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HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 04/17/2019SP EC IA L BO A RD MEET IN G April 17, 2019 at 5:30 P M 31111 Greenspot Road Highland, C A 92346 AG E N D A C A LL TO O RD ER P LED G E O F A LLEG IA N C E RO LL C A LL O F BO A RD MEMBERS P UBLIC C O MMEN T S Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the C hairman of the Board. Under the State of C alifornia Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. T he matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. 1.FY 2019-20 Program Goals and Objectives Workshop REPO RT S 2.General Manager/C EO 3.Legal C ounsel Report 4.Board of Directors' Comments A D J O URN P urs uant to G overnment C o d e S ec tion 54954.2(a), any reques t fo r a d is ab ility-related mo dific ation or ac commod ation, inc luding auxiliary aids or s ervic es , that is s ought in order to participate in the abo ve agendized pub lic meeting s hould be d irected to the District C lerk at (909) 885-4900. S P E C IAL B O AR D AGE N D A S TAF F RE P O RT Agenda Item #1. Meeting Date: April 17, 2019 Dis c ussion Item To: G overning Board Memb ers From: G eneral Manager/C E O S ubject: F Y 2019-20 P rogram G o als and O bjectives Wo rks hop R E COMME N D AT IO N: T his agend a item is pres ented fo r information only. B AC KG R O UN D / AN ALYS IS : East Valley Water Dis tric t is a perfo rmance-bas ed organization, foc used o n ac hievement o f go als derived fro m the vis ion s tatement ad o pted by the Bo ard of Direc tors (Board ). T he vis io n s tatement’s lis t of Agency G o als and O bjectives p ro vid es the framework for es tablishing long-term goals related to Dis tric t adminis tratio n, o peratio ns , s taff d evelo p ment, and community engagement. Lo ng-term go als are then d evelop ed into annual ac tion p lans b y the G eneral Manager/C EO and s taff with the d evelo p ment of p ro gram goals and ob jectives fo r the upc o ming fisc al year. With guidanc e fro m the G eneral Manager/C EO and p ro gram managers, s taff began work o n the d evelopment o f fisc al year 2019-20 go als and o b jec tives in January; keep ing in mind that program level objectives must b e aligned with Agency G o als and O bjec tives, the 5-Year Wo rk P lan, and the go als estab lished for the G eneral Manager/C E O for the upc o ming year. In ad d itio n, staff remained c o gnizant of the fo llo wing key c o nsiderations that c ould have an impac t o n operations and the way the Dis tric t delivers s ervices to ratep ayers : Water s upply & q uality S tate regulations and mand ates Ind ustry standard s and b es t p rac tic es New and up graded fac ilities New tec hnology P rogram Managers will pres ent their o wn p ro p osed program go als and objec tives direc tly to the Bo ard fo r review and c o ns id eratio n. AGE N C Y GOALS AN D OB J E C T IVE S: G o al and O bjectives I - Implement Effective S olutio ns T hrough Visionary Lead ers hip R ec o mmend ed b y: John Mura G eneral Manager/C EO R espec tfully s ubmitted: Brian Tomp kins C hief F inancial O fficer d) Encourage P erfo rmance Bas ed R es ults T hro ugh S taff Emp o werment G oal and O b jec tives I I - Maintain a C o mmitment to S us tainab ility, Trans p arency, and Ac countability a) P rac tic e Transparent and Ac countable F isc al Management R E VIE W B Y O T HE R S : T his agend a item has been reviewed b y all Dep artments . F IS CAL IMPAC T T here is no fis cal imp ac t as s oc iated with this agend a item. P rogram goals and ob jectives will b e us ed to s upp o rt fund ing reques ts s ubmitted in the propo s ed 2019-20 fis c al year b udget, which will be sub mitted for Board review at a future worksho p . ATTAC H M E NTS: Description Type P resentation P resentation FY 2019-20 GOALS & OBJECTIVES April 17, 2019 DEVELOPMENT OF GOALS & OBJECTIVES Key Considerations •Source Water Quality •Infrastructure Projects •Cybersecurity •Technology •Regulations •Funding Support District- Wide Goals Support 5-Year Work Plan Support Agency Strategic Plan 2 FIVE YEAR WORK PLAN 3 Optimize Infrastructure Systems Mutual Water Company Consolidations Financial Stability with Full Understanding of Operational Complexities Rate Study Developer Fees Pension Obligations Grants Understand Debt Impacts and Cycles Acknowledge Unknowns Protect Organizational Investments District Culture Maximize the District’s Position Facilitate Win-Win with New Development Infrastructure Have Others See the District as a Premier Agency CHEF Regional Involvement DISTRICT-WIDE GOALS Optimize Infrastructure Systems •Finish the consolidation of the NFWC •Begin negotiations with the Tres Lagos Mutual Water Company Financial Stability with Full Understanding of Operational Complexities •Begin developing a resource list for execution of the 5-Year Plan •Develop a long-term staffing and maintenance plan •Conduct a water and wastewater rate study Protect Organizational Investments •Begin updating the District’s Succession Plan •Facilitate communication training •Cultivate external partnerships Maximize the District’s Position •Cultivate relationships with development through a business-friendly culture •Conduct a feasibility study for a water treatment plant on the east end of the service area •Evaluate the potential of constructing a digester as a phase of the SNRC Have Others See the District as a Premier Agency •Complete the preliminary design of the CHEF building, establish a fundraising budget and