HomeMy WebLinkAbout02-15-23 F&A Committee Packet 1
OTAY WATER DISTRICT
FINANCE AND ADMINISTRATION
COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
BOARDROOM
WEDNESDAY
February 15, 2023
12:00 P.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full board for its consideration and formal action.
AGENDA
1. ROLL CALL
2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE COMMITTEE ON ANY SUBJECT MATTER WITHIN THE COMMIT-
TEE'S JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
DISCUSSION ITEMS
3. ADOPT RESOLUTION NO. 4422 TO DESIGNATE DISTRICT STAFF AS
AUTHORIZED AGENTS TO CAL OES (FAKHOURI) [5 minutes]
4. FISCAL YEAR 2023 MID-YEAR STRATEGIC PLAN UPDATE (KERR) [10 minutes]
5. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Ryan Keyes
All items appearing on this agenda, whether or not expressly listed for action, may be delib-
erated and may be subject to action by the Board.
The agenda, and any attachments containing written information, are available at the Dis-
trict’s website at www.otaywater.gov. Written changes to any items to be considered at the
open meeting, or to any attachments, will be posted on the District’s website. Copies of the
agenda and attachments are also available by contacting the District Secretary at (619) 670-
2253.
2
If you have any disability which would require accommodations to enable you to participate in
this meeting, please call the District Secretary at 670-2253 at least 24 hours prior to the
meeting.
Certification of Posting
I certify that on February 10, 2023, I posted a copy of the foregoing agenda near the
regular meeting place of the Board of Directors of Otay Water District, said time being at least
24 hours in advance of the meeting of the Board of Directors (Government Code Section
§54954.2).
Executed at Spring Valley, California on February 10, 2023.
/s/ Tita Ramos-Krogman, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: March 1, 2023
SUBMITTED BY: Eid Fakhouri, Finance Manager PROJECT: DIV. NO.All
APPROVED BY: Kevin Koeppen, Assistant Chief of Finance
Joseph R. Beachem, Chief Financial Officer
Jose Martinez, General Manager
SUBJECT: Adopt Resolution No. 4422 Designating Specific Staff
Positions to be Authorized as Agents to Liaise with the
State of California, Office of Emergency Services (Cal OES),
on the District’s Behalf in All Matters Pertaining to
Disaster Assistance
GENERAL MANAGER’S RECOMMENDATION:
That the Board adopt Resolution No. 4422 designating specific staff
positions to be authorized as agents to liaise with the State of
California, Office of Emergency Services (Cal OES), on the District’s
behalf in all matters pertaining to disaster assistance.
COMMITTEE ACTION:
See Attachment A.
PURPOSE:
To authorize District staff in the positions of Finance Manager,
Safety and Security Specialist, and Environmental Compliance
Specialist, to be the authorized contacts on behalf of the District
for all matters pertaining to disaster assistance.
AGENDA ITEM 3
2
ANALYSIS:
It is important that, in the event of an emergency, the District is
able to efficiently coordinate and execute claims with Cal OES and/or
FEMA.
In the four instances below, the District applied to the Federal
Emergency Management Agency (FEMA) and (Cal OES) for disaster
assistance to help pay for expenses related to declared disasters.
FEMA requires all claims to be processed through Cal OES. Cal OES
requires the governing body of each agency to formally designate
specific agents by position title, to represent the agency in all
matters pertaining to their application for disaster assistance. Cal
OES will not release any grant money to an agency that has not
provided them with a fully executed Designation of Agent(s)
Resolution (Attachment B) and Cal OES Form 130 (Attachment C). Cal
OES policy mandates that this resolution is only valid for a maximum
of three (3) years.
The District’s previous resolution, Resolution No. 4378 approved in
April 2020, will expire in April 2023.
Disaster Assistance
On March 13, 2020, the President declared the ongoing Coronavirus
Disease 2019 (COVID-19) pandemic of sufficient severity and magnitude
to warrant an emergency declaration for the nation. The declaration
triggered funding and support from the Federal Government for local
agencies.
