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HomeMy WebLinkAbout2004 10-26 PreCITY OF MERIDIAN PRE -COUNCIL MEETING AGENDA Tuesday, October 26, 2004 at 6:00 p.m. City Council Chambers 1. Roll -call Attendance: X Shaun Wardle O Christine Donnell X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd 2. Adoption of the Agenda: Approve 3. Budget Related Items / Report: Approve COLA 8r Merit with no affect on STEP Program 4. Ordinance for City Attorney: Place on Regular Agenda November 3, 2004 5. Ordinance for City Council Meeting Time and Dates: Ordinance 02- 958 needs to be codified 6. Discussion of North Meridian Area Plan: Staff will meet with ACHD staff 7. Discussion of Storm Water Drainage Ponds: Staff will meet with ACHD Staff. "Approximate allowable time set for agenda item may change depending on discussion. Please use the designated minutes as a guideline only. Meridian City Pre -Council Agenda -October 26, 2004 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian. Cnvnna daeirinn ar mmMAH.n fnr dieahilaiee ralafr+d fn d�nmanfc anrlfnr hannnnc Meridian City Pre -Council Meeting October 26, 20 The Meridian City Pre -Council meeting was called to order at 6:11 P.M. on Tuesday, October 26, 2004 by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Keith Bird, Shaun Wardle and Charlie Rountree. Members Absent: Christine Donnell Others Present: Bill Nary, Brad Watson, Bill Musser, Kenny Bowers, Anna Canning, Doug Strong and Will Berg. Item 1. Roll -call Attendance: 0 Christine Donnell X Keith Bird X Shaun Wardle X Charlie Rountree X Mayor Tammy de Weerd Bird: Tuesday October 26, 2004 at 6:11. Would you please call roll Mr. Clerk. Item 2. Adoption of the Agenda: Bird: Council you see the agenda. I'd accept a motion to accept the agenda as published if no changes. Rountree: So moved. Wardle: Second. Bird: Okay its been moved and seconded to adopt the published agenda. All in favor say aye. Opposed. MOTION CARRIED: ALL AYES Item 3. Budget Related Items / Report: Approve COLA & Merit with no affect on STEP Program: Bird: Number three is Budget Related Items Report and I believe that was asked to be tabled to November 16'". De Weerd: What's that? Bird: The budget items that they were going to do. De Weerd: No. Mr. President. Meridian City Pre -Council Meeting October 26, 2004 Page 2 of 13 Bird: Yeah. De Weerd: I believe that Mr. Nary has a report. Mr. Nary. Nary: Thank you Mr. President, members of the Council. This is a continuation item we had discussion last week. This is regarding the cost of living raise for general employees. We had a department directors meeting today and discussed this matter as well. The current policy, which we are looking at amending. The current policy mandates a 1.5 percent cost of living increase annually to all employees. What the particular language in the policy indicates is that it applies to all non-union employees and it says it's separate and apart from pay for performance and the police step program. The police step program was already approved by this Council back during the budget process and that was already factored into the budget. There is approximately a three percent increase for the different steps; it varies from about two and a half to three percent increase depending on the different steps. What the discussion today with the department of directors was the Councils interpretation, because of the way the language is there is probably two different ways of reading that particular provision. My reading of it and my interpretation of it was because that step program is funded separately from the general employees cost of living or merit raises that are imposed that that was the way that police increases were funded and maintained and that the application of the 1.5 percent went to all the other general employees, separate from the union, separate from police. Again because of the way the language reads it certainly can be read to be done in conjunction with the step program which would mean an increase of approximately 4.5 percent to the police and there would probably not be much money left for even the cost of living increase for the general employees, if that interpretation were adopted, but I think it's the Council's purview to review that and to make that decision, but my recommendation is that — and the Department Directors were in agreement with — that the police step program continue to be funded as it has been, that the 1.5 percent be an across the board increase for all the other general employees that are not in the step program and not in the union and then in conjunction with that there is money in there for a merit based for general employees along with that and what had been discussed previously was for — there used to be four categories in the evaluation process and I always get them mixed up as to which one was first competent, satisfactory or satisfactory, competent, 1 can't remember which one is first — De Weerd: — satisfactory. Nary: — satisfactory and then excels and outstanding and I can't remember which one is first, outstanding or excels — I am new. They grouped them in four different categories and the margins between them are fairly small and it wasn't much distinction that you could identify and separate between those categories. What we recommended and discussed at the Department Director's meeting today was to group the excels and outstanding as one category for merit and the Meridian City Pre -Council Meeting October 20, 2004 Page 3 of 13 competence/satisfactory in a separate category grouped together so there wouldn't be four areas of merit, there would merely be two. We are as we have said before working on a different performance review process and a different form to use to improve it and to hopefully make it better than what's been there. I heard the message very loudly for the last four weeks that people are not happy with the program. I think I have said it a lot before that as well, so I know we need to get better, but there is money budgeted to be able to accomplish that, pay for performance and merit increases as well and we need your approval and we are also meeting with the benefits committee next Monday to also go over these different things with them as well. I think, I guess we would probably need a motion from the Council to approve that strategy and in bringing forth both the cost of living increases for general employees as well as the police step program being separate and apart from that as well as the merit pay. Did I forget something, Madame Mayor? De Weerd: No, Mr. President. Bird: Yes, Madame Mayor. De Weerd: Just to add one other thing to that and it's true we have emphasized, put in bold, underscored that the need to have a better plan for you during your budget discussions next summer and there will be a subcommittee that will be put together to dedicate to that. Not only fine tuning the pay for performance and how to deal best with that to improve our performance evaluation process, but also to take a look at the step program and make sure that — there are some loose ends in a lot of these different things, so it's just to have a real firm package in front of you next year, so every time these questions come up and interpretations have been solved before we have to go through this again. So, I that's really all I have to add to this portion of that discussion. Bird: Any discussion, Council? Rountree: I have none. Bird: I've got a question. Are the evaluations going to be the same as we have seen at the budget time? Are we still using those evaluation forms for this year? De Weerd: Mr. President. Yes, we have been working on behavior values catalysts and it has gone through a lot of participation from our staff. Will, Bill and Anna have been leading this effort and we have gotten a lot of feedback and participation from that. We just want to make sure that whatever is in there that is tied to the values that the Council earlier defined are measurable and that they are fair and consistent throughout. As far as the general areas and then each Department can get a little bit more specific, but now that we have someone in HR that can help pull all of that together as well, we should have something by the end of the year. Meridian City Pre -Council Meeting October 26, 2004 Page 4 of 13 Nary: Mr. President. Bird: Yes. Nary: In addition, one of the challenges is that we don't do evaluations once; we do them as the employee anniversary comes up. So, if you don't use the existing forms to this point until we get a new one, then all of those people who have already been evaluated can't get assessed properly and can't get those increases. So, we don't have an interim fix. We have to come up with a new program and institute it and go forward, but because we don't do it once, we do it constantly, that's the challenge. Bird: I understand that and I know we are going to get a new format real quick, which we really need. Okay, so, Council, we need to act upon what Mr. Nary suggested? Wardle: Mr. President Bird: Mr. Wardle. Wardle: I just have a quick question. Certainly I agree with separating the step program from the COLA increase that we agreed upon, to save some left over for merit increases and to work towards fixing that system. I know that the last discussion we had Councilman Bird had some questions on whether things were retroactive or not and I am just wondering, Bill, if you found anything that would have suggested that that was so. Does that make sense? Nary: Mr. President, Councilman Wardle I went back — I don't have the minutes, 1 didn't have an opportunity to get the minutes. I did discuss it with the Finance staff and they had not in the past given retroactive raises. That had not been the norm. That hadn't been part of the discussion either in July as applying it