HomeMy WebLinkAbout07.24.23 Special Work Session
AGENDA
Work Session Meeting
4:30 PM - Monday, July 24, 2023
Farmington City Hall, Conference Room
170
Page
1. CALL TO ORDER
2. APPROVE AGENDA
3. DISCUSSION ITEMS
3.1. Community Vision and Comprehensive Plan Update
No action is requested at this time. HKGi will seek input from the Council
based on the information presented and will be available to answer
questions about the process and next steps.
Agenda Item: Community Vision and Comprehensive Plan Update - Pdf
2
3.2. Pavement Management Program (PMP) Update
Update and discussion only.
Agenda Item: Pavement Management Program (PMP) Update - Pdf
3 - 6
4. CITY COUNCIL COMMITTEE UPDATE
5. CITY ADMINISTRATOR UPDATE
6. ADJOURN
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WORK SESSION AGENDA MEMO
To: Mayor, Councilmembers and City Administrator
From: Tony Wippler, Planning Manager
Department: Community Development
Subject: Community Vision and Comprehensive Plan Update
Meeting: Special Work Session - Jul 24 2023
INTRODUCTION:
Lance Bernard from Hoisington Koegler Group, Inc. (HKGi) will be in attendance at the July 24th work
session to provide an update to the City Council regarding the Community Vision and 2040
Comprehensive Plan Update.
DISCUSSION:
Mr. Bernard will present the progress that has been made thus far in regards to public engagement
and the community vision and guiding principals. Additionally, he will provide the Council with the
next steps for this project.
BUDGET IMPACT:
Not applicable
ACTION REQUESTED:
No action is requested at this time. HKGi will seek input from the Council based on the information
presented and will be available to answer questions about the process and next steps.
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WORK SESSION AGENDA MEMO
To: Mayor, Councilmembers and City Administrator
From: John Powell, Public Works Director
Department: Engineering
Subject: Pavement Management Program (PMP) Update
Meeting: Special Work Session - Jul 24 2023
INTRODUCTION:
Late last year, we discussed our city pavement assets, current pavement conditions, and how
bituminous pavement conditions can be quantified via the use of a Pavement Condition Index (PCI).
This spring, Goodpointe Technology, the consultant that supports our pavement management
software, rated the condition of bituminous pavement throughout the city. Their findings on roadway
conditions are presented on the attached draft map.
DISCUSSION:
At the Work Session, Staff will review the draft map, explain how the map is being vetted, describe
how the map and related database will be maintained, discuss project scoping for the Capital
Improvement Plan (CIP), and layout next steps. The bituminous p avement conditions for city trails
have also been rated, but the Work Session focus is on the roadways. The goal is to realize the full
value/life of the pavement, to meet a desired level of service, in the most cost -effective manner.
Draft Map
When rating the pavement conditions, each segment of roadway is assigned a numerical value from
0 to 100; 0 pavement being in extremely poor condition and 100 representing a new roadway. For
purposes of presenting this information, the data has been broken up into deciles, with each decile
assigned a different color. When you review the map, the roadways in the worst condition are those
shown in red, orange, and light pink. The “feature count” simply indicates how many roadway
segments fall into that decile.
Vetting
Various criteria are used to rate the pavement such as transverse cracking, block cracking, alligator
cracking, etc. Multiple Staff are reviewing the draft map for consistency between segments, to make
sure segments weren’t missed, and to ensure that it accurately represents the system conditions in
their view.
Map Maintenance
To maintain the map usefulness, the data must be kept current despite changing pavement conditions
over time. So every year, the data will undergo an updating process. The process includes adding
new roadway segments due to development; and also re -rating 1/3 of the roadways on an annual
basis. Using this approach, none of the map data will be more than three years old.
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CIP Project Scoping
Even though a roadways PCI is a key component in guiding pavement maintenance and replacement
planning, many other considerations enter the decision -making process when planning pavement
work. These considerations include safety, risk, curb and gutter conditions, utility needs, drainage ,
traffic volumes, funding, sidewalk/trail needs, etc. All these factors and more will be considered when
identifying the annual Street and Utility Improvement and Mill & Overlay (M&O) project areas. The
goal is to develop a 10-year plan which is reviewed and updated each year. Knowing what roadways
are intended for reconstruction or M&O will allow Public Works Staff to much better plan annual
operation and maintenance activities.
Next Steps
After considering all of the available information, and before the full 10 -year plan has been developed,
Staff will identify the proposed 2024 Street and Utility Improvement, and the 2024 Mill & Overlay
project areas. The 2024 Street and Utility Improvemen t project schedule is outlined as follows:
July-August 2023 Project scoping
August 2023
Selection of design consultant; sanitary and
storm sewer televising; initial neighborhood
meeting; wetland delineation (as needed)
August-September 2023
Prepare feasibility report; geotechnical
tree surveys; investigation; topographic
condition review, identify easement needs (if
any); initial inter-agency coordination (as
needed); evaluate sidewalk/trail/ADA needs
October-November 2023 Final design; preparation of plans and
specifications; final utility coordination
November 2023 Final plan review; preparation for bidding;
permits
December 2023 Advertisement for bids
January-February 2024 Open bids, award construction contract
February 2024 Pre-construction meeting
March 2024 Neighborhood meeting
April-May 2024 Begin construction
September, 2024 Substantial completion of construction
September, 2026 Two-year warranty inspection
The 2025 Mill & Overlay project will follow a similar, but more abbreviated, schedule. We expect to
follow a similar schedule each year to allow adequate time to scope the projects, gather data on utility
conditions, complete topographic surveying before snow, and bid projects early in the year.
BUDGET IMPACT:
Beginning in 2024, in the Capital Improvement Program (CIP), Staff is requesting $3,000,000 per
year for street reconstruction projects, and an additional $1,000,000 per year for mill & overlay
projects. The requested Engineering operating budget includes $14,000 per year to re-rate 1/3 of the
pavement conditions, and update the system data, each year.
ACTION REQUESTED:
Update and discussion only.
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ATTACHMENTS:
Farmington Streets PCI DRAFT 070623
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