forest lakes metropolitan district strategic plan · 5 organization of the flmd . 9 mission and...

Effective May 8, 2020

Updated July 17, 2020

Forest Lakes Metropolitan District Strategic Plan

Forest Lakes Metropolitan District (FLMD) Strategic Plan

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Message from the District Manager: This Strategic Plan is the culmination of many hours of planning and collaboration by Staff to provide a roadmap to help Forest Lakes Metropolitan District achieve its Mission and Vision, both now and in the future. We know it will not be easy; in fact, it will be right down difficult given the fiscal challenges the District faces both now and in the future. Put another way…we know that we have much to do and that the residents of Forest Lakes expect much from us of us! Through courage, commitment, solid leadership, planning and follow-through, teamwork, and an attitude of never letting up when facing adversity, we plan to define and mold our future as a District. Benjamin Franklin was quoted as saying, “By Failing to Prepare, you are Preparing to Fail”. The staff in FLMD are better than that! We plan to sail on this whirlwind together!


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Table of Contents

Page# Contents 3 About the District 3 Purpose of the Strategic Plan 5 Organization of the FLMD 9 Mission and Vision Statements 11 Our Motto 11 Organizational Values 14 High Level Goals and Objectives

18 Specific Tasks that will Accomplish the Goals


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I. About the District The Forest Lakes Metropolitan District (FLMD) was incorporated on July 18, 1973. FLMD and is a Limited Service Colorado Governmental Special District with taxing authority responsible for providing water, limited sewer, roads and recreational services for residents in the Forest Lakes. Forest Lakes is the largest subdivision in southwestern Colorado. This community is in La Plata County, Colorado and sits between the town of Bayfield and the San Juan Mountains, east of County Road 501 as shown on the Location Map. The subdivision encompasses approximately 1,865 acres and consists of 1,600 parcels with approximately 782 structures and 2,000 residents. FLMD is governed by a five (5) member elected board of directors which meet, unless otherwise posted, the second Tuesday of each month, at the recreation center building, 998 Alpine Forest Drive. The Forest Lakes Metropolitan District utilizes the Board-Manager form of local government wherein the elected governing District Board is responsible for the legislative functions of the District, such as establishing policy, passing resolutions, voting appropriations and developing an overall vision for the District. II. Purpose of the Strategic Plan If one Googled “Strategic Planning” on the web, they would literally come up with hundreds of different definitions, and many of them are market driven. Before, we delve into how we in the FLMD define Strategic Planning, it would be appropriate to define what it is not as is illustrated by the below cartoon:


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For the FLMD, Strategic planning is:

● An organizational management activity that is used to set priorities, focus energy (provide a roadmap) and resources,

● Strengthen operations, ● Ensure that employees and other stakeholders are working toward common goals, ● Establish agreement around intended outcomes/results, and ● Assess and adjust the organization’s direction in response to a changing

environment. The bottom line is that it is a disciplined effort that produces fundamental decisions and actions that shape and guide what an organization is, who it serves, what it does, and why it does it, with a focus on the future. Effective strategic planning articulates not only where an organization is going and the actions needed to make progress, but also how it will know if it is successful. A strategic plan is a document used to communicate with the organization the organizations goals, the actions needed to achieve those goals and all the other critical elements developed during the planning exercise. In the Section “About the District”, we highlighted that one of the Manager’s responsibilities is to maintain operational continuity while other changes in the District can occur. One of the ways to ensure continuity is through use of a Strategic Plan. This strategic planning process was not easy, but we understand that it is critical to our business success. Are we all in agreement with its contents? Yes, and we are all ready, willing, and able to make it happen for us and for the residents of Forest Lakes Subdivision. The attached Strategic Plan will outline our:

● Organization of the FLMD; ● Mission and Vision Statements; ● Our Motto; ● Organizational Core Values; ● High-level goals for the next three to five years; and


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● Specific Tasks to Accomplish our Goals III. Organization of the FLMD Before we discuss the Strategic Plan, we need to first look at the Organization of the FLMD. Our organization is considered pretty “flat”, i.e., not a lot of organizational depth. FLMD essentially consists of the District Manager function, Administrative and then Operations & Maintenance. Below are charts that show the organization and Personnel of the FLMD.

Below is a general list of duties for the positions that are shown in the above Organization chart: District Manager:

● Oversees and provides leadership to the FLMD personnel that manage all functions of the District while providing the oversight for the day-to-day maintenance of the Subdivisions infrastructure.


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o Includes sanitary sewer distribution and facility operation, water supply and distribution, sanitation, street maintenance, and recreational services for the FLMD.

● Oversees the administrative operations, implements Board policies, maintains operational continuity through changes in the Board, installation and enforcement of administrative procedures, and reviews property owner concerns and takes appropriate actions based on Board policies.

● Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.

● Maintains office staff job results by coaching, counseling, and disciplining employees, and planning, monitoring, and appraising job results.

● Chief adviser to the Board. Office Manager:

● Supports company operations by maintaining office systems and supervising staff. ● Maintains office services by organizing office operations and procedures, preparing

payroll, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.

● Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

● Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

● Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.

● Manages all functions of utility billing; prepares bank deposits daily, reconciles utility billing reports, processes monthly bills, integrates meter reads into utility billing, reviews monthly metered reads, etc.

● Acts as Board Secretary and takes minutes at the Board of Director’s meetings.

Operations & Maintenance (O&M) Supervisor:

● Oversees and coordinates Operations & Maintenance staff who maintain and repair water supply and distribution, wastewater treatment and supply systems and equipment, street maintenance and building systems.

● Oversees the collection of samples, equipment, lines, motors and facilities. ● Oversees the reading of residential and commercial water meters and makes

reports, accordingly. ● Operates heavy equipment as required for maintenance of roads. Follows all safety

requirements and takes actions to avoid potential hazards and obstructions.


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● Provides general input to the District Manager on the state of items being maintained in the District.

Assistant Front Desk/Utility Billing Clerk:

● Performs all functions of utility billing; prepares bank deposits daily, reconciles utility billing issues, processes monthly bills, etc.

● Provides customer service at the front desk by greeting the public in person, e-mail or via telephone

● Maintains and updates filing, inventory, mailing and database systems, answers correspondence and prepares outgoing mail.

● Troubleshoots problems involving office equipment, such as computer hardware and software.

● Compiles, copies, sorts and files records of office activities, business transactions and other activities.

The largest section of FLMD is the Operations & Maintenance (O&M) function and the staff is shown below:


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The general responsibilities of the functions under the O&M Supervisor are as follow: Assistant Foreman:

● Schedules, oversees and coordinates maintenance staff who maintain and repair water supply and distribution, wastewater treatment and supply systems and equipment, street maintenance and building systems.

● Monitors the collection of samples, equipment, lines, motors and facilities. ● Coordinates the reading of residential and commercial water meters and makes

reports, accordingly. ● Operates heavy equipment as required for maintenance of roads. Follows all safety

requirements and takes actions to avoid potential hazards and obstructions. Equipment Operators:

● Operate heavy equipment as required for maintenance of roads. ● Follows all safety requirements and takes actions to avoid potential hazards and

obstructions. ● Perform repairs and maintain equipment, make emergency repairs and adjustments. ● Monitors all equipment, lines, motors and facilities, reporting any problems

immediately to supervisors. ● Where applicable:

o Collects samples, adds chemicals and logs information on regularly scheduled intervals.

o Operates and maintains wastewater treatment equipment to purify wastewater before it enters rivers, streams or lakes.

o Maintains water treatment to purify and clarify water for human consumption.

Temporary Maintenance Laborer:

● This temporary position was approved as part of the 2020 Budget. This person will be scheduled to work from May – October, up to 15 hours per week.

● The primary responsibilities are: o Hydrant repair, testing and maintenance of 138 hydrants o Culvert cleaning o Increased Burner/incinerator operations o General building maintenance o Tree removal/ Right away maintenance


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o Snow plowing schedule relief o Recreational maintenance, i.e., Lake path o Valve exercising, mapping, repair o Irrigation ditch maintenance o On call schedule relief o Expedited completion time on large projects o Infrastructure maintenance o Increased operational efficiency, i.e., Truck driving, equipment operation o Tank painting o Reduce turnover (job fatigue)

IV. Mission and Vision Statements Simply put, a Mission Statement “is a concise explanation of an organizations’ reason for existence. It describes the organization’s purpose and its overall intention. The mission statement supports the vision and serves to communicate purpose and direction to employees, customers, vendors and other stakeholders”. Another way to look at it is that mission statements describe the company's mission as it is now, and for the near future. A Vision Statement “looks forward and creates a mental image of the ideal state that the organization wishes to achieve. It is inspirational and aspirational and should challenge employees”. Vision statements give direction for employee behavior and help provide inspiration. Does the Mission and Vision act independently? The answer is that they do not. Rather, they will help us drive vision and purpose for FLMD to accomplish the gargantuan mountain of responsibilities,


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With those definitions in mind, our staff developed the following Mission and Vision Statements for the Forest Lakes Metropolitan District:


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V. Our Motto To us, a Motto is equivalent to our Team identity and it seeks to explain the mission of the organization, inspire us or to bring out the spirit of our organization in just a few short words. These are words for us to live by and when the residents of Forest Lakes Subdivision meet a staff member, they also know what they can expect from us. FLMD’s Motto is: VI. Organizational Core Values The importance of core values is illustrated by a quote from famous author and inventor, Edward de Bono, “Effectiveness without values is a tool without a purpose." This analogy really hits home. A purposeless tool is a worthless thing and so is a company without a campus - a culture that is formed based on core principles. Core values serve to constantly guide both the employee and the company in achieving their mutual goals, in a manner that is based on an ethical and ideological framework. They reflect the fundamental beliefs of the organization and are guiding principles that help to define how our organization should behave in business and perhaps beyond. These guiding principles dictate behavior and can help people understand the difference between right and wrong.


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For FLMD, whenever there is a decision to be made, we will use these core value to ensure we stay on the right track and in the right mindset no matter what we are facing as an organization or as individuals. Below is a list of our Core Values for the FLMD:


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Making value-based choices may not always be easy. However, making a choice that we know is right is a lot less difficult in the long run when we share the same values. And as


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an organization, we believe that empowering our employees to make decisions is important! What better way is there to have our employees make those decisions when basing those decisions on the core values of the FLMD?

Another key aspect of our core values is they just do not guide our decisions and interactions amongst ourselves. We directly support the residents of Forest Lakes Subdivision and they too will know what drives us because as an organization, we will eat, sleep and drink our Core Values! By our actions, they will educate our clients about what the FLMD is about and clarify the identity of the company.

VII. High Level Goals and Objectives Our Main Focus/Target areas as an organization will revolve around Goals that will address the 3 Functional and Priority Areas, i.e., Life, Health and Safety; Mission and Quality of Life. Definitions for our 3 Main Focus/Target areas are:

● Priority I - Life, Health and Safety – Programs, guidelines and procedures that protect the safety, welfare and health of any person that is employed by FLMD or any residents.

● Priority II - Mission – The mission of the FLMD is to provide to provide safe and efficient operation and maintenance of District roads, vehicles and buildings as well as cost effective and safe operation of District infrastructure. This defines our normal operations; it is our business statement and defines the services we provide.

● Priority III - Quality of Life – This target area focuses on providing projects or services that impact the general well-being of employees and residents. It includes everything from physical health, family, education, employment, wealth, safety, security to freedom, religious beliefs, and the environment.

Our Specific Tasks that are shown below will focus on accomplishing the following overarching Objectives, which are to:

• Accomplish everything in a manner that will continue to instill the trust that the residents have in FLMD personnel and in the services we provide;

• To develop both tactical (short) and strategic (long term) plans that will be used as the foundational basis to narrow and sharpen the focus, to justify the required


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resources of the District and to promote the orderly and systematic development of the subdivision. “Flying by the Seat of our Pants” is not a viable option!;

o Provide adequate and sufficient resources (funding, manpower, equipment, etc.) the necessary controls/oversight and adequate policies and procedures that directly support our planning efforts;

• Develop a solid fiduciary relationship with the Board of Directors, whereby that forms the basis of relationships that become integral to “getting things done”, and that are in the best interest of all parties;

• Develop positive working interpersonal relationships within the District that are based upon trust, exceptional teamwork, an inspiration to excel and achieve, defined roles, exceptional personal and organizational leadership, diversity, respect, free communication, collaboration, encouragement, commitment, a common bond and humor;

• Develop a Vehicle Fleet where vehicles are modern, cost effective to maintain and operate, that the FLMD staff and residents can be proud of;

• Provide staff with adequate compensation and benefits, work-related clothing, and training such that they continue to excel individually while accomplishing the Mission and Vision of the District;

• Provide Infrastructure and buildings that are safe, cost effective, meet regulatory requirements and that will directly support both tactical and strategic goals;

• Continue to provide Quality of Life improvements/amenities within the Subdivision that help make this Subdivision “a nice place to live and flourish”; and

• Develop billing and payment systems that are customer and vendor-centered, sensible, and cost effective to manage and maintain; and

• Develop safety and health programs that prevent workplace injuries, illnesses deaths and financial hardships in the District.

Given the breath of responsibilities in the FLMD, we have developed the following Focus/Target Areas to achieve the above Objectives:

A. Organizational and Personal Leadership B. Budget Formulation and Execution C. Customer Service/Customer Satisfaction D. Administrative Policies and Procedures E. Training F. Manpower G. Infrastructure and Facilities


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H. Safety I. Equipment and Vehicles

The description of our Focus/Target Areas are as follows:

A. Focus Area: Organizational and Personal Leadership Goals 1. Goal: Sharpen personal leadership skills in all staff to help us all become

leaders and managers that are more effective. 2. Objectives:

a) Clarify, crystalize and communicate a compelling positive vision. b) Recognize success more often on a weekly basis. c) Be a positive role model by displaying a “never give up” work ethic. d) Seek opportunities on a quarterly basis to enhance leadership potential

of all employees.

B. Focus Area: Budget Formulation and Execution 1. Goal: Demonstrate financial competency in developing and executing

fiscally responsible budgets. 2. Objectives:

a) Provide central administration of the budget process through monthly oversight of expenditures.

b) Develop financial controls to ensure financial appropriations are responsibly developed and executed.

C. Focus Area: Customer Service/Customer Satisfaction Goals

1. Goal: Address and solve problems in a way that is a win-win for the residents and the FLMD.

2. Objectives: a) All customer inquiries will have an initial callback the same day it is

received. b) All customer service requests via all channels will be resolved within

24 hours of receipt. D. Focus Area: Administrative Policies and Procedures

1. Goal: Publish Policies and Procedures that are current, add value and reflect the needs and requirements of the FLMD staff.

2. Objectives: a) Our Goals and Policies will influence and determine all major

decisions and actions, and all activities will take place within the boundaries set by them.


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b) Together, our policies and procedures will ensure that a point of view held by the leadership of our organization and that they are translated into steps that result in an outcome compatible with that view.

c) In the absence of any individual, one should be able to use the policies and procedures as a continuity tool.

E. Focus Area: Training 1. Goal: All FLMD staff will receive high quality training. 2. Objectives:

a) To provide staff with the right skillsets for the job the FLMD will require them to do.

b) The other side to this is that staff salary will also reflect the skill and completed training.

F. Focus Area: Manpower

1. Goal: FLMD will provide the necessary staff (through time) that is required to fulfill our Mission.

2. Objective: a) Determine organizational responsibilities and forecast staffing levels

to ensure we are staffed appropriately to meet the Mission of the FLMD.

G. Focus Area: Infrastructure and Facilities

1. Goal: Our infrastructure facilities will be well maintained and they (in addition to our services) will meet or exceed the needs and expectations of our residents.

2. Objectives: a) Our water and wastewater services will meet the needs (both

quality and quantity) of the residents being served. b) Our facilities will be free of life, health and safety issues. c) Our roads will be maintained to provide efficient and convenient

travel along the road surface.

H. Focus Area: Safety 1. Goal: Being safe is paramount to us being able to accomplish our Mission 2. Objectives:

a) Develop and implement safety programs that will keep our people safe and secure.


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b) Our staff will have the necessary Safety Training that will promote safe work practices.

I. Focus Area: Equipment and Vehicles

1. Goal: FLMD will provide safe and usable equipment and vehicles to accomplish the Mission.

2. Objectives: a) Equipment and vehicles will be maintained to assure the safety of

the operators and residents. b) The “right” equipment and vehicles will be provided to accomplish

the Mission. c) Equipment and vehicles will not be old and dilapidated and will be

in a usable condition to not negatively impact the mission or FLMD personnel.

VIII. Specific Tasks that will Accomplish the Goals: Note - Completed Task Items will be highlighted with gold, bold letters.

A. Organizational and Personal Leadership

District Manager

1. Develop and Complete FLMD Strategic Plan and Post it on our Website (Mission)

Status: Complete. ECD: 05082020

2. Conduct the Election 2020 (Mission) Status: Complete. ECD: 06102020

3. Post Mission/Vision, Motto and Core Values in Admin Office and Maintenance (Mission) Status: Complete. ECD: 02172020

4. Pursue Leadership Seminars and Classes for Key Staff (Mission) Status: Goal – 1 per year. On-going ECD: On-going

5. Continually Search for Opportunities for Key Leadership Staff to Lead Initiative and Projects

(Mission) Status: On-Going. ECD: On-Going


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Office Manager (Administration)

1. Develop Office Procedures (Mission)

Status: In Progress. ECD: 09252020

2. Conduct the 2020 Election (Mission) Status: Complete. ECD: 06102020

3. Update FLMD Forms and Applications (Mission) Status: In Progress. ECD: 08252020

4. Create Set Schedules for Recurring Tasks: Time Management (Mission) Status: In Progress. ECD: 05252020

5. Review Old Documents/Files for Office Clean-Up (Mission) Status: In Progress. ECD: 08202020

6. Problem Solve & Fix Errors within Daily Operations/Systems (Mission) Status: On-Going. ECD: On-Going

7. Manage/Update FLMD Website Daily (Mission) Status: On-Going. ECD: On-Going

8. Continually Search for Opportunities for Key Staff to Lead Initiative and Projects (Mission) Status: Goal – 1 per year. On-Going. ECD: On-Going

Operations & Maintenance (O&M) Supervisor

1. Seek Opportunities for Leadership Training within O&M Department (Mission)

Status: On-Going. ECD: On-Going 2. Conduct Yearly Assessments and Include Comments on Leadership Qualities (Mission) Status: On-Going. ECD: On-Going

3. Continually Search for Opportunities for Staff to Lead Initiative and Projects (Mission) Status: Goal – 1 per year. On-Going ECD: On-Going


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B. Budget Formulation and Execution

District Manager (Administration)

1. Complete 2020 Budget and submit it to the Board of Directors for Approval (Mission)


2. Complete RFP for New Audit Team for 2019 – 2023 Financial Audits (Mission) Status: Three-year contract executed. Complete. ECD: 01242020

3. Complete 2019 Audit with Hinton Burdick (Mission)

Status: In Progress (Feb-Mar, Planning Stage), Week of April 13th, Fieldwork Stage and April -May, Wrap-up Stage)

ECD: 07302020

4. Complete 2021 Budget (Mission) Status: Will start that process in October 2020. ECD: 12302020

5. Complete monthly budget updates to determine Expenses relative to Revenue (Mission)

Status: In Progress…completing monthly. On-Going. ECD: On-Going

6. Reach out to Different Agencies to determine alternate funding sources, i.e., grants, etc. Completion of the Capital Improvement Plan (CIP) will Help this Process. The CIP is the long-range masterplan for upgrading our water, wastewater and roads infrastructure. (Mission) Status: Will start that process Summer 2020 as the CIP is being completed.

ECD: 12302020

7. Develop Yearly Budget for Employee Inoculation Costs (Life, Health and Safety) Status: Set-up for 2021. ECD: 092522020

8. Budget $360.00 Per Person for O&M Personnel for Clothing Allowance for 2021 (Mission) Status: Include as part of 2021 Budget. ECD: 09292020

9. Update Spreadsheet for Credit Card Purchases (As Needed)(Mission) Status: On-Going. ECD: On-Going

10. Review Profit / Loss and Budget Reports Monthly Status: On-Going. ECD: On-Going


11. Update Timesheets for purpose of allocating funds to appropriate code (Mission)

Status: Complete. ECD: 3/20/2020


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12. Manage A/R and A/P Accounts Weekly (Mission)

Status: On-Going.

ECD: On-Going

13. Create Profit / Loss Reports Monthly (Mission) Status: On-Going. ECD: On-Going

14. Reconcile Bank Accounts (Mission) Status: On-Going. ECD: On-Going

15. Manage Utility Billing accounts: General Ledger Status: On-Going. ECD: On-Going

16. Gather information for Rate Study

Status: In-Progress. ECD: 08302020

17. Complete 2019 Audit with Hinton Burdick (Mission) Status: In Progress (Feb-Mar, Planning Stage), Week of April 13th,

Fieldwork Stage and April -May, Wrap-up Stage)

ECD: 02020

18. Update Spreadsheet for Credit Card Purchases (As Needed)(Mission) Status: On-Going. ECD: On-Going

19. Review Profit / Loss and Budget Reports Monthly Status: On-Going. ECD: On-Going


20. Complete Inventory of Assets for Audit (Mission)


21. Update Spreadsheet for Credit Card Purchases (As Needed) (Mission) Status: On-Going. ECD: On-Going


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C. Customer Service/Customer Satisfaction

District Manager

1. Complete overhaul of our website (Mission)


2. Implement new Board of Director’s Meeting times to 7:00 pm from May to December 2020 to Provide greater opportunity for resident attendance (Mission)

Status: Will complete Resolution for April 14th, 2020, Board meeting. Complete.

ECD: 04142020

3. Respond to all Phone Calls and Voicemails within 1 Business Day of Receiving Them (Mission)

Status: On-Going. ECD: On-Going

4. Conduct EOY Surveys for Residents to Complete (Mission) Status: Reviewing for Feasibility. ECD: 07152020

5. Seek Customer Service Seminars for Staff (Mission) Status: Shoot for July 15, 2020 for the first one and then schedule one every 6 months. On-Going.

ECD: 07152020

6. Coordinate with Directory Plus to Address Telephone Books Delivery (Quality of Life, Mission)


7. Procure Overhead Projector and Screen for Board Meetings (Mission) Status: Complete. ECD: 07052020


1. Stagger Lunch hours on the days that the Assistant Billing/Utility Clerk in working to Determine Whether this Should be Implemented Permanently (Mission)

Status: In process and will monitor it in May 2020. ECD: 06012020

2. Respond to all Phone Calls and Voicemails within 1 Business Day of Receiving Them (Mission)


3. Offer E-Billing option to Utility Billing Program (Mission)


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4. Process all Payments within 4 days of receiving them (Mission) Status: On-Going. ECD: On-Going

5. Respond to all phone calls and voicemails within 1 business day of receiving them (Mission) Status: On-Going. ECD: On-Going

6. Offer Automatic Bank Drafts (Mission)



1. Respond to all phone calls and voicemails within 1 business day of receiving them (Mission)


2. Regularly Publish Pertinent Information on the Website for Road Work, etc.(Mission) Status: Updating Frequently Already under Updates. On-Going. ECD: On-Going

D. Administrative Policies and Procedures

District Manager

1. Develop process (including Policy and Procedure) for removal of vehicles and equipment from the ROW ((life, Health and Safety)


2. Develop Policy and Procedure for Introductory, Mid-Year and Annual Employee Evaluations and complete the evaluations (Mission)

Status: Completed the Policies and Procedures (12302019) and all Evaluations were completed for Maintenance personnel on 12212019.

ECD: 12302019

3. Procure New Radios for communication amongst Maintenance staff were received and a Policy and Procedure for Radio Communications Etiquette were needed (Mission and Life, Health and Safety)



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4. Develop official CORA Policy (Approved by Board) and Electronic Mail and Internet Policy for FLMD Personnel (Mission)

Status: Official CORA Policy - Complete and Approved by Board on 02112020. Electronic Mail and Internet Policy – Completed on 02032020.

ECD: 02032020

5. Develop Policy and Procedures for Budget Process (Mission) Status: In Progress. ECD: 0825020

6. Complete Agreement with Forest Service for the FLMD Diversion Ditch from Pen Spring

Creek and Box Spring Creek on San Juan (Mission) Status: Complete and fully executed. ECD: 01222020

7. Complete new LOGO for FLMD Organization (Mission) Status: Complete. ECD: 01202020

8. Complete new Job Descriptions (Career Paths) for FLMD Staff (Mission) Status: Will start Summer 2020. ECD: 10202020

9. Obtain New Computers and IT Services for FLMD Staff (Mission) Status: Complete. ECD: 12252020

10. Renew Lease for 271 N. Mountain View Drive, #107 (Mission) Status: Complete. ECD: 03142020

11. Complete Agreement with USPS Postmaster for Responsibilities on the Mailstop Complex

(Mission) Status: Complete. ECD: 02282020

12. Complete Review/Update of Personnel Policies (Mission) Status: In Progress. Personnel Policy Update is complete. ECD: 0501020

13. Develop Vehicle Usage Policy (Mission) Status: Complete. ECD: 02252020

14. Coordinate Current Agreement with Horseman’s Lodge for Water (Mission) Status: Complete. ECD: 02212020

15. Upgrade Internet in Admin Offices (Mission) Status: Complete. ECD: 12152020

16. Coordinate with Fire Mitigation Representative (Charlie Landsman) and place his flyer and

Presentation on our Website (Mission) Status: Complete. ECD: 02152020


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17. Post Information on Website About Feeding Wildlife (Mission) Status: Complete. ECD: 03142020

18. Always Represent the District at Board Meetings and with the Community Honorably,

Politely and Tactfully (Mission) Status: On-Going. ECD: On-going

19. Develop and Implement Policies and Procedures Whereby FLMD Staff Pays for all Training

that is Required by FLMD (Mission) Status: Completed as part of the Personnel Policies Updates. ECD: 04142020

20. Become an Active Member of CPAW (Community Planning Assistance of Wildfire) for

Fire Mitigation for Forest Lakes (Life, Health and Safety) Status: In Progress. ECD: 08152020

21. Develop a Process Whereby Staff get Cell Phone Costs Offset since they are Required to

Communicate via their own Personal Phones (Mission) Status: Under Review. ECD: 09202020

22. Implement a Process and Develop a Resolution for People that Dump Illegally to get Fined

(Mission) Status: Completed. Resolution approved by the Board on April 14, 2020. ECD: 04142020

23. Develop Flowchart to Path Main Extension Process (Mission) Status: Complete. ECD: 04202020

24. Update Current Rules, Regulations and By-Laws to Include Approved Resolutions (Mission) Status: Complete. ECD: 04202020

25. Revamp Rules, Regulations and By-Laws to Meet SDA Standards (Mission) Status: In Progress. ECD: 10202020

26. Develop Plan to provide FLMD staff personnel with safety and Identifying Clothing

(Mission) Status: Complete. ECD: 05312020

27. Develop Process to Update AssetKeeper Annually (By December of Every Year) (Mission) Status: Complete. ECD: 05312020

8. Develop Policy and Procedure for the Use of Credit Cards and Purchase Orders (Mission)



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9. Develop New Board Member Orientation Manual (Mission) Status: Complete. ECD: 07102020

10. Develop Excavation Permit Handbook (Mission)


11. Develop FLMD Policy Regarding Unit 3 (Mission) Status: In Progress. ECD: 081542020

12. Complete Consumer Confidence Report for 2020


13. Complete Consumer Confidence Report for 2021 Status: Needs to be done by June 2021.. ECD: 06092020


1. Reorganize File Room and Clean it out (Mission)

Status: Planning. ECD: 07252020

2. Research More Cost-effective Companies for Telephone and Internet (Mission) Status: In Progress. ECD: 05302020

3. Complete Minutes from Board of Director’s Meetings within 4 days of the meeting

(Mission) Status: On-Going. ECD: On-Going

4. Procure Laptops for Admin Personnel (Mission) Status: Complete. ECD: 04022020

5. Post Board of Director’s Policy Manual on Website (Mission) Status: Complete. ECD: 04152020

6. Post Updated Rules, Regulations and By-Laws on Website (Mission) Status: Complete. ECD: 04202020



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1. Develop and implement a Key Control Program – Sort through existing keys and get rid of excess keys (Mission)

Status: Completed. ECD: 04152020

2. Implement Monthly Accounting (Percentages) of Salary Allocations (Mission) Status: Complete. ECD: 04202020

3. Post-Accident and Workmen’s Compensation Reporting Procedures in O&M (Mission) Status: In Progress. ECD: 08032020

4. Review/Update/Finalize Spring and Fall Preparedness Checklist Items (Mission) Status: In Progress. ECD: 08032020

E. Training

District Manager

1. Obtain Basics of a Good Road and Roadway Safety & Work Zone Traffic Control Training for Dominick, Austin and Tyler. They will attend the training on March 2nd and 3rd. (Mission)


2. Attend Local Workshops by SDA and Other Pertinent Organizations (2 Per Year) Status: On-Going. ECD: On-Going


1. Pursue Advance knowledge of Utility Billing System


2. Determine Training Requirements for Administrative and Seek them Out (Attend 1 per Year for All Admin Staff)



1. Determine requirements for all O&M Employees to Complete their Water and Wastewater Certifications (Mission)



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2. Assign a Primary and Alternate from O&M to the FLMD Safety Committee (Life, Health and Safety)


3. Primary Safety Committee Representative to develop a training plan skeleton for 2020 (Life, Health and Safety)


4. Develop a Bulletin Board with Safety items in O&M (Life, Health and Safety) Status: In Progress. ECD: 08202020

5. Complete Bi-Weekly Training Lessons (Life, Health and Safety) Status: In Progress. ECD: 08202020

F. Manpower

District Manager

1. As part of 2020 Budget Process, obtain manpower authorization for a full time Equipment Operator for Maintenance (mission)


2. As part of 2020 Budget Process, obtain manpower authorization for a part-time Maintenance Technician for Maintenance (Mission)


3. Hire a new Part-time Equipment Operator for Operations & Maintenance (Mission) Status: Complete. ECD: 01102020

4. As part of 2020 Budget Process, obtain manpower authorization for a part time Assistant

Front Desk/Utility Billing Clerk (Mission) Status: Complete. ECD: 12102019

5. Task: Hire Part-Time Assistant Front Desk/Utility Billing Clerk (Mission) Status: Complete. ECD: 12202019

6. Complete Manpower Needs Study for FLMD As a Whole with inputs from the Office

Manager and O&M Supervisor (Mission) Status: Will review for the 2021 Budget Process and Beyond.

Information to Be Included in the Rate Study. ECD: 01212021

7. Hire a Full-Time Equipment Operator for O&M (Mission)


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Status: In Process. Currently being Advertised in The Durango Herald and on the FLMD Website.

ECD: 08152020

G. Infrastructure and Facilities

District Manager

1. Coordinate with San Juan Engineering for a Proposal to develop Long-Range CIP Plan for FLMD (Mission)

Status: Obtained Proposal from Rick Johnson on 02082020. Complete. ECD: 02242020

2. Gather 2 Additional Bids for Completion of the CIP (Mission) Status: Complete. Received 2 peer reviews. ECD: 04302020

3. Complete RFP for Relocation of the Office to Forest Lakes Subdivision (Mission) Status: Complete. Contingent award letter mailed to Hotter

Construction. ECD: 04052020

4. Research Contract for FLMD…Did not have Official Contract Forms (Mission) Status: Complete. Contracts signed by the Auditor, IT, and surveyor. ECD: 03112020

5. Complete RFP for Building Condition Assessment Project for Community Center. This will

determine the condition of the facility for future use (Mission) Status: Complete. ECD: 05122020

6. Complete RFP for Community Development Plan for Lots 82 and 415 and by the

Recreation Center (Quality of Life and Mission) Status: Will start Fall 2020, depending upon Board Direction. ECD: 092020

7. Complete Lot Consolidations for Lots 82 and 415 (Mission) Status: Was Not Required (Complete) ECD: 04152020

8. Obtain At Least 3 Bids to Pave the 2 Front Entrance Streets to Forest Lakes Subdivision

(Quality of Life) Status: Complete. Received 4 bids. For Board Action @ This Time. ECD: 03102020

9. Complete Video of Wommer Pipe Outflow and obtain Estimate for Repair (Mission) Status: Complete. ECD: 01052020

10. Complete Rate Study for FLMD (Mission) Status: We submitted all billing documents to USDA. The rate study is currently on hold pending development of the CIP.

ECD: 12312020

11. Complete Slip-Line Repair of Wommer Pipe Outflow (mission)


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Status: Budget for 2022 Budget Process, and execution in Spring 2022 (approximately $85K).

ECD: 10202020

12. Develop Masterplan for Upgrading the Parks at Meadowbrook, the Community Center and Lake Simpatico (Quality of Life)

Status: Complete. Items already Procured for 2020. ECD: 04212021

13. Coordinate Mowing crew to Provide Mowing and Trimming Services at the Entrances and Community Center. Develop multi-year contract (Mission)

Status: Complete. Developed 4 Year Contract. ECD: 04292020

14. Coordinate Weed Sprayer Contract for Summer 2020 (Mission) Status: Complete. Developed 4 Year Contract. ECD: 04182020

15. Stock Lake Simpatico (Quality of Life) Status: Complete. ECD: 05202020

16. Complete contracts with Browns Hill Engineering and Controls for PRV and SCADA

Projects (Mission) Status: Complete. Completed 4-Year Contract. ECD: 04012020

17. Coordinate with ORC to get status on all water and wastewater permits (Mission) Status: In progress ECD: 08152020

18. Develop Design Standards and Guidelines for FLMD (Mission) Status: Complete. ECD: 02052020

19. Determine “best use” for old chalet property and property by Community center from an

economic development and land use perspective (Quality of Life) Status: RFP to be completed Fall 2020. ECD: 09202020

20. Determine Best Course of Action for WWTP Once the New Permit Requirements are

Published (Mission) Status: Awaiting reissuance of new permits by State. ECD: 09202020

21. Complete BrownsHill projects for VFD and PLCs – Summer 2020 (Mission) Status: Completed contracts, will start projects this summer. ECD: 09152020

22. Provide New Glass Lined Water Tank at Green Ridge Tank Site (Mission) Status: Estimated Cost - $150K. Program as Part of CIP. Once Programmed, Will Need to Seek Funding Sources and Execute.

ECD: TBD

23. Valve Mapping (GIS System) to locate all Valve Boxes (Mission)


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Status: Once Programmed, Will Need to Seek Funding Sources and Execute.

ECD: TBD

24. Start Planning AC Main Replacement Program (Mission) Status: Once Programmed, Will Need to Seek Funding Sources and Execute.

ECD: TBD

25. Upgrade SCADA System (PLC Upgrades for all Tanks and WWTP Sites) (Mission) Status: Once Programmed, Will Need to Seek Funding Sources and Execute.

ECD: TBD

26. Upgrade SCADA System (PLC Upgrades) (Mission) Status: Continue Yearly Upgrades as Budget Allows. May need to program and budget as part of the CIP.

ECD: TBD

27. Map all Sewer Manholes (Mission) Status: Once Programmed, Will Need to Seek Funding Sources and Execute.

ECD: TBD

28. Bring All Sewer Manholes to Within 6” of grade (Mission) Status: Once Programmed, Will Need to Seek Funding Sources and Execute.

ECD: TBD

29. Bring All Water Meter Pits to Grade (Mission) Status: Once Programmed, Will Need to Seek Funding Sources and Execute.

ECD: TBD

30. Budget for and Plan for the Teardown and Replacement of Green Ridge West Tank (Mission)


ECD: TBD

31. Coordinate with Grant Writers to Help Pursue Grants to Pursue Funding for the CIP Program (Mission)


ECD: TBD

32. Complete CIP Through San Juan Engineering (Mission) Status: Awarded and will be Completed by the end of 2020. ECD: 12312020

33. Pursue Options to Replace the porta-potty at Lake Simpatico with a permanent Facility

(Quality of Life)


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Status: Found a Vendor. ECD: 06212021

34. Develop Infrastructure Fact Sheet for Board, Residents and Contractors (Mission) Status: Complete. ECD: 07022020

35. Develop Summer Hire Outreach Program (SHOP) with Bayfield, High School (Mission)


36. Employ SHOP Personnel to Paint Fire Hydrants – 2020 (Mission) Status: Complete. ECD: 07142020

37. Develop Parks Upgrades Masterplan – 2020-2023(Mission) Status: Complete. ECD: 07142020

38. Complete Parks Upgrades Requirements for 2020 (Mission) Status: In Progress. ECD: 09152020

39. Complete Parks Upgrades Requirements for 2021 (Mission) Status: Will complete in 2021. ECD: 09152021




1. Develop Project Folder Standard Template for Project Documents (Mission)

Status: Complete ECD: 04102020

2. Make Payments to Vendors within 3 Days of Receipt of Bills/Invoices (Mission) Status: In Progress. ECD: On-Going

3. Locate File Cabinet for Project Folders (Mission) Status: Complete. ECD: 05202020



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1. Complete Restroom Overhaul at Maintenance (In-House)(Mission)

Status: Complete ECD: 03152020 2. Download OSHA Compliance Checklist and implement those items to Bring the O&M

Shop more into compliance (Life, Health and Safety) Status: In Progress. ECD: 08252020

3. Complete O&M Plan work in FLMD Diversion Ditch from Pen Spring Creek and Box

Spring Creek on San Juan (Mission) Status: Will start the last week of July and see how far we will get in a

2-week period. ECD: 08252020

4. Complete Calendar Year 2020 PRV and SCADA work with Browns Hill Engineering and Controls (Mission)

Status: Contractor to start this work in the summer 2020. ECD: 11102020

5. Complete Calendar Year 2020 I & I work with Southwestern Systems Inc (Mission) Status: Contract to start this work towards the end of the summer ECD: 09202020

6. Procure Camera for Doing Video Inspections of Wastewater Lines and to Identify

Blockages (Mission) Status: Will start this search in Fall 2020. ECD: 09202020

7. Develop Inventory List of all District facilities and Number Them (Mission) Status: In Progress. ECD: 08202020

8. Coordinate with District Manager to Develop Multi-Year Paint Plan for all District

Buildings (Mission) Status: In Progress ECD: 08252020

9. Develop Corrosion Control Plan for all District Water Tanks (Mission) Status: 1st Tank will be East Pine Top Tank. Once Programmed, Will

Need to Seek Funding Sources and Execute. ECD: TBD

10. Award a contract for Tree Pruning and Tree Removal Services (Mission)


11. Hydrant Testing, Repair, Replacement and Location (Mission and Life, Health and Safety) Status: Need to Identify and then Budget for the Replacements. ECD: 05152021

12. Repairs Bennett-Myers Head Gate and Weir Box (Approx. 3 Miles) (Mission)


13. Bring Valve Boxes to Grade, Exercise Valve and Replace Broken Valves (Mission) Status: Need to Develop Plan ECD: 07252021


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14. Replace PRV Stations at River Ranch (Mission)


ECD: TBD

15. Replace PRV Stations at Forest Lakes Drive (Mission) Status: Once Programmed, Will Need to Seek Funding Sources and

Execute.

ECD: TBD

16. Replace PRV Stations at East Pine Top (Mission) Status: Once Programmed, Will Need to Seek Funding Sources and

Execute.

ECD: TBD

17. Replace PRV Stations at Hilltop Drive (Mission) Status: Complete ECD: 07292010

18. Clear all District ROWs (Trees, rocks, propane tanks, resident’s buildings and fences that

encroach)(Mission) Status: On-Going. ECD: On-Going

19. Water Meter RF Unit and Meter Head Replacement Program (Mission)

Status: Developing Plan ECD: 08212021

20. Map all Sewer Service Cleanouts on Updated Work Orders (Mission) Status: Once Programmed, Will Need to Seek Funding Sources and

Execute.

ECD: TBD

21. Fix Broken or Missing Sewer Service Cleanouts (Mission) Status: Planning. ECD: 07212021

22. Blue Ridge Main Line Extension (400 feet)(Mission)


23. Manhole Sealing (Multi-Year Project)(Mission) Status: Manager to budget approximately $20K per year and O&M to coordinate locations with Southwest Systems.

ECD: 07292022

24. Provide new Concrete Pad to Relocate Blue Box at Mailstop (Mission) Status: Complete. ECD: 04012020

25. Wash All Mailboxes and Parcel Boxes (Annually)(Mission)



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26. Install Heater in the Mailstop for Postmaster (Mission)


27. Install Security Cameras in the Mailstop for Postmaster (Mission) Status: In Progress. ECD: 09012020

28. Replace Gravel on Subdivision Roads (Multi-Year Project)(Mission)

Status: In Progress for 2020. ECD: 09202021

29. Repair Concrete on west side of Mailstop by Parcel Boxes (Mission) Status: Complete. ECD: 05312020

30. FLMD Diversion Ditch from Pen Spring Creek and Box Spring Creek on San Juan

(Mission) Status: Planning. ECD: 10012020

31. Install mulch on path around Lake Simpatico (Quality of Life)


32. Complete Spring List of Recurring Tasks (Mission) Status: In Progress. ECD: 05252020

33. Provide Gravel Driving Surface for the Alternate Egress through Wommer’s Land

(Mission) Status: Planning. ECD: 05252021

34. Install Fencing Around Trash Dumpsters to Catch Debris from Dumpsters (Mission)

Status: Planning. ECD: 08252020

35. Repair Rock Wall at North Entrance (Mission) Status: Complete. ECD: 06252020

36. Resolve SCADA Communications Issues at Tanks – Coordinate with Brownshill on

Cellular Solutions Status: Planning. ECD: 08252020

H.Safety

District Manager


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1. Order UHF radios so Maintenance staff can have a more viable method to communicate with each other while doing maintenance in the Subdivision (Life, Health and Safety)


2. Coordinate with the Fire Station for First Aid training for all staff (Life, Health and Safety) Status: In Progress. On-Hold pending Coronavirus. Cannot Meet in a Group.

ECD: 10152020

3. Coordinate Confined Space Entry Training for Maintenance Staff (Life, Health and Safety) Status: In Progress. On-Hold pending Coronavirus. Cannot Meet in a

Group. ECD: 10152020

4. Staff the Safety Committee (Life. Health and Safety) Status: The 3 staff members (Tim Ellis – Primary and Jim Spitzer and Keith Rountree - Alternates) have been appointed – Complete

ECD: 04292020

5. Revamp the Employee Safety Manual (Life- Health and Safety) Status: Complete. ECD: 07202020


1. Ensure Safety Manual is Included in Each New Employee Packet



1. Inventory and Replace old and Faded Street and Traffic Signs (Life, Health and Safety) Status: Coordinated with Alert Signs on process and determining signs

that we have already. In progress

ECD: 07262020

2. Develop a Training Plan for FLMD, develop a training skeleton and implement weekly training sessions in O&M (Life, Health and Safety)

Status: In Progress.

ECD: 05302020

3. Ensure All O&M Personnel Wear Safety Vests When Working in Roads or Other Dangerous Locations Inventory and Replace old and Faded Street and Traffic Signs (Life, Health and Safety)



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I. Equipment and Vehicles

District Manager

1. Procure Decals for Heavy Equipment (Mission)


2. Procure Magnetic Identification Signs for All POVs (Mission) Status: Complete. ECD: 05302020


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1. Procure Dump Truck (Mission)


2. Develop Vehicle and Equipment Schedule/Replacement Program (Mission) Status: Includes loader, replacement roller and 4x4 Paystar 5000 plow trucks. In Progress.

ECD: 08252020

3. Coordinate 6-month lease of Grader for 2020/2021 winter operations (Mission) Status: Planning currently going on. ECD: 08252020

4. Install New Signs for Trash and Slash Areas (Mission) Status: Complete. ECD: 02052020

5. Procure and Install new Ash Hopper at Dumpsters (Mission) Status: Complete. ECD: 02142020

6. Purchase Replacement Shop Tools (sockets, wrenches, etc. (Mission)

Status: Complete. ECD: Complete

7. Purchase and Install Emergency Generators for Lift Stations, etc. (Mission) Status: Will Plan for EOY for 2020, depending upon availability of funds. May need to happen in 2021 after they are budgeted in the next Budget Cycle.

ECD: 07252021

8. Coordinate Grader Replacement for Existing Leased Grader (Mission) Status: Consider for 2021 Budget Cycle. ECD: 12202021

9. Refinish Dump Truck (Mission) Status: Complete. ECD: 04282020

Now, that we have taken the time and resources to “plan the future” of the FLMD, we will not let it sit on a shelf, or to pretend that we are going to follow it as is stated in the cartoon below:


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We are going to put it in play immediately, review it often and it will become our “ action plan” from now and well into the future!