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Home My WebLink About130108WSP Z:\Council Packets\2013\WS130108\130108WSA.doc Page 1 of 1 NOTICE OF THE WORK STUDY SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL TIME: 5:30 P.M. WHEN: TUESDAY, JANUARY 8, 2013 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ Councilmembers of the Town of Fountain Hills will attend either in person or by telephone conference call ; a quorum of the Town’s various Commissions or Boards may be in attendance at the Work-Study Session. ALL WORK-STUDY ITEMS LISTED ARE FOR DISCUSSION ONLY. NO ACTION CAN OR WILL BE TAKEN. The primary purpose of work session meetings is to provide the Town Council with the opportunity for in -depth discussion and study of specific subjects. Public comment is not provided for on the Agenda and may be made only as appro ved by consensus of the Council. In appropriate circumstances, a brief presentation may be permitted by a member of the public or another interested party on an Agenda item if invited by the Mayor or the Town Manager to do so. The Presiding Officer may limit or end the time for such presentations. AGENDA  CALL TO ORDER AND ROLL CALL – Mayor Linda M. Kavanagh 1. DISCUSSION relating to the PAVEMENT MANAGEMENT PLAN RESOLUTION and SPECIFIC BUDGET TRANSFERS FOR 2012 implementation. 2. PRESENTATION by resident George Williams related to ROUNDABOUTS. This item was added at the request of Councilmembers Brown, Dickey, and Yates. 3. PRESENTATION AND DISCUSSION related to the INTERSECTION ALTERNATIVE ANALYSIS REPORT for the Saguaro Boulevard and Avenue of the Fountains intersection. 4. PRESENTATION AND DISCUSSION related to the RECONSTRUCTION OF SAGUARO Boulevard. 5. ADJOURNMENT. DATED this 2nd day of January 2013. Bevelyn J. Bender, Town Clerk The Town of Fountain Hills endeavors to make all public meetings accessible to per sons with disabilities. Please call 480-816-5100 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to attend this meeting or to obtain agenda informat ion in large print format. Supporting documentation and staff reports furnished the council with this agenda are available for review in the Clerk’s office. Mayor Linda M. Kavanagh Councilmember Dennis Brown Vice Mayor Henry Leger Councilmember Ginny Dickey Councilmember Tait D. Elkie Councilmember Cassie Hansen Councilmember Cecil A. Yates Z:\Council Packets\2013\WS130108\130108WSA.doc Page 1 of 1 NOTICE OF THE WORK STUDY SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL TIME: 5:30 P.M. WHEN: TUESDAY, JANUARY 8, 2013 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ Councilmembers of the Town of Fountain Hills will attend either in person or by telephone conference call ; a quorum of the Town’s various Commissions or Boards may be in attendance at the Work-Study Session. ALL WORK-STUDY ITEMS LISTED ARE FOR DISCUSSION ONLY. NO ACTION CAN OR WILL BE TAKEN. The primary purpose of work session meetings is to provide the Town Council with the opportunity for in -depth discussion and study of specific subjects. Public comment is not provided for on the Agenda and may be made only as appro ved by consensus of the Council. In appropriate circumstances, a brief presentation may be permitted by a member of the public or another interested party on an Agenda item if invited by the Mayor or the Town Manager to do so. The Presiding Officer may limit or end the time for such presentations. AGENDA  CALL TO ORDER AND ROLL CALL – Mayor Linda M. Kavanagh 1. DISCUSSION relating to the PAVEMENT MANAGEMENT PLAN RESOLUTION and SPECIFIC BUDGET TRANSFERS FOR 2012 implementation. 2. PRESENTATION by resident George Williams related to ROUNDABOUTS. This item was added at the request of Councilmembers Brown, Dickey, and Yates. 3. PRESENTATION AND DISCUSSION related to the INTERSECTION ALTERNATIVE ANALYSIS REPORT for the Saguaro Boulevard and Avenue of the Fountains intersection. 4. PRESENTATION AND DISCUSSION related to the RECONSTRUCTION OF SAGUARO Boulevard. 5. ADJOURNMENT. DATED this 2nd day of January 2013. Bevelyn J. Bender, Town Clerk The Town of Fountain Hills endeavors to make all public meetings accessible to per sons with disabilities. Please call 480-816-5100 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to attend this meeting or to obtain agenda informat ion in large print format. Supporting documentation and staff reports furnished the council with this agenda are available for review in the Clerk’s office. Mayor Linda M. Kavanagh Councilmember Dennis Brown Vice Mayor Henry Leger Councilmember Ginny Dickey Councilmember Tait D. Elkie Councilmember Cassie Hansen Councilmember Cecil A. Yates Page 1 of 2 TOWN OF FOUNTAIN HILLS TOWN COUNCIL AGENDA ACTION FORM Meeting Date: 1/8/2013 Meeting Type: Work Study Session Agenda Type: Regular Submitting Department: Administration Staff Contact Information: Ken Buchanan,Town Manager, kbuchanan@fh.az.gov, 480-816-5130 Strategic Values: Maintain and Improve Community Infrastructure Strategic Directions: I3 Assess/maintain roadways I9 Build a protected fund to finance maintenance REQUEST TO COUNCIL (Agenda Language): DISCUSSION relating to pavement management plan resolution and specific budget transfers for 2012 implementation. Applicant: Ken Buchanan Applicant Contact Information: n/a Property Location: n/a Related Ordinance, Policy or Guiding Principle: Strategic Plan 2010 calls for the Town to maintain a current condition assessment of all roadways and sidewalks and prioritize and implement maintenance efforts to minimize costly reconstruction. It also calls for the Town to build a protected fund to finance the major periodic maintenance of community facilities. Staff Summary (background): Continued discussion from the November 13 Work Study Session with respect to a pavement management program, with partial implementation in 2012. Risk Analysis (options or alternatives with implications): n/a Fiscal Impact (initial and ongoing costs; budget status): n/a Budget Reference (page number): Funding Source: n/a If Multiple Funds utilized, list here: Budgeted; if