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HomeMy WebLinkAbout07-15-21 Public Services Com. MinutesDublin City Council Public Services Committee Wednesday, September 15, 2021 - 5:00 p.m. 5555 Perimeter Drive Ms. Fox called the September 15, 2021 Public Services Committee meeting t* *rder at 5:03 p.m. Staff present: Mr. Ranc, Mr. Stanford, Ms. Nardecchia, Mr. Taylor, Mr. Plouck, Mr. Earman, M Approval of Minutes Ms. Fox asked that a notation regarding the cost of tapping into City services be added to the mitutes. Vice Mayor De Rosa moved to approve the minutes of the August 23, 2021 Public Services Committee meeting as amended. Mr. Reiner seconded the motion. Facilities & Fleet Mr. Ashford provided an update to the Committee including the organizational chart. Facilities Management Mr. Ashford explained that the department is a work order -based department .2,nd he shared a summary of work orders from January through August. He shared a custodial quality control report and an overview of custodial inspections. Ms. Fox asked if custodial inspections of contract workers is new within the las','m year or has it been enlarged. Mr. Ashford stated that when the quality control position was approved, that allowed them to oversee that contract better. The person in this position oversees the 3rd shift contract and does inspections. ON malm-mr-min Public Services Committee Septemb- "`, s ePage 2 of 7 that they are doing disinfectant spraying of sensitive areas and disinfecting high - touch areas and that will continue until further notice. Vice Mayor De Rosa stated that she has heard positive -things from residentsi , - - I 471 MUCc-A I 'I) Inat produces 50-60% of electricity used by the rec: center. It is a partnership with IGS who has had some issues keeping their equipment running and due to the ongoing pandemic, they have not been able to bring technicians from Germany to fix the issues. The lease agreement is a 15 -year agreement. They are supposed to produce a certain number of kilowatt hours and if they fall short, the City receives a credit. He reviewed sustainability projects like lighting conversions and HVAC installations and associated AEP rebates. Fleet Management Mr. Ashford provided the Committee an update on green vehicle fleet. The goal is to keep the vehicles available for the departments to use. Mr. Ashford providevi an update on the City's green fleet. Of the City's 191 cars and light trucks, 45 are CNG, 10 are electric, and 11 are hybrid (gas and CNG) so 35% of vehicles and light trucks are green. The City has 27 dump trucks and 8 are CNG or 30%. The City has 43 pursuit vehicles and 8 are hybrid/electric. Mr. Ashford applauded the fleet manager John Hyatt because all future pursuit vehicles will be hybrid/ electric because it allows the engine to shut off while the computer and radio continues to function which can saves 1200 gallons of gas each year for one hybrid vehicle. Ms. Fox asked about goal regarding a timeline moving to green fleet. Mr. Ashford stated that he appreciates Council being willing to support green vehicles. Making a dump truck CNG is a $20k upgrade. It appears that engines will last a lot longer than a diesel engine and if we find the engines last longer like they appear to, then we can make the economic case as well as the sustainability argument for green vehicles. Ms. Fox stated that is worth bringing back to Council. Mr. Ashford shared that looking forward, they are looking for ways to increase clean or renewable sources in the City's upcoming energy contract. Mr. Ranc stated that Nick Plouck has found a company that will help us compare the cost of clean and/or renewable energy sources in order to see how we can do in terms of making consumption more sustainable from a City perspective. Counct'i will be seeing that analysis. 13FY RET Page 3 of 7 Vice Mayor De Rosa asked if it would be feasible to put together what it would take to have a 100% all -electric or -hybrid fleet by 2030. Mr. Ranc answered that they could do that. Vice Mayor De Rosa asked if the electric vehicle charging stations are free. Mr. Ashford stated that they are free. He explained that anyone who has an app ca see where they are and whether they are fee or free. They are free right now. Vice Mayor De Rosa would like to see usage reports on those. Mr. Ashford stat 1i 'i that engineering is installing some fast chargers but he is not sure those will be al free. Mr. snc stated that Staff is looking into a grant from AEP to install those'. Ms. Fox stated that as the country moves to electric vehicles in the next 15 years, if the City has free charging stations, that will attract more people and W require more charging stations. She asked what the anticipated need of chargi stations will be in the future and what Staffs thoughts are on free versus charging for them. Vice Mayor De Rosa noted that there will be different a technologies like charging pavement. Mr. Ranc stated that sounds wonderful I] he will get with the transportation team and look into that. Mr. Reiner asked if the Bridge Street chargers are fee or free. Mr. Ashford answered that they are free. Ms. Fox stated that she would be curious to see how much the charging stations in Bridge Park are used. Mr. Ashford stated thali they are used a lot. Ms. Fox asked what it would cost to charge a car. Mr. Ashford stated that he can get that information. It is tied to the grant from AEP and separate meters were installed so that can be tracked. Asset Management & Support Services Mr. Taylor gave an update on asset management and support services including sharing the organizational chart. Inventn Mr. Taylor stated that GIS had a really good inventory when he started with the City and he has continued to build upon that. Dubscovery gives a comprehensive view of everything the City has. GIS houses the static features of all assets and Cityworks houses the dynamic data. He shared a dashboard example showing streets inventory. Inspections Mr. Taylor shared a list of assets that are currently inspected (bridges, tunnels, etc.). This list has grown every year. Ms. Fox asked about historic properties that the City owns but that are not weli maintained i.e., buildings, landscapes, stone walls. Mr. Taylor stated that they Public Services Committee September 15, 2021 Minutes Page 4 of 7 are part of the asset listing and Staff is creating a comprehensive inspection process for that. Ms. Fox asked where asset management control is. She stated that she was toldr a lot of public art and parks -maintenance pieces- will be moving under the general asset management umbrella. She is concerned about the maintenance of these assets that are in parks. Mr. Taylor stated that they are working with Parks currently. Parks has their own process. He anticipates that by the end of the year, they will be able to bring selected parks assets into the program. Ms. Fox asked how a determination is made as to what assets will be placed under the asset management umbrella. Mr. Taylor stated sidewalks were not included because they do not have an annual inspection program. He explained that they will start with assets like shelter houses, structures, ball diamonds, fields, playgrounds while still trying to determine if items like park benches will be included. Mr. Ranc stated those historical properties will absolutely be part of this and will give us opportunity to have a proactive plan. Ms. Fox stated that one of the benefits of this is that if there is an understanding of the costs of maintaining a historic property, Staff would be able to better determine whether or not Ilemolition of a historic property is really cost effective. Mr. Taylor stated that all inspections and work are tied to specific estimates with costs in Cityworks. Mr. Taylor provided a snapshot of what the inspector sees in the field. He also showed an inspection schedule. Assessment Mr. Taylor shared the assessment tool — Tableau. This can be used to search all of the inspection data that has now been compiled and generate average conditions course for assets. Mr. Reiner asked if there is enough staffing to take care of these inspections. Taylor stated that for now we have one inspector doing all of these inspections Staff will be looking at additional options as decisions are made about inspectio schedules and incorporating different items. He shared that college interns (civi engineering students) help with ADA ramp inspections. Planning Work — Maintenance or CIP Mr. Taylor explained that the first step of planning work is deciding if it is maintenance or a capital project. Some work that cannot be done in house oft becomes capital work. He shared an example of the dashboard and work plans The dashboard gives an overall snapshot of work planned on the asset. Mr. Tay or stated that they take the data do the assessment an cr wanted. Mr. Taylor stated that Staff could make sure Council has access to th dashboard. Ms. Fox sated that this is data that they need. Vice Mayor De Ros stated that some,of that is out,t.here today. Mr. Taylor stated, thatsidewalka street maintenance is out there today. Right now the Hub is internal facing b could be made external if that is decided. Mr. Taylor noted that those plans change, It is a five-year plan. I Mr. Taylor closed by stating that we are in a great position where we're doing 17. lot more planned work instead of reactive work. Ms. Fox stated that • a better handle on data, there can be a better handle ♦" the manpower. This provides a clear picture of whether or not we have enough people. Mr. Taylor stated that GoDublin is also part of the Asset Management program. It was brought online in 2019. A lot of data has been added since then. This allows the residents to be able to speak to us easily and allows us to respond. This year Staff has responded with a specific crew that addresses these requests. This has gone off better than expected. The crews love the work; they love the variety. Ms. Fox asked if the team sees the compliments and comments from residents. Mr. Taylor stated that he doesn't see a lot but they tell him that they hear a • from the field. Ms. Fox stated • the GoDublin app `♦ her it and asked how the experience was. Mr. Taylor stated that the app developer started gathering that recently. 111 �1711111 IN 11 ma_ Off MINIM 1 P� 111 Mr Reiner explained t1Jat 17e has a mandatory course and excused himself from the dais at 5.56 W Public Services Committee September 15, 2021 Minutes Page 6 of 7 allow communication. She loves that code enforcement is included because people get nervous calling in. Ms. Fox stated that she loves getting feedback on "Ahe service reqbecomes a two-way street. She stated that -it has - built wonderful trust in the community. Mr. Taylor stated that there is a 3rd phase of how we are going to handle the "everything else" questions. Staff will be working with Communication and Publ Information on those. `1 Outreach & Engagement Ms. Nardecchia provided a quick update on outreach and engagement. She shared their organizational chart and their goal of matching people to their purpose. She explained that they are supporting city services; they are in 98% of city divisions/departments, most recently supporting code enforcement. They spend most of their time connecting people to things they need. She shared the four "buckets" or categories into which they divide their work (Ongoing Volunteer Programs, One -Time Event Support, Projects, Initiatives & Support, Nature Education). Ms. Nardeccia shared the outreach done last year and how it changed due to the pandemic. They developed instructional materials and began weekly meetings/check-ins with senior facilities. She stated that sometimes people still do call the City and staff will take the information and enter it into GoDublin for folks that are less comfortable using an app. Her group partnered with organizations to get needs met via home deliveries. She explained Dublin Cares as a group of organizations of which the City is a convener. Forever Dublin has been a struggle because people cannot get together in person. Staff is considering how that will continue into 2022. In 2022, the focus will be on retention and re-engagement; the assessment of Dublin Cares; the re- engagement of Forever Dublin; and the impact of Nature Education. Tice Mayor De Rosa extended her thanks. It has been a tough year and she sincerely appreciates this work. It is easy to measure input; output is harder to summarize. Placing the focus on impacts is exactly right. There is a much stronger coordination between different groups and she appreciates that. Ms. Fox stated that the division should be renamed "outreach and well-being". The work being done is holistic community well-being and how to create policies or services that create life-long well-being. She expressed admiration for the organizational strategy used. Page 7 of 7 soon there will be an unveiling of "work, learn, engage"' on the City's website that will be clearer. Right now, the way we organize our work may not make the most -sense to the resident but- you will see that very r soon., There being no further business to come before the Committee, the meeti adjourned at 6:23 pm. I --v-, AL , -) ) / , (1 01)