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HomeMy WebLinkAboutAgenda - 12-12-2017 - 8-e - Right of Way Encroachment Agreement for Non-Utility Encroachments on Primary and Secondary Highways 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 12, 2017 Action Agenda Item No. 8-e SUBJECT: Right of Way Encroachment Agreement for Non-Utility Encroachments on Primary and Secondary Highways DEPARTMENT: Orange County Public Transportation (OCPT) ATTACHMENT(S): INFORMATION CONTACT: (919) 1. NCDOT Right of Way (EA16-1A) Theo Letman, OPT Transit Director, 245- 2. Roadway Maps 2007 3. Location of Proposed Encroachments 4. AARP Bus Stop Proposal 5. Passmore Senior Center Installation Photo PURPOSE: To approve a Right of Way Encroachment Agreement for Non-Utility Encroachments on Primary and Secondary Highways authorizing the applicant to enter into an agreement with North Carolina Department of Transportation (NCDOT). BACKGROUND: The Orange County Department on Aging, in cooperation with the Public Transportation Department, has received a grant to improve its bus ridership in the more rural parts of Orange County. Over the past five years, additional bus routes have been created to serve the older, rural population. However, few stops have adequate shelters, benches or even flat areas to wait for the buses. This has created a barrier to bus ridership. The grant funds have been used to purchase and install 15 Simme-Seats at strategic locations visited by older adults in the area. Simme-Seats provide space for two persons to sit comfortably while waiting for the bus. There may be need for grading, concrete pads, or easements at some of the sites to make sure that bus users can easily transit from the bus stop to the street to board a bus. This project will benefit all of Orange County, as the targeted bus stop improvements will facilitate travel throughout the County. The new bus seats will be installed primarily in the Town of Hillsborough, on its Circulator Route, and along the major bus routes between Hillsborough, Chapel Hill and Efland. The key benefit of this project to make Orange County more of an "age friendly community" is to make bus use more accessible and comfortable to all persons, especially those who are older. Although the general location of the bus stops are known, multi-departmental staff is working with NCDOT and Hillsborough and, in some cases, private property owners to locate these `encroachments' in a safe and suitable manner and location. This agenda item details approval of the encroachment in NCDOT right of way and notes County maintenance responsibility. 2 FINANCIAL IMPACT: There is no immediate financial impact associated with this item since the capital was accomplished with a grant. However, long term maintenance although minimal is still required. SOCIAL JUSTICE IMPACT: The following Orange Social Justice Goals are applicable to this agenda item: • GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. • GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY The fair treatment and meaningful involvement of all people regardless of race or color; religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic background; age; military service; disability; and familial, residential or economic status. • GOAL: ESTABLISH SUSTAINABLE AND EQUITABLE LAND-USE AND ENVIRONMENTAL POLICIES The fair treatment and meaningful involvement of people of all races, cultures, incomes and educational levels with respect to the development and enforcement of environmental laws, regulations, policies, and decisions. Fair treatment means that no group of people should bear a disproportionate share of the negative environmental consequences resulting from industrial, governmental and commercial operations or policies. RECOMMENDATION(S): The Manager recommends the Board approve and authorize the Chair to sign the Right of Way Encroachment Agreement for Non-Utility Encroachments on Primary and Secondary Highways to erect additional bus stops, replace existing bus stops, pending final review by the County's Risk Management staff and the County Attorney's Office. Attachment 1 STATE OF NORTH CAWOLINA ROUTE Circulator PROJECT COUNTY OF Orange Orange - Chapel Hill Connector, Orange - Alamance Connector DEPARTMENT OF TRANSPORTATION RIGHT OF WAY ENCROACHMENT AGREEMENT FOR NON-UTILITY ENCROACHMENTS ON -AND- PRIMARY AND SECONDARY HIGHWAYS Orange County Orange County Public Transportation THIS AGREEMENT, made and entered into this the day of , 20 17 , by and between the Department of Transportation, party of the first part; and Orange County Orange County Public Transportation party of the second part, WITNESSETH THAT WHEREAS, the party of the second part desires to encroach on the right of way of the public road designated as Route(s) Fixed Route - Hillsborough Circulator , located