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HomeMy WebLinkAbout021-90 Ordinance . RECORD OF ORDINANCES Dayton Legal Blank Co. Form No, 30043 Ordinance No.__21__9<t _uu- Passed__ nnUn_ nmJ9n - - AN ORDINANCE AUTHORIZING THREE NEW MAINTENANCE WORKER POSITIONS WITHIN THE DIVISION OF MAINTENANCE AND DECLARING AN EMERGENCY WHEREAS, Council believes that an immediate need exists for three new Maintenance Worker positions within the Division of Maintenance; and, WHEREAS, Council believes that said positions are necessary to enhance the operational effectiveness and efficiency of the Division of Maintenance; NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, ~of the elected members concurring: Section 1, That three new Maintenance Worker positions within the Division of Maintenance are hereby authorized, Section 2, That an amendment to the appropriations shall be submitted at the time the aforementioned positions are filled and the annual wage and benefit costs have been determined, Section 3, That this Ordinance be, and hereby is, declared to be an emergency measure necessary for the preservation of the public health, safety and welfare, and for further reason that the recruitment and selection process for said positions needs to be initiated immediately; therefore, this Ordinance shall take effect and be in force immediately upon its passage. Passed this 10th day of March , 1990, I ~pr~~ Attest: e ~~n~h~N Sponsor: City Manager Director of Personnel and Purchasing , hereby certify that copies of this Ord;nance/Resolution were posted in the City of Dublin in accordance wah Sedion 731.25 of the Ohio Revised Code, JM~-u<:J 7/;. tb-I~ Clerk of Council, Dublin, OhiOt. .:;-0 . MEMORANDUM TO: Members of Dublin City Council FROM: Timothy C, Hansley, City Manager SUBJECT: Creation of Three New Maintenance Worker Positions Within the Division of Maintenance DATE: March 9, 1990 BY: David L. Harcing, Director of Personnel and Purchasing Attached for your consideration, please find Ordinance No, 21-90, authorizing three new Maintenance Worker positions within the Division of Maintenance and declaring an emergency. In light of the City's efforts to identify and resolve the infiltration/inflow problems in the sanitary sewer system, the creation of these positions is absolutely critical, The initial, primary function of these positions will be to operate the City's monitoring equipment designed to survey the City's sanitary sewer system. Once the infiltration/inflow problem has been identified and remedied, it is anticipated that the primary focus of these positions will be to initiate and sustain an on-going maintenance program on the sanitary sewer system. In order to initiate recruitment and selection efforts as soon as possible, these positions need to be authorized immediately, DLH:fmu . To: Tim Hansley, City Manager Terry Foegler, Development Director Dave Harding, Personnel & Purchasing Director_--- From: Danny L. Johnson, Maintenance Superintendent,~ J Re: Video Sewer Inspection Program Date: March 9, 1990 To establish a on-going video sewer inspection program the Maintenance Division will need to hire three employees. The current Maintenance crew would not be sufficient to conduct the sewer inspection program work and still maintain the level of performance of the other services the division offers. Three employees would need to be added because it will take a four man crew to conduct the project work. One man will be needed to work in the manhole with the camera. One employee will be needed as a back up/safety man who will remain above ground and will feed the air line and cable to the employee in the manhole. One employee will be needed in the truck to operate the video and computer equipment. The fourth employee will be the supervisor. It is my intent to assign Maintenance Foreman Gary Hicks to be the supervisor. Mr. Hicks will assist the employee operating the equipment in the truck by reading blue prints and looking at laterals to determine illegal taps. Mr. Hicks will also be maintaining the appropriate records, The addition of three employees and the supplies which will be needed for them to perform their job duties will present some budgetary problems for the division. The hiring of these employees was not anticipated during the 1990 budget process, therefore, it should be expected that at some point the division may need to have funds transferred to the division's salaries, employee benefits, operating supplies, equipment and tools, and uniforms budget accounts. The initial set up and purchase of the equipment needed to begin the program will cost the City a total of approximately $90,000 (a breakdown of the costs follows) . The camera, monitor, and computer equipment will cost approximately $40,000-$50,000. The safety equipment (respirators, rubber suits, etc. ) will cost $5,000, The truck will cost $20,000, The set up of the truck so that it will be capable of operating the equipment will cost an additional $5,000. Communications equipment including walkies for the new employees, and a mobile radio with telephone interconnect will cost $10,000. It is important to remember that once this program is started it will be a continuing effort. The employees and the equipment will be permanent additions to the Maintenance Division, The Maintenance Division is dedicated to finding the source(s) of infiltration and intends to operate the camera Page 2 . and equipment the maximum possible hours per day, Weather permitting the equipment will be in operation on weekends as well as during the work week, therefore, the consultant hired should be aware they may be required to work weekends as well. Weather conditions will have substantial impact on the project and there will be times when we will be unable to operate the camera equipment, on these occasions the crew will continue to walk the sewer lines and visually inspect them, The project crew will be working with the consultant and will take direction from the consultant and the Development Director in determining the sections of sewer to be inspected. However, it is likely that occasionally there will be blockages which will cause a temporary by-pass of a section that will have to be cleaned and jetted before the inspection of that section can proceed, Also, in sections of sewer where there is a high flow we may have to plug the sewer section between the manholes and rent a pump to pump the water out and by-pass that section during the inspection. In certain areas the crews will have to enter private property to get to the manholes. Does section 921. 