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HomeMy WebLinkAbout04.a. 70th anniversary post-event debrief4.a. Central Contra Costa Sanitary District ,Qab • August 4, 2016 ..- TO: HONORABLE MEMBERS OF THE BOARD VIA: ROGER S. BAILEY, GENERAL MANAGER a FROM: EMILY BARNETT, COMMUNICATION SERVICES AND INTERGOVERNMENTAL RELATIONS MANAGER SUBJECT: CENTRAL CONTRA COSTA SANITARY DISTRICT (DISTRICT) 70TH ANNIVERSARY OPEN HOUSE POST -EVENT DEBRIEF BACKGROUND At the March 17, 2016 Budget Planning Workshop, the Board expressed interest in hosting a 70th Anniversary Open House event. The event would highlight 70 years of service to the community, and bring awareness to customers about Treatment Plant Operations, Collection System Operations, Household Hazardous Waste Collection Facility, Residential Recycled Water Fill Station, the importance of overflow protection devices (OPDs), Comprehensive Wastewater Master Plan (CWMP) outreach, and general pollution prevention messages. A date was set to host the event on July 16, 2016, just one day later than the official 70th birthday of the District, July 15, 2016. INTEGRATION WITH DISTRICT STRATEGIC PLAN The 70th Anniversary Open House event was planned while the FY 2014-16 Strategic Plan was in effect. Under that Strategic Plan, the event met: • Goal 5 — Provide Exceptional Customer Service o Strategy 2 — Increase District interaction with local, state and federal officials o Strategy 3 — Develop Business Plan, integrating and prioritizing initiatives identified in the Strategic Plan — Initiative on implementation of social media • Goal 6 — Maintain a Reliable Wastewater Infrastructure o Strategy 3 — Increase outreach of OPDs The 70th Anniversary Open House event took place during the recently adopted FY 2016-18 Strategic Plan. As such, the event met: • Goal 1 -- Provide Exceptional Customer Service o Strategy 1 — Foster Customer Engagement and Awareness o Strategy 2 — Improve Inter -departmental Collaboration Central San 70th Anniversary Open House Post -Event Debrief August 4, 2016 Page 2 of 8 INTEGRATION WITH COMMUNICATION SERVICES STRATEGIC PLAN The goals specific to the Communication Services and Intergovernmental Relations Department were met during the event. The event met: • Goal 1 — Foster Customer Engagement and Awareness o Strategy 2 — Increase Outreach of Pollution Prevention and Environmental Stewardship Programs o Strategy 4 — Build and Maintain Relationships with Federal, State and Local Elected Officials / Stakeholders o Strategy 5 — Launch Social Media Program o Strategy 6 — Grow Earned and Paid Media • Goal 3 — Strengthen Internal Communication o Strategy 1 — Strengthen Bond Between Employees CROSS -FUNCTIONAL COMMITTEE A cross -functional committee of employees was formed that started holding monthly planning meetings beginning in November 2015. Early on in the committee planning process, it was decided to hold an Open House that brought the District and customers together. An Open House Planning Committee worked on event logistics, such as development of large equipment and display booths, planning for tours, and public outreach. Teams were encouraged to develop educational and interactive activities to engage customers. Team members were responsible for planning their display/tour area, presentations, posters, and other informational materials. EVENT ACCOMPLISHMENTS A dedicated Open House Planning Committee participated in a 9 -month planning process that resulted in the following accomplishments. A. Total Attendees • Over 1,000 B. Attendance by Electeds/Stakeholders The District received numerous accolades from Federal, State, and Local governments in response to 70 years of service to the community. Eight of the District's service area cities had elected and/or key stakeholders attend the event to provide the recognition. In all, the District received 12 proclamations/certificates of recognition. Most notably, the City of Orinda proclaimed July 16, 2016, as "Central San Day." The following elected officials and/or key stakeholders attended the event: • Michael McRae, District Representative from Congressman Mark DeSaulnier's office • Teresa Gerringer, District Director for Senator Glazer, and Nick Binzoni, Communications Director from Assemblywoman Catharine Baker's office, presented a joint State resolution that also included Assemblywoman Bonilla Central San 70th Anniversary Open House Post -Event Debrief August 4, 2016 Page 3 of 8 • Contra Costa County Board of Supervisors — Board Chair Candace Andersen and Supervisor Karen Mitchoff • City of Concord — Mayor Laura Hoffmeister and Councilmember Tim Grayson • City of Clayton — Mayor Howard Geller and Vice Mayor Jim Diaz • City of Martinez — Mayor Rob Schroder, Councilmember Mark Ross • Councilmember Debbie McKillop and City Manager Brad Kilger • City of Orinda — Vice Mayor Eve Phillips • Town of Danville — Mayor Karen Stepper • City of Pleasant Hill — Mayor Sue Noack • City of Walnut Creek — Councilmember Bob Simmons • San Ramon Chamber of Commerce President/CEO Stewart Bambino • Contra Costa Water District Board Members Ernie Avila and Bette Boatmun • Mt. View Sanitary District Board President Elmer Schaal and Board Member Stanley Caldwell • West County Wastewater District Board President Leonard McNeil. • California Association of Sanitation Agencies (CASA) — Executive Director Bobbi Larson • Former District Board Member Barbara Hockett • Former District General Managers Roger Dolan, Chuck Batts, Jim Kelly, and Curt Swanson • Dublin San Ramon Services District General Manager Dan McIntyre. C. Treatment Plant / Services Tours • 301 people participated in Treatment Plant tour, including: o Concord Mayor Laura Hoffmeister o Martinez Councilmember Debbie McKillop o Contra Costa Water District Board Member Ernie Avila o Dublin San Ramon Services District General Manager Dan McIntyre • Every attendee who rode a shuttle bus from the Kiewit parking area was provided a Plant Bus tour • Over 380 people participated in the Household Hazardous Waste Collection Facility tour, including: o Pleasant Hill Mayor Sue Noack o Martinez Councilmember Debbie McKillop D. Activities/Educational Displays • Gotta Go (toilet) racers • Face painting (186 delighted cheeks painted) • Trivia wheel • Coloring book (handmade) • Big `01 Toilet (BoT) • Toot the Talking Toilet • Bean bag toss Central San 70th Anniversary Open House Post -Event Debrief August 4, 2016 Page 4 of 8 • OPD ring toss • Live music provided by ABC's Channel 7 News Anchor Dan Ashley's band "Push" • CSO trucks and equipment • FOG pipe display • Laboratory display • Recycled water display • About Central San display E. Food • Burritos, chips, salsa and ice cream F. Outreach • Social media o District's Facebook page over one week alone saw a: ■ 295.0% increase in people engaged • 63.3% increase in total reach • 10.4% increase in page visits • 7.8% increase in total page likes o District's Twitter page in July saw: • 37 tweets • 5,240 tweet impressions • 400 visits to the District's Twitter profile o District's website 70th event page saw: • 658 page views • 546 unique page views o District's Eventbrite sign up for Open House Treatment Plant tours saw: ■ 525 page views o District's YouTube Channel saw: ■ 70th Commercial aired 166 times • 70th Promo aired 59 times • Event was live broadcasted • Media stories Print o Moraga Town Staff, June 24: "Central San Celebrates 70 Years with an Open House" o Community Focus, July 1: "CCCSD Open House" (cover; article) o 86 Degrees magazine, July/Aug 2016: "CCC Sanitary District's 70th Anniversary" o Orinda Outlook, July 6: "Join Central San for their 70th Anniversary Open House!" o East Bay Times, July 14 "Central Contra Costa water treatment plant to host open house" Central San 7011h Anniversary Open House Post -Event Debrief August 4, 2016 Page 5 of 8 Online o OurCommunityFocus.com o DanvilleSanRamon.com o MoragaCitizensNetwork.org o LocalHappeningsMagazine.com o Patch.com (for various cities in service area) o SanRamon.org o CASA Connects o ConcordChamber.com o MartinezChamber.com o SanFrancisco.Eventful.com o NextDoor.com (Moraga) o RockWithPUSH.com (just a listing among the band's shows) • Contra Costa TV station — live broadcast on channel & Internet streaming broadcast on the station's website • Signage (pre -event) o 60' x 3' on solids building o 30' x 3' on District entry fence • Advertising o East Bay Times — July 15 half -page ad o Community Focus, July 1 full-page ad o Martinez Gazette, July 3, 10, and 13 (3 half -page ads) o Television commercial • aired 300 times on Comcast, AT&T, and Wave • reached 24,523 households accounting for 17.9% of our customer base • provided 37,123 "impressions" which is the number of times the commercial was viewed o CCTV (2 ads) • 70th Commercial aired 32 times • 70th Promo aired 163 times • Mayors conference announcement G. Commitment to the Environment • Plastic -free event • All event -based activities were solar powered • Pollution prevention messaging H. ADA/Special Needs accommodations • Parking • Restroom facilities • Non -walking Treatment Plant tour • Cooling tent Central San 70th Anniversary Open House Post -Event Debrief August 4, 2016 Page 6 of 8 EVENT OBSERVATIONS A significant number of District staff was required to plan and work the event. Ideally, with an event of this size staff should begin preparing a year in advance in order to plan and provide necessary day -of -event coverage. Deciding upon the event date and communicating the date to staff, a year in advance would enable a greater number of employees to be available. COST SUMMARY The table below is a summary of the costs incurred for the event. The table includes the estimate provided to the Board on March 17, 2016, at the Budget Planning Workshop. th 70 Anniversary Open House Event Costs Estimate vs. Actual ESTIMATE *Option 2 supported at 3/17/16 Budget Planning Workshop ACTUAL Attendance Goal Length Food Entertainment Electeds & Officials Media / Advertising Event Expenses Labor Total Cost 1,500 4 Hours Hot Dogs, Hamburgers, Snacks, & Drinks Live Music (PUSH w/ Dan Ashley of ABC 7 News), MC, Tours (Plant & HHW), Games (Gotta Go Racers), Photo/Social Media Display, Student Activities Invite elected representatives & VIPs, Presentations/recognition Pipeline, Media Attention (Band) Newspaper Ads, High Social Media w/ Visuals, Press releases, and CCTV $47,000.00 $20,000.00 $67,000.00 Over 1,000 4 Hours Burritos, chips, salsa, water station, and ice cream Live Music (PUSH w/ Dan Ashley of ABC 7 News), MC, Tours (Plant & HHW), Games (Gotta Go Racers), Photo/Social Media Display, Student Activities 20 elected officials attended 13 proclamations honoring the District Pipeline, Media Attention (Band) Newspaper Ads, Social Media (Facebook/Twitter), Press releases, and CCTV $36,549.96 $30,548.00 $67,097.96 Central San 70th Anniversary Open House Post -Event Debrief August 4, 2016 Page 7 of 8 COST DETAILS The table below is a detailed description of costs incurred for the event. This includes costs for food, activities, advertising, and other operational expenses. th 70 Anniversary Open House Event — Cost Details Food Entertainment / Activities / Displays Description Burritos, chips, salsa, water station, ice cream, ice cream cart rental, and ice I Live Music (PUSH w/ Dan Ashley of ABC 7 News), MC, Tours (Plant & HHW), Games (Gotta Go Racers), Photo/Social Media Display, Student Activities Media / Advertising Event Operation Expenses Labor (day of event) Labor (planning) Total Cost Pipeline, Media Attention (Band) Newspaper Ads, High Social Media w/ Visuals, Press releases, and CCTV Rental of chairs, tables, shuttle buses, restrooms, solar generator $10,018.09 $ 6,622.80 $ 7,235.49 $12,673.58 76 volunteers (managers and agency temporary employees not included) $26,655.08 Total hours for planning meetings: 10.5 $ 3,892.92 $67,097.96 Cost Central San 70th Anniversary Open House Post -Event Debrief August 4, 2016 Page 8 of 8 STAFF ANALYSIS FOR FUTURE EVENTS While the event was a success, staff suggests that a signature event of this magnitude be held once every five years based on the following: • A signature event held too frequently leads to a dilution of value and diminished return on investment. Overly frequent events lose the excitement, community buzz, media attention, support from partners, and recognition from stakeholders if they are not purpose driven (i.e: 70 years of service). • Costs from goods, services, and labor are high. • The time required to plan and execute signature events is significant. Attached Supporting Documents: 1. Feedback from Participants 2. Photos and Social Media Clips ATTACHMENT 1 KUDOS FROM OPEN HOUSE ATTENDEES Roger, It was great to finally meet you, and see the wonderful job you are doing keeping the District running as one of the top public utilities in the nation. Please thank everyone for their efforts in organizing and managing the event. Again, thank you and your staff for the invitation, and pass on my warmest regards to all who made it possible. The District seems to be the same wonderful place to work that i fondly remember. Keep up the good work. Yours, Charles Batts Former CCCSD GM Roger — Congratulations on an awesome CCCSD 70th Anniversary event today! 1 was amazed at the organization of such a big event. Emily did a great job organizing everything. When 1 arrived about 11:00 on the shuttle bus, Jean -Marc greeted me. Because it wasn't going to work out timewise for me to take one of the official tours, Jean -Marc offered to take me on the "Personalized ViP Tour" for about 20 minutes. 1 appreciated Jean -Marc taking the time to show me some of your facilities (such as your incineration building, the headworks pumps, and the blower building). He shared a lot about CCCSD's long-term plans as far as treatment plant improvements and recycled water hopes. Again, an impressive event. Thanks for inviting me, and thanks for the personalized attention from Jean -Marc. Totally cool! Dan McIntyre* General Manager Dublin San Ramon Services District *GM DSRSD comments at 7/19/2016 Board Meeting: Last Saturday Central San held an Open House for their 70th Anniversary. "!t was a great event." "They had over 900 people attend." "Very sophisticated operation." "They set the bar." Mr. Bailey, My family and 1 would like to express our thanks for the welcoming 70th anniversary celebration at your Central Contra Costa Sanitary facility. The displays, food, entertainment, and overall organization were great. My 6 year old son especially enjoyed the toilet racing. Thank you. Derek Kent Emily: I just wanted to express my appreciation as well as "wow" for a great celebration for the 70th. The event was amazing and my husband and 1 had a great time. The signage was clear as to where to park, everyone was friendly, the tour guide was fun, food delicious, music, etc. Since we were at the beginning of the event, i even took a spin on the toilet scooters and since there was no one in line 1 rode for several rounds. Oh what fun! 1 hope that you and your crew that planned and put the event together knows just how well it was organized. 1 was in charge of Lindsay Wildlife's 60th birthday celebration in October 2015. i was so glad when the event was finished. I do know how much work goes into a great event like the 70th! Melissa Strongman Director of Education Lindsay Wildlife Experience Mayor Stepper had rave reviews about the event on Saturday. She said it was very well done. Just thought 1 would pass this on. Diane Friedmann Administrative Assistant Town of Danville KUDOS FROM OPEN A giant Thank You for presenting your 70th Anniversary Open House! This was an excellent event and 1 enjoyed every aspect of it, got to talk to some very knowledgeable people, and learned a lot about the services you bring to our community. i have been a recycled water user for several years and have enjoyed keeping my yard green while doing my part to conserve water. I hope the event was a great success, because your organization did a tremendous job in its presentation. Gary Miller My husband Bob and i sincerely thank you and your personable staff for the delightful, informative, and well-done Open House. It was a lovely day and we came away educated and impressed. Kudos to all! Beverly Lauderdale Thank you for a wonderful and well-planned event. Your entire TEAM was there with enthusiasm as they greeted us, shared with us, and fed us. From a financial member on the bus, to an engineer giving us information before we took our tour, to the knowledge of your plant managers, and to the sincere smiles of everyone helping, we were impressed and grateful for the information we received. It is overwhelming in what you do for our County to clean our wastewater before releasing it back into the Bay or recycle it for landscapes in the area. Thank you again for inviting the public to share all of the good that you are doing for us and our planet. Cheryl Texeira and Jim Orosco Danville HOUSE ATTENDEES 1 had a blast today! As one who works in the engineering field and with construction experience, it was fascinating to see all those big trucks and their equipment. Now, whenever 1 see one of those trucks out there, I'll know what they are doing. And 1 won't get mad at them for blocking traffic O. Seeing how the wastewater is treated was very informative. 1 also want to let you know how wonderful the staff was. All were very helpful, but most importantly very friendly, and answered all the questions I had. As a result of the Open House, i may even consider applying for a job at CCCSD! Again, many, many thanks to the crew from CCCSD for the event! Kit Perry Thank you to all people involved in the preparations of the 70th Anniversary Open House. 1 learned a lot about what is involved in taking care of our water and will pass my knowledge to others. Yelena Katkova We enjoyed the event a lot. it was very well organized. I was also surprised to see my parents there. From the initial description it seemed like too much walking and/or stair climbing for my dad and so I never mentioned the event to my parents. They heard about it on their own and decided to attend. They did fine and enjoyed the event too. I took some pictures and posted them at http://imaur.com/a/Q3FMa. Marc Kupper ATTACHMENT 2 I 70TH ANNIVERSARY OPEN HOUSE PHOTOS AND SOCIAL MEDIA CLIPS Central San's Board Members (from left to right) Dave Williams, Paul Causey, President Tad Pilecki, Mike McGill and General Manager Roger S. Bailey Central San's Past and Present General Managers (from left to right) Chuck Batts, Curt Swanson, Roger S. Bailey, Roger Dolan and Jim Kelly. You You Search Community Focus Photo Time -Lapse CentrafSanDist Subscribed 31 Tube Search 47 views 70th Anniversary Open House Commercial CeniratSanDist Subscribed 31 166 views Central San If you see Toot the talking toilet at #CentralSan7Oth Open House, flush him to hear his words of toilet wisdom! Central San ,,CentralSan 1Sh Thank you County Supervisors ©KMitchoff & ©AndersenCandace for attending & honoring us at #CentralSan7Oth Open House 74' Central San Mi Thanky ou to CASA CleanWater Exec_ Dir. Bobbi Larson @CleanWaterEd for joining us at #CentralSan7oth Open House! t -p Central San CentralSan Jul 16 #CentralSan7Oth Open House visitors got a rare behind -the -scenes look at our HHW Facility. Central San Honored to have ©CCWD Board Member Ernie Avila at #CentralSan7Oth Open House. Are YOU here? 1 Central San CentralSan Jul Yes, that's ©DanAshleyABC7 with his band PUSH at #CentralSan7Oth Open House Come listen! CentralSan.org/70 gipCentral San 2 Get your racing face on for the motorized toilets at #CentralSan7Oth Open House tomorrow! CentralSan.org/70 CASA CleanWater IpanV,later This weekend helped Following Bobbi Larson celebrate 70 years! Central San v:L4C:entralSan Thank you to @CASACleanWater Exec. Dir Bobbi Larson @CleanWaterEd for joining us at #CentralSan7Oth Open House! Central Contra Costa Sanitary District photos July 16 at 10 60arn 14.4 The racing toilets are thrilling kids of all ages right now at our #CentralSan7Oth Open House! Come down and join us! Info here: CentralSan.org/70 Shenae Howard We have a big 70th Anniversary Open House this Saturday between 10am-2pm. There will be food. activities for all ages. plant tours and a live band. Join us at Central Contra Costa Sanitary District at 5019 Imhoff Place in Martinez. rolenrlon sgSustainable Contra Costa loth Anniversary Open House Commercial Join us for our 76th Anniversary Open House on Saturday. July 16. 2016 at 1Dam! Central San will be commemorating our 7Dth Anniversary by hosting an Open Hou... EE .✓ Liked as Your Page Loved the refill stations at Centra! Contra Costa Sanitary District's 70th Anniversary Open House this past Saturday! Instead of providing disposable plastic water bottles. they gave out free reusable bottles and had refill stations set up. #centralsan7rtth #reuse #retifl #zerowaste centra 3 (ontra Costa s:amtar; Distnrt a n:] Martha Alicia Ran -tire' Castaneda k Like II Comment * Share Cnr:rnentR ANCentral Contra Costa Sanitary District Thank you for joining us — and sharing that great photos Like Reply RecycleSmart added 14 new photos ji 17 at '6 D3arn Thank you Central Contra Costa Sanitary District for a fun and informative day! 70 Year Anniversary! For waste water info and tours visit www.centralsan.org pip Like 16 Comment Share tgv Central Contra Costa Sanitary District ai::r.leci 7 new A photos, 0 —• July 13 at 2 31pm ,-,- If you're looking for a fun, family -friendly event this weekend, come to our Open House on Saturday! Free food, games, educational exhibits, giveaways, treatment plant tours, live music, and much morel It will be toiletly awesome! #CentralSan70th https./wwwfacebook.cornievents/2028852190673477/ 288 people reached Boost P • C A0Central Contra Costa Sanitary District i Did you know Central San's recycled water fountain is an official PokemonGo gym? (A gym is basically a virtual battle and training center for players ) So if you're a Pokemon prayer, you now have one more reason to come to Central San's Open House on Saturday: come get your exercise! #CentralSan7dth CentralSan org'70 rrlt;Tp� 'rATL S ?IiTAArC 180 people reached Central ontr a Costa Sanitary District These three future plumbers are checking out the BIG toilet at #CentralSan70th Open House -- no clogs here! Boost P • 1 Sue Noack - Pleasant Hill City Council ;narks your post Too funl Central Contra Costa sanitary District Jul,, ir, at 12 Qpni .� 2 ne.' photos Sue Noack Mayor of City of Pleasant Hill - Government and City of Concord Counctlniember Tim Gray son had a blast at the toilet races during itCentralSan70ih Open Housel 0 Central Contra Costa Sanitary Di In Arnv Amundson Harmon Jeff snide and 13 others ■ Martinez Tribune r>ti Like Page i Sign Up This video is a real hoot! Many thanks to the Grubka'amity of #Martinez for sharing an experience from#CentralContraCostaSanitaryDistrict's 70th Anniversary Open House today. #ToiletRaces #CCCSD #Madeka rtRedefined ,' Martinez Chamber of Like Page * Message lap Commerce & Visit Martinez Make sure to check out Central Contra Costa Sanitary Districts Open House this Saturday., July 16th from 10am to 2pm They will have interactive games, educational exhibits, equipment and truck displays, free food, live entertainment and FUN! You can also sign up for tours of the treatment plant and other facilities - contra CCS'C Soma._ 9 • Ge,.`1aCO' Sr�f+ --OPEN HOUSE!: -- SATURDAY, JULY 16, 10Am TO 2PM 70Th ANNIVERSARY CELEBRATION so14roviro cc Mwrorw tip••+.r<'mY ac ;ro •+-yxY� •FREE F,"�C •TOVRS •.MVC 'GAMES •C.:.sL '. $ •GraAwAY$1 Central Contra Costa Sanitary District Former Central San GPU Curt Swanson, Jim Kelly and Chuck Batts came back to us for today's 4CentralSan7Oth Open House! Centra! Contra Costa Sanitary District ad:ied 10 new photos 1Jd 17 a' 1 2t'c-r More photos from yesterday's #CentralSan7Oth Open House! al Central Contra Costa Sanitary District $ photos 5 new So many fun activities at our #CentralSan7Oth Open House today! Are you here? Post your Open House pics with our hashtag and you may wiry a (small but fun) prize! A1101 Central Contra Costa Sanitary District r ;c., i We're so honored that several local elected officials and agency representatives took time out of their busy schedules to join us at our #CentralSan7Oth Open House on July 16! Here are many of them with our Board President Tad Pilecki and Directors Paul Causey, Mike McGill, and Dave Williams, and our General Manager Roger Bailey_ Our special guests included: • District Rep. Michael McRae from Rep. Mark DeSaulnier's office • District Director Teresa Gerringer and from Sena_.. See More 1 a --y Central Contra Costa Sanitary District Our #CentralSan7Oth Open House is being broadcast live on local cable by CCTV! Smile for the camera! Contra Costa Living ik Like Page Y. Contact Us On July 16th, Central Contra Costa Sanitary District is celebrating their 70th anniversary! http:l'bit.ly129Fm2FL California Association of Sanitation Agencies J Liked as Your Page Our ED, Bobbi Larson, joined Central Contra Costa Sanitary District celebrate at their 70th anniversary open house. (Photo courtesy Central San) California Association of Sanitation gh¢.i Agencies _il _ 1' * Message Central Contra Costa Sanitary District is gearing up for a big 70th anniversary celebration open house on July 16. They have all kinds of cool stuff planned, so join the party! Central Contra Costa Sanitary District : About Us : 70th Anniversary Open House Central Sanwill be commemorating our 70th Anniversary by hosting an Open house for our customers! We hope you will join us for a family -friendly event that will showcase our services offer tours of our treatment plant and other facilities_ and include interactive games educational exhibits. equip C .st 1