HomeMy WebLinkAbout04/14/1998, Agenda r 'agenda Distribution List
1/98)
I. Unpaid Subscriptions:
(All mtgs.unless o/w noted)
da AIA President
counc11 Agen
ASI President
CITY OF SAN LUIS OBISPO BIA /Deborah Holley
CITY HALL, 9 9 0 PALM S T R E E Chamber of Commerce
Cuesta College / K. Roberts
Bill Thoma / Chamber of Comm.
Co. Board of Spvrs.
Paul Hood, Co.Administration
Tuesday, April 14, 1998 Housing Authority
KCOY
KCPR: (2) Gen.Mgr. & News Dir.
KDDB
KEPT
7:00 P.M. ADJOURNED REGULAR KGLO
MEETING KKJG
KSBY
KDHL
MC
KPRL
Library (front desk)
CALL TO ORDER: Mayor Allen K. Settle Mustang Daily
New Times (front desk)
PLEDGE OF ALLEGIANCE Pac.sGas / E Montalban
Pac. Gas & Elec. / B.Burke
Planning Comm. (sk Comm. Dev.)
ROLL CALL: Council Members Bill Roalman, E So. Calif. Gas / V. Sterling
Council of Govts / R. DeCarli
Williams, Vice Mayor Kathy Smitf League of Women Voters
.. Telegram-Tribune (front desk)
Public Interest Action Ctr.
ECOSLO / Geoffry Land
Res.forQual.Neigh / C.Sanders
PUBLIC COMMENT PERIOD(not to exceed 15 minutes total) Sierra Club / Gary Felsman
The Council welcomes our input You may address the Council b com Fre Property owners Assoc.
Y P Y Y I Fred Strong (The Citizen)
it to the City Clerk prior to the meeting. At this time, you may address tt sonic cable/Jackie.
on the agenda or items on the Consent Agenda. Time limit is three mir UNOCAL/J. Bray
the Council to discuss or take action on issues not on the agenda, except Telegram Tribune/S.Lyons
staff may briefly respond to statements made or questions posed by Pegg.Pinard/SLO County
testimony rights(Gov. Code Sec. 54954.2). Staff may be asked to follow Capps
and other written documentation relating to each item referred to on thi; II.subscriptions Paid or
Clerk's Office in Room 1 of City Hall. Env. Provided
(rea.mtas.onlv) e
John Wiley esg.
EastYer Rents, Inc.
IMS/S.Krautheim
IDA (Epgr. Dev. Assoc.)
COUNCIL LIAISON REPORTS(not to exceed 15 minutes) Ellenburg Capital Corp.
Council Members report on conferences or other City activities. Time limi Local GovernmenServices
RRM Design Gro)dp / LeeAnne
Vista Inf", ion Services
Wallace, Jdha L. & Assocs.
Walter Bros)\ Construction Co.
A. J. DAat i Construction
Fugro/McC�ellind
® Cannon Assoc.
SLO Asso of Realtors
Regular City Council meetings are broadcast on KCPR, 91.3 FM. The City of: Kimley- Orn \
the disabled in all of its services,programs,and activities. Telecommunications Device for
to the City Clerk prior to the meeting if you require a hearing amplification device. For mon
g:\grou \clerk\agenda.lst\agdist.wp
. 1
Council Agenda Tue y, April 14, 1998
STUDY SESSION
1. PAVEMENT MANAGEMENT PLAN (McCluskey/533.1 - 1 hr.)
Consideration of the Pavement Management Plan
+ RECOMMENDATION: 1) Adopt a resolution approving the 1998 Pavement
Management; 2) amend the 1997-98 Budget by appropriating $200,000 from the
General Fund for street maintenance design services; and, 3) direct staff to include
implementation of all Plan components in the 1998-99 Budget, including an additional
$863,000 for an enhanced pavement effort and $285,500 for implementation of
remaining Plan components.
2. SOLID WASTE SERVICES PLAN (Moss/524 - 1 hr.)
Consideration of rate structure changes of the Solid Waste Services Plan.
+ RECOMMENDATION: Provide conceptual approval of, and direct staff to present to
affected businesses and residents: 1) modifications to the residential solid waste
service rate structure incorporating previously approved.service options and in
accordance with adopted rate structure and solid waste program goals; 2) modifications
to the commercial refuse rate structure to establish a rate structure based on volume
and frequency of collection in accordance with adopted rate structure and solid waste
program goals; and, 3) implementation of a volume based commercial recycling fee to
be set at 25% of the commercial refuse rate for a comparable volume, implementation
of a base fee for commercial recycling program services, and a per bag fee for office
paper and polystyrene collection.
