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HomeMy WebLinkAbout01-06-2025 - Study Session Agenda PacketSTUDY SESSION AGENDA CITY COUNCIL MEETING CITY OF WHEAT RIDGE, COLORADO Monday, January 6, 2025 6:30 p.m. This meeting will be conducted as a virtual meeting, and in person, at: 7500 West 29th Avenue, Municipal Building, City Council Chambers. City Council members and City staff members will be physically present at the Municipal building for this meeting. The public may participate in these ways: 1. Attend the meeting in person at City Hall. Use the appropriate roster to sign up to speak upon arrival. 2. Provide comment in advance at www.wheatridgespeaks.org (comment by noon on January 6, 2025) 3. Virtually attend and participate in the meeting through a device or phone: Click here to pre-register and provide public comment by Zoom (You must preregister before 6:00 p.m. on January 6, 2025) 4. View the meeting live or later at www.wheatridgespeaks.org, Channel 8, or YouTube Live at https://www.ci.wheatridge.co.us/view Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge. The City will upon request, provide auxiliary aids and services leading to effective communication for people with disabilities, including qualified sign language interpreters, assistive listening devices, documents in Braille, and other ways of making communications accessible to people who have speech, hearing, or vision impairments. To request auxiliary aid, service for effective communication, or a document in a different format, please use this form or contact ADA Coordinator, (Kelly McLaughlin at ada@ci.wheatridge.co.us or 303-235-2885) as soon as possible, preferably 7 days before the activity or event. Public Comment on Agenda Items 1. Community Partners Grant Program enhancements 2. 2025 Capital Improvement Program Overview 3. Pavement Rating Analysis and Pavement Management Program 4. Staff Report(s) 5. Elected Officials’ Report(s) ITEM 1 Memorandum TO: Mayor and City Council THROUGH: Patrick Goff, City Manager Marianne Schilling, Assistant City Manager FROM: Cole Haselip, Management Analyst DATE: January 6, 2025 SUBJECT: Community Partners Grant Program Enhancements ISSUE: Staff has developed proposed enhancements to the Community Partners Grant Program for City Council’s consideration. PRIOR ACTION: Representatives from the Community Partners Grant Program (CPGP) Committee presented the 2025 grant year award recommendations to the City Council during the July 16, 2024, Study Session. At that meeting, the Council expressed interest in scheduling a follow-up discussion to consider program enhancements. FINANCIAL IMPACT: The CPGP typically awards $130,000 to $200,000 annually to nonprofit agencies and programs dedicated to enhancing the quality of life in Wheat Ridge. BACKGROUND: Initially launched in 2008 as the Outside Agency Contribution Program, this initiative was rebranded in 2023 as the Community Partners Grant Program. Over time, it has undergone significant evolution, including changes to the number of applicants, the application review process, and the funding awarded. In recent years, both the number of applicants and the size of award requests have grown considerably, as shown in the table below. ITEM 1 Community Partners Grant Program Growth Grant Year Applicants Requests Award Recipients Dollars Awarded 2021 25 $171,000 25 $133,800 2022 25 $157,150 25 $133,800 2023 23 $182,630 23 $160,000 2024 28 $284,330 26 $200,000 2025 43 $382,066 37 $174,150 As the number of applicants has increased, so has the challenge of thoroughly reviewing each application. The CPGP Committee’s review process includes both a submitted application and a presentation to the Committee. CPGP Members must evaluate each submission, which includes a narrative, a budget detailing how the requested funds will be spent, and the organization’s financial documents. For the 2025 grant cycle, the applications exceeded well over 350 pages, posing a substantial workload for both staff and the Committee. The rising number of applicants also strained the traditional presentation process. Historically, each organization was allotted 20 minutes, which allowed for a 10-minute presentation and a 10-minute Q&A session with the committee. However, due to the high volume of applicants, staff reduced the presentation time to 17 minutes, which shortened the overall schedule by two hours. Despite the adjustment, the presentations still spanned over 12 hours. Staff anticipates that the CPGP will continue to grow, along with the workload required to maintain the current review process. Exploring strategies to improve the efficiency of the application review process, while ensuring that selected applications align with the City Council priorities, will help maintain the program’s effectiveness and manageability as it evolves. DISCUSSION: After discussing several enhancement options with Councilor Hultin, the CPGP Committee, and the 2024/2025 CPGP award winners, staff has developed a set of recommendations for the City Council to consider. Staff’s recommendations are highlighted in bold throughout the memo, alongside other options. Two-Part Review Process Staff recommends implementing a two-part review process to streamline the evaluation ITEM 1 of smaller grant requests, allowing the CPGP Committee to focus more on larger requests. The two-part process would work as follows: Smaller Grant Requests Applications requesting $7,500 or less would be evaluated by the CPGP Committee without a presentation and would be subject to an annual award cap. This cap would be set by staff and the CPGP Committee, considering the overall program budget and the volume of requests to ensure fairness and practicality. To ensure the CPGP Committee can still gather necessary information, staff would facilitate a Q&A session with these organizations via email. Organizations would still have the option to request a presentation. These requests would be evaluated by staff, who would approve them based on the specific circumstances of the organization. For example, staff would likely grant presentation requests for organizations applying to the CPGP for the first time. Additionally, the Committee would have the option to request a presentation from any organization if significant clarification is needed or if there are