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HomeMy WebLinkAboutAgenda Report - November 6, 1985 (74)-- - `-_" CITY COLY'3I, MEETING NDVECER 6, 1985 SUPPLEZI�NTAL Following introduction of the ratter by BUDGET REQUEST FOR City Manager Peterson and Council discussion., TEChNICAL Council, on motion of Mayor Pro Tempore Reid, ASSISTANCE IN Pinkerton second, approved a supplemental budget ELECTRIC UTILITY request for technical assistance in the Electric DEPARIT1Wr Utility Department at a cost of $13,600. The APPROVED purpose of this temporary position is to bring up, to date certain critical department records. '.-OUNCIL C0T111%JLINICATK TO THE CITY COUNCIL 1 DATE I NO FROM. THE CITY MANAGER'S OFFICE October 31, 1985 SUBJECT: "-S '' 1 AN IN ELECTRIC UTILITY DEPAirIT= RECaMMED ACTION: That the City Council approve a special allocation in the amount of $13,600 to fund for six months an additional temporary position in the Electric Utility Department to bring up to date certain critical de�,artment records. BACK(WUND INFORAATION: Attached for your information and review are copies of three memos prepared by Electric Utility Director Henry Rice and Assistant Electric Utility Director Hans Hansen addressing the need for additional technical assistance in the Electric Utility Department. The Electric Utility Director and I have been discussing this request frcm time to time for an extended period. We have devoted considerable discussion as to how this work might be accomplished without. the addition of a full-time permanent position. I am now convinced that there is a considerable backlog of work to be completed in the engineering office, particularly in the area of system mapping. As the Assistant Electric Utility Director points out in his August 7 memo, the absence of accurate, up-to-date system naps not only makes troubleshooting the system difficult, it has the potential for creating hazardous and unsafe working conditions. His October 16 memo describes the situation as critical. In recent years, the workload and scope of the Engineering Division of this department has increased significantly. The primary reasons noted by the Assistant Electric Utility Director are: 1. The continued growth of the City has dramatically increased the number of estimates prepared (25% increase in the last two years). 2. Conversion construction (single family to multiple family) places a much greater demand on the estimators` time as opposed to new constr=iction because of such functions as customer negotiations, easement acquisitions, relocation of existing facilities, coordination with other utilities, and street light installation, among others. 3. Review of an increasing number of plans and proposals for new projects submitted by other City departments. f As a result, functions vital to the operation of our electric utility and normally performed by the estimators has not been kept up-to-date. At the present time, the Assistant Electric Utility Director estimates that a three to four month backlog exists. Rather than add a permanent full-time position at this point in the budget year, it is reccmnended that a temporary position be authorized for a period of siy_ months at a cost of approximately $13,600 to attack the 4 , backlog. Funding ,could be from the Electric Utility Department operating reserve. With this option we might find that the situation will correct itself. While somewhat unlikely, we might also witness a slow down in the record-setting construction pace we now are dealing with. Additionally; the inposition of a moratorium on conversion projects (single family to multiple fa`nily), being considered elsewhere on this agenda, would at least defer that elea-nent of contributions to the increased workload. Filling the position on a temporary basis will give us more time to thoroughly evaluate the situation and determine a penent course of action. However, we should be prepared for a request during the ccniing budget season (1986-87) that this position be designated permanent. It should be noted that we are operating with one less position in this division than was authorized through the 1977-78 fiscal year. Also, we should be giving some thought to conducting a field Inventory and accumulating other data concerning plant facilities in place. This information should be an integral part of our rate setting process. While we do provide, though somewhat informally, funding for system replacenent, a more precise approach would constitute an appropriate segment of our rate structure. We willbe.discussing this with the Council in the future. The staff will be pleased to answer any questions Councilmembers may have. .Resp fully s 'tted, Thomas A. Peterson City Manager TAP/11h ;i• M E M O R A N D U M TO: H. J. RICE, UTILITY DIRECTOR FROM: H. HANSEN, ASSIST. UTILITY DIRECTOR DATL: AUGUST 7, 1985 SUBJECT: REQUEST FOR ADDITIONAL PERSONNEL This memorandum is a request for an additional full-time position in the Engineering Division. The staff increase is needed to handle the changing scope of work in this group and to manage the ongoing mapping and record keeping functions. The Utility Department Engineering Division was authorized one Electrical Engineer, two Electrical Estimators and one Assistant Electrical Estimator through the 1977-78 fiscal year. Since that time, the Assistant Electrical Estimator position has not been authorized and the Department has operated with the present staff and intermittent assistan•:e from temporary employees, CETA employees and overtime from the present estiiator staff. In recent years, the workload as well as the work scope of this Division have changed significantly. The main reasons being: (1) The continued growth of the City has notably increased the number of estimates being prepared (25% over the last two years) with resulting increases in system development projects, such as substation expansion, main feeder construction, back-up circuits, sybEem protection projects, etc. (2) Redevelopment type construction, as is experienced mainly in the older east side of town, places a much greater demand on estimators than new construction for such functions as customer negotiations, easements, relocation of existing facilities, coordination with other utilities, streetlights, etc. (3) Comments on plans and proposals for projects and developments to other City Departments are becoming a major contributor to the work load of the Division. Functions vital to the operation and normally performed by the Estimator have not been kept up-to-date, in fact, at present a two-month backlog exists. These functions include, but are not limited to the continued accurate upkeep of the system maps, both grid, one line and schematic. Also included in these functions is the record keeping function of system equipment such as transformers, capacitors, poles, etc. The above tasks, although mainly done by estimators, time permitting, have on several occasions, since the loss of the Estimator Assistant, been per- formed, with some degree of satisfaction, by temporary employees. It should be noted that temporary help has been added only when the backlog became excessive. However, this is not a satisfactory solution due to the amount of training and instruction necessary to make this kind of employee productive. H. J. Rice, Utility Director Page two August 7, 1985 At present, the backlog in the mapping area has reached dangerous levels with no relief in sight. Not having the maps of the system accurate and up-to-date makes it difficult to troubleshoot the system. It hinders the work of all employees, particularly the Operators that must use maps to write switching orders, dispatch, monitor and control the system. It should also be noted that the present mapping situation does have a potential for creating a hazardous and even unsafe work situation. Even though the Division is working an average of 12 hours overtime per week, and has been for some time, the backlog still remains, in fact it is getting bigger every day. To eliminate the immediate problem, to maintain an ongoing program of having maps, records, etc. up-to-date and to gradually train a person in the field of electrical estimating for relief of the estimators and ultimate replacement (retirement of one estimator is Expected in four years), it is recommended that an additional full-time position again be authorized. It is also recommened that this position be reclassified as Electrical Mapper/Estimator Assistant to better serve the Department's current needs. Attach.(2) M E M O R A N D U M TO: HENRY J. RICE, ELECTRIC UTILITY DIRECTOR FROM: HANS HANSEN, ASSIST. ELECTRIC UTILITY DIRECTOR DATE: OCTOBER 16, 1985 SUBJECT: PERSONNEL - ENGINEERING DIVISION This memo serves as an update to my memo of August 7, 1985 (copy attached) regarding the work load and staffing in the Engineering Division. At the time of the August 7 memo, I felt that a situation existed in the Department that needed attention. It was apparent that this situation was not of a temporary nature. The problem had existed for an extended period of time and had been relieved periodically through temporary employees. At this time, the situation can only be described as critical. The Department has been unable to devote any time, due to other demands, to reducing the back- log. In fact, the backlog has increased steadily, even though the Department has continued working an average of 13.6 hours overtime per week since August 7. The system maps, that such vital functions as switching, troubleshooting and dispatching depend on, are in very poor condition. Only one set of maps exists at the Operator's work station. This set is patched together from various sources, examples of which are work order drawings, pencil sketches, etc. No originals exist and thus no copies can be made of this set, should it be lost or damaged. This set of maps has also been shown to be in error on at least two occasions. The impact of continued operation under these conditions manifests itself in many ways, such as (1) hazardous and unsafe work conditions for the field personnel, (2) difficult and delayed response to troubleshooting situations, (3) ad.ed engineering time on projects to determine what really exists in the field, (4) increased possibility of erroneous dispatch orders, and (5) generally a frustrating work situation. It should be pointed out that all other.record functions of materials, equipment, standards, etc. are not being accomplished either. However, the mapping function certainly has the highest priority and presents the greatest problem and hazard to the Department's operation. In order for the Department to regain a responsible mode of operation and not continue to expose our employees, as well as tike public, to unneccessary risks, it is strongly recommended that some solution to our personnel problem be found very quickly. As an alternative to my request for additional permanent staff on August 7, a temporary employee at a pay scale adequate to provide incentive for such an individual to remain with the City is an option. It is recommended that such an employee -be paid $13 per hour, should it become an alternative to the original request. It should be pointed out that at present, the backlog will provide a minimum of six month's work for such an individual in order to get the system ni..ps up-to-date. Funding does not exist within the Engineering budget; however, the 1985-86 fiscal year budget for personnel services within the Department will be able to fund such employee through the fiscal year. Henry J. Rica Page two October 16, 1985 In summary, I cannot strongly impress on you enough the desperate need for assistance in the Department in order to operate responsibly and not expose the City to unnecessary liability risks. I also would like to point out that the temporary employee alternative is just that, a temporary remedy, ansa must not be considered as the cure. I will appreciate your utmost effort in resolving this situation very soon. I am ready at any time to discuss this matter in further detail, should you so desire. Attach. M E M O R A N D U M TO: THOMAS A. PETERSON, CITY MANAGER FROM: HENRY J. RICE, ELECTRIC UTILITY DIRECTOR DATE: OCTOBER 29, 1985 SUBJECT: SUPPLEMENTAL REQUEST FOR PERSONNEL This request is for a full-time position in the Electric Utility Engineering Division. The position is required.to handle a significant backlog of drawing changes, ongoing electric schematic drawing and record keeping. Additional duties assigned to this position would be to assist in the estimating group, as time permits. Recognition of the immediate need for this position was not made in the 1985-86 budget. The budget manpower forecast was made in December 1984 and during January 1985. Electric System cost review required to support the 1985 rate study was competing for the attention of Electric System staff at this same time as also was the economic analysis of the Calaveras hydroelectric project. We just did not see the problem of drawing backlog with the perspective we now have. The SCADA system, which is now to control circuit breakers and all well pumping and emergency pumping, has compounded the urgency of having up-to-date schematic drawings for our employees. Electric repair and emergency maintenance is hazardous under the best conditions. Unfortunately, our inability to forecast the present status of inaccurate system schematics has resulted in a condition of personnel and municipal risk exposure. c.c. Assist. Electric Utility Director