HomeMy WebLinkAbout07. Recap of Central San Academy Spring 2017 Session 70
Central Contra Costa San itary District
June 20, 2017
TO: ADMINISTRATION COMMITTEE
VIA: ROGER S. BAILEY, GENERAL MANAGER
FROM: CHRISTINA GEE, SENIOR ADMINISTRATIVE TECHNICIAN Cj
SUBJECT: RECAP OF CENTRAL SAN ACADEMY SPRING 2017 SESSION
Every Tuesday between April 4 and May 9, 2017, Central San hosted members of the
public for the second session of its citizens academy, Central San Academy. This year,
the Academy welcomed 36 participants to the six-week course, representing a 157%
increase over the 23 participants in 2016. The following is an analysis of this year's
program.
Participants
Central San Academy attracted 56 applicants, but, largely due to scheduling conflicts or
personal commitments, 18 applicants withdrew before the program began. Two
participants did not attend more than two classes so are not included in the final count
of 36. Coming from a variety of backgrounds, the participants were intelligent, inquisitive
and passionate about learning. The group contained the following:
0 9 engineers (4 of whom are retired)
0 8 volunteers with the Community Emergency Response Team (CERT)
0 3 former Town of Moraga Councilmembers/Mayors
0 3 Master Gardeners
0 3 CivicSpark Water Action Fellows
o 2 working on the Bay Area Regional Water Management Plan (BARWMP)
Disadvantaged Communities Program
o 1 working on Climate Action Planning and Sustainability measures for the
Cities of Martinez and Walnut Creek
• 1 Chair of the City of Walnut Creek Design Review Commission
a 1 Member of the City of Walnut Creek North Downtown Specific Plan Advisory
Committee
0 1 volunteer for the Contra Costa County Sheriff and San Ramon Police
Department
0 1 Wastewater Treatment Operator III, currently working at Regional San
Central Centra Costa Sanitary District
Spring 2017 Session of Central San Academy
Page 2of8
The following chart demonstrates the professional backgrounds of the participants. The
majority (75%, or 27 of 36 participants) carne from the private sector (versus 25%, or 9
participants from the public sector), whether in their current jabs or before they retired.
public14 private
sector
19 Working :4
ell
Professionals
ion 1 5
sector
•
Participants
private13
sectorMA sector I
17 Retirees
4 public
The Chart on the right shovers the
R e a s o for Attendin
participants primary reasons for
wanting to attend the Academy. Interest in Wastewater Treatment
This information was requested in Employment Opportunities
their applications. Desire to be an Advocate for C.ontral San
The majority (47%, or 17 of 36 ■Interest in Environmental Issues
participants) applied out of a Op
general interest in how •
wastewater is treated. (9 participants)
Another large contingent either
cited an interest in environmental
issues (25%, or 9 out of 35) or a
desire to be an advocate for - (17 participants)
Central San (1714, or 6 out of 36).
These 15 participants (42% of the •
class) will likely become vocal ..
ambassadors for Central San and
its contributions toward protecting
the environment.
R
w • M
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Central Contra Costa Sanitary District
Spring 2017 Session of Central San Academy
Page 3 of 8
The next chart, below, shows the city of residence of each participant. The majority
(81%, or 29 of 36 participants) live in Central San's defined service area, while 7
participants (119%) do not.
City of Residence
10
4
3
0 3 3
2
0 0 0
' `' '`9
/C <<
ci 0" 0'v - I?i�i
ez
e 0
cj
C�r
City
a In Service Area Not in Service Area
Marketing
In the months leading up to Central San Academy, flyers were sent to local chambers of
commerce, City offices and Sustainable Contra Costa. Additionally, the Academy's
press release was picked up by the Walnut Creek Patch website and Community Focus
newspaper.
Internally, brochures were displayed at the Headquarters Office Building lobby and
Permit Counter and were handed out by Household Hazardous Waste/Residential
Recycled Water Fill Station staff.
Rossmoor included information on Central San Academy in the Rossmoor News
community newspaper, after which one of the Class of Spring 2016 alumni submitted a
letter of recommendation to the editor. The Academy was also plugged by General
Manager Roger S. Bailey during an interview with Rossmoor CEO Tim O'Keefe, which
was televised on the Rossmoor TV channel starting on March 2, 2017, airing ten times
in one week. Despite these efforts, there did not appear to be aparticipant this year
from Rossmoor.
NAGWChrisfina\Central San Academy\Board Presentations\Spring 201716-20-17 Admin committee Merno.dou
Central Contra Costa Sanitary District
Spring 2017 Session of Central San Academy
Page 4 of 8
The Academy gained three participants from reaching out to CivicSpark, a Governor's
Initiative AmeriCorps program which builds capacity for local governments to address
climate change and water management issues in California. These three participants
are working with local agencies in the area on water and environment, as detailed on
the first page of this memo.
Last year, Diablo Valley College's Emeritus College program ran the course in their
Spring 2016 brochure, which yielded one participant. In the hope of attracting more
college-age participants, this year, Central San partnered with John F. Kennedy
University (JFKU). JFKU advertised the course to their Service Learning Initiative, which
offered students the opportunity to combine 15 hours of Central San Academy class
time with 15 hours of a community service project. The project would be to design a
campaign to spread Central San's environmental messages. Unfortunately, this effort
did not yield any participants.
To gauge which were the most effective marketing methods, participants were asked to
indicate on their application how they were referred to Central San Academy. The
responses are indicated in the chart below, showing that the Pipeline was by far the
most effective driver:
15 Source of Referral
C
M
a-
-75
5
0
3
2 2
'IQ
011z�
0
0 a ��
p 09
1�
Source
Feedback from the Participants
Central San Academy was partially founded to create a closed feedback loop with
Central San's customer base. Through their questions and comments, theparticipants
NAMChristina\Central San Academy\Board Presentations\Spring 2017\6-20-17 Admin committee Memo.docx
Central Contra Costa Sanitary District
Spring 2017 Session of Central San Academy
Page 5 of 8
indicated that they were most interested in the complexities of running and expanding
the recycled water program, the wastewater cleaning process, environmental issues,
resource recovery, the future of wastewater and new technologies.
Participants were surprised to learn the significant costs of maintaining infrastructure
and regulatory requirements; the resourceful ways Central San recycles and reduces
energy use and waste (e.g., sending ash to Scott's and producing its own energy); and
how water conservation during the drought impacted the flow.
By the end of the program, the participants recognized the importance of outreach,
interagency communication in coordinating projects, transparency in localgovernment,
infrastructure maintenance and meeting regulatory requirements, and they encouraged
Central San to continue its superb work in these arenas. They wished Central San could
do more to control pollution at the source, through more outreach on wipes clog pipes;
fats, oils and grease; and proper pharmaceutical disposal.
As part of a group activity, the participants ranked the Board's Strategic Plan Goals as
follows (in order of importance, average score next to the Goal on a scale of 1 to 6, 1
being most important):
1. Maintain reliable infrastructure (2.1)
2. Meet regulatory requirements (2.7)
3. Be a fiscally sound and effective utility (3.5)
4. Highly trained and innovative workforce (3.6)
5-/6- (Tie) Exceptional customer service (4.1) and
Embrace technology, innovation and environmental sustainability (4.1)
Attached are emails with feedback from the participants themselves, and below is a
sampling of the comments and notes of appreciation from the surveys and various
emails:
0 1 find it really great to see a facility in which the employees seem to enjoy their
jobs and coworkers and wish it were the same where I work.
0 Best smelling sewage treatment plant in the world!
0 Excellent, engaging and interactive.
0 Mr. Bailey is being an innovative thinker and is bringing a fresh set of fresh ideas
to an old organization.
0 1 believe this was so professional that everybody should take the class.
0 Thank you for a marvelous, fascinating and incredibly polished Academy. I've
enjoyed it immensely and more importantly have learned a great deal about
Central San and what it does. Well done!
0 The District seems to do an excellent job. I am very impressed.
0 Wonderful — so interesting and incredibly well put together.
0 Thanks for a GREAT seminar. I learned much, and you folks have much to be
proud of.
N:1GM\Chrisfina\Centra1 San Academy�Board PresentafionslSpring 201746-20-17 Admin committee Memo.docx
Central Contra Costa Sanitary District
Spring 2017 Session of Central San Academy
Page 6 of 8
Areas of Success
Hospitality and transparency were two of the hallmarks of Central San Academy. Many
participants remarked that they found that staff and the Board Members were
approachable and friendly. Creating this welcoming atmosphere no doubt correlated
with how vocal and involved the participants were throughout the class. The curriculum
was balanced and organized with a good flow, and the presenters were well prepared
and enthusiastic. Participants were exposed to staff from all walks of life at Central San:
chemists, Collection System Operations maintenance crews, Household Hazardous
Waste technicians, Environmental Compliance inspectors, and more.
The Academy also succeeded in attracting a strong group of participants from diverse
backgrounds. One participant, for example, lived in Singapore for many years and was
able to talk positively about NEWater, wastewater in Singapore that has been treated
and used as potable water. By uniting this group, the Academy has reinforced its
existing alumni association with more active members of the community to be
ambassadors for Central San in their assorted networks.
Areas of Potential Improvement
Time management continued to be a challenge with this year's session. Due to time
constraints, the Academy did not execute three planned group activities. However, it
should be noted that the surveys indicated that this group of participants found the
PowerPoint presentations more valuable than the group activities, contrary to the
consensus last year.
Due to traffic, participants often trickled in past the 6:00 p.m. start time, so the
curriculum should be adjusted next year to allow for a late start. Since 6:00 appeared to
be the most convenient time, the Academy will continue to begin then and be held once
a week for six weeks.
The participants enjoyed hearing about each other's backgrounds and exchanging
ideas with each other, so finding more time for them to do this would further help build
community and camaraderie among the group.
Curriculum Expansion
Based on the feedback from the participants, Collection System Operations (CSO) will
be explored in more depth. The participants wished they had more time with the staff
and their trucks and liked hearing about technology and innovation used top erform their
work. Also, there will be more time allotted to Planning and Applied Research, since the
participants were keenly interested in new technologies.
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Central Contra Costa Sanitary District
Spring 2017 Session of Central San Academy
Page 7 of 8
Impact of the Academy
Though difficult to quantify, Central San Academy has had an effect on the community.
Many of the participants perform volunteer work, are graduates of other citizens
academies or leadership programs, or are involved with local government agencies.
Each of these 36 participants is now an ambassador for Central San. In their surveys,
participants indicated how they will be utilizing the information they learned. Some
responses were as follows:
• Give a presentation to his CERT class;
• Teach information on environmental protection to his son's troop of Boy Scouts;
• Spread the word about what it costs Central San to provide its services;
• Visit businesses that sell "flushable wipes" and ask them to sell alternative
products;
• Talk about the recycled water program to their friends and neighbors;
• Volunteer at Central San, specifically to help with the elementary school
educational programs (this participant has an elementary teaching credential);
• Design her projects with Central San in mind (this participant is an architect); and
• Forward the class materials to a sustainability professor at St. Mary's College
this professor will contact staff after the school period ends).
Participants also indicated in the survey how they will use the information they learned
at the Academy. Some responses were as follows:
0 1 will view financial issues I vote on regarding Central San more positively. I'm
going to upgrade my ancient lateral line. I'm going to tell others about the class.
0 1 will sign up for college classes based on the topics I found most interesting.
• Implement preventive maintenance at my home, watch what we flush, get or
identify where the overflow [cleanout] is at my house.
• Be a more educated customer and help others understand what happens after
the flush (so to speak).
• It helps me understand the big picture — especially given my involvement in
environmental advocacy.
• To work with my son on his sustainable farm, share with elementary schools in
Contra Costa County and Alameda County.
Central San now has 59 alumni who can serve as volunteers at future events, external
ambassadors for Central San and an ad hoc focusgroup. An alumni association social
media page is in the works, where alumni can stay connected, share ideas with each
other and keep apprised of Central San events.
Central San Academy also helped with the execution of the Goals of the Strategic Plan.
Being one of the few if not the first of its kind in this area, the Academy has further
cemented Central San as a leader in the wastewater industry. In fact, Central San won
NAGM\Christina\Central San Academy\Board Presentations\Spring 201716-20-17 Admin Committee Merno.docx
Central Contra Costa Sanitary District
Spring 2017 Session of Central San Academy
Page 8 of 8
the Exceptional Public Outreach and Advocacy Award from the California Special
Districts Association (CSDA) in 2016.
By pioneering this program, Central San has become a beacon for other wastewater
agencies looking to begin their own academy. Since the Academy launched, staff has
provided information and advice to Napa Sanitation District, Dublin San Ramon
Services District, and Eastern Municipal Water District in Southern California. Staff has
also been asked to give a presentation on the Academy to the Contra Costa Special
Districts Association in July 2017.
The Academy allows Central San to continue to be a transparent agency, providing
exceptional and unique customer service by soliciting feedback from 36 members of the
public. Their contributions help Central San better understand and meet the needs of its
customers.
Costs
The total cost of Central San Academy's 2017 session was estimated at $12,043.02,
including class materials and staff time. A line item was created in the Fiscal Year
2016-17 budget to track costs, and staff was asked to code their time accordingly. As
evidenced below, the cost to continue the program was significantly lower than the cost
to launch it.
2016 cost per participant (23 participants): $1,513.41
2017 cost per participant (36 participants): $334.53
Cost saving measures have been taken since last year, including not advertising in the
East Bay Times, which saved about $3,586.60. Also, binders and hard copies were
replaced with a folder, a flash drive and limited hard copy handouts. This was more
environmentally friendly and saved an estimated $539.02 in materials and printing
costs. Staff attendance requiring overtime was limited to those performing necessary
tasks or providing expertise in their subject matter, and it is important to note that the
majority of the presenters were salaried managers and directors who did not receive
overtime pay for their extended workday.
Next Steps
Should the Board elect to continue this program next year, Central San Academy can
build upon the foundation created during the first two years. Next year's goals will be to
replicate the successes, address the areas for improvement and continue to run the
program in a cost effective manner. Staff is seeking input from the Administration
Committee on whether to continue the program in 2018.
Attachment
NAGM\ChrisfinaZentral San Acaderny\Board Presentations\Spring 201716-20-17 Admin Committee Memo-docx
ATTACHMENT
Christina Gee
From: Gary Miller <gary2201@gmail.com>
Sent: Friday, May 12, 2017 817 AM
To: Central San Academy; Christina Gee
Subject: CCCSD Academy
Just a personal THANKS for all that you and your fellow associates have done to make this a
wonderful experience. I have really enjoyed the last 6 weeks of the academy and now have a
completely different perspective of the intensive work that goes on at this facility. Every time
that I flush I envision what takes place as the waste products make their way through the miles
of pipe and eventually end up as good water going to the Bay.
It was a well thought out presentation every evening and the material covered showed the
intensive amount of daily work that goes into running and planning for the successful operating
of this award winning sanitation district. The weekly presentations demonstrated the dedication
of all staff members and their enthusiasm for thel r jobs. There were many of your staff
personal there every week that were not even parts of that weeks presentation and all were
willing to answer questions.
This was 6 weeks very well spent and I would recommend this experience to anyone.
It is with great excitement that I can say that I am a graduate of Turd
University)
"hanks and remember that every day is a good day.
Gary Miller
Christina Gee
From: Julie Anderson
Sent: Sunday, May 21, 2017 3:18 PM
To: Christina Gee
Subject: Thank you!'.].
What an amazing class, experience, and challenge!! Many many thanks for Citizens Academy. Really well organized and
meaty- all information relevant and almost addicting - we all wanted more!! You treated us like royalty:)) Marvelous
meals, articulate employees and board members, beautiful certificates and extremely attractive well designed
handouts,thumb drives, folders, and even a carrying case!! I never dreamed it would be such an extraordinary first class
way to learn. You are exceptional
I can't thank you enough for all you and the others did. I hope I can continue to support and encourage the vision, the
mission of Central San.
Warmly Julie Anderson
Sent from my iPhone
Christina Gee
From: Mary Mitchell
Sent: Friday, May 12, 2017 5-.25 PM
To: Christina Gee
Subject: Re: Central San Academy Information
Christina,
Just a 'thank you note' to you and all of the others at `Central San' for allowing me to be a part of the 'Academy'
program. I thoroughly enjoyed the program; the meetings were very informative and I learned a lot about
'waste water management.' The 'graduation ceremony I was agreat surprise. A nn
wonderful dimer and great talk
as well. I love the 'certificate' as well, very official, I hope you will think of me if there are any 'volunteer
opportunities. I have an elementary 'teaching credential, however, I am now working at a law office. But, I'm
not intimidated by a group of 40 elementary age kids.
Most important, I was able to see first hand what a wonderful group of people who work at 'Central San.' It
looks like a vel fun and interesting place to work.
Thank you.
Mary Ami Mitchell
Christina Gee
From: Eleanor Doyle <el|ieandmike@rnezom>
Sent: Tuesday, May 3O, 2OI7LAO PM
To: Christina Gee
Sub*ect: Re: Welcome toCentral SanAcadenw!
Hi Christina,
Just a note to say thanks again for a job well done on the Central San Academy>Just received the lovely photo book.You
certainly have a talent for event planning! A very impressive team all round, am grateful to have seen how it all works ' a
fascinating insight.
Best regards,
Eleanor Doyle
6/8/2017
RECAP OF
CENTRAL AN ACADEMY
f
SPRING 2017
1 'resented by
-low f Christina Gee, Senior Administrative Technician
all " ` -
Administration Committee Meeting
June 20, 2017
F
PARTICIPANTS
* 56 applicants and 18 dropouts
• 2 participants came to :52 of the 6 classes
• Final count of 36participants
wit
ILa -, I •x"14 J
1
6/$/2017
PARTICIPANTS'
# private
sector
19 Working
* • • - --public-
sector
36 L
Participants F"
L 13 private
sector
17 Retirees
4 public
sector
i
I Now
t
k dr i r
REASONSFSR ATTENDING
Interest in Wastewater Treatment
Employment Opportunities
Desire to be an Advocate for Central San
■Interest in Environmental Issues
participants)
-,
participants)(17
(6 participants)
{
participants)
1A.-
2
6/8/2017
CITY OF RESIDENCE
10
CL 4
3
3 3
2 2
0 0
CSJ
C;
CJ�
City
■In Service Area a Not in Service Area
Not in Service Area
In Service Area
29 of 36 participants(81%) 7 of 36 participants(19%)
MARKETING
,�
• Flyers r��,,,it� ��'+..
* Chambers of Commerce
CITIZENS
* City Offices ACADEMY
*KATg 4fttv -o t—1,,,-.,...".
* Sustainable Contra Costa :`-.r. „
Press Release •`r.�,YN,.twrr+Y�s.,
Patch and Community Focus HOW.� � �� ,�
• Brochures at Central San #�
Civics ark AT
Rossmoor
* Article in Rossmoor News
* Interview on TV channel
3
6/8/2017
PARTNERSHIP WITH
JOHN F. KENNEDY UNIVERSITY
Advertised the course to its Service
Learning Initiative
15 hours of Central San Academy class
15 hours for a community service project
design a campaign on Central San's environmental
messages (e.g., the benefits of using recycled
water, wipes clog pipes, HHWCF promotion)
964
k1-1.Ado-V,W%Aj,'
REFERRAL TO THE ACADEMY
15
CL
L
M 5
13.
0 2 2
C:1
Cp
xz
0
co,
Source
4
6, 8/2017
PARTICIPANT FEEDBACK:
Topics OF INTEREST
tiR y 1'
Recycled water program
wastewater cleaning process .
Resource recover •
y
Environmental issues w "
4
New technologies
E
1 t
-
w�.- "Photo credit:Marie Jeanne Parsons,Academy participant
PARTICIPANT FEEDBACK:
Topics OFSURPRISE
costs of infrastructure and meetingregulatory
� y
requirements
Recycling waste and creating energy
Impact of the drought on flog
y L' ti
f.V
5
6/8/2017
PARTICIPANT FEEDBACK:
PRIORITIES
Outreach
Interagency communication
Infrastructure maintenance
Compliance with regulatory requirements
Transparency
0
t
f r
AREAS OF
GREATEST SUCCESS
Hospitality
Approachable, friendly staff and Beard
• Welcoming atmosphere
here
curriculum
Well balanced and organized
• Good flow
Presenters
Prepared, knowledgeable, enthusiastic
From various levels of the organization
6
6/8/2017
AREAS OF POTENTIAL I
• Time management
• Balance between PowerPoints and activities
• More on collection System erations and
Applied Research
f
i
f
YY ILI
IMPACT OF
Greater awareness of services to the community
Helping to support central San's business practices
* Volunteers for central San events and educational programs
Ad hoc focus group
ram* CAP
20
'1
22 T01
H
j
A
7
6/8/Lo17
THE ACADEMY'S REACH
Community Emergency Response Team
.,Walnut Creek Design'
Review Commission,
Bay
Regional
City of -" and City of Martinez
Boy ! !!p
City ofWalnut Creek
A Department
North Downtown
vY
Specific
.r P w
Advisory Committ
s Ramon Police
Master Department
Gardeners
s:34
IMPACT OF THS ACADEMY
• continued transparency
• Leadership in the industry (
•
Exceptional customer service
Direct dialogue with customer base
Feedback Kelps central San better
understand and meet the needs of its
customers
w
f
• r k_c a{p 4 4
8
6/8/2017
COSTS
* Total cost estimated at $12,043.02
($334.53 per participant
1 a 178.88 (78%) reduction in cost per
participant
•
Savings
No advertisement in fast Bay Times
Limited staff attendance requiring overtime
0 Eliminated binders
41 . .
IL
♦ q
NOTESFROM
I now have a completely differcm
fig&x r�,u.��► r .tro" perspectivc_i of the intensive work that
facrUty+�Y'•w�atnp Lqyeek sepm t-4 ''�' goes,on at ti�v���r f�1c:ilit}T. l;vcry tirtac tl7tit I
the '�a*i&c w�s- Flesh I ctivision what takes place as,the
.�w
a &sly X w erel th&sa•►ne-1 wt1�tC°1)[I)Llucts niake their way through
whe,r&I worm the 11111cs of pipe and eventually end up as
go o(l water going to the Bay.
T-
7fw nkyfor a marvelous,fascinating and
incredibi pofished Academy.I've enjoyed it esMelling
immensely acrd more importantfy have(earned a sewage treatment
great dealadoutC~entralSanandwhatitdoes. lant in the world!
U'eff done!
9
6/8/2017
THANK
* To General Manager
Roger S. Bailey, for his
invaluable guidance 4F
To all of the presenters
• To the Board of
AV
Directors, for your
r
support
4
Alk
derf
SPRING 2
Input requested
18 dropouts from
Spring 2017
E • Goals
'
Replicate successes
1
Address areas for
improvement
continue cost
4a:f. t effective operation
1
F
i
10
6/8/2017
QUESTIONS?
- a
�1