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HomeMy WebLinkAbout02-19-2025 Special Board Meeting Complete Agenda Packet (amended) SPECIAL NOTICE PUBLIC ATTENDANCE & PARTICIPATION AT PUBLIC MEETINGS Special Board of Directors Meeting – Board Orientation #2 Wednesday, February 19, 2025 5:00 p.m. Your participation is always welcome. OC San offers several ways in which to interact during meetings. You will find information as to these opportunities below. IN-PERSON MEETING ATTENDANCE You may attend the meeting in-person at the following location: Orange County Sanitation District Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 ONLINE MEETING PARTICIPATION You may join the meeting live via Teams on your computer or similar device or web browser by using the link below: Click here to join the meeting We suggest testing joining a Teams meeting on your device prior to the commencement of the meeting. For recommendations, general guidance on using Teams, and instructions on joining a Teams meeting, please click here. Please mute yourself upon entry to the meeting. Please raise your hand if you wish to speak during the public comment section of the meeting. The Clerk of the Board will call upon you by using the name you joined with. Meeting attendees are not provided the ability to make a presentation during the meeting. Please contact the Clerk of the Board at least 48 hours prior to the meeting if you wish to present any items. Additionally, camera feeds may be controlled by the meeting moderator to avoid inappropriate content. HOW TO PARTICIPATE IN THE MEETING BY TELEPHONE To join the meeting from your phone: Dial (213) 279-1455 When prompted, enter the Phone Conference ID: 465 566 620# All meeting participants may be muted during the meeting to alleviate background noise. If you are muted, please use *6 to unmute. You may also mute yourself on your device. Please raise your hand to speak by use *5, during the public comment section of the meeting. The Clerk of the Board will call upon you by using the last 4 digits of your phone number as identification. NOTE: All attendees will be disconnected from the meeting at the beginning of Closed Session. If you would like to return to the Open Session portion of the meeting, please login or dial-in to the Teams meeting again and wait in the Lobby for admittance. WATCH THE MEETING ONLINE The meeting will be available for online viewing at: https://ocsd.legistar.com/Calendar.aspx SUBMIT A COMMENT You may submit your comments and questions in writing for consideration in advance of the meeting by using the eComment feature available online at: https://ocsd.legistar.com/Calendar.aspx or sending them to OCSanClerk@ocsan.gov with the subject line “PUBLIC COMMENT ITEM # (insert the item number relevant to your comment)” or “PUBLIC COMMENT NON-AGENDA ITEM”. You may also submit comments and questions for consideration during the meeting by using the eComment feature available online at: https://ocsd.legistar.com/Calendar.aspx. The eComment feature will be available for the duration of the meeting. All written public comments will be provided to the legislative body and may be read into the record or compiled as part of the record. For any questions and/or concerns, please contact the Clerk of the Board’s office at 714-593-7433. Thank you for your interest in OC San! February 11, 2025 NOTICE OF SPECIAL MEETING BOARD OF DIRECTORS ORANGE COUNTY SANITATION DISTRICT Wednesday, February 19, 2025 – 5:00 P.M. Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 ACCESSIBILITY FOR THE GENERAL PUBLIC Your participation is always welcome. Specific information as to how to participate in this meeting is detailed on the Special Notice attached to this agenda. In general, OC San offers several ways in which to interact during this meeting: you may participate in person, join the meeting live via Teams on your computer or similar device or web browser, join the meeting live via telephone, view the meeting online, and/or submit comments for consideration before or during the meeting. The Special Meeting of the Board of Directors of the Orange County Sanitation District will be held at the above location and in the manner indicated on Wednesday, February 19, 2025 at 5:00 p.m. ORANGE COUNTY SANITATION DISTRICT Effective 1/28/2025 BOARD OF DIRECTORS Complete Roster AGENCY/CITIES ACTIVE DIRECTOR ALTERNATE DIRECTOR Anaheim Carlos A. Leon Ryan Balius Brea Christine Marick Cecilia Hupp Buena Park Joyce Ahn Lamiya Hoque Cypress Scott Minikus Bonnie Peat Fountain Valley Glenn Grandis Ted Bui Fullerton Jamie Valencia Shana Charles Garden Grove Stephanie Klopfenstein Cindy Ngoc Tran Huntington Beach Pat Burns Gracey Van Der Mark Irvine Melinda Liu Kathleen Treseder La Habra Jose Medrano Rose Espinoza La Palma Debbie Baker Vikesh Patel Los Alamitos Jordan Nefulda Tanya Doby Newport Beach Erik Weigand Michelle Barto Orange Jon Dumitru John Gyllenhammer Placentia Chad Wanke Ward Smith Santa Ana Johnathan Ryan Hernandez Jessie Lopez Seal Beach Lisa Landau Ben Wong Stanton David Shawver John D. Warren Tustin Ryan Gallagher Austin Lumbard Villa Park Jordan Wu Kelly McBride Sanitary/Water Districts Costa Mesa Sanitary District Bob Ooten Art Perry Midway City Sanitary District Andrew Nguyen Tyler Diep Irvine Ranch Water District John Withers Dan Ferons Yorba Linda Water District Tom Lindsey Gene Hernandez County Areas Board of Supervisors Doug Chaffee Donald P. Wagner BOARD OF DIRECTORS Special Meeting Agenda Wednesday, February 19, 2025 - 5:00 PM Board Room Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 ACCOMMODATIONS FOR THE DISABLED: If you require any special disability related accommodations, please contact the Orange County Sanitation District (OC San) Clerk of the Board’s office at (714) 593-7433 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. AGENDA POSTING: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted outside OC San's Headquarters located at 18480 Bandilier Circle, Fountain Valley, California, and on the OC San’s website at www.ocsan.gov not less than 72 hours prior to the meeting date and time above. All public records relating to each agenda item, including those distributed less than 72 hours prior to the meeting to a majority of the Board of Directors, are available for public inspection with the Clerk of the Board. AGENDA DESCRIPTION: The agenda provides a brief general description of each item of business to be considered or discussed. The recommended action does not indicate what action will be taken. The Board of Directors may take any action which is deemed appropriate. MEETING RECORDING: A recording of this meeting is available within 24 hours after adjournment of the meeting at https://ocsd.legistar.com/Calendar.aspx or by contacting the Clerk of the Board. NOTICE TO DIRECTORS: To place items on the agenda for a Committee or Board Meeting, the item must be submitted to the Clerk of the Board: Kelly A. Lore, MMC, (714) 593-7433 / klore@ocsan.gov at least 14 days before the meeting. For any questions on the agenda, Board members may contact staff at: General Manager: Rob Thompson, rthompson@ocsan.gov / (714) 593-7110 Asst. General Manager: Lorenzo Tyner, ltyner@ocsan.gov / (714) 593-7550 Director of Communications: Jennifer Cabral, jcabral@ocsan.gov / (714) 593-7581 Director of Engineering: Mike Dorman, mdorman@ocsan.gov / (714) 593-7014 Director of Environmental Services: Lan Wiborg, lwiborg@ocsan.gov / (714) 593-7450 Director of Finance: Wally Ritchie, writchie@ocsan.gov / (714) 593-7570 Director of Human Resources: Laura Maravilla, lmaravilla@ocsan.gov / (714) 593-7007 Director of Operations & Maintenance: Riaz Moinuddin, rmoinuddin@ocsan.gov / (714) 593-7269 BOARD OF DIRECTORS Special Meeting Agenda Wednesday, February 19, 2025 CALL TO ORDER Board Chairman Ryan Gallagher PLEDGE OF ALLEGIANCE PUBLIC COMMENTS: Your participation is always welcome. Specific information as to how to participate in a meeting is detailed in the Special Notice attached to this agenda. In general, OC San offers several ways in which to interact during meetings: you may participate in person, join the meeting live via Teams on your computer or similar device or web browser, join the meeting live via telephone, view the meeting online, and/or submit comments for consideration before or during the meeting. NON-CONSENT: 1.2024-4016BOARD OF DIRECTORS ORIENTATION PRESENTATION RECOMMENDATION: STAFF PRESENTATIONS: ·Role of the Board Member Ryan Gallagher, Board Chairman ·Board Services Overview Kelly Lore, Clerk of the Board ·Transparency & Ethics Scott Smith, General Counsel ·Strategic Plan Introduction Ryan Gallagher, Board Chairman Originator:Kelly Lore Agenda Report 2025 Board of Directors' Guide to Business Presentation - Board Orientation Attachments: ADJOURNMENT: Adjourn the meeting until the Regular Meeting of the Board of Directors on February 26, 2025 at 6:00 p.m. Page 1 of 1 BOARD OF DIRECTORS Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2024-4016 Agenda Date:2/19/2025 Agenda Item No:1. FROM:Robert Thompson, General Manager Originator: Kelly A. Lore, Clerk of the Board SUBJECT: BOARD OF DIRECTORS ORIENTATION PRESENTATION GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: STAFF PRESENTATIONS: ·Role of the Board Member Ryan Gallagher, Board Chairman ·Board Services Overview Kelly Lore, Clerk of the Board ·Transparency & Ethics Scott Smith, General Counsel ·Strategic Plan Introduction Ryan Gallagher, Board Chairman BACKGROUND Staff will provide a broad overview of the Orange County Sanitation District’s Administration and Board of Directors’ roles and responsibilities. ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·2025 Board of Directors’ Guide to Business ·Presentation Orange County Sanitation District Printed on 2/11/2025Page 1 of 1 powered by Legistar™ 2025 BOARD OF DIRECTORS’Guide toBusiness 2 Carrie Robles Secretary to the General Manager Areas of Responsibility • Maintains the General Manager’s Schedule • Prioritizes the General Manager’s Daily Tasks and Responsibilities • Edit all General Manager Communications • Prepare and Disseminate Correspondence, Memos and Forms Rob Thompson General Manager Areas of Responsibility • Agent of the Board of Directors • Full Management Responsibility for all OC San Operations, Services and Activities • Plans, Manages and Oversees the Activities and Operations of Seven Departments GENERAL MANAGER’S OFFICE Lorenzo Tyner Assistant General Manager Areas of Responsibility • Financial Management • Information Technology • Contracts, Purchasing and Warehouse Operations • Facilities, Fleet and Property Management Don Stokes Maintenance Manager Areas of Responsibility • Facilities Maintenance • Real Property • Fleet Services • Mobile Equipment and Vehicles • Logistics Support 2 Kelly Lore Clerk of the Board Areas of Responsibility • Lead and supervises Board Services • Administrative Support to the Board of Directors • Prepare, Record, Preserve and Maintain the Legislative Actions of the Board of Directors • Custodian of Records and Filing Officer Jennifer Cabral Director of Communications Areas of Responsibility • Community and Educational Outreach • Internal and External Communications • Legislative and Grant Management • Media Relations • Board Services • Records Management COMMUNICATIONS DEPARTMENT Daisy Covarrubias Public Affairs Supervisor Areas of Responsibility • Lead and supervises Public Affairs Office • Community and Educational Outreach • Internal and External Communication • Monitors and analyzes legislation that may affect OC San 3 Laura Maravilla Director of Human Resources Areas of Responsibility • Employee/Labor Relations • Employee Training and Development • Classification and Compensation • Benefits • Staffing • Performance Management • Safety and Health • Legal and Regulatory Compliance • Emergency Preparedness, Response and Recovery • Physical Security Thys DeVries Human Resources Manager Areas of Responsibility • Employee/Labor Relations • Classification and Compensation • Benefits • Staffing • Performance Management • Employee Training and Development John Frattali Safety and Health Manager Areas of Responsibility • Safety and Health • Emergency Preparedness, Response and Recovery • Physical Security HUMAN RESOURCES DEPARTMENT 4 Riaz Moinuddin Director of Operations and Maintenance Areas of Responsibility • Reclamation Plants • Collection System • Central Generation Power Plants Jon Bradley Operations Manager Areas of Responsibility • Plants No. 1 and No. 2 Wastewater Operations, Power Management, and Central Generation • Process Engineering and Optimization • Odor Complaints, Mitigation, and Collections Engineering • Interplant Gas Line Operations Kevin Schuler Maintenance Manager Areas of Responsibility • Maintenance Support for Gas Pipeline • Reliability and Safety of Assets • Pump Station Maintenance • Maintenance Reliability and Planning • Development of Maintenance Strategies Nick Oswald Maintenance Manager Areas of Responsibility • Operations and Maintenance of Regional Wastewater Collection System • Maintenance Planning and Assessment Coordination • Off Site Pump Station Operations and Maintenance • Underground Utility Location • Regional Odor and Corrosion Control Program • Provide Dig Alerts OPERATIONS AND MAINTENANCE DEPARTMENT 5 Mike Dorman Director of Engineering Areas of Responsibility • Capital Improvement Program • Planning • Project Management • Design • Construction Management Raul Cuellar Engineering Manager — Construction Management Areas of Responsibility • Construction Management • Construction Inspection • Constructability Design Reviews Justin Fenton Engineering Manager — Planning Areas of Responsibility • Planning • Capital Improvement Program Planning • External Agency Coordination and Agreements • California Environmental Quality Act • Asset Management Martin Dix Engineering Manager — Project Management Office Areas of Responsibility • Project Management of Capital Improvement Program Projects • Project Management and Design of Smaller Facilities and Maintenance Projects Don Cutler Engineering Manager — Design Areas of Responsibility • Design of Capital Improvement Program Projects • Control Systems Design and Programming • Commissioning • Engineering Design Standards • Construction Technical Support ENGINEERING DEPARTMENT 6 Wally Ritchie Director of Finance Areas of Responsibility • Budget Administration • Accounting • Financial Reporting • Debt Issuance • Treasury and Portfolio Management • Information Technology • Contracts, Purchasing and Warehouse Operations Ruth Zintzun Finance Manager Areas of Responsibility • Accounting • Financial Reporting • Budget Development Rob Michaels Information Technology Systems and Operations Manager Areas of Responsibility • Hardware • Software • Geographic Information System • Telecommunications • Cybersecurity ADMINISTRATIVE SERVICES DEPARTMENT Kevin Work Purchasing and Contracts Manager Areas of Responsibility • Contracts Administration • Procurement of Supplies • Equipment and Services • Warehousing Operations 7 Lan Wiborg Director of Environmental Services Areas of Responsibility • Environmental Compliance and Regulatory Affairs • Environmental Laboratory • Ocean Monitoring Program • Source Control Operations Mark Kawamoto Environmental Protection Manager Areas of Responsibility • Pretreatment Enforcement Program and Ordinances • Major Enforcement Actions • Coordinate Pretreatment Legal Affairs Sam Choi Environmental Protection Manager Areas of Responsibility • Environmental Compliance • Operational Compliance • Compliance Reporting • Ocean Monitoring Program ENVIRONMENTAL SERVICES DEPARTMENT Tom Meregillano Environmental Protection Manager Areas of Responsibility • Resource Protection • Implementation of National Industrial Pretreatment Standards • Enhanced Source Control and Routine Enforcement Activities • Source Control and Pretreatment Activities at Santa Ana Watershed Project Authority and Irvine Ranch Water District Rotating Acting Environmental Protection Managers Areas of Responsibility • Environmental Laboratory • Laboratory Accreditation and Quality Assurance Programs • Laboratory Services for Wastewater Compliance Monitoring and Operational Process Control • Laboratory Services Associated with Interagency Collaborations, Special Projects, and Source Control Investigations 01/2025 KEY STAFF CONTACT INFORMATION Name Responsibility Phone/Cell Rob Thompson General Manager (714) 593-7110 (714) 473-9569 (cell) Carrie Robles Secretary to the General Manager (714) 593-7101 Lorenzo Tyner Assistant General Manager (714) 593-7550 (714) 423-8206 (cell) Scott Smith General Counsel (949) 263-6561 Jennifer Cabral Director of Communications (714) 593-7581 (714) 803-1905 (cell) Kelly Lore Clerk of the Board (714) 593-7433 (714) 587-8197 (cell) Riaz Moinuddin Director of Operations & Maintenance (714) 593-7269 (714) 473-9565 (cell) Lan Wiborg Director of Environmental Services (714) 593-7450 (714) 316-4121 (cell) Mike Dorman Director of Engineering (714) 593-7014 (714) 642-2018 (cell) Laura Maravilla Director of Human Resources (714) 593-7007 (714) 686-7841 (cell) Wally Ritchie Director of Finance 714) 593-7570 (714) 336-6866 (cell) Emergency Control Center – Staffed 24 hours (714) 593-7025 01/2025 The following links contain documents and reports to help better communicate the work of OC San. RESOURCE PAGE 2023-24 Annual Report 2023-24 Capital Improvement Program Adopted Budget Fiscal Years 2024-25 and 2025-26 OC San General Brochure 2023 Strategic Plan OC San YouTube Videos ORANGE COUNTY SANITATION DISTRICT 2025 COMMITTEE/BOARD CALENDAR JANUARY ‘25 FEBRUARY ‘25 MARCH ‘25 S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 1 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 23 24 25 26 27 28 29 30 31 APRIL ‘25 MAY ‘25 JUNE ‘25 S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 27 28 29 30 25 26 27 28 29 30 31 29 30 JULY ‘25 AUGUST ‘25 SEPTEMBER ‘25 S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 1 2 1 2 3 4 5 6 6 7 8 9 10 11 12 3 4 5 6 7 8 9 7 8 9 10 11 12 13 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 15 16 17 18 19 20 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 27 28 29 30 31 24 25 26 27 28 29 30 28 29 30 31 OCTOBER ‘25 NOVEMBER ‘25 DECEMBER ‘25 S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 29 29 30 31 30 Steering/Board (Blue) Operations (Red) Administration (Green) OC SAN Holidays (Yellow) 2025 BOARD OF DIRECTORS’ Guidelines and Procedures TABLE OF CONTENTS _______________________________________________ I. BOARD AND COMMITTEE STRUCTURES 1 Duties of the Board Chairperson & Vice-Chairperson 1 Overview 2 Board Protocols 2 Board of Directors 2 Standing Committees 3 • Steering 3 • Operations 4 • Administration 5 • Special and Ad Hoc Committees 6 II. BUSINESS PROCEDURES 7 Agenda Report Process 7 Important Directives 7 • Ralph M. Brown Act 8 • Closed Session Government Codes 9 • Rules of Procedure for Conduct of OC San Board 9 • Board Procedures - Summary of Motions 10 • Main and Subsidiary Motions 10 • Privileged Motions 12 • Incidental Motions 13 • Campaign Contributions 14 • Board of Directors Compensation 14 • Business and Travel Expense Reimbursement and Meeting Attendance Compensation 15 • Deferred Compensation Plan Administrator 17 III. FORMS AND ASSOCIATED GUIDELINES 18 • Oath of Office 18 • FPPC Form 700 - Statement of Economic Interests 19 • Director Information Questionnaire 19 • 457(b) Deferred Compensation Plan 20 • W-4 - Employee’s Withholding Allowance 22 • DE-4 - Employee’s Withholding Allowance 23 • Direct Deposit Authorization 24 • Ethics Training (AB 1234) 25 • Discrimination/Harassment Prevention Training (AB 1661) 25 • Monthly Compensation and Mileage Statement 25 IV. FREQUENTLY ASKED QUESTIONS 26 1 I. BOARD AND COMMITTEE STRUCTURES The Orange County Sanitation District (OC San) is a public agency that provides wastewater collection, treatment, and disposal services for approximately 2.6 million people in central and northwest Orange County. OC San is a special district that is governed by a 25-member Board of Directors that is comprised of one primary representative and one alternate for each of the cities, special districts, and the County of Orange that are in OC San’s sewer service area. They are: Under State Health and Safety Code 4730.65, the elected representatives of each member agency may appoint any one of its legislative members to the Board of Directors whenever the agency chooses and in a method dependent upon its own rules. If a Director is no longer a member of their city council or agency board, they are not eligible to serve on OC San’s Board of Directors. Newly appointed Directors will be sworn into office prior to the first regular meeting attended following appointment. Immediately following appointment, all members are subject to the provisions of the Brown Act. Newly appointed members shall not be allowed to participate in any meeting prior to being sworn in. Directors are compensated for meetings per California Water Code Sections 20200 through 20207 and as further stipulated in OC San Ordinance No. OC SAN-62. Each Director receives $315.00 for attendance at each meeting of the Board of Directors, or for each day of service, or portion thereof, rendered as a member of the Board provided that each Director shall receive compensation for not more than a total of six (6) meetings or six (6) days of service per month. The Board Chairperson may receive compensation for not more than a total of ten (10) meetings or ten (10) days of service per month. Duties of the Board Chairperson & Vice-Chairperson The Board of Directors elects a Chairperson and Vice-Chairperson of the Board annually. The Board Chairperson shall preside at the meetings of the Board of • Anaheim • Orange • Brea • Placentia • Buena Park • Santa Ana • Cypress • Seal Beach • Fountain Valley • Stanton • Fullerton • Tustin • Garden Grove • Villa Park • Huntington Beach • Costa Mesa Sanitary District • Irvine • Irvine Ranch Water District • La Habra • Midway City Sanitary District • La Palma • Yorba Linda Water District • Los Alamitos • County of Orange • Newport Beach 2 Directors. If he/she is absent or unable to act, the Board Vice-Chairperson shall serve until the Chairperson returns or is able to act. The Board Chairperson appoints members to the various Committees of the Board of Directors. The Board Chairperson, or their designee, shall represent the Board of Directors at OC San or related ceremonial functions. Overview OC San agenda reports are presented to the Board of Directors by either the General Manager, Executive Management Team member, Special or General Counsel, or the Clerk of the Board, through the Operations Committee, and the Administration Committee. In addition, there is a Steering Committee consisting of the Chairperson and Vice-Chairperson of the Board, the Chairpersons of the two standing committees, and three at-large members selected by the Chairperson of the Board. Periodically, special ad hoc committees are appointed on an as-needed basis to address specific issues. All meetings of the Board of Directors shall be recorded. The video and audio file of any open and public meeting shall be published on ocsan.gov and shall be subject to inspection pursuant to the California Public Records Act. Resolution No. OC SAN 21-02 BOARD OF DIRECTORS PROTOCOLS The Resolution contains in part: • The purpose for establishing Protocols is to provide an effective environment for the Board of Directors to provide strong leadership and are not intended to limit the inherent power and general legal authority of the Board of Directors. • Provide procedures for Director interaction with other public agencies and OC San staff. • Provide OC San communication processes and information as it relates to the Board of Directors. BOARD OF DIRECTORS Scope of Business The Board of Directors, representing 20 cities, four special districts, and the County of Orange, oversees OC San’s operations, approves programs and projects, and sets policy. What to Expect The Board of Directors meet the fourth Wednesday of every month at 6:00 p.m. at OC San’s Headquarters building at 18480 Bandilier Circle in Fountain Valley unless otherwise noticed. Meeting dates and times can be found at ocsan.gov. OC San’s Executive Management Team, General Counsel, Clerk of the Board, a small number of 3 support staff, and a varied number of interested community members attend the meeting as well. Board meetings generally last one hour; however, there are meetings that will extend beyond this time if there is a lengthy agenda. Dinner is provided at the meetings. STANDING COMMITTEES Standing Committees have authority to approve purchases up to $250,000 and change orders and amendments within a contingency budget to be established by said Standing Committee for each individual agreement. The Standing Committee shall establish a contingency budget not to exceed 50 percent of the original agreement price. (Purchasing Ordinance No. OC SAN-61). STEERING COMMITTEE Scope of Business The Steering Committee acts as an advisory group to the General Manager and Executive Management Team. Specifically, the Steering Committee: • Directs the flow of activities and issues to the other standing committees and the Board of Directors. • Receives information and provides direction on labor negotiations. • Advises the General Manager on newly emerging initiatives and issues of strategic or policy importance to OC San. • Conducts an annual performance evaluation of the General Manager and submits recommendations on compensation to the Board of Directors. • Reviews the General Manager's performance evaluation and compensation of executive management who report directly to him based on established criteria and executive management's goals and objectives for the following year. • Conducts an annual performance evaluation of the General Counsel. (Resolution No. OCSD 12-03) What to Expect The Steering Committee meets the fourth Wednesday of every month preceding the meeting of the Board of Directors or at the call of the Chairperson of the Board. Meetings are held at 5:00 p.m. at OC San’s Headquarters building at 18480 Bandilier Circle in Fountain Valley. Dinner is provided at the meetings. OC San’s General Manager, Assistant General Manager, General Counsel, Executive Management Team, Clerk of the Board, a small number of support staff, and a varied number of interested community members attend the meeting. Steering Committee meetings last approximately one hour. The Steering Committee members include the Chairperson and Vice-Chairperson of the Board, the Chairpersons of the Operations, and the Administration Committees, and three at-large members selected by the Chairperson of the Board. The Vice-Chairperson of each Committee may serve as an alternate in the absence of the Committee Chairperson. No other Alternate Director is able to serve on this committee. 4 OPERATIONS COMMITTEE Scope of Business The Operations Committee advises staff and approves or makes recommendations to the Board of Directors on matters related to planning, design, and construction of OC San’s wastewater collection, treatment, and disposal facilities with the goal of compliance with all public health and environmental laws and regulations. The Operations Committee annually reviews a list of short-term and long-term capital improvements identified by staff to achieve levels of service. The Operations Committee also approves or submits recommendations to the Board of Directors on the operation of the joint treatment works and collections systems, current and projected service/flow/treatment needs, level and quality of sewage treatment, and environmental and regulatory issues. Specifically, the Operations Committee: • Reviews sewage service contract arrangements for areas outside OC San’s boundaries or spheres of influence such as biosolids management contracts. • Regularly studies, visits, and observes the various operational functions of the joint treatment works. • Recommends professional consulting firms to assist in studying, planning, and designing needed joint treatment works and support facilities including automation systems. • Reviews construction projects. • Provides oversight of contracts and addenda for professional consulting services. • Provides oversight of contracts and change orders for public works construction projects. What to Expect The Operations Committee meets the first Wednesday of every month at 5:00 p.m. at the OC San’s Headquarters building at 18480 Bandilier Circle in Fountain Valley. Dinner is provided at the meetings. There are two “dark” months for the Committee per calendar year unless otherwise noticed. They are typically January and August. OC San’s General Manager, Assistant General Manager, Executive Management Team, Clerk of the Board, a small number of support staff, and a varied number of interested community members attend the meeting as well. Committee meetings generally last one hour; however, there are meetings that will extend beyond this time if there is a lengthy agenda. Committee membership is at the discretion of the Chairperson of the Board and consists of 14 members. Each Board Member will be appointed to either the Operations Committee or the Administration Committee by the Board Chairperson. You will receive notification of your appointment from the Clerk of the Board. The Chairperson of the Board shall appoint a Committee Chairperson and Vice-Chairperson who will serve the Operations Committee at the pleasure of the Chairperson of the Board. 