Loading...
HomeMy WebLinkAbout2015-05-26 ,,,/cE IDIAN, CITY COUNCIL REGULAR /ilf MEETING AGENDA Amended Agenda City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday, May 26, 2015 at 6:00 PM 1. Roll-Call Attendance XDavid 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 Stephanie Moore, Adult Discipleship Minister, Ten Mile Christian 4. Adoption of the Agenda Adopted (pg2) 5. Consent Agenda Approved (pg 2-4) A. Approve Minutes of May 19, 2015 City Council Meeting B. Approve Minutes of May 5, 2015 City Council PreCouncil Meeting C. FP 15-015 Heritage Grove Subdivision No. 2 by Green Village Development, Inc. Located Northwest Corner of N. Locust Grove Road and E. Ustick Road Request: Final Plat Approval of Twenty-Two (22) Single Family Residential Lots and Five (5) Common Lots on Approximately 4.31 Acres in the R-15 Zoning District D. FP 15-017 Timbergrove Subdivision by Steve Arnold Located West Side of N. Centrepoint Way and North of E. Ustick Road Request: Final Plat Approval Consisting of Twenty (20) Buildable Lots and One (1) Common Lot on Approximately 4.94 Acres in the C-G Zoning District E. FP 15-018 Vicenza Subdivision No. 2 by Cottonwood Development, LLC Located North of W. McMillan Road Between N. Black Cat Road and N. Ten Mile Road Request: Final Plat Approval Consisting of One (1) Building Lot and Ten (10) Common Lots on Approximately 9.34 Acres in the R-4 Zoning District Meridian City Council Meeting Agenda—Tuesday, May 26, 2015 Page 1 of 4 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. F. FP 15-016 Paramount Subdivision No. 29 by Brighton Land Holdings, LLC Located West Side of N. Meridian Road and the North Side of W. McMillan Road Request: Final Plat Approval Consisting of Sixty-Two (62) Building Lots, Twelve (12) Common Lots and Three (3) Other Lots on 18.42 Acres of Land in an R-8 Zoning District G. Agreement with CESCO for the Mini Heavy Equipment Rodeo Event at the Public Works Week Expo H. Professional Services Agreement with High Street for Musical Talent for Concerts on Broadway in an amount not to exceed $3,500.00 I. Temporary License Agreement from RWP Meridian LLC to City of Meridian to for Public Works Week Promotional Purposes J. Approval of Change Order No. 1 to The Fresh Water Trust for the "Water Quality Trading Feasibility Study" Project for a Not-To-Exceed amount of $8,690.00 K. Resolution No. 15-0166: A Resolution (VAC 15-004) for the Vacation of the 5-foot Wide Public Utility Easement that Lies Across Lot 2-5, Block 8 of Reflection Ridge Subdivision No. 3 Located Approximately 1/2 mile South of E. Victory Road and '/2 mile West of S. Locust Grove Road in Section 30, Township 3 North, Range 1 East, Boise Meridian, City of Meridian, Ada County, Idaho L. Resolution No. 15-0167: Adopting Pathways Master Plan Amendments M. Approval of Change Orders No. 6 and 7 to BP2 Site Work for the "WWTP Maintenance Building" project for the Not-To-Exceed amounts of $42,897.16 and $30,632.00 respectively. 6. Items Moved From Consent Agenda None (pg4) 7. Community Items/Presentations A. Youth Scholarship Presentation to Cady Snell (pg 4-5) B. Youth Scholarship Presentation to Courtney Kelly (pg 4-5) 8. Action Items (pg 5-8) A. Continued from May 5, 2015: FP 15-013 Silverwater Subdivision No. 2 by Trilogy Development Located at the South Side of E. Victory Road on the East Side of S. Standing Timber Way, in the NW 1/4 of Section 30, Meridian City Council Meeting Agenda—Tuesday, May 26, 2015 Page 2 of 4 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. Township 3N., Range 1 E., Request for Final Plat Consisting of 2 Common Lots on 4.67 Acres of Land in the R-8 Zoning District Continued to June 16, 2015 (pg 5-6) B. Continued from May 5, 2015: FP 15-012 Silverwater Subdivision No. 3 by Trilogy Development Located at the South Side of E. Victory Road Midway Between S. Meridian Rd and S. Locust Grove Rd. in the NE 1/4 of Section 30, Township 3N., Range 1E., Request for Final Plat Consisting of 42 Common Lots, 6 Common lots, and 1 Other Lot on 17.22 Acres of Land in the R-8 Zoning District Continued to June 16, 2015 (pg9-) 9. Department Reports A. Meridian Arts Commission FY15 Budget Amendment for Traffic Box Wrapping in the Not-to-Exceed Amount of$5,000.00 Approved (pg 9-24) B. Meridian Arts Commission FY2015 Budget Amendment for Concerts on Broadway Scholarship Funds for the Not-to-Exceed Amount of $15,000.00 Approved (pg 11-12) C. Economic Development: Discussion of Resolution and Lease Agreement between the City of Meridian and New Ventures Lab, Inc. for 33 East Idaho Avenue Continued to June 2, 2015 (pg 12-16) D. Economic Development: Approval of Resolution No. 15-0168: Resolution Approving Lease Agreement with New Ventures Lab Inc. for 33 E. Idaho Ave. Continued to June 2, 2015 (pg 12-16) E. Police Department: Presentation of Body Worn Cameras (pg 16-22) 10. Future Meeting Topics None 11. Executive Session Per Idaho State Code 67-2345 (1)(d)(f): (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 Amended onto the agenda: (a) To consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need. This paragraph does not apply to filling a vacancy in an elective office or deliberations about staffing needs in general. Into Executive Session at 6:54 p.m. Out of Executive Session at 7:59 p.m. Adjourned at 7:59 p.m. Meridian City Council Meeting Agenda—Tuesday, May 26, 2015 Page 3 of 4 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 Meeting Agenda—Tuesday,May 26,2015 Page 4 of 4 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 May 26, 2015. A meeting of the Meridian City Council was called to order at 6:05 p.m., Tuesday, May 26, 2015, 2015, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Charlie Rountree, Keith Bird, David Zaremba, Joe Borton, Genesis Milam and Luke Cavener. Others Present: Bill Nary, Jaycee Holman, Bruce Chatterton, Warren Stewart, Jeff Lavey, Scott Colaianni, David Jones 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 X Mayor Tammy de Weerd De Weerd: Welcome to the City Council. We appreciate your patience. Sorry we are a few minutes late. Thank you for joining us. For the record it is Tuesday, May 26. It's five after 6:00. We will start with roll call attendance. 