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Home My WebLink About06-24-2020 Steering Committee Meeting Complete Agenda PacketORANGE COUNTY SANITATION DISTRICT SPECIAL NOTICE REGARDING CORONAVIRUS (COVID-19) AND ATTENDANCE AT PUBLIC MEETINGS On March 4, 2020, Governor Newsom proclaimed a State of Emergency in California as a result of the threat of COVID-19. On March 12, 2020 and March 18, 2020, Governor Newsom issued Executive Order N-25-20 and Executive Order N-29-20, which temporarily suspend portions of the Brown Act which addresses the conduct of public meetings. The General Manager and the Chairman of the Board of Directors have determined that due to the size of the Orange County Sanitation District’s Board of Directors (25), and the health and safety of the members, the Board of Directors will be participating in meetings of the Board telephonically and Internet accessibility. PUBLIC PARTICIPATION Your participation is always welcome. The Steering Committee meeting will be available to the public online at: https://ocsd.legistar.com/Calendar.aspx You may submit your comments and questions in writing for the Steering Committee’s consideration in advance of the meeting only by sending them to OCSDClerk@ocsd.com with the subject line “PUBLIC COMMENT ITEM # (insert the item number relevant to your comment)” or “PUBLIC COMMENT NON-AGENDA ITEM”. Submit your written comments by 5 :00 p.m. on Tuesday, June 23, 2020. All public comments will be provided to the Steering Committee and may be read into the record or compiled as part of the record. Thank you. June 17, 2020 NOTICE OF MEETING STEERING COMMITTEE ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING – 5:00 P.M. Wednesday, June 24, 2020 ACCESSIBILITY FOR THE GENERAL PUBLIC Due to the spread of COVID-19, the Orange County Sanitation District will be holding all upcoming Board and Committee meetings by teleconferencing and Internet accessibility. This meeting will be available to the public online at: https://ocsd.legistar.com/Calendar.aspx The Regular Meeting of the Steering Committee of the Orange County Sanitation District will be held in the manner indicated above on Wednesday, June 24, 2020 at 5:00 p.m. STEERING COMMITTEE AND BOARD MEETING DATES July 22, 2020 August 26, 2020 September 23, 2020 October 28, 2020 November 18, 2020 * December 16, 2020 * January 27, 2021 February 24, 2021 March 24, 2021 April 28, 2021 May 26, 2021 June 23, 2021 * Meeting will be held on the third Wednesday of the month STEERING COMMITTEE (1)Roll Call: Meeting Date: June 24, 2020 Meeting Time: 5:00 p.m. Committee Members David Shawver, Board Chair……………………………………………____ John Withers, Board Vice-Chair……………………………………….. ____ Robert Collacott, Operations Committee Chair………………………____ Peter Kim, LaPA Committee Chair………………………………………____ Chad Wanke, Administration Committee Chair………………………____ Glenn Parker, Member-At-Large…………………………………..……____ Tim Shaw, Member-At-Large……………………………………………____ Others Brad Hogin, General Counsel………………………………………... ____ Staff Jim Herberg, General Manager……………………………………… ____ Rob Thompson, Assistant General Manager………………………. ____ Lorenzo Tyner, Assistant General Manager………………………... ____ Celia Chandler, Director of Human Resources………..…………… ____ Kathy Millea, Director of Engineering………..……………………… ____ Lan Wiborg, Director of Environmental Services………..…….…… ____ Kelly Lore, Clerk of the Board…………...…………………………… ____ Other Staff Present ORANGE COUNTY SANITATION DISTRICT Effective 06/05/2020 BOARD OF DIRECTORS Complete Roster AGENCY/CITIES ACTIVE DIRECTOR ALTERNATE DIRECTOR Anaheim Lucille Kring Denise Barnes Brea Glenn Parker Cecilia Hupp Buena Park Fred Smith Connor Traut Cypress Mariellen Yarc Stacy Berry Fountain Valley Steve Nagel Patrick Harper Fullerton Jesus J. Silva Jan Flory Garden Grove Steve Jones John O’Neill Huntington Beach Erik Peterson Lyn Semeta Irvine Christina Shea Anthony Kuo La Habra Tim Shaw Rose Espinoza La Palma Peter Kim Nitesh Patel Los Alamitos Richard Murphy Dean Grose Newport Beach Brad Avery Joy Brenner Orange Mark Murphy Kim Nichols Placentia Chad Wanke Ward Smith Santa Ana VACANT David Penaloza Seal Beach Sandra Massa-Lavitt Schelly Sustarsic Stanton David Shawver Carol Warren Tustin Allan Bernstein Chuck Puckett Villa Park Robert Collacott Chad Zimmerman Sanitary/Water Districts Costa Mesa Sanitary District James M. Ferryman Bob Ooten Midway City Sanitary District Andrew Nguyen Margie L. Rice Irvine Ranch Water District John Withers Douglas Reinhart Yorba Linda Water District Brooke Jones Phil Hawkins County Areas Board of Supervisors Doug Chaffee Donald P. Wagner Orange County Sanitation District STEERING COMMITTEE Regular Meeting Agenda Wednesday, June 24, 2020 - 5:00 PM Board Room Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 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. MEETING AUDIO: An audio recording of this meeting is available within 24 hours after adjournment of the meeting. Please contact the Clerk of the Board's office at (714) 593-7433 to request the audio file. NOTICE TO DIRECTORS: To place items on the agenda for a Committee or Board Meeting, the item must be submitted in writing to the Clerk of the Board: Kelly A. Lore, MMC, (714) 593-7433 / klore@ocsd.com at least 14 days before the meeting. FOR ANY QUESTIONS ON THE AGENDA, BOARD MEMBERS MAY CONTACT STAFF AT: General Manager: Jim Herberg, jherberg@ocsd.com / (714) 593-7300 Asst. General Manager: Lorenzo Tyner, ltyner@ocsd.com / (714) 593-7550 Asst. General Manager: Rob Thompson, rthompson@ocsd.com / (714) 593-7310 Director of Human Resources: Celia Chandler, cchandler@ocsd.com / (714) 593-7202 Director of Engineering: Kathy Millea, kmillea@ocsd.com / (714) 593-7365 Director of Environmental Services: Lan Wiborg, lwiborg@ocsd.com / (714) 593-7450 STEERING COMMITTEE Regular Meeting Agenda Wednesday, June 24, 2020 CALL TO ORDER DECLARATION OF QUORUM: PUBLIC COMMENTS: You may submit your comments and questions in writing for the Committee's consideration by sending them to the Clerk of the Board at OCSDClerk@ocsd.com with the subject line "PUBLIC COMMENT ITEM # (insert the item number relevant to your comment)" or "PUBLIC COMMENT NON-AGENDA ITEM". Submit your written comments by 5:00 p.m. on June 23, 2020. All public comments will be provided to the Committee and may be read into the record or compiled as part of the record. REPORTS: The Board 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: 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. 1.2020-1111APPROVAL OF MINUTES RECOMMENDATION: Approve Minutes of the Regular Meeting of the Steering Committee held May 27, 2020. Originator:Kelly Lore Agenda Report 05-27-2020 Steering Committee Minutes Attachments: 2.2020-1049GENERAL MANAGER’S FY 2019-2020 WORK PLAN YEAR-END UPDATE RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the General Manager’s FY 2019-2020 Work Plan Year-End Update. Originator:Jim Herberg Agenda Report GM 19-20 Work Plan Year-End Update Attachments: NON-CONSENT: None. Page 1 of 3 STEERING COMMITTEE Regular Meeting Agenda Wednesday, June 24, 2020 INFORMATION ITEMS: 3.2020-1092INTERIM FOOD WASTE RECEIVING FACILITY, PROJECT NO. P2-124, AND PRICING POLICY DISCUSSION RECOMMENDATION: Information Item. Originator:Lorenzo Tyner Agenda Report 2020-05-19 Letter from City of Brea Attachments: 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 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 the Board takes final action on any of these subjects, the minutes will reflect all required disclosures of information. CONVENE IN CLOSED SESSION. CS-1 2020-1112CONFERENCE WITH LEGAL COUNSEL RE ANTICIPATED LITIGATION - GOVERNMENT CODE SECTION 54956.9(d)(4) RECOMMENDATION: Convene in Closed Session: Number of Potential Cases: 1 Initiation of litigation regarding development fees and conditions at Project OCSD Headquarters Building: City of Fountain Valley Agenda Report Memo re Anticipated Litigation-Headquarters Building Attachments: CS-2 2020-1005PUBLIC EMPLOYEE PERFORMANCE EVALUATION 54957(b)(1) RECOMMENDATION: Convene in Closed Session: Public Employee Performance Evaluation Number of Employees: 1 ·General Manager Page 2 of 3 STEERING COMMITTEE Regular Meeting Agenda Wednesday, June 24, 2020 Agenda Report Memo re General Manager Evaluation Attachments: 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: BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING: At this time Directors may request staff to place an item on a future agenda. ADJOURNMENT: The next Steering Committee meeting is scheduled for Wednesday, July 22, 2020 at 5:00 p.m. Page 3 of 3 Orange County Sanitation District STEERING COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2020-1111 Agenda Date:6/24/2020 Agenda Item No:1. FROM:James D. Herberg, General Manager Originator: Kelly A. Lore, Clerk of the Board SUBJECT: APPROVAL OF MINUTES GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Approve Minutes of the Regular Meeting of the Steering Committee held May 27, 2020. BACKGROUND In accordance with the Board of Directors Rules of Procedure,an accurate record of each meeting will be provided to the Directors for subsequent approval at the following meeting. RELEVANT STANDARDS ·Resolution No. OCSD 19-19 ATTACHMENT The following attachment(s)may be viewed on-line at the OCSD website (www.ocsd.com)with the complete agenda package: ·Minutes of the Steering Committee meeting held May 27, 2020 Orange County Sanitation District Printed on 6/16/2020Page 1 of 1 powered by Legistar™ Orange County Sanitation District Minutes for the STEERING COMMITTEE Wednesday, May 27, 2020 5:00 PM Board Room Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 CALL TO ORDER A regular meeting of the Steering Committee of the Orange County Sanitation District was called to order by Board Chairman David Shawver on Wednesday, May 27, 2020 at 5:00 p.m. in the Administration Building of the Orange County Sanitation District. The Clerk of the Board stated that the meeting was being held telephonically and via audio/video teleconferencing in accordance with the Governor's Executive Order No. N-29-20, due to the Coronavirus Pandemic (COVID-19) and announced the teleconference meeting guidelines and stated that votes will be taken by roll call. ROLL CALL AND DECLARATION OF QUORUM: A quorum was declared present, as follows: PRESENT:David Shawver, John Withers, Robert Collacott, Peter Kim, Glenn Parker, Tim Shaw and Chad Wanke ABSENT:None STAFF MEMBERS PRESENT: Jim Herberg, General Manager; Kelly Lore, Clerk of the Board; Al Garcia, and Josh Martinez were present in the Board Room; Assistant General Manager Lorenzo Tyner, Assistant General Manager Rob Thompson, Director of Engineering Kathy Millea, Director of Environmental Services Lan Wiborg, Tom Grant, and Tina Knapp participated telephonically. OTHERS PRESENT: Brad Hogin (General Counsel) was present in the Board Room. PUBLIC COMMENTS: None. REPORTS: Chair Shawver stated that the June Operations and Administration Committee meetings will be held on their regular date and time and will continue to take place remotely. There is no Legislative and Public Affairs Committee meeting scheduled for June. Chair Shawver stated that the COVID-19 pandemic has created a very stressful and financial hardship for Orange County. He requested that, if financially feasible, OCSD possibly provide relief for our ratepayers by delaying the scheduled July 1st, 1.2 percent increase rate adjustment for one year. He requested that staff review the potential impact and ability of Page 1 of 3 STEERING COMMITTEE Minutes May 27, 2020 delaying the upcoming rate adjustment and return to the Board of Directors with the information. CONSENT CALENDAR: 1.APPROVAL OF MINUTES 2020-1053 Originator: Kelly Lore MOVED, SECONDED, AND DULY CARRIED TO: Approve Minutes of the Regular Meeting of the Steering Committee held April 22, 2020. AYES:David Shawver, John Withers, Robert Collacott, Peter Kim, Glenn Parker, Tim Shaw and Chad Wanke NOES:None ABSENT:None ABSTENTIONS:None NON-CONSENT: None. INFORMATION ITEMS: None. CLOSED SESSION: CONVENED IN CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(d)(4): The Committee convened in closed session at 5:10 p.m. to discuss one item. Confidential minutes of the Closed Session have been prepared in accordance with the above Government Code Section and are maintained by the Clerk of the Board in the Official Book of Confidential Minutes of Board and Committee Closed Session Meetings. CS-1 CONFERENCE WITH LEGAL COUNSEL RE ANTICIPATED LITIGATION - GOVERNMENT CODE SECTION 54956.9(d)(4) 2020-970 CONVENED IN CLOSED SESSION: Item Heard Number of Potential Cases: 1 Initiation of litigation regarding development fees and conditions on the Orange County Sanitation District’s new Headquarters Building project: City of Fountain Valley. Page 2 of 3 STEERING COMMITTEE Minutes May 27, 2020 RECONVENED IN REGULAR SESSION. The Committee reconvened in regular session at 5:40 p.m. CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION: General Counsel Brad Hogin did not provide a report. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING: Board Chair Shawver requested that Item CS-1 be placed again on the next agenda. ADJOURNMENT: Chair Shawver declared the meeting adjourned at 5:45 p.m. to the next Steering Committee meeting to be held on Wednesday, June 24, 2020 at 5:00 p.m. Submitted by: __________________ Kelly A. Lore, MMC Clerk of the Board Page 3 of 3 Orange County Sanitation District STEERING COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2020-1049 Agenda Date:6/24/2020 Agenda Item No:2. FROM:James D. Herberg, General Manager SUBJECT: GENERAL MANAGER’S FY 2019-2020 WORK PLAN YEAR-END UPDATE GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the General Manager’s FY 2019-2020 Work Plan Year-End Update. BACKGROUND Each year, the General Manager prepares a work plan of activities supporting Orange County Sanitation District’s strategic goals and initiatives to be accomplished during the fiscal year. The General Manager’s FY 2019-2020 work plan was reviewed with the Steering Committee in September 2019 and a mid-year update was provided in January 2020. Attached is the year-end update for the General Manager’s FY 2018-2019 work plan. RELEVANT STANDARDS ·Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard ·Plan for and execute succession, minimizing vacant position times ·Cultivate a highly qualified, well-trained, and diverse workforce ·Maintain and adhere to appropriate internal planning documents (Biosolids, Odor, and Energy Master Plans) ·Use all practical and effective means for resource recovery PRIOR COMMITTEE/BOARD ACTIONS January 2020 - Board of Directors received and filed the mid-year update of the General Manager’s FY 2019-2020 Work Plan. September 2019 - Board of Directors received and filed the General Manager’s FY 2019-2020 Work Plan. August 2019 - Board of Directors received and filed the General Manager’s Fiscal Year 2019-2020 Draft Work Plan. Orange County Sanitation District Printed on 6/17/2020Page 1 of 2 powered by Legistar™ File #:2020-1049 Agenda Date:6/24/2020 Agenda Item No:2. ADDITIONAL INFORMATION The General Manager’s work plan includes 20 goals for the fiscal year.Fifteen items in the work plan have been completed,four are on-schedule for on time completion,and one item remains in progress. FINANCIAL CONSIDERATIONS All items included in the General Manager’s Work Plan were budgeted in the FY 2019-2020 Budget. ATTACHMENT The following attachment(s)may be viewed on-line at the OCSD website (www.ocsd.com)with the complete agenda package: ·General Manager’s FY 2019-2020 Work Plan Year-End Update Orange County Sanitation District Printed on 6/17/2020Page 2 of 2 powered by Legistar™ Orange County Sanitation District 10844 Ellis Avenue, Fountain Valley, CA 92708 714.962.2411 | www.ocsd.com Our Mission: To protect public health and the environment by providing effective wastewater collection, treatment, and recycling June 24, 2020 TO: Chairman and Members of the Board of Directors FROM: James D. Herberg, General Manager SUBJECT: General Manager’s FY 2019-2020 Work Plan Year-End Report __________________________________________________________________ I am pleased to present the year-end report for my Fiscal Year 2019-20 Work Plan. The Work Plan has 20 individual goals organized under the five focus areas of safety and security, succession planning, resource recovery, reliability, and operational optimization. This Work Plan was reviewed and approved by the Steering Committee and Board of Directors in August and September 2019 and a mid-year update was provided in January 2020. 1.Safety and Security •Emergency Preparedness – Develop and conduct an externalemergency response and recovery drill by June 30, 2020 that tests theIntegrated Emergency Response Plan (IERP). UPDATE: Complete. The Great Shakeout Exercise was conducted onOctober 17, 2019 to test the IERP. The exercise included CareAmbulance as external evaluators to provide feedback on any areas ofopportunity for improvement, which will be folded into our current plan. •Safety Engineering Solutions – Complete six of the remaining eightSafety Improvement Construction Projects by June 30, 2020. UPDATE: On-schedule. Six of the eight Safety ImprovementConstruction Projects will be completed by June 30, 2020. Two of theremaining projects are on schedule to be completed in Fiscal Year2020-2021. •Voluntary Protection Program (VPP) Certification – Apply for theVPP certification for Plant No. 1 by June 30, 2020. UPDATE: On-schedule. Staff continues to prepare for OCSD’s forthcoming VPP application which will be submitted to Cal/OSHA byJune 30, 2020. In preparation, staff has assessed and addressed VPPGap Analysis items and met with our VPP mentor site, EasternMunicipal Water District. Additionally, staff attended a Cal/OSHA VPP Page 2 Workshop in December 2019 to obtain updates on the application process. •Physical Security Plan – Complete the development and implementation of a Physical Security Plan by June 30, 2020. UPDATE: Complete. Risk Management staff worked with a consultantto develop OCSD’s Physical Security Plan. The plan will be reviewedby the Executive Management Team and implemented by June 30, 2020. •Cyber Security Plan – Complete the development and implementationof a Cyber Security Plan by June 30, 2020. UPDATE: Complete. The Cyber Security Strategic Plan wascompleted in February 2020. The plan identified several risk factors,four strategic goals and a series of projects to implement over the nextfour years to meet those goals and minimize risk. The plan is meant as a guide to be continuously refined to keep pace with the changing threat environment. 2.Succession Planning •Leadership Development – Provide at least two specialized trainings tailored to the Supervisory Level and one for the EMT/ Managers byJune 30, 2020. UPDATE: Complete. Staff developed and conducted a Return to Work Training for all management staff in September 2019. A second training for management entitled "Navigating Public SectorEmployment" took place on June 16; this virtual training provided thetools and resources needed for supervisors and managers to navigateoversight of employees in the public sector and in a union environment. 3.Resource Recovery •Groundwater Replenishment System (GWRS) Final Expansion –Meet the following milestones to support the final expansion of GWRS: o Advertise for Construction of Project P2-122, Headworks Modifications at Plant No. 2 for GWRS Expansion by January 31,2020. UPDATE: Complete. The Headworks Modification at Plant No. 2 Project advertised for Construction on October 10, 2019, two weeks ahead of its original schedule. Page 3 o Issue Construction Contract Notice to Proceed for Project P2- 122, Headworks Modifications at Plant No. 2 for GWRSExpansion by June 30, 2020. UPDATE: Complete. The Headworks Modification at Plant No. 2Project Construction Contract Notice to Proceed was issued onMarch 2, 2020. •Emerging Contaminants – Work with industry, academic, and agencypartners to develop science-based regulations and an adaptive plan byJune 30, 2020 to address the potential impact of PFAS to OCSD. UPDATE: Complete. PFAS regulations continue to be underdevelopment at the federal and state levels for water, wastewater,solids waste, and biosolids. OCSD has actively collaborated withindustry partners to track and comment on these regulations, develop analytical methods for non-potable water samples, advocate for greaterrecognition for wastewater treatment facilities as passive receivers ofPFAS, and develop cost effective strategies for reducing the potentialimpact of PFAS on OCSD's operation. Currently, OCSD is applyingUSEPA's Interim Groundwater Cleanup Screening Levels for evaluating non-residential episodic discharge requests to mitigatePFAS contributions to OCSD. In addition, OCSD has preparedresources to respond to a pending State investigation order – expectedto be issued in 2020. •Food Waste Digestion Pricing Policy – Present a draft policy andpricing plan to the Board of Directors by June 30, 2020. UPDATE: Complete. Staff presented a draft policy and pricing plan to the Board of Directors at the Operations and Administrative Committees in May 2020. 4.Reliability •Asset Management Plan – Develop an Asset Management Plan by December 31, 2019 that includes an inventory of critical assets for eachprocess area and the collection system; an evaluation of their conditionand performance; and an implementation plan to maintain, rehabilitate,and replace these assets to meet the required levels of service at the lowest life cycle cost and at an acceptable level of risk. UPDATE: Complete. The Asset Management Plan was finalized inDecember 2019 and was presented to the Operations andAdministration Committees in March 2020. Page 4 •Central Generation Engines – Implement an in-house heavymechanical maintenance team and award a contract by December 31,2019 to overhaul two Central Generation Engines. UPDATE: Complete. Heavy Mechanical Maintenance teamimplemented in October 2019. Contract to overhaul two CentralGeneration Engines was awarded in November 2019. •Pump Station Bypass Exercises – Bypass the flow of two PumpStations to prove emergency readiness and use the exercise to do critical valve and electrical maintenance at those Pump Stations by June 30, 2020. UPDATE: On-schedule. MacArthur Pump Station was bypassed onAugust 3, 2019 to replace a failed force main valve. Contract services were utilized to perform the bypass operation due to the long run of temporary pipe installation. Crystal Cove Pump Station will bebypassed the week of June 15, 2020 to perform electrical maintenanceand testing for arc flash incident energy identification and reductionefforts. 5.Operational Optimization •OCSD Headquarters Building – Advertise for the construction ofHeadquarters Complex Site Preparation, Contract No. P1-128C by February 29, 2020. Obtain City of Fountain Valley approvals for the Headquarters Building by June 30, 2020. UPDATE: Progress continues. The Headquarters Site PreparationProject P1-128C advertised for construction on January 30, 2020. The Development Plan Review application for the new Headquarters was submitted to the City of Fountain Valley on March 27, 2020. Staffcontinues to work with the city to obtain approvals. •Document Management – Complete Records Management and Trusted System Needs Assessment by November 30, 2019. UPDATE: Complete. The Records Management and Trusted SystemNeeds Assessment was completed in January 2020. A recommendation to move Records Management to Board Services has been implemented. Next steps include the selection of a RecordsInformation Management System and the implementation of thesystem. •Communications Audit – Complete the audit and provide a report tothe Legislative and Public Affairs Committee by March 30, 2020. Page 5 UPDATE: Complete. The Communications Audit was completed; a report was provided, and a presentation was made to the Legislative and Public Affairs Committee in March 2020. •Capital Project Delivery – Complete a formal design reviewframework by June 30, 2020. Complete a framework for regularupdates of engineering policies and procedures, design guidelines, andengineering standards by June 30, 2020. UPDATE: Complete. Formal implementation plans for a design reviewframework and standard for maintaining policies and procedures,design guidelines, and engineering standards was finalized in March2020. •Solids Handling Optimization – Complete commissioning andoptimize performance of new solids handling facilities at each plant byDecember 31, 2019. UPDATE: Complete. The new solids handling facilities at both facilitieswere commissioned and optimized in December 2019. •Strategic Plan – Complete new Strategic Plan for adoption by the Board of Directors by November 30, 2019. UPDATE: Complete. The Strategic Plan was finalized and adopted bythe Board of Directors on November 20, 2019. •Two Year Budget – Complete new two-year budget for adoption by theBoard of Directors on June 24, 2020. UPDATE: On-schedule. The two-year budget process for Fiscal Years 2020-21 and 2021-2022 began in January 2020 and will be presentedto the Board of Directors for adoption on June 24, 2020. Orange County Sanitation District STEERING COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2020-1092 Agenda Date:6/24/2020 Agenda Item No:3. FROM:James D. Herberg, General Manager Originator: Lorenzo Tyner, Assistant General Manager SUBJECT: INTERIM FOOD WASTE RECEIVING FACILITY, PROJECT NO. P2-124, AND PRICING POLICY DISCUSSION GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Information Item. BACKGROUND Cities in California will be required to divert 50% of organic wastes, including food waste, from landfills by 2020, and 