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HomeMy WebLinkAbout11/13/12 1 “Courage is being scared to death and saddling up anyway.”- John Wayne AGENDA HERMOSA BEACH CITY COUNCIL Tuesday, November 13, 2012 - Council Chambers, City Hall 1315 Valley Drive 6:00 p.m. - CLOSED SESSION: See attached Closed Session Agenda 7:00 p.m. - REGULAR MEETING MAYOR Jeff Duclos CITY CLERK Elaine Doerfling MAYOR PRO TEM Patrick ‘Kit’ Bobko CITY TREASURER David Cohn COUNCIL MEMBERS Michael DiVirgilio Howard Fishman Peter Tucker CITY MANAGER Tom Bakaly CITY ATTORNEY Michael Jenkins All council meetings are open to the public. PLEASE ATTEND. The Council receives a packet with detailed information and recommendations on nearly every agenda item. City Council agendas and staff reports are available for your review on the City's web site located at www.hermosabch.org. Complete agenda packets are also available for public inspection in the Police Department, Fire Department, Public Library and the Office of the City Clerk. During the meeting, a packet is also available in the Council Chambers foyer. Written materials distributed to the City Council within 72 hours of the City Council meeting are available for public inspection immediately upon distribution in the City Clerk's office at 1315 Valley Drive, Hermosa Beach, California, during normal business hours. All written communications from the public included in the agenda will be posted with the agenda on the City’s website To comply with the Americans with Disabilities Act of 1990, Assistive Listening Devices (ALD) will be available for check out at the meeting. If you require special assistance to participate in this meeting, you must call or submit your request in writing to the Office of the City Clerk at (310) 318-0203 at least 48 hours prior to the meeting. Your participation in this meeting is in the public domain. Meetings are both cablecast and streamed live over the Internet. Minutes of this meeting will reflect your participation in this meeting and are posted on the city’s website 2 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL CLOSED SESSION REPORT ANNOUNCEMENTS PRESENTATIONS PUBLIC PARTICIPATION: Although the City Council values your comments, the Brown Act generally prohibits the Council from taking action on any matter not listed on the posted agenda as a business item. 1. ORAL AND WRITTEN COMMUNICATIONS This is the time for members of the public to address the City Council on any items within the Council's jurisdiction not on this agenda, on items on this agenda as to which public comment will not be taken, or to request the removal of an item from the consent calendar. Comments on public hearing items are heard only during the public hearing. Members of the audience may also speak: 1) during discussion of items removed from the Consent Calendar; 2) during Public Hearings; and, 3) during discussion of items appearing under Municipal Matters. Comments from the public are limited to three minutes per speaker. The City Council acknowledges receipt of the written communications listed below. No action will be taken on matters raised in written communications. The Council may take action to schedule issues raised in oral and written communications for a future agenda. Citizens with comments regarding City management or departmental operations are requested to submit those comments to the City Manager. WRITTEN COMMUNICATIONS NONE 3 2. CONSENT CALENDAR: The following more routine matters will be acted upon by one vote to approve with the majority consent of the City Council. There will be no separate discussion of these items unless a Council member removes an item from the Consent Calendar. Items removed will be considered under Agenda Item 4, with public comment permitted at that time. (a) Recommendation to approve the following minutes: 1) Minutes of the Adjourned Regular meeting held on September 27, 2012; 2) Minutes of the Regular meeting held on October 9, 2012; 3) Minutes of the Special meeting held on October 23, 2012; and, 4) Minutes of the Regular meeting held on October 23, 2012. (b) Recommendation to ratify check register and to approve cancellation of certain checks as recommended by the City Treasurer. (c) Recommendation to receive and file Tentative Future Agenda Items. (d) Recommendation to receive and file report of Customer Service Surveys/Complaints. Memorandum from City Clerk Elaine Doerfling dated November 5, 2012. (e) Recommendation to award bid for fire apparatus retroreflective striping to Emergency Vehicle Group, Inc. of Anaheim for $10,441.31. Memorandum from Fire Chief David Lantzer dated November 5, 2012. (f) Recommendation to receive and file the action minutes of the Emergency Preparedness Advisory Commission meeting of October 1, 2012 3. CONSENT ORDINANCES NONE 4. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE DISCUSSION Public comments on items removed from the Consent Calendar. 5. PUBLIC HEARINGS - TO COMMENCE AT 7:30 P.M. NONE 4 6. MUNICIPAL MATTERS a. CONSIDER REQUEST FROM THE HERMOSA BEACH CHAMBER OF COMMERCE FOR APPROVAL OF UPCOMING HOLIDAY EVENTS AND SERVICES. Memorandum from City Manager Tom Bakaly dated November 7, 2012. RECOMMENDATION: Approve the annual Holiday Tree Lighting event on Thursday, December 6, 2012 on Pier Plaza and appropriate $3,500 from funds committed in the General Fund from Beach Promotions to cover City’s portion of Holiday Tree refurbishment; approve New Year’s Eve Celebration on the Plaza on December 31, 2012 from 8:00pm and ending at 1:00am on January 1, 2013; approve Chamber management of pole banners on Pier Avenue subject to City staff approval of content; and, approve installation of holiday lights and decorations on PCH, Pier Avenue, Hermosa Avenue (between 10th and 14th) and the Plaza. Included in the decorations for Hermosa Avenue, the Chamber would like to put up banners down the center of Hermosa Avenue from 10th Street to 14th Street. b. CIP 11-127 CITYWIDE STREET IMPROVEMENTS, AWARD CONSULTANT ENGINEER CONTRACT AND PAVEMENT MANAGEMENT REPORT. Memorandum from Public Works Director Frank Senteno dated October 29, 2012. RECOMMENDATION: Receive and file report for both the upcoming street improvement project and Pavement Management Report (PMP); approve policy to implement a Street Improvement Program based on the recommendations found in the Pavement Management Program Report prepared by Bucknam Associates; approve a Professional Services Agreement with Psomas of Santa Ana to perform project management services for various Capital Improvement Program (CIP) Projects on an interim basis, for a not-to-exceed amount of $116,480; authorize the Mayor to execute and the City Clerk to attest the Professional Services Agreement subject to approval by the City Attorney; and, authorized the Director of Public Works to make changes to the agreement within the project budget. 7. MISCELLANEOUS ITEMS AND REPORTS - CITY MANAGER NONE 8. MISCELLANEOUS ITEMS AND MEETING ATTENDANCE REPORTS - CITY COUNCIL NONE 5 9. OTHER MATTERS - CITY COUNCIL Requests from Council members for possible future agenda items. No discussion or debate of these requests shall be undertaken; the sole action is whether to schedule the item for consideration on a future agenda. No public comment will be taken. NONE ADJOURNMENT 6 AGENDA CLOSED SESSION HERMOSA BEACH CITY COUNCIL Tuesday, November 13, 2012 - Council Chambers, City Hall 1315 Valley Drive 6:00 p.m. The City Council finds, based on advice from legal counsel, that discussion in open session will prejudice the position of the City in existing and anticipated litigation. CALL TO ORDER 1. PUBLIC COMMENT: This time has been set aside for members of the public to address the City Council on Closed Session items. 2. MINUTES: Approval of minutes of Closed Session meeting held on September 27, 2012. 3. CONFERENCE WITH LABOR NEGOTIATOR Government Code Section 54957.6 City Negotiators: Richard Kreisler, Jeff Freedman & Viki Copeland Employee Organizations: Hermosa Beach Police Officers’ Association Hermosa Beach Firefighters' Association Teamsters Union, Local 911 Professional and Administrative Employee Group Hermosa Beach Management Association Hermosa Beach Police Management Association Hermosa Beach Professional Engineers Bargaining Group Unrepresented employees 4. CONFERENCE WITH REAL PROPERTY NEGOTIATOR Government Code Section 54956.8 Property: South Park (Mineral Rights) (Parcel #4188-019-907) Negotiating Parties: Hermosa Beach School District City Negotiator: City Manager Under Negotiation: Price & Terms of Payment ADJOURNMENT November 7, 2012 Honorable Mayor and Members Regular Meeting of of the Hermosa Beach City Council November 13, 2012 TENTATIVE FUTURE AGENDA ITEMS NOVEMBER 27, 2012NOVEMBER 27, 2012NOVEMBER 27, 2012NOVEMBER 27, 2012 EV Charging Stations – Charge Fee Public Works Director Consideration of event: Snowfest City Manager Fire Hose Bid Award Fire Chief Trash Update City Manager Recommendation to receive and file the action minutes of the Planning Commission meeting of November 20, 2012 Community Development Director Recommendation to receive and file the action minutes of the Public Works Commission meeting of November 21, 2012 Public Works Director Activity Reports for October 2012 – Detailed discussion of Police & Fire All Departments DECEMBER 11, 2012DECEMBER 11, 2012DECEMBER 11, 2012DECEMBER 11, 2012 PRESENTATION: LEADERSHIP HERMOSA – HERMOSA BEACH EMERGING LEADER AWARD Presentation from “Car2go” requesting City participation in a South Bay regional car sharing program, and consideration of an agreement and Municipal Code amendment regarding use of metered and time restricted parking spaces for the program. Community Development Director