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. TV:sIc 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 TV-.cg 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