5 ADMINISTRATION COMMITTEE Scope of Business The Administration Committee advises staff and approves or makes recommendations to the Board of Directors on matters related to the financial, budgeting, administration, information technology, environmental, US and human resources policies and programs. Staff will provide project reports and other forms of detailed evaluation for proposed new actions so that the Committee can review the issues and alternatives in formulating recommendations to the Board of Directors. Specifically, the Administration Committee: • Reviews the procedures for developing, preparing, and formatting the annual budget; makes recommendations for changes to the budget; and counsels staff during the budget process to ensure proper interpretation and implementation of Board policies. • Recommends proposed budgets to the Board of Directors. • Periodically interviews and recommends selection of outside auditors, reviews the results of the annual audit, reviews management's response, and makes recommendations for implementation. • Reviews safety issues and information technology needs. • Periodically recommends employment of an outside firm to audit internal control procedures to safeguard OC San’s assets. • Interviews and recommends employment of investment banking firms, bond counsel, and financial advisors, if needed, for the financing program. • Periodically coordinates recommendations on personnel audits of OC San’s operations, or segments of the operations. • Recommends policies and procedures regarding personnel, insurers and coverage, procurement procedures, and other related activities as needed or appropriate. • Receives and provides direction on the investment policy and treasurer’s report. • Reviews OC San’s ocean discharge permit, ocean monitoring services contracts, and other marine protection issues relating to the Orange County coastline, as they are affected by OC San’s operations and treated effluent discharge. • Advises staff and makes recommendation on matters related to the legislative and public affairs programs of OC San. What to Expect The Administration Committee meets the second Wednesday of every month at 5:00 p.m. at OC San’s Headquarters building at 18480 Bandilier Circle in Fountain Valley. Dinner is provided at the meetings. There are two “dark” months for the Committee per calendar year unless otherwise noticed. They are typically January and August. OC San’s General Manager, Assistant General Manager, General Counsel, Executive Management Team, Clerk of the Board, Controller, a small number of support staff, and a varied number of interested community members attend the meeting as well. Committee meetings generally last one hour; however, there are meetings that will extend beyond this time if there is a lengthy agenda. 6 Committee membership is at the discretion of the Chairperson of the Board and consists of 13 members. Each Board Member will be appointed to either the Operations Committee or the Administration Committee by the Board Chairperson. You will receive notification of your appointment from the Clerk of the Board. The Chairperson of the Board shall appoint a Committee Chairperson and Vice-Chairperson who will serve the Administration Committee at the pleasure of the Chairperson of the Board. SPECIAL AND AD HOC COMMITTEES Occasionally, Special or Ad Hoc Committees are formed to address specific OC San issues or projects of major scope. Following is a list of the current Special or Ad Hoc Committees: 1. Audit Ad Hoc Committee 2. Groundwater Replenishment System (GWRS) Steering Committee OC San also appoints a representative(s) from the Board of Directors to the following external Committees or Boards: 1. OC San/SAWPA Joint Policy Committee 2. Orange County Council of Governments (OCCOG) 3. National Water Research Institute (NWRI) 4. Santa Ana River Flood Protection Agency (SARFPA) 5. Independent Special Districts of Orange County (ISDOC) The Chairperson of the Board of Directors appoints each representative who will serve at the pleasure of the Chairperson of the Board. If appointed, you will receive notification of your appointment from the Clerk of the Board. 7 II. BUSINESS PROCEDURES Agenda Report Process Communication with the Board of Directors is conducted formally through agenda reports included in the agenda package, which is similar to methods used at other local government agencies. The Directors should expect the following related to the agenda report process: • Agenda packages are electronically delivered to the Director’s agency/city hall email address unless an alternate email has been provided for delivery. Additionally, if you would like to have a staff member receive the information, please notify the Clerk of the Board. • Materials are also available online at OC San Board of Directors meeting information. • Agenda packages are generally posted and distributed the Wednesday or Thursday preceding the regular meeting; however, the Clerk of the Board may send such packages the preceding Friday (Resolution No. OC SAN 24-09). • Closed Session agenda reports, and materials are disseminated through CapLinked, a secure website accessible by each Director. The information is provided through the website when the documents are available in advance of the meeting. Documents not available in advance will be made available at the actual meeting. If made available in person, the Clerk of the Board will collect all Closed Session material after the meeting adjournment to reduce the risk of inadvertent disclosure. • On occasion, due to timing of available materials, supplemental agenda items may be distributed at the meeting and posted on-line in accordance with Government Code Section 54950 et seq. Directors are notified by email in advance, if possible. • Periodically, based on Committee decisions, agenda reports will be modified. These modifications will be reflected in the Board of Directors’ agenda package. Important Directives Like other public agencies, OC San is governed by Federal and State statutes as well as a variety of its own ordinances and resolutions which help frame operations. The following summarizes the content of specific items that you should find of interest. The complete text is available from the Clerk of the Board upon request, and interpretations and opinions can be requested from General Counsel. 8 California Government Code Sections 54950 et seq. RALPH M. BROWN ACT A good resource of the Ralph M. Brown Act is located on the League of California Cities website at: Ralph M. Brown Act. The following items abstracted from various materials may serve as an important reminder of both the fundamentals and important questions surrounding the Brown Act: • In enacting this chapter, the Legislature finds and declares that the public commissions, boards and councils, and the other public agencies in this State exist to aid in the conduct of the people's business. It is the intent of the law that their actions be taken openly and that their deliberations be conducted openly. • All meetings of the legislative body of a local agency shall be open and public, and all persons shall be permitted to attend any meeting of the legislative body of a local agency, except as otherwise provided in the Act. • The most common purpose of a Closed Session is to avoid revealing confidential information that may, in specified circumstances, prejudice the legal or negotiating position of OC San or compromise the privacy interests of employees. Closed Sessions should be conducted keeping this narrow purpose in mind. • The Brown Act defines a meeting as any congregation of a majority of the members of a legislative body at the same time and place to hear, discuss, or deliberate upon any item that is within the subject matter jurisdiction of the legislative body or the local agency to which it pertains. The term “meeting” is not limited to gatherings at which action is taken, but also includes deliberative gatherings as well. • The Brown Act specifically prohibits any use of direct communication, personal intermediaries, or technological devices that is employed by a majority of the members of the legislative body to develop a collective concurrence as to action to be taken on an item by the members of the legislative body. • Provided that no collective discussion and decisions about OC San business are made by a majority of Directors, there are the following exceptions to these rules: • Individual Contacts • Conferences • Community Meetings • Other Legislative Bodies • Social or Ceremonial Events 9 • The use of email to communicate among the Board of Directors is restricted by the Brown Act: • According to the State Attorney General, a majority of the Board Members of a local public agency may NOT email each other to develop a collective concurrence as to action to be taken by the Board without violating the Ralph M. Brown Act even if the emails are also sent to the Clerk of the Board and the Chairperson of the agency, or if the emails are posted on the agency’s Internet website, and a printed version of each email is reported at