PCH/Aviation Bike Lane and Prospect Street Public Works Director Recommendation to receive and file the action minutes of the Planning Commission meeting of December 5, 2012 Community Development Director 4TH Quarter Investment Report City Treasurer DECEMBER 12, 2012 @ 5:00PMDECEMBER 12, 2012 @ 5:00PMDECEMBER 12, 2012 @ 5:00PMDECEMBER 12, 2012 @ 5:00PM GOAL SETTING MEETING DECEMBER 13, 2012 @ 5:00PMDECEMBER 13, 2012 @ 5:00PMDECEMBER 13, 2012 @ 5:00PMDECEMBER 13, 2012 @ 5:00PM GOAL SETTING MEETING DECEMBER 25, 2012DECEMBER 25, 2012DECEMBER 25, 2012DECEMBER 25, 2012 NO MEETING PENDING ITEMSPENDING ITEMSPENDING ITEMSPENDING ITEMS Consideration of reduction of business license fee request from Carol G. Weiss, Ph.D.. Finance Director Beach Restrooms final Acceptance Public Works Director Lots A and B Trash Enclosures (Continued from meeting of March 13, 2012) Public Works Director Trash Contract Community Development Director Pension Bonds Finance Director Parking Meters Update Police Chief City Council PERS & Medical City Manager Metro Call for Projects City Manager Living Streets Policy Community Development Director Procurement Policies - RFP City Manager Events 2013 City Manager 2c Page 1 of 4 MINUTES EMERGENCY PREPAREDNESS ADVISORY COMMISSION MONDAY, OCTOBER 1, 2012 7:00 P.M. CALL TO ORDER 7:00 P.M. PLEDGE OF ALLEGIANCE ROLL CALL Carol Russell, William Hallett, Alan Benson, Tracy Hopkins, Ken Hartley, George Schmeltzer ABSENT: Gila Katz STAFF: Steve Johnson, Interim Police Chief; David Lantzer, Fire Chief ANNOUNCEMENTS Commissioner Hopkins: Attended Manhattan Beach Mayor Wayne Powell’s Town Hall Meeting on earthquake preparedness September 20, 2012 in the apparatus bay at the Manhattan Beach Fire Department. Guest Speakers included Dr. Margaret Vinci of CalTech, Office of Earthquake Programs and the Earthquake County Alliance. Reminder of the ShakeOut taking place 10/18/12 at 10:18 a.m. Residents should be prepared to drop, cover, and hold on. Upcoming Event--Torrance California North Stake Emergency Preparedness Fair will take place Saturday, October 20, 2012 from 9:00 - 1:00 p.m. There will be various booths at the event, and will include a blood drive. To sign up for the blood drive, contact john.doyle.71@gmail.com. Various community agencies, such as the American Red Cross, will also be on hand. More details will be included in the next City e-Newsletter. PUBLIC PARTICIPATION None 1. APPROVAL OF MINUTES FROM THE MEETING OF JULY 2, 2012. Motion by Commissioner Schmeltzer to approve the minutes from the meeting of July 2, 2012 as written, seconded by Commissioner Benson. Vote: 6-0 Page 2 of 4 2. MONTHLY E-NEWSLETTER ARTICLE - TIP OF THE MONTH. The following monthly e-Newsletter will be posted on the City’s website a. When The Electricity Goes Out 3. REPORT BY WEBSITE SUBCOMMITTEE. Verbal report (Commissioner Benson). Commissioner Benson provided ten samples of websites from various other cities for suggested layouts. He will be emailing EPAC commissioners a suggested page for their input and requests for layout, content and links. Suggested revisions will be sent to Chief Lantzer for final approval and uploading to the City's website. 4. BUSINESS EMERGENCY PREPAREDNESS PROGRAM UPDATE Verbal report (Commissioners Benson, Hartley and Russell). Commissioner Russell is checking on available funding. No additional update at this time. 5. REPORT BY GOALS AND OBJECTIVES SUBCOMMITTEE. (Commissioners Katz, Russell, and Schmeltzer). Commissioner Russell distributed a list of five goals to be accomplished by the commission over the next two years, which includes planning and holding a community preparedness expo and distribution of emergency preparedness informational packets. Commissioner Schmeltzer will work on gathering more informational material to be used in the preparedness packets will have a plan outlined in time for the next EPAC meeting. It was suggested that a sixth item be added to the goals and objectives to address concerns over oil drilling in Hermosa Beach. Motion to by Commissioner Schmeltzer to adopt the new goals and objectives for 2013, seconded by Commissioner Benson. Vote: 6-0 6. PREPAREDNESS SURVEY HERMOSA BEACH READY PULSE 2012, (Commissioner Hopkins). Commissioner Hopkins provided a report of the final analysis of the Ready Pulse Survey. Results of the survey were used to gage the level of emergency preparedness within the community and to continue building on strengths, as well as assess where there may be gaps and what tools are needed to help fill those gaps. 7. REPORT FROM DISASTER SERVICE WORKERS (HBDSW). Chief Lantzer advised they are currently in the policy development phase in order to make expectations clear for the group. There has been an average of 10-15 people attending the monthly meetings. Page 3 of 4 8. HERMOSA BEACH AMATEUR RADIO ASSOCIATION (HBARA REPORT AND EMERGENCY OPERATIONS CENTER (EOP UPDATE. Oral report from Commissioner Hartley, Founder HBARA. Commissioner Hartley advised that HBARA lost a founding member, John Kovak, due to an out of state move. As a result of the move, Dr. Kovak donated a repeater and frequency pair to the association. HBARA’s new Vice President, Phil Kumpis, has scheduled an event with the local Cub Scouts for their Jamboree on the Air to earn their Communications badge. This event will take place in the EOC October 21, 2012 from 10:00 a.m. to 3:00 p.m. 9. REPORTS a. AREA G No report b. FIRE CHIEF REPORT Chief Lantzer advised that this year's ShakeOut drill will focus on the employees in their workplace. City Employees will be instructed to drop, cover, and hold on at 10:18 a.m. on 10/18/12. i. CODERED UPDATE CodeRed Counts Chief Lantzer provided a handout of CodeRed counts by quarter. He advised there will be an annual exercise of the CodeRed system in conjunction with the ShakeOut drill. An alert will be sent out to all subscribers on 10/18/12. c. POLICE CHIEF REPORT Interim Chief Johnson advised a CPU data backup system for the entire City Hall complex has been installed in a secure area within the Police Department. This will eliminate the possibility of a loss of valuable data should an emergency occur. He also advised the department recently hired a new police officer, a graduate of the Orange County Sheriff’s Academy. 10. COMMISSION MEMBER REOUESTS FOR FUTURE AGENDA ITEMS. Community Informational Package Distribution Disaster Preparedness Involving Oil Drilling Page 4 of 4 11. ADJOURNMENT TO MEETING OF NOVEMBER 5, 2012. Motion to adjourn to the meeting of November 5, 2012 by Commissioner Schmeltzer, seconded by Commissioner Hopkins. Vote: 6-0 6b FINAL REPORT UPDATE OF PAVEMENT MANAGEMENT PROGRAM (Citywide) 2012-2017 City of Hermosa Beach, CA July 11, 2012 100-21 July 11, 2012 Mr. Frank Senteno, P.E Director of Public Works/City Engineer City of Hermosa Beach 1315 Valley Drive Hermosa Beach, CA 90254 Subject: Final Report - Update of the Pavement Management Program Dear Frank: As part of the 2012 Update of the Pavement Management Program for the City of Hermosa Beach, Bucknam & Associates is pleased to submit the Final Report for the City’s pavement management program. The information contained in this report was used to develop the recommended improvement program for the pavement network. The report covers the following categories: • Section I - Executive Summary • Section II - Pavement Management Program Development and Reporting • Section III - Pavement Conditions For Each Segment in the Network, PCI Report The Pavement Condition Index report shows the present condition of each street in the pavement network. In addition, the report shows the basic geometry of each street segment. • Section IV - Forecast Maintenance Reports • Recommended Maintenance and Repair (M&R) Strategies The recommended maintenance and repair strategies were used to generate the Forecasted Maintenance Report and were based on our 2012 inspections. Additionally, we have assessed and incorporated unit cost and maintenance application practices/types with our strategies. • Projected Projects based on M&R Strategies The Forecasted Maintenance Report projects the street maintenance activities required for the next five years, broken down to show maintenance levels for Arterials and Local streets. The report included in this section is broken down by fiscal year. Our thorough analysis of previous and current Hermosa Beach PMP strategies enabled our staff to make proactive recommendations to the City’s pavement CIP. All comments received from the City have been incorporated in the reports that follow. All of the City’s issues and needs that were brought to our attention are included in the report. It has been a pleasure working with you and the City on updating your Pavement Management Program. We look forward to the continued success of this project and future teamwork with City staff. Sincerely, Bucknam & Associates Peter J. Bucknam Project Manager Infrastructure Management – GIS Services City of Hermosa Beach Page i 2012 Pavement Management Program Final Report – July 11, 2012 TABLE OF CONTENTS I. Executive Summary II. Pavement Management System-Capital Improvement Program A. Summary of PMP Project B. Arterial Budget Scenario C. Local Budget Scenario D. Condition Distribution Report III. Pavement Condition Index (PCI) Reports A. PCI Map B. A to Z Order C. PCI Order IV. Forecast Maintenance Report A. Arterial (2012-2017) B. Local (2012-2017) City of Hermosa Beach Page ii 2012 Pavement Management Program Final Report – July 11, 2012 Table and Figure Reference Page # Figure 1 – Pavement Area by Rank Sec 1-2 Figure 2 – PCI Condition Distribution by Miles for All Streets Sec 1-5 Figure 3 – Sample Pavement Life Cycle Sec 2-3 Figure 4 – Resulting Network PCI & Budget Expenditures (Actual Budget) Sec 2-7 Figure 5 – Resulting Network PCI & Budget Expenditures (Maintain Budget) Sec 2-9 Figure 6 – Arterial Condition Distribution Sec 2-16 Figure 7 – Local Condition Distribution Sec 2-16 Table 1 – Condition Distribution by Mileage for AC Streets Sec 1-3 Table 2 – Condition Distribution by Mileage for PCC Streets Sec 1-3 Table 3 – Condition Distribution by Mileage for All Streets Sec 1-4 Table 4 – Citywide Projection Utilizing “Actual” Budget ($650k/yr) Sec 1-8 Table 5 – Five-Year Projection Demonstrating Required Budget to Maintain PCI of 72 Sec 1-8 Table 6 – PCI Range Sec 2-2 Table 7 – Strategy Assignments Sec 2-2 Table 8 – Citywide Projection Utilizing “Actual” Budget ($650k/yr) Sec 2-6 Table 9 – Five-Year Projection Demonstrating Required Budget to Maintain PCI of 72 Sec 2-8 Acronym Listing Hot-Mix Asphalts (HMA) Pavement Condition Index (PCI) Pavement Management Program (PMP) Pavement Management System (PMS) Geographic Information System (GIS) Capital Improvement Program (CIP) Government Accounting Standards Board Statement 34 (GASB 34) Maintenance and Repair (M&R) Los Angeles County MTA (METRO) City of Hermosa Beach Page 1 2012 Pavement Management Program Final Report – July 11, 2012 Section I SECTION I EXECUTIVE SUMMARY 2012 UPDATE OF PAVEMENT MANAGEMENT SYSTEM As the City of Hermosa Beach continues to show modest growth with its population, demographics, infrastructure and maintenance needs, the street network has been running parallel as the system matures and capital street projects widen and lengthen streets. The City of Hermosa Beach developed its Pavement Management System (PMS) in 2004 with the use of an automated database program. Today, the City is using the Army Corps of Engineers software, MicroPAVER, to manage the street network. This system is essential to the City in that it assists Public Works staff in capturing funding for its arterial street system as well as cost-effectively manages the local network through proactive maintenance and scheduling. Under this project, the City has incorporated the development of a unique Pavement Management – GIS layer that will assist the City in spatially analyzing pavement conditions and other attribute information that resides in the MicroPAVER database. The Hermosa Beach PMS has been developed to assist City personnel by providing current data on the City’s street network and to develop cost-effective maintenance strategies to maintain a desirable level of pavement performance on a network scale, while optimizing the expenditure of limited fiscal resources. The PMP efforts in 2012 consisted of analyzing the City’s 2004 and 2008 PMS datasets for quality and usability. City staff also provided key information pertaining to the ongoing maintenance that has occurred throughout the City since 2004. In doing this, we were tasked to generate an updated Capital Improvement Program report that identified recommendations and deficiencies in the current operating and maintenance efforts put forth by the City. For the 2012 project, our staff surveyed all arterial routes to assist the City in complying with Los Angeles County MTA (METRO) PMP requirements as well as surveyed all local streets and analyzed historical maintenance operations. Specifically, the program provides administrators and maintenance personnel with: • The present condition status of the pavement network (arterial and local streets), as a whole and of any grouping or individual component within the City; • A ranked list of all streets, or segments of streets, by condition within the network; • Rehabilitation/maintenance needs of each street segment by year; • An optimized priority maintenance and rehabilitation program based on cost/benefit analysis and various levels of funding; • Optimum annual budget levels for pavement maintenance for the current and the following five (5) years; • Prediction of the future performance of the City’s pavement network and each individual street section; City of Hermosa Beach Page 2 2012 Pavement Management Program Final Report – July 11, 2012 Section I • Updated PMS data to assist the City with GASB 34 compliance; and • Pavement condition data and analysis presented in ArcGIS that is compatible with City’s existing GIS Pavement is a dynamic structure where deterioration is constantly occurring; thus the pavement management system needs to be updated on a regular basis to reflect these changes in pavement conditions, pavement maintenance histories, and maintenance strategies based upon budgetary constraints. This report reflects the current state of the City’s pavement network and recommended maintenance strategies for the next five (5) years. CITY’S PAVEMENT NETWORK Within the Hermosa Beach pavement management network there are approximately 17.5 miles of Arterial streets. The Arterial network consists of approximately 3,142,588 SF of pavement which consists of 169 pavement sections. The Local network consists of approx. 3,790,351 SF of pavement which consists of 368 pavement sections totaling in 30.1 centerline miles. The Alley network consists of approx. 33,873 SF of pavement which consists of 10 sections totaling 0.5 miles. Combined, the entire network consists of 48.1 miles of streets. The City’s pavement network is broken down into manageable groups that have similar characteristics, such as pavement rank, surface type and logical segmentation. Pavement segments are identified by their branch and section numbers. Pavement “branches” that have a common usage, such as Hermosa Avenue, defines a “branch” within MicroPAVER. Pavement “sections” are pavement segments within the defined branch that have consistent pavement rankings, construction/maintenance histories and use. Representative inspection samples are then selected and visually surveyed to locate distress data. This data is used to calculate the pavement sections Pavement Condition Index (PCI) which includes distress type, extent of the distress and its severity. The PCI is a condition rating that ranges from 100 (a new pavement section or recently overlaid or reconstructed) to 0 for a section that has structurally failed and deteriorated dramatically. Weighted average PCI of a given area/zone = pavement section PCI * its own area divided by the total square footage of the given area/zone. Table 1 summarizes the section conditions found within the City of Hermosa Beach pavement network by rank. Figure 1 City of Hermosa Beach Page 3 2012 Pavement Management Program Final Report – July 11, 2012 Section I • The weighted average PCI for the City of Hermosa Beach Arterial network is 77.8 • The weighted average PCI for the City of Hermosa Beach Local network is 68.7 • The weighted average PCI for the City of Hermosa Beach Alley network is 41.1 The weighted PCI value associated with the Arterial and Local routes shown through our survey analysis is timely in that it is showing that a large amount of preventative, slurry seal, and overlay work will be needed over the next several years to increase the level of condition (PCI) to a “preventative maintenance” state. CURRENT CITYWIDE CONDITIONS (ARTERIALS AND LOCALS) The overall condition of the City’s pavement network is “Fair” with a weighted average PCI of 72.7 based on the surface area of each segment. The distribution of the City’s overall pavement network is shown in Section III of this report (Condition Distribution). For comparison, Bucknam & Associates performed pavement management studies for several other Los Angeles County agencies and have included their weighted PCI values; El Segundo (63.4), Culver City (62.9), Lomita (59.2), and Huntington Park (60.1). Table 1 – Condition Distribution by Mileage for Asphalt Concrete (AC) Streets Table 2 – Condition Distribution by Mileage for Portland Cement Concrete (PCC) Streets City of Hermosa Beach Page 4 2012 Pavement Management Program Final Report – July 11, 2012 Section I Table 3 – Condition Distribution by Mileage for All Streets As shown above, a large majority of segments are distributed through Fair to Very Good condition categories (78%, approximately 37.1 miles). These findings indicate that the proper maintenance has been performed on the pavement network for some time. These condition ranges are defined by the Army Corps of Engineers. With 90% of the City’s Arterial pavement sections within the condition levels of “Fair to Very Good” (approximately 15.7 miles), a proactive preventative / slurry seal maintenance program needs to be implemented and funded; this will maintain the citywide weighted PCI at its current conditions and will gradually increase the PCI to a higher condition level while reducing maintenance costs in fiscal years 2015 and beyond. Local conditions show that 71% of the pavement network is within the condition levels of “Fair to Very Good” (approximately 21.4 miles). The remaining 29% of the Local network should be considered for Cape Seal and overlay maintenance; this accounts for approximately 8.7 miles of streets. The City should consider implementing a zone maintenance approach that will focus maintenance efforts, on an annual basis, within a small geographic area thus improving specific areas of the City over the next five years. On a positive note, the Arterial network is showing higher condition levels compared to the Local network; there are only a handful of key overlay projects that should be proactively managed in the next few years of the Arterial Streets CIP. This is clear by looking at the number of arterial sections that fall within the Poor to Very Poor condition categories (approximately 1.8 miles of the 17.5 mi., which accounts for approx. 10% of the arterial network). These findings are positive in that the amount of revenue to maintain the network is not overbearing or detrimental to the system as a whole. Cost efficient preventative maintenance should be the focus of the Arterial PMP for the next several years. The Local network needs to receive additional proactive Cape Seal and overlay maintenance in the short-term (FY 2012 thru 2015); after that a stronger slurry seal program can be put in place to maintain the asset. Furthermore, as large overlay and rehabilitation projects are considered for funding, the City should also consider using sub-grade R - Values, structural design, distress severities and extents as parameters for determining whether a pavement section that lies within the Fair to Poor condition range should be overlaid or reconstructed. City of Hermosa Beach Page 5 2012 Pavement Management Program Final Report – July 11, 2012 Section I PCI conditions reflect “surface” conditions; additional sub-surface data such as coring data, R-Values and asphalt depths will provide City to with a better approach to the maintenance that should be applied. Figure 2 – PCI Condition Distribution by Miles for All Streets Units shown above indicate total mileage (Table 3) MAINTENANCE STRATEGY DEVELOPMENT Based on the results of the condition survey and input from the City, pavement maintenance/rehabilitation strategies were developed. At the outset, the City and Bucknam & Associates staff identified a distribution of City maintenance funds that would be applied to the network over the next five to seven years. This was based upon the desire to prevent the decrease in street conditions and not allow an increase in the maintenance backlog funds over the five/seven-year program. With this approach, Bucknam & Associates has recommended a “minimal level of service” which creates a major dividing line in determining pavement maintenance. Generally within pavement management programs, a PCI range between 55 to 70 determines the threshold of when preventative or major overlay maintenance is activated. Based on the City’s weighted average PCI, condition distribution, maintenance practices, our team has identified a PCI of “65” as the minimum level of service. This means that any pavement section with a PCI greater than 65 will be recommended for preventative maintenance. This recommendation is indicated in Table 7, Section II. City of Hermosa Beach Page 6 2012 Pavement Management Program Final Report – July 11, 2012 Section I Bucknam & Associates developed a multi-year Capital Improvement Program for the City based on the pavement records, yearly capital expenditures and the most recent 2012 inspections. These recommendations and results are shown in Section II of this report where we have demonstrated what level of funding is necessary to improve the current weighted condition level of 72.7 to a level of 81 by FY 2017. As shown in Figure 2, 78% of the City’s streets are in Very Good to Fair condition. These sections will be targeted for “preventive” maintenance within our Capital Improvement Program (CIP) recommendations. The reasoning in doing this is to extend the life cycles of those “fair/good” pavement sections which accrues capital saving to aggressively rehabilitate those pavement sections that are below the “minimal level of service”. In order to achieve the most effective and optimum program for the City, certain strategies have been selected and/or analyzed. Below is a listing of the maintenance activities utilized in strategy development. Each activity is representative of the types of work that have been programmed as part of the long-term maintenance requirements of the City’s street network. General Repairs-Stop Gap (Localized Maintenance*) For this maintenance type, small localized surface treatments are utilized as “holding action” solutions (stop gaps) to delay the need for pavement structural strengthening. They typically include activities such as crack sealing, deep patching, skin patching, grinding and leveling. Slurry Seals (Global Maintenance*) Surface treatments applied to pavements with minimal surface distress to provide new wearing surfaces and extend pavement life. Generally consists of a mixture of conventional or latex- modified emulsified asphalt, well-graded fine aggregate, mineral filler and water placed over an existing AC surface. Cape Seals (Global Maintenance*) This is an application of a single layer of asphalt binder to a road surface immediately followed by a single layer of cover aggregate (chips). The single layer chip seal is then followed with a slurry seal application. Leveling Courses (Global Maintenance*) The existing pavement should be made as smooth as possible before being overlaid. It is difficult to make up elevation differences or smooth out ruts by varying overlay thickness. For flexible overlays, Hot-mix asphalt (HMA) tends to differentially compact; a rule of thumb is that conventional mixes will compact approximately 6 mm per 25 mm (0.25 inches per 1 inch) of uncompacted thickness. Therefore, before applying the final surface course the existing pavement is typically leveled by one or both of the following methods: City of Hermosa Beach Page 7 2012 Pavement Management Program Final Report – July 11, 2012 Section I 1. Applying a leveling course (HMA pavements). The first lift applied to the existing pavement is used to fill in ruts and make up elevation differences. The top of this lift, which is relatively smooth, is used as the base for the wearing course. 2. Milling (HMA pavements). A top layer is milled off the existing pavement to provide a relatively smooth surface on which to pave. Milling is also commonly used to remove a distressed surface layer from an existing pavement. 3. Diamond Grinding (PCC pavements). A thin top layer can be milled off of an existing pavement to smooth out relatively small surface distortions prior to flexible or rigid overlay. Overlays (Major Maintenance*) AC Overlay – Placement of a layer of hot-mixed asphalt concrete over the existing pavement surface (may include pavement fabric). Grinding (milling) is performed prior to the overlay to reduce the total height of asphalt and assure alignment with existing gutter lines. This also includes “dig-outs” and crack sealing prior to the application of an overlay. This treatment provides a new wearing surface and increased structural strength to the pavement section. A conventional overlay should be designed for a ten-year life. AC Over PCC – Placement of a layer of hot-mixed asphalt concrete over the existing PCC surface. Includes grinding, leveling course, joint sealing and localized repairs prior to AC overlay. Asphalt Rubber Hot-Mix Overlay - The ASTM definition is: Asphalt-Rubber is a blend of asphalt cement, reclaimed tire rubber and certain additives in which the rubber component is at least 15% by weight of the total blend and has reacted in the hot asphalt cement sufficiently to cause swelling of the rubber particles. Specifically, using crumb rubber modified binders in pavement application benefit local agencies in that cities find: • Pavement resists cracking by being more flexible; • Cost savings come from a longer life cycle (from Bucknam’s experience typically 20% longer), decreased maintenance and the use of less material • Improvement in skid resistance; • Decreased noise; and • It provides long-lasting color contrast for marking and striping Reconstruction (Major Maintenance*) Removal of the existing pavement section to a prescribed depth followed by the placement of a conventional flexible pavement section using a structural AC Hot Mix or AR Hot Mix or a full depth asphalt. Each classification of road has a typical design cross-section upon anticipation traffic loading. *Localized, Global and Major maintenance activities are default terms used within the MicroPAVER pavement software. Specific pavement repair applications are placed within each maintenance activity in order to develop multi-year maintenance forecast recommendations. City of Hermosa Beach Page 8 2012 Pavement Management Program Final Report – July 11, 2012 Section I ANNUAL BUDGET PROJECTIONS The budgeting process was approached with the following in mind; generate two unique work programs for the next five (5) years based upon actual road pavement conditions in order to: 1. Demonstrate how the City’s current “Actual” budget allocation for pavement maintenance performs against the conditions found through our surveys 2. Recommend a proactive annual budget that, at a minimum, maintains the current weighted PCI on the network Based on current and future pavement maintenance needs, two annual work programs have been prepared and summarized below. Table 4 demonstrates the citywide five-year, $650,000 per year work program. Table 5 demonstrates the recommended budget that is needed to maintain the current weighted PCI on the network (each scenario addresses arterial and local streets). Table 4 – Citywide Projection Utilizing “Actual” Budget ($650k/yr) Table 5 – Five-Year Projection Demonstrating Required Budget to Maintain PCI of 72 Additional detail and breakdown of budget projections are demonstrated in Section IV of this report. All work program budgets generated are presented in terms of current 2012 dollars. All repair activities were based on distresses observed at the time of the field survey. These are recommendations and are to be used as “the best case scenario” for improving the City of Hermosa Beach street network. City of Hermosa Beach Page 9 2012 Pavement Management Program Final Report – July 11, 2012 Section I QUALITY CONTROL EFFORTS As indicated in our scope of work, Bucknam & Associates performed numerous quality control checks in the field during survey efforts as well as specific data analysis with existing hardcopy PMP reports (2004 and 2008). As the City is aware, the previous “electronic” copy of the MicroPAVER database could not be provided by the previous consultant; our staff was instructed to create a new MicroPAVER database that included all viable PMP data from the previous 2004 and 2008 hardcopy reports. This effort extended our data assessment and survey preparation by one week. Field check efforts were performed at the end of each week of survey. During in-house and field operations, we came across numerous issues with the previous databases. These included incorrect pavement section widths, lengths and true areas; these were corrected through our field inspections. No previous inspection data was provided through the previous consultant; our staff incorporated the necessary survey and sampling data to generate accurate and reliable PCI’s. Through our internal quality control efforts, we believe we have found all the necessary publicly owned streets that needed to be reported on under this project. Minor area adjustments for specific pavement sections were made by our field technicians in order to create a more accurate network. City of Hermosa Beach Page 10 2012 Pavement Management Program Final Report – July 11, 2012 Section I FINDINGS AND RECOMMENDATIONS Arterials The actual workload requirements identified indicate that the Arterial street network is currently in “Good” condition. To maintain this condition, it is critical that preventive maintenance and overlay activities are funded at the levels identified in Table 2 and the reports in Section IV to maintain a very good network weighted average PCI value. Our arterial findings for conditional data and recommendations for revenue expenditures are shown below: • The Arterial network has a weighted PCI of 77.8; • Currently, 10% of the arterial network (approx. 1.8 miles) qualify for overlay/reconstruction maintenance; • Arterial maintenance projects should focus on maintaining the current weighted PCI of 77.8 over the next five years; • Develop a proactive fiscal and planned approach to identify arterial overlay projects based on the deterioration modeling within MicroPAVER; • Maintain arterial revenues at the levels shown within the Section IV Forecasted Maintenance Report for a minimum of five to seven years to generate the results identified within this report. • Reassess/re-evaluate the arterial rehabilitation budget program every two years to improve on CIP forecasts for 2012-13 and beyond to ensure the results shown in Table 4 or 5; • Perform pavement inspections on the arterial network every two years to build a solid planning model within MicroPAVER to track PCI deterioration. • Demonstrated budgets shown in Table 4 & 5 are ample enough to maintain the arterial weighted PCI of 77.8 through five years, • Bucknam & Associates recommends that the City proactively budget pavement maintenance at the levels shown in Table 4 in order to improve upon the conditions found today City of Hermosa Beach Page 11 2012 Pavement Management Program Final Report – July 11, 2012 Section I Locals Our Local findings for conditional data and recommendations for revenue expenditures are shown below: • The Local network has a weighted PCI of 68.7; • Currently, 29% of the Local network (approx. 8.7 miles) qualify for overlay/reconstruction maintenance; • Local maintenance projects should focus on increasing the current weighted PCI of 68.7 above the level of 72 over the next five years; • Develop a proactive fiscal and planned approach to identify Local overlay projects based on the deterioration modeling within MicroPAVER; • Increase Local revenues at the levels shown within the Section IV Forecasted Maintenance Report for a minimum of five years to generate the results identified within this report. • Reassess/re-evaluate the Local rehabilitation budget program every two years to improve on budget forecasts for 2012-13 and beyond to ensure the results shown in Tables 4 or 5; • Perform pavement inspections on the Local network every three years to build a solid planning model within MicroPAVER to track PCI deterioration (1/3 of the City each year); • Demonstrated budgets shown in Tables 4 or 5 are ample enough to increase the Local weighted PCI; proactive funding needs to be implemented to see these results. City of Hermosa Beach Page 1 2012 Pavement Management Program Final Report – July 11, 2012 Section II SECTION II PAVEMENT MANAGEMENT SYSTEM Bucknam & Associates performed the following services in accordance with the scope of services that was contracted with the City of Hermosa Beach. As a quick overview, the following tasks were performed to complete the work over the past several months: 2012 Pavement Management Work Efforts: Task 1: Project Kickoff-Data Management Task 2: Update of Maintenance Activities Task 3: Pavement Condition Survey (approx. 82 miles) Task 4: Budgetary Analysis and Capital Improvement Reports Task 5: Executive Summary and Final CIP Reports Task 6: Mapping of the Pavement Network Pavement Management Update 2012 As a part of the 2012 update of the pavement management system, a major element of work was to complete a comprehensive assessment of the existing street network and PMS database within the City. This included assessing the City’s existing 2004 & 2008 AIM supported hardcopy reports, GIS, street naming conventions and work history information. From there, Bucknam & Associates worked with the City to confirm public and private street listings which set the foundation for accurate CIP reporting. All data was then converted into the City’s new MicroPAVER database. Work history information was provided by the City in the form of completed bid documents, institutional knowledge, and previous dataset and Excel documents. This information was entered into the proper pavement segments that match the limits of those projects. From there, CIP pavement recommendations were performed (discussed and demonstrated below) where the pavement maintenance information the City provided (PMS material practices, unit costs, and capital budgets) were used to generate recommendations through the MicroPAVER system. Table 6 demonstrates PCI ranges defaulted within MicroPAVER. Once a pavement inspection is complete, a PCI is calculated for each pavement section. Each PCI calculated falls within a defined PCI range category (Very Good, Very Poor, etc.). Furthermore, a weighted PCI was calculated for the each functional class within the network (arterials and locals). The PCI is a condition rating that ranges from 100 (a new pavement section or recently overlaid or reconstructed) to 0 for a section that has structurally failed and deteriorated dramatically. Weighted average PCI of a given area/zone = pavement section PCI multiplied by its own area divided by the total square footage of the given area/zone. This information can also be represented through MicroPAVER to show how much square footage or percentage of area falls within a PCI range category. City of Hermosa Beach Page 2 2012 Pavement Management Program Final Report – July 11, 2012 Section II PCI RANGE CONDITION 86-100 Very Good 75-85 Good 60-74 Fair (Hermosa Beach Network 2012 = 72.7) 41-59 Poor 0-40 Very Poor Table 6 - PCI Range These condition ranges are defined by the Army Corps of Engineers and defaulted within the MicroPAVER software. The summary of all roads condition data and their representative PCI's can be seen in the Pavement Condition Report in Section III. STRATEGY ASSIGNMENT TABLE Once the appropriate activities from the above listings were selected by the City, a Maintenance Strategy Table was defined within the system that allocated the appropriate actions to the specific repair needs of the street. In defining the maintenance strategy list, emphasis was placed on defining pavement condition thresholds and using the PCI for the specific maintenance activities within these categories. Strategy Assignment Table Table 7 - Strategy Assignments The Strategy Assignments List, shown in Table 7, was developed to identify the most critical segments in each of the work programs (Arterial and Local). Segment priorities were established by determining the range of PCI's requiring first attention based on the relative value of each segment’s PCI, thus maximizing the annual maintenance budget. Also, distress quantity, area extent, type and severity were critical elements in the decision process for recommending maintenance. City of Hermosa Beach Page 3 2012 Pavement Management Program Final Report – July 11, 2012 Section II The assignment table is used as a guide within MicroPAVER to recommend maintenance, however, further assessment by City staff and/or outside parties can override maintenance recommendations. This can be done by reviewing and assessing distress extents and their weighted percentages. Once the strategy assignments were set within the system, budgets and work assignments were generated for each work program on an annual basis. Using pavement deterioration curves for each type of pavement surface and class of road, both current year and future years work requirements for each pavement segment within the City were determined. In forecasting the maintenance requirements in future years, the current PCI value is reduced annually for each pavement segment based on the MicroPAVER deterioration curves within the City’s database. Likewise, maintenance activities performed in a given year increase the PCI value as they are applied to the segment. The overall program is dynamic in that each strategy consists of a cyclic series of actions that simulates the pavement anticipated life cycle. Figure 3 – Sample Pavement Life Cycle City of Hermosa Beach Page 4 2012 Pavement Management Program Final Report – July 11, 2012 Section II MULTI-YEAR ANNUAL WORK PROGRAM PROJECTIONS The goal of these projections is to assist City policy makers in utilizing the recommendations of the MicroPAVER system. By using the City of Hermosa Beach’s current budgets and maintenance practices the system will develop “section unique” improvements and strategies. Each segment will be tied to a specific fiscal year. As shown in the following pages, we have assessed the budgets that have been projected to meet the maintenance and rehabilitations needed to maximize the City’s return on investment. The budget forecasting goal for the City network focused on:  Establishing a proactive multi-year Maintenance & Rehabilitation Program;  Developing a preventive maintenance program; and  Selecting the most cost-effective repairs based on City strategies ACTUAL BUDGET – The Actual budget was generated for the City to demonstrate how the limited $650k / yr budget allocation performs against the current citywide conditions. • City’s Actual budget includes: o $50,000 for project contingencies o $600,000 total for citywide maintenance repairs MAINTAIN BUDGET – A Maintain budget was generated for the City to demonstrate the necessary funding that is required to maintain the current weighted PCI level of 72.7 through a five year model. *All multi-year budget projections include a 3% inflation rate for the term of the budget forecast. City of Hermosa Beach Page 5 2012 Pavement Management Program Final Report – July 11, 2012 Section II ARTERIAL / LOCAL BUDGET PROJECTIONS City of Hermosa Beach Page 6 2012 Pavement Management Program Final Report – July 11, 2012 Section II ACTUAL – The first key step in developing a proactive PMP is to model the City’s existing conditions against the “actual” annual budget. In doing this, PCI performance, deferred maintenance and pavement application uses are able to benchmarked and demonstrated in a positive or negative result. The City’s existing $650,000 / yr budget was used for this model; the City provided Bucknam with current 2012 unit costs for pavement maintenance applications. • City’s Actual budget includes: o $50,000 for project contingencies o $600,000 total for citywide maintenance repairs The resulting PCI conditions and maintenance distributions are shown below. Bucknam & Associates worked with the City’s Public Works staff to review previous methodologies and schedules applied by the City. The City provided information on the current work schedules and yearly goals for asphalt application. With this scenario, our initial goal is to provide the City with a budgetary outlook and conditional impact report that can be used to eventually create a solid, preventative maintenance program. ACTUAL BUDGET PROGRAM Actual Budget Program incorporates pavement sections that have a functional class of Arterial (A), Collector (C) and Locals (E). Table 8 – Citywide Projection Utilizing “Actual” Budget ($650k/yr) By modeling the existing pavement conditions against the City’s available funding, we have found that two major positive results occur over the five year CIP. (See Figure 4 on the following page). First, the weighted PCI for the entire network increases from a level of 72.7 to a level of 81 over the five year CIP. Combined with the positive results found with the weighted PCI and deferred maintenance we recommended that this 5-yr maintenance schedule be followed. Secondly, the resulting deferred maintenance backlog shows that it decreases as well from $6.3 million to $5.4 million after the five years program which indicates that an annual $650,000 budget is ample enough to improve upon the deferred maintenance (or backlog of maintenance) on the network. The current budget allocation is allowing the necessary cape seal & overlay projects to be completed on the arterial and local networks; this in turn reduces a potential high amount of maintenance to latter years of the CIP thus decreasing the costs of maintenance. City of Hermosa Beach Page 7 2012 Pavement Management Program Final Report – July 11, 2012 Section II This situation is good for the City in that with a continued proactive slurry seal / cape seal program combined with strategic and timely overlays the City will be in a “preventative” state of condition. This equates to lower cost maintenance and proactive management of Hermosa streets and right-of-ways. As shown, this projection model does meet the initial goal of maintaining or increasing the City’s pavement network PCI. With today’s economic issues at the Federal, State and local levels; the City should continuously monitor the management of overlay deferred maintenance. The potential delay in projects and the resulting build up of more overlay work in the five-year time frame is not a debt that City will want to accept. Through Bucknam & Associates analysis of the previous pavement database, work history dates and our experience with AC Overlay deterioration rates, it is important to point out that pavement sections that were overlaid in the later part of the 1990’s and early fiscal year 2001 will need proper overlay maintenance approximately around fiscal year 2013-14 and beyond. Figure 4 – Resulting Network PCI and Budget Expenditures (Actual Budget) The resulting “increase of the weighted PCI” for the entire network demonstrates how applying proper funds to the network is preventing the City’s pavement from deteriorating at a rate that is not conducive to a PMP success. Based on available funding or programmed funding identified by the City’s long-term CIP, there may be an opportunity to proactively schedule or appropriate funds to areas of the City that have been annually deferred due to high maintenance costs. City of Hermosa Beach Page 8 2012 Pavement Management Program Final Report – July 11, 2012 Section II Additionally, the City should continue to implement local, stop gap maintenance (i.e. deep patching, crack sealing, etc.) prior to any major slurry seal or overlay maintenance. By performing stop gap measures to individual pavement sections the overall performance of the sections condition will increase and sustain itself longer than if no preventative maintenance was performed. MAINTAIN PCI PROGRAM (FIVE YEAR MODEL) With the City striving to show proactive maintenance across all City pavements, a budget program was generated to show the greatest return on investment through the application of slurry seal, mill & cap, and alternative overlay maintenance. Our goal under this model is to maintain the current 2012 weighted PCI of 72.7 through a five-year program. This model will demonstrate the necessary funding to achieve this goal. Again, we used the “Actual” 5-yr PMP model (shown above) as a cornerstone for our modeling within the “maintain” program. Combining the previous reporting model with a realistic and achievable annual budget, we found positive results. The Recommended Program incorporates pavement sections that have a functional class of Arterial (A), Collector (C) and Local (E). Table 9– Five-Year Projection Demonstrating Required Budget to Maintain PCI of 72 Referring to Table 9, it is noted that the weighted PCI slightly increases through the five-year projection (72.7 to 73.5). However, the annual deferred maintenance total increase from $6.3 million to $7.8 million at the end of the five-years if the City utilizes an annual budget average of $510,400/yr for slurry, overlay, and reconstruction maintenance. We found that annual average square footage breakdowns of maintenance areas were consistent and well balanced; We recommend that a stronger focus be placed on the Local network improvements due to the fact that the Local network is slightly larger in total square footage and has a worse weighted PCI than the arterials. We still recommend minor maintenance to the arterial network, i.e. localized patching, slurry seal and the use of awarded Proposition C funds. But again, with the Local network showing a higher degree of negative results, a new focus for zoned area maintenance and proactive overlays should be implemented. City of Hermosa Beach Page 9 2012 Pavement Management Program Final Report – July 11, 2012 Section II Figure 5 – Resulting Network PCI and Budget Expenditures (Maintain Budget) As mentioned above, a local slurry/overlay maintenance “area” strategy should be established for several reasons. With the City applying a maintenance area methodology to the local network, four beneficial impacts occur: 1) Planned / Maintenance areas are addressed every seven years which creates a dedicated project schedule for City staff and constituent inquiries; 2) Deferred overlay maintenance can be addressed in a more effective manner due to accrued revenues 3) A preventative maintenance strategy is more cost-effective in a long-term PMP rather than implementing a maintenance approach that addresses only the “worst-first” streets. 