Public Works Committee

The City of Lee's Summit Action Letter - Final Public Works Committee Monday, December 7, 2020 5:00 PM Via Video Conference Notice is hereby given that the Public Works Committee of the City of Lee’s Summit will meet in regular session on Monday, December 7, 2020 at 5:00 pm by video conference as provided by Section 610.015 of the Revised Statutes of the State of Missouri and therefore the public is invited to attend the meeting by one of these methods: • By viewing the meeting on the City website at www.WatchLS.net, and various cable providers (Spectrum channel 2, Google TV channel 143, AT&T U-Verse channel 99 and Comcast channel 7) for those whose cable providers carry the City of Lee’s Summit meetings. • By sending a request to the City Clerk at clerk@cityofls.net to attend the meeting on the Zoom platform. The City Clerk will provide instructions regarding how to attend by this method. Persons wishing to comment on any item of business on the agenda may do so in writing prior to 12:00 p.m. on Monday, December 7, 2020, by one of the following methods: • By sending an e-mail to clerk@cityofls.net, • By leaving a voicemail at 816-969-1005 or • By leaving written printed comments in the utility payments drop boxes located in the alley behind City Hall or inside the foyer at the north end of City Hall, both located at 220 SE Green Street, Lee's Summit, MO 64063. Written comments submitted by these methods will be presented at the Public Works Committee meeting. In the event that the meeting cannot be broadcast via www.WatchLS.net and the cable channels noted above, this agenda will be amended to include directions for the public to attend via the Zoom software platform at www.Zoom.com; such amendment will include a specific link to attend the Public Works Committee meeting. 1. Call to Order The December 7, 2020 Public Works Committee meeting was called to order by Chairman DeMoro, at 5:00 p.m. via Zoom. Notice had been provided by posting The City of Lee's Summit Page 1 Printed on 2/1/2021  Public Works Committee Action Letter - Final December 7, 2020 the meeting notice with a tentative agenda, at least 24 hours in advance of the meeting, at both entrances to City Hall. 2. Roll Call Present: 3 - Chairperson Fred DeMoro Vice Chair Phyllis Edson Councilmember Hillary Shields Absent: 1 - Councilmember Trish Carlyle 3. Approval of Agenda A motion was made by Councilmember Shields, seconded by Vice Chair Edson, to approve the agenda as posted. The motion carried by a unanimous 3-0 vote. 4. Public Comments None 5. Business A. 2020-3780 Approval of the November 2, 2020, Public Works Committee Action Letter. A motion was made by Vice Chair Edson, seconded by Councilmember Shields, to approve the Public Works Committee Action Letter dated November 2, 2020. The motion carried by a unanimous 3-0 vote. B. BILL NO. An Ordinance authorizing the execution of a License Agreement by and 20-235 between the City of Lee's Summit, Missouri, and the Lakewood Property Owners Association, Inc. to grant access for the construction, installation, repair, replacement and maintenance of streetlights along Lakewood Boulevard. (PWC 12-7-20) A motion was made by Councilmember Shields, seconded by Vice Chair Edson, that this Ordinance be recommended for approval to City Council. The motion carried by a unanimous 3-0 vote. C. BILL NO. An Ordinance authorizing the execution of a License Agreement by and 20-236 between the City of Lee's Summit, Missouri, and LW Properties LLC, to allow an encroachment in a utility easement located at a property commonly known as 1002 NE Banner Street. (PWC 12/7/20) A motion was made by Vice Chair Edson, seconded by Councilmember Shields, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. D. BILL NO. An Ordinance authorizing the execution of a License Agreement by and 20-237 between the City of Lee's Summit, Missouri, and Rodney W. Rockwell and Donald G. Rockwell, to allow an encroachment in a utility easement located at a property commonly known as 1000 NE Banner Street. (PWC 12/7/20) A motion was made by Councilmember Shields, seconded by Vice Chair Edson, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. E. BILL NO. An Ordinance approving Modification No. 3 to an Agreement dated July 16, 20-239 2019 (RFQ No. 543-32272) for Professional Engineering Services for Four Stormwater Improvement Projects - SW Blazing Star Drive, SW 34th Street, NE The City of Lee's Summit Page 2 Printed on 2/1/2021  Public Works Committee Action Letter - Final December 7, 2020 Delta School Road, SW Pinnell Drive, by and between the City of Lee’s Summit, Missouri, and Lamp Rynearson for an increase of $114,000 with an amended not to exceed amount of $315,700 and authorizing the City Manager to execute an agreement for the same. (PWC 12-7-20) A motion was made by Councilmember Shields, seconded by Vice Chair Edson, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. F. BILL NO. An Ordinance approving Modification No. 1 to an Agreement for Professional 20-240 Engineering Services for Stormwater - SW Lea Drive (RFQ NO. 543-32272A) by and between the City of Lee's Summit, Missouri, and Olsson and Associates, for an increase of $25,795 with an amended not to exceed amount of $234,251, and authorizing the City Manager execute an agreement of the same. (PWC 12/7/20) A motion was made by Vice Chair Edson, seconded by Councilmember Shields, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. G. BILL NO. An Ordinance authorizing the execution of a License Agreement by and 20-238 between the City of Lee's Summit, Missouri, and John K. & Doris K. Weilert, to allow an encroachment in a sanitary easement located at a property commonly known as 109 NW Teakwood Street. (PWC 12/7/20) A motion was made by Councilmember Shields, seconded by Vice Chair Edson, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. H. BILL NO. An Ordinance authorizing the execution of a Missouri Highways and 20-241 Transportation Commission Third Supplemental Agreement to Airport Aid Agreement by and between the City of Lee's Summit, Missouri, and the Missouri Highways and Transportation Commission, granting state funds in the amount of $1,591.00 for sponsor’s state block grant for Project No. 11-109A-1, to the sponsor to assist in engineering design to widen and extend runway 18/36 at the Lee's Summit Municipal Airport. (PWC 12/7/20) A motion was made by Vice Chair Edson, seconded by Councilmember Shields, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. I. BILL NO. An Ordinance authorizing the execution of a Missouri Highways and 20-242 Transportation Commission Amendment to State Block Grant Agreement, Amendment #3 by and between the City of Lee's Summit, Missouri, and the Missouri Highways and Transportation Commission, granting federal funds in the amount of $28,635.00 for assisting with design engineering to widen and extend runway 18/36 at the Lee's Summit Municipal Airport. (PWC 12/7/20) A motion was made by Councilmember Shields, seconded by Vice Chair Edson, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. The City of Lee's Summit Page 3 Printed on 2/1/2021  Public Works Committee Action Letter - Final December 7, 2020 J. BILL NO. An Ordinance approving a Public Service Agreement by and between the City of 20-243 Lee's Summit, Missouri and the Downtown Lee's Summit Community Improvement District and authorizing the City Manager to execute the same by and on behalf of the City. (PWC 12/7/20) A motion was made by Councilmember Shields, seconded by Vice Chair Edson, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. K. BILL NO. An Ordinance authorizing the execution of an amendment to an agreement 20-244 setting a Guaranteed Maximum Price for the renovation of the Police and Courts building by and between the City of Lee’s Summit, Missouri, and Turner Construction Company, in the amount of $4,474,909.00. (PWC 12/7/20) A motion was made by Vice Chair Edson, seconded by Councilmember Shields, that this Ordinance be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote. L. 2020-3809 Discussion - Sidewalk Gap Program Project Prioritization Michael Park, City Traffic Engineer, presented to the Committee the Sidewalk Gap Program Project Prioritization to receive direction. He explained it is not a conversation about maintenance, ADA compliance, or sidewalk standards. The CEDC and Council had reviewed some development changes in the UDO(Unified Development Ordinance) as it pertains to sidewalk requirements, which help to prevent the creation of new gaps throughout the city. Mr. Park defined a sidewalk gap as a break in continuous sidewalk, missing sidewalk in an area that generally has sidewalk, and the absence of sidewalk where required by standards. Both developing residential lot pending sidewalk and Capital Improvement Project pending sidewalk are not considered a gap. What may or may not be a gap are subdivisions granted a waiver to have sidewalk, and unimproved roads and interim standard roads. In 2009 an inventory of sidewalk gap was completed as a culmination of City Council meetings and consultants work to develop a 4 tier prioritization. The study found there were 286 miles of sidewalk gap. Inventory is continually updated as standards change and as work is completed on capital projects. The FY21 Improvement Plan is the first year of several $500K sidewalk gap funding Capital Improvement Plan cycles up to $2.5M that was allocated when the City took the 1/2 cent CIP sales tax to the voters. This is the first funding round and before identifying projects to be funded staff wanted to confirm the priorities. The goal is to develop a revised process for project identification within the tiered approach that considers other factors providing a more narrow set of objectives than the existing methodology. Council will choose more influential factors and potentially weighted importance for staff preparation of recommended projects with less subjectivity and greater probability of met expectations. Mr. Park asked the Committee for considerations to changing the The City of Lee's Summit Page 4 Printed on 2/1/2021  Public Works Committee Action Letter - Final December 7, 2020 tiered system and shared a screen with examples of factors with the tiered approach in detail, then an example of prioritization with scaled category ratings and weighting system with tiers as an option for consideration. Councilmember DeMoro thought the existing priority system is a good starting point but a sub priority would be best to address no sidewalks to parks. Shields expressed concern with no sidewalks for those walking to school. If students are not in the bus riding zone then priority should be to provide a safe walking path. Mr. Park suggested scaling the priority factors with narrowing priorities by adding factors of benefit, more value to a connection that extends from a school or park into a neighborhood, selecting sites that are easier to build, or considering public comment or demand. Certain priorities can be weighted, such as street classifications because of safety, with priorities near elementary schools and parks. Mr. Park went back to priority factors asking if the committee is interested in expanding the existing program or adding new factors. DeMoro said it would be worthwhile to prioritize access to schools and parks. Councilmember Edson stated it is not so much the need for ¼ mile to a school but to an arterial where there are sidewalks to get to a school. She agreed there are areas where one should be able to walk to school using sidewalks as well as to parks and that the priorities should be expanded. Councilmember Shields said looking at the connection value benefit and difference of construction makes sense with the current supply of projects they could be done with. She suggested focusing on the easiest and cheapest to install to get the biggest bang for your buck, and to combine that with access to schools and parks. Mr. Park suggested using the current tiered system and finding a balance between the priority factors. If there’s interest in weighting the factors then he’ll take the graph and work with it further so it is easier to understand. Councilmember Shields agreed that having the priorities be a function of the overall prioritization will benefit the cost and the improvement projects will put the limited dollars into the gaps that have biggest impact with the least cost. Councilmember DeMoro agreed wanting to connect to areas in the best fiscal way. Councilmember Shields emphasized acknowledging those that do not have the time and resources to advocate on behalf of their neighborhoods. She did not want to see neighborhoods get left behind because they do not attend public hearings and give public input. Councilmember DeMoro advised the importance of connecting sidewalks to schools and parks because of traffic danger concerns. If there is higher weight on those needs then we're connecting residents to their destination. Mr. Park restated that the Committee's direction is to look at alternatives to the existing process using a slightly different method to add factors, put weight to those factors, and to roll the tier system into that process. Staff will develop a different graphic with more information to work with and update for the next presentation in January. He wanted to confirm to have the right weighting and the right factors included. Next steps The City of Lee's Summit Page 5 Printed on 2/1/2021  Public Works Committee Action Letter - Final December 7, 2020 will be to come back to the Committee in January with an update to include the feedback and then plan for a February City Council meeting if that's the desire to move forward a recommendation to Council for concurrence. That puts staff in line for identifying projects based on the new system in March through May and begin construction this summer. 6. Roundtable Councilmember Shields asked about the bond issue and inquired about using that fund towards the sidewalk gaps. Christal Weber, Assistant City Manager, stated that when they prepared the last no tax increase bond issuance the City had a list of projects from across the city and sidewalk gap and infrastructure were included. Those discussions are ongoing and will go through Council and Finance and Budget Committee. Coucilmember Edson asked for an update on the Airport Master Plan process. Bob Hartnett, Interim Director of Public Works, stated that work is progressing. He said they just received a draft of section 7 of the Airport Business Plan and shared it with the internal team for review. Later this week an update will be sent to Council, stakeholders, and to BOAC. Work was originally slowed down by COVID and facility requirements that require approval by state and at the federal level. The facility requirements have been submitted to MoDOT. He referenced the City website Airport page for a link to the virtual open house. Chris Bussen, Solid Waste Superintendent, gave an update on the RFQ process for the Solid Waste Processing facility. The City issued the RFQ in late September. At the pre-submission meeting there were thirteen representatives in attendance, forty-six firms having accessed the RFQ, and thirty-one firms downloaded the information. The deadline for submission is January 7 at 5 p.m. Christal Weber, Assistant City Manager, wanted to remind City Council that if they have come in contact in their personal life with those in other organizations to tell them what a great place Lee's Summit is to work and encourage them to apply for the Public Works Director position. She also made mention that Bob Hartnett has announced his retirement and will be leaving January 8, 2021. She thanked him for his years of service and continued ambassadorship. Mike Anderson, Construction Manager, will be Interim Public Works Director from December 19th until the new director takes their role. 7. Adjournment The December 7, 2020 Public Works Committee meeting was adjourned by Chairman DeMoro at 7:00 p.m. via Zoom. The City of Lee's Summit Page 6 Printed on 2/1/2021  Public Works Committee Action Letter - Final December 7, 2020 For your convenience, City Council agendas, as well as videos of City Council and Council Committee meetings, may be viewed on the City’s Legislative Information Center website at "lsmo.legistar.com" The City of Lee's Summit Page 7 Printed on 2/1/2021