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8.c)1) 2011 Seal Coat Project d Meeting Date: 6/21/2011 Agenda Item: � G�'1 � J City Council Agenda Report City of Scandia 14727 209`t' St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve plans and specifications and advertisement for bids for the 2011 Seal Coat Project. Deadline/Timeline: Tentative timeline: Advertisement for bids: June 21 Bid opening: July 18 Award of bid: July 19 Construction begins (tentative): July 25 Background: • The City Engineer has recommended a seal coating project for 2011, targeting roadways that have been crack-filled but not seal- coated, and having a PASER rating of 6 or higher in the city's Pavement Management Plan. The project would also include sweeping of roadways seal-coated in 2010 to pick up remaining loose aggregate. • Recommendations for 2011 contractual maintenance activities were reviewed with the Capital Improvement Committee at their meetings in May and June (see meeting notes, attached.) • The 2011 budget includes $300,000, approximately$200,000 of which is available for the seal-coating project. Part of the remaining budget has been preliminarily allocated as follows: Dust control, gravel roads: $10,000 Mayberry drainage repair: $25,000 185�' St. rebuild: $4,000 Pilar ditch improvements: $4,000 Abandon well/remove tanks: $4,250 Patching(contractual): $15,000 Total: $62,250 • The remaining funds (approximately$37,750) would be available to address problems with 237`h St. west of Oldfield, and any other patching that might be necessary. A large section of pavement on 237`�'has deteriorated beyond what can be corrected by patching. The cost to reconstruct the street was estimated to be from $70,000 to $160,000, depending upon the method and length of road repaired. The Capital Improvement Committee recommended that (until the city develops a comprehensive street maintenance policy, including how to handle reconstruction projects)that Page 1 of 2 06/16/11 dangerous pavements be removed and restored with a gravel surface. The City Engineer will be making specific recommendations concerning 237t'' St. Recommendation: I recommend that the Council approve the plans and specifications and advertisement for bids for the 2011 Seal Coat Project, as recommended by the City Engineer and the Capital Improvements Committee. Attachments/ • Letter dated June 16, 2011 from City Engineer Paul Hornby Materials provided: . Capital Improvement Committee Meeting Notes for May 19, June 1 and June 9, 2011 Contact(s): Paul Hornby, Bonestroo 651 967-4625 Prepared by: Anne Hurlburt, Administrator (201 1 road maintenance project) Page 2 of 2 06/16/11 Meeting Notes Scandia Capital Improvement Committee May 19, 2011 The meeting of the Scandia Capital Improvements Committee was called to order at 7:10 p.m. by Mayor Randall Simonson. Committee members present were: Jim Schneider, Christine Maefsky, Steven Philippi, Michael White, Bill Havener,Ned Froberg, Jim Finnegan, Anne Hurlburt, and Steve Thorp. Members absent: Mike Harnetty, Arden Johnson and Colleen Firkus. Guests present: Council Member Sally Swanson and City Engineer Paul Hornby. Members of the Committee were introduced. Administrator Hurlburt gave an overview of the Capital Improvement Program (CIP) adopted by the City Council in December, and the status of projects included in the 2011 budget. The Committee will need to make any recommendations for 2011 Contractual Road Maintenance and Repairs before the June 21 City Council meeting. Recommendations that would affect the 2012 budget will need to be made before the Council budget sessions that will begin later this summer. City Engineer Hornby reviewed the Pavement Management Plan completed in 2008. He explained the life cycle of a roadway and the strategies that can be used to extend pavement life. The plan includes alternative levels of maintenance depending on the average condition rating desired. Maintaining the current condition would require approximately $600,000 per year. The actual budget available in the past couple of years has been about $200,000 for pavement maintenance, not including small patching projects and other small contractual road maintenance that the city does each year(about $50,000 total.) He explained that most roads that could benefit have been crack-sealed, and the priority for 2011 should be to sealcoat those that have not yet been sealcoated. Staff provided a preliminary list of the small contractual maintenance projects for this year, which total about $61,000. The largest project on the list is a drainage repair on Mayberry. The 2011 budget was increased to $300,000, leaving about $238,000 for major pavement maintenance and repair projects, including the recommended sealcoating. The amount available for sealcoating will depend how much the city needs to spend to address a problem on 237th St., one of the lowest rated roads,just west of Oldfield. The pavement has failed, and depending upon the method and length of road repaired, the cost could range from $70,000 to $160,000. There are other roads rated as poorly as 237�',but no funds are reserved for their reconstruction (except for a portion of Quinnel) nor has the city adopted a policy for financing reconstruction. Annual budget appropriations inadequate to cash flow a reconstruction program, and the city cannot borrow without assessing a part of the cost. Assessments would be difficult in today's political and economic climate. Committee member Froberg questioned whether the city can afford the pavement management plan, and if Scandia should allow roads to return to gravel which might be less expensive to 1 maintain. Staff explained that returning some sections to gravel until such time as the residents might request and agree to be assessed for a paving project would be an option. Froberg stated that he had studied the issue and he believes gravel roads are more economical. Engineer Hornby said he has reviewed and conducted other studies that may have different conclusions. A decision on how to maintain and/or reconstruct existing paved roads is a policy decision that will need to be made by the City Council in consultation with the community. The condition of 237th raises the issue of how the city will deal with road reconstruction, as whatever action is taken may set a precedent for the future. Hurlburt reviewed some of the other issues for the CIP update, including whether there should be a major street paving project in 2012/2013 and updating the equipment replacement plan. She suggested that the Committee could repeat a road tour if desired, and choose what issues on which to spend their time. Christing Maefsky expressed interesting in learning more about communities that may have reverted roads from pavement to gravel. Froberg said he had found many examples from the US and Finland. A decision on this issue may need to be made before a decision can be made on 237th or on a future paving project. Mayor Simonson pointed out the need to be transparent and share all information with the public. Meeting dates were set as follows: � Wednesday, June 1, 7:00 p.m. • Thursday, June 9, 7:00 p.m. After discussion, the group consensus was that the next meeting should be spent in discussion about paving versus gravel. There will be no road tour this year, but Committee members may drive around on their own. Members will send all information to Administrator Hurlburt no later than the end of the day on Thursday, May 26. The Committee also agreed to put the following meeting date on the calendar, to look at the overall CIP update: • Wednesday, June 15, 7:00 p.m. Departments will be asked to update their cost estimates and timelines by the June 9 meeting to be ready for the meeting on the 15th The meeting adjourned at 9:02 p.m. Respectfully Submitted, Anne Hurlburt Administrator 2 Meeting Notes Scandia Capital Improvement Committee June 1, 2011 The meeting of the Scandia Capital Improvements Committee was called to order at 7:08 p.m. Committee members present were: Jim Schneider, Christine Maefsky, Steven Philippi, Bill Havener, Jim Finnegan, Anne Hurlburt, Steve Thorp, and Colleen Firkus. Members absent: Mayor Randall Simonson, Mike Harnetty, Arden Johnson, Mike White and Ned Froberg. Guests present: Council Member Sally Swanson and City Engineer Paul Hornby. Meeting notes from May 19, 2011 were reviewed. Administrator Hurlburt outlined some of the questions that needed to be addressed by the committee. What repair option to use on 237`h Street? How will future contractual road maintenance dollars be applied? What does the committee recommend for the paving project in the CIP? The Planning Commission is starting to review subdivision regulations and what will the committee recommend for new road standards? City Engineer Hornby provided several articles about states and counties reverting paved roads back to gravel as they can't afford to resurface it. The roads discussed were mostly low volume, rural roads. Hornby identified state standards for high volume counts as 150 vehicles per day, but thinks it has been increased to 400 trips per day. Hurlburt indicated a formula for estimating counts is one house equals 10 daily trips. While the 236th/237`�' loop has 25 houses, 237`h itself has only 8 or 9 houses. When looking at traffic counts, feeder roads also have to be considered, like Penfield, Paris & Perkins feed into Pilar. Hornby confirmed that the current Pavement Management Plan is to maintain roads with a PASER rating of 7 and above at $600,000 per year. Finnegan asked if the city could maintain roads with rating of 5. Schneider stated he would not like to throw money away on lower grade roads. The Committee recognized that current annual maintenance expenditures will keep the city behind on its road maintenance plan. Hurlburt asked Hornby for an estimate on milling and graveling 237`h. Hornby indicated it would depend on the subgrade. If there is enough gravel in the subgrade, they could grind it up with the pavement, add some gravel and smooth it out. If there is not a decent subgrade, which no one thinks there is, the bituminous would be hauled out and replaced with gravel. That would cost about $30 per foot times 1,200 feet equaling $36,000. The city would also have to get a machine to mill the bituminous. Someone asked if there were any more roads that were ready for milling now. Melanie was identified as the next worst, but patching seems to be working there and the consensus was to leave any pavement we have until it is absolutely necessary to reconstruct the road. Hornby addressed some questions about micropaving done on Hwy. 97 and some county roads. Hornby indicated the county was not happy with the results,plus it is double the cost of seal coating. Hornby indicated the ideal plan would put every road on a 5 year maintenance cycle for seal coating. This would only work with roads rated at 6 or 7 and above. The goal is to get a road to 1 last 30 years. Older roads were not built with the same standards and would need reconstruction sooner. Ever road will eventually need reconstruction. There appears to be no other options for 237th but to mill and gravel it. It was suggested that Hornby get some borings to see what kind of base is there, and see if it worth getting a reclaim machine, or just chunk out the pavement and gravel it. A Committee member suggested the Public Works crew could break up and haul out the bituminous and spread the gravel. The issue of setting a precedent was raised. Hornby suggested the city have a roadway policy that incorporates an assessment policy. The policy would address a maintenance cycle, when roads would be re-rated, when roads would be re-graveled, the process for residents who want paving, and how road maintenance would be addressed based on road rating. The committee suggested having public meetings to educate residents on road maintenance issues and costs. Possibly notify residents of roads rated 1 and 2 that may be turned back to gravel. The process of establishing a roadway policy would need to be started now in order to have something in place by this time next year. Other roads with issues and low volume traffic, like 197th, Quint and 205th to the Log House Landing, could be designated minimum maintenance roads as it is too costly to fix to allow for year round maintenance. Hurlburt summarized the discussion to recommend to the City Council: 1) Do a seal coating project to maintain roads rated 7 and above; 2) Mill or break up areas of unsafe pavement on 237th and gravel; 3) Work on a road maintenance policy and assessment policy; 4) Determine traffic volumes, subgrades and road conditions; 5) Move the paving project out another year until there is a roadway policy in place; 6) Hold public meetings to educate the public and get public input; 7) Confirm high road standards on new paved roads for the Development Code. Hurlburt mentioned that changes in state law may give the city other financing options, such as street utility fees to maintain roads outside levy limits. Also, as the city has under spent the budget over the last couple years and built reserves back up, there may be some funds available from excess fund balance. Council Member Swanson suggested a sidewalk maintenance policy be developed, too. Next meeting is scheduled for Thursday, June 9 at 7:00 p.m. At that meeting the committee will review the CIP, receive the Park Committees input and other depariments input. Hornby will have a map of the roads to be seal coated this year. Packets will go out on Tuesday. It was suggested that packet info be sent in a PDF format by email. Hurlburt pointed out that not everyone has email or checks their email regularly. Meeting adjourned at 8:30 p.m. Respectfully submitted, Colleen Firkus Treasurer 2 Meeting Notes Scandia Capital Improvement Committee June 9, 2011 The meeting of the Scandia Capital Improvements Committee was called to order at 7:00 p.m. by Mayor Simonson. Committee members present were: Mayor Randall Simonson, Council Member Jim Schneider, Steven Philippi, Jim Finnegan, Bill Havener, Mike White, Ned Froberg, Anne Hurlburt, Steve Thorp, and Colleen Firkus. Members absent: Christine Maefsky, Mike Harnetty, and Arden Johnson. Guests present: Council Member Sally Swanson and City Engineer Paul Hornby. Meeting notes from June 1, 2011 were reviewed. City Engineer Hornby handed out a color coded map showing roads to be seal coated in 2011, extra roads that could be added if the bids and budget allow, and roads that will need re-striping after the seal coat. Other streets coded were for remaining roads that were routed and seal coated in 2009, and roads rated 7 or higher that have never been seal coated. Roads to be swept clean were also identified due to complaints of loose rock from last year's seal coat project. Public Works Supervisor Thorp suggested a second sweeping be added to seal coat contracts. Hornby estimated the project cost to be $190,000, which includes striping, plus $2,500 for sweeping. The goal is to get the rest of the "purple"roads next year and the rest in the third year. This leaves $60,000 for other projects, such as dust control, ditching, patching and any other minor road maintenance needed. The remaining $30,000 of the budget is allocated for repairing 237ih Street. Residents of 237`h Street were present and were given an opportunity to voice their concerns and questions. Steve Yehle recognized the current council inherited the current road situation and wondered about regular maintenance in the past. Patching has been the only maintenance done on 237th. Yehle asked if changing this portion of the road to gravel is a short-term fix, or are all roads going back to gravel. His expectation when moving there was a blacktop road would be maintained. Administrator Hurlburt indicated a new road policy would address these questions. Tara Hopkins indicated she did not want to live on a gravel road. Kevin Olson asked what the maintenance cost is for gravel. Engineer Hornby stated it appears that 237`h will need a subgrade correction before paving with the question being how deep. Yehle asked if dust control would be applied and staff indicated all gravel roads would get one application. Mayor Simonson asked if any places want to test roadway material. Hornby said it may be possible a geotextile company could be interested in doing something with the subgrade. Froberg asked if the city can modify the gravel it uses. Thorp suggested using a class 2 gravel which would bind better. Olson suggested using trap rock,but it is more expensive. Mayor Simonson asked if the city can do dust control more frequently. Staff indicated it was a contractual arrangement and the city did not have the equipment to do it. Hornby indicated it was a low volume, low speed road so it will need less maintenance than a higher volume gravel road. The goal is to make 237th safe and only dig up the part that is broken up. Staff will look at material options for the least amount of dust. Hornby said ideally he would like to do a couple of borings to see if replacing the subgrade was necessary, or if the city can just keep adding material. Yehle asked how he can stay in the loop as to what will be happening with his road. Hurlburt suggested he sign up on the city's website for email notification of ineetings. She also suggested the CIP Committee will meet again in the fall to start working on a road policy. - Scandia Capital Improvement Committee June 9, 2011 Page 2 Next, the committee reviewed the CIP Projects from 2012 through 2016. The first page was existing active projects. Most cost estimates were updated/increased. A few dates on equipment replacement were extended as well. It was decided to remove the Zamboni from the replacement schedule, or re-categorize as being funded by other sources such as donations. The Lighted Ballfield infield improvements were given a cost estimate of$12-$15,000 and the date moved out to 2014. Cost is to be partially funded by the Softball Association. Existing Active Projects with No Changes were reviewed as well as Proposed New Projects. A skid loader, trailer and attachments, and a grader were added with an acquisition timeline. The rest were added as pending projects. Lastly, the committee reviewed the Equipment Replacement Fund Cash Flow. Keeping current funding at $80,000 per year, from transfers of affected departments, will necessitate borrowing for future equipment needs. Increasing the funding to $150,000 annually will allow the city to replace equipment with significantly less borrowing. Hurlburt stated she would put a draft of the committee's recommendations for the Council to review and to discuss at the first budget session. Meeting adjourned at 9:15 p.m. Respectfully submitted, Colleen Firkus Treasurer 2335 Highway 36 W St.Paul,MN 55113 Te1651-636ji6D0 Fax 651-636-1311 www.bonestroo.com June 16, 2011 �Bonestroo Mrs. Anne Hurlburt,Administrator City of Scandia 14727 209th Street N Scandia, MN 55073 Re: 2011 Seal Coat Project Authorize preparation of Plans and Spec�cations Approve Plans and Specifications and authorize Advertisement for Bids Bonestroo Projed No.: 568-11141-0 Dear Mrs. Hurlburt: As part of the pavement management pian, the 2011 Seal Coat Project has identified streets for maintenance this year. The consensus of the Capital Improvement Committee was to move forward with the preparation of the seal coat project as the major maintenance project for 2011. In order to meet seasonal construction timelines for seal coating, construction plans and specifications have been prepared and are ready for formal approval. The project includes seal coating of roadways that have been crack filled in previous projects, sweeping of roadways seal mated in 2010 to pick up additional loose aggregate,and Identifies additional streets for seal mating in 2011, if favorabie bidding atmosphere allows for additional work under the authorized project budget. The plans include the following streets: 2011 Roads to be Seal Coated 240th Street N (West of Manning) 240th Street N (East of Manning) 202nd Street N (West of Manning) 228th Street N (Manning to Lofton) 239th Street N 232nd Street N 238th Street N Meadowbrook Avenue N 235th Street N (West of Meadowbrook Avenue N) Lofton Court Nolan Avenue N 236th Street N Morgan Avenue N 240th Street N (Morgan Avenue to Oldfield Avenue) Olgilvie Avenue N 223rd Street N Paris Avenue City ofScandia pa�1 z011 Seal Caat Project June 16,2011 2011 Roads for suoolemental SweeQj,pq 218th Street N 213th Street N (North of TH 97) 213th Street(East of Oren Avenue N)and Oren Avenue N Meadowbrook Avenue N (North of TH 97) Meadowbrook Circie Newberry Avenue N and Newberry Court N Odell Avenue N, 209th Street N, and Odell Court N 202nd Street N (West of Olinda Trail) Ostrum Avenue N Oland Avenue N Parrish Road N, 215th Street N, and Pennfieid Avenue N Fire Station Parking Lot Additional Streets for Seal Coatina depending on Bid Results Pickett Avenue N Pomroy Avenue N 235th Street N (East of Hwy 95) Quentin Avenue N Quarry Avenue N The City has budgeted $200,000 for the 2011 project. We request the City Council authorize preparation of plans and specifications,approve plans and specifications,and authorize advertisement for bids for the 2011 Seal Coat Project. The project schedule is antiapated as follows; Approve Plans and Specifications June 21, 2011 Open Bids ]uly 18, 2011 Award Contract July 19, 2011 Begin Construction July 25, 2011 Please do not hesitate to contact me with any questions you may have regarding this project. Sinoerely, BONESTROO ��� Paul Hornby, P.E. City Engineer (651) 967-4625 . --�-o-a.—��„N �R ... ,��,.0 � � � . : � �� - ,, . � J.�3COMd LVD�1V35 i I OZ � : : ' �o J� VlOS3NNIW'VIQNVJS = - sy `� �� ? r i �{ Q ��JJ ��JJ � W � m � � � � 0 � � � � � � " � � J J J J � a � UU � � � . 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