DATE: November 5, 2019
SUBJECT:
Title
PRESENTATION ON THE MAJOR MAINTENANCE PROGRAM AND PREVIEW OF A WEB-BASED REPORTING DASHBOARD UNDER DEVELOPMENT
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EXECUTIVE SUMMARY:
On March 12, 2019, staff delivered a presentation to the Board of Port Commissioners that ultimately led to the transformation of how the Major Maintenance program is budgeted. At this meeting, the Board gave direction to staff to update Board policies to formalize a multi-year project funding process, that had previously been approved on a yearly basis. The requested changes were adopted by the Board in the following month. In support of this program enhancement, the Board directed staff to return with improved reporting, and present Major Maintenance progress semi-annually. In response, staff is developing a web-based dashboard that will concisely deliver key program information. Staff recommends the Board receive the presentation and provide comments to staff.
RECOMMENDATION:
Recommendation
Receive a presentation on the Major Maintenance Program and preview of a web-based reporting dashboard under development.
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FISCAL IMPACT:
This item requires no action from the Board and has no fiscal impact.
Compass Strategic Goals:
This agenda item supports the following Strategic Goal(s).
• A Port that the public understands and trusts.
• A Port with an innovative and motivated workforce.
DISCUSSION:
On March 12, 2019, staff delivered a presentation to the Board of Port Commissioners that ultimately led to the transformation of how the Major Maintenance program is budgeted. At this meeting, the Board gave direction to staff to update Board policies to formalize a multi-year project funding process that had previously been approved on a yearly basis. The requested changes were adopted by the Board the following month.
In support of this program enhancement, the Board directed staff to return with improved reporting, and present Major Maintenance progress semi-annually. In response, staff is developing a web-based dashboard that will concisely deliver key program information.
Advancements have been made in the field of data science over the past several years. Integration of data across enterprise software solutions and improved analytics software have resulted in the availability of highly customizable web-based reporting tools that provide a user-friendly experience. Staff created this dashboard internally, through a collective, multidisciplinary team across multiple departments leveraging existing tools available to staff through the District’s strategic partnership with Microsoft.
The dashboard presents a clear summary of the progress being made in the Major Maintenance program. It highlights program budget, financial variance, number of projects in progress, and other key information.
Pursuant to BPC Policy No. 130, staff has reported on the Major Maintenance program quarterly to inform the Board about the program’s progress. This dashboard does not replace that report, but rather provides an additional resource for staff to view program status in an easy to understand format. Staff recommends the Board receive the presentation and provide comments to staff.
General Counsel’s Comments:
The Office of the General Counsel has reviewed and approved this agenda, as presented, as to form and legality.
Environmental Review:
This item would provide a presentation regarding the major maintenance program and a preview of a web-based reporting dashboard. This presentation to the Board does not constitute an “approval” or a “project” under the definitions set forth in California Environmental Quality Act (CEQA) Guidelines Sections 15352 and 15378 because no direct or indirect changes to the physical environment would occur. CEQA requires that the District adequately assess the environmental impacts of projects and reasonably foreseeable activities that may result from projects prior to the approval of the same. Any project developed as a result of the presentation that requires the District or the Board’s discretionary approval resulting in a physical change to the environment will be analyzed in accordance with CEQA prior to such approval. CEQA review may result in the District, in its sole and absolute discretion, requiring implementation of mitigation measures, adopting an alternative, including without limitation, a “no project alternative” or adopting a Statement of Overriding Consideration, if required. The presentation in no way limits the exercise of this discretion. Therefore, no further CEQA review is required.
The presentation complies with Section 35 of the Port Act, which allows the Board to do all acts necessary and convenient for the exercise of its powers. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the presentation is consistent with the Public Trust Doctrine.
The presentation does not allow for “development,” as defined in Section 30106 of the California Coastal Act, or “new development,” pursuant to Section 1.a. of the District’s Coastal Development Permit (CDP) Regulations because it will not result in, without limitation, a physical change, change in use or increase the intensity of uses. Therefore, issuance of a Coastal Development Permit or exclusion is not required. However, development within the District requires processing under the District’s CDP Regulations. Future development, as defined in Section 30106 of the Coastal Act, will remain subject to its own independent review pursuant to the District’s certified CDP Regulations, PMP, and Chapters 3 and 8 of the Coastal Act. The presentation in no way limits the exercise of the District’s discretion under the District’s CDP Regulations. Therefore, issuance of a CDP or exclusion is not required at this time.
Equal Opportunity Program:
Not applicable.
PREPARED BY:
Christopher McGrath
Program Manager, Engineering-Construction