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FINAL OPP-THE RT REPO i PUBLIC WORKS DEPARTIA NT Quo *w
ASSESSMENT - -
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PISMO BEACH , CA
METHODOLOGY
KEY ISSUES & FINDINGS
OPERATIONAL REVIEW
ORGANIZATIONAL STRUCTURE AND STAFFING REVIEW
QUESTIONS & DISCUSSION
inPUBLIC WORKS DEPARTMENT ASSESSMENT
ASSESSMENT METHODOLOGY
Operational Review Organization/Staff Review Final Report To understand how the city To gain insight from all staff To understand how the city compares to other communities regarding operational performance, compares to other communities and and industry best practices. workload, challenges, and industry best practices. improvement opportunities.
Current State Assessment Staff/Stakeholder Input Best Practices Assessment Assessment of operational Assessment of operational practices, To gain insight from all staff practices, staffing allocations, and staffing allocations, and productivity regarding operational performance, productivity based on staff based on staff interviews and data workload, challenges, and interviews and data collection. collection. improvement opportunities.
V9PUBLIC WORKS DEPARTMENT ASSESSMENT 3
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ASSET USE OF
MANAGEMENT TECHNOLOGY
STANDARD REACTIVE
FINDINGSKEY ISSUES & OPERATING
MAINTENANCE
PROCEDURES000
� II�II
ORGANIZATIONAL OPERATIONAL
STRUCTURE LEADERSHIP
�� PUBLIC WORKS DEPARTMENT ASSESSMENT4
Fa OPERATIONAL REVIEW
DEPARTMENTAL
MANAGEMENT
wasp " Analysis of the management and operational
practices of the Public Works Department and
recommendations to improve overall efficiency
and effectiveness.
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PUBLIC WORKS DEPARTMENT ASSESSMENT
DescriptionPractice Statement
Organization Management
Mission,Vision,&VaLues Statements are developed. Mission-What do we do.Vision-Why do we do it.Values-How do we do it. Yes All are stated in the New Employee Manual Statements
PoLicies and Procedures Agency has developed and follows policies and procedures. Some policies and SOPs in the New Employee Manual.
Agency develops procedures to ensure operators/drivers have appropriate training,licenses,and certification. Yes Staff are encouraged to obtain licenses and certifications in their field. It • • is a requirement in the utilities section to have proper license.
Licenses,and Certification
All supervisors are provided with training in supervision,leadership,and employee relations. Yes New Employee Manual states all supervisors must attend leadership Supervisory Training trainingwhen promoted.
A position classification plan identifies objectives,positions,duties,titles,qualifications,responsibilities,and There are set classifications with clear objectives and duties. Although provisions for reclassification. several of the classifications are older and need to be updated.
A career development program identifies the procedure for progressing within the agency and the necessary skills No Job descriptions include requirements, but there is no program. Certain required to perform agency tasks. Plans for succession within departments are developed to meettheagency's positions can only be obtained when there are vacancies, making career Succession Manning changing structure. growth difficult.
Communication
Communication with Governing Procedure established for formal and informal communication with governing boards and commissions. There are weekly meetings between management and staff and informal Boards daily meetings,but no established procedure.
Procedure established for receiving,responding to,and recording action taken on verbal orwritten complaints, Work orders are supposed to be entered and completed in iWorQ yet the inquiries,and requests for services. system is not being used to its full capacity. Pismo Pulse is another CRM Service Requests but requests are not tracked in a central software.
Meetings are scheduled,or alternative forms of communication are developed to disseminate essential information Yes Communication with Staff to staff.
Asset Management
An asset management policy with overarching principles is established to guide agency staff on their responsible No The City has no asset management policy.
Asset Management PoLicy assets.
Asset management objectives are established to begin the implementation of the agency's asset management No Asset Management Objectives policy.The objectives are broad enough to cover all physical assets forwhich the agency is responsible.
All assets for which the agency is responsible for managing are inventoried,with locations mapped for static Figuring out the actual assets the City is responsible for was difficult for Asset Inventory elements and inventories updated. staff to produce.
A record of the condition of all assets for which the agency is responsible for managing is maintained and updated. No There is limited asset condition information,such as PCI reports.
