Gmail - follow-up questions -- on deadline -- thank you 7/21/15 8:58 PM Naomi LaChance follow-up questions -- on deadline -- thank you Laura Oggeri Tue, Jul 21, 2015 at 5:07 PM To: Brooke Williams Cc: Ally Donnelly , Naomi LaChance , Bonnie McGilpin Another City worker saw that it had caved in and informed Commissioner Dennehy. Commissioner Dennehy sent crews back out there but no report number was created. Apologies, the Tileston pothole was filled with hot top, not cold patch. When I spoke to Commissioner Dennehy he thought I was talking about a case on Commercial Street. On Tue, Jul 21, 2015 at 4:49 PM, Brooke Williams wrote: Thank you, Laura. How did PWD learn the pothole on Tileston caved in? Could you please send the report number? Also, why did the crew use cold patch on Tileston? Commissioner Dennehy said cold patch is used as a temporary solution--for instance, when the plant isn't open. Thanks again, Brooke On Tue, Jul 21, 2015 at 4:36 PM, Laura Oggeri wrote: Hi Brooke, I did respond to those cases with this: While it is always the preference of the PWD to fill as many potholes as possible when working in one area, there can be a number of reasons that contribute to this not being possible, ranging from running out of materials or time, or something physically being in the way - such as a car or delivery truck being parked over any potholes. Looking back at each case PWD is unable to tell the specific reason unless it is noted, however it is always the goal to fill as many potholes as possible. On Tue, Jul 21, 2015 at 4:16 PM, Brooke Williams wrote: Thank you, Laura. I will read your answers carefully and likely have follow up questions. But in the interest of time, I wanted to let you know that we're including two cases in the story itself for which you did not respond to the questions emailed July 13. Right now, the story says the mayor's office did not respond to the questions. If you would like to provide a response to these two, please do so by 5 p.m. Here is the question/cases we are highlighting in the story itself (a graphic looks at all of the cases for which we sent you questions) for which you did not provide a response: Why did crews leave other potholes unfilled at the same location? https://mayors24.cityofboston.gov/reports/101001404256 https://mayors24.cityofboston.gov/reports/101001404259 Thanks again, Brooke On Tue, Jul 21, 2015 at 3:44 PM, Laura Oggeri wrote: https://mail.google.com/mail/u/0/?ui=2&ik=e67a6e30d6&view=pt&q…search=query&msg=14eb2715c08487c2&dsqt=1&siml=14eb2715c08487c2 Page 1 of 4 Gmail - follow-up questions -- on deadline -- thank you 7/21/15 8:58 PM Hi Brooke, I've filled in the answers below. Let me know if you need anything else. Best, Laura On Mon, Jul 20, 2015 at 3:02 PM, Brooke Williams wrote: Dear Laura, Thank you very much for your help with our follow-up questions. Please see the questions below. Our deadline is ASAP tomorrow, but no later than 5:30 p.m. Please don't hesitate to call or email me with any questions or if I can help at all. Thanks again, Brooke 1. What is the name of the material that crews used to fix the potholes on Tileston Street on Tuesday, July 14? Cold patch. 2. As we were leaving the interview July 14, we saw that one of the pothole repairs had collapsed. What happened? A city worker said he saw crews return to Tileston Street a few hours after we left to repair that pothole. Is this correct? If so, could you please provide the case number? If a case number is not available, could you please provide details about exactly when crews came back and why--for instance, was it in response to a complaint? The defect caved in due to the roadway being undermined. To fix it, PWD's construction crew came out and excavated the hole, backfilled it and laid final layer of hot top. 3. How much money does the city spend on communicating with citizens, filling potholes and checking that they are filled? This includes funds spent on equipment, worker salaries, and expenses incurred by the Citizens Connect and City Worker apps. We are looking for a big picture number and don't intend to create a lot of work for you, so if you don't have this particular number, we'd be grateful if you could please provide whatever big-picture numbers you do have. In FY2015, approximately $150,000 was invested in developing, improving and maintaining the Citizens Connect and CityWorker applications. This included a major functionality upgrade to CityWorker to allow for a picture to be posted when the work was performed. Both applications are supported by staff in the Mayor's 24 Hour Hotline, DoIT and PWD. In addition, a total of $23,776.88 has been spent on tablets/smartphones and their related monthly costs for pothole operations this year so far. 4. Commissioner Dennehy said he was going to hold a meeting on Wednesday, July 15 to talk about the way pothole cases are closed, among other things. Did this meeting occur? If so, what was the outcome? Yes it was. Two PWD Highway Maintenance Assistant Superintendents met with ten district Supervisors to go over standard operating procedures (resolving only with service, closing with picture, reallocating non-jurisdictional cases, etc.). 5. Regarding the commissioner's goal of potholes being repaired within 24 hours; Our analysis of closed potholes data shows a significant number of potholes in recent months have been closed outside the 24 and 48 hour window. What time frame are you using (Jan 1 to June 30?) and what percentage are you showing are closed within 24 and 48 hours? Are you narrowing down your query by any other criteria? We want to ensure we're not missing variable(s). The 24 hour closure goal is aggressive and PWD's main focus is always to provide the service in the most timely manner possible. I have 2.86 as the average days to close, however please note that this includes internal cases as well. 6. What hours do PWD crews work? PWD's standard Highway employee (90%) works from 7 to 330. https://mail.google.com/mail/u/0/?ui=2&ik=e67a6e30d6&view=pt&q…search=query&msg=14eb2715c08487c2&dsqt=1&siml=14eb2715c08487c2 Page 2 of 4 Gmail - follow-up questions -- on deadline -- thank you 7/21/15 8:58 PM 7. When Ally Donnelly submitted questions about certain pothole cases, sending you a list of case numbers in preparation for the interview, and cc'ing me, we did not receive an answer regarding every case. Why? Are we missing something? I only sent specific responses for cases that warranted more detail before the interview. There were many that fit into the same category and were addressed at the beginning of my email. My understanding is that the list was for preparation purposes. If you are looking for a response for each one individually, please let me know. 8. Commissioner Dennehy said about 9,000 potholes have been repaired since January. Our analysis shows the city closed a total of about 9,500 pothole cases in that time frame while about 5,400 were "resolved." Are we missing something? When cases generated by PWD (i.e. Pothole Repair (internal) cases) are closed, the closure reason is "Case Closed Internal Case Performed by Highway Maintenance Crew," as opposed to "Case Resolved." There are also some external cases that are closed because they are duplicates or referred to a different agency, however they are not counted when adding up the number of potholes filled. Thank you, Brooke Reporter NECIR/WGBH 202-615-3551 (cell) 617-300-2319 (desk) -Laura K. Oggeri Chief Communications Officer Office of Mayor Martin J. Walsh o: (617) 635-4461 c: (617) 980-9739 laura.oggeri@boston.gov Please note: This email is subject to MGL: Chpt.66, Sec.10 Public Records Law. -Laura K. Oggeri Chief Communications Officer Office of Mayor Martin J. Walsh o: (617) 635-4461 c: (617) 980-9739 laura.oggeri@boston.gov -Laura K. Oggeri https://mail.google.com/mail/u/0/?ui=2&ik=e67a6e30d6&view=pt&q…search=query&msg=14eb2715c08487c2&dsqt=1&siml=14eb2715c08487c2 Page 3 of 4 Gmail - follow-up questions -- on deadline -- thank you 7/21/15 8:58 PM Chief Communications Officer Office of Mayor Martin J. Walsh o: (617) 635-4461 c: (617) 980-9739 laura.oggeri@boston.gov https://mail.google.com/mail/u/0/?ui=2&ik=e67a6e30d6&view=pt&q…search=query&msg=14eb2715c08487c2&dsqt=1&siml=14eb2715c08487c2 Page 4 of 4