HomeMy WebLinkAbout2014-12-16CITY COUNCIL REGULAR
E IDIAN*----.- MEETING AGENDA
I
DAH 0 AMENDED
City Council Chambers
33 East Broadway Avenue
Meridian, Idaho
Tuesday, December 16, 2014 at 6:00 PM
1. Roll -Call Attendance
X David Zaremba X Joe Borton
X Charlie Rountree X Keith Bird
X Genesis Milam X Luke Cavener
X Mayor Tammy de Weerd
2. Pledge of Allegiance
3. Community Invocation by Jason Christensen from Meridian United Methodist
4. Adoption of the Agenda Adopted
5. Consent Agenda Approved
A. Approval of the Mercer FY15 Statement of Work for Benefits
Brokerage/Consulting Services
B. Biltmore Estates Subdivision Sewer and Water main Easement
C. Memorandum of Agreement with Meridian Development Corporation and
Meridian Chamber of Commerce for a Project to Study the Feasibility of a
Multi -Purpose and Event Center for City Commitment in an Amount Not -to -
Exceed $14,500
D. Approval of Evergreen Sole Source Purchase for Sensus Water Meter
Reading Equipment and Related Products from Ferguson Enterprises and
Authorize the Purchasing Manager to Issue and Sign Purchase Orders
and/or Contracts to Ferguson Enterprises for the Above Mentioned
Products
E. Project Agreement between Meridian Development Corporation and City of
Meridian for Main Street Improvements: Islands and Historic Lighting
F. Renewal of the Intergovernmental Agreement with Ada County Sheriff's
Office and Boise Police Department for a Consolidated Records
Management System
Meridian City Council Meeting Agenda — Tuesday, December 16, 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. Findings of Fact, Conclusions of Law and Decision and Order in the
Request to Grant a Variance by Capital Christian Church Regarding a
Proposed Change in Address.
H. FP 14-043 Shallow Creek by A Team Consultants Located Southeast Corner
of S. Stoddard Grove Road and E. Franklin Road Request: Final Plat
Approval for Sixteen (16) Multi -Family Buildable Lots and Three (3)
Common Lots on Approximately 5.84 Acres in the R-15 Zoning District
I. Resolution No. 14-1037: A Resolution Approving the City of Meridian's
Enrollment into the Federal Emergency Management Agency (FEMA)'s
Community Rating System (CRS).
J. Resolution No. 14-1038: A Resolution Establishing Appointments for
Board Members and Alternates to the Valley Regional Transportation
Authority
6. Community Items/Presentations
A. Police Department: Department Recognition and Awards
7. Items Moved From Consent Agenda None
8. Action Items
A. Close the Public Comment Period for the 2013 Consolidated Annual
Performance and Evaluation Report for Meridian's Community
Development Block Grant Program
B. Resolution No. 14-1039: Approval of the 2013 Consolidated Annual
Performance and Evaluation Report for Meridian's Community
Development Block Grant Program Approved
C. Public Hearing for CPAM 14-002 by Clarence McLain for Amendment to the
Future Land Use Map contained in the Comprehensive Plan to change the
land use designation on approximately 2.92 acres from Low Density
Residential (LDR) to Commercial Approved
1. Public Hearing for AZ 14-013 for Annexation of approximately 1.44
acres from R1 zoning district in Ada County to the C -G (General
Retail and Service) zoning district for Tribal Fire generally located
north side of E. Overland Road and east of S. Topaz Avenue
Approved
D. Public Hearing for PP 14-016 by Walmart Real Estate Business Trust for
Preliminary Plat approval for five (5) commercial lots on approximately
Meridian City Council Meeting Agenda — Tuesday, December 16, 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.
26.16 acres in the C -G zoning district for Coleman generally located
northwest corner of N. Ten Mile Road and W. McMillan Road Approved
9. Department Reports
A. Fire Department: ACCEM Joint Powers Agreement Discussion
B. Resolution No. 14-1029: Resolution Approving Joint Powers Agreement for
Emergency Management Services in Ada County Approved
10. Future Meeting Topics None
11. Executive Session Per Idaho State Code 67-2345 (1)(c)(d)(f): (c) To Conduct
Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real
Property, Which is Not Owned by a Public Agency; (d) To Consider Records that
are Exempt from Disclosure as Provided in Chapter 3, Title 9, Idaho Code; AND (f)
To Consider and Advise Its Legal Representatives in Pending Litigation
Into Executive Session at 7:29 p.m.
Out of Executive Session at 8:29 p.m.
Adjourned at 8:29 p.m.
Meridian City Council Meeting Agenda — Tuesday, December 16, 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 December 16 2014
A meeting of the Meridian City Council was called to order at 6:00 p.m., Tuesday,
December 16, 2014, by Mayor Tammy de Weerd.
Members Present: Mayor Tammy de Weerd, Keith Bird, Charlie Rountree, David
Zaremba, Joe Borton, Genesis Milam and Luke Cavener.
Others Present: Bill Nary, Jaycee Holman, Bruce Chatterton, Bill Parsons, Clint Dolsby,
Jeff Lavey, Mark Niemeyer, and Dean Willis.
Item 1: Roll -call Attendance:
Roll call.
X David Zaremba X Joe Borton
X Charlie Rountree X Keith Bird
_X_ Genesis Milam _X_ Lucas Cavener
W
X Mayor Tammy de eerd
De Weerd: Well, I will start tonight's meeting with welcoming you to our Meridian City
Council meeting. Thank you so much for joining us. We love to have an audience. So,
thank you for being here tonight. For the record it is Tuesday, December 16th. It's 6:00
p.m. We will start with roll call attendance, Madam Clerk.
Item 2: Pledge of Allegiance
De Weerd: Item No. 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: Community Invocation by Jason Christensen from Meridian United
Methodist
De Weerd: Item No. 3 is our community invocation. Tonight we will be led by Jason
Christensen. He is will Meridian United Methodist Church, the Church of the Warm Heart.
If you will all join us in the community invocation or take this as an opportunity for a
moment of reflection. Jason, if you would like to come and up and step to the podium, so
we can get you on public record. This is really official saying a prayer to God here.
Christensen: Okay. If you will all join me in prayer, please. Heavenly Father, we gather
here seeking your guidance for the leaders of our city. At this time of year we remember
the gift of your son. We ask your continued blessings upon our city. Watch over its
leaders, citizens, and their loved ones. Please help us to remember your love and grace
and help us to show that love and grace to one another. We ask these things in the name
of your son Jesus Christ, our Lord, amen.
Meridian City Council
December 16, 2014
Page 2 of 32
De Weerd: Jason, I'd like to offer you a City of Meridian pin for leading us in an
invocation. Thank you. And did Pastor Steve tell you that you have to stay for the entire
meeting? You really don't need to. Thank you.
Item 4: Adoption of the Agenda
De Weerd: Item No. 4 is adoption of the agenda.
Rountree: Madam Mayor?
De Weerd: Mr. Rountree.
Rountree: Item 5-1 -- the resolution number is 14-1037. The proposed resolution number
for Item 5-J is 14-1038. On Item 8 the resolution number on Item B is 14-1039. And Item
8-C and C-1 actually are two separate items. They are under a little bit of a different
format, but they are two separate items. With those additions, Madam Mayor, I move that
we approve the agenda.
Bird: Second.
De Weerd: I have a motion and a second to approve the agenda as stated. All those in
favor say aye. All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
Item 5: Consent Agenda
A. Approval of the Mercer FY15 Statement of Work for Benefits
Brokerage/Consulting Services
B. Biltmore Estates Subdivision Sewer and Water main Easement
C. Memorandum of Agreement with Meridian Development
Corporation and Meridian Chamber of Commerce for a Project to
Study the Feasibility of a Multi -Purpose and Event Center for
City Commitment in an Amount Not -to -Exceed $14,500
D. Approval of Evergreen Sole Source Purchase for Sensus Water
Meter Reading Equipment and Related Products from Ferguson
Enterprises and Authorize the Purchasing Manager to Issue and
Sign Purchase Orders and/or Contracts to Ferguson Enterprises
for the Above Mentioned Products
Meridian City Council
December 16, 2014
Page 3 of 32
E. Project Agreement between Meridian Development Corporation
and City of Meridian for Main Street Improvements: Islands and
Historic Lighting
F. Renewal of the Intergovernmental Agreement with Ada County
Sheriff's Office and Boise Police Department for a Consolidated
Records Management System
G. Findings of Fact, Conclusions of Law and Decision and Order in
the Request to Grant a Variance by Capital Christian Church
Regarding a Proposed Change in Address.
H. FP 14-043 Shallow Creek by A Team Consultants Located
Southeast Corner of S. Stoddard Grove Road and E. Franklin
Road Request: Final Plat Approval for Sixteen (16) Multi -Family
Buildable Lots and Three (3) Common Lots on Approximately
5.84 Acres in the R-15 Zoning District
I. Resolution No. 14-1037: A Resolution Approving the City of
Meridian's Enrollment into the Federal Emergency Management
Agency (FEMA)'s Community Rating System (CRS).
J. Resolution No. 14-1038: A Resolution Establishing
Appointments for Board Members and Alternates to the Valley
Regional Transportation Authority
De Weerd: Consent Agenda.
Rountree: Madam Mayor?
De Weerd: Mr. Rountree.
Rountree: I move that we approve the Consent Agenda with the addition of the resolution
numbers, authorize the Clerk to attest and the Mayor to sign.
Bird: Second.
De Weerd: I have a motion and a second to approve the Consent Agenda. Madam Clerk,
will you, please, call roll.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
Meridian City Council
December 16, 2014
Page 4 of 32
Item 6: Community Items/Presentations
A. Police Department: Department Recognition and Awards
De Weerd: Item 6 is under our Community Items/Presentations. I will invite our police
chief forward at this time.
Lavey: Madam Mayor, Council, thank you for giving me time to speak this evening. I
have done my best to try to fill the audience with police officers, but we still have some
empty seats. I have got several items that I would like to cover this evening. I want to do
some introductions. I have got a couple of awards I'd like to present and, then, a special
recognition we would like to do as well. But if I could have Brandon Frasier, Rick
Brockbank, Mark Ford, Chris Figal and Berle Stokes come forward and stand over here I
would appreciate it. Madam Mayor, Council, this is kind of a special moment for the police
department. As our city grows, our department grows as well, and not only do we grow in
police officers, we actually grow in supervisors and command staff as well and tonight I'd
like to take this opportunity to introduce you to two brand new corporals, two brand new
sergeants, and, then, an additional member that's coming onto our command staff Berle
Stokes. And if you would just allow me to read a brief history on each individual I would
appreciate it. Brandon Frasier -- he's the tall one. Graduated from BSU with a degree in
criminal justice in 2004 and began working full time in law enforcement in 2005 for the
Canyon County Sheriffs Office. In 2007 he came to the Meridian Police Department, has
worked in several areas of specialty within the department since then. Brandon is a fourth
generation Idahoan and several members of his family have and still do work in
enforcement. Monica, his wife, who is here today, of almost seven years, and Brandon
are expecting their son Thomas Loren to be born any day now. Rick Brockbank. Rick.
After graduating from Boise State, Rick worked for approximately ten years with the Idaho
Department of Correction as a probation and patrol officer prior to leaving to work for the
Caldwell Police Department in 2007. He worked for the Caldwell Police Department until
October 2010 when he left to take the job with Meridian. He is married, has a son who
has enlisted in the Air Force and is awaiting his orders. Mark Ford. Mark started as
reserve deputy with the Gem County Sheriff's Office in 2003. In 2004 he left an 18 year
career with Albertson's and went full time with the Gem County Sheriff's Office, including
becoming a certified marine deputy. In 2006 he was hired by the Meridian Police
Department where he has served as an officer corporal and an FTO. Mark is currently
married to his wife of 21 years, Naomi, they have four children, James, Kimberly, Heather,
and Jennifer. Chris Figal. Chris has been married to his wife Jana for 16 years and they
have had two kids -- they have two kids. Conner is 15 years old and Kali is 13 years old.
Chris graduated from the University of California at Santa Barbara in 1990 with a BA in
psychology. In 1994 he joined the Long Beach, California, police department and in 2007
he joined the Meridian Police Department. Chris has worked as an FTO, bike officer,
community police officer, and patrol corporal. Berle Stokes. He's the other tall one. Berle
graduated from Boise State in 1998. Sorry, Bill. There is a theme here. Berle graduated
from Boise State in 1998 with a bachelor's degree in criminal justice. That same year he
was hired as a probation and patrol officer in Caldwell. In 2003 he was hired by the
Meridian City Council
December 16, 2014
Page 5 of 32
Meridian Police Department where he has served as a field training officer, canine
handler, corporal and sergeant. Berle has been married to his wife Tracy for 22 years and
they have two children, Allie 19 and Carson age 11. Allow me the opportunity to introduce
the -- the new supervisors for the Meridian Police Department and after that we can have
-- any of the family want to come forward and take some pictures we can do that as well.
So, your new supervisors.
(Applause.)
De Weerd: Congratulations to each of you. You're familiar faces and we appreciate your
leadership, your commitment to the City of Meridian, and we welcome you in your new
roles. So, thank you for being here tonight.
Lavey: Madam Mayor, Council, as exciting as that was, it gets even better. I have a
couple of awards I'd like to present this evening, but I'd like to invite the Mayor down to
join me. We'd like to -- her and I would like to present these awards to a few more
officers. Please allow me to read this. This is a little lengthy. But I'd like to have
Sergeant Stacy Arnold, Corporal Terry Hodges, and Officer Seth Washburn come
forward, please. Stand in the same general area as the last people. Families can come
forward and take pictures. They can even stand behind me here, get close, or whatever
you need to do. Please allow me to read this. On October 22nd, 2014, Sergeant Stacy
Arnold, Corporal Terry Hodges and Officer Seth Washburn responded to a report of a
shooting where a five year old -- four year old boy had shot his two year old brother in the
head. As Corporal Hodges and Officer Washburn entered the house they found the
caregiver holding a severely wounded child. Corporal Hodges immediately took the boy
into his arms and brought the child outside as Sergeant Arnold was arriving up to the
residence. Realizing paramedics were still. minutes away and the best course of action
was to transport the child by patrol car with Corporal Hodges holding him administering
basic first aid in the back of the patrol unit. Along with Officer Washburn providing
additional traffic control, they arrived at the hospital in less than 90 seconds. The hospital
staff later reported that the crucial decision to transport the boy by patrol car allowed them
to get the critical care he needed in order to survive the wound and to stabilize for
transport. Sergeant Stacy Arnold, Corporal Hodges, and Officer Washburn distinguished
themselves in the performance of their duties and, therefore, are recognized for
meritorious action.
(Applause.)
De Weerd: I think the chief knows that having an emotional mayor sometimes is a real
detriment to a meeting, but I think that we don't often thank our men and women in public
safety often enough for heroic acts like this and I know many of you are -- are humble
enough to say this was in the line of duty, but this was above and beyond and it's certainly
one of those things that are the best example I can think of -- and I don't know why I didn't
think of it before now -- of the Meridian Way. Your quick action saved a life and I can only
imagine, because I know each of you are family men, that we couldn't immediately put
ourselves in that same situation. So, I can speak on behalf of our Council and our
Meridian City Council
December 16, 2014
Page 6 of 32
community to thank you for your quick action, your quick thinking, and your concerns for
that young life that you saved. So, our heart felt thanks to each and every one of you.
(Applause.)
Lavey: Madam Mayor. Council. I am happy to report that, as the Mayor said, the child
did survive. He is down in rehab in Salt Lake City right now. He has a long road to go,
but he's able to recognize his family. He is able to express emotions and he is able to
communicate with his family. So, we are on the right track. If I could have Officer
Shannon Taylor come forward. And if you would allow me to read this one. On
November 9, 2014, Officer Shannon Taylor responded to a vehicle versus motorcycle
accident. When Officer Taylor arrived on scene she discovered a 42 year old woman who
was missing part of her left leg and bleeding profusely. Officer Taylor quickly applied a
tourniquet to stop the bleeding and, then, found the 47 year old driver of the motorcycle.
This driver had a traumatic injury and was bleeding profusely from a crushed leg. Officer
Taylor called for a second ambulance and retrieved a second tourniquet from her patrol
car and applied it to the motorcycle driver. Officer Taylor's actions were factors in saving
the lives of these riders, therefore, earning her the lifesaving award from the Meridian
Police Department.
(Applause.)
De Weerd: And, again, Shannon, we don't do very well at recognizing those acts of
heroism enough and your quick thinking as with the first group saved lives and, again, on
behalf of our community we -- we know the sacrifices that you have in making instant
decisions and burden that you each carry with you as you perform your duty. What you
did was incredible and we are very proud to say you're one of Meridian's finest and thank
you for your service to our community, to our department, and for being an example for all
of us. Thank you for being here.
(Applause.)
Lavey: Madam Mayor, Council, I'd just like to give you an update on this one as well.
This accident happened in the neighborhood where we have some close friends and I
heard that crash go out and so it really kind of attracted my attention to go look the next
day to see what occurred there and see who was involved. When I read the report it was
just unbelievable what Shannon faced and what she dealt with at the scene there
remarkably well and I am happy to report that just last week we heard from the female
victim and she is adamant that without Shannon's intervention she would not be here
today and she wanted Shannon to be recognized and we explained to her that she was
going to be. So, congratulations, Shannon.
(Applause.)
Lavey: Okay. We are going to turn the table just a little bit. We had a couple of traumatic
situations that really had positive outcomes, but this is -- this is all positive.
Meridian City Council
December 16, 2014
Page 7 of 32
De Weerd: Well, it's kind of traumatic.
Lavey: Well, it is traumatic, but in a different way. If I could have Lieutenant John
Overton come forward and stand right over here and his wife can take pictures. Madam
Mayor, Council, we are here today to honor 25 years of service to the Meridian Police
Department in the City of Meridian by John Overton. John hired on with the city in
September 30th, 1989. He has seen a major change from '89 to today and he's kind of
our in -department historian to talk about where we were at and where we are heading and
I don't know if -- I know that a lot of people don't know this, but when I came to Meridian in
1997 John Overton was the sergeant at the time that actually did my background. So, I
don't know if that's good or bad. And it gets worse, because he actually was one of my
training officers as well and I can tell you that when him and I sat in the police department
in 1997 neither he nor I knew where we would be at today and it's been great working with
John. It continues to be great working with John. He's spent the last nine years in
community services doing a lot of community events and has been a strong focal point in
MADC and he is taking on a new role as an administrative lieutenant and right now he is
just swamped, because he is doing backgrounds and hiring like crazy. So, he was doing
backgrounds in 1997 and in 2014 he's back to doing backgrounds. But I would like to
allow the Mayor to say a few words and, then, I have some presentations for John.
De Weerd: So, Lieutenant, I have had the privilege, Council, to working closer with
Lieutenant Overton because of his work with the Mayor's Anti -Drug Coalition and have
seen this propelled to national award winning levels, because of John's leadership. John
has a passion for this, he is knowledgeable, and he really turned a project that seemed
like the Mayor's project into a community asset, which it was always intended to be.
Lieutenant Overton gets it. He does know what it is and the role that the police
department plays in building community and, Lieutenant, I know you have had to make
some tough decisions during your tenure with the department in numerous different ways,
but probably the one that you did so gracefully is when we changed over from our own
animal control to a contract. You handled that with grace, with sensitivity with our
volunteers, and I know a lot of people really appreciated the leadership, the guidance that
you offered this process, and to great outcomes. So, thank you for everything you
touched in your community services and for helping move that dial. Oftentimes it's the
guys in the red trucks that get the recognition, but you have shown a positive light on the
role of law enforcement and how we can all better community partner with the police
department because of the various roles that you have played in community service and
we are truly grateful to your leadership in that regard. So, thank you so much.
Lavey: So, John, we have the standard 25 year pin and the certificate and I'm just going
to keep them here right now, because this other gift that we have for you weighs about ten
pounds and so I don't want your hands to be full. But this is from the city to you. This is
John Overton in appreciation of 25 years of outstanding service and, then, it has the
Meridian seal with this clock.
(Applause.)
Meridian City Council
December 16, 2014
Page 8 of 32
Lavey: Madam Mayor, Council, I know that we have taken up a lot of time this evening
and I know that we have a fairly long agenda, but I just want -- once, again, want to say
thank you for allowing me to give these special awards and this recognition in front of this
venue. Thank you.
De Weerd: You know, I would like to thank, again, our members of the police department
for joining us and special thanks to your families. Maybe that's one other thing that we
take for granted is the support system that you have at home and the sacrifices that your
families have in -- because of your line of work and because of the kind of schedules that
you have. So, thank you for being an essential lifeline in supporting these men and
women in allowing them to do their jobs and they do them so well. So, our thanks to you.
You are our unsung heroes as well. So, thank you for joining us this evening.
Item 7:
Items Moved From Consent Agenda
De Weerd:
There were no items moved from the Consent Agenda
Item 8:
Action Items
A. Close the Public Comment Period for the 2013 Consolidated
Annual Performance and Evaluation Report for Meridian's
Community Development Block Grant Program
De Weerd: So, we will move to Item 8-A, to close the public comment period for our 2013
Consolidated Annual Performance and Evaluation Report for our CDBG.
Kelly: Madam Mayor, Members of the Council, thank you for the opportunity to be here
tonight and discuss the city's Consolidated Annual Performance and Evaluation Report
with you. I'd like to briefly discuss the status of the project that we have done this past
year -- this past program year 2013. To begin, Ada County Housing Authority and NHS,
because of the programs that we had with them in the past based on 2011 and 2012, we
were able to put two low income families in homes this last year from those prior year
projects. We also completed construction on the 8th Street park ADA restroom facility,
which was residual also from 2012 program year. 8th Street Park also saw construction
of the picnic shelter this year, as well as Centennial Park ADA restroom was installed, too.
Those two projects did complete. They just completed after program year 2013 had
ended. The city initiated the Idaho Avenue street -- or street sidewalk project. That will
continue into the next year. The size and scope of it just dictated such. The two fagade
improvement projects, which were 128 Pine and 805 Main, those were completed during
program year 2013. Those were residual from the MDC fagade improvement plan back
from 2011 as well. Our public service projects saw some really great success. We had
60,000 people, almost, serve from the Meridian Food Bank, as well as 43 youth assisted
in the Boys and Girls Club fee base program that they offer. All of which for the Boys and
Girls Club were LMI, so they were all low income. I have noted on this slide the remaining
administrative funds from 2013 were deobligated, so they will be reobligated, reallocated
Meridian City Council
December 16, 2014
Page 9 of 32
to eligible activities in the coming year. The sidewalk project and the Boys and Girls Club
will continue into the spring. We except the Boys and Girls Club to fully draw down
sometime in the middle of the spring. The two projects I have noted also in the previous
slide -- the Centennial Park ADA and 8th Street picnic shelter are also fully drawn down
and closed as of 2014. This slide is a quick look at prior year monies that were exhausted
during program year 2013. Particularly of note is the fagade improvements project. That
was closed this year and it had more money in it. It was about 40,000 dollars that was
reallocated to projects such as the Idaho Avenue street -- or sidewalk project and the rest
of it will be reallocated to eligible projects in the future. At this time the city's Finance
Department agrees with the amounts and expenditures of the CAPER. The city's CFO is
currently convalescing to return in January, so will be available for approval from HUD --
after HUD makes their comments. The public comment period was open on 1 December
with the Idaho Statesman, as well as the ValleyTimes and up until about an hour before
this meeting I had no comments. I did receive one comment. The summary of that
comment is - it was Housing First advocacy, Housing First Solutions, which is simply the
process of putting people into homes first and, then, caring for them afterwards if they
need it, as opposed to treatment first or other programs. So, it was an advocate for that
program. Also stressing economic benefits of housing affordability and what CDBG can
do for those projects and stressing our continued participation and the continuum of care.
Madam Mayor, Members of the Council, staff would recommend the public hearing and
comment period be closed on the program year 2013 CAPER pursuant to any public
comment at this assembly. Further, staff would recommend the adoption of the 2013
CAPER and forwarding of the document to HUD for review and comments.
De Weerd: Okay. Council, any questions?
Bird: I have none.
Rountree: None.
De Weerd: Okay. Thank you. Before I close the comment period, is there anyone who
would like to provide comment on this item? Okay.
Rountree: Madam Mayor?
De Weerd: Mr. Rountree.
Rountree: Seeing no further comments, I move that we close the public hearing for the
Consolidated Annual Performance and Evaluation Report.
Bird: Second.
De Weerd: I have a motion and a second to close the public comment period on this item.
All those in favor say aye. Any opposed? All ayes.
MOTION CARRIED: ALL AYES.
Meridian City Council
December 16, 2014
Page 10 of 32
B. Resolution No. 14-1039: Approval of the 2013 Consolidated
Annual Performance and Evaluation Report for Meridian's
Community Development Block Grant Program
De Weerd: Item 8-13 is our Resolution 14-1039.
Rountree: Madam Mayor?
De Weerd: Mr. Rountree.
Rountree: I move that we approve Resolution 1039 for the Consolidated Annual
Performance Evaluation Report.
Milam: 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, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea.
De Weerd: All ayes. Motion carried. Thank you, Sean.
MOTION CARRIED: ALL AYES.
C. Public Hearing for CPAM 14-002 by Clarence McLain for
Amendment to the Future Land Use Map contained in the
Comprehensive Plan to change the land use designation on
approximately 2.92 acres from Low Density Residential (LDR) to
Commercial
De Weerd: Item 8-C is a public hearing for CPAM 14-002. 1 will ask for staff comments.
Parsons: Thank you, Madam Mayor, Members of the Council. Next item on the agenda
this evening is the Tribal Comprehensive Plan map amendment and annexation request.
As you can see here on the exhibit in front of you, the properties for the comp plan
amendment consist of 2.92 acres of land and highlighted here are the three parcels here.
The applicant is here this evening to discuss changing the comp plan designation on this
property from low density residential to commercial zoning district. The two properties
between Rolling Hills and South Topaz Avenue here are actually vacant ground or have
buildings that aren't habitable and the annexation request itself only consists of a single
parcel, which is located in between these two parcels here. You can see here -- what I
have done on this graphic here is I wanted to show you the surrounding properties and
the land use designations surrounding it and, then, also show what the current land use is
and what the applicant is proposing. At the Planning and Zoning Commission and in my
staff report I point out and the Commission did support staff's recommendation that the
Meridian City Council
December 16, 2014
Page 11 of 32
eastern most parcel not be part of the comp plan change. So, the recommendation
comes from the Planning and Zoning Commission is only a recommendation to allow
these two parcels changed from low densities to commercial. At that hearing we also
brought up the larger issue with Planning and Zoning Commission. At the time -- because
a lot of the properties surrounding this development are county residences, staff posed
the larger question to our Commission as to whether or not they wanted to us to study a
broader area. Basically initiate our own Comprehensive Plan map amendment in the
future and look at these specific parcels that I have highlighted on the graphic to the left.
The applicant coming forward has brought this to our attention and we feel more than
likely will be an opportunity for this property to redevelop in the future given its proximity to
not only the freeway, but also Overland Road. And so after your deliberations this
evening on the Comprehensive Plan map amendment and this annexation request, staff is
asking your direction as to whether or not you would want staff to move forward on
studying these additional properties that I have highlighted here and see if you want us to
initiate a comp plan amendment moving forward. The applicant is, again, only requesting
to annex in one parcel of ground, which is approximately 1.44 acres. With the
Comprehensive Plan map amendment proposed to go commercial, the applicant is
requesting to annex in with a C -G zoning district. Because this is only an annexation staff
has recommended or required a concept plan for you to review this evening. The concept
plan in the upper left-hand corner here shows you what the applicant plans for the current
use of the property. He actually installs fire suppression systems in commercial buildings
and so this building would operate at this time or propose to operate with a flex space
building, so office -warehouse. You have an ancillary piece right here along Overland
Road and primary access to this development would come from Rolling Hills Drive. In the
applicant's request this evening they are asking for Council's action on a reduced
landscape buffer along the north boundary. Because there is an adjacent residence, the
UDC does require a 25 foot wide landscape buffer. On this concept plan this evening the
applicant is seeking a waiver to reduce that 25 foot wide landscape buffer down to a ten
foot wide landscape buffer. And the reason behind it is primarily to facilitate not only the
curb cut, the access to Rolling Hills Drive, but if you look at the concept plan in the lower
right-hand corner staff has a recommended DA provision requiring cross -access with the
adjoining property and so in order to facilitate that and limit access points in the future to
Overland Road, staff is supportive of that reduced buffer and as I get to those DA
provisions you will see other provisions we have in place to further support that reduction.
The application has also provided a conceptual elevation for you this evening. The
building materials include a mix of rock, stucco, and, then, glass and, then, metal awnings
similar to what you see on the Zamzow's, which is just west of this -- met with staffs
direction to the applicant during the preapplication and input. The Planning and Zoning
Commission did recommend approval of this at their November 20th hearing. Because
the applicant is requesting annexation and the proposed use only requires a certificate of
zoning compliance and design review approval after the annexation process, staff is
recommending a minimum of these DA provisions for you this evening and I will run
through those very quickly. The first one requires compliance with the submitted concept
plans and those building elevations. In my staff report I did recommend that they provide
revised elevations for you this evening and they have provided that documentation. The
other item as I alluded to, the applicant is requiring -- requesting that reduced buffer. In
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December 16, 2014
Page 12 of 32
order to allow that or support that request staff has limited the use of the property and the
hours of operations on this site, so nothing could operate beyond 6:00 a.m. and 11:00
p.m. and, then, as far as uses on the property we have limited them to four specific uses
moving forward. Direct access -- direct access to Overland Road is also being restricted
with a development agreement and we, again, are requiring cross -access with the
adjacent property and that would have to be constructed with his flex space building. So,
not get it later, but figure where that's going now and get it constructed, so when that
property to the west develops they will know they have to take access to this site as well.
And, then, as I mentioned to you, future certificate of zoning compliance application and,
then, also because they are an accessory storage yard for the flex space building, if you
notice -- if I can step back here to the building elevation, you can see that the applicant is
proposing decorative fencing along the Overland Road side to compliment the design of
the building. So, we have required that they comply with that as well. As I mentioned to
you, Planning and Zoning Commission did recommend approval of this application at the
November 20th hearing. Testifying in favor was Cherese McLain and Clarence McLain,
who are the applicants on the project. No one testified in opposition and Matt Reese
commented on the application. Two items of discussion at the hearing. One was the
timing and the changes to the concept plan and the elevations. As I mentioned to you,
those changes are reflected in my presentation this evening and the other item of
discussion was commissioning staff again to further -- further analyze the adjacent low
density residential properties and the medium density residential property in the area.
And so in closing staff and Planning and Zoning Commission, again, did recommend
approval. We are asking to take -- deliberate on this application and as you wrap that up
if you wouldn't mind providing comments -- providing comments to staff on setting the
other land use designations in the area as well. With that I will conclude my presentation
and stand for any questions.
De Weerd: Thank you, Bill. Mr. Zaremba.
Zaremba: Madam Mayor, I'm -- this is a semantic thing, but would you go back to the --
not requirements. The conditions -- proposed DA provisions I mean. Okay. Thank you.
In number E -- paragraph E, the second sentence, with a change of use from flex space to
any other allowed use noted in Provision C above, the accessory outdoor storage shall
cease to facilitate cross -access. I don't -- I know it could be read the way that you
described it, but it could also be read that the storage is going to stay and cease to
facilitate cross -access. So, this is a semantic thing to say maybe put a comma after
cease and, then, instead of to -- say for the purpose of facilitating cross -access.
Something to that effect. To make it clear to a future reader several years from now that
it's the storage use that will cease and not the cross -access that will cease.
Parsons: Madam Mayor, Members of the Council, Councilman Zaremba, those are points
well taken and we can make those modifications for you.
Zaremba: Thank you.
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December 16, 2014
Page 13 of 32
De Weerd: Any other comments from Council at this point? Is the applicant here this
evening? Good evening. Thank you for joining us. If you will, please, state your name
and address for the record.
McLain: I will, Mayor. Cherese McLain. 950 West Bannock, Suite 520, Boise. 83702.
Also with the firm Moore, Smith, Buxton, and Turcke.
De Weerd: Thank you.
McLain: Thank you, Madam Mayor. I guess I was looking at the report -- I do want to say
that working with Mr. Parsons has been a great pleasure. In fact, the entire department
has been very helpful. This request kind of came as a unique one initially and as it played
itself out the Planning Department kind of identified that this is kind of a funny little enclave
-- or has become an enclave. It is surrounded every which direction, besides to the north,
which is the interstate, with commercial uses and very likely the remainder of what is the
residential or farming, you know, there is a big chance it's going to be some sort of mixed
use and/or commercial use and so I encouraged the city to explore looking at the uses
over there from low density residential to -- to something else. That is what we are
requesting tonight. This current lot is kind of an anomaly as well. As stated at the
Planning and Zoning hearing this is a -- it's just a vacant lot within a subdivision. So, it's
just right on the Overland frontage and it makes little sense, as indicated by the
requirements of your planning department to not have a direct access onto Overland
Road. We are happy with going straight onto Rolling Hills accessory access off of
Overland Road. As you guys know in the CIP plan Overland is going to expand to seven
lanes because it's a very high traffic area and we think it would make sense to have a light
commercial use there right now. I did note in the traffic report it seemed like the amount
of traffic stopped -- or traffic was going to be -- it seemed a little high. His traffic is very
low, actually. He is going to have his employees in there in the morning picking up
supplies if they are even at that site -- at that site. Most of them are actually to a
construction site they are working on. So, it's really low actual traffic that -- the impact
turning on and off is I don't think going to be as high as the report indicated. Nonetheless,
it doesn't look like it's too extensive from the report. At the neighborhood meeting, as Bill
pointed out, there was actually a lot of interest expressed. They weren't contiguous, so
they couldn't really participate in this process, but there was a lot of interest expressed in
their low density residential being explored. It is an older neighborhood that he's in and
there are some vacant lots that kind of jump around there that may be better served as
not being low density residential and so I encourage you to do that. We are seeking a
buffer -- the buffer waiver is at ten feet and, you know, Bill is right on, I will try not to be too
redundant. We provided a draft cross -access agreement. We are more than willing to
provide that cross -access agreement to the other neighboring property and the site -- the
conceptual plan shows that and with that it makes that full buffer much more difficult, but
we have no problems with the limitation that the Planning Department suggested,
including the reduced work hours, as well as the -- for four uses of kind of a light
commercial professional service building in the event that changes to a flex space. Right
now it would just be operating his business with a storage yard in fact. I mean we are
pretty easy, actually. Bill's suggestions -- the Planning Department's suggestions we have
Meridian City Council
December 16, 2014
Page 14 of 32
very little heartburn with. We are more than happy to comply with everything in the DA
and, of course, follow the design review requirement, as well as the flood plain
requirement. And with that does anyone have any questions? Like I said, this has been
pretty pleasant for us. We don't have a whole laundry list of requests we are asking you
to waive from the code, so --
De Weerd: Thank you. Council, any questions?
Bird: I have none.
Rountree: I have none at this point.
Borton: Madam Mayor?
De Weerd: Okay. Mr. Borton.
Borton: Was there any concerns when staff recommended not going forward with the
map amendment east of Rolling Hills? Is that --
McLain: No. And I -- just to speak to that, when we first came in for the pre -application
meeting or follow-up meeting there was an express desire, which makes complete sense
to see if there was alarger group of property owners that may want us to change the map
and I think the answer is actually yes. They just weren't contiguous. The three neighbors
that were originally part of this application for the map change just all happen to be
contiguous and adjoin onto that property and were supportive of it. So, we include them
on the application. But he doesn't plan to make any change to his land anytime soon, he
just had a preference of changing the use. So, that's really the only reason why they
included it on the application.
Cavener: Okay. Thank you.
De Weerd: Any other questions? Okay. Thank you.
McLain: Thank you, Madam Mayor.
De Weerd: Is there anyone who would like to provide testimony? Please come forward.
Thank you for being here with us tonight. If you will, please, state your name and address
for the record.
Burak: My name is Steve Burak: I live at 1525 Rolling Hills Drive. I'm the property next to
where he is looking for the landscape easement or the -- to reduce those dimensions
there. You know, I have a young family there. We have worked very hard to make this
our first purchase, you know, and we are just really looking at this with -- him doing that it
puts their building right next to our bedroom. I mean they -- they are going to be less than
20 foot away from our home by the time they get their building in there and that's not good
for us. I mean, you know, this is a real family oriented neighborhood and, you know, this
Meridian City Council
December 16, 2014
Page 15 of 32
is not what most of the neighborhood wants, as opposed to what he says. The only
reason that lot was even vacant was two years ago when my property was originally
purchased to the owner before me, they split that property. Up until then it had always
been one piece of property. So, it's not that it sat vacant for all these years, it's only been
two years. I wasn't very well prepared for this. I guess that's really my concerns or my
comments. Thank you.
De Weerd: Thank you, Steve. Is there any further testimony? Okay. I would ask for the
applicant to make any closing remarks and perhaps you can address this gentleman's
comments.
McLain: Madam Mayor and Council, if you look at the conceptual plan -- it's kind of hard
to see, but there is a ten foot buffer that we are requesting and, then, additionally, before
you even get to the building it's 25 foot and, then, an additional five foot separation -- 25
foot drive itself and, then, the separation. So, it's over 35 feet before you even get to the
building and, like I said before, the reason for the buffer reduction is for the way that the
driveway, in order to provide the cross -access. So, as far as sound, I -- I'm willing to work
with -- with the planning department. I don't believe there is going to be a whole lot of
sound. There is not really construction going on at the site itself. Like I said, it's more of a
storage area than an office for this business. So, I don't necessarily think 35 feet will be
insufficient to block out -- block out the noise and I will welcome Bill to make any
comments as well, but there is more than that ten feet, there is that whole driveway and
space beyond the landscaped buffer that we have provided in the concept plan
specifically for some of that concern, so --
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: How much fabrication will you be doing in your shop? This is a sprinkler system
that --
McLain: It is.
Bird: You don't do a whole lot of fabrication at --
McLain: Not a lot, but there will be some fabrication, some light welding usually on the
joints. A lot of this is actually -- quite a bit is prefab, but there are -- obviously buildings
get built and architects get creative.
Bird: And it's all done inside?
McLain: So, there will be some prefab. At the hours -- they have until 11:00 p.m. We
don't even need that. I mean we are talking within the -- the 9:00 to 5:00 more realm. So,
maybe that would be a middle ground we could reduce some of the work hours on that.
Meridian City Council
December 16, 2014
Page 16 of 32
Certainly the fabrication doesn't mean it's going to develop at night, but there will be some
light fabrication, you are correct.
Bird: But it would all be inside?
McLain: Yes.
Bird: No outside.
McLain: Not that I'm aware of. No.
De Weerd: Any other questions? Mr. Zaremba.
Zaremba: Is there any kind of fencing or other barrier between the two properties, yours
and the one to the north?
McLain: I believe there was a proposed fence. There is a privacy fence that was asked
-- that is on the site plan for visual aspect, a cedar privacy fence. And I believe it was
difficulty with -- there is a five foot cedar privacy fence that runs right along the northern
part of that in addition to the buffer, as you can see on the site plan.
Zaremba: Thank you.
McLain: Uh-huh.
De Weerd: Okay. Any--
Zaremba: Madam Mayor, I may have a question for staff, I think, and I'm wondering
whether -- if we do approve the reduced landscape buffer -- always thinking of what if you
sell the property before you actually build it and somebody else comes along and builds
and they flip their plans, so that they do put the building up against the landscape buffer,
can we add a provision in the DA that says that even with a reduced landscape buffer the
building cannot be any closer than 30 feet to the property line or whatever that
measurement should be. Can we do that?
Parsons: Madam Mayor, Members of the Council, Councilman Zaremba, it's a
development agreement, so certainly if you want to call out a specific location of that or a
dimension from that north property boundary for the building, we can certainly add that.
Right now as the provision is written it says you need to comply with the concept plan,
which shows that delineated, but if you want something more specific than that, certainly
by all means add that language to the development agreement and we will make sure it
gets in there.
Zaremba: I think my concern is, again, not whether this owner would do what we are
expecting, but I think that could be missed if it changed hands. So, I would ask for that
additional wording if possible.
Meridian City Council
December 16, 2014
Page 17 of 32
McLain: For what it's worth the applicant doesn't object to that language change.
Zaremba: Thank you. Hopefully you will build what you plan to build --
McLain: That is the plan.
Zaremba: It happens and we get bit every once in awhile by --
McLain: Fair enough.
Zaremba: -- change of hands.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: What about -- you're a higher fence or -- you know, we are minimizing that to --
the distance from here to you and if this house is really that far back, that seems very
close to be having a driveway or a lot of traffic -- cars literally driving. Could we do a
higher fence or a brick fence -- you know, a wall rather than just a five foot -- a five foot
cedar fence seems somewhat inadequate.
McLain: Well -- and I can briefly speak to that. I -- it was not the applicant that requested
the five foot fence and I have not perused all of your regulations. I would imagine design
review would have some issues about that as well. And do still have to go through the
design review process. Five foot I think is kind of a fairly typical commercial height --
height for it. As far as a wall, I do have some concerns about the additional cost. I'm not
really sure what a brick wall would cost. Certainly some height in the fence if that's what
you guys wish, I think we could work it out, but there is still a ten foot landscape buffer that
design review will specifically go through and determine which trees do best for sound
buffering, et cetera, and that's still ahead of us. So, we don't end here, but I think that we
could do some fence height changes. I think it's probably just a part of your regs. Just a
lucky guess, so --
Milam: Thank you.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I don't have concerns after what Bill said that in the DA that it's off of this concept
plan, which shows the ten foot buffer, plus 25 feet, and all you're going to be doing is
running trucks once in awhile back between there and employees once or twice a day will
be running by there, but I don't have any problem -- and, then, if they -- if they don't -- if it
isn't built -- if they sell it and it's built to some other concept, it don't go. The DA -- the DA
Meridian City Council
December 16, 2014
Page 18 of 32
is nullified, because the DA right now says per this concept plan, am I not right, Mr.
Parsons?
Parsons: That is correct
Bird: So, I -- I don't have no worry. I think the homeowner is very well protected and I -- I
think the concept plan is protected myself.
Parsons: Madam Mayor, Members of the Council, if it is the desire of the Council to have
a greater landscape buffer along the north boundary or a taller fence, the ordinance
requires a minimum of a six foot tall fence to screen the storage yard, so the commercial
zoning district would allow a maximum height of up to eight feet. The other option the
applicant can pursue, if it's your desire, is they -- on the concept plan here the -- this
roadway, at least -- it's an entryway corridor, so the UDC does require a 35 foot wide
landscape buffer along Overland Road. If you want to create a greater buffer on the north
boundary and less of a boundary and get the building closer to the street, the applicant
also could go through the alternative compliance process and reduce that landscape
buffer along Overland and increase the buffer width on the north boundary. So, rather
than getting a 35 foot landscape buffer on Overland, you could reduce it to 25 or 20 and
have a 20 on the -- on the north boundary. There is flexibility there within the ordinance
as the applicant moved through CZC and design review process.
De Weerd: Bill, what you really can't tell from the -- what is north of -- of this proposed
development, is it all housing?
Parsons: Madam Mayor, Members of the Council, it is single family residences within the
county, yes.
De Weerd: And how -- those are larger lots, so how close would that house be to --
Parsons: I wish I could get to Google Earth here for you. See if I can get down here.
Madam Mayor, Members of the Council, in looking at Google Earth here on the tablet, I
would suspect it's more than likely be about ten feet from the property boundary. Ten to
fifteen feet. A single family residence would be from the north property boundary.
McLain: And, Madam Mayor, I would add -- thanks for the clarification. That my eyes
failed me. That is a six foot fence, not a five foot fence. It's tiny on this little eight by 11. It
is a six foot fence going around it and, then, as pointed out -- and thanks for doing that.
The 35 foot buffer off Overland will actually reduce substantially the noise he's currently --
that property owner is currently hearing from the Overland site. So, any potential
additional noise is actually from the business operation itself, but the noise coming off of
the five lanes, to be seven lanes, is actually being buffered by the 35 foot. With that
during design review, we are more than willing to be flexible with -- with shifting as we
may in order to accommodate the buffers that are needed to just that neighbor, but this
property sits right on Overland. Directly across is a very large agricultural farm that my
understanding is going to be developed in the fairly near future and in a mixed use
Meridian City Council
December 16, 2014
Page 19 of 32
business catty -corner to the right. So, it does have kind of a big gap besides the big
Overland Road and intersection to its west. To kind of visualize. Sometimes it's hard to
visualize the things, but to try and help you guys out on that.
De Weerd: Isn't technology nice? Okay. Any other questions from Council?
Bird: I have none, Mayor.
De Weerd: Okay.
Rountree: Madam Mayor, just a question for Bill. And on that graphic is the 35 foot for
the setback landscaping on Overland, is that from the back of sidewalk or is that from the
back of curb?
Parsons: Madam Mayor, Members of the Council, Councilman Rountree, in this particular
case there is an existing detached sidewalk -- or attached sidewalk, so it would be
measured from the back of sidewalk.
Rountree: But typically don't we include the sidewalk in that measurement?
Parsons: We do if it's a detached.
Rountree: So, could it not be included and brought that front landscaping up and balance
it with the back?
Parsons: I believe if that's the desire of the Council to do that, I think alternative
compliance, we could say measure from the front edge of the sidewalk or include that
sidewalk width within the landscape buffer and add that landscaping on the north
boundary.
Rountree: That's typically how we would measure it on a new development that just didn't
have a brand new county road on it. That would be my suggestion.
De Weerd: Okay. Any further comments?
McLain: Just -- we wouldn't object to that. We are more than willing to try to work with
these landscape buffers to make it work.
Rountree: Works for me.
De Weerd: Thank you.
McLain: Thank you.
De Weerd: Okay. Council, any further questions for the applicant, staff, or the neighbor?
