Water Utility Strategic Planning From Concept to Implementation

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1 Water Utility Strategic Planning From Concept to Implementation May 7, 2009 HDR Engineering, Inc.

2 Presentation Overview Why Bother? Topics Administration, Customer Service, and Intradepartmental Master Planning, Modeling, and Regulatory Compliance Operations, Maintenance, and Asset Management Financial Policies, Procedures, Reporting, and Rate Making Mission Statement & Core Values

3 What will the future be for your Water Utility? Utilities of the future will likely do three things really well: Operationally efficient Engaged in the community Integrate water management, sustainability, and public policy decisions To leverage regional opportunities, relationships, and economies of scale.

4 The 10 Qualities from Effective Utility Management - A Primer for Water and Wastewater Utilities, June Produces its product (potable water, treated effluent, etc.) in full compliance with any regulatory and reliability requirements. 2. Provides reliable, responsive, and affordable services. 3. Strives to recruit and retain competent, motivated, adaptive and safe employees and leaders. 4. Ensures all facets of utility operations are optimized. 5. Should be financially viable.

5 The 10 Qualities from Effective Utility Management - A Primer for Water and Wastewater Utilities, June Should have stable infrastructure and know the condition of all assets. 7. Is operationally resilient with a collaborative and proactive work environment. 8. Is conscious of the effects and impacts its decisions have on the community. 9. Ensures the water provided is consistent with current and future customer needs. 10.Should gain and maintain stakeholder understanding and support.

6 Strategic Business Plan Model Community Vision Utility Mission Utility Policies CIP O&M Asset Management Regulatory Agencies & Requirements Comprehensive Plans Rate Design Institutional Agreements Regulatory Compliance

7 Strategic Planning Hierarchy Mission Critical Success Factors Objectives Management & Operations Strategic Initiatives Performance Measures

8 Strategic Business Plan Model The City of Today is committed to enhancing the quality of life in partnership with the citizens, employees, visitors, and business community and creating an atmosphere that respects all. The Mission of Utility Services is to provide vital services to the community by delivering a high-quality, uninterrupted supply of water and efficiently managing waste materials. Regulatory Agencies & Requirements Utility Policies The mission of the Water Division is to protect public health by ensuring an uninterrupted supply that meets or exceeds State Department of Health water quality standards. Comprehensive Plans CIP O&M Asset Management Rate Design Institutional Agreements Regulatory Compliance

9 Comparison of Mission Statements Statements City Core Values Workforce Quality of Life Economy Utilities Efficiency Water Provide Service

10 Strategic, Facility, and Financial Plan Process Planning & Policies Master Planning & Modeling Asset Management Financial Master Plan Reviews and Updates Planning Criteria Land Use Plan Policies and Critical Success Factors Regulatory Compliance System Analysis CIP and O&M GASB 34 Inventory & Database Annual Renewal & Replacement Rates (Rates, Fees, Capacity Charges) Financing Strategy and Policies Customer Service Scheduled Reviews for: Strategic Plan and Performance Facility & Financial Master Plans User Rates and Charges

11 Planning & Policies: Critical Management Tool Roadmap Framework Documentation Message Provides management with clear direction Provides consistent & logical financial / rate decisions Provides future Boards with basis for reasoning behind past decisions Provides customers information to understand Board s s philosophy Provides strong message to outside financial community

12 Integrated Master Planning Modeling & Mapping System Standards Existing System Analysis Planning Criteria & Policies Master Plan Financial Strategy & Rates Capital Improvement Program Operation and Maintenance Asset Management Source Protection Source Analysis & Water Rights Conservation & Reuse Water Quality & Treatment

13 Asset Management Financial Planning/Budgeting Identify & Prioritize Projects IT to Support Programs Inspection & Condition Assessment Develop & Implement Decision Process Forecast Asset Replacement Needs Update Asset Databases & Identify Gaps

14 Financial Master Planning Planning and Policies: Sets the foundation for prudent fiscal management / rate setting Revenue Requirements: Utility revenues compared to expenses, determines overall level of rate adjustment Cost of Service: Equitably allocates revenue requirements to customer classes Rates: Design rate structure to collect targeted (required) revenues

15 Keys to Success Plan Early Plan Often Integrated Process is the Most Effective Planning Policies & Master Plans Time to Full Implementation (1-2 2 Years) Scheduled Reviews & Updates

16 Administration, Customer Service, and Intradepartmental Organizational Structure Public & Customer Communication Customer Service Objectives Critical Success Factors Interdepartmental/Interutility Communication & Reporting Integration with Land Use Policies & Standards Project & Activity Prioritization Elected Officials & Public

17 Master Planning, Modeling, and Regulatory Compliance Establishing Policies & Planning Criteria Determine Regulatory Compliance Analyze Resource & Treatment Collect & Evaluate Data Develop Overall Treatment/Supply/Delivery Strategy Develop CIP & Financing Strategy Model System Infrastructure/Operations Programs Determine Piping/Pumping/Storage Improvements Prepare Master Plans

18 Develop Asset Management Decision Processes Asset History (Maintenance, Failures, etc..) Maintenance Type & Frequency Inspection / Condition Data Cost / Consequences of Failure Decision Process Repair Rehabilitate Replace

19 Budget and Fiscal Policies Financial Reporting / Management Budget Revenue Capital Improvement Debt Reserve Rate Setting Capacity & Connection Fee

20 Financial and Rate Making Key Policy Drivers Enterprise Fund Accounting Capital Improvement Plan Renewal & Replacement Reserves Capacity & Connection Fees Separate Utility Type Accounts System Specific Capacity Charges Sub-Accounts for Grants/Loans 20-year Forecast with 5-year 5 Updates Growth Pays for Growth Preferred Financing Strategy Debt Service Coverage Covenants Annual Depreciation Target Tied to Asset Management Funded by Rates Operating = X days of O&M Emergency = Interim Cash Flow Debt Service = Bond Covenants Rate Stabilization CIP Project Use Only; Not O&M Offset to CIP & Debt Service Payments Annual Adjustments Using ENR Index

21 Financial Plan Process Capital Financing & Revenue Requirements Cost-of-Service Analysis & Rate Structure Design 1) DEFINE POLICY DRIVERS 4) ALLOCATE REV REQUIREMENT TO FUNCTIONS CAPITAL NEEDS CONNECTION CHARGES 2) DEVELOP CAPITAL FINANCING PLAN DEBT PROCEEDS OTHER SOURCES CUSTOMER COMMODITY CAPACITY FIRE FLOW EXTRA DEBT SERVICE RATE FUNDING 5) ALLOCATE FUNCTIONAL COSTS TO CUSTOMER CLASSES ECONOMIC & FINANCIAL ASSUMPTIONS DATA & CUSTOMER STATS 3) DEVELOP RATE REVENUE REQUIREMENTS OPERATING BUDGET NON-RATE REVENUES RESIDENTIAL COMMERCIAL 6) DESIGN RATE STRUCTURE OTHER

22 Project Outcomes 3 Key Observations Does what you have work well? Does what you have need some tweaks? Is there something missing that you should have? Strategic Plan Report Strategic Initiatives

23 City of Today Strategic Initiatives INITIATIVE #X: TITLE OF INITIATIVE To create.. PERFORMANCE MEASURES VITAL FACTOR X-X: Name of vital factor supporting initiative Outcome Actual Measurement Benchmark Performance Goal Goal Attainment Period Department Ownership Project: Ownership Priority Estimated Budget Known Funding Amount Known Funding Source FY 2008/09 Milestones July - October 2008 Comments:. November 2008 December 2008 January 2009 March 2009 July 2009

24 Mission Statements & Core Values City Utility Services Water Division Mission Statements The City of Today is committed to enhancing the quality of life in partnership with the citizens, employees, visitors, and business community and creating an atmosphere that respects all. The Mission of Utility Services is to provide vital services to the community by delivering a high-quality, uninterrupted supply of water and efficiently managing waste materials. The Mission of the Water Division is to protect public health by ensuring an uninterrupted supply that meets or exceeds State Department of Health water quality standards. Critical Success Factors / Core Values

25 Strategic Initiative # 1: Combine and Cross-Train Water and Wastewater Operations Field Crew FY 2008 Independent Water and Wastewater Utilities with separate operations crews FY 20XX Cross trained staff and support between utilities will increase reliability and economy of scale for cost savings

26 Strategic Initiative # 2: Develop CIP Prioritization Procedure FY 2008 CIP dictated by budget and response to emergency situations FY 20XX Clear procedures to prioritize CIP projects will efficiently utilize limited funding resources

27 Example CIP Scoring Scenario Category Rankings Protection of Prior 0 Meets standards 2 Doesn t meet 3 critical Investment/Reliability Regulatory/Mandated 0 Meets regulations 2 Doesn t meet anticipated 3 Doesn t meet current regulations regulations Growth/Expansion 0 Meets current & future 2 Doesn t meet future needs 3 Doesn t meet current customer needs Water Quality (nonregulatory) 0 Will not affect water quality 1 Will improve water quality <20% 3 Will improve water quality >20% Meet Customer Service Expectations customers 0 Expectations met 1 Service improved 2 Unable to meet Cost control 0 No cost savings 1 Cost reduced by 1 time opportunity 2 Future cost savings or 1-time Public Health & Safety 0 No health & safety Environmental Stewardship & Sustainability (Time Limited) benefit 0 No environmental impact 0 No partnering opportunities 1 Limited enhancement 2 Moderate enhancement 2 increased cost or lost partnering if wanted customers 3 Unable to meet service critical connection 3 Payback < 2 years or loan and grant financing 3 Increase health & safety 3 Benefits mitigation or sustainability 3 Irrevocably lost opportunity if don t proceed

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