No, attach Budget Adjustment Form: NA Recommendation(s) by Board(s) or Commission(s): Staff Recommendation(s): List Attachment(s): Draft Resolution setting parameters for the implementation of the pavement management program; Memorandum to Mayor and Town Council from Ken Buchanan dated January 8, 2013; PowerPoint presentation entitled “Pavement Management Program.” Asks that Pavement Management be given the same Priority level as Public Safety Funded within existing funds. Requests funding authorization over the next eight (8) years 2012-2020 totaling $9,700,000. Asks that the Vehicle License Tax (VLT) become a Special Revenue for Pavement Management which is $750,000 annually. Requires reduction in operational budgets for Administration, Community Services and Development Services Requires the Reclassification of one (1) position from full-time to part-time and Reduction in Force of five (5) positions starting in July 2013/14 fiscal year Administration (2); Community Services(1); and two(2) in Development Services (1)(HURF -Sweeping Outsourced) and (1) vacant HURF position. Requires Reduction of Some Recreation funding in Community Services. Requires the Transfer of the Economic Development Tourism Initiative funding to the Downtown Excise Tax. Asks the Contingency Fund Reduced from $300,000 annually to a funding level of $50,000. The Pavement Management Program is contingent upon the passage of an $8.2 million Road Bond for the reconstruction of Saguaro Boulevard. Current Situation Fiscal Year Maintenance Zones Total Pavement Maintenance GF/CIP Contribution 2000 7 $ 1,557,543 $ 1,269,100 2001 1 $ 1,281,528 $ 771,700 2002 2 $ 968,745 $ 588,100 2003 3 $ 306,356 $ - 2004 4 $ 540,428 $ - 2005 5 $ 595,289 $ - 2006 6 $ 548,074 $ 500,000 2007 1 $ 1,171,728 $ - 2008 2 $ 721,183 $ 721,183 2009 3 $ 637,905 $ 637,905 2010 4 $ 420,883 $ 420,883 2011 5 $ 325,074 $ 325,074 2012 n/a $ 200,000 $ 100,000 TOTAL $ 9,274,736 The Pavement Maintenance Zone costs are above and beyond daily street department operational costs. HURF/STREET PROGRAM PROGRAM NAME FY 2012/13 BUDGET Administration $190,991 Adopt a Street $3,193 Legal Services $21,600 Open Space $302,698 Street Signs $86,472 Pavement Management $339,266 Street Sweeping $126,805 Traffic Signals $170,336 Vehicle Maintenance $80,519 TOTAL $1,321,880 HURF Budget - $1,321,880 HURF – less revenue due to 2010 Census; Reduced funding by Legislature Administration – currently staffed with five (5) employees w/one (1) vacant position Medians – sixty-eight (68) acres of medians; contract with Artistic Landscaping Pavement Management - 3.5 million square yards of asphalt; 390 lane miles of road; 66 miles of sidewalk; 362 miles of curb 14 miles of storm drains and 407 catch basins Street Sweeping Operations – recommend outsourcing in 2013/14 fiscal year. Traffic Signal Operations - 13 street signals include operations & maintenance. Vehicle Maintenance – 39 vehicles/equipment to maintain Historical pavement management practices have consisted of crack sealing, surface seals and slurry seals by maintenance zone once every seven years and funded through a combination of Highway User Revenue Funds, General Funds and Capital Improvement Program Funds. Current HURF budget constraints allow only $100,000 annually for lane striping, curb, sidewalk and asphalt repairs supplemented with $100,000 from the Capital Projects Fund. The January 2009 Pavement Management Report completed by Stantec Engineering suggested the need for at least $1million annually for pavement management projects. Staff estimates that $2.8 million annually will be required to provide an annual asphalt replacement mill & overlay process to 20% of each Pavement Zone as well as continued slurry seal or surface seal treatments to the remaining streets. This is a long term pavement management program that will target one of seven pavement management zones each year and will replace the entire public street network over a 35 year period. The $1 million program proposed is perpetual in nature but will not address reconstruction of the “poorly rated roads” such as Saguaro Blvd. The lifespan of some existing streets will need to be stretched to 50+ years in some areas under such a program. The Town of FH is unable to adequately fund this program at this time. We can budget $1 million on an annual basis to apply various pavement maintenance applications such as a micro-surfacing seal to the Arterial Streets and a slurry seals to residential streets over a eight (8) year period. While this will provide benefit to prolonging the lifespan of the streets it is not a long-term, sustainable program as of yet. Eventually, all asphalt has a life span and will need to be removed and replaced. The 2009 Stantec Engineering Report alluded to an overall Surface Distress Index(SDI) pavement quality index was 77.9. The Riding Comfort Index (RCI) is 69.2. The Structural Adequacy Index (SAI) as “strong”. The Pavement Quality Index (PQI) is the “overall” assessment rating of “67.1” out of a 100 rating scale that placed the pavement in the “good” to “excellent range. The Report did reflect a concern that due to the age of the pavement degredation of the pavement could accelerate without a proper and timely pavement maintenance program. As further indicated and recommended in the report, “in order to protect the capital investment the Town of Fountain Hills has already made in the street network, it is imperative to continue a proactive maintenance approach.” The Town of Fountain Hills, from fiscal years 2000 to 2011, expended approximately $9,074,736 on Pavement Maintenance. Through the austere years due to the effects of the “Great Recession,” the Town continued to appropriate funding toward preservation of the pavement to the greatest extent possible. The ongoing use of maintenance type strategies such as crack sealing, surface treatment, slurry and micro surfacing will help to extend the life of those streets. This may reduce the need for major rehabilitation and reconstruction until well into the future. It is the ultimate goal of the Pavement Management Program to provide the citizens of Fountain Hills with a safe and efficient transportation network for all users and protect the value and condition of the Town’s most valuable infrastructures for many years to come. Crack Sealing Process Tire Rubber Modified Slurry Sealing Process (TRMSS) Tire Rubber Slurry Seal coating protects asphalt from ultraviolet rays and water, which helps to slow the process of oxidation and raveling. The goal of seal coat is to create a waterproof, protective coating that can increase the life of your pavement and improve appearance. Once the seal coat process is completed, striping is done to give the pavement a clean and enhanced appearance. Slurry Sealing Process (Type II) Slurry Seal is one of the most advanced surface treatment applications available for asphalt pavement preservation. It’s comprised of a special dense graded high quality aggregate, advanced polymer-modified emulsion and other modern additives. Slurry Seal is formulated with selected materials, scientific mix designs, advanced technical specifications, computerized equipment and placed by experienced crews. It’s designed to be a cost-effective way to protect your asphalt investment. Micro Surfacing is a polymer-modified paving system in which a mixture of high quality aggregate, advanced polymer asphalt emulsion, water, filler and modern additives are combined and applied with a specialized mixing and paving machine. By design it chemically changes from a semi-liquid mixture to a dense cold-mix material within one hour after application. This cold paving system can remedy a broad range of problems on today’s streets and highways. Micro-Surface Sealing Process Cape Sealing Process Combination of Slurry & Chip Seal Process A Cape Seal is a two step process that combines two surface treatments. After Crack Sealing a chip seal is covered with a single pass micro-surfacing. The resultant surface exhibits the best characteristics of both applications and minimizes the less favorable characteristics of each. In a chip seal, a sheet of liquid polymer asphalt emulsion is sprayed (usually more than 1/3 gal. per square yard) and immediately covered with a single sized chip aggregate (usually 1/4" to 1/3" size) and then rolled. Chip seals are effective at preventing smaller cracks from reflecting up through the surface and they tend to "heal-over" in the warmer months if minor cracking appears in the coldest months. Chip seals can be dusty and have loose stones. That’s where the micro- surfacing plays it’s part. The layer of micro-surfacing locks-in the chips of the chip seal and provides a smooth, hard, dense, black surface. This is a heavy-duty “sandwich” that is about a half inch thick and wears like iron. If the structure below is strong enough to carry the traffic loads a Cape Seal can outperform a thin hotmix overlay. Fountain Hills Roadway Statistics • 178 Miles (390 lane miles) • 3.5 mil. sq. yds. of pavement surface • 7 Pavement Maintenance Zones Staff has conducted an assessment of Pavement Management Zones 1 - 7 and identified various areas where certain portions of the asphalt and subgrade is failing. These areas are beyond pavement maintenance operations and needs to be removed and replaced before any surface treatments such as a Slurry Seal can be effectively applied. The cost of the asphalt replacements are estimated at $782,000. Zone 1 $318,000 Zone 2 $218,000 Zone 3 $95,000 Zone 4 $12,000 Zone 5 $7,000 Zone 6 $22,000 Zone 7* $110,000 Total = $782,000 * Excludes Saguaro Blvd. and portions of Fountain Hills Blvd. , Palisades Blvd. and Shea Blvd. Asphalt Replacement Costs Eight Year Zone Rotation Approach 2012/13Fiscal Year No Time Like the Present to begin where we left off 1 ½ years ago. April – June 2013 Zone #6 (northwest) - 383,811 sq. yds. of Crack Seal & Slurry Seal and Asphalt Replacement $867,000 2013/14 Fiscal Year July - September 2013 Zone #7 Arterial Streets- combination of Crack Seal, TRMSS, Slurry Seal, Cape Seal & Micro-Surface 665,910 sq. yds. Palisades Boulevard, Fountain Hills Boulevard, Shea Boulevard and Eagle Mountain Reprogrammed $1,000,000 CIP Funds + $1,000,000 VLT/HURF = $2,000,000 2014/15 Fiscal Year Zone #1 1st Phase Crack Seal & Slurry Seal, 712,026 sq. yds. and Asphalt Failure Patch Replacement $1,000,000 2015/16 Fiscal Year Complete Zone #1 Crack Seal & Slurry Seal, 712,026 sq. yds. $1,000,000 2016/17 Fiscal Year Zone #2 - Crack Seal, Slurry Seal, 618,355 sq. yds. 10,920 sq. yds. Asphalt Failure Replacement $1,000,000 2017/18 Fiscal Year Finish Zone #2; Start Zone #3 - Crack Seal, Slurry Seal, 289,044 sq. yds. 4,770 Sq. Yd. Asphalt Failure Replacement TRMSS New Sections of Shea Boulevard $1,000,000 2018/19 Fiscal Year Finish Zone #3; Start Zone #4 - Crack Seal, Slurry Seal, 483,429 sq. yds. 613 Square yards Pavement Failure Asphalt Replacement TRMSS Saguaro Boulevard $1,000,000 2019/20 Fiscal Year Zone #4 - Crack Seal, Slurry Seal – 483,429 sq. yds. $1,000,000 2020/21 Fiscal Year Finish Zone #4; Start Zone #5 - Crack Seal, Slurry Seal - 307,301 sq. yds. 339 Square yards Asphalt Failure Replacement $1,000,000 Funding Approach/Recommendations •2012/13 Fiscal Year (This Year April 2013) •Current year funding to be provided by: »Contingency Transfer from GF to HURF $300,000 »Economic Development GF Budget Savings $ 80,000 »Information Technology Online Storage Project GF $ 8,000 »Highway User Revenue Fund $ 100,000 »Household Hazardous Waste Event GF $ 45,000 »CIP project – Saguaro/Palisades signal Deferral 2014/15 $256,000 »CIP Intelligent Transportation System Project Elimination $ 53,000 »CIP Contingency $ 25,000 $867,000 2013/14 Fiscal Year The Pavement Management Program Recommended is Funded with existing funds. Requires the Vehicle License Tax (VLT) to become a Special Revenue for Pavement Management. Requires the Reduction in Force of Personnel of 5 positions starting in 2013/14 fiscal year Administration (3) 1 retirement; 1 elimination; move 1 position to part-time; Community Services(1); & Development Services (2) vacant position and sweeping outsourced. Requires General Fund Operations Budget Reductions of $750,000 (VLT) Results in a Planned Pavement Management Program expenditure in next eight (8) fiscal years 2013-2021 totaling $9,700,000. The Pavement Management Program fiscal years 2014/15 thru 2020/21 is contingent upon the successful passage of an $8.2 million Road Bond for the reconstruction of Saguaro Boulevard. 2013/14 Fiscal Year Funding Dedicate Vehicle License Tax for pavement management $750,000 Requires reductions to General Fund: Administration(Town Mgr & Finance)/Court $585,000 Community Services Department $ 60,000 Development Services budget cuts $105,000 TOTAL TRANSFER TO HURF PAVEMENT MANAGEMENT $750,000 •Effect of proposed reductions – Community Services Department: Reduce One Staff Position in Parks $43,300 Reduce Operations/Program Budgets for: Ballet Arizona $ 7,000 Homecoming Parade $ 3,600 Homecoming Tailgate Party $ 1,500 Sock Hop $ 2,150 New Teen Programs $ 2,450 TOTAL COMMUNITY SERVICES REDUCTIONS $60,000 Effect of proposed reductions – Administration and Court Departments: Reduce one PT Position in Finance $ 17,000 Reduce one FT position Court $ 50,000 Reduce one FT position to PT in Administration $ 40,000 Reduction to ED GF budget $ 90,000 Reduce GF Contingency to previous years $285,000 Transfer Tourism expenditure to Downtown Fund $103,000 TOTAL ADMINISTRATION REDUCTIONS $585,000 Effect of proposed reductions – Development Services Department: Eliminate outside contract for inspections $30,000 Eliminate expenditures for code abatement $ 5,000 Eliminate household hazardous waste event $45,000 Eliminate purchase of GIS equipment $25,000 TOTAL DEVELOPMENT SERVICES REDUCTIONS $105,000 •Effect of proposed reductions – HURF Department: Outsource street sweeping program (1 FTE) $ 50,000 Eliminate vacant street maintenance position $ 50,000 Reduce HURF operations budget (programs) $ 75,000 Current Pavement Mgmt. Funding in HURF $ 50,000 Drawdown of HURF Reserves (max 6 years) $ 25,000 TOTAL HURF REDUCTIONS $250,000 ADD Dedicated VLT from General Fund to PMP Program $750,000 TOTAL ANNUAL FOR PAVEMENT MANAGEMENT $1,000,000 •Staff Recommendation: –Authorize the transfer of funds in the current 2012/13 Budget and CIP to fund the $867,000 for Pavement Maintenance. –Authorize Staff to Proceed in the 2013/14 Budget to begin funding the Pavement Management Program with the dedicated Revenue Source of Vehicle License Tax (VLT). –Authorize Staff to take the necessary steps to eliminate/reduce/transfer funds in Administration, Community Services and Development Services (HURF) beginning in the 2013/14 fiscal year (July) to adequately fund a Pavement Management Program with at least $1,000,000 annual appropriation. Questions ? TOWN OF FOUNTAIN HILLS OFFICE OF TOWN MANAGER INTER OFFICE MEMO TO: Mayor & Town Council DATE: January 8th 2013 FR: Ken Buchanan, Town Manager RE: Restorative Programs: Pavement Management The Town of Fountain Hills, from fiscal years 2000 to 2011, expended approximately $9,274,736 on a Pavement Management Program. Through the austere years due to the effects of the “Great Recession,” the Town continued to appropriate funding toward preservation of the pavement to the greatest extent possible. The ongoing use of maintenance type strategies such as crack sealing, surface treatment, slurry and micro surfacing will help to extend the life of those streets. This type of program assists in reducing the need for major rehabilitation and reconstruction until well into the future. As previously mentioned, the Town of Fountain Hills pavement management practices have consisted of crack sealing, surface seals and slurry seals by designated maintenance zones once every seven years and funded through a combination of Highway User Revenue Funds, General Funds and Capital Improvement Program Funds. The current HURF budget constraints allow only $100,000 annually for lane striping, curb, sidewalk and asphalt repairs supplemented with $100,000 from the Capital Projects Fund. The January 2009 Pavement Management Report completed by Stantec Engin eering suggested the need for a minimum $1,200,000 annually for pavement management projects. The report further estimates that $2.8 million annually is required for an annual asphalt replacement mill & overlay process to at least 20% of each Pavement Zone as well as continued slurry seal or surface seal treatments to the remaining streets. This is a long term pavement management program that will target one of seven pavement management zones each year and will replace the entire public street network over a 35 year period. The $1 million program proposed in is perpetual in nature but will not address reconstruction of the “poorly rated roads” such as Saguaro Blvd. The lifespan of some existing streets will need to be stretched to 50+ years in some areas under such a program. The 2009 Stantec Engineering Report alluded to an overall Surface Distress Index(SDI) pavement quality index was 77.9. The Riding Comfort Index (RCI) is 69.2. The Structural Adequacy Index (SAI) as “strong”. The Pavement Quality Index (PQI) is the “overall” assessment rating of “67.1” out of a 100 rating scale that placed the pavement in the “good” range. The Report did reflect a concern that due to the age of the pavement, degredation of the pavement could accelerate without a proper and timely pavement maintenance program. As further indicated and recommended in the report, “in order to protect the capital investment the Town of Fountain Hills has already made in the street network, it is imperative to continue a proactive maintenance approach.” The Town of Fountain Hills is capable of budgeting at least $1 million on an annual basis should the Town Council accept Staff’s recommendations. The program provides applications of the various pavement maintenance applications such slurry seal to the residential and micro-surfacing to the Arterial Streets over a eight (8) year period (2013 to 2021). Approach  Pavement Maintenance Program o Seven Zones;  Eight (8)Year Program(Zone #1 requires a two-year program)  Crack Seal  Surface Seal  Slurry Seal  Cape Seal  Mill & Overlay Asphalt Replacement Patch  Subgrade and Asphalt Failure Patch Repair  Requires cut out of asphalt and replace  Slurry Seal over Street/Asphalt Patch o 2012 to 2020  Zone #6 2012/13 (April/June of 2013)  Slurry Seal 383,811 sq.yds…$867,000  Zone #7 2013/14 (July/September 2013)  Micro-Surface Palisades Blvd and Fountain Hills Blvd; portions of Shea Blvd & Eagle Mountain 665,910 sq.yds….$2,000,000  Zone #1 2014/15 (July/Sept 2014)  1st phase Slurry Seal; Asphalt Patch 712, 026 sq.yds….$1,000,000  Zone #1 2015/16 (July/September 2015)  2nd Phase Slurry Seal …..$1,000,000  Zone #2 2016/17 (July/September 2016)  Slurry Seal 618,355 sq.yds; Asphalt Patch 10,920 sq.yds…$1,000,000  Zone #3 2017/18 (July/September 2017)  Complete Zone #2 – Start Zone #3; Slurry Seal 289,044 sq.yds; 4,770 sq.yds Asphalt Patch….$1,000,000  Zone #4 2018/19 (July/September 2018)  Complete Zone #3 – Start Zone #4; Slurry Seal 483,429 sq.yds; 613 sq.yds. Asphalt Pavement Patch; TRMSS Saguaro Blvd…$1,000,000  Zone #5 2020/21 (July/September 2020)  Complete Zone #4 – Complete Zone #5; Slurry Seal 307,301 sq.yds; 339sq.yds. Asphalt Patch…..$1,000,000 Funding  Pavement Management Funding o 2012/13 Budget Adjustment…………………………………………………………..$867,000  Contingency Fund Transfer to HURF  Reduce the amount of Contingency to only $50k from $300k  ED Budget Savings  Unfilled ED Administrator Position  IT Online Storage Project  Defer Project  HURF Fund  Fund Balance  Household Hazardous Waste Event  Defer Project  CIP – Saguaro/Palisade Signal Replacement  Defer Project to 2014 contingent upon Saguaro Bond Passage  CIP Intelligent Transportation System Project  Cancel Project  CIP Contingency o 2013 to 2021…………………………………………………………………….$1,000,000 per year  Dedicated Revenue Source….Vehicle License Tax  $750,000 annually  Adjust Budgets in Administration  Personnel Reduction o Court Clerk Position o Finance Position(PT)(retirement) o HR Administrator from FT to PT  Appropriate Tourism Funding from Downtown Fund  Reduce Economic Development GF Subsidy  Reduce Annual Contingency Fund  Adjust Budgets in Community Services  Personnel o One (1) Parks Position  Operational Program Reductions  Adjust Budget in Development Services (HURF)  Sweeping Outsourced w/ Contract o One (1) Position  Current Vacant Street Position  Operational Program Reductions o Total Eight Year Project $9,700,000  Pavement Management Program Proposal from fiscal year 2014/15 thru 2020/21 is contingent upon successful $8,200,000 Saguaro Bond Election in November 2013. It is the ultimate goal of the Pavement Management Program to provide the citizens of Fountain Hills with a safe, efficient and well maintained transportation network for all users and protect the value and condition of the Town’s most valuable infrastructure for many years to come. By initiating the Pavement Management Program in its proposed form will begin to address the degredation of the asphalt to prolong its life. An asphalt replacement program and its associated funding will need to be considered in the future in keeping with the Stantec Engineering Report findings and recommendations. 1867953.2 RESOLUTION NO. 2013-02 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA, APPROVING THE PAVEMENT MANAGEMENT PROGRAM AND AUTHORIZING THE NECESSARY BUDGET TRANSFERS TO FUND THE PROGRAM. WHEREAS, pavement management is considered a “core service” for the Town of Fountain Hills (the “Town”); and WHEREAS, at the August 23, 2012 Town Council/Staff Retreat, the Mayor and Council of the Town (the “Town Council”) made establishment of a Pavement Management Program a top priority to be addressed; and WHEREAS, the Town street system is estimated at $150,000,000 replacement value, making preservation of existing streets essential to the fiscal health of the Town; and WHEREAS, the 2009 Stantec Engineering Report indicated that the Town’s pavement earned a rating 67.1 out of 100, which indicated that the Town’s pavement ranged from good to excellent, but noted that, due to the age of the pavement, degradation of the pavement could accelerate without a proper annual pavement maintenance program; and WHEREAS, the Town Council desires to have the Fountain Hills Pavement Management Program funded annually with existing funds, beginning with $867,000 in FY 2012/13 and increasing to $1.0 Million annually thereafter; and WHEREAS, the Town Council finds and determines that it is in the best interest of the Town that funding for a Pavement Management Program be generated from existing sources, including: (i) transfers of certain Highway User Revenue Fund (“HURF”) and Vehicle License Tax (“VLT”) amounts; (ii) cancellation of certain projects in the Town’s Capital Improvement Plan (“CIP”); (iii) outsourcing of certain functions and (iv) reductions in force to eliminate five staff positions. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, as follows: SECTION 1. The foregoing recitals are incorporated as if fully set forth herein. SECTION 2. The Fountain Hills Pavement Management Program is hereby designated the same Priority Level in the Town budget as Public Safety. SECTION 3. In order to provide funding to the Pavement Management Program in fiscal year 2012/13, the Town Council hereby authorizes the budget appropriation transfer of $867,000 in General Fund, Highway User Revenue Fund, and Capital Project funds, should they be available in the current 2012/13 Town Budget, beginning April 2013 as follows: 1846566.2 2 Contingency Transfer from General Fund to HURF $300,000 Economic Development General Fund Budget Savings $ 80,000 Information Technology Online Storage Project General Funds Savings $ 8,000 Highway User Revenue Fund Balance Reserves $100,000 Household Hazardous Waste Event General Fund Savings $ 45,000 CIP project – Saguaro/Palisades signal deferral to 2014/15 $256,000 CIP Intelligent Transportation System Project Elimination $ 53,000 CIP Contingency $ 25,000 TOTAL $867,000 SECTION 4. Beginning in fiscal year 2013/14 and continuing annually thereafter, all revenues received from the Town’s portion of Vehicle License Tax shall be designated for the Pavement Management Program. SECTION 5. Beginning in fiscal year 2013/14 and continuing annually thereafter, a minimum of $250,000 shall be apportioned from the HURF revenues for the Pavement Management Program. SECTION 6. The Town Council, by approving this Pavement Management Program, understands that commencing in March 2013, the Town Manager intends to undertake certain actions in order to fund the Pavement Management Program, including (i) initiating a reduction in force program by eliminating five positions: two in Administration; one in Community Services; and two in Development Services (street sweeping outsourced and one vacant HURF position) and (ii) reducing the operational budget for the Administration Department by reclassifying the Human Resource Director’s position from full-time to part-time (30 hours per week) by June 30, 2013. The reduction in force plan is more fully described in Exhibit A, attached hereto and incorporated herein by reference. SECTION 7. Beginning with the FY 2013/14 budget and continuing thereafter, the Town Council hereby authorizes and directs the Town Manager to transfer the Economic Development Tourism Initiative appropriation to the Downtown Excise Tax Fund. SECTION 8. Beginning with the FY 2013/14 budget and continuing thereafter, the Town Council hereby authorizes and directs the Town Manager to reduce the Contingency Fund portion of the General Fund from $300,000 annually to $65,000 annually. SECTION 9. Beginning with the FY 2013/14 budget and continuing thereafter, the Town Council acknowledges that the total of the reductions to be recommended by the Town Manager shall include the following: 1846566.2 3 A. Community Services: Reduce one staff position in Parks Department $ 43,300 Reduce Program Budgets to: Ballet Arizona $ 7,000 Homecoming Parade $ 3,600 Homecoming Tailgate Party $ 1,500 Sock Hop $ 2,150 New Teen Programs $ 2,450 COMMUNITY SERVICES TOTAL $ 60,000 B. Development Services: Reduce outside contract for inspections $ 30,000 Reduce expenditures for code abatement $ 5,000 Eliminate household hazardous waste event $ 45,000 Eliminate purchase of GIS equipment $ 25,000 DEVELOPMENT SERVICES TOTAL $ 105,000 C. Administration Department: Reduce one PT Position in Finance $ 17,000 Reduce one FT position Court $ 50,000 Reduce one FT position to PT in Administration $ 40,000 Reduce Economic Development General Fund budget $ 90,000 Reduce General Fund Contingency to previous years $ 285,000 Transfer Tourism appropriation to Downtown Fund $ 103,000 ADMINISTRATION DEPARTMENT TOTAL $ 585,000 D. Streets Department: Outsource street sweeping program (1 FTE) $ 50,000 Eliminate vacant street maintenance position $ 50,000 Reduce HURF operations budget (programs) $ 75,000 Current Pavement Mgmt. Funding in HURF $ 50,000 Drawdown of HURF Reserves (max 6 years) $ 25,000 HURF TOTAL $ 250,000 TOTAL REDUCTIONS: $1,000,000 SECTION 10. The Mayor, the Town Manager, the Town Clerk and the Town Attorney are hereby authorized and directed to take all steps necessary to carry out the purpose and intent of this Resolution. 1846566.2 4 PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills, Arizona, January 17, 2013. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: Linda M. Kavanagh, Mayor Bevelyn J. Bender, Town Clerk REVIEWED BY: APPROVED AS TO FORM: Kenneth W. Buchanan, Town Manager Andrew J. McGuire, Town Attorney 1867953.2 EXHIBIT A TO RESOLUTION NO. 2013-02 [Reduction in Force Plan] See following page. 1867953.2 Reduction in Force 2012-13 Elimination of Five (5) positions: 1. Court Clerk – Full-time 2. Financial Services Tech – Part-time 3. Groundskeeper – Full-time 4. Street Maintenance Technician, Sweeper – Full-time 5. Street Maintenance Technician – Full-time – currently vacant Reclassification of one (1) position: 1. Human Resources Administrator from full-time status (40 hrs/wk) to part-time status (30 hrs/wk) Criteria for layoffs: 1. Workload 2. Credentials/Knowledge 3. Performance 4. Salary 5. Seniority (tiebreaker only) Severance Package: The employees that are currently filling the four positions being eliminated will receive a severance package consisting of one week of their regular pay for each year of service. In addition, they will receive one month of COBRA paid by the Town of Fountain Hills. Process: The Town Manager, Department Director and Human Resources Administrator will meet with the four employees on a designated date to notify the affected employees and explain the severance package. COBRA forms will be distributed to each individual at that time. Roundabouts by George Williams, PE, PTOE, PTP Resident of FH Roundabouts: Issues…or not? Roundabouts, traffic circles and rotaries… all the same or different? Safety Capacity Pedestrians Public reaction Roundabouts, Traffic Circles & Rotaries… Six of one, half dozen of another or two pi of something else…A golf ball, a beach ball and a football…all the same? Clearly there is a difference in how these perform based on design. 4 What is a Roundabout? Roundabouts Rotaries Neighborhood traffic circles All circular intersections Others •Roundabouts are a Type or Subset of Circular Intersections •Traffic Circle is a generic term basically meaning not a Roundabout! Kingston, NY – Traffic Circle/Rotary No control of entry High speed Large diameter (600 ft +) High speed weaving here Photo Source NYSDOT Roundabouts… NOT Rotaries! Large Outdated Rotary to be removed New small Roundabout replacing old rotary No control with high speed entry High speed weaving here Roundabouts are not traffic calming circles 1.Yield control on all entries 2.Circulating roadway has no control and therefore they have the “Right of Way” 3.All traffic travels counter clockwise and to right of the central island in USA 4.Geometry requires slow speeds 1.Splitter islands w pedestrian refuge areas 2.Bike ramps 3.Landscaping in central island Primary and Secondary Design Features SAFETY: Fewer Vehicular Conflict Points The Insurance Institute