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HomeMy WebLinkAboutItem 8.1 PublicImprvMaintPolicy l CITY OF DUBLIN AGENDA STATEMENT City Council Meeting Date: February 12, 1990 SUBJECT: Public Improvement Maintenance Policy (Report by Public Works Director Lee Thompson) EXHIBITS ATTACHED: 1) Resolution 2) Draft Policy 3) Diagram Showing Right-of-Way Clearance Tree Trimming RECOMMENDATION: Review Draft Public Improvement Maintenance Policies and adopt resolution approving same OR provide direction for revising the policy. FINANCIAL STATEMENT: None associated with approval of policy. Costs associated with trimming and removal of residential street trees are noted below. DESCRIPTION: The Goals and Objectives for Transportation Maintenance have contained items regarding development of a Street Tree Policy and a Public Works Procedures Manual for the past several years. Public Works Staff members have met several times to develop and revise a draft policy which includes all street maintenance policies and procedures, including those for maintenance of trees. Park and building maintenance is not included in the draft policy but will be addressed at a later date. Once this policy has been approved by the City Council, Staff's intent is to publish the policy in the form of a handout which would be available to the public and would be provided to City Staff. Among the 14 subjects covered in this policy are the following: 1) Tree Trimming: The City's maintenance budget includes funds for right- of-way clearance trimming for private property residential trees that overhang the street and sidewalk. Approximately 200 trees are trimmed each year. This service is provided at no cost to the residents and includes trimming only the street side of the tree. In the past, Staff has "balanced" the trees by removing branches on the opposite or private yard side of the tree. As the cost of tree trimming has escalated, and some liability exposure exists when work is done on private property; the draft policy proposes to eliminate this service. The cost per tree for right-of-way clearance trimming on the latest contract was $20.35 for trees under 30' high and $37.40 for trees over 30' high. "Balancing" would double this cost. Since the number of street-side residential trees, as well as the cost per tree to trim them, is increasing, the City Council may wish to consider whether property owners should be charged for the service in the future. " - -- It should be noted that, at this time, a person is not prohibited from pruning his or her own street trees, nor has the City had a street tree replacement program. Tree Removal: One of the policies the City inherited from Alameda County is that a tree in the planter strip which is damaging the sidewalk will be removed at the City's expense if the property owner so requests. This is a ITEM NO. _ COPIES TO: ��� 2 ry rare occurrence averaging once or twice a year. Iwo trees were removed this past year at a total cost of $250.00; however, the cost would vary depending on the size of the tree. 2) Drainage: Responsibility for drainage maintenance can be confusing to a resident or business owner. The City maintains those facilities which accept water from a public street, such as on-street catch basins and storm drain lines. The City also m<intains V-ditches in maintenance easements within Maintenance Assessment Districts, and the cost is borne by the property owners within the district. Private property drainage facilities, such as V-ditches in private yards and storm drain inlets within private parking lots are the responsibility of the property owner. Zone 7 maintains its own channels. 3) Beautification and Cleanup: The City's maintenance crew performs regular litter pickup services Ftlong major arterials and within maintenance easements in Maintenance Assessment Districts. Residential streets are not included in this program except that: spilled debris or material will be cleaned up on a callout basis. 4) Signs in the Public Right-of-Way: The City has had an ordinance prohibiting posting on public property since incorporation. The recently- adopted City encroachment ordinance added a clause that signs would be disposed of after 30 days. At this time, a fine is not assessed for this violation. The City Council may wish to consider whether repeat offenders should be charged an appropriate fine. 5) Street Lights: Bulb and ballast maintenance for all street lights within the City is performed by PG&E. The City's maintenance crew checks for burned out bulbs on major arterials every few months and a list is sent to PG&E; however, City Staff members rely on residents to report street light problems on residential streets. Residents may call PG&E cirectly or may call the City Offices to report a malfunctioning light. In order to process a request for service, PG&E needs the street address nearest the light and also the pole number. The street lights that have been installed on majcr arterials as part of Capital Improvement Projects are maintained by the City as far as pole knockdowns or damage is concerned. While the lig1 is on residential streets are also owned by the City, PG&E maintains the poles and bills the City for any repairs that become necessary. 6) Street Signs: The City's maintenance crew regularly inventories and checks the integrity of signs and pavement markings. A major point of this policy section is that fl damaged or missing STOP sign is considered an emergency, and the maintenance crew will replace it immediately upon notification. Staff recommends that the City Council review the draft policy and adopt the resolution approving the policy OR provide direction for revising the policy. -2- RESOLUTION NO. -90 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING PUBLIC IMPROVEMENT MAINT:;NANCE POLICIES WHEREAS, the City of Dublin has developed standard policies and practices for maintenance of public improvements; and WHEREAS, establishment of these consLstent maintenance policies and practices for public improvements benefits th,3 public interest; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin approves and adopts the policy guidelin,3s attached as "Exhibit A" of this resolution. PASSED, APPROVED, AND ADOPTED this 12:h day of February, 1990. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk PUBLIC IMPROVEMENT MAINTENANCE POLICIES CITY OF DUBLIN ADOPTED , 1990 CITY COUNCIL RESOLUTION NO. -90 The following policies are established guidelines for the City's maintenance responsibilities and procedures on public rights-of-way and for public facilities. DRAFT Public Works Policies, Page 1 TREE TRIMMING RESIDENTIAL 1. The residential tree trimming program is designed to provide right-of- way clearance of eight (8) feet above the sidewa:k and sixteen (16) feet above the street. 2. Only trees that are at the edge of the front: yard (or side yard on a corner lot) are included in the City's annual tree-trimming program. No other private property trees will be trimmed by :he City. 3. Trimming is limited to branches on the street side only. 4. Notices will be delivered to residents whose trees are on the list approximately two weeks before the trimming is done. Residents will have an opportunity to do their own trimming if they wish. 5. The maintenance department will do a survey and compile a list of trees needing trimming for right-of-way clearance. During the course of the year, residents may request to have their trees placed on the list for evaluation. 6. The property owner is responsible for any damage that occurs as a result of a fallen tree or broken limb. The maintenance department may determine that a tree needs trimming immediately in order to alleviate a potential hazard over the public right-of-way. The maintenance crew may elect to do this trimming but will only remove growth that presents a hazard to the public right-of-way. 7. Diseased trees are the responsibility of the property owner. The County Agricultural Commissioner is able to provide information regarding pesticides and disease control. 8. Trees on private -property that need to be removed are the responsibility of the property owner. If a tree in a planter strip is causing sidewalk damage and the property owner requests that the tree be removed, the City will remove it at no cost to the property owner. 9. Bushes or shrubs that grow over the right-oE-way are the responsibility of the property owner. Action will be taken on a complaint basis only. The property owner will be given notice that trimming is needed; if property owner does not trim, the maintenance crew will dD the trimming. CITY-OWNED TREES OR TREES WITHIN MAINTENANCE EASEMENTS 1. City-owned trees located in sidewalk tree walls or in street medians on major arterials will be completely maintained by the City maintenance crew or its subcontractors, including, but not limited to, trimming, watering, fertilizing, and spraying for pest control. The cost of said maintenance will be paid by the City. DRAFT Public Works Policies, Page 2 2. Privately-owned trees located within maintenance easements in maintenance assessment districts will be completely maintained by the City maintenance crew or its subcontractors, as defined in item 1 above. The cost of said maintenance will be paid by the property owners within the maintenance assessment district. DRAFT Public Works Policies, Page 3 WEED ABATEMENT Weeds that grow in the medians or other City right-of-way areas or that are in maintenance assessment district areas will be removed by the City. Weeds that grow on private property are the responsibility of the property owner and may be required by the Fire Department or Zoning Investigator to be cut in accordance with City ordinances. DRAFT Public Works Policies, Page 4 DRAINAGE 1. Drainage that originates on a City street or on City property will be maintained by the City. This includes drainage i.hat runs across private property in pipes, for which there is an easement. Drainage originating from private property, or private drainage passing th:-ough private property, is the responsibility of the property owner. 2. The City has an annual catch basin cleaning and flushing program for storm drain catch basins within the public right-of-way. If a resident reports a catch basin that is emitting an odor o:- otherwise needs cleaning, the maintenance crew will respond. Catch basins and drain inlets on private property, including but not limited to those within parking lots, are the responsibility of the private property owner. 3. Catch basin grate repair for City-maintained lines is a regular program through the Maintenance Department. 4. Maintenance of private property concrete or earthen V-ditches or channels is the responsibility of the property owner (See Watercourse Ordinance No. 52-87). V-ditches within maintena:ice easements in maintenance assessment districts shall be maintained by the City, and the cost of that maintenance will be paid by the property owners within the maintenance assessment district. 