4) All maintenance alternatives are available due to the increased funding and focused maintenance within one zone per year. On the negative side, if low weighted PCI values occur within a given zone, all streets within that zone may not be able to be addressed with maintenance when that zone is scheduled for maintenance. The deferred maintenance will have to be scheduled for maintenance in future years or simply will have to wait until the zone cycle repeats. The Local maintenance model that has been developed under the Actual budget can be used as a benchmark to monitor the City’s annual budget allocations as the network continues to mature and age; the proper amount of funding for slurry seal and overlay maintenance needs to be the City’s highest priority. City of Hermosa Beach Page 10 2012 Pavement Management Program Final Report – July 11, 2012 Section II Additionally, it is recommended that the City continue to monitor the application of Cape Seal or Grind & Overlay as an asphalt application for the specific local sections. Specific sections are now qualifying for maintenance that warrants a stronger application rather than a typical slurry seal. With a five to seven year cycle in motion, it is essential to address local sections that have PCI’s less than 65 with the proper maintenance since crews will not be back within that area for five to six years. Through our analysis we have found and recommend the follow line items should be considered in the next pavement management efforts for FY 2012 and beyond: Arterials • The Arterial network has a weighted PCI of 77.8; • Currently, 10% of the arterial network (1.8 miles) qualify for overlay/reconstruction maintenance; • Arterial maintenance projects should focus on maintaining the current weighted PCI of 77.8 over the next five years; • Develop a proactive fiscal and planned approach to identify arterial overlay projects based on the deterioration modeling within MicroPAVER; • Maintain arterial revenues at the levels shown within the Section IV Forecasted Maintenance Report for a minimum of five years to generate the results identified within this report; • Reassess/re-evaluate the arterial rehabilitation budget program every two years to improve on CIP forecasts for 2012-13 and beyond to ensure the results shown in Table 4 or 5; • Perform pavement inspections on the arterial network every two years to build a solid planning model within MicroPAVER to track PCI deterioration. • Demonstrated budget shown in Table 5 is ample enough to maintain the arterial weighted PCI of 77.8 through five years Locals • The Local network has a weighted PCI of 68.7; • Currently, 29% of the Local network (8.7 miles) qualify for overlay/reconstruction maintenance; • Local maintenance projects should focus on increasing the current weighted PCI of 68.7 to a level above 72 within the next five years; • Develop a proactive fiscal and planned approach to identify Local cape seal & overlay projects based on the deterioration modeling within MicroPAVER; • Increase Local revenues at the levels shown within the Section IV Forecasted Maintenance Report for a minimum of five years to generate the results identified within this report; • Reassess/re-evaluate the Local rehabilitation budget program every two years to improve on budget forecasts for 2012-13 and beyond to ensure the results shown in Table 4; • Perform pavement inspections on the Local network every three years to build a solid planning model within MicroPAVER to track PCI deterioration (1/3 of the City each year); • Demonstrated budgets shown in Tables 4 or 5 are ample enough to increase the Local weighted PCI; proactive funding needs to be implemented to see these results. City of Hermosa Beach Page 11 2012 Pavement Management Program Final Report – July 11, 2012 Section II PAVEMENT MANAGEMENT SYSTEM REPORTS In addition to the annual budget scenario, this report contains a comprehensive and complementary assemblage of pavement management reports ranging from summary reports to annual maintenance and rehabilitation schedules (Forecasted Maintenance Report, Section IV). Collectively as well as individually, the reports represent reasonable projections of pavement maintenance needs and performance based on visual condition assessments, unit cost estimates, and pavement deterioration models. It is important to note that pavement segment dimensions and surface area (recorded during 1999- 2006, 2011 inspections, along with the action and repair costs, as presented within the reports are accurate within tolerable limits. This is noteworthy due to the "implied" accuracy of reporting length and width to the nearest foot, surface area to the nearest square foot, and action and repair unit costs and project estimates to the nearest penny and dollar, respectively. NEXT STEPS As with any infrastructure management software program, time investments need to be made by key Public Works staff to maintain the integrity of the data as well as the accuracy. Bucknam & Associates can perform training sessions in the use of the MicroPAVER system and demonstrate how to generate standard maintenance reports to assist City staff in developing yearly budgets, project level analysis, and CIP projections. This will be key to future staff management of the pavement program and reporting. City personnel need to maintain their commitment to the preventive maintenance system, while working toward reducing the City's present backlog of rehabilitation projects. In order to ensure that report outputs are accurate and credible, it is essential that the integrity of all data files be maintained. This will require performing all necessary updates when changes are made to scheduling scenarios, unit cost information, historical data, etc. In addition, the entire pavement network will have to be re-inventoried at regular intervals. This typically includes surveying arterial every two years and locals every three. One recommendation the City may consider to keep the program “managed” is” • Survey half the arterials each year; and • One-third of the locals each year This will not only allow work to be scheduled based on the most current condition data available, but will provide City personnel with a means to monitor actual rates of pavement deterioration so appropriate modifications can be made to the system curves. To be compliant with the MTA requirements, the City must generate a triennial Arterial network pavement management report indicating condition ratings. Bucknam & Associates will be supporting the City with staff level support to assist in the continuous updates with the MicroPAVER system. This will include work history updates, generating reports from the system, unit cost updates, and future inspections. City of Hermosa Beach Page 12 2012 Pavement Management Program Final Report – July 11, 2012 Section II ALTERNATIVE PMP FINANCING OPTIONS Through Bucknam & Associates experience with PMP financing and maintenance forecasting, we have been involved with numerous PMP projects that include alternative funding. We have included below several examples and alternatives to PMP funding that the City may want to consider if annual PMP funding becomes limited: • Grants - State funding for alternative asphalt applications (i.e. Rubber Asphalt Concrete through the Cal Recycle Grant Program) http://www.calrecycle.ca.gov/Tires/Grants/default.htm#RAC • Bond Measures - Bonds maybe issued to fund the amount of the unpaid assessments. The bonds are secured by a pledge of the assessment installments. The amount of bonds issued equals the amount of the unpaid assessment plus additional bond issuances costs and establishment of a reserve. If the City Council determines that it is not convenient to collect the amount assessed in a single year, then the amount of the proposed assessment maybe collected in installments over a period of years. Property owners are given an opportunity to pay all or a portion of the amount assessed. • Special Assessments – Through our experience, we have seen several local agencies perform Special Assessment Feasibility studies and eventually form Special Assessment Districts for the purpose of funding pavement improvements beyond the annual allocated City funding. The purpose of a feasibility study for the formation of an assessment district within the City would provide insight as to how an assessment district would be formed within the City’s boundaries. The analysis utilizes a common approach by comparing average daily trip miles among the different land uses and the average units per acre to obtain EDU rates. The EDU rates are then multiplied by the parcel’s individual number of units or acres to establish the parcel’s assessment amount. The City’s possible options in forming the street maintenance assessment district are set forth below. These options can be implemented in combination; however, it is highly recommended that the City establish communication with affected property owners as early as possible, prior to the City moving forward with the initial proceedings of district formation. • Conduct Outreach Efforts to Inform Property Owners It is recommended that the City hold informational sessions for affected property owners. Participation of residents in the process will build cooperation and trust and ensures the viability of the proposed assessment district. Input from residents is important in gaining understanding of the process and the reasons for levying the assessments. The City might also create a citizens’ committee to disseminate information and express concerns to and from the residents and the City. City of Hermosa Beach Page 13 2012 Pavement Management Program Final Report – July 11, 2012 Section II • Public Opinion Survey In addition, it is recommended that a Public Opinion Survey be conducted to further gauge the resident’s interest or desire to participate in being assessed for street and pavement rehabilitation. Response from the survey would also guide the City in determining whether a Citywide or Phased Assessment District is warranted. • Form Assessment Districts in Phases The City may time the initial formation of separate assessment districts with the street improvement schedule of each zone as opposed to a one-time formation of a citywide assessment district. A zone’s start date for street improvements would trigger the assessment for parcels in that particular zone. If each zone improvements were separately initiated on an annual basis, the assessment for the twelfth zone will begin in the twelfth year. The City has the option to accelerate the improvement schedule of each zone. Through our review and assessment, several local agencies have successfully implemented Special Assessments for pavement improvements, see below: A. City of San Clemente The City of San Clemente’s Citywide Street Improvement Program was adopted by City Council in July 1995 as Street Improvement Assessment District 95-1 (AD 95-1). The program was to restore approximately 60 miles (one-half) of the City’s streets over a span of 18 years. The program is funded by a combination of various revenues from (1) Street Assessment District 95- 1, which assesses all developed properties; (2) the General Fund; (3) the Gas Tax Fund. Water, sewer and storm drain funds pay for work done on underground facilities in conjunction with street work. The final assessment for AD 95-1 was collected in Fiscal Year 2010-11. In that year, only the maintenance portion of the assessment was collected (approximately $45 per parcel), which was one-half the normal assessment amount. The final bond redemption, paid in September 2011, was paid for by the mandatory reserve funds held since the bonds were issued. AD 95-1 is expired and fully paid. B. City of Elk Grove Beginning with Zone No. 1 in 2003, the City of Elk Grove formed Street Maintenance Assessment District No. 1. The City of Elk Grove’s Street Maintenance District No. 1 funds street maintenance costs associated with local, collector and arterial streets. The assessment amounts for developed property are prepared by the City annually. The City levies an assessment according to the Engineer’s Reports prepared for Zone Nos. 1 to 5. The assessment formula uses EDU factors to establish assessment amounts per unit or acre. City of Hermosa Beach Page 14 2012 Pavement Management Program Final Report – July 11, 2012 Section II C. City of La Habra Heights The City of La Habra Heights established the Citywide Street Maintenance Assessment District No. 4 in 2007. The City of La Habra Heights levied the assessments for five years. The first levy of assessments occurred in Fiscal Year 2007-08 and the final levy for District No. 4 has been prepared for Fiscal Year 2011-12. City of Hermosa Beach Page 15 2012 Pavement Management Program Final Report – July 11, 2012 Section II CONDITION DISTRIBUTION REPORT This report graphically depicts the distribution of the pavement condition throughout the street network by area. The condition scheme ranges from “Very Good” to “Very Poor”; with a “Very Good” condition corresponding to a pavement at the beginning of its life cycle, and a “Very Poor” condition representing a badly deteriorated pavement with virtually no remaining life. The table below shows the general description for each pavement condition: Condition Description – PCI Range - Description Very Good (86-100) - Minor to low distress, no significant distress. Little distress, with the exception of utility patches in good condition, or slight hairline cracks; may be slightly weathered Good (75-85) - Slight to moderately weathered, slight distress, possibly patching Fair (60-74) - Severely weathered or slight to moderate levels of distress, generally limited to patches and non-load-related cracking. (City of Hermosa Beach citywide weighted average PCI is 72.7). Poor (41-59) - Moderate to severe distresses including load-related types, such as alligator cracking. Very Poor (0-40) - Severely distressed, large quantities of distortion or alligator cracking. Failure of the pavement, distress has surpassed tolerable rehabilitation limits. City of Hermosa Beach Page 16 2012 Pavement Management Program Final Report – July 11, 2012 Section II Figure 6 – Arterial Condition Distribution Figure 7 – Local Condition Distribution City of Hermosa Beach Page 1 2012 Pavement Management Program Final Report – July 11, 2012 Section III SECTION III CITYWIDE PAVEMENT CONDITION INDEX REPORT A. PCI Map B. A to Z C. PCI Order City of Hermosa Beach Page 2 2012 Pavement Management Program Final Report – July 11, 2012 Section III PAVEMENT CONDITION INDEX REPORT Listed alphabetically by street name or PCI, this report provides the City with a listing of pertinent inventory and pavement condition data for each inventory unit within the City's pavement network. The Pavement Condition Index (PCI) Report notes the names, limits, classification, dimension, surface type, and lane configuration of each inventory unit. Detailed descriptions of the information appearing on this report are presented below: BRANCH NAME - The name of each inventory unit appears in this column. Generally, the inventory unit name is taken directly from a street sign; however, where no street signs are posted, the name appearing on the network map is noted instead. A sample set of street name suffix abbreviation definitions is presented below: AV - Avenue CT - Court CIR - Circle DR - Drive LN - Lane RD - Road ST - Street WAY - Way EB - East Bound NB - North Bound SB - South Bound WB - West Bound FROM - A description of the beginning limit of each inventory unit appears in this column. If the beginning limit exists between intersections, then the beginning limit description may be an address, post mile marker, or a distance from a known point of reference (e.g., "500' N/MAIN ST"). TO - A description of the ending limit of each inventory unit appears in this column. Like BEGIN limit, the END limit description may consist of a street name, an address, or a distance from a known point of reference. In the case of cul-de-sacs, or dead-ends, the END limit consists of and address, or a directional reference, such as "NORTH END," when no address is available. RANK - The codes for the five functional classifications as the inventory unit appears in this column are represented below. Basically, units are classified according to traffic volume. CODE DESCRIPTION A Arterial C Collector E Local SURFACE TYPE - A code was assigned to each inventory unit to describe surface type. CODE DESCRIPTION AC Asphalt Concrete PCC Concrete LENGTH - The length of the section within each branch. City of Hermosa Beach Page 3 2012 Pavement Management Program Final Report – July 11, 2012 Section III UNITS - The unit of measurement for the section length, typically linear feet (LF). AREA - The area of each section within a branch. UNITS - The unit of measurement for the section area, typically square feet (SF). PCI - Pavement Condition Indices were calculated for inventory units based on severity and extent of distress manifestations observed within the inventory unit. Ranging between 0 and 100, a PCI of "100" corresponds to a pavement at the beginning of its life cycle, while a PCI of "0" corresponds to a badly deteriorated pavement which is at or near the end of its life cycle. PALM DRVALLEY DRTHE STRANDMANHATTAN AVEPACIFIC COAST 8TH STARDMORE AVEBAYVIEW DRHERMOSA AVEPROSPECT AVEMONTEREY BLVD 7TH ST 10TH ST 8TH PL 5TH ST 21ST S T24TH ST 6TH ST 2ND STBEACH DR 25TH ST 14TH ST 16TH ST 30TH ST HARPER AVEOCEAN DR31ST P L PIER AVE 32ND P L SUNSET DR29TH S T 28TH S T 30TH P L 17TH ST 29TH C T 33RD P L ALLEY 28TH C T LOMA DR 1ST ST 7TH PL 3RD ST GOU L D A V E 31ST 30TH 24TH PL 16TH 17TH 9TH 27TH S T BOUNDARY PL 9TH ST 18TH 8TH 7THOZONE CT 4TH ST 1ST PL PIER RHODES19TH 6TH 33RD S T 5THMORNINGS IDE DR HEROND O S T 18TH ST ARTESIA BLVD LONGFELLOW AVE 20TH 4TH 13TH ST 31ST S T 11TH ST 26TH S T 15TH ST 19TH ST OWOSSO AVEBONNIE BRAE ST 34TH S T AVA ST 15TH PL 20TH ST OAK ST G O L D E N A V E INGLES IDE DR 3RD 20TH P L HOLLOWELL AVEBARD ST 21ST PARK AVE27TH C T REYNOLDS LNMYRT LE AVEGENTRY STHILLCREST DRPOWER STGOU L D T E R 1ST CT 34TH P L 17TH CT 18TH CT 16TH CT 1ST OAK22ND ST 19TH CT CORONA ST11TH PL 14TH CT PORTER LN CYPRESS AVE13TH CT LYNDON STVALLEY PARK AVE9TH CT CIR C L E D R AVIATION BLVD11TH CT 15TH CT 20TH CT 8TH CT 10TH CT 23RD 7TH CT 35TH S T HOPKINS AVES I LVER S T CULPER CT 21ST CT MASSEY AVE25TH MEYER CT 5TH CT HILL STAMBY PL26TH FRANCI S C O S T SPRINGFIELD AVE 4TH CT CAMPANA STOCEAN VIEW AVE 33RD34TH MARLITA 3RD CTLOMA BARNEY CT NEPTUN E A V E 14TH 22ND 13TH HERONDO 4TH ST6TH ST AVIATION BLVD18TH ST 7TH ST 4TH STHERMOSA AVE 20TH S T 10TH ST 4TH ST 7TH 2ND ST 15TH ST 1ST STHERMOSA AVEPIER AVE LOMA DRARDMORE AVE 16TH ST 3RD ST M O R N I N G S I D E D R 19TH 19TH ST 10TH ST 11TH PL 1ST PL 24TH ST24TH PL 24TH S T LOMA DRCYPRESS AVE 11TH ST 11TH ST 8TH STALLEYLONGF E L L O W A V E 13TH ST 34TH ST ALLEY25TH ST BARD STREYNOLDS LN 14TH ST 24TH ST 21ST ST 1ST ST 11TH ST PIER AVE6TH ST 30TH S T GOULD A V E 1ST ST 11TH ST 21ST ST 24TH S T 9TH ST ALLEYCitywide Pavement Condition 2012 City of Hermosa Beach, CA Legend Survey 2012 Centerline PCI Range 86 - 100 75 - 85 60 - 74 41 - 59 0 - 40 Pavement Condition 2012City of Hermosa Beach, CA Bucknam & Associates GIS TeamMay 2012 Source: City of Hermosa Beach centerlineCreated in ArcGIS 9.2 using ArcMap City of Hermosa Beach Page 1 2012 Pavement Management Program Final Report – July 11, 2012 Section IV SECTION IV FORECASTED MAINTENANCE REPORT A. Actual Budget, Five Year Plan (2012-2017) City of Hermosa Beach Page 1 2012 Pavement Management Program Final Report – July 11, 2012 Section IV FORECASTED MAINTENANCE REPORT Listed in chronological order by plan year then alphabetically by street name, this report presents the year and action corresponding to the next scheduled work activity for each segment within the pavement network. ACTUAL BUDGET – The Actual budget was generated for the City to demonstrate how the limited $650k / yr budget allocation performs against the current citywide conditions. • City’s Actual budget includes: o $50,000 for project contingencies o $600,000 total for citywide maintenance repairs The following report is sorted by Fiscal Year, then by Rank (functional classification), then by street name.