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HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 06/03/2015      SPECIAL BOARD MEETING June 3, 2015 – 3:00 pm 31111 Greenspot Road Highland, Ca 92346 AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS 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 Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. 1. Review FY 2015-16 Proposed Budget Reports 2. General Manager/CEO 3. Legal Counsel Report 4. Board of Directors Comments ADJOURN Pursuant to Government Code Section 54954.2(a), any request for a disability-related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885-4900. AGENDA •District Vision •Budget Highlights •Financials –Water Production Projections –Revenue Projections –District Overview •Program Overview •Capital Outlay •Capital Improvement Program •Staffing Needs 2 3 4 DISTRICT GOALS 5 GOAL ONE Complete tasks towards achieving the regulatory and environmental requirements to design and construct the EVWD Recycled Water Center. GOAL TWO Coordinate the necessary steps to implement budget based rates including conservation programs to support the efficient use of water, as directed by the Governor’s Drought Mandate. GOAL THREE Conduct District-wide succession planning and present findings to Board of Directors for consideration. GOAL FOUR Reevaluate and make needed improvements to the various programs and processes that were implemented over the past 3 years. GOAL FIVE Develop a program to achieve official organization distinction such as Class I Utility from AWWA or similar award. GOALS 6 FINANCIALS FISCAL YEAR 2015/16 BUDGET HIGHLIGHTS •California Drought •Recycled Water Facility •Conservation Program •Budget Based Water Rates •Transparency and Accountability •Labor and Benefits •Capital Needs 7 WATER PRODUCTION PROJECTIONS 8 ACRE FEET PRODUCED SOURCE OF SUPPLY FY 2012-13 ACTUAL FY 2013-14 ACTUAL FY 2014-15 PROJECTED FY 2015-16 PROPOSED Groundwater 20,161 18,210 17,500 14,000 Surface Water 2,147 3,350 2,000 3,500 Total 22,308 21,560 19,500 17,500 TOTAL WATER REVENUE PROJECTIONS 9 FY 2014-15 BUDGET FY 2015-16 PROPOSED CHANGE Meter Charge $ 4,710,000 $ 8,175,000 74% Sales $14,000,000 $11,950,000 -15% Total $18,710,000 $20,125,000 8% COMPARISON OF REVENUE Water Sales 70% Meter Charges 23% Other Charges 7% FY 2014-15 10 Water Sales 56% Meter Charges 39% Other Charges 5% FY 2015-16 FINANCIAL OVERVIEW 11 WATER FUND WASTEWATER FUND Revenues $ 21,310,000 $ 12,110,000 Operating Expenses 15,404,390 10,547,710 Other Expenses 5,905,610 1,562,290 Transfer from Reserves 3,364,460 NET - - DISTRICT WIDE EXPENSES 12 Personnel 24% Operating Expenses 52% Debt Service 11% Capital Investments 13% FY 2014-15 Personnel 22% Operating Expenses 49% Debt Service 11% Capital Investments 18% FY 2015-16 COST DISTRIBUTION 13 Personnel 22% Operating Expenses 49% Debt Service 11% Capital Investments 18% Infrastructure, Maintenance & Equipment Replacement 78% 14 PROGRAM OVERVIEW GOALS & PROPOSED BUDGETS GOVERNING BOARD 15 GOAL ONE Conduct All Activities Required for 2015 Board of Directors Election Objectives •Attend Registrar of Voters election workshops •Post official election notices as required •Enhance District website with electoral information •Review and update potential Board Member Orientation Program GOAL TWO Address Agenda Items Brought Before the Board of Director’s Towards Achieving the Regulatory and Environmental Requirements to Design and Construct the EVWD Recycled Water Center Objectives •Consider Notice of Intent /NOI for environmental requirements •Review and approve engineering reports relating to permitting •Review and approve RFQ/RFP for design build entity and other procurement related agenda items GOALS AND OBJECTIVES GOVERNING BOARD 16 GOAL THREE Streamline Communications Related to Board Agendas, Expense Reports and Other District Related Documents Objectives •Implement paperless agenda process •Promote electronic correspondence as appropriate •Utilize technological resources to reduce number of District distributed paper copies GOAL FOUR Continue Commitment of Board Professional Development Objectives •Obtain District Transparency Certificate of Excellence/Special Leadership Foundation and required continuing ed. •Conduct Board training throughout year •Review and update Board Member Handbook and Policies •Review and update General Manager/CEO’s Goals and Objectives and conduct performance evaluation GOAL FIVE Consider Development Agreements and Take Appropriate Action GOALS AND OBJECTIVES CONTINUED GOVERNING BOARD 17 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $160,000 $295,000 84% Significant Changes –General election for 3 Board Members to take place in FY 2015-16. •Elections cost $105,000 every 2 years. –Professional Development increased to provide educational opportunities for Directors to stay abreast of Federal, State and Regional issues. GENERAL ADMINISTRATION 18 GOAL ONE Establish an Agenda Policy and Procedure Manual in Order to Implement Consistent Guidelines Resulting in Efficient Board Meetings Objectives •Develop an agenda policy and procedure manual to be distributed to Board Members and staff •Create an annual calendar for Board Members and staff in order to assist with coordinating recurring and individual agenda items •Facilitate training sessions for Board, managers and administrative support staff ensuring department compliance with approved policy GOAL TWO Review and Update the District’s Records Retention Policy, Which Sets Forth Guidelines on Purging Documents Objectives •Review the current Policy and develop a timeline for update implementation •Conduct inventory of administrative records •Create electronic spreadsheet and catalog inventoried documents •Facilitate training to ensure all departments understand and comply with updated policy •Implement a yearly schedule for destruction of records GOALS AND OBJECTIVES GENERAL ADMINISTRATION 19 GOAL THREE Preserve and Maintain North Fork Water Company Records Objectives •Inventory historical records •Establish and implement a record keeping procedure GOALS AND OBJECTIVES CONTINUED GENERAL ADMINISTRATION 20 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $1,348,000 $1,312,000 -3% Significant Changes –Reduced legal services for permanently appointing a new District attorney. –The District is now a member of the Inland Empire Economic Partnership to stay involved in economical regional issues. HUMAN RESOURCES/RISK MGMT. 21 GOAL ONE Develop and Implement a District Volunteer Program to Promote Community Involvement, Provide Work Experience Opportunities, and Offer Staff Assistance Objectives •Conduct departmental needs assessment to gain understanding of areas where volunteers could be utilized •Create the written Volunteer Program and Volunteer Application •Develop and implement recruitment strategies •Interview and background screen volunteer applicants •Provide orientation and training to all volunteers GOAL TWO Review, Update and Create Workforce Programs to Enhance Organizational Culture Objectives •Generate Total Compensation Statements to inform employees of the total value of their compensation and benefits package on an annual basis •Create a non-represented employees’ handbook consistent with the Memorandum of Understanding for represented employees •Increase efficiency by consolidating employee identification badges and proximity access cards into one resource •Create a Safety Committee to encourage employee participation in reducing the risk of workplace injuries •Facilitate a District Leadership Excellence Program GOALS AND OBJECTIVES HUMAN RESOURCES/RISK MGMT. 22 GOAL THREE Conduct District-Wide Succession Planning Objectives •Assemble a succession planning team •Create a career development survey to determine staff’s future career goals •Identify the main factors that will influence the succession plan •Link the plan to the District’s Organizational Ideals and Endeavors •Create District action plan GOALS AND OBJECTIVES CONTINUED HUMAN RESOURCES/RISK MGMT 23 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $685,000 $697,000 2% Significant Changes –Reduced Contract Services due to the completion of District Wide Organizational Assessment. –Added a line item for Employee Recognition throughout the District. –Added a line item for Retiree benefits paid by the District. PUBLIC AFFAIRS 24 GOAL ONE Conduct an Extensive Outreach Effort for the Recycled Water Project in Order to Inform a Broad Range of Stakeholders of the Project Benefits Objectives •Develop and deploy a dedicated Recycled Water Project website •Conduct educational meetings with community leaders, residents, and industry members •Create and distribute print materials informing a wide audience of the project overview