HomeMy WebLinkAbout06-14-2023 Administration Committee MinutesOrange County Sanitation District
Minutes for the
ADMINISTRATION COMMITTEE
Wednesday, June 14, 2023
5:00 PM
Board Room
Administration Building
10844 Ellis Avenue
Fountain Valley, CA 92708
(714) 593-7433
CALL TO ORDER
A regular meeting of the Administration Committee of the Orange County Sanitation District
was called to order by Committee Vice-Chairman Glenn Grandis on Wednesday, June 14,
2023 at 5:01 p.m. in the Administration Building of the Orange County Sanitation District.
Director Shawver led the Flag Salute.
ROLL CALL AND DECLARATION OF QUORUM:
The Clerk of the Board declared a quorum present as follows:
PRESENT:Ryan Gallagher, Glenn Grandis, Farrah Khan, Andrew Nguyen,
Robbie Pitts, David Shawver, Chad Wanke, John Withers and Emily
Hibard (Alternate)
ABSENT:Pat Burns, Rose Espinoza, Christine Marick and Susan Sonne
STAFF PRESENT: Rob Thompson, General Manager; Lorenzo Tyner, Assistant General
Manager; Michael Dorman, Director of Engineering; Laura Maravilla, Director of Human
Resources; Riaz Moinuddin, Director of Operations and Maintenance; Wally Ritchie, Director
of Finance; Lan Wiborg, Director of Environmental Services; Kelly Lore, Clerk of the Board;
Mo Abiodun; Jennifer Cabral; Sam Choi; Rhea DeGuzman; Thys DeVries; Brian Engeln; Al
Garcia; Mark Kawamoto; Rob Michaels; Shallee Milligan; and Ruth Zintzun were present in
the Board Room. Tina Knapp, John Preston, Thomas Vu, and Mike Zedek were present
telephonically.
OTHERS PRESENT: Brad Hogin, General Counsel, was present in the Board Room; and
Board member Christine Marick was present telephonically.
PUBLIC COMMENTS:
None.
REPORTS:
Vice-Chair Grandis did not provide a report.
General Manager Rob Thompson reminded the Committee of the upcoming Honor Walk to
be held on June 28, 2023 at 3:30 p.m.
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ADMINISTRATION
COMMITTEE
Minutes June 14, 2023
CONSENT CALENDAR:
1.APPROVAL OF MINUTES 2023-3030
Originator: Kelly Lore
MOVED, SECONDED, AND DULY CARRIED TO:
Approve Minutes of the Regular meeting of the Administration Committee held May 10,
2023.
AYES:Ryan Gallagher, Glenn Grandis, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke, John Withers and Emily Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Farrah Khan, Christine Marick and Susan
Sonne
ABSTENTIONS:None
2.ENVIRONMENTAL REGULATORY REPORTS 2023-2892
Originator: Lan Wiborg
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Receive and file environmental regulatory reports: Annual Biosolids Management
Compliance Report CY 2022, Annual Pretreatment Program Report FY 2022 (July
2021-June 2022), Semi-Annual Pretreatment Program Report (July-December 2022),
Annual Mandatory Reporting of Greenhouse Gas Emissions Report CY 2022, Annual
Emissions Report CY 2022, and the Marine Monitoring Annual Report FY 2022 (July
2021-June 2022).
AYES:Ryan Gallagher, Glenn Grandis, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke, John Withers and Emily Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Farrah Khan, Christine Marick and Susan
Sonne
ABSTENTIONS:None
3.FY 2023-24 USE CHARGES FOR SANTA ANA WATERSHED
PROJECT AUTHORITY
2023-2971
Originator: Wally Ritchie
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
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ADMINISTRATION
COMMITTEE
Minutes June 14, 2023
Adopt Resolution No. OC SAN 23-XX, entitled: “A Resolution of the Board of Directors
of the Orange County Sanitation District Establishing Use Charges for the 2023-24
Fiscal Year Pursuant to the Wastewater Treatment and Disposal Agreement with the
Santa Ana Watershed Project Authority (“SAWPA”)”.
AYES:Ryan Gallagher, Glenn Grandis, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke, John Withers and Emily Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Farrah Khan, Christine Marick and Susan
Sonne
ABSTENTIONS:None
4.GANN APPROPRIATIONS LIMIT FOR FISCAL YEAR 2023-24 2023-2972
Originator: Wally Ritchie
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Adopt Resolution No. OC SAN 23-XX, entitled: “A Resolution of the Board of Directors
of the Orange County Sanitation District Establishing the Annual Appropriations Limit
for Fiscal Year 2023-24 for the Orange County Sanitation District in Accordance with
the Provisions of Division 9 of Title 1 of the California Government Code”.
