Memorandum
Date: October 22, 2024
To: The Honorable Lake County Board of Supervisors
From: Glen March, Public Works Director
Subject: “County of Lake, Department of Public Works, FY 2024-2025 Work Plan” Presentation
Executive Summary:
Staff requests the County of Lake (County) Board of Supervisors (Board) receive and file the “County of Lake, Department of Public Works, FY 2024-2025 Work Plan” presentation.
Department of Public Works Staffing. The Department of Public Works (DPW) has approximately 63 positions with 15 vacancies.
DPW division heads, Jim Hale, Roads Division; Chris Hamel, Vehicle Fleet Division; Alicia Ayala, Administration Division; and Vance Ricks, County Surveyor provide commendable leadership within DPW.
The leadership provided by each division head allows the Director to spend most of his time with the Engineering & Inspection Division (E&I) team. DPW continuously seeks additional licensed engineers (Deputy Director of Public Works and Associate Engineer) to lead the Engineering and Inspection Division (E&I). The E&I team is small but mighty. Due to the number of capital improvement projects, several existing positions were reclassified to project manager positions.
Accomplishments
Reclassified Positions. DPW and the Human Resources Department (HR) worked together to re-classify four roles in the Engineering and Inspection Division (E&I) and one role in the Roads Division. Positions have been re-classified as follows:
|
Division |
Old Position |
New Position |
|
|
|
|
|
|
|
Public Works Construction Project Manager |
|
|
|
|
|
Public Works Inmate Crew Leader |
|
The significant number of capital improvement projects require additional staff to manage projects; therefore, three positions were re-classified to project manager positions. The Right of Way Agent position was reclassified to an Engineering Technician position to (1) provide additional oversight of work by third-party utility companies (e.g., PG&E, Mediacom, etc.) in the right of way, and (2) perform other important engineering support duties. The changes result in a nominal reduction of DPW salaries. DPW no longer utilizes inmate crews, so the Public Works Inmate Crew Leader position was re-classified to a Heavy Equipment Operator position.
New Position. DPW created a Public Works Fiscal Coordinator position in the DPW Administration Division. The Fiscal Coordinator will work nearly exclusively for the E&I Division. In addition to accounts payable (e.g., consultant payments, contractor payments) and accounts receivable (e.g. billing grants), the Fiscal Coordinator will assist with project budgeting and grant coordination.
Modified Master Fee Schedule. DPW modified the Master Fee Schedule to require third parties, such as PG&E and Mediacom, to reimburse the County for actual costs for processing permits and inspecting construction work within the right of way. DPW will seek reimbursement for longer duration projects. DPW will utilize the encroachment permit fee for smaller projects.
Current Activities
Preparing 10-Year Capital Improvement Plan. DPW is working on its first Capital Improvement Plan. DPW is also working on a Federal Aviation Administration (FAA) 5-Year Capital Improvement Plan for FAA grant funding.
DPW has 40 active capital improvement projects and will work with numerous stakeholders to identify future capital improvement projects.
Improving Contracting Practices. DPW will be issuing Requests for Qualifications for Engineering, Construction Management, and other professional services related to Public Works. DPW has been working with Caltrans staff to ensure necessary grant requirements are addressed.
Future Activities
Improve Accounting Practices. DPW will implement job cost accounting to more easily budget, forecast, and cashflow projects. DPW’s accounting system has job cost accounting functionality.
Improve Project Management Know-How. Implement internal training to improve project management skills of E&I staff.
Implement Road Maintenance Strategies. DPW addresses urgent road complaints as soon as possible. Non-urgent road complaints will be used to inform staff about road conditions. DPW will create a systematic, holistic approach to maintain roads on a regular schedule, as opposed to focus on addressing non-urgent road complaints.
Modify and/or Add Ordinances. DPW intends to prepare a pavement moratorium ordinance which prohibits most construction that disturbs roads that have been rehabilitated within the last 5 years. DPW intends to modify the airport ordinance to allow for more orderly airport management.
Modify Airport Fees. Airport operating expenses currently exceed revenues. DPW will work with stakeholders to identify ways to increase revenues. Fee modifications will be incorporated into the FY 2025 Master Fee Schedule.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☒ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☒ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action:
Staff recommends that the Board of Supervisors receive and file the “County of Lake, Department of Public Works, FY 2024-2025 Work Plan” presentation.