OCWD) and Orange County Sanitation District's(Sanitation District)leadership role in water reuse and maintains relevance in the media. Implement an outreach plan that utilizes a balance of traditional and nontraditional media tactics to draw more positive impressions on social media and in national media outlets including GWRS "taste tests" throughout California and nationwide. Procure the services of a consultant/firm to assist in executing an outreach plan that has far reaching impacts. TIMING CONCERNS The first bottling of GWRS water is tentatively set to occur in January 2017 and be available for distribution in February 2017. Other agencies qualify under AB 2022 to bottle advanced purified water in 2017. OCWD and the Sanitation District may have a small window of opportunity to publicize the GWRS bottled water before other agencies. RAMIFICATIONS OF NOT TAKING ACTION Communities that do not have existing groundwater basins or reservoirs to store reused water are developing plans for DPR. The OCWD and Sanitation District decision to bottle GWRS water can have a tremendous impact on educating the public, media, and policy makers, and can serve as an important communications tool to gamer support for DPR projects and additional Indirect Potable Reuse projects. The marketing of bottled GWRS water and commemorating the 101h anniversary of GWRS will help support industry efforts to get support for DPR. It will also keep the GWRS, OCWD, and the Sanitation District at the forefront of positive media attention and further solidify the agencies' global leadership role in the water industry for which agencies, media, and policy makers will seek their expertise. PRIOR COMMITTEE/BOARD ACTIONS December 7, 2016 - Authorize $15,000 in the Public Affairs Department budget for the initial testing and bottling of GWRS water, with the cost of the bottling and testing to be shared between OCWD and the Sanitation District. Authorize the General Managers of OCWD and OCSD to approve the label for the first-run of GWRS water bottles. January 9, 2017-OCWD/Sanitation District staff presented a summary of activities to the GWRS Steering Committee for discussion and consideration. The Committee directed staff to go back to their respective Boards for further review and recommendation. ADDITIONAL INFORMATION The $126,000, which will be split between OCWD and the Sanitation District will include the public relations consultant, staffing of events, overall event management, securing Page 2 of 3 venues for events and displays, developing and creating a pop-up display, and marketing and media relations, including creation of media kits and media lists. Below are the costs related to the GW RS bottled water outreach events. Overall Base Level Budget Budget Item Projected Cost Public Relations Consultant $56,500 $4,350/month Statewide Events $40,000 Roadshow Display $4,500 Sponsorships of Events $25,000 Total $126,000 CEQA N/A FINANCIAL CONSIDERATIONS This request complies with authority levels of the Sanitation District's Purchasing Ordinance. This item will be funded in the approved FY 2016-17 operating budget. (Line item: Other, Section 6, Page 12.) ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.coml with the complete agenda package: N/A Page 3 of 3 STEERING COMMITTEE Neelog Dare TOBd.Of Dir. 0I/25/v oI/zs/v AGENDA REPORT IemNumber Item Number 3 Orange County Sanitation District FROM: James D. Herberg, General Manager SUBJECT: GENERAL MANAGER'S FY 2016-2017 WORK PLAN MID-YEAR UPDATE GENERAL MANAGER'S RECOMMENDATION Receive and file the General Manager's FY 2016-2017 Work Plan Mid-Year Update. BACKGROUND Each year, the General Manager prepares a work plan of activities to be accomplished during the fiscal year. Attached is the mid-year 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, and Energy Master Plans • Use practical and effective means for recovering energy, wastewater for reuse PRIOR COMMITTEE/BOARD ACTIONS August 2016 - Proposed General Manager's FY 2016-2017 Work Plan presented to the Steering Committee for review. September 2016 - Board of Directors approved the General Manager's FY 2016-2017 Work Plan. ADDITIONAL INFORMATION The General Manager's Work Plan includes goals for the fiscal year. At mid-year, six out of 15 work plan items were completed and nine items are on track to be completed by, or prior to, the end of the fiscal year and the deadline of the overall Work Plan. FINANCIAL CONSIDERATIONS All items included in the General Manager's Work Plan are budgeted in the FY 2016-2017 Budget. Page 1 of 2 ATTACHMENT The following attachment(s) are included in hard copy and may also be viewed on-line at the OCSD website(h55 .ocsd.coml with the complete agenda package: • General Manager's FY 2016-2017 Work Plan Mid-Year Update Page 2 of 2 ORANGE COUNTY SANITATION DISTRICT Memorandum January 16, 2017 TO: Chairman and Members of the Board of Directors FROM: James D. Herberg, General Manager SUBJECT: Fiscal Year 2016-2017 General Manager's Work Plan I am pleased to present the mid-year update 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 resiliency. The work plan was reviewed with the Steering Committee in August 2016. 1. Safety and Security • Cyber Security—Address the top ten longer-term cyber security items/projects. Update: Various measures to address the Cyber Security issues are underway. A Cyber Security awareness program was launched offering quarterly training for all OCSD staff. An additional cyber security analyst has been 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.The Network Architecture Verification and Validation(NAVY)assessment from the Department of Homeland Security was completed and the Post Assessment-Report Feedback meeting with the Industrial Control Systems Cyber Emergency Response Team (ICS-CERT) representative is being scheduled. • 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. Update:A contractor was retained to begin addressing the 75 high priority items identified in the Safety Study which are scheduled for completion by April 2017. A new contract was entered into with a Security firm and the transitions to the improved site security elements will begin taking place this month. Additional safety recommendations will be reviewed by our in-house experts in February 2017. • Voluntary Protection Plan (VPP)Certification—Implement the recommendations from the feasibility analysis report for obtaining VPP certification from California OSHA. Update: A Safety Culture Assessment is being led by Operations and Maintenance; Risk Management has increased field time; and deficiencies identified in the analysis report have been addressed. 1 2. Succession Plannina • Labor Negotiations—Complete negotiations with all represented bargaining units and develop a performance based pay structure for unrepresented employees. Update: Negotiations with all six bargaining units are concluded and the three (3) year agreements (MOUs) were ratified by the Board of Directors. The performance based pay structure for 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. Update:All departments have prepared after action plans and submitted them to the General Manager's Office. Departments will be spending the remainder of the Fiscal Year completing the items on their action plans. • Workforce Planningand Development—Address key vulnerabilities identified in theworkforce 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. Update:The workforce vulnerability assessment was completed by all departments. HR met with department heads and high priorities opportunities were identified. Departments will implement plans to address their needs and gaps.Additionally,a streamlined HR recruitment process was implemented resulting in approximately 50 positions being filled in the first six months of the fiscal year.Another 50 positions are currently in active recruitment. 3. Resource Recovery • Water Recycling — 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. Update:A new agreement with OCWD for GWRS was executed. OCSD will continue to work with OCWD to provide ongoing support as needed. • Research — Present findings and recommendations on Super Critical Water Oxidation to the Board of Directors. Update:Findings on Super Critical Water Oxidation were presented to the Board of Directors. Staff will continue to provide ongoing support as needed. • Monitoring Program—Evaluate the nature and frequency of all 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. Update: A project manager was selected and an initial comprehensive list of monitoring activities was developed. Stakeholders reviewed the list and statistical and compliance analyses are underway.The plan is under development.Stakeholders met to discuss current and proposed monitoring to prepare the future monitoring needs of OCSD. 2 4. Reliability • Planned Maintenance — Complete a gap analysis and implement measures to fully deploy planned maintenance using Maximo and process improvements to improve reliability. Update: A Gap Analysis of the Maintenance/Asset Management program was performed with the assistance of an outside consultant and a report with recommendations was developed. The report pointed out opportunities to strengthen our program and the implementation of the Enterprise Asset Management tool (Maximo). Most of the recommendations have been completed including forming anew Maintenance Reliability& Planning Division to focus on asset management efforts, the establishment of Asset Management and Maximo Change Management Committees, and the formation of several working teams to improve communication across the maintenance division. • Civil Assets Maintenance—Implement the operational housekeeping program, and develop a multi-year program for condition assessment and maintenance of civil assets. Update: Critical assets at both treatment plants have been identified and added to Maximo and will be part of the Planned Maintenance (PM's) schedule. Regular removal of grit/solids at trouble spots is taking place, job plans are being developed and frequencies being established to implement PM's for these trouble spots. All civil assets have been identified, hierarchy relationships have been established and job plans have been developed. Atwo-year plan and schedule is being developed that will integrate civil and mechanical maintenance work and capital improvement projects. Once this plan/schedule is complete the PM's will be activated. • 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. Update: This is a joint effort between the IT and HR departments. IT has 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.) is being planned. On the HR side,a scope of work will be developed to retain a consultant to work with staff in identifying other additional critical functions to keep OCSD operating in the event of a major event. • Seismic—Conduct an updated study of the seismic safety needs of OCSD's Plant Facilities. Update: Staff are on target to award the seismic study contract by June 30, 2017 to identifythe safety needs of OCSD's Plant Facilities. 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. 