AGENDA MEMO
A motion authorizing City Staff to begin the process of
accepting a future Plat of
Dedication for the roadways within the Ashbrook Place Development consisting of
BACKGROUND
The Ashbrook Place Residential Association requested that
the City of
Below please find a “Response Comment” to the Criteria for the City to take over ownership of the private residential streets within the City.
Criteria for City to take over ownership of the private residential streets within the City
1
The owners of the private road must request
the City to take ownership. The
request will formally show proof that the owners of the private road have duly voted to cause the dedication.
Staff recognized that owners of certain private streets may want to maintain private ownership of their street and that there is a formal process for a Homeowners Association to dedicate property
RESPONSE COMMENT-The City of
2 Pavement width of private roads must be a minimum of 22ft.
A pavement
width of 22 ft will allow room for a plow and a passing vehicle
RESPONSE COMMENT-The roadway has been field
measured at a width of 22-23 feet.
3 Core samples will be required to be supplied by the owners of the road. The road construction minimum standards are 9” aggregate base, 1.5”binder, 1.5”surface and the sub grade is determined to be at 93% maximum dry density in accordance with IDOT specifications. An alternative is the road shall have a minimal structural value of 2.0.
This represents the City’s minimum road construction requirements. It also allows for a minimal structural value standard to be applied if the actual road construction varies from the minimum standard. Structural value standard is a calculation included in the IDOT design manual.
RESPONSE COMMENT-The roadway has been cored
by Testing Services Corporation, (See Attachment
3) and the structural values were assigned to the proposed roadways, (See Attachment 4). The aggregate base averages
to 7.350 inches. While the required
minimal of 9.0 inches has not been met the structural integrity is increased
through the thickened pavement. The proposed roadways have met the minimal
structural value. Testing Services report indicates that the existing
bituminous averages 1.7 inches of binder and 1.8 inches of surface. Below is
the mathematical equation for the structural integrity.
The coefficients for the
abovementioned materials are as follows:
Aggregate Base .11
Binder .33
Surface .40
The mathematical equation for
Aggregate Base 7.35 x .11=.809
Binder 1.675 x .33=.553
Surface 7.80 x .40=.720
Average Total Structural
Value 2.082
4 The road shall be inspected by the City and meet a minimum condition rating of 70.
This
condition rating is above our recommendation for city roads to be included for
resurfacing during budget discussions. Therefore, if we take over a road with a
minimum condition of 70 we anticipate not having to include it in our budget
until several years after taking ownership. If we took over a road with a
rating less than 70 we may impact our 3 year budget planning.
RESPONSE COMMENT-The roadway condition
rating is 83 for the proposed roadway, (See Attachment
5). The roadway pending dedication would be tentatively scheduled to be
paved in 2018.
5 A minimum of a 5 foot easement on each side of the pavement is to be provided to the city for road maintenance.
This will
allow the City to plow snow onto a city easement and not private property. This
is especially important as we explore taking over private streets in
subdivisions with less R-O-W.
RESPONSE COMMENT- A dedication of a five foot
easement would be required. Field conditions indicate that the easement could
be provided.
6 The streets must provide for an appropriate turning radius within public
R-O-W
The city
vehicles should have sufficient room to maneuver through a subdivision without
driving onto private property.
RESPONSE COMMENT-The turning radius is satisfactory.
7 The owners of the private road shall be responsible for all costs pertaining to the transfer of the private street to the City.
Costs include legal and engineering
services. Examples include, but are not limited to title searches, ordinance
preparation, roadway testing, legal description and plat preparation, etc.
RESPONSES COMMENT- City Staff has received
a quote to prepare the legal description and plat from our City Engineer,
Christopher B. Burke Engineering in the amount of approximately $4,500. Please
note the Association is not required to use the services of our consultant.
Legal fees are estimated to be at approximately $1,000. The Association has
requested City Staff to utilize the professional services of the City Engineer
and City Attorney. Staff will request a
cash bond prior to the services and would disperse funds upon invoicing from
the bond on file. Prior to the proposed recording, the
8 The City will identify, in an advisory capacity, if other public improvements within the private street, and potential future public R-O-W, are appropriate.
The city needs to identify, in an advisory
capacity, if other public improvements are not included, or are sub-standard,
in the private street such as sidewalks, proper drainage, street lights, trees,
etc. We also need to review such things as special on street parking/landscape
areas that exist within many private roads.
A. Curbs and Gutters - The existing curb and gutter will require
removal and replacement in several locations. City Staff has determined that
approximately 80 lineal feet will need to be removed and replaced.
B.
C. Landscaping-Rocks/Grass/Timbers - The City will not maintain
or landscape any islands or landscaping. Landscaping shall be noted in the
easement language as the responsibility of the Residential Association.
D. Mailboxes
- The City will not maintain the mailboxes.
E. Storm Sewer Pipe and Structures - Several structures will
require maintenance, consisting of concrete rings, and mortar sealing.
F. Sanitary/Storm Manholes and Structures – Two structures have
been identified in the roadway that will require adjustment. The structures are
located fronting 7944 and7950 Ashbrook Court.
G. Street Lights/Coach Lights - The City will not maintain any
street lighting. Lighting shall be noted in the easement language as the responsibility
of the Residential Association.
H. Sidewalks – The subdivision does not have sidewalks.
I. Signs
- Signage will not be allowed in the proposed easement.
J Trees
- None identified.
Prior to the dedication of the roadway, the abovementioned items A, E
and F will need to be corrected. The City would be willing to assist the Residential
Association with City contract pricing or in-house services at a pass through
cost.
9 The property conveyed to the City will not include identified parking areas, landscape islands, or other similar items within the roadway.
Many private roads include smaller “bump
out” areas within the pavement that are used for guest parking or additional
landscaping. These will remain under ownership of the homeowners since these
areas may require special maintenance and upkeep.
RESPONSE COMMENT-The Ashbrook Place
Residential Association will responsible for plowing, and striping if required
of the parking area bump outs and all landscaping maintenance of the islands,
noted as “exceptions” within the
proposed Plat of Dedication (See Attachment 6).
COMMITTEE RECOMMENDATION
The Municipal Services Committee and Staff recommend preliminary approval to accept a Plat of Dedication for the roadways within the Ashbrook Court Development subject to the above conditions.
ALTERNATE CONSIDERATION
Not approving the preliminary proposed Plat of Dedication.
This item will be placed on the February 1, 2010 City Council agenda for approval.