Neighborhood and Community Improvement Program Committee Meeting

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE Kick-off Meeting Thursday, January 24, 2013 7:00 PM COUNCIL CHAMBER, FEW MEMORIAL HALL 580 PACIFIC STREET MONTEREY, CALIFORNIA NIP Representatives & Aguajito Oaks NIP Rep Morgan Alternates Present: Aguajito Oaks NIP Alt Foss Alta Mesa NIP Rep Heuer Casanova-Oak Knoll NIP Rep Ruccello Casanova Oak-Knoll NIP Alt Brassfield Casanova Oak-Knoll NIP Alt Carlsen Deer Flats NIP Rep Pollacci Del Monte Beach NIP Rep Fields Del Monte Beach NIP Alt Deering (7:10 p.m.) Del Monte Grove-Laguna Grande NIP Rep Alley Fisherman Flats NIP Alt O'Neil Monterey Vista NIP Alt Simons Monterey Vista NIP Alt Venza New Monterey NIP Rep Dwight New Monterey NIP Alt Evans Oak Grove NIP Rep DiMaggio Oak Grove NIP Alt Green (7:10 p.m.) Old Town NIP Rep Harrison Skyline Forest NIP Rep Duke Skyline Ridge NIP Rep Conway Villa Del Monte NIP Alt Mucha Staff Members Present: NIP Staff Coordinator Reeves, Recording Secretary Allen, Parks Operations Manager Marcuzzo, Capital Projects Principal Engineer Harary CALL TO ORDER NIP Staff Coordinator Reeves called the meeting to order at 7:03 p.m. ROLL CALL 1. Installation of 2013 Neighborhood Improvement Program Committee Mr. Reeves swore in the nineteen (19) Neighborhood Improvement Program Committee members who were present. Fourteen neighborhoods were represented. APPROVAL OF MINUTES 2. November 29, 2012 Sharon Dwight made a motion to approve the November 29, 2012 minutes as amended. Mark Pollacci seconded the motion. The motion was approved by ten  Neighborhood Improvement Program Committee Minutes Thursday, January 24, 2013 Representatives, with Alta Mesa, Del Monte Beach, Skyline Ridge, and Villa Del Monte abstaining. PUBLIC COMMENTS Mr. Reeves opened the floor for public comments on items not on the agenda. Gary Carlsen, speaking as a resident of Casanova Oak Knoll neighborhood, asked staff to investigate the status of the Casanova Oak Knoll radar speed sign NIP project approved several years ago. Having no further requests to speak, Mr. Reeves closed Public Comments. INFORMATIONAL REPORTS & STAFF COMMENTS 3. Welcome to New Representatives and Alternates Mr. Reeves welcomed Skyline Ridge Representative Mary Conway, Del Monte Beach Alternate Marian Deering, Monterey Vista Alternate Pat Venza, and Villa Del Monte Alternate Harry Mucha. 4. Orientation of Neighborhood Improvement Program a Parking Permits Mr. Reeves reminded the Committee that parking permits may only be used while conducting official NIP business. Mike Brassfield questioned why the NIP Alternates did not receive a permit for the entire year. b NIP Policies and Procedures Manual Mr. Reeves instructed the new members to review the NIP Policies and Procedures Manual and asked members to let him know of any items they wished to consider for revisions. c NIP Project Submittal Deadline February 15, 2013 Mr. Reeves reminded the Committee that the project submittal deadline is February 15, 2013 and that staff has received approximately fifty projects so far. 5. Conflict of Interest Rules Mr. Reeves advised the Committee to be aware of their zone of influence and asked members to contact him for guidance if they felt they might have a conflict of interest. 6. Follow up of January 15, 2013 City Council Meeting and Direction Mr. Reeves advised that City Council asked the NIP Committee to recommend projects that are for essential maintenance, and public health and safety, and to focus especially on street and storm drain projects. Merrily Alley said she feels that NIP is being looked at as the maintenance department of the city, but that the NIP is for the neighborhoods. She said the program started because neighborhoods did not get money from the city for Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 24, 2013 2  Neighborhood Improvement Program Committee Minutes Thursday, January 24, 2013 their neighborhoods. 7. Project Update Mr. Reeves advised the Committee that Principal Engineer Bob Harary would be revising the Master Project List. Mr. Harary said he is working on cleaning up the list, closing out projects, and that the list will include a schedule for each of the projects. NIP INFORMATIONAL REPORTS 8. NIP Spokesperson Reports Alternate Spokesperson Ruccello said he attended the January 15, 2013 Council meeting and said Council was encouraged by the work the NIP Committee did last year, with the hope that the Committee will do more of the same. He said the only priority project two Council members expressed support for was a project to demolish and rebuild the public restroom at the foot of Wharf 2. Mr. Ruccello expressed his concern that projects involving an outside entity must meet the requirements of the NIP Policies and Procedures Manual, and that the work must be completed before the project selection meeting. He said it is important to avoid what took place last year, where proponents found out at the voting meeting that they had not met all the requirements for the project, and therefore the project was not valid. Spokesperson Heuer said he presented the annual report to Council at the December meeting. He said he fielded many questions from Council and spoke of the problem of the additional cost of projects due to the delays in completing the projects. He said he also advised Council of the work the NIP Project Cost Subcommittee was doing. Mr. Reeves advised the Committee that the city had hired Laurie Williamson, as Senior Engineer, to focus on NIP projects. Mr. Harary said he was hired to expedite projects which is his area of expertise, and that he is looking at the city process for bidding contracts. Alternate Spokesperson Dwight reported that she attended the January 17, 2013 Parks and Recreation Commission meeting, and was upset that staff had dissuaded the Commission from choosing several projects. PUBLIC APPEARANCE 9. Discussion of Neighborhood Improvement Program a Approve NIP Deadlines and Meeting Schedule The Committee concurred with the deadline and meeting schedule dates. Ms. Dwight reminded staff to remove the reference to neighbor support from the description for the Preliminary Screening meeting. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Merrily Alley made a motion to approve the FY2013/14 NIP Deadlines and Meeting Schedule as amended. Jayme Fields seconded the motion. The motion was approved by all fourteen Representatives. Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 24, 2013 3  Neighborhood Improvement Program Committee Minutes Thursday, January 24, 2013 b Review of NIP Process Mr. Reeves reviewed the meeting schedule and gave an overview of the project review and selection process. Tom DiMaggio questioned if the Committee should consider increasing the base allocation amount of $7.50 per capita. Mr. Heuer and Ms. Dwight advised the Committee that the base allocation amount had been increased in recent years and that NIP started with an amount of $5.00 per capita. c Projects Submitted for FY 2013/14 Program and Status of Project Nominations Mr. Reeves asked that the Committee submit project nominations electronically when possible. He said he would provide Representatives with projects the city has identified in their neighborhood, with the hope that the respective neighborhoods would consider sponsoring some of those proposed projects. He advised the Committee that staff is working on the definition of a capital project. He also advised the Committee that the new city CEQA determination procedures would need to be completed before the project selection meeting. 10. Elect NIP Spokesperson and Alternate for 2013 Mark Pollacci nominated Mr. Heuer as NIP Spokesperson. Mr. Ruccello and Ms. Dwight volunteered to be NIP Alternate Spokespersons. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Mark Pollacci made a motion to appoint Rick Heuer as Spokesperson, and Richard Ruccello and Sharon Dwight as Alternate Spokespersons. Merrily Alley seconded the motion. The motion was approved by all fourteen Representatives. 11. Appoint NIP Policies and Procedures Manual Subcommittee Ms. Dwight, Ms. Alley, and Mr. Brassfield volunteered to serve on the NIP Policies and Procedures Manual Subcommittee. Ms. Dwight confirmed that the NIP Spokesperson and Alternate Spokespersons officially serve as part of the Council NIP Subcommittee when necessary. The Committee concurred this should be clarified in the Policies and Procedures Manual. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Rick Heuer made a motion to appoint Sharon Dwight, Merrily Alley, and Mike Brassfield to the NIP Policies and Procedures Manual Subcommittee. Mark Pollacci seconded the motion. The motion was approved by all fourteen Representatives. 12. Mid-year Project Review a NIP Ending Balance and Contingencies Recording Secretary Allen reported that there is $412,231.11 in the contingency fund and $51,515 in ending balance. Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 24, 2013 4 Neighborhood Improvement Program Committee Minutes Thursday, January 24, 2013 b Recommend City Council Deappropriate NIP Projects – None c Additional Funding Requests - Recommend City Council Approve Additional Funding for CONA Traffic Calming Phase V (Airport Rd, Ramona Ave, Casanova St) Project (30n0709) The Committee discussed the request for additional funding for the CONA Traffic Calming Phase V project. Mr. Reeves explained the changes to the Traffic Calming Program that Council approved at their January 15, 2013 meeting, which allow for the adjustment to the original project. Mr. Ruccello stated that the adjacent property owners no longer support the medians on Casanova that were originally approved. He said that is an ongoing problem when projects are not completed in a timely manner after they are approved. Ms. Dwight questioned the estimates and what had been spent so far. The Committee concurred that the NIP Project Cost Subcommittee should use this project as an example when exploring the actual construction contingency costs of projects. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Rick Heuer made a motion to recommend to Council to approve $42,500 additional funding from the NIP Contingency Fund for the CONA Traffic Calming Phase V (Airport Rd, Ramona Ave, Casanova St) project. Jayme Fields seconded the motion. The motion was approved by all fourteen Representatives. d Review of Cut-off Projects - None COMMITTEE MEMBER COMMENTS Rick Heuer (Alta Mesa) said greetings to the new members. Richard Ruccello (Casanova Oak Knoll) had no comment. Olivia Morgan (Aguajito Oaks) said the Committee is in for an exciting flight. Tom DiMaggio (Oak Grove) suggested skipping a year to catch up. Mr. Harary responded that he intends to focus on past projects and catch up. Mark Pollacci (Deer Flats) said it was nice to see some of the projects going forward. Jayme Fields (Del Monte Beach) emphasized that the Committee wants to review cost, timing, and accountability of projects. John O’Neil (Fisherman Flats) had no comment. Harry Mucha (Villa Del Monte) had no comment. Sharon Dwight (New Monterey) said 16 of the 20 projects in New Monterey were in construction, and that staff is clearing up old projects. She advised the Committee to be aware that ADA implications will increase the price of projects. She said she attended the kick-off meeting of the ASBS study, and that the joint project between Pacific Grove Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 24, 2013 5 Neighborhood Improvement Program Committee Minutes Thursday, January 24, 2013 and Monterey would not be going forward without the partial funding provided from the CalAm Reservoir Preliminary Design for Stormwater Reuse NIP project. Mr. Reeves advised that all NIP sidewalk, ADA ramp, and driveway projects would have to be reexamined to insure they meet current ADA requirements. Mary Conway (Skyline Ridge) said thank you for the welcome and that she looks forward to participating on the Committee. Dennis Duke (Skyline Forest) said he looks forward to working on the project costs and improved rapidity as well as working on how the city allocates time and costs to the NIP overhead. April Harrison (Old Town) said she looks forward to working with everyone again. Merrily Alley (Del Monte Grove-Laguna Grande had no comment. Arthur Simons (Monterey Vista) proposed philosophical discussions for the Policies and Procedures Manual Subcommittee regarding the inefficiency in the backlog of projects. He suggested examining where the inefficiencies are and why there is such a backlog of projects. He suggested considering some type of deadline built in when a project is not completed within a certain time. He also proposed considering having neighborhood boards vet projects. Mr. Reeves suggested that Mr. Simons agendize his proposed ideas for discussion after project selection has been concluded this year. NEXT MEETING Mr. Reeves advised the Committee that the next meeting would be the Preliminary Screening meeting scheduled for February 28, 2013 at 7:00 p.m. in the Council Chamber. ADJOURNMENT Mr. Reeves adjourned the meeting at 9:00 p.m. Respectfully Submitted, Approved, Kim Allen Tom Reeves Recording Secretary NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 24, 2013 6