Special City Council Meeting and Workshop

AGENDA Special City Council Meeting and Workshop 6:00 PM - Tuesday, January 12, 2021 Terrell Police Headquarters, 1100 N. State Highway 34, Terrell, TX Mayor Rick Carmona Council Members District 2 - Grady Simpson District 3 - Mayrani Velazquez District 4 - Charles Whitaker District 5 - Tim Royse City Manager Mike Sims NOTICE IS HEREBY GIVEN that the Terrell City Council will conduct a Special City Council Meeting and Workshop at 6:00 p.m. on Tuesday, January 12, 2021, at Terrell Police Headquarters located at 1100 N. State Highway 34. The meeting is open to the public with limited seating in the Rosenbaum Room. Recommendations of the CDC regarding social distancing will be practiced during the course of the public meeting to slow the spread of the Coronavirus (COVID-19). If you choose not to attend in person and you wish to submit public comments, email support@cityofterrell.org and title the email ”Public Comment”. All public comments submitted by 4:00 pm on Tuesday, January 12, 2021 will be provided to the City Council members and read into the record for the Tuesday, January 12, 2021 City Council Meeting. Page 1. CALL TO ORDER 2. INVOCATION 3. PLEDGE TO AMERICAN FLAG AND TEXAS FLAG. 4. HEAR REMARKS FROM VISITORS. This time is set aside on the agenda to invite any person to address the Council on issues not subject to a public hearing. Routine administrative Page 1 of 54  matters are best discussed with the appropriate City Staff before bringing them to the Council. Prior to the meeting, please complete a "Citizen Participation Form" and present it to the City Secretary. In accordance with the Texas Open Meetings Act, Section 551.042, the City Council cannot discuss, consider, or take action on matters not listed on the agenda. Speakers should limit their comments to 3 minutes and are asked to speak into the microphone provided, identifying themselves for the record. The total amount of time set aside for this place on the agenda is 15 minutes. Comments of a personal nature directed at the Council or Staff are inappropriate. 5. DISCUSSION ITEMS 5.1. Discuss Street Assessment and Maintenance. 4 - 54 Terrell Annual Core Street Assessment 6. ADJOURN INTO EXECUTIVE SESSION IN ACCORDANCE WITH SECTION 551 OF THE TEXAS GOVERNMENT CODE TO DISCUSS THE FOLLOWING: Section 551.072 Deliberations Regarding Real Property. Section 551.074 Consultation With Attorney - Pending or Contemplated Litigation. Section 551.087 Deliberations Regarding Economic Development Negotiations. 7. RECONVENE INTO REGULAR SESSION AND CONSIDER ACTION, IF ANY, ITEMS DISCUSSED IN EXECUTIVE SESSION. 8. ADJOURN. I, the undersigned authority, do hereby certify that the above NOTICE OF MEETING of the Governing Body of the City of Terrell is a true and correct copy of said NOTICE, which has been posted on the front OUTDOOR BULLETIN BOARD CABINET FOR AGENDAS of the Terrell City Hall, Terrell, Texas, a place convenient and readily accessible to the General Public and on the website at cityofterrell.org, and which has been continuously posted for a period of seventy-two (72) hours prior to the date and time said meeting was convened. Posted Friday, January 8, 2021 –5:00 p.m. _______________________________________ Dawn Steil, City Secretary This facility is wheelchair accessible and accessible parking spaces are available. Requests for accommodations or interpretive services must be made 48 hours prior to this meeting. Please contact the City Secretary’s office at 972-551-6600 for further information. Braille is not available. Page 2 of 54 Council Reserves the Right to Adjourn into Executive Session to Seek Legal Counsel on a Matter Which the Canon of Legal Ethics Demands to Preserve the Attorney-Client Privilege Pursuant to Section 551.071(2) of the Texas Government Code. Page 3 of 54 1 ITEM 5.1. Page 4 of 54 2 ITEM 5.1. Page 5 of 54  3 ITEM 5.1.  