10 - STRATEGICAL PLAN FISCAL YEARS 2010-15 QUARTERLY PROGRESS REPORTCOSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (3rd QTR)
OIn- Process
. Completed
® Ongoing
ONot scheduled to begin yet
♦ Delayed
INFRASTRUCTURE 1.0 SEWER
Completion
Objective
Strategic Goals
Specific Activities
Timeline
To collect and transport
1.1 Implement a Calcium Abatement
Nothing to report this quarter.
2010 -11
wastewater to meet the needs
Program
of existing and future
1.2 Inflow Reduction Program
808 out of the 4,705 manholes are plugged and sealed. Staff is developing a plan
2011 -12
customers
to expand the District's Inflow Reduction Program and will budget appropriately in
the 2012 -13 Budget.
1.3 Hot Spot Abatement Program
Identified 12 hot spot locations that have debris and /or structural defects. Staff is
2014 -15
developing a plan to repair the 12 hot spot locations and eventually remove from
the hot spot list.
1.4 System wide Sewer Replacement
Project #129 Bristol Street Sewer Phase II — Delay in starting project due to
Ongoing
& Repair Program
IRWD's concerns the protection of their nearby water lines.
Project #171 Irvine PS Force Main — Award of contract scheduled for Board
approval on March 22, 2012
Project #185 System Wide Sewer Reconstruction Phase I — Project complete on
February 10, 2012. Board accepted improvements and filed Notice of Completion
on February 23, 2012.
Project #190 Canyon Force Main Rehabilitation — District staff and City staff are
discussing traffic control plans for this project
Project #192 System Wide Sewer Reconstruction Phase II — Designs underway
90% complete
1.5 Sewer Line Maintenance Cleaning
The District vactor truck needed brake replacement, but due to the age of the
Ongoing
Program
vactor truck (20 years) the brakes are obsolete and had the manufacture new
brakes in Ohio. The vactor truck was out of commission for over a month so staff
hired National Plant Services to continue with the root cutting.
1.6 Evaluate force main conditions
Doyle Precision Services was hired to provide pipeline "pigging" services to pre-
Ongoing
on a regular basis
clean 23`d Street force main. On March 7, 2012 two G -1 foam swabs were passed
through the system utilizing Pump #1. Each pigging "run" took approximately 8
minutes. A small amount of debris was noticed in the effluent upon arrival of the
each pig at the apex of the forced main where it dumps into a "gravity feed"
pipeline. Due to time constraints, the elbow was re- connected and the system
returned to service.
1.7 Pump Station Maintenance &
New SCADA system at 23 and Elden Pumping Stations, called Aquavx is working
Ongoing
Standardization Program
well. The system will notify staff when power is restored. Recommending in 2012-
13 Budget installing Aquavx at all District pump stations.
1.8 Fats Oil Grease (FOG) Program
Due to the success of the Residential FOG Recycling Program at Orange Coast
Ongoing
College on February 23, 2012, the Board of Directors approved extending the
program throughout the year.
1.9 Sewer Lateral Assistance Program
46 applications were approved totaling $53,334 in reimbursements. Total
Ongoing
applications approved since July 2011 is 138 totaling $182,124 in reimbursements.
ITEM 10
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (3 d QTR)
OIn- Process
♦ Completed
♦ Ongoing
ONot scheduled to begin yet
♦ Delayed
SOLID
Completion
Objective
Strategic Goals
Specific Activities
Timeline
To manage the collection and
2.1 Explore commercial collection
Nothing to report this quarter. The Board approved deleting this goal from the
2010 -11
recycling of residential trash in
services
Plan
the most economical and
2.2 Encourage the use of alternative
Nothing to report this quarter
20AW
environmentally friendly way.
fuel vehicles
2.3 Pursue reducing polystyrene food
Nothing to report this quarter.
2013 -14
packaging
2.4 Comprehensive School Education
Implemented an agreement with ENRECOS for conducting vermicomposting
Ongoing
Programs
workshops at schools
Staff is in discussion and obtained proposal from Discovery Science Center to
conduct the new Eco Challenge Exhibit and Education Program at schools.
Staff is re- evaluating the Telephone Book Recycling Program to determine how to
enhance the program and to continue the existing program.
2.5 Encourage Zero Waste
The Recycling Committee and the Board of Directors issued Environmental
Ongoing
Excellence Awards to Davis Magnet School, Orange Coast College, CR &R, Friends of
the Costa Mesa Library and Goodwill of OC for their efforts to promoting zero
waste.
Sold 63 composting bins bringing the total since July 1, 2010 to 710 resulting in
diverting 237 tons a year of kitchen and yard waste from the landfill
Sold 6 vermicomposting bins during this quarter. The total vermicomposting bins
sold since January 2011, when the bins first became available, is 28.
2.6 Monitor advancements and
CR &R's anaerobic digestive system is scheduled to completed in the City of Perris
Ongoing
technology in the solid waste
in late 2013 or early 2014.
industry
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (3 d QTR)
OIn- Process
♦ Completed
. Ongoing
ONot scheduled to begin yet
♦ Delayed
PARTNERSHIPS
Completion
Objective
Strategic Goals
Specific Activities
Timeline
To foster beneficial
3.1 Explore partnerships with other
Nothing to report
relationships to accomplish the
utilities
goals of the District
3.2 Strengthen our ties with Cities of
Nothing to report. This goal is complete.
Costa Mesa, NB and the County of
Orange
3.3 Strengthen our ties with our state
Nothing to Report
2010 -11
and federal legislators
3.4 Participate in the activities of
On February 2 -3, 2012, the Administrative Services Manager attended a public
Ongoing
professional associations
employment law conference in San Francisco.
On February 29 & March 1, the Accounting Manager and Accounting Specialist II
attended the California Society of Municipal Finance Officers in Anaheim.
3.5 Participate in Chamber of
Board members attended 90- Minute Breakfast Boost
Ongoing
Commerce activities
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (3`d QTR)
OIn- Process
♦ Completed
Ongoing
ONot scheduled to begin yet
♦ Delayed
RELATIONS 4.0 PUBLIC
Completion
Objective
Strategic Goals
Specific Activities Timeline
To inform and establish
4.1 Develop a Facebook page
Nothing to report this quarter. The Board decided not to go live with a District 2010 -11
beneficial relations with the
Facebook until District website is meeting expectations.
community
4.2 Develop user survey to be
Prepared and solicited RFPs to conduct a phone survey of 1,000 residents 2010 -11
incorporated into the District website
regarding District services, specifically solid waste services and programs.
and Facebook
Reviewed proposals and awarded a contract to Probolsky Research. Began
surveying residents
4.3 Develop a survey card for the
91 surveys have been returned since it began in October 2010.
Sewer Lateral Assistance Program
82% indicated that their sewer lateral is now in a safe condition
91% indicated that CMSD staff treated them in a professional and courteous
manner
74% indicated that CMSD was able to professionally discuss their sewer lateral
problem and assist them in making decisions.
93% support continuation of the program
79% indicated they are aware that "wipes" and other "flushable" products in
sewers cause backups.
71% indicated they are satisfied with the contractor's performance
4.4 District branding
Five marketing videos of CMSD services and programs are complete and is 2010 -11
currently being reviewed by staff.
4.5 To ensure high level of customer
Nothing to report this quarter 2011 -12
service through effective
management of contracts
4.6 Submit award applications
Submitted award application to SWANA for Special Waste Management Excellence Ongoing
Award for the District's Residential FOG Program.
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (3rd QTR)
OIn- Process
♦ Completed
O Ongoing
ONot scheduled to begin yet
♦ Delayed
ADMINISTRATIVE ,
Completion
Objective
Strategic Goals
Specific Activities
Timeline
To create, maintain and
5.1 Update Operations Code
Nothing to report this quarter. This goal is complete
implement and
policies
procedures to ensure sound
5.2 Enhance Records Management
Nothing to report this quarter. This goal is complete.
management of the District
Program
5.3 Stay informed on applicable
Staff continues to receive legislative updates on a weekly basis from CSDA.
Ongoing
federal, state and regional
regulations
5.4 IT Management
a. New SCADA system, called Aquavx is working well. Staff likes the feature
Ongoing
that it will notify them when power is restored. Staff is going to
a.
recommend Aquavx at all District pump stations for 2012 -13.
b. GIS
GIS
c. CMMS
b. GIS is up and running. Entered into agreement with EEC to provide GIS
support such as creating maps and cleaning schedules.
c. Maintenance supervisor is learning how to use CMMS.
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (3rd QTR)
OIn- Process
♦ Completed
O Ongoing
ONot scheduled to begin yet
® Delayed
. • PERSON N EL/ORGAN
•
Completion
Objective
Strategic Goals
Specific Activities
Timeline
To employ and retain a high
6.1 Enhance existing safety plan
On March 27, 2012, the Administrative Services Manager attended SDRMA's
2010 -11
quality, motivated workforce
Safety /Claims Education Day in Sacramento.
6.2 Enhance Emergency Operations
Procured and installed an emergency generator at HQ that will enable District
2010 -11
Center (EOC)
computer system and the EOC to operate in the event of a power outage.
6.3 Update personnel rules and
Employee handbook that describes District personnel rules and regulations is
2010 -11
administrative regulations
complete. Present handbook to the Board on June 28, 2012 for approval.
6.4 Redesign employee performance
Nothing to report this quarter. This goal is complete.
evaluation forms
6.5 Complete comprehensive
Nothing to report this quarter. This goal is complete.
0
succession plan
6.6 Complete comprehensive salary
Nothing to report this quarter. This goal is complete.
2011 -12
study
6.7 Periodic Organization chart
Nothing to report this quarter. This goal is complete.
Ongoing
evaluation
6.8 Promote high employee
Nothing to report this quarter. This goal is complete.
Ongoing
satisfaction
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (3 d QTR)
OIn- Process
. Completed
® Ongoing
ONot scheduled to begin yet
♦ Delayed
7.0 FINANCE
Completion
Objective
Strategic Goals
Specific Activities Timeline
To ensure the short and long
7.1 Develop quarterly budget
Nothing to report this quarter. This goal is complete.
term fiscal health of the District
reports.
7.2 Develop financial reports for the
Nothing to report this quarter. This goal is complete.
website
7.3 Develop an asset management
Nothing to report this quarter. This goal is complete.
program
7.4 Develop a Comprehensive
Nothing to report this quarter. This goal is complete.
Annual Financial Report (CAFR)
7.5 Evaluate an appropriate sewer
Nothing to report this quarter. This goal is complete..
replacement reserve
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (4`h QTR)
OIn- Process
. Completed
Ongoing
ONot scheduled to begin yet
♦ Delayed
INFRASTRUCTURE 1.0 SEWER
Completion
Objective
Strategic Goals
Specific Activities
Timeline
To collect and transport
1.1 Implement a Calcium Abatement
National Clay Pipe Institute (NCPI) is coordinating their test findings with CWEA in
2010 -11
wastewater to meet the needs
Program
Sacramento. CWEA suggested additional testing to provide further support for the
of existing and future
acidic solution that will soften the calcium. Additional testing was performed by
customers
May 15`h where El Toro Water District (ETWD) provided more calcium samples,
ground water and effluent samples and field testing support. NCPI is planning to
have a general meeting with CWEA, ETWD and CMSD in July. CMSD may want to
consider CIP projects in 2013 -14 to remove the calcium in CMSD sewers.
1.2 Inflow Reduction Program
On June 19, 2012, the Operations Committee directed staff to plug and seal an
2011 -12
additional 200 manholes this coming winter to reach a total of 1,008 manholes
plugged and sealed. Recheck the existing 808 manholes that are plugged and
sealed. Purchase standard manhole covers without vent holes to alleviate the
need to plug the vent holes. Prepare a cost analysis and consider welding closed
the vent holes in the existing covers. Update the Board and OCSD.
1.3 Hot Spot Abatement Program
Project #164 began by removing the offending roots and then installing a short
2014 -15
section of cured -in- place -pipe (CIPP) over the joint to prevent recurrence of the
roots. The installation of short sections of CIPP removed 12 locations from the hot
spot list.
1.4 System wide Sewer Replacement
Project #129 Bristol Street Sewer Phase II — Project completed on June 28, 2012.
Ongoing
& Repair Program
Board will consider accepting improvements on July 26, 2012.
Project #171 Irvine PS Force Main — Project completed on June 8, 2012. Board
accepted improvements and filed a Notice of Completion on June 28, 2012.
Project #185 System Wide Sewer Reconstruction Phase I — Project complete.
Project #190 Canyon Force Main Rehabilitation — Awarded contract
Project #192 System Wide Sewer Reconstruction Phase II — Final review of plans
and specs had occur prior to placing project out to bid.
1.5 Sewer Line Maintenance Cleaning
NPS finished cutting roots and completing the biennial cleaning of District sewer
Ongoing
Program
lines. Vactor truck is back in service and staff is cleaning hot spot locations. An
RFP was prepared and solicited for manufacturing a new vactor truck for the
District.
1.6 Evaluate force main conditions
Doyle Precision Services completed the pipeline "pigging" services to pre -clean
Ongoing
on a regular basis
23rd Street force main. Staff is making plans with Doyle to pig the Santa Ana Force
main as well.
1.7 Pump Station Maintenance &
The time relay for the back -up float circuitry for Mendoza PS was replaced by
Ongoing
Standardization Program
JIMNI. The Board approved budgeting and replacing the SCADA system with
Aquavx. A schedule for replacement is being developed.
1.8 Fats Oil Grease (FOG) Program
EEC is preparing report with recommendations about CMSD's FOG Program.
Ongoing
1.9 Sewer Lateral Assistance Program
59 applications were approved totaling $39,266 in reimbursements. Total
Ongoing
applications approved since July 2011 is 197 totaling $221,390 in reimbursements.
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (4th QTR)
OIn- Process
♦ Completed
* Ongoing
ONot scheduled to begin yet
. Delayed
SOLID
Completion
Objective
Strategic Goals
Specific Activities
Timeline
To manage the collection and
2.1 Explore commercial collection
Nothing to report this quarter. The Board approved deleting this goal from the
2010 -11
recycling of residential trash in
services
Plan
the most economical and
2.2 Encourage the use of alternative
Nothing to report this quarter. This goal is complete
2012 -13
environmentally friendly way.
fuel vehicles
2.3 Pursue reducing polystyrene food
Nothing to report this quarter.
2013 -14
packaging
2.4 Comprehensive School Education
Staff is in discussion and obtained proposal from Inside the Outdoors to conduct
Ongoing
Programs
waste free lunch seminars at Costa Mesa schools.
2.5 Encourage Zero Waste
The Recycling Committee and the Board of Directors issued Environmental
Ongoing
Excellence Awards to Jose Hernandez, Mika Community Development Corporation.
On May 15, 2012, the Operations Committee directed staff to purchase 100 mini
composters from Envirocycle. The mini - composters are pre - assembled and make
it easier for people to turn and mix their composting materials. The mini -
composter is also ideal for senior citizens and people who live in apartments.
Sold 59 composting bins bringing the total since July 1, 2010 to 769 resulting in
diverting 256 tons a year of kitchen and yard waste from the landfill.
Sold 6 mini - composters.
Sold 22 vermicomposting bins during this quarter. The total vermicomposting bins
sold since January 2011, when the bins first became available, is 50.
2.6 Monitor advancements and
Nothing to report this quarter..
Ongoing
technology in the solid waste
industry
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (4th QTR)
OIn- Process
♦ Completed
Ongoing
ONot scheduled to begin yet
♦ Delayed
PARTNERSHIPS
Completion
Objective
Strategic Goals
Specific Activities Timeline
To foster beneficial
3.1 Explore partnerships with other
Nothing to report
relationships to accomplish the
utilities
goals of the District
3.2 Strengthen our ties with Cities of
Nothing to report. This goal is complete.
Costa Mesa, NB and the County of
Orange
3.3 Strengthen our ties with our state
Staff worked with Senator Hancock's office (D- Oakland) on drafting a letter
and federal legislators
support for SB 1118 that will attempt to stop illegal dumping of mattresses. The
letter of support was copied to Senator Harmon and Assemblyman Mansoor's
office.
3.4 Participate in the activities of
On June 26 & 27, 2012, a board member and staff attended the U.S. Zero Waste
professional associations
Business Council first annual conference in Costa Mesa.
3.5 Participate in Chamber of
Board members attended 90- Minute Breakfast Boost
Commerce activities
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (4th QTR)
OIn- Process
♦ Completed
O Ongoing
ONot scheduled to begin yet
* Delayed
RELATIONS 4.0 PUBLIC
Completion
Objective
Strategic Goals
Specific Activities Timeline
To inform and establish
4.1 Develop a Facebook page
Nothing to report this quarter. The Board decided not to go live with a District 2010 -11
beneficial relations with the
Facebook until District website is meeting expectations.
community
4.2 Develop user survey to be
Results of the Community Survey were presented to the Board on May 21, 2012. 2010 -11
incorporated into the District website
Of the 1,000 residents surveyed, 88.9% of them approve of the job CMSD is doing.
and Facebook
94% of surveyed residents indicate they are satisfied with the quality of their trash
service. 66.8% prefer the District's co- mingling program where trash, recyclables
and yard waste are thrown into one container versus the 3 container system.
82.2% support decreasing the District's trash tonnage from 16,000 tons a year to
12,500 tons a year. 62.4% indicated that its important for the District to remain
independent.
4.3 Develop a survey card for the
100 surveys have been returned since it began in October 2010.
Sewer Lateral Assistance Program
87% indicated that their sewer lateral is now in a safe condition
93% indicated that CMSD staff treated them in a professional and courteous
manner
79% indicated that CMSD was able to professionally discuss their sewer lateral
problem and assist them in making decisions.
93% support continuation of the program
80% indicated they are aware that "wipes" and other "flushable" products in
sewers cause backups.
76% indicated they are satisfied with the contractor's performance
4.4 District branding
Nothing to report this quarter 2010 -11
4.5 To ensure high level of customer
Nothing to report this quarter 2011 -12
service through effective
management of contracts
4.6 Submit award applications
On April 26, 2012, the District received an award at the Municipal Green Building onpling
Conference for achieving LEED Platinum level for the District's new Corporate Yard.
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (4`h QTR)
OIn- Process
♦ Completed
OOngoing
ONot scheduled to begin yet
® Delayed
ADMINISTRATIVE
Completion
Objective
Strategic Goals
Specific Activities Timeline
To create, maintain and
5.1 Update Operations Code
Nothing to report this quarter. This goal is complete
implement policies and
procedures to ensure sound
5.2 Enhance Records Management
Nothing to report this quarter. This goal is complete.
management of the District
Program
5.3 Stay informed on applicable
Staff is monitoring SB 1002 that would authorize an agency, upon request, to Ongoing
federal, state and regional
provide a copy of an electronic record in a format in which the text in the
regulations
electronic record is searchable by commonly used software. The bill would require
the requester to bear the cost of converting the electronic record into a searchable
format. CSDA is opposing this bill because creating new data standard will be
confusing and difficult for agencies to comply with.
5.4 IT Management
Staff is exploring expanding the District's internet to a wireless mesh networking
that will provide a high speed link from the yard to HQ and then to phase it into a
a. SCADA
city wide wireless mobile data network that will be able to keep employees always
GIS
connected to the multitude of resources that they currently only have access to
c. CM MS
c.
from the offices.
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (4th QTR)
OIn- Process
Completed
OOngoing
ONot scheduled to begin yet
0 Delayed
PERSON ••
ONAL MANAGEMENT
Completion
Objective
Strategic Goals
Specific Activities
Timeline
To employ and retain a high
6.1 Enhance existing safety plan
On June26, 2012, all District staff received first aid and CPR training that included
2010 -11
quality, motivated workforce
training on using a defibrillator.
6.2 Enhance Emergency Operations
Staff is working to install up to five separate phone lines in the EOC so that staff
2010 -11
Center (EOC)
can talk to the different EOC function areas from different agencies. The EOC lines
need to be non digital analog copper lines. In the event of an earthquake, the
phone company will lose most digital circuits. Historically analog lines have been
the most resilient and easiest to repair.
On May 14, 2012, the Administrative Services Manager observed and assisted
WEROC's EOC during the 2012 Golden Guardian Exercise, which is a statewide
exercise intended to reinforce coordination between local community response
entities and the Operational Area Emergency Operations Center
On May 18, 2012, the GM and Administrative Services Manager received training
on how to use the WebEOC.
6.3 Update personnel rules and
The Board approved and adopted the Employee Handbook on June 28, 2012.
administrative regulations
6.4 Redesign employee performance
Nothing to report this quarter. This goal is complete.
evaluation forms
6.5 Complete comprehensive
Nothing to report this quarter. This goal is complete.
2
succession plan
6.6 Complete comprehensive salary
Nothing to report this quarter. This goal is complete.
2011 -12
study
6.7 Periodic Organization chart
Nothing to report this quarter. This goal is complete.
Ongoing
evaluation
6.8 Promote high employee
Nothing to report this quarter. This goal is complete.
Ongoing
satisfaction
COSTA MESA SANITARY DISTRICT
STRATEGIC PLAN FISCAL YEARS 2010 -15
QUARTERLY PROGRESS REPORT 2011 -12 (4th QTR)
OIn- Process
♦ Completed
® Ongoing
ONot scheduled to begin yet
♦ Delayed
7.0 FINANCE
Completion
Objective
Strategic Goals
Specific Activities Timeline
To ensure the short and long
7.1 Develop quarterly budget
Nothing to report this quarter. This goal is complete.
term fiscal health of the District
reports.
7.2 Develop financial reports for the
Nothing to report this quarter. This goal is complete.
website
7.3 Develop an asset management
Nothing to report this quarter. This goal is complete.
program
7.4 Develop a Comprehensive
Nothing to report this quarter. This goal is complete.
Annual Financial Report (CAFR)
7.5 Evaluate an appropriate sewer
Nothing to report this quarter. This goal is complete..
replacement reserve