Public Outreach Meeting Presentation (060813) · Core Functions Fiscal Year 2013/2014 Goals & Objectives Public Outreach & Information • Provide Public Outreach Support to all Divisions

June 8, 2013Public Outreach Meeting

Running Springs Water District (RSWD)

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• Locally Governed Independent Special District• Administrative Services, Fire & Emergency Medical,

Water, Wastewater Collection & Treatment• Approximately 3,000 customers served• $5 million combined annual operating budget• $2 million in reserves• 26 full‐time employees & 17 paid‐call firefighters

RSWD Overview

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RSWD Mission StatementThe mission of the Running Springs Water District is to provide water, fire, emergency medical service, sewer, and other beneficial services to the community: The goal of the

District shall be to do so with the highest level of integrity and ethical principles and in the most efficient and cost effective manner possible.

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Service Area

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9 9 9 9 9 9 9 9 9 9 9 9

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7.5 6.5 6 6 7 7 7 7 7 6 6 5

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5.5 5.5 5.5 5.5 5.5 5.5 4 4 4 4 3 3

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2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014

Num

ber o

f Em

ploy

ees

Fiscal Year Ending

Historical Number of RSWD Employees

Fire Admin Water Collections Treatment

30 29 28.5 28.5 29.5 29.528 28 28 27

26 26

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• Each Division Supervisor will go over their

• Core Functions• Fiscal Year 2013/2014 Goals & Objectives

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• General Administration• Board of Directors Administration• Customer Service• Public Information & Outreach• Budget & Finance• Human Resources, Personnel & Risk Management• Information Technology

Administration Division

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Administration Division

General AdministrationAdministrative Costs (District-Wide)• Administrative Support to all Divisions• Professional Services (Engineering & Financial

Consultants, Legal Counsel)• Automated Data Processing (Payroll)• Public Notices• Copiers/Phone/Postage/Equipment Lease &

Purchase• Insurance/Property Liability/Workers Comp• Computer Technical Support• Office Supplies & Materials/Furniture & Equipment• Printing & Publications• Memberships & Subscription• Office Utilities & Janitorial ServiceLegal ComplianceStaffing PlansManage ConsultantsProject Coordination

• Review & Update District Policies• Develop & Maintain Short & Long Range Plans• Obtain Funds to Support Plans• Evaluate Outside Funding & Grant Options

Core Functions Fiscal Year 2013/2014 Goals & Objectives

Board of Directors Administration• Public Records Act Requests• Board Meeting Administration• Form 700 Statements of Economic Interest• Maintain Resolutions, Ordinances & Minutes• Registrar of Voters/Board Election Coordination

• Records Management/Retention Program• Implement & Enforce Board Policy• Recommend New Policies & Procedures• Records Retention Implementation

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Administration Division (continued)

Customer Service• Customer Relations• Customer Correspondence• Customer Payments• Billing• Accounts Payable• Accounts Receivable• Customer Account Analysis

• Continue to Improve Customer Service• Evaluate Alternative Billing/Payment Methods• Research Accounting & Billing Software• Cross Training Staff• Refine & Document all Administration Procedures• Records Retention Implementation


Public Outreach & Information• Provide Public Outreach Support to all Divisions• Design/Distribution of Public Outreach• Materials/District Newsletters• District Representation at Community Events

• Fine Tune District Website• Inform Customers on District Core Functions

Budget & Finance• Prepare Annual Budget• Annual Financial Audit• Payroll Processing• Accounts Payable• Accounts Receivable• Investment & Fund Balance Administration• Availability/Standby Charges to Tax Roll• Maintain General Ledger• Billing• Cash Management & Projections• Financial Reporting & Analysis

• Improve Financial Reporting Capabilities• Continue to Explore Investment Options• Refine Budget & Investment Policies• Implement ADP Time & Attendance• Recommend/Develop Policies & Procedures• Records Retention Implementation

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Administration Division (continued)

Personnel & Risk Management• Human Resources• Succession Planning• Benefits Administration• Medical Reimbursement Administration• Health/Life/Disability Insurance Admin.• Property & Liability Insurance Admin.• Workers Compensation Administration• CalPERS (Pension Administration)• Risk Management & Loss Control• Employee Recruitment & Retention• Employee Development, Orientation & Training• Employee & Labor Relations

• Continue to Administer Employee/Labor Relations & Benefits

• Records Retention Implementation


Information Technology• Administer Computer Support Services • Continue to Administer Support

• Services/Liaison for Computer Technical Issues and Upgrades

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Fire & Emergency Medical Services

• 2 Stations• 600 – 800 alarms per year• $1.94 million annual operating budget

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Fire Department

Fire Department• The protection of life & property within the

boundaries of the Fire District.

• The prevention of public losses by education, public awareness & an active fire suppression & prevention program.

• Maintaining the safety & welfare of the Firefighters that work for the Fire Department.

• The pre-planning of emergencies to reduce losses in the event of a local disaster.

• To be an active participant in the Fire Service & with other emergency service agencies, to meet the needs of the public.

• Maintaining a positive involvement within the community by the Fire Department.

• To reduce cost of maintaining the programs of the Fire Department whenever possible.

• Maintain staffing numbers to meet the needs of the community & to maintain the mission of the Fire Department.

• Reduction of job related injuries.

• Conduct 2 to 5 community functions such as an Open House, Christmas Function, Community Emergency Response Team (CERT) Meetings, Senior Blood Pressure Testing, etc. during the fiscal year.


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Fire Department (continued)

Ambulance Services• The protection of life & bodily harm by

rendering aid to the sick & injured.

• Maintaining a highly efficient staff to provide pre-hospital medical attention to the public we provide service to.

• Maintaining & using medical emergency equipment to serve the needs of the public.

• Continue to pursue & support cost recovery efforts to support the expenditures to maintain the Ambulance Service.

• Continue to pursue cost cutting measures of medical emergency equipment & supplies.


Vehicle & Equipment Maintenance• (2) KME Pumper Type 2• (1) BME Engine Type 3• (3) Ambulance• (1) Snow Cat• (1) Ford Squad• (2) Staff Vehicles• (1) Utility Truck• (1) Plow Truck

• Continue current vehicle & equipment maintenance schedule

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Water Division• Imported water (CLAWA)• Groundwater wells• 45 miles of water mains• 11 water storage tanks• 500 acre‐feet per year consumption• $1.57 million annual operating budget

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Water Division

Operations & Maintenance• Manage safe & reliable water supplies• Operation & Maintenance (O&M) of over 43

miles of water pipelines• Manage security in the distribution system• Public health protection• Maintain a good relationship with customers &

employees• Operate efficiently & meet customer

expectations• Technical advice & training of system operators• Day to day management of the system• Reporting to State & Local regulatory agencies

• Improve safety & emergency response programs

• Manage backflow prevention & cross connection program for 60 devices

• Access source & storage facilities to meet today’s standards

• Reduce power for pumping costs


Regulatory Compliance• Monitor State Health regulatory requirements• Monitor South Coast Air Quality Management

District (AQMD) requirements• Monitor Certified Unified Program Agency

(CUPA) requirements• Monitor disinfection, treatment, sampling & lab

analysis• Update, revise & review safety practices &

programs within the District

• Continue monitoring updates & requirements from State & Local regulatory agencies to maintain compliance in the District

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Water Division (continued)

Repair & Preventative Maintenance• Preventative maintenance of water system• Annual valve maintenance• Leak detection program & repairs• Service orders, closing reads, collections,

repairs & investigating customer complaints• Annual dead end main flushing program• Conduct weekly distribution sampling

• Review emergency response program• Replace old steel mains• Underground Service Alert (USA)• Relocate back lot water mains & service

connections


Groundwater Wells• O&M of 10 vertical & 16 horizontal groundwater

wells• O&M of 4 remote treatment plants• Monitor well head protection• Monitor source water protection plan• Conduct weekly sampling of sources

• Complete Ayers Acres groundwater well• Continue researching sources for future water

well development

Pump Stations & Storage TanksO&M of:• 7 booster pump stations• 11 water storage tanks• 4 fore bays & 2 hydro-pneumatic systems• 3 standby generators

• Annual inspection & cleaning of a minimum of two water storage tanks

• Improve security, safety & access to storage tanks

• Replacement of Nob Hill hydro tank• Installation of fire flow valve in Rimwood

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Water Division (continued)

Supervisory Control & Data Acquisition (SCADA) System• O&M of SCADA system for remote

management of water storage tanks & booster pumping stations

• Upgrade front end processor • Install new Win911 dialer program • Upgrade system to include remote controlled

fire flow valves at Rimwood Booster Station, Enchanted Forest Tank & Booster station #9


Vehicle & Equipment Maintenance• Maintain safe operating vehicles for all weather

conditions• O&M of snow cat & backhoe• O&M of main office generator & portable

emergency generator

• Continue current vehicle & equipment maintenance schedule

Safety, Training & Certifications• Maintain required water operator certifications• Emergency operations training• Safety training

• Provide opportunities for training & classes to maintain District approved certifications

• Provide monthly, bi-annual & annual training for emergency response & preventative maintenance

• Provide safety training at least weekly to minimize injuries & to ensure a safe work environment

• Work closely with District Compliance Safety Officer to improve Safety Program 18

Wastewater Collection Division• 60 miles of sewer collection pipeline• 2.25 miles of sewer force main pipeline• 9 sewer lift stations• 7 standby generators• 2,000 sewer manholes• $650,000 annual operating budget

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Wastewater Collection Division

Operations & Maintenance• Manage, repair & replacement of wastewater

collection system• Ensure the California Integrated Water Quality

System (CIWQS) requirements pertaining to Sanitary Sewer Overflow (SSO) reporting procedures are adhered to

• Customer service related to service orders• Ensure Fats, Oils & Grease (FOG) program is

administered

• Respond to USA to accurately mark sewer mains to prevent contractors, or agencies from exposing or destroying infrastructure

• Maintain accurate records of all preventative maintenance, maps & improvements

• Inspect all Food Service Establishments (FSE’s) to ensure full compliance with FOG. ordinance

• Maintain compliance with state, regional & local requirements of sewer collection system

• Ensure a safe, efficient & educated work force• Maintain an outstanding level of customer

service


Repair & Preventative Maintenance• Preventative maintenance• Inspection & maintenance of 60 miles of sewer

collection pipeline• Clean 1.75 miles per year of sewer collection

pipeline identified hot spots• Inspection of sewer manholes & lift station wet

wells for infiltration & inflow (I&I) & degradation

• Investigate smoke testing program to minimize illegal connections & I&I

• Clean & video inspect 3.3 miles of sewer collection pipeline & all manholes in Assessment District No. 6 (AD6)

• Repair several mainline deficiencies identified in CCTV work throughout the District

• Repair broken mortar on sewer manhole grade rings throughout the District

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Wastewater Collection Division (cont.)

Sewer Collection SystemO&M of:• Over 60 miles of sewer collection pipeline• 2.25 miles of sewer force mains• Over 2,000 sewer manholes• Raise manholes to ensure proper accessibility• Control odors to minimize harmful & corrosive

gasses & customer complaints

• Reduce I&I by sealing manhole & cleanout lids throughout the District

• Prevent sewer backups or spills by cleaning known hot spots every three months

• Install locking manhole covers at key inspection & hot spot locations

• Repair sewer easement in interceptor pipeline in Little Mill Canyon


Sewer Lift Stations• O&M of 9 sewer lift stations• O&M of 7 standby generators• Control odors to minimize harmful & corrosive

gasses & customer complaints

• Upgrade control panels at Sewer Lift Station Nos. 1 & 2

• General maintenance, monthly testing, inspection & repairs of lift station generators

• Inspect pumps for performance, efficiency & premature wear to prevent failures

SCADA System• O&M of Supervisory Control & Data Acquisition

(SCADA) system• Testing at least monthly of SCADA alarms to

ensure proper performance• Testing at least monthly of AD 2000 back up

alarms to ensure proper performance• SCADA Upgrade Phase 2 project

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Wastewater Collection Division (cont.)

Vehicle & Equipment Maintenance• O&M of District vehicles & equipmen • General maintenance of all Division vehicles &

equipment• Inspections weekly, monthly & annually of all

vehicles & equipment to ensure maximum operation & efficiency


Safety, Training & Certifications• Maintain required certifications• Emergency operations training• Safety training




• Work closely with District Compliance Safety Officer to improve Safety Program

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Wastewater Treatment Division

• State of the art 1 MGD MBR treatment plant• 1.6 mile wastewater effluent outfall pipeline• 18 acre effluent disposal site

• 13 percolation ponds and spray irrigation

• $800,000 annual operating budget23

Wastewater Treatment Division

Operations & Maintenance• Manage treatment plant & disposal facilities• Maintain compliance with Santa Ana Regional

Water Quality Control Board (SARWQCB) Waste Discharge Requirements (WDR)

• Maintain United States Forest Service (USFS) Special Use Permit (SUP)

• Train staff on new processed & procedures• Review & implement staff recommended

process & procedure changes• Reporting to regulatory agencies

• Successfully complete Huber Screw Press dewatering project

• Complete installation of 14 Kubota EK300 Submerged Membrane Units (SMUs)

• Implement changes identified by continued process evaluation


Wastewater Treatment Plant• O&M of 1MGD MBR plant• Perform process control laboratory analysis• Manage disposal of 648 wet tons per year of

biosolids• Continue to evaluate treatment processes to

maintain an efficient operation• Respond to after hour emergencies &

equipment failures• Complying with unfunded mandates from

regulatory agencies

• Complete Huber Screw Press dewatering project

• Continue to evaluate effluent reuse options• Complete upgrade to headworks aeration• Complete installation of 14 Kubota EK300

SMUs

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Wastewater Treatment Division (cont.)

Repair & Preventative Maintenance• Preventative maintenance• Perform necessary repairs revealed by routine /

preventative maintenance• Respond to equipment / machinery failures

• 500 new 510 Membrane Bioreactor (MBR) cartridges

• Rebuild 2 MBR recycle pumps• Perform Annual MBR take down & mechanical

inspection


Treated Wastewater Disposal FacilitiesO&M of:• 1.58 miles of outfall pipeline• 18 acre disposal site• 13 percolation ponds

• Complete Habitat Mitigation & Monitoring Plan• Replace the remaining 4 pond isolation valve

assemblies• Grade roads & scarify ponds to maintain access

& pond performance• Complete repairs to spray irrigation telemetry

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Wastewater Treatment Division (cont.)Core Functions Fiscal Year 2013/2014 Goals & Objectives

SCADA System• O&M of Supervisory Control & Data Acquisition

(SCADA) system to provide remote monitoring & operation of treatment plant processes & disposal facilities

• Log, analyze & archive operational data• Continued improvement of process automation

• Evaluate SCADA system• Upgrade SCADA based on the continuing

treatment process evaluation

Safety, Training & Certifications• Maintain required certifications• Emergency operations training• Safety training




• Work closely with District Compliance Safety Officer to improve Safety Program

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ADMINISTRATION DIVISION

INSERT PHOTOS

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FIRE DEPARTMENT

INSERT PHOTOS

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WATER DIVISION

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WATER DIVISION

INSERT PHOTOS

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WASTEWATER COLLECTIONS DIVISION

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WASTEWATER TREATMENT DIVISION

• Fixed costs to ensure services are always (24/7) available• Lower property tax revenue • Increasing electricity & gas costs• Repair & replacement of aging infrastructure• Increasing regulatory requirements• Retaining highly skilled & qualified professional staff• Ensuring all customers are contributing their fair share• Potential consolidation

Challenges the District Faces

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• On 4/17/13 the District had to write‐off $250,000 in unpaid ambulance fees

• In March 2013 we were notified by AQMD/CARB that we needed to upgrade our fuel tanks at a cost of $25,000

• Electricity Rate Increase for WWTP = 28.3% ($20,000)• Electricity Rate Increase for RSWD = 14% ($20,000)• Increasing regulatory requirements = $$$• Outfall & interceptor pipeline failures ($800K) • Wildfires

Challenges – Specific Examples

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Fiscal Year 2013/2014 Budget• The Board adopts an annual budget each year around this time• The budget is mainly a planning tool to help guide staff• Ten (10) Public Meetings have been held so far including today:

• Annual Board Budget Workshop in January• Fire Department Budget Reviewed in February• Wastewater Budget Reviewed in March• Water/Admin Budget Reviewed in April• Rate & Budget Workshop was held on Saturday, April 13th

• Draft budget document was reviewed on May 15th

• Public Outreach Workshop on Saturday, June 8th

• Prop 218 Hearing is set for June 19th at 6pm 36

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3.2%4.9%

3912.4%1.4%

Proposed Rate AdjustmentsRSWD Board of Directors will be considering the following rateadjustments at a public hearing on June 19, 2013 at 6pm:

• $0.75 per month increase in the fixed monthly water rate• Transfer of the existing $3.90 per month DWR loan fee to

the fixed monthly water base charge• $2.80 per month increase in the fixed sewer rate• 4% increase in water usage charge, fire service & residential

landscape irrigation water meter rates40

Need for Rate Adjustments*• Offset the loss of the leachate loads revenue from County• Offset lower property tax allocations ($0 to W&WW FY 13/14)• Increases in operating expenses (electricity & gas)• Minimize use of reserve funds for operating expenses• Build reserves to target levels in Cash Reserve Policy• Big picture, strategic and long range planning

• *Rate increases were not the only measure used to generate a balanced budget.Other measures required to balance the budget included reductions in operatingexpenses where possible and deferral of nonessential activities and projects.

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Projected Monthly Water Rate Impacts

• Low Use (300cf/mo): $1.17• Average Use (1,000cf/mo): $2.15• High Use (2,500cf/mo): $4.25• Very High Use (4,000cf/mo): $6.35(The existing $3.90/mo. DWR loan fee is rolled into the fixed monthlybase rate + $0.75/mo. increase to base rate & 4% increase in usagecharge. Approximately $190,000 generated to fund needed CIP.) 42

Projected Monthly Sewer Rate ImpactsResidential (Assuming 4% Water Usage Rate Increase)

• Low Use (300cf/mo): $2.86• Average Use (1,000cf/mo): $3.01• High Use (2,500cf/mo): $3.33• Very High Use (4,000cf/mo): $3.64

Commercial (Assuming 4% Water Usage Rate Increase)• Low Use (300cf/mo): $2.94• Average Use (1,000cf/mo): $3.27• High Use (2,500cf/mo): $3.97• Very High Use (4,000cf/mo): $4.67 43

Combined Projected Rate ImpactsWater & Sewer Monthly Impact ($/mo) Annual Impact ($/yr)

Low Use (300cf/mo)

$4.03 $48.36

Average Use (1,000cf/mo)

$5.16 $61.92

Hi Use (2,500cf/mo)

$7.58 $90.96

Very High Use (4,000cf/mo)

$9.99 $119.8844

Questions?We welcome your input!

http://www.runningspringswaterdistrict.com/

Contact: Ryan Gross909‐867‐2766

[email protected]

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Documents

Public Outreach Meeting Presentation (060813) · Core Functions Fiscal Year 2013/2014 Goals & Objectives Public Outreach & Information • Provide Public Outreach Support to all Divisions