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HomeMy WebLinkAbout2010 02 08 Regular 602 Review Of Straw Ballot Flor Paving Of Herrell Road And Jackson Circle COMMISSION AGENDA CONSENT INFORMATIONAL ITEM 602 PUBLIC HEARING REGULAR X February 8, 2010 MGR /DEPT / i Meeting A orization REQUEST: The Public Works Department Requesting the City Commission's Review of Straw Ballot Results for the Proposed Paving of Herrell Road and Jackson Circle in The Ranchlands. SYNOPSIS: Straw ballots and draft final design drawings for the proposed paving of Herrell Road and Jackson Circle were mailed to all abutting property owners in early January 2010. This agenda item presents the straw ballot results and requests direction from the City Commission on whether to include these two streets in the Ranchlands paving program. CONSIDERATIONS: • At the April 13, 2009 City Commission meeting, the Commission directed Staff to proceed with the design phase for the paving of existing dirt roads in The Ranchlands. The Commission's directive was to proceed with design on all streets, with the provision that property owners along Herrell Road, Jackson Circle, and Stoner Road will be re- polled at design completion. • All property owners along Herrell Road and Jackson Circle were mailed "Request for Input" notices in October 2009. The "Request for Input" notices included a preliminary design sketch of their street frontage and a request to schedule an onsite appointment with City Staff to meet and discuss items such as the pavement width, driveway connections, drainage concerns, tree impacts, pedestrian accommodations, and any other issues. • Onsite meetings were held with 10 of the 12 abutting property owners on Herrell Road and 6 of 14 abutting property owners on Jackson Circle. The onsite meetings were highly productive and they provided valuable resident input that has been incorporated into the design. The onsite meetings also helped the residents better understand the project and enabled them to ask site - specific questions that would be difficult to address in an offsite group- meeting format. Regular Agenda Item #602 February 8, 2010 Page 2 of 3 • After resident input was received, the design was finalized and the straw ballot packages were prepared. The straw ballot mailing to each abutting property owner included the following items: o Final Design drawing for their street frontage o Information Sheet / Design Summary o Frequently Asked Questions o Straw Ballot and Pre -Paid Return Envelope • A straw ballot has also been mailed to property owners along Stoner Road and these results are scheduled to be submitted for the City Commission's review at the February 22, 2010 Commission meeting. • The design for Herrell Road and Jackson Circle is substantially the same as the design for Phase 1 approved by the City Commission in November 2009. The project consists of asphalt pavement, roadside drainage swales, an unpaved pedestrian area, concrete driveway aprons, and other related improvements. Many residents have expressed a desire to preserve the existing tree canopy along the Ranchlands streets, and the design has been prepared to minimize tree impacts. The plans for Jackson Circle and Herrell Road show no planned tree removals within the right -of -way. The roadside swales will be adjusted as needed to work around existing trees and other features such as utility poles and fences. On Herrell Road, several small trees within a drainage easement will likely need to be removed for installation of a stormwater pipe. STRAW BALLOT RESULTS: • The format of the straw ballot was identical to the initial straw ballots used in March 2009. The results as of January 29, 2010 are as follows: Pave the Do Not Pave Street the Street Total Herrell Road 7 1 8 87.5% 12.5% Jackson Circle 6 5 11 54.5% 45.5% • On Herrell Road, no ballot was received from two properties. On Jackson Circle no ballot was received from four properties. Of these four, one owner verbally indicated having no preference, one is for a vacant lot, and the other two property owners could not be reached as of January 29, 2010. Staff will provide an update at the February 8 meeting if any additional information is available. Regular Agenda Item #602 February 8, 2010 Page 3 of 3 • The initial straw ballot results from March 2009 on Herrell Road were 2 "for paving" and 8 "against paving." On Jackson Circle, the March 2009 results were tied 6 to 6. FISCAL