03/29/2013 Packet - The City of McCall

McCALL CITY COUNCIL216 East Park StreetAGENDA BILL McCall, Idaho 83638Number AB 13-60Meeting Date March 29, 2013SUBJECT:Work SessionDepartment Annual Reports to Council:Public Works DepartmentAGENDA ITEM INFORMATIONCOST IMPACT: n/a Parks and RecreationFUNDINGSOURCE:n/aAirportLibraryTIMELINE: n/a Information SystemsGrant CoordinatorSUMMARY STATEMENT:Department Approvals Initials OriginatororSupporterMayor / CouncilCity ManagerClerkTreasurerCommunity DevelopmentPolice DepartmentPublic WorksGolf CourseCouncil members have requested the opportunity to review and discuss the operations, priorities andfuture activities for each department in more detail. Each Department has been scheduled for a CityCouncil Work Session.Staff has prepared a brief Annual Report along with a more detailed report for each department that willbe provided to Council. The reports are intended to serve two purposes; provide background for theCouncil work sessions, and provide an overview of each department for the public.Attached are both 2012 Annual Reports for the Streets, Water & Wastewater Divisions.RECOMMENDED ACTION:None – Informational onlyMEETING DATEACTIONRECORD OF COUNCIL ACTION

City of McCallPublic Works - Streets2012 Annual ReportTable of ContentsStrategic Objectives 1A Performance Report 2Our Finances 3Looking Forward 4What We DoThe Public Works Department isresponsible for maintaining morethan fifty miles of city streets andparking. This includes patching,seal coating, paving, grading, sandingand snow removal. Additionalactivities include the painting of allstreet markings, repairing and replacementsof all street signage,clearing hazards in city right-ofways,as well as maintaining thecity’s storm drains culverts andstreetlights.The Streets Division also issuespermits for work performed by contractorswithin the City’s rights-ofwaysfor construction of sidewalks,driveways, underground utilities,and mail boxes.The Public Works Department alsois responsible for all vehicle andequipment repair and maintenancefor all but two city departments.OperationsThe Public Works Department has12.5 full-time employees which arecomprised of the Public Works Director,City Engineer, Street Superintendent,Street Supervisor, 6.5equipment operators, a Mechanicand an Administrative Assistant.MissionMcCall Public WorksDepartment isdedicated to excellence,integrity, andstewardship. Weenhance the safety,welfare, and livability ofthe community byproviding andmanaging infrastructureand services for streets,water and wastewaterutilities, and water andwastewater treatment.VisionMaking lives betterthrough the services weprovide each day.1

McCall Public WorksA Performance ReportSelected Programs & Services2012 Accomplishments Secured the leasing of fournew pieces of equipment, includinga new grader, twoloaders and a skid steerloader. Purchased four snow-gatesthat were implemented duringthe winter of 2012-2013. Revised the snow removalroutes to reduce snow plowingtime and reducing fuelconsumption. Completed a number ofneeded drainage projects includingLouisa, Helmick,Hayes, Edgewater Circle, andMill Road. Chipsealed Samson Trailfrom Deinhard Lane to theCity Limits. Street striping of all majorroads in the city. Cracksealing of all majorroads in the city.Pavement Management2

McCall Public WorksLooking ForwardWhat’s Next: Projects & ChallengesWe want tohear from you!Peter Borner, PEPublic Works Director(208) 634-3458McCall Public Works815 North Sampson TrailMcCall, ID 83638pborner@mccall.id.uswww.mccall.id.usCris MalvichStreets Superintendent(208) 634-8946City of McCall216 East Park StMcCall, ID 83638cmalvich@mccall.id.uswww.mccall.id.usGene DrabinskiCity Manager(208) 634-1003City of McCall216 East Park StMcCall, ID 83638gdrabinski@mccall.id.uswww.mccall.id.usImproving City Streets & SnowplowingPavement Management System: Pavement Management is a program for improvingthe quality and performance of pavements and minimizing costs through good managementpractices. A Pavement Management System is a set of defined proceduresfor collecting, analyzing, maintaining, and reporting pavement data, to assist the decisionmakers in finding optimum strategies for maintaining pavements in serviceablecondition over a given period of time for the least cost. A Pavement Management System(PMS) is designed to provide objective information and useful data for analysis sothat road managers can make more consistent, cost-effective, and defensible decisionsrelated to the preservation of a pavement network. The City of McCall completeda complete condition assessment of all asphalt and gravel streets in 2011 and will beevaluating all of the asphalt and gravel streets again this coming summer. From thisinformation, a more accurate pavement management program will be developed.Sign Inventory: The City of McCall has completed a sign inventory of all regulatory,street and informational signs within the City. All regulatory signs are required to maintaina minimum reflectivity standard. Those signs that do not meet those standards arerequired to be replaced. Street signs are now required to meet new standards for uniformtype, size and style of lettering to make them more visible and easier to read.Fleet Management: The City of McCall has implemented a fleet management systemto assure that all City vehicles and equipment receive the proper maintenance in atimely manner. All maintenance, repair and fuel usage costs for each vehicle or pieceof equipment are tracked. The fleet management system is used to maintain and keepreliable data on the City’s fleet of vehicles and equipment in a cost-efficient manner.Snow Removal: Currently the City of McCall has eight equipment operators that utilizeplow trucks, graders and loaders for snow removal within the City. It typically takesthe street crew about eight hours to clear snow from a typical 3” to 6” snow storm. Thispast fall, Public Works Department was able to secure for the first time, new equipment.This equipment included a new grader, two front-end loaders and a skid-steerloader. Public Works has also implemented the use of “snow-gates”. These gates workwell under most snowfall conditions. However, during large storms their effectivenessis limited and the snow-gates only reduce the severity of snow berms, not eliminatethem.Street & ROW Maintenance: Street and Right-of-Way maintenance remains the primaryfunction of the Public Works Department. With over 50 miles of asphalt andgravel streets, Public Works crews remain busy all year long. During the winter ofcourse the primary activity is snow removal. When it isn’t snowing, crews are busycutting snow floor and widening roads. During the spring, crews are busy making sureour many storm drains are working properly and repairing roads damaged by springbreakup. During the busy summer season, crews are busy painting traffic lines andcrosswalks, repairing streets, grading and applying dust control oil to gravel streets. Inthe fall, crews are at work delineating streets with snow poles, clearing brush and treesthat can hinder snow removal operations.4

City of McCallPublic Works - Water2012 Annual ReportTable of ContentsStrategic Objectives 1A Performance Report 2Our Finances 3Looking Forward 4What We DoThe Water Distribution divisionoversees all maintenance and operationsof the city water systemwhich includes all seasonal waterturn ons/offs, 24/7 emergency callouts, the replacement or repair ofaging/leaking service/main lines,fire hydrants, and installation of watermetersThe Water Treatment division operatesthe water treatment plant, aswell as the raw water pump stations,water storage tanks, and distributionlaboratory sampling. Weare responsible for the maintenanceof pumps, filters, aerators,disinfection equipment, laboratoryanalysis and reporting to state andfederal agencies for water monitoringrequirements.OperationsThe Public Works Department has12 full-time employees which arecomprised of the Public Works Director,Utility Superintendent, TreatmentSuperintendent, Utility Supervisor,2 Water Plant Operators, 5 UtilityOperators, an Administrative Assistantthat are shared with Sewer fund.MissionMcCall Public WorksDepartment isdedicated to excellence,integrity, andstewardship. Weenhance the safety,welfare, and livability ofthe community byproviding andmanaging infrastructureand services for streets,water and wastewaterutilities, and water andwastewater treatment.VisionMaking lives betterthrough the services weprovide each day.1

City of McCallPublic Works - Sewer2012 Annual ReportTable of ContentsStrategic Objectives 1A Performance Report 2Our Finances 3Looking Forward 4What We DoThe Sewer Collection division overseesall maintenance and operationsoff all sewer collection line,manholes, and sixteen sewer liftstations. The crew is on call 24/7for emergency call outs for poweroutages, main line backups, hazardousspills, and clean up. Eachyear approximately twenty-five percentof all sewer lines are cleaned.They also utilize television inspectionto look for damaged lines ormanholes.The Sewer Treatment division operatesthe wastewater treatmentplant, as well as the J-Ditch mixingstation and pipeline. They are responsiblefor the maintenance ofpumps, filters, aerators, disinfectionequipment, laboratory analysis andreporting to state and federal agenciesfor wastewater monitoring requirements.OperationsThe Public Works Department has12 full-time employees which arecomprised of the Public Works Director,Utility Superintendent, TreatmentSuperintendent, Utility Supervisor,2 Sewer Plant Operators, 5 UtilityOperators, an Administrative Assistantthat is shared with the Waterfund.MissionMcCall Public WorksDepartment isdedicated to excellence,integrity, andstewardship. Weenhance the safety,welfare, and livability ofthe community byproviding andmanaging infrastructureand services for streets,water and wastewaterutilities, and water andwastewater treatment.VisionMaking lives betterthrough the services weprovide each day.1

