CCM03042014 - City of Shawnee

Page 1 COUNCIL COMMITTEE MINUTES March 4, 2014

Councilmembers Present

Councilmember Pflumm

Councilmember Neighbor

Councilmember Sawyer

Councilmember Kemmling

CITY OF SHAWNEE

COUNCIL COMMITTEE MEETING

MINUTES

March 4, 2014

7:00 P.M.

Staff Present

City Manager Gonzales

Deputy City Manager Charlesworth

City Attorney Rainey

City Engineer Wesselschmidt

Councilmember Vaught

Councilmember Meyer

Councilmember Sandifer

Councilmember Distler

Fire Chief Mattox

Public Works Director Freyermuth

Finance Director Rogers

Parks and Recreation Director Holman

Assistant City Manager Killen

City Clerk Powell

Information Technology Director Bunting

Asst. to Public Works Director Gard

Transportation Manager Sherfy

Deputy Police Chief Moser

(Council Committee Meeting Called to Order at 7:00 p.m.)

A. ROLL CALL

COUNCILMEMBER NEIGHBOR: Good evening. Welcome to tonight’s Council

Meeting. I am sorry, Council Committee Meeting. My name is Jim Neighbor and I am

Councilmember from Ward I and Chairperson of this Committee. Besides myself, the

Committee Members here tonight are Dan Pflumm, Ward I; Mike Kemmling, Ward II;

Neal Sawyer, Ward II; Jeff Vaught, Ward III; Stephanie Meyer, Ward III; Mickey

Sandifer, Ward IV; and Michelle Distler, Ward IV. I would ask that you please silence your electronic devices at this time. We have four items on tonight’s agenda. Only the first item requires formal action. The other three items are for our information only.

B. ITEMS

1. STREET MAINTENANCE PROGRAM UPDATE a) Forward the proposed 2014 Street Maintenance Program to Governing

Body for approval with the intent for soliciting bids for the 2014 Mill and

Overlay, sidewalk and curb replacement contract.

COUNCILMEMBER NEIGHBOR:

The first item on tonight’s agenda is Street

Maintenance Program Update. The Street Maintenance Program was reviewed as part of the 2014 budget process. Mark Sherfy, Transportation Manager, will present the results of the review. Please write your questions down during the presentation and

Mark will take questions after his presentation. Mark.

MR. SHERFY: All right. Thank you. We’ve talked about streets on four separate occasions since we introduced the 2013 Street Maintenance Program. So tonight it’s

Page 2 COUNCIL COMMITTEE MINUTES March 4, 2014 going to be a little easier. I don’t think we have to rehash too many things, only get down to the nittygritty on what we’re going to do and propose for 2014. At the end of the presentation we would ask that the Council give us any comments or feedback hopefully for the approval of proceeding with what we would like to do in 2014 and going after bids for that work. And also there are two streets that we’ll mention in the presentation that are not on the chip seal list that we are recommending we do a chip seal on, and I’ll speak to those specifically as we get to them.

So, we’ve been following pretty much the same format the last several years, the last three years, it’s three in a row. And we started off the presentation with a recap of how we did the prior year. So, this slide here represents the 2013 Street Maintenance

Program Highlights. The first column, 2013 plan, is the slide we presented almost a year ago with that plan, how much we expect to do on each of the components of the street maintenance plan. The third column there, 2013 Completed, shows how much we got completed in 2013.

And unfortunately this year there is another column, 2013 In Progress. We did not get everything completed last year. There were a number of circumstances that helped to contribute to that. Namely, we did not anticipate originally having to change an ordinance to bond street maintenance. And we also made a decision to wait until the end of the budget process to go after the larger street maintenance activity that we did last year. We got out bids out and our request for -- or our notice to proceed dates to the contractor. Because it was later in the year, all the contractors were quite busy, even the one that we’d added. They didn’t jump on the notice to proceed in a super timely fashion, but they did proceed, I don’t know, several weeks after the notice to proceed. It was a large contract and it got cold very early in November, which shut us down a little earlier than in years past. The good news is, all the money that was not spent in 2013 remained in the Special Highway Fund, and we intend to spend every dollar of that starting here in March through June to complete what we thought we were going to do in 2013.

So in a nutshell, the 2013 plan, we completed 15 lane miles of the 23 that we said we were going to do. We did get those completed. There are eight lane miles we expect to get done here yet this year. And we fix all the curb and gutter and sidewalk on those streets as we address them.

On the curb and gutter CSRs or the complaints that we’ve had, we got 17,800 of the

22,000. Some of those 22,000 were over a year and a half old. We will have it all caught up through December of 2012 with the 4,200 that we expect to do here yet this spring. Same thing with the sidewalk repairs. We got 2,500 of the 3,000 we intended to do. We should get the remaining 465. And we did complete most of the full-depth repairs.

Outside of the mill and overlay contract, we did get everything else completed. We did chip seal 10½ of the 14 lane miles we said we’d do. The reason that number is lower, if you recall, is we pulled 47 th Street from Woodland to I-435 and also 71 st Street from

Monticello to Woodland off of the to-do list for that year and we did a mill and overlay on the 47 th Street. Did not do any surface treatment yet to 71 st Street. When we pulled those off we recognized that they were on a -- as of 2008, were not on the chip seal list anymore and they had received -- actua lly they hadn’t received a chip seal treatment.


But we had forgotten what we had pulled off the list from many years before. So, that’s the main reason we did less chip seal than we intended.

The Public Works crews spent about $92,000 on 21 lane miles of blade patching.

That’s the type of maintenance we do on our chip seal candidate streets. And they also repaired some 3,951 potholes with that budget. That’s a lot of potholes. Our crack seal program exceeded our expectation. That was a combination of contracted and in-house on 78 lane miles. We finished our Renner Road bridge repairs and we finished both

CIP projects, Monticello north and Shawnee Mission Parkway, Flint to the east City limits. Both were good projects, came in right at or under budget.

Okay. The next slide we showed you in January. This was our end-of-year pavement condition as of December 31 st of last year. Kind of the breakdown by each of the ratings, one through ten. There’s nothing new here. We talked about it at the start of the year.

I’ll again point out for clarity that in the Number 5 and Number 6 rating, that is accounting for about 50.1 percent of our streets. So, when we say our streets are good to fair, we’re talking about half of those are good to fair. But they’re on the bottom end of good and the high end of fair. And one of the reasons we talk about it and we want to make certain people understand, they’re all deteriorating at the same rate. It’s a bell curve, if you will, that we have in our ratings from 1 to 10. But it’s all slowly moving towards that 3 and 4 rating where we would really like to be having all the ones less than that taken care of. So, when the baby boomer part of the curve, if you will, comes to the 2 or 3's, that we don’t have a lot of them that are poor behind that. So, just a reminder with that.

The next slide we’ve shown before. These are our two performance measures that we’ve been using the last couple of years. Our average payment condition rating was a

5.4. At the end of the year last year it was 5.6 the year before. That’s very reflective of the slide above. In fact, it comes from the slide above. And the second performance measure is the percentage of streets that are rated 1, 2 or 3. That number is growing.

It’s gone from 9.9 to about 12 percent. The number is expected to grow in the next couple years as well.

This slide is the first time we put it together this year. We’ve been doing it every year.

This is the, if we won the lottery, what would we spend it on for street maintenance slide. It is not a slide that we say we need to do. It represents $39.8 million of stuff that could be fixed today. I don’t think it’s healthy for us to even dream about fixing all of that. But it’s nice to keep an idea of that number. And the preceding slides and that data kind of go into a spreadsheet here. And the more -- the lower rated a street is, the more expensive it is to repair it. So, as our streets get older, we expect that number to increase. Trying to keep it level would be a nice concept to consider. This also includes our updated assessment of all the bridge -- every two years we have a bridge inspection done by an outside company. We’re required to do that. And they give us a dollar amount for how much it would cost to fix all of our bridges. I would say even though it looks daunting at $485,000, most of those things are very, very minor details.

The state of our bridges are very good in Shawnee.

Okay. We’ll go to Funding. This is the slide that we last saw at the CIP discussions in

October. It represents the 2014 Street Maintenance Program at $3.3 million. It shows what numbers go into that number. This is the last year we intend to use the

Stormwater Utility. That was something we’ve done for many years in the past to really

Page 4 COUNCIL COMMITTEE MINUTES March 4, 2014 help us with curb and curb CSRs. Stormwater is having its own funding challenges.

And in 2015, that 217,000 will no longer be going to Street. The good news is, this is the first year in a couple years that we’ve had gas tax revenue coming back to Streets as well as 50 percent of the landfill impact fee coming to Street Maintenance. So, there is a healthy $1.6 million we have coming just from those two that we haven’t had the last several years.

The next couple of slides are outside funding that we’ve leveraged. Obviously we have to use those numbers above to pay for the City match. But we know our CARS project this year is Pflumm and Quivira Drive from Johnson Drive to the north City limit. So, it’s a 50/50 match, our $285,000 will be matched by $285,000 from the county. There’s some CDBG funding for 59 th Terrace, Flint to King. You’ll also see at the bottom some

Parks and Pipes money for 59 th Terrace. We have since -- these are the numbers that we talked about in October. We have since decided that that project does not need to be -- the rest of it does not need to be funded by the Street Maintenance Program. We have some county stormwater management dollars. So, those are effectively going to be removed from the Street Maintenance budget in the next slide. But they were at the time of the CIP certainly -- it is still a CIP project that will get done, but it won’t be using

Street Maintenance dollars for the match. And then the bigger one there, the CMAQ, the Congestion Mitigation Air Quality funding, that’s an 80 percent match on a $700,000 project to help with some traffic issues at Shawnee Mission Parkway and Woodland.

And those preliminary plans, I think if we haven’t seen them recently, you’ll be seeing them here very soon at Council for approval. And then $445,000 of General Fund to fund our crack seal, our chip seal and our bridge maintenance. So, if we remove 59 th

Terrace, Flint to King, we really have about $3.2 million this year for our Street

Maintenance Plan.

And this slide is what we’re going to be asking for approval on tonight. What are we going to do with the dollars we have and how is it allocated. And the first section, the mill and overlay contract, that total there, those four line items, totals about $1.2 million.

It’s also in your packet handout. It’s really kind of the last number. I should really put that on the bottom, because we determined that number after all the other things we decided what we needed to get done. And that’s kind of the leftover if you will. So, I’m going to skip mill and overlay and come back to that.

Let’s first go to the next line, the Quivira Drive/Pflumm and let’s talk about the commitments we had through 2014. Obviously we would do Quivira Drive/Pflumm, as

I’ve talked about just a minute ago, a $570,000 project, 50/50. The $700,000 project for

Shawnee Mission Parkway and Woodland. The City’s match is 140, the CMAQ funding is 560. We also need to do and have been talking with Unified Government Wyandotte

County to do County Line Road from basically Black Swan Estates to the east City limits at Switzer. We would match with them 50/50 on that project. It’s estimated to be about a quarter of a million. So, we would fund that and then get reimbursement through an

Interlocal from the county to get that road done. And I know Unified Government wants to get that road done.

Then the last one is 75 th Street Rehabilitation, Switzer to I-35. Only half of the intersection of 75 th Street and Switzer is in Shawnee. Another quarter is in Merriam and another quarter is in Ov erland Park. That’s a large CARS county project that

Merriam and Overland Park sponsored to do 75 th Street improvements from Switzer over to that McDonald’s, which I think is Lenexa Drive. I can’t remember. It might be


Marshall Drive. Not all the way to Antioch, but across the interstate, replace the bridges, do some pavement work and update all the traffic signals and street lighting on that job. Really our part of that is about $200,000 to redo the traffic signal at 75 th and

Switzer, mill and overlay the intersection and address some storm drainage culvert -- or storm drainage pipe on the Shawnee side. So, a very small piece of a very large project, but sti ll something that we’ll be bringing Interlocal forward to you here in March.

So, we have our project commitments, those four. We’d still like to fund our bridge repair program at 150,000. That’s pretty much what we fund that at every year to keep our bridges in good shape. Crack seal we have decreased this year to $50,000. In years past that’s been 200. Last year it was about 150. The reason we brought that number down is twofold. We’ve had a lot of good success with our crack seal program the last two years. Three years ago not so much. But the last two years we’ve been really good with our crack seals. We also have a little bit less streets in the 6, 7 and 8 rating than we usually have. So, there’s not as many candidate streets to crack seal.

And then chip seal maintenance. We still have our chip seal streets that need to be addressed.

So, we take those project commitments, those ones on the bottom and we end up with about $1.2 million that we plan to spend on the mill and overlay contract . I’m back up to the top now. 850,000 would go to the mill and overlay. The 231,000 is all of our outstanding, I’m on the second line here. That is all of the outstanding curb complaints from January 1 through December 31 st of last year. And the 48,000 will take care of all of our sidewalk repair complaints for last year. Then we also keep $100,000 to work on a lot of the full depth repair issues we have. So, that would really be the 2014 plan.