COMMUNICATIONS (not to exceed 15 minutes)
At this time, any Council Member or the City Administrative Officer may ask a question for clarification,
make an announcement, or report briefly on his or her activities. In addition, subject to Council Policies
and Procedures, they may provide a reference to staff or other resources for factual information, request
staff to report back to the Council at a subsequent meeting concerning any matter, or take action to direct
staff to place a matter of business on a future agenda (Gov. Code Sec. 54954.2).
A. ADJOURNMENT.
2
Display ad to Marge - ` Run: Sat., April 11, 1998 `
Bill: City Clerk's Office ART-CITY LOGO From: Diane R. @ 781-7102
CITY COUNCIL MEETING TUESDAY, APRIL 14, 1998
The San Luis Obispo City Council will hold a Study Session and Adjourned Meeting on
Tuesday, April 14, 1998 beginning at 7:00 p.m. in the Council Chamber, 990 Palm
Street, San Luis Obispo. The location is accessible to the disabled. The complete
agenda summary for this meeting is available on the Internet at
http://w m.slonet.org/w/slocity. Visit our website to access the Municipal Code.
PAVEMENT MANAGEMENT PLAN (1 hr.)
SOLID WASTE SERVICES PLAN (1 hr.)
Copies of the agenda summary are available in the rotunda at City Hall, 990 Palm Street.
If you would like a copy of a specific agenda report, please call 781-7102. We will be
happy to mail you a copy or hold it for pick-up at the City Clerk's Office.
Bonnie L. Gawf, City Clerk
04/08/98 09:13 $805 781 7109 SLO CITY HALL lip 001
�s
sss ERROR TX REPORT sss
sss$$$$$$$ss$ss$ssssssssss$
TX FUNCTION WAS NOT COMPLETED
TX/RX NO. 3070
CONNECTION TEL 97817871
CONNECTION ID TELEGRAM TRIBUNE
START TIME 04/08 09:12
USAGE TIME 00'37
PAGES 1
RESULT NG
1 #001
1 council acEnba
CITY OF SAN LUIS OBISPO
CITY HALL, 9 90 PALM STREET
Tuesday, April 14, 1998
7:00 P.M. ADJO_ U_ RNED REGULAR LAR Council Chamber
MEETING 990 Palm Street
CALL TO ORDER: Mayor Allen K. Settle
PLEDGE OF ALLEGIANCE
ROLL CALL: Council Members Bill Roalman, Dave Romero, Dodie
Williams, Vice Mayor Kathy Smith, Mayor Allen K. Settle
PUBLIC COMMENT PERIOD(not to exceed15 minutes total)
The Council welcomes your input You may address the Council b cd pleting a speaker slip and giving
it to the City Clerk prior to the meeting. At this time; you may address the Council.on items that are not
on the agenda or items on the Consent'.Agend"a_ Time lirnit_is three minutes. State.law does not allow
the Council to discuss or take action on iissues:not on the agenda, except that'members'ofthe Council or
staff may briefly respond to statements made• or questions posed by.persons; exercising their public
testimony rights (Gov. Code Sec. 54954.2). Staff maybe asked to follow up on such items. Staff reports
and other written documentation relating to each item referred to on this agenda are on file in the City
Clerk's Office in Room 1 of City Hall.
COUNCIL LIAISON REPORTS (not to exceed 15 minutes)
Council Members report on.conferences or other City activities.. Time limit-3 minutes.
® Regular City Council meetings are broadcast on KCPR, 91.3 FM. The City of San Luis Obispo is committed to include
the disabled in all of its services,programs,and activities. Telecommunications Device for the Deaf(805)781-7410. Please speak
to the City Clerk prior to the meeting if you require a hearing amplification device. For mon:agenda information,call 781-7103.
Council Agenda Tue_ .y, April 14, 1998
STUDY SESSION
1. PAVEMENT MANAGEMENT PLAN (McCluskey/533.1 - 1 hr.)
Consideration of the Pavement Management Plan
+ RECOMMENDATION: 1) Adopt a resolution approving the 1998 Pavement
Management; 2) amend the 1997-98 Budget by appropriating $200,000 from the
General Fund for street maintenance design services; and, 3) direct staff to include
implementation of all Plan components in the 1998-99 Budget, including an additional
$863,000 for an enhanced pavement effort and $285,500 for implementation of
remaining Plan components.
2. SOLID WASTE SERVICES PLAN (Moss/524 - 1 hr.)
Consideration of rate structure changes of the Solid Waste Services Plan.
+ RECOMMENDATION: Provide conceptual approval of, and direct staff to present to
affected businesses and residents: 1) modifications to the residential solid waste
service rate structure incorporating previously approved service options and in
accordance with adopted rate structure and solid waste program goals; 2) modifications
to the commercial refuse rate structure to establish a rate structure based on volume
and frequency of collection in accordance with adopted rate structure and solid waste
program goals; and, 3) implementation of a volume based commercial recycling fee to
be set at 25% of the commercial refuse rate for a comparable volume, implementation
of a base fee for commercial recycling program services, and a per bag fee for office
paper and polystyrene collection.
COMMUNICATIONS(not to exceed 15 minutes)
At this time, any Council Member or the City Administrative Officer may ask a question for clarification,
make an announcement, or report briefly on his or her activities. In addition, subject to Council Policies
and Procedures, they may provide a reference to staff or other resources for factual information, request
staff to report back to the Council at a subsequent meeting concerning any matter, or take action to direct
staff to place a matter of business on a future agenda (Gov. Code Sec. 54954.2).
A. ADJOURNMENT.
2
council M fiftD �9$
j agenda RepoRt ®N
CITY O F SAN LUIS O B 1 5 P 0
FROM: Mike McCluskey,Public Works Direct r �
Prepared By: Wayne Peterson, City Enginee�
SUBJECT: Pavement Management Plan
CAO RECOMMENDATION
1. Adopt a Resolution approving the 1998 Pavement Management Plan.
2. Amend the 1997-98 Budget by appropriating $200,000 from the General Fund for street
maintenance design services.
3. Direct staff to include implementation of all Plan components in the 1998-99 Budget, including
an additional $863,000 for an enhanced pavement maintenance effort and $285,500 for
implementation of remaining Plan components.
DISCUSSION
The 1995-97 Financial Management Plan included as a Council goal a program objective to revise
the existing 1987 pavement management plan to ensure effective and efficient pavement
maintenance. Staff has prepared a new pavement management plan which is attached and once
adopted will replace the 1987 Plan.
The new plan is based on a pavement management software program developed and maintained by
the Corps of Engineers called MicroPaver. This software is simpler to operate and provides more
consistent answers than the previous program used in the 1987 Plan. MicroPaver is used
throughout the United States and in many countries overseas.
Following MicroPaver procedures, staff inspected and rated the City's pavement. The results of the
data and software program analysis shows:
• That the overall citywide pavement condition (PCI) is rated a 70 out of a possible 100 points
• The condition of the pavement is deteriorating at about 1% ($600,000 value) a year
• The current potential value of the City's street system is $60 million and its current worth is $43
million .
• The current process of seal coating streets on a regular basis is effective in prolonging pavement
life -providing approximately eight years of value
• The design standards adopted by the Council in 1987 should be slightly modified by increasing
the standard for collector streets and for streets used as bus routes
Key Recommendations of the Pavement Management Plan
1. A key feature of the recommended Plan is that infrastructure maintenance activities should be
accomplished within eight designated "areas" within the City. Prior to street maintenance
activities (overlay, reconstruction, sealing), the area's needs for utility, drainage and concrete
repairs should be addressed. While not discussed in the plan, the areas needs for street signs,
stripping, and trees would be addressed following the seal program. All such work should be
completed within a two year period. Once an "area" has been completed it should not be the
subject to maintenance activities for 6 years.
2. Due to the cost effectiveness of the street sealing program, the Plan recommends a funding
increase to ensure that the work is done well and on a regular eight year cycle to match the life
expectancy of the seal coat. Past programs have sealed an average of 7.2% per year with a goal
�—I
Council Agenda Report-Pavement Management Plan
Page 2
of 8% per year. The actual need is 12% per year if no overlay or reconstruction program is
available.
3. The Plan recommends that the Council should establish a policy of maintaining the pavement at
PCI=80, a level 10 points higher than the existing situation.
4. Design of engineered maintenance projects should always be based on engineering standards
and appropriate design. No street should receive an overlay treatment with the intent of
restoring the street to new condition unless the existing pavement is tested and the design is
based on the results.
5. The Plan also recommends a program for surfacing the downtown streets on a regular schedule
but following a program that should have a low level of impact on the businesses.
