MERRIAM CITY COUNCIL AGENDA CITY HALL 9001 WEST 62 ND STREET April 24, :00 P.M. CIP Work Session immediately following

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1 MERRIAM CITY COUNCIL AGENDA CITY HALL 9001 WEST 62 ND STREET April 24, :00 P.M. CIP Work Session immediately following If you require any accommodation (i.e. qualified interpreter, large print, reader, hearing assistance) in order to attend this meeting, please notify the Administrative Office at no later than 24 hours prior to the beginning of the meeting. I. CALL TO ORDER - PLEDGE OF ALLEGIANCE II. III. ROLL CALL PUBLIC ITEMS Members of the public are encouraged to use this time to make comments about matters that do not appear on the agenda. Comments about items on the regular agenda will be taken as each item is considered. Please note: individuals making Public Comments will be limited to 5 minutes. IV. CONSENT AGENDA All items listed under the heading are considered to be routine by the City Council and may be enacted by one motion. There will be no separate discussion of these items unless a Councilmember or citizen so requests, in which case that item will be removed from the Consent Agenda and considered separately. 1. Consider approval of the minutes of the City Council meeting held April 10, Consider approval of the purchase of a license plate reader system for the police department. V. MAYOR S REPORT 1. Fire Department Annual Report.

2 VI. VII. PUBLIC HEARING - Public Hearing regarding possible City improvement projects to submit for 2018 Community Development Block Grant (CDBG) funding. COUNCIL ITEMS A. Finance and Administration 1. Consider approval of a TIF funding agreement with Merriam Luxury Imports. 2. Consider approval of additional fees to the Hoefer/Wysocki agreement. B. Community Development/Public Works/CIP VIII. STAFF ITEMS 1. Presentation on proposed Neighborhood Exterior Grant Program. 2. Community Development Update. IX. NEW BUSINESS X. EXECUTIVE SESSION XI. ADJOURNMENT Respectfully submitted, Juliana Pinnick Juliana Pinnick City Clerk

3 City Council Minutes April 10, 2017 MERRIAM CITY COUNCIL MINUTES CITY HALL 9001 WEST 62 ND STREET APRIL 10, :00 P.M. I. CALL TO ORDER - PLEDGE OF ALLEGIANCE Mayor Ken Sissom called the meeting to order at 7:00 pm. II. ROLL CALL Scott Diebold Al Frisby Chris Evans Hands Nancy Hupp Bryan Knaff Cheryl Moore Bob Pape Robert Weems was absent Staff present: Chris Engel, City Administrator; Mike Daniels, Police Chief; Anna Slocum, Parks and Recreation Director; Bryan Dehner, Fire Chief; Cindy Ehart, Finance Director; Kevin Bruemmer, Public Works Director; Nicole Proulx Aiken, City Attorney; and Juli Pinnick, City Clerk. III. PUBLIC ITEMS Members of the public are encouraged to use this time to make comments about matters that do not appear on the agenda. Comments about items on the regular agenda will be taken as each item is considered. Please note: individuals making Public Comments will be limited to 5 minutes. Tim Riddle, 6128 Craig St., inquired about repairs to Craig St. since construction of the new school has damaged the road. Mayor Sissom responded that city staff will go out and check the condition of the road. If repairs are needed, the City will take measures to ensure the road is repaired. IV. CONSENT AGENDA All items listed under the heading are considered to be routine by the City Council and may be enacted by one motion. There will be no separate discussion of these items unless a Councilmember or citizen so requests, in which case that item will be removed from the Consent Agenda and considered separately. 1

