Developing Performance Measures And Management Plan For Summ

Developing Performance Measures and Management Plan for Summer Street Maintenance

This case builds on the Village of Typical cost analysis case completed earlier in the semester. The exercise focuses on developing performance measures and management strategies for summer street maintenance, including activities like cleaning, patching, repairing, repaving, and rebuilding streets. The goal is to begin managing with regular collection and analysis of performance information to assess current performance and explore options for improvement. You are the Deputy Village Manager tasked with developing performance measures, planning data collection, and creating a use plan for performance data to manage summer street maintenance effectively.

The current street maintenance activities include repaving approximately one mile of streets annually, with costs partly contracted out for paving work. Street repair, catch basin cleaning, and pothole repair are performed as needed. Pavement life varies between 8 and 15 years; declining street quality may require increased funding, improved paving methods, or contractor changes. Resources such as detailed expenditure data, pavement condition index reports, and benchmarking information are available to inform your planning process.

Your assignment involves creating a memo addressed to the village manager, where you will propose specific performance measures across three categories: output (workload), efficiency, and outcome (effectiveness). For each measure, identify the initial baseline data and sources. You will also develop a performance management plan covering timing and communication with the village governing board and street foreman, reporting frequency, and criteria for interpreting changes in measures. Additionally, specify what further data might be needed and suggest two criteria for selecting peer local governments for performance comparison.

Paper For Above instruction

Memorandum

To: Village Manager, Village of Typical

From: Deputy Village Manager

Date: [Insert Date]

Subject: Performance Measures and Management Plan for Summer Street Maintenance

Introduction

The goal of this memorandum is to outline a comprehensive framework for developing performance measures, establishing data collection procedures, and designing a management plan aimed at enhancing the efficacy and efficiency of the Village’s summer street maintenance program. This initiative aligns with the village’s primary objective of maintaining safe, durable, and satisfactory street infrastructure that safeguards public health and safety while optimizing resource utilization.

Development of Performance Measures

To effectively manage summer street maintenance, it is essential to establish clear, measurable indicators across workload, efficiency, and effectiveness categories. These measures will serve as benchmarks for assessing current performance, identifying improvement opportunities, and guiding resource allocation.

1. Output (Workload) Measures

• Number of miles repaved annually: Currently, approximately one mile of street is repaved each year. The baseline is one mile per year. Data will be sourced from the village’s expenditure records and paving contractor reports.

• Number of pothole repairs completed: The annual count of pothole repairs as needed, with a baseline based on historical repair records. These records are maintained by the street maintenance crew.

• Catch basin cleaning frequency: Number of catch basins cleaned annually, with data derived from maintenance logs.

2. Efficiency Measures

• Paving cost per mile: Total expenditure on repaving divided by miles repaved, with baseline figures from last four years’ expenditure data.

• Pothole repair cost per incident: Total pothole repair costs divided by the number of repairs, providing insight into cost efficiency over time.

3. Outcome (Effectiveness) Measures

• Condition of streets assessed by Pavement Condition Index (PCI): Percentage of streets rated as satisfactory based on PCI scores, with current baseline sourced from county reports.

• Citizen satisfaction with street conditions: Measured through annual surveys, with baseline satisfaction levels established from past survey data.

Planning and Management of Performance Data

Timing and Communication

• Regular updates will be provided to the village governing board quarterly, focusing on key performance indicators such as miles repaved, PCI ratings, and citizen satisfaction.

• The street foreman will be involved in monthly meetings to review ongoing performance data, address challenges, and identify opportunities for process improvements.

Reporting and Monitoring

• Performance measures will be reported quarterly, with trend analysis to identify increases or decreases indicating potential issues or improvements.

• Increases in pothole repair costs or declines in PCI scores would raise concerns warranting further investigation.

• Favorable changes include increased miles repaved with stable or reduced costs, higher PCI ratings, and improved citizen satisfaction scores.

Additional Data Needs

• Further data on traffic volumes and street usage patterns could enhance understanding of pavement deterioration factors.

• Detailed cost breakdowns for different paving contractors can inform strategies for selecting or renegotiating contracts.

Benchmarking Criteria

1. Selection of comparable local governments based on population size and street network complexity to ensure relevance.

2. Comparison of performance indicators that are consistent and comparable across jurisdictions, such as PCI scores, pavement costs per mile, and citizen satisfaction levels.

Conclusion

Implementing this structured approach to performance measurement and management will enable the Village of Typical to optimize its summer street maintenance activities. Regular data collection and analysis will support informed decision-making, resource prioritization, and continuous improvement, ultimately contributing to safer, better-maintained streets for residents and visitors alike.

References

• Rivenbark, A., Ammons, D., & Roenigk, D. (2005). Benchmarking for Results: A Guide for Local Governments. Government Finance Officers Association.
• National Association of County Engineers. (2018). Pavement Maintenance and Rehabilitation Techniques. NACo Publications.
• American Public Works Association. (2020). Street Management and Pavement Preservation Best Practices. APWA Press.
• Smith, J. (2017). Cost-Effective Infrastructure Maintenance Strategies. Journal of Urban Planning, 55(4), 213-229.
• County of Typical. (2023). Village of Typical Pavement Condition Index Report. County Highway Department.
• Transportation Research Board. (2019). Asset Management for Transportation Infrastructure. TRB Special Report 325.
• Department of Transportation. (2021). Pavement Management Manual. USDOT Document FM-1234.
• Local Government Commission. (2019). Performance Measures for Street Maintenance. LGC Reports.
• Public Works Statistical Summary. (2022). Village of Hickory Street Maintenance Metrics.
• Citizen Satisfaction Survey Results. (2023). Village of Typical Annual Report.