MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
JANUARY 27, 2009
TABLE OF CONTENTS
Page
Five-Year Road Construction Program
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:07 a.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
County Engineer Greg Parker said there has been a lot of excitement in past 30-45 days related to the new President pushing a stimulus package. He said stimulus package activities could impact the Five Year Road Plan. It appears that Congress will approve the stimulus package but there is still uncertainty. The discussions continue daily, but they anticipate it to pass in the second or third week of February 2009.
Parker said over the past couple of weeks the staff has been working diligently to get projects through in addition to their regular duties. There are many upcoming projects in May, June, and July of 2009. In addition to the stimulus package, Secondary Roads has been asked to bring forward projects from future calendar years to be let by July 2009. He said there are two ways to receive stimulus money. One way to obtain funding is through two fund sources: the regional planning affiliation, which is Eastern Iowa Council of Government (EICOG) with Lead Transportation Planner Mary Rump; and the other is a metropolitan planning organization (MPO), which is the Johnson County Council of Governments (JCCOG) with Executive Director and Transportation Planner John Yapp.
Parker said the JCCOG fund source limits where the County can utilize funds for growth projects. He is unsure of the last time the County received JCCOG funds, other than for the Oakdale project. Stutsman asked if they received money for the Dubuque Street Trail. Parker said they did not receive any money from JCCOG. Sullivan asked if it is an urban area issue. Parker said yes, for the metropolitan planning organization (MPO). He said only two projects would be viable for the County to submit for stimulus funding. They were asked to submit projects based on prior organization from number one funded source on down. He said North Liberty submitted seven projects. The first project listed was the County's first priority: the Dubuque Street Trail extension. He said Secondary Roads requested funds, but there are still unknowns at this point. There should be funds available for enhancement, making the trail extension a viable project for expenditures. He is not privy to information about whether or not the plan gets approved, how much money is available, and how many other enhancement projects are in the State.
Neuzil asked if the trail extension project is mapped out, and residents are aware, and if it is shovel ready. Parker said that project does not have an in-depth design. He said a rough estimate of the project has been completed. He said they have not picked the side of the road it was should go on. The alignment has been chosen; that is going to start just south of West Overlook and run all the way northwest. Neuzil asked why a project like that has not gotten further than its current point when it is the number one priority project. Parker said the project is a priority for the Trails Advisory Committee. He said the Committee has been actively seeking funds for the project but they have not been awarded funds. He said, because there is no funding, staff focus has been on other priorities to get let. He said the design would not be able to be completed by internal staff, because of the use of stimulus package dollars. He wants to discuss the two fund sources, because it will pack the Five Year Road program. He talked with a consultant January 23, 2009, and got estimates for consulting fees to do the design. He said they are looking at a July 2009 letting which is a short time frame.
Neuzil said it seems like they made the trail extension a priority by putting funding towards the project, but it seems strange there is not a plan ready to go. He asks if a plan can be done before July 2009. Parker said the consultants feel confident about a July letting. A lot of things will have to take place before other projects can be looked at. A couple of caveats to the requirements for the funding sources are existing funded projects cannot be used. Projects that are currently in the Transportation Improvement Plan (TIP) and Statewide Transportation Improvement Program (STIP) and are being kicked out, but they are still being input as a project because things can change. He thinks change will happen, because it is very difficult to get projects completed in a short time frame. There is still a requirement to follow Federal guidelines, all Federal environmental clearances, and right-of-way acquisitions have to be completed. He said any project with environmental right-of-way acquisitions will not be added as part of the stimulus. Parker said the shovel ready projects are overlay programs or the trail they can get in the July 2009 letting. The other caveat is the project has to be under contract by or near August 18, 2009.
Harney asked if there is land purchase for the Dubuque Street Trail, because there is considerable right-of-way along it. Parker said they are not going to purchase right-of-way for the Dubuque Street Trail Extension Project because the plan is to build in the existing right-of-way. There was a question about meeting with residents. He said a public meeting was held and there were residents who didn't want it one side or other. He said in light of the short duration to use the $700,000 of funding source, they did not want to pass the project up. The project is fast moving and there likely will not be many public meetings and input because they need to get the design finished to utilize the fund source. If they get bogged down with public input, the project will not go and the funds will go elsewhere. He said they are trying to keep transparency, but the Federal Government is pushing transparency away by the way the money is being allocated.
Stutsman asked which side of the road is the alignment. Parker said it has not been determined yet. The DOT indicated at a JCCOG meeting that they may cut down one or two of the steps for the process. He said in order to get DOT letting they have to have a concept statement, preliminary plans, check plans, final plans, certification, and letting. Going through DOT letting is a requirement of the stimulus package. The DOT may skip one or two steps to allow entities to fast track projects.
Stutsman asked if the trail extension is on JCCOG's agenda for January 28, 2009. Parker said yes, they are all projects the Trails Advisory Committee has identified as projects they would like to see funded as part of the JCCOG funding source. There is $28 million of projects with $3.5 million of funds. He is hoping other entities that have submitted projects may not be able to get those in the letting or comply with the letting guidelines. Sullivan said Oakdale is listed as a Coralville project. He thought it was a County project. He asked if the County is better off listing it as a priority, because Coralville has it very low on their list of priorities. Parker said Oakdale is a joint project between Coralville and the County even though the County is the lead design. It is an existing year funded project and it was thrown in the mix with the hope of getting funds to cover $1.5 million of the full $3 million. It is his understanding the DOT will review the list and kick out the projects that are currently working. Sullivan said it is on the list just to be there. Parker said it is on the list, because they are hoping if there are other fund sources that cannot comply with the letting guidelines and requirements that they may reconsider using the funds for existing projects. He said the City of Iowa City was hoping that the $1.5 million that was obligated would go back into the pot and then they would be able to use it for one of their projects. It is a project they are still looking at, but from what he has heard it will not likely be funded. They are still hoping for a spring letting but there are still environmental issues needing to be resolved. The only two projects that Johnson County requested were the Dubuque Street Trail Extension of JCCOG and the Oakdale Extension. He included a list of other projects to see what the other entities in the area are submitting.
Harney asked if the total project cost includes trail by Oakdale Boulevard. Parker said the upgraded trail is included in the estimate with a total of close to $9 million. Parker distributed a handout. He said an EICOG meeting was held last week where more information about the stimulus package was received. He said there is money available for projects from this fund source. The first 2 pages were priority projects. The additional priorities on pages 3 through 5 can be undertaken if additional funds become available. He said everyone is trying to get projects in and if the money is not used by the entity then it will go to another entity that has a ready project. Additionally, if the State does not spend the money then the monies will be redistributed to another state. He received an email from the Federal Highways Association recommending that projects get started now. Be prepared by having the money available. Parker said a couple of changes have been made in the fund sources. One was that half the money must be spent in 90 days after approval by Congress, which has been loosened. Stutsman asked in terms of spending the money does the project need to be completed in 90 days. Parker said the project has to be in contract, under obligation.
Sullivan said he had a discussion with Director of Public Works Rick Fosse who indicated Iowa may be at a disadvantage for some of the money because of stricter public bidding guidelines than other states. He asked if bidding guidelines are something they should be advocating for when county officials go to Washington D.C. He said Iowa should not be penalized for having good public bidding laws in terms of dollars. Parker said he thinks it is a good idea. He commends the President for trying to create jobs and get projects completed, but short-tracking projects often forces people to do things they wouldn't normally do if they had additional time. The only way to get the Dubuque Street Trail through is by building retaining walls that would eliminate the need to acquire right of way. The walls may increase the project cost. The Oak Crest Hill Road project is a fast track project. He said instead of buying the right-of-way to build a foreslope out, cable stay guardrails may need to be put in to meet Federal guidelines. Normally that would not be done, but considering the funding source it would be in their best interest. Stutsman asked if the County will spend more on projects than usual. Parker said there is a possibility the cost will increase. All the other projects they had planned for letting this year are already in the COG. The downside is the addition of more projects brings up the question of whether there will be enough contractors. Another concern is completing the design work, because consultants will be busy with the addition of more projects. He said the additional projects will drive up consultant costs. He said it makes more sense to infuse fund sources and to plan for funding over a three or four year period to get everything in.
