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HomeMy WebLinkAbout0548.093• ., " I 1 .I j j ; 1 J ~ , . . . ,": ",,':- o October 21, 1993 r.~ HONORABLE CITY COUNCIL Palo Alto, California Misaion Driven Budget -Proposed Public WQrks Format Members of the Council: Report in Brief This is an informational report and no Council actic~ is required. The purpose of this re.port. is to provide the council wit.h an overview of the proposed format for the Public Works Department's Mission Driven Budget ;MDB) > Background At a Council study set>sion in June 1993~ Council approved the concept. of a Missi:m Driven Budget. Each department was directed to develop a budget which puts emphasis on services and impact measures, rather than on the department's organizational structure. The Public Works Department is responsible for the operation of the Palo Alto Regional Water Quality Control Plant and the Landfill, the administration of the Capital Improvement Program~ the maintenance. repair~ and replacement of the vehicle fleet, streets, sidewalks. trees and storm drains, and the manasement of numerous e~vironmental compliance programs. Under the current budget organization, a staff of 190 permanel'lt posit.ions is disc.ributed among seven divisions: Administ_raLion .. Engineering. Equipment Management, Environmental Compliance, Facilities Management, Operations. and the Water Quality Control Plant. The ~~lic Works Department administers: three Enterprise Funds ~ Refuse ($1.7.9 million}, StortTl Drain ($1.'7 million) and Wastewater Treatment ($11.1 million); the Capital Improvement Program -General Fund ($1.2 million). Utility Users Tax Fund ($1.2 million), Street Improvement Fund ($2.1 million), Refuse ($75,973}r Storm Drain ($1.4 million) and Wastewater Treatment ($3.2 million); the Vehicle Maintenance and Equipment Replacement Funds ($3.3 million) and a General Fund Operating Budget of $10.6 million. MDB Process The process of scrutinizing the Public Works organization, for ways to more clearly demonstrate the diversity and quality of the CMR:54S:9) -1- • '. :.1. services provided, offered. the Public Works staff a significant challenge. This was an iterative process that began in J1,.me and t~ok significant staff ~ime to complete. The first step in the process started at the work group level within each division. Each work group reviewed established task lisLS for duplication or obsolescence and also developed a customer lifjt.. Work group representatives then met together wit.hin each division to develop divisional master lists. Once diVisional lists were established, several sessions were held with all rr..anagers and division heads to develop the preliminary funccional areas and maj.;lr act ivities. Frorr. this point on; division heads and tneir alternates [MDB Team) continued the work of finalizing the PUblic Works r-'JJB proposal. As staff r~viewed each division's task and customer lists. areas that crossed divisional lines · ... ere identi fied. It was found that although thel.·e might be a variety of "customers, ~ siMilar processes existed throughout the public Works organizatiDn for samplip.g. analysis, documentation and reporting. Based on these: f:i.ndings, staff elected to develop functional areas at the la~est denominator of service provided and to standardize. as much as p066ible~ the major activities~ :1:egardless of divisional structure. It was felt. that. this would simplify an already complex organization and provide a full picture of che total C05~ for providing services. Functional Areas Staff initially identified 13 functional areas. However ~ after closer scr~ti~y. staff decided that some of the functional areaa were either mere realistically combined into one functional area (ie: streets and sidewalks) or were really major activities in support of a functional area such as: special events, fleet and environmental compliance. Following lively debate and careful deliberation; staff ~~animously agreed on proposing the following seven fu.."1ctional areas: Streets a.nd Sidewalks, Storm D:4:"ainage, Trees; Facilities, Wastewa.ter Trea.tment. Solid Wa.ste and Private Development. Major Activit.ies and Impact Measures After the functional areas an~ major activities were finalized, each division was then assigned its respective functional area(s) and major activities for development of the mission and goal statements~ Mission and goal statements for functional are~6 tnat involved more than one division were developed through the coordinated effort ot the appropriate divisions. The MDB team met several times after the initial drafts were completed to review the statements and to edit for content, effect and consensus. The final phase of the process 'Was the development of the impact measures. Emphasis was placed on developing measures that \riIould most clearly define the goals of the major activities and to allow for realistic measurement of how successfully those gc,als are being CMR:S48:93 -2- --.. ~ . . ' () met. The impact measures selected are intended to show effectiveness, timeliness and the quality of the services provided. conclusion The P\.l.blic Works staff believes that the Mission Driv-en Budget proposal submitted for Council appI·oval best: illustrates the diversity and quality of the services th~ Public works Department p~ovides to the citizens of Palo Alto. Staff welcomes Council's feedback and suggestions for achievement of the stated goals. Respectfully submitted, SHARI REYNOLDS ~iblic Works Administrator I:J-,i ~ GLENN S. ROBERTS Director of Public Works City Manager Attachment: Proposed Budget Format -3- ........ PUBLIC WORKS MISSION DRIVEN BUDGET 1. STREETS AND SIDEWALKS . ,-> : ... "~', .. '; To deveWp and maintain the quality of streets and .idewalks 10 facilitate Ihe safe and orderly flow of vehicks, bicyc~s and pedestrians. A. Project Developmenr & Implemectttion To develop, design and construct in a o"mely and cosr-ejJecti're manner capi/a! improvemenrs which faciliraJe the safe and orderly.fdlW of vehicle5, bicycles, and pedestrians. • Limit sraff costs for des~gn and construction servkes on capital improvement projects designed in-bouse to _ % of the project construction cost, _ % of the time. • Limit staff costs for design and construclion .sen-ices on consultant...<JesigDed capital improvement projects 10 _ % of the projn;1 OOostructiOD cost, _ % of the time. • limit the amount of c:onstruCtion change orders on capital iBIprovetnCm projects to _% of the amount of the ~t awarded by Council, _ % of the time. E. InfOl'lIlation Management To colker data and maimain maps of public iPjrastructure within City pro perry, easements. and rights-.aJ-way. • Survey the condition of_% of streets within rhe City and update tile Pavemem Maintenance Management System (PMMS) da .. base every two year.;. • COD!plete _ % of updares !o the Geographic Informa,;on System (GIS) basemap wUhin weeks of receiving a.s-buiit drav.~s for City infr.b'ttUcrure improvemems. F. Maintenance Effecti .... ely repair and replace str-eets, sidewalks, curbs and gHlters. signs and traffic control markings. • Perfonn in-bouse and contract maintenance OD _ % of streer system annually . . ' •. " j I o • Inspect all requests for sidewalk repair wimin _ hours. • Respond within _ hours to aU reports of missing stop signs. H. Vehicle Maintenance and Replacement To peifonn maintenance and repairs jor 500 vehicles and equipment aT the lowesr possible cost~r·mileJhQur; analyze, budget and schedule fO!, lire rep/a(:emenJ of rhe fleet and cquipmenJ al the besrli/ecycle cost and provide.fuel jor Cily \!ehicles ar lire {awest posJible cost. • Preventive maintenance schedules will be adhered to with no more than weeks backlog of estllblisbed program. • Perform mandatory OSHA, highway, brake and smog inspections !O eDSllre compliance with legally mandated deadlines __ % of the lime. • Annually perform vehicle registration _% of !he time. • Daily monitor usage of fuel dispenser at !O separate fueling locations for leak detection Of fraud and 10 assure fuel aVailability _% of the ,ime. • Ensure _% Of greater availability of the fIeeI at any given time. • Monlbly review DMV commercial drivers' records to ensure _% corupl~ with Slate regulation. • Track vehklelequipmem accidents and provide monthly summaries by depanmem of related repair costs by the 15th of !be foDowing month. I. Emergency Respome To restore trajJic access for vehicuim. bicycle and pedesm"aru along city streets G.IUf sidewalks • Respond within _ hour to aH requests [0 provide traffic controJ devices, equipment and starf in order to minjroju disruption of traffIc. • Provide equipmem and staff to assist other City depar.ments· emergency needs. J. Special Events [mp/emml frr!Jfic cOlUroi plans and slI{!ply trqffic cOlUroi devices /qr special evelUs. • Provide __ % of staff lime 10 coordinare pre-scheduled events and provide traffic control devices. 2 , .' ," o • Assist in dK: de.\lelopmeru: of traffic control plans for a'isigned spet;ial events. 2. STORM DRAINAGE To OfUraJe. maiM1in. replace and augmenJ the stonn draifUJge sysiem ensuring adequate flood protection and storm waler quality /Qr discharge to the creeks and Bay. A. Project Development & Implementatiun To Jeve/(Jp, ~ign and construct City storm dTairwgt! capizal improVfflU!IlIS and to review Santa Clara Valley Water District flood control projects ill Q tj~ly and cost­ ef!ectiv< manner. • Limit staff costs for design and COnstIl1ctlon services on capital improvement projects designed in-house [0 _% of the projec1 construction cost, _ % of the time. • Limit staff costs for design and constrUCtion services on consuItant-designed ~ital improvemenJ projects to _ % of !he project COllSttUCtion cost, _ % of !he time. • Limit the amount of construction cbaDge orders on capital improvement projects (0 _ % of !he ameum of the conuact aw=led by Council, _ % of the time. B. Public Outreach To encOlUO.gt! pollution prevenlion O)' busiMsseS and residellb and to provide inJorml11ion on /food control and prOiecrion of stann WG/.er conveyance systenu. • Annually provide updated informaCion to _ % of manufacturing facilities. _ % of vehicle repair facilities and % of photoprocessing facilities on pcIlmion prevention measures. • Develop poUu:ion prevention information and lnunmg mattrials for one additional cODlIDeICiaI businesses cateSOt)' each yo:ar. • Semi~annually update informatior.a1 fact sheets on speciflC prevention of storm water contamination and notify _% of residents. D. Enforcement To ~f1jorct lhe Palo Alto Municipal Code in a fair and consistenJ manner in ori;kr to pr~enJ pol/ution of slorm water flowing to the Bay and protect the storm water collection systems from corrosion, blockages and other structural damages. 3 " ... , ." o • Respood to reponed non-hazardous/oon-emergency sionn drain contamination within houn % of the time • Jsr:.ue comp!iance dlrectivCS and warning )eners of confl!lI1ed ~ of illegal discharges within _ boors _ % of the time. • Initiate follow-up aclion within _weeks _____ % of the time for non-compliance (If l,1"arning lefiers or compiiance directives. E. Infonnation Management To manage information on the location, condition. mainteflQ/lce s(:hedule and poUUlanl sources associated with storm drains, appunenanus and mm-storm water discharges; and colleer, analyze and 1?I.ointajn data relaled to the ,rlorm drainage user lees. • Record information on pollutant sources wirhin _hours % of the time to ensure enforcement. e Update storm drain fee billing records for properties modified by construction within 1 month of construction completion _ % of the [ime. • Researcb, resolve and !"e-"PODd to _days of initial inquiry. F. Maintenance % of customer billing inquiries within To proviih mailUennnce of rhe storm drain conveyance system to minimize 1M poIentioJ flooding of City srruts. • AnnuaIJy clean _ % of storm drain mains aDd catch basins. • Annually in.<pect ~ of catch basins. • Reopood to requests fur services wilhin _ days _% of the time. • Annually complete an inter-agency inspecuon of designated creeks in order to determine work required. H. V chicle Maintenance and Replacement To perf 07711 maintenance and repain for 500 vehicles artd equipment at the lowe~1 fJOS'ible cosr-per-milefhour; aMi),ze. budget and schedule for zlle rep/QcemenJ of rile fleet and equipment at lhe besr lifecycle COS! and provide fuel for Ciry vehicles at rile lowest possible cost. 4 .',,- ·", •. ·i,cc>.".-,,>·,_ • " /: • Pre\;en!ive ma.mtenance schedules will be adhered to with no more than weeks backlog of established program. • Perform mandalory OSHA. highway, brake 3nG. smog irnpections to ensu.""C compliance .. ith kgally mandata! deadlines _% of the time. • Anoually perform vehicle registratwn _ % of the time. • Daily monitor usage of fuel dispenser at 10 separate fuel ing loca~jons for leak <let<ction or fraud and w assure fuel avaiillhility __ % of the time. • EDSUI'e _% or greater 2vallabiliry of the fleet at any given time. • Monthly review DMV commercial drivers' records to ensure _ % comptianr.e with State regulation. • Track vehiclelequipment =taents and provide monthly SWIllI!lU"ies by department of related repair costs by the 15th of the following month. I. Emergency Response To minimize f.oodHrg and p~rty dom/lge within 1M City. • Respond 10 _ % of emergency flooding calls within __ hour. • When necessary. provide emergency sandbagging stations for resi<lents use within hours. 3. TREES To maimain. review, improve and expand the inventory of City trees a:1Ii educate the public about lrees. A. Project Development and ImplemelllatioD To renew the IITban forest try establishing a schedule for tree planting accomplished th.ro:lgh the wse of contract and in-house crews. • ldeDtify replacement tree. 10 obtain a minimum of _ % annual replacemeru rate while improving location, design and tree species. • Every _ yeaI\s) assess the distribution and density of tree canopy over street rights-of-way citywide and revise the pill"ring program Ie achieve bet1er distribution. 5 .. B, ,," ' ... - o Public OIltreach To garher inpUl from the community (via 1he tree task force) to ensure the Tree Managemeru Plan cantifll4es J(] fit [he needs of the community and to sponsor special eveNs thai focus on tree issues. • Hold 3 meetings .annuaUy to keep citizens informed about cree issues. • Every _ year(s} run'cy residents for Input on the effettiveoess of the Tree Management program. C. Permitting To allow for supenlised m'mmi.'1g aJUl removal of City tTees 0)' residents. • Provide specifications to residents aDd contractors within _ days for trimming of City trees incorporating InrematioNll Stx:iety of Arboricul1Urt. standards. • Inspect __ % of trees permitted for trimming by private party, E, Information ManagemeO! To establish and maintaln a complilerized inventory of inspections and mainJOIaIfCt. provUtedfor City tr.es. • Map maintenance patterns throughout the Cily on an arurual basis. • Complete ll!()lllbJy update of computerized tree inveD!ory wort history. F, MainTenance To impro\l! the life expectancy of City tree j through supervised trimming and watering. • Provide watering 10 _ of newly planted trees. • Inspect _ %of tree ,,'ork or~ within _working days from date of request. • Provide structural trimming within __ years (0 _ % of young trees. • Provide trimming S(;rvices to _ % of trees each year, H. Vehicle Maintenance and Replacement To perform IMinImance alld repairs for 500 vehicles and equipment at the lowest possible cost-per-mil.rhour; analy", budget and scherbde Jor rhe repl4cemenJ of rhe 6 •. , ! t , ".". fleet and eqUipmefll ar rite best {IRQ'cle COSI and provide fuel jar City "'e;~ic!es at rhe lowest possible cost. • Prevemh'e rrualnrenanc:e schedules w:U be ad.hered to with 00 more man weeks bacldog of <StabIL,bed program. .. Perfonn mandatory OSHA, highway, brake and smog inspections to ensure compliance with legally mandaWl deadlines _'% of the time. • Annually perform vehicle registration _% of the time. • Daily monitor usage of fuel disper.ser at 10 separate fuelL'lg locations for leak dete(:tion or fraud and to assu.re fuel availabiliry _% of the: time. • ~ _% or greater avaih.bility of the fleet ar any given time. • Monthly review DMV commer.;iaj drivers' records to ensure _% compliance with Slate regulation. • Track: vehicle/equipment acddcolS and provide momhly summaries by departmec, of relaled repair cOSls by the 15th of the following monlh. I. Emetgency Response To ensure rhal City mes do nol disrupz pelksrrian or vehicle r,-ajfic j1(1M,'. • Respond to _% of emergency calls for service within __ oour. 4. FACILITIES -PARK -LAND DEVEWPMENT To maintain. dnrelop, reno}'.11e and operate City o"wned and leased structures. grounds, parts and open JPace 10 achieve maximum life upeCfancy of zke facilities" A. Project Development .nd Implemenlation Assess structures. grounds. parb. and I.:pen space aretl$ ro dewlop and impkmenr facilities rehabiiiJanon. maintenance and CIP projects through appropriaJe engineen"ng design. cOlttTact adminislralion. and construction managefnl!n1" • Project development and implementation shall be limited to _ % of total project CQSl % of the time. • r.1aintain OJ. current _ year project list based on safety. code and operational needs. 7 o ,..-., _I • Limit staff costs for design and construcrion se(vkes on consultant -designed projects to _. % of,he project constructlon C')S[ and _% OD staff designed projects _ % of !he time. • Limil the amount of construction change orders on new facilicy capit.4l! improvement projects to % and on fae ility remodel projects to % of the amount of the contract awarded by Council, _% of the time. - E. Infonnation MaMgemeru Maintain required daJa necessary 10 support facilities operatjons. • Schedule and assign work. within _ days of work request receipt _% of the time. • Process all invoices within _ weeks of ra.:cipt % of the lim<. • Review all schedules bi-weekly 10 assure scheduled work Is aa;omplished % of the time. F. Maintena= TD maintain a safe. ortkrly. and sanitary emironment for all 112 Cily faciiiJies. mechaniC4J and electrical S'jrtentS in conjOffllQllC~ willt statt, federal and /Qcal codes and regulatioru governjng fire and iifelsafl!ty systems. operOljQl1J and ac-cessibifjry ID enhance and protect the Cit)' 's facilities im'atmefU. • Perform scheduled impection of all cuslodial work '" ensure thaI _% of CIlstodial assigtUllCllll ate completed __ % of the time. • Provide compleu: s.anitation daily of all City facility ,",<rooms % of the time. • Provide aU scheduled non-restroom cllstodial activities % of L>,e time. • Through an established Preventive Maintenance prow"'" perform _ % of the manufacturer's recommendations for all operating equipmeru service _% of the time. • Respond to all service calls from clients within _ worldng day and "omplele _% of approved service calls within _ weeks of request. H. Vehicle Maintenance and Replacemem To peiform mninJeflimc~ and repairs for 500 vehicUts and equipme.n/ aJ tIlL lawen possjble cost-per-milelhour; ana/yu. budget and schLduk for lhe replacfflle:u of the fleet and equipment 01 l~.e best /jfecycle cost and prol'i<le fUel for Cily vehicles 01 the lowest possibiJ! COSl. 8 • "-, • Preventive maintenance schedules wili be adhered to with no more than weeks backlog of established program. .. Perform mandatory OSHA. highway. brake and smog inspe<lions to enrure compliance with legally mandated dead! inc, _ % of !he lime. • AnnuaHy perfonn \"ehicle registration _% of !he time. • Dally monitor usage of fuel dispenser at 10 separate fueling locatioIl5 for leak detection or fraud and to assure fuel availability _% of !he time. • Ensure _% or greater availability of the fleer at any given time. • Monthly review DMV COIIlD"ieICiaI drivers~ records to ensure _% compliance with State regulation. • Track vehicle/equipment accidents and provide nwn1hly summaries by department or related repair costs by !he 15th of !he following DlOI1Lt •. I. Emergency Response WoTt cOOfH!",rin/y with other City de{Jarrmen" to pro,'ide nec ... sary /xJcIaIp 10 tM EOC ream and 10 respond and p1"t1lliLk ''''''rgeney service for Cafastrophic ~nl>. • Maintain weekly rooIer of designated standby personnel. • Weekend standby peroonnel will respond within one boor __ % of !he time. • Annually inspect and restock Mwu<:;pal ServIces Center and Civic Center emergency "",ply cabinets. • Allnually update emergency evacuation directions. and [ruauctio:l5 for utility sbutdowns to City facUiries. J. Spe<:ia! Events Provi,;:k support to all City fkpartm£n/ facilities for sc1tetWted special events. • Annually coordinate with requesting departments to evaluate needs and ability to provide appropriate support. S. WASTEWATER TREATMENT Operate. maintain. and 1fWf!itor tire Wafer QuDlity Control Plant to minimize wast,load. treat all wastewater from :he regional sen>ice area, and ensure the maximum feasible cqrnpliance with regulations protectjng lhe San Francisco Bay and Jhe enviTonTnenl. 9 ... I ~I I -~--... .::. o ~ A. Program/Project Development and Implementation Develop and implelMnJ projectJ eruuring the f7Ifl.l.imJDtI. feasjble compliance with regulaJ.ory mantlates • Develop by Fehruary 19!)4., • Joint plan with Sunnyvale, San Jose and the Santa Clara Valley Nonpoint Sou~ Program to reduce copper disc~.argers by' an additional _ pounds per year by 1998. • Develop New Discharge Limits for industriaJ dischargers by April 19!)4. • Fin>lize by June 19!)4, wate, reclamation conceptual design EIR projects tbat will reduce di.scharsos to San Francisco Bay. • Develop long rerm solids managemem for sewage sludge, .;,cum and screenings by June 19!)4. B. Public Outreach Providt! injor'f'flalion pertaining 10 wastewater lren.tmenJ. and walt'r poUUlion conJroi mLmUTeS to the community. • Develop a new WQCP video hy April I, 19!)4 and provide, when requested, guided tows explaining Plant treatment processes and identifying pollution soun:es in the community. • Develop and distribute by January 19!)4 'Bes! ManagemeDl Practices' for cooling lowers and bospitals to businesses and insIirutioIlS. C. Permitting lssue, monitor, inspect, and repon compliance of permils issued 10. for, and by rhe Water Quality ConITo/ Plant. • Conduct annual inspection and semi·annual sampling at ._ % of permitted facilities. • Conduct .11 self·monitoring acaIysis mandated by the NPDF.5 discharge permil and submit moruh!y plant eftluent quality reports 10 the Regional Board by the 15· of the each month. • Maintain me laboratory accreditation as a state ~rtified environmental resting lab. • Issue reclaimed water use pcnnits annually and renew _ % of expired permits to industrial facilities. 10 i~ , • I i'-'" D. Enforcement Enforce the provisions of tht Sewer U~ Ordinance in an equatable and cvnsistenl marJler. • Analyze _% of aU monitoring samples within __ days of the sampling evenl. • Issue Notice of Violation ~'ithin _ days of determination ____ % of me time. • Enforcement will be escalated within _days of Notice of Vioiarion for of unresolved vioLatwn5. E. Information Manageme:nt Collect, store. and repon i.'rjormalion associa:ed lI.ith. the operorion and monitoring of tM water quality control plant. • Interface laboratory i."lStruments with information data base for diIect data ttansfening by June 1994. • Link i.ndustrial Waste information data base wi'!h Laboratory information management systems by June 30, 1994. • Automate flow meter and equipment hour meter readings and interface wirh the Plant information data bases by lune 1994. F. Mai!llenance I;[ficiently maintain tM Water QualiJy Control Plant facility and equipment; ensure conrinuous treatment of all \o\-'a.rlewarer ill accordance with the NPDES permit. • Ensure _ % of equipment is available _ % of the time. • Keep annual maintenance costs below $_ per million gallons of treated wastewater. G. Operations EfficienllY and ejfectiw/y operate 'ne IILgioual Water Qualiry Control Plant ensuring continuous treatmeru of aU wastewater ill accordance with rhe NPDES permit and other em:ironmenJu{ reglJ.lazions. • Ensure continuous 24 hour operation of plant processes [0 comply w ilh state aDd federal rcgula[ions. • Monitor and operate the Water Quality Control Plant processes and equipment to keep operational costs below S _ . per million gallons. II • \ H. Vcbicle Mainrenanc-e and Replacemeru To ~rform mainltnar.ce and r!pairs for 500 ~·efricles and equipfMnl at the ioY.'tSZ poS3iblL cost--per-milelhour; analyze. budget and schedule for tht! replacemenl of the fl«t and equipmefll ar the belt liJecyck cost and provide fuel for City vehicles aJ the /()';'I/esr pc;ssible cost. • Preventive mainterurnce schedules will be adhered tc with no more than weeks backlog of estahHsbed program. • Perform mandJitory OSHA. highway. brake and smog inspections to ensure C<)mpliance with legally mandated deadlines _% of the time. • An DUally perform. vc:h.iclc: registta[ion _% of the time. • Daily monitor usage of fuel di.'qICtlSt-! at 10 separate fueling locations for leak detection or fraud and to assure fuel availability _% of the rime. • Ensure _% Dr greater availability of the fleet at any given time. • M.omhly review DMV commercial drivc:rs~ :records to C:DSUre _"Ai comptialx:e "'ith State regui31ion. • Track vehiclclequipment accidents and provide momhly summaries by departm<Dl of related repair costs by the 15th of the following tnOtIIh. I. Emergency Response Be prepared and resporrd to any I1J1d all emergencies which moy occur at the Water Quauty Centrol Planl. • Annually review and update the WQCP Contingency Plan. • Stand-by personnel will respond tQ emergeccy repair of critical equipment within _hour __ % if the time. • Respond 10 incidenct of illegal disposol to the storm drain and. sarutary sewer sY:!lo"tem wilhin _hours % of the time. ). Special Events Suppa" Special Events that furtMr'" education and contribute to the pmtecrion and improvement of the San Francisco Bay and the envjronmel'.J. • Conduct _classroom vi.."jlS annuaUy (0 explain :!lo1onn drain and sanitary sewer pollution prevention issues (0 school children. 12 • 6. SOLID WASTE To manage w Clry's solid and hazardous waste programs, minimiZing waste genero.'10n and maxUniUng recycling. while ensuring compliance with all regulaJor)' ,.equir~nls, A. Project Development and Implementation Minimize waste disposal az the Palo Alto Landfill through diversion programs ,uch as the City sporuored recycling program. howeJwld hawrdous H-nsre program. comm.erciai smail quanriry genua/~rs program (JJl.d a Cay generated wasre program. • Annually increase recyc1ins tonnage by _ ',\\ • CoodUCI __ household hazardous waste collection events each year. • Manage _ % hazatdoos wastes generated by City operations within the rime period specified by regulate>!)' agene;". B. Public Outmlch To educate reside"', about alternatives 10 <Iirposing waste al the I..tmdjiU and various ways to minintiu wa"Q'e. • Provide quarterly 1ICWlI1ette" to residents and businesses. • Monlhly track and measure materials disposed at household hazardous waste events to gauge effectiveness of public education and outreach programs. C. Pennitting Issue. moni:or. inspea, and report compliance of permils issued 10, for~ end by 1M Landfill. • Conduct all mandated self-monitoriog inspectioos and sampling analysis programs to achieve _ % compliance with regulatory agene;... • Perform anDWll review and upd<lte of MSC BusillCSS Plan and contingeocy plan for baurdous waste management program. D. Enforcement To ensure rho/ hazar-deus matuia.ls are MI entering rhe Landfill. • Revise load checl:ing progf2Ill procedural manual annually. • Annually train _%of Land@ person, .. 1 on hazard.'lU.S and restricted waste identification. 13 ~." / • Conduct.A. load cbeck irupectiQns each .. eek. E. Information Management To compi1t. store and upon in/ormalion associated wilh operating rhe lAndfill. • Monthly tabulate landfill tonnage dau for !:be previous month. • On a quaI1'.erly ~asis, tabulate data and maintain ftles on hazardous waste manifests. To !atp Cily SIrens and parking 1m, free of d<bris through ,horough and effea;,-. street sweeping and litter COnlro/. • AnnuaLly sweep _ % of all residenllal and commercial routes Oll a weekly basis. • Provid< weekly handsw"'Ping in !he downtown business disnicts to reduce diily liner and public complaints. • Annually sweep _ % of business district _times per week. G. Operations To manage the City of PWa Aiio Landfill in a safe manner. whik complying with an rcgulmory r~remenJs. • Annually recover ...l.. tons of recyclable materials from the Landfill working face. • Annually investigate and evaluate the potemial for selling excess compost. materials. • Provide staffl1'4 and resoun:e; to keep !he Landfill open 361 days. year. H. Vehicle MaiDU:nance and Replacement To per/ann. mainttnanu and repwirs for 500 vehicles and equipmelll at t~ lowest f'O."wk coSI-per-miklhour; anaIyu, bwlcn and sci'.<dlde for the rtplactmml oJthe peel and eqwp1112nt at lhe best Ii/ecycle cOSl and provide fuel for City vehicks at rhe lawest possible cost. • Preventive maintenance schedules wilJ be adhered to with no more tban w",ks backlog of established program. • Perform mandalDry OSHA, highway, brake and 511log inspections to en>Ure compliance with legally mandared deadlines __ % of !he time. 14 • • • o Annually perfonn vehicle registrafion _ % of the time. Daily monitor usage of fuel dispenser at 10 separate fueling locations for leak deb:ction or fraud and to assure fuel a'o'ailabiliry _'% of the ti.'lle. Ensure _% or greater avaiJahiliry of ~ fleet at any given [ime. • Monthly review DMV commercial dr!'.ers· rxords to ensure __ % compliance wl!h State regulation. • Track: vehicleJequipment accidents and provide monthly s:wnm.uies by department of related repair costs by the 15111 of the following month. t Emergeocy Response Minimiu hDzardous conditions at tile La1uifi1i to 2nsur. lhe safety Q/ the public and lAn4fiU stq!l • Arurually review and update division emergency response policy and proc:edure; for haza.ruous materials incidents. • Provide staff assistance and available equipmem 10 0Iber City departln--.nts for emergency needs as requiml. 1. Special Events T, provide and support special events lhal .<luCille and prOl1Wle awareness of solid waste manag~nr and regulalory programs. • Plan a minimum of _ event(s) each year which highlighL .... llXycling and wa..<te reduction programs. • Respond to requests for recycling containers within ___ days of the event. • Provide information on hazardous waste minimixation 31 me City's annual fire and safety show. 7. PRIVATE DEVELOPMENT To expeditiously rfi.'iew private devtlopme.111 submittals to er.sure that they; comply wals applicable City a'ld Slate regulations; "",<I high standards of quality and safety and conform. to approved plans and specifications. A. Project Deve]oplliem 15 -----~'-----~:" ~.""'-... - • o To Uyj~' private developmenI plan.s (0 (nsure compliance willi City standards and ordinanc~s and State regulations in a tirnel.v manntr. • Review plans and submit written comments 1.0 me Pl.anning Department for __ % of private developmem applications wilhin _ working days from receip!. • Process and approve % of Certificates of Compltance within _ working days from initial appIicatiCln date B. Public Outreach To provide information to zhe public r~garding policie$ and srandards for private developmeru in a coUTte()UJ and efficienl manner. • Complete _% of required updalf;s to pub!" information handouts within _ weeks of receiving new Information. C. Pemrirting To provide mu:t e.nforce conditioTLS for private/agency constrocrion affecting stretts and riIJewaJks and for priYOJe/agency improvemetlls encroaching iNa rhe puiJlic righl­ of-way to ensure compliance with City standards. • Review and approve __ % of Street Work Pennits wi!hin _ wodcing days from initial applkation date. • limit the inspection time for a Street Won: Pennil to an average of I10 more tb.tn _ hows per permit issued. E. Information Mw:o.gemeDl To collect data and maintain m.aps of pri)laJ.t property informoIion and public improvemems resutr..ng from private de,,-elopme.'11. • Complete __ % of updates to the Geographic Information System (GIS) basemap within __ weeks of reuiving Final Map for DeW subdivision and easement information_ • Monitor quarterly the expiration dates of in<urance certifICates for Street Work Permits and request renewal certlllC3tes. H. Vclticle Maintenance an<! Replacemenl TD peiform maintenance and repm" for 500 vehicles and equip1M1l1 at the lowest poss~ cosr-per-mile/Iwur: ww1yt~. budget and schedide for lhe rtplac~nJ of the f.e., and equipmenJ at lhe !Jest lifecycle cosl and p'ovide foel for City vthicw aJ lhe lowest. possible cost. 16 • , • Preventive maintenance schedules will be adhered to w ich no more than weeks backlog of established program. • Emun: _% or greater avallabtlity of the fleet at any given time. • Perform mandatory OSHA. highway. brake and ,mog inspc<:tions to ensure compliaIn wilb legally mandated deadlines ~_ % of the time. • Track vehicle/equipmenl accidents and provide monrhly ~ by department of related repair costs by the ISIb of the following monlb. • Daily moniror usage of fuel dispenser at 10 separate fueling locatio!l5 for leak detection or fraud and to .assure fuel availability _% of the time, • Annually perform vehicle rogistration _,_ % of the lime, 17 o PUBLIC WORKS' CUSTOMERS Refuse, Siorm Drain & Wastewater Treatm<nt Customers: i<csidentWIMulti-FamiIY Non-Residents (drop-<lffs) Commercialllndustrial WQCP Partners: Los AlIOS Los AlIOS Hills East Palo Allo Mounlain View Stanford S.ma Clara County: Health Roads Solid Waste The Environment~ laed AirW= Life forms Enviroll!DCl1Ull Protection Agency: United StIleS California City Employees City Departmems City Coun;:il ChyMansger Ulilities Advisory Committee Public Regional Public Other Cities Schools Cburcbes People with Disabilities Senior> Homeless &sines.. Ow""" Media Brol-us Manufa<tun:rs Processors Contractors Recyclers Mosquito Abatement Stanford Santa Clara Valley W;oler District Palo AIIo Sanitation Company 18 o Regional Warer Quality C<:ontrol Board CALTRANS Palo Alto Bicycle Advisory Comminee Association of Bay Area Governments San FrancLc<:o B3y Conservation and Developmeru Commission California Integrated Waste Management Board City of-Sunnyvale Agricultural Commission APA Air Board State Lmd Commission Utilities Water Tran,~i5si0!! <4~~~~..; Parks Departmen. (Technical assistance) Palo Al.o Landflll Environmental Groups Tree Task Fo= Neighborhood Associations Consultams Engineers Architects Surveyors Developers Assessment DisIrict N on-profit Organizations Special [nIeres\ Groups Arcbi!ectural Review Board (ARB) PUnning Commission FinaDcc & Policy & Servke, Committees Instoric Commission Private Utilitie. ... Private Companies Utility C",,'omers SIale/Cowuy & Federal Agencies Professional Organizations SupplieTs Attorneys lnsurance Companies Bicyclers Palo Alto Airport 19 ( .... - -----......... _---- "/' o o PUBLIC WORKS DEPARTME!\IT FUNCTIONAL AREAS AND MAJOR ACTIVITIES FUNcnQNAL AREAS 1. Streets & Sidewalks 2, Srorm Drainage ), Trees 4, Facilities -Park -land Developmelll 5, Wastewater Treatmeru 6, Solid Waste 7, Private Development MAJOR ACTIVTTIES A, Project Development & lmpleme!l!.llion B. Public OUtreach C, Permitting D. Enfo«em<ru E. lnfonnation Management F. Maintenance G, Operotlons H, Vehicle MaiDlenance and Replacement I. Emergency Response J. Special Evems ..... :,.. .. Attachment I F1JNCflONAL AREA: Major Activities: F1JNCflONAL AREA: Major Activities: F1JNCflONAL AREA: ~ Activities: F1JNCflONAL AREA: Major Activities: F1JNCflONAL AREA: Major Activities: .' PUBLIC WORKS DEPARTMENT Master Llot of Functl<>Dal Areas " Major Actlvities I. STREETS & SIDEW . ..u<.s A. Project Development & Implementallon E. lofonnation Managemelll F. Maintenance H. Vehicle MamtenaDce and Replacemeru l. Emergency R.. ... ponse 1. Special E 'eDts 2. STORM DRAINAGE A. Projec' Developmelll & ImplementatioD B. Public Outreach D. Enfo=eru E. lofomwioo Managemeru F. Main!eoance H Vehicle Maintenance and Replacemenl l. Emergency Response 3. TREES A. Proj"'" Development '" ImpIemenratioo B. Public Outteacl; C. Pennltting E. lnfonnatioD Management F. Mainleoaoce H. Vehicle Main!eoan.:e and Replacement I. Emergency Respoose Att>chrnenl 2 4. FACIUTIES· PARK· LAND DEVELOPMENT A. Project Developrneru '" Implementation E. Infonnalion Management F. Maintenance H. Vehide Maintenance and Replacement I. F.mergency Response 1. Special Events S. WASTEWATER TREATMEI'H A. Projec' Development '" ImplementatiOD B. Public Outreach C. Pennitting ." · . -{ . '. , ., _~:.-........ -. _ ..... __ iIiIIIII ...... ~ Attachment 2 -Public Works Dopanment Master List of Functional Areas & Major Activities Page 2 D. Enforcement E. Information Management F. Maintenance G. Operations H. Vehicle Maintenance and Replacement I. Emergeocy Response 1. Spe<:W Events FUNCTIONAL AREA: 6. SOUD WASTE Major Activities: A. Proje.;:t Development & Implementation B. Public Outreach C. Permittlnj! D. Enfor=n<ru E. InfOlJllation Managemeru F. Mliintenance G. Opel3tions II. Vehicle Main",,,,,,,,,,, and Rep~ I. Emergency Response 1. Special Events FUNCTIONAL AREA: 7. PRIVATE DEVELOPMENT Major Activities: A. Projecl Development B. Public Outreacb C. Permitting & Inspection E. Information Managemem H. Vehicle Mainte""""" and Replacement ---'-, .I" '.(' -~" .. . o PUBLIC WORKS MAJOR ACTIVITIES A. Project Developrnent & Implementation Project devetopment and implementatlon. \ncludas suchactivittes as: ordinance, program, project and policy development; review of new regulatory requirements; advocacy for changes to regul.2tions and fcgislation; product researcJI and new source identification. B, Public Outreach Activities performed in this area include: newstetters, publications, brochures, fact sheets, door hangers and mailings; schoof, public and business presentations, volunteer programs (storm drain stenciling) and workshops. C. Permiuing This category enc:o;npasses a wide range of activities such as: application review {sewer, reclaimed water and encroachment permits}; issuance of discharge permits to industrial, commercial and groundwater dischargers; building permit plan check; drafting; negotiating; notice issuance; closure and clean-up revie ..... and ensure compiiance with regulatory requirements for WQCP's and landfill's permits. D. En fOfcement Activities petformed in this category include: environmental monitoring; facility sampling, sampling preparation, anatysis and documentation; inspecticns; monthty, quarterly, semi-annual and annual report review/writing, warnion letters and directives for code violations; negotiations; and complairlt resp-onse. E, Information Management This category includes: computers, software and network management and system integration for all facilities, retention of al! studies information, base maps ar.d as built drawings, financial reports and documentation, and reporting documentation to all re~ulatory agencies. F. Maintenance Maintenance activities throughoutthe djvIsions can include: custodial services, preventative maintenance programs in keeping with industry standards, routine repairs to equfpment, trees, facilities, streets/sidewalks, storm drains and pump stations. • G. Operations Activities tnclude~ ensuring twenty·four hour monitoring of Water Quality Control Plant equipment to ensure continuous op~ration and ensuring the avaiiability of equipment and staff to maintain the operation of the landfiil 361 days of each year. H. Vehicle Maintenance and Replacement Ct:mduct regular preventive maintenance program according 10 'llanufacturers standards, maintain up-la-date vehicle historvto assist in determining life cycle and establishing replacement schedules. ,. Emergency Response Activities include ~espons-e to requests from businesses, intiustnes, pOlice, fire and other City departmer.~ with spec!al attention to spilis (identification and cfeenLlp) and traffic control. J. Special Events Activities include: traffic control for special events (Worfd Cup Soccer and the Black and 'Nhite BEll); support to Community Services for scheduled events (Facilities Management and Operations) and participation in events such as Earth Day ,Recycilng and Environmentai Compliance).