palo alto ca strategic plan

CITY OF PALO ALTO DEPARTMENT OF PUBLIC WORKS

STRATEGIC PLAN FY 2016-2018

LETTER FROM THE DIRECTOR

I am pleased to present our new three-year Palo Alto Public Works

Department Strategic Plan—a living document that binds together

our multi-faceted organization so we can better serve our residents

and businesses and meet the community’s needs ahead.

This Plan introduces our Department’s vision, mission and values

statements. The values direct how we accomplish our work and

shape our culture. They define what is important to us, how we like

to think of ourselves and how we would like others to perceive us.

Other important parts of the Plan are the Critical Issues/Context section

and each Division’s Goals, Objectives and Success Indicators. The context reflects what we

believe to be the primary challenges the Department will face over the next three years.

Our Strategic Plan helps us make informed decisions about where to best direct our resources

most efficiently, as well as outline our Division goals and how we expect to measure our

progress towards accomplishing them.

Our Department has experienced significant changes over the last few years while maintaining a

staff of dedicated, talented and innovative professionals. I believe that all Public Works employees

should become involved in the implementation of our Strategic Plan, by helping us to live up

to our Vision, Mission and Values and by working on implementing the Strategic Goals.

I view this Strategic Plan as a crucial tool to not only measure our performance, but to push us

to look at the possibilities of what we can and should be doing to continue innovating as we

deliver projects and services to the Palo Alto community. I hope each of our employees takes

the time to read the plan, think about what we’re trying to achieve and why. This is our plan

and it will take the collective commitment of the entire Department staff to make it a success.

With warmest regards,

Mike Sartor

Director of Public Works

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PALO ALTO DEPARTMENT OF PUBLIC WORKS

VISION

The men and women of the

Public Works Department

are a world class team of

professionals that is instrumental

in making Palo Alto the

healthiest, most vibrant and

sustainable community possible

through its culture of “YES” and

its dedication to excellence.

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MISSION

To make Palo Alto the ideal

place to live, work and play by

delivering the most efficient

and responsive Public Works

services that we can.

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VALUES

COLLABORATIONPartner with stakeholders throughout

the city organization and the

community at large to deliver

services and projects as a team

ENVIRONMENTAL HARMONYAct as model stewards of the

environment by applying adaptive

management practices, whenever

possible

ETHICSConduct business with courtesy,

honesty and integrity

INNOVATIONEncourage and embrace creative

thinking and an entrepreneurial spirit

PROFESSIONALISMDeliver quality services and projects

that we can all be proud of

RESPONSIVENESSComplete projects and services in

a timely, predictable manner

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DIVISIONS

The Department is comprised of four divisions:

AIRPORT OPERATIONSOperates and maintains the Palo Alto Airport (PAO), a General Aviation

airport with a Federal Aviation Administration-staffed Air Traffic Control

Tower. Manages facility and field maintenance and tie down services and

provides a hub for emergency medical, fire, law enforcement and disaster

relief services. PAO acts as a gateway for many business and recreational

visitors who produce a “multiplier effect” of economic benefits

throughout the community. In addition to being the tenth busiest airport

in California, it is an important reliever airport to three Bay Area airports.

ENGINEERING SERVICESPlans, designs and manages construction and renovations of City-

owned facilities and parks infrastructure. Manages the streets and

sidewalks capital maintenance programs. Designs and constructs

storm drainage rehabilitation and capacity improvement projects

and administers the National Flood Insurance Program. Provides

engineering support to City departments and the private development

community for construction in the public right-of-way.

ENVIRONMENTAL SERVICESOperates and maintains the Regional Water Quality Control Plant that

also serves the neighboring communities of Los Altos, Los Altos Hills,

Mountain View, Stanford University and the East Palo Alto Sanitary

District. Conducts a pre-treatment program to support industrial and

commercial dischargers and provides pollution prevention information

and programs to residents and businesses. Manages the City’s

solid waste programs including the Zero Waste program, Household

Hazardous Waste Collection and Disposal Program and activities

associated with the closure of the Palo Alto landfill.

PUBLIC SERVICESResponsible for preventive maintenance and repair of City-owned

and leased buildings, streets, sidewalks, storm drains, traffic signs and

markings. The division also manages street sweeping operations,

maintenance of the City’s fleet and graffiti removal. The Urban Forestry

section has overall responsibility for maintaining the City’s thriving tree

canopy and implementing the recently adopted Urban Forest Master Plan.

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ORGANIZATION

ENGINEERING SERVICES1.00 Assistant Director, Engineering Services1.00 Management Analyst1.00 Administrative Associate III1.00 Administrative Associate I

FACILITIES MAINTENANCE1.00 Facilities Manager1.00 Facilities, Maintenance Operations2.00 Facilities Maintenance-Lead6.00 Facilities Mechanic2.00 Facilities Painter1.00 Facilities Carpenter1.00 Electrician2.00 Building Service Person-Lead1.00 Building Service Person1.00 Engineering Technician III

FLEET1.00 Fleet Manager1.00 Assistant Fleet Manager1.00 Project Manager2.00 Fleet Services Coordinator2.00 Motor Equipment Mechanic-Lead2.00 Equipment Maintenance Service Person6.00 Motor Equipment Mechanic II

URBAN FORESTRY1.00 Manager Urban Forester*1.00 Planning Arborist*2.00 Project Manager (0.75 Utl Line Clr)*2.00 Tree Maintenance Special (1.00 Utl Line Clr)1.00 Tree Trim/Line Clear-Lead7.00 Tree Trim/Line Clear

TRAFFIC CONTROL/STREET SWEEPING1.00 Manager, Maintenance Operations1.00 Project Manager2.00 Street Sweeper Operator2.00 Street Maintenance Assistant1.00 Coordinator, Public Works Projects2.00 Traffic Control Maintenance II2.00 Traffic Control Maintenance I

STORM DRAIN/STREET MAINTENANCE1.00 Manager, Maintenance Operations2.00 Heavy Equipment Operator-Lead3.00 Heavy Equipment Operator4.00 Equipment Operator1.00 Cement Finisher-Lead3.00 Cement Finisher

ENVIRONMENTAL SERVICES1.00 Assistant Director, Environmental Services

WATER QUALITY CONTROL PLANT1.00 Water Quality Control Plant Manager2.00 Administrative Associate II2.00 Assistant Manager WQCP1.00 Senior Engineer3.00 Supervisor WQC Operations6.00 Senior Operator, WQC16.00 Plant Operator II1.00 Manager Laboratory Services1.00 Senior Chemist3.00 Chemist3.00 Lab Technician2.00 Electrician Lead3.00 Electrician1.00 Senior Mechanic7.00 Maintenance Mechanic1.00 Senior Technologist1.00 Project Engineer1.00 Technologist

WATERSHED PROTECTION1.00 Watershed Protection Manager 2.00 Manager Environmental Controls2.00 Program Assistant II1.00 Environmental Specialist2.00 Associate Engineer1.00 Senior Waste Investigator2.00 Industrial Waste Investigator3.00 Industrial Waste Inspector

SOLID WASTE1.00 Manager Solid Waste3.00 Manager Environmental Controls2.00 Zero Waste Coordinator1.00 Program Assistant I1.00 Environmental Specialist1.00 Coordinator, Public Works Projects1.00 Landfill Technician

PUBLIC SERVICES1.00 Assistant Director, Public Services1.00 Management Analyst1.00 Administrative Associate III3.00 Administrative Associate II0.50 Administrative Associate I

FIELD SERVICES (SURVEY AND INSPECTION)1.00 Supervisor Inspections/Survey2.00 Inspector-Field Services1.00 Surveyor

CIP PROGRAM (STRUCTURES, STREETS & SIDEWALKS, STORM DRAIN, PARKS)1.00 Senior Project Manager3.00 Senior Engineer1.00 Architect/Park Planner6.00 Project Engineer4.00 Engineer3.00 Associate Engineer1.00 Manager, Maintenance Operations1.00 Project Manager1.00 Management Analyst

PRIVATE DEVELOPMENT1.00 Senior Engineer1.00 Engineer3.00 Engineering Technician III

1.00 Senior Management Analyst 1.00 Administrative Assistant

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AIRPORT DIVISION1.00 Airport Manager1.00 Manager, Maintenance Operations1.00 Management Analyst

PUBLIC WORKS DIRECTORMike Sartor

FY 2016 POSITION TOTALS198.50—Full-time

13.06—Hourly


CRITICAL ISSUES/CONTEXT

The Public Works Department is dedicated to delivering the highest quality services

to the Palo Alto community. Working with our partners, we are committed to providing

innovative, cost effective and environmentally responsible services that make Palo

Alto a beautiful, vibrant and appealing City in which to live and work.

Public Works oversees a diverse range of responsibilities that include designing,

constructing and maintaining city-owned infrastructure assets such as buildings,

streets, sidewalks, storm drains and bridges; implementing citywide sustainability

initiatives; administering the National Flood Insurance Program; maintaining the

city’s urban forest; regulating construction work performed in the public right-of-way;

maintaining the city’s fleet; overseeing integrated waste management and recycling

efforts; operating the Palo Alto Airport; managing landfill closure activities; and

operating the Regional Water Quality Control Plant.

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The Department faces many challenges, including maintaining compliance with

increasingly complex and stringent regulatory requirements. Additionally, we

are vulnerable to significant threats associated with aging infrastructure, retiring

management staff, rapidly changing technology and escalating costs of doing

business. The strategic planning process has enabled the Department to better

identify these risks, which has inspired us to set a course to mitigate them through

a variety of tactics including succession planning, cross-training, financial planning,

facility master planning and similar efforts.

On a more positive note, the Department is also responsible for many programs and

activities that are core values of the City’s constituency, such as recycling and waste

management initiatives, energy sustainability, stormwater quality enhancements,

urban re-forestation, and mobility improvements. The Department is widely

recognized among its peers as a leader in many of these areas, which generates

pride amongst the staff and support within the community.

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GOALS & PERFORMANCE MEASUREMENTS

Public Works Airport Division 3-Year Strategic Goals, Key Performance Measures & Success Indicators

Key Performance Measures

Evaluate lease options for fixed base operator (FBO) leased operations and develop lease/own/operate scenarios to quantify best case revenue generation upon expiration of leases.

Monitor airport operations to ensure that expenses are aligned with revenue.

Maximize vacant tie-down spaces to increase tenant occupancy. Increase by 2% annually until maximum occupancy is met.

Develop a Business Plan for the airport.

Meet with stakeholders to develop key goals and get buy-in.

Goals

Operate a safe and viable airport as an enterprise fund while controlling expenses and generating sufficient revenues.

Develop an Airport Master Plan that includes short and long-term goals and plans to meet future aviation demand at the Palo Alto Airport.

Year 1 Success Indicators—(FY 2016)

Work with staff from City’s Real Estate Division and City Attorney’s Office to identify constraints and considerations for leasing vs. city owned operations.

Maintain a 68% or better tie-down occupancy rate.

Business Plan finalized.


Achieve a balanced budget not requiring General Fund support.


Complete the Airport Master Plan.

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GOALS & PERFORMANCE MEASUREMENTS


Increase the citywide average Pavement Condition Index (PCI) score.

Increase the percentage of citizens rating the quality of the City’s sidewalks as “good” or “excellent” in the annual National Citizens Survey.

Complete implementation of an Infrastructure Management System (IMS) to support planning, budgeting, and accountability for the City’s assets in accordance with the Infrastructure Blue Ribbon Commission’s recommendations.

Implement the Council-approved infrastructure funding plan.

Improve public awareness and knowledge of infrastructure improvements, and allow the public to avoid work areas, by completing implementation of a web-based application allowing the public to view all work taking place on City streets and sidewalks.

Complete all seven storm drain system improvement projects by the storm drain fee expiration date of June 30, 2017.

Complete a Green Infrastructure work plan that includes Low Impact Design (LID) for drainage features in public and private streets, parking lots, roofs, etc., to reduce adverse water quality impacts of development and urban runoff.

Goals

Ensure the City’s assets and infrastructure inventory are updated and well-maintained. Provide high quality, cost-effective oversight of the City’s capital improvement program.

Reduce stormwater runoff and protect the quality of waters discharged to creeks and the San Francisco Bay while improving the storm drain system.


Develop an asset registry of the city’s General Fund infrastructure assets and populate the IMS database using Maintenance Connection and Questica.


Implement IMS data management and reporting procedures for all relevant user groups.

All seven projects complete.


Achieve an average PCI of 83.

Achieve 70% “good” or “excellent” rating.

Complete Fire Station #3 Replacement, a new Downtown Parking Garage, and the Adobe/Highway 101 Bicycle & Pedestrian Bridge, as well as design and initiation of construction of the New Public Safety Building.

In coordination with other City departments, launch the application.

Prepare a work plan with tasks and timeframes and begin implementation.

Public Works Engineering Services Division 3-Year Strategic Goals, Key Performance Measures & Success Indicators

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GOALS & PERFORMANCE MEASUREMENTS CONTINUED

Public Works Environmental Services Division 3-Year Strategic Goals, Key Performance Measures & Success Indicators


Minimize the amount of Refuse being landfilled. (The FY 2015 estimate of landfilled Refuse is 47,000 Tons/year.)

Increase the amount of materials being recycled or composted. (The FY 2015 estimate of total refuse being recycled or composted is 52,000 Tons/year.)