retroactively, so — at least to this point without anything more than that I would stick with what was already approved last week, which was to make it going forward when employees have past their six month anniversary time or if they have completed their personal improvement plan program and then have that increase go forward. Wardle: Just another quick question. Would you like this in the form of a resolution? How do we need to make this —? Nary: I think a motion is adequate to simply approve — essentially, more than anything last week what the motion was, was to approve the 1.5 percent. This way — what I want to clarify is the separation of that police step program from the general 1.5 percent and that there is money and the Council is comfortable with that division for merit increases between separating — it's a two categories verses Meridian City Pre -Council Meeting October 26, 2004 Page 5 of 13 four categories and what we are looking at is a one percent increase for those in the satisfactory / competent range for merit and a two percent for those that are in the excels and outstanding. So, if those are all things that the Council is comfortable with you can do that in one motion or if you want to do it in pieces or parts because you don't want all of that, that's your choice. Bird: Mr. Wardle do you have a motion? Wardle: I was going to say so moved. Mr. President, I move that we accept th3e 1.5 percent cost of living raises for all of the employees, outside of the police step program, in addition to the comments, which were made towards working towards the levels of competency in an additional merit raise. Bird: And that's also one percent — doesn't that apply to the union, plus the police step, right? Nary: Right. Bird: Okay. That's what your motion stated? Wardle: That's my motion. Bird: Okay, do I hear a second? Rountree: Second. Bird: Any discussion? If not, we have a motion to approve the 1.5 percent COLA for all employees excluding the police step and the union and the merit will be one and two percent for superior and average or whatever it was — competent. All in favor? ALL AYES. MOTION CARRIED. Bird: Mr. Nary, you can go on with that. Nary: Thank you, Mr. President. The other thing to — just to make Council aware, I am as I said meeting with the benefits committee on Monday regarding our benefits that we did meet with the Department Directors today. I think I mentioned last week that we were able to through our consultant for our benefits through our Blue Cross and the like, we should have the — after the benefits committee reviews it on Monday, next Wednesday's Council meeting we will be able to bring that back to you as to what our increase is going to be. We got a good result with our increase through our consultant at a level that's within our budget. The program, I think, is going to be very acceptable to the employees, but we want to let the process work itself out, but I just wanted to give you a heads up about that. Meridian City Pre -Council Meeting October 26, 2004 Page 6 of 13 Item 4. Ordinance for City Attome Nary: I gave this to you a couple of weeks ago. As I indicated at the time what I did was I took the current duties and tried to enhance this to make it a little bit more — today when I look at this ordinance, some of this stuff hasn't been changed since 1955. 1 tried to bring it a little bit more up to this century and added in some other duties that I felt were important. Besides that — you have had a couple of weeks; if you are comfortable with it you can certainly move it to the agenda. If you have other questions about it, you are certainly welcome — you know, I am certainly welcomed for any feedback that you have or if you want to set this over to have more time. I was just trying to get this partly in place because we are looking to hire a deputy city attorney and this would add it to that ordinance as well, so it's clear that it's part of the duties of the deputy city attorney and again, most of the stuff I think is important philosophically as well as responsibility wise for the attorney to be in charge of and included the Human Resources function since that's now a part of the city attorney's responsibilities for the city. It's not a separate department any longer. If there was other questions, Council, like I said if you are comfortable with it you are welcome to move it to the agenda; if you want me to make further changes I can do that. Bird: Council, have you had a chance to look it over and have any suggestions or —? If we have worked on it since 1955 that speaks well of our Mayors and Council and employees since 1955. Nary: There were some in 1999. Bird: Well, we stayed up to date. Council, what's your desire? Rountree: Mr. President, I would suggest that we get this on the agenda for adoption. Wardle: If that's a motion, I second it. Nary: We can put it on next Wednesday. That would be fine? Rountree: That's fine. Bird: Is that the Council's desire? Works for me. Item 5. Ordinance for City Council Meeting Time and Dates: Nary: The last item, Item 5 was the City Council meeting times and dates and Mr. Berg was good enough to find — I must really like this ordinance because I was the one that moved to approve back in 2002. In 2002 we amended it to try to get current with it as well and the service doesn't have it updated. Because I Meridian City Pre -Council Meeting October 26, 2004 Page 7 of 13 took what was off the current service off the Internet that shows that the old ordinance was still in place. You don't need to pass this (inaudible) some clarifications in the one I drafted and added a little bit, so it's really your pleasure on whether or not you want to put this on with some new — there is some new language regarding the alternate meetings on the Wednesday night after the election. There are some alternate language in regards to that most — the other conduct and procedure for the meetings is found in a different section of the code, but its not necessary. So, it isn't necessary for you to add this unless you wish. It looks like it was amended. It probably meets most of the things, unless Mr. Berg thinks there is something else that we needed from a meeting standpoint, if he felt that was important, but otherwise, I just wanted to make sure it was updated and it looks like the code service hasn't updated it and it isn't us. Bird: Mr. Clerk have you got any suggestions or anything, you know, basically — Berg: Mr. President, members of the Council and Madame Mayor reviewing what we approved in 2002, 1 think it pretty much covered the intent of what we wanted to change, of course Bill has found some a little bit detailed, fine tuning, maybe if its desired just to get it in our current codified code and if there is some things that come up, which 1 am sure we are going to have some things in this next year to update other things, that if you want something else changed, I think it does take the intent of what we wanted to do with it for our Tuesday Council meetings. I don't know if there is any real specific things other than Bill has worked out some details that explains some more things. In general, I think it's pretty much the same. Bird: We just need to get this to Sterlings, is that right Mr. Clerk? Berg: Yes, Mr. President, I am checking on a few other things to make sure things weren't — slipped through the cracks. I will find out, but I don't know why this one, for whatever reason was not codified. Bird: Council, what is your pleasure? Rountree: Mr. President, I have a question and comment first. I don't see any need to modify it at this point and time. It seems to have taken care of what we thought wasn't taken care of. If we do propose changes, do we need (inaudible - --) some ordinance, somewhere (inaudible --) appropriate ordinance or is that at the discretion of Council and (inaudible)? Nary: Mr. President, Councilman Rountree. I guess I missed your question. If you want to make changes to any other ordinance, do you need to do it at Pre - Council, is that what you are asking? Meridian City Pre -Council Meeting October 26, 2004 Page S of 13 Rountree: No, there is no mention of Pre -Council in this ordinance. Is there mention in some other ordinance that --? Nary: Now, the Pre -Council meeting, Councilman Rountree — the Pre -Council meeting is noticed up as a separate meeting of the Council. It isn't listed on here because it's not regular, it's not always at six, it's not required to have it. So, that's why it wasn't put in there. Rountree: All right that's fine. Without that I don't see any need to modify it at this point. So, let's just get it codified. Bird: Shaun do you —? Wardle: I agree. Bird: And I would agree. Mr. Clerk do you have something more to add? Berg: Yes, Mr. President, just a comment that the Pre -Council are special meetings. We notice them just like they are special meetings. Rountree: -- they follow the special meeting ordinance? Berg: Right. It would be nice maybe somewhere down the road if we are always going to have a Pre -Council that you could put it under ordinance, but right now, they are just a special meeting and we notice all the items on the agenda and then we, of course, post the agenda. Item 6. Discussion of North Meridian Area Plan: Bird: Madame Mayor did you head this up? De Weerd: Mr. President I guess I as we set the agenda last week it will be a topic of discussion. We thought November V% but since that has been changed to a date yet to be determined. Berg: Madame Mayor you are looking at me for a comment. I am sorry; we might as well bring this up too as you were trying to get me to arrange with the Ada County Commissioners a meeting to discuss these next two items, specifically and have staff kind of have some things arranged for that discussion. It's been kind of a difficult time for a couple of the Commissioners because it is election time and then Sherry Hubert is out of town on the first and she is kind of an important one that we need to have on board with our discussion. So, if there are some dates that the Council may want me to try to get a commitment on, can sure try, but it's been kind of one of those time periods that it is difficult to get every body together. Meridian City Pre -Council Meeting October 26, 2004 Page 9 of 13 De Weerd: Now, you suggested November 15f11. Does that work for --? Bird: That doesn't work for us. Berg: It doesn't work with Charlie. De Weerd: Eleven thirty we could all maybe meet. We thought that maybe we could just meet prior to COMPASS because 11:30 we would be done. COMPASS doesn't start until 1:30, but I know that probably won't — Rountree: Well, I am not sure I'm going to even be back in town for the COMPASS meeting, let alone that meeting on the fifteenth. I might be back by 1:00 or 1:30. De Weerd: Okay. Well, it just — Mr. President, I am sorry — it emphasized that we probably should have discussion on these two areas before we met with the Commissioners. I think most of us are aware of the issues on the storm water drainage ponds. I wanted to give staff an opportunity to update you as to where we are at with North Meridian since we last met with the Commissioners, but since the meeting is not next week, we could always give staff a little bit more time. I don't know. I know Doug is certainly prepared to talk about the storm water drainage ponds and ACHD's proposal that the city takes on the responsibility and maintenance for those because he was going to talk to it at the joint meeting. If you would like to have that conversation now or we can reset it to another date closer to whenever we meet jointly. Bird: What would you prefer Council? Rountree: Madame Mayor, just a point of clarification before we talk about that is I thought it was my understanding that when we met with ACHD last on the North Meridian area that we would set up a special meeting, but prior to that meeting staff would get together and has that occurred? De Weerd: I don't know. Canning: Mr. President, Council member Rountree it has not yet, but we scheduled one for next Tuesday to discuss that and just for clarification because I want to make sure that I understood you correctly. What I understood from that meeting was two things: city staff would work on a way to incorporate eventual right of way verses immediate right of way needs into their staff reports and basically securing the eventual right of way and that the other one was that ACHD would try and come up with some incentives for intersection improvements, a long list of developmental proposals, so was there any other issues that the Council thought that we needed to discuss at that meeting? Rountree: I think that those were the two big items. Meridian City Pre -Council Meeting October 26, 2004 Page 10 of 13 De Weerd: Mr. President. Bird: Madame Mayor. De Weerd: I guess my statement to ACHD is we have these open-ended findings that either we need to fill in the blank or delete them. That was probably what you had just mentioned could be incorporated into those, but I guess staff needs to get together and really talk about that as our two entities and then the development community needs to be brought into that discussion as well. More as to what are we doing with those findings and the window of opportunity every time we issue a building permit is lost and so we either need to do something with that finding or we need to get it out of our development, just need to close it out. So, that was the essence of that and because we wanted to make this a priority they said let's meet again and then we can meet again on the item that we didn't have time to discuss. Canning: President Bird, Mayor De Weerd — okay this is one of those times where I am going to get myself into trouble here. I thought that ACHD closed that issue, Madame Mayor. I thought they had said no we can't do anything with that finding. That's what I came away with from that meeting and apparently he didn't and I don't know — Rountree: I don't remember hearing that. Canning: Well, staffs will talk about it. Item 7. Discussion of Stone Water Drainage Ponds: Bird: Council should we listen, we have got a few minutes to Doug's presentation on the storm drainage ponds or are we just going to have it closer when we meet with them? Rountree: They might change their mind between now and then. Bird: Well, I know that. De Weerd: Mr. President. Bird: Madame Mayor. De Weerd: I guess there is a couple of issues and even one that has kind of presented itself with the same ponds, but right now we have a real ugly mess at the corner of Overland and Main Street or Highway 69, whatever it is right now and there needs to be some solution to that. I guess maybe I would like to encourage before we get