HomeMy WebLinkAboutEnhanced Street Pothole Response Program 6/7/99 �60 /0 7799 mee �
C--. ,fY OF HUNTINGTGA BEAN 6yL
INTERDEPARTMENTAL COMMUNICATION �i�7rl�/I�s7a
To: Ray Silver, City Administrator
From: Robert F. Beardsley, Director of Public Works
Subject: Enhanced Street Pothole Response Program
Date: June 28, 1999
On June 7, 1999, Council approved an enhanced Street Pothole Response Program.
The program includes obtaining a dedicated telephone number that residents can call to
report a pothole. Staff has obtained a toll free telephone number and beginning July 6,
1999 residents can call 1 (888) FIXHOLE. All requests will be documented, tracked and
the repairs completed within three business days. Subsequent to repair, each pothole
location will be periodically inspected.
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'CITY OF HUNTINGTON BEACK
MEETING DATE: June 7, 1999 DEPARTMENT ID NUMBER: PW 99-046
f
Council/Agency Meeting Held: /7.2�7 f1)
Def
7rred/Continued to:
pr ve onditionally Approved M
enied � Vy-y it Clerk's Signature
,
Council Meeting Date: June 7, 1999 Department ID Number: PW 99-046
�r
CITY OF HUNTINGTON BEACH
REQUEST FOR ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERStw�
S BM TED BY: RAY SILVER, CITY ADMINISTRATOR
REPARED BY: ROBERT F. BEARDSLEY, DIRECTOR OF PUBLIC WORKS
SUBJECT: APPROVE ENHANCED STREET POTHOLE RESPONSE
PROGRAM
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
'Statement of Issue:
A proposed enhanced Street Pothole Response Program has been drafted fc G.guncil
review and approval.
Funding Source: .;
Current resources permit staff to respond to the repair of street potholes WithiriT fh.r.:� M
business days after receipt of notification. The response time can be reduppd �0 one
business day if additional resources are added to the Street Maintenance Program as
requested in the proposed budgets for Fiscal Years 1999/2000 and 2000/2001.
Recommended Action:
Motion to approve the proposed, enhanced Street Pothole Response Program and establish
a three-part "public notification" program as described herein.
Alternative Action(s):
Deny approval of proposed program and continue with current response.
e�
99RCA14A.DOC.dot -2- 06/01/99 11:54 AM
REQUEST FOR ACTION
MEETING DATE: June 7, 1999 DEPARTMENT ID NUMBER: PW 99-046
Analysis:
Public works staff has an ongoing street pothole repair program. However, because of past
adverse weather conditions and the lack of a fully-funded arterial preventive maintenance
program, the City's arterial streets have significantly deteriorated. This deterioration and
limited resources have precluded the repair of all potholes within a desirable response time.
Additionally, the current program does not have a telephone number dedicated to calls
requesting pothole repairs. The following program and timeline for an enhanced street
Pothole Response Program is proposed.
New Public Notification Program Elements:
1. Pending Improvement Signs
Ten of the City's arterial streets are scheduled to be resurfaced later this
calendar year. Shortly after approval of this program, staff will post signs on
each of these roads with a notice that the street is scheduled for major
repairs. This action will alleviate many of the calls that would otherwise be
received for pothole complaints.
2. A Dedicated "Hotline" Telephone Number
On June 9, 1999, staff will obtain a dedicated telephone number that
residents can call to report a pothole. Beginning June 14, 1999, citizen calls
will be received by, a receptionist or after hour recorder. All requests will be
documented, tracked and repairs completed within three business days.
Subsequent to repair, each pothole location will be periodically inspected.
3. Periodic Media Reminders
Beginning June 14, 1999, and continuing through August 13, 1999, in
cooperation with the City's Public Information Office, staff will initiate an
intensive public notification program. By way of news releases and HBTV-3,
residents will be informed about the enhanced Street Pothole Repair Program.
Subsequent to August 13, 1999, residents will be periodically reminded about
the program via the Sands publication and HBTV-3.
Level Of Service:
Typical street damage includes cracks, raveling, ruts, and potholes. While each
of these types of damage can be serious, the pothole is usually the most
troublesome to the motorist. The proposed program will focus on the repair of
potholes. Current resources permit staff to repair all reported potholes within
three business days (basic level of response) after notification. This response
j time can be reduced to one business day (preferred level of response) after
i
99RCA14A.DOC.dot -3- 06/01/99 11:54 AM
REQUEST FOR ACTION
MEETING DATE: June 7, 1999 DEPARTMENT ID NUMBER: PW 99-046
notification, if additional resources are added to the Street Maintenance Program
as requested in the proposed budget for Fiscal years 1999/2000 and 2000/2001.
In addition, the proposed program will enable staff to seek out and repair
roadway damage prior to citizen calls.
Issues:
The initial program will require no additional resources since current staff will
receive calls and effect repairs. Th"e initial effort will be in promoting the
availability of a crew to respond to public calls. This response ability. may be
limited by an overwhelming demand for services or with adverse weather
conditions which would aggravate street failures.
A public education program is essential, to ensure that callers know what can
and cannot be repaired with the enhanced Pothole Repair Program. Specific
concerns include:
• Many street failures, such as sunken utility trenches, are more extensive than
what can be corrected by a pothole repair program.
• Potholes are temporary by definition and, thus, will be subject to repeated
failures. To mitigate this, repair locations will be continually tracked and
periodically field monitored, as frequently as possible, for needed follow-up
repairs.
• Arterial streets scheduled for major rehabilitation are probably subject to
many calls. Except for failures that pose immediate public inconvenience,
these project areas will be placed on a lower priority. Advance project
notification signs will alert the public to the impending work that will
permanently eliminate all potholes, along with any other types of failures
present.
Environmental Status:
N/A
Attachment(s):
NumberCity Clerk's
Page
i
RCA Author: Robert F. Beardsley/Donald Noble
99RCA14A.DOC.dot -4- 06/01/99 11:54 AM
If � n
4CITY OF HUNTINGTON BEACH
MEETING DATE: June 7, 1999 DEPARTMENT ID NUMBER: PW 99-046
Council/Agency Meeting Held----
Deferred/Continued to:
❑ Approved ❑ Conditionally Approved ❑ Denied City Clerk's Signature
Council,,Meeting Date: June 7, 1 9� Department It D'Number: PW 99-046
CITY OF/HUNTINGTON BEACH
REWEST FOR COUNCIL ACTION °
SUBMITTED TO: ORABLE MAYOR AND CITY COUNCIL MEMBERS
UBMITTED BY: RAY SILVER, CITY ADMINISTRATOR
PREPARED BY: ROB , RT F. BEARDSLEY, DIRECTOR OF PUBLIC WORK."
SUBJECT: APPRO' E ENHANCED STREET POTHOLE" ON
PROGRA
Statement of Issue,Funding Source,Recommen \d Action,Alternative Action(s),An
ygis Enviro mental Status,Attachment(s)
Statement of Issue:
A proposed enhanced Street Pothole Res on a Program has been drafted for Council
review and approval.
Funding Source:
Current resources permit stafFjto respond to the pair of street potholes within three
business days after receip If notification. The res nse time can be reduced to one
business day if addition , resources are added to th Street Maintenance Program as
requested in the prop�os d budgets for Fiscal Years 1999/2 00 and 2000/2001.
Recommended Ace"tion:
Motion to ap rove in concept the proposed, enhanced Street othole Response Program
and establish a three-part "public notification" program as described herein.
Alternative Action(s):
Deny approval of proposed program and continue with current response.
v
99rcaU.doc -2- 05/26/99 10:10 AM
RcQUEST FOR COUNCIL ACTIUN
MEETING DATE: June 7, 1999 DEPARTMENT ID NUMBER: PW 99-046
Analysis:
Public Works staff has an ongoing street pothole repair program. However, because of past
adverse weather conditions and the lack of a fully-funded arterial preventive maintenances
program, the City's arterial streets have signifi,antly deteriorated. This deterioration and
limited resources have precluded the repair of a I potholes within a desirable respons�/time.
Additionally, the current program does not have a telephone number dedicated/to calls
requesting pothole repairs. The following pro ram and timeline for an enhanced Street
Pothole Response Program is proposed.
New Public Notification Program Elem nts:
f
1. Pending Improvement Signs
I
Ten of the City's arterial streets re scheduled to beresurfaced later this
calendar year. Shortly after approval of this program, staff will post signs on
each of these roads with a notice that the street is/scheduled for major repairs.
This action will alleviate many of tha calls that would otherwise be received for
pothole complaints.
2. A Dedicated "Hotline" Telephone N mber
On June 9, 1999, staff will obtain a dedicated telephone number that residents
can call to report a pothole. Beginning June 14, 1999, citizen calls will be
received by a receptionist or after our recorder. All requests will be
documented, tracked and repairs completed within three business days.
Subsequent to repair, each pothole°location will be periodically inspected.
3. Periodic Media Reminders
Beginning June 14, .1999, and continuing through August 13, 1999, in
cooperation with the City's/Public Information Office, staff will initiate an intensive
public notification program. By way of news releases and HBTV-3, residents will
be informed about the enhanced Street Pothole Repair Program. Subsequent to
August 13, 1999, residents will be periodicall0reminded about the program via
the Sands publication and HBTV-3.
