City Council

MINUTES OF THE CITY COUNCIL MEETING CITY OF MISSION HILLS, KANSAS April 8, 2024 The City Council of the City of Mission Hills, Kansas held a meeting on April 8, 2024 at 5:30 p.m. PRESIDING: Mayor David W. Dickey PRESENT: Councilpersons Bill Bruning, Gregg Davidson, Barbara Nelson (phone), Eden Thorne (phone), and Andy Weed ABSENT: None ALSO PRESENT: Jennifer Lee, City Administrator; Meghan Woolbright, City Clerk; Kim Bomberger, Interim City Arborist; Anna Krstulic, City Attorney; Spencer Jones, City Treasurer (absent); Chief Roberson, Prairie Village Police Department (PVPD); Captain Eric McCullough, PVPD; Captain Adam Taylor, PVPD; and Becky Fast, Johnson County Commissioner VISITORS: Jared Hoke, Lawrence, KS; Mike McQuaid, Fairway, KS and Tim McQuaid, Mission Hills CALL TO ORDER Mayor Dickey called the meeting to order at 5:30 p.m. and the pledge of allegiance was recited. GREETINGS AND INTRODUCTIONS Mayor Dickey greeted visitors and noted that the order of the agenda would be adjusted to accommodate the interests of the visitors. Mayor Dickey noted that the meeting would be recorded for the purpose of meeting minutes. APPROVAL OF MINUTES OF COUNCIL MEETING – March 4, 2024 Councilperson Weed moved to approve the minutes of the March 4, 2024 meeting. Councilperson Davidson seconded. All proposed edits were approved and accepted by Councilperson Weed and Councilperson Davidson. Approved 5-0. PUBLIC SAFETY A. Police Report Chief Roberson referred to the March narrative report and noted there was a low number of incidents. He noted an unlocked vehicle with the key fob inside was stolen from a residence. He added the vehicle was recovered and a Ring camera captured a drop off vehicle, but a suspect has not been identified at this time. Chief Roberson reported there were two thefts from vehicles that occurred approximately in the same area and time frame. He noted in the first incident a window was shattered and items were taken from the trunk. He noted that this past year there have been a few more instances of windows being shattered to access visible items, but this continues to be 1 uncommon. Mayor Dickey noted in the theft from vehicle where a window was shattered the reports states three backpacks were stolen from the trunk and asked if the items were truly in a closed trunk where the items were not visible or the back of a SUV. Chief Roberson stated information regarding the vehicle type could be provided. He added no suspects have been identified for this vehicle theft. Chief Roberson noted in the second incident personal items were stolen from an envelope in an unlocked vehicle. Chief Roberson referred to the March activity report and noted that the year to date driving under the influence and drug arrest stops have increased by approximately fifty percent. He noted that often these incidents are correlated and opined that the experience level of the officers working in Mission Hills has resulted in more stops of this nature. He added officers are diligently and aggressively patrolling the City at night for drivers who should not be on the road. Chief Roberson referred to traffic stops and noted the year-to-date tickets issued is lower than the previous year, but the number of year-to-date traffic stops is nearly identical to the previous year. He added officers should not necessarily be writing tickets for every traffic stop and officers have the discretion to determine if education or enforcement is appropriate. He noted from the PVPD perspective that traffic stop data is evaluated by number of vehicles stopped, the cause for the stop, and the officer’s decision to ticket or educate. Councilperson Bruning noted that in March traffic stops were 60% over the monthly average with 321 stops in March as opposed to the monthly average of 186 stops. He asked if officers are consciously stopping more drivers. Chief Roberson noted the average can include months with high and low numbers and opined that 321 stops in a month with a fully staffed force is within normal range. Mayor Dickey noted that during Chief Roberson’s tenure, the Council has requested a greater number of enforcements particularly around speed and the PVPD has taken that to heart. He added this is demonstrated by the trend line of increased traffic stops, which is good for residents. Councilperson Weed agreed. Chief Roberson noted that the City of Prairie Village is in the early stages of determining whether to build a new city hall. He added if a new city hall were built, there would still be a municipal complex and there would be significant improvements and additions to the police department. He noted that Covid procedures revealed the police department is out of space and officers need more working areas. Ms. Lee noted that Chief Roberson recently sent notice about promotions within the police department and asked if the Council received this notice. Chief Roberson noted part of the strategic plan for the PVPD is ensuring there are people in place to continue the department’s standard of professional operations. He noted he will be starting his 30th year with PVPD in August and as part of his transition process to potentially a different role in the community, he has identified individuals to advance in the command staff. Chief Roberson stated that Captain McCullough was promoted to Major McCullough with the title of deputy chief and Sargent Taylor was promoted to Captain Taylor and will manage staff services. He added that Corporal Boggs has been promoted to Sargent Boggs and will be shift supervisor for 2 the patrol division. He noted as the year progresses, there could be one or two additional promotions. B. Fire District Report No report was provided at the time of the Council meeting. CONSENT AGENDA A. Claims Ordinance No. 1654 B. Resolution No. 2024-F: Agreement with Charter for Undergrounding 65th Street Councilperson Nelson moved to approve the Consent Agenda as presented. Councilperson Thorne seconded. Councilperson Bruning referred to the staff report on Resolution No. 2024-F and asked the total cost of the undergrounding project. Ms. Lee replied that the $1.46 million is a good estimate and noted the cost for the cobra light design and installation could change a bit because the final light design is dependent on Evergy and Charter authorizing the locations of their infrastructure. Councilperson Bruning asked if there would be any additional construction costs. Ms. Lee replied no. Approved 5-0. NEW BUSINESS B. Home Tour Application – Kansas City Design Week 2024: 5930 Oakwood Road Councilperson Bruning moved to approve the home tour application for Kansas City Design Week 2024 to include 5930 Oakwood Road. Councilperson Davidson seconded. Approved 5-0. MAYOR’S COMMENTS Councilperson Bruning noted that he has enjoyed the role of Council President for a couple of years and would like to nominate Councilperson Weed to Council President. Councilperson Thorne seconded. Approved 4-0. Councilperson Weed did not vote. NEW BUSINESS C. Resolution No. 2024-H: Contract with LMCC for 2024 Capital Improvement Projects Councilperson Bruning noted the stormwater improvements on 66th Street and asked if the possibility of additional volumes of water because of the Mission Road project had been considered and if the capacity assumptions along this corridor are current. Ms. Lee replied that the capacity assumptions are current and noted separately the hydrology of the creek from the wooden bridge to 63rd Street is being studied because the creek is meandering in a few areas and is coming closer to the roadway at 65th Street. She noted that similar to the review of the Mission Road project, the City could engage Burns and McDonnell to review the study. Councilperson Bruning asked if there is a possibility that the capacity of the pipe needs to be expanded. Ms. Lee replied that capacity is one part of the equation. She added other considerations are should the wall be extended to protect the roadway and evaluating the sediment that drops under the wooden bridge, which now must be cleaned out more frequently. Councilperson Weed asked if the wooden bridge is functionally satisfactory. Ms. Lee noted that when the bridge was first installed there were a few challenges, given that this type of wood is a bit slippery when wet. She added this has been overcome as the wood has been scarified. Ms. Lee noted that because the bridge is so low to the creek it stops the energy of the water, which makes it drop the sediment. She added this is unlike other bridges in town, which causes the City to routinely pay for the 3 sediment to be removed. She noted the hydrological study will evaluate adding a weir to reduce the amount of sediment and the on-going maintenance costs. Councilperson Weed asked about the longevity of the wood on the bridge. Ms. Lee stated it is a forever wood and was selected, in part, for its durability. Mayor Dickey added the wood was selected for its combination of aesthetics and durability. She added that if the bridge was not at a stop sign or turn the initial issue of it being slippery would most likely not have come to light. Councilperson Bruning moved to approve Resolution No. 2024-H to contract with LMCC for the 2024 capital improvement projects. Councilperson Weed seconded. Approved 5-0. A. Commissioner Becky Fast – Johnson County Update Commissioner Fast thanked the Council for the opportunity to speak and noted that she believes Johnson County is thriving because of the county and city’s strong relationships. She noted that the county is rapidly growing and is currently the 120th largest county in the nation and there is only 38% of the unincorporated area remaining. She noted she represents eleven cities in the northeast of the county that include over 100,000 constituents of the 620,000 county residents, which the county projects could be up to 1 million residents by 2064. She noted one of the issues of growth is the Johnson County Library. She noted the building that houses the Corinth Library, which serves all the northeast, has experienced several floods and is being evaluated to be torn down and rebuilt. She noted there are currently three possibilities for the reconstruction in Prairie Village, which will be selected in collaboration with the Johnson County Library Board. She noted Mission Hills managed its own wastewater until it was released to Johnson County Wastewater (JCW) in 2006 and now a portion of the waste goes to the Nelson wastewater treatment facility and a portion goes to Kansas City, MO for treatment. She noted that JCW still manages the waste treated in Kansas City, MO. Mayor Dickey noted that if the county manages the waste collection of the portion treated in Kansas City, MO the city needs assistance addressing a problem on Brookbank Lane. He noted during heavy rain events because of the merged system, raw sewage flows up through a manhole cover on Brookbank Lane into Brush Creek. Commissioner Fast agreed that this issue needs to be resolved. Commissioner Fast noted that the Tomahawk Creek wastewater treatment facility is complete. She added the sewage at this facility was previously being treated by Kansas City, MO and the cost savings for revitalizing this facility over the next 20 years is $200-300 million. She added that Kansas City, MO is under a consent order to separate their merged stormwater and sewer systems. She noted there is an ongoing process to redirect systems in north Leawood to the Tomahawk Creek facility. She noted that the Nelson wastewater treatment facility is the oldest waste facility in the County and through several hundred million dollars of grants and low interest loans from the federal government it will be revitalized by 2029. Commissioner Fast noted that the northeast has aging pipe systems, and the Johnson County Wastewater Backup Prevention program is being piloted for residents to unhook stormwater pipes from the sewer pipes and install back flow preventers. Ms. Lee noted that a few of Mission Hills residents have taken advantage of this program. Commissioner Fast referred to the County Assistance Road System (CARS) program and noted Mission Hills utilized this program in 2022. She added that gas tax collections are used to fund a 50% match for eligible city projects. Ms. Lee noted that the Tomahawk Road project in 2022 received CARS funding. Councilperson Weed asked how projects are selected for CARS funding. Ms. Lee noted that the County sets minimum standards for CARS eligible routes. 4 Commissioner Fast noted that traffic counts factor into CARS eligibility because it is intended to benefit drivers beyond individual cities. Ms. Lee noted that 63rd Street, State Line Road, Mission Road, and Tomahawk Road are currently CARS eligible roads. Mayor Dickey noted that Belinder Avenue was a CARS route. Ms. Lee noted that an updated traffic count might be needed to determine if Belinder Avenue can be added as a CARS route. Commissioner Fast noted that both the CARS and Stormwater programs were established in 1993 and opined with the continued residential and commercial development in the County that stormwater is a huge issue that needs additional funding sources. Councilperson Bruning noted the City’s population is not growing significantly and asked if the County’s metrics could consider the increased square footage in residential reconstruction growth. Commissioner Fast noted that the County only regulates unincorporated, residential stormwater and each city regulates stormwater through guidelines and greenspace requirements. Councilperson Bruning asked if the increased impervious surface during reconstruction in the City could provide an opportunity for additional stormwater funding from the County. Ms. Lee noted that the City has applied for and received funding from the County for replacing stormwater pipes. She noted the replacement program takes into consideration the age, size, location of the existing pipe, and potential impacts of a pipe failure. She added the metrics for the pipe replacement application do not include additions to impervious surface. Ms. Lee noted that the City regulates greenspace requirements and if there is an increase in impervious surface due to redevelopment then the property owner is responsible for providing a solution for managing that additional water through a drainage study and run off water mitigation plan. Commissioner Fast noted that a few years ago the planning and funding for stormwater projects was moved to a watershed basis as opposed to city by city, so that communities downstream are taken into consideration. Councilperson Bruning noted that the City is taking water runoff from