Meridian City Council
December 16, 2014
Page 20 of 32
.Rountree: I have none.
De Weerd: Okay. If there are no comments, I would entertain a motion to close the public
hearing.
Bird: We just did the C, didn't we?
De Weerd: Pardon?
Bird: You just opened up C, you didn't open up one, did you?
De Weerd: Oh. No, I didn't.
Bird: Okay.
De Weerd: This is the public hearing for Item 8-C.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we close CPAM 14-002.
Milam: Second.
De Weerd: I have a motion and a second to close the public hearing on Item 8-C. All
those in favor say aye. All ayes. Motion carries.
MOTION CARRIED: ALL AYES.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we approve CPAM 14-002 with the conditions of going from the front setback
off of Overland from the edge of curb, not the edge of sidewalk, and adding -- whether it's
a five or a seven foot sidewalk, I don't know. Adding -- it's a seven foot. Adding that
seven foot to the north boundary for -- to give that a 17 foot boundary there and also in the
-- in the DA make sure that the extra lettering is in there that this will be built as per the
concept plan as shown and passed on right now.
Rountree: Second.
De Weerd: I have a motion and a second. Would that include the changes that
Councilman Zaremba suggested? With the comma and the -- I guess the --
Meridian City Council
December 16, 2014
Page 21 of 32
Zaremba: The semantic change to --
Rountree: The semantic change.
De Weerd: Yes.
Zaremba: Make it clearer to a future reader.
De Weerd: Yeah. And I think it does --
Zaremba: If that's included.
De Weerd: -- add clarity to it. That includes --
Bird: Yeah. Oh, yeah.
De Weerd: Second agree?
Rountree: Second agrees.
De Weerd: Okay. Okay. Any discussion? Madam Clerk, will you call roll.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
1. Public Hearing for AZ 14-013 for Annexation of
approximately 1.44 acres from R1 zoning district in Ada
County to the C -G (General Retail and Service) zoning
district for Tribal Fire generally located north side of E.
Overland Road and east of S. Topaz Avenue
De Weerd: Item 8-C1 is a public hearing for AZ 14-013. 1 will open public hearing with
staff comments.
Parsons: Madam Mayor, I think you just acted on that with the travel flyer, so that was
supposed to coincide with that comp plan amendment.
De Weerd: So, we would include all public comments under this item for the record.
Council, anything further on this item?
Bird: Madam Mayor, yes, there is.
De Weerd: Mr. Bird.
Meridian City Council
December 16, 2014
Page 22 of 32
Bird: And I forgot to put it with my deal. I would like the staff to go forward at looking on
the area around there as suggested and I would like to have included that in my motion,
which I didn't say it, but I meant it. That was part of the -- of the comments, so if it --
De Weerd: Mr. Bird --
Bird: -- if we need a motion I will make a motion that we go ahead and study the
surrounding area as suggested by staff.
De Weerd: I don't think that needs to be in a motion, just direction to staff. Would the
applicant have any additional comments to add to the public record? Any members of our
public have any comment to add? Okay. Council, would you like to close this public
hearing?
Bird: I move we close AZ 13-013.
Zaremba: Second.
De Weerd: I have a motion and a second to close the public hearing on Item 8-C1. All
those in favor say aye. That was an enthusiastic aye. But that is closed.
MOTION CARRIED: ALL AYES.
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: I move that we approve AZ 14-013, to include staff and applicant comments
and all of the testimony that was provided in the CPAM 14-002 in this public hearing.
Bird: Second.
De Weerd: I have a motion and second to approve Item 8-C1. Madam Clerk, will you call
roll.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
D. Public Hearing for PP 14-016 by Walmart Real Estate Business
Trust for Preliminary Plat approval for five (5) commercial lots on
approximately 26.16 acres in the C -G zoning district for Coleman
generally located northwest corner of N. Ten Mile Road and W.
McMillan Road
Meridian City Council
December 16, 2014
Page 23 of 32
De Weerd: Item 8-D is a public hearing on PP 14-016. 1 will open the public hearing with
staff comments.
Parsons: Thank you, Madam Mayor, Members of the Council. Next item on the agenda
is the Coleman Subdivision. It's currently located on the northwest corner of North Ten
Mile Road and West McMillan Road. Developed -- currently developing on this site is the
160,000 square foot Walmart store -- retail store. The applicant is here this evening to
subdivide the property from a single parcel into five commercial buildings on
approximately 26.16 acres of land, just basically to have buildable pad sites to sell off and
get additional users in the area. You can see here that the area is primarily surrounded
by either undeveloped residential or undeveloped commercial properties ready for
development moving forward. The Comprehensive Plan for this property is commercial,
consistent with the existing C -G zoning on the property. Lot 3, Block 1, will consist of an
existing Walmart store, which is central to the development and, then, you can see the
three -- the four additional pad sites -- or lots are located in the northeast corner and the
southeast corner of the development. All access points and landscaping were approved
with the certificate of zoning compliance last year. I will highlight those very quickly for
you. So, there is a full access to Ten Mile along the north. Moving south the additional
access point here onto Ten Mile is a right -in, right -out only. The access point on McMillan
Road in this location moving west is right -in, right -out only and, then, with -- in conjunction
with the Walmart construction the adjacent property owner actually deeded this road A
right of way so that Walmart could construct it with a development -- with their
development. Walmart also entered into a cooperative development agreement with ITD
and ACHD for the signalized intersection improvements there at Chinden and Ten Mile as
well. Here, again, is the approved landscape plan. The UDC requires 25 foot landscape
buffers along Ten Mile and McMillan Road and a 20 foot wide landscape buffer is required
along road A on the east boundary. Again, this plan has been approved and is currently
under construction. When this property came before you in 2008 with the comp plan
change, staff did recommend a development agreement modification and as part of that
DA there was a design collage that was approved for the development of this site. So,
there are specific elevations and design criteria tied to this property, so there aren't any
elevations to show you this evening, but since the property does have an existing
governing DA staff felt that it was appropriate covered under that separate document.
The Planning and Zoning Commission did recommend approval at their December -- or
November 20th hearing. The only person testifying in favor was Kent Brown. The
Planning and Zoning Commission did not discuss any additional items. They felt it was a
fairly straight forward subdivision before them and to my knowledge there aren't any
outstanding issues before you this evening. The applicant did submit written testimony in
agreement with the Commission's recommendations. This will conclude my presentation
and I will stand for any additional questions you may have.
De Weerd: Thank you, Bill. Council, any questions?
Zaremba: Madam Mayor?
Meridian City Council
December 16, 2014
Page 24 of 32
De Weerd: Mr. Zaremba.
Zaremba: Bill, you mentioned that elevations, which we are not seeing. Maybe I could
ask the applicant this, but I will ask you first. The treatment of what would be the back of
the building -- the back of the building is going to face what will be a public roadway, road
A. Was there anything in the elevations that dressed up the back of the building, for the
appearance from that public roadway? And I'm thinking of what we required of the
building that eventually became Kohl's I think it was on Eagle and Ustick and some other
places where the loading dock area and, essentially, the back of the building is going to
be visible and in those elevations --
De Weerd: Mr. Zaremba, will you talk into your microphone, please.
Zaremba: Yes. Sorry. The -- I have stated my question. What's the appearance going to
be from the roadway?
Parsons: Madam Mayor, Members of the Council, Councilman Zaremba, the architecture
on that building does mimic some of the same design principles on the other fagade. So,
that has been addressed. It is part of the development agreement that there be four sided
architecture, depending on which roadway it does face. In this particular case that is a
collector roadway and I did the review for that Walmart store and I can assure you there
was a mix of materials to compliment the rest of the facades out there. So, moving
forward with those design principals will have to apply with the pad sites as well.
Zaremba: Great. Thank you.
De Weerd: Any other questions from Council? Mr. Rountree.
Rountree: Madam Mayor. Bill, the lot that would be in the southwest corner, right -- yeah.
Just west of that. Between the parking lot and the road. I can't read what's on that. Is
that --
Zaremba: That's for storm water.
Rountree: Okay. That's water storage. I couldn't tell if that was a building lot or not. Do
we have any restrictions on the drive-thrus? And the reason I ask that is I have observed
lately with a lot of these new developments that a lot of drive-thrus come in and
particularly on major access points under these areas there is a tremendous amount of
conflict and you're getting some people stuck out in traffic where they shouldn't be. So,
I'm wondering if we ought not to look at at least -- like on lot -- I believe it's six up in the --
yes. That lot. Restricting any drive-thru in that particular area. Just because of the
conflicts that we are starting to see in some of those situations. Or they have to be
designed a lot better than some of them that we have got going on now.
Parsons: Madam Mayor, Councilman Rountree, the DA does not restrict any specific
uses on this property and I'm not sure if we can actually do that with a plat. But anything
Meridian City Council
December 16, 2014
Page 25 of 32
in this -- anything within the pharmacy drive-thru for the Walmart store, would trigger a
conditional use permit if it is within 300 feet of that. More than likely this one on this pad
site would not trigger a conditional use permit, it would be subject to our design standards
and the code for the drive-thru use.
Rountree: Maybe we need to look at that in the future.
Parsons: Yeah. We have talked about it internally a few years ago, but certainly if that's
the Council -- direction of the Council we can certainly entertain that and open that up with
a UDC amendment as well or code amendment.
Rountree: Thank you
Parsons: Yeah.
De Weerd: Well, Bill, if you and Madam Clerk would, please, note that as a future topic.
Okay. Any further questions from Council? Okay. Would the applicant like to make
comment? Good evening.
Brown: Good evening.
De Weerd: What a beautiful Christmas tree we have, right?
Brown: It is a gorgeous tree.
De Weerd: Your wife did a marvelous job with it.
Brown: My wife had a lot of good help and appreciated you letting her do it. She -- she
gets a great pleasure out of making pretty things and she was happy to do that.
De Weerd: Well, she did have a great volunteer team with her. If you will, please, state
your name and address for the record.
Brown: Kent Brown. 3161 East Springwood, Meridian, Idaho.
De Weerd: Thank you.
Brown: Bill has covered I think everything very well. The -- basically, you have a concept
that's been approved, DA, and we are throwing down some property lines is all that's
taking place. We are not doing any new right of way, we are not doing any new parking or
drive aisles, it's all been previously approved and designed and in the time that it's taken
for me to get to you the landscaping has been installed, the pad sites -- if you drive by you
can see exactly where those pad sites -- and they got grass going right up to where those
pad sites are and I would be before you with a preliminary/final if your process would allow
it, but it does not. So, I get the opportunity to come back. So --
Meridian City Council
December 16, 2014
Page 26 of 32
Rountree: We like to see you, Kent.
Brown: I know you do, but it would be really nice if you would increase that, if that would
be something that could be a little more flexible, a preliminary/final. You have projects
similar I guess. Even if you had right of way that -- city of Boise doesn't have a restriction.
When I worked there I had a 200 lot subdivision preliminary/final that they felt real
confident about and I had to -- but if you would just increase that I think it would be a nice
thing. Do you have any questions?
Bird: I have none.
De Weerd: Thank you.
Brown: Thank you.
De Weerd: Okay. This is a public hearing. Is there anyone who would like to offer
testimony on this item? So, Kent, the only question I keep getting is when does it open.
The Walmart.
Brown: I don't know.
De Weerd: Gosh. I think we need to continue this public hearing. Okay. Anything further
from Council?
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: Hearing none, I move we close the public hearing on PP 14-016.
Milam: Second.
De Weerd: I have a motion and a second to close the public hearing on Item 8-D. All
those in favor say aye. Did I hear everyone say aye? Okay.
MOTION CARRIED: ALL AYES.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we approve PP 14-016 and to include all staff and applicant comments.
Milam: Second.
Meridian City Council
December 16, 2014
Page 27 of 32
De Weerd: I have a motion and a second to approve Item 8-D. Any discussion from
Council? Madam Clerk, will you call roll.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
Item 9: Department Reports
A. Fire Department: ACCEM Joint Powers Agreement Discussion
De Weerd: Item 9-A under Department Reports. Council, this item is in front of you today
as an ongoing discussion on giving authority to sign the ACCEM Joint Powers Agreement.
There have been several comments in terms of maybe state a concern as -- as to the
approval of -- of projects and the city's ability to have a weighted say in that, as well as
understanding better the rolls, the responsibilities of the cities and this particular
department. I will tell you at our last executive committee meeting we did talk and
approve the items for grant consideration and in that discussion it was requested that a --
a rating form, for lack of a better word or name, be presented at a special meeting in late
January or early February that would give weighted criteria to grant requests to the FIRA,
to the priority items and so there are greater transparency and accountability to what is
being considered and through that it allows, in my opinion, a greater ability to show how it
all relates and makes it more difficult, in my opinion, to turn down something that is tied
strongly to a plan. It has the accountability to moving certain priorities forward of the
executive committee and with TAG's assessment and help and kind of, essentially,
accomplishes some of the -- the item of concern in your discussions. The second thing
that will happen at this meeting in January or early February is a discussion on rolls and
responsibilities of the cities that -- the districts and ACCEM and getting details to those. I
think there has been a lot of positive conversations in the TAG group, as well as at the
executive committee that have been addressing many of the items that you brought up of
concern and I will say that perhaps -- and maybe I'm overstating it and, again, this is my
opinion, is you help bring that conversation to fruition to highlight the -- the concerns of yet
to be defined processes and accountability. So, chief, is there anything that I might have
missed and maybe didn't so politically well say?
Niemeyer: Madam Mayor, Members of the Council, thank you. I did come to you awhile
back with some concerns over the agreement, as you represented, to emergency
management and preparedness and two primary concerns that I had was that lack of
clearly defined rolls and responsibility and the Mayor's update that she gave states that is
moving forward in a positive direction. So, that's a good thing. My second concern was
the training and exercise plan and how is that going to lay out and who is going to execute
it and in your packets you have a copy of a two year training exercise plan. This is a great
start. We have some work to do, but I'm positive we can get there. So, I do want to echo
the Mayor's comments and thank Council for taking your time on this issue. I think that
Meridian City Council
December 16, 2014
Page 28 of 32
was a good thing and we are moving in a positive direction. So, I would support your
direction that you take tonight, whatever that is.
De Weerd: And we do have Joe Lombardo and Crash in the back. If you have specific
questions or, Joe or Crash, if you have any comments I'd certainly invite you forward to
provide comment to the Council. No. That's Crash.
Lombardo: I believe that is his given name. I don't know what his given name is. But
good evening, Madam Mayor, Members of the City Council. My name is Joe Lombardo, I
am the training and exercise coordinator for Ada County emergency management. Crash.
Marusich: My name is Crash Marusich. I do public education and mitigation with our
agency.
Lombardo: So, you know, we have heard the recommendations that you have given us
and be careful about how much I can say on behalf of the county, but I think it was well
received. I can say personally as a certified emergency manager from the International
Association of Emergency Managers and a professor of emergency management here in
Meridian at ISU your concerns were spot on. Those are the types of things we should be
talking about and we should articulate to you how we have been doing those things. So,
we look forward to working with Council, working with your officials that you have given
us, Chief Niemeyer and Chief Lavey and others we have had some great conversations
with to date. So, we look forward to continuing our partnership and reporting out to you
how we are moving forward on all that.
De Weerd: Thank you, Joe.
Lombardo: Thank you. Any questions?
Bird: I have none.
De Weerd: No. So, Council, again, appreciate your role that you played in furthering the
conversation and helping us underscore the need for that conversation and putting it in
front, so we could address it.
B. Resolution No. 14-1029: Resolution Approving Joint Powers
Agreement for Emergency Management Services in Ada County
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: To not delay anything, while I was one of the biggest concerns -- I still have a
concern, but I think we have got a lot of the problems solved, so I would move that we
approve Resolution 14-1029.
Meridian City Council
December 16, 2014
Page 29 of 32
Milam: Second.
De Weerd: I have a motion and a second to approve Item 9-13, Resolution 14-1029.
Madam Clerk, will you call roll.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea.
De Weerd: All ayes.
MOTION CARRIED: ALL AYES.
De Weerd: And I will say while this isn't solved, the conversation is happening and there
is a strong commitment from the various parties to stay on top of these discussion items
and find a resolution that works to the best of emergency management planning and
response. So, thank you for sitting through an entire -- almost an entire City Council
meeting just to introduce yourself and -- and we do appreciate both of your roles in this
and look forward to progressing in these things. And as I said in the executive committee
meeting, don't want to see this left undone a year from now. Just saying. Okay. Enough
said, right?
Item 10: Future Meeting Topics
De Weerd: Okay. Under Item 10, future meeting topics. Is there anything for
consideration for future agendas?
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: Two separate comments if I may. The first one is I very much enjoyed the
police promotion ceremony. I have received -- and I think most of us have received an
invitation to tomorrow night's fire department promotion ceremony and award ceremony. I
guess my question to the chief is is that open to the public? And while he's coming back
to the microphone, it starts at 6:00 o'clock in this chamber tomorrow night.
Niemeyer: Councilman Zaremba, that is correct. 6:00 o'clock. And that is open to the
public, yes.
Zaremba: So, everybody knows that. And the other is as I understand it we are not
having a meeting on the 23rd, week from now, but I heard a rumor I think that we might be
putting back the 30th? Is that --
De Weerd: For a Consent Agenda only.
Zaremba: So, it would be a short meeting, but there is a meeting
Meridian City Council
December 16, 2014
Page 30 of 32
De Weerd: It will be a short meeting, but there is a meeting.
Zaremba: Okay. Thank you.
Holman: Madam Mayor?
De Weerd: Yes, Mrs. Clerk.
Holman: I believe there was a discussion about possibly having it earlier in the day that
day if that works better and I don't know if we would be a quorum here, but I don't know if
we want to discuss the time of the meeting or have it at 6:00 o'clock in the evening, since
it's a special meeting.
De Weerd: I think I will defer to those that have jobs.
Zaremba: Madam Mayor?
De Weerd: Mr. Zaremba.
Zaremba: I would say that I could make it as early as 1:00 o'clock, but not earlier.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: I would be unavailable until probably the 6:00 o'clock hour, but if it's consent I
wouldn't throw up any objection -- I could call in or I would be fine -- if everyone wants to
meet earlier and I don't attend I'm okay with that.
De Weerd: Okay.
Holman: Madam Mayor?
De Weerd: Yes.
Holman: I can just send an e-mail to everyone tomorrow and get a consensus and, then,
talk to you about it at the end of the week. Does that work?
De Weerd: That would be perfect. There is some things you shouldn't solve up here.
Zaremba: Madam Mayor?
De Weerd: Although we ask you, Council, to solve things all the time, so -- sorry. Yes,
Mr. Zaremba.
Meridian City Council
December 16, 2014
Page 31 of 32
Zaremba: I would comment if we are going to come in anyhow, I don't mind conducting
business.
De Weerd: No. It's Consent Agenda only.
Zaremba: Okay.
Item 11: Executive Session Per Idaho State Code 67-2345 (1)(c)(d)(f): (c) To
Conduct Deliberations Concerning Labor Negotiations or to Acquire an
Interest in Real Property, Which is Not Owned by a Public Agency; (d)
To Consider Records that are Exempt from Disclosure as Provided in
Chapter 3, Title 9, Idaho Code; AND (f) To Consider and Advise Its
Legal Representatives in Pending Litigation
De Weerd: So, Council, before I have a motion to adjourn into Executive Session I will tell
our students that are in the back we do have a City of Meridian pin for lasting through a
City Council meeting. Madam Clerk will bring that to you afterwards. So, Council, with
that said, do I have a motion to adjourn into Executive Session?
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we go into Executive Session as per Idaho State Code 67-2345(1)(c),(d) and
ft
Cavener: Second.
De Weerd: I have a motion and a second to adjourn into Executive Session. Madam
Clerk, will you call roll.
Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
EXECUTIVE SESSION: (7:29 p.m. to 8:29 p.m.)
Rountree: Motion to come out of Executive Session.
Bird: Second.
De Weerd: All those in favor say aye. All ayes. Motion carried.
MOTION CARRIED: ALL AYES.
Meridian City Council
December 16, 2014
Page 32 of 32
De Weerd: Do I have a motion to adjourn?
Rountree: So moved.
Zaremba: Second.
De Weerd: All those in favor? All ayes.
MOTION CARRIED: ALL AYES.
MEETING ADJOURNED AT P.M.
(AUDIO
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Item #8C: Tribal Fire (CPAM-14-002 and AZ -14.013)
Application(s): Comprehensive Plan Map Amendment and Annexation
Size of property, existing zoning, and location: This site consists of 2.92 acres of land, currently zoned R1 in Ada
County and is located on the north side of E. Overland Road; east of S. Topaz Avenue.
Adjacent Land Use & Zoning:
North: County residences, zoned R1 in Ada County
South: Silverstone Business Park and County residences, zoned C -G and RUT in Ada County
East: County residences, zoned R1 in Ada County
West: County residences, zoned R1 in Ada County
Summary of Request: The applicant proposes to amend the future land use map (FLUM) on approximately 2.92
acres from Low Density Residential (LDR) to Commercial. Staff is not recommending approval of a Future Land
Use Map change for the property east of S. Rolling Hill Drive because of the current single family residence
on the property. The Commission supports this parcel and others within the Rolling Hill and Jewel
subdivisions being analyzed and further studied by staff to ensure the most appropriate land use
designation(s) are applied. Staff is also seeking Council's direction on this matter.
The applicant is also proposing to annex 1.44 acres of land (one parcel) from the R1 zoning district in Ada County to
the C -G zoning district is consistent with the proposed Commercial FLUM designation. The applicant has submitted a
concept plan that depicts a 5,000 square foot building envelope, a secured storage yard and the associated parking
area. This plan has been revised per the staff report. The applicant has also provided a future concept plan that
depicts how this property could further be developed with a multi -tenant building. One full access is proposed via S.
Rolling Hill Drive and a cross access drive is depicted to the property on the west.
A 35 -foot wide street buffer is required along E. Overland Road, an entryway corridor and a 10 -foot wide street buffer
is required along S. Rolling Hill Drive. A 25 -foot wide landscape buffer is required when commercial uses (C -G
zoning district) abut a residential property. The applicant is seeking a Council waiver to construct a 10 -foot
wide landscape buffer in order to accommodate the driveway location to S. Rolling Hill Drive and provide
cross access to the property on the west boundary. Because the commercial activity is oriented towards the
street, delivery of materials are sent directly to the job site, the site is being restricted to specific uses
(office, flex space, retail and professional/personal service) and hours of operation (6am-11 pm) are being
restricted through a development agreement, staff is supportive of the reduced buffer.
Building Elevations: The future building includes a mixture of CMU block, stucco, metal awnings, decorative cornice
and varying roof planes. The elevations have been revised as required in the staff report. Future development must
comply with the design standards listed in UDC 11-3A-19 and the guidelines contained in the Meridian Design
Manual.
Commission Recommendation: Recommended approval at the November 20th hearing.