6. To ensure that the program is achieved a new engineering position (Civil Engineer) will need to
be established and this work assigned as first priority to that position. The work flow diagram
(Appendix G of the Plan) indicates the complexity of the coordination implied by the plan and
the continuous nature of the work. Under current staffing and work load levels, pavement
management will not receive the level of effort it needs to be effective.
7. The Plan recommends that staff investigate alternative methods to design and maintain the
pavement. These should be tried and tested systems that are likely to provide benefits in excess
of their costs. The designs should also consider esthetics when projects are located in highly
visible areas such as the central business district.
Options to Implementation of this Pavement Management Plan
This Plan was created as a way to better understand the City's street system condition and the
effects of the earlier 1987 Plan. This Plan recognized the beneficial aspects of the sealing program
but found that, in order to just stop deterioration at its current rate, additional funding would be
needed. Secondarily, this Plan recommends enhancements to existing maintenance programs and
the creation of a specific Downtown maintenance program. Finally, in order to affect the number of
complaints and general public perception of the City's street system condition, significant
additional funding is needed for major maintenance i.e. overlay and reconstruction. What is the
best way to implement such an integrated and complex Plan?
1. Adopt the Plan and conclude that the existing City street system condition is acceptable.
a) Under this option, various program components of the Plan could be individually
funded or given preference for funding over other existing street maintenance
programs. The overall condition of the streets would continue to deteriorate and no
additional funding would be necessary.
2. Adopt the Plan and decide that sufficient resources would be provided to maintain the street
system condition at its current level.
a) The Plan recognizes that one of the two basic premises for this work effort was to
stop further deterioration of the overall condition of the City's street system.
Therefore, this option should be considered the minimum level of effort needed to
accomplish that objective. All enhancements to existing programs and implemented
new programs (such as the Downtown program) should be considered integral to
this option. Funding for all programs, except additional Major Maintenance
($675,000),would require an increase over existing budgets of$473,500 and would
provide a base level sealing program of$500,000.
3. Adopt the Plan and decide that the overall condition of the City street system should be
improved.
a) This option fulfills the second basic premise and the true goal of a pavement
management plan i.e. "to improve the condition of the City's streets". By adopting
the Plan, the stated street condition standard of PCI = 80 becomes the objective. In
this option, all elements of Option 2 are implemented but significant resources are
/-Z
Council Agenda Report -Pavement Management Plan
Page 3
dedicated to Major Maintenance - overlays and reconstruction. Once the decision
has been made to pursue this option, the only questions remaining are: how much
additional funding?and how soon?
b) How much additional funding?How soon?
i) The Plan shows that over a ten year period, with additional funding of
$675,000 per year the City could achieve the desired level of PCI = 80. The
Plan assumes that additional funding is not readily available, that street
maintenance is a high priority issue with the community and is supported by
the Council. Thus, the Plan is formulated around a strategy to achieve the
desired standard with increased funding at $675,000 for Major Maintenance
($1,500,000) over an extended time frame (ten years) while maintaining a
higher level of Global Maintenance sealing at$458,000.
ii) However, the Plan also shows that the PCI = 80 standard could be achieved
much sooner (one year) if a substantial amount of funding ($ 4,000,000)
could be provided. Due to extraordinary circumstances, the City's current
General Fund does have about half this amount available, and if combined
with the two year funding previously set aside for major maintenance in the
1997-99 budget, it is possible that the total needed funding could be
available. Once completed, the annual ongoing pavement management
funding would level out at$1,655,000- an increase of $473,000.
iii) A midpoint program is likewise possible. Using approximately half of the
current General Fund surplus in combination with existing budgeted funds
would yield a Major Maintenance of $3,000,000 in the first year followed
by the ongoing ($1,500,000) program assumed by the Plan. This
combination would achieve the PCI objective of 80 much sooner than the
ten year time frame;perhaps in as little as five years.
Recommendation
Staff recommends adoption of the Plan. The issue is how best to implement the Plan and achieve
the various objectives within the Plan. Staff recommends implementing Option 3iii as discussed
.above. This Option gives a significant boost to the City's overall street condition without using all
resources available. All elements of the Plan would be implemented as follows:
• Funding currently budgeted for overlays and reconstruction (major maintenance), in Fiscal
Years 97-98 and 98-99 (about $1.65 million) and the sealing program (global maintenance) of
about $270,000 would be combined with $863,000 of General Fund surplus to produce a
combined work program of about$2,783,000 to be implemented in the summer of 1998.
• In order to accomplish this workload in that time frame, funding ($200,000) would be allocated
for consultant services to prepare plans and specifications. This will require amending the 97-
98 budget.
