2013_03_12_special_meetingProtecting our community's health and the environment by providing solid waste and sewer collection services.
www.cmsdca.gov
Costa Mesa Sanitary District
….an Independent Special District
Memorandum
To: Board of Directors
From: Scott Carroll, General Manager
Date: March 12, 2013
Subject: Strategic Plan
Summary
The Costa Mesa Sanitary District is in its third year of a five year strategic plan.
Attached is the third quarter progress report for FY 2012-13.
Staff Recommendation
That the Board of Directors direct staff to appropriate $15,000 in the FY 2013-14
budget to update the District’s Strategic Plan.
Analysis
When the Strategic Plan was adopted in 2010, the Board established forty-two
strategic goals. Since then, two goals were delayed or eliminated (2.1 Explore
commercial collection services and 4.1 Develop a Facebook page). Of the forty
remaining goals, staff will have achieved twenty two goals by the end of this fiscal
year. Most of the remaining eighteen goals are on-going and do not have a specific
end date while other goals are in process but cannot be completed because of outside
influences (e.g. 1.1 Implementing a Calcium Abatement Program).
Staff believes it is time to update the Strategic Plan so that staff can continually
support the organization’s mission and ultimately achieve the District’s vision.
Strategic Plan Element & Goal
Updating the Strategic Plan will support the District’s Mission Statement, which is as
follows:
“Protecting our community’s health and the environment by providing solid waste and
sewer collection services.”
Board of Directors
March 12, 2013
Page 2 of 2
Legal Review
Not applicable
Financial Review
Because the ground work for developing a strategic plan is complete, staff believes
$15,000 will be enough to hire a consultant to help facilitate the updates and/or
revisions to said plan.
Committee Recommendation
Not applicable
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for
the March 12, 2013 Board of Directors regular meeting at District Headquarters and on
District’s website.
Alternative Actions
1. Do not update the Strategic Plan and continue using the existing Plan for Fiscal
years 2010-15.
Attachments A: Third Quarter Progress Report 2012-13
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd 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 Implement a Calcium Abatement
Program
The District used a carbide cutter jetter head to try to remove calcium in CMSD
pipes, but the calcium was so hard that it wore down the carbide without making
much of an impact on the calcium. El Toro Water District (ETWD) found the
calcium so hard and resistant to cutting they are now removing the offending pipe
sections and replacing them with new sections. Currently, there has been no
testing completed on any calcium buildup similar to CMSD or ETWD. A company
called Progressive Environmental Services has experience removing calcium, but
the company is located in Virginia so mobilization costs are high and their success
in past removal projects still need to be reviewed. The District is waiting to receive
details on the recommendations from the National Clay Pipe Institute (NCPI) that
will include chemicals proposed, the concentrations, the supplier's location,
approximate costs, the time recommended for flooding the pipe and the type of
nozzle anticipated to remove the softened calcium. In addition, the District is
requesting information associated working with hazardous chemicals.
2010-11
1.2 Inflow Reduction Program On June 19, 2012, the District’s Operations Committee received a presentation
from staff about the I/I program and a plan to plug and seal an additional 200
manholes to reach a total of 1,008 manholes plugged and sealed out of 4,705
manholes. In addition, staff purchased standard manhole covers without vent
holes to alleviate the need to plug said vent holes. On August 29, 2012, staff
purchased 39 manhole covers without vent holes.
2011-12
1.3 Hot Spot Abatement Program Hot spot locations are down to 45 from the original 95 locations. Staff
implemented a pilot program to evaluate the effectiveness of a chemical called
Grease X to remove grease from pipes; however, staff found that Grease X was
ineffective to removing grease. Staff is currently performing cost analysis on
several hot spot locations to determine if it is more cost effective to repair the hot
spot vs. continually provide high frequency maintenance.
2014-15
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd 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
1.4 System wide Sewer Replacement
& Repair Program
Project #191 – Emergency Work on Santa Ana & 23rd Street Force Mains – This
project is complete.
Project #192 System Wide Sewer Reconstruction Phase II – Construction is
approximately 85% complete.
Project #193 Pumping Station Seismic Study & Retrofit – Additional funding will
be necessary to complete the project or the project will need to be scaled back.
Project #196 Installation of Backup Power and Capability Phase I – Staff is
working with the Cities of Newport Beach and Costa Mesa and the owner at Back
Bay Shopping Center to reach agreements for installing said equipment.
Project #197 – System Wide Sewer Reconstruction Phase III – Plans are 75%
complete.
Project #198 – PICA Analysis of Force Mains – District staff is determining valve
locations on the Harbor force mains. Force mains at Victoria, Mendoza and South
Coast Plaza are also being considered for PICA assessment.
Ongoing
1.5 Sewer Line Maintenance Cleaning
Program
On July 26, 2012, the District approved a new cleaning method by dividing the
District into five sections and cleaning slightly more than one-half of the system
each year. This simpler approach will decrease travel time and increase efficiency
by concentrating work in selected areas rather than having to drive to certain
areas just to clean selected sewer lines. Cleaning sewers every two years is a safe
and reliable practice that will not lead to backups and sanitary sewer overflows.
