Annual Report 2012-2013
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WEST VALLEY SANITATION DISTRICT OF SANTA CLARA COUNTY ANNUAL REPORT 2012-2013 WEST VALLEY SANITATION DISTRICT ANNUAL REPORT OF WEST VALLEY SANITATION DISTRICT SANTA CLARA COUNTY, CALIFORNIA FOR FISCAL YEAR 2012-2013 100 EAST SUNNYOAKS AVENUE CAMPBELL, CALIFORNIA 95008 (408) 378-2407 www.westvalleysan.org TABLE OF CONTENTS Board of Directors........................................................................... 1 Administrative Officers.................................................................. 2 Manager's Message........................................................................ 3 West Valley Sanitation District Service Area………………........ 4 Organization Chart......................................................................... 5 Organizational Structure................................................................ 6 Administration and Information Services Division....................... 7 Engineering and Operations Division........................................... 8 Wastewater Treatment and Disposal............................................ 10 Sewer Extension Financing Programs.......................................... 11 District Participation Program…………………………….......... 12 Septic System Abandonment Program......................................... 13 Service Charges and Fees............................................................. 15 Sources and Uses of Funds........................................................... 17 Independent Auditor’s Report and Financial Statements.................................................. Appendix BOARD OF DIRECTORS FISCAL YEAR 2012-2013 City of Campbell Town of Los Gatos Mike Kotowski Diane McNutt January 11, 2012 - January 11, 2006 - December 12, 2012 December 12, 2012 Evan Low Steve Leonardis January 23, 2013 - January 23, 2013 - City of Monte Sereno City of Saratoga Susan Garner Chuck Page January 26, 2011 - February 14, 2007 - December 12, 2012 Santa Clara County Marshall Anstandig Ken Yeager, 4th District Supervisor January 23, 2013 - January 10, 2007 – 1 ADMINISTRATIVE OFFICERS Jon Newby District Manager and Engineer 7/9/12 Steven R. Meyers District Counsel 6/1/10 Lesha Luu District Secretary 10/12/11 EX OFFICIO OFFICERS Vinod K. Sharma Santa Clara County Director of Finance Lawrence E. Stone Santa Clara County Assessor 2 MANAGER’S MESSAGE Fiscal Year 2012-13 was marked by a change in leadership at the District. After 19 years of services, the former District Manager, Robert Reid, retired in April 2012. The transition proved to be smooth, largely due to the continued outstanding performance of the District’s staff. With the change in leadership, the District stepped back and embarked upon the development of a strategic plan to guide the future direction of the organization. This has provided an opportunity for the District to examine and re-establish its vision, mission, values and goals. Through a series of workshops, the District has utilized Effective Utility Management concepts as a part in developing the District’s Strategic Plan. This plan will be an integral part of the District’s continuing success in providing the residents of Campbell, Los Gatos, Monte Sereno, Saratoga and Santa Clara County with a safe, efficient, and cost effective system of wastewater collection and treatment. The District continues to improve efficiencies to reduce cost and improve services. The District has reduced retirement costs by paying off its California Public Employees' Retirement System side fund, which effectively reduced the District’s annual employer contribution rate by 8.2 percent starting Fiscal Year 2013. The District also carried out continuous business process review to identify improvements such as updated the District’s website to improve transparency by providing more information to the public. The District is also faced with challenging financial needs in the area of wastewater treatment. The District contracts with the City of San Jose-Santa Clara Regional Wastewater Facility (RWF) for wastewater treatment services. The City of San Jose has recently completed a master planning effort where the City is facing a major rebuild of the wastewater treatment plant during the next decade, which is projected to be $680.9 million in capital improvement projects that will be constructed over the next five years. The District’s share of capital costs of future improvements and operation and maintenance costs are 6.8 percent and 8.7 percent, respectively. Presently, payments to RWF consist of approximately 30 percent of District’s annual budget; however, with these significant improvements, payments are anticipated to increase to approximately 60 percent of the district’s budget in near future. The increase cost of treatment has driven the Board to adopt significant sewer service rate increases of 10 percent in fiscal years 2013 to 2015, 9.5 percent for fiscal year 2016, and 9.0 percent for fiscal year 2017. This increase in service charges is required to ensure district revenues are sufficient to meet anticipated capital and operating expenditures in the foreseeable future. I wish to thank our Board of Directors for their leadership, the public for their support, and the District Staff for never forgetting the importance of what we do and who we serve. Through this dedication and passion, we remain committed to provide our customers with a safe, efficient, and cost effective system of wastewater collection and disposal. Jon Newby District Manager and Engineer 3 WEST VALLEY SANITATION DISTRICT SERVICE AREA The District was formed in 1948 as County Sanitation District No. 4 of Santa Clara County under the provisions of the California County Sanitation District Act. In 1988, the District changed its name to West Valley Sanitation District of Santa Clara County, to reflect its geographical service area. Fiscal year 2012-2013 was the District's 65th year of operation. Beginning with a population of 20,000 in 1948, the District now serves a population of approximately 109,000. The District's 1948 service area encompassed 23,000 acres. As unincorporated areas were absorbed into the City of San Jose, the District's service area gradually decreased to its current level of 19,072 acres, or approximately 29.8 square miles. At the District's inception in 1948, its wastewater collection system consisted of twelve miles of sewer lines. As of June 30, 2013, the collection system maintained and operated by the District consists of approximately 414 miles of main and trunk sewers and 209 miles of sewer laterals, for a total of 623 miles of sewer lines. As of November 1, 2005, the District assumed ownership and maintenance responsibilities for the sewer system located within the Town of Los Gatos, including 3 pump stations. West Valley Sanitation District provides wastewater collection and disposal services for the cities of Campbell, Monte Sereno, Los Gatos, two-thirds of Saratoga, and the intervening unincorporated areas of the county. The population and distribution of sewer service is shown in the table below. CONNECTION AND POPULATION DISTRIBUTION SINGLE- MULTI- FAMILY FAMILY INDUSTRIAL/ TOTAL DWELLING DWELLING COMMERCIAL TOTAL POPULATION UNITS UNITS COMPLEXES CONNECTIONS SERVED* ________________________________________________________________________________________ CAMPBELL 9,808 6,999 1,119 17,926 40,404 LOS GATOS 8,861 3,470 886 13,217 30,247 MONTE SERENO 1,180 58 7 1,245 3,420 SARATOGA 8,167 444 199 8,810 24,369 SANTA CLARA CO. 3,189 234 114 3,537 10,337 TOTAL 31,205 11,205 2,325 44,735 108,777 In fiscal year 2012-2013, 827 sewer connection permits were issued for existing residences, 216 sewer connection permits for proposed residences, 19 permits for residential septic tank abandonment, 33 for existing commercial premises, and 13 permits for new commercial premises. *Note: Population data for Campbell, Los Gatos, and Monte Sereno are derived from the California Department of Finance. Population data for Saratoga and Santa Clara County are based on the number of connections and assumed household occupancy. 4 WEST VALLEY SANITATION DISTRICT FY 2012-2013 ORGANIZATION CHART BOARD OF DIRECTORS DISTRICT MANAGER & ENGINEER Director of Engineering Director of Administration & Operations & Information Services Senior Civil Operations Information Svcs Senior Administrative Engineer Supervisor Coordinator Accountant Assistant II 5 Associate Civil Supervising Asst. Engineer Senior Account Custodian Engineer Leadworker Permits/Mapping Clerk Assistant Maintenance Maintenance Maintenance Construction Account Engineer Leadworker Leadworker Leadworker Inspector II Clerk II Assc. Engineering Maintenance Maintenance Maintenance Asst. Engineering Account Technician Worker II Worker II Worker II Technician Clerk II Maintenance Maintenance Maintenance Worker II Worker Trainee Worker II Maintenance Staffing Worker Trainee 3 Executive Management 13 Operations 4 Engineering 9 Administration 6/30/2013 29 Total Positions ORGANIZATIONAL STRUCTURE West Valley Sanitation District is governed by a five-member Board of Directors, and staffed by 29 employees. The District staff is organized into two divisions: Administration and Information Services Division, and Engineering and Operations Division. The District is well staffed with outstanding and motivated employees, who are dedicated to provide prompt and cost-effective service to the community. Operation division staffs are available 24 hours a day, 7 days a week, to respond to sewer overflows, and the District’s front counter personnel are