multiple questions that require direct discussion. These requests would also be reviewed and approved by staff, considering the unique circumstances of each situation. Larger Grant Requests Applications requesting over $7,500 would require a presentation to the CPGP Committee before evaluation, with the Committee allocating any remaining funds available to these applicants. If this process had been in place for the 2025 grant year, it would have eliminated the need for approximately 14 presentations, saving about four hours of committee time. If successful in the first year, staff would consider raising the threshold to $10,000, which would have eliminated the need for 28 presentations, saving up to eight hours of review in the 2025 grant year. Moving forward, the grant review thresholds would continue to be evaluated and modified by staff and the CPGP Committee to balance the need to keep staff and the committee’s workload at a manageable level, to ensure that every organization has their request property heard, and to ensure that larger requests receive the appropriate level of focus. The proposed two-part application process has been endorsed by the CPGP Committee, and no concerns were raised by the 2024/2025 CPGP award recipients. Council Options: 1. Consensus to adopt the staff recommended two-part review process. 2. Consensus to adopt the staff recommended two-part review process with some ITEM 1 changes. 3. Do nothing and maintain the current CPGP review process. CPGP Timeline In conducting the CPGP review process for the 2025 grant year, the Committee recommended $200,000 in awards, which the City Council accepted during their July 16, 2024, Study Session. However, due to budget constraints, the CPGP, along with several other City programs, faced funding cuts necessary to balance the 2025 budget. The CPGP received a 10% budget reduction, which was applied equally across all awarded organizations. While staff made it clear to CPGP applicants, award winners, and the Committee that budget cuts were a possibility and that awards would not be finalized until the 2025 budget was adopted in November, starting the grant cycle with that level of uncertainty was far from ideal. Shifting the CPGP timeline to later in the year, closer to budget adoption, would provide staff with a clearer financial picture for the upcoming year. This would allow the CPGP Committee to make award recommendations with a more accurate understanding of the available budget. The proposed timeline is described below: Community Partners Grant Program Proposed Timeline CPGP Milestones Current Proposed Applications Open March 1 June Applications Close April 30 August Committee Evaluates Requests June September Council Considers Recommendations July Prior to Budget Adoption Council Adopts Budget October/November October/November Awards Delivered February February The proposed timeline shift has been endorsed by the CPGP Committee, and no concerns were raised by the 2024/2025 CPGP award recipients. The proposed timeline shift is approximate and may change slightly year to year based on the circumstance at that time. Council Options: 1. Consensus to adopt the staff proposed timeline shift to align with the budget process more closely. 2. Consensus to adopt the staff proposed timeline shift to align with the budget process more closely, with some changes. ITEM 1 3. Do nothing and maintain the current CPGP timeline. CPGP Criteria CPGP applicants are required to design their applications and presentations to align with the programs adopted criteria. The CPGP Committee then evaluates applicants based on their adherence to these criteria. The programs criteria are listed below: • Identified Community Need • Estimated Number of Wheat Ridge Residents Served Annually • Programs Impact on the Quality of Life for Wheat Ridge Residents • Programs Contribution to the Health, Safety, and Welfare of Wheat Ridge Residents • Strong Performance Metrics In addition to program criteria, Council may consider application parameters that have been mentioned by council members during previous CPGP presentation discussions. Examples of these parameters could include consolidating the number of applications submitted from a single organization, and/or requiring that applicants disclose the extent to which they are funded by the City in any other capacity. Staff and the CPGP Committee request that the City Council review these program criteria and potential application parameters to ensure they remain relevant and aligned with the Councils goals for the program. The 2025 funding recommendation and summary have both been included in the packet for reference as Attachments 1 and 2. Council Options: 1. Consensus to adopt amended CPGP criteria. 2. Do nothing and maintain the current CPGP criteria. RECOMMENDATIONS: Two-Part Review Process 1. Consensus to adopt the staff proposed two-part review process. CPGP Timeline 1. Consensus to adopt the staff proposed timeline shift to align with the budget process more closely. CPGP Criteria 1. No recommendation. ATTACHMENTS: 1. 2025 Community Partners Grant Program Recommendations 2. 2025 CPGP Applicant Summary 2025 Community Partners Grant Program Recommendations Community Partner 2024 Requests 2024 City Council Awards 2025 Requests 2025 City Council Recommendation A Little Help $0 $0 $12,500 $1,750 Active Transportation Advisory Team $1,500 $1,500 $3,917 $3,660 Bayaud Enterprises Inc $10,000 $2,600 $10,000 $0 CASA of Jefferson & Gilpin Counties $8,000 $8,000 $8,000 $8,000 Colorado Youth for a Change $10,000 $6,800 $10,000 $8,000 Community Table $15,000 $13,000 $8,000 $7,500 Cross Purpose $0 $0 $10,000 $0 DeAngelis Center Foundation $0 $0 $15,000 $5,000 Denver Urban Gardens $0 $0 $10,000 $1,000 Denver Young Artists Orchestra Association $0 $0 $23,585 $1,000 Family Tree $10,000 $10,000 $5,934 $9,000 Farmers 5000 $6,000 $6,000 $5,000 $5,000 Foothills Regional Housing $0 $0 $10,000 $6,250 Friends of Paha $5,580 $5,580 $10,000 $5,670 Hope Connection & Community $12,000 $4,100 $10,000 $4,750 Intermountain Health-Lutheran Medical Center Foundation $20,000 $6,000 $5,670 $1,000 Jefferson Center for Mental Health $28,000 $24,300 $10,000 $12,800 Jefferson County Library Foundation $1,400 $1,400 $20,000 $1,400 Jefferson County Prosperity Partners $0 $0 $19,560 $4,500 Jefferson County Schools Foundation $0 $0 $1,400 $5,000 Jewish Family Services $5,000 $5,000 $10,000 $5,000 Mile High Farmers $0 $0 $20,000 $1,500 Outdoor Lab Foundation $20,000 $20,000 $10,000 $12,500 Regional Air Quality Council $6,500 $4,000 $6,500 $2,000 Seniors’ Resource Center $20,000 $20,000 $20,000 $10,000 Severe Weather Shelter Network $10,000 $8,000 $25,000 $2,500 STRIDE Community Health Center $0 $0 $10,000 $4,000 Sunshine Home Share $3,000 $3,000 $6,000 $3,000 The Action Center $10,000 $8,100 $10,000 $7,250 The Rising/Mission Arvada $13,500 $6,420 $20,000 $8,500 Tin Shed Food Pantry $0 $0 $30,000 $3,000 Wheat Ridge Center for Music and Arts $0 $0 $9,880 $4,970 Wheat Ridge Coalition for Education $0 $0 $6,500 $0 Wheat Ridge Community Foundation $9,800 $6,400 $7,000 $5,000 Wheat Ridge Football Fighting 43s $0 $0 $32,000 $5,000 Wheat Ridge Friends of Stevens $0 $0 $33,000 $7,500 Wheat Ridge Grange $0 $0 $5,000 $0 Wheat Ridge High School Instrumental Band Boosters $7,500 $5,500 $7,200 $4,000 Wheat Ridge High School PTSA $0 $0 $9,000 $2,000 Wheat Ridge High School STEM program $15,000 $15,000 $15,000 $12,500 Wheat Ridge Kiwanis $0 $0 $3,000 $3,000 Wheat Ridge Optimist Club $1,500 $1,500 $2,500 $1,500 Wheat Ridge Theatre Company $0 $0 $12,000 $4,000 Total $215,530 $192,200* $382,066 $200,000 Red = new applicant this year *Total awarded for 2024 cycle was $200,000. Not all recipients reapplied ATTACHMENT 2 2025 Community Partners Grant Program Applicant Summary A Little Help Program Description: ALH provides essential services and intergenerational programming for older adults in Wheat Ridge, fostering community cohesion and improving quality of life through volunteer-based assistance and social engagement initiatives. Funding Request: $12,500 Request Description: ALH seeks $12,500 from Wheat Ridge for staffing and program expenses to expand older adult services, ensuring high-quality support and volunteer coordination. Active Transportation Advisory Team Program Description: The Wheat Ridge Active Transportation Advisory Team (ATAT) promotes active lifestyles, safety, and inclusivity through biking, walking, and transit programs. They refurbish donated bikes, advocate for infrastructure improvements, and collaborate with city initiatives. Funding Request: $3,916.68 Request Description: The ATATs seek funding for storage space, bike refurbishment, and educational initiatives to promote safety and active transportation in Wheat Ridge. Bayaud Enterprises Inc. Program Description: Bayaud Enterprises empowers adults facing disabilities and socio- economic challenges through job training, placement, and supportive services, fostering self-sufficiency and community resilience. Funding Request: $10,000 Request Description: These funds will be used towards the leadership, fund development, and community outreach needed to provide employment related programs and services to the residents living in poverty in Wheat Ridge, Colorado. CASA of Jefferson & Gilpin Counties Program Description: CASA of Jefferson & Gilpin Counties provides carefully trained volunteers who advocate for abused and neglected children in court, promoting their well- being and stability. Funding Request: $8,000 Request Description: CASA of Jefferson and Gilpin Counties seeks $8,000 from Wheat Ridge to support advocacy for abused children and housing for emancipated foster youth. Colorado Youth for a Change Program Description: Colorado Youth for a Change aims to boost reading proficiency at Stevens Elementary in Wheat Ridge through the Reading Corps program, targeting students below grade level with tailored interventions for accelerated progress and improved academic outcomes. Funding Request: $10,000 Request Description: The grant will support the Reading Corps program at Stevens Elementary, funding a full-time literacy tutor to provide over 400 hours of tutoring to 20 students, aiming for 70% to meet or exceed grade-level reading targets. Community Table Program Description: Aiming to alleviate hunger and enhance well-being, Community Table offers food assistance, emergency aid, and comprehensive support programs, striving to uplift individuals and families out of poverty in Wheat Ridge. Funding Request: $15,000 Request Description: Funds requested for emergency food assistance initiatives and self- sufficiency programs in Wheat Ridge aim to combat hunger and empower struggling families toward stability and self-reliance. CrossPurpose Program Description: CrossPurpose empowers individuals in Denver and neighboring counties to exit poverty through career training and support, leading to self-sufficiency and generational wealth. Funding Request: $10,000 Request Description: Requested funds will cover certification costs for 6 Wheat Ridge residents in the CrossPurpose Leader program, enabling career-track employment opportunities in various fields. DeAngelis Center Foundation Program Description: The Jeffco DeAngelis Foundation in Wheat Ridge offers free or low- cost safety trainings to over 18,000 individuals across Colorado, focusing on school and community safety, including prevention, preparedness, response, and recovery. Funding Request: $23,585 Request Description: The Jeffco DeAngelis Foundation seeks funding for admin support, materials, professional services, and capital projects to enhance community safety trainings in Wheat Ridge, aiming to expand programs and resources sustainably. Denver Urban Gardens Program Description: DUG manages 200 community gardens in Denver Metro Area, including 3 gardens and 1 food forest in Wheat Ridge, serving at least 228 residents annually. Their Stevens Elementary School garden promotes community, cultural diversity, interdisciplinary learning, and provides nutritious food. Funding Request: $5,934 Request Description: DUG's research-proven community gardening positively impacts physical and mental health. Harvests from the Stevens garden directly benefit students, community potlucks, donations to those in need, and hunger relief efforts. Additionally, it fosters healthier eating habits, environmental awareness, and community engagement among children. Denver Young Artists Orchestra Association Program Description: DYAO brings enriching music programming to Wheat Ridge, fostering youth participation and cultural experiences, while