commence that effort •Support and encourage the Board of Directors involvement in regional activities and workshops 4 PROGRAM SUMMARIES GENERAL ADMINISTRATION GENERAL ADMINISTRATION The General Manager/CEO is responsible for carrying out day-to-day District operations, implementation of adopted policies, general oversight to interagency relations, legislative activities, and strategic planning. Additionally, administration is responsible for implementing the District’s Vision, maintaining official records, promoting public trust, and ensuring transparency compliance. Total Employees: 3 General Manager/CEO District Clerk Sr. Administrative Assistant 7 ACCOMPLISHMENTS Acquire Shares of the North Fork Water Company Not Currently Owned by the District Sent offer to purchase letters to shareholders not currently receiving water deliveries Coordinated with legal counsel to develop agreement to define the terms of potable water service delivery to shareholders currently receiving North Fork deliveries Coordinate the Establishment of a Non-Profit Foundation Approved Vision/Strategic Plan for the Community Heritage and Education Foundation Adopted Articles of Incorporation, Bylaws and appointed a Public Committee Approved Architectural and Engineering Contract to develop a site plan, construction budget, marketing material and determine a fundraising budget Implement a District-Wide Records Retention Program Approved revised Records Retention Policy and Schedules Created document input plan to identify records that need to be transferred into the District’s electronic document repository Constructed document destruction in accordance with the adopted Records Retention Policy 8 GOALS & OBJECTIVES •Acquire remaining shares of the North Fork Water Company •Coordinate with legal counsel to define the terms of potable water service delivery to shareholders currently receiving North Fork and/or Bear Valley deliveries •Coordinate with legal counsel to create a successor corporation as part of the short merger process Complete the Consolidation of the North Fork Water Company •Complete the preliminary design of the Community Heritage and Education Foundation Building •Develop a fundraising plan and financial goals •Begin implementation of the fundraising plan Continue Leading Efforts to Ensure Viability of the Community Heritage and Education Foundation (CHEF) •Create Board member portal/intranet web page •Populate web page with forms, Board calendar and other informational items •Provide Board training and support to encourage utilization of Board page Utilize the Intranet for Communication with the Board of Directors 9 HUMAN RESOURCES HUMAN RESOURCES Human Resources is responsible for facilitating programs to attract the best and brightest candidates while fostering a work environment that promotes high morale and employee retention. Recognizing the importance of individual well- being, Human Resources leads the efforts to encourage health and wellness. Additionally, they manage the risk and safety programs to ensure a safe work-place at the District. Human Resources/Risk & Safety Manager Sr. Administrative Assistant 11 Total Employees: 2 ACCOMPLISHMENTS Promote a Positive Organizational Culture that Maintains a Supportive and Encouraging Work Environment Conducted annual employee engagement surveys and created/implemented an action plan to address results from the surveys and focus group meetings Facilitated quarterly activities that supported engagement and empowerment of employees Received a Top Workplace in the Inland Empire award from the Inland News Group in the Small Company Category for the fourth consecutive year Maintained non-retirement turnover of less than 7% Promote Community Involvement and Provide Work Experience Opportunities Launched the District’s Volunteer Program including an applicant tracking method Had seven applicants participating in the Volunteer Program Created partnerships with local educational institutions to work on future water and wastewater pathways for students Other Accomplishments Conducted a successful Senior Engineer recruitment Hired five EVWD team members Processed six internal promotions Enhanced staff supplemental insurance and flexible spending account program by partnering with American Fidelity for the Administration of benefits 12 GOALS & OBJECTIVES •Develop an action plan for the implementation of a Wastewater Operator-in-Training program •Conduct a staffing analysis to identify the needs for administrative, customer service, special events, educational, facilities maintenance, and other functions •Enhance educational partnerships to promote water/wastewater utility education pathways and technical education Initiate Programs in Support of the SNRC Workforce and Community Needs •Update the District’s Succession Plan to support the 5-Year Plan •Develop pre-retirement transition plans (knowledge transfer plans) for key positions •Meet with staff members to facilitate career development planning Promote a Positive Organizational Culture that Maintains a Supportive and Encouraging Work Environment •Engage in negotiation meetings with East Valley Water District Employee Partnership (EVWDEP) •Conduct a District-Wide Total Compensation survey •Review and Update the District’s Compensation Program •Present to the Board of Directors for adoption Negotiate a Three-Year MOU that Considers both Long-Term Financial Commitments and Employee Morale 13 PUBLIC AFFAIRS PUBLIC AFFAIRS Public Affairs