At the Mercer Island City Council’s mini planning session in June, the group discussed the results of two interconnected audits of the maintenance department that consultants conducted. The studies were done to identify cost-saving opportunities in one of the city’s largest departments.

An organizational audit focused on the department’s key work teams, including right-of-way (ROW) and stormwater utility, water and sewer utility, support services and administration divisions. A fleet audit focused on the city’s fleet program and vehicle replacement policy.

A council subcommittee was formed to assist in the development and review of the scope of work for the respective audits. Councilmembers Dan Grausz, Benson Wong and Dave Wisenteiner met with the consultants and reviewed the reports and recommendations.

Audit results found that overall staffing levels for various maintenance functions were lean, and consistent with other cities that bear similar infrastructure responsibilities, according to the Mercer Island weekly newsletter.

John Ostrowski, the organizational audit consultant, found that further reporting requirements and level of service conversations must occur at the council level, including addressing the need for a better asset management system to produce improved reporting.

“If Mercer Island wants a lean operation with decision-making accomplished at the lowest possible level, then that is pretty much what is occurring. However, some decisions are being made that should be the result of a council policy discussion,” Ostrowski wrote in his report. “Some activities shouldn’t be lean. Public health is a serious responsibility and requires a certain amount of redundancy to ensure safe drinking water and pollution free sewerage systems. However, those few items that require redundancy or backup haven’t been fully identified and reviewed as a policy discussion.”

He noted that “the visible world of Mercer Island looks better than most cities of any size,” but that “the invisible world is full of risks that many may not be aware of.”

Ostrowski recommended a minor modification to the department name, from “maintenance” to “public works.” With Ostrowski’s help, city staff have identified the replacement of the Maintenance Management System as part of the city’s Capital Improvement Plan for 2017-2018 biennium, which was discussed at the July 5 council meeting.

Hennessey Fleet Consulting was hired to evaluate the Mercer Island vehicle fleet (excluding fire apparatus) and advise how it could be more effectively managed. Key recommendations are already being implemented, including extending the useful life of heavy equipment, and retaining police department vehicles for 10 rather than eight years (if not used for patrol work) and for four rather than three years (for patrol vehicles).

Public works staff will be available this weekend at the city’s Summer Celebration festival (July 9 and 10) at Mercerdale Park.

For additional information, the audit reports can be found online at www.mercergov.org/files/MaintDept_Audit_June2016.pdf, or by contacting Jason Kintner, public works director, at 206- 275-7802 or Jason.Kintner@mercergov.org.