75% by 2025. The Orange County Sanitation District (Sanitation District) has studied and designed a project that will process 150 tons of food waste per day using our existing anaerobic digesters at Plant No. 2. In addition to helping cities meet organic waste diversion requirements, the digestion of food waste will increase methane fuel production and power generation at the Sanitation District’s plants. This additional renewable energy will help the Sanitation District move toward energy self-sufficiency. An information item regarding this project and the tipping fee structure was presented to the May 2020 Operations and Administration Committees. This item is being brought before the Steering Committee for additional discussion. RELEVANT STANDARDS ·Maintain and adhere to appropriate internal planning documents (Biosolids Master Plan) ·Use all practical and effective means for resource recovery ·Ensure the public’s money is wisely spent PROBLEM Cities need to divert food waste from landfills to meet benchmarks set by the State of California that will become effective in 2020 and 2025. The Sanitation District’s planned Interim Food Waste Digestion project will provide 150 tons per day of food waste capacity, and a tipping fee is needed to recover capital and ongoing operating costs. Orange County Sanitation District Printed on 6/16/2020Page 1 of 3 powered by Legistar™ File #:2020-1092 Agenda Date:6/24/2020 Agenda Item No:3. PROPOSED SOLUTION 1.Advertise a Request for Information (RFI)for municipal waste haulers to deliver food waste to the Sanitation District’s digesters.Interested haulers servicing cities in the Sanitation District’s service area will be invited to respond to the RFI indicating how much food waste tonnage they would be willing to send to the Sanitation District. 2.Invite interested haulers to sign an agreement with the Sanitation District stipulating food waste quality requirements and agreeing to an allocation of the 150 tons per day of available capacity in proportion to each hauler’s share of the Sanitation District’s customer base.It is anticipated that there will be more than enough food waste available from within the Sanitation District’s service area,therefore we do not plan to accept food waste from outside the Sanitation District’s service area. 3.Staff is recommending that the tipping fee be established to recover the Sanitation District’s Capital and Operating costs with a capital recovery period between 5 and 10 years. TIMING CONCERNS Staff recommends the agreements be in place with waste haulers prior to starting construction. Bidding and construction will take approximately two years.Therefore,staff recommends moving forward now to ensure that the facility is up and running as soon as possible,and prior to the regulatory deadline of 2025 at the latest. RAMIFICATIONS OF NOT TAKING ACTION The Sanitation District would miss out on the opportunity to help solve the organics waste diversion requirements set by the state of California while becoming more energy self-sufficient. PRIOR COMMITTEE/BOARD ACTIONS May 2020 - Informational presentation to the Operations and Administration Committees. July 2019 - Informational presentation to Operations and Administration Committees. September 2018 -Approved a Professional Design Services Agreement with Kennedy/Jenks Consultants to provide engineering services for Interim Food Waste Receiving Facility,Project No.P2 -124, for an amount not to exceed $695,000; and approved a contingency of $69,500 (10%). ADDITIONAL INFORMATION This item was discussed at the May 2020 Operations and Administration Committee meetings. Among items discussed was the merit of establishing a payback period of 5 or 10 years.The attached letter from the City of Brea was received on May 19,2020 stating the City’s preference for establishing the tipping fee based on a 10-year payback which would result in a lower tipping fee. CEQA This project was covered under the Biosolids Master Plan Program Environmental Impact Report, adopted by the Board on June 27,2018.A Notice of Determination was filed on September 27, Orange County Sanitation District Printed on 6/16/2020Page 2 of 3 powered by Legistar™ File #:2020-1092 Agenda Date:6/24/2020 Agenda Item No:3. 2018, after Board approval of the Professional Design Services Agreement. FINANCIAL CONSIDERATIONS This is an information item. Project No. P2-124 has been budgeted. ATTACHMENT The following attachment(s)may be viewed on-line at the OCSD website (www.ocsd.com)with the complete agenda package: ·May 19, 2020 Letter from the City of Brea Orange County Sanitation District Printed on 6/16/2020Page 3 of 3 powered by Legistar™ City of Brea May 19, 2020 Mr. James 0. Herberg, General Manager 10844 El lis Ave. Fountain Valley, CA 92708 Dear General Manager Herberg: I want to thank Orange County Sanitation District (OSCO) for their leadership in helping cities achieve compliance with SB 1383. It is the cooperation and partnership among public agencies that help us bridge solutions fo r our respective communities. OCSD Member Parker shared some highlights of your proposed Interim Food Waste Receiving Facility with our C ity team. We would like to offer some insight on the proposed project from a City Management viewpoint. The State has saddled us with an enormous burden of ever growing unfunded mandates as is relates to AB 32 -California Global Warming Solutions Act. Compliance with this act has increased costs, which unfortunately are passed on to the residents and businesses to comply with the State mandates. It is important for us to be mindful of how we pass along these cost, and as you deliberate how OCSD would recover costs, I strongly advocate for the Ten-Year Capital Recovery. There are a few important considerations: • The solid waste providers will have to implement changes to their processes to create the food waste slurry to the specification of OSCO and may have to purchase new equipment. W ith a shorter amortization by the OCSD it will drive up costs for the consumer to cover not only OSCD's Ten-Year Capital Recovery but the refuse haulers cost as wel I. • The OSCO cost structure must be competitive in the marketplace and by keeping the per ton rates at longer ten-year Ten-Year Capital Recovery, we believe you will draw much more interest by the solid waste providers. • Stabilizing per ton rates fo r a longer term may al low you to extend contracts to secure food waste slurry for a longer period of time and maintain a predictable cash flow of City Council Marty Simonoff Mayor Steven Vargas Mayor Pro Tern Cecilia Hupp Council Member Christine Marick Council Member Glenn Parker Council Member Civic & Cultural Center • I Civic Center Circle • Brc:i, California 92821-5732 • 7 [4/990-7600 • FAX. 714/990-2258 • www.ciryofbrc:i.net Q. Recycled c,t1 rio m.coc-001111 cn,rnc May 19, 2020 General Manager Herberg Page 2 of2 funds to OSCO. A longer contract term may limit the ability of the solid waste providers to look for cheaper disposable alternatives that may come forward in the future. Whatever we can do to stabilize the long-term rates for our consumers will be a benefit for all and we sincerely appreciate your efforts to provide a solution here in Orange County. If you would like to discuss further or if I can be of any assistance, please do not hesitate to contact me at 714- 990-7710. Sincerely, Bill Gallardo City Manager Tony Olmos Public Works Director Orange County Sanitation District STEERING COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2020-1112 Agenda Date:6/24/2020 Agenda Item No:CS-1 FROM:James D. Herberg, General Manager SUBJECT: CONFERENCE WITH LEGAL COUNSEL RE ANTICIPATED LITIGATION - GOVERNMENT CODE SECTION 54956.9(D)(4) RECOMMENDATION: Convene in Closed Session: Number of Potential Cases: 1 Initiation of litigation regarding development fees and conditions at Project OCSD Headquarters Building: City of Fountain Valley BACKGROUND 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 or potential litigation, or personnel matters. 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 the Board takes final action on any of these subjects, the minutes will reflect all required disclosures of information. RELEVANT STANDARDS ·Government Code Sections 54956.8, 54956.9, 54957, or 54957.6, as noted ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: ·Memo from General Counsel Orange County Sanitation District Printed on 6/16/2020Page 1 of 1 powered by Legistar™ 1114541.2 555 AN T O N B O U L E V A R D, SU I T E 12 0 0 C O S T A ME S A , CA 9 2 6 26-7 6 70 (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: June 16, 2020 RE: Closed Session Items The Steering Committee desires to hold a closed session on June 24, 2020 for the purpose of conferring with its legal counsel regarding potential litigation. Based on existing facts and circumstances, the Committee is deciding whether to initiate litigation against another party. The closed session will be held pursuant to the authority of California Government Code Section 54956.9(d)(4). The facts and circumstances are as follows: a dispute has arisen between the City of Fountain Valley and the District regarding fees and conditions that the City seeks to impose on the District’s construction of a new headquarters building. In the view of the District, these fees and conditions are unlawful. Respectfully submitted, By_________________________________ Bradley R. Hogin, General Counsel Orange County Sanitation District STEERING COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2020-1005 Agenda Date:6/24/2020 Agenda Item No:CS-2 FROM:James D. Herberg, General Manager SUBJECT: PUBLIC EMPLOYEE PERFORMANCE EVALUATION 54957(B)(1) RECOMMENDATION: Convene in Closed Session: Public Employee Performance Evaluation Number of Employees: 1 ·General Manager BACKGROUND 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 or potential litigation, or personnel matters. 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 the Board takes final action on any of these subjects, the minutes will reflect all required disclosures of information. RELEVANT STANDARDS ·Government Code Sections 54956.8, 54956.9, 54957, or 54957.6, as noted ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: ·Memo from General Counsel Orange County Sanitation District Printed on 6/16/2020Page 1 of 1 powered by Legistar™ 1474148.1 555 AN T O N B O U L E V A R D, SU I T E 12 0 0 C O S T A ME S A , CA 9 2 6 26-7 6 70 (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: June 16, 2020 RE: Closed Session Items The Steering Committee desires to hold a closed session on June 24, 2020 for the purpose of the performance evaluation of the District’s General Manager. Said closed session will be held pursuant to authority of California Government Code Section 54957(b)(1). Respectfully submitted, By:_________________________ Bradley R. Hogin, General Counsel ORANGE COUNTY SANITATION DISTRICT COMMON ACRONYMS ACWA Association of California Water Agencies LOS Level Of Service RFP Request For Proposal APWA American Public Works Association MGD Million Gallons Per Day RWQCB Regional Water Quality Control Board AQMD Air Quality Management District MOU Memorandum of Understanding SARFPA Santa Ana River Flood Protection Agency ASCE American Society of Civil Engineers NACWA National Association of Clean Water Agencies SARI Santa Ana River Interceptor BOD Biochemical Oxygen Demand NEPA National Environmental Policy Act SARWQCB Santa Ana Regional Water Quality Control Board CARB California Air Resources Board NGOs Non-Governmental Organizations SAWPA Santa Ana Watershed Project Authority CASA California Association of Sanitation Agencies NPDES National Pollutant Discharge Elimination System SCADA Supervisory Control And Data Acquisition CCTV Closed Circuit Television NWRI National Water Research Institute SCAP Southern California Alliance of Publicly Owned Treatment Works CEQA California Environmental Quality Act O & M Operations & Maintenance SCAQMD South Coast Air Quality Management District CIP Capital Improvement Program OCCOG Orange County Council of Governments SOCWA South Orange County Wastewater Authority CRWQCB California Regional Water Quality Control Board OCHCA Orange County Health Care Agency SRF Clean Water State Revolving Fund CWA Clean Water Act OCSD Orange County Sanitation District SSMP Sewer System Management Plan CWEA California Water Environment Association OCWD Orange County Water District SSO Sanitary Sewer Overflow EIR Environmental Impact Report OOBS Ocean Outfall Booster Station SWRCB State Water Resources Control Board EMT Executive Management Team OSHA Occupational Safety and Health Administration TDS Total Dissolved Solids EPA US Environmental Protection Agency PCSA Professional Consultant/Construction Services Agreement TMDL Total Maximum Daily Load FOG Fats, Oils, and Grease PDSA Professional Design Services Agreement TSS Total Suspended Solids gpd gallons per day PFAS Per- and Polyfluoroalkyl Substances WDR Waste Discharge Requirements GWRS Groundwater Replenishment System PFOA Perfluorooctanoic Acid WEF Water Environment Federation ICS Incident Command System PFOS Perfluorooctanesulfonic Acid WERF Water Environment & Reuse Foundation IERP Integrated Emergency Response Plan POTW Publicly Owned Treatment Works WIFIA Water Infrastructure Finance and Innovation Act JPA Joint Powers Authority ppm parts per million WIIN Water Infrastructure Improvements for the Nation Act LAFCO Local Agency Formation Commission PSA Professional Services Agreement WRDA Water Resources Development Act ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS 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. 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 (D/T) – 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 OCSD provides 70 million gallons per day of drinking quality water to replenish the local groundwater supply. LEVEL 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 GWRS process and is eliminated using hydrogen peroxide with extra ultra-violet treatment. NATIONAL BIOSOLIDS PARTNERSHIP (NBP) – An alliance of the NACWA and WEF, with advisory support from the EPA. 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. PER- AND POLYFLUOROALKYL SUBSTANCES (PFAS) – A large group (over 6,000) of human-made compounds that are resistant to heat, water, and oil and used for a variety of applications including firefighting foam, stain and water-resistant clothing, cosmetics, and food packaging. Two PFAS compounds, perfluorooctanesulfonic acid (PFOS) and perfluorooctanoic acid (PFOA) have been the focus of increasing regulatory scrutiny in drinking water and may result in adverse health effects including developmental effects to fetuses during pregnancy, cancer, liver damage, immunosuppression, thyroid effects, and other effects. PERFLUOROOCTANOIC ACID (PFOA) – An ingredient for several industrial applications including carpeting, upholstery, apparel, floor wax, textiles, sealants, food packaging, and cookware (Teflon). PERFLUOROOCTANESULFONIC ACID (PFOS) – A key ingredient in Scotchgard, a fabric protector made by 3M, and used in numerous stain repellents. PLUME – A visible or measurable concentration of discharge from a stationary source or fixed facility. 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. 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. ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS 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.