HomeMy WebLinkAbout03-17-16 FA&C Committee Packet 1
OTAY WATER DISTRICT
FINANCE, ADMINISTRATION AND COMMUNICATIONS
COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
BOARDROOM
THURSDAY
March 17, 2016
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 BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU-
RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
DISCUSSION ITEMS
3. APPROVE AN AMENDMENT TO SECTION 7.2.8, BOARD AUTHORIZED
PURCHASES EXCEEDING THE GENERAL MANAGER’S AUTHORITY, OF THE
DISTRICT’S PURCHASING MANUAL TO CODIFY CURRENT PRACTICES AND TO
STREAMLINE THE PROCUREMENT OF ANNUAL SERVICE AND MAINTENANCE
AGREEMENTS FOR BOARD ADOPTED TECHNOLOGIES, INFRASTRUCTURE
AND SERVICES (PAYNE) [5 minutes]
4. APPROVE A NEW FIVE-YEAR SEWER BILLING SERVICES AGREEMENT WITH
THE CITY OF CHULA VISTA WITH FIVE ADDITIONAL ONE-YEAR OPTIONAL
TERMS (BELL) [5 minutes]
5. FISCAL YEAR (FY) 2016 MID-YEAR REPORT FOR THE DISTRICT’S FY2015-2018
STRATEGIC PLAN (SEGURA) [10 minutes]
6. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Jose Lopez, Chair
Mitch Thompson
2
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 all attachments are also available through the District Secretary by contacting
her at (619) 670-2280.
If you have any disability which would require accommodation in order to enable you to par-
ticipate in this meeting, please call the District Secretary at 670-2280 at least 24 hours prior
to the meeting.
Certification of Posting
I certify that on March 11, 2016 I posted a copy of the foregoing agenda near the regu-
lar 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 March 11, 2016.
______/s/_ Susan Cruz, District Secretary _____
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: April 6, 2016
PROJECT: Various DIV. NO. ALL
SUBMITTED BY: Kent Payne, Purchasing and Facilities Manager
APPROVED BY:
Adolfo Segura, Chief, Administrative Services
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: AMEND THE DISTRICT’S PURCHASING MANUAL TO IDENTIFY ADDITIONAL
GOODS AND SERVICES THAT THE GENERAL MANAGER OR HIS/HER DESIGNEE
IS AUTHORIZED TO PURCHASE OVER AND ABOVE HIS/HER DELEGATED
PURCHASING AUTHORITY
GENERAL MANAGER’S RECOMMENDATION:
That the Board approve an amendment to the District’s Purchasing Manual
Section 7.2.8, “Board Authorized Purchases Exceeding the General
Manager’s Authority”, as identified in “Attachment B” in order to codify
current practices and to streamline the procurement of annual service
and maintenance agreements for Board adopted technologies,
infrastructure and services.
COMMITTEE ACTION:
See “Attachment A”.
PURPOSE:
To request that the Board amend the District’s Purchasing Manual as
presented in “Attachment B” in order to codify current practices and to
streamline the procurement of annual service and maintenance agreements
for Board adopted technologies, infrastructure and services.
2
ANALYSIS:
The Board of Directors establishes the operational guidelines and
procedures with respect to purchasing materials, equipment, and
services necessary to conduct the District’s business including items
that the General Manager (GM) or his/her Designee is authorized to
purchase and which exceed the GM’s delegated purchasing authority.
These procedures are defined and published in the District’s Purchasing
Manual.
As a normal course of business, the manual is reviewed periodically and
changes are recommended that are intended to improve the operation of
the District.
Board Authorized Purchases Exceeding the General Manager’s Authority:
Sections 7.2.8 identifies a list of goods and services essential to the
operation of the District and authorizes the GM to purchase these goods
and services above the GM’s purchasing authority. Currently these items
include utilities, water, temporary labor, fuel, chemicals and gases.
Codify Current Practices
Sewage Transportation and Processing – The District budgets over one
million dollars annually for the transportation and treatment of sewage
by and to the County and City of San Diego. Given that there are
currently no alternatives for procuring these services, staff
recommends that “Sewage Transportation and Processing” be added to the
list in Section 7.2.8, Subsection “a”.
Board Adopted Technologies and Infrastructure
Water Meters – Water meters generate revenue for the business end of
the District’s services and are critical to the financial health of the
District, as it meets its obligations to the community it serves. In
2005, the Board adopted Master Meter’s proprietary automated meter
reading technology along with its registers and meters smaller than
three inches. While the cost of a single meter does not exceed the GM’s
authority, discounted bulk Master Meter and multiple large (3 inches
and above) meter purchases can and do exceed the GM’s authority. Staff,
therefore, recommends that “Water Meters” be added to the list in
Section 7.2.8, subsection “a”.
Service and Maintenance Agreements – The Board has adopted various
technologies and infrastructure including a Tyler ERP system, ESRI’s
GIS technologies, Cityworks asset management, and other enterprise
systems and services all of which have limited, territorial, and/or
3
proprietary service and maintenance options. In that these expenditures
are included in the annual Board approved budget, staff recommends that
“Service and maintenance for Board adopted technologies and
infrastructure” as identified in “Attachment B” be appended to the list
in Section 7.2.8, subsection “a”.
Board Adopted Employee Benefits
Medical Service Benefits – The District provides medical benefits to
its employees. These benefits are generally defined and established
through the negotiated collective bargaining agreement or by
direction of the Board. In 2007, the District conducted an extensive
review of several medical plans and through Board approval
implemented employee medical through the pooled Special District Risk
Management Authority (SDRMA), one of the largest health programs for
Public Agencies. The plan at the time, was that by joining a pooled
medical program, the District would be able to stabilize and contain
the District’s medical rates over the long run, and thereby maintain
membership for an extensive period of time. The rates have been cost
effective and have been compared to medical trend increases as well
as the CalPERS Medical pooled plan and the rates have been managed
very well by SDRMA administered in conjuction with the California
State Association of Counties (CSAC), as identified in “Attachment B”
be appended to the list in Section 7.2.8, subsection “a”.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
None.
STRATEGIC GOAL:
This action supports the District’s goal to ensure financial health
through formalized policies, prudent investing, and efficient
operations.
LEGAL IMPACT:
None.
Attachments: Attachment A – Committee Action Report
Attachment B – Proposed Additions to Section 7.2.8
ATTACHMENT A
SUBJECT/PROJECT:
AMEND THE DISTRICT’S PURCHASING MANUAL TO IDENTIFY
ADDITIONAL GOODS AND SERVICES THAT THE GENERAL MANAGER OR
HIS/HER DESIGNEE IS AUTHORIZED TO PURCHASE OVER AND ABOVE
HIS/HER DELEGATED PURCHASING AUTHORITY
COMMITTEE ACTION:
The Finance, Administration, and Communications Committee reviewed
this item at a meeting held on March 17, 2016. The Committee
supports presentation to the full Board for their consideration.
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 from the Committee
prior to presentation to the full Board.
ATTACHMENT B
SUBJECT/PROJECT:
AMEND THE DISTRICT’S PURCHASING MANUAL TO IDENTIFY
ADDITIONAL GOODS AND SERVICES THAT THE GENERAL MANAGER OR
HIS/HER DESIGNEE IS AUTHORIZED TO PURCHASE OVER AND ABOVE
HIS/HER DELEGATED PURCHASING AUTHORITY
CURRENT LANGUAGE:
7.2.8 Board Authorized Purchases Exceeding the General Manager’s Authority:
a. The General Manager or his/her Designee is authorized to exceed his/her delegated
purchasing authority and purchase the following goods and services without regard to
limits on the amount of delegated authority under Section 2 of the Code of Ordinance:
1. Gas and electric utility for the operation of the District
2. Water
3. Temporary labor services
4. Chemicals and gasses for the treatment of potable and recycled water
5. Fuel, gasoline and diesel
RECOMMENDED ADDITIONS:
7.2.8 Board Authorized Purchases Exceeding the General Manager’s Authority:
a. The General Manager or his/her Designee is authorized to exceed his/her delegated
purchasing authority and purchase the following goods and services without regard to
limits on the amount of delegated authority under Section 2 of the Code of Ordinance:
1. Gas and electric utility for the operation of the District
2. Water
3. Temporary labor services
4. Chemicals and gasses for the treatment of potable and recycled water
5. Fuel, gasoline and diesel
6. Sewage Transportation and Processing
7. Water Meters
8. Service and maintenance of the District’s Board adopted sole source Enterprise
Resource Planning (ERP) System, Tyler Eden
9. Service and maintenance of the District’s Board adopted sole source Geographic
Information System, Environmental Systems Research Institute (ESRI)/GIS
10. Medical Service Benefits provided by Special District Risk Management Authority
(SDRMA).
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: April 6, 2016
SUBMITTED BY:
Rita Bell
Finance Manager
PROJECT: DIV. NO. All
APPROVED BY:
Joseph R. Beachem, Chief Financial Officer
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: A New Five-year Sewer Billing Services Agreement with the City of Chula Vista with Five Additional One-year Optional Terms
GENERAL MANAGER’S RECOMMENDATION:
That the Board authorize the General Manager to enter into a new five-year sewer billing services agreement with the City of Chula Vista with five additional one-year optional terms.
COMMITTEE ACTION:
See Attachment A.
PURPOSE:
To enter into a new sewer billing services agreement with the City of Chula Vista.
ANALYSIS:
Since May of 1981 the District has agreed to collect sewer service charges from all of its water customers who receive sewer service
from the City of Chula Vista (City). Over time, several agreements between the City and the District have been in place for sewer billing services.
Beginning with the December of 1995 agreement, the City and the
District added numerous obligations that emphasized cooperation and planning between the two agencies. The term of the agreement was 20 years. The City and District have chosen to let the old agreement
expire on June 30, 2016, as many of the outstanding issues such as
growth and development have since been resolved. The proposed agreement, if approved by the Board, is for the only remaining
ongoing issue which is sewer service billing. The billing rate in the 1995 agreement was $0.50 per bill. In November of 2004, the City and the District agreed, due to cost increases in providing this service that the billing rate would
increase to $1.03. The billing rate was further increased from $1.03 to $1.05 in November of 2015, reflecting the increase in the December 2014 San Diego Consumer Price Index (CPI). The proposed agreement defines the sewer billing services to be
provided with a term of five years with five additional one-year extensions. This agreement also proposes that the billing rate of
$1.05 be automatically increased or decreased each July 1st, based on changes in the prior December’s San Diego CPI.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The annual revenue for sewer billing services will be approximately
$383,000.
STRATEGIC GOAL: The District ensures its continued financial health through long-term
financial planning.
LEGAL IMPACT:
None.
Attachments: Attachment A - Committee Action Attachment B – Chula Vista Sewer Billing Agreement Exhibit 1 – Sample Data
ATTACHMENT A
SUBJECT/PROJECT:
A New Five-year Sewer Billing Services Agreement with the
City of Chula Vista with Five Additional One-year Optional Terms
COMMITTEE ACTION:
The Finance, Administration, and Communications Committee recommend that the Board authorize the General Manager to enter into a new five-year sewer billing services agreement with the City of Chula Vista
with five additional one-year optional terms.
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 from the committee prior to presentation to the full board.
Stutz Law San Diego/4344/2/K/S0280672.DOCX
AGREEMENT TO PROVIDE CUSTOMER WATER CONSUMPTION DATA AND
SEWER BILLING SERVICES
This agreement (“Agreement”) is made and entered into as of , 2016 by and between
Otay Water District, a Municipal Water District organized and existing pursuant to Water Code Section
71000 et seq, (hereinafter referred to as “Otay”) and the City of Chula Vista, a municipal chartered
corporation (“City”). Otay and the City are collectively referred to herein as the “Parties.”
WHEREAS, the City provides sewer collection services to property located within its jurisdictional
boundaries; and
WHEREAS, the rates for the City’s sewer service fees are structured, in part, on the basis of a customer’s
metered water use and certain assumptions regarding the volume of water returned to the sewer system;
and
WHEREAS, Otay provides water service to properties located within Otay’s jurisdictional boundaries; and
WHEREAS, the City has requested that Otay provide water consumption data for all properties served by
Otay within the jurisdictional boundaries of City and that Otay prepare the calculation of customers’ sewer
service fees (based on a formula provided by the City) in order for the City to receive the sewer service fees
for its sewer customers; and
WHEREAS, the City has requested that Otay provide billing and collection services for all properties
served by Otay within the jurisdictional boundaries of City (“City Sewer Customers”) in order for the City
to receive the sewer service fees for its sewer customers; and
NOW, THEREFORE, the Parties hereto agree as follows:
1. Services.
1.1. On an annual basis Otay will provide water consumption data for all properties served by Otay
within the jurisdictional boundaries of the City (“Water Consumption Data File”) using the
mutually agreed upon standard data file format. (A sample of the data file format is attached as
Exhibit 1)
1.1.1. The Water Consumption Data File will contain data for the period November through April,
and will calculate the lowest two consecutive months.
1.1.2. Otay will provide the Water Consumption Data File in an accurate manner and within one
month of receipt of the last City Sewer Customer’s meter reading for the month of April,
using reasonable, industry-standard methods and process.
1.2. On a monthly basis Otay will perform the services of billing and collection sewer fees for the City.
1.2.1. The City will provide to Otay, no later than June 1st of each year, the rates and formulas to
be used by Otay to calculate the fees to be billed to City Sewer Customers.
Attachment B
Stutz Law San Diego/4344/2/K/S0280672.DOCX
1.2.2. Otay will calculate the fees to be charged to City Sewer Customers utilizing the fee rates and
formulas provided by the City (“Sewer Fees”). Otay does not warranty the accuracy of the
data or formulas provided by the City.
1.2.3. Otay will include Sewer Fees in City Sewer Customer’s water bills each month.
1.2.4. The City shall be responsible for notifying Otay of any new customers or changes to customer
profiles, such as sewer strength for commercial customers. Every two months, Otay will remit
to the City billed sewer fees with the payment being due the last Monday of the month
subsequent to the two months of billing (ex. Sewer fees billed in July and August will be
remitted by the last Monday in September).
1.3. The City agrees that the water consumption data provided by Otay and the Sewer Fees are
confidential and may only be used for activities related to billing for sewer services or if required
by statute or government regulation. The water consumption data and Sewer Fees provided by
Otay must not be used for any other purposes.
1.4. Otay does not warranty the accuracy of the water consumption data or the calculation of the Sewer
Fee based on the formula provided by the City.
2. Term.
The term of this Agreement shall be from the date first stated above, and will continue in effect
until June 30, 2021. The Agreement may be extended by mutual agreement for five additional one-
year terms with an amendment to the Agreement to be executed by June 30th of the preceding fiscal
year.
3. Payment.
3.1 Otay shall deduct a per-account charge (“Service Fee”) from each remittance of collected
Sewer Fees it makes to the City. The Service Fee will be based on the number of accounts
for which Otay provides water consumption data and billing services to the City. The
Service Fee represents Otay’s costs to provide water consumption data to the City and to
perform billing and collection services for Sewer Fees for the City. The initial Service Fee
shall be $1.05 per account per month.
3.2 The Service Fee shall be adjusted from a starting figure of $1.05 per account in December
2015 dollars, each year thereafter on July 1 of each year, in accordance with any increase
or decrease in the San Diego Consumer Price Index. Any change shall be memorialized
by Otay sending a letter to the City which will include an updated cost per account. Said
letters shall be incorporated herein by reference and become part of this Agreement.
4. Uncollectible Accounts.
The City shall be solely responsible for risk of loss associated with uncollectible accounts, up to
the total amount of Sewer Fees billed. Otay shall apply payments to water accounts first.
Stutz Law San Diego/4344/2/K/S0280672.DOCX
5. Termination.
Either party may terminate this Agreement with ninety (90) days written notice. In the event of
termination of this Agreement, payment to Otay will be made for the above-referenced fees and
costs for the current fiscal year to the date of termination. Notice of termination shall be provided
in accordance with the provisions of Section 9 below.
6. Indemnification.
6.1 Each Party shall be responsible for the willful misconduct and negligent acts or omissions
of its officers, directors, agents, employees, and subcontractors. Each Party shall
indemnify, hold harmless, and defend the other from and against all claims, demands, and
liabilities for bodily injury, property damage, or other damages caused by the willful or
negligent act or omission of the indemnifying party or its officer, directors, agents,
employees or subcontractors.
6.2 The City hereby indemnifies, holds harmless and defends Otay and Otay’s officers,
directors, agents, employees, and subcontractors from and against all claims, demands, and
liabilities for bodily injury, property damage, or other damages arising out of the City’s
business decisions relating to, or use of, the water consumption data provided by Otay.
7. Integration.
This Agreement, including any and all exhibits to it, represent the entire understanding of both
Parties as to those matters contained in it, and supersedes and cancels any prior oral or written
understandings, promises or representations with respect to those matters covered in it. This
Agreement may not be modified or altered except in writing signed by both Parties, except as
provided for herein related to notice of increase of the Service Fee as provided for in Paragraph 3
above.
8. Laws, Venue, and Attorneys’ Fees.
This Agreement shall be interpreted in accordance with the laws of the State of California. The
Parties agree that if any dispute shall arise in relation to this Agreement, they will attempt to resolve
such dispute informally, in good faith. If such good faith informal resolution does not resolve the
issue, the Parties agree that the matter will be directed to the General Manager/City Manager of
each Party for another good faith attempt at resolution. If that attempt does not resolve the issue,
the Parties agree to mediation under the rules of the American Arbitration Association or any other
neutral organization agreed upon before having recourse in a court of law. Any agreements
resulting from mediation shall be documented in writing by all Parties. All mediation results shall
be “non-binding” and inadmissible for any purpose in any legal proceeding, unless all Parties
otherwise agree in writing. If mediation is not successful, and an action is brought to interpret or
enforce any term of this Agreement, the action shall be brought in a state or federal court situated
in the County of San Diego, State of California.
Stutz Law San Diego/4344/2/K/S0280672.DOCX
9. Notice.
Termination notice, proposed amendments to this Agreement, or any other notices required herein
will be delivered by United States Post Office, certified mail, and addressed to:
Otay Water District
Kevin Koeppen
2554 Sweetwater Springs Blvd.
Spring Valley, CA 91978-2004
kevin.koeppen@otaywater.gov
City of Chula Vista
Roberto Yano
276 Fourth Avenue
Chula Vista, CA 91910
ryano@chulavistaca.gov
Any notice or instrument required to be given or delivered by this Agreement may be given or
delivered by regular or electronic mail addressed to the designated representative.
10. Severability.
In the event any one of the provisions of this Agreement shall for any reason be held invalid, illegal
or unenforceable, the remaining provisions of this Agreement shall be unimpaired, and the invalid,
illegal or unenforceable provision(s) shall be replaced by a mutually acceptable provision, which
being valid, legal and enforceable, comes closest to the intention of the parties underlying the
invalid, illegal or unenforceable provision.
11. Assignment.
In no event shall this Agreement be assigned by either Party without first obtaining the prior written
consent of the other Party.
12. Waiver.
No covenant, term or condition of this Agreement shall be deemed to be waived by any party hereto
unless such waiver is in writing and executed by the party making the waiver. No waiver of any
breach of any of the terms, covenants, or conditions of this Agreement shall be construed or held
to be a waiver of any succeeding or preceding breach of the same or any other term, covenant or
condition contained herein.
13. Execution of Agreement.
This Agreement shall not be deemed to have been accepted and shall not be binding upon either
Party until duly authorized officers of both parties have executed it. This Agreement, including
any and all exhibits to it, represents the entire understanding of both Parties as to those matters
contained in it, and supersedes and cancels any prior oral or written understandings, promises or
representations with respect to those matters covered in it. This Agreement may not be modified
or altered except in writing, signed by both Parties.
Stutz Law San Diego/4344/2/K/S0280672.DOCX
IN WITNESS WHEREOF, the Parties hereto have executed this agreement as of the date first written
above.
Otay Water District City of Chula Vista
Approved:
By: By:
Mark Watton, General Manager Mary Casillas-Salas, Mayor
Attest:
Susan Cruz, Board Secretary Donna Norris, City Clerk
Approved as to form:
General Counsel
Otay Water District
Glen R. Googins, City Attorney
City of Chula Vista
Exhibit 1
201,164.2530,480 30,309 361,171.00 1,622,600.70 1,421,436.45 2,193.50
1,145.50 178,636.30
TOTALS Accounts
Billed
Service
Locations
Water
Used
Sewer
Charged
Base
Charged
Service
Units
Fixed Svc
Charge
swcv75 29,262 29,094 264,947.00 1,212,821.52 1,034,185.22
70.00 780.80
swcv15 1 1 7.00 32.37 26.27 0.00 6.10
swcv10 128 128 2,294.00 7,283.81 6,503.01
1.00 6.10
scvr75 143 143 1,092.00 3,825.49 2,953.19 38.00 872.30
scvr10 1 1 5.00 22.66 16.56
1.00 238.92
scvm75 7 7 71.00 430.71 388.01 4.00 42.70
scvm30 4 4 1,014.00 5,499.65 5,260.73
11.00 150.00
scvm20 13 13 2,221.00 11,867.18 11,452.22 7.00 414.96
scvm15 15 15 2,194.00 11,580.68 11,430.68
59.00 396.50
scvm10 14 14 311.00 1,831.75 1,690.77 11.00 140.98
scvl75 65 64 474.00 2,384.18 1,987.68
4.00 298.65
scvl60 1 1 8.00 461.02 361.53 1.00 99.49
scvl40 5 5 631.00 3,166.48 2,867.83
91.00 3,511.20
scvl30 7 7 1,931.00 8,468.79 8,050.68 6.00 418.11
scvl20 110 110 8,686.00 36,877.87 33,366.67
60.00 644.48
scvl15 64 64 3,401.00 14,398.21 13,118.21 57.00 1,280.00
scvl10 64 64 1,256.00 5,738.28 5,093.80
0.00 59.73
scvh75 3 3 50.00 430.29 411.99 2.00 18.30
scvh30 1 1 11.00 180.62 120.89
14.00 340.00
scvh20 18 17 2,601.00 21,664.14 21,089.58 14.00 574.56
scvh15 17 17 1,007.00 8,595.86 8,255.86
2.00 377.58
scvh10 9 9 210.00 1,844.65 1,754.02 8.00 90.63
scmr80 2 2 844.00 3,796.26 3,418.68
5.00 497.30
scmr75 14 14 165.00 668.53 583.13 14.00 85.40
scmr60 5 5 3,982.00 14,075.85 13,578.55
14.00 1,254.33
scmr40 49 49 32,277.00 131,128.95 128,202.18 38.00 2,926.77
scmr30 21 21 6,456.00 26,808.42 25,554.09
124.00 1,250.00
scmr20 119 119 12,966.00 47,077.63 43,279.15 114.00 3,798.48
scmr15 125 125 5,892.00 22,787.16 21,537.16
Service
Units
Fixed
Charge
scmr10 194 194 4,167.00 16,851.69 14,898.11 278.00 1,953.58
ChulaVistaSewerMthSum Chula Vista Sewer Summary Report For Month Of 12/2015
Otay Water District01/21/2016 15:12
Fee
Code
Account
s
Bill d
Service
Locations
Water
Used
Sewer
Charged
Base
Charge
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: April 6, 2016
PROJECT: DIV. NO.: ALL
SUBMITTED BY: Adolfo Segura, Chief, Administrative Services
APPROVED BY:
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: FY16 MID-YEAR REPORT FOR THE DISTRICT’S FY15-18 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 status report on the District’s Fiscal Year (FY)
15-18 Strategic Performance Plan for FY16.
ANALYSIS:
Summary
The current Otay Water District Strategic Plan is a four-year plan
covering FY15 through the end of FY18. This report details the results
from the first half of the second year of our four-year plan.
Strategic Plan Objectives – Target 90%
Strategic Plan objectives are designed to ensure the District is making
the appropriate high-level changes necessary to guide the agency’s
efforts to meet new challenges and positively adapt to change.
Objective results for FY16 mid-year are slightly below target at 87%,
with 26 of 30 items complete, ahead, or on schedule. Year-end results
for FY15 were 94%. Two objectives are not scheduled to begin until FY17.
26/30 or 87% of Strategic Objectives Meet or Exceed Expectations
Following are objectives reported to be behind schedule. These projects
have identified appropriate corrective actions for the final two
quarters of FY16.
Performance Measures – Target 75%
Performance measures are designed to track the District’s day-to-day
performance. These items measure the effectiveness and efficiency of
daily operations. The goal for performance measures is to achieve an
overall result of at least 75% “on target”. FY16 year-to-date results
remain above target with 41 of 42 (98%) items achieving the desired
level or better.
Two items, Debt Ratio and Reserve Levels, are measured at year’s end.
Most of the performance measures are unchanged from FY15. However, three
new measures have been added that staff will begin reporting in FY17.
We will strive to keep many measures the same in order to establish
long term trends on important measures.
New measures in FY17 include:
3.2.308 Accounts Per FTE
3.2.309 Percent of Customers Paying Bills Electronically
1.4.108 Injury Incident Rate
40 of 41 YTD Performance Measures (98%) Are On or Above Target
Item Not On Target
The performance measure not on target is Overtime Expenses, with year-
to-date expenses exceeding budget at $67,433 versus $49,200, due to a
number of large water breaks, including Hillsdale. Although over budget
for the quarter, we are still below our yearly total overtime budget of
$94,100.
AWWA (formerly QualServe) Benchmarking Perspective
Although AWWA has begun to use “time” as an indicator for calculating
benchmarks and metrics, the District will continue to use “cost” for
its operational benchmarks. Staff will evaluate the “time” perspective
as an option for future reporting.
Committee Reports – Slideshow (Attachment B)
The Strategic Plan results are presented to both the Finance and
Administration Committee and the Engineering and Operations Committee
with a specific focus on the most relevant information for each
Committee.
Strategic Plan is Available on the District’s Website and via VPN
All of the Strategic Plan results and associated details are provided
via the District’s public facing website and through secure remote or
VPN access.
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 – FY16 Mid-year Results Presentation
ATTACHMENT A
SUBJECT/PROJECT: FY16 MID-YEAR REPORT FOR THE DISTRICT’S FY15-18 STRATEGIC
PLAN
COMMITTEE ACTION:
The Finance, Administration, and Communications Committee reviewed this
item at a meeting held on March 17, 2016. The Engineering and Operations
reviewed this item on March 15, 2016. The Committees support the
presentation to the full Board for their consideration.
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 from the Committee prior to
presentation to the full Board.
1
Introduction
Major components of the strategic plan are the District’s strategic objectives
which guide the agency’s efforts to meet and positively adapt to change . The
District has 32 objectives. Each objective is broken down by the balanced
scorecard, strategy, and goal required to meet the specific challenge.
The District also tracks 41 measures, 2 of these measures are reported
annually. Most of these measures are derived from QualServe and AWWA
Benchmarks.
2
3
87% of Objectives are Completed
or On Schedule
1.1.1.1.1 -Enhance Communications with Customer
2.3.1.1.8 -Address Dependency on Imported Water Through Proper Planning
3.3.1.1.26 -Evaluate Efficiencies for Delivering Capital Assets
4.3.1.2.32 -Streamline Input of Operations Data
4
Objectives Behind Schedule
5
97% of Performance Measures
met Targets
1.Injury Incident Rate
2.Accounts Per FTE
3.Percent of Customers Paying Bills Electronically
6
New Measures in FY17
7
Measures Behind Schedule
3.2.303 -Overtime Cost
8
1.3.104 -Gallons Per Capita Per Day
9
1.4.105 -Employee Turnover Rate
10
1.4.106 -Training Hours Per Employee
11
1.4.107 -Safety Training Program
12
2.2.200 -CIP Project Expenditure vs. Budget
13
2.2.201 -Construction Change Order Incidence
(w/o allowances)
14
2.3.202 -Mark Out Accuracy
15
2.3.203 -Project Closeout Time
16
3.1.300 -Answer Rate
17
3.2.301 -O&M Cost Per Account
18
3.2.302 -Billing Accuracy
19
3.2.303 -Overtime Cost
20
3.2.304 -Sewer Rate Ranking
21
3.2.305 -Water Rate Ranking
22
3.2.309 -Percent of Customers
Paying Bills Electronically
23
3.3.308 -Distribution System Loss
24
4.3.401 -Enterprise System Availability
99.99
25
5.1.501 -Technical Quality Complaint (AWWA)
26
5.2.502 -Planned Potable Water Maintenance
Ratio in $
27
5.2.503 -Planned Recycled Water Maintenance
Ratio in $
28
5.2.504 -Planned Wastewater Maintenance
Ratio in $
29
5.2.505 -Direct Cost of Treatment per MGD
30
5.2.506 -O&M Cost per MG Processed
of Wastewater
31
5.3.507 -Percent of PMs Completed –
Fleet Maintenance
32
5.3.508 -Percent of PMs Completed –
Reclamation Plant
33
5.3.509 -Percent of PMs Completed –Pump/Electric Section
34
5.3.511 -System Valve Exercising Program
35
5.3.512 -Potable Water Distribution
System Integrity
36
5.3.514 -Potable Water Compliance Rate (AWWA)
37
5.3.515 -Collection System Integrity (AWWA)
38
5.3.517 -Recycled Water System Integrity
39
5.3.518 -Sewer Overflow Rate (AWWA)
40
5.3.519 -Emergency Facility Power Testing
41
5.3.525 -Critical Valve Exercising Program
42
5.4.521 -Tank Inspection and Cleaning
43
5.4.522 -Main Flushing and Fire Hydrant
Maintenance
44
5.4.523 -Annual Recycled Water Site Inspections
45
5.4.524 -Recycled Water Shutdown Testing