Neighborhood and Community Improvement Program Committee Meeting

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE Monday, July 18, 2016 7:00 PM COUNCIL CHAMBER, FEW MEMORIAL HALL 580 PACIFIC STREET MONTEREY, CALIFORNIA NIP Aguajito Oaks Chuck Foss, Alt. Representatives Alta Mesa Rick Heuer, Rep. & Alternates Casanova-Oak Knolls Mike Brassfield, Alt. Present: Deer Flats Dave Overton, Rep. Del Monte Beach Jayme Fields, Rep. Del Monte Grove-Laguna Grande Merrily Alley, Rep., Kathleen Baker, Alt. Fishermans Flats Tom Rowley, Alt. Monterey Vista Pat Venza, Rep. New Monterey Sharon Dwight, Rep. Old Town April Harrison, Rep. Skyline Forest Dennis Duke, Rep. Skyline Ridge Julie Engell, Rep. Villa Del Monte Harry Mucha, Alt. Staff Members Jeff Krebs, Sara Myers, Louie Marcuzzo Present: CALL TO ORDER NIP Staff Coordinator Jeff Krebs called the meeting to order at 7:02 p.m. ROLL CALL Thirteen neighborhoods were represented with Oak Grove unrepresented. APPROVAL OF MINUTES 1. June 30, 2016 Sharon Dwight made a motion to approve the minutes as amended. Mike Brassfield seconded the motion. The motion was approved by the thirteen neighborhoods represented. PUBLIC COMMENTS Mr. Krebs opened public comments for items not on the agenda. Kathleen Baker thanked the committee for funding the warming shelter. Seeing no further comments, Mr. Krebs closed public comments. INFORMATIONAL REPORTS & STAFF COMMENTS Mr. Krebs advised that bids were received for Lighthouse and Del Monte Adaptive Projects. The award will be the base bid for Washington/Del Monte and it will be awarded on August 16. He also advised that the City has received a Prop 1 grant for stormwater reuse. He stated that the Serra Monument/Sloat Monument Path and Entry Sign is going to ARC on August 3rd and then to the Coastal Commission.  Neighborhood Improvement Program Committee Minutes Monday, July 18, 2016 NIP INFORMATIONAL REPORTS 2. NIP Spokesperson Reports Mr. Heuer had nothing to report. PUBLIC APPEARANCE 3. Recommend City Council Approve Appropriation and Transfer of Funds for Additional Funding for the Cypress Park Repairs/Upgrade Project Mr. Krebs presented the current funding for the project. He stated that the project is currently $5,700 over the authorized limit. A total of $14,129 is required to complete the project. Ms. Dwight asked if the contingency has already been used. Mr. Krebs confirmed that it has. Mr. Heuer clarified that without approving this funding request, the project currently has a deficit of $5,700. Ms. Engell asked if the committee did not recommend additional funding, would the landscaping and fencing remain the same. Mr. Krebs stated that the work needs to be done. Mr. Marcuzzo confirmed there is nothing there at the moment. Julie Engell made a motion to recommend that City Council approve a supplemental appropriation and transfer of $14,129 for the Cypress Park Repairs/Upgrade Project. Rick Heuer seconded the motion. The motion was approved by the thirteen neighborhoods represented. 4. Discuss Proposed Policies and Procedures Manual Revisions from Policies and Procedures Subcommittee and Make Recommendations to the City Council Mr. Krebs described the process of revising the Policies and Procedures Manual and turned the discussion over to Ms. Dwight. Ms. Dwight explained that the proposed changes include the previously recommended changes from 2012. She presented the additional proposed changes to the Committee. Ms. Dwight explained that the Table of Contents will be updated and Appendix 2 will be removed. She presented the following changes to Page 7: C “…capital project, which has a public benefit. Charter Section 6.16.b contains a description of the types of projects envisioned in the program. The program provides funding for …” C This was confirmed by minute motion at a of the City Council meeting of [date]. D Neighborhood Improvement Program NIP Committee Formation. Rick Heuer made a motion to approve the proposed changes to the Table of Contents and Page 7. Tom Rowley seconded the motion. The motion was approved by the thirteen neighborhoods represented. Ms. Dwight presented the following changes to Page 8: e After approval, representatives and alternates must file all applicable forms with Neighborhood Improvement Program Committee Meeting Minutes Monday, July 18, 2016 2 Neighborhood Improvement Program Committee Minutes Monday, July 18, 2016 the City Clerk NIP Coordinator prior to their first meeting. A While not so stated in the Charter, accrued interest on the balance of these funds, as indicated by the average percent return on investments accrued through the city's overall investment portfolio, may shall be credited to the Neighborhood Improvement Fund as well. C “…account for each neighborhood, represented or not.” C “At the discretion of the NIP Committee, Base Allocation funds for unrepresented neighborhoods can be applied to projects beneficial to those unrepresented neighborhoods.” D “Base Allocations may not accumulate for unrepresented neighborhoods.” Ms. Dwight advised that the city attorney is concerned about unrepresented neighborhoods. The options are to have the City Council appoint representatives to Glenwood and Downtown or to keep the map the same, but remove the names of Glenwood and Downtown so they are not continued neighborhoods. She explained that there are currently sections of Monterey that are not included as neighborhoods, for example Montsalas. She also stated that neighborhood associations may expand their boundaries to include those unrepresented areas. Ms. Fields asked why this change must be made. Mr. Heuer read the charter section that states that the City Council shall appoint a representative from each neighborhood. Mr. Heuer stated that he cannot support disenfranchising these neighborhoods by making them disappear. Ms. Engell stated that the charter is a higher level of regulation than the NIP Policies and Procedures Manual. Ms. Fields stated that she hears both sides and presented a third option of having the City Council appoint NIP to represent the unrepresented neighborhoods. Dave Overton made a motion to approve the proposed changes to Page 8 as submitted. Julie Engell seconded the motion. The motion was approved by the thirteen neighborhoods represented. Ms. Dwight presented the following changes to Page 9: IV. What is a Residential Neighborhood? Webster defines a neighborhood as "the A. people living near one another" or "a section lived in by neighbors and usually having distinguishing characteristics." For NIP purposes, an area a residential neighborhood is an area within the City of Monterey which 1) is eligible for NIP-funded projects, 2) has an active residential neighborhood association composed of owners of residential property and people who live within the neighborhood boundaries, and 3) has been recognized by the City Council. Each neighborhood association must have by-laws, a board elected annually by its membership, and it must conduct meetings each year to discuss issues of importance to its residents. must be eligible for NIP-funded projects within its boundaries to qualify as a neighborhood. Currently, Monterey has sixteen (16) distinctive the following residential neighborhoods:. These neighborhoods are: IV. NEIGHBORHOOD POPULATION – 2010 A. 1. Aguajito Oaks 97 2. Alta Mesa 290 Neighborhood Improvement Program Committee Meeting Minutes Monday, July 18, 2016 3 Neighborhood Improvement Program Committee Minutes Monday, July 18, 2016 3. Casanova-Oak Knoll 1,713 4. Deer Flats 451 5. Del Monte Beach 525 6. Del Monte Grove-Laguna Grande 1,243 7. Downtown Fisherman Flats 447 Glenwood 8. Monterey Vista 3,806 9. New Monterey 5,091 10. Oak Grove 1,642 11. Old Town 3,105 12. Skyline Forest 1,098 13. Skyline Ridge 151 14. Villa Del Monte 2,212 IV. Modify map to reflect numbering above. A. Ms. Dwight explained that they have revised the definition of a residential neighborhood for NIP purposes. Ms. Venza asked if the City Attorney had approved removing Downtown and Glenwood as neighborhoods. Ms. Dwight stated that the City Attorney will probably rebut this. Mr. Heuer stated that these two neighborhoods have received base allocation for 30 years. Mr. Brassfield commented that in those 30 years, Downtown and Glenwood have had the opportunity to form neighborhood associations but have chosen not to. Rick Heuer made a motion to leave Page 9 as is and direct the City Council Spokesperson to indicate to City Council that they should not make any changes to the current process. Dennis Duke seconded the motion. Ms. Dwight asked the committee to look at the definition of a residential neighborhood on Page 9. She advised that it is really only rearranging their previously approved wording. She stated that the two paragraphs in Section IV. A. have nothing to do with keeping or removing Downtown and Glenwood. Sharon Dwight amended the motion by accepting only the proposed changes to the first two paragraphs of Page 9 IV. A. Mr. Heuer accepted the amendment to his motion. The motion was approved by the thirteen neighborhoods represented. Ms. Dwight presented the following changes to Page 12: C. Members of the NIP Committee are subject to the California Fair Political Practices (FPPC) rulinges. attached hereto as Appendix 2 Completed Forms 700 are submitted to the NIP Coordinator. If an NIP committee member lives within 500’ of a proposed project or a decision would materially effect the value of their property, they must consult the NIP Coordinator or City Attorney for possibleabout conflicts of interest. D. The role of the NIP Committee is to vet and "recommend a list of capital improvements desired to be accomplished in each neighborhood" (MCC Charter section 6.16d) to the City Council. Ms. Fields commented that the words “decision” and “materially” are ambiguous and not a measurable quantity. Ms. Dwight suggested just leaving the 500’ rule and removing the Neighborhood Improvement Program Committee Meeting Minutes Monday, July 18, 2016 4 Neighborhood Improvement Program Committee Minutes Monday, July 18, 2016 clause “or a decision would materially effect the value of their property.” Rick Heuer made a motion to approve the changes to Page 12 without the clause “or a decision would materially effect the value of their property.” Dennis Duke seconded the motion. The motion was approved by the thirteen neighborhoods represented. Rick Heuer made a motion to approve all changes to Page 13. Julie Engell seconded the motion. The motion was approved by the thirteen neighborhoods represented. Rick Heuer made a motion to approve all changes to Page 14. Julie Engell seconded the motion. The motion was approved by the thirteen neighborhoods represented. Rick Heuer made a motion to approve all changes to Page 15. Julie Engell seconded the motion. The motion was approved by the thirteen neighborhoods represented. Ms. Dwight presented the following changes to Page 16: First “Council may identify priority projects that the City Council wants funded in paragraph the upcoming fiscal year. Those priorities priority projects shall be submitted to the NIP Committee not later than the next NIP meeting following the second (2nd) City Council meeting in January and prior to the NIP project submittal date in mid-February.” Second In March, the preliminary list of proposed projects is taken to the City paragraph Council for review and comment along with any proposed roadway configuration or direction changes not previously approved by City Council. 1. ensure that NIP Representatives and Alternates have completed all state- required paperwork (Form 700) and that neighborhood associations have provided current bylaws, names of current officers, and neighborhood association Letters of Nomination to the city NIP Coordinator. Tom Rowley made a motion to approve the changes to first paragraph of Page 16. Mike Brassfield seconded the motion. The motion was approved by the thirteen neighborhoods represented. Rick Heuer made a motion to approve all proposed changes to Page 16. Tom Rowley seconded the motion. The motion was approved by the thirteen neighborhoods represented. Ms. Dwight presented the following changes to Page 18: d. Each registered NIP Representative neighborhood neighborhood has one vote. f. The public is encouraged to comment upon any projects prior to voting. Rick Heuer made a motion to approve all proposed changes to Page 18. Mike Brassfield seconded the motion. The motion was approved by the thirteen neighborhoods represented. Neighborhood Improvement Program Committee Meeting Minutes Monday, July 18, 2016 5 Neighborhood Improvement Program Committee Minutes Monday, July 18, 2016 Ms. Dwight presented the following changes to Page 20: First bullet Projects approved in one fiscal year should be completed by the conclusion of that year. This is not always possible and, in fact, the City Charter Amendment allows for multi-year phasing of projects. b. If neighborhood residents want the project scope changed, the neighborhood’s NIP Representative discusses to what extent there is neighborhood consensus to revise the scope. No action is taken unless the neighborhood’s Representative or Alternate is present for the meeting. e. If the proposed change of scope is significant enough, the NIP Committee may choose to recommend deappropriateion of the project to the City Council. Mr. Brassfield stated that in the absence of a representative, the alternate becomes the representative. Mr. Heuer clarified that he is proposing to remove “or Alternate.” He suggested adding that to the next round of changes. Ms. Venza asked if we could change the monthly project updates to quarterly. Rick Heuer made a motion to approve all proposed changes to Page 20 and change the third bullet point to “quarterly.” Jayme Fields seconded the motion. The motion was approved by the thirteen neighborhoods represented. Ms. Dwight presented the following changes to Page 23 and 24: A. The acquisition of property for public use is complicated and time consuming. Timeliness, budget, the far-ranging effect on surrounding property owners, and intracommission/committee coordination and communication are all-important elements. Properties considered for purchase must address a need identified in adopted City documents. B.2. Due to the fast-moving real estate market in the City of Monterey, an NIP opportunity purchase is more likely than a regular cycle property purchase. In the past, tThe NIP Committee has may set aside a large sum to be used for opportunity purchases throughout the year. If funds have been budgeted are available for opportunity purchases, this type of purchase should will follow the procedure below. f. f. The Property/Housing Manager will obtain a letter of appraisal from the city's real estate consultant for the property. g. The NIP Committee's nomination, the letter of appraisal, and the Parks and Recreation Commission recommendation will be forwarded to the City Council for approval. h. If the City Council approves the purchase, the Property/Housing Manager will request that the real estate consultant begin negotiations for the property. i. The property will be purchased if the negotiations are successful and the City Council approves. j.f, The acquisition will be placed into the city-owned inventory and be utilized as directed by the City Council. Rick Heuer made a motion to approve all proposed changes to Page 23 and Page 24. Dennis Duke seconded the motion. The motion was approved by the thirteen neighborhoods represented. Neighborhood Improvement Program Committee Meeting Minutes Monday, July 18, 2016 6 Neighborhood Improvement Program Committee Minutes Monday, July 18, 2016 Ms. Venza mentioned the final paragraph of the document: “requesting input from various citizen groups and neighborhood associations…” Ms. Dwight suggested using “individuals.” Pat Venza made a motion to add “individuals” to last paragraph. Sharon Dwight seconded the motion. The motion was approved by the thirteen neighborhoods represented. Ms. Venza mentioned the first bullet on Page 19 regarding project implementation. Ms. Venza asked to clarify that the goal is for projects to be completed within one year. Rick Heuer made a motion to approve the proposed change to Page 19. Dennis Duke seconded the motion. The motion was approved by the thirteen neighborhoods represented. COMMITTEE MEMBER COMMENTS April Harrison thanked everyone and stated that it took a lot of hard work. She said that compromise is good and appreciated that they were able to come to some good conclusions. Sharon Dwight advised that the Parks and Recreation Commission is reviewing the Parks Master Plan on Thursday at 7:00 in the Council Chambers. She stated that she has been working on her comments on the Parks Master Plan. She advised that the committee look at the plan and prepare any comments for the meeting. She also stated they the neighborhood is pleased with progress in Cypress Park and they’re looking forward to having that park completed. Jayme Fields and Dave Overton thanked the Policies and Procedures Subcommittee for their hard work. Dennis Duke asked if the Parks and Recreation Commission will listen to comments at their next meeting. Ms. Dwight responded that they will be taking public testimony. Pat Venza said thank you. Mike Brassfield suggested that anyone looking to learn more about the Policies and Procedures Manual should be on this subcommittee and thanked the subcommittee for their work. He mentioned that the federal government has declared that certain streetlights are unsafe. Mr. Krebs responded that they are being changed. Mr. Brassfield also commented on the progress that staff is making on the NIP projects and appreciated the joint activity with various city staff. Tom Rowley advised that he will become the NIP representative in Hank Smith’s place. Richard Pagnillo will remain an alternate along with John O’Brien and Sam Brand. Rick Heuer, Merrily Alley, Julie Engell, and Harry Mucha had no comment. NEXT MEETING None scheduled. ADJOURNMENT Mr. Krebs adjourned the meeting at 9:44 p.m. Neighborhood Improvement Program Committee Meeting Minutes Monday, July 18, 2016 7 Neighborhood Improvement Program Committee Minutes Monday, July 18, 2016 Respectfully Submitted, Approved, Sara Myers Jeff Krebs, P. E. Recording Secretary NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Monday, July 18, 2016 8