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HomeMy WebLinkAbout1999-1006 Study Session PACKET CITY COUNCIL STUDY SESSION Wednesday, October 6, 1999 at 12:00 p.m. Council Chambers 1. Presentation of Information on the Proposed Jurisdictional Exchange with ODOT along Highway 99. Council Communication Public Works Department Jurisdictional Exchange Discussion October 6, 1999 Study Session Submitted by: Paula Brown Approved by: Mike Freem Title: Discussion and Presentation of Information on the Proposed Jurisdictional Exchange with the Oregon Department of Transportation (ODOT) along Highway 99 (Siskiyou Boulevard,N. Main Street, and Lithia Way) Synopsis: The City has been working toward gaining approval of a modernization project and funding within the State Transportation Improvement Plan (STIP) for Siskiyou Boulevard(Highway 99) between a Street and Walker Avenue for many long years. In the process of approving this project for the 2002 construction year, ODOT has added a requirement for transfer of jurisdiction. The current Oregon Highway Plan requires that ODOT negotiate with local governments to transfer jurisdiction of ownership on their district level highways that are up for major improvements or modernization projects such as Siskiyou Boulevard. As a condition of approval of the full modernization project to accommodate bicycle travel, improve pedestrian access and safety concerns, and allocate bus turnouts, Ashland must consider accepting ownership of the improved street section. If the City does not accept ownership, then the modernization project will not be funded by ODOT. . In the process of these discussions, the remaining City portions of Highway 99 (N. Main Street and Lithia Way couplet and the south end of Siskiyou) were also evaluated for jurisdictional exchange possibilities, but put on hold until this initial section was finalized. The following highlights discussions that have been ongoing between the State and City staff. Recommendation: This item is for information and discussion only. Staff will bring this to Council under new business for a decision on the jurisdiction exchange with ODOT in the near future. Background Information: The portion of Highway 99 that runs through the City of Ashland, like many other portions of Highway 99, does not act like a state highway, but more like a city street. As noted above, the Oregon Highway Plan requires ODOT to negotiate with local jurisdictions to transfer ownership on major improvements of state projects that affect local jurisdictions. ODOT uses a predetermined formula for their state facilities when considering jurisdictional transfers. Their formula includes provisions for 20-year life and maintenance of the street \\FS I\SYS\USER\PAULA\COUNCIL\CC jurisdictional exchange info.doc facilities including signals, pavement, street lights, signage, bridges, railing and known drainage facilities. Their formula also includes major preservation projects (ie: pavement overlays) when deemed necessary. Staff members from both agencies have discussed options for the past six months. Exchange Options: Four different options have been discussed to compare the costs if the STIP project for modernization of Siskiyou from 4th to Walker is completed or not, and if Ashland takes jurisdiction of the N. Main Street Bridge or not. Each figure represents the present worth costs of completing maintenance between the years 2000—2020. ODOT Maintenance ODOT� aiuitenance ODOT Maintenance ODOT Maintenance LOCATION Costs with i Costs'w'th Costs without Costs without Modernization M Wrnization Modernization Modernization ODOT transfers N ODOT transfers ODO ee ODOT keeps Highway 99 Main St Bridge N am S ridge N Main St Bridge N Main St Bridge to Ashland to Ashland N City Limits—4th $ 1,855,369 $ 1,833,692 $ 1,855,369 $ 1,833,692 4th—Walker $431,624 '`� $431,624 $ 1,437,629 $ 1,437,629 Walker—S City $ 620,024 $620,024 $ 620,024 $ 620,024 Limits Washington St $.70,643 . 70,643'' $70;643 : :$`70;643. OO r X977,600 2;t9. .`-5980 $ 3�983rG65 �$ 3�9G 988 The difference between the"with or without modernization" is the Siskiyou Boulevard bikelane project. Right now, the STIP modernization project between 4`h Street and Walker Avenue is scheduled for construction in 2002 at$1,785,000. If the City intends on taking jurisdiction, the City can tailor the modernization project specifically for the Ashland's needs. Once the project is completed there is an additional $431,624 in"cash" to continue to maintain the new road section for the next 20 years. If the City declines to take jurisdiction, at least of the 4a'to Walker section,then the modernization project will not be funded and ODOT will consider completing an overlay project only on that section. ODOT's Basis for estimates of the 4th Street to Walker Avenue Section: The modernization project scheduled for 2002 essentially brings this section of Siskiyou Boulevard to "new" condition. As such, ODOT's maintenance formula expects that this facility is easier and less costly to maintain for the first several years. Over the 20 year period the expected maintenance costs increase