Neighborhood and Community Improvement Program Committee Meeting

MINUTES NEIGHBORHOOD IMPROVEMENT PROGRAM COMMITTEE Thursday, January 25, 2018 7:00 PM FEW MEMORIAL HALL OF RECORDS, 580 PACIFIC STREET MONTEREY, CALIFORNIA NIP Casanova-Oak Knolls Michael Brassfield, Alt. Representatives & Deer Flats Dave Overton, Rep. Alternates Present: Del Monte Beach Jayme Fields, Rep. Del Monte Grove-Laguna Grande Merrily Alley, Rep., Kathleen Baker, Alt. Fisherman Flats Tom Rowley, Rep Glenwood Lee Whitney, Rep. Monterey Vista Jean Rasch, Rep., Pat Venza, Alt. New Monterey Sharon Dwight, Rep., Jonathan Hill, Alt. Oak Grove Harlan Jencks, Rep., Luz Adam, Alt. Old Town April Harrison, Rep., Sue Ricketson, Alt. Skyline Forest Dennis Duke, Rep. Villa Del Monte Harry Mucha, Rep., Duane Peterson, Alt. Staff Members Present: Jeff Krebs, Alyssa Huerta, Sara South CALL TO ORDER NIP Staff Coordinator Jeff Krebs called the meeting to order 7:06 p.m. Jeff Krebs introduced Alyssa Huerta, the new Administrative Assistant II who will be working with NIP. ROLL CALL Twelve (12) neighborhoods were represented with Aguajito Oaks and Alta Mesa absent. 1. Installation of 2018 Neighborhood Improvement Program Committee Alyssa Huerta performed the swearing in of the eighteen (18) Neighborhood Improvement Program Committee representatives and alternates who were present. Mayor Clyde Roberson was in attendance and discussed why and how the Neighborhood Improvement Program began. He announced that approximately $75 million has gone back into neighborhood and citywide projects since the inception of NIP and wanted to thank the committee for everything they do. APPROVAL OF MINUTES 2. November 30, 2017 Harlan Jencks asked to add Luz Adams, Alternate for Oak Grove, to list of NIP Representatives and Alternates Present. Dennis Duke asked to edit the number of representatives who approved the motion to recommend additional funding for awarding the base bid of $55,000 for the wall and improvements contingent on CDBG funds for the Montecito Park Entry for seating installation and Phase 2 Improvements Project (page 5, item 9). Mr. Duke asked that the affirmative votes be changed from twelve to eleven and note Sharon Dwight as voting no.  Neighborhood Improvement Program Committee Minutes Thursday, January 25, 2018 Harlan Jencks made a motion to approve the minutes as amended. Sharon Dwight seconded the motion. The motion was approved by the ten representatives present with Tom Rowley and Jean Rasch abstaining due to not being present at the meeting. PUBLIC COMMENTS Mr. Krebs opened public comments for items not on the agenda. Seeing none, Mr. Krebs closed public comments. INFORMATIONAL REPORTS & STAFF COMMENTS 3. Welcome New NIP Committee Members Council voted on November 7, 2017 to approve NIP Representatives and Alternates. Mr. Krebs welcomed the new NIP Committee Members from the following neighborhoods; Alternate Kimberly Svetich-Will, Casanova Oak Knolls; Alternate Sam Brand, Fisherman Flats; Alternate Jonathan Hill, New Monterey; Representative Harlan Jencks, Oak Grove; and Alternate Shaun Berry; Villa Del Monte. 4. Orientation of Neighborhood Improvement Program a Parking Permits Mr. Krebs advised to contact Ms. Huerta to request a parking permit. Ms. Huerta sent around sheet for Members to write their names to request a permit. b Policies and Procedures Manual Update Mr. Krebs stated that the Policy and Procedures Manual has not been updated since 2012. The Manual explains the history of NIP and NIP guidelines. You may view online or ask Ms. Huerta for a hardcopy. c NIP Project Submittal Deadline February 9, 2018 Mr. Krebs stated that he has received 17 project nominations so far. He emphasized the importance of submitting projects before the February 9th deadline. d Neighborhood Area Plans Mr. Krebs advised that there are neighborhood area plans and traffic calming plans on Monterey.org. If the City receives requests from these neighborhoods, staff will check for conformity with these plans. 5. Conflict of Interest Rules Mr. Krebs advised that in prior years, everyone was exempt from the process, but in Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 25, 2018 2  Neighborhood Improvement Program Committee Minutes Thursday, January 25, 2018 2014 the State changed the Conflict of Interest Rules and NIP must ensure compliance. This goes for all commissions, not just NIP. Mr. Krebs presented a neighborhood map with locations marked for all neighborhood Representatives and Alternatives. He stated once all of the projects go through screening, we will provide the location of every project and place a 500 foot buffer around it to see if there are any Conflicts of Interest. Mr. Krebs said the review looks at how many properties are within the 500 foot