expanding its presence through annual performances and outreach activities. Funding Request: $5,000 Request Description: Support from the City of Wheat Ridge will assist with venue rental, production costs, and marketing expenses targeted to residents of Wheat Ridge. Family Tree Program Description: Family Tree fills service gaps in child abuse, domestic violence, and homelessness. With integrated, multi-generational strategies, they provide shelter, support, and advocacy, empowering Wheat Ridge residents toward stability and self- sufficiency. Funding Request: $10,000 Request Description: Family Tree seeks funding to aid Wheat Ridge individuals, children, and families in achieving safety, stability, and healing. Support enables their interconnected service model, fostering systemic change and transformative impact through personalized goals and resource connections. Farmers 5000 Program Description: A historic race promoting fitness and community spirit, with proceeds supporting educational programs at a local school. Funding Request: $10,000 Request Description: Farmers 5000 requests funding to support their grant program. They award grants to several teacher and school administrator programs. Foothills Regional Housing Program Description: Foothills Regional Housing provides affordable housing and vouchers, innovating to meet diverse needs and improve residents' lives, especially in Wheat Ridge. Funding Request: $10,000 Request Description: Foothills Regional Housing requests $10,000 for a part-time service coordinator at Vance Street Lofts, ensuring housing stability and support for vulnerable residents. Friends of Paha Program Description: Camp Paha offers summer camp for youth with disabilities, providing vital respite for families. Friends of Paha fundraises to support camp costs, ensuring access to therapeutic recreation and social enrichment activities for participants. Funding Request: $5,670 Request Description: The funding request for Camp Paha in 2025 will assist families with tuition and camp expenses, averaging $950 per resident for tuition aid and ~$200 per attendee for supplies and field trips. Hope Connection & Community Program Description: HCC provides food security, hygiene items, and community events, fostering a sense of belonging and safety for Wheat Ridge residents. Funding Request: $10,000 Request Description: Grant funds requested to maintain and expand food assistance for Wheat Ridge families, doubling the number served and increasing monthly budget. Intermountain Health-Lutheran Medical Center Foundation Program Description: Lutheran Medical Center Foundation enables the hospital's hospice program to provide comprehensive end-of-life care and bereavement counseling to patients and families, regardless of financial status. Funding Request: $20,000 Request Description: Grant funding is requested to support patient care and bereavement programs at Lutheran Hospice, which serves Wheat Ridge residents and their families. Jeffco Prosperity Partners Program Description: Jeffco Prosperity Partners (JPP) moves families from poverty to prosperity through comprehensive services, whole-family coaching, and educational support, benefiting Wheat Ridge and Arvada communities. JPP fosters stability, empowerment, and economic self-sufficiency, positively impacting overall well-being and community resilience. Funding Request: $10,000 Request Description: Requested funds will support operational costs, educational workshops, and emergency financial aid for families in crisis, aiding their path to self- sufficiency. Services include education, workforce development, parenting resources, financial literacy, healthcare access, childcare, and emergency assistance. Jeffco Schools Foundation Program Description: Jeffco Schools Foundation supports Jeffco Public Schools since 1983, aiding over 150 schools and 68,000 students. Focus areas include community strengthening, educator support, and student growth, fostering a thriving community and equitable education for Wheat Ridge residents. Funding Request: $20,000 Request Description: Funds will aid Wheat Ridge schools with basic needs, educator grants, and project supplies for career exploration and social-emotional learning, ensuring all students thrive. Jefferson Center for Mental Health Program Description: Jefferson Center provides school-based counseling services targeting youth mental health, addressing rising anxiety and depression rates. Their outreach fosters safer, healthier, and more productive communities in Wheat Ridge. Funding Request: $19,560 Request Description: Jefferson Center requests $19,560 to support a 0.5 FTE counselor position at Everitt Middle School and provide office supplies, therapy games, and engagement activities for school-based counseling across four Wheat Ridge schools, benefiting over 1,000 students and 50 community members. Jefferson County Library Foundation Program Description: The Wheat Ridge branch of Jefferson County Public Library serves as a vital community hub, offering free programs and resources for all ages and backgrounds. Funding Request: $1,400 Request Description: The Wheat Ridge Library requests funding to support arts and diversity programs, including educational series with local artists and cultural institutions, crafts, food, and lectures, benefiting all ages and backgrounds in the community. Jewish Family Services Program Description: JFS operates an Aging Care Connections (ACC) program which offers homemaker services and care management to support older adults in Wheat Ridge, addressing needs identified in the Community Assessment Survey of Older Adults (CASOA) 2022. JFS provides comprehensive support, including financial assistance and mental health services, to enhance the health, safety, and wellbeing of residents. Funding Request: $10,000 Request Description: JFS seeks $10,000 from Wheat Ridge's Community Partners Grant Program to support ACC's services for older adults, providing homemaker services, care management, and informational sessions to enhance their health, safety, and welfare. Mile High Farmers Program Description: Mile High Farmers, founded in 2010, promotes sustainable agriculture in Wheat Ridge and Denver. Through education, advocacy, and events like the Producers Summit, we empower farmers and foster community