Summary of Commission Public Hearing:
i. In favor: Cherese McClain, Clarence McClain
ii. In opposition: None
iii. Commenting: Matt Rhees
iv. Written testimony: None
Key Issue(s) of Discussion by Commission:
i. Changes to the concept plan and building elevations.
ii. Commissioning staff to study the surrounding LDR and MDR areas to determine a more appropriate urban
land use designation.
Key Commission Change(s) to Staff Recommendation:
i. None
Outstanding Issue(s) for City Council:
i. A reduction to the landscape buffer on the north boundary to accommodate the driveway connection to S.
Rolling Hill Drive and provide cross access to the property on the west.
Written Testimony since Commission Hearing: None
Notes:
Item #81): Coleman (PP -14-016)
Application(s): Preliminary Plat
Size of property, existing zoning, and location: This site consists of 26.16 acres of land, currently zoned C -G in
Ada County and is located on the northwest corner of Ten Mile and McMillan Roads.
Adjacent Land Use & Zoning:
1. North: Vacant commercial property, zoned C -G and C -C
2. East: Developed/vacant commercial development, zoned L-0 and C -G
3. South: Vacant commercial property and Bridgetower Heights Subdivision, zoned C -G and R-8
4. West: Vacant residential and commercial properties, zoned R-15 and C -C
Summary of Request: The proposed preliminary plat consists of 5 commercial lots on approximately 26.16 acres of
land in the C -G zone. The property is being subdivided to convert the pad sites into sellable commercial lots. The
commercial lots range in size between 0.84 acres up to 21.37 acres respectively. The UDC does not have a
minimum lot size standard for the commercial development.
A 25 -foot wide street buffer landscape easement is required along N. Ten Mile Road and W. McMillan Road and a
20 -foot wide street buffer landscape easement is required along Road "A", classified as a collector street, classified
as an arterial street, per UDC Table 11-2B-3. The required landscape buffers were reviewed and approved with the
Wal-Mart store CZC.
Access to the development was approved with the development of the Wal-Mart store as follows:
1) Two (2) accesses to N. Ten Mile Road; the northern access is full access and the southern access is right-
in/right-out only;
2) One (1) access to W. McMillan Road; this access is right-in/right-out only; and
3) Two (2) full accesses to collector road "A". This off-site roadway has been deeded to ACHD by the adjacent
property owner to the west and is currently being constructed in conjunction with the Wal-Mart store.
Cross access must be provided from the internal drive aisles in accord with the standards set forth in UDC 11-3A-3.
Elevations: The existing development agreement for the site contains a collage of elevations that represent the
design theme for the proposed commercial development. Future structures on the site must comply with the
submitted design collage on file with the Planning Division, the UDC design standards and the guidelines contained
in the Meridian Design Manual.
Commission Recommendation: Recommended approval at the November 20th hearing.
Summary of Commission Public Hearing:
i. In favor: Kent Brown
ii. In opposition: None
iii. Commenting: None
iv. Written testimony: Kent Brown, Applicant (in agreement w/the staff report)
Key Issue(s) of Discussion by Commission: None
Key Commission Change(s) to Staff Recommendation: None
Outstanding Issue(s) for City Council: None
Written Testimony since Commission Hearing: Kent Brown, Applicant (in agreement w/the Commission Recs)
Notes:
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 5A
PROJECT NUMBER:
ITEM TITLE: APPROVAL OF STATEMENT OF WORK
Approval of the Mercer FYI Statement of Work for Benefits Brokerage/Consulting
Services
MEETING NOTES
}
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
4
MERCER
November 10, 2014
Patti Parkins
Director of Human Resources
City of Meridian
33 E. Broadway Ave
Meridian ID .83642
Statement of Work ("SOW")
Sheill R, stayner
Prinolpal
800 West Main Street, Sulte 1250
Boise, Ip 03702
+12.08 338 $477
SheIILR Stayner@mercer.com
www.mercermorn
The objective -of this Statement of Work ("SOW") is to confirm the scope of our Work and the
compensation; for this engagement. This SOW is subject to the terms and conditions contained in
our existing engagement letter dated August 4, 2009. All capitalized terms not defined in this SOW
shall have the meanings ascribed to them in our existing engagement letter.
Service Details
1. Service name: 2015 Scope of Service
2: Description of Mercer, responsibilities: See attached Service. Schedule
3, Description of client responsibilities: Mercer's ability to provide services in this letter is
dependent on Mercer being provided with and continue to receive accurate, up to date and
timely documentation and information from you and any insurance carrier providing benefits:
4. Period of time over which work will be performed: January 1, 2015 through December 31,
2015
5. Cornpensationffees We will be compensated for the services described herein in
consideration of your payment of our professional fees of $45,000 annual.
We will bill you monthly With such invoices due within thirty (30) days of your receipt of an
undisputed invoice, If any invoice remains unpaid after lon9er than ninety (90) days from the
date ;of the invoice, we may either suspend the provision of the services until payment is
received, or terminate this SOW with immediate effect.
MARSH&McLENNAN
TALENT - HEALTH - RETIREMENT - INVESTMENTS COMPANIES
1!�4 MERCER
Page 2
November 10, 2014
Subcontractors
We may need to utilize various subcontractors ("Subcontractors") in the course of our
provision of the Services to assist us in such tasks as printing and mailing, development of
interactive tools, graphic design, etc. You consent to our use of the Subcontractors and
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Confidential information, including Work, on a confidential and a need to know basis for
the purposes: contemplated by this SOW.
Additional Terms
1. We do not act on behalf of any insurer or other service,provider, are not bound to utilize any
particular insurer or service provider, and do not have the authority to make binding
commitments on behalf of any Insurer or service provider. In addition, we do not guarantee or
make any representation or warranty that coverage or service can be placed on terms
acceptable to you. We are not responsible for the solvency or ability to pay claims of any
insurance carrier or for the solvency or ability of any service provider to provide service,
Insurance carriers or service providers with which your other risk or insurance coverage or
other business is placed will be deemed acceptable to you, in the absence of contrary
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2. Youunderstandthat the failure to provide, or cause to provide, complete, accurate, up4o-date;
and timely documentation and information to us, an insurer, or other service provider, whether
intentional or by error, could result in impairment or voiding of coverage or service. You agree
to review all policies, endorsements and program agreements delivered to you by us and will
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terms within thirty (30) days following receipt.
3, Mercer and Its Affiliates serve a wide array of clients, including clients who compete with or
whose interests may be adverse to one another. in addition, Mercer interacts with insurance
carriers and other service providers through numerous business and contractual relationships,
including serving as a broker for its clients and receiving commissions from carriers, providing
consulting or administration services to carriers, and auditing carriers' claims data, Mercer is
committed to serving each of Its clients In an objective manner and maintaining the
confidentiality of each of its client's information.
MARSH & McLENN.AN
l", COMPNNO
MERCER
Page:3
November 10, 2014
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financial institution under this Act. Our Privacy Policy Notice and additional information
regarding other compliance policies at Mercer, including our conflicts of interest policy, are
available atwwarnercer.com/transparency. Atthis web address you will also find information
regarding Marsh .& McLennan Companies, Inc, and Itssubsldlaries' equity interests in certain
Insurers and contractual arrangementswith certain insurers and wholesale brokers.
6, Without limiting the generality of Section 2 of our engagement letter, you will Inform us at the
commencement of our work under each SOW (and thereafter in the event of any change); as
to whether or not you or any of your Affiliates are subject to any restrictions: or obligations
directly relevant to the Services as a result of or in connection with having received any federal
financial assistance in connection with any federal low or program, ;including, but not limited to,
the American Recovery and Reinvestment Act of 2009 and the Emergency Economic
Stabilization Act of 2008, including the Troubled Assets Relief Program. In. the event that you
or your Affiliates are subject to such restrictions or obligations, you will also promptly describe
such restrictions and obligations to us In writing in reasonable detail and make an expert
(including internal or external counsel) available to us for additional clarification that we
reasonably request regarding the analysis or interpretation of any such restrictions or
obligations. You agree that we will be entitled to rely on, and have no liability for, the accuracy
and completeness of the information, analysis or Interpretation that is provided to us. In
connection with theforegoing.
7. Mercer is unable to provide insurance broking, risk consulting, claims or other services or
provide any benefit to the extent that the provision of such services or benefit would violate
applicable law or expose Mercer or its Affiliates to any sanction, prohibition or restriction under
UN Security Council Resolutions' or under other trade or economic sanctions, laws: or
regulations.
MARSH&MUENNAN
COMPANIES
I MERCER
Page 4
November 10, 2014
We appreciate your business and look forward to working with you on this engagement. Please
acknowledgayeur agreement to the terms contained herein by signing below.
Meer Hejth Benefits LLC
By:
Name: he 11 1 --
Title;[
Title:
Date: 11 ib it
Date; L-� - ` 1 11
MARSN & McI.ENNAN
COMPANIES
H&B SERVICE SCHEDULE
Our Services consist of the following:
■ Conduct strategic planning sessions to review performance of Client's current employee
benefits coverage and establish future objectives and strategies to manage Client's
employee benefit coverages to which this agreement applies.
■ Meet with the Client's key designated representatives on a quarterly basis, to discuss
strategy and open items.
■ Develop a mutually agreeable renewal action plan and timellne that meets the Client's
stated objectives.
■ Keep the Client informed of significant changes and/or trends in the employee benefits
marketplace.
■ Benchmark plan costs and employee contributions to Industry, size and regional
standards on an annual basis.
■ Analyze factors driving Client's pian costs If experience data is available. in connection
with such analysis, we will review utilization reports to determine possible causes of
Identified cost increases. Assist Client In managing risks and costs of its employee
benefits coverages.
■ Establish comprehensive claims reports for Identified coverages
(medlcal,prescription,dental) detailing paid claims (and reimbursements if applicable),
premium/funding and enrollment summaries. We will review these reports with Client on
an as needed basis and will Identify and discuss trends and potential problems.
■ Provide cost projections and funding analysis (review of funding methodology with
emphasis on employer costs and the tier structure of the contribution.)
■ When marketing your plans, prepare an analysis comparing current costs, plan designs,
administration costs, network discounts and network accessibility.
■ With respect to the renewal process, we will conduct an annual review during the
renewal process to Include negotiations, on Clients' behalf, with current vendors/carriers,
as per Client's request.
■ Upon the request of Client, we will assist Client in the preparation of a RFP for purposes
of obtaining competitive quotes from the marketplace. We will be the primary point of
contact during the bidding process.
It Upon request of Client, evaluate and assist in the management of voluntary benefit
products offered to Client's employees.
H&B Service Schedule 0202oln.doc
■ Assist Client In the implementation of the benefit program by dealing with vendor/carriers
and performing contract and SPD review for purposes of determining conformity to
agreed upon plan provisions and costs.
■ Advise Client with respect to available technology platforms to support delivery and
administration of its employee benefit plans.
■ Assist Client In the development of paper and/or web -based communication strategies.
■ Coordinate the collection of Schedule A Information for Form 5500 filings.
M Identify and negotiate on the Client's behalf with insurers and other benefit program
providers and keep the Client Informed of significant developments. We shall be
authorized for purposes of this Agreement to represent and assist the Client in all
discussions and transactions with all Insurers/providers, provided that we shall not place
any Insurance or vendor programs on behalf of the Client unless so authorized by the
Client.
w Assist with documentation and other steps to obtain commitments for and implement
Insurance policies and other services selected by the Client regarding its employee
benefits program upon the Client's instructions, It being understood that we will not
Independently verify or authenticate Information not originating from us necessary to
prepare proposals or underwriting submissions and other documents relied upon by
Insurers/providers, and the Client shall be solely responsible for the accuracy and
completeness of such information and other documents furnished to us and/or
insurers/providers and shall sign any application for coverage. The Client understands
that the failure to provide all necessary information to an insurer, employee benefit
provider or third party vendor whether intentional or by error, could result In the
impairment or voiding of coverage or service.
• Provide Client access to the national insurance marketplace and related services
marketplace and use our commercially reasonable efforts to place Insurance policies
and other services selected by the Client regarding its employee benefit program on
behalf of the Client, if so instructed by the Client.
■ Act as a liaison between the Client and Insurers/ providers for the lines of coverage and
services that we have placed or obtained on behalf of Client or for which Mercer is
named as the broker of record.
■ Provide the Client with detailed invoices, except in the case of direct billing by insurers or
employee benefits providers.
a Follow up with insurance carriers/providers for timely Issuance of policies and contracts.
■ Follow up with Insurance carriers/providers with respect to the payment or return
premiums.
Review policies and contracts for accuracy and conformity to specifications provided by
Client and the related negotiated coverages.
H&B Service Schedule 0202cin.doc
Assist the Client in connection with issues relating to Interpretation of insurance
policies/contracts placed by us.
Provide Information/coverage summaries for all new coverages and updates on changes
to existing coverages.
HCH Service Schedule 0202chdoc
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 5B
PROJECT NUMBER:
ITEM TITLE: SEWER AND WATER MAIN EASEMENT
Biltmore Estates Subdivision Sewer and Water main Easement
MEETING NOTES
h
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
ADA COUNTY RECORDER Christopher D. Rich 2014-102387
BOISE IDAHO Pgs=S VICTORIA BAILEY 12/19/2014 10:48 AM
MERIDIAN CITY NO FEE
1111111 IIII III I IIIIIIIIIIIII 11111111111111111 I III
00050433201401023870050051
SANITARY SEWER AND WATER MAIN EASEMENT
THIS INDENTURE, made this \ day of DeLernb07, 20 etween A. Lee and
Dianne Centers, husband and wife, the parties of the first part, and hereinafter called the
GRANTORS, and the City of Meridian, Ada County, Idaho, the party of the second part, and
hereinafter called the GRANTEE;
WITNESSETH:
WHEREAS, the GRANTORS desire to provide a sanitary sewer and water main right-of-
way across the premises and property hereinafter particularly bounded and described; and
WHEREAS, the sanitary sewer and water is to be provided for through underground
pipelines to be constructed by others; and
WHEREAS, it will be necessary to maintain, service and subsequently connect to said
pipelines from time to time by the GRANTEE;
NOW, THEREFORE, in consideration of the benefits to be received by the GRANTORS,
and other good and valuable consideration, the GRANTORS do hereby give, grant and
convey unto the GRANTEE the right-of-way for an easement over and across the following
described property:
(SEE ATTACHED EXHIBITS A and B)
The easement hereby granted is for the purpose of construction and operation of sanitary
sewer and water mains and their allied facilities, together with their maintenance, repair,
replacement and subsequent connection at the convenience of the GRANTEE,with the free
right of access to such facilities at any and all times.
TO HAVE AND TO HOLD, the said easement and right-of-way unto the said GRANTEE,
it's successors and assigns forever.
IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto,
that after making repairs,performing maintenance,replacements or subsequent connections
to the sanitary sewer and water mains,GRANTEE shall restore the area of the easement and
adjacent property to that existent prior to undertaking such procedures. However,
GRANTEE shall not be responsible for repairing, replacing or restoring anything placed
within the area described in this easement that was placed there in violation of this easement.
Biltmore Estates Subdivision No. 1 Sanitary Sewer and Water Main Easement EASMT S&W 11-15-13.doc
THE GRANTORS hereby covenant and agree that they will not place or allow to be placed
any permanent structures, trees, brush, or perennial shrubs or flowers within the area
described for this easement, which would interfere with the use of said easement, for the
purposes stated herein.
g
THE GRANTORS hereby
covenant and agree with the GRANTEE that should any part of
the right-of-way and granted easementhereby become part of,or lie within the boundaries of
any public street, right-of-way then,to such extent,such ri ht-of-way and easement hereby granted which
lies within such boundarythereof or which is a part thereof,shall cease and become null and
void and of no further effect and shall be completely relinquished.
with the GRANTEE that they GRANTORS do hereby covenant are lawfully seized
and possessed
of the aforementioned and described tract of land, and that they have a good
and lawfulrightto cone
said easement, and that they will warrant and forever defend the
Y
title and
uiet possession thereof against the lawful claims of all persons whomsoever.
q
IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their
signatures the day and year first herein above written.
GRANT• ' S:
/OP
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A ee Centers
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Dianne Centers
P. O. Box 518, Meridian, ID 83680
Address
STATE OF IDAHO )
: ss.
County of Ada )
this )-'i ov r4A,r 20 before me,the undersigned,a Notaryn of � � loday
Public in and for said State, personally appeared A. Lee Centers and Dianne Centers,
husband and wife, known or identified to me to be the persons that executed the within
instrument, and acknowledged to me that they executed the same.
IN WITNESS WHEREOF,I have hereunto set my hand and affixed my official seal the day
and year first above written.
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GRANTEE: CITY OF MERIDIAN
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Tammy de rd, Mayor
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Attest b ycee L. Holman, 'L.)1/1 1-.).:',c„.11,_.,,,,i.(,-\„,:',1 1,i----
City Clerk 045,f,"_it.,,
Approved By City Council On: , :a t ;
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STATE OF IDAHO, )
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County of Ada )
On thisday of ILO 20 \21 , before me,the undersigned, a Notary
Public in and for said State, personally appeared a eared Tammy de Weerd and Jaycee L. Holman,
known to me to beMayor
the and CityClerk, respectively, of the City of Meridian, Idaho,
and who executed the within instrument,and acknowledged to me that the City of Meridian
executed the same.
IN WITNESS WHEREOF,I have hereunto set my hand and affixed my official seal the day
and year first above written.
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Biltmore Estates Subdivision No. 1 Sanitary Sewer and Water Main Easement EASMT S&W 11-15-13.doc
August 19, 2014
Description for Meridian City Sanitary Sewer & Water Easement
Biltmore Estates Subdivision No. 1
An easement located in the SW % of the NE 1/4 of Section 25, Township 3 North, Range 1 West,
Boise Meridian, City of Meridian, Ada County, Idaho, being a strip of land 33.00 feet in width, left
of and adjacent to the following described easement line:
Commencing at a Brass Cap monument marking the southeast corner of the NE % of said
Section 25, from which a Brass Cap monument marking the northeast corner of said NE 1/4
bears N 00°25'47" E a distance of 2642.94 feet;
Thence N 89°29'05" W along the southerly boundary of said NE % a distance of 1320.30 feet to
a 5/8 inch diameter iron pin marking the southwesterly corner of Meridian Heights No. 3
Subdivision as shown in Book 62 of Plats on Pages 6274 and 6275, Records of Ada County,
Idaho, also being the southeast corner of the SW% of the NE % of said Section 25;
Thence along the westerly boundary of said Meridian Heights No. 3 Subdivision and easterly
boundary of said SW 1/4 of the NE 14 N 00°25'59" E a distance of 1323.12 feet a 5/8 inch
diameter iron pin marking the northeast corner of said SW "1/4 of the NE %;
Thence along the northerly boundary of said SW 1/4 of the NE 1/4 N 89°23'26" W a distance of
89.90 feet to the BEGINNING POINT of said easement line;
Thence S 00°36'34"W a distance of 120.26 feet to the ENDING POINT of said easement line.
Said easement containing 3,969 S.F., more or less.
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PROPOSED BILTMORE ESTATES SUBD. NO. 1 SOLUTIONS
SHEET
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LOCATED IN THE SW 1/4 OF THE NE 1/4, 1029 N. ROSARIO ST., STE. 100 SECTION 25, T.3N., R.1 W., B.M. MERIDIAN, IDAHO 83642Phone (208) 938-0980 Fax (208) 938-0941
140219-SSEASE.DWG bkb MERIDIAN, ADA COUNTY, IDAHO ,
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 5C
PROJECT NUMBER:
ITEM TITLE: MEMORANDUM OF AGREEMENT
Memorandum of Agreement with Meridian Development Corporation and Meridian
Chamber of Commerce -for a Project to Study the Feasibility of a Multi -Purpose and
Event Center for City Commitment in an Amount Not -to -Exceed $14,500
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
MEMORANDUM OF AGREEMENT FOR A PROJECT TO STUDY
THE FEASIBELITY OF A MULTI-PURPOSE AND EVENT CENTER
This MEMORANDUM OF AGREEMENT FOR A PROJECT TO STUDY THE
FEASIBILITY OF A MULTI-PURPOSE AND EVENT CENTER ("Agreement") is made this
16 day of December, 2014 ("Effective Date"), by and between the City of Meridian. a
municipal corporation organized under the laws of the State of Idaho ("City"), Meridian
Development Corporation, an urban renewal agency organized under the laws of the State of
Idaho (``MDC'), and the Meridian Chamber of Commerce, a nonprofit corporation organized
under the laws of the State of Idaho ("Chamber") (collectively, "Parties'").
WIRE, REAS, the Parties desire to study the feasibility of constructing a, multi -use and
event center within the City of Meridian;
VffIERE AS, City is willing to contribute toward this endeavor $14,500; MDC is willing
to contribute $14,500 toward this endeavor; and Chamber is willing to contribute $ 1,000 toward
this endeavor;
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency
of which is hereby acknowledged and agreed, and in consideration of the mutual promises and
covenants herein contained, the Parties agree as follows:
10 . SCOPE OF WORK&*),P9OCE-0SS*
..Engage vendor(s). Between January 1, 2015 and September 30, 2015, City agrees to
invest the Parties' respective contributions toward professional services needed to create
a project development plan evaluating the feasibility of constructing a multi -use and
event center, within the. Meridian Urban Renewal Area, suitable for some or all of the
following uses: performing arts, concerts or other entertainment, civic or community
events,, sports,, museum, library, and/or conferences ("Project"). The selection of staff
and/or vendors for Project shall be made by City.
B. Interactions with vendor(s). City shall include MDC and Chamber representatives in
the process of selecting the vendor(s) for the Project. City shall duly consider MDC input
and shall make a reasonable effort to come to consensus; however, City shall be
responsible for the final decision regarding selection of such vendor(s). City shall
include MDC and Chamber representatives in meetings with the selected vendor, and
shall keep MDC and Chamber representatives apprised of timelines, conversations, and
progress with regard to Project deliverables, and decisions.
C, Method of payment. City shall remit to MDC an invoice, with receipts for payments
rendered to vendor(s) for Project, and shall request reimbursement from MDC to City for
such payments, in a total amount not to exceed $14,500.00. Within thirty (30) days of
receipt of City's invoice, MDC shall provide payment to City in the amount of such
invoice, in a total amount not to exceed $14,500.00. City shall remit to Chamber an
invoice, with receipts for payments rendered to vendor(s) for Project, and shall request
MEMORANDUM of AGREEMENT FOR PROJECT
TO STUDY FEASIBILITY OF MULTI,-PURPOSE/Ev8NT CENTER
PAGE I OF 3
reimbursement from Chamber to City for such payments, in a total amount not to exceed
$ 1,000.00. Within thirty (30) days of receipt of City's invoice, Chamber shall provide
payment to City in the amount of such invoice, in a total amount not to exceed $ 1,)000.00.
11, GENERAL TEIMS,
A. Term. This Agreement begins immediately upon execution and shall remain in effect
through September 30, 2015.
