Neighborhood and Community Improvement Program Committee Meeting

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE Preliminary Screening Meeting Thursday, February 27, 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 Rep Fields Del Monte Grove-Laguna Grande NIP Rep Alley Fisherman Flats NIP Alt Rowley Monterey Vista NIP Alt Simons 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 Skyline Forest NIP Rep Duke Skyline Ridge NIP Rep Conway Villa Del Monte NIP Alt Hintze Staff Members Present: NIP Staff Coordinator Reeves, Principal Engineer Harary, Capital Programs Coordinator Francis, Recording Secretary Allen CALL TO ORDER NIP Staff Coordinator Reeves called the meeting to order at 7:00 p.m. ROLL CALL Thirteen neighborhoods were represented, with Villa Del Monte unrepresented. APPROVAL OF MINUTES 1. January 23, 2014 Rick Heuer made a motion to continue the January 23, 2014 minutes for revisions to Item #14. c. Sharon Dwight seconded the motion. The motion was approved by thirteen Representatives, with Villa Del Monte absent. PUBLIC COMMENTS Mr. Reeves opened the floor for Public Comments on items not on the agenda. Having no requests to speak, Mr. Reeves closed Public Comments.  Neighborhood Improvement Program Committee Minutes Thursday, February 27, 2014 INFORMATIONAL REPORTS & STAFF COMMENTS 2. Purpose and Process of Screening Meeting Mr. Reeves said the purpose and process of the preliminary screening meeting was to go through the projects submitted this year and identify project nominations that do not meet the criteria for NIP, do not meet the definition of a capital project, or that are counter to established policies of the City. 3. 2014 NIP Policies and Procedures Manual Update Mr. Reeves advised that approval of the 2014 NIP Policies and Procedures Manual has been put on hold. He said the City Attorney proposed extensive revisions, which will trigger additional review with the NIP Policies and Procedures Subcommittee and the Council NIP Subcommittee next summer. Ms. Dwight said the City Attorney should point out the legal concerns for the NIP Committee to consider, but that it is not her job to spend time rewriting the entire manual. NIP INFORMATIONAL REPORTS 4. NIP Spokesperson Reports NIP Spokesperson Heuer said he had nothing to report. PUBLIC APPEARANCE 5. Recommend City Council Approve Appropriation and Transfer of Funds for Additional Funding for Eddie Burns Lane Drainage Improvements Project (30n1013) Principal Engineer Harary gave a detailed account of the soft costs incurred by staff for the Eddie Burns Lane Drainage Improvements project that included managing the consultant, coordinating environmental review, and obtaining the twelve right-of-entry agreements. He advised that all the bids for the project were rejected and that the lowest bid was for twice the amount of the Engineer’s Estimate. He said the bids were for the middle section of Eddie Burns, but Mr. Reeves said the original scope was for the northerly section. The Committee discussed the request for additional funding and questioned the possibility that the scope had changed. It was determined that the request should be continued for staff to verify the scope and confirm the project cost. Mr. Reeves opened the floor for Public Comments. Elizabeth Panetta said she walked Eddie Burns Lane twice with Maryanne Finocchi and Colleen Sullivan and said that without exception the residents support the project. Having no further requests to speak, Mr. Reeves closed Public Comments. Rick Heuer made a motion to continue the Eddie Burns Lane Drainage Improvements project (30n1013) for staff to verify the scope and confirm the project cost. Sharon Dwight seconded the motion. The motion was approved by thirteen Representatives, with Villa Del Monte absent. Rick Heuer made a motion to refer the Eddie Burns Lane Drainage Improvements project (30n1013) to the NIP Project Cost Subcommittee to study the impact of soft Neighborhood Improvement Program Committee Meeting Minutes Thursday, February 27, 2014 2  Neighborhood Improvement Program Committee Minutes Thursday, February 27, 2014 costs on projects. Sharon Dwight seconded the motion. The motion was approved by thirteen Representatives, with Villa Del Monte absent. 6. NIP Topic for March 10, 2014 Mayor’s Meeting Mr. Heuer stated that the topic for the March 10, 2014 Mayor’s Meeting should be on how to get a handle on the overrun costs, get projects built, and appointing a specific NIP program manager and the Committee concurred. 7. Discuss Appropriate Balance for Contingency Fund Mr. Reeves advised that Tom DiMaggio had requested this topic so the Committee could discuss the appropriate contingency amount to approve and make a decision prior to voting night. Mr. DiMaggio said the letter submitted by the Monterey Vista NIP Representative and Alternates addressed his concern about the soft cost of projects and supported setting aside 50% of this year’s fund for contingency. The Committee discussed the need for a breakdown of projects by year to better assess the amount of contingency needed in this and following years. Jayme Fields suggested that the Project Cost Subcommittee meet, review the projects, and make a proposal for the appropriate contingency amount to approve this year. Ms. Alley agreed but asked if the priority in which projects are approved would be taken into account. Mr. Heuer said getting projects built by priority is a separate issue from the amount to approve for contingency. Mr. Ruccello reminded the Committee to focus on what could actually be built in the next year and to set aside a contingency amount for only that amount. Dennis Duke asked that staff add the estimate to complete and qualification of the estimate for each project to the NIP Master Project List. Ms. Dwight said that Mr. Harary would need to advise which projects he anticipates would come in over budget this next year and give the Committee his best estimate to cover those projects. She said that the Committee does not need another procedure to bog down staff. Mr. Reeves opened the floor for Public Comments. Timothy Barrett said he was impressed with the Committee’s dedication for finding ways to improve the process. He said he hoped that the implementation of past projects and approval of new projects would be brought into alignment. Having no further requests to speak, Mr. Reeves closed Public Comments. The Committee concurred that the NIP Project Cost Subcommittee would bring back their findings to the next meeting so the Committee could make an informed decision on how much contingency to approve for the 2014/15 fiscal year. 8. Direction to Staff Regarding Representative or Staff Participation for Determining Resident Concurrence for Traffic Related Projects Mr. Reeves asked the Committee for direction regarding who should follow up with property owners to obtain final consensus after a traffic related project is approved. Ms. Dwight advised that the NIP Reps obtain consensus of support for projects before voting night, but after projects are approved staff is responsible for managing and overseeing projects and for providing documentation for the property owners to sign giving their approval. Ms. Alley concurred that it is the City’s responsibility to obtain signatures of approval. Mr. Ruccello cautioned that with the ongoing problem with absentee owners, staff should always obtain signed approval from the property owners. Mr. Reeves stated Neighborhood Improvement Program Committee Meeting Minutes Thursday, February 27, 2014 3  Neighborhood Improvement Program Committee Minutes Thursday, February 27, 2014 that having staff conduct this contact will take funds from the project accounts. Mr. Reeves opened the floor for Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. Monterey Vista Alternate Arthur Simons left at 8:32 p.m. The meeting was adjourned for a five- minute break. 9. Project Screening Mr. Reeves and the Committee reviewed the project list and made the following determinations. DMB-1 Beach Ave Trash Can – Mr. Reeves advised this project was referred to Parks Division. DMB-2 Beach Way (Seafoam to Tide) Sidewalk Repair – Ms. Fields advised that this project might be withdrawn. DMB-3 DMB Entrance Radar Speed Sign – Ms. Fields advised this project is premature until the Del Monte Beach Circulation Study is completed. She said the project would be withdrawn. DMB-4 DMB Street Sweep Schedule Signage – Mr. Reeves advised that this project would require Council to set up a policy to include parking enforcement. Ms. Fields said the neighborhood did not want traffic enforcement and this project would probably be withdrawn. DMB-5 Tide Av Fence Along Beach – Ms. Fields confirmed that this project is a repeat of one approved last year and should be removed from the list. DMB-7 Surf Way Traffic Mirror – Mr. Reeves advised that City policy does not support this project and therefore it should be removed from the active project list. DT-1 Safe Place Bike Rack Installation – Ms. Dwight said NIP had funded bike racks in Downtown in the past. She asked if there was a bike rack available that was already funded but that had not been installed. DT-2 Anthony St 500 Blk Street Light – Mr. Reeves advised that the project is counter to written policy and that the applicant would withdraw the project. DT-3 Hartnell Gulch Park – Ms. Dwight said the project would have to go to Parks and Recreation Commission and the Library Board. Mr. Ruccello said there were already plans for the section of Hartnell Gulch by the Library. FF-2 San Vito Cir/Park Lighting – Tom Rowley advised that the project description needed to be corrected because the proposed location is not by Jacks Peak. MV-6 Doud/Martin Retaining Wall – Mr. Reeves said this project would only benefit one private property owner and that it appears to be a fill slope created when the house was constructed, so public funds should not be used. Neighborhood Improvement Program Committee Meeting Minutes Thursday, February 27, 2014 4 Neighborhood Improvement Program Committee Minutes Thursday, February 27, 2014 NM-2 Prescott (btwn Terry & Filmore) Traffic Calming – Ms. Dwight requested that this project be combined with NM-5 David/Prescott Radar Speed Signs, removing NM-2 from the project list. NM-3 Drake 499 Install Sidewalk – Ms. Dwight advised that the title was changed to Laine 300 Blk Widening. NM-4 Cypress Park Renovation – Ms. Dwight advised that this project was already funded. NM-9 Parcel St (700-800 Blk) Tree Trimming – Ms. Dwight advised that NIP funds cannot be used for tree trimming so this project was referred to the Parks Division. NM-10 Cannery Worker Shanties Refurbish – Ms. Dwight advised the title should be corrected to read Cannery Worker Shacks Refurbish. NM-13 Presidio Child Care Center Paint & Playground Gates – Ms. Dwight advised that the projects estimates came from Rick Marvin, Housing and Property Manager. Regarding the several requests for driveway reconstruction in Old Town, Mr. Reeves advised that the City Attorney has determined that there has to be a public benefit for the City to spend public funds for any work on driveways, and that these requests do not qualify. April Harrison asked what direction she should give the project applicants. Mr. Heuer asked that this topic be added to the Mayor’s Meeting topic. Mr. Ruccello requested to agendize a Council NIP Subcommittee meeting to discuss the topic further. OT-10 Old Town Street Sweep Schedule Signage – Mr. Reeves advised this project would require the same Council policy as DMB-4. VDM-2 Bay View School Playground Equipment – the Committee concurred that the title should be changed to Del Monte School Playground Equipment to avoid confusion with NIP funded projects for Bay View Academy when they were located at Bay View School in New Monterey. CW-30 Campground for Homeless – After NIP Committee discussion, Maxwell Green advised he would change the project scope to a study and submit a revised project nomination form. Ms. Dwight said the Spokesperson and Alternate Spokespersons should ask what NIP could do to assist with Council’s attempts to deal with the homeless situation when they hold the Council NIP Subcommittee meeting. CW-31 Golden State Theatre Acquisition – Mr. Heuer said the Committee would not make a commitment for funding for more than one year, so the project should be Phase 1 with language changed to reflect that. CW-34 Bicycle Lane Improvements – Ms. Dwight questioned what impact the project would have on parking on Wave Street and David Avenue. Mr. Heuer asked if approval letters from the school district had been submitted for the projects on school property. Mr. Reeves asked that changes and revisions be given to Neighborhood Improvement Program Committee Meeting Minutes Thursday, February 27, 2014 5 Neighborhood Improvement Program Committee Minutes Thursday, February 27, 2014 staff as soon as possible. Mr. Reeves opened the floor for Public Comments. Timothy Barrett said he has been following the discussions about the homeless issue in the community. He said 80% of the homeless population in Monterey had previously resided or were born here, so NIP could reasonably participate in possible solutions for them. Having no further requests to speak, Mr. Reeves closed Public Comments. COMMITTEE MEMBER COMMENTS Mark Pollacci (Deer Flats) said the meeting was not as long as he had expected. April Harrison (Old Town) said she received an email from staff two days before the project submittal deadline asking for support of street repaving projects in her neighborhood. She said that was not enough time for her board to meet and make a decision. She asked that staff please provide their requests in a more timely fashion if they are asking for neighborhood support and submittal of city projects. Olivia Morgan (Aguajito Oaks) said it is amazing to think of the amount of energy, talent, and dedication that goes into this program by the volunteers who make up the NIP Committee and staff. She said the opportunity to work and develop this beautiful city is indeed a privilege. Sharon Dwight (New Monterey) said the log jam of projects is beginning to break up, that she celebrates staff who have real talent and good hearts working for the Committee and all of the residents who have come up with ideas to improve and beautify the community, and that it is a great partnership. Mary Conway (Skyline Ridge) had no comment. Dennis Duke (Skyline Forest) had no comment. Richard Ruccello (Casanova Oak Knoll) said the Wine and Chocolate event on February 7 had a record attendance. He advised the CERT classes were starting and encouraged residents to register. Rick Heuer (Alta Mesa) said he signed off on two projects but questioned why the Conservation Corp was not being used for greenbelt clearing. Tom Rowley (Fisherman Flats) said he has been reflecting on the trends over the years, that it took three years to find a location for a boat and RV park, and then NIP funded upgrades. He said it is a great opportunity for this Committee to continue to come up with front running ideas. He said the City has a great staff and the Committee should help them reduce the backlog of projects. Jayme Fields (Del Monte Beach) had no comment. Merrily Alley (Del Monte Grove-Laguna Grande) had no comment. Tom DiMaggio (Oak Grove) had no comment. Neighborhood Improvement Program Committee Meeting Minutes Thursday, February 27, 2014 6 Neighborhood Improvement Program Committee Minutes Thursday, February 27, 2014 NEXT MEETING Mr. Reeves advised that the next meeting is March 27 at 7:00pm in the Council Chamber. ADJOURNMENT Mr. Reeves adjourned the meeting at 9:40 p.m. Respectfully Submitted, Approved, Kim Allen Tom Reeves Recording Secretary NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Thursday, February 27, 2014 7