Neighborhood and Community Improvement Program Committee Meeting

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE Special Meeting Thursday, August 25, 2011 7:00 PM COUNCIL CHAMBERS, FEW MEMORIAL HALL MONTEREY, CALIFORNIA NIP Representatives & All fourteen neighborhoods were represented. Alternates Present: Aguajito Oaks NIP Alt Foss Alta Mesa NIP Rep Heuer Casanova-Oak Knoll NIP Rep Ruccello Casanova Oak-Knoll NIP Alt Brassfield Deer Flats NIP Rep Robinette Del Monte Beach NIP Rep Fields Del Monte Grove-Laguna Grande NIP Rep Alley Fisherman Flats NIP Rep Reed Monterey Vista NIP Rep Jannasch New Monterey NIP Rep Dwight Oak Grove NIP Rep DiMaggio Old Town NIP Rep Harrison Skyline Forest NIP Rep Duke Skyline Ridge NIP Rep Liebermann Villa Del Monte NIP Rep Conte Staff Members Present: NIP Staff Coordinator Reeves, Recording Secretary Allen, Accounting Assistant Connolly, Finance Director Rhoads CALL TO ORDER NIP Staff Coordinator Reeves called the meeting to order at 7:01 p.m. ROLL CALL All fourteen neighborhoods were represented. APPROVAL OF MINUTES 1. April 28, 2011 Hansen Reed made a motion to approve the April 28, 2011 minutes as amended. Sharon Dwight seconded the motion. The motion was approved by all fourteen Representatives. 2. July 22, 2011 Hansen Reed made a motion to approve the July 22, 2011 minutes as amended. Merrily Alley seconded the motion. The motion was approved by ten Representatives, with Alta Mesa, Deer Flats, Del Monte Beach and Skyline Ridge abstaining.  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 PUBLIC COMMENTS Mr. Reeves opened Public Comments. Lee Whitney, Glenwood Circle resident, gave thanks for the approval of GW-04 Glenwood Circle Radar Speed Sign. She stated that parking signs have been installed but people are still parking there and not being ticketed, and others are now parking uphill in an even more narrow stretch of road. Mr. Reeves explained that the Hilton Hotel was given the choice to change the exit into an emergency exit only, rather than install a sidewalk. He said that constructing a sidewalk only along the frontage of the hotel would run counter to past practice and the advice of the City Attorney. Greg Riley, Glenwood Circle resident, stated his ongoing concern that Hilton Hotel guests are still walking in the road from the exit up to the parking area by the tennis courts, and said that on several occasions he has witnessed cars almost hitting people. He also expressed concern over students walking up the side of the hill to the school and causing dirt and gravel to slide onto the road, as well as students potentially slipping onto the road and getting hit by a passing vehicle. Seeing no further requests to speak, Mr. Reeves closed Public Comments. INFORMATIONAL REPORTS & STAFF COMMENTS 3. Budget Update Mr. Rhoads gave a brief update on the economy of the nation and how it may impact the City budget, and answered Committee member questions. Mr. Rhoads confirmed that he would have a better idea of next year’s budget by January 2012. Richard Ruccello asked that Council advise the Committee in early January of their intentions on how the NIP Committee should proceed for their FY2012/13 program. 4. Reminder: 2012 NIP Committee Nominations are Due by September 16, 2011 Mr. Reeves asked the Committee members to remind their neighborhood associations that the 2012 NIP Committee Nominations are due no later than September 16, 2011. He also reminded everyone that a general or board meeting of each neighborhood association must be held and the date of that meeting must be included in the nomination letter. 5. Corrections to FY2011/12 NIP Funding Balances Mr. Reeves advised the Committee that the balance totals stated at the April 28, 2011 NIP meeting were incorrect and that the balance has been corrected to $21,256. He confirmed that the corrections are formally entered into the record at this meeting, but staff will also append them to the April 28 minutes. * See attached list of corrections. NIP INFORMATIONAL REPORTS 6. NIP Spokesperson Reports Rick Heuer advised the Committee that at the August 16 City Council meeting staff had indicated that five of the FY2011/12 NIP projects did not meet the Council’s criteria, but that Council approved four of the five projects. He stated that Council asked for more information on the VDM-05 Encina/Casa Verde Crosswalk Bulb-outs project, before they Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 2  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 would consider approving it. Sharon Dwight stated that she attended the August 8 Mayor’s meeting, discussed the NIP projects on hold, and advised the group of the implications of holding up construction. She said she asked that in the future the annual NIP list moves forward even if the CIP list is not ready, and advised that going forward with the projects provides local economic stimulus. Mr. Heuer reminded everyone that money is not taken from the General Fund for NIP, but that the program is funded by the citizen approved tax increase dedicated to NIP. PUBLIC APPEARANCE 7. Request for Additional Funding and De-appropriation a. Recommend City Council Approve Additional Funding for FS#2 & Hilltop Center Water Storage Tanks Project – Citywide (34n0732) Mr. McMinn advised the Committee that additional funding of $33,819 was needed to complete the FS#2 & Hilltop Center Water Storage Tanks Project and answered Committee member questions. The Committee discussed the project and the need for the additional funding, with several members concurring that they felt that the project was too expensive. Jayme Fields said that the requested amount could be used for several emergency locations and asked that several screening options be explored. She said that it might be helpful to find a solution for this location that could be used for future locations of additional emergency water tanks. Sharon Dwight said the changes were not reviewed by Parks and Recreation Commission or Architectural Review Committee (ARC), and that ARC will need to review the project options before any screening is installed. Mr. Reeves opened Public Comments. Mike Brassfield, CONA Alternate, said that children climb on the chain link fence, which safely secures the water tank at Casanova Oak Knoll Park. He said a wooden fence would not keep the tank secure and would also create a danger to the children. Greg Riley, Glenwood Circle resident, asked if the tanks were secured at the top so that no chemicals could be introduced into the water. Seeing no further requests to speak, Mr. Reeves closed Public Comments. Richard Ruccello made a motion to continue the request for additional funding for the FS#2 & Hilltop Center Water Storage Tanks Project to explore alternative options for screening the tank at Hilltop Center. Rick Heuer seconded the motion. The motion was approved by all fourteen Representatives. b. Recommend City Council Approve Additional Funding for Pacific Street Erosion Control and Shoulder Restoration Ph II Project – Monterey Vista (34n0617) Mr. McMinn advised the Committee that additional funding of $5,660 was needed to complete the Pacific Street Erosion Control and Shoulder Restoration Ph II Project. The Committee discussed the project and the need for the additional funding. Mr. Reeves opened Public Comments. Seeing no requests to speak, Mr. Reeves closed Public Comments. Sharon Dwight made a motion to recommend to Council to approve additional funding of $5,660 from the NIP Contingency Fund for the Pacific Street Erosion Control and Shoulder Restoration Ph II Project. Hansen Reed seconded the motion. The motion was approved by thirteen Representatives, with Larry Conte Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 3  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 abstaining. c. Recommend City Council De-appropriate Del Monte Beach Traffic Signal Preemption for Ambulance Egress Project – Del Monte Beach (30n0526) Mr. Reeves advised the Committee that Jayme Fields asked that the Committee de- appropriate the Del Monte Beach Traffic Signal Preemption for Ambulance Egress Project with the project balance of $47,973.25 to be returned to the NIP ending balance. Ms. Fields explained that the ambulance company had moved and that there was no longer a reason to modify the signal. Mr. Reeves opened Public Comments. Seeing no requests to speak, Mr. Reeves closed Public Comments. Jayme Fields made a motion to recommend to Council to approve de- appropriation of the Del Monte Beach Traffic Signal Preemption for Ambulance Egress Project for the amount of $47,973.25 to be returned to the NIP ending balance. Rick Heuer seconded the motion. The motion was approved by all fourteen Representatives. 8. Update on August 16, 2011 City Council Adoption of NIP Program and Projects on Hold Olivia Morgan, Aguajito Oaks Representative, arrived at 8:15 p.m. and replaced Abby Foss, Aguajito Oaks Alternate who left the meeting. To provide Council with the information they requested regarding all Villa Del Monte Traffic Calming projects, Mr. Reeves discussed the two existing projects and the incongruity between the traffic plan and what Council approved. On question, Ms. Allen reported that the balance for Phase I is $195,414 and for Phase II $99,956. Janine Robinette made a motion to recommend to Council to correct the description for the project, with Larry Conte seconding the motion. After additional discussion, Ms. Robinette withdrew her motion so staff could conduct more research on the scope of Phase I. Mr. Reeves suggested that at the September 6 joint meeting with City Council, the Committee discuss addressing changes to the traffic-calming plan to accommodate the current conditions in the neighborhood. Richard Ruccello read a portion of the July 27 Council and NIP joint meeting report regarding the City Attorney’s opinion on placing NIP projects on hold. He said as the projects age, the project costs continue to rise. He questioned staff’s perception that citizens may think that building certain projects would be a waste of money. He expressed his concerns that the Committee would again not be given an adequate amount of time to have a discussion with Council at the September 6 meeting and said he hoped that the Committee would be allowed to express their comments directly to Council and receive Council’s comments back to the Committee. Mr. Ruccello advised that the neighborhoods should review the list of projects placed on hold to insure that all the projects are still viable. Ms. Dwight suggested that the Committee could make recommendations to de-appropriate projects at the next NIP meeting when any revisions to the Policies and Procedures Manual are considered. Janine Robinette made a motion to strongly convey to the Council that the Committee wants to have all the projects released from hold. Rick Heuer Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 4  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 seconded the motion. The motion was approved by all fourteen Representatives. 9. Project Solicitation Process for FY2012/13 The Committee discussed how to solicit projects for the FY2012/13 program. Janine Robinette recommended that the public be notified without any cost to the NIP fund. The Committee concurred that their guidance to staff was to spend no money advertizing for projects for FY2012/13, but that all possible venues be explored to inform the public and provide the opportunity for submitting new projects. 10. Discuss NIP Policies and Procedures Manual Revisions The Committee discussed items to be considered for revision, including how to replace the past practice of mailing a project nomination card in the City Focus and how to reduce the amount of projects that are not feasible before significant time and money has been spent on them. The Committee discussed the City’s Capital Improvement Projects (CIP) that were given to them this year. Rick Heuer said projects should not be allowed for consideration if they are for more than the NIP budget. Sharon Dwight suggested that staff breakdown CIP projects into neighborhood components with well developed scope and submit to the neighborhood associations as the Parks and Recreation Commission has done. She said the neighborhoods become the proponent of the project and can decide which projects to support. Mr. Reeves suggested drafting a letter from the Spokesperson to the City Manager asking for guidance for the next year’s program, rather than adding anything to the Policies and Procedures Manual. COMMITTEE MEMBER COMMENTS Jayme Fields (Del Monte Beach) emphasized that the money NIP has spent is set aside especially for that purpose, not taken away from anything else. She said that the value from investing in the community and reinvesting in the community cannot be overemphasized, and that if the Committee needs to do some PR for the program, they should do it. Hansen Reed (Fisherman Flats) asked if more information could be distributed electronically. Tom DiMaggio (Oak Grove) had no comment. Olivia Morgan (Aguajito Oaks) had no comment. April Harrison (Old Town) gave thanks for the handicap curbs on Franklin, and said she has already seen several people using it. Carol Lieberman (Skyline Ridge) had no comment. Sharon Dwight (New Monterey) asked for status reports on the Glenwood sidewalk issue. She said a sidewalk is needed, or the access must be cut off. She said the Prescott Sidewalk project took months to complete, but that many people are using it. She said city funds should not have been used to re-install the driveway, that it should have been the property owner’s responsibility, especially since the driveway cut was removed due to the unsafe location on the blind curve. She shared that the Spencer 600 Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 5  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 Widening project had some problems with gas pipes, but that PG&E responded immediately. Dennis Duke (Skyline Forest) had no comment. Hans Jannasch (Monterey Vista) said that the Via Ladera Sidewalk project, which was a steep and windy sidewalk with lots of issues, was finished and turned out nicely. Merrily Alley (Del Monte Grove-Laguna Grande) asked the Committee to consider what the NIP’s portion of the TOT is and asked about the 4% that was used for debt service bonds. She suggested the formation of a NIP subcommittee to look at the types of charges that are billed against the NIP fund by staff. She said the charges seem to be going up and are fluid and vague. She said the Committee should determine what is necessary and what types of charges are billed against each project. Larry Conte (Villa Del Monte) asked the Committee to support finding an alternate location for the MST than the one on Ft. Ord that would destroy 4,000 Oak trees. He also asked for the Committee’s support to resolve the situation at Encina and Garden where the Navy is stacking containers on top of each other, accumulating garbage, and creating an area of blight. Richard Ruccello (Casanova Oak Knoll) said he is concerned that consent items and other Council business at the September 6 meeting will reduce the actual time for the joint session, and that he plans to talk to the City Manager and Mayor about his concerns. Rick Heuer (Alta Mesa) said he has yet to have any complaints about any NIP projects. He said the only complaints he has heard from residents are about the studies on projects that will never get built. He said he agreed with Merrily that members of NIP should meet with staff to define how staff charges the NIP for their time. Janine Robinette (Deer Flats) asked staff to tell Don Rhoads how much the Committee appreciated his updates; that it is good to hear more information because it helps to keep the Committee more informed. Ms. Dwight asked that the Committee be informed of Mr. Rhoads’ hourly rate. NEXT MEETING 11. Tuesday, September 6, 2011 Joint City Council and Neighborhood Improvement Program Committee Meeting, Council Chambers, 7:00 p.m. Mr. Reeves advised the Committee that the joint session is in the afternoon at 4:00 p.m. ADJOURNMENT Mr. Reeves adjourned the meeting at 9:35 p.m. Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 6  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 Respectfully Submitted, Approved, Kim Allen Tom Reeves Recording Secretary NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 7  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 *Corrections to FY2011/12 NIP Funding Balances (NIP Project Voting Meeting April 28, 2011) Gross estimated funding was $2.5 million, less a 10% overhead = $2,250,000. With ending balance of $11,152 added to funding, minus the base allocation of ($170,230), the available funding is $2,090,922. NIP Committee approved Project Development fund minus ($75,000) and Contingency fund minus ($200,000). Total funds for Project Voting (Pot funds) = $1,815,922. Round One Selection 1. AM-05 Don Dahvee Greenbelt Fuel Reduction Ph IV: $25,000, 70 points Base Allocation: Alta Mesa $2,530 Skyline Forest $1,000 2. CW-28 City Emergency Power Hookup: $45,000, 60 points Base Allocation: Casanova Oak Knoll $2,000 Del Monte Beach $820 Deer Flats $4,050 Fisherman Flats $1,110 New Monterey $100 Oak Grove $4,500 Villa Del Monte $2,757 3. FF-02 Fisherman Flats Fuel Reduction: $25,000, 59 points Base Allocation: Fisherman Flats $1,000 Skyline Forest $1,000 4. DMB-04 Casa Verde Rec Trail Crossing Study: $60,000, 54 points Base Allocation: Del Monte Beach $3,000 5. CW-45 Fire Station #3 Replace Emergency Water Tank: $7,500, 47 points Base Allocation: Casanova Oak Knoll $2,000 New Monterey $100 Old Town $537 6. NM-02 Dickman/Jessie/Lottie Drainage: $147,000, 41 points Base Allocation: New Monterey $300 7. SF-10 Wyndemere Log Drop Repair: $92,000, 41 points Base Allocation: Skyline Forest $1,000 8. OT-20 Hwy 68/Presidio Gate Study: $200,000, 34 points Base Allocation: New Monterey $100 Old Town $13,500 Skyline Forest $900 9. VDM-05 Encina/Casa Verde Crosswalk Bulb-outs: $125,000, 31 points 10. MV-16 Via Chiquita/Via Ventura/Sierra Vista Drainage: $90,700, 29 points Base Allocation: Monterey Vista $10,000 Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 8  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 Summary of Round One Selection Total Projects $817,200 minus Base Allocation Funds ($52,304) = $764,896 Balance after Round One Selection = $1,051,026. Round Two Selection 1. OG-03A 703 Ocean Drainage Improvements: $38,200, 67 points Base Allocation: Oak Grove $10,000 2. DMG-03 English Two Radar Speed Signs: $40,000, 59 points Base Allocation: New Monterey $100 Del Monte Grove $6,940 3. CW-63 Library Fire Alarm System Replacement: $70,100, 54 points Base Allocation: Casanova Oak Knoll $3,000 Skyline Forest $1,000 4. CW-46 City CMP/ F Rated Storm Drain Pipe Rehabilitation: $147,320, 50 points 5. NM-20 Lighthouse EIR/Prelim Engineering: $100,000, 47 points Base Allocation: New Monterey $300 6. MV-37 Soledad/Mar Vista Connect Storm Drain Pipe: $250,000, 43 points Base Allocation: New Monterey $100 7. GW-04 Glenwood Cir Radar Speed Sign: $20,000, 38 points Base Allocation: Glenwood $9,350 8. CW-59 Library Drinking Fountain Upgrades: $24,700, 37 points Base Allocation: Casanova Oak Knoll $4,000 9. SF-11 Skyline Forest Greenbelt Fuel Reduction Phase VI: $50,000, 35 points Base Allocation: Skyline Forest $1,000 10. VDM-07 Ferrante Park Irrigation Replacement: $30,000, 34 points Summary of Round Two Selection Total Projects $770,320 minus Base Allocation Funds ($35,790) = $734,530 Balance after Round Two Selection = $316,496. Round Three Selection 1. DMB-02 DMB Replace/Upgrade Boardwalks: $20,000, 96 points Base Allocation: New Monterey $100 Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 9  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 2. OT-18 Van Buren/Franklin Curb Ramp/Curb Cut Ph V: $45,000, 73 points Base Allocation: Old Town $13,500 3. CW-18 Bike Rack Installation: $25,000, 71 points Base Allocation: Del Monte Beach $100 New Monterey $100 4. NM-29 Sloat Monument Repair/Restoration: $93,300, 69 points Base Allocation: Casanova Oak Knoll $2,000 New Monterey $300 5. CW-23 El Estero Picnic Area Improvements: $22,000, 60 points Base Allocation: Casanova Oak Knoll $3,000 6. CW-66 Library Exterior Lighting Upgrades: $23,500, 58 points 7. CW-33 Del Monte/Pacific Intersection Safety Improvement: $50,000, 58 points Base Allocation: New Monterey $100 8. CW-73 Monterey Sports Center Recoat Locker Room Floors: $10,000, 52 points Base Allocation: Casanova Oak Knoll $1,170 9. DMG-05 Laguna Grande Park Replace Walkway Adjacent to Parking Lot: $12,000, 42 points 10. DT-04 Griffin Plaza Security Lighting: $17,000, 37 points Base Allocation: Casanova Oak Knoll $1,000 Downtown $1,190 Summary of Round Three Selection Total Projects $317,800 minus Base Allocation Funds of ($22,560) = $295,240. Balance after Round Three Selection $21,256. Round Four Selection 1. CW-04 Mark Thomas Sidewalk/Bike Lane: $180,000, 79 points Base Allocation: New Monterey $290 2. VDM-10 Ramona/Neighborhood Sidewalk Repair: $60,000, 68 points Base Allocation: Villa Del Monte $9,170 3. OG-03B Oak Grove Fourth 1100 Block Drainage Improvements: $53,400, 64 points Base Allocation: Oak Grove $10,380 4. CW-44A Dredging Lagunita Mirada: $150,000, 57 points 5. CW-24 El Estero Lake Edge Improvements PH V: $100,000, 49 points Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 10  Neighborhood Improvement Program Committee Minutes Thursday, August 25, 2011 6. CW-41 Munras/Soledad Freeway Entrance Signage $15,000, 42 points 7. CW-20 Dennis the Menace Walkway/Access Improvements PH II $$65,000, 41 points 8. VDM-03 Del Robles Install Sidewalk: $27,300, 39 points 9. MV-43 Monte Vista School Replace Play Equipment Rubber Surface: $29,000, 26 points Base Allocation Monterey Vista $10,000 MPUSD $7,000 10. CW-21 Monterey Bay Park Seat Wall/Irrigation: $15,000, 24 points Projects Funded by Base 1. VDM-11 Casa Verde Sidewalk Repair: $2,500 2. DMG-01 DMG Neighborhood Entry Sign: $13,200 3. MV-27 Mar Vista/Via Castanada Erosion Control: $1,600 4. NM-23 Scholze Park Center Security Lighting: $8,500 5. NM-27 New Monterey Sidewalk Repair: $13,200 6. NM-33 Cypress Park ADA Access to Tot Lot: $5,000 7. NM-34 Hilltop Park Replace Sand in Tot Lots with Wood Fiber: $12,000 8. AO-03 Aguajito Oaks Refurbish Streetlights: $1,600 9. FF-04 Monterey Woods Traffic Mirror: $1,500 10. MV-02 Via Buena Vista Sewer Replacement: $13,800 Summary of Projects Funded by Base Base Allocation Funding $170,230 plus Carry Over Base $43,414 = $213,644 Projects funded with Base only ($72,900) Projects funded with partial Base ($110,654) Remaining Base Balance $30,090 (Cut off projects have Base applied of $20,670, if they become active). Neighborhood Improvement Program Committee Meeting Minutes Thursday, August 25, 2011 11