• Remaining elements of the Pavement Management Plan (i.e. Downtown Repair, Pothole
response, grind and pave-out, crack sealing, curb and gutter repair, testing, data entry and
additional staff) would become part of the 1998-99 budget and become effective July 1, 1998
for a total increase of$285,500.
• An on-going increase for the street sealing program ($188,000) would become effective July
1999.
It should be recognized that, in each succeeding fiscal year and budget preparation, increased
funding for the Major Maintenance portion of the Pavement Management Plan will continue to
compete with other Council priorities. This Plan would not ever recommend funding levels below
those needed to stabilize pavement conditions.
/ 3
Council Agenda Report-Pavement Management Plan
Page 4
What will the CAO Recommendation accomplish? The basis of every Pavement Management
Plan is the most cost beneficial use of the City's resources. What this means in plain English is the
Plan's software works very hard to preserve moderate to good streets and waits until those streets
are repaired and sealed before it allocates funding for reconstruction to the worst streets in the City.
Once a street has become very deteriorated, the high cost of repair remains a constant while the
same amount of funds can be used to keep a great many roads in good condition. Thus, the best use
of the funds is to spread it among the greatest number of roads - providing the best benefit.
Accordingly, the average citizen will see this summer a great many good looking roads being made
better, and a few roads in very bad condition receiving no attention at all. It will be important to
publicize this project, why some roads are ignored and the benefits of the Plan, in order offset the
perception that could arise that the wrong roads are being fixed.
Once the first year of the Plan is implemented with the greatly increased major maintenance effort,
the Plan does give some treatment to roads in poor condition. All roads, regardless of condition,
within the designated area receive a seal treatment unless newly rebuilt within the previous year.
Thus roads in poor condition do not get substantial improvements but do receive some treatment
which allows better bid prices and also provides some relief to those citizens living along those
streets until such time as major work can be accomplished.
FISCAL IMPACT
The Fiscal Impact for the recommended program is as follows:
Current Proposed
Funding Funding Increase
Global Maintenance(Excludes Staffing Costs)
Street Resealing 270,000 458,000 188,000
Downtown Street Repair 150,000 150,000
Pothole response 10,000 20,000 10,000
Grind and Pave-out 50,000 90,000 40,000
Crack Sealing 10,000 10,000
Curb and Gutter Repair 16,500 20,000 3,500
Total Global Maintenance 346,500 748,000 401,500
Major Maintenance
Designated "Area" 825,000 1,000,000 175,000
Arterials not in "Area" 500,000 500,000
Testing and evaluation 10,000 10,000
Total Major Maintenance 825,000 1,510,000 685,000
Program Management
Inspection and data entry 10,000 10,000
Staffing for Program Management 62,000 62,000
Total Program Management 10,000 72,000 62,000
TOTAL 1,181,500 $2,3309000 $1,148,500
/_y
Council Agenda Report -Pavement Management Plan
Page 5
CONCURRENCES
The Director of the Community Development Department has issued a Notice of Exemption under
CEQA. The concept on Area Maintenance has been discussed with the Utility Department and the
divisions of the Public Works Department. The concept has received support from all.
ALTERNATIVES
Reject Pavement Management Plan submittal and direct staff to make changes. Council should
provide direction as to areas requiring additional study and information.
Attachments
Resolution
Note: The 1998 Pavement Management Plan has been previously distributed to City Council
members; copies are available in the City Clerk's Office upon request.
RESOLUTION NO. (1998 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING THE 1998 PAVEMENT MANAGEMENT PLAN
WHEREAS, the Council adopted the 1987 Pavement Management Plan on February 16`s,
1988 by Resolution No. 6398, and;
WHEREAS, the 1987 Pavement Management Plan established a 10 year goal in which to
reduce a backlog of needed work, and;
WHEREAS, ten years have passed since the adoption of the 1987 Pavement
Management Plan, and;
WHEREAS, the Council has commissioned the preparation of a new Pavement
Management Plan, and;
WHEREAS, the staff has presented Council with the 1998 Pavement Management Plan,
and;
WHEREAS, the Council finds the 1998 Pavement Management Plan to be acceptable.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
as follows:
SECTION 1. Resolution 6398 is hereby rescinded and;.
SECTION 2. The 1998 Pavement Management Plan is hereby adopted.
Upon motion of , seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
the foregoing resolution was adopted this day of ' 1998
Mayor Allen Settle
ATTEST:
Bonnie Gawf, City Clerk
APPROVED AS TO FORM:.
/ffr#g. J76en City Attorney
i