oversees internal and external communication programs consistent with the District’s vision. Through media, community and governmental relations, the District is able to provide effective communications to various stakeholders. Director of Strategic Services Sr. Administrative Assistant Public Affairs Specialist Creative Services Representative Part-Time Community Relations Representative (0.5) 15 Total Employees: 4.5 ACCOMPLISHMENTS Implement an Outreach Program that Encourages Community Engagement in the SNRC The District hosted a well-attended groundbreaking ceremony community event for the SNRC Installed a time-lapse camera to document construction progress of the SNRC and developed an outreach campaign encouraging the public to watch project development Continued providing project updates on social media, in the local newspaper and on the District’s website by creating a SNRC spotlight section on the homepage Develop Communication Methods that Enhance the District’s Brand Completed a District website redesign to a platform that supports mobile devices and improves online services by enhancing usability and readability District staff participated in a branding workshop, highlighting the importance of cohesiveness in outreach communication materials The Board approved and adopted the 5-Year Work Plan at the February 13, 2019 Board meeting Hosted events and tours for local organizations the District has worked with throughout the year Advance the District’s Emergency Preparedness Program to Effectively Respond During an Emergency The District has issued an RFP and selected a contractor to complete the emergency response documents needed to remain in regulatory compliance Staff developed text, email, phone, website, and social media notification templates for emergency situations identified in the District’s Crisis Management Protocol Toolkit The District hosted a two-way radio training session for staff and new employees have taken the ICS training courses needed to remain in compliance with FEMA requirement 16 GOALS & OBJECTIVES •Create outreach materials and events to promote the construction status and future programs of the SNRC •Coordinate with outside Government agencies for necessary approvals and review of relevant subject matter relating the SNRC •Oversee construction of the Administration Center within allocated scope of the Guaranteed Maximum Price (GMP) Work with Project Partners to Advance Construction of the SNRC •Develop Proposition 218 notice and outreach campaign to inform customers of proposed rate changes •Develop campaign to educate customers on the value of reliable utility services provided by EVWD •Host two communication training sessions for the Board and Staff Develop Communication Methods that Enhance the District’s Brand •Update the District’s Hazard Mitigation Plan and submit for FEMA approval •Complete the Vulnerability Assessment and the EPA Risk and Resiliency Assessment •Implement a quarterly outreach campaign to improve accuracy of District’s customer contact database Advance the District’s Emergency Preparedness Program to Effectively Respond During an Emergency 17 CONSERVATION CONSERVATION Conservation is responsible for overseeing programs that facilitate and encourage sustainable water use throughout the District. Additionally, this program is responsible for communicating conservation benchmarks to various regulatory agencies. Director of Strategic Services Conservation Coordinator 19 Total Employees: 1 ACCOMPLISHMENTS Develop Community Engagement Programs to Increase Awareness of Water-Use Efficiency Conservation materials and presentation were provided in both English and Spanish The District hosted four workshops with a total of 400 attendees Evaluate Rebate Program Success and Implement Program Enhancements The District hosted a free toilet distribution event The District hosted the Community Conservation Fest at Plant 151 Engage in the Legislative Process as it Relates to Changes in Conservation Regulations The District continues to participate in agency and regulatory hearings to provide comments as conservation guidelines were developed 20 GOALS & OBJECTIVES •Complete annual water audit and develop an action item list •Implement advanced monitoring tools to understand distribution of rebate participation versus water use •Understand industry standards or best practices for gathering conservation data information Develop Technical Assessment Tools to Minimize Water Losses within the District’s Distribution System •Develop a conservation action plan to encourage water efficiency through the different stages of water supply availability •Coordinate with other departments to increase water savings through the development of new programs or modification of existing rebates •Develop a program to identify customers with inefficient water use for participation in the District’s rebate programs Evaluate Rebate Program Success and Implement Program Enhancements •Actively participate in the regulatory and legislative process as new conservation guidelines are considered •Actively participate in the affordable rate legislative process •Provide quarterly updates to the Governing Board to ensure they are informed of the changing conservation requirements and other legislative issues Engage in the Legislative Process as it Relates to Changes in Conservation Regulations 21 FINANCE FINANCE Finance and accounting oversees District operations to provide accountability and adequate management