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HomeMy WebLinkAboutUtilities 2010-03-09 Item 3B - Report - 2009 4th Quarter Report: City Council / Parks and RecreationCITY COUNCIL City of Tukwila BUDGET PROGRAM GOALS: FOURTH QUARTER REPORT TO COUNCIL October 1 December 31, 2009 Prepared for Utilities Committee Jim Haggerton, Mayor 1. Seek out opportunities for Councilmembers to further their knowledge, experience and awareness of the different cultures represented within the Tukwila community: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. No activity to report during fourth quarter. 2. Support proarams and services that provide a sense of stability. community and unity throughout Tukwila's residential neiahborhoods: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. Councilmembers continue to sponsor a monthly Coffee Chat in the Tukwila community. 3. Work together in cooperation with nearby cities to address common problems in the Hiahwav 99 corridor and Military Road: Assigned to Finance Safety Committee for implementation and /or follow -up. Mayors from Tukwila and SeaTac have been communicating regarding the possibility of a joint meeting between the two city councils. Due to an increased workload, Tukwila City Council was not able to commit to a specific meeting date during fourth quarter. 4. Provide leaislative support and encouraaement to Tukwila residents livina in rental communities through proarams that hold owners and /or property managers accountable for providing safe places to live throuah the implementation of a rental licensing program: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. Tukwila Councilmembers actively opposed HB 1296/SB 5495 which provided for limitations on rental housing inspections. Relative legislation was deferred this legislative session. Department of Community Development staff continues to move forward with developing a rental housing licensing program for Tukwila. 5. Approve and implement standard operatina procedures for the Council. Review and update procedures on a reaular basis: Not currently assigned to a specific committee. Current workload assignments prevented the Legislative Analyst from further research and preparation of draft materials relative to Council standard operating procedures. 6. Support the implementation of City endorsed programs (i.e. Walk Roll Plan, Fire Master Plan, Parks Recreation Open Space Plan) throuah policy related decisions not associated with direct oroaram funding: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. No activity to report during fourth quarter. 7. Ensure a commitment to continued human services funding in relation to the cost of living throuah consistent review of reaional. state and federal budaets affectina human services programs and services: Assigned to Community Affairs Parks and Finance Safety Committees for implementation and /or follow -up. This item will be scheduled for Committee review as budget reviews deem appropriate. 8. Study the feasibility and implementation of televised City Council meetings: Assigned to Utilities Committee for implementation and /or follow -up. Information Technology staff has conducted preliminary research on this topic, but discussion has been delayed due to staff workload, per City Administrator. 2009 Fourth Quarter Report Prepared for Utilities Committee Page 2 9. Continue to foster relationships within local. reaional and state entities that encouraae opportunities for ioint partnership and outreach: Assigned to Utilities Committee for implementation and /or follow up. Councilmembers serve as representatives and alternates on local, regional and state boards, committees and commissions including but not limited to: SCATBd, SKEDI, WRIA 9, AHAB, Suburban Cities Association, Association of Washington Cities, Highline Forum and Cascade Water Alliance. 10. Formulate an Adopt -a- Neighborhood program that will provide Councilmembers the opportunity to become more familiar with the chanaina faces of communities and neiahborhoods throuahout the City: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. This item was not scheduled for Committee review during the fourth quarter. 11. Research the viability of sponsorina a City -wide Citizens' Academy: Assigned to Community Affairs Parks and Finance Safety Committees implementation and /or follow -up. This item was not scheduled for Committee review during the fourth quarter. 12. Establish a process to provide updates to Council on issues that are brought forward at Council meetings durina citizen comment opportunities: Assigned to Transportation Committee for implementation and /or follow -up. This item was not scheduled for Committee review during the fourth quarter. PUBLIC WORKS DEPARTMENT 2009 YEAR END SUMMARY: Public Works ended 2008 and started 2009 with a record snow and ice storm. From that storm, the US Army Corps of Engineers announced that the Howard Hanson Dam would not store as much water and that there could be an increased probability that the City would experience flooding along the Green River. A massive planning effort and outreach program continued throughout the year for Public Works to inform our business and residential communities. Council passed Resolution No. 1689 declaring a local emergency and Resolution 1697 for emergency contracting procedures. A draft Flood Response Plan has been completed by all City departments. As of December 31, 2009, no flooding was experienced in Tukwila. Overall, the City is better prepared now for any potential future flooding or natural disaster. 4th QUARTER SIGNIFICANT ISSUES: In support of the King County Flood Control District, advance protective measures (HESCOs and Super Sacks) were installed along the Green River. The log cabin on S 140 St was demolished and HESCO's were installed at that location. An interfund utility tax on water, sewer and surface water was implemented to help fund the Howard Hanson Dam Flood Response Plan. Construction is 66% complete and within budget for Phase II III of Tukwila International Blvd Improvement Project. Currently preparing to shift traffic from the west side of road to the east side of the road in early 2010 to enable the contractor to start construction of the west side improvements. Construction began on the Surface Water's Storm Lift Station No. 18 Upgrade and Gilliam Creek Basin Stormwater Overflow; both projects are related to the Howard Hanson Dam Flood Response Plan. 2009 Fourth Quarter Report Prepared for Utilities Committee Page 3 BUDGET PROGRAM GOALS: Public Works Administration 1. Prepare and present a comprehensive City Facilities Uparade and Replacement Plan: Has been placed on -hold until a financing plan is adopted. 2. Evaluate future arant fundina options available and propose a course of action to fund transportation proiects: Staff continued to seek funding opportunities. 3. Implement the Emeraencv Manaaement Community Disaster Education (CDE' Proaram: Preparedness briefings are part of the Outreach Program for the Howard Hanson Dam planning effort. CERT Program Trainer recruitment on hold due to budget restrictions. 4. Provide auarterly reports on emeraencv manaaement issues: Mayor and Council are being regularly updated on all issues. Council approved Resolution 1697 declaring the existence of an emergency requiring Public Works, without bid, to address the hazards from the Hanson Hanson Dam Flood Response Plan. 5. Hold auarterlv community informational meetinas: Ongoing. Emergency Management has held 9 public outreach briefings to date with several hundred people in attendance. Business Services 1. Create a more effective. cost efficient department— oroiectina and monitorina department costs: seeking more cost effective purchasina aareements with vendors: preparing the department's operation, maintenance and capital facilities budaet usina a "needs- basis" approach: Ongoing. 2. Review the feasibility of usina Council- approved Local Improvement Districts (LIDs' as a means of financina street improvement proiects for residential and commercial areas: Approved Resolution No. 1690 and revised Resolution No. 1698 for the Intent to Form a LID and Ordinance No. 2260 was approved to Form LID #33 for the Tukwila Urban Center Access (Klickitat) Project. 3. Review "rate model" for establishina appropriate rates for water, sewer and surface water enterprise funds. Investiaate the feasibility of a consumption -based sewer rate: The rate model was completed with the updated 2010 -2015 Capital Improvement Program. Minimum water charges were increased in 2010 to compensate for stagnant revenue based on water consumption levels decreasing due to conservation. Residential sewer rates will remain a flat rate as opposed to consumption -based since overall water consumption is decreasing. An interfund utility tax was implemented to help fund the Howard Hanson Dam Flood Response Plan. Maintenance Administration 1. Identify operational reauirements (facility space, eauipment, and personnel) for all maintenance functions beina performed: Material staging and storage have been prioritized for the Howard Hanson Dam Flood Response Plan. 2. Implement recurrent technical trainina and operational safety programs to maintain employee certification levels to meet current and updated regulations: Training was completed for confined space and the City's confined space plan with the new regulations has been approved. 3. Initiate a program that will improve the enerav efficiency of City maintenance operations: As part of the City's Green Team, Public Works is reducing waste and evaluating energy conservation. Engineering Administration 1. Assess standardized contracting procedures for construction and repair proiects: City attorney is reviewing all contract templates. 2. Annual assessment and update of transportation impact fees system: On -hold pending budget approval for traffic model and transportation element update. Traffic, Parks, and Fire Impact fees were input into Finance's new Project Accounting software for tracking. Development General: 1. Maintain and improve the turn around time for Permit review and approval: All performance goals are being met. 2. Work with and support DCD to improve permit processes: Ongoing. 2009 Fourth Quarter Report Prepared for Utilities Committee Page 4 Performance: 1. Zero backlogs of permits waitina for more than 30 days to be reviewed: Goal met. 2. Permits for single family residences issued within 30 days: Goal met. Facility Maintenance General: 1. Maintain a record keepina and trackina system for facility maintenance work order allocation: Goal met. Facilities also assessed auxiliary power sources for emergency purposes (i.e. 6300 Building, etc.). 2. Implement the business plan for facility maintenance: Planning is now part of the Green Initiative. Performance: 1. Advertise and award 90% of active Fund 303 Proiects no later than June 1 On budgetary hold. 2. Reduce facility maintenance costs by 10% throuah efficiencies: Reviewing and implementing lighting cooling efficiencies. Street Maintenance /General Admin General: 1. Participate in pavement management for the multi -year street overlay program: Completed the design review with engineering. The 2009/2010 Overlay and Repair Program was completed in 2009. 2. Assess the Traffic Operations Center (TOM effectiveness and flexibility with an emphasis on expanding its use by other departments: Fiber expansion by City crews was completed from City Hall to the Neighborhood Resource Center on Tukwila Int'I Blvd. Performance: 1. Repair City -owned streetliahts within 72 hours. For Seattle City Liaht/Puaet Sound Energy streetliahts. report within 24 hours: Repairs have been made on City -owned lights as needed. 2. Correct all traffic sianal problems within 24 hours: Goal being met. 3. Perform quarterly preventative maintenance on all City -owned traffic signals: Completed all LED replacements in the traffic signal heads. 4. Evaluate reflectivity of all sians once a year: Completed. 5. City street cleaning: Goal met. Residential 100 percent of the streets. twice a year. Arterial residential and commercial /industrial roads six times a year. Arterial commercial /industrial roads eioht times a year. 6. Potholes shall be repaired within 48 hours of notification: Goal being met 7. Provide quarterly reports on the effort to remove araffiti from public property: Year -end report being prepared. Residential Streets General Engineering 1. Prioritize. budget. and schedule list of residential street improvement projects. includina condition of sidewalks. for inclusion into the City's Capital Improvement Proaram: On hold. 2. Annual update of pavement management system: 2009/2010 Overlay Repair Program construction was completed in 2009. Due to staff workload, the pavement management system will need to be updated in 2010. Bridges Streets General Engineering 1. Onaoina construction of Phase II III of Tukwila International Blvd. Improvement Proiect: Construction is 66% complete and within budget. Contractor is on a winter construction schedule. Preparing to shift traffic from west side of road to the east side in 2010 to enable contractor to construct west side improvements. 2. Award construction contract for Tukwila Urban Access (Klickitatl Proiect: LID formation approved by Council. ROW acquisition completed with ROW certification to follow. Advertisement date postponed pending resolution of design criteria with WSDOT. 2009 Fourth Quarter Report Prepared for Utilities Committee Page 5 3. Award construction contract for Southcenter Parkway Proiect: Final design supplement with David Evans approved by Council. Final plans submitted to WSDOT for review. Right -of -way certification underway. Advertisement scheduled for February 25, 2010. Water Utility /Maintenance Operations General: 1. Track backflow prevention compliance for the annual Department of Health report using the City's cross connection data program: Data updates completed and DOH reports have been submitted. 2. Continue the remaining phase of the automatic meter read program in the residential areas: Remaining area, Allentown, nearing completion. More installs are scheduled for 2010. 3. Implement a program to test the accuracy of water meters 2- inches and larger into standard preventative maintenance procedures: Goal met. 4. Monitor Water Use Efficiency efforts and provide an annual report: Report sent to Washington State Department of Health. Performance: 1. Install new water meters within 48 hours of the hook -uo request: Goal being met. 2. Respond to water quality concerns within 24 hours: Other than Lake Young's algal bloom issues, there were no calls or complaints in the Tukwila system for 2009. 3. Test chlorine residual level bi- monthly: Goal being met as scheduled. 4. Test coliform levels bi- monthly: Goal being met. 5. Achieve 10 percent water savings to meet Water Efficiency Goals established by the Municipal Water Law: Completed 10% for 2008 and waiting for final 2009 consumption figures. 6. Regular testing of fire hydrants: Completed for 2009. General Engineering Services Water 1. Complete construction of Andover Park East Water main Replacement Project: Design is complete. SEPA and shoreline permits have been submitted. Advertise in second quarter of 2010. Sewer Maintenance Operations General: 1. Evaluate system -wide conditions for possible replacement and /or upgrade: Assessment completed with Infiltration Inflow work. 2. Review results of video logs to identify damaaed areas and locations of possible infiltration /inflow: Repairs have been made as needed based on inspection logs. 3. Implement a system for remote monitorina of lift stations response and corrective action can be achieved from a laptop computer: New software installed and further fine tuning is underway. Performance: 1. TV inspect 20.000 LF of pipe annually: Approximately 75% complete. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 2. Clean 183.000 LF of pipe annually: Approximately 90% completed. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 3. Clean and maintain 730 manholes annually: Approximately 500 manholes completed. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 4. Weekly monitoring of 10 sewer lift stations for pump hours, start counts. and aenerator operation: Routine scheduled monitoring along with cleaning of wet wells. General Engineering Services Sewer 1. Complete construction of the Interurban Ave S Gravity Sewer Project: Design is complete. Easement is needed to construct overflow pipe. Advertise in third quarter of 2010. Interurban roadway project is on hold. Surface Water Maintenance General: 1. Participate in development of a multi -vear small drainaae project list: Design review completed. 2. Provide field support to Enaineerina for GIS inventory: Continuing with Area 6. 2009 Fourth Quarter Report Prepared for Utilities Committee Page 6 3. Investiaate through usage of TV. GIS and flushina tasks to find unmapped systems: Efforts are underway to begin TV work in areas that still need additional mapping. Performance: 1. TV inspect 15,000 LF of pipe: This goal was not met due to the Howard Hanson Dam Flood Response Plan. 2. Maintain /clean 3.500 LF of ditches and four large water auality ponds: 2,800 LF completed. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 3. Clean 1.400 catch basins. manholes and stormceotors: 1,000 catch basins cleaned. This goal was not met due to the Howard Hanson Dam Flood Response Plan. 4. Maintain /clean 15.000 LF of storm lines: Completed inspection efforts. 5. Conduct weekly monitorina of five storm lift stations for pump hours, start counts, and aenerator operation: Routine scheduled monitoring. Surface Water General Engineering Services 1. Complete small drainaae projects identified on the approved list for 2009 -2010: 2009 construction is underway with closeout in 2010. 2. Continue adoption and repair of the private storm systems that have been identified: Consultant will complete design of 5 other sites for future construction. 3. Continue development of the GIS as- builts of city infrastructure that complies with NPDES: Area 5 inventory complete. Area 6 contract was approved and is currently underway. Equipment Rental General: 1. Use the Fleet Management Database to recommend a 10 percent reduction in the City's fleet costs: Carpool and auction efforts have reduced under utilized vehicles. 2. Fully implement the Vehicle Replacement Guidelines Procedures: Goal being met. Performance: 1. Return 100 percent of vehicles for preventive maintenance and checkup within the 30 -day timeframe: Ongoing, goal being met. 2. Keep 90 percent of safety vehicles (Police and Fire) available for use: Completed repair of fire trucks for full enablement of the Fire fleet. 3. Complete by April 30th. the "Condition of the Citv's Fleet" Report: Available upon request. 4. Complete 85 percent of the capital eauipment purchases by June 30 On budgetary hold.