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HomeMy WebLinkAbout01-12-2022 CDC Minutes 1 / 8 MINUTES OF THE MISSION COMMUNITY DEVELOPMENT COMMITTEE January 12, 2022 The Mission Community Development Committee met at the Powell Community Center and virtually via ZOOM on Wednesday, January 12, 2022. The following Committee members were present: Ken Davis, Trent Boultinghouse , Kristin Inman, Hillary Thomas, Debbie Kring, Lea Loudon and Ben Chociej. Mayor Flora was also present. Councilmember Boultinghouse called the meeting to order at 6:30 p.m. The following staff were present: City Administrator Laura Smith, Deputy City Administrator Brian Scott, City Clerk Audrey McClanahan, Assistant City Administrator Emily Randel, Public Works Director Celia Duran, Public Works Superintendent Brent Morton, Parks & Recreation Director Penn Almoney and Chief Dan Madden. Public Comments Councilmember Boultinghouse reminded the public they can participate via the chat feature on Zoom. All comments would be visible to the group. There were no public comments. Public Presentations Presentation from Stride Development – 51st and Foxridge Development Project Jason Ferdig, with Stride Development Company, presented on the Mission Preserve Development Project. He explained that his development company had recently purchased a parcel of undeveloped property on the south side of 51st Street between Lamar Avenue and Foxridge Drive. The parcel is approximately 9.5 acres and is zoned “RP -5” Planned Senior Adult Residential District. Stride intends to submit an application for a preliminary development plan to the City for a multi- family development project on the site. The development will be approximately 132 units (one and two bedrooms) in a single, multi-story building. Parking will be surface parking around the east and south side of the building. Proposed amenities for the facility will include a business, library and media centers; additional storage and workshop spaces; pickleball court, private walking trails, community garden and EV charging stations. Finally, the 11,000 square foot clubhouse will include additional resort like am enities. The development will be marketed to those that are 55 years of age or older. Stride is not requesting any public assistance or incentives, such as Tax Increment Financing (TIF), with the development of the project. Mr. Ferdig explained, that unlike previous proposals, Stride’s development sought to maintain as much of the existing tree canopy as possible which increases the setbacks for the projects and the proximity to surrounding neighbors. 2 / 8 Councilmember Boultinghouse asked what kind of assurance the development company could give that there would not be any damage to the surrounding homes due to construction. Mr. Ferdig explained that previous development proposals included below grade parking which required much more extensive rock removal. Stride has modified their proposed development to eliminate the below grade parking, minimizing the amount of boring, excavation and/or potential blasting necessary. They have done everything they can to limit the amount of rock they need to remove. They will also notify the neighborhoods and conduct a study about the potential affects. Councilmember Thomas asked if there had been any market research suggesting that this is something people are looking for in Mission. Mr. Ferdig explained that they hired a third-party firm to complete a market assessment and found that there really isn’t this product type available right now which caters to individuals that are looking for a lifestyle change and no maintenance living without being in a multi-care facility. Councilmember Chociej noted that on the northern end of Riggs, there are a couple houses with a narrow setback and asked if there are going to be any easement or access concerns. Mr. Ferdig answered that the new design has allowed for more space, so the property is basically backing into a wooded area. Councilmember Kring asked and Mr. Ferdig confirmed that the utility lines would be buried. Councilmember Kring also inquired about parking and Mr. Ferdig explained that there would be surface parking all around the building. Mission resident, William Cloutman, asked if the residents would be able to pay with long -term care insurance and/or Medicaid. Mr. Ferdig answered that they will utilize property managers that specifically deal with senior living to provide that feedback. Mr. Scott explained that a neighborhood meeting has been scheduled for 6:30 p.m. on Thursday, January 13th at the Powell Community Center. The intent of the neighborhood meeting is to introduce the surrounding property owners and residents to the project and answer any initial questions. A public hearing for consideration of the preliminary development plan has been scheduled before the Planning Comm ission for Monday, February 28. Johnson County Recycling Audit Brandon Hearn, Environmental Health Specialist with the Johnson County Department of Health and Environment, was present and shared information on the Recycle Right program. The program is an education campaign that aims to reduce contamination in the recycling material collected within the County. Contamination rates threaten the long-term viability of private recycling services. If haulers cannot find a market for the material they collect, because of the high levels of contamination, they will either no longer