wellness. This grant will amplify our impact, reaching more residents and strengthening our mission. Funding Request: $6,500 Request Description: Funding requested for their Annual Producers Summit, which provides a platform for farmers and industry leaders to collaborate, share insights, and drive meaningful progress within the local agricultural landscape. Outdoor Lab Foundation Program Description: Outdoor Lab provides transformative outdoor experiences for Wheat Ridge students, ensuring equitable access to nature through programs like Tuition Assistance, Internships, and High School Leadership. They facilitate learning and preservation, fostering lifelong connections to the outdoors. Funding Request: $20,000 Request Description: The Outdoor Lab Foundation requests support for six Wheat Ridge- area schools, ensuring over 400 students, including those on free and reduced lunch, can attend Outdoor Lab. They aim to cover tuition costs and unpaid fees, ensuring equitable access to this transformative experience. Regional Air Quality Council Program Description: The Regional Air Quality Council (RAQC) ensures Coloradoans enjoy clean air, reducing ozone pollution through vehicle upgrades and promoting electric vehicles, benefiting public health and the environment. Funding Request: $4,000 Request Description: Funds from Wheat Ridge support RAQC's air quality programs, including ozone compliance, public education, and initiatives like electric mower adoption, benefiting Wheat Ridge and the Denver metro area. Seniors’ Resource Center Program Description: SRC provides comprehensive services to older adults in Wheat Ridge, promoting independence and wellbeing through care management, in-home support, facility-based services, caregiver counseling, and innovative programs like the Trishaw Cycling Program. Funding Request: $20,000 Request Description: SRC seeks $20,000 from Wheat Ridge to sustain vital programs like in-home care and respite services for older adults, facilitating their independence and community engagement. Severe Weather Shelter Network Program Description: Severe Weather Shelter Network (SWSN) provides life-saving shelter to the unhoused, year-round resource navigation, and outreach. With a focus on dignity and connection, it serves Wheat Ridge and beyond. Funding Request: $25,000 Request Description: SWSN seeks funding to offset volunteer decline due to COVID, covering personnel costs, meals, and supplies to sustain shelter and resource navigation services. STRIDE Community Health Center Program Description: STRIDE Community Health Center provides essential healthcare services to low-income individuals in Wheat Ridge and beyond, offering primary care, dental care, mental health services, and preventive care on a sliding fee scale. Through outreach and preventive measures, STRIDE improves community health outcomes and promotes equity in healthcare access. Funding Request: $10,000 Request Description: STRIDE Community Health Center seeks funding to enhance Wheat Ridge clinic facilities, focusing on comfort, safety, and accessibility for patients and community members. Sunshine Home Share Program Description: Sunshine addresses the needs of aging adults in Wheat Ridge by providing safe, affordable housing through a home-sharing model. It decreases isolation, increases income, and improves access to supportive services, promoting aging in place and reducing reliance on public resources. Funding Request: $6,000 Request Description: Sunshine requests funding to support its home-sharing program, enhancing communication, conflict resolution, and financial wellness services for older adults in need of affordable housing and supportive services. The Action Center Program Description: The Action Center is Jefferson County's leading nonprofit, providing immediate assistance and long-term support to address root causes of hardship, benefiting Wheat Ridge residents with food, stabilization, and supportive services. Funding Request: $10,000 Request Description: The Action Center seeks ongoing support from Wheat Ridge for food rescue and distribution efforts, aiding thousands facing food insecurity through grocery access and emergency provisions. The Rising/Mission Arvada Program Description: Mission Arvada combats homelessness in Wheat Ridge by offering low-barrier services, including housing navigation and wrap-around support, addressing basic needs, and facilitating access to professional services. This reduces the unhoused population, benefiting community safety and stability. Funding Request: $20,000 Request Description: Mission Arvada seeks funding to support Housing Support Case Management services, aiding newly housed individuals in maintaining stable housing by offering counseling, financial guidance, and assistance with move-in expenses. This funding ensures housing stability and reduces homelessness. Tin Shed Food Pantry Program Description: Our agency prioritizes serving Wheat Ridge residents, providing food and essential items, addressing community needs, and fostering partnerships for holistic support, including job skills and mental health services. Funding Request: $30,000 Request Description: The grant will fund food purchases, transportation, and storage, emphasizing quality and affordability, including local produce, and covering van expenses and refrigeration maintenance. Wheat Ridge Center for Music and Arts Program Description: The Wheat Ridge Center for Music and Arts fosters community through arts engagement, offering space for diverse artistic expression and collaboration. Funding Request: $9,880 Request Description: The Wheat Ridge Center for Music and Arts seeks funding for security upgrades, digital outreach enhancements, and improved outdoor signage to increase community safety and awareness. Wheat Ridge Coalition for Education Program Description: WRC fosters community engagement in Wheat Ridge schools, promoting trust and collaboration among families and the broader community through various initiatives like safe routes to schools, bike programs, and transportation assistance. Funding Request: $6,500 Request Description: WRC seeks funding to enhance school programs, provide RTD passes, and start initiatives like the Thanksgiving meal and Holiday Miracle shop, supporting Wheat Ridge families with discretion and community engagement opportunities. Wheat Ridge Community Foundation Program Description: The Foundation’s broad spectrum of Client Funds share a common goal to improve quality of life for all residents of Wheat Ridge in the areas of aging, socializing, recreating, learning, working and enjoying our local culture and the outdoors. Funding Request: $7,000 Request Description: Requesting $5,000 for staff pay and $2,000 for matching funds to create new Endowment Funds or boost WRCF's Endowment Fund, aiming for self- sufficiency. Previously, $4,800 was sought for accounting; now, adding $200 to enhance staff pay rates to $6.00 per transaction. Wheat Ridge Football Fighting 43s Program Description: Wheat Ridge High School aims to revive community spirit and honor its legacy through football. The Fighting 43's engage in community service and events to strengthen ties with residents. Funding Request: $32,000 Request Description: Funding is needed to fulfill essential safety, training, and equipment needs for Wheat Ridge High School football. Additional support will enhance player experiences and bolster community pride. Wheat Ridge Friends of Stevens Program Description: Friends of Stevens supports Stevens Elementary School with resources and events, fostering community engagement and aiding a generally underserved population. Funding Request: $33,000 Request Description: Funding is requested to support after-school clubs, volunteer background checks, Back to School Night, Family Reading Nights, Koffee with Katie, Pieces of Me event, Celebration of Learning, and End of the Year Block Party. Wheat Ridge Grange Program Description: The Grange hosts community events like the Pancake Breakfast, Holiday Tree Lighting, and Citizen Recognition Night. It supports the Feed the Future Backpack Program and offers its space for various activities, aiming to enhance community well-being for over 117 years. Funding Request: $5,000 Request Description: Because of the age of the building, we would like to invest in energy efficient windows, landscaping, and a new, little free library. If the building is maintained, the community will be able to continue to use it. Wheat Ridge High School Instrumental Band Boosters Program Description: The WRHS Instrumental Music Program fosters community connections through performances and outreach, enriching the lives of students and residents alike. Music enhances student well-being and academic performance, contributing to WRHS's vitality and enrollment. Funding Request: $7,200 Request Description: The funding request is to upgrade recording and audio equipment in the music room and auditorium to support student learning and performances across various music programs. A new computer is also needed for enhanced editing capabilities. Wheat Ridge High School PTSA Program Description: Wheat Ridge High School PTSA fosters community spirit through events, scholarships, and support for families and staff, aiming to create lifelong memories and connections. Funding Request: $9,000 Request Description: The $9,000 funding request would support scholarships, grade-level activities, Holiday Angels program, Staff Appreciation events, and Post Prom event. Wheat Ridge High School STEM Program Program Description: The STEM program teaches engineering fundamentals, problem- solving, and teamwork skills, preparing students to be contributing citizens in society. Funding Request: $15,000 Request Description: The received funding will help WRHS STEM purchase materials necessary for the students to build/update their Shell Eco-marathon vehicles, NASA Human Powered Rover and Battle Bots. Wheat Ridge Kiwanis Program Description: The organization actively engages with Wheat Ridge schools, students, and families through recognition programs, leadership initiatives like the Builder's Club, and support services in HUBs. Additionally, they provide scholarships and volunteer extensively to foster community cohesion and support. Funding Request: $3,000 Request Description: The funding request includes expanding the student recognition program to Steven's Elementary, introducing student and teacher of the month awards, and initiating Angel Bags at Everitt Middle School to support students in need or deserving of encouragement. Wheat Ridge Optimist Club Program Description: The organization supports youth and fosters community connections, enhancing trust and well-being through partnerships with local leaders and providing scholarships and activities for Wheat Ridge residents. Funding Request: $2,500 Request Description: Requested funding will be used 100% to purchase food gift cards and clothing gift cards for Wheat Ridge area families for distribution during our Christmas program. Wheat Ridge Theatre Company Program Description: Wheat Ridge Theatre Company provides live theater performances and classes for all ages, fostering community engagement and inclusivity in Wheat Ridge. Funding Request: $12,000 Request Description: Requested funds will cover performance rights for shows and support the launch of classes for seniors with Alzheimer's and youth with disabilities. ITEM 2 Memorandum TO: Mayor and City Council THROUGH: Patrick Goff, City Manager FROM: Maria D’Andrea, Director of Public Works DATE: January 6, 2025 SUBJECT: 2025 Capital Improvement Program Overview ISSUE: In late-2023, all Capital Improvement Program (CIP) responsibilities were aligned to be delivered by the Public Works Department from the beginning of a project (planning, design, environmental) through the end (construction and close out). The city has recently hired several new staff to oversee and manage the CIP who will be introduced at the Study Session. Staff will also provide a brief overview of the planned CIP activities for the upcoming year. BACKGROUND: The following table provides a comprehensive list of the anticipated efforts on various projects in 2025: Project Expected 2025 Expenditure Funding Source/Fund 2025 Goal Improve Wadsworth $10,700,000 CIP Fund Substantial completion of construction Wadsworth Path, 32nd Ave to 35th Ave $1,528,000 CIP Fund Complete design; advertise for construction Stormwater Rate Study $65,000 CIP Fund Complete Study; present recommendations Clear Creek Area Bus Terminal $525,000 Renewal WR Bond Fund Complete design; advertise for bids; substantial