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Directors' Notes 01-03-18CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Nancy Neufeld, City Clerk DATE: January 3, 2018 SUBJECT: City Clerk’s Office Notes (December 20 – January 2, 2018) PUBLIC RECORDS REQUESTS Completed: Pending: LEGISLATIVE City Council January 9, 2018 – Council Meeting Agenda Packet prepared and distributed. Deadline Reminder Agenda reports are due Friday, January 5 by 9:00 a.m. for the January 23, 2018 City Council Meeting. MASTER FEE SCHEDULE The Community Services section of the Master Fee Schedule has been updated to reflect changes in fees approved at the November 21 and December 5, 2017 City Council Meeting. You can download the Master Fee Schedule on the City’s website. AGENDA MANAGEMENT Reminder: The Agenda Reports Template has been updated. Please visit InfoSource to save the newest version. Name Subject of Request J Harry Jones, SD Union Tribune Claims filed January 2015 to present Environmental Science Associates Storm drain GIS, Outfalls, MS4 Outfalls, Storm Pipes, Manholes, Retention Basins CityBldr Land use permits issued for 2016-2017 Partner Engineering & Science, Inc. Fire Department Records at 14705 Pomerado Road AES Due Diligence Fire Code Citations for 12345 First American Way Andy Adams Right of Way Permits June 2017 – December 2017 William Comenat MDRA and Property, Topography Surveys for 11301 Creek Road Center for Contract Compliance Contractor, Sub-contractors, Award & Bid Advertisement Date, and Start & End Date for 2017-2018 Street Maintenance Bid No. 17-025 Name Subject of Request Dodge Data & Analytics November Monthly Building Permits Issued and Cost of Construction Pendergast Law Firm Dog licenses related to 14552 Sunset Mountain Way for the past 5 years City Clerk’s Office Notes – January 3, 2018 Page 2 Dec 20 – Jan 2, 2018 Fiscal Year To Date Agreements Processed 7 73 Legal Ads Placed 5 50 Recorded Documents 1 31 Council Meeting DVDs 0 13 Notary Requests 2 13 Oaths of Office Administered 0 11 Subpoenas/Summons Processed 0 10 Public Records Requests 8 71 Permanent Records Archived 154 1386 CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Robin Bettin, Director of Community Services DATE: January 3, 2018 SUBJECT: Community Services Department Bi-Weekly Report Upcoming Events: Twin Lakes Hiking Series: Non-Beginners Jan. 8 9:00 a.m. Blue Sky Reserve Twin Lakes Hiking Series: Beginners Jan. 10 9:00 a.m. Blue Sky Reserve Winter Festival Jan. 12 Jan. 13 5:00 p.m. – 9:00 p.m. 3:30 p.m. – 8:30 p.m. Community Park Winter Festival: Special Needs Community Jan. 13 11:00 a.m. – 1:00 p.m. Community Park You know we know how to have fun! But, did you know what else we have been up to? • Several follow-up action items related to recent City Council approval of facility use fees were completed by the target deadline of January 1, 2018. These included updates to public information, reprogramming within the registration system, and correction to internal documents and manuals. • During the summer of 2018, the Poway Unified School District (PUSD) is expected to make critical repairs to the roof and heating/cooling systems at the Twin Peaks and Meadowbrook gymnasiums. To minimize public impact and contract class revenue loss, the Department issued a letter of understanding to PUSD. The letter requests use of alternate sites and adherence to a strict project schedule. We are awaiting response. Community Services Bi-Weekly January 3, 2018 Page 2 • Staff met several times over the past month with the Executive Director/CEO of the Poway Center for the Performing Arts Foundation (PCPAF). Agenda items included the planned schedule for annual reduction in the subsidy provided to the PCPAF, the new effort by City staff to generate revenue through development of an arts-based donation/sponsor program, and the potential for a community- based event during the 2019-2020 season. • In cooperation with Development Services and under requirement of the California and Federal Fish and Wildlife agencies, we expect to begin utilizing Department staff and volunteers to educate the public about the importance of remaining on the trails during raptor breeding season, which is December through July. Once developed and launched, this effort will include monthly information tables, regular patrols in the sensitive Iron Mountain and Ellie Lane trail areas, and website updates and social media posts. • Representatives of the Department and PCPA participated in a conference call regarding the annual inspection and regular maintenance of the new solar energy generating system at the theatre. To ensure access and to minimize interruption to public use and the generation of electricity, onsite staff will serve as the direct contact. • After meeting briefly with the Disaster Services Coordinator, staff began work on the Continuity of Operations Plan for the Department. The plan is expected to identify the essential functions and priorities, the activation protocol, and the protection measures for assets and equipment during a disaster. • In preparation for the Swim Center renovation, staff has been focused on public information about the closure and preparation of the area for construction. Staff continues to relocate and store equipment, and expects to be ready for the project to begin on Monday, January 8. • Onsite staff at the PCPA participated in a walkthrough of the facility by Poway Sheriff representatives. The purpose was to conduct a visual inspection and assessment for threats. The expected outcome will be recommendations for maximizing public safety during an active shooter incident. All staff and a high percentage of volunteers were trained on the Homeland Security recommended “Run, Hide, Fight Protocol” during the month of December. CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Bob Manis, Director of Development Services DATE: January 3, 2018 SUBJECT: Director’s Notes CAPITAL IMPROVEMENTS City Hall Hydronic Piping Replacement Project This project will replace the existing leak-prone hydronic piping located in the City Hall parking lot. The project design kickoff meeting was held on December 20. The consultant has begun working on the design and will be complete by the end of February. Construction is expected to begin in June. Neighborhood Sidewalk Project Staff is 90% complete with the in-house design of the neighborhood sidewalk project which will install sidewalk on Powers Road between Tassel Road and Vaughn Road. WTP Chemical Building and Tank Farm Upgrades Project The consultant has completed the 50% design plans and specs for the water treatment plant chemical building and tank farm upgrades project. This project will replace various pieces of equipment at the water treatment plant including valves, actuators, caustic soda tank, site tubes, chlorine piping, chemical metering pump, utility water pump, and the sodium permanganate system. Espola Road Safety Improvements Project The plans and specifications for the Espola Road Safety Improvements Project have been posted for bid. The bid opening is scheduled for January 9. Construction is anticipated to begin in February 2018. LAND DEVELOPMENT Schultz Boundary Adjustment Staff sent out the property owner notification for the proposed boundary adjustment between two lots on Del Poniente Road at Espola Road. No comments were received and the conditional approval letter will go out this week requesting signed documents and a copy of the grant deed transferring the property being adjusted. Murel Trails Boundary Adjustment Staff sent out the property owner notification for the proposed boundary adjustment between four lots on Murel Trails. No comments were received and the conditional approval letter Director’s Notes January 3, 2018 Page 2 will go out this week requesting signed documents and a copy of the grant deeds transferring the property being adjusted. McDonough Grading The grading plans related to a proposed pool and pool house at a residence on Calle Seco have been approved. The securities and fees have been paid and the print package has been provided. The pre-construction meeting has been scheduled. Mechling Subdivision Staff has approved a construction Change revising the shape and orientation of the bioretention basin. The basin volume and treatment area will remain the same. Pouliot Grading The applicant submitted for third review of the grading plans to replace a retaining wall installed without a permit on Northcrest Lane. Nichols Boundary Adjustment Staff provided