As of today, the emergency declaration remains in effect. The exact
end date is unclear and related expenses may be accumulated and
submitted for reimbursement through the declared emergency end-date.
During the declared emergency, the District has worked closely with
Cal OES and submitted three expense reimbursements for expenses
related to disinfection, safe-reopening, remote work, COVID-19
testing, and other related items. The submittals are currently under
review with Cal OES and FEMA. The large volume of agencies seeking
reimbursement has caused a significant backlog at FEMA. Therefore,
FEMA has not been able to provide an anticipated date for when their
review will be finalized.
1.Coverage Period: 2/24/2020 – 09/14/2020, submitted for $218,371.
2.Coverage Period: 9/15/2020 – 12/31/2021, submitted for $49,653.
3.Coverage Period: 1/01/2022 – 07/01/2022, submitted for $16,259.
3
In May of 2017, as a part of working with Cal OES to obtain funds for
repairs to District property from the January 2017 winter storms, the
Board passed Resolution No. 4330 to designate specific staff
positions to be authorized as agents to work with Cal OES in all
matters pertaining to disaster assistance.
In April 2011, as a part of working with Cal OES to obtain funds for
repairs to District property due to the December 2010 rainstorms, the
Board passed Resolution No. 4170 to designate District agents to work
with Cal OES for disaster assistance.
In December 2007, as a part of working with Cal OES to obtain funds
for repairs to District property due to the October 2007 Harris Fire,
the Board passed Resolution No. 4115 to Designate District agents for
Disaster Assistance.
Hazard Mitigation Grant
In April 2022, a fifth grant application with Cal OES in the amount
of $257,933 was filed for the development of a Climate Adaption and
Resilience Plan. Cal OES is postponing its review of the grant
application until the District’s Hazard Mitigation Plan (HMP) has
been adopted. Staff is planning to bring the HMP to the Board of
Directors for review and adoption between April and May, 2023.
CONCLUSION:
The District has identified the following three positions as being
both knowledgeable and appropriate for working directly with Cal OES
and FEMA: 1) Finance Manager, 2) Safety and Security Specialist, and
3) Environmental Compliance Specialist. These are the same positions
that were identified in the previous resolution.
This is a universal resolution and is effective for all open and
future disasters up to three (3) years following the date of approval
below. The three (3) year limit is established by Cal OES and the
universal resolution would allow the list of authorized individuals
to approve requests for financial assistance in the event of any
disaster over the duration of the resolution.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
This specific action does not authorize any spending or the receipt
of funds, it only facilitates future interactions to obtain financial
assistance.
4
STRATEGIC GOAL:
The District ensures its continued financial health through the
establishment of proper relief in the case of a natural disaster.
LEGAL IMPACT:
None.
Attachments: Attachment A – Committee Action
Attachment B – Resolution No. 4422
Attachment C – Cal OES Form 130
ATTACHMENT A
SUBJECT/PROJECT: Adopt Resolution No. 4422 Designating Specific Staff
Positions to be Authorized as Agents to Liaise with the
State of California, Office of Emergency Services (Cal
OES), on the District’s Behalf in All Matters Pertaining to
Disaster Assistance
COMMITTEE ACTION:
RESOLUTION NO. 4422
A RESOLUTION OF THE BOARD OF DIRECTORS OF
THE OTAY WATER DISTRICT
FOR DESIGNATION OF AGENTS TO
THE STATE OF CALIFORNIA,
OFFICE OF EMERGENCY SERVICES
WHEREAS, the Otay Water District Board of Directors have
been presented with a “Designation of Applicant’s Agent
Resolution” for the Otay Water District, authorizing its
agent(s) to execute for and on behalf of the District for the
purpose of obtaining federal financial assistance for any
existing or future grant program, including, but not limited to
any of the following:
-Federally declared Disaster (DR), Fire Mitigation
Assistance Grant (FMAG), California State Only Disaster (CDAA),
Immediate Services Program (ISP), Hazard Mitigation Grant
Program (HMGP), Building Resilient Infrastructure and
Communities (BRIC), Legislative Pre-Disaster Mitigation Program
(LPDM), under
-Public Law 93-288 as amended by the Robert T. Stafford
Disaster Relief and Emergency Assistance Act of 1988, and/or
state financial assistance under the California Disaster
Assistance Act.
-Flood Mitigation Assistance Program (FMA), under Section
1366 of the National Flood Insurance Act of 1968.
ATTACHMENT B
-National Earthquake Hazards Reduction Program (NEHRP) 42
U.S. Code 7704 (b)((2) (A) (ix) and 42 U.S. Code 7704 (b) (2)(B)
National Earthquake Hazards Reduction Program, and also The
Consolidated Appropriations Act, 2018, Div. F, Department of
Homeland Security Appropriations Act, 2018, Pub. L. No. 115-141
-California Early Earthquake Warning (CEEW) under CA Gov
Code – Gov, Title 2, Div. 1, Chapter 7, Article 5, Sections
8587.8, 8587.11, 8587.12; and
WHEREAS, the Board needs to authorize its agent(s) to
provide to the State Office of Emergency Services for all
matters pertaining to such state disaster assistance the
assurances and agreements required; and
WHEREAS, it is in the interest of the District to designate
agents;
NOW, THEREFORE, BE IT RESOLVED, DETERMINED AND ORDERED by
the Board of Directors of the Otay Water District that the
following three positions are so designated as Authorized
Agents: 1) Finance Manager; 2) Safety and Security Specialist;
and 3) Environmental Compliance Specialist.
PASSED, APPROVED AND ADOPTED by the Board of Directors of
Otay Water District at a board meeting held this 1st day of
March 2023, by the following vote:
Ayes:
Noes:
Abstain:
Absent:
________________________
President
ATTEST:
____________________________
District Secretary
BOARD OF DIRECTORS OTAY WATER DISTRICT
FINANCE MANAGER
SAFETY AND SECURITY SPECIALIST
ENVIRONMENTAL COMPLIANCE SPECIALIST
OTAY WATER DISTRICT
OTAY WATER DISTRICT
ATTACHMENT C
x
01 M 23
MARK ROBAK, PRESIDENT
JOSE LOPEZ, VICE PRESIDENT
RYAN KEYES, TREASURER
A R C H
TITA RAMOS-KROGMAN DISTRICT SECRETARY
OTAY WATER DISTRICT
BOARD OF DIRECTORS
OTAY WATER DISTRICT 01 MARCH 23
DISTRICT SECRETARY
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: March 1, 2023
PROJECT: Various DIV. NO.ALL
SUBMITTED BY: Michael Kerr, Information Technology Manager
APPROVED BY: Adolfo Segura, Chief of Administrative Services
Jose Martinez, General Manager
SUBJECT: FY23 MID-YEAR REPORT OF THE DISTRICT’S FY23-26 STRATEGIC PLAN
GENERAL MANAGER’S RECOMMENDATION:
No recommendation. This is an informational item only.
COMMITTEE ACTION:
Please see “Attachment A”.
PURPOSE:
To provide a mid-year report of the District’s FY23-26 Strategic Plan for
FY23.
ANALYSIS:
Summary
The current Otay Water District Strategic Plan is a four-year plan
ranging from the start of FY23 through the end of FY26. This report
details the mid-year results for the first year of our four-year program.
Objectives – Target 90%
Strategic Plan objectives are designed to ensure the District is
executing defined mission-developed strategies and implementing
appropriate changes necessary to guide the agency, meet new challenges,
and positively adapt to change. FY23 mid-year results are above target
at 100%, with 18 of 18 active items completed or on schedule.