COUNCILMEMBER PFLUMM: Question for you on that one.

MR. SHERFY: Sure.

COUNCILMEMBER PFLUMM: You mentioned there on that 75 th Street that our portion would be 200,000.

MR. SHERFY: Uh-huh.

COUNCILMEMBER PFLUMM: And you’ve only got a 100,000 listed there.

MR. SHERFY: Fifty percent of that is funded by CARS.

COUNCILMEMBER PFLUMM: Okay.

MR. SHERFY: So I haven’t shown that on there. Yeah. I could up that to 3.27, but it’s never anything that’s coming through the City. It’s going to be coming through Overland

Park, through Merriam. It’s kind of a complicated deal there.

COUNCILMEMBER PFLUMM: That’s fine.

MR. SHERFY: Yeah. Our share of the 200,000 will be 100,000. Good question.

So graphically, what does that sheet look like? The green represents the capital improvement projects. There’s the Quivira Drive/Pflumm CARS match. Somehow my

Page 6 COUNCIL COMMITTEE MINUTES March 4, 2014 green dot slipped. This is Shawnee Mission Parkway and Woodland. It should be here.

That’s that capital project. And 75 th and Switzer is the Overland Park/Merriam project that should be here. The reds represent the mill and overlay streets where we fixed the sidewalks and curb and gutters. And the black lines represent our chip seal candidate streets. Most of those again are the ones -- years ago they had to -- the policy was 50 percent or more of the adjoining area having agricultural. Last year we changed the policy, just to make it from a list. So, we did some cleanup last year to get it down to a list format.

Now, there are two of these streets that we would ask for a variance from the Council tonight as a second action to chip seal them even though they’re not on the chip seal list. And the first of those is Clare Road. Clare Road, actually it is still a chip sealed surface all the way from Wilder to 63 rd Street. We did a lot of blade patching in-house last year to keep that together. That’s typically what we do the year before we do chip seals. But this area north of Belle Meade Farms at 51 st Street down to 47 th , if you’ve ever driven that, it’s winding, through the trees. It has a lot of subsurface issues with it.

And we feel that if we just mill and overlay that without doing a little more significant reconstruction and preparation of the shoulders that it would not be a wise use of our money until we did something more significant there. So, at least from 51 st Street north this year, we would like to chip -- we recommend we would chip seal that street. We could get that done and it’s ready to be chip sealed.

The second variance we’d ask for is Old Renner Road off of Renner, or as I call it

Renner off of Renner. But Carol didn’t know where that was. So, she’s been teasing me all week. The bowling alley, Park Lanes bowling alley over there to the north.

There is three properties on there. Two of them have houses on them, one is undeveloped. If you look out there now, it looks like somebody has painted the street black. We don’t know who did that. Perhaps that was done a couple of years ago to make something look better. But it’s still a City street. It’s about 42 feet wide. It’s the old Renner Road road base that really serves two houses. To mill and overlay a 42-foot wide street going to two properties, we felt a chip seal would be -- would make sense.

And we would ask that we would do that there rather than -- it’s got curbs on it, it’s got some storm drainage on it. So, doing some thing that significant there, we felt we’d come to you guys for a recommendation to just chip seal it.

Okay. So, that sheet then reels out -- the graphic there helps us to go to the plan. And then this slide becomes the first slide next year when we show you how we did relevant to our plan. But for the program we have, we think that the mill and overlay program would address 6.75 lane miles. That’s what the sum of those red lines were. Quivira

Drive and Pflumm is another 4½ lane miles, the 47 th Stre et is 1½. We would be able to get a new surface on about 13 lane miles next year. We would intend to crack seal 50 lane miles with that $50,000 budget. We’d do that all in-house this year. The chip seal budget would be about almost 11 lane miles. And then we would fix all of the known curb and gutter and sidewalk complaints for 2013.

So, that shows the plan. Are there any questions? And we again ask for approval of the plan and for comments and feedback on the two streets to be chip sealed rather than mill and overlaid this year.

COUNCILMEMBER NEIGHBOR: Neal.


COUNCILMEMBER SAWYER: Yeah. Mark, on that 75 Street Rehabilitation there at

Switzer.

MR. SHERFY: Uh-huh.

COUNCILMEMBER SAWYER: On the Overland Park side, are they going to widen that out and make a true left-hand turn and a thru-turn and a right turn or is that going to remain the same way as it is today?

MR. SHERFY: On Switzer itself, northbound Switzer?

COUNCILMEMBER SAWYER: Correct.

MR. SHERFY: Yeah. Good question. We asked that question in the meetings. We had the design firm take a look at that. It is going to stay the way it is. There is storm drainage, huge utility boxes and right-of-way acquisition for the driveway for -- it used to be -- I don’t know what the business is in that corner anymore. But the costs associated with getting that aligned so that the northbound lane went through and had a left turn lane is not a part of the project.

COUNCILMEMBER SAWYER: I mean, over the last couple of years, it’s been --

MR. SHERFY: Yeah.

COUNCILMEMBER SAWYER: -- one of the big questions that the Northwest students have always sent in that --

MR. SHERFY: Yeah.

COUNCILMEMBER SAWYER: -- somehow they get channeled to me. I don’t know how to answer it. So, I get Carol and you to help me. But --

MR. SHERFY: Yeah.

COUNCILMEMBER SAWYER: So, we’re not addressing that.

MR. SHERFY: I’d like to see that.

COU

NCILMEMBER SAWYER: And we can’t, because it’s on Overland Park side.

MR. SHERFY: Right. Overland Park is -- yeah.

COUNCILMEMBER SAWYER: All right-y. Thanks.

MR. SHERFY: It would be very expensive to get that done. But it wasn’t for lack of effort to try to get that addressed on this project. Good question.

COUNCILMEMBER NEIGHBOR: Dan.

COUNCILMEMBER PFLUMM: $231,500 we’ve got for our curbs and gutters?

MR. SHERFY: Uh-huh.


COUNCILMEMBER PFLUMM: Isn’t that almost the same number we had last year?

MR. SHERFY: Very close.

COUNCILMEMBER PFLUMM: So, and how are we going to address all the, I’ll say issues that we’ve got? Because I think there’s a lot more than those issues than people just have complained about.

MR. SHERFY: Uh-huh.

COUNCILMEMBER PFLUMM: So, I mean, you mentioned we were going to cover all of the CSRs for 2013.

MR. SHERFY: Correct.

COUNCILMEMBER PFLUMM: What about people that complain that their curb might not be there this year, right, you know, after all the winter and all that?

MR. SHERFY: Yeah. The way the system works, if we have the residential complaint in there for the curb, we’re getting those done. If there are -- from our estimate on that

$39 million what we would do if we won the lottery slide, about 14 million of that is curb.

So, if we actively went out looking for all of our curb issues out there, we would need

$14 million tomorrow. We haven’t actively gone to all of the other locations. Last year was one abnormality, we had a big budget. We knew we wanted to be working on that

Johnson Drive curb. We did a lot of Johnson Drive curb on one chunk to make that future Johnson Drive project somewhere down the road be a little bit cheaper. But that’s about the only time we’ve really gone active towards other curb issues. We try to get those in the projects. So, your question is we’re only handling the ones that have been called in, not the ones that haven’t been called in. And there are a lot of those out there, we know that.

COUNCILMEMBER NEIGHBOR: Okay. Does anybody in the audience have any questions for Mr. Sherfy? Okay. Does anybody else on the Council have any more questions for Mr. Sherfy? Okay. Thank you very much, Mark. Okay.

Now, we have two action items. The first action item is to Forward the Proposed 2014

Street Maintenance Program for the Governing Body Approval with the Intent of

Soliciting Bids for the 2014 Mill and Overlay Sidewalk and Curb Replacement Contract.

Do we have a motion?

COUNCILMEMBER SAWYER: I make the motion.

COUNCILMEMBER SANDIFER: I’ll second it.

COUNCILMEMBER SAWYER: I’ll make the motion that we forward it to the Council.

Sorry I didn’t have my mic on.

COUNCILMEMBER NEIGHBOR: Okay. I have a motion and a second. All in favor signify by saying aye.


COUNCILMEMBERS: Aye.

COUNCILMEMBER NEIGHBOR: All oppose, nay. Motion passes onto the Governing

Body. (Motion passes 8-0). b) Approve chip seal from Clare Road from 51 st Street to 47 th Street, and old

Renner Road north of Renner Road in 2014.

COUNCILMEMBER NEIGHBOR: The second action item is to Approve the Chip Seal

Treatment of both Clare Road from 51 st Street to 47 th Street and Old Renner Road north of Renner Road in 2014. Do I have a motion?

COUNCILMEMBER SANDIFER: Motion to approve.

COUNCILMEMBER VAUGHT: Second.

COUNCILMEMBER NEIGHBOR: Okay. I have a motion and a second. All in favor signify by saying aye.


COUNCILMEMBER NEIGHBOR: All oppose nay. Motion passes onto the Governing

Body. (Motion passes 8-0)

CITY MANAGER GONZALES: Mr. Neighbor?

COUNCILMEMBER NEIGHBOR: Yes.

CITY MANAGER GONZALES: I might just say if we really get moving along, we may actually get the bids out on the mill and overlay before this hits your agenda on March

24, which is a little bit of an assumption that it will pass. But based on the 8-0 vote, we would hope that -- of course we won’t be awarding the bid. The bid will come back to you all. But the sooner we can get it out, the sooner we can get somebody on board.

So, if you see that go out a little ahead of that meeting, just know that we’re trying to push it along.

COUNCILMEMBER NEIGHBOR: Everybody cool with that?

COUNCILMEMBER VAUGHT: I’m cool with it.

COUNCILMEMBER NEIGHBOR: All right. Done. Thank you. The second one --

COUNCILMEMBER PFLUMM: I do have a question if we’re going out for bids on those.

COUNCILMEMBER NEIGHBOR: Go.

COUNCILMEMBER PFLUMM: When we do curbs and gutters and mill and overlay, we’re doing it per lane mile. And are we saying this is exactly what we’re doing. What if we add a mile or so many more feet of curb? Are you putting that into the proposals?


MR. SHERFY: The bid is u sually done by unit price. And we’ve done all of our internal estimates. Usually we estimate a little bit high. And as we’ve done in the past anything else would go -- we certainly have other streets that we can go if there’s money left over. So, it is not by lane miles. It’s by unit price, tons of asphalt and linear feet of curb.

COUNCILMEMBER PFLUMM: Gotcha.

MR. SHERFY: So, as we underrun, if we can pick off something while we’re nearby that’s in the same rating class, we’ll get that done.

COU

NCILMEMBER PFLUMM: Well, no problem. I’m just wondering if we, you know, move something around or, you know, if it’s going a lot better than, you know.

MR. SHERFY: Yeah.

COUNCILMEMBER PFLUMM: Anyway, I just want to make sure we can do more if we need to do more.

MR. SHERFY: Well, I mean there are plenty of other streets right behind this list, so.

COUNCILMEMBER PFLUMM: Gotcha.

2. PUBLIC WORKS FLEET OPTIMIZATION REVIEW

COUNCILMEMBER NEIGHBOR: Okay. Okay. The second item on tonight’s agenda is Public Works Fleet Optimization Review. The Public Works Department conducted a fleet review to determine if its current fleet is the correct size and composition for maintaining the Department’s mission, accomplishing the goals and objectives of each program, and to determine if the proper resources are being provided to those programs. Caitlin Gard, Assistant to the Public Works Director, will present the results of the review. As I stated, there is no action required on this item. It is for information only. Please write your questions down during the presentation and Caitlin will take questions after she is finished. Caitlin.

MS. GARD: Hi, guys. Thank you for letting me present tonight. As Councilmember

Neighbor said this is for informational purposes only. And if you have any questions, I will be happy to answer them at the end. So sit back and enjoy. I know we have a funfilled night of Public Works information for you.

So, why did we do a study of our fleet? There’s a couple answers to that question. Our department looks for continuous improvement, looking at our programs, looking at our documentation. We want to make sure that we have a comprehensive documentation of all of our programs and comprehensive documentation of the department.

Specifically, there are three reasons why we did this study. It is an American Public

Works Association best practice and it is in -- it was in our 2013/2014 Strategic Goals, specifically in the citywide work plan, talking about an alternative fuel study. And secondly, in the department work plan to implement a complete fleet management system to include green practices, alternative fuels, preventative maintenance plans, replacement policy, schedule and fleet size. So, a ll of those items are something that I’ll be talking to you tonight about. And the third thing is why we did this study is it’s a common study done by our peer cities.


So, a little bit of background on the Public Works Department if you’re not familiar.

Before the study we had 98 total vehicles and equipment. And I’ll be using vehicles and equipment and assets interchangeably throughout this presentation. But when I say assets, I just mean vehicles and equipment. We have about 50 employees. That’s full, part and temporary employees. And we have 36 department programs and 3 divisions, our Administration division, our Field Operations division and our Codes Administration division. And those vehicles cover all of those divisions. So, I just wanted to show you guys what assets are going to be included in this presentation and what assets aren’t going to be included in this presentation. So, like I said Public Works has 98 vehicles and equipment. And all of the other departments are not included in this presentation.

So, over the past five years our Public Works Department has formalized and implemented a lot of incentives in our fleet area. The first thing is including a fuel management system. This allows better tracking of our day-to-day operations, including our fuel usage, our maintenance schedules and any regulatory compliance. We have, I guess, formalized an inventory management database. This is a way for us to have longterm tracking on our costs on our replacement schedule. We’ve implemented an automated vehicle locating system on our snow vehicles. You may be familiar with other cities who have been doing this as well. But it allows us to track our snow vehicles for internal management purposes. We currently have it on 16 vehicles. And then we’ve also been implementing quite a few green practices. I’ll be talking about some of these on future slides like alternative fuel and re-purposing of our vehicles. In

2008, we implemented a vehicle idling policy, which limits our idling time on our vehicles. We have started -- well, we’re continuing materials recycling. We recycle items like tires and oil and then we also implemented a catalytic oxidation, which was funded by Johnson County. It added some new mufflers to our older trucks for cleaner emissions.

So, as far as alternative fuel, we currently have a CNG station, if you guys did not know.

And we have three CNG vehicles. Our station currently has capacity issues in regards to how many vehicles it can fill up. So, we had Clean Cities come in and do a report for us. With the results from that report, we had kind of a committee, a working group, regarding alternative fuel with a lot of fleet managers throughout the departments, and we came up with some recommendations. We’re going to monitor CNG grant opportunities and partnerships with other cities and organizations. And we chose CNG, because we performed a cost benefit analysis and determined that if we received a grant, it would have a payoff time with ten vehicles of about 11 years, depending on the match of the grant and how much the City put down to begin with. We are currently purchasing all of our eligible vehicles with CNG adaptability. That’s just a minimal cost at purchase. And we are also continuing to monitor hybrid and electric technology for any vehicles that have been identified.

The City also re-purposes vehicles, hand-me-downs if you would say, from Police and

Fire. Police uses their pursuit vehicles for about three to five years. And the vehicles after three to five years have close to 100,000 miles on them, but that doesn’t mean they’re not good vehicles. So, we transfer them to other departments and the vehicles are used for a significant amount of time after that. The Public Works Department has about 18 percent of their vehicles re-purposed. And overall in the City about 10 percent of the vehicles are re-purposed.


So, before our fleet study, we did an analysis of all of our vehicles and I’ve categorized them here for you. We looked at the number of the types of vehicles in our fleet, the average age of each vehicle or each vehicle type, the average maintenance cost per year and the average usage per year based in miles or hours. I would like to note that the passenger cars have a higher average usage year than probably they are used in the Public Works Department, because they are hand-me-downs from the Police

Department and Police uses them significantly more than the Public Works Department.

We also did an age of our fleet in comparison to our formalized replacement policy. As you can see, we have a significant number of our vehicles, over 50 percent of them are below our replacement policy. But there are some that are quite a bit older and would be over the replacement policy.

You’ve seen this slide before. This came straight out of our budget discussion last year.

It’s just the ten-year forecast for our funding for non-emergency vehicle replacement.

This does include all departments. But it does show that we have a significant gap in funding over the next ten years, about $8 million or $800,000 a year.

Can’t talk about Public Works without talking about our snow operations fleet. We have

21 front line vehicles with eight reserve vehicles. We have increased our number of reserved vehicles due to the -- to address the aging fleet of our front line vehicles. And in the recent years, since our vehicles are aging, we’ve had a number of issues.

Specifically, in 2013, we had 137 breakdowns, 37 assets. That’s our front line vehicles, reserve vehicles and any equipment that we would use during snow removal operations, backhoes, et cetera. Those 137 breakdowns cost us about $80,000 in maintenance costs. And on average, every storm, about 11 vehicles went down per storm.

So, we decided to do a fleet optimization study. Our goals of this study were to review the fleet usage and align them with department budget and programs, achieve our proper equipment asset assignment, identify any department needs, identify any underutilized assets that we could eliminate from the fleet, formalize a department fleet management policy and update any department replacement schedules. So, the process of this study was to establish a usage threshold that our management came up with to identify realistically how often or how far in miles or hours these vehicles or pieces of equipment should be used per year. We wanted to then get with all Public

Works staff, that includes front line employees, to determine if any of these items fell below the threshold that was identified, if there was any way that we could either increase the usage of those vehicles or if we actually needed them in our fleet. So, we had a number of findings. We finalized a fleet management policy, as we’ll talk about in a little bit, that talks about our replacement schedule. We identified any asset needs that the department has along with eliminating any vehicles from the fleet that we didn’t necessarily need. We wanted to update our current assets, which included proper asset assignment, reassigning vehicles or assigning them to a pool-type fleet to share, and then any asset removal. So, our fleet management policy just follows along with the American Public Works Association best practices. Specifically, this is going to talk about our replacement policy and how we’re going to replace those vehicles. Front line employees are involved in the process of specifications for replacement of vehicles. We also wanted to talk about any warranties or inventory and disposal like we talked about just a minute ago.


So, we came up with this revised replacement schedule for all of our vehicles based off of classification. Just because these vehicles are assigned these years does not necessarily mean we will replace them at said year. So, for example, if a car is ten years old, we’re not necessarily going to replace it at ten years, we’re just going to start looking at replacing it. It might be a great vehicle. It could last ten more years. Or it could be a lemon and we’re going to need to replace it immediately. But when we purchase vehicles, when we put it into our new inventory management database, we have to assign it a certain time for replacement. So, when that time expires, we can look at replacing that asset.

So, we came up with -- out of our study we determined any assets that are needed for the department and two specifically came up. The first one is light trucks in our snow removal fleet. We have found that our gross vehicle weight ratio to our small trucks specifically was a little bit high, so we want to look at once those trucks are up for replacement, replacing them with a little bit heavier trucks just so we can get the gross vehicle weight up.

And then the second item is for need. We need a bucket truck. The current vehicle that we have can’t be utilized in ways that a bucket truck could be used. The first item is to increase staff safety. Specifically, within ten feet proximity of overhead power lines, our current crane truck or lift truck cannot be used within ten feet of proximity. When we are within ten feet proximity, we have to call a company and contract that out. The second reason is to increase versatility. Our lift truck can’t be used when -- on streets greater than five degree incline or for any feature that’s over 30 feet in height. We contract any issues like that out as well. And the third reason is to improve response time. If we did need to respond to any type of issue over 30 feet greater than a five degree incline on a street or ten feet proximity of a power line, we would be able to take our bucket truck out rather than having to call a contractor.

We did identify seven assets that we could eliminate from our fleet due to under-usage.

Many of the items were sold at the December auction. We had a Uniloader Bobcat that was eliminated from the fleet. Two passenger vehicles, those were hand-me-downs, so just keep that in mind. We will talk about it in a second, our chip seal program. We did have a chip spreader and two rollers that we were using in-house and a heavy truck. A note on the heavy truck. It is not able to perform snow removal. It is about 20 years old and it’s used to hold the department’s attenuator, which is used on like Shawnee

Mission Parkway for imp act from car accidents. They’ll put it up when they’re working in the right-of-way on Shawnee Mission Parkway in case any vehicle hits the truck.

So, an example of our asset removal, our chip seal program. We did a cost benefit analysis of our 2011 in-house and our 2013 contract. The average age of our chip seal equipment was 29 years old. We sold it for about $5,000 due to the age and its low usage. Although it was not used very much, the average age was really high. If we were to continue doing chip sealing in-house, we would have to purchase new equipment, because our old equipment just wasn’t working for us anymore and it would cost about $530,000 to replace all that equipment. So, we decided to go with not doing chip sealing in-house anymore and having it be a contract item.

So, after our fleet study we ran the numbers again. And as you can see here we eliminated four items or assets that were over the 16 years and about -- and over our replacement policy. We did eliminate vehicles or assets that were in the lower range years. But we are now more in line with our replacement policy. And the next steps

Page 14 COUNCIL COMMITTEE MINUTES after this is we’re going to continue implementing our vehicle by vehicle

March 4, 2014 recommendations that were provided in the report to track the use of our new poolmanaged vehicles. Like I said, we switched around some vehicles from being assigned to one person to be assigned to a group of people or a pool so multiple people could use that item to increase its usage, and to update this plan on an annual basis and look at the numbers every year. Have any questions?

COUNCILMEMBER NEIGHBOR: Michelle.

COUNCILMEMBER DISTLER: I assume probably on the re-purposed Police vehicles, you just had to use th ose numbers, because you hadn’t done this past. But going forward, would we, at the time of acquisition into this department, take the odometer reading so you can see -- have true numbers of what the actual usage is?

MS. GARD: Yes.

COUNCILMEMBER DISTLER: Because I think that would help you to what the --

MS. GARD: Absolutely.

COUNCILMEMBER DISTLER: How much they’re really being used.

MS. GARD: Yeah. Absolutely. With our new fleet management, I guess, policy, we’re going to start tracking usage per year based off of miles or hours. And it will also track when the vehicle was transferred to the Public Works, or any other department for that matter, and then we can start tracking from that day forward.

COUNCILMEMBER DISTLER: Yeah. Or that odometer like you said.

MS. GARD: Or the mileage forward, sure.

COUNCILMEMBER DISTLER: The mileage. Right. Yeah.

MS. GARD: Yeah.

COUNCILMEMBER DISTLER: And then I’m not sure if this question would be for you or for Carol. But I was just wondering, the vehicles not -- will those be presented to us from their departments, the ones that were not included in this presentation? Or how is that?

CITY MANAGER GONZALES: Most of the departments are so small that I know that

Neil is kind of jealo us of this study. And although Neil’s folks did a really great job a couple years ago at doing a less formal fleet analysis and actually consolidated, got rid of a bunch of mowers and reallocated vehicles among people. So, they’ve kind of done of a version of this. At some point we may do a more formal study on their department.

The rest of the vehicles we’re monitoring, they are part of the system and the replacement schedule, that Caitlin is now managing the whole thing.

COUNCILMEMBER DISTLER: I really liked seeing the numbers like this.

CITY MANAGER GONZALES: I know. It’s really good stuff.


COUNCILMEMBER DISTLER: And then like a number, when it popped up and it seemed so big, well then when I did my own division, it was like, well, it isn’t that big, you know. And so I really liked seeing it like this. So, I kind of would like to see -- but I mean I don’t want to create more work. I was just wondering --

CITY MANAGER GONZALES: Yeah. No, we would -- as time goes on and it works with ea ch department, we’ll look at it. Maybe not as formally as Caitlin has done, but certainly informally to make sure that vehicles are allocated appropriately.

COUNCILMEMBER DISTLER: Okay.

CITY MANAGER GONZALES: And there’s just not as many of them in the other departments, so it’s a little easier to pick it out, so.

COUNCILMEMBER DISTLER: Yeah. Because I definitely like it broken out like this.

COUNCILMEMBER SANDIFER: You did a great job.

COUNCILMEMBER DISTLER: Yes.

COUNCILMEMBER NEIGHBOR: Yes.

COUNCILMEMBER DISTLER: Thank you.

COUNCILMEMBER NEIGHBOR: Good job. Dan has a question.

COUNCILMEMBER PFLUMM: That lift truck right there, is that the bucket truck you’re talking about?

MS. GARD: Yes. We currently don’t have a bucket truck. This is used in ways that the bucket truck would be used.

COUNCILMEMBER PFLUMM: So, the vehicle that we just purchased probably a couple years ago for Parks, what’s it look like for a lift truck? Didn’t we just purchase a truck for --

MS. GARD:

I don’t think so. You don’t have a bucket truck in Parks?

MR. HOLMAN: Bucket truck? No.

COUNCILMEMBER PFLUMM: Well, what do you do for putting up signs and putting up all --

CITY MANAGER GONZALES: We contract that.

MR. HOLMAN: We contract it out.

COUNCILMEMBER PFLUMM: Okay. I was just wondering, because if you had the same type of lift, we would get a different kind of lift and --


MS. GARD: Right. Absolutely. And this, it looks like a bucket there. That’s quite a big platform, probably about double the size of this. And like I said, this lift truck cannot be used in three ways, over 30 feet in height, over a 5 degree incline on the street and near high voltage power lines.

COUNCILMEMBER SANDIFER: Were you looking a fiberglass tubed lift? Is that what you’re looking for?

MS. GARD: Insulated. Yeah. Insulated.

COUNCILMEMBER PFLUMM: So, Mickey has got one down there at the yard.

COUNCILMEMBER SANDIFER: I do.

COUNCILMEMBER VAUGHT:

He’ll loan it to you.

COUNCILMEMBER PFLUMM: I did have another question though.

COUNCILMEMBER NEIGHBOR: Oh, go ahead.

COUNCILMEMBER PFLUMM: And the question was on the Bobcat. Were we using the Bobcat?

MS. GARD: Yeah, we were. We had three Bobcats, two track loaders and a rubber tire loader. We figured that we could consolidate down to two Bobcats and get the same usage. It’s not like all of them were being used at the same time, so we moved them to the pool vehicles so staff could share.

COUNCILMEMBER NEIGHBOR: Okay. Is there anyone in the audience who has any questions?

COUNCILMEMBER PFLUMM: That’s a novel idea there, because Neil just got a new one.

COUNCILMEMBER NEIGHBOR: Seeing none, Caitlin, thank you very much. That was a very good job.

3. STORMWATER PROGRAM UPDATE

COUNCILMEMBER NEIGHBOR: O kay. The third item on tonight’s agenda is Storm

Program Update. The Comprehensive Stormwater Management Program, CSMP, approved by the City Council in 2007, provides the goals and objectives for the

Stormwater Management Program. Mike Gregory, Stormwater Manager, will present information on our 2013 Storm Drainage System Maintenance Activities and our plans for 2014. This presentation is for informational purposes. Again, please note your questions during the presentation and Mike will take questions when he’s finished.

Mike.

MR. GREGORY: Okay. Thank you. Again, I’m Mike Gregory, the Stormwater

Manager. You’ve seen many of these issues explained by me many times I know, so I

Page 17 COUNCIL COMMITTEE MINUTES March 4, 2014 was going to streamline the presentation to discuss the main aspects of the program which is the actual maintenance of the stormwater pipe and not the water quality, you know, some of the other issues. Just to remind you that the program is really based off of the Comprehensive Stormwater Management Program document that was created in

2007 -- or updated in 2007. And we have a little mission statement which is, of course, to provide safety and health and protection of property and preserve the environment.

The program or the plan that was done in 2007 has five main goals, and I’ll just briefly run over them. But they have to mainly do with flood reduction projects, flood plain regulations with FEMA and mapping and some of the other issues that we deal with like watershed studies. And also, then the storm drainage system maintenance, which is the main thing I’m going to speak about. And then water quality and pollution control and, of course, talk a little bit about funding.

The storm drainage system maintenance, I kind of wrote down some main ideas that are main functions of it or main parts. Of course, we have to have an asset management program. Whether we call it that or not, you always have to manage what your system is. The basis for the whole system is really the inventory, which took us six, seven years to finally get done, because there’s so many inlets and pipes in our system. The other thing we need to do is inspect the pipes so we know what our actual condition of the system is and also provide routine sediment removal and clearing and repair and replacement of failed systems. A lot of those we hear about, because of

Citizen Service Requests and so we go out and investigate those. And that is part of our massive effort to put together all the inspections in the complaints we get. And, you know, we want people to call us and say, hey, there’s a big hole in my yard, what is it.

About a third of the time it’s something else. But sometimes it’s a big gopher or something, but not that often. And then we, of course, then we do planning and budgeting of our program, which is really the result of all the information that we get.

We figure out a plan, how we’re going to spend the money that we have in the budget, wha t’s the most important prioritization and all that. And, of course, we have engineering and construction costs for contracting out the work besides the in-house work that we do. And even in fixing a pipe, we have federal and state regulations we have to follow, because we’re in the streamway or a flood plain and so we need to get permission from the Army Corps and the state Department of Water Resources.

As I said, the inventory is really important. So, here’s a nice chart showing our inventory, the s tructures. We have about 10, or let’s see, about 12,500 structures,

10,780 of them are the publicly maintained ones. That rest are in Walmart’s parking lot and different things or in private areas. We have 176 miles of drainage pipe and we have many kinds of pipe. We have corrugated metal pipe, steel pipe, concrete pipe, concrete boxes, plastic, clay, you name it. But the bulk of all of our pipe, 90 percent, is either corrugated metal pipe or concrete.

Now, 60 percent or so of our pipe is metal and it has a lower life than concrete pipe.

Concrete pipe is maybe 50 years. Corrugated metal pipe can wear out in 25 or 30 years. Bu t a lot of it just depends on the soil, what’s going on, if there’s gravel running down the pipe, all kinds of things, or if the utilities thread it with their underground boring equipment, which happens quite a lot actually. Then we have improved channels like our concrete channels, 13 miles, driveway culverts. We added those in there. We figured we had about 2,100 of those. And then our roadside drainage ditches.


I put a couple of percentages on here on the amount of what we have inspected already. The structures, we’ve been working on them for some time and they’re really a pretty important part of the system. If the water can’t get into it, it doesn’t go away, it just stays there. But we have gotten about 84 percent of it done. And hopefully this year we’ll finish going through everything once. So, we’ve been working on it a long time. The drainage pipe, we’ve videotaped about 35 miles of it over the last four years.

So, that’s about 20 percent. And that puts us on around a 20-year cycle of investigating the pipe.

This is a map of our system. You can see pretty well. The purple is the public pipe and there’s some green which is the privately maintained pipe. And what I’m going to do to show you some of our system is show you what we use every day in managing all the data we get and all the information. We use a GIS, a graphic information system with a map. And everything on the map is connected to databases and it’s very, very helpful to us. In fact, years ago there were other methods, but we knew this was the only way to really do it. And now pretty much everybody is on board throughout the country.

This is what you do.

So, here’s the City. And in it, of course, we have those inlets, area inlets, those 10,700 or so. And here are all the different kinds of inlets we have. You can see those.

There’s quite a few. Then they empty into our pipe system, which is -- I’m going to overlay those so you can see them. There is the purple areas. That’s where we -- that’s our pipes system that we maintain, 176 miles. And then those pipes, they turn into drainage ditches or creeks or improved channels. And so that kind of builds upon the rest of our whole network, storm drainage network. Then those streams, they go into the bigger rivers and lakes. And so it starts getting kind of crowded out there, especially when I’m looking at it from this viewpoint. And then after it rains too hard, we have flood plains that start filling up, and they’re part of the equation, too.

One of the things that -- we were one of the first ones in the county to take advantage of some of the nice improvements of these programs. And one of them is to be able to track if -- let’s say somebody dumped a big truckload of oil where would it go. You know, we would be able to know where it goes, because we have all this interconnected. So, I’m going to show you that. I can see that I don’t have all the toolbars that I need, but I know where they are. The GIS manager warned me that I’d probably have to look for this. And this is a network analyst analysis tool. And what we do is we can just pick a pipe and I can go over here in the system and, you know what, maybe I should zoom in so you can actually see that I’m picking a pipe. So, here’s a good place along the road there. And say something got dumped there, well, we’d have to go looking for it. So, we’d have to -- the Fire Department would be involved right away. The EPA could get called. Who knows what could happen? And we’ve had a few instances where there were some leaking of fuel coming out of the ground, different things. So, what this analysis tool, it’s really just simple but it’s kind of cool. You pick the pipe and then you decide what you want to do. You want to find the downstream path of it. And then I just saw the solution button there. And so you can see that it travels down here. This is where it’s going to go. And if you zoom back enough, you can see that it gets down there to Little Mill Creek and a little further it looks like --

COUNCILMEMBER VAUGHT: Looks like it goes to KCK or something.

MR. GREGORY: It, in fact, does.


COUNCILMEMBER VAUGHT: Don’t worry about it. Just flush it out.

MR. GREGORY: I have some very good friends that live there. So, there you can see it. It goes down Little Mill Creek and then down the Big Mill Creek. So, and you can pick other locations. You know, you can -- let’s see. How about I pick something right there and then I’ll have it resolve. And you can see how it snaps on there. And what’s interesting is, it kind of shows you that the water doesn’t always go the direction you think it’s going to go. That one goes right on through Crimson Ridge.

CITY MANAGER GONZALES: That’s your backyard, isn’t it?

COUNCILMEMBER VAUGHT: Well, yeah. That’s my backyard.

MR. GREGORY: Well, let’s see where your house -- no. So, then --

COUNCILMEMBER VAUGHT: Don’t spill anything out there.

MR. GREGORY: Pardon?

COUNCILMEMBER VAUGHT: Don’t spill anything.

MR. GREGORY: Let’s see. I’m going to try to pick a few interesting ones like right there and you solve for that one. And it takes off in a different direction down to Turkey

Creek. And there’s other ones that go, like that one, it goes over to Lake Quivira. And we pretty much already know where everything is going to go. But you like to figure it out. Like right here is on 55 th and it heads down that way. But if I just go a few feet over and pick right there, unless I made a mistake at this scale, but it goes the other way. That was Walmart. And one of the interesting things about it is that this really can delineate where the watersheds are. It’s pretty good for that. The watersheds are actually within the boundaries of all those areas of the -- I should have a watershed on top of the pipes so I can see it. So, it’s pretty interesting. And when they did the Mill

Creek study, Mill Creek really has a lot of water running through it. It has 61 square miles. So, it’s a lot that comes down through there. But there’s water passing through all these different areas. Another thing that you can do which might not be your favorite thing, but if you found pollution, you know, right there, hopefully I hit it, you could trace it upstream and see where co uld it have come from. It’s a little more problematic, because --

I missed the pipe. I’ll try it again. I know what I’ll do, I’ll zoom in on it. Oh, yes. See, it traced it just underneath the highway. So, if I pick pipe, it goes right here. I mean, part of the stream. Say we’re by the bridge there. Hopefully that’ll trace it and you can trace it upstream. Yeah. There it goes.

COUNCILMEMBER DISTLER: [INAUDIBLE]

MR. GREGORY: Yeah.

CITY MANAGER GONZALES: It could have come from anywhere.

MR. GREGORY: Exactly.

COUNCILMEMBER VAUGHT: [INAUDIBLE]


MR. GREGORY: Now you know why I get paid.

COUNCILMEMBER NEIGHBOR: Paid the big bucks.

MR. GREGORY: We did have one incident where soap suds were appearing on a big pond and we said, well, we just got to find it. And so we walked and walked up in there and there and we finally found that some guy was cleaning wooden fences with this spray and it was just going right down the drain causing soap suds in the Lakecrest or

Lakeview.

Well, let

’s see. I don’t want to take too much more time. So, those are some of the tools that we have. But we have other tools that are even -- that are really the basic tools that we use. So, let me just first clear these flags off. And what I’m going to do is -

- let’s see. If I pick a different tool, and you can see we all have to become experts in running this program. So, it’s hard to always have that. I should have picked out a good spot to do this. But whenever we do an inspection or anything else, we connect it directly to the structure that we have inspected and photos, the reports and videos. And then all those are interconnected so that we can quickly analyze things that are going on and keep some sort of order, because we have 10,000 of them. So, what this is, is all the pipes that we have already videoed, and I’m sorry, I got this changed on me a little bit. All right. So, I’ll just put that right there. Now, you can see where all the pipes are that have been videoed in this area anyway. And then that helps me to pick out a pipe so I can show you some of the other things. So, all these red lines are ones that have been videoed. So, if I select on it, it gives me some information if I pick the right layer. Let’s do that again. Okay. So, that little section there, I’ve picked it and it tells the elevation and the size, the kind and we even guessed at how old the pipes were by seeing when they were built with their subdivision. And then you can come up here and look at the inspections. So , this had one inspection, and there’s the information. It’s in that file. That file comes up and you can see that it was all -- conditions were all one, which means that’s the best. And we could click on that then hopefully. Oh, it’s because of this.

They switched the program on me. So, I don’t have it connected, because probably the database isn’t there. But I’m going to get to it quick. Hold on.

Let me see.

CITY MANAGER GONZALES: It’s all right, Mike. It’ll take a ton of time.

MR. GREGORY: Yeah. It’ll take too much time. But what I was going to show you was a video and show you the information we get from the video company. And we use Ace

Pipe Cleaning and A-1, they do good jobs since we trained them. And that would be all

I was going to show you on this. Let me go back to my PowerPoint, which I promise won’t take too much longer.

COUNCILMEMBER NEIGHBOR: Mike, just a second here.

MR. GREGORY: Yeah.

COUNCILMEMBER SAWYER: Mike, I just have one question while we’re on the map.

MR. GREGORY: Yes, sir.


COUNCILMEMBER SAWYER: I know we’re supposed to wait till the end, but --

MR. GREGORY: No, no, that’s okay.

COUNCILMEMBER SAWYER: Say you detected something coming into one of our pipes and --

MR. GREGORY: Uh-huh.

COUNCILMEMBER SAWYER: -- we’re down -- say we’re downstream from Lenexa.

Does Lenexa basically have the same thing that they can click on their pipe and look for it --

MR. GREGORY: They can.

COUNCILMEMBER SAWYER: -- or vice versa, it’s going from us to them?

MR. GREGORY: Uh-huh. Actually I even have their whole system on our system.

COUNCILMEMBER SAWYER: So, Merriam and Lenexa --

MR. GREGORY: I can pull it up too.

COUNCILMEMBER SAWYER: -- around us has it. And, of course --

MR. GREGORY: And if you go to the county website --

COUNCILMEMBER SAWYER: The rest of this us is covered by the river, so I’m sure the feds would have our deal. Okay.

MR. GREGORY: Yeah. It definitely is. And we all have the same regulations. You know, the county, we all got together through SMAC, the SMAC program, so we would all have the same pollution regulations and the same methods. And we all use the same mapping programs and everything through the county. And so we’re very interconnected and it really works real well. So, let’s see. Okay. So, you can ask me some questions later if you like about that.

The important thing about the pipe system condition, the system’s condition, we figured out since 35 years or so for a steel pipe, 50 years for a reinforced concrete pipe. We estimated the ages of all our pipe and so we figured there was about 23 miles or 13 percent of the system was way older than it should be to continue. So, we’ve done estimates on that and figured out the cost. B ut now we’ve had about three or four years of pipe viewing and we try to go for the older sections of town and everything if we could. Although we’ve been working hard on other important areas like the arterials and all that. We found now that there’s about a little under five percent of the pipes are bad and need to be replaced immediately. So, that means there’s only about 45,000 feet of pipe that needs to be replaced, 4.9 percent, not 13. And that’s really good news. We were glad about that. The estimated cost of doing 45,000 feet of pipe is about 25 million just to hear -- just to see what that is.

COUNCILMEMBER NEIGHBOR: That’s a pretty good junk.


CITY MANAGER GONZALES: That’s the parallel slide to Mark’s 39 million on the streets, you know, if we won the lottery. That’s the --

MR. GREGORY: Yeah. I’m not suggesting we take care of it --

COUNCILMEMBER VAUGHT: You’ve got to play to win.

COUNCILMEMBER PFLUMM: I was just going to say what lottery are we in?

CITY MANAGER GONZALES: I do n’t know. If we got one, let me know.

COUNCILMEMBER PFLUMM: So, are you -- that $50 million, is that to replace like with like or are you talking about concrete or are you talking about using something like

Insituform or --

MR. GREGORY: Well, we use, and you might have heard, we use any kind of pipe lining or similar methods. And we tried a lot of them out last year. We had quite goodsized projects last year. And so we’ll do -- we’ll sleeve the pipes if they’re in still good enough condition. We can line them and then we save some money and disruption to the neighborhoods and streets. If they’re wrecked out like that one there is, you know, then we have to pretty much just pull it replace it. And our standards now don’t even allow steel pipe in the City. We’ll put in only concrete. And we also allow polypropylene pipe, which is a higher strength, kind of like a water pipe. But those both will work good and, you know, I’ve always -- in any project we’ve done and all of our SMAC projects and al l those different things, we always use concrete, because it’s under the street.

You need it to last a long time. And ag ain, that’s just for the pipe.

Now, our field crews, they do a lot of maintenance. We have two field crews and one field crew that does jet-vacing. You can see a picture of him doing that. That’s Brian.

And last year we did, for a system cleaning you’ll see the numbers of CSRs we did and inlets we cleared. And they cleared clogged up pipe, 6,600 feet of it, a little over a mile.

Actually 1,000 feet over a mile. And then the maintenance crews, they completed a lot of Citizen Service Requests and they replaced 1,100 feet of pipe and ditched 1,900 feet of roadside ditches. And it’s just a never-ending kind of work that we do to keep the system running. Because as long as the system is running, it can keep people from flooding and their property looking junky and all that.

Another thing that we do is clean out sediment that builds up naturally at all the culverts that go under roads. And that’s just the way it is. And this is over there by Nigro’s. And we clean it out about every three or four years. We have come up with some plans to help it not clog up as fast and to keep it a little more maintenance free. So, we’re going to start implementing those pretty soon.

On our inspections, we’ve done four years of inspections, but here’s our little list of

2012, 2013 and what we plan on doing. We plan on doing about 45,000 feet a year, 8.2 miles of videoing. And last year we weren’t able to get that much. That’s partially because of the cyclical nature of our work and the jobs build up and then we

’re busy doing everything else. You can see that planning on inspecting structures, 1,900 more.

That should finish up our first time through all the system. And the way that we do that is getting better and better all the time. We use iPads we bought last year. We used to

Page 23 COUNCIL COMMITTEE MINUTES March 4, 2014 use these small surveying units which you could enter in data on. Now, we use iPad and it works with a Cloud server and we probably, just getting those iPads and the cost of doing the server, we probably save five times or three or four, five times the cost of them and many weeks of consultant work or different things, because it just speeds up the work, it’s way more accurate and it was the greatest thing. It was a no-brainer. So, you can see we’re doing around 35 to 37 pipe locations every year. And we have identified quite a few of them. Next year we’re planning on 45 inlet repairs. This year we’re working on -- well, rather next year we think we’ll find 45. This year we’re going to do 75 inlet repairs. Part of those have come from previous years when we -- we just ought to be good to clump them together with some other projects so we’re getting them done now.

Some of the needed projects that we’re going to be working on. This next year we’re budgeted, well, actually this number changes all the time, because we find certain work that needs to be done. As you remember, we had -- last year we did 37 locations and we tried out all those methods of lining pipes or replacement and it’s worked out real well. And we haven’t bid against each other. And some of them we thought would really great, they turned out to be a lot higher than they said they thought, you know, than they estimated, so we just dropped them.

So, last year we were able to do 37 locations, 17 structures. And we also had to do the

65 th and Flint emergency pipe repair. And then we had another large pipe replacement at 15500 Johnson Drive. So, those two took a lot of our effort as we were going along.

And we didn’t find either one of those through our systematic system. We just found holes in the pavement, it started caving in and we found out what was wrong. So, we got right on them and we did have enough funds to take care of it. We also found

Johnson Drive and Widmer project, which we think will cost about 1.7 to 2.2 million depending if we line it or if we replace it. And then there’s a Seven Hills Lake pipe replacement. There’s a large pipe that empties into Seven Hills Lake and it’s starting to collapse. We only maintain about a hundred feet of it as it goes upstream, but that’s the part that’s collapsed.

Here is the picture of that 65 th and Flint repair. You can see the sinkhole that happened there, or settlement. People got pretty excited when we called it -- when somebody called it a sinkhole, because they thought the whole thing would fall in and they’ve heard a lot of sto ries. It would fall in, but it would fall in those ten feet. So, there’s some bad pipe and the pipe was rusted on the bottom and it started pressure folding in on itself like this. So, it was kind of a strange thing. You can see how deep it was right there. And then it really was a good price we got for it. We got the pipe from -- we put in some 96-inch pipe and it was leftover pipe from the racetrack when they built that.

So, we got a good deal on that, too. And it cost upwards of about 400,000. From the time we found it to the time we did it was about eight or nine days. So, that was pretty good. The engineer worked with us quick. We got some surveying and that worked out well.

Here’s Johnson Drive and Widmer. And just showing you the location of it. We think we could patch some of the worst spots and limp it along until some, you know, for a year or two. And so we think a proposed schedule would be designed in 2014 and build it in 2015. Of course, we don’t have any funding for that at all. And it’s a very large pipe, 71-inch by 103-inch arch pipe, and we would replace it with a big large box culvert or line it. The lining would work just as well.


Funding for the program is pretty simple. We have the Stormwater Utility Fee, 1.8 milli on. We get 450,000 from the General Fund. And there’s always a little fund balance that comes through, because we have contingency money or things like that that don’t get spent, and that balance comes over, or a project is delayed or something like that . So, we just move those projects over to the next year. This year’s budget is going to be 2.68 million. And that’ll leave us with a short fund balance, but we’re planning on from now on having around 50,000 a year.

You’ve seen this slide before. This is a ten-year look at what our maintenance costs would be for a 22year level of service of inspection and repair. And that’s about the level that we’re inspecting, about 45,000 feet of pipe. That puts us around 20-22 years of cycle for getting through the City. And then the repair costs for anything that we would find in there based on our 4.9 percent, that’s what’s showing, you know, in this column.

Then here’s our forecasted funding, which goes up a little bit at a time. And then here is the funding gap. And what I show here is just an average, 2 million, 2.1 million a year average unfunded, unmet funding, unmet need there. This is a little chart just to give you a graphic little view of it. The red is the need. The blue is our funding and the dash line is at 2.1 million.

And just to say what we would do about it, how could we solve that gap, the Stormwater

Utility Fee, we’ve had for seven or eight years. It has not changed since then, since we started it at $3 per month per equivalent residential unit. What we need to do to meet the 22-year level of service would be to increase a range over the ten-year period of

$3.4 up to $5.5, and that would cover the cost for, the increasing cost for doing the 22year level of service. And that’s been my presentation. Are there any additional questions?

COUNCILMEMBER NEIGHBOR: Are there any questions from the audience?

Michelle.

COUNCILMEMBER DISTLER: When you mentioned that sometimes the utility companies thread it with their boring equipment, do they repair it?

MR. GREGORY: Yes, they do.

COUNCILMEMBER DISTLER: Okay.

MR. GREGORY: What we do is first thing is we identify all the problems, then we sort them out. Okay. All these can go to the utility companies and we give them to our guy that handles that, Kenny Khongmally. Then we find a whole bunch that are just clogged up pipes and trash, then we give them over to the field crew to get it with the Jet-Vac.

Then we take the rest and we prioritize them and then decide we’re going to take these, so many of these and try to do a project, and also, it just depends on the priority level. I mean, if they’re falling in, we’ve got to do something. And so it’s a lot of data and juggling. And what I’m hoping we can do is to continue looking at all the data and not just look at the new data but keep it going. That’s why we’re going to do 75 inlets this year, just because of the opportunity to get that done.


COUNCILMEMBER DISTLER: So, we make sure if they break it, they fix it.

MR. GREGORY: They do. And they do fix it.

COUNCILMEMBER DISLTER: Okay. Thank you.

MR. GREGORY: It’s pretty good. Well, even we fix it. We had one street light that went through a storm drain that we found. But I won’t talk about that.

COUNCILMEMBER NEIGHBOR: Anybody else have any questions for Mike? Okay.

Thank you very much.

MR. GREGORY: Okay. Thank you.

COUNCILMEMBER NEIGHBOR: Good information

4. UPDATE ON PUBLIC WORKS TRAFFIC PROGRAMS.

COUNCILMEMBER NEIGHBOR: Okay. The final item on tonight’s agenda is Update on the Public Works Traffic Programs. Over the last year Public Works has worked to define and cost out City programs. Mark Sherfy, Transportation Manager, will present informat ion about programs associated with the City’s traffic infrastructure. At our workshop a few weeks ago we reviewed the status of the priority-based budgeting project, and this is a preview of how program costs will be presented. This presentation is for informational purposes. Again, please note your questions and Mark will answer after he’s done. Mark, it’s all yours.

MR. SHERFY: All right. Mike is giving me grief about my streetlights and then he closes my presentation. So, pay backs are heck right now.

I’m very excited about this presentation, because we’ve never done it since I’ve been here. And a lot of these traffic programs didn’t exist before I was here. So, some different things here. I’m sure you’re going to learn something that you didn’t know about our traffic programs. For the most part there isn’t much -- we’ve talked a little bit about streetlights over the past couple years and we certainly started a sign program just last fall. So, I want to talk a little bit, and it’s all wrapped around that priority-based budgeting discussion. There are 36 programs to the Public Works Department and we’re going to cover seven of them here today. And I’m going to try to go through them quite quickly and show some of the preliminary dollar am ounts that we’ve found so you can get a feel for how the 8 million or so public dollar, Public Works budget is spent towards those 36 programs. It’s actually quite interesting.

Thes e seven programs, the ones we’ll talk about tonight, it’s about 1.8 million of that 8 million right here, these seven programs, which is a little surprising. A lot of these things we don’t talk about a lot. I’m also very proud of the four individuals in the Public

Works Department who do this work. That would be Duane and Max and Darrell and

Devyn. They know our system like the back of their hand. Not only did they fight snow all weekend long, yesterday and today, they’re trying to work towards getting streetlights and streetlight poles back up and many of the signs that get knocked over in a snowstorm.


So, here are the seven programs we’ll be speaking about, Traffic Signal Maintenance,

Flashing Beacon Maintenance. I’ve kind of lumped those together tonight, because they’re somewhat similar and interchangeable. Streetlight Operation and Maintenance and Cable Locating. Cable locating is something the Council only hears about when we approve the contract every three years or so. So, I’ll explain that in a little more detail.

