Neighborhood and Community Improvement Program Committee Meeting

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE Project Review Meeting Aguajito Oaks – New Monterey Thursday, March 27, 2014 7:00 PM COUNCIL CHAMBER, FEW MEMORIAL HALL 580 PACIFIC STREET MONTEREY, CALIFORNIA NIP Representatives & Alta Mesa NIP Rep Heuer Alternates Present: Casanova-Oak Knoll NIP Rep Ruccello Casanova Oak-Knoll NIP Alt Brassfield Deer Flats NIP Rep Pollacci Del Monte Beach NIP Rep Fields Del Monte Grove-Laguna Grande NIP Rep Alley Del Monte Grove-Laguna Grande NIP Alt Baker Fisherman Flats NIP Rep Smith Monterey Vista NIP Alt Venza as Rep Monterey Vista NIP Alt Simons New Monterey NIP Rep Dwight New Monterey NIP Alt Hayter Oak Grove NIP Alt Green Old Town NIP Rep Harrison Old Town NIP Alt Ricketson Villa Del Monte NIP Rep Mucha Staff Members Present: NIP Staff Coordinator Reeves, Recording Secretary Allen, Parks Operations Manager Marcuzzo, Capital Programs Coordinator Francis CALL TO ORDER NIP Staff Coordinator Reeves called the meeting to order at 7:00 p.m. ROLL CALL Eleven neighborhoods were represented, with Aguajito Oaks, Skyline Forest, and Skyline Ridge unrepresented. APPROVAL OF MINUTES 1. January 23, 2014 (Continued from February 27, 2014 meeting) Sharon Dwight made a motion to approve the January 23, 2014 minutes as revised. Rick Heuer seconded the motion. The motion was approved by nine Representatives, with Aguajito Oaks, Deer Flats, Del Monte Beach, Skyline Forest, and Skyline Ridge absent. 2. February 27, 2014 Sharon Dwight made a motion to approve the February 27, 2014 minutes as submitted. Rick Heuer seconded the motion. The motion was approved by nine Representatives, with Aguajito Oaks, Deer Flats, Del Monte Beach, Skyline Forest,  Neighborhood Improvement Program Committee Minutes Thursday, March 27, 2014 and Skyline Ridge absent. Deer Flats Representative Mark Pollacci and Del Monte Beach Representative Jayme Fields arrived at 7:02 p.m. 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. INFORMATIONAL REPORTS & STAFF COMMENTS 3. Purpose of Meeting Mr. Reeves said the primary purpose of the meetings tonight and next week are for reviewing the project proposals and cost estimates; and for the Committee to raise questions and receive clarification on the projects and their scope. He said the time to advocate for projects would be the following two meetings. 4. Van Tour Projects Due to Tom Reeves, Engineering Office Mr. Reeves asked the Committee to submit the projects they wanted to view on the van tour. He said attendance is not mandatory, but it is not televised so there is no way to learn about the projects on the van tour without attending. Ms. Dwight strongly recommended that the Committee attend the field trip. 5. March 18, 2014 City Council Comments on Proposed FY 2014/15 NIP Projects Mr. Reeves advised that Council gave no feedback on the Homeless Campground Study or the driveway reconstruction projects. He deferred to Alternate Spokesperson Dwight who attended the meeting to continue under NIP Informational Reports. NIP INFORMATIONAL REPORTS 6. NIP Spokesperson Reports Alternate Spokesperson Dwight said that Councilmembers Downey and Sollecito supported the greenbelt fuel reduction projects, Councilmember Haffa supported preserving historic assets, and Councilmember Selfridge supported the Council Chamber pew upgrade project. She said that she brought up the driveway reconstruction projects and the street sweeping signage, but Council gave no additional guidance on the projects. Ms. Dwight said she attended the March 20, 2014 Parks and Recreation (PRC) Commission meeting and that the PRC unanimously advised that CW-30 Homeless Campground Study did not meet the Parks Master Plan because it states that the only campground allowed in city parks is in Veteran’s Memorial Park. She said some of the Commissioners endorsed a study to find a solution for the homeless population. Spokesperson Heuer said he attended the March 10, 2014 Mayor’s Meeting and discussed the need for a dedicated NIP Program Manager, which seemed to be gaining Neighborhood Improvement Program Committee Meeting Minutes Thursday, March 27, 2014 2  Neighborhood Improvement Program Committee Minutes Thursday, March 27, 2014 some traction. He advised that the NIP Spokespersons are meeting with staff on Friday, March 28 and with the NIP City Council Subcommittee meeting on Monday, March 31 where the topic would be discussed further. Alternate Spokesperson Ruccello advised that Senator Farr wants to put together a presentation for Congress about the NIP because the process is democracy from the bottom up. Mr. Ruccello said that Senator Farr wants to explain the NIP process, how the program functions, what it accomplishes, and how the Representatives follow through from submittal of projects to the completion of approved projects. PUBLIC APPEARANCE 7. Recommend City Council Approve Appropriation and Transfer of Funds for Additional Funding for Eddie Burns Lane Drainage Improvements Project (30n1013) Continued from February 27, 2014 meeting Mr. Reeves confirmed that the project scope had not changed, and that the bid was for the correct portion of Eddie Burns Lane. Mr. Reeves opened Public Comments. Maryanne Finocchi, Old Town resident, asked that the Committee approve the request so that the project can finally be completed. Having no further 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 the Eddie Burns Lane Drainage Improvements Project (30n1013) in the amount of $26,000. Mark Pollacci seconded the motion. The motion was approved by eleven Representatives, with Aguajito Oaks, Skyline Forest, and Skyline Ridge absent. 8. NIP Project Cost Subcommittee Recommendation for FY2014/15 Contingency Fund Jayme Fields reported that the NIP Project Cost Subcommittee met and studied the Eddie Burns Drainage Improvements project as an example to identify the reasons for the increased costs. She advised that the increases were caused by the following factors. 1) Picking up and setting down a project over a prolonged period of time resulted in staff inefficiencies, 2) lack of supervision that allowed staff to go off focus, 3) poor consultant performance, including dragging out a project over an extended period of time even when encouraged not to do so, 4) increased construction cost caused by the long delay in project implementation, and 5) increased costs for environmental studies that were not factored into the past generic estimates. She advised that the Subcommittee would meet in May to review a sample of actual project results. Ms. Fields advised that the subcommittee also reviewed the current list of open projects and was advised by Capital Projects staff that approximately 36 of the open projects might require additional funding to complete. The Subcommittee determined that seven of those were phased projects, which left 29 projects that would potentially require additional funding. Ms. Fields advised the Subcommittee made the following two recommendations: 1) The NIP Committee should approve a total contingency pool of $750,000 to cover this year’s approved projects and the previously funded projects slated for completion in the next year. 2) All previously approved and over-budget projects would be brought back to the NIP Committee by staff in batches for specific evaluation and approval of the Neighborhood Improvement Program Committee Meeting Minutes Thursday, March 27, 2014 3  Neighborhood Improvement Program Committee Minutes Thursday, March 27, 2014 contingency amounts, and that the Committee would not be giving a blanket approval of the overrun amounts. The Subcommittee’s recommendation included scheduling a minimum of quarterly meetings to facilitate this approval process and take care of on-going NIP business. The Committee discussed and concurred with the recommendations. Ms. Dwight clarified that the existing contingency balance would be deducted from the $750,000, so only the difference would need to be approved for the coming year. Pat Venza proposed monthly meetings, and Mr. Heuer confirmed that a quarterly meeting would work, but that a Special Meeting could be called when necessary. Mr. Reeves opened Public Comments. Having no requests to speak, Mr. Reeves closed Public Comments. 9. Project Review (Aguajito Oaks – New Monterey) Mr. Reeves and the Committee reviewed the projects and videos from Aguajito Oaks through New Monterey with the following concerns and determinations: Alta Mesa AM-1 Don Dahvee Greenbelt Fuel Reduction – Mr. Heuer asked why the city is using Topes Tree Service instead of California Conservation Corp. Park Operations Manager Marcuzzo advised that the city still utilizes Cal Fire Conservation Corp for brush clearing but are not allowed to use them for work felling trees. AM-3 Via Mirada Sidewalk – Ms. Dwight asked how much vegetation would be removed. Mr. Reeves opened Public Comments for Alta Mesa neighborhood. Regarding AM-2 Iris Cyn Creek Restoration Ph 1, Mike Brassfield asked if this was a civil engineering project, what the goal was, and what the level was for restoration. Mr. Reeves confirmed that it is a restoration project to create capacity for flows from future upstream phases, not civil engineering. Having no further requests to speak, Mr. Reeves closed Public Comments for this neighborhood. Casanova Oak Knoll COK-2 CONA Park Center Photo Surveillance – Mr. Reeves advised that the Information Services Department has to review the estimate because they will be maintaining the equipment. COK-3 N. Fremont Street Widening / Beautification Study – Mr. Ruccello advised that the project was for a study with a revised not to exceed estimate of $5,000 and requested that the project be on the van tour. Mr. Reeves opened Public Comments for Casanova Oak Knoll neighborhood. Having no requests to speak, Mr. Reeves closed Public Comments for this neighborhood. Casanova Oak Knoll Representative Richard Ruccello left at 8:12 p.m. and Alternate Mike Brassfield replaced him. Neighborhood Improvement Program Committee Meeting Minutes Thursday, March 27, 2014 4 Neighborhood