HomeMy WebLinkAbout2017-05-16Meridian City Council May 16, 2017
A meeting of the Meridian City Council was called to order at 6:02 p.m., Tuesday,
May 16, 2017, by Mayor Tammy de Weerd.
Members Present: Mayor Tammy de Weerd, Keith Bird, Joe Borton, Genesis
Milam, Luke Cavener and Ty Palmer.
Members Absent: Anne Little Roberts.
Others Present: Bill Nary, C.Jay Coles, Jaycee Holman, Bruce Chatterton, Josh
Beach, Kyle Radek, Jeff Brown, Mark Niemeyer, and Dean Willis.
Item 1: Roll-call Attendance:
Roll call.
__ Anne Little Roberts X _ _Joe Borton
X__ Ty Palmer X__ Keith Bird
__X__ Genesis Milam __X__ Lucas Cavener
__X Mayor Tammy de Weerd
De Weerd: Okay. I will go ahead and start tonight's meeting. For the record it is
Tuesday, May 16th. It's two minutes after 6:00. We will start with roll call
attendance, Mr. Clerk.
Item 2: Pledge of Allegiance
De Weerd: Thank you. Item No. 2 the Pledge of Allegiance. If you will rise and
join us in the pledge to our flag.
(Pledge of Allegiance recited.)
Item 3: Community Invocation by Gib Floyd with Ten Mile Christian
Church
De Weerd: Is Gib Floyd here? Okay. Item No. 3 is our community invocation. I
invite you all to join us in this item or take this as a moment of reflection . Tonight
we have Gib Floyd with us from Ten Mile Christian Church. Thank you for joining
us. If you will come up to the podium right here.
Floyd: Let's pray. Gracious Father in Heaven, we welcome your presence in
tonight's city proceedings and thank you for the blessings you provide to citizens
of this great city and the surrounding community. Grant us a measure of your
spirit as the agenda items are presented and discussed by Mayor de Weerd and
others involved. May the decisions of this evening be both pleasant and
productive and we humbly ask this in the name of Jesus, our Savior, amen.
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May 16, 2017
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De Weerd: Thank you so much for leading us. I'd like to offer you a City of
Meridian pin.
Item 4: Adoption of the Agenda
De Weerd: Item No. 4 is adoption of the agenda.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: Added to the agenda is Item 8-A, which is a final plat for Bainbridge
Subdivision. That's H-2017-0043. It's added to the agenda today. It was a
continuation from a previous meeting, which needs to be added today. It will,
then, be continued, again, to May 23rd. But it needs to be amended onto our
agenda. With that added Item 8-A, I would move that we adopt the amended
agenda.
Bird: Second.
De Weerd: I have a motion and a second to adopt the agenda as amended. All
those in favor say aye. All ayes. Motion carried.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
Item 5: Future Meeting Topics - Public Forum (Up to 30 Minutes
Maximum)
De Weerd: Mr. Clerk, item No. 5, do you have someone that has signed up?
Coles: Yeah. Thank you, Madam Mayor. We did have one individual sign up.
Victor Danilovitch representing that Danik Gymnastics. His description this
evening is to discuss a parking -- parking issue. So, Victor is here to discuss
that.
De Weerd: Okay. Victor, if you would like to come and join us in the front.
Thank you for joining us. If you will, please, state your name and address for the
record.
Danilovitch: Okay. I am Victor Danilovitch from the Danik Gymnastic owner and
address is 574 South Locust Grove Road.
De Weerd: Thank you.
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May 16, 2017
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Danilovitch: In Meridian. We have -- I hope you remember me, because I did
the building five years ago and we meet several times with the people here . We
have good, good problem parking. So, I have proposition to build park in behind
my building, because even right now I was driving on Water Tower Street and
probably seven, ten cars was parking right on the street, just my customers. So,
I took this to Highway. They didn't let me build entrance from Water Tower Road.
So, I would like to talk with police chief department. I talk with his partners or his
officers Stacy -- Stacy --
De Weerd: Arnold.
Danilovitch: -- and Tom Baker and they come in and talk with police chief if we
can figure out this case. If -- if they will let me in from them -- how to say -- road.
Entrance. To build small -- small road to my lot will be no problem, then, I can
put probably my employees behind my building on parking and wi ll be another
about 15 parking free for customers who park on street and reason is because
they always with kids and I don't like when kids going on the road, because road
is busy at 4:00, 5:00 o'clock. I mean Water Tower Road. So, I don't know if -- if
we can figure out how to do it. I don't know. Maybe I have to talk with you later
or with somebody else. That's kind of my problem. You understand my
problem?
De Weerd: Yes. Have you gone in and talked to our Community Development
Department?
Danilovitch: Yes. I was -- yeah. I was talking with Bill -- what's his name?
Yeah. Bill Parsons. And that's what he recommend me to go to this meeting to
present all this, because they don't have problem with this . Only problem if
police department will let us do it, we good, so --
De Weerd: Okay. Well, this is -- this is intended to bring your concern to Council
and we can't make any decisions, because it was not posted as an agenda item,
but let us look further into it and if there is not too much -- we don't have any
background to even talk about it, but --
Milam: Madam Mayor?
Danilovitch: I have to start with something.
Milam: I can --
De Weerd: Hold on, Victor.
Milam: I can attest to the problem, because my son attends there and my
husband leaves the house 45 minutes early, so that he can get a parking spot
and generally, then, the overflow is all parked on the street and into the police
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May 16, 2017
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department parking lot on a daily basis. So, it's definitely a problem and there
are kids crossing --
Danilovitch: Yeah.
Milam: -- and it's just kind of crazy in that area, so I hope you can work
something out.
Danilovitch: That's what I'm trying to do. I'm trying to figure out how we can
start. Who can help me. So --
De Weerd: Well, we will follow up with you. I will get a little bit more information
and I will let you know maybe what the next steps are .
Danilovitch: That will be great.
De Weerd: Okay.
Danilovitch: Thank you very much, everybody.
De Weerd: Thank you. Okay. Anyone else, Mr. Clerk?
Coles: There was only that one.
Item 6: Consent Agenda
A. Approve Minutes of May 2, 2017 City Council Regular
Meeting
B. Findings of Fact, Conclusions of Law, Decision and
Order for Maverik (H-2017-0042) by Maverik, Inc. Located
1515 E. Fairview Avenue
C. Findings of Fact, Conclusions of Law, Decision and
Order for Holy Apostles Catholic Church (H-2017-0019)
by Roman Catholic Diocese of Boise Located
Southeast Corner of E. Chinden Boulevard and N.
Meridian Road
D. Findings of Fact, Conclusions of Law, Decision and
Order for Oaks South (H-2017-0010) by Thomas
Coleman Located South of W. McMillan Road and
East of N. McDermott Road
E. Final Order for Tree Farm Subdivision No. 1 (H-2017-
0036) by M3 Companies, LLC Located North of Chinden
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Boulevard, South of the Phyllis Canal and
Approximately a 1/2 Mile East of N. Black Cat Road
F. Final Plat for Paisley Meadows No. 2 (H-2017-0056) by
Hayden Homes Idaho, LLC Located 2180 E. Amity Road
G. Final Plat for Hill's Century Farm Commercial No. 1 (H-
2017-0051) by Century Farm Development, LLC Located
1/2 Mile East of S. Eagle Road on South of E. Amity
Road
H. Southern Highlands No. 3 Water and Sewer Easement
I. Linder 4 Plex Sewer and Water Main Easement
J. Gemstone Building Water Main Easement
K. Maverik Sanitary Sewer Easement No. 1
L. Maverik Sanitary Sewer Easement No. 2
M. Jewel Subdivision Pedestrian Pathway Easement
N. Treasure Valley YMCA Sewer and Water Main Easement
O. Fee Waiver Agreement for ICOM Community Match
P. Approval of Award of Bid and Agreement to L2
Excavation for the Collections Equipment Facility
project for a Not-To-Exceed amount of $272,227.85
Q. Approval for Finance to Pay Vendor Payments of
$1,602,154.71
De Weerd: Okay. Thank you. Item 6 is our Consent Agenda.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move that we approve the Consent Agenda as published and 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, please, call roll.
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May 16, 2017
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Roll Call: Bird, yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little
Roberts, absent.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
Item 7: Items Moved From the Consent Agenda
De Weerd: There were no items moved from the Consent Agenda.
Item 8: Action Items
A. Amended onto agenda: Final Plat for Bainbridge
Subdivision No. 5 (H-2017-0043) by Brighton
Investments, LLC Located Approximately 1/2 Mile South
of W. Chinden Boulevard and 1/4 Mile West of N. Ten
Mile Road
1. Request: Final Plat Approval Consisting of Twenty-Six
(26) Building Lots and Four (4) Common Lots on 7.56
Acres of Land in an R-8 Zoning District
De Weerd: So, will move to Item 8-A, which was amended onto the agenda fo r
the final plat for Bainbridge Subdivision No. 5, H-2017-0043. This applicant has
requested this -- this item be continued to May 23rd. Council, I will need a
motion.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: I move that we continue Item 8-A, H-2017-0043, to May 23rd, 2017.
Bird: Second.
De Weerd: I have a motion and a second to continue Item 8 -A to May 23rd. All
those in favor say aye. Did I hear all ayes? Okay. All ayes. Motion carried.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
B. Public Hearing for Belltower Park (H-2017-0053) by
Bridgetower Crossing, LLC & T3 Holdings, LLC Located
3140 & 3150 W. Belltower Drive
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1. Request: Short Plat Approval Consisting of Four (4)
Building Lots on 1.64 Acres of Land in the L-O Zoning
District
De Weerd: Item 8-B is a public hearing for Belltower Park, H-2071-0053. I will
open this item with staff comments.
Beach: Thank you, Madam Mayor, Members of the Council. As you said, this is
an application for a short plat. The site here on your screen consists of
approximately 1.64 acres of land, which is currently zoned L-O, located at 3140
and 3150 West Belltower Drive. The property was annexed in 2001 and platted
as part of the Bridgetower Crossing Subdivision. It was later resubdivided in
2004 as the Gallery Sub or the Bridgetower Gallery Sub. The applicant requests
approval of a short plat, which would consist of four commercial building lots on,
as I said, approximately 1.64 acres of land in the L-O zoning district. The
proposed plat is a resubdivision of Lots 2 and 3 of Block 1 of the Gallery
Subdivision. The street buffer along the west boundary of the site adjacent to
Ten Mile Road was installed with the construction of the subdivision and must be
protected during construction. Cross-access is provided between the lots for
access to adjacent public streets via an existing -- excuse me -- an existing
easement. I did not receive any written testimony on this and staff is
recommending approval. Stand for any questions you have.
De Weerd: Thank you, Josh. Council, any questions?
Bird: I have none.
De Weerd: Is the applicant here? Good evening. If you will, please, state your
name and address for the record.
Felter: Thomas Felter. 219 South Ruby Street in Boise.
De Weerd: Thank you.
Felter: And we have read the conditions and we agree to them.
De Weerd: Okay. Council, any questions for the applicant?
Bird: I have none.
De Weerd: Thank you for being with us. This is a public hearing. Is there
anyone who wishes to provide testimony one on this item? Okay.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
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May 16, 2017
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Bird: I move we close the public hearing on Belltower Park, H-2017-0053.
Borton: Second.
De Weerd: I have a motion and a second to close the public hearing. All those
in favor say aye. Ayes. Motion carried.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
Bird: Madam Mayor?
De Weerd: Mr. Bird.
Bird: I move we approve H-2017-0053 and include staff and applicant
comments.
Borton: Second.
De Weerd: I have a motion and a second to approve item 8-B. If there is no
discussion, Mr. Clerk, will you, please, call roll.
Roll Call: Bird, yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little
Roberts, absent.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
C. Public Hearing for Troutner Park Subdivision No. 2 (aka
Rainier Villas) (H-2017-0045) by Kent Brown Located
West of N. Meridian Road Between W. Corporate Drive
and W. Penwood Street
1. Request: Vacate a Portion of the 10-Foot Wide Public
Utility, Drainage and Irrigation (PUDI) Easement
Located Between Lots 4 and 5 of Block 4 AND Lots 4
and 5 of Block 5 Platted with Troutner Park
Subdivision No. 2
De Weerd: Item 8-C is a public hearing for Troutner Park Subdivision No. 2,
H-2017-0045. I will open this public hearing with staff comments.
Beach: This is an application for two vacations. The property location is 375,
321, 279 and 177 West Penwood Street. This vacation has to do most recently
with the recently approved Rainer Park -- excuse me -- Reiner Villas apartment
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May 16, 2017
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project that was recently approved. The applicant is requesting approval to
vacate a portion of the ten foot wide public utility drainage and irrigation
easement, located between Lots 4 and 5 of Block 4 and Lots 4 and 5 of Block 5
that was platted with the Troutner Park Subdivision No. 2, as well as a section of
the right of way of South -- Southwest 3rd Avenue, which would be south of
West Penwood Street. Public utility and drainage easements in this case run
north and south along the lot lines of Lots 4 and 5 of Block 4 and 4 and 5 of Block
5. The right of way for Southwest 3rd Avenue currently is approximately 120 feet
south of West Inlet Street and is approximately 54 feet wide. As I just mentioned,
in 2016 a conditional use permit was approved for a multi-family development
consisting of 180 multi-family units on approximately 7.52 acres in this C-G
zoning district on this lot. Once this vacation process is complete, the applicant
proposes to construct multi-family structures across these property lines, as well
as to incorporate this right-of-way vacation as part of their project. The applicant
has received approval from the public utilities, which will be Idaho Power,
CenturyLink Cable One, Intermountain Gas and the Nampa-Meridian Irrigation
District to vacate the public utilities easements and they are working through the
process with the highway district to receive their approval. With that staff did not
receive any written testimony on this application and we are recommending
approval.
De Weerd: Thank you, Josh. Council, any questions at this time?
Bird: I have none at this time.
De Weerd: Okay. Would the applicant like to provide comment?