Levels Of Service:
Typical street damage includes cracks, raveling, ruts, and potholes. While each of
these types of damage can be serious, the pothole is usually the most troublesome to
the motorist. The proposed program will focus on the repair of potholes. Current
resources permit staff to repair all reported potholes within three business days (basic
level of response) after notification. This response time can be reduced to one
99rcaU.doc -3- 05/26/99 10:10 AM
REQUEST FOR COUNCIL ACTION
MEETING DATE: June 7, 1999 DEPARTMENT ID NUMBER- PW 99-046
business day (preferred level of response) after notification, if additional resources are
added to the Street Maintenance Program as requested in the proposed budget for/
Fiscal Years 1999/2000 and 2000/2001. In addition, the proposed staffing will enable
a full-time crew to seek out and repair roadway damage prior to citizen calls.
Issues:
The initial program will-require no additional resources since current .staff will receive
calls and effect repairs. The initial.effort will .be in 'promoting the availability of a crew
to :respond,.to public calls. This response ability may be limited by an overwhelming
demand for services or with adverse weather conditions which would aggravate street
failures.
A Public education program is essential, to ensure that callers know what can and
cannot be repaired with the enhanced Pothole Repair Program. Specific concerns
include:
• Many street failures, such as sunken utility trenches,/"are more extensive than what
can be corrected by a pothole repair program.
• Pothole repairs are temporary by definition and, thus, will be subject to repeated
failures. To mitigate this, repair locations'' will be continually tracked and
periodically field monitored, as frequently as possible, for needed follow-up repairs.
• Arterial streets scheduled for major rehabilitation are probably subject .to many
calls. Except for failures that pose immediate public inconvenience, these project
areas will be placed on a lower priority. ,Advance project notification signs will alert
the public to the impending work that will permanently eliminate all potholes, along
with any other types of failures present
Environmental Status:
N/A.
Attachment(s):
Page Number.,. No. Description
City Cllerlk'i
RCA Author: Robert F. Beardsley/ Don Noble.
99rca14.doc -4- 05/26/99 10:10 AM
RCA ROUTING SHEET
INITIATING DEPARTMENT: PUBLIC WORKS
SUBJECT: APPROVE ENHANCED STREET POTHOLE RESPONSE
PROGRAM
COUNCIL MEETING DATE: June 7, 1999
"'C H M EN" TS`z`zz�`.......... STATUS
RCA AT,,,,T,"'
........... J�
Ordinance (w/exhibits & legislative draft if applicable) Not Applicable
Resolution (w/exhibits & legislative draft if applicable) Not Applicable
Tract Map, Location Map and/or other Exhibits Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attorney) Not Applicable
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney) Not Applicable
Certificates of Insurance (Approved by the City Attorney) Not Applicable
Financial Impact Statement (Unbudget, over $5,000) Not Applicable
Bonds (if applicable) Not Applicable
Staff Report (If applicable) Not Applicable
Commission, Board or Committee Report (if applicable) Not Applicable
Findings/Conditions for Approval and/or Denial Not Applicable
EXPLANATION FOR,N I ',SSING ,I, iTj�,,111T[ LCHMENTS
R'Pt,"VIEWED FO
RDED"
Administrative Staff
Assistant City Administrator (initial)
City Administrator (Initial)
City Clerk
L
EXPLANATION"FORRgTU 1;N RN,�,,OF ITEM:
It
47'
(Below Space For City Clerk's Use Only)
RCA Author: Robert F. Beardsley/ Don Noble.
PUBLIC WORKS
D"r. PA R TMENT
PROPOSED
ji
ENHANCE, STREET , POTHOLE RESPONSE
PROGRAM
1999 June 7,
i
I
I
I
STREET DAMAGES
Cracks
Rv lire�'
e
Potholes
a
+ I Ah
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7y" �$T i� �'r sty� 4��` �� €`��,:b+"t+^ � _ $�,.,: J•�t _ >• .fir
xi"
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MIS-
iPe
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� Ll, nu
- Pro gressive loss of
� :s-,.,; .fir•..� ,,,�����,�!^»�e.�F. '�,�„ � P
, pav
ment ,
''` �a#`''t�•�rsi 'ry�y," adN!' fit. R"iy.Y .� �- yy�� iiFr�,a'n'�-e�"'v j - .. .
nntei��als� frorrm�� the
a Y z i '• 75` u '+s `
surface downwa rd
tW " •<. 'J
` _ �• i � � �� � ��+�' ;�g.� r��+ � 4��.Lim' '4. �1��.
IN � 'i��'ww �'.'^
a"
Alk Ah w
h :� I if���Z ,' � '. '¢' `��+yx NS yet� �,t�j x i$a S; '��'��#��•,a b �:"sH�' '�
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r s
h t �' �4 b § m i� ✓ TK r4 r y`{L;a ,�` y 'jiw�F�
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t"` ��`'�i ,#, '*• P A t f s �t sty,k2�' Tf � a�� s� 4` k � �•v
¢r �� •. + t ' # #RCS *y'yr� ��;y°' �4.1*� T� .ems r� � 4 -�. -
x�,,F •'.�;.� r'y�",�#y ssr ,,�±'•M s. � �^�� ar. .Ta; �n`��'�* %"� �+��,' s?�,��`a
t 1„
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POTHOLES. . .
