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Minutes - 09/10/1996 Workshop - COUNCIL WORKSHOP MEETING MINUTES September 10, 1996 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 10,1996. 0003 CONVENED. Tbe Council met in a workshop session at 7:20 p.m. regarding Street Maintenance/Improvement and Pavement Protection. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh S ifuentez Present Present Present Present Present Present (7: 28 pm) Absent Staff Present: City Administrator Childs, Public Works Director Tiwari, Street Superintendent Van Valkenberg, CE Tech. III Scott, City Recorder Tennant 0020 Director Tiwari provided the Council with an overview of the City's general maintenance and capital improvement program which includes bikeways, street lighting, right-of-way tree maintenance, and drainage. 0258 The Pavement Protection Management program involves both in-house work and work performed by outside contractors. Allowing a street to deteriorate ultimately results in higher costs for repairs and/or reconstruction. The City performs a lot of in-house work (which includes drainage repairs) in order to extend the life of the pavement. Most recently, the City has used a drag box to put a thin layer of asphalt over the pavement (seal coat) to protect the life of the pavement for several more years. The drag box system is not as attractive or as smooth like a total resurfacing project but it serves a purpose similar to that of a surface patch repair. It was noted that large projects involving pavement protection are contracted out to private firms. In the agenda packet, Director Tiwari provided a list of resurfacing projects completed from 1977 forward. He reviewed the overall street improvement needs which involve a combination of City and State projects at an estimated cost of $50 million. A majority of those costs are related to the City rather than the State projects. He briefly reviewed the policies being followed by staff as it relates to resurfacing projects, unpaved or roadway reconstruction projects, alley improvements, development related improvements, and State projects. 0867 He also reviewed a graph which displayed the amount of resources needed to resurface streets. The estimated cost to resurface city streets that are 20 years or older is $6.5 Page 1 - Council Workshop Meeting Minutes, September 10, 1996 ...-__. .~,. ,."__M_~'_~._~""__'_"'_" 'IT , .... COUNCIL WORKSHOP MEETING MINUTES September 10, 1996 TAPE READING million. It is estimated that another $3.2 million is needed to pave the gravel streets within the City. It was noted that the costs involved in doing in-house repairs are not included in the overall estimates since the repairs will not last 20 years like a major resurfacing project. He also provides statistical information on repair costs that are done in-house versus contracted out to private firms. 1226 Director Tiwari stated that policy decisions he makes are based on the umbrella policy decision which has already been adopted by the Council. A change in the umbrella policy decision needs to be well thought out before it is implemented since it effects policy decisions that are made on a daily basis. He reviewed general policy issues that need to be addressed before action is taken to change an existing policy. Barbara Lucas stated that, over the last few years, the City has used State Gas tax funds to pay for costs associated with Technical & Environmental Services, street lighting, Planning, etc. Additionally, the Council has only imposed Traffic Impact Fees at 25% of the allowable level therefore reducing the amount of funds collected by the City from new developments. She suggested that the Council consider a change in the budgeting practice in order to divert more money to street improvement/capital projects. Discussion was held regarding what type of policy practice should be utilized in determining if and/or when a street is to be resurfaced. One method is to resurface on an age basis, therefore, resurfacing the oldest streets first. Another method is to resurface based on technical need in that poorly constructed streets of lesser age be resurfaced to protect the street from further deterioration and potential reconstruction. It was also noted that drainage improvements is an essential component of the total program since water seeping into and under the pavement will deteriorate pavement at a much faster rate. Discussion was also held on the creation of Local Improvement Districts in order to get property owner participation in paving gravel streets or in major reconstruction projects. Currently, City standard is for a street to be 34 feet wide and it was suggested that the City look into allowing a lesser street width, such as 29 feet, in those areas that are not highly used by motorists. Lengthy discussion was also held on the current budgetary practice of how State Gas Tax funds are used. Several Councilors requested that the Street Fund budget be carefully reviewed to evaluate the effects of shifting funds from the Street Fund to other budgetary funds. For example, it was suggested that street lighting costs be paid by the General Fund rather than the Street Fund. Tape 2 The Councilors also discussed potential implementation of an additional $.02/gallon gas tax to further our efforts in completing necessary street resurfacing and reconstruction Page 2 - Council Workshop Meeting Minutes, September 10, 1996 y--.. ._."....~--_.,-_..-."" ~ -,_.---~~.~~" 'II , - COUNCIL WORKSHOP MEETING MINUTES September 10, 1996 TAPE READING projects. It was the consensus of the Council that a plan should be developed as soon as possible and that implementation of an increase would take place after the November election but before the Oregon legislature meets in January. Brief discussion was held regarding the sale of revenue bonds in order to secure a large amount of funding to do several projects in a year and to use revenue from the city gas tax to payoff those bonds. 0692 ADJOURNMENT. The work session concluded at approximately 9:30 p.m.. APPROVED ~ NANCY A. KI ATTEST fY1~<J: ;;:~._y.p+ Mary Te ant, Recorder City of Woodburn, Oregon Page 3 - Council Workshop Meeting Minutes, September 10, 1996 - .