Brown: For the record Ken Brown. 3161 East Springwood. I think it's kind of cut
and dried in the fact of we have been working with the utility companies and have
gotten the relinquishments of their rights to those easements already. We are
doing a property line adjustment to adjust those lot lines, property lines around,
and -- and need these easements to be vacated. We are working with the
highway district -- because it's a public right of way and it has to be purchased,
we had looked at doing an exchange with them and now they said that the
exchange won't work, so we have to do an appraisal. So, we are getting an
appraisal, then, that should move along quickly for the vacation of the Southwest
3rd Street, so -- stand for any questions.
De Weerd: Council, any questions? Okay. Thank you.
Brown: Thank you.
De Weerd: This is a public hearing. Is there anyone here who wishes to provide
testimony? Okay. Council, any questions for staff or the applicant?
Bird: Madam Mayor?
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May 16, 2017
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De Weerd: Mr. Bird.
Bird: I move we close the public hearing on H-2017-0045.
Borton: Second.
De Weerd: I have a motion and a second to close the public hearing on Item 8-
C. All those in favor say aye. All ayes.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
De Weerd: Council, any discussion? Okay. Do I have a motion?
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: I would move that we approve Item 8-C. Excuse me.
De Weerd: Yes.
Borton: 8-C. Sorry. H-2017-0045.
Bird: Second.
De Weerd: I have a motion and a second to approve Item 8-C. Is there any
discussion? Mr. Clerk, will you call roll.
Roll Call: Bird, yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little
Roberts, absent.
De Weerd: All ayes. Motion carried.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
Item 9: Department Reports
A. Police: Crime Prevention Spring Safety Flings Budget
Amendment Not-to-Exceed $2,500
De Weerd: Item 9-A is under -- for Department Reports is under our Police
Department and I am assuming that Lieutenant Brown has got this.
Brown: Thank you, Madam Mayor and Members of the Council. The Police
Department is requesting spending authority for the Crime Prevention Spring
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May 16, 2017
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Safety Fling. We have received a check for 2,500 dollars from the Idaho
Department of Transportation. We are asking to spend this money to purchase
T-shirts for the kids involved in this event. Any questions?
De Weerd: What schools are you doing this -- this at?
Brown: I -- Madam Mayor, I do not know the schools that we are doing this at at
this time.
De Weerd: Okay. Council, any questions?
Bird: I have none.
Milam: Those are at middle schools.
De Weerd: The spring flings, yeah, they are usually at the middle schools and I
just saw this, but I can't remember what school it is.
Milam: Meridian Middle School I think.
De Weerd: Meridian Middle. But they are kicking off the most dangerous days of
summer, the most dangerous one hundred days of summer, and so if you have
an opportunity we can get some information out to you if y ou want to go and
check it out I would invite you. There is a lot of energy at those events and it's a
positive way to kick off summer. So, Council, if there is no questions, I would
entertain a motion.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: I move that we approve the spending authority -- funding amendment for
the not to exceed amount of 2,500 dollars.
Cavener: Second.
De Weerd: I have a motion and a second to approve Item 9-A. If there is no
discussion, Mr. Clerk, we will you call roll.
Roll Call: Bird, yea; Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little
Roberts, absent.
De Weerd: All ayes. Thank you.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
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B. Fire: Joint Powers Agreement Update
De Weerd: Item 9-B is under our Fire Department and I will turn this over to
Chief Niemeyer.
Niemeyer: Madam Mayor, Members of the Council, good evening. I will try and
keep this brief. I have two updates to provide, so you can still set a record
according to the time clock, but we have some high school students and I 'd hate
them not to get the full experience of a long drawn-out council meeting, so --
De Weerd: So, you have an hour presentation.
Niemeyer: -- I will slow down. Yeah. I hope you guys are good with that.
Bird: But we can make it three.
Niemeyer: I can't even talk that long, Mr. Bird. The first update tonight is
regarding the joint powers agreement, the fire cooperative joint powers
agreement. As you all know, we signed that. We have kept moving and, then,
Nampa had a slow down and a pause. I have been in constant communication
with their fire chief, as well as the other chiefs that we signed on in this
cooperative with. We have decided to come back to you with an MOU instead of
a joint powers agreement. That was somewhat at Nampa's issue with some of
the authoritative language, some of the other -- voting, discussions within that
joint powers agreement, again, for me as a chief or your chief, this was for me
about outcomes and providing you with the best service we can in ways that we
can cooperate with other agencies in those areas. That's what's most important
to me. I am perfectly happy with the MOU, a memorandum of understanding.
