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HomeMy WebLinkAbout08/16/02 B A K E R S F I E L D CITY MANAGER'S OFFICE MEMORANDUM 'August 16, 2002 TO: Honorable Mayor and City Council FROM: ~-~lan Tandy, City Manager SUBJECT: General Information 1. Early warning -.the stock market's performance will eventually impact the PERS rates we are paying. It will accelerate and increase our costs, possibly substantially. 2. We hope to bring before you on the September 4th Council meeting a final decision on the sizing of the aquatic facility. Critical to even having a decision to make will be whether the Schools and County will give us a timely decision on financial participation. 3. A memo is attached from Public Works regarding the status of median island construction, including upcoming projects. 4. Information regarding contract refuse hauling levels is attached. 5. For those who equate numbers with success, last week's Rockin' by the River was a grand slam! It is estimated that 10,000 people attended the event. Last night's concert with the Spencer Davis Group was also a success, attracting about 5,000 people. The last 2002 Rockin' by the River concert will be held Thursday, August 22n°at Yokuts Park and will feature The Turtles. The fun begins at 6:30 p.m. A special thanks for Gene Bogart and the staff in the Water Resources Department for ensuring there is water in the river for these events! 6. Please remember that I will be on vacation beginning with the regular Council meeting on Wednesday, August 21st. I will return to the office on Tuesday, September 3rd. John Stinson will handle the Council meeting and Alan Christensen will be in charge during the week. The office will be able to track me down should there be an emergency. 7. Attached is the latest update on Rio Vista Park, including photographs of the new dug lakes. Honorable Mayor and City Council August 16, 2002 Page 2 8. A semi-final draft of Information Technology Strategic priorities is enclosed. The reading is a little dry, but it gives a good feel for the extreme complexity of our computer and technology utilization. 9. We are close to finishing up the rebuilding of Gosford Road. The disruption was less than anticipated. The reward/penalty system we used as an incentive for the contractor worked effectively. 10. It appears we will test some 'electric vehicles. See the enclosed memo from the Public Works Director. We do try to play a role in the air quality issue whenever possible. AT:al cc: Department Heads Pam McCarthy, City Clerk Trudy Slater, Administrative Analyst B A K E R S F I E L, D AU613 2002 PUBLIC WORKS DEPARTMENT MEMORANDUM TO: Alan Tandy, City Manager FROM: Raul M. Rojas, Public Works Director ~ DATE: August 9, 2002 SUBJECT: MEDIAN ISLAND CONSTRUCTION The Street Division has been working on several median island projects during the past few weeks. These include the following: · Stockdale Highway between California Avenue and Ashe Road (98% complete) · Columbus Street between Auburn Street and Panorama Drive (concrete work 90% complete, additional work to be done includes irrigation, plant materials and placement 'of river rock) · South H Street between Hendricks Street and White Lane (new concrete curb is nearly complete, the remainder of the work will be done following the resurfacing project scheduled for construction this fall). The work by the Street Division is done primarily with two permanent employees and two to six temporary employees depending on the item of work. This does not impact the efforts being made on street rehabilitation. It is common that several locations are being worked on at any one time. This allows others (Parks and contractors) to complete their items of work prior to final work being performed by the Street Division. The Street Division will soon begin median work on Panama Lane between Highway 99 and Wible Road to facilitate a resurfacing scheduled for construction this fall. This will be followed with the medians on White Lane between Stine Road and Wilson Road now that the reconstruction project is complete. Once irrigation is complete on Columbus Street the Streets Division will begin placement of river rock and also complete placement of river rock on Stockdale Highway near Ashe Road and California Avenue between Union Avenue and P Street. Work will begin on California Avenue between Oleander Street and Oak Street at the end of September 2002 and take 6 to 8 weeks to complete. Since the median curb is Iow in this area the existing curb will be removed and'new curb constructed. The existing landscape will