CITY COMMISSION AGENDA ITEM

Department:	City Manager’s Office		Commission Meeting Date:  April 11, 2017
Staff Contact:	Brandon McGuire, Assistant to the City Manager
Recommendations/Options/Action Requested:
Receive report on comprehensive facility needs for Public Works, Water/Wastewater Utility and Parks and Recreation departments.
Executive Summary:		Significant facility needs challenge the daily operational efficiency and effectiveness of the city’s Public Works, Water/Wastewater Utility and Parks and Recreation departments. Employees in these departments work in inadequate facilities at locations that generally cannot be improved due to space restrictions, proximity to floodway or other environmental factors. Outdoor space inadequacies require the departments to store valuable materials and equipment at various locations around the city. Lack of cover, and constant exposure to the elements, accelerates the deterioration of equipment, trucks and materials. Indoor space inadequacies create challenges to basic functionality of these work groups. The facilities lack adequate administrative and meeting space, locker and restroom facilities. High-tech functions are run out of facilities that lack adequate security, weatherization and climate control. Mechanics at the Central Maintenance Garage often must work on vehicles and equipment outdoors due to inadequacies at that facility. Staff is spread across multiple facilities at multiple locations, resulting in operational inefficiencies and duplication of support services. Public Works is organized into six (6) operational divisions: Street Maintenance, Traffic Operations, Stormwater Management, Solid Waste and Household Hazardous Waste / Waste Reduction, Central Maintenance Garage and Facilities Maintenance. Public Works operates out of 14 distinct locations. Department staff is spread between nine (9) of those distinct locations. Materials, salt/mix and equipment are stored at an additional five (5) distinct locations. City staff recommends further study of the potential to consolidate seven (7) out of the nine (9) facilities that are staffed by Public Works employees, the exception being the Airport and Community Health building.   Water/Wastewater Utility Field Services faces a similar situation the Utility maintenance yard. The maintenance facility, located behind the Kaw Water Treatment Plant, lacks adequate space to accommodate current or future needs. The Department must use the Wakarusa Service Center for additional materials storage space due to inadequate space at the maintenance yard. Additional build out of the Utility maintenance yard is not possible at its current location due to development of the Kaw Plant that will be needed to accommodate future production demand and treatment requirements. Parks and Recreation operates three field maintenance shops to support its regionalized maintenance model. The shops serving the first and second park districts are adequate to meet current needs. The third district (northwest quadrant of the city) is served out of the first park district shop at 27^th and Wakarusa because a regional shop has not yet been built to serve the third district. The Landscape and Forestry shop, located at 11^th and Haskell, is not adequate to accommodate future growth. Should the Public Works yard at 11^th and Haskell be vacated, the Parks and Recreation Landscape and Forestry function could utilize this space. Use of the Public Works yard site for nursery purposes would be ideal due to the proximity of this site to the floodway.        Based on the current facility and land space use, plus space to accommodate both foreseeable and unforeseeable future needs, approximately 75 acres would be needed to develop a consolidated maintenance campus. Public Works would need approximately 40 acres to accommodate current and future needs. Utilities would need approximately 20 acres to meet current and future needs. An additional 15 acres would be recommended to accommodate additional opportunities for consolidation, which could include some Parks and Recreation maintenance functions, Utilities and Public Works administration and engineering functions and other opportunities that may arise in a 40 – 50 year horizon.   Each department’s facility needs must be considered in the broader context of the whole city operation as well as the city’s financial constraints. While each department provides distinct services and face distinct needs, common facility needs, as well as operational and administrative support needs must be acknowledged. Addressing Public Works and Utilities needs through co-location at a consolidated campus would result in significant operational and administrative efficiencies compared to current conditions. Co-location would foster knowledge and resource sharing between employees of these departments and would enable more cost efficient provision of overhead and support systems. City staff has identified the facilities in these departments that are ideal for consolidation but further study and analysis is needed to refine these departments’ space needs and understand the potential for service coordination and resource sharing at a consolidated campus. City staff recommends budgeting for the cost of a comprehensive space needs analysis for the Public Works, Utilities and Parks and Recreation departments to develop future maintenance campus master plan.
Strategic Plan Critical Success Factor		Effective Governance/Professional Administration Innovative Infrastructure and Asset Management Core Services Sound Fiscal Stewardship
Fiscal Impact (Amount/Source):		Engaging a consultant to conduct a maintenance campus facility master plan is estimated to cost $75,000. Additional needs beyond the master plan would include architecture and engineering services.
Attachments:		Summary of Public Works Facility Needs Summary of Water/Wastewater Utility Facility Needs Summary of Parks and Recreation Facility Needs

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