cities developing upstream. Commissioner Fast added that the stormwater management committee is 2D modeling projects to better inform cities about where the water is flowing and how creek beds are handling the water flow. She added that grant funding has been utilized to place sensors in the creeks to monitor flow during high rain events, so better data will help the County apply for federal funding. Councilperson Nelson noted that Prairie Village recently completed a project along Mission Road that included Brush Creek work and opined as the downstream community the Council had concerns about how the City’s portion of Brush Creek would manage large storm events after these changes. She added that since it is new construction, the City has not yet seen the outcome of the project. Councilperson Nelson added that increasing the amount of water a neighboring community receives can have negative outcomes. Commission Fast noted that 2D modeling has been very informative for downstream communities. Commissioner Fast noted that the County is responsible for licensing solid waste haulers and overseeing the permit with Waste Management for the landfill in Shawnee. She added that MARC recently did a study on the capacity of the seven active landfills in the region and found that the worse case scenario is all seven landfills will be full within 20 years and best case is 40 years. She noted identifying a location and permitting a new landfill can be challenging and takes a considerable amount of time. She noted the County is considering ways to encourage increased recycling collections at the city level and noted that the larger the recycling container the more households will recycle. Commissioner Fast noted that a large percentage of the landfill is food waste and although many schools compost there is not a County composting facility. Ms. Lee noted that the City has a contract with Waste Management for city-wide collections that includes 5 the large recycling bin as well as weekly recycling. She added the last resident survey found that over 80% of residents recycle. Councilperson Weed noted that in California residences have trash, recycling, and a compost stream collection. Commission Fast noted that if there was a composting facility in the County the three stream collections could be an option. She added in the past the County mandated yard waste be a separate stream and there could be a composting stream required, but that would require resident engagement and participation. Councilperson Nelson noted that the County does not recycle glass and asked Commission Fast for the latest consideration for glass recycling. Commissioner Fast noted the City of Roeland Park has contracted Ripple for residential glass pick up, but at the County does not have a facility for glass recycling. She added the recycling market shifted during the pandemic and there is now more competition and opportunities for profit. Commission Fast noted that the new hazardous waste facility is open and located in Overland Park. Commissioner Fast highlighted the growth in the aging population throughout the County and noted there are services available for these individuals. She added the County continues to operate strong mental health services, including the addition of a youth crisis residential program. Commissioner Fast noted that this program will help address family conflicts and disputes and will deter incarceration. She noted this program received a grant from the Kansas Department of Corrections. Councilperson Davidson noted that 12 beds are available through the youth crisis program and asked if they are at capacity. Councilperson Fast noted the program is very new, but there are three pods that target specific needs within the community. She noted that fentanyl addiction is a significant issue. Commissioner Fast noted the mental health center works with the police and mental health co-responders to stabilize suicidal or delusion individuals. She added the 988 suicide hotline has been an incredible resource. Councilperson Weed asked if 911 dispatch services are benefited by the 988 hotline. Chief Roberson noted individuals still call 911 for mental health emergencies, but dispatch can refer to the County mental health services and co-responder. He added a few months ago a second co-responder has been added for Prairie Village, Mission Hills, and Leawood. Commissioner Fast noted that public transit is a topic that the County will be reaching out to city residents for feedback on. She noted several years ago the County moved to a micro transit model with a focus on providing transportation for the elderly. She added that public transportation will be a challenge with the upcoming World Cup. Commissioner Fast noted that County residents will need to decide whether public transportation should be focusing on vulnerable and disabled populations or work