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HomeMy WebLinkAbout2014-11-12IDIAN CITY COUNCIL SPECIAL MEETING AGENDA City Council Chambers 33 East Broadway Avenue Meridian, Idaho AMENDED AGENDA Wednesday, November 12, 2014 at 3:00 PM 1. Roll -Call Attendance X David Zaremba X Joe Borton O Charlie Rountree X Keith Bird X Genesis Milam X Luke Cavener X Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Adoption of the Agenda Adopted 4. Consent Agenda Approved (Pg 2-3) A. Approve Minutes of October 28, 2014 City Council Meeting B. Approval of Contract Change Order No. 1 to Insight Architects for the "Storey Park Development Design" project for a Not -To -Exceed amount of $24,575.00 C. Approval of Task Order 0759.c to Hydro Logic, Inc. for the "GROUND WATER LEVEL AND QUALITY MONITORING, AQUIFER TESTING AND REPORTING" project for a Not -To -Exceed amount of $110,000.00. D. Master Service Agreement with TW Telecom for Phone Service E. Christmas in Meridian 2014 Sponsorship Agreement Between Commercial Tire and the City of Meridian for a Not -to -Exceed Amount of $500.00 F. Development Agreement for Approval: RZ 14-004 Citadel II Self -Service Storage Facility by Citadel Storage, LLC Located East Side of S. Eagle Road and North of E. Easy Jet Request: Rezone of 5.44 Acres of Land from the R-4 (Medium Low -Density Residential District) Zoning District to the C- C Zoning (Community Business District) Zoning District Meridian City Council Meeting Agenda — Wednesday, November 12, 2014 Page 1 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. G. Award of Bid and Approval of Agreement to Pegasus Planning and Development for the "Project Development Plan — Multi Purpose Event Center" Project for a Not -To -Exceed Amount of $30,000.00 5. Community Items/Presentations A. Ada County Highway District (ACHD) Presentation - Downtown Boise Origin -Destination Study (Impact Fees) (Pg 3-8) B. Meridian Development Corporation Downtown Branding Effort Update (Pg 8-19) 6. Items Moved From Consent Agenda None (Pg 19) 7. Department Reports A. Police and Fire Departments: Joint Public Safety Update (Pg 20-29) B. Public Works: FY15 Engineering Capital & Enhancement Plan (Pg 29-34) C. Program Year 2013 Community Development Block Grant (CDBG) Action Plan Amendment (Pg 34-37) D. City Council Liaison/Committee Updates (Pg 37-39) E. Mayor's Office: Resolution No. 14-1030: A Resolution Appointing J. Scott Walters to the Solid Waste Advisory Commission Approved (Pg 19-20) F. Amended onto the agenda: Parks Department: Recreational Pathway Easement — Cottonwood Development for Vicenza Estates Approved (Pg 39-41) G. Amended onto the agenda: Public Works Development: Water Main Easement — Cottonwood Development for Vicenza Estates Approved (Pg 39-41) 8. Ordinances A. Ordinance No. 14-1629: An Ordinance (AZ 12-013 Locust Grove Water Reservoir #2) for Annexation and Rezone of a Parcel of Land Located in the NW 1/4 of the NW 1/4 of Section 29, Township 3, Range 1 East, Boise Meridian, Ada County, Idaho and Determining the Land Use Zoning Designation Classification of Said Lands from RUT to R-4 (Low Density Residential District) in the Meridian City Code; and Providing an Effective Date Approved (Pg 41-42) Meridian City Council Meeting Agenda — Wednesday, November 12, 2014 Page 2 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. B. Ordinance No. 14-1630: An Ordinance (RZ 14-004 — Citadel II Self Storage Facility) For The Re -Zone Of A Parcel Of Land Located In The SW 1/4 Of Section 21, Township 3 North, Range 1 East, Boise Meridian, City Of Meridian, Ada County Idaho; Establishing And Determining The Land Use Zoning Classification Of R-4 (Low Density Residential) Zoning District To C -C (Community Business) Zoning District In The Meridian City Code; And Providing An Effective Date Approved (Pg 42-43) 9. Future Meeting Topics None Adjourned at 5:05 p.m. Meridian City Council Meeting Agenda —Wednesday, November 12, 2014 Page 3 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian City Council Workshop November 12, 2014 A meeting of the Meridian City Council was called to order at 3:01 p.m., Tuesday, November 12, 2014, by President Charlie Rountree. Members Present: Mayor Tammy de Weerd, Keith Bird, David Zaremba Joe Borton, Genesis Milam and Luke Cavener. Members Absent: Charlie Rountree. Others Present: Bill Nary, Jaycee Holman, Bruce Chatterton, Caleb Hood, Warren Stewart, Jamie Leslie, Mark Niemeyer, Sean Kelly, and Dean Willis. Item 1: Roll -call Attendance: Roll call. X David Zaremba X Joe Borton Charlie Rountree X Keith Bird X Genesis Milam _X_ Lucas Cavener X Mayor Tammy de Weerd De Weerd`. I will go ahead and start tonight's meeting -- or today's meeting. Thank you all for joining us. For the record it is Wednesday, November 12th. It's one minute after 3:00. We will start with roll call attendance. Item 2: Pledge of Allegiance De Weerd: Item 2 is the Pledge of Allegiance. If you will all rise and join us in the pledge to our flag. (Pledge of Allegiance recited.) Item 3: Adoption of the Agenda De Weerd: Item No. 3 is adoption of the agenda. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: On the agenda we have been asked to add under Department Reports Item 7-F, which is to Parks Department recreational pathway easement for the Cottonwood development for Vicenza Estates and Item G, Public Works Department water main easement Cottonwood Development for Vicenza Estates. And I believe -- and on Item 7-E, the proposed resolution is 14-1030. And under eight, the ordinances, 8-A Meridian City Council Workshop November 12, 2014 Page 2 of 43 proposed is 14-1629 and Item B is proposed 14-1630. With that I move we approve the amended agenda. Zaremba: Second. De Weerd: I have a motion and a second to approve the agenda as amended. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT Item 4: Consent Agenda A. Approve Minutes of October 28, 2014 City Council Meeting B. Approval of Contract Change Order No. 1 to Insight Architects for the "Storey Park Development Design" project for a Not -To - Exceed amount of $24,575.00 C. Approval of Task Order 0759.c to Hydro Logic, Inc. for the "GROUND WATER LEVEL AND QUALITY MONITORING, AQUIFER TESTING AND REPORTING" project for a Not -To - Exceed amount of $110,000.00. D. Master Service Agreement with TW Telecom for Phone Service E. Christmas in Meridian 2014 Sponsorship Agreement Between Commercial Tire and the City of Meridian for a Not -to -Exceed Amount of $500.00 F. Development Agreement for Approval: RZ 14-004 Citadel II Self -Service Storage Facility by Citadel Storage, LLC Located East Side of S. Eagle Road and North of E. Easy Jet Request: Rezone of 5.44 Acres of Land from the R-4 (Medium Low - Density Residential District) Zoning District to the C -C Zoning (Community Business District) Zoning District G. Award of Bid and Approval of Agreement to Pegasus Planning and Development for the "Project Development Plan — Multi Purpose Event Center" Project for a Not -To -Exceed Amount of $30,000.00 De Weerd: Item 4 is Consent Agenda. Bird: Madam Mayor? De Weerd: Mr. Bird. Meridian City Council Workshop November 12, 2014 Page 3 of 43 Bird: On the Consent Agenda I do want to mention one thing, that I think these sponsors should get mentioned publicly and under Item 4-E we have a sponsorship with Commercial Tire for the Christmas parade in the sum of 500 dollars, which we appreciate. With that I move that we approve the agenda as published and for the Mayor to sign and the Clerk to attest. Zaremba: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, absent; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. De Weerd: Council, before I move into Item 5 1 did want to note this morning I attended a meeting on behalf of the city, along with Ken Corder and two of our youth council members. The Idaho Philanthropic Organization is celebrating -- let's see. Is celebrating National Philanthropic Day and one of the groups that were recognized was the Mayor's Youth Advisory Council and they were named the outstanding youth in philanthropy for the state for this year and so we were in attendance to accept the award. I will tell you that one of our youth members spoke, Danny, and -- to accept the award and -- and he got up there and he said I know people really don't think youth can do much of anything, but we can and, then, he proceeded to tell them what they have done. So, they made the city proud and certainly showed us very well to many in the room that are philanthropists and know what that's all about and so, anyway, did want to share that with you and as all of you do know, following this at 6:30 we do have a town hall meeting, so, hopefully, you can join us for that afterwards. Item 5: Community Items/Presentations A. Ada County Highway District (ACHD) Presentation - Downtown Boise Origin -Destination Study (Impact Fees) De Weerd: So, we will go into 5-A, which is with Ada County Highway District to discuss kind of downtown and what a recent study showed. Thank you, Gary, for joining us. Bird: Holy cow, it's been a few years since he's been here. Inselman: It has been. Meridian City Council Workshop November 12, 2014 Page 4 of 43 De Weerd: I was going to say something and I decided I would be -- Inselman: Thank you, Mayor and Council. So, this will be a -- kind of a scaled down version of a presentation we gave our commission in July on the results of a downtown Boise origin -destination study and the relation to Meridian. The hope was we would find some findings that we could, then, look to the future of when certain characteristics were present in downtown, then, perhaps it's time to look at, you know, if it's appropriate to have a different impact fee structure in the downtown area versus the rest of the county. So, I will run through this fairly quickly, so if you have any questions, any points, just, please, let me know. Again, the purpose of the study was to look at downtown characteristics and obtain characteristic data for the downtown to see if there were difference -- enough differences between the downtown area and the rest of the county to look at perhaps a different impact fee structure downtown. So, we worked with CCDC, the city of Boise, Chamber of Commerce, and different groups downtown to try and get as good a participation as we could. Unfortunately, you will see from this we had a desired number of locations of 30 to survey. We could only come up with 20 that would participate and that's historically been our -- the real crux of the problem with obtaining data down there, particularly for residential uses, as people don't want to take surveys or share that kind of information. Not -- I can understand that and it makes it very difficult to obtain the data. You will see the different businesses listed on the right that we did survey. I'd perhaps say that we did contract with Kittelson & Associates to do this work for us, so they were the ones out there doing it. A total of 1,488 surveys were taken, so it was an extensive undertaking. Generally, as expected, we saw different modes split for the downtown area. There was less vehicle trips and a little more walking, biking, transit. The trip rate generally was plus or minus our averages. It was much higher on the local small retail was a little surprising and the trip rate is very hard to determine downtown, because you can't just count cars like you do at an isolated business and in and out of the parking lot, because you have no idea where a lot of those customers are coming from, because they are parked and walk several blocks to where they were going. So, it's an estimated trip rate based on surveys and determining mode splits and counting people instead of cars and so it hasn't been validated. So, it is an estimated trip rate and you can't really compare it one for one against IT trip generation manual, but it gives us a good idea. The new trip factor is a pass by rate. We did find that in general when people are going downtown that was the reason for their trip. There is not a lot of pass by trips to the downtown and that would make sense, particularly for people that don't live down there. If you're heading to downtown Boise that's the reason you're on the road. One of the surprising findings was the trip length. On average the trip length for people driving to downtown were greater than the averages that we use in our impact fee formulas and for the county -- countywide as an average. So, when people are driving to downtown they are driving from further away than people thought and that is for the office land uses there was an average trip rate of seven miles. That pretty much encircles the entire city, which -- and that's the average rate. Obviously, people are coming from Nampa, Caldwell, which is across the entire county, but on average it was about seven miles, which, you know, shows that they do impact nearly every road in the -- in the city in trying to reach the downtown area. And the network adjustment factor was plus or minus the average that Meridian City Council Workshop November 12, 2014 Page 5 of 43 we use. So, the conclusions from the study was -- you know, as expected it's very difficult to find willing property owners and businesses to participate. As expected the lower vehicle note splits and lower trip rates -- the biggest unexpected result, aside from the trip length is just the incredible variation between what you would think are like types of land uses or businesses. The small retail coffee shops and restaurants, they are very specific. You could have one coffee shop that had an incredibly high trip rate and trip length, because it's very popular, and another one a couple blocks away and completely different characteristics. So, it's very hard to generalize across even supposedly light land uses for -- to draw any conclusions. The only real promising result that looked like it could warrant further study was the office land use. Unfortunately, the three office buildings surveyed were the three big towers, Wells Fargo, Banner Bank, U.S. Bank. So, you can't really apply the results to the small one or two story office buildings and we currently have -- the Zion's Bank building just opened. They are going to do an individual assessment. It was our thought to wait, see what their results came back with, compare them with these and, then, we will look to see if it warrants further study for the office category in general for the downtown area and we would really like to obtain some data on the smaller office buildings. In the -- in those towers we seem to get the same businesses time and time again and what was really odd is Banner Bank was one of the buildings surveyed and when it was built they did do an individual assessment and the result came out that they would have owed us money, so they didn't turn it in. So, it's hard to draw a conclusion is -- you know, if there is really a reduction warranted or not. So, we are going to see what comes back with the Zion's Bank building when they do their study. The residential -- again, we would need a lot more participation. We only had two locations participate. One was a senior housing type of development where, actually, our rate is far less than what the survey results said that their impacts were and the other one, you know, with only one use we couldn't draw any conclusions. So, as more residential units are developed downtown hopefully we can get a little better participation in the future to see if it does warrant any type of a difference in the impact fee and the -- again, the retail and restaurant land uses, they are so unique that it didn't -- it's not worth trying to establish a general rate and when everything is said and done and you looked at, you know, the pluses and the minuses and the different characteristics, it really kind of averaged out to where even though their characteristics are a little different, a little lower trip generation, longer trip length, plus and minus on the others, the fee winds up being about the same. So, our recommendation to our commission was to not do any further study at this time. We will look to participate in future efforts with CCDC, CBA, the city, whoever cares to, you know, look at these things further in the future and, then, reevaluate as more data is collected and so that was -- that was our recommendation and the commission concurred with that back in July. So, we are kind of in a, you know, wait and see mode now with what we get back from the Zion's Bank building study and, then, I know there is some groups downtown that want to do some further surveys, particularly of residential uses. So, we will try to participate with that. So, if I could answer any questions you may have. De Weerd: Well, Gary, it seems that when ACHD decided to -- to look at this and look at can impact fees in downtowns be adjusted, the whole idea was adjusted down and I Meridian City Council Workshop November 12, 2014 Page 6 of 43 know the other cities in Ada County have -- were told let's look at what happens with this before we look at any of the other communities. We do know as folks are looking at developing downtown that impact fees are sometimes more than the cost of the TI for the -- the building they are looking at locating in and that's -- that's deterred a lot of redevelopment in our downtown. I don't think you're going to find the same results that you find in Boise and probably any of the other communities in Ada County. So, is there a chance that ACHD will look at downtowns for the other communities and look at the impact fees for adjustment? Inselman: Mayor de Weerd, the discussion at the time -- you know if it was a few years ago now, obviously, before we undertook the downtown study, the assumption was downtowns being ideally more compact, more dense, people walking, biking, transit as or if it's available, that was the reason for the -- or the thought process that there possibly should be a reduction in the traffic impact fees and so that's why we looked at downtown Boise first because it had all of those factors together already. It is more dense. It has -- while not a large residential component, some residential, has transit, and, then, like we just went through, we found that it didn't warrant a reduction in the fees. I agree with you that we will find very different characteristics in the other -- in the other cities. I don't know -- I can't really answer will we look at each city individually, I think we would have to perhaps hear a proposal from the cities on exactly what do they want in participation and in how to conduct something. We are about -- we are starting the update to our capital improvements plan, which does, then, lead to the update to impact fee ordinance, so in the next year and a half -- just under two years we will be looking at the entire program, so we do have an opportunity to make adjustments to the program overall as warranted through that effort. De Weerd: When impact fees become a deterrent for redevelopment and, then, that development is driven to the fringe, that is concerning, and I think that's why I, for one, would like it to be evaluated in terms of your impact fee should also kind of reflect where you want your growth to occur, so it's an incentive and not a disincentive. So, any questions from Council? Borton: No. Bird: I have none. De Weerd: No? Zaremba: Madam Mayor? And I'm pondering. De Weerd: I saw that. Zaremba: There is quite a bit of history to this and there was a time when ACHD's capital investments citizen's advisory committee had a lot of discussions about impact fees and impact ordinances and as I recall one of the issues was that ACHD has to track the comparison between the income and out go or the expense of each impact fee Meridian City Council Workshop November 12, 2014 Page 7 of 43 district and we had discussions about whether there should be one district or seven districts or 15 districts to adjust for differences in needs and -- and to be fair, a lot those differences would have been geographically different sizes and might have been small one, might have been big ones and my recollection was that even though the discussion stretched over probably a year or so with the committee, the fewer zones you could have the -- really, the fairer it was to everybody, let alone easier for ACHD to track it. So, this is not a new topic and I don't mind that it's being explored again, but it just seemed to make sense not to start having a whole lot of separate -- separate zones and as I recall they have one zone now for the whole county; is that correct? Inselman: Councilman Zaremba, that's correct. The -- part of the thought process was with the trip lengths that people travel and the small size of the county it -- if you have small zones you could be crossing three or four of them with the average trip length of, you know, five to seven miles long and, then, you are into an equity issue of, you know, where should the money go? Are you impacting this zone or that zone and with the way our statutes are written it's very difficult to make the impact fees in a sensitive type of a program. I mean it's -- for them to pay their proportionate share of their impacts on the roadway, it's kind of a -- unfortunately , it's kind of a side effects of if it's really impacting someone's decision on where to locate or not, to craft the program to try and make it a disincentive to go to the fringe and incentive to come into a downtown area would be very difficult legally to do within the state of Idaho. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I agree with the Mayor on -- I think that while having one district it's nice, but the other four basic cities in Ada County, you can't compare with what Boise has got. None of us have the big high rise buildings that has five, six, seven hundred people working in it and stuff like that. We are -- go down to a Hyde Park and do that and check that. I mean I don't see anything in ten years coming to Meridian that's going to -- downtown Meridian that's going to even come close to drawing the traffic that one or two buildings in Boise draws every day. So, I -- I know you have got the same costs -- pavement in Meridian cost just as much as it does in Boise or curb and gutter and all that, but I still think that there has to be a way that these smaller outlets can have some kind of a break in the cost, because -- and another thing, it's easier in Boise for those people that build a high rise office building to get their costs back than it is in Meridian where we don't have the space and nor is our square footage as high as that. So, I -- I would like to see Kuna, Meridian, Eagle and Star kind of assessed at a different -- than downtown Boise myself. Our downtowns. Now, I know our outlaying malls and stuff like that are no different than Boise malls, so I have no problem with that. But the downtown I do. I just don't see why our impact fees have to be compatible to downtown Boise myself. De Weerd: And, frankly, I think we have all had the discussions about if you can bring jobs closer to where people are living you can reduce the need and certainly the cost to expanding roads and if we continue to -- to just grow the jobs in Boise you will never be Meridian City Council Workshop November 12, 2014 Page 8 of 43 able to -- to build ourself out of the congestion. So, if you can work with the cities to try and build those employment centers in downtowns where there is existing infrastructure and -- and capture those -- those trips, so we are not sending all of our citizens to Boise to work and shop it would be helpful and be a win-win for all of us, building our downtowns, continuing to build our community identities and -- and collecting those trips that -- that he want to stay within our community and that is the goal and that's what we were hoping that we would see is there would be recognized value in the trips that are captured, instead of continuing to generate it to another area. Inselman: Yeah. I agree with everything you said and we -- we do recognize that it's just how do you -- how can you quantify that at this time and we just don't have any data to quantify that. You know, if there are businesses that are trying to locate into Meridian and they are concerned about our fees, I'd ask you to, please, have them call me, because a lot of times if we just look at the limited information we see on a development application and someone looks at the fee chart, we may not even be looking at the right category, depending on what -- what they put on their application. It really makes a difference when they give us the details of what they are really doing and where they are locating. De Weerd: Okay. Well, I see nods over there. We will work with you as you have indicated an interest in working with us and I certainly appreciate that. Thank you for J oining us. It is nice to see you: Inselman: It's been several years. De Weerd: Yeah. It has. Thank you, Gary. B. Meridian Development Corporation Downtown Branding Effort Update De Weerd: Item 5-B is our Meridian Development Corporation downtown branding effort update and, Council, while Dan is coming up you did approve an agreement that the MDC today voted to be a 50-50 partner with us on the Pegasus report that we are moving into. So, thank you, Dan. We appreciate the partnership with the MDC. Basalone: You're welcome, Mayor de Weerd, as always. We are glad to work in partnership. As you mentioned, my name is Dan Basalone. I'm vice -chair with the Meridian Development Corporation, better known as MDC, so I will use the acronym in my presentation and we thank you for giving us time at your session today to discuss the branding effort for downtown Meridian. Before I start with a little bit of background information and introduce our main speaker, I do want to introduce two people in the audience who are here in support of the branding effort and one is a Joe Kozlowski, who is the newly elected first president of the Meridian Downtown Business Association. Joe. And with him is -- De Weerd: Congratulations, I think, Joe. Meridian City Council Workshop November 12, 2014 Page 9 of 43 Basalone: And with Joe is Glen Walker, a downtown businessman, who is on the new board or directors of the Downtown Business Association. Glen. De Weerd: Glen, thank you for joining us. Basalone: In late 2013 MDC engaged CH2M Hill to assist MDC with a master way finding and signage plan for the MDC district. Given the newly completed split corridor project and other revitalization efforts, MDC felt it was time to have a comprehensive plan that addressed various forms of signage for vehicles and pedestrians. In early 2014, after engaging the various stakeholders, a master plan was adopted by MDC. Also during this period business and property owners began their discussions regarding the formation of a new DBA for Meridian. With the adoption of the way finding plan and the formation of the DBA, it became apparent to the MDC board that in order to begin implementation a formal branding effort was needed for downtown Meridian. The board felt it was imperative that also stakeholders were telling the same story for our downtown. In June of this year CH2M Hill kicked off a branding study for the MDC district. The effort began with two visioning sessions with stakeholders who discussed their vision for downtown Meridian in both the short and long term. CH2M Hill took that information and began the research phase. This included speaking with Pegasus regarding their economic development strategic plan that was presented to the City Council this summer, along with reviewing all known studies, vision documents, and demographics pertaining to Meridian. As a result of the research phase, CH2M Hill created three different logos and tag lines for consideration. We are currently in the listening phase in that MDC is soliciting feedback from all stakeholders, including this City Council, regarding the options for logos and tag lines. Your input is important to us. We envision all MDC, the city and the chamber to utilize this logo when appropriate, particularly on way finding and signage materials. However, the newly formed DBA will likely be the organization to use this logo the most and, therefore, it will be imperative that they buy into the final product. With this I'd like to introduce Betsy Roberts of CH2M Hill. In your packet is a presentation that she gave to the MDC board last month. I would like to have her walk you through this information and, then, we would like to hear your comments and questions. Thank you, Mayor. De Weerd: Thank you, Dan. Thank you, Betsy, for joining us. If you will state your name and address for the record. Roberts: I will. Betsy Roberts. CH2M Hill at 322 East Front Street, Boise, Idaho. And thanks for your time and Dan did a great job of setting me all up here. I believe all of you have this packet, our PowerPoint presentation -- this set of slides in your packet. I will go through that briefly, since Dan really walked you through the process, I'm just going to hit some highlights. So, tell me to slow down if there is something you want to ask about. I know you have got a town hall meeting to go to also, so I want to keep it moving. The slides are numbered, so we can use that if we need to to go backwards or forwards. Meridian City Council Workshop November 12, 2014 Page 10 of 43 De Weerd: Can you put it up on the board? Bird: Do you have a thumb drive? De Weerd: Do you have it on a thumb drive? Roberts: I don't have it on a thumb drive right now. De Weerd: Our public would like to probably see it. Holman: Sorry, Madam Mayor? De Weerd: Yes. Holman: If we saved it in here as a PowerPoint, then, I should be able to drop it onto a drive and Caleb can pull it up, but let me look just really quick. That's what I'm trying to get to. De Weerd: Okay. And it's helpful for those that are in attendance to follow what we are seeing. Roberts' That sounds good. De Weerd: So, if you will give us just a moment. Roberts: Okay. De Weerd: Yeah. I guess we could sing happy birthday while we are -- don't have anything to do. It's Councilman Borton's birthday. So, on the count of three. One. Two. Three. (Happy Birthday sung to Councilman Borton.) Bird: There you go. She got it. De Weerd: Just so we would stop singing; right? Roberts: Have to go through the safety moment. That's a CH2M Hill thing. De Weerd: A safety moment. Roberts: Yes. De Weerd: That's an engineer thing and -- Meridian City Council Workshop November 12, 2014 Page 11 of 43 Roberts: The doors are that way, in case of emergency. How is that? That's an easy one. Well, running through this, Dan did a great process of -- the overview process that we took. I think one key is that we did have a good group of stakeholders involved and I just want to reiterate that the DBA, economic development group, folks that could provide comments along the way as we developed this and provided objectives in different phases back out. So, we have gotten feedback along the way, as well as the MDC, and it was specifically the way finding committee from the MDC that's been leading this push. So, on the next slide very briefly a summary of the research results. I think you're probably all aware of this, but it is interesting to see that greater than 50 percent of the residents in Meridian are younger than 34 years old. This is the group of folks that you're really needing to pay attention to, the Gen X's, Y's and Z's, the Y's being the millennials and so we are looking at that group and the Z's are, obviously, very much influenced by the Gen Y's and Gen X's, who are probably their parents. So, here is characteristic. Again, no big surprises there. Lots of families, downtown neighborhoods, all these were characteristics of some of our folks that we were trying to -- as part of our groups. These are different people that we were looking at. The key employers, the Meridian cyclists, folks like that, as some of our stakeholders as well. The next slide some research results. Communication style. A common theme there. Again, no big surprise. Social media. Even through Gen X'er right here, I have adopted social media, so we know there is some of us that it doesn't come as easy as others. The Y's and Z's, that's just exactly where they go right off the bat. Interesting, though, and I think we have all heard this as well, but the Gen V's attention span eight seconds. Getting in there blast them fast kind of thing. So, we need to know this as we are setting up our brands and our logo, et cetera. Values. Comments. Theme. And you folks use this tag line a lot. Family. The importance of families being connected, but also we noticed in here the shared value -- diversity, along with that connectivity, which is kind of a neat situation to see. The next slide, some key brand aspects. Then how do we go about creating our logo? What do we need to think about, knowing who our audience is? And there is a lot of science behind this, as well as just some thinking about who your audience is and really some gut reactions, too, on some of the graphic artists and the branding folks' expertise. I don't know if any of you have heard this study that NPR had out just the other day on the color. I thought the timing was great, because there is science behind what do colors mean to different people and in this case orange stood out as this is the group -- the young group that you're trying to attract. Orange -- orange is vibrant, energy, youth, creativity. So, those are the folks we want to reach and this is a way -- this is a color that will speak to them. Lines also do this. Curved lines, circles, things like that we want to incorporate into it. Hopefully never ending. Timeless. We have also talked about some tag lines that we can throw in if you want to add a couple words to the bottom of it. That's -- we have gotten some interesting comments that maybe we need to just leave those off, maybe we have them and can use them in certain situations. Downtown brand attributes. I think the real key here is the very bottom sentence that talks about the cultural values that the downtown core represents. A respect for the past and the platform for the future. So, this was one of the guiding principles that came out. It really was looking at both and you look at it and you have got, you know, the greenery over here and you start thinking about, yes, but we are all moving forward as well and we have the youth and the vitality in the Meridian City Council Workshop November 12, 2014 Page 12 of 43 forward moving side. So we keep those in mind as we move forward. Trying to get to the really exciting part, because it's always nice seeing the logos. We did create three objectives and this was where we asked for our partners to help. Another one of the places we asked for our partners to help. We needed to have our brand building objective and, really, that is we need to build this, we need to create it. We need to create a brand promise. We had to have an objective that talked about awareness. How are we going to do that? That's really getting people seeing it and starting to make it click. Oh, this means downtown. What does downtown mean? What do we need to do to get people downtown maybe the first time to go, oh, hey, there is some really cool restaurants here and, then, following that is the strategic engagement objective, which is the behavior changing. So, the next time they are going, hey, honey, let's go out for dinner, they don't go let's go down to Boise, but they go, you know, Meridian was really cool and maybe something flashes up and it's got the logo and they again -- downtown Meridian. Yeah. There is some neat restaurants there. It's a fun place to go. There is concerts. De Weerd: And they will hop on their bike and come down; right? Roberts: There you go. Love it. So, the next one is the fun one. There it is. We have -- so, taking all of that -- and, again, this is science and art put together. You know, trying to use the colors that will speak to the folks that we are trying to reach, trying to use those lines. Here is some different ideas that have been push forward. The first one on the far left has more of a vertical element to it and kind of -- has an interesting line work that way. And we talked about the challenges, too, of when you want to use these and how you want to use them. You know, are you going to feel stuck if it's more vertical? Do you want something more horizontal? So, there is some practical things we need to think about as well. The middle one with the circle, the timelessness, and, again, continuing to use the orange and blue colors. And the third one incorporates the sunshine that has been part of the MDC's sign work, trying to keep that as part of the -- the logo, since it is out there already as well. Some comments we have gotten already -- that I think are good, especially like on the far left one -- the word Meridian might be too light to show up in certain situations and on different signs. So, we need to think about those things. We will be probably working on another version here, hoping to get lots of comments, though. Any gut reactions? De Weerd: Did you hear what the results were from the MYAC? From MYAC? Overwhelmingly the second one. Roberts: The middle one? De Weerd: Around 72, compared to 30 on -- for the left one, the vertical. And the sun was not popular at all. Roberts: Interesting. I didn't have that all down here. De Weerd: I mean there were a handful. Meridian City Council Workshop November 12, 2014 Page 13 of 43 Roberts: Right. Does that kind of ring true here? I'm kind of curious. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: I don't know my -- and take my opinion for one person's opinion, but I think the sun. I always like to look at logos that can be done single color, versus multiple color. I think the one of the sun easily lends itself to being a single color logo. I like the one in the circle second. The curvature is the one I like the least. It's looking very 70s to me. De Weerd: Okay. Some of us are retro. Yes, Mrs. Milam. Milam: I was actually thinking very similarly. I like the down -- the sun, but I would use a different orange and maybe that's what the -- why the young -- they didn't like it, because it's more of a yellow. It's kind of an off-putting color to me. I would pick a more vibrant orange and maybe based on what you were talking about that it would -- the generations would be to make those lines on the sun a little bit squiggly. A little curvy. Roberts: I like it. De Weerd: You ask ten people and you will get ten different opinions. Zaremba: Madam Mayor? De Weerd: Yes, Mr. Zaremba. Zaremba: Well, I will admit I was leaning towards the sun one as well. I guess what I keep wishing is whenever we talk about Meridian, including downtown Meridian, we have some acknowledgment of the meaning of the name. I'd like to have surveyor's instruments in some kind of a logo sometime. I know we got that with the artwork that's in our lobby, but we have a name that means something and there needs to be a way to take advantage of that. So, of these there I prefer the sunrise myself. I mean the sun -- sun one myself. But not to start over, but if there would be some way to incorporate surveyor's instruments or a play on the name meridian, that -- that I think would be distinguishing from all other city downtowns. Roberts: In respect of history -- Zaremba: Yeah. Roberts: -- as we have talked about being important here, too. That's interesting. Okay. I will sketch it in and, then, get it to the artist. Meridian City Council Workshop November 12, 2014 Page 14 of 43 Zaremba: Yeah. How do you draw that? I don't know. Borton: Madam Mayor? De Weerd: Mr. Borton, can you offer yet another -- a different -- Borton: Oh, yeah. For what it's worth. I like what you have done on the two to my left with the split corridor incorporated into the logo, trying to capture that as part of downtown. I like the one in the center the most and I voted as part of your survey and I forget if that's what I picked, but the one on the left intrigues me in a 1970s sort of ABA basketball sort of way. The one on the right for me doesn't interest me. The one in the center in particular does, because I'm wondering -- and this might be something that Joe and the DBA talks about is, you know, that's the type of logo as a downtown business owner myself that I might incorporate and utilize on my stationery and marketing materials when I'm informing folks where my business is, I might feel more comfortable to use as well. Roberts: And that would be the middle one? Borton: The middle one. Roberts: Okay. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I agree with Councilman Borton. The middle one is my favorite. And I think -- I think the main thing is the people that we need to make sure buys into this is your downtown business association. They are the ones that's got the stake in it and I appreciate that coming from a downtown businessman that -- owner, that -- I like that one. I like the center one by far the best. I think it does more for the downtown. De Weerd: I don't know. You could say the sun rises and sets on downtown. Zaremba: Uh-huh. Bird: The difference is I could draw that one. De Weerd: Well, there you have it. Roberts: There we have it. Thank you. And it is challenging to make a decision, because you really are trying to look at who you're trying to attract, which one of those generations am I in, and so, you know, what's my filter, what's my lens, how is it going to be used and what's some of the science behind it, you know, to say -- personally maybe I say I don't like orange, but that's something that speaks to a lot of people, Meridian City Council Workshop November 12, 2014 Page 15 of 43 okay, great, so -- so, we are in that process of making that decision and I will talk about that a little more in just a minute on the schedule. But the next slide down talks about the tag lines and some ideas here for tag lines. As I mentioned briefly before -- some people have said, gosh, I really -- I liked it better without any tag line at all, which might be a situation that we have that, you know, we use the logo by itself. If there is a situation that is appropriate, we had a tag line and maybe there can be several different tag lines for different situations. You wouldn't want to go out and have a gazillion of them, no. So, we took some of the words that seem to be descriptors that we have been hearing around here that came back a lot and we have had some variations of these as well, which I think are great and we will be pulling all of those together, too, so -- don't know if any one hit anybody or -- Milam: Madam Mayor? I do. De Weerd: Mrs. Milam. Milam: I strongly like the middle one. The discover, celebrate, and connect. Roberts: Okay. Great. Zaremba: I would second that. Bird: Madam Mayor? Roberts: Okay. De Weerd: Mr. Bird. Bird: I will be the odd one. I like the uncover history, discover community. Roberts: Okay. Bird: But I want it under the middle one. Roberts: We are just doing tag lines right now. It's okay. Borton: I agree with the middle one, Madam Mayor. Roberts: Okay. Borton: The discover, celebrate, connect. Roberts: Okay. Cavener: Madam Mayor? Meridian City Council Workshop November 12, 2014 Page 16 of 43 De Weerd: Luke. Cavener: Maybe I'm the cynical one in the bunch and that's -- it's hard for me to get really excited about tag lines, especially in an infancy. You know, I think that it's important to see who we are before we decide to associate a tag line with that. So, I like all of them. They all sound nice, they all sound catchy. I also think that it's somewhat arbitrary language that could be under any other logo for any other downtown municipality anywhere in the country. So, my thought would be is to hold off on a tag line until we really establish who we are. Roberts: I like that. And it does fit with that idea that we don't have to have one. We can use them, apply them in the right situations and maybe that fits -- let's see. Well, I was hoping to go -- okay. We will go to the next slide. De Weerd: So -- but today we are uncover history, discuss community with the history walk, the history center, and a lot of it that -- that one captures who we are today. Cavener: Madam Mayor? De Weerd: Yes. Cavener: Did the youth council have an opinion on tag lines? De Weerd: We didn't show the tag lines. Cavener: Okay. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: I could probably best speak for the youth, so -- De Weerd: I think Luke could. Cavener: Madam Mayor? De Weerd: I'm sorry, you are not a Z. I think you fell in the X and Luke is a Y. Mr. Cavener. Cavener: Oh, I just was going to let Councilman Borton know that Council Woman Milam informed me that her daughter and I are in the same category, so -- Zaremba: I'm probably a W. De Weerd: I'm just glad I fell in a category. Meridian City Council Workshop November 12, 2014 Page 17 of 43 Roberts: This is the first time we have had this discussion from the PowerPoint. I like it. Okay. On the next slide, then, another goal of ours was to create some messages that could be woven through posters, which will be the next slide that we look at and other messages that go out. So, things that you want to create with it. You know, if there is a concert coming up, any of the items to get woven into the language that gets put on the poster. It's, you know, free concert or low cost or no cost -- whatever. Trying to convey those things that were important messages that we were hearing from folks in the community. And, again, Dan did mention the reports that we have been through and Pegasus. There is a lot of good information out there that we were able to glean and pull from and find some really good themes running through all of them, which was great, to help support what we were doing here. So, experience Meridian downtown, you know, as you're talking about what are the different things. Come down for these reasons on farmer's market night, maybe there will be a new farmer's market night here -- all of the other things that you can do at the same time for no cost, et cetera. So, let's look at the poster, the next slide down. And this is just an example -- Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: Can you go back one? I would suggest rewording that first bullet a little bit. Meridian downtown is transforming. One, that's a little bit more direct and, two, it's not sure whether it's the downtown that's transforming or if I come there I will be transformed. But I would say Meridian downtown is transforming. Roberts: That's good. And we -- we can do that, then, what we are hoping is that these will be used by different businesses doing something. So, anybody could word it slightly differently as they use them, but the idea -- so, you're right, if we can give them a better, more concise one, they can just use it, so -- okay. And the -- sample template for a poster. We are -- we have noticed we have had some color changes here, so we are working on that. These are -- these are a little brighter, a little darker on the blue, deeper orange. In some cases the deeper orange might be good and we may need to take that back up to some of the logos we have got, but this is what something could look like with just one of the logos that we had created on the side there and putting the City of Meridian's logo on this as well. Again, if there is a specific business that's doing something, that business's logo, but this artwork could be available for use by anyone, by any group as necessary. And we have retro font in there, don't we. So, we can change that. We don't like retro font. All right.. And, then, let's quickly go through the schedule and I think -- maybe I will start at the end, so you see kind of where we are trying to get to and, then, work back from there. One of the main goals in getting this done this fall and now winter is to be able to allow the way finding group to actually install some of the way finding signs and have a logo on it. So, that's our goal is to get going, get this selected. Again, as you can see right here it's very challenging to just zero in and nail that one logo. Any piece of art -- not everybody is going to agree to it. So, working backwards, we have got a -- there is an MDC way finding meeting next Meridian City Council Workshop November 12, 2014 Page 18 of 43 Wednesday. We are hoping to have any other comments. If you want to e-mail anything to Ashley, please, do. Thoughts or comments. We will be trying to collect all those, get it in front of the way finding committee and, then, Lefty, who is our real marketing expert who works with me, to incorporate some different ideas, take those into account with the logo, change some fonts, do a couple other things and present those back to the way finding. Shooting for hopefully like a January or so decision time frame, so we can start with the installing signs. I think that's -- that's really the gist of where we are right now. We have also talked about there is a lot of steps in there that we were working through, that's why you see this table with way finding and the stakeholder groups, different activities that were being done by different partners. This is not a one shot, hey, they have this cool report and you have a logo and we are done, see you later. This is an ongoing process and this is kind of what the schedule talks about and that strategic objective of, okay, now we need to get the changed behaviors. So, this is something that goes on forever to some degree, just making sure that it's always out there in front of people and you're pulling people in. One suggestion had been to get a BSU student in who is in marketing to help out with some of these things as well. So, there is some different ideas on getting support to carry this forward and continue to some of those behavior changes and matrix later on to measure how are we doing, how are things looking. So, any questions? De Weerd: I don't see any. Roberts: Okay. De Weerd: Any concluding comments from Council? Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Just one briefly. This is really -- I think it's really hard to do and I appreciate the work that's gone into it and the help that MDC's provided and, in particular, the DBA and what the are trying to do is extremely difficult. Their input is really, really valuable and I think it's our obligation as a city to be there to support and provide input and assistance in any way we can to try and help that group continue and be successful and this is one of the endeavors that they are involved in. It's really incumbent upon I think this city to participate actively and help in any way we can. Roberts: Thank you. De Weerd: Thank you, Betsy. Roberts: You are welcome and thank you for finding the pdf to get it up on screen. I will be ready next time. Appreciate it. De Weerd: Anything from Dan or Ashley? You will need to speak in the mike. Meridian City Council Workshop November 12, 2014 Page 19 of 43 Basalone: I just, once again, want to thank you for the time today to really go in depth in this discussion and to get your input. It's greatly appreciated. Nothing -- you know, there is an old saying: None of us is as smart as all of us and I think when we all put our heads together, city, MDC, ACHD, the chamber, MDA, we are a stronger community. So, thank you so very much. And, Joe, appreciate your comments. I want to find out how you stay so youthful looking. De Weerd: Yes. For a Generation Z guy or something. Okay. Council, before we move to 7-A, I would like to see if we can move 7-E up. I do see that my appointee is here and while I'm sure we will be totally engrossed with the subject matter on all of the things in advance of that one, I would like to at least take action on that, so he's free to leave soon thereafter -- whenever he would like. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I would have no problem with moving 7-E -- 7-E up to ahead of 7-A and I would make that in a motion to change the agenda. Zaremba`. Second. Milam: Second. De Weerd: I have a motion and a second to change the agenda to entertain 7-E in advance of A. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 6: Items Moved From Consent Agenda Item 7: Department Reports E. Mayor's Office: Resolution No. 14-1030: A Resolution Appointing J. Scott Walters to the Solid Waste Advisory Commission De Weerd: Council, in front of you under 7-E is Resolution 14-1030. It's appointing J. Scott Walters to the Solid Waste Advisory Commission. Myself and Steve Cory met with the applicant and he has attended SWAC meetings and is very interested as a citizen to participate in the process and we had a very good discussion and I would stand ready to entertain any questions that you might have and if I can't answer them I would -- I would ask -- it is Scott. You go by Scott? To come forward and maybe he can enlighten you. Any questions from Council? Meridian City Council Workshop November 12, 2014 Page 20 of 43 Bird: I have none. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Seeing none, I move that we approve Resolution No. 14-1030, appointing J. Scott Walters to the Solid Waste Advisory Commission. Bird: Second. De Weerd: I have a motion and a second. Any discussion? Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, absent; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. De Weerd: And not to railroad anyone -- I never ask for -- if you have any comment until after the vote. Would you like to say anything? An acceptance speech is good. Walters: Thank you for the opportunity to serve. De Weerd: Thank you for being here. We certainly appreciate your interest and it was already exhibited and we greatly appreciate that, too. Thank you for joining us. Item 7: Department Reports A. Police and Fire Departments: Joint Public Safety Update De Weerd: Okay. Item 7-A is under our police and fire departments, which you will get an update on the public safety project. Thank you. Leslie: Madam Mayor, City Council. The chief couldn't be here tonight, so I'm here to give you a brief update on what's going on with the police department. The last month and a half we spent a lot of time with promotional exams and we have a new lieutenant position that we got this year. So, those two positions created two corporal openings, two sergeant openings, and a lieutenant opening. The lieutenant exam was the last one and it was today, so that announcement should be coming out shortly. So, we have the promotional part of it done. We have been busy also with hiring and filling vacancies. We have a data clerk position that's -- or the interview is on and, then, candidates are in the background process and, then, we are selecting candidates for the other three open positions from retirement that we had recently, to include the MIDC coordinator. We Meridian City Council Workshop November 12,2014 Page 21 of 43 have five new patrol officer positions that we were in the process of collecting applicants for and we -- we did lose two officers starting Monday to Boise police, so that's two more opening, so we have a total now of seven police officer positions to fill. Tonight City Hall -- or is the city town hall meeting is public safety oriented. One of our SROs is going to be there, Mr. Gomez. He's going to talk about internet safety. There is also some other presentations on computer and other types of fraud that happen specifically during the holidays. So, we look forward to doing that tonight. Training center is well underway, moving pretty smoothly. We have had very few obstacles to overcome, some product delays, carpet, et cetera, some things like that were kind of unexpected, but weren't that big of a deal. We are about -- we have -- the second story remodel is about three-quarters complete, so east and west wings -- the west wing is waiting for carpet, which will be installed Wednesday. There is some tape and texture on the east side where detectives was located. That's completed. The lobby expansion, which was slotted to start in February will now start in December, so we are a little ahead of schedule on the remodel side. Poured some concrete today for the curb and gutter at the training center site. The expansion of the police department has a roof on it and will be weather tight here in the next day or so, which is good, seeings how we are getting snow probably tomorrow. And, then, the brick for the outside of it goes on Thursday. Tomorrow. So -- our canines -- we do have two new dogs that will replace the dogs that had retired. So, we have a canine training academy going on right now. Actually had some members from some other organizations there, Caldwell I believe is there and I think Nampa has a representative there. So, the dogs are undergoing their training, which will be completed, oh, probably the end of December, so we will have the two new dogs and, then, the new dog handler with his new partner up and running by the end of December. And that pretty much outlines everything that's going on with the PD. Any questions or things that you have heard about that are going on that I didn't maybe cover? De Weerd: Any questions? Cavener: Madam Mayor? De Weerd: Oh. Sorry. Like who said that? Mr. Cavener. Cavener: Jamie, your thoughts on talented new recruits that are going to be made available. I mean are there -- are there talented people that are out there that we are going to be able to recruit and retain? Leslie: I think so. Based off our current candidate pool it looks like we had a split in what we asked for, so we asked for some certified and noncertified. So, we are at that point in time where our last hiring cycle was all certified officers and so this time we were looking for some noncertified officers as well to kind of bring a balance to the organization. But there are several -- I shouldn't say several. There is like 20 or 25 certified applicants that are definitely very promising and I think our nonapplicant pool is rather large, too, so -- I mean it's like in the hundreds. So, yeah, optimistic that we will be able to fill the -- fill those spots with some qualified individuals. Meridian City Council Workshop November 12, 2014 Page 22 of 43 Cavener: Great. Thank you. De Weerd: Thank you, lieutenant. Niemeyer: Madam Mayor and Members of the Council, thank you for allowing us to do this joint presentation. Happy birthday, Councilman Borton. You look great for 30. With that -- before I start I'm going to be coming back to you in March or April time frame. I have asked to come back about mid year, so I can present a more complete -- as far as a data analyst analysis presentation to you on some of the issues that we are going to talk about today, but I do want to provide you with where we are going for FY - 15, the priorities that we have within our divisions. You can see there on the first page we really broke it down into my office, the operations, planning, the prevention, and, then, the administration support, as well as the public education. The biggest priorities that I have coming up this year are the FY -15 strategic plan. We do have a five year strategic plan that goes through 2016 and we only have one item left on it and so we felt like it was time to update it, instead of just waiting for the one to finish and so we will be doing that this year. To develop a master plan and staffing analysis by January 30th. Obviously, the budget is something we do every year, so it's not a new item, but certainly one that takes up quite a bit of time as we know. We are going to look at bringing in process improvement change management training for the department. This is an area that we have struggled. I just talked to the Mayor about this. She was in Denver on some process improvement training that's very exciting. Kind of where we were leaning as well as a department to look at our processes and how we can evaluate them and look for ways that we can do them better, trying to find waste where we can and be more efficient. So, that's some training we are going to be bringing into the department this year. And, then, our fire engine replacement. That's in process right now. That was an approval in the budget. We are an all Pierce department. We have been for many years. I believe Councilman Bird has been back to the Pierce plant with Chief Anderson. The benefit that we have with Pierce is that they have a local service tech in the area. No other manufacturer does. That's a challenge for us. But we are taking a look at every manufacturer out there. We are doing that analysis to make sure that if we go with Pierce again it's for the right reasons. So, we are doing our due diligence there. And, then, lastly, completion of the strategic plan for the city is a really big deal. I think it's a great move going forward and we have that wrapping up I think in March. As far as operations go, one of the things we need to establish is the battalion swing up program. When we brought those positions on a swing up program allows us to get overtime when needed, try and get it down to the lowest level and that's the firefighter level. Every other position has a swing up program, so we will be looking to establish that. Emergency operations guidelines, standard operating guidelines, those are in process as well and that's going to be about a 12 month process to finalize those and, then, research and analyzing and determining the most appropriate alternative response vehicle program. This has been in the CIP for about four years now. It's something that we are looking at to have a unit that can go out and handle the nonemergent calls, so we are not tying up our critical resources doing so. This is a trend across the fire service in the country, because we recognize we are sending large Meridian City Council Workshop November 12, 2014 Page 23 of 43 apparatus and a lot of people to smoke alarms or smoke detector replacements or repair, things like that. Nonemergency medical calls doing that so don't have to send a large apparatus and full crew to. So, we are exploring options there and we will bring that before you. In planning we are going to implement new RMS software. This is our records management software for incidents. They are very legal bound, if you will. It's what we write our reports on when we go out and treat a patient or when we go out and fight a fire. So, this is a very important move for us to make sure we are getting the right software. Our current software is very clunky. IT has blessed us to move on to something different, because they struggle with trying to deal with the current software. This has been planned for for a while and so we will have a decision on a vendor probably in a month. It is going to take some time working with IT to transfer over old data into the new software and, then, move forward. Develop and adopt and communicate a standard of cover. That's really the response time standard that we are going to be talking about and really developing what that community standard is. And, then, also developing key performance indicators -- the Mayor and I have talked about this as well -- across all divisions within the department and recognizing what those are, so we can, then, report on those monthly and those reports will go to you as well. In prevention, Chief Palmer is putting together new fire inspection software. Again, I'm going to talk about this mid year once this has been established, but I believe that we are going to find efficiencies gained in the amount of time it takes staff to do these reports. This is a web based program and it's live in the field. We also expect better customer feedback on that. So, when we are doing those inspections we can get the feedback right then and there, not wait until we get back to the office and, then, send them an e-mail later with the feedback they need. These are inspection softwares and I think, Councilman Zaremba, to your point a few months ago our engine companies are still going out, they are doing those pre -fire planning inspections, if you will, so they are still out with our business owners, it's just not in a compliance manner, it's more of a friendly manner to look at hazards, makes sure they identify the fire department connections, etcetera. So, that's still going well. Zaremba: I can verify that. In my other hat I'm executive director of the Air Quality Board and we had a visit today from the inspector. Niemeyer: Good. Zaremba: He's coming back in a month, because we have some things we need to correct. Niemeyer: So, he had a smile on when you came? Zaremba: Yes. It was a very pleasant encounter. Niemeyer: Good. Completing all level one and level two inspections. We talked about that the last time I was here. Those are the big ones, the hospitals, the schools, those are mandatory annual inspections. Our level threes are the small businesses and we have been able to get about ten to 15 percent of those. With Joe Bongiorno on now as Meridian City Council Workshop November 12, 2014 Page 24 of 43 a fire inspector we expect to -- our goal is 50 percent in the first year. We will see where we go from there. But certainly we expect to see an increase in improvement there. We are trying to work with the building department to look at our fixed facilities. John McCormick does a great job maintaining facilities. We are trying work with him to become more efficient. We handle our own facilities right now and if you think about it we have five houses, plus garages that are really big and so we think there is a lot of efficiency to be gained there, hopefully some cost savings by using the same vendors, same process and so we are going to be working with building this year to try and get that moved over. And, then, Compliance Engine is something that all fire departments in the valley, minus a few of the smaller ones, have gone to. This is an inspection that is done by the folks that do hood inspections and fire alarm inspections. We don't do those. Those are specialized through the state. But this is a piece of software that's web based again where the business owner can actually go in and view what that inspector looked at and documented and announces his -- his arrival early. There is a lot to it that Chief Palmer is going to bring to you in December, so I'm not going to go into too much detail on it, but I think it's a good thing and the fire departments and the BCA both support it. So, that's been a huge positive I think that's coming. Public education. We have been doing employee CPR classes. We are going to continue that. For FY -15 we are going to look at offering that to our community as well. We think that's a good use of our resources. The city employee classes have been going very well, very well received, and we are going to get Councilman Borton here in one soon. So, we are going to look to expand that to the community and get community CPR out as well. We know we can save lives by doing that. It's one of the most critical things you can do to save a life of a heart attack or a cardiac arrest patient. So, looking forward to that. De Weerd: Chief, will you be participating in the Go Red Week? Niemeyer: I e-mailed Chief Jones today and he has got a nasty cold, so I haven't heard back from him yet. But I know he did make contact with Jessica. He reached out to her on that. De Weerd: And I know last year there was legislation passed that -- with the high schools. Will we be participating in -- in any fashion with the training there? Niemeyer: I don't believe so. The school systems have brought in their own instructors. They haven't reached out to us yet to ask for assistance. If they do we absolutely will. But I know just in my daughter's high school they have their own instructors in the health classes that have come in to do that. It was a great move I believe. The other area that we haven't been able to hit on -- and we know that we need to and that's fall education. Out of our EMS calls falls make up a large percentage of our EMS calls. Typically it's in the elderly but not always. But we know we can do better in getting education out on decluttering homes, clearing walkways, just basic things that folks can do to prevent falls. So, if we can prevent some of those calls from happening that will be a good thing. So, that's one of the areas we are going to focus on. Developing a tracking system to capture all public education interactions. And, then, lastly, our smoke Meridian City Council Workshop November 12, 2014 Page 25 of 43 detector program has been excellent. It's been one that other departments have looked to say how can we do that. We want to continue that and maintain it. We are in a maintenance mode with that, but what we do want to do is enhance our carbon monoxide education. Carbon monoxide continues to be a killer. You still see the headlines and so that's an area we can get more education out to our community and our public. So, that will be a high priority for FY -15. And, then, just a couple things. Administrative support. One of them is one that I know IT is very excited for us to do and that is to clean up our computer drives. Jaycee is over there doing the happy dance. Drives tend to be like rabbits and just magically they multiply when you blink and with drives we tend to put a lot of stuff on those computer drives and pretty soon IT is asking for me tigabytes or terabytes or whatever they need to have more storage. So, we are cleaning that up and looking at duplication. That's more of a process for us. Then moving forward we will keep those drives a little bit cleaner, which will make IT happier. We are also working on a customer service feedback tool. Emily is going to be heading this up. We get a lot of feedback from e-mails and from customer comment cards, but we want to take a more proactive approach in getting feedback from the folks that we see that we respond to. So, we are putting together a program where that questionnaire will go out to a random sampling every month of folks that we have gone on, whether it's a fire call, an EMS call, or just a public service call. Just ask them how we did. We have about four questions we are going to be asking them. Our goal is to have excellent service 90 percent of the time or greater, so we want to make sure we are measuring that and it's one of those key performance indicators we are looking at. The backside are some updates on what we are doing now. We do have the part-time public education assistance that you all approved in the budget. That is posted right now. That will close mid December and we hope to have that person on board the start of January. Our joint municipal firefighter recruit academy, we started with three. Unfortunately, we have to report we are down to two. We did have one that wasn't able to pass the eight week or mid way skills test. They get six opportunities to pass that and, unfortunately, he couldn't get through it. So, we are down to two on that. The two are moving forward. They are going great. They had their first live burn last week that I went and attended and, yeah, they were smiling and very excited to actually get out and put their skills to use. So, that live burn was in Boise. Their graduation is January 5th from 11:00 o'clock to 2:00 o'clock. So, hopefully, you can -- you can put that on your calendar and I will provide a final update at our mid year report. There is going to be some things there, I'm just not ready to say what they are, because we haven't finished yet. But by doing this together we know there is some cost savings that I will be bringing to you in our mid year report. EMS JPA we just had a report on that not too long ago with Darby here. So, again, in the mid year report I will provide you with any new updates as the EMS Joint Powers Agreement continues, but it has proven to be very successful and we are very happy about that. The two other multi -agency collaborative efforts we have been doing -- we have the officer development program. That's taking future company officers and we bring them in -- it's about a four month academy that we put on. It's on their own time, so they are volunteering their time to come in, but what it does it helps prepare them better for their future jobs as company officers if they get through it. I have provided you just a copy -- it's the big colorful spreadsheet here with the agenda for the officer development program. This is Meridian City Council Workshop November 12, 2014 Page 26 of 43 something I'm pretty proud of. When we came in it's something we wanted to do. We started doing this here in Meridian by ourselves and, then, we partnered with our -- our other agencies and now we are doing it together, which is kind of spared some of our resources and costs. Everything from company officer, emergency operations down is what we have always done. We have textbooks. We provide them the textbooks. We cover the textbooks. But everything above that is never covered in preparation for a company officer test. But those are the issues that, really, they are going to face about 60 percent of the time as a company officer. It's the -- it's the interactions with their personnel. It's evaluations. It's discipline. It's budgeting. And we feel that this is a great way to prepare them better as future supervisors in our department. It's been well received and we have seven different agencies participating right now. All of the folks that have gone through it, even though they are dedicating a lot of their own time to it, they have been very pleased with it and very happy with the outcome. So, some we are very excited about. We also just finished an engineer development program. That was with Caldwell, Nampa, Star. Again, both of these programs we are actually obligated in the contract to provide, so if we didn't have these partnerships we would be doing this by ourselves. And so the partnerships has made it a whole lot easier to bring these great programs to our future promotions. We do have a promotional ceremony on December 17th. Certainly want to invite all of you to that. It's at 6:00 p.m. here at the City Council chambers. And, then, response times, I just want to review what our goals are as of right now. The other attachment that I have you can thank Todd, he's taught me how to print off Excel spreadsheets in really small print. Hard to read it. Bird: I was going to say, you had to have Stacy print that out. Niemeyer: So, we will be coming back mid year to provide slides and we will go through that. But just as a reminder what our goals are. The one area that we can affect greatly, the most -- the biggest area we can affect is what's called turnout time. It's the time from when the bell goes off to the time that the wheels roll. And the standard that we have adopted is the national standard and the EMS calls that's 60 seconds. For fire calls that's 90 seconds and for any cross -manned station, like Station One, that's 120 seconds. And so right now for all calls -- we haven't broken it down yet to EMS and fire, we are at about 125 seconds, which is pretty Clang close to the goal. So, we will break that out. We will have a mid year report that will break it out in EMS calls, fire calls, and we will be able to show you where we are at with that performance. Response as far as travel time, we are about 47 seconds over our goal right now with travel. A lot of that is due to road construction, weather, traffic, so we will continue to monitor that and continue to push improvement in that as well. Overtime, that will be a mid year report. I have not forgotten about the wager that Councilman Bird and I have. We are watching that very closely. October wasn't very kind to us. We have got four firefighter vacancies right now. We have two of those vacancies filled with recruits. With that the next academy was going to be in the fall. We are trying to push one for the spring, so we can try and get those two vacancies filled as quickly as we can. We also have three significant injuries of members that are out eight to 12 weeks with significant surgical injuries, so that certainly hampers us. Our vacation time and sick time is right in line with what it -- what it always is. So, with that I will stand for any questions. Meridian City Council Workshop November 12, 2014 Page 27 of 43 Bird: Madam Mayor? De Weerd: Thank you. Mr. Bird. Bird: On the injuries, were they job related or -- Niemeyer: One was. Two were not. Bird: What did we have happen? Niemeyer: We had a dislocated shoulder. We had on off duty knee surgery and I -- Bird: Yeah. I know about that. Niemeyer: -- can't remember the third off the top of my head. De Weerd: Okay. Any other questions from Council? I appreciate this -- Milam: Madam Mayor? De Weerd: Oh. Sorry. Yes, Mrs. Milam. Milam: Mark, on the -- I'm curious on the customer feedback. I have always liked those kind of programs. Do you have any idea how that's going to be set up? I know Emily is working on it, but is it e-mail, mail, what are you thinking? Niemeyer: That's what we are working through. We have examined what others have done, so we are trying to find what's the best way to do it and I don't know if there is just one way to do it. Everybody communicates a little bit differently, so we have looked at e-mail, we have looked at web -based program that we would send them the link and they would offer up their feedback. We have also looked at mailings, which, obviously, costs money, but some folks feel that's the way they do things. So, we are evaluating trying to determine what's the best method to get that feedback from them. De Weerd: You know, I think that the water department uses the customer comment cards and people are really good about returning those and I think on -- even on the customer comment cards it does have a link that they can go on and do it online. Niemeyer: Yeah. De Weerd: So, you might consider that. Bird: Madam Mayor? De Weerd: Mr. Bird. Meridian City Council Workshop November 12, 2014 Page 28 of 43 Bird: I think those customer cards are neat, but the customers that they are working with are under stress at that time, you can give them a card and they are not going to know where it's at. I think Mark's on the right deal of checking out to whether it's -- whether they mail, which would cost more, but probably give the people that -- because when we make a call to them they are not calm and collected, I mean it's -- they are stressed, and that give them time to do it. A lot of people -- especially us older people aren't real -- we don't get onto the technology like young people do and most of our calls are -- De Weerd: Some of us. Bird: -- to older people. So, I think -- I think you're on the -- I think there is one or two ways, like you said, and I think while it costs a little more, I think maybe the mailing of a comment card, like the Mayor said, one of those comments cards, but I think if we give it at the time of service it's just going to get thrown -- people aren't going to even know what it is. Niemeyer: Yeah. That's one thing we talked about. It's a great point. There is some divisions, like our prevention division, that's not under stress, we can hand the card right then and there. With folks that we go to on calls, fires, EMS, you're right, that's the last thing they are going to think about and so the follow up would come later. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Mark, I might also suggest a phone call. Somebody doing a phone call survey. If they sit down and do all of it at once it's not going to take a lot of time. That way you know if you're getting a hold of people. Probably cost less than mailing everybody something and a return address -- you know, envelope, because you want them to -- my point is you want people to send it in or respond, whether they are satisfied or dissatisfied. Unfortunately, a lot of people are only going to respond if they are dissatisfied. And so to kind of even the playing field you really want to make sure you catch everybody. Niemeyer: Good -- good suggestions. I will take that back. De Weerd: It's easy to get addresses. It's more difficult to get phone numbers. Bird: I was going to say, the phone numbers are going to be hard to come by. De Weerd: But we wish you luck. Milam: Yes. Meridian City Council Workshop November 12, 2014 Page 29 of 43 De Weerd: And look forward to hearing what you decide. B. Public Works: FY15 Engineering Capital & Enhancement Plan De Weerd: Okay. Item 7-B is under our Public Works Department. I'll turn this over to Warren. You're not going to go through that whole big thick -- Stewart: Page by page. De Weerd: Right? Stewart: No. I'm not going to do that. Apologize if I don't talk as well as I would like. I have been battling a little bit of a cold. Sometimes it's hard to speak and breathe at the same time. Bird: Understand. Stewart: But this is the fifth year, I think, that we have, essentially, presented a capital improvement plan here at the city of Meridian. So, I just -- many of you have been here for that entire time and, you know, I try to make this a little more brief and brief as we go on. We do have some knew Council members that may not have heard that. I think a Couple of them were here last year when I presented, even though they weren't Council members yet. But I will probably go into just a little bit more detail, so that those that haven't been here before will understand this process, but, don't worry, it's not a long presentation. I don't remember if this thing still has the slide numbers, but not all those slides I'm going to go through, so -- Bird: Just get through a hundred, not two. Stewart: Yeah. No. About five, I think. Bird: Where is Tom? Stewart: So, first of all, I want to thank everybody who helped put this document together. This takes a lot of work and effort from a lot of different people within the Public Works Department and even other departments to try and gather all of this data and put this information together. So, I do want to especially give thanks to my staff and those that helped to put it together. Hopefully it will be informative and helpful. I kind of want to briefly just go through the purpose of this presentation. I won't read all of these, but, obviously, for us it's an opportunity for us to give this document to individuals, especially our City Council members, that helps you guys to, hopefully, understand what our five year plan is with regards to capital improvements throughout the city and it also provides some additional detail. Now, one thing I do want to make mention is we now have a ten year CIP for this sewer division, wastewater. But that's just more of a summary like you will see in the beginning of this document. This is actually -- the five year CIP adds a little bit more detailed information on each project. So, if you have a Meridian City Council Workshop November 12, 2014 Page 30 of 43 question or, you know, concern about a project, you can go to this document and get additional detail and information. So, there is, basically, two phases in the capital planning and, essentially, implementation process. We are only going to cover this planning phase, which is the -- essentially, the project identification, estimating, prioritization, scheduling, and the preparation of this document. Execution, design, and construction and so forth, that's -- you know, that's not the discussion for today. The discussion for the day is, essentially, how we go about preparing this document for you. First thing is project identification. There is a few different ways that we identify projects. A lot of these things come out of the master planning efforts that we do. We try and update those master plans on a five year basis -- every five years. You know, we hire consultants to help us do that and they identify a lot of these projects. Growth is another significant driver to what projects are included. Regulatory requirements, system modeling, we do modeling on the system to determine where we have weaknesses and those weaknesses need to be addressed. Some of it's agency coordination with like ACHD and projects that they are going to be doing. And essentially -- and also infrastructure condition. Oops. Hit the wrong thing. So, on estimating. I'd kind of like to cover this a little bit. There is some factors that go into estimating. Public Works construction is -- is interesting. Some of the projects are fairly straight forward. We know for various different types of water main construction, whether it be out in a green field or whether it be in a city street or so forth what those water main costs approximately are. When it comes to some of the wastewater treatment plant projects, those are rather unique and so finding good information to estimate the cost on those projects is not always easy to come by and we rely a lot on our consulting engineering firms, who are doing this type of work in other places to help us with those cost estimates. We also pull a lot of that cost information out of the master plans, which is, again, prepared by the professionals that we hire to help develop those. We look at industry publications. There is various publications from construction industry and architectural industry that help to provide some information on cost estimations. We also look at current economic trends and conditions, when the project is going to be constructed, so we know whether -- what the weather might be. And also the complexity of the project. But especially when you look at a five year document like this when there is no specific plan or specifications that are developed, it's not always easy to develop those cost estimates and the industry standard is those cost estimates developed on, essentially, ideas or conceptual ideas are -- you try and shoot for somewhere between 20 and 30 percent of what the actual cost will come out. So, some of those challenges to that is -- you know, to getting that correct, is, essentially, the time from the estimate to construction. Even in the first year of this document, the 2015, which you will see, a lot of times we are putting estimates together 18 months ahead of when we plan to go out for construction and in 18 months sometimes the construction contractor availability and economy can change fairly significantly and that can have a real impact on that. Again, unique projects and also the economic variability provide some challenges to these and so we try and update these as these projects roll closer and closer and closer, we will try and refine those numbers and get those more and more accurate. But that does present some challenges. Next one is prioritizing these projects. There is several factors that go into prioritizing a project. Regulatory compliance. Growth meeting growth in the city. Meridian City Council Workshop November 12, 2014 Page 31 of 43 Agency projects. In other words, ACHD project and where they are scheduled and planned. System efficiencies or for savings, sometimes we schedule those if we have had, for instance, some -- some projects that take some lift stations offline, because we can save the upgrades that were necessary with those and also the ongoing operational costs associated with operating those lift stations. So, sometimes those increase the priority. Operational control or safety is another factor. .Infrastructure age and also service level, especially as it relates to fire protection. Scheduling is the next part of that. So, we are, essentially, trying to develop a schedule for the design and bidding and construction phase of all these projects. It also has to take into account just -in -time financing. So, we trying to look down the road and say, okay, how much time is it going to take for us to do this project and over how many years are we going to have to plan the financials for this particular project and -- but that can be a little tricky as well, but we are getting better and better at that I think. And, then, finally, it comes to the document preparation. We take all of that information -- I think I skipped over one in there. Maybe it was in sort of the prioritization, but we also have one of the forms in here where we actually go through and we rank and rate each project according to its impact on customer service and so forth and so you will see that in the document. But we take all that information and we assemble it together and we put together this document, which we refresh every year. It's just an informative document for you. We don't ask you to adopt it, because, obviously, you can't do that, because it has financial obligations associated with it. You do that on your annual budget process. We use this piece of information here to help us develop the enhancements that we provide every year during the budget process. So, hopefully, that gives you some idea of what goes into our preparation of the document and also I would stand at this point for any questions that you might have on this year's CIP. Bird: Council, any questions for Warren? Borton: Mr. Vice-president? Bird: Mr. Borton. Borton: Warren, can you give me the -- kind of the quick explanation of depreciation funded versus capital funded? I didn't know that distinction. Stewart: Yeah. So, essentially, right at this time it doesn't mean anything, other than, essentially, we are tracking that, because we don't do true depreciation funding within the city. But one of the things that we try to do in this document is identify those projects that if we did true depreciation funding or depreciation financing those projects would be eligible for that type of funding. So, they are, essentially, projects that would be eligible for depreciation funding if we did depreciation funding, looking down the road to the time when we may do that kind of effort. Borton: Okay. Meridian City Council Workshop November 12, 2014 Page 32 of 43 Stewart: So, it's helpful for us. It, essentially, identifies to you what kinds of projects or which projects would be eligible for that type of funding if we did it that way. Borton: Okay. Follow up? Bird: Go ahead, Mr. Borton Borton: Is that done by Public Works or by Finance? That distinction. Stewart: That distinction is done by Public Works. At this point. Because this project -- or this document here is developed, essentially, by Public Works specifically through the engineering department. So, we identify that. It's, basically, for us right now to sort of say, okay, let's start keeping track of what we think -- what projects we think would be depreciation eligible and we will identify that. At some point we believe that will become helpful in -- that we have on that topic. Borton: Okay. Thank you. Bird: Any other questions, Council? I have got a couple for you, Warren. Stewart: Sure. Bird: On our last five year one, what percent did we complete or get started? Do you have any idea? Of our capital improvements that we had planned? Stewart: As far as the 2014 capital improvements? Bird: Well, no, the ones we had from 2000 --1 think it was from 2010 or 2009 to 2000 -- the five year plan -- the last five year plan. And I know I'm -- Stewart: Go ahead. Bird: -- that you don't -- that you weren't here I don't think all that time, but -- Stewart: Well, I have been here for every one of these documents that have ever been done. That started after -- essentially the year after I started with the city. Bird: But the other five year plans that -- the capital improvement stuff, do you have any -- have we done 50 percent of them, completed 50 percent and started another ten percent or 20 percent? Have any idea? Stewart: I don't have the statistics. Bird: Okay. Meridian City Council Workshop November 12, 2014 Page 33 of 43 Stewart: My guess is that if you went back and you looked at the 2010 CIP and we looked at the number of projects that were completed out of that, it would be much more significant than 50 percent. Bird: I knew it would be. I just threw that out. Stewart: Part of the issue is as you go forward there is some projects that we have identified five years out from now that at -- we will learn more in the next three or four years. Some of those projects will actually fall off and we will decide, you know, that one may not be necessary and they will drop out of the CIP. The vice -versa also happens. Somewhere in the next four years I'm sure there are projects that will pop up in the CIP that we have not brought in there now, because there will be issues that will come up that we have to address that we just don't know about at this point. So, I couldn't -- you know, with those things in mind I couldn't really tell you what that number is, but my, you know, gut feeling is that it's -- it's a fairly high percentage overall. They don't -- not a lot of projects fall out and a lot of new ones come in, but -- but I don't have the statistics. Bird: And I appreciate that, because -- and you guys do do it. And one other follow-up question. I know the costing of these projects is being done by your consultants mostly; right? Stewart: Much of it is. Certainly on the significant projects. Bird: I know some of it -- in our day we -- when we'd go back ten years to see what -- like in the glass business how much it cost a square foot in 1990 compared to 1992, so in 2000 we had a pretty good idea of the project would be -- in 2000 what it was going to cost over the average. Is there any way we can do that? Because, to be truthful with you, I can't think of a single big project the last two years that haven't had an add addendum or an add -- change order -- change order come back for a budget amendment is what I'm trying to get across. Stewart: Councilman Bird, Councilmen, we have had a lot of projects. In fact, we haven't had to do -- most of the projects we don't have to do budget amendments on. Some projects we have to do change orders on, but we have had several projects we haven't had to do change orders on. I can think of several of them this year that we had deductive change orders, where we actually had costs that came in lower than the contract that was originally let. So, we have a, you know, variety that come from a lot of different places. Most of the time the change orders that come in are not a result of, you know, essentially, estimates that are out of line or whatever the case may be, unfortunately, to coin a phrase that a consultant of ours often uses -- and Kyle will get a kick out of this -- we so have a discovery environment. Most of the work that we do is underground. You can't go out and look at it. You cannot see what you don't -- what's under there. And in some situations we know that information prior fairly well. If you're talking about a brand new development out in, you know, green field conditions is you're not likely to run into a whole lot of surprises. You start working in the downtown corridor Meridian City Council Workshop November 12, 2014 Page 34 of 43 or you start working out at the wastewater treatment plant where things were built 40, 50, 60, even 70 years ago, when records weren't kept -- Bird: We haven't been out there that long. Stewart: Some of the downtown stuff has. Bird: Oh, yeah. But not out at the wastewater. Stewart: Those things that we constantly run into that we simply do not know and could not anticipate. Even site conditions, soil conditions, vary across a single site. So, you will have some situations where we can go out and drill a test hole and the test hole says, you know what, you're not going to encounter poor soil conditions and that will work for a hundred feet of line and, then, low and behold, the next hundred feet that -- that's not even the same and we run into the soil conditions that are dramatically different than -- and we have to make changes as a result of that. We can make some pretty good estimates on certain types of projects, because those numbers and that information are well known. When you start talking about a IFAS project out at the wastewater treatment plant, there might be one other project like that in the state of Idaho that's ever been done. So, coming up with good estimates on that is not as easy as going to, you know, square footage costs from past projects. So, hopefully, that answers your question. Bird: I understand. Thanks, Warren. Appreciate it. You can have it back. I think that's it. De Weerd: Okay. Any other questions? Stewart: Thank you. C. Program Year 2013 Community Development Block Grant (CDBG) Action Plan Amendment De Weerd: Thank you, Warren. Item 7-C is under our Community Development office. Hood: Good afternoon, Madam Mayor, Members of the Council. It's my pleasure to introduce to you Sean Kelly. Sean actually started with us this last summer as an intern and he is now our CDBG administrator, taking over for Lori Den Hartog. Lori left us in late August and Shawn has filled those shoes nicely so far. He is a quick study and a great asset to -- to Community Development. So, before I turn the mike over to him fully, I just wanted to let you know of a couple other housekeeping items. You may or may not know, but Kristy Vigil is no longer in Community Development, in Planning. She has moved up to the third floor, part of Dave Tiede's team now. De Weerd: Did you hear that? Moved up in the world. Meridian City Council Workshop November 12, 2014 Page 35 of 43 Hood: I didn't say in the world, just in the building, so -- so, we have a vacancy right now. Assistant planner right now is currently open in our department. And, then, Justin Lucas is actually leaving us. This Friday is going to be his last day. So, that position is also going to be open here after the first of the week, so -- with that I just wanted to kind of give you a heads up on those couple of things and I will turn it over to Sean. So, thank you. De Weerd: Thank you. And I will say that just on behalf of Justin, Justin is going back to Ada County Highway District as their planning manager. It's -- it's a nice move up for him. Justin certainly was a great asset for our city and we certainly want to wish him well and just extend our appreciation to what he has been able to do as he's been with the city with our heartfelt thanks. Bird: Amen. De Weerd: So, thank you, Sean. We appreciate this is your inaugural presentation. Kelly: Indeed, Madam Mayor. Madam Mayor, Members of the Council, just a little bit of back story on me, so that you're aware. I might look a little bit old to be an intern with planning over the summer. I am a Gen Xer and that actually came from -- I'm a retired army sergeant first class. Disability retired in 2009. Had to find a new career, because killing Bagdaddies and those types of things don't really translate well to CDBG. De Weerd: We just thought that working in community development ages you rapidly. Kelly: It could have been that, Madam Mayor. De Weerd: Oh. There you go. Kelly: But thank you for that. De Weerd: Thank you for being here. Kelly: Absolutely. Madam Mayor, Members of Council, this is -- you should have had a memo. That memo should have elucidated on the issues of the Centennial Park ADA restroom and the issues that we had with that. I tried to put this into one slide, which is pretty much a summary of what that memorandum was, to bring your attention to a couple of key points. The funds that we have available are the obligated funds from prior years. We do have funds every year that tend to move to next year and we need to spend those funds in the year that they are spent. This is a 2000 year -- or season -- project year 2013 project. This is 2011 funds that we are planning on using for that. We have consulted with HUD. HUD has said that this is an appropriate and authorized increase in use of these funds. This is a minor amendment, which means it does not trigger our citizen participation plan. That means we don't have to go through the 50 days citizen participation process, the public process, and we have a resolution that's already been drafted. We did this very quickly and that's ready for your approval next Meridian City Council Workshop November 12, 2014 Page 36 of 43 week on a consent agenda if you do approve this and staff is recommending approval. And I will stand for any questions. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Sean, is -- is any of this money the money that MDC turned back for -- for fagade over at the rec -- city community center? Kelly: Madam Mayor, Councilman Bird, I think that this money is left over from admin from 2011. 1 can -- I can check on that. I don't have those numbers. I have the actual -- Bird: Well, they returned that back and I -- they were going to use it to do the facade or something on the community center over there and I would have no problem with that -- that 7,000 taken there. I think this is great. It's got to be done and as long as the boys from the fund don't have no problem with it, I'm for it a hundred percent. Kelly: Madam Mayor, Councilman Bird, that money that we are talking about from the MDC project, I think most of that was actually the Idaho sidewalks project that we have actually planned now and I think that's where they got leverage to put that into the 2015. Bird: I think you're right. Cavener: Madam Mayor? De Weerd: Yes, Mr. Cavener Cavener: A couple just quick comments. Sean, welcome aboard. Thanks for your service. We are happy to have you here. Appreciate you doing your due diligence on this and making sure that -- that these funds were appropriate. I think it's important to -- I know Councilman Bird and myself often get hesitant when we start going into these projects about if it's going to trip Davis -Bacon wages and I appreciate you looking into assure that that's not going to happen and I just want to thank you for reaching out and making confirmation that this qualifies for the CDBG program. So, no questions, just more of a comment. Appreciate your hard work. De Weerd: Thank you. Any other comments? Questions? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Seeing no additional questions or comments, I assume we need a vote to approve this amendment? Meridian City Council Workshop November 12, 2014 Page 37 of 43 Bird: You mean to bring the resolution forward? Cavener: So, we don't need to vote on anything tonight. Okay. Never mind, then. De Weerd: Okay. Thank you. Kelly: Thank you, Madam Mayor, Council. Bird: Thank you. D. City Council Liaison/Committee Updates De Weerd: Okay. Under 7-D, Council, we will start with Mr. Zaremba and would appreciate any updates to the Council that you have on your various activities with representatives for the city. Zaremba: Thank you, Madam Mayor. The most activity that is out of the ordinary is probably at Valley Regional Transit where the -- the committee to design a potential Meridian bus service is active. We do expect to be able to come before this Council probably end of February, early March, to discuss budget implications and anything that we may need to do and get some direction from the Council of how -- how we proceed at that time, but we do hope to have a plan. The Saturday service is being used. I learned some days better than others. It does have its ups and downs. It's not necessarily all unaccompanied youth. There are quite a few families that are using it and of those that know about it's well received and we often hear the comments how do you get more people to -- to know about this and that's always the challenge. But we are making progress on -- on planning the next step and preparing to come before the Council, as I say, late February, early March, and see if we are going to take a next step. That will be the discussion. De Weerd: And just a special note. It is the Saturday fun bus not this -- was it this last Saturday? Time sure flies. We had I think 26 MYAC'ers riding the fun bus and I don't know if you have seen the video that one of the members put together, but -- so, if you haven't you really need to take a look at it. Zaremba: I have not. Where would that be? De Weerd: We will send it to you. Zaremba: Cool. De Weerd: Okay. Mr. Borton. Borton: Madam Mayor, I don't have anything probably too new or substantive to provide you. You have heard from Public Works and what they are undergoing. I'm meeting Meridian City Council Workshop November 12, 2014 Page 38 of 43 with Finance I believe the week of the 24th of November to circle back on some of the budget discussions and maybe some process improvements to line out for the spring that might help next year go even better. De Weerd: And I will thank all of the Council Members. They have each attended one of the director meetings and given feedback on their thoughts in making that budget process better, so thank you. Mr. Bird. Bird: Madam Mayor. First of all, MDC, which I'm a member of, they give their presentation today, so I don't need to add anything to that. My attorney office keeps doing their good job as usual and Bill and Ted and Emily and Mrs. Pogue and the chief one Michelle, do a great job for us and get everything done on time and our police department, you already got a report on some of that, but I went out and looked at the buildings the other day by myself and walked around. We are getting a beautiful job out there and it's -- a lot of it's thanks to Lieutenant Leslie and we continue to be the best law enforcement department in the state of Idaho, if not the United States in my book. Thank you guys, all your employees. De Weerd: Mrs. Milam. Milam: I have a three page report for the fire department. Oh, wait. Mark already covered that. So, HR, they have been working on open enrollment. They are working on reviews and merit and they had a -- their off-site to review priorities for next year. The arts commission -- we held a special meeting last week to select artists for the gallery for 2015. They didn't -- some amazing artwork also we work also. But there were not enough entries to fill the year, so Dwight Williams is working on that, if anybody knows somebody they think would be a good asset for a gallery showing next year, get in touch with Dwight Williams. I think we should also challenge our youth member to see if we can do a youth exhibit or we even work with the school district on the -- the program they already have and see if they want to put it on display here as well. Milam: Madam Mayor, a youth member is coordinating a month with -- De Weerd: Very good. Milam: She's at Renaissance and it's her school or possibly collaborating -- yeah, different -- other high schools, but she's kind of taken that project on. It's really awesome. But there is still room for -- De Weerd: Very good. Thank you. Cavener: Just a couple brief points to note. Last week in the Parks Department they celebrated the ribbon cutting for Eighth Street Park. I was able to attend and I know a few of you all were able to attend. I'm excited to have that park officially reopened. In Meridian City Council Workshop November 12, 2014 Page 39 of 43 addition, while not officially open, the tennis courts at Settlers are finished up and according to Steve are already being used heavily. De Weerd: Yes, they are. Cavener: And I think they are going to wait in light of the temperature condition, we will wait to have a ribbon cutting in the spring when we can go out and actually enjoy a game. Caleb stole a little bit of my thunder, but Kristy Vigil has moved up to IT and I think that is a -- a huge asset to the IT department. A loss for community development, but, you know, IT touches our employees lives more than probably any other department and she is a great asset to the city and to the department and I know that IT is lucky to have her. De Weerd: Thank you so much. We are appreciate your -- your reports. And I just wanted to say that I appreciated the opportunity to travel to Denver and attend the Peak Academy where we did an extensive training in LEAN and learning more about tools to identify and eliminate waste to reduce redundancies and find better efficiencies. We are bringing back the tools that we learned and deploying them first in Public Works. Public Works will be our guinea pig. They are already using some of these tools and so we saw that as the best way to integrate that into city practices. It was extremely interesting and helpful, really stressed a process that I have already discussed with several of our department directors. They have all expressed interest and intrigue as to how they can learn from many of the things that we learned about at the Peak Academy. So, if -- if you want to know more I have an abundance of information and a lot of examples as to how the ringing approach really has been utilized in other communities. It's just catching on, but it's -- there is a lot that can be done in improving our processes. So -- so, thank you again for your department reports. We have already heard 7-E. F. Amended onto the agenda: Parks Department: Recreational Pathway Easement — Cottonwood Development for Vicenza Estates G. Amended onto the agenda: Public Works Development: Water Main Easement — Cottonwood Development for Vicenza Estates De Weerd: 7-F and G were added to the agenda. This was requested to be put on by myself through the process and I would like to -- to make a special call out to Michelle in the attorney's office. She really showed how walking it through the process and getting it taken care of was greatly appreciated. So, if you will, please, extend my appreciation to Michelle. Nary: I will do that. Meridian City Council Workshop November 12, 2014 Page 40 of 43 De Weerd: Thank you. So, do we need to discuss this or this was just put in this place because it was new? Nary: Madam Mayor, Member of the Council, I think if you wanted to I think Jay is here from parks and planning, but, basically, these were fairly routine easements. There was some discrepancy as to how long we had been -- had them in the city and why and all that. We had some contacts with the property owner on Friday, so it was after the deadline, so that's why it didn't make the agenda initially when we became aware of it. We did process it as quickly as possible. I think they are a fairly routine item. I don't know that there is any -- anything unique about them, but he wanted to get them done quickly for a variety of reasons and it wasn't a problem to add it, so we were okay with that. De Weerd: Thank you, Bill. Anything? Bird: I have nothing, Mayor. De Weerd: Okay. I would entertain any motion. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: I move that we approve the recreational pathway easement for Cottonwood Development for the Vicenza Estates. Zaremba: Second. De Weerd: I have a motion and a second to approve Item 7-F. Any discussion from Council? Bird: I have none. De Weerd: Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, absent; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes: MOTION CARRIED: FIVE AYES. ONE ABSENT. De Weerd: Item 7-G. Bird: Madam Mayor? Meridian City Council Workshop November 12, 2014 Page 41 of 43 De Weerd: Mr. Bird. Bird: I move that we approve the easement for a water main easement at Cottonwood Development with Vicenza Estates. Cavener: Second. De Weerd: I have a motion and a second to approve Item 7-G. Madam Clerk. Roll Call: Bird, yea; Rountree, absent; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 8: Ordinances A. Ordinance No. 14-1629: An Ordinance (AZ 12-013 Locust Grove Water Reservoir #2) for Annexation and Rezone of a Parcel of Land Located in the NW 1/4 of the NW 1/4 of Section 29, Township 3, Range 1 East, Boise Meridian, Ada County, Idaho and Determining the Land Use Zoning Designation Classification of Said Lands from RUT to R-4 (Low Density Residential District) in the Meridian City Code; and Providing an Effective Date De Weerd: Item 7-A is Ordinance 14-1629. Madam Clerk, will you, please, read that by title only. Holman: Thank you, Madam Mayor. City of Meridian Ordinance No. 14-1629, an Ordinance AZ 12-013, Locust Grove Water Reservoir No. 2 for annexation and rezone of a parcel of land located in the northwest one quarter of the northwest one quarter of Section 29, Township 3 North, Range 1 East, Boise meridian, Ada County, Idaho, as described in Attachment A, and annexing certain lands and territories situated in Ada County, Idaho, and adjacent and contiguous to the corporate limits of the city of Meridian, as requested by the City of Meridian, establishing and determining the land use zoning classification of said land from RUT to R-4, Low Density Residential District, in the Meridian City Code, providing that copies of this ordinance shall be filed with the Ada County Assessor, the Ada County Recorder, and the Idaho State Tax Commission, as required by law, and providing for a summary of the ordinance and providing for a waiver of the reading rules and providing an effective date. De Weerd: You have heard this ordinance read by title. Is there anyone who would like to hear it read in its entirety? Frank says no. Meridian City Council Workshop November 12, 2014 Page 42 of 43 Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Seeing none, I move that we approve Ordinance No. 14-1629 with suspension of rules. Bird: Second. De Weerd: I have a motion and a second to approve Item 8-A. Madam Clerk, will you call roll. Roll Call: Bird, yea; Rountree, absent; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. B. Ordinance No. 14-1630: An Ordinance (RZ 14-004 — Citadel II Self Storage Facility) For The Re -Zone Of A Parcel Of Land Located In The SW Y4 Of Section 21, Township 3 North, Range 1 East, Boise Meridian, City Of Meridian, Ada County Idaho; Establishing And Determining The Land Use Zoning Classification Of R-4 (Low Density Residential) Zoning District To C -C (Community Business) Zoning District In The Meridian City Code; And Providing An Effective Date De Weerd: Item 8-B is Ordinance 14-1630. Madam Clerk, will you read that by title only. Holman: Thank you, Madam Mayor. City of Meridian Ordinance No. 14-1630, an Ordinance AZ 14-004, Citadel II Self -Storage Facility, for the rezone of a parcel of land located in the southwest one quarter of Section 21, Township 3 North, Range 1 East, Boise meridian, City of Meridian, Ada County, Idaho, establishing and determining the land use zoning classification of R-4 Low Density Residential Zoning District to C -C, Community Business Zoning District in the Meridian City Code, providing that copies of this ordinance shall be filed with the Ada County Assessor, the Ada County Recorder and the Idaho State Tax Commission as required by law and providing for a summary of the ordinance and providing for a waiver of the reading rules and providing an effective date. De Weerd: You have heard this item read by title only. Any interest in hearing it read? No? Milam: Madam Mayor? Meridian City Council Workshop November 12, 2014 Page 43 of 43 De Weerd: Mrs. Milam. Milam: I move that we approve Ordinance No. 14-1630 with suspension of rules. Bird: Second. De Weerd: I have a motion and a second to approve Item 8-B. Madam Clerk will you call roll. Roll Call: Bird, yea; Rountree, absent; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 9: Future Meeting Topics De Weerd: Item 9 is Future Meeting Topics. Council, any items for future agendas? Bird: I have none. De Weerd: Okay. Seeing none. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we adjourn. Milam: Second. De Weerd: I have a motion and a second to adjourn. All those in favor say aye. All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. MEETING ADJOURNED AT 5:05 P.M. LE OF THESE PROCEEDINGS) MAYOR MY De WEERD DATE APPROVED ATTEST: "7E�au,&,.rz � HOLMAN, CITY CLE 4SC VI LJ 11;o ,o"7 r. SEAL rF��iue lnr+s`4� y