Highlights from the Town Hall Meeting

Highlights from the Town Hall meeting

Introduction:
 We extend our heartfelt gratitude to everyone who attended our town hall meeting last night, March 5th. We had an amazing turnout, approximately 40 people in person and another 20 online.    Your presence and participation is valuable as we shared insights and discussed the future of our community's roads. During the meeting, we presented the Associated Engineer Road assessment report and delved into the potential costs involved in our road project. Your thoughtful questions and contributions to the discussion provided valuable perspectives that will shape our decisions moving forward.

 We understand that not everyone was able to attend the meeting, which is why we are providing access to the Road assessment report, PowerPoint presentation, and zoom recording links. We want to ensure that all members of our community have access to the information and opportunities to engage in the ongoing dialogue about our roads.

Links:
Associated Engineer 2024 Road Assessment Report
Power Point Presentation
March 5, 2024  zoom recording

 Below, you'll find a compilation of questions along with their corresponding discussions and answers. In this communication, an effort has been made to group similar questions together for clarity and coherence.

Question 1:
How were the evaluations for road conditions determined, and what factors were considered in the assessment?
 Answer:
The evaluations for road conditions were primarily based on a visual assessment of the surface and geotechnical considerations. The assessment focused on identifying issues such as routing, potholing, ponding, shoving, lack of crown, and other factors contributing to road degradation. The geotechnical analysis specifically examined the adequacy of the subgrade for asphalt roads using 30 core samples through the town. (AE Road Assessment Report Section 2, PPT pages 7-8)
 Discussion Points:
- Evaluation methodology: The evaluations were conducted through visual inspection and geotechnical analysis.
- Factors considered: The assessment looked at issues like routing, potholing, ponding, shoving, lack of crown, and subgrade adequacy for asphalt roads.
- Considerations to be of concern: elevation, drainage, current infrastructure, existing approaches, and the effect on the entire road network. Other consideration when moving to predesign amount of traffic, weight of traffic, defined truck routes, and collaboration with the Sask Highway and the expansion of Grand Coulee roadways.
 
 Question 2:
What is needed for the subbase/grade for asphalt roads, and what were the recommendations provided? (AE Road Assessment report pages 17-25 & Thurbers geotech reports)
 Answer:
For asphalt roads, a suitable subbase/grade typically requires around fourteen inches of granular subbase and eight inches of granular base. Recommendations based on the geotechnical report suggested building up the base before resurfacing with asphalt.
 Discussion Points:
- Sub base/grade requirements: Approximately 14 inches of granular subbase and eight inches of granular base are needed for asphalt roads.
- Recommendations: The geotechnical report recommends building the base before resurfacing with asphalt.
- Concerns: What roads should be pavement vs Reclaimed Asphalt, discussed not using Gravel, many highlighted the need for Railway to be pavement

 Question 3:
What maintenance considerations were discussed regarding asphalt and gravel roads, and how do they impact longevity? (AE Road Assessment report pages 21-25)
 Answer:
Regular maintenance, including crowning and adding material to routed areas, is essential for both asphalt and gravel roads to maintain their longevity. Neglecting maintenance can lead to water pooling, base saturation, and ultimately higher repair costs.
 Discussion Points:
- Maintenance requirements: Regular crowning and material addition to routed areas are necessary for both asphalt and gravel roads.
- Impact on longevity: Neglecting maintenance can result in water pooling, base saturation, and increased repair costs.
- Concerns on how often the road surface would be required to replaced or renewed, focus on the need for the proper annual maintenance

 Question 4:
What factors influence the choice of road surface for winter snow removal, and how does it affect service expectations?
 Answer:
The choice of road surface for winter snow removal depends on service expectations. Gravel or reclaimed asphalt roads may not be cleared down to the bare road due to difficulty and cost, whereas asphalt roads offer more forgiving conditions for snow removal.
 
Discussion Points:
- Service expectations: Expectations for snow clearing influence the choice of road surface.
- Impact on snow removal: Asphalt roads offer more forgiving conditions for snow removal compared to gravel or reclaimed asphalt roads.
- Clarification currently Grand Coulee does not clear snow to bare road for the purpose of using the snow as an insulation barrier for the in-road infrastructure

 Question 5:
How were labor time and costs, high traffic areas, and road maintenance factors taken into account in evaluating the road project?
 Answer:
Labor time, costs, traffic considerations, and maintenance factors will be discussed when moving to the next phase of the predesign to an in-depth evaluation. High traffic areas and specific concerns, such as damage caused by heavy trucks, will be considered in planning maintenance and repair strategies.
 Discussion Points:
- Labor time and costs: Labor requirements and associated costs were factored into the road project evaluation.
- High traffic areas: Areas with heavy traffic, such as those frequented by Loraas trucks, were identified for priority maintenance.
- Road maintenance factors: The impact of road maintenance, including crowning and base preservation, on project feasibility and sustainability was discussed.

Question 6:
What funding options were considered for the road project, and what are the implications for reserves and property owners? (PPT pages 11-15)
 Answer:
Funding options included using town reserves, seeking grants, and potentially borrowing. Using reserves would require replenishment for future needs, while grants could significantly reduce the financial burden on property owners. Borrowing would involve spreading costs among property owners over time.
 Discussion Points:
- Funding options: Town reserves, grants, and borrowing were considered for financing the road project.
- Implications for reserves: Using reserves would necessitate replenishment for future needs. Concerns about depleting the reserves for emergencies.
- Property owner burden: Grants could reduce financial burdens on property owners, while borrowing would spread costs over time. Possible Improvement Levy added ( capital cost of the asset and three options broke down on Power PPT page 13-15)

Conclusion:
As we reflect on the discussions from our town hall meeting, it is evident that effective road condition assessments and maintenance planning are essential for the safety and sustainability of our transportation infrastructure. The methodology outlined in the report, encompassing visual and geotechnical assessments, provides a comprehensive framework for evaluating road conditions and prioritizing maintenance efforts. The importance of citizen engagement in funding decisions and infrastructure priorities cannot be overstated, and we are committed to continuing this dialogue with our community.
 Moving forward, our next steps include further discussions at our meeting on March 12th, where we will delve deeper into the questions raised and consider scenarios for the phased project. Also, we will provide communication to ratepayers unable to attend the meeting, ensuring they have access to the information and engagement opportunities. Once discussions with the engineer are completed, council will decide on the best course of action to address the road project's phased implementation and again engage the community.
 We appreciate your continued support and engagement as we work together to enhance our community's infrastructure. Stay tuned for updates and opportunities to contribute to this important project.