HomeMy WebLinkAbout3. Update on Improved Infrastructure Maintenance
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CITY OF SHAKOPEE
Memorandum
TO: Mayor & City Council
Mark McNeill, City Administrator
FROM: Bruce Loney, Public Works Director
SUBJECT: Update on Improved Infrastructure Maintenance
DATE: March 31, 200S
NON-AGENDA INFORMATIONAL ITEM:
This memorandum is intended to address Council Goal No.9 on improved infrastructure
maintenance. Attached to this memorandum is an Organizational Study Update of the 17
recommendations provided by Short-Elliott -Hendrickson for the Public Works
Department for improved performance and better organization~ The status report shows
where each recommendation is at currently and wbatremains't6^be done.
Also attached is an Engineering and Public Work's report and recommendations for
improved infrastructure maintenance by the use of computers and technology for better
asset management. Staff has spent this past winter investigating Cities that use
computerized maintenance management systems for their fleets, pavements, sewers,
storm drainage, trees, parks and other systems that they maintain. This report has been
generated and staff would like to present the highlights to City Council on the direction
of using computers and GPS technology to do improved asset management working in
conjunction with GIS. A twenty-minute presentation will done on April sth, mainly on
the improved infrastructure maintenance by computerized maintenance management
systems.
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Public WorK irector
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ENGR/2005PROJECT/PUBLICWORKS/ASSETMNGMENTIUPDATE
ORGANIZATIONAL STUDY
FOR THE CITY OF SHAKOPEE DATE: 3/29/05
NO. RECOMMENDATION STATUS
1 The two current "lead supervisors" need to be moved outside ofthe current union structure Done last year with promotion
and be made a participating, active part ofthe "management" team. This will require new job to Maintenance Supervisors.
descriptions, iob responsibilities, training, and salary adjustment.
2 The job description of the current Public Works Supervisor needs to have a corresponding Not done yet.
revision to strengthen his management responsibilities.
3 The part-time Administrative Clerk should be a full-time position. Office Service Worker position
is approved and currently
advertised by Scott County.
4 The City should pursue the purchase of the SPUC building and property prior to the Purchase agreement approved by
remodeling of the existing Public Works building. Then develop a facility master plan that City Council on 3/15/05. SPUC
will meet the Public Works re-organization today, and provide for an orderly transition for the approved. Closing is set for
future and its inevitable growth. 3/24/05.
5 Develop a Public Works maintenance organizational structure, which provides for: A revised organizational
structure is being worked on to
1. The changes outlined above. address the changes done to
2. Provides clear-cut lines of responsibility and authority. date and future changes to meet
3. Accommodates,the current employee contingent. the needs of the Public Works
4. Offers opportunity for growth and responsibility. Division.
5. Provides for expansion and growth, which can correspond to anticipated growth
of the City.
6 Provide the Public Works function with adequate and up-to-date mapping and documentation Mapping has been assigned to
of the infrastructure it is charged with maintaining. This includes updated maps of street Engineering per~onnel and
system, sanitary sewer system and public lands. These should be updated annually and be updated maps for sewers and
available in hard copy and electronic format. parks are being completed.
Existing as-builts have been
scanned for use by Public Works
personnel as well.
NO. RECOMMENDATION STATUS
7 Develop and document a sanitary sewer cleaning and maintenance program based on a three- Sanitary Sewer Policy is to be
year cleaning frequency. As part of that program, identify those "problem" areas requiring proposed at the April 19th
more frequent cleaning and investigate the cause of build-up in those areas. Council meeting for adoption.
Policy is a LMC model policy
revised to Shakopee Standards.
