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HomeMy WebLinkAbout2014-0420 Study Session PACKET CITY OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, April 20, 2015 Siskiyou Room, 51 Winburn Way 5: 30 p.m. Study Session 1. Public Input (15 minutes maximum) 2. Look Ahead review 3. Pavement management strategy 4. Downtown parking and multi-modal transportation ad-hoc committee update Immediately following the Study Session the City Council will hold an Executive Session for the purpose of employment of a public officer, employee or agent pursuant to ORS 192.660(2)(a) In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST MEETINGS ON CHANNEL 180 OR 181. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** Responsible 4127 4128 614 616 6118 6119 6/1 612 6116 6116 716 717 7120 7121 813 8/4 8117 8118 8130 8/31 9/1 4/27 ` Joint Meeting 6:00 m Council Chambers 4/27 1 Joint meeting of the Parks Commission and City Council Admin/Parks JNT 4/28 Wildlife Summit 6:30 - 8:30 pm) Community Center 4/28 2 As discussed at the December 15. 2014 Stud Session FORUM 5/4 Stud Session (in Siski ou Room 5/4 3 Discussion of City Recorder compensation and Charter amendment Admin SS Dave/Tina 4 Discussion of quorum requirements for boards and commissions Admin SS (request of Council Dave 5/5 Regular Council Meeting 5/5 5 Annual resentation b the Historic Commission Bill CD PRES 6 National historic month proclamation Diana Admin PROC 7 American craft beer week proclamation Diana Admin PROC 8 Annual appointments to commissions & committees Barbara Recorder CONS 9 Doug McGear Legal Services Contract Dave L. Legal CONS 10 Public hearing on utility rates (Mike, Mark, Lee) Electric, PW, PH Finance RES 11 IGA with ODOT re Welcome Center Dave L. Legal uNFW Annual report on use of force, crime rates, Will Dodge Way and Police 12 downtown enforcement efforts Terr NEW y) I 13 Annual risk management report Lee Finance NEW 14 Annual sweatshop-free purchasing report Lee Finance NEW 15 Ordinance authorizing the City Council to establish parking fines Finance ORD-2 (Lee) 5/18 Stud Session (in Siski ou Room 5/18 16 Age-friendly and healthy communities (request of Councilor Admin SS Seffin er 17 Discussion of Housing Trust fund (request of Councilor Marsh Admin SS 5/19 Regular Council Meeting 5/19 18 Annual presentation b the Wildfire Mitigation Comm John Fire PRES 19 Annual presentation b Mike Cavallaro re: RVCOG Dave Admin PRES 20 Approval of Banking Services 5 -year contract Barbara Recorder CONS 21 Annual approval of Ambulance Renewal John Fire CONS 22 Public hearing on miscellanous fees and charges (Lee) Finance PH RES 23 First reading of Normal Avenue masterplan ordinance CD PH ORD-1 ORD-2 24 Quarter) financial report Lee Finance NEW Page 1 of 3 4/15/2015 City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** Departments - - - Responsible ~6/1 Stud Session in Siski ou Room 611 25 Discussion of Cascade Siskiyou Monument (request of Councilor Admin SS Marsh 6/2 Regular Council Meeting 6/2 26 Annual presentation b the Band Board Admin PRES 27 Annual Approval of City of Ashland Employee Health Benefits Plan HR CONS (Tina) 6/15 Study Session (in Siski ou Room 6115 6/16 Regular Council Meeting 6/16 28 Second reading of Normal Avenue master Ian ordinance CD ORD-2 7/6 Stud Session (in Siski ou Room) 1 7/6 7/7 Regular Council Meeting 7/7 7/20 Stud Session in Siski ou Room 7/20 7/21 Regular Council Meeting 7/21 29 Annual resentation b the Forest Lands Commission (Chris) Fire PRES 8/3 Stud Session in Siski ou Room 813 8/4 Regular Council Meeting 8/4 8117 Stud Session in Siski ou Room 8117 8118 Regular Council Meeting 8/18 30 Annual presentation b the Conservation Commission Adam Admin 8/30 010 8131 Stud Session in Siski ou Room 8/31 Admin 9/1 Regular Council Meeting 9/1 Page 2 of 3 4/15/2015 Uook Ahead Council BMeeting Tp CHANGE**** of AsD F C ANp SU3EC-T City RAF ***THiS 1S A won pates 2p15 od. Ion Commission Commission FeWar 17 -Trans _ Tree GommisSion March 17 Commission mission A ril 21. Historic +ti anon Com Ma 19 -Wildfire M B390 Board mission June 2 - ands Com t 18 ission Augus o on e~ ati+on Comm od Commission ,u tembef 15 -Alt Commission Commission Human Services October Zg "public Ads November 17 - Housin and mission m ^T„ plannin Com December15 - - Te @9 Sc r1 t al Ne 9tb0f n0od re nest of Coundlor Voisin C1w0 6d twances re Norm & Com ensation Stud Discussion of Class e agreements resolution Update of franO)is 411512015 page 3 of 3 CITY OF ASHLAND Council Communication April 20, 2015, Study Session Pavement Management Strategy FROM: Michael R. Faught, Public Works Director, Public Works Department, faughtm@ashland.or.us SUMMARY This is an informational update for the City Council on the current condition of streets in Ashland. The report outlines historic shortfalls of street funding, pavement life cycles, pavement condition index, recommended pavement treatments and recommends changes to the street user fee methodology. BACKGROUND AND POLICY IMPLICATIONS: Ashland, like other public entities across the nation, has struggled to find sufficient funding for projects identified in its Transportation Plans and/or for routine street maintenance. Details of Ashland's recent history on the subject can be found in the October 1. 2007, Council communication outlining the findings of the City's Transportation Financing Task Force and the February 17. 2009, Council communication. In summary, the October 7, 2007, report identified a $2 million per year short fall and the February 17, 2009, report recommended a pavement management strategy that focused on slurry seals and overlays as a priority over streets that had already fallen into the reconstruct category. Pavement life cycles Street life cycles are not unlike the life cycle of a roof on a house. Like a roof, a street has a design life of 20 years and if the street is not maintained during those twenty years and water is allowed to penetrate the surface, structural failures develop. In contrast to a roof, structural deterioration of a street is significantly more expensive to repair. Typically a new street looks relatively new through the first 15 years of life; however, in the last five years an unmaintained street will begin to deteriorate very quickly. If a street does not receive some kind of maintenance treatment (crack seal, base repair, slurry seal or overlay) it will likely fall into a reconstruct category. Given this life cycle, the most cost effective pavement management strategy is to overlay an arterial or collector street at year 15, which then gives the street section a new 20 year life cycle. Neighborhood collectors and residential street life cycles can be extended to 25 years with routine base repair, and crack sealing followed by slurry seals. The following graph demonstrates a typical street life cycle with routine overlays every 15 years. Age of Asphalt Page 1 of 3 r`, CITY OF ASHLAND Slurry Seals F10 Overlay 4 i Overlay .4i Overlay 100 PCI ` 01 5 10 15 20 25 30 35 40 45 50 55 60 65 70 Age of Asphalt This strategy is the most cost effective way to maintain a street system. Overlays cost about $285,000 per mile (based on a 28 foot residential paved section) as compared to street reconstruction at about $1.4 million per mile. To put this in perspective, doing nothing and letting Ashland's 91.7 miles of streets fall into the reconstruct category at $1.4 million per mile would cost $128 million whereas timely overlays at $285,000 per mile would cost $26 million. The North Mountain Avenue Hersey to I-5 Street Overlay project is a good example of how costs can accelerate during the last 5 years of pavement life. This project was originally scheduled for an overlay in 2011 at an estimated cost of $275,000. Then, in order to complete the Hersey/Wimer North Main Street Re-alignment project, the North Mountain project was delayed. The project was added back to the 2012-2015 biennium budget with a cost of $350,000 to account for inflation. However, the actual bids came in at $655,300 as the number of base repair and asphalt dig outs doubled from the original estimate. Pavement Condition Index Determining the current pavement condition index (PQ of our street system has historically been determined by measuring existing defects through a visual evaluation format. Visual defects provide a good snapshot of the PCI; however, the best method of determining the PCI is to take core samples and street deflections (measuring the amount of pavement movement based on truck loading). This methodology provides a more detailed analysis of the