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HomeMy WebLinkAboutPublic Service Board Rules of Procedure FINAL Final May 2, 2018 c . CITY OF LANSING 18 BOARD OF PUBLIC SERVICE RULES OF ADMINISTRATIVE PROCEDURE The following Rules of Administrative Procedure are adopted by the Board of Public Service (hereinafter referred to as the "Board") to facilitate the performance of its duties and the exercise of its responsibilities as set forth in Article 5, Sections 5-105 and 5-106 of the City Charter. SECTION 1.0: OFFICERS 1.1 Organization Election and Tenure of Officers The Board shall organize, at its first meeting following July 1st of each year, by electing one (1) member as Chairperson and one (1) member as Vice Chairperson, and each shall hold office for one (1) year, or until a successor is elected and assumes office. In the event the Chairperson resigns, or is removed by a majority vote of the Board, a new Chairperson shall be elected to serve the remainder of the unexpired term, and the same procedure shall apply for the Vice Chairperson. A Board member shall not hold the office of Chairperson or Vice Chairperson for more than two consecutive years. In the case where no other member is willing to serve as Chairperson, the rule "no more than two consecutive years"may be suspended by an affirmative vote of five members present at a meeting of the Board. 1.2 Duties of the Chairperson and Vice Chairperson It shall be the Chairperson's duty (or in the Chairperson's absence, the Vice Chairperson's) to preside at all meetings of the Board; to see that all orders and regulations are executed and complied with; and to perform such other duties as may be lawfully required by the Board or which the City Council may by ordinance or resolution prescribe as provided for by the City Charter. The Chairperson may appoint standing and special committees as necessary to make an effective administrative and progressive body of this Board and to expedite certain functions of the Board. The Chairperson shall be an ex-officio member of all committees. The Transportation Engineer shall be ex-officio member of all traffic Committees. The Vice Chairperson shall enforce the three (3) minute rule for public comment at the Board meetings, per Section 2.5. 1.3 Election and Duties of Secretary A. The Board shall, at its first meeting following July I st of each year, select a Secretary who shall hold office for one (1) year, or until a successor is selected, unless the Secretary either resigns or is removed by a majority vote of the Board. If the Secretary of the Board is not a member of the Board, then the Secretary must be an employee of the Public Service Department and may accrue compensatory time in lieu of overtime for services rendered. 1 Final May 2, 2018 B. The Secretary shall be responsible for preparing and maintaining the minutes of the Board Meetings. Copies of the proposed minutes shall be distributed to all Board members prior to the meeting at which they will be considered for approval. The minutes of the Board meeting shall be filed in the office of the City Clerk and shall become effective the date of filing. C. The Secretary shall be responsible for keeping record of all the Board's transactions. All communications,petitions and reports shall be addressed to the Board and delivered to the Secretary by mail or in person. SECTION 2.0: MEETINGS 2.1 Regular and Special Meetings The Board shall hold one (1) regular meeting each month to be held on the second Thursday of each month at 11:30 a.m., unless otherwise scheduled by action of the Board, and such other meetings as it deems necessary to carry on efficient and effective policies of the good of the Public Service Department, unless modified in advance by the Board. The Chairperson may reschedule regular meetings as necessary to assure a quorum or to avoid conflict with other meetings. Members must be physically present to be considered in attendance. 2.2 Special Meetings Special meetings may be called at the written request of the Chairperson or of five (5) members of the Board. At least eighteen (18)hours before the meeting, the Secretary shall give public notice of the meeting and shall cause each Board member to be served personally with a notice of the meeting or shall cause the notice to be left at the usual place of residence of the Board member. No business shall be transacted at any special meeting except that stated in the notice of the meeting. Notwithstanding the foregoing requirements for the calling of special meetings, any special meeting of the Board shall be a legal special meeting if all members are present or in the event that any member or members be absent, if all absent members have in writing, waived the requirements that notice be given; provided that a quorum is present. 