please see attached maps with county-wide bus stop/seats identified Fixed Route - Orange/Chapel Hill Connector, Orange Alamance Connector with the construction and/or erection of: public bus stop signs with attached seats/Simme Seats WHEREAS, it is to the material advantage of the party of the second part to effect this encroachment, and the party of the first part in the exercise of authority conferred upon it by statute, is willing to permit the encroachment within the limits of the right of way as indicated, subject to the conditions of this agreement; NOW, THEREFORE, IT IS AGREED that the party of the first part hereby grants to the party of the second part the right and privilege to make this encroachment as shown on attached plan sheet(s), specifications and special provisions which are made a part hereof upon the following conditions, to wit: That the said party of the second part binds and obligates himself to install and maintain the encroaching facility in such safe and proper condition that it will not interfere with or endanger travel upon said highway, nor obstruct nor interfere with the proper maintenance thereof, to reimburse the party of the first part for the cost incurred for any repairs or maintenance to its roadways and structures necessary due to the installation and existence of the facilities of the party of the second part, and if at any time the party of the first part shall require the removal of or changes in the location of the said facilities, that the said party of the second part binds himself, his successors and assigns, to promptly remove or alter the said facilities, in order to conform to the said requirement,without any cost to the party of the first part. That the party of the second part agrees to provide during construction and any subsequent maintenance proper signs, signal lights, flagmen and other warning devices for the protection of traffic in conformance with the latest Manual on Uniform Traffic Control Devices for Streets and Highways and Amendments or Supplements thereto. Information as to the above rules and regulations may be obtained from the Division Engineer of the party of the first part. That the party of the second part hereby agrees to indemnify and save harmless the party of the first part from all damages and claims for damage that may arise by reason of the installation and maintenance of this encroachment. It is clearly understood by the party of the second part that the party of the first part will assume no responsibility for any damage that may be caused to such facilities,within the highway rights of way limits, in carrying out its construction and maintenance operations. That the party of the second part agrees to restore all areas disturbed during installation and maintenance to the satisfaction of the Division Engineer of the party of the first part. The party of the second part agrees to exercise every reasonable precaution during construction and maintenance to prevent eroding of soil; silting or pollution of rivers, streams, lakes, reservoirs, other water impoundments, ground surfaces or other property; or pollution of the air. There shall be compliance with applicable FORM R/W 16.1A (January, 1981) rules and regulations of the North Carolina Division of Environmental Management, North Carolina Sedimentation Control 4 Commission, and with ordinances and regulations of various counties, municipalities and other official agencies relating to pollution prevention and control. When any installation or maintenance operation disturbs the ground surface and existing ground cover, the party of the second part agrees to remove and replace the sod or otherwise reestablish the grass cover to meet the satisfaction of the Division Engineer of the party of the first part. That the party of the second part agrees to assume the actual cost of any inspection of the work considered to be necessary by the Division Engineer of the party of the first part. That the party of the second part agrees to have available at the encroaching site, at all times during construction, a copy of this agreement showing evidence of approval by the party of the first part. The party of the first part reserves the right to stop all work unless evidence of approval can be shown. Provided the work contained in this agreement is being performed on a completed highway open to traffic; the party of the second part agrees to give written notice to the Division Engineer of the party of the first part when all work contained herein has been completed. Unless specifically requested by the party of the first part,written notice of completion of work on highway projects under construction will not be required. That in the case of noncompliance with the terms of this agreement by the party of the second part, the party of the first part reserves the right to stop all work until the facility has been brought into compliance or removed from the right of way at no cost to the party of the first part. That it is agreed by both parties that this agreement shall become void if actual construction of the work contemplated herein is not begun within one (1)year from the date of authorization by the party of the first part unless written waiver is secured by the party of the second part from the party of the first part. R/W (161A) : Party of the Second Part certifies that this agreement is true and accurate copy of the form 5 R/W (161A) incorporating all revisions to date. IN WITNESS WHEREOF, each of the parties to this agreement has caused the same to be executed the day and year first above written. DEPARTMENT OF TRANSPORTATION BY: Asst. Manager of Right of Way ATTEST OR WITNESS: ORANGE COUNTY ORANGE COUNTY Donna Baker - Clerk to the BOCC Mark Dorosin - Chair Second Party INSTRUCTIONS When the applicant is a corporation or a municipality, this agreement must have the corporate seal and be attested by the corporation secretary or by the empowered city official, unless a waiver of corporate seal and attestation by the secretary or by the empowered City official is on file in the Raleigh office of the Manager of Right of Way. In the space provided in this agreement for execution, the name of the corporation or municipality shall be typed above the name, and title of all persons signing the agreement should be typed directly below their signature. When the applicant is not a corporation, then his signature must be witnessed by one person. The address should be included in this agreement and the names of all persons signing the agreement should be typed directly below their signature. This agreement must be accompanied, in the form of an attachment, by plans or drawings showing the following applicable information: 1. All roadways and ramps. 2. Right of way lines and where applicable, the control of access lines. 3. Location of the proposed encroachment. 4. Length and type of encroachment. 5. Location by highway survey station number. If station number cannot be obtained, location should be shown by distance from some identifiable point, such as a bridge, road, intersection, etc. (To assist in preparation of the encroachment plan, the Department's roadway plans may be seen at the various Highway Division Offices, or at the Raleigh office.) 6. Drainage structures or bridges if affected by encroachment. 7. Typical section indicating the pavement design and width, and the slopes, widths and details for either a curb and gutter or a shoulder and ditch section, whichever is applicable. 8. Horizontal alignment indicating general curve data, where applicable. 9. Vertical alignment indicated by percent grade, P.I. station and vertical curve length, where applicable. 10. Amount of material to be removed and/or placed on NCDOT right of way, if applicable. 11. Cross-sections of all grading operations, indicating slope ratio and reference by station where applicable. 12. All pertinent drainage structures proposed. Include all hydraulic data, pipe sizes, structure details and other related information. 13. Erosion and sediment control. 14. Any special provisions or specifications as to the performance of the work or the method of 6 construction that may be required by the Department must be shown on a separate sheet attached to encroachment agreement provided that such information cannot be shown on plans or drawings. 15. The Department's Division Engineer should be given notice by the applicant prior to actual starting of installation included in this agreement. 16. Method of handling traffic during construction where applicable. 17. 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CO N. O) N. CO Cr) N - M I— Lf') N CO N. L) CO CO L) — CO CO L) N. M CO M N N N N N N N I� CO N. CO CO CO CO CO CO CO CO CO CO CO CO CO CO O) CO CO CO O O O O O O O O O O O O O O O O . . . . . . CO CO CO CO CO CO CO CO CO CO CO CO CO CO CO CO co co co co co co co co co co co co co co co Cr) Cr) Cr) CO CO Lf') I,- N — N- N- CO CO - Lf') O) CN 00 CN CO — L) O) CO CO CO CO I— - CO CD O) CO CO N CO — N. N. N Lf') L) CO CO CO N. N- CO CO O) CO CD CD N . . . . . O) O) O) O) O) O) O) O) O) O) O) O) O) O) O) O) N (n U) a) Q - - - - - - - - - - - - - c °) a) O 0 0 0 0 0 0 0 0 0 0 0 0 07/ CO p) a) a) a) a) a) a) a) a) a) a) a) a) a) CD CD Tij a) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Attachment 4 15 1 The Orange County Department on Aging, in cooperation with the Public Transportation Department, submits this challenge grant to improve its bus ridership in the more rural parts of northern Orange County. Over the past five years, additional bus routes have been created to serve this older, rural population, however, few stops have adequate shelters, benches or even flat