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HomeMy WebLinkAbout2016-01-12C: �** - E IDIAN Ikk���tk« CITY COUNCIL WORKSHOP MEETING AGENDA City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday, January 12, 2016 at 3:00 PM 1. Roll -Call Attendance O David Zaremba X Joe Borton X Ty Palmer X Keith Bird X Genesis Milam X Luke Cavener X Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Adoption of the Agenda Adopted 4. Proclamation A. Proclamation for Meridian Future Farmers of America Day 5. Consent Agenda Approved A. Approve Minutes of December 15, 2015 City Council Meeting B. Approve Minutes of December 15, 2015 City Council PreCouncil Meeting C. Approve Minutes of December 15, 2015 City Council Joint Meeting D. Approve Minutes of December 22, 2015 City Council Meeting E. Resolution No. 16-1110: Adopting Amended Bylaws of Meridian Arts Commission F. Resolution No. 16-1111: Adopting Amended Bylaws of Meridian Parks and Recreation Commission Meridian City Council Meeting Agenda Tuesday, January 12, 2016 — 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. G. Final Order: Oaks South Subdivision No. 3 (H-2015-0038) by Coleman Homes, LLC Located South Side of W. McMillan Road Between N. McDermott Road and N. Black Cat Road Request: Final Plat Consisting of Forty (40) Single Family Residential Lots and Five (5) Common Lots on 9.09 Acres of Land in the R-8 Zoning District H. Irrigation Crossing Agreement with Bureau of Reclamation for the Amity Waterline Crossing of the Farr Lateral and Watkins Drain on Amity Road I. Interagency Agreement with the Ada County Highway District for: Water and Sewer Improvements to be Included with the Franklin Road, Black Cat Road to Ten Mile Road Widening Project and Payment of the Estimated Construction Cost of $971,000.00 up Front as Required by the Idaho Transportation Department J. Approval of Task Order 10014.a to CH2M HILL ENGINEERS, INC. for the "Well 32 Test and Production Well Design" project for a Not -To -Exceed amount of $79,750.00. K. Approval of Contract Amendment 4 and Assignment of Agreement for Bulk Ferric Chloride from Weschem, Inc to BHS Marketing, LLC. L. Approval of Change Order No 2 to Task Order 10044 to CH2M Hill Engineers, Inc for the " WRRF HEADWORKS CAPACITY EXPANSION — DESIGN" project for a Not -To -Exceed amount of $42,500.00 M. Approval of Award of Bid and Agreement to AME ELECTRIC, INC for the "Wastewater Resource Recovery Facility DIGESTER 4 AND 5 PLC UPGRADES" Project for a Not -To -Exceed Amount of $66,000.00 N. Professional Service Agreement for Traffic Box Wrap Art - "Creature of a Faraway Land," by Grace Cooper at Eagle Road and St. Luke's Street O. Acceptance Agreements for Display of Artwork in Initial Point Gallery, Meridian City Hall 1. Reba E. Robinson, January 8 to February 5, 2016 2. Michael Rusnack, January 8 to February 5, 2016 6. Community Items/Presentations A. Swear in City Council Seat 1 Anne Little Roberts Meridian City Council Meeting Agenda Tuesday, January 12, 2016 — 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. B. City Council: Election of New City Council Officers and Department Liaison Appointments President: Keith Bird/V. President: Joe Borton 7. Items Moved From the Consent Agenda None 8. Action Items Land Use Public Hearing Process: After the Public Hearing is opened the staff report will be presented -by the assigned City planner. Following Staffs report the applicant has up to 15 minutes to present their application. Each member of the public may provide testimony up to 3 minutes or if they are representing a larger group, such as a Homeowners Association, they are allowed 10 minutes. The applicant is then allowed 10 additional minutes to respond to the public's comments. No additional public testimony is taken once the public hearing is closed. A. Public Hearing Continued from January 5, 2016 for Eagle Commons at Overland (H-2015-0024) by Eagle Commons at Overland, LLC Located Northeast Corner of S. Eagle Road and E. Overland Road Approved wl Conditions 1. Request: Execute a Development Agreement Required with the Annexation of the Property for the Purpose of Including a Concept Plan and Specific Provisions Relevant to the Development of the Property 9. Department Reports A. Information Services: Annual Update B. Continued from December 22, 2015: Strategic Plan Update Approved C. Fire Department: Briefing on Meridian Fire's 1943 GMC Parade Fire Truck 1. Amended onto the Agenda: Resolution No. 16-1112: Declaring Surplus 1943 GMC Fire Parade Truck and Authorizing the Donation of the Truck to The Meridian Local 4627 Benevolent Fund Approved D. Public Works: FY2015 Engineering Project Close -Out Report E. Public Works: Budget Amendment to Reallocate $900,000.00 for the Wastewater Resource Recovery Facility Capacity Expansion Project Approved F. Public Works: Approval of Amendment No. 2 of Task Order 10601.A to Brown and Caldwell for the "Wastewater Resource Recovery Facility CAPACITY EXPANSION — DESIGN" project for a Not -To -Exceed amount of $2,513,918.00 Approved Meridian City Council Meeting Agenda Tuesday, January 12, 2016 — 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. G. Public Works: Approval of a Sole Source Purchase for Grit Removal Equipment for the Wastewater Resource Recovery Facility Capacity Expansion Project Approved H. City Council Liaison/Committee Updates 10. Ordinances A. Ordinance No. 16-1668: Changing Parks & Recreation Commission Regular Meeting Time to 5:30 p.m. and Updating Review Process for Parks Alcohol Permits Approved 11. Future Meeting Topics Adjourned at 7:53 p.m. Meridian City Council Meeting Agenda Tuesday, January 12, 2016 — 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 January 12, 2016 A meeting of the Meridian City Council was called to order at 3:03 p.m., Tuesday, January 12, 2016, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Keith Bird, Joe Borton, Genesis Milam , Luke Cavener, Ty Palmer and Anne Little-Roberts. Others Present: Bill Nary, Jaycee Holman, Caleb Hood, Sony Watters, Warren Stewart, John Overton, Mark Niemeyer and Dean Willis. Item 1: Roll-call Attendance: Roll call. X Anne Little Roberts X_ Joe Borton X__ Ty Palmer X_ Keith Bird __X__ Genesis Milam __X__ Lucas Cavener __X Mayor Tammy de Weerd De Weerd: Okay. I would like to start this meeting by welcoming everyone. Thank you for being here. We appreciate your attendance. For the record it is Tuesday, January 12th. It's a few minutes after 3:00. 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: Adoption of the Agenda De Weerd: Item No. 3 is adoption of the agenda. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: On 4-A, the proclamation we will put that on the agenda when the students show up to receive the proclamation. On 5-E the proposed resolution is 16-1110. On 5-F the proposed resolution is 16-1111. And on 9-C the resolution -- proposed resolution number is 16-1112 and that is declaring surplus 1963 GMCA -- GMC fire parade truck and authorizing the donation of the truck to the Meridian Local 4627 benevolent fund and on 10-A the ordinance number is 16-1668. With that, Mayor, I move we approve the agenda as noted. Meridian City Council Workshop January 12, 2016 Page 2 of 94 Borton: Second. De Weerd: I have a motion and a second to approve the agenda as read. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 5: Consent Agenda A. Approve Minutes of December 15, 2015 City Council Meeting B. Approve Minutes of December 15, 2015 City Council PreCouncil Meeting C. Approve Minutes of December 15, 2015 City Council Joint Meeting D. Approve Minutes of December 22, 2015 City Council Meeting E. Resolution No. 16-1110: Adopting Amended Bylaws of Meridian Arts Commission F. Resolution No. 16-1111: Adopting Amended Bylaws of Meridian Parks and Recreation Commission G. Final Order: Oaks South Subdivision No. 3 (H-2015-0038) by Coleman Homes, LLC Located South Side of W. McMillan Road Between N. McDermott Road and N. Black Cat Road Request: Final Plat Consisting of Forty (40) Single Family Residential Lots and Five (5) Common Lots on 9.09 Acres of Land in the R-8 Zoning District H. Irrigation Crossing Agreement with Bureau of Reclamation for the Amity Waterline Crossing of the Farr Lateral and Watkins Drain on Amity Road I. Interagency Agreement with the Ada County Highway District for: Water and Sewer Improvements to be Included with the Franklin Road, Black Cat Road to Ten Mile Road Widening Project and Payment of the Estimated Construction Cost of $971,000.00 up Front as Required by the Idaho Transportation Department J. Approval of Task Order 10014.a to CH2M HILL ENGINEERS, INC. for the “Well 32 Test and Production Well Design” project for a Not-To-Exceed amount of $79,750.00. Meridian City Council Workshop January 12, 2016 Page 3 of 94 K. Approval of Contract Amendment 4 and Assignment of Agreement for Bulk Ferric Chloride from Weschem, Inc to BHS Marketing, LLC. L. Approval of Change Order No 2 to Task Order 10044 to CH2M Hill Engineers, Inc for the “ WRRF HEADWORKS CAPACITY EXPANSION – DESIGN” project for a Not-To-Exceed amount of $42,500.00 M. Approval of Award of Bid and Agreement to AME ELECTRIC, INC for the “Wastewater Resource Recovery Facility DIGESTER 4 AND 5 PLC UPGRADES” Project for a Not -To-Exceed Amount of $66,000.00 N. Professional Service Agreement for Traffic Box Wrap Art - "Creature of a Faraway Land," by Grace Cooper at Eagle Road and St. Luke's Street O. Acceptance Agreements for Display of Artwork in Initial Point Gallery, Meridian City Hall 1. Reba E. Robinson, January 8 to February 5, 2016 2. Michael Rusnack, January 8 to February 5, 2016 De Weerd: Item 5 is the Consent Agenda. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: As stated, 5-E is resolution 16-1110 and 5-F is proposed resolution 16-1111. And with that I move we approve the Consent Agenda as published and for the Mayor to sign and the Clerk to attest. Cavener: 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; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea . De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Meridian City Council Workshop January 12, 2016 Page 4 of 94 Item 6: Community Items/Presentations A. Swear in City Council Seat 1 Anne Little Roberts De Weerd: Item 6-A is under Presentations and we will have the swearing in of our sixth City Council member and so I would ask Anne Little Roberts to, please, come forward and if you would like to bring your significant other, if he would like to stand with you as you take the oath of office. And, Doug, you don't have to raise your right hand. I just didn't know if you would be like Jan and say do I need to take the oath as well. It is kind of a joint thing, though. Holman: All right. Are you ready? Okay. So, please, raise your right hand and repeat after me. I, Anne Little Roberts, do solemnly swear or affirm that I will support the Constitution and laws of the United States. The Constitution and laws of the state of Idaho. And the ordinances and policies of the City of Meridian, Idaho. And that I will faithfully perform the duties of the office of City Council of Meridian, Idaho, to the best of my ability during the continuance of my term, so help me God. (Repeated by Anne Little Roberts.) B. City Council: Election of New City Council Officers and Department Liaison Appointments De Weerd: Okay. Item 6-B is under our City Council. We will have election of new City Council officers and, then, assign the department liaison appointments and I will go ahead and run the first part of this. Once you get a Council president I will take -- I will turn that over to that member of our Council. So, I would entertain nominations for president of the City Council. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I would like to nominate Keith Bird for City Council president. Cavener: Second. De Weerd: Okay. I have a motion and a second to nominate Keith Bird as president of the City Council. Mr. Bird, do you accept that nomination? Bird: I would love to. De Weerd: Okay. Do I have any further nominations? Hearing none, I would close the nominations for president of City Council. So, Madam Clerk, will you call roll on Mr. Bird as Council president for the next year. Meridian City Council Workshop January 12, 2016 Page 5 of 94 Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: So, Council, before I turn this over to our new City Council president, I will ask you when you speak into your mike eat the mike, because I have been told by a number of our citizens that they cannot hear you and it is oh so imperative that the citizens of this fair city hear their City Council members and every word you say. Right, Dean? All right. Okay. There you go, Mr. Bird. Bird: Thank you, Madam Mayor. Now I would like to open up the nominations for vice- president of City Council. Milam: Mr. President? Bird: Mrs. Milam. Milam: I would like to nominate Joe Borton for vice-president of the City Council. Cavener: Second. Bird: Okay. Anymore nominations? If no I -- if not I close the nomination and, please, call roll, Madam Clerk. Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little-Roberts, yea. MOTION CARRIED: ALL AYES. De Weerd: I see Mr. Bird was a little bit more definitive on his vote for vice-president. Bird: These are your assignments. Okay. Council, these are your assignments. Get with your directors of each department, set of times to meet with them. We are here to help them on budgetary items, policies, stuff like that. We are here to make the city work and run good, like it has for 50 years that I know of, and you got your committee assignment. If you can't make one of your committee meetings or something, if you will let me know I will either cover it or get somebody else if we feel we need to and other than that good luck. We are going to have a great year and the city is going to have a great year. Thank you very much for all of your help. De Weerd: And I will just read into the record, so our departments know who their liaison is. Anne Little Roberts is the liaison to parks, with the -- the alternate as COMPASS and as the representative on VRT. Joe Borton is liaison to Fire and Finance and will serve on Meridian City Council Workshop January 12, 2016 Page 6 of 94 -- as the representative on Air Quality Board and the rural fire commission. Ty Palmer is the liaison to Information Services and Legal and will be the representative on historical preservation as ex-officio and the VRT executive council. Congratulations, Mr. Palmer. Mr. Bird is going to be the liaison to Public Works and the Mayor's Office, as well will be the representative on the Meridian Development Corporation, the Allumbaugh House alternate and the Ada County emergency management as the alternate as well. Mrs. Milam is -- Mrs. Milam will be the liaison over Police and will be the representative on the Meridian Arts Commission as ex-officio and SWAC also as ex-officio. And, lastly, Council Member Cavener as Community Development and HR and will serve on the Parks and Recreation Commission as ex-officio. Those are the assignments, as well the Council member districts -- Joe Borton will serve in the northwest in District One. Genesis Milam in District Two, which is the northeast. Anne Little Roberts, which is more central, east side, District Three. Ty Palmer in District Four, which is the southwest. And Luke Cavener in District Five, which is the southeast. So, those are the assignments that Council Member Bird just distributed. Bird: Thank you. De Weerd: Thank you, Mr. Bird. Bird: Thank you. De Weerd: Congratulations, Mr. President. Bird: Yeah. Item 7: Items Moved From the Consent Agenda De Weerd: Okay. There were no items moved from the Consent Agenda. Item 8: Action Items A. Public Hearing Continued from January 5, 2016 for Eagle Commons at Overland (H-2015-0024) by Eagle Commons at Overland, LLC Located Northeast Corner of S. Eagle Road and E. Overland Road 1. Request: Execute a Development Agreement Required with the Annexation of the Property for the Purpose of Including a Concept Plan and Specific Provisions Relevant to the Development of the Property De Weerd: Item 8-A will be -- will be delayed until the representatives get here. We did not let them know that this council meeting started at 3:00. So, they will get here at their earliest convenience. Meridian City Council Workshop January 12, 2016 Page 7 of 94 Item 9: Department Reports A. Information Services: Annual Update De Weerd: So, we will enter into Department Reports. Item 9-A is under Information Services, who will give us their annual update. Holman: Madam Mayor, Members of the Council, you all know me, but for anybody who may be watching online, I'm Jaycee Holman, I'm the Information Services director. Information Services has two different departments that I'm in charge of, which is the City Clerk's Office and IT. So, we are going to start out tonight with Jaycee Jones, who is my senior deputy city clerk, will be doing the presentation for the City Clerk's Office, giving you kind of an annual update of what we have done, what we are up to and, then, IT this year we decided to do just a little bit different approach. Instead of trying to cover everything that IT encompasses, like both sides of the house, we have a software engineering side of the house in IT and, then, a network side. We are focusing this discussion on computer replacements and our computer replacement policy and where we are at and Dave Tiede is going to handle that for us. I hope -- I know that sometimes IT stuff can be a little bit tedious. It's pretty in depth. This is an in-depth discussion of how we got to a five year replacement policy and to the new members on Council, this is important to you, because you will see that when it comes around to budget time. It's a pretty sizeable number and it continues to get bigger every single year as we become more reliant on technology, more things get automated, we have additional buildings in this city, different locations that we support, more employees, more ways that we interact with technology. The replacements are just probably going to continue to go up from year to year. So, rather than you only seeing that big number once a year right before we go into budget, we really wanted to have this discussion today and help everybody understand how we got to where we are at with our replacement policy and what our recommendations are for the future. I hope that you listen and just ask any questions that you have had throughout your -- your time on Council or as your new time on Council, understanding that -- what our replacement policy is. We would love for you to ask questions throughout. So, you don't have to save it until the end, because there is going to be a good amount of information here and the more questions the better for us. At least that's what Dave told me. So, without further adieu we are going to start with Jacy Jones, who is our senior deputy city clerk, and she's going to let you know what we have been doing in that office, so -- De Weerd: Thank you. And I look forward to hearing the tedious from Tiede. Jones: Thank you. Sonya, can you pull my presentation up. I promise you don't want t o hear me talk about computer replacements. Thank you. So, thank you. For our new Council people, I'm Jacy Jones, I'm the senior deputy clerk for Meridian, and I'm just going to go ahead and start off with just welcoming our new Council members and we are absolutely here to help you. So, if you get stuck, you need help, you're trying to find your packets and you can't, you have got my number. Don't hesitate to call us. That's really what our office is here to do is support you. So, I'm excited to be here to talk about what Meridian City Council Workshop January 12, 2016 Page 8 of 94 we have been up to this year. It's been a busy year, but a really good year. So, I'm going to go ahead and just recap for our new Council members a little bit about our office just for their information. So, all things clerky. These are just some of the processes that our office is involved with. Obviously not all of them, but it gives you a pretty decent overview. Our office acts as a support role to many of the other departments and it's our office that helps sometimes close the loops for some of our large projects. We have a huge commitment in our office to customer service and the Meridian Way. It's innate in all that we do and it's definitely an important thing to all of my staff. So, while each one of us is definitely a subject matter expert in our specific area, we are also fairly well cross-trained, so that we can seamlessly transition between roles when necessary as staffing issues arise. So you know Jaycee. So, Jaycee Holman is our director. We align underneath her and she's over us and IT. And me Jacy Jones. I manage the clerk's office. I handle daily operations. I handle what you guys see, your Council packets, contracts, agreements, resolutions, ordinances and anything like that. So, I take care of your packets and make sure that those documents are completed and routed and, then, I handle record retention, which I will talk a little bit more about and I back up Machelle with our records requests and, then, handle customer service, phones, that type of thing. Machelle Hill is our deputy city clerk and she manages all things land use for our office. She works really closely with our Planning Department to complete project files and development applications. She meets state code requirements for transmitting and noticing and many of the functions that the state code requires of the clerk's office fall within her tasks. She supports the city's various commissions and she is the lead right now in our public records request and she's done a really great job working with citizens and internal staff to keep that process moving forward. Nancy Radford is our assistant city clerk. She handles all types of licensing and permits and she knows our licensing code in and out. She's absolutely fantastic with that and she does a great job relaying that to the public. Nancy actively engages with our business community regarding temporary use permits and alcohol applications. She's really proactive and uses historical data to reach out to the businesses and remind them of our permitting processes and upcoming deadlines. She's absolutely necessary to the success of large scale events in the city. We have a committee of staff that meet to talk about those temporary use permits and large scale permits and I attend those meetings with Nancy and I can tell you that I am there really just to support her and take notes, because she leads those meetings and really does a great job coordinating all of that. She also does CenterCal and makes sure that opening -- a business opening at The Village happens smoothly and all staff keeps apprised of what's going on over there and she also does customer service, phones, and counter work. Oh. Sorry. One too many. Okay. Sheree Finch is our assistant city clerk and she handles passports and, then, passports and, then, some more passports. She is busy all day long with those appointments and when she's not in appointments she's returning passport voicemails. She absolutely sets the standard, in my opinion, for what a passport appointment should be. She treats those citizens with exceptional kindness and I just appreciate that from her. When she's not in appointments she is returning those voicemails and I can tell you last Friday we had 30 new voicemails from customers looking to make a passport appointment. With other passport facilities closed, our call volume and walk ins increase. A lot of times the post office of Boise State will have to close because of a staffing shortages there and, then, we oftentimes will absorb some of Meridian City Council Workshop January 12, 2016 Page 9 of 94 those -- their customer service responsibilities in that way. So, Charlene Way is new to us this year. She moved from Wyoming to Idaho in 2015 in May and she worked there in Wyoming for a local school district. We originally hired her as our admin assistant when Holly Binklee left this past spring. But, then, in 2016 -- FY-16 you guys approved the enhancement which was allowed for a new position and so Charlene transitioned to that assistant role. I just want to say thank you up front for approving that and getting us that extra position. It was desperately needed and we are thrilled to have Charlene. Her top priority is walk-in customers. With our new counter redesign also approved with the FY- 16 enhancements, it allows really focused attention for those customers that do drive all the way down to City Hall to interact with us in person and in my opinion if you want to see customer service done the right way, interact with Charlene. She is positive and smiling and ready to greet those customers and really make them feel welcome for coming all the way down and seeing us. So, we are very happy that she is on our team. Charlene supports Sheree with the passports as well and her position is partially funded by passports. Our target is 15,000 dollars in revenue this fiscal year from her appointments. She's also being trained on all processes in our office so that she can back up supp ort staff as necessary. Licensing tends to be really busy in the late winter, early spring, and, then, passports is sort of busy in the later summer, early fall. So, she's been trained on both roles, so that she can support Nancy and Sheree as necessary. And, then, Barb Shiffer is also new to our office this year. When Charlene transitioned to the assistant position it left a vacancy in our admin position and Barb moved to our office from Community Development. She handles room reservations, customer service, and basically all things admin. She has been trained on accounts payable and how to process City Council documents, as well as commission support. Barb has been at the city for 14 years and she knows the development process inside and out and having that type of institutional knowledge from your admin it has just been wonderful for us and she knows the other half of a lot of our processes. So, being able to ask her questions , get a greater understanding of sort of the why behind some what we do has been really wonderful and I think -- thank you. I think anytime that you hire an admin that knows the clientele or your citizens and your product that well it's just been really -- really beneficial. So, we feel lucky to have her. So, this is the clerk's office dream team. We have a combined 66 years of City of Meridian municipal experience and customer service is at the core of all that we do. The Meridian Way is innate in our processes and how we treat others. We work really hard in our office to empower each other to be and do better, requesting the status quo and we work hard to be open minded on new ways to serve the public and our staff and kindness is a big thing in our office. It's not entirely uncommon to see an e -mail strand going around giving kudos to each other and cheering each other on for a job well done. So, anytime that you work with a group of people that are competent enough to support each other and celebrate each other's successes you're really lucky. So, I am sincerely lucky to work with them. So, the left hand column there is the goals that I presented last time and I thought I'd give you a quick update on that. Accella citizen access, we are still working on that and we are actually testing it currently right now with our liquor catering permits. If testing is successful we can launch that as soon as February. We are using Accella to transmit development applications all the way through the process. I think as a city we have made a lot of -- a lot of hard work pay off over this past year. I think we have seen the city really -- the city employees come together as a Meridian City Council Workshop January 12, 2016 Page 10 of 94 team to make that program the most effective that it can be. Ryan and Christi in IT have absolutely supported the city's vision of getting that system implemented and I think it's been a really good -- a good opportunity to see. Department teamwork, getting that up and running. So, we did complete the agreement -- catalog project. Holly wrapped that up before she left and those are completely searchable, so if you ever get curious and want to know on searchable documents how to find old documents or want some training on that let us know, because that's ready to go. The second phase of the walking tour did launch in May and we came in just about 5,000 dollars under budget on that phase. Third grader tours resumed and we were able to expand them with the addition of Gary and Darlene Steefs, who are our wonderful volunteers. You see a picture here. I can't thank Barb enough for finding them. They are wonderful . They wear period clothing and they have this really fun interactive experience with the kids where they show them h ow the demographics of Meridian Government has changed in the last hundred years. I think it just really adds them just an extra layer of sort of awesomeness I guess you could say for those students. It's been really fun to watch, so -- let's see. PRRs. We talked about moving public records to a satellite, which we chose not to do. Accella is licensed within, so the amount of employees who need to be able to work with records r equests would make that really cost prohibitive. That being said, Duane in IT is developing an app for us to handle those internally. So, that should launch this year. It's going to be really sleek and efficient in my opinion. Our IT staff wrote the program for us. We -- it's just absolutely phenomenal for what we need it to do. So, we are thankful for that. And, then, one of our goals was to receive a hundred percent for our passport facility inspections, which we did. So, when we had our passport facility inspected we received the report back and, obviously, perfect rating. They said that we were fully compliant and had our standard procedures and guidelines that were well organized and well managed and they made sure to note that it was our second perfect score in a row, which I love. We have 408 facilities in our region that were inspected around the same time that we were and following those inspections 66 of those facilities were suspended. Twenty-two were deactivated. A hundred and eighty-one facilities required reactivation. So, only 138 facilities passed the first time, which I just think really calls out to how great a job that we do and Sheree was actually called out personally by -- in a newsletter that we received from our regional facility. And, like I said, I think that she sets the standard for providing great customer service, but she does a really good job focusing on what -- what it is that she's supposed to do, which is ultimately keeping travelers safe and she caught a case of fraud. So, I think that's pretty fantastic. So, let's talk a little bit about some of our other accomplishments this year. Here is a rough overview of our statistics for the year. Development applications that we increase -- that we process increased. I think any of us can tell just by driving around the community right now, development is -- is booming, which is great. That also increases our public records requests. A lot of the information that's requested is development specific, people looking for certificates of occupancy or sewer line connections or -- I mean you name it. GIS-type information. A lot of that is related to all the new development. We had a 22 percent increase in the licenses that we received and issued. A 15 percent increase is the passport calls that we received and responded to. You will notice we did have a decrease in the passport process this past year and I think some of you might remember in the late spring, early summer, May and June time period -- April, May, June -- when we lost Paula we also had three employees Meridian City Council Workshop January 12, 2016 Page 11 of 94 on intermittent FMLA during that time period and we had to close our facility. The passport side of the facility basically focused on keeping up with the state required processes, so we were closed for a little while and had our phone actually on auto ring, I think for the first time ever, which we were thankful that you allowed us to do that to get through that difficult time period, but we got everybody back to work and feeling better and we are, you know, off into the summer and back on track. So, we are looking at actually making up for that decrease this year. So, in 20 15 we, again, used Accella to update how we process alcohol licenses. In the past a work flow task was made in Accella for each type of alcohol product sold or consumed at the location, so a full service bar-restaurant, like the Pinnacle, for example, might have three separate work flows, one for beer, wine, and, then, another for liquor. Again, Christi and Ryan in IT really helped us to condense these processes into one, so now we issue one City of Meridian alcohol license and that's only one record in Accella that we have to maintain and review. So, it does, obviously, cut down on our time in the clerk's office, but everybody who is in that work flow down the line, Code, Legal, Fire, Planning, it reduces their workflow as well, because it's one item to review, versus three, which is wonderful. I have to say that the time period that we decided to do this was during renewal season, so it's Nancy's busiest time of the year and she just absolutely rocked that project. She was able to spearhead that for our office, she worked really hard with IT to help streamline that and, then, she did a great job reaching out to our applicants and making sure that she updated them and did the public outreach part of that and community outreach is absolutely a strength of Nancy's and I think we are -- I'm thankful that she is proactive and keeps our citizens updated and that they have a really consistent point of contact for our office for those processes. So, here is another big change our office made this year. In May of 20 15 Machelle had the idea of updating the style of the vicinity notices that we send for developments. She did a great job spearheading this project, reaching out to other departments and the public and rece iving their buy-ins. In the past -- if I can show you this is what you would -- if you live in the vicinity of a project you would receive three full size back and front pieces of paper in a specially printed envelope. Not only is this time consuming and expensive to print and, then, fold and stuff envelopes, the public often saw this a s junk mail and they would throw them out. So, we weren't -- we weren’t winning at all with this and, then, Machelle had a brilliant idea to print them on postcards. We were able to condense the information and put just what's required by code on the notice, all of the other helpful information that we provide is now online and by doing this alone we save $1.14 per notice, which is so -- it's fantastic. So, from June until December of '15 we saved just shy of 4,000 dollars solely on changing our notices. And I love examples like this when a member of our staff is willing to go above and beyond and look for ways to save money and she did a really great job. These are so efficient. They print out -- they are perforated, so we are saving on staff time and supplies and we are beyond thrilled with that update. So, what are we looking for 2016. As I mentioned earlier, we have changes with Accella citizens' access. Like I said, we are testing that now and making sure that we apply it in a way that is not only convenient for us, but ultimately that's for the public. So, if everything goes well with our testing, we are looking at a February deployment for that. We have a record management committee now that is -- has been created. We have a record manager assigned from each department who is in charge of basically knowing in and out their -- that specific department's record retention policy and the records that they have. The goal Meridian City Council Workshop January 12, 2016 Page 12 of 94 with doing this is that we are able to make the process of how we manage our records from storage processes to destruction very efficient and consistent across the board. We have a record retention policy, but by bringing a working group together we are able to really execute that and make -- you know, put the policy to work and make sure that everybody knows what their responsibilities are with that and our hope is to make it to where we have one destruction of records annually. So, as opposed to -- on your agenda every other month or so you see one or two little tiny destructions, we will do one annually and work really hard with the record manager, so they know months in advance what deadlines they have coming up, what records are good for destruction and so that we can follow that -- that policy really -- right to the tee and get it done effectively. We also want to renew -- or review and update our fees. This is something I want to look at -- the changes that we made with alcohol licensing and our vicinity notices this past year, is saving us money and I'd like to look at ways to pass these savings onto the community. Our fees for development are based on our staff time and we don't have as much staff time now, so I'd like to make sure that we analyze that and find a way to reduce costs for the public. Electronic signature and e-Recording, this is something that I am going to focus on this year. The state legislature now recognizes e-Signatures and documents, as does our record retention policy. In our record retention policy an original document is actually defined by the way that we receive it. So, if we receive a pdf copy of a document and that's the first contact we have with it, that pdf is actually our original. So, we are looking for ways to reduce how many times we convert a document from electronic to paper and, then, back to, then, electronic for permanent storage. There are times that we print documents for the sole purpose of signing them and, then, we scan them in and throw the hard copy away, because the electronic form is actually our original. So, it's inefficient and we have reached out to Ada County recorder's office and they actually work with a company called Simple File who is contracted with 38 other counties in Idaho that document -- or, excuse me, that record documents electronically. Essentially we would upload our document into their system, they transmit it to the recorder and they get it back -- back to us electronically. Average turnaround time for a recorded document is three minutes, which is fantastic. Right now we have a courier, we call the courier, the courier goes to the recorder's office and brings it back later that day. So, it completely halts processing for us while we are waiting on those documents. So, a three minute turnaround time would make things quite a bit more efficient for our office. It also looks like we can save money doing this. Based on just FY-15, we paid that courier $956.99 and had a total of 111 documents. If we used Simple Fi le we could cut that cost down to 530 dollars, which could be an estimated savings of about 425 dollars. So, we could save money and really increase our efficiencies. We are also expecting an increase in processing time of passports this next year. Not necessarily the passports that we have in our office, although from the look of this month we are increasing, but 2006 was the first year that the state department required passports to go in to Mexico and Canada, so all of the people that applied for passports that year, especially northern Idaho, you know, for business people and things, those passports are due for renewal this year and renewals are handled by mail, so those customers won't be coming to our office, but the state department definitely expects their processing time to increase. Right now they are at an average of about four to six weeks, so they are preparing us to just make sure that we communicate that message to the public that all around it could take longer. We want to Meridian City Council Workshop January 12, 2016 Page 13 of 94 make sure that travelers prepare well in advance, because a three month turnaround time could be something that we look at this year. We made some updates to our job descriptions and those are actually being -- having -- or, excuse me, being processed by HR now. When you get new staff and your employee's a new position it gives you a really good opportunity to take a look at job descriptions. We had two of our job descriptions that hadn't been updated since '06 and two not since '09 and, obviously, much in our office has changed in the last ten years. So, we are working on making sure that those are complete and that document is accurate. And, then, the last thing that we have kind on the horizon that we know about right now is the U.S. Department of State is now issuing awards for passport facilities, so I just completed our nomination packets for our facility in the innovation and customer service category. Sent that off basically demonstrating what it is in our office that I think we do really well. Sheree has created a lot of really awesome one page helpful FAQ type sheets. The passport form itself is -- it's long and it has a lot of really tiny print and is very legally worded and so she's taken some of that and converted it into just much more friendly language and, like I said, I think she does a really good job with the customer service side of that. So, we have gone ahead and sent in our nomination and we should hear back the first week of February with the results on that. If we do receive the award I will let you guys know, obviously. And, then, the state department will come on site and present that award, which will just be pretty fantastic, so -- okay. With that I can stand for questions. I know I get a little bit wordy, so I appreciate your attention and let me know if there is anything else I can answer for you. De Weerd: Thank you, Jacy. We appreciate you sharing your level of awesomeness. Council, any questions or comments? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: A comment and a question. First off, great presentation. Thank you so much. Madam Mayor, I truly believe our clerk's office is one of the best departments that exemplifies the Meridian Way and in your presentation, Jacy, you talked about exemplary customer service, strategic planning, innovative thinking. It's really incredible. So, kudos, Jaycee, Jacy, everybody in the clerk's office. De Weerd: And cost savings. Cavener: Well -- which I think is innovative thinking of ways to save money. I appreciate that. Jacy, at one point you and I had worked on -- on room reservation, policies, calendar. Would you just mind giving me a quick update as to how that has progressed? Is it meeting the needs of all of our city employees? Is it meeting the needs of the c lerk's department? Jones: Sure. Absolutely. Madam Mayor, Councilman Cavener, in my opinion it is. We do Outlook calendar now for internal meetings. Staff is responsible for scheduling the rooms themselves, which has been really nice. Barb still handles all of our external room Meridian City Council Workshop January 12, 2016 Page 14 of 94 reservations. But because we updated that policy to narrow the scope of who we rent rooms to, it has been a very manageable workload for her. At one point, if you remember, it was almost a full-time job just managing those rooms and we have been able to redirect some of her attention in other projects, which has been helpful and I think, obviously, our HOAs appreciate not having to pay that 25 dollar fee to use the room s. The most issue that we ever had with it is just I th ink staff knowledge and just some internal training with the IT side of -- of preserving the room using Outlook calendar. But it seems to be going well. Cavener: Great. Thanks for the update. Holman: Could you give them a quick update on early vo ting and -- Jones: Yes. Thank you. De Weerd: Because I was just going to note there was one thing that was forgotten of our accomplishments this last year. Jones: Yes. Thank you, Madam Mayor. Early voting. We worked with Ada County and will now be a permanent early voting location here at City Hall, which will be fantastic for our citizens. What also happens with that, though, is the week prior to when early voting starts through the two weeks of early voting and, then, the week of the actual election, conference rooms A and B are reserved out exclusively for early voting. Ada County needs to change the locks. They store their ballots and all of their material here, so to meet the security requirements we can't have anybody in those rooms duri ng that time period, which is an okay thing. I mean it's been fine for us just to have that benefit for the citizens. I think they got a really good turnout from early voting here . It's a really central location and it's all of Ada County can come, not just, obviously, Meridian residents, so that's been wonderful -- wonderful addition and we expect -- in fact, I talked with Theresa at Ada County today, she provided me the dates for all of this year and we are getting those on the calendar now. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Jacy, I don't have any questions, because every time I had a question you answered it, but -- in the next sentence or two, so -- but I do -- I just want to compliment you on your presentation. You're very easy to listen to and enjoyable to have as a speaker. Jones: Thank you. Milam: Just wanted to let you know that. And I'm really excited about the passports and all of the work that you guys are doing in there and the award, good luck with that. I had to go to a different facility because of my position to get a passport and it was a really Meridian City Council Workshop January 12, 2016 Page 15 of 94 horrible experience. So, just to have something even remotely better than that -- really proud of you guys, so thank you. Jones: Thank you, Council Woman. De Weerd: I know I mentioned the cost savings, but I think what makes it extraordinary is that now that you have realized the cost savings, you're looking to update our fees, so you can pass that cost saving onto our customers and that is the innovative part of it and appreciate you looking at both sides of that. That's extremely critical. So thank you. Jones: Thank you, Madam Mayor. De Weerd: Anything further from Council? Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Get my mike turned on. Jaycee, I wanted to actually reiterate exactly what the Mayor said. That really stood out to me when you said that you recognize the saving and you want to pass that on. Usually in government when they find savings, it's purely accidental and they find -- quickly find a way to make sure that doesn't happen again. So, the fact that you found savings and want to, then, pass that onto the people that we are providing the services to means so much to me, so thank you. Jones: Thank you, Council Member Palmer. I think that -- De Weerd: Welcome to the City of Meridian and the way we do business. Jones: Yes, it is. I think that it really just goes back to the type of team that we have. It's ultimately our -- our job is to make the life for our citizens easier and every time that we can make that interaction more positive it makes our lives easier, too. So, it's definitely critical for us to serve the citizens as best as we can. De Weerd: Okay. Thank you, Jacy. Jones: Thank you. De Weerd; We appreciate your presentation and the wealth of information you shared. Thank you to your team. Okay. Mr. Tedious. You have a new name now. I'm sorry. Tiede: I hope not to be addressed Mr. Tedious. De Weerd: Oh. Sorry. Mr. Tiede. Meridian City Council Workshop January 12, 2016 Page 16 of 94 Tiede: Madam Mayor, Members of the Council, I am grateful to be here today and excited to share with you the information that we have gathered on computer replacements. Like Jacy mentioned, please, feel free to interrupt, ask me questions as we go along. There is a lot of information here. So, I promise I will try not to put you to sleep. So, to start off with, I would like to talk a little bit about the history of our computer replacements and where we came from, where we are at right now. Prior to 2003 our replacements were kind of handled on the fly as things died. We didn't really have a set policy. We didn't have an IT department. So, things were kind of different back then. Dependence on technology was a lot lower. People didn't have near as many computers and the city was much smaller and so things have changed a lot over the years. In 2003 we got our first computer replacement policy and that was presented by Terry at the time. The policy was adopted. We had desktop computers on there for f ive years, laptop computers on there for five years, and that was pretty much it. That's what we covered at the time. In 2010 we revised that policy, came back to City Council again with a resolution and added MDTs to that. Also added servers and printe rs and kept those things at the five year replacement policy and that continues to work for us. As part of this exercise we also went out to other agencies and sought what they are doing right now. This is just a brief example of some of the other agencies in this area. The city of Boise -- actually, going back a step. The first column is whether or not they have a formalized policy or not or whether they just kind of do it as needed. So, you can see the city of Boise, Nampa, Kootenai county, which is one of the ones that responded from a state level, all have formal policies. The other agencies do not. So, you can kind of see where things fall as far as desktops, laptops, tablets and MDTs. Boise is four years across the board. Ada County is five and three years. The city of Nampa recently adopted a six year policy before -- about eight months ago they didn't have a formal policy and they were hurting pretty badly, so they just adopted that policy and it's made things a lot better for them. One thing that's interesting to note about them is they do have a much larger IT staff supporting their computers than we do and that's partly due to the nature of having computers longer and having more failures and more issues. So, that's kind of reflected in their numbers as well and that's one thing they hope to address over time. They would like to get that number down lower, but baby steps. The Department of Admin, although no formalized policy, they replace their computers on either four or five years for desktop and laptops and Garden City doesn't have a formal policy, but they are trying to get to a place where they are replacing things every four years. This is kind of the industry history, where things have been in the last years. Ten to fifteen years ago we -- in the IT industry there is a lot of computers going out there. New technology. A lot of organizations decided, oh, look we have a problem, we have computers failing all the time. We need to do something about it. And so ten to fifteen years ago a lot of organizations were looking saying how are you going to manage this, because computers were failing as high as 25 to 50 percent of the time within the first three years and so at that time there was a lot of organizations that adopted a computer replacement policy. Going back another five or six years ago, a lot of organizations reevaluated that, because computer failures weren't near as prevalent. Today we see most organizations somewhere in the three to five year range and this graph here represents what Gartner has provided -- has statistical numbers. Gartner is an IT research firm. They go out to a bunch of other organizations and this represented public and private sector combined kind of. So, they say they have seen the Meridian City Council Workshop January 12, 2016 Page 17 of 94 industry settle around 4.6 years for desktops and 3.7 years for laptops. So, that kind of gives you an idea of where other organizations are at. So, this gives you a breakdown of the cost of our computers and the replacement cost by fiscal year. The graph -- or the pie chart on the left-hand side is the last five years and the pie chart on the right-hand side is projected for the next five years. This does not include personnel costs or anything like that, it is just straight hardware cost with a warranty included in our projected cost. As you can see last year was a really big year for us. Fiscal year '15. And due to that, because we are on a five year cycle, fiscal year '20 is also scheduled to be a rather large year. That was due to increase in services that departments needed. So, we had the Wastewater Department added the facilities and as part of that they needed to increase services. They had screens that they needed to add or things that they wanted to do. So, computers were added as part of that. They had SCADA systems that were expanded or revamped and part of that was computers. The public safety training center came online this last year and there was a lot of computers associated with that to keep -- get that facility up and running. So, again, that's part of those costs and those costs when we incur them in a fiscal year that means they roll around again when our computers are up for replacement. So, just kind of gives you an idea of what things look like by fiscal year. This is a breakdown of what our assets look like for computers. We have roughly right now about 540 computers. Those include desktops, tablets, laptops, iPads, handful of Inclines, and then, MDTs. MDTs are mobile data terminals. They are the computers that fire and law enforcement use in their cars and fire engines. So, on the left-hand side you will see a breakdown of costs by those various types. You can see MDTS, because they are fully ruggedized units, they are meant to be in extreme environments of heat and cold and take a little bit more, you know, harsher environment and also 24/7 use, they are more expensive. So, you can kind of see MDTs make up almost a third of our total cost of hardware, whereas desktops are a lot less. This also points out another trend that we have seen lately. We can see that desktops , which are a unit that sits, you know, at your desk or where ever is about half of our fleet now, whereas five years ago they were 75 to 80 percent of our fleet. So, as things have progressed with technology and people need to be outside the office more and more, there has been a bigger demand for mobile and so we have a lot more people that need a laptop, because they are either out in the field all day long doing their job or they are at a different facility and they need to be able to take their technology with them, so they can continue to do what they need to do. Okay. Now we get into the weeds a little bit. So, this slide is our basis for why we do what we do. Why we replace computers on a replacement schedule, so to speak. One of the main driving factors is new software. So, every year there are departments there are business units within the city that are looking to do something more efficiently and so they look to software. They look at technology to accomplish that. A lot of the times that technology is newer and so as they look for new software we have to make sure the hardware supports that. To give you an idea of what happens when software doesn't meet those specifications, it's one of two things typically. If we don't meet minimum specifications when a piece of software is purchased we either need to upgrade so that we can get support on that software or the software won't function. To give you an idea of how this worked out for us, the City of Meridian, we have been on a five year replacement cycle for awhile now and it has proved successful with new software. You have probably heard about the TriTech project with Ada County, they are going through and doing CAD and Meridian City Council Workshop January 12, 2016 Page 18 of 94 RMS and whatnot, due to that Ada County and Ada Counter Sheriff's Office ended up having to replace 400 computers to do that software project and I could go into the numbers, but that was a mix of fleet vehicles that needed replacement s, desktop units and laptops. The City of Meridian had to buy zero computers, because we were prepared, because we had a computer replacement policy that addressed that and that's part of why Ada County has changed things the way they have, is because they don't want to be in that same position again. The next one on here is the life cycle software. So, new software is one thing, but existing software that we are using for daily operations of the city continues to change and evolve as well. We look at a couple on here like Windows 7, came around a handful of years ago and eventually Microsoft phased out Windows XP. What that meant to us is we have to have computers that will support Windows 7. If we do not, then, we can't maintain the proper security, the proper patches, whatever, to meet what the city needs for security and operational needs. And so -- just to get back on track here. Software companies continue to update their software on a regular basis and we have to make sure that we can maintain a fleet of computers that will run that soft ware, otherwise, the city will cease to do what they have done as efficiently as they have done it up until this point. So, the next item on here is failure or unreliable computers . So, as you probably know, computer failures have gone down significantly over the last years. This is a graph from Gartner and you can see on the lower green line on the first year the average failure for a desktop computer right now is around two percent. By year four it's about 12 percent. Past that it gets even higher. On year five they had it roughly round the 24 percent mark and they don't even look past that. Laptops were significantly higher. That's just due to the nature of the hardware that's put in them and they are picked up and moved around -- moved around, et cetera, so they take some more wear and tear. But laptops on here for the year one was 15 percent, whereas year four was 22 percent and, then, it went up again dramatically past that. Many of our computers are on 24/7, especially when it comes to things like wastewater operations, public safety, they have guys in there all the time and so the wear and tear on that hardware is higher than maybe some of them in the office, but even those in the office are still operating 40 hours a week. Some other numbers that we gathered on looking at failures were as follows: An organization that did a study like -- but they found that 20 percent of all laptops fail after three years. That's part of how we mitigate that right now is by buying a warranty up front and I will get into that a little bit more later. Another study found that businesses that were keeping computers longer than four years were spending on average 427 dollars per computer for repair costs. That didn't include updates or the impact for IT staff or the impact to the end user that doesn't have a computer while it's getting repaired. Our costs are lower than that, just because , again, we have warranties and we try to mitigate that with that. One thing that we want to do a little bit better and going to start doing here soon is get some better numbers on our failure rates. For our desktops it's pretty low. I would say it's probably in the five percent range, but for laptops it's significantly higher and for MDTs it's even higher. For example, our MDTs that we bought about three years -- three or four years ago, there is brand called G-Tac, we have had every unit fail at least once and have to go in for repair and they were past that three year mark and that's again, kind of one thing that starts -- starts to go south a little bit, so -- okay. Moving on reducing down time. One of the concerns with having failures or other things is down time to end users. So, there is, obviously, a cost to IT when something happens; right? We are Meridian City Council Workshop January 12, 2016 Page 19 of 94 taking away from whatever we are doing to go and help with that personal computer , because it's important at that time. It's an emergency. I mean they can't do their job and so we have customers that slide down on our priority list, because we have to take care of the most important thing and that's one effect. But we also have our staff time that wasn't planned for. So, as we have more failures that incurs more staff time as well. On the other -- on the flip side it affects our customers, which are our end users. W e call them customers. On average when we have a failure an average end user, when there is a big computer failure they are usually working somewhere in the two to four hour time of not being able to use their computer. In some cases this is even more critical and, again, emergency responders, some of the SCADA control systems for water and wastewater, having even four hours of downtime can create a lot of really bad problems, as you can imagine. Moving onto the next section is the slowness and unproductivity of the new computer -- that new computers can cause for people. Computers, when they are slow, they can take as much as 50 percent more time to complete a task as when they are fully operational and functional to the level that we want in performing -- performancewise. So, for example, if one of our users has a computer and they need to do four hours of work on that computer in a given day, if their computer has suffered a performance issue, that means that they may only be able to get three hours o f work done in that same four hour period, just because of the responsiveness of their computer. They are able to get their job done and what that means to you guys is typically what that means is the department sees that as a -- a staffing issue and it becomes a staffing request, rather than, hey, look there is a problem with their hardware, because they don't realize that's a problem. One other thing that we have seen as computers start to have performances is it's usually a gradual thing and so people don't really identify it until it's a really big problem and so it may affect them one minute a month for one month and the next month it affects them five minutes and, then, three months down the road it affects them 30 minutes a week and because it was gradual and they don't understand, hey, look, this is affecting my productivity, they just think, well, I can't, I have too much work to do and so by keeping up with the hardware we are able to mitigate some of that. The next item on here is expensive to maintain. So, due us getting warranties, which I will talk a little bit later, the expenses aren't as high to us, but one of the things that we have considered is looking an extended replacement cycle or maybe even dropping our warranties to a regular warranty, not the five year that we typically get, and that incurs more costs for the maintenance side. Typically when users have problems they call IT. That's pretty normal. That causes more staff. That's more resource needs for us and, then, also us going back to them, because when they are trying to work on things with us they aren't actually doing what they need to do. On average when we have hardware failure we are looking at one to three hours of IT time to fix that issue and, again, two to four hours impact to that user. Now, many times we can give them a spare computer to use -- we have checkout computers -- but if they are all checked out and none are available, then, at that point they are scrambling trying to find something else to do their job with. Certain types of computers, like laptops or MDTs, aren't as easy to do self repairs and so for MDTs specifically we have to send those out for repair and the impact on those can be drastically higher. Sometimes we have them out for as long as three to six weeks. In that case we end up downing -- for police we end up downing a car sometimes, which means they aren't using a car and there is weeks, because they don't have a computer that they need to do their job with . For fire we Meridian City Council Workshop January 12, 2016 Page 20 of 94 typically try to get spares in and take them out of other vehicles that aren't being used as a high priority, like a brush rig and other things. One thing that we notice is when we have slowness or other things, it's a lot harder for us to track, because it's harder to quan tify what the impact is to the end user. Like I mentioned before, when users start having their computers slow down, a lot of the times they don't notice it until it's really, really bad and they don't know what kind of productivity -- or what kind of productivity loss that caused to them, so -- the other thing that we have to replace is because parts cost money and as they age they cost more and they are harder to find. As an example, we had a piece of equipment that had a piece of -- I mean had a part in it fail and so we went out to find the part and it literally took us four months to find the part for it and the part was -- I think it was about a quarter of the cost of the actual piece of hardware that we bought, where as if it was within the regular cycle, which is usually about three years for manufacturers, the parts are a lot cheaper. Any questions so far? Again, a lot of information. Okay. Moving on. Some of the other benefits that we see on replacements comes with standardization, lowering of cost and reliability. So, here you can see a few numbers. Up on the upper right-hand side you can see typical repair costs of a laptop or tablet. This is something they have posted on their website. The costs are pretty high to repair these parts. That does not include staff time that, you know, could be incurred as well. Down below on the left-hand side you will see warranty versus repair costs. One thing that we do, because we are standardized on a five year replacement cycle is we are able to buy computers in bulk, which helps us a lot. Helps with the warranty cost as well. So, if we get a three year warranty that's the base for most of our computers and I apologize, that's a little small on here, but I will try to repeat it. Three year warranty is base for our desktops and laptops. No problems. If we buy an up front warranty in bulk, then, the cost is significantly lower than if we purchased it individually. So, as an example, a desktop warranty, if I buy -- go out and buy a desktop from a manufacturer under contract, so NASPA or WSCA -- or WSCA and NASPO. The desktop warranty will cost me about 200 dollars, but because we buy in bulk and we buy it up front, it costs us 80 dollars, which is a lot less. If the warranty expires and we extend that warranty the cost is even higher, which is represented on this graph. Desktops are about 300 dollars if they are expired for warranty. To give you an idea of a typical repair cost that we see, a desktop is right around a hundred, hundred and fifty dollars for an average repair cost. So, buying an up front warranty of 80 dollars mitigates that completely and if there is multiple failures, then, we are even better off. So, it helps us a lot. This graph on the lower right-hand corner is our cost on buying in bulk, which we can do because we are on a replacement cycle versus just buying them when they fail. On the left is the contract price for if we just went out and bought a desktop, the standard model that we are buying right now would be about 1,500 dollars and for a laptop it would be about 2,500 dollars -- 2,600 dollars. I apologize. Our cost for a desktop right now, because we buy in bulk and we can order every year a bulk quantity, is about a thousand dollars. So, it's about a 3,500 percent savings. For a laptop it's even higher. It's 1,500 dollars versus 2,600 dollars. So, we save a lot of money by being able to buy in bulk, which, again, goes back to our standard -- being able to standardize on a five year replacement cycle. So, talking a little bit about standardization. Less costly to maintain. We don't have to worry about a bunch of different hardware types. We can be trained in a few that we regularly know and it makes it a little bit more efficient for us. We get more consistent performance, so we don't have Meridian City Council Workshop January 12, 2016 Page 21 of 94 people that are saying, well, why does -- why does his run this fast and mine only runs this fast, which, then, to us when that happens we have to figure out why it is and that incurs staff time on our part. So, if we don't have those questions, because we are using consistent hardware, then, it actually helps save us time, which, in turn, also saves the city money. We don't have to worry about part costs for repairs, because it's all covered under warranty. In the industry right now for desktops, laptops, tablets, whatever, five years is the maximum warranty we can get. We cannot go past that. Manufacturers simple won't offer it and the reason they won't do that is because it's too costly for them. Manufacturers have stopped making parts, they have stopped supporting it. Most manufacturers of IT hardware are on a three year cycle. So, after three years they drop off support of those products. They don't make parts for them. They don't stock parts for them and so that's why the extra cost past that five year mark when you -- if you don't have a warranty. The other -- I talked a little bit about cost, so I won't go into that anymore, but reliability was the other piece. It makes us -- it makes it easier for us to maintain the machines. It reduces the down time for end users. The hardware meets the demands of the application, like I talked about before, so we are in a situation where we found some piece of software that we want to use or a piece of software is updated and it won't meet those specifications anymore, we are able to maintain those with our regular replacement cycle and, then, it decreases the cost for us as well. Some other alternative options that we have looked at to date. Many of these -- Item 4: Proclamation A. Proclamation for Meridian Future Farmers of America Day De Weerd: Dave, I'm going to see if I can pull executive privilege right here. Before you get into the alternative options, we do have our group of FFA students here and while I'm sure this is riveting to them and I hate to -- you can stay afterwards if you want to continue to hear the presentation -- if I can just do -- do the proclamation and I really apologize. Okay. Thank you. And, Council, again, my apologies. I hate to take momentum out of a presentation, but I was starting to see their eyes glaze over and I did want to make sure that we will kept their attention. So, I'm going to move down to the podium real quick and I would ask our FFA students if you will come forward and your advisor as well Mr. Wilder. You know, I read in the ValleyTimes of the -- the accomplishments of these individuals that we have here and I really -- I was out of town or we would have done this a lot earlier and I wanted to make sure that we recognize our FFA students. I have a proclamation that gives an overview of what we are recognizing today and why we took this opportunity to give special recognition. There is no doubt that the FFA program that we have here in the West Ada School District is second to none. Our students learn more than what we typically think of FFA. They learn leadership and citizenship and communication and -- and just so many different skills and what I think is typically associated with FFA, but our representatives have done us proud at the national stage as well and that is why I asked them to be here with us and, then, I will ask if they would introduce themselves and talk to us about what you received your recognition in and any additional words you would like to share with us. So, with that said -- whereas being a member of FFA is more than raising livestock and growing crops, it is developing leadership, character, confidence and Meridian City Council Workshop January 12, 2016 Page 22 of 94 teamwork, all traits needed to succeed in the classroom and in the real world and whereas four Meridian FFA teams competed and placed in the top ten at the 88th National FFA convention with over 64,000 FFA members and whereas the horse evaluation team placed ninth with gold ranking. The food science and technology team placed eighth with gold ranking and both the parliamentary procedure and the veterinarian science team placed sixth with gold ranking and whereas four individual FFA members earned American degrees, which are awarded to less than one percent of national members each year for earning at least 10,000 dollars and investing 7,500 dollars in a supervised agricultural experience or for working 2,250 hours and investing 2,000 dollars in a supervised agricultural experience and whereas the leadership, training, commitment and discipline of their FFA advisors and alumni help all FFA members to focus their talents and passion to become naturally ranked and awarded team and individuals with each member making valuable contributions to their victory. Therefore, I, Mayor Tammy de Weerd, hereby do proclaim January 12th, 2016, as Meridian FFA Day in the City of Meridian -- and this is where I get emotional and I'm sorry. That's not what you're supposed to do in competition, but since I'm not in competition, but I'm extremely proud of you and I do call on all of our citizens and our community to join me in congratulating these young leaders and our Meridian FFA chapter on their remarkable accomplishments and thanking them for representing our community so honorably at the FFA national convention. Congratulations to each and every one of you and we want you to know how proud we are of you and your team members and how much it means to us for representing our community with such poise and confidence in what you bring to the competition. So, please, join me in congratulating these young leaders. Nesbitt: Thank you, Mayor Tammy, so much for this proclamation. It is such an honor to be here tonight and to receive this. My name is Kristin Nesbitt and I'm the president of the Meridian FFA chapter and I'm a senior at Meridian High School. Boyd: Hi. My name is Maddie Boyd. I go to Mountain View High School and I'm part of the Meridian FFA. Schmit: Hi. My name is Kyle Schmit. I'm the alumni representative and I attend Rocky Mountain High School. Phillips: Hi. My name is Alexa Phillips. I am the chapter reporter and I also was part of the horse judging team. Bloom: My name is Madison Bloom and I was part of the vet science team and I'm a graduated senior currently attending Colorado State University. Wilder: Well, thank you very much. It's my privilege to work with these students and also the City of Meridian. Our program, whether you realize it or not, is an actively fast growing program in our community. It's the largest in the western half of the United States. We have 11 ag science teacher FFA advisors. So, sometimes we are a forgotten piece, but a very, very important part and these kids are examples of what our program is about and what we do within West Ada School District. So, thank you very much, Mayor Tammy. Meridian City Council Workshop January 12, 2016 Page 23 of 94 De Weerd: On behalf of the City of Meridian, your proclamation. This is your day. So, please accept our congratulations. Nesbitt: Okay. So, we are all members of different career development event teams that attended nationals and we won state and on the first slide is a picture of all the Meridian FFA members who attended nationals this year. Okay. So, in order to get to nationals we had to win state first and we had four state winning teams this year and they were parliamentary procedure, veterinary science, food science and horse judging. And, then, like Mayor Tammy said, we also had four American degree recipients and the ones that attended national convention are pictured on the screen and they were Justin Nesbitt, Jamie Short, Matt Stokes and Mitch Jackson. So, the team that I was on was parliamentary procedure and that is, basically, running a business meeting and so for the competition we had to run a mock business meeting. We had to do this in the preliminary round and semi finals and we also took a parliamentary procedure knowledge test to see how much overall knowledge we had of the subject and, then, we had a team activity as well where we had to research different things in Robert's Rules of Order. Schmit: So, also for our parliamentary procedure career development event, as she mentioned, we had a preliminary round, but that was also coupled with a test which we took that combined with our scores in the preliminary and semi final rounds, which we were in, and we had five of our six members on our team, which earned an 80 percent on that test, which mean we became accredited parliamentarians. So, basically, that means we have the knowledge to run a business meeting using Robert's Rules of Order and what that entails. So, in our preliminary round we made the cutoff, so we went on to the semi - finals in which we placed sixth place and it was a really great experience and we learned a lot. Phillips: So, I was a member of the horse judging team. A lot of basics about horse judging and so you have -- we had eight classes or horses, so what you judge them on is confirmation, balance, muscle, things like that you would judge them on and, then, four of those classes you had to give set reasons on, which is about a minute and a half to two minutes of memorized reasons why you placed the class the way you did. So, basically, proving why you placed those four horses the way you did compared to what -- the official judge. So, you had to explain to them where you did with that and, then, we also had team activity, which we worked on together on different things like reproduction, teeth, horse feed, and differing items and different like horse pack and we worked as a team and so Lauren Anderson on our team placed eighth overall, with a third high individual performance horse, quarter horses, as anybody knows horse things and stuff like that. Okay. And, then, so her and Taylor both had gold. I had a silver and Chloe Varley had a bronze. Boyd: So, I was a part of the food science CDE and on the CDE we compete with a test and, then, we -- and that test is about our knowledge over how food is made and what -- and how the -- how food safety is. And, then, we also did a food -- a food team project where we had to make a product together and, then, we had customer complaint letters, Meridian City Council Workshop January 12, 2016 Page 24 of 94 aromas, and tastings and we placed eighth overall. Kirsten Forster placed seventh high individual receiving 400 dollars cash. Clayton Christenson placed ninth high individual, receiving 400 dollars cash. Zach Putzier and I both placed silver. Bloom: So, I was a member of the veterinary science team and the veterinary science is one of the longest ones in the competition. It took us two days to complete all the activities and the activities included a written test that was really really hard. Math questions. Practicums, which we had to learn from a packet and, basically, we had to learn how to conduct veterinary procedures. We had to know how to give intramuscular injections, subcutaneous under the skin injections. We had to know how to wrap wounds. We also had to have an knowledge of like handling techniques and, then, we had to demonstrate them. We had to demonstrate eight of -- four clinical and four like handling and restraint practicum to judges. Then we did identification. We had 50 parasites, tools, breeds -- I believe that was it -- to identify and the packet that was given to us had over 200 things and we had to learn and memorize and they only tested us over 50 of them, so there was a lot of preparation into this. And, then, we also had a team activity that we had to participate in where we had to set up a veterinary clinic visit, basically, and we role played. I was the veterinarian and my teammates were a veterinary assistant and owner and a receptionist and we had to go through the proceedings of having somebody bring a dog into a veterinary clinic for a senior wellness checkup. So, we worked a lot with Meridian Veterinary Hospital -- if you guys take your pets there. We worked a lot with Dr. Higer and he helped us get this prepared so that we could present this in a professional manner. So, my name is Madison and I did place second overall. I received 1,000 dollars in cash, which is kind of nice. And, then, my teammates Abby Talbott placed gold and, then, Jamie Ellis and Kennedy Kirk placed silver. Nesbitt: Okay. So, overall for the trip, just general background, it was in Louisville, Kentucky. So, our chapter got to travel there for six days and while we were there we also got to tour many different horse places in Kentucky. We went to Churchill Downs, which is where the Kentucky Derby is run and we also went to Kesmarc and the Louisville Slugger museum. So, overall it was a really fun trip and it was a great experience and it was such an honor that all four of our teams that competed received gold ranking, which is the top third in the nation. De Weerd: Wow. Well, thank you. Thank you, Kristen and to all of you we appreciate you being here. We congratulate you for your accomplishments and, again, thank you for representing our community with such poise, leadership, and accomplishment. Thank you. And to the advisors, hats off, these are top notch -- if you haven't been to one of their breakfasts, or their auction dinners, please do. They -- as you can see money well spent. If you don't go you can give them a contribution or donate an auction item; right? There you go. Well, thank you again for being here and if you need to feel free to leave, so -- Nesbitt: Okay. So, our community appreciation breakfast is February 26th from 6:00 a.m. to 8:00 a.m. and we really want all of you guys to attend, because it is a breakfast for our community. So, we hope to see you there. Meridian City Council Workshop January 12, 2016 Page 25 of 94 Item 9: Department Reports A. Information Services: Annual Update De Weerd: Thank you. Okay. Dave, that's a hard one to follow up and finish up your presentation, but we -- we will put you on the spot with that. Dave, thank you for allowing that. Tiede: Of course, Madam Mayor. Okay. Getting back into our alternative options here. Some of the alternative options that we have considered to date are cheaper equipment, which means buying desktops or laptops that are less costly. Studies have found that failure rates in such equipment is a lot higher, so we have found that 40 to 50 percent of those units will fail in the first 18 months versus our failure rates of five to probably 15 percent over five years. So, obviously, a big cost if we look at, hey, look, we are going to be replacing computers every 18 months instead of every five years. Not something we are very interested in doing at this point. Upgrading computers to extend the life of them is another option that we have looked at. Studies have found that this is actually more costly than just replacing the computers, because some of the components you can upgrade and they will continue to work, whereas other components you can't really upgrade very easily. That really comes into play with more the mobile devices, so the laptops, the MDTs, the iPads, whatever. The tablets. A lot of those you cannot simply upgrade the hardware, you have to send it back to the manufacturer to do that and they charge a lot more for that. Desktops we can do pretty easily, but, again, it's really just the ram and the hard drives that would be upgraded, which doesn't address a lot of the problems with the software applications requiring more updated hardware. Another option we have considered is cascading computers with areas that may use the computer less, so lower utilization. The problems -- or the considerations with that is we increase the amount of deployment that we do, so that incurs more staff doing that. On average -- up until this year we were looking around four hours per each computer redeployed. When you look at cascading that number goes up two or three times, because we are going to have multiple times. With the recent changes in things -- or in some of my staff, we actually have reduced that, so it's about two hours to replace a computer now. So, those costs wouldn't be as high. Another option we have considered is sim cards for dumb terminals and in combination with that is something called EDI , which basically means instead of the brains of the computer being in the dumb terminal, it's somewhere in a server room. The concerns that we have with that are the up front infrastructure costs. So, are servers right now are typically higher end machines that have better mean time between failures, they don't have as many issues, they are more powerful equipment. To support a system where we would use dumb terminals or thinclines, that means that we would need more of that infrastructure to supply that to the end users. Other concerns with going with that is some things don't work that well and so streaming video or media over that type of scenario isn't so good. I don't know if you guys have ever been in our IT training room, but when people have tried to use video up there they have a lot of problems with stuttering or not working or whatever. Peripherals have issues sometimes where you can't plug things in and they don't connect right. So, keyboards, mice, pretty straight forward, but things like scanners or other equipment that require a l ittle bit more Meridian City Council Workshop January 12, 2016 Page 26 of 94 oomph to them, those don't really work well in a dumb terminal or a thincline scenario. So, between cascading and thinclines, we still have some concerns as well over higher administrative costs, because we are not keeping things consistent . Part of why we are able to run an IT -- or a lean IT staff is because we have the consistency we do have with our hardware. Introducing more variables means that's more for us to manage and incurs more staff time. So, something to keep in mind. Another option that has been done in the past is postponing. So, simply saying instead of replacing a hundred computers this year, we end up pushing 50 of those and only replacing 50 of them this year. The effect that that has is all the other things that we have talked about, the compounding effect of those, plus we are still incurring that cost in another year and so, really, we have pushed that cost out by a year, but, then, we are incurring a bunch of costs at the same time. Those costs aren't the same, they are costs of staff time, effects or hardware failures or whatever, and typically those end up being higher than the cost of just replacing the machines themselves industry studies have shown. The next slide is looking at the idea of moving to an extended replacement plan. So moving from a five to a seven year. We had talked a little about a six or seven, but this is specifically to a seven year. This is the cost in a perfect world, spread out evenly over five years, you can see it would be about 166,000 dollars a year to replace our computer fleet, 1/5th of it every year. If we looked at doing 1/7th of that fleet every year and spreading that over seven years, it would be about 119,000 dollars a year. Again, that's completely even, which we are rea lly at at this point, if you saw the graphs earlier. That means a project annual savings of about 47,000 dollars. But what does that mean to -- what's the impact of keeping those computers an additional two years? It all goes back to all those things that we have talked about. We have computers that aren't under warranty, so when they fail we don't have parts, we can't get parts, we have to go ask for money for them. We will have more failures, because computers tend to fail more often when they get pa st that meantime between failure that's produced by the manufacturer. Repair costs will continue to be higher. We will have more productivity issues, which will impact not only IT staff time, but also the rest of our user staff time. Just looking at this out of the box and knowing what our fleet looks like from a computer standpoint, I can tell you that our 50 percent of our fleet that is mobile based will have a lot of issues after that five year mark. With our MDTs alone we have a lot higher failure rate after the three to four year mark and I can see just going to seven years and incurring a cost of at least one, if not two additional staff members by just that alone, because of the amount of work it will incur on our end supporting all these more computer problems. So, that's what we found with looking at a seven year instead of a five year. And part of that goes back to the warranty as well, like I mentioned, being able to get those parts, being able to get equipment in a timely manner makes a big difference for us and makes a big difference for our customers when they have something they need taken care of. So, in summary we are not recommending any changes at this time. We would like to continue where we are at with our five year replacement schedule. It's working for us. We have saved the city money. We have saved the city staff time. We are able to continue to run a lean IT staff. At this point I have -- the IT staff that we currently have I have three employees that are really the ones th at deal with the hardware and software issues of computers that are ran by end users. So, if you look at like the city of Nampa, I'm sure they have quite a bit more than that due to their computer issues and I don't have exact numbers from them, but -- we will continue to evaluate this annually. It's Meridian City Council Workshop January 12, 2016 Page 27 of 94 something that we want to bring before the Council and make sure you're aware of. Obviously, it comes up every year at budget year -- or in budget time. Just something that we want you to be privy to. We do see a possible need for looking at MDTs being replaced more often. They have more failures. They are, again, in cars 24/7. They are exposed to heat and cold and a lot of movement when they go around and they are bumping around a lot and they have a lot more problems than what the rest of our fleet does. So, that's something that we want to collect data on and see if that makes sense to look at something like that. So, over the next year. One question that we do have for the Council is as things come up throughout the year how often do you want to see increases to these types of costs. So, I mentioned the example last year of higher replacement costs five years from last year, because of how much we added and last year alone, outside of new positions, we added 56 computers, which, in turn, means in five years there will be that much more computers that we have to replace that budget year. So, that's the question we have for you is if we see those costs or see that happening how do you want notified? How often do you want notified? Do you want to see them called out specifically in budget presentations or budget hearings when departments are putting their presentations together or their enhancements together? How would you like to see that information? Would you like to see it more often? Would it be helpful? De Weerd: Mr. Bird. Bird: David, I think -- you know, it's been six years since we have looked at the policy. I think yourself and Jaycee and your staff, along with the Council liaison, should get together and set up and look at the policy, see what kind of policy we need and what we want -- we want to be very very conservative, as much as we can, but we want -- we don't want to -- we don't want to be stupid. We need to make sure that we have product online for our employees, because if it goes down you not have your time of your staff coming down and repairing it or replacing it, if we have a replacement, we have that lost time, because everything is done with technology anymore. So, I think -- I think -- and, then, maybe you can do this within the next couple of months come back to the Council, at that time we will be getting into the budget and stuff and see if -- which is -- for the citizens what's going to be the best way to go costwise, whether to stay with what we have got or to go to the five year -- however -- whatever you think that's going save overall the city money. You know, you might save -- like that 47,000, well, if you have a hundred computers go down -- breakdown, you have spent 50 or 60 thousand to repair. So, you haven't saved anything. It costs you. So, that would be my recommendation, Mayor, that we would do that, look at that policy. It's six years old and we have grown so much in six years that make sure we get a policy in place that will cover us. That's my suggestion. Holman: Madam Mayor? Madam Mayor, Members of the Council, Council Member Bird, that's specifically what we were doing here today is we have gone over that policy, we have looked at it, and said -- tried to really line out for you all the different ways that this costs us money and why we think the five year replacement policy is what we stand behind as far as saving the city money, being the most cost effective, keeping the leanest IT staff we can have. What we are wanting to commit to for next year, because we see so much time spent on MDT support and how impactful that is to the emergency services Meridian City Council Workshop January 12, 2016 Page 28 of 94 when one of those goes down and it shuts down a car, is we are going to really want to focus on that in the next year and see does the five year work, shall we stay with five years? Maybe we should go to four, but maybe we shouldn't and come back with that data for the next year. We wanted to get in front of you before we get into budget and you're looking at everything from all of the departments and let you know we have looked at this policy, we stand behind this policy, we are going to continue to look at it annually and try to bring it up separately outside of the budget process to allow a pre sentation on it. We probably don't need to go this in depth every year, but I don't know that we have ever been before you and gone this in depth. So, you understand. I mean -- and this is just a small part of what IT -- not small, but it's a section of what IT does. So, as we impact this part, with the possibility say we pushed it out further to six years, seven years, whatever, it impacts all the other things that we are doing in IT also and my staffing levels that we will need in there. So, the question, too, I would like to come back to is once a year when we put those binders in front of you and we see that number of replacements, it's a target that everybody kind of looks at and goes, whoa, that's a huge number. It is a big number. We are the one department that if we are not doing our job we shut the city down in about three minutes, because everybody relies on technology in pretty much everything they do all day long. So, what we want to know is how can we help throughout the year as you're making decisions throughout your budgeting process that also goes on during the year and you add some enhancements or you're building another facility or you think we need these new employees or we need to redo this building and add some more technology, do you want to see that called out separately in an enhancement saying, yep, you're improving this and this is going to add 20,000 dollars every five years to this enhancement. Would you like to see a quarterly summary where we put together here is all the things you approved, here is the hardware cost and you're going to see that when we start the budget process again. We want to make sure that you see when you're committing to some of these enhancements -- we are calling it out and saying, okay, this has an ongoing effect. I know it's in the individual line in an enhancement, but we really want to call it out so you can see that whole number and how would you like to see that and we don't need that answer right here today, but if you have some suggestions for us about how you would like to see it, then, we can incorporate that and make some changes this next year. De Weerd: Well -- and, really, it's not an enhancement, it's a replacement. It's a continued cost of doing business. Holman: Right. It's the enhancement the first time around and, then, that replacement every five years, so -- anyhow. Bird: Madam Mayor? Holman: If you have any other -- I'm sorry. Bird: Go ahead, Jaycee. Holman: If you have any other questions for Dave I just -- Meridian City Council Workshop January 12, 2016 Page 29 of 94 Bird: I just got one more thing to say that I think that with -- with your policies when it comes to budget time you know how many computers -- if we are on a five year -- if our policy is five years, we know how much we are going to spend every year. You know, 117,000 or whatever. You know, whatever it is. That's just part of the budget and they are not enhancements, other than if we are buying new ones, I guess, for -- for new people, but that's -- that's why I -- and I -- Jaycee, I appreciate updating our policy every year to make sure that we are up to date with the policy. I appreciate it. Thank you, David. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: A couple questions for you, David. And I'm not aware, so you can correct me. is there a tool or resource that IT has available to track the amount of hours that a particular machine is being used? I know that we have probably some of our users that are heavier users, other users that are probably lighter users. I'm aware of a person in the municipality east of ours that had an MDT that never once turned it on. I'm not saying that's happening here in Meridian, but I would like to be able to know if there is some machines that are being used and maybe those machines do need to be replaced sooner than later or more -- there is some that aren't being used that could be delayed a year, maybe even two years. I don't know if you have any thoughts on that or if there is a tool that exists or if you're able to check what the usage is. De Weerd: Sorry, that person should retire if they never turn their MDT on. Sorry. Cavener: Maybe he is. Tiede: Madam Mayor, Members of the Council, Council Member Cavener, we do not currently have a tool that let's us do that, but there are tools available to do that. That's something we want look at along with how much time we spend on repairs and how much those repairs cost, impact to user and things. Those are things that we want to start tracking a little bit better so that we can have more numbers to present. Cavener: Madam Mayor, additional question. Dave, in your estimation how many of our employees are use -- utilizing more than one device? I mean there are employees I assume that are using a desktop, maybe a laptop, maybe a tablet as well. Tiede: Madam Mayor, Members of the Council, Council Member Cavener, I would say that would probably fall somewhere in the 20 to 25 percent range. Cavener: Madam Mayor, follow up. Twenty-five percent that are using at least -- that are using more than one -- Tiede: More than one device. Meridian City Council Workshop January 12, 2016 Page 30 of 94 Cavener: Thank you. De Weerd: And I will say that that is part of the budget departmental meetings with Todd and I as we go through the details and your detail tab and the line by line topics and IT and Finance have got in, we have updated our procedure on mobile devices and there is greater accountability now to the directors and their authorization of those that have more -- multiple devices. Tiede: Thank you, Madam Mayor, Members of the Council, Council Member Cavener. On that same note, to follow up on what the Mayor said, we have identified that as a problem and we are -- we have designed the standard operating procedure to kind of address some of those issues, but we also have a check sheet, so to speak, that departments will be filling out and saying -- identifying those needs to try to help us figure out what are duplicate services that we are providing, so that we can minimize those. But we are also looking at devices like these that may provide some of those services all in one unit, instead of saying, hey, look, we are going to issue a desktop and a laptop to do two of the same functions. So -- Cavener: Great. Tiede: -- something that we are investigating further. Cavener: That's great to hear, Dave. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I have a couple questions I think. They are chicken scratch if I can read it. What percentage of the say desktops -- I was going to ask a general question about all computers, but I'm kind of curious about the desktops now. That need to be repaired after like the standard warranty -- during that warranty period -- additional warranty that you buy, what percentage of computers have to go in for warranty repair? Tiede: Madam Mayor, Members of the Council, Council Member Milam, we do not actually send machines -- desktops in for warranty repairs. They typically just send a part out to us. Milam: Okay. Tiede: But the percentage I would say we are probably right around -- towards the end of the life cycle right around the 20 to 25 percent mark is where we are at. But those -- that is partly due to us having a five year replacement -- or a warranty on those machines. We do not have the standard warranty. We extend to five years. Meridian City Council Workshop January 12, 2016 Page 31 of 94 Milam: Madam Mayor, follow up on that. So, I'm assuming that you guys do this process, did the math and decided that if you paid for those parts yourself on the 20 percent it would -- it's financially beneficial to not spending the money on all of the warranty on all of the computers? Tiede: Looking at the cost up front, because we can't predict what parts will fail. Some parts are more expensive than others. But looking at that from a broad overview it is more affordable to buy the warranty up front, because we buy it in bulk. If we weren't doing that, then, the cost would probably be offset and it would be cheaper to just buy parts. We also have the benefit when we do the warranty that if it goes beyond our skill level we can actually have a technician come on site at no additional charge and so that's also part of that cost that -- or benefit that we get out of that, which would normally be a cost that we would incur. Milam: Okay. Madam Mayor, one more. De Weerd: Uh-huh. Milam: So, in listening to what you have been talking about, it seems like it would make more sense to move the MDTs to four years, but I'm just curious if there is a way to bump the desktops to six years and that's why I was asking about the percentage of them that break down or if there is a six year warranty for a little bit more -- you know to even it out. Because the blanket five years, obviously, is -- probably isn't necessarily the right thing for -- when you're dealing with the different types of equipment. Tiede: Madam Mayor, Members of the Council, Council Member Milam, for the desktops, for pretty much all computer hardware, anything beyond the five year warranty is not feasible, it's not something that manufacturers offer, so at that point we could potentially do that, but what costs we would incur beyond that point would kind offset anything that we think we would save at this point, especially due to the fact that specifically desktops are a lot less expensive than the other hardware that has higher failure rate s and so if you look -- one of the graphs I had on there shows that our overall cost -- desktops make up about a third of that right now, so -- Milam: Okay. Thank you. De Weerd: Any other questions? Borton: Madam Mayor? De Weerd: Remember to eat your microphone. Borton: Madam Mayor. David, I think the policy is great the way you presented it. In particular looking at all of the -- kind of the collateral costs, the down time, more than just replacing. What I think would be helpful for me -- just annually in the budget book is a data table that shows for the current year and for the following five years your existing Meridian City Council Workshop January 12, 2016 Page 32 of 94 inventory, the number of -- within that inventory that would be replaced according to your policy and, then, the number of new unit s for all new hires, assuming that the proposed new hires within the budget proposal are included and, then, forecasting that forward you can show us what those next five years will look like. You can't make any assumptions on new hires understanding in future years, but you will know the replacement cost of the inventory and that might give us some sense, if we see things spiking or increasing at an increasing rate, that we might want to address the five year policy quicker. Tiede: Madam Mayor, Members of the Council, Council Member Borton, that absolutely is -- would be very helpful and I believe in the last couple of years Todd from Finance has been including that in the budget manual in the -- towards the back. The only thing that I don't think is included is the -- it doesn’t specifically line out those ones for new positions. They are in the enhancements for the new positions, but that's something that we can certainly add. Borton: Madam Mayor? Does the binder have that forecast? So, for the next five years of how that inventory trends? Tiede: Yes, it does. Borton: Oh. Good. De Weerd: See, instant reaction to your desire. Borton: That's quick. De Weerd: Anything further? Okay. Thank you, Dave. Greatly appreciate the detail that you put into the presentation and I would just say a general comment to Council that IT is really driven and Finance in working together to really get their arms around the technology cost and having a better understanding of -- of the efficiencies, where they are needed, using technology and where there is duplication that's unnecessary. So, appreciate the efforts that -- that you have led in that regard. Thank you. Tiede: Thank you. De Weerd: Jaycee, any wrap up remarks? Holman: Thank you, Madam Mayor. Again, just to follow up on the recommendation for how you would like to see the data throughout the year. I have taken note of what you said, Council Member Borton, as far as the budgeting manual, but I would like us just to be able to update you throughout the year on any of the things that happened outside of the formal budgeting process, different enhancements or things that might happen throughout the year, how you would like to see that information, because we would be happy to provide it throughout the year. Okay? Meridian City Council Workshop January 12, 2016 Page 33 of 94 De Weerd: And -- and I will note that your strategic plan month is November, so some of this can be discussed at that time and more information brought back prior to budget if -- if needed. Holman: Madam Mayor, I believe ours is in December. De Weerd: December. Holman: Yes. So -- De Weerd: And what is the timeline on the -- evaluating the MDTs? Holman: We would like to spend a year gathering some data and come back maybe this time next year as an update and, then, as we head into the budgeting process that could be a consideration. We know if we do it we want to make it part of the budgeting process. De Weerd: Very good. Thank you. Any other questions? Holman: All right. And I look forward to -- see all the information, Councilman Palmer, you got a lot to look forward to. Item 8: Action Items A. Public Hearing Continued from January 5, 2016 for Eagle Commons at Overland (H-2015-0024) by Eagle Commons at Overland, LLC Located Northeast Corner of S. Eagle Road and E. Overland Road 1. Request: Execute a Development Agreement Required with the Annexation of the Property for the Purpose of Including a Concept Plan and Specific Provisions Relevant to the Development of the Property De Weerd: He took notes. Okay. Item 9-B is continued from December 22nd. Okay. We will -- Council, if you will allow me to skip over that, because we have a lot of people for other agenda items. Oh. Caleb, is our -- okay. Before I even do that -- sorry, staff. We had an item that we continued -- or postponed and it's under Item 8-A under Action Items, the public hearing that was continued from January 5th for Eagle Commons at Overland and I will ask for staff comments at this time. Watters: Thank you, Madam Mayor. This project, as you stated, was continued from last week's council meeting -- De Weerd: And, Sonya, if you can, please, pull the mike in front of your mouth -- Watters: Yes. Meridian City Council Workshop January 12, 2016 Page 34 of 94 De Weerd: Thank you. Watters: Okay. Since last week's City Council meeting staff and the applicant met with ACHD regarding the access requirements for this site. I will just go over those real quick. You should have a memo before you from staff from this afternoon . Apologies for the -- the late timing of it. A quick turnaround from last week's meeting. Basically this is what ACHD and staff agreed upon for the roads. With the first phase, the Norco, construct Silverstone north from Overland Road as a local street, with a minimum of 40 feet of pavement, with three foot gravel shoulders, within a minimum 60 feet right of way, for approximately a hundred feet, then, tapering to a minimum 30 feet of pavement with three foot gravel shoulders within a minimum 50 foot right of way to just north o f the creek. And that is if you can see where my cursor is pointing here for this area. That would allow Norco to get started and not require them to dedicate additional right of way beyond the north side of the creek with the first initial phase. Prior to the second phase of development staff is requesting that the property be required to be subdivided prior to issuance of any permits. Construct Silverstone to the north boundary as a minimum half of a 40 foot local commercial street, plus 12 feet of pavement on the east side and minimum 50 foot right of way. And, then, with that subdivision of the property additional right of way will be required to widen Rackham Way to local street standards with curb, gutter and sidewalk. That is unless Rackham Way is vacated in the interim and adequate access can be provided to the adjacent properties from Silverstone. Staff has modified the provisions of the development agreement. They are in your memo from staff. Strike out underline format for the new information. The applicant has submitted a response to that memo and I can go that -- I can go through that real quick on the items that staff is in agreement with the applicant and, then, the other items I will let the applicant cover, if that works for Council. The first is condition number two. They are in agreement, but would like to stipulate that a buffer would not be required adjacent to South Rackham Way if Rackham is vacated in the future. Number four. They would like to add the language that the pathway connection to the south to -- from the -- from the pathway along the creek to Overland Road may be provided along either the east or the west side of Silverstone Way. Staff is okay with this change. The applicant is not in agreement with provision eight or nine and I will let the applicant cover those two. Number 13, which restricts the future building in phase two on Lot 1 to a single story in height, they would like to not have that restriction on that lot and that's fine with staff, we could remove that condition. Number 16, the applicant is not in agreement with staff and they will cover that in their presentation. Number 17 the developer shall dedicate additional right of way along the west property boundary to widen Rackham. Just, again, specifying unless Rackham is vacated in the interim. Number 18 requires the developer to construct a six or an eight foot tall fence or wall on the east boundary of the site and to work with the neighbors on determining the appropriate fencing height and mate rials. They would like to just provide a six foot tall fence along that boundary, except for the area that's in the floodway and no fencing is required in that area. Staff is in agreement with this proposed change. Number 22. Per Meridian City Code the applicant shall be responsible to install sewer and water mains to and through this development. They would like the ability to attach latecomer Meridian City Council Workshop January 12, 2016 Page 35 of 94 fees with the upsizing of the utilities and Warren may -- may want to speak to that. Other than that, that concludes staff's presentation and the applicant will cover the other items. De Weerd: Warren, do you have any comment at this point? Stewart: Madam Mayor, Members of the Council. No. It's common for us to allow a reimbursement agreement for upsizing. So, if that's something that needs to happen, that's okay. De Weerd: Okay. Thank you. Would the applicant like to make comment? It is now evening. Good evening. White: Good evening. De Weerd: Thank you for being here. If you will state your name and address for the record. White: Jason White. White Leasure Development Company. 8385 West Emerald Street, Boise, Idaho. Madam Mayor -- De Weerd: Thank you. White: -- Council Members, thanks for the time. Sonya, thank you for the time last week to meet with ACHD and I was surprised that we were meeting at 3:00 o'clock, so in my haste to -- to get this out the door, we do agree with number 16, bringing the road circled on the first phase. As you know, we have kind of been back and forth as to the right of way, the connecting of the surrounding areas. We feel that our use doesn't justify the need to provide public access, but we are willing -- we understand that -- that what the city wants and we want to help accommodate that. I think Mr. Kissler is a pretty prominent person in the community. He's willing to do what it takes to make a successful development and something that he is going to be proud to have his name on and his company's name on. So, what we are proposing as a show of good faith is to go ahead and dedicate, such as number 16, is how that's outlined and, then, work with property owners to the north to create a connection and have interconnectivity of that whole region. The Elk's have called a special board meeting for next week where they are discussing the whole -- whole issue and I believe, in talking to their representatives, that we have got the structure to get something done and ultimate -- hopefully we can come to an agreement and build the ultimate road and what it's going to look -- everyone wants it to look like out of box, assuming we can come to an agreement. De Weerd: It would be cheaper, wouldn't it, to do it all at once if they participate; right? White: Yeah. We are -- absolutely. So, I think most of my comments, excepting number 16 -- and, then, number eight. Number eight and nine kind of go together. I'm sorry, no, they don't. Number eight we are just not sure -- I forgot which one it goes with, but Rackham Way, ACHD said, you know, that's -- that's kind of -- they could see that going Meridian City Council Workshop January 12, 2016 Page 36 of 94 away and them giving up that right of way in the future and so one thought that we kind of discussed with ACHD was, you know, if we can provide a primary access off of Silverstone Way, that, then, they would be -- they would be content with a secondary emergency access, you know, somewhere through our site, so that's something that we -- there is two in there that we would like to explore that down the road if that's possible. It's kind of -- we have got a little bit of heartburn on doing curb, gutter and sidewalk, as well as ten feet of right of way on a road that doesn't really go anywhere and ACHD doesn't really care all that much about. Number nine. Same issue on connection. We have -- we have spoken with Zamzow's and Mr. Kissler has to pay the latecomer fees on the improvements to the signal as it ends for the north side and the Zamzow's folks haven't really responded to Sundance, so that's why it was given to -- to Mr. Kissler when he bought that land, so it's kind of -- we are more than willing to have them connect, but we would like for them to chip in. Sixteen we agree. Seventeen that's the Rackham Way and 22, the upsizing is -- we are already doing the work, we would just like to be reimbursed for upsizing. De Weerd: Sonya, is -- on number nine, it's just giving an easement, it's not requiring to build the improvement, but it's just to grant them an easement, so that if Zamzow's was to pay to connect to the pavement they could? Is that -- that's how I read it. Watters: Madam Mayor, Council, our code just requires a cross -access be granted to adjacent properties for connectivity. We don't get involved in the -- the monetary compensation on that. De Weerd: And so -- Watters: They do have a drivewa y stub there currently, so staff is just asking that either right of way be provided currently, so staff is just asking that either right of way be provided to that stub so they can have access or the access easement be provided. De Weerd: So, I don't think it's requiring you to develop from their access to where you would pave, they would have to do that is my understanding. White: Right. But Mr. Kissler is paying the latecomer fees on the signal, the improvements that were done years ago when Sundance did it. He's agreed to pay that and they did -- they did it by quarter. So, the northwest corner, northeast corner -- Zamzow's is the northeast corner, they didn't care to chip in, so if we provide them access to it they are -- we don't really have -- De Weerd: They are kind of exempt from any latecomer arrangement, is that -- see, we don't do this normally, so we don't know what any of that means. White: Right. If they are provided an access easement, there is zero motivation for them to chip into the kitty to pay for the improvements and the access. Meridian City Council Workshop January 12, 2016 Page 37 of 94 De Weerd: So, can the city ask for an easement that any financial implications be worked out with Ada County Highway District on latecomers or sharing responsibility? I -- I know what you're saying, but we also -- we also require connectivity. White: Right. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: If it's your easement that you're granting, couldn't the terms include that the easement is granted for that property in order to have cross-access, the cost of which has to be born one hundred percent by that owner to install and coordinate with the city? So, it's the -- the breadth and depth of your easement is as broad as you want to grant. Hence the cross-access. White: Right. Borton: But if it's going to be utilized by your neighboring property to the east, they would have to incur all costs -- just, for an example, of a way to satisfy the city's conditions, but still alleviate your concern on having to spend money? White: Well, the money has already -- already been spent -- or is owed -- Borton: Specifically -- specific to that cross-access, though. White: Well, no, the access -- you know, when Sundance developed the intersection and put all the light standards in, they developed it at the ultimate design and they said, okay, the north side people have to chip in, they are a quarter -- or a half of the north side, so they passed that along to Mr. Kissler. Zamzow's never really responded to chipping in for the past expense, let alone going forward and there is really not a whole lot of expense for them to attach once we go ahead and build it all the way through. Borton: Okay. White: I mean we are not against the easement, just as long as they pay their pro rata share and I don't think Kissler is looking to -- to, you know, blackmail anyone or -- Borton: It's a pro rata share of the easement access or the pro rata share of something else? White: Of the cost to get access to that drive aisle I guess is where I'm at. Borton: All right. That's what I was suggesting is -- De Weerd: Can you, please, move forward. Meridian City Council Workshop January 12, 2016 Page 38 of 94 Borton: Is the cost of the -- utilizing the drive aisle access and that cross-access easement is born one hundred percent by the property to the e ast. I don't know how you have someone pay more than that. It's that or I'm not following your concern. White: Yeah. I don't think I'm understanding your question. Borton: If there is concern about agreeing to the cross-access easement because it might impose a cost upon you -- White: Oh, no, we will have the cost by bringing the road in -- you know, the right of way of the road and all the improvements. Borton: A cost specific to the easement. Not a cost associated with a different conditio n. I'm not following what the concern is with regard to the easement itself. White: The easement gives them the right to use that access that cost -- Borton: You want them to share the cost of the road itself. White: Correct. Borton: Oh. Okay. Not just the cost for the cross-access easement. White: Correct. Yeah. I'm sorry. The -- Borton: Okay. White: The easement -- yeah, there really isn't much cost. It's getting to that point. Borton: The whole road. Okay. White: Right. So, I mean we are more than willing to continue to talk to them and make that connection possible, but, you know, they need to come to the table. De Weerd: So, can the cross-access or the easement be granted with a financial contribution proportional to the cost of the intersection? I don't know, because I know at some point the road to the east is -- is going to be left-in and right-out. I would imagine once they can connect to that -- that light that road is not going to have the same right -in, right-out as it has right now for Zamzow's. It becomes really important for them. Hood: So, Madam Mayor, to somewhat answer your question, I don't see a way -- a tool with this application to condition something on Zamzow's. I don't even know what a proportionate share would be. I mean we don't know how much of Zamzow's traffic will use that. certainly I agree I mean they are going to benefit from it, there is no doubt, but that's been in the plan. I mean you can see from what's on the aerial now that we want Meridian City Council Workshop January 12, 2016 Page 39 of 94 them to take access from that signal. That's been the plan. I don't know what was worked out before on getting the intersection -- who participated and who didn't. Certainly if it was through ACHD, then, Zamzow's should have paid their proportionate share and I don't know if that was something that Sundance did and -- White: No. I believe -- I believe it was private, because Sundance, you know, did the lion's share of it. They are the ones that really created t he need to the south when they -- when they developed Silverstone. Hood: So, I mean, Madam Mayor, we are talking the initial construction on the road is -- I mean if you look at the Zamzow's site, you look at their public street frontage, they have improved that, that's what they abu tted as a public street. We do want them to have access again to the signal and the maintenance of that will be on the highway district. I mean the idea is that's a public street. So, I don't -- and it doesn’t sound like that's what we are talking about so much. The difference between Zamzow's west property boundary and the east boundary of where ever their right of way is, that should be Zamzow's responsibility to maintain that drive aisles access in my opinion. I mean that shouldn't be anyone else's responsibility. That's going to benefit them. But I would go the other way, too. And say there may be -- depending on what businesses come in here, they may be able to access Zamzow's, so it's reciprocated and we already have from Zamzow's a cross-access to this property owner. They can go out on Jade, whatever this -- the other street is on the other side. So, Zamzow's has already provided to this property owner cross-access to use that -- their driveway to get through. I don't know how much they would, but it's there. I mean that's the reciprocal part of that. So, we already have 50 percent of it and we are looking for the other half, whether it be a public street or a cross - access. But, again, back to your original question or potential solution, we can't compel Zamzow's to provide any amount of money, they aren't here in front of us; right? So, I don't know how we -- we as a city say, well, let's conditionally provide this cross -access or ask them -- require them to participate in the construction of Silverstone Way to the north. I don't see what -- and you asked about ACHD doing that, I don't think ACHD -- ACHD is in the same boat, they can't require them to do anything. They are already there. De Weerd: They are already entitled. White: To the roadways, not to private property next door. De Weerd: Yeah, but that will be public. White: Right. That's what we are working on. I mean we will make best efforts to -- to work something out with them. I just -- I don't see how that can be a requirement of us to provide someone else a benefit across our property. So, could that be moved to your best efforts to agree? I mean if they simply won't -- won't participate, then, why should we -- De Weerd: Because it's required of everyone. Meridian City Council Workshop January 12, 2016 Page 40 of 94 Nary: Madam Mayor, Members of the Council, I don't -- maybe -- it sounds like there is a little disconnect here. It seems like what I was reading in the staff report is the requirement is to build half of the road, so the other half of that road is go ing to have to get constructed on somebody else's expense. So, the access point where Zamzow's is taking access in the picture. There is not a road going to be constructed right in front of that, because your property isn’t going to build the road all the way across, so that they would still have to construct it and as we stated there is a code requirement and it is something that's already been provided to your property to access theirs. So, they are going to have cost to access the roadway, because of the roadway in front of it -- on their boundary line won't be constructed. The only part I think that you're being asked to construct was the intersection portion. White: And pay for the intersection that was already built years ago. Nary: I think that's a -- that's a different issue, but I'm just saying that when you're talking to -- or all this talk about access and the portion of access goes to the edge of the property and this is a public street, which you have only constructed a portion of, so someone is going to have to construct the other portion. Right. Unless I'm missing something from planning. You're not -- it's not completely -- but it is a public roadway. White: Well, not -- not, it's private property today. De Weerd: Yeah. But in order to give the entitlement it has to be public and therein lies the big challenge. These are already built. They are already entitled. They already have a cross-access and in our code it requires us to require it of others, just like we requir ed it of them. But if you build your half of the road on the west side -- White: Yeah. De Weerd: -- they still have to figure out how to get from their access to the road itself and that will be between ACHD and the other parties that are part of that road improvement. White: Right. I -- I disagree. I mean we're having to pay for the intersection, which Zamzow's has had every opportunity to pay for today and they have been unwilling to. Now that's on Mr. Kissler, because Sundance is the one hold ing -- holding the keys to that. De Weerd: And this was approved years ago and it's -- it's not within our process, because we are not the road department. It's just a requirement and how all of those details get worked out is -- is really with the road department. White: Okay. De Weerd: I don't know how else to explain, other than we typically don't get into road discussions. I am really thankful we have an Ada County Highway District at this point. Meridian City Council Workshop January 12, 2016 Page 41 of 94 White: Right. Right. Okay. So, we sort that out with ACHD then? De Weerd: Outside of us requiring the easement, how the connecting to the -- the easement to the roads that you build that's -- that's probably something that needs to be worked out with Ada County Highway District. White: Okay. Watters: Madam Mayor? Excuse me. I believe that the applicant wanted to address condition number eight, as they were not in agreement, and I think he had his number switched when he -- when he spoke to that, unless I'm mistaken. Borton: That's a real big one. De Weerd: Yeah. Watters: So, we might want to touch on that before he sits down. White: Yeah. So, number eight it asks that we will subdivide the property, which we are agreeable to. We would like to add the words that there will be no additional right of way as a part of that subdivision. We believe that we are getting close to a dealing with the Elk's to provide them access all the way through the -- through the property. De Weerd: Do you want to continue this, since they -- they will be visiting it soon? White: Well, there is a -- there is six members on the Elk's board and there is a six member board of trustees beyond that. I don't think in the interest of time with Mr. Kissler wanting to be open by the end of the year th at we can wait for them to make their decision, because who knows how long it will take for -- for it to get through all the members on the board. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: To the remainder of your comment on provision eight, you, then, ask to delete the remaining sentences after the first and those are the sentences which require the construction of the commercial street, the one half plus 12, which -- and that's a much bigger issue and obligation than just the easement itself, which -- White: Right. There are two that Mr. Kissler is willing to provide the right of way up the creek as a show of good faith that he's willing to work with the Elk's to get it there and, then, we will deal with -- with them and the right of way to be dedicated as we can come to an agreement. So, it will -- it will come in cross -- cross the creek and, then, we will -- it will be private over to Mr. Kissler's building. The tenant that we had on major A is -- is no Meridian City Council Workshop January 12, 2016 Page 42 of 94 longer there, so we are not quite sure what we are going to do with that section, so it's kind of -- it isn't going to work. Wanting to get him up and open and we figure if we show that we are willing to dedicate the right of way south of the creek we are willing to get it done with the Elk's, but there has got to be just compensation for the right of way. Borton: Madam Mayor? So, on the slide that's here, the first phase reference in the lower right corner that speaks to the construction of the 40 foot local commercial street, plus 12 feet of pavement on the east side -- White: That's in number 16? Borton: I'm reading number eight from the condition. Unless I'm reading them -- White: Right. Number 16 -- what was added there talks to what -- what will be built south of -- of the creek. Borton: Okay. White: Number eight is -- I guess was written before and it's kind of a blanket -- built the road all the way up -- Borton: Okay. White: -- which we will build the southern, what, third at this point and, then, you know, deal with the Elk's on the right of way and the road and ultimately we -- we want to build the whole thing up front and get it done and everyone will smile and we will -- Borton: Okay. Thanks. Watters: Madam Mayor, Council? If I may, the -- the provisions in the development agreement regarding the construction of the streets are verbatim from ACHD's requirements. So, I would hesitate to change any of those. De Weerd: Nice. Thank you for making that comment. Right when we thought we might be somewhere you just threw a wrench in it. So, you could just, basically, say list requirements as -- requirements as stated by Ada County Highway District and we just kick the can down the road and tell them you go fight with ACHD on this, because they are the road department. Watters: For everything beyond the first phase, yes. De Weerd: Uh-huh. Yes. Hood: And, Madam Mayor, if I may. I mean I think if you envision a different solution you could certainly propose that and we could continue the dialogue at ACHD. If you don't want it to be a public street we could take that forward and, listen, our Council in the DA Meridian City Council Workshop January 12, 2016 Page 43 of 94 didn't require that to be a public street, ACHD, now what do we do? But I wouldn't make any quarantines. I don't want to mislead anybody that says no additional right of way can be -- the city doesn't require right of way. If ACHD wants to require right of way we can't stop them, but we can carry that message forward. I mean if that's what you all want to do is say, boy, a public street shouldn't be here, we are going to take it out of our requirements as a city? That's one thing, but I just want it to be clear, that doesn't mean it may not be a requirement. It may be a requirement of somebody else. De Weerd: Uh-huh. Uh-huh. No, I get that. Do you get it? White: I do, but I also -- in researching this that the Fifth Amendment of the Constitution -- the end of it says nor shall private property be taken for public use without just compensation. So, we are trying to avoid that, because I think we can get to a solution with the Elk's -- we are showing that we will -- we will provide access into the site across the bridge and let us go from there and deal with it with the Elk's. Before we are required to dedicate right of way with no compensation, the Elk's won't come to the table to -- to make a deal. De Weerd: Okay. But you understood what Caleb just said, we can recommend all we want, but we are not the jurisdiction that makes that decision. We can recommend that they don't require that, but we can't enforce it, because it's their requirement. White: Okay. Can we leave it on them then? De Weerd: Absolutely. White: Perfect. De Weerd: I can say that, because I don't make the motion or vote. Nary: Madam Mayor? Madam Mayor? De Weerd: Yes. Nary: Madam Mayor, Members of the Council, I mean I thing the only thing I can see in number eight is regards to that right of way question is it says additional right of way is required between Overland Road and the creek to insure parcels east and west of Silverstone Way of access to the public street. Since we don't have a traffic study and we don't have future uses and we don't have any subdivision of the property, it could say may, because we don't know what's going to be required, but we can envision something is going to be required, because this DA is going to run with the land, whether your -- you own it or not and so -- but that's the best notice we can provide to people, because, as the Mayor stated, we aren't the road agency, but on 16 this was the conditions that ACHD was willing to live with at this point in time to allow you to move forward with this project because the way this property is today you have an annexation -- you have a requirement to have a subdivision and you have a requirement to have -- either build what was Meridian City Council Workshop January 12, 2016 Page 44 of 94 proposed in 1995 or ask to amend it. So, if you want to amend it the Council's option is not grant your amendment and require you to build what was already envisioned in '95 and require you to sign the development that was proposed in the ordinance that you bought it under those conditions. So, this is an attempt to get your project moving, but we cannot leave out those right of way conditions, because you or some other future owner needs to know what they are and so we can't remove them without causing a future problem for someone else and that's what -- that's what we are trying to avoid. White: Right. Nary: The other option is the Council could simply deny your request and de-annex your property. White: Right. Number 16 just talks to the southern third of it and we are in agreement with that. Continuing right of way we will get it worked out with the Elk's. De Weerd: All I can say is you're in front of the wrong body on most of this. All we can do is -- is present the findings and, then, a lot of this needs to go to Ada County Highway District for the details that you're asking for. White: Right. Okay. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: David, your comments, looking at paragraph eight, would that say that the applicant -- in the first sentence the applicant shall subdivide the property, comma, and Silverstone Way shall be constructed in accordance with all requirements set forth by ACHD? No? Hood: That could work, too. I mean this is getting into the details, because that's what they gave us. But you could leave it more generic than that. Certainly. Borton: It's going to officially go to them as part of the subdivision. Hood: When a subdivision is submitted a lot of these questions will be answered. This is more of a heads up of what you most likely are going to -- can expect when phase two or a subdivision comes in. So, it's more -- yeah, more of a heads up than anything. So, you could take some of the specificity out of some of the dimensions and those types of things. De Weerd: Which kicks the can down the road to the authorities that make the decision -- that just enforce whatever decisions they make are part of this condition. Meridian City Council Workshop January 12, 2016 Page 45 of 94 Hood: And, Madam Mayor, no one asked me my -- but I wasn't in my previous comments advocating for a private cross-access. I do personally think it makes sense to have a public street stubbed and we require public stub streets all the time. So, I just didn't -- I wanted to clarify my previous comments, but if you decided not to, I wasn't telling you that that's what we should do necessarily, but -- but if you so choose that's what we would do is staff would react and carry that message forward. De Weerd: Aren't you glad you ran for City Council. Okay. White: Anything else? De Weerd: Any other questions for the applicant? Milam: Madam Mayor? De Weerd: Yes, Mrs. Milam. Milam: At this point I honestly don't where we are, because we were talking about one and, then, back to another and, then, well, this was okay, well, that part of this is okay, so I need somebody to summarize where we are at and -- hopefully somebody can clarify that for me at some point. This is a public hearing, so somebody else may want to say something. White: Right. Are you going off of my response letter or Sonya's letter? I think Sonya was addressing my response. De Weerd: Are you suggesting -- just trying to move this along -- is you would do the full improvement to -- to the ditch or to -- in the first circle -- White: First phase? De Weerd: The first phase. White: Yeah. The bottom roughly third of Silverstone Way across the creek. Correct. And, then, the northern two-thirds we would -- De Weerd: The northern two-thirds you minimally would like to have a private road, so you can minimally improve it, but that could be -- we could capture the -- what you have agreed to in phase one and phase two as Councilman Borton suggested and incorporating the requirements by Ada County Highway District and leaving the details of that up to you and the road authority. White: Perfect. De Weerd: Okay. That was my summary. Meridian City Council Workshop January 12, 2016 Page 46 of 94 Milam: Thank you. De Weerd: That's a for instance. You can do whatever you want. Thank you. White: Thank you. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: The possible solution on number eight would similar language be appropriate in paragraph 17 with regards to whether or not right of way should be dedicated along Rackham Way, being an ultimate determination made by ACHD? De Weerd: Yes. Watters: Madam Mayor? De Weerd: Sonya. Watters: Councilmen. Councilman Borton. Number 17 really can be handled quite simply by just adding unless Rackham Way is vacated. If it's vacated additional right of way isn't necessary either way. I believe that the only real issue we have is number eight and we could easily modify that to just say that the applicant shall subdivide the property and comply with ACHD standards for road improvements and, then, number nine regarding the cross-access ingress-egress easement to Zamzow's, I'm not sure that we resolved that one. It is a code requirement. I don't know that there is any other option on that one. But other than that I think, as staff stated previously, I think staff and the applicant is in agreement with the other changes that they have requested. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Sonya, how about number -- UDC -- oh, number 13. Watters: Staff is fine with that not being limited to a single story and just complying with the height limitations of the district. Bird: And how about the standards -- they don't agree with the standards of design or current setbacks. They don't agree, then, we have -- wait a minute. I misread it. Excuse me. De Weerd: I think the only other question is the height of the fence or were you in agreement? Meridian City Council Workshop January 12, 2016 Page 47 of 94 Watters: We are in agreement. De Weerd: Okay. To six feet. Nary: Madam Mayor? Could I ask a question on number nine. There is a portion of that that talks about ingress-egress easement as a common -- as required by code. There is a sentence there that says: Or right of way for Silverstone Way may be dedicated where the driveway stub is located and right of way is different than that and normally we don't require right of way I don't recall. So, is that particular sentence necessary to accomplish the code requirements or is that additional -- Watters: It meets -- Madam Mayor, Mr. Nary, it meets the intent of the code. Rather than granting a cross-access easement, the easement would not be necessary if right of way touched their boundary where their driveway is located. Nary: Okay. Watters: So, it's just an option for that to shift to that boundary. Nary: Thank you. De Weerd: Council, further information needed from the applicant or staff? If not, I would entertain a motion to close the public hearing. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we close the public hearing on H-2015-0024. Cavener: Second. De Weerd: I have a motion and a second to close the public hearing on this item. All those in favor say aye. Did I hear all ayes? All ayes. MOTION CARRIED: ALL AYES. De Weerd: Ty, this is where you make your motion. Palmer: Madam Mayor, I'm going to leave this one to the attorney on the Council. Borton: Madam Mayor? De Weerd: Mr. Borton. Meridian City Council Workshop January 12, 2016 Page 48 of 94 Borton: I'm not certain if a motion needs to -- for staff spell out on each numbered item. We have captured the general consensus on the vast majority of them through the staff and applicant comments to and including the amendment to paragraph eight making reference to ACHD's requirements ultimately directing the standards and needs of Silverstone Way. I think Mr. Hood's comment with regards to it being a public street to and through the property makes sense. The argument, though, will ultimately be waged at ACHD. With regards to the cross-access easement, I don't see sufficient grounds in what's been presented to exclude that code requirement from this project. So, I think staff's recommendation with regards to paragraph nine should remain in and the cross- access ingress-egress easement be provided to the property to the east. There is no concern over the additional option of a second way to accomplish that same goal. So, I think staff's condition -- proposed condition number nine in the January 12th memorandum seems appropriate. So, for the purpose of making a motion, I will so move that the development agreement approval slash modification be approved to include those conditions as addressed by the applicant and staff in the staff memorandum of January 12th and the applicant's response letter of the same date and to include staff's recommended paragraph -- or recommended provision in paragraph nine. Cavener: Second. De Weerd: I have a motion and a second. Any discussion by Council? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: On number 22, while we allow the latecomers fee on our utilities, are we responsible for collecting or is he? De Weerd: Warren, what is the standard practice in these situations? Stewart: Madam Mayor, Members of the Council, I wasn't -- didn't know I was going to have to talk on this, but I believe the way that that happens is we collect it and, then, on a quarterly basis we reimburse it back to the original developer. De Weerd: Okay. Any other discussion? Madam Clerk, will you call roll. Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little -Roberts, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Go forward and take it to ACHD. Meridian City Council Workshop January 12, 2016 Page 49 of 94 White: Thanks. D. Public Works: FY2015 Engineering Project Close-Out Report De Weerd: Thank you. Okay. We concluded the discussion on Item 8-A. We are now under item -- we will delay the strategic plan update, so we can get to Public Works, so the majority of our audience can go home. Item 9 -D is under Public Works with the -- is that the best order, Warren? I guess -- Stewart: Yes. De Weerd: -- most everyone is here for -- Stewart: The majority can go home. Madam Mayor, Members of the Council, thanks for your patience and we will try and make this as quick as we can, although there is a fair amount of stuff we have to cover. Per the city's purchasing policy we are required come back on an annual basis report to you on the projects -- the capital projects or the infrastructure projects that we complete each year. We are going to try and do this by summarizing really quickly the water, wastewater and recycled water capital projects that we completed in 2015. You will have the opportunity to hear from many of the staff members regarding the work that they did on closing these projects up. We are also going to take a little time at the end of our presentation to talk about a few other key accomplishments. Only four. We will make it as brief as we can. But they are important in I think providing some educational opportunities to the new Council members for one and also highlighting some things that you may not hear about as a strict follow -- if we strictly follow the purchasing policy, but I think you will find them beneficial. First of all, I want to talk a little bit about the team that you will be hearing from tonight. These are the members of the engineering staff, most of which have presented to you before, although there is two new ones. Last year Dean Stacey and Derrick Nelson were new to the staff and because they were new they didn't complete any projects. I'd like both of them to stand up if they would, just so you know who they are. They are going to have the opportunity to talk to you tonight. We have been very fortunate in acquiring both of these individuals. They have been really excellent additions to our staff. They have done a fantastic job for us. The agenda will go as follows: We are going to talk -- the water group is going to get up and talk for a little bit and, then, the wastewater group and, then, Austin is going to get up and talk to you about the streetlighting projects. Before they get going I just want to highlight one thing that we are very proud of -- or I'm very proud of the staff about. Six years ago -- about six and a half years ago when I first came to the city we managed budgets in the -- the capital budgets in the six, seven million dollar range for both water and wastewater. This past year -- and we had an execution rate of about 46 percent in getting those projects completed on time, on the time frame that we had originally planned and so forth. This year we actually managed the largest capital budget that we have ever managed, because we have a great deal of infrastructure being put in the ground as a result of the growth that we have got, as well as our new NPDES permit requirements. And in spite of the fact that we handled the largest budget ever, we also achieved the highest execution rate ever. A little over 85 percent execution, which, Meridian City Council Workshop January 12, 2016 Page 50 of 94 essentially, is an indicator of basically asking for only what we need, getting that infrastructure built on time and in budget. So, I wanted to commend staff of what they have done. They have had an excellent year. They are going to share that information with you and without any further adieu I will turn the time over to Kyle. He can introduce the water stuff. De Weerd: Thank you. Radek: Madam Mayor, Council Members, Kyle Radek. I'm going to start with the water supply projects category and we completed several projects in this category and I'm going to talk about the first one. Well 16-B and C pumping facility was the culmination of a series of projects intended to replace the lost capacity in the original Well 16, which was taken offline in 2012 for uranium levels that were above maximum contaminant levels. Construction contracts included a new test well, two new production wells of differing chemistry and, finally, the pumping facility equipped to blend water from two wells to optimize water quality. So, this is actually a -- this is one that I talked to Council about a couple times before, because this is the first project where we have successfully done this. We have put two wells in the same place, different depths, different water chemistry, and blended them together to optimize water quality. The contracts associated with this project were 565,000. We had 42,000 dollars in change orders for net changes, which were all additional work and making the total 607,000 dollars. Well 18 and 26 evaluation and reconstruction projects are a continuation of our pro-active approach to maintain and improve our supply wells, which are critical infrastructure. In 2014 the water division started to manage these projects, rather than engineering, but we want to include them in this presentation just so you knew that this -- this kind of activity was going on. The Well 18 effort included installation of a liner to exclude areas of the well screen and improve water quality. It's been pumping that way for several months and has shown that that change has created better water quality and it's proven effective. The Well 26 evaluation was the third ten year evaluation we have done at a well that was equipped with a poly vinyl chloride or plastic well casing and as with the first two the casing showed v irtually no signs of aging, providing more support for this choice of material in our current well construction standards. I believe we are still the only municipality in the state that as a normal practice uses PVC casings. We have found in the past that sometimes steel casing lasts as little as ten years before it's Swiss cheese and needs to be repaired. So, really, improvement in materials from that respect. Worthington: Madam Mayor, Members of the Council, Clint Worthington. De Weerd: Hi, Clint. Worthington: This -- this next project is the Well 21 iron and manganese project. The filter project. This is the city's first water filtration system that was completed to improve water quality by removing iron and manganese from the water supplied by Well 21 into the distribution system. Iron and manganese removal is important in order to provide adequate chlorine residuals in a distribution system without the recipitation of the iron and manganese particle, which is what results in our brown water that we get. This treatment Meridian City Council Workshop January 12, 2016 Page 51 of 94 facility uses a green sand filter media and has been successful at removing 90 to 95 percent of the iron and manganese from the water, which has completely cleared up any brown water from this site. The original contracts for the project were 587,000. We had 33,000 dollars in net changes, for a total of 620,000 dollars. Next is the SCADA system upgrades. You guys have seen this for a few years now. This project consists of replacing old SCADA components, such as PLCs, panels, radios, antennas, as well as adding new components to increase our capabilities of monitoring and controlling equipment. The projects have created improved radio communications, fiber link operational control and provided for a faster, more reliable and efficient means to monitor and control system facilities. These 2015 projects completed here are -- they complete our SCADA upgrades at well sites. Our focus now is being on the TRVs for this year. Original contracts for these upgrades were 330,000 dollars. We had 7,000 dollars in net changes, for a total of 337,000 dollars. Next is the fiber optic line project. We installed fiber optic conduit and cable between City Hall, the water division, and the wastewater resource recovery facility. The dedicated fiber optic line between these three locations has improved the speed and reliability of communications with SCADA systems and enabled better troubleshooting and communication between engineering staff and water and wastewater operations staff. Original contracts for the project are 229,000 , we had a 3,000 dollar change -- net change, for a total of 232,000 dollars. Thank you. De Weerd: Thank you. Blake: Madam Mayor, Members of Council, my name is Brent Blake, I'm a project manager for the engineering division. I'd like to talk to you tonight a little bit about the water main and sewer main replacement program that we have going. Some of you may remember we started this about five to six years ago and I think we have been reporting on it ever since then. Basically, the program consists of strategically replacing water and sewer mains within the city that are -- are mostly aged and mostly located within the older portions of the City of Meridian. I was fortunate enough to manage two of those sewer main replacement projects this year. The first one I did was called Northwest -- Site 12-B. During this project we abandoned approximately 2,000 feet of eight inch sewer main that was located in -- in the backyards of residential properties between the Cherry Avenue and Cherry Lane area. A new sewer main was constructed within the public right of way and approximately 5,800 feet of sewer service line was re constructed on private property. Original contract price was 509,000 dollars. We had no net changes. So, that was the total contract price of that project. The other project I did was Northwest 8th Street sewer trunk project. Again, that entailed the abandonment of 2,200 feet of trunk line, which is 18 inch sewer main located within an easement again in residential backyards between Pine Avenue and Cherry Avenue. We, again, constructed a new sewer main within the public right of way, approximately 2,500 feet of new sewer service lines and the original contract price was 345 on this project. We had 134,000 dollars worth of total changes or net changes, bringing the total contract price to 479,000 dollars. So, that's a significant amount of change orders. The primary reason for that huge amount of a change order on this project was due to the fact that ACHD made us -- made our contractor -- required our contractor to rebuild a good portion of the roadway along 7th Avenue. Since then -- or in light of that -- that change order, we have negotiated with ACHD management -- you Meridian City Council Workshop January 12, 2016 Page 52 of 94 know, came up with a new coop agreement that really entails us providing ACHD with our plan set prior to construction and, then, they will look at that and correlate our project with their road projects and really if it needs to be rebuilt they will come in and pay for a portion of the rebuild of that project. And so with that -- De Weerd: Brent, I think Mr. Bird has a question. Bird: Yeah. I didn't -- no, I want to make a statement. This affected -- it goes right by my house and I want to say -- De Weerd: You need to speak into -- Bird: This affects -- this goes right by my house and I have got to tell you that whatever contractor you had out there -- and I don't remember -- was -- never delayed traffic, did a great job. He went right down the middle and he come in on all of us. Everything was taken care of. Our sod put back in place and everything. I can't say enough about that contractor. Very, very good job. Thank you. Blake: Yeah. I was highly impressed, too. And thank you for that comment. Not only that, but I -- I think we -- our inspection team was fabulous on that project. They put in a lot of extra, you know, overtime on that and just a lot of -- of thought in what they were doing on the whole project. So, mainly Morgan Jones and Brad Tanley on the -- on the 12-B project as well. De Weerd: Well -- and I guess my comment is more for Warren or whomever, because I guess does ACHD set a precedent that we have to pay when that's their job and when they do a road project in half and want us to replace infrastructure, can we just tell them that that's their cost? Stewart: Madam Mayor, Members of the Council -- De Weerd: I guess that was rhetorical, but -- Stewart: Yeah. Well, we would love to, but -- yeah. It didn't work that way. But we -- with the new agreement that Brent referred to, we have taken very proactive steps to insure that we work more cooperatively with ACHD to prevent this kind of thing from happening again. De Weerd: That's good to hear. Thank you. Bird: Just got a question -- De Weerd: Oh, Mr. Bird. Meridian City Council Workshop January 12, 2016 Page 53 of 94 Bird: Warren, who is responsible -- when they come in and redo from the street to the house and the pavement there, who is responsible to make sure that pavement is replaced right? Is it us as utilities or ACHD? Stewart: So -- Bird: They come in and th ey had to replace from -- from the main out in Pine Street to a house there on about the 600 block of Pine and they come back and they patched it, but I'm telling you it's a big bump right now and it's going to get worse. We need -- they need to get out there and redo it. I mean go -- go drive down it -- West Pine, Warren, and you will see what I mean. And I don't know whether we report it to you or we call ACHD. Stewart: If it's -- if it's part of a project that we have done, then, it's most likely a warranty issue that we can -- we can asked the contractor to address. So, typically, we have the trench width that we take out and any other trenches going on the service lines, we are required as a part of our project to replace those. In this particu lar project what happened is the road itself was in such poor repair that as they started to run trucks and equipment and stuff on the road, ACHD came and said you need to replace the whole road and we were like, uh, that's not -- De Weerd: That was convenient. Bird: This is just a replacement. You had something in there. Let's get it taken care of before I -- before my little tractor gets lost down there. Stewart: All right. Thank you. Skoro: Madam Mayor, Members of the Council, hi, my name is Emily Skoro and I was the project manager on the 2015 sewer manhole retrofit and line repair project. De Weerd: Thank you, Emily. Skoro: Due to the constant wear and tear on the existing sewer collection infrastructure we have maintenance required annually. Deteriorating manholes at locations are identified through CTTV inspections and regularly scheduled maintenance. This project included structural repairs to manholes to eliminate infiltration, trench and line repairs, repair of protruding services and structural repairs and coating of manholes with excessive corrosion. Cost was originally -- the original contract was 63,000 with negative 4,000 dollars net changes, for a total of 59,000 dollars. De Weerd: I'd loved to say let that be an e xample. Stacey: Madam Mayor, Members of the Council, I'm Dean Stacey. First time addressing you guys. Last year the only project I did was a demolition, so at least this year I got to build stuff. First project I want to talk to you about was water main replacement in the Lock Meadows in Loftridge. It consists of replacing about 1,320 feet of water main from Meridian City Council Workshop January 12, 2016 Page 54 of 94 six inch main to an eight inch and installing two additional fire hydrants in the cul-de-sac. The reason we want to do that was the age of the piping, as well as increasing flushing capabilities into a cul-de-sac and fire department access. Original cost was 115,000 dollars with 2,000 dollar changes, for a total of a 117,000 dollar project. The next waterline replacement project I had was for Lindhurst and Penwood. Another small project. Replaced 314 feet of four inch water main with new eight inch main. In this project we replaced all of the three-quarter inch service lines with new meters that the city provided to the contractor and we also installed a new fire hydrant as well at the end of the cul-de-sac. The original contract price was 62,000 dollars, with no net changes. The third waterline replacement project I accomplished last year was Antilles Court. Again, replaced 541 feet of water main that was smaller than needed. We went from a six inch water main to an eight inch. New services again from the water main to existing fire hydrants and, then, installation of one new hydrant at the end of the cul -de-sac. It was a 77,000 dollar contract with no net changes. De Weerd: Thank you, Dean. Hi, Austin. Petersen: Madam Mayor, Members of the Council, I'm Austin Petersen and I was a project manager on the water and sewer improvements that were constructed in conjunction with the Meridian interchange project. As I'm sure you have noticed, that project is now complete and with that project ITD relocated 350 feet of existing sewer main to allow for the new retaining walls and in conjunction with the project we installed a new 18 inch sewer line and a 30 inch casing going underneath Meridian Road and installed a new water service for the landscaping and irrigation. The total cost to the city in the original contract was 187,000 dollars and there were no net changes. Thank you. Stacey: Madam Mayor, Members of the Council, guess I get to come up and talk to you gain. This -- this part of the process is for water and sewer main extension. We had one project that was completed for -- for extension and that was the Locust Grove from Black Rock to Reflection Ridge. For this project we installed 5,450 linear feet of 12 and 16 inch water main south along Locust Grove. We added five new hydrants and we also went along Mary Lane on South Locust Grove and connected into the Black Rock Subdiv ision to connect the water system in zone -- zone five to make it a more robust system. Original contract price was 393,000. We had 7,000 dollars in change orders, for a total of 400,000. Next up is Clint Dolsby. Skoro: Hi. Madam Mayor, Members of the Council, we had the following ways with our project was improved operations, safety, functionality, and esthetics of the system. I was the project manager for the aeration basin control upgrades project at the wastewater research and recovery facility. To improve the existing -- existing aeration system the engineering operations staff determined that installing modulating actuators to each of their zones would increase the aeration and nitrogen removal efficiencies of each of the four aeration basins. The original contract price was 164,000. A net change of 1,000, for a total 165,000. I was also the project manager for the aeration basin PLC upgrades. The City of Meridian uses PLCs to control the SCADA system. PLCs are, essentially, the brain of the process, taking information and processing the information and making it work Meridian City Council Workshop January 12, 2016 Page 55 of 94 for the system. Many PLCs were outdated and no long er allow for full aeration into the SCADA system. This project updated the existing PLC hardware and software to the established standards. Original contract was 52,000 with no net changes. Thank you. Dolsby: Good evening, Madam Mayor, Members of the Council. Clint Dolsby, assistant city engineer. I'm standing in for the former employee David Allison, who actually completed these next several projects that I am going to give the close out report for them. The first project is the administration building and operations building retrofit. This was the construction of a new 12,000 square foot admin building at the wastewat er resource recovery facility, as well as the retrofit of the old administration building into operation space. Their operators had far outgrown the space that they were in before, so we remodeled the old building to house the op eration staff. The original contract for this project was 3.5 million. Net changes of 67,000, for a total contract of 3.62 million. Next project is the lab building expansion. Due to the requirements in our new NPDES permit that we will speak about in a few minutes, we needed t o do a major expansion to the lab at the wastewater resources recovery facility. We accomplished a 6,000 square foot expansion, which provided the space to conduct the testing that's required in the new permit. The requirements have gone up three fold fr om about 9,000 samples to about 30,000 samples that we are going to have to deal with out at the plant annually. So, original contract for this was just over three million dollars. Net changes is 53,000. For a total of 3.085 million. De Weerd: So, Clint, can you talk to the net changes in the previous slide what -- was some of that cost due to the footings on the -- the asphalt or the integrity of -- did we have to go back and do something on that? Dolsby: Yeah. Madam Mayor, Members of the Council, so for the administration building there was 12 change orders under a thousand bucks, which were things like a fire alarm, roof framing change, you know, decreased owner provided furnishings, some elevator electrical issues. Then we had some slightly larger changes, which were like a floor conduit, some new bearings for roof trusses. Some of the larger changes on that one were main line realignment out in the yard. These are over 5,000 dollars. Millwork revisions and some unsuitable soil removal. T he changes I think you might be thinking of was in the maintenance shop where we had a bust on the elevation of the foundation itself that was -- that was to be corrected. I will go to the next slide. You will see that notice of changes on this are higher. Part of the changes on this maintenance shop project was a 32,000 dollar change that was reimbursed by the design engineer for a bust on the elevations of the building itself. We were getting ready to pour the foundation and realized it was too low, so -- I believe it was, so they had -- or, no, it was too high. I'm sorry. It was too high, so they came out with a couple different solutions. The solution the city chose maybe wasn't quite the solution that they would have preferred, because it was a m ore expense and we thought it was the best solution for the city , because it brought the maintenance shop to the correct grade and, you know, when you are out there for years to come it will be -- it will look like it's at the right level and you won't always wonder why it's a little bit higher than everything else, so -- Meridian City Council Workshop January 12, 2016 Page 56 of 94 Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Clint, I think what she was talking about was where the concrete started flaking off -- flaking and they had to come back in and re -pour the foundation. That was the laboratory building, wasn't it? Stewart: Madam Mayor? De Weerd: Warren. Stewart: Thank you. Madam Mayor, Members of the Council, there was an issue with the concrete in the foundation of the laboratory building actually not coming up to strength in the time frame that it was supposed to come up to and there was a proposal brought forth by the contractor to do some additive treatments to foundation and ultimately that was acceptable. We got the concrete up to strength and everything was okay. But the city didn't incur a cost change associated with that, other than perhaps there was some minor cost from other sub consultants that were delayed as a result of that. De Weerd: Okay. And for our two new Council members that any of these changes come through in change orders that are explained to Council at the time, so these have all been explained at one time if you just can remember them, so -- Bird: Madam Mayor? De Weerd: And you can see where I stand on that one. Mr. Bird. Bird: Clint, who was -- who was the architect on that -- our buildings out there? Dolsby: Madam Mayor, Members of the Council, Councilman Bird, the architect on the admin and lab was Walt -- De Weerd: Lindgren. Dolsby: -- Walt Lindgren and the architect on the maintenance shop was CTA. De Weerd: Thank you. Dolsby: So, the next project is the maintenance shop, which I briefly outlined. It's the construction of a new 12,000 square foot maintenance shop out at the wastewater resource recovery facility to provide adequate space to maintain all of the plethora of equipment that we have out there and out in the collection system. Prior to this they were operating out of garage bay and the old dog pound, so it was really beneficia l to get them a maintenance shop that was what we needed. So, original contract was 1.31 million. Meridian City Council Workshop January 12, 2016 Page 57 of 94 The net changes add up to 178 million -- or 178,000 -- sorry. I hope not 178 million. My apologies. But 74,000 -- De Weerd: Just seeing if we were listening; right? Dolsby: Yeah. -- was additional work, so the total is just shy of 1.5 million for that project. Next project is storm water improvements and asphalt repairs. Historically we have had drainage issues at the plant and ponding around the wa stewater plant, so in an effort to correct those issues, as well as address some substandard asphalt and some areas we wanted to add asphalt around the plant, we put forward this project. The original contract for this was 377,000. The additional work which was, basically, just additional asphalt that was added to the contract was 68,000, for a total of 393. These next two projects are both related to improving the frontage and entrance to the wastewater resource recovery facility. The first one is -- was built to widen the entrance to the road. It will help not only with the RV dump, but I think with just the aesthetics when you drive by and just ease of coming in and out of the wastewater resource recovery facility. Original contract for this was 115,000, net changes of 4,000, for a total of 119,000. This next one was the landscape frontage improvements at the wastewater resource recovery facility, which also included a new sign out in front to identify the facility. Original contract for this was 100,000, net changes of 2,000, for a total of 102,000 dollars. Nelson: Madam Mayor, Members of the Council, Garritt Nelson. I'm going to talk to you about the safety upgrades at the wastewater resources recovery facility. In 2014 an audit was conducted at the wastewater facility that identified several safety improvements that were necessary for maintenance and operation. With this project in 2015 we designed and constructed new stairs to access the sampling bridge on Five Mile Creek. We also added a platform and access to digester number three, some miscellaneous safety railings around the complex and stairs and hatch support for our sledge pumps number three and four. The original contract was 85,000. We had 11,000 dollars in net changes related to some design modifications on that access to digester three and a new ladder to the roof of that digester, for a total of 96,000 dollars. Our next project is our SCADA lift station upgrade at landing lift station. With this project our city staff installed new pumps. We completed site improvements and added new SCADA control and communications equipment to the lift station. Our original contract was 100,000 dollars. We had just under a thousand dollars in net changes, for a total of 101,000 dollars. Petersen: Madam Mayor, we had one capital street lighting project this year, Linder and Cherry Sandalwood roadway lighting project phase two. This project included the installation of five new LED streetlights that were 35 feet tall along Linder Road north of Cherry Lane. This project was a priority project. It's a walking route for three nearby schools and the original cost was 35,000 dollars and there were no net changes. Bird: Warren, are you going to summarize for us? Thank you. Stewart: We are almost there. So, in summary, we completed 23 projects for a total contract value of 12.2 million dollars. There were approximately 560,000 dollars in Meridian City Council Workshop January 12, 2016 Page 58 of 94 changes total, making -- bringing the contract total -- project total cost up to about 12.8 million. Our change order percentage this year was slightly higher than we have had in the past several years, but it was still under five percent and anytime you can have a program like this where you do, you know, almost 13 million dollars worth of work and maintain a change order percentage less than five percent, the industry standard says you're doing pretty darn good. So that's how we -- that's how the capital project piece of the presentation tonight turned. I think the staff has done a great job this past year. I'm very proud of them and the work that they have done and the way they have done and the way they have accomplished their work. We are going to take just a few moments and talk about four other items that you wouldn't normally hear about in a project close out report and I'm going to turn some time over -- I think Kyle is up -- is that correct? No. Clint. Clint's up first. Dolsby: Madam Mayor, Members of the Council, I wanted to give a quick update on the NPDES permit for the wastewater resource recovery facility. This is a new discharge permit that we are expecting to be issued soon for the wastewater resource recovery facility. So, this permit went out to public comment in July, had a 90 day comment period, which closed October 21st. Right now it's in EPA's hands. They are developing what they call a response to comments, which means they have to take each and every comment they receive from us and anyone else that decided to comment on the permit and they have got to respond to thos e, you know, they will probably address a certain number of them, a certain number of them they won't. Once they are done with this they will send the permit back to DEQ with their response for comments so DEQ can certify the permit as well, which that process probably is going to take an additional 30 days, then, it will go back to EPA for a final certification and be posted as a final permit and 30 days from that date it will become effective. So, right now we are anticipating -- and this is just our best guess of when it will happen that it will be sometime this spring that it will be posted as effective. De Weerd: Any other questions or comments for Clint? Bird: Not at this time. De Weerd: Thank you. Stacey: Madam Mayor, Members of the Council, this is a really neat thing to talk about today, well abandonment. We actually -- I actually performed three well abandonments this year. Two of them were for drainage wells downtown Meridian and the third one was for the Meridian Heights Well No. 1 as part of the well -- as part of the Meridian Heights annexation. The requirement was that the city would go ahead and abandoned that well. To go with the drainage wells -- drainage wells were originally drilled in downtown to lower the groundwater levels in an effort to reduce sewer main infiltration and local basement flooding. In recent years the sewer systems have been upgraded to such an extent that they don't have any infiltration issues and because of that the two drainage wells needed to be abandoned. They have been active for several years and have been exposed to the environment and in order for us to do our due diligence to insure water protection we went Meridian City Council Workshop January 12, 2016 Page 59 of 94 ahead and gained a contract and had them abandoned. The project consisted of verifying the depth of the wells. They were both about 65 feet deep and, then, we back filled the well casing with Bentonite grout chips, so it would expand and seal the well and, then, the well was -- was capped below grade and, then, the surrounding concrete ma nhole was removed and, then, we backfilled with soil and, then, put new grass on top. So, walking through the neighborhood where you would see a manhole previously is just going to be a grass area, you would not know that it's there. For the Meridian Hei ghts Well, it -- it was mostly abandoned earlier today. We had to process -- the contractor was out there pumping grout into the well casing, so as we speak it's -- the grout is starting to cure and we are protecting the environment again. The project co nsisted of removing a 5,000 gallon expansion tank inside of the well house and removing -- we had to remove two trees for access in front of the well house and, then, we abandoned the well. So, with that once that's done our engineer is going to go ahead and issue a notice to IDWR that we did our due diligence in abandoning the wells and -- De Weerd: And that one will be done, uh? Stacey: Yes. Yes. De Weerd: Yea. Radek: Just to add one little comment on that Meridian Heights Well, that's one -- you have heard us talk about this before, where we perforate the casing and pressure grout and we -- we force that grout into there, because we are pretty sure that these older wells that there is area around the outside of the casing that doesn't have any material in it and if there is that's going to allow water to move from one part of the aquifer to another part of the aquifer to another part of the aquifer and that's something we don't want to have happen. So, as of like 2:00 o'clock today or somethin g, we had eight yards pumped in and the casing volume was six yards. So, we have already gone two yards of -- of grout outside the well casing and we are taking bets as to how far we go. So, I'm going for 20. So, I'm going to talk about test wells that we have done this year. Test wells represent year one of a three year project to do a test well, production well, and pumping facility. You normally wouldn't hear about the -- the project completion and the dollar amounts until the end of the project, but we -- we did do test wells this year and we wanted to share the results, because they are -- they are quite informative. Current Council members may have heard some of this stuff before. This is probably new to the new Council members. When we do a test well -- I guess if you look at the -- if you look at the graphic on the right side of the slide you see a representation of what the ground is like under the City of Meridian. We have layers and layers and layers of alternating sand and gravel and clay and sand and clay and sand and clay and sand and gravel and clay and -- and in the sand and gravel that's where the water is and the clay separates those layers of sand and gravel and the water in our aquifer system generally moves horizontally through those sand and gravel layers, not down. And so consequently the chemistry of those different layers is very different. So, in the case of Brent Blake's Well 29, which this is a schematic for, we did eight zones and right down here we have a color change, a chemistry change, and we know that below those zones we are going to find the contaminants that we don't Meridian City Council Workshop January 12, 2016 Page 60 of 94 like in our system like manganese, iron, Hydrogen Sulfide, you may get s tinky water, ammonia. So, those are the places where we know there is lots o f water, but if we get water from there we are probably going to end up with a million dollar treatment plant and treat that water. And, then, up above that is the water that's -- that's oxygenated water that's maybe hard water, but doesn't have those problematic, aesthetic contaminants in it, but may have uranium in it, which is one of our shallow -- shallow water contaminants. Now, in the case of this well what we found is starting with the first zone and going all the way down, all of that water is of excellent quality. We don't have any regulated contaminants that are of concern in those -- in those upper levels. So, you might look at this and go, well, I guess you don't need to do test wells, you should just go down and get some wet water and it's going to be good. Well, let me tell you about Clint Worthington's test well. It's the one on the right. It's got 13 zones, but if I can use this example and say Clint has a couple zones lower and a couple zones higher than this, in the case of -- and that was out at Reflection Ridge. In the case of that well -- I'm going to have to have a red pen here, because we started testing these and we found too much uranium, too much uranium, way too much uranium, an incredibly large amount of uranium and, then, we found two zones down here that had less uranium and a very -- it was a thin -- this was a thin zone in the case of that Well 30 and there was a thin layer of clay. So -- so, here is Well 30 target aquifer. Without a test well you have no idea what's a bove you and what's below you. With a test well of this kind you know what's above you, what's below you, what you can do if things start to change in the future, as in Well 25. Let's say we start pumping this aquifer and it starts drawing in different zones of water. Well, we know we can come down here and we have already done a blending well, which we told you about our completion tonight. We know that there is water in different places, different chemistry we can blend, so -- so I guess what I'm saying is the value of a test well is -- is very high to us and, then, we are not going to have Clint Worthington doing more test wells, we are going to have Brent Blake doing -- or maybe Dean Stacey has got the next one. So, maybe he will have -- he will have better luck like -- like Brent did. Bird: Madam Mayor? De Weerd: So, Kyle, once you -- you do your test, you go in and fill the -- the penetration up and do you dig in that same area or -- Radek: Madam Mayor, that's a great question. These wells -- we should call them monitoring wells -- test and monitoring wells, because we leave these wells in place, but they are already sealed up. So, the wells are open to the sand and gravel areas and they each have their sand and gravel pack around them, but the rest of the areas are all sealed up, so they are each individual wells that -- that don't allow any commingling of water between zones. So, they can stay there and, then, what we can do is we -- we have -- in fact, I think last summer I told you ab out our monitoring report. We have been monitoring these test -- these wells for quite a long time to see what's happening with our water supply in the aquifer system. So, we will -- we will retain the test well and, then, about 50 feet away from it is where we will drill our production well and there is a slope strike and a dip to the -- to the layers of sand and gravel, but in 50 feet you're not going to see much Meridian City Council Workshop January 12, 2016 Page 61 of 94 change, so maybe a foot different at the most. So -- so we know we are going to run into those same layers 50 feet away and so that's what we do with our production well. De Weerd: Mr. Bird. Bird: Well, Kyle, I'm glad you explained all that, because I was wondering which one of you or Clint was going to shoot off the most fireworks. The y look like fireworks tubes. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Quick question. Kyle, how deep did you go on the -- on 13? You say you went a little deeper. Radek: Councilman Palmer, Madam Mayor, Clint can help me out with this. We had more tubes as you can see in the -- in the drawing. There were 13 tubes. We went down I believe a thousand, nine hundred and sixty feet, and, then, we came back. So, we came -- we actually did go down further, but we came back up and our firs t test zone in Well 30 was also around 800 feet deep. Yeah. Thirteen zones in that one. We knew -- we knew that Well 30 area was a problematic area for uranium, so if we wanted shallow groundwater and we didn’t want uranium, we had to be pretty picky ab out where we were going to get it from. Palmer: No oil, uh? Radek: No oil? Councilman -- Councilman Palmer, interesting question. We have -- we have never found any volatile organic contaminants in any of our test wells, such as oil or petroleum products. Our aquifer system is such that it -- it protects itself a little bit. It has those -- all those clay layers that keep contaminants from going down and, then, as I said, the water in our aquifer generally isn't going down, it's going sideways a nd it's being recharged far upstream and for a contaminant like that that is, in fact, throwing products as heavy -- as lighter than water, it's pretty unlikely to end up in our -- in our well system. Cavener: Madam Mayor? De Weerd: Either that or Perf, which you do have -- Radek: Perchloroethylene. Perc. De Weerd: Perc. Radek: Right. And that -- yeah, that has been introduced in the aquifer system through an illegal act of dumping and that's why you had a west Boise area drilling concern that there is a plume of Perc that's moving through the aquifer to the north and east of Meridian in general. Meridian City Council Workshop January 12, 2016 Page 62 of 94 Palmer: The oil comment was a joke, but it had a fascinating response, so I do appreciate that. Radek: If there is no further questions about the test wells, the last thing we wanted to talk about is our engineering project manager database. We have recently developed a new tool for planning and tracking spending on your capital projects and we wanted to just share with you a little bit of information about it, because we are pretty excited about using it. We had developed it and the city is supporting it in house. Nick Ferris with IT has done a phenomenal job helping us develop the database and provide in some cases today, in fact, realtime support for any problems that we come up with, so kudos to him. Project managers have controlled their data. They can see the data of other project managers for coordination purposes. The database communicates with finance's contract managed database, so it checks to see if the PO that we are talking about and is the PO that they think they are talking about. It also communicates with MIP to see if the project number is correct. So, that's going to really help us when you get to the end of the fisc al year and we are like we think we spent 400,000 dollars and, well, no, you spent 430,000 dollars, we will be able to figure out what that problem is real quick. It also communicates with GIS and so we can take our projects and map them on GIS and not just put a -- a dumb shape on the GIS map, but a shape that means something, that somebody can click on it and find out who the project manager is and when that project is expected to be built and how much money is intended to be spent on that project and th ings like that. The database is also available to users from other departments, so they can find out information if they want. Here is an example of a stream that -- that is in our database that's a project information screen. I'm going to zoom in a little bit so you can see this particular project Well 27 treatment -- so this is information that would be available to anybody who wants to access the database and this is just one of the tabs and one of the key components of the database is the commitments, the project manager really create and -- and spend off commitment. That's when they come to you and -- when they want a contract for design and a design for construction, that's what you see being approved at Council. So, here is the commitments on this project and this database will allow the project manager to put in an estimated commitment as well, which communicates to other people that he intends to spend certain money. And here is an example of the GIS -- a GIS screen shot that shows the different years and the different times of projects that we are going to be doing. We can use the -- we can do the symbology and GIS in a hundred different ways, but in a nutshell it's a -- it's a great communication tool, not only within our department and to other departments, but to agencies like ACHD and ITD, it should be a definite advantage for us in coordination. So, with that we are ready to stand for questions on anything. De Weerd: Council, any questions? Bird: Madam Mayor? De Weerd: Mr. Bird. Meridian City Council Workshop January 12, 2016 Page 63 of 94 Bird: I just want to say, Warren and staff, Kyle, all you guys -- this was a great presentation. I certainly appreciate it. It pretty well shows us what we did, what it cost, and how we did it and I certainly appreciate that. Thank you. De Weerd: Any other comments from Council? I'd like to thank you all, too. Thank you for your patience in lasting through the agenda prior to this and just our heartfelt thanks in being good stewards. I know when you come for budget adjustments it's not always -- I'm sure you don't look forward to it, but this -- this shows you the progress that was done in just a year's time. That's pretty amazing. So, our heartfelt thanks to all of you and your diligence. Thank you. Okay. So, that was the close out report. E. Public Works: Budget Amendment to Reallocate $900,000.00 for the Wastewater Resource Recovery Facility Capacity Expansion Project De Weerd: Item 9-E is a budget amendment and I will turn this to Warren and, then, we will get back to our regular agenda. Clint. Dolsby: Madam Mayor, Members of the Council, what you have before you is a noted increase budget amendment in the amount of 900,000 dollars for the wastewater capacity expansion project. This amendment will allow the design of this pro ject to be completed on schedule this summer. The reason for this amendment -- really, the reason behind it is the timing of the city's budget process that we went through last summer. The two million dollar enhancement that we had approved last summer f or the design of this project that was presented in July was based on preliminary information that we had on the design budget for this project, since we were in the process of finalizing the capacity study and alternative evaluation and also the scope of this project. Between now and -- between then and now we have been able to get a much more clear definition of the final scope and fee for this project, which is reflected in this amendment and the task order that is the next item on the agenda. This project -- the capacity expansion project will be designed for a flow of 15 million gallons a day at the plant that's in compliance with the interim limits in the NPDES permit. So, with that I will stand for any questions. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Clint, is this 900,000 that's being reallocated is for design or is it to -- for part of the 2.5 million? Dolsby: Madam Mayor, Members of the Council, Council Member Bird, this is for design only. It's for the -- to fill in the gaps for the rest of that 2.4 million that we are asking for on the next item. Also there is a little bit of contingency in here. That contingency is not included in the task order, it's just a little bit of extra funds that we have in this amendment so that if we run into something during design we wouldn't necessarily have to come back with another amendment. Meridian City Council Workshop January 12, 2016 Page 64 of 94 Bird: Follow up? De Weerd: Uh-huh. Bird: What you're telling me, then, is going onto the next one, that you're looking at the design could be as high as 3.4 million. Dolsby: Madam Mayor, Members of the Council, Council Member Bird, the design contract right now is 3.187 million. Bird: So, you would need this 900,000 period for the design? Dolsby: Yes. Bird: And what is the total -- what is going to be the -- what is the estimated total cost of this job? Dolsby: Construction costs are estimated right now between 30 and 35 million. Bird: Okay. But it is all the design. Dolsby: Yes. Bird: This will do the whole complete -- Dolsby: The entire design, a hundred percent. Yes. Bird: That's still down ten percent, so -- De Weerd: Any other questions from Council? Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Just a quick one. Can you summarize what's the -- what portion of the final design exists now that wasn't originally contemplated? I know that the two million was kind of a placeholder. The 900,000 increase is substantial and -- can you summarize what that was comprised of? Dolsby: Madam Mayor, Members of the Council, Council Member Borton, the two million dollar number was a number that was pretty preliminary that we came up with in the middle of last fiscal year before we had really characterized the project. At that time we weren't sure if there would be -- like, for instance, one or two primary clarifiers, maybe one to two secondary clarifiers and we came to the conclusion we needed two of each. We Meridian City Council Workshop January 12, 2016 Page 65 of 94 thought maybe we needed two or three aeration basins. We really need four to reach the interim limits. Borton: Madam Mayor? Did the completion of the preliminary design work help drive finalizing the final design cost or are they tied together or no? Dolsby: Usually they are tied together. We had a pretty dang good idea of what the cost of the whole design project was going to be by the middle of summer, but we had already presented the enhancement at that point. Borton: Okay. Madam Mayor? The second question was a portion of the reallocation proceeds were 650,000 dollars for a different pr oject, the name escapes me, that came in under bid it was referenced. That's a big underbid. What was that from? Dolsby: That was the UV disinfection project. We did get a very favorable bid on that job. The engineer's estimate was higher than the bi d by a pretty significant portion, so we could utilize some of that savings for this project. And that project is about halfway done - - a little over halfway done with construction. They will be done in July. Borton: Okay. Thank you. De Weerd: Has the engineer been able to explain the variance on that? Dolsby: Madam Mayor, Members of the Council, there was some mix up in their estimate that they provided us. They included some equipment costs that were accounted for somewhere else on some of it. De Weerd: Okay. Bird: Thank God it was over, instead of under. Borton: Madam Mayor, one last question. This reference as an amendment to a task order, is it -- is it really a new task order in the sense of -- I'm looking at task order amendment number one and number two, and trying to determine what changes there are to necessitate the cost? Dolsby: Yeah, Madam Mayor, Members of the Council, Council Member Borton, it is, essentially, a new task order to finish the design. Borton: Okay. It's not altering one of the earlier ones? Dolsby: No. Borton: Yeah. Okay. Thanks. De Weerd: Or I think we should take to task purchasing that -- for this whole debacle. Meridian City Council Workshop January 12, 2016 Page 66 of 94 Watts: The reason that we -- we classify this as an amendment, the original change -- the original task order did anticipate 2.1 or 2.5 million in the original task order, so the task order was issued for 440,000 and in the body of the task order it did state that this project was expected to be -- I think it was 2.5. Yeah. 2.513 for the design. So, if it -- in that case we have already come to Council and said here is how much it's going to cost, we are going to do it in two fiscal years. First fiscal year was 444 and, then, we are going to ask for the rest in an amendment. The difference between that and a change order is that we didn't even know we were going to do this and, then, we come to you and said, oh, by the way, now we want to do this as well. That's a change order. That's how I differentiate a change order and an amendment. An amendment was something that was already anticipated and presented to Council from the original task order. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: So, the original task order for the 444 and, then, amendment one was for the 228. Dolsby: It's right there. Watts: Correct. Borton: Both of those were part of the original 2.5? Watts: Correct. It -- that was anticipated in the original. That was just the funding of the rest. Borton: And then -- so, that's for a preliminary design and final design? Watts: Correct. Borton: But now the 2.5 has grown to 3.3. Watts: Correct. Borton: Round numbers. Dolsby: Madam Mayor, Members of the Council, Council Member Borton, the original estimate we received from the engineer in the middle of last summer was more on the order 2.9 and now it's at 3.187 when we finally negotiated the final contract. Borton: Okay. Thanks. Bird: Madam Mayor? Meridian City Council Workshop January 12, 2016 Page 67 of 94 De Weerd: Mr. Bird. Bird: Seeing we have no more questions, I would move that we accept the budget amendment to reallocate 900,000 for the wastewater resource recovery facilities capacity expansion project. Milam: Second. De Weerd: I have a motion and a second by Councilman Milam. Any discussion? Madam Clerk, will you call roll. Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little -Roberts, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. F. Public Works: Approval of Amendment No. 2 of Task Order 10601.A to Brown and Caldwell for the “Wastewater Resource Recovery Facility CAPACITY EXPANSION – DESIGN” project for a Not-To-Exceed amount of $2,513,918.00 De Weerd: Thank you. I guess you're 4-F as well. Dolsby: That's correct. Next item is the task order that's associated with the amendment that you just approved. We had to have this task order follow the amendment for the funding to be available for the task order. Typically a task order like this would land on Consent Agenda. I will stand for any questions. De Weerd: So, you first approve the budget and, then, you approve the task order. The order of business. Is there any further explanation needed on this? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve task order 10601A to Brown and Caldwell for the wastewater resource recovery facility capacity expansion design project, not to exceed 2,513,918 dollars. Milam: Second. De Weerd: I have a motion and a second to approve Item 9 -F. Any discussion from Council? Madam Clerk, will you call roll. Meridian City Council Workshop January 12, 2016 Page 68 of 94 Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little -Roberts, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. G. Public Works: Approval of a Sole Source Purchase for Grit Removal Equipment for the Wastewater Resource Recovery Facility Capacity Expansion Project De Weerd: And in order to get Clint to sit down I will -- Item 9-G is under our Public Works. Clint. Dolsby: Madam Mayor, Members of the Council, this last item I'm going to have tonight is in conjunction with purchasing. It's more of an informational item. We wanted to inform you that we plan on going out for a sole source for grit removal equipment at the wastewater resource recovery facility. Grit removal -- one of the first processes that we go through after the wastewater reaches the plant is to remove a lot of the -- well, grit, sandy-like material and so that it doesn't wreak havoc with the rest of the processes at the plant and all the pumps and things that -- other mechanical equipment that we have at the plant. This particular process is a proprietary process that removes up to 90 percent of the grit, which is significantly better than other processes that we have looked at, other pieces of equipment. So, we would like to go out for a sole source for this equipment, which means we go out and advertise for a few weeks and, then, at the conclusion of that, assuming, you know, we -- the sole source is approved, we would go and negotiate a contract to purchase the equipment. The cost estimate for this equipment is on the order of about -- we would buy two units for about 560,000 is the original estimate. Other grit removal equipment that doesn't do nearly as much of a percentage of grit removal, maybe on the order of 50 to 60 percent, around there, instead of the 90 percent, is over 400,000. So, we feel like it's worth the extra expense to get the better removal for the wastewater resource recovery facility. De Weerd: Council, any questions? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move that we approve the sole source purchase for grit removal equipment for the wastewater resource recovery facility capacity expansion project. Borton: Second. De Weerd: I have a motion and a second to approve Item 9-G for the WWTP. Okay. Any -- anything from Council? Madam Clerk, will you call roll. Meridian City Council Workshop January 12, 2016 Page 69 of 94 Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little -Roberts, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. Dolsby: Thank you. Item 9: Department Reports B. Continued from December 22, 2015: Strategic Plan Update De Weerd: Thank you. Okay. Item 9-B is continued from December 22nd. We have received the comments of -- regarding the objectives, so we weren't getting into the tactics, because for the most part these come back to you as they need funding, resources, or your approval to move forward. So, turn this over to Robert. Simison: Thank you, Madam Mayor, Members of Council. Yeah, what the Mayor just indicated, what -- we are getting a new sheet that's being handed out to you. We had some comments that we thought were included, but had come in and now altered the document that was in your packet. So, you will have a few more things to look at. But as the Mayor stated, from the comments that we have received we are really just focusing on the objectives themselves, not looking at the tactics. If there is any tactics that you had comments or concerns about, most of those will come forward in the form of Council activity in one form or another where people have an opportunity to weigh in on those. So, what we are really here to look at -- taking what I have received directly from Council over the last couple weeks, a couple of items. I tried to take where -- the last discussion we had and very -- if I had discerned a specific comment I put it in there. If it wasn't specific and it was just general comment, I didn't put them in there, because there really wasn't much I could do. So, with that if Mark and I and what stands between you and listening to the State of the Union address, which starts in a few minutes, we can take these one by one and get a general sense of whether -- where people would like to -- if they would like to make the chan ge which has been recommended by a member of the Council, I would like -- either we can go one by one and I can -- we can do a raise of hands or a general head nod, but in order to take the action I would like more than half the Council to say yes to that activity in order for it to do or shake your heads no to that activity or take that action. If you want, I could save us a little bit of time and go through about seven of them or eight of them and knock them off the list right way and give you my opinion on them and, then, we can really get down to the heart of the matter, the ones that say eliminate. And I think that's where most of the conversation or actions we took here, so without -- do you have a preference or would you just like to start at the to p and work your way down? Would you like me to make recommendations on which ones make sense -- Meridian City Council Workshop January 12, 2016 Page 70 of 94 Bird: Just start down, Robert. You're short -- you're a lot shorter than -- Simison: Okay. Bird: -- northeast corner of Overland and Eagle. Simison: All right. We have a recommendation to eliminate 1-A-2. Do I have a consensus from Council or a majority? Does it support the elimination or comments? De Weerd: Well, Council, I would say that we are at the tail end of that, so that's coming in front of you next month to eliminate at this point before it actually even -- you have already expended money to consider this, so if you remove it it's still coming back in front of you, so it's kind of -- Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I would agree with you on that point. It's -- it's way down the railroad tracks now and we can certainly have our say here in a month or so when it comes forward and at that time we can determine what this urban renewal district is going to do, if anything, out there and if we want to -- if we want to do it. So, I think it's too late to eliminate it off here myself. That's my personal opinion. De Weerd: Any further discussion on this one? Okay. Go ahead and move on. Simison: Okay. 1-B-2. There is a suggestion to make it its own objective. I will say I believe it's -- personally I don't think that that's necessary. I think that as a tactic it will be accomplished. If you want to make a new objective we can take that step, but it is a tactic within that overall objective. Bird: I agree with you, Robert. Simison: Would you like to make it its own objective? Yes or no? De Weerd: No. Simison: Okay. We will leave that. De Weerd: Only those that would like it I would ask them to speak up, otherwise, we will just move to the next one. Bird: Yeah. Let's do that. Simison: Okay. 1-B-3. Make a priority objective. Meridian City Council Workshop January 12, 2016 Page 71 of 94 Cavener: I agree with this. De Weerd: Okay. I guess we will leave as is. Again, this comes back in fron t of Council at some point, so -- Simison: 1-B-1 was a suggestion from Council Member Zaremba. I think -- I think it's already in there, but if we want to change the name to match the mobility plan that is an easy fix, but the overall plan is already co ntemplated per e-mails, in our opinion. De Weerd: It's semantics. Milam: It's in here to stay. Max severability plan. Less syllables. Borton: Madam Mayor? For what it's worth, just to kind of short circuit it for me, the entire plan -- the goals and objectives I'm comfortable with. I was back in May. The reranking of priorities that are listed here I don't have any problem with either, for what it's worth. I would not eliminate any of them. I think a lot of work went into it with staff in developing this. A lot of the items speak to evaluating a particular proposal. I don't think evaluating an issues causes me any concern, it's not -- it's not a plan that we are going to adopt or implement a particular item. So, with that I wouldn't elim inate any of them in my eyes and I'm comfortable with reorganizing some priorities, as counsel suggested in your summary sheet, so there is my overall approach. As to very specific tactics, I have concerns with many of them, but I don't think that's getting into the weeds of how we are to accomplish what needs to be done by each individual council member. De Weerd: Okay. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I would agree with what Councilman Borton said. The objectives are out here. We are -- the tactic, we can always look at and they will come back before us and stuff. It's not something that's, you know, the go ahead to go do right -- you know. I -- Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Maybe a clarification. Two weeks ago when we discussed this, the discussion was a vote in favor of the strategic plan was a vote in favor of these objectives. So, this sole Council person has some issues with some of these objectives that have been presented and so if we don't want to continue this system or if I'm the lone Council member that has some issues with the objectives, then, we can go ahead and vote and I will vote no against this and we can move on. If we want to discuss the -- these each individually, I'm in favor of that, but, there again, I -- as I said since we began this plan six Meridian City Council Workshop January 12, 2016 Page 72 of 94 months ago, I'm one of six and I do have some issues with some of these specific objectives. But I'm fine also being the sole person that has those issues. De Weerd: Okay. Well, then, we will continue to go through them one at a time and if you have an issue we can discuss it. Or we can just suggest and -- why don't we talk about or have someone initiate the discussion on, well, I would like to talk about 3 -B-2 or 3-B-4 or what -- what you would like to have the conversation on. Cavener: Madam Mayor. I think for the purpose of a beneficial conversation, it sounds as if the bulk of the Council is in favor of most of these and perhaps the discussion should just revolve around those objectives that have been suggested to be eliminated, unless I'm hearing any objection on those. De Weerd: Okay. Okay. So, we will just discuss the ones that are -- are on here listed as eliminate. Simison: And, Madam Mayor, that was going to be my recommendation, just to accept all the priority objective changes which have been recommended in terms of priority level. It's really going to change when the work is done on most of them regardless and -- but how you want to -- if you want to have the change listed that's fine, but -- Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I disagree with 5-C-2. Simison: And, Councilman Milam, my only comment would be the start date for that is right now, so whether it's a medium or low priority objective won't determine when the work gets done, but just so you're aware of that component. Milam: Well, I want that on the record I disagree with -- it's a low priority. De Weerd: So, that's one change that if -- whoever made that suggestion wants to speak up, otherwise, that is one we will not adopt. It won't change. Okay. Palmer: Madam Mayor? De Weerd: Yes. Palmer: All right if I might go backwards then, back to the urban renewal district. I don't know enough details about the proposed expansion or creation of a new one for the Ten Mile area and so without a whole bunch of information and even if I had it I would probably still be in favor of eliminating it. So, if that's included as a -- in it as a -- when we get to the point of voting on the whole thing I would probably be no. Meridian City Council Workshop January 12, 2016 Page 73 of 94 De Weerd: Yeah. This, again, was an initiative that started and it's at the tail end of the process, so at this point I think -- because we have already expended resources and we are just weeks away from the final report in the joint meeting with the Meridian Development Corporation, it doesn't make sense, because it is so far down the road. Palmer: Madam Mayor. And I understand it may be a train that's hard to stop, but now that I'm on the track I'm going to try, until I -- unless I can be given this otherwise when I know more details of it, I want to have an opportunity to find out who knows some more details that I can ask my questions to. So, I guess right now I'm saying from a training mode, it's going to move and I understand that. I just got here. De Weerd: Okay. Thank you. And I -- I think that we can have Mr. Chatterton follow up with you and give you an update in between now and when we have our joint meeting. Palmer: Sounds great. De Weerd: Okay. Simison: Madam Mayor, 2-B-2. Is there a desire to eliminate that item? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Robert, can you give us a -- we have got lots of papers in front of us and not a real strong explanation of the 2-B-2. I can pull it up and review it quickly, but with this new sheet put in front of us I'm trying to do -- sorry, Dean. I'm trying to do six different things at once and so it might be beneficial for all the Council to briefly explain what 2 -B-2 is. Simison: Just the title or do you want me to get the tactic worksheet and go through the objective and performance measurements? Cavener: That would be my preference, but, again, just -- I don't want to speak for everyone. Simison: Madam Mayor, Members of Council -- Members of Council, so if this is in order for Meridian to be attractive to provide a business diversity and diversity is part of the communities competitive advantage as to a place to doing business, the performance measurements are to implement the diversity specific best training here at the city, participate in a celebration of diversity even in Meridian and try and get 30 percent of Meridian Chamber of Commerce business to develop diversity statements by 2018. De Weerd: Who is the drive on that? The chamber? Well, the Mayor's Office. Okay. I vote to eliminate that. Meridian City Council Workshop January 12, 2016 Page 74 of 94 Simison: The Mayor's Office is lead on this, because we don't actually have -- anybody else that can work with the community partners in this aspect, unless we did Community Development. Milam: Madam Mayor? Robert, does it say specifically what type of diversity it's referring to? Simison: Well, it says actively support BVEP's diverse initiative by joining and helping to create a consortium to develop and implement the initiative. A lot of it is like saying best training courses. Diversity celebration and it's really just challenging Meridian to award diversity scholarships to Idaho universities and develop diversity statements. So, it's really BVEP diversity initiative training for city employees and working with the chamber to do things with the businesses. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Madam Mayor, I asked for this one to be eliminated as well. I saw it as if we had a problem, then, it should be something to be looked at. I don't feel it's a problem and so I think that we are on the better course of colorblindness, that it shouldn't -- it shouldn't matter, we should always be going for whoever is the best suited to fill a position, for example, not -- make sure that we fill -- have all kinds of different percentages of diversity, it should always be who is the best for the position or whatever the situation may be and I feel that because it's not a problem, we don't have, you know, people knocking the doors down, because we are not being diverse enough, that I think colorblindness is the better route to go and if there is not a problem we shouldn't be trying to fix it. De Weerd: I guess I was just saying the tactics -- it's internal and that is through our HR department, so -- and, then, I believe that the chamber has had an initial conversation at government affairs on -- on the other and have not really taken up the conversation. So, at this point if it's internal it does need to be under HR. It's not appropriate to be under the Mayor's Office. We don't do best training and so -- Simison: Madam Mayor, I would say that it's probably right now 60 percent external, 40 percent internal. You know, if you're -- and it's probably Community Development, as much as it is anybody else working through BVEP. The chamber is really more where the Mayor's Office comes into alignment in that conversation. I'm not aware of any conversations with the chamber regarding diversity. I would prefer to refer to the chamber executive director slash new Council members exactly what conversations that -- there have been conversations on other -- on other issues, but not what I would call diversity necessarily. De Weerd: Well -- and I know I haven't heard anything about BVEP and their initiative since the project whatever -- Meridian City Council Workshop January 12, 2016 Page 75 of 94 Simison: Correct. De Weerd: -- made a decision and that was -- that's been a year or two. So, I haven't heard anything further. Little Roberts: Madam Chairman -- Madam Mayor. Sorry. There were some discussions -- very low key, but I think probably within the next six months to a year we will see some conversations through the business with just giving them some opportunities and some examples on how to word things within their own organization, just to make sure that they are more in compliance. De Weerd: If this is kept it's -- yeah, I think it needs to be under a different lead. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Robert or Madam Mayor, you can -- probably a clarification, then. How do you want us to proceed on this one? Robert, are you looking -- you said you are looking for a vote? Simison: I would like to have people either say take it out or -- you know, the recommendation was to eliminate it. If you support that, up and down is fine. If you opposed it -- and if we are split and I can't tell, then we might ask for a vote, if that's appropriate. Cavener: We should just vote. De Weerd: Madam Clerk, it will give you something to do. Holman: Take roll call? De Weerd: Yes. Eliminate. The vote is to eliminate this object as listed on here to eliminate, so if you say yes you're eliminating it, if you say no you're keeping it in and reassigning it to HR and City Council. Cavener: Yes is for elimination. Is that what I'm hearing? De Weerd: Yes. Cavener: Okay. Roll Call: Bird; yea; Borton, nay; Milam, nay; Cavener, nay; Palmer, yea; Little-Roberts, nay. Bird: It stays in. Meridian City Council Workshop January 12, 2016 Page 76 of 94 De Weerd: It stays in and is reassigned to HR and City Council. Borton: And, Madam Mayor, just as we go through this again, we are not making reference or endorsements of particular performance measures or tactics, which could be a great discussion, but that will take us six mon ths and maybe it should. Simison: Correct. Borton: So, for me it's -- we are speaking to objectives and strategic -- De Weerd: We are speaking to objectives, but also on lead. Borton: On this particular one. De Weerd: Uh-huh. Borton: Well, not to the tactics and performance measures. De Weerd: You are correct. Cavener: Madam Mayor? I think it's important also to note that we are agreeing to the proposed cost associated with a lot of these goals as well. De Weerd: No. The cost is not until it's brought back. Cavener: Okay. Great. I appreciate that. Borton: Madam Mayor. Luke -- or Councilman Cavener. I agree. That's a good thing to reemphasize is we look at the cost as a general awareness of what may be implicated. They are rough numbers at best and not obligations or commitments to be clear to staff and to all of us. That's really all they are. Simison: And, Madam Mayor, Councilman, I would just reiterate, if you don't approve something, then, doesn't get done and that's your way of also making changes if you don't like the direction something is going. So, you know, we can only do what we have the resources to do or where the resources are prioritized. De Weerd: Okay. Bird: 3-D-4 is the next eliminate. Simison: Yeah. 3-D-4. Evaluate the need for centralized professional administrative and operational oversight for city functions. Bird: Call a vote. Meridian City Council Workshop January 12, 2016 Page 77 of 94 De Weerd: Do you want to explain this one? I don't know who has or if there was a question or -- Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: I recommended the elimination of this. I voiced my concerns about this position in May. It's not something at the time that I think is of merit or value to the current city operation, creation of a new position that I don't think is warranted. De Weerd: And, again, I think this is part of an overall thing that we would come back during a budget discussion. This doesn't make it so, it just comes back for a budget discussion as part of this strategy, if it ever comes in front of us. Simison: Yeah. Madam Mayor, Council, this is to evaluate whether or not a need even exists, not to recommend -- not to recommend the creation of a position. It's the -- the report is -- the performance measure, the report is completed with a recommendation on future administrative operations. So, you really -- that's what you're going to see from this is a review from that standpoint. Bird: Let's have a vote. Don't sit here all night. De Weerd: Well, if there is -- if there is someone other than Luke -- or Mr. Cavener -- Cavener: That's fine. De Weerd: -- that -- that feels the same and do we need a vote. This is just to evaluate. It has no bearing on creating a position. Bird: Madam Mayor, if I -- if I read this, this this -- this to me is -- is city manager type is what we looking at; am I not right? And that's changing the difference -- that would have to be voted in by the public to the style of management in this city and to a city manager. De Weerd: I don't -- I don't think that is at all what is intended. You can read something under the tactics, but this might just be putting an umbrella under a couple of departments, almost like we did with community development in consolidating operations under one person. So, this is very vague and it evaluates a structure for our city at some point. Cavener: Madam Mayor? I would argue, then, specifically that if it's intentionally vague should be a reason that we should eliminate it. If we don’t have something that's specific, worth exploring, then we shouldn't be including it in the strategic plan. De Weerd: I don't care -- Meridian City Council Workshop January 12, 2016 Page 78 of 94 Simison: Yeah. Madam Mayor -- De Weerd: I don't care. I think you're going to have things come in front of you, whether it's an objective or not. This is just being more transparent on looking at organizational structure and -- and when there might be a need for it. So, I'm not married to this. Sorry. Simison: Yeah. Madam Mayor, City Council, that's what I would -- would look at. It's truly looking at the functions of the city, you know, and not looking at changing the structure of government, but, you know, as the city grows there is certain professional requirements that may outlive the abilities of any elected official. And no disrespect to whoever you put on the ballot, but as the city grows and develops that Mayor may need additional support to do the job regardless of who is in the position and I think it's asking that question, well, if and when what might be the trigger to cause that? Is it size and breadth of the amount of work and direct reports? Is it new federal requirements the city has to meet for -- like -- you know, kind of like wastewater, EPA requirements that you have to hire someone to do specific things. So, it is looking at the larger picture, not changing government, not changing functions, but that is what it says in the tactics. De Weerd: And it's a discussion that would be had regardless of -- if it's an objective or not, so it -- to me it doesn't matter if it's there or not. It will always be something that we evaluate as an organization and an organizational structure and a division of duties and effectiveness of accountability and oversight. I don't care. Bird: Let's go with a vote. Get it over with. De Weerd: Madam Clerk. Cavener: Madam Mayor, clarification. Vote on this and to vote no is a vote to remove or a vote no is a vote to keep? Bird: No is to keep and yes is elimination. Cavener: Okay. De Weerd: You're supporting whatever is on the chart. Bird: We are going to make this Council meeting last until -- Borton: Madam Mayor, just -- before we vote, I think Councilman Cavener may be at the right conclusion of where this ends up and I very well may agree with him that it speaks to a city administrator or not. I mean it just does. It says it's a tactic, so that's one of the many components of it. I clearly don’t think one is necessary and I think that's where Councilman Cavener is going. So, why even explore it. It's just to evaluate it and if the department directors thought it was necessary enough to evaluate it, we could. I just am Meridian City Council Workshop January 12, 2016 Page 79 of 94 not holding a hope that -- or a belief that a conclusion would be that one is warranted. For what it's worth. So -- Simison: Madam Mayor, Council, if I could, this could -- and specifically, in the objective summary it talks -- it says municipal services director and I'm only going to refer to that, because Idaho Falls has a position and that positi on is really one that has -- much like a county used to have, where you have five or six directors reporting to a specific -- you know, a director level position that doesn't report directly to the elected officials or the Mayor and those are the type of things I think that you're looking at as much as -- as anything. So, city administrator -- I would argue no. I haven't heard any conversations about a city administrator, who is always going to report to the mayor. That's the form of our government, unless you want to have a different conversation. This is looking at your reporting function potentially and really skill level. I don't want to speak formally about people who get elected, but you never know who you are going to get and if you're going to have the skill sets to manage the city when that occurs. Milam: Madam Mayor? Simison: You can make that call yourself, but -- yeah. Borton: It says city administrator in one of the tactics. It's part of the evaluation. De Weerd: But that's not -- that's not a city manager. Bird: Well -- Borton: I don't know. I guess that's for me to see the evaluation process. You can evaluate it and I presume you are not going to -- if you're going to do a complete evaluation you're not going to preclude certain solutions before you start. That's why I'm assuming that -- if you're truly going to have this in there and you're truly going to evaluate it, of course you would include a city administrator-- city manager. I'm just telling you I don't think that's ever going to fly, but we can evaluate it. Simison: Madam Mayor, Councilmen, Councilman Borton, I would never look at changing the form of government through this tactic. So, that to me is not contemplated in this objective of changing the form of government the city operates under. Milam: Madam Mayor? De Weerd: Unless that's part of the discussion from Council. Mrs. Milam. Milam: Another thought on that, too, if it's just about an evaluation is having a survey of January of next year, maybe we push that out a little bit further if we don't think it's maybe going to be needed, but not necessarily in a year, maybe just change the priority or kick it down the road a little bit on the schedule of things. Meridian City Council Workshop January 12, 2016 Page 80 of 94 De Weerd: Madam Clerk. Roll Call: Bird; yea; Borton, nay; Milam, nay; Cavener, yea; Palmer, yea; Little-Roberts, nay. Milam: It's a tie. De Weerd: No. MOTION FAILED: THREE AYES. THREE NAYS. MAYOR NAY. Bird: Okay. It stays in. Let's go. Eliminate the benefits of -- Milam: Or maybe more the priority or kick it down -- start it in 2019. Bird: 3-E-5. Eliminate the benefits of districting council evaluate -- geez. It's getting late. Evaluate. Simison: We have two recommendations here. One was remove the objective altogether. The other was to remove the word benefits. Bird: And I -- I -- De Weerd: Mr. Bird. Bird: Excuse me. I'm sorry. Madam Mayor? I -- I'm for eliminating seats completely, because the city -- Palmer: I just got elected. Why would you do that to me. Cavener: I think he means district. Bird: No, I mean district. I'm sorry. You know, I haven't eaten since noon and it's getting -- big cavity to fill. But anyway -- I -- I have been associated with the city pretty close for 50 years and I can tell you that we have always had Council people that's going to step forward and you could throw a blanket over -- at one time you could have thrown a blanket over three of them and another -- and we have had -- we just lost two Councilmen that you could have thrown a blanket over where they live. I just think you eliminate some good people. It allows everybody to walk in and -- you know, if their district is -- isn't open, they can -- you know, if they don't have districts they can come -- they can run every two years if they want, so -- until they are elected. I'm for eliminating it. I just don't think it works out. Milam: Madam Mayor? De Weerd: Mrs. Milam. Meridian City Council Workshop January 12, 2016 Page 81 of 94 Milam: Keith, when you first started doing this one district was the whole size of -- Meridian was the size of what a whole district probably would be now. So, I disagree with you. I think that -- I do think that eliminating the word benefit -- I don't like the word benefit in there, but I think I think evaluating whether or not that would be a viable option for the city I think is a good idea. De Weerd: And I think that, you know, just to give some context as well, it's -- it's come up in community forums, it came up four years ago when a group of citizens were pulled together to evaluate city services and their concern -- and it's been reiterated since then is that -- and I think that the election -- you look at all of our council seats right now, you're pretty well distributed. We don't have the blanket effect any longer, but wha t -- some people drive everyday in south Meridian -- unless you're driving it you have no point of reference of what kind of traffic they are sitting in and living in every single day and for quite some time most of our Council members were north of the in terstate and so those comments were more in -- you don't walk in our shoes and maybe at some point it needs to be evaluated to the benefits of districting like the state does in legislative districts. So, that's all this is to evaluate the benefits -- the pros and cons and bring it back at some point. Again, it's another conversation with some background to bring to the discussion so that Council can -- can have a solid discussion about it. Milam: Yeah. And I'm not saying we should -- sorry, Madam Mayor. De Weerd: Mr. Palmer. Palmer: Thanks, Madam Mayor. I -- I feel like -- especially in this case that we just had with the last election, you're going to get in that nobody was opposed -- that was on my district council. You're going to get a better councilman, someone who is much more engaged when they choose to run and when we are in a situation where say Luke and I live next to each other and now one of us can't run, what if nobody -- or not -- I guess that wouldn't work out, because one of us i s going to. But if you end up in a district where there is -- there is nobody interested in running, you got to go find somebody to run and so you guys talk him into, you know, taking a lot of their time that they don't really want to do, and so you may have somebody just not engaged, not interested and not willing to put in the work to fulfill the job adequately. But where you have the whole city and anyone can run in any position, the odds are you're going to have somebody run for ever y seat every time. Now, if we have 30 people running for each seat and two and a half million people, then, yeah, now is the time -- then would be the time to talk about it. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: But right now we are just talking about whether or not we should leave it in the strategic plan that we should evaluate it and I'm not voting that we should have districting, that's not what this discussion is about. The discussion is about whether or not we should Meridian City Council Workshop January 12, 2016 Page 82 of 94 evaluate districting and so should we research it and, you know, however that comes about. De Weerd: At some point I think the legislature is going to do it for us, because they keep talking about it, so, you know, just -- it's just another -- how do we govern, how do we representative the -- the citizens and this has come up, which is why it's landed in this -- this plan. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: You can help being president of AIC one year. How many cities have districts? I'm trying to think. I don't know of any that -- Nary: Madam Mayor? De Weerd: Mr. Nary. Nary: Madam Mayor, Members of the Council I know the answer to that. The answer to that is none. Part of it -- and this is one that we are the lead on, so if you want to eliminate it that's awesome, but -- but the reality is is -- I think as Council Member Milam has stated, this is to evaluate when would be appropriate. Remember this is a long range ten year visioning plan. I would agree that the reason many cities don't do it is because the way the statute is currently written it's almost impossible -- or unreasonable to do it. So, that may be one of the results of the evaluation is that until the statute is better formed it won't make any sense. It may be also that -- as Council Member Palmer stated, I mean you might not have enough people to run in certain areas. I mean that's a reason districting wouldn't make sense or our city is not large enough. You know, Boise, 200,000 people. They have had people asking them to have districts. They find a lot of their council members living in one section of town as well. So -- and those are the things that I think go into the evaluative process for this Council or a future council to decide when we hit this benchmark -- when we are 150,000 people, when -- when our population is dispersed differently, when the statutes are -- all those -- see, that's all we are really talking about. So, we are not talking about implementation of anything, we are simply talking about when would that make sense and the answer might be it will never make sense. I don't know. But I mean that's really all we are trying to get some clarity on and I think -- I think everybody has kind of got the idea -- understands what the challenges would be to doing it, but I think all we are talking about is really kind of on the front end and before we even get to some of the things, you know, and you folks would all see that. It might not be a great priority and may not be worth a lot of resources, so -- Palmer: Madam Mayor? De Weerd: Mr. Palmer. Meridian City Council Workshop January 12, 2016 Page 83 of 94 Palmer: Madam Mayor, I just think now isn't the time to put any staff time into thinking about it. De Weerd: Okay. I will ask for a vote. Milam: But what is it? De Weerd: Well, I will call it. So, yes means eliminate and no means don't. Roll Call: Bird; yea; Borton, yea; Milam, nay; Cavener, yea; Palmer, yea; Little Roberts, nay. De Weerd: Okay. Well, the yeses have it. MOTION CARRIED: FOUR AYES. TWO NAYS. Holman: Madam Mayor? De Weerd: Yes. Holman: There are a couple of Council members that are hungry. If we are going to be here for awhile do you want me to order food? De Weerd: No. Bird: No. We will be out -- Holman: Are you sure? De Weerd: Do you want food? Bird: No. Milam: Depends on how much longer we are going to be. Cavener: Yes, you want to eliminate food, no, you -- Milam: I wanted food like two hours ago. De Weerd: Well, I would say at least -- staff doesn't have to be here. Simison: I think we will be done in 15 minutes. De Weerd: Except Mark. Bird: We are holding you to it. Meridian City Council Workshop January 12, 2016 Page 84 of 94 Simison: 4-E-2. Milam: No. Simison: Develop sustainability initiatives in the areas of water conservation, recycling, energy efficiency. Is there a desire to remove this one? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I think that we are pretty well into that with our recycling and our water conservation and energy efficiency, so I don't see why we eliminate it at this point. Simison: So, I have got two leave ins. Do I have one more? Two more? De Weerd: One. Simison: Two people said that they would like to leave it in so far, so I'm -- De Weerd: I would say leave it in. This is huge. Just about everything we do is our -- our future and sustainability. We are already doing a lot of conservation. It's sustainability and it has everything to do with our viability as a city to be able to deliver services and to keep costs in control conserving water, conserving recycling, so you minimize wha t goes to the landfill. This is what our SWAC does. This is what our Public Works does. I -- we will still do it, but it's an important tactic in moving forward and the viability of our livability as a community. So, who wants to eliminate it? Speak up. Cavener: It was me. De Weerd: Okay. Well, maybe you can share a different side of this. Cavener: When I looked at this the cost associated to -- to include it as part of our strategic plan was not something I agreed with. But I'm not against doi ng the work, I'm against including this as part of our strategic plan and the cost and the time associated with it. Again, I'm one of six. And that's not the hill that I'm here to die on. I appreciate your further dialogue on that. That's what the whol e opportunity is to have this dialogue as well. De Weerd: Uh-huh. I agree. Is there a second person that agrees with this? We can have a roll call if so. Okay. Let's move on. Simison: 4-E-3. Promote environmental base eco sustainable programs, projects and services. Meridian City Council Workshop January 12, 2016 Page 85 of 94 Palmer: Madam Mayor? Robert, maybe we can get a description of what exactly that means. Simison: It means in order for -- to promote the environmental sustainable programs, projects and services that benefit our citizens it's necessary to increase the community's knowledge, skills and attitude about sustainability resulting in increase and there are people who incorporate aspects of environmental sustainability into their lifestyle. It's really designed to increase participation in our community based on environmental programs by 25 percent through this process. Working with our stake holders within the community to get active participants in the promotion of our programs, projects and services. Coordinate with the University of Idaho to gather information on public opinions as to the behavior about these items. Utilize those survey results . Identify topics and target audiences for community based environmental programs, projects and services. De Weerd: And a lot of this is about leveraging other people's resources, so that in some regards we have done joint publications with Idaho Power -- what is the gas company? International -- Intermountain Gas and United Water -- looking for those partnerships to leverage our efforts and their efforts into -- to get combined -- or efficiency in cost and effort, basically. Simison: And this would also be community gardens, looking at groups to do cleanup of the streets, storm drains, creeks, so it's a lot of community outreach com ponents. De Weerd: So, do we have two Council members who would like to eliminate this? Okay. Move on. Develop a plan for financing recreation and entertain facilities. Anyone want to have a discussion on this? Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: One possible -- and I'm trying to turn to the page for it is -- oh. Instead of develop a plan for financing, to -- back to the evaluation. Evaluate available tools that could be utilized for financing recreation -- I think really that's -- that's how I read the -- the true intent -- Milam: I agree. Borton: -- is to see what means are available to do so. The way it's worded implies that there is a decision to advance it and finance it and let's develop a plan to make it happen. But I'm not sure that's really what was meant. So, I would change it to evaluate -- De Weerd: So, the last -- Borton: -- evaluate available tools. Meridian City Council Workshop January 12, 2016 Page 86 of 94 Milam: Second. Cavener: Third. De Weerd: Fourth. Oh, I can't -- dang it. Do I have a fourth? Bird: Yeah, I would go along with that. Little Roberts: Madam Mayor, I move that we adopt the strategic plan. De Weerd: Thank you, Mrs. Little Roberts. A brave first motion. Do I have a second? Milam: Second. De Weerd: I have a motion and a second. Any discussion? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Just for the sake of being redundant, recognizing that we are adopting the plan, but there are a variety of matrix and tactics that are still yet to be discussed and I guess I go back to what I said two weeks ago, that a vote in support of the entire strategic plan doesn't mean that I'm in support of all the specific tactics, budget parameters facilitated with this plan. Okay. That's what I said two weeks ago and that's the result of it, so -- Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Exactly what Luke said and -- I mean Councilman Cavener. Cavener: You can call me Luke. You can call me -- everybody calls me -- Palmer: Yeah. Mayor started it. And what Councilman Borton pointed out, you know, adjusting the one to say evaluate, going back to the original district, it starts evaluate, so I'm good as well. Reiterating again what Councilman Cavener said that while -- when we get to the actual point that may change, but I'm good with evaluating it. De Weerd: Okay. Thank you. Madam Clerk, will you call roll. Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little -Roberts, yea. De Weerd: We will kind of stumble over that for the first day. Meridian City Council Workshop January 12, 2016 Page 87 of 94 MOTION CARRIED: ALL AYES. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: For what it's worth, to that point, page nine of the May adopted high level portion of the strategic plan does reference that we all acknowledge majo r changes in leadership, Council composition, and modification to Council policies, strategies, plans to and including the budget, may impact the content, implementation and attainment of the plan. So, we have memorialized the understanding that we did -- this truly is living. Simison: Correct. It is a living document. Madam Mayor. City Council. And, you know, today in the directors' strategic meeting we did talk about, you know, next January you will have someone else, not me, hopefully, back here before you talking about where we are in the implementation and, of course, throughout the budget process you will also continue that dialogue, but that's -- that's when you can expect to see the plan in its entirety this next January during this workshop , but you won't have everything else that you heard tonight as part of that. So, thank you for your assistance. Milam: If not you who? Simison: I'm sorry? Milam: Who? Not you? Simison: Well, I would make a motion for a budget enhancement right now for a new position to oversee the implementation of the plan, but we will wait until the budget process for that. Milam: Good idea. C. Fire Department: Briefing on Meridian Fire's 1943 GMC Parade Fire Truck 1. Amended onto the Agenda: Resolution No. 16-1112: Declaring Surplus 1943 GMC Fire Parade Truck and Authorizing the Donation of the Truck to The Meridian Local 4627 Benevolent Fund De Weerd: Okay. Item 9-C is under our Fire Department. Niemeyer: Madam Mayor -- is that close enough? Members of Council, I should only take about 45 minutes in the presentation. In 1986 or thereabouts the city evidently sold a 1943 fire engine to the Firefighters Association for them to use a s a parade truck, et cetera. Since then they have been paying the insurance, they have been paying the Meridian City Council Workshop January 12, 2016 Page 88 of 94 registration on the -- or the tabs, they have put thousands into the engine and paint for the parade truck, et cetera. However, the title was never transferred. So, it was sold for a dollar. I don't have a cancelled check for you. I do have one dollar. I'm willing to pay the one dollar so I can move this forward. Milam: We want it back. Niemeyer: What's that? Milam: We want it back. Niemeyer: Yeah. Now that it's nice. De Weerd: I didn't call on Mrs. Milam if you notice. Niemeyer: So we can close the books on 1986 and officially transfer the title of this 1943 fire engine so it's no longer on my books. That's the request. De Weerd: Okay. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: And we -- I think we are doing it right this time, because the last time we give it to the fire association -- Niemeyer: Yes. Bird: -- which is now a local union, so now the resolution number -- or proposed resolution says Local 4627. So, it's great and back in those days a dollar was at least a dollar and a half. Niemeyer: I have got 50 cents, too. I have got a couple. De Weerd: I would say two. Okay. Niemeyer: Over my budget. De Weerd: Any questions from Council? Borton: Madam Mayor? De Weerd: Mr. Borton. Meridian City Council Workshop January 12, 2016 Page 89 of 94 Borton: I would move that we approve Item 9 -C-1, Resolution 16-1112, declaring surplus the 1943 GMC fire parade truck. Bird: Second. De Weerd: I have a motion and a second to approve Item 9-C-1. 9-C-1. Madam Clerk. Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little -Roberts, yea. De Weerd: Thank you. All ayes. MOTION CARRIED: ALL AYES. H. City Council Liaison/Committee Updates De Weerd: Okay. Under 9-H. Council, any updates from your department? Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: The IT Department is going to be needing some new computers. That's all I have. De Weerd: Thank you. That was very informative. You will have to bring that back as part of the budget presentation. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I just need to let everybody know that next -- on February 18th to mark your calendar is the -- the award ceremony for the police department and the Mayor and all Council are invited. It's at 6:30 at the school district building on February 18th. It's a ways out there to mark you calendar. Next Tuesday, however, there will be a swearing in ceremony for the new officers here at our meeting. Cavener: What time again? Sorry. Milam: 6:30. Cavener: Thank you. Milam: February 18th. That's all I have got. Meridian City Council Workshop January 12, 2016 Page 90 of 94 De Weerd: Okay. Borton: Madam Mayor, when was the swearing in ceremony? De Weerd: The swearing in is next week. Borton: It will be here. It will be here. De Weerd: At City Council. So, you should be here. I hope. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: A couple of brief updates. One I think it's interesting news to come out of Community Development and that is the shortage of commercial business real estate in Meridian that is coming at a premium. All of the retail -- not the retail, but the business spots in The Village are completely sold out right now, while a challenge for the folks that operate The Village I think it's good news to the economic activity that's happening in Meridian. One thing to come out of HR is HR routinely sends out ICRMP training to all city employees and a hundred percent of our directors participate in that and because of the amount of participation we have with employees and directors, we get a break or discount on our ICRMP policy and I guess my challenge is that if we are having our directors do that -- De Weerd: And Mayor. Cavener: And Mayor. And we are a sking our staff to do that and we have a financial impact due to their participation, that I would encourage all of you to participate in that training as well. So, I have asked Crystal, who is acting as the interim HR director to send that link to me, I will be forwarding that all to you this week. I would hope that in the next week to ten days that you would take time out of your schedule and do that -- those trainings as well. Great. Bird: Madam Mayor? De Weerd: Yes, Mr. Bird. Bird: I will get right on -- the parks going along great. Steve and his staff are working hard getting everything ready for spring and doing a great job. The bark park is looking nice. We have got it screened off so that our grass don't get wore out and stuff, which can't compliment them guys enough for the job they do and thanks for Steve's leadership. And, then, the Finance, we are -- the budget is getting worked on. Actually got auditors in house for the last week or so and hopefully by the first of February they will start putting it together and we will get it sometime in February. With that, that's it. Meridian City Council Workshop January 12, 2016 Page 91 of 94 De Weerd: Okay. Council, you should have a book from fire on alternative emergency response vehicles and we will set this when I meet with Councilman Bird on the agenda for next month. So, please, read it and come prepared with your questions. I appreciate all the time that was put into developing that. We do have a request, if -- if you can all look at your calendars in March, if there is a day that you can set aside -- our leadership team would like to have training a book called Speed of Trust. We really would like to solidify the leadership team and -- it's a day long exercise and training on this book, it's Speed of Trust. So, if you can commit to the day, we would greatly appreciate it. We think this gives us an opportunity to come together, the electeds and the directors to -- to participate together in this training. So, if you could tell us what days would not work, so, then, we can propose some days for you to set that up. Cavener: Madam Mayor? Clarification. Who in the city would you like us to work with? Robert? Peggy? Jaycee? De Weerd: If you will work with Mark. Cavener: Mark? Okay. De Weerd: Niemeyer. Chief Niemeyer. Give your dates to them. Milam: Might be easier to get those days that will work than days that -- Bird: Madam Mayor? De Weerd: Yes, Mr. Bird. Bird: Mark, just find -- the people that have real jobs, find out when they can and I will make it do. Just let me know and -- Niemeyer: Okay. At the directors' meeting today we did talk about the week of March 15th. I know Chief Lavey is going to be out of state the first week. We were looking at that week of March 15th. But if that doesn't work at a ll let me know and we will keep looking. Cavener: You have spring break in there, too, don't you? De Weerd: I think spring break -- can we not have these conversations? You're going to drive Dean crazy. Cavener: Sorry, Dean. De Weerd: You can start throwing things. We will put a resolution on next week to -- for COMPASS and VRT. I have asked Mr. Bird to look at the parks commission -- Steve probably doesn't need two liaisons and so whoever is the liaison for parks probably should be the liaison to the parks commission, unless there is a conflict. But that would probably Meridian City Council Workshop January 12, 2016 Page 92 of 94 create a change for COMPASS and VRT. So, we will talk about it on Friday and see what we need to do. Tomorrow Councilman Cavener and I have a meeting, along with Mr. Siddoway, to get an update on the south Meridian Y project, kind of where we are and where we are going. Looking at maybe scaling design and that sort of thing. So, we will be able to come back at a future date, perhaps next week, to give an update on that project. I know a number of you have been asking. Saturday is the legislative breakfast for the Mayor's Youth Advisory Council. Bird: When is it? De Weerd: We would like to have you. If that is an option they love to see our Council members there just as much as they would like to see the legislators. They are practicing. The time -- what is the time, Robert? Cavener: Madam Mayor? De Weerd: Oh. Cavener: If you could just send us an e-mail or have staff send an e-mail with the date, time, and location that would be great. I would love to attend. De Weerd: Will do. That would be -- I can -- I can do that. It's here at City Hall and -- Bird: It's got to be early. De Weerd: It is. It's ridiculous. It's a Saturday. Come on. Yeah. We will get you the information. I show 8:30, but I'm not positive. That might be when I need to show up. Bird: You didn't get to set the time this year, did you. De Weerd: No. I didn't get to set the time. And -- why did I write down calendars? I don't know. Anything further? Palmer: Madam Mayor? De Weerd: Yes, Mr. Palmer. Palmer: I know everyone is hungry, but last week you gave me the opportunity to say a few words that I would like to have in the minutes for my first meeting. I didn't know if you wanted to give Council Member Little Roberts the same opportunity. De Weerd: Yes. Council Member Little Roberts, would you like to say anything about your addition -- your adding to this group and anyone you would like to thank on t he record? Meridian City Council Workshop January 12, 2016 Page 93 of 94 Little Roberts: Just thanks to everyone for the warm welcome and I'm just very, very honored to be here. Looking forward to our future and our future in Meridian. De Weerd: Well -- and, please, accept my apologies. I should have asked you if you had something to add while your family was here, both your chamber family and your husband. So, we do appreciate that you joined this team. Congratulations and definitely look forward to working with you and to the -- the background you will add to the conversation. Little Roberts: Thank you. De Weerd: It's always nice to have another female on perspective; right, M rs. Milam? Milam: Yes. Yes, ma'am. Item 10: Ordinances A. Ordinance No. 16-1668: Changing Parks & Recreation Commission Regular Meeting Time to 5:30 p.m. and Updating Review Process for Parks Alcohol Permits De Weerd: Okay. So, with that if there is nothing further, we will move to 10-A. Madam Clerk, will you, please, read Ordinance 16 -1668 by title. Holman: Thank you, Madam Mayor. City of Meridian Ordinance No. 16-1668, an ordinance amending Meridian City Code, Section 2-4-5, regarding parks and recreation commission meetings. Amending Meridian City Code, Section 13-2-6C-1-E, regarding review of parks alcohol permits and providing an effective date. De Weerd: Thank you. You have heard this ordinance read by title only and I don't see anyone who would probably like to hear it read in its entirety, so I would entertain a motion. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I move that we approve Ordinance No. 16-1668 with suspension of rules. Bird: Second. De Weerd: I have a motion and a second to approve Item 10-A. Madam Clerk, will you call roll. Roll Call: Bird; yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little -Roberts, yea. Meridian City Council Workshop January 12, 2016 Page 94 of 94 De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Madam Clerk, if you could get some of the little calendars for Council, that would be awesome. I just remembered what I was going to say. Bird: Big O Tires. Item 11: Future Meeting Topics De Weerd: Yes. So, is there anything under future meeting topics from Council? Hearing none, I would entertain a motion to adjourn. Milam: So moved. Bird: Second. De Weerd: All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 7:53 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) _______________________________ ______/______/______ MAYOR TAMMY de WEERD DATE APPROVED ATTEST: _____________________________________ JAYCEE HOLMAN, CITY CLERK Meridian City Council Workshop January 12, 2016 Page 94 of 94 De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Madam Clerk, if you could get some of the little calendars for Council, that would be awesome. I just remembered what I was going to say. Bird: Big O Tires. Item 11: Future Meeting Topics De Weerd: Yes. So, is there anything under future meeting topics from Council? Hearing none, I would entertain a motion to adjourn. Milam: So moved. Bird: Second. De Weerd: All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 7:53 P.M. (AUDIO RECORD -LNG -ON -F4 F THESE PROCEEDINGS) Z 2 - MAYOR e DATE APPROVED {CD iVJCUS ,�� ATTEST: JAYCEE HOLMAN, CITY CLE city 0' �lIAH(7 .y� ��� r Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 4 PROJECT NUMBER: ITEM TITLE: Proclamation Proclamation for Meridian Future Farmers of America Day MEETING NOTES V/ 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: January 12, 2016 ITEM NUMBER: 5A PROJECT NUMBER: ITEM TITLE: Minutes of December 15, 2015 Approve Minutes of December 15, 2015 City Council Meeting 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 December 15, 2015 Page 70 of 70 MOTION CARRIED: ALL AYES. De Weerd: We are at the end of our agenda, Council. Bird: Madam Mayor, I move we adjourn. Rountree: Second. Milam: Second. De Weerd: I have a motion and a second to adjourn. All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 9:28 P.M. (AUD G -RECORDING ON FILE OF THESE PROCEEDINGS) MAYOR T1 -"Y De WEE DATE APPROVED �UtAT=,DgiJ,Crs l!a ATTEST: �p �4- k / / a City O( JAYCEE HOLMAN, CITY CLEC K �. SEAL, A Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 5B PROJECT NUMBER: ITEM TITLE: Minutes of December 15, 2015 Approve Minutes of December 15, 2015 City Council PreCouncil Meeting 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: January 12, 2016 ITEM NUMBER: 5C PROJECT NUMBER: ITEM TITLE: Minutes of December 15, 2015 Approve Minutes of December 15, 2015 City Council Joint Meeting MEETING NOTES -1 D%t 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 Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 5D PROJECT NUMBER: ITEM TITLE: Minutes of December 22, 2015 Approve Minutes of December 22, 2015 City Council Meeting 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: January 12, 2016 ITEM TITLE: Resolution ITEM NUMBER: PROJECT NUMBER: Resolution No. J 1p - � !: Adopting Amended Bylaws of Meridian Arts Commission 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. 0 BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, PALMER, ZAREMBA A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN APPROVING THE BYLAWS OF THE MERIDIAN ARTS COMMISSION AS AMENDED ON DECEMBER 10, 2015, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Meridian City Code section 2-2-4(B), at its meeting on December 10, 2015, the Meridian Arts Commission voted unanimously to recommend to City Council that it approve the "Bylaws of the Meridian Arts Commission as Amended on December 10, 2015," attached hereto as Exhibit A; WHEREAS, the City Council of the City of Meridian deems the approval of such bylaws to be in the best interest of the City of Meridian in that they facilitate the efficient operation of the Meridian Arts Commission; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Council of the City of Meridian hereby approves the Bylaws of the Meridian Arts Commission as Amended on December 10, 2015, attached hereto as Exhibit A. 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 1'2- day of January, 2016. iK- APPROVED by the Mayor of the City of Meridian, Idaho, this 17�day of January, 2016. 17D 1--- Mayor ATTEST: �� l 1 city of By: 1 1I, IATdl 111A1111 Jaycee HUman, City Clerk SEA -L mu. de Weerd RESOLUTION APPROVING BYLAWS OF MERIDIAN ARTS COMMISSION PAGE 1 OF 2 EXHIBIT A BYLAWS OF MERIDIAN ARTS COMMISSION RESOLUTION APPROVING BYLAWS OF MERIDIAN PARKS & RECREATION COMMISSION PAGE 2 OF 2 BYLAWS of the MERIDIAN ARTS COMMISSION AS AMENDED on December 10, 2015 WHEREAS, Meridian City Code section 2-2-4(B) directs the Meridian Arts Commission to adopt bylaws, rules, and regulations for the proper conduct of the business of the commission; WHEREAS, the development of publicly accessible arts within the City of Meridian will highlight our community's rich cultural resources, enhance the City's aesthetic environment, and promote the development of economic, educational, recreational, and tourism opportunities within the City; WHEREAS, the arts can be used as a conduit for exchanging ideas, making connections, and finding common ground and, when accessible to the public, can help to strengthen Meridian's community and families; WHEREAS, the City Council of the City of Meridian has deemed it to be in the best interest of its citizens to establish an Arts Commission for the purpose of advancing the arts within the City of Meridian through the research and development of opportunities and funding sources for the arts within our community; NOW, THEREFORE, the Meridian Arts Commission hereby establishes and adopts the following bylaws. ARTICLE I: INTENT The intent in preparing and adopting these bylaws is to provide a framework for the organization, actions, and agenda of the Meridian Arts Commission (hereinafter "Commission") ARTICLE II: OFFICE The principal location of the Commission shall be at Meridian City Hall, 33 E. Broadway Avenue, Meridian, Idaho. ARTICLE III: MEMBERSHIP SECTION 1: TERMS OF OFFICE. In keeping with provisions of Meridian City Code regarding commissioners' terms of office, there are hereby designated nine membership seats on the Commission. The commissioners appointed to Seats 1-8 shall each serve a term of three (3) years. The commissioner appointed to Seat 9 shall be a youth member, whose term shall be one (1) year. SECTION 2: SUBCOMMITTEES. The Commission Chair, with the Commission's approval, shall establish such subcommittees as necessary or helpful to assist or advise the Commission in the performance of its functions and/or furtherance of its mission. Meetings of subcommittees shall comply with any and all applicable public meetings laws. Each subcommittee shall consist of at least two (2) commissioners. Unless a subcommittee chair is appointed by the Commission B YLAws OF THE MERIDIAN ARTS COMMISSION PAGE 1 OF 4 Chair, each subcommittee shall elect a chair to preside at subcommittee meetings and present the findings and/or recommendations of the subcommittee to the Commission. The Commission Chair, subcommittee chair, and/or Mayor may appoint citizens or public officials to serve as members of subcommittees. SECTION 3: QUORUM. According to the provisions of Meridian City Code, a majority of currently -appointed commissioners shall constitute a quorum for the transaction of any business of the Commission. SECTION 4: VOTING. Each commissioner shall be entitled to one (1) vote on any matter before the Commission. Except as otherwise designated herein, the vote of the majority of the members present at any meeting at which a quorum is present shall effectuate any decision of the Commission. The Commission Chair shall be a voting member of the Commission and shall hold the same rights and privileges as any other commissioner. Proxy voting shall not be permitted. ARTICLE IV: MEETINGS SECTION 1: NUMBER AND DATE OF REGULAR MEETINGS. According to the provisions of Meridian City Code, regular meetings of the Commission shall be held on the second Thursday of each month at 3:30 p.m. SECTION 2: SPECIAL MEETINGS. Special meetings may be convened by or at the direction of the Chair by notifying the Commission in the manner specified herein. SECTION 3: PLACE OF MEETINGS. Unless otherwise specified, meetings of the Commission shall be held at Meridian City Hall, 33 E. Broadway Avenue, Meridian, Idaho. SECTION 4: NOTICE OF MEETINGS. Unless otherwise prescribed by statute, commissioners shall be provided written notice of meetings, which notice shall state the date, hour, and location thereof, and shall further state the purpose of the meeting, business to be transacted, and/or agenda. The Arts & Culture Specialist shall issue notice to each and every commissioner not less than forty-eight (48) hours, nor more than thirty (30) days prior to the meeting. Notice may be issued by e-mail, U.S. Post, and/or personally, by or at the direction of the Chair. SECTION 5: LENGTH OF MEETINGS. No meeting shall run longer than three (3) hours unless a majority vote of the quorum approves the extension of such time limit as to a particular meeting. SECTION 6: CONDUCT OF MEETINGS. The Commission shall operate under the precepts of Robert's Rules of Order. The order of business for meetings of the Commission shall be as follows: 1) call to order; 2) roll call; 3) approval of the agenda; 4) approval of minutes of previous meeting; 5) old business; 6) new business; 7) reports, presentations, subcommittee reports, staff reports; 8) next meeting; 9) adjournment. The agenda shall be followed to the BYLAWS OF THE MERIDIAN ARTS COMMISSION PAGE 2 OF 4 extent possible, but other matters may be considered upon vote of the majority of the members present at any meeting at which a quorum is present. SECTION 7: AGENDA. The agenda for all meetings of the Commission shall be prepared by the Arts & Culture Specialist in consultation with the Commission Chair. Agenda items may be proposed to the Commission Chair by any commissioner or any member of the public and shall be placed on the agenda at the discretion of the Commission Chair, provided that adequate notice of such item has been provided as set forth herein. Agenda items not proposed to the Commission Chair by 5:00 p.m. on the Monday preceding the regular meeting, or forty-eight (48) hours before a special meeting shall be considered at any meeting at which a quorum is present only upon vote of the majority of the members present. SECTION 8: PUBLIC APPEARANCES AND REQUESTS. Scheduling of appearances before or requests to the Commission shall be at the discretion of the Chair. The Chair may set rules to maximize efficiency and productivity of meetings, including setting a time limit for presentations and/or comments to the Commission. SECTION 9: MINUTES. Minutes and/or records of the business conducted at all meetings of the Commission or any subcommittee thereof shall be kept and shall be open for public inspection. The minutes of each meeting shall be forwarded to each commissioner prior to the regular meeting at which such minutes are subject to approval by the Commission. ARTICLE V: OFFICERS SECTION 1: DESIGNATION. According to the provisions of Meridian City Code, officers of the Commission shall include the Commission Chair and Commission Vice -Chair. Other officers may be elected as necessary or desirable for the efficient administration of the Commission if a majority of the Commission so decides. SECTION 2: TERM AND ELECTION. According to the provisions of Meridian City Code, election of officers shall be held at the first regularly scheduled meeting after January 1 of each year. A special election may be held at any time to fill a vacancy of office. An officer who fails or refuses to fulfill the duties of his or her office may be removed from the office by a two-thirds (2/3) majority vote of the full Commission by secret ballot at a special election. SECTION 3: DUTIES OF CHAIR. The Commission Chair shall prepare meeting agendas in cooperation with the City Clerk's Office, shall preside over all full Commission meetings, and shall sign all documents requiring an official signature on behalf of the Commission, including its annual report to the Mayor and City Council and other reports as requested. The Chair shall recommend, for the Commission's approval, the formation of subcommittees and the appointment of commissioners, citizens, and/or public officials thereto. The decisions, statements, and/or actions of the Chair shall obligate, commit, and/or represent the Commission only insofar as the Commission has specifically authorized. BYLAWS OF THE MERIDIAN ARTS COMMISSION PAGE 3 OF 4 SECTION 4: DUTIES OF VICE -CHAIR. The Commission Vice -Chair shall perform the duties of the Chair in the absence of the Chair and shall perform such other duties as may be delegated by the Commission Chair. ARTICLE VI: AMENDMENT OF BYLAWS As provided in Meridian City Code, the Commission may recommend to the Mayor and City Council that these bylaws be altered, amended, added to, or repealed. ARTICLE VII: ADOPTION AND EFFECTIVE DATE The Commission adopted the foregoing bylaws at its regular meeting on December 10, 2015. These bylaws shall be effective upon their ratification by resolution of the City Council of the City of Meridian. Adopted by the Meridian Arts Commission on the 10th day of December, 2015. ,�e , hair Mary Meridi Arts Commission BYLAWS OF THE MERIDIAN ARTS COMMISSION PAGE 4 OF 4 Meridian City Council Meeting DATE: January 12, 2016 ITEM TITLE: Resolution ITEM NUMBER: PROJECT NUMBER: Resolution No. 1(0 - L I [ : Adopting Amended Bylaws of Meridian Parks and Recreation Commission MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION 5F DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN RESOLUTION NO. BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, PALMER, ZAREMBA A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN APPROVING THE BYLAWS OF THE MERIDIAN PARKS AND RECREATION COMMISSION AS AMENDED ON DECEMBER 9, 2015, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Meridian City Code section 2-4-4(B), at its meeting on December 9, 2015, the Meridian Parks and Recreation Commission voted unanimously to recommend to City Council that it approve the "Bylaws of the Meridian Parks and Recreation Commission as Amended on December 9, 2015," attached hereto as Exhibit A; WHEREAS, the City Council of the City of Meridian deems the approval of such bylaws to be in the best interest of the City of Meridian in that they facilitate the efficient operation of the Meridian Parks and Recreation Commission; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Council of the City of Meridian hereby approves the Bylaws of the Meridian Parks and Recreation Commission as Amended on December 9, 2015, attached hereto as Exhibit A. 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 12-tay of January, 2016. APPROVED by the Mayor of the City of Meridian, Idaho, this t d y of January, 2016 Mayor ATTEST: ti� rW� N y City of By. 0 -- lDTA V Jaycee H an, City Clerk y�" ° .)the SEA� de Weerd RESOLUTION APPROVING BYLAWS OF MERIDIAN PARKS & RECREATION COMMISSION PAGE 1 OF 2 EXHIBIT A BYLAWS OF MERIDIAN PARKS & RECREATION COMMISSION RESOLUTION APPROVING BYLAWS OF MERIDIAN PARKS & RECREATION COMMISSION PAGE 2 OF 2 BYLAWS of the MERIDIAN PARKS AND RECREATION COMMISSION AS AMENDED on December 9, 2015 WHEREAS, Meridian City Code section 2-4-4(B) directs the Meridian Parks and Recreation Commission to adopt bylaws, rules and regulations for the proper conduct of the business of the commission; WHEREAS, on April 18, 2006, and May 11, 2011, respectively, the City Council of the City of Meridian adopted Resolution nos. 06-514, 11-790 which effectuated previous iterations of the Bylaws of the Meridian Parks and Recreation Commission; WHEREAS, at its regular meeting on December 9, 2015, the Meridian Parks and Recreation Commission voted to recommend that the Commission's bylaws be amended and updated as set forth herein; NOW, THEREFORE, the Meridian Parks and Recreation Commission hereby establishes and adopts the following bylaws. ARTICLE I: INTENT The intent in preparing and adopting these bylaws is to provide a framework for conducting the business of the Meridian Parks and Recreation Commission (hereinafter "Commission"). The duties and powers of the Commission shall be established as enumerated in Title 2, Chapter 4, Meridian City Code. ARTICLE II: OFFICE The principal location of the Commission shall be at Meridian City Hall, Meridian Parks and Recreation Department (hereinafter "Department"), 33 E. Broadway Avenue, Suite 206, Meridian, Idaho. ARTICLE HI: MEMBERSHIP SECTION 1: TERMS OF OFFICE. In keeping with provisions of Meridian City Code regarding commissioners' terms of office, there are hereby designated nine membership seats on the Commission. Each commissioner shall serve a term of three (3) years, except that the youth member shall be appointed to a term of one year, from September 1 through August 31. There shall be nine membership seats on the Commission. As established by Meridian City Council Resolution no. 06-514, the initial terms of the commissioners appointed to Seats 1 and 2 expired on October 31, 2007; all subsequent terms of commissioners appointed to Seats 1 and 2 shall expire every three (3) years thereafter. The initial terms of commissioners appointed to Seats 3, 4, and 5 expired on October 31, 2008; all subsequent terms of commissioners appointed to Seats 3, 4, and 5 shall expire every three (3) years thereafter. The initial terms of commissioners appointed to Seats 6, 7, and 8 expired on October 31, 2009; all subsequent terms of commissioners appointed to Seats 6, 7, and 8 shall expire every three (3) years thereafter. The commissioner appointed to Seat 9 shall be designated to represent Meridian's youth and shall serve a term of one (1) year, which term shall expire on August 31 of each year. AMENDED BYLAWS OF THE MERIDIAN PARKS AND RECREATION COMMISSION PAGE 1 OF 4 SECTION 2: COMMITTEES. The Commission President, with the Commission's approval, shall establish such committees as necessary or helpful to assist or advise the Commission in the performance of its functions and/or furtherance of its mission. Meetings of committees shall comply with the Idaho Open Meetings Act. Each committee shall consist of at least two (2) commissioners. Unless a committee chair is appointed by the Commission President, each committee shall elect a chair to preside at committee meetings and present the findings and/or recommendations of the committee to the Commission. With the Commission's approval, the Commission President or committee chair may appoint commissioners, citizens, and/or public officials to serve as members of committees. SECTION 3: QUORUM. A majority of currently -appointed commissioners shall constitute a quorum for the transaction of any business of the Commission. SECTION 4: VOTING. Each commissioner shall be entitled to one (1) vote on any matter before the Commission. Except as otherwise designated herein, the vote of the majority of the members present at any meeting at which a quorum is present shall effectuate any decision of the Commission. The Commission President shall be a voting member of the Commission and shall hold the same rights and privileges as any other commissioner. Proxy voting and secret voting are unlawful under the Idaho Open Meetings and Public Records laws and shall not be permitted. ARTICLE IV: MEETINGS SECTION 1: NUMBER AND DATE OF REGULAR MEETINGS. According to the provisions of Meridian City Code, regular meetings of the Commission shall be held on the second Wednesday of each month at 5:30 p.m. SECTION 2: SPECIAL MEETINGS. Special meetings may be convened by or at the direction of the President by complying with the notification and posting requirements of the Idaho Open Meetings Act and by notifying the Commission in the manner specified herein. SECTION 3: PLACE OF MEETINGS. Unless otherwise specified, meetings of the Commission shall be held at Meridian City Hall, Meridian City Council Chambers, 33 E. Broadway, Meridian, Idaho. SECTION 4: NOTICE OF MEETINGS. Unless otherwise prescribed by statute, the Department Director or designee shall provide commissioners with written notice of meetings, which notice shall state the date, hour, and location thereof, and shall further state the purpose of the meeting, business to be transacted, and/or agenda. The Department Director or designee shall issue notice to each and every commissioner not less than forty-eight (48) hours, nor more than thirty (30) days prior to the meeting. Notice may be issued by e-mail, U.S. Post, and/or personally, by or at the direction of the Commission President. SECTION 5: CONDUCT OF MEETINGS. The Commission shall operate under the precepts of Robert's Rules of Order. Unless otherwise established by the Commission President in the manner set forth herein, the order of business for meetings of the Commission shall be as follows: 1) call to order; 2) roll call; 3) approval of the agenda; 4) approval of minutes of previous meeting; 5) AMENDED BYLAWS OF THE MERIDIAN PARKS AND RECREATION COMMISSION PAGE 2 OF 4 committee meetings; 6) committee reports; 7) old business; 8) new business; 9) workshops; 10) staff reports; 11) announcement of next meeting; 12) adjournment. The agenda shall be followed strictly except upon a successful motion stating the reason for amendment and good faith reason the proposed agenda item was not included in the original agenda posting. SECTION 6: AGENDA. The agenda for all meetings of the Commission shall be prepared by the Department Director or designee in consultation with the Commission President. Agenda items may be proposed to the Commission President by any commissioner or any member of the public and shall be placed on the agenda at the discretion of the Commission President, provided that adequate notice of such item has been provided as set forth herein and as required by law. SECTION 7: PUBLIC APPEARANCES AND REQUESTS. Scheduling of appearances before or requests to the Commission shall be at the discretion of the Commission President. The President may set rules to maximize efficiency and productivity of meetings, including setting a time limit for presentations and/or comments to the Commission. SECTION 8: MINUTES. Minutes and/or records of the business conducted at all meetings of the Commission or any committee thereof shall be kept by the Department Director or designee and shall be open for public inspection. The minutes of each meeting shall be forwarded to each commissioner prior to the regular meeting at which such minutes are subject to approval by the Commission. ARTICLE V: OFFICERS SECTION 1: DESIGNATION. According to the provisions of Meridian City Code, officers of the Commission shall include the Commission President and Commission Vice President. Other officers may be elected as necessary or desirable for the efficient administration of the Commission if a majority of the Commission so decides. SECTION 2: TERM AND ELECTION. According to the provisions of Meridian City Code, election of officers shall be held at the December meeting of each year. The sitting vice president shall be automatically nominated for the office of president. SECTION 3: VACANCY. A special election may be held at any time to fill a vacancy of office. An officer who fails or refuses to fulfill the duties of his or her office may be removed from the office by a two-thirds (2/3) majority vote of the full Commission at a special election. SECTION 4: DUTIES OF PRESIDENT. The Commission President shall prepare Commission meeting agendas in cooperation with the Department Director or designee, shall preside over all full Commission meetings, and shall sign all documents requiring an official signature on behalf of the Commission, including its annual report to the Mayor and City Council, and other reports as requested. The President shall recommend, for the Commission's approval, the formation of committees and the appointment of commissioners, citizens, and/or public officials thereto. The decisions, statements, and/or actions of the President shall obligate, commit, and/or represent the Commission only insofar as the Commission has specifically authorized. AMENDED BYLAWS OF THE MERIDIAN PARKS AND RECREATION COMMISSION PAGE 3 OF 4 SECTION 5: DUTIES OF VICE PRE, SIDENT. The Commission Vice President shall perform the duties of the President in the absence of the President and shall perform such other duties as may be delegated by the Commission President, ARTICLE VI: AMENDMENT OF BYLAWS As provided in Meridian City Code, the Commission may recommend to the Mayor and City Council that these bylaws be altered, amended, added to, or repealed. ARTICLE VII: ADOPTION AND EFFECTIVE DATE The Commission adopted the foregoing bylaws, as amended, at its regular meeting on December 9, 2015. These bylaws shall be effective upon their ratification by resolution of the City Council of the City of Meridian. Adopted by the Meridian Parks and Recreation Commission on December 9, 2015. Matt Stoll, PresideAt Meridian Parks & Recreation Commission AMENDED BYLAWS OF THE MERIDIAN PARKS AND RECREATION CommiSSION PAGE 4 OF 4 Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 5G PROJECT NUMBER: H - iD. ZV ITEM TITLE: Oaks South Subdivision No. 3 Final Order: Oaks South Subdivision No. 3 (H-2015-0038) by Coleman Homes, LLC Located South Side of W. McMillan Road Between N. McDermott Road and N. Black Cat Road Request: Final Plat Consisting of Forty (40) Single Family Residential Lots and Five (5) Common Lots on 9.09 Acres of Land in the R-8 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 BEFORE THE MERIDIAN CITY COUNCIL IN THE MATTER OF THE REQUEST FOR FINAL PLAT CONSISTING OF FORTY (40) SINGLE FAMILY RESIDENTIAL LOTS AND FIVE (5) COMMON LOTS ON 9.09 ACRES OF LAND IN THE R-8 ZONING DISTRICT FOR OAKS SOUTH SUBDIVISION NO. 3. BY: COLEMAN HOMES, LLC APPLICANT HEARING DATE: JANURY 5, 2016 CASE NO. H-2015-0038 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT This matter coming before the City Council on January 5, 2016 for final plat approval pursuant to Unified Development Code (UDC) 11-6B-3 and the Council finding that the Administrative Review is complete by the Planning and Development Services Divisions of the Community Development Department, to the Mayor and Council, and the Council having considered the requirements of the preliminary plat, the Council takes the following action: IT IS HEREBY ORDERED THAT: 1. The Final Plat of "PLAT SHOWING THE OAKS SOUTH SUBDIVISION NO. 3, LOCATED IN THE NW 1/40F THE NE'/4 OF SECTION 33, TOWNSHIP 4N, RANGE IW, BOISE MERIDIAN, MERIDIAN, ADA COUNTY, IDAHO, 2015, HANDWRITTEN DATE: DECEMBER 01, 2015, CLINTON W. HANSEN, PLS, SHEET 1 OF 3," is conditionally approved subject to those ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR OAKS SOUTH NO. 3 (A-2015-0038) Page 1 of 3 conditions of Staff as set forth in the staff report to the Mayor and City Council from the Planning and Development Services divisions of the Community Development Department dated January 5, 2016, a true and correct copy of which is attached hereto marked "Exhibit A" and by this reference incorporated herein, and the response letter from Becky McKay, Engineering Solutions, a true and correct copy of which is attached hereto marked "Exhibit B" and by this reference incorporated herein. 2. The final plat upon which there is contained the certification and signature of the City Clerk and the City Engineer verifying that the plat meets the City's requirements shall be signed only at such time as: 2.1 The plat dimensions are approved by the City Engineer; and 2.2 The City Engineer has verified that all off-site improvements are completed and/or the appropriate letter of credit or cash surety has been issued guaranteeing the completion of off-site and required on-site improvements. NOTICE OF FINAL ACTION AND RIGHT TO REGULATORY TAKINGS ANALYSIS The Applicant is hereby notified that pursuant to Idaho Code § 67-8003, the Owner may request a regulatory taking analysis. Such request must be in writing, and must be filed with the City Clerk not more than twenty-eight (28) days after the final decision concerning the matter at issue. A request for a regulatory takings analysis will toll the time period within which a Petition for Judicial Review may be filed. ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR OAKS SOUTH NO. 3 (A-2015-0038) Page 2 of 3 Please take notice that this is a final action of the governing body of the City of Meridian, pursuant to Idaho Code § 67-6521. An affected person being a person who has an interest in real property which may be adversely affected by this decision may, within twenty- eight (2 8) days after the date of this decision and order, seek a judicial review pursuant to Idaho Code§ 67-52. By action of the City Council at its regular meeting held on the I L? day of 2016. Tammy d rd Mayor, f Meridian Attest: j �rLUn�<s G r Aty of ENDIAN Jaycee an City Clerk J 00,�, Copy served upon the Applicant, Planning and Development Services Divisions of the Community Development Department and City Attorney. By: Dated:_ 03 /'Do� L" ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR OAKS SOUTH NO. 3 (A-2015-0038) Page 3 of 3 Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 5H PROJECT NUMBER: ITEM TITLE: Bureau of Reclamation Irrigation Crossing Agreement with Bureau of Reclamation for the Amity Waterline Crossing of the Farr Lateral and Watkins Drain on Amity Road MEETING NOTES J Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CE IDIAN*,,,--.---., DAHO , Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Dean Stacey, Engineering Project Manager DATE: January 6, 2016 Mayor Tammy de Weerd City Council Memberfs Keith Bird Joe Borton Whe Cavener Genesis Milam Ty Palmer Anne Little Roberts SUBJECT: IRRIGATION CROSSING AGREEMENT WITH BUREAU OF RECLAMATION FOR THE AMITY WATERLINE CROSSING OF THE FARR LATERAL AND WATKINS DRAIN ON AMITY ROAD I. RECOMMENDED ACTION A. Move to: 1. Approve the crossing agreement with the Bureau of Reclamation, Boise Board, in support of the Amity and Meridian Waterline Extension from Locust Grove to West Harris Street. 2. Authorize the Mayor to sign the agreement II. DEPARTMENT CONTACT PERSONS Dean Stacey, Engineering Project Manager Kyle Radek, Asst. City Engineer Warren Stewart, PW Engineering Manager Tom Barry, Director of Public Works Page I of 2 489-0386 489-0343 489-0350 489-0372 III. DESCRIPTION A. Background Due to the renewed interest and growth in South Meridian, demand on the City's water system is increasing. In order to meet the increased demand in Pressure Zone 5, a new 16 inch water main has been designed and will be installed westward from Locust Grove Road to Meridian Road to connect with the existing system at Meridian Heights. The construction contract was approved by City Council on January 5, 2016. This irrigation crossing agreement is necessary to complete the portion of the project requiring irrigation crossings. IV. TIME CONSTRAINTS Council's approval will allow completion of the irrigation crossing portion of this project by March 15, 2016, which is a requirement of the irrigation system owners. V. LIST OF ATTACHMENTS A. Bureau of Reclamation Crossing Agreement t I i Approved for Council Agenda:-- 116 Date Page 2 of 2 Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 51 PROJECT NUMBER: ITEM TITLE: Ada County Highway District Interagency Agreement with the Ada County Highway District for: Water and Sewer Improvements to be Included with the Franklin Road, Black Cat Road to Ten Mile Road Widening Project and Payment of the Estimated Construction Cost of $971,000.00 up Front as Required by the Idaho Transportation Department 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 Mayor Tammy de Weerd Wuncil IDiAN�--� City CoMernberfi Charlie Rountree I D A H O Keith Bird Public Joe Borten Lukte Cavener Milam Works Department DGenesis avid Zarembaemba TO: Mayor Tammy de Weerd Members of the City Council FROM: Austin Petersen — Transportation and Utility Coordinator DATE: December 28, 2015 SUBJECT: INTERAGENCY AGREEMENT WITH THE ADA COUNTY HIGHWAY DISTRICT FOR: WATER AND SEWER IMPROVEMENTS TO BE INCLUDED WITH THE FRANKLIN ROAD, BLACK CAT ROAD TO TEN MILE ROAD WIDENING PROJECT AND PAYMENT OF THE ESTIMATED CONSTRUCTION COST OF $971,000.00 UP FRONT AS REQUIRED BY THE IDAHO TRANSPORTATION DEPARTMENT I. RECOMMENDED ACTION A. Move to: 1. Approve the attached agreement with the Ada County Highway District (ACRD) 2. Authorize the Mayor to sign the agreement II. DEPARTMENT CONTACT PERSONS Austin Petersen, Transportation and Utility Coordinator 489-0352 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Background The Idaho Transportation Department (ITD) and ACED will be widening Franldin Road between Black Cat and Ten Mile Roads, and improving the Franklin and Black Cat Road intersection starting in the fall of 2016, In conjunction with the roadway widening, the Public Works Department plans to install over half a mile of new water and sewer mains and adjust existing infrastructure to allow for the wider roadway. Page X of 3 NVA ACRD is the agency responsible for administering the design and construction of this project, and has agreed to incorporate the City's water and sewer improvement plans and specifications in the bid package. The attached agreement outlines the roles and responsibilities of the City and ACRD associated with the combined bid package. B. Proposed Project Based on the attached agreement, ACHD will include the City plans and specifications in the bid package and administer the construction contract. The City will pay ACHD for the cost associated with installing the water and sewer infrastructure in addition to a percentage of the traffic control and administration costs proportional to the City's share of the overall project cost. The estimated construction cost is to be paid to ACHD prior to the start of construction. This is because the State and Local Agreement between ACHD and TTI) requires all local funds to be provided prior to work commencing. IMPACT A. Strategic Impact: This agreement is in alignment with the Public Works Department's mission to satisfy the water and sewer service demands of our growing community in a fiscally responsible manner. B. Service/Delivery Impact: This agreement allows the water and sewer improvements to be installed in conjunction with the larger construction project under the direction of a single general contractor. Having all of the work constructed by a single contractor reduces construction scheduling conflicts and reduces administrative costs. Constructing the water and sewer work at the same time as the roadway construction will prevent additional traffic impacts and reduce traffic control costs. C. Fiscallmpact: Estimated Proiect Costs Water and Sewer Work $971,000 ACRD Administration Cost Share 5% $48,500 Cost Share Items TBD Total $1,020,000 Planned Proi ect Funding Water Main Extensions 60-3490-96140 $400,000 Sewer Main Extensions 60-3590-93505 $800,000 Page 2 of 3 V. ALTERNATIVES A. Rather than participate in this interagency agreement the City Purchasing Department could bid out the sewer and water work independently. It would be required that the contractor complete the work prior to or in conjunction with the roadway widening. This would increase the City's administrative burden as well as the mobilization and traffic control costs associated with completing the City portion of the project. VI, TIME CONSTRAINTS This agreement needs to executed prior to ACHD's submission of final plans to ITD in early 2016. VII. LIST OF ATTACHMENTS A. Interagency Agreement for: Roadway Construction/Water and Sewer Construction, Franklin Rd, Black Cat Rd To Ten Mile Rd, ACRD Project No 711023 and 711024 B. Exhibit A. City of Meridian Sewer and Water Improvements Construction Estimate dated 10/15/15 Approved for Council Agenda: ` Date Page 3 of 3 INTERAGENCY AGREEMENT FOR: ROADWAY CONSTRUCTION/ WATER AND SEWER CONSTRUCTION FRANKLIN RD, BLACK CAT RD TO TEN MILE RD ACHD PROJECT NO. 711023 and 711024 THIS INTERAGENCY AGREEMENT FOR ROADWAY CONSTRUCTION/WATER AND SEWER CONSTRUCTION ("Agreement") is made and entered into this Zfft' day of � Vir , 2016, by and between the ADA COUNTY HIGHWAY DISTRICT, a highway distrid organized under the laws of the State of Idaho ("DISTRICT" or "ACRD"), and the CITY OF MERIDIAN, a municipal corporation organized under the laws of the State of Idaho ("Meridian" or "City"), regarding ACHD Project no. 711023 and 711024. RECITALS WHEREAS, ACHD is a single county -wide highway district, a public entity, organized and existing pursuant to Idaho Code Title 40, Chapter 14, as amended and supplemented, with the exclusive jurisdiction and authority to maintain, improve, regulate and operate public rights-of-way in Ada County; WHEREAS, City is a municipal corporation organized and operating pursuant to Idaho Code Title 50, as amended and supplemented with jurisdiction, authority and police power to regulate and control municipal activities within the City; WHEREAS, Idaho Code § 67-2332 provides that one or more public agencies may contract with any one or more other public agencies to perform any governmental service, activity or undertaking which each public agency entering into the contract is authorized by law to perform, provided that such contract is authorized by the governing body of each party and that such contract shall set forth fully the purposes, powers, rights, objectives and responsibilities of the contracting parties; and WHEREAS, . DISTRICT and City desire to undertake a cooperative effort to incorporate into the DISTRICT'S road construction projects known as Franklin Rd, Black Cat Rd to Ten Mile Rd ("Project" or "Project Boundaries"), certain modifications or improvements to City owned facilities, including constructing water and sewer main lines and services, adjusting water valve boxes and manholes to grade, and correcting potable/non- potable spacing issues (collectively, "City Sewer and Water Improvements") as detailed in Project no. 711023 and 711024, to be constructed pursuant to a separately -executed agreement between DISTRICT and the selected Contractor ("CONTRACT"); and WHEREAS, DISTRICT is willing to accommodate City's request by including the City Water and Sewer Improvements in the Project plans, subject to the terms, conditions and obligations set forth in this Agreement and so long as DISTRICT receives assurances by the City that it will fully reimburse DISTRICT for all actual costs including, without limitation, any indirect costs and expenses that DISTRICT incurs as a result of the additional work attributable to the modification or installation of the City Water and Sewer Improvements within the Project Boundaries with the exception of water and sewer services constructed to serve the properties at 4925 W Franklin Road and 3880 W Franklin Road; Page 1 of 8 NOW, THEREFORE, in consideration of the foregoing premises, mutual covenants and agreements herein contained, the parties hereto agree as follows: 1. DISTRICT SHALL: a. Be the party responsible for soliciting, receiving and opening of bids and for executing and administering the construction CONTRACT for the roadway reconstruction and City Water and Sewer Improvements referenced herein, which CONTRACT shall include, inter alfa, a provision that all work required for the City Water and Sewer Improvements shall be performed in conformance with the most current edition of the Idaho Standards for Public Works Construction (ISPWC) and the most current City of Meridian Supplemental Specifications to the ISPWC. b. Provide City with a complete set of combined bid documents for the roadway reconstruction, and for the City Water and Sewer Improvements. c. Furnish City with an abstract of all bids received, and obtain City's written concurrence with DISTRICT'S recommendation for award of the CONTRACT prior to making such award. City's concurrence shall specifically acknowledge that the City Water and Sewer Improvements are and shall be subject to the terms and conditions of this Agreement. If City does not concur, DISTRICT shall remove the City Water and Sewer Improvements and if necessary, rebid the Project. City shall be responsible and shall reimburse DISTRICT for any and all costs suffered by DISTRICT attributable to the removal of the City Water and Sewer Improvements from the Project and if applicable, the rebidding of the Project. d. Include in the CONTRACT, a term providing that City will have the right and authority to work directly with the Contractor to resolve any claims relating in any way to the City Water and Sewer Improvements and that any such claims will be reviewed, approved or denied by City including enforcement of the 2 year warranty period to be started at the date described in the final acceptance letter from the City of Meridian. e. Coordinate with City should any changes be made to DISTRICT's portion of the CONTRACT or work pursuant thereto that does or may impact the City Water and Sewer Improvements, Make monthly progress payments and the final CONTRACT payment to the Contractor in conformance with the terms of the construction CONTRACT. g. Submit to City a copy of each design consultant billing attributable to the City Water and Sewer Improvements if applicable and Contractor progress payment estimate, and the final CONTRACT payment estimate, as such estimates are approved by DISTRICT after obtaining City's concurrence regarding City's portion of the CONTRACT, together with an invoice for City's share of the construction CONTRACT costs earned by and to be paid to the Contractor. h. As applicable, provide for the reference and replacement of all pre-existing survey monuments within the Project. Page 2 of 8 Provide the field survey and grade control necessary for construction of the roadway. Centerline or offsets and stationing shall be established prior to the City staking any sanitary sewer or potable water service lines, water valve boxes, manhole locations, and other City facilities. j. Upon acceptance of the sewer and water work by the City and prior to the project closeout, ACHD will meet with the City to reconcile the actual contract costs of the installed sewer and water facilities as compared to the "Water and Sewer Estimate" set out in Exhibit A. In addition, the cost share items listed in paragraphs 2e and 2d will be reconciled at the time of acceptance by City. ACHD shall submit to City written documentation of expenditures with an invoice for payment of all costs and expenses the DISTRICT incurs beyond the amount paid to ACHD by the City according to paragraph 2c, as a result of the additional work attributed to the City Water and Sewer Improvements within the Project Boundaries, including but not limited to, costs or changed conditions, plan errors and omissions, and delays attributable to design and/or installation of the City Water and Sewer Improvements. In the event that the amount paid by the City under paragraph 2c exceeds the actual contract cost of the complete installation including the cost share items listed in paragraphs 2e and 2d, ACHD shall refund such amount to the City within 30 days of project closeout. 2. CITY OF MERIDIAN SHALL: a. Provide the inspection, field survey and grade control required for the installation of all City Water and Sewer Improvements incorporated into the Project and installed and adjusted under the CONTRACT and provide copies of appropriate tests and construction diaries to the District Project Representative as designated by DISTRICT. b. Provide DISTRICT with the special provisions if applicable, and stamped plans, bid quantities and an Engineers Estimate (or pursuant to Paragraph 1.g. pay the DISTRICT the actual cost if the DISTRICT'S design consultant prepares the samefor the City Water and Sewer Improvements to be incorporated into the Project and included in the bid documents for the CONTRACT (all work required for the City Water and Sewer Improvements to be performed in accordance with the most current edition of the Idaho Standards for Public Works Construction (ISPWC), the City's Supplemental Specifications to the ISPWC, and the City's Revisions to the Standard Specifications). c. Within 30 days of execution of this agreement, pay to ACHD the sum of nine hundred seventy one thousand dollars($971,000.00), which is the estimated cost of the labor, materials, and equipment to perform the water and sanitary sewer work as itemized on Exhibit A. In addition, within 60 days of acceptance of the water and sanitary sewer, and completion of cost reconciliation, pay to ACHD the actual contract cost of the labor, materials and equipment that exceeds the water and Sewer cost estimate. d. Reimburse DISTRICT five percent (5%) of City's construction costs attributable to the City Water and Sewer Improvements as payment toward the additional costs incurred Page 3 of 8 by DISTRICT, including overhead and benefits, and project administration costs which include but are not limited to: public advertisement of the Project, supplying bid plans, supplying construction plans, preparing and holding the preconstruction meeting, generating monthly pay estimates and paying the Contractor, preparing change orders, general construction project oversight, and maintaining construction project files. e. Reimburse DISTRICT 7.34% for mobilization, traffic control, flagging, detours and weekly meetings on a prorated basis. The prorated basis for the above items will be calculated using the percentage of City's project costs as they relate to the total project construction costs. Provide (at City's sole costs) trench compaction testing for the City Water and Sewer Improvements from one -foot (1') above the pipe zone to sub -grade of the roadway section; trench compaction testing shall be provided at the minimum frequency rate of one (1) test per one thousand (1,000) lineal feet, minimum one (1) for every three (3) transverse trenches; provide all re -testing required in any area that does not meet CONTRACT requirements; and provide copies of tests for the area along the alignment of the pipeline to the designated DISTRICT representative. g. Be liable for the cost of repairing any trench failure attributable to the City Water and Sewer Improvements within the Project Boundaries, and be liable for and indemnify, defend and hold DISTRICT harmless for any and all costs, claims, and damages resulting from any such trench failure. h. Reimburse DISTRICT for any additional costs to DISTRICT over and above costs specifically enumerated herein, where such costs are attributable to the installations, adjustments, relocations and abandonments of the City Water and Sewer Improvements or to the removal of any or all items from the CONTRACT that are associated with the installation of the City Water and Sewer Improvements. Indemnify, save harmless and defend regardless of outcome, DISTRICT from expenses and against suites, actions, claims or losses of every kind, nature and description, including costs, expenses and attorney fees caused by or arising out of any negligent acts by City's officers, employees, agents or contractors while acting within the course and scope of their employment, which arise from or which are in any way connected to the City Water and Sewer Improvements. Such indemnification hereunder by City shall in no event cause the liability of City for any negligent act to exceed the amount of loss, damages, or expenses of attorney fees attributable to such negligent act, and shall not apply to loss, damages, expenses or attorney fees attributable to the negligence of DISTRICT. This duty to defend, indemnify and hold harmless is subject to the limitations of Idaho law, including Article VIII Section 3, Idaho Constitution and Idaho Code Title 6 Chapter 9 (the Idaho Tort Claims Act), and to any other limitations set forth in the Agreement. j. Work directly with the Contractor to resolve any claims relating in any way to the City Water and Sewer Improvements; any and all such claims will be reviewed, approved or denied by City shall indemnify, save harmless and defend regardless of outcome, DISTRICT from expenses and against suits, actions, claims or losses of every kind, Page 4 of 8 nature and description, including costs, expenses and attorney fees caused by or arising out of any and all such claims regardless of the outcome of the City's efforts to resolve said claims with the Contractor. 3. THE PARTIES HERETO FURTHER AGREE THAT: a. In accordance with Idaho Code § 67-2332, the purposes, powers, rights and objectives of each of the parties are as set forth in the Recitals above. Each of the Recitals above is incorporated into the body of this Agreement. b. The amount to be reimbursed to DISTRICT by City for City's portion of the Project shall be based on the actual quantities of work acceptably performed and/or installed, as determined from field measurements made by City, and paid for pursuant to the unit, and/or lump sum prices, established in the CONTRACT. c. DISTRICT shall obtain City's approval prior to commencement of any change order work involving the installations, adjustments, relocations and abandonments of City water or sewer facilities. d. Prior to commencement of work by the Contractor, the parties will, together with the Contractor, inspect within the entire Project Boundaries for the purpose of reviewing the Project to locate any unstable areas and to resolve any items of concern or misunderstanding. e. This Agreement may not be enlarged, modified, amended or altered except in writing signed by both of the parties hereto. f. All signatories to this Agreement represent and warrant that they have the power to execute this Agreement and to bind the agency they represent to the terms of this Agreement. g. Should either party to this Agreement be required to commence legal action against the other to enforce the terms and conditions of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees and costs incurred in said action. Any action at law, suit in equity, arbitration or judicial proceeding for the enforcement of this Agreement shall be instituted only in the courts of the State of Idaho, County of Ada. This Agreement shall be binding upon and inure to the benefit of the personal representatives, heirs and assigns of the respective parties hereto. Nothing in this Agreement shall be construed to be an indebtedness or liability in violation of Article VIII, Section 3 of the Idaho Constitution. Page 5 of 8 k. The validity, meaning and effect of this Agreement shall be determined in accordance with the laws of the State of Idaho. This Agreement and the exhibits hereto constitute the full and entire understanding and agreement between the parties with regard to the transaction contemplated herein, and no party shall be liable or bound to the other in any manner by any representations, warranties, covenants or agreements except as specifically set forth herein. m. The promises, covenants, conditions and agreements herein contained shall be binding on each of the parties hereto and on all parties and all persons claiming under them or any of them; and the rights and obligations hereof shall inure to the benefit of each of the parties hereto and their respective successors and assigns. n. If any part of this Agreement is held to be illegal or unenforceable by a court of competent jurisdiction, the remainder of this Agreement shall be given effect to the fullest extent reasonably possible. o. The failure of a party to insist on t Agreement or to exercise any righ constitute a waiver of any provision enforce any provision or exercise hereunder, and no modification or consent to departure therefrom, sha DISTRICT and City. he strict performance of any provision of this t or remedy upon a breach hereof shall not of this Agreement or limit such party's right to any right. No acknowledgments required waiver of any provision of this Agreement or 11 be effective unless in writing and signed by p. The headings used in this Agreement are used for convenience only and are not to be considered in construing or interpreting this Agreement. q. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but both of which together shall constitute one and the same. The parties hereto agree that nothing herein contained shall be construed to create a joint venture, partnership or other similar relationship which might subject any party to liability for the debts and/or obligations of the others, except as otherwise expressly agreed in this Agreement. This Agreement is not intended to create, nor shall it in any way be interpreted or construed to create, any third -party beneficiary rights in any person not a party hereto. t. All parties have been represented by legal counsel, and no party shall be deemed to be the drafter of this Agreement for purposes of interpreting an ambiguity against the drafter. u. Time shall be of the essence for all events and obligations to be performed under this Agreement. Without limiting the foregoing, in the event that City does not timely comply with any of its obligations hereunder, DISTRICT shall have no obligation whatsoever to incorporate, facilitate, and/or complete the City Water and Sewer Page 6 of 8 Improvements, regardless of whether prior approval has been given by DISTRICT to City. IN WITNESS HEREOF, the parties hereto have executed this Agreement on the day and year herein first written: ATTEST: ADA COUNTY HIGHWAY DISTRICT 60tva By: �r By: Wong Director �� President, Board of Commissioners STATE OF IDAHO ) ) ss. COUNTY OF ADA ) On this p day of J_ r'' , 2016, before me, the undersigned, personally appeared ;1 and BRUCE S. WONG, President of the Board of Commission rs and Director respectively of the ADA COUNTY HIGHWAY DISTRICT, a body politic and corporate, known to me to be the persons whose names are subscribed to the within instrument, and acknowledged to me that they executed the same for and on behalf of said body. IN WITNESS WHEREOF, I have hereunto set my ha affixed my official seal the day and year first above written. Notary Publinbrlv--- daho Residing at Mycommission expires: ATTEST: CITY OF MERIDIAN Idaho Page 7 of 8 6g e Jay e L. Holman."''"' L de Weerd City Clerk M' STATE OF IDAHO ) ) ss. COUNTY OF ADA ) On this '; '�> � day of �n�,�G_ , 2016, before me, the undersigned, personally appeared TAMMY L. DE WEERD and JAYCEE L. HOLMAN, Mayor and City Clerk respectively of CITY OF MERIDIAN, a municipal corporation, known to me to be the persons whose names are subscribed to the within instrument, and acknowledged to me that they executed the same for and on behalf of said corporation. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. 0000000 ®°6EX JO�,°°® ® t Notary Public for Idaho Residing at _ "E-ro kqv�, Idaho 40ft (IN 00®o° My commission expires: LI a �o °®448®0® Page 8 of 8 City of Meridian Franklin Road Black Cat Road to Ten Mile Road Sewer and Water Improvements Construction Estimate 10/15/15 Copy of Estimate,xls 12/29/2015 Item No. Item Description Estimated Unit Unit QuantityPrice l 605-205A 4"SANITARY SEWER PIPE 272 FT $40.0080.00 605-210A 6" SANITARY SEWER PIPE __ _ 226 FT $46.0096.00 605-215A 8" SANITARY SEWER PIPE 1,959 _ FT $56.0004.00 605-220A 10" SANITARY SEWER PIPE 1,125 FT $62.0050.00 4�$46,400�.00 605-455A SANITARY SEWER PIPE 2,607 FT $74.00 18.00 605-455A 605-460A MANHOLE TY A _ --" A MANHOLE TY B --"" -- 9 EACH $3,500.000.00 ADJUST VALVE BOX a EACH $5,800.000.000-15A FIRE HYDRANT ASSEMBLY8600-30A 14 EACH EACH $400.000.00600-20A $300000 2" BLOW -OFF ASSEMBLY PER SD -W13 -8 2 EACH $2,200,00 ,0.00 $4,400.00 S600 -30G 5600-30H 6" GATE VALVE 8" GATE VALVE - 8' EACH - $1,300.00 $10,400.00 56-00- 0110" GATE VALVE 7 � - EACH $1,600.00 $11,200.00 S600 -45A 6" WATER LINE -� " 2 167 EACH $2,000.00 $4,000.00 9600-456 -- _. ____ __�__ 8" WATER LINE � 513 FT V $36.00 $5,010.00 S600 -45C ___ i 12" WATER LINE FT $36.00 $18,466.00 8600-45D _ 10" WATER LINE 2,480 FT $46.00 $114,080.00 S605 -05A ADJUST MANHOLE 174 FT _ $44.00 $7,656.00 8626-35A NIGHT WORK LIGHTING 8 EACH $500.00 $4,000.00 S9 I- RELOCATE EXISTING 2" WATER METER 1 4 LS $10,000.00 $10,000.00 S901 -05H 1" WATER SERVICE CONNECTION --- --- EACH $1,400,00 $5,600.00 S901-051 2" BLOW -OFF ASSF -- Y PER SD -W12 _ - 6 13 EACH EACH $1,200.00 $2,200.00 $8,400.00 $28,600.00 5901 051 T -TYPE SEWER CLEANOUT _ 13 EACH $700.00 $9,100.00 S901 -05L4" SEWER SERVICE CONNECTION 4 EACH $800.00 $3,200.00 8901-05M _ SEWER SERVICE CLEANOUT 13 EACH $350.00 $4,550.00 8901-05S _ ADJUST EXISTING WATER MAIN AT NEW PIPE CROSSING _ 2 EACH $8,000.00 S901 -06G 8901-06H 12" GATE VALVE 2" WATER SERVICE CONNECTION _ 4 EACH _$$4,000.00 $2,500.00 $10,000.00 S901-061 HOT TAP EXISTING WATER MAIN_ - 1 EACH $2,000.00 $2,000.00 5901 06J ABANDON EXISTING WATER MAIN - _ 9 EACH $2,200.00 _ $19,800.00 5901-06K _ ABANDON EXISTING WATER SERVICE ADJUST BLOW -OFF TO GRADE --"- - 2 2 - - EACH EACH $1,000.00 $600.00 _ $2,000.00 $1,200.00 -901-06L S901 -06M _ AUTOMATIC AIR RELEASE VALVE ------ 1 1 EACH EACH $1,800.00 $600.00 $1,800.00 S901 -06N ABANDON EXISTING SEWER SERVICE STUB _ _ 1 EACH ,800.00 $700,00 $700.00 S- 060 __ MODIFIED 2" WATER SERVICE CONNECTION - 1 EACH $1,700.00 $1,700.00 S904-050 5911-05L DEWATERING -- PIPE BORING AND JACKING - 1 LS $20,0011.00 $20,000.00 S911 -05M _ 16" CASING FOR WATER MAIN 30 22 FT FT - $0.00 $13,500.00 5911-05N 18" CASING FOR WATER MAIN --- 66 FT $80.00 $8 $1,760.00 S911-050 24" CASING FOR WATER MAIN 20 FT $100_00$6,600,00 $3,500.00 8911-05P _ 8" CASING FOR SEWER MAIN 26 FT _$175.00 $48.00 $1,248.00 5911-05Q 10" CASING FOR SEWER MAIN _ 62 FT $54.00 $3,348.00 5911-05R 12" CASING FOR SEWER MAIN 233 FT $60,00 $13,980.00 5911-05S 14" CASING FOR SEWER MAIN 50 FT $130.00 $6,500.00 8911-05T 6" CASING FOR WATER MAIN 23 FT $22.00 $506.00 S911 -05U __ 20" CASING FOR SEWER MAIN 50 _ FT $175.00 $8,750.00 S912 -05B _ GRAVEL APPROACH REPAIR 8 SY^ $50.00 $400.00 S912 -05D ASPHALT REPAIR - - 18 Sy S913-0SA __�__ ____ EXPLORATORY EXCAVATION _ 80 _ _ CY _ $70.00 $50.00 $1,260.00 $4,000.00 S913 -05B TEMPORARY ASPHALT REPAIR - 4,200 SY $20.00 $84,000.00 8914-05A IMPORTED _ TRENCH BACKFILL 1,000 TON $12.00 X12,000.00 Total $971,564.00 Copy of Estimate,xls 12/29/2015 Meridian City Council Meeting DATE: January 12, 2016 ITEM TITLE: Task Order 10014.a ITEM NUMBER: PROJECT NUMBER: Approval of Task Order 10014.a to CH2M HILL ENGINEERS, INC. for the "Well 32 Test and Production Well Design" project for a Not -To -Exceed amount of $79,750.00. 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 Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Dean Stacey Date: 1/7/2016 Re: January 12th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the January 12th City Council Consent Agenda for Council's consideration. Approval of Task Order 10014.a to CH2M HILL ENGINEERS, INC. for the "Well 32 Test and Production Well Desiqn" prosect for a Not -To -Exceed amount of $79,750.00. Recommended Council Action: Award of Task Order 10014.a to CH21V! HILL ENGINEERS, INC. for the Not -To -Exceed amount of $79,750.00. Thank you for your consideration. 0 Page 1 (I E I DIAN�-- Public IDAHO Works Department TO: PURCHASING FROM: DEANSTACEY DATE: 7 January, 2016 Mayor Tammy de Weerd City Council Memberfo Charlie Rountree Keith Bird Joe Borton Luke Cavener Genesis Milam David Zaremba SUBJECT: TASK ORDER WITH CH2MHILL, PER MASTER AGREEMENT DATED 1 OCTOBER 2014, FOR WELL # 32 TEST WELL AND PRODUCTION WELL DESIGN. FOR A NOT TO EXCEED AMOUNT OF $79,750.00 I. DEPARTMENT CONTACT PERSONS Dean Stacey, Project Manager 489-0386 Kyle Radek, Asst, City Engineer 489-0343 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 II. DESCRIPTION A. Background Due to the renewed interest and growth. in South Meridian, demand on our potable water system is increasing. In order to meet the increased demand in pressure zone 5, additional water sources need to be provided. Greycliff subdivision has provided a well lot that will provide the City a location to construct a test well, production well and associated pumping facilities. B. Proposed Project The proposed project is to design a test well, provide inspection and support through the construction of the test well, and design the production well. Page Y of 2 III. IMPACT A. Strategic Impact: Currently, the City of Meridian does not have any water sources in this area of zone 5. This project will allow water to become available to future customers in the immediate area. This project is in direct alignment with the Public Works mission to anticipate, plan and provide exemplary public services and facilities that support the needs of our growing community. B. Service/Delivery Impact: Designing and completing this project will allow us to continue to provide quality water to members of our community as it grows. C. Fiscal Impact: Project Costs FY 16 Consultant Agreement $79,750 Total $79,750 Project Funding Well 32 / 3490-96176 $79,750 IV. TIME CONSTRAINTS Execution of the attached agreement will allow the project to move forward as planned. Public Works Approval Page 2 of 2 Date Date: 12/29/2015 CONTRACT / AGENDA CHECKLIST REQUESTING DEPARTMENT Public Works Fund: 60 Department: 3490 GL Account: 96176 Project # 10014.a I Construction: Task Order x PSA Equipment I' Project Name: Well 32 Test and Production Well Design Project Manager: Dean Stacey Department Representative: Contractor/Consultant/Design Engineer: CH2M Hill Engineers Budget Available (Attach Report): yes Contract Amount: $79,750.00 Will the project cross fiscal years? Yes No i i Budget Information: FY Budget: FY16 Enhancement #: Grant #: Other: Type of Grant: CONTRACT CHECKLIST BASIS OF AWARD Low Bidder Highest Rated (Bid Results Attached) (Ratings Attached) Typical Award Yes X No If no please state circumstances and conclusion: Debarment Status (Grant/Federal Funded Projects Only) na Date Award Posted: na 10 day protest period: PW License # na Expiration Date Corporation Status Goodstanding Insurance Certificates Received (Date): May 22, 2015 Payment and Performance Bonds Received (Date): Builders Risk Ins. Req'd: Yes na No na (Only applicabale for projects above $1,000,000) na Master Agreement x (Category) 7A (Type in date verified and the status) na Expiration Date: May 1, 2016 Rating: A Rating: na If yes, has policy been purchased? na Date Submitted to Clerk for Agenda: January 6, 2016 Approval Date By: Purchase Order No.: Date Issued: WI -15 submitted na (Only for PW Construction Projects) NTP Date: (Only for non Public Works Project) \\ \ /\\ a) P4 ~ All ) \ »/ / \\ �} / $\ \ j \ \ 2 § % ) a4 /w ) 2bi \ 0 ®j � ) § ] \ §4 \\0 / ' ) \ d m \\ n , w» 2 § }S G \~ tj a) /\ a t } } ® m j / % / j ° ®° \ j/Q(d § 0 ( j / / u TASK ORDER NO. 10014.a Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND CH2M HILL ENGINEERS, INC (ENGINEER) This Task Order is made this R day of January, 2016 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by (CH2M HILL ENGINEERS, INC), hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Category 6a) between the above mentioned parties dated October 1, 2014. The Project Name for this Task Order 10014.a is as follows: CITY OF MERIDIAN WELL 32 TEST AND PRODUCTION WELL - DESIGN PROJECT UNDERSTANDING We understand that the City anticipates construction of a new production well to augment the municipal water supply. The location of the well is in a new subdivision located between South Linder Road and South Meridian Road near West Harris Street; south of West Victory Road and north of West Amity Road. The well will be drilled as an additional point of diversion on an existing City water right permit. The work will be conducted as a Task Order under the Master Agreement between the City and Engineer for Hydrogeological Services. SCOPE OF WORK The following tasks are proposed under this task order. Task 1. Water Right Permit Amendment Application. The Engineer will prepare an application for amendment of one of the City's existing water right permits to add a point of diversion for the proposed well site. The Engineer will work with Idaho Department of Water Resources staff during processing of the application up to the compensation amount listed below. Task 2. Test Well Design. The Engineer will provide biddable plans and specifications for a multi-level test well (technical specifications only). The well will tap up to thirteen Task Order 10014.a Well 32 Test and Production Well - Design Page 1 of 5 CH2M Hill Engineers, Inc separate zones for purposes of water quality evaluation. Total depth and primary target interval will be determined based on other City and non -City wells within the area. A technical memorandum will be prepared to provide a basis for the selected well depth and design. Task 3. Test Well Bidding, Permitting, and Construction Support Services. The Engineer will assist the City in answering contractor questions during bidding. The Engineer will provide construction support services to include examination of well cuttings, review of geophysical logs, final well design, observation of well development, water quality sampling, and review of pay requests. The Engineer will submit water quality samples to a water quality laboratory for analysis. The Engineer will collect and hand deliver samples for the following analyses to Analytical Labs in Boise: Alkalinity (total as CaCO3), Ammonia as N, Arsenic, Barium, Calcium, Chloride, Conductivity, Corrosivity (Langlier), Fluoride, Hardness as CaCO3, Iron (dissolved; field filtered through 0.45 micron filter), Iron (total), Magnesium, Manganese (dissolved; field filtered through 0.45 micron filter), Manganese (total), Nitrate as N, pH, Phosphate as P, Potassium, Silica, Sodium, Sulfate, Hydrogen Sulfide, Total Coliform, Total Dissolved Solids, Total Kjeldahl Nitrogen, Total Organic Carbon, Dissolved Organic Carbon, Gross Alpha, Gross Beta, Uranium. The Engineer will also collect duplicate samples for Gross Alpha, Gross Beta, and Uranium and ship these samples to Energy Laboratories in Casper, Wyoming for analysis. The Engineer will measure temperature, pH, specific conductance, dissolved oxygen, and oxidation-reduction potential in the field. Task 4. Test Well Analysis Report. The Engineer will prepare a Test Well Analysis Report. The report will include an as -built construction drawing of the test well, lithologic and geophysical logs, water quality data, and recommendations for future production well design based on water quality and anticipated well yield. Task 5. Production Well Design and Permitting. The Engineer will design the new production well based on the results from the test well project. The design will include sieve analyses of target aquifer zone cuttings for purposes of screen and filter pack sizing. The Engineer will prepare a Well Preliminary Engineering Report, Well Site Evaluation, and Well Plan and Specifications for submittal to IDEQ. The Engineer will respond to IDEQ comments on the submittal. Task 6. Production Well Bidding and Construction Support Services. The Engineer will assist the City in answering contractor questions during bidding. The Engineer will provide technical specifications and a bid schedule, and evaluate bids for technical compliance. The Engineer will provide onsite observation at appropriate intervals to observe borehole drilling, well construction, and test pumping. The Engineer's construction support services include examination and description of well cuttings, review of geophysical logs, final well design placement of well screens, inspection of the annular seal, observation of well development and test pumping, water quality sampling, and review of pay requests. The Engineer will also provide daily field reports, monitor drilling fluid viscosity and weight periodically, tag and document the well Task Order 10014.a Well 32 Test and Production Well -Design Page 2 of 5 CH21N Hill Engineers, Inc seals, photograph and document casing welding and installation, document material certification, and review the driller's report to verify materials and amounts used agree with field observations. Task 7. Production Well Completion Report. The Engineer will prepare a Well Completion Report for submittal to IDEA. The report will include a well construction record drawing, lithologic and geophysical logs, water quality data, test pumping results, analysis of well capacity, recommendations for pump selection (provide a recommended pump model number), and confirm that the well was constructed in general accordance with approved plans and specifications. ASSUMPTIONS • Engineer will pay the Idaho Department of Water Resources fee for applying for a water right permit amendment. The fee is based on the production rate of the well. For budgeting purposes, it is assumed that the City will apply for no more than 2,500 gpm (less than 6 cubic feet per second). If the permit fee is greater than $900 based on the increased gpm the City will pay the difference. • The City will hire a drilling contractor directly. The City will require the drilling contractor to apply for and obtain two drilling permit applications. The drilling contractor will pay for the application fees, one for test well drilling and one for production well drilling. • Engineer assumes no responsibility for delays in the permitting process for reasons outside of Engineers control. • Engineer will coordinate with the City's drilling contractor(s) to perform laboratory sieve analyses of drill cuttings for purposes of production well screen and filter pack selection. The City's drilling contractor(s) will pay these laboratory fees. The Contractor will be required to provide a pump and generator as needed to collect groundwater samples from the wells. No budget has been provided in this task order to provide this sampling equipment. • The City will pay for all water quality laboratory analyses directly. • Compensation does not include design, permitting, or construction management services associated with the well house facility and well pump. • Engineer will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by City. • Record Drawings — Record drawings will be prepared, in part, on the basis of information compiled and furnished by others, and may not always represent the exact location, type of various components, or exact manner in which the PROJECT was finally constructed. ENGINEER is not responsible for any errors Task Order 10014.a Well 32 Test and Production Well - Design Page 3 of 5 CH2M Hill Engineers, Inc or omissions in the information from others that is incorporated into the record drawings. TIME OF COMPLETION and COMPENSATION SCHEDULE We understand the City will hire a contractor to complete test well drilling this year (City of Meridian fiscal year 2016), and that the City will hire a contractor to complete the production well in 2017 (City of Meridian fiscal year 2017). COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Water Right Permit Amendment Application ■ 30 days from NTP $1,750 2 Test Well Design ■ 45 days from NTP $6,500 3 Test Well Bidding, Permitting, and Service ■ In conjunction with City's $21,000 During Construction Bidding and Construction Schedule 4 Test Well Analysis Report ■ Within 30 days of receiving $8,500 water quality laboratory data for each well 5 Production Well Design and Permitting ■ 45 days from City approval of $11,100 Test Well Report Recommendations 6 Production Well Bidding and Services During ■ In conjunction with City's $21,800 Construction Bidding and Construction Schedule 7 Production Well Completion Report ■ Within 30 days of substantial $9,100 completion of production well construction TASK ORDER TOTAL $79,750 The Not -To -Exceed amount to complete all services listed above for this Task Order No. 10014.a is seventy nine thousand seven hundred fifty dollars ($79,750.00). No compensation will be paid over the Not -to -Exceed amount without prior written approval by the City in the form of a Change Order. Any and all travel will only be reimbursed if pre -approved by the Project Manager, and only per the City of Meridian Travel Policy. Reimbursable expenses will be paid at cost and only if pre -approved by the Project Manager. Any travel and/or reimbursables paid will be paid as part of the Not -To - Exceed Task Order Total per the Compensation and Completion Schedule above. End of text. Signatures to follow on next page. Task Order 10014.a Well 32 Test and Production Well - Design Page 4 of 5 CH2M Hill Engineers, Inc SIGNATURE PAGE Task Order 10014.a Well 32 Test and Production Well Design CH2M Hill Engineers, Inc. CITY OF -MERIDIAN - ---------- BY: TAMMY de RD, MAYOR Dated:- I So Approved by Counc , CITY CLE CH2M HILL ENGINEERS, INC BY: ��- 4 �-� KEVIN BOGGS, Project -- Dated: Dated:— OIL ( L--, lJ SEAL Purchasing Approval –'--.------DePaqlrqentApprP1, BY: BY: KEITWWATT8­, Pu(ch;fsln6 Manager fty,-'Project Manager 4v z a WARREN STEWART, Engineering Manager Dated: A li Task Order 10014.a Well 32 Test and Production Well , Design Page 5 of 5 CH2M Hill Engineers, Inc IDSOS Viewing Business Entity Page 1 of 2 IDAHO SECRETARY OF STAT Viewing Business Entity Lawerence Denney, Secretary of State [ New Search ] [ Back to Summary ] [ Get a certificate of existence for CH2M HILL ENGINEERS INC. ] [ Monitor CH211 HILL ENGINEERS, INC. business filings ] CH2M HILL ENGINEERS, INC. 9127 S. JAMAICA STREET ATTN:TAX ENGLEWOOD, CO 80112 Type of Business: CORPORATION, GENERAL BUSINESS Status: GOODSTANDING State of Origin: DELAWARE Date of 12 Jul 2005 Origination/Authorization: Current Registered Agent: C T CORPORATION SYSTEM 921 S ORCHARD ST STE G BOISE, ID 83705 Organizational ID / Filing C161426 Number: Number of Authorized Stock Shares: Date of Last Annual Report: 18 Jun 2015 Annual Report Due: Jul 2016 Filed 12 Jul 2005 CERTIFICATE OF AUTHORITY Amendment Filed 27 Aug NAME CHANGED 2007 TO CH2M HILL ENGINEERS, INC. L Report for year 2015 ANNUAL REPORT Report for year 2014 ANNUAL REPORT Report for year 2013 ANNUAL REPORT Report for year 2012 ANNUAL REPORT [ Help Me Print/View TIFF ] View Image (PDF format) View Image (TIFF format) [ Help Me Print/View TIFF ] View Image (PDF format) View Image (TIFF format) [ Help Me Print/View TIFF ] View Document Online View Document Online View Document Online View Document Online Report for year 2011 ANNUAL REPORT View Document Online Report for year 2010 ANNUAL REPORT View Document Online Report for year 2009 CHANGE View Image (PDF format) View ADDRESS Image (TIFF format) http://www.accessidaho.org/public/sos/corp/C 161426.html 1/6/2016 IDSOS Viewing Business Entity Page 2 of 2 Report for year 2009 ANNUAL REPORT View Document Online Report for year 2008 ANNUAL REPORT View Document Online Report for year 2007 CHNG View Image(PDF format) View RA/RO Image (TIFF format) Report for year 2007 ANNUAL REPORT View Document Online Report for year 2006 ANNUAL View Image (PDF format) View REPORT Image (TIFF format) Idaho Secretary of State's Main Page State of Idaho Home Page Comments, questions or suggestions can be emailed to: sosinfo@sos.idaho.gov http://www.accessidaho.org/public/sos/corp/C 161426.html 1/6/2016 �® AC" R CERTIFICATE OF LIABILITY INSURANCE DATE IYYW) 05/22/2015/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER MARSH USA INC. 122517TH STREET, SUITE 1300 DENVER, CO 80202-5534 CONTACT NAME' ANON o Ext): I A/C No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # X INSURER A : Greenwich Insurance Company 22322 15114 -12345-5EX2P-15/16 034246 INSURED CH2M HILL ENGINEERS, INC. 9127 SOUTH JAMAICA STREET INSURER B : N/A N/A INSURER C : XL Insurance America, Inc, 24554 INSURER D : Zurich American Insurance Cc 16535 ENGLEWOOD, CO 80112 INSURER E: INSURER F: 05/01/2015 COVERAGES CERTIFICATE NUMBER: SEA -002835547-08 REVISION NUMBFR-3 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF MM/DD/YYYY POLICY EXP MM/DD/YYYY LIMITS X COMMERCIAL GENERAL LIABILITY X EACH OCCURRENCE $ 1,500,000 A CLAIMS -MADE � OCCUR RGE500025504 05/01/2015 05/01/2016 DAMAGEl ( RENTED PREMISES Ea occurrence $ 1,500,000 MED EXP (Any one person) $ X $500,000 SIR PERSONAL & ADV INJURY $ 1,500,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 5,000,000 X POLICY ❑ PRO- ❑ JECT LOC PRODUCTS - COMP/OP AGG $ 5,000,000 $ OTHER: AUTOMOBILE LIABILITY X COMBINED SINGLE LIMIT Ea accident $ 2,000,000 A X ANY AUTO RAD500025404 05/01/2015 05/01/2016 BODILY INJURY (Per person) $ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ NON -OWNED HIRED AUTOS AUTOS PROPERTY DAMAGE $ Per accident UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB CLAIMS -MADE DED I I RETENTION$ $ C G WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y/N ANY PROPRIMB REXCLUDEDXECUTIVE ®N/A OFFICER/MEMBER EXCLUDED? (Mandatory in NH) RWD500025204 AOS ( , RWR500025304 (WI) 05/01/2015 05/01/2015 05/01/2016 05/01/2016 X PER I OTH- STATUTE ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 D PROFESSIONAL LIABILITY' EOC3829621-13 05/01/2015 05/01/2016 Each Claim & Aggregate $2,000,000 Each Policy Period DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) RE: ALL PROJECTS, ALL LOCATIONS CITY OF MERIDIAN, IDAHO IS INCLUDED AS AN ADDITIONAL INSURED ON THE GENERAL LIABILITY AND AUTOMOBILE LIABILITY POLICIES AS REQUIRED BY WRITTEN CONTRACT OR AGREEMENT. 'FOR PROFESSIONAL LIABILITY COVERAGE, THE AGGREGATE LIMIT IS THE TOTAL INSURANCE AVAILABLE FOR CLAIMS PRESENTED WITHIN THE POLICY PERIOD FOR ALL OPERATIONS OF THE INSURED. THE LIMIT WILL BE REDUCED BY PAYMENTS OF INDEMNITY AND EXPENSE. L,r-m i iri A i C PIULUCR CITY OF MERIDIAN, IDAHO ATTN: CITY PURCHASING AGENT 33 E. BROADWAY AVENUE MERIDIAN, ID 83642 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE of Marsh USA Inc. Sharon A. Hammer ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 5K PROJECT NUMBER: ITEM TITLE: Contract Amendment 4 Approval of Contract Amendment 4 and Assignment of Agreement for Bulk Ferric Chloride from Weschem, Inc to BHS Marketing, LLC. MEETING NOTES 9 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, Laurelei McVey Date: 1-6-2016 Re: January 12th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the January 12'h City Council Consent Agenda for Council's consideration. Approval of Assignment of Agreement for Bulk Ferric Chloride from Weschem Inc to BHS Marketing, LLC. Recommended Council Action: Award of Assignment of Agreement for Bulk Ferric Chloride from Weschem, Inc to BHS Marketing, LLC. Thank you for your consideration. 0 Page 1 (.-��VIERJDIAM,� CITY OF MERIDIAN CONTRACT AMENDMENT No 4 WESCHEM, INC BULK FERRIC CHLORIDE CONTRACTOR NAME: WESCHEM, INC P O Box 4072 Boise, ID 83711 WASTEWATER 3401 N Ten Mile Rd Meridian, ID 83642 Contract name & Project No. Bulk Ferric Chlo id — WW.13.10427 _ Amendment Date: 10-1-2015 s Previous Amendments: 3 Current Contract Dates; START; 10-1-2016 COMPLETION; 9-30-2016 AMENDMENT OPTIONS that Amendment to Contract Performance Amendment to Contract Dates Amendment to Contract Amount Other: (Explain) Weschem merged with BHS Marketing ons specrany chemicals is acquiring the assets of Weschem Inc In a merger. The current ca tract with Weschem Inc I s i ned to QHS S clalt Chemicals, 1717 E. Far o, Nam a ID 83667. See attached documents 2pages). NEW NTRACT INFORMATION: Date: nua 12 2015 Dates: START: _ 10-1-2015 _ COMPLETION; 0 30-2016 endment ChangeAoo ract Amount (Inclusive of Pnevioas Amendments to pate); 274 000,00 HER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT AND PREVIOUS MENDMENTS REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT. CITY OF ERI WESCHEM, INC TAMMY d D, MAYOR Dated: Dated: Council Approval Date: Attest JAYCEE(IO MAN, CITYCLERK plc r n �a u�Ls T I 4W cityar j Ef�IDJANI—'--- 1DA110 SEAL" MIT yT� he iA[L5V\ 6 abed Approved by City as to Content BY: KEI A ,PURC NO AGENT I Z00'V9LE80Z :)uI way:)saMxed dH Vg ZZ 9602 90 u6r Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 5 PROJECT NUMBER: ITEM TITLE: Change Order No 2 to Task Order 10044 Approval of Change Order No 2 to Task Order 10044 to CH2M Hill Engineers, Inc for the " WRRF HEADWORKS CAPACITY EXPANSION - DESIGN" project for a Not -To -Exceed amount of $42,500.00 MEETING NOTES M", I "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 Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Emily Skoro Date: 1/6/2016 Re: January 12th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the January 12th City Council Consent Agenda for Council's consideration. Approval of Change Order No 2 to Task Order 10044 to CH2M Hill Engineers, Inc for the " WRRF HEADWORKS CAPACITY EXPANSION — DESIGN" project for a Not - To -Exceed amount of $42,500.00. Recommended Council Action: Award of Change Order 2 to Task Order 10044 to CH2M Hill Engineers, Inc for the Not -To -Exceed amount of $42,500.00. Thank you for your consideration. 0 Page 1 Mayor Tammy de Weerd E IDIAN[t=-�City Council Memberft Charlie Rountree IDAHO Keith Bird Public toe Borton Whe Cavener Works DepartmentGenesis Milam David Zaremba TO: Keith Watts FROM: Emily Skoro Staff Engineer H DATE: 12/31/2015 SUBJECT: HEADWORKS CAPACITY EXPANSION CHANGE ORDER #2 WITH C112M FOR AN AMOUNT NOT TO EXCEED $42,500 PURSUANT TO THE MASTER AGREEMENT APPROVED BY THE CITY COUNCIL OCTOBER 1, 2014. I. DEPARTMENT CONTACT PERSONS Emily Skoro, Staff Engineer II 489-0356 Clint Dolsby, Assistant City Engineer 489-0341 Warren Stewart, Engineering Manager 489-0350 Tom Barry, PW Director 489-0372 H. DESCRIPTION A. Background The Headworks Capacity Expansion Project design started in FY15 and will continue through FY16. Phase 1 of the Headworks Capacity Expansion Project included all of the design work performed in FYI 5. Phase 2 of the Headworks Capacity Expansion Project will include all of the design work performed in FY16. After Phase 1 of the design was completed, C142M developed updated construction cost estimates for the proposed facility. The revised construction costs were significantly higher than CH2M originally estimated. In an effort to reduce construction costs, CH2M and the City identified several cost saving alternatives that CH2M investigated further. Purge I of 2 B. Proposed Project CH2M investigated 19 cost savings alternatives that were identified. They analyzed all aspects of each alternative and identified the best options. These chosen options are estimated to reduce construction costs by $4,000,000. This change order will pay for the value engineering performed by CH2M to attain the cost savings, III. IMPACT A. Fiscal Impacts The WRRF Headworks Upgrades with Odor Control has a total enhancement value of $6,000,000. Project Costs; Fiscal Year 2015 Account Code / Codes _____� Technology Alternatives _________________________________T_____________--_____-_______-______, ; 60-3590-96164 $69,531.00 Analysis --------- ; Phase 1 Design60-3590-96164 ---------------------------------, -- $231,285.00- -- -- -- i -;----- - Tota - $300,816.00 �- - - - - -----------------------------------,------ ----------------------------------------------- - -------------------- '----------------------------------- ; Fiscal Fiscal Year 2016 - - - - - - - - - - - 66-4-J&--s-e- 2 Design - ----------- -- -- - - -? - - L 60-3590-96164 ---------------------------- ------------- --- $467,850.00 i CO #2 Value Engineering r - ---------------------------------- 60-3590-96164 ---------------------------------- $42,500.00 ----------------------------------- Total $510,350.00 ---------------------------------------------------------------------- ------------------------------------ Total Project Cost i $811166.00 ' Project Funding Available -- - - - - ------------- Fiscal Year -- -- -- -- - --------------------------------------------------------------------. Account Code/ Codes -- - ,- 1 S --------------------------- ------ - - --- - --------------,---------------- 60-3590-96164 -------- ---------------------- ---------------- $500,000.00: 16 L-- ,----------------------- 60-3590-96164$1,500,000.00 _ ---------- --------------------- ----- -------------------------- ---------- --__Total Funding ;_-__ $2,000 000.00 B. Time Constraints: Approval of this change order is crucial to finalizing the design of the headworks facility this fiscal year and is necessary to keep the WWTP capacity expansion on schedule and avoid possible impacts to growth. Departmental Approval: _J_ Page 2 of 2 CITY OF MERIDIAN CHANGE ORDER NO, 2 33 EAST BROADWAY PROJECT NO. 10044 MERIDIAN, ID 83642 DATE: 1/4/2016 EFFECTIVE DATE: 1/4/2016 TASK ORDER CHANGE ORDER ENGINEER/CONSULTANT: CH2M Hill Engineering, Inc, PROJECT: WRRF Headworks Capacity Expansion Phase The Engineer/Consultant Is hereby directed to make the following changes from the Task Order Documents, Description: The Headworks Capacity Expansion Project design spans over FYI and FYI 6. Phase 1 of the design phase Included all work performed in FYI 5, Phase 2 of the design phase will include all work performed in FY16, The headworks capacity expansion project consists of designing a new, replacement facility which will Include three Influent screen channels with mechanical screens, screenings washer/compactor, grit removal system, and Influent flow metering, Reason for Change Order: After Phase 1 was complete, CH2M developed construction costs for the headworks facility that were substantially higher than initially estimated, In an effort to reduce construction costs, CH2M and the City identified several cost saving alternatives that CH21V1 further Investigated, CH2M investigated 19 alternatives with costs, pros, cons, notes, and supporting exhibits and the City and CH2M were able to reduce estimated construction costs by approximately $4 million, Attachments: Scope of Services (3 pages) CHANGE IN TASK ORDER PRICE: CHANGE IN TASK ORDER TIMES: Original Task Order Price $231285.00 Original Task Order Times: 90 Net changes form previous Change Orders Net changes form previous Change Orders No,_0_to 1 NO._,to, (calendardays) $467,850,00 240 Task Order Price Prior to this Change Order: Task Order Times prior to this Change Order, (calendar days) $699,135,00 330 Net Increase (decrease) of this Change Order. Net Increase (decrease) of this Change Order. (calendar days) $42,500.00 45 Task Order Price with all Approved Change Orders: Task Order Times with all Approved Change Orders: (calendar days) $741,635.00 375 APPROVED: (CITYPURcwnst AG ACCEPTED: By: Keith Walls By: Date: / r/ Date: / 1 RECOMMENDED: (ASST CITY ENGINEER) DAATE APPR V D BY COUNCIL BY: C/ � w g NO SIGNATURE EOUIED Date: V 1�IE D ��z�oA,RA.E�. A PfTOVE lis) pF' AT7 By: ayor Tamm de eerd �i O; By: city Cie Ja L Holman yy�nC;ty Date: I i MjLiteS I CHANGE ORDER NO. 2 TO TASK ORDER NO. 10044 CITY OF MERIDIAN (OWNER) AND CH2M HILL ENGINEERS, INC. (ENGINEER) WRRF - HEADWORKS CAPACITY EXPANSION DESIGN 30 PERCENT VALUE ENGINEERING ENGINEER is currently engaged in the execution of Task Order 10044 in support of the Wastewater Resource Recovery Facility Headworks Capacity Expansion project. ENGINEER completed the draft Preliminary Engineering Report (draft 30 percent design) and provided to the City on October 29, 2015. The draft 30 percent design reflected the design decisions made during the alternative evaluation and design development stages and represented the design elements preferred by the City. A construction cost estimate was prepared as part of the draft 30 percent design. The value of this construction cost estimate was significantly higher than the current City budget for this project. ENGINEER and City staff met on Friday October 30, 2015 to discuss the discrepancy between the construction cost estimate and the current City budget during which ENGINEER presented approximately six initial ideas for reducing cost. The City requested that the ENGINEER proceed with evaluating the cost reduction alternatives initially identified and others that were mutually discussed to determine the potential savings. The City requested that the ENGINEER perform this additional work in an expedient manner to keep the project moving forward and reduce impacts to the overall project delivery schedule. ENGINEER engaged the necessary staffing resources to meet this City request. The task associated with this Change Order No. 2 is more fully described in the Scope of Work section below: SCOPE OF WORK 30 Percent Value Engineering Cost Reduction Alternative Development. ENGINEER will collaborate with City staff to identify and develop cost savings alternatives. As appropriate depending on the alternative, ENGINEER will develop schematic sketches of the cost reduction alternatives identified and agreed-upon with the City for evaluation. The schematic sketches developed will provide the foundation for ENGINEER to develop cost estimates for each of the alternatives to identify potential cost savings. The schematic sketches will be presented at the City Workshops for discussion. Change Order No. 2 to Task Order 10044 Page 1 of 3 WRRF — Headworks Capacity Expansion Design and Bid Services CH2MHILL Engineers, Inc. Initially, ENGINEER will develop and evaluate 12 alternatives for consideration at the first Workshop. Seven additional alternatives will be developed and evaluated for consideration at the second Workshop. A total of 19 alternatives will be evaluated. ENGINEER will prepare a comparative alternative matrix. The matrix will document each alternative evaluated. Additionally, the matrix will provide the cost estimate summary values, notes, pros, and cons for each alternative. Cost Estimating: For each of the nineteen cost reduction alternatives, ENGINEER will establish order -of - magnitude costs for presentation and discussion at City Workshops. The costs developed are intended to provide an approximation of the cost savings potential in general terms and to serve as a guide for the alternative selection process. The estimates will not be accurate reflections of the actual costs. Costs to quantify potential savings will be derived primarily from the unit costs established for the draft 30 percent design construction cost estimate. The cost summaries for each of the cost estimates developed will be presented at the Workshops and provided to the City in the 30 Percent Value Engineering deliverable documentation. City Workshops: ENGINEER will assemble the work products from the subtasks above, prepare for and conduct two workshops with City staff at the WRRF. The Workshops will occur on November 10, 2015 and November 19, 2015. Up to three ENGINEER staff will participate in each workshop and the workshops will last up to three hours. The goal of the workshops is to select project elements that can be modified or eliminated to be able to adjust the current draft 30 percent design cost estimate thereby reducing construction costs to be more in alignment with the City budget. ENGINEER will develop presentations and generate interim handouts to facilitate effective discussion and review of the cost reduction alternatives. ENGINEER will present the schematic sketches and cost estimates developed for each alternative. ENGINEER will document the workshop discussions and distribute minutes from each workshop. Deliverables • Schematic sketches of the cost reduction alternatives as applicable • Cost estimate for each of the cost reduction alternatives • Minutes from two workshops • Comparative alternative matrix Change Order No. 2 to Task Order 10044 Page 2 of 3 WRRF — Headworks Capacity Expansion Design and Bid Services CH2MHILL Engineers, Inc. TIME OF COMPLETION and COMPENSATION SCHEDULE COMPENSATION AND COMPLETION (SCHEDULE Task Description Due Date Compensation 30 Percent Value Engineering November 2015 ■ $ 40,690 (labor) ■ $ 1,810 (expense) TASK ORDER TOTAL $42,500.00 The estimated travel expenses are based on the following: o Task Travel o Airline: 1 person for 2 round-trip flights at $600 / flight o Rental Car: 1 car for 4 days at $65 / day o Lodging: 1 person for 2 nights at per diem rate o Meals: 1 person for 4 days at per diem rate Task Order No. 10044 Value Summary: Original Task Order -- $231,285 Change Order No. 1 -- $467,850 Change Order No. 2 -- $42,500 The Not -To -Exceed amount to complete all services listed above for this Change Order No. 2 to Task Order No. 10044 is forty two thousand five hundred dollars ($42,500.00). No compensation will be paid over the Not -to -Exceed amount without prior written approval by the City in the form of a Change Order. Any and all travel will only be reimbursed if pre -approved by the Project Manager, and only per the City of Meridian Travel Policy. Reimbursable expenses will be paid at cost and only if pre -approved by the Project Manager. Any travel and/or reimbursables paid will be paid as part of the Not -To -Exceed Task Order Total per the Compensation and Completion Schedule above. 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N x N 9 Lid N ?-i �P H 4J H O W 41 •,1 N 4-i 44 U H HH 0 N no x x U W U H W W LHd a a d U w O A H H IDSOS Viewing Business Entity IDAII-iO SECRETARY OF STATE Viewing Business Entity Page 1 of 2 Lawerence Denney, Secretary of State [ New Search ] [ Back to Summary ] [ Get a certificate of existence for CH2M HILL ENGINEERS INC. ] [ Monitor CH2M HILL ENGINEERS, INC. business filings ] s 9127 S. JAMAICA STREET ATTN:TAX ENGLEWOOD, CO 80112 Type of Business: CORPORATION, GENERAL BUSINESS Status: GOODSTANDING State of Origin: DELAWARE Date of 12 Jul 2005 Origination/Authorization: Current Registered Agent: C T CORPORATION SYSTEM 921 S ORCHARD ST STE G BOISE, ID 83705 Organizational ID / Filing C161426 Number: Number of Authorized Stock Shares: Date of Last Annual Report: 18 Jun 2015 Annual Report Due: Jul 2016 Filed 12 Jul 2005 CERTIFICATE OF AUTHORITY Y �1 Amendment Filed 27 Aug NAME CHANGED 2007 TO CH2M HILL ENGINEERS, INC. Report for year 2015 ANNUAL REPORT Report for year 2014 ANNUAL REPORT Report for year 2013 ANNUAL REPORT Report for year 2012 ANNUAL REPORT Report for year 2011 ANNUAL REPORT [ Help Me Print/View TIFF ] View Image (PDF format View Image (TIFF format) [ Help Me Print/View TIFF ] View Image (PDF format View Image (TIFF format] [ Help Me Print/View TIFF ] View Document Online View Document Online View Document Online View Document Online View Document Online Report for year 2010 ANNUAL REPORT View Document Online Report for year 2009 CHANGE View Image (PDF format) View ADDRESS Image (TIFF format) http://www.accessidaho.org/public/sos/corp/C161426.html 1/6/2016 IDSOS Viewing Business Entity Page 2 of 2 Report for year 2009 ANNUAL REPORT View Document Online Report for year 2008 ANNUAL REPORT View Document Online Report for year 2007 CHNG View Image (PDF format) View RA/RO Image (TIFF formatl Report for year 2007 ANNUAL REPORT View Document Online Report for year 2006 ANNUAL View Image (PDF format) View REPORT Image (TIFF format) Idaho Secretary of State's Main Page State of Idaho Home Page Comments, questions or suggestions can be emailed to: sosinfo@)sos.idaho.gov http://www.accessidaho.org/public/sos/corp/Cl61426.html 1/6/2016 Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 5M PROJECT NUMBER: ITEM TITLE: Bid and Agreement to AME ELECTRIC, INC Approval of Award of Bid and Agreement to AME ELECTRIC, INC for the "Wastewater Resource Recovery Facility DIGESTER 4 AND 5 PLC UPGRADES" Project for a Not -To -Exceed Amount of $66,000.00 MEETING NOTES r_✓ Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Emily Skoro/PM Date: 1/6/2016 Re: January 12th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the January 12th City Council Consent Agenda for Council's consideration. Approval of Award of Bid and Agreement to AME ELECTRIC INC for the "WRRF DIGESTER 4 AND 5 PLC UPGRADES" proiect for a Not -To -Exceed amount of $66,000.00. Recommended Council Action: Award of Bid and Approval of Agreement to AME ELECTRIC, INC for the Not -To -Exceed amount of $66,000.00. Thank you for your consideration 0 Page 1 E I DIAN�- Public IDAHO Works Department TO: Keith Watts FROM: Emily Skoro Staff Engineer II DATE: 12/29/2015 Mayor Tammy de Weerd City Council Mlembers# Charlie Rountree Keith Bird toe Borton Luke Cavener Genesis Milam David Zaremba SUBJECT: CONSTRUCTION AGREEMENT FOR THE DIGESTER 4 AND 5 PLC UPGRADES PROJECT # 10596.11 WITH AME ELECTRIC, INC. FOR AN AMOUNT NOT TO EXCEED $66,000. I. DEPARTMENT CONTACT PERSONS Emily Skoro, Staff Engineer II 489-0356 Clint Dolsby, Asst. City Engineer 489-0341 Waren Steward, City Engineer 489-0350 Tom Barry, PW Director 489-0372 II. DESCRIPTION A. Background The City of Meridian uses programmable logic controllers (PLCs) to control the Supervisory Controls and Data Acquisition (SCADA) system at the Wastewater Resource Recovery Facility (WR.RF). Many PLCs are outdated and no longer allow for full integration into the SCADA system. Replacing the old PLCs with new will enhance the current functionality of the SCADA system, allow for automated maintenance procedures and reduce future upgrade time. This project is next in the series of PLC upgrades to take place at the WRRF. B. Proposed Project AME will provide construction services to convert the existing PLC hardware and software to the City's established PLC standard. Page 1 of 2 III. IMPACT A. Fiscallmuacts The Plant PLC Replacements Errliancement budget is $800,000 for FY 16. This project is one of many PLC upgrades included in the Enhancement. The construction bid amount for this project is $66,000. Project Costs: - — - -----------------------I---------------------------------•----------------------------------- ; Previous; scal Year 2015 ; ------------------------------------ -- - -- - - - ------ - ; i Digester 4/5 Upgrades - - - - - -- -------- ------- ' $186,3 40.00 -- Total ; -------i---------------------------------, $186,340.00 ---------------------------------- ' Cut7ent; ' ' r___________________________________r_______________________ _-t__- Fiscal Year 2016 ; Digester 4/5 Upgrades $66,000.00 Construction Agreement —— Total ; $66,000.00 -------------------------------'----------------------------------------------------------------------' i Total Project Cost ; ----------------------------------'--- $252,340.00 i ----'---------- Project Funding r------------------------------------------------------------------,------------------------------------, Fiscal Year Account Code/ Codes_ ------------------------------------------------------------- - ---- FY1 i-3590-94300 4_---------------- -------- -----------------' $186,340.00 --------------- FY16 3590-94300 --------------------------------------------------------------------- -------- $66,000.0-- ---------------------- r---------------------------------------------'---------------------- ;--- -------------------------------- -------------- Total Funding ; ------------- --$252,340.00 ---------- B. Time Constraints Project completion is planned for FY16. Departmental Approval: I/V' � -- c) Page 2 of 2 Date Fund: CONTRACT / AGENDA CHECKLIST 11/4/2015 REQUESTING DEPARTMENT 60 Department: 3590 Public Works GL Account: 94300 Project # 10596 Construction: X Task Order PSA Equipment Project Name: Digester 4 and 5 PLC Upgrade Project Manager: Emily Skoro Department Representative: Contractor/Consultant/Design Engineer: CH2M HILL/ AME Electric Budget Available (Attach Report): yes Contract Amount: $66,000.00 Will the project cross fiscal years? Yes No x Budget Information: FY Budget: FY16 Enhancement #: Grant #: Other: Type of Grant: BASIS OF AWARD Low Bidder X Highest Rated Master Agreement (Bid Results Attached) yes (Ratings Attached) (Category) Typical Award Yes X No If no please state circumstances and conclusion: Debarment Status (Grant/Federal Funded Projects Only) na (Type in date verified and the status) Date Award Posted: December 16, 2015 10 day protest period: December 25, 2015 PW License # C-11544 Expiration Date November 30, 20)A eo f Corporation Status Goodstanding Insurance Certificates Received (Date): Payment and Performance Bonds Received (Date): Builders Risk Ins. Req'd: Yes na No na (Only applicabale for projects above $1,000,000) December 31, 2015 Expiration Date: January 1, 2017 Rating: A+ December 31, 2015 Rating: A If yes, has policy been purchased? na Date Submitted to Clerk for Agenda: January 5, 2016 Approval Date By: Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: (Only for non Public Works Project) V- sgng # all puns pig POUBIg CONTRACT FOR PUBLIC WORKS CONSTRUCTION DIGESTER 4 AND 5 PLC UPGRADES PROJECT # 10596.6 THIS CONTRACT FOR PUBLIC WORKS CONSTRUCTION is made thise day of January, 2016, and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, and AME Electric, Inc, hereinafter referred to as "CONTRACTOR", whose business address is 3621 Arthur St, Caldwell, ID 83605 and whose Public Works Contractor License # is C -11544 -AA -4. INTRODUCTION Whereas, the City has a need for services involving DIGESTER 4 AND 5 PLC UPGRADES; and WHEREAS, the Contractor is specially trained, experienced and competent to perform and has agreed to provide such services; NOW, THEREFORE, in consideration of the mutual promises, covenants, terms and conditions hereinafter contained, the parties agree as follows: TERMS AND CONDITIONS Scope of Work: 1.1 CONTRACTOR shall perform and furnish to the City upon execution of this Contract and receipt of the City's written notice to proceed, all services and'work, and comply in all respects, as specified in the document titled "Scope of Work" a copy of which is attached hereto as Exhibit "A" and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties. 1.2 All documents, drawings and written work product prepared or produced by the Contractor under this Agreement, including without limitation electronic data files, are the property of the Contractor; provided, however, the City shall have the right to reproduce, publish and use all such work, or any part thereof, in any manner and for any purposes whatsoever and to authorize others to do so. If any such work is copyrightable, the Contractor may copyright the same, except that, as to any work which is copyrighted by the Contractor, the City reserves a royalty -free, non-exclusive, and irrevocable license to reproduce, publish and use such work, or any part thereof, and to authorize others to do so. 1.3 The Contractor shall provide services and work under this Agreement consistent with the requirements and standards established by applicable federal, state and city laws, ordinances, regulations and resolutions. The Contractor DIGESTER 4 AND 5 PLC UPGRADES page 1 of 12 Project 10596.6 represents and warrants that it will perform its work in accordance with generally accepted industry standards and practices for the profession or professions that are used in performance of this Agreement and that are in effect at the time of performance of this Agreement. Except for that representation and any representations made or contained in any proposal submitted by the Contractor and any reports or opinions prepared or issued as part of the work performed by the Contractor under this Agreement, Contractor makes no other warranties, either express or implied, as part of this Agreement. 1.4 Services and work provided by the Contractor at the City's request under this Agreement will be performed in a timely manner in accordance with a Schedule of Work, which the parties hereto shall agree to. The Schedule of Work may be revised from time to time upon mutual written consent of the parties. 2. Consideration 2.1 The Contractor shall be compensated on a Not -To -Exceed basis as provided in Exhibit B "Payment Schedule" attached hereto and by reference made a part hereof for the Not -To -Exceed amount of $66,000.00. 2.2 The Contractor shall provide the City with a monthly statement and supporting invoices, as the work warrants, of fees earned and costs incurred for services provided during the billing period, which the City will pay within 30 days of receipt of a correct invoice and approval by the City. The City will not withhold any Federal or State income taxes or Social Security Tax from any payment made by City to Contractor under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums is the sole responsibility of Contractor. 2.3 Except as expressly provided in this Agreement, Contractor shall not be entitled to receive from the City any additional consideration, compensation, salary, wages, or other type of remuneration for services rendered under this Agreement including, but not limited to, meals, lodging, transportation, drawings, renderings or mockups. Specifically, Contractor shall not be entitled by virtue of this Agreement to consideration in the form of overtime, health insurance benefits, retirement benefits, paid holidays or other paid leaves of absence of any type or kind whatsoever. 3. Term: 3.1 This agreement shall become effective upon execution by both parties, and shall expire upon (a) completion of the agreed upon work, (b) or unless sooner terminated as provided in Sections 3.2, 3.3, and Section 4 below or unless some other method or time of termination is listed in Exhibit A. 3.2 Should Contractor default in the performance of this Agreement or materially breach any of its provisions, City, at City's option, may terminate this Agreement by giving written notification to Contractor. DIGESTER 4 AND 5 PLC UPGRADES page 2 of 12 Project 10596.1 3.3 Should City fail to pay Contractor all or any part of the compensation set forth in Exhibit B of this Agreement on the date due, Contractor, at the Contractor's option, may terminate this Agreement if the failure is not remedied by the City within thirty (30) days from the date payment is due. 4. Liquidated Damages: Substantial Completion shall be accomplished within 70 (seventy days) calendar days from Notice to Proceed. This project shall be considered Substantially Complete when the Owner has full and unrestricted use and benefit of the facilities, both from an operational and safety standpoint, and only minor incidental work, corrections or repairs remain for the physical completion of the total contract. Furthermore, Substantial Completion includes construction, programming and software integration (by Engineer), testing, commissioning, and startup. Contractor shall be liable to the City for any delay, beyond this time period in the amount of $500.00 (five hundred dollars) per calendar day. Such payment shall be construed to be liquidated damages by the Contractor in lieu of any claim or damage because of such delay and not be construed as a penalty. Upon receipt of a Notice to Proceed, the Contractor shall have 84 (eighty four) calendar days to achieve Final Completion and Owner -Acceptance of the work as described herein. Contractor shall be liable to the City for any delay beyond this time period in the amount of $500.00 (five hundred dollars) percalendarday. Such payment shall be construed to be liquidated damages by the Contractor in lieu of any claim or damage because of such delay and not be construed as a penalty. 5. Termination: 5.1 If, through any cause, CONTRACTOR, its officers, employees, or agents fails to fulfill in a timely and proper manner its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, falsifies any record or document required to be prepared under this agreement, engages in fraud, dishonesty, or any other act of misconduct in the performance of this contract, or if the City Council determines that termination of this Agreement is in the best interest of CITY, the CITY shall thereupon have the right to terminate this Agreement by giving written notice to CONTRACTOR of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. CONTRACTOR may terminate this agreement at any time by giving at least sixty (60) days notice to CITY. In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by CONTRACTOR under this Agreement shall, at the option of the CITY, become its property, and CONTRACTOR shall be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. DIGESTER 4 AND 5 PLC UPGRADES page 3 of 12 Project 10596.13 5.2 Notwithstanding the above, CONTRACTOR shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by CONTRACTOR, and the CITY may withhold any payments to CONTRACTOR for the purposes of set-off until such time as the exact amount of damages due the CITY from CONTRACTOR is determined. This provision shall survive the termination of this agreement and shall not relieve CONTRACTOR of its liability to the CITY for damages. 6. Independent Contractor: 6.1 In all matters pertaining to this agreement, CONTRACTOR shall be acting as an independent contractor, and neither CONTRACTOR nor any officer, employee or agent of CONTRACTOR will be deemed an employee of CITY. Except as expressly provided in Exhibit A, Contractor has no authority or responsibility to exercise any rights or power vested in the City and therefore has no authority to bind or incur any obligation on behalf of the City. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 6.2 Contractor, its agents, officers, and employees are and -at all times during the term of this Agreement shall represent and conduct themselves as independent contractors and not as employees of the City. 6.3 Contractor shall determine the method, details and means of performing the work and services to be provided by Contractor under this Agreement. Contractor shall be responsible to City only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, shall not be subjected to City's control with respect to the physical action or activities of Contractor in fulfillment of this Agreement. If in the performance of this Agreement any third persons are employed by Contractor, such persons shall be entirely and exclusively under the direction and supervision and control of the Contractor. 7. Sub -Contractors: Contractor shall require that all of its sub -contractors be licensed per State of Idaho Statute # 54-1901 8. Removal of Unsatisfactory Employees: The Contractor shall only furnish employees who are competent and skilled for work under this contract. If, in the opinion of the City, an employee of the Contractor is incompetent or disorderly, refuses to perform in accordance with the terms and conditions of the contract, threatens or uses abusive language while on City property, or is otherwise unsatisfactory, that employee shall be removed from all work under this contract. 9. Indemnification and Insurance: DIGESTER 4 AND 5 PLC UPGRADES page 4 of 12 Project 10596.6 9.1 CONTRACTOR shall indemnify and save and hold harmless CITY and it's elected officials, officers, employees, agents, and volunteers from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses and other costs including litigation costs and attorney's fees, arising out of, resulting from, or in connection with the performance of this Agreement by the CONTRACTOR, its servants, agents, officers, employees, guests, and business invitees, and not caused by or arising out of the tortious conduct of CITY or its employees. CONTRACTOR shall maintain, and specifically_ agrees that it will maintain, throughout the term of this Agreement, liability insurance in which the CITY shall be named an additional -insured in the minimum amounts as follow: General Liability One Million Dollars ($1,000,000) per incident or occurrence, Automobile Liability Insurance One Million Dollars ($1,000,000) per incident or occurrence and Workers' Compensation Insurance, in the statutory limits as required by law.. The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless CITY; and if CITY becomes liable for an amount in excess of the insurance limits, herein provided, CONTRACTOR covenants and agrees to indemnify and save and hold harmless CITY from and for all such losses, claims, actions, or judgments for damages or injury to persons or property and other costs, including litigation costs and attorneys' fees, arising out of, resulting from , or in connection with the performance of this Agreement by the Contractor or Contractor's officers, employs, agents, representatives or subcontractors and resulting in or attributable to personal injury, death, or damage or destruction to tangible or intangible property, including use of. CONTRACTOR shall provide CITY with a Certificate of Insurance, or other proof of insurance evidencing CONTRACTOR'S compliance with the requirements of this paragraph and file such proof of insurance with the CITY at least ten (10) days prior to the date Contractor begins performance of it's obligations under this Agreement. In the event the insurance minimums are changed, CONTRACTOR shall immediately submit proof of compliance with the changed limits. Evidence of all insurance shall be submitted to the City Purchasing Agent with a copy to Meridian City Accounting, 33 East Broadway Avenue, Meridian, Idaho 83642. 9.2 Insurance is to be placed with an Idaho admitted insurer with a Best's rating of no less than A-. 9.3 Any deductibles, self-insured retention, or named insureds must be declared in writing and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles, self-insured retentions or named insureds; or the Contractor shall provide a bond, cash or letter of credit guaranteeing payment of losses and related investigations, claim administration and defense expenses. 9.4 To the extent of the indemnity in this contract, Contractor's Insurance coverage shall be primary insurance regarding the City's elected officers, officials, employees and volunteers. Any insurance or self-insurance maintained bythe City or the City's elected officers, officials, employees and volunteers shall be excess of DIGESTER 4 AND 5 PLC UPGRADES page 5 of 12 Project 10596.1 the Contractor's insurance and shall not contribute with Contractor's insurance except as to the extent of City's negligence. 9.5 The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 9.6 All insurance coverages for subcontractors shall be subject to all of the insurance and indemnity requirements stated herein. 9.7 The limits of insurance described herein shall not limit the liability of the Contractor and Contractor's agents, representatives, employees or subcontractors. 10. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. fii>11111111111111111= amendments which shall be executed with the same formalities as this Agreement. 14. Taxes: The City of Meridian is exempt from Federal and State taxes and will execute the required exemption certificates for items purchased and used by the City. Items purchased by the City and used by a contractor are subject to Use Tax. All other taxes are the responsibility of the Contractor and are to be included in the Contractor's Bid pricing. 15. Meridian Stormwater Specifications: All construction projects require either a Storm Water Pollution Prevention Plan (SWPPP) or an erosion sediment control plan (ESCP) as specified in the City of Meridian Construction Stormwater Management Program (CSWMP) manual. The CSWMP manual containing the procedures and guidelines can be found at this address: http://Www.meridiancity.org/environmental.aspx?id=13618. Contractor shall retain all stormwater and erosion control documentation generated on site during construction including the SWPPP manual, field inspections and amendments. Prior to final acceptance of the job by the City the contractor shall return the field SWPPP manual and field inspection documents to the City for review. A completed Contractor Request to File Project N.O.T. with the EPA form shall be provided to the City with the documents. These documents shall be retained, reviewed and approved by the City prior to final acceptance of the project. 16. ACHD: Contractor shall be responsible for coordinating with the City to obtain appropriate ACHD permit(s) and will reimburse the City for fees, fines, or penalties City incurs due to Contractor's violation of any ACHD policy. City shall certify to ACHD that Contractor is authorized to obtain a Temporary Highway and Right -of -Way Use Permit from ACHD on City's behalf. The parties acknowledge and agree that the scope of the agency granted by such certification is limited to, and conterminous with, the term and scope of this Agreement. 17. Reports and Information: 17.1 At such times and in such forms as the CITY may require, there shall be furnished to the CITY such statements, records, reports, data and information as the CITY may request pertaining to matters covered by this Agreement. 17.2 Contractor shall maintain all writings, documents and records prepared or compiled in connection with the performance of this Agreement for a minimum of four (4) years from the termination or completion of this or Agreement. This includes any handwriting, typewriting, printing, photo static, photographic and every other means of recording upon any tangible thing, any form of communication or representation including letters, words, pictures, sounds or symbols or any combination thereof. DIGESTER 4 AND 5 PLC UPGRADES page 7 of 12 Project 10596.6 18. Audits and Inspections: At any time during normal business hours and as often as the CITY may deem necessary, there shall be made available to the CITY for examination all of CONTRACTOR'S records with respect to all matters covered by this Agreement. CONTRACTOR shall permit the CITY to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 19. Publication, Reproduction and Use of Material: No material produced in whole or in part under this Agreement shall be subject to copyright in the United States or in any other country. The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement. 20. Equal Employment Opportunity: In performing the work herein, Contractor agrees to comply with the provisions of Title VI and VII of the Civil Rights Act, Revenue Sharing Act Title 31, U.S. Code Section 2176. Specifically, the Contractor agrees not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, political affiliation, marital status, or handicap. Contractor will take affirmative action during employment or training to insure that employees are treated without regard to race, color, religion, sex, national origin, age, political affiliation, marital status, or handicap. In performing the Work required herein, CONTRACTOR shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 21. Employment of Bona Fide Idaho Residents: Contractor must comply with Idaho State Statute 44-1002 which states that the Contractor employ ninety-five percent (95%) bona fide Idaho residents. 22. Advice of Attorney: Each party warrants and represents that in executing this Agreement. It has received independent legal advice from its attorney's or the opportunity to seek such advice. 23. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 24. Construction and Severability: 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 DIGESTER 4 AND 5 PLC UPGRADES page 8 of 12 Project 10596.1 the remainder of the Agreement is reasonably capable of completion. 25. Waiver of Default: Waiver of default by either party to this Agreement shall not be deemed to be waiver of any subsequent default. Waiver or breach of any provision of this Agreement shall not be deemed to be a waiver of any other or subsequent breach, and shall not be construed to be a modification of the terms of this Agreement unless this Agreement is modified as provided above. 26. Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 27. Assignment: It is expressly agreed and understood by the parties hereto, that CONTRACTOR shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 28. Payment Request: Payment requests shall be submitted to City of Meridian through the City's project management software. The Project Manager will compare the invoice against the Payment Schedule in the Agreement for compliance. Upon approval that the work has been done and is in compliance with the Agreement, the Project Manager will approve the pay request for processing. City of Meridian payment terms are Net 30 from the date City receives a correct invoice. Final payment will not be released until the City has received a tax release from the Tax Commission. 29. Cleanup: Contractor shall keep the worksite clean and free from debris. At completion of work and prior to requesting final inspection, the Contractor shall remove all traces of waste materials and debris resulting from the work. Final payment will not be made if cleanup has not been performed. 30. Order of Precedence: The order or precedence shall be the contract agreement, the Invitation for Bid document, then the winning bidders submitted bid document. 31. Compliance with Laws: In performing the scope of work required hereunder, CONTRACTOR shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 32. Applicable Law: This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. DIGESTER 4 AND 5 PLC UPGRADES page 9 of 12 Project 10596.6 33. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: CITY CONTRACTOR City of Meridian AME Electric, Inc Purchasing Manager Attn: Mike Tenhulzen 33 E Broadway Ave 3621 Arthur St Meridian, ID 83642 Caldwell, ID 83605 208-489-0417 Phone: 208-459-8959 Email: mike cx ameelectric.com Idaho Public Works License #C -11544 -AA -4 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 34. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. CITY OF M.ERI-DtAN-----, ro TAMMY de E D, MAYOR Dated: Approved by Council AME ELECTRIC, IN MIK TEN�Z�, Dated: O� I C ty of '1LDfAN= JAYCEE L OLMAN, CITY CLERK =ao SrAL lITFIf C �`\,v 't Purchasing Approval I T y�`Qea j^ ent Appr al BY: BY:; KEIT ATS, Purc asing Manager W'A REN STE ART, Engineering Manager Dated:: /Z .z t Project Manager Emily Skoro DIGESTER 4 AND 5 PLC UPGRADES Project 10596.6 Dated:: — 1/0 4t& page 10 of 12 EXHIBIT A SCOPE OF WORK REFER TO INVITATION TO BID PW -1605-10596.B ALL ADDENDUMS, ATTACHMENTS, AND EXHIBITS included in the Invitation to Bid Package # PW -1605-10596.13, are by this reference made a part hereof. SPECIFICATIONS / SCOPE OF WORK All construction work shall be done in accordance with the 2012 version of the Idaho Standards for Public Works Construction (ISPWC), the 2013 City of Meridian Supplemental Specifications to the ISPWC (and any Addendums). See separate attached documents: • PLANS BY CH2M Hill Engineers dated September 2015 (31 of pages) • TECHNICAL SPECIFICATIONS by CH2M Hill Engineers dated November 2015 (42 of pages) DIGESTER 4 AND 5 PLC UPGRADES page 11 of 12 Project 10596.1 Exhibit B MILESTONE / PAYMENT SCHEDULE A. Total and complete compensation for this Agreement shall not exceed $66,000.00. I Milestone 1 I Substantial Completion 170 Days from Notice to Proceed I Milestone 2 I Final Completion 184 Days from Notice to Proceed I Contract includes furnishing all labor, materials, equipment, and incidentals as required for the DIGESTER 4 AND 5 PLC UPGRADES per IFB PW -1605-10596.13 NOT TO EXCEED CONTRACT TOTAL ....................... 