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HomeMy WebLinkAbout1999-03-10DRAFT FILED IN THE OFFICE OF THE SECRETARY ORAN E COU ~rv SANITATION DISTRICT • MAR 2 4 1999 /lf.=--=---•• MINUTES OF FINANCE. ADMINISTRATION AND HUMAN RESOURCES COMMITTEE MEETING Orange County Sanitation District Wednesday, March 10, 1999, 5:00 p.m. A meeting of the Finance, Administration and Human Resources Committee of the Orange County Sanitation District was held on March 10, 1999 at 5:00 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: FAHR COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Thomas Saltarelli, Chair Mark Leyes, Vice Chair Shawn Boyd John M. Gullixson Mark A. Murphy Peer Swan, Board Vice Chair John J. Collins, Past Board Chair Jan Debay, Board Chair Directors Absent: Shirley McCracken (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS There were none. Terry Andrus, General Counsel Stephen Sheldon, Sheldon & Associates Adam Probolsky, Adam D. Probolsky & Associates Toby Weissert, Carollo Engineers STAFF PRESENT: Don McIntyre, General Manager Blake Anderson, Assistant General Manager David Ludwin, Director of Engineering Mike Peterman, Director of Human Resources Gary Streed, Director of Finance Michelle Tuchman, Director of Communications Steve Kozak, Financial Manager Greg Mathews, Assistant to the General Manager Mike White, Controller Jon Thomsic, Senior Engineer Lenora Crane, Committee Secretary OCSD • P.O. Box 8127 • Fountain Valley, CA 92728-8127 • (714) 962-2411 Minutes of the Finance, Administration and Human Resources Committee Meeting Page2 March 10, 1999 (4) RECEIVE, FILE AND APPROVE DRAFT MINUTES OF PREVIOUS MEETING It was moved, seconded and duly carried to approve the minutes of the February 10, 1999, Finance, Administration and Human Resources Committee as drafted. (5) REPORT OF THE COMMITTEE CHAIR • Chair Saltarelli reminded the Committee that a FAHR Committee Workshop is scheduled for April 10, 1999, at 9:00 p.m., and that all Directors are being invited. • The next regular FAHR meeting is scheduled for April 14, 1999, at 5:00 p.m. • There will be a closed session tonight regarding the status of labor negotiations with the Supervisory and Professional Employees. (6) REPORT OF THE GENERAL MANAGER General Manager Don McIntyre reported that Supervisor Jim Silva will be on the Board and will be a member of the FAHR Committee beginning in April. (7) REPORT OF ASSISTANT GENERAL MANAGER Assistant General Manager Blake Anderson updated the Committee on his trip to Washington, D.C. last week. He advised that he, and representatives of the Municipal Water District of Orange County and the Orange County Water District, met with politicians from Orange County regarding the Groundwater Replenishment System (GWRS) project, and their continued interest in receiving funding of $20 million from the Bureau of Reclamation to help support the cost. They also met with some Watershed members from Riverside and San Bernardino County to discuss watershed issues such as flood control and manure management. (8) REPORT OF DIRECTOR OF FINANCE Mr. Streed advised that several reports were placed before the Directors just prior to the meeting. • The Treasurer's Report for February was placed before the Committee prior to the meeting in accordance with the Investment Policy and Government Code requirements. • A copy of a letter sent to Director Mccraken, in response to some questions that the City of Anaheim staff had regarding connection fees, was also distributed to the Committee. Most of the City's questions could probably have been answered if they had access to the Carollo report which was sent along with the letter. Mr. Streed noted that the questions from the City were well drafted. • A one-page rating summary for item 13(b) was also placed before the Committee. • Another hand-out will also be distributed which responds to questions raised at the Committee's February meeting regarding Capital Project cost allocations. Minutes of the Finance, Administration and Human Resources Committee Meeting Page 3 March 10, 1999 • Mr. Streed announced that Board Secretary Penny Kyle will be taking over the FAHR Committee Secretary responsibilities, due to a change in procedures. Penny will be preparing the Agenda and taking the minutes possibly as early as next month. • General Manager Don McIntyre further advised the Committee that Penny will be taking over the responsibilities of all three Committees. (9) REPORT OF DIRECTOR OF HUMAN RESOURCES The Director of Human Resources Mike Peterman had no report. (10) REPORT OF DIRECTOR OF COMMUNICATIONS • Director of Communications Michelle Tuchman reported that staff developed a new Earthquake Preparedness brochure on personal wastewater management, and worked with the Orange County Health Care Agency in compiling the material to make sure it met their specifications and concerns. The Health Care Agency will also be distributing the brochure. Copies are being sent to the cities, and will also be included in the packets we hand out at the Orange County Fair. • The information contained in another brochure distributed to the Directors in their Board packets last month was received from an outside agency. Staff edited the material and designed the brochure. The California Department of Toxic Substances Control, Office of Pollution Prevention, was so pleased with the brochure that they have asked if they can use it. (11) REPORT OF GENERAL COUNSEL General Counsel Terry Andrus had no report. (12) CONSENT CALENDAR ITEMS (Items A-C) A FAHR99-12: Receive and file Treasurer's Report for the month of February 1999: The Treasurer's Report was handed out at the FAHR Committee meeting in accordance with the Board-approved Investment Policy, and in conformance to the Government Code requirement to have monthly reports reviewed within 30 days of month end. 8. FAHR99-13: Receive and file Certificates of Participation (COP) Monthly Report. C. FAHR99-14: Receive and file Employment Status Report as of February 25, 1999. END OF CONSENT CALENDAR Consideration of items deleted from Consent Calendar, if any. There were none. Minutes of the Finance, Administration and Human Resources Committee Meeting Page 4 March 10, 1999 Motion: Moved, seconded and duly carried to approve the recommended actions for items specified as 12(A) through 12(C) under Consent Calendar. (13) ACTION ITEMS (Items A-C) A. FAHR99-15: 1) Approve Professional Services Agreement (PSA) with Makesense, Inc., for utility and telecommunications auditing services; and 2) Approve such services on a contingency fee basis that are calculated as: a) 50% fee for all recovered overcharges and, b) the equivalent of twelve (12) months savings for all implemented cost reduction strategies. Motion: Moved, seconded and duly carried to approve staffs recommendation. The Committee further directed staff to attempt to negotiate the fee downward. 8. FAHR99-16: Approve Professional Services Agreement (PSA) for a consultant to review sewer service fees and Assessor's data, and authorize the General Manager to enter into a contingency fee agreement for services for a period of 12 months. Mr. Streed reviewed the results of the interview panels for the Committee. A lengthy discussion took place regarding whether or not the successful bidder should perform a one or four-year collection effort, whether to use the new rate structure or the old one if a four-year effort is selected, and the fees that the two bidders will charge for a one- year effort. The Committee was unable to agree on awarding the project to either bidder because one of the bidding firms had not included a firm price in their proposal for a one-year effort. Several motions were made, amended and withdrawn. The final approved motion follows: Motion: Moved, seconded and duly carried, with one No vote, to direct staff to contact both bidders requesting that they submit a best and final proposal, with qualifications, on a one-year basis. This item is to be brought back to the Committee next month with a staff recommendation. C. FAHR99-17: Receive and file the preliminary FY 1999-00 Capital Improvement Program Budget. Director Swan requested that staff identify any projects that are brand new so that a distinction can be made, since there are some in design and under construction. Motion: Moved, seconded and duly carried to approve staffs recommendation. (14) INFORMATIONAL PRESENTATION A. Plant Reinvention and Automation Project Status Report. Engineering Director David Ludwin introduced Jon Thomsic, Senior Engineer, who gave a presentation on the status of Job No. J-42, Plant Reinvention and Automation Project. . ~ Minutes of the Finance, Administration and Human Resources Committee Meeting Page 5 March 10, 1999 (15) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There was no other business discussed. (16) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT There were none. (17) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (18) CONSIDERATION OF UPCOMING MEETINGS The next FAHR Committee meeting is scheduled for April 14, 1999 at 5:00 p.m. (19) CLOSED SESSION The Chair reported to the Committee the need for a Closed Session, as authorized by Government Code Sections 54957 .6, to discuss and consider the item that is specified as Item 19(A)(1) on the published Agenda. The Committee convened in closed session at 6:50 p.m. Confidential Minutes of the Closed Session held by the Finance, Administration and Human Resources Committee have been prepared in accordance with California Government Code Section 54957.2, and are maintained by the Board Secretary in the Official Book of Confidential Minutes of Board and Committee Closed Meetings. No reportable action was taken re Agenda Item 19 (A)(1). At approximately 8:05 p.m., the Committee reconvened in regular session. (20) ADJOURNMENT The Chair declared the meeting adjourned at approximately 8:10 p.m. Submitted by: ~ ~ FAHR Committee Secretary H:\wp.dlaVin\210\crane\FAHR\Fahr99\Marl03-99MIN.doc STATE OF CALIFORNIA ) ) SS. COUNTY OF ORANGE ) Pursuant to California Government Code Section 54954.2, I hereby certify that the Notice and the Agenda for the Finance, Administration and Human Resources meeting held on March 10, 1999, was duly posted for public inspection in the main lobby of the District's offices on March 5 1999. Posted: By: IN WITNESS WHEREOF, I have hereunto set my hand this 10th day of March 1999. Penny Kyle, Secreta County Sanitation DI YA_ ........... _auv' ________ v __ --_Z:-___ , 1999, -----8 M ~~ 6,#/TJ__ _/ l \Ir adon\data 1 \wp.dta\fin\21 0\crane\FAH R\Fahr99\M ar\C ERTP003·99 .doc DISTRIBUTION FAHR COMMITTEE MEETING PACKAGE Full Agenda Package 44 Committee 13 & Mailing List Donald F. McIntyre 1 Blake P. Anderson 1 (3-hole punched) Dan Dillon 1 Marc Dubois 1 Jeff Esber 1 Ed Hodges 1 Steve Kozak 1 Penny Kyle 2 David Ludwin 1 Greg Mathews 1 Partick Miles 1 Bob Ooten 1 Mike Peterman 1 Gary Streed 1 Michelle Tuchman 1 (3-hole punched) Robert Ghirelli 1 Terri Josway 1 Dan Tunnicliff (H.R.) 1 Mike