areas to wait for the buses. This has created a barrier to bus ridership. The grant money would be used to purchase and install 15 Simme-S eats at strategic locations visited by older adults in the area. Simme-Seats provide space for two persons to sit comfortably while waiting for the bus. There may be need for grading or easements as some of the sites to make sure that bus users can easily transit from the bus stop to the street to mount the bus. r I In addition to the bus stop seats, the Department on Aging will provide, at no cost to the grant, marketing of the bus stop improvements and travel training and encouragement to older adults so that they feel more comfortable using available public bus services. The Orange County Department on Aging (OCDOA) is a unit of county government devoted providing programs and services to older adults throughout the county. It hosts two, nationally accredited senior centers, that serve nearly 600 people daily. The senior centers are one-stop- shops for wellness, educational, and social activities. Lunch is served Mon-Friday at both locations. In addition, the Department on Aging supports a community service unit, called Aging Transitions, that provides information, referral, and direct assistance to older adults facing health-related and life-style changes as they age, as well as providing support to stay in their homes as long as safely possible. The Aging Transitions Team Is made up of social workers and occupational therapists, along with a Medicare and a Transportation Specialist. The Transportation Specialist provides help to older adults who are transitioning from driving, by linking them to bus and other public transportation options in addition to providing "bus riding instruction" so that they existing service can be easily accessed. The Department on Aging is guided by a Master Aging Plan (MAP) newly developed every five- 6ix years since 2000. The last(2012-17) MAP was broadly focused on"livability" for older adults, including major improvement and expansion initiatives around housing, transportation, healthcare, and community services. In 2016, Orange County was the first county in North Carolina to join the AARP Age-Friendly Community network. The 8-domian Age-Friendly Community framework guided both the 2017-22 MAP development process as well as its implementation strategies. Under the leadership of the OCDOA, nearly 30 representatives from town and county transit organizations, healthcare systems, and older adult community members gathered together over five, 2-hour meetings between January-March 2017 to develop the goals and objectives, strategies and outcome indicators for the 2017-22 MAP Transportation Domain. The Goal of this Domain is to Expand Services,and Improve Infrastructure for Safe, Accessible, and Affordable travel within the Community. Objectives related to this project include: Expanding transportation options, ease and comfort of bus ridership, and access to transit information and travel training. 16 This project will provide funds to construct 15 bus stop seats, suitable for older adult use, at strategic locations within the northern,more rural half of Orange County. Bus service, suitable for older adults has been expanding in rural Orange County over the past five years. A new 10 stop "Circulator Route"began operation three years ago. This is a free one hour loop through the northern Orange County town of Hillsborough (population ), which includes a stop at the Senior Center, public library, Walmart store, and several apartments where large numbers of older adults live. In addition, a new public bus route has recently opened,joining Hillsborough with other Orange County communities where additional health and social services are located. These new routes, managed by the Orange County Public Transportation Department, make transportation for older adult residents much more accessible, however, the bus stops themselves are not very"age friendly". At many of the stops, there are no shelters or benches—barely a sign in the ground. In many of these locations and others, older adults find the bus stop difficult to access due to uneven pavement and sometimes there is no pavement at all! The $10,020 request from AARP would purchase and install Simme (www.simmeseat.com)bus- stop seats in 15 strategic locations between Chapel Hill, Hillsborough and Efland and on the Hillsborough Circulator route. These new Simme bus stop seats would provide adequate seating for two individuals while waiting for the bus. The seats would be placed in level, safe places and the route to the street would be graded for additional safety. Each seat is priced at $528,plus approximately $140 for installation. These 15 locations have already been sited. The Simme seats can be purchased as soon as the AARP funds are released and installed before November 1St by the Orange County Public Transportation Department. Staff from the Orange County Department on Aging staff would oversee the process to make sure that it is implemented in an"age friendly" manner and will provide, at no cost to the grant,travel information and training for older adults to get them comfortable with using these new bus stops. The key benefit of this project to make Orange County more of an"age friendly community" is to make bus use more accessible and comfortable to all persons, especially those who are older. The Department on Aging has been working closely with the Public Transportation Department to expand bus routes so that older adults have options for getting around the community once they stop driving their own cars. Adequate bus stops are common in the more urban area of Chapel Hill, but almost non-existent in the more rural parts of the county. In many places, there is no place to sit or get out of the sun or to walk safely to mount the bus when it arrives. The project will also include information and training on bus ridership to older adults throughout the county. The Department on Aging employs a"Transportation Specialist" whose job it is to link older adults with available transportation and to work with provider agencies to provide expanded and better transportation options. If this grant is approved, the OCDOA Transportation Specialist will focus much of her work on getting the word out about the improved bus stops and encouraging older adults to use them to conduct their everyday business and to access health and wellness services. 17 Older adult residents of Orange County have already been actively involved in advocating and planning for improved bus services throughout the county. As part of the county's Age-Friendly Community 2017-22 Master Aging Plan (MAP), over 1,000 community residents participated in public meetings, surveys, and focus groups to determine their needs and desires. A Transportation Work Group was commissioned to develop the specific transportation-related goals, objectives, strategies and outcome indicators and worked together over 5 meetings to create their portion of the 2017-22 MAP. In addition to 3-4 community member representatives, the following public and non-profit providers worked together: Chapel Hill Transit, Orange Public Transit, Triangle Transit, Triangle J Council of Governments, Piedmont Health Services, Department of Social Services, Orange County Council of Disability Advocates. The 2017-22 MAP went into effect on July 1, 2017. The Transportation Work Group members will continue to meet together on a quarterly basis to select implementation priorities and to oversee the process. The Department on Aging provides leadership to this group, by facilitating the meetings and keeping members informed of actions accomplished or partnerships needed. This project will benefit all of Orange County, as the targeted bus stop improvements will facilitate travel throughout the county. The new bus seats will be installed primarily in the Town of Hillsborough, on its Circulator Route, and along the major bus routes between Hillsborough, Chapel Hill and Efland. This area was targeted for this project because its current bus stop visibility, comfort, and safety is far poorer than that in the more populous area of Chapel Hill, home to the University of North Carolina. Many older adults live in the quiet towns of Hillsborough and Efland, but have been increasing forced to move into areas of the county that have more and better transportation options, once they give up their cars. If funded, the Orange County Department on Aging would purchase the fifteen Simme seat bus stops and contract with the Public Transportation Department for installation of the seats/poles at the agreed upon sites. The Public Transportation Department has already sited the stops and has the capacity for installation through their own contracted personnel. They guarantee that the installation can be completed by November 1,2017. The Department on Aging will cover the costs associated with marketing the new bus stop improvements and the Transportation Specialist will focus a portion of her time on providing travel information and training to older adults living in these communities to encourage and facilitate their use of the public bus system. In addition, the Public Transportation Department will cover any installation costs above the stated estimate. i , l'— (tr„RF i .. • I • ) y- f xT f 9 ”(1 4 y� ' F9r l�.; f r. L �� 1 -� , " 3 r�1 . �L 3j , � lTY a �Itl i �4rL r a v — 11 •' 1`1;1111-11•. •11.--•11•1'-'111. r V i{ 4 • �` • kl 1 d' }t i1 i 41 '1 i' .,, i � t I5+�,1 i , ' . 1 ' • y [ - � 1{� t , r I .I, 1 + t I JI �,i ;„•t i. iyfi1t .r ! �1',4 ! Jd °;03, 0a h [ 1 �f {r !i[s w .fl s. 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