4 City Council Minutes April 10, Consider approval of the minutes of the City Council meeting held March 27, Consider approval of design engineering services for 54 th Street, 54 th Terrace and Switzer drainage project. V. MAYOR S REPORT COUNCILMEMBER MOORE MOVED THAT THE COUNCIL APPROVE CONSENT AGENDA ITEMS 1-2. COUNCILMEMBER HANDS SECONDED AND THE MOTION WAS UNANIMOUSLY APPROVED. 1. City Service Awards. Mayor Sissom presented the following City Service Awards: 5 Years of Service Sara Thompson-Parks and Recreation 20 Years of Service Cynthia Knapp-Police Department (crossing guard) 30 Years of Service Mike Daniels-Police Department 2. Presentation of 2016 Officer of the Year Award. Mayor Sissom and Police Chief Mike Daniels presented Corporal Nick Weiler with the Officer of the Year Award for Deb Settle - Northeast Johnson County Chamber of Commerce. Deb Settle updated the council on staffing changes at the Chamber. She thanked the city for their support of the Chamber. As well she listed upcoming events sponsored by the Chamber. 4. Confirm the appointment of Billy Crook (At-Large) to the Parks and Recreation Advisory for the term expiring December 31, COUNCILMEMBER MOORE MOVED THAT THE COUNCIL CONFIRM THE APPOINTMENT OF BILLY CROOK TO THE PARKS AND RECREATION ADVISORY BOARD FOR THE TERM EXPIRING DECEMBER 31, COUNCILMEMBER PAPE SECONDED AND THE MOTION WAS UNANIMOUSLY APPROVED. 2

5 City Council Minutes April 10, 2017 VI. COUNCIL ITEMS A. Finance and Administration 1. Monthly Finance Report. Finance Director Cindy Ehart presented the Finance Report for the month of March. B. Community Development/Public Works/CIP 1. Recreational Facilities Discussion. City Administrator Chris Engel presented information regarding the Citizen Surveys the city has collected over the years and how they relate to Recreational Facilities. In August 2016, the city conducted a survey specifically for Parks and Recreation. Residents were asked to answer each question with strongly agree, agree, neutral, disagree, strongly disagree and don t know. A don t know answer indicates that they understand the issue, but don t have enough information to have an opinion. One of the questions was The City of Merriam needs a new community recreation center. The responses indicated that 51% of folks either agree or strongly agree with the statement. 35% were neutral and 10% either disagree or strongly disagree. In looking back at the Community Survey conducted in January 2015, a similar question was asked, Should the City contemplate significant upgrades or potential replacements for the facilities? those results were 52% yes and 26% no and 22% did not provide an answer. While this survey was not specific to Parks and Recreation and asked questions about all city services and how well those services are being provided, there were still 52% of residents who felt recreation facilities needed to be improved. With 31% of folks being neutral, it appears that they may not have enough information to form an opinion. Another question asked on the Community Survey in January 2015 was Have you used the pool or Community Center in the past two years? For the pool, the answers were 70% no and 66% no for the Community Center. So even though almost 70% of folks do not use either facility, they still feel that these are important to the City and should be upgraded or replaced. 3

6 City Council Minutes April 10, 2017 Mr. Engel explained why the majority of residents who not use these facilities still feel it s important to have good quality facilities may be answered by 2 other questions that appeared on the Community Survey in January 2015 which stated, It is important for Merriam to continue supporting the Community Center/ a municipal pool. The Community Center support question results indicated that 87% of folks agree that the City should continue to support the facility. And 83% felt it was important to continue to support the pool. Some might ask why 87% of folks think the City should continue to support facilities that 70% of them don t use. That might be answered by other questions on the Parks and Recreation Survey. One question states, It is valuable to me to have a community recreation facility. 78% either agree or strongly agree. In addition, another question states, I believe a community recreation center boots property values in our community. 79% of folks agreed or strongly agreed with that statement. Improving value of property and quality of life through investment and redevelopment in our neighborhoods is one of the City Councils core goals. These goals are also important to residents as they realize that having recreational amenities in a community increases the value of those communities and the properties within the community. Having recreation amenities in a community makes those desirable areas where people want to live and thus boosting property values. Mr. Engel concluded by saying that this information will be put on the Recreational Facilities blog and will be shared at the joint meeting on April 25 th with the Parks and Recreation Advisory Board, Recreation Facilities Steering Committee and City Council. 2. CIP Update. Public Works Director Kevin Bruemmer provided the following CIP Updates: Farley Ave. - Remaining items include, final grading, stone wall staining, final asphalt cap, replacement of sod and driveway pours in the next few weeks. Shawnee Mission Parkway Bridge over BNSF - Phase I traffic control is in place on Shawnee Mission Parkway, and Carter Ave. is scheduled to be down to one lane to paint the steel above. Construction has started on the bridge deck repairs and painting of the structural steel located over the trail has also begun. 4

7 City Council Minutes April 10, 2017 Residential Street Group V - A Pre-construction meeting and 3 rd Public Meeting was held on April 4 th. A Notice to Proceed has been issued for 51 st Street only. There will be restricted traffic to eastbound traffic on 51 st Street beginning April 11 th. Merriam Ln/61 st Street construction will begin after all utilities have been located. Owen Heights CMP Repair - Permanent Drainage Easements have all been sent to the 13 property owners for signatures. Sidewalk In-fill - Phase 1 is currently being designed by GBA. Antioch Rd. 47 th St. to 54 th Ter. - Bid awarded to O Donnell and Sons by Overland Park who is administering the project. City portion is expected to cost $121, Mill and Overlay A Pre-construction meeting is scheduled for April 12 th with J.M. Fahey. The sidewalk placement along 70 th St. from 69 th to 70 th Terr will be part of this project. Councilmember Frisby asked Mr. Bruemmer about the limb pickup held a couple of weeks ago. Mr. Bruemmer responded that there were 75 dump trucks of limbs and brush collected. The yard waste is at Public Works and will be ground up with a tub grinder. The event was successful and it appears that many folks took advantage of the program. East Frontage Rd. remains closed near the hospital. KDOT is working on lining one failed storm water pipe and replacing another. VII. STAFF ITEMS City Administrator reminded the council that this Saturday is the recycling event to be held at the Lee Jeans parking lot. Collection will be for latex paint, electronics recycling, bicycles and document shredding. The event is cohosted by the City of Shawnee and will be held from 8-11 am. The City s Large Item Pickup event will be held April IX. NEW BUSINESS X. EXECUTIVE SESSION XI. ADJOURNMENT 5

8 City Council Minutes April 10, 2017 THERE BEING NO FURTHER BUSINESS TO COME BEFORE THE COUNCIL, COUNCILMEMBER MOORE MOVED TO ADJOURN AT 8:07 PM. COUNCILMEMBER HANDS SECONDED AND THE MOTION WAS UNANIMOUSLY APPROVED. Respectfully submitted, Juliana Pinnick Juliana Pinnick City Clerk 6

9 Agenda Item: License Plate Reader System Department: Police AGENDA ITEM INFORMATION FORM Background/Description of Item: We would like to improve our investigative capabilities by adding a license plate recognition system to the intersection of Johnson Drive and Slater. This intersection is a heavily used intersection to enter and exit Merriam Town Center. Town Center is in the center of our DDACTS zone which makes up 25% of the reported crime in Merriam. We currently own the Genetec Security Center which allows us to add the AutoVu automatic license plate recognition (ALPR) system. The AutoVu automates the collection and identification of vehicle plates that will allow us to monitor or detect vehicles of interest. Electronic Technology, Inc. of 5700 Merriam Drive is the vender for this system. We propose to purchase: Qty Description Price Total 1 8 port network switch/mount $ 1, $ 1, AutoVu SharpV camera kit $ 4, $ 8, GSC AutoVu package $ 1, $ 1, Advanced replacement $ $ Labor and Configuration $ 3, $ 3, The total cost of the installation and hardware will be $15, We will activate the Automated License Plate Reader (ALPR) policy included in our Lexipol policy management system. We have decided to keep the data for investigative purposes for 30-days. Once we have the system in place we will be working with REGIS to allow real time monitoring for stolen vehicles, warrants, Amber Alerts etc. Funding Source: = $6, = $9,598 Recommendation: Approve the purchase of a license plate reader system from eti Prepared by: Michael Daniels, Chief of Police Date: April 19, 2017

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14 AGENDA ITEM INFORMATION FORM Agenda Item: Conduct a Public Hearing regarding possible City improvement projects to submit for 2018 Community Development Block Grant (CDBG) funding Department: Community Development/Public Works Background/Description of Item: Previously, the City of Merriam has been allocated federal funds through the Johnson County Community Development Block Grant (CDBG) program. The City has used CDBG funding for street reconstruction projects including Goodman Street north of Johnson Drive (2003); Mastin Street from 53 rd to 55 th Street (2005); and Farley Street from 53 rd to 55 th Street (2007). The City has also received CDBG funds for the installation of streetlights in the West Vernon Place (2009 CDBG Recovery) subdivision, in the general area of 51 st and Knox Street (2009) and the Forest Park (2014) subdivision. The city has also applied for, but did not receive, CDBG funds in 2010, 2011, and In 2015, the city received $70,000 in CDBG funding for the installation of streetlights in an area generally bounded by W. 53 rd St., Knox Ave., W. 51 st St., and Switzer Rd. In 2016, the city received $100,000 in CDBG funding for the installation of streetlights in the Antioch Hills neighborhood. For this year, the city requested $100,000 and was awarded $50,000 in CDBG funds for the installation of 30 streetlights in the Meyers Estate neighborhood. Johnson County has requested proposals for 2018 CDBG funds. The maximum one-year request for a public improvement is $100,000. If the City Council wishes to submit an application for 2018 funding, the first step in the process is to conduct a Public Hearing. Johnson County recommends conducting two Public Hearings. The first hearing is to receive input from the public on possible projects. The second hearing is to receive public input on the City s 2018 CDBG application. This evening s hearing is the first recommended Public Hearing. The CDBG program requires that CDBG funded activities be used to principally benefit low and moderate income persons, aid in the prevention or elimination of slums or blight, or meet a community development need having a particular urgency because existing conditions pose a serious and immediate threat to the health or welfare of the community and other financial resources are not available to meet that need. When CDBG funds are proposed for public improvements, 51 percent of the residents within the census block group, where the improvement is to occur, must be at or below the area s moderate income level. Moderate income level is considered to be an income level that is at 80 percent of the area s median income. Because Johnson County has a low number of census block groups that qualify for CDBG funds, the federal government modified the criteria for CDBG eligible block groups in Johnson County. For Johnson County, all block groups in which percent of the population has an income equal or less than 80 percent of the area s median income, as estimated by HUD s Office of Community Planning and Development, are eligible for CDBG funds. The City has seven block groups within the city limits that meet the percent threshold. CDBG funds can be used in the shaded areas shown on the attached map. (See Attachment C)

15 Staff recommends that the City submit a request for 2018 CDBG funding for the installation of 28 streetlights in an area bounded by W. 47 th St., England St., Booker St, Grandview Ave, W 51 st Ter., Merriam Dr, W. 53 rd St., and Knox Ave. (See Attachment B) This will be a project with a funding scope similar to this year s project with a budget of $163,000. Staff recommends requesting $100,000 in CDBG funds with CIP funding the remaining portion of the project. If directed by Council, staff will prepare a CDBG application for the streetlight project and any additional projects. The application will be on the Council s May 22, 2017 agenda for the second Public Hearing. Related Ordinance(s) or Statute(s): None. Recommendation: Conduct a Public Hearing requesting input on public improvement projects for which the city might request CDBG funding. Prepared by: Bryan P. Dyer, Community Development Director Date: April 24, 2017

16 KNOX AVE ENGLAND ST Attachment B Boundary of Service Area Merriam 2018 CDBG ± ^ ^ ^^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ MASTIN ST WEDD ST FARLEY LN FARLEY ST W 49TH PL W 49TH ST W 51ST ST W 51ST TER W 51ST PL W 52ND ST CDBG 2018 Streetlights to be installed Existing Decorative Lights 2016 CDBG Service Boundary KNOX AVE CARTER AVE GARNER LN GRANT ST W 53RD ST W 47TH TER W 48TH ST HAYES ST HAYES ST W 53RD TER W 54TH ST W 50TH TER W 49TH TER ENGLAND ST KESSLER ST ENGLAND ST W 48TH ST BOOKER DR GRANDVIEW AVE EBY ST W 48TH ST W 48TH TER W 51ST TER W 51ST ST MERRIAM DR BENSON ST bpd - April 24, 2017