White 1 (3-hole punched) Cagle, Brad 1 Lisa Tomko 1 Bob Geggie 1 Jim Herberg 1 Patricia Jonk 1 Lenora Crane 1 File 1 Extras 4 Notices and Agenda 12 Posting 1 Jean Tappan (include Mins) 1 Anna Ubaldini 1 Frankie Woodside 1 Patricia Magnante 1 Janet Gray 1 Security 1 Extras 5 Ron Zenk, Dist. 14 Treasurer"s Report Only C H:\WP.DTA\FIN\210\CRANE\FAHR\DISTRIBUTIONLISTFAHR.DOC phone: (7141 962-2411 mailing address: P.O. Box B127 Fountain Valley, CA 92726-8127 street address: 10B44 Ellis Avenue Fountain Valley, CA 9270B-701B Member Agencies • Cities Anaheim Brea Buena Park Cypress Fountain Valley Fullerton Garden Grove Huntington Beach Irvine Ls Habra La Palma Los Alamitos Newport Beach Orange Placentia Santa Ana Seal Beach Stanton Tustin Villa Park Yorba Linda County of Orange Sanitary Districts Costa Mess Midway City Water Districts Irvine Ranch •RANGE COUNTY SANITATION DISTRICT NOTICE OF MEETING FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, MARCH 10, 1999 -5:00 P .M. DISTRICT'S ADMINISTRATIVE OFFICES 10844 ELLIS AVENUE FOUNTAIN VALLEY, CALIFORNIA 92708 A regular meeting of the Finance, Administration and Human Resources Committee of the Board of Directors of the Orange County Sanitation District, will be held at the above location, date and time. "To Protect the Public Health and the Environment through Excellence in Wastewater Systems· FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE MEETING DATES FAHR Committee Meeting Dates March 10, 1999 April 14, 1999 May 12, 1999 June 9, 1999 July 14, 1999 None Scheduled September 8, 1999 October 13, 1999 November 10, 1999 December 8, 1999 None Scheduled February 9, 2000 March 8, 2000 Board Meeting Dates March 24, 1999 April 28, 1999 May 26, 1999 June 23, 1999 July 21, 1999 August 25, 1999 September 22, 1999 October 27, 1999 November 17, 1999 December 15, 1999 January 26, 2000 February 23, 2000 March 22, 2000 ROLL CALL FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE Meeting Date: March 10, 1999 Time: 5:00 p.m. Adjourn: ____ _ COMMITTEE MEMBERS THOMAS R. SALTARELLI (Chair) ................................................ . MARK LEYES (Vice Chair) .......................................................... .. SHAWN BOYD .............................................................................. . JOHN M. GULLIXSON .................................................................. . SHIRLEY MC CRACKEN ............................................................. .. MARK A. MURPHY ....................................................................... . JAN DEBAY (Board Chair) .......................................................... .. PEER SWAN (Board Vice Chair) .................................................. . JOHN J. COLLINS (Past Board Chair) ......................................... . OTHERS TOM WOODRUFF, General Counsel ............................................. .. RYAL WHEELER ..................................................................... . STAFF DON MCINTYRE, General Manager ............................................... . BLAKE ANDERSON, Assistant General Manager ......................... . ED HODGES, Director of General Services Administration ......... .. DAVID LUDWIN, Director of Engineering ..................................... .. BOB OOTEN, Director of Operations & Maintenance ................... .. MIKE PETERMAN, Director of Human Resources ........................ .. GARY STREED, Director of Finance .............................................. . MICHELLE TUCHMAN, Director of Communications ................... .. PATRICK MILES, Director of Information Technology ................. .. ROBERT GHIRELLI, Director of Technical Services ..................... . STEVE KOZAK, Financial Manager ............................................... . MIKE WHITE, Controller ................................................................ .. GREG MATHEWS, Assistant to the General Manager ................... . LISA TOMKO, Human Resources Manager ................................... . JON THOMSIC, Senior Engineer .................................................... . LENORA CRANE, Committee Secretary ....................................... .. c: Debra Lecuna AGENDA REGULAR MEETING OF THE "~•1.,·,.,.,,r. •. ~ ~ ~ ~·"""1~,:. ~&!t,::;:1 ~· _'i- 1::-",w:~'{1'-.......... ,::x,;.. :• \'" . . . *· -~··--:'II, ·* ~;,. %;,:r-~~ ·, '. -~~~" "1,,r•i.i••~"- FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, MARCH 10, 1999, AT 5:00 P.M. ADMINISTRATIVE 0~1c·E 10844 Ellis Avenue Fountain Valley, California 92708 In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the District's Administrative Offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda item are available for public inspection in the Office of ihe Board Secretary. In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or that there is a need to take immediate action which need came to the attention of the Committee subsequent to the posting of the agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. (1) ROLL CALL (2) APPOINTMENT OF CHAIR PRO TEM, 'IF NECESSARY (3) PUBLIC COMMENTS All persons wishing to address the Finance, Administration and Human Resources Committee on specific agenda items or matters of general interest should do so at this time. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to five minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). 2 March 10, 1999 (4) APPROVE MINUTES OF PREVIOUS MEETING Approve draft minutes of the February 10, 1999, Finance, Administration and Human Resources Committee meeting. (5) REPORT OF COMMITTEE CHAIR (6) REPORT OF GENERAL MANAGER (7) REPORT OF ASSISTANT GENERAL MANAGER (8) REPORT OF DIRECTOR OF FINANCE (9) REPORT OF DIRECTOR OF HUMAN RESOURCES (10) REPORT OF DIRECTOR OF COMMUNICATIONS (11) REPORT OF GENERAL COUNSEL (12) CONSENT CAl.:ENDAR ITEMS (A -C) Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: · All matters placed ori the consent calendar are eonsidered as not requiring disc_ussion or further explanation and i unless any particular item is requested to be removed from the consent calendar by a Director, staff member or I member of the public in attendance, there will be no separate discussion of these items. All items on the consent I calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions f included on the consent calendar. All items removed from the consent calendar shall be considered in the regular J. 1 • order of business. 1 Members of the public who wish to remove an item from the consent calendar shall, upon recognition by the chair, state their name, address and designate by number the item to be removed from the consent calendar. _The Chair will determine if any items are to be deleted from the consent calendar. A. FAHR99-12: Receive and file Treasurer's Report for the month of February 1999: The Treasurer's Report will be handed out at the FAHR Committee meeting in accordance with the Board-approved Investment Policy, and in conformance to the Government Code requirement to have monthly reports reviewed within 30 days of month end. 3 March 10, 1999 B. FAHR99-13: Receive and file Certificates of Participation (COP) Monthly Report. C. FAHR99-14: Receive and file Employment Status Report as of February 25, 1999. END OF CONSENT CALENDAR Consideration of items deleted from Consent Calendar, if any. (13) ACTION ITEMS (A -C) A. FAHR99-15: B. FAHR99-16: C. FAHR99-17: 1) Approve Professional Services Agreement (PSA) with Makesense, Inc., for utility and telecommunications auditing services; and 2) Approve such services on a contingency fee basis that are calculated as: a) 50% fee for all recovered overcharges and, b) the equivalent of twelve (12) months savings for all implemented cost reduction strategies. (Greg Mathews -15 minutes) Approve Professional Services Agreement (PSA) for a consultant to review sewer service fees and Assessor's data, and authorize the General Manager to enter into a contingency fee agreement for services for a period of 12 months. (Gary Streed -15 minutes) Receive and file the preliminary FY 1999-00 Capital Improvement Program Budget. (Mike White -10 minutes) (14) INFORMATIONAL PRESENTATIONS {A) A. Plant Reinvention and Automation Project Status Report. (Jon Thomsic -25 minutes) (15) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY (16) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING 4 March 10, 1999 (17) MATTERS WHICH A DIR!iCTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT (18) FUTURE METING DATES The next Finance, Administration and Human Resources Committee Meeting is scheduled for April 14, 1999, at 5:00 p.m. (19) CLOSED SESSION During the course of conducting the busihess set forth on this' agenda as a regular meeting of the Committee, the Chair may convene the Committee 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) employee actions or negotiations with employee representatives; or which are exempt from public disclosure under hthe California Public Records Act, may be reviewed by the Committee during a permitted closed session and are I not available for public Inspection. At such time as final actions are taken by the Committee on any of these l~!:!_bjects, the minutes will refle.ct all required di_sclosures of information. A. Convene in closed session. 1. Confer with District's Negotiator re pending MOU Labor Negotiations with S&PMT Group, Government Code Section 54957.6. 2. Reconvene in regular session. 3. Consideration of action, if any, on matters considered in closed session. (20) ADJOURNMENT le \'v'adon\data 1 \wp.dta\fin\21 Olcrane\F AH R\F ahr99\Mar\03-99Agenda.doc !Notice To Committee Members: For any questions on the agenda or to place any items on the agenda, Committee members should contact the Committee Chair or Secretary ten days in advance of the Committee meeting. Committee Chair: (714) 833-2213 Committee Secretary: (714) 593-7551 _________________ ....,,_.Q.!4} 962-3954 (FAX) Thomas Saltarelli Lenora Crane i I I March 10, 1999 General Manager's Quarterly Purchasing Report Information Consolidated Purchasing & Delegation Policy Action Consider Preliminary Budget Status Report Information ,.; Renewal of Excess Worker's Compensation Insurance Action Consider Replacing COP Liquidity Providers Action Preliminary Budget Update Information 1998-99 Third-Quarter Financial & Operational Report Action Quarterly Investment Management Report Information Consider Preliminary 1999-2000 User Fees Information Consider Preliminary 1999-2000 Connection Fees Information Adjustment to Standby Pay Action Review Internal Communications Survey Information Consider 1999-2000 Budgets Action Consider Final 1998-2000 User Fees Action :11:: 'I Renewal of All-Risk Property Insurance Action CSDOC e P.O. Box 8127 e Fountain Valley, CA 92728-8127 e (714) 962-2411 DRAFT MINUTES OF FINANCE. ADMINISTRATION AND HUMAN RESOURCES COMMITTEE MEETING Orange County Sanitation District Wednesday, February 10, 1999, 5:30 p.m. A meeting of the Finance, Administration and Human Resources Committee of the Orange County Sanitation District was held on February 10, 1999 at 5:30 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: FAHR COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Thomas Saltarelli, Chair Mark Leyes, Vice Chair Shawn Boyd John M. Gullixson Shirley McCracken Peer Swan, Board Vice Chair John J. Collins, Past Board Chair Directors Absent: Jan Debay, Board Chair Mark A. Murphy Todd Spitzer (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS There were none. Tom Woodruff, General Counsel Ryal Wheeler, Foreman STAFF PRESENT: Don McIntyre, General Manager Blake Anderson, Assistant General Manager Mike Peterman, Director of Human Resources Gary Streed, Director of Finance Patrick Miles, Director of Information Technology Michelle Tuchman, Director of Communications Lisa Tomko, Human Resources Manager Steve Kozak, Financial Manager Greg Mathews, Assistant to the General Manager Mike White, Controller Larry Kraemer, O&M Engineer Jim Herberg, Engineering Supervisor Rob Thompson, Plant Automation Manager Lenora Crane, Committee Secretary OCSD • P.O. Box 8127 • Fountain Valley, CA 92728-8127 • (714) 962-2411 Minutes of the Finance, Administration and Human Resources Committee Meeting Page 2 February 10, 1999 (4) RECEIVE, FILE AND APPROVE DRAFT MINUTES OF PREVIOUS MEETING It was moved, seconded and duly carried, with Directors Boyd and McCracken abstaining, to approve the minutes of the December 9, 1998 Finance, Administration and Human Resources Committee as drafted. (5) REPORT OF THE COMMITTEE CHAIR Chairman Saltarelli welcomed new Directors Shirley McCracken and Shawn Boyd to the Committee. The Chair then recognized Director Mark Leyes as the Committee's new Vice Chair. (6) REPORT OF THE GENERAL MANAGER General Manager Don McIntyre reported to the Committee the need to add two items requiring immediate action that arose subsequent to the publication of the agenda: A) Compensate the Kern County, Wheeler Ridge property owner for a second month's payment of $10,400, and; B) Approve a Professional Services Agreement with Bristol Systems for Year 2000 Compliance technical assistance to complete embedded systems assessment, reparation, and testing not to exceed $192,000 through September 30, 1999. Mr. McIntyre reported that the emergency items could be added to the agenda pursuant to Government Code Section 54954.2(b)(2) upon a two- thirds' vote of the Committee. It was moved, seconded, and unanimously carried to add two items to the Agenda pursuant to Government Code Section 54954.2(b)(2) Mr. McIntyre advised that two reports were placed before the Committee just prior to the meeting pertaining to the respective emergency items. The Chair advised that these two items would be added to the agenda right after the Consent Calendar. (7) REPORT OF ASSISTANT GENERAL MANAGER Assistant General Manager Blake Anderson had no report. (8) REPORT OF DIRECTOR OF FINANCE Mr. Streed advised that several reports were placed before the Directors just prior to the meeting. • A report by Carollo Engineers dealing with connection and user fees. The report was not mailed with the agenda package because many Directors received a copy during the user fee discussions last year, however, Mr. Streed felt the report might be useful to the Committee during the connection fee discussion this evening. Mr. Streed noted that the connection fee comparative numbers are located on Page A 18 of the Carollo report. • The Treasurer's Report for January was placed before the Committee prior to the meeting in accordance with the Investment Policy and Government Code requirements. For the benefit of the new Directors, Mr. Streed explained that data for this report is not available at the time of the agenda mailings each month and, therefore, the report is handed out at the meeting in order to meet the end of month 30-day requirement. Since there was no FAHR Committee meeting last month, the Treasurer's Report went directly to the Board. Minutes of the Finance, Administration and Human Resources Committee Meeting Page 3 February 10, 1999 • Three pages dealing with connection fee comparative data were also placed before the Committee just prior to the meeting. Mr. Streed further reported that an item on tonight's Consent Calendar deals with General Manager's purchases over $50,000, and is the second time the Committee has considered this item. Staff is in the process of rewriting the Purchasing Authority and Resolution that may eliminate the Committee's requirement of a report every quarter on these purchases. (9) REPORT OF DIRECTOR OF HUMAN RESOURCES The Director of Human Resources Mike Peterman advised that there would be a short closed session on the Supervisor and Professional Management Team labor negotiations and arbitration tonight. Mr. Peterman reported to the Committee the results of the Human Resources Survey. He advised that normally the results are only reported in an article in The Pipeline, the District's newsletter, however, since this year's results were particularly negative in the areas of confidentiality, productivity and communications, he felt a report would be appropriate. Mr. Peterman explained the survey process, the survey results, obvious reasons for this year's low ratings, and he offered suggestions on how to improve ratings in the future. (10) REPORT OF DIRECTOR OF COMMUNICATIONS • The Director of Communications Michelle Tuchman reported that Dave Parrish, a reporter from The Register, has contacted the District requesting information on the status of Mr. Ray Littrell's efforts concerning the District's user fees. Mr. Parrish is aware that Mr. Littrell has been to the Grand Jury and that the Grand Jury has visited the District. Staff is providing Mr. Parrish with a copy of a letter the Grand Jury sent to the District which states we are doing a good job; a copy of a letter General Manager Don McIntyre sent to Sheldon Singer, who is the Grand Jury Foreman; and a copy of a Request for Proposals that the Finance Department sent out requesting proposals for a company or individual to look at government- owned parcels relating to sewer service rates. The responses to the RFP are due in next Thursday. Michelle reviewed Mr. Littrell's general complaint for the Committee and Mr. Littrell's contacts with the District, news media and Grand Jury. • Staff has just completed work on redesigning and updating the District's wastewater brochure which is being used in our information packets. • The cities of Westminster, Costa Mesa, Seal Beach, and Midway City will all be airing the District's new video on Cable TV. (11) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff reported to the Committee good news pertaining to an accident that occurred at the District in 1994 involving employees of a contractor, Pascal and Ludwig, who were installing a gate in our channel. Mr. Woodruff described the accident and the injuries to the Pascal and Ludwig employees. He advised that four citations were issued to the District by CAL-OSHA as a result of their investigation. Mr. Woodruff described the District's alleged Minutes of the Finance, Administration and Human Resources Committee Meeting Page 4 February 10, 1999 violations concerning this incident, which the District appealed. Mr. Woodruff advised that his office has just received a decision from the appeals judge dismissing all four citations. He stated that the court's decision will set an excellent precedent, because it relieves the District from being responsible for contractors' employees. Mr. Woodruff further advised that CAL-OSHA's regulations are expected to be rewritten. REPORT OF THE DIRECTOR OF OPERATIONS & MAINTENANCE Operations and Maintenance Director Bob Ooten reported that one of the District's large anaerobic digesters, holding two million gallons of liquid, is leaking around a pipe. He explained that the packing gave way causing the liquid to run out onto the ground, into a drain, and into our headworks. Staff is diluting the liquid, and the tank is being drained. Mr. Ooten advised that it would take twenty-four hours to drain the tank. Once the tank is drained, a contractor will be brought in for repairs. Mr. Ooten explained that incidents such as these occur once every couple of years, reassuring the Committee that it is safe and under control. (12) CONSENT CALENDAR ITEMS (Items A-E) A. FAHR99-01: Receive and file Treasurer's Report for the month of January 1999: The Treasurer's Report was handed out at the FAHR Committee meeting in accordance with the Board-approved Investment Policy, and in conformance to the Government Code requirement to have monthly reports reviewed within 30 days of month end. B. FAHR98-02: Receive and file Certificates of Participation (COP) Monthly Report. C. FAHR98-03: Receive and file Employment Status Report as of January 20, 1999. D. FAHR98-04: Receive and file report of General Manager-approved purchases in amounts exceeding $50,000. E. FAHR98-05: Receive and file Quarterly Investment Management Program Report for the period October 1, 1998 through December 31, 1998. F. FAHR98-06: Renew boiler & machinery insurance for the District for the period March 1, 1999 to February 29, 2000, with Hartford Steam Boiler Insurance Company, in an amount not to exceed $71,286. END OF CONSENT CALENDAR Consideration of items deleted from Consent Calendar, if any. There were none. Motion: Moved, seconded and duly carried to approve the recommended actions for items specified as 12(A) through 12(F) under Consent Calendar. Minutes of the Finance, Administration and Human Resources Committee Meeting Page 5 February 10, 1999 (12.1) EMERGENCY ACTION ITEMS (Items A-8) A. Compensate the Kem County, Wheeler Ridge Property Owner for a Second Month's Payment of $10,400. Motion: Moved, seconded and duly carried, with one opposition, to approve staff's recommendation to pay a second month additional payment of $10,400. 8. Approve a Professional Services Agreement with Bristol Systems for Year 2000 Compliance Technical Assistance to Complete Embedded Systems Assessment, Reparation, and Testing not to exceed $192,000 through September 30, 1999. Motion: Moved, seconded and duly carried to approve staff's recommendation. (13) ACTION ITEMS (Items A -E) A. FAHR99-07: Authorize staff to retain Moreland & Associates to conduct the independent audit of the District's annual financial statements for an additional three-year period, and to issue Change Order No. 1 to Purchase Order No. 72192 for an amount not to exceed $42,600 for the first year with provision for 4% annual escalations for years two and three. Motion: Moved, seconded and duly carried to approve staff's recommendation with the following changes: Propose to extend the contract for an additional one-year period (1998-99), and to issue Change Order No. 1 to Purchase Order No. 72192 for an amount not to exceed $42,600. Proposals for five-year audit services will be solicited during 1999-2000. The Committee directed staff to bring this item back to Committee next month if Moreland & Associates rejects the District's proposal. B. FAHR99-08: Authorize staff to give Danny Evangelista an 11.7% equity adjustment to correct the internal and external inequities that exist between Mr. Evangelista's salary and the salaries of other Programmers. Motion: Moved, seconded and duly carried to approve staff's recommendation. C. FAHR99-09: The General Manager recommends development of a new comprehensive connection fee program and ordinance which contains the following elements: 1. Base fees are determined by type of development, flow, BOD and SS, and are calculated per 1,000 square feet for non-residential development and per unit for residential development; 2. Residential fees are tiered based upon number of bedrooms and SFR or MFR development; 3. Connection fees continue to be collected at the time the building permit is issued; Minutes of the Finance, Administration and Human Resources Committee Meeting Page 6 February 10, 1999 4. Credit for demolished structures be granted only when the developer can prove that prior connection fees were paid, and credit provided only for the amount actually paid; 5. The new connection fee program should be reported to the RAC prior to final consideration by the Board. After considerable discussion on this item, the Committee determined that a FAHR Committee Workshop should be held, with invitations to the full Board in order for all Board members to become familiar with the connection fee issues. After the Workshop, this item will be sent to the RAC Committee, then back to the FAHR Committee, and then to the Board with a recommendation. A decision as to the date and time of the Workshop will be determined at a later date. D. FAHR99-10: Review, approve and forward the Mid-Year Report for the Quarter ended December 31, 1998, to the Board of Directors. In response to Director Swan's questions, Mr. Streed advised he would provide additional information at the next Com.mittee meeting. Motion: Moved, seconded and duly carried to approve staffs recommendation. E. FAHR99-11: Approve the 1999-2000 Budget Assumptions, Fiscal Policy Statements, and Budget Calendar, and direct staff to prepare the 1999-2000 Budget incorporating these parameters. Motion: Moved, seconded and duly carried to approve staffs recommendation with modifications to the Budget Assumptions on pages 1 and 2, as delineated by Director Swan. (14) INFORMATIONAL PRESENTATION There were none. (15) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There was no other business discussed. (16) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT Director Peer Swan requested that items such as the District's Investment Policy and strategy, the Financing Policy, what debt we have outstanding and what is planned for the future, as well as the five-year staff reduction program, be agendized for a future meeting for the benefit of the Committee's new Directors. Minutes of the Finance, Administration and Human Resources Committee Meeting Page 7 February 10, 1999 (17) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (18) CONSIDERATION OF UPCOMING MEETINGS The next FAHR Committee meeting is scheduled for March 10, 1999 at 5:00 p.m. (19) CLOSED SESSION The Chair reported to the Committee the need for a Closed Session, as authorized by Government Code Sections 54957.6, to discuss and consider the item that is specified as Item 19(A)(1) on the published Agenda. The Committee convened in closed session at 7:55 p.m. Confidential Minutes of the Closed Session held by the Finance, Administration and Human Resources Committee have been prepared in accordance with California Government Code Section 54957.2, and are maintained by the Board Secretary in the Official Book of Confidential Minutes of Board and Committee Closed Meetings. No reportable action was taken re Agenda Item 19 (A)(1). At 8:10 p.m., the Committee reconvened in regular session. (20) ADJOURNMENT The Chair declared the meeting adjourned at approximately 8:12 p.m. Submitted by: ~~ FAHR Committee Secretary H:\wp.dlaVin\210'asne\FAHR\Fahr99\Feb'IJ2-99MIN.doc FAHR COMMITTEE Meeting Date To Bd. 03/10/99 N/R AGENDA REPORT Item Number Item Number 12 (b) Orange County Sanitation District FROM: Gary Streed, Director of Finance Originator: Steve Kozak, Financial Manager SUBJECT: CERTIFICATES OF PARTICIPATION (COP) MONTHLY REPORT- FEBRUARY 1999 (FAHR99-13) GENERAL MANAGER'S RECOMMENDATION Receive and file Certificates of Participation (COP) Monthly Report for the month of February 1999. SUMMARY Since June 1995, the daily rate COP program remarketing agents have been PaineWebber for the Series "A" and the 1993 Refunding COPs, and J.P. Morgan for the Series "C" COPs. Most fixed rate Series "8" COPs have been refunded and the 1992 Refunding COPs have always been remarketed by PaineWebber in a weekly mode. PROJECT/CONTRACT COST SUMMARY None. BUDGET IMPACT D This item has been budgeted. D This item has been budgeted, but there are insufficient funds. D This item has not been budgeted. ~ Not applicable (information item) ADDITIONAL INFORMATION For the month of February 1999, graphical and tabular reports are attached. The first graph entitled, "OCSD COP Rate History Report," shows the variable interest rates on each of the daily rate COPs since the last report, and the effective fixed rate for the two refunding i_ssues which are covered by an interest rate exchange agreement commonly called a "swap." \lradon\data1\wp.dta\fin\210\cranelFAHR\Fahr99\MarlFAHR99-13.doc Revised: 1/5198 Page 1 The second bar chart entitled, "Comparative Daily COP Rate History Report," shows the performance of the District's Daily Rate COPs as compared to a composite index rate, which represents the average rate of six similar variable rate daily reset borrowings. The third bar chart entitled, "COP Rate History, Comparison of Highest & Lowest Rates," compares the performance (monthly average interest rate) of the District's Daily Rate COPs with the highest and lowest monthly average rates from among six similar variable rate daily reset COPs. The table entitled, "Daily COP Rate Comparisons," shows the monthly variable interest rate performance of the District's Daily Rate COPs as compared to the composite index. Estimated annual interest payments calculated for a standard $100 million par amount, are also shown. Variable rates historically rise at the end of each calendar quarter, and especially at year-end, because of business taxes and statements. The rates decline to prior levels immediately in the following month. Staff maintains continuous rate monitoring and ongoing dialog with the remarketing agents to keep the Committee fully informed about developments in the program as they occur and at each meeting. ALTERNATIVES None. CEQA FINDINGS None. ATTACHMENTS 1. Graph -Comparative Daily COP Rate History Report 2. Graph -OCSD COP Daily Rate History Report 3. Graph -COP Rate History, Comparison of Highest & Lowest 4. Tabular -Daily COP Rate Comparison GGS:SK:lc \lradonldata11wp.dtallin\21Ckrane\FAHR\Fahr99\Mar\FAHR9S-13.doc Revised: 1 /5198 Page2 Prepared by Finance, 3/2/99, 10:01 AM Mar-98 Apr-98 May-98 Jun-98 Jul-98 Aug-98 Sep-98 Oct-98 Nov-98 Dec-98 Jan-99 Feb-99 AVERAGE DAILY COP RATE COMPARISONS(%) MARCH, 1998 -FEBRUARY, 1999 OCSD $100M $98.SM $46M Series"A" Series"C" Series 93 Ref PaineWebber J.P. Morgan Paine Webber 2.17 2.80 2.77 3.52 3.59 3.52 3.56 3.60 3.56 3.28 3.30 3.28 2.80 2.86 2.80 2.43 2.44 2.43 3.27 3.33 3.27 3.06 3.00 3.06 2.94 2.91 2.94 3.11 3.07 3.11 2.84 2.87 2.84 2.30 2.28 2.30 2.99% 3.00% 2.99% ESTIMATED ANNUAL INTEREST PAYMENTS PER $100M PAR AMOUNT $ 2,990,000 $ 3,004,167 $ 2,990,000 * FOOTNOTE Composite index consists of the following COP transactions: . IRWD, Series 86, $60M, Smith Barney . IRWD, Series 93 "A" Refunding, $87.6M, Bankers Trust . IRWD, Series 93 "B" Refunding, $41.8M, J.P. Morgan • IRWD, Series 95 Refunding, $117.8M, PaineWebber Composite Index* 2.80 3.55 3.57 3.27 2.79 2.40 3.24 3.02 2.96 3.09 2.87 2.32 2.99% $ 2,990,000 • Western Riverside Co. Reg. Wastewater Auth., Series 96, $25.4M, PaineWebber . Orange Co., Irvine Coast Asst. Dist. 88-1, $94.SM, J.P. Morgan . SCE, $192M, Lehman G:\excel.dta\fin\2220\geggi\Finance\COPdaily$rate comparison Prepared by Finance, 3/2/99, 10:09 AM COMPARATIVE DAILY COP RATE HISTORY REPORT FEBRUARY, 1999 6.00~-____:==================~~ 5.00 +----------------------------------------------i 4.00 -~ ~ ~ 3.00 ~ 2.00 1.00 0.00 DATE 00 00 00 00 00 00 00 00 00 00 a, a, a, a, a, a, a, a, a, a, a, a, a, a, ..: ,_->, c :::J ci a. "ti' >-cS c ..c (1l C. (1l :::J :::J QJ 0 QJ (1l QJ ~ <{ ~ -, -, <{ Cl) 0 z 0 -, LL EIIOCSD • COMPOSITE INDEX G :\excel .dta\fi n\22 20\geggi\Fi nance\d ailycopi ntrate .xis G) "O ;;; if C "C Ill X )> ;;; 0 RATE(%) !!. --4 a. ~ m r:,-'< =i c..a ~ C1I 0, "Tl :::, 0 .... N 5· 1G 0 0 0 0 0 0 0 Ill :::, I\J 0 0 0 0 0 0 0 0 I\J _(D 0 IQ 04-Mar-98 1 F I f; I t I I I ~ (D (0 u5 (0 ~ _ID 5" ~ Ill ~ :::, 18-Mar-98 0 "O ~ 01-Apr-98 s:: )> ~ m I 15-Apr-98 :I: en ~ lo I 29-Apr-98 T I I __.-,r' t I T I I 0 --1 13-May-98 t I I I >I if I ' I I 0 en 27-May-98 t I I ~ I if I ' I I C 10-Jun-98 t -r;;i. I * I ' I I 0 0 24-Jun-98 + .J,::::::o I * I • I I ""C 08-Jul-98 C Tr i1 )> 22-Jul-98 m-)>-U m• -QJ G)-· :::a -< ::::, 05-Aug-98 (/)Cb :E ~ c~ A> CD 19-Aug-98 "'O C" C" )> --t Cl) -, ~m 02-Sep-98 16-Sep-98 f I I l~I if I ' 11 ... :I: ...I. - ++ 30-Sep-98 co en co --t (J)C... 14-Oct-98 co 0 o,:, ~ o. G)~ 28-Oct-98 (l) 0 ::::, .... crlfil ::0 :E ::, 11-Nov-98 Ill m "'O 25-Nov-98 ""C 0 09-Dec-98 t I I ~I I * I ' I I :::a ' -~ ' ---t 23-Dec-98 06-Jan-99 20-Jan-99 03-Feb-99 17-Feb-99 -~ -w I-~ 3.40 3.30" 3.20 3.10 3.00 2.90 2.80 2.70 2.60 2.50 2.40 2.30 2.20 HIGH LEl-l/~E LOW JP/IRWD Se 88 - JP/IRVCO SB/IRWD O~!IJ! l!I Highest rate G:\excel.dla\fin\2220\geggi\Finance\RATEHIST _HI LO _bargraph COP RATE HISTORY COMPARISON OF HIGHEST & LOWEST RATES ILEH/SCE BT/IRWD Nov, 88 f[EH/SCE ~TnRWD _De~,_9_8 f'[EHISCE E8/1RW0 ,J_a~ ILEH/S~E SB/lRWD .... F~.._99 • OCSD/J.P. Morgan • OCSD/PaineWebber ra Lowest rate Prepared by Finance. 3/2/99. 10:06 AM FAHR COMMITTEE AGENDA REPORT Orange County Sanitation District FROM: Mike Peterman, Director of Human Resources Originator: Patty Steeves, Human Resources Analyst Meeting Date 3/10/99 Item Number 12(c) SUBJECT: EMPLOYMENT STATUS REPORT AS OF FEBRUARY 25, 1999 (FAHR99-14) GENERAL MANAGER'S RECOMMENDATION Receive and file the Employment Status Report. SUMMARY Total FTE headcount at the District as of February 25, 1999 was 513. 