Title
Adopt the Fiscal Year 2016-17 Annual Road Maintenance Plan.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors adopt the Fiscal Year 2016-17 Annual Road Maintenance Plan.
SUMMARY/DISCUSSION:
The Fiscal Year (FY) 2016-17 Annual Road Maintenance Plan (Annual Plan) provides a description of the major maintenance activities to be performed on the County’s transportation system within the unincorporated areas of Monterey County. The Annual Plan includes detailed maintenance schedules by activity and by Supervisorial District for the infrastructure located within the unincorporated areas of Monterey County.
The Annual Plan only captures fifteen (15) activities out of a total of twenty-six (26) due to shortage in personnel and funding constraints. The fifteen (15) maintenance categories in the Annual Plan consist of the following: Guardrails, Bridge Maintenance, Striping/Marking/Signs, Shoulder Grading, Dirt Road Grading, Culvert Cleaning, Drainage, Mowing, Pothole Repair, Chip Seal and Patch Preparation, Litter Abatement, Street Sweeping, Citizen Requests for Service (RFS), Emergencies, and Traffic Signals/Flashing Beacons/Radar Feedback Signs.
Also included in the Annual Plan are Capital Projects that are or will be under construction during this upcoming reporting period. These Capital projects are funded through a variety of sources including the Transient Occupancy Tax (TOT) allocation, local funds from the Transportation Agency for Monterey County (TAMC), one-time allocation of General Funds in the amount of $1.7M and State Regional Surface Transportation Program (RSTP) grant funding. In order to expedite response in performing emergency repairs as a result of the damages caused by the 2016 winter storms, Public Works utilized the Job Order Contracting (JOC) process.
The purpose for this Annual Plan is to: (1) provide transparency by listing the actual work that is planned along with the anticipated cost, and (2) provide a work program for the Road and Bridge Maintenance Operations in which progress can be tracked throughout the fiscal year. The Annual Plan is consistent with the Board’s Strategic Initiatives for Infrastructure to “Plan and develop a sustainable, physical infrastructure that improves the quality of life for County residents and supports economic development results.”
The Annual Plan is not intended to be a budget document, but rather a planning tool, and is not intended to define all maintenance activities and associated funding. For example, work related to cleaning roadside ditches, tree trimming, culvert replacement, emergency response, and other services are not included. These services are not included due to limited staff resources to define service levels and quantify cost data. As the Annual Plan evolves over the next few years, it will become more detailed with respect to the tasks to be accomplished along with the anticipated costs.
At this time, staff estimates the current annual backlog of unfunded road maintenance needs is approximately $20 million. This includes:
ü $6 million in ten (10) activities not captured;
ü $5 million in metal beam guardrail not included in the Annual Plan; and
ü $9 million in work completed at only seventy percent (70%) capacity out of the fifteen (15) activities due to limited staff resources and funding constraints.
With reductions in revenues and increasing construction costs the unfunded maintenance backlog is expected to continue to grow resulting in less work being accomplished.
It is anticipated that all planned maintenance activities in FY 2015-16 will be completed with the exception of striping/marking/signs. The striping/marking/signs activities were deferred due to crews assisting in other maintenance activities as a result of the 2016 winter storm events. Attachment A, Table 1 summarizes and compares, in dollar amounts, the maintenance activities performed for FY 2014-15, FY 2015-16 through the third quarter, and projected estimates for FY 2016-17. The table identifies the maintenance activities that have been captured and the estimated cost versus amount expended. This data will be used to identify key trends that will enable staff to better forecast and plan for future demands. Target maintenance goals for FY 2014-15 were close to being met, with the exception of Request for Service (RFS’s). Service requests are difficult to plan for since they are generated from the public and vary in number and severity from year to year. There was a spike in service requests during FY 2014-15 and that upward trend has continued through the 3rd quarter of FY 2015-16. Staff is analyzing the data to determine if changes to scheduled maintenance are required to address any reoccurring RFS’s. FY 2015-16 reflects an increase in bridge maintenance and RFS’s, whereas litter abatement and Carmel Lagoon decreased from prior year trends. FY 2016-17 projected estimates were established based on the FY 2014-15 and FY 2015-16 goals and work completed trends and included emergency activities from the 2016 winter storm events.
The third quarter in FY 15-16 sixty-nine percent (69%) of the maintenance activities were completed exceeding the target completion of fifty-four percent (54%), however actual expenditures of $2,015,240 exceeded the targeted amount of $1,728,617 or by $286,623.
FINANCING:
The estimated FY16-17 $10,422,800 in maintenance activity costs is detailed in the Annual Plan. The estimated capital construction costs of $14,118,897 are included in the Annual Plan for informational purposes only. The FY 2016-17 Annual Work Program for the Road Fund allocated $12,702,628 for road and bridge maintenance activities. When necessary, Job Order Contracting will be used for emergency repair projects and other projects as specified in the Annual Plan. These projects will be funded with TOT funds of $602,000, TAMC funds of $25,000, and a one-time allocation of $1.7 million from General Funds. Capital Projects in the amount of $11,791,897 are fully funded with grants. There is sufficient funding in the Fiscal Year 2016-17 Adopted Budget for Fund 002, Road Fund for these activities.
Prepared by: Ogarita Carranza, Management Analyst II (831) 755-5174
Billy Issa, Project Manager (831) 796-1343
Reviewed by: Benny J. Young, Interim Director of Public Works and Facilities
Approved by: Carl P. Holm, AICP, RMA Director
Dated: June 7, 2016
Attachment: Attachment A - Table 1
Annual Road Maintenance Plan Fiscal Year 2016-17
(Attachments on file with the Clerk of the Board)