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HomeMy WebLinkAboutCity Council-Worksession Minutes-1/13/2015 City of Colleyville City Council Worksession Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Tuesday, January 13, 2015 6:00 p.m. Executive Conference Room Third Floor, City Hall 1. CALL TO ORDER 2. PRESENTATION AND DISCUSSION 2a Discussion and update on Street Infrastructure 3. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, January 9, 2015 by 5:00 p.m. Amy Shelley, TRMC City Secretary Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the City Secretary at least 48 hours in advance at 817.503.1133, and reasonable accommodations will be made to assist you. City of Colleyville Page 1 City of Colleyville City Council Worksession Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, January 13, 2015 6:00 p.m. Executive Conference Room Third Floor – City Hall Mayor David Kelly called the Colleyville City Council Worksession to order on January 13, 2015, at 6:03 p.m. ROLL CALL: Mayor David Kelly, Mayor Pro Tem Mike Taylor, and Councilmembers Carol Wollin, Chuck Mogged, and Jody Short Absent: Councilmembers Chris Putnam and Tom Hart City Manager Jennifer Fadden, Assistant City Manager and Chief Financial Officer Terry Leake, Executive Director of Development and Infrastructure Chris Fuller, Public Works Director Bob Lowry, City Engineer Jeremy Hutt, Construction Engineer Craig Knight, Parks Manager James Hubbard, Communications and Marketing Director Mona Gandy, Strategic Services Manager Adrienne Lothery, Information Systems Manager Chris Pena, and City Secretary Amy Shelley 2. PRESENTATION AND DISCUSSION 2a Discussion and update on Street Infrastructure City Engineer Jeremy Hutt presented this item and briefed City Council. Councilmember Mogged questioned staff regarding if the standards referenced are relative to City codes, or other codes such as safety handbooks, or information from TxDOT. Engineer Hutt replied it is a combination of all, such as the guidelines for traffic as outlined by other agencies like TxDOT. Councilmember Mogged questioned staff regarding if the City standards will be updated if the other agencies update their standards. Engineer Hutt replied yes, such as the amendments we have made throughout the years. He stated the Master Thoroughfare Plan is currently being updated with the comprehensive plan update. Councilmember Mogged asked staff if it would it be fair to state that roundabouts are now the standard rather than the exception. Engineer Hutt replied the standards have not been updated to reflect such; however, it is something in which City Council has the discretion to choose. Mayor Pro Tem Taylor questioned staff regarding if traffic counts are being indexed or taken into consideration with the lifespan of mill and overlay. Engineer Hutt replied with small variations in traffic counts there is not much of a difference in City of Colleyville Page 1 City Council Worksession Minutes January 13, 2015 the life span, especially with a residential roadway that experiences only 100 trips per day. He added even with traffic counts in the multiple thousand counts, it really does not differ much from say 8,000 to 10,000 trips per day, the capacity of the roadway is exceeded at that point; therefore, the roadway begins to fail very quickly. Mayor Pro Tem Taylor stated mill and overlay seemed to be the norm, and it seemed to last forever. He stated it seems something is changing in the patterns that are wearing on those surfaces. Engineer Hutt concurred, and added the lifespan of a mill and overlay street did last longer, 30 years ago; however, the increase in traffic does have an impact on the wear of the street. Mayor Kelly stated he is leaning toward the third option, “maintain all streets in their current configuration and reconstruct only street sections as determined by the Capital Improvement Program (CIP), based on a recommended technical methodology that considers PCI, traffic volumes, safety concerns, traffic capacity, or other triggers” with a caveat, prioritization, or focus on the reconstruction towards the non-local streets. Councilmember Wollin concurred. Councilmember Mogged stated he also concurred; however, he is concerned with making sure safety is taken into consideration, and done proactively and explicitly with the long-term plans. He stated he would like a list of top five or ten most dangerous areas, such as intersections or roadways, something like top safety concerns. Mayor Pro Tem Taylor concurred with Councilmember Mogged, and then questioned staff regarding the mill and overlay options, and why there is not a three-inch option. Engineer Hutt stated the mill and overlay is a tool in the tool box, and that a three-inch option can be done. He stated there are times when a 1½ inch mill and overlay option will work best. Mayor Pro Tem Taylor stated it really