We have Emily Kane working on that right now. We anticipate it will take about
two weeks. As far as process goes, we are going to bring that to you last after
some of the agencies have signed on . When I bring that to you what I will be
asking for is that we rescind the joint powers agreement and, then, sign the
memorandum of understanding. Still cooperating in the areas that we identified
previously, but in a way that is much less threatening and a lot less authoritative
language in it. It allows us still to do what we need to do and desire to do. The
good news is -- I will update you on this. The Kuna Fire Department, obviously,
has a new fire chief . You all know him as Perry Palmer. He used to be our
deputy chief. And, then, the Eagle Fire Department has a new chief that came
from Anaheim Fire in California. Both of those chiefs have been attending our
meetings and both are wanting to sign onto this MOU in the areas of cooperation.
So, Kuna and Eagle are now on board. They weren't before when I presented
the joint powers agreement to you. Nampa -- the fire chief there has talked to his
city council, talked to his mayor, they are very supportive of an MOU, because it
has that less authoritative language and allows us to just to cooperate and work
together. So, with that I will stand for any questions now. I just wanted to
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May 16, 2017
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provide you an update of where we are at and you will probably see me again.
Hopefully in two weeks when we have that MOU drafted up.
De Weerd: Thank you, chief. Council, any questions?
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: A couple questions. Can you list the -- with the MOU who will all be
signatories on it?
Niemeyer: That will be Nampa, Caldwell, us, Star, Kuna, Eagle and Middleton.
So, seven departments.
Borton: Okay. And is the -- the document that we have got in our packet, the
draft of the MOU --
Niemeyer: That was the start of modifying and tweaking some of that -- that
language. That is what Emily is working on. So, to give you an idea of some of -
- what we are deleting, but she is working on the draft and I will ship that to you
prior to my presentation when I come back.
Borton: Madam Mayor? Is that -- that's not the extent of all the changes, though,
I take it?
Niemeyer: No.
Borton: Okay.
Niemeyer: No. That was my start to incorporate some of those changes.
Borton: The final question is from the JPA that was adopted to the MOU, what
are the -- the core differences in control and authority that existed in the JPA that
maybe made Nampa nervous --
Niemeyer: Good question.
Borton: -- that won't exist in the MOU.
Niemeyer: So, within the JPA we still had language that said if we , together
collectively as chiefs, come up with a program or a piece of equipment that we
are going to share in, it had language in there that said the chiefs will approve the
budget. That became very confusing. Even though there is a section right below
that that said that budget still needs to be presented to each individual board for
consideration and approval. That caused some confusion. Just having that --
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May 16, 2017
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that type of language in there. The other thing, quite honestly, that Nampa was
concerned about is the words authority and executive. It also established its own
board, which I certainly don't need to sit on another board and so getting rid of all
of that specific language and getting to the root of what are we trying to
accomplish, what's our outcome, I think will make everybody a lot more
comfortable, Nampa included.
Borton: Madam Mayor. So, the draft that's in our packet still has that
administrative board structure to it?
Niemeyer: That's going away.
Borton: That's going to go. All right. So, there is lots of changes. More to come.
Niemeyer: Lots of changes. Yeah.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: So, did we not have an MOU with any of these cities already?
Niemeyer: We had an -- interesting question. Way back in the day -- I think it
was 1999 is what I found. We actually had an MOU with the Nampa Fire District
and the City of Meridian and it was to do a lot of the same stuff we are talking
about today. Training together. Worked on our structure together as far as
responses. So, a lot of it -- it's like bell bottoms, they come back; right? It was a
lot of the same stuff back then that over time for some reason went away . We
now have a core group of chiefs that kind of believe in that concept again and in
working together and so we have had some of those MOUs in the past, certainly.
We have an MOU at the district right now between the city and the district . So,
we have some of those things in place.
Milam: Sounds good. Thank you.
De Weerd: Thank you, chief. Any other questions? Okay. Well, we look
forward to you coming back and bringing an update.
Niemeyer: Absolutely.
De Weerd: And the MOU.
C. Fire: Interra Fire Department Data Management Tool
Niemeyer: And I will come back right now, because --
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May 16, 2017
Page 15 of 23
Milam: And he's back.
Niemeyer: I'm back. That was quick, wasn't it.
De Weerd: Okay.
Niemeyer: The second item --
De Weerd: Item 9-C.
Niemeyer: Sorry, Madam Mayor. That's your job.
De Weerd: It's like a bad dream.
Niemeyer: -- is a clarification item. On the Consent Agenda about a month ago
-- a little over a month ago you had an item for the Fire Department to purchase
software that we had budgeted for. Unfortunately, after you got done approving
that we realized that all the routing process that occurs in the city with the
computer program that we put into getting your agenda , did not get to all the
appropriate people and so David Tiede in IT had some questions, as well as
Finance. That contract that was approved under the Consent Agenda was never
signed. The Mayor did not sign that. We did not move forward until Dave Tiede
and Todd and Keith Watts in purchasing got all their answer -- questions
answered. That has since happened, so we are bringing back again, essentially,
for approval this software program . This is GIS centric performance based
software, so that we can plot all of our calls. This is very important to the fire
department to be able to tell our story on our responses and our performance.