8 The Public Works function needs to receive improved support from the engineering function Public Works Supervisor is
with regards to developer projects, engineering projects, and permit execution and assigned to work with the Assist.
enforcement. We witnessed on more than one occasion where Public Works was asked to City Engineer accepting private
perform functions that were the obligation of the developer, the contractor, or permittee. These developments for perpetual
deficiencies were either overlooked, forgotten, or the responsible party was unwilling to maintenance. Public Works
perform their responsibilities. Engaging Public Works in correcting these deficiencies was the Supervisor is working on a billing
expedient way of solving the problem. system to charge the responsible
party when Public Works does
While their lack of record keeping could not quantify the map/equipment hours involved, in perform work that should be
these activities, it was obvious from testimony and witness that it not an uncommon occurrence. done by others.
This type of response to deficiencies not only takes the workforce away from its primary
mission and responsibility, but the responsible party was relieved of their responsibility.
Currently, no system exists to charge the deficient party for their neglect or oversight.
9 Develop a procedure so that Public Works have review input into development plans for any Public Works Supervisor to
part of the infrastructure that they will be asked to maintain. Additionally, Public Works coordinate with Assistant
should participate in the development of punch lists and fmal inspection prior to City City Engineer on acceptance
acceptance of all infrastructure items. procedures.
10 Set up a system where the mechanics are required to furnish their own tools. Negotiate an Union negotiation issue that
annual tool replacement allowance as part of the union contract. was not accepted in the last
contract.
1. Any specialty tools and wrenches larger than one inch will be purchased, owned and
maintained by the City.
2. Purchase and maintain a set of tools for the balance of the workforce to use as needed.
11 Update the existing Pavement Management System. Engage the City Council in setting a Engineering and Public Works
policy regarding acceptable "street condition index". Develop and annually update the staff have been working to update
program so that crack seal, seal coat, mill and overlay and reconstruction activities can be system by May 1st for
adequately funded and properly coordinated between Engineering and Public Works. development in 2006-2010 ClP.
NO. RECOMMENDATION STATUS
12 Engage the City Council in establishing a policy regarding the maintenance of storm sewer Public Works Supervisor and
holding ponds and drainage ways (i.e. moving, tree growth removal, erosion control, silt Maintenance Supervisor will be
removal frequency, etc.). developing a policy for Council
consideration this year.
It is conceivable that the number of these facilities would more than double from that which
exist to-date. It is appropriate to set a maintenance standard that the community can support
both fmancially and esthetically.
13 Engage the City Council in establishing a policy regarding the establislunent and maintenance Public Works Supervisor and
of trails and sidewalks (i.e. winter maintenance, repair, replacements, etc.). Maintenance Supervisor will be
working on policy this year for
Council consideration.
14 Develop an education incentive program for the Public Works workforce. This will not only Public Works Director is
prepare the workforce for the future expansion of the maintenance activity in the developing working on development plans
City, but also provide for employee advancement, job satisfaction and retention. for Supervisors and requiring
Supervisors to look at training
and development plans for
Maintenance Operators to meet
the needs of the department.
15 Conduct a review of the fleet maintenance services function of the Public Works activity. This Public Works Supervisor as the
review should include; Fleet Maintenance Supervisor
and Public Works Director are
1. A review of current practices. reviewing Fleet Management
2. Development of in-house/ out-source policy and function. software packages for this year.
3. Formalize relationship with SPUC vehicles and maintenance. All other items will be reviewed
4. Develop an hourly shop cost, which includes overhead items such as heat, lights, this year.
facilities, expendables, etc.
5. Certification of mechanics.
6. Review of billing prodecures for receiving departments.
7. Review of vehicle replacement policy.
8. Review of vehicle procurement specifications.
9. Review of existing hardware and software systems to service this enterpise.
NO. RECOMMENDATION STATUS
16 Develop an annual maintenance activity schedule, which outlines the functions and planned Annual Maintenance Activity
activities. This schedule can be used to communicate with the Council administration and the Schedule was begun last year.
public on goals of this work activity and the progress of the maintenance function. Revised schedule is being done
currentlv.