and benefits GOAL TWO Increase Methods of Communication in Order to Reach a Broad Range of Stakeholders Objectives •Implement a robust social media program to highlight District projects and programs in a timely manner •Identify methods of communicating with the community that would facilitate a heightened level of dialogue between the District and customers •Increase participation in legislative activities consistent with the adopted Legislative Platform GOALS AND OBJECTIVES PUBLIC AFFAIRS 25 GOAL THREE Evaluate and Implement Measures to Elevate the District’s Emergency Preparedness Program Objectives •Review the current Emergency Response Plan and develop a timeline for update implementation •Conduct quarterly emergency preparedness exercises •Facilitate trainings to ensure that all District staff have received necessary certifications, as required by FEMA GOALS AND OBJECTIVES CONTINUED PUBLIC AFFAIRS 26 Significant Changes –Conservation Program was separated from Public Affairs and listed as a separate program. FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $829,500 $507,000 -39% CONSERVATION 27 GOAL ONE Implement Water Conservation Measure Reports Consistent with the State of California Emergency Drought Regulations Objectives •Utilize existing internal databases to monitor system-wide water use efficiency •Submit monthly reporting data to the State Water Resources Control Board as required for the statewide drought tracking effort •Develop a regular report to track regulation compliance and communication efforts GOAL TWO Expand the Water Conservation Rebate Programs to Assist Customers Implement Water Efficiency Measures to Achieve Mandated Reductions Objectives •Develop and hire a Conservation Manager position to oversee the expanded water conservation program •Implement a turf replacement program for both residential and commercial customers •Implement a direct install weather-based irrigation controller program GOALS AND OBJECTIVES CONSERVATION 28 GOAL THREE Increase Communication Efforts Encouraging Responsible and Sustainable Use of Water Objectives •Renovate the Headquarters Demonstration Garden to serve as a resource for easily applied water-efficient landscape design options •Showcase success stories of customers that implemented conservation measures while maintaining aesthetic curb appeal on the District’s website and social media outlets •Implement a positive outreach campaign that encourages a sense of community pride and collective effort toward conservation GOALS AND OBJECTIVES CONTINUED CONSERVATION 29 Significant Changes –Conservation is now a separate program in response to increasing drought regulations and need for water efficiencies. –Increased funding for conservation efforts to $1 million (turf removal, smart irrigation controllers). –Added 1 full-time Conservation Analyst and 2 part-time Conservation Compliance Representatives. FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $0 $1,511,000 100% FINANCE 30 GOAL ONE Produce Accurate, Timely Financial Reports for External and Internal Stakeholders Objectives •Complete audit and adopt Comprehensive Annual Financial Report within four months of fiscal year end; submit for GFOA award •Closely monitor actual water sales versus projections and propose responsible adjustments to program expenditures. •Review monthly budget to actual expenditure reports with program managers within 15 days of month end GOAL TWO Cultivate Sources, Other than Utility Rates, for Cost Recovery and Project Funding Objectives •Complete cost of service study for miscellaneous service fees and schedule Proposition 26 hearing by January 2016. •Enhance yields on cash reserves by updating District Investment Policy, and through diversification of investment portfolio. Submit policy for California Municipal Treasurers Association Certificate •Provide financial data and analysis to support SRF and other funding efforts for Water Recycling Facility GOALS AND OBJECTIVES FINANCE 31 GOAL THREE Enhance Internal Asset Management Objectives •Implement integrated inventory module in existing financial software •Increase inventory controls by conducting quarterly inventory audits GOALS AND OBJECTIVES CONTINUED FINANCE 32 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $1,153,000 $992,300 -14% Significant Changes –Merchant fees previously paid by Finance were moved to Customer Service because it is associated with the administration of payment collection. INFORMATION TECHNOLOGY 33 GOAL ONE Implement Secure and Reliable Technological Infrastructure and Effective Services Objectives •Modernize the District’s server infrastructure by virtualizing 90% of servers and upgrading all server operating systems approaching end-of-life •Initiate a Virtual Desktop Infrastructure (VDI) pilot project and deploy five virtual desktops for evaluation •Reduce email costs, upgrade Office applications, install MS Project and SharePoint (Intranet) by implementing Microsoft Office 365 •Improve security by implementing a comprehensive web content security filter to continuously block known malicious and not- safe-for-work (NSFW) websites •Integrate Advanced Metering Infrastructure (AMI) with Utility Billing and provide continuous support to ensure a successful AMI program GOAL TWO Assess and Evaluate Existing Technology Solutions to Improve Operations Objectives •Conduct a post implementation review of the Tyler Incode product suite and Cityworks •Promote active learning by creating an Information Technology FAQ page, training videos, and develop an in-house training program GOALS AND OBJECTIVES INFORMATION TECHNOLOGY 34 GOAL THREE Enhance Conservation Efforts by Making Information More Accessible and Presentable Objectives •Transition to a new Customer Online Billing Portal to support Budget Based Rates, AMI, conservation efforts and social media integration •Develop additional Conservation Dashboards that are aligned with Best Management Practices from the State GOALS AND OBJECTIVES CONTINUED INFORMATION TECHNOLOGY 35 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $563,000 $619,300 10% Significant Changes –Information Technology Technician position made permanent to the program. –Memberships and dues increased because staff will participate in more technology forums. CUSTOMER SERVICE 36 GOAL ONE Always Provide Quality Customer Service Objectives •Conduct customer satisfaction surveys. •Attend training specific to enhancing the guest experience •Ensure accurate and consistent messaging to customers regarding events and regulations implemented by the District GOAL TWO Increase Training Opportunities for Staff to Leverage Technological Investments Objectives •Establish a policy manual for all daily duties of the department. •Develop systemic training programs for customer service representatives GOAL THREE Improve Customer Awareness of District Processes Objectives •Increase customer education on District policies and procedures related to water and wastewater services •Routinely update information on website •Create quick guide booklet for new customers GOAL FOUR Utilize Water Budget Based Rates to Encourage Conservation Objectives •Proactively identify and contact customers with inefficient water usage and direct them to assistance programs as necessary GOALS AND OBJECTIVES CUSTOMER SERVICE 37 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $1,351,550 $1,716,500 27% Significant Changes –Merchant fees previously paid by Finance were moved to Customer Service because it is associated with the administration of payment collection. –Identified Billing Services, Bank Fees, and Shut Off Notices as separate line items in an effort to be more detailed and transparent. METER SERVICE 38 GOAL ONE Ensure Accurate and Timely Meter Reads of Customer Meters Objectives •Review meter reading routes and cycles to identify reader workload; adjust amount of books per cycle where needed •Prevent plastic meter register damage by providing staff training on proper debris clearing procedures •Utilize Citiworks to implement a logging program for damaged meter registers •Evaluate the benefits of replacing plastic meter registers with a more durable material •Participate in the Automated Meter Infrastructure (AMI) project GOAL TWO Utilize Opportunities to Create Dialogue with Customers While Meter Reading to Promote District Outreach Objectives •Attend water budget based rate and billing system training in order to assist customers with questions or concerns about their budget based bills •Gain thorough understanding of the District’s drought ordinance and conservation rebates in order to educate the community on drought awareness, compliance and rebate programs GOALS AND OBJECTIVES METER SERVICE 39 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $352,000 $353,500 0% Significant Changes –Decrease in contract services due to the installation of new large octave water meters in the system. ENGINEERING 40 GOAL ONE Conduct Long-Term Planning for the District to Meet Customer Demands and Environmental Changes Objectives •Update Water and Wastewater Master Plans •Prepare 2016 Urban Water Management Plan Update •Update the Sewer System Management Plan (SSMP) GOAL TWO Efficiently Develop, Design and Manage the District’s Capital Improvement Program Objectives •Complete Plant 134 upgrades to fully utilize its capacity •Complete sewer expansion upgrades to mitigate potential overflows and provide capacity for development •Complete City Creek Crossing design/permitting •Complete assessment of Plunge Creek Crossing and Santa Ana River Crossing GOALS AND OBJECTIVES ENGINEERING 41 GOAL THREE Continue to Develop Partnerships with Surrounding Agencies to Provide Future Benefits to the District and the Region Objectives •Complete Patton Hospital State Hospital sewer cleaning and mapping project GOAL FOUR Leverage Technology Investments to Enhance Asset Management Objectives •Enhance usage of GIS to develop the District’s Emergency Response Plan •Continue to enter asset record data into GIS to improve capital improvement planning GOAL FIVE Provide Excellent Customer Service for Developers Objectives •Continue to streamline the application process for developers and contractors •Collaborate with Finance to implement a program to track and collect construction costs associated with new development •Improve the collection of impact fees from developers GOALS AND OBJECTIVES CONTINUED ENGINEERING 42 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $910,600 $870,500 -4% Significant Changes –More labor will be invested in significant Capital Improvement Projects. –Contract Services has decreased because software will be purchased to help staff with Master Plans WATER PRODUCTION 43 GOAL ONE Coordinate the Standardization of Production Meters at all Plants to Ensure Consistency in Unit of Measurement and Improve Reporting Accuracy Objectives •Conduct meter audits to confirm units of measure •Identify meters needing to be rebuilt or recalibrated GOAL TWO Maximize Efficiencies by Utilizing Computerized Asset Management Systems to Maintain Electronic Records and Reports Objectives •Begin entering routes and maintenance records through work orders in Citiworks •Establish preventive maintenance schedules for water production infrastructure •Utilize SCADA data to establish appropriate maintenance schedules for pumps and wells based on actual usage •Review accuracy of monthly reports submitted to the State Water Resources Control Board and explore methods to automate the production of these reports GOALS AND OBJECTIVES WATER PRODUCTION 44 GOAL THREE Increase Efficiency and Accuracy of the North Fork Water Company Objectives •Increase staff knowledge of the North Fork Water Company through training and review of historical documents •Gain understanding and apply formulas for share deliveries based upon actual river flow •Enhance well monitoring and establish priority locations to maintain water reliability and prevent equipment damage caused by reduced water levels GOAL FOUR Investigate Alternative Sources of Water Supply Objectives •Explore possible water supply from Plunge Creek and City Creek •Work with legal counsel to determine ownership of water rights •If water supply is available to District, partner with Engineering to determine a method of delivery GOALS AND OBJECTIVES CONTINUED WATER PRODUCTION 45 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $4,587,500 $4,791,000 4% Significant Changes –SCE has 15% rate increases for FY 2015-16. –Water Production is anticipated to decrease as a result of the drought. –Increased preventive maintenance schedules for well and boosters. WATER TREATMENT 46 GOAL ONE Continue to Increase Operational Efficiencies for Water Treatment Objectives •Train all production employees on the maintenance and operations of the treatment plant •Establish preventive maintenance schedules for all equipment and motors at the plant •Participate in the Plant 134 upgrade project to ensure operational needs are met •Re-evaluate production strategy to increase optimization of treatment Plant 134 to meet customer demands GOAL TWO Increase Water Conservation Efficiencies by Minimizing Waste from Excessive Bypass Flow During Un-scheduled Releases Objectives •Work with SCADA systems integrator to develop an alarm system for bypass flow •Develop a response procedure to address alarms •Document the bypass flow process and train operators to ensure proper response to bypass flow alarms •Develop a procedure manual that will identify new sources of water to treat when Santa Ana River and State Project Water are unavailable GOALS AND OBJECTIVES WATER TREATMENT 47 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $962,500 $736,000 -24% Significant Changes –This is the first year the Treatment Plant 134 operated with the process, budget has been refined based on actual operation. WATER QUALITY 48 GOAL ONE Provide Safe and Reliable Water to the Customers Objectives •Ensure water sampling and testing as required by the State Water Resources Control Board •Conduct quarterly source water sampling of various constituents and implement improved processes with data •Implement process control sampling on source water to maximize existing and future treatment operations •Explore methods to capture water from flushing to be reused GOAL TWO Utilize Technological Solutions to Increase Operational Efficiencies Objectives •Train employees on customer billing system to access real time customer information in the field •Install auto flush devices to reduce manpower and customer complaints •Optimize flushing needs using automated flushing software GOALS AND OBJECTIVES WATER QUALITY 49 GOAL THREE Ensure Customers are Complying with Water Quality Requirements Objectives •Continue to monitor annual back flow device inspections as required •Identify methods to revert ownership of commercial fire services to customers GOALS AND OBJECTIVES CONTINUED WATER QUALITY 50 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $363,000 $342,000 -6% Significant Changes –Water testing requirements for new mandates have been completed and do not have to take place for the next 5 years. WATER MAINTENANCE 51 GOAL ONE Expand Knowledge Base of Employees and Reduce Staff Exposure to Hazards in the Work Environment through Professional Development and Enhanced Safety Training Objectives •Develop a distribution and treatment training academy utilizing internal staff as instructors to assist staff in obtaining state certifications •Conduct traffic control and competent person training for all department staff •Implement annual ride-along evaluations for all DOT drivers to ensure proper operation of commercial vehicles •Conduct thorough daily vehicle inspections and provide the District’s mechanics with repair needs GOAL TWO Implement Advanced Metering Infrastructure (AMI) Installation Program Objectives •Coordinate with Engineering to review existing meter inventory to confirm condition, location, and work necessary for AMI retrofits •Participate in the field installation of the first phase of the AMI meter conversion program •Provide feedback regarding installation and maintenance requirements to enhance and refine future implementation phases GOALS AND OBJECTIVES WATER MAINTENANCE 52 GOAL THREE Elevate technological skills and abilities through enhanced training opportunities Objectives •Coordinate Citiworks training to ensure all department staff have the ability to competently utilize the District’s asset management program. •Attend Tyler timesheet training to become proficient with automated timesheets •Utilize computer programs on a daily basis to communicate with staff including work orders, work logs, daily updates, incident reporting, email, and other correspondence GOAL FOUR Create a Valve Shut Down Program for Implementation at District Plants as Part of Emergency Response Plan Objectives •Coordinate with Production to obtain plant valve locations •Coordinate with Engineering to map valves using the District’s GIS program. •Exercise valves in plants for emergency shut down purposes GOALS AND OBJECTIVES CONTINUED WATER MAINTENANCE 53 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $1,642,000 $1,672,000 2% Significant Changes –The construction of main line replacements should decrease the need for constant repair of leaks and mains in older areas of the District –Separated Street Services and Uniforms in an effort to be more detailed and transparent. WASTEWATER MAINTENANCE 54 GOAL ONE Enhance Sewer Maintenance Cross- Training Program Objectives •Create a schedule for assigning Field Service Workers to a sewer maintenance rotation •Ensure all Field Service Workers are trained on sewer jetting and CCTV equipment GOAL TWO Enhance Sewer Collection System Maintenance and Management Objectives •Ensure at least sixty miles of sewer main is video inspected in order to complete a full system review by the 2018/19 fiscal year •Identify septic tank owners and partner with Engineering to map them on GIS •Coordinate with Engineering to create an electronic sewer tracking map incorporating directional flow through GIS •Work with Water Quality to explore requirements of implementing a FOG (fats, oils and grease) program •Encourage employees to attain the Grade I Collection System Maintenance certification GOALS AND OBJECTIVES WASTEWATER MAINTENANCE 55 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $7,369,600 $7,709,000 5% Significant Changes –Anticipated rate increase from the City of San Bernardino for wastewater treatment services. –Decreased overtime because of enhanced maintenance resulting in no sanitary sewer overflows. FACILITIES MAINTENANCE 56 GOAL ONE Ensure the Functional Upkeep of the District Facilities Objectives •Develop preventive maintenance program for all District facilities pertaining to roofing, HVAC, landscaping, and structural repairs •Identify facility deficiencies through routine inspections and create a schedule to correct these items •Participate in the annual development of the Capital Improvement Program to ensure significant facility improvements are included GOAL TWO Manage the Headquarters to a Level that Ensures the Facility is Always Aesthetically Pleasing, Clean, Sanitary, and Safe Objectives •Promptly replace/repair any problematic building systems •Establish written level of service standards for the headquarters to be used during the Facilities Rental process •Organize Safety Data Sheets throughout each department •Develop a product sheet through as-built specifications to understand building materials and construction within the Headquarters building GOALS AND OBJECTIVES FACILITIES MAINTENANCE 57 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $560,500 $788,000 41% Significant Changes –Increased facilities maintenance at water facilities to repair buildings and update drought tolerant landscaping. –Added Landscape Services and Janitorial Services as a separate line item in an effort to be more detailed and transparent. FLEET MAINTENANCE 58 GOAL ONE Enhance the Management of the District’s Fleet Program Objectives •Develop and maintain a ten-year vehicle and equipment replacement program •Establish a Fleet Maintenance Manual •Evaluate costs and benefits of installing GPS units in District vehicles to automatically track equipment mileage and usage GOAL TWO Prepare for Compliance with New Federal DOT Regulations Objectives •Update Driver Proficiency and Record of Authorized Vehicle forms •Inspect commercial vehicles using the two- person inspection method •Ensure drivers are thoroughly trained on new vehicles prior to operation •Conduct bi-weekly audits of Daily Vehicle Inspection reports GOALS AND OBJECTIVES FLEET MAINTENANCE 59 FY 2014-15 APPROVED FY 2015-16 PROPOSED CHANGE $564,500 $529,500 -6% Significant Changes –Contract Services has decreased as a result of purchasing 5 new vehicles and donating 8 surplus vehicles. 60 CAPITAL INVESTMENTS CAPITAL ASSET EXPENDITURES CAPITAL OUTLAY 61 DESCRIPTION AMOUNT IT Hardware $ 41,500 Engineering Software 107,000 Engineering Tools 40,000 Miscellaneous Equipment 46,500 2 Heavy Duty Trucks 65,000 Hydro Excavator 400,000 Total $ 700,000 CAPITAL IMPROVEMENT PROJECTS 62 PROJECT AMOUNT **Automated Metering Infrastructure (AMI) $ 2,011,465 Upper Zone Booster 250,000 Canal Zone Reservoir 250,000 Main Replacements 1,134,860 Sewer Capacity Improvements 1,500,000 **Recycled Water Center 15,000,000 **Staff is pursuing State grants and loans to fund these projects. 63 STAFFING NEEDS AUTHORIZED POSITIONS AUTHORIZED POSITIONS •Conservation Analyst •2 Conservation Representatives (Part Time) •Public Affairs Representative (Part Time) •Operations Manager (Replaces Retiring Water Production Superintendent) 64 AUTHORIZED AND FUNDED POSITIONS 65 58 60 62 64 66 68 70 72 74 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Proposed Does not include part time temporary positions.