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Staff Report
City Council
Item No. 1.A
Meeting Date: March 15, 2023
From: John Corella, Director of Engineering/Public Works Title: Staffing Review of the Engineering and Public Works Staffing and Budget Review
City Council
RECOMMENDATION:
The Staffing Review of the Engineering and Public Works Staffing and Budget Review is presented for City Council information, discussion and direction only.
BACKGROUND:
As part of the Fiscal Year (FY) 2023/2024 and 2024/2025 biennial budget process and timeline, this is the opportunity to brief the City Council and our constituents on the roles and responsibilities of the Engineering and Public Works Department. The Engineering and Public Works Department has been traditionally comprised of two (2) divisions, Engineering and Public Works. As the Development Services Department will be restructured with an Administrative Division within the Department’s upcoming biennial budget, similarly, the Engineering and Public Works Department is restructuring to include an Administrative Division and will include the Director of Engineering and other Department level staff, rather than being included in the Engineering Division’s budget.
As background to the recent bolstering to meet service needs, this past September 2022, the City Council authorized new positions to be added to the Engineering Division and reclassification of existing positions in both the Engineering and Public Works Divisions. The positions and reclassifications authorized for each Division were as follows:
POSITION DIVISION NEW OR RECLASSIFIED
Land Development Engineer Engineering New
Analyst I/II Engineering New
Engineering Technician I/II Engineering New
Administrative Assistant I Engineering New
Assistant Engineer Engineering Reclassified
Fleet Coordinator Public Works Reclassified
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DISCUSSION:
The following table compares authorized staffing in the Engineering and Public Works Department in FY 13-14 to the present. The table shows the staffing reductions made in June 2020 due to the COVID revenue reductions, which resulted in the elimination of 5.8 positions, the adopted FY 22-23 budget and the current authorization including the amendments made in September 2022. The FY 13-14 numbers are from the printed budget revised only to reflect organizational structure changes that have occurred in the interim.
FY13-
14 FY20-
21 COVID
FY22-23
Adopted
Current (Incl.
Sept.
amendments)
Change
from
FY13-14
Engineering 5.3 4.5 5.0 11.00
Public Works 18.0 13.0 15.0 13.0
Engineering/Public Works
Total 23.3 17.5 20.0 24.00 3.0%
The additional staffing that had been authorized in September of 2022 is reflective of the increase in funding for Capital Improvement and Grant Projects, increased regulatory compliance requirements, the increase in private development activity and for continued support of the Council’s goals related to both Public Works and Engineering, especially as they relate to getting Engineering aligned with predicable development processing.
Public Works Administration
Public Works Administration includes the following positions:
•Director of Engineering
•Administrative Assistant I
The Public Works Administration Division is responsible for managing the overall strategic needs to accomplish the goals of the Engineering and Public Works Divisions, strategic initiatives coordination internally and with outside agencies (e.g., Varner Road Task Force), improving public outreach, grant fostering, etc.
In conjunction with the City’s Strategic Initiative to “make the development process have predicable outcomes for the applicants,” Administration will work with Engineering and the Planning, Economic Development and Fire Departments to complete the initiative’s intent and goal by successfully hiring a Land Development Engineer and in the interim, find skilled consultants to fill the void.
Engineering
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The Engineering Division includes the following positions:
•City Engineer
•Land Development Engineer
•Development Project Manager/Chief Inspector
•Assistant Engineer (x3)
•Analyst I/II
•Engineering Technician II
•Engineering Technician I
The City Engineer position filled in September of 2022, prior to the new position authorizations, is now guiding the Engineering Division and its employees in completing, and not limited to, Capital Improvement Program (CIP) plan, the Community Development Block Grant (CDBG) Program, new development project integration and all the other regulatory and ministerial work required of the City. As stated above, when filled, the new Land Development Engineer will be integral to working with the City Engineer ensure a predictable development process.
Overall, the Engineering Division has numerous responsibilities and functions covering a wide range of areas supporting the City and other departments in day-to-day operations. These responsibilities range from coordinating the funding and design of roads, bridges and other major infrastructure projects in the implementation of the CIP plan, issuing permits, and providing our constituents with answers to their questions related to public works.