remain but the asphalt will be replaced with exposed aggregate concrete. G:\GROUPDA~Memo~2002~nedian island 8-9.doc CDBG funds are to be used on California Avenue between Chester Lane and Oleander Street, and between King Street and Union Avenue. Work will begin on these segments once the funds are secured through an amendment which takes 45-60 days. This would allow work to begin the first part of November 2002 Additional medians to be worked on include: · Ming Avenue, Gosford Road to Manning Street · White Lane, Stine Road to Akers Road · Chester Avenue, 4th Street to California Avenue c: Jacques La Rochelle, Assistant Public Works Director Brad Underwood, Public Works Operations Manager Ted Wright, Civil Engineer IV Luis Peralez, Street Superintendent G:\GROUPDA'l'~Vlemo~002~median island 8-9.doc B A K E R S F I E I~ D OFFICE OF THE CITY MANAGER MEMORANDUM August 15, 2002 TO: Honorable Mayor and City Council FROM: ~an Tandy, City Manager SUBJECT: City vs. Contract Hauling Rates A memo on the subject of the status of what the City hauls versus the contractor is enclosed as background for you. If you have any questions, please call. Enclosure ~,U~ I ,~ 2o02 B A K E R S F I E L D CITY OF BAKERSFIELD PUBLIC WORKS DEPARTMENT MEMORANDUM TO: Alan Tandy, City Manager FROM' Raul Rojas, Public Works Director ~ DATE: August 12, 2002 SUBJECT: CONTRACT REFUSE HAULING LEVELS The refuse hauling contract calls for a 50/50 balance in the amount of refuse collected by municipal and contractor crews. However, the contract excludes the old Laborde Annexation (a large part of Rosedale) from the 50/50 balance, as an area exclusively reserved for the contractor. This contract feature apparently developed as an incentive for the contractor to not inhibit annexations many years ago. f Refuse hauling is tracked as either residential or commercial style service. These have different situations as follows: Residential Allowing for the Laborde exemption, the ratio of contractor to municipal residential hauling is 54/46. The City is behind by about 5,000 homes, or about 2 ¼ whole routes. Commercial , For the purpose of measurement, apartment bin service is considered part of commercial refuse collection. Currently, the ratio of contractor to municipal- commercial hauling is 59/41. Balancing for a 50/50 ratio would require addition of 2 new municipal routes. MEMORANDUM ALAN TANDY, CITY MANAGER AUGUST 6, 2002 CONTRACT REFUSE HAULING LEVELS Page 2 The current contract calls for 60% of the new hauling to be assigned to municipal routes, in order to get back toward the 50/50 balance. Accomplishing this task has been complicated by growth patterns in predominantly hauler-serviced areas. With contractor activity increasing disproportionately due to the geographic layout of new development in and around areas already served by contractors, staff has had to interject municipal routes into these areas, at times to the objection of the cOntractors. To correct this trend, staff is developing a longer range planning method based on tentative tract map information. This way, service areas can be coordinated with the contractor well in advance, to allow for anticipated equipment and personnel adjustments and to avoid the checkerboard effect of mixed routes. We anticipate addition of a few more mUnicipal routes over the next few fiscal years, in order to correct the balance as new areas are developed. G:\GROUPDAT~SOLIDWASTE~2002\revised hauling balance 8-12-02.doc 8/12/2002 From: Stan Ford To: Alan Tandy Date: 8/12/02 4:13 Subject: Rockin' by the River For those who equate numbers with success, you can tell them that last week's concert was a grand slam! We are recalculating available parking spaces - but we believe that we had an attendance of 10,000 people. By 6:00 PM ( 2 hours before the band took the stage) the park was full and all available parking taken. Another indicator was that the portable toilets were literally overflowing before the concert was over. We have reached our capacity in many ways. The good news is that despite the challenges of this size group, it was GREAT! From: Holly Larson To: Rhonda Smiley Date: 8/14/02 3:31 Subject: weekly announcement The department of Recreation and Parks is holding its last 2002 Rockin' By the River concert on Thursday, August 22 at Yokuts park. This concert will feature The Turtles and will begin at 6:30 pm. CC: Stan Ford MEMORANDUM ~~v-- August 16, 2002 TO: ALAN TANDY, CITY MANAGER (~/~ls0 FROM: GENE BOGART,.WATER RESOURCES MAI~A~ER SUBJECT: RIO VISTA PARK ROUGH GRADING AND LAKES The Water Resources Department is in the midst of the digging out of the two lakes and connecting channel in the future Rio ,Vista Park site, located at Stockdale Highway and Buena Vista Road. This portion of the park construction follows the importation of almost 100,000 cubic yards of earth from the 40 acre parcel on the north side of the Kern River to the park site to fill in along the low spots adjacent to the Kern River Levee. The lake excavated materials is being used to contour and shape the park in accordance with the landscape architect's plans. After the excavation of the lakes and the creek-like connecting channel, additional earth will be needed to finalize the parks design, including .the amphitheater/aquatheatre seating area. .... The western most lake is 3 acres in size and 90% complete. The east lake, which forms the backdrop ~' to the amphitheater stage, is 2 acres and is at 50%. · .~ The connecting creek channel completed shortly after the lakes are finished. WEST LAKE CONFIGURATION - VIEW TO EAST The lake excavation and rough grading of the park (with the exception of the theater seating area) is on schedule and should be completed by the second week of September. EARTH MOVING EQUIPMENT AT WORK ON LAKES The project is being financed by grant money proceeds from Proposition 13, Water Bond 2000. Information Technology (IT) Strategic Priorities August 2002 Introduction This is a planning document intended to promote a more coordinated planning effort across the entire City organization. It should be recognized, like any visionary planning document, the further out the timeline you go, the more subje~ ctive the focus becomes. The IT Division continues to develop and revise as necessary detail planning for Citywide initiatives and provide assistance to other City organizations as needed. As such, this document should be used as a checkpoint by each department in their IT planning process. It is intended that this document will be updated and modified on a regular basis to reflect changes in technology and organizational priorities. The ultimate goal is to build information systems around good business planning and practices, reflecting the mission and goals of departments, the City of Bakersfield, and the citizens we serve. IT Strategic Priorities August 2002 8/16/2002 9:43 AM Information Technology (IT) Service Philosophy The IT Division will focus on the following areas when delivering services to City departments: Customer Service Approach - The IT Division will ensure that computer users are provided excellent customer service. The IT Division will give users realistic timelines for solving a technology problem or completing a project, and work diligently toward completion according to schedule. If a delay is inevitable, IT will explain to the user why a task or project Cannot be completed on schedule, and provide a modified completion schedule. Support Core Functions - It is essential that the IT Division support of the core functions be first and foremost. Resources will be allocated so that the core functions are not neglected because'of attempts to implement new technologies. Additional technology projects beyond the core functions will need to be completed by contractors or deferred until resources become available. Th~ core functions are: 1. HTE applications (payroll, personnel, accounting, permits, and business license) 2. Computer Aided Dispatch/Records Management System/Mobile Data Computers 3. PC and printer maintenance 4. Network Administration (email, network storage drives, and Groupwise) 5. GIS databases (assessor parcel file, road file, address file) 6. Systems development and renewal Communication - Many City employees use PC's and software applications every day, and rely heavily upon technology to do their jobs effectively. As a result, the current status of systems performance, 'software upgrades, hardware installation, and web capabilities must be communicated to departments./Twill use every means available to communicate why certain actions are taken and when technological problems will be solved. Furthermore, departments are obligated to communicate to IT through normal channels, such as the HelpDesk, when systems are not working or when projects have not been completed. The adage "more information is best" applies to users and IT. Progress reports will be provided to department heads and users on a quarterly basis to check progress and aid in communication to users. User Training and Development - The organization is committed to having a workforce that is highly trained in the use of technology. Proper training will empower users to be more effective in their work and reduce their reliance upon IT staff. IT will make every effort to develop more training programs that are related to the latest software upgrade, relevant to current operational challenges, and appropriate to the skill level of the users. /Twill allocate a position to provide ongoing training to department users. Consultants will also be employed to improve technology skills throughout the City organization. IT Strategic Priorities August 2002 8/16/2002 9:43 AM Technical Services This area provides installation, maintenance and repair services for all PC's, laptops, printers, and hand-held devices, and installation and maintenance of new and specialized software. Services Priority Time Frame 1. Respond to service calls between 8:00 a.m. and 5:00 p.m. for PC's and printers within high Ongoing 30 minutes either by phone or e-mail 2. Maintain 24-hour support for Police CAD, RMS and Mobile Data ComPuter Systems and high Ongoing Fire RMS 3. Install new machines and replace existing PC's and printers high Ongoing 4. Upgrade Windows Groupwise, Laserfiche, Microsoft Office Suite, and Rightfax software high Ongoing periodically 5. Provide in-house training for Groupwise, Laserfiche, Digital Senders, and Microsoft Office high Ongoing software Proiects 1. Configure and install Mobile Data Computers in all police patrol vehicles high July 2002 - January 2003 2. Relocate & reconfigure PC's and other equipment associated with department moves high September 2002 - June 2003 (EDCD, Recreation and Parks, MIS) 3. Install clustered servers, which proVides a redundant backup system for all critical systems medium August 2002 - June 2003 4. Expand and upgrade the City's Wide Area Network (WAN) to include all Fire Stations, medium July 2002 - December 2002 Wastewater Treatment Plant #2, Woodwaste Facility, Silver Creek and Martin Luther King Center 5. Install wireless devices for Construction inspectors medium July 2002 - October 2002 '6. Install wireless devices for Building inspectors and Code Enforcement Officers medium January 2003 - June 2003 IT Strategic Priorities August 2002 8/16/2002 9:43 AM Technical Services - con't 7. Develop new Help Desk software (e-works) to better respond to user service callsmedium October 2002 - January 2003 8. Install SQL database on a dedicated server to improve reliability of the Traffic Operations medium July 2002 - December 2002 Center, e-work, City web page and Laserfiche 9. Implement a pilot program, single sign-on/fingerprint sign on to reduce common Help Desk Iow February 2003 - November calls 2003 10. Evaluate and implement a pilot program for Mobile Data computers in selected Fire Iow September 2002 - December vehicles 2003 IT Strategic Priorities August 2002 8/16/2002 9:43 AM GeoqraDhic Information Services This area provides input, changes and maintenance of GIS data, and develops new layers and applications. Services Priority Time Frame · 1. Maintain GIS data file consisting of all Assessor parcel maps high Ongoing 2. Maintain GIS data file consisting of all City streets and roads high Ongoing 3. Maintain GIS data file consisting of all City addresses high Ongoing 4. Provide specialized GIS maps for department users medium/Iow Ongoing Projects 1. Provide in-house training for departments on the basics of using GIS high August 2002 - December 2003 2. Convert to a DBII database to increase data input efficiency and so that HTE data can be high July 2002 - September 2002 represented graphically in GIS 3. Identify GIS specialists and develop training for specialists to be a source of support within medium February 2003 - July 2003 departments 4. Expand GIS maps for the City website to include Recreation and Parks facilities, street and medium July 2002 - June 2003 property addresses, fire maps, zoning inquiring, and hot links from parcel inquiries to parcel maps 5. Implement emergency notification reverse 911 system for the Fire Department (Teleminder) medium July 2002 - December 2002 6. Complete base map for sewer lines (unfunded) Iow unknown 7. Create base map for water lines (consider contracting) Iow Unknown IT Strategic Priorities August 2002 8/16/2002 9:43 AM Web Services This area provides design and support to departments providing information to the public on the City's web page. Services Priority Time 'Frame 1. Web page changes and modifications, high Ongoing 2. Miscellaneous web projects requested by departments medium/Iow Ongoing Proiects 1. Activate "Click to Gov" - online transactions for HTE Permits, Business License, Park high October 2002 - April 2003 Reservations, Code Enforcement, etc. 2. Complete first phase of a Citizen Response Management (CRM) system in major high July2002-February2003 departments with a possible limit to THE work orders 3. Complete phase two of a CRM system in remaining departments high June 2003 - December 2003 4. Develop e-mail notification of web page changes Iow June 2003 - August 2003 5. Provide overview and training of HTE work orders for all City departments high September 2003 - December 2003 6. Develop e-mail of CrimeWatch by neighborhoods Iow May 2004 - June 2004 IT Strategic Priorities August 2002 8/16/2002 9:43 AM Database and Pro,qramminq This function provides maintenance and support of the HTE software, database programming and design, and software training to employees. Services Priority Time Frames 1. Maintain HTE Systems: Accounting, Payroll, Personnel, Permits, Navaline, work orders high Ongoing 2. Maintain Police Department systems: CAD, RMS, MRE, CLETS, CTIS high Ongoing 3. Respond to miscellaneous programming and reports requests by department users medium Ongoing Proiects . 1. Complete Solid Waste database project, which creates one system to inquire, edit and high September 2002 - January track service - decide between stand along or HTE front end 2005 2. Complete conversion training for all employees in Mircrosoft Word and Excel high October 2001 - August 2002 3. Convert old WordPerfect files to Microsoft Office high August 2002 - October 2002 4. Convert the Police CAD and RMS Systems to Versaterm high January 2002 - July 2003 5. Convert Paradox databases to Microsoft Access Program high August 2002 - June 2003 6. Replace Parksoft application (parks reservation software) with Rectrack high September 2002 - January 2003 7. Develop in-house training program for Document Storage (Laserfiche) medium September 2002 - December 2002 8. Provide QREP (data extraction program) training for all departments medium Ongoing IT Strategic Priorities August 2002 8/16/2002 9:43 AM Database and Pro.qrammin.q - con't 9. Develop Work Orders System in e-works for the Graffiti program that is shared with the medium July 2003- December 2003 County 10. Consolidate multiple wastewater customer files into a single database medium April 2003 - October 2003 11. Develop e-works forms for the web that will provide electronic processes that reduce paper . medium October 2002- June 2003 flow (budget transfers, sick leave, accident reports) 12. Implement email notification of electronic payroll changes to reduce paper flow medium January 2003 - June 2003 13. Evaluate and purchase shift scheduling software for public safety departments Iow July 2003 - December 2003 14. Evaluate and replace Pavement Management System for Pub!ic Works Iow July 2003 - June 2004 15. Develop a Defibrillation report for the Fire Department (eWorks) Iow January 2004 - July 2004 16. Develop Mobile Data Center as an emergency system for payroll and other critical Iow January 2003 - July 2003 functions IT Strategic Priorities August 2002 8/16/2002 9:43 AM E R S F I E L D CITY OF BAKERSFIELD MEMORANDUM August 14, 2002 TO: ALAN TANDY, CITY MANAGER FROM' RAUL M. ROJAS, PUBLIC WORKS DIRECTOR ~ SUBJECT: ELECTRIC VEHICLES The City of Bakersfield has been provided an opportunity to participate in a pilot program to utilize Iow speed electric club cars. Pathway Research is conducting a Customer Evaluation Program, underWritten by General Motors; to test the viability of a new Neighborhood Electrical Vehicle (or NEV) called The Pathway, as a potential complement to gas-powered vehicles in controlled driving environments. This research will provide new information about the consumer acceptance, business viability and usefulness of NEVs in the Iow- speed segment of the electric vehicle market - and may influence how Iow-speed vehicle programs will be developed in the future. In participating with this program the electric vehicle would be placed in various department divisions throughout the city. With air quality being an important issue at this time, this would enhance the City of Bakersfield participation as a leader in alternate fuel vehicle program. The vehicles will be available to the City at no charge, with the City only being responsible for the charging, routine maintenance and the filling out of three surveys for the one-year program. At the end of the one-year pilot program the City will be given the opportunity to return the vehicles or to purchase them outright. cc: Brad Underwood Ernesto Medina S :~Vl edina\WPhMemos\Electric Vehicles.doc