1. Boulder Junction Town Road Improvement Project
Public Information Meeting
April 12 & 13
2017
MY NAME IS GREG VAN GRINSVEN, AND ON BEHALF OF YOUR TOWN ROAD IMPROVEMENT PROJECT, I WOULD LIKE TO WELCOME YOU TO THE FIRST / SECOND PUBLIC INFORMATION MEETING.
WE HAVE ESTABLISHED TWO DELIVERABLES FOR THIS MEETING.
THE FIRST IS TO PROVIDE AN OVERVIEW OF THE TOWN ROAD IMPROVEMENT PROJECT PLAN
SECOND, AND REALLY THE IMPORTANT DELIVERABLE , IS TO OBTAIN IMPUT FROM YOU REGARDING ITS CONTENTS AND DIRECTION
AT THE END OF THE DAY THIS IS YOUR PROJECT AND WE WOULD LIKE FOR YOU TO HAVE ALL THE INFORMATION YOU WILL NEED TO MAKE A FINAL DECISION REGARDING ITS OUTCOME.
JUST A HEADS UP. I AM GOING TO BE THROWING A LOT OF INFORMATION AT YOU IN A VERY SHORT PERIOD OF TIME. I WOULD PREFER THAT YOU HELD YOUR QUESTIONS TO THE END, BUT IF I COMPLETELY LOSE ANY OF YOU ALONG THE WAY PLEASE STOP ME AND I’LL TRY AND GET US BACK ON TRACK.
Meeting Deliverables:
Provide an overview of the Town Road Improvement Plan
Obtain input from you regarding its contents and direction
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2. Town Board Recommendation
Final Scenario Selection
Engineering analysis and cost refinement
Cost estimate and scenario development
We Are Here
Town Board Recommendation
THE FUNNEL DIAGRAM IN FRONT OF YOU IS INTENDED TO GIVE YOU AN OVERALL PERSPECTIVE OF THE PROCESS WE AS A COMMITTEE ARE USING TO CREATE THE PROJECT PLAN.
THE FIRST STEP OF THE PROCESS IS DATA GATHERING AND COST ESTIMATE CREATION. WE AS A COMMITTEE HAVE COMPLETED THIS FIRST STEP AND WILL BE THE FOCUS OF THIS PRESENTATION.
THERE ARE TWO VERY IMPORTANT COMPONENTS OF THIS STEP IN THE PROCESS, COST ESTIMATE CREATION AND SCENARIO DEVELOPMENT.
IN THE SLIDES TO FOLLOW, I WILL BE DOING A DEEPER DIVE INTO THE COST ESTIMATE CREATION.
THE PROS AND CONS OF EACH SCENARIO, WILL NOT BE COVERED IN DETAIL DURING THE PRESENTATION PART OF THIS MEETING.
THEY ARE, HOWEVER, BEING MADE AVIALABLE TO YOU IN TWO WAYS. ONE, THEY ARE PART OF THE HANDOUT PROVIDED TO YOU AS YOU CAME INTO THE ROOM
AND TWO, THEY ARE ALSO POSTED ON THE WALLS AND WILL BE THE FOCUS OF OUR ATTENTION IN THE FEEDBACK SECTION OF THE AGENDA.
THE SECOND STEP OF THE PROCESS IS ENGINNERING ANALYSIS AND COST REFINEMENT. DURING THE MONTH OF MAY, WE WILL BE UTILIZING THE SERVICES OF AN ENGINEERING FIRM TO CONDUCT A FORMAL “CONDITIONS ASSESSMENT” OF EACH OF TOWN ROAD.
THIS CONDITIONS ASSESSMENT WILL PROVIDE US WITH A ROAD BY ROAD SET OF SPECIFICATIONS FROM WHICH WE WILL BE ABLE TO DETERMINE A MORE REFINED COST ESTIMATE.
THE THIRD STEP IN THE PROCESS IS FINAL SCENARIO SELECTION.
YOUR FEEDBACK FROM THE APRIL INFORMATION MEETINGS, AS WELL AS THAT OBTAINED FROM ADDITION MEETINGS PLANNED FOR JUNE AND JULY, WILL THEN BE COMBINED WITH THE UPDATED COST INFORMATION TO HELP THE COMMITTEE MAKE ITS RECOMMENDATION TO THE TOWN BOARD IN EITHER JULY OR AUGUST AS TO WHAT IT BELIEVES TO BE THE BEST SCENARIO TO PURSUE.
