APWA Accreditation Program Guiding Your Organization Through A Comprehensive Assessment Process

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Process Clark Regional Wastewater District John M.

1 APWA Accreditation Program Guiding Your Organization Through A Comprehensive Assessment Process Clark Regional Wastewater District John M. Peterson, P.E. General Manager Kim Thur Executive Assistant

2 Agenda Comprehensive Assessment Benefits Clark Regional Wastewater District (CRWWD) Overview APWA Program Overview Self-Assessment Process Accreditation Process CRWWD Story In Summary 2

3 Comprehensive Assessment Benefits

Comprehensive Assessment Benefits Ensure effective & efficient operations Consistent with customer expectations Ensure reliable, predictable service Manage financial resources in responsible,

4 Comprehensive Assessment Benefits Ensure effective & efficient operations Consistent with customer expectations Ensure reliable, predictable service Manage financial resources in responsible, efficient & effective manner Protect public & environmental health & safety Optimize use of existing facilities Maintain financial transparency Measure against national standards Identify opportunities 4

5 Comprehensive Assessment Benefits Improve professionalism & delivery of services Validation of staff & organization Continuous improvement/crossfunction coordination Training Succession planning 5

6 Comprehensive Assessment Benefits APWA provides framework to achieve benefits Assessment process Best national management standards Good fit Applicable to all operations Flexible Self-assessment or accreditation Cost-effective Recognized organization 6

7 CRWWD Overview

maintenance) Rate / connection charge supported

8 CRWWD Overview Sewer district (RCW 57) Full-service collection utility, est member Board 44 employees (administration, engineering, finance, maintenance) Rate / connection charge supported $34 / month / ERU $1,898 (local collection); $4,444 (regional treatment) $19.5M annual budget 8

9 CRWWD Overview Service area 37 square miles 34,000 ERUs 80,000 people Infrastructure 550 miles pipe 50 pump stations CRWWD CRWWD CRWWD Treatment (8 mgd) Clark County City of Vancouver 9

Mission Providing customer-focused, professional wastewater services in an environmentally and financially responsible manner Vision CRWWD Overview An active partner in Clark County, to

10 Mission Providing customer-focused, professional wastewater services in an environmentally and financially responsible manner Vision CRWWD Overview An active partner in Clark County, to support economic development and to manage and protect water resources Values Stewardship Employees Responsibility Valued Partner Innovation & learning Communication Efficient & Effective Solutions 10

11 APWA Program Overview

national standards Accreditation (site evaluation) Validates

12 APWA Program Overview Two Options Self-assessment Process for internal checks & balances Refine policies & procedures Compare agency with national standards Accreditation (site evaluation) Validates self-assessment APWA evaluators review compliance Become nationally accredited agency 12

APWA Program Overview Pacific Northwest accredited agencies City of Anacortes, WA City of Bellevue, WA Transportation Department Utilities Department City of Bend,

13 APWA Program Overview Pacific Northwest accredited agencies City of Anacortes, WA City of Bellevue, WA Transportation Department Utilities Department City of Bend, OR Clark Regional Wastewater District City of Eugene, OR Public Works Department Pierce County, WA Public Works Utilities 60 accredited agencies in North America 13

14 APWA Program Overview Pacific Northwest agencies in progress City of Albany, OR City of Bothell, WA Public Works Department City of Lewiston, ID Public Works Department 14

15 Self-Assessment Process

16 Self-Assessment Process Public Works Management Practices Manual Software available Select self-assessment manager APWA recommended skill-set Experience in organization Knowledge of agency processes People person Organized Decision-maker Committed to success 16

17 Self-Assessment Process Select chapters 35 chapters contain 529 practices Examples of chapters: Human Resource Management Finance Safety Project Management Potable Water Wastewater Collection & Conveyance For CRWWD, 18 chapters & 289 practices applied (v. 5) 17

18 Self-Assessment Process Chapter 29: Wastewater Collection & Conveyance Practices 29.1: Collection & Conveyance Management Plan 29.2: Operations Manual 29.3: Records 29.4: Infrastructure Inventory 29.5: Infrastructure Condition 29.6: Infrastructure Management 29.7: Facility Maintenance & Inspection 29.8: Inflow & Infiltration 29.9: Illicit Discharges 29.10: Industrial Pretreatment 29.11: Energy Consumption Reports 29.12: Sanitary Sewer Overflows 29.13: Testing Alarms 29.14: Safety 29.15: Long-Range System Planning 29.16: Capacity 18

19 Self-Assessment Process Practice 29.5 Sample 29.5 Infrastructure Condition A record of the wastewater collection and conveyance system infrastructure condition is maintained and updated on a regular schedule. Records of infrastructure condition are maintained and used in tracking maintenance and operating costs and identifying service needs to maximize life expectancy of the infrastructure. 19

20 Self-Assessment Process Chapter 4: Finance - Practice 4.6 Sample 4.6 Rate Setting Rates are set for both internal and external customers for designated goods or services according to financial objectives, equity, efficiency and administrative feasibility. Determination of the rate or price for a given good or service should take the cost of service analysis into account along with applicable laws and regulations. The characteristics of how and why the customer consumes the good or the service, the timing of payment for the good or service and the community s sense of equity and efficiency are important factors in determining how and what the customer actually pays. 20

21 Self-Assessment Process Self-assessment manager: Assigns chapters Maintains files Tracks status Provides progress reports Finalizes practices Submits approved practices to Director for signature 21

22 Self-Assessment Process Staff: Review practices & compliance level Full Substantial Partial Non-Compliance Provide explanation of compliance Substantiate compliance level 22

23 Self-Assessment Process Self-assessment completion: Utilize results for continuous improvement OR Submit results to APWA for certificate of completion 23

24 Accreditation Process

25 Accreditation Process Set budget APWA costs Staff time Create schedule Submit application APWA provides Agreement Checklist 25

26 Accreditation Process Improve less than Substantial procedures Update Documentation Tracking Software 26

27 Accreditation Process Submit documentation Submit site evaluation request APWA sends evaluation team 3 evaluators / 3 days 27

28 Accreditation Process Typical Site Visit Sunday Welcome & orientation Chapter 1: Organization & Strategic Planning Tour Monday & Tuesday Interviews verification with examples Wednesday Finish interviews Evaluators review final results with agency Done by 12 PM 28

29 Accreditation Process Accreditation recommended Awarded accreditation for 4-year term APWA representative Continuous improvement Biennial update Substantial ratings improved to Full Re-Accreditation? 29

30 CRWWD Story

31 CRWWD Story Initially accredited 2005 Substantial & Full compliance ratings Sought re-accreditation 2009 What we changed Develop scope & schedule Provide more engaging process 31

32 CRWWD Story Re-Accreditation kickoff breakfast (January) Management served employees APW-Yay! Update practices / documentation 20% per month (Feb-Jun) Regular status reports Internal review by: Departments Re-Accreditation Manager Director 32

33 CRWWD Story Celebration BBQ Materials submitted! (July) 33

practices Organizational chart & description of duties Policies & procedures

34 CRWWD Story Site evaluation (August) Interviewees with observers Awarded Re-Accreditation (September) 100% practices Full compliance Five model practices Organizational chart & description of duties Policies & procedures review process Strategic Plan Claims reporting & investigation manual Safety Manual 34

35 CRWWD Story CRWWD Suggestions Make the commitment! Scope process Allow staff time for process Express appreciation Good food & friendly services Kickoff breakfast Celebration BBQ 35

36 CRWWD Story Key: Involvement! Elected officials support Practices in staff s hands Make it an event Communicate, communicate, communicate 36

37 In Summary

In Summary It s worth the effort Ensures effective & efficient operations Identifies opportunities Measures against national standards Improves professionalism & delivery of services Validation of

38 In Summary It s worth the effort Ensures effective & efficient operations Identifies opportunities Measures against national standards Improves professionalism & delivery of services Validation of staff/organization Provides continuous improvement/ cross-function coordination Platform for succession planning/training We are an improved organization due to the APWA accreditation process. ~ Clark Regional Wastewater District 38

39 Questions? John Peterson Kim Thur General Manager Executive Assistant (360) (360) Ann Daniels Director of Credentialing (800)

Chapter Nine, Sanitary Sewer Subelement City of St. Petersburg Comprehensive Plan

Chapter Nine, Sanitary Sewer Subelement City of St. Petersburg Comprehensive Plan SANITARY SEWER SUBELEMENT Sections: 9.2.1 INTRODUCTION 9.2.2 GOALS, OBJECTIVES, AND POLICIES ISSUE: Rehabilitate/Upgrade Projects for Sanitary Sewer ISSUE: Expansion of Wastewater Facilities ISSUE: Maximum