As you all remember you adopted travel time standards , response time
standards. This program allows us to collect that data, put it in one place and ,
then, GEO location it to be able to display it and tell that story a little bit better.
Again, it was budgeted before. You approved it in this current year's budget.
This contract will go 12 months, so it will go through May of next year. At that
time we are working -- this is one of the areas that we are working with the other
departments on and sharing this product to make it more of a regional approach
that Meridian still gets its needs met at a slightly decreased cost. We have other
agencies that have committed funding in next year's budget to do that when we
come back for contract a year from now. So, that is an area that we are looking
forward to. And with that I will stand for any questions.
De Weerd: Council, any questions?
Bird: I have none.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
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May 16, 2017
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Cavener: More of a procedural question. I'm not sure who to address it to, so I
will just ask the question and the appropriate party can respond. I'm looking to
take anyone to task or whatnot, but can someone explain how a software item
got added to our agenda for us to approve on Consent that hadn't been fully
vetted? Just curious how that occurs?
Niemeyer: Yeah. I can answer that one, Councilman Cavener. The software
had been vetted. It was the contract that when it got put into this system that we
have in the City of Meridian that allows everybody to have input before it gets to
you, evidently there was an update to that and so when that got put into the
system it did not route to IT and it did not route to Finance and we had assumed
it did, because that's the normal process that we use here in the city. As far as
the software being vetted, the software itself was actually recommended by IT to
the Fire Department. They went out and they found it for us. And so it did go
through that vetting process. It went through the budgeting vetting process back
as we adopted last year -- or this year's budget. But as far as the process of the
check and everybody's looked at it before it gets to Council -- what I got told was
was there was a glitch in the software itself that it didn't get routed to the
appropriate folks and since, then, they have fixed that.
Coles: Madam Mayor?
De Weerd: Mr. Clerk.
Coles: I think I can answer that a little bit further to Councilman Cavener's
question. So, within the -- the software that Chief Niemeyer was referring to is
the Novus software system that we used to create the agendas. Within that
there is an inside routing tab that we used to route through the -- through the
departments to check to make sure that everything has been -- been clicked on
or approved as it were. That's a training issue that that routing tab had been
changed many, many times in the Novus system to actually get all the
departments that need to be included in that software to be able to check off . At
the time that this went through I'm not sure that -- that all of the appropriate
departments were included or had access to the inside writing tab to approve or
to not approve and so it's been an ongoing training issue with the Novus software
system, which is why Council doesn't yet have that software in front of you to
actually use as has been, you know, budgeted and approved last year right
before I became the city clerk. So, we have been working with Novus on all sorts
of updates and changes to that software system. So, that routing tab has been
updated several times and it becomes a training issue. So, it would have been
something I'm sure along those lines that was missed as that had been updated
several, several times.
De Weerd: So, it was -- it was caught and, then, brought back to the chief saying
you need to go and take it through the appropriate steps, which he has done.
Meridian City Council
May 16, 2017
Page 17 of 23
Niemeyer: So, that's why we held off on signing the contract, to make sure
everything got looked at.
De Weerd: Okay.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: Chief, is this software -- it's a different tool than the Firewise software --
De Weerd: Yes.
Borton: -- that was originally --
Niemeyer: Fireview.
Borton: Fireview. Excuse me.
Niemeyer: Yeah. Fireview was the original request. That is another piece, but it
doesn't have all of the tools that this piece does. So, IT knew we were looking --
and Matt, who is no longer with us, found this piece of software. It's being used
by other agencies here in the state . It does the same stuff, plus more, at the
same cost.
Borton: So -- Madam Mayor? One of the -- and this maybe is for discussion
when it comes back, but one of the differences is in the -- the annual licensing
fees.
Niemeyer: Uh-huh.
Borton: If I recall, the Fireview had a certain cost up front in last year's budget
and, then, it was 16,000 I believe was the anticipated annual licensing fee --
Niemeyer: Yeah.
Borton: -- and this one -- and so IT at that annual cost wouldn't develop in house
something that would be equivalent to 16 ,000, but this one is 50 some odd
thousand a year in annual fee?
Niemeyer: Yeah. Fifty-eight.
Borton: Fifty-eight. Which is a vastly different sum than the 16 and some of the
discussion -- and, again, maybe this is for the next meeting -- was at that higher
Meridian City Council
May 16, 2017
Page 18 of 23
price could our IT Department develop something in house in lieu of spending
58,000 a year?
