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HomeMy WebLinkAboutMinutes - 07-17-13 Special MeetingMINUTES OF THE CITY COUNCIL OF THE CITY OF DOWNEY SPECIAL MEETING JULY 17, 2013 The City Council of the City of Downey held a Special Meeting at 2:15 p.m., July 17, 2013, in the Second Floor Training Room of Downey City Hall, 11111 Brookshire Avenue, Downey, California, Mayor Guerra presiding. PRESENT: Council Members: Mario A. Guerra Mayor Fernando Vasquez Mayor Pro Tem Roger C. Brossmer Excused Luis H. Marquez Excused Alex Saab ALSO PRESENT: Gilbert Lives, City Manager John Oskoui, Assistant City Manager /City Treasurer Adria M. Jimenez, CMC City Clerk Edwin Norris, Deputy Director of Public Works Desi Gutierrez, Senior Civil Engineer Dave Butler, Consultant NON - AGENDA PUBLIC COMMENT Mayor Guerra opened public comment. Having no one come forward, public comment was closed. 1. REVIEW AND DISCUSS THE PAVEMENT MANAGEMENT INFORMATION SYSTEM (PMIS): Public Works. City Manager Lives began by stating that during the Budget Workshop the City Council requested staff conduct a review of the pavement management program. The City's consultant is here today to review the Pavement Management Information System (PMTS) with the Council. Dave Butler, Manager of Engineering Services of Infrastructure Management Services (IMS), provided background information on his company, noting the company handles pavement management on a national and international level. He provided an outline of the meeting's topics: Downey Transportation Network, Street Pavement 101, and Pavement Management Information System /Analysis. Mr. Butler advised that Downey's network of streets is comprised of principal arterials, minor arterials and collector streets. The remainder made up of residential and frontage roads such as alleys. Council Member Saab asked Mr. Butler to define frontage roads. Mr. Butler advised frontage roads run parallel to either a freeway or major arterial; they do not flow onto a major roadway. Mayor Pro Tern Vasquez asked if the PMTS tracks right -of -ways. Assistant City Manager Oskoui advised right -of -way is defined as City's property line to property line along a roadway which typically includes sidewalk, parkway, curb and gutter, and the roadway. City Council Minutes Special Meeting of July 17, 2013 Mayor Pro Tem Vasquez clarified his question and asked how does the City track roots of trees that are damaging the public right of way. Assistant City Manager Oskoui advised damages caused by tree roots are tracked separately; not with the PMTS. A question was raised about the funding mechanism used for repaving streets. Assistant City Manager Oskoui explained the City's funding sources: Prop C Funds can be used only on public transit routes; STPL can only be used for Federal Aide Routes; and, Gas Tax is allocated for pavement rehabilitation. Mayor Guerra asked what is a Federal Aide Route. I a Federal Aide Route is designated by the Federal Government, is an arterial and collector street, and is based on Avenue is considered a Federal Aide Route. Assistant City Manager Oskoui advised residential streets do not qualify as Federal Aide Routes. Mayor Pro Tern Vasquez asked if the City can bond this funding. Assistant City Manager Oskoui stated Measure R has a sunset clause, and bonding will be addressed later in this presentation. Mr. Butler reviewed Pavement 101, noting all pavement is made up of native soil layer and depending on where the City is located, not all soil is the same; some is stronger than others. The foundation layer is enhanced with further compaction and stabilizing agents, and the next layer is well - graded crunched aggregated material to provide additional strength and drainage. Then a base pavement layer is applied over the aggregate layer, and then the asphalt pavement cap is applied. Mayor Guerra asked what grade is Downey's soil. Mr. Butler stated the grade of Downey ranges dependent upon the location within the City. Mr. Butler reviewed pictures of the different types of concrete pavements in the City. He showed a picture of street surfaces on Firestone and Old River School Road. He noted that the streets are made up of native soil, enhanced compacted and dried out, and a concrete layer. Council Member Saab confirmed there was no asphalt layer on the surface. Mr. Butler stated the pavement cross sections are called macadam layers which is a type of pavement no longer built because it is not cost - effective. Assistant City Manager Oskoui noted that a number of cities used macadam extensively in the past, and many of the residential streets still have macadam layers. Mr. Butler reviewed pictures showing distressed pavements, pavements with alligator cracking and concrete pavement with moderate to severe cracking. Mayor Guerra stated that the pavement on Imperial Highway is approximately three to fouryears old. He has noticed that there is a line down the middle of the street where the pavement is already splitting and weeds are growing out. He asked why does this happen. City Council Minutes Special Meeting of July 17, 2013 Desi Gutierrez, Senior Civil Engineer, explained that the referenced project did not involve roadway pavement reconstruction. The project included construction of landscaped median islands. typically while constructing medians. The line is a cold joint where the pavement was cut for the purpose of constructing the median islands curb. Assistant City Manager Oskoui advised the City did repave portions