3 Update: The planning studies are underway and on target to be completed by June 30, 2017,in time to supply input to the upcoming rate study. • OCSD Headquarters Building—Study site location options and make final site selection to begin preparing environmental documentation to comply with CEOA. Update: Site selections and property purchases are going forward to begin the CEQA work. Three potential sites to be studied: Southwest corner of Plant No. 1, current administration location area, and new property across Ellis Ave. 4 WOODRUFF, SFRADLIN&SMART CLOSED SESSION 1 555 ANTON BOULEVARD, BUITC1200 C.sIA MNsA, CA 92626-7670 (714)556-0000 MEMORANDUM TO: Hon. Chair and Members of the Orange County Sanitation District Steering Committee FROM: Bradley R. Hogin, Esq. General Counsel DATE: January 17,2017 RE: Closed Session Items The Steering Committee desires to hold a closed session on January 25, 2017 for the purpose of conferring with its legal counsel regarding existing litigation to which the District is a party. The title of the case is City of Los Angeles, et al. v. County of Kern, Tulare County Superior Court, Case No. 242057. The closed session will be held pursuant to the authority of California Government Code Section 54956.9(d)(1). Respectfully submitted, By Bradle . Hogin, Oeneml Counsel 1179357.1 ►` WOODRUFF,.SFRADLIN&SMART CLOSED SESSION 2 555 ANTON BOULEVARD, BUITC1200 C.sIA MNsA, CA 92626-7670 (714)556-0000 MEMORANDUM TO: Hon. Chair and Members of the Orange County Sanitation District Steering Committee FROM: Bradley R. Hogm, Esq. General Counsel DATE: January 19,2017 RE: Closed Session Items The Steering Committee desires to hold a closed session on January 25, 2017 for the purpose of conferring with its legal counsel regarding anticipated litigation. Existing facts and circumstances reflect a significant exposure to litigation against the District. The closed session will be held pursuant to the authority of California Government Code Section 54956.9(d)(2). The facts and circumstances are as follows: Melissa Forman-Woodbridge is claiming damages related to unpaid medical benefits. Respectfully submitted, By: Bradlej R. Hogin, eneral Counsel 1165639.1 •T WOODRUFF,.spRADLIN&SMART 555 ANTON BOULEVARD, BUTTE 1200 C09TA MAsA, CA 92626-7670 (714)556-0000 MEMORANDUM TO: Hon. Chair and Members of the Orange County Sanitation District Steering Committee FROM: Bradley R. Hogin, Esq. General Counsel DATE: January 19,2017 RE: Closed Session Items The Steering Committee desires to hold a closed session on January 25, 2017 for the purpose of conferring with its legal counsel regarding anticipated litigation. Existing facts and circumstances reflect a significant exposure to litigation against the District. The closed session will be held pursuant to the authority of California Government Code Section 54956.9(d)(2). The facts and circumstances are as follows: Roy Hendy is claiming damages related to unpaid medical benefits. Respectfully submitted, By: Bradlej R. Hogin, eneral Counsel 11656391 WOODRUFF SPRADLIN&SMART CLOSED SESSION 3 • 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: January 17,2017 RE: Closed Session Items The Steering Committee will hold a closed session on January 25, 2017 for the purpose of conferring with its negotiators regarding the purchase of real property. The negotiating parties and property are as follows: Bayside Village Marina LLC, 300 East Coast Highway, Newport Beach, CA, APN No. 440-132-60. The District's negotiators are General Manager, Jim Herberg; Assistant General Manager, Bob Ghirelli; Director of Finance, Lorenzo Tyner; Director of Engineering, Rob Thompson; Engineering Managers, Kathy Millea and Jeff Mohr; and CIP Project Manager, Adam Nazaroff. Said closed session will be held pursuant to authority of California Government Code Section 54956.8. Respectfully submitted, By. /J 6- Bradley 6- Bradley R. Hogin, 46eneral Counsel 1206984.1 WOODRUFF SPRADLIN&SMART CLOSED SESSION 4 • 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: January 17,2017 RE: Closed Session Items The Steering Committee will hold a closed session on January 25, 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 Ins Trust Shabtai,Nevon, APN No. 156-163-16; The his 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; SFII Fountain Valley LLC, APN No. 156- 151-03; and 7311 Doig Drive, Garden Grove, CA, APN No. 131-651-20. The District's negotiators are Jim Herberg, Rob Thompson, Kathy Millen 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 11921611 WOODRUFF, SPRADLIN s SMART CLOSED SESSION 5 555 ANTON BOULEVARD, SUITE 1200 COSTA MESA, CA 92626-7670 (714)558 7000 MEMORANDUM TO: Hon. Chair and Members of the Orange County Sanitation District Steering Committee FROM: Bradley R. Hogin, Esq. General Counsel DATE: January 17, 2017 RE: Closed Session Items The Steering Committee desires to hold a closed session on January 25, 2017 for the purpose of conferring for the evaluation of the District's General Counsel. Said closed session will be held pursuant to authority of California Government Code Section 54957(b)(1). Respectfully submitted, By: Bradl4 R. Hogin, eneral Counsel 11s6097A 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 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 U.S. Environmental Protection Agency FOG Fats, Oils, and Grease 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 COBS 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 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 SRF State Revolving Fund 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 WIFIA Water Infrastructure Financing and Innovation 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. Blogas — 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 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. coil are the most common bacteria in wastewater. Glossary of Terms and Abbreviations 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 (D/T) — the dilution at which the majority of the people detect the odor becomes the D/T 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 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.