05 Staff Report - Sewer Collection System
DATE: TO: FROM: COUNCIL AGENDA REPORT SEPTEMBER 24, 2004 MAYOR AND TOWN COUNCIL DEBRA J. FIGONE, TOWN MANAGER MEETING DATE: 10/04/04 ITEM NO. 5 SUBJECT: APPROVAL OF TRANSITION PLAN FOR
THE TRANSFER OF MAINTENANCE RESPONSIBILITIES FOR THE LOS GATOS SEWER COLLECTION SYSTEM FROM THE TOWN OF LOS GATOS TO WEST VALLEY SANITATION DISTRICT RECOMMENDATION: Approve the transition
plan for the transfer ofmaintenance responsibilities for the Los Gatos sewer collection system from the Town of Los Gatos to West Valley Sanitation District. BACKGROUND: On June 21,2004
the Town Council adopted a resolution approving a Continuation Agreement and AmendmentNo.3 between the Town ofLos Gatos and the West Valley Sanitation District (District) to June 30,
2005 to allow for the development and implementation of a transition plan to transfer maintenance responsibilities for the Los Gatos sewer collection system from the Town to the District.
The Continuation Agreement allowed the Town and District to continue providing services to the community under the current arrangement for a period of one year during which time a Transition
Plan would be developed and implemented. This staff report presents the recommended Transition Plan for Council consideration. DISCUSSION: The transition plan includes the following
elements to be implemented according to the schedule presented in Attachment 1: \$, PREPARED BY: PAMELA S. JACOBS ASSISTANT TOWN MANAGER N:\MGR\PJacobs\Council Reports\WVSD
transition plan.wpd Reviewed by: __Assistant Town Manager Attorney __Clerk 5(:Yinance __Community Development Revised: 9/24/04 10:33 am Reformatted: 5/30/02
PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: APPROVAL OF TRANSITION PLAN FOR THE TRANSFER OF MAINTENANCE RESPONSIBILITIES FOR THE LOS GATOS SEWER COLLECTION SYSTEM FROM THE TOWN OF LOS GATOS
TO WEST VALLEY SANITATION DISTRICT (September 24, 2004) • A Communication Plan that includes press releases to local media and written communications to all Town sewer users to inform
all interested parties about the transfer of sewer service responsibilities. • An Information Transfer Plan that ensures all relevant Town knowledge and local expertise of the sewer
system is transferred to the District. • Operations and Maintenance Transition Planthat enables the District to become familiar with all aspects of the Town's maintenance activities
so that a seamless transfer of maintenance services to the District can occur. This element has been added to the transition plan as described in the Continuation Agreement and Amendment
No.3. • An Assets Transfer Plan including an analysis by an independent public financial advisor selected by both parties to determine the current value ofsewer systems assets and a
plan to negotiate the transfer or disposition of those assets. • Performance Commitments to ensure that Los Gatos customers will continue to receive a comparable level of service from
the District as they do currently from the Town. An internal employee transition plan will also be developed to address employee impacts associated with the transfer of maintenance services
from the Town to the District. Upon mutual agreement between the Town and the District, the transition plan and schedule may be amended during the year to align with the employee transition
plan, or to accommodate other issues arising during the course of the year. CONCLUSION: The District and Town have collaborated on the recommended transition plan and schedule, which
will help to ensure a seamless, timely and comprehensive transfer ofmaintenance services from the Town to the District by June 20, 2005. ENVIRONMENTAL ASSESSMENT: Is not a project defined
under CEQA, and no further action is required. FISCAL IMPACT: The fiscal impact ofthe transfer ofmaintenance responsibilities from the Town to the District is yet to be determined. Costs
associated with the transition plan, including the appraisal of the sewer system for the assets transfer element, costs associated with District employees working with Town
PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: APPROVAL OF TRANSITION PLAN FOR THE TRANSFER OF MAINTENANCE RESPONSIBILITIES FOR THE LOS GATOS SEWER COLLECTION SYSTEM FROM THE TOWN OF LOS GATOS
TO WEST VALLEY SANITATION DISTRICT (September 24, 2004) employees for the operations and maintenance element, and costs associated withthe communication plan will be covered by the District.
Attachments: 1. Town of Los Gatos Sanitary Sewer System Transition Plan and Schedule Distribution: Robert R. Reid, District Manager, West Valley Sanitation District, 100 East Sunnyoaks
Ave., Campbell, CA 95008-6608
TOWN OF LOS GATOS SANITARY SEWER SYSTEM TRANSITION PLAN SEPTEMBER 2004 COMMUNICATION PLAN General Communication Vista Article Press Release Town Web SitelWhat's New Targeted Communication
Green Valley Bill Stuffers Door Hangers Communication Logistics Fall 2004 Spring 2005 April 2005 May 2005 June 2005 April 2005 May 2005 June 2005 Ongoing link to WVSD May 2005 May/June
2005 Transfer Dispatch to County Com. June/July 2005 (for customer calls) Internal Communication Alert May/June2005 (for customer calls) Revise Internal Information June 2005 (printed
and electronic) INFORMATION TRANSFER PLAN Phase I September 2004 • Location and pipe 10 for all overflows and stoppages for last 24 months • Location of all service requests for last
24 months • List of all known problem lines and current cleaning frequency • List of all siphon locations ATTACHMENT!
Sewer Transition Plan September 2004 Page 2 of 3 • List of all lines located in easements and any special access requirements • List of assigned cleaning operation and cleaning frequency
for all other pipes in system • Copy of pump station operating data, drawings, and service contracts • Copy of any sanitary sewer system standard operating procedures Phase II November
2004 • GIS mapping of Town sewer system OPERATIONS AND MAINTENANCE TRANSITION PLAN Phase I District Sept. 1, 2004 to Dec. 31, 2004 • Begin mainline preventive maintenance cleaning on
Sept. 1 with 2person crew, 40 hrs/week • All Town problem areas to be cleaned first, than all easement areas not rehabilitated by the District, then begin area-wide cleaning program
• Investigate all Town reported stoppages and overflows • Provide backup response to Town crews as requested • Begin USA marking for Town sewer lines • Evaluate all pump stations including
status of utilities and existing maintenance contracts • Biweekly operations staff coordination meeting Town • Continue Town mainline cleaning program • Continue to provide first response
to sewer problems within Town • Report all mainline stoppages and overflows to District • Report all lateral stoppages to District • Biweekly operations staff coordination meeting Phase
II Jan.1 2005 to March 31, 2005 District • Continue all Phase I activities • Perform weekly pump station checks with Town staff • Biweekly operations staff coordination meeting Town
• Continue all Phase I activities • Perform weekly pump station checks with District staff • Biweekly operations staff coordination meeting
Sewer Transition Plan September 2004 Page 3 of 3 Phase III April 1, 2005 to June 30, 2005 District • Perform weekly pump station checks • Shadow Town staff on daytime service requests
• Biweekly operations staff coordination meeting Town • Notify District regarding service requests so that District can respond to assist Town staff • Biweekly operations staff coordination
meeting Final Phase July 1, 2005 District • District begins providing all sanitary sewer services within the Town Town • All Town sanitary sewer related operations cease ASSETS TRANSFER
PLAN • Appraisal of sewer assets Sept. 2004 to Nov. 2004 • Negotiation of assets transfer Dec. 2004 to Feb. 2005 • Disposition plan (non-sewer assets) March 2005 • Assets transfer agreement
June 2005 PERFORMANCE COMMITMENTS • Develop performance commitments • Performance commitments agreement. • Performance monitoring • Annual performance report MAINTENANCE TRANSFER AGREEMENT
• Develop transfer agreement (including assets and performance) • Enter into agreement EMPLOYEE TRANSITION PLAN To be developed March 2005 to May 2005 June 2005 Quarterly 2005/2006 Annually
from 2006 May 2005 June 2005