2014 ANNUAL REPORT Engineering, Planning & Building Department

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2 ENGINEERING DIVISION

3 DAILY ACTIVITIES T he primary objective of the engineering division is to assist the administration and council in the development of a capital improvement plan. The division secures grant funds to complete projects and develops plans, specifications, and estimates in accordance with the capital plan. Construction oversight is provided on work that takes place in the city right of way. The engineering division makes general assessments of the roads and other city infrastructure on an annual basis. The information guides the road resurfacing and maintenance programs that are completed throughout the year and into a five year planning period. The division provides resources for responding to the city s infrastructure needs and makes an ongoing effort to improve the efficiency of city services. The engineering division has many daily duties some of which are outlined below: Utility location services Contractor registration and permitting Contractor oversight for work in city right of way Furnishing of plans and information as requested by contractors and engineers Plan review for public and private projects involving city utilities Compliance monitoring for city ordinances Responding to requests from city residents for property locations, deeds, drainage, and other matters of concern Preparation of the city street directory Coordination of road closing requests and special hauls Inspection of railroad crossings Updating records and drawings of sanitary and storm sewers Coordination of clean water violation notices Oversight of traffic signal, street sweeping, and other maintenance agreements Administration of various projects from conception to completion Preparation of departmental reports, studies, maps, and other items of interest for the administration, council, and the public. The engineering division believes that good roads are an essential part of the services that the community expects and deserves. The division makes great efforts to provide the administration and council with the information and resources needed to implement a capital improvement plan. Our daily activities are undertaken with the perspective of providing quality services that are responsive to the needs of the residents. 6

4 DAILY ACTIVITIES 2014 PERMITS ISSUED PERMITS ISSUED Ditch Pipe Installation 1 Downspout 5 Drive Approaches 35 Excavation 8 Sanitary Connections Out of City 9 Sanitary Connections 4 Sanitary Inspections Out of City 9 Sanitary Inspections Commercial 3 Sanitary Inspections Residential 2 Sanitary Lateral Repair 11 Sanitary Lateral Sealing (Demo) 119 Sidewalk 14 Storm Sewer Connection 6 Utility Street Cuts 9 TOTAL PERMITS 235 FEES COLLECTED Sanitary Inspection Fees $975 Sanitary Connection Fees $6,600 Right of Way Permit Fees $1,750 Assessments $ 0 Total $9,325 7

5 F unding for roadway improvements will usually come from one of the following sources: FHWA (Federal STP / CMAQ funds), OPWC (State SCIP / LTIP funds), CDBG (Federal HUD funds), City of Warren (Local funds), and the vehicle registration permissive tax. The Federal Highway Administration (FHWA) allocates federal funds through regional metropolitan planning organizations (MPOs). The Eastgate Regional Council of Governments serves as the local MPO for the City of Warren and communities throughout Trumbull and Mahoning Counties. A Transportation Improvement Plan (TIP) is prepared every two years with involvement from the Ohio Department of Transportation and local communities. The TIP provides a comprehensive listing of projects that will be utilizing federal and state funding. A road must be on the federal aid system in order to apply for and receive federal funds for a capital improvement. The federal aid routes are identified as arterial or collector roads by the MPO and local community. A map of the federal aid routes located in the City of Warren is included later in this report. Federal funding often covers 80% of the costs for a capital improvement project on a federal aid route. The local communities must come up with the 20% share. There are projects that are eligible to obtain a combination of federal and state funds that can assist in covering a local community s 20% match. The Ohio Department of Transportation (ODOT) provides funds for resurfacing projects on state and U.S. routes within municipal corporations through the Urban Paving Program. An annual allocation is set and distributed to ODOT Districts throughout the state based on mileage of eligible routes and the condition of those routes. Urban paving funds will cover up to 80% of the resurfacing costs. FUNDING SOURCES ODOT will not fund items such as curbs, sidewalks, utilities and other non surface work. If a local government wishes to expand repairs beyond the surface treatment, it will have to provide the funds from a source other than the Urban Paving Program. The Ohio Public Works Commission (OPWC) allocates state funding (formerly referred to as Issue II funds) to assist local communities in improving infrastructure systems. The program is designed to fund roadway, storm water, bridge, water, and sewer projects that could not be completed without state assistance. The City of Warren sits on a committee comprised of individuals from Trumbull and Mahoning Counties to evaluate and rank projects on an annual basis. The city has historically prepared OPWC applications where the state OPWC funds cover 69% of the proposed project costs while the city covers the 31% local share. The Community Development Block Grant (CDBG) Program issues funding to improve our neighborhoods through infrastructure projects, economic development, housing services, and projects fulfilling public service needs. A citizen review committee works with the CD staff and the administration to review and approve annual funding for various programs. The committee has on average allocated about $285,000 per year to complete road reconstruction in target areas. The CDBG funding covers 100% of the project cost. The majority of roads throughout the community are not on the federal aid system and many of our streets are not likely candidates for OPWC funds. Roads that are not located in target areas are not eligible for CDBG funding. The roads that can t be funded through other outside sources are improved through the City of Warren where local funds provide 100% of the costs. 8