Series of potholes/utility cut locations completed during FY 2020 totaled nearly 661 tons of asphalt material applied.  This work was completed by City Staff & contractors. Page 6 of 54  Despite FY20 budget cuts, street work continued  4 ITEM 5.1. Park St Temple St Westend St Town North Page 7 of 54  5 ITEM 5.1. Maintenance Cost 100 Comparison Preventative Work 1 EXCELLE 85 NT 40%Drop For $1 Spent here on maint. 2 GOO in Quality and preservation… 70 D COD AVE PCI 65.4 3 SATISFACTORY 75% of Pavement Life 55 40%Drop 4 POOR in Quality Resurfacing 40 … eliminates or delays $6 to $14 spent here on major rehab 5 or reconstruction FAILED 12% of Pavement Life 0 Page 8 of 54  6 ITEM 5.1.  “Keep good streets good”  Prevent streets scoring 1 to 3 in any given year from digressing to a 4 or 5 score in the subsequent year’s condition assessment.  To achieve this goal, a variety of pavement strategies each year should be utilized.  These methods are intended to:  Deter Off Street Enemies (Grass, Water)  Preserve Life of Pavement  Extend Life of Pavement Page 9 of 54  7 ITEM 5.1.  Widely recognized pavement maintenance methods:  Roadside Ditch Cleaning and Regrading  Herbicide Edge Treatment  Crack Sealing and Crack Filling  Fog Seal  Scrub Seal  Chip Seal  Slurry Seal  Micro Surfacing  Cape Seal  Hot-Mix Asphalt Overlay  Mill & Hot-Mix Overlay  Full-Depth Pavement Repair Page 10 of 54  Concrete Panel Replacement  Concrete Panel Raising 8 ITEM 5.1. Page 11 of 54  9 ITEM 5.1. Send or upload a SPI uses RoadNav map of your road & RoadSense apps network (Provided to seamlessly by City collect image data Engineering Dep.) of your road network View your road Road network assessment on images are then RoadWay, RoadBotics’ analyzed by interactive online RoadBotics platform (Compatible with City’s ArcGIS) Page 12 of 54 10 ITEM 5.1. Page 13 of 54  11 ITEM 5.1. Scoring System Terrell’s roadway conditions were evaluated using a 1-5 scale, with 1 being the best pavement condition and 5 being the worst pavement condition. Page 14 of 54  12 ITEM 5.1. Each circle represents a 10 foot frame  The data is further assessed every 10 feet to display the localized condition of a given Page 15 of 54 roadway segment.  At this level, the six individual types of distresses are identified. 13 ITEM 5.1. Page 16 of 54  14 ITEM 5.1. Page 17 of 54 https://roadway.roadbotics.com/  15 ITEM 5.1. Segment Score: 4 Segment Score: 2 Page 18 of 54  Each street is analyzed in segments of varying lengths to facilitate the assessment of roadway condition.  16 ITEM 5.1. Page 19 of 54  Colquitt Road Between Ninth Street and SH 205.  Overall roadway average score is 2.68  17 ITEM 5.1.  Colquitt Road Between SH 205 and Ninth Street Pothole location and all other pavement distresses present at this particular 10 feet Page 20 of 54  segment location.  18 ITEM 5.1. Average Score: 2.99 Length: 1.16 miles Page 21 of 54  19 ITEM 5.1. Average Score: 3.49 Length: 0.62 miles Crenshaw St Page 22 of 54  20 ITEM 5.1. Terrell’s Score  Terrell’s system network scored 2.69 overall. This score is equivalent to a 66 PCI score and a letter grade score of C. Data was collected in June 2020. Page 23 of 54   TxDOT, Kaufman County, and private roadways were not included in the analysis.  21 ITEM 5.1. Terrell’s Network Data Summary (1) Page 24 of 54  22 ITEM 5.1. Terrell’s Network Data Summary (2) Page 25 of 54 23 ITEM 5.1. Page 26 of 54 ITEM 5.1. Page 27 of 54 25 ITEM 5.1. Page 28 of 54 26 ITEM 5.1. Page 29 of 54  27 ITEM 5.1. Page 30 of 54 Although streets scoring 4-5 and unpaved streets add up to 19.72 miles total, some 4-5 segments are nestled within streets scoring 2-3. In many cases, these segments receive a bad score due to localized issues that can be addressed by ordinary street maintenance and does not require major rehab/reconstruction of the entire street.  28 Terrell’s Network Data Summary By District ITEM 5.1. Page 31 of 54 29 ITEM 5.1. Page 32 of 54  30 ITEM 5.1. Streets FY 21 Budget Items (1) Category Funding (G.F.) Plan Pothole Repair $ 36,000 Contract Service, use up to date RoadBotics inventory to fill 100% of potholes based on GPS location. Example: Inventory in May; Contractor fills all in June. Note: Staff work to fill potholes on a regular basis as needed throughout the year. Page 33 of 54  31 ITEM 5.1. Streets FY 21 Budget Items (2) Category Funding (G.F.) Plan Street Maintenance $ 40,000 Hold for emergency work; Utilize for limited Concrete follow-up with RoadBotics results. Page 34 of 54  32 ITEM 5.1. Streets FY 21 Budget Items (3) Category Funding (Stormwater) Plan Blade & grade open $ 175,000 Utilize RoadBotics data to select priority street Drainage streets. implementation with Staff and Contractors Street sweeping set aside $ 120,000 Note: Sweeping include TxDOT roadways All curb streets will be swept on a quarterly cycle Budget savings due to good pricing on sweeping will allow us to utilize surplus funds on open drainage ditch maintenance Page 35 of 54  33 ITEM 5.1. Streets FY 21 Budget Items (4) Category Funding Plan (Capital Imp. Fund) Pavement collapse Utilize RoadBotics data to identify key pavement $ 100,000 repairs failure locations. We will also utilize staff to identify key failure and repairs as needed throughout the year. Page 36 of 54 Note: Does not include additional $100,000 for utility cut repairs  34 ITEM 5.1. Streets FY 21 Budget Items (5) Category Funding (G.F.) Plan Street Maintenance $ 275,000 Utilize RoadBotics/SPI analysis to perform Asphalt maintenance on priority asphalt streets in the 2 – 3 range. Street Preventative $ 125,000 Process: Develop bid documents asap, contract and Maintenance implement as weather conditions allow. TOTAL $ 400,000 Note: Repeat annually and expand. Page 37 of 54 Note: Does not include G.F. line items for Crack Seal, Striping, signs and ROW Maintenance  35 ITEM 5.1.  City’s set budget for the 2021 Street Maintenance Program: $400,000.00.  Higher traffic volume residential streets were prioritized.  Plan includes streets in all four districts.  The streets selected for the 2021 Street Maintenance Program were initially intended for the FY 2020, however, due to COVID-19 related budget reductions, the program was pushed to FY 2021.  Herbicide treatment efforts will be completed by block segments in the City rather than various separate locations.  SPI incorporated the now available information from RoadBotics and fine-tuned existing program to fit the resulting data.  Strategy: Initial contract for $325,000. Hold remaining $75,000 for additional work as the year progresses. Page 38 of 54  36 ITEM 5.1.  2021 Street Maintenance Program Summary:  Street maintenance initial goal: $325,000.00  Approximately 72,000 LF of crack seal (3.3 miles of roadway)  500 linear feet of crack fill  76 square yards of asphalt base repair  3.3 miles of fog seal  25.4 miles of herbicide treatment Page 39 of 54  37 ITEM 5.1.  2021 Street maintenance Budget: $325,000 Page 40 of 54  38 ITEM 5.1.  2021 Street maintenance OPCC Page 41 of 54 39 ITEM 5.1. Page 42 of 54  40 ITEM 5.1.  Pothole locations can be extracted from RoadBotics as GPS coordinates to facilitate repair coordination and record keeping. Yearly pothole program can be created and bid out to contractors. Page 43 of 54   City staff will continue emergency pothole repair .  41 ITEM 5.1. Conduct RoadBotics Roadway Condition Assessment/Analysis Streets Streets Streets Scoring 2-3 Scoring 1 Scoring 4-5 Determine Pavement Provide to City Distresses for Each Street Engineering Monitor for herbicide, Select Streets for Annual street sweep, maintain Identify Functional Maintenance Project per open ditch drainage Classifications of Each Street Budget Amount Determine Maintenance Practice(s) Best Suited to Review Pavement Maintenance Distresses of Each Street Plan with City Staff Page 44 of 54 Prioritize Streets by Functional Classification, Make Final Provisions and Location, and Grouping of Deliver Completed Distresses Pavement Maintenance Plan  42 ITEM 5.1.  