AGENDA ITEM 4
Key Performance Indicators (KPI’s) – Target 75%
KPI’s are designed to track the District’s day-to-day performance. These
indicators measure the effectiveness and efficiency of essential
operational services. The District’s overall KPI goal of 75% is
considered “on target”. For FY23, mid-year results are above target at
80%, with 20 of 25 items achieving the desired level or better.
0
5
10
15
20
25
30
35
40
45
18
0 0
17
On Schedule/Completed Behind On Hold Not Started
0
5
10
15
20
25
30
35
40
20
5
On Target Not on Target
18 of 18 Objectives are Completed or On Schedule (100%)
20 of 25 Key Performance Indicators are On Target (80%)
KPI’s Not on Target (5):
Sewer Overflow Rate (AWWA)
Target & AWWA: Zero (0) overflows per quarter and annually.
A Category 3 Sanitary Sewer Overflow (SSO) event occurred in quarter
one, on July 22, 2022. This was due to a root blockage at manhole MH-
354-061 located on Anaheim Drive, La Mesa. A total of 10 gallons
spilled and were fully recovered.
Hydrant Maintenance Program
Target: 20% of District fire hydrants maintained to accomplish 100% every
five years (1,220 fire hydrants annually).
Utility Maintenance staff performed maintenance on 370 fire hydrants
vs. the year-to-date target of 610 fire hydrants. Staff focused on
critical valve exercising in quarter one and was short staffed in
quarter two. It is anticipated that the annual target will be met by
the end of FY23.
Mark-out Accuracy
Target: 100% mark-out accuracy annually
1,327 mark-outs were completed in quarter two with one hit facility.
The District’s contract locator incorrectly marked a 2” water service
lateral that was subsequently damaged by an excavator.
Employee Turnover Rate
Target: Less than 5% turnover annually.
A total of 4 voluntary terminations occurred in quarters one and two,
resulting in a 2.86% turnover.
Training Hours per Employee (AWWA)
Target: 15.6 hours of training per employee annually.
7.64 training hours have been completed vs. the year-to-date target
of 7.8 hours. Due to vacancies, collectively, the target was missed
by less than an hour.
KPI’s are based on established AWWA performance benchmarks, water agency
standards, and historical trends. Ten (10) measures are reported
annually:
• Water Rate Ranking
• Sewer Rate Ranking
• Water Debt Coverage
• Sewer Debt Coverage
• Reserve Level
• Accounts Per Full-Time Employee (FTE)
• Business Recovery Exercises
• Vulnerability Assessments
• Potable Tank Inspection and Cleaning
• Injury Incident Rate
One (1) measure is reported biennially to triennially:
• Customer Opinion Survey
Next Steps
Staff will continue to focus on the plan’s objectives, key performance
indicators, and emerging trends.
Committee Reports – Slideshow
The Strategic Plan mid-year results are presented to both the
Engineering, Operations, and Water Resources Committee, and the Finance,
Administration, and Communications Committee, with a specific focus on
the most relevant information for each Committee (see “Attachment B”).
The Strategic Plan is also available on the District’s website.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
Informational item only; no fiscal impact.
STRATEGIC GOAL:
Strategic Plan and Performance Measure reporting is a critical element
in providing performance reporting to the Board and staff.
LEGAL IMPACT:
None.
ATTACHMENTS:
Attachment A – Committee Action Report
Attachment B – PowerPoint Presentation
ATTACHMENT A
SUBJECT/PROJECT: FY23 MID-YEAR REPORT OF THE DISTRICT’S FY23-26 STRATEGIC
PLAN
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee and the
Finance, Administration, and Communications Committee, met on February
14 and 15, 2023, respectively, to review this item. The Committee supports
presentation to the full Board.
NOTE:
The “Committee Action” is written in anticipation of the Committee moving
the item forward for Board approval. This report will be sent to the
Board as a committee approved item or modified to reflect any discussion
or changes as directed by the committee prior to presentation to the full
Board.
OTAY WATER DISTRICT
STRATEGIC PLAN
FY2023 Mid-Year Report
2023
2026
ATTACHMENT B
BALANCED SCORECARD
2
Focuses on the financial
performance of the District
FINANCIAL
Focuses on the District’s culture
and development of staff to
ensure there is a productive and
skilled workforce in place
LEARNING AND
GROWTH
Focuses on customer service
levels, satisfaction, brand,
and confidence
CUSTOMER
Focuses on business processes
designed to deliver and improve
customer objectives and
services
INTERNAL
BUSINESS PROCESS
90%
Total 35
ON SCHEDULE
COMPLETED BEHIND SCHEDULE ON HOLD
OBJECTIVES
TR
E
N
D
S
MID-YEAR
FY 2023
18 Objectives
18/18 = 100%
Overall Target
94%
88%
93%95%94%
82%86%
98%
50%
60%
70%
80%
90%
100%
FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22
Year-End
Target
3
Active 18
Not Started 17
Enhance and build public awareness of the
District’s priorities, initiatives, programs, and
services
Collect and analyze customer feedback on District
operations, projects, programs, service experience,
and expectations
Advance the District's web and social media presence
Enhance internal communications, tools, and
technology to disseminate information to District staff
effectively
Enhance education, outreach, and communication
tools to the public on the understanding of water
supply constraints and rates and how they
affect/support a reliable water supply
4
CUSTOMER
On Schedule Not Started
Maintain a long-range financing plan that sets forth the
long-term funding needs of the District
Evaluate grant funding opportunities
Evaluate banking functions for lower cost and process
efficiencies
Evaluate the District’s cash reserve policies to consider optimal
uses and levels of reserves, to ensure financial resiliency
Conduct an evaluation of a health savings investment account
program for an optional post-employment benefit
Conduct a compensation study to evaluate labor industry
conditions and the District’s competitiveness
Invest in technology infrastructure to enhance customer
engagement and satisfaction
Deploy Advanced Metering Infrastructure (AMI) technology in
service areas to improve the District operations
Evaluate Interactive Voice Response (IVR)/Online customer
portal for water use management and assistance
5
Deanna Vaughn
Accountant
FINANCIAL
Completed On Schedule Not Started
Leverage the use of renewable and clean energy resources and
reduce the use of hazardous chemicals
Evaluate and implement energy-efficient systems
Evaluate and implement alternative energy opportunities
Advance Clean Fleet Regulations District Implementation Program of Zero or
near Zero Emissions Vehicles
Reduce the District’s chemical footprint by substituting hazardous chemicals
for similar, less hazardous chemicals
Implement technologies to improve response time, security, and
operational effectiveness
Conversion of the District’s enterprise Geographic Information System
(GIS/Esri) from a Geometric Network to a Utility Network Model
Conduct needs assessment/replacement of District's financial management
system
Maintain and regularly evaluate internal financial controls
Leverage Cityworks to further develop job task process standardization and
work order cost modeling
Develop appropriate water resource mix to meet the water
reliability needs of the community
Use the Water Facilities Water Management Plan/Urban Water Management
Plan to analyze future needs and prescribe approaches to meeting future
requirements
Evaluate City of San Diego’s recycled water purchase
Develop the District’s long-term water supply strategies and planning efforts
with regional partnerships
6
INTERNAL BUSINESS
PROCESS
On Schedule Not Started
Don Bienvenue
Sr. Engineering Technician
Respond to anticipated water shortages through rate
structure modification, conservation assistance, and
outreach
Monitor and modify the Water Shortage Contingency Plan, as
needed
Identify, evaluate, and implement new opportunities for recycled
water, including potential for potable reuse
Advancement of District's Asset Management Program
Formalization of Standard Operating Procedures (SOP) and
Planned Job Observations (PJO)
Develop long-term strategic operations and maintenance program
(Total Asset Management)
Collect and maintain accurate asset records, including criticality,
maintenance history, asset condition, and performance for
continuous improvement
Cloud migration of the District’s enterprise Geographic Information
System (GIS/Esri) and the associated Asset Management and Field
Applications
Cyber and Physical Security
Advance the use of the District's Supervisory Control and Data
Acquisition (SCADA) system to further enhance the security and
reliability of the distribution system and optimize administration
Evaluate new disaster recovery solutions and advance the District's
enterprise business continuity program
7On Schedule Not Started
Kyle Hernon
Meter Maintenance Worker II
INTERNAL BUSINESS
PROCESS
Coordinate workforce planning activities to
determine future needs, identify gaps, and
implement actions to close the gaps
Maximize opportunities to develop employees through
training and mentoring
Evaluate the implementation of learning and
development programs in coordination with partner
agencies
Analyze and identify workforce trends to address
critical gaps between the current workforce and future
needs
Improve Organization Effectiveness
Negotiate successor Memorandum of Understanding
(MOU) with the employee association and
unrepresented employees to focus on recruitment and
retention
Implement a cross-functional innovation committee to
advance the District’s culture of collaboration and
process improvement among departments
8Emilyn Zuniga
Safety & Security Specialist
LEARNING AND
GROWTH
Not Started
KEY PERFORMANCE INDICATORS
TR
E
N
D
S
MID-YEAR
FY 2023
Overall Target 75%
Total 34
Reported Quarterly 23
Reported Annually 10
83%
90%88%
95%
83%
90%90%88%
50%
60%
70%
80%
90%
100%
FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22
Year-End
Target
20 KPIs
20/25 = 80%
ON TARGET NOT ON TARGET
5 KPIs
5/25 = 20%
Reported Biennial to
Triennial 1
10
Phil Kussler
Water Systems Operator II
1.49 0.96
0123456789101112131415161718192021222324252627
Q1 Q2 Q3 Q4
Result
Target
75th Percentile
Median
25th Percentile
TECHNICAL QUALITY COMPLAINT
(AWWA | Customer Relations)
TARGET
No more than 4.6 complaints per 1,000 customer accounts annually
CALCULATION
Number of technical quality complaints per year/Number of active accounts per reporting
period
AWWA BENCHMARK
Average of 75th Percentile, 2.6, and Median, 6.6, for population served between 100,001 –
500,000 (Combined Utilities)
POTABLE WATER COMPLIANCE RATE
(AWWA | Water Operations)
TARGET
100% of all health-related drinking water standards per quarter and annually
CALCULATION
Number of days the primary health regulations are met/Number of days in the reporting period
AWWA BENCHMARK
100% -75th Percentile for population served between 100,001 –500,000 (Water)11
100%
(FY 23 Q1 & Q2 Result)
Mitch Plum
Laboratory Analyst
98.63%98.78%
95%
96%
97%
98%
99%
100%
Q1 Q2 Q3 Q4
Result
Target
ANSWER RATE
TARGET
97% average answer rate per quarter and annually
CALCULATION
Number of calls answered/Total number of calls
12
Eugenio Andreu Jr.
Customer Service Rep II
99.99%99.99%
95%
96%
97%
98%
99%
100%
101%
Q1 Q2 Q3 Q4
Result
Target
BILLING ACCURACY
TARGET
99.8% billing accuracy per quarter and annually
CALCULATION
Number of correct bills/Number of bills issued during the reporting period
-0.3%-0.3%
-5%
-3%
-1%
1%
3%
5%
7%
Q1 Q2 Q3 Q4
Result
Target
CONSTRUCTION CHANGE
ORDER INCIDENCE
TARGET
No more than 5% per quarter and annually
CALCULATION
Cost of Change Orders (not including allowances)/Original construction contract
amount (not including allowances)13
12%
40%
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Q1 Q2 Q3 Q4
Result
Target
CIP PROJECT EXPENDITURES
VS. BUDGET
TARGET
95% of budget annually
CALCULATION
Actual Expenditures/Annual Budget
5
0
2
4
6
8
10
12
14
16
18
20
22
24
26
28
Q1
Result
Target
SEWER RATE RANKING
5
0
2
4
6
8
10
12
14
16
18
20
22
Q1
Result
Target
WATER RATE RANKING
TARGET
Bottom 50th percentile for the 22 member agencies in San Diego
CALCULATION
Ranking for the average monthly water bill among CWA member agencies
TARGET
Bottom 50th percentile for the 28 sewer service providers in San Diego
CALCULATION
Ranking for the average monthly bill among sewer service providers in San Diego
County 14
3.3%
3.6%
0%
1%
2%
3%
4%
5%
6%
7%
Q1 Q2 Q3 Q4
Result
Target
DISTRIBUTION SYSTEM LOSS
TARGET
Less than 5% of unaccounted water annually
CALCULATION
Volume purchased from CWA, City of San Diego customers + volume used by
District/Volume purchased from CWA, City of San Diego, and RWCTP production
15
80%
76%
50%
55%
60%
65%
70%
75%
80%
85%
90%
95%
100%
Q1 Q2 Q3 Q4
Result
Target
PLANNED POTABLE WATER
MAINTENANCE RATIO IN $
TARGET
70% of all labor costs spent on preventative maintenance per quarter and annually
CALCULATION
Total Planned Maintenance Cost/Total Maintenance Cost
93%
75%
50%
55%
60%
65%
70%
75%
80%
85%
90%
95%
100%
Q1 Q2 Q3 Q4
Result
Target
PLANNED RECYCLED WATER
MAINTENANCE RATIO IN $
TARGET
70% of all labor costs spent on preventative maintenance per quarter and annually
CALCULATION
Total Planned Maintenance Cost/Total Maintenance Cost
16
98%97%
50%
55%
60%
65%
70%
75%
80%
85%
90%
95%
100%
Q1 Q2 Q3 Q4
Result
Target
PLANNED WASTEWATER
MAINTENANCE RATIO IN $
TARGET
80% of all labor costs spent on preventative maintenance per quarter and annually
CALCULATION
Total Planned Maintenance Cost/Total Maintenance Cost
$805.95 $787.42
$500
$700
$900
$1,100
$1,300
$1,500
$1,700
$1,900
Q1 Q2 Q3 Q4
Result
Target
DIRECT COST OF TREATMENT PER MGD
TARGET
No more than $1315 per MGD spent on wastewater treatment annually
CALCULATION
Total O&M costs directly attributable to sewer treatment/Total volume in MG for
one quarter
17
Rob Leigh
Lead Reclamation Plant Operator
18Marco Ramirez
Sr. Utility Worker/Equipment Operator
1.14
00
1
2
3
4
5
6
7
8
9
10
Q1 Q2 Q3 Q4
Result
Target
75th Percentile
Median
25th Percentile
SEWER OVERFLOW RATE
TARGET
0 overflows annually
CALCULATION
100 (Number of sewer overflows during the reporting period)/Total miles of pipe in the
sewage collection system
AWWA BENCHMARK
0 –75th Percentile for population served between 0-50,000
AWWA –Wastewater Operations)
26%
32%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Q1 Q2 Q3 Q4
Result
Target
EASEMENT EVALUATION
AND FIELD INSPECTION
TARGET
100% assigned easements, evaluated via desktop tools, and inspected annually
(100 easements are assigned for FY23)
CALCULATION
Number of easements evaluated and inspected/Total easements assigned for the period
19
1117 1081
0
200
400
600
800
1000
1200
1400
1600
1800
2000
Q1 Q2 Q3 Q4
Result
Target
SYSTEM VALVE
EXERCISING PROGRAM
TARGET
20% of District valves exercised annually to accomplish 100% every five years
(4092 valves annually)
CALCULATION
Total number of valves exercised per year
0 0.130
2
4
6
8
10
12
14
16
18
20
Q1 Q2 Q3 Q4
Result
Target
75th Percentile
Median
25th Percentile
POTABLE WATER DISTRIBUTION
SYSTEM INTEGRITY (LEAKS)
(AWWA –Water Operations)
TARGET
No more than 2.5 leaks per 100 miles of distribution piping annually
CALCULATION
100 (Number of leaks)/Total miles of distribution piping
AWWA BENCHMARK
2.5 –75th percentile for population served between 100,001-500,000 20
0.14 0.270
2
4
6
8
10
12
14
16
Q1 Q2 Q3 Q4
Result
Target
75th Percentile
Median
25th Percentile
POTABLE WATER DISTRIBUTION
SYSTEM INTEGRITY (BREAKS)
(AWWA –Water Operations)
TARGET
No more than 3 breaks per 100 miles of distribution piping annually
CALCULATION
100 (Number of breaks)/Total miles of distribution piping
AWWA BENCHMARK
3 –75th percentile for population served between 100,001-500,000
0 00
0.5
1
1.5
2
2.5
3
Q1 Q2 Q3 Q4
Result
Target
RECYCLED WATER SYSTEM
INTEGRITY (LEAKS)
TARGET
No more than 2.5 leaks per 100 miles of recycled distribution system annually
CALCULATION
100 (Number of leaks)/Total miles of recycled distribution system
21
0 00
0.5
1
1.5
2
2.5
3
Q1 Q2 Q3 Q4
Result
Target
RECYCLED WATER SYSTEM
INTEGRITY (BREAKS)
TARGET
No more than 3 breaks per 100 miles of recycled distribution system annually
CALCULATION
100 (Number of breaks)/Total miles of recycled distribution system
243
127
100
150
200
250
300
350
Q1 Q2 Q3 Q4
Result
Target
HYDRANT MAINTENANCE
PROGRAM
TARGET
20% of District fire hydrants maintained annually to accomplish 100% every 5 years
(1220 fire hydrants annually)
CALCULATION
Total number of fire hydrants maintained 22
100%
99%
95%
96%
97%
98%
99%
100%
101%
Q1 Q2 Q3 Q4
Result
Target
MARK-OUT ACCURACY
TARGET
100% mark-out accuracy per quarter and annually
CALCULATION
Number of mark-outs performed without an at-fault hit, which is damage to a District
facility that results from a missing or erroneous mark-out/Total number of mark-outs
1.42%1.44%
0%
1%
2%
3%
4%
5%
Q1 Q2 Q3 Q4
Result
Target
EMPLOYEE VOLUNTARY TURNOVER RATE
TARGET
Less than 5% turnover annually
CALCULATION
Number of voluntary terminations (not including retirements)/Average number of
employees
23Vu Tran
Permit Technician 23
4.05 3.61
0
5
10
15
20
25
30
35
40
Q1 Q2 Q3 Q4
Result
Target
75th Percentile
Median
25th Percentile
TRAINING HOURS PER EMPLOYEE
(AWWA –Organizational Development)
8.83
12.55
0
10
20
30
40
50
60
70
80
90
100
Q1 Q2 Q3 Q4
Result
Target
SAFETY TRAINING PROGRAM
TARGET
24 hours per field employee annually
CALCULATION
Total qualified safety training hours for field employees/Average number of field
employees
24
TARGET
15.6 hours per employee annually
CALCULATION
Total qualified training hours for all employees/Average number of FTEs
AWWA BENCHMARK
15.6 –Median for combined utilities
https://otaywater.gov/about-otay/news-and-documents/strategic-plan/
QUESTIONS?
FY23 –FY26 Strategic Plan