HomeMy WebLinkAbout12.05.22 Work Session Minutes City of Farmington
City Council Work Session Minutes
December 5, 2022
1. Call to Order
Mayor Hoyt called the work session to order at 5:30 p.m.
Present: Hoyt, Lien, Porter, Wilson
Absent: Bernhjelm
Also Present: Lynn Gorski,City Administrator;Julie Flaten,Assistant City Administrator/HR
Director; Chris Regis, Finance Director;John Powell, Public Works Director;
Kellee Omlid, Parks and Recreation Director;Gary Rutherford, Police Chief;
Justin Elvestad, Fire Chief;Cynthia Muller,Administrative Assistant
2. Approve Agenda
MOTION by Wilson, second by Lien to approve the agenda. APIF, MOTION CARRIED.
3. Discussion Items
a. Pavement Management Program
Public Works Director Powell explained the city has a portfolio of assets including
pavement (streets and trails), parks, sanitary sewer, water, drainage and storm
sewer, etc. Asset management is a coordinated and intentional activity to realize
the full value of an asset. He explained the typical pavement distresses and
strategies to remedy the issues. PCI stands for pavement condition index and
pertains only to the pavement condition. Pavement condition is rated on a scale
from zero to 100 with 100 being new pavement. A visual inspection is done and
condition observations are aggregated by roadway segment. This data can be
displayed on a citywide base map. There are several other considerations when
planning pavement work.
Next steps will be:
- Update the base map to show all public roadways and trails.
- Provide pavement condition ratings for all pavement segments in the Spring of
2023.
- Discuss with the City Council acceptable levels of service for the roadway and
trail systems.
- Develop maintenance and/or replacement approaches and costs to meet the
desired level of service.
- Develop a financial strategy that can support the desired level of service.
Future steps are:
- Annually add any newly constructed road or trail segments to the base map.
- Re-rate the condition of 1/3 of the city roadway pavement each year.
- Re-rate the trail pavement conditions every two years.
- Maintain current and actionable data.
Council Work Session
December 5,2022
Page 2
- Provide long term planning of road work and transparency for the decision-
making process.
Staff will take 2023 to look at all roads and trails to prioritize projects. Initial
pavement rating costs would be about$50,000. We will re-rate the condition of 1/3
of the roads each year; trails will be re-rated every two years. ARPA funds will be
used to cover the cost. Council was very pleased with this information.
b. Engineering Services Procurement
The city outsources a lot of engineering services. We could do an RFP for every
project, but that is time consuming and not using the full knowledge base of area
consultants. Public Works Director Powell recommended establishing a consulting
pool via issuance of an RFQ(Request for Qualifications). Staff would advertise and
identify firms that cover areas we need. If we have a major project, we could still go
outside of the consulting pool for proposals. Staff would establish a pool of about
15 firms; look at the project/task needs; and identify firms to work with on projects.
Development of the project scope, schedule, and budget would be a more
collaborative process. Once finalized, a Professional Services Agreement for the
project/task will be brought to the City Council for approval of the specific firm.
Firms have more accountability because they were intimately involved in preparing
the scope, schedule and budget. Staff is not proposing to interrupt ongoing projects.
The pool would be used for four to five years. Staff will bring a Statement of
Qualifications to the December 19 or January 3 meeting. Different staff members
will review areas that pertain to them. Council was very pleased with this approach.
4. Adjourn
MOTION by Lien, second by Porter to adjourn at 6:47 p.m. APIF, MOTION CARRIED.
Respectfully submitted,
Cynthia .wluller
Cynthia Muller
Administrative Assistant