VILLAGE OF GRANVILLE
COUNCIL SPECIAL MEETING MINUTES
June 26, 2007
CALL TO ORDER (by Mayor Hartfield at 5:34pm)
Those responding to the roll call were Councilmembers Matt McGowan, Steve Mershon, Jackie O’Keefe, Deb Tegtmeyer, Mayor Melissa Hartfield, Manager Don Holycross, and Attorney Brandy Maas.
Councilmember McGowan made a motion to excuse Councilmember Barsky and Vice Mayor Herman. Second made by Councilmember O’Keefe.
Motion carried (5-0)
Discussion about necessity for additional street improvement expenditures on Bryn Du Drive
Ordinance No. 08-07 – An Ordinance to Amend Ordinance 17-06 Providing for
Adjustments of the Annual Budget for the Fiscal Year 2007, and Revising Sums
for Operating Expenses, and Declaring an Emergency.
Manager Holycross referred to an email forwarded to Council the preceding evening from Assistant Manager Roberts explaining the problems uncovered on Bryn Du Drive. He indicated Engineer Jerry Turner and Village Service Director Terry Hopkins were there to provide specific information regarding the issues on Bryn Du Drive.
Terry Hopkins indicated that after the top coat of the drive had been removed the trucks working at the top of the hill began breaking through the pavement. It was discovered that the base under the pavement was wet. The whole road is wet underneath the pavement. There is a serious problem.
Councilmember O’Keefe questioned what is making the pavement wet. Director Hopkins does not know. Engineer Turner responded that his firm was part of the approval of Bryn Du Drive originally. He personally inspected the road and the undersurface materials were as hard as concrete. If the road was wet at that time, the road could not have withstood construction. It could be a spring. It could also be a water main break, but there are no unusual increases in water usage. Engineer Turner continued indicating that the $254,000 estimate is a worse case scenario. It is based on 2,000 feet of that pavement being redone. He does not believe all 2,000 feet will need to be replaced. He expects to stay within the current parameters of the 2,000 feet. No other areas of the road are affected.
Councilmember Tegtmeyer wanted to verify exactly what portion of Bryn Du Drive is affected. Engineer Turner indicated that the first part of Bryn Du Drive from Newark-Granville Road is fine as is the upper part. The affected area is between Glyn Tawel Drive and Derwin Dell Way; the middle section of Bryn Du Drive, on the grade.
Engineer Turner reported that the procedure to repair the road is to pulverize the existing material 16 inches deep. Lime and water is added to the pulverized materials that will harden like concrete. A 4 inch stone barrier is placed on top of this material and then the pavement is added. This method is cheaper than digging out the road base, removing and replacing all the materials. This process is now a standardized practice used by ODOT and is currently being used by ODOT on the Route 161 construction. If we were to dig out all of the materials, the cost could be $500,000.
Councilmember McGowan questioned if the problem would reappear since we don’t know the origins of the water. Engineer Turner indicated that it should not return to that area, but he cannot guarantee that the water will not move somewhere else. He also indicated that Bryn Du Drive is twenty years old, which is the designed life of that road. He feels confident that this fix, 16 inches of foundation under the pavement, should bridge this problem area. While fixing this problem, the source of the water may be found. If so, additional storm drainage may be added to relieve the problem. The road currently has under drains on both sides of the pavement. The storm drains are showing water drainage from these under drains currently.
Councilmember O’Keefe questioned if in fixing the road could divert water to the existing homes. Engineer Turner stated that he did not think that would happen. When roads are constructed, the use of under drains is used to divert water into the storm sewers.
Councilmember O’Keefe questioned if the upper catch basin could have an abundance of water and could that be undermining the road. Engineer Turner replied that water could be a source of this problem. Anything could be the source. Building all of the additional homes could have disrupted the flow of water and changed it, all of those homes have basements that when dug could divert springs or ground water that could be effecting the road. Director Hopkins indicated that usually if the catch basin or storm sewers have a break that water usually causes the ground to sink. If this scenario were the cause of this problem, we probably would have already found the problem.
Councilmember Tegtmeyer asked how long this problem has existed. Engineer Turner indicated that he could not answer that. The problem has not been bad enough with the regular level of traffic on the road to break the road down. The pavement did not break up. It was only after the top layer of asphalt was striped off that the problem became evident.
Councilmember O’Keefe asked if the expense would be too great to have a hydraulic engineer look at the road. Engineer Turner replied that soil engineers could come in and look at it. He works with a firm that has both hydraulic and soil engineers that he could request to come help find the problem. Councilmember Tegtmeyer suggested that Council would be remiss in not trying to find the origins of the water. Engineer Turner suggested that the engineer should be brought in immediately as we only have a small window to time. The ODOT guy who does the pulverizing is available the first of next week for only a few days.
Mayor Hartfield reminded Council that the road is currently torn up through the entire neighborhood and that whatever Council decides needs to be acted upon immediately.
Councilmember Mershon asked if the road was passable for emergency vehicles between Glyn Tawel and Derwin Dell. Director Hopkins responded that he would be nervous taking a “big, heavy fire truck” through there. The small vehicles can get through right now, but any heavy vehicles break up the surface pavement that has been put down to strengthen the road.
Mayor Hartfield asked if the engineer would be able to look at the road and make determinations while the road is under repair. Engineer Turner indicated that while the road is being pulverized, it would be an optimum time for the engineers to come in and investigate. While the road was open, is the best time for the engineers. The solutions are the $254,000 fix or the $500,000 fix.