B, Notice. Notice required to be provided by either of the parties under this Agreement
shall be in writing and be deemed communicated when mailed by United States Mail,
addressed as follows:
City: City of Meridian MDC4. Meridian Development Corporation
City Attorney's Office Ashley Squyres, Administrator
33 E. Broadway Avenue 33 E. Broadway Avenue
Meridian ID 83642 Meridian ID 83642
Chamber: Anne Little Roberts
P.O. Box 7
Meridian ID 83680
Any party may change its address for the purpose of this paragraph by giving formal
., A
notice of such change to City in the manner herein provided.
C. Entire agreement; modification. This Agreement embodies the entire agreement and
1!
understanding between the parties pertaining to the subject matter of this Agreement, and
supersedes all prior agreements, understandings, negotiations,, representations, and
discussions, whether verbal or written, of the parties pertaining to that subject matter.
The Agreement may not be changed, amended, or superseded unless by means of writing
executed by both Parties hereto.
D. Termination. Either party may terminate this Agreement in whole, or in part; due to
convenience, nonappropriation, or when either or both parties agree that the continuation
of the project is not in the parties' best 'interest, by providing thirty (30) days written
notice. If MDC or Chamber is the terminating party, City shall be entitled to receive
reimbursement for payments made for services properly performed pursuant to this
Agreement to the date of termination.
E. Severabifity. If any part of this Agreement is held to be invalid or unenforceable, such
holding will not affect the validity or enforceability of any other part of this Agreement
so long as the remainder of the Agreement is reasonably capable of completion. The
invalidity or unenforceability of any particular provision of this Agreement shall not
affect the other provisions, and this Agreement shall be construed in all respects as if any
invalid or unenforceable provision were omitted.
F, Applicable Law. The Agreement shall be governed by the laws of the State of Idaho and
MEMORANDUM OF AGREEMENT FOR PROJECT
TO STUDY FEASIBILITY OF MULTI-PURPOSE/EVENT CENTER PAGE 2 OF 3
I 4e I ..
jur..'iWiotion for aOy Disputes-a'ri".Sin.a-hdreunde,*r shall be in the Fourth -Judicial District, Ada
.Count -
.y;, State..O'HdAho.
INVITNESSVVH-URFOF, - h rflos. here is
t op t to how, executed this A on th..
4y.0fbee-ember, 25014:
MERIDIAN.DE. LOPMENT CORPORATION:
N)DE,
Jim Ifs, ba'ri. Chair r vdve-WiWor, Seerdta-tey.
MERIDIAN CHAMBER OF COMMERCE..,
L
Anne .Little Roberts
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T-atnjmy*wQ6rd, .M4 .
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D A Zi
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City of
FUDIA
anQO/Clerk
SFA
A
MEMORANPPM OV AGREEME.14T FOR PROJECT
TO STUDY FEASIBILITY OF -MULM-PURPOSE/8 VENT-U.NTER PAGE 3 OF*3
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 5D
PROJECT NUMBER:
ITEM TITLE: SOLE SOURCE PURCHASE
Approval of Evergreen Sole Source Purchase for Sensus Water Meter Reading
Equipment and Related Products from Ferguson Enterprises and Authorize the
Purchasing Manager to Issue and Sign Purchase Orders and/or Contracts to Ferguson
Enterprises for the Above Mentioned Products
MEETING NOTES
4 l
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Memo
To: Jaycee L. Holman, City Clerk,
From: Keith Watts, Purchasing Manager
CC: Jacy Jones, Dennis Teller
Date: 12/11/14
Re: December 16 City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
December 16th City Council Consent Agenda for Council's consideration.
Approval of Evergreen Sole Source Purchase for Sensus Water Meter Reading
Equipment and related products from Ferguson Enterprises and authorize the
Purchasing Manager to issue and sign purchase orders and/or contracts to Ferguson
Enterprises for the above mentioned products.
Recommended Council Action: Approval of Sole Source Purchase upon
completion of advertising per Idaho State Statute 67-2808 and authorize the
Purchasing Manager to issue purchase orders and/or contracts for Sensus
Water Meter Reading Equipment and related products as needed.
Thank you for your consideration.
0 Page 1
C� fIEKIli
QAt-iC�
CITY OF MERIDIAN
SOLE SOURCE FORM
Date: 12-16-2014
PURCHASING AGENT
33 East Broadway Avenue
Meridian, ID 83642
Phone: 208-888-4433 Fax: 208-887-4813
Item or Service: Water Meter and Reading System Equipment - Perpetual
❑ Sole Source: Item is available from only one vendor. Item is one -of -a kind item
and is not sold through distributors. Manufacturer is a sole distributor.
Refer to instructions on 2nd page for completion.
JUSTIFICATION: (Attach additional pages if needed)
The City made the decision to switch over to Sensus Automated Water Meters several years ago and by doing
so greatly improved its water recording system by standardizing the radio frequency and communication
between meters and reading software. This standardization reduced the amount of time needed to complete
monthly reads and simplified data transactions required for the billing process. The Public Works Department
designated Sensus as the Sole Brand water meter for the City on November 1, 2011 in order to maintain this
reading capability and avoid data transfer issues encountered with the mixing of multiple meter brands.
Distributors for Sensus Metering Systems are assigned a specific geographic territory in which they are allowed
to sell Sensus products. They are prohibited from selling outside that assigned territory and risk being
terminated as a distributor should they "sell or attempt to sell Sensus Products outside their Territory' which
dictates a Sole Source for the supply of Sensus Water Meters. The City approved a sole source to United Pipe
& Supply on November 1, 2011. United Pipe has since gone out of Business and the manufacture (Sensus)
has assigned Furguson Enterprises as their replacement.
Ferguson Enterprises, with their Idaho, Washington, Oregon and Alaska branches, is an exclusive distributor of
Sensus Automated Meter Reading (AMR) and meter products for these regions. They are not permitted to sell
outside of these areas and distributors from other states are not permitted to sell to customers within these
boundaries.
*Please see attached the attached letter from Sensus Technologies which verifies the sole source designation
CERTIFICATION:
I am aware of the requirements set forth in the City's Purchasing Policy & Procedures Manual for competitive bidding and the
established criteria for justification for sole source/sole brand purchasing. I have gathered technical information and have made
a concerted effort to review comparable/equal equipment. I hereby certify as to the validity of the information and feel confident
that this justification for sole source/sole brand meets the City's criteria and is accurate.
Council
Dennis Teller Approval Date: I '.CQ Mb I L
NAME
Purchasing
Approval:
Department anager P asing anager
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Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 5E
PROJECT NUMBER:
ITEM TITLE: PROJECT AGREEMENT
Project Agreement between Meridian Development Corporation and City of Meridian
for Main Street Improvements: Islands and Historic Lighting
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
PROJECT AGREEMENT BETWEEN
MERIDIAN DEVELOPMENT CORPORATION AND CITY OF MERIDIAN
FOR MAIN STREET IMPROVEMENTS: ISLANDS AND HISTORIC LIGHTING
This PROJECT AGREEMENT BETWEEN MERIDIAN DEVELOPMENT
CORPORATION AND CITY OF MERIDIAN FOR MAIN STREET IMPROVEMENTS:
ISLANDS AND HISTORIC LIGHTING ("Project Agreement"), is made and entered into this
(Co day of Dme nn he hr,- 2014 by and between the Meridian Development Corporation, an
urban renewal agency organized under the laws of the State of Idaho (hereinafter "MDC"), and
the City of Meridian, a municipal corporation organized under the laws of the State of Idaho
("City") (collectively, "Parties").
WHEREAS, City and MDC have developed a relationship of cooperation and
partnership and are mutually interested in enhancing the Meridian community's quality of life,
supporting downtown businesses, and stimulating economic development in the urban renewal
area by installing two mid -block traffic -calming islands and historic street lighting on Main
Street in downtown Meridian ("Project");
WHEREAS, pursuant to the Master Improvement Agreement Between Meridian
Development Corporation and City of Meridian entered into by the Parties on October 7, 2014
("Master Agreement"), MDC and the City established the process for each party's initiation of
projects and consideration of requests, as well as general conditions for City's acceptance of
completed projects affecting City's property, operations, and maintenance;
WHEREAS, the Parties have completed the Concept Phase of the Project, and their
respective governing boards have agreed that it is generally feasible as proposed;
WHEREAS, by this Project Agreement, MDC and the City intend to establish, inter alia,
the Parties' respective roles and responsibilities regarding design, construction, installation,
funding, maintenance, and ownership of the Project; and terms, conditions, and timeline of
design, construction, installation, funding, maintenance, and ownership of the Project;
NOW, THEREFORE, for and in consideration of the covenants, agreements and
conditions hereinafter set forth, the parties mutually agree as follows:
I. Incorporation of Master Agreement. The intent and effect of this Project Agreement is to
fulfill section III.B. of the Master Improvement Agreement and provide more specific terms
as to this specific Project. Except as expressly set forth herein, this Project Agreement does
not otherwise modify or alter any term or condition of the Master Improvement Agreement in
any way. The Master Improvement Agreement remains in full effect, and all terms and
conditions thereof are incorporated in this Project Agreement as though fully set forth herein.
If there is a conflict between the terms of the Master Improvement Agreement and this
Project Agreement, the terms of this Project Agreement shall control.
II. Contacts.
The following persons shall serve as the primary contact persons for MDC and City,
respectively, for all day-to-day matters regarding consultation at the Concept, Design,
Construction, and Close-out phases of all activity related to the Project, including, but not
limited to, installing, constructing, or seeking bids, proposals, or grants for any capital
improvement, fixture, facility, sign, artwork, landscaping, or vegetation.
MAIN STREET IMPROVEMENT PROJECT AGREEMENT BETWEEN MDC AND CITY PAGE I
MDC Contact: City Contact:
Ashley Squyres Caleb Hood
meridiandevelopmentcorp@gmail.com chood@meridiancity.org
208-477-1632 208-884-5533
ULDescription; location. The components of the Project include:
A. Two traffic -calming islands on Main Street, one between E. Broadway Avenue and E.
Idaho Avenue, and one between E. Idaho Avenue and E. Pine Avenue. Each island will
include vertical curbing, yellow striping on the roadway, conduit, irrigation system,
banner poles, landscaping, concrete pads for flower pots, and flower pots.
B. Historic street lighting along both sides of Main Street, between the railroad tracks and E.
Pine Avenue.
IV. Process. In addition to conditions enumerated in the Master Agreement and elsewhere
herein, the following conditions and order of process shall apply to the construction of the
Main Street Islands and their components:
A. Design phase:
1. MDC Contact will provide to City Contact preliminary plans for all components of
the Project.
2. City Contact will communicate staff comments by email to MDC Contact.
3. City Contact will notify MDC Contact of utility and irrigation needs for landscaping,
and other utility construction or reconstruction needs related to the installation of the
Project.
4. MDC Contact will provide draft final plans for all components of the Project to City
Contact.
5. City Contact will communicate staff comments and approval (or decline approval), by
email, to MDC Contact.
B. Construction phase:
1. Prior to releasing construction bid documents, MDC shall provide bid documents to
City Contact.
2. MDC will be responsible for issuing requests for bids, collecting and reviewing bids
and the evaluation and selection of the successful contractor(s) to perform the work
on the Project.
3. Prior to initiating construction of landscaping, irrigation system, banner poles, pads,
and all appurtenances thereto, MDC shall acquire the Park Superintendent's initials
on the plans approved for construction.
4. Prior to initiating construction of streetlights and all appurtenances thereto, MDC
shall acquire City of Meridian Public Works Department's stamp on the plans
approved for construction, and shall obtain a street light inspection permit through the
City Community Development Department/Building and Development Services
Division.
5. Any material changes in the approved design (i.e. change orders) must be approved
by City Contact in writing prior to construction.
6. MDC shall require that its Project contractor install all curbing, striping, and signage
pursuant to Ada County Highway District ("ACHD") standards and requirements.
All curbing, striping, and signage shall be installed at MDC's sole expense.
MAIN STREET IMPROVEMENT PROJECT AGREEMENT BETWEEN MDC AND CITY PAGE 2
7. MDC shall require that its Project contractor install all conduit and irrigation
infrastructure pursuant to: the requirements of the Meridian Parks and Recreation
Department; any and all applicable provisions of the current version of the Idaho
Standards for Public Works Construction ("ISPWC"); the City of Meridian
Supplemental Specifications to the ISPWC, and any addenda thereto; and ACHD
standards and requirements. All conduit and irrigation infrastructure shall be installed
at MDC's sole expense.
8. MDC shall require that its Project contractor install historic street lights and
appurtenances per section 1100 of the ISPWC as amended by the 2013 City of
Meridian Supplemental Specifications to the ISPWC.
9. MDC shall require that its Project contractor install all banner poles pursuant to the
requirements of the Meridian Parks and Recreation Department. All banner poles
shall be installed at MDC's sole expense.
10. MDC shall require that its Project contractor install all landscaping pursuant to the
requirements of the Meridian Parks and Recreation Department. All landscaping
shall be installed at MDC's sole expense.
11. MDC shall require that its Project contractor install the concrete pads for the flower
pots pursuant to the requirements of the Meridian Parks and Recreation Department.
All concrete pads shall be installed at MDC's sole expense.
12. MDC shall purchase flower pots to be installed by City.
C. Close-out phase:
1. MDC will provide to City Contact copies of full releases and waivers of lien or proof
of bonding from any and all subcontractors and/or major suppliers.
2. City will adopt a resolution indicating acceptance of ownership and on-going
responsibility for the Main Street Improvements as constructed and installed. City
will provide MDC with a copy of said resolution.
V. Funding. Except as otherwise enumerated herein, design and construction. of the Project
shall be funded by MDC.
VI. Ownership; maintenance. Provided that all conditions of this Project Agreement and the
Master Agreement are met, following completion of the Close-out Phase, MDC shall transfer
ownership of the Main Street Improvements to City for all purposes, including responsibility
for maintenance.
IN WITNESS WHEREOF, the parties shall cause this Agreement to be executed by
their duly authorized officers to be effective as of the day and year first above written.
ME I;7ELOPMENT CORPORATION:
Jim Esc bar, Charmanave Winder, §ecretai
CITY OF MERIDIAN:Ate t: \ /
1 t Ci of
Tammy de rd, Mayor.F 5 -Ja�yc t Miman, City Clerk
c.QL .
°!the TRf
MAIN STREET IMPROVEMENT PROJECT AGREEMENT BETWEEN MDC AND CITY PAGE 3
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 5F
PROJECT NUMBER:
ITEM TITLE: RENEWAL OF INTERGOVERNMENTAL AGREEMENT
Renewal of the Intergovernmental Agreement with Ada County Sheriff's Office and
Boise Police Department for a Consolidated Records Management System
MEETING NOTES
i .
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
AGREEMENT NO. I ` i - 16-
RENEWAL
a-RENEWAL INTERGOVERNMENTAL AGREEMENT
AMONG LAW .ENFORCEMENT AGENCIES OF ADA COUNTY,IDAHO
For a Consolidated Records Management System (RMS)
THIS RENEWAL AGREEMENT is entered into this 28th day of
October , 2014, by and between the City of Boise, on behalf of the Boise
Police Department (BPD), Ada. County, on behalf of the Ada. County Sheriff's Office
(ASCO), and the City of Meridian, on behalf of the Meridian Police Department (MPD)
(hereinafter collectively "Parties").
WITNESSETH:
WHEREAS, the Parties entered into Ada County Agreement No. 10592 for
consolidated records management on December 17,2013 (hereinafter"Agreement"); and
WHEREAS, said Agreement ended on.September 30, 2014; and
WHEREAS, said Agreement is subject to renewal by the Parties for additional
one-year terms; and
WHEREAS, it is now the mutual intent of the Parties to renew said Agreement
for an additional one-year term;
NOW, THEREFORE, this Agreement does renew Agreement No. 10592 for the
period of October 1, 2014 through September 30, 2015, with all terms and conditions
thereto in full force and effect, with the inclusion of Exhibit A and a revised Exhibit B,
attached hereto and made a part hereof.
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO--PAGE 1
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IN WITNESS WHEREOF, the parties have executed this Agreement on the date
and year written above.
Board of Ada County Commissioners
By: e.,.-CM- l '0 Is-
avi. L. Case, Commissioner
Tibbs, Commissioner
a
By; t , Cr /c.
Rick zaguiIT ommissioner
ATTEST:
Chris opher/Rich, Ada County Clerk.
CITCITY(OF,30Iir
By: 10/28/14
David H. Bieter
Mayor
ATTFj'T 4
10/28/14 ' !�"✓ � :'`
L a Lowry r •-01xhrY
City Clerk !,CCif 7q
-„te s
I..
t,
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO—PAGE 2
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CITY OF MERIDIAN
By: ee te-k, ,CZ
Tammy De rd .
Mayor
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� J,LINTY SHERIFF'S OFFICE
Chief Deputy Ron Freeman
By:
Gary Raney
Sheriff
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Approved as to form: W\°114— ,
Jose et/it.\ 1..
Chief Legal Advisor to the Sheriff
I I
RENEWAL TNTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO-PAGE 3
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EXHIBIT A
SCOPE OF SERVICES
•
I. Definitions:
Data: For purposes of this Agreement,data shall be any piece of digital information produced by the
agency that has been converted from the legacy system(IBM AS/400),or created,collected,input,and
subsequently stored on the RMS while that agency is a party to this Agreement, including but not limited to
Incident Tracking System(ITS)information and National Incident-Based Reporting Standards(NIBRS)
information.
Failover: Backup operational mode in which designated functions of a system are assumed by
secondary system components when the primary component becomes unavailable through a major
system failure,thus ensuring a mission-critical system is always available.
Level of Authority: Level of access assigned to each user's account in order to access data within the RMS
system.
Records Management System: Consolidated and.collaborative system comprised of data and related work
processes for collecting,storing,and sharing public safety information, including police and sheriff
department records pertinent to all parties covered under this Agreement.
2. Coordination and Communication among the Agencies:
a. Application Administrator: Each agency shall designate both a primary and backup Application
Administrator to maintain the RMS application and provide those persons' names, titles, addresses,
phone numbers, and email addresses to the other groups listed in this Paragraph. It will be the role of
the Application Administrator to assign a user iD, log-ins, and passwords for each user within his
agency.
b. Business Rules/Processes Board Member: Each agency shall designate a Business
Rules/Processes Member, who will be responsible for providing input and establishing standard
business processes and standard configuration of RMS for continuity of usage across all agencies, and
provide that person's name,title, address, phone number, and email address to the other groups listed in
this Paragraph.
c. Notification Groups: Each agency shall maintain a standard list of contacts to which communication
will be made regarding scheduled system down-time, emergency system down-time, and/or status of
reported issues.
d. Executive Committee: The governing board presiding over the RMS system and processes, comprised
of a representative from each agency as designated by each agency's chief law enforcement officer or
designee and convening only as needed to provide general agency direction to the Steering Committee
and/or RMS Project Manager.
e. RMS Project Manager: The Steering Committee members shall designate a Project Manager as •
needed for the planning and coordinating of future implementations (expansions) of RMS and provide
that person's name, title, address, phone number, and email address to the other groups listed in this
Paragraph.
f. Steering Committee Member: Each agency shall designate a Steering Committee Member, who will
be responsible for directly addressing issues identified by the Project Manager and guiding the Project
Manager with regard to future RMS implementations and on-going support, and provide that person's
name, title, address, phone number, and email address to the other groups listed in this Paragraph. It
will be function of the Steering Committee Member to identify the RMS users in his agency and
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO—EXHIBIT A
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it
II
document each user's level of authority and security profile and to coordinate with the Application
Administrator,who will assign user iD's,log-ins,and passwords.
g. Technology Advisory Board Member: Each agency shall designate one of its IT employees as a
Technology Advisory Member, who will be responsible for providing technology advice to the Steering
Committee, Business Rules/Processes Board, and Project Manager, and provide that person's name,
title,address,phone number,and email address to the other groups listed in this Paragraph.
If,after the designated individuals have been named from each agency,any agency wishes to subsequently
change its aforementioned candidate(s),the agency must notify all of the other groups listed above in
writing,by means of the notification groups.This is critical to ensure all appropriate parties are kept
informed of activities impacting the use of RMS.
3. Procedures for New Implementations:
If a new implementation is needed,the Steering Committee will designate a Project Manager,who,along
with the Steering Committee will work with the assigned project manager from New World Systems,the
licensor of the Aegis MSP software suite,to develop an implementation schedule and timeline. The Project
Manager will keep the agencies informed of project progress,the anticipated cost of the initiative,and of
any decisions to modify the schedule.The parties should cooperate as required for the efficient and prompt
completion of tasks. •
4. City of Boise Police Department Responsibilities:
a. Serve as the agency hosting Aegis MSP RMS on behalf of Ada County for all agencies formerly served
by Ada County as listed herein.
b. Provide annual estimates,percentage adjustments,and invoices to each agency for annual maintenance
and support for services provided by City of Boise Information Technology resources as described in
Exhibit B"Costs and Payments."
c. Acquire and work with third party vendors as may be required to provide the services described in
Exhibit A,Paragraph 7, not provided by New World Systems.
d. Provide, maintain, and publish the process for other agencies to report technical support issues to the
City of Boise Help-Desk as described in Exhibit A, Paragraph 7.
e. Provide and coordinate ongoing maintenance and technical support services to other agencies within the
scope described in Exhibit A, Paragraph 7.
f. Provide storage of all agencies' RMS data as required for record retention pursuant to applicable Idaho
statutes. Storage requirements will be assessed annually prior to Agreement renewal and associated
increased will be included in Exhibit B"Costs and Payments."
g. Keep other agencies informed of issues reported to City of Boise and of technical issues reported by
City of Boise to New World Systems by utilizing the common Notification Group identified in Exhibit
A, Paragraph 2.
5. Individual Participating Agency Responsibilities:
a. Provide project management services as the need arises based upon the selection of the project manager
as agreed upon by all agencies.
b. Assign the following resources: primary and backup Application Administrator, Business
Rules/Process Board member, Steering Committee member,and a Technology Advisory Board member
to function as described in Exhibit A, Paragraph 2.
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO—EXHIBIT A
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c. The Steering Committee member shall identify those members of his/her agency who will be users of
the RMS.The level of authority and security profile for each user from each agency will be documented
by the Steering Committee member within each agency.The Steering Committee Member shall
coordinate with the applicable Application Administrator who will assign a user ID/log-ins and
passwords for each user within their respective agency.
d. immediately report to the Application Administrator when a RMS user ceases to use RMS,or leaves the
employment for any reason, in order to inactivate the user account in RMS. The Application
Administrator will inform the agency Steering Committee member of the account that has been
inactivated.
e. Immediately report to the agency's IT Department,through the support request process shown in
Exhibit A,Paragraph 7,when an RMS user ceases to use RMS,or leaves employment for any reason,in
order for the RMS client software to be removed from the user's machine if applicable.
f. Immediately report to the City of Boise Help-Desk,through the support request process shown in
Exhibit A,Paragraph 7,when an RMS user ceases to use RMS,or leaves the employment of the agency
for any reason, in order for City of Boise IT to remove any associated account from the applicable
remote access servers.
g. Ensure that all users only use the RMS for valid law enforcement and public safety purposes,according
to law and defined procedures.
h. Promptly report any suspected security breaches to the Application Administrator.
i. Handle requests for release of records in accordance with Exhibit A,Paragraph 6,and as required by
law.
j. Ensure that all data entered onto the RMS shall adhere to"Data Entry Standard Procedures"to be
established by the Business Rules/Process Board;the agency Application Administrator shall be
responsible to ensure all users of that agency adhere to the standards.
k. Acquire,maintain and administer necessary hardware equipment and desktop software applications
necessary for accessing the RMS from the agency's local site.
