Agenda - Council Work Session - 01/24/2012

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CC Work Session 2.2. Meeting Date: 01/24/2012 By: Brian Olson, Engineering/Public Works Title: Consider Implementation of Long Term Road Maintenance policy Background: The concept of developing an assessment policy for street reconstruction has been talked about numerous times over the past couple of years. The discussions really escalated with the advancement of the Andrie Street /164th Lane improvement project in 2009 and have progressed a long ways but the situation still remains unsettled. Early on, in 2009, discussions revolved around the existing City street assessment policy which currently 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 15% in 2012. Because there is not any money to fund the change in policy, discussions revolved around the revenue source, standards for reconstruction, specifications and generally about what should be included when a roadway is reconstructed. 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 based upon a concept that when a street turns 40 years old we reconstruct. Since approximately 45% of the roadways in the City were constructed between 1975 and 1985 (a 40 year design life was assumed), it amounted to approximately $90 million to accomplish this program. Although we know that there is no way that there could be a program such as this afforded, it demonstrated the dire consequences and the drastic need for the improvement. This $90 million dollar figure was used in all of the publications within the most recent communication plan and FAQ. On June 15, 2010 this information was provided to the City Council. See attached information on the 5 year breakdown and a history of road construction in the City. 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 Homer, a consultant working on marketing for the COR, and requested a proposal to assist the City in completing a public participation program. On January 18, 2011 the information in the proposal was presented, and following discussion it was the consensus of the Council to accept the proposal and execute a contract with Himle Homer in an amount not to exceed $43,000 for advancement of this long term road maintenance initiative. In order to formulate the questions on the 30 question survey, one of the first items included in the accepted proposal was to research other communities and find out what they have done and engage those communities to learn strategies on how to successfully implement programs of this nature. On April 19, 2011, the results of this research was presented to the City Council at a work session and Staff was given consensus to make changes to the 30 question survey to residents. On May 17, 2011, the City Council gave Staff and Himle Homer approval of the script that was to be the 30 questions survey. and approval to go ahead with the survey. In June of 2011, the 300 resident survey that was conducted by Himle Rapp, formerly known as Himle Homer.