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HomeMy WebLinkAboutRoad Study Results MEMORANDUM TO: BOARD OF COUNTY COMMISSIONERS FROM: GEORGE KOLB, INTERIM ROAD DEPARTMENT DIRECTOR SUBJECT: ROAD STUDY COMMITTEE FINAL RECOMMENDATIONS DATE: 12/27/2011 CC: ERIK KROPP, INTERIM COUNTY ADMINISTRATOR ROAD STUDY COMMITTEE On June 22, 2011, a work session was held by the Board of County Commissioners (BOCC) to discuss the funding shortfall facing the Road Department. The biggest issue for the Road Department is the loss of the Secure Rural Schools funding (Forest Receipts) along with the declining amount of motor vehicle revenue coming to the counties from the State. Current estimates show the County would need approximately $5.1 million dollars for overlays to keep all roads at a Pavement Condition Index (PCI) of not less than 70. This is considered the line between roads in “good” condition versus “fair” condition. To date, the overall average PCI for all roads in the County is 78.67. The current amount budgeted for overlays in FY 2012 is $2.8 million dollars; without the funding provided by the Secure Rural Schools Act that amount could be cut by more than 50%. The BOCC decided that a Road Study Committee would be formed to look at not only new sources of revenue for the Road Department but also review how the Road Department conducts its business and find possible ways to lower cost and become more efficient. The committee consisted of the following members: Name Organization Name Organization Voting Members: Non-Voting Members: Andy High COBA Bill Robie COAR Peter Russell Deschutes Co. Planning Chris Doty City of Redmond George Kolb Deschutes Co. Road Dept. Jack Holt Roger Olson Deschutes Co. Road Dept. Clayton Higuchi Gordon Dukes retired county employee Tyler Deke City of Bend Mike Williams Hooker Creek Todd Taylor, Chair Taylor Northwest Steve Runner, Vice Chair Sunriver Conrad Ruel Steve Hultberg Ball Janik LLP Ben Gordon 1000 friends of Oregon Hardy Hanson City of Bend The Committee was tasked to come up with five recommendations to be presented to the BOCC in January, 2012 to alleviate the funding issues facing the Road Department. Four separate meetings were held from August to November, and the Committee came up with the five points shown on the attached document. Road Study Committee's Five Recommendations to the Board of County Commissioners January 4, 2012 1. Develop a Road Maintenance plan using the Pavement Condition Index (pCl), ADT, and roadway classification. a. Switch to a Pavement Management System (PMS) system from Capital Asset and Pavement Services. This is the same system used by the cities of Bend and Redmond, and Crook County. 1. Startup costs would be approximately $30,000, with a $1,500 annuallicensinglsoftware fee which would be less than 0.5% of maintenance budget ($6,400,000 for FY 2011112). ii. The cost per year to have the Consultant do inspections would be approximately $11,000, which is less than 0.2% of maintenance budget. The County could save this cost/year using an FTE that is trained in the program (cost of FTE this year for entire system inspection was $11,451). lll. Determine the lowest PCI value that is acceptable to the Road Department, and fund maintenance accordingly. 2. Identify different methods of construction/maintenance and how they tie back into the PCI rating: a. Currently the following methods are used by the County for road maintenance and the cost per mile: 1. Full Depth Reclamation ($320,000/mile) 11. Overlay ($21 O,OOO/mile) iii. Chip Seal ($23,650/mile) iv. Fog Seal ($4,400/mile) v. Sand Seal ($20,000/mile) vi. Slurry Seal ($23,650/mile, not a lot of cost history on this so needs more research) V11. Thin Asphalt Overlay ($1 OO,OOO/mile) Vlll. Possible return of some roads to gravel surfacing ($13 ,OOO/mile) 3. Prioritize services based on funding: a. The Road Department will need to manage the current assets with less income. This could include: i. Reduced staffing levels and/or a reduced work week. 1. Not filling a road maintenance worker position saves approximately $80,000/year 2. Evaluate going to a 36 hr. work week, which would save approximately $385,8611year 11. Look at privatization of some services that are now done by County forces, and determine an acceptable level of service for all activities (costs shown are an annual average based on a 6-year period): 1. Snow/ice removal $819,261 2. Sign installation and maintenance $485,197 3. Road striping $414,950 4. Sweeping $26,581 5. Bridge maintenance $5,681 6. Shoulder maintenance/building $527,272 7. Culvert replacement $96,353 8. Ditch cleaning $36,885 9. Roadside tree trimming and removal $164,068 10. Mowing $16,793 11. Roadside weed control $236,741 12. Roadside features, mail boxes, fences $145,658 13. Cattle guard repairs and installations $12,461 14. Guard rails $25,837 15. Emergency maintenance $38,880 16. Roadside trash pick-up and disposal (Adopt-a-Road) $19,206 17. Dead animal pick up and disposal $32,876 4. Consolidate services with other agencies: a. Start dialog with the cities of Bend, Redmond and Sisters to determine what services can be shared over and above what is already being done. 5. Revenue options for the Road Department: a. Sustainable/Long Term funding: i. Build a campaign model and present information to the voters of Deschutes County in 2014 on why a local gas tax is a sensible option for funding. 1. $0.01 per gallon gas tax = $800,000 per year (the County's share would depend upon revenue sharing agreements with the cities) 2. Index the tax to the CPI 3. A current moratorium does not allow a new gas tax until after January 1, 2014 11. Transient Lodging Tax: consider presentation to voters at the end of2012: 1. Current rate of7% generates $2,626,000 ('11-'12 estimate). An increase of 2% to a rate of 9% total would generate additional revenue of$750,000 per year (current law may prevent these funds from being used for road purposes).