PUBLIC WORKS COMMISSION MEETING OF WEDNESDAY, JANUARY 9, :30 A.M.

Transcription

1 PUBLIC WORKS COMMISSION MEETING OF WEDNESDAY, JANUARY 9, :30 A.M. Present: Darsweil L. Rogers, Chairman Evelyn O. Shaw, Vice-Chairlady (VIA TELECONFERENCE) D. Ralph Huff, III, Secretary Wade R. Fowler, Jr., Treasurer Others Present: David W. Trego, CEO/General Manager Melissa Adams, Hope Mills Town Manager/Liaison PWC Staff Absent: Telly Whitfield, Assistant City Manager Kathy Jensen, City Council Liaison Michael Boose, Cumberland County Liaison Media REGULAR BUSINESS Chairman Rogers called the meeting of Wednesday, January 9, 2019, to order. APPROVAL OF AGENDA Upon motion by Commissioner Fowler and seconded by Commissioner Huff, the Agenda was unanimously approved. CONSENT ITEMS Upon motion by Commissioner Fowler and seconded by Commissioner Huff, the Consent Items were unanimously approved. A. Approve Minutes of meeting of December 12, 2018 END OF CONSENT FLEET BAY EXPANSION UPDATE Presented by: Susan Fritzen, Corporate Services Chief Officer David Trego, CEO/General Manager, stated staff has had discussions with the Commission about the need to update our Fleet facility. It does not meet the current safety and operational 1

2 needs of PWC. The purpose in having this presentation and discussion now is this is a significant CIP Budget item. Staff wants to get the information to the Commission and answer any questions they may have. Mr. Trego turned the presentation over to Susan Fritzen, Corporate Services Chief Officer. Ms. Fritzen gave a history of the Fleet building. She stated the following: o ,000 SF/servicing 500 vehicles/2 shifts o ,000 SF addition (welding shop, machine shop, 3 bays) o Servicing 1,867 Vehicles (676 PWC/1191 COF)/3 shifts o Converted vehicle shed to Light Duty Shop, adding 4,500 SF (8 LD bays)/2 shifts o ,400 TOTAL SF (main building) Ms. Fritzen stated the proposed addition will bring us to 40,400 sq. ft. The operations will be in the main Fleet building (supervisors, breakrooms, and parts). She stated the plan is based on the operation as of July 1, when the City transitions to their new vendor. Ms. Fritzen stated we will change our shifts to a staggered shift (5:30 a.m. to 5:30 p.m.). Future Building Needs Ms. Fritzen stated we are looking, not only at our present state, but we are projecting our future state as well. She stated our architect and team worked on the growth projection to Ms. Fritzen responded to questions from Commissioner Fowler regarding our historical amount of vehicles (in 2005), our present amount of vehicles and our future projection of vehicles. Vehicle Type # Vehicle/Equipment # Vehicle/Equipment Sedan/SUV/Van/LD Pick-up Heavy Duty Truck/Equipment Farm Equipment Trailers Towed/Equipment/Small Equipment TOTAL Existing Building Needs Ms. Fritzen stated some of the biggest issues of the building are life safety issues. She noted when the building was built it met the safety code. Is does not meet the code today. The building does not have a sprinkler system; it does not have an egress; and there are a lot of offices upstairs. In the new plan we will still have some, but not a lot of offices on the second floor. She stated the present working areas are not sufficient for the techs when working on the vehicles. The trucks are bigger now and the heavy duty bays are undersized 2

3 at 18 x 40 (modern standards are 20 x 55 or 25 x 55 ). The vertical clearances are also undersized. Renovation and Addition 40,400 Total SF with 18 work bays 4 (new) Heavy Duty Bays 2 (new) Heavy Duty PM Bays 8 (existing) Light Duty Service Bays 3 (existing) Light Duty PM Bays 1 (existing) Decommissioning Bay Welding, tire shop, parts area, small equipment repair, training room & modified administration space Ms. Fritzen described the differing areas of the new and renovated structure. She stated the Fleet Building will be designed with a regular service area; with a barrier between the offices and the operations areas. There will be a staging area for drop off; drop off line; pick up line; surplus area, and more. Discussion ensued on the existing shed area. Project Cost and Schedule Ms. Fritzen discussed the project costs and the additional alternate costs. She stated staff has attempted to keep the costs down as much as possible. Ms. Fritzen stated staff is moving from the conceptual phase to the design development phase. We will then move toward bid documents in the spring (May). She stated we plan to bid the project in July, with the expectation the construction will take about a year. Mr. Trego and Ms. Fritzen also discussed the additional costs for the Storm Water Management. Mr. Trego stated the amount is just associated with the Fleet Building footprint. 3

4 Commissioner Huff commented on the cost to build the new building (12,000 ft.) and renovate the existing building (28,000 ft.). He stated the costs to do so make all the sense in the world to him. Mr. Trego stated staff considered the costs to build a completely new structure or to build/renovate. He stated they concluded it was more cost effective to renovate and expand. Additional discussion ensued. Chairman Rogers thanked Ms. Fritzen for the presentation. GENERAL MANAGER REPORT Meeting with Vector (New Vendor for City of Fayetteville s Fleet Vehicles) Mr. Trego stated yesterday Ms. Fritzen, Ms. Haskins and other staff met with Vector and the City. He stated staff wants to ensure everything is in line for a smooth transition; as well as close out the accounts. Vector appreciated we met with them early in the process. We posed various questions to them such as: What will we do with excess parts we purchased for the City? What will we do with the vehicles that are in mid repair as of the transition date? Mr. Trego stated though we did not get all the answers to the questions, we were able to get them out there. Vector is interested in employees that may be displaced. We have been managing our employee attrition (retirements/resignations) by utilizing temporary employees and they may be able to be hired full-time by Vector. Bobby Russell and Susan Fritzen have met with our Fleet employees to talk about the process for them. Some may qualify for other positions here at PWC. We have also notified them Vector may want to interview them. We have kept the Fleet employees informed every step of the way, and Mr. Trego believes they appreciate our efforts. Ms. Fritzen stated we have also involved a core group of them in the design charrettes and they were very excited to be part of it. She believes it was critical to get their input. The morale in the Fleet group has really improved and she credits this in part to the Fleet Manager, Ed Chambers. Mr. Trego stated the meeting yesterday was very productive. Ms. Fritzen stated we have made every attempt to make it as good a transition as possible. She stated the City may be hiring a Fleet Coordinator and when that person is in place, we will be happy to meet with him/her. TOU Rates We are moving toward TOU Rates. In the past couple of months Mark Brown and the Customer Programs Department have come up with several program revisions and new programs. Mr. Trego stated we want to make sure our customers have the tools to help with TOU rates. Customer Programs has developed a proposal to enhance the audits we make available to customers. These enhancements will focus on simple changes they can make regarding TOU rates to save money; such as set-back thermostats; or change when they do their laundry; and so on. 4

5 We are promoting the Nest ECOBEE type of thermostat. It has provided a lot of savings for the customer and it learns your patterns and allows you to setback. We are offering a rebate program to help promote these types of thermostats to help the customer manage their usage. Our goal is to eliminate the premium on premium product; to help customers manage the use of them; and to bring their price down to a mid-level programmable thermostat. Mr. Brown stated these thermostats are wireless and are very flexible. Discussion ensued. ElectriCities Carolyn Justice-Hinson, PWC s Communications/Community Relations Officer was featured in the ElectriCities Hometown Connections Newsletter. She spoke of PWC s Communications strategy during Hurricane Florence. Grinding of the Greens This Saturday at 9:30 a.m. is the 25 th Anniversary of the Grinding of the Greens. PWC and Duke participate in grinding the trees; and the City s Parks and Recs Department is collecting them. The trees are mulched and used for the community gardens. Mr. Trego stated he will be there assisting in this community effort. COMMISSIONER/LIAISON COMMENTS Commissioner Rogers Commissioner Rogers stated a Building Local/Small Business Capacity Meeting (BBR) was held yesterday. The team is attempting to partner with the groups in our community that provide education. The team is looking to leverage those organizations; and bring them in to do more. He stated we are in the process of developing a survey to send to the purchasing managers to understand where their hot-buttons are; to determine where they are having trouble finding local bidders as a means to rally energy. Commissioner Rogers went on to state if PWC did not do the majority of the work regarding this initiative it would not be. He is looking to increase participation and enthusiasm in the entire scope of the initiative. He stated there is a lack of something that is coherently relevant. He stated this is an opportunity for the Chamber to step in since this is something that can help local businesses. REPORTS AND INFORMATION Commission acknowledges receipt of the following reports and information. A. Monthly Cash Flow Report October 2018 November 2018 B. Investment Report October 2018 November 2018 C. Purchase Orders October

6 November 2018 D. Buy All Sell All Rider Update as of January 1, 2019 E. Monthly Incident Summary November 2018 F. Personnel Report December 2018 G. Position Vacancies H. Approved N.C. Department of Transportation Encroachment Agreement(s): Encr. #18639 Sewer main and water laterals for fire hydrant on SR2333 Encr. #18787 water main SR1415 (Yadkin Rd.) & SR1406 (Fillyaw Rd). Encr. #18788 sewer lateral install. on SR2252 (Chicken Foot Rd.) and SR233 Corporation Dr.) Encr. #18790 sewer main SR1112 (Rockfish Rd. & SR1108) Encr. #18791 water main SR1399 & SR2900 I. Approved Utility Extension Agreement(s): Water/Sewer to serve Traemoor Village Retail, located on Rockfish Road. ADJOURNMENT There being no further business, upon motion by Commissioner Fowler, seconded by Commissioner Huff and unanimously approved, the meeting adjourned at 9:22 a.m. 6