Public Works. Annual Report 2016

Transcription

1 Public Works Annual Report 2016

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3 MISSION STATEMENT The Mission of Public Works is to provide essential services to sustain and enhance the quality of life to the citizens of Manassas in a prompt, professional, courteous, safe, efficient, and cost-effective manner. Through our dedicated employees, Public Works strives to plan, build, maintain, and operate public infrastructure in a manner that respects the environment, preserves these assets for future generations, and fulfill the goals established by our City Council. Public Works continually works to implement innovative technologies and processes to improve and maintain the City s streets, drainage systems, transportation networks, open spaces, cemeteries, facilities, fleet resources, and solid waste collection in order to provide reliable and excellent service to the community. Page 3 of 26

4 DEPARTMENT OVERIVEW The Department of Public Works provides the citizens of Manassas a wide range of public services which contribute to the health, safety, and betterment of the community. These services include street maintenance and snow removal; maintenance of public buildings and grounds including parks, and cemeteries; trash and recycling collection; transportation including traffic controls, and commuter parking lot maintenance; fleet maintenance including police cars, school buses, snow plows and heavy equipment; and development of capital improvement projects. We are committed to serving the citizens every day to ensure the environment in the City is well-maintained and that quality service is delivered. The Department of Public Works is proud to identify our major projects accomplished in 2016: City crews and contractors restored full use of City streets within 48 hours after the snowfall ended during the Winter Storm Jonas 30 inch snow event The City received the Virginia Recycling Association 2016 Outstanding City/County Award for Recycling Renovation of City Hall Plaza City Clerk s Office Renovations Installed a Diesel Exhaust Fluid dispensing system at the Public Works Compound to promote cleaner air though the reduction of Nitrogen Oxide emission from diesel powered vehicles in our fleet City crews and contractors restored the traffic signal operations at the intersection of Centreville Road and Prescott Avenue within 24 hours following a motor vehicle accident on August 7, 2016 Replaced the entire roof at the Department of Motor Vehicles building on Godwin Drive (Property owned by City Leased to DMV) November RecycleFest had 452 residents celebrate America Recycles Day with more than 25 tons of recyclables collected in four hours, which is the single largest recycling event in the City s history Completed upgrades at the Manassas Museum building to upgrade the gallery lighting and renovations to the Museum Gift Shop Initiated video pavement condition assessment program to develop a Pavement Management Program Page 4 of 26

5 26 th Consecutive Year designated a Tree City USA community This Annual Report will further document the services provided to our residents in Page 5 of 26

6 CITIZEN SURVEY RESULTS In 2016, the City hired ETC Institute to conduct a follow-up survey of our resident from the initial survey conducted in The results generally indicated that the services provided by the Department of Public Works are achieving approval from most citizens, but the results also indicate where we can focus our efforts to achieve greater community satisfaction. Service Satisfaction Rating Maintenance of Streets/Sidewalks/Infrastructure 69% Condition of Sidewalks 72% Maintenance of Neighborhood Street 68% Overall Cleanliness of Streets 76% Adequacy of Street Lighting 65% Walking/Biking Trails 50% Maintenance of Street Signs & Pavement Markings 73% Flow of Traffic & Ease of Getting Around the City 49% Residential Curbside Recycling 86% Quality of Trash, Recycling, & Yard Waste 84% Quality of Landscaping, Parks, Medians & Other Areas 75% Maintenance of City Buildings & Facilities 75% Availability of Public Parking 60% The survey indicated that Flow of Traffic & Ease of Getting Around the City was cited by 39% of our residents as the most important priority and least satisfied major City service. The Department has developed three major initiatives to address traffic flow, pavement condition, and pedestrian access: Our Traffic Division will upgrade the signal software and equipment to allow our traffic signals to improve communication between signals to improve traffic flow. In addition, we will contract with traffic experts to optimize the signal timing and coordination of our traffic signals to limit time delays at intersections. Our Street Maintenance Division developed a Pavement Management Program to identify and prioritize road repair projects. Staff will pursue funding opportunities and maintenance efforts to address pavement condition needs. Our Street Maintenance Division will also be working with our Information Technology Department to obtain current GIS data for all sidewalk and trails in the City to prioritize repairs and construction to complete sidewalk links in a timely manner. Page 6 of 26

7 2016 FINANCES The Department of Public Works budget expenditures for 2016 totaled $13,090,723 for Street Maintenance, Traffic Controls, Building & Grounds, Solid Waste, and Fleet Maintenance. The following chart breaks down these expenses: 2016 Expenditures $373,381 $3,253,921 $3,538,315 $3,394,259 $846,388 $1,740,947 Solid Waste Traffic Controls Bldg & Grounds Fleet Streets Administration Page 7 of 26

8 ADMINISTRATION The Department of Public Works Administrative staff is comprised of one Director, one Assistant Director, one Administrative Assistant II, one Traffic Control Supervisor, one Buildings & Grounds Manager, one Street Maintenance Supervisor, and one Fleet Manager. Administrative duties include responding to citizen inquiries, managing crews, identifying and scheduling maintenance and capital construction projects. In addition, the Department oversees the Staff Transportation Committee, capital transportation planning, and Parking District administration. The Department also assists with development plan review and assists with the advancement of the City s capital improvements. Page 8 of 26

9 BUILDINGS & GROUNDS The Buildings & Grounds Division is divided into three sections: Beautification (Landscaping); Grounds Maintenance, and Building Maintenance. The Buildings & Grounds Division is also responsible for the operation and maintenance of two cemeteries. Grounds Maintenance The Grounds Maintenance division of Buildings and Grounds provides services to two Cemeteries, twenty-one City owned Facilities, eleven City owned Parks, eight Schools, and all roadside mowing throughout the City of Manassas. Grounds Maintenance is staffed with one Maintenance Supervisor, one Grounds Operator I, six Grounds Maintenance Workers, all overseen by the Buildings and Grounds Manager. Grounds Maintenance Funds are provided through the General Fund as part of the overall Public Works Department budget. Funds are requested and allocated through the annual budget process. Mowing is accomplished using In-House Crews and an Outside Contractor. In-house crews handle the majority of the roadside and median mowing including a few park areas. An Outside Contractor handles the Schools, Parks, selected Storm Water management areas, Cemeteries and City Facilities. Park Maintenance is performed with in-house crews. A few examples of the services are Playground Safety Inspections Playground Fall Protection Maintenance and Replenishment Fencing Maintenance Equipment Installation Turf Maintenance Page 9 of 26

10 Graffiti Removal Snow Removal Litter Control Beautification (Landscaping) The Beautification Division of Buildings and Grounds provides horticulture services to all City owned buildings, parks, cemeteries, roadway medians, City parking lots, shrubs and flower beds. Beautification is staffed with one City Arborist, one Equipment Operator I, and two Maintenance Workers. The Division is overseen by the Buildings and Grounds Manager. Beautification Funds are provided through the General Fund as part of the overall Public Works Department budget. Funds are requested and allocated through the annual budget process. Field related services provided by the Beautification Division are as follows: Tree planting, trimming, weeding, watering, fertilizing, mulching, insect and disease control on all roadway medians, buildings, rights of way, parking lots, cemeteries and parks. Shrub planting, trimming, weeding, watering, fertilizing, mulching, insect and disease control at buildings, parking lots and isolated shrub planting beds. Planting, watering, fertilizing, mulching, weeding, insects and disease control of all perennial and annual flower beds. Monitor in-house and contracted services for watering and fertilizing the Hanging Basket Program in Old Town. Respond to citizen inquiries about tree issues. Monitor contracted tree trimming services as needed. Monitor irrigation control systems at Harris Pavilion and Public Works Building A. Monitor the fertilizer and weed control contracted services on all roadway medians, City buildings, Ball fields and Harris Pavilion. Site plan review of all new and renovated building and construction projects for compliance with City codes and regulations concerning Beautification and tree canopy coverage. The City Arborist serves as staff liaison to the Beautification Committee. Assist with snow removal operations Building Maintenance The Building Maintenance Division of Buildings and Grounds provides services to twenty-one City owned facilities that total approximately 200,000 square feet of space. Building Maintenance is staffed with one Building Maintenance Supervisor, one Senior Maintenance Technician, one Building Maintenance Technician I and one Building Maintenance Worker all overseen by the Buildings and Grounds Manager. Page 10 of 26

11 Building Maintenance Funds are provided through an Internal Service. Other Departments pay a predetermined amount annually based on facility needs which is combined to fund the Building Maintenance effort. Unused funds are accumulated each year with the intention of providing a means to fund unexpected expenses or capital improvements in future years. Services provided by the Building Maintenance Division include: Complete HVAC, Plumbing, Electrical and Carpentry service, as well as other miscellaneous facility maintenance issues. Minor renovation projects performed in-house Management of larger projects utilizing contractors Office related moving service Preventive Maintenance of HVAC equipment Life Safety Systems compliance (fire alarms, elevators, etc.) Management of Custodial contractor 24-7 response to facility related problems Cemeteries The Grounds Maintenance Division of Buildings and Grounds provides services to two City owned Cemeteries located in the City of Manassas. Manassas Cemetery is located at 9317 Center Street, has a total of over 2,000 plots, and has approximately 100 plots still available for sale. Rose Hill Cemetery is located at Foster Drive, has over 1,000 plots, and is sold out to capacity with no plots available for sale. Both cemeteries are active and interments are handled directly by the Buildings and Grounds Manager. Cemetery Maintenance Funds are provided through the General Fund as part of the overall Public Works Department budget. Funds are requested and allocated through the annual budget process. There is also a separate perpetual care fund that was created to address major maintenance and capital expenses related to both Cemeteries. This account must maintain a minimum balance of $100,000. Cemetery related services provided by the Grounds Maintenance Division are as follows: Contracted mowing management and monitoring Contracted interment coordination Removal of flowers and litter Tree and shrubbery maintenance Fencing and memorial maintenance Plot ownership transfers Ground leveling and reseeding Page 11 of 26

12 FLEET MAINTENANCE The Fleet Maintenance Garage employs six mechanics, one administrative associate, and a fleet manager. Our combined staff has over 203 years of professional mechanical experience and 60 ASE certifications. Our Divisiont is responsible for performing routine maintenance, repairs, and all state mandated safety inspections on the 449 vehicles and pieces of equipment that the city owns and operates. During emergency situations the garage has staff on hand 24 hours a day to provide support services to other working Departments. Our mechanics work vigorously to keep all equipment on the road, and out of the garage. Our capable staff is responsible for the complete up fitting of all police vehicles. This process takes about 40 man hours of labor and requires removal of most of the interior of the vehicle. As technology changes, we continue to improve on our emergency lighting package that enhances both visual appearance as well as officer safety. Along with all the emergency lighting that gets installed, we also install license plate readers, video recording equipment, prisoner transportation equipment, lo jack trackers, radar, and communication equipment. Page 12 of 26

13 This year we invested $19,000 dollars in a Diesel Exhaust Fluid (DEF) dispensing system. DEF is used on a variety of new diesel engines to comply with the Tier 4 emissions requirement mandated by the Federal Government. Diesel Exhaust Fluid is 65% deionized water and 35% urea; it is injected directly into the exhaust stream in front of the Selective Catalytic Reduction (SCR). Inside the SCR, a chemical reaction takes place between the DEF and the pollutant (Nitrogen Oxide), which is broken down into harmless water and nitrogen. As we acquire more new Diesel powered Heavy Duty trucks and equipment, the need for DEF continues to increase. This new dispensing system works in conjunction with our existing fuel management system and allows only the equipment that requires DEF to dispense the fluid. Page 13 of 26

14 The FY2016 vehicle maintenance fund Expenditure budget was $4,229,910. Actual expenditures came in at $3,540,115. This reduction was mainly due to the lower than projected cost of fuel. During FY2016, we replaced 5% of the fleet by investing $930,000 in the vehicles and equipment as follows: 3 Police Interceptor 1 Bucket Truck 2 Detective Dodge Chargers 1 Crane Truck 1 Police SSV 1 Snow Blower 1 Dump Truck 1 Fusion Hybrid 1 Trailer 1 Van 2 SUV s 9 Pick Up Trucks These vehicles and equipment were replaced using a combination of guidelines that are outlined below and an individual vehicle/equipment assessment conducted by the Fleet Manager. 1. Age of the Vehicle/Equipment Police Patrol Vehicles, 5-6 years Cars, 6 years Light duty trucks, 7 years Dump trucks/equipment, 10 years Motorcycles, 5 years 2. Miles or Hours All vehicles, 100,000 Miles Equipment, 10,000 Hours Motorcycles, 50,000 Miles Page 14 of 26

15 3. Maintenance Cost Individual vehicle/equipment assessment of when the maintenance cost has surpassed the original purchase cost or when the residual value of the vehicle/equipment has fallen to the point of being unable to justify the increasing maintenance expense. Any vehicle may meet the age or mileage parameter for replacement but if the maintenance cost criteria does not justify replacement, its replacement will be postponed and reevaluated the following year. In this way, the Fleet Management Division works to maximize the efficient replacement of City vehicles and equipment. Page 15 of 26

16 STREET MAINTENANCE Public Works Street Division comprises a twenty-two person staff running a multifaceted operation, from street maintenance to stormwater system maintenance to leaf and snow removal. Funded primarily out of the General Fund, the Street Division is able to provide these very differing services as the seasons change throughout the year. Public Works also receives additional funding through the Virginia Department of Transportation (VDOT), which provides an annual allotment of funding, to maintain approximately 250 lane miles of roadway infrastructure. The City of Manassas will receive $3,774,766 in VDOT maintenance funds in FY The amount of funding received is based upon the total number of lane miles in the City s road network. These road maintenance funds contribute to a variety of services including paving, snow removal, traffic signals, signs, road drainage, sidewalks, mowing of medians, street sweeping, etc. Street Maintenance Expenditures FY 2016 FY 2015 Eligible Expenditures VDOT Funding FY 2014 FY 2013 $3,000,000 $4,000,000 $5,000,000 FY 2013 FY 2014 FY 2015 FY 2016 Eligible Expenditures $4,050,535 $3,651,705 $3,756,129 $3,884,308 VDOT Funding $3,380,840 $3,481,582 $3,576,842 $3,717,680 Page 16 of 26

17 The Public Works Department paved the following city streets during 2016: Signal Hill Road (from Fairview Avenue to Richmond Avenue) Peabody Street (from Stuart Avenue to Stonewall Road) Mathis Avenue (from Sudley Road to Maple Street) Main Street (from Quarry Road to Portner Avenue) Total Paved 1.42 lane miles 0.56 lane miles 0.24 lane miles 0.42 lane miles 2.64 lane miles This year the City spent $262,772 paving streets. This represents approximately 1.1% of the total lane miles in Manassas. While these numbers are unusually low, the Public Works Department was able to conduct a fully comprehensive evaluation of our street pavement conditions through use of VDOT s contracting resources. Additional paving funds from 2016 will be carried forward into 2017 to supplement the established Pavement Management Program. As a result, Public Works has been able to develop a long term pavement plan for the City of Manassas that identifies the most important transportation needs. A full unveiling of the new pavement plan occurred February 2017 in Council Chambers. The City of Manassas will then continue their traditional paving schedule. This year was also a record year for snowfall. In January, the City of Manassas received approximately 30 of snow within a 48 hour period. Street Division crews, assisted by Utility Department personnel and other contracted resources, were able to successfully open all City owned streets within 48 hours after snowfall had ended. City crews also worked tirelessly to remove snow from Old Town sidewalks during night time operations. Pictures of the massive snow mound placed at the Boys and Girls Club can be seen below. The massive snow mound at the Boys and Girls Club Page 17 of 26

18 City crews removing snow from Georgetown South neighborhood Branscome Paving placing 2 of SMA-9.5D on Main Street Page 18 of 26

19 City crew cleaning out stormwater pond on Godwin Drive Finished pond on Godwin Drive as grass begins to grow back Page 19 of 26

20 Refuse and Recycling Services Provided FY2016 SOLID WASTE Collection Services Trash Yard waste Recycling Bulk waste Drop Off Services Household hazardous waste Electronic waste Paper shredding Collection Statistics FY2016 In FY2016, the City collected a total of 16,921 tons of trash and recycling: Trash Recycling Yard Waste Courtesy Truck Electronic Waste Household Hazardous Waste Shredded Paper 12,113 tons 2,326 tons 2,307 tons 32 tons 59 tons 67 tons 17 tons Page 20 of 26

21 Virginia Recycling Association Award The City of Manassas Recycling Program received the Virginia Recycling Association (VRA) 2016 Outstanding City/County Program Award for raising the standard and community involvement in recycling. The City was highlighted as one of Virginia s most proactive communities in developing positive messages for education and outreach. High Satisfaction In the 2016 Citizen s Satisfaction Survey, City of Manassas residents gave refuse and recycling services some of the highest approval ratings. The overall satisfaction rate of residential garbage collection and bulk refuse collection in Manassas was 84%. The comparative satisfaction rating for the East Region of the United States is 68% and for the entire United States is 76%. The overall satisfaction rate for curbside recycling was also 86%. The comparative satisfaction rating for the East Region of the United States is 78% and for the entire United States is 76%. One of the reasons for this high level of satisfaction is the very low level of missed collections, or what we refer to as our miss rate. We keep track of every incident of missed trash or recycling throughout the year to measure our performance. In this way, we can assess the level of service of our contractor and make improvements for our residents. Page 21 of 26

22 During 2016, we made over 750,000 residential collections for refuse and curbside recycling. Our total number of missed collections averaged 57 misses per month. This equates to a miss rate of 0.001%. Household Hazardous Waste and Electronic Waste According to the Environmental Protection Agency, the average U.S. household generates more than 20 pounds of household hazardous waste per year. In 2016, City residents dropped off a total of more than 143 tons of recyclable material at nine household hazardous waste and electronic waste drop off days held at the Manassas Transfer Station. Total Tonnage Residential Drop Off Days FY16 Electronic Waste Shredding 17 Household Hazardous Waste In November, a record-breaking 452 residents took part in RecycleFest to celebrate America Recycles Day. More than 25 tons of recyclables were collected in just four hours making it the biggest single recycling event in the City s history. The event received a full page coverage in Prince William Times and national recognition from Keep America Beautiful. The City secured a new electronic waste recycling contract with Potomac ecycle and included a new curbside collection service with American Disposal Services. Beginning in February 2017, residents will now have three ways of disposing of unwanted electronics: drop-off days, curbside collection and facility drop-off. Trash and Recycling Collection In 2016, City residents generated over 12,113 tons of trash and 4,633 tons of recycling giving City residents a 28% recycle rate, up two percent from last year. Page 22 of 26

23 Trash Volume 2016 Recycling Volume 2016 Single Family 51% Townhome 49% Single Family 77% Townhome 23% The volume of trash generated by single family homes and townhomes remained even and 51% and 49%. However, single family homes generated 77% of the total volume of recyclable material collected the City. The new trash and recycling contract with American Disposal Services includes two bulk waste collection days for townhomes, curbside collection of televisions and computer monitors to help reduce problems trash generated through dumping. The new contract also includes a new Community Recycling Grant for HOAs that will encourage new ideas and develop trash and recycling solutions supported through community action. Page 23 of 26

24 TRAFFIC CONTROL The Traffic Control Division is comprised of two Traffic Control Technician I s, one Traffic Control Technician II, and one Traffic Control Supervisor. They provide installation, maintenance, and repair of the following: 62 Signalized Intersections About 6,800 Street/Roadway Signs. Staff manufacture and install all of the signs along the roadways and municipal parking lots within the City limits. Full service sign and graphics shop that creates vehicle graphics and lettering for City owned vehicles as requested by Fleet Maintenance Manufacture and maintain signs and place traffic control equipment for special events and other City needs Pavement Markings for 250 Lane Miles of City Roads and all City Parking Lots About 30 School Zone, Pedestrian Crossing, or Other Safety Alert Flashing Signs 5 Variable Message Sign Boards at the entrances to the City to Alert Citizens of Public Events, Major Incidents, or Road Closures In addition, Traffic Control assists with: Identifying traffic volumes, speeds, and truck volumes on City roads by conducting about 50 traffic studies each year Road closures for special events and any emergency situations as requested by the Police Department or other City Departments Page 24 of 26

25 Works with the Street Division during snow removal operations City crews reestablishing traffic signal following an accident Page 25 of 26

26 LOOKING AHEAD The Department will continue to advance the infrastructure needs for the City. Implementation of the Pavement Management Plan will occur in In addition, staff will develop a Sidewalk Management Plan to maintain our sidewalks and advance sidewalk installation to connect existing sidewalk and trail networks. The Department will pursue standardization of the City s fleet to improve maintenance efficiency. We will also incorporate the new City logo on the City s vehicles. Planning is already underway to expand participation in RecycleFest Staff are also working on an update to the City Code related to Solid Waste. We will advance updating the software for our traffic signals to reduce traffic congestion. The Department will also assist with the new Fire Station, Police Headquarters, and City Hall renovations. Page 26 of 26