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HomeMy WebLinkAbout12-09-2009 CDC MinutesMINUTES OF THE COMMUNITY DEVELOPMENT COMMITTEE DECEMBER 9, 2009, CITY OF MISSION The Mission Community Development Committee met at Mission City Hall, 6090 Woodson, Wednesday, December 9, 2009 at 5:30 p.m. with Committee Chair Steve Schowengerdt presiding. The following committee members were present: Lawrence Andre, Connie Footlick and Suzie Gibbs. The meeting was called to order at 5:30 p.m. by Councilmember Schowengerdt. Also present were City Councilmembers Sue Grosdidier, John Weber, Debbie Kring, and David Shepard, and City Administrator Mike Scanlon, Assistant City Administrator/Finance Director Laura Smith, City Clerk Martha Sumrall, Community Development Director Martin Rivarola, Director of Public Works Leslee Fonseca, Director of Recreation Christy Humerickhouse, City Planner Danielle Murray, Deputy Police Chief Mark Sullivan, and City Attorney Dave Martin. ADA Improvements to City Hall Mr. Scanlon reported that based on the discussion regarding improvements to City Hall at previous meetings, Judge Drill has been invited to provide information on the needs of Municipal Court. Judge Drill stated that over the last five years there has been a substantial increase in the size of the Municipal Court dockets, noting that Mission has the 7` busiest court in the State. He noted that over the past few years the court staff has done everything possible to address this problem including adding dockets, having two prosecutors present at one time, and even having two judges available at one time on specific occasions. He provided specific information on the size of the dockets which can have up to 150 people present. The committee discussed the current size of the Council Municipal Court Chambers, the possibility of adding more dockets, the workload for staff associated with each docket which limits the number that can be added, lack of space for both those attending court and the court staff, and safety issues associated with an overcrowded courtroom including weapons issues and the number of bailiffs police officers in the building during court. Mr. Scanlon provided information on the challenges associated with modifications to City Hall, possible solutions which could range in price from $1,080,000 to $4,916,109, and whether a new location for City Hal should be considered. Mr. Scanlon stated that direction needs to be provided to staff on the following: Should we consider a new location for all City functions? If not a new location, should we be designing for all the needs (ADA, life, safety and space) at the existing location? Should we be designing for only ADA and sprinklered at the existing location? He noted that the approximately $1 million cost to modify the existing building does address ADA issues but does not address space issues. He also stated that police enforcement will not change over time due to Mission's location and that court will continue to experience space challenges due to the large dockets. Councilmember Kring noted that as redevelopment occurs in Mission, traffic will only increase to the city. Councilmember Grosdidier stated that parking is an issue at the current City Hall and Councilmember Gibbs noted that ADA accessibility is a problem at City Hall. Councilmember Andre stated that he does not want to pass along problems to future generations and he feels a more permanent solution should be explored. Discussion continued on the square footage of the current City Hall and the square footage at other possible sites, and city facilities in neighboring cities. 1 MINUTES OF THE COMMUNITY DEVELOPMENT COMMITTEE DECEMBER 9, 2009, CITY OF MISSION Councilmember Schowengerdt stated that he would like to explore just making modifications to the bathrooms and expressed his concerns with the prices associated with the proposed modifications. Councilmember Footlick questioned whether any other northeast Johnson County city would be interested in sharing a City Hall. Councilmembers Gibbs and Grosdidier noted that a new location for City Hall on Johnson Drive would make the city more visible to businesses and residents, and promote business efforts and redevelopment of the Johnson Drive corridor. Councilmember Gibbs recommended that other possible locations for City functions be explored by staff. Discussion continued on possible timelines for the various options. Councilmember Shepard expressed his concerns with liability issues associated with ADA deficiencies particularly since these issues have been noted and discussed. He stated that he would like to take steps now to get where we want to be with ADA compliance at City Hall thus eliminating the need to rush to decision on the possibility of a new location. Discussion continued on the possible need to add sprinklers to the current City Hall, the original design for ADA modifications to City Hall, requesting a design and associated costs for bathroom modifications only, the need for additional details on the three possible solutions provided by Mr. Scanlon, the need for improvements replacement of the Outdoor Pool, funding for moving to a new location and whether Council is willing to consider the additional funding that would be required for relocation. Councilmember Gibbs again recommended that Council consider new locations for all City functions. There will be a 10 minute Executive Session at the December 16 City Council Meeting. Mr. Scanlon noted that only one new location has been identified. Councilmember Schowengerdt did not agree with this recommendation. He again stated that he would like to look at only improving the bathrooms at the current City Hall and not adding sprinklers to the building. Bride Inventory Results, Presentation by Jim Jarrett, GBA Ms. Fonseca reported that KDOT requires that cities complete a biennial bridge inventory of each legal bridge within the City's boundaries. KDOT also requires the inventory to be completed by a KDOT approved engineer. George Butler and Associates (GBA) has conducted the City's biennial bridge inventory since 1993. She stated that no action is required by the committee at this time, but that in early 2010 ordinance revisions on bridge postings and load ratings will be presented to the committee. Mr. Fonseca introduced Jim Jarrett and Scott Moeder, GBA, who provided an update on the current status of Mission's bridges. They noted that since the bridge collapse in Minnesota, this has become a priority. They provided information on federal regulations for bridge ratings, the current condition of Mission's bridges (which they noted were in better shape than many surrounding communities), how GBA manages Mission's bridges in association with City staff, and funding sources for inspections and repairs. A demonstration of how GIS mapping of bridge statistics and ratings is being implemented, which is required by KDOT to receive funding for bridge improvements. Councilmember Kring requested information on Mission bridges that qualify for rehabilitation. Mr. Jarrett noted that two city bridges qualify, including Martway and Woodson which must be posted. Discussion continued on previous rating of bridges in Kansas, the necessity for posting bridges to protect the City from liability, and the process for applying through MARC for Federal rehabilitation funds. It was also noted that Reeds Rd. Bridge also qualifies for rehabilitation. 2 MINUTES OF THE COMMUNITY DEVELOPMENT COMMITTEE DECEMBER 9, 2009, CITY OF MISSION Ms. Fonseca stated that the information presented tonight was simply an introduction to the current bridge ratings and the process for both rating and maintaining bridges in the City, and that additional information regarding specific bridge repairs will be presented to the committee in the coming months. Mr. Jarrett noted that the bridge ratings will assist with prioritizing repairs and identifying safety issues. Councilmember Kring questioned whether ARRA funding would be available for any of these bridge rehabilitation projects. Mr. Scanlon stated that projects receiving ARRA funding must be shovel -ready and these are not. The committee thanked Mr. Jarrett and Mr. Moeder for this important information. This item was informational only and no action was taken. Turkey Creek Trail Corridor Resolution Ms. Humerickhouse stated that over the past few months we have been discussing the possible opportunity to coordinate efforts for a joint application for Transportation Enhancement (TE) Funds with the cities of Merriam, Overland Park, Roeland Park and Wyandotte and Johnson Counties for the development of the Turkey Creek Trail. She stated that following discussions with representatives overseeing the TE program for KDOT, it was determined that it would be best for each entity to apply for funds separately. She stated that the proposed resolution is simply in support of filing the application, and that the $120,000 that has been committed to this project from Johnson County is the amount that was left over from the Rock Creek Trail Phase II project. If Mission is awarded TE funds, we will be requesting additional financial support from Johnson County, as well as exploring other local funding options available to bring the City's financial obligation down as much as possible. She also noted that if approved, this project will most likely not be started until 2012. Discussion continued in the previous application for this project that was denied, and the greatest possible amount that Mission could have to pay for the project ($407,549) if other funding is not identified. Ms. Humerickhouse stressed that if the grant is denied, the project will not be undertaken. Councilmember Gibbs recommended that a resolution in support of application to the Kansas Department of Transportation for Transportation Enhancement Funds for the development of Turkey Creek Trail be forwarded to Council for approval. Councilmember Schowengerdt did not agree. This will not be a consent agenda item. Green Infrastructure Construction Bid Award and Ordinance Ms. Murray reported that the city has been in the process of completing a lengthy loan application process for the ARRA Innovative Green Infrastructure funding of four projects, with the application deadline of December 31 She stated that the last two items to be completed in the process are the awarding of bid and an ordinance authorizing the Mayor to sign the Loan Agreement, which will cover eligible costs with 75% forgiveness. She stated that it is recommended that the bid be awarded to Max Rieke Brothers Inc. in an amount not to exceed $350,067.40. She stated that the actual loan amount will not exceed $383,836 with a principal forgiveness of $287,877, and stated that the project will be administered through KDHE. 3 MINUTES OF THE COMMUNITY DEVELOPMENT COMMITTEE DECEMBER 9, 2009, CITY OF MISSION Charlie Sievert, Black Veatch, provided information on the proposed projects including an easement from Johnson County that is scheduled for approval by the Johnson County Commission on December 17 He stated that although Council will be considering the bid award and ordinance on December 16` it is anticipated that the easement will be granted without any problems. Additionally, because of the December 31 deadline, the recommended contractor will begin the process for acquiring bonding insurance for this project immediately. He stated that even if the Council were to not approve these projects, the City would be obligated $4,000 to the contractor. Discussion continued on whether engineering services would qualify for reimbursement, which is unclear at this time due to the requirement for a competitive bidding process. Councilmember Shepard stated that the City undertakes a competitive bidding process every three years for engineering services and encouraged staff to pursue this issue for reimbursement. Mr. Sievert reported that Max Rieke Brothers bid was below the engineer's estimate and discussed the process for preparing the engineer's estimate. Mr. Sievert provided information on each of the four demonstration projects and how they work. It was noted that the bid includes one year maintenance by the contractor certified horticulturist to make sure the plants are established and to instruct staff on proper maintenance. Councilmember Andre recommended that a recommendation to direct staff to prepare all necessary documents to award a contract to Max Rieke Brothers, Inc. in an amount not to exceed $350,067.40 to construct the ARRA Innovative Green Infrastructure Projects be forwarded to Council for approval. Councilmember Schowengerdt did not agree. This will not be a consent agenda item. Councilmember Andre recommended that an ordinance authorizing the Mayor to sign the Loan Agreement for the ARRA Innovative Green Infrastructure projects be forwarded to Council for approval. Councilmember Schowengerdt did not agree. This will not be a consent agenda item. Resolution Adopting Nall Avenue Improvement Concept Nall Avenue CARS Interlocal Agreement Nall Avenue Design Contract, TranSvstems Mr. Rivarola reported that after holding several meetings and taking comments from affected residents, the cities of Prairie Village, Overland Park, and KDOT, it is now time to give direction to TranSystems on the final design of Nall Avenue between Martway and 67 Street. Also, because of Nall Avenue's impact on Nall Drive, several redesigns for that intersection must be considered. It is anticipated that this project will be started in the summer of 2010. Tom Swenson, TranSystems provided information on the project purpose including: Replacement of curbs and pavement which is in poor condition Improvement of intersection at Shawnee Mission Parkway and Nall Avenue Improvement of secondary drainage infrastructure along Nall Avenue Improvement of pedestrian and bicycle infrastructure for added safety He stated that this project has moved up on the CARS list due to supplemental funding available. Information on the concept options, both north and south of Shawnee Mission Parkway were presented. North of Shawnee Mission Parkway there are currently four lanes with a narrow 4 MINUTES OF THE COMMUNITY DEVELOPMENT COMMITTEE DECEMBER 9, 2009, CITY OF MISSION sidewalk The proposed concept is for three lanes with an 8 ft. trail on the west side and a 4 ft. green strip to separate the street from the street. This concept fits the current footprint of the road and the green strip provides an added safety buffer for pedestrians and bicyclists. To the south of Shawnee Mission Parkway there are currently four lanes with a raised median and a sidewalk on the east side of the street. The proposed concept would include three lanes with an 8 ft. trail and 4 ft. green strip, which would fit in the footprint of the current street for a, majority of the area. Discussion continued on traffic counts on Nall Avenue which are similar to other two lane streets such as Lamar. Mr. Swenson provided information on the key features of the proposed concepts including a suitable pedestrian crossing. of Shawnee Mission Parkway on the west side of the intersection, a pedestrian crossing at 63` Terrace, and preserving the Countryside monument sign at 61 Terrace. The budget for the project was discussed, which has an estimated total cost of $3,800,000 with funding as follows: CARS commitment 2010 $700,000 CARS Commitment 2011 $800,000 City CIP $1,700,000 City Stormwater Utility $600,000 Mr. Swenson also provided information on the project timeline and the next steps for the project including approval of a design concept, interlocal (CARS) agreement for supplemental project funding, interlocal agreement with Prairie Village, and CARS agreement for project funding (2011). Councilmember Kring requested information on the 5 -year CIP, which Mr. Scanlon stated will be presented in February 2010. The committee discussed the recent street inventory and rating of various streets in Mission, with it being noted that the next two streets with the worst ratings are located in Countryside, and the various streets that have recently been replaced in Mission. Councilmember Shepard stated that the proposed resolution does not address traffic signals at Shawnee Mission Parkway and the need to ensure that these signals will allow for safe street crossing and ensure that the trail system works. Councilmember Shepard requested that this be added to the final resolution. Councilmembers Andre and Gibbs agreed. Councilmember Schowengerdt expressed his concerns with the narrowing of Nall and other streets in Mission, and stated that he feels this will impact businesses in the city. Discussion continued on the pros and cons of narrowing to three lanes, including