HomeMy WebLinkAbout11-08-2023 Administration Committee MinutesOrange County Sanitation District
Minutes for the
ADMINISTRATION COMMITTEE
Wednesday, November 8, 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 Chairwoman Christine Marick on Wednesday, November 8,
2023 at 5:00 p.m. in the Administration Building of the Orange County Sanitation District.
Director Rose Espinoza led the pledge of allegiance.
ROLL CALL AND DECLARATION OF QUORUM:
Assistant Clerk of the Board Tina Knapp declared a quorum present as follows:
PRESENT:Pat Burns, Rose Espinoza, Ryan Gallagher, Glenn Grandis, Christine
Marick, Jordan Nefulda, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke and John Withers
ABSENT:Brad Avery and Farrah Khan
STAFF PRESENT: Rob Thompson, General Manager; Lorenzo Tyner, Assistant General
Manager; Mike 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; Tina Knapp, Assistant Clerk of
the Board; Jennifer Cabral; Mortimer Caparas; Kim Cardenas; Jackie Castro; Tanya Chong;
Rhea de Guzman; Thys DeVries; Al Garcia; Rob Michaels; Perla Rodriguez; and Ruth Zintzun
were present in the Board Room. Mo Abiodun was present telephonically.
OTHERS PRESENT: Brad Hogin, General Counsel; Jennifer Farr, Davis Farr; Ashley Baires
and Jennifer Meza, Public Agency Retirement Services (PARS); and Keith Stribling, Highmark
Capital Management, were present in the Board Room.
PUBLIC COMMENTS:
None.
REPORTS:
Chair Marick reminded the Directors that, due to the Thanksgiving holiday, this month's Board
meeting is one week earlier, on Wednesday, November 15.
General Manager Rob Thompson reported that OC San's administrative offices will be closed
this Friday, November 10, in observance of Veterans Day.
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Minutes November 8, 2023
CONSENT CALENDAR:
1.APPROVAL OF MINUTES 2023-3291
Originator: Kelly Lore
MOVED, SECONDED, AND DULY CARRIED TO:
Approve minutes of the Regular meeting of the Administration Committee held October
11, 2023.
AYES:Pat Burns, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan
Nefulda, Andrew Nguyen, David Shawver, Chad Wanke and John
Withers
NOES:None
ABSENT:Brad Avery, Farrah Khan and Robbie Pitts
ABSTENTIONS:Rose Espinoza
2.CONSOLIDATED FINANCIAL REPORT FOR THE FIRST QUARTER
ENDED SEPTEMBER 30, 2023
2023-3117
Originator: Wally Ritchie
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Receive and file the Orange County Sanitation District First Quarter Financial Report
for the period ended September 30, 2023.
AYES:Pat Burns, Rose Espinoza, Ryan Gallagher, Glenn Grandis, Christine
Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad
Wanke and John Withers
NOES:None
ABSENT:Brad Avery, Farrah Khan and Robbie Pitts
ABSTENTIONS:None
3.RECORDS MANAGEMENT TRUSTED SYSTEM IMPLEMENTATION 2023-3287
Originator: Wally Ritchie
MOVED, SECONDED, AND DULY CARRIED TO:
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A. Approve a Purchase Order Agreement with ECS Imaging, Inc. utilizing the
California Multiple Award Schedules (CMAS) Contract Number 3-19-70-2982C,
to continue the implementation of Orange County Sanitation District’s approved
Records Management System, Laserfiche, for a total amount not to exceed
$186,022; and
B. Approve a contingency of $18,602 (10%).
AYES:Pat Burns, Rose Espinoza, Ryan Gallagher, Glenn Grandis, Christine
Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad
Wanke and John Withers
NOES:None
ABSENT:Brad Avery, Farrah Khan and Robbie Pitts
ABSTENTIONS:None
NON-CONSENT:
Director Robbie Pitts arrived at the meeting at 5:11 p.m.
4.ORANGE COUNTY SANITATION DISTRICT ANNUAL
COMPREHENSIVE FINANCIAL REPORT FOR THE YEAR ENDED
JUNE 30, 2023
2023-3240
Originator: Wally Ritchie
Director of Finance Wally Ritchie introduced Accounting Supervisor Kim Cardenas who
made a PowerPoint presentation that provided an overview of the Annual Consolidated
Financial Report (ACFR), OC San's financial net position, increase in net position and
an overview of the net position over the past 10 fiscal years, operational financial
performance, CIP outlays, and available resources.