together as well that our staffs could get together on that issue. So, whatever is brought in front of Council and the Commission, we Meridian City Pre -Council Meeting October 26, 2004 Page 11 of 13 have good information to help set a direction for that, costs associated and those kinds of things. These drainage ponds are in entry corridors and they are extremely important to our community that they are visually pleasant and not a weed pile and those kinds of things. We also wanted to bring in the discussion on the storm water drainage ponds in Ashford Greens that the citizens brought to our attention and get an update on that. I guess I would just ask since this joint meeting is not next Monday, if staff can get together with ACHD staff and have more specifics and maybe even a proposal that Council and Commission can consider that would be very helpful. Wardle: Mr. President. Bird: Mr. Wardle. Wardle: And Doug, correct me if I am wrong, but I think one of the immediate issues for the storm water drainage is we had a request from ACHD for the City of Meridian to maintain the storm water drainage on the comer of Franklin and Locust Grove and at this point we had an opportunity to have some landscaping inputs. Was that correct, Doug? Strong: Mr. President, Councilman Wardle at this point that is correct. We have been requested to sign an agreement to maintain that particular drainage pond and there is a landscape plan for it that we have had the opportunity to review and looking at it, it looks like a low maintenance plan that would require periodic maintenance throughout the season. So, that's where we are with it right now and I think one of the questions to answer is potential cost of maintaining that that would impact a future budget. The contractor would maintain that area, I believe, up to one year and I would need to clarify that. I think I read in a contract during the time that it's being installed and is maintained for a period of time after that, I think it's a year, but that may not be accurate. Wardle: Okay. Strong: So, we have time in saying that to include some consideration for additional costs for maintenance if we decided to assume it in our 2006 budget cycle. Wardle: Mr. President. Bird: Go ahead, Mr. Wardle. Wardle: Thank you, Doug and I hadn't heard that they were going to — or the contractor was going to maintain it for a year thinking that we needed to make a decision on that fairly rapidly, but if we have a year, I think it would probably be a good discussion to have with the rest of the drainage ponds included. Meridian City Pre -Council Meeting October 26, 2004 Page 12 of 13 Strong: Thank you. Bird: Council any other — if not, we are done with our meeting. I would entertain a motion to adjourn. De Weerd: Mr. President. Bird: Madame Mayor. De Weerd: I just want to make sure you have a couple of dates in front of you, the destination 2030 limited plan update is they had an open house today at COMPASS and they will have another one — Bird: It's still going. De Weerd: And they have another one Thursday the 28"' from four to seven over in Boise. This isn't as — it's kind of a technicality at this point. But, where we really need the input is the November workshop for the communities in motion and this is the more extensive and the broader look on our long range planning for transportation. Also the one in Boise is going to be combined with Ada County Guide Plan so that's going to take on a little bit broader scope than the two dates in Nampa. Those dates are November 16th from nine to noon and Nampa as well is the 16th from six to nine and that's the nine to noon is at the Hispanic Center and the nine to or the six to nine is at the Hampton Inn. Wednesday it's in Boise. It has both the morning and the evening and that's at the Best Western Vista Inn at the airport and that's from nine to noon or six to nine. It's very important not only if you have the opportunity to attend, but to get our community involved because their input is absolutely crucial. So, there is my (inaudible). Rountree: Take all your friends and relatives. De Weerd: I just wanted to — at our Director's meetings we always have a section in there on applause to recognize the good things that are going on and the good deeds and Council was brought up today as very appreciative of your support of the K-9 training facility and the comments that were made at the Council meeting. It really opens up and encourages community participation and support and it was note worthy enough that you made it into the applause. I just wanted to let you know that. Rountree: Feels so good. Bird: Anything else, Council? Shaun you got anything? Wardle: I move we adjourn. Meridian City Pre -Council Meeting October 26, 2004 Page 13 of 13 Rountree: Second. Bird: All in favor? ALL AYES. MOTION CARRIED. MEETING ADJOURNED AT 7:00 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: