Consider Implementation and Prioritization of Gravel Road Elimination Projects

Purpose:
Consider development and implementation of a Gravel Road Elimination Policy (GREP), including project prioritization and funding program.
 
Background:
The City of Ramsey currently maintains a total of 2.41 miles of public gravel roads. A summary and a map of these existing gravel roads are attached.
 
Maintaining gravel roads requires the use of a road grader. In non-winter months, the grader is used to grade the surface to remove potholes and “washboards” and to restore the crown on the roads so they drain properly. During winter months, the grader is primarily used to plow snow from the gravel roads, though grading the surface in the winter may also be required.
 
The City currently owns a 1999 John Deere grader, which is not identified for replacement in the Capital Improvement Program (CIP).  If this grader were to be out of service for any length of time, the City would need to rent a replacement temporarily.
 
In 2011, the City discussed adopting a Gravel Road Elimination Policy but a formal policy was never adopted. However, when the City adopted a Special Assessment Policy in 2014, a statement was included in this policy that requires benefiting property owners to pay for 50-percent of the costs to convert a gravel road to a paved street. A copy of the Special Assessment Policy is attached.
 
Staff is requesting input from the Public Works Committee on whether a formal Gravel Road Elimination Policy should be further explored and implemented at this time. If so, Staff can more fully explore anticipated project costs and other impacts to the budget, project prioritizations, and funding sources, then present their findings to the Committee at a future meeting.  

N/A

Timeframe:
Staff anticipates up to 30 minutes will be required to present and discuss this case and respond to questions. 
 
Observations:
In 2004, when the Gravel Road Elimination Policy was first discussed, Ramsey had about 12 miles of gravel roads. Roughly 9.6 miles of gravel roads have since been paved, leaving 2.41 miles of gravel roads in 2024.
 
In 2024, staff is proposing to remove 0.07 miles of gravel road by paving Basalt Street as part of Improvement Project #24-07.  Also, another 0.13 miles of gravel road is proposed to be paved as part of the Jam Hops development.  This will result in a total of 2.21 miles of gravel roads remaining in 2025.
 
Additionally, the gravel road section of 173rd Avenue west of Nowthen Boulevard/CSAH 5 is proposed to be paved as part of the Trott Brook Crossing residential development within the next several years, depending on the development’s buildout schedule.
 
For the purposes of tonight’s discussion, the City can focus on paving the remaining 1.9 miles of gravel roads.
 
Staff will continue to promote the elimination of gravel roads as additional private development occurs.  
 
Alternatives:
Alternative #1:
Motion to direct staff to obtain soil borings for all remaining gravel roads and to explore stormwater management needs as required to convert the gravel roads to bituminous pavement sections. 
 
Alternative #2:
Motion to recommend further discussion of this topic with the full City Council at a future work session.

Alternative #3:
Motion of other. 
 

Preliminary estimated project costs to convert these streets from gravel surfacing to bituminous pavement range from $1.5M to over $3M, depending on required subgrade corrections and stormwater management needs. To refine estimated project costs, soil borings will be required. This work could be completed within the next 2 to 3 months.
 
Potential funding sources include Public Improvement Revolving (PIR) funds, Municipal State Aid (MSA) funds, and bonding.  Pavement Management Funds are not an option as these funds are strictly dedicated to funding pavement overlay and street reconstruction projects. Attached is a copy of the cash flow projections for these and other funds copied from the 2024 to 2033 Capital Improvement Plan. 
 
Per the attached Special Assessment Policy, property owners are proposed to be assessed 50-percent of the project costs to convert their streets from gravel to pavement.  

Staff recommends approving alternative action #1 since underlying soils generally do not change over time and since the CIP does not address replacing the 1999 road grader.  

Based on discussion.