C3_PA-5-1

DocuSign Envelope ID: 8BFOFF58-4C3F-4799-AC74-F950CEOF381B
Public Notification of
Subject:
Planned Service
Interruptions
Effective Date:
4/15/2012
CITY OF
DURHAM Department:
Public Affairs
Revised Date:
[Policy Revised Date]
To All City Employees:
I. Purpose
1
Revision:
Policy Number: PA-5
Rescinded Date: [Policy Rescinded Date]
City Manager
To establish a standardized procedure to notify residents, businesses, and community
groups when any City service, park, road or facility is affected or unavailable due to
extended maintenance, construction or planned events as well as projects that have
other impacts on private property.
II. Policy
It is the City of Durham's goal to notify residents and businesses about projects that
could limit accessibility to public facilities, private property or cause a service
interruption. The City requires that all City departments and divisions, contractors and
project partners encourage public involvement and provide public notification when
City or public property is modified in its use, appearance or access. This policy applies to
all non -emergency projects that have a direct impact on private property, businesses or
prohibit access to public services or infrastructure. This policy also requires early and
thorough notification of planned service interruptions through a variety of actions to
residents, businesses, neighborhoods, Home Owners' Associations (HOA) and the public,
when necessary.
III. Definitions
Low Impact Projects — Low impact projects include planned projects that cause a minor
delay or disruption to residents or businesses. Typically, these projects include minor
repair work in a park, on a secondary road or in a residential neighborhood and

DocuSign Envelope ID: 8BFOFF58-4C3F-4799-AC74-F950CEOF381B
adversely affects traffic or limit access to public or private property for one to three
days.
Moderate Impact Projects — Moderate impact projects include planned projects that
cause disruption to residents and businesses, as well as vehicles, pedestrians and cyclists
for three days up to two weeks.
High Impact Projects — High impact projects include planned projects that cause major
disruptions to residents and businesses as well as vehicles, pedestrians and cyclists.
Typically, these projects occur in a city park, public building, or along a main artery,
thoroughfare, or densely populated neighborhood. Projects or service interruptions may
vary in time, but last longer than two weeks.
Project Manager —The lead City staff person responsible for overseeing a City project or
managing the contractor or vendor implementing the project on behalf of the City.
Routine maintenance — Routine maintenance activities include planned projects that
may potentially impact property owners or cause limited disruption to residents and
businesses, such as work on one block or in an alley. Typically, these projects occur city-
wide and generally last for less than 24 hours. These projects would usually be
considered part of the City's routine maintenance of physical assets.
IV. Procedure
A. General
To ensure public safety and maintain thriving, livable communities, all City departments
and divisions are required to minimize the impacts of service interruptions to Durham
residents, businesses and visitors, when possible, while keeping the project area
secured for safety.
B. Departments/Divisions
1. Once a project is identified, City departments/divisions should evaluate the
project by assessing the location, length of time required, the kind of impacts
expected and how the project will benefit Durham residents and businesses.
2. While general timetables are provided, the key factor for evaluating
communication needs is the project's affect on public access or inconvenience. It

DocuSign Envelope ID: 8BFOFF58-4C3F-4799-AC74-F950CEOF381B
is the responsibility of the City department/division to ensure that the required
public notification is issued to the appropriate internal and external audiences.
3. It is the responsibility of the City department/division working with the
external organization to ensure the project scope is provided to the Office of
Public Affairs.
C. Project Manager
1. The City's project manager is responsible for making provisions to
communicate with and respond to the community and the City's Office of Public
Affa i rs.
2. The City's Project Managers are responsible for providing project information
to the Office of Public Affairs no less than three weeks prior to the start of the
project and providing timely updates as needed.
3. When any department/division uses external organizations or contractors to
lead public notification, the City's project manager's is responsible for ensuring
that the guidelines of this policy are met.
V. Other
Public Affairs will maintain a City-wide project page at
www.DurhamOperationGreenlight.org and/or other location(s) on the City webpage.
VI. Attachments
Attachment A - Routine Maintenance Project Communication Checklist.docx
Attachment B - Low Impact Project Communication Checklist.docx
Attachment C - Moderate Impact Project Communication Checklist.docx
Attachment D - Hieh Impact Proiect Communication Checklist.docx