City Council - workshop

and to the republic for which it stands, one nation, under God, indivisible, with liberty and justice for all.

Thank you. Now bless things. Bless this, bless that.

And we do have wards one, two, three, five, and at large present today. We do have SMPDD here to talk about the city road maintenance plan, which is the purpose of this workshop, so... I'll invite them to the podium now.

members of the council, thank y'all for allowing us to come today in this setting to give you kind of a quick overview of the results of the road assessment and survey, and we're gonna go through some comparisons. Chase and Cody are with us from Civil Link, and then Kaylynn is also with us. She is our community resilience fellow, so you will see her possibly in and around City Hall. She's going to be working with the CRS work that the city is doing with Department of Marine Resources and Michael Baker. So you'll see her in a couple of different capacities. But I'm gonna let Chase come up and kind of talk through the presentation. So you have a hard copy of the presentation in front of you, as well as your copy of the road survey. And so we can kind of, We'll just walk through a few different things in the book, and then also tomorrow morning we're doing a training at 8.30 on the website with Ronnie and some staff. So if y'all are available to pop in or whatever to kind of get your account set up, you're welcome to be at City Hall at 8.30 tomorrow morning. we can come back and kind of work individually with you to make sure that you can get logged in to the website and see how to review your ratings and the video and all of that. And we should have time where we could possibly pull up the website. during the work session where we can just kind of show you what's going on. And I do need to get a copy, just everybody's email addresses, just to make sure that we've got everything correct. And then that way Cody will get everybody set up in the web portal. All right.

So today I'm going to discuss the roadway maintenance and improvement plan that we just finished doing. Y'all will recall you originally did one in 2018. This is basically kind of a review to see where we stand for 2026 here. If you will, go to the next slide, please. So our project purpose, basically we had four objectives when we were doing this. We wanted to evaluate the current roadway conditions, view our long-term preservation strategies and progress. continue to maximize roadway life and infrastructure investment through the use of preservation treatments, and reduce cost of reconstructing through proactive maintenance. The idea behind this plan is to remember you don't want to do worse first. That's most costly. When I say worse first, the roads in the worst condition, you don't want to treat those fast before you treat the roads that are rated higher. And the reason is you want to preserve roadway and make the life of the asphalt go longer instead of doing costly repairs like patching or FDR.

You will go to the next slide, please.

So the way we do that, y'all may be familiar, but I'll touch back on it. We basically ride all the roads, and when we do, we assign a rating to it from 1 to 10, 1 being the worst, 10 being the best. So basically what you get as a result of that is a map of the city that you can see there on your slide, and that's showing all the roadway conditions for all the roads. We're making that assessment based off the pavement stresses that we see, any kind of cracking, alligator cracking, rutting, any kind of fatigue that we're seeing in asphalt goes into that road surface rating. Once we evaluate the road conditions, we'll assign that a road surface rating from 1 to 10. We'll also break down our roadways and the functional classification, that being the major collectors, local collectors, and just local cul-de-sac roads. The reason why that's important is because the roads that have more traffic, you would like to maximize your tax dollars and benefit more of your citizens, your constituents, by treating those roads. So treating a major thoroughfare road, you're gonna make 10,000 people happy. Treating a local road, you may make 500 people happy. That's the thought. You will go to the next slide, please. So once we evaluate all these roads, we basically have to come up with a treatment. And so from roads rated 1 to 10, each one of them has a treatment associated with each one of them. You can see that down there at the bottom where you see asphalt pricing models. Basically, 9 and 10 roads with the RSR or road surface rating, 9 and 10, we're going to defer treatment. Meaning we're not going to do anything to those roads. They're basically like brand new construction. Your roads that are 7 and 8, those roads are in pretty good condition. You may have some cracking on the roadway. You'll use your crack sealing methods to seal it and also a fog seal to rejuvenate the asphalt if it's experienced oxidation. Your fives and sixes are still micro-candidates, so those roads you're still looking to preserve, there's still life in that pavement there. So basically, anything from a five up is roads that we've considered preservation candidates, and everything from a four down would need an overlay or even heavier reconstruction. so like i said a four will be a one and a half inch overlay three will be a two inch overlay and then a two and a one is going to be an fdr but basically an fdr if you're not familiar the roadway is completely failed base it's basically deteriorated on the roadway where it's not holding up at all you basically need to start over and build that road as if it was not there you can also see on the side here some asphalt unit prices that we used to come up with the budget numbers that we did We used a combination of the county bid prices along with some other cities to come up with those estimated prices. They're pretty much somewhat industry standard. You may have a little fluctuation once you go out for actual bids, but it should be pretty close to what you're seeing there in that table. You don't mind going to the next slide? So what we have here is our current system conditions ready. For some reason, I don't know if y'all's is my map showing up a little bit different than the one there on the screen. But you kind of see a breakdown here. Everything that you got in blue, those are your asphalt roadways broken down from one to nine on their roadway classification or their road surface rating. Your yellow, if you will, those are your gravel roads there. You can see their ratings. Gravel is rated from a one to a five. Asphalt goes from a one to a 10. Concrete goes from a one to a 10. Max, you'll get on a gravel road at five. You can see there that you have about 1.72 miles of unimproved roads also. Those are roads that really don't have any gravel left. They almost look like they haven't ever been developed, but they are city roads. So once we take all that information, we'll compile a budget. So basically what we've got here is two budget scenarios laid out before you. We've got a seven-year budget and a 10-year budget. Seven-year budget's a little bit more aggressive, but you treat your roadways at a faster pace. So it's allowing you to get to those roads quicker where they're not going to experience as much deterioration. Your 10-year budget may be more realistic. If you look down there at the very bottom of that column there, you see grand total. For the city's current mileage, this is done by lane mileage. It's 223.23 lane mileage. For the cost to improve those right now, 9.379 million. What that means is basically if you went out there today, spent $9.4 million, you could treat all these roadways and bring them up into a preservation-type candidate, make them where the roadways are in good condition. You can see there, based off the 10-year allocation, you're going to be treating about 21.4 lane miles a year with a million-dollar allocation. Likewise, with the seven-year, you'd be treating 31 lane miles a year with a $1.5 million annual allocation. You can also see there, too, based off your RSRs 9 to 1, and you see the cost if you go to the far right column, estimated yearly maintaining costs, that is our recommended amount that you should spend each year on that RSR or close to that amount. Keep those roadways from falling into your lower categories. You're not going to go out there and treat all your first roads first. You're going to mix in some of your roads that can still be preserved. So here's the survey comparison. So the original survey was conducted in 2018. You can see that we've observed a lot of improvement in roadway segments, so much so that the composite RSR for the city has improved from a 1.5 to a 6.2. That's from 18 to 2026. You can see looking at the chart on the far right, the overall rating comparison, we had about 90 miles that were what we would consider reconstruction, or they need an overlay or a more aggressive treatment, and now down in 2026, we're down to 36.2 miles. Likewise, preservation, we went from 135.5 lane miles in 2018 that were worthy of being preserved, now we're up to 187. There has been significant improvements made across the roadway network since 2018. Recommendations and conclusions. So as I've kind of touched on in this report a few times, we want to utilize preservation treatments to extend our asphalt life and be as economical and responsible as we can with taxpayer money. And so the thought here is to treat some of these roads before they fall off into those ones, twos, and threes rating category. uh... at the end of that ten-year cycle city was the allocated million dollars a year all the roads would be preservation candidate or close to there and at that point you would need to get another survey but all the roads should be in pretty good condition i'd like to add that chart down there on the bottom the estimated cost per lane mile because you can see what the cost is treat one lane mile Compared to an eight, you're looking at $11,000. By the time you get to a one and a two, which is a completely failed road, you're gonna be spending about $320,000 a lane mile to repair those. Also too, on the right hand side, you see all the different treatment options we have in the plan currently, and about the average life extension that you would get utilizing these preservation treatments. And that is it. That's all I have. I'm sure y'all have some questions for me. I know I went through that pretty quickly, but I'm trying not to bore you too much detail. So I'm happy to answer any questions y'all might have. We can.

Y'all want to walk through the report real quick? Kind of give you a real quick overview of

A lot of these charts that I put in the PowerPoint presentation, y'all will notice, are pulled directly from this report. There is a good bit of overlap. So if we want to turn to page 13, that's going to put us at a 10-year budget cycle. If you look there, you can see your total mileage, so it's broken down first by road type. City's got asphalt roads, concrete roads, gravel roads, and unimproved roads on page 13 and 14. For your asphalt road, you're looking at approximately 200 miles, 196 lane miles of asphalt roads with an approximate cost right now of about $9 million. Treat all those and bring those up to a preservation level. Over a 10-year budget cycle, you'd be spending about $875,000 and treating about 18.8 lane miles. Continuing on, you see concrete down there at the bottom, likewise there. You got basically $20,000 that you'd need to spend annually to treat about two-thirds of a lane mile. Continuing on with your gravel, you've got 1.77, excuse me, 17.62 total gravel lane miles and treating 1.77 lane miles a year, about a $105,000 allocation annually. Unimproved roads, similar to the gravel with the treatment options that you have, you got 1.72 miles of unimproved roadways, be looking to treat about .17 miles annually, and you'd have about a $10,000 annual allocation to do that. with a total of about a million for all those roadways. If you turn to the back here, I'm on right after page 2 of Appendix C. You get into your road list and map. First page after that, you have an overview of the city. I put the map up highlighted on the other screen just a second ago. You can kind of see all the roads across the city and their current condition, the way they were rated in this report. Then if you turn further, each alderman has their ward broken down. So the first section here is an overview of the entire city with all the roads broken down. Go further in the back, each of the wards has been broken down and has a supporting map. for that ward, show the road conditions in that ward, and also the treatment recommendations behind it. Is everybody following along with me? Am I talking too fast?

