Webster Groves TAC to negotiate with TrailNet for Complete Streets outreach; forms crosswalk subcommittee

The Webster Groves Traffic Advisory Commission voted to authorize its education subcommittee and staff to negotiate a contract with TrailNet and to empower the subcommittee and staff liaison to finalize a contract for community outreach on Complete Streets, the commission decided at its March meeting. Commission members said the outreach is intended to provide basic public education about Complete Streets and to support the SS 4a demonstration projects without absorbing TrailNet’s message.

The commission moved to pursue TrailNet’s proposal after subcommittee members described a two-phase scoping process: two 45-minute planning meetings with commission representatives to set goals and develop talking points, followed by a 60–90 minute public workshop (an “open house” format) that TrailNet targeted for May 25. TrailNet’s proposal presented a fee in the $2,600 range; commission members said the Traffic Advisory Commission (TAC) had originally set aside about $2,000 for outreach, and members discussed whether the extra cost could be justified and whether the group should negotiate different terms.

Commissioners said they want TrailNet to provide a preliminary agenda or sample presentation before the public workshop, and they agreed to keep the commission’s community outreach separate from—rather than folded into—the SS 4a task force’s messaging so the TAC can control content and be clear about roles. City staff told the commission that a contract must be in place and payment scheduled before the fiscal year ends (July 1) if the expense is to be charged to the current year’s budget.

Discussion: scope, content and procurement Commission members raised two main concerns during the discussion: what TrailNet would present to residents, and whether the nonprofit’s work would be advocacy-heavy. Several members said TrailNet has a history of both advocacy and community workshops; others said that TrailNet is experienced at demonstration projects and can produce usable materials quickly. Commissioners asked TrailNet to provide a skeleton agenda and sample materials so the TAC can edit or direct the messaging during the scoping meetings.

Members also discussed timing and value. TrailNet’s scope described approximately 23–26 hours of work (two scoping meetings, preparation time, and a public workshop); commissioners noted TrailNet had offered a discounted price and that the TAC could negotiate scope and cost. City staff confirmed the contract route would be the normal procurement mechanism rather than a formal competitive bid, and staff advised copying the chief on correspondence and following the city’s contracting process.

Work plan decisions: crosswalk white paper and communications The commission also finalized key elements of its annual work plan. TAC listed three primary goals: (1) public education about Complete Streets (target completion: July 1); (2) produce a crosswalk white paper that catalogs crosswalk solutions, relative costs, and decision criteria; and (3) improve and clarify the process for citizens to raise traffic issues and for staff to respond.

On the crosswalk effort, TAC agreed to form a small subcommittee (limited to a quorum-safe number of members) to develop the white paper. Commissioner Chris Redford accepted the role of subcommittee lead; the commission set a target to have the white paper ready by Thanksgiving. The white paper is intended to give staff and the public a standard menu of options—scaled to severity, pedestrian counts, and traffic volumes—and rough cost estimates so commissioners can offer concrete alternatives when residents bring crosswalk requests.

On communications, staff described upgrades to the city’s request-tracking system (Magnet) that will replace the older “Fix It” form. Staff said the updated portal should help track requests across departments, improve response visibility for requesters, and reduce the chance that a citizen inquiry is not recorded. TAC discussed ways to direct residents who speak during public comment to the Magnet portal, and commissioners asked for clearer web guidance linking TAC’s page to the Magnet request form.

Votes at a glance - Authorize subcommittee and staff liaison to negotiate and enter a contract with TrailNet for Complete Streets outreach: approved (motion made and seconded; commission authorized subcommittee to negotiate and proceed with contract execution subject to city contracting rules). Note: TrailNet’s proposal described two scoping meetings and a May public workshop; proposed fee approximately $2,600; TAC budgeted about $2,000 originally and agreed to negotiate terms. - Empower education subcommittee and staff liaison to finalize and sign contract with TrailNet (to allow work to begin without waiting for the next full TAC meeting): approved. - Form a crosswalk subcommittee and appoint Chris Redford as lead: approved; target deliverable, crosswalk white paper, due by Thanksgiving.

Next steps TrailNet will be asked to provide a preliminary outline or sample presentation for TAC review; the TAC education subcommittee and the staff liaison will proceed with contract negotiations and will copy the chief on communications. The commission expects to present its annual report and budget request to City Council in early April and to continue working on the crosswalk white paper and website guidance for the Magnet portal over the coming months.

(Reporting note: meeting minutes and the commission’s email record contain the detailed proposal from TrailNet and the subcommittee’s notes on scope and timeline.)