17 Explore a revision to the daily work schedule to allow a. supervisor and! or a limited crew to Staffhas explored this item and
be available, if necessary, until 4:00 to 4:30 p.m. to respond to service needs without the will need to add the number of
expenditure of overtime/comp time. calls and cost that would be
saved by shifting the shifts.
ENGRlEMPLOYEEFOLDERlPPENNINGTONIEXCEUSEHRECOMMENDATIONS
Progress Report
And
Recommendations
On
2005 City of Shako pee / Council Goal No.9
Tech. N
Mike Hullander, Supervisor
Dave Rutt, Maintenance Supervisor
Bill Egan, Maintenance Supervisor
City of Shakopee
Public Works
INTRODUCTION & BACKGROUND:
Pursuant to City of Shakopee, City Council Goals and Action Plan Memorandum of September
2004, this report updates the findings and progress of the Engineering and Public Works
Department's efforts to address goal nine being "Improved Infrastructure Maintenance".
At the April 3, 2004 workshop, there were eleven goals and objectives established by the City
Council and staff participants. It has been suggested that in order to ensure progress is being
made, regular updates be provided to the City Council for open discussion and review.
Previously, an Organizational Study was done by Short-Elliott-Hendrickson with 17
recommendations to consider. An update of the 17 recommendations has been provided to the
Council with this report. Another major item to improve infrastructure maintenance is to
computerize the asset management of maintenance functions.
An investigation into the use of a set of computer program for asset and infrastructure
management began in December 2004 at the direction of the Public Works Director.
Interviews and visits conducted by City staff suggest that with the aid of GIS/GPS equipment
ICON, Carte Graph or alike programs could serve as a management and accountability tool for
years to come.
This report outlines findings and recommends actions that will increase the City of Shakopee's
ability to plan and manage its infrastructure. The key to this is one or more programs referred
to as infrastructure and assets management programs. For more details reference the Appendix
ofthis report.
2
FINDINGS:
Staff visited and/or interviewed the Cities of Inver Grove Heights, Savage, Prior Lake,
Lakeville, Saint Peter and Eagan during this investigation and found that each City is using
Arc-View as its principal mapping system, along with CarteGraph and/or ICON as its
infrastructure and assets management-tracking program.
Each City is organized similar with a GIS expert or technician who has an engineering
background and who over time, 2 to 5 years, sets up the data base and maintains their GIS/GPS
and assets management data base as well as oversees the day to day GIS operations.
In four Cities the GIS person works full time in the Public WorkslEngineering Department. In
one of the Cities the GIS person is in the Information Department, but works in the
Engineering Department area with day-to-day reporting primarily to the City Engineer. In
three Cities, the GIS- Technician came out of the Engineering Department attending training to
become the GIS technician. In Inver Grove Heights the technician was school trained but has
an engineering background.
Each City emphasize that it takes time to set up their GIS system and gathering the data,
estimating 2 to 4 years. Also bearing in mind that there is little return till the GIS data base
system is operational and training of personnel in all departments is complete. This system is
an extremely valuable asset for each department City-wide. During our interviews we found
that the Public Works and Engineering Department use the GIS system extensively.
Map making is one area that all departments use. When set up correctly, each department will
have the ability to make required maps with out the aid of the GIS specialist. Furthermore, by
building a database that accounts for all the Cities assets and arranging data by files or layers
and linking this information back to Arc-View, it will be possible to produce most maps that
are used by most City departments.
3
A composite list of information attained from all Cities visited on how they are using the
mapping, data, and infrastructure assets management capabilities of the GIS and a data
management systems can be found in Appendix.
It was made clear by each City that commitment and training along with proper equipment and
service support are the keys to success with the GIS/GPS, infrastructure assets management
and Arc-View programs or Total Manaeement System (TMS).
Training is the base that each City stressed was needed to start the TMS, as well as maintaining
proficiency in its use. Personnel will need some training on the use and capabilities of TMS.
However, only some personnel will need expanded or technical training with only one person
needed to take the lead for the City-wide system. Training will be a mix of classes in
fundamental computer operations, office program use, Arc-View, Auto-CAD and GIS/GPS
capabilities as well as training on the Trimble or Mobile Data Collection-Solutions Systems.
All department heads and key users will need training in some areas, dependent on skills and
needs. Training needs can be adopted as the TMS comes on line and needs are identified by
each user or department head.
Currently the City of Shakopee has the ICON program modules for STREET, SIGN and
SEWER, additionally soon a R-O- W as well as a PARK and GROUNDS Module will be
available from ICON. Currently the CarteGraph Company is offering similar modules, as
well as a fleet management program, and all are available now for use. The City, at present,
has Arc-View and all needed office programs aiding in setting up the new.
New equipment needed to implement this system is GIS/GPS Field Units, PDA (hand held
and/or laptop); computer work-station set up with TMS and all needed support software for
field and hand units in addition to training and vehicle equipment.
4
Field and office units, training, equipments and support to start the system are estimated in a
range of:
Equipment -------------------------------------- $ 20,000.00 to $ 30,000.00
Program and Support Services--------------- $ 20,000.00 to $ 30,000.00
Training ----------------------------------------- $ 5,000.00 to $ 8,000.00
* Digital Imaging Data Collection ------------ $ 45,000.00 to $ 56,000.00
(148 Miles of Street)
Estimate T otal---------------------------------- $1 00,000.00 to $123,000.00
* Digital Imaging is the fastest way to collect base data and most expensive. In-house data
collection would take longer and be less expensive.
BENEFITS:
1. Better Budgeting Ability
2. Improved Scheduling / Handling of work orders
3. Inventory Management
4. Improved C.I.P. Planning
5. Record Keeping of Activities for Liability
6. Improved Reporting to Council and Other Agency's
RECOMMENDATIONS:
It is recommended that the Public Works Department work with the GIS person to computerize
asset management. Utilizing Public Works and Engineering personnel to gather the data for
asset management has been done effectively by other Cities with a population or 30,000 or
more. Staff would propose the following:
1. To complete the investigation of a fleet management software this year. Funds were
budgeted in the Shop Division.
5
2. Purchase the hardware equipment such as GPS units, PDA with and/or laptop out of the
Sanitary Sewer and Storm Drainage Funds for data collection.
3. Budget for additional software and training needs for 2006 Budget.
FUNDING:
1. Fleet Management is budgeted in 2005 Budget ($10,000)
2. Purchase equipment for data gathering out of the Sanitary/Storm Drainage Funds
including software for utilities.
3. Budget for other software programs and training in 2006 Budget.
6
Appendix
1. ............ Composite list of total management system (TMS)
applications from other cities
2. ............Arc- View / Desktop and Mapping
3. ............ Timeline to Implement system
4. ............ The Working Relationship of GIS to other programs
Appendix -1
Composite list of TMS applications
The following list is a composite of information attained by city staff from the cities of
Inver Grove Heights, Savage, Prior Lake, Lakeville, Saint Peter and Eagan. All cities
were visited or interviewed and found to be using a mapping, data, and infrastructure /
assets management system. We found the following capabilities for both the GIS and
data management systems in use. In the:
1. Parks Department
a. Location and inventory of assets
b. GPS location of key items in the parks system
c. Tree inventories with locations in the city
d. Park size and maps showing indented coverage area
e. Park planning
f. Pond size and future pond planning
g. Current trail system as well as future trail plans
h. Parking lot size and location relative to current and future needs
1. Aids in ordering and record keeping of work done in area
J. Grant applications
k. Public notices and mailing list
2. Finance Department
a. City asset management
b. TIP -zones
c. Tax forfeit maps
d. GASB-34 Report and Financial Tracking
3. Planning Department
a. Zoning maps and a quick reference for zoning inquiries
b. Parcel maps and a quick reference for parcel inquiries
c. Maps for planning commission and city council packets
d. Determining building and driveway locations
e. Estimating topography
f. Review of aerial information in reference to the City
g. Data base for mass mailing list
h. Quick maps used for informational reason to aid customers at the
counter or used in meetings with the city staff
1. Variety of public information maps that can be offered by the city
J. Aid in the concept level discussion making with developers
k. General wetland basins and topographic maps that can be used by all
departments and the general public
1. Environmental issues from tree cover to soil type to surrounding land
use
m. General land use within the city
n. Aid in property information request from staff or consultants
'.