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 Stephanie Moore, Adult Discipleship Minister, Ten Mile Christian De Weerd: Item No. 3 is our community invocation. Tonight we will be led by Stephanie Moore with the Ten Mile Christian Church. Every time I say that I think did I just say it wrong. Thank you for joining us. We will invite you to join us in the community invocation or take this as an opportunity for a moment of reflection. Moore: Our God, we thank you so much for this evening. Some of us have come from a long day where we are wearied and others of us are really energized by the day we have had and either way, God, we want our attention to be on the items on this agenda, because they are important and they are the things that keep our city running smoothly. I thank you that we have officials and community members who are concerned with what goes on and they are invested in bringing about a common vision. And, God, we thank you so much that you are attentive to our city and to our people and that we can be led by Meridian City Council May 26, 2015 Page 2 of 21 you and encouraged by you and loved by you and so, God, we honor you with all that's in us and in Jesus' name we pray, amen. Item 4: Adoption of the Agenda De Weerd: Thank you. Item No. 4 is adoption of the agenda. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: On the agenda on Item 5-K, the resolution number is 15-0166. On Item 5-L the resolution number is 15-0167. And on Item 8-A and B, the applicant has requested those to continue to June 16th, 2015. On Item 9-D, the resolution number is 15-0168. And Item 11 we need to add a paragraph (a) to that list that will be considered under the Executive Session. 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 amended. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Item 5 is our Consent Agenda. Item 5: Consent Agenda A. Approve Minutes of May 19, 2015 City Council Meeting B. Approve Minutes of May 5, 2015 City Council PreCouncil Meeting C. FP 15-015 Heritage Grove Subdivision No. 2 by Green Village Development, Inc. Located Northwest Corner of N. Locust Grove Road and E. Ustick Road Request: Final Plat Approval of Twenty -Two (22) Single Family Residential Lots and Five (5) Common Lots on Approximately 4.31 Acres in the R-15 Zoning District D. FP 15-017 Timbergrove Subdivision by Steve Arnold Located West Side of N. Centrepoint Way and North of E. Ustick Road Request: Final Plat Approval Consisting of Twenty (20) Buildable Lots and One (1) Common Lot on Approximately 4.94 Acres in the C -G Zoning District Meridian City Council May 26, 2015 Page 3 of 21 E. FP 15-018 Vicenza Subdivision No. 2 by Cottonwood Development, LLC Located North of W. McMillan Road Between N. Black Cat Road and N. Ten Mile Road Request: Final Plat Approval Consisting of One (1) Building Lot and Ten (10) Common Lots on Approximately 9.34 Acres in the R-4 Zoning District F. FP 15-016 Paramount Subdivision No. 29 by Brighton Land Holdings, LLC Located West Side of N. Meridian Road and the North Side of W. McMillan Road Request: Final Plat Approval Consisting of Sixty -Two (62) Building Lots, Twelve (12) Common Lots and Three (3) Other Lots on 18.42 Acres of Land in an R-8 Zoning District G. Agreement with CESCO for the Mini Heavy Equipment Rodeo Event at the Public Works Week Expo H. Professional Services Agreement with High Street for Musical Talent for Concerts on Broadway in an amount not to exceed $3,500.00 Temporary License Agreement from RWP Meridian LLC to City of Meridian to for Public Works Week Promotional Purposes J. Approval of Change Order No. 1 to The Fresh Water Trust for the "Water Quality Trading Feasibility Study" Project for a Not -To - Exceed amount of $8,690.00 K. Resolution No. 15-0166: A Resolution (VAC 15-004) for the Vacation of the 5 -foot Wide Public Utility Easement that Lies Across Lot 2-5, Block 8 of Reflection Ridge Subdivision No. 3 Located Approximately'/2 mile South of E. Victory Road and mile West of S. Locust Grove Road in Section 30, Township 3 North, Range 1 East, Boise Meridian, City of Meridian, Ada County, Idaho L. Resolution No. 15-0167: Adopting Pathways Master Plan Amendments M. Approval of Change Orders No. 6 and 7 to BP2 Site Work for the "WWTP Maintenance Building" project for the Not -To -Exceed amounts of $42,897.16 and $30,632.00 respectively. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Meridian City Council May 26, 2015 Page 4 of 21 Rountree: I move that we approve the Consent Agenda with the previously added 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 call roll. Roll Call: Bird, yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. MOTION CARRIED: ALL AYES. Item 6: Items Moved From Consent Agenda Item 7: Community Items/Presentations A. Youth Scholarship Presentation to Cady Snell De Weerd: I think you already got all ayes. Motion carried. I have the privilege of this next item on 7-A giving a youth scholarship to I think a face that should look familiar to City Council. Just to -- to remind our Council and certainly to set the stage, our scholarships are funded by the State of the City sponsors. It's really been a long-term commitment to making sure that as we look at the State of the City we stay committed to the youth of our community and the youth scholarships are to recognize youth that have generously given their time and talent to our community in some fashion. It's not just about school performance, it is about community involvement and community engagement and so we do have a panel of raters that are represented -- represented by various stakeholders in our community that we redact the names and some of the identifiers, so we cannot be biased to any particular person, but really rate them on the merit of what the scholarship was intended to do and so this first scholarship award winner is a winner. She has been our chair for the Mayor's Youth Advisory Council for the last two years and certainly as Cady has been involved with the Mayor's Youth Advisory Council, we have seen a lot of individual growth and certainly leadership growth and let me read a few words about Cady. Cady is graduating from Rocky Mountain High School. She has been a leader in the Mayor's Youth Advisory Council for the last four years, serving the last two as chair. Cady has been instrumental in the success of Ball and the Hall and played a major effort in the leadership development of others through fundraising for the National League of Cities that was held in Austin this last fall. In addition to her time in MYAC Cady is involved in the Mayor's Anti -Drug Coalition, serving on the Strategic Prevention Framework Committee. She has also served as one of the ten national teen influencers through Mothers Against Drunk Driving. Cady will begin college this fall at Grand Canyon University and I can't believe she's leaving Meridian. But she hopes to become a high school English teacher and as we send Cady off with a scholarship, investing in her future, because she invested in our communities. We do hope that she will find her way back. So, I'm trying not to be emotional. To -- to use her -- continue to Meridian City Council May 25, 2015 Page 5 of 21 use her talents, her passion for this community and, Cady, I will invite you to come forward at this time. And I will tell you that Cady is having her graduation party tonight and it's going on right now. So, we are very privileged to have you here, Cady, and this is not your thousand dollar scholarship. We will send that directly to the university. But just a small token of our appreciation for everything you have done in our community. Snell: I would just like to say thank you to the City Council members for supporting me and MYAC in everything we have done and I just feel blessed to have been a part of this wonderful city and for the Council and community. So, thank you. B. Youth Scholarship Presentation to Courtney Kelly De Weerd: Our second senior, Courtney Kelly -- is Courtney here? Thank you for being here. Is graduating from Mountain View High School and has a weighted GPA of 4.13. Courtney says music is her passion and has played the violin for as long as she can remember in a variety of orchestras. She has also made volunteering and giving back to the community a priority in her daily life. She has served as a Meridian Food Bank volunteer, participated in the Project Linus to make fleece blankets for City Light Women and Children's Center. She has helped at the Boise River of Life Rescue Mission. Has been involved in Rake Up Boise and Rake Up Meridian, as well as numerous other volunteer activities. Courtney plans at attend the College of Idaho and double major in biology and music and so if you will join me in welcoming Courtney Kelly up front. Kelly: I just want to say I'm deeply honored to be a part of this community and am deeply thankful to all the Council members for awarding me this scholarship. Thank you. De Weerd: Thank you. Courtney, thank you for joining us. And, certainly, as Cady ran off to join her party again, I can tell you I heard comments from those that -- that did the evaluating of all those that applied for these city scholarships how outstanding those that applied were. Truly we have a bright future with the teens from the City of Meridian and just, Courtney, thank you for joining us and we wish you nothing but success and as I mentioned to Cady, we do hope as you have invested in our community and the community in turn has invested that back into your education that you will remember to come home and have your career and raising your family here. So, thanks for joining us. And you don't have to stay if you do not want to. It's not tied to the scholarship. Item 8: Action Items A. Continued from May 5, 2015: FP 15-013 Silverwater Subdivision No. 2 by Trilogy Development Located at the South Side of E. Victory Road on the East Side of S. Standing Timber Way, in the NW 1/4 of Section 30, Township 3N., Range 1 E., Request for Final Plat Consisting of 2 Common Lots on 4.67 Acres of Land in the R-8 Zoning District Meridian City Council May 26, 2015 Page 6 of 21 B. Continued from May 5, 2015: FP 15-012 Silverwater Subdivision No. 3 by Trilogy Development Located at the South Side of E. Victory Road Midway Between S. Meridian Rd and S. Locust Grove Rd. in the NE 1/4 of Section 30, Township 3N., Range 1E., Request for Final Plat Consisting of 42 Common Lots, 6 Common lots, and 1 Other Lot on 17.22 Acres of Land in the R-8 Zoning District De Weerd; Okay. Item 8-A and B have been requested to continue to June 16th and that's Final Plat 15-013 and Final Plat 15-012. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we continue FP 15-013 and FP 15-012 to June 16th, 2015. Milam: Second. De Weerd: I have a motion and a second to continue these two items to June 16th, 2015. All those in favor say aye. All ayes. Motion carries. MOTION CARRIED: ALL AYES. Item 9: Department Reports A. Meridian Arts Commission FY15 Budget Amendment for Traffic Box Wrapping in the Not -to -Exceed Amount of $5,000.00 De Weerd: Item 9-A is under our Arts Commission and we have Mary and Hillary here from the Arts Commission to address these next two items. Thank you for joining us. Hillary, I think you're still young enough looking you could have gotten that scholarship. Bodnar: I went to U of I. 1 don't know if I have to state my name. I'm Hillary Bodnar and I'm here to stand for any questions regarding the Meridian Arts Commission budget amendment for traffic box wrapping for the not to exceed amount of 5,000 dollars. You have got the amendment in front of you. This is with MDC and they are going to reimburse the city 5,000 dollars for the wrap traffic boxes in downtown Meridian. De Weerd: A pass through to make sure that we get that -- the money to the Arts Commission who -- Mary, maybe you can talk a little bit about the art that was selected, how it was selected and give us a little background. Jensen: I can. And I believe you will be seeing this art in the coming weeks -- maybe even next week. Soon. So, hopefully, this will just lead up to that for you. But we did do a public call to not only artists, but any art enthusiast within the community. So, we had Meridian City Council May 26, 2015 Page 7 of 21 school children all the way up to professional artists that submitted their artwork for the traffic boxes. A small number of commissioners were selected to go through all of the art -- remind me of how many pieces. Two hundred -- Bodnar: Two hundred and fifty-nine pieces submitted. Jensen: Two hundred and fifty-nine pieces of art from our community and all of it, from what I saw, was great. They didn't get to select of them, of course, but I think they will have around 60 for you to see. We are creating a repository of artwork that we are holding for a year, I believe, and we will be able to use that collected artwork as more money becomes available to wrap each traffic box. So, we are really excited about it. I wish I had a picture here, but you will get to see them soon and it's been a great process. De Weerd: That's great. And that repository will also -- if someone in the community would like to sponsor a box it has -- it's art that they can choose from; correct? Jensen: Correct. Yes De Weerd: Excellent. Counsel, any questions? Rountree: No. The repository approach I think is a great idea. Bird: Yes. Rountree: It gives an opportunity to give everybody a chance to have some of their art displayed and if there is 60 that are really great that's even better. Jensen: We are very excited about it. Bodnar: Yeah. Milam: Madam Mayor? De Weerd: Yes, Mrs. Milam. Milam: I move that we approve the budget amendment for traffic box wrapping in the not to exceed amount of 5,000 dollars. Bird: Second. De Weerd: I have a motion and a second to approve 9-A. 