The City owns and operates approximately 106.23 miles of paved streets  About 86% of the 106.23 miles received a rounded condition assessment score between 1 and 3.  Some isolated 4-5 segments within streets scoring 2 and 3 may receive a bad score due to localized issues. These can be addressed thru routine street maintenance program and does not require major rehab/reconstruction of the entire street.  Streets scoring 2 and 3 (89.7 miles total) are eligible for street maintenance and preservation.  The remaining roads scoring 4 to 5 and unpaved roads (approximately 16.5 miles), are considered poor candidates for maintenance and targeted instead for major reconstruction or rehabilitation. These shall be forwarded to Engineering for full Page 45 of 54 evaluation. Note: “Street” is usually “Street Segment” which challenges the planning approach.  43 ITEM 5.1. Preventative Maintenance Targets Score Miles 1 5.7 2 40.6 3 40.2 Some 4-5 3.2 Total Miles 89.7 Page 46 of 54  44 ITEM 5.1. Preventative Maintenance Goals  Treat/Address streets scoring a 2 or 3 on a regular cycle (every 2 to 10 years depending on technical criteria to prevent deterioration.  Maintaining a regular schedule on 90 miles of streets will require treating/addressing at least 9 miles of streets each year. Page 47 of 54  45 ITEM 5.1. Budget Question In order to treat/address 9 miles of streets each year, what work needs to be accomplished in an average year? Page 48 of 54  46 ITEM 5.1.  This yearly funding could be broken out as follows: A. Crack Sealing/Filling: 3 miles B. Chip Seal: 3 miles C. Hot-Mix Asphalt Overlay: 1 miles D. Hot-Mix Asphalt Overlay w Edge Mill: 1 mile E. Full-depth Hot-Mix Asphalt Repair: 0.5 mile F. Full-depth Concrete Repair: 0.5 mile  Total Miles = 9 miles Note: Total miles in each category will change each year based on technical evaluation Page 49 of 54 of individual streets  47 Future Budget Transition ITEM 5.1. Pavement Maintenance Category Future Year Crack Sealing/Filling 200,000 Chip Seal 300,000 Hot-Mix Asphalt Overlay 500,000 Hot-Mix Asphalt Overlay w Edge Mill 500,000 Full-depth Hot-Mix Asphalt Repair 100,000 Full-depth Concrete Repair 100,000 Total 1,700,000 Page 50 of 54 Note: “Comparable FY21 expenditures $400,000  48 ITEM 5.1. Additional Budget Pavement Maintenance Category Future Year Herbicide Edge Treatment 75,000 Ditch Cleaning and Regrading 175,000 Pothole Repair 100,000 Sidewalk Repairs & Maintenance 75,000 Stripping & Marking 20,000 ROW Mowing 100,000 TxDOT ROW Mowing 100,000 Trash Pickup 25,000 Tree Trimming 50,000 Page 51 of 54 Total 700,000 Note: “Comparable FY21 expenditures $ 364,500  49 ITEM 5.1. Challenges 1) Utilizing RoadBotics/Decision Matrix annually to accomplish the most work as efficiently as possible. 2) Making and holding fast on the budget commitment necessary for improved streets. 3) Utilizing annual technical assessment data to guide street decisions in the following budget year. Page 52 of 54  Next Steps 50 ITEM 5.1. 1) Bid now current selected FY2021 Street Maintenance ($325,000) 2) Use the Data to identify and complete some ”wins” on very short segments which ranked a “5” which can be addressed as localized pavement collapse selections repairs. 3) Construct Apache Trail reconstruction project 4) Continue Engineering efforts on North Alley, Temple , Blanche, and South Alley 5) SPI/RoadBotics year two Pavement Assessment in May of 2021 Page 53 of 54 6) Provide Recommendations during Annual Budget Retreat for enhanced FY22 Streets Program 51 ITEM 5.1. Page 54 of 54