AssetCondition
An inspection schedule establishes the time and frequency of inspection for all assets for which the agency is No Most Maintenance and inspection of assets are done on reactive basis.
Asset Inspection ScheduLe responsiblefor managing.
RECOMMENDATIONS
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Develop and adopt performance Develop SOPs, workflows, and Compile the Department's policies targets and measures and report on reference guides to capture the and SOPs into a manual(s) that will the performance of all functions tasks performed by the Department be available electronically and routinely updated
O
Establish protocols for Implement an asset management communication with Governing program and an asset management Boards, the Media, the Public, and software to modernize the approach Staff. to the asset management.
V9PUBLIC WORKS DEPARTMENT ASSESSMENT $
ASSET
MANAGEMENT
Set Asset Develop
Management Inventory Set Service Maintenance Develop CIP Report on Policy & Assets Levels Activities & & Financial Activities Objectives Work Strategies
Schedules
vaWORKS
ENGINEERING
.Y
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Best Management Practices in Infrastructure
Planning, Engineering Management, Bridges
and Right-of-Way Management
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PUBLIC WORKS DEPARTMENT ASSESSMENT
RECOMMENDATIONS
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INFRASTRUCTURE PROJECT DELIVERY ENGINEERING SOPS
PLANNING
Formalize a process to ensure The Engineering Division New Engineering should formalize operations and maintenance Employee manual contains its procedures on project are considered and information relevant to all scoping and project design operations personnel are staff and should be retitled to including requirements for involved in the planning and an Engineering Manual. The plan reviews, field inspections, design stages of Project Delivery section and construction oversight. infrastructure planning. should be expanded to
include additional
information, forms, and
checklists on project scoping,
design, bidding, and
construction.
faPUBLIC WORKS DEPARTMENT ASSESSMENT
UTILITIES
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fin a■0 Best management practices related to water, wastewater, and stormwater maintenance and
operations.
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PUBLIC WORKS DEPARTMENT ASSESSMENT
RECOMMENDATIONS
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ASSET PLANNING SYSTEM REPAIR & SOPS MANAGEMENT REPLACEMENT
Implement an asset Develop and maintain A program focused on For the general management program planning documents to the repair and operation and steps specific to the guide the operations replacement of the maintenance of the planning, scheduling, and maintenance of the utility systems, including utility systems. and reporting of utility syst.ms an annual replacement operations and fund for the
maintenance work replacement of utility
activities of Utilities. infrastructure .
V9PUBLIC WORKS DEPARTMENT ASSESSMENT 13
PUBLIC FACILITIES
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Best management practices related to facility
and fleet management and streets and parks
management, maintenance, and operations
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PUBLIC WORKS DEPARTMENT ASSESSMENT
RECOMMENDATIONS
FACILITIES FLEET TRAINING
Develop a replacement schedule for Develop a fleet replacement plan. Develop a formal training program all major facility components. and provide certification Create a policy that covers vehicle
operator inspections and track expectations for maintenance those inspections. workers.
ASSET MANAGEMENT SERVICE REQUESTS SOPS
Implement an asset management Implement a system for service For the general operation and program steps specific to the request management to maintenance of streets, parks, fleet planning, scheduling, and reporting consistently and timely organize, and facilities. of operations and maintenance track, and report on requests. work activities of Public Facilities.
F9PUBLIC WORKS DEPARTMENT ASSESSMENT is
RECOMMENDATIONS
PARKS PLAYGROUNDS
Develop a Parks Master Plan that Develop a preventative incorporates resident's input, assets, maintenance schedule for maintenance plans, and future park playgrounds and other park development. amenities.
TRAFFIC SIGNS & PAVEMENT
MARKINGS BEACHES
Develop a proactive plan to Develop a comprehensive Beach maintain and replace traffic signs Management Plan that includes and pavement markings. assets, maintenance schedules, and future beach development.
F9PUBLIC WORKS DEPARTMENT ASSESSMENT 16
ORGANIZATIONAL STRUCTURE
& STAFFING ASSESSMENT
DEPARTMENTAL
A
MANAGEMENT
Assessment of the staffing and organization of
the Department in its entirety. Review of the
overall structure of the department and the
executive and administrative staffing.
4-0.
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PUBLIC WORKS DEPARTMENT ASSESSMENT
RECOMMENDATIONS
LEADERSHIP OPERATIONAL LEADERSHIP ENGINEERING DIVISION Move the physical office location of Declassify the Water, Wastewater, Reclassify the Engineering Manager the Public Works Director to the Streets, and Parks Lead Workers to to the City Engineer. maintenance facility to provide daily Supervisors. Add a Fleet and Facility leadership and oversight of Supervisor position.
Maintenance & Operations.
COMMUNITY
ENHANCEMENT ADMINISTRATIVE SUPPORT OPERATIONS SUPPORT Add a Community Enhancement Add a Permit Technician to lead Add an Asset / GIS Analyst and a team to focus on the cleanup and customer service in the City and Management Analyst position for specialty projects in the Downtown. assume responsibility for Maintenance & Operations. engineering permits.
F9PUBLIC WORKS DEPARTMENT ASSESSMENT 19
Public Works
Director
Engineering Maintenance&
Operations
City Engineer Management Asset/GIS Analyst Analyst(new FTE) (new FTE)
Senior Permit Technician Utilities Public Facilities Management new FTE
Analyst ( ) Manager Manager
Construction
Services Office Assistant Regulatory
Capital Projects Administrative
Senior Engineer Manager Coordinator PT to FT Compliance Secretary ( ) Coordinator
Plant Mechanic Facility and Fleet Streets Supervisor Parks Supervisor Supervisor (new FTE) (new FTE)
Water System Wastewater Maintenance Maintenance Community Maintenance Fleet Mechanic(2) Supervisor
Su Supervisor Worker (5) Worker(4) Enhancement Worker(Facilities) p Lead Worker (2) (1 new FTE)
Promotion or Water System WW Plant Operator Part-time "floating" Maintenance change in Position Operator(3) (4) Maintenance Worker (2) Worker(4)
New FTE
ENGINEERING
.Y
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Organizational structure and staffing analysis of
the Engineering Division
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PUBLIC WORKS DEPARTMENT ASSESSMENT
FINDINGS &
RECOMMENDATIONS
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CONSTRUCTION RECRUITING & STAFFING
RETENTION
Add a Construction Services Consider options to allow With the exception of the Coordinator to assist the Engineering and other construction position, staffing Engineering Manager with professional and in the Division is adequate. oversight of construction administrative staff located at administration and inspection City Hall the option to work a and other related hybrid schedule.
construction activities.
V9PUBLIC WORKS DEPARTMENT ASSESSMENT 22
UTILITIES
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Organizational structure and staffing analysis of
Utilities
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PUBLIC WORKS DEPARTMENT ASSESSMENT
FINDINGS &
RECOMMENDATIONS
WORKLOAD PLANT STAFFING
MAINTENANCE
Limited workload tracking Add a Plant Mechanic Staffing adequate. Additional and reporting occurring. position to add capacity for leadership with Supervisor Additional preventive the storm and sanitary positions. maintenance needed. workload.
V9PUBLIC WORKS DEPARTMENT ASSESSMENT 24
PUBLIC FACILITIES
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Organizational structure and staffing analysis of
Public Facilities
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PUBLIC WORKS DEPARTMENT ASSESSMENT
FINDINGS &
RECOMMENDATIONS
WORKLOAD ORGANIZATION STAFFING
Limited workload tracking Add a Fleet & Facility team Staffing additions and re- and reporting occurring. and a Community allocations recommended.
Additional preventive Enhancement team.
maintenance needed.
V9PUBLIC WORKS DEPARTMENT ASSESSMENT 26
PUBLIC FACILITIES STAFFING SUMMARY
• Existing = 16 full time + 5 part time = 18.5 FTE • Streets 5 MW + Supervisor
• Parks 4 MW + Supervisor
• Community Enhancement 1 Lead + 2 MW
• Fleet & Facilities - new Supervisor
• Fleet - 2 Mechanics
• Facilities - 2 MW
• Proposed = 21 FTE - Add of 2.5 FTE
V9PUBLIC WORKS DEPARTMENT ASSESSMENT 27
Va QUESTIONS & DISCUSSION