Loading...
HomeMy WebLinkAbout05.a. Receive Fiscal Year 2019-20 Strategic Plan Tracking Report - Third Quarter Page 1 of 22 Item 5.a. ,orVIOIN SAN May 5, 2020 TO: ADMINISTRATION COMMITTEE FROM: ANN K. SASAKI, DEPUTY GENERAL MANAGER REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE FISCAL YEAR 2019-20 STRATEGIC PLAN TRACKING REPORT- THIRD QUARTER Attached are the Strategic Plan Tracking Reports for the third quarter of Fiscal Year 2019-20. These reports provide an update on the progress on each goal and strategy through the fulfillment of the key success measures and the key metrics. The color legend indicates the progress of each key success measures and key metrics: BLUE — Complete GREEN — On Task YELLOW— Off Task RED —At Risk ATTACHMENTS: 1. FY 2019-20 Strategic Plan Key Success Measures Tracker 2. FY 2019-20 Strategic Plan Metric Tracker May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 34 of 63 Page 2 of 22 FY 2019-2020 STRATEGIC PLAN ATTACHMENT 1 KEY SUCCESS MEASURES PROGRESS REPORT GOAL PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR: In process for staff training. Provide trainings on Ethics, Brown Act, and Public Records Act. Young 2"d QTR: Public Records Act Training and Staff Brown Act Training completed. Ethics Training is scheduled for FY 2020-21. Provide high-quality customer Conduct customer service and political sensitivity training. O'Malley Completed FY 2018-19. service Perform research to assess customer awareness,satisfaction, desire to learn 1St QTR: Presented customer survey results at July 11, 2019 Board Meeting. more about the District, and methods of best receiving information Barnett (FY 2019-20). Redesign website to enhance customer engagement and efficiency and Barnett/Huie Completed FY 2018-19. demonstrate industry leadership. 1St QTR:YouTube, Facebook and Twitter continue to increase in followers and Invest in business process impressions. Instagram has also been added as a platform to support changes and technologies to positioning Central San as a community and environmental leader. effectively increase access to Develop and monitor growth of social media. Barnett 2nd QTR: Continued to monitor and grow our YouTube, Facebook,Twitter, and District information and promote Instagram followers and impressions. customer care, convenience, and 3rd QTR: Continued to monitor and grow our YouTube, Facebook,Twitter, and self-service Instagram followers and impressions. 1St QTR: Main lobby under construction. Modernize Lobby layout and features to be more open and welcoming, Lopez/Barnett/Young/ 2nd QTR: Main lobby remodel complete. Permit Counter is no longer in a including making information available digitally for customer self-service. Stahl separate area from the front desk and lobby, and a customer restroom has been Build External Customer installed in the lobby. Relationships and 1st QTR: Four hundred and nine (409)people were served at local events and Awareness through community presentations and facilities tours. Conduct facility tours and presentations through speaker's bureau and other 2nd QTR: One hundred and four(104)people were served at local events and opportunities. Barnett through community presentations and facilities tours. 3rd QTR:Two hundred and forty-five(245)were served at local events and Increase customer understanding through community presentations and facilities tours. and support for key District initiatives, programs, and services 1st QTR: Developed new CSO video as part of series on infrastructure, customer value for service. Pipe Protectors Education Program overview video Develop videos and public service announcements to communicate District Barnett will release during Water Professionals Week. information, including environmental messages. 2nd QTR: Produced a video conducting a flushable wipes field test comparison. V QTR:Wipes and education outreach videos in pre-production. Two CWEA S.F. Bay Section awards earned. 1 St QTR: Continue to build customer trust with infrastructure-focused articles on Central San's projects via Pipeline,social media,video development, speakers Continue public outreach associated with the rate study and its Barnett bureau presentations, and photographically through other publications. recommendations. 2nd QTR: Distributed fall Pipeline with feature story on infrastructure investments. Increase customer understanding 3rd QTR: Developed spring Pipeline and continued social posts focusing on and support for key District infrastructure needs and investments. initiatives, programs, and services 1St QTR:Will hold in Spring 2020 at CSO. Applications open in fall. Continue to host the Central San Academy annually to educate the public. Gee 2nd QTR: 51 applicants thus far. d 3 QTR:Academy was postponed to fall 2020 with 62 applications received and 49 confirmed at the time of postponement. O Completed O On Task O Off Task 0 At Risk Page 1 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 35 of 63 Page 3 of 22 FY 2019-2020 STRATEGIC PLAN - KEY SUCCESS MEASURES PROGRESS REPORT GOAL PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Strategy Initiative Key Success Measures Responsible 15t 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR: Met with City Managers of Orinda and Alamo at upcoming pumping station project locations with General Manager, Engineering,and Communications for input. General Manager presentation at Danville/San Ramon Real Estate Association. General Manager and staff attendance at monthly Contra Costa County Mayor's conferences; 2019 State of the East Bay; Dublin San Ramon Sanitary District's liaison meeting; monthly Industrial Association of Contra Costa County; Sustainable Contra Costa Gala; California Special District Association's Chapter meeting; and industry conferences/events (WateReuse, California Special District Association's, California Association of Sanitation Agencies and National Association of Clean Water Agencies). 2nd QTR: General Manager and Government Relations Manager continue to Meet regularly with elected officials and stakeholders. Barnett have one-on-one meetings with all the City Managers in the service area. The items discussed will be addressed in the Board liaison meetings with City Managers, Mayors, and Central San staff. Continued events and stakeholder meetings, including Assemblymember Grayson's fees roundtable attended by the Planning and Development Manager, District Council, and Communications and Government Relations Manager. V QTR: Staff set up meetings for the Board members with Danville, San Ramon, and Pleasant Hill. Pre-meetings with the General Manager and Build External Customer Build and maintain relationships Government Relations Manager were held with Martinez, Pleasant Hill, Relationships and with federal, state and local elected Walnut Creek and San Ramon. Several presentations/meetings were postponed Awareness officials and stakeholders due to pandemic issue. Staff also met with Assemblymember Grayson's staff to discuss fee legislation. 1St QTR: Signature Event scheduled for 2021. Over a year of planning is Host a signature event every two years, open to the public,that communicates Barnett required to create event. District information on programs and services. 3rd QTR: Continuing planning stages for 75th Anniversary event. Requested funding in FY 2020-21 Budget. 1St QTR:These are being planned in conjunction with the General Manager after meetings with City Managers and other counterparts. Met on-site with Alamo/Orinda City Managers and Chief Engineers to discuss major pumping station renovation projects. 2nd QTR: These continue to be planned in conjunction with the General Manager. Recent one-on-one meetings with Orinda, San Ramon, and Martinez. Plan Board Member presentations to City and Town Councils and community Barnett Upcoming meetings are in progress and scheduled. groups of their liaison cities. V QTR: Staff set up meetings for the Board members with Danville, San Ramon,and Pleasant Hill. Pre-meetings with the General Manager and Government Relations Manager were held with Martinez, Pleasant Hill, Walnut Creek and San Ramon. Several presentations/meetings were postponed due to pandemic issue. Staff also met with Assemblymember Grayson's staff to discuss fee legislation. Board member participated in Federal CASA Advocacy conference. O Completed O On Task O Off Task 0 At Risk Page 2 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 36 of 63 Page 4 of 22 FY 2019-2020 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Develop multi-divisional teams for implementation of the 10-Year Capital Lopez/All Managers 1St QTR: Engineering/Operations meetings taking place. Improvement Program and business process efficiency projects District wide. 2nd QTR: Engineering/Operations meetings taking place. Establish opportunities for internal Continue the Information Technology Leadership,Applied Research and 3rd QTR: Committee meetings continuing. A COVID-19 Task Force was also partnerships and cross-divisional Optimizations,Wellness, and Safety Committees and expand the idea of cross- All Managers created during this quarter to coordinate response to the pandemic. collaborations sectional committees to other areas. Organize team-building exercises for divisions as needed. O'Malley/All Managers Communicate important District initiatives and information to employees via 1St QTR: Produced three Lateral Connection newsletters and seven FLASH print and electronic media. announcements. 2nd QTR: Produced three Lateral Connection newsletters and five FLASH Barnett announcements. Foster Employee 3rd QTR: Produced three Lateral Connection newsletters and one FLASH Engagement and announcement, as well as communicating important information via District-wide Interdepartmental email. Collaboration Survey employees for internal customer service satisfaction levels. 1 st QTR:Tentatively scheduled for January 2020. Cultivate employees' O'Malley 2nd QTR: Deployment of Engagement Survey scheduled for March 2020. understanding of District �d operations and their role in the 3 QTR: Engagement Survey closed March 20, 2020. agency's success Educate on-boarding employees about existing Board Policies and O'Malley 3rd QTR: Planning to increase coordination between HR and the hiring divisions Administrative Procedures. during the on-boarding process. Provide training in Purchasing, Human Resources, and other specialty areas to 1St QTR: HR Forums are in progress and are held bi-monthly. divisions upon request. O'Malley 2nd QTR: HR Forums are in progress and are held bi-monthly. 3 d QTR: HR Forums are in progress and are held bi-monthly(except during COVID-19 pandemic). Increase employee awareness of and participation in the Records Management Young 1St QTR: Completed Record Retention Training and revisions of schedule. Program,with an emphasis on electronic records storage and retention. Renew California Special District Leadership Foundation Transparency Young 1 st QTR: Received award on September 24, 2019. Certificate of Excellence. Continue to apply for awards through Municipal Information Systems Association of California, California Association of Public Information Officials, California Special Districts Association, California Water Environment All Managers Association, National Purchasing Institute,and Government Finance Officers Association Continue membership in Leading Utilities of the World network. 1St QTR: The General Manager to present at American Water Summit(AWS)in Maintain a Strong Continue to participate in industry November 2019. Reputation in the trade organizations and apply for 2nd QTR: The General Manager presented at the AWS on Utility Perspective: Community certifications and awards Bailey/Gee Addressing the Issues of"The Key Does Not Fit the Lock;" Partnership and Facilitating Better Communication Between Utilities and Vendors; and Overcoming Internal Utility Barriers to Digital Development. V QTR: Global Water Summit was canceled. However, the General Manager is still involved with the Leading Utilities of the World network. Continue to participate in industry organizations such as American Water 1St QTR: Staff attended annual California Special Districts Association (CSDA), Works Association,Water Environment Foundation, and California Association California Association of Sanitation Agencies(CASA), and WateReuse of Sanitation Agencies. All Managers conferences. Staff presented at the Water Environment Federation's Technical Exhibition and Conference. General Manager serves on the boards of National Association of Clean Water Agencies,WateReuse, and CASA. 0 Completed 0 On Task 0 Off Task 0 At Risk Page 3 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 37 of 63 Page 5 of 22 FY 2019-2020 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Continue to participate in Respond when called to provide reasonable assistance to water and 2nd QTR: Staff attended annual meeting and was asked to provide input from the CaIWARN to provide mutual aid to wastewater agencies during a natural disaster or emergency event. Deutsch wastewater sector on policy and planning efforts going forward. sister agencies V QTR: Staff was nominated for the Coastal Region Co-Chair position. Currently waiting for results. Hold community meetings for all major sewer renovation projects. 1St QTR: No meetings required. Meetings are scheduled for 2nd QTR. 2nd QTR: Held meeting for Danville Phase 3 Project. Additional project meetings Maintain a Strong planned for 3rd QTR. Reputation in the Barnett 3rd QTR: Meetings for Martinez and Walnut Creek projects canceled due to Community Minimize impacts to residents and COVID-19 restrictions. New online video and informational pages were created businesses during maintenance or to provide customers with project details,and letters were mailed to impacted construction work customers with details on where to obtain information. Meet with individual property owners and/or tenants on private easements for 1 st QTR: Met with property owners as necessary. construction projects or repairs,where there is an interest to do so. Liaise with Barnett 2nd QTR: Continued to meet with residents as necessary. the media and concerned residents to allay any construction concerns. arne3rd QTR: Continued to meet with residents as necessary. Troubleshoot and resolve construction issues as rapidly as possible. O Completed O On Task O Off Task 0 At Risk Page 4 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 38 of 63 Page 6 of 22 FY 2019-2020 STRATEGIC PLAN - KEY SUCCESS MEASURES PROGRESS REPORT GOAL STRIVE TO MEET REGULATORY REQUIREMENTS Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Comply with all permit requirements for air,wastewater discharges, and recycled Weer 2nd QTR: Five (5) Bay Area Air Quality Management District Notice of Violations. water. Meet existing regulations Include and execute regulatory-driven projects in the Capital Improvement Budget Lopez 1St QTR: Projects on schedule. on time. 2nd QTR: Outfall Project bidding. Maintain National Association of Clean Water Agencies Peak Performance Awards Weer Platinum status (full compliance for a consecutive five-year period). Actively participate in meetings of Bay Area Clean Water Agencies(a joint powers Schectel agency of other wastewater treatment agencies). Foster relationships with regulatory Participate in relevant meetings and workshops with regulatory agencies. Schectel agencies Communicate directly with regulatory bodies such as the Regional Water Quality Control Board, State Water Resources Control Board, Bay Area Air Quality Schectel Management District, Environmental Protection Agency, and California Air Resources Board, as needed. 1St QTR: Continually updated the Board on opportunities to take position on legislation and provided status updates. Strive to Achieve 100% 2nd QTR: Preparing for start of assertive legislative session that will have all bills Permit Compliance in to be submitted by mid-February 2020. Final report of the 2019 Legislative Air,Water, Land and session provided to the Board in October 2019. Regular meeting/attending Other Regulations legislative meetings with WateReuse, California Association of Sanitation Analyze, review and comment on relevant proposed legislation, as appropriate. Barnett Agencies, California Special District Association,Western Recycled Water Coalition and California Product Stewardship Council. Staff reappointed to Track proposed and pending coveted California Special District Association legislative committee. legislation or regulatory changes; V QTR: Continual review of legislation and Board presentations for staff plan for possible implementations direction. Staff continues to participate on member organization's legislative committees. Actively participate or present at value-added professional association meetings All Managers and trainings and,when useful, produce reports on what was learned. Continue tracking possible regulations and plan on how to meet them. Schectel Evaluate the need for automation enhancements to the regulatory tracking Schectel program. Prepare internal monthly greenhouse gas emission inventory updates and annual Chen Actively manage greenhouse gas inventory summary and verification report. g emissions in the most cost- effective and responsible manner Prepare and submit annual greenhouse gas emission inventory to the California Chen Air Resources Board. g 0 Completed 0 On Task 0 Off Task 0 At Risk Page 5 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 39 of 63 Page 7 of 22 FY 2019-2020 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL STRIVE TO MEET REGULATORY REQUIREMENTS Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Clean and perform maintenance on sewer lines effectively and on schedule. Seitz Complete the collection system Coordinate with Capital Projects on sewer replacements or repairs and include scheduled maintenance on time pipe replacement in CIB as needed. Seitz Strive to Minimize the and optimize cleaning schedules Number of Sanitary Review 1-, 2-, and 3-month frequency schedules for optimization. Seitz 2"d QTR: This item is complete. Optimization has started for 6-month, 1-, 2-, and 7-year schedules. New optimizations will be ongoing. Sewer Overflows Continue the pipeline condition Identify urgent and critical repair or replacements and complete pipeline repairs as Seitz assessment and cleaning quality soon as possible. assurance program using the system-wide CCTV program Use CCTV data to adjust cleaning frequencies as needed. Seitz Staff review and update of policies, if needed. Young Review all existing Board Policies Upon conclusion of staff review, present the policies to the Administration every twoy ears to ensure Young Comply with All Federal, relevancy Committee and full Board. State and Local Present new policies to the Administration Committee,then full Board,for review Young Regulations Related to within six months of the request for the policy to be drafted. District Administration Re-examine existing Department Review Finance, HR, Risk Management, and Safety directives, policies and and Administrative Procedures to procedures to ensure compliance with all current applicable laws and regulations. Young/All Managers ensure compliance with applicable laws and regulations Develop a schedule to review procedures on a regular basis. Young O Completed O On Task O Off Task 0 At Risk Page 6 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 40 of 63 Page 8 of 22 FY 2019-2020 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL BE A FISCALLY RESPONSIBLE AND EFFECTIVE WASTEWATER UTILITY Strategy Initiative Key Success Measures Responsible 1St 2nd 3nd 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Review sewer service charge rate structure for mixed-use businesses and Gemmell Completed FY 2018-19. consider implementing a new rate structure for FY 2019-20. Ensure rate structure and fees are Conduct annual review of rates and fees in FY 2018-19 for reasonableness and 1St QTR: Development fees will be reviewed in 3 d consistent with cost of service Gemmell QTR for FY 2020-21. principles consistency. Perform annual review of businesses to ensure consistency in applying and 1 sl QTR: Capacity fees will be reviewed in 31 QTR. processing capacity fees. Gemmell 3rd QTR: Review of commercial businesses has begun. 1 sl QTR: Board workshop in April 2019 for setting rates for four years. Present alternative financial plans Recycled water presentation in October 2019 for discussion of recycle water to the Board in FY 2018-19 for Present options for Board input consistent with Board policies,the 10-Year Capital Leiber rates. necessary rate adjustments for FY Improvement Plan, and general ratemaking principles. 2nd QTR: Planning for March 2020 workshop underway and on-track. 2019-20 onward, including V QTR: Board Financial Workshop held March 12, 2020. Conduct Long-Range considering the potential issuance Financial Planning of debt to fund the Capital Develop scenarios to utilize debt prudently in financing the 10-Year Capital 1st QTR: Planning for next workshop in March 2020 underway. Improvement Plan in conjunction Improvement Plan.As needed, issue debt consistent with Board direction and the Leiber 2nd QTR: Draft presentation completed for March 2020 workshop. with the overall financial plan debt management policy. 3rd QTR: Board Financial Workshop held March 12, 2020 included scenarios for state revolving fund loans and revenue bonds. Identify and implement District services that could feasibly be offered to other 1 sl QTR: Exploring sewer service charge billing for Concord after implementation regional public agencies. Gemmell of ERP. Develop alternatives for new 1st QTR: Received notice of funding for Solids Handling Project. Pursuing filing revenues and funding sources (e.g., interagency agreements, in December 2019 for Filter Plant Project. services,and recycled water) Pursue State Revolving Fund loan and grant opportunities, as appropriate. Leiber 2nd QTR: Provided design for Solids Handling Project in December 2019 and scored additional 2 points on project assuring funding. V QTR: Continued discussion with the State are yielding favorable results regarding upsizing the Solids Handling Project loan. Successfully transition to CalPERS healthcare plan. O'Malley 1St QTR: Successful transition to CaIPERS on July 1, 2019. 1St QTR: Presenting funding progress in monthly dashboard. Annually assess the status of Contra Costa County Employees' Retirement 2nd QTR: Same as 1St QTR. Association pension and other employee-liability-related trusts (pension prefunding Leiber 3rd QTR:The Board Financial Workshop was held March 12, 2020 which and Other Post-Employment Benefits). provided funding status and a plan for achieving 100%funding. The position paper will be brought to the Board in the 4th QTR. Costs Manage Effectively manage the cost of g employee benefits 1St QTR: Presenting funding progress with and without additional contributions in monthly dashboard. General Manager to discuss policy for funding levels with Board in November 2019. Develop funding goals for pay-down of Unfunded Actuarial Accrued Liabilities by Leiber 2nd QTR: Initial Board discussion completed. Will bring policy to Board percent. in 3rd QTR. 3rd QTR:The Board Financial Workshop was held March 12, 2020 which provided funding status and a plan for achieving 100%funding. The position paper will be brought to the Board in the 4th QTR. O Completed O On Task O Off Task 0 At Risk Page 7 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 41 of 63 Page 9 of 22 FY 2019-2020 STRATEGIC PLAN - KEY SUCCESS MEASURES PROGRESS REPORT GOAL BE A FISCALLY RESPONSIBLE AND EFFECTIVE WASTEWATER UTILITY Strategy Initiative Key Success Measures Responsible 1St 2nd 3nd 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR:Audit completed for Phase 1 of revenue audit and presented to Board in October 2019. Commenced contract audit in October 2019. Continue to develop internal audit function and integrate into processes. Leiber/Brooks- 2nd QTR:Audit Work Plan for 2020 presented to Board. Plan based on Risk Peters Inventory and other Assessments. V QTR:The contracts audit was presented to the Admin Committee in March 2020 and is scheduled for a Board Meeting in 4t"QTR. Carry out targeted audits of Leiber/Brooks- 1St QTR: Internal Auditor presented audit plan for CY 2019. Presenting plan for critical/high risk functions or Present annual audit plan to Board for approval. Peters 2020 in December 2019. processes 2nd QTR: Completed in December 2019. 1St QTR: See comments above. 2nd QTR: Completed Revenue Audit Phase 1. Started Contract Management Leiber/Brooks- Audit. Execute audit plan and convey results to the Board. Peters V QTR:The contracts audit was presented to the Admin Committee in March 2020 and is scheduled for a Board Meeting in 4t"QTR. Will need to replace the Internal Auditor due to their departure in March 2020. Gap may result in slippage of plan. 1St QTR: ERP project underway and currently reviewing most Administration processes. Completed cash handling policy. Reworking processes to provide Assess business processes and modify as needed. All Managers commitment information for eBuilder. UPCCAA projects under$60K templates in Manage Costs development. V QTR: Internal Auditor completed review of the contract management procedures. 1St QTR: FY 18-19 report scheduled to be presented to the Administration Committee and Board in 2nd QTR. Provide annual report to Board on key findings of studies conducted and 2nd QTR: FY 2018-19 report scheduled for Board in 3rd QTR(January 16, 2020 optimizations completedGee meeting). . Re-engineer business processes V QTR: On track for upcoming 3'd QTR progress review with Managers and and complete optimization studies have begun planning Innovations Fair to celebrate employee achievements this to identify opportunities to reduce fall. costs and align with best practices 1st QTR: Board approved Purchasing Policy BP 035 in August 2018. Review and update of this policy is scheduled for October 2019. Since the new ERP Update Purchasing Policy and Procedures. King =4 provides an opportunity to optimize the purchasing processes,the procedural updates are deferred until after the new system and procedures are in place next fiscal year. Establish baseline data for potential improvement of Purchasing processes King —99 Established baseline data FY 2018-19 through the requisition ticket tracking through metrics for workload and throughput. system and DocuSign. 1 st QTR: UPCCAA fully implemented for projects$60K to$200K. Implement the Uniform Construction Cost Accounting Act. Lopez 2nd QTR: Several projects bid and constructed. 3rd QTR: Presentation on results of UPCCAA made to Admin Committee. O Completed O On Task O Off Task 0 At Risk Page 8 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 42 of 63 Page 10 of 22 FY 2019-2020 STRATEGIC PLAN - KEY SUCCESS MEASURES PROGRESS REPORT GOAL 3 BE A FISCALLY RESPONSIBLE AND EFFECTIVE WASTEWATER UTILITY Strategy Initiative Key Success Measures Responsible 1St 2nd 3nd 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Identify and harness lessons learned from previous losses. Deutsch 3rd QTR: Focused on real time improvements to COVID-19 pandemic plan. 1St QTR:Average cost per SSO claim was$4,216. Reduce average cost of overflow claims. Deutsch 2nd QTR: FY average cost per SSO claim was$4,161. 3 d QTR:Average to date is$15,454. Two claims are both reserved for more than $40,000. Evaluate and apply risk 1St QTR: Executive Team Workshops are in progress. Manage Costs management practices to minimize Develop and present to the Board a framework for an Enterprise Risk 2nd QTR: Introduction presentation to Admin Committee in December 2019 and loss Management Program. Deutsch scheduled for the January 16, 2020 Board meeting. 3rd QTR:Top risks presented to the Board in January 2020. Maintain and report on risk inventory. Deutsch 1 st QTR: In progress per above work. 3 d QTR: Register review in 4th QTR. Prevent inventory losses through monthly Warehouse inventory cycle counts and King report reconciliations. O Completed O On Task O Off Task 0 At Risk Page 9 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 43 of 63 Page 11 of 22 FY 2019-2020 STRATEGIC PLAN - KEY SUCCESS MEASURES PROGRESS REPORT GOAL 4 RECRUIT, DEVELOP,AND RETAIN A HIGHLY TRAINED AND SAFE WORKFORCE Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR: Re-evaluating need for consultant. Decision is pending. 2nd QTR: Determination has been to not go forward with hiring outside Hire a training consultant. O'Malley consultant. Internal District resources are being utilized. 3rd QTR: Plans are in place to formalize an internal unit within HR to complete the tasks meant to be achieved by hiring a training consultant. 1St QTR: Re-evaluating need for consultant. Decision is pending. Assess, develop, and implement Develop and employ a training plan for each business section and employee2nd QTR: Learning management system has the capacity to perform this District-wide training needs classification. O'Malley function. Anticipated implementation in 4th QTR. 3rd QTR: No new progress. Update training database. O'Malley 1St QTR:Anticipated implementation in 4th QTR. Continue to encourage the use of external and internal training and tuition O'Malley reimbursement programs. Develop and implement training and development checklists for all Plant Meyer 2nd QTR: The Electrical Shop completed. Buildings and Grounds and Instrument Maintenance employees. Shop are working to complete by end of 3ndQTR. Ensure Adequate 2nd QTR: Had strong interest in November/December Plant Operator Trainee Staffing and Training to opening. Provided feedback to unsuccessful applicants about ways to improve Meet Current and Formalize an Operator-In-Training Program to encourage employees to explore chances of success. Encouraged and accepted additional volunteer Plant Future Operational career options in the Treatment Plant. Weer Operator-in-Training applicants. Levels 3rd QTR:Will have another Plant Operator Trainee position posted in late March or early April Actively participate in career fairs and with community and technical colleges. O'Malley Recruit, develop, and train future Increase enrollment in the internship program. O'Malley 3rd QTR: Hosted two students from the University of Michigan in first student leaders externship program. 1 St QTR: Management Academy completed in September 2019. Supervisory Continue the Leadership and Supervisory Academies(alternating years). O'Malley Academy scheduled for Spring 2020.d 2 QTR: RFQ sent out in January 2020. Due date is February 2020. 3rd QTR: Consultant selected for Supervisory Academy. 1 St QTR: New one-year Mentorship Program session starts January 2020. Continue the Mentorship Program. O'Malley 2nd QTR: In progress. 3'd QTR: Seven mentees are enrolled in the Mentorship Program. Continue participation in Bay Area Water/Wastewater Workforce Development Collaborative and Bay Area Consortium for Water and Wastewater Education to O'Malley support development of the regional workforce. 0 Completed 0 On Task 0 Off Task 0 At Risk Page 10 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 44 of 63 Page 12 of 22 FY 2019-2020 STRATEGIC PLAN - KEY SUCCESS MEASURES PROGRESS REPORT GOAL 4 RECRUIT, DEVELOP,AND RETAIN A HIGHLY TRAINED AND SAFE WORKFORCE Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR: In progress. Currently conducting Meet and Confer sessions with the Develop an improved performance evaluation system to encourage moreO'Malley Bargaining Units. meaningful feedback. 2nd QTR: In progress with MSCG. V QTR: Forms are under MSCG's review. Establish and communicate clear performance expectations and standards. All Managers 1St QTR: Scheduled for 3rd QTR.Perform a surveyon employee engagement and apply viable suggestions. O'Malley 3rd QTR: Survey was deployed from March 2 through March 20, 2020. Provide opportunities to recognize high-performing teams at department meetings All Managers and Board meetings. Cultivate a positive work culture 3rd QTR:This item is on hold as the General Manager is meeting with bargaining groups in a setting where the Bargaining Group's Executive Continue the General Manager lunches with the division workgroups. Bailey Committee is being invited as opposed to just the President and Co-President. The General Manager is meeting with employees who represent each of the divisions. Enhance Relationship 1St QTR:All issues of Lateral Connection produced on time. with Employees and 2nd QTR:All issues of Lateral Connection produced on time with feature series Bargaining Units Maintain the Lateral Connection employee-centered newsletter. Barnett highlighting employee work groups. 3rd QTR:All issues of the Lateral Connection produced on time with feature series highlighting work groups and innovative projects. Increase participation in the employee wellness program, including the annualO'Malle1St QTR:Annual Health Expo is scheduled for January 2020. O'Malley Health Expo,which provides a full health assessment for employees. V QTR: Health Expo and Wellness Awards Lunch was held. 3rd QTR: Meeting with the entire Executive Team of the Bargaining Units. Board Continue the General Manager meetings with the bargaining representatives. Bailey members are meeting with Bargaining Units also. Also meeting with Bargaining representatives on a close basis. 1QTR: Ongoing Sustain and grow collaborative nd relationships with the labor Continue the Labor Management Committee meetings. O'Malley 2nd QTR: Ongoing bargaining units 3 QTR: Still meeting on a quarterly basis. Began tracking action items. 1St QTR: Ongoing Engage the bargaining units in informal discussions on collaborative solutions toO'Malle2nd QTR: Ongoing O'Malley workplace issues. V QTR: Begun tracking action items to show resolution of issues brought to the Committees since resumption of meetings after the last negotiations. Continue to monitor accident/incident causation including type, mechanism, and Ledbetter Achieve consistent improvement body part to identify and mitigate hazards. on State of California and Bay Area Continue to provide regular analysis summaries to the District Safety Committee, industry injury rate Safety Teams and Management Team on accident/incident causation and Ledbetter corrective measures. Meet or Exceed Industry Enhance the safety culture through Continue to conduct training based upon accident/incident causal factors, new Ledbetter Safety Standards improved training and processes,equipment,or procedures. communications Continue to provide relevant safety information to personnel via the Safety Corner in the Lateral Connection. Ledbetter Continue to provide information on upcoming safety-related legislation and regulations to supervisors and managers via the California Occupational Safety Ledbetter and Health Administration Reporter and the Safety Supervisor. e Completed 0 On Task 0 Off Task 0 At Risk Page 11 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 45 of 63 Page 13 of 22 FY 2019-2020 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL MAINTAIN A RELIABLE INFRASTRUCTURE Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Develop 10-Year Capital Complete condition assessments on all critical equipment on time and incorporate 1St QTR: New projects include condition assessments. Improvement Plan consistent with into Capital Improvement Budget or Maintenance Program as appropriate. Lopez/Meyer 2"d QTR: New projects include condition assessments. Steam and Aeration recommendations of the assessments completed. Comprehensive Wastewater 1St QTR: Projects on schedule overall. Master Plan and Asset Execute the Capital Improvement Budget with the approved budget and on Lopez 2nd QTR: Ongoing program on schedule. Management schedule. 3rd QTR: Ongoing program on schedule. 1St QTR: Completed boiler Feed Water System Preventative Maintenance Perform Reliability Centered Maintenance, Experience Centered Maintenance, Optimization. Completed 20 Defect Eliminations (DE). Defect Elimination, or other strategic reliability-based analysis on Treatment Plant Meyer 2nd QTR: Six(6)DE's opened, seven (7)completed, and one(1)Reliability Centered Maintenance (RCA)completed. Manage Assets process systems. V QTR: Five(5)DJFI work orders were created. Six(6) DJFI work orders were Optimally Throughout Continue maintenance on assets completed. Their Lifecycle using a reliability-based approach 1St QTR: Each Shop is working on standards for analysis: Electrical Shop— Motor Winding Analysis; Mechanical Shop—RDI Motion Amplification, Reliability Evaluate and apply predictive technologies for appropriate asset classes. Meyer Engineering Laser Alignment, and Ultrasound. 2nd QTR: all three (3)shops continue to develop the programs. 3rd QTR: Ongoing. 1St QTR: Uptime was 100% Manage and maintain current Maintain high uptime for vehicles and equipment. Seitz 2nd QTR: Uptime was 100% vehicle fleet to provide maximum V QTR: Uptime was 100% value Use diagnostics associated with automatic vehicle location to set performance benchmarks and dispatch staff in the field more efficiently. Seitz Capital Projects and Operations and Maintenance staff meet semi-annually to 2nd QTR: Met in November 2019. Integrate data from the Asset ensure all critical assets and processes in need of repair or replacement are Lopez/Weer/Meyer 3rd QTR:Will meet in Spring 2020. Management Program into the appropriately scheduled in the 10-Year Capital Improvement Plan. Facilitate Long-Term analysis of long-term Capital 2nd QTR:All assets have a Consequence of Failure, Likelihood of Failure, and Capital Renewal and Improvement needs based on the Business Risk Exposure rating. We are working on revising the criteria for Replacement 10-Year Capital Improvement Plan Develop a prioritization model for vertical assets. Meyer updating the values as art of the ongoing Engineering projects. p p 9 p 9 9 9� 9 p 1 V QTR: Ongoing. Implement the Project 1St QTR: Ongoing meetings with Capital Projects, Purchasing and Finance. Management Information System Complete implementation of the system and train staff. Gemmell 2nd QTR: Coordinated to go live with Oracle implementation. O Completed O On Task O Off Task 0 At Risk Page 12 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 46 of 63 Page 14 of 22 FY 2019-2020 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL MAINTAIN A RELIABLE INFRASTRUCTURE Strategy Initiative Key Success Measures Responsible 1St 2nd and 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR: Scheduled for October 2019. 2nd QTR: Exercise replaced with debriefing on three (3)recent incidents Train staff and conduct an exercise of the Emergency Operations Plan. Deutsch including fire near CSO. Will reschedule for Spring 2020. V QTR: Per COVID-19 pandemic, no exercise held. Will exercise employee notification software in 4th QTR. Adopt the Local Hazard Mitigation Plan update and provide annual reports to the 1St QTR: No activity. California Governor's Office of Emergency Services. Deutsch 2nd QTR: No activity. Report due in 4th QTR. Enhance capability to mitigate, Update the Emergency Operations Plan (EOP). Deutsch 2nd QTR: Minor update in September 2019. prepare for, respond to,and recover from emergencies Relocate the data center to a more secure location. Huie 2nd QTR: Planned migration in V QTR. Construction delays due to contractor issues. Provide regular security awareness training to staff. Deutsch V QTR: Embedded into COVID-19 communications. 111 QTR: Portions to be expedited per direction from the Executive Team. Utilize technology to monitor portions of the Martinez campus as a supplement to 2nd QTR: Updated agreements to add card readers,video analytics, and pilot security personnel. Deutsch program for shared key control system. Installation planned for 3'd QTR. 3 d QTR: Hired second day shift guard to assist with increased treatment plant Protect District activity. Personnel and Assets from Threats and 1St QTR: Hired Jacobs to map-out improvements and document existing Emergencies components. Implement the Security Master Plan. Deutsch 2nd QTR: Report was received. Working with Capital to develop scope for security improvements project. Evaluate and implement V QTR: Developing scope for next fiscal year's security project. appropriate improvements to the 1st QTR: Information Security Procedure under development. Security Program to meet new or 2nd QTR: No activity. evolving threats Develop additional security procedures, apply the changes, and train staff. Deutsch V QTR: Implemented access changes as needed per increasing severity of COVID-19 pandemic. Upgrade Treatment Plant control network and its equipment to create redundant Weer/Huie 3rd QTR: Capital improvements ongoing paths. Construct new system and infrastructure upgrades. Lopez 1St QTR:Additional upgrades in Piping 10 Project. 2nd QTR: Initiated Piping Phase 10—Design. Improve the potable water system V: QTR: Completed monthly except for March 2020. March samples were not and enhance water quality testing Test potable water quality on a monthly basis. Schectel analyzed due to reduced on-site staffing and limited entry into other parts of the procedures campus in response to COVID-19 pandemic. Add a communication component to the water testing program to provide quarterly Schectel 3rd QTR: Data sent to Safety Specialist in February 2020. updates to employees on the quality of the water. O Completed O On Task O Off Task 0 At Risk Page 13 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 47 of 63 Page 15 of 22 FY 2019-2020 STRATEGIC PLAN - KEY SUCCESS MEASURES PROGRESS REPORT GOAL EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Strategy Initiative Key Success Measures Responsible 1St 2nd 3rd 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Support regional development of local water supply. LaBella Develop and execute a contract for the Recycled Water Exchange Project with Contra Costa Water District and Santa Clara Valley Water District(and/or other LaBella interested water supply agencies). Explore partnering opportunities 2"d QTR: Update provided to Real Estate, Environmental and Planning Continue working with the Contra Costa Water District and the City of Concord to Committee. supply recycled water for irrigation to the Concord Community Reuse Project, Gemmell 3rd QTR: Concord declined to extend Master Developer Agreement with Lennar formerly the Concord Naval Weapons Station. and will likely look for anew developer. Project is on hold until after COVID-19 shelter-in-place in order for Concord to re-evaluate options. Augment the Region's Complete the environmental review process and assist the project team during LaBella 1St QTR:The Country Club has placed development of the project with Water Supply Continue to support the design-build activities. Central San on hold. development of a demonstration Execute the Operations and Property Transfer Agreement(or equivalent). LaBella 1 St QTR:The Country Club has placed development of the project with Satellite Water Recycling Facility at Central San on hold. Diablo Country Club Actively participate in the Request for Proposal (RFP)and the design-build-operate LaBella 1 St QTR:The Country Club has placed development of the project with contract. Central San on hold. Continue to operate and maintain a reliable recycled water distribution system for Gemmell Continue to provide recycled water Zone 1 customers. to residents and businesses; evaluate and process new Continue the Residential Recycled Water Fill Station Program. Schectel customer requests Continue the Commercial Recycled Water Truck Fill Program. Gemmell 1St QTR: Ongoing. Track and review energy usage. Shima 2nd QTR: Ongoing. Explore opportunities for 3 d QTR: Ongoing. Reduce Reliance on renewable energy generation, 1St QTR:Working with PG&E and MCE on energy efficiency programs. Non-Renewable Energy conservation, and efficiency based Explore ways to optimize energy efficiency. Shima 2nd QTR: Continued working on energy efficiency programs. on the Board's Energy Policy V QTR: Continued working on energy efficiency programs such as Strategic Energy Management. Prepare and issue a solicitation for an onsite renewable energy generation project. LaBella O Completed O On Task O Off Task 0 At Risk Page 14 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 48 of 63 Page 16 of 22 FY 2019-2020 STRATEGIC PLAN - KEY SUCCESS MEASURES PROGRESS REPORT GOAL EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Strategy Initiative Key Success Measures Responsible 1St 2nd 3rd 4th Performance in Achieving Success Measures Person QTR QTR QTR QTR Status, Comments and Exceptions Issue an RFP and select vendor and system integrator. Huie Completed FY 2018-19. Successfully manage scope,timeline and budget for implementation, including 1 St QTR: Project on track as of September 2019. mitigation of any effects on staff. Huie 3rd QTR: COVID-19 response has potential to cause delays. Select and implement new 111 QTR: Payroll implementation is in 2020. Enterprise Resource Planning Integrate with the electronic timekeeping system. Huie 3rd QTR: COVID-19 response has potential to cause delays. (ERP)system and integrate with linked systems Integrate with the PMIS. Gemmell 2nd QTR: Financials and Commitments to go live with Oracle implementation. 1 St QTR: Procurement/contracts management module implementations Address e-procurement and contract management system needs. Huie commenced October 2019. 3rd QTR: COVID-19 response has potential to cause delays. Expand and improve the use of 3rd QTR: COVID-19 response has potential to cause delays. worthwhile mobile computing and Utilize mobile applications for Construction Inspectors, Capital Projects Inspectors, Huie communication technologies and Surveyors(upgrades only). Encourage the Review and Testing of 1St QTR: July 2019 ISLE Technology Approval Group (TAG)Meeting. Technology to Optimize Quarterly meetings to promote innovation and continuous improvement through Frost 2nd QTR: December 2019 Applied Research Committee Meeting and and Modernize Applied Research Committee, ISLE Technology Approval Group,WRF LIFT, etc. October 2019 ISLE TAG Meeting. Business Operations 3rd QTR: February 2020 ISLE TAG Meeting. 1St QTR: Continued participation in HYPOWERS pilot project(anticipated start of Phase 2 Final Design in early 2020). Continue developing and investing Continue to be an active participant in the HYPOWERS pilot project to test an Frost 2nd QTR: Continued participation in HYPOWERS pilot project(Phase 2 in cost-effective innovation, emerging hydrothermal resource recovery process for solids handling. postponed until mid-2020). leading, and promising technology 3rd QTR: Continued participation in HYPOWERS pilot project. Phase 2 is and applied research and pending funding and DOE approval. development 1St QTR: Filter Column Testing under Filter Plant Capital Project; Nitrification Rate Testing under Steam&Aeration Blower Systems Renovations Project; and review of several pilot opportunities in progress (level monitors, Smart Clean, Pilot test new and promising technologies or processes. Frost Machine Learning, ongoing HYPOWERS project). 2nd QTR: Same as 1 QTR. Also evaluating tertiary membrane pilot opportunities. 3rd QTR: Continued work on the above ongoing pilots. Also initiated testing of Water Pigeon Design v.2. O Completed O On Task O Off Task 0 At Risk Page 15 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 49 of 63 Page 17 of 22 FY 2019-20 STRATEGIC PLAN ATTACHMENT 2 = KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 1 PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Responsible Metric FY 2019-20 Target 1st QTR 2nd QTR 3rd QTR 4t"QTR Comments/Issues Party Seitz Average onsite response time for <20 minutes 25.0 Minutes 33.0 Minutes 33.5 Minutes collection system emergency calls,during working hours Seitz Average onsite response time for <40 minutes 39.0 Minutes 34.0 Minutes 30.0 Minutes collection system emergency calls,after hours Seitz Average customer service rating >_3.8 out of 4.0 3.78 Rating 4.0 Rating 4.0 Rating for emergency calls Lopez Median customer satisfaction >95% 0(Zero) Received 0 (Zero) Received 96% Rating 1St QTR: Zero(0)received. rating on construction projects 2nd QTR:Three(3)project surveys mailed out—zero received. 3rd QTR: 96% rating received. Gemmell Median customer satisfaction >95% 100% 100% 100% 1St QTR: Two(2)surveys were received with an overall rating of 4 out of 4. rating on permit counter 2nd QTR:Two(2)surveys were received with an overall rating of 4 out of 4. interactions 3rd QTR: Three (3)surveys were received with an overall rating of 4 out of 4. Barnett Number of students served by >4,000 per year 132 Students 891 Students 4,900 Students 1 St QTR: One hundred and thirty-two(132)students served (early in school year). education programs 2nd QTR: Eight hundred and ninety-one (891)students served. 3rd QTR: Four thousand nine hundred (4,900)students were served. O'Malley New employees attending 100% 100% 100% 100% customer service training within 6 months of employment Barnett Participants in Plant/HHW >500 participants per year 409 Participants 104 Participants 245 Participants 1St QTR: Four hundred and nine (409)people were served at local events and through community Facility tours and District presentations and facilities tours. presentations 2nd QTR: One hundred and four(104)people were served at local events and through community presentations and facilities tours. 3rd QTR Two hundred and forty-five(245)were served at local events and through community presentations and facilities tours. Gee Participants in citizen's academy, >30 participants per session 1St QTR: Gearing up to open applications in Fall 2019. Forty-one (41)are currently interested in Central San Academy participating (including 10 who requested to be on mailing list for Spring 2020). 2nd QTR: Fifty-one (51)applications received. 3rd QTR:Academy was postponed to fall 2020 with 62 applications received and 49 confirmed at the time of postponement. King Purchasing internal customer >_70% 100% 100% 100% survey rating of satisfactory or better Young Awards or recognitions received 10 4 Awards 5 Awards 2 Awards 0 Completed O On Task O Off Task 0 At Risk Page 1 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 50 of 63 Page 18 of 22 FY 2019-20 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 2 STRIVE TO MEET REGULATORY REQUIREMENTS Responsible Metric FY 2019-20 Target 1st QTR 2nd QTR 3rd QTR 4t"QTR Comments/Issues Party Weer National Pollutant Discharge Zero violations 0(Zero)Violations 0 (Zero)Violations 0 (Zero)Violations Elimination System compliance Weer Title V compliance Zero violations 0(Zero)Violations 5 Violations 0 (Zero)Violations Weer Recycled Water Title 22 Zero violations 0(Zero)Violations 0 (Zero)Violations 0 (Zero)Violations compliance Cheng Anthropogenic GHG emissions <25,000 metric tons (MT)CO2e 111 QTR: On track to meet CY 2019 GHG goal. 2nd QTR: Met CY 2019 GHG goal. CY 2019 is 23,038 MT(pre-verified) 3'd QTR: On track to meet CY 2020 GHG goal. Seitz Sanitary sewer overflows <2.5 spills per 100 miles of 3 SSOs 6 SSOs 9 SSOs pipeline Seitz Spills to public water <3 per year 0(Zero)Spills 1 Spill 2 Spills Seitz Percent of spills less than 500 >95% 100% 78% 72% gallons Seitz Pipeline cleaning schedules >95% 99.45% 99.15% 99.06% completed on time Seitz Pipeline cleaning quality On >_3%of pipelines cleaned on 3.53% 2.89% 2.80% assurance/quality control an annual basis (QA/QC) Seitz Pipeline cleaning QA/QC passing >98% 97.42% 93.28% 95.58% rate Potter Annual Environmental 100% 100% 100% 100% Compliance inspections and permitting completed on time Wyatt Household Hazardous Waste Zero violations 0(Zero)Violations 0 (Zero)Violations 0 (Zero)Violations (HHW)management compliance Young Biennial review of all existing 100% 100% 100% 100% Board policies 0 Completed O On Task O Off Task 0 At Risk Page 2 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 51 of 63 Page 19 of 22 FY 2019-20 STRATEGIC PLAN - — KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 3 BE A FISCALLY RESPONSIBLE AND EFFECTIVE WASTEWATER UTILITY Responsible Metric FY 2019-20 Target 1st QTR 2nd QTR 3rd QTR 4t"QTR Comments/Issues Party Leiber Maintain service affordability Sewer Service Charge less than 1St QTR: $598 SSC remains below Bay Area average. Same with SSC and Ad Valorem. average of Bay Area agencies 2nd QTR: Same as 1St QTR. 3rd QTR: Target met. Sewer Service Charge plus Ad Valorem tax less than average of Bay Area Agencies Leiber Standard and Poor's and AAA/Aa1 1St QTR:AAA S&P, and Moody's rating confirmed August 2019 at Aa1. Moody's Credit Ratings 2nd QTR: Ratings continue unchanged. 3rd QTR: Ratings continue unchanged. Leiber Debt service coverage ratio >2.0 1St QTR: Still in double digits, above 10x. 2nd QTR and 3rd QTR: Still in double digits, above 10x. Leiber Actual reserves as a percentage 100% 1St QTR: Sewer Construction, O&M, and Self Insurance above policy required level. of target 2nd QTR and 31 QTR: FY 2019-20 performance is positive, leading to expectations of continued fully funded reserves. Leiber Operating expenditures as a >95% 1St QTR: FY 2018-19 spending at 97.9%of budget on a budgetary accounting basis (including percentage of operating budget $2.5 million contribution towards Pension Prefunding Trust). 2nd QTR and 3rd QTR:Tracking FY 2019-20 spending forecast at approximately 96%of budget. Leiber Reported material weaknesses Zero 1St QTR: Pending audit issues letter for FY 2018-19. or significant deficiencies in 2nd QTR and 3rd QTR: Goal achieved. No audit issues noted by External Financial Statement Auditor. internal controls as part of annual financial audit Deutsch Workers' Compensation <1.0 FY Annual: 1.06 experience modifier Deutsch Temporary modified duty >95%of recordable injuries 100% 100% 100% provided (Return to Work Program) King Difference in inventory value in <1% 1.46% 1.38% 0.81% Purchasing database vs.value submitted to Accounting King Accuracy of physical inventory >_95% 99% 99% 99% count vs. book value O Completed O On Task O Off Task 0 At Risk Page 3 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 52 of 63 Page 20 of 22 FY 2019-20 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 4 RECRUIT, DEVELOP,AND RETAIN A HIGHLY TRAINED AND SAFE WORKFORCE Responsible Metric FY 2019-20 Target 1st QTR 2nd QTR 3rd QTR 4t"QTR Comments/Issues Party O'Malley Average time to fill vacancy(from <60 days 0(Zero) 50 Days 58 Days request to hire) Recruitments O'Malley Turnover rate at or below <_4.8% (2017 median) 1.08% 0.00% 3.50% 1St QTR: 1.08% (274 filled positions) American Water Works 2nd QTR: 0.00% (277 filled positions) Association industry median 3rd QTR: 3.50% (281 filled positions) O'Malley Average annual training hours 15 hours per full-time equivalent 3.5 Hours 4.6 Hours 4.1 Hours (external and internal training) employee (FTE) O'Malley Actual versus budgeted usage of >80% 66% 96% 71%% training dollars O'Malley Performance evaluations 100% 74% 74% 39% 1St QTR: Received total of 51 appraisals out of 69 for a total of 74%. completed on time 2nd QTR: Received total of 64 appraisals out of 86 for a total of 74%. 3rd QTR: Received total of 31 appraisals out of 79 for a total of 39%. O'Malley Participation in annual Increase by 10%each year 3rd QTR: Increase of 14%for January 2020 Expo. Wellness Expo O'Malley Internal promotions >_25% 50% 50% 100% (excludes entry-level positions) O'Malley Formal grievances filed Zero Zero (0) Zero(0) Zero(0) Ledbetter Employee injury and illness lost <6.8 1St QTR: 2.86— 139,085.9 hours worked and two recordable accidents. time incident rate less than 2016 2nd QTR: 2.97— 134,802.1 hours worked and two recordable accidents. Bureau of Labor Statistics (BLS) 3rd QTR: 1.58—126,034.6 hours worked and one recordable accident. California Sewage Treatment Facilities Rate 0 Completed O On Task O Off Task 0 At Risk Page 4 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 53 of 63 Page 21 of 22 FY 2019-20 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 5 MAINTAIN A RELIABLE INFRASTRUCTURE Responsible Metric FY 2019-20 Target 1st QTR 2nd QTR 3rd QTR— 4t"QTR Comments/Issues Party Meyer Safety-prioritized work orders 100% 85% 89% 100% completed on time Meyer Regulatory Title V work orders 100% 75% 94% 100% completed on time Meyer Planned treatment plant >95% 86% 87% 93% preventative maintenance completed on time Meyer Planned pumping station >95% 2,d QTR: Not all scheduled preventative maintenance work orders in Cityworks, currently only all shop preventative maintenance preventative maintenances. Plan to add Pumping Stations by end of 2020. completed on time Seitz Uptime for vehicles and 100% 100% 100% 100% equipment Lopez Miles of pipeline replaced >0.5%of assets 2.6 Miles 1.4 Miles 1.1 Miles (7.6 miles per year for the next five years starting in FY 2017- 2022) Lopez Capital expenditures as a >90% 83% 91% 92% percentage of capital budgeted cash flow including carry forward Huie Information system outages 100% uptime 1St QTR: Had outage for a couple hours. Had better than 99.99% uptime. affecting normal business operations Huie Data backup and recovery Zero lost data Esparza Potable water system monthly 100% 100% 100% 100% testing meets all water quality standards 0 Completed O On Task O Off Task 0 At Risk Page 5 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 54 of 63 Page 22 of 22 FY 2019-20 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 6 EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Responsible Metric FY 2019-20 Target 1st QTR 2nd QTR 3rd QTR 4t"QTR Comments/Issues Panty Waples Gallons of recycled water >240 million gallons per year 98,606,320 Gallons 30,982,335 Gallons 9,382,855 Gallons distributed to external customers Shima kWh of electricity produced >18 million kWh per year 22.4 million kWh 22.0 million kWh 22.4 million kWh (reported as a rolling average) Shima kWh of solar power produced at >220,000 kWh per year 284,000 kWh 283,000 kWh 286,000 kWh Collection System Operations (reported as a rolling average) and HHW Facility Frost Reviews or pilot tests of new and >3 per year 1st QTR: Filter Column Testing under Filter Plant Capital Project; Nitrification Rate Testing under Steam promising technology and Aeration Blower Systems Renovations Project; and review of several pilot opportunities in progress (level monitors, Smart Clean, Machine Learning, ongoing HYPOWERS project). 2nd QTR: Same as 1St QTR. Also,evaluating tertiary membrane pilot opportunities. V QTR: Continued work on the above ongoing pilots. Also initiated testing of Water Pigeon Design v.2. Frost Research papers and findings >3 papers or presentations per 1St QTR:WEFTEC 2019 presentations on Primary Baffle System (by Plant Maintenance Division)and presented year Filter Project Zeta Potential Testing (Filter Plant Capital Project), Utilizing Your Full (Zeta) Potential; and submitted abstract on recycled water modeling for CWEA 2020. 2nd QTR:Abstract for recycled water accepted for CW EA 2020. 3'd QTR:Abstract on InfoWorks ICM model accepted for Esri User Conference 2020. O Completed O On Task O Off Task 0 At Risk Page 6 May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 55 of 63