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 carries. Meridian City Council May 26, 2015 Page 8 of 21 MOTION CARRIED: ALL AYES. B. Meridian Arts Commission FY2015 Budget Amendment for Concerts on Broadway Scholarship Funds for the Not -to -Exceed Amount of $15,000.00 De Weerd: 9-B is also our budget amendment for Concerts on Broadway. Bodnar: Yes. So, Concerts on Broadway we are just requesting the sponsorship funds that were already entered through cash receipts and received by sponsors who have agreed to sponsor the concerts this year and the details are also in the budget amendment. De Weerd: Thank you. Council, any questions? Bird: I have none. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Seeing none, I move that we approve the budget amendment for Concerts on Broadway scholarship funds for the not to exceed amount of 15,000 dollars. Rountree: Second. Cavener: Second. De Weerd: I have a motion and a second to approve Item 9-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. MOTION CARRIED: ALL AYES. De Weerd: Thank you. And thank you for joining us. Borton: Madam Mayor? Real quick. Mary, before you take off. This -- I mean this is a little example of the awesome work that the commission does and the time and effort that you put into the art box wrap, for example, among other things, is really important. If there was ever any worry or thought that that work goes unappreciated or seen, don't feel that way. For me in particular it's really important to have that diverse service on the commission to be able to make the recommendations, go through the process you went through. It's important for all of us to -- to make the decision to support the arts. It's part Meridian City Council May 26, 2015 Page 9 of 21 of our strategic plan now in the city. So, I really, really appreciate the efforts on this project and the ones going forward, so -- Jensen: Thank you, Councilman Borton, and I should let you all know that it does not feel like we are unseen. With the addition of our brand new arts administrator it has actually streamlined our process by a million times and we know that that decision came from you and we are thrilled to have Hillary working with us and for us. It has helped so much. It's really -- I think you're going to see even more from the Arts Commission this year because of her. Thank you. Rountree: Super. De Weerd; And I will tell you -- I'm sure you already know, but Hillary has been a huge advocate and really gives profile to the Arts Commission as well. So, we want to thank the Commission and certainly you, too, Hillary. Bodnar: Thank you C. Economic Development: Discussion of Resolution and Lease Agreement between the City of Meridian and New Ventures Lab, Inc. for 33 East Idaho Avenue Continued to June 2, 2015 D. Economic Development: Approval of Resolution No. 15-0168: Resolution Approving Lease Agreement with New Ventures Lab Inc. for 33 E. Idaho Ave. De Weerd: Okay. 9-C is under our Economic Development. I will turn this over to Bruce. Chatterton: Madam Mayor, Council Members, the lease you have in front of you, of course, is for the New Ventures Lab and represents a nice milestone for our downtown, being able to get this code work, in quotes, incubator for our downtown. We have been working for this for a while. You have previously heard I think the broad outlines of this -- about this lease. I can certainly review them a little bit in more detail with you, but in broad terms it's a three year lease. There will be no rent or a dollar a year for the first year. Year two the lease rate would be negotiated and, of course, that's a process of comparing notes with the -- Rick Ritter's company to see how they have been able to fill up the spaces available, but the lease in no -- in no circumstances be less than 1,667 dollars a month and, then, ditto for year three. There is a negotiation period and that minimum lease. It is important to note that there is no quote, unquote, out for this city, that we are committing to three years. The feeling, of course, from Rick Ritter and company was that they are making this investment in our downtown and did not want to -- if circumstances conspired to have the rug pulled out from under them, that they wouldn't want to be making that commitment either. Really want to appreciate the efforts of our legal staff, Ted and Mr. Nary, for their diligence in crafting this lease and working with the New Ventures Lab and special out to Max and Eric for getting the tenant improvements done in a timely fashion. Happy to answer any questions. Meridian City Council May 26, 2015 Page 10 of 21 Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Bruce, I got a -- you say there is no out for the city and what does this gentleman start -- what kind of skin in the game has he got to start with? Chatterton: He is bringing -- Madam Mayor, Council Member Bird, he is bringing in -- he is filling the space up, so there is commitment for furniture, fixtures, and equipment. It's the usual risk I think associated with a new business, minus, of course, the -- the incentive of getting the building filled up for these new budding businesses in our downtown. Bird: Madam Mayor? De Weerd: And isn't there also commitment to a certain number of events as well? Chatterton: Yes. That's correct, Madam Mayor. There are several things built into the lease -- not only filling the space up, but having events in that space and the activity that goes along with that. De Weerd: Mr. Bird. Bird: Yeah. Bruce, but he is bringing -- he is going to be out some to get the office set up as you just said. Chatterton: That's correct. Bird: But isn't he also going to get some rent from these people? Chatterton: Yes. And, Madam Mayor, Councilman Bird, yes, that -- I think the idea is that we launch them with this almost free situation and as they fill up, then, we negotiate that lease based upon how well it's filled up. So, we have stop gap of the -- of the 1,600 dollars and change a month, but it could be more than that based upon the number of tenants that are brought into the space. Bird: Follow up, Madam Mayor? De Weerd: Uh-huh. Bird: Bruce, but do we have anything to say in what he is going to charge the occupants? Chatterton: Madam Mayor, Councilman Bird, no, I don't believe we are -- we are doing any kind of rent control. Bird: Okay. Meridian City Council May 26, 2015 Page 11 of 21 Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Bruce, to your comment on the -- on the commitments, I don't know see them in the lease as far as the events or maybe a pacing on -- and I might have been -- I might be missing it. I understand there is discussion, but I don't know if there are actual firm deliverables they had -- De Weerd: I'm sorry, we have some side conversations going on. Go ahead. apologize. Chatterton: Apologize. Madam Mayor, Council Member Borton, I thought that that was in the lease. I'm not seeing it here. There certainly is an understanding and there are actual events scheduled beyond the groundbreaking for the space, many of which have been advertised. So, I apologize if I characterized that as actually being in the lease. Borton: Madam Mayor? The reason I ask is -- is are those firm deliverables critical to insuring the success of the incubator, the idea being we wanted to facilitate these things to happen; right? These types of end uses and users incubate and want them to flourish, maybe that's done through classes and some of these benchmarks that were important to us to make sure they delivered on. Chatterton: Madam Mayor, Council Member Borton, yeah, I think that they are important, but perhaps not -- it's not the sort of thing I think you would typically see in a lease and certainly there is an understanding that those events make the use, the co -work use successful and so, therefore, the tenant is motivated to do those things. De Weerd: Mr. Nary, do you have anything that should be added to that? Nary: Madam Mayor, Members of the Council, we don't have any proposal or requirement that's attached to the lease. It's just a building lease for the space. If the -- if the preference of the Council would be to include that as a deliverable, as Council Member Borton -- we certainly can. We haven't had that discussion with this tenant or the prior tenant. I mean we have just simply leased the space. But if you want to have a deliverable, I guess we could talk to Mr. Ritter. I don't know that he would have any objection to that. He, obviously, has a business plan that he's proposed is why he's here, if you want to tie that to the lease we could certainly do that. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: On those regards, it's -- it's understood to us who are sitting in this room right now, but as we have seen in other situations if it's not in writing and it's not part of it, things Meridian City Council May 26, 2015 Page 12 of 21 change and people change or positions change and that what's understood may not be the same. So, I would prefer that anything that is supposed to be affiliated with this particular lease be in writing. If that's a correct term. De Weerd: Anything affiliated. That's pretty broad. Milam: Well, if it's supposed to be part of the agreement, then, it should be in writing and so if him having a certain amount of events per year or per month or whatever the agreement is, then, it should be in writing. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: To that point and the business -- you know, my questions come from not necessarily trying to -- desiring to micromanage the specifics on how you make an incubator successful, but really make sure there is some sort of sideboards and -- and plan and maybe it's as simple as there -- is there is a business plan and they are going to endeavor to use the premises consistent with the plan, something that gives us some comfort that we know the direction that the use is taking. Chatterton: Madam Mayor, Council Member Borton, so are you saying that if they -- we have a document that -- the business plan that Mr. Nary referred to earlier, for the use of the space, including reference to events, that that be referenced in the lease or -- I'm trying to understand what you're saying. Borton: Yeah. It could be an exhibit to it that they are referencing they are going to operate consistent with. It gives us some comfort. We all know 18 months down the road why we did what we did and how and are they making progress towards what we all intended to occur. Something measurable. De Weerd: Well, we asked them to do that for that very reason, to even start considering this -- this arrangement, so -- Chatterton: And, Madam Mayor, that exists -- the business plan exists. I don't have it here tonight and I can't present that to you tonight. But if it's the desire of the Council that we bring that forward as a document at our next meeting we can certainly do that. I will work with legal to find out how -- the relationship of that to the lease, so that you all have the assurance that you need. De Weerd: I think, as Joe mentioned, it can be referenced and attached. Nary: Madam Mayor, I think it would be a simple fix. If you want to move this item to next week's agenda I will get a hold of Mr. Ritter in the morning. I don't think that's problematic. I think we are simply going to take the business plan that he has already proposed that Meridian City Council May 26, 2015 Page 13 of 21 what he was going to do with the building and simply make an addendum an attachment to this lease, so -- yeah, we can just put it on next week if you are okay with that. De Weerd: Okay. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Seeing that and with Bruce's permission, I would move that we take these two items -- the discussion of the lease and also the proposed resolution, Items 9-C and 9-D and move them to the August -- or June -- I'm getting way ahead. June 2nd meeting, 2016, and bring back the business plan as an attachment. Milam: Second. Borton: Second. De Weerd: Okay. I have a motion and a second. Any -- to continue this item until next Tuesday. All those in favor? That was just as coordinated as my request; right? MOTION CARRIED: ALL AYES. E. Police Department: Presentation of Body Worn Cameras De Weerd: Item 9-E is under our Police Department. Colaianni: Madam Mayor, Council Members, I was just telling the chief that it's a good thing I didn't bring a PowerPoint, because right before I came over here I kicked the side of my computer and snapped my thumb drive in two, so there was no PowerPoint. There was a PowerPoint on that, but there is no PowerPoint tonight. So, you get the verbiage version of this. I wanted to give you -- the Council an update of where we are at on the body worn program -- body worn camera program. It's been just about 18 months since we initiated this project at the police department and since, then, of course, there has been a lot of national dialogue on body worn cameras and regarding their deployment and use in a government setting. And I will say this in watching the national dialogue in the 18 months it's a testament to the city and its leadership here how we got out in front of this long ago. We had these conversations internally, we saw where this was going, and we are in a good place right now. We are just about ready to roll it out in the next week or so. So, this process has been deliberate, it has been calculated, and it's been scheduled and it's taken us this long to get here for many reasons. One is that this just isn't something where you put a camera on somebody and start recording. There is a lot that goes into this. There is a lot of thought process and I have learned a lot in putting this project together. Initially we were looking at all sorts of cameras and testing them and, you know, you get caught up in the camera does