CALAVERAS COUNTY BOARD OF SUPERVISORS AGENDA SUBMITTAL
Short Name/Subject
Public Works Administration
Dept:
Public Works
Contact: Jeff Crovitz
Phone:
Board Meeting Date
August 25, 2015
Supervisorial
District Number
Countywide
Published Notice Required? No
Public Hearing Required? No
Type of Document? Action Item
PowerPoint Presentation Included? Yes
Budget Transfer Included (Must be signed by Auditor)? No
Complete Agreement Required? No
Position Allocation Change? No
Agenda Number
21
Regular Agenda
Estimated Time:
15 Minutes
RECOMMENDATION:
Review and Discuss the State of Public Works – Administration Study Session
DISCUSSION/SUMMARY:
Background Information
The vision of Public Works Administration (PWA) is to work together to improve, enhance and
support the various Public Works Divisions, while producing accurate reports and sustainable
results. PWA oversees and supports the following Divisions within the Public Works
Department:
 Roads & Bridges Operations
 Integrated Waste Management
 Equipment Service Center
 Engineering/CIP
 Transit
 Facilities
 Development Services
 Surveyor
Responsibilities include:
 Management of overall administrative, budgetary and personnel activities of the Public
Works Department
 Maintains Departmental timelines and priorities
 Coordinates activities of the Department to meet fiscal and safety standards,
requirements, policies, and procedures
 Plans, coordinates and organizes office and business activities and flow of
communications for effective and efficient business operations
 Assists in the development and implementation of Department projects, contracts, goals,
objectives, services and activities
 Assures proper and timely resolution of office, personnel, and business issues
 Initiates hiring process for Department, generates interview questions, selects interview
panels and participates on interview panels
Public Works Administration
August 25, 2015
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Evaluates performance of PWA employees, as well as manages the evaluation program
for the Department
Administration of Capital Improvement Projects (CIP)
o Analysis of CIP finances and performance
o Process Caltrans reimbursable charges for active CIP projects of approximately
$2.5 million in 2015
o Provide reporting as required by funding programs
Analysis and preparation of budgets for all Public Works Divisions
Safety training and safety program development for all Public Works Divisions
Ensure safety and health compliance with all Cal/OSHA and Federal OSHA regulations
General Administrative Support
o Accounts payable/receivable
o Payroll
o Federal & state contract administration
o Outside reporting for all Public Works Divisions
o Technical support for Survey & Land Use/Development Departments
Projected Revenue, Budget, and Goals
Recommended Budget for Fiscal Year 2015/16 included staffing changes for PWA. Three
positions were moved into the budget unit, which caused an increase to the Salaries and
Benefits line items.
Revenues (derived from PW Cost Allocation Plan)
Projected Cash Carry from FY14/15
Expenditures
Net Budget
$1,127,871
$ 33,670
($1,161,541)
$
0
One major goal for this fiscal year is to conduct a time study of the PWA staff. We will
determine the actual fiscal impacts to each of the Public Works Budget units in an effort to keep
overhead costs under control. The result will be to charge the appropriate Divisions based on
actual data, not by a formula allocation.
Personnel
There are 80 staff members in the various Divisions of the Public Works Department, ten of
which make up PWA. Those ten positions being the Director, Business Administrator,
Administrative Analyst, two Administrative Services Officers, two PW Analysts, Administrative
Assistant, and two Permit Technicians.
Successes
In the past year or so, Public Works Administration Division has had many accomplishments
including successful implementation of a Capital Improvement Project (CIP) Tracking System, in
the Departments’ cost accounting database. This program is used to track all costs associated
with each project and is used as a basis for project analysis and billing for Caltrans.
A Safety Officer was hired in late 2014. Since the addition of the Safety Officer, there has been
a resolution and reduction of the Cal/OSHA penalties and citations received in June of 2014,
establishment of new safety programs along with implementation and maintenance of such
programs, and many overdue trainings and certifications were scheduled and completed.
Public Works Administration
August 25, 2015
Administration successfully creates and manages budgets of approximately $27.5 million per
year for the various divisions within Public Works.
Challenges and Opportunities
As the Public Works division that provides administrative support and leadership for this large
Department, PWA faces many challenges, including:
 Providing administrative support to divisions that are lacking
o The Equipment Service Center (ESC) has presented a challenge and an
opportunity as well. The administrative work for this division is technical in nature
and staff members need a significant amount of training before they can “fill in”
whenever the Administrative Analyst is out.
o Assisting with the management of the Integrated Waste Division has been
challenging as well.
o Providing fiscal, contract and grant management support to Transit Division
 Interdepartmental communication
 Heavy workload with limited resources. Throughout the year, we have many deadlines
to meet, especially at budget time, yearend close, and numerous fiscal audits and
outside reporting for the Road Fund, CIP and Transit
 Succession Planning
 Technology
 Contracts, Professional Services Agreements, and RFP’s
Address Challenges
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PWA is working to fill the new part-time position for support at the Equipment Service
Center and fill the management positions that are vacant in the Integrated Waste
Management and Engineering Divisions.
Development of a mission and vision for the Department will provide a more cohesive
unit and boost team morale. There are also plans to reorganize portions of the
Department structure.
Set protocols for communications between Public Works and other Departments, such
as County Counsel, Auditor-Controller and County Administration.
Creation of a master calendar showing project milestones and deadlines
Cross training will be utilized to assist with succession planning. Staff will work on
creating operations manuals of their tasks and position, so that work can be exchanged
as needed and there will be reference documents available to facilitate that training.
Continue to work with IT and the Auditor-Controller’s Office to fully explore the interfaces
between IFAS and CAMS (cost accounting system) to improve department efficiency.
Standardize formats for Contracts, Professional Services Agreements and RFP’s to save
time and improve consistency.
Future Plans
Some of the future plans include:
 Assist with the implementation of vision and programs within the limits of funding and
resources
 Expand the Safety Program to include a Public Works Safety Committee
 Develop Public Works Department-wide Mission and Vision
 Improve public outreach by utilizing social media
Public Works Administration
August 25, 2015
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Revise organization chart to accurately reflect the current Public Works Department
staffing
Achieve 100% employee evaluations every year
FINANCING:
PWA is funded through a formula cost allocation from the divisions that it supports, such as:
Roads and Bridges Operations, Integrated Waste Management, Engineering, Transit and
Equipment Service Center. Facilities will reimburse PWA for work actually performed this fiscal
year.
ALTERNATIVES:
N/A
OTHER AGENCY INVOLVEMENT:
N/A
APPROVED BY: