Mark Sellin advised the board that he had attended a recent AGC legislative meeting and anticipates submission of proposed legislation in 2023. Dean Parker advised that MnOPS also intends to resubmit it's proposed legislation in 2023. GSOC will likely remain neutrak regarding statutory changes that do not directly affect GSOC.
Pat Warden introduced the 2023 financial projection.
Barb Cederberg reviewed the communications budget in detail. Several changes are anticipated in the coming year including discontinuing some awareness programs, though relationships with iHeart Media, Star Tribune, and Linder Farm Network will continue. There will potentially be special awareness initiatives with KARE 11, the Minnesota Vikings, and Gopher Sports.
The board approved the 2023 Financial Projection and delegated responsibility to the Executive Committee to finalize salary adjustments for the GSOC employees.
Chair’s Report: Approval of Minutes, legislative report – MN Senate has minor democratic lead. There is speculation that this, along with a democratic Governor’s office could result in a larger infrastructure bonding bill next year, thereby effecting the amount of excavation in the state next year.
COO Report: Review of the core values developed in the GSOC strategic plan. Y-T-D ticket volume is down roughly 5.4% even though volumes in May-August were higher than last year. Continuing efforts for the Meet Ticket Initiative include development of an educational program, addition of expiration dates on meet tickets, discussions of a voluntary meet ticket calendar for the metro area, excavator damage prevention videos expected in the spring, and design engineer education. GSOC is reviewing facility operator feedback questioning why all field contact information is the same for certain excavators. The utilities mapping project has received positive feedback from the CGA next practices committee and will now be entering a second phase. In attempt to further the meet initiative goals, a board subcommittee has been formed to follow up with Barb and review documentation for meets. Delayed field marking and projected increases in excavation volume are considered the critical issues for 2023.
PR/Awareness Report: 811 Run and State Fair had record turnout this year. New relationships are being developed with KARE 11 TV and the Minnesota Gophers. GSOC will be increasing it’s presence at the Home and Garden Show.
MnOPS Update: Third quarter damages have held relatively consistently at approx. 1.43 per 1000 locates. Top 5 enforcement issues remained the same in 2022, the top being failure to mark or mark on time. MnOPS would like to shift to holding regional pipeline safety meetings that are shorter and more locally held to try and increase participation by operations personnel.
OCC Report: No additional hiring expected until March. 5.4% decrease in Y-T-D ticket volume, though online submission using ITIC is at an all-time high of 83.7%. Total homeowner ticket submissions and use of ITIC lite are both down from this time last year. There was brief discussion of potential new efforts to reverse this trend. Online ticket submission review is averaging a little over 7 minutes. Efforts to lower this time include education during the callback, email alerts and training for direct release, and continued work on automatically generated marking instructions. Emergency and meet tickets quantities have remained mostly unchanged. Non-excavation ticket numbers have increased significantly, but this is likely due to a policy change allowing only one update before requiring creation of a new ticket. Numerous security improvements are in the works from OCC’s new Senior Manager of Infrastructure. Damage reports to the call center have gone down slightly, however reports of utilities not marked has risen substantially. Tableau phase two developments continue. The board received a demonstration and board members were asked to volunteer for additional beta testing.
Finance Committee: Third quarter audit appears to be in order and financial projection will be covered at the next meeting.
Chair’s Report: Approval of April minutes. Thank you to Barb and Olivia for Saints Game social event and encouragement for board members to attend OCC Users' Group.
COO Report: Overall ticket volume still down 9.3% from last year, but the last 3 months have been busier than they were in 2021. Meet ticket initiative continues. Feedback from stakeholders has been very helpful and an education program is beginning in October. Public awareness efforts continue with excavator damage prevention videos, landscaper education amd design engineer education. Next Gen interface will be retired in October. GSOC will be assisting OCC in longer term user visioning and Barb would like a small group of board members to discuss what future capabilities they would like to see the notification center provide. Development of a map sharing sytem continues with participation from several Facility Operators and is garnering some national attention. Barb has proposed to present at OCC's User Group as well as the 2023 CGA Conference.
Automated Marketing Instructions Project: Extensive discussion on the continued development of automated marking instructions to minimize necessary callbacks and locator confusion from manually entered user instructions.
PR/Awareness Report: Upcoming events - 811 run and MN State Fair. Continued PR efforts with Star Tribune, iHeart Radio, and All Over Media. Potential advertising with MN Vikings. Review of 2022 in-person DP meetings and blog article about Meet Initiatives.
Board Discussion: Delayed Locates: Anecdotal evidence from both GSOC and MnOps would suggest an increase in delayed locates this year. Comments were solicited regarding board member experiences and suggestions to help reduce delays in the future.
MNOPS Report: Damage reporting, while still only on a voluntary basis, shows a slight reduction in the rate of damages. Top violations for this year are delayed locates, no ticket, failure to pothole, and failure to maintain clearance.
OCC Report: Phase II of the Data Analytics projects is underway. The consultant from Tableau, Philippe Barzin, explained the goals of phase two, and gave a demonstration of the pilot that is being released to 4 testers for feedback. Total tickets are down for the year, but CSRs are still performing critical functions even though most tickets are filed online. The work from home model continues and while the average speed of speed of answer and review times are higher than last year, it is due mostly to two specific days where a large number of CSRs were unexpectedly absent. An aditional 10 CSRs have been hired and is helping with response times.
COO Report: Review of 2019 strategic plan that is driving current initiatives. Slow start to the summer but activity increasing with April 11th as the first 4,000+ ticket day. Meet ticket initiative is receiving positive feedback and suggestions for future improvements. Education and public awareness efforts will be targeting landscapers this year with a goal of increasing use of and compliance with MN216D requirements. A timeline of improvements made since 2016 is now available to board members and OCC staff. The data visualization project is ongoing and in Phase II of development. Continued progress is being made on the UUMPT project and it has become apparent that data sharing agreements will be an important issue in the future. Barb and Adam participated in a CGA Next Practices panel about electronic whitelining and will be looking for input from board subject matter experts.
PR/Awareness Report: Olivia is at Spring DP meetings, but will give a full report at the next meeting.
MNOPS Report: Review of 2021 damage information. Damage rates seem to be plateauing so now what can we do to reduce damages? Discussion of continued need for education regarding the requirements for meet tickets and whitemarking and MnOps would like to be invoolved in the electronic whitelining discussions. Discussion of HF 3138 transportation omnibus bill as well as civil penalties for violations to 49 CFR.
OCC Report: Work from home model will continue. Change to direct hiring by OCC has been successful and there are now 99 total employees as of March 31, 2022. Ticket volumes are down 30% for the first quarer as compared to 2021 with weather probably playing a major role. Online ticket submission remains at a high 86.6.%. Review of technological immprovements since 2016. Continued updates to maps with over 4,000 updates made so far this year. Phase I of the data visualization project indicates that there have been more tha 1400 seperate users interacting with the system and the notification center is looking forward to stakeholder feedback.
Finance Committee Update: Not concerned about the reduction in tickets. Lower ticket volumes means lower contract expenses. The first quarter committee meeting has been deferred, but the annual meeting with a financial advisor is still planned to discuss potential changes to the invesment strategy due to capital market changes. Chris Fry announced his resignation from the board effective with the april meeting.