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