Local Projects Division 2011 EXECUTIVE SESSIONS September 2011 Managing Road and Street Programs to...

Local Projects Division

2011 EXECUTIVE SESSIONS

September 2011

Managing Road and Street Programs to Get Results and Stay Out of

Trouble

Nebraska Department of Roads


In conjunction with:

NE Local Technical Assistance Program, UN-L

Bd of Public Roads Classifications & Standards

Bd of Examiners for Hwy/Street Superintendents



Agree or Disagree?

“ Your city / village / county should provide sound and safe transportation facilities

(roads, streets, bridges, etc.) ”


What does it take?

Good roads and streets require:•Funding – state, local & federal•People – professionals •Organization – effective, efficient, accountableYou – the elected or appointed officials in charge – make it happen!!


Presentation Outline

1. Local Organization & Duties – 2. Classifications & Standards – 3. Planning & Reporting –4. Other Requirements – 5. State Aid – 6. State Oversight & Support – 7. Conclusions –8. Questions & Comments

1. Local Organization & Duties


Local Projects Division Local Organization & Duties

County roads and Municipal streets are part of an Integrated Highway, Road & Street System

•State Policy, legislated in 1969

•Components: Standards; planning & reporting procedures; Highway Trust Fund (shared); licensed superintendent

Highway / Street Superintendent –

•Actual job titles vary •Employed or consulting•Not mandatory•Licensing is required for Incentive Funds. (Funds go to the county or municipality.)•Class B = entry level, requires exam or P.E.; Class A = experienced; professional development required for renewal.

Local Projects Division Local Organization & Duties


Program Management, Planning & Reporting – •Superintendent’s responsibility

Program Policy & Oversight – •County Board’s / City Mayor’s & Council’s / Village Board’s responsibility

Interlocal Agreements – important

Townships – responsible for maintenance

Local Organization & Duties


2. Classifications & Standards

Local Projects Division Classifications & Standards

Functional Classification – •All public roads & streets are classified as to function •FC is based on (a) rural / municipal; (b) type & amount of traffic•FC governs design & construction standards•State and Federal FC systemsJurisdiction over roads & streets – •State / NDOR = higher classifications•Counties = lower rural classifications (outside municipal boundaries)•Cities & villages = lower municipal classifications (within municipal boundaries)


Minimum Standards – •Prescribed in State Statutes & Regulations•Standards increase traffic safety by shaping and meeting drivers’ expectations •All new construction and reconstruction must be to current standards!•Maintenance projects keep old standards (“grandfathered”)•Failure to meet standards is punishable by 10% reduction in state funding for one year!•Loss of Federal Funds

Classifications & Standards


Minimum Standards, cont’d – •Failure to meet standards opens you to serious liability in the event of a crash!

Design Standards – •Examples: surfacing type; design speed; curves; grades; lane width; fixed obstacle clearance; bridge loading & dimensions•Minimum Design Standards are specific (detailed in MDS 428 NAC2 & AASHTO “Green Book”)



Design Standards, cont’d•Minimum Design Standards may be relaxed by the Board of Public Roads Classifications & Standards (NBCS) – relaxation of standards•Do’s & don’ts: Armor coating of, or placing asphalt millings on, an aggregate surface is paving. – That’s reconstruction.– Must be to standards (or get a relaxation).



Maintenance Standards – •Maintenance Standards are general.•Maintenance = preservation & upkeep as originally constructed, for safety & convenience of the traveling public.•Do’s & don’ts: Establish clear maintenance policies. “No maintenance” does not meet standards and State Laws 39-101 and 66-630!



Construction Standards – •NDOR Standard Specifications govern construction on Collectors & Other Arterials

•NDOR Specs are advisory for Local Roads/Streets

•Do’s & don’ts: Lack of attention to construction standards will lead to early failure of your facility (shortened life cycle).



Relaxation of Standards – •May request NBCS relax a specific standard on a specific segment of road or street

•When the standard would work a special hardship & isn’t feasible due to peculiar, special or unique local situations

•Full Federal oversight projects may require a Federal design exception from FHWA



Penalty – Standards – •10% reduction in next year’s State Allocations, for not meeting minimum standards

•Loss of Federal Funds



3. Planning & Reporting

Local Projects DivisionPlanning & Reporting

One- & Six-Year Plan – Adoption – •Develop & prioritize your projects annually •Adopt Plan after input from a Public Hearing•File a copy with NBCS, by March 1 (most jurisdictions)

Fiscal Constraint• Projects limited to funds available Ref 428 NAC 3• False reporting could result in penalties

– More projects than funds available – Failure to report project(s) – Not following plan


One-Year Plan – Revision – •To change, advance or add a new project

•Done at your regular meeting (no Hearing required)

•File a copy with NBCS (meets almost monthly)


Do’s & Don’ts – One- & Six-Year Plan•Project must be part of One-Year Plan & filed with NBCS before start of construction !!!•Develop projects for crash problem areas, and put them in the Six-Year Plan– Next year, see if they are high enough priority to be in the One-Year Plan– Turning “problems” into projects in the Plan shows you are planning responsibly

Planning & Reporting


Annual Report of Road & Street Operations (SSAR) – •Includes finances, materials and equipment•Covers entire road or street program•File annually with NBCS

Verification of Local Matching – •SSAR documents whether or not your county/municipality provided the required match for state Highway Allocation Funds


Certification of Compliance – •SSAR includes certification that all activities complied with state requirements

Do’s & don’ts: Do include all revenue sources and donations and all expenditures in your SSAR. Lack of reporting of such qualified sources may raise questions (“are you hiding something”) and could be construed as false reporting (penalty !!)


Penalty – Reports – •Suspension (then forfeiture) of this year’s Allocations (up to 6 months), for failing to file One- & Six-Year Plan or Annual Report (SSAR) !!!•10% reduction in next year’s Allocations, for filing a false report !!!•Do’s & don’ts: – Your One- & Six-Year Plan and your SSAR are important management and accountability tools – use them

Local Projects DivisonPlanning & Reporting

Incentive Funds Certification – •Annual certification, to NDOR, of your licensed superintendent for previous calendar year.•For your town or county to receive Incentive Funds, your superintendent must be licensed and actually performing duties.•One-page form, due Dec. 31. Funds disbursed with February Allocation distribution.•Do’s & don’ts: The appointed superintendent must be involved in the total road / street program


4. Other Requirements for Projects

Local Projects DivisionOther Requirements

Your projects & operations must also comply with State and Federal:•Purchasing & bidding laws•Environmental requirements•Engineering procurement requirements•Property acquisition (ROW) / relocation assistance requirements•Traffic control (MUTCD) requirements

Do’s & don’ts: Some requirements pertain to Federal funding, but others pertain to any project (even if you are only using local funds). Be informed and plan ahead !!!


5. State Aid

Local Projects DivisionState Aid

State Highway Allocation Funds – •Counties and Municipalities get a share of the State Highway Trust Fund, which is supported by the Motor Fuels Tax, the Sales Tax on Motor Vehicles, and Vehicle Registrations•Those shares come through the Highway Allocation Fund and are distributed monthly

In FY-10, the HAF generated –•Over $93 million in State aid to Counties•Over $93 million in State aid to Municipalities


LB84 2011

Projected to generate in FY 2014:

•5.3 million to Counties

•5.3 million to Municipalities


Allocations Formula – •Each County’s share: based on population, registered vehicles, miles of roads, lineal feet of bridges, and value of farm products sold; (7 factors)•Each Municipality’s share: based on population, registered vehicles, and lane-miles of streets; (3 factors)

Allocations Caution – •HAF (and match) may only be used for road / street program !!!


Allocations Matching & Penalty – •25% match required from each county and municipality (50% for Lincoln & Omaha)•Penalty if you do not provide full match

Allocations Relinquishment – •Municipality may relinquish all or part of its Allocation Funds to the County

Allocations Accumulation – •Municipality may set aside all or part of its Allocation Funds for up to 4 years for project(s)


Motor Vehicle Fee – •A local tax collected by the State•Distributed quarterly through Allocations formula•Must be used for road & street program•Use as part of HAF match !!!

State Aid Bridge Fund – •For Counties; used to reduce Local Match for Federal Bridge Program funds


Local Option Sales Tax•(Isn’t “State Aid”)•Receipts from sales of motor vehicles must be used for the street program !!!

Incentive Funds – •For using a licensed Superintendent•Class A License = doubled Incentive


State Aid Program (cont’d) –

•Bridge Program: Bridge replacement & rehabilitation; to counties and large cities (Municipalities < 5000 through counties)

•Other State Aid: State Recreation Roads; Grade Crossing Safety, etc.


6. State Oversight & Support

Local Projects Division State Oversight & Support

Board of Public Roads Classifications & Standards (NBCS) – •11 members, mostly local representatives•Oversees process for One- & Six-Year Plan & Annual Reporting (SSAR)•Establishes Minimum Standards


Board of Examiners for County Highway and City Street Superintendents (BEX) –

•7 members, all local, all licensed•Administers Nebraska’s unique voluntary licensing program

State Oversight & Support


Observations by NBCS and BEX Members

– Anything to add ? –


Nebraska Department of Roads -•Municipal / County Support Provided by NDOR (two separate handouts: Municipal, County)– More detail on aid programs and on how NDOR can assist your jurisdiction

– Copies available on table in back of room

State Oversight & Support


7. Conclusions


Your community has made a large investment – •Your roads, streets and structures have great value – maintain and improve them

People (your customers) depend on the program you provide – •Give them the best return on investment and the best quality service (consistent with best practices, policies, procedures & the law)

Conclusions


State funding programs – •Provide significant resources – use them judiciously and effectively•Come with complex requirements – follow them carefully

“Flying under the radar” won’t work – •Protect your county / municipality against: deteriorating facilities; set-backs and delays on projects; penalties; increased liability; missed economic development opportunities•Do it right !!!

Conclusions

Local Projects DivisionConclusions

Empower your people – •Your road / street crews and personnel are critically important•Make sure you provide leadership and rely on professional management •The Superintendent is key

– Anyone –

8. Questions & Comments


Local Projects Division 2011 EXECUTIVE SESSIONS September 2011 Managing Road and Street Programs to...

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Transcript of Local Projects Division 2011 EXECUTIVE SESSIONS September 2011 Managing Road and Street Programs to...