to the annualized rate of$40,400 per year. Assuming the modernization occurs, ODOT is offering Ashland $431,624 to take ownership. This is in addition to the scheduled $1,785,000 for the modernization project. If the City chooses not to accept the transfer of ownership, then ODOT will most likely complete only a preservation overlay project estimated at$632,000 in the year 2002 and keep the street section in "fair" condition. UFSPSYMSERTAULAWOUNCIUCC jurisdictional exchange info.doc r Both ODOT and City staff are continuing to review the cost estimates. ODOT is considering adding to their maintenance cost estimates to reflect the cost of striping and sweeping. ODOT may also add to their overlay estimate to include the potentially significant cost of anticipated subbase replacement due to drainage problems over the years. These costs have been estimated by City staff to be as high as $286,000 and could be added to the potential modernization project. The 4`h to Walker section of Siskiyou Boulevard shows up as a priority project in the City's Transportation System Plan (TSP) at a cost of$1,200,000. The basis for this cost estimate is unclear. City staff has completed an independent estimate for full reconstruction of the 4`i'to Walker section for Siskiyou Boulevard. This estimate is difficult to develop as all of the design considerations and existing subsurface conditions are unknown. Staff looked at the section as if the whole thing was to be completely dug out, and a large portion of the subsurface was to be replaced and re-compacted. The estimate also includes full replacement of all curbs, gutters and sidewalk sections just to be on the high or conservative side. Our independent estimate yielded a cost of$2,100,000 for the construction work. Until a final design is completed and all of the necessary testing is done, we will not have an accurate picture of the total costs. Our estimate is within ODOT's range of$1,785,000, but is significantly higher than the TSP estimate of $1,200,000. Staff will continue negotiations with ODOT for a better understanding of costs and expectations for the jurisdictional exchange process. It may be possible to have ODOT help pay for subsurface deterioration if found during construction. Ownership Benefits and Detractors: As with any decision, there are pros and cons when accepting ownership of a facility. In this case, the primary concern is related to the financial burden placed on a City when jurisdiction of new facilities are received. Many of our community members currently perceive that the City already "owns"this section of the "City's" streets, and call us when there are potholes or other hazardous conditions. The City street crews do a considerable amount of the current pavement markings (line, curb and crosswalk painting), all of the street sweeping functions, and the majority of the snow removal in the winter. Staff has researched a variety of cities and counties and received their input as follows on the perception of the value and benefit/challenge received from such exchange programs: I) The City of Salem has done several exchanges with ODOT; both receiving sections from ODOT and giving up sections that are better managed by ODOT. One of the issues that Salem faced was the drainage concerns and maintenance agreements once the jurisdictions were established. Salem found that ODOT could maintain some of the sections better due to economies of scale, but the City had different standards than ODOT. 2) The City of Bend has positive experiences with jurisdictional exchanges and felt they were handled fairly. Bend did express concern over the prior condition of the road and road work completed by ODOT. Bend staff also stated that they chariged the character of the road and that ODOT gave the City"free reign" in the design and maintenance of the sections that were exchanged and taken by the City. 3) The City of Albany had a different experience in that ODOT took jurisdiction of a City street to create a couplet. The City had to push hard to have ODOT create the needed pedestrian, bicycle and ADA standards that would have been standard for the City. After working had to get what the City wanted, they felt it worked out well in the end. \\FSl\SYS\USER\PAULA\COUNCIL\CC jurisdictional exchange info.doc 4) The City of Medford has completed several exchanges with ODOT. The accepted funding and jurisdiction of the Riverside/Court couplet and used the funds to improve Barnett Road that was a high priority to the City. They had a positive experience with the exchange, and were able to have more local control. Staff's biggest concern with the exchange is the unknowns with existing drainage facilities and the unknowns with the structural condition of the road subsurface. If these can be addressed and if ODOT can assist during the modernization project, staff has nothing but positive reaction to the exchange opportunity. With the City's control of the facility, the City can enhance the maintenance, control the speeds, control the travel widths,parking, and add needed bicycle and pedestrian amenities. Yes, the City will have to fix