Agenda - Council Work Session - 03/19/2013

Home

CC Work Session 2. 1. Meeting Date: 03/19/2013 Submitted For: Grant Riemer By: Grant Riemer, Engineering /Public Works Title: Consider Implementation of Long Term Road Maintenance Policy Background: The purpose of the program is to determine a funding source for long term road maintenance and reconstruction in the City of Ramsey. Transportation issues were recognized in our strategic planning sessions under Strategic Imperative II: A Connected Community. It is staffs desire to give a broad overview of the program tonight to refresh everyone's memory and get the new members of the council familiar with the topic. After Council is back up to speed, staff would propose breaking the overall program down into smaller segments and discussing funding mechanisms for the different components of the program. The long term road maintenance program consists of 3 major components which are seal coating, overlays and reclamation /reconstruction. Interim city engineer Shane Nelson will be provide insight into pavement maintenance programs that he has developed for other cities. Former Public Works Director /Principal Engineer Brian Olson did extensive work on this policy and his CC case dated 2/14/2012 will be referenced for the discussion tonight. Brian's case follows: 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 Horner, 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 Horner in an amount not to exceed $43,000