Steadily increase participation rate of households bringing in Hazardous Waste.

Obtain fish acute toxicity bioassays with 100% survival.

Maintain 99% discharge test compliance.

Complete Environmental Services Division part of the 2016 Sustainability/Climate Action Plan.

Meet milestones toward implementing the Recycled Water Master Plan.

Obtain and comply with all new permits needed.

Goals

Minimize waste generation and maximize recycling and reuse programs and achieve Zero Waste by 2021.

Effectively manage the City’s wastewater, stormwater, solid waste, and hazardous waste, to protect public health and the environment.

Operate high quality, cost-effective and sustainable facilities.

Maximize the recovery of energy and products from Wastewater, Refuse and Stormwater.

Comply with all applicable regulatory requirements.


Adopt new Mandatory Commercial Composting & Recycling Ordinance.

Achieve a participation rate of at least 16% of households bringing in Hazardous Waste.

Complete the Phase 3 EIR.

Obtain the required Title V Permit for the RWQC Plant.


Reduce new pollutants of concern and maintain 99% discharge compliance.

Complete the Reverse Osmosis Feasibility Study

Demonstrate substantial compliance with new Air permit.


Demonstrate substantial progress on a path to zero waste by 2021.

Demonstrate substantial progress in enforcing the new Mandatory Commercial Composting & Recycling Ordinance.

Reduce toxics in the Plant effluent and maintain 100% compliance.

Implement the 2016 Sustainability/Climate Action Plan.

Complete Financial plan for Phase 3 of the Recycled Water System.

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GOALS & PERFORMANCE MEASUREMENTS CONTINUED

Public Works Public Services Division 3-Year Strategic Goals, Key Performance Measures & Success Indicators


Implement Infrastructure Management System and train super users on new system.

Meet or exceed industry standards and/or best practices.

Survey key customers, evaluate responses and devise strategies to improve satisfaction.

Reduce number of property damage claims due to negligence by Public Service employees.

Goals

Ensure the City’s assets and infrastructure inventory are updated and well maintained.

Provide cost effective maintenance and repair services.

Provide timely and high quality service.

Preservation of all City Assets.


Achieve 30% rate of data input.

Achieve a reduction of 15% of damage claims.






Achieve a 90% rate of on-time completion for preventative maintenance.

The planting of trees will equal or exceed the number of removals annually.

Achieve a 95% rating of Sidewalk hot spots completed within 6 months.

Conduct surveys annually.


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REFERENCED PLAN SUMMARY

Through linkage here, the Strategic Plan has specifically highlighted the various

plans the Department staff has taken into account in setting the strategy, goals and

metrics in this inaugural plan. Because of the diverse division responsibilities and the

granular and very technical nature of some of these plans they are incorporated by

reference and not by specific inclusion in this Strategic Plan document itself.

AIRPORT LAYOUT PLAN Adoption Date: 2014The Airport Layout Plan is prepared in accordance with FAA requirements and is a precursor to the preparation of

a new Airport Master Plan. The plan identifies long term facility needs at the airport and is required in order to be

eligible to request federal grant funds for airport improvement projects.

Website: http://www.cityofpaloalto.org/civicax/filebank/documents/48002

BAYLANDS MASTER PLAN Adoption Date: 2008The Baylands Master Plan was originally adopted in 1978 and amended in 1979 and 1988. A fourth edition was adopted

in 2008. It serves as a long-range plan for treating the Baylands as an integrated whole and balancing ecological

preservation with continued commercial and recreational use. The overall goal is to preserve and enhance the

unique irreplaceable resources of the Baylands while providing a framework and guide for future actions in the area.


CAPITAL IMPROVEMENT (INFRASTRUCTURE) PLAN Adoption Date: 2015The Capital Improvement Plan is a rolling 5-year plan to fund capital projects not funded by enterprise or internal

service funds. Examples of these projects include street maintenance, park improvements, facility improvements

to libraries, community centers, and public safety facilities, traffic signals, and sidewalk improvements. A total of

79 projects are programmed over the 2016-2020 CIP, with a cumulative total cost of $234.4 million.


CLEAN BAY POLLUTION PREVENTION PLANAdoption Date: 2015The Clean Bay Pollution Prevention Plan is an annual summary of the Palo Alto’s Regional Water Quality Control

Plant’s efforts to reduce pollution from entering local creeks and the San Francisco Bay.

Website: http://www.cityofpaloalto.org/news/displaynews.asp?NewsID=1527&TargetID=65

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REFERENCED PLAN SUMMARY

COMPREHENSIVE PLAN Adoption Date: 1998The Comprehensive Plan is the primary tool for guiding preservation and development in Palo Alto. It builds on

shared community values and aspirations to guide preservation and to manage growth and change. The Plan fulfills

the State requirement that the City adopt a General Plan to serve as its constitution, with internally consistent goals

and policies that reflect the community’s priorities regarding land use, circulation, conservation, housing, open space,

noise, and safety. The Plan provides a foundation for the City’s development regulations, capital improvements

program, and day-to-day decisions. It is currently being updated and will be called Our Palo Alto 2030.

Website: http://www.cityofpaloalto.org/news/displaynews.asp?NewsID=654&TargetID=240

PARKS, TRAILS, OPEN SPACE AND RECREATION MASTER PLAN Adoption Date: 2015 (expected)The new long-range (25-year) master plan will provide guidance regarding future renovations and capital improvement

needs for parks, trails, open space and recreation facilities. The goal of the master plan is to provide clear guidance

and recommendations on how to meet the demands for future recreational, programming, environmental, and

maintenance needs, as well as establish priorities for future park renovations and facility improvements.

Website: http://www.paloaltoparksplan.org/

RWQCP LONG RANGE FACILITY PLAN Adoption Date: 2012This plan identifies the anticipated improvements that will be needed at the RWQCP over a 50-year time horizon.

Website: http://cityofpaloalto.org/news/displaynews.asp?NewsID=2101&TargetID=65

STORM DRAIN MASTER PLANAdoption Date: 1993The Storm Drain Master Plan was first developed in 1993. High priority problems identified in that plan were

incorporated into a 2005 ballot measure to increase storm drainage fees through 2017. An updated plan is being

developed. The purpose of the updated plan is to identify and prioritize a new set of storm drain projects to

further improve the storm drain system in the City. The prioritized set of storm drain improvement projects will be

incorporated into a proposed funding package that will form the basis of another ballot measure anticipated in 2016.


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REFERENCED PLAN SUMMARY CONTINUED

SUSTAINABILITY AND CLIMATE ACTION PLAN (S/CAP) Adoption Date: 2007The Sustainability and Climate Action Plan (S/CAP) is an ambitious plan to reduce the city’s and community’s

greenhouse gas emissions to meet climate protection goals and also consider broader issues of sustainability, such

as land use and biological resources. The S/CAP charts a path towards a more sustainable future, finds ways to

improve quality of life, grows prosperity and creates a thriving and resilient community, all while dramatically reducing

the city’s carbon footprint and other environmental impacts.


URBAN FOREST MASTER PLAN Adoption Date: 2015The purpose of the Urban Forest Master Plan is to establish long-term management goals and strategies to foster

a sustainable urban forest in Palo Alto. The plan calls out standards for the overall care of the city’s urban forest

and provides goals and objectives for this area of maintenance responsibility for the next 10 years.


ZERO WASTE OPERATIONAL PLAN Adoption Date: 2007The Zero Waste Operational Plan was an outgrowth of the Zero Waste Strategic Plan, finalized in 2005. The Strategic

Plan set goals of 73% diversion of waste from disposal and a goal of eliminating all waste sent to landfills by 2021.


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REFERENCED PLAN SUMMARY CONTINUED


NEXT STEPS

This Strategic Plan is a living

document that will be updated every

three years. In addition, as part of

the annual budget development

process, the Department staff will

review the goals and performance

measures set out in this document

to assess our progress towards

achieving our Strategic Plan

priorities. As necessary, the specific

strategies and tactics identified in this

plan will be adjusted to keep each

Division on target to meet its goals

and the applicable performance

metrics. The Department’s budget

is aligned with and supports the

priorities in this initial Strategic Plan

and it is expected that each annual

budget and any subsequent strategic

planning effort will continue to

maintain this alignment.

This Strategic Plan sets organizational

priorities in line with our Department’s

vision, mission and values. We will

continue to make the necessary

decisions to invest resources such

as personnel, equipment and funding

to these priorities to further ensure

their delivery and success.

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CITY OF PALO ALTODepartment of Public Works250 Hamilton Avenue—6th FloorPalo Alto, CA 94301

Tel: 650.329.2151Web: http://cityofpaloalto.org/gov/depts/pwd/default.asp


CONTINUING A LEGACY OF ACHIEVEMENT

City Hall construction—1969 El Palo Alto—circa 1890

San Francisquito Creek bank stabilization work—1958

Survey crew—circa 1893 Waverley Street sidewalk construction—circa 1910

University Avenue underpass construction—1940

palo alto ca strategic plan

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