Mayor & Commission Meetings

The meeting will be streamed live and available on-demand through YouTube (www.youtube.com/accgov), the YouTube app, and www.accgov.com/videos, as well as on- demand through the ACCGov Roku channel. WORK SESSION AGENDA UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA Tuesday, January 14, 2025 – 12:00 PM Planning Department Auditorium I. Call to Order (12:00 p.m.) Mayor Kelly Girtz II. Items for Future Consideration A. Vincent Drive Sidewalk Project .......................................................... Josh Hawkins Capital Projects Director B. Leaf & Limb Program Opportunities ................................................... Suki Janssen Solid Waste Director C. CY25 Pavement Management Program .............................................. Rani Katreeb Resurfacing List Assistant Director Transportation & Public Works III. Adjourn NOTE: All reports are draft. No final action is taken at this work session. The Work Session is open to the public; however, public comments are not received.  SPLOST 2020 Project 31 Vincent Drive Sidewalk Project Proposed Project Concept MAYOR & COMMISSION WORK SESSION January 14, 2025 Prepared by: • Keith Sanders, SPLOST Program Administrator • Mike Kajder, SPLOST Project Administrator • Stephen Bailey, T&PW Director 1 Presentation Purpose and Agenda Purpose: To present the Proposed Project Concept for the Vincent Drive Sidewalk Project and share the results of public engagement opportunities. The intent of this project is to improve pedestrian safety along Vincent Drive. ➢ Project History ➢ Initial Project Statement ➢ Proposed Concept Design ➢ Budget Summary ➢ Public Engagement ➢ Recommendations ➢ Next Steps ➢ Questions & Comments 2  History - Project 31 – Vincent Drive Sidewalk  On August 6, 2019, the M&C approved the Call for the SPLOST 2020 Referendum; which included Project 31 –Vincent Drive Sidewalk Project.  On December 1, 2020, in order to allocate funds for Program Administration, the Commission approved an Ordinance which amended the SPLOST 2020 Project Budgets. The budget for SPLOST 2020 Project 31, Vincent Drive Sidewalk Project was amended to $1,839,460  On May 10, 2021, the Athens Cultural Affairs Commission (ACAC) offered a recommendation in accordance with Athens-Clarke County Code Ordinance, Section 1, Title I, Chapter 1-25-6, Additional Funding for Public Art, to the M&C related to the use of public art for SPLOST 2020 Project 31 – Vincent Drive Sidewalk Project  Between March 2023 and July 2024, T&PW staff reviewed existing conditions of the corridor, obtained on-call engineering team Atlas Technical Consultants (Atlas) to begin data gathering via field surveys, etc.  On July 16, 2024, T&PW staff requested Jacobs to assume the project administration roll due to T&PW staff availability and resources. Staff reviewed and agreed to the conceptual scope of the project and next steps, including the continued use of Atlas to perform the design of the project.  The potential project was presented to the User Group (AiM) for TSPLOST 2023 Project #25 Bicycle and Pedestrian Improvements to see if the project wanted to supplement the budget for the Vincent Drive Sidewalk Project. While the desire was there, all current funding for the TSPLOST 2023 Project #25 has been designated or earmarked by the User Group or Obligated by the Mayor & Commission for current projects.  On August 6, 2024, M&C approved a revised Tier Funding Schedule. The revised tiering schedule retained funding for the Vincent Drive Sidewalk Project (SPLOST 2020 Project 31) during Tiers 2-4 (FY22 – FY24).  During November 2024, several public engagement opportunities were held for residents to provide feed back on 3 the project. These opportunities and results are noted on the Public Engagement slides. SPLOST 2020 Project 31 Initial Project Statement Project 31, Vincent Drive Sidewalk Project This project will provide funding for constructing a sidewalk and all related improvements on the approximate 1.4 mile section of Vincent Drive between Jefferson River Road and Newton Bridge Road. Depending upon costs and funding availability, the project may include, but not be limited to, land acquisition, design, and construction of sidewalk improvements and/or installation of pedestrian safety devices as needed such as stamped and colorized crosswalks, flashing crosswalks, ADA compliant elements, pedestrian signage, pedestrian countdown timers, and other safety equipment. Additionally, to the extent allowed by law, funds may be used as matching funds for leveraging grant opportunities. 4  Project Area Map * * Vincent Drive is approximately 1.4 miles (~ 7,400 feet) in length between the Vincent Drive and Jefferson River Road intersection and the Vincent Drive and Newton Bridge Road intersection. 5 Vincent Drive Sidewalk Project – Proposed Concept Design Budget REVENUES: $ 1,839,460 SPLOST 2020 Project 31 – All Tiers EXPENSES: $ 132,920 Expensed or Encumbered $ 250,000 Designated Land/Easement Acquisition $ 238,140 Designated for Remaining Design $ 106,646 Designated Testing/Misc./PM Fee $ 202,754 Designated for Design and Construction Contingency $ 9,000 Designated for Public Art $ 900,000 Available for Construction of Vincent Drive Sidewalk Project Designer’s estimated cost for complete scope of sidewalks, utility relocations, land, etc. = $3,450,000. This estimate exceeds budget by $1,610,540. 6 Project Options Map These are the Options that were shared with the public via online survey and in person meetings. All options are along the north side of Vincent Drive. This side of the roadway was chosen for the sidewalk to preserve the south side for a multi-use trail since it has fewer potential conflict points 7 (intersections, driveways, etc.)  Option #1 (Newton Bridge Road to Chesterton Way) Matchline A Matchline A 8  Option #1 (Newton Bridge Road to Chesterton Way) • Approximately 3,000’ of 5’ wide sidewalk on the north side of Vincent Drive (Approx. 40% of entire road length.) • Connecting Newton Bridge Road, Hope Haven, Holland Youth Sports Complex • Three ACCGov transit stops • Four neighborhood streets via crosswalks across Vincent Drive • Crosses two gas transmission lines (potential cost impact) • Does not provide pedestrian connection to Jefferson River Road and future multi-use trail • Current Budget does not provide for sidewalks along the full length of Vincent Drive 9  Option #2 (Holland Youth Sports Complex to Winery Way) Matchline B Matchline B 10  Option #2 (Holland Youth Sports Complex to Winery Way ) • Approximately 2,500’ of 5’ wide sidewalk on the north side of Vincent Drive from the Holland Youth Sports Complex entrance to approximately the intersection with Winery Way. (Approx. 34% of entire road length.) • Provides largest neighborhood pedestrian connection from Holland Youth Sports Complex • Three ACCGov transit stops • Three neighborhood streets via two cross walks across Vincent Drive • Crosses one natural gas transmission line (potential cost impact) • Does not provide pedestrian connection to Jefferson River Road and future multi-use trail • Current Budget does not provide for sidewalks along the full length of Vincent Drive 11  Option #3 (Jefferson River Road to Vineyard Drive) Matchline C Matchline C 12  Option #3 (Jefferson River Road to Vineyard Drive) • Approximately 3,500’ of 5’ wide sidewalk on the north side of Vincent Drive. (Approx. 47% of entire road length.) • Connecting Jefferson River Road and it’s potential, future, multi-purpose trail to five neighborhood roads • Connects to five ACCGov transit stops along Vincent Drive via crosswalks. • Does not provide pedestrian connection to Holland Youth Sports Complex or Newton Bridge Road • Current Budget does not provide for sidewalks along the full length of Vincent Drive 13 Proposed Project Concept Typical Section (looking east towards Newton Bridge Road) Notes: • Typical section based on GIS information. Will be refined based on field run survey. • While it is anticipated that the sidewalk itself will be located in existing ROW, it will be necessary to obtain Temporary Construction Easements during the construction phase. • Utilities located in shoulder section will be identified during the field run survey 14 and relocated or the design modified to accommodate. Public Engagement Opportunities ➢ Notifications for public involvement was listed on the following resources: ➢ 1,100 Postcards mailed to neighborhood residents ➢ ACCGOV.com: SPLOST Webpage ➢ Athens-Clarke County Unified Government Social Media: Facebook, Twitter, Instagram ➢ Drop-in Public Meetings – 5 responses ➢ Location: Fire Station #8 – 3955 Jefferson Road, Athens, GA ➢ Date/Time: November 13, 2024 @ 5:30-7:30 PM ➢ Location: Holland Youth Sports Complex – 250 Vincent Drive, Athens, GA ➢ Date/Time: November 16, 2024 @ 12:00-2:00 PM ➢ On-line Survey – 22 responses ➢ Opened: November 11, 2024 ➢ Closed: November 24, 2024 15 Results of Public Engagement ➢ The survey gathered responses from 27 Athens-Clarke County residents, with 20 respondents living on Vincent Drive. ➢ The Drop-in Public Meetings had 5 attendees, with all 5 being neighborhood residents. ➢ The results from the public engagement show: ➢ 26 respondents anticipate using the facilities once constructed. ➢ Option #1 (Newton Bridge Road to Chesterton Way) was preferred by 7 respondents. ➢ Option #2 (Holland Youth Sports Complex to Vineyard Dr.) was preferred by 11 respondents. ➢ Option #3 (Jefferson River Road to Vineyard Dr.) was preferred by 5 respondents. ➢ Leisure Services staff has noted pedestrian traffic along Vincent Drive to access the Holland Youth Sports Complex, supporting the selection of Option #2. 16 Project Recommendations • The Vincent Drive User Group (T&PW Asst. Director, Bicycle & Ped. Coordinator & Vision Zero Planner) recommend Option #2 because: • Most popular result from public engagement • For available budget, it provides connectivity to most residents to the Holland Youth Sports Complex • The Holland Your Sports Complex is in a TAD and may be able to 17 provide funding for sidewalk from Newton Bridge Road to the Holland Youth Sports Complex. Next Steps & Project Schedule ➢ Concept Design Approval for M&C Consideration February 2025 ➢ Preliminary Design & Proposed Phasing Approval for M&C Consideration August 2025 ➢ Final Design, Permitting & Land Acquisition August 2025-Spring 2026 ➢ Bidding and Contractor Award Spring 2026 ➢ Start Project Construction Phase Summer 2026 ➢ Construction Completion Spring 2027 18 Questions 19  Leaf and Limb Proposed Changes Nancy Flowers, Route Supervisor SW Department Presentation Highlights  Purpose  History  Current Leaf and Limb Challenges  Proposed New Leaf and Limb Collection Methods  Summary  Next Steps Purpose  Present an alternative to the current leaf and limb collection method. Review the challenges with the current collection and opportunities with the proposed new method including some suggested ordinance changes. History DATE ITEM Prior to City of Athens provided leaf and limb service to residents in the Unification USD on a two to three week cycle August 1994 Leaf and limb Service expanded from USD to GSD for six leaf and limb pick-ups per year through a nine week rotation in nine zones FY00 Leaf and limb service altered to provide a six week rotation in six zones. FY08 Budget reduction forced leaf and limb rotation from a six week rotation to an eight week rotation. FY12 Budget reduction again forced leaf and limb from the eight week rotation to a nine week rotation. FY15 Budget increase allowed for the rotation to be every six weeks again.  Current Leaf and Limb Collection Method  We currently strive to pick-up leaf and limb once every six weeks from all residential customers in zones A-F. This methods provides eight pick-ups/customer in one year.  Staff drive down all roads in every zone each scheduled week to ensure material is collected.  Residential customers are allowed to put out one “load” each time. A “load” is defined as 25 paper leaf and limb bags or a pile of limbs that measure 6 feet long by 6 feet high by 4.5 feet deep or a combination of both.  Customers must place their material out the week prior to their scheduled pick-up.  Current Leaf and Limb Collection Challenges  Until FY21, we achieved our performance measure of a 98% on-time collection rate. Although our collection rate in FY21 was 89%, below our performance measure, we still managed to provide eight pick-ups that year to each zone. In FY23 and FY24, storms and staff shortages have hindered our ability to provide the expected service.  