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MARCHAM HALL
836 HANSHAW ROAD
ITHACA. N.Y. 14850
SUPERINTENDENT'S. REPORT
March 12,2005
BOARD OF TRUSTEES
Brent A. Cross, Superintendent of Public Works
Technical Assistance
Over the last 10 years, the time commitments and obligations of my positions has greatly
increased. For example:
-the Village Engineer is a planning board member of the Tompkins County Transportation
Council, which meets several times each year.
-the Code Enforcement Officer must obtain 24 hours of in-service training, which results in about
40 hours/year away from the office.
the EPA $tormwater requirements have resulted in more administrative effort and time away
from the office to keep up on training and regulatory changes.
-the new Intemational Building Code has added time to review of plans and inspections.
-l have tried to get the Village in compliance with fire inspection requirements for
fratemity/sorority, multiple family, and commercial buildings.
-Kendal requires some amount of attention each year.
-the Teamster contrast requires additional time.
-participation in the Intermunicipal Sewer Contrac{.
-many other misc. regulatory commitments.
I am out of my office aboutTz of the time and I am meeting with "customersn, or trying to retum
their phone calls, for about Yz of the remaining time that I am in the office. I have tried to provide
an hourly estimate of the time required to fulfill the many obligations that my position requires.
Clearly this is an estimate, and not intended to be an exact accounting of tirne.
As a result, I have had (you probably have also) had complaints that it is difficult for the public to
reach me. Although, I keep track of every single missed cafl, it is my goal to retum every single
one of them. The problem is that many times it is not in a timely manner that is acceptable to the
public.
Therefore, I am requesting that the Village provide some assis-tance to deal with the issue of my
time commitments. I have a few ideas that I would like you to consider:
1. Hire a full time technician who would assist me in making some of the field inspections and
provide technical assistance with basic engineering tasks such as mapping and infrastructure
documentation. This person could also answer the phone when I am out of the office, and handle
minor issues in a more timely manner.
2. Hire a full time administrative assistant, who could be shared with other departments.
3. Instead of replacing the vacanl MEO position in the DPW create a new position whlch could
assist both the Working $upervisor and the Village Engineer. Another option would be hire an
Assistant $uperintendent of Public Works to oversee the DPW crew.
4. Put money in the budget to allow the Village Engineer to contract out some of the technical
work to local engineering firms.
Telephone
607.257-1238
Otfice Hours
94.M.-4P.M.
DATE:
TO:
FROM:
RE:
REPORT:
HOURS ESTIMATE FOR ROUTINE TASKS
TITLE DESCRIPTION TOTAL
SPW budget process
SPW prepare monthly reports/resolutions for meetings
SPW attend PWC meeting
SPW prepare CHIPS documents
SPW review and approvevouchers
SPW general administrative functions (ie: phone, mail, emails, computer, etc)
SPW meeting with Working Supervisor
SPW review fuel reports and oversee fuel system compliance
SPW attend MPO meetings
SPW attend Solid Waste meetings
SPW inspect infrastructure and write Work Orders
SPW receive public requesUcomplaints from Public and prepare Work Orders
SPW insurance issues and compliance
SPW employee issues (ie: discipline, benefits, requests, complaints)
SPW emergency issues (ie: snow, water, sewer, wind, etc)
SPW review equipment reports
SPW research and prepare equipment bids
SPW review safety requirements and OSHA/PESH compliance
SPW administer Drug and AlcoholTesting program
SPW adminster ROWstreet opening permits
Subtotal for Superintendent of Public Works
VE review monthly sewer reports
VE inspect WWTP operation
VE meetings w/ operator, NYSDEC, outside municipalities
VE write sewer permits
VE review UFPO reports and Dig Safely compliance
VE maintain Village Hallsystems
VE coordinate Fire Department systems
VE oversee water system maintenance and BPWS compliance
VE oversee sewer system maintenance
VE oversee storm sewer system maintenance
VE prepare road reconstruction documents (ie drawings, surveys, bids, etc)
VE inspect road work
VE special projects (ie fire station, salt building, V1/WIP roof, etc)
Subtotal for Village Engineer
administer 50 building permits (ie: plan review, application, inspections)
attend continuing education to maintain certification
attend Southern Tier Building Officials Association meetings
prepare documents for NYS and County records
Subtotal for Building Commissioner
administer 25 zoning permits (ie: additions, signs, garages, etc)
adminster 6 variances (inc. correspondences w/ app., ZBA, public)
adminster 2 Planning Board reviews (ie: commercial, multiple family)
enforcement actions
patrol for violations
Subtotal for Zoning Officer
auditorium, etc)
Subtotal for Fire Marshall
does not include Trustee meetings or ZBA meetings (total)
1
0.5
4A
96
24
8
24
260
130
24
24I
52
208
24
208
36
12.
24
24
24
24
8
2
8
2
I
4
z
3
1
z
z
z
z
1274
24
4d
24
24
52
52
12
52
52
52
104
vo
192
720
172
624
48
24
24
104
24 24
NA
224112
4
z
z
12BC
BC
BC
BC
ZO
zo
ZQ
zo
ZO
FM
FM
FM
FM
FM
z
4
z
z
1
1
I
2
e
't6
784
i nspecVrei nspect 6 faternity/sorority houses
inspect 2 public assembly spaces (ie church,
inspect 112 of all commercial buildings
inspect 112 oI all apartments buildings
inspect general spaces at Kendal
48
88
4A 40
40 40
12
working hours per year @ 90olo efficiency
holidays 9 daysiyear
fl oatingipersonal 5 days/year
vacation 15 days/year
148
3098
1872
-72
40
- tzv:-
1640