completions of construction 32nd Avenue Bike Lanes $1,260,000 Renewal WR Bond Fund Complete construction ITEM 2 FINANCIAL IMPACT: Funds, in the amounts shown above, were included in the 2025 budget except for design costs for the 38th Avenue West project. Staff is anticipating bring forth a budget amendment in late-January 2025 to encumber additional funds to complete the design of this project in 2025. This effort was originally planned for 2026. Similarly, depending on the progress made on the design of the sidewalk gap project, staff may bring forth a budget amendment later in 2025 to advance construction funding to this year instead of 2026, as currently planned. Youngfield Ave Aesthetics $4,187,000 Renewal WR Bond Fund Complete construction Youngfield Bridge Scour Repair $233,000 Renewal WR Bond Fund Complete construction Recreation Center Culvert Repair $260,000 Renewal WR Bond Fund Complete construction Ward Station Area Pedestrian Bridge & Trail $12,125,000 Renewal WR Bond Fund Acquire all needed right- of-way; advertise for bids; initiate construction Emergency/Prioritized Storm Sewer Repair $1,500,000 Next Chapter Bond Fund Evaluate known problem areas & prioritize for repair; respond to emergency repairs as needed Pavement Management $3,000,000 Next Chapter Bond Fund Design and complete construction on prioritized segments 38th Ave Refresh (Harlan to Pierce) $500,000 Next Chapter Bond Fund Initiate design 38th Ave West (Youngfield to Kipling) $1,800,000 Next Chapter Bond Fund Initiate and complete design Traffic Study (44th/Tabor and 44th/Eldridge) $75,000 Next Chapter Bond Fund Complete study Sidewalk Gap Construction $155,000 Next Chapter Bond Fund Complete design Sidewalk & Concrete Maintenance (Zone2) $500,000 Next Chapter Bond Fund Complete construction ADA Pedestrian Ramp Installation (Zone 2) $300,000 Next Chapter Bond Fund Complete construction Total $38,713,000 ITEM 2 DISCUSSION: Staff will provide a presentation and then be available for questions and discussion. ITEM 3 Memorandum TO: Mayor and City Council THROUGH: Patrick Goff, City Manager FROM: Maria D’Andrea, Director of Public Works DATE: January 6, 2025 SUBJECT: Pavement Rating Analysis and Pavement Management Program ISSUE: The goal of Wheat Ridge’s Pavement Management Program is to continuously maintain the city’s street network in a safe and fiscally responsible manner. To accomplish this, the Public Works Department programs and implements cost-effective maintenance and repair strategies in a manner that will maximize the service life of a given street. The overall system will be maintained to achieve an average pavement condition index (PCI) to be no less than 65. According to the recently completed pavement analysis, the current average PCI of the city's street network is 66. BACKGROUND: One of the greatest challenges any city faces is maintaining, preserving and restoring its streets. The street network represents a huge investment of financial capital and, therefore, this asset must be managed and maintained in a comprehensive and cost- effective manner. Pavement maintenance can be equated to home ownership and maintenance. Certain repairs need to be completed at certain times, e.g. painting windows or siding to protect them from the elements. At other times, more extensive repairs are needed where surface maintenance is just not enough, e.g. replacing rotted windowsills or siding instead of just painting over them. If the rotting can be stopped, or at least curtailed, before the sills or siding need to be replaced, money will be saved in the long term. In a similar manner, the city has implemented a street rehabilitation and maintenance program to address streets which are in relatively good condition and those which require more extensive repair. Providing a mechanism to address the problem of deteriorating streets in a planned and proactive manner is a responsible action for the city to take and will help to avoid having a large portion of the street network deteriorate all at once. Recently, the city undertook an effort to quantitatively rate all the streets and provide information to assist in prioritizing repairs along with the needed level of investment to maintain the system at its current level. ITEM 3 The city is responsible for 135.9 center-line miles of streets which includes arterial streets (17.1 miles), collector streets (7.0 miles), and local/residential streets (111.8 miles). Repairs have typically been completed throughout the city based on visual assessment by staff of pavement deficiencies. In 2024, city staff undertook a pavement rating analysis to determine the Pavement Condition Index (PCI) on a scale of 0 to 100 for each pavement segment. The current average rating for all street segments throughout the city is 66 – which is defined as Fair. The percentage of streets in each rating category, is summarized in the table below: Rating PCI Range % of Street Network Excellent 100-86 8.2% Good 85-71 30.6% Fair 70-56 45.1% Poor 55-41 12.7% Very Poor 40-26 3.3% Serious/Failed Less than 25 0% This quantitative rating will assist staff in determining the appropriate treatment based on each street segment’s current condition. Repair work is being divided into three categories: Routine, Preventive, and Corrective and will be addressed in six zones of the city on a cyclic basis. The objective of Wheat Ridge’s Pavement Management Program is to extend pavement life and enhance system-wide performance in a cost-effective and efficient way by providing the right maintenance or repair to the right streets at the right time. The Program places a priority on maintaining the roads that are in Good condition since, as street maintenance is deferred, more expensive repair strategies become necessary (Corrective Maintenance), whereas more cost-effective Preventative Maintenance can extend the service life over a longer period of time for less total cost. One of the goals of the Program is to correct street segments before they become so deteriorated that they require a more expensive repair strategy. This approach treats the highest percentage of the street network and is the most cost-effective use of funds. However, given the overall rating of 66, where most of the streets are in the Fair category, more investment will need to be made in corrective repairs to keep this group of streets from falling into a worse condition. The PCI system was initially developed by the Army Corps of Engineers to rate pavements ITEM 3 on a range of 100 (newly surfaced pavement) to 0 (failed pavement). The rating is obtained from a field inspection evaluation of the entire surface of a street segment to measure the quantity, type and severity of distresses in the pavement. This evaluation is completed in accordance with ASTM 6433, Standard Practice for Roads and Parking Lots Pavement Condition Index Surveys, to ensure consistency in ratings. The field data is then used to compute a PCI rating for each segment. This rating will allow for quantitative analysis of the current condition of city streets. This data will be combined with staff evaluation and engineering judgment to determine the appropriate treatment by street segment. The Program will: • Require the city to make cost-effective and timely choices about how to spend its limited maintenance dollars; and • Provide a comprehensive plan to address routine, preventive and corrective maintenance in a manner that is planned and communicated to the public in a timely manner; and • Coordinate pavement maintenance and repair with utility repairs and replacement to limit future street cuts and leverage resources. Repair work is being divided into three categories: Routine, Preventive, and Corrective. Preventative and Corrective maintenance will be addressed in one of six zones of the city on a rotating basis. The six areas were divided to achieve relatively similar quantities of pavement. Routine maintenance will occur throughout the city every year, as needed. A pavement maintenance plan for Arterial streets will be developed that complements but does not necessarily follow the six zones. FINANCIAL IMPACT: Funds have been identified for pavement maintenance within the Next Chapter Bond Fund (also referred to as 2J Initiative) as shown below. It is estimated that approximately $3.0M is needed annually to maintain the street network at its current average rating of 66. It is the hope that future CIP funds will be identified to supplement the Next Chapter bond funds for pavement maintenance. Year Amount 2025 $3,000,000 2026 $2,000,000 2027 $2,000,000 2028 $2,000,000 2029 $2,000,000 2030 $1,000,000 ITEM 3 CONSTRUCTION SCHEDULE: Analysis and design would occur in the previous year for construction in the next. For example, the 2025 schedule is currently being developed by staff for Zone 1 (Corrective Maintenance) and Zone 5 (Preventative Maintenance) for construction in 2025. DISCUSSION: Staff will provide a presentation and then be available for questions and discussion. Staff is requesting concurrence on this approach from the City Council. ATTACHMENTS: 1. Presentation Pavement Rating Analysis January 6, 2025 Street Network Pavement Condition Index (PCI) OCI Range Rating 100 – 86 Excellent 85 – 71 Good 70 – 56 Fair 55 – 41 Poor 40 – 26 Very Poor < 25 Serious/Failed Data Collection & Analysis Process •Data collected on every street segment •Quantifies pavement distresses such as cracking including their severity & extent •Results in a “score” of 0 to 100 for a given segment •Assists staff in determining appropriate maintenance strategies & prioritizing segments for repair •Follows ASTM 6433, Standard Practice for Roads and Parking Lots Pavement Condition Index Surveys Overall Network OCI = 66 Miles of Network by Rating Pavement Condition by Category Overall Network OCI = 66 Excellent Rating (100 – 86) Good Rating (85 – 71) Fair Rating (70 – 56) Poor Rating (55 – 41) Very Poor Rating (40 – 26) Estimated Rehabilitation Costs •Estimated cost to repair all streets with a PCI of 55 or less is approximately $18.85M •Estimated cost to maintain the target PCI of around 65 is approximately $3.0M annually •Costs would be higher if a higher PCI is desired Pavement Management Program Completing the Right Repair on the Right Road at the Right Time Preventative Maintenance vs Reconstruction Cycle Pavement Management Program Elements •Address different types of maintenance based on the identified distresses and the level of severity, by Zone •Routine Maintenance •Preventative Maintenance •Corrective Maintenanc •Six-year cycle for Local & Collector Streets •Separate, multi-year plan for Arterial Streets Routine Maintenance •Planned; cyclical – or – •Reactive to issues; performed after a deficiency occurs in the pavement •Typically does not increase the PCI Treatments: •Crack sealing/crack filling •Pothole patching •Leveling/correcting low spots or isolated bad spots Preventative Maintenance •Performed to protect the existing pavement •Extends the service life of the street but doesn’t add any structural strength •Proactive •Applied to Pavements in Good to Fair condition Treatments: •Slurry Seal •Chip Seal •Microsurfacing Corrective Maintenance •Extends the life of the pavement through structural enhancements •Performed when deficiciences are so significant that preventative maintenance is not effective •Reactive •More extensive and costly Treatments: •Mill & Overlay (resurfacing) •Full Depth Reclamation •Hot Mix Overlay Maintenance Cycle, by Zone •Work is concentrated in Zones, based on a cycle •Routine Maintenance can occur anywhere throughout the city • Not every street receives a treatment in any given year, within a Zone Zone Corrective Preventative 1 2025 2027 2 2026 2028 3 2027 2029 4 2028 2030 5 2029 2025 6 2030 2026 Pavement Management Funding Year Amount 2025 $3,000,000 2026 $2,000,000 2027 $2,000,000 2028 $2,000,000 2029 $2,000,000 2030 $1,000,000 Funding Source: Next Chapter Bond Fund (2J) Coordination with Other Entities •Dry utilities (Xcel, Century Link, Google Fiber, etc.) •Wet utilities (Water and Sanitation districts) •Planned city Stormwater repairs •Denver Water lead service line replacement Program Benefits •Corrects streets before they become so deteriorated that they require a more costly repair strategy resulting in an extended service life •More cost-effective use of funds; costs less than a “worst first” approach •Allows for improved communications with the public •Improves coordination with public & private utilities •Improves planning & certainty •Likely lower mobilization costs as a result of working in a concentrated area Questions & Discussion