MAINTENANCE DEPARTMENT

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1 MAINTENANCE DEPARTMENT

2 E-78 City of Mercer Island Budget

3 Department: Maintenance The Maintenance Department consists of the following functions: 1) administration, 2) capital projects engineering, 3) right of way services, 4) water utility services, 5) sewer utility services, 6) stormwater utility services, 7) solid waste services, 8) facilities services, 9) fleet services, and 10) customer field response services. The capital projects engineering function is fully budgeted and accounted for within the City s Capital Improvement Program (CIP). All of these functions are organized around 4 teams: 1) Capital Projects, 2) Right-of-Way, 3) Utilities, and 4) Support Services. It should be noted that in 2005 and 2006 the staffing and costs associated with water meter reading, water and sewer utility inspections, and utility-related geographic information systems (GIS) were accounted for in the utility services functions of the Maintenance Department. However, because these tasks are the responsibility of the Finance Department, the Development Services Group, and the Information & Geographic Services team (which is presented in the Non-Departmental section) respectively, they have been moved to the appropriate functions within these departments in 2007 and City of Mercer Island Budget E-79

4 Department: Maintenance Staffing Summary Type of Employee Percent Change & Department Function Actual Budget Budget Budget Regular (Ongoing): Administration % 0.0% Right-of-Way Services % 0.0% Water Utility Services % 0.0% Sewer Utility Services % 0.0% Stormwater Utility Services % 0.0% Solid Waste Services N/A N/A Facilities Services % 0.0% Fleet Services % 0.0% Customer Field Response Svcs % 0.0% Total Regular % 0.0% Contracted (Temporary): Administration N/A N/A Right-of-Way Services N/A 0.0% Water Utility Services % N/A Sewer Utility Services % N/A Stormwater Utility Services % N/A Solid Waste Services N/A N/A Facilities Services N/A N/A Fleet Services N/A N/A Customer Field Response Svcs N/A N/A Total Contracted % 0.0% E-80 City of Mercer Island Budget

5 Department: Maintenance Resources Internal Charges 3.9% General Purpose Revenue 17.3% Business & Occupation Tax 1.0% Water Rates 29.5% Stormwater Rates 6.5% Sewer Rates 41.8% Uses Intergov Services 0.2% General Admin Support 4.6% Debt Service 6.6% Salaries & Wages 16.0% Sewage Treatment 25.4% Benefits 5.3% Other Services 3.5% Supplies 5.5% Utilities 3.8% Insurance 1.3% Equip Rental 3.6% Communications 0.4% Contractual Svcs 9.2% Water Purchases 14.6% City of Mercer Island Budget E-81

6 Department: Maintenance Resources & Uses Summary Percent Change Actual Budget Budget Resources: Beginning Fund Balance - 8, % N/A Business & Occupation Tax 94, , , , % 3.5% Water Rates & Other Chgs 2,976,347 3,243,294 3,245,216 3,349, % 3.2% Sewer Rates & Other Chgs 3,789,019 3,878,052 4,286,421 5,058, % 18.0% Stormwater Rates & Other Chgs 760, , , , % 3.0% Internal Charges 363, , , , % 1.1% General Purpose Revenue 1,516,534 1,668,055 1,905,319 1,956, % 2.7% Total Resources 9,500,142 10,042,469 10,697,959 11,655, % 8.9% Uses: Salaries & Wages 1,705,509 1,843,541 1,753,879 1,827, % 4.2% Benefits 490, , , , % 9.4% Supplies 497, , , , % 0.3% Water Purchases 1,265,531 1,551,480 1,620,000 1,650, % 1.9% Contractual Services 991, ,500 1,009,550 1,042, % 3.3% Communications 59,701 55,880 43,750 43, % 0.0% Fleet/Computer/Equip Rental 360, , , , % 0.0% Insurance 143, , , , % 0.0% Utilities 326, , , , % 3.4% Other Services & Charges 337, , , , % 1.7% METRO Sewage Treatment 2,639,386 2,600,000 2,834,000 2,834, % 0.0% Intergovernmental Services 20,388 22,876 21,900 22, % 4.6% General Administration Support 477, , , , % 4.7% Debt Service (Principal & Int) 174, , ,169 1,092, % 193.6% Capital 8,830 17,000 4,375 4, % 0.0% Total Uses 9,500,142 10,042,469 10,697,959 11,655, % 8.9% E-82 City of Mercer Island Budget