The District continues to use two sewer-cleaning crews, one in-house crew and
one contract crew; however, the in-house crew is now responsible “maintenance
cleaning” half of the system. In the first six months of 2013, the in-house crew will
have cleaned 347,765 feet of sewer mainline. Anticipated completion for the in-
house crew is June 30, 2013. The contract crew, National Plant Service (NPS),
cleans the remaining half of the District’s sewer system. NPS has finished cleaning
360,327 feet of sewer mainline.
Ongoing
1.6 Evaluate force main conditions
on a regular basis
Project #191 – Emergency Work on Santa Ana & 23rd Street Force Mains – This
project is complete. Total cost including construction and design was $647,155.
Project #198 – PICA Analysis of Force Mains – District staff is determining valve
locations on the Harbor force mains. Force mains at Victoria, Mendoza and South
Coast Plaza are also being considered for PICA assessment.
Ongoing
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd 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
1.7 Pump Station Maintenance &
Standardization Program
Staff solicited bids from qualified vendors and awarded a contract to Xylem, Inc. to
perform annual preventive maintenance at all twenty pump stations. Xylem was
the only vendor that submitted a bid at an annual cost of $35,000.
Ongoing
1.8 Fats Oil Grease (FOG) Program A video about the District’s Residential FOG Recycling Program was produced and
made available on CMSD’s website. Staff created a FOG brochure that will be
printed in English and Spanish and distributed to high density residential areas at
locations such as Hamilton.
Ongoing
1.9 Sewer Lateral Assistance Program Total applications approved since July 2012 is 78 totaling $151,755 in
reimbursements. Ongoing
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd 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 Explore commercial collection
services
Nothing to report this quarter. The Board approved deleting this goal from the
Plan 2010-11
2.2 Encourage the use of alternative
fuel vehicles
The entire CR&R fleet servicing CMSD will be converted to compressed natural gas
(CNG) in April 2013. 2012-13
2.3 Pursue reducing polystyrene food
packaging
Nothing to report this quarter. 2013-14
2.4 Comprehensive School Education
Programs
25 schools have received ENRECOS vermicomposting seminars.
4 schools have took the Eco Challenge from the Discovery Science Center
2 schools have participated in the Inside the Outdoors Waste Free Lunch seminar
while an additional 12 schools are in the process of enrolling.
Ongoing
2.5 Encourage Zero Waste A special Board of Director meeting for developing a Zero Waste Plan is scheduled
for April 10, 2013 at 9:30 am. Staff developed “Costa Mesa’s Green Guide for
Green Living that helps residents make responsible choices in the disposal of their
waste products.
Ongoing
2.6 Monitor advancements and
technology in the solid waste
industry
On February 19, 2013, CR&R gave a presentation to the District’s Operations
Committee about GPS and how this technology is being used by their drivers. At
the January 17, 2013 OC Waste & Recycling Coordinator’s meeting, staff inquired
how cities and trash haulers are planning to achieve the 75% diversion goal. Staff
learned that Waste Management is working on a slurry organics program at their
facility in Orange. Rainbow is working on a composting program in Oxnard.
Ongoing
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd 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 Explore partnerships with other
utilities
Nothing to report 2010-11
3.2 Strengthen our ties with Cities of
Costa Mesa, NB and the County of
Orange
Established a Liaison Committee with the City of Newport Beach and Mesa Water
District. The committee meets once a quarter. Staff collaborated with the City of
Costa Mesa Channel 24 on producing a video for the District’s Residential FOG
Recycling Program. The City of Costa Mesa is allowing District staff to access
Permit Plus software that will give staff up to the minute status on plan check
reviews. In April 2013, the General Manager is scheduled to give a presentation to
the OC LAFCO Commission about District achievements in the last three years.
2010-11
3.3 Strengthen our ties with our state
and federal legislators
The District’s new senate representative from Sacramento is Senator Mimi
Walters. The general manager has met with the senator’s district office director to
introduce him about CMSD. Staff is trying to schedule a meet and greet between
the Board and the senator. On May 13, 2013, President Ferryman and the general
manager are scheduled to meet with Assemblyman Mansoor in Sacramento during
CSDA’s Legislative Days. The president and general manager are trying to schedule
a meeting with the senator as well.
2010-11
3.4 Participate in the activities of
professional associations
From Jan 16 – 18 Board members attended CASA’s Mid-Year Conference in Indian
Wells. On Feb 7th the Management Analyst and Management Intern attended the
Municipal Management Association of Southern California (MMASC) Winter Forum
at Bowers Museum in Santa Ana. From Feb 20-22, the District’s accounting
specialist attended the California Society of Municipal Finance Officers (CSMFO) in
Oakland. From Feb 28 – Mar 1, the Deputy Clerk attended CSDA’s Board
Secretary/Clerk Conference in Garden Grove. From Feb 12-15, the Deputy Clerk is
attending the City Clerks Association of California (CCAC) technical training for
clerks seminar at UC Riverside.