5. Channels which belong to or lie within easements dedicated to the Alameda County Flood Control District (Zone 7) will be maintained by the ACFCD. DRAFT Public Works Policies, Page 5 SIDEWALK AND CURB & GUTTER REPAIR 1. The City has an annual sidewalk repair and maintenance program that is designed to eliminate hazardous sidewalk areas. This policy is a courtesy to residents and has been implemented on a one-year-at-a-time basis per City Council approval; maintenance of sidewalks is the legal responsibility of the property owner according to the 1911 Street Imprcvement Act. 2. Residents that report hazardous sidewalk areas will be advised that a City inspector will determine whether their sidewalk may be put on the annual repair list. The maintenance department may provide temporary ramping if the situation warrants. However, the property owner is still legally responsible if an accident occurs as a result of the hazard, and if they wish to repair it sooner themselves, they may do so according tc City specifications and by obtaining an encroachment permit. 3. Sidewalk that is damaged as a result of the resident's actions (such as driving a heavy vehicle: over it) must be repairer. at the property owner's expense. DRAFT Public Works Policies, Page 6 STREET SURFACE MAINTENANCE 1. Pothole patching and emergency repair on public streets will be performed by the City's maintenance department. Temporary repair will be made within 24 hours of receiving notice that such repair is needed. Permanent repair will be accomplished as soon thereafter as possible. 2. The City's pavement management program provides for regular repair and asphalt overlay or slurry seal of City streets. Slurry seal is scheduled on a five- to seven-year cycle. Street overlay is Programmed based on the severity of the street distress and the available funds budgeted. DRAFT Public Works Policies, Page 7 STREET SWEEPING AND CITY TRASH RECEPTACLE PICKUP 1. Street sweeping is provided by the City on a regular basis. The City is divided into five sweeping zones, and each zone is swept on a specific day of the week. The residential areas are swept on the second and fourth weeks of the month (every week during heavy leaf fall, as determined by the Maintenance Superintendent and approved by the Public Works Director). The commercial areas are swept weekly. Residential streets are swept during the day, beginning early it the morning; the commercial districts are swept at night. 2. The sweeper will attempt to clean all streets, including courts, unless prevented from doing so by parked cars or other cbstructions. During the fall, the sweeper will remove leaves that fall naturally into the street and/or gutter, but is riot required to pick up leaves originating in yards which have intentionally been piled in the street. by residents. Response to complaints will be handled by the sweeping contractor and the results reported to the Public Works Director. 3. The Public Works Director or his designee will determine whether an emergency sweeping call.out is necessary. 4. Street-side trash receptacles on major arterials, bike/pedestrian paths, and bus stops not having bus shelters will be emptied on a weekly basis by the City's street sweeping contractor (twice a week or as needed during the December holiday season). 5. The Livermore/Amador Valley Transit Authority is responsible for emptying trash receptacles located at the bus stops which have bus shelters. DRAFT Public Works Policies, Page 8 BEAUTIFICATION AND CLEAN-UP The maintenance crew will pick up litter or any other material in the right- of-way along non-residential streets. If the person who dropped the material can be positively identified, he or she may be required to clean it up or be billed and/or cited; otherwise this is done at City expense. Litter pickup is done on a regular basis as part of the beautification program but may also be done on a callout basis if the material represents a hazard. The maintenance crew will also perform litter pick-up services within maintenance easements in maintenance assessment districts. The cost of this service is paid for by property owners within the maintenance assessment district. DRAFT Public Works Policies, Page 9 POSTING ON PUBLIC PROPERTY/REMOVAL CF ENCROACHMENTS 1. City Ordinance No. 15-89 provides that posting on public property is prohibited. This includes real estate signs, garage sale signs, and any other posters, handbills, etc., that are typically placed in the public right-of-way (sidewalk, street median, shoulder cf road, street light or utility poles, or any other public property). Iris Ordinance was enacted because the placement of signs in the right-of-way can impede visibility or otherwise be hazardous to pedestrians or motorists. 2. The Maintenance Superintendent may remove, or cause to be removed, signs or other encroachments that have been placed or Fosted on public property. Signs will be removed on a complaint basis or if the maintenance crew is working in the area anc. sees a sign in the public right-of-way. 3. Paper or cardboard signs will be disposed of immediately. Wood, plastic, or metal signs will be retained at the Corporation Yard for a period of thirty (30) days following pick-up and then disposed of. DRAFT Public Works Policies, Page 10 CONSTRUCTION DIRT AND DEBRIS Dirt, mud, or debris left in the right-of-way by a contractor is to be cleaned up by that contractor. He will be given adequate time, as determined by the Public Works Director, to clean the street: himself if it is possible to notify him; if he does not, the City maintenance crew may clean the street and charge the contractor according to the fee schedule for emergency callouts. Emergency situations will be handled at the discretion of the Public Works Director or his designee. DRAFT Public Works Policies, Page 11 STREET LIGHTS 1. The bulk of street lights and poles are maintained by PG&E, and all are paid for through the City's street light maintenance assessment district. 2. The street lights installed as part of City improvement contracts are maintained by the City insofar as damage to the pole, base, or luminaire is concerned. The party reponsible for damaging tho street light will be required to pay the cost of its replacement. Energy for street lights is provided by PG&E and paid for through the City's street light maintenance assessment district. 3. Bulb and ballast maintenance is performed by PG&E on all street lights within the City and is paid for through the City's street light maintenance assessment district. 4. The maintenance department will make period Lc surveys of street lights along major arterial streets and request that PG?xE repair the lights that are not working. 5. Residents are requested to call PG&E directly to report street lights that are not working; however, the Public Works :department will take the requests for service and notify PG&E if the resi3ent calls the City Offices. In order to process a request for street light service, PG&E requires that the caller provide the street address nearest tha light and also the "pole number", which is a three- or four-digit number Located on the side of the pole itself. DRAFT Public Works Policies, Page 12 TRAFFIC SIGNALS 1. Traffic signals within the City of Dublin are maintained through a contract with Alameda County. (Signals on Alcost:a Blvd. at Davona Drive and at San Ramon Road are maintained by the City of :'an Ramon or their contractor.) 2. If a signal is completely out of service, t(imporary traffic control may be provided by the police department or temporary stop signs placed by the maintenance crew until power is restored. 3. Requests for signal maintenance should be routed through the Public Works Department during; normal business hours or through Police Dispatch at night. 4. Street lights integral with the signal system are owned by the City. The energy cost for these street lights is paid i:or under the City-wide street light maintenance assessment district. 5. The City is responsible for traffic signal timing and phasing. DRAFT Public Works Policies, Page 13 STREET SIGNS 1. Installation and replacement of regulatory :signs and street name signs on accepted public streets will be handled by the City maintenance crew. The initial installation o` these signs in new subdi-irisions is the responsibility of the developer. 2. Requests for new traffic control signs (STOP, etc.), pavement markings, and other devices shall be submitted to the Publ::c Works Director's office in writing. Such requests will require review by S-:aff. The following items require approval of the City Council: STOP Signs Loadin; Zones YIELD Signs Limited Parking Zones Speed Limit Changes No Par'.cing Zones Traffic Signal Installation Bus Sups Weight Limits * Except that the City Manager may approve up t) 15 feet of no parking zone adjacent to a driveway. 3. Signs will be checked for damage and reflectivity on an annual basis and will be replaced as needed. 4. Replacement of missing or damaged STOP signs is considered an emergency and receives an immediate response from the maintenance department. DRAFT Public Works Policies, Page 14 WATER LEAKS 1. Water distribution or sewer leaks and related problems are generally the responsibility of D.S.R.S.D. The provider shall be responsible for repair of any damage caused by said leaks. 2. Leaks or breaks in the City's irrigation system are the responsibility of the City's maintenance department. 3. If it is difficult: to determine the source cf the leak, D.S.R.S.D. will be requested to locate the break by the use of hydrophones. 4. City Staff will request that residents report water leaks directly to D.S.R.S.D. or provide a telephone number that D.S.R.S.D. can call in the event that additional information is needed. DRAFT Public Works Policies, Page 15 EMERGENCY CALLOUTS 1. The City maintenance crew will respond on an emergency basis to situations that present a hazard. Examples include, but are not limited to, hazardous material spills on public property, obstructions in the right-of- way, a need for traffic control due to a malfunctioning signal, or flooding that threatens either public or private property. 2. The Maintenance Superintendent or his designee is the primary contact on emergency callouts. 3. If there is a responsible party and it is pcssible for that party to remove the hazard in a timely manner, that party must be given an opportunity to do so. This judgment should be made at the discretion of the Police or Fire Department Incident Commander. 4. If the hazard is on private property, the property owner will be reponsible for its removal unless the hazard poses a danger to a public facility. DRAFT Public Works Policies, Page 16 ORj"r o?-WAY C ??XU I*IMMIK)q