75. PROJECT/CONTRACT COST SUMMARY Not applicable. BUDGET IMPACT D This item has been budgeted. D This item has been budgeted, but there are insufficient funds. D This item has not been budgeted. ~ Not applicable (information item) ADDITIONAL INFORMATION To Bd. of Dir. Item Number The District had a full-time equivalent (FTE) headcount of 513.75 as of February 25, 1999. The actual number of employees was 524. The annual turnover rate is 5.8%. There were two new employees hired in February, 1999: • Electrical Engineer (O&M Process Engineering) • Intern {O&M Process Engineering) There was one promotion for the following position: • From: To: Storeskeeper Assistant (Purchasing & Warehousing) Storeskeeper (Purchasing & Warehousing) \lradonldata1w,p.dtallin\21 Olcrane\FAHR\Fahr991Mar\FAHR99-14.doc Revised: 8120/98 Page 1 ALTERNATIVES Not applicable. CEQA FINDINGS Not applicable. ATTACHMENTS February 25, 1999 Employment Status Report. Performance compared to 5-Year Staffing Plan. \lradon\data1'wp.dta\fin\210\cranelFAHR\Fahr99\Mar\FAHR99-14.doe Revised: 8/20198 Page2 Employment Status Report Run Date: 25-Feb·99 Regular Regular Tots/ Vacant Positions Regular Part-time Part-time FTE Positions FTE FTE FTE FTE wlin 5 yr plan Fufl-tlme W hours 30 hours Contntct Intern LOA Count FY98-99 98-99 99--00. (){UJf 01-02 (FY99-00j 11 O -General Management Ad min 4.00 0.00 0.00 0.00 0.00 0,00 4.00 0.50 4.50 4.50 4.50 4.50 0.50 Total General Management 4.00 0.00 0.00 0.00 0.00 0.00 4.00 0.50 4.50 4.50 4.50 4.50 0.50 210 -Finance Administration 4.00 o.oo 0,00 o.oo 0.00 0.00 4.00 0.00 4.00 4.00 4.00 4,00 0.00 220 -Accounting 15,00 0.00 0.00 0.00 0.00 0.00 15.00 3.00 18.00 17.50 16.00 14.50 2.50 230 -Purchasing & Warehousing 14.00 0,50 0,00 0.00 o.oo 0.00 14.50 1.50 16.00 15.00 15.00 15,00 o.s·o Total Finance 33.00 0.50 0.00 0.00 0.00 0.00 33.50 4.50 38.00 36.50 35.00 33.50 3.00 310-Communications 8,00 0.00 0.75 0.00 0.00 0.00 8.75 1.00 9.75 9.75 9 75 9.75 , ,~ Total Communications 8.00 0.00 0.75 0.00 0.00 0.00 8.75 1 9.75 9.75 9.75 9.75 1 ) 410 -General Services Admin 5.00 0.00 0 00 0.00 o.oo 1.00 6.00 0.00 6.00 6.00 6.00 6.00 o,::J 420 -Collection Facilities Mice 17.50 0.00 0.00 0.00 0.00 o.oo 17.50 1.00 18.50 18.50 18.50 18.50 1., ,j 430 -Plant Maintenance 32.50 0.00 0 00 0.00 0.00 0.00 32.50 6.00 38,50 28.50 28.50 27.50 -4,CJ Total General Services 55.00 0.00 0.00 0.00 0.00 1.00 56.00 7.00 63.00 53.00 53.00 52.00 -3.00 510-Human Resources Admin 5.00 0.50 0.75 0.00 0.00 0.00 6.25 0.50 6.75 6,75 6.75 6.50 O.SQ 520 -Education & Training 4.00 0 00 o.oo 0,00 0.00 0.00 4.00 0.00 4.00 4.0b 4.00 3.00 0.00 530 -Safety & Emergency Response 5.00 0,00 o.oo 0.00 0.00 0,00 5.00 0.59 6.50 5.50 5.00 5.00 0.50 Total Human Resources 14.00 0.50 0.75 0.00 0.00 0.00 16.25 1.00 16.25 16.25 15.75 14.5 1.00 61 O -Technical Services Ad min 2.00 0.00 0.00 0.00 2,00 0.00 ·4.00 1.00 5.00 4.00 4.00 4.00 0 00 620 -Environmental Compliance & Mon 17.00 0.00 0.00 0.00 0.00 1.00 18.00 3.50 21.50 18.50 18.50 18.50 0 50 630 -Environmental Laboratory 28.00 2.50 0.00 0.00 0.00 0.00 30.50 -0.50 30,00 29.00 29.00 28.00 -1.50 640 -Source Control 34.00 0.00 0.75 0.00 0.00 0.00 34.75 2.00 36.75 35.75 34.75 33.75 1 00 Total Technical Services 81.00 2.50 0.75 0.00 2.00 1.00 87.25 6.00 93.25 87.25 86.25 84.25 0.00 710 -Engineering Administration 3.00 0.00 0.00 0.00 0.00 0.00 3.00 0.00 3.00 3.00 3.00 3.00 0.00 720 -Planning & Design Engineering 28.00 0.00 0.75 0.00 0.50 0.00 29.25 2.25 31.50 31 ,50 31 .50 31 .50 2 25 730 -Construction Management 34.00 0.00 0.75 0,00 0,00 1.00 35.75 2.75 38:50 37.50 37.50 37.50 1 75 Total Engineering 65.00 0.00 1.50 0.00 0.50 1.00 68 5 73.00 72.00 72.00 72.00 4.00 810 -0 & M Administration 2.00 0.00 0.00 0,00 0.00 0.00 2.00 0.00 2.00 2.00 2.00 2.00 0.00 820 -0 & M Process Support 8.00 0.00 0,00 0.50 0.50 0.00 9.00 1.25 10.25 9.25 8.25 8.25 0.25 830 -Plant 1 Operations 37.00 0.00 0,00 0.00 0.00 0.00 37.00 0.00 37.00 35.00 35.00 35.00 -2.00 840 -Plant 2 Operations 40.00 o.oo 0,00 0,00 o.oo 1.00 41.00 0.00 41.00 37.00 37.00 37.00 -4 00 850 -Mechanical Mice 45.50 0.00 0.00 0.00 0.00 1.00 46.50 5.00 51.50 48.50 47.50 45,50 2 00 860 -Electrical & Instrumentation Mtce 57.50 0.00 o.oo 0,00 0.00 0.00 57.50 1.00 58.50 57.50 56 50 56.50 0,00 870 -Cogeneration 10.00 o.oo 0.00 1.00 0.00 0.00 11.00 2 .00 13.00 13.00 13.00 13.00 2.00 880 -Air Quality & Special Projects 8.00 0.00 0.00 0.00 1.00 o.oo 9.00 -1 .00 8.00 7.00 7.00 7.00 -2.00 Total Operations & Maintenance 208.00 0.00 0.00 1.50 1.50 2.00 213.00 8.25 221.25. 209.25 206.25 204.25 -3.75 910 -IT Adm in 3.00 0.00 0.00 0,00 0.00 0.00 3.0!) 1.00 4.00 4.00 4.00 4.00 1.00 920 -IT User Support 5,00 0.00 0.00 0.00 0.00 1.00 6..00 1.00 7,00 8.00 8.00 8.00 2.00 930 -IT Network Support 6.00 0.00 0.00 0.00 0.00 0.00 6.00 -1.00 5:00 6.00 6,00 6.00 0.00 940 -IT Programming 6.00 0.00 0.00 0.00 0.00 0,00 6.00 0.00 8.00 7.00 7.00 7.00 1,00 950 -Plant Automation 7.00 0,00 0.00 0.00 0.00 0.00 7.00 1,00 8.00 8.00 8.00 8.00 1,00 Total Information Technology 27.00 0.00 0.00 0.00 0.00 1.00 28.00 2.00 30.00 33.00 33.00 33.00 5.00 Total Staffing 495.ool 3.501 3.751 1.50 1 4.001 6.00 513.75 °35.25 549.00 521.50 . 515.50 607.75 7.75 g:\excel,dla\hr\510\sleeves\EMPDIV98·99 .. Pe rformance to 5-Year Staffing Plan 570 --,--------------------------- 560 ·------- 550 ·---·- ..... .... 540 I / :::.-:-:::::: , ........ .a., ...:::::: ..... .... ..... .... 530 ~ ............ .... 520 ....... 510 -t--------------------------- 500 -t--------1 ~ FTE Headcount --• --5 Year Staffing Plan 490 -1--~~~---.-----.-----.-----.---.---.----.-~..--+-,.--....--~--r-~---.-----.-----.-----.---.-~~ J A S O N D J F M A M J J A S O N D J F M A M J I FY 97-98 I I FY 98-99 I I FAHR COMMITTEE Meeting Date 3/10/99 AGENDA REPORT Item Number 13 (a) Orange County Sanitation District FROM: Don McIntyre, General Manager Originator: Greg Mathews, Assistant to the General Manager SUBJECT: UTILITY AND TELECOMMUNICATIONS AUDITING SERVICES (FAHR99-15) GENERAL MANAGER'S RECOMMENDATION 1) Approve Professional Services Agreement (PSA) with Makesense, Inc., for utility and telecommunications auditing services; and 2) Approve such services on a contingency fee basis that are calculated as: a) 50% fee for all recovered overcharges, and b) the equivalent of twelve (12) months savings for all implemented cost reduction strategies. SUMMARY The District has budgeted approximately $3. 7 million in FY 98/99 for utility services that include telecommunications, water, gas and electric. The fees and charges associated with utility billings can be extremely complex. As a result, the District, like most organizations, is likely paying more than necessary for utility services as we are not fully aware of alternate fee structures, optional services, taxes, tariffs, etc., which could prove beneficial if implemented. In addition, utility company billing practices are fallible and these companies may invoice incorrectly due to various circumstances. Utility overcharges, resulting from both utility billing errors and less than ideal payment plans/structures, can be mitigated upon identification. Upon identification, many overcharged rates/fees can be recouped and re-structured resulting in refunds as well as future cost savings. In December 1998, the District solicited a Request for Proposal (RFP) for a Utility Billing Audit. Proposals received were reviewed and ranked by a Staff Committee based on the proposed scope of work and cost of services. Based upon the contents of each proposal and reference checks, the Committee unanimously agreed that Makesense, Inc. had the most thorough scope of work while being the lowest bidder. Staff recommends a PSA be awarded to Makesense, Inc. for utility and telecommunications auditing services. PROJECT/CONTRACT COST SUMMARY Makesense, Inc. operates on a contingency fee basis. The proposed fees for services are: \lradon\data1wp.dtalfin\210'crane\FAHR\Fahl99\Mar\FAHR99-15.doc RIIYisect: 1/5198 Page 1 To Board 3/24/99 Item Number • Recovery Fee: Makesense, Inc. will invoice OCSD for 50% of any overcharges returned to OCSD as a result of the audit. Upon OCSD's receipt of each recovery, Makesense, Inc. will invoice for 50% of the recovery. • Cost Reduction Fee: Makesense, Inc. will invoice for the difference in monthly charges on each account where a cost reduction strategy was implemented based on recommendations. Cost reduction fees are based on one year's worth of identified utility savings. There is no net cost associated with the consultant services related to recovery of overcharges; there will be net revenue of an unknown amount. Cost reduction services will be paid back through reduced rates/fees in approximately twelve ( 12) months after the close of the contract. These reduced fees will result in net utility savings to the District beginning in month thirteen (13). BUDGET IM·PACT D This item has been budgeted. D This item has been budgeted, but there are insufficient funds. ~ This item has not been budgeted. D Not applicable (information item) This item has not been budgeted in the FY 98/99 budget. The project will run into FY 99/00 where, due to project scheduling, the vast majority of consultant fees (if any) will be paid. Because it is unknown if these services will result in a short-term net benefit versus a short-term cost, sufficient funds will be added to the General Manager's Professional Services line-item in FY 99/00 to cover any Cost Reduction Fees. ADDITIONAL INFORMATION In September 1998, the General Manager sought guidance from Creative Power Management, a District power consultant, to assess whether utility billing audits were viable, cost-effective services. Creative Power Management indicated support for such services. In December 1998, six (6) RFP's were distributed to various national firms with expertise in utility billing auditing. Two proposals were received. These proposals were reviewed and ranked by an in-house Staff Committee. Based on the proposed scope of work and price, staff unanimously agreed that Makesense, Inc. provided the best service at the most reasonable price. As the RFP placed limitations on the proposals' length, additional information was sought from Makesense, Inc. regarding precisely how the firm intended to \lradon\data1 wp.dtalfin\21 0\crane\FAHR\Fahr99\Mar\FAHR99-15.doc Revised: 1/5198 Page2 bill for services and under what circumstances. The attached Letter of Clarification further details the proposed fees for services. ALTERNATIVES 1 ) Do not award P SA. 2) Do not authorize PSA and attempt to utilize in-house staff to conduct audit. This option is likely not cost-effective as in-house staff do not have the expertise of professional utility billing auditors. CEQA FINDINGS Not Applicable. ATTACHMENTS 1) Letter of Clarification GM \\radonldata1\wp.dtalfin\210'<:ranelFAHRIFahr99\Mar\FAHR99-15.doc Revised: 1/5198 Page3 February 25, 1999 MAKESENSE, INC. 395 Rolling Hills Drive, Conroe, Texas 77304 phone: 409.856.2405 • fax: 409.856.5199 internet: http://www.makesense-inc.com Greg Mathews, Asst. to the GM Orange County Sanitation District P.O. Box8127 Fountain Valley, CA 92708-8127 RE: LETTER OF CLARIFICATION Greg: Per your request, the following aspects regarding the services we nonnally provide are explained more fully. Fee Sbucture Recovery Fee: MAKESENSE, INC. will invoice OCSD for 50% of any overcharges returned to OCSD as a result of our audit Those recoveries will nonnally be a credit to the account on which the error ocrurred. If the account is closed, the recovery could be credited on any other existing account or returned as a check payable to OCSD. Upon OCSD's receipt of each