Special City Council Meeting

Mid-year updates for the Capital Improvement Program (CIP) and a proposed reorganization of the Public Works Department

Councilman James Breitling

6/5/20252 min read

🏛 Upland City Council Special Workshop Summary

Subject: Midyear Capital Improvement Program (CIP) Update & Proposed Public Works Department Reorganization
Date: Monday, June 3, 2025
Presented by: Assistant City Manager Damian Arrula

Overview

This special workshop was convened to address two critical issues:

  1. The current state and scope of Upland’s infrastructure needs and capital projects.

  2. A proposed restructuring of the Public Works Department to better manage project delivery, staffing, and compliance under growing infrastructure burdens and regulatory mandates.

CAPITAL IMPROVEMENT PROGRAM (CIP) OVERVIEW

General Snapshot

  • 134 Active Projects

  • $76.5 million in total investment across 21 funding sources

  • Many projects have been delayed due to staffing constraints and reactive management models

Key Project Categories & Highlights

Streets & Roads – $33.7M | 47 Projects

  • Foothill Blvd Reconstruction: Benson to Euclid – full arterial rehab, ADA compliance, and underground utility coordination.

  • Grove Avenue Rehab: Foothill to 15th Street – pavement and utility work.

  • 14th Street & Mulberry Avenue: Major Street reconstructions including drainage upgrades.

  • Traffic Signal Safety Upgrades: HSIP grant-funded hardware improvements.

Condition:

  • Citywide PCI Score: 57 (borderline “poor”)

  • Cost to Maintain PCI 57: $15.4M/year

  • To reach PCI 70: $26.2M/year

  • Current Funding: $6.38M/year

  • Annual Shortfall: Over $9M

Parks – $4.5M | 23 Projects

  • Funded by Quimby Fees (restricted for park/open space use):

    • McCarthy Park: $716K renovation.

    • Magnolia Park: $725K for parking lot and playground (FY 26–27).

    • Cabrillo Park: $90K for netting safety improvements.

    • Memorial Park: Proposed pickleball/tennis courts—pending community workshops.

❗ Note: Quimby funds cannot be redirected to roads or other infrastructure.

Facilities – $2.9M | 14 Projects

  • Police Dept. Second Floor Expansion: $240K (ARPA-funded).

  • Animal Shelter Generator: For operational continuity during outages.

  • EV Charging at Public Works Yard: $275K (SoCal Edison grant-supported).

  • Public Works Locker Room Upgrade

Water – $31.5M | 43 Projects

  • Funded by Water Bond and CPI increases (no new rate hikes required):

    • SCADA System Upgrade: $2.1M for remote monitoring, system automation.

    • San Antonio Treatment Plant: $3.1M upgrades for compliance and reliability.

    • Foothill Water Main Replacement: $3.9M—coordinated with street rehab.

    • Plant 6 Site & System Improvements

Sewer – $2.6M | 9 Projects

  • Citywide Sewer Rehabilitation: $375K to extend pipe life and avoid emergency failures.

  • Campus Ave Manhole Install: $374K to improve system access and response.

PUBLIC WORKS ORGANIZATIONAL CHALLENGES

Major Structural Issues

  • “Run to Failure” Model: Repairs made only after breakdowns.

  • Lack of Planning & Oversight: No centralized accountability for capital project execution.

  • Consultant Reliance: Key positions filled via part-time or unavailable contractors.

  • Regulatory Pressures: Numerous unfunded state mandates (e.g., SB 1383 food waste recycling).

Staffing Gaps – Quantified

Utilities Division (Water, Sewer, Stormwater)

  • Current Staff: 37 FTEs

  • Recommended Benchmark: 68 FTEs

  • Shortfall: 31 positions

  • Current per capita staffing: 0.46 FTEs per 10,000 residents

  • Benchmark: 0.85 per 10,000

General Public Works (Streets, Parks, Facilities)

  • Current Staff: 41 FTEs (29 field, 12 admin/engineering)

  • Recommended Benchmark: 108 FTEs

  • Shortfall: 67 positions

  • Current per capita staffing: 0.51 per 10,000

  • Benchmark: 1.35 per 10,000

🔹 Combined Staff Deficit: ~98 full-time employees

PROPOSED PUBLIC WORKS REORGANIZATION

Objectives

  • Strengthen leadership and supervision

  • Improve project delivery timelines and reduce rollover delays

  • Modernize customer service and improve internal coordination

  • Expand planning capacity to secure grants and anticipate future needs

Key Staff Positions

  • Deputy Director – Utilities

  • Deputy Director – Public Works

  • Advanced Planning & Engineering Manager (Utilities)

  • Full-time Traffic Engineer (replacing ineffective consulting contract)

  • Public Works Customer Service Specialist

  • Policy & Legislative Affairs Manager (for grant acquisition and compliance tracking)

Fiscal Impact

  • Total Cost (All Funds): $923,000/year

  • General Fund Impact: –$19,500/year net savings

  • Offset By:

    • Elimination of $150K in consulting contracts (GIS + Traffic)

    • Reallocation of frozen positions

    • Water/sewer positions funded through restricted utility revenues

COUNCIL DIRECTION & NEXT STEPS

  • Council feedback was strongly supportive.

  • New monthly CIP performance tracking system to be rolled out.

  • Staff will pursue grant alignment, fee structure updates (e.g., development impact fees), and public communication campaigns.

  • Consideration of a future Parks & Open Space Master Plan to guide long-term capital investment priorities.

  • Ongoing community engagement and transparency emphasized—especially for high-profile park and street projects.

Watch the Special City Council Meeting

Disclaimer: The Upland Update is an independent community resource and is not affiliated with the City of Upland. This is my personal initiative to keep residents and businesses informed about key issues, city developments, and community events that impact our daily lives. My goal is to ensure you have clear, transparent, and timely information to stay engaged and involved in shaping Upland’s future.

James Breitling

(909) 342-2523

info@theuplandupdate.com

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