Neighborhood and Community Improvement Program Committee Meeting

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE Special Meeting Wednesday, July 10, 2013 7:00 PM COUNCIL CHAMBER FEW MEMORIAL HALL 580 PACIFIC STREET MONTEREY, CALIFORNIA NIP Representatives & Aguajito Oaks NIP Rep Morgan Alternates Present: Alta Mesa NIP Rep Heuer Casanova-Oak Knoll NIP Rep Ruccello Del Monte Beach NIP Rep Fields Fisherman Flats NIP Alt Rowley Monterey Vista NIP Rep Jannasch New Monterey NIP Rep Dwight Oak Grove NIP Alt Green Old Town NIP Rep Harrison Skyline Forest NIP Rep Duke Villa Del Monte NIP Rep Mucha Staff Members Present: NIP Staff Coordinator Reeves, Recording Secretary Allen, Deputy City Manager, Plans & Public Works Uslar, Principal Engineer Harary, Capital Programs Coordinator Francis, Parks Operations Manager Marcuzzo CALL TO ORDER NIP Staff Coordinator Reeves called the meeting to order at 7:01 p.m. ROLL CALL Eleven neighborhoods were represented, with Deer Flats, Del Monte Grove-Laguna Grande, and Skyline Ridge absent. APPROVAL OF MINUTES 1. April 10, 2013 Sharon Dwight made a motion to approve the April 10, 2013 minutes as submitted. Olivia Morgan seconded the motion. The motion was approved by eleven Representatives, with Deer Flats, Del Monte Grove-Laguna Grande, and Skyline Ridge absent. 2. April 18, 2013 Sharon Dwight made a motion to approve the April 18, 2013 minutes as amended. Olivia Morgan seconded the motion. The motion was approved by eleven Representatives, with Deer Flats, Del Monte Grove-Laguna Grande, and Skyline Ridge absent.  Neighborhood Improvement Program Committee Minutes Wednesday, July 10, 2013 3. April 25, 2013 Sharon Dwight made a motion to approve the April 25, 2013 minutes as amended. Olivia Morgan seconded the motion. The motion was approved by eleven Representatives, with Deer Flats, Del Monte Grove-Laguna Grande, and Skyline Ridge absent. 4. May 9, 2013 Sharon Dwight made a motion to approve the May 9, 2013 minutes as submitted. Olivia Morgan seconded the motion. The motion was approved by nine Representatives, with Fisherman Flats and Monterey Vista abstaining, and Deer Flats, Del Monte Grove-Laguna Grande, and Skyline Ridge absent. PUBLIC COMMENTS Mr. Reeves opened Public Comments for items not on the agenda. Having no requests to speak, Mr. Reeves closed Public Comments. INFORMATIONAL REPORTS & STAFF COMMENTS Mr. Reeves advised there were no informational reports from staff. NIP INFORMATIONAL REPORTS 5. NIP Spokesperson Reports Spokesperson Heuer reported that City Council approved all of the recommended NIP projects at their July 2, 2013 meeting, with no comments or questions. Alternate Spokesperson Dwight reported that she attended the Parks and Recreation Commission van tour on June 20, 2013, and said it was very worthwhile to visit the sites for previously approved NIP projects and the newly approved projects. 6. NIP Project Cost Subcommittee Report Jayme Fields, NIP Project Cost Subcommittee member, said the NIP Project Cost Subcommittee had not met as anticipated and had nothing to report. PUBLIC APPEARANCE 7. New Council Chamber Configuration Mr. Reeves and the Committee discussed the new Council Chamber configuration and the seating arrangement. Ms. Dwight said the Committee functions without a chair so that all members are equal and stated she had expressed her concerns to staff that there would not be adequate seating for joint meetings, as well as NIP meetings. Rick Heuer concurred that it was awkward not to have all Committee members at the same level. Dennis Duke suggested using smaller chairs at the dais to accommodate seating for all members, and Mr. Reeves said he would investigate that possibility. The Committee concurred to choose their seating location on a first come basis. Neighborhood Improvement Program Committee Meeting Minutes Wednesday, July 10, 2013 2  Neighborhood Improvement Program Committee Minutes Wednesday, July 10, 2013 8. Request to Rescope Vizcaino Oak Tile Mural Study (30n0706) and Vizcaino-Serra Oak Tile Mural Project (30n0919) Mr. Ruccello asked the Committee to revise and expand the scope of the two projects to include changing the medium for the mural from tile to some other medium such as a digital transfer that would be more resistant to vandalism and less expensive to replace. Mr. Ruccello made a motion to recommend approving rescoping the project, and Sharon Dwight seconded the motion. Dennis Copeland, Museum Arts and Archives Manager, confirmed that Vizcaino Oak Tile Mural Study project funds should be retained and used for completing the design and finding a product and materials that would better protect the mural. He also said using a different medium than tile would allow completion of the project with less disruption to the Rec Trail. Mr. Duke asked if motion sensing lighting could be added. Mr. Reeves questioned if the motion should include exploring additional lighting. Ms. Dwight requested to amend the motion to include potential lighting upgrades in the area, and Mr. Ruccello agreed. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Richard Ruccello made a motion to recommend to Council to approve revising the scope of Vizcaino Oak Tile Mural Study and Vizcaino-Serra Oak Tile Mural Project to change the medium from tile to some other product that would be resistant to vandalism, and to include potential lighting upgrades in the area. Sharon Dwight seconded the motion. The motion was approved by eleven Representatives, with Deer Flats, Del Monte Grove-Laguna Grande, and Skyline Ridge absent. 9. Request to Deappropriate NIP Project(s) Mr. Reeves advised that staff determined there were no projects for deappropriation at this time. 10. Update on Project Implementation Meeting with Clyde Roberson Mr. Reeves reported that Clyde Roberson requested a meeting with staff, and including Hans Jannasch and Sharon Dwight, to discuss ways the city could deliver projects more efficiently in regards to time and cost processes. He said the discussion included the process and cost to determine project estimates, the idea of neighborhoods participating in construction of projects, and bundling of like projects. After discussion, Rick Heuer asked that the NIP Policies and Procedures Manual Subcommittee work on draft language for a procedure for bundling projects after voting night. Ms. Dwight added that discussion included encouraging neighborhoods to submit projects in the summer so staff could work on estimates in the fall and how the city’s purchasing and bonding policies are impeding construction of projects. Mr. Reeves said staff is exploring ways to address amending the policies for the smaller projects. Ms. Dwight said returning accrued interest to the program would help offset costs. She also shared that one of Mr. Roberson’s concerns was finding ways to utilize community labor and explore staff including volunteer time in the estimating process where possible. 11. Project Solicitation for FY 2014/15 NIP Mr. Reeves reviewed options for soliciting projects. After discussion, the Committee concurred to follow the same process as last year and not spend funds on a mailer to every household in Monterey. Neighborhood Improvement Program Committee Meeting Minutes Wednesday, July 10, 2013 3  Neighborhood Improvement Program Committee Minutes Wednesday, July 10, 2013 12. Request NIP Policies and Procedure Manual Revision Items Mr. Reeves asked the Committee for potential revisions to the NIP Policies and Procedure Manual for the NIP Policies and Procedure Manual Subcommittee to consider. He said the Subcommittee consisted of Sharon Dwight, Merrily Alley, and Mike Brassfield. Mr. Reeves and the Committee included amending the NIP process to bundle like projects after voting night and prior to Council approval; defining disbursement of at large funds and base allocation, if any, once a project has been completed; more clearly defining the references to Council NIP Subcommittee; revising references to the time required to request a Special Meeting so they are consistent throughout the manual; adding requirement that Representatives sign off on completed projects they sponsored or in their neighborhood prior to staff closing the project; and clarifying the reference to end of year project close out procedures. Ms. Fields said the NIP Project Cost Subcommittee had items that she would provide by email. 13. Discuss Outreach to Downtown and Glenwood Neighborhoods Regarding Possible Formation of Neighborhood Association Mr. Reeves asked the Committee if they would be willing to allocate NIP ending balance funds for outreach to the Downtown and Glenwood neighborhoods. The Committee discussed the request, but concluded it was not appropriate to use NIP funds for the task. Mr. Ruccello pointed out that the City should not be involved in establishing neighborhood associations. Mr. Rowley suggested exploring adding sections of Downtown to Oak Grove and Old Town neighborhoods. COMMITTEE MEMBER COMMENTS Dennis Duke (Skyline Forest) said the meeting was fun as usual. April Harrison (Old Town) had no comment. Hans Jannasch (Monterey Vista) had no comment. Jayme Fields (Del Monte Beach) had no comment. Sharon Dwight (New Monterey) said a resident on Lottie Street had high praises for the work done by Chapin and the city engineer on the completed Lottie St Drainage project. Olivia Morgan (Aguajito Oaks) said it was highly beneficial and worthwhile to have a meeting out of season. Harry Mucha (Villa Del Monte) said it was great to have a meeting in the summer rather than wait too long between meetings, and that it stimulates him to try to do better. Richard Ruccello (Casanova Oak Knoll) said he had photos from the 1800’s available of the original oak tree that will be depicted in the Vizcaino Mural project. Rick Heuer (Alta Mesa) had no comment. Tom Rowley (Fisherman Flats) said that Chapin did a fantastic job on the Via Casoli Sidewalk project. Neighborhood Improvement Program Committee Meeting Minutes Wednesday, July 10, 2013 4 Neighborhood Improvement Program Committee Minutes Wednesday, July 10, 2013 Maxwell Green (Oak Grove) said he would be happy to talk to his neighborhood association to discuss the possibility of expanding the Oak Grove neighborhood boundary to include part of the Downtown neighborhood. NEXT MEETING Mr. Reeves advised a special meeting would be scheduled after the NIP Policies and Procedures Manual Subcommittee met and reviewed the proposed edits. ADJOURNMENT Mr. Reeves adjourned the meeting at 8:40 p.m. Respectfully Submitted, Approved, Kim Allen Tom Reeves Recording Secretary NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Wednesday, July 10, 2013 5