buffer surrounding the project and how many parcels are surrounding the zone where the NIP Committee Member lives. He added if the buffer area is less than 10% of the lots in your neighborhood, then public general exception does not apply and the Committee Member would have to recues themselves from being a champion of the project and voting. Mr. Krebs explained the 500 foot rule would be assessed once the Committee starts to review the proposed projects. He added that the City Attorney will create and send a list of those who may not speak or vote during specific projects. Ms. Dwight said her understanding was if there is a potential of conflict then committee members needed to talk to the City Attorney so they may deem whether there is a conflict or not, as it was not an absolute just because of the distance. Mr. Krebs said he submits them to the City Attorney’s Office (CAO) and receives their letter back detailing who many not vote on specific projects. Ms. Dwight requested the City Attorney go back to the FPPC and ask if NIP can have an exception. Mr. Krebs said he would send on Ms. Dwight’s request. Sharon Dwight made a motion for an action item on the next agenda to make a request to City Council to direct the City Attorney go to FPPC to ask for a specific exemption for this commission. Tom Rowley seconded the motion. The motion was approved by eleven representatives present, with Deer Flats abstaining and Aguajito Oaks and Alta Mesa absent. NIP INFORMATIONAL REPORTS 6. NIP Spokesperson Reports Mr. Rowley received an email from Rick Heuer saying his Father-In-Law passed away in San Diego and Rick will not return until Sunday. Ms. Dwight attended the Parks & Recreation meeting discussing project proposals for funding this year. She added that their knowledge and strength is impressive and she looks forward to working with them this year. PUBLIC APPEARANCE 7. Discussion of Neighborhood Improvement Program a Approve NIP Deadlines and Meeting Schedule Mr. Krebs presented the draft schedule. Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 25, 2018 3 Neighborhood Improvement Program Committee Minutes Thursday, January 25, 2018 Mr. Krebs explained the new February 15 due date for Parks & Recreation preliminary project submittal review. As approximately 60% of our projects are in Parks, Mr. Krebs made a commitment to Shannon Leon to provide her a preliminary list so Parks & Recreation may have more time to turn around and give NIP a little more priority for their March meeting. Mr. Krebs asked that input on neighborhoods for the April 12 van tour be submitted immediately after the first review meeting on April 5. Mr. Rowley recollected that on voting night last year, since the meeting ran so late, it was suggested to begin at 6 pm or 6:30 pm this year. Additionally, speaking time needs to be enforced. Ms. Dwight suggested closing the public comment at the end of the second full night and having the only public comment on voting night be on projects where there have been changes since the last meeting. Ms. Dwight added that this way the Committee still has an opportunity for public comment for items not on the agenda or projects with a change in scope. Mr. Krebs said he will look into this option. Mr. Krebs said he will check in and see if the 3-minute rule is a City rule or not. Ms. Rasch suggested project selection night should not be a comment period because that is the NIP Committee’s time to work. She stated if the public knew beforehand that it is not a comment period allowed, except for off-agenda, the Committee would be able to adjourn the meeting earlier. Mr. Krebs said he will follow up with City Attorney’s Office. Mr. Krebs said the April 12 meeting location will need to be changed from Casanova Oak Knoll Center to Hilltop Park Center due to availability. Sharon Dwight made a motion to approve the schedule with the change to the April 12 meeting location from CONA to Hilltop. Tom Rowley seconded the motion. The motion was approved by the twelve neighborhoods represented present with Aguajito Oaks and Alta Mesa absent. b Review of NIP Process Mr. Krebs provided a brief description of the NIP process and described the involvement of City departments and other commissions to provide guidance and input for the projects. Mr. Krebs discussed assessment districts; if any project would need to form an assessment district, there are rules for underground utilities and petitions. He stated petitions need 67-70% support, otherwise assessment districts usually don’t go through. Ms. Dwight discussed the study for the unit prices of undergrounding and said until they have those unit prices, NIP cannot go to neighbors and find out if they have that 70% support. She advised it is 70% on the first petition, then 60% to legally form the assessment district and that prices are needed before that second step, Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 25, 2018 4  Neighborhood Improvement Program Committee Minutes Thursday, January 25, 2018 assessment district formation. Ms. Rasch reported Monterey Vista is the first community facing anticipated discussions over the antenna cell towers. Ms. Rasch said she wonders if this may be a pivotal opportunity for the entire City to proactively respond and perhaps look into a bond for undergrounding. Ms. Dwight stated the City’s general plan encourages underground utilities by 2020, so this is consistent with existing policy. c Projects Submitted for FY 2018-19 Program and Status of Project Nominations Mr. Krebs advised that NIP has received 17 projects varying from one or two sentences to very elaborate projects. He stated he will provide copies at the preliminary screening. Ms. Dwight discussed the need to check the scope of each approved project and be sure it details what NIP is supporting. Ms. Dwight, Ms. Fields and Ms. Alley discussed the approval of submissions for City Council’s reading in order to ensure the project that is approved is the project supported by NIP. Ms. Dwight stated the NIP Committee has to take responsibility and look at the report to ensure it says what NIP actually voted to approve. Mr. Krebs opened public comments. Seeing none, Mr. Krebs closed public comments. 8. Elect NIP Spokesperson and Alternate for 2018 Mr. Krebs advised that last year’s spokesman was Rick Heuer and the alternates were Sharon Dwight, Richard Ruccello and Pat Venza. Tom Rowley made a motion to nominate and approve Rick Heuer as Spokesperson to City Council, with Sharon Dwight and Richard Ruccello as Alternate Spokespersons. Merrily Alley seconded the motion. The motion was approved by the twelve neighborhoods represented present with Aguajito Oaks and Alta Mesa absent. 9. Appoint NIP Policies and Procedures Manual Subcommittee for 2018 Mr. Krebs asked if there were any Committee members interested in or seeking consideration to join the subcommittee. Tom Rowley made a motion to appoint Sharon Dwight, April Harrison and Merrily Alley, as the NIP Policies and Procedures Manual Subcommittee. Dennis Duke seconded the motion. The motion was approved by the twelve neighborhoods represented present with Aguajito Oaks and Alta Mesa absent. 10. NIP Ending Balance and Contingencies Report Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 25, 2018 5  Neighborhood Improvement Program Committee Minutes Thursday, January 25, 2018 Mr. Krebs presented the ending balance and contingency report as of January 19, 2018. He reported the NIP ending balance: $16,809.00. He also reported the NIP Contingency: $525,604.00. Mr. Krebs has a meeting scheduled for February with the Finance Committee and Finance Director, Julie Porter, to go over the cost accounting and financial reports. Ms. Dwight requested the cost accounting and financial reports Mr. Krebs brings back to the NIP Committee will include what NIP is paying for all Admin costs. Mr. Krebs said on February 22 NIP can have a quick report from the Finance Committee. 11. Program Status Update Mr. Krebs presented the project updates. Ms. Dwight discussed Ms. Huerta’s position because she is not full-time NIP Admin. Mr. Krebs stated a portion of her pay comes from the General Fund because she completes other general duties. Ms. Dwight said she spoke with Interim Public Works Director, Steve Wittry, and was told Ms. Huerta’s position would be exclusively NIP from January through June. Mr. Rowley discussed inaccessible fire hazard areas in the Fisherman Flats and Deer Flats areas. Mr. Rowley suggested fencing off steep areas and bringing in goats, and have the work completed proportionally with NIP and the Home Owners Association. He plans to submit a small project that will be a partial program for goats in the inaccessible area along the old creek bed. Mr. Krebs discussed the extensive review of all the funded fuel reduction areas. The initial study went through Planning for approval so Mr. Krebs could develop a five year maintenance plan. A lot of the biological concerns have been addressed; Greenbelt Fuel Reduction. Ms. Dwight asked if the master list of completed projects is online so people who supported the projects can look up the information for themselves. Mr. Krebs discussed updating the project list for NIP every two months and also posting it online. He will work with Laurie Huelga to post them on the NIP webpage. 