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14 - Strategic Plan Qtly Progress Rpt 2014-15 - 1st QtrCOSTA MESA SANITARY DISTRICT STRATEGIC PLAN FIS CAL YEARS 2010 -15 QUAR TERLY PROGRESS REPORT 201 4 -15 (1 st 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. A contract with Excel Paving has been executed for $87,349 . Excel Paving will repair 102 manhole covers that were determined needed immediate repair . The second and final phase to evaluate the remaining 2,384 MH covers will o ccur la ter this fiscal year . On -going 1.2 Inflow Reduction Program Staff completed plugging and sealing manhole covers on Costa Mesa streets that have a history of flooding. A total of 106 manhole covers were plugged and sealed. On -going 1.3 Reduce Ho tspot Locations to less than 40. This is a new goal that was approved by the Board on April 3, 2013. The relining G olf Course Drive is complete. Total hotspot location is 37. This goal is 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 Ductile Iron Pipe (DIP) Assessment – Staff is performing an assessment on the degree of corrosion with DIP. If severe, the pipe will be replaced. Project #196 Insta llation of Backup Power and Capability Phase I – The generator at Canyon PS is installed and fully operational. The by -pass pumps at Victoria , Elden and Mendoza are installed and fully operational. The Gas Company and County of Orange are currently revie wing the plans for the generator at Irvine Pump Station. 23 rd Street Pumping Station was originally planned for a by -pass pump. The plans were going through the review process at the City of Newport Beach. Due to high maintenance requirements of by -pass pumps, staff is going to install a permanent generator at this station instead of a by -pass pump. Project #200 – Upgrade 4 Force Main – Plans for Harbor, Victoria and South Coas t Plaza (SCP) force mains are 90 % complete. Staff is meeting with SCP managem ent to the proposed construction site. Construction at SCP will occur in the evening. Staff anticipates soli citing bids will begin in December 2015 (tentatively). Project #206 - Sewer Reconstruction Grade 4s -Phase I – Design is underway to reconstruct 75 Grade 4 sections. Design is ____% 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 FIS CAL YEARS 2010 -15 QUAR TERLY PROGRESS REPORT 201 4 -15 (1 st QTR) In -Process Completed Ongoing Not scheduled to begin yet Delayed 1.0 SEWER INFRASTR UCTURE (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 amended its cleaning frequency by cleaning the entire system every year. CMSDAcrewAwillAcleanA502,183AfeetAannuallyAwhileAtheADistrict’sAcontractor,ANPS,AwillA clean 685,409 feet. Cleaning is currently underway. Ongoing 1.6 Evaluate force main conditions on a regular basis The designs for rehabilitating Harbor, South Coast Plaza and Victoria is 90 % complete . Ongoing 1.7 Pump Station Maintenance & Standardization Program District Engineering are preparing plans to coat the wet wells at Corp Yard and South Coast Plaza. The coating wil l reduce corrosion inside the wet wells. District staff is ready to begin performing preventive maintenance on all 20 pump stations. This will be the first time, preventive maintenance is performed in -house now that the District has a new crane truck and a two man crew for pump station maintenance. The crew will complete two pump stations per month starting with the most critical stations first. The District implemented a courtesy private pump station inspection program where staff will inspect and make r ecommendations on private pump stations. Three property owners/managers have contacted the District and requested the courtesy inspection. Ongoing 1.8 Fats Oil Grease (FOG) Program In July of this fiscal year, EEC performed the following inspections at restaurants:  37 FOG Best Management (BMP) Practices  6 BMP for grease interceptors  18 Grease interceptors  36 Compliances  14 Initial inspections for new restaurants Inspection summaries for August and September are not yet available from EEC. On -going 1.9 Sewer Lateral Assistance Program In the first quarter of the fiscal year, the District has received 54 SLAP applications and processed $30,997 in reimbursement payments. On -going COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FIS CAL YEARS 2010 -15 QUAR TERLY PROGRESS REPORT 201 4 -15 (1 st QTR) In -Process Completed Ongoing Not scheduled to begin yet Delayed 2.0 SOLID WASTE Objective Strategic Goals Accomplishments Completion T imeline 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 f or this program, the Board of Directors directed staff to focus on promotingAtoursAatACR&R’sAMaterialARecoveryAFacilityA(MRF)AinAStanton. 2013 -14 2.2 Annual contract audits This is a new goal that was approved by the Board on April 3, 2013. A n internal auditAofACR&R’sAperformanceAduringAtheApas t year was conducted and presented to theABoardAonASeptemberA16,A2014.AAACR&R’sAoverallAqualityAofAserviceAfromAJulyA1,A 2013 to June 30, 2014 was deemed Satisfactory. It was noted in the report that CR&R needs to improve on customer service wait times and CR&R needs to do a betterAjobAremovingAhydraulicAfluidAstainsAonAstreetsAandAalleys.AACR&R’sAnetAtoA hauler rate of $17.32 per month is within 10% of the average rate for all cities/districts in Orange County. On -going 2.3 Comprehensive School Education Programs Staff is collaborating with Discovery Science Center (DSC) to amend their Eco ChallengeAprogramAtoAreflectAtheADistrict’sAOrganicsARecyclingAProgram.AAWhenADSCA visits local schools they will focus on orga nics recycling including food scraps. 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 Monito r advancements and technology in the solid waste industry ConstructionAofACR&R’sAanaerobicAdigestionA (AD) facility is well underway. Construction pictures can beAviewedAonACMSD’sAwebsiteAinAtheAMediaApage.A Construction completion of the AD has been delaye d due to the forming system. Because this new technology that has never been used before in California, CR&R and its contractor is making sure the construction is performed the right way. Construction is expected to be completed by July 2015. Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FIS CAL YEARS 2010 -15 QUAR TERLY PROGRESS REPORT 201 4 -15 (1 st 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. Staff is meeting with Regional Water Quality Control Board staff to discuss sewer pump stations standardization. On -going 3.2 Strengthen our ties with local government, special districts and educational institutions This is a new goal that was a pproved by the Board on April 3, 2013. Staff has met with City of Huntington Beach staff to explore opportunities for joint bidding on sewer projects. In addition, CMSD and Orange County Sanitation District (OCSD) have come to an agreement where OCSD st aff will provide personnel services for the District. On August 28, 2014, the Board of Directors approved a new funding opportunity for schools where schools can receive funding from CMSD for collecting alkaline batteries from students . CMSD will collec t and recycle the batteries. Eleven schools are participating in the program. The District is also partnering with UC Irvine for conducting a behavior study on organics recycling. 2013 -14 3.3 Develop a partnership with property owners that operate priv ate sewer pump stations. This is a new goal that was approve d by the Board on April 3, 2013. A program brochure and cover letter was mailed to nearly 30 property owners that operate private sewer pump stations. Three owners have responded and requested a courtesy inspection from CMSD. 2013 -14 3.4 Participate in the activities of professional associations The Board of Directors and staff continue to participate in array of prof essio nal organizations. During the 1 st quarter of FY 2014 -15 , the District p articipated in the following associations.  CSDA Coaches Training Webinar  SouthernACaliforniaACityAClerk’sA ssociationAQuarterlyAmeeting  CSDA Annual Conference (Sept 30 – Oct 3)  CSDA Legislative Webinar  CalPERS seminar 2013 -14 3.5 Participate i n 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 Distric t was a sponsor and had a booth at Concerts in the Park. Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FIS CAL YEARS 2010 -15 QUAR TERLY PROGRESS REPORT 201 4 -15 (1 st 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 70 th Anniversary This is a new goal that was approved by the Board on April 3, 2013 . This g oal is complete. Staff is now promoting the 70 th 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 d ownload on smart phones. There are approximately 210 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 successfull y used to notify the public about town hall meetings in January and February 2014 . The District did not use this technology during the 1 st Quarter. 2013 -14 4.4 District branding Nothing to report this quarter. 2013 -14 4.5 Manage customer satisfactio n 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 revi sed and uploaded on the website; however, only 8 people have completed the survey since it was revised in September 2014. Staff will continue attempting to increase the number of respondents. 2013 -14 4.6 Submit award applications The following a pplications have been submitted on beha lf of the District.  President of the Year from California Sp ecial Districts Association  Exceptional Public Outreach & Advocacy from California Special Districts Association Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FIS CAL YEARS 2010 -15 QUAR TERLY PROGRESS REPORT 201 4 -15 (1 st 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 impl ement 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 -1 4 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. 2013 -14 5.3 Stay informed on applicable federal, state and regional regulations Staff prepares legis lative reports to the Board on a quarterly basis. Two bills were signed by the Governor that are of interest to the District. AB 1594 will disallow green waste as alternative daily cover for diversion credits at the landfill. Green waste will have to be recycled or composted. The law goes into effect on January 1 2020. AB 1522 requires the District to provide mandatory sick leave for part time employees. Ongoing 5.4 Maintain Operations Code This is a new goal that was approved by the Board on April 3, 2013 . This goal is complete. 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 . Bids were opened for procuring and installing an emergency generator at the District Yard. The lowest apparent bid was $97,000. A generator will provide power to the District’sAalternativeAEOCAandAbyAhavingAbackupApowe r,AtheADistrict’sAfuelAstationA will be operational. 2013 -14 COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FIS CAL YEARS 2010 -15 QUAR TERLY PROGRESS REPORT 201 4 -15 (1 st QTR) In -Process Completed Ongoing Not scheduled to begin yet Delayed 6.0 PERSONNEL/ORGANIZATIONAL MANAGE MENT Objective Strategic Goals Accomplishments Completion Timeline To employ and retain a high quality, motivated workforce 6 .1 Perform EOC training exercises OnA ugustA25,A2014,AtheABoardAofADirectorsAwentAonAaAtourAofAWEROC’sASouthernA EOC in Mission Viejo. The Board learned how the EOC functioned. On -going 6.2 Job Description Updates This goal is complete. On -going 6.3 Promote a safety culture within the organization The District hired Occupational Safety Training Systems (OSTS) to facilitat e monthly safety meetings. In the fourth quarter, OSTS facilitated the following training sessions for staff:  Heat Illness Prevention  Fall Protection  Fire extinguishers  Emergency Evacuation Drill  Emergency Action Plan On September 25, 2014, an ergonomics assessment was performed at every office at HQ and the Yard. Recommendations were made and will be implemented. 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 fisca l 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 Dist r ict’sAwebsite. On -going 6.7 Promote high employee satisfaction survey Nothing to report this quarter. Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FIS CAL YEARS 2010 -15 QUAR TERLY PROGRESS REPORT 201 4 -15 (1 st 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 This goal is complete. On -going 7.2 Develop a long term CIP Nothing to report this quarter. 2014 -15 7.3AAEvaluateAtheADistrict’sA investment policy Not hing to report this quarter. On -going 7.4 Produce a Comprehensive Annual Financial Report (CAFR) This goal is complete. On -going 7.5 Evaluate an appropriate reserve program for all District funds and develop an inclusive reserve policy Nothing t o report this quarter. On -going 7.6 Monitor the asset management program The Finance Manager and District Engineer is currently reviewing the asset management plan and will eventually update the plan. On -going 7.7 Create a popular report and uploadAdocumentAonAtheADistrict’sA 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 beAuploadedAonAtheADistrict’sAwebsite. 2013 -14