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Section 7 - Local Government1 Note to self: Make sure to include a blurb on: City Trees, Water Tender 61, Parks, City Buildings, Custodial, Fleet, Waste Water Treatment Plant, Streets /Sewer/Trees, Water Division, Traffic Signals and Street Lights in this section. Include notation of documentation in CAD. 305 COMMUNITY SERVICES DEPARTMENT The City of Gilroy has several departments located throughout the city to help meet the needs of our public. Most of these departments are located across the street from the Gilroy Police Department at Gilroy City Hall. Other locations for some of these city services are: Gilroy Corporation Yard, the Senior Center, Sewage Treatment Plant. There are also some joint locations (owned by both City and GUSD): Christopher High School Aquatic Center, Solorsano Middle School (gymnasium). Most of these locations are open from 8am -5pm, Monday through Friday. They are generally closed on major holidays and weekends. City departments may be reached by telephone, by dialing their individual 3 -digit extensions from any other City extension. Many of the departments also have voice mail and messages may be left on these extensions when employees are away from their desk or the office is closed AND the issue does not require immediate attention. PSC's often can also reach certain city workers via radio on the Local Government channel. During holidays and after normal. business hours, the Watch Commander is responsible for all City services to the public. Gilroy Communications Center is responsible during these hours to triage any incoming service calls from citizens who have attempted to call the various departments and have been referred to the Communications Center or have been directed to dial 9 -1 -1. Most DPW calls are created in CAD using the `DPW' or `SIGNAL' Cad Types, there are rare exceptions. Once triaged, these calls for service are then referred to the W/C who will make the final determination as to whether another City department crew should be called out to respond (in most cases overtime will then be paid to a city worker. /crew who is then called to respond to a problem) and fill the request for service immediately or if it can pend until the next business day. Make sure all efforts pertaining to this call for service are documented (i.e. who was called, are they responding, ETA etc.). If immediate response is necessary, the PSC will refer to the Public Works Duty Roster (call out lists for wastewater, streets /sewers /trees, water division etc.) for the appropriate month or the corresponding list. for that specific department (i.e. Chemical Control, Building Inspectors etc.). 306 SEWER TREATMENT PLANT 1 The City of Gilroy in a cooperative agreement with the City of Morgan Hill, maintains a Sewage Treatment Plant on Southside Drive. The plant, maintained by the independent contractor O.M.I Inc has two locations; 900 and 1500 Southside Drive in Gilroy. Plant employees will be available during daytime hours by calling the plant at 848 -0480, or by calling for an employee on the Local Government radio channel. Plant employees use the call sign 55 -'0'- (their individual unit number). Automatic systems monitor the status of the plant, and alarms may sound occasionally when system maintenance is required. The alarms will automatically dial Communications and announce the location and type of alarm, and direct the PSC to contact an on -call plant employee. For after hour alarms, on -call personnel from the on -call list will be contacted and advised of the alarm. WATER DEPARTMENT Most water department complaints are handled by the City of Gilroy Water Department during normal business hours. Water Department employees are available during normal business hours by calling Community Services at extension 444 or by radio on the Local Government channel. Water Department staff are identified by the call sign 5 5 - W - (their individual unit number). After hours, Communications may receive a complaint of a water leak from a business or residence. If the leak is coming from the residents' side of the meter, the Reporting Party will be directed to call a local plumber for assistance. If the leak is coming from the City side of the meter, dispatch a Watch Commander to verify that the leak is City responsibility. If the W/C determines that the leak is the City's responsibility, he will authorize the call out of the on -call Water Department personnel. Water service to a residence may be shut off by the City due to lack of payment. After hours, water service may be restored by the on -call personnel, with a charge levied against the resident for the after hours call -out. STREETS DEPARMENT The City Streets Department handles the sweeping of City streets, street surface maintenance, street signs, storm drains and problems with the City sewer mains. Street department employees are available during normal business hours by calling Community Services department at extension 444, or by radio on the Local Government channel. Streets Department staff are identified by the call sign 5 5 - S - (their individual unit number). After hours. Communications may receive a complaint of storm drain back up, street sign down etc. If it appears that the problem is located within city limits, dispatch the W/C to verify that the issue is city responsibility. Streets 307 Department personnel are notified using the City of Gilroy Public Works Duty Roster. PARKS and RECREATION The City of Gilroy Department of Parks and Recreation is responsible for urban parks within the city limits. The parks and Recreation Department is available during normal business hours by calling Community Services at extension 444, or by radio on the Local Government channel. Parks and Recreation staff are identified by the call sign 5 5 - R - (their individual unit number). Generally Parks and Recreation has at least 1, usually 2 parks personnel on duty on the weekends. Most parks advise guests to call Communications at 846 -0350 if they have problems at any of the parks (i.e. reservations, turning on electricity, opening gates, restrooms etc). Calling any parks unit on the Local Government channel is the most practical way to contact the on duty Parks. personnel during the hours of 7a -5pm (any day of the week). If needed after hours, contact the W/C for approval, then refer to the Public Works and Administration Service Call Out List, located in the PUBLIC WORKS folder in the rolling file cabinet. STREET LIGHTS All streetlights within City limits (with the exception of those located on private streets and those on county roads and highway ramps) are the responsibility of the City. Citizens reporting a street light out (in City limits) may call the Community Services Department directly during normal business hours at 846 -0444, noting the address of the pole, the pole number and whether the pole is wood or metal. Wood poles are serviced by Pacific Gas & Electric, while metal poles are serviced by the City. Refer to the "Emergency Service and Maintenance for Streetlights and Traffic Signals" Contact List (dated 12/19/13) for further information. TRAFFIC SIGNALS Traffic signals within the City Limits are serviced by three different agencies (Santa Clara County, Cal Trans and Siemens Industry) depending on their location and type of signal/light. When advising the corresponding agency of the signal service request, make sure to include which light (i.e. green, yellow, red, arrow, all) this is affecting and why (i.e. out, flashing, misaligned, down) it needs attention, our agency 7 name and phone number. If need be, get an ETA. 308 Refer to the "Emergency Service and Maintenance for Streetlights and Traffic Signals" Contact List (dated 12/19/13) and Map, for further information. ROAD CLOSURES Occasionally we receive (usually from Streets. department however they do get reported by other agencies) road closure information via phone and occasionally via e -mail. When receiving this information it is important that we find out the following: 1. Where exactly is the road closure- (i.e. intersection, what streets does it include etc.? 2. Is the closure partial (i.e. one lane, all lanes, both directions etc.)? 3. is it open to emergency traffic (i.e. fire, police and ambulance) or shut down to ALL traffic? 4. ETA for re- opening? Create a CFS (DPW) and include `road closed' (or similar) in the secondary CALL TYPE field, so that everyone can see at a glimpse what the DPW call is about.. DPW CFS encompass a wide range of calls and thus completing the secondary CALL TYPE field is important. Whether it is open for emergency traffic or not, notify all on -duty patrol (including MSO's and CSO's) personnel, all 3 GFD fire stations, Cal Fire, County Communications (for Sheriff's Department and ambulance) and CHP. Make sure that these notifications are documented on your CFS. When these roadways re -open make sure once again, to make those notifications and have 9