66 000.00 Contract is a not to exceed amount. Line item pricing below will be used for invoice verification and any additional increases or decreases in work requested by city. The City will pay the contractor based on actual quantities of each item of work in accordance with the contract documents. Description Unit Price Materials $60,000 Labor $6,000 DIGESTER 4 AND 5 PLC UPGRADES page 12 of 12 Project 10596.1 Bond No. IDC 44612 Document A312 TM -2010 Conforms with The American Institute of Architects AIA Document 312 Payment Bond CONTRACTOR: (Name, legal starts and address) AME Electric, Inc. 3621 Arthur St Caldwell, ID 83605 OWNER: (Name, legal status and address) City of Meridian 33 East Broadway Avenue Meridian, ID 83642 CONSTRUCTION CONTRACT Date: January 5, 2016 Amount: $66,000.00 SURETY: (Name, legal status and principal place of business) Merchants Bonding Company (Mutual) P.O. Box 14498 This document has important legal Des Moines, IA 50306 - 3498 consequences. Consultation with Mailing Address for Notices an attorney is encouraged with Merchants Bonding Company (Mutual) P.O. Box 14498, Des Moines, IA 50306-3498 Sixty Six Thousand Dollars and 00/100 Description: (Name and location) Digester 4 and 5 PLC Upgrades. Project # 10596.13 BOND Date: January 5, 2016 Not earlier than Construction Contract Date) Amount: $66,000.00 Sixty Six Thousand Dollars and 00/100 Modifications to this Bond: x0 None E] See Section 18 CONTRACTOR AS PRINCIPAL Company: (C orate Seal) AME Electric, Inc. Signature: I_ Name Michael Tb iHulzen and Title: President respect to Its completion or modification. Any singular reference to Contractor, Surety, Owner or other party shall be considered plural where applicable. SURETY Company: (Corporaivcalf Merchants Bonding Company (Mutual) Signature: Name Zachary A D ne and Title: Attorney -in -Fact (Any additional signatures appear on the last page of this Payment Bond.) (FOR INFOA LfT1ON ONLY — Name, address and telephone) AGENT or BROKER: OWNER'S REPRESENTATIVE: The Hartwell Corporation (Architect, Engineer or other party) PO Box 400 Caldwell, ID 83606 208-459-1678 S-2149/AS 8/10 § 1 The Contractor and Surety, jointly and severally, bind themselves, their heirs, executors, administrators, successors and assigns to the Owner to pay for labor, materials and equipment furnished for use in the performance of the Construction Contract, which is incorporated herein by reference, subject to the following terms. § 2 If the Contractor promptly makes payment of all sums due to Claimants, and defends, indemnifies and holds harmless the Owner from claims, demands, liens or suits by any person or entity seeking payment for labor, materials or equipment furnished for use in the performance of the Construction Contract, then the Surety and the Contractor shall have no obligation tinder this Bond. § 3 If there is no Owner Default under the Construction Contract, the Surety's obligation to the Owner tinder this Bond shall arise after the Owner has promptly notified the Contractor and the Surety (at the address described in Section 13) of claims, demands, liens or suits against the Owner or the Owner's property by any person or entity seeking payment for labor, materials or equipment furnished for use in the performance of the Construction Contract and tendered defense of such claims, demands, liens or suits to the Contractor and the Surety. § 4 When the Owner has satisfied the conditions in Section 3, the Surely shall promptly and tit the Surety's expense defend, indemnify and hold harmless the Owner against a duly tendered claim, demand, lien or suit. § 5 The Surety's obligations to a Claimant under this Bond shall arise after the following: § 6.1 Claimants, who do not have a direct contract with the Contractor, .1 have fumished a written notice of non-payment to the Contractor, stating with substantial accuracy the amount claimed and the name of the party to whom the materials were, or equipment was, furnished or supplied or for whom the labor was done or performed, within ninety (90) days after having last performed labor or last fiunished materials or equipment included in the Claim; and have sent a Claim to the Surety (at the address described in Section 13). § 5.2 Claimants, who are employed by or have a direct contract with the Contractor, have sent a Claim to die Surety (at the address described in Section 13). § 6 If a notice of non-payment required by Section 5.1.1 is given by the Owner to the Contractor, that is sufficient to satisfy a Claimant's obligation to furnish a written notice of non-payment under Section 5.1.1. § 7 When a Claimant has satisfied the conditions of Sections 5.1 or 5.2, whichever is applicable, the Surety shall promptly and at the Surety's expense take the following actions: § 7.1 Send an answer to the Claimant, with a copy to the Owner, within sixty (60) days after receipt of the Claim, stating the amounts that are undisputed and the basis for challenging any amounts that are disputed; and § 7.2 Pay or arrange for payment of any undisputed amounts. § 7.3 The Surety's failure to discharge its obligations under Section 7.1 or Section 7.2 shall not be dccmed to constitute a waiver of defenses the Surety or Contractor may have or acquire as to a Claim, except as to undisputed amounts for which the Surety and Claimant have reached agreement, If, however, the Surety fails to discharge its obligations under Section 7.1 or Section 7.2, the Surety shall indemnify the Claimant for the reasonable attorney's fees the Claimant incurs thereafter to recover any sums found to be due and owing to the Claimant. § 4 The Surety's total obligation shall not exceed the amount of this Bond, plus the amount of reasonable attorney's fees provided under Section 7.3, and the amount of this Bond shall be credited for any payments made in good faith by the Surety. § 9 Amounts owed by the Owner to the Contractor under the Construction Contract shall be used for the performance of the Construction Contract and to satisfy claims, if any, under any construction performance bond. By the Contractor furnishing and the Owner accepting this Bond, they agree that all funds earned by the Contractor in the performance of the Construction Contract are dedicated to satisfy obligations of the Contractor and Surety under this Bond, subject to the Owner's priority to use the funds for the completion of the work. , S-2149/AS 8/10 § 10 The Surety shall not be liable to the Owner, Claimants or others for obligations of the Contractor that are um•clated to the Construction Contract. The Owner shall not be liable for the payment of any costs or expenses of any Claimant under this Bond, and shall have under this Bond no obligation to make payments to, or give notice on behalf of, Claimants or otherwise have any obligations to Claimants under this Bond. § 11 The Surety hereby waives notice of any change, including changes of time, to the Construction Contract or to related subcontracts, purchase orders and other obligations. § 12 No suit or action shall be commenced by a Claimant under this Bond other than in a court of competent jurisdiction in the state in which the project that is the subject of the Construction Contract is located or after the expiration of one year from the date (1) on which the Claimant sent a Claim to the Surety pursuant to Section 5.1.2 or 5.2, or (2) on which the last labor or service was performed by anyone or the last materials or equipment were furnished by anyone under the Construction Contract, whichever of (1) or (2) first occurs. If the provisions of this Paragraph are void or prohibited by law, the minimum period of limitation available to sureties as a defense in the jurisdiction of the suit shall be applicable. § 13 Notice and Claims to the Surety, the Owner or the Contractor shall be mailed or delivered to the address shown on the page on which their signature appears, Actual receipt of notice or Claims, however accomplished, shall be sufficient compliance as of the date received. § 14 When this Bond has been firmished to comply with a statutory or other legal requirement in the location where the construction was to be performed, any provision in this Bond conflicting with said statutory or legal requirement shall be deemed deleted herefrom and provisions conforming to such statutory or other legal requirement shall be deemed incorporated herein. When so furnished, the intent is that this Bond shall be construed as a statutory bond and not as a common law bond. § 15 Upon request by any person or entity appearing to be a potential beneficiary of. this Bond, the Contractor and Owner shall promptly furnish a copy of this Bond or shall permit a copy to be made. § 16 Definitions § 16.1 Claim. A written statement by the Claimant including at a minimum: .1 the name of the Claimant; .2 the name of the person for whom the labor was done, or materials or equipment furnished; .3 a copy of the agreement or purchase order pursuant'to which labor, materials or equipment was furnished for use in the performance of the Construction Contract; .4 a brief description of the labor, materials or equipment furnished; .6 the date on which the Claimant last performed labor or last furnished materials or equipment for use in the performance of the Construction Contract; .6 the total amount earned by the Claimant for labor, materials or equipment furnished as of the date of the Claim; .7 the total amount of previous payments received by the Claimant; and .8 the total amount due and unpaid to the Claimant for labor, materials or equipment furnished as of the date of the Claim. § 16.2 Claimant. An individual or entity having a direct contract with the Contractor or Nvith a subcontractor of the Contractor to furnish labor, materials or equipment for use in the performance of the Construction Contract. The term Claimant also includes any individual or entity that has rightfully asserted a claim under an applicable mechanic's lien or similar statute against the real property upon which the Project is located. The intent of this Bond shall be to include without limitation in the terms "labor, materials or equipment" that part of water, gas, power, light, heat, oil, gasoline, telephone service or rental equipment used in the Construction Contract, architectural and engineering services required for performance of the work of the Contractor and the Contractor's subcontractors, and all other items for which a mechanic's lien may be asserted in the jurisdiction whore the labor, materials or equipment were furnished. § 16.3 Construction Contract. The agreement between the Owner and Contractor identified on the cover page, including all Contract Documents and all changes made to the agreement and the Contract Documents. S-21491AS 8110 § 16.4 Owner Default. Failure of the Owner, which has not been remedied or waived, to pay the Contractor as required under the Construction Contract or to perform and complete or comply with the other material terms of the Construction Contract. § 16.6 Contract Documents. All the documents that comprise the agreement between the Owner and Contractor. § 17 If this Bond is issued for an agreement between a Contractor and subcontractor, the term Contractor in this Bond shall be deemed to be Subcontractor slid the term Owner shall be deemed to be Contractor. § 18 Modifications to this bond are as follows: (Space is provided belotiv for additional signatures of added parties, other than those appearing on the cover page) CONTRACTOR AS PRINCIPAL SURETY Company: (Corporate Seal) Company: Signature: _ Name and Title: Address S-2149/AS 8/10 Signature: _ Name and Title: Address (Corporate Seal) MERCHANTS BONDING COMPANY,,, POWER OF ATTORNEY Know All Persons By These Presents, that MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC., both being corporations duly organized under the laws of the State of Iowa (herein collectively called the "Companies"), and that the Companies do hereby make, constitute and appoint, individually, Karl F Baughman; Lynn Hawley; Raymond L Wolfe; Traci McClure; Zachary A Dehne of Caldwell and State of Idaho their true and lawful Attorney -in -Fact, with full power and authority hereby conferred in their name, place and stead, to sign, execute, acknowledge and deliver in their behalf as surety any and all bonds, undertakings, recognizances or other written obligations in the nature thereof, subject to the limitation that any such instrument shall not exceed the amount of: TWENTY MILLION ($20,000,000.00) DOLLARS and to bind the Companies thereby as fully and to the same extent as if such bond or undertaking was signed by the duly authorized officers of the Companies, and all the acts of said Attorney -in -Fact, pursuant to the authority herein given, are hereby ratified and confirmed. This Power -of -Attorney is made and executed pursuant to and by authority of the following By -Laws adopted by the Board of Directors of the Merchants Bonding Company (Mutual) on April 23, 2011 and adopted by the Board of Directors of Merchants National Bonding, Inc., on October 24, 2011. "The President, Secretary, Treasurer, or any Assistant Treasurer or any Assistant Secretary or any Vice President shall have power and authority to appoint Attorneys -in -Fact, and to authorize them to execute on behalf of the Company, and attach the seal of the Company thereto, bonds and undertakings, recognizances, contracts of indemnity and other writings obligatory in the nature thereof. The signature of any authorized officer and the seal of the Company may be affixed by facsimile or electronic transmission to any Power of Attorney or Certification thereof authorizing the execution and delivery of any bond, undertaking, recognizance, or other suretyship obligations of the Company, and such signature and seal when so used shall have the same force and effect as though manually fixed." In Witness Whereof, the Companies have caused this instrument to be signed and sealed this 20thday of August , 2014 . X\P� 1�IJA< ' : • �Q\NG C. *A •• MERCHANTS BONDING COMPANY (MUTUAL) SPO,¢ p=; .00,•�(1P0,99.9y•• MERCHANTS NATIONAL BONDING, INC. 1933 : c: •�ti. By STATE OF IOWA}•• ' �� .• COUNTY OF POLK ss. """' """, • • • • • • President On this 20th day of August , 2014, before me appeared Larry Taylor, to me personally known, who being by me duly sworn did say that he is President of the MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC.; and that the seals affixed to the foregoing instrument is the Corporate Seals of the Companies; and that the said instrument was signed and sealed in behalf of the Companies by authority of their respective Boards of Directors. In Testimony Whereof, I have hereunto set my hand and affixed my Official Seal at the City of Des Moines, Iowa, the day and year first above written. a4 WENDY WOODY o v Commission Number 784654 My Commission Expires June 20, 2017 Notary Public, Polk County, Iowa STATE OF IOWA COUNTY OF POLK ss. I, William Warner, Jr., Secretary of the MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC., do hereby certify that the above and foregoing is a true and correct copy of the POWER-OF-ATTORNEY executed by said Companies, which is still in full force and effect and has not been amended or revoked. in Witness Whereof, I have hereunto set my hand and affixed the seal of the Companies on this day of • • G VP O ....... '•• ©' • m r" Op' 9q' 9y •���� Gf5•�p q�•,p �y.G �. t� / 01 ,�.{ • a' lie 1933 C • Secretary POA 0014 (7114) ��� • .. :��<`,,` •W„ •' `�. Bond No. IDC 44612 Document A312 TM -2010 Conforms with The American Institute of Architects AIA Document 312 Performance Bond CONTRACTOR: (Nance, legal status and address) AME Electric, Inc. 3621 Arthur St Caldwell, ID 83605 OWNER: (Marne, legal status and address) City of Meridian 33 East Broadway Avenue Meridian, ID 83642 CONSTRUCTION CONTRACT Date: January 5, 2016 Amount: $ 66,000.00 SURETY: (Name, legal status and principal place of business) Merchants Bonding Company (Mutual) P.O. Box 14498 Des Moines, IA 50306 - 3498 Mailing Address for Notices Merchants Bonding Company (Mutual) P.O. Box 14498, Des Moines, IA 50306-3498 Sixty Six Thousand Dollars and 00/100 Description: (Mance and location) Digester 4 and 5 PLC Upgrades. Project # 10596.13 BOND Date: January 5, 2016 (Not earlier than Consmiction Contract Date) Amount: $ 66,000.00 Sixty Six Thousand Dollars and 00/100 Modifications to this Bond: © None Sec Section 16 CONTRACTOR AS PRINCIPAL Company: (Corporate Seal) AME Electric, Inc. /1") Signature: Name hlich�-,el TenHulzen and Title: 'r'�esident (Any additional signatures appear on the last page of this Performance Bard) (F0R ItVFORrbLITIOtV 0&Y —Name, address and telephone) AGENT or BROKER: The Hartwell Corporation PO Box 400 Caldwell, ID 83606 208-459-1678 8-18521AS 8110 This document has Important legal consequences. Consultation with an attorney Is encouraged with respect to Its completion or modification. Any singular reference to Contractor, Surety, Owner or other party shall be considered plural where applicable. SURETY Company: (Corporate Seal) Merchants Bonding Company (Mutual) p Signature: Name Zachary A D65ne and Title: Attorney -in -Fact OWNER'S REPRESENTATIVE: (Architect, Engineer or other party:) § 1 The Contractor and Surety, jointly and severally, bind themselves, their heirs, executors, administrators, successors and assigns to the Owner for the performance of the Construction Conti -act, which is incorporated herein by reference. § 2 I the Contractor performs the Construction Contract, the Surety and the Contractor shall have no obligation under this Bond, except when applicable to participate in a conference as provided in Section 3. § 3 If there is no Owner Default under the Construction Contract, the Surety's obligation under this Bond shall arise after the Owner first provides notice to the Contractor and the Surety that the Owner is considering declaring a Contractor Default. Such notice shall indicate whether the Owner is requesting a conference among the ONln cr, Contractor and Surety to discuss the Contractor's performance. If the Owner docs not request a conference, the Surety may, within five (5) business days after receipt of the Owner's notice, request such a conference. If the Surety timely requests a conference, the Owner shall attend. Unless the Owner agrees otherwise, any conference requested under this Section 3.1 shall be held within ten (10) business days of the Surety's receipt of the Owner's notice. If the Owner, the Contractor and the Surety agree, the Contractor shall be allowed a reasonable time to perform the Construction Contract, but such an agreement shall not waive the Owner's right, if any, subsequently to declare a Contractor Default; the Owner declares a Contractor Default, terminates the Construction Contract and notifies the Surety; and the Owner has agreed to pay the Balance of the Contract Price in accordance with the terms of the Construction Contract to the Surety or to a contractor selected to perform the Construction Contract. § 4 Failure on the part of the Owner to comply with the notice requirement in Section 3.1 shall not constitute a failure to comply with a condition precedent to the Surety's obligations, or release the Surety from its obligations, except to the extent the Surety demonstrates actual prejudice, § 5 When the Owner has satisfied the conditions of Section 3, the Surety shall promptly and at the Surety's expense take one of the following actions: § 6.1 Arrange for the Contractor, with the consent of the Owner, to perform and complete the Construction Contract; § 6.2 Undertake to perform and complete the Construction Contract itself, through its agents or independent contractors; § 6,3 Obtain bids or negotiated proposals from qualified contractors acceptable to the Owner for a contract for performance and completion of the Construction Contract, arrange for a contract to be prepared for execution by the Owner and a contractor selected with the Owner's concurrence, to be secured with performance and payment bonds executed by a qualified surety equivalent to the bonds issued on the Construction Contract, and pay to the Owner the amount of damages as described in Section 7 in excess of the Balance of the Contract Price incurred by the Owner as a result of the Contractor Default; or § 5.4 Waive its right to perform and complete, arrange for completion, or obtain a new contractor and with reasonable promptness under the circumstances: After investigation, determine the amount for which it may be liable to the Owner and, as soon as practicable after the amount is determined, make payment to the Owner; or Deny liability in whole or in part and notify the Owner, citing the reasons for denial. § 6 If the Surety does not proceed as provided in Section 5 with reasonable promptness, the Surety shall be deemed to be in default on this Bond seven days atter receipt of an additional written notice from the Owner to the Surety demanding that the Surety perform its obligations under this Bond, and the Owner shall be entitled to enforce any remedy available to the Owner. If the Surety proceeds as provided in Section 5.4, and the Owner refuses the payment or the Surety has denied liability, in whole or in part, without further notice the Owner shall be entitled to enforce any remedy available to the Owner. S-1852/AS 8/10 § 7 If the Surety elects to act under Section 5,1, 5,2 or 5,3, then the responsibilities of the Surety to the Owner shall not be greater than those of the Contractor under the Construction Contract, and the responsibilities of the Owner to the Surety shall not be greater than those of the Owner under the Construction Contract. Subject to the commitment by the Owner to pay the Balance of the Contract Price,'the Surety is obligated, without duplication, for .1 the responsibilities of the Contractor for correction of defective work and completion of the. Construction Contract; ,2 additional legal, design professional and delay costs resulting from the Contractor's Default, and resulting from the actions or failure to act of the Surety under Section 5; and .3 liquidated damages, or if no liquidated damages are specified in the Construction Contract, actual damages caused by delayed performance or non-performance of the Contractor. § 8 If the Surety elects to act tinder Section 5.1, 5.3 or 5,4, the Surety's liability is limited to the amount of this Bond, § 9 The Surely shall not be liable to the Owner or others for obligations of the Contractor that are unrelated to the Construction Contract, and the Balance orthe Contract Price shall not be reduced or set off on account of any such unrelated obligations, No right of action shall accrue on this Bond to any person or entity other than the Owner or its heirs, executors, administrators, successors and assigns, § 10 The Surety hereby waives notice of any change, including changes of time, to the Construction Contract or to related subcontracts, purchase orders and other obligations. § 11 Any proceeding, legal or equitable, under ibis Bond may be instituted in any court of competent jurisdiction in the location in which the work or part of the work is located and shall be instituted within two years after a declaration of Contractor Default or within two years after the Contractor ceased working or within two years after the Surety refuses or fails to perform its obligations under this Bond, whichever occurs first, If the provisions of this Paragraph are void or prohibited by law, the minimum period of limitation available to sureties as a defense in the jurisdiction of the suit shall be applicable. § 12 Notice to the Surety, the Owner or the Contractor shall be mailed or delivered to the address shown on the page on which their signature appears. § 13 When this Bond has been famished to comply with a statutory or outer legal requirement in the location where the construction was to be performed, any provision in this Bond conflicting with said statutory or legal requirement shall be deemed deleted herefrom and provisions conforming to such statutory or other legal requirement shall be deemed incorporated herein. When so furnished, the intent is that this Bond shall be construed as a statutory bond and not as a common lav bond. § 14 Definitions § 14.1 Balance of the Contract Price. The total amount payable by the Owner to the Contractor under the Construction Contract after all proper adjustments have been made, including allowance to the Contractor of any amounts received or to be received by the Owner in settlement of insurance or other claims for damages to which the Contractor is entitled, reduced by all valid and proper payments made to or on behal f of the Contractor under the Construction Contract, § 14.2 Construction Contract, The agreement bet%veen the Owner and Contractor identified on the cover page, including all Contract Documents and changes made to the agreement and the Contract Documents. § 14.3 Contractor Default. Failure of the Contractor, which has not been remedied or waived, to perform or otherwise to comply with a material term of the Construction Contract, § 14.4 Owner Default, Failure of the Owner, which has not been remedied or waived, to pay the Contractor as required under the Construction Contract or to perform and complete or comply with the other material terms of the Construction Contract, § 14.5 Contract Documents. All the documents that comprise the agreement between the Owner and Contractor. § 15 If this Bond is issued for an agreement between a Contractor and subcontractor, the term Contractor in this Bond shall be deemed to be Subcontractor and the term Owner shall be deemed to be Contractor. S-1852/AS 8110 § 16 Modifications to this bond are as follows: (Space is provided below for additional signatures of added parties, other than those appearing on the cover page) CONTRACTOR AS PRINCIPAL. SURETY Company: (Corporate Seal) Company: Signature: Signature: Name and Title: Name and Address Address S-1852/AS 8/10 (Corporate Seal) AMEEL-1 OP ID: SW ,a►coRo CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDD/YYYY) 1 12/22/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER The Hartwell Corporation - Cal PO Box 400 Caldwell, ID 83606 Raymond Wolfe CONTACT NAME: Raymond Wolfe PHONE FAX A/c No ,):208-459-1678 208-454 1114 A DRIESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: The Cincinnati Ins CO 10677 01/01/2017 _ INSURED AME Electric, Inc. INSURER B: Charter Oak Fire Insurance Co 25615 3621 Arthur Street Caldwell, ID 83605 INSURER C : INSURER D INSURER E: GENERAL AGGREGATE $ 2,000,000 INSURER F: Emp Ben. $ 1/3000000 COVERAGES CERTIFICATE NUMBER* REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF MMIDD/YYYY POLICY EXP MM/DDIYYYY LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE N OCCUR X EPP 0217359 01/01/2016 01/01/2017 EACH OCCURRENCE $ 1,000,000 A TO R PREMSES(Ea ocicurrence $ 500,000 MED EXP (Any one person) $ 10,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO ❑ LOC JECT OTHER: GENERAL AGGREGATE $ 2,000,000 PRODUCTS -COMP/OP AGG $ 2,000,000 Emp Ben. $ 1/3000000 A LIABILITY X ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED HIRED AUTOS AUTOS EBA 0217359 01/01/2016 01/01/2017 LIMIT $ 1,000,000 CMEAUTOMOBILE Ee ,BIN ,dent) - BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE $ Per accident -- — $ A X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS -MADE EPP 0217359 01/01/2016 01/01/2017 EACH OCCURRENCE $ 4,000,000 AGGREGATE $ 4,000,000 DED I X I RETENTION $ 0 $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE YIN OFFICERIMEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below N / %� UB1757X25215 01/01/2016 01/01/2017 PERTH- STATUTE X ORH E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT $ 1 O00�000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Certificate holder is named as an additional insured reggarding the project for: WRRF Digestor 4 & 5 PLC Upgrades perform GA233 02107 included. to] 21ci119LyA" City of Meridian 33 East Broadway Ave Ste 106 Meridian, ID 83642 ACORD 25 (2014/01) CITME-1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE W "I WOO-LV'14 AI.UMU t+VRr Vt[A 11V1v. MI nynw I -I Vc The ACORD name and logo are registered marks of ACORD THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CONTRACTORS' COMMERCIAL GENERAL LIABILITY BROADENED ENDORSEMENT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL UABILITY COVERAGE PART A. Endorsement - Table of Contents: Coverage: Begins on Page: 1. Employee Benefit Liability Coverage.................................................................................................. 2 2. Unintentional Failure to Disclose Hazards.......................................................................................... 7 3. Damage to Premises Rented to You................................................................................................... 8 4. Supplementary Payments................................................................................................................... 9 5. Medical Payments ............... :...... ........ .................................................................................................. 9 6. Voluntary Property Damage (Coverage a.) and Care, Custody or Control Liability Coverage (Coverage b.)......................................................................................................... 9 7. 180 Day Coverage for Newly Formed or Acquired Organizations..................................................10 8. Waiver of Subrogation.......................................................................................................................10 9. Automatic Additional Insured - Specified Relationships: ......:.........................................................10 • Managers or Lessors of Premises; • Lessor of Leased Equipment; • Vendors; • State or Political Subdivisions - Permits Relating to Premises,- remises;State Stateor Political Subdivisions - Permits; acid • Contractors' Operations 10. Broadened Contractual Liability - Work Within 50' of Railroad Property.........................................14 11. Property Damage to Borrowed Equipment.......................................................................................14 12. Employees as Insureds - Specified Health Care Services: ............................................................ 14 • Nurses; • Emergency Medical Technicians; and • Paramedics 13. Broadened Notice of Occurrence......................................................................................................14 B. Limits of Insurance: The Commercial General Liability Limits of Insurance apply to the insurance provided by this endorse- ment, except as provided below: 1. Employee Benefit Liability Coverage Each Employee Limit: $ 1,000,000 Aggregate Limit: $ 3,000,000 Deductible: $ 1,000 3. Damage to Premises Rented to You The lesser of: a. The Each Occurrence Limit shown in the Declarations; or b. $500,000 unless otherwise stated $ 4. Supplementary Payments a. Bail bonds: $ 1,000 b. Loss of earnings: $ 350 S. Medical Payments Medical Expense Limit: $ 10,000 Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 1 of 15 6. Voluntary Property Damage (Coverage a.) and Care, Custody or Control Liability Coverage (Coverage b.) Limits of Insurance (Each Occurrence) Coverage a: $1,000 Coverage b. $5,000 unless otherwise stated $ Deductibles (Each Occurrence) Coverage a. $250 Coverage b. $250 unless otherwise stated $ COVERAGE PREMIUM BASIS RATE ADVANCE PREMIUM plicable limit of insur- (a) Area (For Limits in Excess of (For Limits in Excess of a. The following is added to SECTION I (b) Payroll - COVERAGES: Employee Benefit (c) Gross Sales No other obligation or liabil- (d) Units acts or services is covered e Other unless explicitly provided for b. Care, Custody under Supplementary Pay - $ or Control ages caused by any act, er- (b) This insurance applies to TOTAL ANNUAL PREMIUM $ 11. Property Damage to Borrowed Equipment Each Occurrence Limit: $ 10,000 Deductible: $ 250 C. Coverages: have used up the ap- plicable limit of insur- 1. Employee Benefit Liability Coverage ance in the payment of a. The following is added to SECTION I judgments or settle ments. - COVERAGES: Employee Benefit Liability Coverage, No other obligation or liabil- ity to pay sums or perform acts or services is covered (a) We will pay those sums that unless explicitly provided for the insured becomes legally under Supplementary Pay - obligated to pay as dam- ments. ages caused by any act, er- (b) This insurance applies to ror or omission of the in- damages only if the act, er- surer, or of any other per- son for whose acts the in- gli- or omission, is nently committed in the gently ge sured is legally liable, to administration' of your which this insurance ap- " employee benefit pro plies. We will have the right and duty to defend the in- sured against any "suit" 1) Occurs during the pol- seeking those damages. icy period; or However, we will have no duty to defend against any 2) Occurred prior to the "suit" seeking damages to this insurance does effective date of this endorsement provided: which not apply. We may, at our a) You did not have discretion, investigate any knowledge of a report of an act, error or omission and settle any claim or "suit" on before the of - claim or "suit" that may re- or fective date of this sult. But: endorsement. 1) The amount we will pay You will be for damages is limited deemed to have as described in SEC- knowledge of a. TION III - LIMITS OF claim or "suit" INSURANCE; and when any 2) Our right and duty to "authorized repre- defend ends when we sentative"; ' Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 2 of 15 Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 3 of 15 1) Reports all, or formance of investment any part, of the vehicles; or act, error or omission to us 3) Advice given to any or any other person with respect to insurer; that person's decision to participate or not to ii) Receives a participate in any plan written or ver- included in the ' em- bal demand or ployee benefit pro- claim for dam- gram", ages because of the act, er- Workers' Compensation ror or omis- and Similar Laws sion, and Any claim arising out of b) There is no other your failure to comply with applicable insur- the mandatory provisions of ance, any workers' compensation, unemployment compensa- (2) Exclusions tion insurance, social secu- rity or disability benefits law apply or any similar law. to: (g) ERISA (a) Bodily Injury, Property Damage or Personal and Damages for which any in - Advertising Injury sured is liable because of liability imposed on a fiduci- "Bodil injury", " Y J Y "property P y ary by the Employee Re - damage" or "personal and tirement Income Security advertising injury". Act of 1974, as now or (b) Dishonest, Fraudulent, hereafter amended, or by any similar federal, state or Criminal or Malicious Act local laws. Damages arising out of any (h) Available Benefits intentional, dishonest, fraudulent, criminal or mali- Any claim for benefits to the cious act, error or omission, extent that such benefits committed by any insured, are available, with reason - including the willful or reck- able effort and cooperation less violation of any statute. of the insured, from the ap- (c) Failure to Perform a Con- plicable funds accrued or other collectible insurance. tract Damages arising out of fail- (i) Taxes, Fines or Penalties ure of performance of con- Taxes, fines or penalties, tract by any insurer. including those imposed (d) Insufficiency of Funds under the Internal Revenue Code or any similar state or Damages arising out of an local law, insufficiency of funds to (j) Employment -Related meet any obligations under Practices any plan included in the "employee benefit pro- Any liability arising out of gram". any: (e) Inadequacy of Perform- (1) Refusal to employ; ance of Investment / Ad- vice Given With Respect (2) Termination of em - to Participation ployment; Any claim based upon: (3) Coercion, demotion, evaluation, reassign- 1 Failure of an invest ) Y ment, discipline, defa- ment to perform; mation, harassment, 2) Errors in providing in- humiliation, discrimina- tion or other employ - formation on past per- Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 3 of 15 ment-related practices, (e) A trust, you are an insured. acts or omissions; or Your trustees are also in- sureds, but only with re - (4) Consequential liability spect to their duties as as a result of (1), (2) or trustees. (3) above. (2) Each of the following is also an This exclusion applies insured: whether the insured may be held liable as an employer (a) Each of your "employees" or in any other capacity and who is or was authorized to "employee to any obligation to share administer your damages with or repay benefit program". someone else who must pay damages because of (b) Any persons, organizations or employees' having the injury. proper temporary authori- (3) Supplementary Payments zation to administer your "employee benefit program" SECTION I - COVERAGES, if you die, but only until your SUPPLEMENTARY PAY- legal representative is ap- MENTS - COVERAGES A AND pointed. B also apply to this Coverage. (c) Your legal representative if b. Who is an Insured you die, but only with re - As respects Employee Benefit Liabil- tduties as such. That representative will That r ity Coverage, SECTION It - WHO IS have all your rights and du AN INSURED is deleted in its en- ties under this Coverage tirety and replaced by the following: Part. (1) If you are designated in the (3) Any organization you newly ac - Declarations as: quire or form, other than a part - (a) An individual, you and your nership, joint venture or limited spouse are insureds, but liability company, and over which you maintain ownership only with respect to the conduct of a business of or majority interest, will qualify which you are the sole as a Named Insured if no other similar insurance applies to that owner. organization. However, cover - (b) A partnership or joint ven- age under this provision: ture, you are an insured. Your members, your part- Isof () Is a afforded onlyuntil the nets, and their spouses are also insureds but only with da acquire or or form thafter e organization respect to the conduct of the end of the policy period, whichever is earlier; and your business. (c) A limited liability company, (b) Does not apply to any act, that was you are an insured. Your members are also insureds, error or omission committed before you ac - but only with respect to the quired or formed the or - conduct of your business. ganization. Your managers are in- sureds, but only with re- c. Limits of Insurance spect to their duties as your As respects Employee Benefit Liabil- managers. ity Coverage, SECTION III - LIMITS (d) An organization other than OF INSURANCE is deleted in its en - tirety and replaced by the following: a partnership, joint venture or limited liability company, (1) The Limits of Insurance shown you are an insured. Your in Section B. Limits of Insur- "executive officers" and di- ance, 1. Employee Benefit Li - rectors are insureds, but ability Coverage and the rules only with respect to their below fix the most we will pay duties as your officers or di- regardless of the number of: rectors. Your stockholders are also insureds, but only (a) Insureds; with respect to their liability as stockholders. Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 4 of 15 (b) Claims made or "suits" (b) The deductible amount brought; stated in the Declarations applies to all damages c Persons or organizations () 9 sustained by any one "em - making claims or bringing ployee", including such suits"; "employee's" dependents (d) Acts, errors or omissions; or and beneficiaries, because of all acts, errors or omis- (e) Benefits included in your sions to which this insur- "employee benefit pro- ance applies. gram". (c) The terms of this insurance, (2) The Aggregate Limit shown in including those with respect Section B. Limits of Insurance, to: 1. Employee Benefit Liability Coverage of this endorsement 1) Our right and duty to is the most we will pay for all defend the insured against any "suits" damages because of acts, er- rors or omissions negligently seeking those dam committed in the "administra- ages; and tion" of your "employee benefit 2) Your duties, and the program', duties of any other in - (3) Subject to the limit described in volved insured, in the (2) above, the Each Employee event of an act, error or Limit shown in Section B. Limits omission, or claim, of Insurance, 1. Employee apply irrespective of the Benefit Liability Coverage of application of the deductible this endorsement is the most we amount. will pay for all damages sus- tained by any one "employee", (d) We may pay any part or all including damages sustained by of the deductible amount to such "employee's" dependents effect settlement of any and beneficiaries, as a result of: claim or "suit" and, upon nofification of the action (a) An act, error or omission; or taken, you shall promptly (b) A series of related acts, er- reimburse us for such part rors or omissions, regard- of the deductible amount as we have paid. less of the amount of time that lapses between such d. Additional Conditions acts, errors or omissions, As respects Employee Benefit Li - negligently committed in the ability Coverage, SECTION IV - "adminislration" of your "em- COMMERCIAL GENERAL LfABIL- ployee benefit program". ITY CONDITIONS is amended as However, the amount paid un- follows: der this endorsement shall not (1) Item 2. Duties in the Event of exceed, and will be subject to Occurrence, Offense, Claim or the limits and restrictions that Suit is deleted in its entirety and apply to the payment of benefits replaced by the following: in any plan included in the "em- ployee benefit program". 2. Duties in the Event of an Act, Error or Omission, or Claim or Suit (4) Deductible Amount a. You must see to it that we are noti- a Our obligation to a dam () 9 pay fied as soon as practicable of an act, ages on behalf of the in- error or omission which may result in sured applies only to the a claim. To the extent possible, no - amount of damages in ex- tice should include: cess of the deductible amount stated in the Decla- (1) What the act, error or omission rations as applicable to was and when it occurred; and Each Employee. The limits of insurance shall not be (2) The names and addresses of reduced by the amount of anyone who may suffer dam - this deductible. ages as a result of the act, error or omission. Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 5 of 15 b. If a claim is made or "suit" is brought b. Method of Sharing against any insured, you must: If all of the other insur- (1) immediately record the specifics "suit" ance permits contribu- tion by equal shares, of the claim or and the we will follow this date received; and method also. Under (2) Notify us as soon as practicable. this approach each in- surer contributes equal You must see to it that we receive amounts until it has written notice of the claim or "suit" as paid its applicable limit soon as practicable. of insurance or none of c. You and any other involved insured the loss remains, whichever comes first. must: (1) Immediately send us copies of If any of the other in - surance does not per- any demands, notices, sum- any mit contribution by or legal papers re- ceived in connection with the equal shares, w will contribute by limits. claim or "suit"; Under this method, (2) Authorize us to obtain records each insurer's share is based on the ratio of its and other information; applicable limit of in - (3) Cooperate with us in the investi- surance to the total ap- gation or settlement of the claim "suit'; plicable limits of insur- or defense against the ance of all insurers. and c. No Coverage (4) Assist us, upon our request, in the enforcement of any right This insurance shall not against any person or organiza tion which may be liable to the cover any loss for which the insured is insured because of an act, error entitled to recovery un - or omission to which this insur- der any other insur- ance may also apply. ance in force previous to the effective date of d. No insured will, except at that in- this Coverage Part. sured's own cost, voluntarily make a payment, assume any obligation, or e. Additional Definitions incur any expense without our con- As respects Employee Benefit Li - sent. ability Coverage, SECTION V - (2) Item 5. Other Insurance is de- DEFINITIONS is amended as fol- leted in its entirety and replaced lows.- ows:by bythe following: (1) The following definitions are 5. Other Insurance added: If other valid and collectible 1. "Administration" means: insurance is available to the a. Providing information to insured for a loss we cover .employees", including under this Coverage Part, our obligations are limited - their dependents and as follows: beneficiaries, with ye- spect to eligibility for or a. Primary Insurance scope of employee benefit programs"; This insurance is pri- mary except when c. b. Interpreting the "em - below applies. If this ployee"benefit pro - insurance is primary, grams; our obligations are not unless any of c. Handling records in affected the other insurance is connection with the "employee benefit pro - also primary. Then, we will share with all that grams"; or other insurance by the d. Effecting, continuing or method described in b. terminating any "em - below. ployee's" participation includes copyrighted material of Insurance Page 6 of 15 GA 233 02 07 Services Office, Inc., with its permission. GA 233 02 07 in any benefit included benefits, workers' com- in the "employee bene-pensation and disability fit program". benefits; and However, "administration" d. Vacation plans, includ- does not include: ing buy and sell pro - a. Handling payroll de grams; leave of ab- sence programs, in- ductions; or cluding military, mater - b. The failure to effect or nity, family, and civil leave; tuition assis- maintain any insurance or adequate limits of tance plans; transpor- coverage of insurance, tation and health club subsidies. including but not limited to unemployment in- (2) The following definitions are surance, social security deleted in their entirety and re - benefits, workers' com- placed by the following: and disability Eensation benefits. 21. "Suit" means a civil pro- ceeding in which money 2. "Cafeteria P damages because of an plan authorized by applica- act, error or omission to ble law to allow "employ- which this insurance applies ees" to elect to pay for cer- are alleged, "Suit" includes: tain benefits with pre-tax dollars. a. An arbitration pro- ceeding in which such 3. "Employee benefit Pro- damages are claimed grams" means a program and to which the in - providing some or all of the sured must submit or following benefits to "em- does submit with our ployees", whether provided consent; through a "cafeteria plan" or otherwise: b. Any other alternative dispute resolution pro- a. Grouplife insurance; ceeding in which such group accident or damages are claimed health insurance; den- and to which the In- tal, vision and hearing sured submits with our plans; and flexible consent; or spending accounts; provided that no one c. An appeal of a civil other than an "em- proceeding. ployee" may subscribe to such benefits and 8. "Employee" means a per - such benefits are made son actively employed, for - generally available to merly employed, on leave those "employees" who of absence or disabled, or "Employee" satisfy the plan's eligi- retired. in- "leased bility requirements; cludes a worker". "Employee" does not in - b. Profit sharing plans, clude a "temporary worker". employee savings plans, employee stock 2. Unintentional Failure to Disclose Haz- ownership plans, pen- ards sion plans and stock SECTION IV - COMMERCIAL GENERAL subscription plans, LIABILITY CONDITIONS, 7. Represen- provided that no one "em- tations is hereby amended by the addi- other than an tion of the following: ployee" may subscribe to such benefits and Based on our dependence upon your such benefits are made representations as to existing hazards, if generally available to unintentionally you should fail to disclose all "employees" who all such hazards at the inception date of are eligible under the your policy, we will not reject coverage plan for such benefits; under this Coverage Part based solely on c. Unemployment insur- such failure. ance, social security Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 7 of 15 3. Damage to Premises Rented to You e) Settling, cracking, shrinking or ex - a. The last Subparagraph of Paragraph pansion; or 2. SECTION I - COVERAGES, COVERAGE A. - BODILY INJURY t) Nesting or infesta- AND PROPERTY DAMAGE, 2. LI- tion, or discharge release of ABILITY Exclusions is hereby de- or leted and replaced by the following: waste products or secretions, by in - Exclusions c. through q. do not apply sects, birds, ro- to damage by fire, explosion, light- dents or other ning, smoke or soot to premises animals. while rented to you or temporarily occupied by you with permission of (b) Loss caused directly or indi- the owner. rectly by any of the follow- ing: b. The insurance provided under SEC- TION I - COVERAGES, COVERAGE 1) Earthquake, volcanic A. BODILY INJURY AND PROP- ERTY DAMAGE LIABILITY applies eruption, landslide or any other earth move - to "property damage" arising out of ment; water damage to premises that are 2) Water that backs up or both rented to and occupied by you. overflows from a (1) As respects Water Damage Le- sewer, drain or sump; gal Liability, as provided in 3) Water under the Paragraph 3.b. above: ground surface press - The exclusions under SECTION ing on, or flowing or - COVERAGES, COVERAGE seeping through: A. BODILY INJURY AND a) Foundations, PROPERTY DAMAGE LIABIL- walls, floors or ITY, 2. Exclusions, other than i. paved surfaces; War and the Nuclear Energy Liability Exclusion, are deleted b) Basements, and the following are added: whether paved or This insurance does not apply not; or to: c) Doors, windows or (a) "Property damage": other openings. 1) Assumed in any con- (c) Loss caused by or resulting from water that leaks or tract; or flows from plumbing, heat - 2) Loss caused by or re- ing, air conditioning, or fire sulting from any of the protection systems caused following: by or resulting from freez- ing, unless: a) Wear and tear; 1) You did your best to b) Rust, corrosion, maintain heat in the fungus, decay, building or structure; or deterioration, hid- den or latent de- 2) You drained the fect or any quality equipment and shut off in property that the water supply if the causes it to dam- heat was not main - age or destroy it- tained. self; (d) Loss to or damage to: C) Smog; 1) Plumbing, heating, air d) Mechanical conditioning, fire pro - breakdown in- tection systems, or cluding rupture or other equipment or ap- bursting caused pliances; or by centrifugal 2) The interior of any force; building or structure, or to personal property in the building or structure Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 8 of 15 caused by or resulting 5. from rain, snow, sleet or ice, whether driven by wind or not. c. Limit of Insurance The Damage to Premises Rented to You Limit as shown in the Declara- tions is amended as follows: (2) Paragraph 6. of SECTION III - LIMITS OF INSURANCE is hereby deleted and replaced by the following: 6. Subject to S. above, the Damage to Premises Rented to You Limit is the most we will pay under COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY, for damages because of "property damage" to premises while rented to you or temporarily occupied by you with permission of the owner, arising out of any one "occurrence" to which this insurance ap- plies. (3) The amount we will pay is lim- ited as described in Section B. Limits of Insurance, 3. Dam- age to Premises Rented to You of this endorsement. 4. Supplementary Payments Under SECTION I - COVERAGE, SUP- PLEMENTARY PAYMENTS - COVER- AGES A AND B: a. Paragraph 2. is replaced by the fol- lowing: Up to the limit shown in Section B. Limits of Insurance, 4.a. Bail Bonds of this endorsement for cost of bail bonds required because of accidents or traffic law violations arising out of the use of any vehicle to which the Bodily Injury Liability Coverage ap- plies. We do not have to furnish these bonds, b. Paragraph 4. is replaced by the fol- lowing: All reasonable expenses incurred by the insured at our request to assist us in the investigation or defense of the claim or "suit", including actual loss of earnings up to the limit shown in Section B. Limits of Insurance, 4.b. Loss of Earnings of this en- dorsement per day because of time off from work. Medical Payments The Medical Expense Limit of Any One Person as stated in the Declarations is amended to the limit shown in Section B. Limits of Insurance, 5. Medical Pay- ments of this endorsement. 6. Voluntary Property Damage and Care, Custody or Control Liability Coverage a. Voluntary Property Damage Cov- erage We will pay for "property damage" to property of others arising out of op- erations incidental to the insured's business when: (1) Damage is caused by the in- sured; or (2) Damage occurs while in the in- sured's possession. With your consent, we will make these payments regardless of fault. b. Care, Custody or Control Liability Coverage SECTION I - COVERAGES, COW ERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY, 2, Exclusions, J. Dama a to Pro ertyy, Subparagraphs (3), �4) and 5) do not apply to "property damage" to the property of others ,described therein. With respect to the insurance provided by this section of the endorsement, the fol- lowing additional provisions apply: a. The Limits of Insurance shown in the Declarations are replaced by the lim- its designated in Section B. Limits of Insurance, 6. Voluntary Property Damage and Care, Custody or Control Liability Coverage of this endorsement with respect to cover- age provided by this endorsement. These limits are inclusive of and not in addition to the limits being re- placed. The Limits of Insurance shown in Section B. Limits of Insur- ance, 6. Voluntary Property Dam- age and Care, Custody or Control Liability Coverage of this endorse- ment fix the most we will pay in any one "occurrence" regardless of the number of: (1) Insureds; (2) Claims made or "suits" brought; or (3) Persons or organizations mak- ing claims or bringing "suits". Includes copyrighted material of Insurance GA 233 02 07, Services Office, Inc., with its permission. Page 9 of 16 b. Deductible Clause 9. Automatic Additional Insured - Speci- fied Relationships (1) Our obligation to pay damages on your behalf applies only to a. The following is hereby added to the amount of damages for each SECTION II - WHO IS AN INSURED: "occurrence" which are in ex- cess of the deductible amount (1) Any person or organization de - stated in Section B. Limits of scribed in Paragraph 9.a.(2) Insurance, 6. Voluntary Prop- below (hereinafter referred to as erty Damage and Care, Cus- additional insured) whom you are required to add as an addi- tody or Control Liability Cov- erage of this endorsement. The tional insured under this Cover - limits of insurance will not be re- age Part by reason of: duced by the application of such (a) A written contract or deductible amount, agreement; or (2) Condition 2. Duties in the Event (b) An oral agreement or con - of Occurrence, Offense, Claim tract where a certificate of or Suit, applies to each claim or insurance showing that per - "suit" irrespective of the amount. son or organization as an (3) We may pay any part or all of additional insured has been the deductible amount to effect issued, settlement of any claim or "suit" is an insured, provided: and, upon notification of the ac- tion taken, you shall promptly (a) The written or oral contract reimburse us for such part of the or agreement is: deductible amount as has been paid by us. 1) Currently in effect or becomes effective 7. 180 Day Coverage for Newly Formed or during the policy pe - Acquired Organizations riod; and SECTION II - WHO IS AN INSURED is 2) Executed prior to an amended as follows: "occurrence" or offense to which isinsurance tl Subparagraph a. of Paragraph 4. is would a PP y' hereby deleted and replaced by the fol- lowing: (b) They are not specifically named as an additional in - a. Insurance under this provision is of P sured under any other pro - forded only until the 180th day after vision of, or endorsement you acquire or form the organization added to, this Coverage or the end of the policy period, Part. whichever is earlier; °gon 8. Waiver of Subr ati (2) Only the. following persons or organizations are additional in - SECTION IV - COMMERCIAL GENERAL sureds under this endorsement, LIABILITY CONDITIONS, 9. Transfer of and insurance coverage pro - vided to such additional in - Rights of Recovery Against Others to Us is hereby amended by the addition of sureds is' limited as provided the following: herein: We waive any right of recovery we may (a) The manager or lessor of a premises leased to you with have because of payments we make for injury or damage arising out of your on- whom you have agreed per going operations or "your work" done un- Paragraph 9.a.(1) above to der a written contract requiring such provide insurance, but only with respect to liability aris- waiver with that person or organization and included in the "products -completed ing out of the ownership, operations hazard". However, our rights "occur- maintenance or use of that part of a premises leased to may only be waived prior to the you, subject to the following rence" giving rise to the injury or damage for which we make payment under this additional exclusions: Coverage Part. The insured must do This insurance does not nothing after a loss to impair our rights. "suit" apply to: At our request, the insured will bring or transfer those rights to us and help us 1) Any "occurrence" enforce those rights. which takes place after Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 10 of 15 you cease to be a ten- c) Any physical or ant in that premises. chemical change in the product 2 Structural alterations, made intentionally new construction or by the vendor; demolition operations performed by or on be- d) Repackaging, un - half of such additional less unpacked insured. solely for the pur- pose of inspection, (b) Any person or organization demonstration, from which you lease testing, or the equipment with whom you substitution of have agreed per Paragraph parts under in - 9.a.(1) above to provide in- structions from the surance. Such person(s) or manufacturer, and organization(s) are insureds then repackaged solely with respect to their in the original liability arising out of the container; maintenance, operation or use by you of equipment e) Any failure to leased to you by such per- make such in- son(s) or organizations(s). spections, adjust - However, this insurance ments, tests or does not apply to any "oc- servicing as the currence" which takes place vendor has after the equipment lease agreed to make or expires. normally under- takes to make in (c) Any P g the usual course (referred to below as ven- of business, in dor) with whom you have connection with agreed per Paragraph the distribution or 9.a.(1) above to provide in- sale of the prod- surance, but only with re- ucts; spect to "bodily injury" or "property damage" arising Demonstration, in - out of "your products" which stallatfon, servic- are distributed or sold in the ing or repair op - regular course of the ven- erations, except dor's business, subject to such operations the following additional ex- performed at the clusions: vendor's premises in connection with 1 The insurance afforded the sale of the the vendor does not product; apply to: 9) Products which, a "Bodily injury" or Y 1 Y after distribution or "property damage" sale by you, have for which the ven- been labeled or dor is obligated to relabeled or used pay damages by as a container, reason of the as- part or ingredient sumption of liabil- of any other thing ity in a contract or or substance by or agreement. This for the vendor, exclusion does not apply to liability for 2) This insurance does damages that the not apply to any in - vendor would sured person or or - have in the ab- ganization: sence of the con- tract or agree- a) From whom you ment; have acquired such products, or b) Any express war- any ingredient, ranty unauthorized part or container, by you; entering into, ac - Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 11 of 15 GA 233 02 07 companying or 2) This insurance does containing such not apply to "bodily in - products; or jury' , "property dam- age" or "personal and b) When liability in- advertising injury" aris- cluded within the ing out of operations "products- performed for the state completed opera- or political subdivision. tions hazard" has been excluded (f) Any person or organization under this Cover- with which you have agreed age Part with re- per Paragraph 9.a.(1) spect to such above to provide insurance, products. but only with respect to li- ability arising out of "your d An state or political subdi (} Y P, work" performed for that vision with which you have additional insured by you or agreed per Paragraph on your behalf. A person or 9.a.(1) above to provide in- organization's status as an surance, subject to the fol- insured under this provision lowing additional provision: of this endorsement contin- This insurance applies only ues for only the period of time required by the written with respect to the following contract or agreement, but hazards for which the state or political subdivision has in no event beyond the ex - issued a permit in connec- piration date of this Cover - Part. If there is no tion with premises you own, age written contract or agree - rent or control and to which Ment, or if no period of time this insurance applies: is required by the written 1) The existence, mainte- contract or agreement, a nance, repair, con- person or organization's struction, erection, or status as an insured under removal of advertising this endorsement ends signs, awnings, cano- pies, cellar entrances, when your operations for that insured are completed. coal holes, driveways, manholes, marquees, (3) Any insurance provided to an additional insured designated hoist away openings, sidewalk vaults, street under Paragraph 9.a.(2): banners, or decora- (a) Subparagraphs (e) and (t) tions and similar expo- does not apply to "bodily sures; or injury" or "property damage 2) The construction, erec- included within the "prod - ucts-completed operations tion, or removal of ele- hazard"; vators-, or 3) The ownership, main- (b) Subparagraphs (a), (b), (d), (e) and (f) does not apply to tenance, or use of any elevators covered by bodily injury", 'property "personal this insurance. damage" or and advertising injury" arising (e) Any state or political subdi- out of the sole negligence vision with which you have or willful misconduct of the agreed per Paragraph additional insured or their "employees" 9.a.(1) above to provide in- agents, or any surance, subject to the fol- other representative of the lowing provisions: additional insured; or 1) This insurance applies (c) Subparagraph (f) does not only with respect to op- apply to "bodily injury", erations performed by "property damage' or "per - you or on your behalf sonal and advertising injury" for which the state or arising out of: political subdivision has 1) Defects in design fur - issued a permit. nished by or on behalf Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 12 of 15 of the additional in- spects any other insurance sured; or policy issued to the addi- tional insured, and such tional The renderingof or other insurance policy shall failure to render, any be excess and / or noncon- professional architec- tributing, whichever applies, tural, engineering or with this insurance. surveying services, in- cluding: (b) Any insurance provided by this endorsement shall be a) The preparing, primary to other insurance approving or fail- available to the additional ing to prepare or insured except: approve maps, shop drawings, 1) As otherwise provided opinions, reports, in SECTION IV surveys, field or- COMMERCIAL GEN- ders, change or- ERAL LIABILITY ders or drawings CONDITIONS, 5. Other and specifications; Insurance, b. Excess and Insurance; or b) Supervisory, in- 2) For any other valid and spection, archi- collectible insurance tectural or engi- available to the addi- neering activities. tional insured as an additional insured by 3 "Your work" for which a attachment of an en - consolidated (wrap-up) dorsement to another insurance program has insurance policy that is been provided by the written on an excess primecontractor-project basis. In such case, manager or owner of the coverage provided the construction project under this endorse - in which you are in- ment shall also be ex - volved. cess. b. Only with regard to insurance pro- (2) Condition 11. Conformance to vided to an additional insured desig- Specific Written Contract or nated under Paragraph 9.a.(2) Sub- Agreement is hereby added: paragraph (f) above, SECTION III - LIMITS OF INSURANCE is amended 11. Conformance to Specific to include: Written Contract or Agreement The limits applicable to the additional insured are those specified in the With respect to additional written contract or agreement or in insureds described in Para - the Declarations of this Coverage graph 9.a.(2)(f) above only: Part, whichever are less. If no limits If a written contract or are specified in the written contract or agreement, or if there is no written agreement between you contract or agreement, the limits ap- and the additional insured plicable to the additional insured are specifies that coverage for those specified in the Declarations of the additional insured: this Coverage Part. The limits of in- a. Be provided by the In- surance are inclusive of and not in surance Services Of - addition to the limits of insurance fice additional insured shown in the Declarations. form number CG 20 10 c. SECTION IV - COMMERCIAL GEN- or CG 20 37 (where ERAL LIABILITY CONDITIONS is edition specified); or hereby amended as follows: b. Include coverage for (1) Condition 5. Other Insurance is completed operations; amended to include: or (a) Where required by a written c. Include coverage for contract or agreement, this your work"; insurance is primary and / and where the limits or cov- or noncontributory as re- erage provided to the addi- Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 13 of 15 tional insured is more re- strictive than was specifi- cally required in that written contract or agreement, the terms of Paragraphs 9.a.(3)(a), 9.a.(3)(b) or 9.b. above, or any combination thereof, shall be interpreted as providing the limits or coverage required by the terms of the written contract or agreement, but only to the extent that such limits or coverage is included within the terms of the Coverage Part to which this endorse- ment is attached. If, how- ever, the written contract or agreement specifies the In- surance Services Office additional insured form number CG 20 10 but does not specify which edition, or specifies an edition that does not exist, Paragraphs 9.a.(3)(a) and 9.a.(3)(b) of this endorsement shall not apply and Paragraph 9.b. of this endorsement shall ap- ply. 10. Broadened Contractual Liability - Work Within 50' of Railroad Property It is hereby agreed that Paragraph f.(1) of Definition 12. "Insured contract" (SEC- TION V - DEFINITIONS) is deleted. 11. Property Damage to Borrowed Equip- ment a. The following is hereby added to Ex- clusion j. Damage to Property of Paragraph 2., Exclusions of SEC- TION I - COVERAGES, COVERAGE A. BODILY INJURY AND PROP- ERTY DAMAGE LIABILITY: Paragraphs (3) and (4) of this exclu- sion do not apply to tools or equip- ment loaned to you, provided they are not being used to perform opera- tions at the time of loss. b. With respect to the insurance pro- vided by this section of the en- dorsement, the following additional provisions apply: (1) The Limits of insurance shown in the Declarations are replaced by the limits designated in Sec- tion B. Limits of Insurance, 11. of this endorsement with respect to coverage provided by this endorsement. These limits are inclusive of and not in addition to the limits being replaced. The Limits of Insurance shown in Section B. Limits of Insurance, 11. of this endorsement fix the most we will pay in any one "oc- currence" regardless of the number of: (a) Insureds; (b) Claims made or "suits" brought; or (c) Persons or organizations making claims or bring "suits". (2) Deductible Clause (a) Our obligation to pay dam- ages on your behalf applies only to the amount of dam- ages for each "occurrence" which are in excess of the Deductible amount stated in Section B. Limits of Insur- ance, 11. of this endorse- ment. The limits of insur- ance will not be reduced by the application of such De- ductible amount. (b) Condition 2. Duties in the Event of Occurrence, Of- fense, Claim or Suit, ap- plies to each claim or "suit" irrespective of the amount. (c) We may pay any part or all of the deductible amount to effect settlement of any claim or "suit" and, upon notification of the action taken, you shall promptly reimburse us.for such part of the deductible amount as has been paid by us. 12. Employees as Insureds - Specified Health Care Services It is hereby agreed that Paragraph 2.a.(11)(d) of SECTION li - WHO IS AN INSURED, does not apply to your "em- ployees" who provide professional health care services on your behalf as duly li- censed: a. Nurses; b. Emergency Medical Technicians; or c, Paramedics. in the jurisdiction where an "occurrence" or offense to which this insurance applies takes place. 13. Broadened Notice of Occurrence Paragraph a. of Condition 2. Duties in the Event of Occurrence, Offense, Claim or Suit (SECTION IV - COMMER- CIAL GENERAL LIABILITY CONDI- Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 14 of 15 TIONS) is hereby deleted and replaced by the following: a. You must see to it that we are noti- fied as soon as practicable of an "occurrence" or an offense which may result in a claim. To the extent possible, notice should include: (1) How, when and where the "oc- currence" or offense took place; (2) The names and addresses of any injured persons and wit- nesses;and (3) The nature and location of any injury or damage arising out of the "occurrence" or offense. This requirement applies only when the 'occurrence" or offense is known to an "authorized representative". Includes copyrighted material of Insurance GA 233 02 07 Services Office, Inc., with its permission. Page 15 of 15 eTRAKiT Home I Setup an Account I Log In ConUacforV Username Password LOGIN ❑ REMEMBER ME Forgot Password Permits Apply Search Pay Fees Licenses Search Trade Licenses Search Public Works Inspections Schedule Cancel Elevators Search Elevators Violations Search Shopping Cart Pay All Fees Contact Contact us Page 1 of 1 Public Works Search :' Search Again Download Results Printable View A.M.E.Electric, Inc ( PWC -C-1 1544 116000, 02500 14 I AA I ACTIVEA M.E. Electric, Inc. I -- Page: 1 of 1 NO 4411 The Division of Building Safety, makes every effort to produce and publish the most current and accurate information possible. No warranties, expressed or implied, are provided for the data herein, its use, or its interpretation. Utilization of this website indicates understanding and acceptance of this statement. 1-800-955-3044, 1090 E Watertower St, Suite 150 Meridian ID 83642 HOME I CONTACT https://web.dbs.idaho.gov/eTRAKiT3/Custom/ldaho PublicWorksSearchRslts.aspx 12/17/2015 First; [Prevj :ails - License Number: PWC -C-11544 Info Fees $2,538.34 Registration #: PWC -C-11544 Issue: 10/23/2015 Expire: 11/30/2016 Type: PUBLIC WORKS Sub -Type: AA Status: ACTIVE Company: A.M.E. Electric, Inc. Phone: (208) 459-8959 Cell: (208) 965-5115 Pager: Fax: (208) 459-2243 Owner Name: Page: 1 of 1 NO 4411 The Division of Building Safety, makes every effort to produce and publish the most current and accurate information possible. No warranties, expressed or implied, are provided for the data herein, its use, or its interpretation. Utilization of this website indicates understanding and acceptance of this statement. 1-800-955-3044, 1090 E Watertower St, Suite 150 Meridian ID 83642 HOME I CONTACT https://web.dbs.idaho.gov/eTRAKiT3/Custom/ldaho PublicWorksSearchRslts.aspx 12/17/2015 IDSOS Viewing Business Entity Page 1 of 2 Lawerence Denney, Secretary of State [ New Search ] [ Back to Summary ] [ Get a certificate of existence for A.M.E. ELECTRIC INC. ] [ Monitor A.M.E. ELECTRIC, INC, business filings ] 3621 ARTHUR ST CALDWELL, ID 83605 Type of Business: CORPORATION, GENERAL BUSINESS Status: GOODSTANDING 25 Mar 1988 State of Origin: IDAHO Date of 25 Mar 1988 Origination/Authorization- Current Registered Agent: JAMIE WINTERS 3621 ARTHUR STREET CALDWELL, ID 83605 Organizational ID / Filing C86242 Number: Number of Authorized Stock 10000 Shares: Date of Last Annual Report: 16 Jan 2015 Annual Report Due: Mar 2016 Filed 25 Mar 1988 INCORPORATION Report for year 2015 ANNUAL REPORT Report for year 2014 ANNUAL REPORT Report for year 2013 ANNUAL REPORT Report for year 2012 ANNUAL REPORT Report for year 2011 ANNUAL REPORT Report for year 2010 ANNUAL REPORT Report for year 2009 ANNUAL REPORT Report for year 2008 ANNUAL REPORT Report for year 2007 ANNUAL REPORT Report for year 2006 ANNUAL REPORT [ Help Me Print/View TIFF ] View Image (PDF format) View Image (TIFF format) [ Help Me Print/View TIFF ] View Document Online View Document Online View Document Online View Document Online View Document Online View Document Online View Document Online View Image (PDF format) View Image (TIFF format) View Image (PDF format) View Image (TIFF format, View Image (PDF format) View Image (TIFF format) http://www.accessidaho.org/public/sos/corp/C86242.html 12/17/2015 IDSOS Viewing Business Entity Page 2 of 2 Report for year 2005 ANNUAL View Imaqe (PDF format) View REPORT Image (TIFF format) Report for year 2004 ANNUAL View Image(PDF format) View REPORT Imag�TIFF format) Report for year 2003 ANNUAL View Image(PDF format) View REPORT Imaqe (TIFF format) Report for year 2002 ANNUAL View Image (PDF format) View REPORT Image TIFF format) Report for year 2001 ANNUAL View Image (PDF format) View REPORT Image (TIFF format) Report for year 1999 ANNUAL View Image (PDF format) View REPORT Image (TIFF format) Report for year 1998 ANNUAL View Image (PDF formats View REPORT Image (TIFF format) Report for year 1997 ANNUAL View Image (PDF formai View REPORT Image (TIFF format) Report for year 1996 ANNUAL View Imaqe (PDF format) View REPORT Image (TIFF format) Report for year 1995 ANNUAL View Image (PDF format) View REPORT Image(TIFF format) Report for year 1994 ANNUAL View Image (PDF format) View REPORT Imaqe (TIFF format) Report for year 1993 ANNUAL View Image (PDF format) View REPORT Image (TIFF format) Report for year 1992 ANNUAL View Image (PDF format) View REPORT Image(TIFF format) Report for year 1991 ANNUAL View Imaqe (PDF format) View REPORT Image (TIFF formatl Report for year 1990 ANNUAL View Image (PDF format) View REPORT Image (TIFF format) Report for year 1989 ANNUAL View Imag�PDF format) View REPORT Imaqe (TIFF format) Report for year 1988 ANNUAL View Image (PDF format) View REPORT Image (TIFF formatl Idaho Secretary of State's Main Page State of Idaho Home Pa Comments, questions or suggestions can be emailed to: sosinfogsos.idaho.gov http://www.accessidaho.org/public/sos/corp/C86242.html 12/17/2015 H ro w �d a a< a ao w ao a ao ao O O O O O o u1 ul in r O O O o o1� W W W O to O O O O O N In In 11 -H m O 00 00 00 4-3 (1) >i i (d U E 4)�'a P, O M q i io 1n Ln to Lo H io ko C H U7 Ca' ko 0 00 1n N M M M bl •rl rl rl ri O m m O O In In to � O M M tO f� O ri rl rl 4) m W to r- O in In U1 yi m 00 In M M M M O W n m m m y1 q U to O m o w to UN ul H N N N u U W O O O O ('4 %D to w O O O 3 N o 0 o O O 11 i ri a O u1 u1 In u1 O N N N N o H H rl r -I b1 N o m m In m W 10 ri r -i ri I •,� i a N 1-) JJ A 41 N U I Q} I O U (1) U O 41 P4 fdd }4 41 d dd tsd 4-1 fdO N N 11 u D 44 o to P4 4 4) air 0 x 44-,1 4-1 0 w o o �4 fd ra P4 H� a �0 wN wN I urn 0 44 u H �Z 0 1 P4 ,-i a w N m t) m EPP4 A Au 0 w 3 Sa u°H L)i W �a N U A F 'd }-I rd d d •9 O 44 ri ri l0 l0 r-1 }� N N m m H f•1 O Ln Ln Ln Ln w 0 0 C. O O Cl (d M 0 H rl ri rl f -I U m H ro w �d Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 5N PROJECT NUMBER: ITEM TITLE: Service Agreement for Traffic Box Wrap Art Professional Service Agreement for Traffic Box Wrap Art - "Creature of a Faraway Land," by Grace Cooper at Eagle Road and St. Luke's Street MEETING NOTES 440 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS PROFESSIONAL SERVICES AGREEMENT FOR ARTWORK FOR TRAFFIC BOX COMMUNITY ART PROJECT This PROFESSIONAL SERVICES AGREEMENT FOR ARTWORK FOR TRAFFIC BOX ART PROJECT ("Agreement") is made this Ja day of January, 2016 ("Effective Date"), by and between the City Meridian}, a n nicipal corporation organized under the laws of the State of Idaho ("City"), and t. l �1 ("Contractor"), an individual person and parent or legal guardian PRINT NAME OF PARENT OR LEGAL NUARDIAN of Grace Cooper, a minor child ("Artist") WHEREAS, the City desires that public art will be a component of our community, and to that end, the Meridian Arts Commission ("MAC") issued the Call for Artists attached hereto as Exhibit A, seeking proposals for the inclusion of artwork in the Traffic Box Art Image Repository, a repository of images portraying artwork available for reproduction on vinyl wraps to be installed on traffic signal boxes in Meridian, with permission from the property owner Ada County Highway District, as part of the Traffic Box Community Art Project ("Project"), as a benefit to the public; WHEREAS, Artist submitted a response to the Call for Artists, which response included the Application and Acknowledgments and letter of intent attached hereto as Exhibit B; WHEREAS, on May 18, 2015, the Meridian Arts Commission reviewed the responses to the Call for Artists, recommended works appropriate for inclusion in the Traffic Box Art Image Repository based on their respectively submitted proposals, including the artwork submitted by Artist, and on June 9, 2015, Meridian City Council accepted such recommendation, creating the Traffic Box Art Image Repository via Resolution no. 15-1070; WHEREAS, MAC recommended to City Council that a piece of art entitled Creature of a Faraway Land, depicted in Exhibit C hereto ("Artwork"), created by Artist and included in the Traffic Box Art Image Repository, become an installation as part of the Project, and the Meridian City Council accepted MAC's recommendation; and WHEREAS, Artist and Contractor wish to participate in the Project by allowing the Artwork to be scanned and formatted in order to depict the Artwork on a vinyl wrap installation on a traffic control box, subject to the following terms and conditions; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, the Parties agree as follows: I. SCOPE. A. Delivery of Artwork; purpose. Contractor shall allow City to temporarily take possession of the original Artwork for the purpose of creating a digitabimage of the Artwork, printing such image on a vinyl wrap, and installing the vinyl wrap on one or more traffic control boxes in Meridian, Idaho. City shall not provide insurance to cover loss, theft, or damage of original Artwork and/or of Contractor's or Artist's person, property, or interests. Insurance of original Artwork shall be in Contractor's sole discretion and responsibility. Contractor shall bear any and all risks of and actual loss, theft, and/or damage to the original Artwork. B. License; alterations. Contractor grants to City an irrevocable license to digitally and/or photographically reproduce the image of the Artwork and to authorize third parties to do the same. Artist acknowledges and agrees that the process of photographing, digitizing, printing, and/or reproducing the image of Artwork on PROFESSIONAL SERVICES AGREEMENT — TRAFFIC BOX COMMUNITY ART PROJECT PAGE I of 9 a vinyl wrap or wraps may require that the image, or portions thereof, be cropped, resized, or otherwise altered in order to transfer the image of the original Artwork onto a traffic control box, or for other purpose, in City's sole discretion. C. Copyright. Neither Artist nor Contractor shall make any claim to the copyright of the Artwork. Contractor expressly waives any and all right, title, or interest in the images or products created using Artwork. Contractor understands that this waiver includes waivers of the exclusive rights of reproduction, adaptation, publication, and display. Contractor agrees to relinquish and waive any and all rights, title, and interest to the Artwork, images thereof, or images of any portion thereof, including, but not limited to, the rights afforded artists under the Copyright Act of 1976 and the Visual Arts Rights Act of 1990, Title 17 U.S.C. §§ 101 et seq. Contractor understands and agrees that the right of attribution and integrity, as specifically set forth in 17 U.S.C. § 106A, are hereby expressly waived except as otherwise provided herein. To the extent that the provisions of this Agreement differ with the Copyright Act of 1976 and Visual Arts Rights Act of 1990, the provisions of this Agreement will govern and any such differences in the rights and duties created thereunder are expressly waived. D. Limited edition. Contractor warrants and represents that the Artwork has never before been created, published, produced, reproduced, or copied; that Artist is the sole creator of the Artwork; and that Contractor, as Artist's parent or legal guardian, is the lawful owner of all rights in the Artwork and the content depicted therein. E. Ownership. City shall own the digital image created from Artwork and any portion or product thereof, including the vinyl wrap or wraps created therefrom. City shall also own the copyright to Artwork and any product or component thereof, including the vinyl wrap or wraps created therefrom. The installation location(s) of the vinyl wrap(s) created from Artwork, if any, will be selected in the City's sole discretion, and once installed, City or other duly authorized party may modify or remove, or allow modification or removal of same, in City's or other applicable agency's sole discretion. Contractor specifically waives the right to claim any remedy concerning the alteration of any image of Artwork or portion thereof, including the vinyl wrap or wraps created therefrom. City shall not be obligated by this Agreement to install any vinyl wrap or wraps featuring the digital image of Artwork or any portion thereof. F. Payment. City shall make total payment to Contractor for services rendered pursuant to this Agreement in the amount of three hundred dollars ($300.00). This payment shall constitute full compensation from City to Contractor and to Artist for any and all services, costs, and expenses related to services performed under this Agreement. Contractor and/or Artist shall be responsible for payment of any and all taxes due and owing for payment received under this Agreement. G. Photographs. Contractor consents to City's publication and/or use of any photographs or recordings of Artist, Artwork, or installations created using Artwork, for promotional purposes. II. TERMS AND CONDITIONS A. Acknowledgment. Contractor acknowledges that activity undertaken in conjunction with this Agreement presents risks, some of which are unknown, and agrees to assume all such risks. B. Indemnification; waiver. Contractor shall indemnify, save and hold harmless, release and forever discharge City and its agents and employees from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by Contractor, Artist, or City in the course of any activity associated with this Agreement not caused by or arising out of the tortious conduct of City, regardless of the manner by which such claim may be brought. PROFESSIONAL SERVICES AGREEMENT — UTILITY BOX WRAP PAGE 2 of 9 C. Relationship of Parties. Contractor is an independent contractor and is not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Contractor and City or between Contractor and any official, agent, or employee of City. D. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. G. Successors and assigns. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. H. Advice of attorney. Each party warrants and represents that in executing this Agreement, it has received independent legal advice from its attorneys or the opportunity to seek such advice. I. Compliance with law. Contractor and Artist shall comply with any and all applicable federal, state, and local laws. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part of hereof as if the exhibits were set forth in their entirety herein. K. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the V day of January, 2016. CONTACTOR: ARTIST: WE-- Grace o e Print Name Ca : z WE— � Parent or Guardian of Grace Cooper CITY OF MERIDIAN: BY: t Ta Mayor o,,, 'ra { City of »a ice lman, City Clerk a qtr PROFESSIONAL SERVICES AGREEMENT— TRAFFIC BO ebMMUNTTY AR=C' PROJECT PAGE 3 of 9 EXHIBIT A CALL FOR ARTISTS PROFESSIONAL SERVICES AGREEMENT— UTILITY BOX WRAP PAGE 4 of 9 Meridian Commission Call for Artists: TRAFFIC BOX ART IMAGE REPOSITORY OVERVIEW: The Meridian Arts Commission (MAC) seeks proposals of two-dimensional artwork to be added to a repository of images portraying artwork available for reproduction on a vinyl wrap to be installed on a traffic box in Meridian. As funding becomes available, MAC and/or a sponsoring partner may select a piece of artwork represented in the repository to reproduce as a vinyl wrap. A $300 stipend shall be available for artists whose work is selected for reproduction as a vinyl wrap to be installed on a traffic box, following execution of, and pursuant to, a written agreement with the City of Meridian and scanning of the original artwork portrayed in the selected image by City or City's selected vendor. ELIGIBILITY: The Traffic Box Art Image Repository is to include original artwork by artists who live or work in Idaho's Treasure Valley, created using any medium, so long as it can be represented in a high-resolution digital image without loss of integrity or quality. No artwork will be included in the repository which does not meet the selection criteria. Artists whose work is selected for reproduction as a vinyl wrap will be required to enter into a written agreement with the City setting forth specific terms and conditions of inclusion. Each person may submit up to ten (10) images for consideration; a maximum of two (2) images per person will be selected for inclusion in the repository. PROPOSAL REQUIREMENTS: An artist wishing to submit an image for inclusion in the digital repository must provide the following materials and information to MAC in order to be considered for inclusion in the digital repository: • Completed, signed Traffic Box Art Image Repository Application Et Acknowledgements form; • One-page letter of intent, including biography of the artist, on 8.5x11" sheet of 20 lb., white paper; and • Up to ten (10) digital images, in .jpg format, of original artwork proposed for inclusion in the digital repository, on a CD or jump drive; image file names must include artist's last name and artwork title. Materials submitted will not be returned. E-mailed submissions will not be accepted; materials must be submitted via U.S. Mail or in-person delivery, addressed to: Meridian Arts Commission Attn: Traffic Box Art Digital Repository Proposal 33 East Broadway Avenue Meridian ID 83642 DEADLINE: This call shall be open until 5:00 p.m. on Friday, May 1, 2015. SELECTION PROCESS: The selection of art for inclusion in the digital repository will be made by MAC. MAC will jury submissions at its regularly scheduled meetings, as they are received. MAC wilt notify selectees by letter sent U.S. Mail. In evaluating eligible proposals, the following factors will be considered: • Quality of work; • Appropriateness of subject and concept for a public space; • Consistency with City policy and community values; and • Contribution to aesthetic and cultural atmosphere of the Meridian community. Artwork will be deemed inappropriate which portrays: content which violates copyright or other known legal ownership interest, profanity, obscenity, indecency, violence, pornography; discrimination on the basis of race, creed, color, age, religion, gender, sexual orientation, or nationality; defamation or personal attacks. CONTACT MAC: Questions regarding this Call for Artists may be sent via e-mail to macCmeridiancity.org. APPLICATION MATERIALS PROFESSIONAL SERVICES AGREEMENT—UTILITY BOX WRAP PAGE 6 of 9 Application Et Acknowledgments: TRAFFIC BOX ART DIGITAL REPOSITORY Applicant: o Email address: iv " Ccs EA—'(D , , VkA Mailing address: 45oc) N,w i 1j©ws i de e est � �t Physical address: S Applicant phone: Day: Evening.* ell: ad VIPi Image title(s): 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. I hereby acknowledge the following stipulations and agree that if one of the images listed above is selected for inclusion in the Traffic Box Art Digital Repository, such inclusion shall occur subject to these general terms and conditions, as well as subject to other specific terms and conditions that shall be set forth in a separate, written Acceptance Agreement between myself and the City of Meridian. I specifically acknowledge and agree that: A. All artwork submitted with this proposal for consideration for inclusion in the digital repository is original work that I myself conceived and created in all respects. t� B. Before work represented in the digital repository may be installed as a vinyl traffic box wrap, I will be required to enter into a written agreement with the City of Meridian establishing the specific terms and conditions of such installation. No entitlement will issue or attach prior to negotiation and execution of such agreement. C. Before work represented in the repository may be installed as a vinyl traffic box wrap, I will be required to provide the original artwork from which the image was taken. If the original artwork is no longer in my possession, I will advise the Meridian Arts Commission so that the image may be removed from the digital repository as a potential option for installation as a vinyl wrap. D. Upon submission of artwork to the City of Meridian for consideration for inclusion in the digital repository, such submission is a public record, subject to the Idaho Public Records Act. a E. Artwork included in the digital repository may be removed from the repository, and/or the repository may be deleted or discontinued, without notice to the artist. F. The City seeks to encourage artistic expression and public dialogue, but must simultaneously ensure that persons of diverse ages and perspectives feel welcome and comfortable in public spaces. To this end, only artwork meeting the eligibility standards described in the Call for Artists shall be included in the digital repository. I acknowledge and understand, and submit my proposal subject to, each and all of these terms and conditions. `a F Signature: mt[ Date: b i / Grace Cooper Mrs. Johnston, Sawtooth Middle School 7th grade Beginning Art, Letter of Intent 4/29/15 The Creature of a Faraway Land When I made my piece of art, the Creature of a Faraway Land, I was hoping more people could enjoy an amazing creature with a unique personality and home. African Elephants are known for being intelligent, playful, and compassionate creatures. Their home in Africa is beautiful and unlike anything else a person will ever see. The world could do with more people like elephants, and maybe, by seeing this noble creature on a traffic box every time someone drives by, it will inspire people to be more like one themselves and to become interested In things that aren't just in their home place or native country, but throughout the world, My traffic box design includes bright colors and an entertaining display that will put people into a good imood as they drive or walk past it. It will interest people in individual ways and get imaginative juices flowing, helping make the world a little bit brighter each day. it's special because an elephant wouldn't commonly be seen in the state of Idaho. This piece helped me, and hopefully others, experience a world that I will probably never see. Grace Cooper Mrs. Johnston, Sawtooth Middle School 7th grade Beginning Art, Biography of the Artist 4/29/15 I am 13 years old and I go to Sawtooth Middle School. I have lived in Meridian my whole life. My family travels occasionally, but Hawaii is as far as I've been away from home. Having said that, I would like to add that I have experienced many different worlds and lands.How? Art lets me explore new boundaries and new thoughts. it has successfully been doing so since the second grade when I attempted to draw the covers of Magic Tree,House books. Then one day I stopped trying to recreate pieces that someone else had already breathed life into, and created my own individual style. I, enjoyed drawing and coloring my dogs, flowers, and birds. In the 51h grade 1 won a reflections contest in my school and then I won a teachers choice award in a small school art competition. Last year I got second in the Boise fair and the year before that I entered my Grandmother's fair in Minidoka County. In that fair I won two blue ribbons and a best of division. My mother has asked me several times in the past if I would ever want to take art lessons and I always told her no because I didn't want someone telling me how I had to make my art, but when I began art class in school at the beginning of the semester it wasn't anything I thought it would be. In class I have learned wonderful new technics and new ways for seeing things. I have also learned a new way of getting ideas. So far I have a very good experience with art class and am thinking of taking summer classes. None of this would be possible without my amazing teacher Mrs. Johnston. I also play sports like volleyball and basketball and while I enjoy other hobbies none of them speak to me the same way art does. Art cools me down and gets me in a better mood and it puts me in a new state of mind. Art lets me create a world of my own that is purely me. God has given me a gift that I intend to build on and improve, and maybe someday share with the world. ExMBiT C CREA T URE OFA FARA WA Y LAND PROFESSIONAL SERVICES AGREEMENT - TRAFFIC BOX COMMUNITY ART PROJECT PAGE 9 of 9 Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 50 PROJECT NUMBER: ITEM TITLE: Acceptance Agreements for Display of Artwork Acceptance Agreements for Display of Artwork in Initial Point Gallery, Meridian City Hall 1. Reba E. Robinson, January 8 to February 5, 2016 2. Michael Rusnack, January 8 to February 5, 2016 MEETING NOTES IS6 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL This ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL ("Agreement") is made on the -j day of January, 2016 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Reba E. Robinson, an individual person ("Artist"). (City and Artist may hereinafter be collectively referred to as "Parties.") WHEREAS, the City desires that public art will be a component of Meridian City Hall and to that end, the Meridian Arts Commission issued the Call to Artists attached hereto as Exhibit A, seeking proposals for the display of artwork in Initial Point Gallery, an art gallery on the third floor of Meridian City Hall, the address of which is 33 E. Broadway Ave., Meridian, Idaho ("Initial Point Gallery"); WHEREAS, in response to the Call to Artists, Artist did submit a proposal, comprised of the materials attached hereto as Exhibit B ("Proposal"), for the display of artwork in Initial Point Gallery; WHEREAS, on November 12, 2015, the Meridian Arts Commission ("Commission") reviewed the responses to the Call to Artists, selected Artist's work for display based on the Proposal, and recommended to the Meridian City Council that Artist's artwork, as depicted in the Proposal, be displayed in Initial Point Gallery; WHEREAS, at its regular meeting on December 1, 2015, the Meridian City Council adopted such recommendation and directed the Commission to work with Artist to establish a display of Artist's artwork in Initial Point Gallery; and WHEREAS, the Parties acknowledge that Meridian City Hall is primarily a place of public business, that Initial Point Gallery is a public place, and that while the City seeks to encourage artistic expression and public dialogue, the City must simultaneously ensure that Meridian City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable; 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: I. SCOPE OF SERVICES. Artist shall personally deliver to Initial Point Gallery, on January 8, 2016, at such time as is specified by the Arts & Culture Specialist, artwork which shall substantially conform to the description of such artwork set forth in Exhibit B hereto. Artist shall be responsible for hanging such artwork on January 8, 2016 at the direction of the Arts & Culture Specialist; shall allow the display of such work in Initial Point Gallery from January 8, 2016 through February 4, 2016, in accordance with the terms of this Agreement; and shall be responsible for removal of such artwork on February 5, 2016, at such time as is specified by the Arts & Culture Specialist. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 1 II. COMPENSATION AND SALE OF ARTWORK. A. No compensation. Artist shall display Artist's artwork in Initial Point Gallery at the pleasure of the Meridian City Council. City shall not provide compensation to Artist for services, work, and/or any activity undertaken pursuant to or related to this Agreement. B. Sale of artwork. Artist may, at the direction of and in the manner established by the Arts & Culture Specialist, passively offer the artwork on display in Initial Point Gallery for sale. No price shall be displayed on or be proximate to any piece on display in Initial Point Gallery. City personnel shall not facilitate in any way the sale of Artist's work; any transaction related to the sale of artwork shall be handled solely by Artist. Artist acknowledges the Commission's request that Artist voluntarily donate to the Commission twenty percent (20%) of proceeds from any artwork sold due to its display in Initial Point Gallery. Upon the sale of a piece of artwork on display in Initial Point Gallery, Artist may remove such artwork from the Gallery, provided that Artist replaces the removed piece with another piece of artwork within twenty-four (24) hours of such removal. Artist shall coordinate the removal, replacement, and/or substitution of any and all artwork with the Arts & Culture Specialist prior to such activity. III. TIME OF PERFORMANCE. Artist shall provide services described in this Agreement in a timely manner, as described herein. Artist acknowledges and agrees that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a default of this Agreement. IV. INSTALLATION. A. Coordination with Curator. Prior to the installation, removal, replacement, and/or substitution of the display in Initial Point Gallery or any portion or component thereof, Artist shall coordinate any and all such activity with the Arts & Culture Specialist. Artist shall be responsible for contacting the Arts & Culture Specialist between and to confirm details regarding the installation, removal, publicity, and promotion of the exhibit. Artist's failure to affirmatively contact the Arts & Culture Specialist as required by this paragraph shall constitute a default of this Agreement. B. Inspection of display. Prior to or after installation, the Arts & Culture Specialist and/or the City may inspect and/or review the artwork proposed by Artist for display in Initial Point Gallery to ensure compliance with all criteria set forth in the Call to Artists attached hereto as Exhibit A, and the Application and Acknowledgements Form attached hereto in Exhibit B, as well as to ensure that such artwork may be safely and appropriately displayed in Initial Point Gallery. If the Arts & Culture Specialist or the City concludes that the display or any portion or component thereof does not meet the criteria set forth in Exhibits A and B, does not reflect artwork as described and depicted in the Proposal set forth in Exhibit B, or cannot be safely and/or appropriately displayed in Initial Point Gallery, the Arts & Culture Specialist or the City may require the immediate removal of such artwork from Initial Point Gallery. Further, the Arts & Culture Specialist or the City ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 2 may require the immediate removal of such artwork from Initial Point Gallery where such removal serves the best interest of the City. V. DISPLAY. A. Original artwork. Artist warrants that any and all artwork provided by Artist for display in Initial Point Gallery shall be, and is, original work conceived and created by Artist. B. Photographs of artwork. City may photograph the artwork displayed in Initial Point Gallery, as City may desire for purposes of advertising, marketing, and public information. Where practicable and to the extent of City's authority, Artist shall be acknowledged on each such photograph to be the creator of the original subject thereof, provided that photographic reproductions of artwork shall not be identified as or represented to be the finished artwork. C. Use of Artist's name. Artist hereby conveys to City permission to use Artist's name for purposes of advertising, marketing, and public information, without violation of Artist's rights of privacy or any other rights Artist may possess under this Agreement, provided that City shall not use Artist's logo, if any, for any purpose without the express, written permission of Artist. D. Use of City's name. City hereby conveys to Artist permission to use City's name for purposes of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may possess under this Agreement, provided that Artist shall not use City's logo for any purpose without the express, written permission of the Mayor's Chief of Staff. E. Removal of artwork by City. City shall have the right to remove Artist's artwork from public display at any time and for any reason. Such removal may be temporary or permanent in nature. Where such artwork is or is intended to be removed from public display for longer than forty-eight (48) hours, City shall notify Artist in the manner set forth herein. While it is intended that Artist's artwork will be displayed in Initial Point Gallery for the period set forth herein, this period may be shortened by City for any reason, without notice to the Artist. F. Removal of artwork by Artist. Artist shall coordinate with the Arts & Culture Specialist the removal, replacement, and/or substitution of any and all artwork prior to such activity, whether such activity is necessary due to the sale of a piece or for any other reason. G. Simultaneous display. City may elect to display the work of more than one Artist or Organization in Initial Point Gallery at any time, at the City's sole discretion. The manner and arrangement of the display(s) in Initial Point Gallery shall be determined by the Arts & Culture Specialist. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 3 VI. INDEMNIFICATION, WAIVER, AND INSURANCE. A. Indemnification. Artist shall, and hereby does, indemnify, save, and hold harmless the City and any and all of its employees, agents, volunteers, and/or elected officials from any and all losses, claims, and judgments for damages or injury to persons or property, and from any and all losses and expenses caused or incurred by Artist or Artist's servants, agents, employees, guests, and/or invitees. B. Waiver. Artist shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. C. Insurance Artist's responsibility. City shall not provide insurance to cover loss, theft, or damage of artwork displayed in Initial Point Gallery or to cover any activity undertaken by Artist in the furtherance of Artists' rights or obligations described herein. Insurance of the artwork; of the Artist's person, property, or interests; and/or of the Artist's employees or agents shall be the sole responsibility of Artist. Artist shall obtain all necessary insurance as may be required in order to protect Artist's insurable interests for its rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or insurance of the artwork to be displayed in Initial Point Gallery. Artist shall bear any and all risks of, and actual, loss of, theft of, and/or damage to the artwork prepared for, transported to, transported from, installed or hung in, and/or displayed in Initial Point Gallery. VII. TERMINATION. A. Termination for cause. If City determines that Artist has failed to comply with or is in default of any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement; the other Party shall have the right to terminate the Agreement by providing written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have two (2) calendar days, not including Sundays or federal holidays, after the other party mails such notice to cure the default. If the default is not cured within such period, this Agreement shall be terminated immediately upon mailing of written notice of termination. B. Termination without cause. City may immediately terminate this Agreement for any reason at any time without prior notice to Artist. C. Termination upon death or incapacity of Artist. This Agreement shall automatically terminate upon the death or incapacity of Artist. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 4 D. Non -waiver. A waiver of any breach or default of any provision of this Agreement shall not be construed as a waiver of a breach of the same or any other provision hereof. VIII. GENERAL PROVISIONS. A. Relationship of Parties. It is the express intention of Parties that Artist is an independent party and not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Artist and City or between Artist and any official, agent, or employee of City. Both parties acknowledge that Artist is not an employee of City. Artist shall retain the right to perform services for others during the term of this Agreement. B. Compliance with law. Throughout the course of this Agreement, Artist shall comply with any and all applicable federal, state, and local laws. C. Non -Discrimination. In fulfilling or exercising any right or obligation under this Agreement, Artist shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory disability. D. Entire agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, and whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. G. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. H. Successors and assigns. Artist shall not subcontract or assign any of Artist's obligations under this Agreement that require or that may require Artist's artistic talent or expertise. Artist may subcontract or assign obligations that do not require Artist's artistic talent or expertise. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. ACCEPTANCE AGREEMENT INrrIAL POINT GALLERY DISPLAY PAGE 5 I. Notice. Any and all notice required to be provided by the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon mailing by United States Mail, addressed as follows: Artist: Reba E. Robinson 8827 Devonshire Ave Boise ID 83704 City Hillary Bodnar Arts & Culture Specialist 33 E. Broadway Ave. Meridian ID 83642 Either party may change its respective mailing address by giving written notice of such change in the manner herein provided. J. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. WN WITNESS WHEREOF, the parties hereto have executed this Agreement on this day of January, 2016. ARTIST: Reba E. Robinson CITY OF MERIDIAN: BY: Tammy de�,We d, Mayor . 7 Attest: ,, it,l of aycee H an, City Clerk 1 DIAT`�} s r SEALw ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 6 Meridian 1 Commission Call for Artists: 2016 INITIAL POINT GALLERY SERIES OVERVIEW: The Meridian Arts Commission (MAC) seeks proposals for the display of two-dimensional and/or three-dimensional artwork as part of the 2016 Initial Point Gallery Series, a series of one-month exhibitions in Initial Point Gallery. Initial Point Gallery is located on the third floor of Meridian City Hall (33 E. Broadway Avenue, Meridian, Idaho), and is open to the public during City working hours. Initial Point Gallery provides 120 feet of total wall space for hanging two- dimensional artwork, and four enclosed display cases for three-dimensional artwork. MAC requests that artists voluntarily donate to MAC 20% of proceeds from sales of art displayed in Initial Point Gallery. ELIGIBILITY: Two-dimensional works displayed in Initial Point Gallery must be comprised of professional -quality, ready -to -hang, original art; artwork on paper must be under glass or acrylic. Selectees must fill all or half of the gallery. Three- dimensional works may be of any medium, but must fit within the four supplied display cases. No artwork will be displayed which: cannot be safely hung or displayed using the gallery's equipment; requires unusual maintenance, handling, or security; or is disruptive or likely to offend the sensibilities of the general public. Each piece to be displayed will be evaluated for its compliance with these general requirements. Selectees will be asked to enter into an Acceptance Agreement with the City setting forth specific conditions of display. Selectees and invitees may reapply biennially and if selected again, 75% of the display must be artwork that has not been previously displayed in Initial Point Gallery. Small, informal groups of 2-4 artists are encouraged to propose an exhibition including all artists' work. PROPOSAL REQUIREMENTS: Artists or organizations wishing to display work in the 2016 Initial Point Gallery Series must provide the following materials and information to MAC in order to be considered for selection. • Completed, signed Application Et Acknowledgements form; • Letter of intent, including biography of the artist(s) or informational statement regarding organization; • 250 -word informational paragraph about the artist or organization (for use in gallery publicity if selected); • Five (5) digital images representational of the works proposed for display, on a CD (for organizations, each image must be of a different artist's work); and • $35 gallery maintenance fee (nonrefundable). Details and forms are available at the City's website, http://www.meridiancity.org or upon request. Limited assistance producing digital images may be available upon request. Materials submitted will not be returned. DEADLINE: All proposals must be received by MAC by 5:00 p.m. on Friday, October 16, 2015. SELECTION PROCESS: The selection of art for the 2016 Initial Point Gallery Series will be made by MAC. MAC will notify selectees by letter sent U.S. Mail. In evaluating eligible proposals, the following factors will be considered: • Quality of work; • Appropriateness of subject and concept for a functioning government workplace; • Consistency with City policy and community values; and • Contribution to aesthetic and cultural atmosphere of Meridian City Hall. RESOURCES PROVIDED UPON SELECTION: The City of Meridian will provide selected artists/ organizations with the following resources: • Volunteers to assist artist/ organization with installing and removing each piece of artwork; • Track system for hanging 2D art and four enclosed pedestals for 3D art; • Space for artist information and/or an information board; and • Publicity of the exhibit through City contacts, local media, and other informational forums. CONTACT MAC: By mail: Meridian Arts Commission Attn: Hillary Bodnar 33 East Broadway Avenue Meridian ID 83642 By e-mail: mac@meridiancity.org Meridian ComnIissi®n Appl i cat i on & Acknowledgments: 2016 INITIAL POINT GALLERY SERIES APPLICANT 00 V INFORMATION Check one: k I am submitting this application as an individual. I=ii I am submitting this application for this organization: [� I am sub 'ting this ap ioi for an informal group: Applicant: i Applicant E-mail: Tlorvl NhiIIngAdd rem P Physical Address: - , Applicant Phone: Day: — Evening: Cell: APPLICATION OVERVIEW: Check all that apply: [i I/ we propose to fill one half of Initial Point Gallery with two-dimensional artwork. JL we propose to fill the �n#ir it! I -Po' Gallery with two-dimensional artwork. I/we propose to fill qY3 tt of the display cases with 3D artwork Number of 2D pieces: _v Average size of 2D pieces: Number of 3D pieces: - Average size of 3D pieces o lw Proposed title or theme of ow: �'® �✓�/ C-i®/t/S AP CATION MATERIALS Id /,Completed, signed Application & Acknowledgements Form. (Informal groups: each artist must sign separate form.) �Biography of artist or informational statement regarding organization, no longer than one 8'/ x 11" page; A letter of intent, describing: a. Artist/ Organization/ Group's vision for and/or theme of the proposed display; b. Number, dimensions, prices, and medium or media utilized in the worksto be displayed; c Any publicity that the Artist/ Organization/ Group plansto undertake if selected; and/ or d Any atypical issues or challenges regarding hanging or display of the works proposed for display. Up to five digital images of work representational of the artist's/organization/ group'swork on a CD, resolution of 300 dpi at a minimum size of W, in .jpg format. Materials submitted will not be returned. Damaged or non- compliant CDs and/or images will not be considered. Images will not be accepted via e-mail. i -i $35 gallery maintenance fee, check made payable to the Meridian Arts Commission. Thisfee is nonrefundable, DISPLAY INFORMATION: Initial Point Gallery is equipped with a track system for hanging two-dimensional artwork. Two-dimensional artwork will be hung from cables, using hooks, and therefore must be equipped with two D rings (fig. 1) on the side rails on the back of the frame (fig. 2). The inside of each D ring must allow a space of at least one-quarter inch (%") for insertion of the hooks; any wire constricting this space must be removed. The D rings should be approximately a quarter of the distance of the total frame height from the top of the frame in order to avoid slanting away from the wall. Wires, eyehooks, and clip frames may not be used for hanging. Initial Point Gallery also provides four display cases, each with different dimensions (fig. 3), for displaying three-dimensional artwork, 2• FIG. 3. 3DARr DTiAY CAms LVii► O 1 -! I� ly L: �e-�c„r,_o,.`-, hereby acknowledge the following stipulations and agree that if this proposal is selibted for display at"initial Point Gallery, such display shall occur subject to these general terms and conditions, as well as subject to other specific terms and conditionsthat shall be set forth in a separate, written Acceptance Agreement between myself and the City of Meridian. I specifically acknowledge that: A. Before my work will be displayed in Initial Point Gallery, I will be required to enter into an Acceptance Agreement with the City of Meridian establishing the specific terms and conditions of the display of the particular works displayed. B. If my work is selected for display in Initial Point Gallery, the City of Meridian and its agentswill exercise professional care in handling and securing all artwork displayed in Initial Point Gallery, but cannot and will not assume liability for any loss or damage. C. Any insurance of the artwork displayed in Initial Point Gallery shall be the sole responsibility of the artist. The Qty of Nbridian shall not provide insurance to cover loss, theft, or damage of artwork displayed in Initial Point Gallery. D. While artwork displayed in Initial Point Gallery may be passively offered for sale by means of an informational table, board, or handout as provided or allowed by the Qty of Meridian, no piece displayed in Initial Point Gallery may have a visible price tag. E While it is intended that each exhibit in Initial Point Gallery will be displayed for a one- to two-month period, this period may be shortened by the Qty of Meridian for any reason, without notice to the artist or organization. F. The Qty may display the work of more than one artist or organization in Initial Point Gallery at any time, at the City's sole discretion. G. Artwork submitted for display in Initial Point Gallery must be original works conceived and created by the artist (or by artist members of the organization) submitting this application. 10 0 H. Meridian Qty Hall is primarily a place of public business and Initial Point Gallery is a public place. The City seeks to encourage artistic expression and public dialogue, but must simultaneously ensure that City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable. To this end, only artists and artwork meeting the eligibility standards described in the Call for Artists and following the terms set forth in the Acceptance Agreement shall be displayed in Initial Point Gallery. I do acknowledge and understand each I of the foregoing stipulations and do agree to these general terms and conditions. A Signature: , _ _ Print name: y * Parent Signature - If Applicant is Under 18: Date: r To propose an exhibition in Initial Point Gallery, please submit thisform, completed in full, with the required materials and fee, via U.& mail, to: Meridian Arts Commission Attn: Hillary Bodnar 33 East Broadway Avenue Meridian ID 83642 Thank you for your interest! Meridian, Commission Reba E. Robinson 8827 Devonshire Ave Boise Idaho BIOGRAPHY I was born in a small rural area of north central Oklahoma. I began my public school education in a small two -room schoolhouse in a logging camp in California. I have lived in Idaho for over fifty years graduating from Mt. Home Idaho and attending the University of Idaho before moving to Honolulu, Hawaii. There I taught and continued my art education. I returned to Idaho and graduated from Boise State University in 1981 with a fine arts degree with a double major in painting and history. I continue to work, create, and volunteer in the Treasure Valley while exploring the area. Reba E. Robinson 8827 Devonshire Ave. Boise Idaho 83704 INFORMATIONAL PARAGRAPH (about the artist) Oct. 2015 Reba has lived, worked, played, traveled, and camped, while raising a family in the pacific North West, for over half a century. She has lived in the canyon lands of Idaho, the redwoods of California and the mountains of both. She has worked as a teacher in Mt. Home (where she graduated from high school), Honolulu, Hawaii and Boise. Traveling and camping throughout the region in state and national parks has been a prolonged endeavor throughout Reba's childhood and adult life. It has been a source of inspiration for all of the various forms of her artistic exploration. Reba deals with paradox, the figure and the landscape to express universals built upon strength and fragility woven together by the hand, heart and mind. The process is a never-ending search for the numinous quality that resides in the responsiveness of clay and paper. Her earliest work was in graphite and charcoal and has been a constant method included in two and three- dimensional compositions. Reba makes use of many processes, some of which were inspired by her grandmother and the box of crochet hooks and knitting needles that were inherited by her over twenty ears ago from her maternal Grandmother. As Reba researched some of the smallest life forms, diatoms, she was reminded of the stories and needlework, which her Grandmother had shared with her as a child. They became incorporated in the techniques and content of this body of work. Reba E. Robinson 8827 Devonshire Ave. Boise Idaho, 83704 Initial Point Gallery Proposal Letter of intent Oct. 11, 2015 The theme I propose is connections. I create ceramic and mixed media sculptures that celebrate women while referencing our environment and the spirit of the west. I intend to display a total of eleven sculptures in both singular and group configurations, making use of all four display cases: 1. A grouping of five porcelain and mixed media works measuring 30" h, 21 "w, 20"d. from the Figure and Landscape Series -$300 each. 2. A single sculpture measuring 15" h, 18" w, 14" d. From the Heritage Series - $700. 3. A single sculpture measuring 30"h, 21" w. 20" d. from the Footnotes and Landmarks Series- $700. 4. A grouping of three mixed media porcelain bowls measuring 15"h, 24" w, 8" d. from the Figure and Landscape Series -- $300 each. 5. All configurations would be raised on a glass brick base. b. Media includes high fired, low fired, pit fired and raku fired clay. 7. Materials include porcelain, earthenware glazes, glass,,fiber, permanent marker, gilding, acrylic and found objects. 8. Publicized by e-mail and hand written invitation. 0 -.4 Ai, A di ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL This ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL ("Agreement") is made on the I_ day of January, 2016 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Michael Rusnack, an individual person ("Artist"). (City and Artist may hereinafter be collectively referred to as "Parties.") WHEREAS, the City desires that public art will be a component of Meridian City Hall and to that end, the Meridian Arts Commission issued the Call to Artists attached hereto as Exhibit A, seeking proposals for the display of artwork in Initial Point Gallery, an art gallery on the third floor of Meridian City Hall, the address of which is 33 E. Broadway Ave., Meridian, Idaho ("Initial Point Gallery"); WHEREAS, in response to the Call to Artists, Artist did submit a proposal, comprised of the materials attached hereto as Exhibit B ("Proposal"), for the display of artwork in Initial Point Gallery; WHEREAS, on November 12, 2015, the Meridian Arts Commission ("Commission") reviewed the responses to the Call to Artists, selected Artist's work for display based on the Proposal, and recommended to the Meridian City Council that Artist's artwork, as depicted in the Proposal, be displayed in Initial Point Gallery; WHEREAS, at its regular meeting on December 1, 2015, the Meridian City Council adopted such recommendation and directed the Commission to work with Artist to establish a display of Artist's artwork in Initial Point Gallery; and WHEREAS, the Parties acknowledge that Meridian City Hall is primarily a place of public business, that Initial Point Gallery is a public place, and that while the City seeks to encourage artistic expression and public dialogue, the City must simultaneously ensure that Meridian City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable; 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: I. SCOPE OF SERVICES. Artist shall personally deliver to Initial Point Gallery, on January 8, 2016, at such time as is specified by the Arts & Culture Specialist, artwork which shall substantially conform to the description of such artwork set forth in Exhibit B hereto. Artist shall be responsible for hanging such artwork on January 8, 2016 at the direction of the Arts & Culture Specialist; shall allow the display of such work in Initial Point Gallery from January 8, 2016 through February 4, 2016, in accordance with the terms of this Agreement; and shall be responsible for removal of such artwork on February 5, 2016, at such time as is specified by the Arts & Culture Specialist. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE I IL COMPENSATION AND SALE OF ARTWORK. A. No compensation. Artist shall display Artist's artwork in Initial Point Gallery at the pleasure of the Meridian City Council. City shall not provide compensation to Artist for services, work, and/or any activity undertaken pursuant to or related to this Agreement. B. Sale of artwork. Artist may, at the direction of and in the manner established by the Arts & Culture Specialist, passively offer the artwork on display in Initial Point Gallery for sale. No price shall be displayed on or be proximate to any piece on display in Initial Point Gallery. City personnel shall not facilitate in any way the sale of Artist's work; any transaction related to the sale of artwork shall be handled solely by Artist. Artist acknowledges the Commission's request that Artist voluntarily donate to the Commission twenty percent (20%) of proceeds from any artwork sold due to its display in Initial Point Gallery. Upon the sale of a piece of artwork on display in Initial Point Gallery, Artist may remove such artwork from the Gallery, provided that Artist replaces the removed piece with another piece of artwork within twenty-four (24) hours of such removal. Artist shall coordinate the removal, replacement, and/or substitution of any and all artwork with the Arts & Culture Specialist prior to such activity. III. TIME OF PERFORMANCE. Artist shall provide services described in this Agreement in a timely manner, as described herein. Artist acknowledges and agrees that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a default of this Agreement. IV. INSTALLATION. A. Coordination with Curator. Prior to the installation, removal, replacement, and/or substitution of the display in Initial Point Gallery or any portion or component thereof, Artist shall coordinate any and all such activity with the Arts & Culture Specialist. Artist shall be responsible for contacting the Arts & Culture Specialist between and to confirm details regarding the installation, removal, publicity, and promotion of the exhibit. Artist's failure to affirmatively contact the Arts & Culture Specialist as required by this paragraph shall constitute a default of this Agreement. B. Inspection of display. Prior to or after installation, the Arts & Culture Specialist and/or the City may inspect and/or review the artwork proposed by Artist for display in Initial Point Gallery to ensure compliance with all criteria set forth in the Call to Artists attached hereto as Exhibit A, and the Application and Acknowledgements Form attached hereto in Exhibit B, as well as to ensure that such artwork may be safely and appropriately displayed in Initial Point Gallery. If the Arts & Culture Specialist or the City concludes that the display or any portion or component thereof does not meet the criteria set forth in Exhibits A and B, does not reflect artwork as described and depicted in the Proposal set forth in Exhibit B, or cannot be safely and/or appropriately displayed in Initial Point Gallery, the Arts & Culture Specialist or the City may require the immediate removal of such artwork from Initial Point Gallery. Further, the Arts & Culture Specialist or the City ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 2 may require the immediate removal of such artwork from Initial Point Gallery where such removal serves the best interest of the City. V. DISPLAY. A. Original artwork. Artist warrants that any and all artwork provided by Artist for display in Initial Point Gallery shall be, and is, original work conceived and created by Artist. B. Photographs of artwork. City may photograph the artwork displayed in Initial Point Gallery, as City may desire for purposes of advertising, marketing, and public information. Where practicable and to the extent of City's authority, Artist shall be acknowledged on each such photograph to be the creator of the original subject thereof, provided that photographic reproductions of artwork shall not be identified as or represented to be the finished artwork. C. Use of Artist's name. Artist hereby conveys to City permission to use Artist's name for purposes of advertising, marketing, and public information, without violation of Artist's rights of privacy or any other rights Artist may possess under this Agreement, provided that City shall not use Artist's logo, if any, for any purpose without the express, written permission of Artist. D. Use of City's name. City hereby conveys to Artist permission to use City's name for purposes of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may possess under this Agreement, provided that Artist shall not use City's logo for any purpose without the express, written permission of the Mayor's Chief of Staff. E. Removal of artwork by City. City shall have the right to remove Artist's artwork from public display at any time and for any reason. Such removal may be temporary or permanent in nature. Where such artwork is or is intended to be removed from public display for longer than forty-eight (48) hours, City shall notify Artist in the manner set forth herein. While it is intended that Artist's artwork will be displayed in Initial Point Gallery for the period set forth herein, this period may be shortened by City for any reason, without notice to the Artist. F. Removal of artwork by Artist. Artist shall coordinate with the Arts & Culture Specialist the removal, replacement, and/or substitution of any and all artwork prior to such activity, whether such activity is necessary due to the sale of a piece or for any other reason. G. Simultaneous display. City may elect to display the work of more than one Artist or Organization in Initial Point Gallery at any time, at the City's sole discretion. The manner and arrangement of the display(s) in Initial Point Gallery shall be determined by the Arts & Culture Specialist. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 3 VI. INDEMNIFICATION, WAIVER, AND INSURANCE. A. Indemnification. Artist shall, and hereby does, indemnify, save, and hold harmless the City and any and all of its employees, agents, volunteers, and/or elected officials from any and all losses, claims, and judgments for damages or injury to persons or property, and from any and all losses and expenses caused or incurred by Artist or Artist's servants, agents, employees, guests, and/or invitees. B. Waiver. Artist shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. C. Insurance Artist's responsibility. City shall not provide insurance to cover loss, theft, or damage of artwork displayed in Initial Point Gallery or to cover any activity undertaken by Artist in the furtherance of Artists' rights or obligations described herein. Insurance of the artwork; of the Artist's person, property, or interests; and/or of the Artist's employees or agents shall be the sole responsibility of Artist. Artist shall obtain all necessary insurance as may be required in order to protect Artist's insurable interests for its rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or insurance of the artwork to be displayed in Initial Point Gallery. Artist shall bear any and all risks of, and actual, loss of, theft of, and/or damage to the artwork prepared for, transported to, transported from, installed or hung in, and/or displayed in Initial Point Gallery. VII. TERMINATION. A. Termination for cause. If City determines that Artist has failed to comply with or is in default of any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement; the other Party shall have the right to terminate the Agreement by providing written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have two (2) calendar days, not including Sundays or federal holidays, after the other party mails such notice to cure the default. If the default is not cured within such period, this Agreement shall be terminated immediately upon mailing of written notice of termination. B. Termination without cause. City may immediately terminate this Agreement for any reason at any time without prior notice to Artist. C. Termination upon death or incapacity of Artist. This Agreement shall automatically terminate upon the death or incapacity of Artist. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 4 D. Non -waiver. A waiver of any breach or default of any provision of this Agreement shall not be construed as a waiver of a breach of the same or any other provision hereof. VIII. GENERAL PROVISIONS. A. Relationship of Parties. It is the express intention of Parties that Artist is an independent party and not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Artist and City or between Artist and any official, agent, or employee of City. Both parties acknowledge that Artist is not an employee of City. Artist shall retain the right to perform services for others during the term of this Agreement. B. Compliance with law. Throughout the course of this Agreement, Artist shall comply with any and all applicable federal, state, and local laws. C. Non -Discrimination. In fulfilling or exercising any right or obligation under this Agreement, Artist shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory disability. D. Entire agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, and whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. G. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. H. Successors and assigns. Artist shall not subcontract or assign any of Artist's obligations under this Agreement that require or that may require Artist's artistic talent or expertise. Artist may subcontract or assign obligations that do not require Artist's artistic talent or expertise. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 5 I. Notice. Any and all notice required to be provided by the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon mailing by United States Mail, addressed as follows: Artist: City Michael Rusnack Hillary Bodnar 9833 West Lanktree Gulch Road Arts & Culture Specialist Star ID 83669 33 E. Broadway Ave. Meridian ID 83642 Either party may change its respective mailing address by giving written notice of such change in the manner herein provided. J. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. y_—IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this day of January, 2016. ARTIST: Michael Rusnack CITY OF BY:� _s Tammy de rd, Mayor a city of Attest: Q� )TA NN ti \ AA110 Jaycee Ho an, City Clerk S EAL ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 6 Exhibit A Meridian Commission Call for Artists: 2016 INITIAL POINT GALLERY SERIES OVERVIEW: The Meridian Arts Commission (MAC) seeks proposals for the display of two-dimensional and/or three-dimensional artwork as part of the 2016 Initial Point Gallery Series, a series of one-month exhibitions in Initial Point Gallery. Initial Point Gallery is located on the third floor of Meridian City Hall (33 E. Broadway Avenue, Meridian, Idaho), and is open to the public during City working hours. Initial Point Gallery provides 120 feet of total wall space for hanging two- dimensional artwork, and four enclosed display cases for three-dimensional artwork. MAC requests that artists voluntarily donate to MAC 20% of proceeds from sales of art displayed in Initial Point Gallery. ELIGIBILITY: Two-dimensional works displayed in Initial Point Gallery must be comprised of professional -quality, ready -to -hang, original art; artwork on paper must be under glass or acrylic. Selectees must fill all or half of the gallery. Three- dimensional works may be of any medium, but must fit within the four supplied display cases. No artwork wilt be displayed which: cannot be safely hung or displayed using the gallery's equipment; requires unusual maintenance, handling, or security; or is disruptive or likely to offend the sensibilities of the general public. Each piece to be displayed will be evaluated for its compliance with these general requirements. Selectees will be asked to enter into an Acceptance Agreement with the City setting forth specific conditions of display. Selectees and invitees may reapply biennially and if selected again, 75% of the display must be artwork that has not been previously displayed in Initial Point Gallery. Small, informal groups of 2-4 artists are encouraged to propose an exhibition including all artists' work. PROPOSAL REQUIREMENTS: Artists or organizations wishing to display work in the 2016 Initial Point Gallery Series must provide the following materials and information to MAC in order to be considered for selection. • Completed, signed Application £t Acknowledgements form; • Letter of intent, including biography of the artist(s) or informational statement regarding organization; • 250 -word informational paragraph about the artist or organization (for use in gallery publicity if selected); • Five (5) digital images representational of the works proposed for display, on a CD (for organizations, each image must be of a different artist's work); and • $35 gallery maintenance fee (nonrefundable). Details and forms are available at the City's website, http://www.meridiancity.org or upon request. Limited assistance producing digital images may be available upon request. Materials submitted will not be returned. DEADLINE: All proposals must be received by MAC by 5:00 p.m. on Friday, October 16, 2015. SELECTION PROCESS: The selection of art for the 2016 Initial Point Gallery Series will be made by MAC. MAC wilt notify selectees by letter sent U.S. Mail. In evaluating eligible proposals, the following factors will be considered: • Quality of work; • Appropriateness of subject and concept for a functioning government workplace; • Consistency with City policy and community values; and • Contribution to aesthetic and cultural atmosphere of Meridian City Hall. RESOURCES PROVIDED UPON SELECTION: The City of Meridian will provide selected artists/ organizations with the following resources: • Volunteers to assist artist/ organization with installing and removing each piece of artwork; • Track system for hanging 2D art and four enclosed pedestals for 3D art; • Space for artist information and/or an information board; and • Publicity of the exhibit through City contacts, local media, and other informational forums. CONTACT MAC: By mail: Meridian Arts Commission Attn: Hillary Bodnar 33 East Broadway Avenue Meridian ID 83642 By e-mail: mac@meridiancity.org Exhibit B Meridian Commission Application £t Acknowledgments: 2016 INITIAL POINT GALLERY SERIES APPLICANT CONTACT INFORMATION Check one: q I am submitting this application as an individual. ❑ 1 am submitting this application for this organization: ❑ 1 am submitting this application for an informal group: Applicant: Michael Rusnack Applicant E-mail: J31h Mailing Address: 983 Physical Address: Sim Applicant Phone: Day: Evening: Cell: APPLICATION OVERVIEW: Check all that apply: ❑ I/we propose to fill one half of Initial Point Gallery with two-dimensional artwork. IR I/we propose to fill the entire Initial Point Gallery with two-dimensional artwork. ❑ I/we propose to fill 01 02 03 114 of the display cases with 3D artwork Number of 2D pieces: 2D-25 Average size of 2D pieces: I sX20 Number of 3D pieces: Average size of 3D pieces: Proposed title or theme of show: Landscapes APPLICATION MATERIALS: D4 Completed, signed Application If Acknowledgements Form. (Informal groups: each artist must sign separate form.) PQ Biography of artist or informational statement regarding organization, no longer than one 8'/2 x 11" page; IR A letter of intent, describing: a. Artist/Organization/Group's vision for and/or theme of the proposed display; b. Number, dimensions, prices, and medium or media utilized in the works to be displayed; c. Any publicity that the Artist/Organization/Group plans to undertake if selected; and/or d. Any atypical issues or challenges regarding hanging or display of the works proposed for display. Up to five digital images of work representational of the artist's/organization/group's work on a CD, resolution of 300 dpi at a minimum size of 5x7", in .jpg format. Materials submitted will not be returned. Damaged or non- compliant CDs and/or images will not be considered. Images will not be accepted via e-mail. ER $35 gallery maintenance fee, check made payable to the Meridian Arts Commission. This fee is nonrefundable. DISPLAY INFORMATION: Initial Point Gallery is equipped with a track system for hanging two-dimensional artwork. Two-dimensional artwork will be hung from cables, using hooks, and therefore must be equipped with two D rings (fig. 1) on the side rails on the back of the frame (fig. 2). The inside of each D ring must allow a space of at least one-quarter inch (�/,") for insertion of the hooks; any wire constricting this space must be removed. The D rings should be approximately a quarter of the distance of the total frame height from the top of the frame in order to avoid slanting away from the wall. Wires, eyehooks, and clip frames may not be used for hanging. Initial Point Gallery also provides four display cases, each with different dimensions (fig. 3), for displaying three-dimensional artwork. 'rn3 �%t-..»•.._ n'i,itct•:�•.•.�.•.. s?r'h-Y u�_,rr.•,•� Yee...-;t•__.xt.. 1 I ACKNOWLEDGMENTS: I, Michael Rusnack , hereby acknowledge the following stipulations and agree that if this proposal is selected for display at Initial Point Gallery, such display shall occur subject to these general terms and conditions, as well as subject to other specific terms and conditions that shall be set forth in a separate, written Acceptance Agreement between myself and the City of Meridian. I specifically acknowledge that: _Ua A. Before my work will be displayed in Initial Point Gallery, I will be required to enter into an Acceptance INITIAL Agreement with the City of Meridian establishing the specific terms and conditions of the display of the particular works displayed. _pQ,g, B. If my work is selected for display in Initial Point Gallery, the City of Meridian and its agents will INITIAL exercise professional care in handling and securing all artwork displayed in Initial Point Gallery, but cannot and will not assume liability for any loss or damage. hAR C. Any insurance of the artwork displayed in Initial Point Gallery shall be the sole responsibility of the IN 1AAL artist. The City of Meridian shall not provide insurance to cover loss, theft, or damage of artwork displayed in Initial Point Gallery. -MR D. While artwork displayed in Initial Point Gallery may be passively offered for sale by means of an informational table, board, or handout as provided or allowed by the City of Meridian, no piece displayed in Initial Point Gallery may have a visible price tag. _M E. While it is intended that each exhibit in Initial Point Gallery will be displayed for a one- to two-month INITIAL period, this period may be shortened by the City of Meridian for any reason, without notice to the artist or organization. rIL F. The City may display the work of more than one artist or organization in Initial Point Gallery at any time, at the City's sole discretion. G. Artwork submitted for display in Initial Point Gallery must be original works conceived and created I Mf RL -by the artist (or by artist members of the organization) submitting this application. MR H. Meridian City Hall is primarily a place of public business and Initial Point Gallery is a public place. The INITIAL City seeks to encourage artistic expression and public dialogue, but must simultaneously ensure that City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable. To this end, only artists and artwork meeting the eligibility standards described in the Call for Artists and following the terms set forth in the Acceptance Agreement shall be displayed in Initial Point Gallery. 1 do acknowledge and understand each and at[ of the foregoing stipulations and do agree to these general terms and conditions. Signature: 7014G Print name: MirhaPl Rusnnrk " Parent Signature - if Applicant is Under 18: Date: 8 October 2015 To propose an exhibition in Initial Point Gallery, please submit this form, completed in full, with the required materials and fee, via U.S, mail, to: Meridian Arts Commission Attn: Hillary Bodnar 33 East Broadway Avenue Meridian ID 83642 Thank you for your interest! MeridiatnCorn mission ABOUT THE ARTIST A degreed engineer, Michael Rusnack finds his creative outlet through painting. Experiences in stage set design set him on a path of study in England, where he discovered oil and watercolor painting, and Italy, where he immersed himself in sculpting, rooting his future development as an artist in a trust of the senses and a deep appreciation of art history. His work is influenced by water colorist Dwight Williams, plein air painter Fred Choate, and the painterly philosophy of John Carlson. Value, mass, color temperature, and perspective form the foundations of Michael's interpretive realism, while he draws inspiration from the sweeping vistas, contemplative moods, and sensual pleasures of the Western landscape. His high -key palette celebrates the light, freshness, and continual change each season brings to mountain and field, sea and sky. "Don't be afraid of putting on color... paint generously and unhesitatingly, for it is best not to lose the first impression." -Camille Pissarro Michael Rusnack Cell: 208 8719009 Email: michael_rusnack@msn.com Website: http://michaelrusnack.com About the Show - The works displayed will all be new works of various sizes ranging from 8 x10 to 24 x 36. The show will be primarily composed of landscape paintings of the west and northwest. Note to Viewers Thank you for taking the time to view my artwork. When viewing these works, I encourage you to step away when viewing these works. Up close, you will see the texture, color layering and forms made by the brush strokes; by viewing from a distance, your mind will be allowed to integrate all these features into the shapes, shadows, reflections that will make up the work as a whole. -4 a d Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 6A PROJECT NUMBER: ITEM TITLE: City Council Seat 1 Swear in City Council Seat 1 Anne Little Roberts 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 I. O N r-+ cd '.d 0 (SO O O O U 0 � o 0 O O U � -d b 0 W c� cd � N w m N W � U � O Z H a� U OFFICIAL OATH OF OFFICE I, Anne Little Roberts, do solemnly swear or affirm that I will support the Constitution and Laws of the United States, the Constitution and Laws of the State of Idaho, and the Ordinances and Policies of the City of Meridian, Idaho and that I will faithfully perform the duties of the office of City Council of Meridian, Idaho, to the best of my ability during the continuance of my term, so help me God. Dated this 12th day of January, 2016 olvjn� Arek- A19be'tf5 Anne Little Roberts, City Council Seat 1 G0$p,2ED A1lG. 17 . 1 � OW City of Nk- .e 9D[AH0 x SEAL w rt w~ ' aP K0��6r rnC,�s�ed'" Attest by Jaycee L. Holman, City Clerk Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 6B PROJECT NUMBER: ITEM TITLE: Election of New City Council Officers City Council: Election of New City Council Officers and Department Liaison Appointments 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 (1405 2638) 14071 2,0271 11410 2 618 12,255 I F&4.,E �w�v ' 1404 k s( - . : •?-F-61 E N,.........."......... 1,988 14131 2,348! .20_J( ) �-lR.*929111 s`.+E--s-»i--�--.�-m. Ch'den ..✓ . -_ '�" Can Ada Joe Bortork °.:' i o, '1 a a°sa 1601 I ut Q_. , `-r `1 3,922 t : , ) �� Y Mcfvlilfan'�-r i. .1 1 L�; � v { �, ,.,1 ,\ _# IY 1 iia 6. (-,1-,---,-----,----taos,, =-2004 -H.-T,,,--t-12005',) m ••2006 i2,94-v--..s,- .1. r 3,033 '449t� ' ° .11 0 ' T786` ,54 11 z 1'�.[� � 4,549 �•�•. 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Construct Silverstone to the north boundary as a min. ½ of a 40’ local commercial street + 12’ of pavement on the east side in a min. 50’ ROW 1 st Phase (Norco): Construct Silverstone north from Overland as a local commercial street with a min. of 40’ of pavement with 3’ gravel shoulders within a min. 60’ ROW for approx. 100’, then tapering to a min. 30’ of pavement with 3’ gravel shoulders within a min. 50’ ROW to just north of the creek. Wi t h s u b d i v i s i o n o f t h e pr o p e r t y , a d d i t i o n a l R O W wi l l b e r e q u i r e d t o w i d e n Ra c k h a m W a y t o l o c a l st r e e t s t a n d a r d s w i t h cu r b , g u t t e r & s i d e w a l k Pr e v i o u s D e v e l o p m e n t P l a n Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: $A PROJECT NUMBER: H-2015-0024 ITEM TITLE: Eagle Commons at Overland Public Hearing Continued from January 5, 2016 for Eagle Commons at Overland (H-2015-0024) by Eagle Commons at Overland, LLC Located Northeast Corner of S. Eagle Road and E. Overland Road 1. Request: Execute a Development Agreement Required with the Annexation of the Property for the Purpose of Including a Concept Plan and Specific Provisions Relevant to the Development of the Property MEETING NOTES @I 'jj C"j Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS RyI-' ��[' Mayor Tammy de Weerd r , LDACity Council Members: OupCE F: I DI 'A' N„Ceith Bird Joe Borton CICLERKS O ICEuke Cavener Genesis Milam � f, . t r”, ) Charlie Rountree David Zaremba000 January 12, 2016 MEMORANDUM TO: Mayor and City Council FROM: Sonya Watters, Associate City Planner CC: City Clerk, City Attorney, Bruce Chatterton RE: Eagle Commons at Overland — MDA (H-2015-0024) This project was continued at the request of City Council from the January 5'h hearing to the January 12th meeting in order for Staff and the Applicant to meet with ACED to discuss an access plan for the site that is acceptable to all parties. Staff, the Applicant and ACHD met on January 8th. Based on that meeting, Staff recommends the following revisions to the provisions in Exhibit A.5 of the staff report (shown in strike-out/underline format): CONDITIONS GOVERNING DEVELOPMENT OF SUBJECT PROPERTY: 1. The subject property shall develop in substantial compliance with the conceptual development plan included in Exhibit AA and the provisions in this agreement. 2. A 3 5 -foot wide street buffer is required to be constructed along the frontage of the site along E. Overland Road, an entryway corridor; a 2810 -foot wide street buffer is required along the future eolleaer local commercial street (Silverstone Way,) and a 10 -foot wide street buffer is required to be constructed along S. Rackham Way, a local street, per UDC Table 11-213-3 and shall be landscaped in accord withthe standards listed in UDC 11 -3B -7C. These b of rs shall be eenstrueted Y,4ffi the fint -phase of development. 3. A 25 -foot wide landscape buffer shall be provided along the east boundary of the site adjaeent-to abutting the residential uses in Jewell Subdivision, per UDC Table 11-2B-3 and shall be landscaped in accord with the standards listed in UDC 11-313-9C if -the eelleeter street is He requifed to be eanstmeted by City r,,,,,,e , unless suchwidth is otherwise modified b Council at a public hearing with notice to surrounding property owners per UDC 11-313-9C.2. 4. A 10 -foot wide multi -use pathway shall be constructed along the north side of the Fivemile Creek from the west to the east boundary of the site as set forth in the Pathways Master Plan. A pathway connection to the south to E. Overland Road shall also be provided along the east west side of the dfiveway Silverstone Way to the E. Overland Rd. Silye fstene Way i tefs.,etie,,. This segment of the pathway, if constructed of concrete within the right-of-way, may be attached to the curb and will be maintained by ACRD. Landscaping is required to be installed on each side of the pathway along; the creek in accord with the standards listed in UDC 11 -3B -12C. A public pedestrian easement is required to be submitted to the City, approved by City Council and recorded for the multi -use pathway along the creek with the first phase of development. 5. All pathways through common areas that are not visible from a public street shall be illuminated with a 4 -foot tall bollard style or other appropriate lighting source, unless otherwise waived by the Director, per UDC 11 -3A -8H. 6. Minimum five-foot wide pedestrian walkways shall be provided interirally within the site from the multi -use pathway connecting to the sidewalk along.E. Overland Road to the building entrances with each phase of development as set forth in UDC 11-3A-19A.4a. 7. The Fivemile Creels shall remain open as a natural amenity and shall not be piped or otherwise covered and shall be protected during construction. Fencing along the waterway shall not prevent access to the waterway, unless Council deems fencing should be required in the interest of public safety in accord with UDC 11 -3A -6B. 8. Prior to issuance of any permits for the development of the second phase (depicted on the concept plan as Lot 1, Major A), the applicant shall subdivide the property. and Silverstone Way shall be constructed to the north property line as a minimum half of a 40 foot local commercial street plus 12 feet of pavement on the east side in a minimum 50 foot ri t -of waRight-of-way for Silverstone Way shall abut the east property line. Additional right-of-wa is between Overland Road and the creek to ensure parcels east and west of Silverstone Way have access to the public street, pedestrian improvements are required, including; additional right-of-way and/or easements to accommodate such. 9. A cross-access/ingress-egress easement shall be provided to the property to the east (Zamzow's, parcel #R4626240051 where the driveway stub is currently located the f;,,, i plat p � Y Y ) �,; a separate reeorded agreement, if a separate Weement is reeerded, submitted v4ffi the final plat applieation fer- the fifst phase of devellopment (Of the f4r-St Gefti&- o f Zoning r,,,,,,,lianee applie alio .,,r ieheve f ,,,.,.,,..s f:,. • or, right -of way for Silverstone Way may be dedicated where the driveway stub is located. Either an access easement shall be recorded and a copy submitted to the City; or, right -of way shall be dedicated prior to issuance of Certificate of Occupancy for Norco. 10. All fature structures on the site and the layout of the site shall comply with the design standards listed in UDC 11-3A-19 and the guidelines listed in the Meridian Designs Manual (or any updated versions thereof). 11. A gate that meets the Fire Department's requirements shall be installed across the emergency access driveways via S. Rackliam Way to prevent access by the public until the portion of the site depicted on the concept plan as Lot 3 develops. Once said letorp tion is developed one (preferably the southern access) of the emergency accesses shall be converted to a public street access. 12. Business hours of operation in the C -G zoning district are restricted to 6:00 am to 11:00 pm when adjacent to residential uses unless modified through a conditional use permit, per UDC 11 -2B - 3A.4. 13. The building proposed in phase 2 (Lot 1) depicted on the conceptual development plan as "Major A" shall be restricted to a single -story in height as proposed by the applicant to better integrate with the residential properties to the east. 14. Prior to any development occurring in the Overlay District, a floodplain permit application, including hydraulic and hydrologic analysis is required to be completed and submitted to the city and approved by the Floodplain Administrator, per MCC 10-6. 15. All lighting proposed on the site shall comply with the standards listed in UDC 11 -3A -I IC. Light fixtures that have a maximum output of 1,800 lumens or more shall have an opaque top to prevent uplighting; the bulb shall not be visible and shall have a full cutoff shield; and shall be placed such that the effective zone of light (as documented by the photometric test report) shall not trespass on abutting residential properties. 16. With the first phase of development (Norco, depicted on the concept plan as Lot 2), the developer shall construct S. Silverstone Way north from E. Overland Road as a local commercial collector street thfo:agh the site to the north pr-epeft3, beundai:y for- future ex4ension with eufb, gu#er- an sidewa& in aeeerd with AGHD standards. The applieant may deed the right of way of the ealleetor read to ACIM prior- to subdividing the pFoperty so the roadway can be eonstrueted by the appheant with the first phase of development. R4ght ef ixay shall be expmded A the east prepeAy boundai-y adjaeent to Pafeel #-R4 62624 0075 to provide publie street frontage for that parcel; this will allow for the development of a stub stfeet in that lecatien in the street with a minimum 40 feet of pavement with 3 foot gravel shoulders within a minimum 60 foot right-of-way for approximately 100 feet, then tapering to a minimum 30 feet of pavement with 3 foot gravel shoulders within a minimum 50 foot right-of-way to just north of the creek. These improvements shall be complete prior to issuance of the first Certificate of Occupancy. 17. The developer shall dedicate additional right-of-way along the west property boundary to widen S. Rackham Way to local street standards with curb, gutter and sidewalk with the fffst phase development subdivision of the property. 18. The developer shall construct a 6 to 8 -foot tall fence/wall along the east boundary of the site adjacent to residential uses with the first phase of development. The applicant should work, with the neighbors to determine an appropriate fencing height and material. 19. The applicant shall finalize the property boundary adjustment (PBA -14-008) for this property prior to issuance of the first building permit for this site. One building permit for Norco is allowed to be issued prior to subdivision of the property. 20. A street light plan will need to be included as part of the development plan submittal. Street light plan requirements are listed in section 6-5 of the Improvement Standards for Street Lighting. A copy of the standards can be found at littp://www.niei-idiancity.org/public woi-ks.aspx?id=272 21. Applicant shall coordinate water and sewer main size and routing with the Public Works Department, and execute standard forms of easements for any mains that are required to provide service outside of a public right-of-way. Minimum cover over sewer mains is three feet, if cover from top of pipe to sub -grade is less than three feet than alternate materials shall be used in conformance of City of Meridian Public Works Departments Standard Specifications, 22. Per Meridian City Code (MCC), the applicant shall be responsible to install sewer and water mains to and through this development. 23. Water modeling will be required prior to development plan submittal to determine the timing of completing the water main loop through the property from the existing 10 -inch main stub at E. Overland Road and S. Silverstone Way to the existing 16 -inch main adjacent to S. Rackham Way. 24. The applicant shall provide easement(s) for all public water/sewer mains outside of public right of way (include all water services and hydrants). The easement widths shall be 20-feet wide for a single utility, or 30-feet wide for two. The easements shall not be dedicated via the plat, but rather dedicated outside the plat process using the City of Meridian's standard forms. The easement shall be graphically depicted on the plat for reference purposes. Submit an executed easement (on the form available from Public Works), a legal description prepared by an Idaho Licensed Professional Land Surveyor, which must include the area of the easement (marked EXHIBIT A) and an 81/2" x 11" map with bearings and distances (marked EXHIBIT B) for review. Both exhibits must be sealed, signed and dated by a Professional Land Surveyor. DO NOT RECORD. Add a note to the plat referencing this document. All easements must be submitted, reviewed, and approved prior to development plan approval. d�4w P RECEIVEP) WHITE-LEASURE DEVELOPMENT COMPANY CIWI" C CITY CLERKS OFF C January 12, 2016 Sonya Watters Associate City Planner City of Meridian 33 E. Broadway Ave Meridian, ID 83642 RE: Eagle Commons at Overland Memo from Staff Dated 1/12/16 — MDA H-2015-0024 Dear Sonya, Thank you for taking the time to meet with us along with ACHD last week to hopefully find an amicable solution for this development. Following last week's meeting we have spoken again with the Elk's representative and believe we are making progress in finding a middle ground to get them access through our site. They have scheduled a special meeting for next week to discuss the opportunity with the board. We request that the city and staff have faith in the private world that we can come to an agreement with them and ultimately deliver access to the Elks and accommodate the City's desire to have an interconnected city. That being said, we believe the 5°i amendment of this fine country's constitution give us that right where it reads "...; nor shall private property be taken for public use, without just compensation." Below please find our response to the Eagle Commons at Overland Memo from Staff dated January 12, 2016. 1. OK — Please note that the Tenant we were courting for Major A has lost interest in our site so we may be back before you to modify the conceptual plan. 2. OK — We would like to explore the idea of vacating S. Rackham Way in the future if the Elk's property is provided primary access off of the Future Silverstone Way along with emergency access through the Norco Common Area. 3. OK Agreed 4. OK — Please add "either the east side or" immediately preceding "west". At this point we are unsure of the design of the entryway and would like to ability to put the pedestrian connection on the side that makes the most sense. OK Agreed. 6. OK Agreed. P.O. Box 1277 - Boise, Idaho 83701-1277 • Telephone (208) 345-1842 - FAX (208) 343-3143 www.white-leasui-e.com 7. OK Agreed. 8. Not Agreed. Please add to the end of the first sentence ", but will not be required to dedicate additional right of way." Please delete the remaining sentences after the first. 9. Not Agreed. Please delete this requirement, we are willing to allow access if the adjoining property owners are willing to contribute to the costs. 10. OK Agreed. 11. OK Agreed. 12. OK Agreed. 13, Not Agreed. We are not sure who or what the end user is, and we have agreed to meet UDC standards of design and the current setbacks. 14. OK Agreed, 15. OK Agreed. Please clarify from where the bulb shall not be visible from, the adjoining residential properties? 16. Not Agreed. 17. Not Agreed. We would like to explore the idea of vacating S. Rackham Way in the future if the Elk's property is provided primary access off of the Future Silverstone Way along with emergency access through the Norco Common Area. 18. A 6' Fence shall be built only along the back side of residential lots. Not in the Flood Way Channel. No Obstruction per FEMA 19. OK Agreed. 20. OK Agreed. 21. OK Agreed. 22. We would like the ability to attach late comers fees for the upsizing of the utilities. 23. OK Agreed. ason nite vhit -Leasure Development Company CITY OF MERIDIAN CITY COUNCIL PUBLIC HEARING SIGN-UP SHEET DATE January 12, 2015 ITEM # 8A Project Number: H-2015-0024 Project Name: Eagle Commons N IWTA.4:1 U :4 1 � k_WLr_,Ti'U_4 1191t1w Kileyff VIM I ki 14-111 ZT-111 Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 9 PROJECT NUMBER: ITEM TITLE: Information Services: Annual Update Information Services: Annual Update 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 STRATEGIC PLAN MODIFICATIONS FOR DISCUSSION, C1TY0Fofw OBJECTIVE COUNCIL MEMBERS 9T D F'E MODIFICATION 1.A.2 — Evaluate and, if appropriate, Eliminate expand the Urban Renewal District 1.13.2 — Identify priority growth areas and Tactic IV (Develop and evaluate a list of potential incentivize growth and development incentives that will attract development in targeted areas) should be own objective 1.B.3 — Complete rezoning in targeted Make a low priority objective growth areas to direct types of development in alignment with the City's growth goals. 1.D.1 — Promote a multi -modal Change "multi -modal transportation system" to transportation system, ensuring that Master Mobility Plan residents and visitors have save and efficient mobility options 2.13.2 — Promote Cultural and Workforce Eliminate Diversity 3.A.2 — Improve Citizen Access to Make a high priority objective Government 3.A.3 — Develop partnerships allowing Make a medium priority objective the City to become an access point to other Government 3.B.3 — Develop a succession planning Make a high priority objective program 3.13.4 — Develop an employee Make a high priority objective engagement program 3.D.4 — Evaluate the need for centralized, Eliminate professional administrative and operational oversight for City functions. 3.E.5 — Evaluate the benefits of Eliminate Districting Council Seats And/or delete the word benefits 4.E.2 — Develop sustainability initiatives Eliminate in the areas of water conservation, recycling, and energy efficiency. 4.E.3 — Promote community based eco- Eliminate sustainable programs, projects, and services. 5.A. 3 — Develop a plan for financing Eliminate recreation and entertainment facilities. 5.C.2 — Develop a Plan to Infuse Art into Make a low priority objective Public Spaces City of Meridian Strategic Plan - Reinvigorate the Destination Downtown Plan by gaining broad, strong support positioning the plan for implementation. 1.A. - Facilitate the development and growth of Meridian's downtown ELand. culminating in a strong and diverse community core. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire [❑ Information Services; External Support: Meridian Development ❑ Human Resources ❑ Legal ® Mayor's Office Corporation ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/16 Objective Summary: The Destination Downtown plan is the guiding document that shapes City code, policy, and expenditures within the Urban Renewal Area. Adhereing to and supporting the plan is necessary for maximizing synergies and for realizing the greatest return from efforts. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Engage City Council and the Meridian Development Corporation in consensus -building around the need to reaffirm efforts and to focus and prioritize new and re -development in downtown Meridian. II. Actively share information about downtown redevelopment opportunities with the development community, and ensure outreach activities reaffirm City support, involvement, and policy. III. Explore opportunities to engage local residents and stakeholders by making efforts and improvements relevant to them. IV. Make policy changes that promote growth within the Urban Renewal Area, and that promote density, cultural opportunities, access to alterantive or active transportation, and that energize and strengthen the heart of the community. V. Identify incentive options to encourage redevelopment and new businesses within the context of the Destination Downtown Plan. Performance Measure(s): List all Performance Measures to be Used. I. Destination Downtwon is the guiding document for discussions and improvements related to the redevelopment of Downtown Meridian. Status Updates: City of Meridian Strategic Plan a : 1.A.2. - Evaluate and, if appropriate, expand the Urban Renewal District • 1.A. - Faciliate the development and growth of Meridian's downtown, culminating in a strong and diverse community core. Lead Department: Community Development Support Department(s): ❑ Community Development ® Finance ❑ Fire ❑ Information Services; External Support: Meridian Development ❑ Human Resources ® Legal Z Mayor's Office Corporation; key stakeholders and property owners ❑ Parks [ Police ❑ Public Works Estimated Cost to Complete Objective: $$$ 25,000-50,000 Priority: 1. High Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 6/30/16 Obiective Summary: Meridian needs to ensure that we have maximized Urban Renewal as a key tool for economic development to recruit employers, incentivize development that conforms to our growth goals, and help provide needed infrastructure. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Engage City Council and the Meridian Development Corporation (MDC)in consensus -building around the need to maximize urban renewal as an economic development tool. 11. Write a project scope to investigate the expansion of urban renewal beyond the downtown. III. Hire a consultant to prepare an Eligibility Report for a new district. N. Engage key property owners in the creation of district boundaries and the use of tax increment financing. V. Update and seek direction from the City Council and MDC on the impacts of expanding or creating a new district. V1. If warranted, take the necessary steps to create the new district or districts. Performance Measure(s): List all Performance Measures to be Used. I. Eligibility Report is created and presented to City Council and MDC. II. Urban Renewal District is expanded/formed. Status Updates- City of Meridian Strategic Pian • : 1.A.3. - Reform the Meridian Development Corporation to maximize its use in developing downtown. 1.A. - Facilitate the development and growth of Meridian's downtown culminating in a strong and diverse community core. Lead Department: Mayor's Office Support Department(s): ® Community Development Z Finance ❑ Fire ❑ Information Services; External Support: Meridian Development ❑ Human Resources ® Legal ❑ Mayor's Office Corporation © Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/2016 Obiective Summary: To ensure a financially viable urban renewal agency exists with a plan to fund downtown catalyst projects with partnerships and tax increment financing. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Determine the existing financial obligations and budgetary practices of Urban Renewal Agency (URA). II. Review best cost option for operations of agency to maximize funding for downtown development projects. III. Evaluate and make recommendation regarding options for URA board membership. IV. Review strategic focus to maximize return on investments to facilitate downtown redevelopment. V. Identify any proposed changes to URA regarding board structure, operations and strategic focus and make recommendation to City Council. VI. Work with URA to implement any proposed changes Performance Measure(s): List all Performance Measures to be Used. I. Changes to the URA are implemented which will have an ROI of 20% to the agency. Status Updates: City of Meridian Strategic Plan • : 1.B.1 -Define and articuite the City's growth goals. • • 1.13. - Create a growth management system to foster the growth goals of the City in alignment with the Comprehensive Plan. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ® Fire ❑ Information Services; External Support: Meridian Development ❑ Human Resources ❑ Legal ❑ Mayor's Office Corporation; key developers, stakeholders and Z Parks ® Police ® Public Works property owners Estimated Cost to Complete Objective: $$$ 25,000-50,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 250+ Hours Planned Start Date: 10/1/17 Anticipated Completion Date: 9/30/18 Objective Summary: In order to have a unified vision for what the city looks like in 10, 25 and 50 years, there are many visions, plans and approaches that need to be brought into alignmen which will clearly articulate the City's growth goals. This process will alllow for a plan to be created explaining and attacking the type and location of growth needs to be implemented. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Write a scope of work and hire a consultant to help synthesize and "market" growth goals (include 1.13.2 tactics in scope). II. Inventory existing plans, studies and policies relative to growth goals (eg - Comp Plan, CIP's, etc.). III. Undertake SWOT and market analysis and evaluate plans/policies for consistency and feasibility. IV. Compile draft growth goals for short-, mid- and long-term. V. Engage City Council, the Meridian Development Corporation, the development community, property owners and other stakeholders to further refine City's draft growth goals. VI. Develop a plan to publicize the City's final growth goals to appropriate groups. Performance Measure(s): List all Performance Measures to be Used. I. City of Meridian market growth gorals are identified. II. Existing City growth related plans are evaluated for overall consistency feasabiliity III. Council adoption of a growth goals document and implementation plan. IV. Existing City plans updated/modified as necessary to refelect City growth goals. Status Updates: City of Meridian Strategic Plan • : 1.B.2. - Identify priority growth areas and incentivize growth and development. • i • 1.B. - Create a growth management system to foster the growth goals of the City in alignment with the Comprehensive Plan. Lead Department: Community Development Support Department(s): ❑ Community Development ® Finance ❑ Fire ❑ Information Services; External Support: Meridian Development ❑ Human Resources ❑ Legal ® Mayor's Office Corporation; key developers, stakeholders and Parks ❑ Police E Public Works property owners Estimated Cost to Complete Objective: $$$ 25,000-50,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 10/1/1$ Anticipated Completion Date: 9/30/19 Obiective Summary: In order grow efficiently anc cost effectively to our growth goals, areas of the city where growth is desired should be identified and incentivized. Conversely, areas where growth is discouraged or not desired should be identified. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order 1. Write a scope of work and hire a consultant to help identify priority gorwth areas and any needed incentives (with Objective 1.13.1). II. Using existing plans, studies and policies relative to growth goals leg - Comp Plan, CIP's, etc.) identify priority areas to direct growth and priority areas to protect open space, parks and farmland. III. Solicit and understand communities' needs, wants and wishes for defining both growth areas. IV. Develop and evaluate a list of potential incentives that will attract development in targeted areas. V. Develop and evaluate a list of potential disincentives for growth proposed in non-priority areas. VI. Consult with other service providers including but not limited to: School District, ACHD, ITD, Idaho Power and Intermountain Gas to understand their priorities and potential issues. VII. Consider triggers and/or a hierarchy when identifying priority areas. VIII. Create plan for City Council consideration to incentivize growth and development in priority areas. IX. Amend City codes, plans and policies as directed by City Council to allow for implementation of identified growth areas and protection of identified conservation areas. X. Market incentives to development community. Performance Measure(s): List all Performance Measures to be Used. I. Identify prioirty growth areas of the City. II. Develop list of potential incentives for development in targeted areas. III. Council consideration of identified growth areas - codes, plans and policies enabled. Status Updates: Need Obejective 1.13.1. to be complete before execution. City of Meridian Strategic Plan .3.3. - Cplete rezoning in targeted growth areas to direct types of development in the City's growth goals. • 3. - Create a growth management system to foster the growth goals of the ilalignmenEtwith y in alignment with the Comprehensive Plan. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Developers and property owners ❑ Human Resources M Legal ❑ Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 10/1/19 Anticipated Completion Date: 9/30/20 Obiective Summary: To entitle properties so the right type of development in targeted areas can proceed as desired. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Use the information and outcomes of Objective 1.13.2 to identify ares of the City where rezoning is needed. ll. Ensure compliance of any proposed changes with all State and local codes. III. Create a plan to implement the desired rezoning of property leg - staff time, land owner meetings, legal descriptions and posting). IV. Present plan to City Council for consideration. Performance Measure(s): List all Performance Measures to be Used. List of targeted properties to be rezone approved by Council. Rezoning ordinances allow properteis in growth areas to develop or re -develop consistent with goals. Status Updates:.. Need Objective 1.13.2. to be complete before execution. City of Meridian Strategic Flan • : 1.8.4. - Promote & guide desired growth with investments in infrastructure and services ahead of growth. • , • 1.8. - Create a growth management system to foster the growth goals of the City in alignment with the Comprehensive Plan. Lead Department: Public Works Support Department(s): ® Community Development ❑ Finance ® Fire ❑ Information Services External Support: ITD, ACHD, Irrigation Districts, ❑ Human Resources ❑ Legal ❑ Mayor's Office DECI, IDWR, Army Corp of Engineers, ID Power, E Parks ® Police ® Public Works Inter Mtn Gas, United Water, School District,Williams Pipeline Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$$$$ 500,000+ Estimated Effort: 250+ Hours Planned Start Date: 10/1/18 Anticipated Completion Date: 9/30/19 Oblective Summary: To guide the investments in infrastructure and services ahead of, concurrent with, and upon completion necerssary to support the City's defined growth goals. All the while, enhancing communication, coordination, and collaboration amongst key stakeholders, partners, and residents of the City of Meridian. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Utilize tactics and information outlined in Objective 1.13.1. to guide the efforts required to support the defined and articulated growth goals of the City. II. Utilize tactics and information outlined in Objective 1.13.2. to develop scenarios which support investment in infrastructure and required services ahead of growth. III. Upon review of defined Objectives 1.13.1. and 1.6.2., review and updates as needed Public Works documents including, Sewer Master Plan, Water Master Plan, Reclaimed Water Master Plan, South Meridian Plan, Conservation Plan, Surface Water Protection Plan, and other related plans not listed for alignment and feasibility. IV. Establish integrated planning procedures to optimize investments. Consult with external experts, partners, and neighboring municipalities as needed. V. Develop capital spending scenarios across multiple assets if/when possible. Analyze financial viability and likely ROI of investments in infrastructure and required services ahead of growth. VI. Develop a risk -centric methodology to optimize infrastructure investment decision-making at the enterprise level. Prioritize projects and include costing scenarios for the Mayor, Council, and Public's review and direction on the preferred investments in infrastructure and required services ahead of growth. VII. Include preferred scenario(s) in the City's 5 and/or 10 -year CIP and annual FY budgeting processes as applicable Performance Measure(s): List all Performance Measures to be Used. Timeline for Objective completion ROI calculation to determine if the number of water and sewer assessments generated revenue within 10 - years to cover the costs associated with providing infrastructure ahead of growth. III. Impacts to Police and Fire response times due to the infrastructure investment ahead of growth Status Updates: - This Objective is dependent upon other Objective definitions prior to finalizing and executing. Specifically, 1.13.1. and 1.B.2. must be defined and accepted prior to expending resources on 1.6.4. - Additionally, the costing scenarios can be developed, but the funding sources and the revenue generation options will come in 1.B.5. With that, 1.6.5. is dependent upon 1.B.4. - Please consider adding the following language to the Objective title: (1.13.4. - Promote & guide desired growth with investments in infrastructure and services ahead of, concurrent with, and upon completion of growth.) City of Meridian Strategic Plan • : 1.8.5. - Develop and implement a sustainable growth management system that includes the Fiscal Impact Model to inform service levels, staffing, and General/Enterprise Fund impacts. • + • + 1.8. - Create a growth management system to foster the growth goals of the City in alignment with the Comprehensive Plan. Lead Department: Finance Support Department(s): ® Community Development ® Finance ❑ Fire ® Information Services External Support: Ada County ❑ Human Resources ❑ Legal ❑ Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 1. High Estimated Cost to Implement Objective: $$ 50,000-100,000 Estimated Effort: 250+ Hours Planned Start Date: 11/1/16 Anticipated Completion Date: 11/30/17 Obiective Summary: To illustrate the expected revenue and cost impact to the City, and other local governments, associated with various types of commercial and residential development. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Determine resources needed to develop, implement, and maintain a cost/revenue plan for all City approved new development projects. Il. Map steps to create , implement, and maintain tool. III. Receive buy -in from Mayor and Community Development that tool will used. IV. Ensure desired department service levels have been established. V. Implement tool on pilot basis to validate inputs and results. VI. Present tool to Council for "Buy -in". VII. Fully intergrate tool into devlopment process. VIII. Establish on-going validity checks for predictions versus actual results, re-evaluating/adjusting service levels, and annual budget impact. Performance Measure(s): List all Performance Measures to be Used. I. Growth Management System is adopted. II. Fiscal impact statement is included in relevant development packet. Ill. Periodic sampling indicates that predicted results are plus or minus 20% Status Updates: City of Meridian Strategic Plan odify Established Area of City Impact boundaries. 1.C. - Preserve and protect land use and zoning plans to promote certainty 11bilmpact. and predictability for futre development within the adopted Area of City Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Property owners, Ada County, ❑ Human Resources ® Legal ® Mayor's Office Kuna, Nampa ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 1. High I Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 9 30 18 P p / / I Objective Summary: In order for infrastructure and services planning to proceed with certainty, the ultimate city limits need to be identified and preserved so that services may be extended. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order Evaluate and recommend changes to State Code to strengthen AOCI boundaries. Establish task force to evaluate feasibility of maintaining current AOCI, and potential modifications. Take into consideration other city's limits, service boundaries, and City's growth goals in Initiative 1.13.2. III. Discuss possible AOCI amendments with City Council, Kuna, Nampa and Ada County. Performance Measure(s): List all Performance Measures to be Used. L Legislation is drafted to reflect City's desires to have meaningful AOCI boundary. Il. Any proposed AOCI boundary changes presented to Ada County BOCC and City Council by 10/1/18. III. City plans, codes and ordinances upated to reflect any modifications to the AOCI. Status Updates: City of Meridian Strategic Plan lign land use plan with the City's growth goals. 1.C. - Preserve and protect land use and zoning plans to promote certainty 111wimpact. and predictability for futre development within the adopted Area of City Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Property owners, developers, ❑ Human Resources ® Legal ❑ Mayor's Office stakeholders/community ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 10/1/18 Anticipated Completion Date: 9/30/19 Objective Summary: To entitle properties so that development can occur within the adopted Area of City Impact with certainty and predicability. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Analyze changes needed to future land use map to be consistent with growth goals in Objectsive 1.B.1. II. Ensure compliance of any proposed changes with all State and local codes. Ill. Create a plan to implement the desired rezoning of property (eg - staff time, land owner meetings, legal descriptions and posting). IV. Evaluate service and fiscal impact of potential changes to land use plan. V. Present plan to City Council for consideration. Performance Measure(s): List all Performance Measures to be used. Future Land Use Map changes approved by City Council. Status U pdates: Need Objective 1.B.1 to be complete before execution. City of Meridian Strategic Plan • : 1.C.3 - Identify and preserve land(s) for interactive, educational, agricultural -based destination(s). • + 1.C. Preserve and protect land use and zoning plans to promote certainty and predictability for future development within the adopted Area of City Impact. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Other levels of government and ❑ Human Resources Z Legal ❑ Mayor's Office other agencies; selected stakeholders and partners ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $$$$ 50,000+ Priority: 2. Medium Estimated Cost to Implement Objective: $$$$$ 500,000+ Estimated Effort: 100-250 Hours Planned Start Date: 1/1/2017 Anticipated Completion Date: 12/31/2018 Obiective Summary: To preserve for future Meridian generations our communities connection to its agricultural roots and future agricultural based businesses. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify specific agriculture lands for agricultural preservation and catalyst projects and prioritize target areas. II. Determine the feasibility of agricultural preservation and the catalyst projects included in the Fields District final report. III. Engage informally with key stakeholders to gauge level of interest and refine program concept. IV. Identify funding mechanisms for preservation and catalyst projects. V. Evaluate and modify, if necessary, existing regulatory tools (land use & zoning, specific area plans, etc.) to create agricultural preservation areas and catalyst projects. VI. Create implementation plan which includes funding structure and administration to oversee future lands are preserved for interactive, educational, and agricultural -based destinations. Performance Measure(s): List all Performance Measures to be Used. Implementation of one or more Fields District catalyst projects is developed. Agricultural land is preserved for future Meridian generations. Status Updates: City of Meridian Strategic Plan D.1. -Promote a multi -modal transportation system, ensuring that residents and visitors have safe and efficienty mobility options. M:ill. * A 1.D. - Develop and sustain the connections that shape and serve our community. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: COMPASS, ACRD, ITD, VRT, UPRR, []Human Resources ❑ Legal [EMayor's Office Chamber of Commerce Z Parks ® Police ❑ Public Works Estimated Cost to Complete Objective: $$$ 25,000-50,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$$$$ 500,000+ Estimated Effort: 250+ Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/20 Objective Summary: To work with state, regaional and local transportation agencies in an effort to develop a phased -in, multi- modal transportation network that meeds the needs of the community and by allowing people and goods to traverse throughout the community. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order 1. Engage transportation agencies who control public rights -of -ways to discuss development of a master transportation network in Meridian. 11. Inventory existing land use, transportation and service plans, studies and policies related to mobility in Meridian and the Treasure Valley. Plans that should be evaluated include, but are not limited to: CIM 2040, ACHD's CIP and Master Street Map, Parks' Master Pathway Plan, VRT's ValleyConnect Plan, the Comprehensive Plan, and other completed studies/data (eg - demographics, specific area plans, transportation demand model, etc). III. Write a scope of work with transportation partner(s) and hire a consultant to develop a short-, mid- and long-range, multi -modal transportation network designed to meet the needs of Meridian. IV. Create a community engagement plan. V. Seek formal adoption of any plan by the City Council and transporation agencies who control public rights- of-way. VI. Identify any needed funding afor implementation of agreed to plan. VII. Benchmarks of agreed to plan are realized. Performance Measure(s): List all Performance Measures to be Used. 1. Transportation agency partnership(s) established. IL City Council adoption of a multi -modal transportation plan. 111. Multi -modal transportation network in Meridian is implemented per adopted plan. Status Updates: City of Meridian Strategic Plan • : 2.A.1. - Identify, develop, and utilize the tools needed for successful attraction and retention of jobs. y s 2.A. - Influence the location and retention of family -wage jobs in close proximity to where people live. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Identify those Outside the City ❑ Human Resources ❑ Legal ❑ Mayor's Office Required to Advance the Objective ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/16 Objective Summary: To insure that Meridian has the necessary resources needed to support business attraction, expansion and creation. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify existing, potential or desired tools in Idaho not currently being implemented in Meridian. II. Develop a plan for the utilization of any new economic development tools and present to City Council. III. Institute a Tax Reimbursement Incentive Community Match Closing Fund with establised guidelines for City contribution. IV. Establish an Economic Development Special Urban Renewal District. V. Create an interactive Website with a Searchable Data -base of Opportunity Sites for business attraction. VI. Implement a Relationship Management Software (i.e. EcopevTracker) for business retention that will also track business data. Performance Measurejs): List all Performance Measures to be Used. I. Economic Development Tool Plan created. II. Maintain an Annual Increase in Meridian Residents Income - Goal of the TRI. III. Implement the Special Urban Renewal District. IV. Launch Opp Sites for Business Attraction. V. Launch new software for Business Retention. Status Updates: City of Meridian Strategic Plan . - Develop and maintain the broad spectrum of partnerships needed to cultivate businesses and jobs. 2.A. - Influence the location and retention of family -wage jobs in close ll6diverse proximity to where people live. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ information Services; External Support: Meridian Chamber of Commerce, ❑ Human Resources [:]Legal ® Mayor's Office Meridian Development Corporation, Meridian ❑ Parks ❑ Police [ Public Works Downtown Business Association, Department of Labor, stakeholders in development community Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/20 Objective Summary_: To increase and diversify Meridian's employment base hrough strategic outreach, communication, partnerishops, and strong community connections. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Convene a local stakeholders committee to identify targeted businesses and jobs needed to diversify employment base. II. Develop a plan to guide efforts of stakeholder committee. Ili. Continue to Strengthen relationships with commercial brokers, real estate developers and property owners for clear communication, active partnerships and ensure business opportunities exist. Performance Measure(s): List all Performance Measures to be Used. I. Businesses and jobs to diversify economy identified. II. Stakeholder Committee Plan created. III. 1001 of identified leads approached within 3 years of being identified. Status Updates: City of Meridian Strategic Plan • : 2.A.3. - Promote job growth by identifying and attracting businesses in technology, health sciences, animal science and food production. • a ► Z.A. - Influence the location and retention of family -wage jobs in close proximity to where people live. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Engage property owners, brokers []Human Resources ®Legal ❑ Mayor's Office & developers ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/15 Anticipated Completion Date: 12/31/20 Obiective Summary: To create family wage jobs and a stronger economy efforts need to be made to target specific growth industries in existing industry clusters such as the CORE and planned Field Innovation District. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify available sites for targeted industries based on resources, services, location and infrastructure. II. Implement focused marketing by developing marketing brochure for the opportunity sites in each targeted industry that can be used by brokers that will include laborforce information, industry organizations and customized training programs. III. Develop a program for'certified sites' that meet building requirements in each targeted industry but also promotes industry clustering. Iv. Keep an updated inventory of parcels particular to each industry. V. Develop a list of potential incentives to attract industry to certain areas. Performance Measure(s): List all Performance Measures to be Used. L Completion of new marketing material. II. Certified sites maintained through Opp Sites program. III. Maintain annual growth in each industry through labor data. IV. Develop a list of potential incentives Status Updates: City of Meridian Strategic Plan OBJECTIVE 2.A.4. -Create a variety of housing options, open spaces, and amenitites in order to provide living choices for a diverse workforce. STRATEGICGOAL2.A. -influence the location and retention of family -wage jobs inclose proximity to where people live. Lead Department: Community Development Support Departments): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Developers/Builders, WARD []Human Resources ®Legal ❑ Mayor's Office E]Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective, $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/18 Objective Summary: For long-term health of the community, housing options should be available to nearby jobs and other attractors. A healthy community is often walkable, has a variety of uses, and has transportation options that connect uses; the City's plans must represent these principles. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Evaluate existing plans, studies and policies relative to housing diversity as well as connectivity and amenity requirements/allowances (eg - Comp Plan, Con Plan, UDC, Parks Master Pian, etc.) II. Perform focus groups to understand communities' needs, wants, concerns and wishes for housing options, open spaces, and amenities and its impact on attracting a diverse workforce. Ili. Develop a list of potential incentives that will attract development to build any identified or preferred housing and amenity options, particularly near business and other atractors and job centers. IV. Consider use of incentives such as tax credits and fast -tracking permits for projects that provide "variety" in targeted areas. V. Amend City codes, plans and policies to allow/incentivize for implementation of diverse housing options. VI. Market incentives to development community. Performance Measures List all Performance Measures to be Used. I. List of preferred amenities, housing options or open space needs to be incentivized. II. City's policies expressly allow and encourage diversity in housing, open space and amenity choice. Ill. The City realizes more diversity in housing stock, as well as open space and amenity choices that attract various demographics. Status Updates: City of Meridian Strategic Plan romote opportunities for and access to entry level and advanced education for industries. 2.B. - Partner with others to develop a qualified workforce that meets the 06n,eEeds of targeted industries. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Educational Stakeholders []Human Resources [:]Legal ® Mayor's Office including local school district, colleges and ❑ Parks ❑ Police ❑ Public Works universities & Idaho Department of Labor Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/18 Obiective Summary: Build a community that creates a pipeline of talent to support targeted economic development strategies and industries. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. In partnership with the Idaho Department of Labor, local school district, regional colleges and universities, create a portfolio of educational programs focused on skills in identified targeted industries. 11. Develop a plan to promote connecting and engaging students with potential employers in targeted industries including career days and fostering interships. 111. Collaborate with workforce development training resources to promote programs to residents and students. IV. Promote programs geared towards education to employment initiatives. Performance Measure(s): List all Performance Measures to be Used. I. Portfolio of educational programs created. 11. Student engagment plan is created. III. Promote and partner with local educational programs and technical skills programs on an on-going basis Status Updates: City of Meridian Strategic Plan • : 2.13.2 Promote cultural and workforce diversity. • # • 2.8 Partner with others to develop a qualified workforce that meets the needs of targeted industries. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: Boise Valley Economic ❑ Human Resources ❑ Legal ® Mayor's Office Partnership (BVEP); Greater Boise Chamber of ❑ Parks ❑ Police ❑ Public Works Commerce; Department of Labor; Department of Commerce; Meridian Chamber of Commere; College of Western Idaho; West Ada School District Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Lova Estimated Cost to Implement Objective: $ 0-50,040 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/18 Objective Summary: In order for Meridian to be attractive to a variety of businesses, diversity and diversity awareness need to be part of or community's competitive advantage as a place to do business. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Actively support BVEP's "B -Diverse" intitiative by joining and helping to create a consortium to develop and implement the initiative. II. Plan, develop and schedule a specific diversity awareness course offering for the BEST training program. Ili. Continue to integrate diversity awareness into other BEST courses, including Respectful Workplace. IV. Promote diversity awareness in the community by holding a diversity celebration in Meridian and supporting similar events elsewhere in the Treasure Valley, V. In partnership with the Meridian Chamber, challenge the Meridian business community to award diversity scholarships to Idaho universities. VI. In partnership with the Meridian Chamber, encourage Meridian businesses to develop diversity statements. VII. Work with partners to plan and co -host the Intermountain B -Diverse Leadership Summit. Performance Measure(s): List all Performance Measures to be Used. Implement diversity -specific BEST training. IL Participate in a celebration of diversity event in Meridian. III. 30% of Meridian Chamber of Commerce burinesses develop diversity statements by 2018. Status Updates: City of Meridian Strategic Plan • : 2.C.1. - Identify targets and gaps in available goods and services. M== 2.C. - Promote a diverse and sustainable economy. Lead Department: Community Development External Support: Idaho Department of Labor Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; ❑ Human Resources ❑ Legal [] Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/18 Objective Summary: In order to know your strenght and weaknesses in various economic development opportunities it is necessary to understanding your assets and identify and gaps in goods and services available in the community. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Perform an anylsis of available goods and services in the community to identify gaps causing consumers to leave Meridian. II. Create list and plan to target business which will fill identified gaps in good and services and encourage them to locate to Meridian, leveragine Meridian's relationship with local business. III. Identify businesses, industries and institutions currently well suited in Meridian to help fill any gaps in goods and services. IV. Plan business retention visits around these businesses aimed at discussing the outlook for the industry and ability to fill identified gaps in goods and services. Performance Measure(s): List all Performance Measures to be Used. L Goods and Services analysis created. II. Businesses are identified and approached to provide needed goods and services to community. III. 1 new good or service brought to Meridian each year. Status Updates: City of Meridian Strategic Flan Im2.C.2. -'promote identified special business districts • ► 2.C. - Promote a diverse and sustainable economy. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance [] Fire ❑ Information Services; External Support: Meridian Development ❑ Human Resources ❑ Legal Z Mayor's Office Corporation; The CORE; Meridian Steering ❑ Parks ❑ Police ❑ Public Works Committee Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/18 Obiective Summary: In order to grow and diversify the economy, resources should be deployed to promote the assets of the business community in order to complimentary businesses. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify special business districts in Meridian and align with targeted industries. II. Consider incentives available to companies willing to move into special business districts III. Create unified development plan to meet goals and identified needs in special business districts. IV. Promote unified development plan in partnership with local agencies in business district such as BVEP, Meridian Development Corporation, The CORE and Meridian Steering Committee. Performance Measure(s): List all Performance Measures to be Used. I. Identify special business districts. II. Unified Development Plan created. Ill. Increased occupancy rates in the special business districts identified area. Status Updates: City of Meridian Strategic Plan • :2.C.3 Pursue 'Key Catalyst Projects HOEM= 2.0 Promote a Diverse and Sustainable Economy Lead Department: Community Development External Support: Meridian Chamber of Commerce; Meridian Development Corporation Support Department(s): ❑ Community Development E Finance ❑ Fire ❑ Information Services; ❑ Human Resources ❑ Legal ® Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $$$$ 50,000+ Priority: 1. High Estimated Cost to Implement Objective: $$$$$ 500,000+ Estimated Effort: 250+ Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/20 Objective Summary: There is an identified need for a hotel, conference center and performing arts venue in downtown Meridian. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Continue developer recruitment efforts for a hotel/conference center. II. Actively support the efforts of the Meridian Arts Foundation and other community partners to fund and develop a downtown performing arts center. III. Pursue the creation of a Meridian Auditorium District. IV. Post available downtown properties on OppSites or similar online service. V. Create a full package of incentives for developers of catalyst projects, including permit fee reduction and fast-track permiting program. VI. Actively identify and support development projects that complement the catalyst projects. Performance Measure(s): List all Performance Measures to be Used. Implementation of one or more catalyst projects. Status Updates: City of Meridian Strategic Plan . - Evaluate and define the objectives of, and adapt new strategies to elevate :&participation in, City activities. 3.A. - Elevate the engagement of the community with local government. Lead Department: Mayor's Office Support Department(s): ® Community Development ® Finance ® Fire ❑ Information Services; External Support: [:]Human Resources ®Legal ❑ Mayor's Office ®Parks ®Police E Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 6/30/17 Obiective Summary: Ensure all City Departments are using effective and efficient strategies in their marketing of City events and activities in order to increase participation and create a greater level of engagement between the community and local government. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify all City events and activities by Department, their stated purpose, targeted audience, and expected participation level. II. Review event/activity purpose or objective to ensure it is consistent with City Mission/Vision/Values. Ill. Define current and desired level of participation/engagement in events/activities. IV. Evaluate existing marketing strategies being utilized for events and activities and compare practices with other public and private entities. V. Identify best practices and establish procedures for marketing of City events/activities and participation by attendees. VI. Create an evaluation process to determine the overall success of each City event or activity. Performance Measure(s): List all Performance Measures to be Used. Strategies to elevate participation to target levels and an evaluation process to determine the success level for City events and activities are in place and utilized by all City departments. Public involvement in local decision making is increased from 52/ per 2014 City Survey to 60% in 2017 City Survey. Status Updates: City of Meridian Strategic Plan • :T 3.A.2. - Improve Citizen Access to Government • 0 1 3.A. - Elevate the engagement of the community with local government. Lead Department: Mayor's Office External Support: Other Ada County Government Agencies Support Department(s): F� Community Development ® Finance [] Fire ® Information Services; ® Human Resources ® Legal ❑ Mayor's Office ® Parks ® Police ® Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 2/1/17 Anticipated Completion Date: 1/31/18 Obiective Summary: To create greater engagement and participation to facilitate citizen input in the planning, operations, and decision making process of the City. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Inventory and determine effectiveness of existing internal and external access points. ll. Research other government entities and marketplace options. Ill. Identify desired improvements. Iv. Conduct GAP analysis and provide recommendation of needs. V. Create plan to implement identified recommendations for improved citizen access. VI. Schedule periodic evaluation of citizen access to Government. Performance Measure(s): List all Performance Measures to be Used. Metrics are developed to ascertain citizen access to government. Public involvement in local decision making is increased from 52% per 2014 City Survey to 60% in 2017 City Survey. Status Updates: City of Meridian Strategic Plan — Develop partnerships allowing the City to become an access point to other rnment. M:&3.A.3. 3.A. — Elevate the engagement of the community with local government. Lead Department: Mayor's Office Support Department(s): ❑ Community Development ❑ Finance ® Fire ❑ Information Services External Support: County, State, Fedeal agencies ❑ Human Resources Z Legal ❑ Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/17 Objective Summary: To bring additional services provided by other government entitiies to City Hall and the City of Meridian in order for them to be more readily accessible by the residents of Meridian. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify highly utulized other government services not currently accessible at locations in the City of Meridian. II. Determine the need and viability of having those services avaiable in Meridian on a part time or full time basis. III. Develop a plan to engage various government entities to bring identified services of high value to Meridian. IV. Implement engagement plan. Performance Measure(s) : List all Performance Measures to be Used. I. New services from other government agencies are available in Meridian. Status Updates: City of Meridian Strategic Flan -Develop a cost effective and competitive benefit plan • • 3.8. - Establish a comprehensive workforce development and retention program for the City. Lead Department: Human Resources Support Department(s): ❑ Community Development ® Finance ❑ Fre ❑ Information Services; External Support: Benefits Committee, Mercer or ❑ Human Resources ❑ Legal ❑ Mayor's Office other Benefits Consultant/Broker ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $$$$$ 500,000+ Estimated Effort: 0-50 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/16 Obiective Summary: In order to continue to retain and attract high caliber employees and be a premiere employer, the City must have a competitive and effective benefit program in place. While the program includes several elements, the largest and most costly is the medical coverage offered to employees and dependents. The bulk of the focus of the program and the objective is around medical coverage. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Define all the elements of the benefit program. 11. Develop a strategic roadmap designed to evolve benefits in a deliberate way to maximize employee advantage while maintaining cost effectiveness and sustainability to include strategic direction, desired outcomes and time -frames. III. Perform annual comparisons to ensure the City is getting the best value for the dollar and can continue to be competitive in the marketplace for employee attraction and retention. IV. Utilizing effective Benefits Committee, review and make recommendations for benefit design and costs each year. Ensure Benefits Committee effectiveness through clarity of purpose and achievement of goals. V. Explore emerging alternatives in the medical insurance field (e.g. Mercer marketplace). VI. Review and assess strategic road -map periodically as market factors and City budgets change. Performance Measure(s): List all Performance Measures to be Used. I. Benefit plans are financially sustainable; measured by Finance. II. Benefit programs compare favorably to competitors. III. Best practices are utilized and implemented. Status Updates: City of Meridian Strategic Plan • : 3.B.2. - Identify ;position specific training needs • • i 3.13. - Establish a comprehensive workforce development and retention program for the City. Lead Department: Human Resources Support Department(s): ® Community Development ® Finance ® Fire 7 Information Services External Support: Professional training resources, [:]Human Resources ®Legal ® Mayor's Office e.g. consultants, BSU Center for Professional ® Parks Z Police ® Public Works Development, etc. Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/1$ Objective Summary: In support of a comprehensive workforce development program for the City, each position in use in the City should be assessed for skill levels and training required over time. Not only does this ensure the City will have employees performing jobs with appropriate skill levels, it will provide the specific development plan for each employee to improve and gain the required skills, certifications, degrees, and/or knowledge needed for career growth. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. With Department designee, assess the required skill levels for the jobs in their area(s) of responsibilty II. Validate information gained through market comparators, professional associations, salary surveys, etc. III. Assess gaps in training between position requirements and incumbent skill/training IV. Determine opportunities to include training courses in existing training programs, (e.g. B.E.S.T.) V. Ensure City and departmental budgets are adequate to meet the training and skill development needs Performance Measure(s): List all Performance Measures to be Used. I. Key jobs are identified and assessed for training needs by 12/31/17. II. Individual Development Plans (IDP) are developed for identified key personnel, by 6/1/1$. III. Training gaps are closed through use of IDPs IV. IDPs are tracked and monitored through software that also allows skill inventories to be searched and applied to new opportunities that emerge at the City, by 12/31/18. Status Updates: City of Meridian Strategic Plan • : 3.13.3. - Develop a succession planning program. • ► 3.13. - Establish a comprehensive workforce development and retention program for the City. Lead Department: Human Resources Support Department(s): ❑ Community Development ® Finance ❑ Fire ❑ Information Services External Support: Appropriate software, vendor, ❑ Human Resources ❑ Legal ❑ Mayor's Office subject matter experts, Department ❑ Parks ❑ Police ❑ Public Works Directors/others Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$ 50,000-100,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/17 Objective Summary: The City is growing and striving to maintain its premier status as a place to live, work and raise a family. Part of ensuring that this will continue is to develop and groom replacements for key positions. This includes Director, Superintendent, Division Manager and other key roles in the City. The City is poised for a more formal approach to succession planning. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify key positions for which to build succession plans. II. Identify and select appropriate tools, systems and resources for use in developing succession plan. III. Using appropriate tools, assess existing talent in the organization; identify high potentials to develop. IV. Perfom an analysis on identified individuals for gaps in skills, knowledge, abilities, education and experience. V. Create an individualized program to meet gaps as approriate, assigning goals and timelines. VI. Implement the plans with the selected individuals. VII. Monitor and measure over timelines established. Performance Measure(s): List all Performance Measures to be Used. I. Identified key positions will have at least one internal successor identified or plans in place to locate an appropriate successor externally per established timelines. II. IDPs tracked through performance appraisals and software. III. 50% of identified successors retained by the City and moved into appropriate vacancies. Status Updates: City of Meridian Strategic Plan • : 3.13.4. - Develop an employee engagement program • 1 3.B. - Establish a comprehensive workforce development and retention plan for the City. Lead Department: Human Resources Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Possible v endors (Gallup, []Human Resources ❑ Legal ❑ Mayor's Office Terryberry, etc.) ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/18 Objective Summary: Employee engagement is a broad term that focuses on retaining employees and maximizing performance. An effective program has multiple components that range from recognition to surveys to loyalty programs and employee -friendly, "humanized" policies. All departments may be involved in process from time to time. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Using appropriate tools and systems, assess current engagement climate. II. Identify opportunities for surveying, program development, inventive practices, etc. designed to increase loyalty. III. Research best practices, investigate vendor opportunities (e.g. Gallup, Terryberry, Baudville, etc.) to help manage or provide resources for program(s). IV. Create a holistic program approach to maximize employee engagement and create a positive culture for employees of all departments, while recognizing the differences between departments. V. Present proposals with budgets to Mayor and Director team. VI. Implement components of program. VII. Assess efficacy of overall program and program components for future improvement or maintenance. Performance Measure(s): List all Performance Measures to be Used. I. Implement program(s)by established timelines. II. Measure retention/engagement through regular surveying and other employee feedback methodologies. Status Updates: City of Meridian Strategic Plan • : 3.13.5. - Develop and maintain and competitive compensation program that enables quality recruitment and rewards and encourages high performance. • • 3.13. - Establish a comprehensive workforce development and retention program for the City. Lead Department: Human Resources Support Department(s): ❑ Community Development Finance ❑ Fire ❑ Information Services External Support: Subject matter experts, system ® Human Resources ❑ Legai Z Mayor's Office support (e.g. Payscale), local/state/regional ❑ Parks ❑ Police ❑ Public Works comparators, Compensation Committee Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 6/30/16 Objective Summary: In order to retain and attract top talent employees who perform at a high level, it is necessary to have a salary compensation program that will not reward these employess and nto become a driver of an employee's decision to leave the City. Furthermore, a solid compensation program can encourage high performance by differentiating pay rewards for better performers. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Review existing compensation program for improvement using turnover statistics, competitive data. II. Compare current program to neighboring municipalities, county agencies, state wages, regional governmental agencies and appropriate private sector competitors. Ill. Compare current program to current and emerging trends in compensation philosophy and best practices. IV. Determine if adjustments in philosophy should occur; what impacts adjustments may have on current program; what adjustments should be made to current program, when should adjustments be made. Assess new forms of compensation, such as bonuses or incentives to encourage top performance. V. Develop plan, if appropriate, to adjust philosophy and program, including presentation to Directors, Council, communication plan to employees, etc. VI. Ensure that the right performance review and monitoring systems, forms, programs and policies are in place to support expected outcomes. VII. Implement adjusted program. VIII. Continuously monitor programs to ensure efficacy; make adjustments as needed. Performance-Measure(s): List all Performance Measures to be Used. I. Retention rates will remain high (90's) II. Top performers retention rates exceed overall City retentaion rates. III. Salary levels will not be a deterrent in hiring top talent IV. Salaries will remain competitive to selected private sector companies and government comparators. Status Updates: City of Meridian Strategic Plan : 3.C.1. - Develop a local Incident Management Team to respond during and after times of community crisis. • • 3.C. - Ensure flexibility, adaptability, and resiliency of government during times of crisis and recovery. Lead Department: Fire Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ® Information Services External Support: IMAST (Idaho Type 3 IMT), SW ❑ Human Resources ® Legal ® Mayor's Office Idaho Incident Management Team Quick Response ❑ Parks ❑ Police ® Public Works Unit Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/18 Objective Summary: In order for the City of Meridian to be prepared to respond to a major event or community crisis, an Incident Management Team (IMT) should be in place to handle the duties of large scale events: Incident Command, Operations, Planning, Logistics, Finance/Admin, and Safety . It has been strongly suggested by members of ACCEM and TAG this be a valley wide 'team' that can respond into any jurisdiction to provide aid as doing it by individual jurisdictions can by time consuming and costly. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Determine training hours, personnel, and funding requirements for a stand alone Meridian City IMT based on National curriculum and standards. II. Compare cost against a Valley Wide IMT capable of responding to multiple jurisdictions. III. Compile analysis and produce report with final recommendation IV. Enact adopted option. Performance Measure(s): List all Performance Measures to be Used. L Either a Meridian stand alone team is enacted, or members of the City of Meridian are part of a regional I MT. Status Updates- City of Meridian Strategic Plan • : 3.C.2. - Fully deploy and adequately train staff to meet all objectives of the City of Meridian Continuity of Operations Plan (COOP). • b • 3.C. - Ensure flexibility, adaptability, and resiliency of government during times of crisis and recovery. Lead Department: Mayor's Office Support Department(s): ❑ Community Development ❑ Finance ® Fire ❑ Information Services External Support: Ada County Emergency ❑ Human Resources E Legal ❑ Mayor's Office Management ❑ Parks ❑ Palice M Public Works Estimated Cost to Complete Objective: $$$$ 50,000+ Priority: 3. Low Estimated Cost to Implement Objective: $$$ 100,000-250,000 Estimated Effort: 250+ Hours Planned Start Date: 10/1/18 Anticipated Completion Date: 9/30/20 Objective Summary: To ensure that the citizens of our community can have faith/trust that their government will continue to operate during times of crisis, staff resources need to be dedicated for this purpose. This includes providing the necessary initial and on-going training. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Contract/Hire Preparedeness Coordinator to oversee all operations pertaining to Emergency Preparedness of the City. II. Analyze the current City COOP plan and identify any gaps, changes, or updates needed for the successful implementation of the plan. III. Create an implementation plan for the revised COOP plan. IV. Create a training plan for necessary staff to ensure COOP plan is operational during a time of need. V. Successful operations for City occur for one day under COOP protocols. Vl. Review and update the COOP plan on a yearly basis. Performance Measure(s): List all Performance Measures to be Used. I. Implementation Pian for COOP is adopted. II. Necessary training is provided to identified staff by end of FY20. III. City functions are operational for a 24 hour period using COOP protocols. Status Updates: City of Meridian Strategic Plan • : 3.C.3. - Develop and implement technological and communications contingency plans and programs for continuity of City operations. • 1 • 3.C. - Ensure Flexibility, adaptability, and resiliency of government during times of crisis and recovery. Lead Department: Information Services Support Department(s): ® Community Development ❑ Finance ® Fire ❑ Information Services; External Support: ACCEM ❑ Human Resources ❑ Legal ® Mayor's Office Z Parks ❑ Police Z Public Works Estimated Cost to Complete Objective: $$$$ 50,000+ Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 10/1/17 Anticipated Completion Date: 9/30/18 Objective Summary: To ensure that the citizens of our community can have faith/trust that their government will continue to operate during times of crisis. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order 1. Contract/Hire Preparedeness Coordinator to analyze current COOP, possibly redo COOP and train/update COOP on a regular basis. II. Update IT Disaster Recovery & Continuity Plan. III. Analysis of department expectations of what resources they need. Do they have workarounds? IV. Prioritize what communications and technology needs to come back online first and in what order after an incident. V. Develop and implement an outward facing (to the public) communications plan to be used during outages/crisis. VI. Develop a vendor assistance plan to be used to attain additional resources during outages/crisis. VII. Provide input into Countywide emergency communications and continuity plans. Performance Measure(s): List all Performance Measures to be Used. Regular updates and successful testing/exercises of COOP plan. Regular updates and successful testing/exercises of IT Disaster Recovery Plan. Status Updates: City of Meridian Strategic Plan - Align resources, systems, and employees to meet strategic objectives and ities. @:&3.D-1. 3.1). - Improve operational efficiency and organizational excellence. Lead Department: Mayor's Office Support Department(s): ® Community Development ® Finance ® Fire N Information Services External Support: Human Resources Z Legal ❑ Mayor's Office Z Parks Z Police Z Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $$$$ 250,000-500,000 Estimated Effort: 250+ Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/20 Objective Summary: To property resource and implement the strategic plan as written. Tactics: List All Tactics Required to Complete This objective in Logical/Chronological Order I. Hire a dedicated employee to oversee strategic planning for City of Meridian. II. Conduct a gap anaysis to ensure resources exist to monitor and complete the current strategic pian objectives. III. Develop a plan to address gaps which inlcudes processes, policies, budget and an employee matrix to revising staff responsibilites as needed. IV. Implement plan. V. Evaluate implementation of plan to ensure resources, systems and employees are aligned to meet strategic objectives and priorities. Performance Measure(s): List all Performance Measures to be Used. I. Departments identify resource needs in time for FY17 budget. il. 70% of strategic objectives completed within anticipated completion date. Status Uodates: City of Meridian Strategic Flan r : 3.D.2. - Develop and deploy a City-wide performance measurement, monitoring, and reporting program. • r 3.D. - Improve operational efficiency and organizational excellence. Lead Department: Mayor's Office Support Department(s): ® Community Development ® Finance ® Fire ® Information Services External Support: Human Resources Legal ❑ Mayor's Office ® Parks ® Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 1. High Estimated Cost to Implement Objective: $$ 50,000-100,000 Estimated Effort: 100-250 Hours Planned Start Date: 10/1/16 Anticipated Completion Date: 4/30/17 Objective Summary: To build a City-wide performance measurement, monitoring and reporting program (PM Program) that will collect and report data in alignment with the City Strategic Plan. This information will be utilized to track the intended outcomes and arm the management team with critical data to determine effectiveness, prevent issues, and identify areas of opportunity related to outcomes of city programs and operations. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Evaluate the current conditions and key issues regarding the City's current ability to create a PM program, including necessary staffing for successful program development and implementation. II. With staffing lead identified, create a Performance Management Plan with desired outcomes for a PM Program in alignment with the Strategic Plan, including goals and objectives, department key performance indicators, planned reporting system, and dashboard of identified city programs and operations. III. Create a Project Management plan and detailed project schedule, with identified budgetary and resource needs, including software solution to aid in program administration. IV. Createe a Deployment and Implementation Plan for the PM program including plans for change management, communications, training, and coaching. V. Establish an annual review for PM Programs processes and outcomes to evaluate effectiveness and efficiencies. Performance Measure(s): List all Performance Measures to be Used. I. Performance Management Plan is completed. II. Project Management Plan is created. III. Deployment and Implementation Plan is created. IV. PM Program is implimented with an annual review process put in place. Status Updates: Contingent upon person being hired in Objective 3.D.2. City of Meridian Strategic Plan • :M 3.D.3. — Develop and deploy a City-wide continuous improvement program. • 1 • 3.D. — Improve operational efficiency and organizational excellence. Lead Department: Mayor's Office External Support: Support Department(s): Z Community Development ® Finance Z Fire Z Information Services ® Human Resources Z Legal 0 Mayor's Office ®Parks ®Police ® Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 1. High Estimated Cost to Implement Objective: $$ 50,000-100,000 1Estimated Effort: 100-250 Hours Planned Start Date: 10/1/17 Anticipated Completion Date: 9/30/19 Objective Summary: Develop and deploly a comprehensive continuous improvement program that mobilizes the workforce to proactively identify and remove waste utilizing continuous improvement tools and best practices. Create a process by which information gathered from the performance measurement, monitoring, and reporting program (3.D.2.) is analyzed in order to improve program efficiency, reduce costs, improve quality and resultin in overall excellence. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Research various continuous improvement institutions and professonial agencies experienced in providing continuous improvement guidance and support to municipalities. II. Upon recommendation, select a continuous improvement program that best supports and aligns with City Strategic Plan Objectives. III. Conduct analysis to determine staffing needs. Ideally, select a core team of continuous improvement professionals from within the City's departments, one from each. invest in the selected core team members through continuous improvement program training, change management training, performance management training, and provide them with the direction and expectations required to deploy and sustain a City-wide continuous improvement program. IV. Core team to socialize continuous improvement program with key stakholders and partners. V. Core team selects a pilot opportunity within the City to demonstrate the program's capabilities and outcomes. Share the results with Mayor, Council, and Directors. VI. Build a deployment guide for the program which includes milestones, schedules, and expected outcomes VII. Provide change management training to those identified as stakeholders, supporting resources, and others interested. VIII. Create a plan for data disaggregation from Performance Management Program to aid in identifying opportunities for program consideration. IX. Deploy the program City-wide with reporting expectations, review responsibilities, and a call to action. X. Monitor changes to determine overall effectivess of program and publicize a check and adjust frequency to evaluate usage. Performance Measure(s): List all Performance Measures to be Used. I. Continuous Improvement Program is established by anticipated completion date. il. Common language is utilized throughout the City to allow clear and transparent communications. III, Customer satisfaction of services provided is increased from 76% of exceeding expectations to 84% through improved quality and best practices in 2020 Citizen Survey, Status Updates: Contingent upon person being hired in 3.D.1. City of Meridian Strategic Plan I — Evaluate the need for centralized, professional administrative and operational sight for City functions. @:1 3.1). — Improve operational efficiency and organizational excellence. Lead Department: Mayor's Office Support Department(s): ❑ Community Development ❑ Finance ❑ Fire 0 Information Services External Support: ® Human Resources 7 Legal ❑ Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/17 Obiective Summary: To determine if the City should have a Municipal Services Director/Strategic and Accountablity Director to assist the Office of the Mayor in the administrative and operational functions of the City and provide continuity of operations through City elections. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Examine the current needs and and future expectations of the Mayor for the City Departments, implementation of the strategic plan, and the community. II. Determine the existing level of oversight and support available to the Departments from the Office of the Mayor. III. Evaluate communities who operate as a strong Mayor/City Administrator form of government for any potential strategic and operational effeciencies and overall accountablility and organizational excellence. IV. Determine appropriate level of administrative and operational oversight, including span of control, for City functions which can be provided by an elected official. V. Determine appropriate level of administrative and operational oversight, including span of control, for City functions which can be provided by professional trained personnell. VI. Report findings to City Council on if a Municipal Services Director/Strategic and Accountablity Director would assist the Mayor by providing improved strategic operational efficiencies and oversight for City functions. Performance Measure(s): List all Performance Measures to be Used. I. Report is completed with a recommendation on future administrative operations. Status Updates: City of Meridian Strategic Plan • 3.E.1. - Establish clearly defined roles and responsibilities of City leadership up to and including Elected Officials. • + 3.E. - Enhance transparency and decision-making of City government. Lead Department: Mayor's Office Support Department(s): [] Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: AIC/ICRMP ® Human Resources ® Legal ❑ Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 6/30/16 Obiective Summary: To ensure roles and responsibilities are understood for City leaders in order for clarity to exist in the decision making process. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Research state and city codes, policy manuals, and other sources to determine legal authority for specific actions pertaining to elected officials, commissions, and department directors and compile results. II. Compare existing City practices versus established rules and policies and note any discrepencies. III. Make any necessary adjustments as needed to existing practices or suggest changes to governing documents to create alignment. IV. Codify roles, responsibilites and expectations to that everyone is clear regarding the decision making process. V. Provide training of defined roles and responsibilities. VI. Review information every two years and provide to new members of the City leadership as necessary. Performance Measure(s): List all Performance Measures to be Used. I. City practices are in aligntment with. City Codes. II.. Information is created and easily accessible regarding roles and responsibilites for City leadership. III. Training occurs every two years. Status Updates: City of Meridian Strategic Plan • : . - Conduct a priorities of government exercise to identify community expectations Landdesired level of service. 1 3.E. - Enhance Transparency and decision-making of City government. Lead Department: Mayor's Office Support Department(s): E Community Development ❑ Finance ❑ Fire M Information Services; External Support: City Council, City Commissions, ❑ Human Resources ® Legal ❑ Mayor's Office Appropriate representatives of community interest ® Parks ® Police ❑ Public Works groups, Appropriate representatives from City Service Providers and identified partners Estimated Cost to Complete Objective: $$$$ 50,000+ Priority: 1. High Estimated Cost to Implement Objective: $$ 50,000-100,000 Estimated Effort: 250+ Hours Planned Start Date• 1/1/16 Anticipated Completion Dater 12/31/17 Objective Summary: To create synergy, predictability, and understanding between the community and City leadership related to city service levels and budget. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order Develop scope, schedule, resources and identify subject matter expert to conduct priority of government exercise. IL Create a communications plan. III. Provide priority of government training to identified city staff. IV. Inventory all city services, costs and existing level of service provided to the community. V. Define support government agencies and our role/influence related to provided services. VI. Create a public involvement and education plan. VII. Develop Level of Service expectations and create implementation plan for adopted levels. Performance Measure(s): List all Performance Measures to be Used. I. City Service Levels are established and adopted. II. Annual City budget aligns with established level of service. Ill. Overall quality of City services provided is increased from 76% per 2014 City Survey to 85% in 2020 City Survey. Status Updates: City of Meridian Strategic Plan . - Align community programs, City policies/ordinances, and staffing resources HLbased on community expectations and desired level of service. 3.E. - Enhance Transparency and decision-making of City government Lead Department: Mayor's Office Support Department(s): ® Community Development ® Finance ® Fire Z Information Services; External Support: N/A ® Human Resources Z Legal ❑ Mayor's Office Z Parks ❑ Police Z Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/18 Objective Summary: To understand the community expectations and ensure an alignment exists with City programs, policies, and staffing resource needs. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Interpret the Level of Service results as they pertain to community expectations. II. Review existing programs, policies, ordinances, and staffing resources. III. Conduct a gap analysis of programs, policies, ordinances and staffing resources to community expectations. IV. Develop an implementation plan to address identified gaps. V. Present plan to City Council. Performance Measure(s): List all Performance Measures to be Used. Implementation plan approved by City Council. Status Updates: 3.E.2. needs to be completed first. City of Meridian Strategic Plan . - Institute a priority -based budget system to meet adopted level of service @&expectations. 3.E. - Enhance transparency and decision-making of City government. Lead Department: Finance Support Department(s): 2 Community Development Q Finance E Fire Information Services External Support: Citizen group/commissions Human Resources ® Legal E Mayor's Office Parks [] Police ® Public Works Estimated Cost to Complete Objective: $$$$ 50,000+ Priority: 1. High Estimated Cost to Implement Objective: $$$ 100,000-250,000 Estimated Effort: 250+ Hours Planned Start Date: 9/1/17 Anticipated Completion Date: 9/30/18 Obiective Summary: To use the budget process to allocate resources in alignment with adopted level of service expectations. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify resources needed to implement a priority based budget system including staff time, resources and cost of implementation. II. Provide education to and support from elected officials, Department Directors, and key staff regarding priority -based budgeting. III. Determine that City has indentified priorities and establised desired service levels. IV. Find and purchase software tool that will facilitate reporting needed for a piority based budget process. V. Map out the steps to bring the process up City-wide. VI. Provide cost information to all existing department programs and services . VII. Utilize information for creation of FY20 budget. Performance Measure(s): List all Performance Measures to be Used. I. Implementation of priroty-based budget process by FY20. II. Consistent annual measurement of results is available for alll City stakeholders. Status Updates: City of Meridian Strategic Plan • :V 3.E.5. - Evaluate the Benefits of Districting Council Seats • • 3.E. - Responsive Government Lead Department: Legal Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Citizen Task Force - (HOA's, Faith ❑ Human Resources ❑ Legal ® Mayor's Office Community, MYAC, Chamber, MSAB, Volunteer ❑ Parks ❑ Police ❑ Public Works Stakeholder), Consultant Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 6/30/17 Objective Summary: To provide City Council with a comprehensive analysis and recommendation of citizen desire, legal implication, political ramifications, and economic factors in creating Council Districts. Tactics: List All Tactics Required to Complete This Objective in logical/Chronological Order I. Create focus croups- City Lead/Support. II. Prepare White Paper analysis of economic, political, and legal implications for Focus Group discussions. III. Citizen Engagement - Public Input and Focus Groups Meetings. IV. Prepare recommendation for City Council. Performance Measure(s): List all Performance Measures to be Used. I. A comprehensive analysis is prepared with robust citizen engagement. IL A recommendation is presented to City Council Status Updates: City of Meridian Strategic Flan . - Use industry standards and benchmarks to develop and communicate the • :&Safety Profile of Meridian. 4.A. - Establish Meridian as a premier safe community. Lead Department: 'Fire Support Department(s): M Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Central District Health, Ada ❑ Human Resources ❑ Legal ❑ Mayor's Office County Paramedics, Partner Fire and Law agencies, ❑ Parks ® Police ® Public Works Local Hospitals, ACHD/ITD Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/18 Objective Summary:. To ensure that Meridain is a safe place to live, work, and play, a Safety Profile constituting the standards, programs, and plans should be developed with established benchmarks. Programs are adopted to meet the goal. Plans are developed and adopted to ensure implimentation of standards and programs are done in a systematic and timely manner. The adopted "safety profile" for the City of Meridian should then be communicated to the public. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Compile current programs or standards in place by departments that participate in providing 'safety' for the community. ll. Compile industry standards or best practice for like programs/standards. III. Establish working group to establish recommended programs, standards, and plans for City Council consideration and adoption. IV. Develop communication method to articulate Safety Profile to the community. Performance Measure(s): List all Performance Measures to be Used. I. Safety Profile components are developed and adopted by City Council. II. Communication plan developed Status Updates: City of Meridian Strategic Flan - Set targets, identify gaps, and deploy programs and services that elevate the M&Safety Profile to achieve the desired targets. 4.A. -Establish Meridian as a premier safe community. Lead Department: Fire Support Department(s): ® Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Central District Health, Ada ❑ Human Resources ❑ Legal ❑ Mayor's Office County Paramedics, Partner Fire and Law agencies, ❑ Parks ❑ Police ® Public Works Local Hospitals, ACHD/ITD Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 3. Low Estimated Cost to Implement Objective: $$$$ 250,000-500,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/19 Anticipated Completion Date: 12/31/19 Objective Summary: Upon completion of identifying the current "Safety Profile" for the City, targets will need to be developed and adopted in order to realize the desired "Safety Profile" for the City. Once targets are established, and upon completion of a gap analysis, programs should be developed and implimented to meet the desired targets. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Review and analyze like sized communities for standards, programs, and plans that constitute a "safety profile." II. Compare against current City of Meridian standards, programs, and plan. III. Convene working group to determine proposed Safety Profile components for City Council consideration. IV. Establish objectives, benchmarks, and timelines for implimentation of each adopted component. V. Establish continuing monitoring program to ensure continued success of adopted Safety Profile. Performance Measure(s): List all Performance Measures to be Used. Safety Profile components are developed and adopted by City Council. Implimentation plan developed and adopted. Status Updates: City of Meridian Strategic Plan . - Align City Ordinances, codes, policies, and resources based on the adopted • :&Safety Profile 4.A. - Establish Meridian as a Premier Safe Community Lead Department: Legal Support Department(s): M Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: ❑ Human Resources ❑ Legal ❑ Mayor's Office Parks ® Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,400 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/20 Anticipated Completion Date: 6/1/20 Objective Summary: To ensure Meridian is a safe place to live, work, and play, the developed Safety Profile should be codified for its compliance. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify methods of implementation of the profile; Le policy vs. ordinance. II. Research similar ordinances, if any. III. Draft policy or ordinance as determined. IV. Bring to a Council workshop for discussion. V. After direction from the City Council, craft final form. Performance Measure(s): List all Performance Measures to be Used. Adoption of policy or ordinance . Status Updates: Item 4.A.2. needs to be complted before work can begin. City of Meridian Strategic Plan Identify gaps and deploy programs and services that enhance the ability of 0 :&people to move safely within and through the community. • + 4.A Establish Meridian as a premier safe community. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services; External Support: VRT, ACHD, ITD, COMPASS, ACSO ❑ Human Resources Legal ❑ Mayor's Office ® Parks E Police ® Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$$$ 250,000-500,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/17 Objective Summary: To ensure Meridian is a safe place for people to move throughout, identifed gaps from the Community Safety Profile weed to be addressed. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Review the gaps identified in the Community Safety Profile. II. Design programs and other responses to address the identified gaps. III. Present information to City Council for consideration. IV. Deploy specific programs and other responses. Performance Measure(s): List all Performance Measures to be Used. I. Deployment of specifice programs and other measures designed to address the gaps. Status Uudates: City of Meridian Strategic Plan • : 4.A.5. - Become among the Top 100 "Safest Cities" nationally. ejoylIM 4.A. - Establish Meridian as a premier safe community. Lead Department: Mayor's Office External Support: Support Department(s): [:]Community Development ❑ Finance ® Fire ❑ Information Services ❑ Human Resources ❑ Legal ❑ Mayor's Office ❑ Parks ® Police ® Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $$$ 100,000-250,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/19 Obiective Summary: To proved the best public safety to existing residents and establish Meridian as a destination community on a ntaional level for those who desire to live in a safe community. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify benchmarking tool in order to make determination to be a Top 100 "Safest Cities." II. Examine criteria being utilzed by benchmarking tool and determine Meridian's existing levels in criteria. III. Determine changes needed in benchmarked criteria in order to be listed as a Top 100 "Safest Cities." IV. Prepare a plan to meet identified changes in benchmarked criteria. V. Review criteria and changes to Meridian's levels in order to make appropriate adjustments ongoing. Performance Measurefs?: List all Performance Measures to be Used. Top 100 "Safest City" goal is identified. Top 100 "Safest City" recognition is achieved. Status Updates: City of Meridian Strategic Plan s : 4.B.1. - Use industry standards and benchmarks to develop and communicate the Health Profile of Meridian. • + 4.8. - Establish Meridian as a premier healthy community. Lead Department: Fire Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Central District Health, Ada ❑ Human Resources ❑ Legal ® Mayor's Office County Paramedics, Partner Fire and Law agencies, ® Parks ❑ Police ® Public Works Local Hospitals, EPA, State of Idaho Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/18 Obiective Summary: To ensure that Meridain is a healthy place to live, work, and play, a Health Profile constituting the standards, programs, and plans should be developed with established benchmarks. Programs are adopted to meet the goal. Plans are developed and adopted to ensure implimentation of standards and programs are done in a systematic and timely manner. The adopted "health profile" for the City of Meridian should then be communicated to the public. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order L Compile current programs or standards in place by departments that participate either directly or indirectly in providing for the heatlh and well-being of the community 11. Compile industry standards or best practice for like programs/standards III. Establish working group to establish recommended programs, standards, and plans for City Council consideration and adoption N. Develop communication method to articulate Health Profile to the community Performance Measure(s): List all Performance Measures to be Used. Health Profile components are developed and adopted by City Council Communication plan developed Status Updates: City of Meridian Strategic Plan . - Set targets, identify gaps, and deploy programs and services that elevate the M&Health Profile to achieve the desired targets. 4.6. - Establish Meridian as a premier healthy community. Lead Department: Fire Support Department(s): ® Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Central District Health, Ada [:]Human Resources [:]Legal ® Mayor's Office County Paramedics, Partner Fire and Law agencies, ® Parks ❑ Police ❑ Public Works Local Hospitals, EPA, State of Idaho Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 3. Low Estimated Cost to Implement Objective: $$$$ 250,000-500,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/19 Anticipated Completion Date: 12/31/19 Objective Summary: To ensure that Meridain is a healthy place to live, work, and play, a Health Profile constituting the standards, programs, and plans should be developed with established benchmarks. Programs are adopted to meet the goal. Plans are developed and adopted to ensure implimentation of standards and programs are done in a systematic and timely manner. The adopted "health profile" for the City of Meridian should then be communicated to the public. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Review and analyze like sized communities for standards, programs, and plans that constitute a "health profile." II. Compare against current City of Meridian standards, programs, and plan. III. Convene working group to determine proposed Health Profile components for City Council consideration. IV. Establish objectives, benchmarks, and timelines for implimentation of each adopted component. V. Establish continuing monitoring program to ensure continued success of adopted Health Profile. Performance Measure(s): List all Performance Measures to be Used. I. Health Profile components are developed and adopted by City Council.. II. Implimentation plan developed and adopted. III. Continuous monitoring program established. Status Updates: City of Meridian Strategic Flan • ; 4.13.2. - Set targets, identify gaps, and deploy programs and services that elevate the Health Profile to achieve the desired targets. • 4.13. - Establish Meridian as a premier healthy community. Lead Department: Fire Support Department(s): F;J Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Central District Health, Ada ❑ Human Resources ❑ Legal ® Mayor's Office County Paramedics, Partner Fire and Law agencies, ® Parks ❑ Police [] Public Works Local Hospitals, EPA, State of Idaho Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 3. Low Estimated Cost to Implement Objective: $$$$ 250,000-500,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/19 Anticipated Completion Date: 12/31/19 Ob`ective Summa Upon completion of identifying the current "Health Profile" for the City, targets will need to be developed and adopted in order to realize the desired "Health Profile" for the City. Once targets are established, and upon completion of a gap analysis, programs should be developed and implimented to meet the desired targets. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. review and analyze like sized communities for standards, programs, and plans that constitute a "health profile." II. Compare against current City of Meridian standards, programs, and plan. III. Convene working group to determine proposed Health Profile components for City Council consideration. IV. Establish objectives, benchmarks, and timelines for implimentation of each adopted component. V. Establish continuing monitoring program to ensure continued success of adopted Health Profile. Performance Measure(s): List all Performance Measures to be Used. I. Health Profile components are developed and adopted by City Council. li. Implimentation plan developed and adopted. Ill. Continuous monitoring program established. Status Updates: City of Meridian Strategic Plan 4.B.3. - Align City Ordinances, codes, policies, and resources based on the adopted Health Profile • 1 4.8. - Establish (Meridian as a Premier Healthy Community Lead Department: Legal Support Department(s): ® Community Development ❑ Finance ® Fire ❑ Information Services External Support: None ❑ Human Resources ❑ Legal ❑ Mayor's Office Z Parks ® Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/20 Anticipated Completion Date: 6/1/20 Oboective Summary: To ensure Meridian is a safe place to live, work, and play, the developed Health Profile should be codified for its compliance. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Legal will need to identify methods of implementation Le; policy vs. ordinance. II. Research similar ordinances, if any. III. Draft policy or ordinance as determined. IV. Bring to a Council workshop for discussion. V. After direction from the City Council, craft final form. Performance Measure(s): List all Performance Measures to be Used. Adoption of policy or ordinance Status Updates: Item 4.B.2. needs to be completed before work can begin. City of Meridian Strategic Plan • : 4.8.4. - Build and maintain a broad spectrum of partnerships to create a healthy community and improve access to health care services. • i 4.8. - Establish Meridian as a premier healthy community. Lead Department: Fire Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ information Services External Support: Central District Health, Ada ❑ Human Resources ❑ Legal ❑ Mayor's Office County Paramedics, Partner Fire and Law agencies, ❑ Parks ❑ Police ❑ Public Works Local Hospitals, EPA, State of Idaho Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$ 50,000-100,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/18 Anticipated Completion Date: 12/31/19 Objective Summary: To meet the goal of Meridian becoming a premier healthy community, the City needs to partner with other local government and the private sector to ensure adequate access to health care services along with promoting overall individual and community health through preventative measures. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify key partnerships needed to meet the Health Profile of the City and improve access to health care services. II. Convene working group of partners to identify ways to achieve the Health Profile and improve access to health care services. III. Develop a plan with community partners to improve access to health care. IV. Impliment recommendations working with key community partners. V. Establish continuous monitoring program to ensure success. Performance Measure(A: List all Performance Measures to be Used. Partners are identified and established. Plan developed and programs impiimented through partners. Status Updates: City of Meridian Strategic Plan • : 4.B.5. - Become among the Top 100 "Healthiest Cities" nationally. • , • 4.6. - Establish Meridian as a premier healthy community. Lead Department: Mayor's Office External Support: Support Department(s): ❑ Community Development ❑ Finance F;J Fire ❑ Information Services ❑ Human Resources ❑ Legal ❑ Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12131/2020 Objective Summary: To create a healthy environment for existing residents and establish Meridian as a destination community on a ntaional level for those who desire to live in a healthy community. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify benchmarking tool in order to make determination to be a Top 100 "Healthiest Cities." II. Examine criteria being utilzed by benchmarking tool and determine Meridian's existing levels in criteria. lll. Determine changes needed in benchmarked criteria in order to be listed as a Top 100 "Healthiest Cities." IV. Prepare a plan to meet identified changes in benchmarked criteria. V. Review criteria and changes to Meridian's levels in order to make appropriate adjustments ongoing. Performance Measure(s): List all Performance Measures to be Used. Top 100 "Healthiest City" goal is identified. Top 100 "Healthiest City" recognition is achieved. Status Updates: City of Meridian Strategic Plan efine the educational, financial, food, shelter, personal preparedness, and l security environment ("Socio -Economic Profile") within the community. 116economic 4.C. -Promote and advance social services that strengthen the socio - well -being of the community. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance ® Fire ❑ Information Services; External Support: State and local agencies ❑ Human Resources ❑ Legal ❑ Mayor's Office ❑ Parks ® Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 10/1/17 Anticipated Completion Date: 9/30/18 Objective Summary: Determining the Socio -Economic Profile provides another lens with which to view the city and identify gaps in needed programs, services and amenities. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Create definitions for the various components of the Socio -Economic profile. II. Analyze available data (ACS, Census, etc) in order to identify relevant Socio -Economic indicators. Performance Measure(s): List all Performance Measures to be Used. I. A clear definion exists for the 6 items which make up the Socio -Economic Profile for a Meridian resident. Status Updates: City of Meridian Strategic Pian • : 4.C.2. - Set targets and identify gaps in programs and services to elevate the Socio - Economic Profile of the community. A • i 4.C. - Promote and advance social services that strengthen the socio- economic well-being of the community. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance Z Fire ❑ Information Services; External Support: State and local agencies [:]Human Resources ❑ Legal ® Mayor's Office ❑ Parks Z Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 10/1/18 Anticipated Completion Date: 4/30/19 Objective Summary: Discovering or creating models to bridge gaps in necessary programs and services will assist in elevating the community's socio-economic profile. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Establish base -level targets for the 6 components of the City's Socio -Economic profile. II. Conduct an inventory of services and amenities within the City for each of the 6 components. III. Consult with area service providers to determine if services and amenities are being filled by programs outside the City. IV. Research applicable relevant state and county services that may be out of reach. V. Evaluate access to programs and services with regard to priority, efficacy and location. VI. Identify gaps in community programs and services with regard to the established socio-economic profile. VII. Develop modelsfor programs and services to bridge identified gaps. Performance Measure(s): List all Performance Measures to be Used. Each component of the City's Soci-Economic profile has an established base -line target for community. Gaps in services to reach established base -line are identified. Status Updates: City of Meridian Strategic Plan OBJECTIVE 4.C.3. - Build and maintain a broad spectrum of partnerships to create a secure community and improve the education of and access to social and support services. STRATEGIC G • 4 OM- Promote and advance social services that strengthen the socio- economic well-being of the community. Lead Department: Mayor's Office Support Department(s): Z Community Development ® Finance ® Fire ❑ Information Services External Support: Other Government Agencies, 0 Human Resources ❑ Legal ❑ Mayor's Office Non-profit Service Providers ❑ Parks ® Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/2016 Anticipated Completion Date: 12/31/20 Objective Summary: To leverage taxpayer dollars by working with existing providers and organizations who provide socia -economic services so that duplicaiton of needed or identified services by the City is prevented. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify all existing providers/organizations who provide socio-economic programs in Meridain and the Treasure Valley. II. Determine which organizations provde programs and services in the 6 components of the targeted socio- economic areas. Ill. Form relationships and engage providers to get buy in on need of services in Meridian. IV. Create opportunities and form partnerships as necessary which are focused on bring any identified/needed education, programs or services to the community. Performance Measure(s): List all Performance Measures to be Used. List of Service Providers is created. Partnerships are established to provide improved access to social and support services. Status Updates: City of Meridian Strategic Plan r : 4.C.4. - Deploy programs and services that address social and support services deficiencies. STRATEGIC. GOAL 4.C. - Promote and advance social services that strengthen the socio- economic well-being of the community. Lead Department: Mayor's Office Support Department(s): ® Community Development ❑ Finance ® Fire ❑ Information Services External Support: Federal, State Agencies, Ada ❑ Human Resources 7 regal ❑ Mayor's Office County, Non -Profit Providers ❑ Parks Z Police ❑ Public Works Estimated Cost to Complete Objective: $$$$ 50,000+ Priority: 3, Low Estimated Cost to Implement Objective: $$$ 100,000-250,000 Estimated Effort: 250+ Hours Planned Start Date: 10/1/19 Anticipated Completion Date: 12/31/20 Objective Summary: To bring the needed programs and services to the community to ensure base -line targets are met in the 6 identified areas of the City of Meridian Socio -Economic profile. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order 1. Consult with area service providers/partners to develop plans for each of the 6 components of the Socio - Economic profile. 11. Coordinate the delivery of the identified services to ensure equitable access to the entire community which do not meet the identified target levels.. Ill. Create opportunities for public engagement to evaluate effectiveness of programs and service -delivery. Performance Measure(s): List all Performance Measures to be Used. 1. Programs are deployed in each of the 6 identified areas of the Clty's Socio -Economic profile. 11. Program and service -delivery models assessed annually to ensure an appropriate and equitable degree of access is available. III. Target rates are achieved 5 year after plans are implemented. Status Updates: City of Meridian Strategic Plan • : 4.C.5. - Align City Ordinances, codes, policies, and resources based on the adopted Socio -Economic Profile • 1 • 4.C. - Promote and advance social services that strengthen the socio- economic well-being of the community Lead Department: Legal Support Department(s): ❑ Community Development ❑ Finance ® Fire ❑ Information Services External Support: None ❑ Human Resources ❑ Legal ® Mayor's Office ® Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Lova Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/20 Anticipated Completion Date: 6/1/20 Obiective Summary: To ensure Meridian is a safe place to live, work, and play, the developed Socio -Economic Profile should be codified for its compliance. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Legal will need to identify methods of implementation; Le policy vs. ordinance If. Research similar ordinances, if any III. Draft policy or ordinance as determined IV. Bring to a Council workshop for discussion V. After direction from the City Council, craft final form Performance Measure(s): Last all Performance Measures to be Used. Adoption of policy or ordinance Status Updates: Item 4.C.2. needs to be completed before work can begin. City of Meridian Strategic Plan • : 4.D.1. - Develop a Comprehensive Risk Management Program inclusive of Risk Identification, mitigation, safety audits, training, and proper resourcing • • + D. - Establish a Comprehensive Health and Safety Program for the City of Meridian Lead Department: Legal Support Department(s): ❑ Community Development ❑ Finance ® Fire ❑ information Services External Support: ICRMP, All American Insurance, ❑ Human Resources [:]Legal ❑Mayor's Office Consultant ®Parks ®Police F� Public Works Estimated Cost to Complete Objective: $$$$ 50,000+ Priority: 2. Medium Estimated Cost to Implement Objective: $$ 50,000-100,000 Estimated Effort: 100-250 Hours Planned Start Date: 4/1/16 Anticipated Completion Date: 9/30/17 Objective Summary: Createing a fully formed and vetted risk mangement program for the entire City to include current claims management with additional safety training, audits, and risk aversion types of anaylsis for all departments will have a positive financial impact to the City. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify current program components. II. Identify possible additional programming needs with support separtments. III. Create consultant scope of work. IV. Create task force of internal and external support to work with consultant. V. Develop plan to meet needs associated with risk Identification, mitigation, safety audits, training, and proper resourcing and identify any staffing needs and timeframe for phasing of plan. VI. Receive plan approval from City Council. VII. Implement plan into existing Risk Management Program. VIII. Develop training program for Program components. Performance Measure(s): List all Performance Measures to be Used. L Plan is developed to meet Risk Management Program components. ll. Training is given to all identified employees one year after plan is implemented into Program. III. 25/o reduction in claims associated with Risk Management is achieved.. Status Updates: City of Meridian Strategic Plan • : 4.D.2. - Develop a comprehensive family -focused Health and Wellness Program for City employees • + • • 4.D. - Establish a comprehensive Health and Safety Program for the City of Meridian Lead Department: Human Resources Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Benefits and Wellness ❑ Human Resources ® Legal ❑ Mayor's Office Committees; Blue Crass/Healthy Measures ❑ Parks ❑ Police ❑ Public Works Wellness Programs; Mercer Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 0-50 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 9/30/17 Obiective Summary: In order to curtail helath care costs and improved the experieince rating for the City, families of employees will be more fully intergrated into the health and wellness programs offered to employees. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Assess opportunities for family involvement within the current Wellness Program structure. II. Identify other cost effective ways to include families in healthy habits and wellness to include financial incentives, added programs, discounts, expanded benefits, etc. III. Research best practices and emerging trends for family wellness in use by other employers; partner with health insurance provider(s). IV. Involve both Benefits and Wellness Committee members in identifying opportunities and making recommendations. V. Bring recommendations to Mayor and Director team; provide all considerations including budget impacts. VI. Obtain Council approval for new programs as required. VII. Prepare implementation plan to include communication plan to both employee and to their family member(s). VIII. Implement program components as approvals are obtaine.d Performance Measurefsi: List all Performance Measures to be Used. 1. Family participation rates in wellness programs. IL Dependent claim volume and dollar amounts III. Over time(5 years?), experience rating in dependent coverage will improve as families become more involved. Status Updates: City of Meridian Strategic Plan OBJECTIVE4.E.1. Promote green building designs, practices, and materials that improve indoor air quality and overall health. STRATEGIC GOAL 4.E. Advance sustainable and environmentally healthy practices throughout the City. Lead Department: Community Development Support Department(s): ❑ Community Development ❑ Finance N Fire ❑ Information Services; External Support: Key builders/developers, ❑ Human Resources ❑ Legal N Mayor's Office stakeholders and other Treasure Valley ❑ Parks ❑ Police ® Public Works Municipalities Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 10/1/19 Anticipated Completion Date: 9/30/20 Obiective Summary: In order for Meridain to be a premier City to live, work and raise a family there needs to be an overall focus on having a healthy community; green building designs, practices, and materials are a part of that focus in order to improve indoor air quality and overall health. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Write a scope of work and hire a consultant to help reasearch building codes and other information related to green building designs, practices, and materials that improve indoor air quality and overall health. II. Inventory existing programs implimented by other Treasure Vally municipalities (eg - Ordinances, Policies, Incentives, etc.). III. Undertake a SWOT analasys and evaluate existing programs implimented by other Treasure Valley municipalities for consistency, pracicality and feasibility for Meridian. IV. Develop program and incentives for greeen building with measurable goals for short-, mid- and long-term. V. Engage City Council, the key builders/developers, stakeholders to further refine any proposed program(s) and incentives. VI. Develop a plan to publicize the City's final green building program to appropriate groups. Performance Measure(s): List all Performance Measures to be Used. I. Program/Incentives devloped. II. Council adoption of a green building program. III. 25% of all building done in Meridian is considered green. Status Updates: City of Meridian Strategic Plan • : 4.E.2. - Develop sustainability initiatives in the areas of water conservation, recycling, and energy efficiency. • 4.E. - Advance sustainable and environmentally healthy practices thoughout the City. Lead Department: Public Works Support Department(s): ® Community Development 0 Finance [A Fire ® Information Services External Support: Republic Services, United Water, ❑ Human Resources ❑ Legal ❑ Mayor's Office Idaho Rivers United, Idaho Power, Boise Z Parks ® Police [] Public Works Watershed, iSTEM Education Group, Partners for Clean Water, School District Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$ 50,000-100,000 Estimates) Effort: 250+ Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 9/30/19 Obiective Summary: To guide the incorporation of sound environmental principles and practices into the daily operations of the City as well as expand the community's understanding and support for sustainability initiatives in three components: economic vitality, environmental integrity, and social equity. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Hire a consultant to facilitate the review of existing plans, studies and policies relative to sustainability and environmental programs, (e.g., Environmental Programs Plan, Water Conservation Plan, Water Supply Contingency Plan, Source Water Protection Plan, City Comprehensive Plan, Energy Efficiency & Conservation Strategy, Public Works Strategic Plan, etc.) to identify programs in place, and sustainability initiatives not yet developed or implemented. II. Utilize a consultant to conduct a gap analyses to identify opportunities for new plans to be refreshed or written (e.g., Class A Recycled Water Plan, Solid Waste Management Plan) that would include sustainability components. III. Review 4.E.1 for alignment and coordination as appropriate. IV. Identify stakeholders both internal and external that could influence development and outcome of sustainability initiatives. Include appropriate stakeholder fous groups in development of targeted sustainability initiatives. V. Identify and assess the financial, social and environmental benefits, costs and feasiblity of tactics. VI. Develop an implementation plan, costing scenarios and performance measures for activities within the identified tactics. VII. Receive Council Approval of Implementation Plan. Performance Measure(s): List all Performance Measures to be Used. I. Existing plans reviewed and updated. II. Council approval of implementation plan. III. Increased perception of Meridian as a community that is developing sustainable/conscious environment from 631 in 2014 City Survey to 681 in 2020 City Survey. Status Updates: City of Meridian Strategic Plan • : 4.E.3itheCity. romote community based eco -sustainable programs, projects, and services. • s i4.E. - Advance sustainable and environmentally healthy practices thoughout . Lead Department: Public Works Support Department(s): Z Community Development ❑ Finance F;� Fire ® Information Services External Support: Republic Services, United Water, [:]Human Resources [:]Legal ® Mayor's Office Idaho Rivers United, Idaho Power, Boise ® Parks M Police Z Public Works Watershed, iSTEM Education Group, Boise River Enhancement Network, Watershed Watch, Meridian Co-op Gardeners, Univ. of ID Extension, Partners for Clean Water, School District Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$ 50,000-100,000 Estimated Effort: 250+ Hours Planned Start Date: 10/1/16 Anticipated Completion Date: 9/30/19 Obiective Summary: In order to promote environmentally sustainable programs, projects and services that benefit our citizenry, it is necessary to increase the community's knowledge, skills and attitudes about sustainability, resulting in an increase in the number of people who incorporate aspects of environmental sustainability into their lifestyle. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Compile current community based environmental programs, projects and services and baseline participation. II. Identify stakeholder groups within the community that could be active participants in the promotion of eco -sustainable programs, project and services. III. Identify opportunities to develop partnerships to share ideas and local resources in promotion of environmental programs, projects and services. IV. Identify and approach local organizations and businesses to sponsor environmental projects by contributing to the Meridian Community Recycling Fund Program for its provision of small community- based grants. V. Coordinate with a land grant university (Univ. of Idaho) to gather information on public opinions, attitudes, and behavior about environmental, economic, and social sustainability in our community. VI. Utilize survey results to identify topics and targeted audiences for community-based environmental programs, projects and services. VII. Identify opportunities for environmentally -focused classes to be included in the Meridian's Parks and Recreation Activity Guide. VIII. Assess the feasiblity of developing additional community gardens in the city. IX. Identify homeowner associations, schools, churches and other groups to sponsor community-based cleanups of streets, stormdrains, and creeks. Performance Measure(s): List all Performance Measures to be Used. I. Baseline participation in community based environmental programs, projecsts and services increases by 25% by 2020. Status Updates: City of Meridian Strategic Plan - Establish partnerships that foster development of mixed or single use facilities erforming arts and conferences. N:L5.A.1. S.A. -Spur development of quality, regionally significant facilities for recreation and entertainment in Meridian. Lead Department: Community Development Support Department(s): ❑ Community Development ® Finance ❑ Fire ❑ Information Services; External Support: Meridian Chamber of Commerce; ❑ Human Resources ❑ Legal ® Mayor's Office Meridian Development Corp; Meridian Arts ❑ Parks ❑ Police ❑ Public Works Foundation; Downtown Business Association Estimated Cost to Complete Objective: $ 0-5,000 Priority: 1. High Estimated Cost to Implement Objective: $$$$$ 500,000+ Estimated Effort: 100-250 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/16 Obiective Summary: To bring the performing arts and conferences to Meridian, partnerships are necessary to work towards building a downtown performing arts center and conference venue. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify potential partners and steakholders in the performaning art and conference . II. Convene and communicate regularly with all stakeholders under the aupices of the Chamber's steering committee. III. Engage the development community through ongoing communications and recruitment activities. IV. Support private fund-raising efforts through the City's social media resources. V. Engage the philanthropic community by keeping potential donors up to date on performing arts center and conference center project progress. VI. Assist others (Arts Foundation, MDC) with site selection and acquisition. VII. Assist the Meridian Arts Foundation transition into an organization able to own and/or operate a performing arts venue. Performance Measure(s): List all Performance Measures to be Used. Creation of a performing arts or conference center network. Status Updates: City of Meridian Strategic Plan • : 5.A.2. - Identify desired sports facilities or complexes and establish partnerships that foster their development. • 5.A. - Spur development of quality, regionally significant facilities for recreation and entertainment in Meridian. Lead Department: Parks Support Department(s): ❑ Community Development Finance ❑ Fire ❑ Information Services External Support: Central District Health ❑ Human Resources Z Legal ❑ Mayor's Office Department, Community Sports Organizations, ❑ Parks ❑ Police ® Public Works MPR Commission Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 9/30/18 Objective Summary: To develop a sports complex in order to meet the needs of the community by leveraging a variety of funding sources which would generate a positive economic impact. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Assemble City led team. II. Review surveys, interview sports groups, and conduct focus groups to identify common desires for sports facilities or complexes. III. Determine appropriate location for any facilities or complexes and if necessary refine park concepts. IV. Identify potential partners. V. Create an implementation plan. VI. Identify, assign, and engage staff and support departments with specific assignments. Performance Measure(s): List all Performance Measures to be Used. I. A signed partnership agreement that leverages partnership dollars and saves the City money. II. A regionally significant sports facility complex is developed. Status Updates: City of Meridian Strategic Flan • : 5.A.3 - Develop a plan for financing recreation and entertainment facilities. • 5.A. - Spur development of quality, regionally significant facilities for recreation and entertainment in Meridian. Lead Department: Finance Support Department(s): ® Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Meridian Development Corp., ❑ Human Resources ® Legal ® Mayor's Office Idaho Commission on the Arts ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 10/1/2016 Anticipated Completion Date: 9/30/19 Obiective Summary: To establish Meridian as an active and vibrant community that fulfills the diverse cultural needs of its people. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify types of financing curently available in Idaho. II. Identify types of finances not currently available in Idaho and what steps would need to be taken in order to be utilized. III. Determine appropriate funding mechanisms for an entertainment facilities. IV. Determine appropriate funding mechanisms for recreation facilities. V. Create a funding plan with identified tools and needed step for implementation. Performance Measure(s): List all Performance Measures to be Used. Complete a plan for financing an entertainment facility. Complete a plan for financing a recreation facility. Status Updates: Provide Status Updates Here. City of Meridian Strategic Plan • : 5.A.4. - Foster development of Discovery Parks that uniquely blend arts, entertainment, and culture. • r • 5.A. - Spur development of quality, regionally significant facilities for recreation and entertainment in Meridian. Lead Department: Parks Support Department(s): ❑ Community Development M Finance ❑ Fire ❑ Information Services External Support: Parks & Recreation Commission, ❑ Human Resources ❑ Legal Z Mayor's Office Arts Commission, Meridian Development ❑ Parks ❑ Police ❑ Public Works Corporation Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 3. Low Estimated Cost to Implement Objective: $$$ 100,000-250,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/19 Obiective Summary: To create unique, educational, interpretive, and interactive elements of parks; meet survey demands for additional passive recreation oportunities; build quality of life for residents; and provide opportunities for all ages. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Research ideas from other communities, as well as volunteer citizen groups in Meridian; i.e., commissions, service organizations, etc. II. Explore partnerships and community resrouces; i.e., history, art, etc., and define funding sources. Ill. Assess potential locations in existing and future parks. IV. Establish internal and external input processes for choosing elements. V. Create a project team for implementation. Performance Measure(s): List all Performance Measures to be Used. I. Identified/defined project(s) (type and location) ready for the budget and construction processes. Status Updates: City of Meridian Strategic Plan • : 5.13.1. - Determine, attract, promote, and maintain a "signature" event for the City. • , • ► 5.13. - Develop, maintain, and foster a portfolio of activities and events that serve the diverse needs of the citizens of Meridian. Lead Department: Parks Support Department(s): 0 Community Development ❑ Finance ❑ Fire ® Information Services External Support: Central District Health 0 Human Resources ® Legal ® Mayor's Office Department, ACRD, Community Partners, MPR ❑ Parks ❑ Police ❑ Public Works Commission Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 8/31/19 Obiective Summary: To create a signature event for the City of Meridian that will have a lasting and positive impact on economic vitality, community pride, quality of life, tradition, and City branding. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Assemble the internal team - lead/support. II. Conduct a needs assessment and identify potential event. III. Report findings to the Mayor and City Council. IV. Seek and identify potential partners, location, and budget for signature event. V. Identify, assign, and engage staff and support departments with specific assignments. VI. Promote, advertise, and brand the event. VII. Conduct an economic development assessment of the event to the community. Performance Measure(s): List all Performance Measures to be Used. A signature event has been identified, and potential partners have been engaged resulting with a signature event held by the end of summer 2018. Attendance targets are met. Status Updates: City of Meridian Strategic Plan : etermine the viability of and, if feasible, develop a "farmers market."' M+0 • 5.B. - develop, maintain, and foster a portfolio of activities and events that iiserve the diverse needs of the citizens of Meridian. Lead Department: Mayor's Office Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: MDC, DBA, FFA, FHA ❑ Human Resources ❑ Legal ❑ Mayor's Office N Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $$ 5,000-25,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 9/30/16 Objective Summary: To create a unique event in downtown Meridian designed to bring fresh fruits and vegetables to the community with a variety of associated activities. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Engage the community on the need/desire for a downtown farmers market. II. Develop concept to make the farmers market unique to the community. III. Test conept with one day event in 2015 to see if viable. IV. If successful, create plan to implement concept for farmers makret in summer 2016. V. Identify and procur any staffing needs and funding to implement plan. VI. Develop communications/marketing and logistics plan for farmers market. Performance Measures List all Performance Measures to be Used. I. One day event held in 2015 II. A weekly farmers market is in operation for 3 months in downtown Meridian during 2016. Status Updates: City of Meridian Strategic Plan • : 5.6.3. - Foster development of vibrant downtown entertainment options to meet the needs of various generations. A • A 5.B. - Develop, maintain, and foster a portfolio of activities and events that serve the diverse needs of the citizens of Meridian. Lead Department: Mayor's Office Support Department(s): ® Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: DBA, MDC ❑ Human Resources ® Legal ❑ Mayor's Office ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/17 Anticipated Completion Date: 12/31/20 Objective Summary: To create nightlife entertainment options in downtown that appeal to a variety of age demographics. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Inventory existing nightlife entertainment options in downtown Meridian. II. Work with community to identify missing nightlife entertainment options/businesses that would positiviely contribute to having a vibrant downtown nightlife. III. Inventory existing property that could be marketed for nightlife entertainment options/businesses. IV. Identify, or create if necessary, any incentives or opportunities for targeted businesses, events or activities to take place in downtown. V. Target identified or missing nightlife entertainment options/businesses to locate in downtown Meridian. Performance Measure(s): List all Performance Measures to be Used. Targeted nightlife entertainment options/businesses is created. 20201 City Survey response raised to 75% of very or somewhat satisfied regarding overall downtown experieince. Status Updates: City of Meridian Strategic Plan - Set targets, identify gaps, and deploy programs, activities, and events that ide family -centered recreational opportunities. N:L5.B.4. 5.13. - Develop, maintain, and foster a portfolio of activities and events that serve the diverse needs of the citizens of Meridian. Lead Department: Parks Support Department(s): 0 Community Development Z Finance ❑ Fire ❑ Information Services External Support: MPR Commission, City Council [:]Human Resources Z Legal ® Mayor's Office [:]Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$$$ 250,000-500,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/17 Anticipated Completion 'Date: 12/31/20 Objective Summary: To enhance the quality of life, provide a sense of community, support economic development, promote healthy lifestyles, and educate in order to meet the growing needs and desires of our citizens of all ages. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Finalize the Parks & Recreation Master Plan, including the survey results, public involvement, and recommendations. II. Inventory existing programs, activities, and events. III. Research what other cities are doing for new types of family -centered activities. IV. Prioritize goals and targets with help from the MPR Commisson and City Council. V. Identify gaps between goals and inventory in the areas of calendars, facilities, and demographics. VI. Update implementation plans; e.g., CIP, staffing, budget. Performance Measure(s): List all Performance Measures to be Used. I. Targets are set. II. Gaps are identified. III. (Plans are updated. IV. Gaps are filled with family -centered recreational opportunities. Status Updates: City of Meridian Strategic Plan • : . - Research and identify a catalog of long-term funding mechanisms and Lcontributorsfor supporting arts and culture. 5.C. - Foster the infusion of arts in our community. Lead Department: Finance Support Department(s): ❑ Community Development ❑ Finance ❑ Fire ❑ Information Services External Support: Meridian Development Corp., ❑ Human Resources ❑ Legal ❑ Mayor's Office Meridian Arts Foundation ❑ Parks ❑ Police ❑ Public Works Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 10/1/16 Anticipated Completion Date: 9/30/18 Objective Summary: To outline external resources that can be utilized as primary or secondary funding sources to support the installation of public art pieces and other arts and culture activities/events to establish Meridian as an active and vibrant community that fulfills the diverse cultural needs of its people. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify funding needed to support existing and planned arts and culture events and activities in the City of Meridian. II. Establish a database for tracking funding and donors. III. Catalog existing funding mechanisms and donors for Meridian's arts and culture events and activities. IV. Research additional funding mechanisms available on the local, state and federal level to meet planned arts and culture events and activities in the City of Meridian. V. Identify current and potential donors for arts and culture on the local, state, and federal level. Performance Measure(s): List all Performance Measures to be Used. i. Develop and maintain a managable catalog of contributors. II. Develop a catalog of funding mechanisms and their range. Status Updates: Provide Status Updates Here. City of Meridian Strategic Plan 5.C.2 - Develop a plan to infuse art in public spaces. wil . • y 5.C. - Foster the infusion of arts in our community. Lead Department: Finance Support Department(s): ® Community Development ❑ Finance ® Fire ❑ Information Services External Support: Meridian Development Corp., ❑ Human Resources ® Legal ❑ Mayor's Office Meridian Arts Foundation, City Commissions, Parks ® Police ® Public Works ACHD, Ada County Estimated Cost to Complete Objective: $ 0-5,000 Priority: 2. Medium Estimated Cost to Implement Objective: $$$ 100,000-250,000 Estimated Effort: 100-250 Hours Planned Start Date: 1/1/16 Anticipated Completion Date: 12/31/16 Objective Summary: To establish Meridian as an active and vibrant community that fulfills the diverse cultural needs of its people. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Catalog existing public art in Meridian. II. Use MAPS Ordinance as a guide to incorporate City initiated public artwork throughout Meridian. III. Work with City departments to target public art at every city -owned parcel visable and accessible to the public. IV. Work with other government service partners to identify and potential locate public art at their facilities in Meridian. V. Identify privately owned locations where public art projects could be located . VI. Prepare a public art plan and present to City Council for adoption. (Performance Measure(s): List all Performance Measures to be Used. Public Art Plan is established with identified timelines to install artwork at City facilities Public Art is increased by 25% by FY20. Status Updates: Provide Status updates Here. City of Meridian Strategic Plan 5 - Connect to the artisan community and promote the education of utilitarian art s and their historical significance/value in our community. ffi:1 S.C. - Foster the infusion of arts in our community. Lead Department: Finance Support Department(s): ❑ Community Development [—]Finance ❑Fire ® Information Services External Support: Meridian Development Corp., ❑ Human Resources ❑ Legal ❑ Mayor's Office Meridian Arts Foundation, City Commissions, West ❑ Parks ❑ Police ❑ Public Works Ada School District, Meridian Library District Estimated Cost to Complete Objective: $ 0-5,000 Priority: 3. Low Estimated Cost to Implement Objective: $ 0-50,000 Estimated Effort: 50-100 Hours Planned Start Date: 10/1/17 Anticipated Completion Date: 9/30/18 Obiective Summary: To unite our community at large and celebrate cultural diversity through arts, history, entertainment, and recreational opportunities. Tactics: List All Tactics Required to Complete This Objective in Logical/Chronological Order I. Identify members/trades who are part of the local artisian community. II. Create a plan to build ties and create opportunities with local artisans. M. Review existing information on the historical significance of utilarian art in the community to determine if additional research or documentation is necessary. IV. Create educational information to be shared regarding the importance/significance of utilitarian art in Meridian. V. Develop a promotional plan to share educational information to the community regarding utilitarian art forms. Performance Measure(s): List all Performance Measures to be Used. I. One event a year is held to showcase utilitarian art forms in Meridian. II. Educational information is developed to share with the community. Status Updates: �e Go `ice u6 a� E U U 'r Y RECEIVED •�\r 0 =r_ L ° � L � .Q X LLM LLC _J0 a support and positioning the plan for implementation. 0 E a' CITY OFC>W m;nN E = CITY CLERKS OFFICE 0 U 1.A.2. 1.A.1. Reinvigorate the Destination DowntownPlan by gaining broad, strong High 1/1/2016 12/31/2016 X support and positioning the plan for implementation. 1.A.2. High 1/1/2016 6/30/2016 X X X Evaluate and, if appropriate, expand the Urban Renewal District. 1.C.1. Codify Established Area of City Impact boundaries. High 1/1/2016 9/30/2018 X X 2.A.1. Identify, develop, and utilize the tools needed for successful attraction High 1/1/2016 12/31/2016 X and retention of jobs. 2.A.3. Promote job growth by identifying and attracting businesses in High 1/1/2016 12/31/2020 X technology, health sciences, animal sciences, and food production. 2.C.3. Pursue key catalyst projects. High 1/1/2016 12/31/2020 X 5.A.1. Establish partnerships that foster development of mixed or single use High 1/1/2016 12/31/2016 X X X facilities for performing arts and conferences. 1.B.5. Develop and implement a sustainable growth management system that includes the Fiscal Impact Model to inform service levels, staffing, and High 11/1/2016 11/30/2019 X X General/Enterprise Fund impacts. 3.E.4. Institute a priority -based budget system to meet adopted level of High 9/1/2017 9/30/2020 X X X X X X X X X service expectations. 3.B.1. Develop a cost effective and competitive benefit plan. High 1/1/2016 12/31/2016 X 3.B.5. Develop and maintain a competitive compensation program that enables quality recruitment and rewards and encourages high High 1/1/2016 6/30/2016 X performance. 1.A.3. Reform the Meridian Development Corporation to maximize its use in High 1/1/2016 12/31/2016 X X X developing downtown. 3.D.1. Align resources, systems, and employees to meet strategic objectives High 1/1/2016 12/31/2020 X X X X X X X X X 3.E.2. Conduct a priorities -of -government exercise to identify community High 1/1/2016 12/31/2017 X X X X X X X X X expectations and desired level of service standards. 3.E.1. Establish clearly defined roles and responsibilities of City leadership up High 1/1/2016 6/30/2016 X X to and including Elected Officials. 3.D.2. Develop and deploy a City-wide performance measurement, High 10/1/2016 4/30/2017 X X X X X X X X X monitoring, and reporting program. 3.D.3. Develop and deploy a City-wide continuous improvement program. High 10/1/2017 9/30/2019 X X X X X X X X X 3.E.3. Align community programs, City policies/ordinances, and staffing resources based on community expectations and desired level of High 1/1/2018 12/31/2018 X X X X X X X X X service. 1.C.3. Identify and preserve land(s) for interactive, educational, agricultural - Medium 1/1/2017 I 12/31/2018 N X based destination(s). 1.D.1. Promote a multi -modal transportation system, ensuring that residents Medium 1/1/2017 12/31/2020 X X X and visitors have safe and efficienty mobility options. 2.A.4. Create a variety of housing options, open spaces, and amenities in order Medium 1/1/2017 12/31/2018 X X to provide living choices for a diverse workforce. 4.A.4. Identify gaps and deploy programs and services that enhance the ability Medium 1/1/2017 12/31/2017 X X X X X 1.B.1. Define and articulate the City's growth goals. Medium 10/1/2017 9/30/2018 X X X X 2.A.2. Develop and maintain the broad spectrum of partnerships needed to Medium 1/1/2018 12/31/2020 X cultivate diverse businessess and jobs. 2.C.1. Identify targets and gaps in available goods and services. Medium 1/1/2018 12/31/2018 2.C.2. Promote identified special business districts. Medium 1/1/2018 12/31/2018 X 1.B.2. Identify priority growth areas and incentivize growth and development. Medium 10/1/2018 9/30/2019 X X X 1.C.2. Align land use plan with the City's growth goals. Medium 10/1/2018 9/30/2019 X 1.B.3. Complete rezoning in targeted growth areas to direct types of Medium 10/1/2019 9/30/2020 X development in alightnment with the City's growth goals. 5.C.2. Develop a plan to infuse art in public spaces. Medium 1/1/2016 12/31/2016X X X X X 5.A.3. Develop a plan for financing recreation and entertainment facilities. Medium 10/1/2016 9/30/2019 X X X 4.A.1. Use industry standards and benchmarks to develop and communicate Medium 1/1/2018 12/31/2018 X X X the Safety Profile of Meridian. 4.B.1. Use industry standards and benchmarks to develop and communicate Medium 1/1/2018 12/31/2018 X X the Health Profile of Meridian. 4.13.4. Build and maintain a broad spectrum of partnerships to create a healthy Medium 1/1/2018 12/31/2019 X community and improve access to health care services. 3.C.3. Develop and implement technological and communications contingency Medium 10/1/2017 9/30/2018 X X X X plans and programs for continuity of City operations. 3.B.2. Identify position specific training needs. Medium 1/1/2017 12/31/2018 X 3.B.3. Develop a succession planning program. Medium 1/1/2017 12/31/2017 79 X 4.D.2. Develop a comprehensive family -focused Health and Wellness Program Medium 1/1/2017 9/30/2017 X for City employees. 3.B.4. Develop an employee engagement program. Medium 1/1/2018 12/31/2018 4.D.1. Develop a comprehensive Risk Management program inclusive of risk Medium 4/1/2016 9/30/2017 X X identification, mitigation, safety audits, training, and proper resourcing. 3.A.2. Improve citizen access to government. Medium 1/1/2016 12/31/2016 X X X X X ti X X X 4.C.3. Build and maintain a broad spectrum of partnerships to create a secure Medium 1/1/2016 12/31/2020 X X X X 5.13.2.Determine 1/1/2016 9/30/2016 X the viability of and, if feasible, develop a "farmers market."Medium 3.A.1. Evaluate and define the objectives of, and adapt new strategies to Medium 1/1/2017 6/30/2017 X X X X X X X X elevate participation in, City activities. 5.B.3. Foster development of vibrant downtown entertainment options to Medium 1/1/2017 12/31/2020 X X meet the needs of various generations. 3.D.4. Evaluate the need for centralized, professional administrative and Medium 1/1/2017 12/31/2017 X X X X operational oversight for City functions. 5.A.2. Identify desired sports facilities or complexes and establish partnerships Medium 1/1/2017 9/30/2018 X that foster their development. 5.13.4. Set targets, identify gaps, and deploy programs, activities, and events Medium 1/1/2017 12/31/2020 X that provide family -centered recreational opportunities. 4.E.3. Promote community based eco -sustainable programs, projects, and Medium 10/1/2016 9/30/2019 X X services. 4.E.2. Develop sustainability initiatives in the areas of water conservation, Medium 1/1/2017 9/30/2019 X X X X X recycling, and energy efficiency. 1.13.4. Promote and guide desired growth with investments in infrastructure Medium 10/1/2018 9/30/2019 X X X X X and services ahead of growth. 2.B.2. Promote cultural and workforce diversity. Low 1/1/2016 12/31/2018 X 4.C.1. Define the educational, financial, food, shelter, personal preparedness, and personal security environment ("Socio -Economic Profile") within Low 10/1/2017 9/30/2018 X X X the community. 2.B.1. Promote opportunities for and access to entry level and advanced Low 1/1/2018 12/31/2018 X education for targeted industries. 4.C.2. Set targets and identify gaps in programs and services to elevate the Low 10/1/2018 9/30/2019 X X X Socio -Economic Profile of the community. 4.E.1. Promote green building designs, practices, and materials that improve Low 10/1/2019 9/30/2020 X X indoor air quality and overall health. 5.C.1. Research and identify a catalog of long-term funding mechanisms and Low 10/1/2016 9/30/2018 contributors for supporting arts and culture. 5.C.3. Connect to the artisan community and promote the education of utilitarian art forms and their historical significance/value in our Low 10/1/2017 9/30/2018 ? community. 3.C.1. Develop a local Incident Management Team to respond during and after Low 1/1/2018 12/31/2018 X X X X X times of community crisis. 4.A.2. Set targets, identify gaps, and deploy programs and services that Low 1/1/2019 12/31/2019 X X X elevate the Safety Profile to achieve the desired targets. 4.B.2. Set targets, identify gaps, and deploy programs and services that Low 1/1/2019 12/31/2019 X X elevate the Health Profile to achieve the desired targets. 3.E.5. Evaluate the benefits of districting Council seats. Low 1/1/2017 6/30/2017 X 4.A.3. Align City ordinances, codes, policies, and resources based on the Low 1/1/2020 6/1/2020 X X X X adopted Safety Profile. 4.B.3. Align City ordinances, codes, policies, and resources based on the Low 1/1/2020 6/1/2020 X X X adopted Health Profile. 4.C.5. Align City ordinances, codes, policies, and resources based on the Low 1/1/2020 6/1/2020 X X X X adopted Socio -Economic Profile. 4.A.5. Become among the Top 100 "Safest Cities" nationally. Low 1/1/2016 12/31/2020 X X X 4.8.5. Become among the Top 100 "Healthiest Cities" nationally. Low 1/1/2016 12/31/2020 X 3.A.3. Develop partnerships allowing the City to become an access point to Low 1/1/2017 12/31/2017 X X X X other government. 3.C.2. Fully deploy and adequately train staff to meet all objectives of the City Low 10/1/2018 9/30/2020 X X X X of Meridian Continuity of Operations Plan (COOP). 4.C.4. Deploy programs and services that address social and support services Low 10/1/2019 12/31/2020 X X X X deficiencies. 5.A.4. Foster development of Discovery Parks that uniquely blend arts, entertainment, and culture. Low 1/1/2017 12/31/2019 X 5.B.1. Determine, attract, promote, and maintain a "signature" event for the Low 1/1/2017 8/31/2019 X X City. Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 9C PROJECT NUMBER: ITEM TITLE: Fire Department Fire Department: Briefing on Meridian Fire's 1943 GMC Parade Fire Truck qC � -- oc) - Rzs,o - l C - L L (�- 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. l u — III ,= BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, PALMER, LITTLE ROBERTS A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDIAN SETTING FORTH FINDINGS AND PURPOSES TO DECLARE SURPLUS 1943 GMC FIRE PARADE TRUCK AND AUTHORIZING THE MAYOR OF THE CITY OF MERIDIAN TO DONATE THE FIRE TRUCK TO THE MERIDIAN LOCAL 4627 BENEVOLENT FUND. WHEREAS, it is in the best interest of the City of Meridian to declare that the 1943 GMC Fire Parade Truck described below as surplus as it is no longer needed or used by the City of Meridian; and WHEREAS, the City of Meridian's purchasing policy allows surplus City property to be transferred to charitable organizations when the value of the property in question is of nominal value, that is, valued at less than the cost of disposing of the property; and WHEREAS, the cost of maintaining the 1943 GMC Fire Parade Truck until it were sold, if it could be sold, exceeds its value to the City of Meridian and would result in the unnecessary expenditure of City funds; and WHEREAS, the City of Meridian desires to donate the 1943 GMC Fire Truck listed in Exhibit "A" to the Meridian Local 4627 Benevolent Fund, a non-profit corporation whose aim and object is fund-raising functions, hosting social events, supporting the public education of the residents of the City of Meridian, supporting the Burn -out Fund and the management of those funds, as well as the investment and management of funds entrusted to the Association. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, IDAHO, AS FOLLOWS: Section 1. That the Mayor and City Council hereby authorize and declare the 1943 GMC Fire Truck listed in Exhibit "A" as surplus property. Section 2. That the Mayor and City Council hereby authorize the conveyance of such 1943 GMC Fire Truck described herein to the Meridian Local 4627 Benevolent Fund. ADOPTED by the City Council of the City of Meridian, Idaho, this 12- day of January, 2016. APPROVED by the Mayor of the City of Meridian, Idaho, this IT" of January, 2016. CITY OF MERIDIAN: ace�.�u�:�s � Attest: V _AHO of City of Tammy d eerd, Mayor RESOLUTION AUTHORIZING DONATION OF ��. SEAL TF � loran, City Cleric TO MERIDIAN LOCAL 4627 BENEVOLENT FUND Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 9D PROJECT NUMBER: ITEM TITLE: Public Works: FY2015 Public Works: FY2015 Engineering Project Close -Out Report 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 FY 2015 Project Closeout Presentation Engineering Division Engineering Team •Management & Administrative Staff ▫Warren Stewart, PE ▫Clint Dolsby, PE ▫Kyle Radek, PE ▫Connie Moon •Project Managers (Staff Engineers and Engineering Project Managers) ▫Austin Petersen, EIT ▫Brent Blake ▫Clint Worthington, PE ▫Dean Stacey ▫Emily Skoro, PE ▫Garrick Nelson, EIT Agenda •Project Closeouts ▫Water Supply Projects ▫Water and Sewer Main Replacements ▫Water and Sewer Main Extensions ▫Wastewater Projects ▫Street Lighting Projects • Key Engineering Accomplishments Water Supply Projects •Projects Completed ▫Well 16b&c Pumping Facility ▫Well 18 and Well 26 Evaluation and Reconstruction ▫Well 21 Iron and Manganese Treatment Facility ▫SCADA System Upgrades ▫Meridian Fiber Optic Line Well 16b&c Pumping Facility •Project Description ▫Included test well, 2 production wells, and pumping / blending equipment ▫Replaced capacity lost by original Well 16 •Cost ▫Original Contracts:$565k ▫Net Changes:$42k ▫Total:$607k Well 18 and Well 26 Evaluation and Reconstruction •Project Description ▫These proactive projects included pump tests, cleaning, camera survey, pump and motor evaluation. Well 18 also included installation of a liner to improve water quality. •Cost ▫Original Contracts: $27k ▫Net Changes: $0 ▫Total: $27k •Project Description ▫This project was the construction of a treatment facility to remove iron and manganese from water supplied by Well 21 comprised of a green-sand filter and associated building and appurtenances and site improvements. •Cost ▫Original Contract: $587k ▫Net Changes: $33k ▫Total: $620k Well 21 Iron and Manganese Treatment Facility SCADA System Upgrades •Project Description ▫Multiple projects upgrading the SCADA system components at Wells 11, 15, 17, 18, 25, 26 and the Water Department Base Station •Cost Original Contract: $330k Net Changes: $7k Total: $337k Fiber Optic Line, City Hall to Water to WRRF •Project Description ▫This project installed fiber optic conduit and cable from Meridian City Hall to the Water Department and the Wastewater Resource Recovery Facility to allow communications between the three locations. •Cost ▫Original Contract: $229k ▫Net Changes: $3k ▫Total: $232k Water and Sewer Main Repair & Replacements •Projects Completed ▫Sewer Main Replacement- Site 12b ▫NW 8th Street Sewer Trunk ▫2015 Sewer Manhole Retrofits and Line Repairs ▫Water Main Replacement- Loch Meadows, Laughridge to End ▫Water Main Replacement- Lynhurst, Pennwood to End ▫Water Main Replacement- Antilles Court Sewer Main Replacement- Site 12b •Project Description ▫This project entailed the abandon- ment of approximately 2,000 feet of 8-inch sewer main located within an easement through residential backyards between Cherry Ave. and Cherry Lane. A new sewer main was constructed within the public right of way, and approx. 5,800 feet of sewer service line was reconstructed within private property. •Cost ▫Original Contract: $509k ▫Net Changes: $0 ▫Total: $509k Sewer Main Replacement- NW 8th Street Sewer Trunk •Project Description ▫This project entailed the abandonment of approximately 2,200 feet of 18-inch sewer main located within an easement through residential backyards between Pine Ave. and W. Cherry Lane. A new sewer main was constructed within the public right of way, and approx. 2,500 feet of sewer service line was reconstructed within private property. •Cost ▫Original Contract: $345k ▫Net Changes: $134k ▫Total: $479k 2015 Sewer Manhole Retrofits and Line Repairs •Project Description ▫The project included structural repairs to manholes to eliminate infiltration, trenchless line point repairs, repair of protruding services, and structural repair and coating of manholes with excessive corrosion. •Cost ▫Original Contract: $63k ▫Net Changes: -$4k ▫Total: $59k Water Main Replacement – Loch Meadows, Laughridge to End •Project Description ▫This project consisted of replacing 1,320 linear feet of existing 6-inch water mains with 8-inch mains and installation of 2 additional fire hydrants. •Cost ▫Original Contracts: $115k ▫Net Changes: $2k ▫Total: $117k Water Main Replacement - Lynhurst, Pennwood to End •Project Description ▫This project replaced 314 linear feet of existing 4-inch water main with 8-inch, new ¾” services lines, City provided meters and installation of a new fire hydrant. •Cost ▫Original Contract: $62k ▫Net Changes: $0 ▫Total: $62k Water Main Replacement – Antilles Court •Project Description ▫This project replaced 541 linear feet of existing 6-inch water main with 8-inch, new ¾” services lines to existing meters and installation of one new fire hydrant. •Cost ▫Original Contract: $77k ▫Net Changes: $0 ▫Total: $ 77k Meridian Interchange Water and Sewer Improvements •Project Description ▫Relocate 350’ of existing sewer main to allow for new retaining walls ▫Install a new 18-inch sewer main and 30-inch steel casing under Meridian Road ▫Install a new water service for landscape irrigation •City Cost ▫Original Contract: $187k ▫Net Changes: $0 ▫Total: $187k Water and Sewer Main Extensions •Project Completed ▫Water Main Extension- Locust Grove, Blackrock to Reflection Ridge Water Main Extension- Locust Grove, Blackrock to Reflection Ridge •Project Description ▫This project consisted of installing 5,450 linear feet of 12 and 16-inch water mains and adding 5 new hydrants south along Locust Grove Road then east on Mary Lane where it connected to the existing system in Blackrock subdivision •Cost ▫Original Contract: $393k ▫Net Changes: $7k ▫Total: $400k Wastewater Projects •Projects Completed ▫Aeration Basin Control Upgrades ▫Aeration Basin PLC Upgrades ▫WRRF Administration Building and Operations Building Retrofit ▫WRRF Laboratory Expansion ▫Wastewater Facility Maintenance Shop ▫WRRF Stormwater Improvements and Asphalt Repairs ▫WRRF Entrance Improvements ▫WRRF Frontage Improvements- Landscape ▫Safety Upgrades ▫Lift Station Upgrades Aeration Basin Control Upgrades •Project Description ▫Improve existing aeration system ▫Install modulating actuators to each of the aerated zones ▫Increase the aeration and nitrogen removal efficiencies for each of the four aeration basins •Cost ▫Original Contract: $164k ▫Net Changes: $1k ▫Total: $165k Aeration Basin PLC Upgrades •Project Description The City of Meridian uses Programmable Logic Controllers (PLCs) to control the SCADA system at the WRRF Many PLCs are outdated The project updated the existing PLC hardware and software to the City’s established standards •Cost ▫Original Contract: $52k ▫Net Changes: $0 ▫Total: $52k Administration Building and Operations Building Retrofit •Project Description ▫The new administration building provides the space needed for staff training, regional meetings and other gatherings •Cost ▫Original Contract: $3,554k ▫Net Changes: $67k ▫Total: $3,621k Laboratory Building Expansion •Project Description ▫Expansion of the existing Wastewater Resource Recovery Facility laboratory to accommodate the pending NPDES Permit and plant expansion requirements •Cost ▫Original Contract: $3,032k ▫Net Changes: $53k ▫Total: $3,085k •Project Description ▫Construction of a new maintenance shop at the Wastewater Resource Recovery Facility •Cost ▫Original Contract: $1,311k ▫Net Changes: $104k ▫Additional Work: $74k ▫Total: $1,489k Wastewater Facility Maintenance Shop Stormwater Improvements and Asphalt Repairs •Project Description ▫Included pavement replacement, new pavement installation and re-grading the site to eliminate ponding and provide adequate drainage of stormwater at the WRRF •Cost ▫Original Contract: $377k ▫Additional Work: $16k ▫Total: $393k Entrance Improvements •Project Description ▫Rebuilt approximately 135 feet of the entrance road extending from Ten Mile Road to the new access gate and widened the entrance at Ten Mile Road •Cost ▫Original Contract: 115k ▫Net Changes: $4k ▫Total: $119k •Project Description ▫Improvements to the frontage of the Wastewater Resource Recovery Facility including the landscaping and signage •Cost ▫Original Contract: $100k ▫Net Changes: $2k ▫Total: $102k Frontage Improvements- Landscape WRRF- Safety Upgrades •Project Description ▫Safety upgrades at the WRRF to include a new set of stairs to access the sampling bridge on Five Mile Creek, platform and access to Digester No. 3, miscellaneous safety railings, and stairs and hatch support for Sludge Pumps No. 3 & 4 •Cost ▫Original Contract: $85k ▫Net Changes: $11k ▫Total: $96k SCADA Lift Station Upgrades – Landing LS •Project Description ▫Installed new pumps, completed site improvements and added new SCADA control and communication equipment to the lift station •Cost ▫Original Contract: $100k ▫Net Changes: $1k ▫Total: $101k Street Lighting •Projects Completed ▫Linder, Cherry to Sandalwood Roadway Lighting, Phase 2 Street Lighting- Linder, Cherry to Sandalwood Roadway Lighting, Phase 2 •Project Description ▫This project included the installation of five new LED street lights on Linder Road north of Cherry Lane. This segment of Linder Road is a walking route to 3 nearby schools. •Cost ▫Original Contract: $35k ▫Net Changes: $0 ▫Total: $35k Change Order Total: $559,638 Original Contract Total: $12,286,985 Total Contracts: $12,846,624 Number of Projects: 23 Change Orders: 4.4% Project Summary Key Accomplishments •NPDES Permit •Well Abandonments •Test Wells / Testing Results •Engineering Project Management Database (EPMD) WRRF NPDES Permit Status Update •Public comment period closed October 21st •Following steps ▫DEQ and EPA respond to comments (90, 120, 150+ days) ▫Release final NDPES permit - 30 day notification ▫Effective Date of Permit (EDP) •Long term ▫Permit for 5-years and then renewed ▫Compliance schedule but potential changes at renewal Well Abandonments •Inactive and poorly constructed wells act as a direct conduit for contaminants to move into the aquifer ▫2 Drainage Wells in downtown ▫Meridian Heights Well #1 Test Wells / Testing Results •Test wells provide assurance of a good production well investment now, protection of the investment for the future, and expand know- ledge of the aquifer system ▫Wells # 29 and 30 Engineering Project Management Database •Tracks $ planning and spending for all projects ▫Features / Benefits Developed and supported in-house Project Managers have control of all their data and can see others’ for coordination Communicates with Finance Contract Management Database Communicates with GIS Available to users from other departments EPMD- Project / Commitments EPMD- Project / Commitments EPMD- Project / Commitments EPMD- GIS Connection Questions? Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 9E PROJECT NUMBER: ITEM TITLE: Public Works Public Works: Budget Amendment to Reallocate $900,000.00 for the Wastewater Resource Recovery Facility Capacity Expansion Project 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 FROM: Emily Skoro Staff Engineer II DATE: 01/05/2016 SUBJECT: BUDGET AMENDMENT TO REALLOCATE $900,000 FOR THE WRRF CAPACITY EXPANSION PROJECT I. RECOMMENDED ACTION A. Move to: 1. Approve the Capacity Expansion Project Budget Amendment for an amount not to exceed $900,000.00; and 2. Authorize the Mayor to sign the amendment. II. DEPARTMENT CONTACT PERSONS Emily Skoro, Staff Engineer II 489-0356 Clint Dolsby, Assistant City Engineer 489-0341 Warren Stewart, City Engineer 489-0350 Tom Barry, Director 489-0372 III. DESCRIPTION A. Background In the fall of 2014, influent wastewater flows at the Wastewater Resource Recovery Facility (WRRF) nearly reached eighty percent of the design capacity of the wastewater facility. The benchmark in the wastewater industry recommends initiating design of capacity improvements to the plant when the influent flows reach approximately eighty percent of the design capacity. This coupled with the fact that Meridian is one of the fastest growing communities in the country precipitated the need to expedite a large scale capacity expansion to provide ample time to initiate planning, design, and complete construction while there is enough remaining capacity at the WRRF. Page 1 of 4 Additionally, the City of Meridian has received a preliminary draft of its new National Pollutant Discharge Elimination System (NPDES) permit, which includes stringent Wastewater Resource Recovery Facility effluent limitations for ammonia -nitrogen, total phosphorus, and other constituents. The existing facility does not have the capabilities to meet the proposed interim or final effluent targets in the NPDES Permit. To address the capacity and NPDES permit limit concerns, the City contracted with Brown and Caldwell (B&C) to complete an evaluation of the existing WRRF treatment capacity and an alternatives evaluation for capacity related upgrades to the WRRF. During this analysis the City discovered there wasn't as much reserve capacity at the WRRF as previously believed due to increased loadings in the influent sewage. Water conservation efforts have in a large part contributed to these increased loadings at the WRRF. Based on the increased loadings, growth and the pending NPDES permit requirements, it was determined that the WRRF needs to expedite the design and construction of additional treatment capacity and processes to meet the changing regulations and accommodate future growth. B. Proposed Project The proposed project will complete 100% design drawings and specifications for the Capacity Expansion project. The project includes the design of two primary clarifiers, four aeration basins, and two secondary clarifiers located west of the existing facility which will rate the WRRF at 15 million gallons per day meeting the interim limits specified in the new NPDES Permit. This project also includes five new buildings: the Primary Sludge Pump Station, Aeration Blower Building 2, Return Activated Sludge (RAS) Transfer Station, Chemical Feed Building 2, and RAS/Waste Activated Sludge (WAS) Station 2. In July of 2015, the City contracted with B&C to complete the Preliminary Engineer Report (PER) and begin preparation of 30% design plans of this project. The cost for the FYI portion of the work was $444,699. The FYI portion of the 30% design plans cost an additional $228,906 and has been completed. B&C will require an additional $2,513,918 in design fees to prepare the final plans and specifications in preparation for construction of the project. That will bring the total design cost with project contingency to $3,344,699, which is within industry norms when compared to the anticipated construction cost of the project. To complete the design on schedule (the end of FYI 6) a no -net increase budget amendment of $900,000.00 will be necessary to fully fund the FYI design costs . The no -net increase budget amendment is primarily possible due to savings fiom favorable bids on other projects. IV. IMPACT A. Strategic Impacts This project supports the Public Works Mission and Vision for enhancing and protecting water quality and is aligned with preparations for Meridian's new Page 2 of 4 WE NPDES discharge permit. This amendment supports NPDES Implementation Plan No. 41. The project will ensure that the WRRF will meet future capacity demands as the City continues to grow, as well as completing the first phase of upgrades required to meet the new regulations set forth in the NPDES permit. Fiscal Impacts Current Design Project Costs ------------------------------------------------------------------------------ -------------------------- Fiscal Year 2015 ; Account Code / Costs Codes ' WRRF Capacity Expansion 30% ; 60-3590-96151 $444,699.00 Design FYI Phase 1 -- Total $444,699.00 Fiscal Year 2016 WRRF Capacity Expansion 30% 60-3590-96151 $228,906.00 Design Phase 2 --------------------------------------------------- ------------------------------------------------------ WRRF Capacity Expansion 100% ; 60-3590-96151 $2,513,918.00 Design Phase 3 (Pending) -------------------- - - - --------------------=--------------------------- -------------------------- Project Contingency ; 60-3590-96151$157,176.00 ------------------------------------------------------------------------------ -------------------------- Total ; $2,900,000.00 Total Project Cost i $3,344,699.00 --------------------------------------------------- 1---------------- Current Project Funding ---------------------------------------- --- --- -------------- -- --------------------------------------- F ----- Year Account Code !Codes FYI5 60-3590-96151 $444,699. 00 f-----------------------------------�----------------------------------- ----------------------------------� FY16 60-3590-96151 $2,_000, 000.00 ----------------------=---------------------------------------------- Proposed FY16 60-3590-96151 $900,000.00 Reallocation Amendment ' d l? l c l Total Funding :'$3,344,699.00 ----------------------------------- � 0 "-/ a / <'r' — y Page 3 of 4 >< :70 q Future Construction Project Funding Required ----------- ----------------------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - --- ---------------------------- - - - - -, Fiscal Year Account Code / Codes ------------------------------------------------------------------------------------------------------------ FY1760-3590-96151 i $11,335,000.00 L--------------------------------- ------------------------------------ ---------------------------------- FY18 60-3590-96151 $16,700,000.00 - - --------------------------- -------- --- - -------------.--------------------------------- Total Funding; $28,035,000.00 ----------------------------------- : --------------------------------------------------------------------- C. 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LL O N C: 0 N c a3 CL �U (a O U I Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 9F PROJECT NUMBER: ITEM TITLE: Public Works: Approval of Amendment No. 2 Public Works: Approval of Amendment No. 2 of Task Order 10601.A to Brown and Caldwell for the "Wastewater Resource Recovery Facility CAPACITY EXPANSION - DESIGN " project for a Not -To -Exceed amount of $2,513,918.00. 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 To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Clint Dolsby Date: 1/7/2016 Re: January 12`h City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the January 12`h City Council Agenda under a Public Works Department Report for Council's consideration. Approval of Amendment No. 2 of Task Order 10601.A to Brown and Caldwell for the "WRRF CAPACITY EXPANSION — DESIGN " proiect for a Not -To -Exceed amount of $2,513,918.00. Recommended Council Action: Award of Amendment No. 2 to Task Order 10601.A to Brown and Caldwell for the Not -To -Exceed amount of $2,513,918.00. Thank you for your consideration. 0 Page 1 EIDIAN�- Public IDAHO Works Department TO: Keith Watts FROM: Emily Skoro Staff Engineer II DATE: 1/6/2016 Mayor Tammy de Weerd City Council Memberfi Charlie Rountree Keith Bird Joe Borton Luke Cavener Genesis Milam David Zaremba SUBJECT: WRRF CAPACITY EXPANSION PROJECT: AMENDMENT TO TASK ORDER 10601A WITH BROWN AND CALDWELL IN THE AMOUNT OF $2,513,918.00 TO COMPLETE PHASE 3 OF THE DESIGN. I. DEPARTMENT CONTACT PERSONS Emily Skoro, Staff Engineer II 489-0356 Clint Dolsby, Assistant City Engineer 489-0341 Warren Stewart, City Engineer 489-0350 Tom Barry, PW Director 489-0372 II. DESCRIPTION A. Background In the fall of 2014, influent wastewater flows at the Wastewater Resource Recovery Facility (WRRF) nearly reached eighty percent of the design capacity of the wastewater facility. The benchmark in the wastewater industry recommends initiating design of capacity improvements to the plant when the influent flows reach approximately eighty percent of the design capacity. This coupled with the fact that Meridian is one of the fastest growing communities in the country precipitated the need to expedite a large scale capacity expansion to provide ample time to initiate planning, design, and complete construction while there is enough remaining capacity at the WRRF. Additionally, the City of Meridian has received a preliminary draft of its new National Pollutant Discharge Elimination System (NPDES) permit, which includes stringent Wastewater Resource Recovery Facility effluent limitations for ammonia -nitrogen, total phosphorus, and other constituents. The existing facility does not have the capabilities to meet the proposed interim or final effluent targets in the NPDES Permit. Page I of 3 To address the capacity and NPDES permit limit concerns, the City contracted with Brown and Caldwell (B&C) to complete an evaluation of the existing WRRF treatment capacity and an alternatives evaluation for capacity related upgrades to the WRRF. During this analysis the City discovered there wasn't as much reserve capacity at the WRRF as previously believed due to increased loadings in the influent sewage. Water conservation efforts have in a large part contributed to these increased loadings at the WRRF. Based on the increased loadings, growth and the pending NPDES permit requirements, it was determined that the WRRF needs to expedite the design and construction of additional treatment capacity and processes to meet the changing regulations and accommodate future growth. B. Proposed Project The proposed project will complete 100% design drawings and specifications for the Capacity Expansion project. The project includes the design of two primary clarifiers, four aeration basins, and two secondary clarifiers located west of the existing facility which will rate the WRRF at 15 million gallons per day meeting the interim limits specified in the new NPDES Permit. This project also includes five new buildings: the Primary Sludge Pump Station, Aeration Blower Building 2, Return Activated Sludge (RAS) Transfer Station, Chemical Feed Building 2, and RAS/Waste Activated Sludge (WAS) Station 2. In July of 2015, the City contracted with B&C to complete the Preliminary Engineer Report (PER) and begin preparation of 30% design plans of this project. The cost for the FY 15 portion of the work was $444,699. The FYI portion of the 30% design plans cost an additional $228,906 and has been completed. B&C will require an additional $2,513,918 in design fees to prepare the final plans and specifications in preparation for construction of the project. That will bring the total design cost to $3,187,523, which is within industry norms when compared to the anticipated construction cost of the project. C. Describe Item Task order amendment #2 allows Brown and Caldwell to complete 100% design drawings and project specifications. This task order amendment is part of the Phase 3 design of the project. After the design phases are complete, the City will move forward with the construction phase of the project. III. IMPACT A. Fiscal Impacts Current Design Project Costs ----------------------------------------- --------------------------- Fiscal Year 2015 ; Account Code / Costs Codes ------------------------------------------------- - - - ------------------------ WRRF Capacity Expansion 30% 60-3590-96151 $444,699.00 Design FY15 Phase 1 - ------------------------- ----------------------------------- r Total ; $444,699.00 Page 2 of 3 ----------------------- Fiscal Year 2016 WRRF Capacity Expansion 30% 60-3590-96151 $228,906.00 Design Phase 2 ---------------------------------------------------- -------------------------------------------------------- WRRF Capacity Expansion 100% 60-3590-96151 $2,513,918.00 Design Phase 3 (Pending) --------------------------------------------------- --------------------------- --------------------------- Project Contingency;60-3590-96151 $157,176.00 ----------------------------------------------------------------------------------- --------------------------------------------------- --------------------Total_,� $2,900,000.00 ------ ----------------------------- Total Project Cost$3,344,699.00 ---------------------------------------------------- --------------------------- --------------------------- Current Proiect Funding Fiscal Year : Account Code Codes ; - - - - ------------------- --------------------------------- FYI S ---------------------------------- -------- 60-3590-96151 --------- ----------------- $444,699.00; FY16 60-3590-96151 $2,000,000.00 -------------------------- ------------------------------------ ---------------------------------- Proposed FYI 6 60-3590-96151 $900,000.00 Amendment ---------------------------------- ------------------------------------ ---------------------------------- : ------------------------------------ ----------------- Total Funding --------------- $3,344,699.00 J, Future Construction Project Funding Required ------- --- -- ---------- -------- -------- Fiscal -Year Account Code / Codes ---------------------------------------------------------------------------------------------------------- FY1760-3590-96151 $11,335, 000.00 ---------------------------------- ------------------------------------ ---------------------------------- FY18 60-3590-96151 $16,700,000.00 --------------------------- ------------------------------------ ---------------------------------- Total Funding $28,035,000.00 ---------------------------------- ------------------------------------------------------------------------ B. Time Constraints Approval of the budget amendment is necessary so we can complete the design of the WRRF capacity upgrades in fiscal year 2016. Not moving forward with this task order may impact the City's ability to accommodate future growth and to meet the proposed effluent targets in the NPDES permit. Departmental Approval-'! Page 3 of 3 Date: 1/7/2016 Fund: 60 Department: Construction: Task Order X PSA Project Name: CONTRACT / AGENDA CHECKLIST REQUESTING DEPARTMENT Public Works 3590 GL Account: 96151 Project # Equipment WRRF CAPACITY DESIGN Project Manager: Emily Skoro Contractor/Consultant/Design Engineer: Budget Available (Attach Report): Amendment Will the project cross fiscal years? Yes No Department Representative: n/a Brown & Caldwell Contract Amount: $2,513,918.00 Budget Information: FY Budget: 16 Enhancement #: Grant #: Other: Amendment 1/12/16 Type of Grant: CONTRACT CHECKLIST BASIS OF AWARD Low Bidder Highest Rated (Bid Results Attached) (Ratings Attached) Typical Award Yes X No If no please state circumstances and conclusion: 10601,A Master Agreement X (Category) Debarment Status (Grant/Federal Funded Projects Only) (Type in date verified and the status) Date Award Posted: n/a 10 day protest period: n/a PW License # n/a Expiration Date n/a Corporation Status Goodstanding Insurance Certificates Received (Date): May 31, 2015 Expiration Date: May 31, 2016 Rating: Payment and Performance Bonds Received (Date): n/a Rating: n/a Builders Risk Ins. Req'd: Yes No X If yes, has policy been purchased? n/a (Only applicabale for projects above $1,000,000) Date Submitted to Clerk for Agenda: Approval Date Purchase Order No.: Date Issued: By: _ WH5 submitted (Only for PW Construction Projects) E 1DrA� BbAlt6 CITY OF MERIDIAN TASK ORDER AMENDMENT No 2 BROWN AND CALDWELL For WRRF CAPACITY EXPANSION DESIGN FY16 - PROJECT NO. 10601.A CONTRACTOR NAME: DEPARTMENT NAME: Brown and Caldwell Public Works: ADDRESS: ADDRESS: 950 West Bannock Street, Suite 350 Boise, ID 63702 33 E. Broadway Meridian, ID 83642 CURRENT CONTRACT INFORMATION: Contract Name: WRRF CAPACITY EXPANSION p9,910N FY19 Prolect No. 10801.A Previous Amendment Date: 90ober 7, 2019 Previous Amendments: 1 Current Contract Dates: START: October 7. 2016 COMPLETION: November 30.2015 Current Contract Amount (Inclusive of Previous Amendments to Date): $573.806.00 AMENDMENT TO EXERCISE OPTION TO RENEW (Check at/ that Apply) T Amendment to Contract Performance X Amendment to Contract Dates X Amendment to Contract Amount _ Other. (Explain) DESCRIPTION OF REASON FOR AMENDMENT: (Attach all relevant documentation detailing amendment):' Continuation of existing task order services and addition of final design tusks for FY16. NEW CONTRACT INFORMATION: Amendment Date: January 12. 2016 New Contract Dates: START: January 7.2018 COMPLE ION: September 30.2018 Amount of Amendment Change $2.813.918.00 New Contract Amount (Inclusive of Previous Amendments to Date): $3.187.824.04 ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT AND PREVIOUS AMENDMENTS REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT. CITY OF RiLI F sy TAMMY de ERD, MAYOR Dated: /jZ-jKP Uc cs Attes : , City of ,1D, a.. IGAll 0 JAYCEE ROLMAN, CLERK ISE-AL� BROWN D LDWELL BY: '_ MAOTHA S. KNOWLTON, VICE-PRESIDENT Dated:Lq} R d1 L -- Approved by City istontent BY: KEITKWATTS, PURCHASIN_117-- PW Department Authorization }� `t^,_ AMENDMENT NO. 2 to TASK ORDER NO. 10601.A WRRF CAPACITY EXPANSION DESIGN FY15 This amendment continues the Scope of Work from the original Task Order. Tasks 300, 310, 330 and 340 continue and Tasks 203, 204, 205, 206, 207, 208, 209, 210, 220 and 320 are commenced. The following table summarizes key assumptions for the major design disciplines: Civil/Geotechnical • Topographical survey information and base mapping will be obtained for the design of new facilities in the "greenfield" area north and west of the existing WRRF processing facilities. • Existing topographical survey information and base mapping will be utilized for the design modifications of existing facilities. • Legal, easement, and plat surveys for the WRRF site will not be required. • Civil site work plans will only be provided for areas of the site that involve significant disturbance to existing grading. • Site drawings will only be prepared for sectors in the plant where new facilities are to be constructed. • Landscaping plans will not be prepared. • New access roadway work will be limited to the "greenfield" portion of the site. No traffic analysis or traffic control design is required. • The capacity of the existing stormwater collection and control facilities is adequate to handle the new construction. • The capacity of the existing fire protection system is adequate to handle the new construction. • The foundation design of new or modified facilities will be based on geotechnical information obtained for this Project. • In soils, foundation, groundwater, and other subsurface investigations, the actual characteristics may vary significantly between successive test points and sample intervals and at locations other than where observations, exploration, and investigations have been made. Because of the inherent uncertainties in subsurface evaluations, changed or unanticipated underground conditions may occur that could affect the Project cost and/or execution. The conditions and cost/execution effects are not the responsibility of Consultant. • New groundwater pumping facilities are not required. Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 1 of 13 Brown and Caldwell Stru ctura I/Arch itectu r al/Geotechnical • Conventional spread foundations will be required for all new facilities. Over excavation, preload, or piles will not be required. • Underdrain systems and groundwater relief valves are limited to process tanks that will be emptied for maintenance purposes. The underdrain systems will not be operated when a process tank is in service.. • Building architecture (materials, construction) will be similar to existing structures. • No landscape architect services will be required for this Project. • No permanent cranes will be required. • No retaining walls will be required. Process/Mechanical Hydraulic profile for new liquid stream processes (from the headworks discharge to tertiary treatment inlet) with hydraulic existing grade line values to be provided by City. • Design concerning "plant -wide" utility systems such as basin drainage, water and in -plant waste collection/disposal will be limited to extension of and/or changes to existing piping. No new structures or equipment will be needed. • Corrosion control provisions not required for buried piping. • Active cathodic protection not required for buried piping. • Piping 3 inches in diameter and smaller will be field -routed. • Contractor -designed pipe supports based upon a performance specification • A building sprinkler system and hazardous condition monitoring are required for only for Chemical Feed Building 2. • No odor control. Electrical An evaluation of the existing primary feed and standby power generation systems will be provided during the PER/30 Percent Design phase, with a recommendation of whether modification will be required during the Final Design phase to incorporate the additional loads identified during the PER/30 Percent Design phase. • Utility coordination will be provided during the Final Design phase for any modifications required to accommodate new loads. • Fire detection/alarm design will be by the Contractor based on a performance specification. • PER/30 Percent Design phase documents will be limited to a basis of design TM, discipline general drawings, site drawings identifying major electrical system tie- ins/sources, and electrical load distribution. • Discipline specifications will be provided during the Final Design phase only. • A comprehensive power system study will be provided during the Final Design phase. A report will be provided to the City documenting the fault analysis, protective device study, arc flash evaluation, and a sample of recommended signage. • Code review will be limited to the City -adopted version of NFPA Sections 820 and 497. • Public address system design or modification will not be included. • Electrical document review will be provided by Consultant, prior to submittal to the City. • Contractor -designed conduit and cable tray supports will be based upon a performance specification. Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 2 of 13 Brown and Caldwell Instrumentation & Controls (I&C) • I&C will match the existing system and components available during the Project. • I&C will be similar in type and sophistication to what currently exists. Analog elements and components will be used, and no significant modifications to existing I&C equipment or systems will be needed. No significant modifications to existing valve or gate operators and mechanical equipment or systems will be needed. • A design for modifying the existing programmable logic controller (PLC) -based supervisory control and data acquisition system will be provided for the process areas being modified. Significant modifications to existing I&C equipment or systems will not be required. • The City will provide "as -built" documentation of the existing process instrumentation and control system. City -provided information will include, but not be limited to, existing motor and control circuit diagrams, panel shop drawings, process instrument information, and process control system software documentation. • The new instrumentation and control system will be based on the use of PLCs. Plant status monitoring will be by the existing commercially available PC-based software package: Wonderware, by Schneider Electric Software. Remote access to plant components will not be provided. • PERM Percent Design will include process & instrumentation diagrams (P&IDs), completed to a level sufficient to identify the primary processes and process equipment and extent of major modification of treatment process. P&IDs will be completed during the Final Design phase. • PERM Percent Design will include a Control System Block Diagram drawing depicting the site's major network modifications. Final Design will update the drawing to include all network modifications, in the Project -modified process areas only. • Discipline specifications will be provided during the Final Design phase only. • The Basis of Design TM will be provided during the PERM Percent Design phase, without modification during Final Design. • Programming is excluded from this scope of work. This effort will be deferred to the construction phase of this Project and will be based on the assumption that a subcontractor will be hired by the City to perform this work during the construction Project. • Security system and video system design are excluded as part of this scope of work. • Vendor -supplied control system packages will be interfaced through hardwired signals or networked signals, when available. Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 3 of 13 Brown and Caldwell Task Descriptions Specific tasks to be performed by Consultant and City to implement the Phase A scope of work are summarized in the work breakdown below and described in further detail on the following pages. Su rt 200 Series Tasks: Final Design The 200 Series tasks are for effort required to advance the design from the PER/30 Percent Design level to public bidding. This will be accomplished with two major Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 4 of 13 Brown and Caldwell 101 To o raphic Survey and Base Mapp 102 Geotechnical Investi ation and Repc 103 Architectural Prelimina Design W104 Civil PreliminaryDesign 105 Structural Preliminary Design M 106 Process -Mechanical Preliminary DeE * cl U 107 Building -Mechanical Preliminary Dei 108 Electrical Preliminary Design uj 109 Instrumentation Prelimina Design 110 Document Pre aration Q 203 Architectural Design 204 Civil Desi n a) U) 205 Structural Design �C 206 Process -Mechanical Design 207 Building Mechanical Design ' c 208 Electrical Design LL 209 Instrumentation Desi n 210 Document Preparation 220 Bid Period Services C: 300 Project Management 5 E .F o aa) 310 Coordination Meetin s a) a) a> Q o 0 0 C. i> 320 Permigin Assistance a� �- U) 330 Cost Estimatin and Schedulin 340 Quality Assurance/Quality Control Q 400 Series Submittals Changes/RFIs c op Q .° Site Coordination/Progress Meetings L Field Inspections CL o c Record Drawings aa) U O&M Manual Update Start -Up Support Services Proiect MananPmPnt Su rt 200 Series Tasks: Final Design The 200 Series tasks are for effort required to advance the design from the PER/30 Percent Design level to public bidding. This will be accomplished with two major Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 4 of 13 Brown and Caldwell milestone deliverables: Permit Set and Bid Set. After addressing comments from the Permit Set submittal, a Bid Set will be developed and submitted to the City for public bidding of the Project. Specific assumptions that apply to all detailed design phases include the following: • Decisions logged in the PERM Percent Design phase will be followed in the detailed final design tasks. Decisions that are changed or altered drastically will be addressed by amendment if necessary. Task 203 — Architectural Design Objective: To perform architectural design for the permit and bid set documents. Activities/Approach: An architectural plan will be completed by using the services of an architectural subconsultant. The architectural design will be based on the architectural nature of the existing structures at the site. The Architectural subconsultant will directly prepare all architectural drawings and specifications required to construct the architectural treatment for the new Chemical Addition Facilities included in the Project. City's Responsibilities: Review Permit Set. Work Products: Architectural (A) drawings and specifications will be included with the permit and bid set document submittals. Task 204 — Civil Design Objective: To design general and civil site design work for the permit and bid set documents. Activities/Approach: This task consists of all work necessary for completion of the general, civil, and site design included in this Project. Civil drawings and specifications will be based on "greenfield" topographic base mapping and as -built drawings of the existing facilities and buried utilities, engineering calculations, and new/existing background geotechnical information. This task also includes design of roads, site excavation and grading, yard piping and utilities, drainage conveyance, and erosion control. City's Responsibilities: Review Permit Set. • Confirm site utility features through field locates or other methods where there is reasonable expectation the base map drawings may require additional information or verification. Work Products: General (G) and civil (C) drawings and specifications will be submitted with the permit and bid set document submittals. • General drawings will include title sheet and vicinity maps, drawing index, general symbols, legends, and abbreviations, hydraulic profile, process flow diagram, and mass balance. • Civil drawings will include site plan, site demolition plans, paving and grading plans, yard piping plans, miscellaneous details, temporary erosion/sedimentation control details, and various site plans and sections. Task 205 — Structural Design Objective: To provide structural design for the permit and bid set documents. Activities/Approach: Structural drawings will be based on as -built drawings of the existing facilities, structural calculations, and new/existing background geotechnical information updated as part of the geotechnical investigations during preliminary design. The controlling code will be the 2012 International Building Code with local amendments. Structural drawings and specifications will be prepared for walls, footings, beams slabs, Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 5 of 13 Brown and Caldwell structural steel, concrete reinforcement, anchor bolts, bracing, miscellaneous metals, and other structural aspects of any new/existing facilities associated with the Project. City's Responsibilities: Review Permit Set. Work Products: This task includes structural analysis and calculations associated with design of structures. Structural (S) drawings and specifications will be submitted with the permit and bid set documents. Task 206 — Process Mechanical Design Objective: To provide process mechanical design for the permit and bid set documents. Activities/Approach: This task consists of all work necessary for completion of the P&IDs included in this Project. P&ID drawings will be based on as -built drawings of the existing facilities, engineering calculations, and the characteristics of new process equipment needed for this Project. This task also includes detailed process design, equipment sizing and selection for each process area, process piping layout, and the preparation of mechanical plan view, mechanical sections, and specifications. City's Responsibilities: Review Permit Set • Provide all necessary shop drawings, submittals, records, sole source agreements, and operation and maintenance information necessary to establish the facilities conditions that the mechanical design is based on. Work Products: P&ID (1) drawings and mechanical (M) drawings and specifications will be submitted with the final and bid document submittals. Task 207 — Building -Mechanical Design Objective: To prepare building mechanical design for the permit and bid set documents. Activities/Approach: This task includes the following: • Finalizing the building mechanical design and equipment sizing/selection. • Finalizing the building mechanical plans and sections. • Incorporating all the necessary details into the contract drawings. • Drafting and finalizing all necessary building mechanical specifications. City's Responsibilities: • Review Permit Set. • Provide all necessary shop drawings, submittals, records, and operation and maintenance information necessary to establish the facilities conditions that the building mechanical design is based on. Work Products: • HVAC (H) drawings and plumbing/utility (U) drawings • Assistance and contribution to process mechanical for the P&ID and mechanical drawings • Permit and bid set document specifications Task 208 — Electrical Design Objective: Perform electrical design drawings for the permit and bid set documents. Activities/Approach: The scope of this task consists of all work necessary to prepare all electrical power improvements for the Project, including all raceway and cable schedules, and control schematics with reference to I&C-specified process instrumentation and control devices. Electrical design drawings will include plans, one - line diagrams, lighting and receptacles plans, electrical conduit and conductor Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 6 of 13 Brown and Caldwell schedules, and electrical construction details. Electrical plan drawings will show equipment locations and associated cable or raceways and indicate equipment connections as home -run type symbols with reference to which motor control center or electrical panel that a cable is to be connected. Specific activities are as follows: • Review the general and mechanical design requirements. • Define hazardous areas in the Project buildings and sites. • Determine primary power and standby power generation requirements, as needed. • Prepare one -line diagrams for the plant distribution systems. • Complete motor and control schematics for all electrical devices external to vendor -supplied equipment. • Complete a comprehensive power system study and develop a final report. • Develop electrical specifications. • Develop electrical drawings, including site plans, lighting protection plans, and building plans. • Develop raceway and cable and panel schedules. City's Responsibilities: • Review Permit Set. • Supply current as -built drawings for all buried and exposed power supply cables, duct banks, raceways, instrument cables, communication cabling, yard piping, process piping, and structures at the plant. Work Products: • Analysis, studies, and calculations associated with design of electrical systems • Electrical (E) drawings, specifications, and final reports will be submitted with the permit and bid set document submittals Task 209 — Instrumentation Design Objective: To develop instrumentation and controls drawings and specifications for the permit and bid set documents. Activities/Approach: The scope of this task consists of all work necessary to develop the instrumentation and controls construction documents for this Project. Design drawings will include instrumentation system diagrams, control diagrams, loop diagrams, gas monitoring systems, and 1/0 cabinets. Specific activities are as follows: • Finalize P&IDs with process mechanical. • Write narrative descriptions of control strategies and sequences. • Specify sensors and instruments to be used and coordinate with electrical for hazardous environments requirements. • Complete drafting of instrumentation and control system drawings, including symbol and detail sheets. • Provide control system network diagrams. • Develop specifications for control system hardware and software requirements. • Provide specification coordination within electrical and mechanical equipment sections. City's Responsibilities: Review Permit Set Work Products Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 7 of 13 Brown and Caldwell • Design drawings and specifications for providing instrumentation equipment and control system modifications, as described above. • Instrumentation (1) drawings and specifications will be submitted with the permit and bid set document submittals. Task 210 — Document Preparation Objective: Prepare the Permit Set and the Bid Set. Activities/Approach: Draft version of the drawings and specifications will be prepared and submitted for the permit and bid set document submittals. All specifications will be prepared in Microsoft Word. Consultant will prepare electronic copies (pdf half -sized composite drawings) and one bound paper, camera-ready full-sized original of the Project manual for internal distribution to the City and for public bidding. The City will be responsible for advertising and bidding the Project manual. City's Responsibilities: Review permit and bid set document submittals. • Coordinate interaction with IDEA for review of Permit Set. Work Products: • Drawings and specifications will be submitted with the permit and bid set document submittals and will be included in the Project manual. • Submit the Permit Set to IDEA for review. Address comments as part of preparation of the bid set documents. • Integrate City -supplied front-end documents into the manual. Prepare technical specifications of the Project manual (Part B). • Coordinate technical specifications with other parts of the Project manual, including the general terms and conditions and the drawings. • Assemble drawings and specifications for the bid set version of the Project manual for this Project (one paper full-sized original plus a pdf file of the documents). • Stamp, sign, and seal the bid set version of the Project manual. Task 220 — Bid Period Services Objective: To assist the City with bidding the Project. Activities/Approach: The City will be responsible for advertising and bidding the Project manual. Consultant will assist the City as requested during the bid period. This budget includes a labor allowance of 240 hours for assisting the City with the Project bidding. Detailed activities include: Prepare addenda for City distribution as required prior to bid closing. Attend and participate in the City -led pre-bid conference. Respond to bidder questions during the bid period. This task is based on a 4 -week bidding process. Assist with bid evaluations. City's Responsibilities: Lead efforts to electronically distribute plans and specifications and addenda to prospective bidders and maintain the plan holder's list. Lead the pre-bid conference. Perform bid evaluations. Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 8 of 13 Brown and Caldwell Work Products: Addenda documents 300 Series Tasks: Project Management and Design Support Services The 300 Series tasks involve activities required for managing the Project and those activities that are common throughout the Project duration. Task 300 — Project Management Objective: To provide management, direction, coordination, and control of all work associated with Project schedule, budget, subconsultants, technical quality, and monthly progress reports and invoices for the Project. Activities/Approach: This task includes the following activities: • Develop a Project Management Plan for internal use. • Develop a Health and Safety plan for internal use. • Maintain critical -path schedules. • Prepare monthly project status reports. Progress reports will identify budget status, progress status, activities of the previous month, and up -coming activities. • Supervise project staff. • Manage in-house budget and schedule. • Procure, supervise, and coordinate the activities of subconsultants providing specialized or supplemental engineering services. City Responsibilities: None. Work Products: Monthly progress reports and invoices Subconsultant contracts Task 310 — Coordination Meetings Objective. To provide a regular forum for receipt, exchange, response, and documentation of Project planning, design, and management related issues and decisions during the Project. Activities/Approach. This task includes the following coordination meetings: • Weekly conference calls (one hour duration) between Consultant's project manager (PM) and the City's PM to review Project status, schedule, contract issues, and other Project management related issues. The Project duration for Phase A is estimated to be 17 months. Consultant will combine these meetings as much as possible with other on-site visits. • Kick-off meeting between City staff, PM, and design manager (DM) to review major planning and design elements, schedule, and development/tracking of issues/decision log. • Ten workshops on-site at the City's WRRF with PM, DM, and up to two additional design engineers (discipline leads) to present and review findings, discuss design issues/decision log progress, and obtain site access for information gathering. • Two 8 -hour workshops on-site at the City's WRRF to discuss the PER/30 Percent and Permit Set submittals. Consultant attendance will include PM, DM, and up to four additional design engineers (discipline leads). • Weekly internal Project team meetings during the PER/30 Percent Design phase and bi- weekly internal Project team meetings during the Final Design phase (1 -hour duration teleconference between Consultant disciplines) for a duration of up to 17 months to discuss design issues, review schedule, and coordinate amongst discipline team members. Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 9 of 13 Brown and Caldwell City Responsibilities: • Attend all Project coordination meetings to provide timely input on issues/decision log progress. • Review and provide comments on meeting notes. Work Products: • Agenda to be distributed prior to all coordination meetings • Issues/decision log • Meeting notes for all Project coordination meetings Task 320 — Permitting Assistance Objective: To assist the City in preparing and submitting permits and other regulatory documents required for the Permit Set documents and associated with new facility construction. Activities/Approach: This task involves assisting the City with permit and regulatory document development that will be required as part of the Project. At this time, it is not certain which permits will be required. For budgeting purposes, the following permits and/or approvals have been tentatively identified and included in this scope of work: IDEQ — The PER/30 Percent Design submittal will be transmitted to IDEQ upon approval of the City. — PER/30 Percent Design IDEQ comments will be resolved by Consultant to the satisfaction of the IDEQ for transition to the Final Design phase. — The Permit Set will be transmitted to IDEQ upon approval by the City. — Permit Design comments will be resolved by Consultant to the satisfaction of IDEQ prior to issuance of Bidding Documents. • City Building Services Permit — The Permit Set will be transmitted to the City Building Services Department upon approval by the City. — Permit Set comments will be resolved by Consultant to the satisfaction of the City Building Services Department prior to issuance of Bidding Documents. • Stormwater Pollution Prevention Permit (SWPPP) — Consultant will include drawings for installation of best management practices (BMPs) facilities in the Bidding Documents. — Consultant will include a specification in the Bidding Documents outlining the construction contractor's responsibilities for using the drawings in support of developing the SWPPP and submitting a Notice of Intent (NOI) to the Environmental Protection Agency (EPA) for coverage under the construction general permit as site operator. Other permits and regulatory documents may be identified during the Project and will be added to this scope and budget upon written authorization by the City. It is assumed that wetlands, biological assessments, or archaeological investigations and surveys will not be necessary. It is also assumed that the construction contractor will secure other Project -related permits such as the grading, building, electrical, and plumbing permits. No effort associated with right-of-way permits is included as all construction activities will occur within the site boundaries of the existing WRRF. Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 10 of 13 Brown and Caldwell City Responsibilities: • Review Consultant response packages to IDEQ and City Building Services prior to submission. • Provide review comments to the general contractor in the development of the SWPPP. • Upon approval of the general contractor's SWPPP and permit application, submit a NOI to the EPA as the site owner. • Conduct inspections as required by the SWPPP throughout the duration of the construction activities. Work Products: • Permit Set package to IDEQ • IDEQ response comment documentation package for Permit Set • Permit Set package to City Building Services • City Building Services response comment documentation package for Permit Set • SWPPP BMPs specification and drawings Task 330 — Construction Cost Estimate and Construction Schedule Objective: To provide construction cost estimate and construction schedule at each design phase milestone. Activities/Approach: Consultant will estimate the probable construction cost and schedule based on the PER/30 Percent Design and Permit Set submittals. Class 3 and Class 1 estimates will be submitted respectively in accordance with the Association for the Advancement of Cost Engineering Estimate Classification System. City's Responsibilities: • Review cost estimates and construction schedule. Work Products: • Cost Estimates. Consultant will prepare construction cost estimates for the PERM Percent design and Permit Set completion levels. Consultant will subdivide the cost estimate by process area and engineering disciplines. • Construction Schedule. Consultant will prepare a basic work breakdown structure schedule estimate at the PER/30 Percent Design submittal. A detailed critical path construction schedule will be submitted with the Permit Set which will also identify necessary flow by- passing and sequencing during construction. Task 340 — QA/QC Objective: To implement a QA/QC program to review products from this scope. City and regulatory agency review comments will also be incorporated to prepare and complete the permit and bid set documents. Additionally, the City is assumed to participate in this process and provide independent review of products. Activities/Approach: Consultant will provide appropriate calculation and deliverable QA reviews by in-house, senior staff members. No external value engineering reviews are included in this scope. City Responsibilities: • Review and provide comments to design decision/issues log • Participate in QA/QC reviews and provide written comments and feedback regarding review documents Work Products: Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 11 of 13 Brown and Caldwell Design decision/issues log TIME OF COMPLETION and COMPENSATION SCHEDULE The following schedule is based on a Notice to Proceed (NTP) for Amendment No. 1 from the City by December 2015 and resulting in completion of the tasks by September 2016. An NTP issued on a different date will change the schedule accordingly. The estimated expenses are included in the amounts below and are based on the following: • Task 203 Architectural Preliminary Design - Subconsultant: CTA Group — $54,914 • Task 207 Building -Mechanical Preliminary Design - Subconsultant: CTA Group — $32,102 • Task 208 Electrical Preliminary Design - Subconsultant: DC Engineering — $340,000 • Task 310 Coordination Meetings (6 trips) - Airfare: one person @ $421 per round trip ticket Meals and incidentals: one person at per diem rate ($46/day) - Lodging: one person for one night at per diem rate ($83/night) Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 12 of 13 Brown and Caldwell COMPENSATION AND COMPLETION SCHEDULE Task I Description Due Date Compensation 100 PER/30 PERCENT DESIGN ■ 101 Topographic Survey and Base Mapping Support N/A 102 Geotechnical Investigation and Report Support N/A 103 Architectural Preliminary Design N/A 104 Civil Preliminary Design NIA 105 Structural Preliminary Design N/A 106 Process — Mechanical Preliminary Design N/A 107 Building — Mechanical Preliminary Design N/A 108 Electrical Preliminary Design N/A 109 Instrumentation Preliminary Design N/A 110 Document Preparation N/A 200 FINAL DESIGN ■ 203 Architectural Design September 2016 $54,914 204 Civil Design September 2016 $186,310 205 Structural Design September 2016 $499,815 206 Process — Mechanical Design September 2016 $694,844 207 Building — Mechanical Design September 2016 $36,201 208 Electrical Design September 2016 $358,102 209 Instrumentation Design September 2016 $85,388 210 Document Preparation September 2016 $58,322 220 Bid Period Services September 2016 $42,125 Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 12 of 13 Brown and Caldwell The Not -To -Exceed amount to complete all services listed above for this Amendment No. 2 to Task Order No. 10601.A is two million, five hundred -thirteen thousand nine hundred eighteen dollars ($2,513,918.00). No compensation will be paid over the Not - to -Exceed amount without prior written approval by the City in the form of a Change Order. Monthly invoices shall be billed as a percentage of work completed. Any and all travel will only be reimbursed if pre -approved by the Project Manager, and only per the City of Meridian Travel Policy. Reimbursable expenses will be paid at cost and only if pre -approved by the Project Manager, and accompanied by an itemized receipt. Any travel and/or reimbursables paid will be paid as part of the Not -To -Exceed Task Order Total per the Compensation and Completion Schedule above. Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 13 of 13 Brown and Caldwell 300 PROJECT MANAGEMENT AND DESIGN SUPPORT SERVICES ■ 300 Project Management September 2016 $79,799 310 Coordination Meetings September 2016 $137,276 320 Permitting Assistance September 2016 $29,746 330 Construction Cost Estimate and Construction Schedule September 2016 $92,864 340 QA/QC September 2016 $158,212 TASK ORDER AMENDMENT NO.2 TOTAL: $2,513,918.00 The Not -To -Exceed amount to complete all services listed above for this Amendment No. 2 to Task Order No. 10601.A is two million, five hundred -thirteen thousand nine hundred eighteen dollars ($2,513,918.00). No compensation will be paid over the Not - to -Exceed amount without prior written approval by the City in the form of a Change Order. Monthly invoices shall be billed as a percentage of work completed. Any and all travel will only be reimbursed if pre -approved by the Project Manager, and only per the City of Meridian Travel Policy. Reimbursable expenses will be paid at cost and only if pre -approved by the Project Manager, and accompanied by an itemized receipt. Any travel and/or reimbursables paid will be paid as part of the Not -To -Exceed Task Order Total per the Compensation and Completion Schedule above. Amendment No. 2 to Task Order 10601.A WRRF Capacity Expansion FY2015 Page 13 of 13 Brown and Caldwell IDSOS Viewing Business Entity 110-7 01 mvl� _. VA rOUT TA I f Page I of 3 Lawerence Denney, Secretary of State Search Back to Summary ] Get a certificate of s BROWN t CALDWELL [ Monitor BROWN AND CALDWELL business filings ] 201 NORTH CIVIC DRIVE SUITE 115 WALNUT CREEK, CA 94596 Type of Business: CORPORATION, GENERAL BUSINESS Status: GOODSTANDING 26 Oct 1988 State of Origin: CALIFORNIA Date of 30 Jul 1975 Origination/Authorization: Current Registered Agent: C T CORPORATION SYSTEM 921 S ORCHARD ST STE G BOISE, ID 83705 Organizational ID / Filing C51813 Number: Number of Authorized Stock Shares: Date of Last Annual Report: 19 Jun 2015 Annual Report Due: Jul 2016 [ Help Me PrintJView TIFF ] Filed 30 Jul 1975 CERTIFICATE OF AUTHORITY [ Help Me Print/View TIFF ] Amendment Filed 30 Jul 1975 OTHER - RA Amendment Filed 29 Oct OTHER - CHG RA 1975 Amendment Filed 23 Oct MERGED WITH J. B. GILBERT AND 1978 ASSOCIATES Amendment Filed 13 Nov NAME CHANGED TO BROWN AND CALDWELL 1978 Amendment Filed 13 Nov STOCK CHANGE 1978 Amendment Filed 13 Nov MERGED WITH CAMANCHE LAKE PARK 1978 Amendment Filed 13 Nov MERGED WITH J.B. GILBERT AND 1978 ASSOCIATES Amendment Filed 13 Nov STOCK CHANGE 1978 http://www.accessidaho.org/public/sos/corp/C51813.html 1/7/2016 Meridian City Council Meeting DATE: January 12, 2016 "Aiyi11111 to] ITI1=14:7 PROJECT NUMBER: ITEM TITLE: Public Works Public Works: Approval of a Sole Source Purchase for Grit Removal Equipment for the Wastewater Resource Recovery Facility Capacity Expansion Project. 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 To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Emily Skoro Date: 1-7-2016 Re: January 12th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the January 12th City Council Agenda under a joint Parks / Purchasing Department Report for Council's consideration. Approval of a Sole Source Purchase for Grit Removal Equipment for the WRRF Capacity Expansion Proiect. Recommended Council Action: Approval of Sole Source Procurement upon completion of advertising per Idaho State Statute 67-2808. Thank you for your consideration. 0 Page 1 E IDIAN , p �A �-1 Q CITY OF MERIDIAN SOLE SOURCE FORM Date: 12/17/2015 PURCHASING AGENT 33 East Broadway Avenue Meridian, ID 83642 Phone: 208-888-4433 Fax: 208-887-4813 Item or Service: Hydro International Headcell, Slurry Cup and Grit Snail X 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 2 d page for completion. JUSTIFICATION: (Attach additional pages if needed) Grit removal is a typical liquids treatment process that removes heavy solids such as sand from municipal wastewater, solids cause premature wear on downstream mechanical components and build-up in anaerobic digesters and aeration basins, thus requiring periodic cleaning. The cleaning process is difficult and requires placing a unit out of service, decreasing treatment capacity. The existing plant has two vortex type separators, but still experiences significant grit buildup in the anaerobic digesters. Two types of grit collection systems were considered for the Headworks Capacity Expansion project: vortex type separators (e.g. Smith & Loveless Pista Grit) and Hydro International's Grit Removal System (Eutel( Headcell°, Tea Cup, and Grit Snail). The advantages of using a Eutek Headcell®, Tea Cup, and Grit Snail instead of a vortex type separator are summarized below. The Hydro International's Grit Removal System has the following advantages when compared to a mechanically induced vortex system like the existing units: • Smaller facility footprint • No moving mechanical components • Operates efficiently over large flow ranges — the vortex type is maintained by an influent manifold • Flexibility to increase capacity after initial installation by adding additional trays. • Guaranteed more efficient grit removal compared to vortex type separators reducing grit build-up in aeration basins and digesters. Based on the comparison of technologies and the advantages of the Eutek Headcell®, Tea Cup, and Grit Snail Grit Removal System, the Public Works Department recommends procuring a Hydro International's Grit Removal System. The Public Works Department requests a sole source procurement as there is no functional equivalent for the Hydro International's Grit Removal System. 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. Re stor rint fame) apartment Manager Signature Council Approval Date: Purchasing Approval: Purchasing Manager Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 9H PROJECT NUMBER: ITEM TITLE: City Council Liaison/Committee Updates City Council Liaison/Committee Updates 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: January 12, 2016 ITEM TITLE: Ordinances 10twilfivi1 - PROJECT NUMBER: Ordinances A. Ordinance No. 14- W(ok : Changing Parks & Recreation Commission Regular Meeting Time to 5:30 p.m. and Updating Review Process for Parks Alcohol Permits 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 ORDINANCE NO. — 1W9 BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, PALMER, ROBERTS AN ORDINANCE AMENDING MERIDIAN CITY CODE SECTION 2-4-5, REGARDING PARKS & RECREATION COMMISSION MEETINGS; AMENDING MERIDIAN CITY CODE SECTION 13-2-6(C)(1)(e), REGARDING REVIEW OF PARKS ALCOHOL PERMITS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, at its meeting on December 9, 2016, the Meridian Parks and Recreation Commission determined that it would be efficacious to convene earlier in the day, and decided to recommend a regular meeting time of 5:30 p.m.; WHEREAS, pursuant to the recommendation of the Meridian Parks and Recreation Department and Meridian Police Department staff, the City Council of the City of Meridian finds that it is in the best interest of the City of Meridian to modify the process for applying for parks alcohol permits, to make it more expedient for staff and for the public; WHEREAS, the City Council of the City of Meridian finds that these measures would facilitate the efficient administration of City business; NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, IDAHO: Section 1. That Meridian City Code section 2-4-5 shall be amended as follows: The parks and recreation commission shall convene regular meetings at Meridian city hall, 33 East Broadway, Meridian, Idaho, each month at six o'eieek (ti:nn` five thirty (5:30)_P.M. on the second Wednesday of each month unless, at the first meeting of each calendar year, the commission shall establish a meeting schedule for the calendar year in which event the published schedule shall apply. The commission shall allow and promote public participation in the meetings of the commission. Additional meetings of the commission may be scheduled by the commission as necessary to carry out the business of the commission. Section 2. That Meridian City Code section 13-2-6(C)(1)(e) shall be amended as follows: e. Park Alcohol Permit. 1. Application for a Park Alcohol Permit shall be made to the Department, and shall include the following: (a) A completed application form provided by the Department, which form shall include applicant's name, physical address, phone number, date of birth, and driver's license number; a description of the location at which alcohol will be served, consumed, or possessed; and the time of day, length of time, and date the alcohol is to be served, consumed, or possessed. (b) Permit fee as established by fee schedule. MPRC MEETING TIME UPDATE; PARKS ALCOHOL PERMIT PROCESS UPDATE PAGE I OF 21 2. Within twenty one (21) calendar days of receipt of a complete application for a Park Alcohol Permit, the Director or designee shall either issue Park Alcohol Permit to the applicant or deny the application. Where an application is denied, the Department shall notify the applicant of such denial in writing, which shall include notice of the right to appeal such decision as set forth in this chapter. Section 3. That all ordinances, resolutions, orders, or parts thereof or in conflict with this ordinance are hereby voided. Section 4. That this ordinance shall be effective upon its passage and publication. PASSED by the City Council of the City of Meridian, Idaho this Z day of January, 2016. APPROVED by the Mayor of the City of Meridian, Idaho this lt-� day of January, 2016. APPROVED: OgATED,�U K Tammy de W d,�Mayor c'for kI � e, ATTEST: 4ce(e OUT -man, City Clerk MPRC MEETING TIME UPDATE; PARKS ALCOHOL PERMIT PROCESS UPDATE PAGE 2 OF 21 NOTICE AND PUBLISHED SUMMARY OF ORDINANCE PURSUANT TO I.C. § 50-901(A) CITY OF MERIDIAN ORDINANCE NO. 16-_ AN ORDINANCE AMENDING MERIDIAN CITY CODE SECTION 2-4-5, REGARDING PARKS & RECREATION COMMISSION MEETINGS; AMENDING MERIDIAN CITY CODE SECTION 13-2-6(C)(1)(e), REGARDING REVIEW OF PARKS ALCOHOL PERMITS; AND PROVIDING AN EFFECTIVE DATE. City of Meridian Mayor and City Council By: Jaycee Holman, City Clerk- First lerk First Reading: L /2 /(o Adopted after first reading by suspension of the Rule as allowed pursuant to Idaho Code § 50-902: YES NO Second Reading: Third Reading: STATEMENT OF MERIDIAN CITY ATTORNEY AS TO ADEQUACY OF SUMMARY OF ORDINANCE NO. 16- The undersigned, William L.M. Nary, City Attorney of the City of Meridian, Idaho, hereby certifies that he is the legal advisor of the City and has reviewed a copy of the attached Ordinance no. 16 - of the City of Meridian, Idaho, and has found the same to be true and complete and provides adequate notice to the public pursuant to Idaho Code § 50-901A(3). DATED this /2day of _ , 2016. 0 William. L.M. Nary City Attorney MPRC MEETING TIME UPDATE; PARKS ALCOHOL PERMIT PROCESS UPDATE PAGE 3 OF 21 Meridian City Council Meeting DATE: January 12, 2016 ITEM NUMBER: 11 PROJECT NUMBER: ITEM TITLE: Future Meeting Topics Future Meeting Topics 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