McCall Public WorksA Performance ReportSelected Programs & Services2011 Accomplishments Completed the updates to themapping of the water systemfor the City’s Geographic InformationSystem. Completed upgrades to theWaste Water Treatment Plantchlorine generation equipmentand storage tank. Cleaned twenty-five percentof the sewer mains in the Cityof McCall. Completed the preliminarydesign and report for the replacementof Lift Station 7. Completed Phase 2 of theInfiltration and Inflow studyidentifying sewer manholesand mains for rehabilitationand/or reconstruction. Gravity sewer was extendedto the east side of the Airportduring the Runway ImprovementProject. The Technical AdvisoryGroup presented their finalreport in April 2012 to CityCouncil. The recommendationwas to continue to land applytreated effluent to lands locatedsouth of the City.I&I Study Recommendations2

McCall Public WorksLooking ForwardWhat’s Next: Projects & ChallengesWe want tohear from you!Peter Borner, PEPublic Works Director(208) 634-3458McCall Public Works815 North Sampson TrailMcCall, ID 83638pborner@mccall.id.uswww.mccall.id.usLevi BrinkleyUtility Superintendent(208) 634-1011lbrinkley@mccall.id.usJohn LewinskiTreatment Superintendentjlewinski@mccall.id.us(208) 634-1853Gene DrabinskiCity Manager(208) 634-1003City of McCall216 East Park StMcCall, ID 83638gdrabinski@mccall.id.usImproving the City Sewer SystemInflow & Infiltration Study: The City of McCall has completed Phase 1 and 2 of aInflow & Infiltration (I&I) Study. The last complete study was performed in 2005. Anumber of suggested improvements have been made since that time. Even with therepairs, I&I continues to be a significant issue that leads to increased treatment andpower costs, shortened pump life and increased flow to the Winter Storage Pond. Anumber of manholes have been identified for repair once the I&I season begins Manholeinserts will also be placed on a number of manhole to reduce the amount of I&Ithat enters the sewer system.Lift Station 7: The preliminary design and design report for Lift Station 7 was finalizedduring FY 2012. It is anticpited that final design will be complete in the early partof FY 2013. Review by City staff and IDEQ of the complete construction plans andspecifications will be completed. In FY 2013. Construction is expected to start in nosooner that Fall of 2013 and more likely Fall of 2014. The lift station will be ordered inthe Spring of 2013.Other Lift Stations: There are several other lift stations that are reaching the end oftheir life. These stations have pumps that are inadequate in handling items (paper,etc.) that do not belong in the waste water (LS # 11). These stations are also a safetyhazard in that there is inadequate amount of room to properly and safely maintainthese stations. These lift station will be evaluated in the Spring of 2013 to determinetheir probable cost and to if any of these lift stations can return to a gravity sewer system.Timberlakes Condo Lift Station/Gravity Sewer: It was determined to replace theexisting lift station with a gravity sewer main. Plans were finalized and constructionstarted late in FY 2012. Completion of this project will occur in the Spring of 2013.Golf Course Lift Station/Gravity Sewer: The lift station at the Golf Course hasreached the end of its life and continues to be a maintenance issue. In 20123 PublicWorks will look at the feasibility of removing the lift station and constructing a gravitysewer main.TAG Plan Implementation: The final TAG Report was submitted in April 2012. Therecommendation of the Technical Advisory Group was to continue land application tolands located south of the City. The City started working with the PLRWSD in developingplans for implementation of the TAG Report. Existing agreements with the farmersusing J-Ditch water will need to be renegotiated, a water reuse permit from IDEQ willneed to be acquired, operational procedures will have to be adopted based upon theconditions of the IDEQ Reuse Permit and a rate structure for the cost of the ReusePermit will need to be developed.4