030209 CC WS AgP
CITY OF SHOREWOOD 5735 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION SOUTHSHORE CENTER
MONDAY, MARCH 2, 2009 DINING ROOM
5:30 P.M.
AGENDA
Attachments Estimated Estimated Start
Time Time
(Clock Time)
1. CONVENE CITY COUNCIL WORK SESSION 5:30 p.m.
A. Roll Call
Mayor Lizée ____
Bailey____
Turgeon ____
Woodruff____
Zerby ____
B. Review Agenda
2. 20 YEAR ROAD PLAN Director of 3 hours 5:30 p.m.
Public Works’
memorandum
3. ADJOURN 8:30 p.m.
i
MEMORANDUM
~=Y OF
S T- E I To - l
5755 COUNTRY CLUB ROAD ® SHOREWOOD, MINNESOTA 55331-8927 ® (952) 474-3236
FAX (952) 474-0128 - www.d.shorewood.mmus - cityha(1@ci.shorewood.mn.us
Celebrating 50 Years s 1956 - 2006
TO: Mayor and City Council
FROM: Larry Brown, Director of Public Works
DATE: February 26, 2009
RE: Discussion Regarding the 20-Year Pavement Management Plan
Staff has been directed by the City Council to prepare a 20 Year Pavement Management Plan, and
to outline methods of financing for such a plan. While it is anticipated that this discussion will take
considerable debate by the City Council, it is hopefizl that this document and the supporting
attachments will aid the City Council in making the critical decisions for staff to set the stage for
implementation for such a program within the Capital Improvement Program.
Certainly, there are several components to this "puzzle". As staff considered the pieces of the
puzzle, the following list was composed.
1. The Current Pavement Inventory
IT. Annual Maintenance Costs and Programming
111. Restoration Methods and Associated Costs
IV. Means of Financing
V. Public Process
Undoubtedly, other components will be added to this list, as this process proceeds. Hopefully the
list and documents provided here will provide tools to conduct an effective discussion for the
decision malting process.
1. The Current Pavement Inventory
The City of Shorewood has 46.54 miles of roadways. Of that mileage, 8.59 miles of this is funded
by the Minnesota State Aid (MSA) roadway system. This leaves 37.95 miles of roadway that falls
directly on the City of Shorewood to maintain, from a financial standpoint.
®J® PRINTED ON RECYCLED PAPER
Mayor and City Council
20 Year Pavement Management Inventory
February 26, 2009
Page 2 of 6
Currently, the City uses the PASER Pavement Inventory tool. This evaluation and rating tool was
developed by the University of Wisconsin and is used many county and city organizations. For
brevity, the evaluation book has not been reproduced here. However, staff will certainly furnish
documentation of such, if needed. This material is also available on line at
http://tic.engr.wisc.edu/publications.lasso
The figure on the following page summarizes the system well. An evaluator assigns a numerical
value to the existing roadway condition. The rating of 10 is assigned to a new or newly
reconstructed roadway, and a rating of I is a roadway that has completely deteriorated.
It is noted in this process, that despite criteria provided, ultimately the individual performing the
evaluation must make a "guided subjective assignment" of a numerical value to the pavement of
interest. Undoubtedly, one pavement may be rated higher or lower than a pavement of similar
condition. However, other key factors such as drainage characteristics, known underlying soil
properties, and history that may not be visible to the naked eye may play a role in assigning a
different value than what is at face value. Hopefully, over a period, the rate of deterioration is the
vital criteria focused upon, versus a single annual numerical value. Certainly, staff is willing to
reexamine a value that the City Council or public feels is in error.
The pavements within the City have been evaluated and rated in 2005, 2006, and 2008 using the
PASER system. Appendix A of this memorandum provides the documentation of those ratings.
Results within Appendix A have been sorted by the 2008 pavement rating.
Previously, discussion has taken place that the City may want to consider setting a goal to keeping
roadways at a condition of 5 or better. The table that follows on page 4 lists the roadways that have
been rated less than 5.
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Mayor and City Council
20 Year Pavement Management Inventory
February 26, 2009
Page 4 of 6
Roadway
From
To
2008
Rating
Hardin Lane
Hardin Avenue
Cul-de-sac South
2
Hardin Lane
Hardin Avenue
Cul-de-sac (North)
2
Smithtown Lane
Smithtown Road
Cul-de-sac
2
Afton Road
Smithtown Road
Cathcart Drive
3
Amlee Road
Manitou Lane
Cul-de-sac
3
Glen Road
County Road 19
Manitou Ln
3
Glen Road
Manitou Ln
Dead End
3
Manitou Lane
Amlee Road
Glen Road
3
Meadowview Road
Valleywood Lane
Wild Rose Lane
3
Nelsine Drive
Eureka Road
Cul-de-sac
3
Star Circle
Star Lane
Cul-de-sac
3
Star Lane
Smithtown Road
Cul-de-sac
3
Valleywood Circle
Valleywood Lane
Cul-de-sac
3
Valle wood Lane
Eureka Road
Dead End
3
Vine Hill Road
State Highway #7
South city limits Chan
3
Club Valley Road
Yellowstone Trail
Wood Drive
4
Echo Road
Count Road 19
Country Club Road
4
Garden Road
Minnetonka Bld
Dead End
4
Gillette Curve
Minnetonka Drive
Cul-de-sac
4
Harding Avenue
Wedgewood Drive
Harding Lane
4
Lake Virginia Drive
Smithtown Road
Dead End
4
Mann Lane
Eureka Road
Seamans Drive
4
Maple Street
Lake Linden Dr.
End East
4
Rampart Court
Wood Drive
Cul-de-sac
4
Riviera Lane
Yellowstone Trail
Cul-de-sac
4
Seamans Drive
Yellowstone Trail
Mann Lane
4
Shad Island Point
Shad Island Circle
Dead End
4
Shorewood Lane
Smithtown Road
Cul-de-sac
4
Smithtown Circle
Smithtown Road
Cul-de-sac
4
Strawberry Lane
Smithtown Road
West 62nd Street
4
Sunn vale Lane
Meadowview Lane
Eureka Road
4
West Lane
Rustic Way
Garden Road
4
Wild Rose Lane
Grant Lorenz Road
Eureka Road
4
Table 1
Mayor and City Council
20 Year Pavement Management Inventory
February 26, 2009
Page 5 of 6
II. Annual Maintenance Costs and Programming
Over the past two years, the City Council has significantly increased the amount of funding towards
the annual maintenance of pavements. The 2009 Capital Improvement Program (CIP) indicates
$204,200 towards seal coating. Based on current pricing, this amount appears to be adequate to
meet the past practice of seal coating 1/5th of the total mileage each year.
Similarly, $163,500 has been allocated towards bituminous overlays. This equates to 1/50th of the
mileage being overlaid each year. While this appears to be minimal, keep in mind that this is being
done in conjunction with the reconstruction program scheduled.
During the 2008 budget work sessions, staff was directed to provide estimates of various
frequencies of seal coating and bituminous overlay. For reference, this has been included in
Appendix B.
III. Restoration Methods and Associated Costs
The two main methods of restoration that involve more than just surface treatment are a full
reconstruction and a pavement reclamation process.
A full reconstruction involves the removal of all pavement, sub-base and approximately two feet of
underlying frost susceptible soils. Granular, aggregate and asphalt materials are placed to
reconstruct a new roadway.
Items that have generated the most discussion during the public portion of this process has been
edge control (aka curb and gutter) and the actual driving surface width. A sample of what has been
used in the past has been included, as shown in Appendix C.
For sake of discussion, staff has calculated what it would cost to reconstruct those roadways that are
rated 4 or below. This equates to 8.5 miles of roadway, with an associated cost of 35.2 million
dollars over a twenty-year period. Appendix D is a table that depicts the roadways under this
scenario and the factors used.
An additional method of restoration is pavement reclamation. Pavement reclamation is the process
of grinding up the existing surface and underlying aggregates, recompacting them in place, and
overlaying the materials with a 3-inch bituminous overlay.
As discussed during the most recent City Council meeting, pavement reclamation is a less
expensive process initially, versus reconstruction, but is a "stopgap measure" over the full life cycle
of the pavement structure.