force. She added that approximately 10% of County residents do not have a vehicle and rely on public transportation to get to work. Commission Fast noted that Meadowbrook Park has been a huge success and had over 1 million visitors last year. Commissioner Fast thanked the Council for their continued support and engagement. Councilperson Weed asked if there is any additional action the City should be taking to engage the County. Commissioner Fast noted the landfill capacity will be an issue that requires the County to make a significant decision and feedback from elected officials who will approve new trash hauler contracts will be important. She added that public transportation continues to be an issue where resident engagement is needed. 6 FINANCIAL REPORT A. March Financial Report B. 1st Quarter Financial Analysis C. 1st Quarter Reserve Fund Analysis Ms. Lee referred to the March financial report and 1st quarter financial analysis and highlighted in the March report that the increase of revenue is closer to $120,000, if you take into account the transfer in from the special highway fund and the reimbursement from Kansas City, MO for State Line Road. She noted very early trends in revenues and expenses were included in the quarterly report. Councilperson Weed noted the national shortage for new vehicles and asked the budgeting process for purchasing new vehicles for the police department. Ms. Lee noted that generally new police vehicles are included in the budget. She added that the City owns four vehicles which are on a replacement schedule with one new vehicle in year one and year two and then two new vehicles in year three. Ms. Lee noted the PVPD decided to change manufacturers because it has been difficult to acquire Ford vehicles and the Chevrolet Tahoe is now rated for the new grappler tool. She added that since the City was not able to purchase vehicles on the standard replacement schedule the funding was encumbered. She noted the revenue and expense report for the police budget capital outlay does not show an expense in 2024, because the encumbered funds from 2023 were used. She noted that if there is an opportunity in 2024 the PVPD will purchase another Chevrolet Tahoe for the Mission Hills officers, which would appear in the 2024 expense report. Councilperson Weed referenced the Council’s upcoming Strategic Planning/Financial Retreat and suggested with the on-going replacement schedule for police vehicles and inflation in the automobile industry could be a topic for budgeting discussion. Mayor Dickey noted that the upcoming Strategic Planning/Financial Retreat would occur before the next Council meeting and encouraged the Council to closely review the first quarter analysis for discussion. Councilperson Bruning noted there are considerable anticipated and unanticipated capital projects, such as the wall failure on Ensley Lane, on the horizon. He asked how funding is reserved for anticipated versus unanticipated capital expenditures. He noted in previous discussions he had expressed interest in reducing the mill levy but given the aging infrastructure in the community he is now interested in reserve fund management. Mayor Dickey encouraged the Council to review the five-year capital improvement plan in advance of the Strategic Planning/Financial Retreat because it provides the funding sources for each project in the plan. He noted there can be unanticipated capital expenditures, which can be managed with reserve funds. He added the five- year capital plan is updated annually and takes into consideration the spring road ratings. Ms. Lee noted the goal of developing a comprehensive inventory of all the structures owned by the City in order to be more proactive with inspections, maintenance, and replacements. She noted for example that this repository could include walls owned by the City in the right of way. Ms. Lee noted that a reserve fund analysis will be included in the packet materials for the Strategic Planning/Financial Retreat for discussion. She added her goal is for the Council to have an opportunity to review the packet and ask questions in advance of the meeting. Councilperson Weed noted that some of the budget flexibility has been realized through unanticipated cost 7 savings efficiencies, such as paving Mission Drive and State Line Road at the same time. He asked if the City’s policy is to budget conservatively, so that there is not a funding gap. Ms. Lee replied that apart from one or two years, the Council’s direction has always been to budget conservatively and any savings should be set aside in reserve funds or reinvested in capital projects. Mayor Dickey encouraged the Council to review the packet materials for the Strategic Planning/Financial Retreat meeting and if necessary, ask staff questions in advance to inform the discussion. OLD BUSINESS A. Repeat Nuisance Properties Ms. Lee noted that Councilperson Thorne had requested a visual representation of the nuisance property process, which is included in the report and includes a color escalation from green, to yellow and then red. Mayor Dickey noted that 6510 Indian Lane is currently in the red category and lists there are no plans to address cosmetic issues including wood rot and guttering at this time. He noted there have been cases in the past where these issues escalated from being unsightly to places that harbor animals. Ms. Woolbright noted that the codes inspector reviews the property each Monday and it remains in a stable condition. She added that a neighboring resident has expressed interest in purchasing the property. Ms. Lee added that the City could address the cosmetic issues and place a lien on the property and staff looks to the Council for guidance on when that action should be taken. She added that typically the City does not address cosmetic issues such as peeling paint or wood rot and the owner of the property is deceased, and her surviving husband does not believe he has any legal responsibility for the property although the City Attorney has a differing interpretation. Councilperson Bruning asked if there are additional lawn nuisances if the notice process starts from the beginning or if there is a continuation. Ms. Lee noted that lawn nuisances are unique in the ordinance and require one formal notice per calendar year before the City can remedy the issue. She added that the codes inspector visits the residence weekly to monitor for any additional nuisances so that the notice process could start without delay. REPORTS OF CITY STAFF A. City Clerk Ms. Woolbright noted that her report included the City calendar and website statistics. B. City Administrator Ms. Lee noted that the hiring process for the City Clerk and City Arborist positions has concluded with both positions filled. She noted that Ms. Bomberger will start as the interim City Arborist tomorrow, the new City Clerk will begin part time on May 1st and attend the May Council meeting, and the City Arborist is relocating to the Kansas City metro and will begin at June 3. Ms. Lee noted that the concept drawings and cost estimate to address the creek wall failure on Ensley Lane were included in her report. She noted the cost estimate is dependent on whether the stacked stone or stone and mortar wall is selected. She added that the Council is receiving this report in advance of it being shared with the property owners. Ms. Lee noted that 8 she would be meeting with the property owners to determine their level of interest in completing the work on their property. She noted the property owner might not want to proceed with repairs on their property, but the City could proceed with repairs to its property especially since the failure is continuing and getting closer to the road. Councilperson Bruning asked if the property owner would be out of compliance if repairs were not made to their portion of the wall. Ms. Lee noted that the property owner could decide not to replace the wall and cut the hill back to a softer angle and plan with native vegetation. Councilperson Weed asked how the financial burden and responsibility is determined in this situation. Ms. Lee noted the City engaged BHC to complete an ownership and topography survey and the cost of the project is divided to reflect the ownership of the wall. Councilperson Bruning noted past situations where property owners were shocked to discover that they owned and were responsible for replacing a driveway bridge that failed. Mr. T. McQuaid noted that on Ensley Lane a pedestrian and driveway bridge could be impacted by the wall failure. Ms. Lee noted that both bridges are privately owned. Mayor Dickey noted that a challenge in these situations is that many residents do not realize that approximately 90% of the creeks in the City are privately owned. Councilperson Nelson agreed that many residents are not aware that most creeks and walls are privately owned. She suggested an investigation to document all the City owned property along the creeks. Councilperson Bruning opined that would be an expensive undertaking. Mayor Dickey noted that there are existing property records of the City’s property and if needed a survey detailing ownership could be completed. He added that when there is an infrastructure failure along a creek, the City thoroughly investigates to determine who is responsible and if the failure is on City property it is fixed. He reiterated that many residents are unaware that most of the creeks are privately owned. Councilperson Nelson noted these types of repairs can be very expensive and opined that it would be in the best interest of the City to inform property owners of their responsibility to maintain privately owned creeks and walls. Mayor Dickey noted this could be a question for counsel and noted that he wants to be transparent and communicative with residents, but a letter campaign would result in the City surveying each location which would be expensive. Councilperson Davidson noted that property surveys have not been required for closings for many years, but the title would be required to disclosure ownership of creeks or creek walls. Councilperson Bruning noted that property owners might not be aware of their ownership responsibilities and opined that it is not the City’s role to advise them. Ms. Krstulic noted that in the real estate field that due diligence is the responsibility of the buyer. C. City Planner Mayor Dickey referred to Ms. Clifton’s report and noted that the Kansas City Country Club will be doing a significant golf course renovation and will be working closely with City staff on running hundreds of linear feet of construction fence because there is an active construction zone. Councilperson Davidson noted that Mission Hills Country Club is also doing a significant remodeling project. Mayor Dickey added that the Kansas City Country Club course project will begin soon after Labor Day. (Councilperson Thorne left the meeting). 9 MAYOR’S COMMENTS A. Liaison Reports Mayor Dickey noted that Mr. Stradinger’s appointment to the Board of Zoning Appeals (BZA) is on the agenda and his resume is in the packet. He added that Mr. Stradinger is highly recommended to serve on the BZA, but he has not yet met with the Chair of the BZA to discuss this appointment. Councilperson Weed suggested the Council could approve Mr. Stradinger’s appointment contingent on final approval of the BZA Chair. Mayor Dickey agreed. Councilperson Weed moved to appoint Mr. Stradinger to the BZA contingent upon final approval of the Chair of the BZA. Councilperson Nelson seconded. Approved 4-0. No liaison report for the Architectural Review Board was provided. Councilperson Bruning noted that the Park Board met to review spring and summer plantings and noted the homes association teams are very involved at this stage. He added there was a homes association proposal for a major irrigation project along Eisenhower Pond and the Park Board discussed if that project was timely. Councilperson Bruning noted the Park Board is in the planning stages of a once in a generation renewal project of Eisenhower Pond and he recommended that a comprehensive review of the Pond’s history and maintenance issues be developed and shared. He added there is a feeling that the appearance of the Pond has deteriorated and the changes to weather and water patterns have increased maintenance costs. Councilperson Bruning noted there is an opportunity to wholistically consider the purpose, use, and aesthetics of Eisenhower Pond within the deed restrictions from when the property was gifted to the City. Councilperson Bruning noted that he attended a Professional Review Panel (PRP) meeting and suggested sharing the first-floor plan with the PRP. He noted there were previous concerns that if the ARB reviewed the first-floor plan that it would be part of public record, but the PRP working documents are not subject to public records and opined this data would help to inform the PRP review. Ms. Lee noted that the PRP working documents are not a public record, so the first-floor plans could be provided for their consideration. Councilperson Weed noted the Planning Commission would meet this upcoming Wednesday. Councilperson Nelson reported that Councilperson Bruning attended the Board of Zoning Appeals (BZA) on her behalf. Mayor Dickey noted apart from Councilperson Davidson each Councilperson has served as the liaison to each of the boards. He noted that Councilperson Davidson will be liaison to the Planning Commission this next year. He added that Councilperson Weed will be liaison to the Community Engagement Committee and Crime Prevention and Safety Committee (CPSC). Mayor Dickey added that Councilperson Bruning will continue to serve as liaison to the Park 10 Board. He noted that Councilperson Nelson will be liaison to the ARB and Councilperson Thorne will be liaison to the BZA. Mayor Dickey noted that in March of 2025, the liaison position could rotate to allow Councilperson Davidson the opportunity to service a season as the liaison to the Park Board with Councilperson Weed liaison to ARB, Councilperson Bruning to BZA, Councilperson Thorne to Planning Commission, and Councilperson Nelson to CPSC and Community Engagement Committee. Councilperson Nelson noted the frequency of the ARB meetings. Mayor Dickey noted that he does not expect any Councilperson to be able to attend all the ARB meetings and noted that other Councilpersons could attend on her behalf when necessary. Mayor Dickey noted the next edition of the newsletter would be reaching residents in the upcoming week and it includes the Community Engagement calendar of events. ADJOURNMENT The meeting was adjourned at 7:05 p.m. /s/ Meghan Woolbright 11