offer to collect it or charge much more for the service. The Recycle Right program involves a visual audit of the material inside recycling roll carts in a particular neighborhood completed by County staff. The audit is visual only. It is done by evaluating only what is visible from the top of the cart. If contamination is present, County staff will leave a sticker on the roll cart that indicates the type of contamination. The program works 3 / 8 best in communities that have a single hauler so that coordination is possible on the day(s) of the audit. County staff would coordinate with GFL to delay the route collection for a few hours to allow time for the audit to be completed. Residents may opt out of the program if they do not feel comfortable participating. A subsequent audit is completed to measure the impact of the education. The program was completed last year in Westwood and was well-received. The audit provides an opportunity for direct conversation with residents and targeted education. The education results will extend beyond the neighborhood where the audit is collected as City staff observe and share the outcomes of the audit to the broader community. Action Items Acceptance of the December 8, 2021 Community Development Committee Minutes Minutes of the December 8, 2021 Community Development Committee were provided to the Committee. There being no objections or corrections, the minutes were accepted as presented. Community Center Feasibility Study/Operational Assessment Contract Award Mr. Almoney reported that prior to the COVID-19 pandemic, the Powell Community Center (PCC) was consistently achieving an annual cost-recovery rate (excluding capital expenses) of 75 -80%. Due to the impacts of closures, gathering limitations and a general sense of caution, the cost- recovery rate was 34% in 2020. The facility is on track to perform similarly in 2021. The declining level of self-sufficiency creates an issue for the City budget and is not sustainable in the long-term. During the 2022 budget process, the City Council approved $40,000 to complete a feasibility study in an effort to review and identify the highest and best use of the facility into the future to prevent the unintentional use of General Fund resources. The RFP was distributed on November 10 with responses due December 10. PROS Consulting, Power Wellness, Weise Research Group and Ballard*King & Associates, responded by the deadline. Then a selection committee was formed which included: Ken Davis, Penn Almoney, Laura Smith, Emily Randel and Natalie Lucas . They interviewed the firms on January 4 and 5. Following the interviews, staff requested final deliverable reports/work product from the top two scoring firms to ensure project deliverables could be aligned with staff and Council goals and objectives. After a complete review and evaluation process, PROS Consulting received the highest cumulative score . Ms. Smith also explained that, included in their proposal, was an optional statistically valid survey administered by ETC Institute for an additional $11,000. Staff believes a survey of this type may be beneficial in making long -term decisions regarding the PCC. PROS Consulting has agreed to complete the base assessment for $39,910 and staff will reserve the option to bring back a separate contract with ETC Institute . Staff recommended authorizing the City Administrator to execute a contract in an amount not to exceed $39,910 for an operational 4 / 8 analysis of the Powell Community Center. The project will be paid from fund balance reserves in the General Fund. If selected, PROS Consulting could begin the project with a ‘kick -off’ meeting and project management discussion in February 2022. The entire project would be completed in five months with team/touch point meetings occurring every two or three weeks and resulting in a final report late June/early July. Councilmember Davis recommended the proposal from PROS Consulting in an amount not to exceed $39,910 for an operational assessment and feasibility study for the Powell Community Center (PCC) be forwarded to Council for approval. All on the Committee agreed, this will be on the consent agenda. Foxridge Drive Phase II Design Agreement Mr. Duran explained that the Foxridge Dr. Phase II project (Lamar Ave. to 51st St.) is included in the City’s Capital Improvement Program (CIP) and 5 -year CARS Program for construction in 2023 at an estimated cost of $5,685,000. The scope of work includes full depth pavement reconstruction, sidewalk and retaining walls, stormwater improvements, traffic signal buyout and replacement, street lights, and a polymer overlay on the Lamar Ave. bridge. The stormwater improvements include replacing aging corrugated metal pip e (CMP) and addressing ongoing groundwater problems and the installation of sidewalks which will improve pedestrian safety. The stormwater improvements could trigger the need for the City to acquire easements or additional right-of-way as there is existing stormwater infrastructure that is located outside of the right-of-way and not within easements. As part of the Nelson wastewater treatment facility improvements, Johnson County Wastewater (JCW) is planning to construct an additional force main within Foxridge Dr. right-of-way. The City and JCW are currently coordinating the roadway and utility improvements so that the force main can be installed prior to the street improvements in 2023. The design agreement with GBA includes design services (roadway, stormwater, structural, traffic), utility coordination, project management, and bid and construction phase services in an amount not to exceed $417,928. GBA previously completed the survey and development of a conceptual layout in 2019. The construction costs of the project will exceed what the City can cash flow in any given year, and staff will be bringing financing options forward at a later date for Council consideration. Councilmember Davis commented about the schedule and asked if the included assumptions were typical for this type of project. Ms. Duran replied that while every assumption is unique to a project, those proposed were appropriate for this specific project. Councilmember Davis recommended the task order with GBA for design of the Foxridge Dr.(Lamar Ave. To 51st St.) project in an amount not to exceed $417,928 be forwarded to Council for approval. All on the Committee agreed, this will be on the regular agenda. 5 / 8 2022 CARS Interlocal Agreement for Johnson Dr. (Lamar Ave. to Roe Ave.) Mr. Morton explained that The City of Mission’s proposed CARS project for 2022 is the Johnson Drive (Lamar Avenue to Roe Avenue) Street Rehabilitation Project. This is a joint project between the cities of Mission and Roeland Park. The proposed improvements include: • Ultra-Thin Bonded Asphalt Surface (UBAS). • Surface treatment; restriping to a three-lane section from Nall Avenue to Roe Avenue. • Pavement and median repairs. • Spot replacement of curb and gutter, sidewalks, parking stalls, and ADA ramps. • Removal and replacement of sidewalk with decorative asphalt pavers to concrete to meet ADA requirements (Nall Avenue to Roeland Drive). • Installation of a six-foot wide sidewalk on the north side of Johnson Drive within Roeland Park city limits. Include regrading of the driveway entrances and a portion of the parking lots to comply with ADA cross slope criteria. The Interlocal Agreement specifies the County’s participation in the project for a total cost not to exceed $622,000, and commits the City’s funds to the project. Approval of the interlocal agreement is the final step with the County to accept CARs funds for this project. The conceptual project costs submitted to CARS in 2021 totaled $1,606,000 (including easement acquisition for Roeland Park) with estimated CARS funding of $695,000. The County has reduced the eligible reimbursement costs to $622,000 based on the CARS 80% rule which calculates a city’s minimum 5-year funding apportionment based on city population and property valuation. The plans are currently being finalized and will be bid in mid-January 2022. The current engineer’s estimate (90% design) totals $1,350,000, wi th Mission’s cost totaling $601,110 and Roeland Park’s estimated cost totaling $126,890 minus CARS funding. Councilmember Kring recommended the Interlocal Agreement with Johnson County for the public improvement of Johnson Drive (Lamar Avenue to Roe Avenue) (CARS Project No. 320001358) using 2022 CARS Program funding in an amount not to exceed $622,000 be forwarded to Council for approval. All on the Committee agreed, this will be on the regular agenda. Public Works 2022 Capital Equipment Purchase Mr. Morton reported that the 2022 Public Works Department budget included $279,000 for purchase of the approved capital equipment. Quotes were solicited for the items scheduled for replacement in 2022. Recommended equipment and vendors include: • Single Axle Dump Truck o K.C. Peterbilt American Equipment 6 / 8 ▪ $ 205,804.00 • Pickup Truck o Shawnee Mission Ford, Inc. ▪ $ 34,878.00 • Ride-On Tandem Compaction Roller o Foley Equipment ▪ $ 39,473.10 • Heavy Equipment Trailer o Murphy Tractor ▪ $ 13,865.04 The total estimated budget for Public Works’ 2022 capital equipment purchase was $279,000 and the vehicles and equipment included in this item result in a total cost of $294,020.14, an increase to the approved budget of $15,020.14. All vendors stated that there were dramatic price increases due to material availability and global supply chain issues which resulted in increased costs from the quotes provided in connection with the budget process several months ago. The lead/delivery time on this equipment is estimated at 12 months. If purchases are delayed, the vendors have indicated these prices quoted above could realize additional increases. There is sufficient surplus in the Equipment Reserve and Replacement fund to cover the increased costs. Councilmember Kring asked if any of the Peterbilt equipment were made in the United States. Mr. Morton replied that they are assembled in the United States. Councilmember Davis recommended the purchase of one (1) 2022 Single Axle Dump Truck and Equipment, one (1) 2022 Ford F-250 Pickup Truck, one (1) 2022 Ride -On Tandem Compaction Roller, and one (1) 2022 Heavy Equipment Trailer in an amount not to exceed $294,020.14 be forwarded to Council for approval. All on the Committee agreed, this will be on the consent agenda. Discussion Items Biennial Bridge Inspection Ms. Duran reported that KDOT requirements specify that every bridge over twenty (20) feet in length must be inspected and inventoried every two years. GBA completed inspection and inventory for nine (9) bridges that require inspection within the City's jurisdiction in June 2021. The inspection and inventory included on -site bridge inspections; entering inspection data into KDOT web