Agenda - Council Work Session - 06/24/2025

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2. 1. CC Work Session Meeting Date: 06/24/2025 Primary Strategic Plan Initiative: Address infrastructure needs. Information Title: Review Gravel Road Elimination Program Funding Options Purpose/Background: Purpose: Review funding options for Gravel Road Elimination Program (GREP). Background: Since 2004, the Public Works Committee (PWC) has discussed on numerous occasions the potential conversion of public gravel -surfaced roads to bituminous paved streets to allow for more cost-effective maintenance operations and to prevent the need to replace the road grader. In 2004, the city maintained roughly 12 miles of gravel -surfaced roads. About 10.1 miles of these gravel roads have either been paved since, or are proposed to be paved with private developments. The city currently routinely maintains approximately 1.9 miles of public gravel -surfaced roads. Maintaining these gravel roads during summer months requires using a road grader to remove potholes and "washboards" and restore crowns to the roads so they drain properly. In winter months, the road grader is primarily used to plow snow from gravel roads, though grading the surface may also be required. The city currently owns a 1999 John Deere grader, which is not identified for replacement in the Capital Improvement Program (CIP). If this grader were to be out of service for any length of time, the city would need to rent a replacement temporarily to help maintain our gravel roads. Attached are copies of recent PWC cases and meeting minutes that address Gravel Road Elimination Program (GREP) estimated costs and funding sources. Also attached to this case is a map showing the locations of the six (6) road segments identified for potential conversion from gravel -surfaced roads to paved streets through the GREP. Time Frame/Observations/Alternatives: Timeframe: Staff anticipates up to 60 minutes will be required to present and discuss this case and respond to questions. Observations: In 2011, the City discussed adopting a GREP but a formal policy was never adopted. Then when the City adopted a Special Assessment Policy in 2014, a statement was included in this policy that requires benefiting property owners to pay for 50-percent of the costs to convert a gravel road to a paved street. A copy of the Special Assessment Policy is attached. Until a Gravel Road Elimination Policy is developed and funded, staff will continue to explore and promote the elimination of gravel roads as part of City improvement projects and private developments. Staff are currently working to prepare plans and specifications for the purpose of obtaining bids for alT 2026 Pavement Management Program projects before next spring. Staff would therefore not be able to develop one or more GREP projects in-house for construction in 2026 so any projects proposed for 2026 construction would