MINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, November 14, 2018 at 5:00 P.M. A regular meeting of the Administration Committee of the Orange County Sanitation District was called to order by Board Chairman Sebourn on November 14, 2018 at 5:01 p.m. in the Administration Building of the Orange County Sanitation District. Director Jim Ferryman led the Flag Salute. A quorum was declared present as follows: COMMITTEE MEMBERS PRESENT: Donald P. Wagner, Vice-Chairman James Ferryman Peter Kim Richard Murphy Steve Nagel Charlie Nguyen Glenn Parker Erik Peterson Teresa Smith Greg Sebourn, Board Chairman David Shawver, Board Vice-Chairman COMMITTEE MEMBERS ABSENT: Chad Wanke, Chairman Sal Tinajero STAFF PRESENT: Jim Herberg, General Manager Rob Thompson, Assistant General Manager Lorenzo Tyner, Assistant General Manager Celia Chandler, Director of Human Resources Ed Torres, Director of Operations & Maintenance Roya Sohanaki, Engineering Manager Tina Knapp, Deputy Clerk of the Board Gilbert Barela Jeff Brown Kim Cardenas Rhea De Guzman Damein Frabizio Al Garcia Brad Hamilton Lina Hsiao Rebecca Long Kathy Millea Adam Nazaroff Warren Sternin John Swindler Tyler Ramirez OTHERS PRESENT: Brad Hagin, General Counsel Peter George, MGO Stefannie Kodrat, MGO PUBLIC COMMENTS: 11/14/2018 Administration Committee Minutes Page 1 of 6
REPORTS: General Manager Jim Herberg provided an update on The OC Plan for Integrated Regional Water Management and stated that the Orange County Sanitation District, the Orange County Water District, and the County of Orange are preparing to submit a grant application to the State Department of Water Resources to seek a fair share of State of California Proposition 1 grant funds. Mr. Herberg also provided a brief background of the establishment of this group. Assistant General Manager Lorenzo Tyner did not provide a report. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED. SECONDED, AND DULY CARRIED TO: October 10, 2018 Administration Committee Meeting. Approve Minutes of the ABSTENTIONS: 2. UPGRADE OF TIMECARD SOFTWARE (WORKFORCE) (Lorenzo Tyner) MOVED. SECONDED. AND DULY CARRIED TO: A. Authorize a Purchase Order Contract to WorkForce Software for the upgrade of WorkForce, for a total amount not to exceed $119,475; and 8. Approve a contingency of $23,895 (20%). ABSTENTIONS: 3. MICROSOFT ENTERPRISE LICENSE AGREEMENT (ELA) FOR MICROSOFT ENTERPRISE SOFTWARE LICENSES (Lorenzo Tyner) MOVED. SECONDED. AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Authorize a Purchase Order for a three-year contract to purchase Microsoft Enterprise licenses under the Microsoft ELA in accordance with Microsoft Volume Enterprise Enrollment - for State and Local government, Riverside County Master Licensing Agreement 01 E73970, payable annually and with 11/14/2018 Administration Committee Minutes Page 2 of 6
a contract expiration date of December 31, 2021, for a total amount not to exceed $1,335,952; and B. Approve a contingency of $200,393 (15%). ABSTENTIONS: 4. GENERAL MANAGER APPROVED PURCHASES AND ADDITIONS TO THE PRE-APPROVED OEM SOLE SOURCE LIST (Lorenzo Tyner) MOVED. SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Receive and file Orange County Sanitation District purchases made under the General Manager's authority for the period of July 1, 2018 to September 30,2018; and B. Approve the following additions to the pre-approved OEM Sole Source List for the period of July 1, 2018 to September 30, 2018: EVOQUA WATER TECHNOLOGIES - Evoqua DI Water System Service INTERNATIONAL SOCIETY OF AUTOMATION (ISA) - On-site Instrumentation Technician Training POL YCHEM SYSTEMS - Gearboxes ABSTENTIONS: NON-CONSENT: 5. CONTRACTED INTERNAL AUDITS TO REVIEW ORANGE COUNTY SANITATION DISTRICT'S PROCUREMENT CARD PROGRAM (Lorenzo Tyner) Mr. Tyner introduced this item and provided background information on the audit that was performed. Mr. Tyner also indicated that this item was reviewed by the Audit Ad Hoc Committee on October 10, 2018. MOVED. SECONDED. AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the October 1, 2018 agreed-upon procedures review of the Orange County Sanitation District's Procard program for fiscal years 2015-11/14/2018 Administration Committee Minutes Page 3 of 6
2016 and 2016-2017 performed by the White Nelson Diehl Evans, Certified Public Accountants. ABSTENTIONS: 6. ORANGE COUNTY SANITATION DISTRICT COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) FOR THE YEAR END JUNE 30, 2018 (Lorenzo Tyner) Mr. Tyner introduced this item and provided brief background information on the item. Mr. Tyner introduced Lina Hsiao, Accounting Supervisor, who provided an informative PowerPoint presentation that included an overview of the CAFR; financial measurements used; components of the net position increase; review of the change in net position over the last five years; components of the cash and investments increase and decrease; a two-year comparison and comparison of budget to actual for the year ended June 30, 2018 for collection, treatment, and disposal costs; and a review of the auditor's report. Committee Vice-Chairman Wagner arrived at the meeting at 5:08 p.m. Director Teresa Smith arrived at the meeting at 5:21 p.m. Mr. Tyner commented on the two-year comparison for collection, treatment, and disposal costs and introduced Peter George, auditor from MGO. Mr. George gave a PowerPoint presentation that included a review of the auditor's responsibilities, deliverables, and a recap of the auditor's communication with this Committee. Sebourn, Shawver, T. Smith and Wagner ABSTENTIONS: ABSENT: Tinajero and Wanke MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the Orange County Sanitation District's Comprehensive Annual Financial Report for the year ended June 30, 2018, prepared by staff and audited by Macias Gini & O'Connell LLP (MGO), Certified Public Accountants, along with the following reports prepared by MGO: A. Report to the Board of Directors; and B. Independent Accountants' Report on Agreed-Upon Procedures Applied to Appropriations Limit Worksheets. 11/14/2018 Administration Committee Minutes Page 4 of 6
Committee Vice-Chairman Wagner presided over the meeting beginning at 5:32 p.m. 7. CONSOLIDATED FINANCIAL REPORT FOR FIRST QUARTER ENDED SEPTEMBER 30, 2018 (Lorenzo Tyner) Mr. Tyner introduced this item and indicated staff was available to answer questions from the Committee. 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, 2018. Sebourn, Shawver, T. Smith and Wagner ABSTENTIONS: ABSENT: Tinajero and Wanke INFORMATION ITEMS: 8. ORANGE COUNTY SANITATION DISTRICT RESEARCH PROGRAM (Rob Thompson) Assistant General Manager Rob Thompson introduced Senior Engineer Jeff Brown who provided a PowerPoint presentation regarding the District's Research program including: types of research, participation with other organizations, future needs, notable successes, current projects examples, an overview of the International Technology Approval Group (itag), and research budgeting. CLOSED SESSION: DEPARTMENT HEAD REPORTS: OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS. IFANY: 11 /14/2018 Administration Committee Minutes Page 5 of 6
ADJOURNMENT: Committee Vice-Chairman Wagner declared the meeting adjourned at 5:54 p.m. to the next regularly scheduled meeting of Wednesday, December 12, 2018 at 5:00 p.m. Submitted by: T [/l;l. ~ ~ ~ Tina Knapp, CMC Deputy Clerk of the Board 11/14/2018 Administration Committee Minutes Page 6 of 6