Mayor and City Council
20 Year Pavement Management Inventory
February 26, 2009
Page 6 of 6
VI. Means of Financing
Currently, the Local Roadway Fund (LRF) is utilized for maintaining and reconstruction of local
roads. The 2009 CIP indicates that the 2008 end of year balance in the LRF was estimated at 1.58
million dollars.
Staff continues to research available funding sources for roadway reconstruction. Currently, the
LRF (funded by the General Fund), assessments, or some combination thereof, and bonding are
financing vehicles available. Adding to the complication is the current economic stresses that tend
to hamper discussions of any proposed assessments.
If the City Council opts to explore funding these types of projects using bonding, staff is
recommending that a preliminary analysis be completed by the City's bonding consultant, to
explore the current bonding capacity and financial feasibility of such a venture of the 20-year
period.
VII. Public Process
While the financial aspects of such a venture are challenging, defining the proper balance of public
input and public weight in that decision-making process is a delicate balance. The City is trying to
best utilize fiends to maximize the service life of the pavement and associated maintenance.
However, as evidenced by a few of the most recent public information meetings conducted, some
residents have asked that the City shift their roadways in the reconstruction schedule.
This type of decision process is as much philosophical, as to the duties of any city, as financial.
Thus, staff will be seeking input from the City Council during the review of these items.
APPS ICIS
APPENDIX A Roadway Rating Data
APPENDIX B Costs for Various Seal Coat and Overlay Frequencies
APPENDIX C Roadway Template
APPENDIX D 20 Year Reconstruction Costs by Roadway
APPENDIX A
Roadway Rating Data
Reconstruction Costs by Roadway
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City of Shorewood
Potential Sealcoat Program
2008 project @ $176,249.00
- 1st year 2nd year !3rd year :.4th year
-
2008 dollars 5%' 5%i 5%
1/5 of Y Streets P peryear
$ 225,085.13
'5 year cycle 0
1/6 of City Streets per ear
Y - p _Y_____--
1/7 of City Streets per year
Y _ ~ $ 187,571.14
6 year cycle $ 162,031.00 $ 170,132.55 ; $ 178,639.18
7 year cycle $ 138,884.00 $ 145,828.20 $ 153,119.61 $ 160,775.59
-
1!8 of City Streets per year
i8 year cycle $ 121,523.00 ( $ 127,599.15 1 $ 133,979.11 ! $ 140,678.06
-
Potential Overlay Program
-
r-
2008 project @ $155,672.30
I st year 12nd year 13rd year 14th year
12008 dollars 5% 5%1 5%
1/50 of City Streets per year
1/40 of City Streets per year
j 50 year cycle $ 155,672.30 $ 163,455.92 $ 171,628 71 $ 180,210_15
40 year cycle 194,590.00 ! $ 204,319.5 4,535.48 $ 225,262,25
1130 of City Streets per year
1/15 of City Streets per year
30 year cycle $ 259,454 00 $ 272,426.70 $ 286,048 04 $ 300,350.44
115 year cycle $ 518,908.00 11-$ 544,853.40 ! $ 572,096.07 $ 600,700.87
APPENDIX 13
Costs for Various Seal Coat and
Overlay Frequencies
SOD WITH MIN
4" TOPSOIL
(TYPICAL)
12.67'
(BACK OF CURB)
SURMOUNTABLE "S"
CURB 8 GUTTER
1 1 2.007.
12.67'
(BACK OF CURB)
SURMOUNTABLE "S"
CURB & GUTTER
4" RIGID PERFORATED -j
PVC DRAIN TILE ENCASED
WITH GEOTEXTILE FABRIC
2" TYPE 41 BITUMINOUS WEARING COURSE
2357 BITUMINOUS TACK COAT
2" TYPE 31 BITUMINOUS NON-WEAR COURSE
8" CLASS 5 AGGREGATE BASE (1007 CRUSHED ROCK)
24" SELECT GRANULAR MATERIAL
GEOTEXTILE FABRIC (TYPE V)
4150 Olson Memorial Highway
Suite 300
Minneapolis, MN 55422
WVB 422
763-641-4800
& Associates, Inc FAX 763.641-1700
City of Shorewood
TYPICAL URBAN SECTION
NO SCALE
Standard Detail
Detail No.
APPENDIX C
Roadway Template