Neighborhood and Community Improvement Program Committee Meeting

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE Orientation Meeting Thursday, January 23, 2014 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 Casanova Oak-Knoll NIP Alt Svetich-Will Deer Flats NIP Rep Pollacci Del Monte Beach NIP Alt Hall Del Monte Grove-Laguna Grande NIP Rep Alley Fisherman Flats NIP Alt Rowley Monterey Vista NIP Alt Venza New Monterey NIP Rep Dwight New Monterey NIP Alt Hayter Oak Grove NIP Rep DiMaggio Oak Grove NIP Alt Green Old Town NIP Rep Harrison Old Town NIP Alt Ricketson Skyline Forest NIP Rep Duke Skyline Ridge NIP Rep Conway Villa Del Monte NIP Rep Mucha Staff Members Present: NIP Staff Coordinator Reeves, Recording Secretary Allen, Principal Engineer Harary, Capital Programs Coordinator Francis, Parks Operations Manager Marcuzzo CALL TO ORDER NIP Staff Coordinator Reeves called the meeting to order at 7:00 p.m. ROLL CALL 1. Installation of 2014 Neighborhood Improvement Program Committee Mr. Reeves swore in the eighteen (18) Neighborhood Improvement Program Committee members who were present. Fourteen neighborhoods were represented. APPROVAL OF MINUTES 2. October 21, 2013 Mark Pollacci made a motion to approve the October 21, 2013 minutes as amended. Tom Rowley seconded the motion. The motion was approved by thirteen Representatives, with Del Monte Grove-Laguna Grande abstaining.  Neighborhood Improvement Program Committee Minutes Thursday, January 23, 2014 PUBLIC COMMENTS Mr. Reeves opened the floor for Public Comments on items not on the agenda. Councilmember Selfridge thanked the Committee for their work and said it is much appreciated. She said there will be lots of money to spend and it should be a fun year. Lee Whitney, Glenwood resident, questioned the progress on the CERT container solar panels. Having no further requests to speak, Mr. Reeves closed Public Comments. INFORMATIONAL REPORTS & STAFF COMMENTS 3. Welcome to New NIP Alternates Mr. Reeves welcomed new members Casanova Oak Knoll Alternate Kim Svetich-Will, Del Monte Beach Alternate Jerry Hall, Del Monte Grove-Laguna Grande Alternate Kathleen Baker, New Monterey Alternate Carole Hayter, and Villa Del Monte Alternate Katrina Hintze. 4. Orientation of Neighborhood Improvement Program a Parking Permits Mr. Reeves and the Committee discussed the new requirement imposed by Risk Management to submit the DMV form, Authorization for Release of Drive Record Information (Employee Pull Notice (EPN) Program), to obtain a parking permit. Sharon Dwight stated for the record that the NIP Committee does not receive reimbursement for their work so they do not meet the legal definition of an employee of the City, and therefore should not be required to submit this form to the City. Rick Heuer said he believed that any staff that signed a DMV form submitted by an NIP Committee member was committing perjury, because NIP Committee members are not legally defined as employees of the city. b 2014 NIP Policies and Procedures Manual Update Mr. Reeves advised that approval of the 2014 NIP Policies and Procedures Manual was scheduled for the February 18 City Council meeting, and was currently being reviewed by the City Attorney. Ms. Dwight said the Committee should be advised of what the City Attorney’s concerns were. She stated there is a communication problem if the approval of the revisions is being held up so long after the Committee’s approval at their October meeting. c NIP Project Submittal Deadline February 14, 2014 Mr. Reeves reminded the Committee and the viewing audience that the project submittal deadline is February 14, 2014 and said that staff has received approximately 59 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 with Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 23, 2014 2  Neighborhood Improvement Program Committee Minutes Thursday, January 23, 2014 a specific project. 6. Follow up of January 21, 2014 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. He said staff asked the Council for specific projects as well as for broad guidance, and advised of their following priorities. Councilmember Selfridge’s priority project was to reupholster the council chamber pews, Councilmember Haffa’s priority project was to implement access to the train at Dennis the Menace Park, Mayor Della Sala and Councilmember Sollecito said their priority was road projects, and Councilmember Downey also supported road projects, and asked for better microphones at the dais. NIP INFORMATIONAL REPORTS 7. NIP Spokesperson Reports NIP Spokesperson Heuer said that he attended the January 21, 2014 Council meeting and reported that every year the Committee asks Council for input on specific projects. He said there was not a lot of active discussion, but Council did provide priorities as Mr. Reeves stated, with street maintenance a general priority. Alternate Spokesperson Dwight said the NIP Council Subcommittee consisting of Councilmembers Selfridge and Sollecito, and NIP Committee Spokespersons Heuer, Ruccello, and she met and discussed the future of NIP after Mr. Reeves retires and how to successfully reduce the backlog of projects. Ms. Dwight said she attended the January 16, 2014 Parks and Recreation Commission meeting and reported that the Commission will be submitting nine projects. PUBLIC APPEARANCE 8. Discussion of Neighborhood Improvement Program a Approve NIP Deadlines and Meeting Schedule The Committee concurred with the deadline and meeting schedule dates. b Review of NIP Process Mr. Reeves reviewed the meeting schedule and gave an overview of the project review and selection process. Ms. Dwight commented that it is best to turn in traffic-related projects well in advance of the deadline so that if the Traffic Committee needs to meet, it would have time to do so. Early input from the Traffic Engineer and Committee would also allow time to make adjustments in a project’s scope in order to make it more feasible. c Projects Submitted for FY 2014/15 Program and Status of Project Nominations Mr. Reeves said he had covered this topic with his comments during the previous items. Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 23, 2014 3  Neighborhood Improvement Program Committee Minutes Thursday, January 23, 2014 9. Elect NIP Spokesperson and Alternate for 2014 Mr. Heuer volunteered to continue as NIP Spokesperson, and Richard 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. Tom Rowley seconded the motion. The motion was approved by all fourteen Representatives. 10. Appoint NIP Policies and Procedures Manual Subcommittee for 2014 Ms. Dwight and Merrily Alley volunteered to serve on the NIP Policies and Procedures Manual Subcommittee. Mr. Ruccello nominated Mike Brassfield. 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. 11. NIP Ending Balance and Contingencies Report Mr. Reeves reported that there is $382,815.61 in ending balance and $297,211.11 in the contingency fund. Mr. Ruccello stated his concern that there is not enough contingency to fund the backlog of 135 projects that continue to get more expensive as time goes by. Ms. Dwight said that it should be enough to last until the next fiscal year begins on July 1, 2014. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. 12. Recommend City Council Deappropriate NIP Projects - None Mr. Reeves advised that there were no projects to be deappropriated at this time. 13. Recommend City Council Approve Funding Pacific1200 Blk Install Curb/Gutter No Sidewalk FY 2013/14 Cut-off Project Mr. Reeves reported that approving the cut-off project would leave an ending balance of $232,815.61. Mr. Reeves opened Public Comments. Eric Johnson, affected property owner, spoke in support of the project. He said because there is no curb, water comes into the homes on the lower end of the street when it rains. He also stated his concerns about tourists using his yard to turn around in and cited one instance where his wife was almost run over by a car using their yard to make a u-turn. Having no further requests to speak, Mr. Reeves closed Public Comments. Mr. Ruccello suggested that the ending balance should be retained for the backlog of projects that are sure to need additional funding. Mr. Heuer shared the concern, but supported approval of the project because Monterey Vista neighborhood put a substantial amount of their base towards the project. Mary Conway stated she agreed with Mr. Johnson’s concerns and said that the section of Pacific is one of the main entries to downtown section and should be improved. Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 23, 2014 4  Neighborhood Improvement Program Committee Minutes Thursday, January 23, 2014 Sharon Dwight made a motion to recommend to Council to approve funding the Pacific1200 Blk Install Curb/Gutter No Sidewalk FY 2013/14 Cut-off Project for $150,000 with $135,000 from the ending balance fund and $15,000 from Monterey Vista base allocation. Mary Conway seconded the motion. The motion was approved by thirteen Representatives, with Del Monte Grove-Laguna Grande voting no. 14. Recommend City Council Approve Additional Funding for the Following Projects a Archer Park Walkway Improvement (32n1306), Griffin Plaza Security Lighting (32n1240), and Hilltop Park Replace Sand in Tot Lots (32n1207) Mr. Reeves explained that the Archer Park Walkway Improvement, Griffin Plaza Security Lighting, and Hilltop Park Replace Sand in Tot Lots projects had been completed but went over budget. He said staff is asking the NIP Committee to recommend to Council to approve the additional funding to balance and close out the accounts. Park Operations Manager Marcuzzo explained that the original scope of the Hilltop Park Replace Sand in Tot Lots project was estimated too low. He said the current cost to replace sand with wood chips is approximately $15,000 per tot lot, and that the sand would not be replaced in the second tot lot. Ms. Dwight confirmed that the neighborhood did not want the sand replaced in the second lot. Mr. Marcuzzo said sleeving for irrigation lines was added to the Archer Park project, and Ms. Dwight stated that was a change in scope and should be paid out of the general fund. Mr. Marcuzzo said the Griffin Plaza Security Lighting project overage was due to the increase in PG&E charges. Ms. Dwight asked what happens if the Committee refuses to approve the funding request and Mr. Reeves said Council could still approve the funding. Mr. Heuer said that Council could not approve the funding without the NIP Committee’s recommendation and said he would not support retroactive approval of overages. April Harrison agreed with Mr. Heuer. 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 additional funding from the NIP Contingency Fund for Archer Park Walkway Improvement project (32n1306) project in the amount of $401.58, Griffin Plaza Security Lighting project (32n1240) in the amount of $1,864.13, and Hilltop Park Replace Sand in Tot Lots project (32n1207) in the amount of $924.74 with the project scope amended to one tot lot. Tom Rowley seconded the motion. The motion failed 5-9-0, with Aguajito Oaks, Casanova Oak Knoll, Deer Flats, Fisherman Flats, and Skyline Forest voting in favor, and Alta Mesa, Del Monte Beach, Del Monte Grove-Laguna Grande, Monterey Vista, New Monterey, Oak Grove, Old Town, Skyline Ridge, and Villa Del Monte voting no. Mr. Heuer asked to agendize a report from staff on what procedures are in place to prevent retroactive overages from happening in the future. b DTM Park Boat Structure Replacement Project (32n1240) The Committee discussed the request for additional funding for the DTM Park Boat Structure Replacement project. Mr. Marcuzzo said the more expensive boat structure better fit the park and community expectation. Mr. Ruccello said Hank Ketchum’s original Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 23, 2014 5  Neighborhood Improvement Program Committee Minutes Thursday, January 23, 2014 intent was that the park should have one of a kind play structures and said it was important that the park hold to that standard. Mr. Rowley agreed that it was important to retain the City’s unique park. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Sharon Dwight made a motion to recommend to Council to approve additional funding from the NIP Contingency Fund for the DTM Park Boat Structure Replacement project (32n1240) in the amount of $21,500. Rick Heuer seconded the motion. The motion was approved by all fourteen Representatives. c Aguajito/10th St Sidewalk/ADA Ramp (30n1328) The Committee discussed the request for additional funding for the Aguajito/10th St Sidewalk/ADA Ramp project. Principal Engineer Harary gave a detailed report on the history of the project and why it would cost so much to complete. He advised that the new ADA ramp requirements increased the cost and that the construction bids and the Caltrans encroachment permit were much higher than anticipated. He said the soft costs of the project included reviewing plans, managing the Whitson Engineering contract, administering environmental reviews, obtaining various permits, and making the adjustments to meet the new requirements to obtain the Caltrans encroachment permit. He said staff had bundled the neighborhood sign with the sidewalk and ADA ramp project to help offset the higher costs. He emphasized that many more of the projects that have not been completed will go over budget due to the higher construction costs. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Aguajito Oaks Representative Morgan left at 9:00 pm. Sharon Dwight made a motion to recommend to Council to approve additional funding from the NIP Contingency Fund for the Aguajito/10th St Sidewalk/ADA Ramp project (30n1328) in the amount of $50,500. Jerry Hall seconded the motion. The motion was approved by eleven Representatives, with Alta Mesa and Skyline Forest voting no, and Aguajito Oaks absent. 15. Program Status Update Mr. Harary discussed the Capital Projects Division master project list, explained the schedule that was added to the document, and answered Committee member questions. Mr. Heuer asked that the list reflect the original approved budget for each project. The Committee discussed their perception that staff does not build projects according to the priority that projects were approved. Ms. Dwight said the charter was codified into the NIP Policies and Procedures Manual, which states that from the recommendation of the NIP Committee and approval of an annual budget, the determination of the projects, priorities, and expenditures are in the sound discretion of City Council, with the expectation that projects will be built each year. Harry Mucha complimented staff on the project list and said that the list lends greater transparency in what staff does. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 23, 2014 6 Neighborhood Improvement Program Committee Minutes Thursday, January 23, 2014 COMMITTEE MEMBER COMMENTS Mary Conway (Skyline Ridge) had no comment. April Harrison (Old Town) said she hopes to continue the discussion about why the administrative costs are so high, as she expects those costs will affect the projects in her neighborhood. Harry Mucha (Villa Del Monte) said he made his comments in the previous item about the project list providing greater transparency. Tom DiMaggio (Oak Grove) said Mr. Harary is doing a really good job, but he thinks there is a lot more below the tip of the iceberg. Sharon Dwight (New Monterey) said she serves on the Disabled Access Board and at their next meeting there will be discussion on the new Department of Justice ADA requirements. She said the meeting is Wednesday, January 29 from 10:00 am to 12:00 in the Chamber and invited members to attend. She thanked staff for a good meeting and the preparation for it. Dennis Duke (Skyline Forest) thanked staff for the spreadsheet and questioned how much additional contingency should be set aside for the $8 million worth of past projects. He said the Committee should know well before voting night what they will need to set aside for contingencies for the 125 or so projects that have not been completed yet. Richard Ruccello (Casanova Oak Knoll) said with no criticism on any past practices, the current situation needs to be fixed, and that the Committee needs to think outside the box and to look at approving a larger contingency amount to cover the higher costs of the past projects that have not yet been built. He said it is not all doom and gloom, that he has one project in his neighborhood that cost less than the estimate. He urged everyone to attend the Wine and Chocolate event on February 7, sponsored by the Friends of the Library. Rick Heuer (Alta Mesa) thanked Ms. Dwight for speaking of the new Department of Justice ADA requirements. He said the Federal government is running amok with regulations that are established in a vacuum without a clue of the actual cost to local jurisdictions and the taxpayers. Pat Venza (Monterey Vista) said this is her first meeting filling in for Hans Jannasch and she found it very interesting. She said that the contingency is a huge problem, she is interested in hearing more about bundling ADA projects, and that participating will be fun. Mark Pollacci (Deer Flats) said Mr. Reeves needs to continue as NIP Staff Coordinator for three more years for tutelage of the new wave of staff. Tom Rowley (Fisherman Flats) quoted Horace ‘He has the deed half done who has made a beginning’. Merrily Alley (Del Monte Grove-Laguna Grande) had no comment. Jerry Hall (Del Monte Beach) said it was an interesting first meeting as a new alternate. Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 23, 2014 7 Neighborhood Improvement Program Committee Minutes Thursday, January 23, 2014 NEXT MEETING Mr. Reeves announced that the next meeting would be the Preliminary Screening Meeting on February 27, 2014, in the Council Chamber at 7:00 PM. ADJOURNMENT Mr. Reeves adjourned the meeting at 9:45 p.m. Respectfully Submitted, Approved, Kim Allen Tom Reeves Recording Secretary NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 23, 2014 8