recovery, MAKESENSE, INC. will invoice for 50%. In the event that a pennanent cost reduction is associated with the recovery, MAKESENSE, INC. will include the cost reduction fee on the same invoice. If the cost reduction fee exceeds 50% of the recovery, the balance of the cost reduction fee will be invoiced at the close of the audit; where "the close of the audit" is defined as the date of the Final Audit Report. Cost Reduction Fee: MAKESENSE, INC. will invoice for the difference in monthly charges on each account where a cost reduction was implemented by, or at the recommendation of, MAKESENSE, INC. A cost reduction is a realized net lower monthly cost as the result of implementing a change in service type, service rate, service provider, service usage or any combination thereof. Cost reduction fees are 12 times the difference between the monthly costs before the audit and the costs after the audit, based either on the average usage experienced in the 12 months prior to implementation of the cost reduction or on · actual monthly usage for the 12 months following implementation. However if a cost reduction opportunity is proposed by MAKESENSE, INC., and OCSD refuses to implement or allow MAKESENSE, INC. to implement the changes necessary to achieve the cost reduction, OCSD is under no obligation to pay the associated cost reduction fee, except that if the cost reduction is later implemented within the 12 months following the close of the audit MAKESENSE, INC. will then be due the nonnal cost reduction fee as if the change had been implemented when proposed. OCSD will not be obligated to implement any cost reductions that would cause undue project management burden on OCSD staff or adversely affect public or political hannony. February 25, 1999 Continued Consulting MAKESENSE, INC. will provide, at no additional charge, limited consulting for all accounts previously audited for a period of 12 months beginning at the close of the audit Free services will be limited to those issues that can be addressed via phone, fax, or mail. Should there be any costs to secure information or documentation from your providers, OCSD will be advised of such costs and given the opportunity to end our involvement before incurring those costs. OCSD can expect to receive the following MAKESENSE, INC. services for free: • Follow-up on implemented cost reductions. • Explanation of billed items and charges. • Review of existing billing. • Review of alternate proposed services, rates, equipment, etc. • Correction of new errors in billing. The following more intensive services are available to OCSD at an hourly rate: • Assistance preparing Requests For Proposals (RFPs). • Assistance evaluating responses to RFPs. • Assistance with any specialized projects. Best Regards, /// /~ /? /~L/va~ Roger8ar1ow MAKESENSE, Inc. ·' FAHR COMMITTEE Meeting Date 03/10/99 AGENDA REPO~T Item Number 13 (b) Orange County Sanitation District FROM: Gary Streed, Director of Finance SUBJECT: SELECTION OF CONSUL TANT TO-REVIEW UNASSESSED AND UNDER-ASSESSED SEWER SERVICE FEES (FAHR99-16) GENERAL MANAGER'S RECOMMENDATION To Bd. of Dir. 03/24/99 Item Number Approve Professional Services Agreement (PSA) for a consultant to review sewer service fees and Assessor's data, and authorize the General Manager to enter into a contingency fee agreement for services for a period of 12 months. SUMMARY The Committee has previously approved an RFP and directed staff to solicit proposals for the review of the District's sewer service fee program. Two of the four firms solicited submitted proposals. Both firms are known to staff and have worked with our program. Presentations will be made by each firm to staff on March 9, 1999, and staff will make a final recommendation at the Committee meeting. PROJECT/CONTRACT COST SUMMARY Both of the firms proposed a contingency fee payment plan which reduces the additional revenue they would produce, but incurs no other costs. BUDGET IMPACT D This item has been budgeted. D This item has been budgeted, but there are insufficient funds. ~ This item has not been budgeted. D Not applicable (information item) ADDITIONAL INFORMATION Annual sewer service user fees are intended to be collected as a separate line item on the property tax bill for every parcel using the sewerage system. (Some significant users are also billed directly.) The fees are based upon the types of development and the Revenue Area being served. Currently there are rates for single-family residential \lradonldata1 lwp.dta\lin\21 0'<:rane\FAHR\Fahr99\Mar\Backup of FAHR99-16.wbk Revised: 8/20/98 Page 1 users, multi-family residential users, and several categories of non-residential use. This review is directed at the non-residential users. The sewer service user fee is based upon the flow and strength of wastewater for the several categories per 1,000 square feet of building. Flow and strength parameters are the result of a study that was part of the Strategic Plan effort and was adopted by the Board last year. The square footage and the type of commerce are carried on the Orange County Assessor's database. Beca:use the District uses the Assess.or's database rn a manner and for a purpose for which it was not designed, the information obtained is not always appropriate. Two examples include instances where (1) there is no square feet of impr:ovements kept in the database, therefay generating no fees; and (2) the property use-category does not match the current use, which may generate a fee that is either too high or too low. While the exact magnitude of the unassessed or under-assessed properties is not known, we do know that many tax-exempt properties are not being charged user fees, that the tenant mix in some shopping centers is resulting in undercharges, and that some commercial developments are inappropriately categorized. The current sewer service user fee ordinance allows users to apply for an adjustment if th~y can prove that their sewerage system use is lower than the averag_e fQr their category. The majority of the adjustment requests have come through the two firms that have proposed on our project. The knowledge they have gained from representing users and property owners will allow them to be productive on our behalf very quickly. Much of the database can be corrected prior to the 1999-2000 billing. One issue the Directors will need to consider is the timing of anticipated corrections. State law allows adjustments for a four-year period, in arrears. Most of the reductions we authorize are for this four-year period. The Directors could have special invoices prepared to collect uncharged fees from 1995 to 1999. These fees would be based upon the old structure, in which all non-residential properties in a Revenue Area paid the same fee per 1,000 square feet, regardless of quantity or strength of discharge. Most agencies do not collect for corrections in past years, but simply go forward with the more accurate data. This seems to be a public relations decision, rather than an economic decision, in most cases. The justification is that the agency, not the ratepayer, was responsible for the undercharge, and thus, the agency is reluctant to pursue collection. Staff will recommend a consultant at the Committee meeting, after presentations and interviews that are scheduled for Tuesday, March 9, 1999. ALTERNATIVES None. \\radonldata1 lwp.dtalfin\21 Olcrane\FAHR\Fahr99\Mar\FAHR9S-16.doc Revised: 8/20/98 Page2 CEQA FINDINGS N/A ATTACHMENTS None. GGS:lc llradonldata1 M"p.dtalfin\21 O\crane\FAHR\Fahr99\Mar\FAHR99-16.doc Revised: 8/20/98 Page 3 "\ FAHR COMMITTEE Meeting Date 03/10/99 AGE NDA REPORT Item Number 13 (c1 Orange County Sanitation District FROM: Gary Streed, Director of Finance Originator: Brad Cagle, Accounting Manager SUBJECT: CAPITAL IMPROVEMENT PROGRAM BUDGET PROCESS AND PRELIMINARY FISCAL YEAR 1999-00 BUDGET (FAHR99-17) GENERAL MANAGER'S RECOMMENDATION To Bd. of Dir. Item Number Receive and file the preliminary FY 1999-00 Capital Improvement Program Budget. SUMMARY The District is in the midst of the FY 1999-00 Capital Improvement Program budget process, and a preliminary budget has been established (Attachment C). The preliminary FY 1999-00 budget is $85.6 million for both joint capital and collection projects, whereas our budget assumptions, based on the Strategic Plan Update, provided for a maximum goal of $107.1 million. PROJECT/CONTRACT COST SUMMARY N/A BUDGET IMPACT D This item has been budgeted. D This item has been budgeted, but there are insufficient funds. D This item has not been budgeted. ~ Not applicable (information item) ADDITIONAL INFORMATION Starting with the 1999-00 Budget, the Capital Improvement Program (CIP) budget process team has developed a new system for preparing, evaluating, and reporting the CIP budgets. CIP Budgets are now prepared and stored in a central database. This allows all the CIP originators to put their information into one location and one computer program. A detailed instruction manual has been established to guide CIP budget coordinators through the budget process, the CIP database program, and the associated review process. The CIP budget process has been flowcharted for easy reference and is shown in Attachment A H:lwp.dtalfin\210\crane\FAHR\Fahr99\Mar\FAHR!IS-17.doc Revised: 8/20/98 Page 1 The CIP process team has also devised a system of evaluating the CIP. This evaluation is based on weighted evaluation factors that have been created by the CIP team and approved by Executive Managem1?nt. A copy of the evaluation factors and their relative weights is shown in Attachment B. The FY 1999-00 CIP Budget process is in the budget team review stage. Once all of the CIP projects have been reviewed the final CIP schedule based on the evaluation factors will be sent to the General Manager for his review and approval, and then to the PDC and FAHR Committees. Attachment C is a copy of the preliminary Capital Improvement Program Budget for FY 1999-00. ATTACHMENTS 1. Attachment A -Flow chart of the Capital Improvement Program Budget Process 2. Attachment B -Capital Improvement Program Evaluation Factors 3. Attachment C -Preliminary FY 1999-00 Capital Improvement Program Budget BC H:lwp.dta\fin\21 Olcrane\FAHR\Fahr99\Mar\FAHR9S-17.doc Revised: B/20/98 Page2 ' CIP Process Finalize CIP Project List List for GM and Designee(s) Approval Resource Availability Review Tl 2 t CIP Prioritization Model Owner r------------------------ 1 ,------------, I I I I I I I I I I I I I Department Level Review 1-------t- - Budget Information Evaluation FactorsProject Information Project Information CIP Project Reqest from Originator Input Project Details in Database I -1 I Department Level L _______________ --------------~ Attachment A Provide List of Projects by Project Score _,.. Review by CIP Committee Changes (if Any) j Attachment B Orange County Sanitation District CAPITAL PROJECT EVALUATION FACTORS Evaluation Proposed Project Evaluation Rankino Weighting Factor Factor Not Aoolicable 0 1 2 3 4 5 (Assign 1 thru 10) NPDES Current Resolves out of Resolves NPDES Project resolves an 10 Mandate/ condition is in compliance, minor related issue that "out of compliance" Compliance compliance unresolved NPDES has a longer and NPDES issue related issue/s flexible timetable where immediate for compliance change is necessarv Safety/Health Project has no Project does not Project eliminates Project eliminates Project eliminates 10 Improvement impact on solve safety or minor safety/health moderate safety/ serious (death) worker health, health concern hazard OR health hazard OR safety/health safety, or addresses OSHA solves moderate hazard OR solves regulatory regulatory changes OSHA regulatory high-profile OSHA compliance. with 2-3 year compliance regulatory compliance problem OR compliance schedule addresses problems or regulatory changes addresses with 1-2 year regulatory compliance mandates where schedule immediate change is necessary Reliability Not an Project decreases Project does not Increase reliability Non-compliance Project increase Project increases 9 Increase objective reliability change reliability of specific or related reliability solids-stream or essential liquid individual increase or non-essential stream process equipment increase in process liquid-stream (water in and out) area reliability process Code Current Resolves out of Resolves Resolves out of 9 Compliance condition is in compliance, minor compliance issue compliance, compliance unresolved code that has a longer immediate change issues and flexible is necessary timetable for compliance Other Current Resolves out of Resolves Resolves out of 8 Regulatory condition is in compliance, minor regulatory compliance, Mandate compliance unresolved compliance issue immediate change (such as regulatory issues that has a longer is necessary AQMD) and flexible timetable for compliance Re-Invention No change to Project requires Business process Project does not Automation Project lowers Project promotes 8 business additional O&M change without change staffing increase with future staffing and or enables practice or staffing staff reduction and training needs staff reduction training needs immediate staff staffina levels reduction Attachment B Orange County Sanitation District CAPITAL PROJECT EVALUATION FACTORS Evaluation Prooosed Proiect Evaluation Rankina Weighting Factor Factor Not Aoolicable 0 1 2 3 4 5 (Assign 1 thru 10) Favorable Not an Project B/C Ratio = Project B/C Ratio = Project B/C Ratio = 7 Benefit-Cost objective 1 -1.25 1.25-1.5 >1.5 (B/C) Ratio Strategic/ Required within 10 Required within 5-Required within Required by 7 Master Plan to 20 years 10 years next 5-year period Strategic/Master Compatibility Plan for immediate implementation Capacity Capacity decreasing Capacity neutral Outside agency or Solids-stream Solid-stream Essential liquid-6 Enhancement project project jointly funded facilities or non-facilities related to stream required regional projects essential liquid essential liquid-facilities not required, and stream non-essential for wastewater treatment process; or capacity need deferring related oroiects Public Project does Project has negative Improve plant Improve plant Project has positive Project has positive Project has positive 5 Neighborhood not relate to impact on public aesthetics when aesthetics when impact on public impact on public impact on public Acceptance public acceptance viewed from inside viewed from acceptance and is acceptance and is acceptance and is plant boundaries outside plant developed to developed to requested by boundary satisfy local satisfy local Board neighbors (within 1 neighbors (within 1 mile of plant) and mile of plant) and has no complaint has multiple documentation documented complaints Workplace Improves Project improves Projects that 4 EnvironmenU Aesthetics employee morale improve working Aesthetics condition for staff Improvement 2 Orange County Sanitation District Attachment C Capital Improvement Program Preliminary Budget ·\ Fiscal Year 1999-01 Est. Preliminary Total Project Project Resp. Cost Incurred FY 1999-00 Project Ref# Eng.# Description Depart. Status Thru 6/30/99 Cash Flow Budget EF # New Projects 182 N/A Div. 880 Special Projects for FY 1999-2000 O&M New 1,367,630 1,367,630 194 344 NIA Pumpstation SCADA Communications Study IT New 215,113 236,624 147 235 N/A Santa Ana River Relief Sewer, Reach B, Contract 2-58 Eng New 136 267 P1-76 Rehabilitate 4 Trickling Filters Eng New 19,040 9,500,000 129 282 NIA Replacement of Back Bay Trunk Sewer Eng New 2,600 950,402 8,093,760 126 268 P1-77 5 Trickling Filter Clarifiers Eng New 19,040 11,500,000 113 292 N/A Euclid Relief Improvements -Reach "A" Eng New 1,700 12,213,000 110 294 N/A Gisler-Redhill/North Trunk Improvements Eng New 350,697 5,704,117 110 209 NIA Atwood Subtrunk Improvements Eng New 211,065 1,890,057 110 212 N/A Gisler-Redhill Trunk Improvements, Reach "A" Eng New 365,831 4,025,710 110 207 NIA Orange Trunk Improvements Eng New 55,180 3,942,458 110 265 FP2-1 3 Grit Chambers at Plant No. 2 Eng New 103 248 N/A Taft Branch Improvements Eng New 103 252 N/A Gisler-Redhill Trunk Improvements, Reach "B" Eng New 103 253 N/A Tustin Trunk Improvements Eng New 103 283 N/A Campus Drive Subtrunk Improvements Eng r-t•w 96 297 J-59 Foster Outfall Pumping Station Rehabilitation & Refurbishment Eng """" 148,000 28,200,000 96 233 FP1-5 Three Grit Tanks Eng ,.... .... 87 322 N/A Raitt Street MH Rehabilitation Eng ~ ..... 111111, 86 324 NIA Lower Main-Broadway MH Rehabilitation Eng ...... 86 364 N/A Replacement of lnterplant Fiber Optics IT ,..,. ..... 75,000 75,350 4g8,500 85 242 FP2-4 2 Cake Storage Hoppers (Rehabilitation) at Plant No. 2 Eng ....... 82 296 NIA Euclid Relief Improvements -Reach "B" Eng ,..,.. ..... 82 313 N/A Westside Relief Interceptor Parallel Eng l'llt>w 82 317 N/A Edinger/Bolsa Chica Trunk Improvements Eng New 82 250 N/A Lower Santa Ana River Interceptor Improvements Eng New 82 286 N/A West Trunk Improvements Eng New 82 310 N/A Trask Branch of the Hoover-Western Subtrunk Eng New 82 259 FP1-10 Seven Belt Filter Presses at Plant No. 1 Eng New 81 305 NIA Upper Newhope-Placentia Trunk Manhole Rehabilitation Eng New 80 237 FP1-6 Three Grit Tanks Eng New 75 236 FP1-12 5 Cake Storage Hoppers at Plant No. 1 Eng New 75 243 FP2-5 2 Cake Storage Hoppers at Plant No. 2 Eng New 75 274 NIA Balboa Trunk Sewer Rehabilitation Eng New 72 264 FP1-11 Two Belt Filter Presses at Plant No. 1 Eng New 67 275 FP2-3 One New Digester at Plant No. 2 Eng New 67 308 NIA South Anaheim Interceptor Manhole Rehabilitation Eng New 66 309 NIA Lower Gisler-Redhill Manhole Rehabilitation Eng New 66 311 NIA Upper Gisler-Redhill Manhole Rehabilitation Eng New 66 320 N/A Greenville-Sullivan MH Rehabilitation Eng New 66 240 FP1-13 1 Cake Storage Hopper at Plant No. 1 Eng New 61 306 J-60-1 Collection Facilties Depot Eng New 9,813 1,524,265 1,534,078 60 329 N/A Treatment Plant SCADA Communications Upgrade to Ethernet Study IT New 147,224 161,947 60 216 P1-73 Digestion & Dewatering Rehabilitation/Refurbishment Eng New 9,800,000 60 254 P1-75 Headworks Pumping (44 mgd) at Plant No. 1 (Phase 1) Eng New 5,309,720 58 304 N/A Carbon Canyon Dam Interceptor Parallel Sewer Eng New 14,625 517,969 5,008,847 58 295 NIA West Side Relief Interceptor/ Los Alamitos Manhole Rehabilitation Eng New 58 249 FP1-8 Two New Digesters at Plant No. 1 Eng New 52 307 NIA Lower Newhope-Placentia Trunk Manhole Rehabilitation Eng New 52 257 FP1-2 Headworks Pumping (44 mgd) at Plant No. 1 (Phase 2) Eng New 51 260 FP1-3 Headworks Pumping (44 mgd) at Plant No. 1 (Phase 3) Eng New 51 314199 9:13 AM BHC Page 1 of 4 CIP Output FIie Orange County Sanitation District Attachment C Capital Improvement Program Preliminary Budget Fiscal Year 1999-01 Est. Preliminary Total Project Project Resp. Cost Incurred FY 1999-00 Project Ref# Eng.# Description Depart. Status Th ru 6/30/99 Cash Flow Budget EF # 272 P1-69 Grit Chamber Modifications Eng New 34,000 107,800 141,800 47 223 J-71 Odor Control Processes Rehabilitation/Refurbishment Eng New 90,000 5,337,000 47 221 P2-80 Primary Treatment Rehabilitation/Refurbishment Eng New 9,618,000 45 168 NIA G-1, G-2 Conveyor Belt Rehabilitation O&M New 38,000 41,800 45 184 N/A Headworks #2 Main Sewage Pump Improvements and Overhaul O&M New 168,000 200,200 45 161 NIA LCI Surge Suppressor RepJacement O&M New 33,400 33,400 45 169 N/A Rehabilitation of Main Sewage Pump Motors O&M New 208,960 208,960 45 190 N/A Cen-Gen Air Compressor Controller Upgrade O&M New 22,800 25,080 45 219 P1-71 Headworks Rehabilitation/Refurbishment Eng New 3,000,000 45 222 J-69 Building and Administrative Area Rehabilitation/Refurbishment Eng New 1,455,000 40 315 NIA Santa Ana River Interceptor Mnahole Rehabilitation Eng New 39 262 FP1-4 Headworks Pumping (44 mgd) at Plant 1 (Phase 4) Eng New 37 316 NIA Coast Trunk Sewer Rehabilitation Eng New 37 366 N/A Dewatering Belt Press Rebuild O&M New 173,844 526,800 36 347 P2 Digestion & Dewatering Rehabilitation/Refurbishment Eng New 7,800,000 36 336 N/A Miscellaneous Capital Improvements -Revenue Area 1 New New 1,364 1,364 500,000 35 337 N/A Miscellaneous Capital Improvements -Revenue Area 3 New New 5,455 5,455 2,000,000 35 338 NIA Miscellaneous Capital Improvements -Revenue Area 2 New New 5,455 5,455 2,000,000 35 339 NIA Miscellaneous Capital Improvements -Revenue Area 5 New New 5,455 5,455 2,000,000 35 340 NIA Miscellaneous Capital Improvements -Revenue Area 6 New New 1,364 1,364 500,000 35 341 N/A Miscellaneous Capital Improvements -Revenue Area 7 New New 5,455 5,455 2,000,000 35 342 N/A Miscellaneous Capital Improvements -Revenue Area 11 New New 5,455 5,455 2,0Q0,000 35 343 N/A Miscellaneous Capital Improvements -Revenue Area 14 New New 545 545 200,000 35 284 NIA Office Equipment TS New 7,500 7,500 35 230 N/A Shelving/Archiving F&A New 30,000 30,000 30 266 FP1-14 Filtrate Clarifier at Plant No. 1 Eng New 28 278 FP2-7 Filtrate Clarifier at Plant No. 2 Eng New 28 346 N/A Utilities Rehabilitation and Refurbishment Eng New 13,000 1,000,000 27 218 P1-74 Plant Utilities Rehabilitation/Refurbishment Eng New 500,000 27 335 N/A Biosolids Class A Siting Assessment TS New 110,000 110,000 27 367 N/A SSO Training Facility GSA New 20,400 63,800 26 256 FP1-9 Four New Digesters at Plant No. 1 Eng New 24 263 FP1-7 Ten Primary Clarifiers Eng New 21 247 FP1-1 2 New Barscreens at Plant No. 1 Headworks Eng New 21 273 FP2-2 Two New Digesters at Plant No. 2 Eng New 21 175 P1-78 Miscellaneous Odor Control Projects Eng New 23,500 1,182,209 1,452,916 20 176 P2-83 Miscellaneous Odor Control Projects Eng New 23,500 1,187,186 2,205,004 20 330 N/A Portable Storage Building TS New 9,500 9,500 20 360 N/A Windows 2000 Operating System Upgrade Pilot IT New 154,940 154,940 18 323 N/A Rehabilitate D&E Clarifier Sweep Arms O&M New 62,000 68,200 18 270 FP2-6 Disinfection facilites (25 MGD) Eng New 7 158 N/A Demolition of Biofiltration Pilot Test Facility O&M New 25,102 25,102 5 354 N/A Emulsion Polymer Make-down unit upgrade Eng New 100,000 355 N/A Effluent Sampler Improvements Eng New 100,000 Total New Projects 213,586 9,643,695 154,401,450 Revised Prolects 187 N/A Rehabilitation of Outlying Pump Stations, Contract 2-37 Eng Revised 871,377 624,611 26,345,217 214 191 P1-37 Primary Clarifiers 16-31 and Related Facilities Eng Revised 892,750 1,800,700 76,521,094 180 251 N/A Improvements To Big Canyon Trunk Sewer Eng Revised 171 231 J-25-4 Electrical Power System Studies Eng Revised 962,100 1,329,598 3,215,534 161 183 N/A Santa Ana River Interceptor Relief Sewer, Reach A, Contract 2-31 Eng Revised 64,000 210,600 11,853,570 150 244 J-33-1 Standby Power and Reliability Modifications Eng Revised 1,540,568 4,245,695 18,910,096 144 3/4199 9:13 PM BHC Pago 2 of 4 CIP Output Filo Orange County Sanitation District Attachment C Capital Improvement Program Preliminary Budget Fiscal Year 1999-01 Est. Preliminary Total Project Project Resp. Cost Incurred FY 1999-00 Project Ref# Eng.