the next public meeting of the Board. This would be considered a violation. Government Code Sections 54956.8, 54956.9, 54957 and/or 54957.6 CLOSED SESSIONS Summarized in part: • During the course of conducting the business set forth on the agenda as a regular meeting of the Board, the Chairperson may convene the Board in Closed Session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters. • Reports relating to (a) purchase and sale of real property, (b) matters of pending or potential litigation, (c) employment actions or negotiations with employee representatives, or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Board during a permitted Closed Session and are not available for public inspection. At such time as the Board takes final action on any of these subjects, the action will be publicly reported as described in GC 54957.1. The Minutes will reflect all required disclosures of information. Resolution No. OC SAN 24-09 ESTABLISHING RULES OF PROCEDURES FOR THE CONDUCT OF BUSINESS OF ORANGE COUNTY SANITATION DISTRICT The Resolution reads in part: • A special meeting of the Board of Directors may be called in either one of the following ways: 1) By the Chairperson of the Board of Directors; or 2) By the written request of a majority of the Steering Committee delivered to the Clerk of the Board. The call or notice for a special meeting shall be in writing and delivered personally or by mail at least twenty-four (24) hours before the time of such meeting, as specified in the notice. • A majority of the Directors shall constitute a quorum of the Board. 10 • A Chairperson and Vice Chairperson of the Board shall be elected by a majority vote of Directors at the regular meeting in June of each year and will assume office July 1. The nominations for Chairperson and Vice Chairperson shall be made at the regular Board meeting in May of each year. If only one individual is nominated for Chairperson or Vice Chairperson at the regular Board meeting in May, that individual shall be deemed elected as Chairperson or Vice Chairperson, no election shall be held in June, and the individual shall assume office July 1. • The Chairperson and Vice Chairperson of the Board shall not serve more than two consecutive one-year terms for which they have been elected to their office. • The Agenda for the Board of Directors’ meetings include the use of a Consent Calendar to quickly handle routine matters. • The Board does not conduct meetings under Roberts Rules of Order. The customized rules of procedure are summarized below. Board Procedures - Summary of Motions OC San has refined and streamlined the process of motions defined in Roberts Rules of Orders. The following summarize the definition of other motion types: • A Main motion is made to bring before OC San for its consideration, any particular subject. It takes precedence over nothing — that is, it cannot be made when any other question is before OC San; and it yields to all Privileged, Incidental, and Subsidiary motions; any of these motions can be made while a Main motion is pending. Main motions are debatable, subject to amendment, and can have any Subsidiary motions applied to them. When a Main motion is laid on the table, or postponed to a certain time, it carries with it all pending Subsidiary motions. • Subsidiary motions are applied to other motions for the purpose of most appropriately disposing of them. By means of them the original motion may be modified, action postponed, or it may be referred to a Committee to investigate and report, etc. They may be applied to any Main motion and, when made, they supersede the Main motion and must be decided before the Main motion can be acted upon. 11 Main Motion and Related Subsidiary Motions 0BKind of Motion Second Required Debatable Amendable Vote Required Purpose Main Motion Yes Yes Yes Majority To introduce new business Amend Main Motion Yes Yes Yes Majority To modify or alter a motion Substitute Motion Yes Yes Yes Majority To replace the main motion entirely Previous Question Yes No No Majority To close debate on the main or amended motion immediately Continue to a Certain Time Yes Yes Yes Majority To defer action To Table Yes No No Majority To discontinue consideration until brought back by vote of the Board Take a Motion from the Table Yes No No Majority To bring before the group a motion previously tabled 12 Limit or Extend Limits of Debate Yes No Yes Majority To limit or extend limits of debate Refer to a Committee Yes Yes Yes Majority To place business in hands of a Committee Withdraw a Motion No No No None To withdraw a motion before it is voted on Reconsider Yes Yes No Majority must be by a Director who voted for the prevailing side on the original motion To secure a new vote on a motion previously voted upon • Privileged motions are such that, while not relating to the pending question are of great importance as to require them to take precedence over all other questions, and on account of this high privilege, they are not debatable. They cannot have any Subsidiary motion applied to them, except the motions to fix the time to which to adjourn and to take a recess, which may be amended. After OC San has actually taken up the question of privilege, debate and amendment are permitted, and Subsidiary motions may be applied the same as on any Main motion. 13 Privileged Motions Kind of Motion Second Required 2BDebatable 3BAmendable Vote Required 4BPurpose Adjourn Yes No No Majority To end the meeting To Take a Recess Yes No No Majority To interrupt a meeting for a short time or to provide an intermission Raise a Question of Privilege No No No None To obtain action immediately in an emergency • Incidental motions arise out of another question which is pending, and therefore take precedence over, and must be decided before, the question out of which they arise. They yield to Privileged motions and are not debatable, cannot be amended except where they relate to the division of a question to the method of considering a question, or to methods of voting. Whenever it is stated that all Incidental motions take precedence of a certain motion, the Incidental motions referred to are only those that are legitimately incidental at the time they are made. For example, Incidental motions take precedence over Subsidiary motions, but an Incidental motion to object to the consideration of a Main motion cannot be made until a Subsidiary motion is resolved. Incidental Motions 1BKind of Motion Second Required Debatable Amendable Vote Required Purpose Request to Suspend the Rules Yes No No Two- Thirds To facilitate business ordinarily contrary to the rules of the organization 14 Override Order of the Chair Yes No No Majority To have Board majority rule on the order Point of Order No No No None To enforce the rules of the organization Government Code Section 84308 CAMPAIGN CONTRIBUTIONS General Counsel’s review summarized in part: • The section relates to campaign contributions received by OC San Directors in their capacities as city, county, or special district elected officials when participating in your capacity as an OC San Director, in decisions regarding OC San contracts. • The section disqualifies any “officer” of a public agency, who is running or has run for elective office, from participating in decisions affecting his/her campaign contributors. The law disqualifies the officer from participating in certain proceedings if the official has received campaign contributions of more than $250 from a party, participant, or their agents within the 12 months preceding the decision. Additionally, such contributions are prohibited up to 90 days after a contract decision. Ordinance No. OC SAN-62 ESTABLISHING BOARD OF DIRECTORS COMPENSATION The Ordinance reads in part: • The State Legislature adopted legislation (Senate Bill 1559), chaptered into law effective January 1, 2001, authorizing the adoption of an Ordinance pursuant to California Water Code Sections 20200 through 20207, including an increase of the per diem compensation in an amount not to exceed five (5%) percent for each calendar year following the operative date of the last adjustment. This increase is not automatic but is available through Board action. • Each Director shall receive the sum of Three Hundred Fifteen Dollars ($315.00) for attendance at each meeting of the Board of Directors, or for each day’s service rendered as a Member of the Board, by request of the Board; provided that each Director, other than the Chairperson of the Board, shall receive compensation for not more than a total of six (6) meetings or six (6) days’ service per month. 15 • On January 1 of each year, beginning with January 1, 2025, the amount of compensation for each day’s service shall increase by five percent (5%), unless said increase is waived by the Board of Directors. • Each Director shall be reimbursed at the rate per mile established by the United States Internal Revenue Service as allowable for mileage expense deduction for use of a personal vehicle for business of OC San. • When traveling on Board approved business of OC San, the Director shall be entitled to reimbursement of expenses necessarily incurred in the course of said travel in accordance with Resolution No. OC SAN 22-34 (see section below for further information). Resolution No. OC SAN 22-34 ADOPTING A REVISED POLICY REGARDING BOARD OF DIRECTORS’ EXPENSE REIMBURSEMENT AND MEETING ATTENDANCE AND COMPENSATION The Resolution reads in part: • The Chairperson of the Board will authorize attendance of the Board of Directors at conferences, seminars, meetings, and travel, but such expenses related thereto will only be approved to the extent they are necessary to further the accomplishment of OC San’s goals and objectives. • Directors shall be familiar with and comply with the Policy, ensure all travel and other reimbursable expenses are reasonable, coordinate multiple Director participation at conferences to avoid unnecessary duplication, and promote economic means of travel. The Board Chairperson can approve or deny requests for travel or business activities and reimbursements for Board and Committee Members. • Attendance at seminars, conferences, and meetings must be approved in advance by the Board Chairperson except when specifically, pre-authorized by this Policy. In addition, the Steering Committee may, on a case-by-case basis, authorize compensation of individual Directors for attending meetings, conferences, or seminars relating to wastewater, local government, and/or other matters within the Board’s jurisdiction. The number of Directors attending a seminar, conference, or meeting should be minimized, and there must be an OC San business reason for attendance. • OC San will reimburse Directors for actual and necessary dining expenses incurred while attending (1) a conference, seminar, or meeting outside of OC San, or (2) an OC San-related business meeting within OC San. OC San will 16 reimburse Directors up to the applicable U.S. General Services Administration (GSA) per diem rate for each separate meal set forth at GSA.gov/per diem. • Each Director seeking reimbursement must file with the Clerk of the Board an expense report no later than three weeks after the conclusion of the compensable activity. The report shall attach detailed, actual receipts for all expenses. The report shall document that each expense meets the requirements for reimbursement set forth in this policy. Without limiting the foregoing, each report shall identify the compensable activity and the date, nature, and purpose of each expense for which reimbursement is sought. • Each regular Director shall be entitled to compensation for attendance at (1) each meeting of the Board of Directors; (2) each meeting of the Standing Committee on which the Director serves; (3) each meeting of an Ad Hoc Committee to which the Director has been duly appointed; and (4) each meeting of any joint governmental board, committee, or association to which the Director has been appointed as OC San’s representative. Each alternate Director shall be entitled to compensation for attendance at a meeting when, and only when, the alternate Director attends the meeting in place of the regular Director. • Board members shall not receive compensation for the following activities: (1) attendance at meetings or events of nonprofit organizations or service clubs, except when the Board Chairperson has authorized the Director to make a presentation on behalf of OC San as further described in Article I Section 1.C. of the Policy; (2) OC San-sponsored employee events including, but not limited to, the annual employee holiday luncheon and retirement events; (3) parades, festivals, holiday events, or retirement dinners; (4) meetings with existing or potential contractors, vendors, or consultants; (5) meetings of partisan political organizations; (6) meetings, tours, and similar events conducted at the request of a Director; or (7) any activity not described in Article I Section 1.C. of the Policy. • No Director shall receive compensation for attendance at any meeting, such as Committee Meetings, which are scheduled immediately preceding, immediately succeeding, or concurrent with a regularly scheduled OC San Board of Directors Meeting. • No Alternate Director shall receive compensation for attendance at any meeting unless serving in the absence of the regular, Active Director; or with prior approval of the Board Chairperson. 17 Resolution No. OCSD 16-18 AUTHORIZING VOYA FINANCIAL SERVICES TO CONTINUE SERVING AS PLAN ADMINISTRATOR OF THE DEFERRED COMPENSATION PLAN FOR OFFICERS AND EMPLOYEES OF THE ORANGE COUNTY SANITATION DISTRICT The Resolution reads in part: • “Employee” shall mean any employee who is a Director or Officer, or who is a permanent, full-time employee of the Orange County Sanitation District. • Any employee designated by the employer to be eligible may elect to become a participant in the plan by executing and filing a Participation Agreement with the employer. • The amount deferred each year may not exceed the amount established by the Secretary of the Treasury as established, from time to time, under Internal Revenue Code section 457 (e)(15). 18 III. FORMS AND ASSOCIATED GUIDELINES There are various forms that will be completed during a Director’s tenure. Some of them are completed once, others periodically. Examples of these forms are included on the following pages with a brief description. Oath of Office Directors will take an oath of office prior to being seated. This will be signed electronically or in person and sealed by the Clerk of the Board. 19 Fair Political Practices Commission - Form 700 Statement of Economic Interests As a public official you are required to file a Form 700 Statement of Economic Interest annually; upon assuming and upon leaving office. The County of Orange Clerk of the Board of Supervisors is the filing official for OC San Public Officials and will e-notify you when, where, and how to file. For additional information regarding the Form 700, please visit the Fair Political Practices Commission website at www.fppc.ca.gov. 20 Information Questionnaire This Information form provides a brief biography of the Director for use internally, as a source for important contact information, and as a tool for the General Manager and Board Chairperson in determining committee assignments. 21 Deferred Compensation Plan Questionnaire OC San participates in a 457(b) Deferred Compensation Plan offered by VOYA and provides a contribution to each Board member in lieu of social security tax. (Resolution No. OC SAN 23-03) Directors may also contribute an additional portion of their OC San earned income into the plan. The Board of Directors Questionnaire/Enrollment form is MANDATORY and must be completed by each Director. The second form should be filled out for any elections/ withdrawal to be taken. 22 23 W-4 - Employee’s Withholding Allowance A form required by both federal and state government for income tax purposes. 24 DE-4 - Employee’s Withholding Allowance Certificate A form required by the Employment Development Department to ensure correct California state income tax withholding. 25 Direct Deposit Authorization To be completed by the Director if they wish checks to be directly deposited into their financial institution’s checking or savings account. 26 Ethics Training Board Members must file a copy of their certificate of AB 1234 Ethics Training with the OC San Clerk of the Board within one (1) year of appointment and every two years thereafter. (GC 53235.1(b)) Discrimination/Harassment Prevention Training Board Members must file a copy of their certificate of AB 1661 Sexual Harassment Training for Local Agency Officials with the OC San Clerk of the Board within six (6) months of appointment and every two years thereafter. (GC 53237.1). Monthly Compensation and Mileage Statement 27 This form is completed by staff and signed by the Director for compensation for meeting attendance and monthly personal vehicle mileage when conducting OC San business. IV. FREQUENTLY ASKED QUESTIONS Does OC San have representing unions? 93% of OC San’s employment base is represented by one of the three (3) recognized unions which represent six (6) separate collective bargaining agreements, or Memoranda of Understanding (MOU). The Supervisory & Professional Management Group (SPMG) represents 307.5 professional and supervisory staff, the Orange County Employees Association (OCEA) represents 101 clerical and administrative staff, and the International Union of Operating Engineering (Local 501) represents 211 employees in the trades. The remaining 7%, or 44 employees are unrepresented and are in the confidential group, human resources, management, and executive management groups. What governs employer/employee relations? As with other local government agencies, OC San is governed by the Meyers-Milias-Brown Act, and in accordance with that, has enacted a comprehensive set of Rules and Regulations for the administration of employer-employee relations (Resolution No. OCSD 99-24). Further, OC San has adopted our own comprehensive set of Policies and Procedures governing employment practices and establishing terms and conditions of employment, including wages, salaries, and benefits. The Board of Directors Personnel Policies and Procedures “manual” is adopted by Resolution No. OC SAN 23-09. Are communications between OC San officials or staff and General Counsel protected by the attorney client privilege? Confidential communications between OC San’s General Counsel and OC San’s officials, executive staff, and/or other employees are protected from disclosure by the attorney-client privilege as long as such communications are within the course and scope of their employment and are not otherwise averse to OC San’s interests. Who is the client of OC San’s contracted General Counsel? The Board of Directors of OC San is the client of General Counsel. Where does OC San get its funding? 28 As in most cities, funding sources are numerous; nevertheless, the primary revenue OC San relies on for annual operations are the Sewer Service Fee and Property Taxes. Sewer Service Fees are set by OC San after a review of projected needs. They fund operation of the sewer systems in accordance with the Clean Water Act. OC San’s share of the one percent ad valorem property tax is obligated for the payment of debt service by OC San policy. Extensive details on OC San’s revenue and expenditure programs are available in OC San’s annual budget. How can a Director obtain an agenda package? Agenda packages are assembled for the various Committees and the monthly Board meeting and are electronically mailed out to Committee/Board Members the week prior to the meeting. Directors can also review any Committee or Board Agenda packages online via the website at www.ocsan.gov or directly at https://ocsd.legistar.com/Calendar.aspx. Further, you may either email the Clerk of the Board at klore@ocsan.gov or reach her at (714) 593-7433 and an agenda package will be forwarded to the requesting Board Member. How are Directors compensated? Directors are compensated $315.00 per meeting, or per day if multiple meetings occur, up to six per month. Directors are paid monthly by either check or direct deposit. In addition to this, Directors may also contribute a portion of their OC San earned income in a deferred compensation plan. Directors are not eligible to participate in the Orange County Employees Retirement System (OCERS). OC San contributes to the Director’s 457 plan in lieu of social security tax. (Resolution No. OC SAN 23-03) Compensation for all meetings attended each month is submitted to Payroll division after the monthly Board Meeting. The annual schedule below is provided to show the monthly payroll date in which you will receive your payment. 29 18480 Bandilier Circle, Fountain Valley, California 92708-7018 714.962.2411 | www.ocsan.gov OC San Board Member Orientation February 19, 2025 2025 Board Member Orientation Ryan Gallagher Board Chairman 2 Role of the Board Member 3 •Act in the interest of your agency •Represent the interest of all OC San ratepayers •Liaison to OC San for your agency •OC San Policy maker •Drive OC San’s strategic vision •Active participation and engagement Role of the Board Member 4 Board and Committees Each Board Member is assigned to one of these Standing Committees: •Operations Committee – 1st Wednesday •Engineering, Planning, Design, and Construction •Operations of the Plants •Administration Committee – 2nd Wednesday •Environmental & Regulatory Issues •Financial Matters – Budget •Human Resources •Information Technology •Legislative and Public Affairs 5 •Steering Committee – 4th Wednesday •Directs Issues to Other Standing Committees •Conducts General Manager & General Counsel Annual Performance Evaluations •Audit Findings •Labor Negotiations Board and Committees SPECIAL COMMITTEES AND REGIONAL ASSIGNMENTS •Audit Ad Hoc Committee •GWRS Steering Committee •OC San/SAWPA Joint Policy Committee •Santa Ana River Flood Protection Agency (SARFPA) •Orange County Council of Governments (OCCOG) •National Water Research Institute (NWRI) •Independent Special Districts of OC (ISDOC) AB 1234 Reports to the Board Brief verbal report at each Board meeting 6 •Will receive after each Board meeting •Assists in reporting to your agency OC San Board Talking Points 7 8 Attendance Directors and Alternate Directors •Regular attendance at Board and Committee meetings is important to the conduct of OC San business. •Ensures your Agency has representation. •If you are unable to attend Board or Committee meetings, contact your Alternate Director and the Clerk of the Board as soon as possible. •Agendas published one week prior to meetings •Be familiar with material •Reach out to GM or EMT with questions Meeting Preparation 9 Effective environment for the BOD to provide strong leadership •Interaction with Other Agencies •Interaction with OC San Staff •Complaints •Use of OC San Facilities •Board Communication •Ceremonial Functions •Media Inquiries Board Protocols 10 Questions? Ryan Gallagher Board Chairman 714-573-3012 rgallagher@tustinca.org 11 12 Board Services Overview Presenter: Kelly LoreClerk of the Board Board Services Team Jennifer CabralDirector of Communications Kelly LoreClerk of the Board Tina Knapp Assistant Clerk of the Board Jackie Castro Assistant Clerk of the Board Yolanda HerreraRecords Management Technician Al GarciaProgram Assistant Vianey Sorto-Gaona Office Assistant Cheri CalisangOffice Assistant 13 Board Services Overview 14 OC San Website – OCSan.gov •Board of Directors – Governance •Board of Directors – Links to agency websites Granicus Legistar - Agenda Management Software Current & Archived Board Agendas and Minutes Live meeting broadcasting eComment Caplinked - Secure, confidential website for viewing Closed Session documents GOVQA - Online Public Portal for submission of: Public Records Requests Electronic Claims Complaints and Subpoenas  Laserfiche - Public portal to vital and permanent records from1948 - current. Board Services Overview District Transparency Certificate of Excellence 15 16 Directors Guidelines & Procedures Resolution No. OC SAN 24-09 Board of Directors Rules of Procedure for the Conduct of Business Resolution No. OC SAN 22-34 Board Expense Reimbursement and Meeting attendance Ordinance No. OC SAN-62 Board Compensation Board Services Overview 17 Board Services Overview Cont. Directors Guidelines & Procedures Resolution No. OC SAN 23-03 Board of Directors Deferred Compensation Plan 457(b) in lieu of FICA Contributions Resolution No. OC SAN 21-02 Board of Directors Protocols Resolution No. OC SAN 23-09 Board of Directors HR Policies and Procedures Ordinance No.OC SAN-61 Purchasing Ordinance Directors Compensation Ordinance No. OC SAN-62 $315.00 per meeting/day and mileage Six (6) meetings per month maximum Compensate once a month (following the month of service) Board Services Overview 18 Directors Compensation Board Payroll Calendar for 2025 Paid following month of service in accordance with OC San Payroll dates Board Services Overview 19 Director/Agency Information Board approved Committee/Board Calendar OC San Legistar ocsd.legistar.com Board Services Overview 20 Communication From OC San •Agendas for upcoming Committee and Board meetings •Meeting reminders and Late communication •Special meeting notices, events or announcements •Board talking points (day after Board meeting) •Memos from Board Chairman •News Alerts from Public Affairs 21 22 Questions ? Kelly Lore Clerk of the Board 714-593-7433 Klore@OCSan.gov Tina Knapp Assistant Clerk of the Board 714-593-7190 Tknapp@OCSan.gov Jackie Castro Assistant Clerk of the Board 714-593-7040 Jcastro@OCSan.gov 23 Transparency, Procedure and Ethics Presenter:Scott SmithOC San Legal Counsel – BBK Law 24 •Board Rules of Procedure •Ethics Laws •Campaign Contributions •Technology, the Brown Act, and Public Records Topics 25 •No Roberts Rules •Order of business: •Agenda report •Questions •Motion •Discussion •Chair may limit debate, subject to override Rules of Order (Reso. No. OC SAN 24-09) 26 •See Resolution No. OC SAN 24-09 Table 1 Types of Motions 27 Political Reform Act Form 700 28 Disqualification: Business Investment Source of Income Business Position or Employment Real Property Gifts Personal Finances Political Reform Act 29 •$250 Limit on Campaign Contributions from Parties Seeking Contracts •Contributions 12 Months Prior to the Board Decision o Disclosure and Disqualification •Contributions Within Three Months After the Board Decision Levine Act 30 •Directors can’t have interest in contracts with OC San •Except: •Non-interest •Remote Interest Government Code Section 1090 31 •Broad when acting in scope of official duties •Anti-Harassment Training Director Immunity 32 •Limitations on employment of “near relatives” of Directors Anti-Nepotism Policy (4.0) 33 When a quorum: •Hears •Deliberates •Decides Board “Business” The Brown Act 34 The Brown Act Serial Meetings Chain - Spoke 35 •“Public Records” Include: Documents on Personal Devices Documents in Personal Accounts •Social Media Platform may be a “Public Forum” Public Records Act 36 “Here, we hold that when a city [councilmember] uses a personal account to communicate about the conduct of public business, the writings may be subject to disclosure under the California Public Records Act.” City of San Jose v. Superior Court (2017) 2 Cal.5th 608 Public Records Act 37 Questions ? Ryan M.F. Baron, Partner Ryan.Baron@bbklaw.com T: (949) 263-6568 Matthew “Mal” Richardson, Partner Matthew.Richardson@bbklaw.com T: (949) 263-6562 C: (949) 573-5379 Scott C. Smith, Partner Scott.Smith@bbklaw.com T: (949) 263-6561 C: (949) 929-0664 38 Strategic Planning Presenter: Ryan GallagherBoard Chairman 39 The Board of Directors Defines OC San’s Services •Major initiatives take many years of consistent effort to deliver •Focuses staff and resources on true, long-term priorities •Improves the ability to collaborate with other agencies Builds Unity •Staff and other agencies clearly understand OC San Board of Directors expectations •Staff processes align with Board of Directors direction •The General Manager’s Workplan holds staff accountable •Defines both what OC San does and does not do Importance of Strategic Planning 40 Core Values Integrity, Inclusion, Honesty, and Respect Leadership, Teamwork, and Problem Solving Customer Service, Transparency, and Accountability Resiliency, Innovation, and Learning Safety 41 Levels of Service Our Commitment to: •Ratepayers •Regulators •Employees •Board of Directors •Stakeholders 42 The Process 43 OC San’s Policy Areas Business Principles •Budget Control and Fiscal Discipline •Asset Management •Cybersecurity •Property Management •Organizational Advocacy and Outreach Environmental Stewardship •Energy Independence •Climate and Catastrophic Event Resilience •Food Waste Treatment •Water Reuse •Environmental Water Quality, Stormwater Management and Urban Runoff Wastewater Management •Chemical Sustainability •Biosolids Management •Constituents of Emerging Concern Workplace Environment •Resilient Staffing •Safety and Physical Security 44 Strategic Planning Schedule January 15 o Board Orientation #1 February 19 o Board Orientation #2 •March 5 and 12 o Plant No. 1 Tour Prior to Committee •March 19 o Strategic Plan – Workshop #1 •April 2 and 9 o Plant No. 2 Tour Prior to Committee •April 16 o Strategic Plan - Workshop #2 •April 30 o EMT Planning Session •June 25 o Proposed GM Work Plan •July 23 o GM Work Plan Adoption •July/August o Strategic Plan Development •September 24 o Draft Strategic Plan Presented to the Board •November 19 o Final Strategic Plan Presented to the Board 45 •Special Operations Committee Meeting Plant No. 1 tour Wednesday, March 5 @ 4p.m. •Special Administration Committee Meeting Plant No. 1 tour Wednesday, March 12 @ 4p.m. •Special Operations Committee Meeting Plant No. 2 tour Wednesday, April 2 @ 4p.m. •Special Administration Committee Meeting Plant No. 2 tour Wednesday, April 9 @ 4p.m. Plant Tours Questions? Ryan Gallagher Board Chairman 714-573-3012 rgallagher@tustinca.org 46 ORANGE COUNTY SANITATION DISTRICT COMMON ACRONYMS ACWA Association of California Water Agencies LOS Level Of Service RFP Request For Proposal APWA American Public Works Association MGD Million Gallons Per Day RWQCB Regional Water Quality Control Board AQMD Air Quality Management District MOU Memorandum of Understanding SARFPA Santa Ana River Flood Protection Agency ASCE American Society of Civil Engineers NACWA National Association of Clean Water Agencies SARI Santa Ana River Interceptor BOD Biochemical Oxygen Demand NEPA National Environmental Policy Act SARWQCB Santa Ana Regional Water Quality Control Board CARB California Air Resources Board NGOs Non-Governmental Organizations SAWPA Santa Ana Watershed Project Authority CASA California Association of Sanitation Agencies NPDES National Pollutant Discharge Elimination System SCADA Supervisory Control And Data Acquisition CCTV Closed Circuit Television NWRI National Water Research Institute SCAP Southern California Alliance of Publicly Owned Treatment Works CEQA California Environmental Quality Act O & M Operations & Maintenance SCAQMD South Coast Air Quality Management District CIP Capital Improvement Program OCCOG Orange County Council of Governments SOCWA South Orange County Wastewater Authority CRWQCB California Regional Water Quality Control Board OCHCA Orange County Health Care Agency SRF Clean Water State Revolving Fund CWA Clean Water Act OCSD Orange County Sanitation District SSMP Sewer System Management Plan CWEA California Water Environment Association OCWD Orange County Water District SSO Sanitary Sewer Overflow EIR Environmental Impact Report OOBS Ocean Outfall Booster Station SWRCB State Water Resources Control Board EMT Executive Management Team OSHA Occupational Safety and Health Administration TDS Total Dissolved Solids EPA US Environmental Protection Agency PCSA Professional Consultant/Construction Services Agreement TMDL Total Maximum Daily Load FOG Fats, Oils, and Grease PDSA Professional Design Services Agreement TSS Total Suspended Solids gpd gallons per day PFAS Per- and Polyfluoroalkyl Substances WDR Waste Discharge Requirements GWRS Groundwater Replenishment System PFOA Perfluorooctanoic Acid WEF Water Environment Federation ICS Incident Command System PFOS Perfluorooctanesulfonic Acid WERF Water Environment & Reuse Foundation IERP Integrated Emergency Response Plan POTW Publicly Owned Treatment Works WIFIA Water Infrastructure Finance and Innovation Act JPA Joint Powers Authority ppm parts per million WIIN Water Infrastructure Improvements for the Nation Act LAFCO Local Agency Formation Commission PSA Professional Services Agreement WRDA Water Resources Development Act ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS ACTIVATED SLUDGE PROCESS – A secondary biological wastewater treatment process where bacteria reproduce at a high rate with the introduction of excess air or oxygen and consume dissolved nutrients in the wastewater. BENTHOS – The community of organisms, such as sea stars, worms, and shrimp, which live on, in, or near the seabed, also known as the benthic zone. BIOCHEMICAL OXYGEN DEMAND (BOD) – The amount of oxygen used when organic matter undergoes decomposition by microorganisms. Testing for BOD is done to assess the amount of organic matter in water. BIOGAS – A gas that is produced by the action of anaerobic bacteria on organic waste matter in a digester tank that can be used as a fuel. BIOSOLIDS – Biosolids are nutrient rich organic and highly treated solid materials produced by the wastewater treatment process. This high-quality product can be recycled as a soil amendment on farmland or further processed as an earth-like product for commercial and home gardens to improve and maintain fertile soil and stimulate plant growth. CAPITAL IMPROVEMENT PROGRAM (CIP) – Projects for repair, rehabilitation, and replacement of assets. Also includes treatment improvements, additional capacity, and projects for the support facilities. COLIFORM BACTERIA – A group of bacteria found in the intestines of humans and other animals, but also occasionally found elsewhere, used as indicators of sewage pollution. E. coli are the most common bacteria in wastewater. COLLECTIONS SYSTEM – In wastewater, it is the system of typically underground pipes that receive and convey sanitary wastewater or storm water. CERTIFICATE OF PARTICIPATION (COP) – A type of financing where an investor purchases a share of the lease revenues of a program rather than the bond being secured by those revenues. CONTAMINANTS OF POTENTIAL CONCERN (CPC) – Pharmaceuticals, hormones, and other organic wastewater contaminants. DILUTION TO THRESHOLD (D/T) – The dilution at which the majority of people detect the odor becomes the D/T for that air sample. GREENHOUSE GASES (GHG) – In the order of relative abundance water vapor, carbon dioxide, methane, nitrous oxide, and ozone gases that are considered the cause of global warming (“greenhouse effect”). GROUNDWATER REPLENISHMENT SYSTEM (GWRS) – A joint water reclamation project that proactively responds to Southern California’s current and future water needs. This joint project between the Orange County Water District and OCSD provides 70 million gallons per day of drinking quality water to replenish the local groundwater supply. LEVEL OF SERVICE (LOS) – Goals to support environmental and public expectations for performance. N-NITROSODIMETHYLAMINE (NDMA) – A N-nitrosamine suspected cancer-causing agent. It has been found in the GWRS process and is eliminated using hydrogen peroxide with extra ultra-violet treatment. NATIONAL BIOSOLIDS PARTNERSHIP (NBP) – An alliance of the NACWA and WEF, with advisory support from the EPA. NBP is committed to developing and advancing environmentally sound and sustainable biosolids management practices that go beyond regulatory compliance and promote public participation to enhance the credibility of local agency biosolids programs and improved communications that lead to public acceptance. PER- AND POLYFLUOROALKYL SUBSTANCES (PFAS) – A large group (over 6,000) of human-made compounds that are resistant to heat, water, and oil and used for a variety of applications including firefighting foam, stain and water-resistant clothing, cosmetics, and food packaging. Two PFAS compounds, perfluorooctanesulfonic acid (PFOS) and perfluorooctanoic acid (PFOA) have been the focus of increasing regulatory scrutiny in drinking water and may result in adverse health effects including developmental effects to fetuses during pregnancy, cancer, liver damage, immunosuppression, thyroid effects, and other effects. PERFLUOROOCTANOIC ACID (PFOA) – An ingredient for several industrial applications including carpeting, upholstery, apparel, floor wax, textiles, sealants, food packaging, and cookware (Teflon). PERFLUOROOCTANESULFONIC ACID (PFOS) – A key ingredient in Scotchgard, a fabric protector made by 3M, and used in numerous stain repellents. PLUME – A visible or measurable concentration of discharge from a stationary source or fixed facility. PUBLICLY OWNED TREATMENT WORKS (POTW) – A municipal wastewater treatment plant. SANTA ANA RIVER INTERCEPTOR (SARI) LINE – A regional brine line designed to convey 30 million gallons per day of non-reclaimable wastewater from the upper Santa Ana River basin to the ocean for disposal, after treatment. SANITARY SEWER – Separate sewer systems specifically for the carrying of domestic and industrial wastewater. SOUTH COAST AIR QUALITY MANAGEMENT DISTRICT (SCAQMD) – Regional regulatory agency that develops plans and regulations designed to achieve public health standards by reducing emissions from business and industry. SECONDARY TREATMENT – Biological wastewater treatment, particularly the activated sludge process, where bacteria and other microorganisms consume dissolved nutrients in wastewater. SLUDGE – Untreated solid material created by the treatment of wastewater. TOTAL SUSPENDED SOLIDS (TSS) – The amount of solids floating and in suspension in wastewater. ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS TRICKLING FILTER – A biological secondary treatment process in which bacteria and other microorganisms, growing as slime on the surface of rocks or plastic media, consume nutrients in wastewater as it trickles over them. URBAN RUNOFF – Water from city streets and domestic properties that carry pollutants into the storm drains, rivers, lakes, and oceans. WASTEWATER – Any water that enters the sanitary sewer. WATERSHED – A land area from which water drains to a particular water body. OCSD’s service area is in the Santa Ana River Watershed.