07 of the Codified Ordinances and Administrative Order 6.7 give City employees the right to drive motorized equipment through private property to reach the easement and the manhole? Council and Administration should also be aware that damage to private property, easements, and right-of-ways may occur due to the operation of the equipment. The damage would have to be repaired by the City. The Division will need a policy on how to handle the damages, when and how to pay for the damage, and the time frame for correcting the damages. Obstructions located within the easements are also a concern as they will hinder the work. How does Council and Administration want to handle these situations? I feel we should have a form which states the easement laws and informs the resident of specific obstructions which must be removed from the easement within a specified amount of time. As I mentioned earlier, we will take our direction from the consultant and the Development Director. Additionally, I feel we need a contract with 2-3 firms to follow behind the crew and immediately repair damaged/problem sewer lines which the crews find. I feel that we should not let the repairs accumulate. Also, we need to establish a time frame in which repairs should be completed. All of the concerns which I have noted so far will cost the City and funds will need to be allocated. Another concern is that the Maintenance Division and the Page 3 . . project crew will need full cooperation from the Engineering Division in attaining the maps and records of the laterals and sewer lines. Time is of the essence in this project and when we request these documents I feel our request should be top priority and the documents should be provided to us as soon as possible. Additionally, I think an employee from the Engineering Division should be assigned to work ahead of the project crew to locate and mark the easements, right-of-ways, etc. This would save time for the camera crew as they would not have to stop to do this. The employee from the Engineering Division could also distribute the previously mentioned forms governing the removal of obstructions from the easements. Communication will also be an essential part of this project and I feel that everyone involved in the project should keep everyone else involved in the project fully informed. Regular meetings will need to be scheduled. The project supervisor will submit a report along with a print out from the camera and equipment to the Development Director daily. Safety is also a key concern of this project. The nature of this work is highly hazardous, especially for the employee working in the manhole. Therefore, I want to schedule training with the Fire Department so that they will have an understanding of our procedures and operations. Also the crew will need an open line and an identification code to the dispatch office in case of an emergency. I also feel the Fire Department should be furnished a means of communication with the T.V, truck due to the fact the crew may be back in an area where a 4-wheel drive vehicle is necessary to reach the crew. I would also like a letter to be issued to all City employee informing them that anyone (except the project people) who wishes to enter the truck or the work area must first attain permission from Tim, Terry, Paul or myself. Full concentration will be required of the project crew not only to spot damaged sewer but more importantly to ensure the safety of the employee in the hole. This employee could be up to 25' below the ground and in an emergency we can not risk the above ground crew being distracted by non-project personnel. For these same reasons any communications about the project should be directed to the project supervisor (Gary Hicks). I understand that because this is a new project there will be a lot of curiosity about it. Therefore, before the program starts I will arrange a demonstration of the equipment at City Hall which all City employees, Council members, and anyone who is interested may attend. Fage 4 . . I think we also need to notify the media of what we are doing, This will help to reduce the number of phone calls we will receive once the project begins. It might also be a good idea to send a letter to every resident in the areas we are inspecting. The truck will be marked "City of Dublin Service Department Sewer Inspection" so residents will know when we are in their neighborhood. I hope to have this program up and running by the second week of April. If a consultant has not been hired by that time the project crew will start based on the the existing information and staff's recommendations. Any staff or Council member or resident who knows of a location that should be inspected should put it in writing and send it to Tammy in the Maintenance Office and she will forward it to the appropriate person. The employees involved in this project will be instructed not to discuss the project with anyone other than the authorized project personnel. Rumors can be detrimental to the project and the City as a whole. Council and Administration should be aware that it may take a year to find the problem, and then again, the problem may never be found. Other communities have had this problem and never found the source. Also, some infiltrations is normal and the amount may be high but it can still fall within what is considered to be acceptable limits, If anyone has any questions about this project or my proposals they should see me. In the vent of my absence Maintenance Foreman Ralph McNemar is the acting division head and communications should be directed to him. Mr, McNemar will then communicate with the project supervisor. MEMORANDUM TO: Members of Dublin City Council FROM: Timothy C, Hansley, City Manager SUBJECT: Emergency Purchase of Sanitary Sewer Inspection and Other Required Equipment DATE: March 9, 1990 BY: David L, Harding, Director of Personnel and Purchasing Attached for your consideration please find Ordinance No, 22-90 authorizing the purchase of sewer inspection and other required equipment without formal advertising and competitive bidding, amending the annual appropriations, and declaring an emergency, Also attached please find a staff report from Mr, Danny L. Johnson, Superintendent of Maintenance, detailing the costs associated with purchasing said equipment, Since it is the desire and objective of the City of Dublin to identify and resolve the existing sanitary sewer infiltration/inflow problem as expeditiously as possible and, since, to achieve this objective it is absolutely critical to purchase certain sewer inspection and other related equipment immediately, staff recommends that pursuant to Section 8,02 of the Charter and Section 735,051 of the Ohio Revised Code, formal advertising and competitive bidding be waived and said equipment be purchased on an emergency basis, DLH:fmu