THE TOWN BOARD WILL MAKE THE FINAL DECISION AS TO WHAT SCENARIO, IF ANY, WILL BE PRESENTED TO ELECTORATE TO VOTE ON SOMETIME IN SEPTEMBER.
Elector Selection
September: We
Want To Be Here
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3. Public Information Meeting Agenda
Project Summary
Review Project Details
2015 Town Road Survey
Estimated Costs vs. Final Costs
The Seven Project Scenarios
Project Timeline Major Milestones
Information Feedback Session
Information Breakout Session & Adjournment
USING THE FOLLOWING AGENDA, I WOULD NOW LIKE TO TAKE YOU ON A DEEPER DIVE INTO THE PROJECT DETAILS.
THERE ARE FOUR MAJOR AGENDA ITEMS.
CLICK
THE FIRST AGENDA ITEM IS A REVIEW OF THE PROJECT SUMMARY. THIS IS THE SAME SUMMARY ON PAGE ONE OF YOUR HANDOUT.
THE SECOND AGENDA ITEM IS A REVIEW OF THE PROJECT DETAILS.
IT WILL START WITH A HIGH LEVEL REVIEW OF THE ROAD SURVEY
FOLLOWED BY A QUICK REVIEW OF THE TRANSITION FROM ESTIMATED COSTS TO FINAL COSTS
A REVIEW OF THE SEVEN PROJECT SCENARIOS (ALSO IN YOUR HANDOUT)
AND ENDING WITH A REVIEW OF THE PROJECT TIMELINE AND MAJOR MILESTONES.
THE THIRD AGENDA ITEM ISWHERE I STOP TALKING AND YOU GET THE CHANCE TO SAY WHAT’S ON YOUR MIND.
THE FOURTH AND FINAL ONE IS BREAKOUT SESSION. WE WILL ADJOURN FROM THE FORMAL PART OF THE MEETING TO A MORE INFORMAL PART WHERE WE INVITE YOU TO STOP AND TALK TO MEMBERS OF THE COMMITTEE TO LEARN MORE ABOUT ANY ONE OR ALL SEVEN SCENARIOS CURRENTLY UNDER REVIEW.
YOU ARE ENCOURAGE TO STAY AND TALK TO THE COMMITTEE MEMBERS SO WE CAN GAIN ADDITIONAL INPUT FROM YOU IN THESE ONE – ON – ONE SESSIONS.
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4. Town Road Improvement Project Summary
GOAL: Develop a long-term road improvement plan to maintain, reconstruct where necessary, and guide the construction of new roads for the Town of Boulder Junction that is acceptable to the electorate. BACKGROUND: 64 miles (71%) of the town’s 93 total miles of roads have had little or no major reconstruction in recent history and are in need of repair. Without a plan to properly recondition and maintain the town’s roads, deterioration will continue and the costs of reconstruction will continue to rise.
THERE ARE THREE COMPONENTS OF THE PROJECT SUMMARY. AGAIN THIS IS PAGE ONE OF YOUR HANDOUT.
THEY ARE:
THE GOAL, BACKGROUND AND GUIDING PRINCIPLES
READ THE SLIDE
CLICK
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5. Town Road Improvement Project Summary
GUIDING PRINCIPLES:
Grants and cost sharing by other entities will be pursued to offset any approved investment level.
All bid documents will include the appropriate levels of engineering specifications to promote competition and cost effectiveness.
Proper drainage determines the longevity of any road surface making it a key driver in selecting the appropriate surface material for any given road.
Any road reconstruction plan needs to include an appropriate level of additional funding for long-term maintenance.
READ THE SLIDE
CLICK
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6. Town Road Improvement Project Details
2015 Town Road Survey
The How
The Output
NOTE:
Slides to follow are “screen shots”. Actual files are too large to display.
Hard copies can be reviewed in the Community Center Lobby and available in the Town Office.
All files are posted on the town website; Subscribe to get automatic updates.
THE SECOND AGENDA ITEM IS PROJECT DETAILS
THE FIRST OF THE FOUR PARTS OF THE PROJECT DETAILS IS THE 2015 TOWN ROAD SURVEY.