Niemeyer: And that will be something revisited at the end of the contract, the 12
months --
Borton: And Madam Mayor -- and I don't know if this is the time for that
discussion or the next meeting, to determine whether or not signing on this
contract and committing for fifty some odd thousand annual recurring fee makes
sense, as opposed to revisiting IT's ability to provide something. Or at least have
them speak to it and say even at that higher cost we still shouldn't develop it in
house for some reason. Sixteen thousand is one thing --
Niemeyer: Uh-huh.
Borton: -- and I don't know where that conversation -- how far that's gone, but --
Niemeyer: Yeah. David and I talked about that at length. He is in agreement to
do it for a year. The goal is to get the other agencies to partner in this to keep
our costs at 16 and I have got commitments from those other agencies that will
be revisited when we come up for the contract in 12 months . I can tell you at
58,000 IT cannot build the depth of this program, but can they come up with
something else and that will be the conversation that we have in 12 months.
Dave was good doing the 12 months.
Borton: Okay. And, Madam Mayor, kind of where the question comes from, I -- I
assume that if the City of Meridian has a license that costs 56,000 for our
department to use it, for other departments to share the cost and piggyback on
its benefit the license fee is going to go up.
Niemeyer: No. It will stay the same. The -- the way -- the way the software
works is they do it as a system license and so that same 58,000, whether it's ten
departments, 15 departments, or five, will stay the 58,000 and you cost share in
that cost.
Borton: Wow.
De Weerd: So, is there not a department that you can cost share that with now?
Niemeyer: There is not. City of Boise is using the software. The Boise fire
department. However, they got that for the first three years under a grant for the
wild land urban interface and so at that -- at this moment that is not available to
us, because that was specific for a grant that they receive d. So, they have got to
finish out that grant before they can look at collaborating with anybody else.
De Weerd: So, you're not asking for action tonight, you're updating?
Meridian City Council
May 16, 2017
Page 19 of 23
Niemeyer: You have already approved the expenditure.
De Weerd: Yes. The upfront expenditure, but not the ongoing.
Niemeyer: Right.
De Weerd: And would that not be considered a waste of money if -- if we don't
continue, because you can't get others to collaborate with that cost share?
Niemeyer: I think the discussion as I have talked with Dave and Todd, after a
year is do we fund this ourselves, as the program is that meritorious. Can we
fund it ourselves. Or do we have partners to share in the cost of that. I have got
three departments that are already committed to sharing the cost of that -- of that
software in FY-18. So, we can wait or we can start. And that's kind of where we
are at. Right now we have no way to collect th is data and to report on it. This is
the best tool out there to do that,. So, if we wait another year we are going to be
a year without this tool of any kind.
De Weerd: Will this be something that's considered within the MOU?
Niemeyer: Yes. It is in the MOU. It's one of those areas that we have identified
from collaborative efforts, is insuring enterprise software where it's applicable and
so this is an area in the MOU.
De Weerd: What -- what I think the hesitation is is you don't want to move
forward until you know that has a cost share to be ongoing.
Niemeyer: Yeah. And, again, we are focused on this year's budget and the
funding that was allocated for this year's budget and that 's where -- that's where
Dave Tiede landed and taught. In a year we revisit it. If it's -- if it is software that
is that worthwhile and we have no partners, we bring you a budget amendment
and you can decide at that point if we are going to continue.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: We are only four and a half months away from FY-18. We are not a year
out. So, I don't understand what the difference is -- so, you have got
commitments from at least three, possibly six other departments that if you take
58,000 divided by seven is like 8,000 dollars per department, unless you do it per
capita, however it is you decide to divide that out. But it's a lot less money and to
wait a couple more months -- that's the way I see it. It's just a few more months.
Just because the money was allocated for fiscal year '17 doesn't mean we have
to spend it and to just set it out there for a year seems somewhat wasteful to me
Meridian City Council
May 16, 2017
Page 20 of 23
at this point. Now, if this were November, I might -- I might feel differently. But
we are just a few months away from the next fiscal year; right? That's my
thoughts on it.
Borton: And Madam Mayor? To Council Woman Milam's point, it might be an
opportunity to -- for the seven agencies to be presented -- this MOU is coming up
in a couple of weeks of here is an MOU, how are we going to cost share and
here is an example of a contract for your department s to approve and your cost
share and we are all going to benefit from it -- wouldn't that be the best first
example?
And the only hesitancy I think is the risk that you go down the path and you
implement it and it doesn't work and now we have got it and now it's 58,000 a
year. Well, we have already implemented it and got up to speed and got all the
data and -- you know, the horse is out of the barn.
Niemeyer: I'm certainly open to any suggestions.
Borton: Yeah. That's the only hesitancy.
De Weerd: Any other questions?
Niemeyer: I will follow through with IT -- follow back with IT and bring a
recommendation to Council if that's what you would like me to do.