2.3 Public Meetings All meetings and hearings of the Board; its records, resolutions, transactions, findings and determinations, shall be open to the public, except as otherwise provided by law. The public shall have a reasonable opportunity to be heard or make public comment at all Board meetings open to the public. The name and address of each person addressing the Board will be recorded. All meetings of the Board shall be in accordance with the Open Meetings Act of 1976, P.A. 267 ("Act"), as amended and in effect at the time of such meeting. Public notice of meetings shall be given in accordance with this Act. 2 Final May 2,2018 2.4 Quorum,Motions and Voting A. Five(5)members present shall constitute a quorum for the transaction of business. Electronic presence or voting is not permitted. In the absence of a quorum,those present may adjourn the meeting to another day or maymeet as a Committee of the Whole for the purpose of considering such matters as are on the agenda.No action taken at such a meeting shall be final or official. A majority affirmative vote of members present at any meeting, a quorum being present, is necessary for any action to be effective. B. A consent agenda may be presented by the Chairperson prior to or at the beginning of a meeting. Items may be removed from the consent agenda on the request of any one member. Items not removed may be adopted by general consent without debate. Removed items may be taken up either immediately after the consent agenda or placed later on the agenda at the discretion of the Chairperson. C. The names of the persons making each motion and its second shall be recorded. Any amendment to a motion is by majority vote of the members present. Motions may, and upon request of a member shall, be restated by the Chairperson before a vote is taken. Voting shall be recorded by verbal yeas and nays, unless otherwise ordered by the Chairperson. Every member present shall vote unless disqualified due to a conflict of interest and excused by a five (5) member vote. 2.5 Attendance of Meetings A. Board members shall not absent themselves from regular meetings without having notified the Chairperson or the designated representative. After Roll Call the Chairperson shall ask if there are any excused absences. All Board members shall attend no less than 75% of the meetings nor miss more than three (3) consecutive meetings in a calendar year unless excused. B. After an explanation of excessive absenteeism, any Board member may move to excuse, warn or recommend replacement of a Board member. After an affirmative vote of five Board members at a meeting of the Board, a quorum being present, a recommendation may be made to the Mayor to remove a Board member. C. Such requirements and procedures shall not prohibit a member voluntarily resigning from the Board. 2.6 Meeting Agenda and Order of Business The Chairperson and/or Director of Public Service shall be responsible for preparing an agenda of business along with appropriate visual aid or applicable description of each specific item to be considered at that meeting and delivering same to each member at least five(5)days before each regular meeting. Unless otherwise approved, the Order of Business shall be: 3 Final May 2, 2018 1. Call to Order a. Roll Call b. Excused Absences 2. Adjustments/Approvals of the Agenda 3. Approval of Minutes of Previous Meeting 4. Citizen Comments on Agenda Items (Chairperson may limit comments to Agenda Items provided that opportunity to comment on non-agenda items is provided as set forth at#12 below. Time Limit=three (3) minutes per speaker. 5. Action Items a. Consent Agenda b. Other items 6. Reports from Officers 7. Report from the Director of Public Service 8. Unfinished Business a. Old Business b. Tabled Business 9. New Business 10. Communications and Information Items 11. Items for the Suspension of the Rules 12. Public Comment on Non-Agenda Items Time Limit=three (3) minutes per speaker 13. Adjournment The order of business may be changed by motion and a majority vote of Board members present at any given meeting. 2.7 Other Procedures and Rules Suspension In all matters ofprocedure not covered bythese rules or bytheprovisions ofthe City Charter, the provisions of"Robert's Rules of Order,Revised" shall control, with the exception that the Chairperson shall have a vote. It shall require a vote of five(5) members present of the Board to suspend the Rules of Administrative Procedure. SECTION 3.0 AMENDMENT OF RULES Amendments to the Rules of Administrative Procedure may be initiated by any member of the Board at any regular meeting and voted upon at the next regular meeting. All Board members must be notified of such amendments at least five (5) days before the amendment is to be voted upon. The affirmative vote of five (5) 4 Final May 2, 2018 members present at a meeting of the Board shall be required to amend these Rules of Administrative Procedure. ed As o Form ansi si City Attorney 5/0 /2018 5 BOARD EVALUATION OF PUBLIC SERVICE DEPARTMENT Advisory Board: Public Service Date: Jan. 2, 1980 Name of Agency Supervised: Public Service Department Evaluation Period: From - January 1, 1979 to December 31, 1979 I. Status of Priorities A) As adopted by the Board of Public Service, November 1, 1978, the Department of Public Service's priorities are as follows: 1. To provide and maintain a sanitary sewer collection and disposal program that serves and protects the public health and welfare, and meets State & Federal regulations. 