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2016-12-13
Meridian City Council Meeting Agenda Tuesday, December 13, 2016 – Page 1 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk’s Office at 888-4433 at least 48 hours prior to the public meeting. 1. City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday, December 13, 2016 at 3:00 PM 1. Roll-Call Attendance X Anne Little Roberts X Joe Borton X Ty Palmer X Keith Bird __X___ Genesis Milam __O___ Luke Cavener X Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Adoption of the Agenda Adopted 4. Consent Agenda Approved A. Dog Licensing Designee Agreement between Pet Care Clinic and City of Meridian B. Dog Licensing Designee Agreement between The Pet Doctor and City of Meridian C. Dog Licensing Designee Agreement between the Idaho Humane Society and City of Meridian D. Dog Licensing Designee Agreement between Meridian Veterinary Hospital and City of Meridian E. Professional Services Agreement with WineGlass Arts Development for Concert Series Production Services F. Professional Services Agreement with Stephanie Inman for Proposal for Park Identity at Heroes Park G. Professional Services Agreement with Ken McCall for Proposal for Park Identity at Heroes Park H. Professional Services Agreement with Trademark Sign Co. for Proposal for Park Identity at Heroes Park CITY COUNCIL WORKSHOP MEETING AGENDA Meridian City Council Meeting Agenda Tuesday, December 13, 2016 – Page 2 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk’s Office at 888-4433 at least 48 hours prior to the public meeting. I. Agreement for Donation of Real Property - Reta Huskey Park at Isola Creek Subdivision No. 4 with Toll ID I, LLC J. Agreement to Transfer Real Property between the City of Meridian and the Treasure Valley Family YMCA for the Hillsdale Park K. Approval of Change Order No. 2 to Granite Excavation, Inc. for the “Five Mile Trunk Relief and Water Line Replacement at 8th Street Park” project for a Not-To-Exceed amount of $105,370.94 L. Interagency Agreement with ACHD for Sewer Construction at West 1st Street, Broadway Ave to Pine Ave Ada County Highway District (ACHD) Project 816003.005 and City Of Meridian Project 10721.A M. Approval of Contract Amendment No. 1 to Varsity Facility Services for “JANITORIAL SERVICES” for a Not-To-Exceed amount of $198,325.08 N. Approval of Task Order 10601.F to MTI for the “WRRF CAPACITY EXPANSION SPECIAL INSPECTIONS” project for a Not-To-Exceed amount of $333,107.00 O. Approval of purchase of Motion Tablets from CDW-Government, LLC for a Not-To-Exceed amount of $89,984.00 and authorize the Purchasing Manager to sign Purchase Order #17-0121 for the Not-to-Exceed amount of $89,984.00 P. Budget Amendment for On Call / Overtime Budget for After-hours Support for a Not-To-Exceed amount of $15,822.00 Q. Utility Line Easement between Bedford Place Homeowners Association and City of Meridian 5. Items Moved From the Consent Agenda None 6. Community Items/Presentations A. Mayor’s Office: Expanding the Membership of the Planning and Zoning Commission and Appointing William "Bill" Cassinelli to Seat 6 and Jessica Perreault to Seat 7 of the Planning and Zoning Commission B. Mayor’s Office: Resolution No. 16-1185: A Resolution Expanding the Membership of the Planning and Zoning Commission and Appointing William "Bill" Cassinelli to Seat 6 and Jessica Perreau lt to Seat 7 of the Planning and Zoning Commission Approved C. Idaho Avenue Placemaking Grow Smart Award Presentation Meridian City Council Meeting Agenda Tuesday, December 13, 2016 – Page 3 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk’s Office at 888-4433 at least 48 hours prior to the public meeting. 7. Department Reports A. Finance Department: Quarterly Update Vacated B. Information Technology Department: Annual Department Report C. City Clerk’s Office: Annual Department Report D. Fire Department: Response Time Performance Standards Approved E. Parks and Recreation Department: South Meridian Regional Park Theming/Identity Discussion F. Public Works Department: Recycled Water Update G. Public Works Department: Sewer Collection System Rehabilitation and Replacement Software Program Sole Source Approved H. Community Development Department: Fields District / Future Land Use Map Amendment I. City Council: ICRMP Update 8. Future Meeting Topics Adjourned at 6:19pm Meridian City Council Workshop December 13, 2016. A meeting of the Meridian City Council was called to order at 3:02 p.m., Tuesday, December 13, 2016, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Joe Borton, Keith Bird, Genesis Milam, Ty Palmer and Anne Little Roberts. Members Absent: Luke Cavener. Others Present: C.Jay Coles, Bill Nary, Caleb Hood, Bruce Chatterton, Warren Stewart, Jeff Lavey, Mark Niemeyer, Perry Palme r Mike Barton, David Tiede 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 _____ Lucas Cavener __X Mayor Tammy de Weerd De Weerd: Welcome. This is our new system, so if we blow you out of here, we will apologize in advance. So, welcome to our City Council workshop. For the record it is Tuesday, December 13th. It's two minutes after 3:00. We will start with roll call attendance, Mr. 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: Under 4-P, that's a budget amendment is for the IT Department. Under 6-B, the resolution number 16-1185. 7-A has been asked to be vacated. And with that I move we approve the amended agenda. Meridian City Council Workshop December 13, 2016 Page 2 of 67 Borton: Second. De Weerd: I have a motion and a second to approve the agenda as amended. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: FOUR AYES. ONE ABSENT. Item 4: Consent Agenda A. Dog Licensing Designee Agreement between Pet Care Clinic and City of Meridian B. Dog Licensing Designee Agreement between The Pet Doctor and City of Meridian C. Dog Licensing Designee Agreement between the Idaho Humane Society and City of Meridian D. Dog Licensing Designee Agreement between Meridian Veterinary Hospital and City of Meridian E. Professional Services Agreement with WineGlass Arts Development for Concert Series Production Services F. Professional Services Agreement with Stephanie Inman for Proposal for Park Identity at Heroes Park G. Professional Services Agreement with Ken McCall for Proposal for Park Identity at Heroes Park H. Professional Services Agreement with Trademark Sign Co. for Proposal for Park Identity at Heroes Park I. Agreement for Donation of Real Property - Reta Huskey Park at Isola Creek Subdivision No. 4 with Toll ID I, LLC J. Agreement to Transfer Real Property between the City of Meridian and the Treasure Valley Family YMCA for the Hillsdale Park K. Approval of Change Order No. 2 to Granite Excavation, Inc. for the “Five Mile Trunk Relief and Water Line Replacement at 8th Street Park” project for a Not-To- Exceed amount of $105,370.94 Meridian City Council Workshop December 13, 2016 Page 3 of 67 L. Interagency Agreement with ACHD for Sewer Construction at West 1st Street, Broadway Ave to Pine Ave Ada County Highway District (ACHD) Project 816003.005 and City Of Meridian Project 10721.A M. Approval of Contract Amendment No. 1 to Varsity Facility Services for “JANITORIAL SERVICES” for a Not- To-Exceed amount of $198,325.08 N. Approval of Task Order 10601.F to MTI for the “WRRF CAPACITY EXPANSION SPECIAL INSPECTIONS” project for a Not-To-Exceed amount of $333,107.00 O. Approval of purchase of Motion Tablets from CDW- Government, LLC for a Not-To-Exceed amount of $89,984.00 and authorize the Purchasing Manager to sign Purchase Order #17-0121 for the Not-to-Exceed amount of $89,984.00 P. Budget Amendment for On Call / Overtime Budget for After-hours Support for a Not-To-Exceed amount of $15,822.00 Q. Utility Line Easement between Bedford Place Homeowners Association and City of Meridian De Weerd: Item 4 is our Consent Agenda. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: As stated earlier, Item 4-P is under the IT Department and with that I move we approve the Consent Agenda. For the Mayor to sign and the Clerk to attest. Borton: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. Mr. Clerk, will you call roll. Roll Call: Bird, yea; Borton, yea; Milam, yea; Cavener, absent; Palmer, yea; Little Roberts, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FOUR AYES. ONE ABSENT. Meridian City Council Workshop December 13, 2016 Page 4 of 67 Item 5: Items Moved From the Consent Agenda De Weerd: There were no items moved from the Consent Agenda. Item 6: Community Items/Presentations A. Mayor’s Office: Expanding the Membership of the Planning and Zoning Commission and Appointing William "Bill" Cassinelli to Seat 6 and Jessica Perreault to Seat 7 of the Planning and Zoning Commission B. Mayor’s Office: Resolution No. 16-1185: A Resolution Expanding the Membership of the Planning and Zoning Commission and Appointing William "Bill" Cassinelli to Seat 6 and Jessica Perreault to Seat 7 of the Planning and Zoning Commission De Weerd: So, we will move to Item 6-A. Council, in front of you are -- is the information for the two appointees to fill the two new seats for the Planning and Zoning Commission. We have these seats starting in -- after the beginning of the year and Jessica is here this evening and I will ask her if she wants to say a few words after action by the -- by the Council. Do you have any questions of these two candidates? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Seeing how we have no questions. I move that we approve Resolution No. 16-1185. Milam: Second. De Weerd: I have a motion and a second to approve Item 6-B. Mr. Clerk, will you call roll. Roll Call: Bird, yea; Borton, yea; Milam, yea; Cavener, absent; Palmer, yea; Little Roberts, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FOUR AYES. ONE ABSENT. De Weerd: Jessica, thank you for joining us. Yes, please. Meridian City Council Workshop December 13, 2016 Page 5 of 67 Perreaut: Good afternoon. Thank you very much for having me here. I just want to say thank you to Ann and Genesis. They may not remember a conversation we had a few years ago at Mayor Tammy's house about the City Council and it planted a seed in my head to want to serve and at that time it was not a good time for me to do that with my business and the growth of my business, but this opportunity came along and I was approached by our government affairs director for the Boise Regional Realtors to consider putting in my application for the Meridian Planning and Zoning Commission and put a lot of thought into it, asked Caleb a lot of questions, and decided that now is the time for me to -- to begin my official service to the City of Meridian. I'm very excited for how I will be able to contribute, for what I will learn, and I know it will -- it will grow me as a person and it will, hopefully, grow my business as well. Thank you. De Weerd: Thank you. We appreciate you joining us. I -- I know you had another commitment, so we appreciate that you came and spent a few minutes to introduce yourself and put a face with a name. Perreaut: Yes. Thank you. C. Idaho Avenue Placemaking Grow Smart Award Presentation De Weerd: Thank you, Jessica. Okay. Item 6 -C is -- Marty Schindler is here to talk about the Idaho Avenue Placemaking Smart Growth Award that recently was presented to those that were involved in this project . So, I will ask Caleb and Marty if you want to come and make comment. Schindler: Thank you, Madam Mayor and Councilmen. Thank you for allowing me a few moments of your time today. I wanted to -- on behalf of MDBA and a personal show of gratitude, I wanted to bring back the concept that we went through about two years ago in the planning. It was the Idaho placemaking initiative and I want to take a moment just to say we had great success out of it . First we -- we did it under budget. Two is that we actually through that process created a new entity on the tree and that today stands as Blue Sky Bagel. That Blue Sky Bagel, in fact, came because of this placemaking effort. Mark Hansen is the owner of Blue Sky and that franchise and saw it as an opportunity to engage in the community and bring out -- shed a new light to his entity himself and I would say without us doing that those acts that we did over a period of a year and a half -- I wouldn't have been fortunate enough to actually have him as a tenant in one of our buildings that we just happen to own, but -- and with that said, Caleb, did you -- Hood: Yeah. I just -- I just wanted to show off our nice cutting board that we have here that we won this last month at the Idaho Smart Growth awards. So, I believe on behalf of the MDBA Marty wants to present this to the -- to the Mayor and Council. We do appreciate your involvement with this, both on a personal level Meridian City Council Workshop December 13, 2016 Page 6 of 67 and representing the city with some of the resources. It was good to be at that -- that award ceremony, because it was a statewide award ceremony. There were six or seven different awards that were granted from all over the state of Idaho, so good publicity for the City of Meridian to have a project like this recognized, again, statewide. So, there is some measurement of success, too, that -- to do projects like this that reinvigorate our downtown. So, I think with that, Marty -- I don't know if you have anything else you want to add, but thank you. Schindler: And, again, thank you. De Weerd: Thanks for passing that along and for representing us at the awards banquet. I believe our director was there, as well as Caleb and Brian and Marty. So, the key stakeholders and the movers and the shakers of this program and project. So, we are excited about what it's -- it's done and see -- see how the businesses along Idaho utilize that space as we move forward. It's got two years. Do it. Okay. Thanks for joining us. Item 7: Department Reports A. Finance Department: Quarterly Update De Weerd: Item 7-A is under our Finance Department and that has been requested to be vacated and -- because our CFO was -- was called away unexpectedly. B. Information Technology Department: Annual Department Report De Weerd: So, we will move to Item 7-B and turn this over to our IT CFO -- or CIO. You don't want to be the CFO. And we are benefiting from Dave and his staff's expertise and diligence. So, I'm turning this over to you, Dave. And we will see if you can use the equipment. Tiede: We shall see. De Weerd: We are glad that you're the first to test it. Tiede: So am I. Bird: I can't even get my PC up. De Weerd: And I will ask the clerk to turn on the annotations, just in case we -- Bird: There we go. Meridian City Council Workshop December 13, 2016 Page 7 of 67 Tiede: Okay. Madam Mayor, Members of the Council, happy to be her e before you again this year. Here for our annual update to Council. I'm sure you guys have seen me enough this year, but -- sorry. You get me again. To start off I would like to talk briefly about our staffing changes. Over the last eight months IT has gone through a variety of staffing changes due to shifts in personnel or new positions. So, our first one is our support tech, which has recently been filled by Ryan Doonesberry, who is not able to be with us because he's doing tech support right now. And, then, Krystal Goodman was recently promoted to a support specialist position. Actually, not recently. I should say almost a month ago now. She's going to be fantastic in that role. De Weerd: I don't see her. Tiede: I think she's also doing tech support. De Weerd: She hiding. Tiede: Paul Macelli has recently been promoted to support specialist and is here in the audience as well. Jamie Bean has been recently promoted to systems administrator. De Weerd: You can smile, Jamie. There you go. Tiede: He is in the audience as well. We had a couple of new positions we added this fiscal year. One of them is our new web developer Catherine Roebuck. She's out in the audience as well. She's going to be helping with our website. De W eerd: You need to raise your hand. There you go. Thank you. And she hit the ground running, so that's awesome. Tiede: Yeah. And, then, Eli Daniel has been promoted to network administrator, which is a new position as well. So, he's here with us as well. De Weerd: And you, too, Eli. There you go. Tiede: And, then, of course, I was recently promoted to Chief Information Officer. So, I put that on there, even though you already heard that, but -- De Weerd: And you can raise your hand, too. Sorry. Tiede: Hello, Mayor, Members of the Council. So, the next thing I wanted to t alk about was go briefly over our department and services we provide and staff associated with that. As you probably know, IT has changed a lot over the last five to ten years and what we provide now versus what we provide d ten years ago, quite a bit different. So, to start out I'd like to talk about what I call our service desk. This is really where people start when they contact IT. If they need Meridian City Council Workshop December 13, 2016 Page 8 of 67 assistance they start with our service desk and typically our help desk guy -- we have couple other people in there as well. So, what we provide as part of our service desk technical support for our hardware and software. We do purchasing and asset management for all technology-related acquisitions throughout the city, so we have made an effort to do that across all departments, including hardware and software maintenance items, so that we have a central spot where we are managing those and also maintaining those, keeping them up to date and make sure they are not falling into any situations where you have penalty fees or things lapse or things like that. So, we have a person that is doing business analysis and project management and that's Christy, who has been a huge asset in this project that you're sitting in right now, the chambers revamp, and, then, we have an intern that does graphic design work for us as well. But if you look at this little org chart here, this represents service desk. Graphic design is under a different person, that's why it's split out. But, really, the tech support folks are the support techs, support specialist and, then, our intern Jared Day and, then, Stephanie, our administrative assistant does the purchasing and asset management and, then, Christy Vigil, our systems analyst, does the business analysis and project management. So, that makes up our service desk and that -- part of that is what we probably had ten years ago. It was really just that technical support function. As you'll see on upcoming slides it's grown. So, a number of years ago IT started down the path of centralizing GIS and we have a couple folks in GIS that work in our IT Department. GIS analyst, which is currently vacant, and the GIS developer. What they work on is creating and maintaining data that's used in our GIS system. Mapping services, map requests, everything from a wall map that needs to go on a wall for a department, to a map out in the field that they may use for collections and addresses or things like that. Analysis. So, more in-depth review and how to apply all the GIS services and make decisions off those that impact the business. And, then, development and automation of systems. So, what that means is we integrate things into other systems, so Accella, for example. Our land management system has GIS integrated into it and you can actually look parcels up on a map and see associated records with those. But also going into the side of automation, integration with other systems. So, for instance, we have a system called MEAD, which is Meridian Enterprise Addressing Database, that is the sole source or the source of truth for all addressing in Meridian and that is integrated to other systems like our new utility billing system or Accella or other systems. So, that is what our GIS team does for us. Moving on. We have Infrastructure Services and this is really the back end. So, this is our systems administrator and network administrator and they handle all the back-end stuff. So, application servers, when you're talking large applications that have a back end, like Accella or TrueBill or even our accounting systems, they all reside on a server so that many people can access them and that data is centralized, it's backed up, we maintain it, we make sure the integrity is good, et cetera. We have storage that is shared -- a shared resource pool for all of that use, so servers and storage are also part of that. We do virtualization, which I won't get into a lot of details, but, basically, it allows us to acquire hardware and software and use them as a resource pool. So, that means when we -- when we get a new large system like TrueBill we actually try to make Meridian City Council Workshop December 13, 2016 Page 9 of 67 sure we have resources available already for those types of things. So, we have a little bit of flexibility there, but it also allows us to keep things up and running better. So, that kind of plays into disaster recovery, which I will mention briefly in a minute. We handle the network from an infrastructure standpoint, and that includes everything from phones to other connected devices . As you probably know, you have probably heard of the term internet of things, more and more it become network-connected these days. So, that's a big piece of the -- big chunk of work that we do. We handle security for all those things. That is, obviously, information security, so -- and, then, disaster recovery for all those services as well. So, that makes up infrastructure. And you are welcome to ask me any questions along the way or hold them to the end. It's up to you. The next area that we have is software engineering. This is a new one as of about eight, nine years ago, but it's been -- there has been a lot of value that departments have seen in this. So, it continues to get attention. The application -- software engineering is made up of application development, so we develop software for other departments that are our customers and, in turn, they get a product that they like, that works, that they can use and in most cases it's at a significantly less -- or significantly less cost than what they are going to pay for something off the shelf and works a lot better, because we can develop something around their business processes, rather than them trying to fit in a box of, hey, look, this is how this piece of software works, which is great. We support all those applications that we develop internal -- or internally, but another big thing that happens when we developed software is process improvement. When one of our software engineers starts working with a department, they also take a look and say is there a way that we can do this more efficiently? Is there a way that it should talk to or integrate with other systems or work with other departments , so we could build that in and get a better process in the long run as well, not just, hey, look, here is a piece of software. So, we are actually getting efficiencies out of doing this. So, the next piece that we do is integration and this goes along the same lines as GIS, where we will integrate two systems to work together, as an example, and I think this is mentioned later, but I will mention it again here. Our new utility billing system, we actually did integration so it will actually dump data into our finance -- financial system, rather than people having to go and do that data entry that's already happened in the Utility Billing System, it just automatically gets pushed over there and they can review that if they would like. That, obviously, makes it a lot easier. Saves them -- saves them a lot of time, so -- we also do third-party application support. So, systems that are a little more complex or need a little more attention just because of the nature of their complexity will support those. A big one of those is Accella, just because it's a large enterprise system that is used by many departments and there is a lot of different needs that come up, so -- and, then, obviously, we do web development and that's something that we are going to be working on more, so -- this is really the breakdown of the areas in IT. So, this represents the entire group on one page. You can see our various services that we have. So, next I just wanted to go over some highlights from this last year and these are really focused around efficiencies or things that we have done for other departments that have helped improve their efficiencies . So, this is the list and I Meridian City Council Workshop December 13, 2016 Page 10 of 67 will just kind of go into a little more detail on each one . Accella is one that we continue to work with especially Community Development on. They have made a lot of strides this last year, even the last six months to improve things for their customers, which kudos to Bruce and his team. We have gone through and done things for resubmittals, so they are more apparent to people when they come through the system. People can submit them electronically online and they don't get lost in the weeds or in the mix of everything else that's going on. We have set up e-mail notifications so that the contractors that are working with the system get notified when something gets approved and is ready for a fee to be paid . They know, hey, look, I need to pay a fee and, then, the permit will be released and also get an e-mail when it is ready to go, which is great. We set up things like automatic backflow inspections, where -- where we have eliminated duplicate data entry as soon as something gets issued -- a permit gets issued that is related to backflow. It will actually go create an inspection and the inspection team will know, hey, look, we need to get out there, instead of, well, it's in there, it's been approved, now somebody needs to go follow up and find out where the data is, where things are in the process. It's all automated, which is fantastic. And, then, we have continued to do more scripting of application fees and other areas of the system. So, again, a lot of it is driven by Community Development in looking to improve processes for their customers, which has been fantastic. The next area I want to mention is automated -- or automatic vehicle location or AVL. We have done this for a few different departments now and we can get real-time location of vehicles throughout the city. Right now we have this on a number of police cars. I'm pretty sure most of the fire engines and, then, also a few water vehicles, with plans to expand to others. This does a number of things for the departments that have it, besides they can figure out where -- where a piece of equipment is at any time, which is fantastic. But it also gives them -- for police, for instance, they have to replay history, so they can see where areas are problematic in the city, where -- if there was a hot spot in the area or in the city that had more events or more officers going to, they can see, hey, look, where is this happening real-time they can see where the cars are going and know this is a hot zone that they should be looking to, you know, deal with it however they want to, so -- for water we have -- they have used it in a little bit different way. They actually have been able to determined, based off the vehicle location, who is closer to the job that needs to be done . So, if an emergency comes up they can say, hey, look you're over here close to this, rather than sending somebody else all the way across the city, let's send somebody close. It will take him five minutes and, then, they can get back to what they were doing, instead of spending, you know, 30 minutes going back and forth, which is, again, a time savings for them, which is great. We have set up geo fencing alerts -- De Weerd: Mr. Bird. Bird: David, on the locations of the vehicles, are -- is that a 24 hour -- it's on 24 hours? Meridian City Council Workshop December 13, 2016 Page 11 of 67 Tiede: It is on 24 hours. Bird: Because the emergency vehicles, you know, work more than 8:00 to 5:00. Tiede: Yes. It is on 24/7. Bird: And who monitors it? Tiede: Right now all the data gets pushed into a system it can be pulled up at any time. Nobody is monitoring it per se all the time, but it is captured. Bird: It can be pulled up by -- Tiede: It is captured. Bird: -- up by department heads or -- Tiede: Yes. Yes. Right now we have developed an application that -- it's in progress. There is still some features or functionality that's being worked out, but we have developed something that Police and Fire and Public Works can pull up and view that information. Bird: Thank you, David. Tiede: Yes. We have started playing with geo fencing, which is basically setting up a fence around a location -- a virtual fence around a location and be able to trigger notifications or alerts based off of crossing that, which is really cool technology. And, then, we have given the ability for Fire to pull up locations and unit statuses on vehicles, which is a little bit more than what we have done with the other departments, but it's -- that's also a work in progress. We have been working with them on what their needs are and how it can apply to them. So, that's generally good. AVL is a very powerful tool, so -- next item that I want to bring up was our work on a project that we call TrueSense in Time Card. This is one of our software engineers here that works on it. Basically what this -- what this did was -- Fire uses a piece of scheduling software to schedule everyone out in the field, their captains, their battalion chiefs, DOS, time off leave requests, whatever, and on top of that they had to deal with entering a time card and making sure those were synced up and somebody is managing those. Well, what we did is we automated that process, so that what is put in that scheduling system gets moved to the timecard system and, obviously, that was staff saving time, because they don't have to worry about going through and entering that or rectifying anything that may not match up correctly, it's all part of the system. Reduces some potential for errors, just because it's automatic. They are very familiar with the scheduling software. It's intuitive, easy to use, and having one system that they go to instead of having to worry about managing their hours in two different spots, has made things easier for them. And, then, it also -- I mean, like I said, the -- getting one Meridian City Council Workshop December 13, 2016 Page 12 of 67 software where they have one pane of glass where they are managing their hours, which is great. So, that was a big win for us, but also for the Fire Department, just because it's improved things a lot, so -- next area is a product that we call citizen relationship manager -- or management. This is a product that we have been working on with the Mayor's Office for a better way to manage all of the communication that happens between the city and citizens. So, basically, what happens is as a department is in contact with a citizen , they will enter what happens -- what the communication was in the system and , then, that's available to other departments as needed as well. So, that increases communication between those departments. Sometimes we may have a citizen that comes in and is frustrated or upset and they talk to one department and, then, they go to another department and that department has no idea that they talked to somebody else or where things are at or whatever. This will help that, because there will be -- we will be able to bridge that gap. De Weerd: Our kids do that, too. Tiede: Yes, they do. It also saves on staff time, again, because we are reducing duplicate data entry. Many departments were entering these types of situations in whatever it was, Accella, spreadsheets, or Word documents or e-mails, trying to keep track of what they need to do to do their job , to make sure that we are being accountable to our citizens and it was just -- it's hard to manage when it was this aberrant system, but now it's all centralized in this system, so it will make things a lot better that way. Our system is relatively easy to use. There is not a lot of training or involvement needed, which is great. And, then, it increases the accountability of us, but also our accountability to our citizens, because we have the ability to follow up better, because we know what's going on in one spot , so -- anyway, overall great improvement. It's something that's going to be going out more and more to other departments, so -- another project that we worked on is the easements project and that has -- has been a big -- big improvement. We -- we kind of went through and worked with the departments that deal with easements and tried to work on defining the process and, then, centralizing and standardizing things. Easements are -- there is a lot of different types of easements and they go through many different departments in the city and because of that it always was handled a little bit different here or there, depending on where you went, just because the process varies by -- per department. So, we went through, defined process, standardize it, in a centralized system that everyone has access to and everyone can be notified and be aware of what's going on. It gives us the ability for more accurate tracking and reporting, which is great. It's just a lot easier overall. It enables us to have better communication. We get e-mail notifications on it. We have -- again, people are in there, they see things when they come up, when they happen, and, then, we are also increasing time for -- or decreasing time for turning these types of things around, just because they are -- they don't get lost as easily in the mix of things, because they are in one system, with a defined process of how -- of how we deal with them. And, then, we are also leveraging our Enterprise Land Management System, Accella, which is Meridian City Council Workshop December 13, 2016 Page 13 of 67 great. Continue to use that product to help us with these types of scenarios . So, it has been a good thing. We have a few kinks to work out still. I know that getting things over to the clerk's side and recorded is something that we are working on still and there may be a few little changes here as we go through and use this process more and more. But overall it's been a great improvement, so we are pleased. Another area that I'd like to highlight for this year is these devices, Surfaces, we have a number of departments that have struggled on meeting their business needs with the various devices that we have out there . So, in many cases this means that they have one device, two devices -- however many they need to fit their needs, right, to make it so they can do their job more efficiently and with this we are able to do some consolidation and remove some of those redundant devices. So, we are replacing this in places that make sense where they may have an iPad and desktop or an iPad and a laptop or whatever, where we can say, hey, look, here is your device. They can do everything with this. It can be used as your desktop computer, so we actually have a little -- the dock. It's a Microsoft Surface dock that can be plugged into an external display, so they can actually come into the office, dock this, it goes out to two displays, full keyboard or mouse, and they can use it like the regular workstation and walk away with it and have everything at their fingertips still, which has been great. But also savings on device costs, because we are going down to one device. It's also a little more portable than any of our other ones in the past, which is nice for people that go to a lot of meetings and don't like to lug heavy things around with them. Anyway, it's been good. It's been a good improvement. The next item I would like to talk about is some of the work that we did behind the scenes on TrueBill. I'm sure you will probably hear about this project many times from many departments . Public Works and Finance, obviously, did a lot of work here as well. But I just wanted to highlight a few areas that IT worked on specifically that are more back-end things, but, obviously, had a big impact to our customers internally. So, we went through and did cleanup of all the addresses and aligned them with our MEAD addressing system, which, again, is the sole source of truth for all our addressing t hroughout the city, which -- which you think is not really a big deal, but when it comes down to it when you have -- when you have a system and you're pulling up a customer, which is referenced by address and it shows the address five times in various different formats, 55 East -- or 33 East Broadway Avenue or 33 Broadway Avenue, 33 East Broadway, it's really confusing and having a central point where that can all be combined and in an accurate, you know, spot with everything, it makes a lot of sense. So, that was something that we did. I already mentioned the MIP integration that we do with TrueBill, so I will not mention that. And, obviously, talked a little bit about MEAD. We revamped our shut-off applications that are used in the field for the wate r department. Obviously you're probably familiar with the shut-off process that happens a couple times a month. We have made things easier for them. They no longer have to manually import things through the system, it's all automated. They can generate statistical reports of the data by shut-off areas. They can pull up real-time Google street view right within the application, which is great when they are already on the page, they can see, hey, look, am I in the right spot and, then, it -- one feature that's probably one of Meridian City Council Workshop December 13, 2016 Page 14 of 67 the biggest things is they are able to drill into customer history right there on the spot in the field, which normally would have to call back into the department -- you know, somebody else in the department and say, okay, I need some more information on this account, they can see it all real-time in the field, so they can see, hey, look is this an area where we expect this or whatnot, so -- anyway, good improvement. Another thing that we did was work with water meters and excess use. We integrated water meters and excess use into the system and we are able to capture things such as warranty deeds, models, and other information about the system that was all part of the manual data entry and various separate systems. It's all centralized into one spot right now. We were also requested to create an application that would make this easier for people to assess what happened. This is a much simpler process than what we have dealt with in the past, since it was streamlined to be more efficient for them, which is great. So, that is kind of -- that kind of wraps up the highlights for this 2016 . Obviously, those are just highlights. We have had a lot of projects. I could go on forever. I don't want to bore you, so -- I wanted to mention a few current projects that we are working on that are -- that will be going on for a little bit. One is SCADA improvements. You obviously heard -- probably hear a lot about SCADA from Public Works. But we do help out in some areas as well. So, a few of the improvements that we are looking at is getting the remote access from their various workstations throughout the city, so engineering can get into anyone else. That's one item that's being worked on. We are helping with some of the redundancy of their back -end systems, just so the -- so they have redundancy, basically. If something were to go down, they -- the plant would continue to operate or water, whichever side it is. And then -- trying to remember the other, because I didn't write it down. My mistake. Obviously, Council Chambers is another project that we are working on and we will be wrapping up this month. So, it is a work in progress at this point and so far we are very pleased. An ongoing kind of project that happens every year for his is deployments and that's more daily operations for us at this point , but I mention it on here, just because it does take up a lot of staff time. We have a lot of machines going out. Part of what happened -- is happening this year is we are continuing to get CradlePoint routers out in the field for police, which will, again, kind of wrap up the AVL for them, so they will have some better AVL out of the field for the rest of their fleet, because right now it's -- it's hit on -- hit and miss on some of the older units, so -- we are working on a CFP system with Finance. That's just in its infancy at this point, but you have heard about the CFP many times. We will have a system that we can manage it through and all our departments that need access will be able to see things and manage priorities and things like that in the system . We are working on a public records request system. We, obviously, can receive public records requests online or over the phone or via e -mail, but we want to have a system that can -- we can track those things and manage them more accurately, so that we are getting things rather than -- again, kind of more partly defining the process, like I mentioned, with the easements. But it's helped out so far a lot. So, we look forward to that one. And, then, we are also working on a piece of software for the strategic plan to manage the objectives and things in there and, hopefully, make it easier to get things done, make sure we can -- make sure people are Meridian City Council Workshop December 13, 2016 Page 15 of 67 accountable for their respective areas and track things and give reports and whatnot off of it, so that's also a work in progress. I won't go into details, but those are some of our current projects. And that pretty much wraps up my department update for this year. I will stand for questions. De Weerd: Thank you, Dave. And, believe me, there are many more -- I think there is multiple pages of projects and -- that are constantly being reprioritize that I think it makes your head spin, doesn't it? Council, any questions? Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Quick question. Dave, what's our -- you talked about vehicle location. What's our cost per vehicle to have that into a car or with any vehicle? Tiede: At this point it's part of a group cost, so we determined need for -- at least Fire and Police for the CradlePoint routers. If you recall we came for an amendment here this last year. It's really a GPS device off of the existing device; right? So, there is no additional cost beyond that and beyond staff time to develop and capture that information on IT's side. So, that's what it is at this point. Palmer: Thanks. De Weerd: And I think some of the other vehicles it comes in the -- already installed in the vehicles. So, I believe in Public Works, in the sewer treatment plant, the -- they are building those in. Palmer: Follow up, Madam Mayor? De Weerd: Uh-huh. Palmer: And the reason I asked is I love it and I was just wondering if there is any -- has been any conversation about expanding it into all city-owned vehicles? Tiede: From IT's standpoint we have talked to a few other departments about it. Public Works is very interested in continuing on that front. But, otherwise, we have not been in conversations about expanding it further. But it is always an option for us. There is going to be a cost, because for emergency services they already have LTE or cell service enable devices, because they need that for that public safety component. For many Public Works vehicles they already have that, because they are out in the field doing stuff remotely, maybe for other city vehicles that's not always the case. So, it depends on the area, so -- De Weerd: Any other questions? Meridian City Council Workshop December 13, 2016 Page 16 of 67 Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Dave, can you give us a quick snapshot of the status of Open Gov? Tiede: Absolutely. Happy to. We have signed an agreement with them and the purchasing side of that is done. We had a kickoff meeting with them -- I'm thinking it was last Friday, but it might have been the Friday before -- to start the process and meet the resources that they have on their end and that will be available for us. I believe next steps are to have another meeting to talk about our chart of accounts and make sure we have those nailed down and I believe that was scheduled in the next week and a half or so. That was with Jenny and maybe Todd, so they could probably speak better to it than I would. After that there was another meeting about two weeks later to talk more in detail about the reports and that they are going to start working on, but they also need our feedback on what we are looking for and what we want out of the system and, then, there is an administration training that was I think right before Christmas. So, we -- at least initial talks we had thought we would have something to test internally sometime in January, but we still are on board with trying to meet that February 9th go live date -- Borton: Okay. Tiede: -- for external and we are focusing on the external side. They also have internal reporting we can do. We are focusing more on the external side to get that out there for our citizens as a tool for them. So, that will be the first step and, then, we will bring the other part on later. Borton: Thanks. De Weerd: Thank you, Dave. Okay. If there is nothing further, I would like to thank you and your team. I don't know if Dave ever brings back the -- the multitude of compliments that the team gets from the customers that you serve , but we appreciate your can-do attitudes and -- Johnny on the spot was the only thing I could think of. So, sorry. I might have just aged myself. But we do appreciate your customer service and your solution problem solving that you bring to the -- to the mix. So, thank you to each and every one of you. You are a great team and we are lucky to have you all. So, thank you. Thank you, Dave. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Just to add to that, it's so impressive to hear in particular the efficiencies you create. I mean every department struggles with tight budgets and -- from law Meridian City Council Workshop December 13, 2016 Page 17 of 67 enforcement, to Fire, to Parks, to Public Works, everybody is stretched really thin and when we hear all these great examples of efficiencies created through the software developed and implemented, it allows for each of those departments to benefit and the citizens to benefit with making the resources go further and that goes unsung often. But it's not lost up here for sure. So, I can appreciate that, because it truly does allow every department to benefit much greater and have more resources to do what they do. Tiede: It does. And that's -- that's what we -- that's what we see technology is in our department, is a tool for departments -- people to be more efficient at their jobs. So, that's something we try to do and we have a great team that helps with that, so give kudos to them. They are fantastic. De Weerd: Thank you. Tiede: Thank you. C. City Clerk’s Office: Annual Department Report De Weerd: Okay. Our next department up is the City Clerk's Office. And, again, the two appropriate departments going back to back on this launch day. Coles: I will get this technology figured out yet. De Weerd: Where is that timer, because I'm backing off this much time from his presentation. Coles: That would be good. Let's -- we can shorten it up as much as you would like. I can get started initially. I'm grateful to be here today. I have been in the job for -- I believe it was four months three days ago. I started August 10th. So, it's kind of fun to put together a presentation for a department for an entire year when you have been in the job for four months. But I feel like the luckiest employee in City Hall. I work with a tremendous team. They take care of everything. They make my job extremely easy. So, I'm grateful to work with them every single day. As soon as we get up I will show you a really awesome picture of all of them. Hey, there we go. There is our super awesome picture. This was taken during our -- our staff retreat, if you will. We did the historical walking tour in downtown Meridian. It was a lot of fun. I'm the new kid on the block. I'm sure you recognize everybody else in that photo. I'm the new kid in the City Clerk's Office. But, again, I'm grateful to work there and work with them every single day. But we have Machelle Hill, who is our Deputy City Clerk, and who covers our Planning and Zoning Commission meetings every other Thursday -- or the first and third Thursdays of the month. Now, we have Nancy, Sheree, and Charlene who work as our assistant city clerks. Nancy does primarily temporary use permits and licensing for -- for our office for the city. Sheree is our lead passport agent. She takes care of everyone that walks in that has passport questions and passport Meridian City Council Workshop December 13, 2016 Page 18 of 67 appointments, she's our lead in doing passports for our office. And, Char, she does a little bit of everything. She's really good at doing that. She handles passports. She handles helping Nancy with temporary use permits and other licensing. She also helps handle helping Machelle with Planning and Zoning Commission and land use applications. So, she kind of floats around where our needs are the greatest. She's very versatile, very flexible, and we are really appreciative of that. And, then, we have Barb Shiffer, who has worked in a few different departments in the city, so her knowledge in the clerk's office is tremendous. When you have someone that calls, someone that walks in and they have a question of who they need to talk to or where they need to go, Barb is really good at helping them find an answer to their question, because she has worked in a few different departments in the city. So, we are grateful for her. I was going to put on here our winning picture -- our Halloween costumes. Third year in a row the clerk's office has won. But staff didn't want me to. They liked this one better, so -- De Weerd: Yeah. They thought it might be seen as bragging or -- Coles: They might. Maybe. Maybe that's what they were -- Borton: It's a good thing you brought it up, though. Coles: Yes. So, in a nutshell, here is what we do. I -- I feel like sometimes that we are -- if you have seen the movie Apollo 13, I feel like we are mission control. That information is flowing in and out of the clerk's office at a very rapid pace. I'm probably taking my life in my own hands with IT in the room talking about mission control, because they are in terms of IT, but in terms of disseminating information and having questions being asked of us and directing information, I feel like we kind of handle that responsibility. But we manage the phone line for City Hall, the main number for City Hall. I will have some numbers in a few slides about how many phone calls we actually receive at the city on a yearly basis for this past year. We administer the records retention schedule. So, we work with every department on their records retention schedule specific to their department and make sure that they have the records in order and I will talk about that in a little bit, because we have got some exciting news coming up next month about records retention. And we maintain all the records for the city, so we have the laserfiche software that IT does actually manage that software for us, but we move files around in and out of that software system. So, we manage all the records are maintained -- excuse me -- all the records for the city. Public records requests. As Dave mentioned, we get public records requests in various different ways. E-mails. Phone calls. People coming into our office and asking for records or submitting a written request in our office. So, we process those requests and disseminate those -- those requests through the various departments. We are a passport acceptance facility, City Hall is, and the city clerk's office is where the passport acceptance agents are located. Public land use noticing. That comes out of the city clerk's office. Will mail out notices. We e-mail out notices to interagency partners within -- you know, Meridian City Council Workshop December 13, 2016 Page 19 of 67 departments within the city and, then, mailing out to property owners within the city as well. We provide support for commissions, committee and the City Council. Some exciting news about that on the next slide as well. And, then, we issue permits and licenses for the city. Temporary use permits, which include all sorts of things. Events. Fireworks. Christmas tree lots, because we have those right now. We issue those -- hey, that -- and I didn't even touch it. Mobile sales units. We issue those licenses. The beer, wine, and alcohol catering licenses we issue those. Pawnbrokers, precious metals, and, then, new this year to the city clerk's office or exclusive to the city clerk's office is dog tags. We took that responsibility over from the Police Department. Last month I was before you to talk about some of those changes in the code and I will talk about those here in a little bit as well. So, structure and staffing changes in the city clerk's office over the past year. Jaycee Holman became the Support Services director. She was previously the Information Services director and the city clerk and, then, prior to that the city clerk. So, if she wants to jump in at any time in this presentation she's more than welcome to, but she became support services director and added two more departments under her purview. So, the city clerk, IT, HR and Finance. Now, I became the city clerk in August of 2016 and we are really excited about Hillary Bodnar. She's going to be joining our staff. She's the arts and culture specialist. She's currently housed in the Finance Department. She will be joining us on December 21st. So, next week. We are really excited to have her. In having her come over we are looking at the title of her position. She supports primarily the Meridian Arts Commission and the Historic Preservation Commission. It might make more sense that she joins the clerk's office to be the committee and commission specialist or something like that. But she would still primarily support Meridian Arts Commission and Historical Preservation Commission, but we are looking at having her integrate into some of the other commissions as well and provide support to them. But we are excited to have her. So, here is the 2016 snapshot. I probably should have named this like 2016 numbers in review or something. But, anyway, this is -- this is exciting data that we process every single year and here is 2016. So, land use applications processed through the city clerk's office . So, being transmitted from the planning division to the city clerk's office was 134. That is right on par for where we were last year. Right around that same number. The number of notices that we mailed out to property owners within a certain vicinity, usually 300 feet of a particular property, was 5,159. Now, the two bullets up there you will see -- so, the previous way that we would mail out notices -- public hearing notices -- you will recall was stuffing about four pages into an envelope. So, it took staff time to fold those papers and stuff them in the envelope and, then, mail regular mail out. So, it was not only the price of the stamp for a regular letter, but the price of a staff to -- to stuff those letters. That would have cost -- if we maintained that same way this year, $8,615.53, which is an average of $1.67. That's the relative cost of each letter that would have gone out. Last year we changed -- city clerk's office changed the way we mailed out. We mail out postcards -- a double-sided postcard that has all the relevant information and, then, a link or directions to go to search those documents, laserfiche, where they can find more application materials. That costs about 53 cents per postcard to mail out. So, the total this year was $2,734.27, Meridian City Council Workshop December 13, 2016 Page 20 of 67 which is a savings of 103 percent savings over the previous way that we would have done that. So, we are really proud of the change in process there and the way that we have saved money in how we handle mailing out notices. The number of meetings that we noticed for, which includes City Council, Planning and Zoning Commission, and, then, various other commissions if they required us to notice that they were going to have a public hearing of some kind or needed public input was 140 meetings. Public records requests. We received 216 public records requests and that was through the end of November. We received a few more since then, but last year total we received 208. So, that was all the way through December of last year. So, you can see we are up slightly there. One interesting item of note for public records requests is -- so, last year with 208 requests, 20 percent of those requests -- or 40 total requests required a ten-day extension. So, we -- we have three days to respond to a public records request, unless we need a ten-day extension and request that extension. So, 40 of those last year we requested a ten-day extension to find the information to provide that information. For the 216 noted here on this slide, only 14 requests required a ten-day extension. So, that is roughly seven percent of the public records requests requiring a ten- day extension. So, with all of the changeover in staffing and we had some limited staffing ability in our office, we have had some people in and out, we are pretty proud of the fact that we have still been able to respond to a majority -- a vast majority requested in that in a three day period and not request a ten-day extension that we were allowed to request. The number of licenses that we have issued were 571 licenses. That's up 5.2 percent from where we were last year. The number of phone calls that we received -- again, we manage the main phone line for City Hall -- was 16,408. There is a little asterisk there. So, our data that we are able to -- to capture is only available for 90 days. Three months. We are missing quarter three data for the phone calls. I have got Q1, Q2 and, then, Q4 that I had, but quarter three we weren't able to -- to capture. So, last year there were 19,000 -- roughly 19,000 phone calls. We are on average -- when I look at the other three quarters that I have access to that data, we are right on pace for that 19,000, perhaps even more, but quarter four was over 4,000 phone calls into the main line. So, we are right about where we were last year. The passport phone calls -- again, we don't have the quarter three data, but 4,703, with the three quarters that we do have data for, last year's total was 4,800. So, if we had the Q3 data we would be well over the overall -- the total number of passport phone calls than we were last year. So, more people are getting their passports. And in the passport process, 2,114, which equals to the city 52,850, which is up 20 and a half percent from overall total last year passports processed. So, we have done more, obviously, this year. This next slide is more about projects -- overall projects that the city clerk's office has engaged in. So, Dave mentioned in his presentation e-recordings with Ada County. We are really happy about this. I think the first week that I came into the city clerk's office -- Nick came downstairs from IT and started talking about e-recording at the county and I had no idea what he was talking about. Said are we ready to do this yet. I don't know what this is. I don't know what we are talking about. But this has been really beneficial to the city clerk's office and to the city as a whole. So, after City Council meeting or -- or we have documents that require Meridian City Council Workshop December 13, 2016 Page 21 of 67 recording with the county, an easement, a development agreement, an ordinance from a land use application or land use hearing, we send those to the Ada county recorder's office, they get recorded, and, then, we upload that into a laserfische software and it has got an instrument number attached to that. The old way was we would hire a courier service, they would come pick up the document and drive down to the courthouse, get it recorded, bring it back. It could take some time to get that accomplished. So, with e-recording we can just upload it into a file that is shared with the Ada county recorder's office and within -- it could be as fast as 30 minutes that -- that the document can be recorded and turned around and we can receive that back. So, it's cut down on staff time. It's also cut down on the price of having a courier take it down to us -- or take it down, excuse me, to the recorder's office and the paper costs. So, we are saving about 100 dollars a month through e-recording versus having some hard copy documents go back and forth. Another exciting one was the early voting. So, City Hall was an early voting location for the general election this year. We had a total of 9,379 early voters come through City Hall. You can see that's 3,000 more than their other early voting locations, except for their main headquarters at Benjamin. So, it's more -- 3,000 more than Boise city hall and 3,000 more at least than the Eagle Senior Center and, then, it was 4,000 more than their mobile trailer that Ada county had traveling around the county. We asked for some feedback from Ada county elections on what people thought as they came here to early vote. Number one piece of feedback was they loved it. They love that City Hall was a location that they could come and early vote. The number one complaint was the time. So, we had it from -- or Ada county elections had it open -- it was 9:00 a.m. to 6:00 p.m. People would show up at 8:00 or just before 8:00 trying to vote before they had to get to work, they weren't available, they were ready. So, we are looking at next year -- Ada county elections is looking at next year -- or next election at changing that back to the 8:00 to 5:00 that it was in the previous time we had as a location here. So, again, that was the number one piece of compliment and number one piece of complaint there. But overall the message was -- from Ada county elections that the voters really enjoyed this location. Last month I talked to you about updating our dog licensing process and our animal control code. We have done that, so the tags, of course, are sold out of the clerk's office and through our dog license vendors . So, we have just various veterinarian clinics throughout the community. And the biggest change that we made in -- in the code was tags now expire one year from the date of issuance and no longer December 31st of that given year. So, if someone gets their tag in August, it's going to expire August of the following year, instead of August -- you buy it in August and, then, it expires four months later in December. So, that has been -- when we have had people come in getting their tags and we explain that to them, they are really happy about that. All the dog owners are saying finally -- all the veterinarian clinics that we have spoken are saying finally now it's no longer that shortened period of time and it allows people to buy tags in August or September and them saying, I'm going to wait until the next year to buy tags. We worked with the city attorney's office to establish the alcohol catering ordinance. The City of Meridian actually didn't have an alcohol catering ordinance that we would process those catering permits through, we just did -- did it based Meridian City Council Workshop December 13, 2016 Page 22 of 67 on the state statute. So, we in August came before Council and created that ordinance, which I think the biggest items there were, one, it described the information that we have got to collect on the application, because, again, we were just going off of what the state statute was. So, now if someone wants to read our ordinance -- an applicant wants to read, they know the type of history we are going to collect, so they know what a permit can be revoked for or a permit can be denied for, what those reasons would be. It also sets a three-day deadline. We need to have the application into our office at least three days prior to the event. There were many times -- not since I have been clerk, but I have heard stories about many times applicants would come in the day of and we would be scrambling around trying to get the signatures, trying to get the approvals to -- to have that event and get that catering permit. So, now it's at least a three-day time frame, so we can go through a process to get those proper approvals and have some time to do that. And the last one there is the updated records retention schedule. So, back in July the -- our records retention schedule for the City of Meridian was updated. It was a comprehensive update to that schedule. The records management committee had met for -- I think years prior to bringing that update back in July and so now we have got -- which leads actually into my next slide. So, the in-progress items -- so, now we have got an update records retention schedule based on the updates to the state statute and updates to our ordinance. I'm going to come back before Council in January to present a resolution that will be city wide for records destruction of certain documents, certain records. This will be the first time that there has ever been a resolution that includes just about every department within the city for records destruction . Before it was the department's would come individually before Council asking for destruction. Now we are going to come altogether as a unified city and ask for -- based on their approved schedule -- every department can destroy certain records. So, I will be back in January about that. But the -- the all department committee and the records management committee has met regularly to determine what those records would be. They have started gathering those records. The city attorney's office is working on drafting that resolution to include all the departments. So, we are excited about that. Novus Agenda. That is an item still in progress and the Mayor asked me about that a few minutes ago. So, we have moved away from Agenda Manager in terms of creating the agendas for our City Council meetings, but Novus Agenda is also supposed to allow for packet creation for Council, so you can see all the documents. That hasn't happened yet. We are working with Novus Agenda to make sure that our needs are met specifically and that we can have packet creation the way that you would like it, the way that the city would like it, and the way that we need it, so you can have all the information together. So, we are working diligently with them to make sure that that gets done and I'm hopeful that sooner rather than later we are going to have that to you to use. Dave mentioned in his presentation, the public records request software application. Mike and Duane have been working on that and something has been built and we are tweaking it and moving forward with that, so we have a central location for the public records request in terms of how we receive, how we disseminate the information and how its tracked from the various departments and how we get that information internally Meridian City Council Workshop December 13, 2016 Page 23 of 67 as well. And, then, the easement process that Dave also spoke about in Accella, the city clerk's office -- it's -- it's great for us. We had our first one -- actually I think came through on Consent Agenda today from the -- the Accella process for one of the easements -- a utility line easement. It's a great process. It cuts down in terms of how the city clerk's office is tracking easements and where they have gone and where they have come from and where they are at now. So, we are really happy and pleased with that. It also creates for us, the city clerk's office, consistency with input to laserfiche and creating greater ability to find those easements. Now, oftentimes the city attorney's office will need to find an easement or the Public Works Department will need to find an easement and their name is in in all sorts of different ways that you can imagine. But now through using Accella we can use the same naming convention all the way through from start to finish. With the name in Accella will be the name that goes in on an agenda and, then, into laserfiche, so we know exactly the name of the ease ment that we are looking for when we are trying to find it. And, then, I would like to end on our C.A.R.E. value successes. So, I like to end on positive notes whenever I speak with people or give a presentation and these are three different comment cards that we received in the clerk's office from three different individuals and I don't necessarily need to read those to you there, but what I do want to say is -- as I started my presentation, I work with a tremendous team of committed individuals. They are committed to the Meridian Way, to our C.A.R.E. values and probably most importantly to the 90,000 plus citizens of the City of Meridian. When we get a phone call, when we have someone walk in, when there is a need that needs to be met and they have asked the clerk's office to meet that need, everyone in that office goes above and beyond in meeting those needs. And when someone comes in for a passport appointment, I never heard anything but positive feedback about the passport application process and how we deliver that information. So, I am -- like I say, I feel like I'm the luckiest employee for the city in working with such a great team. So, we commit to the C.A.R.E. values and we embrace the Meridian Way. And with that I will stand for any questions you might have. De Weerd: Thank you, C.Jay. Council, any questions? Bird: I have none. De Weerd: Well, thank you. I appreciate, Machelle, that you joined C.Jay and that you have his back. Coles: She has to hear me and see me every day, so I'm surprised you even came in. If she can get away from me, say, yes, please. De Weerd: We appreciate -- and certainly I think you do -- are a great example of the Meridian Way and our C.A.R.E. values and so thank you for everything that you do to put a very positive face on the city. So, you -- you definitely do. So, thank you. Meridian City Council Workshop December 13, 2016 Page 24 of 67 Coles: Thank you. D. Fire Department: Response Time Performance Standards De Weerd: Okay. Item 7-D is under our Fire Department. Niemeyer: Madam Mayor, Council, good evening. Let's see if I can get this right here on the mike. Thanks for your time. This is a follow-up to a previous discussion last month and a couple more prior to that . While C.Jay brings up a graphic presentation I will delay a little bit here while he gets that going. But just to recap on what we are discussing and what the request is, so we have been discussing the adoption of performance response time standards for the Fire Department. Going back really to the conversation that has occurred over the last five years, however, we didn't have the proper tools and data to be able to have great discussion and in particular answer some of the questions that came from the Council. So, with a couple of changes rece ntly -- meaning within the last 12 months, David Tiede did a great job of articulating the AVL system now that all fire departments and EMS agencies in Ada county have and are actually dispatched from. A recent change in the CAD program from the county di spatch center -- so CAD being computer aided dispatch. As well as the completion of our master plan that just got months to complete and the discussion around what are our response time standards that fit Meridian. I'm going back to why response times are important. They go all the way back to NFPA, National Fire Protection Association, 1710 recommendations and that is somewhat best practice. The recommendations from NFPA were developed based on fire to flashover time. You recall the video that I presented several months ago on how quickly a fire builds and, then, also cardiac arrest survivability rates. The challenge with NFPA 1710 is that across the nation nobody can meet it. The times are such that no municipality, including the largest metro areas, have the funding to meet what 1710 calls out. In talking with Chief Alan Brunacini who chaired that committee several years ago, 1710 was really initiated to have conversations at a local level on what response time expectations should be within your local area. This is not a foreign concept. For example, in Washington state all fire departments are required to submit to the state fire marshal what their response time expectations are. Here in Idaho the larger municipalities have implemented response time standards and so we are -- we are simply trying to catch up to that. With that, why is it important, in my opinion, to Meridian and certainly to our department? As we continue to grow that ability to plan for future stations and know where that growth is going to occur and know how we are going to potentially meet that growth, knowing what the expectations are in comparison to the growth maps that you will see at the end -- I want to thank Brian McClure for his work as the associate planner in helping to develop those maps that are now being used by all the departments here in the city and so we are working directly with them. But having that ability to plan for growth and knowing where we should focus our energy and efforts on looking at future fire stations is very important in that planning process . I believe having a Meridian City Council Workshop December 13, 2016 Page 25 of 67 standard that all the department members know what our goals are helps with the department in our performance. And, lastly, I believe it's one of most transparent ways that we can articulate to you as Council what our current performance is and what our capabilities are as you consider new development throughout our area and it's also a very transparent way to talk to our community. As you know, when we have folks move and they don't always move into the metro and urban areas, they move into sometimes the rural areas. However, they sometimes expect urban responses and urban services. Having a response time standard that we can sit down and explain what our current capability is and, then, what are future capability will be as the area grows I believe is very transparent. So, with that I want to briefly -- I will trust you. So, briefly I want to talk about AVL and I really want to call out and thank Doug Green from the IT Department. He helped not only pull all the data to answer your questions that you asked last time we were here, but to help create this visual. So, we have a good understanding of how we used to get dispatched and how we get dispatched today. So, what you see -- right there in the middle is Fire Station No. 3 on Locust Grove. The outline that you see around that was the old sub district as we refer to as we talked in the years past about areas of responsibility for stations. In past prior to AVL, any call that occurred within that boundary right there was sent to that fire station, that fire engine, regardless of where they were in that sub district, if you will. In today's environment with AVL we now send the closest available unit , regardless of this sub district. So, again, thanks to Doug Green for creating this visual. So, C.Jay, if you will hit the next one. So, with AVL that response area now moves with the unit. It is directly tied to the unit and moves with the unit. So, if we could next, we are going to see that we have a call over to The Village. That's in Engine 33's area. Go ahead and keep going. As that unit moves -- go ahead and keep going, C.Jay. You can see that that response is going to move with it. In other words, that area of coverage that that engine now has, because it is tied to the engine, not the station, is moving with it. So, if you go ahead and click a couple more times, C.Jay. We are going to assume here that that unit is on the call, they have now cleared the call, the issue is done, they are in service again. So, if you click next. In the old days this secondary call that just came up on the screen would have been handled by that unit that is just clearing The Village. Okay? With today's AVL, as you can see through the distance, the closer station to that call, even though it's in a different district, is Engine 35. So, if you click through again you will see that Engine 35 takes that call. And so that is the change that has occurred with AVL, that the actual unit is the response, not the station anymore. So, with that, moving into -- in your memo that I sent out -- you have a hard copy in front of you -- really moving into page two there is some questions asked by some of us here that we weren't able to get the information from. Now that we have the AVL data -- the AVL dashboards that David Tiede mentioned, in the last three months that has taken off. We have access to that now. So, working with Doug Green in IT we did get the answers to the questions. The question was how often are units responding from within their station and how often are the units responding from the road and so in total 75 percent of the time our units are responding from their station or a station. Twenty-five percent of the time they are responding from the Meridian City Council Workshop December 13, 2016 Page 26 of 67 road. That's for various reasons. They could be clearing another call, they could be coming back from the hospital after picking up firefighters as they transported into the hospital. They could be going to a public -- public education event. They could be going to do a building walk through . They could be going to training. They are somewhere on the road for some reason. To break that down further, how often did the unit respond from within its sub district, looking at it in the old days, and from the station, that was 61 percent of the time. How often did the unit respond from its sub district from not within the station. That was 17 percent of the time. And the rest of the -- the two below that were because another unit responded into that district. The other unit was out of service for some reason. This data only takes into account calls that were single unit responses . So, the time frame we looked at was March 8th to November 14th . March 8th is significant, because that's when our new CAD system was implemented in the county and so all the previous data was archived with the old CAD system. Everything below in three -- I'm not going to go through that entire list. Those are all the call types directly taken from the dispatch center in which we send multiple units. So, all of those calls were not included in the data analysis that was done by IT. So, with that that was the questions that -- Milam: Madam Mayor? De Weerd: Yes. Milam: Sorry. If it's okay, Mark, I'd like to ask a question before you go on -- Niemeyer: Yes. Milam: -- or I will forget. So, for clarification. On your -- on your number that you just went over, 75 percent of the time a unit responded from a station, but 61 percent of the time from their own station. So, does that mean that they are moving around, they are responding from -- from another station? Niemeyer: No. That would be if they are responding from another station that means that that initial unit that would have been closer to the call is already tied up on another call and so that other station is the closest station, then, to respond into that call. So, coming from another district, but from within their station. De Weerd: Just like the example that he did. Milam: No. I understand that. I guess -- I guess that's not really what -- the question I'm asking. So, I'm not explaining my question very well. So, if a -- if a unit responds from a station -- 75 percent of the time -- Niemeyer: Yes. Milam: But only 65 percent of the time from their own station -- Meridian City Council Workshop December 13, 2016 Page 27 of 67 Niemeyer: Correct. Yes. Milam: -- so, I guess the difference would be when they are going to a different district. Niemeyer: Yes. Correct. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Before we move on. Mark, in the multiple dispatch, cardiac arrest, does that include the ambulance, then, as the second pin. Is that what it is? Niemeyer: That can include that. In some cardiac arrests where we get information from the calling party -- for example, a patient -- get this politically correct -- that is obese that needs more hands to move than the number of crews we could get with the initial engine and ambulance responding, then, we would send a secondary unit to go assist with that. Part of the change in cardiac arrest that came through our medical directors as well is what is called pit crew CPR. In other words, rotating crews on CPR every two minutes and so having enough hands on the call. Granted, that's a very low frequency call. The number of cardiac arrests we have here in Meridian are not extensive or large, but when we have those calls with the medical directions we have received on how we are to perform CPR and the other interventions that we perform, it requires hands to do that. Bird: Madam Mayor, follow up? De Weerd: Yes. Bird: Mark, then, in other words, we could have two engines out and an ambulance on scene. Niemeyer: We could, depending on the severity of the call. Yes. And, again, that's -- that decision and that intervention is driven from the medical directors, indicating what our standing written orders are. De Weerd: Okay. Niemeyer: So, with that I have covered the questions from the last presentation. I'm hoping we have provided enough information to get an up or down vote or a decision on this issue. As I mentioned, we have been talking about this for quite a while, but we would like to move to some other projects that need some attention, but certainly willing to answer any questions you may have. Meridian City Council Workshop December 13, 2016 Page 28 of 67 Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Mark, I take it you're asking an up or down vote on these first five items? Niemeyer: Correct. Bird: Let me get my glasses on, so -- Niemeyer: And I apologize -- Bird: -- so I can make sure I'm seeing something -- Niemeyer: -- Council, there was one more item I forgot to cover and that's the maps. My apologies. So, with the maps that are attached to the document, the first map shows what our current population densities are. So, you can correlate what can we do today as far as what I'm asking you to adopt. So, anything in red is our Urban Metro densities. They are one square mile densities. Those are the areas where we would expect to be able to do a five minute travel time 90 percent of the time. The two yellow areas are the suburban densities. That's a seven minute travel time based on the recommendation. And, then, everything in blue is the rural densities, which it has a nine minute travel time associated to it. The one that has been eliminated that you may have seen previously is a 15 minute travel time for frontier densities and, as you recall, that's less than 50 people per square mile. We don't have any of that here in Meridian and so that has been eliminated from the request. The next page simply shows the projected population densities through 2020 and how those one square mile population densities change and , then, lastly Ryan went all the way out to 2035, which will be after I'm gone. You can get an idea of what the growth is going to look like all the way out to 2035. So, what this does is it allows us to look at population densities and growth. I can tell you simply looking at the maps it indicates to me that -- that -- we have talked about Station 6, that's still the right call. I was convinced just anecdotally that the southeast corner was going to be the largest growth area where we need ed to refocus our efforts in the future. What this map shows me, if it holds true, is that the northwest corner is actually going to be the highest priority if growth occurs the way that projections indicate. So, from a planning perspective this is very important to us. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Mark, on the northeast corner our Station 5 has still got the smallest calls. They can take a lot of that until we get somebody out there, can't they? Meridian City Council Workshop December 13, 2016 Page 29 of 67 Niemeyer: If you look at Station 5, that is -- so, if you look at the map, the existing stations are just in red. The future fire stations have the halo around them. Bird: Yeah. Niemeyer: So, if you look at Station 5 today you will see urban and metro densities all around that station, along with the growth that we are seeing along Chinden Boulevard from the commercial aspect and so certainly that station -- I know when it first started it didn't have those densities for that growth , but as we are seeing now, we have a population there that drives call volume, along with the businesses that are going in along Chinden Boulevard. Bird: Okay. Madam Mayor? De Weerd: Mr. Bird. Bird: Back to my first question, Mark. These first five is what -- what kind of an adoption do you want? I think it would be great if they are your SOPs and we shoot for them all the time and -- and I know you will, but are you wanting this in a resolution or what kind of an adoption? Niemeyer: Just a -- just an acknowledgement that together we agree these are the standards that -- that are our goals and, then, it allows us to come back to Council and report annually on our performance. It allows us to put that out to the community on our performance and certainly allows for future planning. So, I don't -- I don't need a resolution. I will defer to legal on anything like that, but just an agreement that we have made that these are the goals that we want to set forth for the Fire Department and, then, request that we articulate those outcomes to you. Bird: And I agree with you on that, Mark. I have no problem with setting them as an SOP or whatever and I'm sure they are going to change from time to time and -- everything does. But it's certainly a benchmark to shoot for. I do -- I will say one thing, we need to get this out to the public as much as we can to let them know what our response times are. Niemeyer: Absolutely. Bird: And -- you know. And while we can't meet them a hundred percent of the time, we are going to meet them a majority of the time. Niemeyer: And to that end, Councilm an Bird, we -- the staff does a great job of producing a very comprehensive annual report every year that posts to the website so our community can read that and this would now become part of that, as far as telling the community what we are -- what we are doing. Meridian City Council Workshop December 13, 2016 Page 30 of 67 De Weerd: So, chief, the standards that you're recommending that we meet, are we meeting them today? Niemeyer: We are close, but we have some work to do and that -- by setting the standard that helps us talk to our crews -- you know, as I mentioned in previous presentations here, the piece of this that we have total control over is when the bells go off how quickly we get to the engine and get on the road. The piece that's harder to control is the travel time, because of weather, as we are going to see tomorrow, and road construction, all of that, that's a little bit harder to mitigate, but it does help us by setting the standard. If we are not meeting it to look for root cause and figure out why that's occurring. Is it simply because of traffic or is it because of our location or is it because of what we are doing. So, on the -- on the chute time standards, the things that we can control, Chief Butterfield has been working diligently with our RMS system and the CAD to be able to pull that data. He's been able to pull all of the calls together. He's separating out those EMS and fire-related calls as per the standard that we are talking about. We are very close to having that done. But with the response -- or the chute time standard average throughout the department we are about 92 seconds. De Weerd: What are other departments doing? How do these compare to the standards that have been set? Niemeyer: Yeah. So, Boise fire, as an example, they have their -- their city of Boise area and, then, as you -- as you may know they contract with North Ada County Fire and, then, they also are responding out to Whitney's old fire district and so for the city core their travel time standard is five minutes and 30 seconds. Anything outside of that I believe is at nine minutes. I'd have to confirm that with Chief Oldenberg. As far as other cities, Caldwell as an example, they were part of this master planning process. They have adopted the same standard that we are discussing today. Nampa had previously implemented the NFPA standard, 1710 to the letter. They are having a difficult time achieving that and so they are taking a look at what our standard is that better fits their community as well. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I don't look at the other standards -- I mean they are nice to know, but I look at what our department needs and what our citizens need and, you know, I don't think I have -- I don't -- in fact, I know I have never got a call on our response times. I think people understand that as we grow the traffic -- I mean, my goodness, right now you can go out on the streets and have traffic that ten years ago you didn't have at 5:00 o'clock. I sometimes wonder if people work. But, anyway, Mark, I think this is a good standard to set the deal . You're going to kill me, but -- I'd like to know if we can break out how many calls come from 8 :00 to 5:00 and the response time on them and how many comes from 5:00 to 8:00 at that time? Meridian City Council Workshop December 13, 2016 Page 31 of 67 Niemeyer: I won't overcommit -- Chief Butterfield is back there. Bird: I knew somebody was going to kill me, but -- Niemeyer: How about this? A good compromise, we will start looking into that. Bird: Yeah. No problem at all. Niemeyer: If we can get time of day data. Bird: The time of day and -- well, maybe we should go from -- when does the traffic start lightening? 7:00? Niemeyer: It's typically our -- Bird: Say 8:00 to 7:00 or 7:00 to 7:00. Niemeyer: Yeah. We kind get 5:00 to about 7:00 is -- 5:00 in the morning when the traffic is starting to flow, until about 7:00 p.m. when the traffic is, essentially, moved. But you all have seen the roads at 5:00 o'clock. Bird: Sure. Niemeyer: So, that traffic is on the roads until at least 6:00. Bird: No, you don't have to do it overnight. Niemeyer: Yeah. Bird: But yesterday would have been good. Niemeyer: Chief Butterfield, you got that covered. Bird: Okay. Thank you. De Weerd: Other questions from Council Members? I -- I guess I do. So, I just wanted to -- to compete with Council Member Bird. But as we look at what other departments' standards are, the reason I ask that is I -- I would like those compared to their budget. You know, you can throw money at it and expect maybe different results, but not always get them -- Niemeyer: Sure. De Weerd: -- but if you're achieving some good response times, is some of that the number of stations, the number of apparatus, the number of firefighters, is Meridian City Council Workshop December 13, 2016 Page 32 of 67 helpful to compare that with and it's something that I think all of our departments, since we are looking at what is our level of service and what does it cost to maintain that, those are going to be important things to consider as we move down the road and understand better what the triggers are to that next station or to the other alternatives that are being considered. Niemeyer: Yes. De Weerd: So, I didn't mean to throw a wrench in it, but I do think it's valuable information to have. So, as we make budget decisions we are knowing why. Okay. Anything further? Bird: Thank you for the information, Mark. Appreciate it. Niemeyer: Okay. De Weerd: Thank you. And I guess a final question is how often will you report back? Is this going to be quarterly? This will be part of the quarterly dashboards that you get to Council. Niemeyer: Madam Mayor, that -- that -- it's something that can easily be incorporated into dashboards and, then, sent to Jaycee -- certainly as an annual report. What we need to be careful of -- we want to look at the aggregate summary of responses over the course of a year ideally, but we can certainly give quarterly updates. You may see ebbs and flows, but the goal every 12 months is to meet this objective. So, we can provide those quarterly updates, but, then, also provide the annual report as well. De Weerd: Okay. Thank you, Chief. Milam: Madam Mayor? Borton: Madam Mayor? De Weerd: Mrs. Milam. Milam: I like the idea of having -- I don't have a question, it was more of a comment, but -- getting them quarterly, because we will see the ebbs and flows and we may see that one certain quarter, like say the winter, the times are a lot more due to weather, whatever, which will, in effect, change the entire year's averages and so it would be good to know that those were -- if that is the fact, based on just one particular quarter -- Niemeyer: And a comparison quarter to quarter, year over year. Milam: Yeah. Would be really helpful. Meridian City Council Workshop December 13, 2016 Page 33 of 67 De Weerd: Well -- and I think you're going to notice some anomalies depending on what road is closed or where there is road construction and -- and there will be other considerations that lead to a healthier discussion of the -- the rise behind the response times. Okay. Mr. Borton. Borton: Yeah. Madam Mayor. It's -- it will be an interesting add on at open.gov. I could see that being a feature where we can query it or the public can query it and see response times based on station or engine location -- Niemeyer: Sure. Borton: -- going forward. De Weerd: Primarily when we first roll out open.gov it's -- it's financial. I just want to -- to make sure expectations are managed. That is down the road. Thank you. Mr. Borton. Borton: Madam Mayor. That AVL is a game changer -- Niemeyer: Yeah. Borton: -- for your department. It truly is. And the response time data that you have really hasn't captured the efficiencies created by that -- Niemeyer: Right. Borton: -- going forward. If you're near this I -- it probably will fall to come degree at least based on efficient dispatch, which is fantastic. We have talked about this -- you and I have talked about this a lot and you have brought it up to Council a lot and it sounds like really what you're asking for is -- It's not a resolution, but a motion to adopt one through five is what we expect clear direction to you and the department to meet for chute time and response times on these terms. So, Madam Mayor, I would move that as a city we adopt one through five as the time and matrix that your department will strive to abide by -- De Weerd: Give him the most sensitive mike, please. Borton: I would move that we adopt the chute time and respon se time set forth in items one through five in your memo. Milam: Second. Bird: Question. De Weerd: I have a motion and a second. Discussion, Mr. Bird. Meridian City Council Workshop December 13, 2016 Page 34 of 67 Bird: Mr. Maker of the Motion. Borton: Yes, sir. Bird: That is in SOPs only; right? Standard practice. Borton: Madam Mayor, I'm unsure of the location of -- and how it's documented and memorialized. The chief may be able to comment on it. Niemeyer: Madam Mayor and Councilman Borton, I can. We do have a policy of the services we provide, we could simply add the approval of this motion into our department policy of the services we provide that can be articulated to the public. Bird: I can vote that way. If -- Borton: Okay. Bird: -- if it's something else I won't vote for it. Borton: If that's the recommendation, the motion is made with that caveat. De Weerd: Okay. Any further discussion? Mr. Clerk, will you call roll. Roll Call: Bird, yea; Borton, yea; Milam, yea; Cavener, absent; Palmer, yea; Little Roberts, yea. MOTION CARRIED: FOUR AYES. ONE ABSENT. Borton: Thanks, chief. E. Parks and Recreation Department: South Meridian Regional Park Theming/Identity Discussion Bird: Thank you, chief. Next up Parks and Recreation. Which gentleman -- man, did I blow you out? Your ears okay, Dean? Michael, how are you? Barton: I'm good. Thank you, Mr. President, Council Members. We would like to give you an update and bring a discussion this afternoon regarding our -- our next big park, south Meridian regional park. It's -- as you know, we have been working with The Land Group since last summer in design and kind of what we did is -- the process we were -- we started out with schematic design and we quickly kind of realized that in order to do this right and for this to be a real community asset, that we needed to give this park a real strong identity and a theme and not necessarily a name, but that kind of creates that sense of place, like what -- what is this park. So, if you go there it's very memorable, it's distinct, it would be unlike any other Meridian City Council Workshop December 13, 2016 Page 35 of 67 park that we have. So, what we did is we put together a number of theming ideas and we kind of bounced them around. We pared those down to two. Those two ideas we took to our Parks and Rec Commission a couple of weeks ago, presented those. The Parks and Rec Commission voted and had a real strong opinion towards one of them and what we would like to do this afternoon is I'm going invite Bob Schafer with The Land Group up to kind of walk us through a couple of slides, go into more detail about what each one of these themes are and -- and really -- really explain the one that the Parks and Rec Commission liked the most. So, I think with that I'd like to invite Bob Schafer up now and I will be available for any questions you might have afterward, but take it away, Bob. Schafer: Mr. President, Members of Council. Hello. Thanks for having us out this afternoon. As Mike said, I'm Bob Schafer, I'm a landscape architect with The Land Group. We have been working close with Mike and Steve and park staff and parks commission all summer on this -- this project. Also from our office is Dave Koga in the back there. He's here to listen to all your comments as well. So, with that I will just jump right in. This is, essentially, the same -- the same presentation we gave the parks commission a couple of weeks ago and we did just a few minor tweaks here and there, but it's the same thing they all saw and we discussed two weeks ago, so this way we are all on the same page and, hopefully, we can move -- move forward. So, with that I will just jump in. Just a quick kind of refresher to start out about the park site and, then, we will jump into what a theme is, the two themes we presented to the parks commission and, then, bring you guys up to speed on our next steps and how we are going to move forward. So, I think -- I'm sure many of you, if not all of you, are familiar with the site. It's a 77 acre site in south Meridian on Lake Hazel Road between Locust Grove Road and Eagle Road. Currently a turf farm right now. And as you all are aware, the setting there in south Meridian is primarily residential. It's ag land, transitioning to residential. The backdrop of the Boise Foothills there to the north. As Mike mentioned, we were moving into true schematic design for the park and honing on our -- honing down our program for the park and we decided to take this step back and to discuss more what the character and the theme for the park should be. So, this is -- is the program -- kind of the key elements of the program as it stands today. We are looking at a destination playground for the park, some sort of water feature, be that a splash pad -- traditional splash pad or some other type of water feature. Possibly a pond. A baseball or softball complex, small in number. Quite a bit of passive green space, trails, those types of amenities. Public facilities to include picnic shelters, likely a concession stand in conjunction with the softball complex. Restroom facilities, those types of facilities. And, then, right now we are discussing phase two of the park being primarily soccer -- soccer complex. multiple field soccer. So, our theme discussion -- we began to really think a little bit more about what the park looks like and that's where we came up with the idea of a theme and really what the theme is going to do for us is help to guide the character of the park, what the park looks like, helps us with layout of some of the amenities and some of the program elements and helps us make design decisions as we move a little further into schematic and design development and construction documents Meridian City Council Workshop December 13, 2016 Page 36 of 67 in the summer. As Mike mentioned, we came up with a handful of ideas. Our team at The Land Group, working with Mike and Steve and park staff, we honed all of those ideas down to we felt like were two themes, two pretty robust, pretty well- thought-out themes. The first theme we settled on a title of Meridian Ranch or Pioneer Park and the inspiration really for that theme is -- is a lot is the location of the park itself. So, you know, we are in south Meridian, between the Boise and Snake Rivers, there is a lot of agricultural heritage in that -- in this area and traditionally where we used to develop the -- the desert to farms, now we are developing it into a park. So, we went and looked up, you know, a bunch of Meridian history and imagery and we look at everything from the Oregon Trail to Meridian's agricultural past, the railroads, the dairies and in the orchards here in town and used that as our inspiration to sort of develop this theme a little more. So, what would that theme look like when you apply it to the park? Well, with that theme we would look to traditional farm buildings to form the architecture of the park buildings, so we would look at regional barns, silos -- grain silos, that type of architecture to help form the park architecture. If you dive a little bit deeper, we would also look at other iconic symbols of agricultural life, so such as windmills, split rail fencing. We could even look at farm signage to create our wayfinding signs throughout the park and, then, when you really start to apply some of those images to the park infrastructure, this would be one example of what that might look like. You could use your red barns on your playgrounds and start to give the playground kind of a farm character. To summarize that, we felt like this first theme, again, really reflected the local heritage of south Meridian regional park. It's kind of playful, kind of kitshy, you know, it really kind of plays off that -- that traditional farm-style. There is quite a bit educational opportunities we could make use of, you know, going to even irrigation, but water use, agriculture, sustainability and, then we saw this theme as creating a park that would really be Settlers Park sister park in south Meridian. So, really, an expansion of that character. So, that was a -- sort of a quick run through of theme one. The theme two -- this is -- to be really honest, this was the theme that really resonated with the parks commission when we presented it last -- last month. With this theme, rather than looking more at a history of Meridian and history of the site, we were sort of looking at where is Meridian now and what is -- where is Meridian going and what is -- well, maybe more the contemporary style of, whereas maybe the previous theme a little more looking -- looking backward. De Weerd: I thought it was the get dirty park. Schafer: Sorry? De Weerd: They get dirty. Schafer: Dirty park. So, the inspiration for this one was really -- when you look at the site there there is not a lot, other than there is a few farm fields there. Some are the midst of development, but that part of the town is going to grow and develop. So, we see the park as maybe being first in line to start to create that Meridian City Council Workshop December 13, 2016 Page 37 of 67 sense of place in south Meridian. We wanted to look at using steam or STEM education as a component for the park. So, using it more educational opportunities, really diving deeper into that aspect. Using learning landscapes and nature play. That would play right into the dirty park. And, then, using more contemporary design. Maybe a little more newer design element, new -- new -- there has been quite a bit of change in playgrounds, for example. So, using a little more contemporary style in the park itself . So, our inspiration for this one -- we -- I think we kind of took a little broader brush when we look at our inspiration for this one. You know, science, everything from astronomy to geology and ecology. The image on your upper right is the only big sculpture park in Seattle. So, thinking about the arts and creating maybe more an iconic park. Then on the lower right that's Millennium Park in Chicago and, really, that was, again, just thinking about how can we make this park maybe more iconic and really making it a showpiece for the City of Meridian. So, the character, again, very -- very iconic playground in this image here. This is actually at the Seattle Center in Seattle. If you follow parks and rec design, there has been a big movement lately in sort of stripping down playgrounds and using more topography and landform in the playground. So, again, a little more contemporary style, but also thinking more iconic as well. Again, this is another play structure that uses typography, rather than just dropping a play structure down on the ground on a flat surface , so just thinking about using -- how can you use the landform itself as an amenity in the park for the kids . And, then, the learning opportunities. I mentioned that one of our program elements is a -- is a water feature of some kind. We started to talk quite a bit with park staff about doing more of a -- of a hands-on water feature, instead of a traditional splash pad, so here, you know, you have water pumps and kids are down in really exploring how water flows through amenities and through -- through -- along the ground. So, this is something we could look to. And, then, right along with the dirty park is -- is sand play is now increasing -- increasingly popular with water features. So, here this is giving the kids an opportunity to really get down and experience the park, get their hands dirty, play in the water, and to really learn and explore. And, then, we could take it so far as to do bigger features in the park, like a sundial here or with the softball complex that we are looking at in the park, using that as an opportunity to explore science with kids -- sports science with kids. We could do interpretive displays about kinetics and physics and that type of thing. And, then, with the steam focus art -- did you guys lose yours? Is yours on? I'm still black here. Okay. Perfect. I can still control here? Okay. This is an example of an art installation at a park in North Carolina, so playing off the -- the hard focus of steam -- steam theme or steam activity. So, really, the summary for that -- that second theme is creating a new sense of place at the park in south Meridian, using contemporary design, newer styles, with the features there and focusing on that experience opportunity for the kids. Like I really -- on the slide I think that shows it's best is probably the sand play water feature, but really giving the kids a learning opportunity to get out and explore and have fun, get dirty in the park. Now we are back. This is a very brief summary of -- of some of the Parks commission comments from our meeting last week. I presented this to them. They voted in unanimous support of our second theme of a discovery park. They were quite Meridian City Council Workshop December 13, 2016 Page 38 of 67 supportive of the idea that the park could be an outdoor discovery center and may even attract field trips out to the park and they really did like the idea of encouraging learning opportunities and the newer style that we are thinking of for that theme. So, since that time we have -- we have had a few more conversations with Park staff -- and just a few other slides to show you, some of the ideas we are knocking around with this theme. Challenge courses or obstacle courses for more of that the physical activity side of the experience in the park. Pollinator gardens, using amenities like that to, again, reinforce the science learning aspect of the park. And going so far as to maybe incorporating like solar panels to power the picnic shelters, some of the facilities in the park. Trying to think of a park as a system and using it holistically with the site. That really sums up our presentation to the parks commission from last month. Now I will just give you guys a quick update on our schedule and how we see this progressing over the next year . Essentially we are -- we are not starting over with schematic design, but, you know, with this theme discussion we are still in that schematic design phase. We are very early in the process, so we are -- we are just now beginning of -- coming up on 2017. We are hoping to wrap up schematic design by the end of February next year. I think probably that time you will probably see us again to have an update, discussion about where we are at with the schematic design. We will have most likely -- begin to have some cost estimate ideas at that point as well. Then we move into design development into the middle of the summer next year. Construction documents towards the second half of next year. And, then, we are looking at construction of phase one beginning a little over a year from now. In our discussions right now we are thinking that phase one of the park is probably somewhere around the 35, 40 acre range. So, a little over half of the park itself will probably be built in phase one. And we flush that all out, of course, in greater detail as we move into the layout and the design. So, with that we would stand for any comments or questions you all have. De Weerd: Thank you. Council, any questions? Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I just have a comment, not really a question. I love the Discovery Park as well, particularly the hands-on portions of it and the learning. I love watching those kids pumping water. I had to do that for drinking water when I was a little kid , so -- you know, keep it going. It's great. Schafer: Thank you. De Weerd: Other comments? Borton: Madam Mayor? Meridian City Council Workshop December 13, 2016 Page 39 of 67 De Weerd: Mr. Borton. Borton: Is there -- are there any elements of the park that are sacrificed more with one theme or the other, meaning whether it's softball or baseball or other uses that were intended for it -- if you went one way or the other -- okay. Schafer: No, I don't think so. I think this is something that we would apply to all - - all the provenance that we decide on, either way. Borton: Okay. Schafer: Yeah. Borton: All right. Thanks. Schafer: Uh-huh. De Weerd: Thank you for sharing, Councilman Little Roberts. That's a better idea, turn it off before playing with it. That isn't a subtle message, by the way. Any other comments or feedback? Certainly I think the second option, the discovery option, is -- is one that has a lot of potential. From the comments we have received in the -- the public in terms of -- a pollinator garden was another aspect that I was pleased to see as an add-on, as people have noted on the botanicals and how you can -- it's about education. It's about family experiences. It's about creating the -- the imagination and the -- the wonder of kids and building on it. It's experiential and I think that that's going to add a real new element to -- to one of our signature parks. Little Roberts: Madam Mayor? De Weerd: Mrs. Little Roberts. Little Roberts: As liaison I was able to participate in the conversation and it was really fun to hear the commission and how excited they were about all the potential with the discovery and -- and the things that you said about the things that the kids could do and get dirty and play in the water and so I think we are really going to see a lot of enthusiasm as this continues on, because it is -- living in that area, too, it's garnering a lot of excitement that something's about to happen in this space. De Weerd: Mr. Palmer. Palmer: Madam Mayor. I'm not sure if this is a better question for yourself or for Mike. You had mentioned -- you had shown on the slide with the -- the timeline plan. I'm curious if -- is the anticipation that the remaining at least two acres would continue to be a sod farm or would we take it back over to have it available for soccer fields or what the plan is there? Meridian City Council Workshop December 13, 2016 Page 40 of 67 Barton: Madam Mayor, Councilman Palmer, so the remaining acreage would -- would be a sod farm, but, basically, flex space. I mean because -- because the back -- because the back half wouldn't have an underground automatic sprinkler system, it would need to be farmed. There is -- they have wheel lines that go back and forth and a lot of -- you have to attend to that a lot. I mean we could possibly do that. I don't think ACHD would really appreciate too much heavy use in the back if we didn't allow -- make an allowance for traffic circulation and parking, so there would be a lot of things that would have to be flushed out if the back was used too heavily, but it could -- it could -- it could flex a little bit for sure. Palmer: Thanks. Barton: Yes. De Weerd: I think we can do this very affordably. Just leave it in dirt. I think kids can use their imagination to do all kinds of things in dirt. Just call it a park and -- Barton: So, I think the next steps for us is to pursue this theme, develop it more -- at least I believe that's what I'm hearing -- and, then, the next step is to come back and present to Council a more refined schematic design and -- and, then, add some specific amenities and ideas and really refine the ideas. I mean, obviously, the -- the park in Chicago with the -- that's not what we are doing, but it's just inspiration for what we are going to do, but -- so, we will come back in February at some point and -- and I will show you a more refined design with a specific list of amenities and get some direction at that point. Bird: Good. De Weerd: Although I do want a giant bean. You know, it -- it was really interesting, because I was there just a week ago and how many people spent so much time by that bean and -- with their iPhones and doing silly things and looking at the skyline and it was just kind of fun to just stand there and watch. So, interesting choice on the parks you chose. And also an example of corporate sponsors and you can -- you can maybe get companies who have an interest in some of the elements that -- that they can sponsor the discovery piece to it. Barton: Great idea. De Weerd: Always looking for partnerships. So, thank you for the presentation. I think -- I think you have a sense of what Council has done. You don't need an official motion? Barton: We actually don't. We were looking for feedback and I think I'm hearing it loud and clear, so -- De Weerd: Okay. Meridian City Council Workshop December 13, 2016 Page 41 of 67 Barton: -- appreciate you -- appreciate your time. De Weerd: Thank you. Barton: Thank you. F. Public Works Department: Recycled Water Update De Weerd: Okay. Our next item is under out Public Works and it looks like Stewart is up. Stewart: Madam Mayor, Members of the Council -- are these working? De Weerd: Yes. I'm assuming they are. Can you hear him in the audience? Stewart: Hello. It didn't sound quite like it used to. All right. So, Madam Mayor, Members of the Council, reclaimed water is one of the reasons that I'm here to talk to you today. We started the reclaimed water program back in about 2008 and we are kind of at a crossroads with regards to reclaimed water and so I want to come here tonight and seek your direction, but in order to do that I know many of you really weren't here when reclaimed water was started, so I'm going to provide just a little bit of background. So, I will take you through this -- this is just the agenda. Will we do some background, talk about the system -- the early system development, why we did what we did back then. Talk about the investments that we have made to date, our current operating costs. How the landscape or our understanding with regards to reclaimed water has changed, what's made those changes and, then, discuss maybe some options for proceeding forward . So, just a little bit of history. Back in the 2008-2009 time frame we were approaching -- the outflow of our wastewater treatment plant was approaching the seven million gallon a day mark and our existing NPDES permit limited our discharge to Five Mile Creek to seven million gallons a day. So, we were in a situation where if we didn't find a solution that would allow us to continue to grow it might actually be an impediment to growth. Our permit was issued in 1999 and was due for renewal in 2004, but was administratively extended by the EPA clear until that 2008 time frame. As a matter of fact, it's still administratively extended. But we needed a way to allow the city to continue to grow while we didn't exceed that limit, because the EPA can have some pretty steep penalties for exceeding those limits if they want to. The EPA about this time was also sued by an environmental organization to expedite those NPDES permits. So, they had been extending them for a long period of time and because of this lawsuit we felt like it was probably going to be some action or some movement on the EPA's side of things in order to make these new permits come to pass. We also knew from some things that were being said that phosphorus -- our low phosphorus limits were going to be a part of any new NPDES permits that were issued and that was in large part due to the fact that there was a TMDL, which is a total maximum daily load limit, that had been Meridian City Council Workshop December 13, 2016 Page 42 of 67 imposed on the Snake River and there was -- essentially we were getting the message that they were going to take that TMDL and use it to, you know, essentially force limits on discharges along the Boise River. So, we knew those were some things that were going to happen and we also knew that the TMDL limits on the Snake River at that time were seasonal limits . In other words, they were only going to be imposed during the summertime, because that's the time that the impact of phosphorous had -- that phosphorous had the greatest impact on the river. So, we were thinking, all right, if we can come up with a solution that will allow us to reduce the phosphorous limits during the summer when it seems to be a problem, which is what the EPA and the TMDL in the Snake River was telling us, that -- and allow us to grow or to continue to grow, that sounded like a great option, especially if we could do it cost effectively and that's, essentially, what reclaimed water allowed us to do. We were able to take that water out of the discharge, put it out for irrigation on facilities that it made sense for us to do so, limit the amount of phosphorus and the amount of flow that we were discharging to Five Mile Creek. So, the first project that we, essentially, put into place or that went forward was to irrigate the Heroes Park park. We got a Class A reclaimed water permit for Heroes Park, which just, essentially, means that incident -- excuse me -- incidental human contact is allowed for incidental human contact and we developed a low pressure system that would, essentially, utilize existing infrastructure for the most part to transfer or to transmit the water from the wastewater treatment plant to the park and put it in a pond where they can irrigate with it. We had some challenges associated with that in that the reaction -- we had to highly chlorinate the reclaimed water per our permit requirements and that caused two things to occur. We didn't realize at the time there were little fish in Heroes Park and the little fish didn't like the chlorination and they died and that was not very good and it also had a reaction with the organics in the pond and it turned it an ugly color brown and so we thought, well, that's not going to be good for public perception if we are going to develop a reclaimed water system, so we took a second look, made some changes, decided to go with a high-pressure system similar to our water system, so we didn't have to have any open ponds and we also at that time decided that we would take a little bit bigger approach and actually do a city-wide permit that would allow us to go to areas more than just the -- the permit we had was just specific for Heroes Park and we wanted to be able to reach out and use reclaimed water in a -- in a broader area. So, we did that. We put in a booster station at the wastewater treatment plant and we put in some storage tanks, so that we could store the water there and see the pressurized irrigation system. We also -- I think I have got one here -- put in about six miles of water main to deliver that water -- I will make sure I didn't forget anything. Oh, I wanted to mention before -- at this time we were also looking at the possibility of incorporating recycled water in a larger sort of effort to maybe do pressurized irrigation throughout the city, similar to what some of our neighboring cities have done. So, we were -- we were also -- parallel at this time we were looking parallel to do a feasibility analysis on what that looked like, if that made sense for the City of Meridian. We have kind of completed that work and I think we reported back to you some time ago that was not promising and we have recently decided not to Meridian City Council Workshop December 13, 2016 Page 43 of 67 proceed. That was not -- it's just not feasible -- not economically feasible to develop a system at this time. So, I want to talk a little bit about what we have invested in date. So, we spent just shy of five million dollars on total capital investments. That's the storage tank, the booster station, the water mains that we have got in place. We have ongoing operational cost to run the system of about 80,000 dollars a year. That's for the -- everything. The chemical cost for chlorine, the power cost, staff cost and so forth. That's the estimated cost. We currently serve essentially three customers. There is Fast Eddy's that uses our reclaimed water for irrigation of their landscaping, as well as for their car wash. Walmart uses it for landscaping up at Ten Mile and McMillan . And the City of Meridian, via the Parks Department, uses it at Heroes Park and also at the Ten Mile interchange. I put this slide in here at this point, because we are going to have some discussions here in just a few minutes about the alternatives and this is an important thing to consider when we are talking about the various alternatives and this is what it would cost -- for instance, if we were to shut off reclaimed water today, this is the cost that would be incurred to supplant or replace that water in another fashion. So, Heroes Park, we have a pump system there that would have to turn on and pump irrigation water. The cost for electrical for that is approximately 8,000 dollars a year. These are annual costs. So, this 8,000 dollars a year for the electrical bill to run the pumps. So, that's kind of an offsetting cost right now. The booster station at the wastewater treatment plant does that. That cost would be, you know, transferred to the pump station at the -- at the park. The Ten Mile interchange -- essentially, the only water that's available to irrigate the Ten Mile interchange is system water from the City of Meridian's municipal system. So, we would have to pump it from our wells. The estimated electrical cost for pumping it out of our wells is about 5,000 dollars. If that water was to be sold to the public, that water has a value of about 33,000 dollars. Now, we wouldn't bill ourselves, obviously, but that water is -- if we sold it through the -- through the distribution system like we normally would, that's what its value would be. Fast Eddy's would have -- essentially, we would incur an electrical cost of about 9,000 dollars -- or they would for the utilization of that water, as well as the potable water cost of about 6,000 bucks. So, it's going to cost them that much more if we were to shut reclaimed water off to them. And Walmart -- you can see the numbers there. Essentially, there is an electrical cost to pump that water from our wells, as well as the cost for -- they would actually pay for that water. So, these are offsetting costs. I wanted to kind of give you this perspective, because right now the operational costs are about 80,000 dollars. The total costs, if we were to, you know, shut it off and do it another way would be about 65,000 dollars, about 15,000 dollars difference. So, I wanted you to be aware of that. I wanted you to have that information as we talked about alternatives later on. So, what's changed? There is several things that have changed over the past five, six years that have changed the landscape with regards to reclaimed water. One of those things is the EPA has come out and now not only have they put this in existing permits that have been issued in the valley, but they have also put it in our draft permit that they have now decided that they need to limit ammonia and phosphorus year around. We always knew about phosphorus. We thought it was going to be seasonal. That's what the talk was for Meridian City Council Workshop December 13, 2016 Page 44 of 67 a long time. We now know that phosphorus is going to have year around limits and they have also -- which was not something we had anticipated back in 2008 and 2009, ratcheted down significantly the ammonia limits. Those both play into our ability to use reclaimed water. We can't irrigate in the middle of winter. So, we have to put in infrastructure at the wastewater treatment plant to treat phosphorus in the middle of winter regardless. So, if we are going to have to invest in that infrastructure to treat in the wintertime, it doesn't make a lot of sense to have investments in reclaimed water and investments at the treatment plant. In addition, the ammonia limits that have been imposed are also going to really impact our ability to deliver water in the colder months of the spring and in the fall, because the way our biological nutrient removal system works, the bugs like certain environments, if you well, and the bugs that treat ammonia don't like cold environments and it makes it very much -- it makes it more difficult for us to utilize reclaimed water. Our new proposed NPDES permit is going to have limits on both. Treatment technology has also improved and has gotten somewhat less expensive, so because these permits are being issued all over, not just here in the valley, a lot of companies are starting to improve the treatment technology for the removal of ammonia and for the removal of phosphorus, making the treatment costs slightly cheaper than they used to be. We also have a better understanding of the service limitations associated with reclaimed water. One of the things I talked about was we now know that the system wide -- or the citywide system for pressurized irrigation is not feasible. We also understand that even at full build out of the city our reclaimed water -- the total volume that's going to come out of treatment plant really isn't going to serve a very big area of the city and we also understand from talking with other municipalities across the west, especially the southwest, that residential service of reclaimed water is just not feasible. So, you can reach out and do golf courses, commercial areas, things like that, but residential reclaimed water service has just really not worked anywhere that they have tried it before. California. Arizona. It's just really difficult to administer. There are so many rules that you have to require each household to live up to and there is no way to monitor all of that. There is also the issue of the irrigation districts. We ran into this -- we knew this was going to be a challenge. We had been talked -- we talked with some of our legal counsel and they had indicated that they think we would prevail if we had to have a fight, if you will, or we had to go to litigation with the irrigation districts, but we know that the issue of the city requiring other developments to use reclaimed water as the primary source is a concern to the irrigation districts. The Ten Mile interchange, the project we just approved with Brighton, that was a huge concern to them . They were afraid of getting caught in the middle between a fight between the City of Meridian and irrigation district over which water they had to use and we resolved that on an interim basis by, essentially, allowing them out of that, because we weren't sure we were going to be able to provide that water for them. We knew we wanted to have this discussion with all of you and find out what your direction is . We are also facing a similar situation with Ballano Park. There is a new subdivision up there, just a small park, we had planned to use reclaimed water. The irrigation district is not very happy about that and it -- we know that if we persist in expanding the reclaim ed water Meridian City Council Workshop December 13, 2016 Page 45 of 67 system that there is going to have to be a resolution with the irrigation district and that may not be an easy one. So, I want to talk about, essentially, maybe three different options that we have and some of the pros and cons for how we move forward. Essentially, option one that we are showing you is the option to, essentially, to mothball the system and, obviously, there is pros and cons to this. It stops -- and some of the pros are we stop non-essential spending on recycled water. We can reallocate the resources, redistribute the staff resources. It eliminates the administrative burden of administering the agreements, like between Fast Eddy's and -- and Walmart and it also eliminates one of the permits that we have to administer. We have a reclaimed water permit that we have to monitor and provide annual updates to DEQ and so forth. It also eliminates our potential fight with the irrigation districts. Some of the cons are the lost environmental benefits that we currently see from being able to recycle water . We, essentially, have some capital costs for what we have invested so far. There is public perception, existing customer frustration, and by that I mean the possible frustration of Walmart and Fast Eddy's, because they will have to find other resources for water that are going to be more expensive and possible development incentives. We have had some people who were interested in locating out there. None of that actually came to fruition, to be honest, but we have had some companies that have expressed interest in developing that area , because recycled water was available and that was part of what their corporation was all about. So, there are companies like that. We wouldn't be able to provide that incentive for them to locate in that area. Option two. A lot of the same things in different -- different order, but, essentially, this is let's just continue to serve reclaimed water the way we currently are today. Not expand it. Serve Fast Eddy's, served Heroes Park, serve Walmart, serve the Ten Mile interchange and don't -- you know, don't invest any significant investments -- capital investments or anything like that in it and give our chance -- give us a chance to see how the landscape changes over the next five years. We are going to get a new NPDES permit in the future and we anticipate that there is going to be new requirements associated with that NPDES permit. We don't know exactly what those are. There is a possibility that reclaimed water might actually be a benefit to us. So, we could just hold on, kind of as a status quo, until we get to a point in the future when we can evaluate that again and make a decision on what we do. So, you can -- I won't go through all the pros and cons on this one, but that's kind of what this option two is. And, then, option three is, essentially, to go forward and expand the system and try and grow it as -- as much as we possibly can. There are some pros to that. There is some environmental and conservation benefits. We will be helping to conserve water. We continue to utilize those existing investments, got the possible development incentive, but you also have some significant cons and you have got to figured out our service area and we have got a complete -- essentially develop -- completely develop the documents that we need to use for the agreements that we are going to have with different folks. We got a resolution with the irrigation district that's going to have to be made in some form or another and we also have capital investments that are going to have to be made. We are going to have to have -- we are about at the limits of what our current system will produce, so we are going Meridian City Council Workshop December 13, 2016 Page 46 of 67 to have to invest in larger pumps at the booster station , more storage and maybe even some off-site booster stations in order to provide service to some of the areas at the end of our line. So, with that in mind I want to get sort of your direction. As far as the recommendation from the Public Works Department, we always like to come to you and let you know what we f eel like seems to make the most sense and based on the fact that we have -- there is still some benefits to water conservation and so forth to keeping the investments that we have currently made going and there may be some future benefits in future permit cycles, we think the thing that makes the most sense is probably just to continue to utilize the existing system as it sits. Make the most of what we have got and see how things change in the future and sort of the status quo option is what we are recommending. But we are really looking for your direction. De Weerd: Thank you, Warren. Council, any questions? Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Madam Mayor. Warren, can you help me understand the irrigation district's issue. Stewart: Yeah. So, the state code requires that if a piece of land has an irrigation water right for surface water prior to development, that they have to develop a system to utilize that water and provide that water to the residents of that land after it's fully developed. So, they require them to utilize those water rights for irrigation purposes on their land. City of Meridian also adopted an ordinance some time ago that, essentially, reiterates the same thing. So, we actually have an ordinance in the city that says if you have existing water rights for your land , you are required to develop it and use it on that land if you can. So, they -- their opinion is that the City of Meridian is supplying irrigation water that's competing with the district's water and they are contending that the state code says that their water is -- that they can be the first to be used. That they are the prime water provider for irrigation water. If it's available. And the nuance is there has also been some -- and, Bill, you can correct me if I'm wrong. There has been some decisions recently that have said if a wastewater treatment plant is, essentially, utilizing that water, not as an alternate source of irrigation, but as a disposal method for their wastewater treatment plant, then, they can insist that their water be used first. So, if we characterize our reclaimed water system as our disposal method for our wastewater effluent, we have been told that there is a -- we think we could prevail in a -- in a disagreement with the irrigation districts, but the irrigation districts look at it as you're providing an alternate source of irrigation and the law says we are first. So, you can come in and do the shoulder seasons after we are done, but we get to be the primary irrigation provider. Does that help? Meridian City Council Workshop December 13, 2016 Page 47 of 67 Palmer: Immensely. Thank you. I -- I think that's a -- a fight worth dealing with and so it sounds like -- and I think you said you recommend option two as what you guys would -- all powerful would move forward with; right? Stewart: Excuse me. Madam Mayor, Councilman Palmer, option two was that let's just keep the status quo. So, the irrigation districts don't have any fight with us right now with what we have. Palmer: Okay. Stewart: We have kind of worked through all the nuances for -- for Heroes Park, for the Ten Mile interchange, for -- actually Walmart, somehow or another, more power to them -- got themselves excluded from the irrigation district. So, they don't have to worry about that. And, Fast Eddy's, they have kind of -- they are afraid of looking like they are opposed to conservation. So, there is reasons that they are not exactly excited about this fight, but they had -- they think there is a lot at stake as well and I anticipate that they -- if we push the issue -- so, what we are recommending is just stay the course as we are. If we do that I don't think we have a fight with the irrigation district, at least not now. De Weerd: Well -- and I think it's important to note that there was a risk from Fast Eddy's to be a partner to utilize the reclaimed water and, you know, it is maintaining a commitment to -- to that business. So, maintaining the status quo and preserving the option of -- if there is a high water user that is using it for economic development or a business reason, it -- this does preserve that and it could be a more feasible option of -- of going down that route and at this point we don't know what -- what new regulatory environment there is going to be and that this may once again become a strategy or not. It's a commitment from the -- the Public Works Department to continue to analyze it, look at what the costs are and see if there continues to be a cost benefit and so I -- I certainly support that. What we thought at one time was going to be a major program and a less costly solution to the phosphorus is -- has been negated with -- has not a seasonal permit on the phosphorus and it's not as -- as much of an interesting I guess solution to the phosphorus issues. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: Warren, I agree on the staying -- on number two, but we -- we need to look ahead, too. This program -- we worry about the potable water in our aquifer. Everybody worries about surface water. If we -- if we -- if we could get -- if we by chance would get industrial things -- companies come in here that use a lot of water to cut, like water jets or all those kind of things, this is a perfect water for it. It don't have to be potable water. Save the city. I'm for -- we got -- we got the investment now. You tell us it's costing us approximately 80,000 a year -- Meridian City Council Workshop December 13, 2016 Page 48 of 67 Stewart: Correct. Bird: -- and I -- I think there is a benefit to keeping it myself. I -- it's just -- what's going there is less potable water that's being used. Mostly. Stewart: Madam Mayor, Members of the Council, Councilman Bird, you are correct. We could get, you know, some sort of a user down at the Ten Mile interchange that would have a high demand for water -- for process water. This would be a much less expensive water for them than our municipal water would be and we could preserve that highly treated, high quality water for in-home use. De Weerd: Any other comments, questions? Agreement with the strategy at this point to maintain what we are currently doing? Milam: Madam Mayor? De Weerd: Any opposition to that? Mrs. Milam. Milam: I agree with option two, but not necessarily just -- to just sit on it and look at it in five years, but to really think down -- look at the future and -- I don't know why the irrigation companies want to fight it when they are running out of water every year. But looking at legislation or whatever we need to do, so that we can go and expand. It's all right for now to sit on it, but with the intention of expanding it down the road, because it is -- it's a wonderful program for conservation and for those businesses that don't need potable water it makes a lot of sense. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Milam: Know a legislator that might take -- Palmer: I don't know any. No legislators. I don't know any. I completely agree and want to even double down on that in that doing what we are doing right now, while actively working to remove hurdles for the future, should we choose to move forward and the EPA not stop us anyway. Yeah. De Weerd: We will continue to look at the cost effectiveness and even the cost effectiveness of growing the program, so -- is that enough direction -- Stewart: Yes. De Weerd: -- Warren? Meridian City Council Workshop December 13, 2016 Page 49 of 67 Stewart: I think so. I think we can -- we can keep our eyes and ears open as to what opportunities avail themselves come -- that may come up. But, in the meantime, we just keep the system live and keep our options open and don't invest a lot of money that may not make a lot of sense. De Weerd: Because at this point it would be costly to grow the program, u nless there was a good reason to do that. Stewart: Thank you. G. Public Works Department: Sewer Collection System Rehabilitation and Replacement Software Program Sole Source De Weerd: Thank you. Appreciate it. Okay. The next item is also under Public Works and, Emily, I will turn this over to you. Skoro: Okay. Madam Mayor and Members of the Council, I'm here today to discuss the approval of a sole-source for the Infomaster software for the city's sewer collection system rehabilitation program. So, throughout the FY-17 budgeting process -- can you hear me? Sorry. Budgeting process the Council already approved the wastewater collection system rehabilitation program software enhancement. The enhancement was developed to purchase the software, to create a model of the city from the software, and to train the staff. So, with that to, through extensive research on the Public Works part, we determined that Infomaster was the best program, because it is the only out-of-the-box software program that could achieve all the city's defined objectives. A brief reminder of the city's main objectives and functionality of Infomaster is that it is an art GIS based program that can manage asset integrity and perform capital planning for wastewater collection systems. It can also utilize our existing GIS data, asset management data, our own hydraulic model, and operator field work to maintain and update the model and it also uses mathematical models to be able to predict if a sewer pipe or manhole will fail, which allows the city to take a more proactive approach in maintaining its existing infrastructure. Also it can rank and prioritize rehabilitation projects based on our own defined criteria and it can help engineers and project managers create preliminary project budgets and construction schedule. So, I'm here today to request that you approve a sole - source purchase for Infomaster software. The Public Works Department also has legal and purchasing support for the sole source. I also wanted to show you a few samples of other cities that have gone through the same soul source process to purchase the software. So, with this, I ask that you approve the sole source for the Infomaster software and I will answer any questions you may have. Thank you for your time. De Weerd: Thank you, Emily. Any questions from Council? Okay. Do I have a motion? Meridian City Council Workshop December 13, 2016 Page 50 of 67 Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move that we approve the single source for the sewer collection system rehabilitation and replacement software program. Milam: Second. De Weerd: I have a motion and a second to approve Item 7 -G. Any discussion? Mr. Clerk. Roll Call: Bird, yea; Borton, yea; Milam, yea; Cavener, absent; Palmer, yea; Little Roberts, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FOUR AYES. ONE ABSENT. H. Community Development Department: Fields District / Future Land Use Map Amendment De Weerd: Thank you, Emily. Item 7-H is under Community Development. Discussion on the Fields District and future land use map. Hood: Thank you, Madam Mayor, Members of the Council. This presentation is going to sound a lot like the presentation, a discussion we had a bout three weeks ago. De Weerd: Yes. Hood: The main difference is we are in a different part of town. So, when I was here -- I believe it's three -- three weeks ago talking about some outreach we were getting ready to do with the property owners near Eagle and Overland intersection -- again, this is in that same -- this is that same type of a project. So, the clerk has a handout. I wasn't quite sure if I was going to be able to access the memo that I had in the packet, so this was kind of a -- a back-up plan in case the technology failed or whatever. But this is, essentially, the same information you had in the packet. So, if I had a chance to review that, this just summarizes that information. There is a couple of maps that I'm going to put on the screen, just to kind of orient you a little bit. But you probably heard about the Fields District and the four square miles. The four square miles is bound by Chinden Boulevard, Ustick, Can-Ada on the west and McDermott on the east. So, again, I have a couple of maps that will show that a little bit. There is 2,536 acres in that area, 116 parcels that range in a bunch of different sizes and various ranges of development potential and Meridian City Council Workshop December 13, 2016 Page 51 of 67 speculation going on out there. So, in the memo I also talked about giving you just a brief update about the Growing Together process. We have had two meetings -- two roundtable meetings with this Growing Together group. The most recent one was just on the 8th I believe was the date , so about a week ago. We -- we have a great group of folks that are brainstorming and figuring out ways of -- kind of what this is. But a lot of that is bigger picture policy kind of related ag preservation or different -- if not regional, then statewide policies of how do we preserve some of our farm ground for future generations and more tools and things like that. So, that's really what I'm proposing, just kind of break off from -- at first I thought that group could help do what I'm going to talk to you about , but that's going to be a longer process. So, really what I'm going to -- what I'm proposing is to address more of an immediate need -- and immediate probably isn't -- isn't the right word that I use in this memo, but there is a pressing need there and we would like to address this again really for what I just talked about before, the development pressures are moving this way and so we want -- we want to get on the same page with landowners now and potential in the future developers to -- so they have an understanding of -- as they speculate this ground what they can expect to happen and the real driving factor here is -- if you don't know, there is a seven million gallon liquefied natural gas facility located near Can-Ada and McMillan and I do have a map here that I will show, but it's a hazard. We have talked with them about that -- without scaring folks, if there were to be something catastrophic that happened there, their recommendation would be to have no one within a half mile radius of this -- of this site. So, there is a -- there is under pressure liquefied natural gas that comes into this facility. It is changed in form somehow -- I don't understand exactly what they do -- and then it's distributed back out. Now, I'm sure you're all familiar with the line that basically takes a 45 degree angle that 's -- that's distributed from that facility serving all the customers in this area, but this facility in particular, again, has about a seven million gallon capacity and right now -- if I can get the other exhibit now. So, that's -- that's the exhibit that's highlighted on the map that you see in front of you. So, on our -- thank you. On the future land use map today, as you can see here, we have property -- this property is low density residential and properties around it as medium and low density residential , but the school is not too terribly far away. Not very good planning. I'm not real proud that this is what we currently have on the books or on this site. We have known about this facility -- I mean I have known that there is a facility out there, but until we recently, just this last year, met with Intermountain Gas and they talked about expansion and bringing a training center to this area, didn't really understand the operation that was going on there. So, we have been talking about this again for about a year to say we should probably change our map, because we don't want to encourage people to live around this thing. So, really, what I have got for you is -- is three options to -- and just to be clear, option one is what staff would recommend here, is to just do a -- what I have quoted as a simple future land use map change. It's really not simple. We will still talk to the stakeholders, we will still do public involvement, we will still notice all the meetings, but it really is sort of accelerated and really focused on the properties that are within a three-quarter to a mile radius of that site and address the land use issues in that targeted area. Meridian City Council Workshop December 13, 2016 Page 52 of 67 So, that's really what option one is. It's us using our existing land use designations -- probably what I would envision as a starter for -- for property owners in the area is what I would propose is a mixed-use, non-residential designation. It's the same designation we carry around the wastewater treatment plant . It allows commercial and office and industrial and other things, you just can't live there. So, something similar we might need to look at the text in the comp plan to say , you know, hey, in this area we really don't even want, you know, a mass grouping of office buildings either, maybe not a good idea. But we will come up with -- but something like that is kind of what we envisioned . But homes are -- and schools probably aren't the best land use, but something, again, nonresidential in that area. Again, that -- it still will take some time, because, again, we got a public involvement component to that, but that's something we can do in house. We have got the resources. Send the postcards, invite people, have an open house, do some planning exercises with folks, get their feedback and take that through the application process. Option two is -- is kind of splitting the difference a little bit. It's a little bit more comprehensive, but it's not the Growing Together exercise. It's not working with Nampa, the counties, legislators and others to kind of figure out what good policy is for preserving farm ground in this area and other parts of the region or state. But, again, it -- but it does address more of a long-range -- our needs kind of in this four square mile area, which could include something like -- and you probably heard some of these terms before, but Agritopia, ag tourism, ag business parks and an ag land preservation. So -- or some combination or one or two of those elements. But that is a little bit more involved. We would want to, you know, have some market analysis. Can we support whatever it is -- the preferred land use concept in this area and it would also include -- at least in vision it would include some text changes to the comp plan that talk about a new land use designation. I don't think we have anything currently in the suite of land uses we can put on properties that would do this. We really -- again, all of these kind of assumed some agricultural component and really were -- we are an urban city and we don't have really anything, except for the low density residential, which, again, we don't really envision people maybe living in this area. So, probably looking at both a map and a text amendment to the plan. A little bit longer process. I think we could probably still meet everybody's needs if we did that one , but it is -- it's kind of a tweener. It not -- it's not -- probably won't happen real quick and we may get some -- some folks out there that would like to develop sooner rather than later or they feel like the vision changed on them and they didn't know about it or we took too long to work with them on changing that vision and they are ready to develop now and if this is what we have on the books, let me develop with what you have on the books now. I don't want to wait another year to do something out here. And, then, the third option is -- again, it's, essentially, just letting the Growing Together process kind of drive this and depending on some of the outcomes of that, we can use that as the baseline to implement some things in this four square mile area. So, I won't run through everything in my memo that talks about kind of the pros and cons that Warren went through a little bit there. Again, that's going to be a little bit longer process -- well, probably quite a bit longer process, would require more consultant support, you would probably want to look at detailed Meridian City Council Workshop December 13, 2016 Page 53 of 67 market analysis, putting up a website, doing more detailed public outreach and participation. Again, I said I wasn't going to read all that, so I won't. But -- but those are kind of the options. And, again, I don't necessarily need a vote, but I wanted to, one, really more notify you this -- we will do option one unless you see something better or different that you want us to do and look at tackling this sooner than later. Before I stand for questions, I just will let you know, Intermountain Gas has been at the table and participating in the Growing Together work group and they are very interested and invested in what happens in this area and I would venture to say even what happens in the valley, but particularly in this area, since they have an interest in this property and Ed Marconi with -- with Intermountain Gas is certainly very interested in us. He has been great to work with so far. He's been very understanding. But I do think they would like to see some resolution to this matter, at least, you know, the square miles that they are in, so with that I will stand for any questions, directions, clarifications you may have for me. De Weerd: And I guess I would give a little historic perspective on it from maybe the elected officials point, is when this was designated it was a placeholder and so where you said it took too long -- it has. This was one of those areas that it anticipated Ten Mile area specific plan activity as -- that's why the Fields District white paper was written and it was to capitalize on the Highway 16 vision and was to consider that alignment once it was cast in concrete, because of the -- the expressway that was envisioned, the proximity to railroad and also access to the airports, that there was some job opportunities or economic value in planning this in a less dense -- and they even talked about looking at a CID in that area to help maybe escalate the timeline on the Highway 16 extension there. So -- and, actually, that is why the Growing Together activities have been moving along, is that commitment to a longer-term vision in that area. I guess this is on the heels of the city giving input and having some participation in Nampa 's comprehensive plan activities and -- and their vision for this kind of stretch between Chinden and I-84 and considered the -- the next step. So, you have good stakeholders at the -- at the table and whether it's -- I think the -- the group has looked in -- with interest to that agricultural piece to it, not necessarily a preservation per se in this area, because of its proximity and the opportunities for economic value and bringing jobs closer to where people live, but that's a discussion that's pretty young and can further develop. So, comments, questions, and ideas? Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Caleb, would it be fair to say that option -- if you were to do option two you would really want to do option three? It seems as though that almost one and three are really the two true choices, if that -- if that Growing Together process is to be collaborative, wouldn't do two without neighbor involvement. Meridian City Council Workshop December 13, 2016 Page 54 of 67 Hood: Madam Mayor, Councilman Borton, option two wouldn't be my preferred. Would I prefer one over three -- and it's kind of a toss up. Two is there, because it is kind of in between. We are doing it twice, essentially, with option two. Borton: Sure. Hood: It's -- it's -- it's neither here nor there. Option one, we may need to change that again, too, to some degree, depending on what happens. But we aren't investing a whole lot of effort now, we are really addressing the hazard and kind of another placeholder, if you will, around there, that may be something different. Again, especially if there is some ag component. That could be a great use around this, if that happens, but, yeah, one or three if -- but two probably isn't -- isn't one I would -- I would -- but it -- we could do something there, but I wouldn't have a lot of confidence that it's -- that that's our long-range vision for this area. Borton: Okay. Hood: Forever. Borton: Thank you. De Weerd: Do you know what he just said? Borton: Yes. De Weerd: Okay. Because I don't. Hood: Don’t pick option two. De Weerd: Okay. Thank you. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: With regard to option one, it is a -- is it an ag designation kind of -- as a holding category? What would you call it? Hood: So, Madam Mayor, Councilman Borton, in what I would envision is a designation real similar to what we have around the wastewater treatment plant. We also used that same designation out at Meridian Road near Amity where you have got the pits out there -- Borton: Okay. Meridian City Council Workshop December 13, 2016 Page 55 of 67 Hood: -- we put nonresidential, because people living next to the wastewater treatment plant and people that are excavating dirt and earth, not a good idea. So, that's the use I think we start with and, again, we may need to fine tune that a little bit. Just as an example, you see on this map we have got mixed use interchange designations. That -- those designations are specific when you get into the text of the comp plan and it talks about the mixed-use interchange designation along Chinden being these types of uses and a mixed-use interchange designation at Ustick being these types of uses. So, it's even specific -- it's in color on the map, but when you get to the text it really gives you more details about that and we could do the same thing with this. Mixed-use non-residential that allows, you know, offices, retailers, nonresidential, essentially. We could fine tune that and say, you know what, we really don't want an office park there either, because if an accident happens or an act of terrorism or something happens at 10:00 o'clock in the morning, that's still not a good idea, you have got people nearby. But something that still uses the land, but -- Borton: Right. Hood: So, anyways, I think we have -- that's what I would start with and we will go from there. We may come up with another use. We don't have an ag designation -- Borton: Right. Hood: -- so, option -- that's the one thing I do like about maybe option two is we would have another -- we could potentially develop a new land use designation to give as an opportunity here. We could call it civic or something else. But, again, that -- private property calling it civic, that's probably going to ruffle some feathers. So, we will see where this goes. But, initially, that's kind of what I would propose is this designation and get feedback. Borton: Okay. De Weerd: It was my understanding that they were buying up land around it, so -- because -- with the knowledge that they -- they did desire the kind of buffer that -- that you had mentioned. So, again, we have to have a solid plan out in this area. So -- and the -- the extensive and inclusive participation of property owners and -- and those interested in developing in the area and The economic opportunity that -- of bringing jobs closer to where people live, so that we don't become a parking lot, continues to be driving reasons, in my opinion, for moving to option three and the sooner the better, because there are growth pressures out in that area and we do owe the landowners in that area some -- a vision. Hood: And, Madam Mayor, I know it's not a question, but I totally agree, and if I thought that we could do option three in a quicker time frame -- I don't know your take or -- or Council Woman Little Roberts' take on that, but I see that taking some Meridian City Council Workshop December 13, 2016 Page 56 of 67 more time and, as you know, expectations out here and those development pressures are growing and speculation is growing, so I'm okay with option three, I just want to let you know I have got kind of Intermountain Gas over here saying can you do something and, then, I have got, really, the preferred option three going on, but at a snail's pace almost. So, that's why I'm here to kind of say, you know, ideally we would do option three, but time is sort of the essence, too, and we don't -- I don't have a lot and I don't want to have to continue that frustration from land owners and speculators and, you know, this is what we tell people is the vision. There is no asterisk right now that says hold on, it's the vision right now, but it may change in six months or a year or two or -- and we do -- I mean that's part of the process. It's not set in stone. But this is where city limits are tending to push and people are buying and holding within -- with some expectations based on this. So, that's why I'm here. Again, option three, I agree, if you think we can do that through that -- that group -- De Weerd: I think you need to do it in parallel to that group. Hood: I'm sorry, I didn't really explain that very well. I will bring some of that group into this process, too, but an abbreviated version of what they are doing. De Weerd: I guess just the -- the final thought is you do option one and you're still -- you still are lacking a vision in that area and it's just a band-aid. So, it is backing up, letting the property owners know that we are asking them to be involved in the planning activities, so they do know what the vision for that area is and maybe we can include our transport departments to have a clearer idea of what that long- term transportation solution is going to be as well, because I will tell you right now, putting them on Chinden or on McDermott is not a real good option , regardless of what we want to do out there, so -- Little Roberts: Madam Mayor? De Weerd: Mrs. Little Roberts. Little Roberts: Caleb, does doing option one preclude us from doing option three? If we do option one with a half square mile, we still have the four square miles or greater. Can we do them in stages? Do one and continue on to three? Hood: Madam Mayor. Yeah. Essentially, that's -- yes, that is -- that is, essentially, what would happen. It is a band-aid and there may be further changes to that. I guess I didn't explain that -- Growing Together is going to still happen. That's still going to go forward and depending on what comes out of that , we may need to come back to these same property owners and say we need to change it from what we changed just a year ago or whatever the timing is there. So, yeah, I would -- it's not -- again option one is really to break apart from what's going on in option three, but depending on what happens with option three we will have to do this over. The positive that I see is we potentially get others that are interested in what Meridian City Council Workshop December 13, 2016 Page 57 of 67 we are talking about, the Growing Together. Real stakeholders here that have a vested interest in what comes out of the Growing Together and they may want to join us to some degree or be involved or whatever that can help also keep that moving forward. So, yeah, option one and three -- if we do -- if we do option one -- if we do the band-aid option, we would still do option three, at least for as long as we are going to be involved or leading that charge. So, yes. De Weerd: I think this could certainly give a little bit greater sense of urgency to -- to getting this area planned and -- and I'm not sure that we were ready to extend sewer and water and police and the urban response times in this area either. That's -- those -- this is a low priority growth area for those services and so there should be some policy decisions on that as well, because it certainly will be a cost burden. Are you looking for a decision tonight or is this was just food for thought? Hood: Again, Madam Mayor, I don't need necessarily a motion or a resolution or anything like that, but I was -- you know, wanted to let you know that staff does think a band-aid may be appropriate, but if you don't want us to do the band-aid approach and want us to just try to accelerate the Growing Together somehow and -- again, just some of the things I even heard last week kind of scare me a little bit with how long that may take to develop some of these things that we could potentially use in this area. I'm a little skittish and I really am concerned about the hazard out there and again -- I have stated said my concerns, that we need to address that sooner, rather than later. Will another year or two -- maybe that's okay, but I don't see it -- I don't see it changing anything sooner than that if we do option three. De Weerd: And I have seen us sit on it for ten years and now we have an urgent need. So, I -- I don't know. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Madam Mayor and Caleb, maybe someone from Council could remind me was it right here or was it further south that we had denied an application for a subdivision that was going to be west of McDermott, simple because it was west of McDermott? Hood: It's on the screen, so it was just south of McMillan and west McDermott. Palmer: Okay. Then in that case -- I mean there is, obviously, a desire to move in and develop it. I think that the band-aid option, you know, while understandably it's a band-aid, but it prevents you from bleeding everywhere, might be the best option to, then, move into three and -- so that there is something there that there is notice that we are working on it still and can still amend it later, but that we don't just leave it as it is while we be government and figure it out over time. Meridian City Council Workshop December 13, 2016 Page 58 of 67 De Weerd: I guess the concern is whatever the vision is out in this area, if it is to be considered for economic development and what the economic opportunity is in this area, you have a lot of yellow and we are trying to protect business investment by being encroached by rooftops and depending on what the outcome is on what kind of jobs you want to attract in this area, unless you show that you are protecting that -- that investment, there are going to be certain employers that are not going to be interested in risking their investment on what potentially can be built around their investment. So, the idea was to look at it in terms of what is the economic opportunity and what are the appropriate buffers needed to have long -term job sustainability out there to -- to show potential employers that their investment is -- is protected through land use and the traditional or transitional land uses that would protect that -- that long-term investment. So, those -- those have been the conversations over the last decade of why that needs a specific area plan, so that it helps in attracting the types of jobs that are envisioned for that area that have been studied as well as through the state economic development strength s study and what we were able to capture in our white paper. Borton: Madam Mayor? De Weerd: Yes, Mr. Borton. Borton: No, it sounds everyone is saying the same thing. That's how I hear it. So, I hear and agree with Caleb, option one is something to do today -- start today and it will be known that that's on the tracks at the same time, like Council Woman Little Roberts suggested, option three, which is the true solution, at least gets initiated. Understanding it's going to take a long time, but you run those in parallel, essentially, one to put on immediate notice to landowners that activity and planning is going there, but there is also an immediate band-aide, if you will, just to provide notice, if nothing else, residential use here is not being anticipated. Hood: Right. Borton: So, one and three happen together. De Weerd: Okay. Hood: All right. Thank you. I. City Council: ICRMP Update De Weerd: Okay. With that said, Councilman Borton, it's your turn. You have had us all sign, so -- Meridian City Council Workshop December 13, 2016 Page 59 of 67 Borton: You signed before you completed. So, this will be seven minutes. This will be quick. I'm here -- I'm doing this on behalf of the HR and this is something you guys have done in previous years and I understand, but -- De Weerd: They have been asked to do. Bird: Yes. Borton: Well, it's being done. So, this is exciting stuff. ICRMP, obviously, insures the city, does a fantastic job and they also -- as fantastic as they are, provide a discount for completing certain training. Each department is required to do it, including ourselves. Required is the operative word. And we are provided a rebate, so to speak, for doing so. It's just under 15,000 dollars. So, your good efforts over the next four minutes save taxpayer dollars to the tune of just about 15,000 dollars. So, you got to do six things. It sounds like a lot, but it's really not. Two of them we are going to do today. Okay? There is six things. There is two online reviews -- and I'm going to pass out some info here in a sec. Online reviews. You're going to review personnel policy and review vehicle use policy for the city. You're going to read it and review it, check some boxes that you've done so. Those two tasks are done. Two other tasks we are going to do today in the next four minutes. They are driver safety. Wildly exciting and we are going to get credit for doing it. You're going to learn about driving safe. I will teach you. And the last two things are online courses, again, the information I pass out will tell you about them. One speaks to the golden rule at work and the other is called: Driving. Just Slow Down. So, that will be a doozy, too. And the information you're going to have will show you how to do that. So, there is your -- pass these down. I will be your Troy McClure to talk to you about safe driving. De Weerd: And that's great before a severe weather storm coming in. Borton: That's right. De Weerd: So, very well timed. Borton: So, the deadline to do these six tasks, again, is the end of this month. So, turn to the first page. The first page we have checked the items that are being done. The two circles we are doing today in the next couple of minutes, the four checks are the two online reviews of policy and the two online courses. Super simple and easy and quick to do them. And you will see what some of the other departments are doing. And this isn't just us, all departments are doing it and it's -- it's really important, all kidding aside, that -- that we participate in full. You know, you can lead by example and show that this is important, not only for the financial savings, but to be -- to be safe and to understand our city policies and make sure we all abide by them that all employees, including ourselves, must do so. So, those are the checks of what's -- what we are going to cover. The next page is for the two online courses -- that are on that first page. The second page shows you Meridian City Council Workshop December 13, 2016 Page 60 of 67 how you log on. Really straight -- straight forward. And you will find the -- the online review and the online courses here. If you haven't logged in before -- I don't think a lot of us have -- the bottom of the second page has new user to the program. Really straightforward instructions to log in and complete those classes. Again, the online reviews are quick and the classes are pretty quick, too. About 15 minutes. Okay. HR also did indicate that they will help do any and all of it with you, for you, meaning you can go and sit in their office, schedule an appointment, sit down at one of their desktops and they will watch you through the whole thing and they will talk to you about any questions you might have. So, should be self- explanatory, but do call Crystal and go see her in December -- it has to be in December to get this done. Okay. The next two pages -- the last two pages are your -- your two instructional portions for the evening. Okay. Defensive driving and intersections. So, safe driving and you. I'm going to review these things, ask you a couple of questions. It would be dandy if somebody would -- would answer a question when I asked it, it makes it a little more engaging. So, defensive driving. Right. Most accidents are caused by driver error and we all need to ensure we drive defensively. So, how are we going to do that? This paper tells you how. In no particular order -- actually, it is in order. What you're supposed to do when you're driving safe tomorrow when it's snowy; right? This is scan, make sure you know what's going on in front of you. Look ahead. Look to the sides. This is good to review with your kids, too. Any family members as well. Look left, right as you approach any place where there is other cars. I like to tell people assume that the other car or the driver might be a ding dong, might not be paying attention, don't trust that they are driving safe. So, you drive defensively. Check the traffic behind you frequently, several times a minute. Check for blind spots. Scan the road ahead for potential hazards. Always important when it's winter conditions and when it's late leaving a city council meeting like we are tonight. Predict. After spotting a potential hazard try to predict what will happen and assume the worst. So, play it safe. And at that point you decide what to do. The key to defensive driving is making a sound decision ahead of time, rather than reacting to danger at the last second, all right, and, then, execute the final steps. Execute a decision in a smooth, predictable manner. Okay? Pretty crystal clear on how to drive defensively. Very important that you do to protect your safety. So, the question -- anyone here had a close call in driving? Council Woman Milam, you have had a close call driving? Milam: Several of them. Borton: Defensive driving help you avoid disaster in that close call? Milam: Absolutely. Borton: Good. How about Ms. Holman? Holman: Yes. Meridian City Council Workshop December 13, 2016 Page 61 of 67 Borton: Yes? Okay. Anyone else? De Weerd: Yes. Bird: Yes, we've all had. Borton: Anyone here consider tailgating acceptable? De Weerd: No. Borton: Warren? Tailgating? Is that good? Milam: Only when they are going too slow. Borton: No. Tailgating is unsafe. Unsafe. How about this? Do you think driving feels safer, less safe, or about the same safe -- same safe -- about as safe as you did five years ago? Madam Mayor? About the same? A little more? A little worse? De Weerd: Can you ask the question again? Borton: Do you think driving -- do you feel safer now driving, a little more safe, a little less safe? De Weerd: A little less safe. Borton: A little less safe. De Weerd: There is more traffic. Borton: Well, the good thing about that feeling is you can alleviate it today by driving more defensively. De Weerd: I am a defensive driver. Borton: Using these tools -- being a defensive driver ICRMP has provided us these tools in how to drive more defensively. Any questions about any of these tools? Bird: Just saying they have got some real good things on here. Borton: They do. There is no exceptions. You don't turn the switch on and off. You always drive defensively. Bird: If you have got -- if you have someone stopping in front of you -- Borton: That's right. Meridian City Council Workshop December 13, 2016 Page 62 of 67 Bird: -- get your brakes on, the first thing you do is look in the rearview mirror to make sure somebody isn't coming after you, so you got a way of escape. Borton: There you go. That should be on the list. Bird: But driving safe or less are about the same as five years, I think a lot of us -- you guys know so much as -- as myself, as we get older we -- our dexterity and our stuff isn't quite as like -- Milam: Reflexes. Bird: -- like it was at 20 years old. Milam: Well, the texting and driving makes -- Bird: Texting -- I don't do that. Borton: That's right. De Weerd: That's why you have to drive defensively. Borton: That's right. De Weerd: Because it's the other drivers sometimes that you have to be -- Bird: Their cell phones in their ear. De Weerd: -- most aware of. Borton: Well, assume the worst, assume the other party is not paying attention. De Weerd: Did we pass? Bird: We got one left. Borton: You did. Oh. We are not done with the class. We are done with defensive driving. De Weerd: So, we passed -- Borton: Oh, yeah. De Weerd: -- defensive driving. Borton: Yes, but -- Meridian City Council Workshop December 13, 2016 Page 63 of 67 De Weerd: Awesome. Borton: -- what do you always think about when you're driving defensively? Intersections; right? Well, that's the next topic. Let's talk about intersections and you. One of the more unsafe parts of driving, with different crossings and entering movements by both drivers and pedestrians. An intersection is one of the most complex traffic situations that motorists encounter, including Eagle Road. Dangers are compounded when we add the element of speed -- of speeding motorists who disregard traffic controls. Motorist who aren't driving defensively. So, red light running is one of the most serious safety hazards in an intersection. Did you know, Councilman Bird, that the Insurance Institute for Highway Safety reports that half of the people killed in red light running crashes are not the signal violators, they are the drivers and pedestrians hit by red light runners. Another example of why you drive defensively. Keep your head up. Keep your eyes out for -- for those around you. There are three driving focuses at intersections that we all are going to take from this training here today, compliments of ICRMP. One slow down before entering an intersection and look left -right-left. Don't enter -- enter into an intersection that has not been visually cleared. Critical. Number two, try to avoid entering an intersection within the first three seconds of a light change. That's the time in which a majority of collisions occur. Folks that are not paying attention, trying to run a yellow and don't make it, invariably go banging through an intersection, probably speeding to try and get through it and they crash into you. So, the final focus for intersections, look left -right-left, be sure no one is running the red light, the and road is clear of pedestrians . That's really important at nighttime. It's really important as we encourage -- whether it's safe routes to school and using bikes more around our time -- around our town, that we have the opportunity to encounter those risks. So, I don't know about you, but, Councilman Palmer, have you or someone you know had a close call at an intersection? Palmer: Yes. Borton: Did you drive defensively and avoid collision at that intersection? Palmer: Yes, I did. Borton: Chief Lavey, have you ever driven through a red light on purpose or on an accident? Lavey: Yes. Borton: Have you seen others do it, too? It happens, doesn't it? Lavey: Yes. Borton: So, you always have to be defensive, keep your head on a swivel and look out for folks like Chief Lavey, who may be running a red light. Meridian City Council Workshop December 13, 2016 Page 64 of 67 De Weerd: Well, he has his -- his lights flashing. Lavey: You didn't ask me if I could legally do it, though. Borton: Oh, God, you're good. Good. Good point. Bird: I have rode with him enough. He's ran through a lot of them. Borton: Well done. But you have seen other -- Chief Lavey, all joking aside, though, you have seen other citizens in our community run red lights, not paying attention or otherwise. Even if by accident. Haven't you? Lavey: Does this morning count? Borton: Any morning. It wasn't me, was it? Lavey: No, it wasn’t you. Borton: Okay. Lavey: This time. Borton: Well, it happens. So, drive defensively left-right-left. Keep your eyes out. And, finally, Council Woman Little Roberts, what I would like you to do , in your own free time, is create a list of things a safe driver should do as you approach an intersection and think of those. Okay? And use these tools from today's training that ICRMP has provided -- you have all signed before you started your acknowledgment of completing this course, which you have now done so. So, the last -- you have done two of the six, leaving those four things -- are the four checks on that first page. Bird: I only got three checks. Borton: Well, look down on the bottom left, you will see number four is -- Bird: You need to complete. Oh, I see on -- Borton: Yeah. Yeah. So, there is two online courses and they are good -- they are great courses. It's great information. It's really important that we not only know our policies for the city and abide by them -- Bird: Sure. Borton: -- we expect it of it of all our direct -- all the departments are doing it, all of them are required to report back to HR to insure compliance, so let's have the Meridian City Council Workshop December 13, 2016 Page 65 of 67 Mayor and Council be the -- the first crew that gets it all done. So, again, HR will help you with anything you need. The log in instruction is here. You can do it on your own. Do use your city address on your log in. Don't do it from a personal address. Okay? And, again, any follow up questions on how to do so ask HR. De Weerd: Good job. Borton: Thanks to ICRMP, again, for insuring us and providing us with that discount. It saves a lot of money. De Weerd: So, you can use one of the city computers -- Borton: Yes. De Weerd: -- and Crystal can get you set up in HR to -- to do the -- the four things and -- Milam: We can do it from home; right? Borton: You can do it from home. Milam: Okay. Borton: You have to log in -- De Weerd: If you know how. Milam: Using our city e-mail address. Borton: Correct. Milam: And how do we let Crystal know that we completed everything? Borton: She knows. Milam: Oh, she will know. So, I don't need -- all I do is just do this stuff. Borton: Yeah. They get a report I believe -- they get a report of who has done it. Nary: Yes. As you complete each section it acknowledges that there is a finish command and that will acknowledge that you have completed it and, then, it all goes back to HR to know who has completed the courses. Milam: Thank you. Good class. Meridian City Council Workshop December 13, 2016 Page 66 of 67 Borton: Yeah. We have got to have a good -- we have got to have a certain percentage of compliance in order to get the benefit. So, if we blow it off, we -- we not only lose and opportunity to learn about great policy and be safe, we also lose the opportunity to save a lot of money. So, get it done. December 31st. Hard deadline for us. Item 8: Future Meeting Topics De Weerd: Thank you, Councilman Borton. Good job. Future meeting topics. Upcoming events. In ten minutes you can start the Scentsy Points of Light holiday concert. Homecourt grand reopening next Tuesday, December 20th, from 1:30 to 3:00. 2:00 o'clock is the ribbon cutting and 2:15 the basketball -- celebrity basketball game begins. We would love to see many players from this dais, including our basketball camp at the very end there. Coles: Madam Mayor, I will actually be I believe announcing the game, so deploying my vocal skills, not my athletics. De Weerd: Well, I think you can do that from the -- on the court. I think it would make it more interesting. Coles: I will just use a lapel mike and do that as -- like a Globetrotter. Bird: Meadow Lark Lemons did that all the time. De Weerd: So, we are still recruiting. I know that Kaycee would really appreciate -- even if you want to be a bench sitter, that you will come and -- and maybe dribble. That's not down your chin, it's on the court. Retirements. Peggy is having -- well, we are having a get together for Peggy next Tuesday, the 20th, from 4:00 to 5:30 in Conference Room A and B. Peggy is a long-term employee. We would love to see you. As is -- and she's half of what John Overton has done and his is next Thursday, the 22nd, from 3:00 to 4:30 in Council Chambers. Right here. So, would love to see you there. Bird: Next Tuesday after Council is our dinner. De Weerd: And, remember, we have dinner next week after Council. So, with that said, if there is nothing further, I would entertain a motion to adjourn. Bird: So moved. Milam: Second. De Weerd: All those in favor say aye. All ayes. MOTION CARRIED: FOUR AYES. ONE ABSENT. Meridian City Council Workshop December 13, 2016 Page 67 of 67 MEETING ADJOURNED AT 6:19 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 03 X/7 MAYOR TAM e WE D DATE APPROVED ATTES 4,,Z -4x. C. JAY COES, CITY CLERK O�pORA �G X0 t-5 � I� w I St gL�°i Meridian City Council Meeting DATE: ITEM NUMBER: 4A PROJECT NUMBER: ITEM TITLE: Pet Care Clinic Dog Licensing Designee Agreement between Pet Care Clinic and City of Meridian MEETING NOTES C✓i APPROIED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS DOG LICENSING DESIGNEE AGREEMENT This DOG LICENSING DESIGNEE AGREEMENT is made this A -D day of ooj)pw b&<— , 20 jam, 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 Idaho Avenue, Meridian, Idaho 83642, and Pet Care Clinic, hereinafter referred to as "Licensing Designee," whose business address is 1151 E. Fairview Avenue, Meridian, Idaho 83642. A. Purpose of Agreement: The purpose of this Agreement is to set forth the rights and obligations of City and of Licensing Designee with reference to Licensing Designee's issuance of dog licenses on City's behalf. By entering into this agreement, both parties seek to: 1) encourage and facilitate the licensing of all dogs within the City of Meridian; and 2) implement the provisions of Meridian City Code section 6-2-3(D). B. Time of Performance: This agreement shall be effective from January 1, 2017 to December 31, 2017. C. Designation of authority: City hereby authorizes and empowers Licensing Designee to issue dog licenses on behalf of City in accordance with all applicable provisions of Meridian City Code. D. Responsibilities of Licensing Designee: 1. Issuance of dog licenses: Licensing Designee shall issue dog licenses only after verification of compliance with all provisions of Meridian City Code section 6-2-3(A)(2), including, but not limited to: a. Verification that the owner of any dog to be licensed is eligible for the license fee sought to be paid, i. e., whether dog to be licensed is neutered or spayed; whether dog owner/user is visually or hearing impaired or disabled; whether dog owner is training such dog as seeing eye, hearing ear, or guide dog; and/or whether replacement license tag will indeed replace validly issued, lost tag. b. Collection of appropriate license fee. 2. Rabies education. Licensing Designee shall provide to each dog owner to whom a dog license is issued written information regarding the importance of vaccinating dogs against rabies, as prepared and provided by City. 2017 DOG LICENSING DESIGNEE AGREEMENT • PAGE I OF 5 3. Official log: Licensing Designee shall keep an official, monthly, written log of all dog licenses issued by Licensing Designee on the form provided by City, and shall keep such written log complete and current at all times. 4. Administrative fee: City hereby authorizes Licensing Designee to collect and keep an administrative fee of fifty percent (50%) of the amount of each dog license fee collected on City's behalf. 5. Monthly submission to City Clerk: At the end of each month during the term of this Agreement, Licensing Designee shall submit to the Meridian City Clerk: a. All dog license fees collected by Licensing Designee on City's behalf, and b. A true and correct copy of the Licensing Designee's monthly log, completed in full. Such fees and log shall be submitted to the Meridian City Clerk no later than the tenth (10th) day of the month following the month for which the fees were collected and the monthly log completed. 6. Remission of discrepancy: If, following the Meridian City Clerk's review and accounting of Licensing Designee's issuance of dog licenses, the Meridian City Clerk notifies Licensing Designee of a discrepancy in fees collected and data reported by Licensing Designee in the log or quantity of unissued tags, Licensing Designee shall remit to City funds in the amount of such discrepancy. Licensing Designee's obligation to remit to City funds in an amount corresponding to the number and type of dog licenses issued and the number of unissued dog license tags returned to City shall not be excused for any reason, regardless of Licensing Designee's assertion of loss, theft, misplacement, mistake, or mismanagement of fees, tags, and/or data. E. Responsibilities of City: 1. Provision of dog license tags: City shall provide dog license tags to Licensing Designee. 2. Monthly accounting: In the event of a discrepancy between the log, fees remitted, and/or unissued tags, the Meridian City Clerk shall notify Licensing Designee in writing and Licensing Designee shall remit to City funds in the amount of the discrepancy. 3. Annual accounting: The Meridian City Clerk shall conduct an annual audit to determine that the fees remitted correspond to the number and type of dog license tags issued by the designee according to the designee's logs. In the event of a discrepancy between the logs, fees remitted, and/or unissued tags, the Meridian City Clerk shall notify Licensing Designee in writing and Licensing Designee shall remit to City funds in the amount of the discrepancy. 2017 DOG LICENSING DESIGNEE AGREEMENT w PAGE 2 OF 5 F. Independent Contractor: In all matters pertaining to this agreement, Licensing Designee shall be acting as an independent contractor, and neither Licensing Designee, nor any officer, employee or agent of Licensing Designee, will be deemed an employee of City. The selection and designation of the personnel of City in the performance of this agreement shall be made by City. G. Hold Harmless: In all matters pertaining to this Agreement, Licensing Designee shall save and hold harmless City from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and/or losses and expenses caused or incurred by Licensing Designee, its servants, agents, employees, guests, and business invitees in the course of implementing the terms of this Agreement, and not caused by or arising out of the tortious conduct of City or its employees. H. 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, addressed to City as follows: City Clerk, City of Meridian, 33 E. Idaho Avenue, Meridian, Idaho 83642, or to Licensing Designee as follows: Pet Care Clinic, 1151 E. Fairview Avenue, Meridian, Idaho 83642 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. I. 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. J. Assignment: It is expressly agreed and understood by the parties hereto, that Licensing Designee shall not have the right to assign, transfer, hypothecate, subcontract, or sell any of its rights or responsibilities under this Agreement except upon the prior express written consent of City. K. Discrimination Prohibited: In performing the Services set forth herein, Licensing Designee shall not discriminate against any person on the basis of race, color, religion, sexual orientation or gender identity, national origin or ancestry, age or disability. L. Reports and Information: 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. M. Audits and Inspections: At any time during business hours and as often as the City may deem necessary, there shall be made available to the City for examination all of Licensing Designee's records with respect to all matters covered by this Agreement. 2017 DOG LICENSING DESIGNEE AGREEMENT w PAGE 3 OF 5 N. Compliance with Laws: In performing the scope of services required hereunder, Licensing Designee shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. O. Changes: Proposed changes to any portion of this Agreement shall be submitted in writing. The party to whom the change is proposed shall have thirty (30) days to accept or reject the proposed change. Changes which are mutually agreed upon by and between the City and Licensing Designee shall be incorporated into this Agreement by written amendment signed by both parties. P. Termination: 1. Written notice: If, through any cause, Licensing Designee, 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 Meridian 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 Licensing Designee at least fifteen (15) calendar days written notice. Licensing Designee may terminate this agreement at any time by giving at least fifteen (15) calendar days written notice to City. 2. Remittance to City: In the event of any termination of this Agreement, all finished or documents, data, and reports prepared by Licensing Designee pursuant to Meridian City Code and/or under this Agreement, completed or incomplete, shall, at the option of the City, become its property, and Licensing Designee shall remit to City all licensing fees collected by Licensing Designee on City's behalf and all unissued dog license tags. Upon such remittance following termination, the Meridian City Cleric shall conduct an accounting(s) as set forth in sections E(2) and E(3) of this Agreement, and Licensing Designee shall remit to City funds in the amount of the discrepancy. Licensing Designee shall not thereby be relieved of liability to the City for damages sustained by the City by virtue of any breach of this Agreement by Licensing Designee. This provision shall survive the termination of this agreement and shall not relieve Licensing Designee of its liability to the City for damages. Q. 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 the remainder of the Agreement is reasonably capable of completion. R. Entire agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral or written, whether previous to the execution hereof or contemporaneous herewith. 2017 DOG LICENSING DESIGNEE AGREEMENT • PAGE 4 OF 5 S. 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. T. Approval required: This Agreement shall not become effective or binding until approved by City. LICENSING DESIGNEE: PET CARE CLINIC . 4 /L ✓ �, Designee's Si ature BY: 64 Print Name— CITY OF BY: Tammy��erd, Mayor o�QORATEOgGCG Attest: C.Ja�-Coles, 0-ity Clerk 2017 DOG LICENSING DESIGNEE AGREEMENT m PAGE 5 OF 5 Meridian City Council Meeting DATE: ITEM NUMBER: 4B PROJECT NUMBER: ITEM TITLE: The Pet Doctor Dog Licensing Designee Agreement between The Pet Doctor and City of Meridian MEETING NOTES C✓i APPROVED 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 DOG LICENSING DESIGNEE AGREEMENT This DOG LICENSING DESIGNEE AGREEMENT is made this " day of 20 I , 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 Idaho Avenue, Meridian, Idaho 83642, and The Pet Doctor, hereinafter referred to as "Licensing Designee," whose business address is 8904 W. Ardene Street, Boise, ID 83709• A. Purpose of Agreement: The purpose of this Agreement is to set forth the rights and obligations of City and of Licensing Designee with reference to Licensing Designee's issuance of dog licenses on City's behalf. By entering into this agreement, both parties seek to: 1) encourage and facilitate the licensing of all dogs within the City of Meridian; and 2) implement the provisions of Meridian Cite Code section 6-2-3(D). B. Time of Performance: This agreement shall be effective from January 1, 2017 to December 31, 2017. C. Designation of authority: City hereby authorizes and empowers licensing Designee to issue clog licenses on behalf of City in accordance with all applicable provisions of Meridian City Code. D. Responsibilities of Licensing Designee: I. Issuance of dog licenses: Licensing Designee shall issue dog licenses only after verification of compliance with all provisions of Meridian City Code section 6-2�3(A)(2), including, but not limited to: a. Verification that the owner of any dog to be licensed is eligible for the license fee sought to be paid, i.e., whether dog to be licensed is neutered or spayed; whether dog owner/user is visually or hearing impaired or disabled; whether dog owner is training such dog as seeing eye, hearing ear, or guide dog; and/or whether replacement license tag will indeed replace validly issued, lost tag. b. Collection of appropriate license fee. 2. Rabies education. Licensing Designee shall provide to each dog owner to whom a dog license is issued Nwritten information regarding the importance of vaccinating dogs against rabies, as prepared and provided by City. 2017 DL:, LICENSING DESIGNEE AGRELNIFNT s PAGE 1 OF -5 2017 DOG LICENSING DESIGNEE AGREEMENT PAGE 2 OF 5 3. Official log: Licensing Designee shall keep an official, monthly, written log of all dog licenses issued by Licensing Designee on the form provided by City, and shall keep such written log complete and current at all times. 4. Administrative fee: City hereby authorizes Licensing Designee to collect and keep an administrative fee of fifty percent (50%) of the amount of each dog license fee collected on City’s behalf. 5. Monthly submission to City Clerk: At the end of each month during the term of this Agreement, Licensing Designee shall submit to the Meridian City Clerk: a. All dog license fees collected by Licensing Designee on City’s behalf; and b. A true and correct copy of the Licensing Designee’s monthly log, completed in full. Such fees and log shall be submitted to the Meridian City Clerk no later than the tenth (10th) day of the month following the month for which the fees were collected and the monthly log completed. 6. Remission of discrepancy: If, following the Meridian City Clerk’s review and accounting of Licensing Designee’s issuance of dog licenses, the Meridian City Clerk notifies Licensing Designee of a discrepancy in fees collected and data reported by Licensing Designee in the log or quantity of unissued tags, Licensing Designee shall remit to City funds in the amount of such discrepancy. Licensing Designee’s obligation to remit to City funds in an amount corresponding to the number and type of dog licenses issued and the number of unissued dog license tags returned to City shall not be excused for any reason, regardless of Licensing Designee’s assertion of loss, theft, misplacement, mistake, or mismanagement of fees, tags, and/or data. E. Responsibilities of City: 1. Provision of dog license tags: City shall provide dog license tags to Licensing Designee. 2. Monthly accounting: In the event of a discrepancy between the log, fees remitted, and/or unissued tags, the Meridian City Clerk shall notify Licensing Designee in writing and Licensing Designee shall remit to City funds in the amount of the discrepancy. 3. Annual accounting: The Meridian City Clerk shall conduct an annual audit to determine that the fees remitted correspond to the number and type of dog license tags issued by the designee according to the designee’s logs. In the event of a discrepancy between the logs, fees remitted, and/or unissued tags, the Meridian City Clerk shall notify Licensing Designee in writing and Licensing Designee shall remit to City funds in the amount of the discrepancy. 2017 DOG LICENSING DESIGNEE AGREEMENT PAGE 3 OF 5 F. Independent Contractor: In all matters pertaining to this agreement, Licensing Designee shall be acting as an independent contractor, and neither Licensing Designee, nor any officer, employee or agent of Licensing Designee, will be deemed an employee of City. The selection and designation of the personnel of City in the performance of this agreement shall be made by City. G. Hold Harmless: In all matters pertaining to this Agreement, Licensing Designee shall save and hold harmless City from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and/or losses and expenses caused or incurred by Licensing Designee, its servants, agents, employees, guests, and business invitees in the course of implementing the terms of this Agreement, and not caused by or arising out of the tortious conduct of City or its employees. H. 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, addressed to City as follows: City Clerk, City of Meridian, 33 E. Idaho Avenue, Meridian, Idaho 83642, or to Licensing Designee as follows: The Pet Doctor, 8904 W. Ardene Street, Boise, ID 83709 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. I. 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. J. Assignment: It is expressly agreed and understood by the parties hereto, that Licensing Designee shall not have the right to assign, transfer, hypothecate, subcontract, or sell any of its rights or responsibilities under this Agreement except upon the prior express written consent of City. K. Discrimination Prohibited: In performing the Services set forth herein, Licensing Designee shall not discriminate against any person on the basis of race, color, religion, sexual orientation or gender identity, national origin or ancestry, age or disability. L. Reports and Information: 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. M. Audits and Inspections: At any time during business hours and as often as the City may deem necessary, there shall be made available to the City for examination all of Licensing Designee’s records with respect to all matters covered by this Agreement. 2017 DOG LICENSING DESIGNEE AGREEMENT PAGE 4 OF 5 N. Compliance with Laws: In performing the scope of services required hereunder, Licensing Designee shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. O. Changes: Proposed changes to any portion of this Agreement shall be submitted in writing. The party to whom the change is proposed shall have thirty (30) days to accept or reject the proposed change. Changes which are mutually agreed upon by and between the City and Licensing Designee shall be incorporated into this Agreement by written amendment signed by both parties. P. Termination: 1. Written notice: If, through any cause, Licensing Designee, 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 Meridian 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 Licensing Designee at least fifteen (15) calendar days written notice. Licensing Designee may terminate this agreement at any time by giving at least fifteen (15) calendar days written notice to City. 2. Remittance to City: In the event of any termination of this Agreement, all finished or documents, data, and reports prepared by Licensing Designee pursuant to Meridian City Code and/or under this Agreement, completed or incomplete, shall, at the option of the City, become its property, and Licensing Designee shall remit to City all licensing fees collected by Licensing Designee on City’s behalf and all unissued dog license tags. Upon such remittance following termination, the Meridian City Clerk shall conduct an accounting(s) as set forth in sections E(2) and E(3) of this Agreement, and Licensing Designee shall remit to City funds in the amount of the discrepancy. Licensing Designee shall not thereby be relieved of liability to the City for damages sustained by the City by virtue of any breach of this Agreement by Licensing Designee. This provision shall survive the termination of this agreement and shall not relieve Licensing Designee of its liability to the City for damages. Q. 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 the remainder of the Agreement is reasonably capable of completion. R. Entire agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral or written, whether previous to the execution hereof or contemporaneous herewith. S. Applicable laly: This Agreement shall be governed by and construed and enforced in accordance with the la,,vs of the State of Idaho, and the ordinances of the City of Meridian. T. Approval required: This Agreement shall not become effective or binding until approved by City. LICENSING DESIGNEE: THE PET DOCTOR CITY OF Tammy cerd, Mayor Attest: C.Jay Voles, ity Clerk 201 7 DCG LIUNSING DESIGNEE AGREEMENT ® PAOF 5 OF 5 C v f c � ID W PIAN SEAL 4 / Meridian City Council Meeting DATE: ITEM NUMBER: 4C PROJECT NUMBER: ITEM TITLE: Idaho Humane Society Dog Licensing Designee Agreement between the Idaho Humane Society and City of Meridian MEETING NOTES uy APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ERIDIANq, DOG LICENSING DESIGNEE AGREEMENT This DOG LICENSING DESIGNEE AGREEMENT is made this day of `1SQ , 20 I(a, 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 Idaho Avenue, Meridian, Idaho 83642, and the Idaho Humane Society, hereinafter referred to as "Licensing Designee," whose business address is 4775 Dorman Street, Boise, Idaho 83705. A. Purpose of Agreement: The purpose of this Agreement is to set forth the rights and obligations of City and of Licensing Designee with reference to Licensing Designee's issuance of dog licenses on City's behalf.. By entering into this agreement, both parties seek to: l) encourage and facilitate the licensing of all dogs within the City of Meridian; and 2) implement the provisions of Meridian City Code section 6-2-3(D). B. Time of Performance: This agreement shall be effective from January 1, 2017 to December 31, 2017. C. Designation of authority: City hereby authorizes and empowers Licensing Designee to issue dog licenses on behalf of City in accordance with all applicable provisions of Meridian City Code. D. Responsibilities of Licensing Designee: 1. Issuance of dog licenses: Licensing Designee shall issue dog licenses only after verification of compliance with all provisions of Meridian City Code section 6-2-3(A)(2), including, but not limited to: a. Verification that the owner of any dog to be licensed is eligible for the license fee sought to be paid, i.e., whether dog to be licensed is neutered or spayed; whether dog owner/user is visually or hearing impaired or disabled; whether dog owner is training such dog as seeing eye, hearing ear, or guide dog; and/or whether replacement license tag will indeed replace validly issued, lost tag. b. Collection of appropriate license fee. 2. Rabies education. Licensing Designee shall provide to each dog owner to whom a dog license is issued written information regarding the importance of vaccinating dogs against rabies, as prepared and provided by City. 2017 DOG LICENSING DESIGNEE AGREEMENT e PAGE 1 OF 5 3. Official log: Licensing Designee shall keep an official, monthly, written log of all dog licenses issued by Licensing Designee on the form provided by City, and shall keep such written log complete and current at all times. 4. Administrative fee: City hereby authorizes Licensing Designee to collect and keep an administrative fee of fifty percent (50%) of the amount of each dog license fee collected on City's behalf. 5. Monthly submission to City Clerk: At the end of each month during the term of this Agreement, Licensing Designee shall submit to the Meridian City Clerk: a. All dog license fees collected by Licensing Designee on City's behalf; and b. A true and correct copy of the Licensing Designee's monthly log, completed in full. Such fees and log shall be submitted to the Meridian City Clerk no later than the tenth (10th) day of the month following the month for which the fees were collected and the monthly log completed. 6. Remission of discrepancy: If, following the Meridian City Clerk's review and accounting of Licensing Designee's issuance of dog licenses, the Meridian City Cleric notifies Licensing Designee of a discrepancy in fees collected and data reported by Licensing Designee in the log or quantity of unissued tags, Licensing Designee shall remit to City funds in the amount of such discrepancy. Licensing Designee's obligation to remit to City funds in an amount corresponding to the number and type of dog licenses issued and the number of unissued dog license tags returned to City shall not be excused for any reason, regardless of Licensing Designee's assertion of loss, theft, misplacement, mistake, or mismanagement of fees, tags, and/or data. E. Responsibilities of City - 1. Provision of dog license tags: City shall provide dog license tags to Licensing Designee. 2. Monthly accounting: In the event of a discrepancy between the log, fees remitted, and/or unissued tags, the Meridian City Cleric shall notify Licensing Designee in writing and Licensing Designee shall remit to City funds in the amount of the discrepancy. 3. Annual accounting: The Meridian City Clerk shall conduct an annual audit to determine that the fees remitted correspond to the number and type of dog license tags issued by the designee according to the designee's logs. In the event of a discrepancy between the logs, fees remitted, and/or unissued tags, the Meridian City Clerk shall notify Licensing Designee in writing and Licensing Designee shall remit to City fiends in the amount of the discrepancy. 2017 DOG LICENSING DESIGNEE AGREEMENT 0 PAGE 2 OF 5 F. Independent Contractor: In all matters pertaining to this agreement, Licensing Designee shall be acting as an independent contractor, and neither Licensing Designee, nor any officer, employee or agent of Licensing Designee, will be deemed an employee of City. The selection and designation of the personnel of City in the performance of this agreement shall be made by City. G. Hold Harmless: In all matters pertaining to this Agreement, Licensing Designee shall save and hold harmless City from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and/or losses and expenses caused or incurred by Licensing Designee, its servants, agents, employees, guests, and business invitees in the course of implementing the terms of this Agreement, and not caused by or arising out of the tortious conduct of City or its employees. H. 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, addressed to City as follows: City Clerk, City of Meridian, 33 E. Idaho Avenue, Meridian, Idaho 83642, or to Licensing Designee as follows: Idaho Humane Society, 4775 Dorman Street, Boise, Idaho 83705 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. I. 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. J. Assignment: It is expressly agreed and understood by the parties hereto, that Licensing Designee shall not have the right to assign, transfer, hypothecate, subcontract, or sell any of its rights or responsibilities under this Agreement except upon the prior express written consent of City. K. Discrimination Prohibited: In performing the Services set forth herein, Licensing Designee shall not discriminate against any person on the basis of race, color, religion, sexual orientation or gender identity, national origin or ancestry, age or disability. L. Reports and Information: 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. M. Audits and Inspections: At any time during business hours and as often as the City may deem necessary, there shall be made available to the City for examination all of Licensing Designee's records with respect to all matters covered by this Agreement. 2017 DOG LICENSING DESIGNEE AGREEMENT N PAGE 3 or 5 N. Compliance with Laws: In performing the scope of services required hereunder, Licensing Designee shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. O. Changes: Proposed changes to any portion of this Agreement shall be submitted in writing. The party to whom the change is proposed shall have thirty (30) days to accept or reject the proposed change. Changes which are mutually agreed upon by and between the City and Licensing Designee shall be incorporated into this Agreement by written amendment signed by both parties. P. Termination: 1. Written notice: If, through any cause, Licensing Designee, 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 Meridian 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 Licensing Designee at least fifteen (15) calendar days written notice. Licensing Designee may terminate this agreement at any time by giving at least fifteen (15) calendar days written notice to City. 2. Remittance to City: In the event of any termination of this Agreement, all finished or documents, data, and reports prepared by Licensing Designee pursuant to Meridian City Code and/or under this Agreement, completed or incomplete, shall, at the option of the City, become its property, and Licensing Designee shall remit to City all licensing fees collected by Licensing Designee on City's behalf and all unissued dog license tags. Upon such remittance following termination, the Meridian City Clerk shall conduct an accounting(s) as set forth in sections E(2) and E(3) of this Agreement, and Licensing Designee shall remit to City funds in the arnount of the discrepancy. Licensing Designee shall not thereby be relieved of liability to the City for damages sustained by the City by virtue of any breach of this Agreement by Licensing Designee. This provision shall survive the termination of this agreement and shall not relieve Licensing Designee of its liability to the City for damages. Q. 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 the remainder of the Agreement is reasonably capable of completion. R. Entire agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral or written, whether previous to the execution hereof or contemporaneous herewith. 20 P7 DOG LICENSING DESIGNEE AGREEMENT 0 PAGE 4 oP 5 S. Applicable lav: 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. T. Approval required: This Agreement shall not become effective or binding until approved by City. LICENSING DESIGNEE: IDAHO HUMANE SOCIETY CITY OF IDIAN pORATEFO BY: oo� Gc Tammy de rd, Mayor Attest: _ I� W A C.J Coies, ity Cleric °frh° REASUR 2017 DOG LICENSING DESIGNEE AGREEMENT 0 PAGE 5 OF 5 Meridian City Council Meeting DATE: ITEM NUMBER: 4D PROJECT NUMBER: ITEM TITLE: Meridian Veterinary Hospital Dog Licensing Designee Agreement between Meridian Veterinary Hospital and City of Meridian MEETING NOTES 9 APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CifEFIDIAN --- DOG LICENSING DESIGNEE AGREEMENT This DOG LICENSING DESIGNEE AGREEMENT is made this % day of 20 �G, 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 Idaho Avenue, Meridian, Idaho 83642, and Meridian Veterinary Hospital, hereinafter referred to as "Licensing Designee," whose business address is 421 W Franklin Road, Meridian, Idaho 83642. A. Purpose of Agreement: The purpose of this Agreement is to set forth the rights and obligations of City and of Licensing Designee with reference to Licensing Designee's issuance of dog licenses on City's behalf. By entering into this agreement, both parties seek to: 1) encourage and facilitate the licensing of all dogs within the City of Meridian; and 2) implement the provisions of Meridian City Code section 6-2-3(D). B. Time of Performance: This agreement shall be effective from January 1, 2017 to December 31, 2017. C. Designation of authority: City hereby authorizes and empowers Licensing Designee to issue dog licenses on behalf of City in accordance with all applicable provisions of Meridian City Code. D. Responsibilities of Licensing Designee: 1. Issuance of dog licenses: Licensing Designee shall issue dog licenses only after verification of compliance with all provisions of Meridian City Code section 6-2-3(A)(2), including, but not limited to: a. Verification that the owner of any dog to be licensed is eligible for the license fee sought to be paid, I. e., whether dog to be licensed is neutered or spayed; whether dog owner/user is visually or hearing impaired or disabled; whether dog owner is training such dog as seeing eye, hearing ear, or guide dog; and/or whether replacement license tag will indeed replace validly issued, lost tag. b. Collection of appropriate license fee. 2. Rabies education. Licensing Designee shall provide to each dog owner to whom a dog license is issued written information regarding the importance of vaccinating dogs against rabies, as prepared and provided by City. 2017 DOG LICENSING DESIGNEE AGREEMENT W PAGE 1 of 5 3. Official log: Licensing Designee shall keep an official, monthly, written log of all dog licenses issued by Licensing Designee on the form provided by City, and shall keep such written log complete and current at all times. 4. Administrative fee: City hereby authorizes Licensing Designee to collect and keep an administrative fee of fifty percent (50%) of the amount of each dog license fee collected on City's behalf. 5. Monthly submission to City Clerk: At the end of each month during the term of this Agreement, Licensing Designee shall submit to the Meridian City Clerk: a. All dog license fees collected by Licensing Designee on City's behalf; and b. A true and correct copy of the Licensing Designee's monthly log, completed in full. Such fees and log shall be submitted to the Meridian City Clerk no later than the tenth (10th) day of the month following the month for which the fees were collected and the monthly log completed. 6. Remission of discrepancy: If, following the Meridian City Clerk's review and accounting of Licensing Designee's issuance of dog licenses, the Meridian City Clerk notifies Licensing Designee of a discrepancy in fees collected and data reported by Licensing Designee in the log or quantity of unissued tags, Licensing Designee shall remit to City funds in the amount of such discrepancy. Licensing Designee's obligation to remit to City funds in an amount corresponding to the number and type of dog licenses issued and the number of unissued dog license tags returned to City shall not be excused for any reason, regardless of Licensing Designee's assertion of loss, theft, misplacement, mistake, or mismanagement of fees, tags, and/or data. E. Responsibilities of City: 1. Provision of dog license tags: City shall provide dog license tags to Licensing Designee. 2. Monthly accounting: In the event of a discrepancy between the log, fees remitted, and/or unissued tags, the Meridian City Clerk shall notify Licensing Designee in writing and Licensing Designee shall remit to City funds in the amount of the discrepancy. 3. Annual accounting: The Meridian City Clerk shall conduct an annual audit to determine that the fees remitted correspond to the number and type of dog license tags issued by the designee according to the designee's logs. In the event of a discrepancy between the logs, fees remitted, and/or unissued tags, the Meridian City Clerk shall notify Licensing Designee in writing and Licensing Designee shall remit to City funds in the amount of the discrepancy. 2017 DOG LICENSING DESIGNEE AGREEMENT 0 PAGE 2 of 5 F. Independent Contractor: In all matters pertaining to this agreement, Licensing Designee shall be acting as an independent contractor, and neither Licensing Designee, nor any officer, employee or agent of Licensing Designee, will be deemed an employee of City. The selection and designation of the personnel of City in the performance of this agreement shall be made by City. G. Hold Harmless: In all matters pertaining to this Agreement, Licensing Designee shall save and hold harmless City from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and/or losses and expenses caused or incurred by Licensing Designee, its servants, agents, employees, guests, and business invitees in the course of implementing the terms of this Agreement, and not caused by or arising out of the tortious conduct of City or its employees. H. 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, addressed to City as follows: City Clerk, City of Meridian, 33 E. Idaho Avenue, Meridian, Idaho 83642, or to Licensing Designee as follows: Meridian Veterinary Hospital, 421 W Franklin Road, Meridian, Idaho 83642 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. I. 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. J. Assignment: It is expressly agreed and understood by the parties hereto, that Licensing Designee shall not have the right to assign, transfer, hypothecate, subcontract, or sell any of its rights or responsibilities under this Agreement except upon the prior express written consent of City. K. Discrimination Prohibited: In performing the Services set forth herein, Licensing Designee shall not discriminate against any person on the basis of race, color, religion, sexual orientation or gender identity, national origin or ancestry, age or disability. L. Reports and Information: 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. M. Audits and Inspections: At any time during business hours and as often as the City may deem necessary, there shall be made available to the City for examination all of Licensing Designee's records with respect to all matters covered by this Agreement. 2017 DOG LICENSING DESIGNEE AGREEMENT • PAGE 3 OF 5 N. Compliance with Laws: In performing the scope of services required hereunder, Licensing Designee shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. O. Changes: Proposed changes to any portion of this Agreement shall be submitted in writing. The party to whom the change is proposed shall have thirty (30) days to accept or reject the proposed change. Changes which are mutually agreed upon by and between the City and Licensing Designee shall be incorporated into this Agreement by written amendment signed by both parties. P. Termination: 1. Written notice: If, through any cause, Licensing Designee, 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 Meridian 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 Licensing Designee at least fifteen (15) calendar days written notice. Licensing Designee may terminate this agreement at any time by giving at least fifteen (15) calendar days written notice to City. 2. Remittance to City: In the event of any termination of this Agreement, all finished or documents, data, and reports prepared by Licensing Designee pursuant to Meridian City Code and/or under this Agreement, completed or incomplete, shall, at the option of the City, become its property, and Licensing Designee shall remit to City all licensing fees collected by Licensing Designee on City's behalf and all unissued dog license tags. Upon such remittance following termination, the Meridian City Clerk shall conduct an accounting(s) as set forth in sections E(2) and E(3) of this Agreement, and Licensing Designee shall remit to City funds in the amount of the discrepancy. Licensing Designee shall not thereby be relieved of liability to the City for damages sustained by the City by virtue of any breach of this Agreement by Licensing Designee. This provision shall survive the termination of this agreement and shall not relieve Licensing Designee of its liability to the City for damages. Q. 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 the remainder of the Agreement is reasonably capable of completion. R. Entire agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral or written, whether previous to the execution hereof or contemporaneous herewith. 2017 DOG LICENSING DESIGNEE AGREEMENT 0 PAGE 4 OF 5 S. 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, T. Approval required: This Agreement shall not become effective or binding until approved by City, LICENSING DESIGNEE: MERIDIAN VETERINARY HO PITAL Pal- gnee' gnahuc BY: 5Co -r^- Print Name CITY OF Tammy de ee , Mayor GpgORATEDq& Attest: .� 011 C Clerk 2017 DOG LicENsiNG DESIGNFI; AGREEMENT ■ PAGE.5 OF 5 fip IDA W SL, I N AL �/ Meridian City Council Meeting DATE: ITEM NUMBER: 4E PROJECT NUMBER: ITEM TITLE: WineGlass Arts Professional Services Agreement with WineGlass Arts Development for Concert Series Production Services MEETING NOTES ry APPROVED 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 CONCERT SERIES PRODUCTION, MARKETING, AND OTHER SERVICES This Professional Services Agreement For Concert Series Production Services ("Agreement") is made this _j_3 day of D L&16(A- , 2016 ("Effective Date"), between the Meridian Arts Commission ("MAC"), by and through the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City") and WineGlass Arts Development, a nonprofit corporation organized under the laws of the State of Idaho ("Production Company"). WHEREAS, MAC intends to present to the public the 2017 Concerts on Broadway, a series of four (4) free Saturday evening concerts, presented at Meridian City Hall plaza during the summer months ("Event"); WHEREAS, MAC seeks to maintain final decision-making authority with regard to booking the musical artists Production Company recommends for Event, but wishes to contract for other professional services required for the successful presentation of the Event; and WHEREAS, Production Company is uniquely skilled and experienced in production and stage management and booking musical artists, and is willing to provide or obtain additional necessary services, including obtaining sponsorships, promoting the Event to the public, and providing and operating a sound system; 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 PRODUCTION COMPANY'S SERVICES. A. Concert production. Production Company shall provide to City the following services: 1. Provide all production and stage management services before and on the day of each concert comprising Event. 2. Present to MAC a proposed roster of musical artists to be booked for Event, and obtain MAC's approval thereof, prior to booking such artists, and no later than March 9, 2017. 3. Book and pay opening and headliner musical acts for Event, including execution of written contracts as contemplated herein. 4. Obtaining sponsorships for Event, including approaching sponsors of the previous year's Event to request sponsorship renewal. 5. Marketing the Event to the public via broadcast, print, and online promotion, including local media and event calendars. 6. Provide, set up, and operate any and all sound systems and equipment necessary to electronically amplify music and spoken announcements. 7. Advancement of all musical acts, including making initial contact with musical artists and working with then to make decisions about all aspects of the concert, including: a. Band needs on and off stage (hospitality, dressing room needs, transportation); b. Public address system, backline equipment, lighting, and staging needs; c. Communicating all information to and from artist regarding loadin and loadout, scheduling before and day -of the concert, guidelines for use of City Hall Plaza, and contact information; and PROFESSIONAL SERVICES AGREEMENT— CONCERT PRODUCTION SERVICES PAGE 1 of 8 PROFESSIONAL SERVICES AGREEMENT – CONCERT PRODUCTION SERVICES PAGE 2 of 8 d. Obtaining tech rider and stage plat from musical artist. 8. Hiring, managing, and paying all stagecrew, sound vendors, lighting vendors, and any other additional crew needed at each concert. 9. Supervising loadin and loadout, soundchecks, and all concert vendors, excluding any food or beverage vendors. 10. Creating call sheets and schedules needed for each concert and distributing this information to all parties involved in a timely manner. 11. Collaborating with the Arts & Culture Specialist and MAC as needed or requested, and providing updates as requested at regular monthly MAC meetings. 12. Preparation of a backup plan in case of inclement weather, and implementation of such plan if needed. 13. Setting up signs, provided by MAC, as may be required pursuant to the Parks Alcohol Permit, if any. B. Concert specifications. Production Company shall ensure that each concert comprising Event complies in all respects with each and all of the following specifications. 1. Unless otherwise agreed in writing or moved due to inclement weather, each concert shall be held at the outdoor plaza on the east side of Meridian City Hall, 33 E. Broadway, Meridian, Idaho. 2. Each concert shall end by sunset; under no circumstances may amplified sound be used after sunset. 3. All set-up, rehearsal, and/or sound checks at the City Hall plaza shall occur by 6:00 p.m. on concert dates. 4. Each concert and all components thereof shall comply in all respects with state and federal law, all conditions of the applicable City of Meridian Temporary Use Permit and any other applicable permits and permitting requirements, and all City policies and codes applicable to use of City property and facilities, including, but not limited to, policies of the Meridian Parks and Recreation Department. 5. Production Company shall execute written agreements with the musical artists booked to perform at Event. Such agreements shall include all applicable provisions of this Agreement, and each and all of the following provisions: a. Musical artist shall perform for the public, from 7:00 p.m. to at least 8:30 p.m., in the plaza at Meridian City Hall, at 33 E. Broadway, Meridian, Idaho, with one fifteen- minute break during this time. b. Musical artist must acknowledge that the venue is a public place, that all members of the public shall be invited to attend, and the content and performance of the music shall be appropriate for all ages. Musical artist’s performance and attire shall not include language, attire, and/or behavior that is profane, sexual, violent, or discriminatory. c. Musical 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 musical artist or its assistants, servants, agents, employees, guests, and/or business invitees, in connection with activities related to the Event. Musical artist acknowledges that performing at Event presents risks, some of which are unknown, and does agree to assume all such known or unknown risks. d. Musical artist shall, and hereby does, waive any and all claims and recourse against PROFESSIONAL SERVICES AGREEMENT – CONCERT PRODUCTION SERVICES PAGE 3 of 8 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 performance at Event, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of concurrent or sole negligence of City or its officers, agents or employees. II. PAYMENT A. Amount; timeline. For services rendered pursuant to this Agreement, City shall remit to Production Company a total amount not to exceed nine thousand six hundred dollars ($19,000.00). This amount shall constitute full compensation from City to Production Company for any and all services, costs, and expenses related to services performed under this Agreement. Production Company shall be responsible for payment of any and all taxes due and owing for payment received under this Agreement. City shall pay Production Company such enumerated amounts within thirty (30) days of receipt of Production Company’s invoice, provided that Production Company has timely provided services as described herein. To obtain payment, Production Company shall submit invoices to City pursuant to the following timeline and in the following enumerated amounts: AMOUNT INVOICE DATE PAYMENT DATE $ 5,000.00 April 11, 2017 May 11, 2017 $ 5,000.00 May 15, 2017 June 15, 2017 $ 5,000.00 June 14, 2017 July 14, 2017 $ 4,000.00 July 17, 2017 August 17, 2017 Total: $ 19,000.00 B. Method of payment. By April 1, 2017, Production Company shall provide City with: 1) a completed ACH Form, 2) a copy of a voided check, and 3) a completed W-9 form. So long as all documents are complete and received by April 1, 2017, City shall pay Production Company via direct deposit, pursuant to the terms of this Agreement. III. CITY ’S RESPONSIBILITIES City shall contribute to Event the following services and functions: A. Promotion. City shall promote the Event in its established communication channels, including the City newsletter, City website, the Meridian Parks & Recreation Activity Guide, and City social media outlets. If City purchases an extended advertising package with the Meridian Press, City shall allow Production Company to promote the Event using eight (8) of its print ads. City hereby conveys to Production Company permission to use City’s name in all forms and media and in all manners, without violation of City’s respective rights of privacy or any other rights City may possess in connection with its role in the production of Concerts on Broadway, except that City’s logo may not be used in any manner whatsoever without the express, written consent of the Mayor’s Chief of Staff. To the extent practicable, City Contact shall be given the opportunity to review, for purposes of accuracy, and approve all promotional materials in advance of their publication, broadcast or dissemination. PROFESSIONAL SERVICES AGREEMENT – CONCERT PRODUCTION SERVICES PAGE 4 of 8 B. Food trucks. City shall invite one (1) or more food trucks to sell food and/or beverages at Event. C. Special event permit. City shall obtain a City of Meridian Temporary Use Permit for the Event, and shall request that Meridian Police Department patrol the Event as needed. D. Venue. City shall provide for the performance the outdoor plaza on the east side of Meridian City Hall, 33 E. Broadway, Meridian, Idaho, which is an outdoor, open, public venue. Production Company acknowledges that it has inspected this venue and does hereby accept it as being in good and satisfactory order, condition, and repair. It is understood and agreed that City makes no warranty or promise as to the condition or usefulness of this venue for the use set forth in this Agreement, and Production Company accepts the venue “as is.” E. Photography and recording. City shall be authorized to photograph, record, video tape, reproduce, transmit, or disseminate, in or from the plaza, the performance solely for educational and public information purposes. City shall not be responsible for the actions of persons who are not under its employment or control. IV. TERMS AND CONDITIONS A. Term. This Agreement shall become effective as of the Effective Date upon execution by both parties, and shall expire on September 30, 2017 unless earlier terminated or extended in the manner as set forth in this Agreement. B. Time of the essence. Production Company acknowledges that services provided under this Agreement shall be performed in a timely manner. The Parties acknowledge and agree 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 breach of, and a default under, this Agreement by the party so failing to perform. C. City Contact. City hereby designates the following employee to act as a liaison between Production Company and City (“City Contact”): Hillary Bodnar, Arts and Culture Specialist hbodnar@meridiancity.org. City may change the designated City Contact by giving written notice of such change to Production Company in the manner herein provided. 1. Day-to-day communications . Communication between City and Production Company regarding day-to-day matters shall occur via e-mail or telephone. 2. On site representation. City Contact shall be on site during Event set-up, rehearsal, sound check, and the concert, in order to provide necessary access, facility oversight, and problem-solving. D. Protection of venue and equipment. Production Company shall be solely responsible for any and all measures necessary to protect equipment, instruments, and musical artists from damage due to weather and other conditions that do or may exist. Production Company shall take all reasonable measures to protect City facilities and property from damage during or PROFESSIONAL SERVICES AGREEMENT – CONCERT PRODUCTION SERVICES PAGE 5 of 8 attributable to the Event. E. Post-production review. City Contact and Production Company shall meet monthly to review the previous concert and discuss problems, solutions, and improvements. F. Notice. All notices required to be given by either of the parties hereto shall be in writing and be deemed communicated when personally served, or mailed in the United States mail, addressed as follows: City: Production Company: City of Meridian Cara Stone Attn: City Clerk WineGlass Arts Development 33 E. Idaho Avenue P.O. Box 1580 Meridian, Idaho 83642 Meridian, Idaho 83642 Either party may change its authorized representative and/or address for the purpose of this paragraph by giving written notice of such change to the other party in the manner herein provided. G. Cancellation. If a concert is cancelled due to events not related to Production Company, and Production Company is present and prepared to provide services in full accordance with the terms set forth herein, Production Company shall be entitled to compensation as set forth in section II of this Agreement. Cancellation of one or more concerts may occur under the following circumstances. 1. Public safety. The Director of the Meridian Parks & Recreation Department or his designee may, in the Director’s sole discretion, elect to cancel a concert where cancellation is in the best interest of the public health, safety, or welfare. 2. Weather. City Contact may, in her sole discretion, elect to cancel one or more concerts due to inclement weather, except that Production Company may propose a change of venue to an indoor location. City Contact may accept such proposal and authorize Production Company to change the concert venue, or may reject such proposal and cancel the concert. If Production Company is authorized to change the venue under this provision, Production Company shall be responsible for managing all aspects of such change of venue, including reserving the indoor venue, communicating the change to the performing artists, set-up, and clean-up. Any additional cost related to change of venue shall be borne by Production Company. H. Subcontracting or assignment of obligations. Production Company may subcontract or assign any of its obligations or rights under this Agreement except those related to or that may relate to its professional production management expertise. Any subcontractor or assignee shall be bound by all the terms and conditions of this Agreement. I. Termination. Grounds for termination of this Agreement shall include, but shall not be limited to: an act or omission by either party which breaches any term of this Agreement; an act of nature; other unforeseeable event which precludes or makes impossible the performance of the terms of this Agreement by either party; or a change in circumstances that renders the performance by either party a detriment to the public health, safety, or PROFESSIONAL SERVICES AGREEMENT – CONCERT PRODUCTION SERVICES PAGE 6 of 8 welfare. Either party may terminate this Agreement by providing fourteen (14) days advance written notice of intention to terminate. In the event of termination, regardless of cause or terminating party, Production Manager shall, within two (2) business days, transfer all reservations to City, and shall deliver to City any and all other plans, timelines, contacts, and work products prepared or held by Production Company. If City terminates due to any cause other than breach or default by Production Company, Production Company shall be entitled to any payment due as of the date of termination, as well as compensation for actual costs incurred by Production Company in furtherance of this Agreement, as set forth in detailed, verified invoice. J. Non-waiver of breach. 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. K. Insurance. City shall maintain, throughout the term of this Agreement, property insurance and comprehensive general liability insurance to cover damage or injury attributable to City as property owner. To cover damage or injury attributable to acts or omissions of Production Company, and those of its assistants, volunteers, agents, employees, guests, and/or business invitees, Production Company shall obtain, and shall maintain throughout the term of this Agreement, insurance as set forth below. Proof of such insurance shall be provided to City by 5:00 p.m. on May 2, 2017, evidenced by a certificate of insurance issued by an insurance company licensed to do business in the State of Idaho and containing a thirty-day notice of cancellation endorsement. In the event of cancellation or restriction by the insurance company of the insurance policy, Production Company shall notify City in writing within three (3) business days. Production Company shall maintain the following insurance coverage: 1. Comprehensive general liability insurance with a combined single limit of not less than one million dollars ($1,000,000) per occurrence for property damage and bodily injury or death, naming the City of Meridian as an additional insured. In the event a unilateral cancellation or restriction by the insurance company of the insurance policy referred to in this paragraph, Production Company shall notify City in writing within three (3) business days. City has the right to suspend portions of this Agreement in the City’s sole discretion if Production Company’s general liability insurance is revoked, cancelled, expires or Production Company is otherwise without general liability insurance. 2. Workers’ compensation insurance on any and all persons in Production Company’s employ, where and in the minimum amount(s) as required by Idaho law. L. Indemnification . Production Company 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 Production Company, its assistants, volunteers, agents, employees, guests, and/or business invitees, in connection with this Agreement or activities related thereto. Production Company acknowledges that provision of the services described hereunder presents risks, some of which are unknown, and does agree to assume all such known and unknown risks. M. Waiver. Except as to rights held under the terms of this Agreement, Production Company shall, and hereby does, waive any and all claims and recourse against City, including the PROFESSIONAL SERVICES AGREEMENT – CONCERT PRODUCTION SERVICES PAGE 7 of 8 right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident the performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of concurrent or sole negligence of City or its officers, agents or employees. N. Relationship of Parties. Production Company 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 Production Company and City or any official, agent, or employee of City. Specifically, without limitation, Production Company understands, acknowledges, and agrees: 1. Except as otherwise set forth herein, Production Company is free from actual and potential control by City in the provision of services under this Agreement. 2. Production Company is engaged in an independently established trade, occupation, profession, or business. 3. Production Company has the authority to hire subordinates. 4. Production Company owns and/or will provide all major items of equipment necessary to perform services under this Agreement. 5. Neither Production Company nor City shall be liable to the other for a peremptory termination of the business relationship described under this Agreement. O. Compliance with law. Throughout the course of this Agreement, Production Company shall comply with any and all applicable federal, state, and local laws. P. Non-Discrimination . Throughout the course of this Agreement, Production Company shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory handicap. Q. 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, 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. R. Costs and attorneys’ fees . If either party brings any action or proceedings to enforce, protect or establish any right or remedy under the terms and conditions of this Agreement, the prevailing party shall be entitled to recover reasonable costs and attorneys’ fees, as determined by a court of competent jurisdiction, in addition to any other relief awarded. S. 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. T. 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. U. 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. V. 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. W. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part hereof as if set forth in their entirety herein. X. 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 Effective Date as set forth above. PRODUCTION COMPANY: g Cara Stone, President WineGlass Arts Development CITY OF Tammy d^Xerd, Mayor �GO�PORATFOgGG N q Attest: ay Clerk PROFESSIONAL SERVICES AGREEMENT — CONCERT PRODUCTION SERVICES PAGE 8 of 8 Meridian City Council Meeting DATE: ITEM NUMBER: 4F PROJECT NUMBER: ITEM TITLE: Heroes Park Professional Services Agreement with Stephanie Inman for Proposal for Park Identity at Heroes Park 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 PROFESSIONAL SERVICES AGREEMENT – HEROES PARK IDENTITY PROPOSAL PAGE 1 OF 5 PROFESSIONAL SERVICES AGREEMENT FOR PROPOSAL FOR PARK IDENTITY AT HEROES PARK This PROFESSIONAL SERVICES AGREEMENT FOR PROPOSAL FOR PARK IDENTITY AT HEROES PARK (“Agreement”) is made this 13th day of December, 2016, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, (“City”) through the duly delegated Meridian Arts Commission, and Stephanie Inman, an individual person (“Artist”). WHEREAS, on March 4, 2016, City issued a Request for Qualifications (“RFQ”) for the Park Identities Public Art Roster in order to establish a list of artists who would work with the City to develop interpretations of park identities and create public art projects in local parks, and Artist responded to the RFQ; WHEREAS , on May 24, 2016, City awarded a roster position to Artist, and on October 14, 2016, the Meridian Arts Commission and Meridian Parks & Recreation Commission issued a Call to Artists, attached hereto as Exhibit A (“Call to Artists”), inviting Artist to prepare a proposal for public art projects to propose theming elements to strengthen and enhance the overall park identity at Heroes Park; WHEREAS , on November 2, 2016, Artist submitted a Notice of Intent to Propose; 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, City and Artist agree as follows: 1. Scope of Services. By the time and manner set forth herein, Artist will create and deliver to City one public art proposal (hereinafter “Proposal”), to consist of: a. A summary of Artist’s experience with similar projects; b. Project proposal, including digital images (.jpg format) or drawings of the proposed conceptual designs or projects to be considered; c. Maquettes (optional, though recommended); d. Artwork description(s) including materials to be used, dimensions, anticipated maintenance, etc.; and e. Detailed project timeline, project budget with itemized costs, and schedule of work 2. Delivery. Artist shall deliver the Proposal to the Arts & Culture Specialist, 33 E. Broadway Avenue, Meridian, Idaho, by 5:00 p.m. on Monday, December 5, 2016. 3. Payment. City will pay Artist for services rendered under this Agreement in the total amount of five hundred dollars ($500.00), which payment shall be made pursuant to the following method. To receive payment for services rendered, Artist shall complete the W-9 form provided herewith and remit such completed form by 11:00 a.m. on Thursday, December 8, 2016. Following receipt of the complete W-9 form from Artist and execution of this Agreement by both Parties, City will process such request and issue payment via check sent U.S. Mail to Artist within fourteen (14) days. City shall not withhold any federal or state income taxes or Social Security tax from any payment made by City to Artist under the terms and conditions of this Agreement. PROFESSIONAL SERVICES AGREEMENT – HEROES PARK IDENTITY PROPOSAL PAGE 2 OF 5 Payment of all taxes and other assessments on such sums shall be the sole responsibility of Artist. 4. Loss of or damage to Proposal. Artist agrees to bear any risk of loss and/or damage to the Proposal unless and until a member of City staff personally and physically accepts custody and control thereof. In the event of loss or damage incurred prior to City’s acceptance of the Proposal, Artist shall recreate or repair the Proposal that was lost and/or damaged at no expense to City. In the event of loss or damage incurred following City’s acceptance of the Proposal, City may provide Artist the opportunity to recreate or repair the Proposal, for which service the City shall remunerate Artist for the actual cost of such recreation or repair, but in no event shall City pay Artist more than fifty dollars ($50.00) for such recreation or repair. 5. Insurance Artist’s responsibility. City shall not provide insurance to cover loss, theft, or damage to the Proposal, or to cover any activity undertaken by Artist in the furtherance of Artist’s respective rights or obligations described herein. Any insurance of the Proposal; of the Artist’s persons, property, or interests; and/or of the Artist’s employees or agents shall be the sole responsibility of Artist. 6. Ownership. Upon City staff’s personal and physical acceptance of the Proposal, the Proposal shall be owned by City for all intents and purposes as set forth hereunder and in the Call for Artists, and Artist shall have no further claim thereto. If Artist’s Proposal is not selected for installation, following the conclusion of the selection process, Artist may retrieve the Proposal at Meridian City Hall at a time mutually agreed upon by the parties. Any Proposal or portion thereof not retrieved by 5:00 p.m. on February 10, 2017 shall become the property of City, and Artist shall have no further claim thereto. 7. Time of the essence. Artist acknowledges that services provided under this Agreement will be performed in a timely manner. The Parties acknowledge and agree 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 breach of, and a default under, this Agreement by the party so failing to perform. 8. Public display and comment. It is the intent of City to publicly display and seek public comment regarding the Proposal. Nothing in this Agreement, or otherwise, shall preclude the right of City to remove the Proposal from public display, whether temporarily or permanently. 9. Relationship of Parties. It is the express intention of Parties that Artist is an independent artist 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. 10. Notices. Any and all notices required to be provided by either of the parties hereto, unless otherwise stated in this Agreement, shall be in writing and be deemed communicated when mailed by United States Mail addressed as follows: PROFESSIONAL SERVICES AGREEMENT – HEROES PARK IDENTITY PROPOSAL PAGE 3 OF 5 City: Meridian Arts Commission Artist: Stephanie Inman Attn: Arts & Culture Specialist 4606 N. Torridon Way 33 E. Broadway Avenue Boise ID 83702 Meridian, Idaho 83642 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 11. Indemnification and waiver. Artist waives 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 except for liability arising out of concurrent or sole negligence of City or its officers, agents or employees. Further, Artist will indemnify, hold harmless, and defend City against any and all claims, demands, damages, costs, expenses or liability arising out of Artist’s performance of this Agreement except for liability arising out of the concurrent or sole negligence of City or its officers, agents or employees. 12. Discrimination prohibited. In performing services pursuant to this Agreement, Artist 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. 13. 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 the remainder of the Agreement is reasonably capable of completion. 14. 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, 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. 15. Exhibit. The exhibit to this Agreement is incorporated by reference and made a part of this Agreement as if the exhibit were set forth in its entirety in this Agreement. To the extent that the provisions of the exhibit may conflict with those in this Agreement, the provisions in this Agreement shall control. 16. Non-waiver of breach. A waiver of any breach of any of the provisions of this Agreement shall not be construed as a continuing waiver of other breaches of the same or other provisions hereof. 17. Assignment. Artist may not subcontract, assign, transfer, hypothecate or sell its rights, including the right to compensation, and/or duties arising hereunder without the prior express written consent of City. Any subcontractor or assignee will be bound by all the terms and conditions of this Agreement. 18. Heirs and assigns. This Agreement shall be binding upon the parties, their heirs, successors, assigns, and personal representatives. All references herein to Artist and City shall include their respective heirs, successors, assigns, and personal representatives. 19. Termination. If City determines that Artist has failed to comply with the terms and conditions 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, City may terminate this Agreement in whole, or in part, at any time, by giving notice, in writing, to Agreement of any or all deficiencies claimed. Artist shall not be relieved of liability to City for damages sustained by City by virtue of any breach of this Agreement by Artist. This provision shall survive the termination of this Agreement and shall not relieve Artist of liability to City for damages. 20. Governing law. This Agreement shall be governed by the laws of the State of Idaho. 21. 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 Effective Date first written above. ARTIST: Stept1aAeyInman CITY OF MERIDIAN: BY: Tammy d7 -L Attest: Clay Col , Mayor City Clerk Q�QORATED A �rtV8 u� c0 o I W DjaN� SEAL / PROFESSIONAL SERVICES AGREEMENT- HEROES PARK IDENTITY PROPOSAL PAGE 4 OF 5 PROFESSIONAL SERVICES AGREEMENT – HEROES PARK IDENTITY PROPOSAL PAGE 5 OF 5 EXHIBIT A CALL TO ARTISTS Request for Proposals – Heroes Park Identity Public Art Project Page 1 of 2 Call to Artists – Request for Proposals: Park Identity at Heroes Park PROJECT DESCRIPTION: The Meridian Arts Commission (MAC) and Meridian Parks & Recreation Commission (MPRC) invite artists on the Park Identities Public Art Roster to prepare proposals for public art projects that create and/or enhance the overall park identity at Heroes Park. The objective of the project is to create a theming element, or elements, that strengthen the park name and give the park a true identity and sense of place. SITE DESCRIPTION: Heroes Park is a community park in southwest Meridian at 3064 W. Malta Drive. The pre-proposal conference will allow proposers to ask Parks staff specific questions and elaborate on context provided. Notes from the pre-proposal conference will be sent to those who intend to propose, in case they cannot attend the conference. ELIGIBILITY: This project is open to artists on the Park Identities Public Art Roster. BUDGET: A budgeted amount of $73,000 total is available for the completed project; this includes the selected artist’s commission, all costs including engineering, materials, fabrication, permitting, contingencies and installation of the artwork. A stipend of $500 will be paid to artists to develop and submit proposals, following submission of a completed W-9 form and execution of a written agreement with the City of Meridian. PROCESS: The evaluation and selection process will generally occur as follows; dates are subject to change as may be necessary due to scheduling issues or other circumstances. Any information submitted is subject to release to the public as required by Idaho Public Records Law. 1. Call to Artists (RFP) issued October 14, 2016. 2. Pre-proposal conference. Tuesday, November 1 @ 11:00 AM on site, by the Heroes Park concessions building at 3064 W. Malta Drive. 3. Notice of Intent to Propose due Wednesday, November 2 @ 12:00 PM. Submit a letter of intent, signed agreement to produce a proposal and presentation, and W-9. Stipends for proposals will be submitted after presentations are delivered. 4. Proposals accepted. To be considered for this project, the following materials must be submitted to MAC, by 12:00 PM, on Monday, December 5, 2016, at 33 E. Broadway Avenue Suite 104, Meridian, ID 83642 or by e-mail to mac@meridiancity.org: a. A summary of the respondent’s experience with similar projects b. Project proposal, including digital images (.jpg format) or drawings of the proposed conceptual designs or projects to be considered; additionally, maquettes are strongly recommended c. Artwork description(s) including materials to be used, dimensions, anticipated maintenance, etc. Request for Proposals – Heroes Park Identity Public Art Project Page 2 of 2 d. Detailed project timeline, project budget with itemized costs, and schedule of work 5. Presentations. On Wednesday, December 7, 2016, participating artists will present their proposals and maquettes in front of the selection committee at a public meeting, followed by brief Q & A. This presentation is scheduled to take place at 4PM at Meridian City Hall. (Please let us know if this date and time cannot work for you.) 6. Selection Criteria. Eligibility and finalist selection criteria will include: a. Adherence to the RFP; (10 points) b. Appropriateness of scale, design, material, durability, safety, and maintenance for project site; (20 points) c. Project proposal – demonstrated understanding of project objectives, ability to create artwork that addresses the context of its placement; and ability to meet or exceed the objectives; (30 points) d. Past work experience and references on a similar type project and the demonstrated competence in the performance of the type of work to be provided (the nature, quality, and relevance of similar completed work, including subcontractors, may include feedback from professional references; and (20 points) e. Consistency with City policy and community values; (20 points) 7. Evaluation of proposals; artist selected. The selection committee may recommend selection of one proposed project, recommend that the RFP be reopened, or reject all proposals. Evaluation criteria will include the criteria set forth above, as well as any public input submitted during the evaluation of the proposals. MAC and MPRC will forward their recommendation to Meridian City Council for consideration. The selected proposer and others not selected will be notified of City Council’s decision via e-mail by Wednesday, January 11, 2017. 8. Agreement; award. Following selection and negotiation and execution of a written task order with the City, the selected proposer will be awarded the project upon City Council’s approval. 9. Selected proposal installed. The awarded Artist will fabricate and install the artwork, in accordance with a written task order agreement with the City, and within the project’s final budget and timeline. ESTIMATED TIMELINE: □ October 14, 2016 Call to Artists (RFP) issued □ November 2, 2016 Deadline for Intent to propose □ December 5, 2016 Deadline for completed proposals □ December 7, 2016 Presentations, committee evaluation, recommendation determined □ By January 10, 2017 MAC and MPRC co-present recommendation to City Council □ January 11, 2017 Selected and not selected artists notified □ By February 1, 2016 Deadline for selected artist’s signed task order with City □ By February 7, 2016 Task order executed by City Council □ By February 8, 2017 Consultation with Parks & Recreation begins □ Spring 2017 Fabrication begins □ Per Task Order Installation Please contact MAC via email (mac@meridiancity.org) or phone (208-489-0422) with any questions. Thank you for your interest! Meridian City Council Meeting DATE: ITEM NUMBER: 4G PROJECT NUMBER: ITEM TITLE: Heroes Park Professional Services Agreement with Ken McCall for Proposal for Park Identity at Heroes Park MEETING NOTES I VI 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 PROPOSAL FOR PARK IDENTITY AT HEROES PARK This PROFESSIONAL SERVICES AGREEMENT FOR PROPOSAL FOR PARK IDENTITY AT HEROES PARK ("Agreement") is made this 13th day of December, 2016, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, ("City") through the duly delegated Meridian Arts Commission, and Ken McCall, on behalf of McCall Studios, LLC ("Artist"). WHEREAS, on March 4, 2016, City issued a Request for Qualifications ("RF(X") for the Park Identities Public Art Roster in order to establish a list of artists who would work with the City to develop interpretations of park identities and create public art projects in local parks, and Artist responded to the RFQ; WHEREAS, on May 24, 2016, City awarded a roster position to Artist, and on October 14, 2016, the Meridian Arts Commission and Meridian Parks & Recreation Commission issued a Call to Artists, attached hereto as Exhibit A ("Call to Artists"), inviting Artist to prepare a proposal for public art projects to propose theming elements to strengthen and enhance the overall park identity at Heroes Park; WHEREAS, on November 2, 2016, Artist submitted a Notice of Intent to Propose; 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, City and Artist agree as follows: 1. Scope of Services. By the time and manner set forth herein, Artist will create and deliver to City one public art proposal (hereinafter "Proposal"), to consist of: a. A summary of Artist's experience with similar projects; b. Project proposal, including digital images (jpg format) or drawings of the proposed conceptual designs or projects to be considered; c. Maquettes (optional, though recommended); d. Artwork description(s) including materials to be used, dimensions, anticipated maintenance, etc.; and e. Detailed project timeline, project budget with itemized costs, and schedule of work 2. Delivery. Artist shall deliver the Proposal to the Arts & Culture Specialist, 33 E. Broadway Avenue, Meridian, Idaho, by 5:00 p.m. on Monday, December 5, 2016. 3. Payment. City will pay Artist for services rendered under this Agreement in the total amount of five hundred dollars ($500.00), which payment shall be made pursuant to the following method. To receive payment for services rendered, Artist shall complete the W-9 form provided herewith and remit such completed form by 11:00 am. on Thursday, December 8, 2016. Following receipt of the complete W-9 form from Artist and execution of this Agreement by both Parties, City will process such request and issue payment via check sent U.S. Mail to Artist within fourteen (14) days. City shall not withhold any federal or state income taxes or Social Security tax from any payment made by City to Artist under the terms and conditions of this Agreement. PROFESSIONAL SERVICES AGREEMENT- HEROES PARK IDENTITY PROPOSAL PAGE 1 OF 5 Payment of all taxes and other assessments on such sums shall be the sole responsibility of Artist. 4. Loss of or damage to Proposal. Artist agrees to bear any risk of loss and/or damage to the Proposal unless and until a member of City staff personally and physically accepts custody and control thereof. In the event of loss or damage incurred prior to City's acceptance of the Proposal, Artist shall recreate or repair the Proposal that was lost and/or damaged at no expense to City. In the event of loss or damage incurred following City's acceptance of the Proposal, City may provide Artist the opportunity to recreate or repair the Proposal, for which service the City shall remunerate Artist for the actual cost of such recreation or repair, but in no event shall City pay Artist more than fifty dollars ($50.00) for such recreation or repair. 5. Insurance Artist's responsibility. City shall not provide insurance to cover loss, theft, or damage to the Proposal, or to cover any activity undertaken by Artist in the furtherance of Artist's respective rights or obligations described herein. Any insurance of the Proposal; of the Artist's persons, property, or interests; and/or of the Artist's employees or agents shall be the sole responsibility of Artist. 6. Ownership. Upon City staff's personal and physical acceptance of the Proposal, the Proposal shall be owned by City for all intents and purposes as set forth hereunder and in the Call for Artists, and Artist shall have no further claim thereto. If Artist's Proposal is not selected for installation, following the conclusion of the selection process, Artist may retrieve the Proposal at Meridian City Hall at a time mutually agreed upon by the parties. Any Proposal or portion thereof not retrieved by 5:00 p.m. on February 10, 2017 shall become the property of City, and Artist shall have no further claim thereto. 7. Time of the essence. Artist acknowledges that services provided under this Agreement will be performed in a timely manner. The Parties acknowledge and agree 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 breach of, and a default under, this Agreement by the party so failing to perform. 8. Public display and comment. It is the intent of City to publicly display and seek public comment regarding the Proposal. Nothing in this Agreement, or otherwise, shall preclude the right of City to remove the Proposal from public display, whether temporarily or permanently. 9. Relationship of Parties. It is the express intention of Parties that Artist is an independent artist 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. 10. Notices. Any and all notices required to be provided by either of the parties hereto, unless otherwise stated in this Agreement, shall be in writing and be deemed communicated when mailed by United States Mail addressed as follows: PROFESSIONAL SERVICES AGREEMENT - HEROES PARK IDEN= PROPOSAL PAGE 2 OF 5 City: Meridian Arts Commission Artist: Ken McCall Attn: Arts & Culture Specialist McCall Studios, LLC 33 E. Broadway Avenue 483 N. Quarry View Place Meridian, Idaho 83642 Boise ID 83712 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 11. Indemnification and waiver. Artist waives 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 except for liability arising out of concurrent or sole negligence of City or its officers, agents or employees. Further, Artist will indemnify, hold harmless, and defend City against any and all claims, demands, damages, costs, expenses or liability arising out of Artist's performance of this Agreement except for liability arising out of the concurrent or sole negligence of City or its officers, agents or employees. 12. Discrimination prohibited. In performing services pursuant to this Agreement, Artist 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. 13. 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 the remainder of the Agreement is reasonably capable of completion. 14. 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, 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. 15. Exhibit. The exhibit to this Agreement is incorporated by reference and made a part of this Agreement as if the exhibit were set forth in its entirety in this Agreement. To the extent that the provisions of the exhibit may conflict with those in this Agreement, the provisions in this Agreement shall control. 16. Non -waiver of breach. A waiver of any breach of any of the provisions of this Agreement shall not be construed as a continuing waiver of other breaches of the same or other provisions hereof. 17. Assignment. Artist may not subcontract, assign, transfer, hypothecate or sell its rights, including the right to compensation, and/or duties arising hereunder without the prior express written consent of City. Any subcontractor or assignee will be bound by all the terms and conditions of this Agreement. 18. Heirs and assigns. This Agreement shall be binding upon the parties, their heirs, successors, assigns, and personal representatives. All references herein to Artist and City shall include their respective heirs, successors, assigns, and personal representatives. PROFESSIONAL SERVICES AGREEMENT - HEROES PARK IDEN= PROPOSAL PAGE 3 OF 5 19. Termination. If City determines that Artist has failed to comply with the terms and conditions 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, City may terminate this Agreement in whole, or in part, at any time, by giving notice, in writing, to Agreement of any or all deficiencies claimed. Artist shall not be relieved of liability to City for damages sustained by City by virtue of any breach of this Agreement by Artist. This provision shall survive the termination of this Agreement and shall not relieve Artist of liability to City for damages. 20. Governing law. This Agreement shall be governed by the laws of the State of Idaho. 21. 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 WITMSS WIMREOF, the parties hereto have executed this Agreement on the Effective Date first written above. ARTIST: n Mk -ea -11, Owner McCall Studios, LLC CITY OF MERIDIAN: BY: -- Tammy de We d, Mayor Attest: CTav Coia. itv Clerk of w �E IDjaN�. SEAL PROFESSIONAL SERVICES AGREEMENT - HEROES PARK IDENTITY PROPOSAL PAGE 4 OF 5 EXHIBIT A CALL TO ARTISTS PROFESSIONAL SERVICES AGREEMENT - HEROES PARK IDFIMW PROPOSAL PAGE 5 OF 5 Meridian I Commission Call to Artists - Request for Proposals: Park Identity at Heroes Park PROJECT DESCRIPTION: The Meridian Arts Commission (MAC) and Meridian Parks Et Recreation Commission (MPRC) invite artists on the Park Identities Public Art Roster to prepare proposals for public art projects that create and/or enhance the overall park identity at Heroes Park. The objective of the project is to create a theming element, or elements, that strengthen the park name and give the park a true identity and sense of place. SITE DESCRIPTION: Heroes Park is a community park in southwest Meridian at 3064 W. Malta Drive. The pre -proposal conference will allow proposers to ask Parks staff specific questions and elaborate on context provided. Notes from the pre -proposal conference will be sent to those who intend to propose, in case they cannot attend the conference. ELIGIBILITY: This project is open to artists on the Park Identities Public Art Roster. BUDGET: A budgeted amount of $73,000 total is available for the completed project; this includes the selected artist's commission, all costs including engineering, materials, fabrication, permitting, contingencies and installation of the artwork. A stipend of $500 will be paid to artists to develop and submit proposals, following submission of a completed W-9 form and execution of a written agreement with the City of Meridian. PROCESS: The evaluation and selection process will generally occur as follows; dates are subject to change as may be necessary due to scheduling issues or other circumstances. Any information submitted ins subject to release to the public as required by Idaho Public Records Law. 1. Call to Artists (RFP) issued October 14, 2016. 2. Pre -proposal conference. Tuesday, November 1 @ 11:00 AM on site, by the Heroes Park concessions building at 3064 W. Malta Drive. 3. Notice of Intent to Propose due Wednesday, November 2 @ 12:00 PM. Submit a letter of intent, signed agreement to produce a proposal and presentation, and W-9. Stipends for proposals will be submitted after presentations are delivered. 4. Proposals accepted. To be considered for this project, the following materials must be submitted to MAC, by 12:00 PM, on Monday, December 5, 2016, at 33 E. Broadway Avenue Suite 104, Meridian, ID 83642 or by e-mail to mac@meridiancity.org: a. A summary of the respondent's experience with similar projects b. Project proposal, including digital images (.jpg format) or drawings of the proposed conceptual designs or projects to be considered; additionally, maquettes are strongly recommended c. Artwork description(s) including materials to be used, dimensions, anticipated maintenance, etc. Request for Proposals - Heroes Park Identity Public Art project page 1 of 2 d. Detailed project timeline, project budget with itemized costs, and schedule of work 5. Presentations. On Wednesday, December 7, 2016, participating artists will present their proposals and maquettes in front of the selection committee at a public meeting, followed by brief Q £t A. This presentation is scheduled to take place at 4PM at Meridian City Hall. (Please let us know if this date and time cannot work for you.) 6. Selection Criteria. Eligibility and finalist selection criteria will include: a. Adherence to the RFP; (10 points) b. Appropriateness of scale, design, material, durability, safety, and maintenance for project site; (20 points) c. Project proposal - demonstrated understanding of project objectives, ability to create artwork that addresses the context of its placement; and ability to meet or exceed the objectives; (30 points) d. Past work experience and references on a similar type project and the demonstrated competence in the performance of the type of work to be provided (the nature, quality, and relevance of similar completed work, including subcontractors, may include feedback from professional references; and (20 points) e. Consistency with City policy and community values; (20 points) 7. Evaluation of proposals; artist selected. The selection committee may recommend selection of one proposed project, recommend that the RFP be reopened, or reject all proposals. Evaluation criteria will include the criteria set forth above, as well as any public input submitted during the evaluation of the proposals. MAC and MPRC will forward their recommendation to Meridian City Council for consideration. The selected proposer and others not selected will be notified of City Council's decision via e-mail by Wednesday, January 11, 2017. 8. Agreement; award. Following selection and negotiation and execution of a written task order with the City, the selected proposer will be awarded the project upon City Council's approval. 9. Selected proposal installed. The awarded Artist will fabricate and install the artwork, in accordance with a written task order agreement with the City, and within the project's final budget and timeline. ESTIMATED TIMELINE: ❑ October 14, 2016 ❑ November 2, 2016 ❑ December 5, 2016 ❑ December 7, 2016 ❑ By January 10, 2017 ❑ January 11, 2017 ❑ By February 1, 2016 ❑ By February 7, 2016 ❑ By February 8, 2017 ❑ Spring 2017 ❑ Per Task Order Call to Artists (RFP) issued Deadline for Intent to propose Deadline for completed proposals Presentations, committee evaluation, recommendation determined MAC and MPRC co -present recommendation to City Council Selected and not selected artists notified Deadline for selected artist's signed task order with City Task order executed by City Council Consultation with Parks £t Recreation begins Fabrication begins Installation Please contact MAC via email (mac@meridiancity.org) or phone (208-489-0422) with any questions. Thank you for your interest! Request for proposals - Heroes Paris Identity Public Art Project Page 2 of 2 Meridian City Council Meeting DATE: ITEM TITLE: Heroes Park ITEM NUMBER: 4 PROJECT NUMBER: Professional Services Agreement with Trademark Sign Co. for Proposal for Park Identity at Heroes Park MEETING NOTES �i APP'"90VED 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 PROPOSAL FOR PARK IDENTITY AT HEROES PARK This PROFESSIONAL SERVICES AGREEMENT FOR PROPOSAL FOR PARK IDENTITY AT HEROES PARK ("Agreement") is made this 13th day of December, 2016, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, ("City") through the duly delegated Meridian Arts Commission, and John P. Yarnell, on behalf of Trademark Sign Company, Inc. ("Artist"). WHEREAS, on March 4, 2016, City issued a Request for Qualifications ("RFQ") for the Park Identities Public Art Roster in order to establish a list of artists who would work with the City to develop interpretations of park identities and create public art projects in local parks, and Artist responded to the RFQ; WHEREAS, on May 24, 2016, City awarded a roster position to Artist, and on October 14, 2016, the Meridian Arts Commission and Meridian Parks & Recreation Commission issued a Call to Artists, attached hereto as Exhibit A ("Call to Artists"), inviting Artist to prepare a proposal for public art projects to propose theming elements to strengthen and enhance the overall park identity at Heroes Park; WHEREAS, on November 2, 2016, Artist submitted a Notice of Intent to Propose; 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, City and Artist agree as follows: Scope of Services. By the time and manner set forth herein, Artist will create and deliver to City one public art proposal (hereinafter "Proposal"), to consist of: a. A summary of Artist's experience with similar projects; b. Project proposal, including digital images (.jpg format) or drawings of the proposed conceptual designs or projects to be considered; c. Maquettes (optional, though recommended); d. Artwork description(s) including materials to be used, dimensions, anticipated maintenance, etc.; and e. Detailed project timeline, project budget with itemized costs, and schedule of work 2. Delivery. Artist shall deliver the Proposal to the Arts & Culture Specialist, 33 E. Broadway Avenue, Meridian, Idaho, by 5:00 p.m. on Monday, December 5, 2016. 3. Payment. City will pay Artist for services rendered under this Agreement in the total amount of five hundred dollars ($500.00), which payment shall be made pursuant to the following method. To receive payment for services rendered, Artist shall complete the W-9 form provided herewith and remit such completed form by 11:00 a.m. on Thursday, December 8, 2016. Following receipt of the complete W-9 form from Artist and execution of this Agreement by both Parties, City will process such request and issue payment via check sent U.S. Mail to Artist within fourteen (14) days. City shall not withhold any federal or state income taxes or Social Security tax from any payment made by City to Artist under the terms and conditions of this Agreement. PROFESSIONAL SERVICES AGREEMENT - HEROES PARK IDENTITY PROPOSAL PAGE I OF 5 Payment of all taxes and other assessments on such sums shall be the sole responsibility of Artist. 4. Loss of or damage to Proposal. Artist agrees to bear any risk of loss and/or damage to the Proposal unless and until a member of City staff personally and physically accepts custody and control thereof. In the event of loss or damage incurred prior to City's acceptance of the Proposal, Artist shall recreate or repair the Proposal that was lost and/or damaged at no expense to City. In the event of loss or damage incurred following City's acceptance of the Proposal, City may provide Artist the opportunity to recreate or repair the Proposal, for which service the City shall remunerate Artist for the actual cost of such recreation or repair, but in no event shall City pay Artist more than fifty dollars ($50.00) for such recreation or repair. 5. Insurance Artist's responsibility. City shall not provide insurance to cover loss, theft, or damage to the Proposal, or to cover any activity undertaken by Artist in the furtherance of Artist's respective rights or obligations described herein. Any insurance of the Proposal; of the Artist's persons, property, or interests; and/or of the Artist's employees or agents shall be the sole responsibility of Artist. 6. Ownership. Upon City staff's personal and physical acceptance of the Proposal, the Proposal shall be owned by City for all intents and purposes as set forth hereunder and in the Call for Artists, and Artist shall have no further claim thereto. If Artist's Proposal is not selected for installation, following the conclusion of the selection process, Artist may retrieve the Proposal at Meridian City Hall at a time mutually agreed upon by the parties. Any Proposal or portion thereof not retrieved by 5:00 p.m. on February 10, 2017 shall become the property of City, and Artist shall have no further claim thereto. 7. Time of the essence. Artist acknowledges that services provided under this Agreement will be performed in a timely manner. The Parties acknowledge and agree 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 breach of, and a default under, this Agreement by the party so failing to perform. 8. Public display and comment. It is the intent of City to publicly display and seek public comment regarding the Proposal. Nothing in this Agreement, or otherwise, shall preclude the right of City to remove the Proposal from public display, whether temporarily or permanently. 9. Relationship of Parties. It is the express intention of Parties that Artist is an independent artist 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. 10. Notices. Any and all notices required to be provided by either of the parties hereto, unless otherwise stated in this Agreement, shall be in writing and be deemed communicated when mailed by United States Mail addressed as follows: PROFESSIONAL SERVICES AGREEMENT- HEROES PARK IDENTITY PROPOSAL PAGE 2 OF 5 City: Meridian Arts Commission Artist: John P. Yarnell Attn: Arts & Culture Specialist Trademark Sign Company, Inc. 33 E. Broadway Avenue 915 W. Royal Blvd. Meridian, Idaho 83642 Boise ID 83706 Either party may change its address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 11. Indemnification and waiver. Artist waives 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 except for liability arising out of concurrent or sole negligence of City or its officers, agents or employees. Further, Artist will indemnify, hold harmless, and defend City against any and all claims, demands, damages, costs, expenses or liability arising out of Artist's performance of this Agreement except for liability arising out of the concurrent or sole negligence of City or its officers, agents or employees. 12. Discrimination prohibited. In performing services pursuant to this Agreement, Artist 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. 13. 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 the remainder of the Agreement is reasonably capable of completion. 14. 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, 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. 15. Exhibit. The exhibit to this Agreement is incorporated by reference and made a part of this Agreement as if the exhibit were set forth in its entirety in this Agreement. To the extent that the provisions of the exhibit may conflict with those in this Agreement, the provisions in this Agreement shall control. 16. Non -waiver of breach. A waiver of any breach of any of the provisions of this Agreement shall not be construed as a continuing waiver of other breaches of the same or other provisions hereof. 17. Assignment. Artist may not subcontract, assign, transfer, hypothecate or sell its rights, including the right to compensation, and/or duties arising hereunder without the prior express written consent of City. Any subcontractor or assignee will be bound by all the terms and conditions of this Agreement. 18. Heirs and assigns. This Agreement shall be binding upon the parties, their heirs, successors, assigns, and personal representatives. All references herein to Artist and City shall include their respective heirs, successors, assigns, and personal representatives. PROFESSIONAL SERv1cES AGREEMENT - HEROES PARK IDENTITY PROPOSAL PAGE 3 OF 5 19. Termination. If City determines that Artist has failed to comply with the terms and conditions 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, City may terminate this Agreement in whole, or in part, at any time, by giving notice, in writing, to Agreement of any or all deficiencies claimed. Artist shall not be relieved of liability to City for damages sustained by City by virtue of any breach of this Agreement by Artist. This provision shall survive the termination of this Agreement and shall not relieve Artist of liability to City for damages. 20. Governing law. This Agreement shall be governed by the laws of the State of Idaho. 21. 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 Effective Date first written above. ARTIST: Jo Yarnell, Vesident ademark Si Company, Inca CITY OF MERII BY: Tammy de C Attest: ----�� C.q Mayor City Clerk PROFESSIONAL: SERVICES AGREEMENT — HEROES PARK IDENTITY PROPOSAL PAGE 4 OF 5 Meridian 1 Commission Call to Artists - Request for Proposals: Park Identity at Heroes Park PROJECT DESCRIPTION: The Meridian Arts Commission (MAC) and Meridian Parks It Recreation Commission (MPRC) invite artists on the Park Identities Public Art Roster to prepare proposals for public art projects that create and/or enhance the overall park identity at Heroes Park. The objective of the project is to create a theming element, or elements, that strengthen the park name and give the park a true identity and sense of place. SITE DESCRIPTION: Heroes Park is a community park in southwest Meridian at 3064 W. Malta Drive. The pre -proposal conference will allow proposers to ask Parks staff specific questions and elaborate on context provided. Notes from the pre -proposal conference will be sent to those who intend to propose, in case they cannot attend the conference. ELIGIBILITY: This project is open to artists on the Park Identities Public Art Roster. BUDGET: A budgeted amount of $73,000 total is available for the completed project; this includes the selected artist's commission, all costs including engineering, materials, fabrication, permitting, contingencies and installation of the artwork. A stipend of $500 will be paid to artists to develop and submit proposals, following submission of a completed W-9 form and execution of a written agreement with the City of Meridian. PROCESS: The evaluation and selection process will generally occur as follows; dates are subject to change as may be necessary due to scheduling issues or other circumstances. Any information submitted is subject to release to the public as required by Idaho Public Records Law. 1. Call to Artists (RFP) issued October 14, 2016. 2. Pre -proposal conference. Tuesday, November 1 @ 11:00 AM on site, by the Heroes Park concessions building at 3064 W. Malta Drive. 3. Notice of Intent to Propose due Wednesday, November 2 @ 12:00 PM. Submit a letter of intent, signed agreement to produce a proposal and presentation, and W-9. Stipends for proposals will be submitted after presentations are delivered. 4. Proposals accepted. To be considered for this project, the following materials must be submitted to MAC, by 12:00 PM, on Monday, December 5, 2016, at 33 E. Broadway Avenue Suite 104, Meridian, ID 83642 or by e-mail to mac@meridiancity.org: a. A summary of the respondent's experience with similar projects b. Project proposal, including digital images (.jpg format) or drawings of the proposed conceptual designs or projects to be considered; additionally, maquettes are strongly recommended c. Artwork description(s) including materials to be used, dimensions, anticipated maintenance, etc. Request for Proposals - Heroes Park Identity Public Art Project Page 1 of 2 EXHIBIT A CALL TO ARTISTS PROFESSIONAL SERVICES AGREEMENT - HEROES PARK IDENTITY PROPOSAL PAGE 5 OF 5 d. Detailed project timeline, project budget with itemized costs, and schedule of work 5. Presentations. On Wednesday, December 7, 2016, participating artists will present their proposals and maquettes in front of the selection committee at a public meeting, followed by brief Q Et A. This presentation is scheduled to take place at 4PM at Meridian City Hall. (Please let us know if this date and time cannot work for you.) 6. Selection Criteria. Eligibility and finalist selection criteria will include: a. Adherence to the RFP; (10 points) b. Appropriateness of scale, design, material, durability, safety, and maintenance for project site; (20 points) c. Project proposal - demonstrated understanding of project objectives, ability to create artwork that addresses the context of its placement; and ability to meet or exceed the objectives; (30 points) d. Past work experience and references on a similar type project and the demonstrated competence in the performance of the type of work to be provided (the nature, quality, and relevance of similar completed work, including subcontractors, may include feedback from professional references; and (20 points) e. Consistency with City policy and community values; (20 points) 7. Evaluation of proposals; artist selected. The selection committee may recommend selection of one proposed project, recommend that the RFP be reopened, or reject all proposals. Evaluation criteria will include the criteria set forth above, as well as any public input submitted during the evaluation of the proposals. MAC and MPRC will forward their recommendation to Meridian City Council for consideration. The selected proposer and others not selected will be notified of City Council's decision via e-mail by Wednesday, January 11, 2017. 8. Agreement; award. Following selection and negotiation and execution of a written task order with the City, the selected proposer will be awarded the project upon City Council's approval. 9. Selected proposal installed. The awarded Artist will fabricate and install the artwork, in accordance with a written task order agreement with the City, and within the project's final budget and timeline. ESTIMATED TIMELINE: ❑ October 14, 2016 ❑ November 2, 2016 ❑ December 5, 2016 ❑ December 7, 2016 ❑ By January 10, 2017 ❑ January 11, 2017 ❑ By February 1, 2016 ❑ By February 7, 2016 ❑ By February 8, 2017 ❑ Spring 2017 ❑ Per Task Order Call to Artists (RFP) issued Deadline for Intent to propose Deadline for completed proposals Presentations, committee evaluation, recommendation determined MAC and MPRC co -present recommendation to City Council Selected and not selected artists notified Deadline for selected artist's signed task order with City Task order executed by City Council Consultation with Parks Et Recreation begins Fabrication begins Installation Please contact MAC via email (mac@meridiancity.org) or phone (208-489-0422) with any questions. Thank you for your interest! Request for Proposals - Heroes Park Identity Public Art Project Page 2 of 2 Meridian City Council Meeting DATE: ITEM NUMBER: 41 PROJECT NUMBER: ITEM TITLE: Reta Huskey Park Agreement for Donation of Real Property - Refa Huskey Park at Isola Creek Subdivision No. 4 with Toll ID I, LLC MEETING NOTES 9 APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS AGREEMENT FOR DONATION OF REAL PROPERTY R.eta Huskey Park at Isola Creels Subdivision No 4 This Donation Agreement (this "Agreement") is made and entered into this day of December, 2016 (the "Effective Date") between Toll ID I LLC, an Idaho limited liability company ("Donor"), and the City of Meridian, an Idaho municipal corporation ("City"). RECITALS A. Donor owns that certain real property located in Ada County, Idaho legally described in Exhibit A attached hereto (the "Property" or "Real Property"). B. The Property is the future Lot 28 in Block 5 of Isola Creek Subdivision No. 4 (the "Subdivision'). Donor has received preliminary plat approval for the Subdivision by City and is presently in the process of finalizing the final plat for the Subdivision. C. City desires to acquire the Property to develop a public park. D. Donor desires to donate the Property to City, subject to City's acceptance thereof as provided herein, to make a charitable donation to further City's goal of developing a public park. E. Donor and City desire to enter into this Agreement to memorialize and implement the terms of their mutual agreement with respect to the donation and acceptance. AGREEMENT NOW, THEREFORE, in consideration of the recitals above (which are incorporated herein by this reference) and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Donor and City agree as follows: I . DONATION. Promptly after recording the final plat for the Subdivision, and subject to the terms and conditions of this Agreement, Donor will execute and deliver to TitleOne Corporation, 1101 W. River Street, Suite 201, Boise, Idaho 83702; Attn: Scott Darling; 208-287.5300; sdarling@titleonecorp.com ("Escrow Agent") a gift deed for the Property in the form attached hereto as Exhibit B (the "Gift Deed") and notify City thereof. City will have a period of thirty (3 0) days after receipt of Donor's notice (the "Acceptance Period") to accept the Gift Deed as provided in Section 6.1. 2. AGREEMENT OF CHARITABLE CONTRIBUTION. If City accepts the Gift Deed, City understands that Donor may be entitled to claim a charitable contribution deduction under Code § 170 for the fair market value of the Property, It is further agreed and understood that City has not provided, and will not be required to provide, any goods, services or other thing of value to Donor in connection with this transaction. This Agreement and the related documents will be deemed a contemporaneous written acknowledgment for purposes of the substantiation requirements of Code § 170 and Treas. Reg. § 1.170A -13(f). City agrees to provide further information or documentation as Donor may reasonably request from time to time in order to claim a charitable deduction under Internal Revenue Code § 170, and to IRS Form 8283, Noncash Charitable Contribution Form, to acknowledge receipt of the Property. 3. PROPERTY CONVEYED AS -IS. If City accepts the Gift Deed, City understands, acknowledges and agrees that the Property is conveyed to, and accepted by, City in its "AS IS" condition with all faults, known or unknown, and without any representation as to quality or fitness of any kind and WITHOUT WARRANTY, EXPRESS OR IMPLIED, AS TO MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR ANY OTHER MATTER WHATSOEVER, Thus, City acknowledges that Donor has made no representation or warranty of any kind in connection with any matter relating to the condition, value, fitness, or City's intended use of the Property upon which City has relied directly or indirectly for any purposes except as expressly set forth in this Agreement. City further acknowledges that DONATION AGREEMENT PAGE I OF 8 13952653.5 [7476-901 it may conduct or have the opportunity to conduct its own inspection of the Property as provided in this Agreement or otherwise, and City is relying solely upon its own inspection in determining to receive and accept the Property. City understands that the consequences of the foregoing is that should City suffer any damages relating to the Property, City will be precluded from making any claim against Donor and the other parties released herein, regardless of whether City knew those claims existed as of the date hereof. After the Effective Date of this Agreement, the City and the City's authorized representatives shall have reasonable access to the Property. 4. DUE DILIGENCE. From and after the Effective Date, City may, at is sole cost and expense, inspect the Property as the City deems appropriate, including an environmental audit for the purpose of determining the nature and extent of any hazardous substances, hazardous waste, petroleum, or underground storage tanks on the Property. Any environmental audit, if obtained by City, will be conducted in substantial compliance with the American Society for Testing and Materials (ASTM) Standard E 1527-05 or its replacement. If City objects to any matters identified in its inspections or in any environmental audit, City will notify Donor of its disapproval, which notice will specify the disapproved matters. Within ten (10) days after the receipt of the objection notice, Donor will either (a) correct the disapproved matters, (b) give reasonable written assurances to Donor will correct disapproved matters will be on or before the expiration of the Acceptance Period, or (c) notify City that Donor is not willing or able to remove the disapproved matters. City need not accept the Gift Deed if matter disapproved by City is not corrected before the expiration of the Acceptance Period; provided, however, City may elect to waive its objection and accept the Gift Deed. If City fails to accept the Gift Deed, City will restore any damage or disfigurement caused by City's inspections. 5. TITLE REVIEW. From the Effective Date, City may, at is sole cost and expense, obtain a commitment for title insurance ("Commitment") for the Property issued by Escrow Agent on such terms as City may desire. If City objects to any matters identified in the Commitment, City will notify Donor of its disapproval, which notice will specify the disapproved matters. Within five (5) days after the receipt of the objection notice, Donor will either (a) remove the disapproved matters, (b) give reasonable written assurances to Donor will remove disapproved matters will be removed on or before the expiration of the Acceptance Period, or (c) notify City that Donor is not willing or able to remove the disapproved matters. City need to accept the Gift Deed if matter disapproved by City cannot be removed before the expiration of the Acceptance Period; provided, however, City may elect to waive its objection and accept the Gift Deed. 6. ACCEPTANCE; CLOSING 6.1 Acceptance. During the Acceptance Period, City may accept the Gift Deed by delivering a notice to Donor and Escrow Agent that the City desires to accept the donation and proceed to closing (the "Acceptance Notice"). If City fails to accept the donation within the Acceptance Period for any reason, then Escrow Agent will return the Gift Deed to Donor and this Agreement will terminate. City and Donor may extend the Acceptance Period by written agreement. 6.2 Closing. The closing will occur at Escrow Agent's office on any day convenient for Donor, City and Escrow Agent, but not later than ten (10) days after City's delivery of the Acceptance Notice. On or before closing, Donor and City will provide and execute any documents reasonably requested by Escrow Agent or the other party to close the donation as provided herein. City will be responsible for payment of any of Escrow Agent's closing fees. 6.3 Title Insurance. If City accepts the Gift Deed, the City may, at its cost, purchase an owner's policy of title insurance in such amount and in such form as City desires. Donor agrees to execute any affidavit reasonably required by Title Company for issuance of such policy, while giving effect to the provisions of this Agreement. DONATION AGREEMENT PAGE 2 OF S 13052653-5 t7476 -9D] 6.4 Taxes. City and Donor acknowledge that Donor, pursuant to Idaho Code § 50- 1380, will pay all real property taxes assessed against the Property for the calendar in which the Plat is recorded, and any prior years. If Donor provides the Gift Deed to Escrow Agent during any subsequent calendar year, then Donor will pay to City, at closing, the amount identified by Escrow Agent as the Donor's share of the real property taxes for the Property for the then current calendar year, prorated as of the date Donor provided the Gift Deed to Escrow Agent. City will pay the real property taxes for the then calendar year when due. If the real property taxes for the then current calendar year have not been calculated, Escrow Agent will estimate the real property taxes based on the prior calendar year's levy rate multiplied by the market value of the Property declared by City for the title policy issued pursuant to Section 6.3 (or, if none, Donor's reasonable estimate of the market value of the Property). 6.5 Financial Encumbrances. On or before closing, Seller agrees to discharge any mortgage, deed of trust or mechanic's lien claim against the Property arising by, from or through Donor. If, after closing, City receives any notice of any mortgage, deed of trust or mechanic's lien claim with respect to the Property that arises by, from or through Donor, then will promptly notify Donor. Donor will promptly discharge (or cause to be bonded over, in the case of any claim of mechanic's lien that Donor reasonably elects to dispute) the same and provide City with evidence of its release. 7. DEFAULT. Neither party shall be deemed to be in default under this Agreement unless the non -defaulting party first provides the defaulting party with a written notice of default (which notice shall describe the alleged default with particularity) and a period of ten (10) days to cure such default. In the event of any default, the nondefaulting party may enforce any right or remedy available at Iaw or equity, including specific performance. In the event any action is filed to enforce this Agreement, the prevailing party in the action will be entitled to recover the cost of the action, including attorneys' fees. 8. GENERAL 8.1 Entire Agreement. This Agreement embodies the entire agreement between the parties hereto with respect to the subject matter hereof. No extension, change, modification or amendment to or of this Agreement of any kind whatsoever will be made or claimed by Donor or City, and no notice of any extension, change, modification or amendment made or claimed by Donor or City will have any force or effect whatsoever unless the same will be endorsed in writing and be signed by the party against which the enforcement of such extension, change, modification or amendment is sought, and then only to the extent set forth in such instrument. 8.2 Severabili1y. In the event any term or provision of this Agreement will be held illegal, invalid or unenforceable or inoperative as a matter of law, the remaining terms and provisions of this Agreement will not be affected thereby. Each remaining term and provision will be valid and will remain in full force and effect. 8.3 Governing Law. This Agreement will be construed and interpreted in accordance with, and will be governed by, the laws of the State of Idaho. 8.4 Incorporation by Reference. All of the exhibits attached to this Agreement and all documents in the nature of such exhibits, when executed, are by this reference incorporated in and made a part of this Agreement. 8.5 Construction. The parties acknowledge that each party and its counsel have reviewed and revised this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party will not be employed in the interpretation of this Agreement or any amendments or exhibits hereto. In this Agreement and all exhibits hereto, the words "including" will be construed to include "without limitation." [ end of text; signature page follows l DONATION AGREEMENT PAGE 3 OF 8 ]3052653-5[7476-90] DATED as of the Effective Date. "Donor" ATTEST: Ci Clerk DONATION AGREEMENT 13052653-5(7476-901 TOLL ID I LLC, an Idaho limited liability company By: V \ Thomas M. Coleman, Jr. Division President CITY OF MERIDIAN, an Idaho municipal corporation By: :Mayor my de ee d CC'rvuf o jD W m � IAIV41 SEAL PAGE 4 OF 8 EXHIBIT A LEGAL DECRIPTTON OF THE PROPERTY Description for Meridian City Park Lot Proposed Lot 2.8 Block 5: Isola Creek Subdivision No. 4 A parcel of land located in the SW'/4 of Section 35, TAN., RAW., B.M., Meridian, Ada County, Idaho, more particularly described as follows: Commencing at the West 114 corner of said Section 35, from which the SW corner of said Section bears South 00`53'07" West, 2643.59 feet; thence along the West boundary of said SW South 00°53'07" West, 1534.59 feet to a point on the centerline of Five Mile Creek; thence along said centerline South 46°21'53" East, 68.09 feet to the POINT OF BEGINNING; Thence leaving said centerline North 00°53'07" East, 128.03 feet; Thence South 61002'44" East, 146.38 feet; Thence South 56°58'40" East, 56.98 feet; Thence South 51 055'29" East, 95.78 feet; Thence South 66°44'55" East, 92.52 feet; Thence South 76016'47" East, 145.48 feet; Thence South 80°38'53" East, 84.69 feet; Thence South 89°40'28" East, 205.98 feet; Thence North 00°19'32" East, 25.77 feet; Thence North 55028'44" East, 276.37 feet; Thence North 00°39'48" East, 35.55 feet; Thence North 31049'25" West, 152.99 feet to a point on a curve; Thence 140.05 feet along the arc of a non -tangent curve to the right, said curve having a radius of 575.00 feet, a delta angle of 13'57'19", and a long chord bearing North 49'24'10" East, 139.70 feet to a point of tangency; Thence North 56022'50" East, 114.96 feet to a point of curvature; Thence 163.59 feet along the arc of a curve to the right, said curve having a radius of 275.00 feet, a delta angle of 34005'00", and a long chord bearing North 73°25'20" East, 161.19 feet; Thence South 00046'25" West, 777.89 feet to a point on the centerline of Five Mile Creek; Thence along said centerline: Thence North 82°34'53" West, 988.72 feet to a point of curvature; Thence 114.41 feet along the arc of a curve to the right, said curve having a radius of 181.00 feet, a delta angle of 36°13'00", and a long chord bearing North 64°28'23" West, 112.51 feet to a point of tangency; Thence North 46°21'53" West, 249.44 feet to the POINT OF BEGINNING, EXCLUDING THEREFROM: A parcel of land located in the SW % of Section 35, T.4N., RAW., B.M., Meridian, Ada County, Idaho, more particularly described as follows: 150121-PARK.DES.DOCX DONATION AGREEMENT PAGE 5 OF 8 €3052653-5 [7476-901 Commencing at the West 114 corner of said Section 35, from which the SW corner of said Section bears South 00053'07" West, 2643.59 feet; thence along the West boundary of said SW'/4 South 0053'07" West, 1534.59 feet to a point on the centerline of Five Mile Creek; thence along said centerline South 46°21'53" East, 68.09 feet; thence leaving said centerline North 00053`07" East, 128.03 feet; thence South 61002'44" East, 146.38 feet; thence South 1314'30" West, 70.85 feet to the POINT OF BEGINNING," Thence South 46021'53" East, 40.00 feet; Thence South 43°38'07" West, 24.00 feet; Thence North 4621'53" West, 40.00 feet; Thence North 43038'07" East, 24.00 feet to the POINT OF BEGINNING. Said exclusion parcel containing 960 SF, more or less. Proposed City Park Lot containing 387,798 SF or 8.90 acres, more or less. DONATION AGREEMENT PAGE 6 OF 8 13052653-5[7476-901 When recorded, please return to: Meridian City Clerk 33 East Broadway Avenue Meridian, Idaho 63642 EXHIBIT B FORM GIFT DEED GIFT DEED Toll ID I LLC, an Idaho limited liability company ("Grantor") hereby grants and conveys unto the City of Meridian, an Idaho municipal corporation, whose current mailing address is 33 E. Broadway Avenue, Meridian, Idaho 83642 ("Grantee"), all of Grantor's right, title and interest in that certain real property Iocated in Ada County, Idaho, legally described as ("Property"): Lot 28 in Block 5 of Isola Creek Subdivision No. 4, according to the official plat thereof recorded in the real property records of Ada County, Idaho. TO HAVE AND TO HOLD the Property, with its easements, water and water rights, and all other rights and appurtenances unto Grantee, and Grantee's successors and assigns forever. SUBJECT TO the lien of real property taxes for the then current calendar year not yet due and payable, all matters of record or appearing from a careful inspection of the land, and anything made, done or suffered by Grantee. GRANTOR: TOLL ID I LLC, an Idaho limited liability company STATE OF IDAHO ss. County of Ada [signature lines removed from proposed form] On this day of , in the year of 201_, before me, a notary public, personally appeared Thomas M. Coleman Jr., known or identified to me to be the Division President of Toll ID I LLC, an Idaho limited liability company, the company that executed the instrument on behalf of said company and acknowledged to me that such company executed the same in said company name. `signature lines removed from proposed form ] Notary Public for Idaho Residing at: My commission expires: DONATION AGREEMENT PAGE 7 OF 8 13052653-5 [747690] ACCEPTANCE The undersigned Grantee hereby agrees to accept title to the Property described in the Gift Deed. Dated this day of , 201 CITY OF MERIDIAN, an Idaho municipal corporation [ signature lines removed from proposed form J STATE OF IDAHO ) ) ss. County of Ada } On this day of , 2016, before me, , a Notary Public in and for said State, personally appeared Tammy de Weerd and C.day Coles, known or identified to me to be the Mayor and the City Clerk, respectively, of the City of Meridian, and the persons who executed the instrument on behalf of said City, and acknowledged to me that such City executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. [signature lines removed from proposed form J Notary Public for Idaho Residing at: My commission expires: DONATION AGREEMENT PAGE 8 OF 8 13052653-5 [7476-90) Meridian City Council Meeting DATE: ITEM NUMBER: 4 PROJECT NUMBER: ITEM TITLE: Treasure Valley Family YMCA Agreement to Transfer Real Property between the City of Meridian and the Treasure Valley Family YMCA for the Hillsdale Park ►I ►il44i IC11101[01=*I 9 APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ADA COUNTY RECORDER Christopher D. Rich 2016-121434 BOISE IDAHO Pgs=15 LISA BATT 12/15/2016 10:24 AM CITY OF MERIDIAN, IDAHO NO FEE AGREEMENT TO TRANSFER REAL PROPERTY This Agreement is made between The City of Meridian, an Idaho Municipal Corporation ("City" or "Grantee"), and the Young Men's Christian Association of Boise City, an Idaho Nonprofit Corporation, dba Treasure Valley Family YMCA. ("YMCA" or "Grantor"). Grantee and Grantor may be collectively referred to herein as "the Parties." This Agreement shall be made effective as of the date when fully executed by both Parties ("Effective Date"), WHEREAS, the City of Meridian and the Treasure Valley Family YMCA are committed to enhancing the community's quality of life by providing and supporting places and programming that foster individual and community growth, development, and wellness for children, adults, and families; and, WHEREAS, the Parties recognize that through cooperation, we can more fully and effectively provide opportunities for diverse educational, recreational, athletic, and wellness programming than any of us can provide separately; and, WHEREAS, The Parties, along with other community partners are working together to develop a South Meridian Partnership at the Hill Property (hereinafter, "The Hill"), a suite of combined educational, wellness, indoor and outdoor recreational and athletic facilities, and programming for youth, adults, and families, located near the intersection of Eagle and Amity Roads, in Meridian ("the Partnership"); and, WHEREAS, The City Council of the City of Meridian has expressed its support for the Partnership and in particular the YMCA facility component at The Hill because it will enhance Meridian's quality of life by providing and supporting recreational facilities and opportunities, including gymnasium programming for members of the Meridian community to meet broader community needs for athletic programming and recreation; and, WHEREAS, City and the YMCA are acting in the spirit of good faith and partnership with the recognition that as entities, we are individually and collectively focused on the common good, and that the future operations at the Partnership will require ongoing cooperation, communication, and sharing to reach the maximum potential to serve the community; and, WHEREAS, City is encouraged that the leadership of the YMCA is committed to continuing to raise funds for an eventual aquatic center in a future phase at The Hill: and, WHEREAS, the YMCA has received a Gift Deed to approximately 15,662 acres of real property at The Hill with the condition that an indoor recreational facility and public park be constructed on the site; and, WHEREAS, City desires to construct and operate a public park at The Hill, and the YMCA desires to transfer a portion of its acreage to City for the public park; and, HILLSDALE PARK DEED TRANSFER AGREEMENT - I WHEREAS, YMCA intends to initiate a City of Meridian platting process to create a separate lot for the public park that can be conveyed to City. WHEREAS, City is willing to accept the deed to YMCA's real property on the mutually agreeable terms and conditions set forth herein. NOW, THEREFORE, in return for good and valuable consideration, including the agreement set forth herein and the Parties' proceeding to the closing of the transaction contemplated hereby, the receipt and sufficiency of such consideration being hereby acknowledged, the Parties do hereby enter into this Agreement and the terms and conditions set forth below. The parties agree as follows: 1. TRANSFER OF PROPERTY. 1.1 Real Property. Subject to the terms and conditions of this Agreement, the Grantor shall transfer to the Grantee and the Grantee shall accept from the Grantor the real property legally described and depicted on Exhibit 1.1, attached hereto and incorporated herein: 1.2 Construction License Easement Granted. In order to facilitate timely construction of the public Park by Grantee, Grantee may need to proceed to construct the public park infrastructure in advance of receiving the deed under this agreement. Grantor hereby grants to Grantee a Construction License on, over, across, and under the Real Property and Grantor's parking lot for the purposes of construction of the public park in substantial conformance with the Schematic Plan attached hereto as Exhibit 1.2. The park infrastructure constructed and installed by Grantee shall remain the property of Grantee regardless of whether said infrastructure is attached to the Real Property. In the event that the transfer of the deed under this agreement is delayed or denied, Grantor agrees to lease the Real Property to Grantee at no charge as a public park in perpetuity. 1.3 Regulatory Permits. Grantee or its Agents shall secure all necessary permits for the work to be performed under the Construction Easement Agreement and shall abide by all terms and conditions thereof. 1.4 Indemnity of YMCA; Insurance to be obtained by City. To the extent allowed by law, City shall indemnify YMCA for all claims for personal injury, property damage and any liens that may be filed as a result of the construction of the park in advance of receiving the deed to the Real Property. City and City's Agents shall obtain all necessary property and liability insurance as may be required in order to protect the YMCA for such claims and the City' insurable interests for its rights and obligations described within this Agreement. 1.5 Access and Parking Easement, Utilities. Grantor shall grant to Grantee an easement agreement for access and parking on the portion of the real property retained by Grantor. The Easement Document shall be recorded at closing. To facilitate construction and eventual public use of the park, Grantor shall construct curb, gutter, and a gravel parking lot directly adjacent to the park, as depicted on Exhibit 1.5 Parking lot construction will be prioritized with the site work for phase one of the YMCA project. Paving of the parking lot will HILLSDALE PARK DEED TRANSFER AGREEMENT - 2 be done on a schedule determined by the Grantor to be compatible with construction staging. Grantor shall endeavor to prioritize utility extensions and provide Grantee access to water/sewer infrastructure with the site work for phase one of the YMCA. Grantee shall develop a pressurized irrigation system and provide a main line stub to Grantor as part of the park construction. 1.6 Real Property to be Transferred Free of Charge. The Real Property shall be transferred to Grantee free of charge, based on the mutual consideration as set forth herein. 1.7 Conveyance of Title. Title to the Real Property shall be conveyed by a Grant Deed. Title to the Real Property shall be marketable and insurable and shall be free and clear of all liens, encumbrances, and restrictions, exclusive of (i) real property taxes for the current year which are not due and payable on or before Closing, and (ii) liens, encumbrances, and conditions accepted in writing by the Grantee on or before Closing. The conveyance shall be subject to the following reversionary rights, interests and encumbrances in favor of Grantor: 1.7.1 Grantee shall cause to be constructed and completed a park and sports fields for outdoor recreation including sodding, irrigation and related vegetation, and an improved park, perimeter walking path around entire Subject Property and a separate walking path adjoining and bisecting the improved park, collectively, the "Park Improvements" which Improvements shall be completed no later than October 1, 2019, failing which, the conveyance hereby made shall become null and void, the Subject Property hereby conveyed shall be subject to reversion to Grantor, upon Grantor's written request. 1.7.2 The use of the Subject Property so conveyed is hereby made subject to the Grantee's use of the property as herein described and no portion of the Subject Property hereby conveyed may be conveyed to any other person or entity provided that the Grantee may, in its reasonable discretion and for the benefit of the community, convey a portion of the Subject Property hereby conveyed to another governmental or public entity suitable for operating and maintaining a park or sports field, such as the Western Ada Recreation District, provided that the obligations herein described shall be binding upon the Western Ada Recreation District, or such other entity as shall acquire any portion of the Subject Property, as the successor or assignee of Grantee. The use of the Subject Property as herein described shall be maintained in perpetuity, unless a proposed change in use is initiated by the Grantee and shall have obtained the approval of each of Martin L. Hill, his heirs, successors and assigns. 1.7.3 This conveyance is also subject of the maintenance of a view corridor for the benefit of the Martin L. Hill and Dixie L. Cook's adjoining residence, which is located on approximately 1.76 acres and is depicted on the exhibits appended to the gift deed recorded as Inst. No. 2016-021373 and is described in said gift deed. No permanent improvements shall be constructed above grade, except for trees, shrubs, play equipment, a gazebo or picnic shelter, bathrooms, lighting, curbs, gutters, sidewalk and the like. This view corridor shall be perpetual, unless a court of competent jurisdiction shall determine after the passage of one hundred (100) years, that such view corridor is no longer of any material benefit to the adjoining residence is located. HILLSDALE PARK DEED TRANSFER AGREEMENr - 3 1.7.4 In the event the Grantee shall cease to exist, the Subject Property shall be conveyed and may only be conveyed to another charitable entity qualifying under Section 501(c)(3) of the Internal Revenue Code, with the selection of such successor Grantee being made by the administrative judge of the District Court of Fourth Judicial Court in and for the County of Ada. 1.7.5 The restriction, encumbrances, and reversionary interest described here and shall be a covenant running with the land and be binding upon the heirs, successors, and assigns of the Grantee and Grantor. 1.8 Title Insurance. 1.8.1 Commitment. Upon the acceptance of this Agreement by the Grantor, the Parties shall order a Commitment for Title Insurance ("Commitment") issued by Title One Corporation 1101 W. River Street, Suite 201, Boise, Idaho 83702; Attn: Scott Thiel, ] ("Title Company"), covering the Real Property. 1.8.2 Unapproved Exceptions. If any exceptions shown on the Commitment are not approved in writing by the Grantee before Closing and cannot be removed by the Grantor by Closing, then the Grantee shall have the right to terminate this Agreement, and each party shall be fully released and discharged from any further obligations under this Agreement. 1.8.3 Policy. At Closing, the Grantee may purchase an Owner's Policy title insurance policy at Grantee's sole expense in the insured amount of the market value of the real property. The Policy must include an endorsement deleting the general exceptions to the Policy. 1.9 Possession. The Grantor shall deliver actual possession of the Property to the Grantee at Closing. 1.10 Prorated Taxes. Taxes assessed by Ada County on the Real Property, if any, shall be prorated and paid by Grantor for the period prior to Closing as of the last assessments available before Closing. 2. REPRESENTATIONS, WARRANTIES, AND COVENANTS OF THE GRANTOR. The Grantor represents and warrants to, and covenants with, the Grantee as follows: 2.1 Authority of the Grantor. The execution, delivery, and consummation of this Agreement by the Grantor has been duly approved in accordance with applicable law and any documents or instruments governing the Grantor. The execution, delivery, and consummation of this Agreement by the Grantor will not, with the passage of time, the giving of notice, or otherwise, cause the Grantor to be in violation or breach of any law, regulation, contract, agreement, or other restriction to or by which the Grantor or the Property is subject or bound. HILLSDALE PARK DEED TRANSFER AGREEMENT- 4 2.2 Consents. Except as disclosed in writing to the Grantee before the Closing, Grantor is not required to obtain the approval or consent of any person, firm, or other entity to permit the Grantor to consummate the transactions contemplated by this Agreement. 2.3 Property Ownership. The Grantor owns and possesses all right, title, and interest in and to the Property free and clear of all covenants, conditions, easements, liens, and encumbrances. 2.4 No Litigation. There is no equitable, legal, or administrative suit, action, arbitration, or other proceedings pending or threatened against or affecting the Grantor or the Property. 2.5 Information to be Provided. Within ten (10) business days after the date this Agreement is accepted by the Grantor, the Grantor shall deliver to the Grantee the following: 2.5.1 Contracts. All contracts of any kind or nature that will survive the Closing and that relate to the Property. 2.5.2 Leases. A copy of all leases relating to the Property, together with any amendments to them. 2.5.3 Permits. A copy of any licenses, certificates, permits, approvals, conditions or similar items, in the Grantor's possession relating to any portion of the Property. 2.6 Conduct Pending Closing. From the Effective Date to Closing, the Grantor shall (i) maintain the Property in the same condition existing at the time of execution of this Agreement, (ii) continue to operate the Property in the manner previously operated by the Grantor, (iii) not enter into any new leases or licenses relating to the Property, other than in the ordinary course of operating the Property, and (iv) perform all acts necessary to insure that the representations, warranties, and covenants of the Grantor shall be true, complete, and accurate in all respects on and as of the date of closing to the same force and effect as if made at Closing. From the Effective Date of this agreement, any contract for sale of Grantee's Parcel shall be made subject to this agreement. 2.7 Access to Property. After the Effective Date of this Agreement, the Grantee and the Grantee's authorized representatives shall have reasonable access to the Property. 2.8 Indebtedness. The Grantor shall pay all indebtedness, obligations and liabilities incurred in connection with the Property and the operation of the Property for the period ending midnight of the date of Closing. 3. CONDITIONS PRECEDENT TO CLOSING. 3.1 Conditions Precedent to Obligations of the Grantee. The obligations of the Grantee under this Agreement are, at Grantee's option, subject to the satisfaction of the following conditions to create a legal lot of Record: HILLSDALE PARK DEED TRANSFER AGREEMENT - 5 3.1.1 Before Closing, Grantor shall have obtained a platted or surveyed legal lot of record. The cost of obtaining the legal lot of record shall be paid half by Grantor and half by Grantee. 3.2 Other Conditions Precedent to Closing. 3.2.1 Representations and Warranties True. The representations and warranties of the Grantor are true, complete, and accurate as of the date of this Agreement and as of the date of Closing as if made as of such date. 3.2.2 Covenants Performed, The Grantor and Grantee have performed all obligations, covenants and agreements to be performed before Closing as set forth in this Agreement. 3.2.3 Title Policy_. The Title Company is prepared to issue a policy in accordance with the provisions of Section 1.8.3. 3.2.4 Execution an(I Delivery of Documents. The Grantor (and others where required) shall have executed and delivered to the Closing Agent the following: 1. The Grant Deed; 2. The Access and Parking Easement Agreement; and, 3. Any other documents necessary to effect the transfer of title contemplated by this Agreement. 4. CLOSING 4.1 Closing Agent. The Closing Agent for this Agreement shall be Title One Corporation, 1101 W. River Street, Suite 201, Boise, Idaho 83702; Attn: Scott Dal -ling. 4.2 Date of Closing. The Parties shall submit all required documents to Closing Agent in advance of the planned closing date of December 31, 2017, or at such other time, date, and place as may be mutually agreed between Grantor and Grantee. 4.3 Closing Agent Instructions. Grantee and Grantor shall execute and deliver to the Closing Agent instructions on the form generally provided by the Closing Agent with such modifications as are reasonably made by the Grantee. 5. GENERAL PROVISIONS. 5.1 Broker Fees. Except as disclosed in writing to the Parties before Closing, the Grantee is not obligated to pay any fee or commission to any broker, finder, or intermediary for or on account of the transaction contemplated by this Agreement. Any fees paid by Grantor to Grantor's broker shall be paid by separate arrangement between Grantor and Grantor's Broker. HILLSDALE PARK DEED TRANSFER AGREEMENT - 6 5.2 Governing Law, Jurisdiction, and Venue. This Agreement shall be construed and interpreted in accordance with the laws of the State of Idaho. The parties agree that the courts of Idaho shall have exclusive jurisdiction and agree that Ada County is the proper venue. 5.3 Time of the Essence. Time is of the essence with respect to the obligations to be performed under this Agreement. 5.4 Rights Cumulative. Except as expressly provided in this Agreement, and to the extent permitted by law, any remedies described in this Agreement are cumulative and not alternative to any other remedies available at law or in equity. 5.5 Nonwaiver of Remedies. The failure or neglect of a party to enforce any remedy available by reason of the failure of the other party to observe or perform a term or condition set forth in this Agreement shall not be a waiver of such tern or condition. A waiver by a party (i) shall not affect any term or condition other than the one specified in such waiver, and (ii) shall waive a specified term or condition only for the time and in a manner specifically stated in the waiver. 5.6 Successors and Assigns. Subject to any express provisions in this Agreement regarding restrictions on transfers or assignments, this Agreement shall be binding upon and inure to the benefit of the parties and their respective successors, assigns, heirs, and personal representatives. 5.7 Entire Agreement. All Schedules and Exhibits to this Agreement are a part of this Agreement. This Agreement, together with the accompanying Schedules and Exhibits, is the entire agreement among the parties and supersedes all prior memoranda, correspondence, conversations and negotiations. 5.8 Severability. The invalidity of any portion of this Agreement, as determined by a court of competent jurisdiction, shall not affect the validity of any other portion of this Agreement. 5.9 Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed to be an original, but all of which together shall constitute one and the same instruments. 5.10 Survival of Representations, Warranties, and Covenants. All representations, warranties, and covenants of the Parties set forth in this Agreement shall survive the Closing and shall survive the recording of the Warranty Deed(s). 5.11 Execution of Agreement. Grantor acknowledges that this agreement will be executed by Grantor before Grantee executes the agreement and that the execution of the agreement by the Grantee is contingent upon ratification of the terms and conditions of this agreement by the Meridian City Council and the Council's authorization for the Meridian City Mayor to execute this agreement on behalf of the Grantee. HILLSDALE PARK DEED TRANSFER AGREEMENT - 7 6. SIGNATURES. Dated:: - I-/ % 3 ; 2016 `aGO�ppRATEp q�cG�T � w �L ATTES m2��ao� n A a ra�rsuR C.Jdy Cole City Clerk Dated:. 1vq / j5r , 2016 STATE OF IDAHO ) ss County of Ada ) GRANTEE, CITY OF MERIDIAN Mayor Tamm Weerd GRANTOR., Young Men's Christian Association of Boise City, dba Treasure Valley Family YMCA zll' David Dura, President On this 1 3-�n . day of 2016 before .me, a Notary Public, personally appeared Tammy de Weerd and C.Jay Coles, know or identified to me to be the Mayor and Clerk, respectively, of the City of .Meridian, who executed, the instrument of behalf of said City, and acknowledged to me that such City executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the dayaa rpd,ga n his certificate first above written, ` �OT� , • (SEALI Notary Public for Idaho 9 C LIC Residing at: �M'VAm(,Cd4a � C� IDA�d••+e Commission expires: �� „ X022 •f����loss, HILLSDALE PARK DEED TRANSFER AGREEMENT - 8 STATE OF IDAHO ) ss County of Ada ) On this 16 day of U"_Pg— , 2016, before me, a Notary Public, personally appeared David Duro, know or identified to me to be the President of the Corporation who executed the instrument of behalf of said Corporation, and acknowledged to me that such Corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. }°°44y6tlb 00 to 0'�g9 (SEAL) �b��y��w 9,6������� ®Z ®gym 0 HILLSDALE PARK DEED TRANSFER AGREEMENT- 9 Notarypublic' daho Residing at: b "Se - Commission expires: S •a�• 2:� EXHIBIT 1.1 pJ Legal Description of Property to be conveyed to City A parcel of land situated in a portion of the East 1/2 of the Northwest 1/4 of Section 33, Township 3 North, Range 1 East, Boise Meridian, City of Meridian, Ada County, Idaho, and being more particularly described as follows: Commencing at a found aluminum cap marking the Northwest corner of said Section 33, thence following the northerly line of the Northwest 1/4 of said Section 33, S89°15'22"E a distance of 2,660.62 feet to a found brass cap marking the North 1/4 corner of said Section 33; Thence leaving said northerly line and following the easterly line of said Northwest 1/4, 500°19'09"W a distance of 736.83 feet to a found 5/8 -Inch rebar; Thence leaving said easterly line, N89°46'03"W a distance of 647.40 feet to a point and being the POINT OF BEGINNING. Thence S00°13'57"W a distance of 71.92 feet to a point; Thence N89"46'01"W a distance of 27,00 feet to a point; Thence S00°13'59"W a distance of 1.05.50 feet to a point; Thence 589°46'01."E a distance of 23.50 feet to a point; Thence 39.72 feet along the arc of a non -tangent curve to the left, said curve having a radius of 65.00 feet, a delta angle of 35°00'32", a chord bearing of S38°42'26"E and a chord distance of 39.10 feet to a point; Thence 92.64 feet along the arc of a non -tangent curve to the right, said curve having a radius of 258.50 feet, a delta angle of 20032'01", a chord bearing of 547°08'39"W and a chord distance of 92.15 feet to a point; Thence 310,09 feet along the arc of a non -tangent curve to the right, said curve having a radius of 155.50 feet, a delta angle of 1.1.4°1.5'29", a chord bearing of 500°3252"E and a chord distance of 261.21 feet to a point; Thence 258.77 feet along the arc of a reverse curve to the left, said curve having a radius of 159.50 feet, a delta angle of 92°57'23", a chord bearing of S10°06'11"W and a chord distance of 231.31 feet to a found 5/8 -inch rebar; Thence 99.60 feet along the arc of a non -tangent curve to the right, said curve having a radius of 52.16 feet, a delta angle of 109°23'47", a chord bearing of S71°51.'07"E and a chord distance of 85.14 feet to a found 5/8 -inch rebar; Thence S66°04'37"W a distance of 46.41 feet to a found 5/8 -inch rebar; Thence 159.39 feet along the arc of a circular curve to the left, said curve having a radius of 96.00 feet, a delta angle of 95°07'46", a chord bearing of 516°53'46"W and a chord distance of 141.70 feet to a found 5/8 -Inch rebar; Thence 530°40'07"E a distance of 43.29 feet to a found brass plug on the northerly right-of-way line of E, Highlander Dr.; HILLSDALE PARK DEED TRANSFER AGREEMENT - 10 Exhibit 1.1 p.2 Thence following said northerly right-of-way line, 48.08 feet along the arc of a circular curve to the left, said curve having a radius of 681.50 feet, a delta angle of 04°02'32", a chord bearing of S54°42'IVW and a chord distance of 48.07 feet to a found brass plug on the subdivision boundary of Hill's Century Farm Subdivision Phase 2; Thence leaving said northerly right-of-way line and following said subdivision boundary the following courses; 1. N33°25'00"W a distance of 20.05 feet to a found 5/8 -inch rebar; 2. 259.81 feet along the arc of a circular curve to the left, said curve having a radius of 345.00 feet, a delta angle of 43°08'55", a chord bearing of N67°53'27"W and a chord distance of 253.72 feet to a found 5/8 -inch rebar; 3. N89°27'54"W a distance of 98.19 feet to a found 5/8 -inch rebar; 4, N00°32'06"E a distance of 307,67 feet to a found 5/8 -inch rebar; 5. N89°27'52"W a distance of 66.90 feet to a found 5/8 -inch rebar; Thence leaving said subdivision boundary, N00016'11"E a distance of 586.11 feet to a found 5/8 -inch rebar; Thence S89°46'03"E a distance of 510,81 feet to the POINT OF BEGINNING. Said parcel contains 9.536 acres, more or less, and is subject to all existing easements and/or rights-of-way of record or implied. HILLSDALE PARK DEED TRANSFER AGREEMENT - 11 EXHIBIT 1.1 p.3 29 28 BASIS OF BEARING _ S89'15'22'E 2660.62' 32 ' 33 � —,V—_ � E, Amity Road _ — — POINT OF N 1/4 CORNER t� COMMENCEMENT SECTION 33 NW CORNER SECTION 33 Unplatted a m M POINT OF r BEGINNING S89'46'03'E 610.81' N89'46'03W 647.40' —SOO'13'571V 71.92' S00' 105,50 N69'46'01'V1 two ( 27.OD' -' ( t.1 Resultant I G Young Men's Christian Unplatted w Proposed City of Meridian Association of Boise City I (8,233 ACt) Hillsdale Park ' g (9.536 ACt) I '31 1,46.90, 1 n c�) Joint School �r District No, 2 Hill's Century 4 es Farm Subdivision n 0N¢fl'27`54"w S66'tl4'37"W Phase 2 z oa.19' 46.41' hlander Dr, c`1 (:2 Hill's Century a l Farm Subdivision 1 - Phase 2 L3 c' N v$. 