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Review of Items Requiring Board of Public Works Approval and Discussion of Potential Alternative Approval Processes
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Submitted by:
David Simpson
Department:
Public Works
A. Issue
The City’s municipal code currently authorizes the Board of Public Works (Board) approval authority of certain items as well as the authority to recommend certain approvals to the Common Council. Given the volume of work that is placed on the Board’s agenda as well as potential more efficient alternate approval options, I am recommending that the Board consider modifications to the process for approval of certain items.
B. Background/Options
The following list summarizes the items that have been considered by the Board of Public Works since January 1, 2022. Along with the Category and Count showing the number of times an item has gone to the Board since 2022, you will see a Staff Recommendation describing what we believe the Board may wish to choose to consider modifying. Where identified as Staff Approval Only, authorized staff would handle approval of those items instead of the Board. Where identified as a Policy Update Possible, staff would look to potentially modify the current governing policy to allow for additional staff approval under certain circumstances. Also, attached to this memo is the full listing of all items that have been in front of the Board since January 1st, 2022 sorted by category.
Once staff receives a recommendation from the Board we will research what, if any, municipal code or policy changes are needed and will come back to the Board with those potential changes for consideration.
|
Category |
Count |
Staff Recommendation |
|
Annual Report |
13 |
No Change |
|
Assessments |
17 |
No Change |
|
Calendar Approval |
4 |
No Change |
|
Change Order |
21 |
Policy Update Possible |
|
CIP Final Payment |
38 |
Staff Approval Only |
|
CIP Plan and Spec Approval |
44 |
Staff Approval Only |
|
City Hall Flag |
1 |
No Change |
|
City Hall Parking |
14 |
Staff Approval Only |
|
Construction Staging |
15 |
No Change |
|
Contract Award |
60 |
No Change |
|
Dockless Scooter Program Approval |
5 |
No Change |
|
Easement |
17 |
No Change |
|
Election of Officers |
1 |
No Change |
|
Emergency Repair |
2 |
No Change |
|
Encroachment Request |
56 |
Policy Update Possible |
|
Extended Work Hour Request |
10 |
No Change |
|
Funding Agreement |
12 |
No Change |
|
Grant Request |
2 |
No Change |
|
Intergovernmental Agreement |
4 |
No Change |
|
Lease Agreement |
5 |
No Change |
|
Map Update |
1 |
No Change |
|
Multi-Use Trail Agreement |
4 |
No Change |
|
Neighborhood Signs |
2 |
No Change |
|
Ordinance Exemption |
9 |
No Change |
|
Overnight Parking |
2 |
No Change |
|
Private Sewer Inspection |
1 |
No Change |
|
Relocation Order |
9 |
No Change |
|
Sidewalk Permit |
1 |
No Change |
|
Site Plan Appeal |
4 |
No Change |
|
Street Occupancy Permit |
2 |
No Change |
|
Street Vendor |
18 |
Staff Approval Only |
|
Temporary Sign Approval |
2 |
Policy Update Possible |
|
Utility Occupancy License |
1 |
No Change |
|
Varience Request |
8 |
No Change |
|
Vendor Prequalification |
3 |
Policy Update Possible |
|
|
408 |
|
C. Strategic Plan (Area of Focus)
All
D. Fiscal Impact
Reduced staff time preparing for and attending Board meetings will allow for staff time to be allocated toward other priorities.
E. Recommendation
Review staff recommendations and provide direction regarding any desired changes to the current approval requirements