IMPACT: No funding is requested with this agenda item. If the Commission decides to include Herrell Road and/or Jackson Circle in the Ranchlands Paving Program, these streets will be added to future bid packages that will be submitted to the City Commission for award of a construction contract. Based on the recent bid results for Phase 1, Staff expects the available funding from the Road Improvement Fund (One -Cent Sales Tax) to be sufficient to fund the entire Ranchlands Paving Program. COMMUNICATIONS: Straw ballots were mailed to all abutting property owners on Herrell Road and Jackson Circle, along with a notice that the results would be submitted for the City Commission's review at the February 8, 2010 City Commission meeting. Residents who provided e-mail addresses with their straw ballots were e- mailed the preliminary straw ballot results and a reminder notice about the February 8 meeting. The abutting property owners were also previously mailed "Request for Input" notices in October 2009 and many residents accepted Staff's invitation to have an onsite meeting to discuss the project. The City Commission's decision on this agenda item will be communicated to the Herrell Road and Jackson Circle property owners by e -mail and /or standard mail. RECOMMENDATION: Staff recommends the City Commission approve Herrell Road and Jackson Circle for paving. ATTACHMENTS: 1. The Ranchlands Paving — Phasing Plan Map 2. Sample Straw Ballot, Information Sheet, and FAQ Ranchlands Street Paving - Phasing Plan m. ' u u 4. \: �_ _ \iT 8: 6 . 4 0 ::: a m � x m�\ ° w ^° i . w \:' ../,',.."--' r`a_1 '� Oq,, 1•-- _��t �S t. ./.... .r —__. m i , ru / . w 4'. w- i• `, m w°: w a / /� .'A ` sw:'L''Stw. - .'-� jr___ - 't '•o — m ,.. 1 � ' . '� ~ —dui '; / ((()(`D D; u3a`,fg' JO ,9 Y' { �' '' , ye _ ya.\ a A • • • n , r / / ,J m! . 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State Road 434 NON - BINDING STRAW BALLOT Winter Springs, Florida 32708 NON- BINDING STRAW BALLOT CITY OF WINTER SPRINGS • SEMINOLE COUNTY, FLORIDA. PROPOSED HERRELL ROAD PAVING INSTRUCTIONS: TO VOTE, COMPLETELY FILL IN THE SQUARE NEXT TO YOUR CHOICE. • Use a permanent marking device such as an ink pen • If you make a mistake, a new ballot may be picked up at City Hall • Only one ballot per property address will be accepted • If you erase or make other marks, your vote may not count • Ballot must be postmarked no later than January 29, 2010 MARK BALLOT HERE k� `NTERS A ROAD, PLEASE PAVING HERRELL PLEASE MARK ONLY ONE OF THE S FOLLOWING: • i ," �h ,, aiLd `• ❑ PAVE HERRELL ROAD 19,9 .4't.OR►oP ❑ DO NOT PAVE HERRELL ROAD NON - BINDING BALLOT Printed Name Date Signature Of Property Owner Address E -mail .o a STRAW BALLOT INFORMATION SHEET U cn PROPOSED HERRELL ROAD PAVING PROJECT OVERVIEW: Based on the March 2009 straw ballot results, the City Commission directed Staff to proceed with the design for paving the Ranchlands dirt roads, with the provision that property owners along Herrell Road be re- polled at design completion. PROJECT STATUS: The Herrell Road paving design is now complete and the draft final design drawings are enclosed. Thank you to the many residents who provided input into the design. STRAW BALLOT INSTRUCTIONS: Please fill out the straw ballot and return it in the enclosed pre -paid envelope. Residents may also drop off completed ballots at City Hall, 1126 East S.R. 434. All ballots must be postmarked or hand delivered at City Hall not later than January 29, 2010. The results will be reported to the City Commission for their review and consideration at the February 8, 2010 City Commission meeting. The ballot is being sent to all property owners abutting Herrell Road. One ballot for each property address will be accepted. DESIGN SUMMARY: The project consists of asphalt pavement, roadside drainage swales, an unpaved pedestrian area, concrete driveway aprons, and other related improvements as shown on the plans. A list of Frequently Asked Questions is on the back of this sheet. TREE PROTECTION: The design drawings for Herrell Road show no planned tree removals within the right -of -way. The roadside swales will be adjusted as needed to work around existing trees and other features such as utility poles and fences. STORMWATER COLLECTION AND DISCHARGE: Stormwater runoff from the paved street will be collected in a proposed swale drainage system. The swales are relatively shallow, sodded, roadside ditches ranging in depth from 6 to 18 inches. The swales are located on both sides of the street and are designed to retain stormwater runoff and allow it to percolate into the soil within 48 hours. On Herrell Road, a storm inlet is proposed at the drainage easement on the south side between 207 and 209 Herrell Road. The inlet is located at the low point in the street and will collect stormwater runoff and route it through a new underground storm pipe in the drainage easement to the existing pond south of Herrell Road. Installation of the storm pipe will require several existing trees within the easement to be removed. QUESTIONS: If you have any questions about the design or the straw ballot, please contact Brian Fields, P.E., City Engineer, at 407 - 327 -7597 or bfields @winterspringsfl.org. *f y1�T�f7 S RANCHLANDS PAVING Frequently Asked Questions What is the street pavement width? How will pedestrians be accommodated? The asphalt pavement will be 18 -feet wide, which Based on resident input, the design shows one in most places matches or is slightly narrower side of the street with a 5 -foot wide unpaved than the existing dirt road width. The normal shoulder (pedestrian area) immediately adjacent range of street pavement widths for local to the street pavement. The 5 -foot unpaved residential streets is 18 to 24 feet. The 18 -foot shoulder will be stabilized and sodded. Some width was selected to reduce travel speeds (wider consideration was given to locating the pedestrian streets encourage higher speeds), minimize new area further away from the street; however, in clearing, and to maintain a rural appearance. many cases this would require additional clearing including the removal of large trees. No paved Will the street have curbs? sidewalks are planned as part of the project. In most areas, no curbs are planned. Ribbon curbs will be installed only at intersections and at sharp What will be done with the driveways? turns to protect the pavement edge. Concrete driveway aprons are proposed at all existing driveways, except where noted otherwise Will my mailbox need to be moved? on the plans. The concrete aprons will generally In most cases, yes. The Postmaster requires follow the shape and slope of the existing mailboxes to be located within 18- inches of the driveways. City Staff will coordinate the final edge of the paved street. Mailboxes will be shape and slope of the driveway aprons with moved as part of the paving project and no action residents during construction. Installation of the is needed by the residents. Mailboxes will remain concrete aprons is at no cost to the residents. on the same side of the street as their current After construction is complete, the residents are location. responsible for maintaining their driveway apron(s). How will drainage work? In most areas, a swale drainage system is Will residents have access to homes during provided. The swales are relatively shallow, construction? sodded, roadside ditches ranging in depth from 6 Yes, residents will have access to their homes at to 18 inches. The swales are generally located on all times. Streets will remain open to local traffic both sides of the street, although there are some during construction. Residents are advised to locations where the swale is on one side and the expect minor delays and to use alternate routes to street drains to that side. The swales are designed avoid active construction zones where possible. to retain stormwater runoff and allow it to Notification will be provided when construction is percolate into the soil within 48 hours or less. The approaching your street. Thank you in advance project includes additional drainage for your patience. improvements at low spots and discharge points. Are any water and /or sewer facilities planned? What are the tree impacts? No. This project consists of only street paving and Many residents have expressed a desire to related drainage improvements. The City has no preserve the existing tree canopy along the plans to install water or sewer facilities. Water Ranchlands streets, and the design has been and sewer facilities could be installed if the costs prepared to minimize tree impacts. The roadside were taken on by the residents. swales will be adjusted as needed to work around existing trees and other features such as utility Who can 1 contact for additional information? poles and fences. Brian Fields, P.E., City Engineer, 407 - 327 -7597 or bfields @winterspringsfl.org