AYES:Ryan Gallagher, Glenn Grandis, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke, John Withers and Emily Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Farrah Khan, Christine Marick and Susan
Sonne
ABSTENTIONS:None
5.PMWEB MAINTENANCE AND SUPPORT RENEWAL 2023-3019
Originator: Wally Ritchie
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a three (3) year Purchase Order contract with PMWeb Inc. for
maintenance and support of PMWeb application, paying $121,500 annually for a
total amount not to exceed $364,500; and
B. Approve a contingency of $36,450 (10%).
AYES:Ryan Gallagher, Glenn Grandis, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke, John Withers and Emily Hibard (Alternate)
NOES:None
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ABSENT:Pat Burns, Rose Espinoza, Farrah Khan, Christine Marick and Susan
Sonne
ABSTENTIONS:None
6.ESRI ENTERPRISE ADVANTAGE PROGRAM SUBSCRIPTION
RENEWAL
2023-3026
Originator: Wally Ritchie
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a Purchase Order Contract for a three-year contract with Environmental
Systems Research Institute, Inc. to renew Orange County Sanitations District’s
subscription for the Enterprise Advantage Program, payable annually,
commencing July 1, 2023, through June 30, 2026, for a total amount not to
exceed $310,500 plus applicable tax; and
B. Approve a not to exceed contingency of $31,050 (10%).
AYES:Ryan Gallagher, Glenn Grandis, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke, John Withers and Emily Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Farrah Khan, Christine Marick and Susan
Sonne
ABSTENTIONS:None
NON-CONSENT:
7.FINANCE BUDGET SOFTWARE IMPLEMENTATION 2023-3028
Originator: Wally Ritchie
Director of Finance Wally Ritchie provided a brief overview of the item and introduced
Information Technology Manager Rob Michaels who provided additional details on the
requested purchase.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a Professional Services Agreement to TruEd Consulting, Inc. to provide
Finance Budget Software and Implementation, Specification No.
CS-2022-1362BD, for a total amount not to exceed $441,000 for the
Implementation Services portion; and
B. Approve a contingency of $44,100 (10%).
AYES:Ryan Gallagher, Glenn Grandis, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke, John Withers and Emily Hibard (Alternate)
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Minutes June 14, 2023
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Farrah Khan, Christine Marick and Susan
Sonne
ABSTENTIONS:None
8.CARAHSOFT SERVICE AGREEMENT 2023-3029
Originator: Wally Ritchie
Mr. Michaels introduced the item and provided additional details on the requested
purchase.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a Purchase Order for a five-year contract with Carahsoft for a
Subscription Service Agreement with Anaplan Budget Software, payable
annually, utilizing the NASPO ValuePoint Cooperative Purchasing Contract
7-17-70-40-05 for a total amount not to exceed $713,876.36 plus pax and
delivery (if applicable); and
B. Approve a contingency of $71,388 (10%).
AYES:Ryan Gallagher, Glenn Grandis, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke, John Withers and Emily Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Farrah Khan, Christine Marick and Susan
Sonne
ABSTENTIONS:None
Director Farrah Khan arrived at the meeting at 5:08 p.m.
9.DISPOSITION OF UNCOLLECTIBLE DEBT - GOLDEN STATE
PUMPING, LLC
2023-2990
Originator: Wally Ritchie
Mr. Ritchie provided a brief introduction to and explanation of the item.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Approve the discharge of uncollectible debt owed by Golden State Pumping, LLC in the
amount of $126,722.18.