7 Department: Maintenance Expenditure Summary by Function Department Percent Change Function Actual Budget Budget Administration 319, , , , % 4.3% Right-of-Way Services 1,111,034 1,225,251 1,346,046 1,384, % 2.9% Water Utility Services 2,761,232 3,042,464 3,073,119 3,169, % 3.1% Sewer Utility Services 3,705,263 3,775,999 4,174,917 4,941, % 18.4% Stormwater Utility Services 676, , , , % 2.8% Solid Waste Services 29,155 30,066 39,900 30, % -22.6% Facilities Services 374, , , , % 3.9% Fleet Services 363, , , , % 1.1% Customer Field Response Services 159, , , , % 4.6% Total 9,500,142 10,042,469 10,697,959 11,655, % 8.9% Expenditure Summary by Priority of Government Department Priority Function Total Administration 784, ,219 Right-of-Way Services - 1,357,743 1,372,969 2,730,712 Water Utility Services 4,424,516 1,818,387-6,242,903 Sewer Utility Services 7,910,415 1,206,327-9,116,742 Stormwater Utility Services 403, ,404-1,233,178 Solid Waste Services ,800 70,800 Facilities Services - 922, ,293 Fleet Services - 876, ,458 Customer Field Response Services - 375, , Total 13,522,924 7,386,563 1,443,769 22,353, Percent of Total 60.5% 33.0% 6.5% 100.0% City of Mercer Island Budget E-83

8 Administration Provide direction and administrative support to the Capital Projects, Right-of-Way, Utilities, and Support Services teams. Priority of Government #2 The community will support effective, efficient, and legal delivery of public services. Services & Products Maintain computerized maintenance management system. Provide warehouse services. Conduct monthly safety meetings. Coordinate department training. Maintain timekeeping and other personnel records Key Initiatives Maintain current service levels. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages 218, , , , % 4.4% Benefits 61,248 59,123 61,473 67, % 9.9% Supplies 5,647 10,800 7,200 7, % 4.2% Contractual Services 7,508 24,000 28,000 28, % 0.0% Communications ,000 13,000 N/A 0.0% Fleet/Computer/Equipment Rental 14,992 14,992 42,890 42, % 0.0% Other Services & Charges 8,891 14,800 10,800 11, % 3.7% Intergovernmental Services 2,357 2,376 2,400 2, % 0.0% Capital - 12, % N/A Total 319, , , , % 4.3% E-84 City of Mercer Island Budget

9 Right-of-Way Services Provide all aspects of maintenance for 84 miles of public roadways, from sweeping and pothole repairs to sign installation and street light repairs. Manage trees in the public right of way for health and safety, control roadside vegetation to ensure safe sight distances and vehicle clearances, maintain sidewalks and roadside trails, and maintain planter beds on Island Crest Way and in the Town Center. Priority of Government #3 The community will support reliable public infrastructure and protect its considerable public investments. #4 The community will support attractive, high quality neighborhood and business environments. Services & Products Patching of potholes, utility cuts, and other roadway problem spots Installation and maintenance of traffic signs Traffic signal maintenance Street sweeping Snow and ice removal Roadway shoulder maintenance City-owned street light maintenance Pavement marking replacement Guardrail repairs Catchbasin and shallow ditch cleaning Roadside mowing and brushing Trail and sidewalk maintenance Pruning of major roadside hedges Hazardous tree evaluation and removal Problem tree removal and replacement Planter bed maintenance and renovation Contracted maintenance of Town Center planted medians Town Center holiday lighting Key Initiatives Complete development of sign inventory and mapping data base. Continue replacement program for wooden street light poles. Use new technology to prevent icing problems on City streets. Replant eroded and unsightly right-of-way locations to control erosion and improve tree canopy. Renovate Town Center benches. Continue guardrail repair efforts. Continue pavement marking efforts. City of Mercer Island Budget E-85

10 Right-of-Way Services Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages 430, , , , % 4.4% Benefits 120, , , , % 9.3% Supplies 85,778 90,000 93,050 87, % -5.9% Contractual Services 232, , , , % 1.9% Communications 1,715 2, % 0.0% Fleet/Computer/Equipment Rental 150, , , , % 0.0% Utilities 85, , , , % 0.2% Other Services & Charges 5,646 7,200 7,100 7, % 0.0% Intergovernmental Services N/A N/A Capital N/A N/A Total 1,111,034 1,225,251 1,346,046 1,384, % 2.9% Key Performance Measures Hedge Maintenance City Priorities Goal Objective Numerous Laurel hedges border streets and sidewalks throughout Mercer Island. In order to provide safe vehicle and pedestrian passage, these hedges must be pruned on an ongoing basis. Priority 4.2: The community will support attractive, high quality neighborhood and business environments. To maintain all of the Laurel hedges along arterial streets to a size that can be efficiently managed: 8-10 ft in height and 1-3 ft from roadway or sidewalk edge. To maintain 100% of the rights-of-way Laurel hedges along arterial streets, following size management guidelines and providing safe passage. Type of Measure 2004 Actual 2005 Actual Input Labor hours -- 3,265 3,265 3,265 3,265 Contractor services (# of times used) Output Total linear feet of hedges pruned -- 6,015 6,000 6,500 6,500 Outcome Percentage of hedges meeting our objective -- 80% 80% 90% 90% E-86 City of Mercer Island Budget

11 Right-of-Way Services Key Performance Measures (cont d) Roadway Maintenance Street Sweeping City Priorities Goal Objective Street sweeping consists of using the Elgin Geovac sweeper truck, supported by ground workers using shovels, rakes, brooms, and backpack blowers. Priority 3.1: The community will support reliable public infrastructure and protect its considerable public investments (e.g. water, sewer, stormwater utilities; streets; parks; and buildings). To keep the road surfaces clean and safe for the traveling public, while maintaining our current level of service. To meet the current scheduled level of service, while keeping streets free of harmful and unsightly debris: 1) Sweep the 8 curb miles of the Town Center 36 times per year (288 total curb miles). 2) Sweep the 49 curb miles of arterial streets 18 times per year (882 total curb miles). 3) Sweep the 92 curb miles of residential streets twice per year (184 total curb miles). 4) Respond to unscheduled events and requests. Type of Measure 2004 Actual 2005 Actual Input Labor hours Swept curb miles arterial streets Swept curb miles residential streets Swept curb miles Town Center Output Swept unscheduled events (e.g. storm clean up, accidents) Total miles swept 692 1, ,366 1,366 Outcome On an average annual basis, number of curb miles swept per day. Targeted frequencies are met or exceeded % 1 75% 75% 90% 90% 1 The employee who was the dedicated street sweeper retired in July of 2004 and his position was not filled until January of Some sweeping was performed by a contractor during this period. City of Mercer Island Budget E-87