No, sir, you're doing good.

Okay. I know it's a lot of information to take in.

Just to make sure that I am following, we're talking about a 10-year budget plan. Yes. Are we going from the date of survey, 2018, or are we talking about this fiscal year, 10 years?

Either way, whenever you'd want to start. So if you want to start this next fiscal year, that'd be your first year, all the way out to 10 years. Yes, ma'am. You're not going to see much change from our survey in, when did we do it, January? You're not going to see much change from February to October 1st. If you were to implement this plan in the next fiscal year.

Unless something major happened.

Correct. Yes sir.

We're about to finish up about a two and a half million dollar payment job. Probably close to three million. Is that included in his upgrade or has that not been put in yet?

No, that has not been put in. So that will even increase your total network RSR even more.

Maybe we wait until, you know, the next painting season also and update the road videos and the line work and things like that to pick up all of those improvements and everything. We didn't want the videos to either be missing or show the old condition.

We didn't want that. Just in case they're watching.

So we went ahead and surveyed the Ida Roads project area as is because we didn't want the videos to not match with the ratings when we delivered the product or the videos just be missing and then us make an assumption that the roads were going to be a 10. So just kind of for the integrity of the data and everything, that's why it was decided to just go ahead and survey those roads as is and it'll be, so they should be captured in the plan with that pre-construction condition.

And to add to that, we do have a planning tool. We got a planning tool that we use to kind of help figure out what roads we should spend our money on next year. And this is just the surface of the road, right? This isn't, just looking at the map. Correct. It's based off the surface, but I mean, the surface is very big. Okay.

And you do have, so the ratings are, we call it a smooth rating, so these aren't the raw ratings. So you will have, and it is on the website, that data is maintained, where it's collected in small segments. So you'll have those red spots along where you might know, okay, I know this one little section of data. street a is in bad shape but maybe it's showing as a four or something like that and that would be because the overall rating of the road is that four but there's calculations in the engineering considerations that would say a certain percentage of that roadway would need to be patching. So on the review of engineering considerations, and it's in the book also, but it kind of details out on, you know, like an RSR7, we calculate 1% patching. So that would mean approximately 1% of that road might need some base repairs. so that data is there, that information is captured, but when you're looking at the actual constructability of projects and when you start getting into those ratings, you've gotta go longer segments, because that's how you're actually going to work on the road. So that might be where you're kinda seeing some that you think should be a couple spots lower than where we've got it rated, and that's probably where it's coming from.

So if we want to do a project next year, I mean, Do you begin with the worst roads and everything there, or do you try to seal some of the other roads and get longer shelf life on them? What, I mean, a combination of everything?

It really is where the city wants to start with it. We've seen, like Long Beach took their plan, and their first couple years, they knocked out all their tubes. They were like, we're knocking out all their tubes. And then they started shifting to... from that worst first to, okay, we're going to put a certain percentage toward preservation. But so you could come in and just say, all right, let's go with a 50-50 split on our budget and see how far we can get. Or maybe it's a 75% to rehab and reconstruction and only 25% in preservation with the intention of eventually shifting that to more money into preservation because you're going to be pulling the whole network up as a whole. So the city, y'all have a lot of flexibility in how you want to allocate out that budget and kind of work. this because typically in historically everybody's thinks worse first that's all that we're gonna do and so your road dollars don't go as far so it can take a second to to kind of shift that

You wanna try to keep your fives and sixes in that preservation.

section and then you want to try to take those threes forward twos threes and fours and get them up so and the only way to do that is really kind of split it especially when you don't have you know if you're that seven year budget cycle is we're gonna take we're gonna touch every road every seven years we're gonna get them all preservation that's a lot of money we know that and so okay how do we work through it and still kind of get get as close to that point as we can with the budget that we do actually have available um so there's some finessing to be done, kind of looking at all of that.

And we're taking into consideration that any under the road infrastructure is being taken care of before, you know, looking down the road, being taken care of before we start.