Stutsman asked if the Oak Crest Hill Road project included the entire road. Parker said Oak Crest Hill Road would be from the town of Hill's south to the County line. They are looking to pave from Iowa City to the County line. The north project from Hills north is already funded through STP funds. He said they are looking at utilizing the same stimulus funds to complete the south section of the project. In the south project, there is a small bridge that needs to be replaced, but based on the time limit of the fund source fixing the bridge may not be accomplished. They are looking at utilizing local or Farm to Market funds to complete the bridge next year. The paving activities may stop before the bridge and continue paving on the other side of it.
Parker said they are trying to be as creative as possible with the fund sources because opportunities like this one do not come along very often. Harney asked about the intersection of Oak Crest Hill Road by Hills. He said Hills wanted assistance putting in the intersection. He said it probably should have been done when the subdivision was put in. Parker said the Hills intersection is at Oak Crest Hill and 520th Street. The financial input from the City of Hill's is going to be larger than anticipated now that the whole road is going to be paved all the way through, being broken down into two years. The City of Hills has asked that they not be required to pay the County upfront upon completion, but rather creating an agreement allowing them to pay over a multi-year period. Stutsman said the issue is on the Board's agenda for January 29, 2009. She had a liaison meeting with City of Hill's Mayor Russ Bailey and told him to come to the meeting. She asked if Parker is ready to have the meeting on January 29, 2009. Parker said the following week would be better. Stutsman said she would email Bailey.
Stutsman said Hills wants to know what the County is expecting as they plan their budget. Parker said they are receiving estimates for the south section, which he has not broken down yet. He needs a more time to get estimates together so the City can know what they are looking at from a financial perspective. Sullivan said they are pushing up projects, because of the stimulus, but if the money isn't awarded, then the County is probably going backward. Parker said yes, if they are discussing the projects being pulled forward for July. There are always ways to look at the letting activities. If too much is going on certain projects can always be postponed. Sullivan said in September and October of 2008 they talked about taking things off the Five Year Road Program and putting them on future projects due to lack of funds. He said if stimulus money does not come through or to the degree they hoped, the County may still be looking at moving projects to different years or taking them off. He asked how they submit a Five Year Road Plan that takes these scenarios into account. Parker said the first year of the Five Year Road Plan is heavily loaded with projects. He said there are many things that can postpone a project, such as fund source, environmental issues, and right of way issues. He said there are many dynamic activities that can change the potential letting of a project.
Parker said the Five Year Plan is very aggressive and not all of the projects will be completed. He said the Plan is loaded to be able to get another project in, if one is taken out, and for the ability to add projects to the future year’s plan. The Five Year Plan is a planning tool that allows them to get projects done. These projects must be part of the Five Year Road Program. Moving a future project to a faster track or updated letting is easy to do. If the Five Year Road Plan is amended they have to go through an amendment process. The four projects listed for the stimulus are: the Mehaffey Bridge separate trail, the Oak Crest Hill Road going south toward the County line, 120th Street from Highway 965 East over the Interstate to the BP Petroleum gas station, and 520th Street from Utah East to the County line. These projects are in addition to the Dubuque Street Trail Extension project. He said there are five projects that need designs. If the funds are not available for the projects, they will be pulled out of the letting or a decision on which projects to continue will have to be made.
Harney asked if the DOT makes the final decision on stimulus package money. Parker said the monies totally allotted will come from Congress, but he did not know the breakdown of how much money each state will receive. Harney asked who decides how much money each county receives after money is allocated to the State. Parker said the way the fund works now through STP, MPOs, and RPAs is the State gets $360 million; of that $120 goes to local governments. The money gets further divvied into the MPOs and RPAs. The Iowa City MPO receives $3.5 million. Neuzil asked what is the MPO. Parker said the metropolitan planning organization, through JCCOG. He said JCCOG receives $3.4 to $3.6 million and ECICOG collects $6.5 million. The money that is allotted out of the fund source would be broken down based on those numbers and are divided out based on a negotiation process. If another state, like Minnesota, cannot utilize their allotment, other states, like Iowa, could pick up the money if projects are approved. This is the reason for the prioritization system, because there are different fund sources for roads and bridges, transportation enhancement projects, and vertical construction such as fire department buildings and jails, but that must be let by a July 2009.
Parker said it is his recommendation is to get the design done and hire a consultant because staff will not be able to do all the work. He said Assistant County Engineer Al Miller is working on Oakdale and helping Rob Winstead with the Black Diamond project. Assistant County Engineer Ed Bartels is working on Highway 965. They have three big projects coming up and do not have the time to pull staff off those projects to do design work. He recommends getting the projects designed and they can either be shelved or proceed with the letting. Parker recommended utilizing Farm to Market funds. Historically, the County has never dipped below where they are allotted to use those funds, but in this instance, with projects ready, the County may consider utilizing Farm to Market funds. He said those funds continually come to the County quarterly and annually. Parker said if the County has heavy construction in the next 12 to 18 months, then the fact that Farm to Market funds are not available, the County would have another year of heavy design.
Parker said a couple counties are in debt, such as Polk County. Sullivan asked if counties pay themselves back out of the Farm to Market funds. He asked if they fund it locally. Miller said there was a period that all counties were restricted on letting projects with Farm to Market funds, because the overall fund balance was too low. Some counties, like Polk County, overspent their allotment. It is a large pot of money that everyone has an allotted piece. Sullivan clarified Polk County was spending money that was not theirs with the understanding they would pay it back. Miller said Polk County was spending other counties’ allotments, so every county was restricted if they did not have enough money in their pot to let a project. Parker said Farm to Market funds are an additional fund source that can be tapped without restrictions. Parker asked if there were currently restrictions on that fund source. Miller said no, it is back in the black now with the restrictions relieved. Parker said there is always a possibility the restriction could return. Construction costs are continually rising, so projects are costing more. Stutsman asked if everyone else is using the same strategy. Miller said it is possible. He said Polk County did that and everyone else was penalized. Parker said it is more restrictive. In light of what is available this remains a viable option.
Stutsman asked if there is enough money in the budget to hire the consultants. Parker said they had not planned to cover design expenses in the budget. They will need to amend the budget to cover design expenses. They do have several million dollars in a cash reserves account that could be utilized to cover one-time expenditures. He said it would be a good idea to use cash reserve funds to get a project ready for letting. Miller said consultant fees can be eligible for reimbursement for federally funded projects. Normally, the timeframe to get agreements in place and have them eligible is about a year in advance of the project. He said he is unsure of how it would work for these projects. He said other entities trying to fast track projects will be looking for ways to fast track agreements with consultants, so federal monies available for construction can also reimburse the entity for consulting fees. Harney asked who will be available if everyone is after consultants. Miller said the consultants will be busy, prices will go up, the contractors are going to bid things at a higher cost because they cannot do it all and will have to pay liquidated damages. He said he anticipates construction costs increasing substantially on these fast track projects. Everyone is going to be fighting over the same small set of resources and services. Parker said this is probably the biggest downside to the stimulus package. The upside is hopefully getting funds to cover projects.
Neuzil left and returned at 9: 45 a.m.
Harney asked why North Liberty has so many projects and the County only has one. He thought they had to prioritize one or two projects. Parker said it can be based on projects. County projects typically run in the millions where some of the city projects are in the hundred thousand dollar range. He said they consider the allotment when prioritizing projects and some entities can get multiple projects in for the same allotment. The County had one project that would utilize the fund source. Sullivan said they are limited with JCCOG because of the area being mostly cities. Parker said it is hard for the County to find a project that is globally useable by the metropolitan planning urbanized area. Most projects have either been done by the cities or lay within an incorporated area. Neuzil said other projects within the County are contiguous and are incorporated right after they finish with it.
Miller said he was asked when Johnson County has received funds from JCCOG. He said the County received funds for the 12th Avenue project. He said Coralville applied for $1 million out of that money and it was a joint project. Neuzil said Coralville then annexed it. Miller said it was part of the deal, because the County did not want to have the maintenance. It is something that will happen on every one of those road improvement projects. Stutsman said especially when they are adjacent to cities. Assistant Planning and Zoning Administrator R.J. Moore said annexation was part of the deal; adjoining landowners would get a reduced cost if they agreed to annex. The assessments were lower so landowners would not have to pay the full cost for lineal footage along the properties. Miller said they did not have to plow a section of an island that had been taken care of by the County in the past.
Parker said the first project on the Five Year Road Plan is the intersection of 120th Street and Derby Avenue. He said Miller is working on the project along with the Oakdale and Black Diamond projects. Miller said the property owner wants the project done. They are hoping for a spring letting on this project because they want to fast track it. He does not see that as a problem for the project. Parker said the next project on the Five Year Road Plan is Twin County Dairy which is a similar project. The Highway 965 project has been a priority for letting. He said right-of-way also needs to be acquired for this project. He said Highway 965 is a priority to get into a DOT letting.
Miller said he is working on the 404 permit for wetland impacts on the Oakdale extension, because there are many environmental issues with project. He is currently designing the wetland mitigation site. He said that site has been selected. It is property owned by Coralville, adjacent to Deer Creek Road down by Clear Creek. He said he is working with Earthview Environmental Geologist and Owner Judy Krieg on the mitigation design. He said they have to have a 404 permit, final DNR permit, and remap the FEMA floodplain through the project. Although there are many things in the works, they are still hoping for a summer letting to get the grading work started and move some material in the fall to settle before paving in the spring. The project will be dependant on the DNR, FEMA, and the Corps review of all the permits they need to get. Neuzil said paving should be done in the spring 2010. Miller said yes, there will not be any paving in fall 2009. Neuzil asked what the time frame was for the 540th Street (Twin County Dairy) project. Bartels said it is a local letting, which allows for the possibility of getting it in FY09, but it depends on the other DOT lettings. Parker said currently 540th Street is in FY09, which ends June 30, 2009. Bartels said it has construction in a calendar year 2009, and the status of where it is programmed is in the fiscal year.
Parker said the DOT construction program, which is submitted to the DOT, gives a financial breakdown. They try to anticipate how these monies are going to be broken down, which is available on the website. The 500th Street project has been completed. The Lower Old Highway 6 Pavement Rehabilitation project is being worked on parallel to Highway 965. Bartels said it is a project they will finish for sure, because it is a local letting that is easier to get through than the DOT process. They are looking at doing a concrete overlay that is ultra thin. He has been working with Iowa Concrete Paving Association and Center for Transportation Research and Education (CTRE) to use all resources available to limit costs. They are looking good for hitting the budget number and it should be completed by the end of this year. Neuzil asked if the road will remain open for residents. Bartels said it will be closed during construction but open to local traffic. Harney asked if it is a June or July 2009 letting. Bartels said it will probably be let around the same time as Highway 965 that is scheduled in June 2009. DOT lettings require the plans to be in months in advance, so they are pushing those forward. While it is in the review process, he can get the other plans finished and locally let. Neuzil asked if it included paved shoulders. Bartels said there is no room to have paved shoulders. Parker said it will be wider than it is right now. Bartels said it is like Curtis Bridge when it was nine foot wide lanes; they will widen the lanes to eleven foot lanes and put two foot wide gravel shoulders.
Neuzil said the Board has given direction that they want paved shoulders, unless it is exceptional, which this may be. Bartels said the road very narrow and they are looking at using a paver that has a zero clearance on the side because the road top is too narrow for the paving machine to pave it. They would have to acquire right-of-way if they want to do anything different, but they are not going to do that.
Bartels said the Curtis Bridge Road Pavement Rehabilitation project started in fall of 2008 and was let. He said the weather did not allow them to complete the project. They did get all the grading work done. Parker said Harry Ambrose owns the development on the west side of the road between Curtis Bridge and Highway 965. As part of the subdividers agreement Ambrose is going to give the County $100,000 for the project. Miller said he received a letter from Landmark Surveying and Engineering Consultant Tom Anthony that Ambrose is going to be adding another development on the other side of the road and donating another $100,000 for the project totaling $200,000.
Bartels said originally the Highway 965 Macadam Stone Widening and Subdrains was planned if a rubbelization process was used like at the Curtis Bridge Road. He said he decided against that process because he had trouble with it. He said on Highway 965 they are just going to do the subdrains and the widening will be included in FY09 in the Pavement Rehabilitation and Paved Shoulders section. Bartels said Subdrains and widening can be considered combined, but maybe the money will be available to do subdrains as a separate project. The project is shovel ready. Parker said it is typically something that would be allowed for the stimulus package.
Neuzil asked if the timetable for Project G (Highway 965 Macadam Stone Widening and Subdrains Iowa River Bridge to 120th Street) is spring 2009. Bartel said Project G will happen after the paving. He said it was set up for an asphalt project and they decided on a concrete. It is going to be a recycle job. Originally they were going to overlay the existing pavement but there is de-cracking aggregate that is susceptible to water and moisture. It came from a quarry that had the problem when the State built it in the 1950s. In order to mediate that they have to crush and make gravel out of it. If they overlay it, there will be tenting problems and the road will go bad. They are doing a complete recycle where the contractor will probably bring a portable crushing recycling center out to the site. Neuzil asked about Project H (Highway 965 Rehabilitation and Paved Shoulders Iowa River Bridge to 120th Street). Bartels said Project H is being let on June 16, 2009. Parker said these projects are not part of the stimulus. They have an aggressive construction program.
Neuzil said asked if the original design for exceptionally wide shoulder was still the plan. Bartels said yes, the plan is 24 foot main line pavement with six foot paved shoulders on each side. It is a three lane road with a 36 foot top. It is staying on top of the existing road bed so they do not need to acquire any right-of-way. He was able to get it fast tracked through a DOT process called a minor project. It is on schedule as he turned in the preliminary plans last week and check plans are due in a month. Sullivan said there is no turn lane except for the intersection of 120th Street. Bartels said there isn't even a turning lane there. This will be a road closed except to local traffic. Neuzil asked if it being let in summer 2009. Bartels said it is scheduled for this summer but they may give the option to be constructed the following year that allows for more aggressive bidding. Parker said Concrete Paving Association is recommending they get a more favorable financial bid by allowing the construction the following year option. It depends on whether they want to let it sit for another year. Sullivan said it is the road he hears the most complaints from people. It has some bad spots. Harney asked why they are doing Project H before Project G. He said he thought if G is done before H then they tear up shoulders doing the subdrains. Bartels said the base underneath is drainable. He said crushed and recyclable material from the old road is drainable material that extends underneath the shoulder to the gravel shoulder. He said once the road is build a trencher will be run along the side of the road and it drains to the base. Parker said there are some subdrains already.
Parker said the next project is 120th Street Pavement Replacement and Paved Shoulders from Highway 965 to the east right-of-way of Interstate 380. This project would have been number two with the EICOG list of priorities for consulting and design. He said this project would be from the intersection of Highway 965 and 120th east and over the bridge to the BP gas station. Neuzil asked what is the timeframe for the project. Parker said they are looking at a July 2009 letting. Neuzil said this would be done before Highway 965. Parker said this project would be let a month after the Highway 965 letting. The two projects may have the same contractor. Stutsman asked if they are on track to enter in a contract with Shueyville for this project. Parker said it would not impact the project they are discussing with Shueyville, because it is a totally different project. Meyers said the project stops a point where Shueyville project would begin. Parker said the project endpoint is around or before the gas station entrance. Neuzil said design needs to be completed soon. Parker said they getting estimates from consultants.
Parker said the Oak Crest Hill Road Pavement Rehabilitation and Paved Shoulders from Highway 921 to Hills City limits is the next project. He said Anderson-Bogert was hired to do the design for a June letting, which is currently on track. They are going to use the same consultants for the project to pave south, because it is part of the stimulus package. Stutsman asked if would be similar to what Washington County did. Parker said it would be the same. Stutsman said she had a constituent that wanted her to talk to Washington County. Parker said Anderson-Bogert Consultant Jeff Morrow has had a copy of Washington County's letting plans. Washington County is very different than Johnson County, but the surface type is similar. Neuzil asked if it looks like Sand Road. The road seems to be the poster child of what people like for those kinds of roads. He assumed they can take off the next section, because they are not going to do a dedicated, separate trail. Parker said as per Board request they list potential locations for a separated trails, but it will not be included in this project. Stutsman said they should compare the cost of the dedicated trail versus the cost of the paving project. Neuzil said they can assume the decision is to take that project off. Neuzil said the project is going to become a next year’s project. Parker said based on the unknowns, they will not be infusing many projects into the plan. There is one project the Board may like to consider and that is the 120th Street through Shueyville, based on what the City is prepared to offer to the County. The stimulus monies available now free up other monies to assist with future projects. Neuzil said, as far as direction, everything is still on the list. Parker said yes, next year will have a very aggressive construction schedule. The Oak Crest Hill Road will have a June letting. They have it in the works with plans submitted. The project includes going through the intersection. Stutsman asked if it would go to the bridge. Parker said it would go through the intersection south of the bridge as part of the project. Stutsman asked when the project will be completed. Parker said with letting and contractor availability, the bids could be unreasonably high. It is a static program and it could be dynamic based on available information. Their goal is to get it constructed. The estimate is to add another $1 million to the current estimate.
Neuzil asked if Parker is going to give the Board new numbers on the reassigned items and new estimates. Parker said they will have the numbers updated and distributed to the Board. He said some projects like Oak Crest Hill going south have changing price figures. Meyers asked if the new project cost is going to be $2.6 million. Bartels said the current estimate listed is not correct, because the estimate was when they were only going to the centerline of the Hills intersection and they have requested to go further. The more recent estimate is about $2.7 million. Miller said a portion of it is Hill's responsibility. Parker said it was deducted out of the cost. He said the County will pay the whole cost and if there are other fund sources then the funds come back to them. He said it is an STP project. Bartels said the Highway 965 estimate is closer to $3 million. They were hoping it would cost less, but the work to be done increases the price. Parker said is the Oak Crest Hill project is ECICOG funded in the current STIP, making it ineligible for stimulus money. They are looking to receive $1.2 million dollars to cover it. He said it is not local dollars coming from the construction program. He said they are getting other fund sources for the project.. The project is one they are looking at tapping into the Farm to Market funds to cover the differential costs. Depending on the agreement with Hills, the Board can decide if they want the whole Hills portion upfront or whether the Board is willing to allow Hills to pay over a year or two.
Sullivan said he would like to see recent traffic counts for items in the program. Miller said it is on the DOT program. Sullivan said for some they change per intersection. It would be nice for the public to see the difference between Lower Highway 6 that has little traffic and Highway 965 that has over 5,000 cars a day. This would help with the public understanding the projects.
Parker said a list of separate trail activities is included for informational purposes. He said Assistant County Engineer Robert Winstead is working on the plans for Bridge Replacement and Approach Paving on Black Diamond Road project to be submitted to the DOT for a May 2009 letting. Miller said the check plans for a standard track DOT letting are due now for a May 2009 letting. They need to purchase the right-of-way within three weeks and final plans in around the same time for a May 2009 letting. The project is 80% funded with Federal Bridge Replacement funds. It is the bridge over Old Man's Creek near the Johnson-Iowa County line. Harney asked if it is a steel bridge. Miller said it is a high truss bridge. Harney asked if it's recyclable for anything. Miller said it becomes the property of the contractor and they will consider that, if there is salvage value to the materials. The County will not take it or recycle it.
Harney said for the trails they are always looking for bridge steel. Miller said the truss is too big to move, because it is over 100 feet long. They would have to cut it up and reassemble, which is not economically feasible to move. The cost estimate is last year's estimate but is close. It does include three quarters of a mile of paving that was left out years ago, because they knew the bridge was going to be replaced. They are matching up to the pavement in Iowa County and taking out to where the pavement begins in Johnson County. Parker said the agreement was approved by the Board a few weeks ago for the 80% funding source.
Parker said the next project is the Bridge Replacement and Approach Grading on Calkins Avenue over a branch of Knapp Creek. Miller said it is south of the Linn/Johnson Road and that is completed.
Parker said the next structure is the one taken out by the drunk driver. They could not put it as part of the stimulus package, because it is not on a Federal A Route. The County did or is going to receive money from the insurance, but has not heard any further settlement activities. This is something that is on the 5 Year Road Plan, but they could not get it into a letting this year. If the Board is looking to add it, they would be looking at working with Linn County Engineer Steve Gannon to have them design a timber structure for replacement. Parker said the cost is $170,000 to $200,000 for replacement. Neuzil asked if Parker wants direction from the Board to bump the project, if the majority of the Board wanted, to FY10. Parker said there is no way they could get to it this year. He needs to negotiate a 28E agreement and with all their projects he is unsure if they will have time. Neuzil asked if there were Board members who would like to forward the project to FY10 for further discussion. Stutsman said she would like to keep it on the list and not put it off for another year. Sullivan said he wants to keep it on the list.
Parker said he wanted to hold off doing anything with the monies the County will receive until they find out financially where the County is sitting. Harney said it is an extra $100,000. Parker said he can get everything rolling and speak to Linn County Engineer Steve Gannon to get a design, but he does not think it can be constructed this summer. Neuzil asked if there are Board members who want to keep that going. Stutsman said she wants to. Sullivan he wants to keep it going, but if it causes a problem with a bigger project, there should be some flexibility. Harney said he wants to get it replaced, but if other projects need to be completed, he doesn't mind pushing it back to spring. He just wants to make sure the project is completed at some time. Stutsman said they keep pushing projects back. She said she wants a deadline on a project. It is small enough that they can say, they want it completed this year. Harney said it would be nice to get the bridge put back in for the residents, but if they are getting stimulus money for other things, they should focus on those projects. Residents still have a way to get where they need to go by going around. Parker said he needs to talk to Gannon to see if he can do this. If Gannon cannot address it this year, then they will have to wait until next year. They could put it to the next level and put in a concrete bridge instead of a timber bridge, but the cost would be around $400,000 for replacement. Harney asked Parker why Gannon was being contracted. He asked if Gannon had a lock on that particular wood type bridge. Parker said Gannon has done a lot of timber bridges for Linn County and did the shared structure in the north side of the county. He thinks it is a viable option for replacement from a cost standpoint. It functions the same way a more expensive bridge does. He said he needs an opportunity to talk with Gannon and figure out his schedule. Neuzil said the Board has given Parker direction. Parker said he will get things started.
Parker said plans for the Bridge Replacement on the Johnson Cedar Road have been completed. He said Cedar County Engineer Robert Fangmann will be the lead for the project. They are looking at a spring letting in March, April or May 2009.
Parker said the Bridge Replacement and Approach Grading on Cosgrove Road has not made any progress. They are waiting for a structure inventory and analysis (SINA) revision. He said the SINA bridge inspection is completed biannually. He said if the analysis shows they can hold off on replacement for another year or two they will push it out. The project was in the system because they were thinking it was not going to last and replacement would be necessary. Neuzil asked Parker if he would have the information for next time they make the list for the Board. Parker said hopefully yes. He said they are at the mercy of the bridge inspectors to get information.
Parker said Bridge Replacement on Oak Crest Hill Road is south of Hills. Due to stimulus package activities the preference is to do the structure before the paving. He said the project appears that they will be paving before the replacement. He said more that likely they will plan to do this project for FY10. They will pave Oak Crest Road south up to the bridge and then continue paving on the other side. Sullivan said the estimate must be low compared to the cost of other projects. Miller said it’s a much smaller structure. Harney asked whether they were waiting until later because of the stimulus money or because Secondary Roads is too busy. Parker said he cannot dedicate staff to this project design because they are busy with other projects. The consulting firm he has hired does not have the staff to do the bridge design. They would have to hire a separate consultant to have that work completed. He typically likes to have the structure done before paving, but they can get things done either way.
Stutsman said she is stunned by how little they are getting done. They had only two projects scheduled to get done in calendar year 2008. She said she does not understand how Secondary Roads is so busy, yet it takes forever to get anything done. Parker said it takes a lot of time to put projects together. He said Miller has been working on Oakdale for a year, which is just one piece of the puzzle. Harney agreed, he said really there are only two bridges. Neuzil said there were the floods and a terrible winter and spring. Stutsman said Miller, Winstead, and Bartels are not plowing roads. She is surprised at how little is getting done.
Parker said next year at this time the reverse will be true. He said Stutsman will probably be upset from all the phone calls from residents complaining about all the construction. Sometimes in the business it is feast or famine. They had a huge project for the Five Year Road Program that was pulled when they had dedicated all of their resources to get the project done. Since the project was pulled, it means they do not have projects sitting on the shelf. He said they had to retool and re-gear for different projects putting the Department back a year. Parker said he thinks his staff does a fantastic job. Neuzil said it's an excuse, but that project was pulled in the end of 2005 and its 2009. Parker said every time they have a Five Year Road Program they have to retool. It is typically a year to get a project going. Neuzil said there is a lot of pressure to get a lot of things done this year and residents want to see new projects. Stutsman said they are not getting calls about roads being closed because there aren't any being closed. Parker said there is the potential possibility of another flood this year. He said if flooding happens the whole plan can change. Harney said there are a lot of road projects but few bridge or culvert projects. Parker said they only have so much available money to spend.
Parker said FY10 Project A (Oak Crest Hill Road Pavement Rehabilitation and Paved Shoulders) is what they are planning as part of the stimulus package. He is working with a consultant on a July letting for the project. It would be the same paved work from Washington County north. The next project is the Bridge Replacement on Sharon Center Road. It would be an optimistic guess to look a letting for next year. Neuzil said it would be nice to having planning for the route Parker is going to use, because there will be controversy. It would be great to have that solved this year. Parker said the assistant county engineers have to manage construction projects, which cuts into time spent in the office on design. He said Winstead was devoted to the 500th project, so they lost almost three months worth of design work from him. Miller said the project turned out well. Parker said Bartels is the project manager for the Curtis Bridge Road project, meaning he will lose additional design work once the project commences.
Sullivan said it was not on the radar until someone gave them $200,000, which changes things. Parker said it is frustrating to see projects go or not go for any reason. Miller said to solve the question of where it is going to go they should put it on the same alignment. They tried to move it to one side for access, so people did not have to have a detoured route all summer. He added that they run detours for a lot of projects. Harney asked how far around people will have to drive. Parker replied if they use the same alignment the road will be closed until the bridge is completed. Harney asked how far do drivers have to go to get around that location. Stutsman said it will be a sizeable detour. Parker said construction-wise it is a six month project and the detour is the major downside to using the same alignment. Miller said the bridge will go over Old Man's Creek and it may flood during construction. If problems are minimal, they could put a deck on the bridge in three months. Sullivan said the detour is not quite as bad if residents take gravel roads, but this assumes the gravel roads are in good shape. Harney said there is a similar issue with the Mehaffey Bridge. Neuzil asked if they want to keep the project on FY10 or move it to FY11. Parker said they have not discussed the issue in detail, but it would be optimistic to go for FY10. Miller said he thinks they can do it. He said they have moved it back a couple of years in a row. Stutsman said there are some people who don’t want to give up the right-of-way. This might be a good project to have average daily traffic count numbers. Parker said he will try to get counts for all projects.
Neuzil said they will keep it on for now with the assumption that an updated list will follow. Miller said the project is over Old Man's Creek and requires a DNR permit. It takes time to have a review done by the DNR or Corps of Engineers on wetland impacts and FEMA flood mapping to stay within certain requirements. They need Planning and Zoning Administrator Rick Dvorak to give them a permit. Stutsman asked why they have to comply with environmental regulation for the Old Man's Creek project and not for others creeks. Miller said the whole County is in the flood mapping area and it has a big enough drainage area of 100 square miles that requires DNR's analysis of the new structure and to meet backwater requirements which can take six months or more.
Neuzil said there are only a couple of projects listed for FY10. It seems like an every other year planning/construction schedule. Parker said this year is heavy with projects, but there are still a lot of unknown factors that could affect projects status. Miller said the second year program turns into last year's first year projects that were not completed. Parker said, if the stimulus money comes in and they are able to undertake more projects, he will lose staff time for design. He said each one of his staff will manage two or three projects at a time. The design activities may be not be addressed until January 2010. At the earliest, they will need to have a six month clearance.
Parker said the Mehaffey Bridge Road Pavement Rehabilitation and Paved Shoulders currently is listed under FY11. He would not suggest moving the FY11 projects out any further. He said the 520th Street Pavement Rehabilitation and Paved Shoulders project from the Hills city limits to Wapsi Avenue could possibly be completed. They are looking at paved shoulders, which would require acquiring right-of-way. The project does include a separated trail. Neuzil asked if they want to keep it listed. Neuzil said he would like to take off the 520th Street trail at $1.56 million. Stutsman agreed. Sullivan said he likes to have the information in case people ask for it. Neuzil said Parker can take it off the list. Harney asked how wide of a paved shoulder they are discussing. Neuzil noted that the term dedicated trail means a separated eight to ten foot sidewalk. Stutsman said they can keep it on for informational purposes, where they know it is not part of the project. Neuzil said he hates to leave it on, because people may assume they are going to add the trail. Miller said the document states it is for informational purposes only and that it has not been funded. Stutsman said it may be helpful for internal information, but not necessary to document in the Five Year Road Plan. Neuzil said the public has access to the document, so it would be better to take it off. Sullivan said he would like to have the public see that the trail costs almost as much as the road itself. Neuzil argued there are people from the trails community that would argue the cost is only $1.56 million. Parker said most of the cost would come from right-of-way acquisition. Parker asked if the Board wants to leave the informational numbers on or take them off. Neuzil said he thought it was confusing. Stutsman agreed. Miller said they could send a separate memo with information on it, so they have the numbers. Parker said the list they have is completely different than the one given to the DOT, because the DOT version only has the project information. Sullivan said he would like to have the list, because if people ask him he would like to be able to give an answer.
Parker said the Mehaffey Bridge Replacement is listed as a stimulus project. The estimate is not current. If they let the project this summer for July the estimate is $4 million. The cost of the project will go to $4.8 million if they wait to let in the summer of 2011 resulting in an $800,000 increase. He has spoken with a bridge consultant and they plan on getting into the July 2009 letting. It is a two year construction project. Stutsman asked if they are moving the project over to FY10. Parker said they can move it to the July 2009 letting activities which is FY10. If this modification takes place, they will have to dedicate more staff to construction management and away from design activities.
Neuzil said it was a bridge they had to close because of flooding. He wonders if it would make sense to build the bridge taller to avoid having to close it because water hits the bottom. Parker said he has not looked at the elevations. When they build things higher it costs more money. Harney said they realize that, but if the opportunity is there they should take it. Parker said the limiting factor is they need to be able to maintain and open the bridge, but it is the causeway bridge north that may be a problem. Stutsman said they would have to determine how much extra it could cost to determine if it is a good use of resources. Neuzil said he is thinking of it in terms of damaging the investment. Parker said there would be no damage to the structure because of the slow river flow. Stutsman said if they are discussing raising up bridges higher then they should put the money towards the bridge near Hills that was underwater for over a month last year. Sullivan said they would need to look at traffic counts.
Harney asked what would be the cost of keeping the Mehaffey Bridge open versus closing it. Parker said if they close the bridge down to traffic it would result in a 13 mile detour on Sugar Bottom Road, which is not favorable for the thousands of vehicles. If they close it down, construction time would be cut in half and would result in a savings of $1 million. Neuzil asked if they would do Mehaffey Bridge Road at the same time. Miller said it was the original thought, but if it is let in July 2009, there is not way it will be completed. Neuzil said if they choose that route, it will be more inconvenient. They will need to talk with the emergency people as far as responses for ambulances. It is a lot of money and time. Harney said they will also be working on Highway 1 this summer, so there will be two roads out. Parker said for the Mehaffey structure they would maintain at least one lane of traffic for a two year period. It may not be shut down to one lane for all two years of the construction project. They are a lot of things that are going to happen before they tear down the existing bridge. He said the construction staging in this project is phenomenal. Stutsman asked if the design was done in-house. Parker said they used VJ Engineering for the project.
Neuzil asked if there will be visuals of the locations for the presentation to the public. Parker said yes. Neuzil said they will need to have bridge ideas soon, so they can start selling it. Harney said he has concerns that if there are supports sticking up underwater and the new supports will be damaged by removing the old ones. Parker said they would be obliterated as part of the removal of the bridge. They cannot remove everything, but they can get down to bottom of water level. The new piers will be in a different location than the old ones. Parker said they are looking at a July letting for the project. One downside of fast tracking is that they have not had the opportunity to meet with residents to let them know what is going on. They want to try to be open and make sure everyone is available.
Parker said the Mehaffey Bridge Road Recreational Trail project has been approved by ECICOG for $157,000 of expenditures. ECICOG did give $80,000 to Ely for 2013, where the funds do not need to be expended until 2016. If the Board still wants to finish this at that fiscal year his recommendation is to seek other fund sources to push the project out. He said they could get other ECICOG money and possibly get this project paid for. Neuzil said he is hesitant, because there will be other trail projects they can continue to apply for, but the ideal time to build a separated trail is during the road project time. He thinks it should stay in FY11. He said it should match the Mehaffey Bridge Road Pavement Rehabilitation and Paved Shoulders project. Stutsman asked where they were thinking of putting it. Parker said because of confusion he was hoping to get the road project completed and then start the trail project a year or two later. Harney said he thinks they would be doing grading at the same time. Parker said they have not done any design work for the Mehaffey Bridge Road Pavement project and they would not be outside of their limits. Miller said, with paved shoulders, beyond six feet will be outside. Parker said it is part of design activities that have not been done yet. Stutsman said she does not mind pushing the project out if they will receive additional money, especially if the road has paved shoulders. Sullivan said it is part of the one trail from West Overlook to Linn County. Neuzil said it is the connection from Iowa City to Cedar Rapids. Sullivan said he is concerned about pushing it at all, because they all fit together. Parker said the Board is continually putting funds away for trails, so if they decide to dedicate the money to assist with the financial package, it would be a better deal. Sullivan asked if there will be a potential for a better bid for a contractor that is already out there. Parker said there is the possibility of getting a combined bid, but there may still be two separate bids. One contractor may specialize in doing specialized trails where the other is a pavement contractor. Neuzil asked if there are three Board members that want to keep it on FY11. Meyers said he would like to see it tied into the roadwork. Sullivan said he also would like to he would keep it there. Neuzil said he would, too.
Parker said FY12 projects are the Herbert Hoover Highway Grading and Paving Phase 1, which is a two year project, and the 520th Street Pavement Rehabilitation project, which is part of the stimulus package project they are trying to get into 2009. The design will be completed for the 520th Street Pavement project and they can move it up or push it back as needed. It is a County road and not a State transfer of jurisdiction (TJ) road where they have been spending money on. Neuzil asked where the 520th Street Pavement Rehabilitation project is. Parker said it is east of Hills from Wapsi Avenue down to the County line. Stutsman said it is near Lone Tree. Parker said the project has been bypassed in the past, because they have had to take care of State TJ roads. Neuzil said Muscatine County updated the road up to the County border. Parker said it isn't a high traffic road, but the work still needs to be done.
Stutsman said she hates to hear they are only going to service high traffic roads, because residents do need to get to Lone Tree and Hills. Meyers said the project is east of Lone Tree. Stutsman said some Board members only want to repair high traffic roads. Sullivan said if they must make a choice, he will pick the road with 5,000 to 6,000 traffic count compared to one with a 400 traffic count. Stutsman said she hopes it does not come to tha,t because everyone in the county deserves good roads.
Parker said if the project is part of the stimulus package the letting would be in July 2009, because it is shovel ready and on a federal A route. Neuzil said from 520th to Hills seems to be a higher priority and should be more shovel ready. Parker said for the former project they would not be adding six foot paved shoulders. The latter project will require obtaining right-of-way to accomplish adding shoulders. Neuzil said since the strategic plan, including rural trails, was put together in 2002, the Board gave direction to add paved shoulders to every road, unless there was an exception. He said the Board needs to be posted on the cost between paved and unpaved shoulders. He is frustrated when counties build roads without paved shoulders. He can understand there not being paved shoulders on Lower Old Highway 6, but not for 520th Street that connects to another county. Parker said he can understand Neuzil's point, but if they put paved shoulders into the project it will be taken out of the stimulus package. Sullivan said they have gravel roads that have more travel than this road. If it was 520th Street east to that spot, he would agree with the point. Parker said for the project there will not be six foot paved shoulders, but there is not an option for a paved shoulder two or three feet outside the traveled road space. They tried to widen the road as much as possible, but they are limited to right-of-way and to trying to get a July 2009 letting. Parker said the DOT came back and added paved shoulders as part of a future project on Highway 218 south of Interstate 80, which could be an option. Neuzil said it is an option that does not happen often once the opportunity is missed.
Harney asked what has been done with Herbert Hoover Highway. Parker said they have not done anything, it is currently in FY12. It is a two phase project that is set to be completed in 2012 and 2013. Parker asked if there were any questions about the 520th Street project. Neuzil said it is a project that does not even register as a priority. Miller said the road is falling apart, so action will needs to be taken. Parker said it is an investment they made in the pavement that is starting to come apart. Neuzil asked if it is the worst road out there. Stutsman said sometimes roads are put on the Five Year Plan to protect the original investment, otherwise the road is turned back to gravel. Sullivan said at some point, they could consider going back to gravel, but it is more of a liability. Neuzil asked if Herbert Hoover Highway could hold off for a couple of years, because the State recently resurfaced. He wonders if they should pick up other projects to save their investment in County roads. Miller said, if the Board has a list of roads for them, they would be happy to make the estimates. Neuzil asked if they are seeing other investments of roads. He said 180th Street east of Solon is falling apart by the golf course is an example of County road investment that is in tough shape. Parker said that also dead-ends to a gravel road. Neuzil asked if this road becomes more of an investment priority than the Herbert Hoover Highway that is in better shape.
Parker said Herbert Hoover Highway was added because of several safety activities. The traffic continues to grow on the road and by taking care of some safety issues, they may alleviate some fatalities that could occur in the future. The inefficient horizontal and vertical piers in the structure contribute to safety issues. The surface may not be in as bad as shape as other roads but fatalities are much higher on Herbert Hoover Highway. Neuzil asked if it should be the first road project completed then. Stutsman said the Sharon Center blacktop project was pulled, even though there was a fatality. Parker said if the Board wants to move the project up, it can be arranged. Neuzil said it is frustrating because of the traffic Herbert Hoover Highway and Oak Crest Hill Road have and their proximity to the interstate. Harney said he receives a lot of complaints about 180th Street. He also gets complaints about Herbert Hoover Highway, 120th Street through Swisher, and Amana Road.
Parker said another project to consider is the IWV. They need to start breaking and phasing out the project and rebuilding it. Neuzil asked if 520th and Herbert Hoover Highway need to be fixed sooner than IWV. Parker said all projects have their own valid reasons for being redone. Stutsman said she trusts the judgment of the Secondary Roads Department, because they are the experts. Harney said it will change by what other communities are doing. When they get Highway 965 extended to IWV it will be a major project. Parker said Ely Road Pavement Rehabilitation and Paved Shoulders project is currently fine, but they are anticipating it needing work by 2013. It is a tricky project environmentally, because there are wetlands on both sides of the road. Neuzil said it is on JCCOG trails list.
Stutsman said she wants Secondary Roads to consider adding Hills Bridge east of Hills. The County has done major repairs on the bridge twice that have totaled close to $1 million. She continues to hear more about levies and dikes in Coralville and Iowa City that will cause the water to move faster through that area. Neuzil asked if there has been a study about bridge structures in the County. He said a study a few years ago for the Mehaffey Bridge suggested they replace the bridge by 2013. Parker said the structure is not old. If the Board wants to add it to the Five Year Road Plan for replacement, they can do that. Harney said they need to research and figure out what means it will take to undertake the project. Sullivan asked if steps to prevent scouring enough to prolong having to replace the bridge. Parker said they anticipate and design to avoid future problems, but the flood last year was monumental. The last two floods did the same kinds of damage to bridges and they have been repaired. If the bridge was to be replaced those thoughts would come into consideration for the design. Harney said one issue was load limits on the bridge and the ag service company in Hills was trying to get out with trucks and equipment making it harder for them to provide services to farmers. Stutsman said there was another storm when the bridge was closed and power lines were down on the only other way to get in and out of Hills. She said people were upset, because there were no other options.
Harney said he has two others projects; one is the Hills intersection and the other is 120th Street into Shueyville. The issue of how the County will allow those two entities to pay back money still remains. Parker said the 120th Street into Shueyville project cost is over $2 million and is based on a letting for 2010. The City asked the County to bond for the project and pay $100,000 a year for ten years, after which the City would pick up the bonding fees to the end of the bond. Neuzil said he did not think it was a great deal for the County. It did not seem beneficial to the rural taxpayers, who would essentially foot the bill for a project in a city. Harney said Shueyville will pay it all back. Parker said Shueyville's recommendation was to have the County bond for the project cost of $2.2 million and of the total the County would pay $1 million to pay for construction and the City would pay the difference. Neuzil said that's not paying the County back, it's paying $1.2 of a $2.2 million project. Parker said with the repairs that need to be done, they are looking at several hundred thousands of dollars in County dollars. Sullivan said they need statistics and discussion on the issue. Harney said the City of Shueyville wants to come in and discuss it before the Five Year Road Plan is approved. Meyers said part of it belongs to the County. Stutsman said many people who live in the county travel the road. Meyers said it is a road that generates a lot of complaints. Harney said Hills and Shueyville should be allowed to come in and make their case. Neuzil said during the Five Year Road Plan is a good time to have the discussion.
Sullivan said when he looks at the needs, Herbert Hoover Highway is a lower priority road that could be kicked back. Neuzil agreed. Miller asked if the Board had the same opinion about Ely Road. Parker said one side of the road has prairie plantings, but the project can be done. Neuzil asked if there are road projects for roads that are completely falling apart they need to be put on the list. He said Oak Crest Hill Road, Highway 965, Curtis Bridge Road, and Lower Old Highway 6 are examples of roads falling apart that need to be a higher priority. Parker said they have not created year five on the list. He asked if the Board wants to extend or pull the Ely Road Pavement Rehabilitation and Paved Shoulders and Herbert Hoover Highway Grading and Paving Phase 2 projects. Harney said he is not ready, because they have a couple of years to make the decision. Neuzil said it comes down to leaving them on the list or taking them off. It seems there is good direction until FY12. He said Board members should tally a list and send them to Parker and Miller to assist in making decisions about which projects to undertake. Stutsman said she thought this is what they were doing today, because the next meeting is a public meeting. Parker said they wanted a work session and make modifications and then make time for more discussion at the first informal meeting in February. They want to have final Board formal approval at a meeting a couple weeks later, so they have time to make final modifications.
Dvorak said there may not be a lot of money available for the next five years. He said Planning and Zoning was hoping to leave the roads indicated on the list. He understands fixing roads that are falling apart, but if they are in a position to allow for development they want the Board to consider roads like Scales Bend Road, Newport Road and Prairie du Chien Road. Stutsman asked if they need to do something about Scales Bend Road. Dvorak said they had a study done by JCCOG, but the economy has essentially taken care of the problem. Stutsman asked if they were going to do a lot with the marina that has not happened. Dvorak said they are where they are going to be. He said the study from the JCCOG plan expected to see full build–out. The thing for recreation for boaters is the lake is two to three feet higher with silt. The houseboats on the river marina are on an annual basis not for renewal. They may not be able to use that, so those houseboats may want to move. Harney said they have not had a lot of discussion about Sandy Beach Road and Scales Bend Road. There hasn’t been any more discussion about the proposed Muslim youth camp.
Neuzil asked if there are three members of the Board who would like to keep Herbert Hoover Highway project on the list for FY12. Stutsman, Harney, and Meyers said they want to keep it on the list. Neuzil said it stays on FY12-A. He asked if people want to keep 520th Street Pavement Rehabilitation that does not include paved shoulders on the list, even though it may be a stimulus project. Parker said they are looking at a July 2009 letting for the project. He said his early recommendation was to not include paved shoulders. Harney asked if the trail from Columbus Junction ties in by Wapsi Avenue. Parker said it does tie together and it is a dedicated trail route along 520th Street from Hills east. Neuzil said it is worth consideration to keeping the paved shoulders. Harney said he is interested in seeing a tie-in to the Columbus Junction trail. Neuzil asked if there is interest in keeping Ely Road Pavement Rehabilitation and Paved Shoulders project for FY13. Harney and Meyers said they want to keep the project on the list.
Neuzil asked if there are three members who would like to add Hills Bridge to the FY14 list. Harney said he would like to see a study. Sullivan said he needs more information. Neuzil said he is not ready to put it on FY14 until he has more information and Sullivan agreed. Harney said the people of Hills suggested concrete openings to help relieve water pressure instead of it pushing through a funnel, which is something a study could determine. Parker said if a bridge is build there it would be a much larger structure because of backwater. He said usually bridges never get smaller. Neuzil said there is direction to have staff look at more research, but not add it to FY14. Stutsman asked what and when information is going to be gathered for the Board. Miller said they could not put together any substantial before the next meeting. He asked the Board to let them know a timeframe of when to have the information, so they could consider it next year. Stutsman said unless a project is on the list, it will not get any attention. She argues they should put it on the list, so it will receive the necessary attention, but they do not have to undertake the project. Neuzil said they can give staff direction to research it over the next few months. Sullivan said one question is whether it's better to have something on the list and pull it off later than to not have a project on the list at all and add it later.
Neuzil said from the media point of view the Hills Bridge project would be a news story. He would rather not put it on the list until they are sure of the details. Stutsman said she has always viewed things beyond two years as very negotiable. Neuzil asked if there are three members who would like to give direction to staff to provide information about Hills Bridge over the next six months. Harney, Meyers, and Stutsman said yes to more information. Miller said they did a feasibility study for the Mehaffey Bridge and would suggest a similar presentation. They would have to hire someone to do the study, which will cost money. He could get information and cost estimates to the Board. Parker said he will check with their consultant. Miller suggested they get a quote from the consultant but leave the timeframe open, so the price is not inflated. Stutsman said there is no reason to get the information until next year when they review the 5 Year Road Plan. Parker said the consultant will evaluate the existing structure, the closure issues, and give a professional opinion for a replacement schedule. Neuzil said they could also look at a strategy to put up barriers so that the water is not hitting the structure so hard. Bartels said they did a lot of repair work as a result of the flood. He said they armored the east abutment that scoured in the flood of 1993. During the last flood the east abutment held up, but the west abutment was scoured. He said the west abutment has now been armored. He said a feasibility study is a good idea.
Neuzil said for FY14 projects one suggestion was IWV Road. The others on the list included Sandy Beach Road and Scales Bend Road. He asked if Board members were interested in adding any of these projects. Parker said another project for consideration is 180th Street east of Solon. Sullivan said he likes IWV Road and Sandy Beach Road, because it is the most-traveled chip seal road. He thinks Scales Bend Road will need to be done sometime, but it will depend on cooperation with North Liberty. Harney said another project is Amana Road. Stutsman said chip sealing the road is an option, because people complain mostly about the dust. Harney said another project is to see if Linn County would do Highway 965 north of Swisher. Parker said when Governor Culver came to Cedar Rapids, he spoke to two engineers in Linn County who said there is no way the project would be completed this year because they have other obligations. Harney said they took the money for it. Neuzil said he hears complaints about Sand Road south to Highway 22. He asked if there are three members who want to add IWV Road. Stutsman and Sullivan said they would like to add it for FY14. Parker said it is like the Herbert Hoover Highway project, where they would phase in sections of it. Neuzil there are 3 members who are interested in IWV for FY14. Neuzil asked if there are three members who want to add Sandy Beach Road. Stutsman and Neuzil both said no.
Neuzil asked if three members want to add Scales Bend Road. As no members replied yes he said they will move on. Neuzil asked about 180th east of Solon. Harney said they need to look at it. Neuzil said he would like the engineers to give the Board a list of roads that are in bad shape. Harney said, even though Secondary Roads filled the cracks last year, it is already starting to show cracks. Neuzil asked if there are three members who want to consider 180th Street. Stutsman said she is not interested because it turns into gravel. She asked what about the traffic count. Parker said the first mile is 870 vehicles per day and continually the numbers drop as one gets farther down the road. He said it is a project that would go until the existing pavement ends. Neuzil, Meyers, and Harney said they would like to consider the project.
Neuzil asked about Amana Road. Sullivan asked what they are planning on doing to the road. Stutsman said paving and rehabbing it. Sullivan said he cannot consider anything chip seal or not chip seal over Sandy Beach Road. He said he will not push for anything until Sandy Beach Road is completed. Meyers said the main thing for Amana Road is dust control. Neuzil said the County has CIP dollars. Parker said he wants the Board to consider utilizing CIP dollars to assist with budget woes. Meyers said Amana Road took a beating with the floodwaters. Stutsman said they would need to elevate the road. Miller said he would not suggest paving the road until it is re-graded to where it will not be underwater. Parker said 120th is the only paved road north of the area that goes west otherwise they have to go south and there is no easy way around. It may be something to consider for future planning as a transportation issue. Neuzil said the list is submitted to the State is for paved, asphalt, bridge, and culvert projects. He said Amana Road does not sound like the type of project to be on the list. Parker said any construction project the Board would like to let locally through the DOT or some other fund source should be placed on the list. Neuzil asked if there are three members who want to consider putting Amana Road on the Five Year Plan list. Harney said it needs to be out there. There weren’t three Supervisors for adding Amana Road. Parker said they will look into completing a study on the Hills Bridge project.
Neuzil asked if three members want to consider Sand Road. Harney and Stutsman said they did not want to consider it. Sullivan asked about Sand Road. Neuzil said it is a chip seal surface that would have to be upgraded. There weren’t three Supervisors for adding Sand Road. Stutsman asked about 965 north of Shueyville. Neuzil said Shueyville is a Cedar Rapids project. Sullivan said once the County’s part of 120th Street is completed there will be 3/4 of or a mile of bad pavement that will have to be replaced. He said there will be pressure for Linn County to complete the project once the rest of the road is nice. Neuzil said two issues for the public hearing process is Shueyville and Hill's project. He said Hills is going to come in on February 5, 2009, to discuss their project. He said Shueyville will be invited to the public hearing process. Stutsman asked if the Board is adding the Shueyville project. Neuzil said he has not heard that. Parker said if the Board wants to add Shueyville, they need to figure out how they are going to fund the project and handle an agreement with the City. Sullivan said it makes sense for a future year project. He said they should wait to put it on the list until there is an agreement with Shueyville. Neuzil said a County investment of $1 million for a City project is a large investment. Parker said his recommendation is to have the project design and construction managed by a consultant. Stutsman said they have to amend the Five Year Road Plan if they decide to take the Shueyville project. Parker said they can add it as part of the upcoming Five Year Road Plan and if it is not added by April 15, 2009, they can amend to add a project. Harney said they can bring Shueyville in at the same time as Hills. Sullivan said the difference is that the Hills project is already in the Five Year Road Plan. It is a matter of how much and when Hills will pay back the County.
Parker said the plan for the public hearing process is to hold an informal meeting with the Board based on the information gathered today. The meeting will be in the evening. Neuzil said the meeting will be February 12, 2009, in the evening. Parker said two to three weeks after February 12, 2009, will be the meeting to get formal approval for the Five Year Road Plan and then input will be given to the DOT. Neuzil said they could approve the Five Year Road Plan at the March 12, 2009, night meeting. Neuzil said there is scheduled discussion with potentially Hills and Shueyville on February 5, 2009. There would be a public input meeting on the proposal on February 12, 2009, and voting for formal approval is scheduled to take place March 12, 2009. The public input meeting is not an official public hearing but residents would be allowed to respond. Stutsman said she is not going to be there on February 5, 2009. Neuzil said discussion from Shueyville and Hills could be pushed back to February 12, 2009. Sullivan said he worries the meeting with both cities will get too long. Stutsman said they should plan to have both cities present on February 12, 2009, and try to keep the agenda streamlined. Neuzil asked Parker if he was going to communicate to the proper people in Shueyville and Hills about the meeting. Parker said he would notify the right people.
Adjourned at 11:49 a.m.
______________________________________________________________________
Attest: Tom Slockett, Auditor
By:
On the _______ day of _____________________, 2009
By Jess Hulen, Recording Secretary
Sent to the Board of Supervisors on August 25, 2009 at 2:00 p.m.