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HomeMy WebLinkAboutweekly newsletter Date: October 5, 2012 To: Mayor & City Council From: Mark A. Rohloff, City Manager WEEKLY NEWSLETTER Subject: QUIET ZONE UPDATE 1.: I wanted to provide you with an update on recent progress for the proposed new railroad “quiet zone” toward the northern end of the city. The construction work at the Butler Avenue and Snell Road crossings is wrapping up, so we are working to schedule a visit from Federal Railroad Administration (FRA) staff to verify that the constructed improvements match the plans we submitted. We hope to set up this visit within the next few weeks. Meanwhile, we await word on the waiver we submitted regarding keeping the existing speed limit on County Highway Y. Only after both of these occur will the FRA be able to certify this as a quiet zone. If you have any questions concerning this matter, please contact Transportation Director Chris Strong. BUDGET PRESENTATION MOVED TO OCMS STUDIOS 2.: Over the past couple of years, I have scheduled a public presentation on the upcoming year’s city budget at the Seniors Center, to coincide with public meetings held with the Public Works Department on the upcoming year’s street projects, as well as the upcoming year’s Community Development Block Grant (CDBG) Program. While the Public Works portion of the program is well-attended by directly invited citizens whose streets are impacted, the audience disappears following that portion of the meeting, which has left me with an audience of anywhere from one to six people. My portion of the presentation is the only presentation that is rebroadcast on OCMS and the city’s website. In 2011, I believe that there was only one member of the public present at this meeting. Given the cost involved in relocating OCMS staff to the Seniors Center for a low public turnout, I believe it is most cost effective to put our resources into having this presentation done in the OCMS studios, which can be done during regular work hours at less cost, but actually producing a more effective program for anyone who wishes to view it on OCMS. Therefore, as a result, I will only be scheduling the events related to the Public Works CIP and the Community Development CDBG presentations at the Seniors Center this year. Finance Director Steeno and I will schedule a time with OCMS to do our presentation in the studio in early November, after which it will be rebroadcast on OCMS. If you have any questions regarding our decision to make this move, please advise me. Weekly Newsletter October 5, 2012 Page 2 ABSENTEE VOTING FOR PRESIDENTIAL ELECTION 3.: In the past, we have seen increasing numbers of people voting via absentee ballot in advance of Election Day. Because of the rules that do not require any reason for absentee voting, we find many people are choosing to vote absentee as a convenience factor. As a result, City Hall is inundated with many people coming to vote in the days leading up to the election. This causes a disruption of other city services, and has been problematic from a crowd control standpoint. Due to these concerns, City Clerk Pam Ubrig has worked with our Facilities Maintenance staff and the staff at the Oshkosh Convention Center to have absentee voting take place at the Convention Center for the days nd leading up to the election. Beginning Monday, October 22, the public will be directed to the Convention Center for purposes of absentee voting. Ms. Ubrig and her staff have worked with the Convention Center staff to establish a flow of traffic so that absentee voting can be as convenient th as possible. The only question mark at this point is a possible conflict on Monday, October 29, when an event is being held at the Convention Center. We are still working through the details of that at this time. In any event, the City Clerk’s staff will work closely with OCMS to do as much publicity to direct people over to the Convention Center as much as possible. Even if traffic does start at City Hall, they will be redirected promptly to minimize any inconvenience. As a reminder, nd absentee voting will continue through November 2. If you have any questions regarding this plan, please contact City Clerk Ubrig. OPTIONS FOR RIVERSIDE PARK PARKING LOT PURSUED 4.: Over the past several months, staff has been reviewing options to renovate the parking lot that serves Riverside Park, the Convention Center, and Leach Amphitheater. Staff had conducted a parking lot evaluation analysis two years ago, and Riverside Park was identified as one of the parking lots in most need of replacement. The original project estimate from AECOM had identified a significant investment to renovate the entire parking lot. I asked staff and AECOM to review a phase-in approach to renovate the parking lot so as to spread the costs over a longer period of time, yet provide some parking availability during the entire renovation process. AECOM has prepared a report that identifies the range and scope of work that would be required for a phased-in project. Under this scenario, the north (Ceape side) would be renovated first. The south (river side) would remain open during Phase I construction, after which the south side would be renovated once the Phase I portion was completed. As shown on Page 4 of this analysis, the range for Phase I would cost anywhere from $500,000 to $1.3 million. The wide range has to do with the excavation and replacement of fill that would be necessary in this area, depending upon the actual soil conditions of the area. AECOM had conducted some preliminary soil analysis, and determined that the south side of the project area had much more unstable fill, such as sawdust, from prior uses. The north side had a somewhat more stable base when the Hooper building was located on this site. Nonetheless, the range of costs is necessary to factor in whatever soil that may be encountered during the actual construction. The likely estimated cost is approximately $700,000. Because of the challenges associated with financing the central garage project, many general funded capital projects are under close scrutiny for 2013 so that we have adequate funds to finance the garage project. At the same time, our parking lot renovation program for 2013 includes the City Hall parking lot renovation, which is necessary due to the construction of the underground storm water detention basin. As a result, the Riverside Park parking lot is second in priority to other parking lot projects. Phase II of the project is also over $1 million, and has a smaller range because we know that the soil conditions are poor and consequently, more expensive to address even for a smaller parking area. Weekly Newsletter October 5, 2012 Page 3 I am bringing this information to the Council’s attention so that you’ll understand that there are many moving parts associated with renovating this parking lot, not the least of which is cost, but more so, the timing of financing many large capital projects at one time. Ideally, I would like to bid Phase I of this project out this fall. However, until we have a better idea of funds necessary to construct the City Hall parking lot, I need to hold off on the final decision at this time. The renovation of the Riverside Park parking lot is vitally important to the success of the Convention Center and Hotel, so I understand the need to have this very visible parking lot renovated. Please keep these factors under consideration as we finalize the 2013-2017 Capital Improvements Programs. If you have any questions regarding this project, please contact Transportation Director Chris Strong or me. DEPARTMENTAL REPORTS & UPDATES 5.: Other items I’m enclosing with today’s Newsletter include the latest report on the city’s 2012 hotel/motel room tax. I am also enclosing a letter that went out to the residents of Rolling Green Circle regarding their area’s drainage issues. Another letter to citizens is enclosed, informing certain property owners that their streets are slated for reconstruction in 2013. Insofar as minutes are concerned, I’m enclosing the following: The thth minutes of the September 12 Landmarks Commission meeting; the minutes of the September 6 th Museum Board meeting; the minutes of the September 20 special meeting of the Museum Board; thth the minutes of the June 6 Police & Fire Commission meeting; the minutes of the September 12 th Board of Appeals meeting; and the minutes of the August 6 Sustainability Advisory Board meeting. The last item I’m enclosing is a listing of the Oshkosh Public Library’s highlights for the month of September, 2012. UPCOMING MEETINGS 6.: I will be at the International City/County Management Association thth Conference in Phoenix, Arizona, from Saturday, October 6, through Wednesday, October 10. th Due to my attendance at the conference, I will not be at the October 9 Council Meeting. Assistant City Manager/Director of Administrative Services John Fitzpatrick will be sitting in my place. As for my schedule for the remainder of the week, the only other meetings I currently have scheduled for next week are to meet with our Economic Development Consultant Adam Prager th and his team on Friday, October 12. This will take up a good part of my day. Additionally, the last two days of the week that I am in town I will be working to help finalize the 2013 draft proposed budget that Finance Director Peggy Steeno and I will be submitting to Council. As a result of these conflicts, there will be no formal Newsletter next week. I will be available via cell phone if you need to contact me for any reason. MAR/jdc Enclosures