Putting new base on. Yeah, you know, you would do that when you do the road, you know, to make sure that the base is what needs to be there.

And you would also, like if you've got, you know, say we get into the planning tool and it auto-selects certain roads, but you know in two years we've got a capital improvement project, we're going to address some sewer lines down that road. Well, you're not going to go do that road the first year. You're going to say, okay, we're going to move that one to next year because we know it's going to be taken care of with sewer and we don't want it. We don't want anybody cutting our fresh roots. So I think there's a lot of the plan and the web tool will help to select it and you can pull some of those rankings out, but then everything's going to be hand-picked based on what other projects you have planned and how y'all move forward within that short time frame. And in your sections, y'all will see, once you get into your board listing, we have, let's see, overall, They're broken down by treatment recommendation first in your section, and then it goes to every segment listed alphabetically. So that's where we're kind of talking about like, okay, where are we putting our money? We'll say we want to put... $250,000 into microsurfacing. So you could go to the overall list or you could go in your ward and see the single treatment list. And so I'm in Ward 1, North 2nd Street, there's a segment that pops out, there's half a mile on Felicity, we've got a little bit of Frontage Road, and A Street. So you can say, okay, if we're putting this much money into this treatment, you would start in that section. Or if you're wanting to kind of spot check a particular road, if you're like, I wonder what Boardman Avenue, what the recommendation is there, then you can kind of go into your next section within your ward and you can go find that Boardman Avenue and look over and it says fog and crack seal recommendation and you can see the details of that segment. And you'll see if there's multiple listings, like we've got two listings for A Street. That's because there's two segments and they change in classification. So just kind of give you what you're looking at. There's a lot in that back and a lot of detail, but it's kind of the two different ways to look at the data and when you're making those decisions as to what treatments you want to implement or if you're saying, okay, we know Just do it, we're gonna do this street this year. What's the recommendation? Or we're gonna allocate this percentage of the budget to this type of treatment. What does the plan recommend? What roads actually should take that treatment? Couple of different ways to look at it.

And this is a very thorough report, and I know it's a lot to digest and sift through, but a lot of good information in it, and I was just trying to go through the various awards, and just going by, so ideal scenario, based on what the seven year budget and 10 year budget is, that 9.4 roughly 9.4 million would be doing one through ten right that's treating everything okay so then you mentioned you know because we during a couple months ago i think this one in resale was still in the role we talked about allocating dedicating say 500 000 in the budget a year to help with this And with that, that would obviously be going through areas that are labeled as one through five or some of the most necessity areas, correct? And it looks like your ward looks like it was about 800,000 or so in that category. Ward two, about the same amount. Ward three and four is a little bit less, although there's... I know y'all touched upon it, Ronnie, we've spoken, Mike, like a prime instance is 3rd Street. It only is capturing, say, a six here on this report, although we know that's an area that probably needs some attention to it. So we can, Ronnie, you'll be able to, you've already probably put eyes on this, right, and been able to extrapolate what the recommendation is and then kind of where are some of our areas of concern that may not be reflected on this list and seeing what we can do to budget for that, correct? I mean, you, okay. Yeah.

And you can also, when you get access to that web portal, there is the ratings that you're seeing, and then there's also that raw ratings where you can click in and see how there may be, the overall may be a six, but there's probably some sections that might be a three or something that's popping up on that road, and so all of that is captured in recommendations, and it is very much a, The industry standard, Amy, says it all the time, the right treatment, right road, right time. So it's putting the right treatment on the right road because you can put the wrong treatment on, you know, if you're trying to put a preservation treatment on a road that's a three, it's not going to work. You're not going to be happy. It's not going to fix the problem. So it's important to make sure that you're using the right treatments on the right road. You can always do a more aggressive treatment, but definitely don't want to do a preservation where it's not candid. So, but, and we can, like I said, we're gonna get into details on the web application and all tomorrow at 8.30 at City Council, and if y'all, at City Hall, if y'all aren't able to make that, or we need to schedule a follow-up work session, Amy and I can come back and we can kind of work through, we can do another work session and really dig into that, or however y'all wanna handle it, y'all just let us know.

Thank you. Thank you. Thank you.

Thank you.

Okay.

Is there any other questions with that? We'll go ahead and I will call for a motion to adjourn the workshop. Motion. July 7th, 2026.

Motion. Motion by Councilman Smith. Do I have a second?

Second.

Second by Councilwoman Davis. Any other discussion about the motion?

Aye. Aye. Aye.

Aye. Aye. Aye. Motion carries 6-0. And our workshop is now adjourned.