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10 - A - Strategic Plan Quarterly Progress Report - 4th QtrCOSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 1.0 SEWER INFRASTRUCTURE Objective Strategic Goals Accomplishments Completion Timeline To collect and transport wastewater to meet the needs of existing and future customers 1.1 Manhole Cover Maintenance Program This is a new goal that was approved by the Board on April 3, 2013. Designs to repair 102 MH covers is 60% complete. Soliciting bids will occur soon after followed by a contract to begin repairing the MH covers. The second and final phase to evaluate the remaining 2,384 MH covers will occur later in FY 2014-15. On-going 1.2 Inflow Reduction Program The District obtained from the City of Costa Mesa a list of streets that have a history of flooding. Staff gave this information to EEC to map out the flooding locations and identify MH covers that are located in the flood zones. The maps are now complete and later in 2014, staff will begin plugging and sealing the MH covers identified in the flood zones. On-going 1.3 Reduce Hotspot Locations to less than 40. This is a new goal that was approved by the Board on April 3, 2013. The relining Golf Course Drive will begin soon. When this project is complete the number of hot spot locations will be less than 40 and this goal will be complete. On-going To collect and transport wastewater to meet the needs of existing and future customers 1.4 System wide Sewer Replacement & Repair Program Project #196 Installation of Backup Power and Capability Phase I – The generator at Canyon PS is installed and fully operational. The by-pass pumps at Victoria and Mendoza are installed and fully operational. The easement agreement with Back Bay Center is fully executed and the plans for the generator at this location that will support Irvine PS are waiting for comments from the gas company. The District is waiting for the easement agreement from Santa Ana Country Club for the by-pass pump at Elden PS and staff is finalizing designs with the City of Newport Beach for the by-pass pump at 23rd PS. Project #200 – Upgrade 4 Force Main – The Mendoza force main is complete. A new force main line was installed while the old mainline is still in place and will serve as a secondary line. The design phase for rehabilitating Harbor, South Coast Plaza and Victoria force mains are 70% complete. Construction is anticipated to begin later this year. Project #206 - Sewer Reconstruction Grade 4s-Phase I – Design is underway to reconstruct 75 Grade 4 sections. Design is 25% complete. The goal is to repair all Grade 4 sewer sections before they become Grade 5s, which means imminent failure. Currently, there are 1,600 Grade 4 sewer sections that need repair. On-going COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 1.0 SEWER INFRASTRUCTURE (Continued) Objective Strategic Goals Accomplishments Completion Timeline To collect and transport wastewater to meet the needs of existing and future customers 1.5 Sewer Line Maintenance Cleaning Program District crew has cleaned 331,289 feet of sewer mainline and has 53,055 feet left to their cleaning cycle this year. In addition, District contractor, NPS completed its cleaning cycle by cleaning 385,649 feet of sewer mainline. In July 2014, staff is meeting with EEC on developing a plan to clean the entire system annually. Ongoing 1.6 Evaluate force main conditions on a regular basis Rehabilitating the Mendoza force main is complete at a cost of $88,540. The designs for rehabilitating Harbor, South Coast Plaza and Victoria is 70% complete. Ongoing 1.7 Pump Station Maintenance & Standardization Program Installing new piping and valves at 21st Street and Corp Yard Pump Stations is now complete. The piping at both stations, which is ductile iron, was heavily corroded from hydrogen sulfide so the pipe was extremely brittle and could have cracked soon. The piping was replaced with welded stainless steel. The guiderails and valves were also replaced. The cost for both stations was $107,000 and the money came from the CIP budget for Project #201 (Replace Equipment at Pump Stations), which has a budget of $260,000. The maintenance improvements to eleven pump stations that included, but not limited to replacing impellers, seals, volutes, pumps and installing new bases is now complete. The cost to perform this service was $169,183 and it was performed by Xylem, Inc. On July 14, 2014, the District’s new SCADA Technician/Industrial Electrician began working for the District as its newest employee. This position gives the District a two man crew for pump station maintenance. The two man crew along with the new crane truck will enable the District to perform pump station maintenance and will reduce the District’s contracting costs. Ongoing 1.8 Fats Oil Grease (FOG) Program Nothing to report this quarter. On-going 1.9 Sewer Lateral Assistance Program On March 31, 2014, the District had to temporary postponed this program because the District expended its $200,000 budget. On April 24, 2014 the Board of Directors approved a budget transfer of $110,000 to cover the 44 pending applications and any new applications before July 1. On May 22, 2014, the Board On-going COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed approved new parameters for the program by reducing the maximum reimbursement amount from $1,600 to $1,250 and waived the permit fees. At the end of the 4th quarter, the total new applications approved since July 2013 is 184 and the total applications processed for payment is 190 making the total amount reimbursed as of June 30th is $244,324. COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 2.0 SOLID WASTE Objective Strategic Goals Accomplishments Completion Timeline To manage the collection and recycling of residential trash in the most economical and environmentally friendly way. 2.1 Solid Waste Citizen Academy This is a new goal that was approved by the Board on April 3, 2013. Due to the lack of interest for this program, the Board of Directors directed staff to focus on promoting tours at CR&R’s Material Recovery Facility (MRF) in Stanton. 