Councilmember Tegtmeyer inquired as to the cost of a hydraulic engineer or whatever the appropriate engineer might be to inspect the problem as soon as possible. Engineer Turner estimated a cost of $2,500 to $5,000. Councilmember Mershon indicated that the extra engineer does not sound like a monetary issue.
Director Hopkins explained that the pulverizing equipment can be here on Monday, July 2. If we delay, he is not sure when that equipment would be available again. The Shelley Company would begin locating utilities on Wednesday, June 27th.
Mayor Hartfield asked if an engineer could be called in while the road is under construction. Engineer Turner indicated that he could call the engineer tomorrow. He asked if he needed to get bids, but he highly recommended the firm of Geotechnical Engineers in Westerville.
Mayor Hartfield asked Council if this solution was acceptable. Councilmember’s nodded in affirmation. Mayor Hartfield opened the discussion as to the two ordinances for funding the repairs.
Assistant Manager Roberts presented two ordinances for funding the additional street improvements. The ordinances were referred preliminarily as Ordinance No. 08-07 A and 08-07 B
Ordinance 08-07 A would provide for an adjustment in the annual budget for fiscal year 2007 as follows:
Fund Program Account # Account Add
General Street Maint & Repair A1-6-A250 Capital Outlay $110,000 Road Reserve A6-6-B250 Capital Outlay $ 60,000
Street B1-6-B250 Capital Outlay $ 60,000
Ordinance 08-07 B would provide for an adjustment in the annual budget for fiscal year 2007 as follows:
Fund Program Account # Account Add
General Street Maint & Repair A1-6-A250 Capital Outlay $ 40,000 Road Reserve A6-6-B250 Capital Outlay $ 40,000
Street B1-6-B250 Capital Outlay $ 30,000
Assistant Manager Roberts indicated that the difference in these ordinances is based on whether the Summit Street road improvements would be authorized.
Councilmember Mershon asked why the Summit Street improvements were moved from 2008 to 2007. Director Hopkins responded that the Summit Street improvements were originally scheduled in 2008, but as funds were available this year and bid responses have been lower than anticipated this year, the project was moved to 2007. Summit Street improvements are in the bid process right now. If the project is moved back to 2008, the low bids will probably not be available.
Councilmember Mershon asked if current bids are especially low and why. Engineer Turner explained that all bids are coming in very low this year. There is not a lot of work available this year. People are bidding on projects that have not ever bid on projects in the past. The current Summit Street bids are in and are extremely competitive.
Councilmember Tegtmeyer inquired if some sort of estimate is available if the Summit Street project is postponed to next year, especially with increased petroleum costs. Engineer Turner responded that ODOT used a 13% multiplier for this year (2007). He reiterated that the bid for Summit Street this year is very competitive and may not be so next year.
Councilmember McGowan inquired as to what projects were scheduled for 2008. Assistant Manager Roberts reported that the preliminary projects for 2008 are:
North and South Mulberry Street
Welsh Hills Road
North and South Prospect
Councilmember Mershon asked if the bid for Summit Street only included the portion of the road between Granger and Pearl or did it include the non-concrete area west of Pearl. Engineer Turner responded that it was only for Summit Street between Granger and Pearl. Director Hopkins indicated that most of Summit Street west of Pearl was concrete. That the pavement was not deteriorated enough to do the road currently. Engineer Turner added that he thought that portion of Summit Street may have been done when Pearl Street was repaved.
Councilmember Tegtmeyer inquired if the $254,000 additional costs would put us over the entire budget by $70,000. Assistant Manager Roberts answered that over run would be $200,000. Councilmember Tegtmeyer asked what projects would suffer. Assistant Manager Roberts responded that she did not think anything would suffer except for the year end balance; instead of an $800,000 balance, we would have about $700,000.
Councilmember O’Keefe asked what the carry over balance was from 2006. Assistant Manager Roberts indicated $1,200,000. Councilmember Mershon asked what the carry over was going back to 2004. Assistant Manager Roberts listed:
2005 $ 476,000
2004 $ 649,000
Ordinance No. 08-07, (A) an Ordinance to Amend Ordinance No. 17-06 Providing for Adjustments of the Annual Budget for the Fiscal Year 2007, Revising Sums for Operating Expenses, and Declaring as Emergency was moved by Councilmember Tegtmeyer. Second by Councilmember McGowan. Second made by Councilmember O’Keefe.
Mayor Hartfield went over the procedures that the emergency would be have to be voted on first and then the ordinance. As this is emergency legislation, it must be approved by all five members of council.
Councilmember O’Keefe asked if the costs for the hydraulic engineer needed to be included in the ordinance. Mayor Hartfield asked if the costs of the engineer would be covered by the $254,000. Assistant Manager Roberts indicated that funds were established for engineering fees in the current budget and would be taken care of. Council reaffirmed that Engineer Turner would be sure these fees were covered.
Mayor Hartfield asked if there were any questions or additional comments.
Roll call on Emergency clause in Ordinance No. 08-07. Adopted 5-0
Roll call on Ordinance No. 08-07. Adopted 5-0.
Councilmember McGowan moved to adjourn. Second made by Councilmember O’Keefe. Motion carried 5-0. Meeting adjourned.
Mayor Melissa Hartfield
Clerk of Council Mollie Prasher
Submitted by Mollie Prasher