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HomeMy WebLinkAboutCity Council-Agenda Packets-1/29/2013City of Colleyville Page 1 City of Colleyville City Council Worksession Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, January 29, 2013 6:00 p.m. Executive Conference Room Third Floor, City Hall 1. CALL TO ORDER 2. EXECUTIVE SESSION - In accordance with Texas Government Code Chapter 551, Subchapter D Section 551.071 - Legal - Advice from City Attorney regarding drainage Section 551.087 – Economic Development - Discuss or deliberate regarding commercial or financial information that the City has received from business prospects that the City seeks to have locate, stay, or expand in the City and with which the City is conducting economic development negotiations 3. PRESENTATION AND DISCUSSION 3a Discussion of the City of Colleyville infrastructure 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, January 25, 2013, by 5:00 p.m. Amy Shelley 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 Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 1 Agenda Date 01/29/2013 Type Executive Session Department City Secretary Title Section 551.071 - Legal - Advice from City Attorney regarding drainage Section 551.087 – Economic Development - Discuss or deliberate regarding commercial or financial information that the City has received from business prospects that the City seeks to have locate, stay, or expand in the City and with which the City is conducting economic development negotiations Attachments City of Colleyville Page 1 City of Colleyville Colleyville City Council Worksession Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 01/29/2013 Number Type Presentation and Discussion Department Public Works Title Discussion of the City of Colleyville infrastructure Explanation Staff will make a presentation updating City Council on actions taken since the infrastructure workshop on December 8, 2011, and make recommendations for the 2013 and 2014 infrastructure rehabilitation programs. Attachments 1.Infrastructure Presentation Planning for the Future City Council Work Session January 29, 2013 Creating a Comprehensive Capital Improvement Plan Overview of Presentation Refresher – Where We Are Maintenance Projects Versus Capital Improvement Projects The Specifics of a Capital Improvement Plan Policy Guidance and Priorities Next Steps Objectives of this Work Session Understand: o - What we own o - The current needs Understand the difference between maintenance projects and capital improvement projects Get direction on FY2013 and FY2014 street projects Set a goal to eliminate unimproved streets in Colleyville by the year 2038 Refresher – Where We Are Met last December to talk about: Infrastructure inventory (what we have) Construction and maintenance of infrastructure Infrastructure planning Need for a Capital Improvement Program (CIP) The more we sweat in the planning, the less we bleed in the battle! Admiral Hyman G. Rickover Completed street inventory and assessment Continuing inventory of other infrastructure assets (ongoing process) Continuing to assess infrastructure conditions (ongoing process) Developed recommendations for FY13 and FY14 Projects What Has Been Done in the Last 12 Months Street Sign Layer Being Created from Actual Field Inventory Infrastructure Assets Buildings Streets Water Lines Storm Pipes and Inlets Sewer Lines Playgrounds Street and Parking Lot Lights Signs, Signals and Pavement Markings Facilities Fleet Equipment Sidewalks Drainage Systems Technology Hardware Parking Lots A Sample of Infrastructure Needs Buildings •City Hall Roof •Sealing of City Hall Stone •Central Fire Drainage •HVAC Replacement Water Distribution •Replace and/or Upsize 68,000 Feet of Pipe •Replace 71 Valves •Install 24 New Fire Hydrants Drainage •Low Water Crossings •Ponderosa Subdivision •Bill Simmons Drainage •Brighton Oak Drainage Channel Sanitary Sewer •Replace 9,000 Feet of Pipe •Rehab 36 Manholes Infrastructure Needs (CONTINUED) Parks •Cotton Belt Trail •Pleasant Run Trail •Glade Road Trail Streets •44 Lane Miles of Unimproved Asphalt Non-local streets (15.6% of the network) •47 Lane Miles of Unimproved Asphalt Local Streets (16.7% of the network) Miscellaneous •Bedford Road Retaining Wall Replacement Urgent Infrastructure Needs Bedford Road Retaining Wall City Hall Roof Repairs Glade - Bluebonnet Intersection Fire Protection (24 New Hydrants) Replacement of 2”, 4” and 6” Water Lines Replacement of Clay Tile Sewer Lines Lavaca Trail Reconstruction Pleasant Run Road Reconstruction Bill Simmons Drainage Improvements Public Works Service Center When it gets cold there is no room for vehicles that need maintenance We have 34 employees at the service center and the lunch room only has room for 16! Maintenance Versus Capital Improvement What are Maintenance Projects? Routine and recurring work Extends the infrastructure’s useful life Optimizes operations of the public infrastructure components Can be either “preventive” or “breakdown” Examples: Mill and overlay street projects Water main emergency repairs HVAC preventive maintenance Pothole repair Waterline renewal Cleaning bar ditches Maintenance Versus Capital Improvement What Constitutes a Capital Project? A new construction project (City Hall) Expansion of an existing facility (2nd floor of the Library) Renovation or replacement of an existing facility with the end result of the project having an increase in the asset category “value” (L.D. Lockett Pump Station) Examples: Unimproved streets being reconstructed to standard Upsizing water and sewer lines to standard New waterlines being installed per master plan New sewer lines being installed per master plan New buildings New parks Maintenance Versus Capital Improvement (CONTINUED) What is a Maintenance Plan? Long-range forecast of maintenance needs Defined time frame tied to the useful life of the asset Identifies routine maintenance items Provides a planning schedule Allows for accurate budgeting Insures that the useful life of assets is extended as far as possible What is a Capital Improvement Plan? Identifies capital projects and equipment purchases Multi-year rolling plan updated yearly Generally five years out Provides a planning schedule Identifies options for funding Serves as link between comprehensive and strategic plans and the City’s annual budget Features of a Capital Improvement Plan A listing of the capital projects or equipment to be purchased The costs associated with each project or item of equipment Justification for the projects The projects ranked in order of preference The plan for financing the projects A timetable for the construction/acquisition of the projects Benefits of a Capital Improvement Plan Allows for a systematic evaluation of all potential projects at the same time Has the ability to stabilize debt and consolidate projects to reduce borrowing costs (if debt financed) Serves as a public information and economic development tool Supports the City’s comprehensive plan Focuses on preserving the City’s infrastructure while ensuring the efficient use of public funds Steps to Create a Capital Improvement Plan Take inventory of existing assets Establish and document strategic priorities Evaluate previously approved, unimplemented or incomplete projects Assess financial capacity Solicit, compile and evaluate new projects Prioritize projects Develop a financing plan Adopt the CIP Replacement Cost by System Streets: $282,000,000 Water Lines: $151,707,000 Sewer Lines: $121,861,000 Storm Sewer Pipes: $ 38,605,000 Public Buildings: $28,500,000 Sidewalks: $13,728,000 Parks and Playgrounds: $8,676,000 Technology: $1,757,800 Traffic Signs: $258,000 Total Replacement Cost: $647,092,800 Annual Reinvestment (Capital and Maintenance) Cost Scenarios Roads @ 0.5% = $1,410,000 @ 1% = $2,820,000 @ 2% = $5,640,000 Water Lines @ 0.5% = $758,535 @1% = $1,517,070 @ 2% = $3,034,140 Sewer Lines @ 0.5% = $609,305 @ 1% = $1,218,610 @ 2% = $2,437,220 Storm Sewers @ 0.5% = $193,025 @ 1% = $386,050 @ 2% = $772,100 Parks @ 1% = $86,760 @ 3% = $260,280 @ 5% = $433,000 Totals $3,057,625 $6,202,010 $12,316,460 How Can We Fund a CIP? General Fund County Bond Program Utility Fund TIF Drainage Fees RTC (NCTCOG) Impact Fees Federal Funds (FHWA/TxDOT) Escrow Funds Park Funds CEDC Funds Grants A Starting Point (Annual $) Available Cash from General Fund: $575,000 General Fund Annual Budget: $1,500,000 Utility Fund: $1,000,000 Drainage Fund: $25,000 Available Cash from Drainage Fund: $75,000 TIF: $1,000,000 Roadway Impact Fees: $225,000 Utility Impact Fees: $250,000 Perimeter Street Fees: $150,000 CEDC: $300,000 **COG/TxDOT/CTY: $500,000 TOTAL: $5,600,000 ** Average based on prior years experience. Subject to many constraints. Streets Refresher – Where We Are on Streets September 2, 2008 Resolution R-08-3110 adopted the 10-year plan for streets and intersections and set a $1.15 million funding level for street maintenance December 2011 ARA (an engineering consulting firm) was hired to conduct a pavement condition assessment of all public streets March 6, 2012 City Council adapted the FY12 maintenance plan per staff’s recommendations May 31, 2012 City Council was given a report performed by staff that identified an annual need of $2.7 million to maintain the current level of service or a roadway assets November 5, 2012 Pre-council presentation on infrastructure management and rehabilitation policies and practices Street System Makeup Concrete 51% Asphalt 49% Street System Makeup Concrete 51% Improved Asphalt 17% Unimproved Asphalt 32% City Wide Pavement Condition Index Asphalt and Concrete Streets Asphalt Streets - Improved & Unimproved Maintenance Versus Capital Improvement Expenditures in Regards to Streets  Where Should We Spend “Maintenance Dollars”? •On streets that have been built to the current standard, or •As an interim measure, on unimproved streets until the street can be rebuilt Concrete streets and asphalt streets built to the current standard should receive the majority of the maintenance dollars  Where Should We Spend “CIP Dollars” ? •To bring unimproved streets into compliance with the current standard Once all streets have been built to standard, the majority of funding for streets can for maintenance of the system Staff Recommendation (Policy) The focus of the existing funding allocated for street rehabilitation should be to reconstruct the remaining 32.3 percent of the street network to the current standard. This should be done on a neighborhood approach where possible as opposed to individual streets scattered throughout the City. As the percentage of unimproved streets continues to drop, then dollars can be shifted back to maintenance 2008 Street Rehabilitation Program Proposed 2013 Construction Program Maintenance From the 2008 Program: o Rehabilitate Frontier Ct (2012) o Central Drive(2013) and o Kenshire Drive(2013) Rehabilitate Windview Estates (Full depth reclamation) Capital From the 2008 Program: o Initiate design on Ponderosa Lane, McCain Lane and Kingston Drive (2010) Upsize 2”, 4” and 6” water lines and install 24 new hydrants Widen Mission Lane Cheek Sparger and Jackson Roundabout Construction Cheek Sparger and Bedford Roundabout Construction Pleasant Run Trail and Road Reconstruction Begin design of Glade Road Improvements Pleasant Run Road A Different Approach A modified street cross-section incorporating ribbon curbs and gentle drainage swales with underground storm sewers may be a solution to maintain the “rural feel” but still have an adequate street section and properly engineered drainage systems. A center turn lane is most appropriate at intersections. Proposed 2013 Construction Program Maintenance From the 2008 Program: o Rehabilitate Frontier Ct (2012) o Central Drive(2013) and o Kenshire Drive(2013) Rehabilitate Windview Estates (Full depth reclamation) Capital From the 2008 Program: o Initiate design on Ponderosa Lane, McCain Lane and Kingston Drive (2010) Upsize 2”, 4” and 6” water lines and install 24 new hydrants Widen Mission Lane Cheek Sparger and Jackson Roundabout Construction Cheek Sparger and Bedford Roundabout Construction Pleasant Run Trail and Road Reconstruction Begin design of Glade Road Improvements 2014 Construction Program Maintenance •Reconstruct Jewel Estates (Reclamation) Capital From the 2008 Program: o Reconstruct Ponderosa Lane, McCain Lane and Kingston Drive (2010) o Reconstruct Bettinger Drive (2014) and Waller Lane (2014) Reconstruct Lavaca Trail from Precinct Line to Mustang Begin Reconstruction of Glade Road between Pool and Heritage Replace Bedford Road retaining wall Next Steps Complete 2012 Street Rehab Program Approve 2013 and 2014 Construction Program Execute 2013 and 2014 Construction Programs Develop 2014-2018 Capital Improvement Program for all components of Colleyville’s infrastructure Questions and Discussion