Ongoing
3.5 Participate in Chamber of
Commerce activities
Board members attended 90-Minute Breakfast Boost. Staff is scheduling CMSD as
the guest topic in an upcoming 90-Minute Breakfast Boost.
Ongoing
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd QTR)
In-Process
Completed
Ongoing
Not scheduled to begin yet
Delayed
4.0 PUBLIC RELATIONS
Objective Strategic Goals Accomplishments
Completion
Timeline
To inform and establish
beneficial relations with the
community
4.1 Develop a Facebook page Nothing to report this quarter. The Board decided not to go live with a District
Facebook until District website is meeting expectations. 2010-11
4.2 Develop user survey to be
incorporated into the District website
and Facebook
Nothing to report. This goal is complete.
2010-11
4.3 Develop a survey card for the
Sewer Lateral Assistance Program
The District received 12 returned survey cards this quarter. The following are the
results
91.6% indicated that their sewer lateral is now in a safe condition
100% indicated that CMSD staff treated them in a professional and courteous
manner
91.6% indicated that CMSD was able to professionally discuss their sewer lateral
problem and assist them in making decisions.
91.6% support continuation of the program
100% indicated they are aware that “wipes” and other “flushable” products in
sewers cause backups.
91.6% indicated they are extremely satisfied with the contractor’s performance
2010-11
4.4 District branding New banners are being displayed on CR&R trucks. The banners include large
banners that are branding CMSD’s name. Below the large banner is an
interchangeable banner that will promote CMSD programs. The smaller banner
will be changed once a quarter.
In the past, the District was using three different type logos. Staff revised District
letterhead, business cards and memorandum to brand one CMSD logo (white
background with black borders and letters along with green filling). In addition, a
revised website featuring the District’s brand was launched.
2010-11
4.5 To ensure high level of customer
service through effective
management of contracts
A contract has been executed to audit the performance of CR&R.
2011-12
4.6 Submit award applications The District received the following awards this quarter:
2012 Collection System of the Year from the Santa Ana River Basin
Section (SARBS) of the California Water Environment Association (CWEA)
Operating Budget Meritorious Award FY 2012-13 from the California
Society of Municipal Finance Officer.
Ongoing
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd 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 Update Operations Code Nothing to report this quarter. This goal is complete 2010-11
5.2 Enhance Records Management
Program
Nothing to report this quarter. This goal is complete. 2011-12
5.3 Stay informed on applicable
federal, state and regional
regulations
The general manager has registered for a CSDA webinar (March 13, 2013) about
the most significant legislative bills introduced in 2013 that impact special districts.
The general manager will learn positions CSDA has taken on behalf of special
districts and learn how CMSD can advocate on behalf of the District. CMSD
President and General Manager will be attending CSDA Legislative Days in
Sacramento on May 14 & 15. The two day event is an opportunity to engage in the
important legislative issues facing special districts. The President and General
Manager will also be meeting with CMSD representatives Assemblyman Mansoor
and Senator Walters.
Ongoing
5.4 IT Management
a. SCADA
b. GIS
c. CMMS
Performance measurements are now incorporated into the CMMS. The District
had its network and internet capabilities upgraded. Ongoing
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd 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 Enhance existing safety plan Nothing to report this quarter. 2010-11
6.2 Enhance Emergency Operations
Center (EOC)
Nothing to report this quarter. 2010-11
6.3 Update personnel rules and
administrative regulations
Nothing to report this quarter. This goal is complete.
2010-11
6.4 Redesign employee performance
evaluation forms
Nothing to report this quarter. This goal is complete. 2010-11
6.5 Complete comprehensive
succession plan
The District conducted a Knowledge Transfer Program, which is a segment of an
overall approach to Succession Planning. Knowledge Transfer is an on-going
process of systematically identifying, assessing and developing talent to ensure the
leadership and management continuity for all key positions in the organization.
The “tactic” knowledge was implemented because it captures the employee’s
cognitive skills such as beliefs, images, intuition and mental models as well as
technical skills such as craft and know-how.
2011-12
6.6 Complete comprehensive salary
study
Nothing to report this quarter. This goal is complete. 2011-12
6.7 Periodic Organization chart
evaluation
Nothing to report this quarter. This goal is complete. Ongoing
6.8 Promote high employee
satisfaction
Nothing to report this quarter. This goal is complete.
.
Ongoing
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010-15
QUARTERLY PROGRESS REPORT 2012-13 (3rd 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 Develop quarterly budget
reports. Nothing to report this quarter. This goal is complete. 2010-11
7.2 Develop financial reports for the
website
Nothing to report this quarter. This goal is complete.
2011-12
7.3 Develop an asset management
program Nothing to report this quarter. This goal is complete. 2012-13
7.4 Develop a Comprehensive
Annual Financial Report (CAFR)
Nothing to report this quarter. This goal is complete.
.
2012-13
7.5 Evaluate an appropriate sewer
replacement reserve Nothing to report this quarter. This goal is complete. 2012-13