City Council
MEETING DATE: 1/27/2018
TITLE:
Title
Status of the City's Pavement Management Program, future City street reconstruction requirements and potential funding options.
End
FROM:
Pat Milos - Community Development Director
John A. Corella, P.E. - City Engineer
RECOMMENDATION:
Recommendation
Staff will make a presentation to the City Council on the current status of the Pavement Management Program (PMP), future City street reconstruction requirements and potential funding options for discussion and direction.
Body
BACKGROUND:
City streets, once constructed, need periodic maintenance to get the expected life out of the pavement, which with timely maintenance, is estimated to be twenty years. Maintenance efforts thus need to be completed once every five to six years.
City Staff initiated a PMP in 2014 to get the maximum life possible out of our existing streets and newly constructed streets. In order to support the PMP, key tasks were required to be completed and/or get underway in the first three years of the Program.
The first task was to identify what condition each City street was in. To do this all the streets in the City were driven to determine what was the best next step to keep the street in repair. The streets were rated as follows: needing minimal routine maintenance, needing crack sealing and slurry, requiring a grind and overlay or needing a full reconstruction. This is essentially what is shown on the color-coded PMP Map (Attachment 1 to this Report). The color codes represent the ratings as described above.
The second task was to do a formal Pavement Condition Index (PCI) rating of the streets where cracks are measured, ride quality is rated, bumps and dips are rated, potholing, shoving and deflections, weathering and raveling, etc.… are all considered. This rating index is based on a 1 to 100 rating assessment. Staff is making progress on the overall City-wide PCI to comply with requirements of Senate Bill 1 (SB1) funding and continues to rate the streets. The current overall City PCI is estimated at 70. 80 is considered the bottom limit of "okay streets".
Analyzing funding options to continue the PMP in the City was identified as a critical need, so Staff's third task was to complete an inventory of the square footage of the streets within the City. After six months of work, it was determined that there were 30,939,663.11 square feet of pavement or approximately 31 million square feet within the City that need to be maintained.
The fourth task was to use the available funds within matured City Assessment Districts and apply those to the most critical paving needs within that area. For example, in the Panorama area there were streets that only required a crack seal and slurry seal and there were other streets that needed full grind and overlays. Matured Assessment District funds from AD 88-03 were used in this instance to pay for the pavement improvements. Another example is the Cathedral City Cove area where it was determined that crack sealing and slurry would be the best option for pavement improvements at this time. Mature Assessment District funds from AD 2004-02 were used in this case, which completed two thirds of the Cove area to date.
The fifth task, Staff identified funds in all areas of the budget that could be applied to street improvement work. These available funds are Gas Tax (HUTA) funds, Measure A Funds and, where applicable, Community Development Block Grant Funds (CDBG).
Lastly, SB 1 was initiated by State legislation which will provide the City with approximately $850,000 to $1,000,000 annually for roadway improvements and traffic safety improvements (where qualified). While SB 1 funds are a much needed source of roadway repair funds, this funding also comes with an additional annual City budget burden in the form of Maintenance of Effort (MOE) funding as determined by the State Controller's Office. Further explained, the SB 1 requirement is for the City to spend from its annual budget approximately $850,000 as the calculated MOE for the City. The final comment on the SB 1 funds, is that they are now under attack and the program could be eliminated if a repeal by a ballot vote occurs in November.
Overall, Projects resulting from determinations from the PMP have been presented and authorized in the Capital Improvement Programs (CIP) from 2014 on. Most recently, SB 1 funds have been added to the CIP in September 2017.
DISCUSSION:
As cited above, Staff has determined that there are 31 million square feet of pavement within the City limits that are required to be maintained. Examples of annual funding requirements, based on maintenance timing to get maximum life out of the City streets, are shown on the second Attachment to this Report. This Attachment is presented for discussion purposes.
As shown on the Attachment, projected annual funding costs can vary due to the timing of street maintenance efforts. Staff applies more focus on the 5 year or 6 year cycles, as the 4 year cycle is neither cost effective nor practical and the 7 year cycle is marginal in being able to extend the life of the streets to 20 years.
Staff has determined what costs are needed to continue the Pavement Management Program into the future. As the City expands, especially in the North City and Extended North City Areas, streets will be widened and new street added. Funding is the key to be able to continue the PMP.
Staff is presenting this information to the City Council to open a discussion on potential funding alternatives for the City streets, potential use of new cannabis revenue funds, potential assessment district considerations and/or other alternative funding sources.
FISCAL IMPACT:
None at this time as this report is for discussion purposes only.
ATTACHMENTS:
1. City Wide Pavement Management Program Map
2. City Wide Pavement Cost and Square Footage Matrix