of Imperial Highway which were asphalt pavement, but the portions that were concrete pavement, the City did not resurface, however; the median islands were added. Mayor Guerra stated that it is already splitting and it is only four to five years old. He asked what is the life span, what are we going to do about it, and how do we avoid that in the future. Mr. Gutierrez stated that concrete streets, because of contraction and expansion, sometimes develop cracks. Mayor Guerra asked how the City chooses concrete versus asphalt. Mr. Gutierrez stated currently the City uses asphalt. Ideally, the City would use concrete streets but it is cost - prohibitive; however, concrete pavements less maintenance and last longer. Mr. Butler answered questions regarding the photos in his presentation. He described techniques to repair streets, including residential streets, materials used for repair, and subgrade materials. He stated sometimes street damage is due to subgrade failure: something that has happened underground, such as a compaction problem. Council Member Saab asked if there is a warranty on the material and has the City ever considered that the material could be faulty. Assistant City Manager Oskoui explained that the material has to be certified, and the inspector's job is to ascertain that the appropriate material is being utilized. Typically, failures are because of faulty workmanship or pavement subsurface conditions, such as failing base due to a leaky water pipe. Mayor Guerra asked if there is a construction warranty time period for streets. Assistant City Manager Oskoui stated there is a one year construction warranty for street pavement projects. Council Member Saab asked if the City conducts quality control on the piping before repaving. Mr. Gutierrez advised that in addition to the materials testing, a soils lab comes out and tests the subgrade. Assistant City Manager Oskoui stated three years ago the City started replacing the infrastructure (including water lines) prior to major roadway reconstruction. Mayor Pro Tern Vasquez asked if the City issues a moratorium on newly repaved streets. Assistant City Manager Oskoui stated yes there is a three year moratorium in place. Mr. Butler continued reviewing the photos in the presentation. In one photo he identified longitudinal cracking. He stated if that distress was caused by traffic, the cracking would be a little farther over; however, many times the longitudinal cracking can progress. City Council Minutes Special Meeting of July 17, 2013 Council Member Saab asked if this type of cracking is associated with larger trucks, for example those leaving the Coca -Cola plant. Assistant City Manager Oskoui stated that the City designs for those types of uses taking into consideration the traffic. However, if the street is not designed properly and there is a lot more traffic than anticipated there will be a premature failure of the pavement. Council Member Saab asked if other Cities hold the company accountable for the amount of traffic or trucks tonnage, or the amount of time trucks can be on City streets. Mr. Butler advised that the City of Downey is built on a grid system, and when the arterial streets are busy there is a tendency for trucks to get off of those streets and travel on side streets, which puts a lot of loads on those streets. Mayor Pro Tern Vasquez asked if alternatives are allowed for soil compactions. Assistant City Manager Oskoui stated yes, generally the report provides for alternative methods of construction. Sometimes they recommend full -depth asphalt instead of asphalt on base. Mr. Butler reviewed photos of block cracking that forms in shapes of rectangles. This is common when a stabilizing agent is used in the subgrade. Those agents tend to shrink and that is what causes the cracking. Transverse cracks are fairly normal and not necessarily load related. Often the pavement tends to shrink as it has been laid and when it cools off the cracks form. Mr. Butler advised that pavements also become distressed due to water deterioration and then the surface becomes gravel. Mayor Guerra asked how should that be fixed. Mr. Butler stated in that particular case, the solution would be to redesign the street so there is better drainage. Assistant City Manager Oskoui further explained that what happened was that the concrete cracked and water got into the crack which dislocated the concrete gutter. Then, more water was trapped and got underneath the asphalt and loosened up the base material. Assistant City Manager Oskoui stated that he would place a clean joint concrete, upstream downstream, and replace the entire length of damaged concrete curb and gutter. Mayor Pro Tem Vasquez stated that he receives calls from concerned residents and asked if that is the only option to repair the curb and gutter. Assistant City Manager Oskoui stated approximately two to three years ago the City decided to methodically schedule the repairs and initiated the annual concrete improvement program. Every year the City sets aside approximately $300,000 to $400,000 for that purpose. Mayor Guerra asked how the City conducts preventative maintenance and is there someone who is reviewing the entire City to find areas that need repaving. Assistant City Manager Oskoui stated if it is a major issue that is a safety problem the City immediately addresses it. What the City tries to do is capture the majority through a cyclical program so the City the work can be completed in a methodical way. The