PUBLIC WORKS DEPARTMENT
MISSION STATEMENT: To provide the public with the highest level of service in the construction and maintenance of City infrastructure and construction development services to the community.
The department consists of three functional divisions: building, engineering, and maintenance. The department provides coordinated community enhancement and development services, and City infrastructure maintenance including contract maintenance and construction oversight.
These three divisions are supported by the public works administration that includes the director, administrative analyst, department secretary, secretary I, and clerk typist. The director provides oversight to the three divisions, serves as the city engineer, city traffic engineer, and building official, and administers day-to-day operations of the building and engineering divisions. The maintenance operations manager administers day-to-day operations for the maintenance division.
The department is staffed by a total of 72 full-time positions, which include five employees within administration, 11 employees within the building division, five employees within the engineering division, and 51 employees within the maintenance division.
Administration
The administration of the department is responsible for assisting, planning, coordinating and supervising the activities of the department's three functional divisions: building, engineering, and maintenance. The department administration includes the director, administrative analyst, department secretary, secretary I, and clerk typist. Currently one position is vacant.
Building Division
This division enforces public safety, health, welfare, and property maintenance standards for both public and private development, and provides construction management oversight for public construction. It is divided into three sections: building, community enhancement, and city building construction.
The building section is staffed by six full-time employees. Utilizing the California Building Codes, this section is responsible for insuring that all private developments within the city conform to construction and safety standards through comprehensive plan review, permit, and inspection. Proper compliance with approved plans is obtained through field inspections associated with this work.
The community enhancement section enforces the City's Municipal Codes with a staff of three full-time employees, including one senior community enhancement officer and two community enhancement officers. Currently one position is vacant. They monitor the maintenance of all residential and commercial properties through field inspections by responding to citizens' complaints. This section further ensures that hazards associated with unsafe conditions, such as un-maintained swimming pools, are abated. This section also initiates and follows through on court cases involving violations of the West Covina Municipal Code.
The building construction section is staffed by two full-time employees who administer and oversee the application of California Public Contract Law and Standard Specifications for Public Works Construction to construct, remodel, and renovate City-owned buildings and structures. Additionally, they provide supervision and back-up for building inspectors.
Engineering Division
The engineering division is divided into two sections: engineering services, and traffic and lighting services. The division is staffed by five full-time positions and 4.5 part-time positions. Currently one position is vacant.
The engineering services section prepares the plans and specifications for all engineering Capital Improvement Program (CIP) projects and processes all related documents. This section also ensures that private developments conforms to Conditions of Approval imposed by the Planning Commission and City Council and adopted City standards through comprehensive plan review; field inspections, provides assessment district engineering. City mapping is maintained and processing of assessment districts renewals for street lighting, landscaping, and sewers is also conducted by this section. It also performs data collection, analysis and evaluation of the street system, maintenance and rehabilitation needs, and National Pollution Discharge Emission System (NPDES) compliance as well as contract administration of street projects.
The traffic and lighting section performs traffic safety studies, designs traffic signals, and reviews street lighting designs by private developers in an effort to maintain optimal traffic flow and safety throughout the city. It also maintains and enhances computer operations for both engineering activities and the City's computerized traffic signal network system. Additional activities include subdivision regulation, and right-of-way acquisition, review of lot line adjustments and easements, and annual budget preparation.
Maintenance Division
This division is responsible for maintaining the infrastructure of the City. This division is staffed by 51 full-time positions and six part-time positions. The division has one administrative and five support personnel and is divided into three sections: streets/wastewater, parks, and equipment maintenance.
The street section has one part-time and 30 full-time positions. This section repairs and maintains streets, sidewalks, traffic signals, and lighting. It provides street sign fabrication and installation, and contract administration for the street sweeping program. It is responsible for the maintenance of the sewer and storm drain systems. It also assists other City departments with various projects, such as moving furniture and equipment for civic events.
The parks section has eight full-time and four part-time positions. It provides contract administration for the maintenance of parks, landscaped and natural open spaces, landscaped portions of rights-of-ways, medians, street trees and the Civic Center open areas. It also provides water conservation services and janitorial/building maintenance for all City buildings including park restrooms and recreation facilities.
The equipment maintenance section has one part-time and seven full-time positions. This section oversees purchasing and maintenance of all City vehicles and equipment. It also includes a welding and fabrication shop, the City warehouse, a fuel storage and distribution system, and manages storage and disposal of hazardous material.
PUBLIC WORKS DEPARTMENT ORGANIZATIONAL CHART
*The director performs building official and City engineer duties
FY 2004-2005 ACCOMPLISHMENTS
Administration
- The department handled over 30,000 outside calls.
- The department applied for and received "Tree City USA" recertification for the 23rd consecutive year from the National Arbor Day Foundation for the City's urban forestry efforts. Staff also applied and received a growth award for demonstrating environmental improvements and higher levels of tree care in the community forestry program for the distribution of literature and their new computerized tree-management system.
- During the fiscal year 2004-2005, administration provided over-sight for a $33,000 grant project from the State Department of Forestry to plant trees in the southern section of the city. This project is ongoing and has been expanded to include planting trees citywide.
- Centralized irrigation systems were installed in all the parks. A grant from the Federal Bureau of Reclamation in the amount of $20,000 helped to purchase the irrigation controllers. This water/cost saving effort should save approximately $100,000 annually.
- Working together with the Community Services Department, the City was reimbursed $300,000 in Park Bond monies from the County for the maintenance/utility costs for various CIP Projects.
Building Division
- Provided plan review and inspection services for construction activity in the city of over $52,000,000 valuation. This includes the construction of the developments at the Lakes and the Curve, as well as the new Hurst Ranch community building and the Hummer dealership. In addition 110 new single-family dwelling units were started.
- Managed and completed numerous city construction, design, and renovation projects. Some of the projects include the installation of grant funded security fencing, re-roofing the fire Administration buildings, ADA improvements in the parks, safety netting, and miscellaneous parks and little league projects.
- Community enhancement assisted in resolving over 3,250 properties and zoning violations. The administrative citation process is fully implemented. Voluntary compliance statistics are resulting in only 2.5% of the cases being sent to the City prosecutor. Due to staffing, and the load of property complaints, very little proactive code enforcement can be conducted.
- An expedited Plan Check process is ongoing and has been very successful in providing developers an opportunity to have their plans checked by a consultant and returned within five to seven business days in most cases.
Engineering Division
- Completed the design and inspection of six street rehabilitation projects at a combined cost of three million dollars.
- The Azusa Avenue Capacity Program initial study portion of a multi-phase project to increase vehicular capacity on Azusa Avenue from the I-10 Freeway to the southerly City limits has been completed.
- Provided plan review and inspection services for construction activity in the city to include Alameda Corridor-East project, Comstock Homes, Pacific Communities, D.C. Corporation, Hillcrest, Sienna Crest, Quail Ridge Senior Housing and Abell-Helou developments, Sportsplex project, the Curve, and twenty-five minor private residential and commercial grading projects. The division also implements all ongoing NPDES requirements.
- The traffic section has completed several traffic volume and speed studies needed to complete the evaluation of vehicular and pedestrian safety issues and several surveys to establish restricted parking zones as requested by residents.
- The design and installation of left-turn phasing at the intersections of Cameron Avenue at Hollenbeck Avenue and Cameron Avenue at Orange Avenue was completed to improve safety.
- Traffic studies for various developments were reviewed to determine the impact from vehicular traffic generated by the new developments on the existing facilities.
- Provided plan review of traffic and lighting (street and parking) and right-of-way issues for construction activity in the city that includes Eclipse, Civic Center, Sienna Crest, Quail Ridge Senior Housing, and Abell-Helou developments, two Walgreen projects, and the Nissan project.
- Received a $300,000 grant to install in-pavement flashing lights at seven school crosswalks; this project is currently in the design phase.
Maintenance Division
- Received 2,600 residential requests for service.
- Trees and vegetation were trimmed to enhance the freeway visibility of Auto Row.
- Municipal pool heater was replaced with a more efficient AQMD compliant unit.
- Improved the aesthetics and operation of the civic center fountain.
- Increased efforts to eliminate standing water and mosquito abatement.
- Increased number of street repairs due to excessive rainy weather.
FY 2005-2006 GOALS AND OBJECTIVES
Administration
Review Fuel Chargebacks
- Schedule meeting with Finance - August 2005
- Adjust chargebacks as needed - October 2005
Review Fees for Service
- Begin review in accordance with budget preparations - March 2006
- Submit information to Finance - May 2006
Building Division
Galster Park Renovation
- Retain landscape architect - April 2005
- Complete design - September 2005
- Public contract bid - November 2005
- Award of bid - December 2005
- Begin construction - January 2005
- Complete construction - October 2006
- Grand opening - October 2006
Heritage Park Trail Construction
- Retain landscape architect - April 2005
- Complete design - October 2005
- Public contract bid - November 2005
- Award of bid - January 2006
- Begin construction - February 2006
- Complete construction - October 2006
- Grand opening - October 2006
Aroma Parkette construction
- Retain landscape architect - June 2005
- Confirm funding approval - July 2005
- Complete design - August 2005
- Public contract bid - September 2005
- Award of bid - October 2005
- Begin construction - November 2005
- Complete construction - February 2006
- Grand opening - February 2006
WCCTV Office Renovation
- Complete design - May 2005
- Public contract bid - July 2005
- Award of bid - August 2005
- Begin construction - September 2005
- Complete construction - November 2005
Maintain a two-week plan check turn-around and a next-day building inspection schedule.
Establish standard for weekly field inspections per Community Enhancement Officer.
Maintain standard for follow-up inspections on code enforcement complaints.
- Within two days of due date
Maintain standard for follow-up inspections for code enforcement administrative fines.
- Within two days of due date
Reduce total City prosecutor referrals for code enforcement cases.
- Less than 5% of total caseload per month
Implement volunteer Community Enhancement program.
- Obtain approval to recruit - August 2005
- Recruit and train - December 2005
Reduce the number of community enhancement cases filed with the City prosecutor.
Provide support of sportsplex in plan review and inspection.
Engineering Division
Alwood Street Widening Feasibility Study
- Obtain budget approval - July 2005
- Prepare and send out RFP for the feasibility study - September 2005
- Retain Consultant - November 2005
- Review study and prepare staff report to City Council - January 2006
Amar Road West of Azusa Avenue and Azusa Avenue South of Amar Road Median Landscaping, Entry Signs, and Paving (Pending outside funding)
- Obtain budget approval - July 2005
- Obtain cooperative agreement with the County of Los Angeles - September 2005
- Prepare plans and specifications - September 2005
- Advertise for bids, review bids, award contract - December 2005
- Complete installation of improvements - April 2006
City Entrance Signs in Medians of Arterial Streets (Pending outside funding)
- Obtain budget approval - July 2005
- Review locations and plans for approved entry sign - July 2005
- Advertise for bids, review bids, and award contract - October 2005
- Complete installation of improvements - February 2006
Concrete Bus Pads Program
- Identify location for improvements - July 2005
- Prepare plans and specification - November 2005
- Advertise for bids, review bids award contract - January 2006
- Complete installation of improvements - May 2006
Curb and Gutter Program
- Identify location for improvements - July 2005
- Field survey of some locations - October 2005
- Prepare plans and specification - December 2005
- Advertise for bids, review bids award contract - February 2006
- Complete installation of improvements - April 2006
Sidewalk Installation on Garvey Avenue North from Fairway Lane to Hillhaven Drive
- Obtain budget approval - July 2005
- Field survey - December 2005
- Prepare plans and specification - February 2006
- Advertise for bids, review bids, award contract - April 2006
- Complete installation of improvements - June 2006
Hillward Avenue and Norma Avenue Storm Drain
- Prepare and send out RFP for field survey and design- July 2005
- Prepare plans and specification - September 2005
- Advertise for bids, review bids, award contract - November 2005
- Complete installation of improvements - June 2006
Residential Streets Rehabilitation and Barrier Removal
- Identify location for improvements - July 2005
- Prepare plans and specification - October 2005
- Advertise for bids, review bids, award contract - November 2005
- Complete installation of improvements - March 2006
Bus Route Streets Rehabilitation and Barrier Removal
- Prepare plans and specification - October 2005
- Advertise for bids, review bids, award contract - December 2005