Working closely with the Development Services, Economic Development and Fire Departments are key responsibilities of the Engineering Division to facilitate developers completing the entitlement process while maintaining adherence to required codes and standards. After the entitlement process has been completed, Engineering continues to work with the developer on the construction portion of their project until it is completed.
Engineering is responsible for issuing permits for grading and encroachments for public improvements including streets, alleys, sidewalks, curbs and gutters, storm drains, traffic signals and streetlights. Evaluating and issuing permits for the local utilities, such as Frontier, Spectrum, The Gas Company and Southern California Edison (SCE), are included in day-to-day duties.
Engineering also takes the lead in evaluating and submitting applications for grants that have historically bolstered the City’s infrastructure at reduced costs or even no cost.
Grants issued through the Highway Safety Improvement Program (HSIP) cycles have provided significant funding for many traffic safety improvements around the City with applications continuing with each grant offering cycle. Other grants successfully awarded improve our constituent’s quality of life, the latest being the State of California Dream Homes Park grant. The Highway Bridge Program (HPB) grants have provided the City with bridge projects the City could not otherwise afford.
Engineering manages several support consultants, who substitute for not having a full- time employee licensed or an expert in a particular skill set. These include on call traffic engineers, general City engineering support consultants, Federal contract support consultants, material testing services, surveying services, plan check consultants, Cathedral City Page 4 of 14 Printed on 3/9/2023
National Pollutant Discharge Elimination System (NPDES) inspection services, CDBG services and labor compliance consultants. These consultants may also produce plans and specifications for larger CIP or grant projects.
Engineering coordinates and manages several programs providing funding for the City, such as the CDBG and SB-1 Programs, other programs that are unfunded and are required by regulatory agencies such as the environmental and water quality NPDES Program, the Dig Alert Program, South Coast Air Quality Management District (SCAQMD) PM-10 program, the Federal; Emergency Management Agency (FEMA) flood insurance program and others.
Engineering is also responsible for interacting with numerous public and private outside agencies. Working with Coachella Valley Association of Governments (CVAG), Riverside County Transportation Committee (RCTC), Southern California Association of Governments (SCAG), Cal Trans, Federal Highway Administration (FHWA), Desert Healthcare District (DRD), Housing and Urban Development (HUD), the County of Riverside, Coachella Valley Water District (CVWD), Desert Water Agency (DWA), Riverside County Flood Control District (RCFCD), Agua Caliente Band of Cahuilla Indians (ACBCI), neighboring Cities, The Gas Company, SCE, various utility providers, APWA Utilities Committee, Desert Valley Builders Association (DVBA), BIA, State/Federal Parks and many others key to our success.
The Engineering Division’s duties are varied and depending on the complexity of the task, additional time and resources are pulled from one area to bolster another to complete it. The Engineering Division’s duties, and not limited to, are shown in the table below.
ENGINEERING FUNCTIONS Approx. %
• Project, Design and Construction Management
oCapital Improvement Projects (CIP)
▪HBP projects
•Bridges
▪SB 1 projects
•Roadway projects
▪MOE projects
•Roadway projects
▪CDBG projects
30%
•Low mod area improvements
▪HSIP projects
•100% Grants
▪ATP projects
•Participatory Grants
▪Assessment District funded projects
▪Other Grant funded projects
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• Development Services
oEntitlement support
▪Studies/plans review
•Traffic
•Soils
•Phase I/II
•Hydrology
•SWPPP
•WQMP
•Conditions of approval
•Etc.
oPermits
▪Grading
▪Encroachment
oPlan checking
▪Tract maps
▪Parcel maps
▪Grading plans
▪Street improvement plans
▪Cannabis facilities
▪Single family homes
▪Commercial
oInspection services
30%
• Program Management
oPavement Management Program
oNPDES (stormwater programs)
▪General compliance upgrade requirement
▪Commercial compliance
oFEMA
▪Flood plain management
▪Flood insurance
▪FIRM mapping
oCDBG
▪Annual Action Plan
▪Sidewalk Assistance Program
oSB 1
▪RMRA
15%
•Reporting
•Accounting
oDig Alert
▪Marking
▪Reporting
oState statutory reporting for contracts
▪DIR PWC-100
oSCAQMD PM-10 monitoring reporting
• Real property management
oRight of way
oEasements
oLot lines
oLand dedications
oAgreements
oProperty acquisitions
10%
• Traffic management
oSignal synchronization/CVAG
oSpeed surveys
▪Traffic Calming
oGeneral plan determinations and compliance
5%
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• Engineering Standards
oRoadways
oTraffic signals
oStorm drains
2%
• Grants
oApplications
oAward implementation management
oGrant reporting to awarding agency
5%
• Consultant Management
oBiennial Contracts
▪Engineering
▪Engineering State/Federal
▪Traffic Engineering
▪Surveying
▪Material Testing
▪Traffic Signal Maintenance
▪Graffiti Removal
▪Illegal Dumping/Homeless Encampment Cleanup
▪LLDs Landscaping
▪Concrete work
▪Citywide Striping
oOthers
▪Grants
▪Specialized RFPs
▪Labor compliance
▪Construction inspection
5%
• Disaster Relief
oStorm Damage
oFEMA
2%
• Commissions and Committees
oParks and Community Events Commission (PACE)
oPlanning Commission
oArchitectural Review Committee
oDevelopment Services Committee
5%
• Other duties
oCounter Service (minimal)
oEmails
oPublic Records Requests
oStaff Reports
oWeekly reports
oConstituent liaison
5%
• Department Initiatives
oDream Homes Neighborhood/Park (ongoing)
oSewer Assessment District outreach
oVarner Road Task Force
oLong range planning
▪City Wide
▪North City
oStaff Development
oCommunity engagement
oTechnology and innovation enhancements
5%
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Engineering Division FY 2023/24 and 2024/25 Budget Request Additions:
Personnel:
•None.
Highlights to increased operating budget above past biennial budget:
•Engineering:
o100-8201: Funding for desks and supplies for approved additional employees, air-conditioned container for plans and flat files to be placed at the Public Works yard to hold required plans and files. o100-8221: Funding for computers for approved additional employees. o100-8228: Scanning services for plans and documents.
o100-8222: Funding for additional computer software programs for additional employees.
o100-8601: Funding for Assessment district support consulting, interim City-wide traffic speed study, sidewalk inventory assessment, outside plan checking and funding for City entryway master plan and wilderness trailhead evaluation study.
Public Works
The Public Works Division includes the following positions:
•Public Works/Environmental Conservation Manager.
•Street Maintenance Supervisor.
•Fleet Coordinator.
•Maintenance Worker II (6).
•Maintenance Worker I (4).
The Public Works Division is further divided into three (4) subdivisions as follows:
•Public Maintenance.
•Parks.
•Fleet.
•Environmental Conservation.
Public Maintenance and Parks
Public Maintenance is managed by the Public Works/Environmental Manager and the Street Maintenance Supervisor. Public Maintenance and Parks crews are all cross trained to perform duties in either area and are assigned duties as needed on a weekly basis.
When specific needs arise, and additional hours are needed to complete a larger or unscheduled task, personnel are shifted to those areas. Additionally, specific personnel demonstrate the ability to take lead on specific tasks with a specific skill set, and Cathedral City Page 8 of 14 Printed on 3/9/2023
for efficiency, are assigned lead on these duties, e.g., irrigation system maintenance, signage maintenance, etc.
Public Maintenance and Parks has numerous responsibilities and functions covering a wide range of areas allowing the City to function on a day-to-day basis. These responsibilities include maintaining roads, signage, medians, right of way areas, storm drains/siphons and City Parks. The maintenance efforts include pothole repairs, crack sealing, trash and debris removal, red curb painting and smaller striping projects, weed and brush removal, street signage installation and replacement and other duties providing our residents of the City a better quality of life.
Public Maintenance and Parks staff work closely with all the other City Departments. Daily and after hours, Public Maintenance and Parks crews are included as first responders to clean up accidents, clean up fire debris, cordon off roadways during flood or blowsand events and address traffic signal malfunctions. Assisting the Communications and Events Manager, Public Maintenance and Parks staff are responsible for set up and clean up at City events where contractors are not hired to do the same.
Public Maintenance and Parks coordinates with Engineering on preparing the biennial contract for Illegal Dumping and Homeless Encampment Clean Up, manages the contract and works with the Police Department’s Homeless Liaison officers. Public Maintenance and Parks coordinates daily with Burrtec on illegal dumping clean ups throughout the City and with our Graffiti contractor.
Public Maintenance and Parks is responsible for maintaining the roadway medians, roadway parkways and the parks, except those managed by the Facilities Division Town Square and the Amphitheater). This maintenance involves mowing the grass, reseeding, trimming bushes and trees, adjusting and repairing the irrigation systems, trash removal, playground equipment maintenance and cleaning and maintaining bathroom areas. Public Maintenance and Parks is also responsible for managing the landscaping contract servicing the 16 Landscaping and Lighting Districts set up within the City.
The City’s traffic signals are under the responsibility of the Street Maintenance (non- General Fund) to operate and maintain, with Staff members being trained to perform basic safety functions to secure the signals in the interim period before the Traffic Signal Maintenance Contractor arrives on the site.
The Public Maintenance and Parks program handles both scheduled activities and those that are unexpected, e.g., emergency, special requests and urgent. These activities also involve the public submitting an average of 75 Government Outreach (GO) Requests per week tor Public Maintenance and Parks to process and manage. In addition, Public Maintenance works closely with Code Compliance on matters involving public infrastructure.
The Public Maintenance and Parks duties, include, but are not limited to, those shown in the table below.
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Public Maintenance and Parks Functions Approx. %
• Streets
oRoadway maintenance
▪Potholes
▪Small striping projects
▪Small crack sealing projects
▪Debris removal
oMedian maintenance
oStorm drains maintenance
oRight of way cleanup/maintenance
▪Weed/brush removal
oStreet signage maintenance
51%
• Program Support
oHomeless Encampment cleanup contract management
oGraffiti contract management
oIllegal dumping support
oLLD management (12 districts)
oTraffic signal maintenance contract management
oShopping cart program
oMy Cathedral City app support
8%
• Emergency Response
oTraffic accident clean-up
oFire debris clean-up
oFlooding events response
oBlowsand events response
oTraffic signal malfunction response
5%
• Park maintenance
oMowing parks
oReseeding parks
oTrimming bushes/trees
oParks trash removal
oIrrigation system management
37%
• Special parks projects
oOrganized sports agreement
▪AYSO
▪Xtreme Baseball/Softball
oSpecial parks grant support
oPark remodeling assistance
3%
• Commissions
oParks and Community Events Commission
4%
Fleet
Fleet is facilitated by the Fleet Coordinator position. This is a hands-on position organizing, coordinating and managing tasks to monitor, maintain and improve Cathedral City transportation processes while maintaining Public Works, Police Department, Fire Department, and City Hall assigned vehicles, pool vehicles and other equipment.
Specifically, Fleet schedules and maintains corrective and preventative maintenance on all vehicles and the ordering and overseeing of repairs on vehicles and equipment. Fleet coordinates with the Finance Department and other Departments on the purchasing of vehicles and equipment in conjunction with budget approvals and may Cathedral City Page 10 of 14 Printed on 3/9/2023
prepare City Council Staff Reports and presentations for fleet and equipment purchases.
Fleet continues to implement maintenance methods to reduce cost and improve efficiencies. In conjunction with these improved methods, Fleet provides continual updates on budgeting, scheduling, maintenance, and fleet progress reports. Fleet also manages license and registration requirements along with yearly smog inspections.
Fleet is coordinating the implementation of the new fuel pumping equipment and corresponding Fuel Management Program. Additionally, Fleet is continuing to implement new and/or revised Fleet Policies and Procedures.
Fleet is tasked with researching the use of electric vehicles within the fleet and the potential implications this would have on each department. This includes analysis on service lives of equipment/batteries, performance, range and durability. Additionally, preliminary research includes the optimal siting of EV charging stations within the City, including installation and equipment costs, power limitations, cost recovery, etc.
Fleet’s duties, include, but are not limited to, those shown in the table below.
Fleet Functions Approx. %
• Vehicle maintenance
oPolice Department
oPublic Works
oFire Department
oCity Hall vehicles
▪Assigned
▪Pool
65%
• Equipment maintenance
oPublic Works
oPolice Department
oFire Department 10%
• Vehicle and equipment replacement
oAll Departments
5%
• Regulatory requirements
oLicenses
oRegistrations
oSmog
oOther vehicle or equipment certifications
oDOT annual inspections
5%
• Fleet initiatives
oFuel Management
▪Pumps and related equipment
▪Software support
oFleet policies and procedures
oEV vehicle integration
oCitywide EV charging integration
oCommunity Engagement
oTechnology and Innovation Enhancements
15%
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Environmental Conservation
Environmental Conservation is managed and implemented by the Public Works/Environmental Conservation Manager. At the core, Environmental Conservation coordinates and maintains the annual solid waste contract with Burrtec, including amendments to the agreement and updates as regulations change. AB 939 is the legislation driving the City’s approach and focus on source reduction, recycling, composting and environmentally safe landfill disposal of solid waste.
There are numerous programs Environmental Conservation is involved with that are either mandated or selected which allow the City to comply with the 50% waste diversion numbers that need to be maintained on an annual basis. These programs include:
•Xeriscape/Grasscycling
•WaterSmart Landscapes Grant Program
•Smart Irrigation Controller Rebate Program
•Backyard and On-Site Composting/Mulching Educational and Give-Away Program
•SB 1383 Commercial Organics Recycling Program
•SB 1383 Residential Organics Recycling Program
•S.C.R.A.P. Gallery Programs
•Cathedral City Environmental School Educational Program •Community Gardens and Tree Planting Programs
•Multi-Family Recycling and Large Item Collection Programs •Government Source Reduction Programs
•Material Exchange/Thrift Shops
•Residential Curbside Recycling
•Residential Buy-Back
•Stop Identity Theft Community (Shredding) Programs
•Seasonal Special Collection
•Electronic and Tire Weekly Recycling Event
•Residential Curbside Green Waste Collection
•Bulky Item Collection Programs for Residential and Commercial •Concrete/Asphalt/Rubble Recycling and Reuse Programs
•Print (Brochures, Flyers, Guides, News Articles)
•Household Hazardous Waste Facility
•Sharps Disposal by Mail and Weekly Collection Program
•Takeaway Medication Disposal Program
Environmental Conservation’s duties, include but are not limited to, those shown in the table below.
Environmental Conservation Functions Approx. %
• Solid waste management
oBurrtec contract maintenance
oBulky items pickup
oIllegal dumping coordination
15%
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• SB 1383 programs
oCommercial Multi Family Recycling and Organics Collection Programs.
oResidential Recycling and Organics Collection Programs (cart color changes, cart labeling, organics recycling).
oEdible Food Recovery Programs.
oProcurement (Mulch/Compost) Requirements.
20%
• Other waste diversion programs
oCathedral City WaterSmart Landscapes Grant Program.
oS.C.R.A.P. Gallery and School Environmental Education Program. oMonthly Shredding and 55+ Community Shredding Program. oWater Conservation Projects.
oWeekly Community Electronic, Tires, Sharps and Medication Program.
25%
oMulti Family Community Cleanup and Recycling Events.
• Reporting requirements
oGrants
oAB 939 Annual Report and Record Keeping.
oSB 1383 Reports and Record Keeping.
oAir Quality Annual Report.
oGrants: Bottle/Can Collection Grant, Air Quality Grants and Bicycle Education Grants.
oPermits: record keeping and annual permit submittals to operate recycling collections programs: Hazardous Waste Collection, Tires, Sharps, Medication etc.
20%
• Environmental initiatives
oSource Reduction Programs.
oRecycling and Reuse Programs.
oComposting Programs. 20%
Public Works Division FY 2023/24 and 2024/25 Budget Request Additions:
Personnel New:
•Analyst I:
oThe Analyst I position would be funded from the 246 Solid Waste (Environmental) Fund. This position is key to being able to perform duties currently being performed by the Public Works/Environmental Conservation Manager that can be performed by a non-manager at an appropriate pay grade. This will free up the Public Works/Environmental Conservation Manager to be able to perform higher lever tasks, completing Strategic Initiatives and focus on other areas, e.g., grants, improving operations and public outreach.
The Analyst I will be responsible for coordinating the following programs/projects:
▪Multi Family Communities Bulky Item Pickups.
▪Illegal Dumping Coordination.
▪Edible Food Recovery Programs.
▪Procurement (Mulch/Compost) Requirements.
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▪Cathedral City WaterSmart Landscapes Grant Program.
▪Monthly Shredding and 55+ Community Shredding Program. ▪Weekly Community Electronic, Tires, Sharps and Medication Program.
▪Multi Family Community Cleanup and Recycling Events.
▪AB 939 Record Keeping.
▪SB 1383 Record Keeping.
▪Air Quality Annual Report.
▪Grants: Bottle/Can Collection Grant, Air Quality Grants and Bicycle Education Grants.
▪Permits: record keeping and annual permit submittals to operate recycling collections programs: Hazardous Waste Collection, Tires, Sharps, Medication etc.
Position Reclassifications:
•Maintenance Worker I to II – two (2) positions:
oThis reclassification is to promote two (2) current long time Maintenance Worker I personnel to Maintenance Worker II positions. This request is personnel specific for two long time employees demonstrating they are able to work with minimal supervision and can lead in performing overall landscaping maintenance operations with the skills to repair existing landscaping systems.
These personnel are also adept to be able to take on the lead for any street maintenance work required for them to perform as needed. These skill sets are valuable to the City as personnel attrition over the years and pending retirements are continually diminishing the knowledge base within the Public Works crews. If either of these personnel were to leave the City (e.g., retirement), the vacant position would revert to Maintenance Worker I position.
Highlights to increased operating budget above past biennial budget:
•Public Maintenance Fund:
o100-411-8201: Funding for dog waste station supplies and Ocotillo baseball.
o100-411-8301: Funding for retention basin drain upgrade project, median upgrade projects, City owned sidewalk repairs, increase blowsand removal costs, increase in graffiti removal costs.
o100-411-8401: Increase in vehicle maintenance costs.
o100-411-8601: Grant and small project consulting, funding for City entryway master plan and wilderness trailhead evaluation study. •Parks Operating Fund:
o100-511-8301: Increase in baseball field maintenance at parks, parks equipment and fixtures maintenance upgrades, parks, and turf maintenance.
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o100-511-8601: Funding for Pool, DRD information programs and a City Parks Masterplan update.
•State Gas Tax Fund (241) and Measure A (243):
o241-8301: Funding for City-wide pavement striping and blowsand mitigation and median fencing maintenance.
o241-8601: Sign consistency, inventory, and sidewalk inventory assessment.
o243-8301: Funding for permissive traffic signal upgrades project, blowsand mitigation, City-wide pavement striping and median fencing maintenance.
•Solid Waste Operating (Environmental) Fund:
o246-8221: Computer equipment for new employee.
o246-8301: Additional compost spreading for City landscaping. o246-8601: Update Climate Action Plan with an EV Charging Implementation Plan component.
o246-8658: Rio Vista blowsand removal program.
FISCAL IMPACT:
The original published budget for Engineering, Public Maintenance (Public Works) and Parks for FY 22-23 was:
•Engineering: $2,002,270
•Public Maintenance: $886,634
•Parks: $923,026
The total amended budget for Engineering, Public Maintenance (Public Works) and Parks for FY 22-23 reflecting amendments through 12-31-2022 is $4,355,247 was:
•Engineering: $3,666,601
•Public Maintenance: $910,779
•Parks: $2,265,157
This Staffing Review of the Engineering and Public Works Staffing and Budget Review is presented for City Council information, discussion, and direction.