this and the camera does that. The cameras all do, essentially, the same thing. What's important is how you manage the data, how you store Meridian City Council May 26, 2015 Page 14 of 21 the data, how you manage the technology, how you manage the cost, how you manage the policy, because technology often doesn't fail, it's the management of it that does and so we spent a lot of time behind the scenes building those programs and understanding the functionality of it and so it's kind of brought us to this point where next week we are going to start out in phases rolling out the camera program and one of the things we wanted to look at and work with legal on is our retention rate of this video. Certainly that's not something that we take lightly when you're recording the public. We want to make sure that we are retaining it for the proper period of time to adjudicate cases, to settle any claims that may come against the city, but at the same time if it's not something we need, then, it's something that we need to get rid of. So, we spent a lot of time doing that. We identified a lot of work flow issues with the officers. We didn't want to have them spending a great amount of time tagging these videos and go through all the cumbersome moving videos here to there and docking and all this, because it wastes time, it wastes resources. We want them on the streets. We want them in the community. So, we studied that and we came up with what we think is a very good system of downloading the videos, so it's just almost errorless. We looked at the technology life cycle. All technology has a life cycle and you have to understand that, because at some point you have to replace it, you have to replenish it. We took a hard look at that and we did a five year contract with this company and at year two and a half they are going to come in and replenish everything we have and give us all brand new stuff and at year five they will do the same thing. It's important, because technology changes so quickly and so rapidly you just can't keep up with this. So, we took at hard look at making sure that we were leveraging our dollars wisely and that we were on top of this for the next foreseeable future, so we could stay within the technology. We had to look at access. Who would have access to what. Who has permissions to what. What does the storage look like? What is the training going to look like? Who is going to manage it? Who is going to do the redaction? Who is going to do the public information request? These are all these things that have to be answered behind the scenes to make this program run. What about laying the privacy and the transparency together? It's very important. We have to balance that. We want to be very transparent as an organization, but we also have to balance privacy as well. It took a long time to get through that and I have to thank Bill Nary's office, especially Emily Kane, who spent, I don't know, countless hours with me side by side looking on retention rates, state statute, city ordinances, and what we should be doing and the best balance of how long we need to keep these. Some of the other stakeholders that I have reached out to is -- we reached out to the ACLU, I wanted their feedback. I wanted to know what it is they thought of our policy and how we are doing business here and I received that feedback and I think we are real close. I think we are real close. I reached out to ICRMP, I wanted to understand what was important to them. I have reached out to the Ada County Paramedics, because there is going to be times where we have body worn cameras and we are back in the paramedic wagon with somebody. I reached out to our fire department and provided some training for them. We reached out to St. Luke's in town. I met with their folks and let them know what was going on. They understand that across the nation in all their hospitals this is going to be the new normal where officers are showing up for incidents inside the hospitals and they are running video and there is a lot to take in there, because you have doctors and nurses and patients and everything and it's a lot to take in. So, we reached out to them, talked with them. Met with all other law enforcement Meridian City Council May 26, 2015 Page 15 of 21 agencies that we interact with on a daily basis to let them know what we were doing. So, I think it was really important that we, through that outreach, everybody understands what the expectations are and what we are doing. So, we did a lot of that. And what we did learn, too, is there are limitations to these cameras. It's not a perfect system. There is no such thing as a perfect system. It's simply a tool that we will use for risk management. For evidence collection. But it's not a perfect tool by any means and to kind of put it in perspective, it's a camera, it sits -- it sits on the body. It's an eye tracker. It doesn't move with your eyes, it just sits there. So, dependent on where your body is at and how it looks and where it's at -- you may get some recording, you may not. It only picks up sound and video. It doesn't pick up, you know, the smell on the road, it doesn't pick up what an officer is feeling or what their emotions are. It doesn't pick up those little other senses. The camera only picks up 75 degrees, not 360, so -- and from time to time the cameras will get blocked. It's kind of like a sporting event, the best way I can explain it. If you have ever watched sports, how many camera angles do you have to see before they, you know, can recognize whether it's a fumble or a touchdown. That's not how this works. You have one camera and one angle. It's not a sporting event. And so I always try and put it in perspective when I'm training people, when I'm talking to prosecutors and such, because the -- I want to make sure that bar is set right. I want to make sure they understand that when they are getting these things that they are like, well, how come can't see from here and here and here. Because it's just a camera, it just sits on the collar so -- and judging distances can be difficult on cameras when you're looking at video and certainly, even if there is video, we don't all agree in what we see. Everybody has biases and opinions, so we could all get into a room and watch a video and everybody is going to interpret it differently, so I won't answer all the questions. But it's going to be very successful. I think we have done a good job. I'm excited for it, to finally get it done and behind me, so I can move on to the next project. And cameras will never replace good police work. It will never replace being good to our citizens. It will never replace going around the community and talking to people. It's just another tool. So, we will continue to do all those things that is expected of us. So, for that I will stand for any questions. De Weerd: Thank you, Scott. And I appreciate the extensive outreach that you have had in -- in looking from every angle and every viewpoint to make sure that we are considering everything as we look to roll this out. I think it's -- it's very judicial on what you have done and want to thank you for that. Colaianni: Thank you, Mayor. De Weerd: Council, any questions? Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Scott, you mentioned that you're going to have an update of your stuff in two and a half years and you gave us a list of mostly equipment. Does that also apply to Meridian City Council May 26, 2015 Page 16 of 21 software and the idea that the software might have to have a shelf life of a number of years based on how long you're going to be retaining the data? Colaianni: Madam Mayor, Councilman Rountree, yes. Great question. Yes. Everything that's -- it's the software, the storage, everything that comes with it. The hardware. We are locked into those pricings for five years and so we, again, go back to what's the right thing to do with the dollars here, because it can -- this kind of stuff can get away from you pretty quickly. Rountree: Yeah Cavener: Madam Mayor? De Weerd: And you have been working with IT Colaianni: Yes. De Weerd: -- almost as extensively as Emily Kane Colaianni: They have been fantastic and I apologize for -- Dave and Mike Tanner have been fantastic behind the scenes. I mean they have been through the very beginning of this and deploying it and they are always fantastic to work with. I can't complaint about the IT Department ever. Even when my computer doesn't work I don't. Because I will never get it again. De Weerd: Yeah. We already know. You break it off. Okay. Mr. Cavener. Cavener: Madam Mayor. Scott, appreciate the update. A couple of just clarification points related to the equipment. Ultimately do we retain ownership of that equipment or does the vendor retain ownership of that equipment? At the end of the five years if we said we want to go with somebody else do they take all the equipment back or is that our own equipment? Colaianni: Madam Mayor, Councilman Cavener, that's our equipment. We own it. It's ours and they are just replenishing it. So, at the end of the five years if we want to hang onto it we can hang onto it, if we decide we want to go for another vendor, then, we just own the equipment and we will go a different route. Cavener: Madam Mayor, follow up? Related to the video, does the contractor that we are working with, do they have any ownership of any of the videos that we capture? Are they able to monitor and retain and use it for any of their own purposes or is it our equipment and our video and it stays with us? Colaianni: Madam Mayor, Councilman Cavener, another fantastic question. It's almost like you have a father that's an officer. It is ours. The video is actually -- when it's adopted at night, it's encrypted and goes into a queue that belongs to the officer, so only Meridian City Council May 26, 2015 Page 17 of 21 the officer has access to their own video. Other officers can't see other officers' video. It's all encrypted. It can't be deleted or edited and we control the permissions in the program. We control who we allow into those -- those sites and what level permission we give them and there is an audit trail that comes with every camera, so anytime someone opens up a video, touches, does anything to it, there is an audit trail that tracks all the way down to the IP address of the computer they are doing it from. Cavener: Mayor, one more. I have one more question. Scott, maybe you touched on this and I just missed it, but what is our retention rate? How long are we going to hold this video for? Colaianni: Sure. Sure. Madam Mayor, Mr. Cavener, so for the major cases the way we settled out is the top major cases, your terrorism, our murders and such, we will keep those for a hundred years. For all other cases -- all other felonies, your run-of-the-mill misdemeanors and such like that, that's three years or until the case is adjudicated. If the case is adjudicated within a year, as long as there is no appeal, then, we will remove the video and it goes away. If there is no enforcement action -- and these would be your typical -- a traffic stop is made by an officer and we have warned the citizen for speeding, but there is no citation tied to it or no -- no case tied to it at all for adjudication purposes, we will keep that for 210 days and that may seem like an odd number, but ICRMP says the tort claim period is 180 days and they wanted a little balance on the end in case something happened, so at 210 days and no enforcement action, no kind of -- case goes away, it's deleted out of the system and, then, if there is any errors that come up. An officer accidentally turns it on, you know, while they are in the car or, I don't know, in the break room, then, we delete those within 14 days. We have no need to keep those. And that's for -- we don't need to keep those videos and it's for cost containment as well. Cavener: Madam Mayor, sorry, one more question. Now I have got a mind blank. I'm good I guess for now. Colaianni: Thank you. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Scott, where does the City of Meridian sit relative to the sister agencies around us with the use of body worn cameras, implementation scheduling, et cetera? Colaianni: Sure. Madam Mayor, Mr. Borton, yeah, that's a great question. So, we are ahead of Boise. The -- Ada county has been rolled out for about eight months. And I can't speak to Garden City. I know that they were testing and evaluating cameras. I feel pretty comfortable telling you by this time next year there probably won't be an agency in Ada or Canyon country that isn't in the body worn camera business. It's just everybody is trending that way. Boise will probably be the last city to get on board with it. They have Meridian City Council May 26, 2015 Page 18 of 21 been slow to move and we have been slow to move, too, but it's been deliberate and planned that way. So, we are right there. Borton: Okay. Cavener: Madam Mayor? Sorry, it came back. De Weerd: Ah. Cavener: Scott -- so, I know that we have had some of our officers that have been piloting this. I'm just curious about the amount of their time. You touched on that briefly and it sounds like it's -- they are logging okay. You know, five traffic stops and, oh, I had my camera on when I was at lunch, I need to delete that part out. How much time are they spending on their shift going through and logging and categorizing these videos? Colaianni: Madam Mayor, Mr. Cavener. Good question. When we studied the work flow we identified early on when we were T'ing and Fing, that officers were spending what we felt was too much time tagging and messing around with the videos to try and get them in their proper places and so we recognize that and Mike Tanner actually helped lead building a parsing system that we interface with with Taser at night and when the officers dock their cameras everything is tagged and automatically put into categories behind the scenes at night after they go home. It's a very slick system. We are just finishing the beta testing this week. So, to answer your question, minutes. They have to come in and write reports anyway, so they will pull up plus the camera into the tower and they will play the video while they are typing their reports, but with all the tagging and everything, once we get the beta testing done, it's all done behind the scenes. They don't have to mess with that anymore. Cavener: Thank you. De Weerd: Awesome. Colaianni: Mike Tanner is a genius. De Weerd: Don't tell people that. Okay. Anything -- any other questions? Bird: Madam Mayor? De Weerd: Okay. Mr. Bird. Bird: Just to add what you stated earlier, Scott, you and the chief and all your people, I'm so happy that you reached out to everybody before we jumped into this, to make sure that we do it right and we don't have the problems that other places have and I certainly appreciate that. Meridian City Council May 26, 2015 Page 19 of 21 Colaianni: Yeah. And it's been a group effort. It hasn't been me. Your leadership and understanding what our needs were and leadership from the police department, the chief, the deputy chief, and IT and legal, there has been a lot of players at this table, it isn't just me. I have just been a facilitator and managing the programs and getting it here, but we have worked with Ada county prosecutors office, the Boise city prosecutor's office, I mean everybody has been there. I have worked with Jan Bennetts and Terry Deardon and all of them and so they understand, because it affects them. It affects other people and if it affects other people you have to listen to what they have to say. So, it was important to me, because this is a big deal. We have even -- we have even reached out to the media, done several media spots with them to talk to them about what our limitations are in the programs, too, so -- De Weerd: Great. Well, thank you for the update. Borton: Madam Mayor? De Weerd: Yes. Borton: To that point, Scott, you probably do this, but certainly thank all of the agencies that help and share information. You know, this valley is blessed to be cooperative in that regard and help each other out and they are going to be asking us as they implement their cameras or other systems the are going use and we will cooperate with them. It's really valuable. Colaianni: Madam Mayor -- Madam Mayor, Mr. Borton, I -- just this past week -- last week there was a contingent of IT, human resource, attorney, and command staff from Twin Falls PD that came up and met with me, because they were writing a grant for body worn cameras and they wanted to see our program. They heard through the chief what we had done and some of the things that we had done with packing and -- and our policy and our outreach and they wanted to know everything about it and kind of copy and mold what we did. So, that's a testament to the leadership in front of me and this department. And it's been a good journey, because over the last few years that you have all sat here we have completely redone our policy manual. We have revamped our training program. We have brought in body worn cameras -- I mean we have done electrical stuff and we have got accredited through the state of Idaho and we have done some fantastic things over there and this department has been well versed in professionalism over the last few years with the certifications and everything, so it's made me proud to work for it. Borton: Okay. Thank you. Item 10: Future Meeting Topics De Weerd: Thank you, Lieutenant. Item No. 10, Future Meeting Topics. Seeing none, Council, I would just -- I do want to point out last week the -- during EMS week, Ada County Paramedics recognized the city in their community hero section for our Heart Safe initiative and certainly appreciate Deputy Chief Jones for his leadership in this and Meridian City Council May 26, 2015 Page 20 of 21 certainly the passion that he continues to encourage others to join in and I had Mr. Siddoway and Chief Lavey and Chief Niemeyer and Deputy Chief Jones and I were there to receive the award on behalf of our community and it was interesting -- and this is something I need to share for Deputy Chief Jones in terms of after our memorial service at the Rock of Honor yesterday I had a woman come up and give her appreciation to the AED program, in particular that those AEDs are now on our police and our police patrol cars and she lost her husband over a year ago to a heart event and the first responder was a police officer. He knew CPR, but he did not have the AED that could have saved those moments that might have increased his survivability of that event. So, she was just so appreciative of what the city is doing in the Heart Safe initiative and being recognized by the Ada County Paramedics and their -- their program and their statements in terms of hoping that other communities followed suit and we made an important connection there with St. Luke's, as well that has a serious interest in what we are doing and wants to partner. So, just wanted to share that with you and in particular, since Chief Jones is here, that we could give recognition to your leadership. Jones: Thank you very much. Item 11: Executive Session Per Idaho State Code 67-2345 (1)(d)(f): (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 Amended onto the agenda: (a) To consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need. This paragraph does not apply to filling a vacancy in an elective office or deliberations about staffing needs in general. De Weerd: So, thank you. Okay. Item 11 is Executive Session. I would entertain a motion. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345(1)(a), (1)(b), (1)(0. Borton: 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. Meridian City Council May 26, 2015 Page 21 of 21 MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (7:54 p.m. to 7:59 p.m.) Bird: Madam Mayor? De Weerd: Yes. Bird: I move come out of Executive Session. Rountree: Second. De Weerd: All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Bird: Madam Mayor? De Weerd: Yes, Mr. Bird. Bird: I move we adjourn. Rountree: Second. De Weerd: All in favor. All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 7:59 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) J ^id DATE APPROVED �. tESid ATTEST: , CITY CL AUGUST t 9� IDAHO !` J1iiAL y V y�f�0�lI, TWIN"1Q0' P