THIS SURVEY IS A CRITICAL PART OF THE OVERALL PROJECT PLAN AS IT REPRESENTS THE FOUNDATION ON WHICH ALL OF THE SCENARIOS WERE BUILT.
IN THE FOLLOWING SLIDES, I WILL FIRST GIVE YOU AN OVERVIEW AS TO HOW THE SURVERY WAS CREATED AND THREE EXAMPLES OF THE OUTPUT CREATED FROM THIS SURVEY.
READ THE NOTE!
CLICK
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7. Town Road Improvement Project Details
2015 Town Road Survey: The How
The Prioritization Criteria
Traffic
Occupancy
Condition
NEED A PROP – SHOW A COPY OF THE FOUR PAGE SURVEY
USE THE PROP TO DEMONSTRATE THE COST MATRIX AND COLOR KEY
THE FORMAT OF THE SURVEY IS AS FOLLOWS: READ THE COLUMN NAMES
THIS PROCESS BEGAN BACK IN 2015 WITH A ROAD SURVEY CONDUCTED BY THE THREE MEMBERS OF THE TOWN BOARD DRIVING ALL 90 PLUS MILES OF OUR TOWN ROADS AND RATING EACH ONE AS TO IT’S CONDITION, ITS USAGE AND ITS OCCUPANCY.
FIVE POINTS WERE AWARDED IF THE ROAD HAD HIGH TRAFFIC, FIVE POINTS IF IT HAD HIGH OCCUPANCY AND FIVE POINTS IF IT WAS IN POOR CONDITON, MAXIMUM TOTAL POINTS AWARDED OF 15 POINTS.
THE NEXT STEP WAS TO ESTIMATE THE COST OF RECONSTRUCTING EACH ROAD.
A SIMPLE MATRIX WAS USED IN WHICH THE 2017 INDUSTRY AVERAGE COST OF REPAIRING EACH TYPE OF ROAD, $40,000 PER MILE FRO A GRAVEL ROAD, $95,000 PER MILE FOR A CHIP SEAL ROAD AND $216,000 PER ASPHALT ROAD TO GET A ROUGH ESTIMATE OF RECONDITIONING EACH OF HE TOWN ROADS.
THESE COST ESTIMATES BECAME THE BASIS FOR THE CREATION OF EACH OF THE SEVEN SCENARIOS I WILL BE SHARING WITH YOU IN MORE DETAIL LATER ON IN MY PRESENTATION.
NOTE: THERE ARE FOUR ROADS WITH A TOTAL OF 15 POINTS, THE REASON ALLEN ROAD IS ON THE TOP OF THE LIST IS SOLELY BECAUSE THE FILE IS SORTED, BY POINTS, IN ALPHABETIC ORDER. THERE IS ONE WITH 14, TWO WITH 13, ETC.
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8. Town Road Improvement Project Details
2015 Town Road Survey: The Output
Priority Ranking
THE NEXT THREE SLIDES ARE EXAMPLES OF HOW THE ORIGINAL SURVEY CAN BE SORTED TO PROVIDE ADDITIONAL KEY INFORMATION ABOUT OUR ROADS.
THIS FIRST EXAMPLE IS AN EXTENTION OF THE SLIDE I JUST USED BUT EXPANDED OUT TO SHOW THE PRIORITY RANKING OF THE FIRST 39 MILE OF ROADS AND THEIR ASSOCIATED RANKING FROM A HIGH OF 15 POINTS TO A CUT OFF POINT OF 10 POINTS.
EVERYONE STILL WITH ME?
CLICK
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9. Town Road Improvement Project Details
2015 Town Road Survey: The Output
Category Pavement Types
THIS SLIDE SHOWS HOW THE SURVEY CAN BE SORTED TO SHOW THE DIFFERENT CATEGORY OF ROADS.
I HAVE LISTED ONLY THE FIRST FOUR ROADS IN EACH CATEGORY IN ORDER TO GET ALL FIVE CATEGORIES ON THIS SLIDE.
FROM THIS SLIDE YOU CAN SEE SEVERAL PIECES OF VERY IMPORTANT INFORMATION.
FIRST, THERE ARE ROUGHLY 20 MILES OF CATEGORY 1 ROADS THAT ARE PAVED AND ASSESSED TO BE IN GOOD SHAPE AT THIS TIME AND NOT NEEDING IMMEDIATE ATTENDTION.
