Agenda - Council - 01/25/2011 - Laserfiche WebLink

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CC Regular Session Date: 01/25/2011 By: Tim Himmer Engineering/Public Works Item #: 5. 2. Information Title: Consider award of contract for a public participation campaign related to development of a City reconstruction policy and long-term road maintenance program Background: The concept of developing an assessment policy for street reconstruction has been talked about numerous times over the past couple of years. The only existing City street assessment policy pertains specifically to the Street Maintenance Program (SMP); where overlays are assessed at a rate of 50% and sealcoats are being phased out through the year 2014, from a previous rate of 50% to the current rate of 22% in 2011. A majority of the discussion related to this matter to date has leaned towards the use of additional revenues, and to get away from one time assessments. Doing so would most likely require the levying of additional taxes or the establishment of fees, but it could also eliminate or greatly reduce the amount of projects that are counter -petitioned due to cost factors (assessments) to the residents. Advancement of this policy will establish a more concrete funding mechanism, and allow for more consistent resident interaction on future street improvement projects. At a work session meeting in November of 2009 staff was directed to review what it would cost to continue with our standard street maintenance activities, and add reconstruction costs into the program in five year increments. Staff completed this analysis and then evaluated how much funding would be needed over the next ten years; since approximately 45% of the roadways in the City were constructed between 1975 and 1985 (a 40 year design life was assumed). This information was presented to the Council in work session on June 15, 2010. The analysis was done based upon an ideal maintenance schedule, and it is not realistic to assume that we would be able to generate the dollars necessary to fund such a program. We ultimately perform maintenance activities based upon available funding and the road rating performed by public works, with some improvements being extended into subsequent years. There are situations, however, that we must forego necessary repairs due to the counter -petition process, which eventually leads to increased costs in future years as the roadway may deteriorate faster. In simple terms we have approximately 178 miles of roadway in the City. Taking out 36 miles of MSA roads that have their own funding source leaves 142 miles of local roads, but we are also underfunded with regard to our planned MSA needs. If we were to reconstruct the local roadways every 40 years we would need $142M, or approximately $3.5M annually If you include sealcoating every 7 years at a price of $25,000/mile and an overlay every 19 years (but only occurs once during the design life) at a price of $105,000/mile we would need another $500,000 and $400,000 respectively, for a total of approximately $4.4M of required funding each year for both maintenance and reconstruction. Currently the only revenue options we have to offset these costs are assessments, MSA, TIF, and the general fund. At the September 21, 2010 Council work session discussions focused on a franchise fee and public participation campaign to educate the residents of the imminent need for roadway improvements, and solicit their feedback on the potential scenarios that exist for a long term sustainable funding source. Staff discussed this matter with Himle Horner, a consultant currently working on marketing for the COR, and requested a proposal to assist the City in completing a public participation program (see attached). Information was presented in work session on January 18, 2011, and following discussion it was the consensus of the Council to accept the proposal and execute a contract with Himle Horner in an amount not to exceed $43,000 for advancement of this long term road maintenance initiative. Recommendation: