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4.b) 2012 Road Improvement Projects Meeting Date: 4/10/2012 r� Agenda Item: � e `� f � City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Receive recommendations on 2012 contractual road maintenance projects. Deadline/Timeline: Preparation of plans and specifications for any major project requiring competitive bidding should be ordered no later than the May 15, 2012 regular meeting to ensure completion this construction season. Background: • The city budgets annually for contractual road maintenance projects, with most of the funds targeted for implementation of the Pavement Management Plan that was prepared in 2008. • The 2012 budget is $300,000. Staff and the City Engineer have prepared recommendations for allocating these funds, as follows: Sealcoat/Patching Project $215,000 Other Contractual Patching 15,000 Dust Control 11,000 Tree Services 15,000 Road Striping(County) 6,000 Melanie Trail N. 38,000 Total $300,000 • A map and list of streets proposed to be included in the sealcoat/patching project is attached to this report. The streets selected are generally those that have not been sealcoated in six or more years and have a PASER rating of 5 or higher in the Pavement Management Plan. Some of these streets have never been sealcoated. • The cost estimate for other contractual patching is based on average spending over the last several years, for roads not included in the larger project. We expect to make this budget go farther in 2012 than in previous years. Staff now has the equipment to prepare areas for patching, and we will need to contract only for the paving portion of the work. • The cost estimate for dust control is also based on the average cost in recent years, as is the estimate for tree services. Page 1 of 2 04/OS/12 • The cost for 2012 road striping is estimated at $6,000 (about 4.15 miles.) City staff will sweep and mark the roadways, and Washington County does the striping; • Melanie Trail (on the east side of Bone Lake) is one of the poorest-condition streets in the city. It had a PASER rating of 2 in the 2008 study, and cannot be improved by patching. It is difficult to plow because of the condition of the pavement. The $38,000 shown on the table would be sufficient to remove the existing pavement, add some gravel and reshape the road, similar to the smaller project done on 237th Street in 2011. This work would need to be done even if the city decides to undertake a larger project to reconstruct the road in the future. • A separate sheet outlining options for Melanie Trail has been prepared and is attached to this report. The options other than turning the roadway back to gravel would almost certainly require that the city borrow money. This would require that at least 20% of the project be assessed to benefitted property owners. Some sample costs of such financing will be provided at the Council meeting. • If the Council decides to do nothing to Melanie Trail in 2012, staff will recommend that the funds be allocated to additional road patching. Recommendation: The Council should discuss the recommendations and give feedback and direction for the next steps. If the Council concurs with the recommendations for the sealcoating and patching project, the next step would be to order the City Engineer to prepare plans and specification for approval at a future Council meeting, in preparation for bidding the project. Further discussion will probably be required before the Council makes a decision on whether to schedule any work on Melanie Trail. You might consider holding a neighborhood meeting to get input from the residents. Attachments/ • Melanie Trail Options Materials provided: . Map-2012 Seal Coat Project • Table—2012 Seal Coat Project with Patching Cost Estimated � Ma�Year Streets Seal Coated • Map-2012 Contract Striping Contact(s): Ryan Goodman, PE, City Engineer (651) 967-4616 Prepared by: Anne Hurlburt, Administrator (road maintenance projects 2012) Page 2 of 2 04/OS/12 Melanie Trail Length = 5600' Average Width = 24' Options to Consider for Melanie Trail Improvements Full Reconstruction • Budget Amount/LF of Street = $140.00 • Full Reconstruction Totai Project Cost = $784,000 Recl�im and Realace Bituminous • Budgefi Amount/LF of Street = $75.00 • Reclaim and Replace Bituminous Total Project Cost = $420,000 Turn Roadwav back to Gravel • Budget Amount/LF of Street = $6.75 • Turn Roadway back to Gravel Construction Cost = $37,800 �\a�a\se5tiaa�coc�a,g�2coi� s;RivrC eCani a«q ti�u,�,:as :'ny �_' :Gi� z s;;� �R� 'I " � J � - - - N ti l '� N j: �; _� �; r-`i �� ? < / �� IfIRKAVE •-�(�^� � - � �- ��t,_..�-_--:. � �;�w � / n� I ��o ��J i� ��/' I I � si, i� .,� , �' l�'' �� / i.laAK i $� J G A �R�AVEN il y WI Lqy y , pRK,u�..;'�.J . �� f�� p; �1tlN �I� K f �"' � i{$ ' � :��.�:I-- Z� _' Iz �� A� ` Li� -�.E >tig 1p '�a -,,'.. n A��-��_—`v'$ c,� e� -f� __-��---r j - �,r i/`� �� 1I� ��- ' •,`�� • �� a �' nz � =`2�: � CO.RD.15 �.�� y I� 3� .� -�i .:\_ �Yy � e MANNINGTR.N T_— _ ___- --r-.�/ N �Olq . � '\� c. 7 �.j �� __ _ _-l'� . �e -: `� �� _ � �O�"' � -'�"M-- ---- ---�---� _ =-sr- ,__,� ■� � Z . � /l'm J _ nNNi�TR N. � fA Ro iS %�� S!� ♦ �'li 4� / A �.. . � J ' i 2 �� It�� .-...- � �i ' � l•�� i' -�J � t� ,..�. q �� '�� Z.;�. � �r �-J * % ,� "� �► I!� � ' I ��a `' (� N � }cf i'�i c1 5 lm1 � ��: r�b. ,_, �� ,� a \1 � � m �l ��`/ o�Z ��'�r � V J i7 � � � � �� •� �Q �� l_ `� � Z N,�. \ 1) � /t 2 Ii � �\__� _\�'.�- �il Cn� �� .____�.. _A.^t� G�. �f1 IO�ONAVE w __-__'_�/ 'i,.. � _- ` 1� ' ��- r7�=-=_ � �,/� �� N3�� r�_ �) r ,� � m � /� 8t / � ��_�� iwuuao F � $ --�„/ � �� `��_ �-'� �� l�•-- ,� � _ _� �,,��-----� ��---- � ` � �� ,��`, � �t�,� ��.' • �J"�� t ��. 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"i' _' - --_ _ . \�-.. � ��• �� -=``' �_ __'i' ._ .:;,..��..__._-.-_=_:"::% 11`,��`�. 1 1� f�. ,\`\ \'}�� \ O . \ • (^] n � � \ �. xn � " ',�, � � � —�— 1, S � f� ' v� � m { �/.�--� <� -ri-, 0 �. `�—r . - z D � N � � o - N ' `= SCANDIA MINNESOTA st.Paul OMice ',:'�'.>°r';.;w`';,"•'. ; .��- `°s'°"'-�``" I' i H> a i�.o�a � t �o x rw .sr�c r.a... =E 73J5 Wrsi Hig�v'%av 36 ws c�� u c.;�. o . - ,. � STR!PING ,#ig��rpp St VauI.MN55113 .� F _.Y, �r °>z�"_ � $ � vhone 651-636�460C � " I � ir> 451�636�11t1 „ - ---,_/::/ao+ d6GME5iROO IO_^n -.„n.^S^nn.�^ �.•[�e �.:A_L�: '.0 _ :c5`0 I� +, C�ty of��ant Proposal for Nev4� Ro�c� �olicy Road Maintenance September, 2011 lvhi�e serving in my capaclty as your Road Commiss�oner the G�y Engine2r and i havc The purpose of this report is to update the identified several area� in our current road residents of Grant the way your ma'mtenance pollcy that could be improved upon. My goal dollars are being used to mainlain these here is to improve one of them. Before the roads 'm Z011. I am very aware of the council votes on this road policy change we budget and am working to bnng the best would like to hear from each and every maioLenance for the dollar based upon the taxpaying resident In Granc. If you as�ist u� current road policy. Please feel free to v�ith your inpu[ it w�ll g�ve[he en6re council contact me if you have any questions, ideas and the rest of�he res�dents a clear picture or complamts. Without your input we may of the true "Will of�he Pcople" on th'�s �s�ue. not have complete informaUon on ycur road if this feedback process�vorks�,e!'i �^;e could or servlce needs. 1,'Ve have implemented a use it fn the future[o insure that we are truly ne�n�system of tracking complaints within the �� representing you on the big issues. City in order to serve you better. We have severai asphalt roads in Grant that Sincerely, have become a seasonal hazard to drive on and create a large annual expens2 keeping up with all the po[holes. Each year the Steve Bohnen expenses go up and che roads do no�oet Road Commissioner and City Council Member better. I believe that�ve should be looking Phone: 612-720-7492 down the road ten yea�s from no�v and be Email: s_.��,��p�n�_c,!��`��-a"�Lcc�� deciding and planning now how�ve want[o make the best use of our tax dollars. Thc City of Grant policy (R��ol,:iio�� 2005 ]22) of road conslruccion and repair is My proposal would be to allow the city to summarized as follows: participate up to 20%to�vards road reconstruction starting with the worst roads. Gravel Roads The roads would be identified by the Cicy Engineer and the Road Commissioner.The list that they creale would then be approved New. No new gravel roads are allowed by the city council. The neighborhoods on except conversion from paved as requested the list will have an opportunity to fix their by residents under special permission from roads with the city's 20°�o participation. If a the Council (although there is no pol�cy on neighborhood passes on the opportunity we this.) will move on to the next worst road. Maintenance. Gravel will be added to a road This proposal only includes reconstruction. tt as needed based upon traff�c volume, grae�el w�ould not fund new_construction or overlays. condition and budgeL Grading schedules are based on traffic volume, dust control, budget, and gravel condition (v,�here poor There are long term savings that support this condition reqwre�additional orading.) Dust proposaL For example the 20°ro city co-pay control is placed once per year ba,ed upon would be the equivalenC to patching the road traffic volume. In addilion, res�dents can over a ten year period except the city would purchase additional dusl concrol for th2ir appreciate about twenty five years of time road. Except for opt�onal dusl control all before the potholing will reach an expensive gravel maintenance is provided at the cost of level again. We would all be able to enjoy the City. driving on a road in good condition for the next twenty five years for less than half the expense of maintaining these problematic Paved Roads roads. New. Paved road construction or The funds proposed would allow the city to reconstruction (estimated at 5300,000 to participate with the residents in the 5a00,000 per m�le) is pa�d for by the reconstruction of about one mile of roadway residents who peticion and pay for their own per year. road conversion from gravel to paved. In addition, Grant has accepted paved roads in good condltion from the county and also The funds to pay for this change are requires paving on new roads in a proposed aL 570,000.00 this year. Divided by development or subdivision. Grant has paved the 2171 parcels in GranC[he average cosl hvo areas�vithout assessments where per parcel �vould be about 533.00 required by the steep grade of the road. Grant donated money to h1ahLomedi for one The best way to respond �vith your of their paving projects on Ideal. comments would be to use the ��o�d ��,c feccback fon�,�. Please state your nar�e, Maintenance. Crack filling and seat coating address and whelher you support the are City funded maintenance procedures that proposat to change our road pclicy to allow help preserve the road surface. An overiay the ciry to pay up to 20°;b tov�ard �s a two inch layer of paving installed when reconstructing our v��or��oad,and lhe other procedures are inadequate to preserve average tax increase of 533 per parcel cr the integrity of the road. This procedure not.Thc mformation e��ill be ava�lable to all typically extends the life of the road paving the members of Che councl �o read befc e by about 50%. It costs about 3120,000 per we vot2. mile and by policy is assessed 100%to the benefited property owners. Shouidering means maintaining the gravel shoulder of the P�ease contact me if you would like more paved surface to support the paving so IC details about the proposal or any of the isn't broken down by traffic. A paved road's current expenses wilhln the roads budget. general life expectancy is approximate�y thirty years according to the City Policy. If you have an interest 'm follovJing U�is issue through it's due proce5s cf cons�deration 2011 Maintenanee below is a tentat�ve schedule of dates to come and�oin us for di�cus�,on. Everyone and all questions w�ll be w�cicomed at Che General Maintenance informational meetings and the pub!�c Grant owns and has responsibility for hearing. maintenance of 31.16 miles of gravel road and 32.76 miles of paved roads. In addition, the state and county maintains 27.16 miles The schedule of public meelings is on the of road with Grant addresses. h��'"r`'-°� The snow plow contract is being bid for this Sfeve Bohnen winter. We hope to improve service and Road Commissioner reduce our costs through the bidding process. I will keep you informed on our progress, The City has begun the roadside mowing and brushing for 201]. VJe evill stretch the budget as far as we are able by using several contractors with proper insurance, contracts and equipment. We will be mowing every roads�de with at least one pass where it is passable. Drainage conCinues to be an issue on our roads. We will be replacing culverts and improving ditches as needed and allowed by the budget. The City was required by Federal mandate to complete a sign inventory by the end of this year and repiace all signs that do not meet minimum standards�vithin three more years. The inventory has been completed by our City Engineer and a plan is in the works. My goal is to replace missing signs yec this year. Street signs are very important to help emergency services to locate affected properties. If your Street sign is missing piease contact me at the contact information provided at the beginning of this report. Gravel Roads Gravel road maintenance consists of three primary procedures in addition to the general road maincenance discussed above. Grading, graveling and dust control are detailed below. A. Grading. The grading contract vdas re-bid for 2011 and local contractor Klein 6rothers cam2 in at a blended rale of 570 per hour. Because of tl�e savings from the prevlous contracC rale of�]00.25 (after the 3% inflation factor), a substantially improved grading schedule was implemeneed. This year a program to improve surface drainage and recapture 9ravel was impiemented on our gravel roads. We have been redaiming gravel that was plowed into the di[ches and moving it to the shoulders to dry then spreading it back on the road wl,�ile also improving the crown of Lhe road. You may notice some sod etc. temporarlly af�.er this gravel recovery. This process takes time but will ultimately save the Gty money while improving the road and its dralnagc. Generally, the grading schedule is based upon weather, traffic volume, qualily of gravel and dusc control. When che �veather is too wet or dry or if Lhere is dust control on the road, grading is limited. High volumc roads are graded on a weekly basi5. Low volume roads are graded on an as needed basis. B. New Gravel. New gravel was added ba�ed upon the greatest need as determined during the road tow by the Road Commiss�oner and City Engineer. The budget allov;ed 2.22 miles of gravel road Co receive 2 incl�es added to the base. Spot repairs will also be done on a orealesl need basis. The araveling policy thc council has approved i�thac every gravel road ��II get gravel eve�y 5 year5. The current funding level prov�de�for gravel every 12 years. The follovaing roads�n�ere araveled in 2011: 1. 80th Street, 2. Ideal south of County Road 12, 3. )amaca south of Co. Road 12 l0 68U� Stre2t, 4. Ironwood southern portion, and 5. Spot repairs as pricritized. C. Dust Control. Because of lhe inaea5ed cost of dust control the C�ty �vas not able to apply thls to as many roads a� in che pa5t few years. In addition, the dusL conlrol was not as effective in reducina gradino due to the number of large rain events experienced this year. The dust control was applied, based on tiraffic volumes recorded ii� Z003, to 56,000 running feet of city roads. The City spent 526,583 and saves approximately 24°ro of this cost on roads graded weekly. For example, Ironwood dust conlrol cost about 53,550 and reduces grading costs about 5840. In addition, there are undetermined Cily savincs on gravel and drivers'savings on car maintenance A second coat will be applied to a fe�v roads, with the highest counts, that are graded twice weekly. The budget of$40,000 will not be exceeded. D. I believe that a speciai note on Goodview Avenue is appropriate. Goodview is the highest volume gravel road in the City. However, it has very fe�v Grant resdents on the road. I have been working with the City of Hugo and White Bear Township to improve the road maintenance while reduang the cost to Grant resdents. This effort has successfully improved the road, reduced our share of maintenance costs and miproved our working rela[ionship with both of these neighboring cities. Paved Roads Paved road maintenance in 2011 consists primarily of pothole patching and crack filling.There are some identified spots where simple patching is inadequate and repairing the road base is needed for a more permanent fix. The budget in 2011 does not allow this level of repair. A. Pothole repair. Due to the ��eather conditions this last winter and the age of our roads we have had to expend a large sum to patch our roads keeping them safe and passabte. In order for this co be accomplished we have used money(rom Lhe seal coating budaet as we are up to date on seal coatinq. \Ne a�e continuir,g eo find potholes and are lrying to maximize our budget by timing the repair to comade with other maintenance. Potholes will conlinue to be an issue for the Gty next spring. My goal is to have all of the potholes filled, �nduding new arrivals this summer, repaired prior to the first snow giving us a good start to the winter. B. Crack filling. On roads that are in the appropnale cond�Uon t�-e are crack f�il�ng to keep the road in good condition. VJe have received a very good bid cn crack filling and are ablc to do more evork m Chis area U�an originally planned. C. Seal Coating. Seal coat'mo is appropr:ate on roads in good condition �vith fee^�or no potholes and little alligator crackmg �vhich are repaired prior to the application. The seal coating schedule is up to date so no seal coaling is schcduled fo�201]. In addition, oLher cicies that�ve normally b�d �v�th are no; seal coat'mg this year so thac il�vould not be cost effective. D. Shouldering. Shouldering work consists of placing or reinoving gravel to maintain the strength of the edge of the pavement and move the water off. E. While there is no plan or clty funding for overlay work, for which the policy calis for 100% resident assessment, some roads would benefit from an overlay and are in good enough condition to have a cost benefic. Thank you for ali of your input and support. I reaily appreciate you letting me know about your road issues.