Improvement Program Committee Minutes Thursday, March 27, 2014 Deer Flats DF-1 Caribou Ct (7) Sidewalk Improvement – Mr. Pollacci advised the neighborhood would apply all of their base allocation to this project. Mr. Reeves opened Public Comments for Deer Flats neighborhood. Having no requests to speak, Mr. Reeves closed Public Comments for this neighborhood. Del Monte Beach DMB-4 DMB Street Sweep Schedule Signage – Ms. Fields advised there is no support for this project but it should remain on the project list. DMB-6 Roberts Av Fence – Ms. Fields confirmed that the project is to replace fencing on the entry and exit sides of Roberts Avenue. Mr. Reeves opened Public Comments for Del Monte Beach neighborhood. Having no requests to speak, Mr. Reeves closed Public Comments for this neighborhood. Del Monte Grove – Laguna Grande DMG-1 Virgin/Montecito Ped Access Improvements – Mr. Reeves advised that this project could not be constructed without approval of DMG-2 LG Park Exit ADA Access/Parking Lot Improvements. DMG-2 LG Park Exit ADA Access/Parking Lot Improvements – Mr. Marcuzzo confirmed that this area belongs to the city and is viewed as a city park. Mr. Reeves opened Public Comments for Del Monte Grove-Laguna Grande neighborhood. Having no requests to speak, Mr. Reeves closed Public Comments for this neighborhood. Ms. Alley asked that both projects be added to the van tour. Downtown DT-1 Safe Place Bike Rack Installation – Mr. Reeves said that there probably is not enough room for a bike rack in the public right-of-way. Ms. Dwight asked staff to check if there is a bike rack left over from a previous project that could be used for this project. DT-3 Hartnell Gulch Park Ph 1 – Mr. Heuer questioned that there were plans already in existence for this area and Mr. Reeves advised that the existing plan might need to be amended if the existing scope of this project went forward. The Committee strongly recommended that the project be rescoped and limited to something that could be done that was not in conflict with the existing plans. DT-4 Franklin/Washington Traffic Signal Upgrade – Mr. Reeves verified that the signal could not be installed without the drainage improvements. Mr. Reeves opened Public Comments for the Downtown neighborhood. Abigail Kehr, speaking for DT-3 Hartnell Gulch Park Ph 1 applicant Megan Tolbert, said the plan for the Library expansion of the parking lot was new information, but there would still be room for a community-based project to improve the area and do some stream restoration and clean out the ivy and black berry bushes. Mr. Heuer suggested that the applicant Neighborhood Improvement Program Committee Meeting Minutes Thursday, March 27, 2014 5 Neighborhood Improvement Program Committee Minutes Thursday, March 27, 2014 examine the existing Library plans and rescope the project to build something. Ms. Dwight recommended that the rescoped project be limited only to restoration and perhaps a path around the back, and Mr. Marcuzzo concurred that limiting to Item #2 and a path would be a good solution. Having no further requests to speak, Mr. Reeves closed Public Comments for this neighborhood. Fisherman Flats FF-2 San Vito Cir/Via Isola/Park Lighting – Mr. Reeves advised that the lighting request conforms to City policy. Hank Smith advised the residents were split 50/50 on supporting the project and that some wanted timers installed that would shut off the lights at 9:00 p.m. FF-3 Josselyn Cyn Rd Drainage – Mr. Reeves said that the Traffic Engineer advised that a surface drainage gutter should not be used, so the scope and estimate would need to be revised to a catch basin and pipe. FF-4 Foothill School Olmsted Drop-off Property Purchase – Mr. Reeves confirmed that the project was on private property, that there was a five-year license agreement with the original property owner that was extended once, and has now expired. He said the new property owner wanted a separate driveway from the drop off or to have the drop off removed from his property. Ms. Dwight said she did not remember that the drop off was built on private property. Mr. Heuer said the project originally took a long time to implement because it was on private property and in the county, but his concern was that he did not know the agreement could expire. Mr. Reeves said to keep the improvements on the private property some permanent solution should be found, such as an easement or in-fee agreement to secure the property rights. Mike Brassfield and Pat Venza suggested that MPUSD should participate in providing funding for the project. FF-5 Greenbelt Goat Fuel Reduction – Mr. Reeves advised that City code does not allow horses, cows, or goats housed within city limits. Mr. Marcuzzo advised that goats do not discriminate what they eat, and would eat plant species that must be preserved within the city greenbelts. FF-8 Foothill School Sports Field Improvements – Mr. Reeves confirmed the sports field is within the city limits, and that the PTA is working to obtain the access agreement from MPUSD. Mr. Reeves opened Public Comments for Fisherman Flats neighborhood. Having no requests to speak, Mr. Reeves closed Public Comments for this neighborhood. Monterey Vista MV-2 Via Gayuba (San Bernabe to Via Paraiso) Resurfacing – Mr. Reeves advised that the estimate for the project was $160,000. MV-4 Via Paraiso Park Hardscape Improvements – Pat Venza advised that the neighborhood association thinks this project is a low priority because the hardscape is not in bad shape. MV-6 Doud/Martin Retaining Wall – Mr. Reeves advised that this project is on private property, a wall is not warranted, and the erosion should be controlled Neighborhood Improvement Program Committee Meeting Minutes Thursday, March 27, 2014 6 Neighborhood Improvement Program Committee Minutes Thursday, March 27, 2014 by plant life. Ms. Venza said the neighborhood association agreed with this determination. MV-7 Doud 900 Blk Repaving – Mr. Reeves advised that the estimate for the project was $90,000. MV-9 MV Street Resurfacing 2014 – Ms. Venza asked for a breakdown estimate of each section so they could prioritize which to fund. MV-10 Via Descanso Storm Drain – Mr. Reeves advised that the estimate for the project was $35,000. Jayme Field asked that MV-5 Via Del Rey/Herrmann Right Turn Lane Elimination be added to the van tour. Mr. Reeves opened Public Comments for Monterey Vista neighborhood. Phyllis Grillo Weinbrenner, applicant for MV- 5 Via Del Rey/Herrmann Right Turn Lane Elimination, said this was a dangerous corner for students at Monterey High, with many accidents and near misses. She asked to close the turn lane and add a stop sign on the downhill side. Having no further requests to speak, Mr. Reeves closed Public Comments for this neighborhood. New Monterey NM-1 Irving 800 Blk Street Widening – Ms. Dwight advised that the scope may be changed to widen only one side of the street. NM-3 Laine 300 Blk Widening – Ms. Dwight said the project scope would be revised from installing sidewalks to a street widening. Deer Flats Representative Mark Pollacci left the meeting at 10:37 p.m. NM-7 Belden 300 Widening – Ms. Dwight advised that two of the property owners on the block do not want the project, but the rest of the block supports it. NM-8 David Open Space – Ms. Dwight advised that the school district would be happy to transfer the property to the city without purchase and the estimate would only need to be for administrative time. NM-13 Presidio Child Care Center Paint & Playground Gates – Ms. Dwight questioned why the estimate was so much higher than the original estimate of $60,000. Mr. Reeves advised that the Capital Projects staff who did the estimate for $260,000 had experience as a paint contractor. NM-15 Hilltop Park Renovation – Ms. Dwight questioned why the estimate was for $30,000 when the amount quoted to her when she submitted the project was $15,000 and asked for clarification. NM-19 Rec Trail Beautification Ph 1 – Ms. Dwight advised that the estimate was too high. She said Cannery Row Business Association would be doing the work not the city, and that they were only asking for $70,000. Mr. Reeves opened Public Comments for New Monterey neighborhood. Having no Neighborhood Improvement Program Committee Meeting Minutes Thursday, March 27, 2014 7 Neighborhood Improvement Program Committee Minutes Thursday, March 27, 2014 requests to speak, Mr. Reeves closed Public Comments for this neighborhood. COMMITTEE MEMBER COMMENTS April Harrison (Old Town) had no comment. Harry Mucha (Villa Del Monte) had no comment. Pat Venza (Monterey Vista) had no comment. Sharon Dwight (New Monterey) said the people on Cannery Row have observed an improvement in the traffic flow since the wavy lines were installed on the Rec Trail crosswalks and that cyclists actually slow down and look before crossing. Max Green (Oak Grove) said it was a pleasure as always. Hank Smith (Fisherman Flats) joked about doing research to find goats that are trained not to eat environmentally sensitive plants. Mike Brassfield (Casanova Oak Knoll) thanked the Project Cost Subcommittee for their guidance regarding this year’s contingency amount. Rick Heuer (Alta Mesa) said he is the Chair of the Oversight Committee for the MPUSD bond and that the Oversight Committee may potentially be given the power to help set the plan for the rest of the projects, although there is not much money left from the bond. Jayme Fields (Del Monte Beach) had no comment. Merrily Alley (Del Monte Grove-Laguna Grande) had no comment. NEXT MEETING Mr. Reeves advised that the next meeting would be on April 3, 2014 at 7:00 p.m. in the Council Chamber for review of the Oak Grove neighborhood through Citywide projects. He said the van tour would be April 10 at 3:00 p.m., with the potluck dinner at Hilltop Park Center at 6:00 p.m., and the Follow-up Review and Public Comment meeting at 7:00 p.m. ADJOURNMENT Mr. Reeves adjourned the meeting at 10:55 p.m. Respectfully Submitted, Approved, Kim Allen Tom Reeves Recording Secretary NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Thursday, March 27, 2014 8