over the use of funds. Staff maintains the financial systems and records in accordance with Generally Accepted Accounting Principles (GAAP), applicable laws, regulations, and District policies. Chief Financial Officer Sr. Administrative Assistant Business Services Manager Accountant Sr. Accounting Technician Accounting Technician 23 Total Employees: 6 ACCOMPLISHMENTS Enhance Accounting and Financial Reporting for the Benefit of Internal and External Stakeholders Submitted application for exemption for CHEF Implemented the Profix budget software Issued the second Popular Annual Financial Report Coordinated training and implementation of the inventory bar-code system Received awards from both the GFOA and CA Society of Municipal Finance Officers Maintain Strong Financial Policies and Management Practices to Preserve and Enhance the District’s Financial Position Completed and presented a financial plan to address long-term unfunded pension liabilities Contracted with Raftelis for the Cost of Service Analysis/Rate Study Updated resolutions and financial models for changes in the SNRC project Link Fixed Asset Information in Tyler Accounting System to Digitized Maps in GIS Program Completed the AMI link between Tyler and GIS for Phases I and II Rehabilitated sewer manholes have been modified in GIS and are connected to assets in Tyler All projects performed and completed in FY 2017-18 are reflected in GIS and Tyler 24 GOALS & OBJECTIVES •Coordinate Public Hearing and Noticing efforts with the Public Affair department to comply with Prop 218 requirements •Implement adopted rates in District’s utility billing software •Collaborate with the Engineering and Customer Service Departments on updating the Miscellaneous fee schedule •Present and recommend Miscellaneous fee revisions to the Board for approval and comply with Prop 26 requirements Complete the Water and Wastewater Rate Study and Update the Miscellaneous Fee Schedule •Prepare a District fiscal policy •Develop a Long-Term Financial Plan to support activities adopted in the 5-Year Work Plan •Evaluate Comprehensive, Long-Term fiscal impacts of proposed changes to Labor Memorandum of Understanding Implement Sound Financial Practices to Preserve and Enhance the District’s Financial Position •Hold series of meetings with Engineering Staff to fully understand linkage between Tyler and GIS •Develop plan for estimating costs in Tyler for old assets and for distributing costs in GIS Link Fixed Asset Information in the Tyler Accounting System to Digitized Maps in the Geographical Information System (GIS) Program 25 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY Information Technology (IT) is responsible for the strategic alignment of technology with the District’s initiatives. Staff maintains the enterprise systems, network, cybersecurity, and computer hardware. Information Technology Manager Network Administrator Information Systems Technician 27 Total Employees: 3 ACCOMPLISHMENTS Ensure Effective Technology Services with Proactive Planning and Maintenance Activities Eliminated 8 of 9 cybersecurity vulnerabilities identified in the Cybersecurity Assessment Elevated staff’s cybersecurity awareness by reducing test phishing click rates down to 7% Conduct Critical System Upgrades to Help Ensure Business Continuity Completed the Fire Suppression System installation in the server room Proactively replaced 21 workstations/laptops that have reached their maximum useful life Upgraded the Voice-Over-IP phone system prior to the end of support date Enable Data Collection and Data Management Efforts for Other Departments Supported and configured data requirements for field GPS data collection 28 GOALS & OBJECTIVES •Proactively replace workstations and laptops approaching end-of-support •Replace aging phone system router to enhance phone system performance •Modernize and provide real-time field updates with Inframap Now software installation Proactively Replace Hardware and Software Approaching End-of-Life Cycle •Develop digitized workflows and reporting capabilities for Conservation Rebates •Improve Labor Rate accuracy in Cityworks with Personnel Management system integration •Improve Materials cost data accuracy with Tyler Inventory system integration •Automate updating of Employee and Customer contact records in mass notification system Improve Business Processes by Leveraging Existing Technologies •Install firewalls at Treatment Plant to prepare for a dedicated internet line •Configure file server failover feature to provide staff with uninterrupted access to work files •Improve signal strength of back-up internet access by repositioning antenna Improve IT Infrastructure for Reliable and Secure Services 29 CUSTOMER SERVICE CUSTOMER SERVICE Customer Service provides the community with prompt, courteous and world class customer relations. Customer Service Supervisor Customer Service Representative II (2) Customer Service Representative I Receptionist Part-Time Customer Service Representative I (0.5) 31 Total Employees: 5.5 ACCOMPLISHMENTS Modify Processes to Encourage World Class Customer Service While Maintaining Financial Stability Amended the service disconnection schedule to provide customers more time to pay which significantly reduced the number of service disconnections by 38% Establish a Professional Development Plan that Supports the District’s Vision Implemented a new process for communicating meter change- outs which resulted in accurate information sharing between