2. To continue required construction and maintenance of a storm water sewer system. 3. To provide for the construction and maintenance of the city's street and highway system for the efficient and safe movement of pedestrian and vehicular traffic. 4. To provide for a solid waste collection program to be as near self support- ing as possible. 5. To provide for required support services to other city departments and activities. The above priorities were implemented and complied with by the Department to the best of their ability within the budget restraints as recommended and approved by City Council. Recommendations by the Board to the existing priorities for the Department are not recom- mended for implementation at this time. B) Based upon the Board's and the Department's priorities, as listed above, the following programs must be expanded: 1. Wastewater Disposal System - Treatment Plant Eight (8) additional positions must be added at the Wastewater Treatment to fully comply with the National Pollutant Discharge Elimination System (NPDES) Permit. Additional positions are as follows: 5 Special Equipment Operators 1 Wastewater Field Supervisor 1 Lab Technician 1 Labor II-B REFERRED TO COMMITTEE ON GENERAL SERVICES page -2- 2. Wastewater Disposal System - Industrial Lab One (1) position, Lab Technician, must be added to improve our monitoring and to check compliance with the City Sanitary Code by industries such that we comply with the NPDES Permit. 3. City's Street and Highway System Additional funding must be appropriated to adequately maintain the City of Lansing's street system, including the street surface, curb & gutter, side- walks, pedestrian overpasses, and bridges. Presently there exists in ex- cess of 38 miles of local and major streets that are rated in a poor to very poor deteriorated surface condition, in excess of 35 miles of deter- iorated curb and gutter, an unknown amount of sidewalk that is in need of replacement, 8 pedestrian overpasses that require sand blasting and paint- ing, two bridges that require removal and replacement (Cavanaugh Rd. and River Street) , and 4 bridges that require major renovation (W. Elm St. , So. Washington, East Shiawassee, and East Grand River Ave.) . Act 51 funds re- ceived from the State of Michigan are not sufficient to fund the above pro- grams. II. Status of Services The Department of Public Service achieved the following in reference to the priori- ties as stated: Wastewater Disposal System - Partially Satisfied Priorities A) The City of Lansing was cited on August 1, 1979 by the Department of Natural Resources for being in violation of NPDES Permit MI 0023400, and as a result has suspended all future sanitary sewer permits for extension of sewers for new developments effective August 2, 1979. The Department has corrected and complied with four (4) of the violations as stated, but has been unable to com- ply with the fifth violation which relates to the combined sewers and separated sewers overflows to the river of untreated wastewater, and the dry-weather over- flows and the operation and maintenance of the City of Lansing's regulators and pump stations. The major problem that prevents the Department from correcting the above viola- tion is the completion and approval of the Facilities 201 Plan, and the subse- quent Sewer System Evaluation Surveys (SSES) that are required to pinpoint the problems that need corrections, and the related financing that- is required to complete the entire project. The DNR is requesting specific schedules for im- plementation, and a commitment by the City of Lansing to proceed in certain areas without the aid of EPA Grants to partially fund said projects. B) The current budget has appropriated partial funds ($100,000) to implement Step II Design Phase for the Red Cedar segment, but this phase cannot feasibly be im- plemented until after the Facilities 201 Plan is approved. Funds for the re- placement of the Jolly Road pump station, and partial funds for the replacement of the Edgemont pump station were approved. In addition, funds were approved for adding an additional two-man crew for maintenance and repair of all regula- tors and diversion chambers within the city. page -3- C) The Department must recommend additional funds be budgeted for the total cost oT� the replacement of the Edgemont pump station, and sufficient funds to start the implementation of Step II - Design Phase for the entire city of the Facili- ties 201 Plan. Additional funds may have to be requested for the initial design phase in specific areas prior to EPA Grant monies becoming available. Public Works Division - Partially Satisfied Priorities A) The Public Works Division, including contracted projects, with support of the Engineering staff, completed 25 construction projects totalling over 7 Million Dollars. The major factor that limited the amount of work was the lack of funds for resurfacing, curb and gutter repair, sidewalk repair and new construction. The Department requested $1,887,500 for heavy main- tenance, and received $1,352,500 - $535,000 less than was recommended. No funds were appropriated for the reconstruction of Aurelius Rd. , East Main St. , Holmes Rd. The City of Lansing's existing asphalt plant was closed permanently on Nov. 7, 1979 due to its age, and being in non-compliance with DNR air pollution standards. Funds were requested for the replacement of said plant, but not recommended nor approved in this years budget. Subsequently, a general bond for financing the replacement was placed on the ballot for the citizens approval, which was defeated. B) For the department to maintain its street system in an efficient, effective, and safe condition, it is imperative that funding be approved at the minimum level requested by the department. The replacement of the City of Lansing's Asphalt Plant is required if the city desires to operate in an efficient, effective, and economically feasible manner in resurfacing the existing streets. Funding for major reconstruction and construction of existing and new streets and rehabilitation of bridges are recommended for approval in the fiscal year 1980-81 budget. C) The Board does not recommend the realignment of the Public Works current re- sources to provide a more affective achievement of priorities with the ex- ception of improving quality control by the supervisors performing said work. D) The implementation of cold planing existing streets, when required, prior to resurfacing and curb and gutter repair, rather than machine stripping, was cost effective. The material salvage from the cold planing was stock- piled and reused for base course, shoulder material, and recycled as hot mix during the winter months for repair of potholes and utility cuts. This program is recommended to be continued in the amount requested by the depart- ment. Solid Waste Division - Did Not Accomplish Priorities A) "To provide for a solid waste collection program to be as near self supporting as possible", was addressed in Mayor Grave's report dated November 14, 1979 to Lansing City Council. The Board concurs with the Mayor's report, and the attached analysis within the report from James W. Dowsett, Finance Director. page -4- B) The existing revised budget does not eliminate the substantial amount (estim- ated $635,000) that the General Fund will have to subsidize the program during the 1979-80 fiscal year. An adjustment in the price of the bags must be im- plemented as soon as possible for the program to become self-supporting in the future under the same format. C) It is recommended that the department place a very high priority on evaluating the route distribution, and the acquisition and the placement of the one-man packer trucks into full operation. The acquisition of mobile radios within each packer will provide closer supervision of each crew, and will make it possible to reassign trucks to routes where required more readily. Service Garage - Partially satisfied Priorities A) The Service Garage operation achieved the majority of its goal during the past year. All vehicles and mobile equipment were maintained in a satis- factory manner with a minimum amount of downtime. All equipment that was approved for purchase in the fiscal year, has been purchased or is in the process of being purchased, with the exception of the D-4 Caterpillar (de- pends on the status of the asphalt plant) , Front-End Dump Loader (revaluat- ing the sweeping operations) , and the Equipment Haul Trailer (reevaluating the need and specific type required) . B) The current budget is adequate to meet the needs of .the Service Garage as a support service. C) To more effectively provide the services at the least minimum cost, the department must fully implement and document their preventative maintenance program for all equipment. All production workers time must be properly accounted for to achieve a high degree of performance. III. Five Year Goals A) The Department of Public Service's five year goals are divided according to the Divisions on page 5 thru 19 as follows: Division or Section Page Wastewater Division 5-7 Refuse Division 8-11 Public Works Division 12-14 Service Garage 15-16 Administrative & Engineering 17-19 WASTEWATER DIVISION FIVE YEAR GOALS A. FIVE YEAR GOALS B. ADVANCES MADE DURING C. RESOURCES CURRENTLY D. ARE R S UR L T OF EVALUATION PERIOD (1979) ALLOCATED FOR ACHIEVE- COMMENSURATE WITH WHAT BOARD DIVISION. TOWARD ACHIEVEMENT OF GOALS. MENT OF GOALS. CONSIDERS AN EQUITABLE ALLOCATION? s k E 1. Implementation of 1. Infiltration/Inflow study 1. Asst. Director Public Resources Equitable. Facilities 201 completed on full study Service. Plan. area. 2. Superintendent Waste- a.) Step II Design 2. Draft 201 Facilities Plan Water. b.) Step III Con- for study area submitted 3. McNamee Porter & Seeley struction. to DNR for review with Consulting Engineers. Public Hearing scheduled in January, 1980. 3. Sewer System Evaluation Survey completed for the Red Cedar Segment. 2. Upgrade the pre- 1. Two Maintenance Men were 1. Assistant Superintendent 1. Field Supervisor needed to ventative Main- added to staff to maintain 2. Maintenance Supervisor coordinate pumping station and tenance Programs the regulators and diversicn3. 13 Maintenance Men regulator crews and repairs as for the Waste- chambers which has resulted 4. Tools & Vehicles well as establish and implement Water Treatment in improved operation. a preventive maintenance program. Plant, all pumping 2. A start-up services con- 2. Additional staff may be needed stations, regula- tract was started with to allow daily inspection of all tors and diversion McNamee Porter & Seeley as stations while maintenance and chambers. part of a Federal Grant to repairs are being done at sta- establish a preventive tions by separate crew. Maintenance Program at the 3. With progress of 201 Facilities plant. Plan it may be neccessary to split the Assist Superintendent position having one in charge of operations and one for Maintenanc . The Maintenance position should be filled by a mechanical Engineer with expertise to supervise the maintenance program and trouble shoot problem equipment. page -o- 3. Provide proper 1. Repairs were made on an 1. 22 man sewer crew. 1. Extensive work will be completed . maintenance and as needed basis. 2. Equipment & Vehicles. as part of the 201 Facilities repair of all Plan to repair existing sanitary sanitary sewers. sewer problems. 4. Implement a 1. Some sewer rehabilitation 1. 22 man sewer crew. 1. The existing work force is not continual sewer was completed. 2. Equipment & Vehicles. capable of conducting a full rehabilitation rehabilitation project for the program. City, outside help must be used. 2. The 201 Facilities Plan addresses these problems and much of the work will be done through the Grant Program. 5. Provide an effec- 1. Repairs were completed on 1. Superintendent. 1. Staffing is not adequate, need tive and efficient the incinerator induced 2. Asst. Superintendent. 5 additional operators to sludge disposal draft fan allowing it to 3. Special Equip. Operators provide 7 day operation to program. operate the last 5 months (10). reduce sludge volumes in plant. of 1979. 4. Dump trucks (4). 2. Sludge pumps in Zimpro require 2. Continued modifications replacement with more reliable to the FWI sludge pumps units-Addressed in the 201 to gain more reliable Facilities Plan. operation of Zimpro. 6. Improve industrial 1. Industrial monitoring of 1. Superintendent. 1. Staffing is not adequate. Surveilance and non-domestic dischargers 2. Industrial Laboratory Require one Lab Technician to Compliance Program was increased during the Supervisor. free Lab Supervisor from testing evaluation period. 3. Industrial Lab duties to concentrate more on 2. Monitoring of toxic Technicians (2). administrative duties and contact materials in the treatment 4. Utility Mechanic (1). with the non-domestic users. plant was increased. 5. Sampling and analyzing 3. Construction of pre- equipment. treatment facilities at Motor Wheel Corp. and Adams Plating was started. page -7- 7. Provide adequate 1. NONE 1. Superintendent. 1. Training is not adequate for training and 2. Asst. Superintendent. employees, although they learn supervision for 3. Operations, Maintenance specific area operation, their all employees at & Laboratory Supervisors. overall Wastewater training the Wastewater 4. On-the-job training. is nil. A formal program is Treatment Plant. needed with manuals and books and incentive for certification. 2. An additional field supervisor is needed for pumping stations and regulators. 3. Training needs are not limited employees but also supervisors to improve operations and supervisory skills. J�1,11V1V 111 Yabc v REFUSE DIVISION FIVE YEAR GOALS A. FIVE YEAR GOALS B. ADVANCES MADE DURING C. RESOURCES CURRENTLY D. ARE RESOURCES ALLOCATED OF DIVISION. EVALUATION PERIOD (1979) ALLOCATED FOR ACHIEVE- COMMENSURATE WITH WHAT BOARD TOWARD ACHIEVEMENT OF GOALS. MENT OF GOALS. CONSIDERS AN EQUITABLE ALLOCATION? 1. Provide an ade- 1. Negative advances were 1. 1 Principle Engineer 1. No quate and cost achieved during the eval- 1 Refuse Supervisor 2. Leaf Bag Pickup Program must efficient solid uation period toward an 1 Asst. Refuse Super- be revised to incur cost for waste program adequate and cost effi- visor same. for the City of cient solid waste program 11 Truck Drivers IIIA 3. Bulk pickup Program must be Lansing's resi- primarily due to two pro- 3 Packer Operators IIIB revised to incur cost for dents. grams that are provided 9 Laborers same. to the residences without 1 Intermediate Clerk & 4. Orange Bag Program must be re- direct charge which is necessary vehicles. vised to incur actual cost for subsidized by General Fund same. monies, and the revenues received from the orange bag sales. The two pro- grams are the leaf bag pickup and bulk pickup programs, increasing cost of vehicle operating expenses (gas) , vehicle maintenance expenses, landfill fees, orange bag cost, and increased em- ployee wates and fringe benefits with no off- setting price adjustment for the orange bag cost to the residents caused the Refuse Division pro- gram to be subsidized by General Fund monies in a much greater degree than in the past. page -y- I 2. Fully implemented 2. The Division acquired 3 2. 1 Principal Engineer 2. No. the one-man packer one-man single axle packer 1 Refuse Supervisor Change over to the one-man system. trucks during the calendar 3 Packer Operators IIIB packer system must be im- year. The full benefit of plemented as soon as possi- the one-man packer trucks Funds in the amount of ble. Current funding at the have not been realized to $219,765 are available rate of 3 one-man packers per date due to said trucks in the FY 79-80 budget year will require 4 years being in violation of the for purchase of addi- prior to full implementation. State load limit require- tional replacement ments per axle when trucks packer trucks. Staff are fully loaded. The man- has been working with ufacturer is making modifi- equipment manufacturers cations to loading capacity to clarify the specifi- of said trucks in order that cations as to the most they will comply with the efficient type of one- State loading requirements. man packer trucks that Upon completion of said will be in full compli- modif ications, scheduled ance with the State of to be completed by 2/1/80, Michigan loading require- the full benefits of the ments. Said details have 3 one-man packers shall be been accomplished, and realized. this department has re- commended and provided the Purchasing Division the specifications for purchase of said trucks. 3. Continual route 3. Preliminary studies have 3. 1 Principal Engineer 3. Yes distribution re- indicated a need that the Redistribution of the daily evaluation to pro- redistribution of routes routes must be a high priority vide the most is required. to complete same in 1980. economical and efficient method of collection. 4. To improve the 4. None 4. None 4. No. capabilities of Funds must be appropriated in the supervision the FY 80-81 budget to acquire staff. mobile radios for each packer in order that the supervisor has better control of reassign- ing the packers during the day CON't. 4. 4. 4. 4. to unfinished routes and to be able to better supervise the whereabouts of each crew during the day. 5. To secure a 5. The City of Lansing has 5. City Attorney 5. Yes more economical acquired the property Public Service Director disposal site. south of Coleman Rd. west of Wood Street for a more economical site. Negotiations are now in progress for the development and opera- tion of said site as a .� solid waste disposal site between the Michi- gan Department of Natural Resources, private devel- opers and the City of Lansing, thru the City Attorney's office. 6. To provide 6. None 6. None 6. Yes facilities for Equipment replacement must be indoor storage the top priority. As the re- of all equip- placement is completed indoor ment. storage must be obtained to ensure proper protection for the equipment from the elements of weather. i 7. To evaluate solid 7. Questionaire has been sent 7. Public Service Director 7. No. waste services to out to 22 other cities in- Further evaluations should be all residential quiring as to how they funded to determine the level properties city provide solid waste servi- of services that the majority wide by evaluating ces to their citizens. of the City of Lansing citizens the orange bag pro- desire. This could be achieved 3 gram versus other by mail in surveys city wide or type of programs, in specified sections of the and finance said• city. services by other means such as the General Fund or i Special Assess- ments. ;i ;i �I _ f 1 i . I I PUBLIC WORKS DIVISION FIVE YEAR GOALSA. FIVE YEAR GOALS B. ADVANCES MADE DURING C. RESOURCES CURRENTLY D. ARE RESOURCES ALLOCATED OF DIVISION. EVALUATION PERIOD (1979) ALLOCATED FOR ACHIEVE- COMMENSURATE WITH WHAT BOARD TOWARD ACHIEVEMENT OF GOALS. MENT OF GOALS. CONSIDERS AN EQUITABLE ALLOCATION? 1. Improve the main- 1. Purchase of a new rubber 1. Act 51 Funds and General 1. No tenance work tire paver with automatic Funds. The Public Service Department methods for all controls, which will im- staff have compiled list of street mainten- prove the quality and streets that are in urgent need ance. quantity of resurfacing of resurfacing and curb and done by the division. gutter and said streets have not been adequately funded to 2. Purchase of two portable correct same. asphalt patchers with com- pactors which will reduce the material, labor and equipment cost that pre- viously had been spent repairing pot holes and utility cuts during the cold weather. 3. Purchase of two heated storage asphalt patchers. Delivery scheduled for 2/l/80. Will enable P.W. crews to place hot mix at j all times when repairing utility cuts and chuck holes. 2. Implementation of 2. 1. Crew sizes have been 2. None 2. No work standards established for_ each An engineer must be assigned and equal manpower phase of work. full time to draft feasible distribution for 2. Street sweeping crew work standards for all opera- all phases of work. has been established tions. based on the amount of sweeping that has been determined to keep the streets cleaned at the exist- ing level of service. 3. Justify and docu- 3. Daily equipment cards are 3. None 3. Data processing required to ment full equip- kept for all vehicles used. account for all equipment ment utilization being used, not used, and to its maximum. down time. 4. Evaluate and re- 4. 1. Purchase of a Temco 4. Senior Engineer 4. Yes commend improve- vacuum sweeper and,, Accumulation and evaluation of ments to the 2. Purchase of a new data over a 3 year period will street sweeping flusher truck. provide the staff with justi- program. 3. Accumulation of daily fication to recommend new work reports of miles methods of sweeping city streets swept with each sweeper. at a lower cost. 5. Promote adequate 5. Approximately 120 employees 5. None 5. No supervision and were given the opportunity Funds should be appropriated employee training to complete the National for supervisory training and programs. Defensive Driving Seminar. other employee training as the Due to vacations and sick need arises. leave, 80 employees com- pleted said seminar and received Defensive Driving Certificates. The remain- ing 40 employees, plus others will be afforded the opportunity to complete the seminars in early 1980, when the second seminar will be conducted by the Public Service's four (4) certified instructors. 6. Evaluate needs & 6. 1. Completion of a con- 6. None 6. No requirements for sultant study which 1. A general obligation bond a new asphalt determined the need was defeated by the citi- plant. and economic justifi- zens of Lansing. cation that the City of Lansing should con- 2. Said Asphalt Plant should be struct a new Asphalt financed by General Fund Plant. monies or a Revenue Bond. 7. Implementation of 7. None 7. None 7. No computor program utilization thru Data Processing for street inven- tory needs and cost control for all work phases. i ,I. 1 I i r i SERVICE GARAGE FIVE YEAR GOALS ram= -1J- A. FIVE YEAR GOALS B. ADVANCES MADE DURING C. RESOURCES CURRENTLY D. ARE RESOURCES ALLOCATED OF SERVICE EVALUATION PERIOD (1979) ALLOCATED FOR ACHIEVE- COMMENSURATE WITH WHAT BOARD GARAGE TOWARD ACHIEVEMENT OF GOALS. MENT OF GOALS. CONSIDERS AN EQUITABLE ALLOCATION? 1. Implement a docu- 1. Necessary internal steps 1. Senior Engineer 1. Yes f mented preventa- have been taken by the Garage Supervisor tive maintenance Service Garage Supervisor Principal Clerk program for all setting up a preventative equipment. maintenance program for a all vehicles assigned to the Public Service De- f I' partment. i 2. Implement com- 2. The Service Garage parti- 2. None 2. No putor program cipated in compiling the Funds should be provided for utilization thru necessary information for Data Processing to implement Data Processing completion of a consul- computor program utilization. for all equipment tant study by Roy Jorgen- I' repair cost and sen Associates, Inc. to inventory con- analyze vehicle mainten- trol. ance operations, and to make improvement recom- mendations for city wide equipment maintenance. Said report was submitted to the Vehicle Advisory Committee in early Decem- ber for their review and subsequent recommenda- tions to each department, j the Mayor's office and 1 the City Council. i 3 3. Provide adequate 3. None 3. None 3. No training programs Funding should be provided for mechanics within the budget for the training, when required, could be offered to the mechanics. 4. Implement an ob- 4. Funds in the amount of 4. City Engineer 4. No jective vehicle $286,210 were appropri- Principle Engineer Data Processing is required to replacement pro- ated in the F.Y. 79-80 Service Garage Super- provide the necessary accumu- gram for all budget for purchase of visor. Revenues re- lation of data and calculations equipment. new and replacement equip- ceived from equipment to determine the most cost ment in the above amount rental in excess of effective life of each vehicle has been purchased, or cost of maintenance and prior to replacement of said is in the process of operating said vehicles. vehicle. being purchased. 5. Implementation 5. Completion of Vehicle 5. None 5. No of work stand- Maintenance Study during Garage Supervisor must establish ards and equal 1979. work standards for each type of manpower distri- maintenance and/or repair that bution based on must be done, and then schedule the .amount of said work in accordance with the equipment being work standards that are set up. maintained. page -17- ADMINISTRATIVE AND ENGINEERING SECTION FIVE YEAR GOALS A. FIVE YEAR GOALS B. ADVANCES MADE DURING C. RESOURCES CURRENTLY D. ARE RESOURCES ALLOCATED OF SECTION EVALUATION PERIOD (1979) ALLOCATED FOR ACHIEVE- COMMENSURATE WITH WHAT BOARD TOWARD ACHIEVEMENT OF GOALS MENT OF GOALS. CONSIDERS AN EQUITABLE ALLOCATION? 1. Formulate and im- 1. A draft copy of the Public 1. City Engineer Yes plement a stand- Service Department Policy 2. Senior Engineer ardized Public and Operational Guideline Service Department Manual has been completed. Policy and Opera- Further review and approval tional Guideline must be received prior to Manual." being implemented depart- ment wide in calendar year 1980. I 2. Provide adequate 1. Staff has completed up-to- 1. 2 Senior Engineers No - An additional engineer up-to-date street, date street, pedestrian must be assigned to the accum- bridge, pedestrian overpasses, and curb & ulation of existing data on overpasses, curb gutter inventory programs sidewalk repair needs, and & gutter, side- as it relates to the needs to assist in the sanitary sewer, walk, sanitary sewer, of the city over a five storm sewer, and pump station and pump station year period. maintenance programs as de- maintenance pro- termined by the Facilities 201 grams for imple- 2. A consultant has been re- Plan. mentation. tained to provide the necessary services for preliminary plans on the rehabilitation of 3 i bridges within the city. I i 3. Implement a city- 3. None 3. None 3. No wide study on re- quired sidewalk repair program and related cost for said program. 4. Improve adminis- 4. None 4. None 4. Yes trative staff capabilities & resources. 5. Evaluate engin- 5. None 5. None 5. Yes eering staff capa- bilities versus private engineer- ing consultant contract capabil- ities. 6. Implement compu- 6. None 6. None 6. No for program util- izations in order that Data Process- ing may aid the department to the greatest extent possible for all phases of engin- eering, adminis- trative and oper- ational procedures 7. Promote adequate 7. None 7. None 7. No training & educa- tional programs for all employees. 1 8. Evaluate and recom- 8. None 8. Public Service Director 8. Yes mend department re- s organizational ' changes required to improve the func- tional operations of the department. I i 9. Evaluate and re- 9. None 9. None 9. None commend rate changes for sani- tary sewer services and solid waste refuse services as required. SECTION IV page -20- t GENERAL CO MNTS f ' ii d � 1) The Board of Public Service shall strive to evaluate, on a continual basis, the Five Year Goals that have been j established for the first time for the Public Service Department within this evaluation report. f i 2) We, the Public Service Board, appreciates the opportunity to submit the Public Service Department's appraisal for the year 1979. Our comments to follow, summarize as briefly as possible our overall review, and considers the level of services rendered, not only for '79, but, for the past several years. We are of the opinion that these levels of service have deteriorated substantially to the end that the citizens we serve are not provided with adequate Public Service Department service and facilities accustomed to in the City of Lansing. In noting this deterioration in these levels of services, we note a gradual and continuous in- adequacy in the level of funding to the major programs of this department. We are of the opinion that, should this decline of funding continue, that ultimately, the cost to bring back the street system, particularly to its former quality of service, will cost substantially more to restore the system. As a result, our tax payers will be faced with an even greater burden. . 1 i �I i =fr i