The recent storm put leaf and limb collection behind by two months.  By ordinance, leaf and limb piles must be in front of the residential customers’ house. Currently, no shared piles and piles on an vacant lots are allowed.  Currently, there is no minimum pile size, and the maximum size is limiting for homeowners with large lots and heavy vegetation. Leaf and Limb Collection Options: 1. No changes to current leaf and limb collection service. 2. Retain the six leaf and limb areas and require customers to use an online request system allowing staff to collect only routed material in each area. Alter ordinances for shared(community) piles and vacant lots. 3. Remove areas and provide on-demand leaf and limb service. Alter ordinances for shared(community) piles and vacant lots. NOTE: all options require no budget increase.  Opportunities for New Methods Both collection methods provide efficiencies through the use of routes to collect requested material. Meaning staff only drive down certain roads that have material and not all roads in an area each week. These methods offer less wear and tear on public infrastructure and better fuel consumption. Both methods provide a more sustainable approach to leaf and limb collection. Leaf and Limb Collection Request Methods  Customers log on to the ACCGov website through their phone or computer to request a leaf and limb pick-up. This request would be logged by the Wednesday prior to the following collection week.  Staff routes the requested collections between leaf and limb crews.  Staff collects the requested collections each week. There will be a certain number of slots available for requests each week.  This service was successfully used during the clean-up after Hurricane Helene in fall 2024. Note: A call-in option will still be available for those that need the extra assistance. Image of Computer Request Image of Phone Request  Leaf and Limb Customer Engagement  Water Bill  News Flash - Leaf and Limb News Flash has 2,902 Subscribers  Email, Social Media, and website  Flagpole Ad, yard signs, WUGA announcement, Mixtape monthly newsletter feature, ACTV/digital signage slides, postcards with QR code for distribution at our events (and give to Neighborhood Leaders as well), and maybe hold music messages across ACCGov phone system and video production.  Staff Recommendation Summary Staff recommends leaf and limb on-demand service with ordinance changes allowing for approved shared (community) piles and use of approved vacant lots. Additionally, over the next year staff would like to explore minimum pile sizes and expanding maximum pile sizes. Next Steps  March 2025 agenda report with recommended ordinance changes:  Allow approved shared (community) piles  Allow the use of approved vacant lots  March 2025 begin customer engagement about the new changes and process.  May 2025 begin new leaf and limb collection method. Questions and Comments?  Calendar Year 2025 Pavement Management Program (CY25 PMP) Project List Athens-Clarke County Transportation & Public Works Department Work Session Presentation to Mayor & Commission Presented by Derick Mason, Engineering Administrator Work Session Meeting Jason Mize, Pavement Management Coordinator January 14, 2025  Purpose  Review Pavement Condition Index (PCI);  Present status of the ongoing 2024 Calendar Year Pavement Management Program (CY24PMP) Project.  Present for review and future consideration the proposed 2025 Calendar Year Pavement Management Program (CY25 PMP) roadway maintenance list and maps (AKA Project List);  Present future CY26 PMP Project objective and geographical location map.  Discuss funding & available budget 2  Outline  Pavement Condition Index  Pavement Treatments  On-Going CY24 PMP Project/Contract  Typical Notification Process  Proposed CY25 PMP Project List  Future 26 PMP Project Priority List  Q&A  PCI explained – what it is, and what it is not Pavement Condition Index (PCI): A. Is a quantitative measure of the physical condition Distress of a paved roadway Quantity B. A snapshot in time that accounts for visible distress, not structural, base, or subgrade conditions C. While Pavement Management Software is essential in Distress Type, assisting municipalities in future planning and Ex. cracks, PCI funding of pavement programs, individual annual rutting, potholes programs are finalized based on field conditions observed and verified by staff prior to the advertisement of each contract. Distress Severity D. The goal is to develop multi-year program scenarios based on available funding. 3 Pavement Condition Index (PCI) Pavement Condition Pavement Condition PCI = 86 - 100 (Excellent) PCI = 41 - 60 (Marginal) Pavement Condition Pavement Condition PCI = 71 - 85 (Very Good) PCI = 26 - 40 (Poor) Pavement Condition Pavement Condition PCI = 60 - 70 (Good) PCI = 0 - 25 (Very Poor) 4  New Pavement Rating Scale (100 to 0) Pavement Condition Index (PCI) 100 Crack Seal + Pavement Preservation ($0.2 - $0.6 SF) 80 Patching ($7- $10/SF) 60 PCI value ACC Should Be Here Minor Rehab ($3 - $5/SF) 40 ACC Is Here Major Rehab/ Reconstruction/ ($3 - $5/SF) 20 0 0 5 10 15 20 25 30 Age, years 6  PCI Table PCI Roadway Preferred Treatment (goal) Range Condition 85 - 100 Excellent Like new conditions – crack sealing planned four years from resurfacing 70 - 85 Very Good Good to very good conditions that may/should receive crack sealing as preventative treatment 55 - 70 Good Good conditions that should have received crack sealing and may be considered for other preventative treatments based on observed localized deteriorations. 40 - 55 Marginal Acceptable conditions that requires immediate planning for heavier surface treatments, thin overlays and/or resurfacing. May require immediate localized treatments. 25 - 40 Poor Not acceptable condition that requires overlays, surface replacement, base reconstruction, and/or possible subgrade stabilization. 0 - 25 Very Poor Similar to poor conditions with high percentage of full reconstruction. 7  Current vs . Proposed CURRENTLY ALL ROADS Treatment Selection Decision Tree Arterial Streets Collector Streets Local Streets PCI PCI PCI Pavement Treatments Pavement Treatments Pavement Treatments Value Value Value 85 - 85 - 85 - Crack Seal Crack Seal Crack Seal 100 100 100 70 - 85 Crack Seal 70 - 85 Crack Seal 70 - 85 Crack Seal 60 - 70 Patching 60 - 70 Patching 60 - 70 Patching 55 - 60 Patching 48 - 60 Patching 40 - 60 Patching Patching + 2.0" Mill & Patching + 2.0" Mill & Patching + 1.5" Mill & 0 - 55 0 - 48 0 - 40 Inlay Inlay Inlay Add Preservation Treatment on All Roadways and between 90-70 PCI 8  Crack-Seal  Performed on pavement 4 years-old (Post 4)  Least expensive pavement preventative maintenance measure 9  Deep-Patch  Effective measure that protects the sub-base of the road  Performed as a single maintenance measure or preparatory to paving  This type of maintenance is outside in-house resource's ability 10  Pavement Resurfacing Overlay / Mill and Inlay  Asphalt Overlay is performed on a prepared roadway surface and may include full width milling or curb milling depending on existing roadway conditions  Mill and Inlay is performed on a full width prepared roadway surface and may include full width or curb milling depending on existing roadway conditions  It is the most common of all pavement maintenance practices  Involves major traffic control and lane closure procedures 11 CY24 PMP - Work Completed  Notice to Proceed was issued on July 11, 2024 for CY24 PMP and the Contractor began work on July 15, 2024.  Contractor has completed approximately 60% of the resurfacing work associated with the CY24 PMP Contract which includes three approved change orders.  Current Contract Sum $9,109,995.84  All CY24 PMP Preventative Maintenance including patching and post resurfacing crack sealing has been completed.  Upon completion of the CY24 PMP Project, we will have addressed all critical roads in ACC.  Progress Map was shared and updated periodically for the CY24 PMP resurfacing program. 12  CY25 PMP Neighborhood Notification Contractor shall print, coordinate, and place yard signs measuring 18” X 24” (water resistant on foam or similar acceptable material to the Project Manager). Signs shall be placed seven (7) calendar days prior to work commencement on each street, and no more than 500 feet apart, and at each end of every roadway. Signs shall be removed within 2 days of work being complete on each street. Yard signs might be displayed as needed when utility adjustment may require additional parking restrictions and as approved by the Project Manager. Yard signs shall display the following in Red color: NO PARKING RESURFACING OPERATIONS ARE ABOUT TO BEGIN CARS PARKED IN THE STREET WILL BE TOWED AWAY AT OWNER’S EXPENSE FOR INFORMATION CALL 762-400-7814 ACCGOV.COM/5341/PAVEMENT-MANAGEMENT-PROGRAM 13  CY25 PMP – Timeline  Key Dates (tentative and subject to change):  Bid Advertisement  January 9, 2025  M&C Approve CY25 PMP List  February 4, 2025  Addendum # 1  February 5, 2025  Bid Opening  February 13, 2025  Bid Award M&C Action  March 4, 2025  Notice To Proceed to Contractor  April 14, 2025  Project Completion  November 1, 2025  A Progress Map will be generated for the CY25 PMP resurfacing to inform of contractor’s progress and will be posted on the program’s web page;  Visit https://www.accgov.com/5341/Pavement-Management-Program to view:  Planned Resurfacing Work Schedule (ETA April/May 2025)  Progress Map for CY25 PMP (ETA May 2025)  Videos showing different types of pavement maintenance activities compiled by the Public Information Office.  Staff will continue to utilize yard signs to inform of upcoming work. The yard signs will have our Pavement Coordinator’s phone number and email address listed to answer any questions or concerns which may arise. 14  CY25 PMP Project Contract Estimated to cost: CY25 PMP   Preventative Maintenance Resurfacing ≈ $2.0 million ≈$6.8 million Post Resurfacing  Contingency Total ≈$0.3 million ≈$7.1 million Crack Sealing  Currently in Bid Advertisement Phase.  Anticipate Approval by M&C on February 4, 2025.  Prioritization based on Post Four (4) Year resurfacing completed. 15  CY25 PMP Project Contract Estimated to cost: CY25 PMP   Preventative Maintenance Resurfacing ≈ $2.0 million ≈$6.8 million Deep Patching  Contingency Total ≈$0.3 million ≈$7.1 million  Currently in Bid Advertisement Phase.  Anticipate Approval by M&C on February 4, 2025.  Prioritization based on combining equity (completing patching work on Arterial Streets with PCI’s of (55-60) and patching work on Collector Streets with PCI’s of (48-60) with cost efficiency (identifying other low scoring roads that were adjacent to planned roads in order reduce mobilization costs) 16  CY25 PMP Project Contract Estimated to cost: CY25 PMP   Preventative Maintenance Resurfacing ≈ $2.0 million ≈$6.8 million Resurfacing North  Contingency Total ≈$0.3 million ≈$7.1 million  Currently in Bid Advertisement Phase.  Anticipate Approval by M&C on February 4, 2025.  Prioritization is based on combining equity (completing work on low scoring roads that were left out of last year’s program) with cost efficiency (identifying other low scoring roads that were adjacent to planned roads in order reduce mobilization costs)  Resurfacing North was selected; in leu of Resurfacing South, in the interest of addressing the lowest PCI scores first as well as reducing mobilization costs overall. 17 Future CY26 PMP Resurfacing South  Anticipated Future CY26 PMP Program depending on available funding.  Prioritization based on combining equity (completing work on low scoring roads that were left out of last year’s program) with cost efficiency (identifying other low scoring roads that were adjacent to Next Year’s planned roads in order CY26 PMP Project Contract Estimated to cost:  Resurfacing ≈$4.9 million reduce mobilization costs) To be funded with remaining TSPLOST 2023, GDOT LMIG, and FY26 General Capital. 15 Funding Available Funding for CY25 PMP Project FY25 General Capital Cary Forward $2,556,433 TSPLOST 2023 Project #21 PMP & Bridges - CY2024 $4,000,000 GDOT LMIG FY2024 $1,555,750 Total Available for CY25 PMP Project - NOW $7,112,183 Total set aside for Epps Bridge Pkwy preservation $1,000,000 treatment 32 Questions / Comments 20