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HomeMy WebLinkAboutMemo - Mail Packet - 12/26/2023 - Memorandum From Alice Conovitz Re: 2023 Sprinkler Checkup Program Annual Report Utilities electric · stormwater · wastewater · water 222 Laporte Ave. Fort Collins, CO 80522 970.212.2900 V/TDD 711 utilities@fcgov.com fcgov.com/utilities M E M O R A N D U M DATE: December 21, 2023 TO: Mayor Arndt and City Councilmembers FROM: Alice Conovitz, Water Conservation Specialist THROUGH: Kelly DiMartino, City Manager Kendall Minor, Utilities Executive Director RE: 2023 Sprinkler Checkup Program Annual Report Bottom Line: Water Conservation completed a successful 2023 residential Sprinkler Checkup season, conducting 412 checkups across Fort Collins Utilities (Utilities), Fort Collins-Loveland (FCLWD), and East Larimer County (ELCO) water districts from May through September. The table below illustrates where checkups occurred by water district and in relation to city limits and the Growth Management Area (GMA). Location Utilities ELCO FCLWD Total Inside city limits 214 22 107 343 Outside city limits, within GMA 11 6 3 20 Outside GMA 1 1 47 49 Total 226 29 157 412 Background: Utilities’ Sprinkler Checkup Program began in 1999, offering free, 90-minute checkups to residential customers. A checkup includes a thorough visual inspection of the system, a custom watering schedule, and recommended upgrades and repairs. Over the last 25 years, we have conducted 8,199 checkups and reduced an estimated 93 million gallons of water. In a typical year, we hire four seasonal technicians. In total, we have hired approximately 71 Sprinkler Checkup Technicians, some of whom went on to receive full-time positions with the City. Over the years, we have evolved the program to incorporate new technology, improve the customer experience, and increase program efficiencies. In 2009, we began expanding our reach to include Utilities customers serviced water by FCLWD, those serviced by ELCO, and eventually, all customers in all three water districts, even if they reside outside of Fort Collins. We offer this service to the other water providers for a per-checkup fee, which is updated DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 regularly to ensure it covers Utilities’ expenses to offer checkups in areas outside of Utilities water service area. 2023 Program Highlights:  The Sprinkler Checkup Program completed 412 sprinkler checkups in 2023, including automated, non-automated, and Spanish-language system checkups. o Spanish-language sprinkler checkups were piloted this year, with 2 non- automated system checkups occurring in previously underserved mobile home communities, and 1 automated checkup in a newly developed neighborhood. o 8 checkups of non-automated systems were completed.  64% of customer survey respondents made changes to their system or controller post- checkup.  All checkups met or exceeded customer expectations, based on 102 customer survey responses, with 87% exceeding expectations.  11,093 sprinkler heads were inspected (48% were reported to be in good condition, with the remaining 52% exhibiting operational problems that often lead to overwatering or wasted water).  Assessed over 2 million square feet of turf and other landscapes (equivalent to 35 football fields). This year, Water Conservation implemented the following program enhancements and changes:  Spanish-language Sprinkler Checkups were piloted. With the hire of a Spanish- speaking sprinkler intern, along with support from Public Engagement, the program was able to enhance services to marginalized community members.  Safety measures were enhanced this year. Technicians were required to wear hi-vis vests to appointments, and near the end of the season conducted appointments in pairs. Conducting checkups in pairs allows for increased staff safety and more focus on the customer and their concerns. Staff learned that paired checkups allow for shorter appointment times and more one-on-one customer service.  Customer report enhancements included adding a customized controller reference page explaining basic functions and water-saving features like seasonal adjust and rain delay.  Sprinkler Checkup promotional yard signs were displayed, with consent, on customer properties for about two weeks and then picked up and reused at future checkups. The signs were displayed on 57 properties through the 2023 season, which was the second year of this effort. Please see the 2023 Sprinkler Checkup Program annual report attached. You can find more information at: fcgov.com/sprinkler-checkups. Cc: Gretchen Stanford, Utilities Deputy Director, Customer Connections Jason Graham, Utilities Water Director Mariel Miller, Water Conservation Manager DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 1 BACKGROUND 2023 marked the 24th year of the Fort Collins Utilities Sprinkler Checkup Program, which provides free water efficiency evaluations of residential sprinkler systems. Since 1999, the Sprinkler Checkup Program has provided 8,199 free system evaluations. These assessments cover system efficiency, optimal operation, and potential water-saving upgrades. Sprinkler checkup technicians also discuss turf health, water-wise landscape transformation, and indoor conservation. After the site visit, participants receive a comprehensive report that includes advice on efficient lawn watering, a customized watering schedule, a list of needed repairs and potential upgrades, and a map of the system. Over the years, the service has grown to include other water districts and multiple enhancements. BENEFITS During the summer months, about 60% of all treated water is used outdoors. The benefits of educating our community and fostering better management of irrigation include: •Supporting Fort Collins Utilities’ and other water districts’ water efficiency plans. •Reducing peak usage, which drives overall water system capacity needs. •Reducing summer water bills for customers. •Reducing run-off and keeping excess irrigation from taking fertilizer and other pollution into waterways. •Helping the community adapt to a changing climate and improve resiliency to drought. PROGRAM EFFECTIVENESS 412 property visits were conducted across three water districts in 2023, and 406 sprinkler systems were assessed by sprinkler technicians (six large systems required two visits to complete). The program reached 103% of our goal of 400 checkups. Technicians averaged 30 checkups per week from June through August, the busiest months of the season. Number of Sprinkler Checkups by Water District and Month May Jun Jul Aug Sep Total Utilities 11 72 85 52 6 226 FCLWD 2 51 53 50 1 157 ELCO 1 9 10 9 0 29 Total 14 132 148 111 7 412 2020 Continued program with adapted methods through COVID-19 pandemic and increased reliance on GIS software. 2021 Continued adapted COVID-19 precautions and introduced new non- automated checkups and demographic evaluations. 2022 Implemented yard sign promotion, created district- specific checkup days, and transitioned to MyWater residential budgets. 406 Total Checkups Completed 2023 Implemented Spanish- language checkups and enhanced safety measures. Experienced uncommonly cool and wet weather. DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 2 Sprinkler checkup technicians used an online application and Geographic Information Systems (GIS) to collect unique data at each site and provide the following program results: •Assessed 2,016,761 square feet (~35 football fields) of turf and other landscapes. •Evaluated and mapped 2,832 sprinkler zones across 404 automatic sprinkler systems. •Changed schedules on 66% of controllers to be more efficient during the checkup. •Averaged a 3-day turnaround from sprinkler checkup completion to customer report delivery. Program participation from FCLWD customers was 33% lower in 2023 than 2022 (236 checkups in 2022 and 157 checkups in 2023). ELCO also saw a 47% decrease in participation from its customers (55 checkups in 2022 compared to 29 checkups in 2023). Program participation from Fort Collins Utilities customers increased by 14% this year (195 checkups in 2022 and 226 checkups in 2023). 1 Completed checkups include two-visit checkups for houses with large properties (12 or more irrigation zones), which are counted as a single completed checkup but required two visits: 5 in FCLWD and 1 in ELCO (these are counted as unique visits in the table on page 1). The numbers in parentheses in the Completed checkups column denotes the number of check-ups performed on non-automated systems that contribute to the total completed. 2 The ‘controllers changed’ estimates are conservative as they only consider checkups where the technician or the homeowner re- programmed the controller during the checkup. There are likely customers who later reprogrammed the controller that resulted in water conservation. The total percentage of controllers changed is the number of controllers re-programmed (172) within all three districts divided by total checkups (400--not including non-automated and duplicated checkups). Water Service District Average area assessed per home (sq. ft.) Completed checkups1 Total area assessed (sq. ft.) Number of sprinkler zones mapped Controllers changed (%)2 Utilities 4,309 226 (6)973,906 1,491 70% FCLWD 6,271 152 (1)938,665 1,184 61% ELCO 3,604 28 (1)104,190 157 69% Total 4,728 406 (8)2,016,761 2,832 66% Summary of Completed Sprinkler Checkups for 2023 Season by Water District DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 3 PARTICIPANT FEEDBACK Following each sprinkler checkup, customers were sent an online evaluation survey to gather information about the value of the checkup, what was learned, what changes were made post-checkup, and demographic information. We received 102 responses in total among all three districts, with varying response rates per question. 89 respondents indicated that the sprinkler checkup exceeded expectations, while 13 indicated the checkup met expectations. 100% of Checkups Met or Exceeded Customer Expectations Customer Comments “[The technician] went above and beyond answering questions. She was pleasant and helpful. The survey helped me better understand my irrigation system.” - Utilities Customer “This was extremely helpful! I'd absolutely recommend this to my friends and neighbors.” -Utilities Customer -ELCO Customer “The level of detail provided during the walk through and the follow-up report which I will keep forever as a resource.” -FCLWD Customer 25% Response Rate 87% Exceeded Expectations 13% Met Expectations “We learned so much about our sprinkler system, and the optimal times to water. And [the technician] did such a great job explaining which kind of sprinkler heads are most suitable and how to replace them in a zone. This was so much good information! “So impressed with the education [the technician] provided on programming our system, as well as the review of the pop-ups.” -FCLWD Customer DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 4 PARTICIPANT DEMOGRAPHICS For the third consecutive year, the post-checkup evaluations included optional questions about customer demographics. Of the 102 participants from all three water districts that completed a post-checkup evaluation, 95 answered some or all the demographic questions within the post-checkup evaluation. The City gathers demographic information to help improve programs and to determine potential barriers to participation. Demographic information helps us assess what communities we are effectively reaching and who we may need to work harder to reach. All questions are optional and information gathered is kept anonymous. Survey responses were compared to total population demographics for the City of Fort Collins3 and for Larimer County4, because checkup participants may reside outside of Fort Collins City limits. The “Percent Change Column” compares sprinkler checkup percentages from the 2023 season to the sprinkler checkup percentages from previous seasons. Because not all Sprinkler Checkup Program participants responded to the survey, it is important to note that the results may not fully represent all program participants. Household Income The table below compares household income percentages of residents who took part in the Sprinkler Checkup Program and completed the evaluation to the population with the City of Fort Collins and Larimer County. From this data, we see that the survey responses are underrepresented for income ranges of less than $75,000. Survey responses for income ranges greater than $75,000 are generally overrepresented when compared to total city and county populations. Household Income 2023 Sprinkler Checkups Larimer County City of Fort Collins Less than $15,000 0% 10%10% $15,000-$24,999 2%9%9% $25,000-$34,999 2%9%9% $35,000-$44,999 6%12%12% $45,000-$74,999 8%17%17% $75,000-$99,999 17%13%13% $100,000-$149,999 17%11%10% $150,000-$199,000 9%16%16% $200,000 or More 11%8%8% Decline to Specify 27%N/A N/A 3 Household income data for the City of Fort Collins from Data USA: https://datausa.io/profile/geo/fort-collins-co- 31000US22660#housing 4 Household income data for the Larimer County from: Larimer County Housing and Living Statistics DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 5 The table below compares household income of customers who took part in the 2021, 2022, or 2023 Sprinkler Checkup Program and survey. Percentages indicate the number of checkup participants from each season who reported household income within each income bracket. Household Income 2021 Sprinkler Checkups 2022 Sprinkler Checkups 2023 Sprinkler Checkups $0-$49,999 11% 9% 10% $50,000-$74,999 4% 13% 8% $75,000-$99,999 18% 8% 17% $100,000-$149,999 24% 25% 17% $150,000-$199,999 7% 5% 9% $200,000 or More 9% 12% 11% Decline to Specify 27% 28% 27% % Change (2021 to 2023) -1% 4% -1% -7% 2% 2% 0% Race and Ethnicity This table presents race and ethnicity demographics of program participants who completed an evaluation compared to total Larimer County and City of Fort Collins5 populations. Race and Ethnicity 2023 Sprinkler Checkup Larimer County City of Fort Collins American Indian/ Alaskan Native 0% 1.2%0.9% Asian 4%2.6%3.3% Black/African American 1%1.3%1.5% Two or More Races Not Asked 2023 3%7.8% White 84%92%85% Hispanic/Latino Origin 3%13% Decline to Specify 8%N/A N/A (of any race) Non-Hispanic/Latino 89%N/A N/A (of any race) 13% ϱ5 Racial data from United States Census Bureau QuickFacts for Larimer County and for the City of Fort Collins, available online at census.gov/quickfacts. DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 6 The table below compares racial demographic percentages of customers who took part in the 2021 2022, or 2023 Sprinkler Checkup Program and survey. Percentages indicate the number of checkup participants from each season who reported being within each racial group. Respondents could select more than one option; therefore, annual totals may be greater than 100%. Additionally, the specific wording and race/ethnicity selection options varied from 2021 to 2023 based on review and updates by the City of Fort Collins Communications & Public Involvement and equity teams. Responses for some race and ethnicity categories are combined in the following table to enable comparison across seasons. For example, starting in 2023 race and Hispanic/ Latino ethnicity were combined into a single question, as shown in the image to the right. In previous years, ethnicity was a separate question from race. Race and Ethnicity American Indian/ Alaskan Native 1%0%0% Asian 5%1%3% Black/African American 1%0%1% Two or More Races 2%2%Not Asked 2023 White 81%86%84% Hispanic/Latino Origin 4%3% Decline to Specify 15%15%8% (of any race) Non-Hispanic/Latino 81%81%89%(of any race) 3% -1% -2% 0% Not Calculated 3% -7% 8% -1% 2021 Sprinkler Checkups 2022 Sprinkler Checkups 2023 Sprinkler Checkups % Change (2021 to 2023) DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 7 Property Occupants Status This table shows the property occupancy status of sprinkler checkup participants who completed the evaluation. This data shows that most program participants own their home as compared to renting. Approximately 16% of single-unit detached homes in Fort Collins6 are renter-occupied, while only 3% of survey respondents reporting renting. Outreach and marketing efforts, program changes and other tactics will be considered to better address program barriers associated with renter populations. Property Occupant Status 2023 Response Percentages Percent Change from 2021 Other 0% 0% Own 95%7% Rent 3%-5% Decline to Specify 2%-2% Length of Residence in Fort Collins Area This table shows the property occupancy status of sprinkler checkup participants who completed the evaluation. This data shows that most program participants own their home as compared to renting. Approximately 16% of single-unit detached homes in Fort Collins6 are renter-occupied, while only 3% of survey respondents reporting renting. Outreach and marketing efforts, program changes and other tactics will be considered to better address program barriers associated with renter populations. Length of Residence in Fort Collins Area 2022 Response Percentages Percent Change from 2021 1-5 Years 33%-1% 6-10 Years 14%0% 11-15 Years 8%-2% 16-20 Years 5%1% More Than 20 Years 37%5% Decline to Specify 2%-4%Post-Checkup Evaluation Customer Data Highlights 65% of customers replaced heads or nozzles post- checkup. 66% of customers learned what the cycle-soak method was. 64% of customers improved controller settings (implementing cycle- soak, reducing days per week, etc.). 57% of customers learned their watering schedule should change during the season to account for weather changes. 6 Owner and renter occupancy rates change frequently and these values should be considered an estimate. Data presented here is based on the Fort Collins Utilities service area. DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 8 during the irrigation season, three inches more than the average total seasonal precipitation of the previous five years (2018-2022) 7. This amount of rainfall lowered landscape water needs. Many customers described waiting until later than usual to turn on their irrigation systems and/or running them less frequently through the season due to the wet weather. Technicians were not able to start 9 checkups because water to the customer’s systems was not turned on, and 5 checkups were canceled due to heavy rain or lightning (checkups were rescheduled when possible). Technicians took advantage of the conditions to promote the use of rain sensors, controller seasonal adjust and rain delay features, and smart controllers. High levels of precipitation also meant that the technicians could not rely on the appearance of the grass to indicate if all areas of turf were receiving adequate coverage due to an absence of yellow/dry spots. Technicians instead evaluated sprinkler head-to-head coverage more directly to identify proper distribution uniformity of each sprinkler system. PROGRAM ENHANCEMENTS Evaluating Program Inclusivity After evaluating numerous program changes with various groups and expert staff, with an objective to increase the program’s efficiency and participation, staff made the following key changes prior to or during the 2023 season: •Enhanced Safety Measures •Piloted Spanish-Language Sprinkler Checkups •Implemented Controller Page Section on the Report The Fort Collins area experienced wet and cool conditions during the 2023 irrigation season (May 15 – September 15) relative to recent years, and overall treated water use for the Fort Collins Utilities service area was approximately 25% lower than projected. These conditions made it difficult to quantify the amount of water saved due to sprinkler checkups; therefore, volume of water saved was not estimated for this season. We received a total of 11.89 inches of rainfall RESPONSE TO A HIGH PRECIPITATION YEAR More Rain, Less Watering The average temperature throughout the season was slightly cooler than previous years. Technicians continued to promote best practices including not to watering their lawn(s) between the hours of 10am-6pm to avoid loss of water through evaporation and following a recommended schedule of watering only two days per week unless the temperatures are consistently (five or more days) over 90° F and the grass looks stressed. 7 Temperature and precipitation data from station FTC-03 CSU-ARDEC, lat. 40.6525, long. -105.0000, elevation 5,100 ft. AMSL. DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 9 Safety Enhancements Safety measures were evaluated and improved during the 2023 season. Technicians were required to wear high- visibility vests to their appointments and were instructed not to enter customer homes for any reason. Near the end of the season, program staff piloted conducting appointments in pairs. Conducting checkups in pairs allows for increased staff safety and more focus on the customer and their concerns. Staff learned that paired checkups allow for shorter appointment times and more one-on-one customer service. If a customer chooses to accompany the technicians during an appointment, one technician can lead a conversation and have more time to provide educational advice while the other technician leads the mapping process. Safety measures are continuing to be reviewed for the program’s future, such as making high-visibility t-shirts so that vests aren’t necessary, using exclusively City-provided vehicles instead of personal vehicles, and increased de-escalation training. Spanish-Language Sprinkler Checkups 2023 included a pilot program to provide sprinkler checkups in Spanish for the first time. With the hire of a Spanish-speaking sprinkler intern, along with support from Utilities’ Public Engagement staff and a volunteer, the program expanded upon and improved materials for Spanish-language checkups. The pilot ran August 7 – September 15 and 3 checkups were completed (1 automated system, 2 non-automated). The automated system checkup was in a newly developed neighborhood, and provided insight in how to best serve customers who are not familiar with Colorado’s climate. High interaction with customers during checkups supports long-lasting change, empowerment, and education. The 2 non-automated appointments were located at mobile homes and reinforced the understanding that there are opportunities to expand the program’s services in these Controller Page Starting in 2023, a customized controller reference page was added to every customer report. This page consisted of a picture of a customer’s controller that was taken in the field with text box explanations and arrows that went to features on the controller. Many customers are intimidated by their controllers because of the vast number of different features. The controller page was made to help customers control their controllers. Not only did the addition of this new page help with overall usability, but it also allowed people to understand and use more niche features, like seasonal adjust and rain delay. At the end of the season, the interns created a binder of the 20 most popular controllers. This binder will be used at community events in the future to further controller education. communities. Various materials were created for this new service, such as a Spanish-English reference sheet for common sprinkler vocabulary terms and Spanish translations of the customer report, scheduling communications, and non- automated system recommendations handout. Spanish-language checkups provide opportunity to better serve anyone who prefers to speak in Spanish. DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 10 GIS AND MAP PRODUCTION Offline mapping capability ensuring fast and efficient data collection in the field. Standardized map template ensuring quality and consistency. High-resolution, aerial imagery base map. Integrated map symbols indicating sprinkler head type, operating condition, and zone number. Ability to map drip lines. Dynamic map legend that updates automatically to reflect the sprinkler system of interest. •Targeted program promotion and outreach to underrepresented groups identified in the 2023 survey results. •Like the non-automated sprinkler checkups, automated sprinkler checkups may include more evening checkup options to minimize the barrier of having to schedule a checkup during traditional working hours. •Prioritize the hiring of a diverse sprinkler technician group, including another intern with Spanish fluency. •Consider translating more program materials and outreach to Spanish. •Pilot ways to better reach mobile home communities, duplexes, renter-occupied housing, and non-automated sprinkler users to allow for increased participation. •Teach best practices to non-automated irrigation users in a classroom-like setting to reach a wider audience. Develop group training presentation and materials for non-automated irrigation best practices to be used at events, mobile home park communities, and other opportunities to efficiently reach a wider audience. Future Equity, Diversity and Inclusion Program Enhancements Under Evaluation for 2024 Hoped-for enhancements include the following: DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 11 Common Problems A total of 11,093 sprinkler heads were inspected in the 2023 season, including 5,308 (48%) in good condition, with the remaining 5,785 (52%) exhibiting operational problems. The two most common problems in every water district were high pressure and tilted heads. High pressure is inefficient because it forces water out as mist, which is much easier to evaporate. Installing pressure regulators, adding extra heads to the line, converting to rotary nozzles, and replacing heads with pressure-reducing heads can help to reduce mist and increase efficiency of the system. Tilted heads are often caused by lawn mowers or nearby foot traffic, which can result in dry or dead grass where there are uneven spray patterns and lack of water coverage. Straightening sprinkler heads creates an even distribution of water. MyWater Residential Water Budgets Water budgets were included in customers’ sprinkler checkup reports for the fifth season for Fort Collins Utilities customers. The MyWater residential water budget graphs display customers’ historic monthly water use for up to two years and compares it to an estimate of how much water is needed per month based on the area of their landscape that is irrigated. If water usage in excess of the budget occurred, technicians shared this information and the water budget graph with the customer at the checkup and in the report. MyWater Residential Water Budget Number of People Irrigated Area of Turf Landscape Water Requirement Seasonal Adjustments DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 12 Example of a MyWater residential water budget graph that indicates the customer’s indoor and outdoor water use compared to their personalized water budget. The light blue dotted line above the dark blue shading indicates that in summer months the customer has exceeded their water budget, likely due to outdoor irrigation. This customer uses more water than their landscape needs. CITY LIMITS AND GROWTH MANAGEMENT AREA CLASSIFICATIONS Number of 2023 Sprinkler Checkups Location Utilities ELCO FCLWD Total Inside city limits 214 22 107 343 Outside city limits, within GMA 11 6 3 20 Outside GMA 1 1 47 49 Total 226 29 157 412 8 Checkup visits include automated, non-automated, and two-visit checkups for houses with large properties (12 or more irrigation zones). Two-visit checkups are counted here as two visits but resulted in a single completed checkup: 5 in FCLWD and 1 in ELCO. DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642 Fort Collins Utilities Sprinkler Checkup Program 2023 13 2023 Completed Sprinkler Checkup Locations DocuSign Envelope ID: 5266E4FF-D64A-401E-B3D2-B8B3D8C27642