12 Water Utility Services Provide business administration services and operational support to the City's water utility. Provide the full range of maintenance activities and operational expertise required for reliable 24-hour services from the City's water utility. Ensure compliance with all state and federal rules and regulations for public utilities. Priority of Government #2 The community will support effective, efficient, and legal delivery of public services. #3 The community will support reliable public infrastructure and protect its considerable public investments. Services & Products Purchase wholesale water from the City of Seattle. Issue water conservation alerts and provide public education on water usage. Ensure compliance with federal and state regulations. Provide safe and reliable water for domestic use and fire protection. Operate, maintain, and repair reservoirs, pumping stations, distribution lines, valves, hydrants, and meters Key Initiatives Complete initial water distribution system evaluation in preparation for new Stage 2 Disinfectant Byproduct testing regulations. Take a more aggressive approach to replacing larger meters to reduce unaccounted for water loss. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages 412, , , , % 3.9% Benefits 119, , , , % 9.3% Supplies 149, , , , % 2.4% Water Purchases 1,265,531 1,551,480 1,620,000 1,650, % 1.9% Contractual Services 208, ,200 63,000 84, % 33.3% Communications 16,600 23,200 5,000 5, % 0.0% Fleet/Computer/Equipment Rental 72,523 73, , , % 0.0% Insurance 43,000 43,000 43,000 43, % 0.0% Utilities 45,553 49,000 50,000 51, % 2.0% Other Services & Charges 190, , , , % -1.1% Intergovernmental Services 7,534 8,500 7,500 7, % 0.0% General Administration Support 214, , , , % 4.7% Debt Service (Principal & Interest) 14,280 14,143 14,031 18, % 34.7% Capital - 5, % N/A Total 2,761,232 3,042,464 3,073,119 3,169, % 3.1% E-88 City of Mercer Island Budget

13 Water Utility Services Key Performance Measures Flush Water Mains City Priorities Goal Objective Remove sediment from main water distribution lines using hydrants and blow off valves. Priority 3.1: The community will support reliable public infrastructure and protect its considerable public investments (e.g. water, sewer, stormwater utilities; streets; parks; and buildings). To deliver safe drinking water to Mercer Island residents and meet or exceed the Mercer Island Coliform Monitoring program that was approved by the Health Department. 1) 100% of the dead end lines flushed each year (53,000 feet). 2) 50% of distribution system flushed each year (44 miles). 3) 100% of the 18 routine samples per month meet the Department of Health standards. Type of Measure 2004 Actual 2005 Actual Input Dead end lines (linear feet) 29,550 35,305 53,000 53,000 53,000 Water distribution mains (miles) Output Number of samples collected and tested Percentage of dead end lines flushed 56% 67% 2 100% 100% 100% Outcome Percentage of water mains flushed 73% 110% 100% 100% 100% Percentage of samples pass test 100% 100% 100% 100% 100% 2 Water supply shortage curtailed flushing in spring of City of Mercer Island Budget E-89

14 Sewer Utility Services Provide business administration services and operational support to the City's sewer utility. Provide the full range of maintenance activities and operational expertise required for reliable 24-hour services from the City's sewer utility. Ensure compliance with all state and federal rules and regulations for public utilities. Priority of Government #2 The community will support effective, efficient, and legal delivery of public services. #3 The community will support reliable public infrastructure and protect its considerable public investments. Services & Products Contract for sewage treatment services (METRO). Ensure compliance with federal and state regulations. Clean, inspect, and maintain the sanitary sewer system to ensure effective service while preventing property damage Key Initiatives Complete final phase of sewer telemetry improvements. Continue comprehensive sewer video inspection program. Continue contracted services for sewer cleaning to reverse upward trend in claims from backups. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages 247, , , , % 4.7% Benefits 72,261 83,382 87,661 95, % 9.4% Supplies 20,957 47,800 31,800 31, % 0.0% Contractual Services 94,401 99, , , % 9.9% Communications 30,977 23,000 25,000 25, % 0.0% Fleet/Computer/Equipment Rental 39,145 37,412 29,329 29, % 0.0% Insurance 43,000 43,000 43,000 43, % 0.0% Utilities 34,715 42,500 49,000 49, % 1.0% Other Services & Charges 106, , , , % 7.4% METRO Sewage Treatment 2,639,386 2,600,000 2,834,000 2,834, % 0.0% Intergovernmental Services N/A N/A General Administration Support 214, , , , % 4.7% Debt Service (Principal & Interest) 160, , ,138 1,073, % 199.8% Capital N/A N/A Total 3,705,263 3,775,999 4,174,917 4,941, % 18.4% E-90 City of Mercer Island Budget

15 Sewer Utility Services Key Performance Measures Cleaning of Sewer Collection System City Priorities Goal Objective Break up and remove undesirable debris from the sanitary collection system using a jet truck. Priority 3.1: The community will support reliable public infrastructure and protect its considerable public investments (e.g. water, sewer, stormwater utilities; streets; parks; and buildings). Clean the sanitary sewer system on a five-year schedule. Additionally, clean all known problem lines three times annually. Reduce amount of unexpected backups on known problem lines to zero. Reduce claims for damage due to backups on known problem lines to zero. Clean one fifth of the sanitary sewer system each year. Type of Measure 2004 Actual 2005 Actual Output Outcome Number of linear feet of problem lines cleaned Total number of linear feet cleaned (including problem lines) Number of claims paid due to problem lines Percentage of the system cleaned annually Number of backups on known problem lines 38,000 15,326 30,000 30,000 30, ,000 69, , , , % 14% 20% 20% 20% Problem line repaired February of City of Mercer Island Budget E-91

16 Stormwater Utility Services Provide business administration services and operational support to the City's stormwater utility. Provide the full range of maintenance activities and operational expertise required for reliable 24-hour services from the City's stormwater utility. Ensure compliance with all state and federal rules and regulations for public utilities. Priority of Government #2 The community will support effective, efficient, and legal delivery of public services. #3 The community will support reliable public infrastructure and protect its considerable public investments. Services & Products Monitor stormwater quality. Ensure compliance with federal and state regulations. Convey drainage through natural and piped system to Lake Washington safely and with minimal impact to the Lake Key Initiatives Install catch basins and associated pipe in preparation for CIP roadway projects. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages 170, , , , % 3.9% Benefits 50,272 42,750 44,541 48, % 9.2% Supplies 28,060 36,800 32,100 34, % 6.2% Contractual Services 221, , , , % 0.0% Communications 7,757 6, % N/A Fleet/Computer/Equipment Rental 55,218 58,218 40,468 40, % 0.0% Insurance 40,000 40,000 40,000 40, % 0.0% Utilities 20,568 20,000 24,000 26, % 8.3% Other Services & Charges 23,900 23,650 21,000 21, % 0.0% Intergovernmental Services 10,497 12,000 12,000 13, % 8.3% General Administration Support 47,755 48,852 50,000 52, % 4.8% Capital N/A N/A Total 676, , , , % 2.8% E-92 City of Mercer Island Budget

17 Solid Waste Services Contract with Allied Waste for disposal and recycling services. Provide disposal options for hard-to-recycle items, ranging from home electronics and appliances to motor oil and tires. Priority of Government #4 The community will support attractive, high quality neighborhood and business environments. Services & Products Hold two special collection events annually for hard to recycle items Key Initiatives Contract for comprehensive rate audit of Allied Waste. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages % 0.0% Benefits % 0.0% Supplies N/A N/A Contractual Services 28,309 29,000 39,000 30, % -23.1% Communications N/A N/A Fleet/Computer/Equipment Rental N/A N/A Other Services & Charges N/A N/A Intergovernmental Services N/A N/A Capital N/A N/A Total 29,155 30,066 39,900 30, % -22.6% City of Mercer Island Budget E-93

18 Facilities Services Provide preventative and corrective maintenance to all City buildings through a combination of contracted services and one City staff member. Priority of Government #3 The community will support reliable public infrastructure and protect its considerable public investments. Services & Products Scheduled preventative building maintenance Corrective responses to building maintenance requests Grounds maintenance Capital improvement planning and coordination Key Initiatives Contract for facility life-cycle cost study. Contract out more minor building repairs and maintenance. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages 60,180 62,813 29,846 30, % 3.7% Benefits 17,615 18,057 9,445 10, % 9.1% Supplies 12,532 18,700 17,000 17, % 0.0% Contractual Services 137, , , , % 2.4% Communications % N/A Fleet/Computer/Equipment Rental 3,917 4,917 8,124 8, % 0.0% Utilities 141, , , , % 5.9% Other Services & Charges 582 2,450 1,950 1, % 0.0% Intergovernmental Services N/A N/A Capital N/A N/A Total 374, , , , % 3.9% E-94 City of Mercer Island Budget

19 Fleet Services Provide preventative maintenance and repairs for more than 100 vehicles and pieces of heavy equipment through a combination of contracted services and one City staff member. Priority of Government #3 The community will support reliable public infrastructure and protect its considerable public investments. Services & Products Fleet acquisitions and replacements Major and minor vehicle/equipment repairs Emissions testing Fuel purchasing Capital improvement planning and coordination Key Initiatives Contract for professional services with fleet operational issues. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages 57,095 59,369 72,634 75, % 3.8% Benefits 16,977 16,170 24,025 26, % 9.2% Supplies 192, , , , % 0.0% Contractual Services 60,766 97,000 88,650 88, % 0.0% Communications N/A N/A Fleet/Computer/Equipment Rental 8,095 8,350 4,129 4, % 0.0% Insurance 17,956 18,000 19,080 19, % 0.0% Other Services & Charges 1,023 3,000 1,000 1, % 0.0% Intergovernmental Services N/A N/A Capital 8,830-4,375 4,375 N/A 0.0% Total 363, , , , % 1.1% City of Mercer Island Budget E-95

20 Customer Field Response Services Provide a quick and efficient response to a variety of customer requests involving City utilities and the public rightof-way. Priority of Government #3 The community will support reliable public infrastructure and protect its considerable public investments. Services & Products Repair leaks Locate underground utilities Replace water meters Vegetation control Patch potholes Assess sewer problems ROW inspections Clear roadway hazards Key Initiatives Maintain current service levels. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages 107, , , , % 3.8% Benefits 31,269 31,751 40,189 43, % 9.3% Supplies 2,708 5,000 4,200 4, % 0.0% Contractual Services N/A N/A Communications 1, % N/A Fleet/Computer/Equipment Rental 16,515 16,515 14,225 14, % 0.0% Other Services & Charges 138 1, % 0.0% Intergovernmental Services N/A N/A Capital N/A N/A Total 159, , , , % 4.6% E-96 City of Mercer Island Budget

21 Customer Field Response Services Key Performance Measures Customer Response City Priorities Goal Objective The Maintenance Department responds within 24 to 48 hours to priority 1 requests (quick calls from internal and external customers that can be taken care of by one person with one truck in one hour). Priority 3.1: The community will support reliable public infrastructure and protect its considerable public investments (e.g. water, sewer, and stormwater utilities; streets; parks; and buildings). Provide customers with appropriate information or maintenance service as quickly and effectively as possible. 1) Make a field response to 90% of priority 1 and 2 quick calls within 24 hours. 2) Make a field response to 90% of priority 3 quick calls within 48 hours. 3) Close out 80% of priority 1, 2, and 3 quick calls within 3 days. Type of Measure 2004 Actual 2005 Actual Input Number of full-time employees Output Number of calls by type: Locates Water leaks / check for repairs Raise / change meters Repairs Assess/inspect 1, , , , , Outcome Percentage response to priority 1 and 2 CRT calls with in 24 hours Percentage response to priority 3 calls address within 48 hours Percentage priority 1, 2 and 3 quick calls closed out with in 3 days 99% 94% 98% 98% 98% 97% 94% 98% 98% 98% 98% 93% 98% 98% 98% City of Mercer Island Budget E-97

22 E-98 City of Mercer Island Budget

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