AYES:Ryan Gallagher, Glenn Grandis, Farrah Khan, Andrew Nguyen,
Robbie Pitts, David Shawver, Chad Wanke, John Withers and Emily
Hibard (Alternate)
NOES:None
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Minutes June 14, 2023
ABSENT:Pat Burns, Rose Espinoza, Christine Marick and Susan Sonne
ABSTENTIONS:None
10.FY 2023-24 PROPERTY - LIABILITY INSURANCE RENEWALS 2023-3020
Originator: Wally Ritchie
Mr. Ritchie presented the item.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Approve the Orange County Sanitation District FY 2023-24 Property-Liability Insurance
Renewals included in the FY 2023-24 Budget Update for the not-to-exceed amounts
specified below:
Property and Boiler & Machinery - Not to Exceed $2,617,059
Excess General Liability Insurance - Not to Exceed $1,247,262
Excess Workers’ Compensation Insurance - Not to Exceed $ 391,000
Earthquake Insurance - Not to Exceed $ 173,054
TOTAL $4,428,375
AYES:Ryan Gallagher, Glenn Grandis, Farrah Khan, Andrew Nguyen,
Robbie Pitts, David Shawver, Chad Wanke, John Withers and Emily
Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Christine Marick and Susan Sonne
ABSTENTIONS:None
11.PROPOSED FISCAL YEAR 2023-24 BUDGET UPDATE 2023-2850
Originator: Wally Ritchie
Mr. Ritchie provided a PowerPoint presentation regarding the proposed FY 2023-24
budget update which included an overview of the FY 2023-24 budget, revenue, rates,
expenses, the Capital Improvement Program, and debt service.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
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Minutes June 14, 2023
Approve the proposed Operating, Capital, Debt Service, and Self-Insurance Budgets
for FY 2023-24 as follows:
FY 2023-24
Net Operating $215,389,585
Self-Insurance - Workers’ Comp. 850,500
Self-Insurance - Property & Gen. Liability 3,318,000
Net Capital Improvement Program 271,978,000
Debt/COP Service 68,611,384
Intra-District Joint Equity Purchase/Sale(1) 3,500,000
Total $563,647,469
(1) Cash to/from Revenue Area 14 (RA14) in exchange for capital assets to/from Consolidated
Revenue Area 15 (RA15)
AYES:Ryan Gallagher, Glenn Grandis, Farrah Khan, Andrew Nguyen,
Robbie Pitts, David Shawver, Chad Wanke, John Withers and Emily
Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Christine Marick and Susan Sonne
ABSTENTIONS:None
12.PROPOSED ADOPTION OF ORDINANCE NO. OC SAN-61 UPDATING
THE PURCHASING ORDINANCE
2023-3006
Originator: Wally Ritchie
Mr. Ritchie provided a brief update to the item and explained that amendments to the
Ordinance had been presented to each Committee last month; and were also included
in the Agenda Report.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Introduce Ordinance No. OC SAN-61, entitled: “An Ordinance of the Board of
Directors of the Orange County Sanitation District Establishing Requirements
and Procedures for the Purchase of Goods, Services, and Public Works
Projects; and Repealing Ordinance No. OC SAN-56”;
B. Motion to read Ordinance No. OC SAN-61 by title only and waive reading of said
entire Ordinance on June 28, 2023;
C. Set July 26, 2023, as the date for the second reading and adoption of Ordinance
No. OC SAN-61; and
D. Direct the Clerk of the Board to publish summaries of the Ordinance as required
by law...body
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Minutes June 14, 2023
AYES:Ryan Gallagher, Glenn Grandis, Farrah Khan, Andrew Nguyen,
Robbie Pitts, David Shawver, Chad Wanke, John Withers and Emily
Hibard (Alternate)
NOES:None
ABSENT:Pat Burns, Rose Espinoza, Christine Marick and Susan Sonne
ABSTENTIONS:None
INFORMATION ITEMS:
13.ORANGE COUNTY SANITATION DISTRICT ENVIRONMENTAL
SERVICES LABORATORY AND OCEAN MONITORING UPDATE
2023-3032
Originator: Lan Wiborg
Environmental Protection Manager Samuel Choi provided a PowerPoint presentation
regarding the Environmental Services Laboratory and Ocean Monitoring update. The
presentation included an overview of the Environmental Services Department,
environmental monitoring, accreditations, the Laboratory and Ocean Monitoring
Division, laboratory tests and instruments, the 2021-2022 OC Beach Report Card,
research and innovation, OC San partners, and public outreach.
ITEM RECEIVED AS AN:
Information Item.
14.STRATEGIC PLANNING - CORE VALUES 2023-3033
Originator: Rob Thompson
Administration Manager Jennifer Cabral provided a PowerPoint presentation regarding
OC San's core values. The presentation also included an overview of upcoming topics
including the risk register to be presented to the Operations and Administration
Committees in July, the Strategic Plan draft for Board review in September, and
adoption of the Strategic Plan in November.
ITEM RECEIVED AS AN:
Information Item.
DEPARTMENT HEAD REPORTS:
None.
CLOSED SESSION:
None.
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COMMITTEE
Minutes June 14, 2023
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF
ANY:
Board Chair Wanke requested that the Clerk of the Board poll the Board members to ensure
their attendance at the July Committee and Board meetings.
BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING:
None.
ADJOURNMENT:
Vice-Chair Grandis declared the meeting adjourned at 5:51 p.m. to the next Regular
Administration Committee meeting to be held on Wednesday, July 12, 2023 at 5:00 p.m.
Submitted by:
__________________
Kelly A. Lore, MMC
Clerk of the Board
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