current street status. Ashland hired a consultant to provide more detailed analysis. The consultant has provided the City with recommendations for maintenance that are based on the following assumptions: • Where surface treatment is warranted, microsurfacing is recommended for Urban Minor Collectors and slurry seal is recommended for Urban Neighborhood Collectors. • The percent of pavement repairs (digouts) was assumed to be 2% (of the overall pavement area for each street) for pavements in good condition, 5% for pavements in fair condition, and 15% for pavements in poor condition. We assumed that digouts would be done in areas of medium and high severity alligator cracking distress. The dig out pavement sections are provided later herein and consist of asphalt concrete over aggregate base over an aggregate base working platform. • Pavement reconstruction sections are provided later herein and are assumed to consist of full depth reclamation (FDR) consisting of asphalt concrete over in-place cement treated base. Page 2 of 3 I`, CITY OF ASHLAND Given that, staff hired Pavement Services, Inc., to evaluate all of Ashland's arterial, collector and neighborhood collector streets. Their findings (see attached Street Treatment Recommendations) recommend completing all pavement treatments within the next five years at an estimated cost of $13 million. Maintenance of the remaining residential system is estimated (based on visual ratings to determine PCI only at this point) to cost $19.7 million for overlays, and $500,000 for slurry seals. With the exception of slurry work, no other residential street projects would begin until the arterial, collector and neighborhood collector projects have been completed. Sta ffin r In addition to conducting timely overlays, it is equally important that our Street Division be staffed adequately to provide core maintenance services. Those services include base repair (dig out bad road sections), crack sealing (filling cracks with a rubberized material that keeps water from getting into the sub-surface) and prepping streets for slurry seals. Other annual street maintenance core services include repainting pavement markings, sign maintenance, etc. In order to effectively accomplish all of the core services, the proposed 2015-17 biennium budget includes four additional temporary staff positions. This will provide appropriate staffing levels needed to spend six months per year on the weather-dependent core services. Funding Needs Concurrent with the detailed pavement condition analysis, the Public Works Department is also conducting a Street Fund Cost of Service study to determine long-term funding needs and to ensure that the street utility fund is charging customer classes appropriately. The City's consultant, Hansford Economic Consulting (HEC), is recommending that we move away from the existing street user fee methodology and implement a new methodology that uses trip generation rates for customer classes identified in the ITE Manual so that fees are based on proportional usage of the trips generated by land use. Developing new proposed rates based on ITE codes will take some time and the consultant is planning on presenting a report with recommendations in October 2015. STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: N/A ATTACHMENTS: Street Treatment Recommendations Page 3 of 3 Mr, ....E A t Ne,'l-ia:4.. alaa.r~7 ~kli Cv ' J7 h~ la° 37 - "u^sirih7e 9t g".~`" ~ ~ fa a~ r0~ 6 10, 7, 3. 7wker 4 _ r o.. C3A 4 r ~ a , b r , t Inr~~n umrfkr... n, r _ x o . r$ 3 3 ~ ,.i (NepcXYP,e 1~6 < fir, r City of Ashland Public Works u o rWe e~ , ~ ~ a„~ 4~ Asset Management Data a `xK N~3€fh gar ,_d9a' P# p :all J Fttid p° ~tAttdand I Segments Recommendations Mill 1.0", Overlay 2.0° Fx,l) , Mill 2.0", Overlay 2.0° Mill 2.0", Overlay 2.57. c - itana ; anrn ~3: 9 Mill 2.0", Overlay 3.0° "ar A ` F ' Mill 4.0", Overlay 5 0" 40, Pak ! : p HUI ter Park n 7 xPark, Reconstruct Surface Treatment ' ~ a Z Q Astrd~e7 r a ,,.7 ~E wv 3 b7a~ ~e; p - raq `3 4 K~ tpd f i vi b ~~~1 SC t ltk a` Q $F Sit at 1!1~t 5, (Al v t a`~r~r in qa 401 -d R ti 0-11 O* K*A % k or r < a ?A wa+d YV i 673 m Ott, L` -E~ Y Mileage By Treatment Type Miles Of Reconstruct 2.85 €,kF,oen TO IN, Miles Of Mill 4.0" Overlay 5.0" 4.17 Miles 0 Mill 2.0" Overlay 