Department of Public Works FY 2015 Operating Budget May 19, 2014

Public Works 2 FY 2015 Sources and Uses

Public Works 3 FY 2015 Uses of Funds

4 Public Works Division FY 2013 Actuals FY 2014 Adopted FY 2014 Revised FY 2015 Recommended Administration$314$2,040 $2,117 Engineering$1,543$5,683 $5,611 SMIWM$20,097$23,893 $23,003 PNR$10,175$11,484 $11,410 BSFMD$19,454$19,974$20,609$20,690 FMS$501$998$1,025$989 Construction$236$2,441 $2,414 Total$52,320$66,513$67,175$66,234 FTEs Budget History By Division ($000)

Public Works Key issue (Parks & Natural Resources) – balance funding reductions with service demands  Water Fund transfer to Hahamongna Watershed Park Program reduced from $540K to $350K (-35%)  Offsetting reductions will be made in other areas of PNR budget  Athletic field renovations  Landscape beautification projects  Contract services 5 FY 2015 Key Issues and Strategies

Public Works Key issue (Parks & Natural Resources) – balance funding reductions with service demands  Elimination of $240K in Prop A maintenance funding  Loss of 5 limited-term (full-time) employees  Delay to small tree care & out-of-cycle trimming  Insufficient resources to effectively manage high profile beautification project requests  Not able to design or deliver project requests in timely manner 6 FY 2015 Key Issues and Strategies

Public Works Key Issue (Building Maintenance) – fund operating at deficit  Eliminate operation deficit by end of FY 2019  Address increased costs not included in rates  Examples – alarm monitoring, plymovent maintenance & fire extinguisher replacement  Conduct expert review of Building Maintenance Systems operations  Determine appropriate mix of services/trades  Realign FTEs to accurately reflect where labor is spent 7 FY 2015 Key Issues and Strategies

Public Works Strategies – exemplary maintenance of City infrastructure through increased productivity  Develop in-house paving program (Gas Tax)  Hydrostatic dual drum roller - $54,000  Milling machine - $152,600  Additional asphaltic-concrete material - $50,000  Compliment asphalt paver purchased in FY 2014  Increase productivity - 250,000 to 350,000 SF/year  Save equipment rental costs - $500/day roller & $336,000/over 5 years milling machine 8 FY 2015 Key Issues and Strategies

Public Works Strategies – exemplary maintenance of City infrastructure through increased productivity  Implement recommendations of Parks Maintenance Operational Analysis  Establish park maintenance policies & procedures  Implement park maintenance work order system  Assess/enhance productivity through performance of time-task analysis of park maintenance activities  Adopt maintenance service levels & align maintenance practices accordingly 9 FY 2015 Key Issues and Strategies

Public Works Strategies – exemplary maintenance of City infrastructure through increased productivity  Add 2.0 FTEs to Street Signs & Traffic Painting Section (Public Works Maintenance Worker II & III)  Support infrastructure added since 2009  Signs – 2,365 & sign posts – 365  Curb markings – 11,555 LF  Lane markings – 22,075 LF  Increase productivity – 18 month maintenance cycle  Cost - $151,079 (General Fund) 10 FY 2015 Key Issues and Strategies

Public Works Strategies – increase efficiencies, productivity, & service delivery  Expand Pasadena Citizen Service Center services with transfer of 1.0 vacant FTE from Engineering Division  Centralize Public Works calls  Answer Human Services & Recreation calls  Answer Parking citation calls on pilot basis  Increase efficiency – allows departments to focus on timely resolution of citizen service requests  Cost - $8,397 (General Fund) 11 FY 2015 Key Issues and Strategies Total Calls Answered 23,030 Total Service Requests (Web/Mobile App/Calls) 7,914 Service Level 80.54% (Calls Answered within 30 Seconds) Average Answer Delay 18 seconds Average Handle Time per Call 1:51 Calls Abandoned 4% By the Numbers October - April 2014

Public Works Strategies – increase efficiencies, productivity & service delivery  Add 1.0 Project Manager in Building Maintenance  Provide critical project oversight & management  Planning & permitting  Project scheduling & monitoring  Resource & budget tracking  Increase productivity – allows trade persons to focus on project delivery  Cost - $144,327 (Building Maintenance Fund) 12 FY 2015 Key Issues and Strategies

Public Works Strategies – increase efficiencies, productivity & service delivery  Upgrade Management Analyst IV to V in SMIWM  Provide needed oversight to Administration, Recycling & Code Compliance Sections  Implement Zero Waste Plan  Streamline & refine recycling programs  Monitor and track code compliance citations  Increase productivity – provide better coordination for consistency & efficiency  Savings – $89,914 (General Fund) 13 FY 2015 Key Issues and Strategies

Public Works Strategies – maintain cost effective operations & provide high quality internal services  Increase Fleet repair & maintenance hourly labor rate - $75 to $107 to fully recover costs  3-year phase in  FY $86  Remove vehicle replacement discount of $25%  Increase annual vehicle replacement revenue - $600,000  New vehicle purchases will reduce departmental maintenance costs 14 FY 2015 Key Issues and Strategies

Public Works Strategies – maintain cost effective operations & provide high quality internal services  Implement recommendations of Fleet Operations Evaluation  Establish comprehensive operating procedures  Right-size fleet to eliminate unnecessary vehicles  Implement maintenance service levels  Add mechanics and/or night shift  Budget for construction of larger/modern shop facility (long-term) 15 FY 2015 Key Issues and Strategies