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HomeMy WebLinkAboutWD-22-83 4 CORPORATION ®F THE TOWN OF NEWCASTLE PUBLIC WORKS DEPARTMENT R. DUPUIS, P. ENG., DIRECTOR HAMPTON,ONTARIO TEL.(416)263.2231 LOB 1J0 987-5039 REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING OF MARCH 21, 1983. REPORT NO. : WD-22-83 SUBJECT: 1983 ROAD NEEDS STUDY UPDATE i RECOMMENDATION: It is respectfully recommended: 1. That the Town' s Road Needs Study be updated in 1983 in accordance with the guidelines set out by the Ministry of Transportation and Communications; and, 2. That the Town utilize the services of the consulting firm of Totten Sims Hubicki Associates, Limited, for the 1983 Road Needs Study Update, at an estimated cost not to exceed $3,000.00. REPORT: The Town's Road Needs Study forms the basis for the Ministry of Transportation and Communications allocation of subsidy funds for projects related to the Town's road system. To ensure that the study always represents the current condition of the road system and therefore a good basis for subsidy allocation, the Ministry requires that it be updated annually. The attached correspondence from M.T.C. indicates the parameters which must be considered in the update. 67 2 - Updating the Needs Study for a road system as large as that of the Town of Newcastle is a very comprehensive and specialized task. To derive maximum benefit and subsidy through the update requires sound knowledge of the rules for subsidy and the methods which can be used to maximize same. The Region of Durham and most of the local municipalities employ a consultant to ensure that the update is performed in the most beneficial manner. i The Town has employed the firm of Totten Sims Hubicki Associates, Limited, for the past several years to perform the Needs Study Update. This has proven quite beneficial at a nominal cost. It is, therefore, recommended that Totten Sims Hubicki Associates, Limited, be employed to undertake the Town's 1983 Needs Study Update. Respectfully submitted, IV-14 -I I R.G. Dupuis, P. Eng. , Director of Public Works. RGD:jco March 9, 1983. Ulf RECEIVED MAR 0 3 1983 t f', 4 Ontario Ministry of Transportation and 1201 Wilson Avenue, Communications 3rd Floor, West Tower, Downsview, Ontario. M 3M 1J8 ` February 28, 1983 ii Director of Public Works, Town of Newcastle, 40 Temperance St., Bowmanville, Ont. L1C 3A6 Dear Sir: �f Re: Road Needs Study Annual Update - 1983 As you know, the 1983 construction and maintenance allocations for your municipality were based on your roads needs information. To ensure that your 1984 allocation is based on correct data, it is necessary to update the �. road and bridge needs appraisal information. The update procedures are outlined in the Methods Manual - Municipal Roads Systems - Needs Measurements - pages 32 to 40. The attached memorandum details some of the key elements of the update which should be used to complement the procedures described in the Methods Manual. It is not necessary to retain the services of a Consulting Engineer if you and/or your staff can carry out the update. For municipalites operating on an "urban" basis for road work, the cost of the work involved in updating the Road Needs Study by municipal staff will be part of the 7% administration and overhead allowance. If Consulting Engineers are retained the services will be subsidized directly as a road maintenance expenditure. For municipalities operating on a "Rural' basis for road work the cost of the work involved in updating the Road Needs Study will be considered as a road maintenance expenditure and will be eligible for subsidy at the normal road rate. Ministry staff will be available to provide assistance by answering any questions you may have and to participate actively in the udpate procedures as required. ALL REVISISED APPRAISAL SHEETS MUST BE SUBMITTED TO THE MINISTRY'S DISTRICT OFFICE BY JUNE 1, 1983. HOWEVER, AN EARLIER SUBMISSION WILL BE AP r 00 Last year over 50% of the completed updates were received by the June 1, deadline. We would like to see that percentage increased this year as it Provides the Ministry staff with more time to check the appraisal sheets for errors or omissions. If you have any questions regarding any portion of the update, please do not hesitate to contact our District staff. Yours very truly, z ZJ. E. effernan, Manager, Municipal Roads Office. JEH/RL/nr r. a �w 4 Fes? 5jH i V A) 1983 UPDATE PROCEDURES - LARGE LOWER TIER PROGRAM INTRODUCTION ` tti An update of the needs information is required to ensure that the deficiency ratings of the roads and bridges (including Highway Connecting Links) shown on the appraisal sheets represent the condition of the road system as of January 1, 1983. i Municipalities using their own staff to carry out the update can complete the following items prior to undertaking the spring structural adequacy review. • Appraisal sheets with carry-over costs should have the costs removed or reduced as the case may be. See enclosed Report 2 - Roads and Report 4 - Bridges which list the carry-over costs in the "Now " period. • New roads, including subdivision roads where winter maintenance has been done, require apraisal sheets. • New bridges require an appraisal sheet complete with photographs. • Where improvements were carried out on roads" and bridges in 1.982, the appraisal sheet should be revised to reflect the changes or a new appraisal sheet should be prepared. Improvements are to include all changes resulting from construction, resurfacing, ;¢ spot improvements and drainage work. Minor changes can be noted separately on a xerox copy and the changes to the original appraisal sheet will be done by the Ministry. The type of minor changes include, time period changes, traffic updates which do not affect design changes, etc. 4 o Any known errors and/or omissions can be corrected. 1 General update ' P procedures are outlined in the "Methods Manual" - Municipal Road Systems - Needs Measurement" on pages 32 to 40. The a following paragraphs detail some of the key elements of the update. 1. Additions or Deletions of Roads and Structures All new roads and structures assumed by the municipality P y prior to January 1, 1983 or where winter maintenance has been carried out by the municipality must be recorded on appraisal sheet and given a road section or structure number. The road section and structure location should be recorded on the road section or structure maps. Where new roads cross a railway track at grade, the appropriate information should be recorded on the railway level crossing appraisal sheet and the crossing location shown on the railway crossing map. 2. Carry-Over Costs For road sections and structures that were under construction in 1981 with carry-over costs, the appraisal sheets should be revised appropriately to remove or reduce the cost shown (see enclosed computer output data). Where, for some reason, the carry-over costs are not reduced, a brief explanation must be provided. Il 3 i Road sections or structures where construction began in 1.982 Y ' should be revised to show the final design elements and, if not completed, the outstanding amount as of January 1, 1983 shown as "carry-over" cost. '' ; a =3 3. 1983 Construction Projects ' Where 1983 construction is scheduled, final design costs, if they 3 are available, should be shown on the appraisal sheets and noted under remarks. v 4. Traffic Update Only those road sections and structures where traffic volumes are significantly different from those on the appraisal sheet should be provided. If your municipality has carried out a traffic operation or transportation study, the traffic volumes should be checked with those on the appraisal sheets to see if they should be updated. 5. Structural Adequacy Review - Spring Break-Up 1983 It is necessary to review all roads in the 1 to 5 year period to determine if they have further deteriorated to be considered a NOW need. Other road sections in the 6 to 10 year period or non-deficient roads where it is suspected that the structural condition of the road has deteriorated sufficiently to be included in the "Now" or 1 to 5 year needs should also be appraised. The structural rating should also be adjusted and the type of 4 Where a single lift of hot mix resurfacing has been undertaken as a temporary improvement to roads which were identified as structurally deficient in the "Now" or 1 to 5 year period, the structural rating shall be raised to a minimum of 13 and the type of improvement and cost moved back to the 6 to 10 year period or removed completely. Where the single lift of hot mix resurfacing has been undertaken on roads which were identified i as structually deficient in the 6 to 10 year period, the structural rating shall be raised to a minimum of 15 and the deficiency and cost removed from the appraisal sheet. Where single or double surface treatment has been undertaken on structurally deficient roads it will not necessarily alter the structural rating or type of improvement. Any improvement costs over and above. the established bench mark costs should be determined at the time of the field investigation and noted on the appraisal sheets under "Remarks". �a All roads where the structural rating has been altered and results ' in an improvement cost being added or moved into a new time period MUST BE REVIEWED AND APPROVED BY M.T.C. DISTRICT. 6. Proposed Major Roads All proposed major roads eligible for subsidy must have a "Main Thoroughfare" designation before an appraisal sheet and estimated cost can be included in the municipality's roads needs. Requests for "Main Thoroughfare" designation must be made through the M.T.C. District Office and, if approved, the costs may be included in the 1 to 5 year needs. 7. Storm Sewer Needs The five year storm sewer program must be updated to show completed-projects, projects started with carry-over costs and i the addition of new projects now included for 1.988. These revisions must be approved by M.T.C. District representatives and accompanied by a copy of the Municipality's 5 year capital ' works program and storm sewer improvement map. 8. Partial Improvement on Deficient Road Sections In cases where a road or group of roads shown on an appraisal sheet as deficient and have only had a portion of the road or roads improved, the following methods may be used to update the appraisal sheet: (i) Where the improved portion of road is less than 50% of the total length then the length to be improved (Item 67) and the improvement cost (Items 77 & 79) should be reduced accordingly. 1 (ii) Where the improved portion of road is more than 50% of the total length, the appraisal sheet should be revised to show a non-deficient road and the proriton of road still deficient eosted as a spot improvement. '' 6 Where road sections are improved to different standards, i.e. urban section from a semi-urban standard, the improved section could be added to another appraisal sheet of similar standard in the same geographic location a with the appropriate changes in kilometres (reduction on one and addition on the other) or a new appraisal sheet should be prepared for the improved section. (iv) Where road sections are altered either by additions or deletions of the section limits, a cross reference must be made to all sections with changes. This would eliminate any duplications or omissions. "= 9. Partial Deterioraton on a Non-Deficient Road Section The deterioration of a portion of road shown on an appraisal sheet as non-defieeint could be treated in a similar manner as in 8 above. 10. Improvement Costs All identified deficiencies shall have the appropriate improvement noted and the estimated improvement cost shown on the appraisal sheets. ALL COSTS ESTIMATES SHALL BE BASED ON THE APPROVED 1.979 BENCH MARK COSTS. 11. Maps It will be necessary to provide the Ministry's District and Head Offices with maps, showing clearly, all changes resulting from the update. (a) Road Section Map Any changes in road section number resulting from: o Additions to system o Deletion from system o Changes in section lengths (b) Any changes in Bridge and Railway Level Crossing Map resulting from: • New bridges or railway level crossings • Deletion of bridges or railway level crossings (c) Any changes in the traffic volumes should be shown on the Traffic Count Map. 3 (d) Any changes to Storm Sewer Map reslting from: o New needs on non-deficient roads o Deletion of needs due to storm sewer improvements. i General Comments Any errors and/or omissions in the information collected in the original study should be correctd and forwarded to the Distrit Office as part of the update material. It should be noted that the udpate procedures described in the Methods Manual and in this attachment apply in most cases. There will be instances where the criteria do not apply and in these circumstances "Engineering Judgement and Common Sense" should be used. Those municipalities which operate on a "Rural" basis are required to update the equipment and housing to reflect their 5 year needs to 1988. Upon Ministry acceptance of the updated information, the data will be computerized and a revised set of "Summary Tables" will be sent to the municipalities for their information. Where the Municipality has undertaken the update, only the revised or additional appraisal sheets need be forwarded to the Ministry. Where a new bridge has been constructed, 4 copies of the photography are required. The Ministry will provide copies for the municipality, the Ministry's District and Bridge Offices. Where consultants have been retained to carry out the update, copies of the changes are required as follows: 9 • Original Appraisal Sheets to Munciipal Roads Office • Copy to Ministry's District Office • Copy to be retained by Municipality • Additional copy of structure appraisal sheets only to Ministry's Bridge Office All updated or new structure and railway level crossing appraisal sheets shall have original photographs attached. Xerox copies of photographs are not acceptable. Ministry staff will check all appraisal sheets for major errors and omissions. If necessary, a meeting will be arranged to discuss any necessary changes prior to computerizing the information. i