Sign Maintenance Program, that’s pretty obvious. Pavement marking is pretty obvious.

And then the last one is Traffic Engineering.

So, I’m going to do it a little similar to what Mike just did. Here is the City of Shawnee.

And sometimes when I’ve given presentations to people in the public, I ask them how many traffic signals are there in the City and they’ll usually say hundreds of traffic signals. Well, the answer is there’s only 62 traffic signals in the City. It just feels like they’re all on your route to work. You see all the ones that are in Shawnee Proper are green for the purpose of this presentation. That’s the way I like them. That’s why I’m wearing green. There are two that are shared with the City of Overland Park. This is

75 th and Switzer. I made that one yellow and I made 79 th and Nieman yellow for the

City of Lenexa. We have data on all these traffic signals. We have the ones that are on

Operation Green Light corridors which is Shawnee Mission Parkway from Pflumm to I-

35, Quivira Road from Shawnee Mission Parkway to 75 th Street and 75 th Street from

Quivira to the east -- to Switzer to the east. Those are actually ones from my desktop computer I can get real time information about those traffic signals. I can actually also change them from my desk. I don’t do that, because I like to see what I’m changing when I’m watching it. And that’ll be a part of the discussion here tonight, some changes that’ll be coming in that direction. Well, the rest of these, those guys I mentioned, I mean they’re going out and they’re fixing them anytime something goes wrong. And some of them behave a little worse than others. And certainly we all have our favorite ones and our least favorite ones.

Along with traffic signals we have our flashing school beacons. There are 44 flashing, and actually other beacons too. We have a beacon on Johnson Drive that’s not for flashing schools. Folks don’t realize that each of these beacons has to be programmed manually by hand. And while some other municipalities have it all on their fiber system where they can push a button and send the times, we don’t have that fiber system. So, we spend about 40 hours in a year, usually right when the school calendars come out, and we will hand-program each, takes about an hour, to do each of those beacons. We literally drive up to them with our truck, get the stepladder out and program our beacons. It’s a very efficient way for us to do it. It’s probably cheaper in the long run -- in the short run over more fancier systems to get that done. But every year we have to reprogram with the new school schedule. So, those are our flashing beacons and our traffic signals. Okay. Sixty-two signals, forty-four beacons.

Last year there were 125 Citizen Service Requests that turned into work orders. I really ought to add that here that were citizen-initiated work orders on these, in addition to all the proactive maintenance that we do on a monthly basis. So, we have -- with the program itself, we have the maintenance and the timing of those signals that are done by our staff. Every one of those traffic signals is inspected on an annual basis. We do that for liability purposes to make certain everything is working the way it should.

We completed an LED and countdown pedestrian, the countdown walk and do n’t walks that everywhere now. We completed that last year. We actually put our first LEDs into our traffic signals in 1999, so we’ve been doing LED for a long time on traffic signals.


The reds, yellows and greens were all LED about four or five years a go. It’s just finally over time, a little bit a year with our staff, we’ve been able to get all of our walks and don’t walks to LED. On average, of course, Shawnee Mission Parkway and Quivira has a lot more signal heads and a lot more light bulbs in it than say a pedestrian signal at

Nieman Elementary, but on average, it’s about $700 a year in power to a traffic signal.

So, considering everything that’s going on there, they’re pretty efficient with the LEDs.

We also, with our existing budget -- over t he last ten years, we’ve tried to get all our traffic signal controllers to be the same type of controller. That’s not where we were circa 1998. There were several different controllers. That was difficult for staff, because we had to have many controllers on our truck to do maintenance and many other parts in those cabinets. So, of course, we get them all standardized and now we need to start working on that process again. The new signal at Shawnee Mission

Parkway and Noland and a couple of the other new ones, we have a newer system in place. And over time we’ll start retrofitting those out. The average age of our traffic signal controller is about 20 years. They seem to work quite fine. The problem is they don’t work them anymore. We have quite an inventory of parts that we would need.

But to be smart we need to start moving with technology and we are. Not asking for any lottery winnings here at all. We’ve got it all handled in the current budget.

We do work a lot with Operation Green Light.

We haven’t talked about that to the

Council in a while. But that is a regional effort. There’s 680 signals now in the City that are timed across jurisdiction borders and a bunch of us traffic engineers get together every month and work out those issues . A really good program, especially if you’ve ever been on Shawnee Mission Parkway heading to the Plaza, it’s very -- it runs quite well. Once you’re on and getting going on the Parkway, most hours of the day it’s very efficient and a wonderful concept of working through jurisdictional challenges and communities that don’t have any technical people for signals. So, our cost for that program is around $13,000 a year. We budget that every year. It’s money well spent, because the timing plan for Shawnee Mission Parkway is 50-60 grand by itself to get something like that done. So, very appreciative of Operation Green Light.

In the future, Operation Green Light this year has secured grant funding to put three cameras on Shawnee Mission Parkway. I’ll back up a minute. There are some -- there are cameras in the City. We have detection cameras. There are detection cameras right here at Johnson Drive and Nieman. So, when you see a camera in Shawnee that is only a detection camera. There is no recording. There is no pan, tilt or zoom. All that is is a camera that’s looking down on the pavement and detects a motion as it comes towards it. It’s a motion detector if you will. We can’t move it. We can’t read a license plate. Never would, never will. Tha t’s not what that’s designed for. Most of the cities our size and many less have detection cameras and they also have surveillance cameras. The nice thing about a surveillance camera and the three that Operation

Green Light is going to pay for and put in for us, one at Shawnee Mission Parkway and

Pflumm, one at Shawnee Mission Parkway and Quivira, one at Shawnee Mission

Parkway and Nieman, is to help them help us with our timing plan on Shawnee Mission

Parkway. That’s the primary reason that those are out there. That doesn’t require their staff that’s situated in Lee’s Summit at the MODOT building, which has shared part of

OGL with KDOT. That allows them to do work and help us with our plans without having to leave their office. We will see those probably sometime this summer and we can certainly bring you an update on those.

COUNCILMEMBER SANDIFER: Who has access to them?


MR. SHERFY: The Kansas City Scout, Operation Green Light would have access to that. I would have -- the Public Works Department would have access to that and the

Police Department would also be able to have access to that if they were interested in that, which I believe they would be, so would have access to those cameras. Good question. The other thing on the future, it’s not really the future, it’s the present. Mickey wants access.

COUNCILMEMBER PFLUMM: Yeah. I was just going to wave to you when I was driving down the road.

MR. SHERFY: I can guarantee you I don’t have a lot of time to watch those things, so I

--

COUNCILMEMBER VAUGHT: [INAUDIBLE]

MR. SHERFY: Yeah. We actually have stopped using the detection cameras. We were doing that on a lot of our projects from about 2004 up until about 2012. Shawnee

Mission Parkway and Noland, we didn’t put the detection cameras in. We went back to the tried and tested loops in the pavement. Another intersection that we done, it may be at Shawnee Mission Parkway and Woodland we might use radar. We’re trying different technologies. The issue has been with cameras, we’re finding from a staff level that we have more maintenance calls and more intermittent problems with a camera, because things like fog, things like the shadow of a truck into a left-turn lane, birds, all sorts of different issues. White vehicles on a foggy day, dark vehicles at night without their headlights on were giving us issues with the cameras. And a loop is a loop and they’ve been working well for years until they’re severed. And Johnson Drive and Quivira is cut right now. That’s why that left turn lane comes up. We’ll get that fixed when the mill and overlay comes through. But anyway, more detail than you probably needed to know there. We’re moving away from detection cameras for now. Certainly trying new things.

We put a flashing yellow arrow in at Shawnee Mission Parkway and Noland. That’s the only one in Shawnee. Our neighbors to the south have them everywhere. There is a cost to putting those things in. It requires that newer controller that we haven’t moved to. While I’m a fan of flashing yellow arrows, they really don’t do anything differently than what I call a four-section head, a red, yellow and green arrow with a green ball, if you will. Midland and Lackman is a four-section head, all four directions. You could replace the green ball with a flashing yellow arrow, you have the exact same thing.

Shawnee Mission Parkway and Noland, we felt with the lower volumes we expected to see, although enough volumes to warrant the traffic signal, we felt that that would be a good opportunity to produce our first one to the City. It was also a new traffic signal where could get the new controller. So, we’ve placed that at Noland. We want to watch the accident history on that as that Shawnee Plaza site picks up. We want to make certain that we aren’t creating any accident potentials or hazards. But there’s opportunities, in my opinion, for one or two other locations on the Parkway for those flashing yellows. Not anywhere where we have double left-turn lanes, but some of the single lefts at something like Charles or perhaps Goddard for instance. Flint, I’m not quite so certain on, because of the closeness of the other road. But I do think that drivers will appreciate those once we can confirm that there aren’t any higher risks for accidents.


So, all these things we’ve talked about, the materials, the part of our budget that goes to replacement parts, the energy costs for our signals, any contracting work we do, we don’t cut loops. If a loop is fixed, we have to have that contracted. And the employee time, which is really less than one full-time equivalent employee, the program costs

$198,000, which is around $3,100 a traffic signal. We’re pretty pleased with that. I think that is very difficult to beat. Okay. Any questions about traffic s ignals, because I’m going to move on?

And we’ll turn off the signals and we’ll talk about the streetlights. There are 6,000 streetlights in the City of Shawnee. The yellow ones are the City of Shawnee owned ones. The red ones are Kansas City Power & Light. Purple is Westar. A couple orange ones that are private in there. All of the red ones are on 30-foot poles. Some of them are very old poles. We’ll talk in just a minute here about the challenge of the

KCP&L poles. But the yellow ones are certainly ours. And let me just zoom in a little bit. I will pick Grey Oaks just because it’s all our system. All right. Between all of our streetlights there has to be a wire. And folks don’t think about this too often. There’s a wire connecting all of t hose. And the little green boxes, there’s 227 of these green boxes. There’s all sorts of green boxes around the City for Southwestern Bell and other things, but we have some green boxes that power our streetlights. They have the photocell that when the photocell activates on that box, all the lights in that circuit come on. The reason I show all that is it adds up being there’s the 6,000 streetlights. There’s

160 miles of that conduit and wire in the ground and the 232 streetlight controllers.

That’s the streetlight program that we maintain, but I also mentioned cable locating.

Because we have and maintain a utility in our streetlights, we’re required by state statute to be a part of the Kansas One-Call system. So, anybody digging an address along anyplace we have one of those wires will send an email to us saying, hey, I’m getting ready to dig in three days, please go mark your wire. In 2013, we had almost

8,000 cable locate requests. We manually or we do in-house all the screening of those

8,000. And actually because we know what side of the street our wires are on, about 50 percent of those we look at it, we compare it with our map and then we don’t do anything with those. We know it’s on the other side of the street. If there is something on our side of the street, then we’ll send it out to a contractor to go locate that. We have found -- last year I think it was $30,000, our cable locating program cost. That’s a fraction of what some of the cities cost. When other utilities come in, certainly those come up, development increases, our number of locate calls come up, but 8,000 last year is a pretty sizeable number. It’s about 30 a day, but we manage those very quickly in about an hour of time every day, each and every day of the year. It’s something our program, our division does. Also the streetlight program tends to have the most Citizen

Service Requests. There were 950. Now, that actually includes any phone calls that come in for Kansas City Power & Light lights, too. Most of the public will call us for any streetlight that’s out. We’re fine. We’ll make certain that KCP&L fixes those, too.

Highlights. We’ve been doing the streetlight inventory now for three, maybe four years.

We did it last October. I haven’t brought those numbers forward till now. I think we were talking about doing this presentation late last year. But it’s okay, we’ve got it now.

We had a good year in 2013. We found 98.6 percent of the lights to be on. Our stated goal is 96 percent. Before we started having a goal, we were at 91 percent. So, we have done great strides in the last couple years keeping our lights on. And then the other performance management number we have is our working day repair average.

We slipped a little bit. Last year we were at five working days and this last year we

Page 30 COUNCIL COMMITTEE MINUTES March 4, 2014 were at -- two years ago we were at five. Last year we were at a little over ten. Our goal is ten. Two weeks after it’s reported to get it repaired. There are a number of things that contribute to that. What we did to bring the number down when it was at about four weeks several years ago was add some contracting dollars in our contracted maintenance. But things like winter storms such as now really do put us behind quite a bit, so.

I’d be remiss to not talk about thinking about the future. And that is actually here today.

For the last couple of years, at least for four years now we have been trying to find ways to take a look at more efficient lights, just like everybody else. The majority of the City’s

4,

000 lights are high pressure sodium lights. We’ve been using that technology for 15-

20 years, even longer. There are now in Shawnee, of our 4,000 lights, about 225 that are of induction or LED technology. We’ve been putting those on our capital projects,

Johnson Drive, Blackfish Parkway. Shawnee Crossings was a grant several years ago to put in some LED lights. And then we’ve been doing some induction streetlights just most recently at Shawnee Mission Parkway. There’s a piece at Woodland Road that has them. Hidden Woods subdivision, we’ve been testing three or four different types of lights. In each case we’ve been finding that no matter what induction or LED light we use, we’re saving about 45 percent energy. On average with the different types of lights we have out here, it’s about $70 a year to run a streetlight from an energy standpoint.

We can save $35 a light. At 4,000 lights that’s about 120 grand we can cut out of the budget. The problem is, is that the LED and the induction lights are very expensive.

We can buy a high pressure sodium lamp for $21 when it burns out or we can do a retrofit kit for a light for about $300. The benefit cost isn’t quite there yet. What we want to do, and what we’re doing here next month with our City specifications for streetlights, is we’re not going to allow high pressure sodium lights to be put in anymore. We are going to require developers to put in an induction -- approved induction or LED light so that we’re having somebody else bringing in that cost and it’s something that we can maintain hopefully with less overhead than the installation. But we do certainly want to be making more headway in that direction.

So for the future there’s two big challenges to the streetlight program. One is the purchase of the KCP&L owned lights. Of the program costs about 40 percent or 45 percent of the program costs right there at the bottom is coming from the 2,000 KCP&L lights. They cost almost as much as our entire program. So we know for our 4,000 lights being roughly the same cost, we would like to look at ways to purchase those.

The last purchase price that we were given a couple years ago was $1.8 million to buy their lights. The majority of those are over 25 years old. So, not only after we purchase them, then we have to figure out how we’re going to change those things. And a normal light is $3,500 apiece to put in into our system. And that would be a high pressure sodium light. To make it an induction or an LED light, you’d be looking around $3,800 per light. So, you have this $1.8 million purchase cost and the $6-7 million improvement cost. We haven’t found a great way to make that work yet for us. It’s certainly going to be a challenge going forward. A lot of these KCP&L lights are also on those streets that don’t have curbs and sidewalks. And as we look into the future or dream about curbs and sidewalk things, we also have to address this streetlight issue. And then the other challenge, I think I’ve hit on it enough, is retrofitting our own lights. We know we could save some money on that. We really need to find the right lights and hope that the market brings those prices down or look at ways to leverage that funding, which we’re doing as much as we can.


So, the streetlight program cost is a little staggering. It’s a little bit higher than most people would expect. $1.1 million for the energy to these 6,000 lights. Actually to our

4,000, the lease for KCP&L’s 2,000, our materials and about 1.1-1.3 full-time equivalent employees on our si de plus our contracting. So, it’s a bigger program. There’s no doubt about it. Any questions on the streetlights? Okay.

COUNCILMEMBER NEIGHBOR: Yes, Neal.

COUNCILMEMBER SAWYER: I always like to weigh in on streetlights, Mark, you know that.

MR

. SHERFY: I’m ready.

COUNCILMEMBER SAWYER: No, you don’t have to be ready, because, hey, the last year and a half, I think you’ve done a great job. And I mean I started complaining I think when it was down and around the 90 percent that we were in the dark.

Last fall at Seattle, one of the things I went to was the conversion of LED lighting streetlights that Seattle is doing. Of course, Seattle owns their own power company so they get a lot more -- can justify a lot more savings by switching to LEDs. But it was quite interesting that, you know, they --

I’m not sure where they got some of the grants but they got some grants. And I think we’ve got a grant or two that in some districts they were able to switch all the streetlights to LEDs. And it was amazing that they chose to do -- one of the areas they chose to do had a lot of nighttime restaurants and bars and entertainment. And it was unbelievable to me that they can program -- they program them at midnight to become very bright. They can increase the brightness by

25 percent and they leave it that way till two or three o’clock in the morning and then they drop the levels back down. And it had a two-fold effect. Yeah, you use a little more energy, but it also cut down the crime. And so that was interesting.

But LEDs, you know, they’re the thing, an item that’s coming. And then the other thing is,

I think that we’ve all been frustrated with Kansas City Power & Light with -- I’ve had a couple of citizens complain, mainly around Old Shawnee Days Parade that they get next to a light down here on Nieman Road and the inspection plate is missing, I guess or one pole that I was sent a picture of, it wasn’t missing, the whole thing was rusted out. So, I don’t know how to -- we really have probably no leverage in our rental agreement with them to keep their poles safe and well-maintained short of us saying, oh, yeah, we’ll replace that pole, because it’s not --

MR. SHERFY: Yeah. A couple years ago --

COUNCILMEMBER SAWYER: But, yeah, we wouldn’t allow them -- and here is my -- we wouldn’t allow them to install that pole that way --

MR. SHERFY: Right.

COUNCILMEMBER SAWYER: -- because it wouldn’t meet the electrical code. So, I struggle with, you know, we pay a lot of money for Kansas City Power & Light streetlights, and rightfully so, and we can’t afford to replace them. But I think it’s something that we have to look at in the future, because as these poles get older and older, they’re, you know, all the areas around them are going to start rusting out at the

Page 32 COUNCIL COMMITTEE MINUTES March 4, 2014 bases. They’re going to -- and I don’t know. Do they have a program that they repaint them ever?

MR. SHERFY: We have sent information to them in the past, including some pictures of some. Usually when we tell them which ones need to be replaced, they do tend to get to those. And then they have inspected their poles and assured us that there aren’t any structurally compromised -- okay.

COUNCILMEMBER SAWYER: I know they don’t have a program to repaint, because

I’ve lived at my home for 39 years come this next month.

MR. SHERFY: Yeah. That’s why the City poles are aluminum.

COUNCILMEMBER SAWYER: And the pole was put up when they widened the street which was about 37 years ago and it’s never been repainted. So, however, it’s not r usted out. It’s probably one of the newer ones. I do get frustrated at Kansas City

Power & Light. I think they have a program where they come by and drive their area lights, I’m told -- I believe you told us once a year.

MR. SHERFY: Yeah, they do. They actually drive every month and they fix their lights at night. So, they have probably a better response rate than the City does.

COUNCILMEMBER SAWYER: But I think they must drive through pretty fast, because there’s some lights around in my area that, you know, they’re on and then they go off.

And that’s usually either a bulb or a ballast.

MR. SHERFY: Right.

COUNCILMEMBER SAWYER: Most of the time it’s the ballast. So, those are frustrating. The ones that we own I believe we do a great job with now. We might have not done quite in the past. But I just wanted to compliment you and your staff that, hey, and all the other departments that help you maintain these lights.

MR. SHERFY: Right. We have some better systems in place and the Police

Department helps us out quite a bit now, so.

COUNCILMEMBER SAWYER: And I appreciate that. So, I wanted to say that in the open, because I was very critical of the other.

MR. SHERFY: Well, thank you. We’ll pass that along.

COUNCILMEMBER SAWYER: All right.

MR. SHERFY: Signs isn’t quite as much fun. But because we brought it forward to you last year -- whoops, there’s no parking -- last fall, and it was a little bit more expensive than we guessed. And I wanted to show you some of the fruits of that labor. And I couldn’t ask -- I couldn’t say that this -- this program worked out far better than I thought it was going to. I believe that was August of last year. We had somebody, 3M come in and do a sign inventory. They got it done in about two weeks, gave it to us in about two months. Since that time we now know we have 13,000 signs in the City. We have a picture of every single one of them. Our GIS folks have been able to map them all out

Page 33 COUNCIL COMMITTEE MINUTES March 4, 2014 here for us and give us some representation like we’ve never had before. On top of that, we’ve also then implemented the iPad system that Mike was talking about. Our sign crews now as they do maintenance, they’re doing maintenance and tying the records right there in the field. A wonderful advancement for us. So, I won’t spend a bunch of time on it here. I mean, we can go in a neighborhood, we can see the stop signs. We can see the speed limit signs, the no parking signs, which is really helpful in finding out what the history is on those, the school signs. We can do an identify on any one of these signs and see the picture. I’ll just do one here. I didn’t think that the photographs were going to be overly helpful when they were added to the scope of that project, but I was wrong. There is probably 250-300 special signs out there that have unique lettering on them, that it sure is nice to have that digital record. Not so much on the “Speed Limit 25,” but it’s been a good program for us.

So, let’s talk about signs real fast. We have 13,210 signs. I was guessing 20,000 when

I came to you in August. So, I was pleasantly surprised we had less than I really thought we did. That’s still a lot of signs. They did a daytime assessment for us. They rated 97 percent good in the day. And we found that we had 3,560 street name signs.

These were the big four, 2,000 stop signs, 1,400 speed limit signs, 942 no parking signs. Last year there were 216 service requests that went into sign work orders.

3M told us of all the other places they’ve done sign inventories, 97 percent was really good. They usually find 95 percent. And we had a feeling we’ve always done a very good job with our signs in Shawnee. This is only just to help us quantify that. What we didn’t get for our assessment was the nighttime retroreflectivity assessment. We’re going to do that in-house now, because now we know that five percent are bad, where they’re at and we’re going to drive an eighth of the City every year with our crews to do a reflectivity assessment. So, we’ll get the nighttime. The numbers will be a little lower on nighttime signs. They tend to be okay in the day, but they’ve lost their reflectivity as they age. So, we’re using the data to put to very targeted, very doable annual reflectivity plan together.

And then in the f uture, just like there’s, well, I think I’ve already mentioned that. The program cost here for our less than one FTE and all the materials for a sign program, we make all of our signs in-house, is $97,000.

Pavement marking, I don’t have anything fancy to show on the GIS on that. That’s because it’s a little more of a dynamic critter and there isn’t any federal mandates yet to make us get on top of that. But we knew though we have -- we estimate about 70 linear miles of yellow pavement markings. So, that would be taking a brush and walking for

70 lanes miles with yellow. Fifty-two of white, 750 turn arrows, 217 marked crosswalks.

A marked crosswalk costs about $1,300 to put in, and that’s not even with the signs. If you add a new one, you add the pair of signs and advance signs necessarily for some of them, a crosswalk costs about $2,000 to put in.

Real quickly on pavement marking, there’s two things kind of going on. There is paint.

And if it’s an older pavement, we start to paint it. Any new pavement we don’t paint it, it goes down in a thermo plastic material. It’s actually a plastic that when the asphalt is fresh and hasn’t oxidized, they either put it on the hot pavement. That’s the best way.

Doesn’t always happen. Or we heat it and we melt it into the pavement. That can last for years whereas paint lasts for months. We don ’t in-house do a lot of thermoplastic.


We’ve tried to do some crosswalks in the paint. We end up redoing them very quickly.

If we can, we always prefer the thermo. When we do our mill and overlay projects we put our pavement markings down in thermo . Johnson Drive and Nieman here, we’ve been trying to keep that particular crosswalk nice in paint and it lasts about four or five m onths. If we went and thermo’ed it or epoxied it now, because the pavement is so old, it doesn’t last very long. So, one of the challenges we have with our decreased street maintenance funding is we don’t have a lot fresh pavement out there to get nice pavement markings to stay nice for a while. We’re looking to improve that though with street maintenance dollars and increased money for crosswalks. And in the future, and

I hate to bring this up, but at the federal level, the y’re talking about retroreflectivity for pavement marking, which is not pleasing me too much. We’re talking about that in our professional committees around here. We paint our streets for about six weeks a year.

It’s all hands on deck plus one or two more. It’s a crew of six or seven. And in six weeks we get it all done for about $89,000 for our materials and our contracted crosswalks. Any questions about pavement marking?

All right. The last one, Traffic Engineering. This one is very near and dear to my heart.

It requires a lot of collaboration with multiple departments. Traffic Engineering involves sitting down when the plans come in and where the driveways need to go, where should the roads go. Sometimes what the developer wants to do and what the public really can stand and swallow are very different things. We try to very cordially come to solutions on that. We work with Development Services on those issues as well. And lot of traffic engineering involves communicating with my counterpart in the Traffic division, Sgt.

Baker, on neighborhood calming and speeding and parking issues in neighborhoods, and when do we do a sign, when do we do enforcement, when do we do a knock on a door.

Just quickly on the traffic engineering. I kind of grouped a couple of the main things that we deal with. Neighborhood speeding concerns is probably the most common. I wouldn’t say two weeks go by that I don’t hear a phone call that they’re speeding on the street in my neighborhood. I hear it everywhere in every subdivision. A lot of times it’s people that live within the subdivision. Most certainly sometimes there are some cutthrough streets. But those conversations lead to, can I have a stop sign, can we make this intersection an all-way stop, can I have a children at play sign, do I have enough speed limits signs.

You know, we will certainly look at all of those things. We don’t install children at play signs. Never have. Some of our neighboring communities have.