17 SWITZER RD PERRY LN EBY AVE PERRY AVE EBY PL CRAIG RD LOWELL ST SWITZER RD PERRY AVE PERRY LN PERRY LN FARLEY LN W 54TH ST W 60TH TER W 62ND ST W 51ST ST FARLEY ST W 61ST ST FRONTAGE RD MASTIN ST W 50TH TER MASTIN ST W 49TH PL BLACKHOOF TRL W 49TH TER FARLEY CT KNOX AVE W 57TH ST HOCKER DR W 47TH ST W 47TH TER W 48TH ST W 49TH ST GARNER LN W 53RD ST W CAMPBELL LN GRANT ST W 54TH ST W 55TH ST W 60TH ST KNOX ST ACCESS RD HAYES ST W 49TH TER W 50TH TER MERRIAM DR KESSLER LN EBY ST W 48TH TER W 51ST ST W 52ND ST W 60TH ST SLATER ST Service Area ANTIOCH DR ANTIOCH RD SHAWNEE MISSION PKWY W 54TH TER W 55TH ST W 55TH TER WOODWARD ST HADLEY ST JOHNSON DR W 60TH ST TERRYDALE ST HADLEY ST Attachment C HEMLOCK ST W 55TH TER GOODMAN ST W 59TH TER W 60TH ST W 60TH TER W 61ST ST Merriam CDBG Proposed Service Area CDBG 2018 Application SHERWOOD LN W 65TH ST MASTIN DR W 69TH ST W 70TH ST BRITTANY ST W 71ST ST ROYALTY ST MASTIN ST KINGS COVE DR KNOX ST CARTER AVE W 67TH ST S I35 HWY N I35 HWY E FRONTAGE RD W 75TH ST W FRONTAGE RD BPD - April 13, 2017 W 73RD ST W 64TH PL CARMAX DR W 69TH TER EBY DR W 74TH ST BURNHAM ST W 69TH ST W 70TH TER GRANDVIEW DR ACCESS RD SLATER ST W 64TH TER GOODMAN DR HARDY ST LOWELL DR Legend Tract Block Group 2-57% Mod to Low Income Tract Block Group 1-49% Mod to Low Income Tract Block Group 1-42% Mod to Low Income Tract Block Group 1-53% Mod to Low Income Tract Block Group 1-62% Mod to Low Income Tract Block Group 2-34% Mod to Low Income Tract Block Group 3-34% Mod to Low Income Income data estimated by HUD Office of Community Planning and Development utilizing Census American Community Survey data. Exception is 33.92% and above is CDBG elgible.

18 AGENDA ITEM INFORMATION FORM Agenda Item: Consider approval of a Funding Agreement between Merriam Luxury Imports, LLC and the City. Department: Administration Background/Description of Item: On March 28, 2011, the City executed a Redevelopment Agreement for the Merriam Pointe project with Merriam Investors, LLC and Hendrick Automotive Group. Merriam Investors, LLC is now the sole Developer and owner of the remaining tax increment financing (TIF) incentives under the 2011 agreement. On August 03, 2016 Merriam Investors, LLC granted the City an authorization to communicate and negotiate with Merriam Luxury Imports, LLC (MLI) in connection with an application for additional TIF incentives in the Merriam Pointe project area. MLI, managed by Mr. Richard Webb, owns the vacant drainage parcel adjacent to the Infiniti dealership on West Frontage Road. MLI seeks $6 million for the purpose of constructing a new automobile dealership, but indicates the cost of site work is prohibitive without the assistance of TIF. He recently submitted a revised application for TIF incentives following the January 2017 withdrawal of the original application. To consider the request, the City will need outside legal and professional consultants. Mr. Webb has advanced $50,000 as required per the terms and has signed the funding agreement. The agreement outlines what the funds may be used for and how the City would request additional funds if necessary. The agreement does not commit the City to make any changes in the existing Redevelopment District Plan, Redevelopment Project Plan or Redevelopment Agreement. It simply protects the City from incurring out-of-pocket costs associated with consideration of the changes. A prior funding agreement with the applicant was terminated in January 2017 when the original TIF application was withdrawn. The City s TIF/Development attorney Joe Serrano of Kutak Rock, LLP has reviewed the Funding Agreement. Related Ordinance or Statutes: None Recommendation: Staff recommends approval of the Funding Agreement between the City and Merriam Luxury Imports, LLC. Prepared by: Cindy Ehart, Finance Director Date: April 20, 2017