o. Comprehensive plan mapping
4. Building department
a. Street maps
b. Record of utility locations
c. Water and sanitary sewer system hook-up locations
d. Commercial and non- commercial zones
5. Fire department
a. Geo-coding of street system
b. Station response zone maps
c. Map of truck location with overlapping of coverage
d. Large or wall size address maps for each station
e. Quick maps for each fire call before the truck departs the station
f. Mutual aid response maps
g. State fire zone maps with real time changes as needed
h. Aid in fire preplanning
l. General address queries
J. Hazardous material location maps
k. Hazardous material routes with in our fire area
1. Underground tank inventory and location maps
m. As needed driving directions
6. Police department
a. Crime location maps
b. Location of possible crime target areas
c. Custom street maps for city zones
d. Map displays for court
e. As needed maps for training or meetings
f. Population density maps
g. Large or wall size address maps for each city zone
h. Hazardous material routes with in city
l. Weight and other restriction, maps as needed
7. Public Works and Engineering departments
a. Center-line and lane miles of roads and streets
b. Road types and load class
c. R -0- W widths and limits
d. Acreage or square footage of any parcel, private or public
e. Parcel queries
f. Custom street maps for city zones as needed
g. Map for city workers as needed
h. As needed maps for training or meetings
1. Population density maps
J. Quick access or link to as builds and on going plans
k. Access to planning maps and plats
1. Watershed mapping
m. Project mapping
n. Special taxing district mapping
o. C-I-P map
p. Electronic data for developers
q. Sidewalk and trail inventory and condition tracking
r. Curb and street condition tracking and proj ecting for budgeting
s. Storm water and pond management, inspections, reports, photos,
maintenance and historical records
t. Utility feature, location, attribute and asset mapping I management
u. Snow plow routes and maps as needed by drivers and city staff
v. Street sign inventory, location and life cycle tracking
w. Sewer system trouble areas, to aid in future planning for city
maintenance
x. Track sewer cleaning and general condition, this aids in future
planning for city projects
y. Track and control bench-marks and aid in furnishing information to
developers and contractors
z. Access to as built and other information via laptop or PDA units by
city personal in the field for day to day and emerges operation
Appendix -2
GENERAL BACKGROUND ON ICON PROGRAM
ArcView is full-featured GIS software for visualizing, managing, creating, and analyzing
geographic data. Using Arc View you can understand the geographic context of your data,
allowing you to see relationships and identify patterns in new ways. Arc View helps tens
ofthousands of organizations make better decisions and solve problems faster.
With Arc View you can
. Leverage geographic data to make better decisions.
. View and analyze your spatial data in new ways.
. Build new geographic data sets quickly and easily.
. Create publication-quality maps.
. Manage all your file, database, and Internet data resources from a single
application.
. Customize the user interface around the tasks that you need to accomplish.
Arc View is the most widely used desktop GIS software in the world because it provides
an easy way for everyone to use geographic data. With a large array of symbols and
cartographic capabilities, you can easily create high-quality maps. Arc View makes data
management and editing a painless task that can be accomplished by anyone in your
organization. Virtually any geographic data provider can make data available in Arc View
compatible format. Because data can be integrated from almost any source, projects can
get started right away with data that is available locally or on the Internet.
Arc View simplifies complex analysis and data management tasks by allowing you to
visually model the task in a logical work flow. ArcView is easy to use by nontechnical
users, and advanced users will be able to take advantage ofthe sophisticated tools for
advanced cartography, data integration, and spatial analysis. Developers can customize
Arc View using industry-standard programming languages. Arc View is an exceptional
stand-alone desktop GIS as well as one of the core products in Arc GIS Desktop.
