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

1. 2011 EXECUTIVE SESSIONS September 2011 Managing Road and Street Programs to Get Results and Stay Out of Trouble Local Projects Division

2. Nebraska Department of Roads • Local Projects Division • In conjunction with: • NE Local Technical Assistance Program, UN-L • Bd of Public Roads Classifications & Standards • Bd of Examiners for Hwy/Street Superintendents Local Projects Division

3. Local Projects Division Agree or Disagree? “ Your city / village / county should provide sound and safe transportation facilities (roads, streets, bridges, etc.) ”

4. Local Projects Division What does it take? • Good roads and streets require: • Funding – state, local & federal • People – professionals • Organization – effective, efficient, accountable • You – the elected or appointed officials in charge – make it happen!!

5. Local Projects Division Presentation Outline • Local Organization & Duties – • Classifications & Standards – • Planning & Reporting – • Other Requirements – • State Aid – • State Oversight & Support – • Conclusions – • Questions & Comments

6. 1. Local Organization & Duties Local Projects Division

7. Local Organization & Duties Local Projects Division • 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

8. Local Organization & Duties Local Projects Division • 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.

9. Local Organization & Duties Local Projects Division • 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

10. 2. Classifications & Standards Local Projects Division

11. Classifications & Standards Local Projects Division • 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 systems • Jurisdiction over roads & streets – • State / NDOR = higher classifications • Counties = lower rural classifications (outside municipal boundaries) • Cities & villages = lower municipal classifications (within municipal boundaries)

12. Classifications & Standards Local Projects Division • 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

13. Classifications & Standards Local Projects Division • 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”)

14. Classifications & Standards Local Projects Division • 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).

15. Classifications & Standards Local Projects Division • 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!

16. Classifications & Standards Local Projects Division • 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).

17. Classifications & Standards Local Projects Division • 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

18. Classifications & Standards Local Projects Division • Penalty – Standards – • 10% reduction in next year’s State Allocations, for not meeting minimum standards • Loss of Federal Funds

19. 3. Planning & Reporting Local Projects Division

20. Planning & Reporting Local Projects Division • 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

21. Planning & Reporting Local Projects Division • 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)

22. Planning & Reporting Local Projects Division • 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

23. Planning & Reporting Local Projects Division • 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

24. Planning & Reporting Local Projects Division • 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 !!)

27. Planning & Reporting Local Projects Division • 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

28. Planning & Reporting Local Projects Divison • 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

29. 4. Other Requirements for Projects Local Projects Division

30. Other Requirements Local Projects Division • 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 !!!

31. 5. State Aid Local Projects Division

32. State Aid Local Projects Division • 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

33. State Aid Local Projects Division • LB84 2011 • Projected to generate in FY 2014: • 5.3 million to Counties • 5.3 million to Municipalities

34. State Aid Local Projects Division • 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 !!!

35. State Aid Local Projects Division • 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)

36. State Aid Local Projects Division • 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

37. State Aid Local Projects Division • Incentive Funds – • For using a licensed Superintendent • Class A License = doubled Incentive • Local Option Sales Tax • (Isn’t “State Aid”) • Receipts from sales of motor vehicles must be used for the street program !!!

38. State Aid Local Projects Division • State AidProgram (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.

39. 6. State Oversight & Support Local Projects Division

40. State Oversight & Support Local Projects Division • 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

41. State Oversight & Support Local Projects Division • Board of Examiners for County Highway and City Street Superintendents (BEX)– • 7 members, all local, all licensed • Administers Nebraska’s unique voluntary licensing program

42. State Aid Local Projects Division Observations by NBCS and BEX Members – Anything to add ? –

43. State Oversight & Support Local Projects Division • 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

44. 7. Conclusions Local Projects Division

45. Conclusions Local Projects Division • 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)

46. Conclusions Local Projects Division • 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 !!!

47. Conclusions Local Projects Division • 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

48. 8. Questions & Comments – Anyone – Local Projects Division