BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Asset Management Program Update.
End
RECOMMENDATION:
Recommendation
Receive an update on the Asset Management Program.
Body
SUMMARY:
The Board of Directors has adopted the following Board Governance Policies that provide guidance on managing and maintaining District assets:
EL-6. The BAOs shall protect and adequately maintain corporate assets.
6.4. Maintain an Asset Management Program
In support of EL-6, the Board has requested an annual update on the District’s Asset Management Program.
The District owns, operates, and maintains water utility, watershed and administrative assets in support of the District’s mission. Water utility assets include the equipment and components that make up the District’s dams, pipelines, pump stations, water treatment plants, purification center, recharge ponds, and wells. Watershed assets include creek reaches and sub-reaches; and the levees, floodwalls, and assets such as fish ladders that lie along a creek reach. Administration assets include the District’s administration buildings and grounds, information technology (IT) equipment, and fleet equipment and vehicles. Each of these assets must be maintained, repaired, and periodically replaced to keep facilities functioning properly to provide a continued level of service to the community.
The District implements individual asset management programs for its three business areas: water utility, watershed, and administration. Prior asset management program updates to the Board on March 28, 2017 and June 13, 2017 described the water utility asset management program. This update will provide an overview of the watershed and administration asset management programs.
An overview of the District’s asset management program history, concepts, standards, and computerized maintenance management system (CMMS) is provided in Attachment 1.
Watershed Asset Management Program
The District maintains and is continuously improving a registry of watershed assets that includes each creek’s reaches, sub-reaches, banks, levees, and beds. Additional detail regarding assets below creeks’ banks such as bank lining, weirs, outfalls, and fish facilities will continue to be added to the registry over time.
The District regularly inspects the condition of creek assets where it has responsibility. Typically, inspections are done annually, though some creeks are inspected less frequently. Creek inspectors look for erosion, sediment accumulation, woody and trash debris blockage, vegetation, and burrowing rodent damage among other problems. Staff reviews collected inspection data to identify locations where stream maintenance projects are needed. A team of operations and maintenance staff reviews and prioritizes potential projects, and ultimately identifies and budgets for projects that are proposed for implementation under the District’s Stream Maintenance Program (SMP) in the next SMP work season, subject to regulatory agencies’ approvals; or as part of the Watersheds Asset Rehabilitation Program.
The Watersheds Asset Rehabilitation Program is comprised of small capital improvement projects to maintain the integrity of existing flood protection facilities by conducting annual erosion repair and animal conflict repair work. Repairing and maintaining creek banks helps reduce potential failures and stabilizes the life cycle of existing creek channels. Work locations may change from year to year depending on winter storms, associated higher stream flows, and the potential for increased erosion. To the extent possible, work under this program is performed under permits of the Stream Maintenance Program.
In addition, the District is documenting level of service requirements for each creek. A creek’s level of service may include any design flow rates, environmental permit requirements, and water supply in-stream recharge capacity. The levels of service are an important input to creek maintenance guidelines, which describe the maintenance activities, such as sediment or vegetation removal, required to provide the specified level of service for each creek. The District is in the process of updating maintenance guidelines based on the documented levels of service. Of 36 creeks that require updated maintenance guidelines, the District has completed 19 level of service documents, has updated 17 maintenance guidelines, and is on pace to complete the remainder by 2021.
The District is also developing creek-specific asset management plans to identify long-term capital rehabilitation and replacement needs for each creek. Plans have been developed for six creeks, and the District plans to continue to develop a plan for one creek per year. See Attachment 2 for a table summarizing which creeks have completed level of service, maintenance guidelines, and asset management plans.
Administration Asset Management Program
The administration asset management program is in an earlier stage of development than the water utility or watersheds programs. The District has established programs to manage its fleet, information technology, and facilities assets. These programs were developed at the unit or project level, and work is progressing to integrate these efforts into the larger District-wide Asset Management Program.
Fleet
The District has had a functioning asset management program for its fleet and heavy equipment assets for many years. All fleet and equipment assets are inventoried in the Districts Computerized Maintenance Management System (CMMS), Maximo. The inventory includes180 Class I Light Duty vehicles, 81 Class II Medium/Heavy Duty vehicles, 25 Class III Heavy Duty Construction Equipment, and 500 Class IV Light construction and miscellaneous support equipment. Vehicles and heavy equipment are maintained and replaced regularly per optimized schedules that have been developed over time based on experience.
Information Technology
The District maintains an asset inventory for its hardware, software, and telecommunications assets in Maximo. The inventory contains almost two thousand assets including personal computers, servers, radios, software, tablets, routers, switches, printers and copiers. Hardware and telecommunication assets are typically replaced prior to failure at pre-determined schedules. For example, most servers are replaced every five years. Maintenance of information technology (IT) assets is typically administered through annual maintenance agreements. Staff plans to further review management strategies for the IT assets in the next few years.
Facilities
The asset inventory for the buildings and grounds on the District’s Almaden and Winfield campuses is being improved to meet district-wide asset management standards. The updated inventory will include approximately one thousand assets. Facilities staff has monitored condition and performed maintenance using the Maximo work order system for many years. A formal condition assessment program and maintenance work plan similar to the water utility and watershed programs will be developed in the next two to three years, once the asset inventory is updated.
Next Steps
The District will continue to implement and improve its asset management programs and will provide regular Board updates on the status of the programs. In the next few years, the watershed asset management program will focus on completing level of service documentation for all creeks to inform the maintenance guideline updates, and continuing development of long-term creek asset management plans. The administration asset management program will focus on completing the asset inventory for the District’s Almaden and Winfield campuses, and developing formal condition assessment and maintenance work planning processes for these assets.
FINANCIAL IMPACT:
There is no financial impact associated with this item.
CEQA:
The recommended action does not constitute a project under CEQA because it does not have a potential for resulting in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment 1: Asset Management Program Overview
Attachment 2: Summary of Creeks
Attachment 3: PowerPoint
*Handout 4.2-A: D. Muirhead
UNCLASSIFIED MANAGER:
Manager
Kurt Arends, 408-630-2284