3.0" 2.39y 000 Miles Of Mill 2.0Overlay 2.5" 5.74' Miles Of Mill 2.0", Overlay 2.0" 1.38 . ru adaLei Miles Of Mill 1.0'; Overlay 2.0 6.30 JIX Miles Of Surface Treatment 5.22 ti m, 3 k: l 20150408 Network Level Street Recommendations `#m NOT TO SCALE Sources: Esri, HERE, DeLorme, TomTom Jnterma'p; increment~P Corp., GEBCO, USGS, FAO, NPS, NRCAN GeoBase, IGN, Kadaster NL, Ordnance Survey, Esri Japan, METI, Esri China (Hong Kong), swisstopo, Mapmylndia, © OpenStreetMap contributors, and the GIS ser Co'` munity ` CITY OF -AS H LA N D Council Communication April 20, 2015, Study Session Downtown Parking and Multi-Modal Transportation Ad-Hoe Committee Update FROM: Michael R. Faught, Public Works Director, Public Works Department, fau htm kashland.or.us SUMMARY This is an informational update for the City Council on the status of the Downtown Parking and Multi- Modal "Transportation Ad-Hoc Committee's work. While the University of Oregon Community Planning Workshop (CPW) provided energy and expertise to the downtown project, staff has decided to utilize a new parking consultant (who is familiar with Ashland), to complete the plan. Additionally, in order to increase multi-modal opportunities in the downtown, staff is proposing to reduce East Main from three lanes to two lanes (adding a bike lane and truck loading zones) in the downtown. Staff will apply for a 2018-2021 ODOT Statewide Transportation Improvement Program (STIP) grant to fund the East Main project. BACKGROUND AND POLICY IMPLICATIONS: The Downtown Parking and Multi-Modal Circulation Ad Hoc Advisory Committee has been working on the development of a parking management and multi-modal circulation plan over the last year. While staff appreciates the work accomplished by CPW and recognizes the energy and expertise they brought to the project, staff has decided to bring in a new parking consultant to complete the work on the Downtown Parking and Multi-Modal Transportation Plan. The new consultant, Rick Williams, is an experienced parking management professional who has completed work on several award winning downtown plans. Moreover, Rick was part of the consulting team that developed Ashland's 2001 Phase II Downtown Plan, so he is familiar with Ashland and its parking needs. Rick will begin working with the committee at its June 3, 2015, meeting which will be held at the City Council chambers. In addition to bringing Rick Williams in to complete the project, staff has also submitted a letter of interest into the TGM grant process for $35,000 in order to hire an architect to create concept drawings of the downtown based on the committee recommendations. Another component of the plan that will eventually come out of the process is improvements in the downtown for walking, bicycling, transit, and truck deliveries. At the February 4, 2015 meeting, staff presented draft concept drawings for making Main Street more multi-modal and creating distinct truck loading/unloading spaces. As part of the downtown parking and multi-modal circulation planning process, staff developed a draft concept for Main Street through downtown that reduces East Main from three lanes to two lanes, adds a bike lane and provides truck loading zones. At this point, the Ad Hoc Advisory Committee, Planning Page I of 2 11FALA CITY OF -AS H LAN D Commission, Tree Commission, the Historic Commission and the Chamber Board have reviewed the concept drawings. The Transportation Commission was scheduled to review the plan at its March meeting but the meeting was cancelled due to lack of a quorum. Feedback about the proposed East Main modifications has been, for the most part, positive to date. At the same time, ODOT is soliciting projects for the 2018-2021 STIP. Given that there is support/interest in the new East Main project and the next STIP process is out past 2021, staff is recommending that the City of Ashland submit a project grant application to ODOT for the project. In addition, staff is planning on hiring Al Densmore of John Watt Associates to assist the city in finding funding for the proposed East Main project and the East Nevada Street project. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: N/A ATTACHMENTS: 1. Map Key 2. Map A 3. Map B 4. Map C 5. Map D 6. 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