ACTION AGENDA 2016 2017 - tudwater.com · ACTION AGENDA 2016 – 2017 President and Board of Directors Tuolumne Utilities District March 2016 Lyle Sumek Associates, Inc. Phone: (386)

ACTION AGENDA

2016 – 2017

President and Board of Directors

Tuolumne Utilities District

March 2016

Lyle Sumek Associates, Inc. Phone: (386) 246-6250

9 Flagship Court Fax: (386) 246-6252

Palm Coast, FL 32137-3373 E-mail: [email protected]

Action Agenda: 2016 – 2021/President and Board of Directors/Tuolumne Utilities District, California

Copyright © 2016: Lyle Sumek Associates, Inc. Project 160306 1

Tuolumne Utilities District Policy Agenda 2016 Targets for Action

TOP PRIORITY

TWSOP Funding

Phoenix Lake Dredging Project Additional Funding

Ditch System CEQA Compliance

Sierra Pines Reservoir Feasibility Study

Short Term Maintenance Project Needs, Direction, Funding HIGH PRIORITY

Grants Development

ERP System and Funding

Cuesta Heights Storage Tank: Direction, Funding

Fire Protection for Water Flume System Report

Long Term Water System Report

Auto Read Meters



MODERATE PRIORITY

Land Acquisitions

TUD Services and Staffing Plan

Treated Water Storage Optimization Plan



Tuolumne Utilities District Policy Agenda 2016

� Targets for Action

PRIORITY Top High Mod

1. TWSOP Funding Top 4 - -

2. PG&E Contract: Review [Note: Dropped by Mgmt – Moved to “On to on the Horizon]

Top 4 - -

3. Phoenix Lake Dredging Project Additional Funding Top 4 - -

4. Ditch System CEQA Compliance Top 3 - -

5. Sierra Pines Reservoir Feasibility Study Top 3 - -

6. Short Term Maintenance Project Needs, Direction, Funding

Top 3 - -

7. Grants Development High 2 4 -

8. ERP System and Funding High 1 4 -

9. Cuesta Heights Storage Tank: Direction, Funding High 2 3 -

10. Fire Protection for Water Flume System Report High - 3 -

11. Long Term Water System Report High - 3 -

12. Auto Read Meters High - 3 -

13. Ditch Conveyance System/Evaluation and Ditch Water Loss Study [Note: Incorporated in Long Term Water Supply]

Mod 2 2 3

14. Water Rights Report [Note: Incorporated in Long Term Water Supply]

Mod - 2 3

15. Land Acquisitions Mod - 2 3

16. TUD Services and Staffing Plan Mod - 2 3

17. Treated Water Storage Optimization Plan Mod - 2 3

18. Financial Reserves Policy 1 2 2

19. Long Range Comprehensive (5 year) Financial Plan (with Projections):

- 1 2

20. Tuolumne County Strategy - 1 1

21. TUD Corporate Communications Plan - - -



Tuolumne Utilities District Management Agenda 2016

Targets for Action

TOP PRIORITY

Urban Water Management Plan: Development

Capital Improvement Plan: Funding, Project Priority

Hazard Tree Removal Mitigation: Funding

Labor MOU (2017) Preparation

2 Year Budget Preparation FY 2017 – 2018 HIGH PRIORITY

Information Technology Master Plan

Water/Wastewater Ordinances

General Manager Assessment Report



Tuolumne Utilities District Management Agenda 2016

� Targets for Action PRIORITY PRIORITY TOP HIGH

1. Urban Water Management Plan: Development Top 4 -

2. Capital Improvement Plan: Funding, Project Priority Top 4 -

3. Hazard Tree Removal Mitigation: Funding Top 3 -

4. Labor MOU (2017) Preparation Top 3 -

5. 2 Year Budget Preparation FY 2017 – 2018 Top 3 -

6. Information Technology Master Plan High 2 5

7. Water Rules and Regulations: Update [Note: Water and Wastewater were Combined]

High 2 4

8. General Manager Assessment Report High 2 4

9. Water/Wastewater Ordinances: Update [Note: Water and Wastewater were Combined]

High 2 3

10. Jamestown Reservoir Replacement Project - 3

11. Wastewater Treatment Optimization Plan - 1

12. Drought Conservation Education Plan: Development - 1



Tuolumne Utilities District Action Outlines 2016



GOAL 1 TOP QUALITY UTILITY SERVICES

ACTION: TWSOP FUNDING PRIORITY

Policy – Top

Key Issues Activities/Milestones Time • Funding Source • Steps to Prepare Plan

1. Evaluate, identify potential grant agencies 2. Board Briefing: Update 3. Prepare grant application

7/16 8/16 TBD

Responsibility: Engineering

ACTION: DITCH SYSTEM CEQA COMPLIANCE PRIORITY

Policy – Top

Key Issues Activities/Milestones Time • Ditch Section • CEQA Analysis

1. Select ditch section 2. CEQA consultant selection 3. Prepare report 4. Board Decision: CEQA Analysis

4/16 5/16 7/16 7/16


ACTION: LONG TERM WATER SUPPLY OPTIONS PRIORITY

Policy – High

Key Issues Activities/Milestones Time • Water Rights • Steps for Water Rights • Types of Water Rights • Water Storage Options • Water Storage Matrix • PG&E Contract

1. Prepare Primer on California Water Rights 2. Board Workshop: Primer Review, Direction 3. Develop water storage matrix 4. Finalize water storage report 5. Board Workshop: Water Storage, Report,

Direction

6/16 6/16 12/16 1/17 2/17

Responsibility: General Manager



ACTION: DITCH CONVEYANCE SYSTEM EVALUATION PRIORITY

Policy – Mod

Key Issues Activities/Milestones Time • Data Gathering • Analytical Regiment • Ditch Loss

1. Develop data gathering method 2. Initiate data gathering 3. Prepare analysis regiment draft 4. Complete peer review 5. Complete one year data collection 6. Prepare report 7. Board Briefing: Report [Note: Incorporated in Long Term Water Supply]

6/16 7/16 9/16 12/16 7/17 9/17 9/17


ACTION: LAND ACQUISITIONS PRIORITY

Policy – Mod

Key Issues Activities/Milestones Time • Potential Parcel • Restrictions • Costs • Use by TUD

1. Inventory TUD properties 2. Identify potential properties for acquisition 3. Finalize Report 4. Board Workshop: Report

12/16 12/16 12/16 3/17


ACTION: URBAN WATER MANAGEMENT PLAN: PRIORITY

DEVELOPMENT Mgmt – Top

Key Issues Activities/Milestones Time • Water Supply • Best Practices: Water

Conservation • Growth Rate

1. Complete plan development 2. Board Decision: Plan

5/16 6/16




ACTION: HAZARD TREE REMOVAL MITIGATION PRIORITY

Mgmt – Top

Key Issues Activities/Milestones Time • Survey • 75% Grant • Funding • Property Owners

Consent • Transfer of Risk

1. Select arborist 2. Complete arborist contract 3. Conduct tree survey – by ditch section 4. Prepare CIP budget 5. Board Decision: FY 2017 – 2018 Hazard Tree

Mitigation Funding 6. Contractors selection 7. Board Briefing: Update 8. Tree removal program implementation

Completed 4/16

4/16 – 7/16 5/16 6/16

7/16 7/16 7/16

Responsibility: Operations

ACTION: WATER/WASTEWATER ORDINANCES PRIORITY

Mgmt – High

Key Issues Activities/Milestones Time • Link to Rates

Adjustment • Ordinance

Modernization • Financial

Sustainability

A. Water Ordinance (Rules and Regulations) B. Wastewater Ordinance

6/16 7/16 8/16

1. Finalize draft ordinances 2. Attorney review 3. Board Decision: Ordinance Adoption

Responsibility: General Manager/Engineering

� Management in Progress 2016 TIME

1. Strategic Plan: Development, Institutionalization 4/16

2. California Water Commission Project Concept Papers 4/16

3. On Call Engineering Consulting Service: List 5/16

4. Disconnection Rules: Modification (Board Action) 6/16

5. Ditch MID Customer Metering 7/16

6. Annual TUD Flushing Program: Implementation 7/16

7. TUD Website Streamline: New Development 9/16

8. Standardized Condition of Approval for Development (with Tuolumne County)

12/16



GOAL 2 HIGH PERFORMING ORGANIZATION

ACTION: ERP SYSTEM PRIORITY

Policy – High

Key Issues Activities/Milestones Time • Scope • Vendor Contract • Funding

1. Identify, evaluate potential vendors 2. Finalize scope 3. Prepare RFP 4. Issue RFP 5. Close RFP 6. Prepare report 7. Board Decision: Vendor Selection

9/16 9/16 10/16 11/16 12/16 3/17 4/17

Responsibility: General Manager/Finance

ACTION: INFORMATION TECHNOLOGY MASTER PRIORITY

PLAN Mgmt – High

Key Issues Activities/Milestones Time • SCADA • Desktop • Wireless Devices • Communication • Server • Security • Replacement Schedule

1. Inventory high technology 2. Develop Plan 3. Board Workshop: Plan Review

12/16 7/17 8/17

Responsibility: Finance



ACTION: GENERAL MANAGER ASSESSMENT REPORT PRIORITY

Mgmt – High

Key Issues Activities/Milestones Time • Organization

Assessment • Recommendations

1. Prepare report 2. Board Briefing: Report Review

7/16 7/16



1. Human Resource Policies: Report 6/16

2. District Succession Plan Report 6/16

3. Safety Program Review Report 6/16

4. PG&E Work Orders: Scan

5. Non-exclusive Water and Sewer Easements

6. Customer Service: Reorganization

7. Performance Appraisal Program

8. Safety and Risk Management Program

9. Safety Plan: Implementation



GOAL 3 FINANCIALLY RESPONSIBLE ORGANIZATION

ACTION: GRANTS DEVELOPMENT PRIORITY

Policy – High

Key Issues Activities/Milestones Time • Scope • Method • In-house/Contract • Incentives

1. Define position/contractor scope 2. Develop proposal 3. Board Workshop: Direction

7/16 9/16 10/16


ACTION: AUTO READ METERS PRIORITY

Policy – High

Key Issues Activities/Milestones Time • Funding • Meter Upgrade • Link to Software

1. Identify potential grant funding sources 2. Define scope and alternative funding 3. Prepare report 4. Board Briefing: Auto Read Meters

7/16 10/16 10/16 11/16


ACTION: TUD SERVICES AND STAFFING PLAN PRIORITY

Policy – Mod

Key Issues Activities/Milestones Time • TUD Services • Staffing Level

1. Incorporate in General Manager Assessment Report

2. Develop budget adjustment 3. Board Decision: FY 2018 Budget, Positions,

Funding

7/16

4/17 5/17




ACTION: LABOR MOU (2017) PREPARATION PRIORITY

Mgmt – Top

Key Issues Activities/Milestones Time • Market Placement • Position Analysis • Exempt Employees • Overtime

1. Develop management goals and proposal 2. Complete market analysis 3. Develop management strategy 4. Board Decision: Strategy Direction

10/16 1/17 1/17 2/17

Responsibility: Human Resources/General Manager

ACTION: 2 YEAR BUDGET PREPARATION PRIORITY

FY 2017 – 2018 Mgmt – Top

Key Issues Activities/Milestones Time • Services • Staffing Level

1. Finalize 2. Board Decision: Budget FY 2017 – 2018

Adoption

5/16 5/16

Responsibility: General Manager/Finance


1. Budget Process and Format: Modification 6/16

2. Monthly Financial Statement Format: Modification 7/16

3. Annual Cal Pers Report 11/16

4. OPEB Report 11/17



GOAL 4 UPGRADED INFRASTRUCTURE

ACTION: PHOENIX LAKE DREDGING PROJECT PRIORITY

ADDITIONAL FUNDING Policy – Top

Key Issues Activities/Milestones Time • Funding 1. Identify potential funding sources

2. Board Briefing: Report 3. Determine preliminary cost estimates 4. Prepare report 5. Obtain permits 6. Complete environment report

4/17 4/17 4/17 4/17 3/17 6/17


ACTION: SIERRA PINES RESERVOIR FEASIBILITY PRIORITY

STUDY Policy – Top

Key Issues Activities/Milestones Time • Scope • Funding

1. Define scope of study 2. Board Workshop: Study 3. Develop budget adjustment 4. Board Decision: FY 2018 – Budget Funding

2/17 3/17 4/17 5/17


ACTION: SHORT TERM MAINTENANCE PROJECT PRIORITY

NEEDS, DIRECTION, FUNDING Policy – Top

Key Issues Activities/Milestones Time • Projects • Priority • Funding

1. Comply a list of maintenance projects 2. Develop maintenance plan 3. Prepare report 4. Board Workshop: Report Overview

4/16 6/16 6/16 7/16




ACTION: CUESTA HEIGHTS STORAGE TANK: PRIORITY

DIRECTION, FUNDING Policy – High

Activities/Milestones Time 1. Develop property acquisition process

2. Complete deed transfer 3. Board Decision: FY 2017 Budget Project

Funding 4. Complete Design: Phase 1 5. Initiate construction: Phase 1

Completed 7/16 7/16

1/17 4/17


ACTION: FIRE PROTECTION FOR WATER FLUME PRIORITY

SYSTEM REPORT Policy – High

Key Issues Activities/Milestones Time • Project Scope • Funding Mechanism

1. Board Briefing: Project Scope and Funding 2. Submit grant 3. Obtain grant (with SNC)

6/16 9/16 TBd


ACTION: TREATED WATER STORAGE OPTIMIZATION PRIORITY

PLAN Policy – Mod

Key Issues Activities/Milestones Time • Number of Tanks • Locations of Tanks

1. Define plan elements/scope 2. Develop draft plan 3. Board Workshop: Plan Review

7/16 9/16 10/16




ACTION: CAPITAL IMPROVEMENT PLAN: PRIORITY

IMPLEMENTATION Mgmt – Top

Activities/Milestones Time

[Specific Actions for FY 2017 – Noted in Strategic Plan 2016 – 2021 2031]



1. Patch Paving Contract (Board Approval) 6/16

2. Annual Dive Clean and Inspect Tanks (15) 7/16

3. Sierra Pines Reservoir (Section 4): Land Acquisition (CIP: FY 2017)

12/16

� Major Projects 2016 TIME

1. Columbia Water Treatment Plant: Improvements (CIP: FY 2017) • Phase 1 • Phase 2

4/16 TBD

2. Lakewood Water Treatment Plant Raw Water Pump: Installation 5/16

3. Ditch Meters: Installation (CIP: FY 2017) 6/16

4. Law and Justice Sewer Lift Station 7/16

5. Annual Sewer Pipeline Project 7/16

6. Gold Springs Forcemain 8/16

7. Sonora Knolls 48 PRV Project 9/16

8. Fifth Avenue Utility Relocation (CIP: FY 2017) 11/16

9. Sonora Water Treatment Plant Rate Value Project 12/16

10. Techite Pipe Replacement (CIP: FY 2017) 2017

11. Matelot Pipeline: Grant Application, Easement Acquisition, CEQA (CIP: FY 2017)

2017

12. Sonora Water System Improvements (CIP: FY 2017) • Bradford • Green • Stewart

2017 2017 TBD

13. Phoenix Lake Preservation and Restoration: Plan (CIP: FY 2017) 2019

14. Upper Columbia Spill #1 (CIP: FY 2017) TBD



� Major Projects 2016 (Continued) TIME

15. Upper Columbia Shoot Pipeline: Design (CIP: FY 2017)

16. Eureka Ditch Pipe Segments (CIP: FY 2017)

17. Annual Ditch Maintenance Program (CIP: FY 2017)

18. Gibbs Sewer Rehabilitation (GDBG)



Tuolumne Utilities District Policy Calendar 2016 – 2007



MONTH

MAY 2016

1. Board Decision: Budget FY 2017 – 2018 – Adoption



MONTH

JUNE 2016

1. Board Workshop: Long Term Water Supply – Water Rights

2. Board Decision: Urban Water Management Plan – Adoption

3. Board Decision: Hazard Tree Mitigation Funding – FY 2017 – 2018

4. Board Briefing: Fire Protection for Water Flume, Project Scope and Funding



MONTH

JULY 2016

1. Board Decision: Ditch System CEQA Analysis

2. Board Briefing: Hazard Tree Removal Mitigation

3. Board Briefing: General Manager Assessment Report

4. Board Workshop: Short Term Maintenance Projects Report – Overview

5. Board Decision: Cuesta Heights Storage Tank FY 2017 Funidng for Desing

and Construction



MONTH

AUGUST 2016

1. Board Briefing: TWSOP Update

2. Board Decision: Water Ordinance – Adoption

3. Board Decision: Wastewater Ordinance



MONTH

OCTOBER 2016

1. Board Workshop: Grants Development Proposal

2. Board Workshop: Treated Water Storage Master Plan Review



MONTH

NOVEMBER 2016

1. Board Briefing: Auto Read Meters Report



MONTH

FEBRUARY 2017

1. Board Workshop: Long Term Water Supply Options – Water Storage Report,

Direction 2. Board Decision: Labor MOU Strategy



MONTH

MARCH 2017

1. Board Workshop: Land Acquisition Report

2. Board Workshop: Sierra Pine Reservoir Feasibility Study – Scope



MONTH

AFTER MARCH 2017

1. Board Decision: ERP Vendor Selection 4/17

2. Board Briefing: Phoenix Lake Dredging Project Funding Report 4/17

3. Board Decision: TUD Services and Staffing Plan 5/17

4. Board Decision: Sierra Pine Reservoir Feasibility – Funding 5/17

5. Board Workshop: Information Technology Master Plan 8/17

6. Board Briefing: Ditch conveyance System Report

(after 1 year data collection) 9/17

Documents

ACTION AGENDA 2016 2017 - tudwater.com · ACTION AGENDA 2016 – 2017 President and Board of Directors Tuolumne Utilities District March 2016 Lyle Sumek Associates, Inc. Phone: (386)