City creates a database from the complaints received and observations made by either the City crews or inspectors. Mayor Guerra asked if the City is aware of a location that is not on the current cycle and needs repair, can that location be considered. City Council Minutes Special Meeting of July 17, 2013 City Manager Lives stated yes. If the City is repairing streets in a certain area, but there is a needed repair in another area, the City will do the repair. City Manager Lives stated that during the contract process the City will know, through the prioritized list, that there is a need in another area. Mayor Guerra asked if it is possible to address emergency issues, for example a large pot hole created by rain. City Manager Lives advised the Council that emergency issues are handled immediately and as the City cycles through the system a couple of times, the City receives less complaints. Mayor Guerra referred to a picture in the slide show with a pot hole and asked how the City could fix that. Mr. Lives stated the City would patch the hole in the street. Mr. Gutierrez explained that it looks like a cut was done and a utility was placed underneath. Mr. Butler continued showing pictures of tree roots uplifting the sidewalks and streets. Mayor Pro Tern Vasquez asked if the City has landscaping requirements for public right -of -way maintenance so tree roots do not damage the pavement. Assistant City Manager Oskoui stated that it appears that the City of Downey did not have a good program on planting trees in the public right -of -way; however, recently, specific guidelines have been put in place to address that problem. Mayor Guerra stated there are a lot of complaints due to trees. He pointed to an example in the presentation of an older tree. He stated he receives complaints from neighbors concerned about the tree falling and the roots lifting the pavement. However, he will also receive concerns that the City is removing a 50 -year old tree. He asked how the City handles those situations. Assistant City Manager Oskoui stated that in one case where the City in response to citizen's complaints and excessive damages due to tree roots decide to remove the trees before starting the work staff set up meetings with the impacted neighbors to discuss the project, present alternatives and seek consensus. Mayor Pro Tern Vasquez asked how much will it cost to remove the tree and repair the street and sidewalk along Muller Street between Pangborn Avenue and Lesterford Avenue. Assistant City Manager Oskoui stated that the approximate cost is $250,000 to remove and replant 25 trees and repair the streets and sidewalks. Mayor Pro Tem Vasquez asked about future plans for the repaving of Lakewood Blvd. Assistant City Manager Oskoui advised that the City must wait for the utilities to be installed underground prior to repaving the road however, the City is looking in other options to expedite the project. Mayor Guerra asked during the meantime, what can the City do to make this street better until the utility companies complete their work. Assistant City Manager Oskoui advised that the City will continue to maintain the street. City Council Minutes Special Meeting of July 17, 2013 Mayor Pro Tem Vasquez asked if the City were to bond any of the streets would that allow the project to be completed quicker. Assistant City Manager Oskoui provided information on financing, how much funding the City has, what is going to happen if the City maintains at the same level of funding, and what are some of the City's options, will be discussed at the end of the presentation. Mr. Butler continued reviewing the presentation on the life span of street pavement. Council Member Saab asked if the City maintains an index system on the history of roads, a system that details what work has been done. Assistant City Manager Oskoui stated there is no digitized system in place. It is a huge endeavor and currently there is a lack of resources prohibiting the City from maintaining such a database. Mr. Butler reviewed the PMIS and analysis techniques Infrastructure Management Services uses. He advised that Infrastructure Management Services was hired to conduct a pavement survey in Downey, which is their main line of business. Mayor Guerra asked how Downey's pavement score compared with other cities in the area. Mr. Butler advised the City of Downey's street received a 71. Assistant City Manager Oskoui stated most streets in Los Angeles County receive an average of a letter grade D; in Orange County most streets receive a letter grade of a C. He stated there is just not enough money being allocated to fix streets. RECESS /RECONVENE Mayor Guerra recessed the meeting at 3:36 p.m. Mayor Guerra reconvened the meeting at 3:45 p.m., with Council Member Saab, Mayor Pro Tern Vasquez and Mayor Guerra present. Council Members Brossmer and Marquez were excused. Assistant City Manager Oskoui advised slurry seal is a maintenance strategy to prolong the life of the pavement. Mayor Pro Tern Vasquez asked if the City maintains history on street evaluations. Assistant City Manager Oskoui stated the City does not maintain any history on street evaluations. Mr. Gutierrez advised previously street evaluations manually were conducted by observation and noted. Mr. Butler reviewed how IMS evaluates streets. He stated IMS finds the best strategy and analyzes the information based on the existing conditions of the streets; it is a mechanistic approach, basing everything on the test of the pavement on what exist today. He stated it is more reliable than having to go back in time and figure out what was done. Mayor Guerra stated he would prefer to fix the top surface of the street. Mr. Butler advised the job is trying to catch those types of street issues before they get to that point. The top layer can be taken off and that can be effective; and, sometimes you can save money by not having to go back and reconstruct the streets completely. City Council Minutes Special Meeting of July 17, 2013 Council Member Saab asked if the streets deteriorate due to the amount of traffic. Mr. Butler stated residential streets typically do not deteriorate because there is a lot of traffic. Weather conditions could affect the pavement conditions and contribute to street deterioration. Mayor Guerra asked how the City chooses the streets its planning on repaving this year. He asked if the plan can change as priorities change. City Manager Livas provided the following example: if one particular street is in such bad shape that the only way to repair the street is spend the money and do a full reconstruction and increase the lifespan of that street, compared with a street you spend money on to patch or optimize the street to stretch the lifespan. If the street is that bad, the City would rather spend the money and do a full reconstruction. Mayor Guerra, as an example, stated that the City's choices are to either rehabilitate the five streets or conduct preventative maintenance on 20 streets. However, what if five of those streets absolutely need to be repaved now. Assistant City Manager Oskoui stated every time a street scheduled for re- pavement is traded for another street, it becomes difficult for the City to maintain the system at an optimal level. If something is traded off, it negatively impacts the entire system. Mayor Guerra asked how the City is addressing the streets that have been bad for five years or more. He asked if it is a policy decision; the City Council needs to prioritize. City Manager Livas stated the City Council can make a policy decision and prioritize. Today's presentation was for City Council information. Assistant City Manager Oskoui advised that for eight years, the City did not slurry seal any streets. It was not necessarily the engineer's fault. The Council was presented projects to vote upon, but there was never a plan presented to the City Council. Mayor Guerra stated that was his frustration: the City Council did not vote on a plan. Mr. Butler reviewed his presentation and scenarios on what would happen if the City did not spend any money on repaving. He reviewed the funding mechanisms for the City. Mayor Pro Tern Vasquez asked if the $20 million for the bridge reconstruction does not impact this budget. Mr. Livas stated $20 million is to do repair and reconstruction of two of the City's bridges. Mayor Guerra asked what is the $20 million in the budget for. Assistant City Manager Oskoui stated that it includes $5 million for Firestone and approximately $1.2 million of the $5 million is for rehabilitation of the pavement. Council Member Saab confirmed that is not for rehabilitation of the streets; it does include some sidewalks, curb & gutter, etc. Mayor Pro Tern Vasquez asked for information on funding mechanisms to complete the necessary street reconstruction, more specifically about bonding. City Council Minutes Special Meeting of July 17, 2013 Assistant City Manager Oskoui stated he spoke with a financial consultant about the possibility of leveraging the stream of income the City currently has and see how much money the City can obtain up front to take care of the street issues Unfortunately, the financing is not a solution. One City has floated a bond and the City of La Mirada increased sales tax. The City of Bellflower and Lakewood used General Funds and the City of Santa Ana has a Neighborhood Paving Program funded through their general fund. Mayor Guerra stated that the City should make the responsibilities for infrastructure of communities a priority. City Manager Livas stated the City hoped leveraging the income stream would help the issue; however, it is not helpful. Mayor Guerra stated the citizens should not pay for it out of general funds; it is more unpopular to have the street conditions. City Manager Livas stated deciding whether or not to place more money in Police, Parks and Recreation or street repaving are hard decisions. The City has hired a consultant to help the City look further for additional grant funds. Assistant City Manager Oskoui stated the transit program has encroached into the City's Proposition C Funds; that was stopped this year. The City is looking at all available options. Mayor Guerra asked if 71 is still considered good, in relative terms. Assistant City Manager Oskoui stated the same issues are happening in Cities around Downey. Comparatively, Downey is not bad with 71; however, we do not want it to get worse. City Manager Livas stated when this issue comes around again, staff will propose a plan to the City Council for review and if at that time changes are made, it will be a policy decision by the City Council. Mayor Guerra stated he does not want to vote on a repaving a street without staff advising where it is in the plan. It is the responsibility of the elected officials. The City Council and staff need to keep discussing it. ADJOURNED at 4:33 p.m. koL �a:-" A RIA M. JIMENEZ, C C City Clerk City Council Minutes Special Meeting of July 17, 2013 ZX MARIO A. GUERRA, Mayor