- Complete installation of improvements - March 2006
Major and CDBG Streets Rehabilitation and Barrier Removal
- Prepare plans and specification - October 2005
- Advertise for bids, review bids, award contract - December 2005
- Complete installation of improvements - March 2006
School Crosswalks - Installation of In-Pavement Lights
- Prepare plans and specification - July 2005
- Advertise for bids, review bids, award contract - August 2005
- Complete installation of improvements - September 2005
Traffic Signal Modifications at Vincent Avenue/Rowland Avenue, Vincent Avenue/Badillo Street, and Lark Ellen Avenue/Badillo Street
- Obtain funding - July 2005
- Prepare and send out RFP for design- August 2005
- Prepare plans and specification - November 2005
- Advertise for bids, review bids, award contract - December 2005
- Complete installation of improvements - June 2006
Maintenance Division
Upgrade Underground Fuel Storage Tanks
- Identify required components needing upgrade - July 2005
- Prepare plans and specifications - July 2005
- Put out to bid - August 2005
- Award contract - October 2005
- Commence upgrade project - December 2005
- Complete project - April 2006
Permanently repair potholes from storm
- Identify and locate depressed potholes - July 2005
- Schedule work - August 2005
- Cut out and permanently repair potholes - September 2005
- Complete project - April 2006
Install stamped colored concrete
- Locate areas in need - August 2005
- Schedule work - September 2005
- Install stamped colored concrete - October 2005
- Complete project - April 2006
Perform minor repairs to city bridges
- Identify items that can be performed in house - July 2005
- Prioritize and schedule work - August 2005
- Make minor repairs as needed - September 2005
- Complete project - June 2006
PERFORMANCE MEASURES
BUDGET COMMENTS
The department budget reallocates the funding sources of a number of staff positions according to each person's revised responsibilities.
The line item Special Assignment Pay (object 5126) is composed of personnel costs associated with CIP projects. The various line items are as follows:
Utility costs have been adjusted to reflect the actual expenses now that there are specific line items for gas, electric, and water.
The Maintenance Division is proposing staffing and organization changes in an effort to increase department efficiency and reduce general funding expenses by $30,000 a year in the department's operating budget with no impact on any other special department funding.
To fund landscape maintenance on the newer portions of the Azusa Avenue median; the citywide landscape maintenance fund was increased by $5,000.
To fund the replacement of LED lights for traffic signals, the gas tax fund was increased by $15,000.
BUDGET ISSUES
A clerk typist position was eliminated in the 2004-2005 budget and there is another unfilled clerk typist position. This reduction in clerical staffing has created extra burdens on the rest of the department.
There is a community enhancement officer position that is vacant due to hiring freezes. This vacancy will result in fewer inspections and less compliance of municipal code violators.
The department secretary position in the Maintenance Division is being underfilled with a secretary I due to hiring freezes.
Develop plan for Azusa Avenue that would improve traffic flow and safety and address residents concerns.
The purchase and replacement of vehicles has been deferred for a number of years causing the age of the City fleet to increase that will ultimately result in an increase in maintenance costs. The availability of pool vehicles has decreased significantly.
The fiscal impacts of new and changing National Pollution Discharge Emission System (NPDES) permit requirements are uncertain and costs are increasing.
Currently there is a vacant full-time Engineering Technician position and a part-time Engineering Trainee position. There is a need for entry-level engineers to conduct routine field work and inspections. The current staffing level produces delays in responses to the public and development community and limits the ability to inspect public improvements and CIP projects. Much of the work is dependent upon interns. Intern positions are difficult to keep filled due to their school commitments and the "below standard" rate of pay. Additionally, there is very limited capability to address traffic-engineering issues with this level of staffing.
Base maps need to be continually updated. This work is labor intensive and has been delayed due to the elimination of numerous full-time and limited service positions.
AUTHORIZED POSITIONS
Administration
Building
Engineering
Maintenance Division
ACTIVITY TREE
BUDGET SUMMARY
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