02 24 CC PMP MemoM RA ORAN DUM
TO: Mayor and Qty Council
FROM: Lori ,bhnson, Qty Administrator
DATE February 21, 2014
SiRECT Pavement Management Policy
During QP discussions last fall, the Council directed staff to draft a Pavement Management
Policy (Policy). The Policy is needed to enable staff and the Council to forecast, plan for, and
fund consistent and proper maintenance of the City's streetsto extend the useful life of that
investment as long as possible.
Fin Wagner, Brad Belair, Dan ,brdet, and I began working on developing a policy in November
by reviewing current Oty maintenance practices and industry standards, identifying the City's
various street classifications and the design standards used historically and currently;
identifying an accurate, consistent, and easy to use pavement rating system; identifying the
policy decisionsthe Council will need to make in order to adopt a Pavement Management
Policy; and determining the resourcesand structure needed to implement and sustain the
Policy once adopted.
At the February 18, 2014, Public WorksSubcommittee meeting, thefirst draft of the Policywas
presented and reviewed in summary. Additionally, the Qty Engineer presented engineering
data, both industry standards and Otsego specific data. On Monday, review of the Policy will
begin with the full Council with at least one more work session planned before the Policy is
ready for adoption.
Attached isa copy of the draft Pavement Management Policy. Asyou read through the Policy,
you will notice that the finance section only a shell; it is not complete. We are waiting to
complete that section until after the Council's discussion on the maintenance section to ensure
that the financing methods and timing are compatible with the maintenance and
reconstruction policiesthe Council desires.
Before we discuss the broad policy decisions the Council needs to make, it is important to have
a sound understanding of the underlying data and engineering recommendations. Thus, that is
where we will begin our presentation on Monday. After the City Engineer has given the Council
a solid foundation of engineering information, Council discussion of the various decision points
in the Policy can begin. Those Council decisions indude but are not limited to the following:
1. Are all reconstructed streets re -built to current standards or allowed to remain as
originally constructed?
a. Concrete curb
b. Width
c. Sidewalks and trails added
d. Lighting
2. When does the City stop maintaining a road? For example, preservation maintenance
to hold it together until reconstruction instead of preventative maintenance to extend
its life?
3. Is the Pavement Condition Index (PCI) rating system acceptable?
4. If the Average Daily Traffic (ADT) count on a street is below 200, does the paved street
revert back to gravel? Isthe ADTan agreeable measure for making that decision?
5. Funding and cost allocation:
a. Which funding sources are used for which maintenance items?
b. Is adequate funding available to fund the maintenance and reconstruction the
Council wants?
i. What additional financing methodswill be considered, if any? e.g.
franchise fees, bonding, etc.
c. What is the cost allocation of maintenance and reconstruction between the aty
and property owner?
As I stated earlier, this is the first of at least two work sessions the Council will hold to discuss
the Pavement Management Policy. Staff is requesting Council input on each item and decision
point as we go through the Policy. This Policy is driven by the decisions the Council will make.
Staff will implement future street maintenance and reconstruction and allocate funding for
those projects based on the direction of the Council through adoption of the Pavement
Management Plan. Therefore, it is critical that the Council fully understands and supports the
Policy before adopting it. Staff members are prepared to assist the Council with additional
information, research, and analysis throughout the review process.
2