THERE ARE AN ADDITIONAL 26 MILES OF CATEGORY 2 ROADS THAT ARE CURRENTLY CHIP SEALED, IN NEED OF REPAIR, AND ARE BEING PROPOSED TO BE CHIP SEALED ONCE AGAIN.
THERE ARE AN ADDITIONAL 16 MILES OF CATEGORY 3 ROADS THAT ARE CURRENTLY CHIP SEALED AND PROPOSED TO BE UPGRADED TO ASPHALT.
JUST A WORD OF CAUTION AT THIS POINT. REMEMBER THIS SURVEY WAS COMPLETED BACK IN 2015 AND SINCE THEN WE HAVE LEARNED A LOT MORE ABOUT THE REQUIREMENTS ASSOCIATED WITH ASPHALTING A ROAD THAT WE DIDN’T KNOW BACK THEN.
THE ADDITIOAL COSTS ASSOCIATED WITH ENSURING THE PROPER DRAINAGE AND MOVING ASSOCIATED UTILITIES MAY MAKE THESE UPGRADES COST PROHIBITIVE.
ALL ROADS IN THIS CATEGORY WILL RECEIVE VERY CLOSE REVIEW DURING THE PLANED “CONDTIONS ASSESSMENT’ WORK WE WILL BE DOING IN MAY.
THERE ARE AN ADDITONAL 8 MILES OF CATEGORY 4 ROADS THAT ARE CURRENTLY GRAVEL AND PROPOSED TO BE UPGRADED TO CHIP SEAL.
AND IN CATEGORY 5, THERE ARE AN ADDITIONAL 15 MILES OF ROAD THAT ARE CURRENTLY GRAVEL AND PROPOSED TO REMAIN GRAVEL.
FINALLY, THIS SLIDE DOES ALSO PROVIDES A SUMMARY OF THE ESTIMATED COSTS ASSOCIATED WITH EACH CATEGORY F ROADS.
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10. Town Road Improvement Project Details
2015 Town Road Survey: The Output
Priority Groups
THIS SLIDE SHOWS HOW THE SURVEY CAN BE SORTED BY PRIORITY GROUPINGS, IN THIS CASE 20% SEGMENTS.
FOR EXAMPLE THE FIRST 20% OF THE ROADS, OR 19 MILES, COVERS THE PRIORITY RANKINGS BETWEEN 12 AND 15, ARE MADE UP OF A COMBINATION OF ROADS TO BE UPGRADED FROM GRAVEL TO CHIP SEAL, CURRENTLY CHIP SEAL AND WILL REMAIN CHIP SEAL, AND A FEW TO BE UPGRADED FROM CHIP SEAL TO ASPHALT.
THE SECOND 20%, OR ROUGHLY 18 MELES OF ROAD COVER THE PRIORITY RANKINGS BETWEEN 10 AND 13, AND ALSO COVER MULTIPLE UPGRADE OPTIONS.
ALSO, INTERESTINGLY ENOUGH, THESE FIRST 37 MILES OF ROAD, OR JUST OVER HALF OF THE TOTAL 64 MILES INCLUDED IN THE PLAN TO BE IMPROVED, COST $5.1 MILLION OR ALMOST 70% OF THE TOTAL ESTIMATED PROJECT COST OF $7.4 MILLION.
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11. Town Road Improvement Project Scenarios
First, a word about Cost Estimates….
The Road Survey (completed in 2015) and Cost Matrix (updated in 2017) have been combined to create the estimated costs associated with upgrading 64 of the 93 total miles of Boulder Junction’s town roads. These costs were sorted and analyzed by the project committee to create seven potential town road improvement project scenarios.
BEFORE I MOVE ON TO THE SCENARIO DISCUSSION, IT IS IMPORTANT TO MAKE SURE EVERYONE IS CLEAR ON ONE VERY IMPORTANT DISTINCTION AT THIS TIME.
TODAY WE ARE SHOWING YOU COST ESTIMATES. ONCE WE COMPLETE OUR “CONDITIONS ASSESSMENTS”, WE WILL BE ABLE TO DEFINE THE SPECIFIC ROAD IMPROVEMENT NEEDS ON A ROAD BY ROAD BASIS WHICH WILL THEN ALLOW US TO REFINE OUR COST ESTIMATES AND PROJECT SCENARIOS.
AS WE IMPROVE OUR LEVEL OF UNDERSTANDING OF FIRST WHAT WORK IS NEEDED, WE WILL THEN BE ABLE TO BETTER ESTIMATE THE FINAL COST AND HELP MAKE A BETTER RECOMMENDATION TO THE BOARD.
CLICK
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12. Town Road Improvement Project Scenarios
And, a word about Final costs….
Final project investment costs and tax implications, engineering specifications, road prioritization, and subsequent bid packages will be completed if and when the project is approved, first by the town board and then by YOU, the electorate.
FINAL PROJECT INVESTMENT COSTS AND TAX IMPLICAITONS, ENGINNERING SPECIFICATIONS, ROAD PRIOIRITIZATION, AND SUBSEQUENT BID PACKAGES WILL BE COMPLETED IF AND WHEN THE PROJECT IS APPROVED, FIRST BY THE TOWN BOARD AND THEN BY YOU THE ELECTORATE.
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13. Town Road Improvement Project Scenarios
Scenario I – Select Roads Upgraded to Asphalt
$7.0 Million Investment
All (64 Miles) Of Roads – 2018 & 2019
Includes Road Maintenance Budget Increase
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14. Town Road Improvement Project Scenarios
Scenario II – Chip Seal or Stone Mastic Overlay
$5.5 Million Investment
All (64 Miles) Of Roads – 2018 & 2019
Includes Road Maintenance Budget Increase
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15. Town Road Improvement Project Scenarios
Scenario III – Select Roads Upgraded to Asphalt
$3.0 Million Investment
Top Ten (20 Miles) Of Roads – 2018
Includes Road Maintenance Budget Increase
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16. Town Road Improvement Project Scenarios
Scenario IV – Chip Seal or Stone Mastic Overlay
$2.0 Million Investment
Top Ten (20 Miles) Of Roads – 2018
Includes Road Maintenance Budget Increase
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17. Town Road Improvement Project Scenarios
Scenario V – Staggered Investment
$3.0M in 2018 (20 miles),
$2.0M in 2023 (second 20 miles),
$2.0M in 2018 (the last 20 miles)
Includes Road Maintenance Budget Increase
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18. Town Road Improvement Project Scenarios
Scenario VI - $300K Annual Budget Increase
Estimated 5 miles Reconditioned Per Year
Subject To Long Term Higher Costs (Inflation Factor)
Does Not Include Maintenance Budget Increase
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19. Town Road Improvement Project Scenarios
Scenario VII - $200K “Emergency” Budget Increase
Only “Failed” Roads Get Addressed
Subject To Long Term Higher Costs (Inflation Factor)
Does Not Include Maintenance Budget Increase
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20. Town Road Improvement Project Scenarios
Higher Investment = Higher cost, maximum mileage, least time and everyone benefits quickly
Lower Investment = Lower cost, least mileage, longest time and very few benefit quickly
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21. Town Road Improvement Project Milestones
APRIL
Conduct two public information meetings:
April 12, :30 PM to 8:30 PM
April 13, :00 AM to 12:00 PM
Conduct Meeting Of Electors Update on 18 April 2017
One segment will be on the Road Improvement Project
MAY
“Conditions Assessment” – Road by Road Engineering Review
JUNE & JULY
Conduct additional public information meetings to get input from the summer residents.
Address lake associations, civic and community organizations to gain input from these key support organizations.
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22. Town Road Improvement Project Milestones
JULY
Project Committee assesses all the potential scenarios and selects one for recommendation to the Town Board
JULY & AUGUST
The Town Board reviews the recommendation and decides on what action is to be taken
SEPTEMBER
Conduct a Special Meeting Of Electors for vote on the recommendation approved by the board
September meeting will be critical to make 2018 budget preparation, project bidding, and 1 November grant application deadline
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23. Town Road Improvement Project Feedback
Information Feedback Session
Ask a question, make a comment or state a concern
60 seconds per opportunity
One per opportunity
Will repeat until everyone has a chance to speak
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24. Town Road Improvement Project Breakouts
Information Breakout Session & Adjournment
What do you like about this scenario?
What concerns do you have about this scenario?
How can we make it better?
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25. Town Road Improvement Project
THANKS
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26. Town Road Improvement Project
Review Project Details:
2015 Town Road Survey: The How
The Key
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27. Town Road Improvement Project Scenarios
Review Project Details:
2015 Town Road Survey: The How
The Cost Matrix
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