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26 AGENDA ITEM INFORMATION FORM Agenda Item: Police Station Improvements Contract Update Department: Police Background/Description of Item: On 08/08/2016 City Council approved a contract amount with Hoefer Wysocki for $157,500 to cover basic services related to the design of the Police Department expansion project. Not included in that approved amount was $44,700 for the initial services portion of their work for an actual total cost of $202,200. We are now seeking approval of the remaining $44,700 to complete the contract. The total amount of $202,200 is included in the $2.4M total project cost previously approved by City Council on 02/27/2017. Initial Services Partial as-built model of existing facility $18,400 Site Survey (City Hall and Police Station) $16,500 Assist in sourcing a Construction Manager $9,800 Total Initial Services $44,700 Basic Services (9.0% of $1,750,000) Demolition Drawings 5% $7,875 Schematic Design 12% $18,900 Design Development 18% $28,350 Construction Documents 40% $63,000 Bidding/Permitting 5% $7,875 Construction Administration 20% $31,500 Total Basic Services $157,500 The final construction drawings have been completed by Hoefer Wysocki, the city code review is in process and Nabholz will be sending the project out for bid by sub-contractors. The police department is in the process of moving out of the building and will be relocated with patrol at IBFCC and investigations and administration in the community room at City Hall by May 15. Construction should start by June 1 and last 6-months. Funding Source: General CIP Fund Balance Recommendation: Approve additional fees of $44,700 to the existing Hoefer Wysocki agreement Prepared by: Michael Daniels, Chief of Police Date: April 19, 2017

27 Merriam Neighborhood Exterior Grant Program Goal: Program: Eligibility: Process: Spur revitalization of and private reinvestment in Merriam s housing stock Provide a 20% reimbursement for exterior improvements Total proposed program amount - $30,000 from city general fund Potentially leverage $120,000 in private investment Any non-apartment residential unit Minimum $4,000 private investment Reimbursement minimum $800; maximum $2,500 Eligible improvements include painting, siding, door/window replacement, masonry and foundation repair, awnings, building additions, landscaping (must be on the same property/lot as the residence), and new construction of a residence All improvements must conform to Merriam Codes Property owner must be current on all property taxes in Merriam All other properties owned must be code complaint Property owner must provide proof of adequate property insurance Community Development manages the program Program starts January 1, 2018 Property owner makes application $35 application fee Work bids must be submitted with application Application approval must occur prior to start of work Property owner is responsible for obtaining all required permits. All permits must be in place prior to any work taking place Work must begin within 120 days of application approval All permits must be paid for at the time of application approval Work must be completed by November 1 Property must be within Merriam city limits One grant per property, per 10 years Property owners with multiple properties can apply for all properties within a calendar year, but not concurrently. Only one property at a time can participate in the program Before reimbursement: Property owner provides at least $4,000 in receipts Staff perform a post project inspection to verify project completion No exterior code violations are present April 24, 2017 Page 1 of 1

28 CITY COUNCIL SUGGESTED MOTIONS FOR YOUR CONSIDERATION CONSENT AGENDA 1. Move that the council approve Consent Agenda items 1-2. MAYOR S REPORT 1. No motion. PUBLIC HEARING 1. No motion. FINANCE AND ADMINISTRATION 1. Move that the council approve a TIF funding agreement with Merriam Luxury Imports. 2. Move that the council approve additional fees of $44,700 to the existing Hoefer/Wysocki agreement. COMMUNITY DEVELOPMENT/PUBLIC WORKS 1. No motion. 2. No motion. STAFF ITEMS EXECUTIVE SESSION 1. Move that the council recess into Executive Session pursuant to the Kansas Open Meetings Act exception to discuss matters that would be deemed privileged in an attorney-client relationship. Present will be the Governing Body, City Attorney, and City Administrator, the meeting will reconvene in the Council Chambers at pm.