2013-14 2.2 Annual contract audits This is a new goal that was approved by the Board on April 3, 2013. Staff is currently conducting an internal audit of CR&R’s performance during the past year. Results of the audit are anticipated to be presented to the Board in September 2014. On-going 2.3 Comprehensive School Education Programs Since July 1, 2013, 15 schools have received ENRECOS vermicomposting seminars. 6 schools have took the Eco Challenge from the Discovery Science Center 7 schools have participated in the Inside the Outdoors Waste Free Lunch seminar. Due to the success of Eco Challenge, the District will be extending the agreement with Discovery Science Center. Ongoing 2.4 Develop strategies for Zero Waste This goal was amended from encouraging zero waste to developing strategies for zero waste. Nothing to report this quarter. This goal is complete. 2013-14 2.5 Monitor advancements and technology in the solid waste industry Nothing to report this quarter. Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 3.0 PARTNERSHIPS Objective Strategic Goals Accomplishments Completion Timeline To foster beneficial relationships to accomplish the goals of the District 3.1 Regulatory Communications This is a new goal that was approved by the Board on April 3, 2013. Nothing to report this quarter. On-going 3.2 Strengthen our ties with local government, special districts and educational institutions This is a new goal that was approved by the Board on April 3, 2013. Recently, the District’s general manager reached out to Huntington Beach city manager to inquire the City’s interest to implement a Purchasing Cooperative Pilot Program. In addition, the District and Irvine Ranch Water District performed shared services by having IRWD CCTV crew televise a District sewer line. Also, the District’s general manager has met with Midway City Sanitary District general manager to share information and the Liaison Committee that consist of CMSD, Mesa Water and City of Costa Mesa is going to ask representatives from Newport Mesa Unified School District their interest on joining the committee. 2013-14 3.3 Develop a partnership with property owners that operate private sewer pump stations. This is a new goal that was approved by the Board on April 3, 2013. This program has not been implemented because of staff transition. Recently, the District hired its first SCADA Technician/Industrial Electrician that will now provide the District with a two man crew for pump station maintenance. It is anticipated that this goal will be implemented in the Fall 2014. 2013-14 3.4 Participate in the activities of professional associations The Board of Directors and staff continue to participate in array of professional organizations. During the 4th quarter, the District participated in the following associations.  Springbook Conference (April 14-17, 2014)  City Clerk Association of California (April 23-25, 2014)  CWEA Conference (April 29-May 2, 2014)  CSDA Legislative Days (May 20-21, 2014)  Government Finance Officers Association (GFOA) annual conference (May 19- 22, 2014)  CSDA General Manager Leadership Summit (June 23-24, 2014) 2013-14 3.5 Participate in community groups and civic organization activities This is a new goal that was approved by the Board on April 3, 2013. During this quarter, the District was a sponsor to the City of Costa Mesa’s Mayor Celebration – The Art of Leadership. In addition, the District was a sponsor to the 2014 Les Miller Student Award breakfast. Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 4.0 COMMUNITY OUTREACH & COMMUNICATIONS Objective Strategic Goals Accomplishments Completion Timeline To inform and establish beneficial relations with the community 4.1 CMSD 70th Anniversary This is a new goal that was approved by the Board on April 3, 2013. This goal is complete. Staff is now promoting the 70th Anniversary at special events such as Concerts in the Park. 2014-15 4.2 CMSD App This is a new goal that was approved by the Board on April 3, 2013.This goal is complete. Gocmsd app is now available to download on smart phones. There are approximately 205 users of Gocmsd. 2013-14 4.3 Implementing Voice Broadcasting Program This is a new goal that was approved by the Board on April 3, 2013. This goal is complete. The voice broadcasting was successfully used to notify the public about town hall meetings in January and February. The District did not use this technology during the 4th Quarter. 2013-14 4.4 District branding This goal is complete. The District successfully branded the District’s 70th Anniversary and the District has successfully branded the many different programs offered in the community. For instance, the District was featured in Newport Mesa Magazine that has a circulation of 50,000 and the District was featured in ISDOC’s first e-Newsletter that was disseminated to every special district in Orange County. 2013-14 4.5 Manage customer satisfaction survey on the District website and increase the number of respondents This is a new goal that was approved by the Board on April 3, 2013. The survey has been revised and uploaded on the website. Staff is now trying to increase the number of respondents by promoting the survey at special events such as Concerts in the Park. 2013-14 4.6 Submit award applications The following applications have been awarded to the District: • Good Governance from Special District Leadership Foundation • Financial Reporting from GFOA • District of Distinction Reaccreditation from Special District Leadership Foundation Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 5.0 ADMINISTRATIVE MANAGEMENT Objective Strategic Goals Accomplishments Completion Timeline To create, maintain and implement policies and procedures to ensure sound management of the District 5.1 Digital imaging of District records into electronic records management system This is a new goal that was approved by the Board on April 3, 2013. This goal is complete. 2013-14 5.2 Digitally image and import approved plans into GIS This is a new goal that was approved by the Board on April 3, 2013. This goal is complete. Over 3,000 plans have been digitally imaged and imported into GIS. 2013-14 5.3 Stay informed on applicable federal, state and regional regulations In May 20 and 21, 2014 the General Manager and Board members attended CSDA’s Legislative Days in Sacramento. This day and half conference discussed proposed legislation and it gave the District an opportunity to meet with Assemblyman Mansoor and Senator Walters staff, the District’s State representatives. In addition, the District’s Management Assistant is monitoring federal regulations on CASA and SWANA websites. Ongoing 5.4 Maintain Operations Code This is a new goal that was approved by the Board on April 3, 2013. The District Clerk has successfully updated the Operations Code with recent ordinances that were approved by the Board. The Operations Code is available on the District’s website. Ongoing 5.5 Refine emergency operations procedures and upgrade infrastructure This is a new goal that was approved by the Board on April 3, 2013. Nothing to report this quarter. 2013-14 COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 6.0 PERSONNEL/ORGANIZATIONAL MANAGEMENT Objective Strategic Goals Accomplishments Completion Timeline To employ and retain a high quality, motivated workforce 6.1 Perform EOC training exercises Staff is currently preparing EOC training exercises for staff and a tour of WEROC’s EOC for the Board of Directors. The tour will occur in the Fall 2014. On-going 6.2 Job Description Updates This goal is complete. All District job descriptions have been updated and are now available on the District’s website. On-going 6.3 Promote a safety culture within the organization The District hired Occupational Safety Training Systems (OSTS) to facilitate monthly safety meetings. In the fourth quarter, OSTS facilitated the following training sessions for staff: • Office Ergonomics • Heat Illness Prevention • Arc Flashes • Fire extinguishers • Traffic Control • Forklift Certification • Lock out Block out • Safety Attitude In addition, the District established a Safety Committee that meets quarterly to discuss recent injuries, if any, and the steps to take to prevent the injuries from occurring again, training, and discussing revising and/or updating current District safety policies. OSTS facilitates these meetings as well. On-going 6.4 Complete a comprehensive salary and health benefit study This goal was budgeted in FY 2014-15 and will begin later in the fiscal year. 2013-14 6.5 Create a Development Plan n Nothing to report this quarter. 2014-15 6.6 Periodic Organization Chart evaluation This goal is complete. A revised organization chart is now available on the District’s website. On-going 6.7 Promote high employee satisfaction survey Nothing to report this quarter. Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORT 2013-14 (4th QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 7.0 FINANCE Objective Strategic Goals Accomplishments Completion Timeline To ensure the short and long term fiscal health of the District 7.1 Perform long term solid and liquid waste rate In 2013, the District successfully performed a five year rate plan for liquid waste. The plan was approved by the Board on June 27, 2013. In addition, a long term plan (7 years) for solid waste was presented to the public and the Board for the Organics Recycling Program. On-going 7.2 Develop a long term CIP Nothing to report this quarter. 2014-15 7.3 Evaluate the District’s investment policy Nothing to report this quarter. On-going 7.4 Produce a Comprehensive Annual Financial Report (CAFR) A CAFR for year ending June 30, 2013 is complete and was submitted to GFOA for comments and award consideration. The June 30, 2013 CAFR is available on the District’s website. On-going 7.5 Evaluate an appropriate reserve program for all District funds and develop an inclusive reserve policy Nothing to report this quarter. On-going 7.6 Monitor the asset management program Nothing to report this quarter On-going 7.7 Create a popular report and upload document on the District’s website A popular report is complete and was submitted to GFOA for comments and award consideration. After the District receives comments from GFOA, the document will be uploaded on the District’s website. 2013-14