The main reason for that is what does it do. The speed limit is still 25 whether or not that sign is there or not. And how do we differentiate, I put one in for this request, then I have to put one in for this request, and lo and behold, we’d be putting them in for every request. We don’t really know what we accomplish with a children at play sign. Stop sign, there’s federal -- yes, go ahead.

COUNCILMEMBER NEIGHBOR: Michelle.

COUNCILMEMBER DISTLER: I just remember growing up on my street in the village there was a “Deaf Child at Play” sign. Do we still do those for accommodating?

MR. SHERFY: Yes. We have --

I’m not aware of any in Shawnee anymore.

COUNCILMEMBER DISTLER: Well, like I said, yeah, I don’t know that it’s there. That was a while ago.


MR. SHERFY: Yeah. That one was removed. The one on 47 th Street was removed, because we kn ew it had been up for 20 years and we think the child aged. I’m positive.

I know I haven’t necessarily. But we had one come to Council a couple years ago that got installed, another one over by the village. And they were kind enough to tell us when they moved to Lenexa that they no longer lived here. A week later Lenexa called and said can we have your sign. But I don’t know of any right now.

COUNCILMEMBER SAWYER: You did say yes, didn’t you?

COUNCILMEMBER PFLUMM: Sold it to them.

MR. SHERFY: We gave them our signs, Neal, yeah.

COUNCILMEMBER SAWYER: We didn’t sell it?

MR. SHERFY: I didn’t sell it to them.

COUNCILMEMBER SAWYER: Mark, Mark, Mark.

CITY MANAGER GONZALES:

We’re just like that.

COUNCILMEMBER VAUGHT: I think we should invoice them.

MR. SHERFY: Invoice them now. But haven’t had any come up for a while.

We had every intention of doing a before and after speed study from those signs, but it probably wo uld have been same speed anyway. But if it were to come around, I’m sure we would put the signs up. There are some folks that are offended by those signs, too.

They don’t want to show any differentiation for their child, handicapped child or anything there. Okay.

Here is just a map that the Police Department and I put together of all the places we did speed enforcement. These were ones where we actually spent time on it. There were many other requests that didn’t make the map. But this is where our Police Department is. The green ones are from school, where they have requested speed enforcement by schools. The red ones are in neighborhoods.

Also in Traffic Engineering, I’m almost done, hang with me. On-street parking concerns have been growin g the last couple years. I don’t remember having on-street parking concerns the first five or six years I was here other than by neighborhood pools and by places where people play soccer or baseball practice. Those come up every spring, every summer. So mebody new will come in and say, man, it’s really hard to get by my street. And I’ll say if your homes association would like to restrict that parking, we’ll do that. But again, if we restrict it there, it’s just moving the problem somewhere else on down . And usually, you know, people realize that it’s a nice amenity to have and it actually slows the traffic down, but kids can dart between there. But at some point the kids have to be accountable and the drivers have to be accountable.

But the reason I think this is a growing concern, a lot of neighborhoods -- I’ve heard this story several times in the last year or two. Somebody is moving out and the house is

Page 36 COUNCIL COMMITTEE MINUTES March 4, 2014 becoming a rental and two or three families are moving in with five or six cars. So, streets that haven’t had parking issues for 40-50 years, people are calling and saying my new neighbor parks at the end of my driveway. Anytime we get those calls, and I’ve worked on several of them with you guys over the years, we will make certain from a police and fire standpoint we can get emergency vehicles through those streets. If we can’t, we’re going to address that with signage. But for the most part we ask those folks to work it out with their neighbors. In some cases the Police Department has talked to individuals there. But for us to get involved with posting no parking signs because of new parking habits, we’ve tried to avoid that. So, I wanted to bring that up for your information so when those things come up you knew how we were planning on handling those a little better. Still bring them to us, but that’s how we’ve been trying to -- I think we’ve been very successful with that.

Traffic signal timing. We get those quite often too. We look at every single one of those. The mindset we have is if somebody takes the time to call and complain about a traffic signal it means something probably happened wrong at that traffic signal. And we’re taking a lot of those right now at southbound Nieman and Shawnee Mission

Parkway with the Johnson Drive closure. We have not yet made any changes to that. I saw a huge backup Saturday that I couldn’t explain myself. But if we make a change to accommodate more cars for the southbound left, we’re going to see three or four times that many cars backing up on Shawnee Mission Parkway during the a.m. and p.m. rush hour. Right now that signal is very constrained at rush-hour. So, definitely a challenge with Johnson Drive right now at Shawnee Mission Parkway and Nieman.

And then lastly, this is another big thing that the traffic group does. Every single reported traffic accident is mapped. And we use that for analysis result. We do that for analysis for intersections. We also look at opportunities for safety funding for intersection improvements. There were 851 public traffic accidents last year. So, all that stuff for Traffic Engineering amounts to about $13,000 of employee time. Probably needs to be a little bit higher. And when these things come as a draw out of Traffic

Engineering, other things have to be -- have to slide and wait. So, a lot of responsibility, not a lot of time commitment. And with that, I think we’re done. If there’s any other questions I’d be happy to take them.

COUNCILMEMBER NEIGHBOR: Neal.

COUNCILMEMBER SAWYER: Mark, I don’t even -- I struggle -- I have a question, and

I don’t know whether it’s your department or whether it should be Public Works. It might even be Fire, I don’t know. I know that, and I hate to say this, but, you know, evidentially we live in the snow country now.

COUNCILMEMBER VAUGHT: Global warming.

COUNCILMEMBER SAWYER: Cities up north, I say cities up north, Minneapolis and the like, they go around, I believe in the fall of the year and they put this rod or whatever on top of the fire plugs so they’re visible.

COUNCILMEMBER VAUGHT: So, you can find them.

COUNCILMEMBER SAWYER: So, they know where they’re at. And when we have to pile the snow everywhere. I struggle with that, because there’s a cost to that. But has

Page 37 COUNCIL COMMITTEE MINUTES March 4, 2014 that ever thought of what -- looking at what the cost of that is. And I know the fireman driving down the street at night would sure look -- I know that they probably -- you probably have that on GIS.

COUNCILMEMBER NEIGHBOR: GIS or somewhere.

COUNCILMEMBE R SAWYER: And it’s probably, you can bring it up on the truck. But, you know, seconds are what counts in anything else to help. And I may be talking clear out of my realm of here.

FIRE CHIEF MATTOX: Well, it’s great July conversation. John Mattox, Fire Chief. The first problem we would have was we don’t own any of those hydrants. So, for us to make any alteration to those we’d have to have WaterOne’s blessing and approval.

And they don’t have them anywhere in their system, so I’m sure that would be a monumental task just to get them on board to do that, to put that on their hydrants. But we do have -- every hydrant is in our MVTs, in our computers, in our trucks. And it’ll get you within a few feet of them. And then we do put out when it snows via, you know, the

City’s communication to ask people to dig out their hydrants. And knock on wood, it hasn’t been an issue but it definitely could, especially when they, you know, they get piled deep and then it freezes, then you can’t dig them out anyway, so. If they’re not exposed before it freezes again, then they’re probably useless. But, yeah. I’ll bring that up at the next WaterOne meeting.

COUNCILMEMBER SAWYER: I mean WaterOne, I’ve been there on an issue with work and they’re very congenial. They’re very willing to want to work with you.

COUNCILMEMBER NEIGHBOR: Neal, you’re being sarcastic.

COUNCILMEMBER SAWYER: And they’ll tell you that they can’t. I mean something very simple as moving all the seven different devices that we have to test a year onto one report instead of getting one or two each month for four or five months. I don’t care.

I’ll test them all at one time. Just give them to me. But they can’t do.

COUNCILMEMBER NEIGHBOR: Okay. Michelle.

COUNCILMEMBER DISTLER: Well, I just wanted to praise Mr. Sherfy. I think he’s speaking of the onstreet parking. I think he’s fixed one of the problems, so I wanted to make you aware that where we were having them. The street is three cars wide and they were parking on both sides of the street. So, neighbors would get halfway down and there’s a blind spot. So, then somebody would come around, well, somebody then had to reverse to let the person through and then the day my neighbor went ballistic is he had gone through and he reversed. And just as he was going to let that car through and just as he was going through again, another car came. But I have not heard anymore. So, I believe you have that problem fixed. So, thank you.

COUNCILMEMBER PFLUMM

: What, did you take his driver’s license away?

COUNCILMEMBER DISTLER: Now, it’s no parking on just one side in that blind spot.

COUNCILMEMBER NEIGHBOR: Jeff.


COUNCILMEMBER VAUGHT: Mark, real quick. You talked about these cameras they’re going to put out here. How are those connected to Lee’s Summit?

MR. SHERFY: The same way the traffic signals on Shawnee Mission Parkway are. It’s a combination of fiber and wireless. Actually it’s fiber to I-435. It’s fiber mostly to the

Marriott and downtown Overland Park. Then it goes wireless to Lenexa City Hall. It goes wireless up Quivira to Shawnee Mission Parkway and Quivira and then it goes into our conduit down Shawnee Mission Parkway. We are having conversations, since this project is going to start here this summer, about maybe having those cameras connected directly into our conduit and then making about a six-foot connection I think.

Mel knows the number. But sixfoot to the City’s fiber system on Quivira so that conceivably we could have it on City fiber the whole way and not have to worry about getting it to Lee’s Summit.

COUNCILMEMBER VAUGHT: Then we kind of talked about this from when Mel gave us a presentation on fiber. And this is kind of what I’m struggling with again is, so you talk about the flashing yellows and that we have to go and manually do them, because we don’t have this conduit running to all of them. But is the wireless technology not there enough that a wireless receiver could be put on each one of those beacons and a guy could sit an office and -- I mean, I can do a wireless security system. I can in a building with absolutely no communication. Put it in and put it a cell phone on it and I’ve got a security system that works like any other. Or I can put a gangcam out in the field and if an IP camera out that shoots it up and I can sit there and be watching deer movements sitting in my living room from a camera that’s a hundred miles away. And that’s like walk in Cabela’s and buy that. So, I’m trying to figure out why we need to have.

COUNCILMEMBER SANDIFER: Can you shoot them through it?

COUNCILMEMBER VAUGHT: Yeah. Wish I could. But I’m trying to figure out why -- if that technology is so relevant, it’s store bought, how does that not -- why can’t we use that for the same thing for this?

MR. SHERFY: For the flashing beacons, you’ve got to remember there’s 44 of those.

So, you’re talking 44 receivers everywhere. Ten years ago people were trying cell phones. They were putting a cell phone in all 44 of those beacon and then they were dialing a number and sending it across on a cell phone. The problem was you were paying a monthly cell phone 12 months a year for something that took one phone call a year to set. So, that did allow you when school was cancelled to turn the things off if you got that hotline to the school districts when they decide to do that. But we’ve been still doing it the old stepladder and elbow grease method for the last couple years. So, we didn’t invest in cell phones and have it disappear or had that technology advance.

But, you know, running the fiber, if the fiber conduit was there, you’re just doing -- if it’s in that right-ofway going by that particular flashing beacon, it wouldn’t be very difficult at all to run that up into that controller. So, that’s part of what we’ve talking about there. If the fiber network is nearby, that last little bit is pretty inexpensive and should be technology that would stand the test of time. But I wouldn’t disagree that --

COUNCILMEMBER VAUGHT:

But if there isn’t one there --

Page 39 COUNCIL COMMITTEE MINUTES

MR. SHERFY: The wireless receivers that OGL uses, they’re a maintenance

March 4, 2014 headache. There are things that have to be replaced over time and very technology future dependent, whereas I don’t think the conduit with the fiber in it is as dependent on future changes. It’s certainly a matter of discussion, yeah.

COUNCILMEMBER VAUGHT: Uh-huh. Interesting. Thanks.

COUNCILMEMBER NEIGHBOR: Okay. Any other questions? Thank you very much and we appreciate that presentation as far as the -- having the actual dollar amounts on various things that I think that the public will find it very interesting about how expensive some of those services for their $76 a month really are.

C. ADJOURNMENT

COUNCILMEMBER NEIGHBOR: That having been said, I’ll entertain a motion for adjournment.

COUNCILMEMBER SANDIFER: Motion to adjourn.

COUNCILMEMBER PFLUMM: Second.

COUNCILMEMBER NEIGHBOR: All in favor say aye.


COUNCILMEMBER NEIGHBOR: We are adjourned.

(Council Committee Meeting Adjourned at 9:06 p.m.)

CERTIFICATE

I certify that the foregoing is a correct transcript from the electronic sound recording of the proceedings in the above-entitled matter.

/das March 12, 2014

Deborah A. Sweeney, Recording Secretary

APPROVED BY:

_______________________

Stephen Powell, City Clerk

CCM03042014 - City of Shawnee

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