HomeMy Public PortalAbout2023-12-14 packet
Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the
Americans with Disabilities Act. Please allow three business days to process the request.
Please call (573) 634-6410 with questions regarding agenda items.
Notice of Meeting & Tentative Agenda
City of Jefferson Public Works & Planning Committee
Thursday, December 14, 2023 – 7:30 A.M.
City Council Chambers ~ John G. Christy Municipal Building ~ 320 East McCarty Street
TENTATIVE AGENDA
1. Introductions
2. Approval of the November 9, 2023 Committee meeting minutes
3. Citizen opportunity to address Council Committee on Stormwater and Other Public Works Issues
4. New Business
a. Capitol District Shuttle Discussion (Britt Smith)
b. Temporary Yard Waste Update (Britt Smith)
c. Yard Waste RFP Discussion (Clint Smith)
5. Other/Old Business
6. Reports
a. Neighborhood Service Grant Updates (Rachel Senzee)
7. Adjourn
NOTES
TO JOIN VIRTUALLY: CLICK HERE
Meeting ID: 252 517 220 804 Passcode: YQHSk5
CALL-IN PARTICIPATION AVAILABLE AT: 1-872-242-9031
Phone Conference ID: 158 694 165#
MINUTES
JEFFERSON CITY
PUBLIC WORKS AND PLANNING COMMITTEE
John G. Christy Municipal Building, 320 East McCarty Street
Council Chambers and Virtual
November 9, 2023
Committee Members Present: Attendance
Scott Spencer, Chairman 7 of 7
Jack Deeken, V. Chairman - Virtual 7 of 7
Mike Lester 7 of 7
Derrick Spicer 6 of 7
Mark Schwartz 6 of 7
Staff Present:
Matt Morasch, Director Public Works
Britt Smith, Operations Division Director
Eric Seaman, Wastewater Division Director
Gerry Stegeman, Transit Division Manager
Jon Fitch, Public Works
Don Fontana, Public Works
Tia Griffin, Public Works
Clint Smith, Director of Planning & Protective Services
Eric Barron, Planning & Protective Services
David Grellner, Planning & Protective Services
Rachel Senzee, Planning & Protective Services
Katrina Williams, Planning & Protective Services
Shiela Pearre, Finance Director
Ryan Moehlman, City Counselor
Grant Haarmann, ITS
Angie Haslag, PW Administrative Assistant Sr
Chairman Spencer called the meeting to order at 7:31 a.m. A quorum was present at this
time. The following guests attended the meeting: Mayor Ron Fitzwater, City Administrator Brian
Crane, Councilman Jeff Ahlers, Gabrielle Teiner-KMIZ, Stephi Smith-News Tribune, Eric
Landwehr –Cole County PW , Harry Otto-Cole County, Paul Samson-JC Rep, Todd Kempker-
Bartlett & West
1) Introductions
Introductions made of Committee members and City staff
2) Approval of the October 12, 2023 Committee meeting minutes
Councilman Spicer moved and Councilman Lester seconded to approve the October 12,
2023 meeting minutes, motion carried.
3) Citizen opportunity to address Council Committee on Stormwater and Other Public
Works Issues.
No one present
Minutes/Jefferson City Public Works and Planning Committee
October 12, 2023
2
4) New Business
a. Yard Waste RFP Discussion (Clint Smith)
Mr. Clint Smith presented to the committee members present, three separate
proposals for a temporary site. He also spoke on revisions to the RFP for a new
site which included three separate ranges of service and cost.
Discussion among Committee members, staff and meeting guests took place. It
was suggested to draft a new RFP, get public comment and present to
committee before going out for bid. Hopeful to have out for bid the beginning of
2024.
b. Parking: Rates, Digital Permits (Britt Smith)
Mr. Britt Smith presented proposed rate increase structure information that was
provided in the meeting packet.
Discussion among Committee members and staff took place. Mr. Smith also
noted the Garage management system is very outdated and vulnerable to cyber-
attacks. He proposes using a new LPR System.
Councilman Lester motioned, seconded by Councilman Spicer to move forward
to full Council to increase currents rates by 10%, plus $4.00 service charge.
Motion carries with the following roll call vote:
Aye: Spencer, Deeken, Lester, Schwartz, Spicer
Nay:
c. Trenchless Sewer Replacement (Jon Fitch)
Mr. Fitch a brief power point presentation on the upcoming Trenchless Sewer
Replacement project.
There was no discussion among committee members and staff.
d. High Street Viaduct Preferred Option Discussion (Matt Morasch)
Mr. Morasch spoke briefly and turned the presentation over to Todd with Bartlett
& West to discuss the five options and get the preferred option from the
Committee. Staff recommends option 2 or 3, or a combination of the two.
Discussion among committee members, staff and guests took place. The
Committee members endorse a combined option of 2 and 3. This will be
presented to full Council after plans are refined.
e. City/County Projects Update: Monroe, Madison, Wildwood,
Stadium/Satinwood (Matt Morasch)
Mr. Morasch spoke and gave updates on numerous City/County Projects.
Monroe Street is in Phase I and goes out for bid in the Spring. Wildwood bridge
work has been delayed. Stadium/Satinwood project is currently in the process of
internal meetings with local residents. The Madison Street upgrade next step will
be to get public input in 2024.
Minutes/Jefferson City Public Works and Planning Committee
October 12, 2023
3
5) Other/Old Business
Councilman Spencer asked staff about the traffic slowing street Ducks on Sherman’s Hollow
and if they will be removed. Mr. Morasch noted that staff will be removing.
Councilman Schwartz spoke of complaints received on over population of deer in the City
and management needed.
Mr. Morasch gave a brief update on the temporary Yard Waste site. Councilman Schwartz
suggested adding more hours of service. A brief discussion among committee members and
staff took place.
6) Reports
a. Neighborhood Service Grant Updates (Rachel Senzee)
Ms. Senzee presented a power point and spoke briefly on the grant updates.
b. MTP Update (Katrina Williams)
Ms. Williams presented a power point presentation and spoke of two major
planning projects. She noted the Draft Plans for the projects are on our City
Website.
7) Adjourn
Councilman Spicer moved, seconded by Councilman Schwartz to adjourn the meeting at
this time (9:32 a.m.)
Department of Public Works Memorandum
320 E. McCarty Street • Jefferson City, Missouri 65101 • P 573-634-6410 • F 573-634-6562 • www.jeffcitymo.org
Staff requests direction from the committee as to if we should further study the
possibility of implementation of a Capital District Shuttle ; either in partnership with the
State of Missouri or independently.
Staff was requested to draft a plan for a shuttle within the Capital District. The purpose
being to connect the district with the network of existing surface lots currently in the
parking system.
Attached is a draft map showing one possible route. The route shown would permit an
approximate 15-minute headway while operated by a single bus. If the shuttle were to
operate during the same hours as the remaining bus service (6:30 AM to 6:00 PM) the
cost is estimated to be $30,000 per month (calculations shown on the attached).
As drafted, the shuttle would connect 423 current customers with a potential for an
additional 407 new customer within the existing city owned parking network.
Additionally, there is a potential to serve an additional 521 customers with some
operational changes and lot expansions. Specifics on those possibilities are included
on the attached table.
Attachments
cc: Matt Morasch, P.E.
Date: December 8, 2023
To: Public Works and Planning Committee
From: Britt E. Smith, P.E.
Subject: Capital District Shuttle
Expense Type Monthly Costs
Operations $23,935
Capital $5,976
Total $29,911
Operations Cost Support Calculation
$3,120,634
$1,872,380 60%
$1,248,254 40%
Fixed Route Hourly Costs
Days per year Hrs./Day
Total Operating
Hrs.
6 fixed route 250 11.5 17,250.0
3 tripper 165 1.5 742.5
17,992.5
Fixed Route Operation costs per bus
hourly $104 per hour
per day 11.5 hours $1,197 per 11.5 hour day
per month 20 days $23,935 per month (20 business day
Capital Cost Calculation
New bus costs $860,500
Annual cost $71,708 Assumes the FTA recommended 12 year life
Monthly $5,976
Capital District Shuttle
Operational Cost Estimate
Approximately 15 Minutes Headway
2024 Total Operating Budget
Fixed Routes Expenses
Handy-Wheels Expenses
Lot
Number of
Spaces
Maximum
Spaces to
Lease
Current
Spaces
Leased Available Remarks
5 31 38 27 11
6 59 70 27 43
15 25 30 30 0 Currently Leased to Cole County Sheriff
16 60 75 75 0 Leased to Cole County for Construction
Parking
22 37 45 27 18
24 219 270 3 267 Reserve 1st row for City business and
moving employee to Lot 27
25 42 52 35 17
26 215 250 199 51
423 407
News Tribune 35 42 0 42
3 44 52 0 52 Change from meters to monthly?
5 69 82 0 82 Expand to the west (approx. cost $500K)
16 60 75 0 75 Cole County lease will expire once the
EMS station is complete
24 Expansion 233 270 0 270 Expand into track area south of alley
(approx. cost $925K)
Potential Additional Spaces 521
Capital District Shuttle
Lot Served and Availably
As of December 2023
Totals (As of December 2023)
Department of Public Works Memorandum
320 E. McCarty Street • Jefferson City, Missouri 65101 • P 573-634-6410 • F 573-634-6562 • www.jeffcitymo.org
As the committee is aware, beginning Saturday November 4 we have been operating a
temporary yard waste drop off site. Initially the hours of operation were on Saturday
and Sunday from 8 AM to Noon. Beginning November 25, hours were extended on
Saturday to 8 AM to 4 PM and Wednesday was also added with the same extended
hours (Sunday hours remained 8 AM to Noon). This change was made with the
assistance of adding labor from a local contractor on the Saturday operation.
The attached table outlines the estimated cost to operate the site from both the contract
cost and an estimate of the “in-house” cost for both staff labor and equipment. This is
only an estimate to show the scale of the project. Actual cost charged to the project will
probably be much less as we generally do not track/charge equipment time to projects.
Additionally, our GIS division has developed a dashboard to help us track usage as well
as from where the waste is coming. Attached are some screen shots from the
dashboard. Real time information can be found at the following link: Yard Waste Site.
Attachments
cc: Matt Morasch, P.E.
Date: December 5, 2023
To: Public Work and Planning Committee
From: Britt E. Smith, P.E.
Subject: Yard Waste Site Update
Date Daily Hours Operator Contract Cost
Saturday November 4 8 AM to Noon In House $1,175.00 128
Sunday November 5 8 AM to Noon In House $1,175.00 100
Saturday November 11 8 AM to Noon In House $1,175.00 217
Sunday November 12 8 AM to Noon In House $1,175.00 143
Saturday November 18 8 AM to Noon In House $1,175.00 230
Sunday November 19 8 AM to Noon In House $1,175.00 255
Saturday November 25 8 AM to 4 PM Contractor $2,352.00 $495.00 168
Sunday November 26 8 AM to Noon In House $1,175.00 50
Wednesday November 29 8 AM to 4 PM In House $4,060.00 117
Saturday December 2 8 AM to 4 PM Contractor $2,352.00 $495.00 77
Sunday December 3 8 AM to Noon In House $1,175.00 39
Wednesday December 6 8 AM to 4 PM In House $4,060.00
Saturday December 9 8 AM to 4 PM Contractor $2,352.00 $495.00
Sunday December 10 8 AM to Noon In House $1,175.00
Wednesday December 13 8 AM to 4 PM In House $4,060.00
Saturday December 16 8 AM to 4 PM Contractor $2,352.00 $495.00
Sunday December 17 8 AM to Noon In House $1,175.00
Wednesday December 20 8 AM to 4 PM In House $4,060.00
Saturday December 23 8 AM to 4 PM Contractor $2,352.00 $495.00
Sunday December 24 Closed
Wednesday December 27 8 AM to 4 PM In House $4,060.00
Saturday December 30 8 AM to 4 PM Contractor $2,352.00 $495.00
Sunday December 31 Closed In House
Wednesday January 3 8 AM to 4 PM In House $4,060.00
Saturday January 6 8 AM to 4 PM Contractor $2,352.00 $495.00
Sunday January 7 8 AM to Noon In House $1,175.00
Total Cost:$16,464.00 $40,750.00 1,524
Hourly Straight Time $20 per hour
Hourly Overtime $30 per hour
Truck $25 per hour
Trailer $15 per hour
Skidsteer $50 per hour
Wednesdays includes 4 people charging 8 hour straight time, 2 hours overtime, 2 trucks, a trailer, and a skidsteer.
Saturdays is one person charging 9 hours overtime and one pickup
Sundays includes 4 people charging 5 hours overtime with 2 trucks, a trailer and a skidsteer
Data as of December 5, 2023
Estimated Cost
Customers
Served
Yard Waste Drop Off Cost
* Estimate personnel cost assumptions:
City Staffing &
Equipment*
Location Map
Loads Per Day
DEPARTMENT OF PLANNING AND PROTECTIVE SERVICES
MEMORANDUM
TO: Public Works & Planning Committee
THROUGH: Clint Smith, Planning & Protective Services Director
FROM: Rachel Senzee, Neighborhood Services Supervisor
DATE: December 11, 2023
RE: Neighborhood Services Grants Status Report
Due to the increased amount of federal funding, Neighborhood Services will maintain a
standing agenda item to update Council and the Public. The status report will include
current projects and subgrant information, pending application statuses, and upcoming
funding opportunities. Informational links will also be provided, when available.
The intent of the grant status report is to:
1. Update the Public about funding opportunities
2. Give Council the information necessary to provide their respective constituency
3. Provide information to support budgetary decisions
Committee Request: None — information only.
For questions or comments, please contact Rachel Senzee at
rsenzee(a�jeffersoncitymo.gov or 573-634-6305.
Neighborhood Services Grants Update
Public Works & Planning — December 14, 2023
Current Project Status:
Community Development Block Grant (CDBG) — Entitlement Funds — PY2023 $290,506
Current Timeline:
• Spend funds by December 31, 2023
• Projects include:
o Down Payment Assistance (met goal)
• 2023 — provided 10 homebuyers with down payment assistance
o Emergency Home Repair
• Currently working with two homeowners
• Sewer lateral replacement - completed
• Porch replacement — environmental review
o Voluntary Demolitions
• 1320 E Miller — Habitat for Humanity
• Demo imminent
• Old Animal Shelter (^'57,000)
• Analysis of Impediments of Fair Housing Choice plan is required to be updated every five
years.
o Working with consultants — RKG — Draft is 95% completed
• Grant Acceptance FY 2023 $268,051 for 2024 programs
o Phased Policies and Procedures updates
• December 18 Council meeting for approval
• Meet recommendations from 2023 monitoring report
• Consolidated Plan (2024-2029)
o Staff are working on the draft plan
o Next steps: 30 -day public comment period for draft plan
CDBG-CARES (CV) — Childcare Facility Grants - $413,435
Current Timeline:
• Funds need to be spent by December 31, 2023
• $330,748 has been subgranted to 11 childcare facilities for: childcare subsidies,
overhead costs, or small construction projects to prepare, prevent, or respond to
COVID-19
• Early Explores — 211 Oscar Drive
o Building expansion project
o Received Authority to Use Grant Funds (AUGF)/Notice to Proceed
o Working with Early Explorers on procurement for their project
o Need to update financial assistance agreement
• FYI
o COVID Stats: Out of 32 licensed daycare facilities in Jefferson City, 23 temporarily
or permanently closed during the pandemic.
o Grants for Childcare Facilities
■ DESE Office of Childhood Grants
CDBG-Disaster Recovery (DR) — Housing Recovery Activities $7,309,300
• Multi -Family
o Multi -Family w/LIHTC
■ Stronghold Landing received LIHTC and will enter into a formal
agreement for CDBG-DR funds.
• Housing Counseling
o Recipients of homeowner program funds are required to take HUD certified
housing counseling. Impacted CDBG-DR programs include down payment
assistance for single-family new construction program funds.
o Requesting contracts with Catholic Charities and Love Columbia
Historic Preservation Fund (HPF)
Paul Bruhn Revitalization Grant - $675,000
• Six applications were funded:
o 109-111 Madison Street
o 113-115 Madison Street
o 114-122 E Dunklin
o 114-A High Street
o 206-210 E High Street
o 300 E High Street
• Next steps include:
o Have applicants begin professional design and get National Parks Service
approval based off Secretary of Interior's Standards.
o Environmental Reviews are complete for all properties except 206-210
and 300 E High Street
• 206-210 E High Street needs to satisfy structural issues before
conservation easement can be executed and federal funds can be
accessed. Building was declared dangerous on September 12.
Applicants have been given a December 31, 2023 deadline to
begin privately funded stabilization work or provide an engineer
report.
o Conservation Easements — site visits completed
• Grant must be completed by September 30, 2024
Design Guidelines - $50,000
• How-to guide for historic preservation, rehabilitation, new construction in
historic districts, etc.
• Draft design guidelines — 70% completed
o Staff are currently reviewing
West Main Phase II Architectural Survey - $23,000
• Lower Jefferson subdivision (West Main)
• SHPO is requesting further information from Stantec in regards to property
research. SHPO has agreed to provide additional funding. Stantec will issue a
change order request.
State CDBG-CV Cole County EMS - $2,000,000
• Building an EMS facility on the corner of Adams and E. McCarty
o Construction continues at the site
o First reimbursement was submitted; currently working on the second request.
• City is lead applicant
State CDBG-CV - $689,760
• Compass Health Planning - $100,000
o Market analysis focused on special needs and vulnerable populations
• Transformational Housing - $544,000
o Rehabilitate 101 Jackson into transitional housing
o State is currently reviewing environmental and will issue 15 day public comment
period before issuing AUGF
• Administration - $45,760 (staff time)
Department of Economic Development — American Rescue Plan Act Programs
Community Revitalization Grant Program
- $2,113,169
o MSP Demo and rehab of historic structures
o Need to work with the State to extend the agreement out to be aligned with the
period of performance (9/30/2026)
o Participating in administrative kick-off meetings and reporting portal setup
• Local Tourism Asset Development Grant - $2,144,125
o Working on scope amendment to shift funds to the Conference Center project
o Funds will contribute to new parking structure
Mid -MO Solid Waste Management District Grants
• Received $25,000 to repair and paint 3 glass recycling bins; $8,334 match out of already
existing glass recycling budget.
o Contracted to Xtreme Body and Paint ($18,500)
• Remaining funds will be used to buy Ripple purple paint and support
educational outreach
• Save -A -Lot bin is currently in the shop
• Local schools will participate in educational art campaign to design the
wrap that will be on the Ripple Bins.
• Currently working with MMSWMD and Cole County to subsidize Household Hazardous
Waste program. City currently budgets $19,000 with Cole County contributing $5,500.
Pending Applications:
Energy Efficiency and Conservation Block Grant — Due April 2024
• Formula grant in the amount of $76,770 is entitled to Jefferson City
o Need to produce an Energy Efficiency and Conservation Strategy plan
• Future block grants will be available for implementation
• The plan will create a pipeline to larger funding mechanisms identified in
the Bipartisan Infrastructure Law
West Main Phase III Survey - $23,000
• Survey Jefferson Heights, Wolfss, Carlins Addition, and High Point Place subdivisions
• Received notification of award; waiting on formal award paperwork
Upcoming Opportunities:
Bridge Investment Program
• High Street Viaduct
o Need Benefit -Cost Analysis
o Open Summer 2023 — City would need to plan for 2024
Climate Pollution Reduction Grants (CPRG)
• Submitted CaII for Project proposals to DNR to include in the State's Climate Action Plan
o Eligible Activities
• Renewable Energy Projects (Solar, Wind, Hydro, Geothermal, etc.)
• Energy Storage Projects (pumped hydro, batteries, hydrogen, etc.)
• Energy Efficiency (building weatherization, energy star appliances, smart
thermostats)
• Fuel conversions (coal -to -gas, gas -to -hydrogen, etc. for industrial
processes and energy generation)
• Electric conversions (for vehicles, appliances, industrial operations, etc.)
• Land Use and Waste Management (afforestation, urban greening,
recycling, etc.)