depends on the sub-base in which the overlay is on. Engineer Hutt concurred, or what needs to be accomplished. Councilmember Wollin stated she supports the third option, especially since it allows for more public input regarding the roadway. She stated she also concurred with Councilmember Mogged’s safety concerns. Councilmember Short concurred with the third option. He added the industry is doing a better job at looking at things systematically. He stated Colleyville is a very small sample size. He stated there is a national level initiative, “Driving to Zero,” in which the industry is addressing the number of fatalities. Mayor Kelly stated the community will always have issues with roadways, and with trying to make things safe. Councilmember Short stated there are roadway designs being developed to make the roadway systems safer. City of Colleyville Page 2 City Council Worksession Minutes January 13, 2015 Mayor Kelly stated it makes no sense to reconstruct a neighborhood with only 50 cars a day versus a street with 17,000 cars a day. Councilmember Wollin stated being in favor of full depth reclamation, where it makes sense. Engineer Hutt replied staff is taking a more strategic approach to recommendations with the maintenance projects. He stated there has to be a way to get the streets to last longer than they are lasting today. Councilmember Short asked staff if there was cost sharing with the County with the previous two inch mill and overly projects. Engineer Hutt replied the County completed the two inch mill and overlay, and there was a third party contractor as well. He stated staff focused on the County completing projects for more cost savings. He added staff has identified full depth reclamation projects for the County. Councilmember Short asked staff if the costs presented for these methods include both City and County costs. Engineer Hutt replied no, the costs are for third party costs; however, there is significant savings when using the County. Mayor Kelly stated only so much can be done per year. Engineer Hutt concurred, and added we are limited on the amount of time the County is available for Colleyville. Councilmember Wollin questioned staff regarding the Bedford Road retaining wall replacement and the status of the roundabout at Bedford Road and Cheek-Sparger Road. Engineer Hutt replied the roundabout construction may begin this summer, and the retaining wall replacement will be coordinated with the construction of the roundabout. He added the wall replacement may happen prior to the roundabout construction, dependent on the developer’s timing. Councilmember Mogged questioned staff regarding how the $1.5 million in the 2015 Street Maintenance budget it is used. Engineer Hutt explained some projects had fallen behind, and the budget allows for some one-time costs, and an annual renewal for the pavement markings. Mayor Pro Tem Taylor stated reconstruction is the best, long-term option, and it includes the amenities, such as sidewalks and drainage. Mayor Kelly stated full depth reclamation may not address any safety issues or concerns. Councilmember Mogged questioned staff regarding if L.D. Lockett Road to John McCain Road will be a two or four inch mill and overlay. Engineer Hutt replied it will likely be a three-inch mill and overlay. Mayor Kelly asked staff if subgrade stabilization will be needed. Engineer Hutt replied it may be necessary; however, a determination has not been made. City of Colleyville Page 3 City Council Worksession Minutes January 13, 2015 Mayor Pro Tem Taylor questioned staff regarding if this is part of the gas well site route. Engineer Hutt replied yes, the gas well operator paid a road remediation fee. Mayor Pro Tem Taylor questioned staff regarding if the road repairs are beyond the damage from the gas well site. Engineer Hutt replied yes. Councilmember Short questioned staff regarding if mill and overlay will address some of those issues. Engineer Hutt replied the mill and overlay will not address the damage to the edges. He added they would work with the assessments made relative to methods to repair the roadway. He further explained the subgrade may be in decent condition, and the repair will be made so that we are confident the roadway will last four or five years. Councilmember Short questioned staff regarding if the cost estimates will cover the repair. Engineer Hutt replied this is a conservative estimate, most likely based on a four inch pricing. Mayor Kelly questioned staff regarding if the school will participate in the cost to repair the section from Brown Trail to Bedford Road. Engineer Hutt replied this section will need site specific details completed. He stated the school was required to build the turn lanes; however, not sure if they will be willing to participate further. Mayor Kelly stated enforcing improper queuing is a problem. Engineer Hutt replied there may be some opportunities for improvements with striping and maybe to accommodate some traffic in this section of the roadway. Councilmember Mogged questioned staff regarding if there were additional funding, what other projects are lined up when the top five projects are completed. Engineer Hutt replied sections of L.D. Lockett Road, and sections of Glade Road, such as Bedford Road to Montclair Drive. Mayor Kelly asked staff if there may be reserves for contingency funds for the failing sections on Glade Road. Engineer Hutt replied yes, these estimates are conservative, given the methods to repair will be site specific. Councilmember Short stated Roberts Road is an ongoing issue, but there may be an opportunity for a developer agreement, which could be made for those improvements. Mayor Kelly concurred. Councilmember Short asked staff if Roberts Road will fit in this funding. City Manager Jennifer Fadden replied Roberts Road would not fit within this funding. Engineer Hutt stated Roberts Road, in its entirety, would cost $1.5 million to reconstruct. City of Colleyville Page 4 City Council Worksession Minutes January 13, 2015 Mayor Pro Tem Taylor asked staff if this includes any excess revenues to roads. City Manager Jennifer Fadden replied yes, it includes the $1 million dollar draw down from fund balance. Councilmember Short asked staff if impact fees are included. City Manager Jennifer Fadden replied it does not include impact fees, since they can only be used for capacity improvements to a facility. Councilmember Mogged stated full depth reclamation does not include capacity improvements so impact fees could not be used for such. City Manager Jennifer Fadden concurred. Councilmember Mogged questioned staff regarding how many of the non-red category streets will become red category streets next year. Engineer Hutt replied 18 percent of the network is within the yellow category, and if we continue to move forward, like what was completed in 2014, we will be making some progress. Councilmember Mogged stated it appears progress is being made, at least in the short term. Mayor Kelly stated a large infusion of capital would need to be made in order to be completely out of the red zone. Councilmember Short stated we will never completely out of the red zone. Mayor Kelly concurred, and added we can make steps every year to move forward. Councilmember Mogged stated if anything impacts safety, obviously we are past that point. Mayor Kelly stated this is the first time in which a well-thought out method of attack has been considered relative to a plan for streets, and is something future City Councils can use and consider. Mayor Pro Tem Taylor stated these projects have to address the traffic. Mayor Kelly agreed. Councilmember Wollin expressed her appreciation for there being projects both in the north and south sections of the City. Councilmember Mogged stated the plan is to complete these top five projects in 2015 rather than moving into 2016. Engineer Hutt concurred, and added site assessments will be made, with some assessments being completed in-house, such as evaluating the sub-grade. He stated this process will begin quickly. Mayor Pro Tem Taylor asked staff if this will need formal approval. City Manager Jennifer Fadden replied it will not need formal approval. City of Colleyville Page 5 City Council Worksession Minutes January 13, 2015 Engineer Hutt replied staff will want to complete the Cheek-Sparger Road at Jackson Road section so that construction is finished prior to the completion of the roundabout. Mayor Pro Tem Taylor questioned staff regarding the 2012 pavement condition assessment. Engineer Hutt replied the third party contractor will complete a pavement condition assessment, and then will provide staff a rating system. He added the actual reports were created in-house because the contractor provided the raw data. Councilmember Mogged stated he would like a safety process recommendation, which includes analytics to help guide City Council when making decisions relative to safety implications on the roadways. Mayor Kelly stated the recommendations may include industry standards and features that may have safety impacts. Councilmember Mogged stated he would like something to help in being proactive to address those problematic areas. 3. ADJOURNMENT There being no further business before the City Council, Mayor Pro Tem Taylor moved to adjourn, and Mayor Kelly seconded the motion. The motion to approve carried by the following vote: Aye: 5 – Mayor David Kelly, Mayor Pro Tem Mike Taylor, and Councilmembers Carol Wollin, Chuck Mogged, and Jody Short Absent: 2 – Councilmembers Chris Putnam and Tom Hart Mayor Kelly adjourned the worksession at 7:35 p.m. APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 20TH DAY OF JANUARY 2015. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary City of Colleyville Page 6