�}
' �' 44 - ' � v rid�Fg „'d� rx � :`�* ,�r ,3 S�Jk-d �r -,}x C^' L'7���ti E,fy'��✓¢�}a
.sA✓r§ '°5dd' }r.,,1(,,r5ts�C`�,,'4`� ,, T` �R°n,J" �'�ar:syt• q5 `'"k c.r'.Yf+w'aY, i a`�14'^�%�.A' x
kv:-�k +'.r@'1'—E.7n►rdy` r,r'.;. "°` S �Y.'rta x,f5°:t.x.. *."�r�,,,Pf�`",p+y,�` r ',iy'. ✓.. a aka&'t�.�
,�". ���ij' y/wir{" }}mo�t' .Pr",:•2'4
?!.
Bo wl sh'aped hol es
617
in the ,, � sg-
!'SF"`�i'� rT
4 'tµ
_ _ * � 4����� �n n,X,.b�q tf•yS a+a�, ,at fi'�+ a '^.��,r a �3 K,.��sl w N`�d�%, ��`,` t n: J���#�
• .. � ; - � Y � � C "'� t pax '�S pt ,.'r, ; r q� 2 -4 t S+�arQ,�Al���r 1"�.8�P � �,�5 a.� ^�
own
Y .*d y'Y,�i ..`y � I" N ('. y,, [ 9,�. d'� *a"�f,'ft5 yfi .�S`1F`.SS�P•�
ize,
v 8
ry,
M n d dep' th
An, ' b: ance to
_..■ �'�,� �'��� i►_-,�_8.�9 �, ��� ,'wWy, Y p 9.<„� M`a _ + 't4 ?•Y�v1`".,�'a
motorists � a ti3'wiw. w: 4 A
' � - } � 'r's� !fib'. �, °p�'r � ��`. ' . w• ;�:.��" +� +� "v '�'+� ,v• `� 'k i�. �. 4�N
' 94 a
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i
ONE
severe'' " 'potholes, can
potentiallydamage
vehicle's
Potholes a re the focu s
of this', proposed
Enhanced ------
Response �� ,�
--- h yl�Rya.° b���r•!r &'� �� Tt.
Program" ' ' ,
�I�'
3�r1 "Zy� tr
_- � 'a,.ta`���'t�'"`�:� ✓" �'�kSA' t��vL��.,,-.r�3��'a"N'�� ,:a� r�a"�a�'!�'b:�3; i
. �. ��� R h'• +n• g.l r tita'�� � �`iS �V t t' � "�� �tit. t
i
h
POTHOLES
REPA[RED?
Temporary'._ repairsv Permanent repairs :
a
ho{ ,is c{eaneai r�ed_,a s,
df nnaed section of
necesa and {led :with a pavement is removed and
pre-mixed: tem orb replaced with a conventional hot
'y
as ha{k materia{ asphalt concrete material
� requires several preparatory
usually requires �fol{ow-up
and subsequent r'e pairs
steps, including pavement
sawcutting � and compaction of
base materia{
no subsequent repairs normally
req u i red
PROPOSED -ENHANCED STREET II
POTH0,LERESPONSE PROGRAM
Objective:
0;'t
empora rily repa i r potholes that pose an
immediate public, inconvenience
Development tasks:
Assign and promote%: 'a' d"e:dicated "hotline"
telephon- & number"
Initiatel,',I]n' l ensnive public notification prog ram
Post .,siong,l,to identify,' 'Stre.ets scheduled for
._..permanent improvement
ENHANCED STREET POTHOLE
RESPONSE PROGRAM
PROGRAM PLAN :
Ded icated telephone number available 24
hour$/day "t6, receive calls
Requests logge d and radio dispatched to field
personnel for re pair
Re pairs
inspected and periodically checked
LEVELS OF SERVICE
current�-Lev'
el of Response Objective
All reported potholes repaired within
threo,,busmess days of', notification
No add itional fu nd i n g req u i red
Preferre' d,-.te'vel vf Response Objective
A ll reported potholes repaired within one
,,
business,,,,day of, notilfic'ation
Addit Iion al e stimated costs are included in
proposA budgets for FY's 99/00 & 00/01
SUMMARY '�'
Potholes : are, the .result of road failures caused by
aging paveMentVincreased, traffic and weather
conditions
Arteria l street potholes:
create an inconvenience to the public
need continual. attention
need :additional resources for more timely response
through'.an enhanced program of elimination, a major
customer service benefit will be realized
Recommended" action to enact the program as
described,-.will p roperly address the City"s pothole
.issues 13