portal; preparing report with summary of conditions and maintenance recommendations; responding to any follow-up inquiries from KDOT; and preparing maintenance recommendations. GBA used KDOT’s rating scale from 0 (failed condition) to 9 (excellent condition) to inspect the bridges. Each component (deck, superstructure, substructure, culvert, and channel) received a rating based on the defects noted in the field. Six of Mission’s nine bridges are rated a 7, which 7 / 8 is considered in good condition, and one bridge (Martway St. And Woodson St.) is rated a 8 (very good condition). Typically, issues of structural integrity are not a concern until one of these ratings drops to a 4 or below. In cities like Mission, GBA generally doesn't see ratings much less than a 6. Once a bridge reaches a condition of 6 or less, the engineers will recommend repairs. Maintenance recommendations, from the 2021 Bridge Inspection Report, include: • Replace upstream chain link fence • Remove drift from upstream center wall • Clear silt and debris from culvert and channel • Repair deteriorated joint with exposed rebar • Consider epoxy polymer overlay • Remove debris from clogged 12" PVC breather pipe (under Gateway Development) • Repair southwe st guardrail These maintenance items will be prioritized along with channel and stormwater repair projects and will be presented for consideration at a future City Council work session. Councilmember Kring thanked Ms. Duran, adding that she appreciate s the breakdown, overview and staff work on this project. Sump Pump Discharge Policy Ms. Duran also reported that there are numerous discharges from intermittent sources including sump pumps, foundation drains, gutters, downspouts, and other similar sources in the City. Many of these discharge pipes are from residential properties and businesses that discharge just behind the curb or directly into the curb and gutter. Most of these discharge pipes were installed many years ago without a right-of-way (ROW) permit and the type of construction and size of pipe varies. In locations with constant and frequent discharges, sump pump discharges may create a public nuisance where the water flows across public sidewalks, driveways, and streets, When the accumulation of water, ice, or algae creates a hazard to the public that is not dissipated readily from the normal weather changes, it is considered a public nuisance and must be promptly abated. The purpose of this policy is to address the constant and f requent discharge of sump pump water within the ROW, provide staff guidance during enforcement, and give abatement options to property owners. A critical reason for establishing this policy is to address the safety hazards and infrastructure deterioration that sump pumps may cause on sidewalks and streets from constant and frequent discharges. The basic requirements for this policy include: • Discharge pipes are required to be set back from the property line a minimum of 7 feet. This includes the front right-off-way measured from the back of the street curb, all side lot lines and rear lot lines. 8 / 8 • Since ROW varies on each street, it is recommended that the property owner contact Public Works to determine the ROW width on the property. If ROW is greater than 7 feet, a ROW permit must be submitted to Public Works for approval. • Discharges may not create a public nuisance. In the event the sump pump discharge becomes a public nuisance and safety hazard, the City will request the resident to abate the safety hazard pursuant to the Mission Municipal Code and the 2012 International Property Maintenance Code. The policy provides the property owner several options for abating the public nuisance/safety hazard including: o Relocating the sump pump discharge further back onto private property to allow greater infiltration or redirecting the discharge to the rear yard depending upon topography; o Connecting to the public storm sewer system if there is a public system in close proximity. (This may not be feasible or cost effective since there are many areas where there is no existing storm sewer system in close proximity); and o Installing a rain garden, seepage pit or other alternative which will allow for infiltration on private property. • When the City has a street project, the project will include relocating sump pump discharge pipes at least 7 feet back from the curb. This work will be completed by the City’s contractor at the City’s expense. A proposed resolution would eventually need to be adopt for a sump pump discharge policy. Councilmember Inman explained that as an avid walker she notices a substantial water issue in the area north of 53rd Street and Riggs, and asked if that issue would be addressed. Ms. Duran replied that it would definitely be fixed since it is one of the worst areas and has a low PCI score. While this item will be brought to Council and project completed in 2023, in the interim, they w ill tie the sump pump and add in additional inlets to address that water problem. Councilmember Thomas commented that she would like to see some of the abatement figures and look at providing a grant for residents that might need additional support. Department Updates There were no Department Updates. Meeting Close There being no further business to come before the Committee, the meeting of the Community Development Committee adjourned at 7:49 p.m. Respectfully submitted, Audrey M. McClanahan City Clerk