6 Funding The vehicle registration permissive tax is collected by the City of Warren and used for roadway improvements. Information concerning the local permissive tax is listed below: A local permissive tax is a vehicle registration tax enacted by local officials in each city/township and county. This tax is distributed to the local corporations. These funds are used to plan, construct, maintain and repair public roads, highways and streets, according to ORC The local/permissive tax is not the same for all taxing districts. The local/permissive tax amount depends on the taxes enacted by local officials in each area. FUNDING SOURCES Each taxing district may enact up to four $5 license tax levies. The City of Warren presently has three $5 levies that are part of the vehicle registration fee. Each levy generates approximately $168,000 annually. Of the $504,000 that is generated from the three levies, $369,600 goes to operations and maintenance while the remaining $134,400 is earmarked as matching funds for street resurfacing and treatment. Most large urban communities in Ohio enact the four $5 license tax levies permitted by the ORC. As a whole, the communities throughout Trumbull County pay less permissive tax fees than other communities throughout northeast Ohio. 9

7 FUNDING SOURCES Over $32.5 million has been spent on infrastructure in the City of Warren in the seven year period from 2008 to

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9 CITY PROJECTS Street Sweeping Contract I n 2014, the City of Warren renewed the contract with EverBrite Power Sweeping of North Jackson, Ohio in the amount of $84, to sweep the curbed streets. Streets in the Central Business District are swept four times per year. Arterial roads and residential streets with curbs are swept twice a year. Curb attached sidewalk areas in our central business district and along arterial roads are swept once a year in the spring. The contract specifications were furnished by the Engineering, Planning & Building Department. This contract can be renewed in March for the 2015 season. Electrical Maintenance Contract T he City renewed the Electrical Maintenance Contract with Main Lite Electric Company, Inc. of Warren, Ohio in 2014 for the amount of $166, The Electrical Maintenance Contract covers the maintenance of the Traffic Signals including Pedestrian Signals and the Emergency Preempt System, Caution Signals, School Flashing Beacons, Tornado Sirens, the Radio Fire Alarm, and the Downtown Ornamental Street Lighting. Specifications for the contract were furnished by the Engineering, Planning and Building Department. The contract can be renewed for

10 Crack Sealing I n 2014, the City of Warren entered into a contract with BG Trucking & Construction, Inc. of North Lima, Ohio to crack seal city streets. The project was completed at a final cost of $34, Utility Street Cuts CITY PROJECTS The Crack Sealing Project included the following streets: Street Name From To Atlantic St. NE Elm Rd. Genesee Ave. Laird Ave. NE Elm Rd. Atlantic St. Paige Ave. NE Elm Rd. Atlantic St. Southern Blvd. NW Parkman Rd. W Market St. Tod Ave. NW Englesson Crestwood Tod Ave. SW W Market City Limits Lovers Lane NW W Market Parkman Rd. South St. SW & SE Tod Ave. Chestnut Ave. Niles Rd. SE South St. City Limits Perkinswood Ave. E Market St. Central Pkwy Central Parkway SE Youngstown Rd. Van Wye Van Wye St. SE Central Pkwy Ridge Ave. verbrite Power Sweeping of North Jackson, Ohio entered into a contract with the City of Warren in the E summer of 2014 to repair utility cuts at various locations throughout the City. The work consisted of removing 2 inches of existing asphalt or temporary aggregate fill, and then applying 2 inches of asphalt to each utility cut. The project was completed in the fall of 2014 at a final cost of $45, The project specifications and inspections were provided by the Engineering, Planning and Building Department. 13

11 2014 City / CDBG Roads arren City Council passed Ordinance 12486/13 in 2013 W which was an ordinance providing for the issuance and sale of bonds in the amount of $2,500,000 to pay for the cost of improving city streets. These monies were combined with a Community Bl0ck Grant in the amount of $300,000 to fund the project. The Engineering Division evaluated residential streets for improvements. The improvements included resurfacing, thin asphalt overlays, spot repairs in asphalt streets, concrete street repairs and brick street repairs. In July of 2014, the City entered into a competitively bid contract with Karvo Paving of Stowe, Ohio in the amount of $2,817, Construction was completed in the fall of 2014 at a final cost of $2,773, The project is expected to be completely finalized in late winter. The resurfaced streets were milled and 2 of asphalt was replaced, manhole and inlet were adjusted, and signs were replaced. Paint striping was applied where needed. The following streets were resurfaced: 14

12 CITY / CDBG PROJECT 15

13 CITY / CDBG PROJECT 2014 City / CDBG Roads BRICK REPAIRS CONCRETE REPAIRS 16

14 CITY / CDBG PROJECT 17

15 CDBG PROJECTS Quinby Park Shelter House aker, Bednar, Snyder & Associates has provided B architectural services at no charge to assist in the assessment, specifications and future restoration of the Quinby Park Shelter House. The shelter house was in need of a new roof, electrical and plumbing upgrades, new restrooms, basement wall repairs, and the restoration of doors and windows. The shelter was built in the 1930 s and the original blue prints were stored at the Engineering, Planning and Building Department. It is the intent of this department to restore the shelter to its original appearance and purpose. A CDBG grant in the amount of $35,900 was used to install a new roof and complete basic drainage improvements. The department is presently looking for potential grants and other opportunities to continue the restoration. 18

16 CDBG PROJECTS 2014 C.D.B.G. Tree Removal Project ix dead or damaged trees were removed from S street right of ways in Three contracts were awarded according to the lowest bid for each tree: Bob s Tree Service $4,675 Davey Tree Expert Company $1,975 Gaumer Landscape, Inc. $3,450 The project was completed in the summer of 2014 at a total cost of $10,100. Funding for this project was provided in its entirety by a Community Development Block Grant. 19

17 District 6 Public Works Integrating Committee A n employee of the Engineering, Planning and Building Department has represented the City of Warren as a member on the District 6 Public Works Integrating Committee for State Issue Two, since the first round of funding began in Issue Two is a program developed for the repair and replacement of existing infrastructure such as roads, bridges, water systems, sanitary sewers and storm sewers. The City of Warren has been able to obtain over 13 million dollars in Ohio Public Works grants to fund infrastructure projects. The City of Warren has obtained over 13 million dollars in Ohio Public Works grants from 1988 to OPWC PROJECTS 2013 City Arterial Reconstruction he City of Warren was awarded Issue II funds from the T Ohio Public Works in August of 2013 to resurface the streets listed below. The concrete pavement on Atlantic Street was also repaired. The Issue II monies are covering 69% of the project costs. The balance of the cost is being covered through a combination of local funds and in kind services. Shelly & Sands, Inc. entered into a competitively bid contract with the City of Warren in August of Trumbull Avenue, Meadowbrook Avenue and Devon Street SE were resurfaced in the fall of The balance of the project was postponed until the spring of 2014 due to the strict temperature requirements of the specified asphalt mix design and school activities on Atlantic St. NE. In 2014, Red Fox Run, Lexington Ave., Ludwick Drive, Elm Hill Ave. NW, Summit St. NW, Maplewood St. and Hollywood St. NE were resurfaced and concrete repairs were made on Atlantic Street NE. The project was completed in July 2014 at a final cost of $907, The plans, specifications and inspections were provided by the Engineering Division. 20