Ms. Cardenas introduced Jennifer Farr with Davis Farr who gave a PowerPoint
presentation that provided the results from the independent audit conducted by Davis
Farr.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
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Receive and file the Orange County Sanitation District’s (OC San) Annual
Comprehensive Financial Report for the year ended June 30, 2023, prepared by staff,
and audited by Davis Farr, Certified Public Accountants, along with the following
reports prepared by Davis Farr:
1.Report to the Board of Directors;
2.Independent Accountants’ Report on Agreed-Upon Procedures Applied to
Appropriations Limit Worksheets;
3.Report on Internal Control Over Financial Reporting and on Compliance and Other
Matters Based on an Audit of Financial Statements Performed in Accordance
With Government Auditing Standards; and
4.Single Audit Report
AYES:Pat Burns, Rose Espinoza, Ryan Gallagher, Glenn Grandis, Christine
Marick, Jordan Nefulda, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Brad Avery and Farrah Khan
ABSTENTIONS:None
5.ORANGE COUNTY SANITATION DISTRICT POPULAR ANNUAL
FINANCIAL REPORT FOR THE YEAR ENDED JUNE 30, 2023
2023-3275
Originator: Wally Ritchie
Mr. Ritchie introduced Finance & Procurement Manager Ruth Zintzun who provided an
overview of this item.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Receive and file the Orange County Sanitation District Popular Annual Financial Report
for the year ended June 30, 2023.
AYES:Pat Burns, Rose Espinoza, Ryan Gallagher, Glenn Grandis, Christine
Marick, Jordan Nefulda, Andrew Nguyen, Robbie Pitts, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Brad Avery and Farrah Khan
ABSTENTIONS:None
INFORMATION ITEMS:
6.SECTION 115 TRUST PERFORMANCE RESULTS 2023-3127
Originator: Wally Ritchie
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Ashley Baires and Jennifer Meza, PARS, and Keith Stribling, Highmark Capital
Management, provided a PowerPoint presentation that reviewed OC San's Section 115
Trust performance.
ITEM RECEIVED AS AN:
Information Item.
7.OC SAN HUMAN RESOURCES DEPARTMENT OVERVIEW 2023-3294
Originator: Laura Maravilla
Director of Human Resources Laura Maravilla introduced Human Resources Manager
Thys DeVries who provided a PowerPoint presentation regarding the Human
Resources Department. The presentation included an overview of the workforce, the
core business functions of Human Resources operations, employee and labor
relations, centralized training, OC San University, and succession management.
ITEM RECEIVED AS AN:
Information Item.
8.OC SAN ENGINEERING DEPARTMENT OVERVIEW 2023-3295
Originator: Mike Dorman
Director of Engineering Mike Dorman provided a PowerPoint presentation regarding
the Engineering Department, which included an overview of Engineering staff; project
creation; contract types; the Board approval process of contracts; studies and master
planning efforts; the asset management plan; the condition of and projects at Plant
Nos. 1 and 2, pump stations, and gravity sewers; an overview of CIP Engineering
project phases, the project development process, which includes preliminary design,
design, construction and commission; and Engineering tools and software.
ITEM RECEIVED AS AN:
Information Item.
9.OC SAN INFORMATION TECHNOLOGY OVERVIEW 2023-3296
Originator: Wally Ritchie
Mr. Ritchie introduced Information Technology Manager Rob Michaels who provided a
PowerPoint presentation regarding the Information Technology (IT) Department. The
presentation included an overview of the Division mission statement and Administrative
Services Department; enterprise information management; business solutions and
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support; infrastructure, including servers and network; cyber security; and excellence in
IT practices.
ITEM RECEIVED AS AN:
Information Item.
DEPARTMENT HEAD REPORTS:
None.
CLOSED SESSION:
None.
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF
ANY:
None.
BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING:
Director John Withers requested that the management and performance of the Section 115
Trust be brought to a future meeting for discussion.
Director David Shawver requested that staff look into ProcureAmerica for use in decreasing
agency expenses and bring it to the Administration Committee in the future for consideration.
ADJOURNMENT:
Chair Marick declared the meeting adjourned at 6:25 p.m. to the next Regular Administration
Committee meeting to be held on Wednesday, December 13, 2023 at 5:00 p.m.
Submitted by:
_____________________
Tina Knapp, MMC
Assistant Clerk of the Board
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