AGENDA. EXECUTIVE COMMITTEE REGULAR MEETING Thursday, May 22, :30 P.M. - PDF

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ORANGE COUNTY FIRE AUTHORITY AGENDA Pursuant to the Brown Act, this meeting also constitutes a meeting of the Board of Directors. EXECUTIVE COMMITTEE REGULAR MEETING Thursday, May 22, :30 P.M. Regional
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ORANGE COUNTY FIRE AUTHORITY AGENDA Pursuant to the Brown Act, this meeting also constitutes a meeting of the Board of Directors. EXECUTIVE COMMITTEE REGULAR MEETING Thursday, May 22, :30 P.M. Regional Fire Operations and Training Center Board Room 1 Fire Authority Road Irvine, CA Unless legally privileged, all supporting documentation and any writings or documents provided to a majority of the Executive Committee after the posting of this agenda, which relate to any item on this agenda will be made available for public review in the office of the Clerk of the Authority located on the 2 nd floor of the OCFA Regional Fire Operations & Training Center, 1 Fire Authority Road, Irvine, CA 92602, during regular business hours, 8:00 a.m. - 5:00 p.m., Monday through Thursday, and every other Friday, (714) In addition, unless legally privileged, all supporting documentation and any such writings or documents will be available online at This Agenda contains a brief general description of each item to be considered. Except as otherwise provided by law, no action or discussion shall be taken on any item not appearing on the following Agenda. Unless legally privileged, supporting documents, including staff reports, are available for review at the Orange County Fire Authority Regional Fire Operations & Training Center, 1 Fire Authority Road, Irvine, CA or you may contact Sherry A.F. Wentz, Clerk of the Authority, at (714) Monday through Friday from 8 A.M. to 5 P.M. If you wish to speak before the Fire Authority Executive Committee, please complete a Speaker Form identifying which item(s) you wish to address. Please return the completed form to the Clerk of the Authority prior to being heard before the Committee. Speaker Forms are available at the counters of both entryways of the Board Room. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, you should contact the Clerk of the Authority at (714) CALL TO ORDER INVOCATION by OCFA Chaplain Jeff Hetchel PLEDGE OF ALLEGIANCE by Director Kelley ROLL CALL Agenda of the May 22, 2014, OCFA Executive Committee Meeting Page 2 PRESENTATIONS No items. PUBLIC COMMENTS Resolution No established rules of decorum for public meetings held by the Orange County Fire Authority. Resolution No is available from the Clerk of the Authority. Any member of the public may address the Committee on items within the Committee s subject matter jurisdiction but which are not listed on this agenda during PUBLIC COMMENTS. However, no action may be taken on matters that are not part of the posted agenda. We request comments made on the agenda be made at the time the item is considered and that comments be limited to three minutes per person. Please address your comments to the Committee as a whole, and do not engage in dialogue with individual Committee Members, Authority staff, or members of the audience. The Agenda and Minutes are now available through the Internet at You can access upcoming agendas on the Monday before the meeting. The minutes are the official record of the meeting and are scheduled for approval at the next regular Executive Committee meeting. REPORT FROM THE BUDGET AND FINANCE COMMITTEE CHAIR MINUTES 1. Minutes from the April 21, 2014, Special Executive Committee Meeting (A) and April 24, 2014, Regular and Special Executive Committee Meetings (B) Submitted by: Sherry Wentz, Clerk of the Authority Recommended Action: Approve as submitted. CONSENT CALENDAR All matters on the consent calendar are considered routine and are to be approved with one motion unless a Committee Member or a member of the public requests separate action on a specific item. 2. Monthly Investment Reports Submitted by: Patricia Jakubiak, Treasurer Recommended Action: Receive and file the reports. 3. Financial Newsletter July 2013 to March 2014 Submitted by: Lori Zeller, Assistant Chief/Business Services Department Recommended Action: Receive and file the report. Agenda of the May 22, 2014, OCFA Executive Committee Meeting Page 3 4. Contract Extension for Banking and Custodial Services Submitted by: Lori Zeller, Assistant Chief/Business Services Department Recommended Actions: 1. Authorize the Purchasing Manager to extend the banking and custodial services contracts with UB for a three-year term commencing on January 1, 2015, at a fixed pricing level as detailed in the submitted Union Bank Contract Extension Proposal for banking and custodial services. 2. Authorize the Purchasing Manager to extend the contract for two additional one-year terms upon the expiration of the three-year term, subject to negotiations between the OCFA and the bank, provided that fee increases do not exceed the increase in the Consumer Price Index for the Greater Orange County Metro Area. 5. Quarterly Report of Claims Submitted by: Jeremy Hammond, Human Resources Director Recommended Action: Receive and file the report. 6. Approval of Contract with TargetSolutions for a Training Delivery and Records Management System Submitted by: Dave Thomas, Assistant Chief/Operations Department Recommended Action: Approve and authorize the Fire Chief to sign the agreement for online annual user license and subscription fee for TargetSolutions training and online risk management program for a term of up to three years for a not to exceed amount of $100,000 per year or $300,000 aggregate. 7. Sole Source Approval Eagle Aerial Imaging Submitted by: Brian Stephens, Assistant Chief/Support Services Department Recommended Action: Approve and authorize the Purchasing Manager to issue a purchase order to Eagle Aerial Imaging for 2013 digital orthography Geographic Information System data at a cost not to exceed $63,000. Agenda of the May 22, 2014, OCFA Executive Committee Meeting Page 4 8. Sole Source Renewals - Orange County Sheriff s Department, FATPOT Technologies, TriTech Computer Aided Dispatch, Stratus Technologies, and Oracle America Technical Support Services Submitted by: Brian Stephens, Assistant Chief/Support Services Department Recommended Action: Approve and authorize the Purchasing Manager to renew and adjust sole source Blanket Orders with the Orange County Sheriff s Department and other key vendors, as indicated for the OCFA s Automatic Vehicle Locator (AVL) and Computer Aided Dispatch (CAD) system licenses and maintenance. 9. Blanket Order Contract Increases and Extensions Submitted by: Brian Stephens, Assistant Chief/Support Services Department Recommended Action: Approve and authorize the Purchasing Manager to renew and adjust annual Blanket Orders with vendors, as indicated for Information Technology services and supplies. END OF CONSENT CALENDAR DISCUSSION CALENDAR 10. May Legislative Reports Submitted by: Brian Stephens, Assistant Chief/Support Services Department Recommended Action: Approve recommended legislative positions. 11. Executive Committee Meeting Date/Time Options Submitted by: Lori Zeller, Assistant Chief/Business Services Department Recommended Action: Direct staff to prepare an amendment to the Board Rules of Procedure for consideration at the Board of Directors meeting of June 26, 2014, to change the regular meeting day of the Executive Committee from the fourth Thursday of the month to the third Thursday of the month and/or change meeting time if applicable. REPORTS No items. COMMITTEE MEMBER COMMENTS Agenda of the May 22, 2014, OCFA Executive Committee Meeting Page 5 CLOSED SESSION No items. ADJOURNMENT The next regular meeting of the Executive Committee is scheduled for Thursday, June 26, 2014, at 5:30 p.m. AFFIDAVIT OF POSTING I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing Agenda was posted in the lobby and front gate public display case of the Orange County Fire Authority, Regional Fire Operations and Training Center, 1 Fire Authority Road, Irvine, CA, not less than 72 hours prior to the meeting. Dated this 15 th day of May Sherry A.F. Wentz, CMC Clerk of the Authority UPCOMING MEETINGS: Budget and Finance Committee Meeting Claims Settlement Committee Meeting Executive Committee Meeting Board of Directors Meeting Wednesday, June 11, 2014, 12 noon Thursday, June 26, 2014, 5:00 p.m. Thursday, June 26, 2014, 5:30 p.m. Thursday, June 26, 2014, 6:30 p.m. MINUTES ORANGE COUNTY FIRE AUTHORITY Executive Committee Special Meeting Monday, April 21, :30 P.M. Regional Fire Operations and Training Center Room AE117 1 Fire Authority Road Irvine, CA AGENDA ITEM NO. 1A CALL TO ORDER A special meeting of the Orange County Fire Authority Executive Committee was called to order on April 21, 2014, at 12:33 p.m. by Chair Steven Weinberg. PLEDGE OF ALLEGIANCE Vice Chair Murray led the assembly in the Pledge of Allegiance to our Flag. ROLL CALL Present: Absent: Randal Bressette, Laguna Hills Gene Hernandez, Yorba Linda Trish Kelley, Mission Viejo Al Murray, Tustin David Shawver, Stanton Todd Spitzer, County of Orange Beth Swift, Buena Park Steven Weinberg, Dana Point Jeffrey Lalloway, Irvine Also present were: Fire Chief Keith Richter Deputy Chief Craig Kinoshita Assistant Chief Dave Thomas Assistant Clerk Lydia Slivkoff General Counsel David Kendig Assistant Chief Brian Stephens Clerk of the Authority Sherry Wentz PUBLIC COMMENTS (F: 12.02A3) Chair Weinberg opened the Public Comments portion of the meeting. Chair Weinberg closed the Public Comments portion of the meeting without any comments. CLOSED SESSION (F: 12.02A5) General Counsel David Kendig reported the Executive Committee would be convening to Closed Session to consider the matters on the Agenda identified as CS1, Public Employee Performance Evaluation and CS2, Conference with Legal Counsel Anticipated Litigation. CS1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Position: Fire Chief Authority: Government Code Section CS2. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION Authority: Government Code Section (b) Significant Exposure to Litigation (1 case) Chair Weinberg recessed the meeting to Closed Session at 12:35 p.m. Chair Weinberg reconvened the meeting at 4:12 p.m. CLOSED SESSION REPORT (F: 11.15) General Counsel David Kendig indicated the Executive Committee had taken no reportable action. ADJOURNMENT Chair Weinberg adjourned the meeting at 4:13 p.m. The next regular meeting of the Executive Committee is scheduled for Thursday, April 24, 2014, at 5:30 p.m. Sherry A.F. Wentz, CMC Clerk of the Authority Minutes OCFA Executive Committee Special Meeting April 21, 2014 Page - 2 AGENDA ITEM NO. 1B MINUTES ORANGE COUNTY FIRE AUTHORITY Executive Committee Regular and Special Meetings Thursday, April 24, :30 P.M. Regional Fire Operations and Training Center Board Room 1 Fire Authority Road Irvine, CA CALL TO ORDER A regular and special meeting of the Orange County Fire Authority Executive Committee was called to order on April 24, 2014, at 5:30 p.m. by Chair Steven Weinberg. INVOCATION Chaplain Jeff Hetschel offered the invocation. PLEDGE OF ALLEGIANCE Director Spitzer led the assembly in the Pledge of Allegiance to our Flag. ROLL CALL Present: Absent: Randal Bressette, Laguna Hills Gene Hernandez, Yorba Linda Trish Kelley, Mission Viejo Jeffrey Lalloway, Irvine Al Murray, Tustin David Shawver, Stanton Todd Spitzer, County of Orange Beth Swift, Buena Park Steven Weinberg, Dana Point None Also present were: Fire Chief Keith Richter Deputy Chief Craig Kinoshita Assistant Chief Dave Thomas Clerk of the Authority Sherry Wentz General Counsel David Kendig Assistant Chief Brian Stephens Assistant Chief Lori Zeller Assistant Clerk Lydia Slivkoff PUBLIC COMMENTS (F: 12.02A3) Chair Weinberg opened the Public Comments portion of the meeting. Chair Weinberg closed the Public Comments portion of the meeting without any comments. REPORT FROM THE BUDGET AND FINANCE COMMITTEE CHAIR (F: 12.02A6) Budget and Finance Committee Chair Beth Swift reported at the April 9, 2014, meeting of the Budget and Finance Committee, the Committee discussed and voted unanimously to recommend the Executive Committee approve the Monthly Investment Report. She also noted the Committee received a status update on the Orange County Employees Retirement System. MINUTES 1. Minutes from the March 27, 2014, Regular Executive Committee Meeting (A), and Minutes from the April 14, 2014, Special Executive Committee Meeting (B) (F: 12.02A2) On motion of Director Spitzer and second by Director Bressette, the Executive Committee voted to approve the Minutes from the March 27, 2014, Regular Executive Committee and April 14, 2014, Special Executive Committee meetings. Director Hernandez noted an abstention for the March 27, 2014, Regular Executive Committee meeting, and Director Kelley and Vice Chair Murray noted abstentions for the April 14, 2014, Special Executive Committee meeting. CONSENT CALENDAR 2. Monthly Investment Reports (F: 11.10D2) On motion of Director Bressette and second by Director Spitzer, the Executive Committee voted unanimously to receive and file the reports. END OF CONSENT CALENDAR DISCUSSION CALENDAR 3. April Legislative Reports (F: 11.10F1) Director Spitzer requested information on the OCFA staff and Board member s visit to Sacramento in regards to the Orange County Emergency Medical Services matter. Legislative Manager/Grant Coordinator Jay Barkman indicated they attempted to meet with the State Emergency Medical Services Authority (EMSA); however, their representative indicated it was premature to discuss the Request for Proposal. He also Minutes OCFA Executive Committee Regular and Special Meetings April 24, 2014 Page - 2 indicated OCFA staff and lobbyist participated in a conference call with EMSA, and the lobbyist will provide a recap of the discussion. On motion of Director Bressette and second by Vice Chair Murray, the Executive Committee voted to: 1. Approve an official position in support of OCFA member cities and the County of Orange on their request for an extension of the Orange County Emergency Medical Services Request for Proposal (RFP). 2. Direct the Fire Chief to send a letter to the County CEO in support of the RFP extension that includes corresponding letters from member cities, and to send a copy of the letter to EMSA. 3. Approve the recommended legislative positions. Directors Spitzer and Lalloway registered in opposition to the support of AB2162, Residential Care Facilities- Sprinklers; Director Spitzer registered in opposition to the support of SB1367, Sales Tax Exemption-First Responder Vehicles; Directors Spitzer, Lalloway, and Shawver registered in opposition to the support of the Fireworks Budget Change Proposal. 4. Public Relations Consulting Services Clarification of Scope of Work (F: 17.10C1) Fire Chief Richter provided an overview on the approval of the Public Relations Consulting Services with Communications LAB, and indicated the firm requested clarification of scope of work being provided. Arianna Barrios of Communications LAB provided an overview of the services provided to date, and indicated she would like clarification on the scope of work to be provided. Communications LAB agreed to revise various aspects of its scope of work, as directed by the Executive Committee. (A detailed list of all scope of work revisions are on file in the Office of the Clerk with the agenda staff report.) On motion of Director Spitzer and second by Director Bressette, the Executive Committee voted unanimously to recommend the Board of Directors approve the revised Scope of Work with Communications LAB. REPORTS No items. COMMITTEE MEMBER COMMENTS The Committee had no comment Minutes OCFA Executive Committee Regular and Special Meetings April 24, 2014 Page - 3 CLOSED SESSION (F: 11.15) (F: 12.02A5) General Counsel David Kendig reported the Executive Committee would be convening to Closed Session to consider the matters on the Agenda identified as CS1, Conference with Legal Counsel Anticipated Litigation, CS2, Public Employee Performance Evaluation, and CS3, Public Employee Discipline/Dismissal/Release. CS1. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION Authority: Government Code Section (b) Significant Exposure to Litigation (1 case) CS2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Position: Fire Chief Authority: Government Code Section CS3. PUBLIC EMPLOYEE DISCIPLINE/DISMISSAL/RELEASE Authority: Government Code Section Chair Weinberg recessed the meeting to Closed Session at 6:30 p.m. Chair Weinberg reconvened the meeting at 7:40 p.m. CLOSED SESSION REPORT (F: 11.15) (F: 12.02A5) General Counsel David Kendig indicated the Executive Committee had taken no reportable actions. ADJOURNMENT Chair Weinberg adjourned the regular and special meetings at 7:41 p.m. The next regular meeting of the Executive Committee is scheduled for Thursday, May 22, 2014, at 5:30 p.m. Sherry A.F. Wentz, CMC Clerk of the Authority Minutes OCFA Executive Committee Regular and Special Meetings April 24, 2014 Page - 4 CONSENT CALENDAR - AGENDA ITEM NO. 2 EXECUTIVE COMMITTEE MEETING May 22, 2014 TO: FROM: SUBJECT: Executive Committee, Orange County Fire Authority Patricia Jakubiak, Treasurer Monthly Investment Reports Summary: This agenda item is submitted to the Committee in compliance with the investment policy of the Orange County Fire Authority and with Government Code Section Committee Action: At its May 14, 2014, meeting, the Budget and Finance Committee reviewed and unanimously recommended approval of this item. Recommended Action: Receive and file the reports. Background: Attached is the final monthly investment report for the month ended March 31, A preliminary investment report as of April 25, 2014, is also provided as the most complete report that was available at the time this agenda item was prepared. Impact to Cities/County: Not Applicable. Fiscal Impact: Not Applicable. Staff Contact for Further Information: Patricia Jakubiak, Treasurer (714) Attachments: Final Investment Report March 2014 / Preliminary Report April 2014 CONSENT CALENDAR - AGENDA ITEM NO. 3 EXECUTIVE COMMITTEE MEETING May 22, 2014 TO: FROM: Executive Committee, Orange County Fire Authority Lori Zeller, Assistant Chief Business Services Department SUBJECT: Financial Newsletter July 2013 to March 2014 Summary: This agenda item is submitted to provide information regarding revenues and expenditures in the General Fund and the Capital Improvement Program Funds through the end of the third quarter of FY 2013/14. Committee Action: At its May 14, 2014, meeting, the Budget and Finance Committee reviewed and unanimously recommended approval of this item. Recommended Action: Receive and file the report. Background: The Quarterly Financial Newsletter provides information about the General Fund s top five revenue sources as well as expenditures by department and type. Revenues and expenditures for the Capital Improvement Program (CIP) Funds are also included. Revenues and expenditures for the General Fund and the CIP Funds are largely within budgetary expectations for this reporting period. Any notable items are detailed in the attached newsletter. Impact to Cities/County: Not Applicable. Fiscal Impact: Not Applicable. Staff Contacts for Further Information: Deborah Gunderson, Budget Manager (714) Tricia Jakubiak, Treasurer (714) Attachment: Financial Newsletter July 2013 to March 2014 Orange County Fire Authority Financial Newsletter July 2013 to March 2014 Attachment OVERVIEW This report covers activities through the third quarter of fiscal year 2013/14. Budget figures include all budget adjustments authorized by the Board through March 31, GENERAL FUND With 75% of the year completed, General Fund revenues are 67.3% of budget and expenditures are 70.8% as shown below: General Fund Budget YTD Actual Percent Revenues 304,689, ,046, % Expenditures 305,480, ,326, % Top Five Revenues. Our top five revenue sources represent 96% of our total revenue this fiscal year. Overall, the key revenues are performing as anticipated for this po
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