departments Other Accomplishments Worked with IT to expand pre- disconnection courtesy calls to all parties tied to the account Developed a processing template for service account audits to ensure customers are billed accurately 32 GOALS & OBJECTIVES •Assist with continued Tyler/Cityworks integration for after hours and field work orders •Develop Action Plan to prepare for changes to Customer Service Operations as a result of the SNRC •Propose best use of unused kiosks and whether they should be updated for use at the SNRC Develop Strategies to Address Organizational Service Needs •Create written policies for disconnection of service in accordance with SB 998 •Assist with preparation of Customer Service talking points to address customer inquiries related to propose Water Tax legislation •Review and propose changes to Miscellaneous Fee Schedule related to Customer Accounts Modify Processes to Comply with Changes in Legislation while Maintaining Financial Stability •Complete the application process and submit to third party organization •Document and provide examples of outstanding customer service for inclusion in application •Document/discuss process improvements or Best Practices identified during the application process that are not currently utilized by the District Gather Information and Apply for Award or Other Third-Party Recognition for Outstanding Customer Service 33 BRIEF BREAK METER SERVICES METER SERVICES Meter Service is responsible for reading all District meters monthly for billing, on-site customer meter-related requests and customer service assistance. Field Services Supervisor Meter Reader I Meter Reader II (2) 36 Total Employees: 3 ACCOMPLISHMENTS Evaluate Opportunities and Impacts Resulting from the AMI Implementation Created standard operating procedure for meter retrofits, repairs and replacements Identified and coordinated with other departments, impacted by the transition to AMI Collect Information on Existing Meters to Facilitate Future Phases of AMI Implementation Collected information on meter location to be one step ahead on future AMI phases Collected meter sizes and reported the data to Engineering for records updating Provided an updated count of meter lid sizes to Engineering Develop a Proactive Meter Testing Program Conducted large meter testing to ensure accuracy meets AWWA standards 37 GOALS & OBJECTIVES •Identify needed vault lid replacements -create prioritized replacement schedule •Recommend top five limited access meters for relocation Develop Inspection Program for Completed AMI Meters and Boxes •Verify meter lid sizes, meter size, and lay length in preparation for AMI Phase IV •Identify and document concerns with existing meter locations and resolve any issues prior to the account being scheduled for an AMI installation •Provide recommendations for Engineering for future phases of AMI implementation regarding areas of priority and routes, including new construction Collect Information on Existing Meters to Facilitate Future Phases of AMI Implementation •Train readers on budget-based rates and on uploading routes into handhelds •Train readers on AWWA meter efficiency standards •Develop a report to monitor the number of small meters (less than 2 inches) being tested and track efficiency results in compliance with AWWA standards •Conduct an audit of 10% of the large meter accuracy to ensure compliance with AWWA standards Develop Proactive Reader Training and Meter Testing Programs 38 ENGINEERING ENGINEERING Engineering is responsible for planning and overseeing infrastructure projects designed to maintain safe and reliable water and wastewater services. Staff manages the capital improvement program, coordinates with new development, and provides technical support for the infrastructure system. Director of Engineering & Operations Sr. Administrative Assistant Sr. Engineer (2) Sr. Engineering Technician Engineering Technician II 40 Total Employees: 6 ACCOMPLISHMENTS Develop and Implement the District’s Capital improvement Program to Address Rehabilitation and Maintenance Needs While Also Preparing for New Development Completed Phase III of the AMI Meter Replacement Program Evaluated properties for new storage reservoirs and initiated purchase of one Completed wastewater main replacements on 35th St, Modesto Dr and Ferndale Ave Completed the Water System Master Plan and the Sewer System Master Plan Develop and Expand Workflow Procedures to Maximize Inter-Departmental Communication and Cooperation with Engineering Increased the level of collaboration with the Operations Department to accomplish mapping updates Support the Steps Necessary for the Advancement of the SNRC Led design efforts for the SNRC treatment process Continued permitting work with regulatory agencies 41 GOALS & OBJECTIVES •Develop a 5-year CIP based on the updated Water System and Sewer System Master Plans •Lead process resulting in long-term contract for rehabilitation of multiple reservoirs •Complete development guidelines update and present to Board for adoption Develop and Implement the District’s Capital Improvement Program to Address Rehabilitation and Maintenance Needs While Also Preparing for New Development •Evaluate long-term solutions to addressing disinfection byproduct formation •Investigate improvements to increase capacity for sludge handling at Plant 134 •Conduct a Feasibility Study for a Water Treatment Plant at the east-end of the District’s service area Develop Plans to Optimize District utilization of local and imported surface water •Lead evaluation of digesters and complete design if included •Ensure decisions are made promptly to support construction efforts •Continue working with regulatory agencies to receive needed approvals and permits Support the Steps Necessary for Advancement of the SNRC 42 WATER PRODUCTION Operations Manager Water Production Supervisor Sr. Water Production Operator Water Production Operator III (3) Water Production Operator II Administrative Assistant WATER PRODUCTION Water Production is responsible for the daily monitoring and operations of the entire water production system. This program ensures the timely preventative maintenance of all pumps, motors, wells, boosters, reservoirs, pressure regulating valves (PRVs), hydro-pneumatic plants, and the Supervisory Control and Data Acquisition (SCADA) system. Staff also operates the North Fork Canal. 44 Total Employees: 7 ACCOMPLISHMENTS Develop a Water Supply Mix Plan to Maximize Surface Water Installed tank mixing equipment at Plants 101 and 140 reducing TTHMs and overall better Water Quality Implement Improvements to Enhance the SCADA System Worked with SCADA contractor on electrical and telemetry cabinet cleaning and maintenance Worked with contractor to complete SCADA assessment Develop a Plan to Address Challenges and Opportunities Related to the North Fork Water Company Converted five North Fork irrigators from weir delivery to metered delivery Established ownership of North Fork shares to become a 90% stakeholder in the North Fork Water Company Completed removal of North Fork weir 40 to secure the environment and safety in the area 45 GOALS & OBJECTIVES •Select three tanks, distribute Invitations to Bid, complete bid process, and execute contract to complete three rehabilitation projects by June 2021 •Contract for design of alternative water distribution solutions where rehabilitation of tank(s) will interrupt service for sections of service area Prioritize and Execute Contracts for Tank/Reservoir Rehabilitation Projects Based on Findings in Harper Engineering Report •Contract with Consultant for recommended improvements to the District’s radio network infrastructure •Implement SCADA integrator’s new pump time controls to operate during SCE’s least expensive run-times Implement Improvements to Enhance the SCADA System •Determine District’s obligations to deliver water to Bear Valley shareholders under 1988 Agreement •Facilitate execution of agreements with shareholders who need to retain limited rights to water for irrigation purposes by installing connection points to District’s distribution system •Abandon weirs and other facilities made unnecessary by shareholder agreements Transition NFWC and Bear Valley Mutual Water Company Shareholders from North Fork Canal/Pipeline to Alternative Metered Connections 46 WATER TREATMENT WATER TREATMENT Water Treatment is responsible for using various methods to treat the three different sources of supply used by the District. Staff is trained to operate the Surface Water Treatment Plant 134 to maximize both Santa Ana River water and imported State Project water. Staff also operates two unique groundwater treatment facilities: Plant 28 uses Granular Activated Carbon (GAC) and Plant 39 is a blending facility. Water Production Supervisor Sr. Treatment Plant Operator 48 Total Employees: 2 ACCOMPLISHMENTS Incorporate Operation and Maintenance of the Hydro- Generation Technology at Plant 134 Developed an Operating Guide to support safe and effective Procedures Trained staff regarding the hydro-generation technology Incorporated the upkeep and inspection of equipment into Plant 134’s maintenance schedule Complete Plant 134 Membrane Replacement Phase Two of the 5-Year Replacement Plan Received and installed new membrane filters at Plant 134 Coordinated a schedule and began installation of the membrane filters at Plant 134 Support the Development of a Long-Term Plant 134 Site Improvement Plan Began discussions with Facilities to secure quotes on fencing options for site Coordinated security camera options and locations recommendations and quotes with IT Services Presented the Plant 134 Site Improvement Plan to the Board of Directors 49 GOALS & OBJECTIVES •Understand recommendations for additional treatment processes needed to maintain high water quality •Assist in capital planning for new treatment processes Support Consultant with Data for Additional Treatment Process Water Quality Improvements •Identify the modules to be replaced in Phase 3 •Procure the needed membranes modules from the manufacturer in accordance with the District’s purchasing policy •Coordinate and schedule the in-house installation of the new membranes Complete Plant 134 Membrane Replacements Using a Five- Phase Replacement Plan •Coordinate with Engineering to identify a capital project to enhance sludge removal •Provide support to begin implementing these planning efforts Support the Development of a Long-Term Plant 134 Site Improvement Plan 50 WATER QUALITY WATER QUALITY Water Quality is responsible for ensuring District compliance with State and Federal Drinking Water Regulations. This program manages Backflow Prevention, Water Sampling and Testing, and Fire Hydrant Flushing Programs. Water Quality Coordinator Water Quality Technician 52 Total Employees: 2 ACCOMPLISHMENTS Conduct Expanded Sampling Multi-Year Programs to Ensure Compliance with all State and Federal Water Quality Requirements Completed one of three constituents’ list of sampling for the EPA’s Unregulated Contaminant Monitoring Rule Successfully completed Tri-Annual Lead and Copper sampling with expanded collection requirements Implement the Mandatory Lead Sampling in Schools Program as Required by Assembly Bill 746 Successfully completed K-12 Lead Sampling at all schools served by the District in accordance with AB 746 Implement an In-House Environmental Controls and Compliance Program Increased customer participation in the District’s backflow testing program by an additional 10% 53 GOALS & OBJECTIVES •Conduct unregulated contaminant sampling to comply with Federal water quality standards •Support efforts to assist in treatment process improvements at Plant 134 •Install tank mixing equipment at Plant 108 Conduct Expanded Sampling Programs to Ensure Compliance with All State and Federal Water Quality Requirements •Evaluate processes used by other agencies to assist with Fats, Oils and Grease (FOG) program implementation in conjunction with the SNRC •Transition current backflow software access to web-enabled for field access •Review District ordinance 396 to accommodate the in-house backflow testing program Implement an In-House Environmental Controls and Compliance Program 54 WATER MAINTENANCE WATER MAINTENANCE Water Maintenance is responsible for the repair and replacement of the District’s water distribution mains, water service lines, fire hydrants, meters, valves, and all related equipment. Field Service Supervisor Sr. Field Service Worker (2) Field Service Worker III (4) Field Service Worker II (5) Field Service Worker I (2)Storekeeper/Buyer 56 Total Employees: 15 ACCOMPLISHMENTS GPS All Valves and Meter Boxes within the Service Area Implemented GPS meter box program Captured over 4,700 boxes using the GPS meter box program Review Data Accuracy Compared to Actual Field Conditions Assisted Engineering Department with job and tract inspections Reported inconsistencies in maps to Engineering staff and requested map corrections Facilitate Technology Trainings and Community Engagement Cross trained all new field staff to run the valve maintenance truck, sewer jetting and sewer camera truck Increased employees’ level of Water Distribution, Treatment and Collections Certifications Implemented water line leak detection program to comply with new State water audit 57 GOALS & OBJECTIVES •Exercise all gate valves between Boulder Ave on the east, and Central Ave on the west •Work with Production to perform inspection and operation of critical valves at 12 plants •Inspect, and paint if necessary, 1,500 hydrants Implement Adjusted Preventative Maintenance Schedules to Ensure Equipment Readiness for Emergency Response •Train three additional operators on GPS equipment •Obtain GPS location for all valves exercised •Field verify GPS locations for all meters within AMI Phases II and III Obtain Exact Coordinates for All Valves and Meter Boxes Using Global Positioning System (GPS) Equipment •Work with IT to ensure all Field Staff are equipped with appropriate mobile devices •Conduct field surveys of the west-end of the District to validate GIS data •Improve on the existing field verification and correction process to ensure information is updated within 30 days Review Data Accuracy Compared to Actual Field Conditions 58 WASTEWATER MAINTENANCE WASTEWATER MAINTENANCE Wastewater Maintenance is responsible for monitoring and helping ensure the free flow and containment of wastewater through the District’s 220 miles of wastewater conveyance pipelines. The Wastewater Maintenance program’s primary mission is to prevent wastewater spills and leaks. Field Service Supervisor Field Service Worker III (2) Field Service Worker II (2) 60 Total Employees: 4 ACCOMPLISHMENTS Complete Implementation of GraniteNet Software to Collect Data Regarding Wastewater Collection System Maintenance Completed the software upgrade to GraniteNet for Wastewater Collection System Maintenance Identify Operational Change Needed to Accommodate Planned Development within the District Identified training and certification requirements for wastewater treatment certificates Incorporate GPS Data to Enhance Efficiency of Wastewater Maintenance Operations and Asset Management Identified manholes located within easements and implemented planned maintenance to reduce damage caused by tree roots and other field conditions Conducted training and created an Operating Guide for GPS equipment 61 GOALS & OBJECTIVES •Video inspect and assess all District mains between the northern and southern boundaries and west of Del Rosa Dr •Clean a minimum of 220 miles of wastewater main •Support employees in obtaining California Water Environment Association Collection System Maintenance certification Continue Wastewater Collection System Maintenance and Management •Document contributing factors of high maintenance areas in preparation for the in-house Fats, Oils and Grease (FOG) Program •Send out letters to FOG generating businesses/customers •Train staff on the lateral launcher tool Identify Operational Changes Needed to Accommodate Planned Development within the District •Gather the GPS location of all manhole covers and siphons •Conduct training and create an Operating Guide for GPS equipment Incorporate GPS Data to Enhance Efficiency of Wastewater Maintenance Operations and Asset Management 62 FACILITIES MAINTENANCE FACILITIES MAINTENANCE Facilities Maintenance is responsible for the complete Maintenance and repair of all District Facilities, including Administration Buildings, Water Facilities, District-Owned vacant properties and easements. Water Production Supervisor Facilities Maintenance Coordinator Facilities Maintenance Worker 64 Total Employees: 2 ACCOMPLISHMENTS Implement a Long-Term Site Improvement Plan for Plant 134 Began a security development program for cameras at Plant 134 site with contractor Began development of a lab remodeling design for existing District pallets Develop a Facilities Maintenance Program to Track and Anticipate Future Costs Associated with All District Facilities Began developing an Asset Management Program with IT Services using Cityworks Complete Systematic Upgrades and Rehabilitation of District Facilities Worked with Public Affairs on Demonstration Garden upgrades Completed various security upgrades at Headquarters Upgraded inside and outside LED lights at Plant 134 Removed swamp coolers and upgraded to HVAC at Plants 99, 33, 24A, 24B, and 129 65 GOALS & OBJECTIVES •Install security cameras •Remodel laboratory to include restroom, flooring and cabinetry •Develop a comprehensive site improvement project list Implement a Long-Term Site Improvement Plan for Plant 134 •Begin incorporating facilities data into the selected Facilities Maintenance Program •Implement a consistent request tracking system and provide training to staff •Develop recommendations to be included in a long-term staffing plan Develop a Facilities Maintenance Program to Track and Anticipate Future Costs Associated with All District Facilities •Rehabilitate pump house at Plant 129 •Paint and replace HVAC at Plant 149 •Replace landscaping and paint pump house at Plant 108 Complete Systematic Upgrades and Rehabilitation of District Facilities 66 FLEET MAINTENANCE FLEET MAINTENANCE Fleet Maintenance is responsible for preventative maintenance and repairs of the District’s vehicles and heavy equipment. Staff is responsible for ensuring air quality regulations, vehicle registration and transportation requirements. Field Service Supervisor Equipment Mechanic III 68 Total Employees: 1 ACCOMPLISHMENTS Enhance Emergency Response Capabilities Installed radios in all trucks for emergency preparedness Installed Network Fleet (GPS devices) on all vehicles Utilize the Most Effective Fleet Maintenance Methods Implemented Outsourcing maintenance program which supports no vehicle downtime Hired a consultant to evaluate all vehicles, equipment and generators to ensure the District complies with all Southern California Air Quality permits and regulations Submitted application for Smog exempting for 2019 due to the addition of Network Fleet installed in all vehicles 69 GOALS & OBJECTIVES •Contract with air quality consultant for Air Quality Management District and California Air Resource Board •Schedule semi-annual on-site safety training for vehicles and equipment •Transmit emissions data to the Bureau of Automotive Repair using new Network Fleet devices Comply with Current Air Quality and Highway Safety Regulations •Purchase a trailer mounted back-up generator •Register new generator with DMV and CARB Continue Enhancement of Emergency Response Capabilities •Evaluate third-party fleet turnover program for light-duty vehicles •Identify heavy-duty vehicles and equipment for replacement •Purchase and register new vehicles and equipment Transition Fleet Management Program 70 GOVERNING BOARD GOVERNING BOARD The Governing Board is the legislative body of the organization. Board members provide leadership, direction, and serve as the organizational policy makers. Appoints the General Manager/CEO for day-to-day operations. Elected Officials: 5 Board Chairman Vice Chairman Board Member (3) 72 ACCOMPLISHMENTS Provide Organizational Direction and Set Expectations Through Policy Decisions Approved a 5-Year Work Plan Conducted General Manager/CEO annual evaluation, including establishment of FY 2019-20 Goals Updated the Board of Directors’ Handbook and Policies Addressed Policy Related Decisions to Construct the SNRC Considered agenda items regarding the SNRC Selected a Design-Build entity for project construction Participated in activities that encourage community engagement for the SNRC Participate in Activities to Promote Community Engagement and Increase Board Qualifications Coordinated with the San Bernardino County Registrar of Voters to hold the 2018 elections Posted all required election information and notifications Participated in internal and external professional development activities 73 GOALS & OBJECTIVES •Conduct General Manager/CEO annual evaluation, including establishment of FY 2019-20 Goals •Consider actions related to the North Fork Water Company consolidation •Conduct Board Member evaluations and establish Board leadership positions Provide Organizational Direction and Set Expectations Through Policy Decisions •Consider agenda items related to on-going construction of the SNRC •Evaluate staffing plan and program proposals related to the operation of the SNRC •Participate in activities that encourage community engagement for the SNRC Address Policy Related Decisions related to the Sterling Natural Resource Center (SNRC) •Evaluate and consider agenda items related to water/wastewater rate studies •Support development of a resource list for the implementation of the 5-Year Work Plan •Consider a Memorandum of Understanding with the East Valley Water District Employee Partnership Make Financial Decisions that Result in Stability and Understanding Operational Complexities 74 75