0 100 200 400 ENGINEERS, SURVEYORS, PLANNERS 9233 WEST STATE STREET Plan Scale BOISE, IDAHO 83714 --- -- -- PHONE (208)639.6939 FAX (208) 639.6930 Exhibit B City of Meridian Park/Treasure Valley YMCA DATE: 10/31/2015 PROIER: 16.168 SHEET: Proposed Park Site of 2 E 1/2 of the NW 1/4, Section 33 T3N., R1E., City of Meridian, Ada County, ID HILLSDALE PARK DEED TRANSFER AGREEMENT - 12 DATE: EXHIBIT 1.1 p.4 CURVETABLE CURVE RADIUS LENGTH DELTA CHORD 6RG CHORD C1 65.00' 39.72' 35'00'32" S38'42'26'E 39.10' C2 258.50' 92,64' 20'32'01" S4T00'39"W 92.15' C3 155,50' 310.09' 114'1529" 50'32'52"E 261.21' C4 159.50' 258.77' 92'57'23" S10'06'1 1'W 231.31' C5 52A W 99.60' 109'23'47" S71'51'07'E 85,14' C6 96.00' 159.39' 95'07'46' S16'53'46V 141.70' C7 681.50' 48.08' 4'02'32" 354*42'11"W 48.07' C8 345.00' 259.81' 1 43'08'55" N67 53'27"W 253.72' LINE TABLE LINE DISTANCE REARING L1 23.50 S89'46'01'E L2 43.29 S30'40'07"E L3 20.05 N33'25'00"'N Exhibit B City of Meridian Park/Treasure Valley YMCA SHEET: Proposed Park Site 2 -of2 E 1/2 of the NW 1/4, Section 33 T3N., 111E., City of Meridian, Ada County, ID HILLSDALE PARK DEED TRANSFER AGREEMENT 4 13 EXHIBIT 1.2 HILLSDALE PARK MERIDIAN, IR SCHEMATIC PLAN HILLSDALE PARK DEED TRANSFER AGREEMENT - 14 Exhibit 1.5 HILLSDALE PARK DEED TRANSFER AGREEMENT - 15 Meridian City Council Meeting DATE: ITEM NUMBER: 4K PROJECT NUMBER: ITEM TITLE: Five Mile Trunk Relief and Water Line Replacement Approval of Change Order No. 2 to Granite Excavation, Inc. for the "Five Mile Trunk Relief and Water Line Replacement at 8th Street Park" project for a Not -To -Exceed amount of $105,370.94 MEETING NOTES �✓ GP����sesi Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Page 1 Memo To: CJ Coles, City Clerk, From: Keith Watts, Purchasing Manager CC: Max Jensen/PM Date: 12/2/2016 Re: December 13 th 2016 City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the December 13 th City Council Consent Agenda for Council’s consideration. Approval of Change Order No. 2 to Granite Excavation, Inc. for the “Five Mile Trunk Relief and Water Line Replacement at 8th Street Park” project for a Not-To-Exceed amount of $105,370.94. Recommended Council Action: Approval of Change Order No. 2 to Granite Excavation for the Not-To-Exceed amount of $105,370.94. Thank you for your consideration. City of Meridian Purchasing Dept. ovft IDIA Moyor Tommy de Weerd Clty Ccrurcll llcrnbcr,. Keith Bird ,oe Borton Luhe Couener Generir Milqm Anne Little Robertt Ty Polmer Public Works IDAHO Department TO: FROM: Keith Watts Max .Iensen Capital Projects and Facilities Manager DATE: November 22,2016 SUBJECT: Change Order 2 - Five Mile Trunk Relief and Water Line Replacement at 8'h Street Park I. DEPARTMENTCONTACTPERSONS Max Jensen, Capital Projects and Facilities Manager If Applicable Mike Pepin, Public Works Deputy Director Warren Stewart, City Engineer Dale Bolthouse, Acting PW Director 489-0344 489-0355 489-0350 546-8244 il. DE,SCRIPTION A. Background B. Describe Item This change order is for the installation ofadditional new water mains, within the right of way, one block in both directions at the interesection of W. Chateau Ave and NW 1lt Ave and abandoning the existing water mains running through the yards ofresidence. This change will relocate the water mains within the right of way for better maintenance and future replacement access. ilI. IMPACT The projects new water main was designed to tie into the existing water main, from both directions, at the intersection of W. Chateau Ave and NW l lth Ave. At both locations, the existing water mains were found to be running through the yards ofresidence rather than in the right ofway. A. Fiscal Impacts Page I of 2 Proj ect Costs: Fiscal Year 2017 Proiect Fundin Fiscal Year 2017 'lbtal Project Cost Account Code / Codes 60-3490-95000 Total Funding tos,370.94 105,370.94 105,370.94 Departmental Approval: iti Ss OA Page 2 of 2 105,370.94 CONTRACT CHECKLIST Date: REQUESTING DEPARTMENT Project Name: Project Manager: Contract Amount: Contractor/Consultant/Design Engineer: Is this a change order? Yes No Change Order No. Fund: Budget Available ( Purchasing attach report ): Department Yes No Construction GL Account FY Budget: Task Order Project Number: Enhancement: Yes No Professional Service Equipment Will the project cross fiscal years? Yes No Grant Grant #: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status (Federal Funded) Print and Attach the determination Print, attach and amend bid by addendum (if changed) www.sam.gov Print and attach Master Agreement Category (Bid Results Attached) Yes No (Ratings Attached) Yes No Date MSA Roster Approved: Typical Award Yes No If no please state circumstances and conclusion: Date Award Posted: 7 day protest period ends: PW License Expiration Date: Corporation Status Insurance Certificates Received (Date): Expiration Date: Rating: A+; A Payment and Performance Bonds Received (Date): Rating: A+ Builders Risk Ins. Req'd: Yes No (Only applicabale for projects above $1,000,000) Reason Consultant Selected 1 Performance on past projects Check all that apply Quality of work On Budget On Time Accuracy of Construction Est 2 Qualified Personnel 3 Availability of personnel 4 Local of personnel Description of negotiation process and fee evaluation: Date Submitted to Clerk for Agenda: By: Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: Contract Request Checklist.3.15.16.Final NA N/A N/A N/A Goodstanding C-16558-U-2-4 6/30/2017 I. PROJECT INFORMATION 6/16/2016 6/9/2017 N/A 2 FY17 12/2/2016 Public Works Five Mile Trunk Relief and Water Line Replacement at 8th Street Park V. BASIS OF AWARD N/A N/A IV. GRANT INFORMATION - to be completed only on Grant funded projects VI. CONTRACTOR / CONSULTANT REQUIRED INFORMATION December 2, 2016 Council VIII. AWARD INFORMATION Approval Date Enter Supervisor Name Date Approved VII. TASK ORDER SELECTION (Project Manager to Complete) 6/16/2016 Award based on Low Bid Highest Ranked Vendor Selected $105,371 Max Jensen If yes, has policy been purchased? Granite Excavation / Civil Survey Consultants (Design) III. Contract Type II. BUDGET INFORMATION (Project Manager to Complete) 60 3490 95000 10366.b TASK ORDER RFP / RFQ BID <>{4tY}- CHANGE ORDER CHANGE ORDER NO ') PROJECT NO '16-0323 CHANGE ORDER DAIE 11t212016 EFFECTIVE DATE: CONTRACTOR Granite Excavation lnc PRoJECT: Five Mile Trunk Relief and Water Line Replacement at 8lh Street Park The Contraclor ls hereby dlrected to haks the followlng chEnges lrom tho Gontract Documoni' and Plans. Descrlptlon of addltlonal work: (att6ch additional pa96s if neoded) The new water main at the intersection of W. Chateau Av€. and NW l lth Ave was designed to tie into tho €xisling waler main heading south in NW 1lth Ave. andthe existing heading wEst in W. Chsteau Ave. The exjsting wster mslns al both locations\rere found t; be on the backsido ofthe sideryalk and not wiihin the right-of-way.- This change is to exlend the new water main from lhe intersection ot W. Chateau Ave 6nd NW 'llth south to the intersec,tion of NW 11lhAw. and Fairwood Ct, and lyest to the intersection of W. Chaleau and NW 12thAve. and abandoned the exisling u,aler main. This change will place lhe water main in lhe rlght-of-way where il can be accessed for tuture malntenance. WHO REOUESTED THE CHANGE E clty tr Contractor WHY IS THE CHANGE NEGESSARY Check a lhal epply @ Unforeseen / Hidden Conditions E Error with the Plans and/or Specifications I Scope Change fl Other - desc.ibs b6ln" Explanatlon: Designed plans were based upon record drawings the City recaived trom subdivision developerwhen subdivision was developed Ihe field locatlon ofthe existlng water main was not as what was depicled on lhe record dEwings REASON FOR CHANGE OROER VS. BIDDING ADDINONAL WORK Check etl lhaa .pply E The work is in the area of the original contract and a contlict with the on-site contractor is probable and would make coordinalion of work difficult and bidding unreasonable. E Time is of the essence and bidding would require the contraclor to stop work and lhe City would face costly standby fees therefore making bidding disadvantageous E Emergency Work to correct unsafe conditions. D Other - descniba Dolorv Explanatlon: {aur.hed .ddlllon.l p!g.r ll needsd) Page 1 of 2 CITY OF MERIDIAN 33 EAST BROADWAY MERIDIAN, ID 83642 11t212016 CHANGE IN CONTRACT PRICE: ' CHANGE IN CONTRACT TIMES: Original Contract Price: $815,927.38 Original Contract Times: 150 days Net changes from previous Change Orders Net changes form previous Change Orders (calendar days) No. 0 to No. 1 No. 0 to No. 1 Noll cha oro order numbers here $4 595,83 Note rlianoe order numbers here 1 days Tact dolfx a �lTmWIV060016 Net Increase (decrease) of this Change Order: Net Increase (decrease) of this Change Order: (calendar days) $105,370.94 37 days Enter dolor arneun "o order Total Change (Increase / decrease) to date: Total Days (increase /decrease) to date: (calendar days) $109,966.77 38 days New Contract Price with all Approved Change Orders: New Contract Times with all Approved Change Orders: (calendar days) $925,894.15 188 days APPROVE u(chastng Me aper) ACCEPTED. (Contractor) By, By.I s Date: / l�j Date: RECOMMEN%DE : i(y Project Manager) DATE APPROVED BY COUNCIL (if required) BY: {f� / t C—' NO SIGNATURE REQUIRED / % Date: f i Z / C� DATE METHOD OF COST DETERMINATION / COST ANALYSIS OR VERIFICA Cost Breakdown Report from Contractor Purchasing Use Only Budget Available (Attach Report) Budget Information: Budget FY Amendment: Date Submitted to Clerk for Agenda: Approval Date: Purchase Order No. Date Issued: Page 2 of 2 GRANITE Excavation Inc, Ca-scade, ID 23 Warm Lake Hwy, Cascade, lD 83611 (208) 382-4188 Change Order #2 To: CITY OF MERIDIAN From: Granite Excavation, lnc. Public Works License Number: PWC-C-16558-Unlimited-2-4 Date: 11/16/2016 Project Name: 5 MILE TRUNK Key # Pro.iect # Prepared by: Dusty Hibbard Attn.: MAX JENSEN Item No. ltem Desc ption NW llTH AVENUE TO NW 12TH AVENUE 2 Pavement Restoration 3 6' PvC, AWWA C900, DR 18 - Water Main 4 10' PVC, AWWA C900, DR 18 - Water Main 5 6" Gate Valve 6 8" Gate valve 7 10" 6ate valve 8 3/4" Double Water Setuice Connection 9 3/4" Single Water Service Connection 10 Concrete Repair 11 Lawn Sod Restoration 12 Abandon Eristing Water Main 13 Abandon Existing Water Service 14 Connect ExistingWater Lines to New Water Service 15 Fire Hydrant 16 Misc FiUings for all above items not specifically called out 17 Traffic Control 19 Storm Drain Crossings 20 lrri8ation Non Potable Crossing PerSettlers lrrigation Specification Chateau Avenue to Fairwood Court 22 PavementRestoration 23 10' PVC, AWWA C900, DR 18 - Water Main 24 8" Gate Valve 25 10" Gate Valve 26 3/4" Double Water Service Connection 27 Concrete Repair 2a Lawn Sod Restoration 29 Abandon Existing Water Main Quantity Unit Unit Price 200 10 220 SY LF tF EA EA EA EA EA SY 5F EA EA EA EA TS ts EA Ls S44.20 s60.00 s61.00 S1,038.37 51,332.00 s1,806.00 s1,886.50 51,736.51 s767 .7 t S2.30 s621.s0 s3s8.66 5t64.27 S2,375.00 s8,277.24 583s.22 51,150.00 514,1s6.88 s48.46 s61.00 s1,332.00 s1,805.00 s1,886.s0 597.77 s2.30 s621.s0 TotalPriae s8,840.00 5600.00 s13,420.00 s1,038.37 s1,332.00 s3,612.00 s1,886.50 s1,736.51 52,012.s2 s 138.00 S621.so 5717.32 5328.s4 s2,37s.00 s8,277.24 S835.22 52,300.00 S14,1s6.88 56,7a4.40 s12,505.00 s1,332.00 53,612.00 S3,773.00 s5,4'ts.t2 s124.20 S621.so 12 60 1 1 2 1 1 1 2 2 1 1 1 2 1 740 205 1 2 2 56 54 1 SY LF EA EA EA SY SF EA Abandon ExistinB Water Service Connect Existing Water Lines to New Water Sedice Traflic Rated Vault & Lid Misc Fittings for all above items not speciflcally called out Traffic Control Blank Blank TEMPORARY ASPHALT PAVING 30 31 32 33 34 35 37 4 2 1 1 7 1 1 EA EA EA LS LS ts ts s3s8.66 s378.00 5754.72 s3,136.14 s83s.22 s0.00 50.00 TOTAL: 57,434.64 S7s6.oo 57s4.!2 s3.136.14 S835.22 So.oo So.oo 510s,320.94 38 39 40 Temporary Asphalt - Chateau Ave. (Base Bid) Temporary Asphalt - NW 11th to NW 12th Avenue Temporary Asphalt - Chateau Ave. to Fairwood Court 4069 200 140 s12.99 s20.00 s24.02 SY SY SF Change Order Notes: Total Contract Price before this Change Order: Change Order Amount Total Contract Price to date includang this Change Order:So.oo Total Contract Days before this Change Order 24 Total Contract Days added or Subtracted due to this Change Order: 24 Accepted: The above prices, specifications and conditions are satislactory and are h€rebyaccepled Buyer Signature Date of Acceptance Confirmed: Granite Excavation, lnc. authorized sisnatur", Dusty Hibbard Project Manager: Dusty Hibbard ss2,8s6.31 54,000.00 s3,362.80 Total Contract Days including this Chan8e Order: clty of ueridLao Detaj.led Scatement of Revenues and Expenditures - Rev and Exp Report - Keith - unposted Transactions Included In Report 3a90 - wator CoratructioD Prolccts 60 - &tcrlrEiae Eu.Ed F,fo,n. LO/t/20t5 Through 9/30/2017 waterline Repfacement - W. Elm Pf, N Linder to End - Cons tru 10574 . a 10577.a Waterline RepLacernen! !1. 9{ashington, W. Carl.ton Water and Sewer Line Replacement - E. Pine ave - !'leridi.an Rd CapiEal Outs1ay service Line/Main Replacement Carryforrard Totsal Capital Outlay 40,207.00 24,494 .90 l4o,2o7.oo) /.24 ,49A .90) Budgec wiEh Current Year AcEual Budget Remaining Percent. of Budget Remaining 699,999.96 0.00 0.00 (6, 143 . 8s ) 699,999.96 5, 143 . 85 100.00t 0.00t 9s000 10520.b 10618 . a Carr. . . 0 .00 0.00 0.00t 0.00t Sewer Irine Replacement - West Washington St - NW 4th Eo NU 1 0.00 490,920.72 9,000.00 0 .00 (9, 000 . 00 ) 494 ,920 .42 0.00t 100 .00t 1 190 920. 08 6',l 562 .05 1 123 358.03 94.33t TOTAL EXPEN'DITURES r., 190, 920.08 67 ,562.05 1 123 358.03 94.33t Date:72/2/76 Meridian City Council Meeting DATE: ITEM NUMBER: 4L PROJECT NUMBER: ITEM TITLE: Construction at West 1st Street Interagency Agreement with ACHD for Sewer Construction at West 1 st Street, Broadway Ave to Pine Ave Ada County Highway District (ACHD) Project 816003.005 and City Of Meridian Project 10721.A 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 EN DIAN�- Public IDAHO Works Department Mayor Tammy de Weerd City Council Memberfs Keith Bird Joe Borton Luke Cavener Genesis Milam Anne Little Roberts Ty Palmer TO: Mayor Tammy de Weerd Members of the City Council FROM: Troy Thrall Staff Engineer II DATE: December 7, 2016 SUBJECT: INTERAGENCY AGREEMENT WITH ACHD FOR SEWER CONSTRUCTION AT WEST 1ST STREET, BROADWAY AVE TO PINE AVE. ADA COUNTY HIGHWAY DISTRICT (ACHD) PROJECT 816003.005 AND CITY OF MERIDIAN PROJECT 10721.A. I. RECOMMENDED ACTION A. Move to: 1. Approve the Interagency Agreement with Ada County Highway District (ACHD) Project 816003.005. 2. Authorize the Mayor to sign the agreement. II. DEPARTMENT CONTACT PERSONS Troy Thrall, Staff Engineer II (PM) 489-0348 Clint Dolsby, Assistant City Engineer 489-0341 Warren Stewart, PW Engineering Manager 489-0350 Dale Bolthouse, Interim Public Works Director 985-1257 III. DESCRIPTION A. Backaround ACHD plans to reconstruct West 1St Street between Broadway Avenue and Pine Avenue. This includes adding curb, gutter and sidewalks to both sides of the road. ACHD has agreed, per the attached document, to include City sewer improvements as part of their project. They will incorporate these improvements in their plans and bid documents. Page I of 3 B. Proposed Project The City intends to construct new collection sewer in NW 1St Street from Broadway Avenue to Pine Avenue. Overall the project will encompass approximately 650 lineal feet of 8 -inch sewer in NW 1St Street. An additional collection sewer in Idaho Avenue is required to serve homes fronting Idaho Avenue. This extension involves approximately 200 feet of collection sewer east of the intersection of NW 1st Street and Idaho Avenue. At this time existing sewer in the alleyways east and west of NW 1St Street will remain in service. Service stub -outs to the street right-of-way will be installed. Homes will be connected to the new sewer and the existing sewer in the alleyways will be abandoned in a future project. IV. IMPACT A. Strategic Impact: This project is aligned with the Public Works objective of being opportunistic in planning for growth and infrastructure needs. B. Fiscal Impact: The costs of the City of Meridian Broadway Ave. to Pine Ave. infrastructure improvements are estimated to be $165,000 and will be funded as shown below. The actual costs will be presented to Council for approval following the bid opening for this project. Project Costs: Fiscal Year 2017 Account Code / Codes Sewer Main Replacements 3590-95000 $287,322 Total Funding $287,322 VI. TIME CONSTRAINTS ACHD plans to start construction on this project in Summer 2017. City approval of this agreement is required for ACHD to install sewer improvements as part of their project. Purge 2 of 3 VII. LIST OF ATTACHMENTS A. Interagency Agreement t Approved for Council Agenda: � Date Page 3 of 3 INTERAGENCY AGREEMENT FOR: ROADWAY CONSTRUCTION/ WATER AND SEWER CONSTRUCTION WEST IST STREET — BROADWAY AVE TO PINE AVE ACHD PROJECT NO. 816003.005 THIS INTERAGENCY AGREEMENT FOR ROADWAY CONSTRUCTION/WATER AND SEWER CONSTRUCTION ("Agreement") is made and entered into this M day of 0&� 9_ rah e&- , 2016, by and between the ADA COUNTY HIGHWAY DISTRICT, a highway district organized under the laws of the State of Idaho ("DISTRICT" or "ACHD"), and the CITY OF MERIDIAN, a municipal corporation organized under the laws of the State of Idaho ("Meridian" or "City"), regarding ACHD Project no. 816003.005 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 West 1St St, Broadway Ave to Pine Ave ("Project" or "Project Boundaries"), certain modifications or improvements to City owned facilities, including constructing 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.816003.005, 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. NOW, THEREFORE, in consideration of the foregoing premises, mutual covenants and agreements herein contained, the parties hereto agree as follows: Page 1 of 8 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 alia, 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. Be the party responsible for the design, review and inspection of all stormwater related elements (including SWPPP design, enforcement, inspections and filing of Notices of Intent and Termination), of this project as the owner operator as defined in the current EPA Construction General Permit. c. Provide City with a complete set of combined bid documents for the roadway reconstruction, and for the City Water and Sewer Improvements. d. 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. e. 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. 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. g. Make monthly progress payments and the final CONTRACT payment to the Contractor in conformance with the terms of the construction CONTRACT. h. 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. Page 2 of 8 As applicable, provide for the reference and replacement of all pre-existing survey monuments within the Project. 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. k. At the conclusion of the Project, submit to MERIDIAN written documentation of expenditures with an invoice for payment of all costs and expenses the DISTRICT incurs, in addition to those provided under paragraph 1.g. above, 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. (City shall not be responsible for design, review, or inspection of any stormwater related elements, as they are not a project operator.) 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. (City shall not be responsible for design, review, or inspection of any stormwater related elements, as they are not a project operator.) 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 same for 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. Remit to DISTRICT, within thirty-five (35) calendar days after the date of any invoice referenced in paragraph 1.g., all funds for which MERIDIAN is responsible pursuant to the approved progress payment estimate and the final CONTRACT payment estimate. d. Remit to DISTRICT, within thirty-five (35) calendar days after the date of invoice referenced in paragraph 1.j., all funds for which MERIDIAN is responsible pursuant to this Agreement. e. Reimburse DISTRICT five percent (5%) of MERIDIAN'S construction costs attributable to the City Water and Sewer Improvements as payment toward the additional costs incurred by DISTRICT, including overhead and benefits, and project Page 3 of 8 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. f. Reimburse DISTRICT 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 MERIDIAN's project costs as they relate to the total project construction costs. g. 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. h. 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. 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. k. 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. 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. h. 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. j. Nothing in this Agreement shall be construed to be an indebtedness or liability in violation of Article VI I I, 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 the strict performance of any provision of this Agreement or to exercise any right or remedy upon a breach hereof shall not constitute a waiver of any provision of this Agreement or limit such party's right to enforce any provision or exercise any right. No acknowledgments required hereunder, and no modification or waiver of any provision of this Agreement or consent to departure therefrom, shall be effective unless in writing and signed by DISTRICT and City. 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. r. 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. s. 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 By: By: Bruce S. Wong Kent Goldthorpe Director President, Board of Commissioners STATE OF IDAHO ) ss. COUNTY OF ADA ) On this day of , 2016, before me, the undersigned, personally appeared KENT GOLDTHORPE and BRUCE S. WONG, President of the Board of Commissioners 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 sante for and on behalf of said body. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. Notary Public for Idaho Residing at , Idaho My commission expires: rage 1 of 0 By: C.Jay Coles City Clerk Tammy L. de Weerd Mayor STATE OF IDAHO ) ss. COUNTY OF ADA ) On this � �day of V)e c m ber 2016, before me, the undersigned, personally appeared TAMMY L. DE WEERD and , 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. •• SNE ••. � r U; Notary Public for Idahp Residing at , ,Idaho • �_ titi,- a . My commission expires; ••; FATE Oy •...r, Page 8 of 8 Meridian City Council Meeting DATE: ITEM NUMBER: 4M PROJECT NUMBER: ITEM TITLE: JANITORIAL SERVICES" Approval of Contract Amendment No. 1 to Varsity Facility Services for "JANITORIAL SERVICES" for a Not -To -Exceed amount of $198,325.08 MEETING NOTES C✓i APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Page 1 Memo To: C. Jay Coles, City Clerk, From: Keith Watts, Purchasing Manager CC: Eric Jensen Date: 11/21/2016 Re: December 13 th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the December 13 th City Council Consent Agenda for Council’s consideration. Approval of Contract Amendment No. 1 to Varsity Facility Services for “JANITORIAL SERVICES” for a Not-To-Exceed amount of $198,325.08. Recommended Council Action: Award of Contract Amendment No. 1 to Varsity Facility Services for the Not-To-Exceed amount of $198,325.08. Thank you for your consideration. City of Meridian Purchasing Dept. a 11 CONTRACTOR NAME: Varsity Facility Services ADDRESS: 1055 S, 3600 W. Salt Lake City, UT 84104 CITY OF MERIDIAN CONTRACT AMENDMENT No, 1 VARSITIY FACILITY SERVICES For JANITORIAL SERVICES - 10150 Public Works 33 E, Broadway Meridian, ID 83642 Contract Name: Janitorial Protect No, 10150 Previous Amendment Date; WA Previous Amendments; 0 Current Contract Oates: START: 10/11201 COMPLETION: 9/30/16 Current Contract Amount (inclusive of Previous Amendments to Date): $169,777,64 AMEC(OMENT TO EXERCJ,SE OPTION TO RENEW lCheck all That AnoNl _ Amendment to Contract Performance _ X Amendment to Contract Dates X _ Amendment to Contract Amount _ Other. (Explain) WC3l.1111" ! IVN VY KCASVN rVK AMtNUMCN 1: tAUMCn all relevant docu nentavon derailing amenttmenty Executing the first of four amendments allowed per the original agreement and the revised Service Locations and Payment Schedule attached. Amendment Date: 1112212016 New Contract Dates: START:iso 1/2016 COMPLETION: 9130J2017 Amount of Amendment Change $ 198.325.08 Current Contract Amount (Inclusive of Prvvlous Amendments to Date): S36& 10212. ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT AND PREVIOUST AMENDMENTS REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT. CITY OF ME 1 VARSITY FAC)LITY SERVICES BY: _ BY: TAMMY de W MAYOR TQC) ITEogUcli Dated; R 0 Dated: Approved by City as to Ciptent Attesk w m ��j�1AN BY: �0 n EA KEITH R SING MANAGER TTSPU C. JAYCOLEW CITY CLERK 2^ L 1. Service Locations The work shall be performed at the City locations identified in this section. The City reseryes the right to add or delete locations. LOCATION ADDRESS SQUARE FOOTAGE (Estimated area of service) City Hall (including Heritage Building) 33 E Broadway 83,300 Police Station Administration Building 1401 E. Watertower 32,000 Police Station K-9 Building 1401 E. Watertower 540 Police Station Public Safety Training Center (PSTC) 1223 E. Watertower 12,700 Water Administration 2235 NW 8tn St 8,000 Wastewater Resource Recovery Facility - Administration Building 3401 N. Ten Mile 12,200 Wastewater Resource Recovery Facility - Controls Building 3401 N. Ten Mile 3,600 Wastewater Resource Recovery Facility - Lab Building (only area specified) 3401 N. Ten Mile 2,500 Parks and Recreation Maintenance Building 1700 E. Lanark 2,500 Community Center 213 E ldaho 4,200 Fire Station 1 540 E. Franklin Road, Meridian 4,400 Fire Station 2 2401 N. Ten Mile Road, Merid ian 2,300 3545 N. Locust Grove, Meridian 2,300 Fire Station 4 2515 S. Eagle Road, Meridian 2,300 Fire Station 5 600'l N Linder Road, Meridian 2,300 Fire Safety Center 1901 E. Leighfield, Meridian 920 Parks and Recreation Homecourt 936 W. Taylor Street, Meridian 41,000 'Measurements are approximations only. lt is up to the Service Provider to freld-verify dimensions to satisly their needs Fire Station 3 MILESTONE / PAYMENT SCHEDULE Total and complete compensation for this Agreement shall not exceed $198,325.08. TASK AND LOCATION City Hall (including Heritage Building)$7,254.38 $87,052.56 Police Station Admin Building $3,392.55 $40,710.60 Police Station K-9 Building $127.40 $1,528.80 Police Station Public Safety Training Center (PSTC)$'1,002.59 $12,031.08 $347.56 $4,170.72 Wastewater Resource Recovery Facility - Admin Building $8,3s5.84 Wastewater Resource Recovery Facility - Controls Building $280.86 $3,370.32 Wastewater Resource Recovery Facility - Lab Building $340.47 $4,085.64 Parks and Recreation Maintenance Building $199.89 $2,398.68 Community Center $532.97 $6,395.64 Fire Station 1 $39.66 $475 92 Fire Station 2 $25.00 $300 Fire Station 3 $25.00 $300 Fire Station 4 $25.00 $300 Fire Station 5 $25.00 $300 Fire Safety Center $20.44 $245.28 Parks and Recreation Homecou rt $2,192.00 26,304.00 GRAND TOTAL $16,527.09 $198,325.08 EXHIBIT C MONTHLY YEARLY Water Administration $696.32 CONTRACT CHECKLIST Date: REQUESTING DEPARTMENT Project Name: Project Manager: Contract Amount: Contractor/Consultant/Design Engineer: Is this a change order? Yes No Change Order No. Fund: Budget Available ( Purchasing attach report ): Department Yes No Construction GL Account FY Budget: Task Order Project Number: Enhancement: Yes No Professional Service Equipment Will the project cross fiscal years? Yes No Grant Grant #: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status (Federal Funded) Print and Attach the determination Print, attach and amend bid by addendum (if changed) www.sam.gov Print and attach Master Agreement Category (Bid Results Attached) Yes No (Ratings Attached) Yes No Date MSA Roster Approved: Typical Award Yes No If no please state circumstances and conclusion: Date Award Posted: 7 day protest period ends: PW License Expiration Date: Corporation Status Insurance Certificates Received (Date): Expiration Date: Rating: Payment and Performance Bonds Received (Date): Rating: N/A Builders Risk Ins. Req'd: Yes No (Only applicabale for projects above $1,000,000) Reason Consultant Selected 1 Performance on past projects Check all that apply Quality of work On Budget On Time Accuracy of Construction Est 2 Qualified Personnel 3 Availability of personnel 4 Local of personnel Description of negotiation process and fee evaluation: Date Submitted to Clerk for Agenda: By: Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: Contract Request Checklist.5.24.2016.Final N/A N/A N/A N/A Current N/A N/A I. PROJECT INFORMATION 8/8/2016 9/1/2017 N/A 1 FY17 11/21/2016 Public Works Janitoria Services V. BASIS OF AWARD N/A N/A IV. GRANT INFORMATION - to be completed only on Grant funded projects VI. CONTRACTOR / CONSULTANT REQUIRED INFORMATION N/A December 7, 2016 N/A VIII. AWARD INFORMATION Approval Date Enter Supervisor Name Date Approved Max Jensen VII. TASK ORDER SELECTION (Project Manager to Complete) Per Contract N/A Award based on Low Bid Highest Ranked Vendor Selected $198,325 Eric Jensen If yes, has policy been purchased? Varsity Facility Services III. Contract Type II. BUDGET INFORMATION (Project Manager to Complete) Multiple TASK ORDER RFP / RFQ BID IDSOS Viewing Business Entity Page 1 of I IDAHO SECRETARY OF STATE Viewing Business Entity Lawerence Denney, Secretary of State I New Search ] [ Back to Summarv ] I Monitor VARSITY FACILITY SERVICES business filinos ] VARSITY FACILITY SERVICES 315 S FIFTH AVE PO BOX 1692 POCATELLO, ID 83201 Type of Business: ASSUMED BUSINESS NAME Status? CURRENT State of Oraginr IDAHO Date of 09 Jun 2011 Origination/Authorization : File Number: D148205 Original Filing: I Help Me Print/View TIFF ] Filed 09 Jun 2O11 ORIGINAL View Image (PDF format) View FILING Imaoe (TIFF format) TdAh6 qp.rctarv nf qtetp'c Mrin pa.ro State of Idaho Home Paoe Comments, questions or suggestions can be emailed to: sosinfo@sos.idaho.oov https ://www.accessidaho.orgipublic/sos/corp/D I 48205.html 1112112016 Meridian City Council Meeting DATE: ITEM NUMBER: 4N PROJECT NUMBER: ITEM TITLE: Task Order 10601.F Approval of Task Order 10601.F to MTI for the "WRRF CAPACITY EXPANSION SPECIAL INSPECTIONS" project for a Not -To -Exceed amount of $333,107.00 MEETING NOTES 9 APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Page 1 Memo To: C.J Coles, City Clerk, From: Keith Watts, Purchasing Manager CC: Emily Skoro Date: 12/8/2016 Re: December 13 th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the December 13 th City Council Consent Agenda for Council’s consideration. Approval of Task Order 10601.F to MTI for the “WRRF CAPACITY EXPANSION SPECIAL INSPECTIONS” project for a Not-To-Exceed amount of $333,107.00. Recommended Council Action: Award of Task Order 10601.F to MTI for the Not-To-Exceed amount of $333,107.00 Thank you for your consideration. City of Meridian Purchasing Dept. EIDIAN16--,, Public IDAHO Works Department TO: Keith Watts FROM: Emily Skoro Staff Engineer II DATE: 12/7/2016 Mayor Tammy de Weerd City Council Members: Keith Bird Joe Borton Luke Cavener Genesis Milam Anne Little Roberts Ty Palmer SUBJECT: TASK ORDER 10601.F — WRRF LIQUID STREAM EXPANSION PROJECT MATERIALS TESTING AND SPECIAL INSPECTION WITH MTI FOR A NOT -TO -EXCEED AMOUNT OF $333,107.00 PURSUANT TO THE MASTER AGREEMENT APPROVED BY CITY COUNCIL ON OCTOBER 1, 2014. I. DEPARTMENT CONTACT PERSONS Emily Skoro, Staff Engineer II 489-0356 Clint Dolsby, Assistant City Engineer 489-0341 Warren Stewart, City Engineer 489-0350 Dale Bolthouse, Interim PW Director 985-1257 II. DESCRIPTION A. Back rg ound Council approved the final phase of the Liquid Stream Capacity Expansion design project in January of 2016. 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. Construction of this project is planning to commence in mid Januar y. Special inspection and material testing is required during the construction phase of the project. B. Proposed Protect The Liquid Stream Capacity Expansion Construction Project requires special inspection services due to the size and technical nature of this project that includes the construction of several new wastewater process facilities and buildings. Page 1 of 3 MTI will provide special inspection services for this construction project. Special inspection sei vices will include but are not limited to soils testing & inspection, concrete testing & inspection, masonry testing & inspection, seepage testing & inspection, steel testing & inspection, and asphalt testing & inspection. III. IMPACT A. Fiscal Impacts The project is under the WRRF Capacity Upgrades enhancement. The enhancement value is currently $44,479,699.00 for FY 15, 16, 17, 18, and 19. The enhancement value for FYI is $11,335,000. Project Costs: ------------------ ---------------.----------------------------------- Fiscal Year 2017 Account Code / Codes ------------------------ Costs ---------------------------------------- Construction Contract ------------------------------ : 60-3590-96151 ------------------------------ $9,500 000.00 ---------------------------------------------------------------------- Engineering Services During ; 60-3590-96151 ------------------------------ $491,259.00 Construction ------------------------;- -------------------------------------------------------- Special Inspection ; 60-3590-96151 $333 107.00 Survey Staking --------------------- ; 60-3590-96151 ------------------------------- ----------------------------- $16,500.00 ------------------------------------------------------------------------ Total ------------------------------ $10,340,866.00 ------------------------------------------------------------------------------------------------------- Fiscal Year 2018 ------------------------------------------ Construction Contract ----------------------------- 60-3590-96151$18,000,000.00 ------------------------------ ----------------------------------------------------------------- ;Engineering Services During 60-3590-96151 $587,569.00 Construction --------------------------------------------------------------------------------------------------------- Programming (estimated) 60-3590-96151$500,000.00 ------------------------------------------- PLC Hardware (estimated) 60-3590-96151 ,------------------------------, $325,000.00 - - - -------------------------------------------------------------------------- ------------------------------- Total$19,412,569.00 ----------------------------- ----------------------------------------- Fiscal Year 2019 ----------------------------- ; ---------------------------- - - - - - - - ------------------- Construction Contract ------------------------------- 60-3590-96151 ----------,------------------------------ ------------------------------ $8,065,000.00 Engineering Services During 60-3590-96151 $384,407.00 Construction --------------------------------------- Programming (estimated) ----------------------- 60-3590-96151 '---------------------------- - $750- 000.00 ---------------------------------------- - ------------------------------- -------------------------------------- Total$9,199,407.00 ----------------------------- --------------------------------------- ---------------- ------------------ Total Pro'ect_Cost_i---------- $38,952,842.00 Page 2 of 3 Available Project Funding ____________________________________________________ � FiaoolYuur : Account Code /Codes : � --------------------------------- 3590'96151 $444,699.00� �-_---__-_----_-_'-----_-----_-----_--_-__-_---'-_--`--__-� �j�}�� | 35g�-��l�] � 00�00� �-___-_---__------�-------_-------_----_---_'-''�-'-�----_� �/7Y17� 3590-46]5l � $11,335,000.00 .----------------.-----------------.---------'---'`-----. �FY18 | 3590-46151 00000� --------------------------------- .---------------------------------- _---_--_----------` �F}70 | 3�40-4�l�] � 00�00/ �----------------�---__-------_-_-'----------�����z---_-- � Iutu{ ',$440���� B. Time Constraints Approval ofthis contract is required for the Capacity Expansion Construction Page 3 of 3 TASK ORDER NO. 10601.F Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN crTY oF MERTD|AN (OWNER) AND MATERTALS TESTTNG AND INSPECTION (ENGINEER) This Task Order is made this 13th day of December.2016 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of ldaho, hereinafter refened to as "City", and accepted by (ENGINEER). hereinafter referred to as "Engineer" pursuant to the mutual promises, covenanl and conditions contained in the Master Agreement (category 4a) between the above mentioned parties dated October 1,2014. The Project Name for this Task Order is as follows: WRRF CAPACITY EXPANSION SPECIAL INSPECTIONS TASK 1 - Earthwork Activities: We are anticipating MTI's lead inspector onsite for three and a half months, 4 hours a day for a total of 288 hours; approximately two months, 6.5 hours a day for a total of 220 hours; and approximately one month, 6 hours a day for a total of 111 hours. MTI is anticipating the assisting technician onsite for a total of approximately eight months, 4 hours a day for a total of 641 hours. We have estimated a total of 1,260 hours for compaction testing, shoring monitoring, and fill placement monitoring; and 170 hours for geotechnical engineer observations. TASK 2 - Concrete: We are anticipating MTI'S lead inspector onsite for three months, 4 hours a day for a total of 252 hours; approximately five months, 6.5 hours a day for a total of 664 hours; and approximately four and a half months, 6 hours a day for a total of 555 hours. MTI is anticipating the assisting technician onsite for a total of approximately eighlteen months,4 hours a day for a total of 1460 hours. We have estimated a total of 2,931 hours for concrete foundation inspections and concrete testing. Task Order 10601.F WWRF CaFacity Expansion Special lnspections MTI Page 1 of 5 SCOPE OF WORK TASK 3 - Structural Steel Erection and Welding Activities: We are anticipating MTI's lead inspector onsite for one week, 4 hours a day for a total of 18 hours and approximately one month, 6 hours a day for a total of 111 hours. This will result in 129 hours for the steel inspector. TASK 4 - Masonry: We are anticipating MTI's lead inspector onsite for three and a half weeks, 4 hours a day for a total of 72 hours; approximately two months, 6.5 hours a day for a total of 220 hours; and approximately three months, 6 hours a day for a total of 333 hours. This will result in a total of 625 hours for the senior inspector. TASK 5 - Asphalt: We anticipating the assisting technician onsite for a total of approximately one month, 4 hours a day for a total of 99 hours. ASSUMPTIONS COMP ENSATION SCHEDULE COMPENSATION SCHEDULE Task Description Qtv Unit Rate Sub-Total 1 SOILS TESTING & INSPECTION a Soils tield Density Techni.ian D2922/693A 1260 HR S4s 5s6,700.00 b Proctor D698, 01557[99, T180 5 s140 s700.00 c Sieve - Coarse & Flne C117, C136/I11,I27 5 EA S7s 537s.00 d Atterber8 Limits D4318n89, T90 EA Seo e Subgrade lnspector !10 HR S8o s13,600.00 f Sample Pick Up HR S4s So.oo Sub-Total $71,375.00 2 CONCRETE TESTING & INSPECTION Concrete lnspector 2931 HR 542 s123,102.00 tpoxy Eolt/Dowel lnspector HR 542 5o.oo Task Order 10601.F WWRF Capacity Epansion Special tnspections MTI Page 2 of 5 While preparing our scope of services and fee estimate, we have made the following assumplions: . lf the construction schedule does not follow MTI's estimated production rates and schedule, the quantities and number of trips required will vary. Please review the number of trips and quantities to insure that each item follows your construction schedule/production rates. Variances from our estimate and your schedule/production rates will be billed at the indicated unit rates. The result may be a decrease or increase in the total testing and inspection costs. EA So.oo Concrete Cylinders C39/T22 3000 EA 517 s51,000.00 Temp€rature Data Log8er (per Day)EA 520 5600.oo Sand Equival€nt O2419/t175 1 EA s60 Sieve - Coarse & Fine C117, CI36/I1Lf27 1 EA 515 975.00 Eracture Face 05821/.TM1 1 EA sso 5s0.oo Potential Alkali.Silica ReactivityC586 1 EA S9oo s900.00 Cylinder Pick Up 1 HR 542 s42.00 Sub-Total $175,829.00 3 MASONRY TESTING & INSPECTION 625 HR s25,2s0.00 Cube Compressive StrenSth Grout/Monar/Gypsum EA S17 So.oo Grout Pnsms C1019 6 TA s17 9102.00 CMIJ CompressiveStrength (Prism Grouted) (Set of 3) EA s2ss S1,s3o.oo CMIJ Compressive Strength (8lock Only) (Set of 3) c140 6 EA 590 5s40.00 CMU Absorption, Density & Moisture (Set of3) c140 EA s10s So.oo Cylinder Pick Up HR 542 So.oo Sub-Total $28,422.00 4 STEEL TESTING & INSPECTION Structural Steel lnspector L29 HR 5s2 s6,708.00 Ultrasonia lnspection HR 572 Fab Shop lnsp€ction HR S6s So.oo Fireproof ing lnspector HR 542 FireprootinB Density Sample E605 EA S3o So.oo Sond Test of FireproofinS E736 S1s Sub-Total $6,708.00 5 ASPHALT TESTING & INSPECTION Asphalt Field Oensity Technician D2922 99 HR S4s s4,4ss.oo Coring 6 HR S12s 57s0.00 Bulk Specific Gravity, Oiameter, Thackness D2726/r166 24 EA Sso 51,200.00 Asphalt Content - lgnitlon Method D6307/T308 6 TA S12s s7s0.00 Mechanical Analysis D5rl44 6 EA s450.00 Specific Gravity - TheoreticelMax (Rice) D204tfi209 EA 51oo So.oo Sub-Total $7,605.00 6 SEEPAGE TESTING Geophyslcal Specielist' (Set up & lnstallation of Equipment)30 HR S9o 52,700.00 Geophysical Specialist, (Oata Collection DurinS 4 Day Test Period)20 HR 590 S1,8oo.oo Report Preparation 30 HR s2,400.00 Task Order 10601.F WWRF Capacity Expansion Spocial lnspections MTI Page 3 ol 5 30 s60.00 542 So.oo So.oo EA So.oo 51s S8o IHH T = = = I = Professional Review The 30 IiR $100 $3,000.00 Mileage 450 EA $0.54 $243.00 Travel Time • Billable 15 WR $65 $975.00 Equipment Rentals - (Eleetronic Monitoring & Data Logging Equip 5 EA $200 $1,000.00 Equipment Rentals - (Evaporation Plan & Weather Station) 5 EA $200 $1,000.00 Sub Total $13,118.00 7 MISCELLANEOUS ITEMS Project Manager 264 HR $60 $15,840.00 Quality Control Plan EA $0 $0.00 Mileage 16500 EA $0.54 $8,910,00 Summary Inspection Report HR $85 $0.00 Professional Engineer 53 NR $100 $5,300.00 Sub Total $30,050.00 TASK ORDER TOTAL: 333107.00 $333,110-7.0-0- The Not -To -Exceed amount to complete all services listed above for this Task Order is three hundred thirty three thousand, one hundred seven dollars ($333,107.OQ). 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. CITY OF RIDIAN MATERIALS TESTING & INSPECTION BY: TAMMY PE W.��// Dated. [rV(6 Dated: Approved by Council c7ty or w Attest: $ IDIAN. i �ua►t0 CJ C ES, C Y RK SEAL, � P rhe TRE:ASV��,v Task Order 10601.E WWRF Capacity Expansion Special Inspections MTI Page 4 of 5 PURCHASING DEPARTMENT APPROVAL4*//,b BYBY: KE lTFilffiis,?uiirrasing Manaser City Project Manager: Emilv Skoro REN RT, City Engineer Dated tz Task Order 10601.F WWRF Capacity Expansion Special lnspections MTI Page 5 of 5 CONTRACT CHECKLIST Date: REQUESTING DEPARTMENT Project Name: Project Manager: Contract Amount: Contractor/Consultant/Design Engineer: Is this a change order? Yes No Change Order No. Fund: Budget Available ( Purchasing attach report ): Department Yes No Construction GL Account FY Budget: Task Order Project Number: Enhancement: Yes No Professional Service Equipment Will the project cross fiscal years? Yes No Grant Grant #: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status (Federal Funded) Print and Attach the determination Print, attach and amend bid by addendum (if changed) www.sam.gov Print and attach Master Agreement Category (Bid Results Attached) Yes No (Ratings Attached) Yes No Date MSA Roster Approved: Typical Award Yes No If no please state circumstances and conclusion: Date Award Posted: 7 day protest period ends: PW License Expiration Date: Corporation Status Insurance Certificates Received (Date): Expiration Date: Rating: A Payment and Performance Bonds Received (Date): Rating: N/A Builders Risk Ins. Req'd: Yes No (Only applicabale for projects above $1,000,000) Reason Consultant Selected 1 Performance on past projects Check all that apply Quality of work On Budget On Time Accuracy of Construction Est 2 Qualified Personnel 3 Availability of personnel 4 Local of personnel Description of negotiation process and fee evaluation: Date Submitted to Clerk for Agenda: By: Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: Contract Request Checklist.5.24.2016.Final N/A N/A N/A N/A Goodstanding N/A N/A I. PROJECT INFORMATION 9/2/2016 7/1/2017 N/A FY17 10/10/2016 Public Works Department WRRF Liquid Stream Capacity Expansion Project V. BASIS OF AWARD N/A N/A IV. GRANT INFORMATION - to be completed only on Grant funded projects VI. CONTRACTOR / CONSULTANT REQUIRED INFORMATION 9/30/2016 December 8, 2016 December 13, 2016 N/A VIII. AWARD INFORMATION Approval Date Enter Supervisor Name Date Approved Clint Dolsby 10/10/2016 VII. TASK ORDER SELECTION (Project Manager to Complete) The City met with MTI and the design engineer to discuss the scope and MTI's cost development approach for this project. The design consultant compared the cost to similar projects special inspection costs as well. The consultant determined that the approach was good and the City should have appropriate coverage for the necessary requirements of the project. The standard of the industry is for special inspections to be approximately 1% of the construction cost and this falls in line with that metric. Please see attached email from the design consultant. N/A Award based on Low Bid Highest Ranked Vendor Selected $333,107 Emily Skoro If yes, has policy been purchased? Materials, Testing, and Inspection III. Contract Type II. BUDGET INFORMATION (Project Manager to Complete) 60 3590 96151 10601 TASK ORDER 4A RFP / RFQ BID clty of u€ridlaD Detailed statement of Revenues and Expenditsures - Rev and Exp Repor! - Keith - Unposted TransacEions fncluded rn Report 3590 - lnf CoBslructloE Plojaclr 60 - Eag6rprla€ FuDd From 10/1/2015 Through 9/30/2017 9 5151 10501 1050L . e Ca!r... Capital Outlay PreDesigm of Capital Project.s WRRF Capacity Expansi.on WR.RF Capacity Exp - Construction Staking Carryfor\rard Total Capital OuLlay Budgec wit.h Amendments Current Year Actual Budget Remaining Percent of BudgeL Remaioing tI,334,996.96 0 .00 0.00 15, 500 .00 71-,334,996.96 (15,500.00) r00.00* 0 .00t 0.00 r,394,496 .44 100.00* 72,173 ,393 .40 _ __ 2_2._9_Zt TOTAL EXPENDITI]RES 72 729 893.40 t2 ,113 393.40 99.87t Date:12l3/16 l-394.495.44 t2,729 ,893 .40 _.4 15, 500 .00 IDSOS Viewing Business Entity Amendment Filed 17 ,un STOCK 1994 CHANGE Amendment Filed 02 May STOCK 2OO7 CHANGE Annual Reports: Report for year 2015 ANNUAL REPORT Report for year 2O15 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 Page I of2 View Imaoe ( PDF format)View TIFF f rmat View Imaoe (PDF format) View Image (TIFF format) I Help Me Print/View TIFF ] View Document Online View Document Online On lin IDAHO SECRETARY OF STATE Viewing Business Entity Lawerence Denney, Secretary of State I New Search ] [ Back to Summary ] I Get a certificate of existence for MATERIALS TESTING & INSPECTION. INC. ] I Monitor MATERIALS TESTING & INSPECTION. INC. business filinos ] MATERTALS TESTTNG & TNSPECTTON, rNC. 2791 S VICTORY VIEW WY BOISE, ID 83709 Type of Business: CORPORAION, GENERAL BUSINESS Status: GOODSTANDING 01 Jun 1994 State of Originr IDAHO Date of 01 Jun 1994 Orag i nation / Autho rization: Current Regastered Agent: DAVID O CRAM 2791 S VICTORY VIEW WY BOISE, ID 83709 Organizational ID / Filing Cl06501 N umber: Number of Authorized Stock 2000 Shares: Date of Last Annual Report: 03 May 2016 Annual Report Due: )un 2Ot7 Original Filing: I Helo Me Print/View TIFF ] Filed 01 Jun 1994 INCORPORATION View Image (PDF format) View Imaoe (TIFF format j Amendments: I Help Me Print/View TiFF ] n View Docu ment Online ocument Onlin View Document Online View Document Online https://www.accessidaho.orglpublic/sos/corp/C 1 0650 l.html t2t812016 CITY OF ]VIERIDIAN Purchasing Dspartment 33 E BROADWAY AVE, STE 106 MERIDIAN, IO 83542 TEL: (208) 489{417 FAX (208) 887-4813 @ CITY OF MERIDIAN Public Works Department 10t10t2016 SUGGESTED VENDOR IS BUDGET AMENDMENT REOUIREO? noMaterials, Testing, and lnspection 2791 S. Victory View Way Boise ldaho 83709 CASE MANAGEMENT TICKET NO. tbd DATE OF REQUEST AVAILAPLE BUDGET AMOUNT $33s,107.00 Purchase Requisition EPROJ CT M ANAG ER mE I s ko ro PAYMENT TERMS NET 30 FREIGHT TERMS PREPAID F.O,B. DESTINATION REQUESTOR Emil Skoro pansion Proiectapacjty ExPROJECT NAME: WRRF Liquid Stream C n ProExRFRIuStreamda 60 96151 1060'1 $ 333,107.00 $ $ $ $ $333 107.00 NOTES: DEPT CODE@IIII IIIIIIIrII IIIIIIII Descri tion of Purchase ACCOUNTING CODES TOTAL AMOUNT - - TASK ORDER / CONTRACT / PROJEC T DESCRIPTION III III PART NUMBER / DESCRIPTION / COMMITMENT NAME / Quantity and Pricin EXPENSE OR PROJECT / GLACCOUNT# COMMITMENT# OTY UNIT UNIT PRICE PURCHASE OROER NUMBER MUSIAPPEAR ON ALL IM/OICES. PACXING SLIPS CARTONS AND CORRESPONOENCE RELATEDIOIHIS ORDER FUND Council Approval Date: - F=t5- - = s sgs,r oTro l From: To: Subje.t: Date: Dave B€rodolt Emilv Skoro REi Cootraator ouestions Tueday, October 11,2016 7:00i51AM Emily - I checked with Chris Tanner our Clvl on Nampa special inspections^esting. We had STRATA provide those services and the cost for the first phase (not quite complete) will hit just over S100K (on about 513M in construction. The Liquid Stream project has a lot more concrete (the bulk of MTI'S cost estimate). Nampa had an Aeration Basin and a pump station wet well structure. Nampa also only had one building structure (as opposed to the 5 we have on Liquid Stream). One item Chris noted was the Misc. ltems cost in MTI'S proposal. Nampa was set up as an on-call service. Theydid not have a staff member on-site. Chris hasspenta lotof timecallingfor inspections. Many times this was less than efficient (either the inspector was there too early or the Contractor had to wait a few hours until testing was completed before moving on). I explained that MTI proposed to staff the project up to 80% at peak times and drop off in slower times. He really liked that approach and felt it would make for an allaround better working relationshlp between the Contractor^pecial inspector. Hefeltfora job this size it would work a lot better to have a more dedicated team to work with the Contractor. Hope this helps. I felt the overall approach was good and it seems like we should have coverage and not create an unnecessary delay in production waiting on inspections. Thank. Dave From: Emily Skoro Imailto:eskoro@meridiancity.org] Sent: Monday, October 10,2016 1:20 PM To: Dave Bergdolt <dbergdolt@ Brwncald.com> Subject: RE: Contractor Questions Dave, Sounds goodl Thanks, Emily Fromi Dave Bergdolt [malllo;dbergdoll@Endneah.com] Sent: Monday, October 10, 2016 1:19 PM To: Emily Skoro Subjectr Re: Contractor Questlons Emily - stuck in a meeting this afternoon. As of this morning we had most eveMhing covered. There is one question about welded steel pipe for mixed liquor. ldon't think this is a material being used Meridian City Council Meeting DATE: ITEM NUMBER: 40 PROJECT NUMBER: ITEM TITLE: Motion Tablets Approval of purchase of Motion Tablets from CDW-Government, LLC for a Not -To - Exceed amount of $89,984.00 and authorize the Purchasing Manager to sign Purchase Order # 17-0121 for the Not -to -Exceed amount of $89,984.00 MEETING NOTES � APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Page 1 Memo To: C. Jay Coles, City Clerk, From: Keith Watts, Purchasing Manager CC: Stephanie Beck; Dave Tiede Date: 12/07/2016 Re: December 13 th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the December 6 th City Council Consent Agenda for Council’s consideration. Approval of purchase of Motion Tablets from CDW-Government, LLC. for a Not-To- Exceed amount of $89,984.00 and authorize the Purchasing Manager to sign Purchase Order #17-0121 for the Not-to-Exceed amount of $89,984.00. Recommended Council Action: Award of Bid and Approval of purchase of Motion Tablets and associated warranties and accessories from CDWGovernment, LLC. for the Not-to-Exceed amount of $89,984.00.00 and authorize the Purchasing Manager to sign the Purchase Order. This purchase is being made per Bid # IT-1708-10547. This purchase is part of the approved 2017 Budget. Thank you for your consideration. City of Meridian Purchasing Dept. BI D R E S U L T S S i g n e d B i d B o n d X X X X At t e s t : S t e p h a n i e B e c k , I T DU E D A T E & T I M E : N o v e m b e r 2 8 , 2 0 1 6 2 : 3 0 BI D N U M B E R : I T - 1 7 - 0 8 - 1 0 5 4 7 BI D N A M E : M o t i o n T a b l e t s - E q u i p m e n t P u r c h a s e $9 2 , 8 3 4 . 0 0 BI D A M O U N T $9 4 , 6 7 7 . 0 0 Op e n e d b y : S a n d r a R a m i r e z , P u r c h a s i n g VE N D O R In s i g h t P u b l i c S e c t o r CD W G Ol,{,IDIAN IDAH O CITY OF M I'RIDIAN 33 EAST BROADWAY AVE. MERIDIAN, ID 83642 (208) 888-4433 Vendor Address: CDW GOVERNMENT 75 REMITTANCE DRIVE, SUITE 15,I5 cHtcAGo, tL 60675-1515 Description Motion Computing F5m N4otion 5yr Complete Protection Warranty iKey Sealed Mobile Keyboard with Touchpad Motion C5/F5 Mobile Dock Key Lock Motion 12v PowerAdapter Purchasing Manager: Special lnstructions Purchase Order Attention: StephanieBeck 121812016 17 -O121 Billing Address: Shipping Address: Shipping Method FOB: nit Attn: Finance 33 E Broadway Ave Meridian, lD 83642 City of Meridian lT Department 33 East Broadway, Ste. 304 Meridian. lD 83642 Total a": lt"Ea. ]="Ee Quantity '19.00 '19.00 '19.00 19.00 19.00 truck destination Unit Price 3,250.00 503.00 365.00 525.00 93.00 61,750.00 9,557.00 6,935.00 9,975.00 1,767 .OO $89.984.00Purchase Order Total Contract Po per Bid# lT-'1708-10547 _da1ed 12t212016 by Matt Flood. Councit approved lzliztzol6 No!to-Exceed $89,984.00.01-1 510-1 5510-10547. Case Mgmt 55525. Meridian City Council Meeting DATE: ITEM NUMBER: 4P PROJECT NUMBER: ITEM TITLE: Budget Amendment for On Call Budget Amendment for On Call / Overtime Budget for After-hours Support for a Not -To - Exceed amount of $15,822.00 MEETING NOTES u APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS E L O LL ^C W E ^c W E 4-1 W O M� W L �W `N} f/, Y U- C m u Lu c N O /L E ,Y _ L LL N O SFJ (D O L a y 0 m m 00 l. LO N L O 0 0 o.0 0 00 Ln m +° v A Q c 'Oc o H E c-1 OLU 0 a a 0 N 0 0 0 0 F - 0 rl 4- li o c c H H H H t o o k U a o L41 epi 41 Y � U m E c m Q U v rl rl O E c/7 O ri C C m bC: O- d 0 C N � C 0 0 aA rl 7 LL H v E E d Do m m m C V) d Z Z E O to -E C C CL O' N E E >.: t t 41H J 0 m m 00 l. LO O 0 0 0 0 0 u bo m +° v 0 c c 0 o H E c-1 OLU 0 0 ro 0 N 0 0 0 0 L 0 rl 4- li LL 1i tio H H H H �O .c Y H rel m o N epi iLn Ln � Ln m im m m rl rl rl rl O rl ri rl ri ri r1 m rl 0 0 0 C � M 0 0 0 0 rl Ln rl H v d C O to -E m v 41H H> CL O O u w a � E w U O O O O O O O C O w O � O N M u1 O N L H N 0 M N O N O G1 N O a O c V O O +' O m N r -I O Q 11 rl Q " epi O epi C Ln N Q Ln U — N � rt N 0 Q N O N Y Q 0 � \ - 0 � O (D J N 00 LO LO O 0 0 0 0 0 0 m 0 0 0 0 0 0 0 c-1 0 0 0 0 0 0 0 0 0 0 0 0 rl rl li H 1i rl H H H H bD H H rel m o u) epi iLn Ln iLn Ln m im m m rl rl rl rl e -i rl ri rl ri ri r1 rl 0 0 0 C 0 0 0 0 0 0 0 O h v c to -E m v H> CL O c � u w a � E w O O O O O O O O O w O � ri N M u1 O N O N H N 0 M N O N O N O N O O O O O O O O O N r -I rl H 11 rl ri " epi Ln epi Ln Ln Ln �`n Ln rt rt r+ 0 0 0 0 0 0 0 0 J u: n (7 6P to C O m m KI O U 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 rl rl li H 1i rl H H H H H H H rel m o u) epi iLn Ln iLn Ln m im m m rl rl rl rl e -i rl ri rl ri ri r1 rl 0 0 0 0 0 0 0 0 0 0 0 0 0 0 u: n (7 6P to C O m m KI O U E O Q 0) M=3 W o U— (Q W 0 2: Q co O O O O N E J i O p O C O u in i L O 0 O t Y ` (O � 0 Q Y a) ui 'o m m Z a) Y E C C ; Meridian City Council Meeting DATE: ITEM NUMBER: 4Q PROJECT NUMBER: ITEM TITLE: Utility Line Easement Utility Line Easement between Bedford Place Homeowners Association and City of Meridian MEETING NOTES F1 APPRL..,,,,4.4 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS ADA COUNTY RECORDER Christopher D. Rich 2017-008397 BOISE IDAHO Pgs=7 BONNIE OBERBILLIG 01/27/2017 01:08 PM CITY OF MERIDIAN, IDAHO NO FEE Re -Recording to Correct Notary ADA COUNTY RECORDER Christopher D. Rich BOISE IDAHO Pgs=5 LISA BATT 01/17/2017 02:50 PM CITY OF MERIDIAN, IDAHO NO FEE UTILITY LINE EASEMENT (Corporate Form) THIS Easement Agreement, made this / 7 day o#`�huc, 201-�—between BEDFORD PLACE HOME OWNERS ASSOCIATION, ("Grantor"), and the Cit of Meridian, an Idaho Municipal Corporation ("Grantee"); WHEREAS, the Grantor desires to provide a utility line right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the utility lines are to be provided for through underground conduits to be constructed by others; and WHEREAS, it will be necessary to maintain and service said conduits from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantor, and other good and valuable consideration, the Grantor does hereby give, grant and convey unto the Grantee the right-of-way for an easement for the operation and maintenance of utility lines over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of construction and operation of Pressure Reducing Vault utility lines and their allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, it's successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR covenants and agrees that Grantor will not place or allow to be placed any permanent structures, trees, brush, or perennial shrubs or flowers within the area described Sanitary Sewer and Water Main Easement REV. 09/08/16 [corporate form] for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR covenants and agrees with the Grantee that should any part of the right-of- way and easement hereby granted shall become part of, or lie within the boundaries of any public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is apart thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns, heirs, personal representatives, purchasers, or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: Robert Kobza, Pt&sideht of B 415 East Edgar, Meridian Id, 83646 STATE OF IDAHO ) ss County of Ada ) Place Owners Association, INC On this day f J� , 20, before me, the dersigned, allotary Public in and for said St ,persona ly appeared cert then and osition title of the officer , known or identi to me to be the President, or v' e -president, or secretary or assistant secretary of the corp ation that executed the strlunent or the person who executed the instrument on behal f said corporation d acknowledged to me that such corporation executed the same. IN WITNESS WHEREOF, I have hereunto my hand and affixed my official seal the day and year fist above written. NOTARY P Residing at: t Commission Expires: Sanitary Sewer and Water [corporate form] I• It � • E Y �� •ff %N Norg9 1. N= '0800 i 09108%T',•.. ••,.•'O `.; �OF�IDP�� for this easement, which would interfere with the use of said easement, for the purposes stated herein. THE GRANTOR covenants and agrees with the Grantee that should any part of the right-of- way and easement hereby granted shall become part of, or lie within the boundaries of any public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no farther effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns, heirs, personal representatives, purchasers, or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: T -:- aljo '11 o T. Robert Ko President of B ord Place Owners Association, INC 415 East Edgar, Meridian Id, 83646 STATE OF IDAHO ) ) ss County of Ada ) On this nl"\ day of d IA Y V 1 , 201 , before me, the undersigned, a Notary Public in and for said State, personally ap-peared Robert J. Kobza, President . , known or identified to me to be the President, or vice-president, or secretary or assistant secretary of the corporation that executed the instrument or the person who executed the instrument on behalf of said corporation, and acknowledged to me that such corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year fist above written. AGUF NOTARY PUBLIC FOP, IDAHO `��`�PM.,��'' Residing at: i tib` •' Commission Expires: 12 dl �-d ` Q =gs 2"o c' •0; Puev r Sanitary Sewer and Water Main Easement REV. 09/08AP, [corporate form] EL) of o Tammy eerd, Mayor E Ij�AN � m- �o P �rhB TREASv��d Attitst by C. ay Coles, City Clerk Approved By City Council On: W /3/ '�Vl6 STATE OF IDAHO, ) ss, County of Ada ) On this 'Vn day of ZP-00-nA e.y— , 20 ((4 before me, the undersigned, a Notary Public in and for said State, personally appeared Tammy de Weerd and C,Jay Coles, known to me to be the Mayor and City Clerk, respectively, of the City of Meridian, Idaho, and who executed the within instrument, and acknowledged to me that the City of Meridian executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. •4„000004•0 ♦ E W,,•. •,x,, •. (SEA - p , , r 1z o Easement �'hoAduu 6jo-ti, NOTARY PUBLIC FOR kDAHO Residing at:�(Ojai&daj, J&ILD Commission Expires: 3,9$ -aoao, EXHIBIT A EASEMENT DESCRIPTION FOR THE CITY OF MERIDIAN, IDAHO PRV 14 An easement located in the Government Lot 3 of Section 6, Township 3 North, Range 1 East, Boise Meridian, and being a part of Lot 1 of Block 2 of BE'DF'ORD PLACE SUBDIVISION as shown in Book 70 of Plats at Page 7162 in the office of the Recorder, Ada County, Idaho, more particularly described as follows: Commencing at a brass cap monument marking the northeasterly corner of said Government Lot 3, from which a brass cap monument marking the northwesterly corner of said Section 6 bears N 89°34'45" W a distance of 2406,70 feet; Thence N 89°34'45" W along the northerly boundary of said Government Lot 3 a distance of 814.88 feet to a point; Thence leaving said northerly boundary S 0"23'50" W a distance of 45,00 feet to the POINT OF BEGINNING; ` Thence continuing S 0°23'50" W a distance of 39.95 feet to a point; Thence S 89°36'10" E a distance of 10,00 feet to a point; Thence N 0°23'50" E a distance of 14.02 feet to a point; Thence N 22°53'50" E a distance of 17.96 feet to a point; Thence a distance of 20,12 feet along the arc of a 20.00 foot radius non -tangent curve left, said curve having a radius point bearing S 58°10'45" W, a central angle of 57°38`45" and a long chord bearing N 60°38'37" W a distance of 19.28 feet to the POINT OF BEGINNING, This parcel contains 474 square feet (0,011 acres) and is subject to any other easements existing or in use, son Prepared by: Glenn K. Bennett, PLS Civil Survey Consultants, Incorporated 5082 October 12, 2016 t o/a/1b EXHIBIT B SKETCH TO ACCOMPANY EASEMENT DESCRIPTION FOR THE CITY OF MERIDIAN LOCATED IN GOVERNMENT LOT 3 OF SECTION 6, TOWNSHIP 3 NORTH, RANGE 1 EAST, BOISE MERIDIAN, ADA COUNTY, IDAHO USTICK ROAD 1�4 36 L31 N 89'34'45" W 2406, i0' , 1 �'6 1591.82' L.r SCALE; 1'=20' kp,v- LAND 5082 OF 1N K. 8�NN CIVIL SURVEY CONSULTANTS, INC. 2893 SOUTH MERIDIAN ROAD MERIDIAN, IDAHO 03842 (208)888.4312 � I^ ho 0 ol� POINT OF I BEGINNING I b� o� FOUND PLS 4431 M �" IRON PIN v FOUND PLS 4431 o IRON PIN BEDFORD PLACE SUBDIVISION of N N o v o 2 c-1 WI 1 h N BLOCK 2 FOUND PLS 4431 IRON PIN i )ATA FOUND 4431 N niCTAKiPc IRON PIN L.r SCALE; 1'=20' kp,v- LAND 5082 OF 1N K. 8�NN CIVIL SURVEY CONSULTANTS, INC. 2893 SOUTH MERIDIAN ROAD MERIDIAN, IDAHO 03842 (208)888.4312 Meridian City Council Meeting DATE: ITEM NUMBER: 6A PROJECT NUMBER: ITEM TITLE: Mayor's Office Mayor's Office: Expanding the Membership of the Planning and Zoning Commission and Appointing William "Bill" Cassinelli to Seat 6 and Jessica Perreaut to Seat 7 of the Planning and Zoning 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 Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: 6B PROJECT NUMBER: ITEM TITLE: Mayor's Office Mayor's Office: Resolution No.: A Resolution Expanding the Membership of the Planning and Zoning Commission and Appointing William "Bill" Cassinelli to Seat 6 and Jessica Perreaut to Seat 7 of the Planning and Zoning Commission MEETING NOTES u APPROVEO 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. BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, PALMER, LITTLE ROBERTS A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN EXPANDING THE MEMBERSHIP OF THE PLANNING AND ZONING COMMISSION TO INCLUDE SEATS 6 AND 7; AND APPOINTING WILLIAM "BILL" CASSINELLI TO SEAT 6 AND JESSICA PERREAULT TO SEAT 7 OF THE MERIDIAN PLANNING & ZONING COMMISSION; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Meridian City Code Title 2, Chapter 5 established the Meridian Planning and Zoning Commission, its members and terms of their appointments including up to 9 seats; and WHEREAS, the City Council of the City of Meridian desires to expand the membership of the Planning and Zoning Commission to include Seats 6 and 7; and WHEREAS, the City Council of the City of Meridian deems it to be in the best interest of the citizens of the City of Meridian to approve the respective appointments of William "Bill" Cassinelli to Seat 6 and Jessica Perreault to Seat 7 of the Meridian Planning and Zoning Commission as recommended by Mayor De Weerd and described herein; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That effective January 1, 2017, William "Bill" Cassinelli shall be appointed to Seat 6 of the Meridian Planning & Zoning Commission, which term shall run through January, 2020. Section 2. That effective January 1; 2017, Jessica Perreault shall be appointed to Seat 7 of the Meridian Planning & Zoning Commission, which term shall run through January, 2020. Section 3. 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 � day ofP, IYWIY 2016. APPROVED by the Mayor of the City of Meridian, Idaho, this 1 7 day of Dec e,,`, 6 ef,, 2016. APPROVED: �GQ�40,Nf BDArj(, c ATTEST: City of El TDI N IDAHO y: Mayor Ta eerd �F �EAh Yw +C:yACoCi Clerk 4,. A*t. ��d� !MF TREE �� RESOLUTION FOR APPOINTMENT OF WILLIAM "BILL" CASSINELLI AND JESSICA PERREAULT - PLANNING & ZONING COMMISSIONERS Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: 6C PROJECT NUMBER: ITEM TITLE: Idaho Avenue Placemaking Idaho Avenue Placemaking Grow Smart Award Presentation MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: December 13, 2016 ITEM TITLE: Finance Department Finance Department: Quarterly Update ITEM NUMBER: PROJECT NUMBER: MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION 7A DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: 7B PROJECT NUMBER: ITEM TITLE: Information Technology Department: Information Technology Department: Annual Department 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 Department Update INFORMATION TECHNOLOGY Staffing Changes •Ryan Dusenbury -Support Technician •Krystal Goodman -Support Specialist •Paul Masselli -Support Specialist •Jamie Beehn -Systems Administrator •Catherine Roebuck -Web Developer (NEW POSITION!) •Eli Daniel -Network Administrator (NEW POSITION!) •Dave Tiede –Chief Information Officer Service Desk •Technical Support for Hardware and Software •Purchasing and Asset Management •Business Analysis and Project Management •Graphic Design IT Intern Jared Day Support Specialist Paul Masselli Support Technician Ryan Dusenbury Systems Analyst Kristy Vigil Support Specialist Krystal Goodman Admin Assistant I Stephanie Beck Service Desk IT Intern Justin Jensen Graphic Design GIS Services •Data creation/maintenance •Mapping Services •GIS Analysis •Development & Automation GIS Developer Doug Green GIS Analyst Vacant GIS Services Infrastructure Services •Application Servers •Servers •Storage •Virtualization •Network •Security •Disaster Recovery Systems Administrator Jamie Beehn Network Administrator Eli Daniel Infrastructure Services Software Engineering •Application Development •Application Support •Process Improvement •Integration •3rd Party Application Support •Web development Software Engineer Ryan Schafer Software Engineer Dwain Nell Web Developer Catherine Roebuck Software Engineer Nicholas Phares Software Development Organizational Chart -IT Chief Information Officer Dave Tiede IT Intern Jared Day Support Specialist Paul Masselli Support Technician Ryan Dusenbury Software Engineering MGR Mike Tanner Software Engineer Ryan Schafer Software Engineer Dwain Nell IT Intern Justin Jensen Web Developer Catherine Roebuck GIS Developer Doug Green Software Engineer Nicholas Phares Systems Analyst Kristy Vigil Systems Administrator Jamie Beehn Support Specialist Krystal Goodman Admin Assistant I Stephanie Beck Network Administrator Eli Daniel GIS Analyst Vacant Software Development GIS Services Service Desk Infrastructure ServicesGraphic Design Highlights from 2016 •Accela •AVL •Crewsense •CRM •Easements •Surface •TrueBill Accela Process Improvements •Resubmittals •Email notifications •Automatic backflow inspections •Scripting of application fees Automatic Vehicle Location (AVL) •Real time location of vehicles •Replay history •Send work based on location •Geo fencing alerts •Fire -Location & Unit Status Crewsense to Timecard •Save staff time •Reduce potential for errors •Ties into scheduling software Citizen Relationship Management (CRM) •Communication •Time savings •Easy to use •Accountability Easements •Defined process •Centralized and standardized •More accurate tracking and reporting •Better communication •Processed in a more timely manner •Leveraging Accela Surface •Device consolidation •Desktop computer •Portability TrueBill •Data Cleanup •MIP Integration •Mead Integration •Shut Off Application (SOTO) •Water Meter and MXU Current Projects •SCADA Improvements •Council Chambers •Deployments •CFP •PRR •Strategic Plan Software Questions? Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: PROJECT NUMBER: ITEM TITLE: City Clerk's Office City Clerk's Office: Annual Department 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 2016 Department Report www.meridiancity.org City Clerk’s Office C.Jay Coles, City Clerk December 13, 2016 Clerk’s Office Staff www.meridiancity.org C.Jay Coles, City Clerk Machelle Hill, Deputy City Clerk Nancy Radford, Assistant City Clerk Sheree Finch, Assistant City Clerk Charlene Way, Assistant City Clerk Barbara Shiffer, Administrative Assistant I City Clerk’s Office –2016 Department Report What We Do www.meridiancity.org •Manage main phone line for City Hall •Administer Records Retention Schedule •Maintain All Records for City •Public Records Requests •Passport Acceptance Facility •Public Land Use Noticing •Commission/Committee/ Council Support •Permits/Licenses •Temporary Use •Mobile Sales •Beer, Wine, Alcohol Catering •Pawn Broker •Precious Metal •Dog Tags (took this over from Police) City Clerk’s Office –2016 Department Report Structure and Staffing Changes www.meridiancity.org •Jaycee Holman became Support Services Director •C.Jay became City Clerk, assuming lead role of department, in August 2016 •Hillary Bodnar (Arts and Culture Specialist) is being transferred from Finance into Clerk’s Office –December 21 City Clerk’s Office –2016 Department Report 2016 Snapshot www.meridiancity.org •Land Use Applications Processed: 134 •Number of Notices Mailed: 5,159 •Previous method = $8,615.53 ($1.67) •New/current method of mailing = $2,734.27 ($0.53) 103% savings •Meetings/Hearings Noticed: 140 •Public Records Requests: 216 (3.7% ) •Licenses Issued: 571 (5.2% ) •Phone Calls Received: 16,408* •Passport Phone Calls: 4,703* •Passports Processed: 2,114 ($52,850) (20.5% ) City Clerk’s Office –2016 Department Report 2016 Snapshot Cont’d www.meridiancity.org •E-Recording with Ada County •Eliminates courier costs and unnecessary paper ($100/month) •Early Voting: 9,379 •3,000 more than other early voting locations (except Benjamin location) •4,000 more than the mobile trailer •Updated Dog Licensing Process and Animal Control Code •Tags now sold out of Clerk’s Office •Tags now expire one year from date of issuance •Worked with Legal to establish Alcohol Catering Ordinance •Updated Records Retention Schedule City Clerk’s Office –2016 Department Report In Progress www.meridiancity.org •First ever City-wide resolution to destroy certain records •January 2017 •All department committee meets regularly •Novus Agenda •Public Records Request Software Application •Easement Process –Accela •Improve easement submission processes •Create consistency with input to Laserfiche –creating greater ability to find easements City Clerk’s Office –2016 Department Report C.A.R.E. Values Successes www.meridiancity.org “Everyone was so friendly and helpful – what wonderful and pleasant people!” “[The Clerk’s Office] went above and beyond to help me! It was a very pleasant interaction.” “All my questions were answered; very helpful!” City Clerk’s Office –2016 Department Report www.meridiancity.org City Clerk’s Office –2016 Department Report Meridian City Council Meeting DATE: December 13, 2016 ITEM TITLE: Fire Department ITEM NUMBER: PROJECT NUMBER: Fire Department: Response Time Performance Standards MEETING NOTES 7D 9 APPROVED Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Date: December 12th, 2016 To: Mayor and City Council From: Mark Niemeyer, Fire Chief Re: Response time presentation for 12/13/2016 Mayor and City Council - For the 12/13/2016 City Council meeting I will be presenting findings pertinent to the response time adoption discussion that has been taking place over the past 2-3 months. As many of you know this topic has been discussed over several years as a way of benchmarking Fire Department response performance, but until recently benchmarks based on sound data principles and sound data collection were not completely reliable for various reasons. Two in particular were re -occurring changes within the Dispatch center along with an outdated Records Management System. With the completed Master Plan and recent changes to our data collection, I am confident that we have developed response time metrics that will aid greatly in future planning, allow everyone in the organization to understand what our goals are, as well as creating expectations that can clearly be articulated to the public we serve. For the Council meeting I will be asking for the adoption of the following: 1. A "Chute time' standard of 60 seconds for Code 3 (Emergent) EMS calls 90% of the time. 2. A "Chute time" standard of 90 seconds for Code 3 (Emergent) Fire calls 90% of the time. 3. A 5 minute travel time standard for Metro/Urban one square mile population densities (>2000 people/sq. mile) 90% of the time. 4. A 7 minute travel time standard for Suburban one square mile population densities 90% of the time (1000-2000 people/sq. mile). 5. A 9 minute travel time standard for Rural population densities 90% of the time (<1000/sq. mile). With that request, I will be following up on the following questions posed at the last presentation: how often do our units respond from their "district" station, how often do our units respond from their "district", and how often are units responding from another "district". The following are briefing points regarding those questions: 1. With the enactment of AVL (Automatic Vehicle Locator), the concept of "districts" have been altered. Prior to AVL, the Department and Dispatch center worked together to identify the lines of "districts". For Meridian, this meant each station (1-5) had lines drawn to identify which station will handle calls within a certain geographic coverage area. Ideally those boundaries were drawn with each fire station located in the middle of the boundary. At times, this led to Office of the Fire Chief Meridian Fire Department . 33 E. Broadway, Meridian, ID 83642 Phone 208-888-1234 0 Fax 208-895-0390 • www.meridiancity.org stations handling calls even though another unit may have been closer. With the enactment of AVL County -wide, this has transitioned to a "closest unit" response. This concept will be demonstrated through a visual graphic during the City Council presentation. It will be important to understand that "district" boundaries are now somewhat irrelevant when talking about station responses. 2. With that change in mind, below are the findings from the questions that were asked. The Fire Department worked directly with Doug Green, GIS specialist in the IT Department, to review data and establish findings. The following findings are from the period March 8th, 2016 to November 14th, 2016. This timeframe corresponds with the transition County -wide to the new CAD (computer aided dispatch) system. Additionally, the information below ONLY is focused on single unit responses, and does not include calls in which multiple units were dispatched to the call. Multiple unit responses occur frequently as many of the calls we are dispatched to require additional manpower to mitigate, and are thereby not reflected in the numbers below. Total Calls for the study period for only single unit responses = 3,136 calls. a. Call in which the unit responded "within district" and from the station- 1921 (61.2%) b. Call in which the unit responded "within district" but not from the station- 535 (17%) c. Call in which the unit responded from "another district" and from their station- 415 (13.2%) d. Call in which the unit responded from "another district" but not from their station- 265 (8.4%) e. Percentage of time that a unit responded from a station- 75% f. Percentage of time that a unit responded not from a station- 25% 3. Call types in which multiple units are dispatched to the call (33): a. Appliance Fire b. Car Fire in Garage c. Chimney Fire d. Electrical Fire e. Equipment Fire f. Grass Fire- structures threatened g. Smoke in a Structure h. Structure Fire i. Structure Fire with Victims j. Cardiac Arrest k. Fire Alarm Commercial building (depending on time of day or type of alarm) I. Fire Alarm Residential building m. Electrical Odor (depending on time of day or report from calling party) Office of the Fire Chief Meridian Fire Department . 33 E. Broadway, Meridian, ID 83642 Phone 208-888-1234 0 Fax 208-895-0390 • www.meridiancity.org n. Major fuel spill o. Gas leak in a Structure p. Motor vehicle collision with fuel spill (depending on calling party information) q. Potential explosive device r. Motor vehicle collision with extrication s. Motor vehicle collision with multiple extrication t. Motor vehicle rollover (depending on calling party information) u. Motor vehicle collision with multiple victims v. Motor vehicle into a building w. Unknown Fire (depending on calling party information) x. Fuel Fire (depending on calling party information) y. Illegal Fire (depending on calling party information) z. Elevator Rescue aa. Water Rescue bb. Grass Fire cc. Haystack Fire dd. Vehicle Fire ee. Carbon Monoxide incident ff. EMS Calls requiring multiple unit response based on calling party information as determined bythe Dispatch center gg. Other Fire calls requiring multiple unit response based on calling party information as determined by the Dispatch center (example- dumpster fire that is close to a building) For discussion purposes, I am also including as an addendum to this letter our current population densities that correlate directly with that proposed standards. These densities were calculated based on Compass data, and established in conjunction with Brian McClure, Associate Planner for the City of Meridian. I am hopeful that this information will sufficiently answer the questions posed at the last presentation, and that City Council will now feel comfortable adopting a Fire Department Response Time performance standard. Sincerely, Mark Niemeyer Fire Chief, Meridian Fire Department Office of the Fire Chief Meridian Fire Department • 33 E. Broadway, Meridian, ID 83642 Phone 208-888-1234 0 Fax 208-895-0390 • www.meridiancity.org Population Densities 0 0.5 1 2 3 Legend Miles 0 II ; II 1® 01 Area of Impact - -- F-- County Line J City Limits --- -I V-1 ---- Future Roads I I . EAsting Fire Station Future Fire Station 44 People +Jobs (Today) = STAR __ EACLE- Rural: 0 -1,000 Pop 237, Popp 96, Pop: 79, - Suburban: 1,000 - 2,000 Jobs: 91 ltSbs: >12 1 Jobs: 32 f J - _ Urban: 2,000+ 1,O 1177-7-77 ♦ 1 (+ J Pop: 55, Pop: 723,5�JOL,2,4,, Jobs: 104 r -- - -. - I Pop: 30, Pop: 64,E Pop: 114, Pop: 104, Pop: 4750, Pop: 3140, Pop: 2796, Pop. 646, Jobs: 24 Jobs: 19 Jobs: 50 Jobs: 66 Jobs: 475 Jobs: 389 lobs: 244 Job)"4 1 1 BOISE Po 44, P• Po 25,: P: Pa 730, P: Pa 107, P: Pop:3705, Pa 3541, P: Pop: 5027, Po 3607, 1 P: Po 4817, P: Jobs: 28 Jobs: 55 t Jobs: 60 Jobs: 153 Jobs: 428 Jobs: 318 Jobs: 514 Jobs; 839 � Jobs: 1680 1 1 I _ __ t`� _ ¢op:1526, Pop: 4225, Pop: 5777, Po 4581, Pop: 5645, Pop: 2972, Pop: 3029p F IE Jobs 123 Jobs 409 Jobs 542 Jobs 523 Jobs 1476 Jobs 1380 'I lobs 148 91 a- h _t._� }L 4 4 0 Pop: 2753. 11 pop: 3215, PO 3823, 11 4 1 Pop: 301. Jobs: 480 6ftl'�, P, Pop: 3000,Fop:426 l Pop: 136 , Ilr Jobs: 60 obsH905- obs.•-21i4- =aJabs.-4485 f) Jobs: 4802 IF lobs: 31 y 1 - -- -- -a u � Po 261, Po 81, Pop: 548, Pop 3289, �I P. 1546, P P P p: 1B I Pop: 19941 %-1J Jobs: 95 Jobs; 95 Jobs: 401 Jobs: 1463 Jobs: 3897 lobs: 1261 Jabs:.26J6 f h� E! JL ti t P p: 200, f Pop:274 Pop: 232, Pop: 2223; - Pop: 3653, POP: 4069, Po 1591 Jobs: 18 Jobs: 100 Jobs: 53 Jobs: 520 �� Jobs: 617 Jobs: 2268 p, p' 4 _. Jobs: 3T 1 1 Pop; 117, P° 169, Po 113, Pap: 801, ! Pop: 2632. Pop: 3504, Po 9 P: p: p: v, Jobs: 23 Jobs: 20 lobs: 4B Jobs: 94 it Jobs: 192 Jobs: 200 Jobs: 251 A, LJ-.b�' �P,o�12op: 178Pop: 144Po e7, P: Pop: 163, Pop: 176,91 Jobs: 63 Jobs:61 Jobs: 26 Jobs 58 lobs: 18 1 1 - _ -� - Pop: 101 4. Pop: 56, Pap: 47, P pli 752, Jobs: 40 Johs: 81 Jobs: 16 Job`s'. 1'16 � �®1 u Yom„ � _ 2 ` p Q i. = 0 0 KiUNA� U \ Jobs:13 1, 1o41:29 The information shown on this map is compiled fromvadous J sources and is subject to constant revision. The City of Meridian makes no warranty or guarantee as to the content, accuracy, f timeliness, or completeness of any of the data provided, and assumes no legal responsibility forthe inform bon contained on this map. Print Date: 12/12/2016 User: bmcclure Ci E IDIAN f, IDAHO Population Densities 0 ME 1 2 3 Legend Mies 1 1 Area of Impact J,x County Line ���City Limits- i -J, -16 -Future Roads „ j - . Existing Fire Station L Future Fire Station 44� People + Jobs (2020) =STAR - jEAGLE-3 it Rural: 0 - 1000 Pop: 820, Popa208 Pop 196, , Suburban: 1000 - 2000 Jobs: 102 sobs: �0 Jobs: 69Urban: 2000, 1 ®� w If y IB 1 1 A 8 : 1038 Po , Pop: 91. s`Job : 5 ♦ lobs: $ lobi: 76 ®© - -- - z6 - .'Pop: 2034, Pop: 2650, - Pop:9q748, ap: 30.. . 78,1 Pop: 4931, Pop: 4785, Pop: 3186, 1 Jobs: 24 abs: 51' Jobs: 104 Jobs: 127 Jobs:624 Jobs: 497 Jobs:626 Jobs: 261 1 BOISE Po 44, Po 39,. Pop: 1553,nP.P1.23, Pop: 4181, Pop: 3908,1 Pop: 4762,p bs Jobs: 10534 Jobs: 377 pop. 5228•Jobs: 863 ® Jobs: 1691Jobs: 28 Jobs: 75 Jobs: 522 l 8 _ dd 1516, pop o 4160, Po 5734, Po 4560, Pop: 5509, Pop: 3329, pop: 341q II- M1oP P �'` P p Jobs: 1498 Jobs: 1530 Jobs: 1671 Jobs: 133 Jobs: 409 - Jobs: 551 Jobs: 582 I e 1 - 1 Pop: 301, � Pop; 3466, Pop: 3492, Pop: 3822, Pop: 3112, o :693 !! Pop: 17111, In Jobs: 122 Jobs: 508 br.-Ni obs5T25 �bsti3 Jobs.- 5044 Jobs: 5014 1 s NAMPA Pop: 3962, Pop: 1725, - ` 1 Po 261, 26� Po 784, P P P Jobs', Pop: 27,. Jobs: 1420 'I Pop: 21 O Al Jobs: 205 Jobs: 230 Jobs: 997 Jobs: 4059 - Jobs,28p3 li (( II T21ob� LPo 200, Pa 290; - -Pop: 640, PolC32(16; Pop: 3710, Pop: P: !!! P Jobs. 18 lobs: 107 Jobs:109 Jobr. 600 Jobs: 636 Jobs: a7 Pop: 117• Po 169, Po 143, Pop: 4360, Pop: 3762, Pop: 136, ` Jobs: 23 Jobs: 43 Jobs: 93 Jabs: 122 Jobs: 232 Jobs: 216 Jobs 2610 i o F.b Pop: 121, Pop: 178, Po 144, Po 137, II Po 262, Po 525, p2736p p p p: s: 2x21 Jobs: 43 Jobs: 69 Jobs: 66 Jobs: 26 Jobs: 77 Jobs: 20 n 0 Y. - �•- Pap: 171, p` 66, Pop: 47, Pop1745, 94 Jobs: I6 Jobb Jobs: 12� lobs: 1;6 a °a a Cj K_U_NA L Po�-S. lJ i Jobs: 16 Jobs: 29 The information shown on this map is compiled from various I -: sources and is subject to constant revision. The City of Meridian makes no warranty or guarantee as to the content, accuracy, timeliness, or completeness of any of the data provided, and assumes no legal responsibility forthe information contained on this L map. f CiWE IDIAN Print Date: 12/12/2015 User: bmcclure Population Densities 0 0.5 1 2 3 Legend Miles 0 / ® e Area of Impact - - -I r n -i County Line i _j City Limits - 15 ---- Future Roads _ Existing Fire Station Future Fire Station 44 1 _ `0 People + Jobs (2035) -STAR --EAGLE =-71 Rural: 0 - 1000 Pop: 1377, Pop+604, Pop 275 Suburban: 1000 - 2000 Jobs; 151 mb::f44 Jobs: Urban: 2000+110 V LPop: 1072, Pop: 1427, 55 _ J _ Jobs: 209 Jobs: 13 Job! 192 25 Pop: 30, Pop: 300, ' Pop: 5634, Pop: 4711, Po 857, Jobs: 24 Jobs: 185 Jobs: 335 Jobs: 324 Pop: 5103, Pop: 5613, Pop: 3371,-- P'� Jobs: 591 Jobs: 1422 Jobs: 329 Jobs. 778 / BOISE Pop; 44, Pop: 74i,, Pop: 3475, Pop: 1815, Pop: 4145, Pop: 5703, Pop: 3970 1 I Pop 4744, Jobs: 295 Pop: 5972, I Jobs: 28 Jobs: 161 r Jobs: 311 Jobs: 464 Jobs: 624 Jobs: 551 Jobs: 964 se Jobs: 1743 IL I _ ¢op: 2213, Pop: 4208, p Pop: 5919, Pap: 5226, Pap: 5852, Pop: 4539, Pop: 380[8 r Jobs: 175 Jobs: 411 =�� Jabs: 592 Jobs: 834 Jobs: 1587 Jobs: 2167 Jobs: 2431 n�1 1 Pop: 941, Pop:4656, Pop: 4414, Pop:4507, / Po3909, Jobs: 312 Jobs: 629 bs-1996- obs: -2787 p: P..:1168 Po s '- -�-• --`-�= Ys----s~�-•_ _ I Jobs, -7127 Jobs: 5907 I Jobs: 38 NAMPA •ihii / i Pop: 331, Pop: 3265, Pop: 2121, Pop: 4315, Pop: 1905, Po 315 Jobs:797 Pop: 145, P II Jobs: 671 Jobs: 3079 Jobs: 245' Jobs: 4739 Jobs: 1948 Jobs: 34b2 , g l- - -- U OF / e Pop: 259, 334, Pop:71947, Po Pap: 3714, Pop: 4755, 8 Jobs: 18 Jobs: 137 Jobs: 349 Jobs: 94 I) Jobs: 709 Jobs: 2531 Ji Jobs: Pop 337 03 VPop; 137, Pop: 388, Pop: 1545, 297, Pop: 5042, Pop: 4481, Pop: 2Pop:47a, Jabs: 23 Jobs: 139 Jobs: 275 Jobs 244 Jobs: 385 Jobs: 286 Jobs: 3271 'I A / - l Pop: 145, Pop: 211, Po 214, Pop: 1448, Pop: 3788' P Pop:: 26 Jobs: 159 PJobs:2 ' Jobs: 3§4 Jobs: 43 Jobs: 92 Jobs: B7 Jobs: 26 Jobs: 26 - � 1 1. 1 v 1 7J.bs'1111 Pop:666, Pop: 562Pop!886, 1 Jobs: 149 Jobs: l•[3 Jobs: 16 U 0U, > o�, KUNA a ¢ 4,A- -- ' _ Pop�2pr � t4P�iL'� Jobs: 29 Jobs: 29 T The information shown on this map is compiled from various sources and is subject to constant revision. The City of Meridian makes nowarranty or guarantee as to the content, accuracy, ti meliness, or completeness of any of the data provided, and 7---j -� assumes no legal responsibility for the information contained on this �j L map.1>\, _ _r Print Date: 12/12/2016 CVL E F,IDIAN=- User. bmcclure (J wrnmeenaw weninaen eMeO r.GfiligmfYa�.� v `: wcr,;,"amatm Wmn,,q wxoMhs e". _ T o .. 1,� 4 LOATH, D, Wcnhmm'Aa W WA,, �q < k P AL t� �T=w west PET o..k 6, t s w my ...,,rt e.,W d ms 3W W [Na 1 Wm. zT34 1 i _ rWneA �•�•�•�•�IN war or E` z 14",p or — wore 0 Adn e £ ¢ 1 Mcuuls xe M,Mlllan Pa WM,MiIMn Xa . � EA � EMtMiIIm Pa � EA ph. WM,MdR,, Xa Z wunimu IC."I e z _ W6 1 EA,„hr,.Iar 1'1® ' .o FMINIMAAL W[M,St WEd"SI ` ' ,TV fir AWp,mq WEST ve z n RAN .MW,„k �.�.J IM�h, a EW�,.�„t =�h, i.IN _ 1F AS UTICA xe S.m.,, r". EW. Re ku .M ��• 8 wu,onne wu,t.n Rd wE ,�.5t ES,.,mv wIs Sa,,# o, ; M 01 e�vi �ih ? "tl��e"or wcn,� ' ECMo-..o- *` a .Ne="o- - 1 ` .4�3 .AR s gM`; �<wr a, s ww.h"... ,. 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Id T �Ih@rt,?t s a FBowrs. louar151 s j mile / � M. 1 = ®ma5 ,mWDt °u_®assHERE (J wcnmeen MW w<Hmeen ama'wj `• WmArYmW tiH}• mal 21, 'w) wcn„,ema;ta wlEVAhere,, wcmAd"Ta " EST o� wH.T„„bTAa ' u = an „ rrrOr Ae w 4 �� a?,°bw.e, N.Lbr, s h, �rm=w w.ene51 HWSA o.,Y 3 J « t 5 i .°,4 s Wo,m,taa „°w.rt-o°.« wm CIS 4 'WA, So a '*roWVW p vwaor �•�•�•MAE0 A i £ Er ;0 72 4E 0 ¢, mcuills xb W 11 RELY M,MIIBn Pe AVMORRIS Xe . MEME A ME& EA&Ai PE limmi. °°Sh. WMtM,11,, Xe i wnnxumw IC."I e z W6 ! . YAAb7DADr —ems F WFM, St WEC"A ' , a . J f a W�.eFt r i.. VALLEY WEST ,wwU. _.� Wn.eAe „ EuRd,rld {W,n«., WUsAr .e W. °pAj w w W.Wt,,, � • E....oY Tia 44,L.• mb,r OrSLIT Cl,b abp s wumA6 v Z'4 waeieav ei, wnv H�MTMu eA Z 3°t y, [Ime, �Cluv him,Ad If - g wwvnen In �^ a NAME IN mllk 45 RAW A AS � ovYbry w Z � g AS CHATTY tv i W CltnryN i ME ANNE . � . _ . _ A �i•I�e• _ ._ . W isrvrtw,ve wr.b.,..s = = W EaWn, Aw AT m.dSYS HE qWRL a w II.Te.t j_.Rd Iea Park W ddqw w 1.11 51 iw Mere" HE ' AEWntLvep qRAS uve 0. e 1 }][vRhl F v FBowrS ilxar4A S u j 6v tulle 101D % M. ®ma5lstmsmtTuc°au_ 9ass HERE Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: 7E PROJECT NUMBER: ITEM TITLE: Parks and Recreation Department Parks and Recreation Department: South Meridian Regional Park Theming/Identity Discussion MEETING NOTES L11 Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS south meridian regional park Meridian City Council | 12.13.16 theme discussion Agenda •Project Status Update •What is a theme? •Theme 1 •Theme 2 •Next Steps E Lake Hazel Rd S L o c u s t G r o v e R d S E a g l e R d Site (77 Ac) Setting Program •Destination Playground •Water Feature •Baseball | Softball •Passive Green Space •Public Facilities •Phase II Soccer Fields •Unifies program elements What is a theme? •Gives the park character •Aides design & layout “Meridian Ranch” or “Pioneer Park” Theme 1: Inspiration •Site: Between Snake & Boise Rivers •Regional Agricultural Heritage •Desert to Farm | Desert to Park Inspiration Character “Meridian Ranch” Summary •Reflects Local Heritage •Playful Design Elements •Red barn picnic shelters, wayfinding “farm signs”, etc. •Design cues from orchards, row crops, etc. •Educational Opportunities •Water use, history, agriculture & sustainability, etc. •“Settlers Park Sister” “Discovery Park” Theme 2: Inspiration •Establishing South Meridian’s Sense of Place •STEAM Science | Tech | Engineering | Arts | Math •Learning Landscapes | Nature Play •Contemporary Design Inspiration Character http://www.foreverlawnps.com/seattlecenter/ http://www.learninglandscapesdesign.com/discovery-ridge-opens-at-the-cleveland-zoo/ http://www.learninglandscapesdesign.com/discovery-ridge-opens-at-the-cleveland-zoo/http://ncartmuseum.org/visit/the_park Discovery Park: Summary •Experiential Opportunities •Hands-on, physical activities •Science-based interpretive displays •Contemporary Design Elements •Simple forms, natural materials •Iconic •Creates Sense of Place •Unanimous support of “Discovery Park” •Create an “outdoor discovery center” •Attract field trips Parks Commission Comments 11.09.16 •Supportive of contemporary style •Encourage learning opportunities …more ideas http://www.gametime.com/challenge/ http://www.growingagreenerworld.com/bringing-bees-back/ http://www.djc.com/news/en/12038997.html Schedule Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Schematic Design Design Development Construction Documents (Phase 1) Bidding & Contracts Construction | Construction Administration 2018 South Meridian Regional Park | Project Schedule Task Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 2017 We are here Thank You Photographs used in this presentation have been copied from various internet sources, November 2016. Photographs used in this presentation have been selected by the Land Group, Inc. to convey proposed themes for South Meridian Regional Park. Specific photograph source and credit information will be supplied upon request. The Land Group, Inc. would like to thank all photography sources. Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: 7F PROJECT NUMBER: ITEM TITLE: Public Works Department Public Works Department: Recycled Water 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 WHERE TO GO FROM HERE? Recycled Water AGENDA History / Background System Development Investments & Operating Costs Current Understanding How To Proceed? HISTORICAL VIEW OF RECYCLED WATER What we knew in 2008-2009: 7mgd WWTP discharge limit Impediment to growth Revised NPDES Permit looming EPA lawsuit Low phosphorus limits anticipated Snake River TMDL Seasonal phosphorus limits Irrigation option looked promising ORIGINAL SYSTEM PLAN Heroes Park Permit Class A recycle system Low pressure system (challenges) Changed to larger city-wide permit High pressure system with storage / booster Potential city-wide irrigation system using recycled water SYSTEM INVESTMENTS How much have we spent to date? $4,940,877 –Capital investments Booster station Storage tanks Water mains –6+ miles On-going operational costs Approx. $78,117 annually Current customers served: Fast Eddy’s Walmart –Ten Mile City of Meridian Parks Dept. Ten Mile Interchange, Heroes Park Annual Conversion Cost Offset Heroes Park $ 8,366 electrical Ten Mile Interchange $5,222 electrical $33,163 potable water Fast Eddy’s $957 electrical $6,135 potable water Walmart $1,514 electrical $9,637 potable water Total Annual Cost Offset = $64,994 EXISTING CUSTOMER COST OFFSET WHAT HAS CHANGED? Year-round phosphorus & ammonia limits Boise River TMDL Proposed NPDES Permit phosphorus & ammonia limits Treatment technology improvements Better understanding of service limitations Service area size and location Residential service challenges Irrigation district issues (10 Mile, Bellano Park) Option 1-Mothball the System Pros: Stops non-essential spending on recycled water Financial resources reallocated for options with year-round benefits Redistributes staff resources to more critical work Eliminates administrative burden of user agreements Creates one less regulatory permit to administer Eliminates Irrigation District issues Cons: Lost environmental & conservation benefits Sunk capital costs Possible public perception Existing customer frustration Possible development incentive FUTURE OF RECYCLED WATER Option 2-Hold System Growth / Continue to Operate Pros: Utilizes existing investments Continues service to existing customers Environmental & conservation benefits Possible benefit in meeting future regulations Minimal capital infrastructure investment Possible development incentive Cons: Operational expenses continue Staff time for operation & maintenance remains Administration of existing service contracts continues Recycled water permit administration remains Lost service contracts FUTURE OF RECYCLED WATER Option 3-Expand the System / Use Capital & Operational Expenditures Pros: Environmental & conservation benefits Continues to utilize existing investments Continues service to existing customers Possible benefit in meeting future permit limits Possible development incentive Cons: Proposed service area definition Contractual documents finalized Irrigation District resolution Redundancy / back-up source Capital investments needed Booster station Storage tanks Mainline extensions Increasing operational expenses Increasing staff resource need Permit renewal and administration Service contract development and administration FUTURE OF RECYCLED WATER QUESTIONS Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: 7G PROJECT NUMBER: ITEM TITLE: Public Works Department: Public Works Department: Sewer Collection System Rehabilitation and Replacement Software Program Sole Source MEETING NOTES -7 moo oma (Op e 9 APPROVEO Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Sole Source Software Purchase Presentation December 13, 2016 Sewer R/R Program Enhancement Approved Enhancement #9 Wastewater Collection System Rehabilitation Program Software Approved during the FY17 budget process Public Works selected InfoMaster software to meet program objectives Functions of InfoMaster Integrate data for enhanced decisions: GIS, Asset Management Data, Hydraulic Model, Operator Field Work Rank and prioritize sewer replacement projects based on data and City defined prioritization criteria Estimates sewer main replacement construction budgets and schedules Sole Source Justification PW researched alternative solutions InfoMaster was the only option (out of the box) that linked PACP, IPS, GIS, Operator Rating Met all required program objectives Purchasing department is supportive of the sole source Legal department is supportive of the sole source and will sign off on the agreement before it is sent to Council for approval Sample of other City’s that sole sourced InfoMaster include City of Mesa, AZ (Both Water and Sewer) Corpus Christie, TX San Antonio Water System (SAWS), TX Tulsa, OK Ft Worth, TX City/County Honolulu Env Services Cincinnati MSD, OH King County, WA Questions? Thank you for your time Questions? I Date: 11/30/2016 CITY OF MERIDIAN SOLE SOURCE FORM Item or Service: InfoMaster from Innovyze PURCHASING AGENT 33 East Broadway Avenue Meridian, ID 83642 Phone: 208-888-4433 Fax: 208-887-4813 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 2nd page for completion. JUSTIFICATION: (Attach additional pages if needed) The original sewer collection system infrastructure in downtown Meridian is in need of rehabilitation/replacement. Additionally, a large amount of infrastructure has been installed throughout the City over the last twenty years. The current sewer rehabilitation program is manually determined by the Collection System Manager (CSM) based on problem areas discovered through in-house CCTV & manhole inspections. This process can be difficult to align with the base budget depending on current needs identified by the CSM, and coordination is lacking with other utilities (water) and agencies (ACRD/ITD). A more proactive planning approach is preferred to reduce the chance of emergency situation that cause large expenditures and service disruptions. The PW department is in the process of developing a Sewer Collection System Rehabilitation and Replacement Program. This program is being developed to help the City efficiently monitor and maintain its existing wastewater collection system infrastructure. Through this program, the City will identify existing infrastructure that needs to either be rehabilitated or replaced throughout the entire City. The City will prioritize the identified rehabilitation/replacement projects to determine required project budgeting and scheduling. To help the PW department properly maintain its sewer collection infrastructure, PW staff has selected an out-of-the-box software program will help achieve the following objectives: • Developing a pipe and manhole rehabilitation/replacement ranking system based on the likelihood of failure, consequence of failure, and pipe capacity • Producing a map of the identified sewer lines and manholes that need to be rehabilitated or replaced • Updating the information in the program with new pipe, manhole, and Closed Circuit Television (CCTV) data 0 Integrating (IPS) data with sewer rehab software for simpler data updating abilities • Utilizing the City's existing Geographic Information System (GIS) pipe and manhole data • Utilizing the City's existing CCTV information and Pipeline Assessment and Certification Program (PACP) rating system • Utilizing the WWTP CCTV operator's PACP pipe and manhole ranking information. • Assist City staff with budgeting and scheduling future rehabilitation/replacement projects • Updating and running the program "in-house" • Prioritizing rehabilitation/replacement projects • Budgeting projects for current and future planning purposes • Scheduling projects for current and future years • Developing preliminary bid package for each project InfoMaster was the only software package that could achieve all of the defined goals. The City did not locate any other out-of-the-box software options. Also considered was developing our own GIS based system and hiring a consultant to develop a GIS based program. InfoSWMM and InfoWater (both Innovyze products) are used by the City for the sewer collection system model and water system model. The information from the InfoSWMM model will supplement the InfoMaster model. After the analysis was completed, it was determined that InfoMaster would be the best software choice to help the City manage its sewer collection system infrastructure. 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. epartment M(anager Signat Council Approval Date: Purchasing Approval: _ Purchasing Manager Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: 7H PROJECT NUMBER: ITEM TITLE: Community Development Department Community Development Department: Fields District / Future Land Use Map Amendment 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 1 Memo TO: Mayor Tammy de Weerd City Council Members FROM: Caleb Hood, Planning Division Manager DATE: December 8, 2016 RE: Fields District / Future Land Use Map Amendment December 13, 2016 City Council Agenda Item ------------------------------------------------------------------------------------------------------------------------- Staff would like to provide a brief update on the Growing Together effort and then discuss options for an ancillary project in the Fields District (northwest). Issue / Background: 7 million gallon liquefied natural gas facility located near Can-Ada/McMillan Residential (and a school) currently envisioned in this area on FLUM Intermountain Gas potential expansion and development pressures in the area Break-off from Growing Together effort to address land use designations, ok? What option or level of effort should be taken? 2 Fields District SAP/Land Use Map Update 2017 Timeline December (2016) Share Fields District Specific Area Plan (SAP) / Future Land Use Map (FLUM) strategy with Growing Together (GT) workgroup (12/8) Explain goal and optional level of effort Identify GT members to participate in Fields SAP January Present purpose, strategy, facts & timeline to Council and receive feedback on scope/level of effort/cost Outline project scope, range of potential efforts, and impacts Option 1: a simple FLUM change to Non-Residential with transitional land use changes near gas facility – approx. ½ sq. mile • Limited public involvement and shorter timeline – fix immediate issue more immediately, but doesn’t address long-term land use issues in 4- square mile area – FLUM change only Option 2: a more comprehensive land use evaluation of the 4-square mile area • More stakeholders than option 1 and more detailed information and data gathering and analysis during public involvement process addressing long-range land use designations in Meridian’s AOCI with some nod to agricultural and technology uses (eg – Agritopia, ag business park, agro-tourism, ag land preservation - limited market analysis with consultant help) – FLUM and Comp Plan text changes envisioned Option 3: a comprehensive land use evaluation of land uses within Meridian’s and Nampa’s AOCI • More stakeholders than option 2 and detailed public involvement including project website, outreach and CommuntiyViz software (potentially) which will require more technical analysis and take longer to complete process and associated FLUM changes, including text of Comp Plans (NOTE: Would need to work out an understanding (MOU) with Nampa and possibly the County about how to proceed and develop a more detailed scope and update this timeline) Discuss potential consultant support (market analysis, website, outreach/public participation, etc. for option 2 & 3, if chosen) Balance wants with needs/market – safety, fiscal responsibility (e.g. – ERU thresholds, ROI, etc.), development potential and pressures, partners, property owners, etc. 3 4 sq. miles, 2,536 Acres, 116 parcels ranging from .05 acres to 123 acres with varying development potential today Existing Intermountain Gas facility near McMillan/McDermott presents a potential hazard to community into the future Begin inventory and analysis and development of stakeholders list Begin to develop concepts (Option 1 & 2) OR MOU and consultant scope (Option 3) February Prepare and distribute postcards for public involvement meeting #1, to include stakeholders, interested developers, and GT members Provide link to project website Install link and project information on City website Provide background information and project purpose and scope – define what project is and is not Prepare for first public involvement meeting Finalize initial land use concepts March / April / May Hold public involvement meeting 1 of 2 (Background & Concepts) Collect input from range of interests, considering short and long term wants and needs Review information and discussion from public involvement meeting (internal) Develop/Revise alternative concepts in response to input Ensure safety and ability for City to support land use concepts with services into the future Update website with revised concepts/SAP Update GT workgroup on project status Update Council regarding project status Prepare and distribute postcards for 2 nd public involvement meeting. Prepare for 2 nd public involvement meeting Refine data and coordinate with other agencies and departments as applicable June / July Hold public involvement meeting 2 of 2 Explain changes since meeting 1 and obtain feedback; work towards preferred concept and any applicable text to support and explain land uses Review comments received and prepare preferred concept and any applicable SAP (policy/text) changes for Comprehensive Plan amendment Update GT and/or City Council (if necessary) 4 Summer / Fall Submit Comprehensive Plan amendment application Begin staff report for public hearing City Clerk to prepare legal notice Public hearing at P&Z Commission Prepare recommendations from P & Z hearing for City Council City Council hearing(s) Record resolution/adopted changes Meridian City Council Meeting DATE: December 13, 2016 ITEM TITLE: City Council: City Council: ICRMP Update ITEM NUMBER: PROJECT NUMBER: MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION 71 DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS "Elected office, Safe Driving, and You" ICRMP www.icrmp.org Risk Management Discount Program Requirements June 2016 — February 1, 2017 All Employees: ✓ Personnel Policy review (online review) ✓ Vehicle Use Policy review (online review) ✓ "The Golden Rule at Work" online course ✓ Driver Safety Meeting #1 (in-person meeting) 0 ✓ Driver Safety Meeting #2 (in-person meeting) O All Supervisors Add: ✓ "Termination and Providing Due Process" online course Plus 1 All Non -Law Enforcement Drivers: j ✓ "Driving: Just Slow Down" online course I i Plus i Law Enforcement Drivers: (Sheriff's Office & Police Dept employees who drive agency -owned vehicles and have a POST ID number) ✓ `Below 900" online course Law Enforcement: ✓ Have a current patrol policy manual either through Lexipol or another source (updated since January 1, 2013) It (Lv� � 3A I n ( t lojz�,utj I ?,a ICRMP Online University Updated 10-6-2015 ICRMP Website 1. Access the ICRMP website at www.icrmp.org The ICRMP website will display. University Registration: To register into the Online University and complete the training, please follow these instructions: 1. Click on the Online Training button located in the upper right area of the screen. The ICRMP Online University Page will display. 2. Click on the Online University Student Login button. The Online University Registration Screen will display. Existing User's Registration: (if you have participated in the program previously) 3. Type your previously created User Name in the User Name field. 4. Type your previously created password in the Password field. 5. Click on the Submit Button. Note: If you do not remember your user name and or password DO NOT select I am a new user. Existing User's Registration: Unable to remember user name and or password (If you have participated in the program previously) 1. Click on What if I Forgot My User Name or Password (click here) link. 2. Follow the Password Retrieval instructions. New User's to the Program (need to create a User Name and Password) (Individuals who have not participated in the program previously) 1. Click on the I Am A New User Button. 2. Follow the instructions to create a User Name and Password. (Please use your work email address) Once you have registered and or logged in you will be able to access the training course and policy reviews. Course Certificates: 1. Click on the Student Center Tab located in the upper left corner of the screen. 2. Click on Print Course Certificates, Select the Course of the certificate you want, click View Certificate and print. Driving Defensively Since the inception of ICRMP in 1985, our most frequent cause of Property/Casualty claims has been auto claims. No other claim category comes close. The bad news: auto crashes are frequent and severe for Idaho local government agencies. The good news is that auto crashes can be reduced by focusing on safe driving! Defensive Driving Most accidents are caused by driver error. Be prepared to react promptly to emergencies by driving with both hands on the wheel. You can reduce your chances of crashing by knowing and using the standard crash prevention formula: ➢ Scanning: To be a defensive driver, you have to see what is going on. Avoid a fixed, straight - ahead stare that may let you drift off in daydreams. Keep your eyes moving; learn to read the road. ➢ Look ahead: Good drivers keep an eye on what's happening about 10 to 15 seconds ahead. That's about a block in city driving. By doing this, you'll avoid the kind of last minute lane changes, turns and stops that often cause accidents. ➢ Look to the Sides: As you approach any place where other cars, people or animals may cross your path, look to both sides. Don't rely on traffic lights or stop signs. Always watch out for other drivers —they may run the light. ➢ Look Behind: Check the traffic behind you frequently — several times a minute — so you'll know if somebody is tailgating,coming up too fast or trying to pass. Most rear -end collisions are caused by vehicles following too closely. ➢ Blind Spots: These are areas near the left and right rear corners of your vehicle that are not visible in your mirrors. Never rely on your mirrors alone. Before you make any move to the side, quickly turn your head to see if your blind spot is clear. Also avoid driving in someone else's blind spot. It's as important for other drivers to see you as for you to see them. ➢ Identify: Scan the road ahead for potential hazards such as a vehicle, pedestrian, animal or situation that could force you to slow down, speed up or turn. ➢ Predict: After spotting a potential hazard, predict what will happen. Generally, it's safest to predict the worst. For example, if you see kids playing on a street corner, prepare for one of them to run in front of you. ➢ Decide What to Do: The key to defensive driving is making a sound decision ahead of time rather than reacting to danger at the last second. ➢ Execute: The final step is to execute your decision in a smooth, predictable manner — in time to avoid an accident. Discuss: 1. Have you or someone you know had a "close call"? Source: From Idaho Drivers Manual (2094) 2. Do you consider running a red light unacceptable? Have you ever run a red light? 3. Do you consider tailgating unacceptable? Have you tailgated in the past month? 4. Do you think driving feels safer, less safe, or about the same as it did 5 years ago? 5. Thinking about the people who you know well, like your friends or family members, does anyone sometimes drive in a way that you feel is unsafe? Why? Intersections Since the inception of ICRMP in 1985, our most frequent cause of Property/Casualty claims has been auto claims. No other claim category comes close. The bad news: crashes at intersections are frequent and severe for Idaho local government agencies. The good news is that intersection crashes can be reduced by focusing on safe driving! Intersections With different crossing and entering movements by both drivers and pedestrians, an intersection is one of the most complex traffic situations that motorists encounter. Dangers are compounded when we add the element of speeding motorists who disregard traffic controls. Because of this conflict opportunity, intersections represent a disproportionate share of the safety problem. About half of all crashes and half of all injury crashes occur at intersections. Red -Light Running Red-light running is a serious intersection safety issue. Red-light running crashes cause deaths and injuries. The Insurance Institute for Highway Safety reports that half of the people killed in red-light running crashes are not the signal violators. They are drivers and pedestrians hit by red-light runners. In a national survey of speeding and other unsafe driver actions, 97% of drivers feel that other drivers running red -lights are a major safety threat. One in three people claim they personally know someone injured or killed in a red-light running crash. Source: US Department of Transportation Federal Highway Administration Three Driving Focuses at Intersections: ® Slow down before entering an intersection and look left -right -left. Don't enter an intersection that has not been visually cleared. Some drivers "cover" the brake by moving their foot for a few seconds from the accelerator to a position just above the brake pedal, helping eliminate reaction time needed to begin braking. • Try to avoid entering an intersection within the first 3 seconds of a light change — the time in which the majority of collisions occur. • Look left -right -left to be sure no one is running the red light and the road is clear of pedestrians. Looking left -right -left, coming to a complete stop at a red light, and looking before crossing intersections are driving fundamentals that should be part of every driver's skill set. Discuss: 1. Have you or someone you know had a "close call" at an intersection? 2. Have you ever driven through a red light? On purpose or by accident? Why? 3. Create a list of things a safe driver should do as he/she approaches an intersection. I cc, R � KP Driver Safety Meeting Attendance Sheet DRIVER SAFETY TOPIC kfAt t �{ DATE DISCUSSION LEADER AGENCY � ( � LOCATION cv NAME (Please print) DEPARTMENT MtWkTURE 1.:Te �}V 2. 3. 7� r%.�Y✓12� �.�� COt,.�C,i 4. 6. 7. 8. 9. 10. 11. 12, 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. Meridian City Council Meeting DATE: December 13, 2016 ITEM NUMBER: 8 ITEM TITLE: Future Meeting Topics PROJECT NUMBER: MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS