HomeMy WebLinkAbout03.a. Information Requested on Expenditures 3.a.
SanitaryDIStrI+Ct
CentralContra
March 28, 2017
TO: FINANCE COMMITTEE
VIA: ROGER S. BAILEY, GENERAL MANAGER
PHILIP R. LEIBER, DIRECTOR OF FINANCE & ADMINISTRATION
FROM: THEA VASSALLO, FINANCE MANAGER
SUBJECT: INFORMATION REQUESTED ON EXPENDITURES
At the February 21 , 2017 Finance Committee meeting, the committee requested
additional information on the following expenditures. Below is staff's responses:
Check/ Date I I
Amount Vendor Information Requested
#213192 $1 ,344.00 Alex Le Member Pilecki requested additional
1/12/17 information on a refund of a permit fee.
#213554 $150-00 Reinholdt Chair Nejedly questioned if this was a
12/9/17 1 Engineering monthly char e.
Check #213192 dated 1/12/17 for $1,344.00 to Alex Le
The project is for an extensive remodel. At the time of the initial approval, the property
owner was planning on removing the roof which would make the house uninhabitable
during.the remodel, which would require the side sewer to be capped to protect the line
and then reconnected at roof and rough. The homeowners decided to remain living in
the house during construction and therefore would not be disconnecting the sewer. The
inspector, Greg Collins, did inspect the site prior to the refund being issued and will
continue to drive by to confirm that the sewer is active during construction.
The refund was for inspection charges only (we do not refund application fees).
Check #213554 dated 2/9/17 for $150.00 to Reinholdt Enginee *
This is the monthly inspection charge per site for San Ramon, Moraga, and Orinda
Crossroads.
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Central Contra Costa Sanitary District
,March 28, 2017
TO: FINANCE COMMITTEE
VIA: ROGER S. BAILEY, GENERAL MANAGER y
A
PHILIP R. LEIBER, DIRECTOR OF FINANCE8c A DMINISTRATION/
FROM: THEA VASSALLO, FINANCE MANAGER
SUBJECT: INFORMATION REQUESTED ON EXPENDITURE
At the February 21, 2017 Finance Committee meeting, Chair Nejedly requested
information on the following expenditure. Below is staff's response:
Check/ Date Amount Vendor I Information Requested
#213392 $955-60 Wonder Ice Chair Nejedly requested the cost
1/26/17 Cream, Inc. breakdown of the 70r" Anniversary
event.
Emily Barnett, Communication Services and Intergovernmental Affairs Manager,
explained that the cost of the ice cream was originally included in the August 18, 2016
Board report, which is included on page 6 of 8 of the attached report. She also noted
that there have been no additional costs since August 2016.
Attachment
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Central Contra Costa Sanitary District ,NqA6 2X616
MUZZ=
August 18, 2016
TO: HONORABLE MEMBERS OF THE BOARD
VIA: ROGER S. BAILEY, GENERAL MANAGER
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 701h Anniversary Open House event. The event would highlight 70y ears 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 wasplanned while the FY 2014-16 Strategic
Plan was in effect. Under that Strategic Plan, the event met.-
• Goal 5 — Provide Exceptional Customer Service
0 Strategy 2 — Increase District interaction with local, state and federal
officials
0 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
0 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
0 Strategy 1 — Foster Customer Engagement and Awareness
0 Strategy 2 — Improve Inter-departmental Collaboration
Central San 70#"Anniversary Open House Post-Event Debrief
August 18, 2010
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 1 Stakeholders
O Strategy 5 — Launch Social Media Program
o Strategy 0 — Grow Earned and Paid Media
• Goal 3 — Strengthen Internal Communication
a 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 ►mere 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 allowed for a number of 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 13 proclamations/certificates
of recognition. Most notably, the City of Orinda proclaimed July 10, 2010, 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 18, 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 Grinda —Vice Mayor Eve Phillips
• Town of Danville — Mayor Karen Stepper
• City of Pleasant Hili — Mayor Sue Noack
• City of Walnut Creek-- Councilmember Bob Simmons
■ San Ramon Chamber of Commerce President/CEG 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
■ Vilest 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 1 Services Tours
• 301 people participated in Treatment Plant tour, including:
o Concord Mayor Laura Hoffineister
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:
0 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 `ol Toilet (BoT)
■ Toot the Talking Toilet
• Bean bag toss
Central San 70th Anniversary Open House Post-Event Debrief
August 18, 2015
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
• FOO pipe display
• Laboratory display
Recycled water display
■ About Central San display
E. Food
• Burritos, chips, salsa and ice cream
F. Outreach
■ Social media
a District's Facebook page over one week alone saw a:
■ 295.0% increase in people engaged
■ 03.3% 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
■ 545 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 180 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 85 Degrees magazine, July/Aug 2016: "CCC Sanitary District's 70th
Anniversary"
O Orinda Outlook, July 5: "Join Central San for their loth Anniversary
Open House!"
O East Bay Times, July 14 "Central Contra Costa water treatment plant
to host open house"
Central San 70th Anniversary open House Post--Event Debrief
August 18, 2015
Page 5of8
Online
0 OurCommunityFocus.com
0 DanvilleSanRamon.corn
0 MoragaCitizensNetwork.org
.0 Local Happen ingsMagazine.com
0 Patch.com (for various cities in service area)
0 SanRamon.org
0 CASA Connects
0 ConcordChamber.com
0 MartinezChamber.com _
0 San Francisco.Eventful.com
0 NextDoor.com (Moreiga)
o RockWithPUSH.com Oust 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) .
0 60' x 3' on solids building
0 30' x 3' on District entry fence
■ Advertising
0 East Bay Times — July 15 half-page ad
0 Community Focus, July 1 full-page ad
0 Martinez Gazette, July 3, 10, and 13 (3 half-page ads)
0 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
0 CCTV (2 ads)
■ 70th Commercial aired 32 times
■ 70th Promo aired 153 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 18, 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 thee--Board on March 17, 2016, at the Budget Planning Workshop.
th
4
70 Anniversary Open House Event Costs Estimate vs,, Actual
ESTIMATE
*Option 2 supported at 3/17/16 ACTUAL
Budget Planning Workshop
Attendance
Goal 11500 Over 11000
• 4 Hours 4 Hours
Hot Dogs, Hamburgers, Snacks, & Burritos, chips, salsa,, water station,
Drinks and ice cream
Live Music (PUSH w/ Dan Ashley of Live Music (PUSH w/ Dan Ashley of
ABC 7 News), MQ, Tours (Plant & ABC 7 News), MC, Tours (Plant &
Entertainment HHW), Games (Gotta Go Racers), HHW), Games (Gotta Go Racers),
Photo/Social Media Display, Student Photo/Social Media Display,
Activities Student Activities
Invite elected representatives & VIPs, 20 elected officials attended
Ellecteds&
Presentations/recognition 13 proclamations honoring the
Officials
District
Pipeline, Media Attention (Band) Pipeline, Media Attention (Band)
Media Newspaper Ads., High Social Media w/ Newspaper Ads,, High Social Media
Advertising Visuals, Press releases,. and CCTV (Facebook/Twitter/YouTube) with
visuals, Press releases, and CCTV
Event Expenses $47,000.00 $36,549-96
Labor W_
$20,a0o.00 $30,?548-00
Total Cost $67F000-00 $67,097.96
�nm
Central San ," Anniversary Open House Post-Event Debrief
August 18. 2O18
Page 7of 8
COST DETAILS
The table below ia@detailed description ofcosts incurred for the event. This includes
costs for food, activities, advertising, and other operational
th
70 Anniversary Open House Event — Cost Details
Description Cost
Burritos, chips, salsa, water station, $10^018.09
ice cream, ice cream cart rental, and
ice
Live Music (PUSH vv/ Dan Ashley of $ 6,.622.80
Entertainment AB[ 7 News), MC,Tours (Plant &
Activities HHVV), Games (Gotta GoRacers),
Displays Photo/Social Media Display, Student
Activities
Pipeline, Media Attention (Band) $ 7,235.4B
Newspaper Ads, High Soda| Media
(Facebook/Twitter/YouTube) with
`dsua|s, Press releases, and CCTV
Event
Rental of chairs, shuttle buses
Operation $l2,673.58
nestroorns, solar generator
Expenses
Labor(day of 76volunteers (managers and agency
$26,655-08
event) temporary employees not included)
Labor Total hours for planning meetings:
-� 3,892.92
(planning) 10.5
$67'097.96
Central San 70th Anniversary Open House Post-Event Debrief
August 18, 2018
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 of goods, services, and labor are high.
• The time required to plan and execute signature events is significant.
Attached Supportinq Documents:
1. Feedback from Participants
2. Social Media clips
3. Proclamations, Resolutions, etc. received from outside Agencies