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HomeMy WebLinkAbout2005-12-14MINUTES OF FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE MEETING Orange County ~anitation District ... Wednesday, December 14, 2005, 5:00 p.m. A meeting of the Finance, Administration and Human Resources Committee of the Orange County Sanitation District was held on December 14, 2005, at 5:00 p.m., in the Sanitation District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: FAHR COMMITTEE MEMBERS: DIRECTORS PRESENT: Darryl Miller, Chair Mike Duvall, Vice Chair Bill Dalton Rich Freschi Phil Luebben Joy Neugebauer Mark Waldman Jim Ferryman, Vice Board Chair DIRECTORS ABSENT: Steve Anderson, Board Chair James W. Silva STAFF PRESENT: Jim Ruth, Interim General Manager Lisa Tomko, Director of Human Resources Lorenzo Tyner, Director of Finance/Treasurer Bob Ghirelli, Acting Director of Public Affairs Jeff Reed, Human Resources Manager Mike White, Controller Paul Loehr, Senior Human Resources Analyst Andrew Nau, Senior Human Resources Analyst Lilia Kovac, Committee Secretary Penny Kyle, Board Secretary Bob Geggie Juanita Skillman OTHERS PRESENT: Brad Hogin, General Counsel (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS There were no public comments. (4) REPORT OF THE COMMITTEE CHAIR Chair Miller had no report. (5) REPORT OF THE GENERAL MANAGER FILED IN THE OFFICE OF THE SECRETARY ORANGE ,.."""·-· -· ".-,.,,.,,._M n1STfl!Ci JAN 2 5 2006 CY _-1-/---~-•-· Jim Ruth, Interim General Manager, reported he was looking forward to working with staff that has been very cooperative. ' Minutes of the Finance, Administration and Human Resources Committee Meeting Page 2 December 14, 2005 (6) REPORT OF DIRECTOR OF FINANCE/TREASURER Director of Finance, Lorenzo Tyner, reported after a few attempts staff is in receipt of only one qualified response for internal auditing. He will be moving forward after the first of the year to bring staff's recommendation to the FAHR Committee. (7) REPORT OF DIRECTOR OF HUMAN RESOURCES Lisa Tomko, Director of Human Resources, requested that Consent Calendar Item 10(d) be pulled for discussion as an informational item as Item 12(d). (8) REPORT OF DIRECTOR OF PUBLIC AFFAIRS Bob Ghirelli, Acting Director of Public Affairs, had no report. (9) REPORT OF GENERAL COUNSEL Brad Hogin, General Counsel, had no report. (10) CONSENT CALENDAR ITEMS a. Approve minutes of the November 9, 2005, Finance, Administration and Human Resources Committee meeting. b. FAHR05-102 Recommend to the Board of Directors to receive and file report of General Manager approved purchases in amounts exceeding $50,000 in accordance with Board purchasing policies. c. FAHR05-103 Receive and file Employment Status Report as of November 14, 2005. d. FAHR05-104 Item pulled for discussion under Informational Item (12). MOTION: It was moved, seconded and duly carried to approve the recommended actions for items specified as 10(a) through (c) under Consent Calendar. END OF CONSENT CALENDAR (11) ACTION ITEMS a. FAHR05-105 MOTION: Recommend to the Board of Directors to approve a one-time only non- base building payment for the Director of Technical Services in an amount not to exceed $2,679 for his service as Acting General Manager. It was moved, seconded and duly carried to recommend approval to the Board of Directors. I Minutes of the Finance, Administration and Human Resources Committee Meeting Page 3 December 14, 2005 b. FAHR05-106 MOTION: c. FAHR05-107 MOTION: Recommend to the Board to Adopt Resolution No. OCSD 05-_, Declaration of Official Intent to Reimburse Certain of the Sanitation District's Capital Reserve Funds for Expenditures Made in Advance for FY 2005-06 Capital Improvement Projects from Proceeds of a Future Long-Term Financing. It was moved, seconded and duly carried to recommend approval to the Board of Directors. Recommend to the Board of Directors to adopt Resolution No. OCSD05- _, amending Resolution No. OCSD 98-33, amending Human Resources Policies and Procedures Manual, as amended with minor corrections. It was moved, seconded and duly carried to recommend approval to the Board of Directors. (12) INFORMATIONAL PRESENTATIONS a. FAHR05-108 b. FAHR05-109 c. FAHR05-110 Electronic Employment Application Update Lisa Tomko introduced Andrew Nau, Senior Human Resources Analyst, who gave a brief report and answered questions on the electronic employment application software and the advantages of having the software. 2005-06 Salary and Benefits Lorenzo Tyner, Director of Finance, provided an explanation on the factors that resulted in employee salary and benefit costs being 10% greater than the approved salary increases that was only 4% for the fiscal year 2004/05. Billing for septic tank users Lorenzo Tyner, Director of Finance, reviewed the District's billing procedures, the process for identifying customers that are currently using septic tanks, and the proactive approaches that are being implemented to update the District's database records. Directors requested staff prepare a map of the most concentrated areas where septic tanks are being used to be discussed further at a future meeting of the FAHR Committee. , · Minutes of the Finance, Administration and Human Resources Committee Meeting Page4 December 14, 2005 d. FAHR0S-104 Director Neugebauer reminded the Committee of previous Board discussions focusing on ways to encourage property owners to abandon their septic tanks and connect to the sewer system. She asked that the District promote its policy adopted in September 2003, which offers a five- year, no-interest annual payments for septic tank users who connect to a local sewer system within three years of lateral installation as a means to encouraging property owners to abandon their septic tanks. OSHA Incidence Rates and Workers' Compensation Claims and Costs Report. Lisa Tomko, Director of Human Resources, recognized Jim Matte, Safety Supervisor, who gave a brief report on the difference between this month's report and last month's report. Ms. Tomko also advised staff will be reviewing the report to see if changes could be more readily identified. Mr. Matte also reported that staff has been in contact with Cambridge, the third party administrator for Workers' Compensation, and hope to set up a meeting in the near future to begin contract negotiations to lower the costs, and should have an update for the FAHR Committee in February 2006. (13) CLOSED SESSION There was no closed session. General Counsel Brad Hog in advised that Item 13(a)(1) was not noticed properly and would be deferred to the next FAHR Committee meeting. He further advised that Item 13(a)(2), as listed, could not be considered in closed session; therefore, Paul Loehr, Senior Human Resources Analyst, provided a limited overview of the District's Labor- Management Program and outlined the process that takes place for updating the memoranda of understanding with the District's bargaining units. (14) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were none. (15) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT There were none. (16) CONSIDERATION OF UPCOMING MEETINGS The next FAHR Committee meeting is scheduled for February 8, 2006, at 5 p.m. (17) ADJOURNMENT The Chair declared the meeting adjourned at 6:25 p.m. 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 Committee meeting to be held on December 14, 2005, was duly posted for public inspection in the main lobby of the District's offices on December 8, 2005. IN WITNESS WHEREOF, I have hereunto set my hand this 8th day of December, 2005. ~~f<~_____,.___ Lilia Kovac, Committee Secretary Board of Directors Orange County Sanitation District H:\DEPT\PA\320\BS\FORMS\AGENDA CERTIFICATION-FAHR COMMITTEE.DOC ROLL CALL FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE Meeting Date: December 14, 2005 Time: 5:00 p.m. Adjourn: ___ _ COMMITTEE MEMBERS Darryl Miller (Chair) Mike Duvall (Vice Chair) Bill Dalton Richard Freschi Phil Luebben Joy Neugebauer James W. Silva Mark Waldman Steve Anderson (Board Chair) Jim Ferryman (Board Vice Chair) OTHERS I Brad Hagin, General Counsel I I STAFF Jim Ruth, Interim General Manager Bob Ghirelli, Actinq Director of Public Affairs Lorenzo Tyner, Director of Finance/Treasurer David Ludwin, Director of Engineering Jim Herberg, Director of O & M Lisa Tomko, Director of Human Resources Patrick Miles, Director of Information Technology Nick Arhontes, Director of Regional Assets & Services Lilia Kovac, Committee Secretary Jeff Reed Mike White c: Lenora Crane AGENDA REGULAR MEETING OF THE FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, DECEMBER 14, 2005, AT 5:00 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California 92708 www.ocsd.com ("1) ROLL CALL (2) APPOINTMENT OF CHAIR PRO TEM, IF NECESSARY (3) PUBLIC COMMENTS (4) REPORT OF COMMITTEE CHAIR (5) REPORT OF GENERAL MANAGER (6) REPORT OF DIRECTOR OF FINANCE (7) REPORT OF DIRECTOR OF HUMAN RESOURCES (8) REPORT OF DIRECTOR OF PUBLIC AFFAIRS (9) REPORT OF GENERAL COUNSEL ("10) CONSENT C:ALENDAR ITEMS Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. Approve minutes of the November 9, 2005, Finance, Administration and Human Resources Committee meeting. BookPage I November 14, 2005 b. FAHR05-102 Recommend to the Board of Directors to receive and file report of General Manager approved purchases in amounts exceeding $50,000 in accordance with Board purchasing policies. (Book Page 13) c. FAHR05-103 Receive and file Employment Status Report as of November 14, 2005. (Book Page 15) d. FAHR05-104 Receive and file OSHA Incidence Rates and Workers' Compensation Claims and Costs Report. (Book Page 21) END OF CONSENT CALENDAR Consideration of items deleted from Consent Calendar, if any. (11) ACTION ITEMS a. FAHR05-105 Recommend to the Board of Directors to approve a one-time only non-base building payment for the Director of Technical Services in an amount not to exceed $2,679 for his service as Acting General Manager. (Book Page 27) (Lisa Tomko - 5 minutes) b. FAHR05-106 Recommend to the Board to Adopt Resolution No. OCSD 05-_, Declaration of Official Intent to Reimburse Certain of the Sanitation District's Capital Reserve Funds for Expenditures Made in Advance for FY 2005-06 Capital Improvement Projects from Proceeds of a Future Long-Term Financing. (Book Page 29) (Lorenzo Tyner - 5 minutes) c. FAHR05-107 Recommend to the Board of Directors to adopt Resolution No. OCSD05-_, amending Resolution No. OCSD 98-33, amending Human Resources Policies and Procedures Manual, as amended with minor corrections. (Book Page 39) (12) INFORMATIONAL ITEMS a. FAHR05-108 Electronic Employment Application Update (Book Page 51) (Lisa Tomko - 1 O minutes) b. FAHR05-109 2005-06 Salary and Benefits (Book Page 61) (Lorenzo Tyner - 5 minutes) c. FAHR05-11 O Billing for septic tank users. (Book Page 63) (Lorenzo Tyner - 5 minutes) 2 Book Page 2 November 14, 2005 Agenda Posting: 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 the Board Secretary. Items N0t P0sted: 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 because there is a need to take immediate action, which need came to the attention of the Committee subsequent to the posting of 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. Public Comments: Any member of the public may address the Operations, Maintenance and Technical Services Committee on specific agenda items or matters of general interest. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three 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). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director of staff member, there will be no separate discussion of these items. All items on the consent calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five (5) days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adj0urnment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955 (posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Board Secretary's office at (714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. 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: Committee Secretary: Interim General Manager: Director of Finance: Director of Human Resources: Acting Director of Public Affairs: Darryl Miller Lilia Kovac Jim Ruth Lorenzo Tyner Lisa Tomko Bob Ghirelli (949) 453-5300 (714) 593-7124 lkovac@ocsd.com (714) 593-7110 jruth@ocsd.com (714) 593-7550 ltyner@ocsd.com (714) 593-7145 ltomko@ocsd.com (714) 593-7400 bghirelli@ocsd.com H :\dept\agenda\FAHR\FAHA2005\ 1205\01.3.121405 FAH A Agenda.doc 4 Book Page 4 Book Page 6 MINUTES OF FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE MEETING Orange County Sanitation District Wednesday, November 9, 2005, 5:00 p.m. A meeting of the Finance, Administration and Human Resources Committee of the Orange County Sanitation District was held on November 9, 2005, at 5:00 p.m., in the Sanitation District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: FAHR COMMITTEE MEMBERS: DIRECTORS PRESENT: Darryl Miller, Chair Mike Duvall, Vice Chair Bill Dalton Rich Freschi Phil Luebben Joy Neugebauer James W. Silva Mark Waldman DIRECTORS ABSENT: Steve Anderson, Board Chair Jim Ferryman, Vice Board Chair STAFF PRESENT: Lisa Tomko, Director of Human Resources Lorenzo Tyner, Director of Financeffreasurer Patrick Miles, Director of Information Technology Lilia Kovac, Committee Secretary Bob Geggie Jeff Reed Mike White OTHERS PRESENT: Brad Hogin, General Counsel Ken Al-Imam, Conrad & Assoc. Jennifer Christian, Conrad & Assoc. Ed Soong, PRAG Christine Telish, PIMCO Charles Wyman, PIMCO (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS There were no public comments. (4) REPORT OF THE COMMITTEE CHAIR Chair Miller had no report. (5) REPORTOFTHEGENERALMANAGER Bob Ghirelli, Acting General Manager, was not present. BookPage 7 Minutes of the Finance, Administration and Human Resources Committee Meeting Page2 November 9, 2005 (6) REPORT OF DIRECTOR OF FINANCE/TREASURER Director of Finance, Lorenzo Tyner, advised FAHR Committee members that the OMTS Committee had approved to recommend to the Board of Directors the Time Entry System, Informational Presentation Item 12(b) on agenda. Director of Information Technology, Patrick Miles, responded to questions about the automated time entry system. (7) REPORT OF DIRECTOR OF HUMAN RESOURCES Lisa Tomko, Director of Human Resources, reported that Consent Calendar Item 1 0(g) would be pulled for discussion. She also informed the committee that there would be a report of outstanding Workers' Compensation claims at the December FAHR Committee during closed session. (8) REPORT OF DIRECTOR OF PUBLIC AFFAIRS Bob Ghirelli, Acting Director of Public Affairs, was not present. (9) REPORT OF GENERAL COUNSEL Brad Hogin, General Counsel, had no report. (10) CONSENT CALENDAR. ITEMS a. Approve minutes of the October 12, 2005, Finance, Administration and Human Resources Committee meeting. b. FAHR05-88 Receive and file Certificates of Participation (COP) Monthly Report for the month of October 2005. c. FAHR05-89 Receive and file Employment Status Report as of October 18, 2005. d. FAHR05-90 Receive and file OSHA Incidence Rates and Workers' Compensation Claims and Costs Report. e. FAHR05-91 Recommend to the Board of Directors to receive and file the 2005-06 First Quarter Financial Report for the period ending September 30, 2005. f. FAHR05-92 Recommend to the Board of Directors to receive and file the Swap Report for the quarter ended September 30, 2005. g. FAHR05-93 Item pulled for discussion. MOTION: It was moved, seconded and duly carried to approve the recommended actions for items specified as 1 0(a) through (f) under Consent Calendar. END OF CONSENT CALENDAR BookPage 8 Minutes of the Finance, Administration and Human Resources Committee Meeting Page 3 November 9, 2005 g. FAHR05-93 Recommend to the Board to adopt Resolution No. OCSD05-27, Approving Amended Deferred Compensation Plan (2005) for Officers and Employees of the Orange County Sanitation District. MOTION: Lisa Tomko, Director of Human Resources, gave a brief report on the amended portions of the Compensation Plan . It was moved, seconded and duly carried to recommend approval to the Board of Directors. (11) ACTION ITEMS a. FAHR05-94 Recommend to the Board of Directors to receive and file Treasurer's MOTION: b. FAHR05-95 MOTION: c. FAHR05-96 MOTION: Report for the month of September 2005. Lorenzo Tyner introduced Christine Telish and Charles Wyman, of Pacific Investment Management Co., PIMCO, who presented background and current status of the Sanitation District's investments. It was moved, seconded and duly carried to recommend approval to the Board of Directors. Recommend to the Board of Directors to receive and file the Quarterly Investment Management Program Report tor the period July 1, 2005 through September 30, 2005. Christine Telish and Charles Wyman, presented the Committee members answers to questions about past investment decisions. It was moved, seconded and duly carried to recommend approval to the Board of Directors. Recommend to the Board of Directors to appoint Bear, Stearns & Co., Inc. as the District's Underwriter/Remarketing Agent for the COP Series 2005 variable rate debt issuance. Lorenzo Tyner, Director of Finance, introduced Ed Soong of PRAG, who assisted in the selection of the proposed underwriter and remarketing agent of COPs Series 2005. Mr. Tyner will consider using two underwriters in future COP issuances, which would stimulate favorable competition tor the Sanitation District. It was moved, seconded and duly carried to recommend approval to the Board of Directors. Book Page 9 Minutes of the Finance, Administration and Human Resources Committee Meeting Page4 November 9, 2005 d. FAHR05-97 Recommend to the Board of Directors to receive and file the MOTION: e. FAHR05-98 MOTION: f. FAHR05-99 MOTION: Comprehensive Annual Financial Report for the year ending June 30, 2005, prepared by staff and audited by Conrad and Associates, Certified Public Accountants. Mike White, Controller, introduced Ken Al-Imam of Conrad and Associates, who provided a brief review on the issued Comprehensive Annual Financial Report, and described methodology used in the completion of the audit. It was moved, seconded and duly carried to recommend approval to the Board of Directors. Recommend to the Board of Directors to: 1 ). Approve the reclassification of seven OCSD employees; 2). Approve position upgrades of four positions; and 3). Approve equity adjustment for one employee. Lisa Tomko, Director of Human Resources, provided an overview and clarifications of the recommended reclassifications, upgrades, and equity adjustment. It was moved, seconded and duly carried to recommend approval to the Board of Directors. Recommend to the Board to: 1 ). Direct staff to seek proposals from firms that provide Workers' Compensation Third Party Administrator (TPA) services; 2). Authorize staff to terminate the existing Workers' Compensation TPA services agreement with Cambridge Integrated Services Group, Inc. effective June 30, 2006, based on conducive market conditions; and, 3). Authorize staff to negotiate a new contract for Workers' Compensation TPA services based on competitive bidding, if advantageous, which is to include a favorable cost structure. Director Duvall recommended that based on the enhanced safety policies adopted by the Sanitation District resulting in low claim volume, that the Workers' Compensation Claims processing contract be renegotiated and that the Human Resources Department report back to the Committee. It was moved, seconded and duly carried to authorize staff to renegotiate the contract with Cambridge for lower claim processing costs, and report back to the FAHR Committee. Book Page 10 Minutes of the Finance, Administration and Human Resources Committee Meeting Page 5 November 9, 2005 (12) INFORMATIONAL PRESENTATIONS a. FAHR05-100 Update on airline/travel card program. Lorenzo Tyner, Director of Finance, provided the various documents related to travel approvals and processes. b. FAHR05-101 Time Entry System Lorenzo Tyner, Director of Finance, reported this agenda item under Item (6) Report of Director of Finance. (13) CLOSED SESSION There was no closed session. (14) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were none. (15) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT There were none. (16) CONSIDERATION OF UPCOMING MEETINGS The next FAHR Committee meeting is scheduled for December 14, 2005 at 5 p.m. (17) ADJOURNMENT The Chair declared the meeting adjourned at 7:30 p.m. Submitted by: /:~~- Lilia Kovac FAHR Committee Secretary H:\dept\agenda\FAHR\FAHR2005\ 1105\ 110905 FAHR Minutes.doc Book Page I I FAHR COMM ITTEE Meeting Date To Bd. of Dir. 12/14/05 12/21/05 AGE NDA REPO RT Item Numo_er Item Number FAHR0S-102 Orange County Sanitation District FROM: Lorenzo Tyner, Director of Finance Originator: Marc Dubois, Contracts / Purchasing Manager SUBJECT: GENERAL MANAGER APPROVED PURCHASES GENERAL MANAGER'S RECOMMENDATION Receive and file report of General Manager approved purchases in amounts exceeding $50,000 in accordance with Board purchasing policies. SUMMARY In May 1998, the FAHR Committee and the Board approved changes to the staff purchasing authority. One of the changes was to increase the dollar threshold before Board authority was required for purchases of goods or services, excluding public works purchases, to $100,000. When approving this change, the Committee asked for periodic reports showing purchases approved by the General Manager for amounts between $50,000 and $100,000. Subsequent to receiving the initial report, the Committee requested that future reports be placed on the Consent Calendar. Vendor Name Amount Department Description / Discussion Cingular Wireless $60,000 Info. Technology Annual blanket for cell phone airtime. National Plant Services $60,000 O&M Annual blanket for vacuum services. Partners Consulting Services $85,100 Info. Technology FIS services -Payroll development support. Action Door Repair Corp. $77,054 O&M Replacement of eleven door sets at Plant 2. Section 4.03.B of Resolution 04-08, the District's Delegation of Authority Resolution, authorizes the Contracts/ Purchasing Manager to purchase items that have been previously authorized by the Board as identified in the annual District budget. During the budget adoption process, the lists of these items were highlighted for the Directors. For these reasons, purchases that fell into these categories are not included in this report. PRIOR COMMITTEE/BOARD ACTIONS N/A H:\deptlagenda\FAHRIFAHR2005\1205\05-102.GM Purchases1 st qtr 05-06.doc Revised: 06/04/03 Book Page 13 Page 1 PROJECT/CONTRACT COST SUMMARY N/A 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. cgj Not applicable (information item) ADDITIONAL INFORMATION N/A ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS None MD H:ldeptlagenda\FAHR\FAHR2005\1205\05-102.GM Purchases1 st qtr 05-06.doc Revised: 06/04/03 Book Page 14 Page2 FAHR COM~ITTEE Mee~ing Date 12/H/05 AGENDA REPORT Item Number FAHR0S-103 Orange County Sanitation District FROM: Lisa L. Tomko, Director of Human Resources Originator: Richard Spencer, Human Resources Supervisor SUBJECT: EMPLOYMENT STATUS REPORT AS OF NOVEMBER 14, 2005 GENERAL MANAGER'S RECOMMENDATION Receive and file the Employment Status Report. SUMMARY The number of full-time equivalent (FTE) employees at OCSD is 598.50; actual headcount is 609. PRIOR COMMITTEE/BOARD ACTIONS NIA PROJECT/CONTRACT COST SUMMARY NIA 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 NEW HIRES: 5 Total Job Title Facilities Worker/Builder Instrumentation Technician II Maintenance Worker Accounting Assistant II Operator-In-Training H:\deptlagenda\FAHRIFAHR2005\ 1205105-103.Employment Status AR.doc Revised: 06/04/03 Division Facility Services Instrumentation & Electrical Maintenance Collection Facilities O&M Accounting Operations, Plant 1 Book Page 15 Page 1 To Bd. ,ef Dir. Item Number PROMOTIONS: 4 Total Name Former Job Title Current Job Title Elizabeth Lapite Accounting Administrative Assistant Assistant II Jessica Jones Contracts Sr. Contracts Administrator Administrator Kim Erickson Human Resources Human Resources Assistant Analvst Mike Larkin Sr. Engineer Engineering Supervisor SEPARATIONS: 2 Total Job Title Division Director of Public Affairs Public Affairs Administration General Manager ALTERNATIVES N/A CECA FINDINGS N/A ATTACHMENTS General Management 1. November 14, 2005 Employment Status Report Division Project Management Office Contracts, Purchasing, & Materials Management Workforce Support Services O&M Process Engineering Reason At Will Separation Resignation 2. FY 2005/06 Staffing Report (year to date performance compared to budgeted FTE's) H:\deptlagenda\FAHRIFAHR2005\1205\05-103.Employment Status AR.doc Revised: 06/04/03 Book Page 16 Page 2 t:,:; 0 0 ;,;- "'C "" ()Q Cl) ...... -..J DIV 110 General Man.agernent Admin General Management Totals 210 Finance Administration 220 Accounting 230 Contracts. Purch. & Materials Mgmt Finance Totals 310 Public Affairs Administration 320 Board Services 330 Public Information Office 340 Legislative Advocacy & Grants Public Affairs Totals 410 Regional Assets & Services Admin 420 Collection Facilities O&M 430 Facilities Maintenance Svcs Regional Assets & Services Totals 510 Human Resources Admin 520 Employee Development/Training 530 Safety & Health 540 Workforce Support Services 550 Employee & Labor Relations Human Resources Totals 610 Technical Services Admin 620 Environmental Assessment 630 Environmental Sciences Lab 640 Source Control 660 Environmental Compliance Svcs Technical Services Totals 710 Engineering Admin 740 Planning 750 Project Management Office 760 Engineering & Construction Engineering Totals 810 O&M Administration 820 O&M Process Engineering 830 Operations. Plant No. 1 840 Operations, Plant No. 2 850 Mech Main! & Power Production 860• Electrical & Instrumentation Main! Operations & Maintenance Totals 910 IT Administration 930 IT Customer & Network Support 940 IT Programming & Database Sys 950 IT Process Controls Integration Information Technology Totals GRAND TOTAL FTEs AUTHORIZED FTE Rm 0.50 ~ 3.00 . . 3.00 . . 2.00 . . 20.00 . . 27.00 0.50 . 49.00 0.50 . 3.00 . . 5.00 0.50 . 6.00 . . 1.00 . . 15.00 0.50 . 8.00 . . 24.00 . . 30.00 . . 62.00 . . 2.00 1.00 . 3.00 . . 8.00 . . 9.00 9.50 . 3.00 0.50 . 25.00 11.00 . 2.00 . . 15.00 . . 36.00 1.00 40.00 . . 18.00 . . 111.00 1.00 . 3.00 . . 16.00 . . 15.00 . 0.75 64.00 . . 98.00 . 0.75 4.00 . . 15.00 0.50 . 41.00 0.50 0.75 47.50 . . 58.00 0.50 . 54.00 0.50 . 219.50 2.00 0.75 3.00 . . 17.00 . 12.00 . . 13.00 . . 45.00 . . 627.50 15.00 1.50 I AUTHORIZED FTE 644.00 EMPLOYMENT STATUS REPORT ACTUALFTE Recruitments Var.:.anc1~s TOTAL B!;Q 0.50 Q.1§ LOA ~ 3.00 2.00 -. . 2.00 . 1 (_\(t 3.00 2.00 . . . 2.00 . 1.00 2.00 2.00 . . . 2.00 . 20.00 18.00 . . . 18.00 1.00 :2_01} 27.50 22.00 0.50 . . 22.50 5.00 5 oa 49.50 42.00 0.50 . . 42.50 6.00 7.00 3.00 1.00 . . . 1.00 2.00 :,rm 5.50 5.00 . . 0.50 5.50 . 6.00 5.00 . . 1.00 6.00 . 1.00 1.00 . . . 1.00 . 15.50 12.00 . . 1.50 13.50 2.00 2.00 8.00 7.00 . . 7.00 . ! 00 24.00 24.00 . . . 24.00 . . 30.00 28.00 . . 1.00 29.00 1.00 ·1 00 62.00 59.00 . . 1.00 60.00 1.00 2.00 3.00 2.00 1.00 . . 3.00 3.00 3.00 . . . 3.00 . . 8.00 7.00 . . . 7.00 1.00 i .(!Q 18.50 5.00 7.00 . . 12.00 4.50 d ~·;:J 3.50 2.00 0.50 . . 2.50 i DO 36.00 19.00 8.50 . . 27.50 5.50 8.50 2.00 2.00 . . . 2.00 . 15.00 13.00 . . 2.00 15.00 . 37.00 35.00 2.00 . . 37.00 40.00 40.00 . . . 40.00 . . 18.00 18.00 . . . 18.00 . 112.00 108.00 2.00 . 2.00 112.00 . 3.00 3.00 . . . 3.00 . 16.00 16.00 . . 16.00 . . 15.75 13.00 . 0.75 . 13.75 2.00 2 (•C 64.00 54.00 . . 1.00 55.00 6.00 ~;) '._)() 98.75 86.00 . 0.75 1.00 87.75 8.00 11 00 4.00 4.00 . . . 4.00 . 15.50 12.00 0.50 . . 12.50 3.00 3 OD 42.25 37.00 0.50 0.75 2.00 40.25 2.00 2 00 47.50 46.00 0.50 . . 46.50 2.00 ·1 l1D 58.50 57.00 0.50 . . 57.50 1.00 1 Q,.) 54.50 50.00 0.50 . . 50.50 2.00 4 00 222.25 206.00 2.50 0.75 2.00 211.25 10.00 11.00 3.00 3.00 . . . 3.00 . 17.00 16.00 . . 1.00 17.00 1.00 12.00 10.00 . . . 10.00 2.00 2 00 13.00 12.00 . . . 12.00 1.00 l (l() 45.00 41.00 . . 1.00 42.00 4.00 3.00 575.00 13.50 1.50 8.50 1=1 ACTUALFTE I+ I Recruitments I + .'!.!!f.i!.~ !!.:'-',·:, f( Cr'~_\:::.··nl~J} 598.50 36.50 9.00 t:o 0 ~ ._, ~ ()Q (1) '° 700.00 - - -• • - -• • - - - - - MAR APR Authorized FTE 629.00 629.00 Actual FTE 588.00 592.00 Difference** 41.00 37.00 Recruitments 34.50 30.00 Vacancies 6.50 7.00 • Authorized FTE as of July; actual FTE as of June **Difference = Recruitments + Vacancies STAFFING REPORT ~ • • • • • • • ·---• • l!I • MAY JUN JUL* SEP OCT NOV DEC 629.00 629.00 644.00 644.00 644.00 644.00 644.00 594.50 601.00 606.00 597.50 595.50 595.50 598.50 34.50 28.00 38.00 46.50 48.50 48.50 45.50 31.00 23.00 20.00 36.50 38.50 38.50 36.50 3.50 5.00 18.00 10.00 10.00 10.00 9.00 j ~ Authorized FTE -ffl-Actual FTE j FAHR COMMITTEE AGENDA REPORT Orange County Sanitation District FROM: Lisa L. Tomko, Director of Human Resources Originator: James Matte, Safety & Health Supervisor Meeting Date To Bel. of Dir. 12/14/05 Item Number Item Number FAHR0S-104 SUBJECT: OSHA INCIDENCE RATES AND WORKERS' COMPENSATION CLAIMS AND COSTS REPORT GENERAL MANAGER'S RECOMMENDATION Receive and file the OSHA Incidence Rates and Workers' Compensation Claims and Costs Report. SUMMARY Safety and Health Division staff track OSHA Incidence Rates for DART* Cases (DART Incidence Rate) and Total Accidents (Total Injury Frequency Rate). There were eight DART Cases District-wide for the period of January through October 2005. The industry average is 3.90 for the DART Case Incidence Rate while the District Incident Rate was 1.65 for the period of January through October 2005. There were 15 OSHA Recordable Accidents District-wide for the period of January through October 2005. The industry average is 6.60 for the Total Injury Frequency Rate while the District Incident Rate was 3.10 for the period of January through October 2005. The Division also tracks the District's Workers' Compensation Claims and Costs. The District's claim count for Fiscal Year 2005-2006 is three. The costs associated with these claims for year-to-date is $18,540, which includes medical bills, temporary disability payments, legal costs and a claim reserve account. In addition to the costs connected to the individual claims, the District pays $27,500 per fiscal year to our third party administrator (TPA), Cambridge Integrated Services Group. In addition to the TPA, the District has a purchase order with ProCare Work Injury Center for $5,000. These costs are for first aid cases that are not included in the above numbers. To date, approximately $200 has been expended. * Days Away, Restricted or Transfer PRIOR COMMITTEE/BOARD ACTIONS N/A Revised: 06/04/03 Book Page 21 Page 1 PROJECT/CONTRACT COST SUMMARY N/A 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. [:8l Not applicable (information item) ADDITIONAL INFORMATION The District had eight DART cases and seven other injuries that required only medical treatment for the period of January through October 2005. The reporting period is for 45 days prior to committee meeting. ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS 1. OSHA Incidence Rates Reports for DART Cases and Total Injuries 2. Workers' Compensation Claims and Costs Revised: 06/04/03 Book Page 22 Page2 Workers' Compensation Claims and Costs The Workers' Compensation Claims and Costs are reported by fiscal year. The DART and Total Injury graphs shown above are calendar year rates as required for OSHA recordkeeping. All claims and medical invoices are reviewed by a third party to ensure that proper medical treatment is provided for injured employees and the costs for the treatment are within established guidelines. The medical bills reviewed for July-October 2005 totaled $44,605.29. Medical treatment costs are charged to the fiscal year in which the injury occurred. All open claims have the potential to incur additional costs. After the medical review process, the amount was reduced to $24,244.74, which resulted in savings of $20,360.55 for this reporting period. Workers Compensation Claims and Costs Fiscal Period Claim Count Open Claims Total Incurred 7 /1 /85 -6/30/86 38 0 $270,794 7 /1 /86 -6/30/87 53 0 $99,933 7 /1 /87 -6/30/88 51 0 $173,583 7/1/88 -6/30/89 41 0 $153,481 7 /1 /89 -6/30/90 61 0 $299,977 7 /1 /90 -6/30/91 76 0 $121,978 7/1/91 -6/30/92 58 1 $222,885 7/1/92 -6/30/93 58 0 $93,198 7 /1 /93 -6/30/94 47 0 $218,507 7/1/94 -6/30/95 46 0 $276,359 7 /1 /95 -6/30/96 46 1 $191 ,323 7 /1 /96 -6/30/97 36 0 $370,749 7/1/97 -6/30/98 45 1 $821,842 7/1/98 -6/30/99 38 2 $290,739 7 /1 /99 -6/30/00 43 2 $352,549 7 /1 /00 -6/30/01 32 2 $404,112 7 /1/01 -6/30/02 30 5 $480,649 7 /1 /02 -6/30/03 18 3 $106,658 7 /1 /03 -6/30/04 15 1 $105,642 7 /1 /04 -6/30/05 19 3 $46,143 7 /1 /05 -6/30/06 3 3 YTD $18,540 "Total Incurred" includes medical bills, temporary disability payments to employees, legal costs, and a claim reserve account. Book Page 25 FAHR COMMITTEE AGE NDA REPORT Orange County Sanitation District FROM: Lisa L. Tomko, Director of Human Resources SUBJECT: NON-BASE BUILDING PAYMENT GENERAL MANAGER'S RECOMMENDATION Meeting Date To Bel. of Dir. _12/14/0S-12/21/05 ltem Number Item Number FAHROS-105 Approve a one-time only non-base building payment for the Director of Technical Services in an amount not to exceed $2,679 for his service as Acting General Manager. SUMMARY The Board Chair initiated discussion with the Director of Human Resources recommending a one-time only non-base building payment to the Director of Technical Services for his service as Acting General Manager. The Board Chair asked that this item be considered by the FAHR Committee in December. Approve a one-time only non-base building payment for the Director of Technical Services in an amount of $2,679 for his service as Acting General Manager. The basis for this amount is explained later in this agenda report. • The General Manager resigned at the end of October and the Director of Technical Services was asked by the Board of Directors to function as the Acting General Manager. • Human Resources Policy C190.00 provides Variable Special Pay for Executive Management employees who assume responsibilities of another position for at least 30 days and up to a maximum of three (3) months. • As an Executive Management employee, awarding the incumbent a one-time only non-base building payment will fairly compensate the employee for taking on the additional responsibilities as the Acting General Manager. The assumption of these additional duties has been critical in ensuring the District's operations continued without interruption. • The formula determining this amount is consistent with the formula used to provide a one-time non-base building payment when the General Manager was on a leave of absence status in 2004. Page 1 Book Page 27 PRIOR COMMITTEE/BOARD ACTIONS N/A PROJECT/CONTRACT COST SUMMARY Apply a one-time only non-base building payment of one percent (1 %) of annual salary for each month of service in the role as Acting General Manager: BUDGET IMPACT Dr. Ghirelli's annual base salary= $178,574 • 1.0% X $178,574 = $1,786 1.5 months of service = $1,786 x 1.5 = $2,679 D This item has been budgeted D This item has been budgeted, but there are insufficient funds. ~ This item has not been budgeted, but sufficient funds exist. D Not applicable (information item) ADDITIONAL INFORMATION N/A ALTERNATIVES Do not approve the recommended non-base building payment. CEQA FINDINGS N/A ATTACHMENTS N/A Book Page 28 Page2 FAHR COMMITTEE AGENDA REPORT Orange County Sanitation District FROM: Lorenzo Tyner, Director of Finance Originator: Michael D. White, Controller Meeting Date To Bd. of Dir. 12/14/QS 12/21/05 ltern Number Item Number FAHR0S-106 SUBJECT: DECLARATION OF DISTRICT'S OFFICIAL INTENT TO REIMBURSE THE DISTRICT'S EXISTING CAPITAL RESERVE FUNDS GENERAL MANAGER'S RECOMMENDATION Adopt Resolution No. OCSD 05-_, Declaration of Official Intent to Reimburse Certain of the District's existing capital reserve funds for certain expenditures made in advance of, and in anticipation of, capital improvement expenditures, from proceeds of a future long-term borrowing. SUMMARY Adoption of the "Reimbursement Resolution" will allow the District to use proceeds from a future long-term borrowing to reimburse capital reserve funds which were used to fund District capital projects. A similar Resolution has been adopted in advance of previous debt issuances. PROJECT/CONTRACT COST SUMMARY NIA 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. 1:8'.1 Not applicable (information item) ADDITIONAL INFORMATION Under provisions of U.S. Treasury Regulation 1.150-2, local public agencies may use proceeds from long-term borrowings to reimburse those capital reserve funds which were advanced to fund preliminary expenditures, such as design, engineering and similar costs, for capital projects providing the public agency has declared its intent to do so prior to debt issuance. Book Page 29 As part of preparations for a new capital financing program to support the Strategic Plan Update Capital Improvement Program, it is necessary to update the District's intent to reimburse reserve funds. Adoption of the attached "Reimbursement Resolution" will ensure that the District can include monies in upcoming borrowings to reimburse reserve funds for expenditures made in advance of available COP proceeds. The Board of Directors has adopted similar Resolutions in 1997, 1998, 1999, 2000 and 2001, and 2003. In 2003-04, $107.5 million of the $280 million COP Series 2003 issue was used as replenishment of reserve funds that were previously drawn down prior to the debit issuance for support of the capital improvement program. ALTERNATIVES None. CEQA FINDINGS N/A ATTACHMENTS Resolution No. OCSD 05-_ MW H:\dept\agenda\FAH R\FAH R2005\ 1205\05-106. ReimburseCapResFunds LT.doc Revised: 8/20/01 Book Page 30 Page2 RESOLUTION NO. OCSD 05-XX DECLARATION OF OFFICIAL INTENT TO REIMBURSE CERTAIN OF THE DISTRICT'S CAPITAL RESERVE FUNDS FOR EXPENDITURES MADE IN ADVANCE FOR FISCAL YEAR 2005-06 CAPITAL IMPROVEMENT PROJECTS FROM PROCEEDS OF A FUTURE LONG-TERM FINANCING A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT AUTHORIZING FUTURE CAPITAL EXPENDITURES TO BE REIMBURSED FROM FUTURE LONG-TERM FINANCING WHEREAS, the Board of Directors, by adoption of Resolution No. 94-81 on July 13, 1994; Resolution No. 97-28 on July 30, 1997; Resolution No. OCSD 98-32 on July 1, 1998; Resolution No. OCSD 99-08 on June 23, 1999; Resolution No. 00-15 on July 19, 2000, Resolution No. OCSD 01-17 on August 22, 2001, and Resolution No. OCSD 02-20 on October 23, 2002, previously declared its official intent to reimburse its then existing capital reserve funds and accounts for certain expenditures made in advance of and in anticipation of issuing indebtedness for capital improvements to be acquired, constructed, or paid for, by or on behalf of the District during the Fiscal Year; and, WHEREAS, the District ("Issuer'') intends to acquire and/or construct, or otherwise improve, certain capital improvements during Fiscal Year 2005-06, and later, all as more particularly described on Exhibit "A", attached hereto and incorporated herein by reference (the "Project"); and, WHEREAS, Issuer expects to pay certain expenditures (the "Reimbursement Expenditures") in connection with the Project prior to the issuance of indebtedness for the purpose of financing costs associated with the Project, on a long-term basis; and, WHEREAS, the Issuer reasonably expects that the debt obligations, in an amount not to exceed $200 million, will be issued, and that certain of the proceeds of such debt obligations will be used to reimburse the Issuer for Reimbursement Expenditures. NOW, THEREFORE, the Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE AND ORDER: H:\dept\agenda\FAHR\FAHR2005\ 1205\05-106.ReimburseCapResFunds L T-Att 1.doc Book Page 31 Section 1 : That the Issuer finds and determines that the foregoing Recitals are true and correct. Section 2: That this Declaration is made solely for purposes of establishing compliance with the requirements of Section 1.150-2 of the U.S. Treasury Regulations. This Resolution Declaration does not bind the Issuer to make any expenditure, incur any indebtedness, or proceed with the Project. Section 3: That the Issuer hereby declares its official intent to use proceeds of indebtedness to reimburse itself for the Reimbursement Expenditures. PASSED AND ADOPTED at a regular meeting of the Board of Directors held [December 21], 2005. Chair ATTEST: Board Secretary H:\dept\agenda\FAHR\FAHR2005\1205\05-106.ReimburseCapResFunds L T-Att 1.doc Book Page 32 Exhibit A Orange County Sanitation District Capital Improvement Program Collections Greenville Sullivan/Raitt Street Manhole Rehab. Santa Ana Trunk Sewer Rehab. Lower Main-Broadway MH Rehabilitation Continuous Feed Chemical Treatment Facility Carbon Cnyn Sewer and Pump Stn. Abandonment Santa Ana River Interceptor Relief Sewer Santa Ana River Interceptor Realignment and Prot. Abandonment of the existing SARI in SA River Aband. of Yorba Linda Pump Station Taft Branch Improvements Atwood Subtrunk Improvements Lower Santa Ana River Interceptor Improvements Euclid Relief Improvements -Reach "A" Euclid Relief Improvements -Reach "B" Santa Ana River Relief Sewer, Reach B Newhope-Placentia & Cypress Trunk Replacements Upper & Lower Newhope-Placentia MH Rehabilitation SARI and South Anaheim Interceptor MH Rehab. Rehabilitate District Siphons By Adding Air Jumper Green River Meter Station Trask Branch of the Hoover-Western Subtrunk Rehabilitation of the Westside Pump Station Westside Relief Interceptor/ Los Alamitos MH Rehab Rehabilitation of the Seal Beach and Edinger PS Miller-Holder Trunk Condition Assessment Rehabilitation of Magnolia Trunk Sewer Balboa Trunk Sewer Rehabilitation Replacement of the Bitter Point Pump Station Replacement of the Rocky Point Pump Station Rehabilitation of the 14th Street Pump Station Rehabilitation of the "A" Street Pump Station Rehabilitation of the Bay Bridge Pump Station Crystal Cove Pump Station Interior Rehabilitation Bitter Point Force Main Rehabilitation Continued Project Project Phase Number 7/1/05 01-100 Planning 01-17 Planning 01-22 Planning 01-96 Design 02-24-1 Design 02-31 Planning 02-41 Design 02-41-01 Planning 02-42 Planning 02-49 Planning 02-50 Planning 02-51 Planning 02-52 Planning 02-53 Planning 02-58 Planning 02-65 Planning 02-66 Planning 02-67 Planning 02-68 Design 02-70 Planning 03-45 Planning 03-52 Design 03-55 Planning 03-56 Planning 03-57 Planning 03-58 Planning 05-47 Planning 05-49 Design 05-50 Design 05-51 Const./lmpl. 05-52 Const./lmpl. 05-53 Planning 05-54-1 Planning 05-58 Design Page 1 of 5 Book Page 33 Total 2005-06 Project Project Cashflow Status Budget Budget Future 5,506,000 Future 17,057,000 Future 2,694,000 Revised 1,361,000 875,000 Revised 7,694,000 2,117,000 Future 26,062,000 Continuing 9,584,000 648,000 Future 13,383,000 Future 1,323,000 Future 4,786,000 Future 5,140,000 Future 63,372,000 Future 29,852,000 Future 20,996,000 Future 63,738,000 Revised 43,034,000 568,000 Future 6,471,000 Future 4,573,000 Revised 6,501,000 216,000 Future 704,000 Future 2,384,000 Revised 7,300,000 645,000 Future 30,517,000 Revised 10,773,000 162,000 Continuing 250,000 250,000 New 77,583,000 1,000,000 Future 7,873,000 Revised 29,019,000 965,000 Revised 24,610,000 683,000 Revised 8,888,000 3,411,000 Revised 9,083,000 3,220,000 Revised 19,927,000 80,000 Revised 3,683,000 181,000 Revised 19,652,000 3,163,000 Project Total 2005-06 Project Phase Project Project Cashflow Number 7/1/05 Status Budget Budget Collections (Continued.) Newport Force Main Condition Assessment 05-60 Planning Continuing 650,000 650,000 Bayside Drive Improvement 05-61 Planning New 2,436,000 109,000 Realign & Rehab of Big Canyon Offsite Trunk Sewer 05-62 Design New 2,280,000 700,000 Sunflower Interceptor Manhole Rehab. 07-21 Design Revised 3,422,000 2,093,000 Lemon Heights Subtrunk Street Rehabilitation 07-22-1 Design Revised 2,543,000 155,000 Gisler Red Hill Trunk Sewer Relocation -Phase 1 07-32-1 Design Revised 1,160,000 787,000 Gisler-Redhill Trunk Improvements, Reach "A" 07-36 Const./lmpl. Continuing 7,067,000 3,932,000 Gisler-Redhill System Improvements, Reach B 07-37 Design Continuing 6,893,000 418,000 Orange Trunk Improvements 07-39 Const./lmpl. Continuing 5,298,000 173,000 West Trunk Improvements 07-40 Design Continuing 453,000 36,000 Gisler-Redhill/North Trunk Improvements 07-41 Const.II mpl. Revised 17,492,000 9,287,000 Rehabilitation of College Ave. Pump Station 07-47 Planning Revised 7,403,000 652,000 Rehabilitation of the MacArthur Pump Station 07-49 Design Revised 3,678,000 543,000 Lower Gisler-Redhill Trunk Relocation and MH Rehab 07-57 Planning Future 11 ,185,000 Upper Gisler-Redhill MH Rehabilitation & Campus Dr 07-59 Planning Future 2,995,000 Edinger/Balsa Chica Trunk Improvements 11-25 Planning Future 4,176,000 Coast Trunk Sewer Rehabilitation 11-26 Planning Revised 20,964,000 1,776,000 Warner Sewer Siphon 11-29-1 Planning Continuing 1,179,000 649,000 OCT A Sewer Relocation Projects 15-01 Planning Continuing 300,000 108,000 Permanent Odor Control Facilities 15-03 Planning Future 3,848,000 North County Collections Yard 15-04 Planning New 10,500,000 10,500,000 Facilities Engineering Projects -Collections FE-Collect Planning Continuing 5,400,000 195,000 Replacement of the Ellis Ave. Pump Stn 1-10 Design Revised 57,481,000 2,450,000 Bushard Trunk Sewer Rehabilitation 1-2-4 Const./lmpl. Revised 53,580,000 7,774,000 Pump Station P&IDs and Equipment Tagging SP-95 Planning Continuing 720,000 290,000 Total Collections Proiects 818,476,000 61,461,000 Headworks Headworks Rehab. and Expansion at Plant No. 1 P1-105 Planning Future 56,373,000 Headworks Rehabilitation/Refurbishment P1-71 Design Revised 4,920,000 393,000 Headworks Improvements at Plant No. 2 P2-66 Const./lmpl. Revised 288,289,000 10,366,000 Headworks Construction Trailers at Plant No. 2 P2-94 Const./lmpl. New 1,088,000 1,017,000 Headworks Total 350,670,000 11,776.,000 Primary Treatment Pri. Clarifiers 16-31 & Related Facilities P1-37 Const./lmpl. Revised 89,760,000 7,501,000 Primary Treatment Rehab/Refurb P2-80 Planning Revised 104,150,000 1,912,000 Primary Treatment Total 193,910,000 9,413,000 Continued Page 2 of 5 Book Page 34 Project Total 2005-06 Project Phase Project Project Cashflow Number 7/1/05 Status Budget Budget Secondary Treatment New Secondary Treatment System at Plant No. 1 P1-102 Design Revised 291,424,000 7,911 ,000 Trickling Filter Rehabilitation and New Clarifiers P1-76 Const./lmpl. Revised 46,850,000 9,255,000 Activated Sludge Plant Rehabilitation P1-82 Const./lmpl. Revised 50,260,000 14,846,000 Sec. Treat. Monitoring & Cntrl Sys. Upgrade P2-47-3 Const./lmpl. Revised 9,220,000 2,748,000 Rehabilitation of Activated Sludge Plant at Plant2 P2-74 Design Revised 14,841,000 734,000 Trickling Filters at Plant No. 2 P2-90 Design Revised 253,125,000 6,558,000 Secondary Treatment Total 665,720,000 42,052,000 Solids Handling & Digestion Sludge Digester Rehabilitation at Plant 1 P1-100 Design Revised 54,916,000 2,879,000 Sludge Dewatering and Odor control at Plant 1 P1-101 Design Revised 134,683,000 5,651 ,000 Truck Wash and Dewatering Beds at Plant No. 1 P1-106 Planning Revised 4,806,000 692,000 Solids Storage and Truck Loading Facility P2-60 Const./lmpl. Revised 15,822,000 668,000 Rehabilitation of Solids Storage Silos C & D at P2 P2-89 Planning Future 10,483,000 Plant No. 2 Primary Sludge Feed System Project P2-91 Design Revised 14,684,000 2,058,000 Digester Rehabilitation at Plant No. 2 P2-91-1 Planning New 31,102,000 324,000 Sludge Dewatering and Odor Control at Plant 2 P2-92 Planning Revised 51,696,000 66,000 Tule Ranch Biosolids Management Needs SP-79 Const.II mpl. Revised 1,057,000 64,000 Solids Handling & Digestion Total 319,249,000 12,402,000 Ocean Outfall Systems Peak Flow Management J-67 Const./lmpl. Continuing 3,393,000 287,000 Effluent Pumping Station Annex J-77 Const./lmpl. Revised 63,736,000 21 ,525,000 OOBS Rehabilitation Assessment Study J-99 Planning Continuing 200,000 200,000 NPDES Permit Renewal SP-88 Planning Continuing 214,000 60,000 Ocean Outfall Systems Total 67,543,000 22,072,000 Utility Systems Arc Flash Hazard Evaluation J-100 Planning Continuing 160,000 26,000 lnterplant Gas Line Rehabilitation J-106 Design Revised 3,076,000 1,018,000 Generator Bus Split Project at Plant Nos. 1 and 2 J-107 Planning New 5,426,000 274,000 Standby Power and Reliability Modifications J-33-1A Const./lmpl. Revised 19,029,000 1,098,000 Cable Tray Improvements at Plants 1 & 2 J-47 Design Revised 37,057,000 655,000 Air Quality Improvements J-79 Const./lmpl. Revised 6,817,000 1,924,000 Central Generation Automation J-79-1 Design Revised 6,794,000 1,566,000 Fire Suppression for Servers and Equip at P1 & P2 J-96 Design Continuing 687,000 587,000 Electrical Power Distribution System Improvements J-98 Planning Future 11,046,000 Plant 1 66kV Substation P1-97 Planning Revised 5,173,000 16,000 Gas Compressor Building Upgrades at Plant No. 2 P2-79 Planning Revised 11 ,560,000 1,657,000 Electrical Equipment Refurbishment and Protection SP-81 Design Revised 3,637,000 1,362,000 Plant 1 Plant Water VFD Replacement SP-94 Const./lmpl. Revised 1,547,000 968,000 Utility Systems Total 112,009,000 11,151,000 Continued Page 3 of 5 Book Page 35 Odor Control Related Projects Rehabilitation of Odor Control Facilities Digester Gas Building Odor Control Project Odor Control for New Solids Truck Loading Station Odor Control Related Projects Total Process Related Special Projects Diesel Exhaust Emissions Control Options Study Evaluating Fine Screens for Primary Effluent Plant O&M Manual & SOP Project -Phase I Corrosion Management Special Projects: Anaerobic Baffled Reactor (ABR) Special Projects: Microfiltration/Primary Effluent Special Projects: Biotrickling Filter (BTF) Process Related Special Projects Total Plant Automation & Computerization SCADA Historian Replacement Time Entry System Power Monitoring and Control Systems Fats, Oils, and Grease (FOG) Software Plant Automation & Computerization (Continued) Enterprise Contract Management Solution Document Management Strategic Information Architecture (SIA) Internet/Intranet Development CMMS System Replacement PDS2D Software Replacement Environmental Compliance Awareness Program Citizen Relationship Management (CRM) Disaster Recovery Geographic Information System FIS Upgrade Network Equipment Upgrade Plant Automation & Computerization Total Continued Project Project Phase Number 7/1/05 J-71-8 Design P1-110 Planning P2-95 Planning SP-101 Planning SP-112 Planning SP-53 Planning SP-68-1 Design SP-90-2 Const.limp!. SP-90-5 Const.limp!. SP-90-7 Const.limp!. J-103 Planning J-104 Planning J-33-3 Planning P1-108 Design P1-109 Planning SP-01 Const./lmpl. SP-03 Const./lmpl. SP-09 Const./lmpl. SP-100 Planning SP-103 Planning SP-104 Planning SP-110 Planning SP-111 Planning SP-15 Const./lmpl. SP-64 Const./lmpl. SP-89 Planning Page 4 of 5 Book Page 36 Total 2005-06 Project Project Cashflow Status Budget Budget Revised 53,707,000 1,357,000 New 100,000 100,000 New 150,000 150,000 53,957,000 1,607,000 Continuing 250,000 237,000 Future 75,000 Continuing 4,000,000 800,000 Continuing 7,548,000 1,247,000 Revised 455,000 265,000 Revised 20,000 20,000 Continuing 280,000 130,000 12,628,000 2,699,000 Continuing 456,000 200,000 Continuing 250,000 220,000 Future 4,042,000 Continuing 100,000 25,000 Continuing 1,175,000 175,000 Continuing 864,000 156,000 Revised 1,995,000 500,000 Continuing 650,000 100,000 Continuing 3,789,000 115,000 Continuing 250,000 20,000 Continuing 330,000 50,000 New 250,000 100,000 New 21,000 21,000 Continuing 4,157,000 345,000 Revised 3,895,000 505,000 Continuing 2,901,000 520,000 25,125,000 3,052,000 Miscellaneous & Support Projects Facilities Engineering Projects -Joint Facilities Engineering Projects -Plant 1 Facilities Engineering Projects -Plant 2 Area Classification Study Implementation Plan Modifications to Existing Mech. Systems Building Rehabilitation/Refurbishment Space Allocation and Interior Renovation Laboratory Rehabilitation Laboratory Refurbishment at Plant No. 1 Regional FOG Control Collection at Plant No. 1 Plant No. 2 Landscaping Project Small Cap. Equip. Replacement Project Asset Management Program Warehouse Reinvention Project Plant 2 Maintenance Building Modifications Miscellaneous & Support Projects Total Water Management Projects Groundwater Replenishment System Long Term Permanent Monitoring Program Water Management Projects Total Strategic & Master Planning Collection System Model and Strategic Plan Update Treatment Plant Strategic Plan Update Orange County Biosolids Production Siting Study Unifying Strategies Implementation Strategic & Master Planning Total Research & Development Bioscope Additive to Improve Anaerobic Digestion Microsludge Process to Improve Anaerobic Digestion Nitrification/Dentrification Study USBR Brine Management Grant Project Research & Development Total Total Treatment and Disposal Projects Capital Equipment Purchases Total Collection, Treatment and Disposal Projects Project Project Phase Number 7/1/05 FE-J Planning FE-P1 Planning FE-P2 Planning J-35-1 Const./lmpl. J-62 Planning J-69 Planning J-84 Design J-88 Design J-97 Planning P1-104 Planning P2-96 Planning SP-34 Const./lmpl. SP-68-2 Design SP-77 Const./lmpl. SP-98 Design J-36 Const./lmpl. J-73-2 Planning J-101 Planning J-102 Planning SP-105 Planning SP-115 Const./lmpl. SP-109 Planning SP-113 Planning SP-114 Planning SP-116 Planning Page 5 of 5 Book Page 37 Total 2005-06 Project Project Cashflow Status Budget Budget Continuing 18,200,000 492,000 Continuing 18,200,000 482,000 Continuing 18,200,000 477,000 Revised 26,970,000 909,000 Revised 3,507,000 112,000 Future 1,456,000 Revised 18,572,000 1,239,000 Revised 1,777,000 1,350,000 Revised 6,912,000 670,000 Future 3,195,000 New 90,000 90,000 Continuing 3,000,000 500,000 Revised 7,750,000 950,000 Continuing 600,000 130,000 Revised 384,000 54,000 128,813,000 7,455,000 Continuing 251,660,000 84,811,000 Continuing 7,074,000 648,000 258,734,000 85,459,000 Revised 686,000 558,000 Continuing 3,620,000 815,000 Revised 700,000 500,000 New 2,060,000 2,060,000 7,066,000 3,933,000 New 150,000 150,000 New 250,000 250,000 New 150,000 150,000 New 100,000 50,000 650,000 600,000 2,196,074,000 213,671,000 1,978,600 1,978,600 3,016,528,600 277.110,600 Book Page 38 FAHR COMMITTEE AGENDA REPORT Orange County Sanitation District FROM: Lisa L. Tomko, Director of Human Resources Originator: Jeff Reed, Human Resources Manager Meeting Date To Bel. of Dir. 12/14/05 12/21/05 Item Number Item Number FAHR05-107 SUBJECT: CHANGES AND ADDITIONS TO HUMAN RESOURCES POLICIES AND PROCEDURES AS AUTHORIZED BY RESOLUTION 98-33. GENERAL MANAGER1S RECOMMENDATION Adopt Resolution No. OCSD 05-XX, amending Resolution No. OCSD 98-33, amending Human Resources Policies and Procedures Manual. SUMMARY The attached policy revisions are forwarded for approval to maintain consistent language with the Memorandums of Understanding (MOU), address new legislation, or to clarify procedures. Changes and additions to the Human Resources Policies and Procedures Manual will be done on a quarterly basis. The next quarterly update is scheduled for March 2006. PRIOR COMMITTEE/BOARD ACTIONS • Human Resources Policies and Procedures Manual revisions were presented at the September 2005 FAHR Committee and Board of Directors meetings. PROJECT/CONTRACT COST SUMMARY N/A 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. [gl Not applicable (information item) ADDITIONAL INFORMATION Policy Number and Subject From To Reason for Change • Revise policy to include meal expenses to be reported C110.00 -Travel N/A N/A by most senior staff member in OCSD group. • Revise policv updating location of forms in MvOCSD . H:ldeptlagenda\FAHR\FAHR2005\1205\05-107.HR Policy Procedure Update AR.doc Page 1 Book Page 39 ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS 1. C110.00 -Travel 2. Resolution No. OCSD 05-XX H:\depl\agenda\FAHR\FAHR2005\1205\05-107.HR Policy Procedure Update AR.doc Page 2 Book Page 40 4.1.6 Travel arrangements shall be made as far in advance as possible to take advantage of discounted or reduced fares and rates. 4.1. 7 Business travel expenses incurred in excess of those described in this policy are not reimbursable. For example, if employees choose to drive instead of fly from Los Angeles to Phoenix, the total reimbursement will not exceed the amount that would have been incurred had air travel been used (e.g., mileage, lodging and meal expense reimbursements resulting from car travel cannot exceed the amount that would have been required if air travel had been used). 4.1 .8 Employees will be responsible for repaying OCSD for any expenses paid on their behalf by OCSD that are subsequently determined to be excessive. 4.1.9 OCSD's reimbursement plan has been developed to be considered an "accountable plan" by the IRS. The plan includes a combination of reimbursements based upon receipts and a "per diem" component approved by the IRS. You should check with your income tax preparer if you have any questions. Travel reimbursement amounts are not reported on your annual W-2. 4.2 REIMBURSEMENT 4.2.1 A Travel Expense Reimbursement form and a Daily Expense Breakdown form (if applicable) shall be completed if any eligible out-of-pocket expenses have been incurred. In addition the employee shall also attach applicable receipts such as airfare itinerary, detailed hotel receipt, rental car contract and receipt, etc. Receipts are not required for authorized meals. 4.2.2 A Travel Expense Reimbursement form shall be completed and submitted no later than two weeks after the travel has occurred. 4.2.3 Original receipts are required for all reimbursable expenses except meals regardless of the dollar amount. See section 4. 7 for meals. 4.2.4 The approval level required on the Travel Expense Reimbursement form is based on total expenses incurred. Employees cannot approve their own travel expenses. 4.2.5 The designated department/division travel coordinator is responsible for auditing and signing the Travel Expense Reimbursement form. They shall also ensure that all applicable forms are completed and attached; applicable receipts are attached, when required; and appropriate signatures have been obtained. 4.2.6 Travel and reimbursement requests shall be forwarded to the appropriate division; Accounting for meetings or the Human Resources Employee Development division for training functions. 4.3 LODGING 4.3.1 Lodging shall be in a hotel, motel or lodge. Hotel/motel rooms shall be standard (single occupancy) rather than deluxe accommodations. The employee shall pay lodging expenses directly. Direct billings to OCSD for employee lodging will not be accepted unless the circumstances are unavoidable and written authorization from the General Manager's office is obtained in advance. Page 2 of 8 Book Page 42 4.3.2 Meals or other reimbursable charges on the hotel bill will be applied towards, and must not exceed, the daily reimbursement maximum. 4.3.3 Overnight stays may be allowed for meetings or training functions lasting more than one day in OCSD's general geographical area (Orange, Los Angeles, Ventura, San Bernardino, Riverside, San Diego, Imperial and Kern Counties) when the travel time involved is significant. Such matters will be determined on a case-by-case basis and at the discretion of the appropriate supervisor, manager or department head. 4.3.4 Making Reservations -When making hotel reservations, always ask for the lowest available rate the hotel is offering (e.g., government, season special), which may be lower than the convention/conference rate. 4.3.5 Canceling Reservations -A traveler canceling the reservation shall do so according to the hotel's policy in order to avoid charges. OCSD does not reimburse for non-canceled reservations. early departure. or late cancellation charges unless approved by the Department Head via an "Exceptions-Unauthorized Expenditures" memo. 4.4 GROUND TRANSPORTATION 4.4.1 Employees shall select the most economical, practical means of ground transportation that is appropriate for the particular site. 4.4.2 Reimbursement for personal auto usage for business will be calculated per the current Internal Revenue Service (IRS) guidelines. This rate is subject to change. 4.4.3 Automobile mileage is reimbursable if an employee is required to use a personal vehicle for travel within OCSD's general geographical area, which includes Orange, Los Angeles, Ventura, San Bernardino, Riverside, San Diego, Imperial and Kern Counties. Mileage is based upon the following: • If an employee drives round-trip from their residence to a meeting or training function, the round-trip mileage the employee would have driven from his/her residence to work must be subtracted from the round-trip mileage to the event. Any excess mileage is reimbursable to the employee at the current IRS approved rate. • If an employee drives round-trip from work to a meeting or training function, the round-trip mileage from OCSD to the event is reimbursable at the current IRS approved rate. 4.4.4 OCSD shall pay local transportation costs from the employee's residence to the departure airport and from the departure airport to the employee's residence. Local transportation to and from a departing airport shall be by bus, shuttle or taxi. If the employee uses his/her personal vehicle, then mileage is reimbursable at the current IRS approved rate. 4.4.5 The reimbursable mileage for air travel departures is the mileage between the last stop (e.g., OCSD or employee's residence) and the terminal. The reimbursable mileage for air travel arrivals is the mileage between the terminal and the first stop (e.g., OCSD or employee's residence). 4.4.6 Parking at the departure airport is reimbursable with receipts. Page 3 of 8 Book Page 43 4.4.7 Round-trip mileage expenses are reimbursable when family chauffeuring is the most economical alternative. 4.4.8 OCSD vehicles may be used to transport business guests (see Policy F41.00, Vehicle Usage: section 4.6.9). 4.4.9 Travel while at the local destination may be by shuttle, bus or taxi, as needed. A rental car may be allowed when it is more economical. 4.5 AUTO RENTALS 4.5.1 Rental Car Reservations -Employees shall utilize either OCSD's designated travel agency or the Internet, whichever is more cost effective, to secure rental car reservations. Internet reservations may require employees to charge their personal credit card. Employees will be reimbursed tor pre-approved reservations made on their personal credit card after they submit a detailed receipt of the charges. Reservations made through the Internet require a written statement from the employee detailing the cost savings. 4.5.2 Rented autos shall only be used when no other means of transportation is economically feasible. Use of airport or hotel shuttles is encouraged. 4.5.3 Class size -Intermediate or standard model, mid-size car (Class C), or the smallest size compatible with the specific need, are to be used. Exceptions shall be explained on an "Exceptions-Unauthorized Expenditures" memo signed by the Department Head. The original copy of the car rental contract and receipt must be attached to the "Travel Expense Reimbursement" form. 4.5.4 Insurance -OCSD is insured or self-insured tor damage to rental cars used on company business. ONLY the "Loss Damage Waiver Fee" is to be accepted and is reimbursable. Any additional insurance purchased for the rental car is not reimbursable. 4.5.5 Rental Contract -When completing the rental agency contract, sign for OCSD, not as an individual (i.e. Orange County Sanitation District, CA, by (your name). 4.5.6 Gas Surcharge -OCSD will not pay fuel surcharges. 4.5.7 Damage -In the event of damage to rental cars, all details of the event reported to the police and/or the rental firm shall also be provided to OCSD Safety Division within 24 hours of the incident. 4.6 AIR TRAVEL 4.6.1 Airline Reservations -Employees shall utilize OCSD's designated travel agency or the Internet, whichever is more cost effective, to secure airline reservations. Internet reservations may require employees to charge their personal credit card. Employees will be reimbursed for pre-approved reservations made on their personal credit card after they submit a detailed receipt of the charges. 4.6.2 Frequent Flyer Miles -Employees who belong to frequent flyer programs are entitled to personally use all bonuses accrued by them on company business. Under no circumstances, however, may employees purchase more expensive tickets in order to accumulate frequent flier mileage or upgrade the class of service. First or Business Page 4 of 8 Book Page 44 Class upgrades may be used as long as the original ticket still represents the lowest practical airfare. 4.6.3 Excess Baggage Fees -OCSD will not reimburse for excess baggage fees if not related to company business. This includes sporting equipment. 4.6.4 Alternative Airports -Alternative airports within close proximity {Los Angeles, Long Beach, and Ontario) shall be used if the savings exceed $150. 4.6.5 Lost or Unused Tickets/Ticket Changes -Once an employee accepts an airline ticket on behalf of OCSD, he or she is responsible for it. If the employee loses his/her ticket, the employee must incur any related fees. Unless directed by OCSD management, an employee who fails to use or changes an airline ticket for his/her convenience shall incur any related fees. It is the employee's responsibility to contact the agency that issued their ticket to find out how to remedy lost, unused or ticket change situations. 4.6.6 Flight Limitations -There shall be no more than four (4) OCSD employees total per flight. 4.6.7 Saturday Night Stay-over -OCSD may require a Saturday night stay-over if the stay- over results in significant cost savings to OCSD. In general, it is expected that business meetings that start on Tuesday or end on Thursday will not justify a reimbursement for Saturday night stay-over. Saturday night stay-over expenses are reimbursable only if the sum of the airfare plus the expenses of the additional lodging, meals and incidentals resulting from the stay- over are less than the lowest available airfare without the stay-over. 4.6.8 Flight Insurance -Flight insurance is not reimbursable. 4.7 MEALS/INCIDENTALS 4. 7 .1 On overnight stays, or travel beyond the normal work day, OCSD employees are entitled to a "per diem" reimbursement per day depending upon the destination. The daily maximum includes amounts for breakfast, lunch and dinner and an allowance for incidentals. Receipts are not required to receive the per diem amount. 4.7.2 Per Diem amounts have been approved by the Board of Directors and comply with the Federal Meals Incidental Expense Rates found in the Code of Federal Regulations 301- 11.18. Use of these rates allows OCSD's reimbursement plan to be considered an "accountable plan" by the IRS. The file containing the daily rates and governing destinations is accessible through MyOCSD. h:\ntgloballJorms',tFainJng anfi r:neetings aulhofiralions anfi O)(f}enses\Dor:nestic Per Dier:n Rates. 4.7.3 When a training function or meeting does not involve overnight stay, the meal reimbursement shall not exceed the individual maximums above for the meals that are appropriate for travel times. 4.7.4 Provided Meals -Meal expenses are not reimbursable if furnished as part of the event and included in the registration or if provided by others. 4.7.5 Meals served by airlines are not counted as a full meal. If an airline serves breakfast, for example, an employee remains eligible for the breakfast per diem. Page 5 of8 Book Page 45 4.8 GROUP EXPENSE REIMBURSEMENT 4.8.1 When employees travel in a group, they shall pay their own expenses. If this is not practical, one member of the group may pay. Expense reimbursement form shall include: • Names of the individuals for whom the expense has been incurred • Department number(s) to be charged • Circumstances involved Expenses for meals etc. cannot exceed individual maximums on an average per employee basis. 4.8.2 When more than one OCSD employee is present for a business meal, the expense(s) must be reported by the most senior OCSD person. The cost of business meals should be in line with per diem rates. 4.9 COMBINING BUSINESS AND PERSONAL TRAVEL 4.9.1 If an employee combines business and personal travel, the personal travel expenses will be paid directly by the employee. For trips in which the primary purpose is personal, OCSD pays only that portion of the trip directly related to business. 4.9.2 Business travel is based on actual business expenses incurred. Therefore, no adjustment is permitted between expense categories (e.g., funding extra airfare expense in exchange for reduced lodging in a private home on a personal side trip). 4.9.3 In general, it is not appropriate for family members to accompany employees on business trips. Any costs incurred on behalf of family members are not reimbursable. 4.10 FOREIGN TRAVEL 4.10.1 Regardless of when expense reports are submitted, the exchange rate for converting foreign currency expenses into U.S. dollars will be the rate in effect at the time the U.S. dollars are converted to foreign currency and supported by receipts. 4.11 TELEPHONE CALLS 4.11 .1 Business telephone calls and modem services are reimbursable with receipt. On overnight stays, a $4.25 per day allowance is provided for personal telephone calls. Employees with OCSD-issued cellular phones are encouraged to use their cellular phones for calls. 4.12 CASH ADVANCE 4.12.1 Cash advances may be requested for overnight stays FOR EMERGENCY PURPOSES ONLY. The minimum request amount per trip is $100. The maximum request amount is $250 per trip. To receive a cash advance, the traveler is required to complete a "Request for Emergency Cash Advance" form, obtain proper signatures and submit the completed form to the Accounting Division. Page 6 of8 Book Page 46 4.13 NON-REIMBURSABLE EXPENSES 4.13.1 Expenses that are personal (not directly connected with OCSD business) are not reimbursable unless there are extenuating circumstances approved by the General Manager. These include, but are not limited to the following: • Clothing and toiletries • Personal side trips, personal entertainment and personal trip insurance • Fees for use of recreational, health and gym facilities • Home maintenance, baby sitting and pet boarding expenses • Personal legal charges and traffic violations • Loss or theft of cash, travelers checks, travel tickets and credit cards • Loss, theft or damage to personal property such as luggage, auto and clothing • Medical expenses • Accident related costs resulting from an employee's business use of a personal auto • Tips exceeding 15% • Movies • Alcohol 4.14 AGENCYNENDOR-REIMBURSED EXPENSES 4.14.1 When any meeting or training fees are to be reimbursed by an outside agency or vendor, the agency/vendor shall provide a letter to the employee stating exactly which expenditures will be reimbursed. The letter shall accompany the employee's reimbursement package. The designated travel coordinator shall prepare a letter to the agency/vendor listing au expenditures that the agency/vendor has agreed to reimburse and enclose a copy of the agency/vendor authorization letter and copies of all receipts. This letter is copied to the employee and to Accounts Receivable in the Finance Department so that the payment can be credited to the proper account. 4.15 REIMBURSEMENT FOR NON-OCSD EMPLOYEES 4.15.1 Occasionally, OCSD requests others to travel either to OCSD properties or on behalf of OCSD. In those instances, the Department Head shall prepare a letter authorizing the travel. After completing the travel, the traveler submits a detailed invoice along with a payment request voucher to Accounts Payable for processing. A copy of the authorization letter shall accompany the payment request voucher. 4.16 EXCEPTIONS 4.16.1 Exceptions to the policy shall be indicated on the original Travel Expense Reimbursement form. Additionally an Exceptions-Unauthorized Expenditures memo shall be completed, signed by the Department Head and attached to the package. Page 7 of8 Book Page 47 5.0 PROVISIONS AND CONDITIONS 5.1 Employees shall have Department Head approval in writing before agreeing to appear on a panel or to give a presentation on behalf of OCSD. Failure to do so may preclude attendance. 6.0 RELATED DOCUMENTS 6.1 Travel Expense Reimbursement form 6.2 Airfare Payment Request Voucher form 6.3 Registration Payment Request Voucher form 6.4 Request for Travel Authorization form 6.5 Lost -Unavailable Receipts memo 6.6 Request for Emergency Cash Advance form 6.7 Federal Meals and Incidental Expense Rates per Code of Federal Regulations (CFR 301-11.18) 6.8 Policy C190.00, Variable Non Base Pay 6.9 Policy F41.00, Vehicle Usage Policy Page 8 of8 Book Page 48 RESOLUTION NO. OCSD 05-XX AMENDING RESOLUTION NO. OCSD 98-33 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ORANGE COUNTY SANITATION DISTRICT AMENDING THE HUMAN RESOURCES POLICIES AND PROCEDURES ***************************** The Board of Directors of the Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE AND ORDER: Section 1: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. Ct 10.00, Travel, set forth in Attachment No. 1, attached hereto and incorporated herein by reference. Section 2: That all other terms and conditions of Resolution No. OCSD 98-33, as previously recommended, shall remain in full force and effect. Section 3: That all future amendments to Resolution No. OCSD 98-33 be made by Resolution. PASSED AND ADOPTED at a regular meeting held December 21, 2005. Chair ATTEST: Board Secretary Book Page 49 Book Page 50 FAHR COMMITTEE Meeting Date 12/14/05 AGENDA REPORT Item Number FAHR0S-108 Orange County Sanitation District FROM: Lisa L. Tomko, Director of Human Resources Originator: Richard Spencer, Human Resources Supervisor SUBJECT: ELECTRONIC EMPLOYMENT APPLICATION UPDATE GENERAL MANAGER'S RECOMMENDATION Response to FAHR Committee Request for Presentation. SUMMARY To Bel. of Dir. Item Number On August 1, 2005, the Human Resources Department implemented an electronic employment application system to streamline the process of accepting, tracking, reporting, and routing the approximate 6,000 employment applications received annually. The key features of the electronic employment application include: • Customization to meet OCSD's specific needs and requirements • Direct links from job posting to application process • Ability for candidates to track submitted applications through the recruitment process • Application is completed online, virtually eliminating the need for paper • Applications are prescreened by the recruiter and electronically forwarded to the hiring manager for review • Full reporting capabilities, including metrics for efficiency and effectiveness measures The associated five-minute demonstration will highlight the following system features and functionality: Applicant Tracking System Demonstration Objectives: • Applicant Process • HR Review Process o Pre-screening score o Relative ranking of applicants o Human Resources comments o Forwarding data to managers • Manager Review Process o Manager ranking/scheduling o Manager comments o Forwarding candidate selections to HR for interviews • Reporting o Example -Time to Fill Report Book Page 51 PRIOR COMMITTEE/BOARD ACTIONS N/A PROJECT/CONTRACT COST SUMMARY Reference Data FV04/05 Recruitments (Positions Filled) 72 Averaqe Hourly Rate (4% Increase Annually) $43.70 Applications Reviewed (without Pre Screeninq) 6000 Applications Reviewed (with Pre Screeninq) None Aoolications Reviewed Per Hour (Manual) 10 Cost Data FV04/05 Labor Cost (Manual Review) $26,220 Labor Cost (Automation) None Labor Savinqs from Automation None Acquisition Cost $55,737 Annual License None Annual Savings None Break-Even Analysis (38 months) None FV0S/06 72 $45.45 6000 2000 10 FV0S/06 $27,270 $9,090 $18,180 None $1 ,500 $16,680 ($39,057) FV06/07 FV07/08 FV0B/09 72 72 72 $47.27 $49.16 $51.13 6000 6000 6000 2000 2000 2000 10 10 10 FV06/07 FV07/08 FV0B/09 $28.361 $29,495 $30,675 $9,454 $9,832 $10,225 $18,907 $19,663 $20,450 None None None $1 ,500 $1,500 $1,500 $17,407 $18,163 $18,950 ($21 650) ($3,486) $15,464 The break-even analysis indicates a return on investment at 38 months. Additional benefits that OCSD realized upon implementation included: • Reduced paper costs • Reduced time spent searching for resumes/applications • Reduced time associated with inter-office and postal mail • Reduced advertising costs • Reduced time to generate multiple reports • Increased metrics and reporting accuracy • Increased communication with all candidates • Increased communication with managers • Enhanced person/job matching through the use of specific pre-screening questions • Creation of a proprietary candidate database • Enhanced ability to maintain relationships with top talent 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. [81 Not applicable (information item) Page 2 Book Page 52 ADDITIONAL INFORMATION N/A AL TEA NATIVES N/A CEQA FINDINGS N/A ATTACHMENTS 1. Applicant Tracking System Demonstration Reference Materials Page3 Book Page 53 Book Page 54 FAHR COMMITTEE Meeting Date To Bel. of Dir. 12/14/05 AGENDA REPORT Item Number Item Number FAHR0S-109 Orange County Sanitation District FROM: Lorenzo Tyner, Director of Finance/Treasurer SUBJECT: 2005-06 SALARY AND BENEFITS GENERAL MANAGER'S RECOMMENDATION Informational item. SUMMARY At the November 2005 Finance, Administration and Human Resources (FAHR) Committee Meeting, staff presented the District's 2004-05 Comprehensive Annual Financial Report. Based on this report, Committee members requested information regarding the increase in costs related to employee salary and benefits. Specifically, the Committee requested an explanation for why the 2005-06 Budget for these costs is 10% greater than the 2004-05 actual costs when the approved salary increase was only 4%. Three factors resulted in an increase exceeding the 4% salary increase: 1) Increase in Related Benefits Costs While the approved salary increase was only 4%, benefits have increased at a much faster rate. OCERS retirement costs for all budgeted positions have increased by 16%. Group insurance has increased by 7.7%. These costs represent approximately 2% of the 1 0% change in costs. 2) 2004-05 Unfilled Vacancies (23 Positions) The 2004-05 actual employee salary and benefits costs reflect the costs of the filled positions only. The 2005-06 Budget assumes that the 23 approved positions that went unfilled in 2004-05 would be filled in 2005-06. These costs represent approximately 3% of the 10% change in costs. 3) 2005-06 New Positions (15 Positions) The 2005-06 includes 15 new positions above the level approved in the 2004-05 budget. These costs represent approximately 2% of the 10% change in costs. H:\deptlagenda\FAHR\FAHR2005\1205\05-109.2005-06 Salary Increase Expl.doc Revised: 06,'04/03 Book Page 61 Page 1 Salary and Benefits Cost Summary 2004-05 Actual Costs 2005-06 Budgeted Costs Total Increase Salary Increase for 2004-05 Filled Positions Budget for 2004-05 Unfilled Positions Budget for 2005-06 New Positions Benefits Increases/Other All Positions Total Change PRIOR COMMITTEE/BOARD ACTIONS N/A PROJECT/CONTRACT COST SUMMARY N/A BUDGET IMPACT $63.1 million $69.6 million $ 6.5 million $2.0 million (3.1 %} (Excluding Benefits) $2.1 million (3.3%} (Includes New Salary Level) $1.4 million (2.2%) (Includes New Salary Level) $1 .0 million {1.6%) $6.5 million (10.2%) 0 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. IZ] Not applicable (information item) ADDITIONAL INFORMATION N/A ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS None. H:\deptlagenda\FAHRIFAHR2005\1205\05-109 2005-06 Salary Increase Expl,doc Revised: 06104/03 Book Page 62 Page2 FA HR CO MMITTEE Meeting Date To Bd. of Dir. 12/14/05 AGENDA REPORT Item Number Item Number FAHR0S-110 Orange County Sanitation District FROM: Lorenzo Tyner, Director of Finance/Treasurer SUBJECT: BILLING FOR SEPTIC TANKS GENERAL MANAGER'S RECOMMENDATION Informational item. SUMMARY At the October Finance, Administration and Human Resources (FAHR) Committee Meeting, Director Luebben inquired about the District's billing procedures for customers with septic tanks. I would like to take this opportunity to provide some information regarding this procedure. Initially, all residential customers are included in the Sanitation District's billing system as if they are connected to our system and billed sewer service fees accordingly. As the Sanitation District becomes aware that a customer is no longer connected to our system (i.e. septic tank), the new use is confirmed and the customer is no longer charged. A refund is immediately processed and issued. The general procedure is as follow: a) The customer notifies the Sanitation District he is no longer connected to our system (septic tank). b) The Sanitation District mails the customer a "Septic Tank Refund Letter'' along with a pre-paid, self-addressed return envelope. c) Upon receipt of the letter, signed by the customer, staff updates the Sanitation District's database and begins to process a customer refund. d) The refund is processed back to the beginning of the sewer service fee, plus interest. Customers that have been billed incorrectly in prior years receive refunds. e) Staff then corrects the tax bill for the current and subsequent years. Additionally, it has been suggested that the Sanitation District should implement a more "proactive" approach to updating its records. Book Page 63 ADDITIONAL INFORMATION N/A ALTERNATIVES N/A CEQA FINDINGS N/A ATTACHMENTS 1. Septic Tank Refund Letter Book Page 65 Book Page 66 May 8, 2002 Dear Resident: The property owner of record may be entitled to a sewer service user fee refund if this property utilizes a septic tank and is not connected to the local sewer. The charge will appear on your property tax bills as OCSD U_ fee. The Orange County Sanitation District assesses a yearly sewer service fee to all residential properties within the District's service area. These sewer service fees are assessed based on property information contained in the County of Orange Assessor's database and are collected through the County of Orange property tax bill. Because the database does not have information indicating whether residential property is connected to a sewer system, the sewer service fee is assessed to all developed residential properties in the database. The District has recently become aware of residential properties located in your service area that may not be connected to a sewer system and, therefore, should not be paying a sewer service fee to the District. The residential property to which this letter is addressed has been identified as one that may not be connected to a sewer system. All septic tanks require pumping. A copy of your most recent bill for that service will be sufficient proof of septic tank ownership. if the property to which this letter is addressed is not connecting to the local sewer, the owner of the property is entitled to a refundfor all sewer service fees previously paid through the Orange County property tax bill. In District 3, the fee originated in the 1989 I 90 tax year; District 2, the 1990-91 tax year. In addition, the fee will be removed .fromfuture Orange County Property tax bills so long as the property remains unconnected to the public sewer system Please complete the attached questionnaire indicating whether your property is or is not connected to the local sewer. If you are not the property owner, please provide us with the name and address of the owner so that we may contact them regarding this refund. Please return the questionnaire within the enclosed self-addressed metered envelope, and retain a copy for your records. if eligible, a refund check will be processed within 30 days of receipt of this questionnaire. If you have any questions regarding this notification, please call (714) 593-7281 weekdays, between the hours of 7:30 a.m. and 5:00 p.m., and either Tara Hill or Angela Belt will assist you. You may leave a message at any time of the day and your call will be returned, or you may e-mail to abelt@ocsd.com or dayhill@ocsd.com. The District thanks youfor your assistance in helping us improve upon our goal of maintaining afair and equitable sewer service fee program. Sincerely Revenue Division The Orange County Sanitation District Enclosure Book Page 67 SEWER SERVICE FEE REFUND QUESTIONNAIRE Please ftll in the following information: Name: Address: Telephone No.: _______________ _ Assessor's Parcel No.: ------------- I am the Owner of Record: D I rent this parcel: • • Please provide name and address of the property owner: My signature (or our signatures for joint ownership requests) below certifies that: • I am (We are) the current owner(s) of the parcel listed above. • This parcel (Please mark the correct answer-cannot be both): D is currently utilizing a septic tank. D is connected to the local sewer system. • If applicable, I am (We are) requesting a refund of all sewer service fees assessed and paid on this parcel since the inception of the Orange County Sanitation District's Sewer Service Fee that has been collected and remitted through the County of Orange Property Tax Bill. • If currently not connected, I (we) will notify the Orange County Sanitation District (714- 593-7577) at the time this parcel is connected to the local sewer system. Signature ____________ _ Date ------- Signature ____________ _ Date ------- Please return in the enclosed self-addressed metered envelope, and retain the copy for your records. A refund check will be processed within 30 days of receipt. BookPage 68 ORANGE COUNTY SANITATION DISTRICT (714) 962-2411 www.ocsd.com Mailing Address: P.O. Box 812 7 Fountain Valley, California 92728-8127 Street Address: 10844 Ellis Avenue Fountain Valley, California 92708-7018