De Weerd: I think that IT is -- has a comfort level with the software. What --
what they have no say in, but the Council does, is that ongoing commitment to
that when the enhancement was approved during last year's budget , it was
approved with a different ongoing cost to it. So, this does change that
enhancement and the caution is making sure you have those -- those cost
agreements in place ahead of time. So, it still fits within the anticipation of the
ongoing cost to the base and that's a hesitancy, chief.
Niemeyer: Sure. And I think we can -- if we need to wait until October we
certainly can, to Council Woman Milam's point.
De Weerd: I don't know if waiting until October is -- is really the discussion. It's
the agreement of sharing in the cost of the ongoing commitment.
Niemeyer: And that would be October when other budgets start.
De Weerd: Well, if -- if they sign it into the MOU and you come and say, you
know, these people are all on board, here is the signatures, they hav e -- I don't
see a reason not to move forward. But that's the comfort level that they will need
to have with -- with theirs.
Niemeyer: Fair enough.
Meridian City Council
May 16, 2017
Page 21 of 23
Milam: Madam Mayor?
Cavener: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: On top of that, I think that we are looking at more of the -- if this is an
annual contract that would say go into effect June 1st to June 1st, a lot of that
time will be during FY-18. So, even if we had a commitment -- you know, they
committed now and they need to come up with -- their portion will be such a
small amount for FY-17, they probably would be able to come up with it, if that's
what the MOU was all about anyway is doing these kind of things. And if they
make it a commitment for ongoing costs I think that that removes the burden that
we are feeling of just kind of solely taking that responsibility into the future
without any kind of -- anything signed. FY-18 starts in a few months, so even if
they waited until FY-18 and pay their portion of this year's contract , it still
removes that burden, because a lot of this contract will be in FY-18.
De Weerd: Mr. Cavener.
Cavener: Thank you, Madam Mayor. Chief, what I'm hearing from Council up
here is that we don't have a good, clear picture as to what the assumed ongoing
cost to the City of Meridian will be and it's challenging for us to make a decision
thumbs up or thumbs down until we have that clarity. If that clarity can come
before the budget session, great, I think you have got a commitment from the
Council to hear that. If it comes through as part of the budget hearing process, I
think that's fine, too. If it doesn't come until after the budget process, I think you
have still got a willingness from this Council to hear that. It's important that we
have a clear picture as to what our ongoing liability will be.
Niemeyer: Yep. Fair enough. I will bring that back when the time is right.
Cavener: Great.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: And, Madam Mayor, when we get to that point, my preference is to have
a discussion in the -- the budget setting process that -- as to whether we are -- if
we don't know by then whether we are willing to invest the 58,000, assuming we
get nobody on board -- because I would rather discover savings down the road
than discover, okay, we are going to hope somebody gets on board and, then,
say nobody does and, then, we do a budget amendment for more. I'd rather -- if
we are going to commit to it, we commit to it during the budget process, and,
Meridian City Council
May 16, 2017
Page 22 of 23
then, either we get savings, hey, we decided this when we did the budget
process, instead of amending it later.
Niemeyer: Agreed. All right.
De Weerd: So, we will hear this in a couple of weeks.
Niemeyer: You will hear the MOU in a couple weeks, so long as we get that
done legally. On the issue of the software, it may be a little bit longer than that.
De Weerd: Okay.
Niemeyer: But we will bring it back.
Item 10: Future Meeting Topics
De Weerd: Okay. Thank you. Okay. Item 10 is Future Meeting Topics.
Council, anything for future agenda items? Just a few upcoming events.
Tomorrow we have the groundbreaking at the Idaho College Osteopathic
Medicine. So, hopefully, you can join us at 11:00 a.m. at the lot just on the east
side of Idaho State University. On May 18th from 6:00 to 7:30 is law appreciation
-- law enforcement appreciation dinner at Harvest Church. They have done this
in past years and just a way to love on our law enforcement and show them how
much they appreciate them. And that's from 6:00 to 7:30. If you would like to
attend, please, let my office know and we will pass that along. Paws in the Park
is on Saturday, May 20th from 10:00 to 1:00 at Storey Bark Park. The library is
celebrating their 20th birthday party at -- of their Cherry Lane branch on Saturday
on -- from 2:00 to 4:00 and join Council Member Palmer on Monday -- Meridian
Mondays at 6:00 o'clock in City Hall Plaza. If there is nothing further, I would
entertain a motion to close -- or to adjourn.
Bird: So moved.
Milam: Second.
De Weerd: All those in favor say aye. All ayes.
MOTION CARRIED: FIVE AYES. ONE ABSENT.
MEETING ADJOURNED AT 6:45 P.M.
(AUDIO RECORDING ON FILE OF THESE PROCEEDINGS)
MAYOR MY DE WEERD DATE APPROVED
Meridian City Council
May 16, 2017
Page 23 of 23
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