Planning Commission - Regular Meeting

Yes. Let's go ahead and call the meeting to order. The time there is 603 on February 11. We'll go ahead and call the RO chairman George Turnis here. There's five is in route. Um, Mayor Tim Graves who's not going to be present. Council member Alicia Washington

here. Council member Kamisha Smith. Yeah.

And Mayor JCO, not with us yet. Okay. Let me also mention that on the original document that went out, it did not have council member Commissioner Smith on it. Someone had the impression that we had to vote her in. That was incorrect. We did not have to vote her in. She voted in as a council member. It became automatic because the standing committees have council member. So that has been correct. Let me uh call your attention to the screen. That is the south river. That was September of last year, not last year, even before that September of 24. And one item that the tips committee has to deal with and that is the stabilization of that bank at Sh and that's what has to deal with a 100year flood that's has happened twice. uh within the last uh three years. So just to give you the idea as to how powerful that river is and that you really can't see it from that angle but comes right up to the um bridge on snap figure. Just wanted to point out what we're dealing with that is a very very serious situation that we have got to address. uh one of which is the South Wershed Alliance uh made a donation for us to have fixed. We have splash funds devoted towards it and we have some uh office funds voted toward getting that fixed

and uh I'm going to get it back on the agenda but not this meeting but get it back on the agenda for us to address bringing this project to the just wanted to mention that although I see it like I said it's not on the agenda but when I saw that video I wanted to show it for those of you may not have seen Okay. Roll call. Uh council um committee you have an agenda before you anything to add hearing? None then we will agenda as stated byation. approval of the minute. Um, you have copies of the minutes. I hope you had a chance to peruse it. This was in December. I know Smith, you not by my if you didn't participate in the meeting, you cannot approve the minutes,

but legal says you can. So it's it's up to you if you want to participate in approving the minutes for meeting.

Okay. December 10. Um council I would like to approve the minutes for December 10. tips committee meeting minutes for December the 10th, 2025. Chair Secot by saying I I

I can vote. Uh public comments. Uh this is time to set aside for overall public comments of 20 minutes limited to two minutes per speaker. Speaker can only speak once in public comments. Public comments are restricted to property and tips committee. Anyone here from the public? Seeing none. First item on the agenda is engineering a review of the tips roles and responsibilities. Um tips stand for transportation infrastructure parks and spots. We had four different committees that we combined Roy since they were so close to late. And the role is to kind of get an update and projection of projects that are coming uh online and keep up with what we have committed to do as a city. making sure that we have budget to support those items that we want to see in the area of transportation infrastructure parks and sources come from Squats projects that we've identified outside of the the regular projects and uh the roles and responsibilities um engineering primarily really helps direct us when it comes to uh squats project.

Uh and we have a park had a park selected. I hope we are close to getting another park selector to help us uh understand where we're headed with parks and keep us on schedule with that. Uh infrastructure again is a part of uh our SPL funding to use most of this blocks funding to put out infrastructure project such as our sidewalks uh intersection so and all transportation pretty much the same. Uh but mostly our transportation projects have been uh pavement. Make sure our streets are resurfaced. Uh we've been cautioned not to use because we uh primarily resurfacing and not uh the deep dive in terms of rebuilding. But resurfacing is a big part of our project. So, anything to add to that Mr. McCoy, you'd be so kind to uptake us on upcoming 2026 project. Yes, sir. Thank you, Turner and members of the tips committee as well as the supporter. Uh you all should have uh the slide deck in front of you and we'll just go through it and it's basically a list of all the projects that we have going on and it provides you detailed information about the uh project. And so the first one is the installation of the gazebo at Bington Park in Salem Park. And uh you see that the notice of award was issued

in December of 2025 and uh we're waiting on the contractor to um submit permit applications presentation agend source. Perfect. Thank you so much. You're welcome. Very nice. All right. So, um that that's that project is forthcoming for both of those parks for Bington and S Park. Any questions on that project? Okay. Next project is I'm sorry. When you say forthcoming, how soon is for coming?

Um I don't have a definite timeline, but I can follow up with I appreciate it. Thank you. May I ask that this is one thing we want to do and that is look at these projects as to their progression and whether or not we are on time behind schedule or ahead of schedule in some situation. Uh but um I know we have a fancy name for that chart that shows our progress rate a dance chart.

I believe that uh that we can keep up with it at a glance and see behind. We need to get an explanation if everything's flowing like it's supposed to play. That's the way it should. That's one thing that I'm looking forward. Me too. I'll be like that one soon. Okay. Okay. Sure. And it'll be a couple of weeks Harry's out. Okay. This is possibility.

Yeah. So, I want you to be waiting a few days. Yeah. Tomorrow. Try to follow. Yeah. We'll try to follow up in a timely manner. Let's out person. All right. And so we have the installation of the park monuments and wayfinding signs at Nola Scholes, Salem Park, Browns Mill, Bington Park, Ever Park. Um, and Gateway Monument at Kite Road, Black Bridge Road. So, um, we've, uh, issued a notice of award and, uh, we've had a pre-construction meeting and site meeting was held a few days ago on the 6 and so they need to coordinate with Georgia Power. Now, uh, the park signage, um, they Harry told me that they were supposed to start this week. Um I was unable to see um Tony today Elgato to get confirmation but this is um this this uh the park monuments are scheduled to start construction uh this week. That's excellent.

Is that Bington or is it a blind man which which parks? They don't have Yeah. The only one we're not doing is um Southeast because of the proposed fire station along Cington. And so um we need to do some more work there and then we'll be able to and and and again with these when did this project start? Uh this project uh was approved back in October 25. Yeah. 25. I thought it's

No, but it was before then. It come We didn't see no action till last year. October. What are you saying? Yeah. We've been talking about it for a while. Yes. That's why I want to see something. I want to see something. Yes. Okay.

We're on the cusp. Uh and I know it's been a lot a lot of talk. A lot of things have gone through the procurement process and um we had a meeting um with the new finance director today. We have several projects that have been hung up in finance and so we're trying to work through uh the issue with that. So um you'll see that there are some pro some projects here. We'll go to restroom construction in Salem Park. That's one of them. Um, it was approved in October and we're waiting on a notice uh the notice of award to not purchase order so we can start and uh that's finance and then the restroom edition at Southeast same thing. We're waiting to get past the issue that finance question. Yes. Um for the benefit of our view as council me the parks monument and the street sign. Are you familiar with those designs?

I'm not the design. No. Okay. Then we'll have to get those designs to you so you know what we're looking at. Kind of late to making the modification but so you'll know

what we're speaking of. And question about the naming of the word show that's better suggestion we we brought this up at least two years ago maybe three and they're finally about to happen and of course when Harren said once he get the numbers then it is on them to complete it by a certain date otherwise they face penalties. So you can pretty much rest assured that they will stay on schedule the best they can otherwise get realized. So then we can finally get a note as to when these funies might be. So, as it relates to the name of Polo Show, is there any suggestion for a name other than Polola Soul? Um what's the

that is that is the gateway to the city coming from uh McDonald in the south end and you come into thrust um and that's one of the first sites is we call that trail head and that's river and that little spot is called and the sign that goes on the monument sign will be show unless there's a better name for

and I think we've already given a go ahead. All right, we're on page four, uh, slide number seven, uh, installation of outdoor exercise equipment. Uh, that started this week and we're very excited about that at Fington Park. They started this week. We missed it. Oh my god, I got to go there. Yeah. Oh my god, I'm so excited. Okay. Yeah. I know it's been a long time coming. So,

I've been waiting patiently. Wow. Like, yes. I'm going by there.

Yeah. And so, uh bear in the road sidewalk. We met with uh with uh who was at the cab. Yeah. About that. That is um that is scheduled for a pre-construction meeting. And uh that was the grant funded project from the cab. All right. And so the next slide number nine, these are the rectangular rapid flashing beacons uh that will be installed at intersections near schools. And this was the beacon at um Turner Hill Road. And uh so it'll be at Laconia High School, Millet Grove, Flat Rock Elementary, Salem Middle, Fannon Drive, Salem Road, and at Turner Hill Road before Rockland. Um the contractor award has I'm sorry, this has been approved by council at the end of January. So, we should be uh seeing some movement on this project soon as well. And the next project is the intersection improvement design at Thompson Mill Road and Miller Road. The notice to proceed was issued in July of 2025. The survey work has been done and the preliminary plans are 16% complete and next steps are to conclude the preliminary plan and begin rightaway plan. And so basically this is we don't have funding to improve these intersections but we're working on um the engineering and design work. And so once that is completed we'll be uh what

they call shovel ready. We'll just need the money which of course can come from brands. Yes. Hacks. Yes. Right. So, um we're on slide 11. Um South GD Road, Quite Road. This is the intersection improvement design. Um this uh the survey work is done. They're 39% done with the preliminary plans. And then the other intersection is Turner Hill Road, Payton Corey Road. They're 100% through with the um survey and work at 5% done with the plans. Um let me back up.

Yes, ma'am. I'm especially interested in shop road in my area. Um, it says the concept design is completed and I get some information on the concept design for that and see that survey database completed. What does that mean? Oh, the survey work. Oh, all the survey work. Yeah. when shot the elevations

and when we say preliminary plans at 39% can I find out what's uh what's included in preliminary plans what does that mean yes we'll follow it'll be in a couple weeks

are there um excuse me shar um manager is um anyone specialized in the in the um engineering office, excuse me, department um who would also be able to assist in that. I understand you have a lot of things you're jling right now and um is there someone that direct us to maybe work with Harry on this? Yeah, I'm familiar with the uh engineering firm is Arcadus and we may be able to get a point of contact and get that information soon, but I don't want to commit to that because I don't know if I'll be able to get a touch of hair out of the country.

Yeah. And the funding for this the the budget, we only have budget for the design. We don't have budget for construction. That's right. And for the benefit of the council woman, I believe there's some design work that you can look at is what the ultimate should look like when it's finished that Harry had in this possession which might well be. Yeah, there are some concept uh planned for all I think it's four intersections. Okay.

Yeah, but we'll get those. And uh so we talked about turning hill for all right. Uh 13 Hayden for a road extension. Um the concept design contract was awarded uh December 23rd 2024 and the notice to proceed uh July 2025. So the done the survey work most of it 87% concept roadway design 82% concept bridge hydraulics 80% concept bridge design 87% environmental screening 90%. So um again this is a design um project for Hayden for road extension and so uh street paving uh this is for 2026 uh this is where you'll hear about uh elm but we've been paying for it out of splass it's a $3 million budget we're expected to pave 21.8 eight lane miles parking lots at Brown Mill Park, Bington Park, the upper left, and Southeast Athletic Complex. And a bid was released in December of 2025, and the bid will open February 17th. And um the next step will be to put it in front of council for approval. I would say this year we we were a schedule from last year. were on schedule this year. So that that's something uh positive. So when um the paving season begin was ready to hit the ground running. Um so that concludes

the um project update.

Uh there I know that count that um last year the committee inquired about updating our paving. Um, and I know that would cut into the three million and reduce our capacity to do some more roads, but I know that we it was a a big request of the community to have to have a um have a re a redo of the analysis of our road quality since we did the survey in 22. Um based on that is and I know we have to wait for you think there's there's room in the budget to kind of to fund that kind of

the the rating you want to yes um we will um follow up with you because I don't know uh when the last time the roads were raided. Typically that should happen um pretty at least 175 years but I don't know when the last time it was done I think it was about three years ago and I know engineer but I would think that changes but it should be done more often.

Yes and it can be. Yes. So, but let let me um follow up with you and give you the information about when last done and when it's scheduled to happen again and if you want to do it on a higher frequency. Thank you. Thank you so much for that.

Finish. I think the department will address us in the finance committee, but we collect about seven eight million dollars a year blocks and we spend three million on reservicing. But what is the other spent on do we have funding for other project that we take a look at? So I think that's going to be a question for our finance committee for council have the fund get the project done chair. Yes ma'am.

Question Mr. McCoy. Um if I receive requests from constituents where do I send those requests? For instance, I did receive a request asking if the city can take a look at repaving a subdivision um chaperel. Yes, you can send that to myself for Harry and then we'll follow up if I may check on this for 2026. Oh, just let you know. Thank you. But moving forward,

yeah, moving forward, you have any issues with um infrastructure, anything city related, just uh you know, forward it to myself or Harry and we'll follow up with your constituent and and you of course. Okay. Is there a nice little dashboard or something I can go to to see what is on the list? Yes, we Yes. Yes. council uh authorizes a list every year of of the roads for the paving program for the upcoming year. So that 25, but we have the list. I I'll have to

So that's what's on the list. What about what's being requested? So typically how how that works is you you have a defined program that's been approved by council.

Sometimes it works out. you might have some funding left over depending on how pricing comes in. And so in that case then you go back to council and say hey you know we have um some remaining funds and staff would recommend the roads in the worst condition or it could be geographically the closest to where they're working because that also impacts um pricing as well. and then council would decide what the pri road priorities would be for the remaining months.

Um I won't say priority it's a matter of there is a master list that comes from the survey and they rate every road in stone crest from worst to best

and the commitment is to get the worst ones first. That may be some deviation based on where they're located. You wouldn't jump from one subdivision on the north side to the south side because that's the next on the list. But there has to be justification and that come from the engineering department. I've taken a terrible beating from my neighbors since you've been on commission. You can't get our road paid. Well, you didn't rate. They want to know what's a rating. And that's when I send them this list of all of the streets in Stone Crest and how they are rated. So um you can take a look at that and uh anything that's below that's marginal poor

very poor

fair very poor yeah I think if you kind of 45 or 50 you might be considered good but it's all there with the explanation on how to read it every day and we try not to I one one deviation that's what we've been doing and we try our best to make sure we stick to it that way there is no favoritism I get beat up I get beat up by my neighbors by the chart need to be updated more often but it is what it is and we stick to the chart we cannot be accused of showing favoritism just a good old build system.

So earlier that's what you guys were speaking of um having the rating done well. Yes, got an answer for that. We did um we got the report in July. So that is on chair. Yes ma'am. Next, I want to go back to project um project uh number eight. Y

and it says that uh uh the approval, we already got the approval and the award for the installation of the sidewalks along road on the south side. When is the when are they going to start? It does not say that. Yes, ma'am. This is one of those projects that's been held up by issuing the finance. Okay. That I brought to the finance director. But as soon as we get past that, we we uh talked to the contractor this week. Uh we talked to the designer from that sidewalk sand this week and we're we're ready to get finance tickets. Okay. Yes.

Thank you.

Yes. That concludes my presentation. Thank you very much. Any other questions? Yeah. Normally Harry is the one who very much up what's going on with the contracts and getting this work done in a couple of weeks. Beyond that, we have parts that we that we'd like to get an update of what's happening with other parts of Miss McCoy and she's the lead in parks. Uh we can't do a lot of things with appointments and hiring and firing and all that good stuff. So at any rate, uh, Miss Porter is the lead for parks and she and she will provide you all with an update.

All right.

Good evening. Outside of the update that we had last week, um, I pretty much just wanted to share what's coming up this week. Of course, you know, you have lost Valentine's, which I think you all saw correspondence about that today in terms of events. And um we are also working on the battle of the drum line event that we have for Black History Month last year at Miller Grove. So that will be on February 28. So we've been meeting with Miller Grove um high school pertaining to that event. And um then in March we have Women of Wonder. Uh also regarding programs in February as mentioned last week we have the tap into tech that was rescheduled to February 24th. uh to get more participants. I have met with the team. I know we talked about this at the meeting about other ways to market and to get our information out to the community. Um, I know in the past we've worked with Stone Crest podcast and a few others and so um, we can we talked about revisiting those outlets even with BCTV just to find other ways to kind of help marketing and and get our information out because of course we always hear I didn't know about that event. I didn't know about that program and most of our things are housed on Facebook and the website and as I stated we go to the library but we really want to encourage people to attend and tap into tech. This is for seniors to make them feel more comfortable with using technology their phones and their laptops. We have a representative with the cat county that is going to be hosting that. So again that is February 24th. I attached the flyers in a previous email, but please let me know if you need anything else. We also have them posted on our Facebook page. So, of course, Parks and Rec has a different Facebook page than um the city's page.

So, you'll see everything there. And if you like to share it on your own platform, that'll be great. Um, of course, I mentioned basketball. I took a few pictures and videos this weekend and it's just amazing to see the kids play basketball. Um like I stated, Deon is doing a great job with that. Um it it's a lift, but the children are enjoying it. The parents, we have volunteer parents as well. And so just coming out to that just to see for myself on Saturday, even though I've seen the practices during the week, but um Saturday was really good, good energy in Browns Mill and Recreation Center. And so when people come in for these programs, we have our information about our other programs and other events so that you can program within your programs. You can market your other services and programs while others are are there. Um so that program with basketball, I think he said it begin March 7th and we he is also working with the Stone Crest Gardens on some baseball options. So baseball programs will be starting soon. Um, as we grow, we'll be able to grow bring more programs inhouse. Um, but the majority of our programs are vendor based still, just like when we started out at the city. Um, besides our basketball program and besides our pickle ball. Um, so those are some of the things that's coming up. Again, we have pickle ball every Tuesday and Thursday. Um, we visit it if you would like to come out. Um, I did send pictures to some of the updates with in inside of Brownsville Recreation Center. We will be mindful of documenting and showing more things as we work on projects within the center and within our parks. So, I did speak with Reggie, our facilities manager, about um scoreboards that will eventually be uh installed. Um, we're going to be working with communications to make sure that we

just get some video footage of that because it's very to me it's going to be very important just to show the progress we've made with our scoreboards and our fields just like some of the updates we've had with our fencing on our field. So, and then we have our STEM program which is sold out. Uh we only could take a limited number of students. Um but we are completely full with our STEM program and um Chris, our program coordinator, um is working with communications on the flyer for summer camp because of course we already have parents coming in asking about signing up for summer camp. So um we are ready. We're practically feel it's like we're almost here already with the things that we

yes we have tons of other events. I won't go into you know those details. Our events department we kind of have a strong footing um but we are definitely providing additional support to our programs and um networking and connecting uh even with Rockville County. you talked about going back and we met with them a few years ago and so um I think building connections within your parks and associations are is very important in terms of strengthening your programs and strengthening just awareness of what you offer the community are there any questions

how many um how many participants for the 10 program it is 15 this share. Of course, 15

15. Of course, those are goals that as we uh increase our capacity and increase our staffing, we will want to of course increase our numbers. And the program um uh it will be all day. It starts at 9. Um and again they'll be working on still projects and we do have a vendor that we have hired to uh handle the majority of that program but our internal staff will also be assisting but we definitely would want to take more kids. But of course we look at this child and teacher ratio and so they kind of just replicate replicated what we did last year with the third party vendor handling the STEM program.

I may follow up on that. Uh I think that's one thing we should be looking at as a committee if there's a need to expand the program. What will it take in terms of space and uh staffing to make it happen? So take a look at that and give us some feedback as to what it would take worth it and we can make a decision based on that. recommendations based on that.

And what we've done too is just updating updated some of our monthly reports internally so that we can track data more so that we can justify or make a better justification based on the data. Uh any projects that we would like to propose as we do extend extend our program. We want to keep track of continue to keep track of the numbers and um evaluating our programs and all of those type of things as you work on program development.

I have another question um for the tap into tech. Um you said the date was changed to the 24th. How many people participants are you accepting? Okay. And there's a QR code on our Facebook page on the flyers where they can register through our civic rec software. So we also took some of these to Walker and some of our other senior facilities. You have flyers that I can get? Sure, I can make some copies.

Yeah, if you can make some copies for me. Um there is a senior facility that I worked with during my campaign. Yeah. So I I think they would be interested. So if I can take some flyers over there. Sure.

That does put up a good point. We contacting our senior living and we're working with senior direct source on the event side but as we talked about internally u with programs utilizing some of the same context and networks we use for events to use that same strategy with programs and just being more proactive. Um, someone was in our facility today and um, in terms of our Stone Crest walkers, uh, Miss Fleming who is one of the ones that attend our senior fitness program which we got some coverage of that because the more we market it and show the coverage and the more people will come out. So, uh, if I'm there or Miss Tama who helps, uh, we always will go live or take some pictures, do do what we can if communications is not there. And so, um, Miss Fleming came in. She was like, "Why not take some of this to the mall and maybe we can do our walking, you know, one day do our walking program in the mall to kind of encourage people." She was just sharing, you know, some additional details because they really enjoy it, but we do want to expand. So, but yeah, Senior Direct Source is is um an organization that already has uh works with a lot of the seniors. And so, that's how we have so many people coming out this Friday. that will be enjoying the Vivo Lock Valentine program.

Good. Yes. Um I don't know if we over this part or not. Tika, I first of all want to thank you all for keeping uh consistency with locking down the park fair and you know even though I know you don't have a director or anything but they still consistent with that. So I really appreciate that. Uh what I wanted to ask was um second thing was oh citizen the youth uh citizen academy when does that start? Uh I know that Nicholas had mentioned it, but uh you had I think they had it up under the parks, correct? The citizens youth academy

that is going to follow up under community engagement which is under so we did meet um I was in a meeting about a week or so ago and Nick was there and we did talk about that particular program. um city manager operator will be able to share more information about the youth. Yeah. So I was in with a representative with uh GMA

and me and him was supposed to he's like they have one already in GMA and he was going to kind of sit with me and shoot some ideas on um how I can move or we can move as a you know city for the youth academy. So I just want to know who's in charge of it so that we can Okay. So it would be Nicholas. Yes, we are. Okay. Nicholas Ivy. Yeah. And um working on citizens academy. So when the academy when does the

citizens? Yeah. The is it going to be the same for the youth as it is for the civil? with he's developing that program so that's not flushed out just yet. So um if we can follow up with him and then he can send you any updates that he's made with that because he said anything I know that I thought it was um um last director he the one who brought it up here in tips immediately he brought it to us about what that it was a part of you all program that's the only reason I'm asking as one of the things that we talked about the updates for all of the program so that's so you're saying it's Nicholas Yes, it's under the city.

Okay. All right. Okay. And I think one example of that would be locally if they had a outstanding youth citizen academy. It is. Yeah. I really want that to happen. Okay. Thank you. What else? Um so sorry I'm just I'm just catching back up. Um, Porter, do you happen to know where um we can find the or would you be able to send council the budget for this year's um screen on the green

kind of and just kind of all the um parts and vendors that that we're going to be um posting during that time. I can send you the budget. I don't have all of the vendors just yet. Um, I think on the 19th we have a followup screen on the green meeting with uh the mayor's office and the finance department because we do need to solidify um who we're going to have as the artist but um I can't send you perfect. Okay. Anyone else? All right. And I think that kind of brings us to u

who um for the spring um who decides who the ent who decides that? Uh in previous years we have worked with the mayor's office on deciding who the artist is. I know uh they typically like to suggest who the artist is. Internally with the the parks team uh we always look at as we're going through the procurement process we uh have different options that we can have and so we have that this year as well.

Okay. So I would like to different options because we never gave our opinion about who we'd like to have as an artist. I would like for that to happen for us. He's g us a chance to be a part of it. Yes, I definitely

Okay. Anything else? Let me just go to the last item on the agenda that was to look at part calendar overview. I know from you we get a good rundown as finish so that's really good and the same thing with engineering a lot of projects are over this I'm not sure there others come six but we meet monthly and the question is do we need to meet monthly let's go ahead and keep them I'm suggesting that to keep them scheduled for monthly but uh as chair I'll look at it two weeks out and we don't have any new items come on the agenda. We may bypass a couple of these meetings, but we'll still keep them scheduled from now. We need to bypass the meeting, but monthly. Yes, we're a little bit taxing. We add in all the other meetings that we have in I don't want to cut it short, but at the same time, I don't like it just for the sake of meeting. I know I'll use members got to catch up on a lot of stuff but uh still we'll play it by ear and two weeks out uh the chair will make a decision as soon as we have enough new items to move forward with the meeting or we can delay it or defer it to the next one.

Any issues with that? Uh, I will say as chair Meredith, um, I echo that sentiment and I will say a big issue last year that I wish I had done more was my discretion to give council a bit, excuse me, the committee um, a bit of a bit of a using that don't want to say break, but u using the time more efficient. So I have you have no problem endorsing. All right coets over it was good to hear presentation a second time I appreciate what you doing circumstances take a motion for the motion second all in favor say I All right. Before you go, why don't say this? Full setting.