In the Legislative Policy Manual, Goal 7.1B Financial Practices: Maintain Sound Financial Practices Which Meet All Applicable Standards and Direct The City's Financial Resources Toward Meeting The City's Long Term Goals. Policy 7.IB.5 Performance Budget System states: "Maintain and refine the Performance Budget System to assure its use for multi-year planning, full-cost accounting, and budget monitoring".

Wastewater Management

The Public Works Department operates a City-owned tertiary water pollution control facility, located along the northern boundary of the City adjacent to the San Francisco Bay.  This facility treats an average of 16 million gallons of wastewater daily; it has a rated capacity of 30 million gallons per day.  Wastewater and storm water are collected through separate systems of underground mains and distributed to the water pollution control facility.  The various treatment processes used for waste water produces recycled water that is resold to large landscape water users within the City, waste gases that are recovered and converted into electrical energy that is resold to PG&E and used to operate the facility, and various reusable biosolids.

This program was one of the first to migrate to the outcome management system.  Several service delivery plans have subactivities included for many activities.  The proposed restructure changes these subactivities to activities, which allows work hours, the costs of purchased goods and services, and products to be budgeted.  This will allow for better management and financial oversight for these activities.  In addition, changes are recommended to three outcome measures.  The first change reflects that a higher percentage of the energy needs of the water pollution control plant are being provided by electricity generated on site.  The second change reduces the difference between the costs of operating Sunnyvale's laboratory and comparable state certified laboratories.  Finally, a higher percentage customer satisfaction outcome measure for wastewater management services is recommended.

The program provides services to four main customer groups: residents, businesses, industrial dischargers, and regulatory agencies. There are three key requirements for these customer groups: customer satisfaction, responsiveness, and compliance with state and/or federal regulations.

Key program activities include: 

·         maintaining the City's sanitary sewer and storm water collection systems' infrastructure;

·         operating and maintaining the Water Pollution Control Plant and related equipment;

·         permitting and monitoring significant industrial users' discharge into the sanitary sewer system to comply with state and federal requirements;

·         completing analytical services and scientific studies through the City's environmental laboratory; and

·         producing recycled water and reusable biosolids through Plant operations, and generating electrical energy by converting waste gases;

Program Structure

The following is the recommended program outcome statement, and the recommended program outcome measures, and the recommended weightings for measures:

Proposed Program Outcome Statement:

"A cost-effective wastewater management program, funded by user fees, that is environmentally sound and regulated to protect public health, safety, property and the quality of the Bay by: 

·         Collecting and conveying sewage to the treatment facility;

·         Treating sewage to meet regulatory standards;

·         Collecting and conveying storm water to prevent flooding ;

·         Using by-products for beneficial purposes; and

·         Promoting water pollution prevention, conservation and reuse behavior in the community."

Proposed Program Outcome Measures:	Weighting
1.      Sewer and storm emergencies are responded to within 30 minutes 90% of the time.	5
2.      Regulatory standards for sewage treatment are met 100% of the time.	5
3.      The number of sewer and main plugs is 95% of the previous three-year average.	4
4.      The City recycled water distribution system is operational 100% of the time.	4

5.      City sewer rates, weighted by user category, are five percent less than rates of comparable local agencies.	4
6.      Energy needs of the Water Pollution Control Plant are met by the conversion of waste gases in available energy producing units 95% of the time.	3
7.      Costs for laboratory services provided will be 2% less than comparable state certified laboratories.	3
8.      A customer satisfaction rating of 90% for Wastewater Management services is achieved.	3
9.      The Wastewater Management Program budget/cost ratio is 1.0.	4

Program services are organized into eight service delivery plans (SDP).  Activities are listed in Attachment A.

Roadside and Median Right-of-Way Services Program

This is an existing program managed by the Public Works Department.  Department staff maintains and repairs irrigation systems, and plants and maintains trees and landscaping located in roadway median areas.  The street trees, concrete maintenance, and street/easement cleanliness and safety service delivery plans were removed from this program.  In addition, a new service delivery plan has been created to maintain the parking lot, landscaping, and irrigation systems at the new Multimodal Transit Station.  The proposed program outcome measures reflect the SDPs that were removed from the program, service level reductions approved by Council, and the new SDP regarding the Multimodal Transit Station.

Program Structure

The following is the recommended program outcome statement, the recommended program outcome measures, and the recommended weightings for the outcome measures:

Proposed Program Outcome Statement:

"Promote the safety, environmental quality and aesthetics of the City roadsides, medians, right of ways areas, and Sunnyvale's Multimodal Transit Station for residents, visitors, and the business community by:

·         Maintaining City roadside medians that enhance aesthetics, improve environmental quality, and delineate traffic, and

·         Maintaining the Multimodal Transit Station in a safe, cost-effective manner."

Proposed Outcome Measures:	Weighting
1.      The number of roadside, median, and right-of-way related safety claims is at the previous three-year average.	5
2.      A quarterly survey conducted by staff achieves a 75% rating for quality, functionality, and aesthetics of roadside and median right-of-way areas.	4
3.      New and redeveloped landscapes shall incorporate environmentally friendly components such as low water usage plant material, sensible irrigation methodology, and integrated pesticide programs 80% of the time as indicated by market availability and quarterly surveys.	3
4. The budget/cost ratio is 1.0.	4

The program provides services to three main customer groups: residents, employees of local businesses, and visitors to Sunnyvale. There are three key requirements for these customer groups: customer satisfaction, safety, and aesthetics.

Key program activities include:

·         Maintaining landscape improvements located along roadways and in medians,

·         Maintaining irrigation systems, and

·         Maintaining parking lot facilities at the Multimodal Transit Station.

The program's services are organized into two service delivery plans.  Activities are listed in Attachment A.

Pavement Operations Program

Public Works staff recommends that a new service delivery plan (SDP) be added to this existing program.   The SDP includes activities for street and parking lot sweeping, leaf and debris pickup right-of-ways, shopping cart pickup, walkway clean up, and graffiti removal.  Two new program outcome measures are recommended.  The first establishes an outcome measure for street sweeping.  The second establishes a street pavement condition rating of 80.  Minor wording changes are proposed for the program outcome statement.   

The following is the recommended program outcome statement, the recommended program outcome measures, and the recommended weightings for the outcome measures: 

Proposed Program Outcome Statement:

"Maintain safe City roadways in a cost-effective, and proactive manner to meet the community's current and future access needs by:

·         Planning and implementing pavement construction and maintenance in accordance with City budgets, schedules, and standard specifications;

·         Repairing pavement deficiencies in a timely manner to facilitate the safe and efficient flow of traffic through the City;

·         Creating, installing, and maintaining traffic signs and markings in a safe and efficient manner;

·         Using the City's Pavement Management System to assist with cost-effective decisions concerning pavement maintenance and rehabilitation strategies; and

·         Maintaining clean and safe City travel ways free of hazards, debris, and graffiti."

Proposed Outcome Measures:	Weighting
1.      The average of street PCI ratings equals good (80) or better based on regional standards.	4
2.      95% of hazardous pavement conditions are corrected within three hours of notification.	5
3.      93% of preventive maintenance scheduled for the fiscal year is completed.	3
4.      95% of hazardous sign conditions are corrected within three hours of notification.	5
5.      90% of all scheduled arterial striping is completed by established deadlines.	3
6.      80% of all street sweeping requests/complaints are responded to within two working days.	3
7.      A customer satisfaction rating of 90% is achieved for safety of City roadways.	3
8. The budget/cost ratio is 1.0.	4

The program provides services to three main customer groups: residents, employees of local businesses, and visitors to Sunnyvale. There are three key requirements for these customer groups: customer satisfaction, safety, and aesthetics.

Key program activities include:

·         Maintaining landscape improvements located along roadways and in medians,

·         Maintaining irrigation systems, and

·         Maintaining parking lot facilities at the Multimodal Transit Station.

Urban Forestry Program

Public Works staff maintains the City's 35,000 street trees.  This includes inspecting and pruning street trees on a prescribed cycle to maintain the health and structural integrity of the street trees, responding to complaints raised by residents or businesses regarding street trees, removing trees when required, and planting new trees to maintain the inventory of street trees.  Many tree related services and activities are completed to comply with standards issued by the International Society of Arboriculture.  These activities and services are currently included in the roadside and median right-of-way services program, in a separate service delivery plan.  The proposed program outcome measures reflect service level reductions that Council approved for this fiscal year.

Program Structure

The following is the recommended program outcome statement, the recommended program outcome measures, and the recommended weightings for the outcome measures:

Proposed Program Outcome Statement:

"Promote the safety, environmental functionality, and aesthetics of the City's Urban Forest Trees for residents, visitors, and the business community by:

·         Providing pruning to maximize structural integrity and minimize the potential of branch/trunk failure for all inventoried street trees in a manner consistent with International Society of Arboriculture standards, and

·         Preserving and sustaining the roadway tree population."

Proposed Outcome Measures:	Weighting
1.      The entire inventory of street trees is on average pruned or inspected every five and one-half (5.5) years, and has a structural integrity rating of three (3) or greater on a scale of 1-5 (5 being the highest).	5
2.      90% of service request prunings are completed within ten (10) weeks of determination of need.	4
3.      A customer approval rating of 80% is achieved based on condition, appearance, and timely response to City roadside, median, and right-of-way tree services.	3
4.      The budget/cost ratio is 1.0.	4

The program provides services to three main customer groups: residents, businesses, and employees of local businesses. There are three key requirements for these customer groups: customer satisfaction, safety, and aesthetics.

Key program activities include:

·         Scheduled and emergency tree pruning,

·         Removing trees and stumps when required and replanting new trees, and

·         Responding to requests for tree services and completing investigations for tree removal permits.

The program's services are organized into three service delivery plans.  Activities are listed in Attachment A.

Concrete Maintenance Program

Department staff maintains and repairs as needed concrete sidewalks, and curb/gutter systems that collect storm water runoff on City streets.  Staff also replaces sidewalk sections that pose safety hazards, prunes tree roots that are lifting sidewalks or curbs and gutters, installs tree root barriers, and responds to customer requests regarding sidewalks. These activities and services are currently included in the roadside and median right-of-way services program, in a separate service delivery plan. The proposed program outcome measures reflect service level reductions that Council approved for this fiscal year.

Program Structure

The following is the recommended program outcome statement, the recommended program outcome measures, and the recommended weightings for the outcome measures:

Proposed Program Outcome Statement:

"Provide pedestrian safe sidewalks, roadway tree root protection and control, and effective curb and gutter systems by:

·         Identifying and monitoring sidewalk displacements,

·         Identifying and mitigating tree root/concrete conflicts, and

·         Ensuring curb and gutter systems provide proper drainage for urban runoff management."

Proposed Outcome Measures:	Weighting
1.      Sidewalks are, from notification/discovery, temporarily ramp patched to mitigate immediate tripping hazards within three (3) working days for displacement greater than one inch or within one (1) day of a trip and fall having been reported 95% of the time.	5
2.      Sidewalks with displacement less than one inch are milled to level within 30 days from discovery/notification 90% of the time.	5
3.      Tree root damage by street trees is mitigated on right-of-way concrete and private concrete in order to protect the vigor, health, and stability of the conflicting tree while protecting the concrete. Sidewalk, curb and gutter areas identified as requiring replacement are replaced within the next five fiscal years 90% of the time.  Tree root control measures are implemented as necessary.	3
4.      A customer satisfaction rating of 70% is achieved based on the condition, appearance, and timely response of City roadside, median, and right-of-way areas.	3
5.      The budget/cost ratio is 1.0.	4

The program provides services to three main customer groups: residents, businesses, and employees of local businesses. There are three key requirements for these customer groups: customer satisfaction, safety, and aesthetics.

Key program activities include:

·         Repairing sidewalks to address tripping hazards,

·         Pruning tree roots or installing root control devices to prevent tree roots from damaging sidewalks and curbs/gutters,

·         Replacing concrete sidewalks and curbs/gutters, and

·         Responding to service requests residents, businesses, and property owners.

The program's services are organized into four service delivery plans.  The activities are listed in Attachment A.

The City Council received an information only memo on September 12, 2003. Final, detailed worksheets will be prepared for each outcome measure after Council approves the program structure.  These worksheets describe how the outcome measure results will be determined, how and where data will be collected, and the job classification responsible for collecting data and reporting performance results.

If approved, the proposed new program restructure will be included in the recommended FY 2004/2005 City budget.  The recommended program outcome statement and outcome measures will maintain existing service levels for these programs that are managed by the Public Works Department.  The new programs will not increase required expenses for these services other than future increases that result from the standard inflationary assumptions.

Public contact was made through posting of the Council agenda in public places, on the City's web page, and the publication of the general business/public hearing items in the San Jose Mercury News. 

1.                  Approve the proposed program outcome statements, outcome measures, and weightings for the following programs:

·         Wastewater Management

·         Roadside and Median Right-of-Way Services

·         Pavement Operations

·         Urban Forestry

·         Concrete Maintenance

2.                  Amend either the proposed outcome statements, outcome measures, or weighting for specific outcome measures, and approve the amended programs as presented.

3.                  Direct staff to further examine the proposed outcome statements, outcome measures, and weighting, and present for consideration at a future City Council meeting.

City staff recommends Alternative #1 as described above.