I. Provide the agency's own local network connection capable of communicating effectively with the
RMS on the City of Boise network.
m. Ensure agency's own underlying technology,including GIS data, is kept current so as not to hinder or
impede usage of the RMS by other agencies.
n. Handle technical problems at the local level including local connectivity issues,report unresolved
problems according to Exhibit A,Paragraph 7,and follow all instructions given by the technical support
service providers of New World Systems and/or City of Boise IT,as applicable.
o. Request technical assistance from the City of Boise IT Department by following the support request
process as described in Exhibit A,Paragraph 7.
p. Maintain the agency's applicable software license,maintenance,and support contracts as may be
required to continue to meet the purposes of this Agreement through FY15 and for each renewal year
thereafter.
6. Security and Release of RMS Data:
a. All data converted from the legacy system(IBM AS/400), or created,collected,input,and subsequently
stored on the RMS shall be the sole property of the agency that produced the data,with each agency
granting to each other consent to use and review the data only for lawful law enforcement purposes and
in accordance with other procedures described herein. Each agency shall be responsible for responding
to Idaho public records requests(PRRs),and any other requests made to said agency to view,access,or
release agency's own data. Access to data on the RMS is limited to the parties to the Agreement. If a
request is made of one agency for release of data of another agency,the requestor shall be directed to
the party that produced that data.
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AGENCIES OF ADA COUNTY, IDAHO—EXHIBIT A
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•
b. Agencies shall retain the ability to secure data,documents,photos and audio as deemed necessary for
investigative integrity.
7. Maintenance and Technical Support Services:
Maintenance. The City of Boise shall:
a. Provide and maintain the PRODUCTION Aegis MSP software system and in the optimal
configuration as designated by New World Systems.
b. Provide and maintain the TEST/TRAINING Aegis MSP software system and in the optimal
configuration as designated by New World Systems.
c. hnstall Aegis MSP software upgrades as made available by New World Systems or otherwise permit
New World Systems to install upgrades consistent with the standard software maintenance
agreement with Ada County.
d. Ensure City of Boise's contributions to GiS data are kept current,and that all agencies' GIS data are
aggregated and made available in the RMS so as not to hinder or impede usage of the RMS by the
other agencies.
e. Using the Notification Group,coordinate scheduled system down-time in advance.
f. Using the Notification Group,notify agency contacts in the event of an emergency or otherwise
unplanned,system downtime event.
g. Perform backups of both Production and Test/Training data on a nightly,and incremental,backup
schedule.
h. Provide Storage Area Network(SAN)for secure storage of data records and associated record
attachments of all file format types with the exception of video files.Note:Attachments are only
possible via the desktop client remote access(not possible through Citrix).
i. Provide a failover system that will allow an alternate location to access data in the event the primary
location is unavailable for a period of greater than eight(8)hours. NOTE: The failover process
may require an 8-hour time period to execute,and only data will be available(attachments are NOT
included in the failover location).
j. Provide the backup and failover technology in a separate, secure geographic location other than the
location of primary production and test/training environments.
k. Provide a copy of the data, if requested,by any agency terminating its participation in the
Agreement.
I. Provide a high speed wide-area network connection physically located between all agencies from
the production,test/training,and failover environments to the point of local network connection at
the other agency locations.
m. Maintain and provide technical support for the designated method of remote access currently
provided by Citrix software. Note: Uploads/attachments are NOT possible directly from local
drives or external storage devices(PC,flash drives,any other external device); uploads/attachments
are only possible through the local client installation.
n. Provide to agencies instructions for Citrix remote access installation.
o. Provide to agencies instructions for the Aegis MSP desktop client installation.
p. Maintain all software licenses, maintenance, and support contracts associated with required third
party vendors, such as Citrix.
Technical Support Services. The City of Boise shall provide the following types of technical support after
proper internal triage process has occurred as described in Figure 1:
a. Help-Desk services
b. Desk-top support services
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO—EXHIBIT A
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c.
Network administration
d. Server administration
e. Application administration
f. Database administration
g. Development services
h. GIS services I
i. After-hours emergency support
j. Contact with the New World Systems vendor
Figure 1—Multi-Agency Issue Reporting Process:
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The Multi-Agency Issue Reporting Process is described as follows:
Level I Support—Application Administrator:
An RMS user experiencing an issue shall report the issue first to the agency's Application Administrator,who
shall first rule out any process/procedural issues. If the Application Administrator is unable to resolve the issue,
it is escalated to Level 2-the agency's internal iT staff. See note under Level 4 that describes if the Application
Administrator•determines at this point the issue is a New World Systems' support issue,the Application
Administrator may contact the vendor directly to report the issue.
Level 2 Support—Agency's internal IT staff:
The Application Administrator shall report the issue to the agency's internal IT staff,who shall first attempt to
resolve all local hardware,software issues,and/or local area network issues. If the agency's internal IT staff is
unable to resolve the issue, it is escalated to Level 3. See note under Level 4 that describes if the agency's
internal IT staff determines at this point the issue is a New World Systems' support issue, the agency's internal
IT staff may contact the vendor directly to report the issue.
Level 3 Support—City of Boise Help-Desk:
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO—EXHIBIT A
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The Application Administrator or agency IT staff shall report the issue to the City of Boise Help-Desk by
phoning 384-3767 during normal business hours,after-hours,and on weekends;the Help-Desk will triage the
issue and assign it to the appropriate Boise IT personnel, who will then work with the reporting agency
until
resolved. If the City of Boise iT staff is unable to resolve the issue,staff will escalate the issue to Level 4,New
World Systems technical support. See note under Level 4 that describes if the City of Boise IT staff determines
atYSystems' support issue,the Cityof Boise IT staff may contact the vendor
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this point the rssPP
directly to report the issue.
Level 4 Support—New World Systems technical support:
Any of the three previous levels of support shall escalate the issue directly to New World Systems if it is
determined at that level that the issue requires vendor assistance to resolve. If this option is pursued by any
previous level of support,the reporting entity must utilize the Notification Group to advise all other agencies
that an issue has been reported to the vendor and subsequently to advise all other agencies when the issue has
been resolved.
After Hours Support. The Aegis MSP system has been classified as an URGENT system, which is any system
that, when inoperable, causes disruption to services being rendered to the public. Systems in this class must be
repaired within a reasonable amount of time.
The City of Boise IT Department's normal operating hours are from 7AM to 5PM Monday through Friday.
After Flours support will be from 5PM to 7AM the following day. Weekends and holidays are considered after
hours support 24/7. After hours contact should be made by phoning 384-3767. A Help-Desk representative will
be available to answer the call 24/7. If for some reason, the call is missed, a return phone call will be made
within 15 minutes from receiving the first voice mail. If the issue cannot be resolved within a half an hour by
this first point of contact, the issue will be escalated to tier 3 support (IT specialist). The IT specialist shall
begin troubleshooting no later than 3 hours from being dispatched by the Help-Desk and subsequently remain
engaged until the issue is resolved. Note: Boise City holidays include: Veterans Day, Thanksgiving Day,
Christmas Day, New Year's Day, Martin Luther King/Human Rights Day, Presidents Day, Independence Day,
and Labor Day,and one other floating holiday.
Exception: Portions of fiber within the wide area network between agencies are dependent upon the Ada
County Highway District (ACRD); disruptions in network connectivity created by an outside entity such as
ACHD are beyond the control of the City of Boise; however, City of Boise iT will work with, and/or remain in
contact with, such entity until the issue is resolved. City of Boise IT will publish to the Notification Group
periodic progress reports until the issue is resolved.
NOTE: A window of down-time will, from time to time, be required in order to perform routine, planned
maintenance on the RMS (i.e. apply service packs, upgrades). Notification regarding scheduled down-time will
be published in advance to the Notification Group. If technical support calls are received during scheduled
f when the service is back upand running.
the calls will be logged and users notified he
down-time g
t�
Payment for Maintenance and Technical Support Services. The maintenance and technical support services
described above shall be funded by the agencies,according to Exhibit B"Costs and Payments."
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO—EXHIBIT A
illegal divisionslpublic safety div\ptTa\fy2015 intergovernmental agreement for consilidated records management for I.e. in ada county-rms-new world
systems\fy 15 renewal intergovernmental agreement for rms.docx
EXHIBIT B
COSTS AND PAYMENTS
1. Annual Maintenance,Support Costs,and Billing Procedures
A. ANNUAL MAINTENANCE AND SUPPORT COSTS: Table 1 lists the known annual
reoccurring expenses of the RMS for support and "standard software maintenance
agreements"(SSMA) related to this Agreement,to be applicable in fiscal year 2015,which is
October 1, 2014 through September 30,2015.
Table 1
FY15 Annual Maintenance and Support Costs (Per Fiscal Year)
FY15
New World Systems SSMA: This agreement does not include SSMA for $ 146,350.00
the CopLink Interface.
City of Boise IT Hardware, Software Maintenance, and $46,572.00
Professional Services(as described in Exhibit A, Par. 7)
ANNUAL COST TOTAL: $ 192,922.00
B. BASIS FOR PAYMENT OF ANNUAL MAINTENANCE AND SUPPORT, ANNUAL
READJUSTMENTS BASED ON DR COUNT: Table 2 reflects the FY2015 annual
maintenance costs, broken down by each agency, a list of the services comprising the
total cost for each agency, and a dollar estimate for each. Table 2 includes the DR count
and percentage total (totaling 100%) for each agency. In anticipation that this agreement
may be renewed for FY15 and annually thereafter, the City of Boise Police Department
shall provide a DR count for 2014 in June 2015.
Table 2
Breakdown by Agency of Fiscal Year 2015 Annual Maintenance and Support Costs
(2013 RMS DR Count)
City of Boise Police 29,192 (59%) NW Aegis MSP $ 87,810.00
IT Support $ 34,929.00
Sub-Total Annual Cost: $ 122,739.00
Ada County Sheriff 13,032 (26%) NW Aegis MSP $ 36,587.50
IT Support $ 11,643.00
Sub-Total Annual Cost: $48,230.50
Meridian Police 7,517 (15%) NW Aegis MSP $ 21,952.50
IT Support* $ 0
Sub-Total Annual Cost: $21,952.50
Total New World Support: $ 146,350.00
Total Boise Technical Support: $46,572.00
Grant Total Annual Costs: $ 192,922.00
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO—EXHIBIT B
is\legal divisions\public safety div\pfta\fy2015 intergovernmental agreement for consilidated records management for I.e.in ada county-rms-new
world systems\fy15 renewal intergovernmental agreement for rms.docx
•
*Boise City and City of Meridian have entered into a collateral agreement in this regard.
C. BILLING PROCEDURES: In anticipation that this agreement may be renewed for FYI6
and annually thereafter, each September, the City of Boise Police Department will notify
each agency of the estimated annual maintenance and technical support costs for FY15,
based upon the total DR count per agency. November of FY14 and each October
thereafter, while this Agreement is in effect, the City of Boise will send an invoice for the
City of Boise Technical Support Services to each agency, and each agency shall pay the
amount billed to the City of Boise within thirty (30) days of the date of the invoice, at the
address given on the invoice. November of FY14 and each October, while this
Agreement is in effect the ACSO will send an invoice for the New World Systems SSMA
fees to each agency; and each agency shall pay the amount billed to the ACSO within
thirty (30) days of the date of the invoice, at the address given on the invoice. The annual
maintenance and support fees are nonrefundable.
•
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO—EXHIBIT B
i:\Iegal divisions\public safety div\pffa\ty2015 intergovernmental agreement for consilidated records management for I.e.in ada county-rms-new
world systems\fy 15 renewal intergovernmental agreement for rms.docx
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 5G
PROJECT NUMBER:
ITEM TITLE: FINDINGS OF FACT
Findings of Fact, Conclusions of Law and Decision and Order in the Request to Grant a
Variance by Capital Christian Church Regarding a Proposed Change in Address.
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
BEFORE THE MERIDIAN CITY COUNCIL
IN THE MATTER OF THE REQUEST )
TO GRANT A VARIANCE REGARDING )
A PROPOSED ADDRESS CHANGE )
FOR )
CAPITAL CHRISTIAN CHURCH 1
APPLICANT. )
C/C 11-05-14
FINDINGS OF FACT
CONCLUSIONS OF LAW,
DECISION AND ORDER
RE: VARIANCE OF MERIDIAN
CITY CODE §8-2-6
The above entitled Request to Grant a Variance by Capital Christian Church Regarding a
Proposed Change in Address having come on for public hearing on November 5, 2014, at the hour
of 6:00 o'clock p.m. at Meridian City Hall, 33 East Broadway Avenue, Meridian, Idaho. Terri
Ricks, Meridian Addressing Specialist, and representatives of the Meridian Police and Fire
Departments appeared and testified regarding the necessity of an address change for the Capital
Christian Church, presently addressed as 2760 E. Fairview Avenue, Meridian, Idaho. Ken Wilde,
Senior Pastor, appeared on behalf of Capital Christian Church, and the City Council having duly
considered the evidence and the record in this matter therefore make the following Findings of Fact
and Conclusions of Law, and Decision and Order:
FINDINGS OF FACT
1. The property is generally located on the north side of Fairview Avenue and east of
North Hickory Way, Meridian, Idaho.
2. Capital Christian Church has been in its current location, with its property extending
to Fairview Avenue, for over 20 years.
3. The size of the church building exceeds 50,000 square feet.
4. Capital Christian Church was originally assigned its 2760 East Fairview Avenue
address on the basis of its property extending to Fairview Avenue.
5. The church allows multiple tenants to operate from its building and utilize its street
address for their own purposes.
FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER REGARDING A REQUEST TO GRANT
A VARIANCE OF A PROPOSED ADDRESS CHANGE PAGE 1 OF 4
6. Signage for the church is located on Fairview Avenue at the corner of Fairview
Avenue and North Hickory Way.
7. The church initiated subdivision of church property along Fairview Avenue into
three (3) commercial building lots necessitating the assignment of addresses to the
three (3) building lots and review of the church's street address by the City.
8. The creation of the three (3) new commercial lots to the south of the church has
eliminated all Fairview Avenue street frontage of the church.
9. The street from which the church has had its sole point of vehicular ingress/egress is
North Hickory Way.
10. The street from which the three (3) building lots along Fairview Ave will have their
sole point of ingress/egress is North Hickory Way
11. Meridian City Code § 8-2-6, as well as current Ada County standard addressing
guidelines, require a structure be assigned an address from a street from which it
fronts or receives access from.
12. The City's street addressing specialist procured approval of the proposed assignment
of North Hickory Way street addresses to the three (3) building lots and a proposed
change to the church address from 2760 East Fairview Avenue to a North Hickory
Way address from the Ada County Street Naming Committee and the Meridian
Police and Fire Departments, as well as the owner of two of the building lots.
13. The church objected to the proposed change of street address on the grounds that it
would cause an extraordinary hardship and now requests a variance to deviate from
the proposed address change from 2760 East Fairview Avenue to a North Hickory
Way address.
14. City representatives from the Police and Fire Departments testified that despite
favoring the proposed addresses as set forth in the staff reports submitted, local
emergency response vehicles would know of the church location because of its
historical presence and the physically dominant presence in the area.
CONCLUSIONS OF LAW
1. The applicable standard of review regarding this Request to Grant a Variance is set
forth in Meridian City Code § 8-2-7. A:
FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER REGARDING A REQUEST TO GRANT
A VARIANCE OF A PROPOSED ADDRESS CHANGE PAGE 2 OF 4
Grant of Variance by Council: The standards and requirements of these regulations
may be modified or varied by the Council where the enforcement of the rules
hereunder will result in extraordinary hardship; provided, that substantial justice is
done and the public interest is secured hereunder. In granting any such variance or
modification, the Council may require conditions thereof as will, in its judgment,
secure substantial compliance with the general principles hereof.
2. In applying this standard to this matter due consideration has been given to the
comment(s) received from the governmental subdivisions providing services in the
City of Meridian planning jurisdiction, as well as all of the evidence and testimony
submitted.
3. In applying this standard to the circumstances present in this matter, the church has
met its burden to establish that an extraordinary hardship would be caused by the
proposed change of address as a matter of law.
4. In applying this standard to the circumstances present in this matter, a grant of the
requested variance would ensure substantial justice is done and the public interest is
secured as a matter of law.
DECISION AND ORDER
NOW, THEREFORE, BASED UPON THE ABOVE AND FOREGOING FINDINGS
OF FACT AND CONCLUSIONS OF LAW, the City Council does hereby order and this does
order:
That the application for variance is approved for the following reasons:
1) Granting this variance would not grant a right or special privilege to the applicant
that is not otherwise allowed in that district. A variance is meant to be considered on
a case by case basis and the subject request is for a variance to allow the church to
continue with the 2750 Fairview Avenue address.
2) There is an extraordinary hardship in this matter since the property has been in
existence at this address for over 20 years. A minimum of 20 years in the same
location must be established as one of the bases for this variance.
3) Granting this variance would not be detrimental to the health, safety and welfare of
the public given the fact that the facility is visible from Fairview Avenue. The
building size exceeds 50,000 square feet. The size of the building was one of the
FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER REGARDING A REQUEST TO GRANT
A VARIANCE OF A PROPOSED ADDRESS CHANGE PAGE 3 OF 4
2014.
bases for the variance. 50,000 square feet shall be considered a minimum size for a
variance of this type.
4) Granting this variance would relieve the extraordinary hardship to the multiple users
of the 2750 East Fairview Avenue address. Multiple tenants would be forced to
change their address along with the primary user. The impact upon multiple users
was used as bases for this variance.
5) Granting this variance would not be detrimental to the health, safety and welfare of
the public because the facility has a signage on Fairview Avenue directing the public
and safety services to the facility. A sign must remain indefinitely as a condition of
approval.
By action of the City Council at its regular meeting held on the lb day of December,
ROLL CALL:
COUNCILMAN KEITH BIRD
VOTED
COUNCILMAN JOE BORTON
VOTED
COUNCILMAN LUKE CAVENER
VOTED
1A
COUNCILWOMAN GENESIS MILAM
VOTED
0
COUNCILMAN CHARLIE ROUNTREE
VOTED
COUNCILMAN DAVID ZAREMBA
VOTED
MAYOR TAMMY de WEERD (TIE BREAKER) VOTED
DATED: 12.- 1(0 - (
MOTION: APPROVED: t./ DISAPPROVED:
0
ATT ST: /% „f/ Un ,� c;fyof
IAN
YOWT'AMMY de WEERD
E HOLMAN, CITY CLE
,,f9hriRE 6U�I�
Copy served upon Applicant, the Communit�De elopment Department, Public Works Department,
and City Attorney.
By: Dated: /a- 7
ity rk's O I
FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER REGARDING A REQUEST TO GRANT
A VARIANCE OF A PROPOSED ADDRESS CHANGE PAGE 4 OF 4
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 5H
PROJECT NUMBER: FP 14-043
ITEM TITLE: SHALLOW CREEK
FP 14-043 Shallow Creek by A Team Consultants Located Southeast Corner of S.
Stoddard Grove Road and E. Franklin Road Request: Final Plat Approval for Sixteen
(16) Multi -Family Buildable Lots and Three (3) Common Lots on Approximately 5.84
Acres in the R-15 Zoning District
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER:
PROJECT NUMBER:
ITEM TITLE: RESOLUTION
Resolution No. I � - 1Q3-1 : A Resolution Approving the City of Meridian's
Enrollment into the Federal Emergency Management Agency (FEMA)'s Community
Rating System (CRS).
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
CITY OF MERIDIAN
BY THE CITY COUNCIL:
RESOLUTION NO. 1 L� - I C) 3
BIRD, BORTON, CAVENER,
MILAM, ROUNTREE, ZAREMBA
A RESOLUTION APPROVING THE CITY OF MERIDIAN'S ENROLLMENT INTO
THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)'S COMMUNITY
RATING SYSTEM (CRS)
WHEREAS on December 9, 2014 the City Council of the City of Meridian heard a Public
Works Department report presentation of the Federal Emergency Management Agency (FEMA)
Community Rating System (CRS) program and supports the City's enrollment into the CRS
program; and
WHEREAS after such report the City Council approved preparation and submittal of an
application for entry into the CRS program with the goal of obtaining a Class 7 rating.
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE
CITY OF MERIDIAN, IDAHO:
Section 1. That the Public Works Department is hereby directed to proceed with the
FEMA CRS application process and to prepare the necessary materials to target a Class 7 rating.
Section 2. That the Director of Public Works is hereby authorized to implement and
carry out the administration and maintenance of the City of Meridian's CRS program.
Section 3. This Resolution shall be in full force and effect immediately upon its adoption
and approval.
ADOPTED by the City Council of the City of Meridian, Idaho this I� day of December, 2014.
4w.—
APPROVED by the Mayor of the City of Meridian, Idaho, this N day of December, 2014.
Mayor T de Weerd
ATTEST:
ari, of
IAN1
By; IDAHO
Jaycee HUman, City Cler SEA -L
RESOLUTION APPROVING CITY ENROLLMENT INTO THE FEMA's COMMUNITY RATING SYSTEM
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER:
PROJECT NUMBER:
ITEM TITLE: RESOLUTION
Resolution No. H m : A Resolution Establishing Appointments for Board
Members and Alternates to the Valley Regional Transportation Authority
MEETING NOTES
M
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
CITY OF MERIDIAN
RESOLUTION NO. 1 q - 10 3 U
BY THE CITY COUNCIL: BIRD, BORTON, CAVENER,
MILAM, ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF
MERIDIAN, ESTABLISHING APPOINTMENTS FOR BOARD MEMBERS AND ALTERNATES
TO THE VALLEY REGIONAL TRANSPORTATION AUTHORITY; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City of Meridian by the passage of Resolution No. 04-446 on October 19, 2004
designated representatives to serve as primary and alternates for the Valley Regional Transportation
Authority; and
WHEREAS, due to changes of members of the City Council and staff warranted the need to
change the designated primary and alternate representatives; and
WHEREAS, Idaho Code 40-2106(3) states board members shall be appointed by resolution of the
appointment agency;
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN CITY, IDAHO:
Section 1. That pursuant to Idaho Code 40-2106, that the following persons be appointed to the
Valley Regional Transportation Authority Board:
Councilmember Charles M. Rountree as a primary representative
Councilmember David Zaremba as a primary representative
Planning Manager C. Caleb Hood as an alternative representative
Community Development Director Bruce Chatterton as an alternative representative
Section 2. That this Resolution shall be in full force and effect immediately upon its adoption
and approval.
ADOPTED by the City Council of the City of Meridian, Idaho, this -1(,P day of
, 2014.
APPROVED by the Mayor of the City of Meridian, Idaho, this J� day of
2014.
APPROVED:
ATTEST:
By:
ayce . Holman, ' y Clerk
RESOLUTION FOR VALLEY REGIONAL TRJ
f Gt�7. of
eoaF".j , t�o
{i
L71 ti
�•-;�,. �y' f `lF \`.-:rte
de Weerd
(SEAL)
AUTHORITY ALTERNATIVE REPRESENTATIVES - I of 1
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER:
PROJECT NUMBER:
ITEM TITLE:
Police Department: Department Recognition and Awards
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 7
PROJECT NUMBER:
ITEM TITLE:
Items Moved From Consent Agenda
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: $A
PROJECT NUMBER:
ITEM TITLE: CLOSE PUBLIC COMMENT FOR 2013 CDBG
Close the Public Comment Period for the 2013 Consolidated Annual Performance
and Evaluation Report for Meridian's Community Development Block Grant Program
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
E
IDIAN
December 11, 2014
MEMORANDUM
TO: Mayor de Weerd and City Council
FROM: Sean Kelly, CDBG Administrator
CC: City Clerk
Bruce Chatterton
Caleb Hood
RE: CDBG Program Year 2013 Consolidated Annual Performance & Evaluation Report (CAPER)
December 16, 2014 Public Hearing
1. Introduction
The Program Year 2013 (PY2013) Community Development Block Grant (CDBG) CAPER is being submitted to City
Council for review and approval at the public hearing on December 16, 2014. The City is required to submit a
CAPER to the U.S. Department of Housing and Urban Development (HUD) identifying how the City distributed
CDBG funds and progressed in Action Plan projects for the previous program year which ended on September 30,
2014.
2. Summary of PY2013 Accomplishments
• Provided down payment assistance to 2 eligible low/moderate income household for the purchase of
homes in Meridian (funds from PY2011 and PY2012).
• Completed construction on the 8th Street Park ADA Restroom Facility (funds from PY2012).
• Completed construction of 2 fagade improvements for local businesses (funds from PY2011).
• Began construction and installation of the 8th Street Park Picnic Shelter project
• Began construction and installation of the Centennial Park ADA Restroom Facility project
• Initiated Idaho Avenue Sidewalk project.
• Provided scholarships to 43 children at the Meridian Boys & Girls Club for fee-based programs.
Community Development Department . 33 E. Broadway Avenue Meridian, ID 83642
Phone 208-88A- zq-A . Fax 208-888-68x4 . www.meridiancitv.ora
Page 2
• Provided assistance to the Meridian Food Bank for the purchase of food during PY2013. In combination
with other monetary donations and support, the Meridian Food Bank assisted nearly 60,000 individuals
and families during the past year.
3. PY2013 Projects & Activities
Below is a table outlining the specific activities within the PY2013 Action Plan. Greater detail is provided within
the CAPER regarding each activity.
Table 1: Program Year 2013 Activities and by Goal and Objectives as of 30 September, 2014
Goal/Activi!y
Budgeted
Expended in PY2013
Remaining
Suitable Living Environment
$321,171.43
$162,931.36
$158,240.07
8th Street Park Picnic Shelter
$36,500.00
$19,790.98
$16,709.02
Centennial Park Restroom Facility
$98,677.38
$96,280.38
$2,397.00
Idaho Avenue Sidewalk Construction
$141,994.05
$8,264.00
$133,730.05
Meridian Food Bank
$30,000.00
$30,000.00
$0.00
Scholarship Program, B&G Club
$14,000.00
$8,596.00
-
$5,404.00
Decent Housing
Economic Opportunities
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$21,000.00
$0.00
Fa ade Improvement MDC)
IPY2011
General
$43,000.00
$25,266.80
$17,733.20
Administration
$43,000.00
$25,266.80
$17,733.20
Note: None of the City's activities this year generated program income.
Note: All funds received were from the CDBG program.
4. Summary of Prior Year Projects Completed in PY2013
Below is a table outlining the specific activities proposed within prior year Action Plans, that were completed
within PY2013. Greater detail is provided within the CAPER regarding each activity.
Table 2: Expenditures during Program Year 2013 from previous program years
Goal/Activit
Prior Year
Remaining
Expended in PY2013
Remaining
Suitable Living Environment
8th Street Park ADA Restroom PY2012
$57,638.60
$57,638.60
$0.00
Decent Housing
Ada County Housing Authority
PY2012)
$14,900.00
$14,900.00
$0.00
Ada County Housing Authority
PY2011
$6,100.00
$6,100.00
$0.00
.-Neighborhood Housing Authorit
Economic Opportunities
PY2012
$21,000.00
$21,000.00
$0.00
Fa ade Improvement MDC)
IPY2011
$9,378.61
$9,378.61
$0.00
Total Expenditures for PY2013 non -2013 funds
$109,017.21
Community Development Department . 33 E. Broadway Avenue Meridian, ID 83642
Phone 208-884-5533 ■ Fax 208-888-6854 . www.meridiancity.org
Meridian City Council Meeting
DATE: December 16, 2014
ITEM TITLE: RESOLUTION
ITEM NUMBER:
PROJECT NUMBER:
Resolution No. l " 103 : Approval of the 2013 Consolidated Annual
Performance and Evaluation Report for Meridian's Community Development Block
Grant Program
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
CITY OF MERIDIAN RESOLUTION NO. I `4 - (O 31
BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM,
ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF
MERIDIAN APPROVING SUBMISSION OF THE CONSOLIDATED ANNUAL
PERFORMANCE AND EVALUATION REPORT FOR COMMUNITY DEVELOPMENT
BLOCK GRANT PROGRAM YEAR 2013 ON BEHALF OF THE CITY OF MERIDIAN; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Meridian is an Entitlement City and receives federal funding annually
under the Community Development Block Grant (CDBG) program;
WHEREAS, pursuant to 24 CFR § 91.520, the City is required to complete and submit a
Consolidated Annual Performance and Evaluation Report (CAPER) for each program year (PY) as a
condition of CDBG funding; and
WHEREAS, pursuant to the Citizen Participation Plan, a public comment period on the
CAPER was held from December 1, 2014 to December 16, 2014, and public hearing on the PY13
CAPER was held on December 16, 2014;
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN CITY, IDAHO:
Section 1. That the PY13 CAPER, a copy of which is attached hereto as EXHIBIT A and
incorporated herein by reference is hereby approved as to both form and content.
Section 2. That the Mayor, the City Clerk, and the CDBG Grant Administrator are hereby
authorized to respectively execute, attest, and submit to HUD said PY 13 CAPER for and on behalf of
the City of Meridian.
Section 3. That this Resolution shall be in full force and effect immediately upon its adoption
and approval.
2014.
ATTI
Lo
ADOPTED by the City Council of the City of Meridian, Idaho, this 10 day of December,
APPROVED by the Mayor of the City of Meridian, Idaho, this io day of December, 2014.
A DDD 1117T. ".
RESOLUTION APPROVING CDBG PY13 CAPER Page 1 of I
eft
Sean Kelly
From: Shavone Hasse <shavonehasse@gmail.com> RECEIVED
Sent: Tuesday, December 16, 2014 4:59 PM
To: Sean Kelly DEC 16 MIN
Subject: Meridian CAPER draft
� CITY 0 F GME ID�
CITY CLERKS OFFICE
Hi Sean,
It was good to meet you at yesterday's AI meeting. I look forward to working with you to make housing for all a
reality in Meridian and Ada County.
Following are my comments on the City of Meridian's draft CAPER.
Due to its population, the City of Meridian is entitled to receive Community Development Block Grant funds
appropriated Under the Housing and Community Development Act of 1974 (Act). The primary objective of this
Act is "development of viable urban communities, by providing decent housing and a suitable living
environment and expanding economic opportunities, principally for persons of low and moderate
income"( gp://www.gpo. og v/fdsys/pkg/USCODE-2010-title42/html/USCODE-2010-title42-chap69-
sec5301.htm).
As the entire amount of an entitlement community's Community Development Block Grant can be used for
housing, it is clear that, in enacting this law, Congress recognized that safe, affordable housing for all is the
bedrock of a community's economic health.
Given the housing affordability crisis happening in the Treasure Valley, and Ada County specifically, I hope
that going forward the City of Meridian will be an active participant in the Boise City Ada County Continuum
of Care, and affirm its commitment to ending the blight of homelessness and meeting ensuring an adequate
supply of safe, affordable housing for all in the City of Meridian and Ada County by leveraging its CDBG
resources in support of Housing First solutions.
Housing First is the fiscally responsible, win-win solution to homelessness, saving lives and taxpayers' money.
Focusing available resources on ending homelessness by adopting a system -wide Housing First approach puts
ending homelessness within reach.
Best,
Shavone Hasse
Five principles of Housing First: https://www.youtube.com/watch?v=pwdg2VWavtc
CITY OF MERIDIAN
CITY COUNCIL
PUBLIC HEARING SIGN-UP SHEET
DATE December 16, 2014 ITEM # HA
Project Number:
Project Name: 2013 CAPER
PLEASE PRINT NAME
1, `o 2011a
CITY OF
FOR I AGAINST I NEUTRALI
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: $C
PROJECT NUMBER: CPAM 14-002
ITEM TITLE: AMENDMENT TO FUTURE LAND USE MAP
Public Hearing for CPAM 14-002 by Clarence McLain for Amendment to the Future
Land Use Map contained in the Comprehensive Plan to change the land use
designation on approximately 2.92 acres from Low Density Residential (LDR) to
Commercial AND AZ 14-013 for Annexation of approximately 1.44 acres from R1
zoning district in Ada County to the C -G (General Retail and Service) zoning district for
Tribal Fire generally located north side of E. Overland Road and east of S. Topaz
Avenue.
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: $D
PROJECT NUMBER: PP 14-016
ITEM TITLE: WAL-MART REAL ESTATE BUSINESS TRUST
Public Hearing for PP 14-016 by Wal -mart Real Estate Business Trust for Preliminary Plat
approval for five (5) commercial lots on approximately 26.16 acres in the C -G zoning
district for Coleman generally located northwest corner of N. Ten Mile Road and W.
McMillan Road.
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: December 16, 2014
ITEM TITLE: FIRE DEPARTMENT
ITEM NUMBER:
PROJECT NUMBER:
Fire Department: ACCEM Joint Powers Agreement Discussion
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: December 16, 2014
ITEM TITLE: RESOLUTION
ITEM NUMBER:
PROJECT NUMBER:
XV
Resolution No. 14-1029: Resolution Approving Joint Powers Agreement for Emergency
Management Services in Ada County
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
CITY OF MERIDIAN RESOLUTION NO. I `1' Io� I
BY THE CITY COUNCIL: BIRD, BORTON, CAVENER,
MILAM, ROUNTREE, ZAREMBA
A RESOLUTION APPROVING A JOINT POWERS AGREEMENT BY AND BETWEEN
THE CITY OF MERIDIAN, ADA COUNTY, THE ADA COUNTY HIGHWAY
DISTRICT, CITY OF BOISE CITY, CITY OF GARDEN CITY, CITY OF KUNA, CITY
OF EAGLE AND CITY OF STAR FOR THE COOPERATIVE PROVISION OF
EMERGENCY MANAGEMENT SERVICES IN ADA COUNTY; AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AND ATTEST SAID AGREEMENT ON
BEHALF OF THE CITY OF MERIDIAN; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, Idaho cities are authorized to create and maintain an intergovernmental
agency responsible for disaster preparedness and coordination of response pursuant to I.C. § 46-
1009; and
WHEREAS, the City of Meridian desires to build and sustain regional core emergency
management capabilities by implementing strategies to address identified planning, organization,
equipment, training, and exercise needs to prevent, protect against, respond to, and recover from
natural, technical and other catastrophic events within the corporate limits of the City of
Meridian; and
WHEREAS, Ada County, the Ada County Highway District, City of Boise City, City of
Kuna, City of Eagle, City of Garden City and City of Star all desire to build and sustain regional
core emergency management capabilities by implementing strategies to address identified
planning, organization, equipment, training, and exercise needs to prevent, protect against,
respond to, and recover from natural, technical and other catastrophic events within their
respective jurisdictions and have determined that a joint and cooperative effort would provide
certainty, consistency and efficiency in the management and delivery of emergency management
services;
WHEREAS, Cities and counties are authorized by I.C. §§ 31-3906, 67-2326 through
67-2333, 31-1430 and 31-1417 to enter into joint and cooperative mutual aid agreements.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF
THE CITY OF MERIDIAN, IDAHO:
RESOLUTION FOR JOINT POWERS AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES - PAGE I OF 2
Section 1. That the Agreement by and between the City of Meridian, City of Boise City,
Ada County, the Ada County Highway District, City of Eagle, City of Garden City, City of Kuna
and City of Star, a copy of said Agreement being attached hereto and incorporated herein by
reference, be, and the same is hereby, approved as to both form and content.
Section 2. That the Mayor and City Clerk be, and they hereby are, authorized to
respectively execute and attest said Agreement for and on behalf of the City of Meridian.
Section 3. That this Resolution shall be in full force and effect immediately upon its
adoption and approval.
4�1-
ADOPTED by the Council of the City of Meridian, Idaho, this day of
2014.
APPROVED by the Mayor of the City of Meridian, Idaho this 1� day of—�Feveirrbe�
2014.
bc..c ---del
APPROVED:
Mayor Tamm d Weerd
ATTEST:
0
r
o
By.
cee Holman, City Cl L,I`����I�
IOlaHO
�F RJ-
RESOLUTION FOR JOINT POWERS AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES - PAGE 2 OF 2
AGREEMENT NO. 10878
AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT
THIS JOINT POWERS AGREEMENT is effective the 1St day of October, 2014, by
and between Ada County, a body politic and corporate whose address is 200 W. Front St., Boise,
Idaho 83702 ("Ada County"); Ada County Highway District, a single county -wide highway
district created pursuant to Idaho Code § 40-1401 et seq., whose address is 3775 Adams St.,
Garden City, Idaho 83714 ("ACHD"); City of Boise, a municipal corporation whose address is
150 N. Capitol Blvd., Boise,, Idaho 83702 ("Boise"); City of Eagle, a municipal corporation
whose address is 660 E. Civic Ln., Eagle, Idaho 83616 ("Eagle"); City of Garden City, a
municipal corporation whose address is 6015 Glenwood, Garden City, Idaho 83714 ("Garden
City"); City of Kuna, a municipal corporation whose address is 763 W. Avalon, Kuna, Idaho
83634 ("Kuna"); City of Meridian, a municipal corporation whose address is 33 E. Broadway
Ave., Meridian, Idaho 83642 ("Meridian"); and the City of Star, a municipal corporation whose
address is 10769 W. State Street, Star, Idaho 83669 ("Star") (collectively referred to herein as the
"Participants").
RECITALS:
A. The Participants are authorized by Idaho Code § 46-1009 to create an intergovernmental
agency responsible for disaster preparedness and coordination of response, and, for that
purpose, pursuant to this Agreement, Ada County has established the Ada County
Department of Emergency Management, which is a separate and independent department
under the administration of Ada County.
B. The Participants desire to build and sustain regional core emergency management
capabilities by implementing strategies to address identified planning, organization,
equipment, training, and exercise needs to prevent, protect against, respond to, and
recover from natural, technical and other catastrophic events.
C. The Participants understand that emergency preparedness is not exclusive to any single
level of government or organization, but is best served by the combined efforts of the
whole community. As such, the Participants desire to partner with and obtain advice and
input from each other on emergency management priorities, activities and funding,
including, but not limited to resource allocations before, during and after disasters.
The Participants also recognize the need for a forum for the technical aspects of
expenditures to be researched, discussed, planned, and prioritized.
D. It is the desire of the Participants to adopt this Joint Powers Agreement to create the Ada
City -County Emergency Management Executive Council ("ACCEM") to provide for
emergency management programs and systems and to address areas of technology,
research, planning and prioritization of projects involving the use of emergency
management resources including, but not limited to federal grants.
AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT — PAGE 1
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E. All Participants will retain control over those matters not related to ACCEM or this
Agreement, which retained control, may include, but is not limited to: budgeting
personnel decisions, equipment, offices, payroll, day-to-day operations and other
related matters not impairing the operation or functioning of ACCEM.
F. The Participants understand and agree, pursuant to Idaho Code § 46-1025, that federal
and state grants and funds awarded through the Idaho Department of Homeland Security
are distributed directly to counties for the purpose of assisting counties in achieving the
goals and objectives outlined in approved county grant proposals.
NOW, THEREFORE, in consideration of the foregoing recitals, and other valuable
consideration, the receipt and sufficiency of which is hereby acknowledged, the Participants
covenant and agree as follows:
1. Purpose. The purpose of this Agreement is for the Participants to jointly identify,
plan for, and assess hazards and risks affecting residents of all of Ada County, including all of
the geographical areas governed by each of the Participants; to guide future preparedness efforts
across all mission areas; and to set priorities for development of regional core emergency
management capabilities.
2. Ada City -County Emergency Management Executive Council. There is hereby
created ACCEM.
2.1 Membership. The members of ACCEM shall be comprised of one
representative from each Participant. The representative shall be an elected official from
each Participant, including the mayor of each incorporated city, the chairperson of
the Ada County Board of Commissioners and the President of the ACHD Board of
Commissioners. There shall be one additional representative each from Ada County and
Boise City. The additional representative from Ada County shall be an Ada County
Commissioner appointed by a resolution of the Ada County Board of County
Commissioners. The additional representative from Boise City shall be a Boise City
Councilperson appointed by a resolution of the Boise City Council. These two
additional representatives shall serve at the pleasure of the body that appointed such
representative. Each Participant's representative may designate in writing one alternate
elected official to serve in his or her absence with the full authority to act on his or her
behalf in all matters before ACCEM.
2.2 Duties of ACCEM. ACCEM shall perform all actions reasonably
necessary to fulfill the responsibilities and obligations existing pursuant to Idaho Code §
46-1009. These duties shall include, but are not limited to:
2.2.1 Identifying and assessing hazards and risks affecting residents of
Ada County to guide future preparedness efforts across all mission areas;
2.2.2 Facilitating interactions among the whole community to create
and validate plans, policies and procedures governing emergency
AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT — PAGE 2
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management and identifying core capability needs through discussion and
operations -based activities;
2.2.3 Facilitating sharing of specialized resources such as supplies,
equipment, facilities, and personnel with any Participant, or their various
public or private sector partners with emergency management missions,
through maintaining resource inventories and sharing agreements and
allowing use of grant purchased equipment in support of emergency
management functions, consistent with existing and future mutual aid or
resource sharing agreements;
2.2.4 Enhancing emergency management coordination and
communication between government agencies, businesses and industry, and
volunteer agencies for both preparedness efforts and operational activities;
2.2.5 Promoting disaster recovery through a focus on the timely
restoration, strengthening, and revitalization of infrastructure, housing, and a
sustainable economy, as well as the health, social, cultural, historic, and
environmental fabric of Ada County;
2.2.6 Coordinating and integrating all -hazards comprehensive county-
wide emergency management activities through planning, training,
equipping, exercising, and evaluating capabilities;
2.2.7 Providing qualified individuals from within their jurisdictions to
serve as members of ACCEM committees;
2.2.8 Supporting inter -governmental plans that address roles and
responsibilities for all phases of emergency management, and after
consultation with the TAG and LEPC, making a recommendation to
Participants that such be adopted;
2.2.9 After consultation with the TAG and the LEPC, make
determinations regarding spending priorities for county -wide emergency
management;
2.2.10 Approving and submitting a budget to the Board for the
Membership Dues submitted by Participants for deposit in the Emergency
Management Fund.
2.3 Bylaws. ACCEM shall have the power and authority to make such
bylaws as may be necessary to its operation.
2.4 Committees. ACCEM may create such committees as may be
necessary to its operation; provided however, that there shall be created a Technical
Advisory Group ("TAG") and a Local Emergency Planning Committee ("LEPC") with
such bylaws provided therefore as may be necessary for their operation.
AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT — PAGE 3
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2.5 Grant Funds. The Participants understand and agree that grant funds for
emergency management are provided to the County by the State of Idaho and that the
Board has oversight over the expenditure of the grant funds. The Participants further
understand and agree that county -wide emergency management requires cooperation and
meaningful review by all Participants to ensure that the use and expenditure of grant
funds are applied beneficially for all Participants. ACCEM, upon receipt and review of
recommendations from the TAG and/or LEPC, shall make recommendations to the
Board regarding the use and expenditure of all grant funds received by the County from
the Idaho Bureau of Homeland Security for emergency management. The Board shall
follow the recommendations of ACCEM to the maximum extent possible and shall
report back to ACCEM those instances when the recommendations are not followed
along with a statement as to the reasons therefore. All Participants shall sign such sub -
grant agreements and liability waivers as are reasonably requested by Ada County for the
purposes of receiving grants funds. To the extent available, Participants may continue to
apply for grants for which they qualify on an individual basis.
3. Ada County Department of Emergency Management (ACDEM). ACDEM
shall operate as a separate and independent Department under the administration of the Board.
The primary mission of ACDEM shall be to coordinate and integrate an all -hazard,
comprehensive, county -wide emergency management program on behalf of all Participants to
prevent, protect against, mitigate, respond to, and recover from the threats and hazards that pose
the greatest risk to the citizens and residents of Ada County.
3.1 Director of Emergency Management. The Director of Emergency
Management (the 'Director") shall be employed by Ada County; provided, however, that
the Board shall consult with ACCEM regarding all employment decisions the Board
makes regarding the Director, including, but not limited to, hiring, termination, and
discipline. Should the Director resign or be terminated, the Board shall appoint an
interim Director to discharge all the duties and exercise all the powers of the Director
until the selection of a permanent Director is made in consultation with ACCEM.
3.2 Director's Duties. The Director shall be an ex officio, non-voting
member of ACCEM, shall attend all meetings of ACCEM, and shall perform such duties
for ACCEM as may be established by this Agreement and the Bylaws and as otherwise
assigned by ACCEM.
3.3 ACDEM Employees. Ada County shall employ such ACDEM staff
members payable out of the Emergency Management Fund as approved in its annual
ACDEM budget and shall be responsible for the payment of all staff wages, payroll
taxes, fringe benefits and other costs. Upon request, Ada County may provide the
services of ACDEM employees to other Participants for the purpose of developing
regional core emergency management capabilities.
3.4 Books and Records. Ada County shall maintain in compliance with
Idaho Code, books and records for the Emergency Management Fund which shall be
available for inspection and review by ACCEM at any time during business hours.
AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT — PAGE 4
nAemergency mgmtlaccem\accem joint powers agrmt -final 091114.docx
3.5 Fiscal Year. The fiscal or business year of the Board, Council and
ACDEM shall begin on the first day of October and end on the last day of September.
3.6 Budget. By May 1 of each year, the Director shall present a
preliminary budget and proposed membership dues to ACCEM for consideration and
for subsequent incorporation into each Participant's budgeting processes. A final budget
will be presented to ACCEM for approval no later than the lst day of August of each
fiscal year. ACCEM shall submit a final recommended budget to the Board no later than
August 15th of each fiscal year.
4. Emergency Management Fund. There shall be deposited into the
Emergency Management Fund such property taxes, grants (as modified by section 4.2 below),
Membership Dues, and such other funds as may be obtained by Ada County or donated to it for
the purposes set forth in Idaho Code § 46-1009 and such expenses shall be allowed as may be
appropriated in the annual budget for the Emergency Management Fund.
4.1 Membership Dues. Each Participant shall pay annual membership dues
in accordance with the terms contained herein to contribute towards funding the
ACDEM program ("Membership Dues"). Membership dues for Ada County and
each respective city located within Ada County shall initially be equal to thirty-three
cents ($0.33) per resident. For purposes of calculating Membership Dues, the number
of residents located within Ada County and each respective city shall be determined
annually by ACCEM using the most current population estimates available to
ACCEM. Membership dues payable by cities shall be determined by the number of
residents in each city. Membership dues payable by Ada County shall include all of
the residents inside the geographical borders of Ada County (including cities) plus the
number of residents in unincorporated Ada County. Membership Dues payable by Ada
County Highway District shall be $8,900.00 per year. Membership Dues shall be due
and payable to the Emergency Management Fund in equal installments on a
quarterly basis. Membership Dues may be adjusted annually by ACCEM.
4.2 Grants. Consistent with Section 2.5, Ada County shall apply for grants
to fund emergency management capabilities, personnel and operations. Such portions of
grants received by Ada County which shall be awarded to fund the programs, personnel
and operations of the ACDEM shall be deposited to the Emergency Management Fund.
4.3 Expenses. Consistent with the approved budget, the costs and expenses
incurred by Ada County to house, employ staff, and operate the ACDEM program may
be assessed against the Emergency Management Fund as any other business expense.
5. Term of Agreement. The Term of this Agreement shall be from _October 1, 2014
to September 30, 2015. Each Participant may, solely at its option, and when and if it duly
budgets and appropriates funds therefore from revenues legally available to it for the ensuing
fiscal year, renew this Agreement for additional annual Renewal Terms. Each annual renewal of
this Agreement shall be deemed to be exercised by the Participant upon the adoption by
September 15 of any year, of a budget of the ensuing fiscal year, duly budgeting and
AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT — PAGE 5
nAemergeney mgmtlaccemlaccem joint powers agrmt -final 091114.docx
appropriating the amount
mount of moneyrequired to make the payments payable for the next fiscal
• Within ten(10) da s following the adoption
ear the Participant pursuant to this Agreement. y
Y by
of a budget duly budgeting and appropriating said funds of the ensuing year, the approving
Participant shall deliver to the Chairman of the Board a written statement certifying that it has
duly ubd d and appropriated said funds for the ensuing year, which written statement shall be
budgeted
accompanied bycopyof the budget so adopted and a certified copy of the resolution or other
p a
official action of the Participant's governing board adopting said budget and appropriating said
funds. The due appropriation ro riation of funds as aforesaid shall constitute a valid and enforceable
p
obligation of the Participant for the payment of such funds for the purposes provided herein, and
g
shall not be subject to abatement for any cause. Each Renewal Term shall commence on
October 1 of the fiscal year following adoption of the budget as provided hereinabove and shall
terminate on September 30 of the following calendar year.
6. Withdrawal or Termination. Any Participant may withdraw from this joint powers
agreement at any time by resolution duly adopted by the Participant and upon written notice
to ACCEM; provided, however, no party shall be entitled to a refund of its Membership Dues
which have been paid. Upon such withdrawal, the withdrawing party shall no longer be entitled
to be a member of ACCEM nor shall it be entitled to receive ACDEM's benefits or services.
In addition, ACCEM, upon the affirmative vote of two-thirds (2/3) of its representatives, may
terminate party agreement anyart to this a reement for failure to pay its Membership Dues within thirty (30)
days of written demand for such dues.
7. Amendment. This Agreement may be amended only by a writing signed and
duly authorized by resolution of each Participant.
8. Counterparts. This Agreement may be executed in any number of counterparts and
once so executed by all parties thereto, each such counterpart shall be deemed to be an original
instrument but all such counterparts together shall constitute but one agreement.
9. Recitals and Exhibits. The recitals to this Agreement and any exhibit attached
hereto are incorporated herein by this reference as if set forth in full herein.
IN WITNESS WHEREOF, this Agreement is executed effective as of the day and
year first above written.
ADA :UNTY
By:
Dated: CQ__C ' k.-'� i. . � �''�
hai w an
ATTEST:
. %raw
Christopher D. Rich, Ada County Clerk
y Phil McGrane,Chime
AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT—PAGE 6
n:\emergency mgmt\accem\accem joint powers agnnt-final 091114.docx
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AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT-PAGE 7
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AMENDED EMERGENCY MANAGEMENT JOINT POWERS AGREEMENT—PAGE 8
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ADA CITY -COUNTY EMERGENCY MANAGEMENT
EXECUTIVE COUNCIL (ACCEM)
BYLAWS
BACKGROUND
The Joint Powers Agreement (JPA) (Ada County Agreement No. 10878) provides that
ACCEM may create Bylaws to establish procedures for its own operation. These Bylaws are
made consistent with the authority granted by the JPA to ACCEM to create such procedures.
ARTICLE I
MEETINGS
1.1 Place of Meetings. Regular and special meetings of ACCEM shall be held at a
time and place which ACCEM may, by a simple majority vote, order or direct. All business
which ACCEM is authorized and empowered to take up at such a meeting may be transacted
without further or special notice.
1.2 Regular Meetings. Regular meetings of ACCEM shall be held at a minimum
quarterly.
1.3 Special Meetings. Any two representatives may call special meetings of
ACCEM at any time by serving notice upon the Chairperson of ACCEM.
1.4 Notice of Meetings. All regular and special meetings of ACCEM shall be called
at least forty-eight (48) hours in advance of the proposed meeting except where such notice is
waived by all representatives on ACCEM or in cases of emergency.
1.5 Quorum. A quorum shall consist of a majority of all voting representatives of
ACCEM. A quorum must be present for any business to be conducted.
1.6 Order of Business. At all meetings of ACCEM, the following order of business
shall be observed, so far as is consistent and convenient with the purposes of the meeting:
Call to order
Roll call
Agenda additions/changes
Open discussion/announcements
BYLAWS: EXECUTIVE COUNCIL (ACCEM) - PAGE 1
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Action items
• Election of officers when appropriate
Information/discussion items
Executive Director's Report
Adjournment
ARTICLE II
CREATION OF COMMITTEES
2.1 Subcommittees. ACCEM may establish such committees as may be necessary to
fulfill its mission. The work product of these committees shall be submitted in written
recommendation format for official consideration by ACCEM.
2.2 LEPC. There is hereby established a Local Emergency Planning Committee
("LEPC") - required pursuant to Public Law 99-499, SARA Title III, Emergency Planning and
Community Right to Know Act ("BPCRA"). LEPC members include Law Enforcement, Fire,
EMS, Public Health, Emergency Management, Public Works, Media, Transportation,
Environmental Professionals, Community/Citizen Groups, Business and Industry and other
community partners as required by federal law. The LEPC provides non-binding advice and
recommendations to ACCEM on matters related to emergency management or other
recommendations as requested by ACCEM; and they provide a continuing forum through which
all levels of government, business and industry, and the general public can develop strategies to
address identified planning, organization, equipment, training, and exercise needs to prevent,
protect against, respond to, and recover from natural, technical and other catastrophic events. In
addition to enabling Ada County compliance with the EPCRA, the LEPC will provide the
baseline analysis necessary for the County and its preparedness partners to complete a risk
assessment describing the community's greatest threats and hazards, including projections of
consequences or impacts, and an emergency response plan. This analysis, the Threat and Hazard
Identification and Risk Assessment (THIRA), process requires broad community participation to
share information, account for population -specific factors, and understand the initial and
cascading effects of a threat or hazard. Analysis of the THIRA results will guide future
preparedness and core capability building efforts across all mission areas.
2.3 TAG. There is hereby created a Technical Advisory Group ("TAG"). The TAG
shall be comprised of such emergency response practitioners from local agencies and
departments as may be established in the bylaws of the TAG adopted by the Council. After a
review of the baseline THIRA not less than annually, the TAG shall provide non-binding advice
and recommendations to ACCEM on the local government first responders' core capabilities, or
lack thereof, and the ability of local government first responders to address the threats, hazards,
and impacts of emergencies identified in the THIRA as adopted by ACCEM, or other
recommendations as requested by ACCEM.
BYLAWS: EXECUTIVE COUNCIL (ACCEM) - PAGE 2
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ARTICLE III
OFFICERS
3.1 Chairperson. The Chairperson shall be elected annually. The Chairperson shall
assume office and the attendant duties immediately after being elected.
3.2 Vice Chair. The Vice Chair of ACCEM shall be elected annually by ACCEM at
the October meeting and serve a one (1) year term with the reelection of the Vice Chair position
to occur on an annual basis to take place on October 1st of each year. The Vice Chair shall
assume office immediately after election.
3.3 Secretary. The Secretary shall be the Director of Ada County Department of
Emergency Management ("ACDEM"), or his or her designee.
3.4 Duties. Duties of the ACCEM officers shall be as follows:
A. Chair
1. Preside at all meetings of ACCEM.
2. Act as liaison with the Board of Ada County Commissioners and
the members of ACCEM.
3. Make committee and subcommittee appointments as required.
B. Vice Chair
1. Assume the duties of Chair during his/her absence, disability, or
disqualification.
C. Secretary
1. Keep the minutes of all meetings of ACCEM.
2. Post all legal notices required by the Idaho Code or the bylaws.
3. Prepare the agenda for all meetings of ACCEM.
4. Act as the custodian of ACCEM records.
5. Inform ACCEM members of correspondence relating to the
business of ACCEM and attend to such correspondence.
6. Ensure that all meetings are recorded and that the recordings of
such meeting and minutes are retained for a minimum of five (5)
years.
7. Ensure that the minutes of meetings are distributed to each
ACCEM member in advance of the next meeting.
8. Such other duties as may be prescribed by ACCEM.
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ARTICLE IV
VOTING
4.1 Each regular representative on ACCEM in attendance at a duly called ACCEM
meeting shall be entitled to one vote. Unless otherwise specifically indicated by the joint powers
agreement, all matters before ACCEM shall be disposed of by simple majority vote of all
representatives of ACCEM present at such meeting, provided that a quorum has been established
and is present at the time of the vote.
ARTICLE V
RULES OF ORDER
5.1 ACCEM shall operate under the precepts of Roberts Rules of Order to the extent
such rules are not in conflict with these procedures.
ARTICLE VI
AMENDMENTS
6.1 ACCEM, by a unanimous vote of its members, may make, alter, amend, or
rescind these Bylaws at any regular meeting, after thirty (30) days advance written notice.
ADOPTED by ACCEM at the regular meeting of its members this day of
September, 2014.
MEMBERS OF ACCEM
?-,7o�-
�
BYLAWS: EXECUTIVE COUNCIL (ACCEM) - PAGE 4
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ADA COUNTY
LOCAL EMERGENCY PLANNING COMMITTEE
BYLAWS
Background
A Local Emergency Planning Committee is required pursuant to Public Law 99-499, SARA Title
III, Emergency Planning and Community Right to Know Act ("EPCRA").
ARTICLE I
NAME AND GEOGRAPHICAL LIMITS
1.1 The name of this committee for which this instrument is written shall be the "Local
Emergency Planning Committee, hereinafter referred to as the LEPC.
ARTICLE II
PURPOSE
2.1 The LEPC shall provide non-binding orecommendations
t d by ACCEM;
matters related to emergency management other recommendations a
and they provide a continuing forum through which rate 1 iesvels of to address gover identified s planning,
ness and
industry, and the general public can develop g protect against, respond to, and
organization, equipment, training, and exercise needs to prevent, p g
recover from natural, technical and other catastrophic ltion analy�s ne elssary for
ing Ada
County compliance with the EPCRA, the LEPC provide the baseline
the
the County and its preparedness partners tomolrisk.
of consequences or impactg, and
community's greatest threats and hazards, including projections
an emergency response plan. This analysis, the Threat and Hazard Identification and Risk
Assessment (THIRA), process requires broad community participation to share information,
account for population -specific factors, and understand the guide initial future cascading preparedness effects and Dore
threat or hazard. Analysis of the THIRA results w
capability building efforts across all mission areas.
ARTICLE III
SECTION I
MEMBERSHIP
3.1 The Local Emergency Planning Committee shall be composed of one representative from
each of the following categories. Members shall be appointed by ACCEM
Elected or Appointed State and Local Official Hospital
Transportation
Law Enforcement Broadcast and Print Media
Emergency Management
Community /Citizen Groups
Fire Service
Emergency Medical Service Emergency Communications
BYLAWS: LOCAL EMERGENCY PLANNING COMMITTEE — Page 1
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Public Works
Health Department
Local Environmental Organization or Group Ameri an Red Cross Service
Representative Business and Industry
Local Elected Official other than BOCC Board of County Commissioner
3,2 Each representative will serve a two-year term and may be reappointed upon
recommendation of the Chairperson and approval of ACCEM.
3.3 The following agency representatives shall be ex -officio members:
a. Federal Environmental Protection Agency
b. Idaho Department of Health and Welfare
C. Idaho Bureau of Homeland Security
SECTION II
MEMBERSHIP ATTENDANCE
an member accrues four (4) unexcused absences, at regularly scheduled or special
me If y
meetings in a twelve (12) month calendar period, a NOtice of Member ailed t the member, requesting n active
m g with a co m
vity will be sent to
copy
the director of that representing agency, appoint an
replacement. If no response is received from the Yof the , that representative
will app dropped
p
from membership and the Chairperson, withapproval
riate re lacement in accordance with the membership guidelines and criteria in Section I.
approp p
SECTION III
MEMBERSHIP VACANCIES
3.5 New and replacement members may come from:
A. Specifically recruited volunteers who agree in writing to serve, or:
B.
Individuals who request membership in writing and who qualify under one of the
following circumstances:
1.
The individual qualifies as a representative
Section I -Membership, and the LEPC does not of hsuch h a represthe s listed in
represeroups ntative.
b EPA as potential
2 The individual e 13, NRT-laHazardousthe
Mae is s Emergency Planning Guide,
members (Page 13,
March 1987) and possesses special skills of value to the LEPC.
A
ll new and replacement members will be confirmed by a simple majority vote of
3.6.
M. Vacancies will be filled by recruiting throughn IadlVlemberships or organized citizen
ACCE
groups that represent one of the categories listed m Section
BYLAWS: LOCAL EMERGENCY PLANNING COMMITTEE —Page 2
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ARTICLE IV
MEETINGS
4.1 The LEPC shall meet at regularly scheduled meetings, open to the public, and to be held
on a day and at a time and place designated and agreed to
by the lrevi ed 1 er by the
during the first
meeting in each calendar year. The meeting schedule may be changed or
Chairperson. Special meetings may be called by the Chairperson when conditions warrant.
4.2 Notice of all meetings shall be given by the Chairperson
the public.
members a reasonable time
o
in advance of a called meeting. All meetings shall be p
4.3 Under these provisions a quorum is defined
as ova simple
pe or conduct majority,
buswhich is 50% plus one
(1) of the membership. A quorum must be present
ARTICLE V
OFFICERS AND ORGANIZATION
jrity of the
es of
5.1 A Chairperson and a Vice Chairperson shall be elected by of eaoh calendar yeaberThe
ma
the committee present and voting at the first scheduletinn
individuals so elected shall serve in those capacities for elected shall behe first eligibles for re-election lrin
of the following calendar year. Any individual so
subsequent years. The Vice -Chairperson shall preside and/or perform the duties of the
Chairperson in his or her absence.
5.2 The Director of the Ada County Department m Emergency d shall keep the commnagement ittee-books
ee books
his or her designee, shall act as Secretary for the committee
and minutes.
5.3 The Chairperson shall appoint other officers of the committee as deemed necessary.
5.4 Any vacancy in the office of Chairperson or Vice -Chairperson shall be filled at the next
scheduled meeting by a majority vote.
5.5 The Community Coordinator for EPCRA information shall be the ACDEM.
ARTICLE VI
SUB -COMMITTEES
a sub
6.1 Sub -committees may be established as deem the active membership. Noelimitdwill be
committee Chairperson will be elected from among
placed on the number of advisory members assigned to a subcommittee.
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ARTICLE VII
RULES OF ORDER
Rules of Order to the extent such
7.1
The LEPC shall operate under the precepts of Robert's
rules are not in conflict with these procedures.
ARTICLE VIII
AMENDMENTS TO BYLAWS
ake, alter, amend, or rescind these
8.1 ACCEM, by a unanimous vote of its members, may ms advance written notice.
Bylaws at any regular ACCEM meeting, after thirty (30) da y
DATED this day of September, 2014.
MEMBERS OF ACCEM
BYLAWS: LOCAL EMERGENCY PLANNING COMMITTEE —Page 4
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ADA CITY -COUNTY EMERGENCY VIMANAGEMENT SORY GROUP (TAG) UTNE COUNCIL
TECHNICAL
BYLAWS
Background
ACCEM, by Motion made and approved on September 8, 2014, established ACCEM
Bylaws in which Article II creates the Local Emergency Planning Committee ("LEPC") and the
Technical Advisory Group ("TAG").
ACCEM desires to establish and adopt olawscreaconsistent such comm tees authority granted
by the ACCEM Joint Powers Agreement a Bylaws
ARTICLE I
NAME AND GEOGRAPHICAL LIMITS
be
he
1.1 The name of the committee referred toch this instrument is written shaas the TAG. TAG representat on willbe
"Technical Advisory Group," hereinafter
from within the geographical boundaries of Ada County.
ARTICLE II
PURPOSE
2.1 After a review the baseline THIRA not less than annually, the TAG shall provide
non-binding advice and recommendations to ACCEM on the local government first responders'
core capabilities, or lack thereof, and the ability of local government first responders to address
the threats, hazards, and impacts of emergencies identified in the THIRA as adopted by
ACCEM, or other recommendations as requested by ACCEM.
ARTICLE III
TAG REPRESENTATION
3.1 The TAG committee is comprised of nine (9) voting members, with one (1)
representative from each of the following agencies: Boise Police Department, Ada County
Sheriff's Office, Meridian Police Department, Garden City Police Department, Boise Fire
Department, Meridian Fire Department, Ada County Emergency Medical Services Department,
Ada County Highway District, and one (1) Fire District representative with each member serving
a one (1) -year term. ACCEM shall choose the Fire District Representative.
BYLAWS: TECHNICAL ADVISORY GROUP - PAGE 1
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ARTICLE IV
OFFICERS
4.1 Chairperson. The Chairman of the TAG shall be elected annually by the TAG at
the October meeting and serve a one (1) year term with the reelection of the Chairman position
to occur on an annual basis to take place on October 1st of each year. The Chairman shall
assume office immediately after election.
4.2 Vice Chair. The Vice Chair of the TAG shall be elected annually by the TAG at
the October meeting and serve a one (1) year term with the reelection of the Vice Chair position
to occur on an annual basis to take place on October 1st of each year. The Vice Chair shall
assume office immediately after election.
4.3 Secretary. The Chairman shall appoint a TAG Secretary.
4.4 Duties. Duties of the TAG officers shall be as follows:
A. Chair
1. Preside at all meetings of the TAG.
2. Act as liaison with the ACCEM and the members of the TAG.
3. Make TAG project assignments as required.
B. Vice Chair
1. Assume the duties of Chair during his/her absence, disability, or
disqualification.
C. Secretary
1. Keep the minutes of all meetings by TAG.
2. Advertise all legal notices if required by the Idaho Code or the bylaws.
3. Prepare the agenda for all meetings of the TAG.
4. Act as the custodian of TAG records.
5. Inform TAG members of correspondence relating to business of TAG and
attend to such correspondence.
6. Such other duties as may be prescribed by the TAG.
'7. Ensure that all meetings are recorded and that the recordings of such
meeting and minutes are retained for a minimum of 5 years.
g. Ensure that the minutes of meetings are distributed to each TAG member
in advance of the next meeting.
BYLAWS: TECHNICAL ADVISORY GROUP - PAGE 2
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ARTICLE V
VOTING
5.1 Each regular representative on the TAG in attendance at a duly called TAG
meeting shall be entitled to one vote. Unless otherwise specifically indicated by these Bylaws,
all matters before the TAG shall be disposed of by simple majority vote of all representatives of
the TAG present at such meeting, provided that a quorum has been established.
ARTICLE VI
MEETINGS
6.1 Place of Meetings. Regular and special meetings of the TAG shall be held at a
time and place which the TAG may, by a simple majority vote, order or direct. All business
which the TAG is authorized and empowered to take up at such a meeting may be transacted
without further or special notice.
6.2 Regular Meetings. Regular meetings of the TAG shall be held at least quarterly.
6.3 Special Meetings. Any two representatives may call special meetings of the
TAG at any time by serving notice upon the Chairperson of the TAG.
6.4 Notice of Meetings. All regular and special meetings of the TAG shall be called
at least forty-eight (48) hours in advance of the proposed meeting except where such notice is
waived by all representatives on the TAG or in cases of emergency.
6.5 Quorum. A quorum shall consist of a majority of all voting representatives of
the TAG. Once a member of the TAG is present or represented for any purpose at a meeting, he
or she is deemed present for quorum purposes for the remainder of the meeting.
6.6 Order of Business. At all meetings of the TAG the following order of business
shall be observed, so far as is consistent and convenient with the purposes of the meeting:
Calling the roll to determine those representatives present;
Approval of minutes of the previous meeting;
Reports of officers;
Unfinished business;
New business;
Election of officers, when appropriate; and
Miscellaneous business
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ARTICLE VII
RULES OF ORDER
7.1 The TAG shall operate under the precepts of Roberts Rules of Order to the extent
such rules are not in conflict with these procedures.
ARTICLE VIII
AMENDMENTS
8.1 ACCEM, by a unanimous vote of its members, may make, alter, amend, or
rescind these Bylaws at any regular ACCEM meeting, after thirty (30) days advance written
notice.
ADOPTED by the ACCEM at the regular meeting of its members this day of
2014.
MEMBERS OF ACCEM
BYLAWS: TECHNICAL ADVISORY GROUP - PAGE 4
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Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 10
ITEM TITLE:
Future Meeting Topics
PROJECT NUMBER:
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS
Meridian City Council Meeting
DATE: December 16, 2014 ITEM NUMBER: 11
PROJECT NUMBER:
ITEM TITLE:
Executive Session Per Idaho State Code 67-2345 (1) (c) (d) (f): (c) To Conduct
Deliberations Concerning Labor Negotiations or to Acquire an Interest in Real
Property, Which is Not Owned by a Public Agency; (d) To Consider Records that are
Exempt from Disclosure as Provided in Chapter 3, Title 9, Idaho Code; AND (f) To
Consider and Advise Its Legal Representatives in Pending Litigation
MEETING NOTES
Community Item/Presentations Presenter Contact Info./Notes
CLERKS OFFICE FINAL ACTION
DATE:
E-MAILED TO
STAFF
SENT TO
AGENCY
SENT TO
APPLICANT
NOTES
INITIALS