Joint Special Council/BFPD
04/21/26 05:15 PM
Engineering
Christopher Heldreth
Resolution
Doc ID: 6283
COUNCIL RESOLUTION
AGENDA MATTER:
ADOPT RESOLUTION NO. ____- 2026 APPROVING REVISIONS TO THE CITY’S ENCROACHMENT PERMIT AND TRENCHING SPECIFICATIONS POLICY.
EXECUTIVE SUMMARY:
The revised Encroachment Permit and Trenching Specifications Policies will minimize trench and excavation scaring of roadway and easements pavement surfaces and ensure safety to the traveling public. The new policy will help the City protect the significant investment it is making in the City’s streets DISCUSSION:
City staff drafted revisions and updates to the City’s Encroachment Permit and Trenching Specification Policies. The revisions update encroachment permit requirements and revise the criteria and guidelines for trenching in City rights-of-way. Sometimes utility companies and contractors need to excavate or trench in City rights-of-way after new pavement resurfacing is completed, or where the existing pavement (road or easement) is smooth, uniform, lacks deterioration or excessive wear. Currently, these policies specify requirements for pavement repairs based on the age of the existing (surrounding) pavement.
Trenching or excavation in roads or easements can cause rough driving surfaces, wheel ruts, discoloration, and eyesore to the traveling public.
It is important to update and revise the City’s Encroachment Permit and Trench Specifications and make appropriate adjustments for these reasons:
(1) It is in the best interest of the general public to preserve the surface of the City’s roadway pavement for a reasonable period after new pavement or resurfacing is installed; and (2) To protect the City's investment in its infrastructure; preserve the life of roadways; preserve an improved traveling surface; and, maintain a pleasing appearance to surfaces that have been trenched or excavated; and
(3) These requirements should apply to utility companies, State agencies, Federal agencies, school districts, and private developers.
The policy changes on the attached Encroachment Permit and Trench Specifications include:
1) Clarifying references of the encroachment permit policy, 2) Changing the trenching specifications policy to use a standard pavement criteria for repairs rather than referencing the relative age of the existing or surrounding paved surface - sometimes, relatively new pavement can be scarred, rutted, and deteriorated, without the need to preserve the existing condition, and
3) Reduce the pavement restoration requirements where the existing pavement conditions are satisfactory and extensive surface improvements are not warranted.
Pavement does not deteriorate by age alone. Many times, a recent pavement can show signs of stress and deterioration after two to three years while older roads can be undamaged.
Joint Special Council/BFPD
04/21/26 05:15 PM
Engineering
Christopher Heldreth
Resolution
Doc ID: 6283
COUNCIL RESOLUTION
The current industry standard for evaluating pavement criteria is based on a Pavement Condition Index (PCI). The PCI is determined by conducting visual inspections to identify, measure, and rate 19 types of pavement distresses (cracking, rutting, and potholes, based on ASTM standard D6433 for roads). These distresses are assigned severity levels to calculate a numerical score from 0 to 100 (100 being excellent).
Since the PCI method is subjective, it may vary depending on the inspector’s observations.
However, using PCI for pavement repairs, pavement repairs do not relate to the age of the pavement surface. Where the PCI is high (95-100), the trench and excavation restoration requirements should be strict, ensuring preservation of that high quality road even if older than ten years; in other areas the requirements can be relaxed to reflect the present on the ground conditions in that area. The attached revised Trenching Specifications are based on the apparent deterioration or wear.
Other revisions to the policies include:
- clarifications for referenced documents,
- added notes for trench spans greater than 5’-3”,
- minor changes to trench restoration parallel to the traveled way, - adding compaction testing requirements,
- adding Pavement Condition Index (PCI) requirements, and - revising pavement overlay distances.
Adoption of this resolution and related policies will clarify permits, minimize trench scars, and ensure the City has safe roads.
Expenses for the revised policies will be borne by those that seek an encroachment permit from the City to excavate or trench in the rights-of-way.
The proposed policy also includes a provision allowing the City Manager to negotiate and enter into memoranda of understanding modifying the requirements of the Trenching Specifications Policies, but only if, and only to the extent, necessary to comply with utility franchise agreements previously approved by the City Council by ordinance.
Attachment 1 - Revised Encroachment Permit and Trenching Specifications Policies, dated ______, 2026 FISCAL IMPACT:
There is no direct fiscal impact related to the revised policies. However, the cost of trenching and excavations for utility companies and others will increase due to the new pavement restoration requirements.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt Resolution No. ____- 2026 and the attached revisions to the City’s Encroachment Permit and Trenching Restoration Policy.