12. Recommend City Council Approve Appropriation and Transfer of Supplemental Funds for the Irving Street Walkway Repair 35N1706 (Exempt from CEQA Article 19, Section 15301, Class 1) Mr. Krebs presented the staff report. Mr. Brassfield requested a list of all outstanding NIP projects; he wanted a report on the percentage of all projects completed. He said would like to see how NIP has done catching up on some of the older projects. Mr. Krebs said he would prepare that information for the February 22 meeting. Mr. Krebs opened public comments. Seeing none, he closed public comments. Sharon Dwight made a motion to recommend City Council Approve Appropriation Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 25, 2018 6 Neighborhood Improvement Program Committee Minutes Thursday, January 25, 2018 and Transfer $7,850 from Contingency for the Irving Street Walkway Repair 35N1706. Tom Rowley seconded the motion. The motion was approved by the twelve neighborhoods represented present with Aguajito Oaks and Alta Mesa absent. COMMITTEE MEMBER COMMENTS Michael Brassfield said in line with what Mayor Roberson and Ms. Dwight touched on, communication with the city, within these groups is so important. He added, if you look back and see that we have $75 million spent in neighborhood improvements, holistically this city is so much better off than most. Mr. Brassfield ended in saying the basis of NIP, this whole idea of neighborhoods suggesting projects for the city to complete, cannot be put together by other cities today, and he is thankful for NIP and the Committee and staff. Dave Overton had no comment. Jayme Fields had no comment. Merrily Alley had no comment. Tom Rowley said the California Association of Realtors met at the Conference Center last week and it was beautiful. He stated that the presentation Mr. Krebs gave did a fantastic job at setting the stage environmentally for what is finally happening. Mr. Rowley added that we need to protect valuable public assets if we are going to put them out on display; He is happy the camera security system has been installed at the Junipero Serra statue. He ended in saying Measure P is coming up on year four, so he encourages everyone to talk to City Council and tell them to renew for another four years because it’s more feasible than anything longer that may get shot down. Lee Whitney requested that the Merrill Gardens population be added to the agenda for the next meeting. She added that she would like to remind everyone that on January 31 the Conference Center will be open from 2 pm – 7 pm; ribbon cutting at 3 pm. She ended in saying that as NIP Representatives and what they do for the community, it’s truly important that they attend the Conference Center grand opening. Jean Rasch said she observed in the years as an NIP Alternate that so many Parks & Recreation suggestions were in direct opposition to the Master Plan. She added that so much time was spent on that and then it was eliminated or referred to Parks & Recreation. She ended in saying that she hoped Ms. Dwight’s message about the interaction with Parks & Recreation meant there will be less of that for NIP to have to filter. Sharon Dwight reported that Olivia Morgan informed her Abby Foss passed away; Ms. Foss was an NIP alternate for many years. Ms. Dwight also discussed the report Mr. Brassfield requested, saying the report would ordinarily take place in December and would precede the Christmas party where all of the commissions got together. Ms. Dwight added that the Christmas party did a tremendous amount to cause the Commissioners across the board to realize we are all a big part of things. Ms. Dwight emphasized the need for the gathering because as a city, we need annual time for Commissions to come together and make a report to City Council. Ms. Dwight added that the gathering gives everyone the feeling that we are a City family. Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 25, 2018 7  Neighborhood Improvement Program Committee Minutes Thursday, January 25, 2018 Harlan Jencks had no comment. April Harrison requested a contact list for NIP with each person’s phone number and email. Dennis Duke requested the excel spreadsheet with NIP projects be sent to him. Harry Mucha stated, in regards to North Fremont, that he believes it is going to take one project to make the area blossom. He added that the bike path just goes from one end to the other and has no link to the rest of Monterey and the Waterfront bike path. He believes the Casa Verde corridor is the only Monterey link that could be utilized, unless somebody comes up with something else. He ended in saying he would like the bike path to continue along the Monterey Peninsula. NEXT MEETING 13. February 22, 2018 ADJOURNMENT Mr. Krebs adjourned the meeting at 9:20 p.m. Respectfully Submitted, Approved, Alyssa Huerta Jeff Krebs, P.E. Recording Secretary NIP Staff Coordinator Neighborhood Improvement Program Committee Meeting Minutes Thursday, January 25, 2018 8