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HomeMy WebLinkAboutAgenda Report - May 3, 1989 (56)C0t,AC I L C 0 M M U N I CAT_ ON T0: THE CITY COUNCIL COUNCIL MEFTNO DATE FROM: THE CITY MANS OFFICE W 3, 1989 SUBJECT: APPROVE ADDITIONAL STAFF RBQLI1 H) FOR WHITE SLOUGH WATER FCLLUIUN CONTROL FACILITY PREPARED BY: Assistant City Manager RECOMMENDED Ate: That the City Council authorize the following additional positions and hiring schedule needed fox. the operation of the White Slough Water Pollution.: - Control Facility (WSWPCF) expansion project scheduPed to be operational February 1991: Ni n>ber 1 1 1 1 Position Hiring Date P a�Equipment Mechanic Electrician Maintenance Worker Water/Wastewater Inspector Wastewater Plant Operator I Wastewater Plant Operator I Administrative Clerk 11 ( Part -Tine) 1989 August 1989 Ja„usry 1991 July 2930 April 1990 January 1991 To be determinedafter plant i s operational BACKGROUND Il4i]RMATUN. In early 1988, Black & Veatch Engineers (B&V) prepared a report evaluating the City's current staffing requirements and future staffing requirements for the completion of the WSWPCF expansion project. After a thorough evaluation of the current condition of our facilities (less electrical system), a review of the Envircnmental Protection Agency's (EPA) recommended staffing requirements, and B&V`s experience with treatment facilities around the United States, B&V submitted the attached memo dated M* 10, 1988. A separate in-depth evaluation by B&V of the WSWPCF electrical and instrumentation systems has resulted in the recommendation in the attached letter dated November 23, 1988. The following is a discussion of the needs and recommendations in the areas of Facility Maintenance, Laboratory Services, Facility Operation, and Clerical. COUNCIL APPROVE ANAL STAFF WSWPCF W 3, 1989 Page - 2 - : X11 1�,U11►:►e Plant & Equipment Mechanic and Maintenance Worker - B&V, in its My 10, 1988 memorandum (Exhibit B), indicated that the existing plant maintenance staff was deficient by one Maintenance Worker and recommended that the Maintenance Worker position be added immediately. B&V also recommended that an additional Plant & Equipment Mechanic be added at the time that the plant expansion is completed. W feel strongly that it is in the City's best interest to hire the Plant & Equipment Mechanic now and defer the Maintenance Worker position until January o f 1991. It is felt that the Plant & Equipment Mechanic should be on board during all plant construction and that if the position is filled now, the person filling the position can be trained simultaneously with the existing Plant & Equipment Mechanic who just filled a current vacancy. There is presently a hiring eligibility list for Plant & Equipment Mechanic, so this position could be filled immediately. It is recommended that the upgrade of a Plant & Equipment Mechanic to a Senior Plant & Equipment Mechanic proposed by B&V be re-evaluated after the plant becomes operational and all preventive maintenance programs are implemented. If there is a need for this type an upgrade, it will be brought back to the City Council during the latter part of 1991. Electrician - B&V's 'letter of November 23, 1988 (Exhibit C) describes the deficiencies of our past electrical and instrumentation maintenance procedures. Instrumentation repair and maintenance was previously contracted for with private instrumentation contractors. The cost to the City for this work ranged from $8,000 to $15,000 per year. W feel that the City has not gotten their money's worth under these prior contracts and often we experienced a slow response time to critical emergencies. This could have caused the City to violate our Federal and State NPDES permit, thereby subjecting the City to a potential $6,000 per day fine. The electrical repair is currently provided by the City's Electric Utility Department. Electrical repairs in emergencies have always been done in a timely manner; however, the Electric Utility Department, due to other commitments and priorities, has not been able to provide preventive maintenance to our plant's electrical system. The lack of a preventive maintenance program is, in part, responsible for a good portion of the $1M worth of electrical work required as part of the plant expansion. CO.JIV I APPROVE ADDIHONAL STAFF. WSWPCF May 3, 1989 Page - 3 - Presently, the Electric Utility Department has a staff of two Electricians, one Electrical Technician and one Senior Electrical Technician (Supervisor). The Public Works Department is allocated 1.3 electrician man-years for maintenance and repair plus additional time for capital work. This maintenance and repair includes work on water wells and related ;rater system equipment, wastewater and storm pumping stations, traffic signals, cat,,odic protection systems, electrical equipment on City buildings, together with repair work at the existing WSWPCF. Ba*V, in its letter of November 23, 1988, recommends that an Electrician be stationed at the WSWPCF full time. This concept was discussed with the Electric Utility Department. The Electric Utility Department agreed that there would be a full man-year's worth of electrical work at the expanded plant if an appropriate preventive maintenance program was to be implemented. I t was determined that with an additional Electrician, the Electric Utility Department would reorganize their Electrical System Division to provide two, Technicians i;hat specialize in substation, SCADA, and genera? electric utility, functions and two Electricians that would specialize in the Public Works area. Both groups of technical staff would be supervised by the Senior Electrical Technician. In addition, the Technicians would be cross -trained to provide emergency back-up assistance on Public Works facilities. It is recommended that the Electrician be hired in August 1989. This would allow the new Electrician to also become acquainted with the existing equip,_rlt'l and both Public Works Electricians would be present to inspect and evaluate the contractor's electrical installations which will ultimately be maintained and repaired by them. Upon the completion of the City's upcoming expansion of WSWPCF, the City will have nearly a $30M investment that vie cannot neglect and vie must provide a good preventive maintenance program. LABORATORY SERVICES Water/Wastewater Inspector - B&V`s num of N% 10, 1988 states that our current staff of tour in the WSWPCF laboratory should be adequate until the summer of 1990, at which time a second Water/Wastewater Inspector will be required. In June of 1988, the City's industrial pretreatment program underwent an audit by the EPA and the California Regional Water Quality Control Board (CRWQCS). The audit findings (received in February of 1989) pointed out many inadequacies in our present program, which were mainly due to Jack of staff time. This is due in part to the numerous promulgated regulations since our initial program was established several years ago. The EPA and the CRWQCB audit findings listed as one of the required actions, "The City must increase the staff time allowed to properly implement the pretreatment program." COUNCIL COMMUNICATION APPROVE ADDITIONAL STAFF WSWPCF My 3, 1989 Page - 4 - FACE= OPERATION Wastewater Plant Operator I- In B&V' s r,.emo of My 10, 1988, it is recommended that three additional Wastewater Plant Operators be added to the present staff. The recommendation is that one be added mid -year 1989 and the other two in spring/summer 1990. The �ubl-ic Works Cepartment feels that one Operator should be brought on board in April 1990 in order to become familiar with the plant operation as the final construction is being completed. It is recommended that the other two Operator positions recommended by B&V be re-evaluated once the plant is operational and running smoothly. There are a number of new systems being installed that will simplify the plant operation, however, there are also a number of nevv faci l i ti -cs like the cc -generation facility where staff does not know the operational requic- ments. For the time being, our staff feels they should be able to operate the expanded plant with less Operators than recommended. However, once the plant i s on-line and NAe know the total operational requirements, it may be necessary to bring back to the City Council a request for additional Operators_ Chief Operator - In B&V's mum of My 10, 1988, a position of Chief Operator is recommended. This is not a new position. This position upgrade was previously approved by the City Council i n the 1988/89 Operating Budget. Recruitment for this position is scheduled and will commence in the near future. (',LFR ICAL Administrative Clerk II (Part -Time) - In B&V's nano of My 10, 1988, it is recommended that a full-time clerical position be added with the plant expansion. The Public Works Department recommends that this position be approved as a part-time position. It is recommended that this position be ,'i'iic.' at the tine the plant becomes operational (January 1991) and that this posi ti ori 4 ni ti al ly be funded for six man -months. The atta ed organization chart (Exhibit A) shows the existing staffing and the proposed additional staffing recommended above. JLG:br Attachments COUNC556 Respectfully submitted, ;e)rryv 7LGl enn Assistant City Manager f E MECHANIC FACILITY MAINTENANCE 1 1 WHITE SLOUGH ASTEWATER TREATMENT C W T SUPERVISOR LABORATORY SERVICE CHIEF SUPERVISOR I OPERATOR f E MECHANIC FACILITY MAINTENANCE 1 1 1-11 BLACK & VEAT MEMI ORAN-DU'M Lodi, California WSWPCF Expansion Treatment Plant Staffing Study To: Jack Ronsko Fran Forkas Del Kerlin From: Randy Fiorucci �s Ili E2 1 B&V Project 13772.160 April 8, 1988 Rev. May 10, 1988 The purposes of this memorandum are to (1) analyze the current staffing requirements of the White Slough Water Pollution Control Facility and (2) prov{de recommendations for increasing the plant staff to manage both current ope--ations and future needs due to the upcoming treatment plane expansion. The currenr plant staffing levels were compared to EPA guidelines and current and future needs. Discussions on staffing were also held with the plant staff and the water/wastewater superintendent. The Environmental Protection Agency's "Estimating Stafiing for Municipal Wastewater Treatment Facilities" Manual MO -1 (:March 1973) was used to estimate present and future manp^wer needs. The manual utilizes a series of nomographs Cor various treatment plant processes and functions to determine staffing levels. The manual assists in determining general manpower requirements for supervisory, clerical, operations, maintenance, and laboratory personnel. It does not address further division of responsibilities within each employment category. A summary of manpower estimates utilizing EPA guidelines for the existing and expanded plant is presented in Table 1. The staffing requirements for sludge related operations (anaerobic digestion, sludge thickening, and sludge lagoons) for the expanded plant are based on an ultimate plant capacity of 10.8 mgd to be consistent with the intent of the upcoming pLant expansion. EPA guideline estimates tend to underestimate laboratory manpower needs due to increased requirements of discharge permits, pretreatment programs, industrial waste analysis for billing, and other regulatory programs. nhese new regulatory programs also dictate the need for an inspector positfon to deal with industries and perform other duties. These needs are not addressed in the EPA guidelines. Maw 5kI BLACK Q VEATC"_` MEMORANDUM City of Lodi 2 B&V Project 13772,160 Messrs. Ronsko, Forkas, Kerlin April 8, 1988 Rev. May 10, 1988 TABLE 1. SUMMARY OF MANPOWER E S TIMATES FOR THE RITE SLOUGH WATER POLLUTION CONTROL FACLITY (Man -Hours per year) EXISTING PLANT STAFFING The current treatment plant organizational structure is shown on Figure I. The plant has a staff of 12 people. The staffing requirements as computed by the EPA guidelines are shown in Table 2. The requirements dictated by the guidelines (at 1,500 man-hours per person per year) approximately equal the current staff. TABLE 2. STAFFING REQUIREMENTS - EXIST.ING PLANT ManHours per Year Staff Required per EPA Current Recommended Cuiidelines Staff Staff 1988 Supervisory Existing Plant _ Expanded Plant Item 6.2 iUD 8.5 MD Supervisory and Administration 1,750 2,150 Clerical/Word Processing 490 700 Laboratory 3,150 3,590 Yardwor'c/Custodial 400 490 Raw Sewage Pumping 430 450 Screening and Grinding 580 890 G r i t Removal 600 700 Primary Clarification 1,770 2,380 Aeration 2,600 3,050 Secondary Clarification 1,560 2,100 Chtorination 630 700 Anaerobic Digestion 810 I,190 Sludge Thickening 1,775 2,400 Sludge Lagoons 130 140 Stabilization Poods 200 200 Aerated Lagoons 780 780 Cogeneration Facilities -- 3,663 Total Annual Man -Hours 17,650 25,390 EXISTING PLANT STAFFING The current treatment plant organizational structure is shown on Figure I. The plant has a staff of 12 people. The staffing requirements as computed by the EPA guidelines are shown in Table 2. The requirements dictated by the guidelines (at 1,500 man-hours per person per year) approximately equal the current staff. TABLE 2. STAFFING REQUIREMENTS - EXIST.ING PLANT ManHours per Year Staff Required per EPA Current Recommended Cuiidelines Staff Staff 1988 Supervisory 1,750 1.2 1 1 Clerical 490 0.3 0 0 Operations 7,460 5.0 5 5 Maintenance 4,800 3.2 2 Laboratory/Inspection 3,150 2.1 4 4 Totals 17,650 11.8 12 13 Memo5k2 BLACK & V EAT C'� Figure 1 Existing Organization Chart Hater/Wastewater Superintendent White Slough Hater Pollution Control Facility Hastewater Treatment Supervisor 'Laboratory Services Supervisor ter/Wastewater Hater/Wastewater Inspection Laboratory Water/Wastewater ffTechnician I1 Operator 11 Inspector Operations Lab Technician II( 1 Operator II Operator (R) facility Maintenance Operator II Plant b Equipment Mechanic. Operator II Maintenance Worker II BLACK & VEATr_ MEMDRANDUM City of Lodi Messrs. Ronsko, r^orkas, Kerlin 4 B&V Project 13772.160 April 8, 1988 Rev. May 10, 1988 However, as pointed out previously, the guidelines tend to underestimate laboratory staffing requirements and the need for an inspector. In addition, the Lodi laboratory staff also performs water system analyses and the inspector also performs water system duties. These factors are reflected in the recommended staffing. Currently, operations and maintenance staff have one supervisory person, five operators, and two maia.tenance workers. it is recommended that a new position of chief operator be created to assist the wastewater treatment supervisor. This position would be an upgrade and selected from among five operators and would be responsible for supervising and coordinating activities of plant operations and maintenance, preparing work schedules and reports , and conducticg safety and training programs. Also, as pointed out in Table 2, it is recommended that an additional maintenance worker be added io the plant staff to assist the plant and equipment mechanic in performing preventative maintenance and repair tasks on the existing plant equipment and machinery. The recommended existing plant organization chart, Figure 2, reflects the added personnel. EXPAIMED PLANT STAFFING As the new facilities are brought on-line, it will be necessary Zo increase the plant staff to manage the new and expanded facilities. Again utilizing the EPA guidelines, the staffing requirements for the expanded plant are shown in Table 3. It is recommended that after the expanded plant has started up in Spring 1991, a clerical/word processor position he created at the plant. This person would assist both the wastewater treatment supervisor and laboratory services supervisor in report production and filing and also act as building receptionist. Three additional operators will be required fcr operations. It is recommended that one operator be hired in the summer of 1989 and two additional operators in the spring -summer of 1990. This will enable the new operators to become familiar with daily operations before the plant goes on-line and to assist as construction inspectors. After plant expansion is complete, two additional maintenance personnel should be added to assist the current work force, bringing the plant total to five. At this time one of the plant mechanics should be upgraded to a senior plant mechanic to supervise the maintenance staff. One of these Memo5k4 BLACK & V EATC.-' Figure 2 Existing Plant Recoumended Organization Chart Nater/Wastewater Superintendent White Stough Hater Pollution Control Facilities Wastewater Trea Supervisor Laboratory Ser' Supervisor Water/Wastewater I Hater/Wastewater Inpection laboratory Water/Wastewater Lab Technician II Operator II -Inspector tab Technicfan II Operator (R) Operations Chief Operator i� facility Maintenance ri �— BLACK @ VEAT'� MEMORANDUM City of Lodi Messrs. Ronsko, Forkas, Kerlin 6 BBV Project 13772.160 April. 8, 1988 Rev. May 10, 1988 TABLE 3. STAIFFING REQUIREMENTS - EXPANDED PLAIN Staff Required Man -Hours Guidelines Recommended per Year per XPA Staff Supervisory 2,150 1.4 1 Clerical 700 0.5 1 Operations 11,750 7.8 8 - Mintenance 7,200 4.8 5-A 'Laboratory/ Inspection 3,590 2.4 5 Totals 25,390 16.9 20 *Includes an electrician/instrumentation technician who will be full time supportf =om''"the Utility Department. new employees should be an electrician/instrumentation technician, who will function as support staff permanently assigned to the Utility _ Department . The current laboratory services staff of four employees should be adequate until summer of 1990 when it is anticipated that another water/wastewater inspector will be required to assist is the pretreatment programs, backflow prevention, and other outside Inspection programs. The expanded plant organization chart is shown in Figure 3. Mbm5k6 Figure 3 BLACK & V E A T C'---",. Expanded Plant Organization Chart ' �- Water/Wastewater Superintendent White Slough Nater Pollution Control Facility Wastewater Treatment Supervisor • Full fine support from utility Dept. L - -- --� Clerical/Word Processo Laboratory Services thief Operator Supervisor Water/Wastewater Waterl"Wastewater Operations Facility Inspection Laboratory Kaintenance Water/WastewaterLab Technician II Operator II Operator II Senior Plant 3 Equip Inspector Mechanic Hater/bJastewater Lab T"hnician II Operator FI Operator II Plant and Equip Inspector liechanfc Operator 1 Operator I I Maintenance [ If Worker _ Operatorl Maintenance Worker " Electrician 8 Instrumentation Tech • Full fine support from utility Dept. E ; ISR 7 C� BLACK & VEATCH ENGCNEERS-ARCH 3TECTS TCL. (415) 944-5770 3470 9USKIRK AVENUE PLEASANT HILL. CALIFORNIA 94523 MAILING ADDRESS: P.O. SOX 4247 WALNUT CREEK. CALIFORNIA94596 _ City of iodi B&V Project 14915.300 White Slough Water Pollution B&V File B Control Facility November 23, 1988 Capacity Expansion Improvements City of Lodi ' 221 Uest Pine Street Lodi. CA 95241-1910 Atteation: Jack Ronsko Gentlemen: During our recent site investigation to collect data on the existing facilities, we noted that the existing plant electrical power distribution and motor controls ere aged and in need of housekeeping and regular preventive )maintenance. From discassions wit!! the City's electrical personnel, it is clear these is no scheduled maintenance and electrical items only get fixed when they are broken. In view of the existing electrical system conditions, the new construction with the addition of new microprocessor controls, and possibly the inclusion of a plant -wide computer control scheme, we feel that it is imperative to have a full-time staff maintenance electrician at the plant. We strongly reco=.end that you increase maintenance staffing at the 'White Slough plant by employing a full-time, permanent, maintenance electrician. In addition to any other reouirements imposed by the City, the successful. chndiaate should possess the following skills: 1 • Be physically able to perform the assigned tasks. 2. Have a minimum of 5 years experience in low voltage (0-500 volts ac! motors, motor controls, power distribution and power generation. 3. Have experience maintaining and repairing microprocessor based instrumentation control systems. Furthermore. we would recommend that this person be on staff as soon as possible to be familiar with the facility prior to the new construction. This new position will be of the greatest importance at that point in time 5Lzl BLACK & V EA \hf City of Lodi Pft. Jack Ronsko 2 B&V Project 14915.300 November 23, 1988 during construction when the 'plant's electrical system' is required to function with the 'contractor's equipment.' Put simply, the system must work or the contractor will claim delays. In additian, we would recommend that any electrical. power distribution equipment: not changed during this expansion be systematically replaced in a planned upgrade under your capital improvements program. This work could be performed by your staff electrician. We have also included a memoranda summarizing our recent site electrical investigation and the treatment plant staffing study. Both of these doc-Dents support our strong feelings about the need for additional electrical maintenance. If you have questions or comments, please contact our office at 415-964-5770. Very truly pours, BLACK & VBATCH Randy X. Fiorucci Project Manager JAIL : mi t cc: Fran Forkas, City of Lodi, w/enc. Del Kerlin, City of Lodi. -4/enc--.-- Max /enc--.-'Max Burchett, Whitley, Burchett & Associates, Inc., w/enc. 5Lz.2 A RESOLUTION OF THE L OD I CITY CDUNOL APFROVM ADDITIONAL STAFF REQUIRED FOR WHITE SLOUGH WATER POLLUTION CONTROL FACILITY EXPANSION RESOLVED BY THE IJM CITY COUNC>L,, that th2 City Council does hereby authorize the following additional position and hiring schedule needed for the operation of the White Slough Water Pollution Control Facility (WSWPCF) expansion project scheduled to be operational February 1991: Number Pnc, i tinn 1 Plant & Equipment Mechanic Dated: May 3, 1989 Hiring Date May 1989 I hereoy certify that Resolution No. 89-52 was passed and adopted by the City Council of the City of Lodi in a regular meeting he 1 d May 3, 1989 by the following vote: Ayes : Council Members - Olson, Reid and Snider (Mayor) Noes: Council Members - Hinchman Absent: Council Members - Pinkerton Alice M. ReAmche City Clerk 89-52