potholes(which should be minimal on a well-reconstructed facility for at least the next 10 years), but will be able to control the maintenance schedule and ensure the facility is maintained to City standards. Yes,the facility remains designated as a"state" facility, but short of closing that route,the City would have total control over any modifications, signage, striping, parking, volume controls, etc placed on that facility. N. Main Street Bridge: City staff has been concerned with taking jurisdiction of the N. Main Street Bridge. There are concerns for flood handling capacity that have not been fully addressed. The financial difference in whether the City takes this portion or not, are insignificant. However, if this is under the City's jurisdiction and there are vehicular or flood carrying capacity issues, the City's responsibility are more clearly defined. Staff recommends ODOT retain jurisdiction of the N. Main Street Bridge section. Other ODOT Projects and Areas of Responsibility: In addition to the modernization project for Siskiyou Boulevard from 4`h Street to Walker Avenue, Ashland has three other projects funded by ODOT that are represented in the STIP: ❑ Signal Replacement on Lithia Way (Highway 99) between 2nd and Helman Streets; Operations program, estimated at$690,000 (programmed for 2001 construction) • Roadway Overlay on Siskiyou Boulevard from Valley View Road to Walker Avenue (MP 17 - 19.56 includes area outside City limits); Pavement Preservation program at an estimated cost of$1,503,000 (construction year 2001) • Roadway Overlay on Siskiyou Boulevard from Walker Avenue to I-5 (MP 20.84 - 24.12 which includes area outside City limits); Pavement Preservation program at an estimated cost of$1,503,000 (construction year 2003) If the City accepts the jurisdictional transfer of all of these street sections, then it would be up to the City to continue to make appropriate preservation and maintenance repairs. The funds set aside in the STIP would be a part of the funds used in the exchange. These STIP projects include sections that are outside of the City's boundaries and a portion would not be transferred to the City. The City could elect to take jurisdiction after the preservation projects are completed, but would not have any control of the type of overlay or any other improvements made to those sections. The City could elect to take jurisdiction prior to the preservation projects and use the funds for a complete upgrade to these sections, or other sections for that matter, now or in the future. The specific impact to Ashland's decision for these other sections is as follows: North City Limit (NCL) to 4ih Street: The preservation project(basically grinding and a 3+ inch overlay) for the City's portion of N. Main Street from the City's northern city limit US 1\SYS\USER\PAULA\C0UNC1L\CC jurisdictional exchange info.doc (basically just north of Schofield Street)to 4a' Street is estimated to be $822,000 (construction in 2001). The total 20-year maintenance costs offered by ODOT for Ashland to take ownership of this section is $1,833,692, which includes the preservation project. This section includes the one-way E Main Street/Lithia Way couplet from Helman to 4 Street. ODOT's offer includes the cost to repair the decking and railing on the overpass at Lithia Way which in their estimation is required in the year 2016. The City would determine when to complete the preservation project and may wish to include different parking, bicycle, pedestrian access improvements along with necessary maintenance pavement overlay. By accepting jurisdiction of this section, Ashland would receive just over $1,000,000 to fully maintain the section for 20 years at current maintenance standards in"like" condition. ODOT has rated this section of the street as "fair". Walker Avenue to South City Limit(SCQ: This section from Walker Avenue to the sduthern City Limits approximately 800 feet south of Tolman Creek Road is also scheduled for a preservation project in the year 2003. The preservation project is estimated at$337,000. \\FSI\.SYS\USER\PAULA\COUNCIL\CC jurisdictional exchange info.doc I I W p o 'aAV daA7tlM Q w 3 anvNIVIN ON o�wq 404 O o 0 ..P y O O. p4 7j�� »� \ , - - — f E ��! f § B ƒ | cc 4)\/_ � ° - Z% } / \ \ — { / ) § jbQ6 \ cm ■ § 4D 4)@ { \ ) � L _z. ƒ\ 2[ /) . ■ ■) 0 Z / k 93 4 a ° } " _ ~ | ! 4. 0) - - cm ( ƒ � c - & _ | i \ 2 | § / co _ § 72 ! § \ � / _ � 0 f ] / \ � \ © — — = � � § roll >1 ■ � k § � } { ) § § ! § & % a ■ _ CM 0 w Q . Z Z . O ; U.1 E E . : ' _ ' : . : . . : . : ' ; . . HELP PLAN ASHLAND 'S FUTURE "Community Conversations about Living and Working in Ashland" Meeting Agenda ♦ Welcome ♦ Mayor & City Council Introductions ♦ Short Presentation on City Operations/ Strategic Planning ♦ Purpose - solicit information from the community to shape the future ♦ Community Conversation 1. Discuss how things are going in Ashland - is the City being responsive to community needs 2.What are the highest priorities for the City to address now and in the coming five years 3.Other suggestions or comments 4.Complete a short questionnaire about City services and programs