minor comments on the second review of a boundary adjustment between three lots on Beeler Creek Trail. INSPECTION Neighborhood Health Care Poway Road (G15-0014) - Construction of the building continues. The bus shelter along Poway Road is nearly complete. Last week the contractor completed retaining wall backfill and bio-basin construction. Curb and gutter for the parking lot has been staked. Fine grade and curb and gutter work is scheduled for this week. Poway Tech Center West Flint Place, Dearborn Place, Paine Place (G17-0003) - Rough grading for the first three buildings on the west side is complete. The developer is phasing the grading of the project to minimize the potential for storm water impact. Rahimzadeh Residence Claire Drive (G16-0007) - Grading continues. The contractor placed the footing concrete, stacked block and placed the first grout lift for the proposed 9’ retaining/screen wall. This week the contractor is scheduled to complete the block stacking and place the second and final grout lift. Time Warner Cable (RW17-0144, RW17-0146 to RW17-148) - The contractor completed slurry placement and restriping of the number 3 lane on Scripps Poway Parkway, and small sections of Kirkham Road and Kerran Street. This was required because the area was under one year slurry seal moratorium when the work began. Director’s Notes January 3, 2018 Page 3 Kingman Waterline Extension Kingman Road (WI17-003) - The contractor has completed the installation of the proposed 6” water line. Last week the contractor removed excess dirt and prepared the site for testing. This week the contractor is scheduled to begin testing. Poway Corporate Center Lot 12 Community Road (WI 16-006) - Work on the 8” water main and fire line continues this week. Once complete testing the main line will begin. Poway Stowe Properties Crosthwaite Circle (WI17-001) - The contractor began excavation and construction of the new 8” water main. The contractor has installed approx. 300 linear feet of 8” water main. SCHEDULED ROAD/LANE CLOSURES  Possible lane closure on La Manda, Pomerado Road and Casa Avenida, all lanes, for work related to the Sage Highlands Project.  Possible lane closure on Kirkham Way between General Atomics Way and Stowe Drive, both directions, for work related to the Ridgeview Industrial Project.  Possible lanes closures on Wanesta Drive, Pequot Drive, Cree Drive, Papago Drive and Arikara Drive for work related to the Cox Communications upgrade project.  Possible sidewalk and lane closure on Twin Peaks Road westbound sidewalk between Tierra Bonita Road and Budwin Lane for work related to the SDG&E substation. CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Donna Goldsmith, Director of Finance DATE: January 3, 2018 SUBJECT: Finance Department Director’s Notes General Services Bid Openings (Scheduled): • Bid 18-013 Espola Road Safety Improvements Project. Estimate/Budget: $1,170,000/$2,121,249; Bid Opening: 01/09/18 @ 4:00 p.m. – City Council Chambers Council Award Date 01/23/18 Pending Council Awards: • Bid 18-013 (see bid opening above) Service Proposals (Scheduled): • RFP 18-009 Pomerado Reservoir Rehabilitation Project (coating inspection of the reservoir during construction) Estimate/Budget: Under $50,000/$85,000 – 01/10/18 • RFP 18-011 Abatement Services of Homeless Encampment Sites. Estimate/Budget – Under $50,000/$7,624 – 1/15/18 Service Proposals Awards: • N/A Finance • Budget Development Training – January 10, 2018 • Finalize Final FY 16-17 Audit, submit to GFOA by 1/31/18 • Continuing work on upload of prior year actuals into Munis • Council Chambers Upgrade - contract documents w/City Attorney 1 CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Jodene Dunphy, Director of Human Resources & Risk Management DATE: January 3, 2018 SUBJECT: Human Resources & Risk Management Department Director’s Notes HUMAN RESOURCES New Employees Name Position Department Start Date Melissa Aldawoodi Front of House Assistant Community Services 1/2/18 Kulanthi Wewaliyadda Front of House Assistant Community Services 1/5/18 Retirements Name Department Years of Service Date Mark Zetler Community Services 15 12/22/17 Craig Winder Public Works 30 12/29/17 Tony Bowers Public Works 31 12/29/17 Dane Cawthon Safety Services 33 12/16/17 2017 Recruitment Recap Through collaborative efforts between Human Resources and all City departments, the City of Poway conducted 75 recruitments in 2017. RISK MANAGEMENT 2017 Risk Management Recap 27 Liability claims processed and managed 26 Workers Comp. claims processed and managed (38 additional First Aid reports received) 27 Bid openings scheduled and conducted 23 Contracts reviewed Facilitated 2 California JPIA Workers’ Compensation classes (WC101 - Supervisors & WC102 - Management) CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Michael Obermiller, P.E., Director of Public Works DATE: January 3, 2018 SUBJECT: Public Works Department Bi-Weekly Report (December 18 – December 31, 2017) Work/Description Units Location/Description Training Trenching and Shoring OPERATIONS Street Maintenance Asphalt Repairs – Trenches (sq. ft.) 166 80 Canyon Back Lane, Miquel Garden Way & Westmark Way: Paved 2 Water Utility Trenches City Hall fenced parking area (boiler loop repair) Asphalt Repair – Paving 4 Lake Poway Road Potholes 10 Espola Road; Poway Road Asphalt Markouts Zone 1 Espola Road; Old Coach Road Concrete Sidewalk Grind 5’ Espola Road (PCPA); Various Streets in Zone 1 Sidewalk Repair (sq. ft.) 100 Titan Way Debris Removal Cardboard on Community Road; Trash on eastbound Scripps Poway Parkway Tree Removal 1 Fallen branches on Espola Road Sign Repairs 12 Repair reflector sign on Poway Road and Highway 67. Repair Tree USA sign on Espola Road. Repair magnets on ten (10) Farmers Market Signs. Guardrail 105’ Remove and replace on Scripps Poway Parkway Stormwater & Flood Control Vactor 1 Papago Curb outlet/brow ditch Channel Mowing Zone 2; Zone 19; Took pictures for documentation of all post channel mowing locations. Weed Abatement 3 Sprayed three locations throughout the City. Misc. Assisted Water Crew with main break back fill on Westmark Way. Cleaned up Bronto mower for end of season. Work Orders 20 Throughout Poway Vehicle & Equipment Maintenance Regulatory Inspections - 100% Compliance Work Orders 17 Public Works Department Report /December 20, 2017 / Page 2 Work/Description Units Location/Description Scheduled / Unscheduled 6 / 11 Facilities Maintenance Electrical & Lighting 4 Replaced relay for light timer at Library, replaced light bulbs and ballasts in FS3 office, finished relamping of FS2 lighting, and repaired lights at Valle Verde restroom. Plumbing/HVAC 10 Tried to clear out clogged urinal at PCPA, repaired water fountain at PCPA, snaked out drinking fountain at Garden Road Park, cleared out clogged toilet at Starridge Park, worked on chiller problems at City Hall (needs new starter for compressor), replaced burned out HVAC motor at Operations, replaced diaphragm in urinal at Templars Hall, finished repair on leaky boiler line at City Hall, and worked on kitchen faucet at Lake Poway admin building (ordered parts). Miscellaneous 11 Replaced 4”x4” post for mailbox at FS3, repaired door handle at PCPA, worked on door closer at FS3, replaced toilet seat at Garden Road Park, repaired door and locking mechanism at Auditorium, received training on Trane HVAC system at PCPA, trenching and shoring training, repaired door and panic bar at PCPA, and replaced lock on Lake Poway dock. Work Orders Completed / In Progress 21/6 Work Orders Scheduled / Unscheduled 22/5 Parks, Trails & Landscape Maintenance Arbolitos Mini Park - Removed tree root growth and low tree branches from all of the trees surrounding the park. Arbolitos Sports Fields - Assisted Contractor in addressing an irrigation mainline leak. Cleaned up restrooms which were vandalized during the holidays. Aubrey Park - Replaced failing irrigation valve, replaced and adjusted irrigation heads. City Hall - Cleaned up planters, removed debris from within parking lot, performed irrigation repairs and adjustments. City Owned Properties - Trimmed low hanging tree branches, hedged acacia, and utilized the Honor Camp to perform a general cleanup of the entire Tarascan Parking lot. Community Park - Performed irrigation repairs on multiple stations. Trimmed planters and removed debris. Removed and reported multiple incidents of graffiti. Crosthwaite Yard - Performed weekly maintenance and final cleanup of the month. Garden Road Park - Trimmed several trees along the trail and removed low tree branches and ground cover that had encroached into the trail. Replaced several missing fence post caps. Performed herbicide application along the fence lines and within the horse shoe pits. Replaced worn out playground bridge between two play structures. Replaced one 2-roll Public Works Department Report /December 20, 2017 / Page 3 Work/Description Units Location/Description dog bag dispenser with new larger 3-roll dispenser to keep up with the demand. Hilleary Park - Completed the trimming of acacia along Community Road, checked and adjusted irrigation heads within the soccer field and replaced vandalized toilet paper dispenser. Lake Poway Park - Regraded the sand bank in front of the boat dock to improve pedestrian access. Planted one 15-gallon Memorial Tree along the lake slope. Replaced one parking lot fence post near the middle parking lot loop. Filled in several squirrel holes along the lake slope with dirt. Edged turf back that had been encroaching into the ballfield warning track. Installed new toilet paper dispenser within the men’s restroom. Cleared the drain culvert between the park and the Water Treatment Plant of leaves and debris. OPP - Performed irrigation repairs and made adjustments. Trimmed trees and shrubs. Removed Christmas tree that had been used for Christmas in the Park. Silverset Park - Replaced five 2-roll dog bag dispensers with new larger 3- roll dispensers to keep up with the demand. Trimmed and cleaned up the south parking lot planters. Skate Park Repaired vandalized paper towel dispenser. Starridge Park - Removed branches and debris along Starridge Street. Checked and adjusted irrigation. Cleaned up restrooms that had been vandalized over the holiday. Valley Elementary Provided weekend support of numerous sports events. Valle Verde Park - Replaced two 2-two roll dog bag dispensers with new larger 3-roll dispensers to keep up with the demand. Performed herbicide application along Espola Road. Repaired irrigation lateral line along Espola Road. Delivered one yard of dirt to fill in collapsed gopher holes within the turf. Performed irrigation repairs to a broken drip line within the pocket park. Trail – Iron Mountain - Began clearing brush from the border of the creek/pond area between the Wild Horse Trail and the Iron Mountain Trail with the assistance of the Woman’s Honor Camp. Miscellaneous - Trails - Completed trimming and clearing along the Lomas Verdes Trail with the assistance of the Woman’s Honor Camp. Removed silt and repaired the creek crossing on the Del Poniente Trail, just west of Camino Entrada. Contract Inspections 6 Landscape inspections Customer Inquiries 5 Streetlight Issues 25 Traffic Signal / Emergency 7 Service Requests Work Orders 5 Installed rubber mulch at FS3, worked on turning back on water in South Poway, repaired water breaks in South Poway, and moved cobble to library for installation. Emergency Response Public Works Department Report /December 20, 2017 / Page 4 Work/Description Units Location/Description Emergency Response Call-outs 13 Removed chair from median. Turned electricity on at Community Park facilities. Debris clean up from accident. Shut off water at Customer handle for resident. Turned off water from irrigation leak at Community Road and Poway Road. Emergency Mark-outs for SDG&E. Replaced gasket on water meter. Responded to water leak at Westmark Way. Removed branch and debris from road due to traffic collision. Turned off water meter due to damage from accident. Called out to inspect shutoff performed by Fire Department to confirm only irrigation water turned off. UTILITIES Water Distribution System Operations Mark-Outs 31 Various locations iPerl Meter Exchanges 6 Old Pomerado Road, Indian Trail Road, Poway Road, Espola Road, Del Poniente Road, Del Norte Replace 2” Backflow 1 Ted Williams Parkway Distribution Maintenance Repairs 2 Removed two broken valve extensions Water Treatment Plant and Utility Systems Operations O&M Facilities Inspected Weekly 12 Reservoirs and pump stations: Inspected fencing, gates, pump packings, motors, facility structure, and surrounding areas. Lake Poway Rainfall (inches) 0.00 Total Year-to-Date Rainfall, FY18 = .07 inches Lake Poway and Poway Dam - Monitored lake level, rain gauge and evaporation; performed monthly dam piezometer reads. Water Treatment Plant - Changed out one chlorine cylinder; calibrated lab equipment; replaced pH probe on benchtop measuring device; flushed ammonia lines daily; transported, fueled and setup portable generators and portable pump during Red Flag warning period; inspected fill valves on caustic soda and ammonia chemical tanks; flushed all eye wash stations; tested chlorine and ammonia alarms; checked SCBA tanks’ levels. Reservoirs Blue Crystal Reservoir: Pulled VOC sample and placed reservoir back on-line; installed solar panels on new tank, ran conduit, installed radio, pulled wire, and tested system. R5/R6 Boulder Mtn. 1 & 2: Inspected hydro station to schedule for demolition. Other - Obtain specs from FS2 generator (for rental); participated in crane demonstration at Fleet yard; repaired mini-weather station’s instrumentation located behind the Administration building. Pumping Stations - Community Road Pump Station: Troubleshot tripped breaker and reset, manual and auto pump settings work. Pressure-Reducing Stations - Rolling Hills Treadwell: Troubleshot pressure issues. Distribution System - Monitored water quality at Citywide locations. Public Works Department Report /December 20, 2017 / Page 5 Work/Description Units Location/Description North Poway Sewage Lift Stations/FS #2 - Performed odor control maintenance; checked gas detectors at lift stations and two stations’ H2S sensors need to be replaced. Collection System Maintenance Mainline Flushing (l/ft.) 10,330 Zone 25A – Sage View Road Monthly High Frequency Flushing (l/ft.) 10,118 Various locations Quarterly High Frequency Flushing (l/ft.) 7,676 Various locations Vactor Special Use (l/ft.) 1,918 Stone Ridge Golf Course, Old Stone Road SSO Video Special Use (l/ft.) 165 Tam O Shanter Court Mainline CCTV (l/ft.) 168 Neddick Avenue Video Special Use (l/ft.) 934 Monthly and Quarterly Flushing assessment Lateral Blockage 3 Slack Street, Tustin Street, Old Stone Road Lateral Repair 1 Old Stone Road Cleanout Box Upgrade 4 Slack Street, Bronco Way, Powers Road, Old Stone Road Manhole Maintenance 1 Oak Knoll Road Easement Maintenance 7 Mesa Crest, Camino del Valle, Calle Colina, Valle Verde, Old Coach Road, First American Way, Creek Road, Silver Saddle Customer Service 16 Bronco Way (2), St. Andrews Drive (2), Slack Street (2), Brookstone Drive, Fire Station 1, Ranch Hollow Road, Cree Court, Footman Lane, Camino del Valle, Powers Road, Old Stone Road, Norwalk Court, and Overview Road Recycled Water System Site Inspections 2 Community Court, Kirkham Way Plan Review 5 Customer Service 4 Danielson Street, First American Way (2), Crosthwaite Circle Fats, Oils, Grease (FOG) Program Business License Review 3 Community Road, Poway Road, Stowe Drive CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Mark A. Sanchez, Director of Safety Services DATE: January 3, 2018 SUBJECT: Safety Services Management Staff Notes _____________________________________________________________________ FIRE DEPARTMENT Incidents Between Monday, December 18, and Sunday, December 31, Poway fire and paramedic crews responded to 227 incidents of which 170 were medical aids. TRAINING Training Hours Between Monday, December 18, and Sunday, December 31, personnel completed 301 hours of training and activities. Topics included 133 hours of company training, 62 hours of EMS training and 36 hours of driver/operator training. DISASTER PREPAREDNESS Activities – Susy Turnbull Attachment: Sheriff’s Activity Reports Date Activity December 18 Met with Emergency Manager from Palomar Medical Center. December 19 Submitted Department of Homeland Security Grant for $31,511.00. December 19 Attended Emergency Manager’s meeting. December 21 Escorted Sheriff Department staff members from Law Enforcement Coordination Center as they did Threat Assessment for Poway Center for Performing Arts, Council Chambers and City Hall. December 27 Met with staff from Office of Emergency Services to discuss new Partner Connection portal system (a means for sending emergency communication to community member that don’t speak/read English). SSD Management Staff Notes Page 2 SSD Management Staff Notes Page 3 SSD Management Staff Notes Page 4 SSD Management Staff Notes Page 5