for Highway Safety: U.S. Roundabout Safety Report Before-after studies at 24 intersections 39% overall decrease in crashes 76% decrease in injury crashes 89% decrease in fatal/incapacitating crashes 75% reduction in traffic delays! NCHRP Report 572 – Roundabouts in the US •Before-after studies at 55 intersections •35% overall decrease in crashes •76% decrease in injury crashes •81% decrease in fatal/incapacitating crashes for single lane urban roundabouts •71% decrease in fatal/incapacitating crashes for single lane rural roundabouts Fewer Pedestrian Conflict Points Pedestrians at Roundabouts From the National Cooperative Highway Research Program (NCHRP) which conducts research in problem areas that affect highway planning, design, construction, operation, and maintenance nationwide. Pedestrian at Roundabouts Pedestrians at Roundabouts (Insurance Institute for Highway Safety) Are roundabouts safe for pedestrians? Roundabouts generally are safer for pedestrians than traditional intersections. In a roundabout, pedestrians walk on sidewalks around the perimeter of the circulatory roadway. If it is necessary for pedestrians to cross the roadway, they cross only one direction of traffic at a time. In addition, crossing distances are relatively short, and traffic speeds are lower than at traditional intersections. Studies in Europe indicate that, on average, converting conventional intersections to roundabouts can reduce pedestrian crashes by about 75 percent. Single-lane roundabouts, in particular, have been reported to involve substantially lower pedestrian crash rates than comparable intersections with traffic signals. Public Reaction 1.“I hate those roundabouts back east” …Those are rotaries not roundabouts. 2.“Roundabouts are European socialist experiments and we don’t want them here” …Actually American roundabouts save the public time and fuel, require individual responsibility, provide less government control, support small government by reducing maintenance costs and require no government monitoring (unlike traffic signals). 3.“There will be crashes all the time” …Actually collisions are reduced by 30-50% compared to traffic signals. 4.“Traffic will be backed up, we need more capacity not traffic calming” …While roundabouts have been used for traffic calming, roundabouts in most cases have greater capacity than traffic signals and in all cases they have more than double the capacity of all way stops. Driver Opinion Survey on Roundabouts 0 10 20 30 40 50 60 70 PE R C E N T BeforeAfterBeforeAfter FAVOR STRONGLY OPPOSE Source: Insurance Institute for Highway Safety 31 63 41 15 Public Attitude Toward Roundabouts Before & After Construction Public Attitude Before After Very Negative 23% 00% Negative 45% 00% Neutral 18% 27% Positive 14% 41% Very Positive 0% 32% Source: NCHRP Synthesis 264 Why a Roundabout at Saguaro/AOTF Improves public safety…Period! Capacity…Single lane up to 25k vpd. Currently an estimated 16- 17k vpd with plenty of capacity throughout the system. More than double capacity of all way stop, similar or better capacity than signal (see consultant report) Major initial cost is asphalt and concrete (most of which must be replaced with resurfacing project anyways) so cost difference is minimal. No long term signal costs (staff, electrical, equipment replacement) Reduces public delay and fuel use while also reducing pollution. Aesthetics and opportunity for large signature art element. Does not block view of fountain like signal poles would. Why a Roundabout at Saguaro/Palisades Improves public safety…Period! Capacity…Single lane up to 25k vpd or multilane around 40k vpd. Currently an estimated 18k vpd with plenty of capacity throughout the system. More than double capacity of all way stop, similar or better capacity than signal (see consultant report) Major initial cost is asphalt and concrete (most of which must be replaced with resurfacing project anyways) so cost difference is minimal. Town already needs to replace signal and is budgeting around $400k for that work which would likely cover the cost difference to convert to a roundabout. No long term signal costs (staff, electrical, equipment replacement) Reduces public delay and fuel use while also reducing pollution. Aesthetics and opportunity for large signature art element. Does not block view of fountain like signal poles would. P P P P P T C MF MF R R R Shared Use Path System (Existing, Phase 1, Phase 2, Future phases) School Civic (Town Hall, Library, Museum) Parks Regional Transit Multi-Family Retail spaces C P T MF R MF MF Other Roundabout Information www.iihs.org www.safety.fhwa.dot.gov http://www.azdot.gov/ccpartnerships/Roundabouts/index.asp http://www.trb.org/Main/Blurbs/158299.aspx http://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_rpt_672.pdf http://www.ite.org/councils/Safety/roundabout.asp QUESTIONS? In December of 2010 the Town contracted with Aztec Engineering to analyze various alternatives for the configuration of the Saguaro Blvd. and Avenue of the Fountains Intersection. The project team included a roundabout consultant. Alternatives • Existing 3-Way Stop • 3-Way Stop with single lane and on-street parking • Traffic Signal with single lane and on-street parking • Single Lane Roundabout with on-street parking • Dual Lane Roundabout with on-street parking Documents Reviewed • Downtown Area Specific Plan • State Trust Land Traffic Impact Analysis • Town Square Traffic Impact Analysis (13 acre project) • Crash History Study Methodology • Traffic Data Collection • 20 Year Traffic Volume Forecast • Analysis of Alternatives • Preliminary Conceptual Cost Estimates Intersection 2008 2009 2010 2011 2012 Total Saguaro Blvd. & AOTF 2 2 3 2 2* 11 * One accident in 2012 was listed as a car/pedestrian accident. A slow moving vehicle came into contact with special event traffic control worker. There were no injuries or citations issued. Five Year Crash Data Intersection 2011 2031 Saguaro Blvd. & AOTF 13,000 (1,100 trucks) 26,000 (2,200 trucks) Traffic Volume Data Configuration AM Peak PM Peak 2011: 3-Way Stop (2 lane) 10.1 sec, LOS "B" 13.1 sec, LOS "B" 2031: 3-Way Stop (2 lane) 15.8 sec, LOS "C" 25.4 sec, LOS "D" Cost: $150,000* * Cost includes medians, landscaping, fountain reconstruction and clock relocation. Level Of Services Delay Ranges (Sec/Veh.) Level Of Services (LOS) All-Way Stop & Roundabout Traffic Signal Notes A 0-10 0-10 Free Flow B 10-15 10-20 Reasonable Free Flow C 15-25 20-35 Stable Flow D 25-35 35-55 Approaching Unstable Flow E 35-50 55-80 Unstable Flow F >50 >80 Forced or Breakdown Flow • 30 Parking Spaces • Pedestrian Lighting • Crosswalks Approximate Cost = $563,000 Configuration AM Peak PM Peak 2011: 3-Way Stop (1 lane) 11.9 sec, LOS "B" 14.4 sec, LOS "B" 2031: 3-Way Stop (1 lane) 89.2 sec, LOS "F" 163.7 sec, LOS "F" Cost: $555,000 Configuration AM Peak PM Peak 2011: 3-Way Stop (1 lane) 5.8 sec, LOS “A" 5.7 sec, LOS “A" 2031: 3-Way Stop (1 lane) 10.1 sec, LOS “B" 12.1 sec, LOS “B" Cost: $939,000 AM Peak Hour PM Peak Hour Year Approach LOS Delay LOS Delay 2026 NB A 7.2 C 24.1 SB A 9.7 B 11 EB A 5.2 A 5.2 2031 NB A 9 F 112 SB B 14.7 C 20.8 EB A 5.7 A 6 Cost: $853,000 AM Peak Hour PM Peak Hour Year Approach LOS Delay LOS Delay 2031 NB A 4.5 B 10.1 SB A 5.7 A 6.6 EB A 5.9 A 6.2 Cost: $954,000 Intersection Alternative Matrix Evaluation Criteria 3-Way Stop (Dual Lane) 2013 3-Way Stop (Single Lane) 2031 Traffic Signal (Single Lane) 2031 Single Lane Roundabout 2026 Dual Lane Roundabout 2031 Intersection LOS (PM Peak) C F B C A Average Deals (Sec./Veh.) Not Available 153.3 12.1 17.4 8.4 Pedestrian Connectivity/Safety Queued vehicles may limit crossing opportunities Queued vehicles may limit crossing opportunities Protected crossings with 30 sec. delays Optimal gap crossings with minimal delays Optimal gap crossings with minimal delays Right-of-Way Required None None None Park Right-of-Way Park Right-of-Way Potential Utility Impacts/Conflicts None None SRP SRP, Water & Drainage SRP, Water & Drainage Emergency Vehicle Access Minimal Delay Expected Queued vehicles may limit access Pre-Emption Required Minimal Delay Expected Minimal Delay Expected Aesthetics Similar to existing condition Similar to existing condition Traffic Signal with lighting Landscape center island with intersection lighting Landscape center island with intersection lighting On-Street Parking Cost $0 $563,000 $563,000 $563,000 $563,000 Intersection Cost $150,000 $555,000 $939,000 $853,000 $954,000 Total Project Cost $150,000 $1,118,000 $1,502,000 $1,416,000 $1,517,000 Contact: Paul Mood, 480-816-5129, pmood@fh.az.gov In June of 2012 the Town contracted with RAMM Geotechnical Engineering to take core samples in order to determine the actual pavement thickness and subgrade profile of Saguaro Blvd. from Shea Blvd. to Fountain Hills Blvd. The results of the geotechnical investigation showed that the pavement thickness and subgrade profile varied greatly. The asphalt thickness on Saguaro Blvd. was typically between 1” and 2” thick over a 2” to 3” subgrade which is far less than normal standards of 4” of asphalt on 6” of subgrade. Due to the existing conditions of Saguaro Blvd. the RAMM report recommends full reconstruction for the entire length which consists of removing the top 10” of existing asphalt and subgrade, scarifying and compacting the exposed subgrade and placing a new pavement section of 4” of asphalt on 6” of base course. Based on the information and recommendations provided by the RAMM Engineering report staff has developed the following scope of work for reconstruction of Saguaro Blvd. • engineering design and construction oversight • asphalt reconstruction (full depth) • drainage improvements (Palisades Blvd. and Desert Canyon Golf Course areas) • valve & manhole adjustments • ADA ramp modifications as required • curb repair & replacement • striping and pavement markings • Ave. of the Fountains intersection 3-way stop modifications • traffic signal replacement at Palisades Blvd. (CIP Fund) Project Coordination: • Ashbrook Wash drainage improvements (2015) • State Trust Land sanitary sewer (timing unknown) • Fountain Hills Sanitary District • Chaparral City Water • SRP, SW Gas, Cox, Century Link, etc. Estimated cost of design and construction is $8.6 Million with $400,000 for the traffic signal coming out of the CIP Fund. Bonds = $8.2 Million CIP Fund = $0.4 Million Total = $8.6 Million The intersection at Saguaro Blvd. and Avenue of the Fountains will be modified to provide increased pedestrian safety. Reconstruction of the existing water feature is anticipated to be included in the project. October 2010 December 2011 The photographs below show Saguaro Blvd. near the Desert Canyon Golf Course. The inlets to various drainage structures on the west side of the street are undersized and do no allow for proper drainage. The Saguaro Blvd. Reconstruction estimate includes design and construction of properly sized drainage structures in this area to prevent standing water which is not only a hazard to motorists but accelerates deterioration of the asphalt and subgrade. Saguaro Blvd.: Palisades Blvd. to Parkview Ave. Saguaro Blvd. & Palisades Blvd. Intersection The photographs below show southbound Saguaro Blvd. from Palisades Blvd. to Parkview Ave. after a rainstorm in October of 2010. Due to the lack of storm drains in this area the water drains to a catch basin south of Parkview Avenue which then flows into Fountain Park. The Saguaro Blvd. Reconstruction estimate includes design and construction of proper drainage structures and storm drains in this area to prevent standing water. Assessor’s Full Cash Value Average Additional Annual Cost (Residential) – 5 yr. Repayment Schedule Average Additional Annual Cost (Residential) – 7 yr. Repayment Schedule Average Additional Annual Cost (Residential) – 10 yr. Repayment Schedule $100,000 $55.00 $41.00 $32.00 $350,000 $192.50 $143.50 $112.00 $500,000 $275.00 $205.00 $160.00 $1,000,000 $550.00 $410.00 $320.00 Repayment Schedule Assumed Interest Rate Approximate Interest 5 Year 5.0% $1,275,000 7 Year 5.25% $1,827,000 10 Year 5.5% $2,990,000 Contact: Paul Mood, 480-816-5129, pmood@fh.az.gov