# Description Depart. Status Thru 6/30/99 Cash Flow Budget EF# 126 J-35 Area Classification Studies for Plants No. 1 and 2 Eng Revised 679,700 465,300 1,145,000 140 149 3-38-1 Miller-Holder Trunk Sewer System, Reach 1 Eng Revised 475,822 5,349,920 12,865,012 134 153 J-62 Modifications to Existing Mechanical Systems Eng Revised 182,134 382,375 2,694,155 126 290 NIA Carbon Canyon Dam Sewer and Pump Station Abandonment Eng Revised 65,026 1,253,265 2,684,917 114 229 J-31-4 Secondary Treatment Monitoring & Control Systems Upgrade Eng Revised 430,100 33,994 4,316,000 113 152 J-39 Investigation and Repair of Ocean Outfalls Eng Revised 1,039,154 235,446 1,274,600 110 194 N/A Tustin Airbase Facilities (Armstrong Subtrunk Sewer) Eng Revised 231,664 375 9,654,400 110 185 N/A College Ave. Pump Station Parallel Force Main Eng Revised 93,200 1,751,200 110 277 2-34R Euclid Manhole Rehabilitation Eng Revised 708,720 1,255,988 1,964,708 106 227 P2-60 Solids Storage and Truck Loading Facility at Plant No. 2 Eng Revised 725,000 4,383,620 18,010,760 105 289 N/A Warner Avenue Relief Sewer Eng Revised 446,012 4,027,684 103 241 J-52 Grit Auger Replacement Eng Revised 136,450 1,073,585 1,210,035 102 198 FE-J Facilities Engineering Projects Eng Revised 1,000,000 20,000,000 97 208 FE-P1 Facilities Engineering Projects, Plant 1 Eng Revised 1,000,000 20,000,000 97 245 N/A Newhope-Placentia Trunk Replacement Eng Revised 96 246 N/A Cypress Avenue Trunk Replacement Eng Revised 96 333 3-35R Rehabilitation of the Magnolia Trunk Sewer Eng Revised 1,223,055 3,427,442 10,352,000 94 206 FE-P2 Facilities Engineering Projects, Plant 2 Eng Revised 1,000,000 20,000,000 91 217 P1-62 Sunflower Drive Replacement Eng Revised 17,600 389,751 407,351 86 374 N/A Sunflower Interceptor Manhole Rehabilitation Eng Revised 25,075 188,625 5,412,747 80 159 NIA Santa Ana River Interceptor Realignment and Protection, Contract 2-41 Eng Revised 908,194 416,792 31,438,366 76 234 N/A Abandonment of Air Base Trunk Sewers and Watson and California Sewer Eng Revised 93,537 2,354,385 73 271 J-55 Tunnel Structural Integrity and Cover Repair Eng Revised 47,500 378,840 426,340 72 279 J-33-3 Power Monitoring and Control Systems Eng Revised 817,589 4,047,316 72 211 J-25-1 Computerized Facility, Records and Drawing System Eng Revised 863,794 971,260 2,870,365 71 232 J-63 Improvements to Central Generation Starting Air System Eng Revised 18,000 122,694 140,694 70 301 J-60 Chlorine Building Mechanical Equipment Demolition Eng Revised 35,579 175,081 210,660 67 288 7/14/04 Covey Lane Pump Station Abandonment Eng Revised 66 179 P2-74 Secondary Plant Rehabilitation at Plant 2 Eng Revised 6,881,064 65 258 N/A Huntington Beach Sewer and Abandonment Eng Revised 384,350 495,748 880,098 63 291 J-40-4 CEQA, Public Participation for Phase 3 of Strategic Plan Eng Revised 710,619 409,530 1,120,149 59 224 P2-79 Gas Compressor Redundancy Eng Revised 60,537 439,223 499,760 59 162 5-41-1 Relocation of Lido Pump Station Eng Revised 3,062,534 634,317 3,696,851 59 188 P2-47-1 Modifications to Electrical and Control Systems at Plant 2 Eng Revised 969,271 1,546,808 2,687,947 58 328 1-2-4 Bushard Trunk Sewer Rehabilitation Eng Revised 22,800 20,400 32,712,001 51 345 N/A Small Capital Equipment Replacement Project O&M Revised 80,000 160,001 240,001 45 189 N/A Racquet Hill Pump Station Abandonment Eng Revised 204,644 204,644 44 371 J-65 Tunnel Lighting and Monitoring Rehabilitation Eng Revised 385,381 559,942 40 160 P1-46-2 Chemical Facility Modifications at Plant No. 1, P1-46-2 Eng Revised 622,851 2,531,610 4,235,323 38 157 P2-39 Rehabilitation of Digesters at Plant No. 2 Eng Revised 1,246,990 5,952,724 20,486,473 36 197 J-40-3 Strategic Plan, Phase 3, Treatment, Reuse, and Disposal Facilities Eng Revised 1,971,087 222,640 2,193,727 35 318 J-61 Information Technology Trailers Eng Revised 27,155 369,947 397,102 33 177 N/A Fairview Relief Sewer Eng Revised 2,675,962 858,949 3,534,911 30 134 P2-65 Warehouse at Plant No. 2 Eng Revised 828,500 1,066,268 1,894,768 28 171 P1-40-1 Electrical Facility Modifications and Safety Upgrades Eng Revised 387,602 57,840 445,442 20 359 NIA Security System Improvements IT Revised 692,800 405,800 1,332,800 20 356 N/A Voice-Data Building Rewiring IT Revised 471,080 142,120 680,080 18 215 J-44 Revision of General Provisions and Standard Specificiations Eng Revised 177,500 262,240 439,740 16 370 J-72 Water Conservation GSA Revised 200,000 384,000 5,000,000 12 372 J-73 Cooperative Projects, Inflow/Infiltration Reduction GSA Revised 154,000,000 12 Total Revised Projects 26,921,737 49,529,348 560,227,029 3141!19 9:13 AM BHC Page 3 of 4 CIP Output FIia Orange County Sanitation District Attachment C Capital Improvement Program Preliminary Budget Fiscal Year 1999-01 Est. Preliminary Total Project Project Resp. Cost Incurred FY 1999-00 Project Ref# Eng.# Description Depart. Status Th ru 6130/99 Cash Flow Budget EF# Continuing Projects 358 5401000 Year 2000 Date Compliance Project IT Continuing 2,100,000 1,365,375 3,465,375 251 181 J-66 Outfall Flow Meter Replacement Eng Continuing 71,550 852,450 924,000 156 154 NIA CGS Engines Air Emission Monitoring System O&M Continuing 132,600 431,640 564,240 142 202 SP-02 Data Integration IT Continuing 835,306 524,113 2,165,089 132 200 SP-04 CMMS Programming IT Continuing 76,228 108,657 267,365 120 192 P1-44-4 Seismic Retrofit of Four Structures Eng Continuing 394,330 934,670 1,329,000 115 285 N/A Goldenwest Trunk Sewer Replacement Eng Continuing 268,061 3,056,982 4,497,900 110 287 NIA Heil Avenue Interceptor Eng Continuing 255,100 2,565,782 4,072,900 110 170 N/A Scrubber Chemical Feed System Modifications Eng Continuing 366,000 446,160 812,160 108 203 SP-13 Source Control Programming IT Continuing 12,434 134,766 167,000 107 128 J-42 Plant Reinvention / Automation Project Eng Continuing 1,613,628 5,485,605 25,760,400 104 350 J-67 Peak Flow Management Eng Continuing 57,662 3,640,000 103 195 NIA Gisler-Red Hill Trunk Relocation, Contract 7-32 Eng Continuing 4,649 129,894 5,906,519 103 362 5403200 Field Fiber Optic Upgrades IT Continuing 147,900 512,100 660,000 99 363 5403100 Standardizing Plant 1 and 2 Field Fiber Optic Terminal Junction Facilities IT Continuing 56 ,130 324,700 99 255 P2-66 Headworks Improvements at Plant No. 2 Eng Continuing 39,519 513,802 14,708,000 95 334 J-36 Groundwater Replenishment System Eng Continuing 1,275,000 2,767,417 121,924,701 95 326 N/A Primary Effluent Pumping Automation IT Continuing 158,773 171,829 95 298 3-11R Seal Beach Blvd. Interceptor Sewer Manhole Rehabilitation Eng Continuing 240,552 219,472 460,024 94 351 SP-21 DAFT Hardware and Software Upgrade and SCADA Integration IT Continuing 70,440 99,600 180,000 86 280 N/A RA-6 "B" Street and Mitchell Ave. Sewer Replacement Eng Continuing 59,636 357,728 417,364 80 135 SP-37 Dewatering Belt Press Rebuild O&M Continuing 107,200 252,320 825,000 77 226 J-25-5 Electrical Power System Single-line Diagrams Eng Continuing 26,000 12,870 3,367,500 72 269 J-49 Confined Space Personnel Retrieval System Eng Continuing 70,100 292,636 423,020 70 325 J-57 Fire Alarm and Security System Upgrades Eng Continuing 575,377 49,274 624,651 67 238 NIA Abandonment of Yorba Linda Pump Station, Contract No. 2-42 Eng Continuing 66 213 P1-36-2 Secondary Treatment Improvements at Plant No. 1 Eng Continuing 40,555,766 687,180 41,242,946 54 178 J-47 Cable Tray Improvements at Plants 1 & 2 Eng Continuing 253,989 999,681 12,750,000 54 199 SP-36 Automation Report Publishing IT Continuing 53,996 47,951 195,000 52 180 NIA Warehouse Barcoding Evaluation F&A Continuing 101,250 111,980 46 172 P2-61 High Pressure Compressed Air System at Plant No. 2 Eng Continuing 71,400 488,600 560,000 45 373 NIA Santa Ana Trunk Sewer Rehabilitation Eng Continuing 22,800 17,000 7,494,010 45 139 SP-32 Headworks Main Sewer Pump Improvements and Overhaul O&M Continuing 83,500 216,500 300,000 45 205 SP-15 Geographic Information System IT Continuing 400,573 187,571 874,000 44 303 NIA Network Backbone Upgrade Continuation IT Continuing 294,948 625,245 1,439,040 42 204 SP-03 Strategic Information Architecture (SIA) IT Continuing 66,287 92,489 225,436 42 142 SP-36 Sludge Grinder Replacement O&M Continuing 168,500 55,500 224,000 41 302 NIA Internet E-mail Browsing (Website) IT Continuing 122,164 147,134 382,240 40 349 SP-30 High Rate Digester Mix Pumps Mechanical Seals GSA Continuing 92,000 425,000 517,000 36 138 NIA DAF Surface Skimmer Support Rail Replacement O&M Continuing 65,000 65,000 36 201 SP-01 Document Management IT Continuing 157,155 264,861 775,600 32 225 P2-76 Digester Gas Flare Control System Upgrade O&M Continuing 154,000 27 300 NIA Intranet Application Development IT Continuing 40,495 58,111 235,600 24 136 NIA Belt Press Automation O&M Continuing 2,000 175,000 24 293 NIA Mods. to Magnolia Relief Sewer in Western Ave. at the Fullerton Creek Channel Eng Continuing 136,343 75,957 212,300 23 357 NIA Network Test Facility IT Continuing 93,189 31,811 125,000 18 348 J-64 Modifications to Central Generation Wasteheat Boilers Eng Continuing 5,000 195,000 200,000 18 365 NIA Trunk Sewer Mapping Project GSA Continuing 147,500 268,100 415,600 8 Total Continuing Projects 51,565,345 26,379,689 266,332,489 Total Projects 78,700,668 85,552,732 980,960,968 3/4199 9 :13 AM BHC Page 4 of 4 CIP Output FIie FAHR COMMITTEE AGENDA ,REPORT Orange County Sanitation District FROM: David Ludwin, Director of Engineering Originator: Jon Thomsic, Engineer Meeting Date 3/3/99 Item Number 14 (a) SUBJECT: PLANT REINVENTION AND AUTOMATION PROJECT STATUS REPORT, JOB NO. J-42 GENERAL MANAGER'S RECOMMENDATION Receive and file verbal status report on Plant Reinvention and Automation Project, Job No. J-42. SUMMARY Staff will briefly describe the background, goals, and status for Job No. J-42, Plant Reinvention and Automation Project. PROJECT/CONTRACT COST SUMMARY Informational item only. BUDGET IMPACT D This item has been budgeted. (Line item: ) D This item has been budgeted, but there are insufficient funds. D This item has not been budgeted. ~ Not applicable (information item) ADDITIONAL INFORMATION None ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS None. To Bel. of Dir. Item Number