ongoing maintenance costs, and the benefit of Mission taking the lead on the project. Councilmember Andre recommended that a resolution establishing the Nall Avenue Transportation Tmrovement Design Concept, for future improvements to Nall Avenue between Martway Street to 67` Street, within the City of Mission be forwarded to Council for approval. Councilmember Andre also recommended that additional language regarding traffic signals be added to the proposed resolution. Councilmember Schowengerdt did not agree with the recommendations. This will not be a consent agenda item. 5 MINUTES OF THE COMMUNITY DEVELOPMENT COMMITTEE DECEMBER 9, 2009, CITY OF MISSION Councilmember Andre recommended that the Interlocal Agreement between Johnson County, Kansas and the City of Mission, Kansas for the Public Improvement of Nall Avenue be forwarded to Council for approval. All on the committee agreed. This will be a consent agenda item. Councilmember Andre recommended that the Third Amendment Agreement between the City of Mission and Transystems Corporation for Design Services for the Nall Avenue Rehabilitation Project, Martway to 67` Street, in an amount not to exceed $346,500, for a total project cost of $457,210 be forwarded to Council for approval. Councilmember Schowengerdt did not agree. This will not be a consent agenda item. Resolution Adopting Nall Drive Improvement Concept Mr. Scanlon provided back round information on issues associated with Nall Drive, which is often used as a cut through to 67' Street. He stated that there are a variety of opinions from the residents that live on the street, primarily based on where on Nall Drive they live. He stated that previously temporary speed bumps were placed on the street but that these were not an adequate deterrent. He provided information on three possible options for Nall Drive, noting that the street actually functions in three different ways with traffic appearing slower near 67 street and faster near Nall Avenue. Possible solutions include Option A) 90 degree right -only turn from Nall Drive onto Nall Avenue; Option B) cul -de -sac on Nall Drive; and Option C) pedestrian plaza located mid -way on Nall Drive. Several public meetings have been held to allow residents an opportunity to view the three proposed options and to provide input and written comments on their preference. Mr. Scanlon stated that there was good participation by approximately 75% of the residents on Nall Drive. Councilmember Gibbs reported that after attending the public meetings, her feeling is that residents do not want a cul -de -sac on Nall Drive as it will take up too large an area and impact some resident's property. Councilmember Shepard stated that he feels the public meetings were an excellent process with many participants, and that he feels there was consensus by the residents that Nall Drive is perceived as a cut through and that this is a good opportunity to improve Nall Drive. Discussion continued on the various opinions expressed at the public meetings, the need to recognize each house has a voice on the proposed improvements, and whether consensus was reached on the preferred option. Councilmember Weber suggested that rather than make improvements to the street, the speed limit should be lowered and speeders ticketed as a deterrent. Councilmember Gibbs recommended that Option A to leave Nall Drive as currently configured, but reduce the throat to allow for right turn only from Nall Drive to Nall Avenue be forwarded to council for approval. She also recommended that public comment be allowed on this item at the December 16` City Council Meeting. Discussion continued on the importance of notifying all residents on Nall Drive of City Council's consideration of this item on the December 16` agenda, and the best notification method. Councilmember Shepard stated that he hand delivered post cards regarding the public meetings and would be willing to contact neighbors again. Councilmembers Andre, Footlick, and Gibbs agreed with the recommendation. Councilmember Schowengerdt did not. This will not be a consent agenda item. Councilmember Andre stated that his approval of forwarding the recommendation on to Council is not a commitment of voting "yes" on this item at the City Council meeting. BWR Planning Advisory Services Contract Renewal 6 MINUTES OF THE COMMUNITY DEVELOPMENT COMMITTEE DECEMBER 9, 2009, CITY OF MISSION Mr. Rivarola reported that the City has an on -call contract with Bucher Willis Ratliff (BWR) for certain planning advisory services. As part of these services, BWR has provided assistance to City staff in planning and zoning review of applications for development in the City. He stated that the current contract with BWR is valid through December 31, 2009. He noted that these services were not used very much during the past year, but we need to have the contract in place and that the proposed fees for 2010 are not changed from fees established in the 2009 agreement. He also stated that there is no longer a need for BWR to provide building inspections or plan review as Johnson County now provides these services for Mission. Councilmember Gibbs recommended that the On -Call Community Planning Advisory Services with Bucher Willis Ratliff (BWR) for Planning and Zoning Advisory Services be forwarded to Council for approval. All on the committee agreed. This will be a consent agenda item. Meeting Close There being no further business to come before the committee, the meeting of the Community Development Committee adjourned at 8:25 p.m. l At(x ,U Martha Sumrall, City Clerk 7