Forward thinking government agencies have found GIS essential to manage the
business of government.
GIS plays a significant part in the day-to-day functions of information gathering
agencies; the way this information is distributed to other agencies and organizations, and
how it is disseminated to the public. Across government, agencies are integrating ESRI
software solutions as a central component in building a strong GIS.
By integrating GIS with government processes, staff can
. Create an information base that shares information resources, reduces data
redundancy, and increases data accuracy.
. Perform joint project analysis and provide decision support.
. Streamline processes to increase efficiency, automate tasks, and save time and
money.
Geography is a framework for organizing our global knowledge and GIS is a technology
for being able to create, manage, publish and disseminate this knowledge for all of
society. GIS strengthens the welfare of a nation's citizens.
There is compelling evidence that GIS-enabled geography is making a difference in
governments, business, health, education, science, research, homeland security, and
many more applications.
Our users are working on virtually all ofthe world's problems ranging from
environmental conservation to land use planning and resource development.
GIS provides essential information tools for many levels of society. As GIS Practitioners,
you need the best tools to be able to
. Provide solutions to real-world problems.
. Coordinate and communicate key concepts between departments within an
organization.
. Share crucial information across organizational boundaries.
Geography is a framework for organizing our global knowledge and GIS is a technology
for being able to create, manage, publish and disseminate this knowledge for all of
society.
To fully realize the capabilities and benefits of geographic information and GIS
technology, spatial data needs to be shared and systems need to be interoperable.
Geographic information system (GIS) technology is evolving beyond the traditional GIS
community and becoming an integral part of the information infrastructure in many
organizations. The unique integration capabilities of a GIS allow disparate data sets to be
brought together to create a complete picture of a situation.
GIS provides essential information tools for many levels of society.
. Coordinate and communicate key concepts between departments within an
organization.
. Share crucial information across organizational boundaries.
. Manage and maintain a central spatial data infrastructure, often within a
service-oriented architecture (SOA).
GIS technology illustrates relationships, connections, and patterns that are not necessarily
obvious in anyone data set, enabling organizations to make better decisions based on all
relevant factors. GIS technology is also being used via the Intemet and Web services.
The intuitive power of maps reveals trends, patterns, and answers that are not as
easily detected in other data presentation formats.
Organizations around the world are leveraging their information technology (IT)
investments by integrating mapping and geographic information system (GIS)
technology.
GIS provides essential information tools for many levels of society. As executives, you
need the best tools to be able to
. Make informed decisions.
. Know where, when, why, and how to take action.
. Share your knowledge with others.
GIS allows us to view, understand, question, interpret, and visualize data in ways simply
not possible in the rows and columns of a spreadsheet. Beautiful and interesting maps
provide better decision-making tools and analysis and make a difference in our world.
How You Benefit
GIS Serves a Purpose
a
Bringing Geography to Your Business Intelligence
GIS and mapping software, can unlock the spatial component of valuable business data and
information from a new perspective. ESRI software is the number one GIS software being used by
organizations to help discover solutions to particular business problems today.
Integrating Geography With Digital Knowledge
Linking location to information is a process that applies to many aspects of decision-making in
business and the community. From retail, transportation/logistics, real estate, finance, and
environmental agencies to all aspects of government, GIS software can integrate different systems to
save valuable resources, visualize an organization's assets, and streamline workflow processes.
Today, the application of GIS is pervasive throughout our society. Geography and GIS help to tie
together the intricacies of a multitude of fields by offering end-to-end systems for analyzing and
sharing geographical information.
Time Line for ImplementinQ New
Public Works and City Engineering Departments Management Systems
PHASE I PHASE II PHASE III PHASE IV PHASE V
2005 2006 (2007) 2008 2009
Collect Data and Implement System >
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