Best Management Practices City of Tigard
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Best Management Practices
A Presentation for
Samarinda,Indonesia
October 20-25,2003
International City Managers Association
Resource City Program
CIN of Tlaard Reo entativef'
Bill Monanan,CM Manep«
EE W epn«,Putle W«ka Llreclw
1 u,m.;rod;�, ,�. m s Itn a a t R tzw
M C A
DefinitionsKey
Mission Statement:
• Defines the overall role of the Agency
• Identifies:
t. What;
2. Why;and
3. For whom
DefinitionsKey
Goals:
• Broad statements regarding long range
purpose of the Agency
Objectives:
• Clear targets for specific actions
1
Key Definitions
Objectives are:
• Specific
• Quantifiable
• Statement of desired outcome
• Realistic
• Attainable
StepsKey - • BM's
• State mission and desired outcomes
• Measure performance to gauge progress
• Use data as a basis for decision making
- • •
Develop strategic plans, goals &objections
• Strategic Plans(include long-term goals)
1. Must be specific
2. Regularly updated
• Define&prioritize annual goals and objectives
• Identify activities to meet these goals
2
Step •
Identify Stakeholders
• Involve them in the development
Recognize State&Federal Mandates
• Identify
• Review
• Follow
-• Planning
When creating Mission Statement include:
• The agency's purpose
• Products and/or services provided by the
agency to meet that purpose
• How the agency will provide those
products and/or services
-• Planning
REMEMBER:
Planning is continual process of
making adjustments to achieve goals
and objections
3
Step 2: Implementa
Daily Implementation of Policy
• Provides guidance
Procedures&Operational Policies
• Defines acceptable practices to staff
• Allowing for discretionary decision-making
-p 2: Implementa
Develop Policy:
• Specific to program's goals&objectives
Set Policy& Procedures:
• Provide a guide for staff
• Provide assistance in decision making
Update Procedures:
• Perform periodic review to ensure adequacy
-• 2: Implementatio
REMEMBER:
Policy and Procedures NEED to be
• Written
• Distributed
• Current
• ADHERED TO
4
Step 3, Data Management
Collect data for assessing performance
• Input Data:
1. Quantify resources(staff,equipment,funding)
• Output Data:
1. What is produced with resources
2. Used to assess if short-term goals were achieved
• Outcome:
1. End results of efforts
2. Used to assess if long term goals were achieved
—• Data Management
Collect data that:
• Reflects program operations
• Facilitates performance measures and evaluations
Data should be:
• Reliable
• Contribute to making good management decisions
• Linked to goals
• Protected by safety controls
—• Data Management
REMEMBER:
Balance cost of data collection efforts
against the need to ensure data is
complete, accurate, consistent.
5
Step Data Management
E Use data to assess:
0 Efficiency(input vs.output)
• Effectiveness(outcome)
Evaluate data:
• Make needed interim changes to meet goals and
objectives
Promote accountability
• Providing performance data to management&public
-p Data Management
REMEMBER:
These are ongoing processes that
should recur after a performance
measurement system is put in place.
-p 4: Measuring Performance
Performance Measurements are indicators of:
0 How well organization is achieving goals
• Where programs are strong
o Where improvement is necessary
Government accountability
6
Step 4: Measuring Performance
Performance Management in defined as:
"Method of measuring the progress of
a program in achieving the outcomes
that clients, customers or stakeholders
expect."
-• 4, Measuring Performance
Ideal measures should be:
• Relevant • Useful
• Responsive • Comparable
• Valid • Compatible
• Reliable • Clear
• Economic
Examples of
• Meter Reading
• Locates
• Fire Hydrant Replacements
• New Service Line Taps
• Water Quality Sampling
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FIELD MAINTENANCE ACTIVITY NAME
Dnnkirg water sample cdlectror
DESCRIPTION OF MAINTENANCE ACTIVITY
C,Imd dnnkin0 water samples.as prescribed by OAR 333-061-0036,frwn ape Md sample station sites located
thratghout the voter d.tnbuetn system and srlbend these samplesn,fes ansly of dmkeg water qual6y
standard..
PURPOSE OF ACTIVITY
Public water systems are reWnaibl.faking.11 raaconaDia precautions to sewn that tM water delivered b
water users m sufficlantly free from bialogltal,chemical,radlolognal and pbysicaf bnPu itlos which c Idl adv—N
.Rett human hearth 4 preaentiin high enough concentradom.
MAINTENANCE FREQUENCY INVENTORY REFERENCE
C,110 t,n and sut (v tw aamples for 05 51 Rouble Sample Station Slims
iabesatory analysis at Ne frequency preacrlbed Entry Povtb of Source
by OAR 333-081-0038
CREW REQUIREMENTS EQUIPMENT REQUIREMENTS
Vehicle
1-2 Persona1 Cond-wily Meter
1 ChIonne Residual Meter
MATERIAL REQUIREMENTS PERFORMANCE STANDARD
Cooler fm store temples in)
Semple 6018sa(provided by.basal") '%of all samples rap-ad ae Non-Detect and/es Yr of ftM.—=,nanl Level(MCL)
Chwn cl Cwtad
FIELD MAINTENANCE ACTIVITY NAME
Fina Hydrant Upgrade 13-W c.ry"hydrants wlstroz adapters)
DESCRIPTION Of MAINTENANCE ACTIVITY
Redxe aii hytlrantswilh 3paT tory sty.nydran.wistroz adapters Identify all oM styfe hydran.which have
two antler 215'parts.SChedu.red.«ment bored on current budget level and density.
PURPOSE OF ACTIVITY
Update fire hydran4 les larger 5 W staemx Por ..Larger Port allow greater quenhtY of water fes f.fgta
hg
nWsbildy. A acts.tofirehydra quickerfhrcughffutaeof'St,.Adapters'.
MAINTENANCE FREQUENCY INVENTORY REFERENCE
40 hydrants per Year 160 2-port hydrants in water system
CREW REQUIREMENTS EQUIPMENT REQUIREMENTS
1 etppW vahide;15-10 Yard dump truck,t backhoe;
33 edit Meow eervkoa—y be requkedj equipment trader;saw trailer;venous hand too.;pumps;Vector,
V--C-;wgm:ladder,='n,,pntacbve equp—(i.s.vest
boom,hard'*,,gloves.r.inge.r)
MATERIAL REQUIREMENTS PERFORMANCE STANDARD
3.Port hydranft wls z adapters;0uoble Iron
ndkgs(bends.PN,geek..);('valve:Rock, 40 hydrenm per Y...as budget all—
Aaphak,L.rMaogng;Door hanger for error Instill Per Fire HYdnant Assembly a 542.
no.kabon;Locates
FIELD MAINTENANCE ACTIVITY NAME
Lacatng We,a,Stam.Sanitary and otber.1y owned tmderground utililes
DESCRIPTION OF MAINTENANCE ACTIVITY
Locate all cM1y—W undergc..nd uMeioa in service area Normal locates will be performed wiMet N hour:
emergency locates will be reepargsd m immwietely.
PURPOSE OF ACTIVITY
Protect various sty awned utildms and m provide cuatbn—,tontr m and other ulitme cad,actuals
adormaton of underground udlitee;m lxo,dm safety m Nose a .vabng and candy wM Oregon UOMy Counol.
MAINTENANCE FREQUENCY INVENTORY REFERENCE
Aa requealed,normally 1535 per day Approximately 4200 requesm per year
CREW REQUIREMENTS EQUIPMENT REQUIREMENTS
1 Asim Van;1 Metro 810 line locates;1 Radio Detector R04W
I-ff metal detector.hand tools(shovel,b ,etc.);maga of verfpue
2 s.R for soma high traffic arafe city owned Wines(hard copies and.1—c);P—live
2 taft tor.rge vee request mca.e equipment(vast boo.,hesdh.L mingsar):UBRy Nobfic.0-
Service(F,dPnnter wldedcemd land line aer ioe)
MATERIALREQUIREMENTS PERFORMANCE STANDARD
Vanua-1—of WIny paint Provide locates ass Thad b O lltiM Council
ter
PnnriDban and Paper Pec Y regon
v
FIELD MAINTENANCE ACTIVITY NAME
Mw,,I Valva Opsagon 6 Mahnenance
DESCRIPTION OF MAINTENANCE ACTIVITY
Verify ladtan of valve,check condition d valve boa top,ram any debris hart maga—boa to ensure easy
access for valve wench opsaeon.Operate valve b enevte that R Is in good working oordidan and.Uwck b en A
valve news an eatarldon per-CAY Desgn Standards..
PURPOSE OF ACTIVITY
To ensue-Ne masts City Dxht n Standards W-A-and amerga open ion
MAINTENANCE FREQUENCY INVENTORY REFERENCE
Whde system wvery—year 6,400 va mm cu—t[y is.yse xn I okdkg Ike hydra valves
CREW REQUIREMENTS EQUIPMENT REQUIREMENTS
1-UW"Truck;Hard Toot;TraMc Cool of a needed:PPE;
2-Empoyees In,fight traffic areae Meng Equp—V.Map.of vaN.Ioc0-Air oonPressor
3 to 4-Employees b high traffic xeas with)aokhamms;Vector or—for deep valva.then need
Clnnkq;walk behind saw as needed
MATERIAL REQUIREMENTS PERFORMANCE STANDARD
Radacement lids for 925 d 910 valve box tops 5 t ems bone
wound
20 3 30 v0N 1 a day
Second time aramd 30 to 50 wlws a day
FIELD MAINTENANCE ACTIVITY NAME
Water 5——lo—formol popnbl (Hot Work)
DESCRIPTION OF MAINTENANCE ACTMTY
T,,wd will pond,a water serve a wnnecuat to NI poper m within our service area vAriUr an mftll papa
These water., -instill—are conxdered'Hot W.W type Inabn.dal..
PURPOSE OF ACTIVITY
To pounds cuafoniss wM oats aerwce ox It bfin Inks kt ow rlarAca xea.
MAINTENANCE FREQUENCY INVENTORY REFERENCE
In fit bb only.An other service 0SW b a
oanplated by conaactsldevslops at Ems of pips 10-30 pis ye.r
. naaa,
CREWREQUIREMENT$ EQUIPMENT REQUIREMENTS
1 SupportVehicle;i Backhoe e.w trader,oIky tads;
0-5 s1aR Tapp'ag;Maohir,Pumps,Varian Hod Tole:Prdxthv
Equipment Nest,boob.hardhal raingear);Wn.,cone..
Sags',—1 plate.
MATERIAL REQUIREMENTS PERFORMANCE STANDARD
Vanars aired coPps Y-2*:Venous fixed Anpb Instill--whin 14 days of repue,t!s Wats mets
Stop.Y.',1'.S:Varrou.sized Corporation Stage than k.tox,
2'.addbs a tipped app poceas:costal ver CM Devlin
s anexd.
oee'.,Rock Cdd P.ILh,AlpnaM.Lmdsoprg
FIELD MAINTENANCE ACTIVITY NAME
Meter R.adky M Serrce Area
DESCRIPTION OF MAINTENANCE ACTIVITY
Re.dmg of oats meters a performed by one-H rrnr .reading take.pl—though the vee of a Sermre
hxfdfelde,The canoe wsa a split up Into route ard grope;meter ars read bimonNly.
PURPOSE OF ACTIVITY
AD water service connectrma Vt out wens arirom ue metered. Mahn.n road to pack.ravanur.
MAINTENANCE FREQUENCY INVENTORY REFERENCE
Meters ars rod on a bk—Ably bast Curt 1 eye have 16.500 active wcamb
CREW REQUIREMENTS EQUIPMENT REQUIREMENTS
I Vehole,dew.pn g mulgpb oopsandw o4xam and
Flaehms;1 Meter handheld;f Versa Probe Mets Reader Wand
1 Pram 45 dari Px week2 etaR fp rnrAnad Conf—d space Pends,Atmospheriaunavec MM""".Person"
robodv
spa rage Pe Equipment(vest,boob. m),Mehr
Hoak,vnan bilge pump,hared rad.
MATERIAL REQUIREMENTS PERFORMANCE STANDARD
Na Meters are n.d every 60 date 99M aaaaacy tied of Wads
9