HomeMy WebLinkAbout2018-04-10Meridian City Council Workshop April 10,
2018.
A meeting of the Meridian City Council was called to order at 3:03 p.m., Tuesday, April
10, 2018, by Mayor Tammy de Weerd.
Members Present: Tammy De Weerd, Joe Borton, Genesis Milam, Luke Cavener, Ty
Palmer, Anne Little Roberts and Treg Bernt.
Others Present: Bill Nary, C.Jay Coles, Warren Stewart, Caleb Hood, Jeff, Lavey, Jeff
Brown, Mark Niemeyer, Dale Bolthouse, Todd Lavoie, Hillary Bodnar and Dean Willis.
Item 1: Roll -call Attendance:
X Anne Little Roberts X Joe Borton
X Ty Palmer X Keith Bird
_X Genesis Milam _X_ Lucas Cavener
X Mayor Tammy de Weerd
De Weerd: I will go ahead and start tonight's meeting -- or this afternoon's meeting by
first welcoming all of you to our City Council meeting. We always appreciate seeing
members of our public in the audience. For the record it is Tuesday, April 10th. It's a
few 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 our
pledge to our flag.
(Pledge of Allegiance recited.)
Item 3: Adoption of Agenda
De Weerd: Item No. 3 is adoption of the agenda.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: I move that we adopt the agenda as published.
Cavener: Second.
De Weerd: I have a motion and a second to adopt the agenda. All those in favor say
aye. All ayes. Motion carried.
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MOTION CARRIED: ALL AYES.
Item 4: Proclamation
A. Crime Victims' Rights Week
De Weerd: I'm going to move down to the podium. Are Blake and Holly here? If you
will join me up here. And are you with them as well? Oh, you are the photographer.
Thank you for being here. So, we are promoting Victim Rights Week in Idaho and we
have a group here that is an advocacy group that you represent that feels that by
proclaiming this week will give an opportunity to highlight the many nonprofit and
community resources that are available if there is a victim of crime and also to increase
awareness of what rights a victim has during the criminal justice process. So, I'm
pleased to -- to read this. Whereas Idahoans are the victims of nearly 17,000 crimes
each year, affecting individuals and communities, whereas providing victims with
knowledge of their rights and available services further strengthens their ability to
recover by restoring a sense of empowerment; whereas a multi -disciplinary response
involving collaboration among victims service professionals, criminal justice officials,
legal professionals, medical and mental health providers, and community leaders is
essential to reach and serve all victims, especially those who are marginalized, have
disabilities, or live in remote locations; whereas Victim Rights Week, April 8th through
the 14th, 2018, provides an opportunity to recommit to ensuring that all victims of crime
are afforded their rights and whereas the City of Meridian is dedicated to strengthening
victims and survivors in the aftermath of crime, building resilience in our communities
and our victim responders and working for justice for all victims and survivors, therefore,
I, Mayor Tammy de Weerd, do hereby proclaim April 8th through the 14th as Victim
Rights -- as Crime Victims Rights Week here in the City of Meridian and I encourage all
of our citizens to support local efforts to provide health and healing to the victims of
crime and I will present this to you and ask for any comments that you want to share.
H.Worthington: Just thank you so much for recognizing crime victims and the need for
crime victims rights and just the feeling and support of the community that comes after a
crime is so important and thank you much for all that you all do.
B.Worthington: Sorry. I was just going to say one more thing. We wanted to thank the
City of Meridian during our crime -- for their support for the police department. The --
the response was unbelievable during the crime, after the crime, and for Ada county.
We are truly blessed in the county to have that. We just want everybody in the whole
state to have the same rights and the same support as we receive in the City of
Meridian and in Ada county. Thank you very much.
Item 5: Consent Agenda
A. Preakness Sanitary Sewer Easement
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B. Pond Subdivision Easement
C. Final Order for Fall Creek Meadows No. 2 (H-2018-0015) by
Thomas Coleman, Toll ID I, LLC located South of W. Overland
Rd. and East of S. Linder Rd.
D. Final Order for Goddard Creek (H-2018-0014) by McMillan
Storage, LLC located at 2780 W. McMillan Rd.
E. AP Invoices for Payment 4/11/18 - $1,754,917.37
De Weerd: Thank you. Okay. Item No. 5 is our Consent Agenda.
Borton: Madam Mayor?
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Borton: I move that we approve the Consent Agenda as published and for the Mayor to
sign and Clerk to attest.
Cavener: Second.
De Weerd: I have a motion and a second to approve the Consent Agenda. Mr. Clerk,
will you call roll.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea;
Bernt, yea.
De Weerd: All ayes.
MOTION CARRIED: ALL AYES.
Item 6: Items Moved From the Consent Agenda
De Weerd: There were no items moved from the Consent Agenda.
Item 7: Community Items/Presentations
A. Mayor's Youth Advisory Council Update
De Weerd: So we will move into community presentations and 7-A is the Mayor's Youth
Advisory Council update. Colin and Ben, thank you for joining us.
Freese: Thank you, Madam Mayor. Thank you. So, the first thing we would like to talk
about is -- one of the things that has happened from our Treasure Valley Youth Safety
Summit in the past, which is now caught up to us now, and so then, we will be
explaining about the opportunities that we have had for the MYACers. Over the
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summer at the Treasure Valley Youth Safety Summit there was a group of MYACers
that all come together and they each came up with their own presentations or PSAs and
the winning PSA recently went in and they recorded their PSA and it was going over
engaged writing and it was very successful and went really well.
Hutchins: So, we also wanted to talk to you about our experiences in NLC as we went
in March and as well as you guys supporting us as we went to International League of
Cities. So, the main focus of NLC was infrastructure. Our focus was getting out to city
council members and to different states that infrastructure is needed in each of the
states, as we went over bridges and other infrastructure that has been failing and that
needs to be rebuilt in the community.
Freese: Some of the takeaways that the entire group, the executive council, went and
talked about was how to create and deliver an effective elevator pitch school -to -prison
pipeline, grass roots advocacy tips and tricks, diversity, effects of gentrification and the
drug and opioid epidemic. Really what stood out to me was the school -to -prison
pipeline. This essentially was programs not being set in place for students that were
making mistakes in their school and instead of having tolerance in the schools, they
would immediately be sent to prison or just sent out of the schools where they wouldn't
have the chance to become productive members of society and not only in other
communities, but we see this in our own community as well, where programs need to be
put in place, so that students who are having a hard time in their schools have more
tolerance and they are able to become effective citizens and help in society and in their
adult lives.
Hutchins: And some other things that happened is we had the opportunity to speak to
Representative Labrador about some things we have been doing in GA with the organ
donation, thanks to Arlie, who now that the bill has become a law for organ donation
and we also got to talk to Senator Risch as well and we had a lot of senators and
political figures speak to us and give great points and tips to us while we were attending
NLC.
Freese: So, another thing is we just wanted to, first of all, thank you for just passing the
BP project. We are so proud of where it's going to go and that you guys passed it and
we are so thankful for the people and the MYACers who spent the time and just were
committed to this project.
Hutchins: Next Do The Right Day was on April 5th and it was an absolute success. It
went really well. For the school ambassadors we all put in our announcements for our
schools to have an at -large ambassador and at North Star we put it in the
announcements. We gave stickers to every single high school student. Over 40,000
stickers were printed and I saw every student at my school with one. My principal was
super onboard with it, as with the other principles that I heard from the other school
ambassadors. We went around and we put in note cards in everybody's lockers with
messages of kindness, just lifting other people up and giving teachers compliments as
well and they all loved it.
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Freese: So, one of the things that we invite you to come to for a MYAC event is that on
May 5th we are going to have the Point of Hope Suicide Prevention Run and Ben is
going to pass out some flyers to you guys and there will be fliers in the back if anyone
else wants to grab any flyers. But the Suicide Prevention Run is in dedication to my
sister who took her life when I was a freshman in high school and we were really
focusing on suicide prevention and mental health in high schools for students and
people to become more aware of this just because we know recently in some high
schools they have lost students to suicide and we just want people to stand up to this
and just be more aware and just encouraging and accepting to the culture of different
people and that they just love upon each other. Do you guys have any questions?
De Weerd: Council, I guess I just want to say a couple of things. You know, Do The
Right was really established three years ago because of bully behavior and several
incidents of suicide that happened in our schools, as well as in our community, and the
Point Of Hope Run as well is carrying that theme on in -- in addressing prevention and
education and promoting kindness instead of bully behavior. So, I'm really proud of our
MYACers that want to be part of a solution and this is the second annual run. I know
that Colin had almost single handedly last year put it together at his school, but MYAC
eagerly embraced it this year and said this fits exactly the theme that we want to expand
our time and energy to. So, big kudos to our Mayor's Youth Advisory Council members
and -- and being the change you want to see. That's fabulous.
Freese: Thank you.
Hutchins: Thank you.
Bernt: Madam Mayor?
De Weerd: Mr. Bernt.
Bernt: I also want to say thank you to you guys and MYAC in general for such a
wonderful -- putting on such a wonderful event. I wasn't able to be a part of Do The
Right Day here at City Hall. My family and I, we -- we did some -- we did some Do The
Right activity that evening. It was fantastic. But you guys inspired me to wear my Do
The Right T-shirt today. So, I will be wearing my Do The Right T-shirt during -- during
out meeting. Thank you.
De Weerd: Any other questions from Council?
Little Roberts: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: A couple questions. I guess first about the Point Of Hope Suicide Prevention.
I would love to register. I'm not very hip when it comes to QR codes. Is there -- is there
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any other way that I can register early without having to use a QR reader that I don't
have and I don't work very well, because I'm not that technically savvy.
Freese: Yes. First off, it's only two miles, so you're good, you can walk, so -- if you're --
if you're here like -- I don't know about running. It's okay. You can walk, but -- yeah.
So, we have on the website the event and so I believe you can go onto the MYAC page,
which will take you to the website itself. But, yeah, on there you can get the early bird
ticket, which will go into the week of the run.
Cavener: Thank you. Madam Mayor, a couple of follow ups.
De Weerd: Well, I would also invite Council Member Palmer to show you how.
Cavener: Madam Mayor, I appreciate that. I guess I'm -- I'm going to challenge all the
Council Members to come out to that and try and beat me in this race. Apparently I can
walk it, but I will try and do a little better than that. Madam Mayor, an additional
question if I may. The public service announcement that you guys shot, any idea when
we will be able to see that? Is that something that is finished and can we get a link or is
in the process of being put together and if it's in the process of being put together, then,
maybe in a future update it would be great for us to see you guys' effort.
Freese: So, Ken Corder was in charge of the PSA and so I know that they shot it. I
believe that's in the making right now, but we can get it to you SAP through a link or
through the next update if you prefer.
Cavener: Great. Thanks. Madam Mayor, just a comment if I can for Council. Council,
I was fortunate enough to attend the GA subcommittee meeting three weeks ago and,
again, I shouldn't be surprised when I'm always surprised how engaged our high school
students are on the issues that are impacting our state. It's something I would
encourage you all, if you have got a spare half hour, 45 minutes, come maybe just to a
subcommittee meeting, see all the great things that they are doing. You guys continue
to be such a bright light for our community and -- and I would also like to share,
because I was really excited about this. I know we all remember where we were last
Tuesday -- or should I say last Wednesday morning at 11:30 in the morning. I -- I get
home and I get a text message from -- from Zach Eddy, who he and his dad own the
Fast Eddy's gas stations, who were -- had sat in on the meeting and earlier heard you
guys talk about your participatory budgeting project and were so inspired by our youth
council that they want to sponsor six of the air repair stations for -- for MYAC. I mean
it's just -- it shows how, you know, just you guys coming and talking about all the great
things that you're doing on a regular basis is inspiring our community to take action and
I just think it's really remarkable and echo Council Member Bernt's comments. We
appreciate all you do. You do a great job of making our community look great.
Freese: Thank you.
Palmer: Madam Mayor?
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De Weerd: Mr. Palmer.
Palmer: If you have an iPhone and you open just the camera and just hover over the
QR code a little thing will come down from the top, a link for you.
Bernt: Madam Mayor? What about Androids?
De Weerd: It's -- well --
Palmer: Madam Mayor, if you own an Android you should switch to an i -Phone.
Cavener: It does. That's amazing. Does it work?
Palmer: Yeah, it works.
Cavener: Sorry.
De Weerd: See, ask and you shall receive. Thank you both for being with us today and
for all of your efforts as executive council members on MYAC.
Freese: Thank you, Madam Mayor and thank you City Council.
De Weerd: Thank you. Mr. Cavener, we will follow up with Ken Corder and find out the
exact launch date of the public service announcement and we will get that information
out to you.
Cavener: Thank you.
B. 2018 Environmental Excellence Awards
De Weerd: Okay. Item 7-B is under our 2018 Environmental Excellence Awards. We
are thrilled to have Jason here to launch this again. This is something that we have
done in the past and Jason picked this up and got it up and running again. So, thank
you for your efforts, Jason.
Korn: Yes. Thank you, Madam Mayor and Members of the Council. I'm happy to be
here this afternoon to present the 2018 Environmental Excellence Awards and after a
few years off we were excited to relaunch the program by asking our community to
nominate those individuals, businesses, or organizations that have done something
outstanding in the environmental protection field and we would like to take this
opportunity to promote and recognize the three awardees selected by our selection
commission for their innovative efforts and environmental sustainability. With that I will
try to twist this around and basically get -- there we go. All right. so, I will say a few
words about each recipient and, then, I will have them come up individually and receive
their awards. I would like to begin -- begin with our first ready awardee United Heritage
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Insurance. United Heritage Insurance has shown a commitment to reducing their
carbon footprints and environmental stewardship by investing in sustainability programs
throughout the company and specifically at their Meridian headquarters campus. Some
of the highlights in Meridian include the installation of three electric vehicle charging
stations, which are capable of charging two vehicles each. The purchase of an electric
hybrid vehicle fleet. They currently have five electric vehicles charging daily at the
Meridian campus. Encouraging of carpool and alternative transportation through
preferred parking on their campus and the installation of solar panels on their building,
too, which are capable of producing 40 to 50 percent of the building consumption during
peak months. That's, among other things, like LED lighting retrofits, the increase of, you
know, green purchasing and more recycling. So, we have Rob McCarvel and -- is it --
Gill: Todd.
Korn: Okay. And Todd. And, Mayor, if you would like to present their award.
Palmer: Okay. This is to United Heritage Insurance for commitment and leadership in
sustainability through investment in electric vehicle technology and solar energy at your
Meridian campus. We appreciate all your efforts and also appreciate your corporate
partnership in leading the way. Thank you.
Todd: Madam Mayor, Members of the Council and those in the audience, we thank you
for this award. We do take it as part of our vision statement, our strategic plan that we
are sustainable and that we do our part in being more sustainable each and every year
and for all those reasons that Jason read that we are proud of that, but we want to
continue to do that and we encourage those in the community and other businesses to
also take the step forward to provide sustainable operations that -- that fit for them and
make sense for them. But thank you. Appreciate it.
Korn: All right. Our next award goes to Juli Bokenkamp of the Meridian Co-op
Gardeners. The Meridian Co-op Gardeners operates a community garden in Kleiner
Park and Julie took over operations as president of the Co-op Gardeners in 2012 and
she has steadily grown the program and steered the garden into a more
environmentally sustainable operation. Some activities at the garden include
composting, the planting of pollinator habitat, a no till demonstration, precision irrigation
and nonchemical weed control. Volunteers logged nearly 200 hours in 2017 to educate
and engage the community in growing healthy, fresh, organic produce. The Co-op
Garden feeds 30 families in the Co-op and donated more than 7,472 pounds of locally
grown sustainable produce to local food banks. Thanks, Juli.
De Weerd: So, I'm just going to add a couple of more fun facts. If you have ever been
out to this community garden it is unlike any community garden you have ever seen in
the organization and the pure beauty. It yields high yields because of the care and
attention that each of the families pay to this. I think that this could be a model for all
and in addition to the food to food banks, I will tell you that Julie and her volunteers
grace City Hall with bouquets of color that are so appreciated. So, Juli, for leading the
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continued development of the co-op garden and providing sustainable garden --
gardening and food production practices, we are thrilled to present you with this award.
Bokenkamp: Madam Mayor, Council and the audience, I would just like to say thank
you so much. I would like to thank you for supporting what we do and recognizing the
fact that as this garden has grown we have become more sustainable, we are learning
each and every year and that's been a huge thing. Flowers are a huge part of it. The
200 hours that Jason mentioned, those were just 200 volunteer hours from other people
in the community, not including the people who work in the garden. So, I think 167 of
those hours were the sheriff's detail, but we absolutely love and all of us have heart
beats for feeding people in this community. So, the 7,500 pounds that we donated went
to two food banks and, then, we fed the 30 families that are part of this garden. So, we
are very excited to have this. This goes not only to me, by the 30 families that are a
part of who we are. So thank you so much.
Korn: All right. Our next award recipient is Idaho Power. Idaho Power strives to help
both residents and businesses use energy as efficiently as possible. They have a
multitude of energy efficiency and conservation programs to assist homes and
businesses, conserve energy and save money. Idaho Power has distributed 5,603
energy saving kits to Meridian customers. These kits include LED bulbs and other
energy efficiency products and tips. Idaho Power has distributed 1,871 free shade trees
to Meridian residents, encouraging the right tree for right location planting of these trees
to conserve energy and they also help build -- help fund building and equipment
upgrades through energy efficiency rebates and incentives for both homes and
customers. If we could have Michelle Glaze come up.
De Weerd: So, Idaho Power has been a huge partner to the City of Meridian and -- and
the residents. So, those of you who have participated in their many conservation
programs we thank you and to those that have not, please, do so. It is very easy and
certainly we believe that Idaho Power, through their advocacy of these programs, make
it even easier. So, for promotion and investment in energy efficiency and conservation
programs for Meridian homes and businesses, we are very proud to present this
Environmental Excellence Award.
Glaze: On behalf of Idaho Power thank you for acknowledging our efforts in energy
efficiency. This award -- this award means a lot to myself and our company. Not only
does it recognize our company, but it recognizes the efforts in all of us. Without the
support of the City of Meridian, Mayor Tammy, the residents promoting and utilizing
these programs we wouldn't be as successful. Thank you.
Korn: And thank you to all the awardees for coming this afternoon and we will very
likely have the 2019 Environmental Excellence Awards to think about. So, nominations
will be accepted towards the end of the year and we will send notices out and,
hopefully, we get some more great nominations from the City of Meridian. Thanks.
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De Weerd: Jason, thank you for dusting off this program and re -institutionalizing it.
think it's really important to recognize those that -- that participate in these efficiency
programs, not because they have to, but because they want to and they want to
encourage others by -- by doing the right thing and leading the way. So, we appreciate
your efforts.
C. Meridian Development Corporation Annual Report
De Weerd: Okay. Item 7-C is our MDC annual report update and Dan Basalone was
the one that drew the short straw as the former chair. We appreciate you being here,
Dan.
Basalone: Thank you so much, Madam Mayor. Before I start, as an old teacher I want
to compliment the MYAC representatives who are up here. They are outstanding young
men, young students and it shows that this community is in great hands for the future.
What you're doing, Mayor Tammy, with starting MYAC and having youth involved in our
community is outstanding. So, I don't know, I think we should -- if those boys are here
they should get another round of applause.
De Weerd: Well, Dan, it takes a lot of support by the community and our advisers and
all of those that have been involved over the years, so we appreciate your comments.
Basalone: And our school district, they are doing a great job. I would -- before I start off
I would like to introduce some of our commissioners who are in attendance this evening.
In addition to Mayor de Weerd, we have Keith Bird, Rick Ritter, Rob McCarvel, who
received one of your awards this evening, and Steve Vlassek and our administrator
Ashley Squyres. So, with that I will begin.
De Weerd: They got your back, Dan.
Basalone: Thank you. Mayor Tammy, Council President Borton, Members of the City
Council, it is my pleasure and privilege to present to you the Meridian Development
Corporation's annual report for 2017. 1 believe you have a copy of our handout. The
annual and long-term planning and budgeting by the MDC Board of Commissioners is
always cognizant of the fact that the life span of the MDC downtown district is only for
24 years. Therefore, all capital projects must be completed before 2026 or the city will
have to assume responsibility for all unpaid expenses when the downtown district
sunsets. Therefore, with few exceptions, namely, the purchase of 703 and 713 North
Main bank buildings and the construction of the COMPASS VRT building, all capital
projects have been pay-as-you-go projects. A good example of this conservative
budgeting philosophy is the current Pine Avenue widening project where MDC over the
past two years has encumbered the funds necessary for our lighting and streetscape
portions of the project. This budgeting philosophy is very much in line with the City of
Meridian's expenditure concept for strategic growth within the city as a whole. As we
follow the urban renewal strategic plan that guided the formation of MDC, fiscal
responsibility, a family focused environment, historical relevance and diverse growth are
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inherent in all our planning activities. In the coming years strategic growth will be
evident in the development of the 2 1/2 Street townhomes, the development of the
property currently housing 703 and 713 North Main Street, as well as the rest of the old
city hall block and the development of the Broadway property east of Main Street with
the cooperation of Union Pacific Railroad and Pro Build. We also hope that private
developers will see the value in the McFadden property on the corner of 2nd Street and
Broadway, as the rest of the city develops around them. Economic vibrancy is also a
core principle for MDC. Everything that we do from capital improvements to support for
community activities, such as the farmers market, Concerts on Broadway, facade
improvement grants, streetscape improvements, support for the historical walking tour
and public art, are done to make our downtown economically vibrant for our business
community, as well as a source of pride and enjoyment for Meridian families. During
the past year new businesses have started, including Potter's Tea House, Deja Brew,
Pauly's Bar and Grill, The Vault Smoke Shop and Coffee Paint Repeat Interior
Decoration. Meridian Cycles now has a permanent home on the corner of Main and
Washington. Based on recent tax assessments, property values are increasing.
Properties -- projects, I'm sorry, such as 2 1/2 Street townhomes and the Main and
Broadway development will continue to spur economic development in the coming
years. Responsive government means government that is accessible and responsive to
its citizens. MDC transparency is evident in our twice monthly public board meetings,
as well as community involvement and input at MDC monthly committee meetings and I
might mention that our first April meeting is tomorrow morning at 7:30 in the conference
room right here at City Hall. So, any of the members of the audience who are here
tonight who want to see MDC in action and meet the three commissioners who were not
able to be here today, come tomorrow morning. MDC administrator and members are
also engaged in Chamber of Commerce and Meridian Downtown Business Association
meetings in order to hear first-hand the needs of businesses and citizens. MDC
members have participated in form and focus groups hosted by Mayor Tammy for
community input. In addition, our administrator and legal counsel work hand in hand
with officials from other governmental agencies to develop resolutions passed by the
MDC Board of Commissioners. Most importantly, the nine commissioners in our daily
lives represent MDC to the community. One of the telling strengths of our city is our
police and fire services. Meridian, including our downtown areas, is among the safest
cities in the United States. Our streets are safe and clean. Blight is removed when
discovered. And safety codes are enforced fairly and consistently. This safe
environment makes our downtown a place where families can bring their children and
businesses can prosper. Safety is enhanced by MDC emphasis on our historic street
lighting projects, which not only contribute to the brand and look of our historic
downtown, but also serve to make pedestrian safety that much better. We also know
that night light deters crime that likes to lurk in shadows. Officer Baker and our code
enforcement officers -- by the way, we thank Officer Baker and wish him well -- do a
tremendous job enforcing our parking restrictions, so that business customers can park
close to where they conduct their businesses and they also enforce the other city codes
that help keep our downtown clean and attractive. Officer Baker or a representative
attends MDC parking committee meetings and Downtown Business Association
meetings in order to address any concerns as soon as possible through awareness and
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needed action. This year MDC partnered with the city to utilize CDBG funds to
construct sidewalks on Carlton near Cole Valley School. The sidewalks will increase
pedestrian safety, especially for children as they walk to and from Cole Valley and
Meridian Elementary Schools. As CDBG funds become available additional sidewalk
improvements will be made that enhance pedestrian safety in our downtown core. We
are also pleased to work with Valley Regional Transit and Church of the Harvest to
provide on-call bus service for senior citizens and anyone with a disability, so that they
can safely and easily get around our community. As mentioned in strategic planning,
MDC is cognizant of the role that history, art, recreation and culture play in our
community, as well as -- as a whole, as well as in our downtown area. Downtown is the
civic center of Meridian. Our City Hall is not only a focal point for city government
offices where citizens are greeted by our wonderful volunteers, but it is also a cultural
focal point for our community. Initial Point Gallery displays the work of our outstanding
local artists and the Meridian History Museum off the City Hall foyer puts Meridian
history at the center of our culture. City Hall Plaza hosts many community events, such
as Concerts on Broadway and the farmers market, which MDC enthusiastically
supports. The north and south historic walking tours are in the fourth year of providing
all Meridian third graders in the West Ada School District, as well as private and charter
schools, the opportunity to learn about their city government and the history of Meridian.
MDC is proud to be able to provide funds for the historic walking tour field trips, which
benefit over 1,000 students each year. Public art is also a priority, whether it is at the
entrances to our downtown area, on Main Street or wrapped around utility boxes.
Public art contributes to the overall family oriented aesthetics of our downtown,
especially since the utility box art wraps are the work of West Ada student artists. MDC
is also pleased to be working with the Parks and Recreation Department to replace
trees as needed in our downtown core. In the coming year we look forward to the mural
that will be painted on the south facing wall of Zamzow's mill to greet people as they
come north on Main Street. I was glad to see that that's on your agenda for this evening
to discuss and, hopefully, pass and it will be on our agenda tomorrow at our MDC
meeting. Our special thanks to Jim and Callie Zamzow for supporting this welcoming
mural on their historic and an iconic structure. The Meridian Development Corporation
develops projects based on partnerships with many public and private agencies. Our
primary partnership is with the City of Meridian itself. City goals are MDC goals and
MDC goals are city goals, as I have attempted to note in this presentation. MDC works
closely with many city agencies, including Public Works, Economic Development, Parks
and Recreation, city clerk's office, city legal counsel, the Police Department and, of
course, the Mayor's office. Monthly coordinating meetings between our administrator
and our legal counsel with city offices help to keep us mutually informed and aware of
any concerns in the development of projects. We are also grateful for our relationships
with West Ada School District, Ada County Highway District, Valley Regional Transit,
Meridian Chamber of Commerce, Meridian Downtown Business Association, Meridian
Arts Commission, Meridian Historical Commission, and the many individual citizens who
contribute to the planning and implementation of MDC projects. In addition to our
downtown urban renewal agency, MDC is administering the Ten Mile Crossing URA to
encourage economic development in the southwest corner of our city. Companies such
as Ameribin, Brighton, Horrocks Engineers and Paylosity are building or occupying
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facilities in the area. The development is designed to be mixed use with residential,
entertainment, and businesses. Ten Mile is an example of strategic growth involving an
MDC city and private development partnership. Special recognition should be given to
Brighton Corporation. Its leadership and investment in the Ten Mile project has been
outstanding. Finally, I would be remiss in not thanking the members of the MDC Board
of Commissioners for their time and effort on behalf of our city and downtown in
particular. Thanks to Dave Winder, Nathan Mueller, Keith Bird, Tammy de Weerd, Rick
Ritter, Rob McCarvel, Steve Vlassek and Diane Bevin for serving as volunteer members
of the MDC board and none of our many projects could be completed without the
outstanding work of our administrator Ashley Squyres and legal counsel Todd Lakey.
We are all part of a great city, which proves daily that together we do make a difference.
Thank you, Madam Mayor.
De Weerd: Thank you, Mr. Basalone. Questions from Council?
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Not a question, just -- I guess a statement. In my time that I have been here
on Council one thing that I have continued to fight against is that at any point we ever --
that we maintain the -- I guess the policy of the city never going into debt and
understanding the MDC is in debt, as you anticipate paying 41,000 dollars in taxpayer
dollars in interest between now and the conclusion of that debt. I would just ask that
you find a way to pay it off faster and avoid paying as much as possible in taxpayer
dollars in interest.
Basalone: Yeah. Thank you. Thank you, Councilman Palmer. We agree with you. In
fact, we have had discussions on what -- which is the most cost-effective way to handle
that debt, whether to pay it off over the course of its existence at the interest rate that
was agreed upon, or to pay it off faster so that the interest could be mitigated in some
way and so that is ongoing. That particular debt was established a number of years ago
-- in fact, it was before I was on this board seven years ago and it was done at a time
when there were limited funds in the urban renewal district, because, as you know, the
base year of 2002 was the starting year. So, the funds that have accrued -- the tax
increment funds that have accrued had been since that year -- what has been over and
above that year and in the first year the growth was slow and, of course, then, in 2008
we had a big downturn, so we didn't have the kind of income coming into the district that
we anticipated and so the goal is to pay it off and it definitely will be paid off before the
district sunsets. But possibly paying it off sooner, as you indicated, is a possible goal.
Palmer: Thanks.
Basalone: Thank you for mentioning it.
De Weerd: Any other questions? Okay.
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Basalone: Thank you all so much.
De Weerd: Thank you so much and thank to all the board for joining us. We will see
you in the morning.
Basalone: And could I just make one quick mention?
De Weerd: Yes, Dan.
Basalone: You mentioned that it was my privilege to serve as chairperson for the last
year and a half, but the reins of the chairpersonship is being turned over to Dave
Winder for the coming year, Nathan Mueller as vice -chair and Steve Vlassek, who is in
the audience, will be secretary -treasurer. So, we are in great hands for leadership.
Thank you.
De Weerd: Thank you. Okay. Under Action Items, our first item under Item 8-A is
regarding the Meridian Mill mural.
Coles: Madam Mayor --
D. Quarterly Update from New Ventures Lab
De Weerd: I'm sorry. Rick, I didn't mean to -- to skip you, although you have a lovely
report, so --
Ritter: I thought maybe I was getting off easy.
De Weerd: No.
Ritter: So, did you get a chance to circulate the report, Mr. Clerk?
De Weerd: Yes. We do have it in front of us.
Ritter: Okay. Madam Mayor, Council Members, so this is the quarterly report for
January through March of 2018. 1 will start with -- there are 11 current tenants and with
each of those tenants you can see I reported the folks that are employed on premises,
total 26, and the people that are employed by those companies that are not in residents
here in Meridian and in some cases not even in -- in Idaho or the United States. I have
also given you the report on the members of the -- those that pay monthly membership
fees for the open space. On the updates sort of a follow-up from last month, because
as I told you they were going to move and Crash 11, they have now moved and they are
down on Franklin between Eagle and Locust Grove I do have one open office, which I
expect -- when I tell you here in just a second about the -- the waiting list that I got, that
that office probably won't be open very long and we will be back to full again. So, things
are looking good on that part. On the second page you will see the waiting list for office
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space, a software development company, a virtual reality company, a company that
does software for funeral homes and another one for insurance software and just -- just
earlier today I had a gal talk -- call and talk about the formation of a private school.
She's looking for a place to sort of work on setting that up and her hope is to have a
private school somewhere in -- in or near downtown. So, that's an interesting idea.
Events and meetings. You will see what we had monthly for a total 151 meetings during
the quarter. You will see a list of those that were the biggest users during those events
and meetings and, then, below that you will see the financials for January, February and
March and I would stand for questions, so -- and I did give you a calendar that shows
you the -- everything that took place.
De Weerd: Thank you, Rick.
Ritter: My pleasure.
De Weerd: Council, any questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Not so much a question, just a request. Rick --
Ritter: Sure.
Cavener: -- if you can get this to the clerk --
Ritter: Earlier?
Cavener: -- when they put out our agendas, it would be beneficial, so we have the
chance to review it before it comes down to the City Council meetings in the future
would be preferred.
Ritter: He dinged me and I was just behind schedule. And I admitted that to him.
Thank you.
Cavener: Thanks.
Ritter: I will try to do better.
De Weerd: So, the attempt was made. Thank you.
Cavener: I don't doubt the attempt was made. We have a great clerk.
De Weerd: Any further questions for Rick? Thank you. And it's looking pretty nice
down there.
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Ritter: Thank you.
De Weerd: It was very noticeable.
Ritter: Thank you. See you the next quarter.
Item 8: Action Items
A. Meridian Mill Mural
1. Approval of Mural Design and Final Payment for Design Task
Order with Sector Seventeen (Final Payment for Design: $1,000)
2. Approval of Public Art Easement Agreement: 611 N. Main Street
with JCJ Holdings, LLC
3. Approval of Installation Task Order with Sector Seventeen Not -
to Exceed $13,000
De Weerd: Okay. Now, we will move to Item 8-A. So excited.
Bodnar: Madam Mayor, Members of the Council, Item 8-A is approval of the final
design for the proposed Meridian mill mural and, then, the subsequent items just
depend on approval of these in order. Sector 17 provided a colorized version of the
mural, which was included in your meeting packet. MAC met on -- the Meridian Arts
Commission met on March 21st and approved the design and, then, authorized two of
their commissioners, Bonnie and Jay, to work with the artist and the Zamzows to verify
colorization. Zamzows requested this kind of digital mockup to get a better visual on
color, because they wanted photo realistic color versus an initial proposal for kind of an
overlay monochromatic design with the MDC colors. So, the image before you --
De Weerd: Is there a chance we can get it put up on the screen? We did take some of
the Council's comments to the Zamzows and to the artists and Zamzows considered
Councilman Cavener's suggestion for adding a child. The Zamzows kind of discussed
how the farmer in the image was supposed to represent their grandfather and that he
probably wouldn't have a kid running around while he was working, so they kind of
opted to have it just as this stand-alone farmer. One kind of variation site change from
this farmer depicted here was that he be standing more upright versus hunched over.
But this as it stands today with the cow and the farmer and the dog and this kind of
layout is what was approved. With your guys' approval tonight we would move forward
with -- with our final payment for the design concept and, then, with the next two items
on the agenda. So, those MDC colors from their branding components that are
represented in the banner throughout downtown are what's represented in that top
portion. So, it would really be -- you're calling it monochromatic in the sense that big
yellow streak would be highlights and low lights of that yellow color and that's kind of the
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way to tie in the downtown branding in the design, but keeps it more agricultural and
more realistic in that bottom half.
De Weerd: Okay. Council, any questions?
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: I don't like the stripes. I don't get it. I'm not an arts guy, though, but I just look
at that and that's all that sticks out to me like what are these stripes in the sky. Meridian
rainbow. I don't know. That's my only comment.
De Weerd: Meridian rainbow. Any other questions or comments?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: I know that I will be asked by the public. I don't love this either. I don't like
the color scheme along the top. I was bummed they didn't want to incorporate kids. I'm
not going to oppose approving this, but it just -- when people ask I'm going to tell them
the same thing that I said here today.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: Hillary, I know that this has been a difficult process and how much work has
gone into it and it -- it -- I think the problem is there is so many different -- yeah, too
many cooks in the kitchen and, you know, you end up having to compromise in some
ways. I do like this rendering better than some previous versions, but I as -- while I
don't love it, I think it will look nice. I do think that the coloring in the sky, even though it
has a purpose to tie in, it just looks like stripes in the sky and the yellow and purple,
maybe they are going to look more like a rainbow. Anyway, that's -- but I understand
how it got here and I do think it has come a long ways and it is -- it is pretty. It is better
than it looks right now and so it adds art to downtown, so I like that. Madam Mayor, do I
need to do all of these separately or can I just move to approve Item 8-A?
De Weerd: I think you can move to approve Item 8-A.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: I move to approve Item 8-A.
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Bernt: Second.
De Weerd: I have a motion and a second. Any discussion?
Palmer: Madam Mayor, just a --
De Weerd: Mr. Palmer.
Palmer: -- a reminder. How much -- how much in tax dollars is this -- it was all not tax
dollars; right?
Bodnar: The total cost of the mural is 16,000 dollars and that's sponsored through the
Meridian Development Corporation.
Palmer: Madam Mayor? And what funds are they using? Is it their normal revenues or
do they get revenues from something else that go towards this?
Bodnar: I believe it is their normal revenues. It was included in their budgeted items for
this last fiscal year.
Palmer: So, all of it's tax dollars.
De Weerd: Through their TIF, yes.
Palmer: Okay. Thanks.
De Weerd: Well -- and I appreciate that you have gone through an extensive process
and that the art in front of Council tonight is -- or today is really through the input and
preferences of the Zamzow family. I kind of liked it in black and white better than in
color. I would agree with the various comments made. It is unfortunate, but it is what it
is. Any further comment?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Hillary, just -- I don't know if we have discussed and if we have my apologies.
How long do we anticipate this mural will last before it would need to be redone or
replaced?
Bodnar: The mural life span is approximately ten years before it gets too faded or you
got to do more larger maintenance on it.
Cavener: Thank you.
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De Weerd: Hillary, I think that's a great question is -- not just the maintenance, but who
will maintain it?
Bodnar: So, that easement agreement with the Zamzows covers the fact that the -- the
city could provide any maintenance if needed for the length of that lifetime. So, that ten
year lifespan. I think if there were any maintenance issues needed in relationship to the
mural, the Arts Commission would likely consider using match funds, since it's going
back towards public art to help cover the cost of any maintenance needed.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: It doesn't sound like anyone is thrilled about it and this is going to be kind of a
major welcome to Meridian and welcome to our downtown, so I mean the fact that it is
tax dollars being used for it to build and -- if it was primarily funded -- if Zamzows was
paying for it I would say you put whatever you want on the side of your building, but
where it's tax dollars going towards it and none of us really like it, why on earth would
we approve it?
Bodnar: Madam Mayor, may I ask a clarifying question?
De Weerd: Yes.
Bodnar: Are you not happy with the color specifically or you're not happy with the
design concept?
Palmer: Madam Mayor? Myself I --
De Weerd: Mr. Palmer.
Palmer: -- I think this would look pretty cool if it was just blue sky with white clouds.
The whole stripes in the sky thing to -- to brand MDC is what I guess I'm understanding
the point of them is? I think it looks goofy as heck. But the blue section looks cool, but
the red and the yellow -- I'm like -- I don't understand it. Again, I'm not an art guy,
though, but --
De Weerd: You know -- and having not been part of the conversation at the Arts
Commission or with Zamzow family, I -- I know they did not want to get into the abstract
or -- they wanted to stay with the realism and -- and I don't know if the -- the sky is a
compromise to make it artistic -- what is behind the sky? Just -- just want to --
Bodnar: The artists were trying to still incorporate the MDC colors, because we
originally kind of charged them with trying to find a way to make the mural not stand
apart from the existing kind of beautification and branding efforts going on in downtown
Meridian. I don't think that if City Council wanted to approve this design with only a blue
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sky and not with the stripes, I don't think that MDC would stand in the way of that
decision or the Arts Commission or the artist or the Zamzows. But I could go to them
before if you prefer that.
Milam: Madam Mayor?
1914TH =24MONMOHN "I,
Milam: Maybe instead of the striped sky we could put an MDC logo somewhere on
there.
Bodnar: And they might not even require that. I think it was a good faith effort to tie into
existing imagery.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: MDC is going to cease to exist in eight years. So, as much as I would love to
brand, I don't want to hold the brand, but they are going to cease to exist. They will be
gone before this needs maintenance.
De Weerd: That was quotable. Yeah. Mr. Basalone, perhaps maybe you can
comment. Because, frankly, I don't recall --
Little Roberts: Madam Mayor?
Basalone: I have to agree, I like the blue sky, too, and this is the first I have seen this
actual design, because it's been in process and it isn't -- it's coming before us tomorrow
and I think that all of your concerns about the sky should be a part of that discussion
tomorrow as well. So, I'm just one commissioner on that board, but I would have to
agree, I like the blue sky with the clouds, so -- and as far as an MDC logo on it, no,
there is no MDC logo. I mean it's branding for downtown, not for MDC. Yeah.
De Weerd: Thank you, Dan, for your comments. Mrs. Little Roberts.
Little Roberts: Madam Mayor -- and that was what I was going to bring to light is I don't
think we are trying to brand MDC, but downtown and so if coloring is really necessary I
would rather see a border or something that ties it in and get the stripes out of the sky,
but if they really feel like it needs tied in with the downtown, maybe a border or
something that highlights the entire picture, instead of trying to create the abstract
stripes in the sky. I would also like to see the cow a little smaller.
Bernt: Madam Mayor?
De Weerd: Mr. Bernt.
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April 10, 2018
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Bernt: I think that the cow needs a name. He's going to be famous. No. I don't think
so. I don't want to downgrade the look of cow. I like the cow. I think it's great.
Borton: Madam Mayor?
De Weerd: Yes.
Borton: Madam Mayor, it sounds like --
De Weerd: Mr. Borton.
Borton: -- there may be consensus for a motion to approve this subject to the change of
the sky to becoming all blue.
De Weerd: It's kind of an amended --
Borton: From what I'm hearing.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: Could you amend -- amend the motion to approve with all blue and clouds in the
sky? And if -- I don't know if we should add something to -- the sense of a border with
the colors or just -- no. Okay.
Bernt: Second.
De Weerd: I have a motion and a second. Any further discussion? Mr. Clerk.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea;
Bernt, yea.
De Weerd: All ayes. Well, five ayes and I suppose. It passes.
MOTION CARRIED: ALL AYES.
De Weerd: So, thank you.
Bodnar: You're welcome. Do you want me to continue with the other items?
De Weerd: Sure. What else do you need?
Bodnar: 8-B. 8-C. The easement agreement. Are we -- oh, was that all of them? Oh,
it's all of it. Great. Thank you.
Meridian City Council
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Item 9: Department Reports
A. Finance: Annual Department Report
De Weerd: Okay. Under Department Reports we will call up our CFO for his annual
report for All Things Finance where everybody counts.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: I just want to thank Todd for coming in on his day off.
IT&T �"�aM 111I.T 9711
Lavoie: Commitment; right?
De Weerd: Or should be.
Lavoie: I don't have any artwork or any awards to offer you guys or any pictures yet, but
I do have the support services departments to present to you. I will present the Finance
Department. David Tiede will represent the IT department and, then, C.Jay will present
the clerks department for you guys tonight. So, with tonight for the Finance
Department, this is our annual strategic update to you guys. This is what we will go
over. We are going to go over who we are in the department. I will introduce you to the
department as it stands, so we are going to quickly go over what we do for you and the
citizens. We are going to offer you our expectations of what we believe we need to
deliver to you, show you some achievements that we have accomplished since we last
spoke to you, deliver to you our goals for the next 12 months and discuss our one
strategic objective that we have in the strategic plan and, then, we will stand for any
questions. So, with that, before I get the team list up here -- again, I get the honor to
introduce and talk about the Finance Department. I can tell you that you have 19 proud,
full, strong individuals, very professional in what they do. Every day we take pride in
what we do for you as a Finance Department. We know who our customers are and our
goal is to deliver on an annual basis to you a clean audit. A clean audit is very
important to us. Again, that tells us, it tells you, and it tells the citizens what you have in
place is working and with that, again, I just want to say it's my honor to introduce the 19
that represent your Finance Department. Before we get to the 19 there is three I want
to introduce to you. Since we last talked we have added three team members to our
staff. You guys provided us funding to hire three new individuals in fiscal year '18 and
we appreciate that very much. So, first off I'd like to introduce you to Eunice Otero. She
is our administrative assistant. She's going to be the jack of all trades. She is going to
represent all four divisions that you have on your screen. She's going to work with the
accounting division, the budget division, the purchasing division and utility billing
division. We are going to use her as a resource and allocate her resource in the time of
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need. So, we have each division kind of has a peak and a valley, so we are going to
make sure we allocate the resources to the peaks of each division. The next person to -
De Weerd: Welcome.
Lavoie: Thank you. The next person that you allowed us to -- or offered us to hire was
our lead account clerk Amanda Plitt. She is in charge of our -- kind of our front facing
utility billing team. So, when you enter the new lobby -- I'm going to get to that, but,
again, when you enter the new lobby down there she is kind of running the show up
there. She has four representatives that work for her. So, she is going to be in charge
of our customer service front facing individuals. Again, she has a big task. She has
34,000 customers she has to manage mostly, you know, 34,000 good customers. We
have one or two that aren't so great sometimes, but, again, she is in charge of that and,
again, thank you for allowing us to have the funding to hire her.
De Weerd: Welcome, Amanda.
Lavoie: And last, but not least, our third individual that you provided us was a financial
analyst Brad Purser.
De Weerd: Well, Brad's already broke all Council in.
Lavoie: Perfect. Perfect. You know who he is. Awesome. Again, he's going to be in
charge of our cost of government priority -based budgeting program for the next many
years. He is joining Jenny's team in the budget analyst -- analytics team. He's going to
be helping out with budget and projects like that. So, again, I just wanted to take the
opportunity to introduce you to our three individuals that you offered us as new hires.
Again appreciate it for joining us. What that -- this is your Finance team, 19 strong.
Again, we take pride in everything we do for you and with that kind of show you what we
do for you. This is just a high level picture of the few things that we offer you, the
Mayor, you, the Council, fellow staff members, citizens, community partners in what we
do we know we have to do it at a professional level. What we do we know we have to
deliver a clean audit for you to report back to the citizens every single year. We know
that we have many customers. The customers ask easy questions. They ask dynamic
difficult questions. The questions are never the same. But, again, I can tell you that
you have a team that is ready to respond and answer in a professional and timely
manner. I'm going to kind of go over some of the quick items of what we represent.
Again, as you heard Amanda and Karie, the utility billing team, we have 34,000
customers now. Again, the city is growing every day. I think we are adding about 20
something people -- or 20 people every day to the city based on our population growth.
The utility billing team is there to help manage those new customers. Again, a lot of
growth. You see the plats, you approve the plats, we are growing in the south, the
north, the west. They are going to be there to help you manage those new customers
that we add to the city every day. So, our goal is to deliver the professional customer
service they expect of us, not only to them, but also to our fellow city staff members.
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Purchasing. Purchasing is a staff of two. It's been that way since 2006. They are in
charge of keeping our procurement purchases in a solid state. They make sure that we
are following all laws by the state and the city. I will plant a little seed. Again, we
haven't added anybody in that department since 2006. We have added 197 employees
since then. Each one of those employees has a procurement ability. So, again, we see
the demands on our side of the fence, but with that in the upcoming budget proposal we
are going to be presenting the Mayor with a request for some software. Again, we are
hoping that the software will allow us to be more transparent, have a better
communication tool between the purchasing division and our customers, both internal
and external with our vendors and we are hoping that the software is going to lead us to
process improvements, so that we can maybe mitigate adding any FTEs to our
procurement division. We want to see if we can maximize what we have with process
improvements, with maybe a little bit of software, and resource allocations before we
add any FTEs to our purchasing division. That's been since 2006, but, again, we think
we would like the opportunity to challenge ourselves before we ask you for any FTEs.
So, again, the Mayor will receive the budget enhancement for a software request for
procurement. Many of the boxes here for the accounting division, which is ran -- which
is overseen by Reta. Reta is a rock. She's been here alongside of all of us. She's kept
the city going where it -- where it needs to be. She's kept us in compliance. She runs
the department in a very professional manner. Again, the Mayor has seen the years
and years of clean audits that she has led the city in. Very thankful for her. Again, not
looking forward to her retirement in about four years, but, again, we will manage that
situation when we get there. But, again, Reta is in charge of our accounting division.
She oversees accounts payable, payroll, all of our compliance, controls, and
procedures. A huge, huge task. Again, very thankful for what she does. Again, she
oversees payroll, which is managed by one person. We have only had one person in
the city. We will still only have one person, Barb Nielson. She continues to manage the
payroll department by herself. We continue to look at process improvements. We
continue look at technology, so that we don't come saying -- so we don't stand in front of
you asking for new FTEs. Again, we are going to continue to push the envelope, push
our resources, but at some point in time -- I will plant the seed now -- we will need to
hire another FTE in payroll. Again, we are up to 458 FTEs. At some point in time she
will go completely crazy and I don't want to lose her to that and we will ask you for an
FTE at some point in time. On the other side of the fence is accounts payable. Reta
oversees the accounts payable division with Arnie Rose as our current manager. Again,
one staff member that processes all your accounts payable. She does have about 12
team members throughout the city that assist her, but, again, we want to try to keep it to
one, even though we are growing every day, we are going to continue to look at
processes, improvements in technology, but at some point in time -- I'm going to plant
the seed again -- we will need to hire other accounts payable if we continue to grow at
the rate that we are. And, then, again, not -- last, but not least, again, Jenny oversees
the budget division. She is going to be working with you guys extensively over the next
four months. She orchestrates the entire budget. Her and Brad will manage the budget
for you, facilitate it for you, and deliver to you a balanced budget in May and, then, we
as a team will deliver a balanced budget to the citizens in August. So, that's what we do
in a nutshell. Again, a few more other items that we provide here and there. We did a
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lot of remodeling. We had worked with Public Works team to make sure we have the
proper rates in place for the citizens. We do some analytical work for the school
research officer agreements with the agreement with the school district. We do some
analysis for vehicle maintenance and liquor revenue and, then, we also look at
discrepancies with our finances and, then, as always the utility billings, working with the
customers to make sure that 34,000 customers receive proper billings and accurate
billings. So, all that good stuff. Again, a lot that we do for you guys. But at the end of
the day our primary goal is to deliver customer service to you at the highest level that
we can. We take pride in what we do. We are committed to doing it. It's not going to
be -- let's just do customer service one year and stop, it's going to be a continual
improvement process for us. We believe in delivering to guys our best customer service
that we can. That's our job. That's our responsibility. That's what you expect of us. If
we can deliver to you guys a clean audit every year, that's our goal. I think you can say
that we are delivering that sound customer service in a professional manner. Again, an
annual audit is something we are very proud of. We put a lot of time into it. We ask
your -- all your other department staff members to put a ton of time in it as well, but,
again, it is the Finance Department's job to provide the help, the advice, the support, the
compliance, the leadership that you have asked us to do for your financials. This year
we have a budget of 154 million dollars, so, in theory, you can say we have 154 million
reasons why we need to make sure we are doing it right for you guys. Some of the
goals and achievements that we have accomplished since we last spoke. So, kind of a
budget year in review for you. Again, we spoke about the three employees that you
provided us. We successfully hired them and we, again, thank you very much for that.
Again, customer service, we hope that you have seen some customer service
improvements from our department. Again, not just for a day, but it's going to always be
there. Front office remodel. If you haven't stopped by stop by. We are about 98
percent done. It looks good. Reta, Karie, and the team over there have developed an
awesome remodel for the department. I think you guys will like it. Again, so far we are
adjusting to it, but I think in the long run it will prove the city beneficial -- or a benefit on
how we laid it out for the growing community and where we're going. Cost of
government. You will hear more and more and more and more and more about that
over the next two years. Brad's going to lead that. And, then, just a subtle statement,
again, Mayor, you had a clean audit. So, again, we are very proud of that. Where we
are going for the next 12 months. You have heard it, you're going to continue to hear it,
we want the Finance Department to have the top notch customer service. The Mayor
said it earlier. Again, it's corny, not corny, but we really do want you and every other
customer to know that you can count on us and that's our ultimate goal. If we can't
have our customers know that, then, we are not doing our job. So, you're going to
continue to see us look at that, continue to improve on things, listen, take the criticism
and adjust. Mayor offered a great opportunity to the management team, relationship
team, for Peak Academy training. It was awesome. We learned a lot. We are going to
implement the -- what we learned in the Finance Department, try to find some ways to
try to improve our processes before we start asking for FTEs and things like that. So,
we are going to take it to heart and apply some of the rules over the next 24 months on
everything that we do at the department. City policies, we are now over a hundred
thousand people. The city is growing. The city is getting bigger. We need to revamp
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and relook at our policies. So, you're going to have a new set of policies that we are
going to promote to you maybe this calendar year. We are still working on it, but we
want to bring them up to today's 2018-2019 needs. So, you will hear that from us. With
that, as we establish the policies, we are going to document every single process that
we do. We are going to use the technology to make sure that we always have the
processes in place. The team is going to look at cross -training on multiple people, so
we have a -- a number of redundancy issues -- or controls in place, so if something
does happen to a team member you can feel safe that your finances will be managed
professionally and correctly. The seed I provided you, which was procurement bid
software, again, we are going to promote that to you. Hopefully, we can move forward
with that, but we think that's going to be a great tool and benefit to the procurement in
the city. With that update to the policy of purchasing, some state changes, we are going
to make sure we get that up to date and, then, we are going to look at developing a
handbook to make it easier for our customers to know what to do when a contract is put
on their desk. It's very complicated. The Mayor during our Peak training went through
the one simple task of outlining a process for task orders. It was 20 something steps or
something like that, so there is a lot to do. We need to provide you a handbook, so that
you guys know what to expect when you enter into an agreement or a contract. Yeah.
As I mentioned, we are responsible -- we are the lead of one strategic plan objective.
The Mayor and you have been working on the strategic plan. Appreciate that. With that
we have one item in the focus area of responsive government under strategical letter E
and that's our priority based budgeting cost of government exercise. As we mentioned
to you, we got the resource in Brad to lead this endeavor. He's going to be the
champion of this. We actually have the consultants there on April 18th, 19th and 20th,
so we already have three meetings set up to start this. The pilot projects are ready to
go. The pilot departments are ready to go. So, again, we are going to have many
updates to you over the next 24 months and, again, we are looking forward to it. I think
we are going to provide you guys with a lot of insight on what the city provides and how
much it costs for every activity that we provide you. Again, it's going to be good lessons
learned here. And with that, as always, I stand for any questions regarding the
presentation.
B. Information Technology: Annual Department Report
De Weerd: Thank you, Todd. Any questions from Council? Okay. Thank you. Very
thorough. Dave Tiede is up next with Information Technology.
Tiede: Madam Mayor, Members of the Council, thanks for having me here today.
De Weerd: Thank you, Dave.
Tiede: Yes. So, today I'm going to give you our annual update for the IT Department.
Kind of try to keep it a little bit more brief, since you saw us here just four months ago,
so --
De Weerd: Technology.
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Tiede: It is technology. But that's okay. It's not perfect. If it were I wouldn't be
employed. So, the IT team -- here are some of the services we provide to our
customers, which are mostly internal customers. All the city employees and other
departments. We have our service desk team and I will go into a little bit more detail in
each of these groups. We have our software engineering team. We have our GIS
services. Our infrastructure services. And our business analysis and project
management. So, moving on. Thank you, Caleb. This is our service desk team. We
have a couple interns. Jared Day is one of our support interns. Nathan Montgomery is
our graphics intern, who handles a lot of the graphic design requests that we get.
Stephanie Beck is our asset management coordinator. She handles some of our
administrative tasks in the department, but also takes care of software acquisitions for
all departments in the city and other technology acquisitions for the city and also assists
with asset management of all those different assets. Heather McDonald is a new -- new
hire that was -- started here in December. I think two weeks after I came to talk to you
guys last. So, she is here in the audience with us. So, she is a new addition to our
team. She's our support technician, so when people call in she's the first person that
usually answers their calls. Great to have her on board.
De Weerd: Welcome, Heather.
Tiede: Ryan Dusenbury is one of our support specialists, as is Cliff Kessinger, and they
are really the tier two that helps with various things out in the field, including supporting
MDTS, fire, police in the field, inspectors, things like that and, then, Paul Masselli is our
service desk manager. If you recall he was promoted to that position here this October,
which was a position we added for FY -18 and has been a fantastic fit. So, moving on to
the next -- oh, you did. Thanks.
De Weerd: And, Dave, I don't know if you have it in your presentation, but, Council, you
got your dashboards today and you will see actually how busy that -- that team is in
responding to calls and issues as they arise. So, great job from our service team.
Tiede: Yes. Our service desk team has been fantastic and, yes, we -- we have been
very busy. So, moving on, we have our software engineering and GIS teams and I will
just briefly touch on a few of the folks in those respective roles. Nick Phares is one of
our software engineers, along with Dwain Nell and Ryan Schafer. They are the team
that actually develops new software for the city. So, when we aren't buying something
off the shelf and we aren't taking something from somebody else and modifying it, they
are the ones that actually will write the software for us. They also get the added bonus
of dealing with some of the other software that we have and working on integration and
whatnot. Dwain and Ryan spend a lot of time supporting Accella, our land development
system. Catherine Roebuck is our web developer and she has been working on
transitioning websites over to a way better, faster, streamlined version of the website.
So, you will probably notice her work if you go to areas of the website it's lightning quick
compared to what it used to be and it's also a lot more friendly with ADA compliance
requirements and search engines and whatnot, which is fantastic.
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De Weerd: Well -- and I think people will say on the back side it's much easier to up --
keep updated and that sort of thing, so --
Tiede: Absolutely. And, then, Mike Tanner is our software engineering manager over
our software engineers and our GIS team and if you talk to police you will probably hear
that Mike is a genius, so -- and he -- he is fantastic.
De Weerd: I think they all are.
Tiede: They are. They really are. Matt Hoffman is our GIS analyst and deals with
many of the GIS requests that we get from other departments, whether that's map
requests or other analysis needs. Been doing quite a bit of work for fire recently on fire
response times and things like that. Doug Green is our GIS developer and he kind of
takes GIS and software engineering and marries them together to create applications
that are GIS centric. So, big one that we have worked over -- or on over the last few
years is our ADL dashboard, so that we can track vehicles and where vehicles are at
realtime, which is pretty cool.
De Weerd: And, Dave, I hate to keep interrupting you --
Tiede: No. That's fine.
De Weerd: -- but in the GIS they were integral last year in our Snowmageddon and
really helped prepare us to -- fortunately we didn't need to, but we were so much better
prepared this year, because a lot of their -- their work, but also their counsel.
Tiede: Absolutely. We applaud them, so -- they do a fantastic job. Our infrastructure
and team and our systems analysis and project management individual -- Eli Daniels,
our network administrator, handles all the backend network infrastructure, which
includes --
De Weerd: The thinker.
Tiede: Yes. The thinker you could see there in his picture. That includes our fiber, our
wireless, all the connectivity for every piece of equipment that you have in front of you in
some form or fashion includes a network connection. Jamie is our -- Jamie Beehn is
our systems administrator and he handles the server and storage side and
virtualization, so pretty much every application that we have in some form or fashion is
on -- backend on a server. So, that's his role. Christi Vigil is our systems analyst slash
project manager and that's what she does. So, business systems analysis and project
management. Trying to think. She will be a vital component of upcoming projects with
community development software needs. So, that will be interesting to see how that all
plays out. Be good. And, then, you have myself -- I guess I kind of run things up there.
So, this is just kind of our org chart, so you can kind of see how it all plays out. Not
super interesting, but in case you're interested. I wanted to highlight some of our
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accomplishments from this year, FY -18, since I was here a few years ago I tried to keep
it within the last four months and brief, so I don't want to get into too much detail about
the technical things that we did, but we were given funding this year for a server and
SAN replacements and that work has taken place and it's complete, we are on the new
infrastructure and it's fantastic. One area that it's really helped us out with is our DR
plan, which I will be talking about a little bit more as far as our strategic plan objective
for 3-C-3. So, that's definitely helped with that part of it. As part of the servers and SAN
replacement we did some data center switches that were replaced up in this -- on the
third floor here at City Hall and that's part of a multi -phase project that you will see more
to come in the next year. Our DR plan -- I will give you a little bit more detail on that in a
minute. It's one of our strategic objectives that we just wrapped up. We worked on an
GIS upgrade that was a requirement due to some of our new hardware and new
software that wasn't compatible with the old versions, so that was fantastic and that was
actually a really good project to highlight some of the teamwork that we had in our own
department between our service desk and GIS teams. They worked really well together
hand in hand to try to figure out what the best course of action was, but also working
with some of our other power users throughout the city that rely on GIS to get their jobs
done, including our Public Works Department and Community Development
Department. So, they were very integral in helping us figure out what is the best course
of action, what direction do we need to go to make this functional for everyone moving
forward. It was a great team effort, so -- and, then, we have spent quite a bit of time
working with ACHD on fiber and conduct projects to get connectivity to some facilities
that have been a big concern, including the new dispatch center here in town and, then,
the Home Court acquisition that happened this last year. So, those are works in
progress and we will be wrapping up Home Court this summer and dispatch we will
probably be wrapping up next budget year. So, strategic objective 3-C-3 is to develop
technological and communication plans for the city, so that we can remain responsive --
a responsible government in the event of some disaster or critical event happening here
at the city and so we had a few tactics related to that. Well, all the tactics related to
that. The objective -- or some of the important events that took place from that that we
accomplished over the last many months -- we updated our DR and continuity plan, so
that we can better respond to those situations and be prepared. We met with the
departments to prioritize their needs, so that when we do have an issue happening we
know where to start as far as bringing services back up, so that we are not just
scratching our heads trying to figure out, okay, where do we start or trying to do
everything at once, which in the end can be quite disastrous. So, that was a really good
exercise. Kaycee Emery in the Mayor's office developed an outward facing
communication plan and, then, we also developed a vendor assistance plan, so that we
know what contacts we have available to us to reach out in the event that we need
services or equipment to move forward with in the event something happened to ours,
so -- and, then, these are some of the performance measures that we will be keeping in
mind as we move forward. We are going to be updating this plan annually, rather than
doing it once and assuming it's going to continue to work. Obviously, technology
changes, business need changes, and we need to make sure that this plan continues to
meet those needs, so we will be updating it annually, we will be testing it annually, that's
something that we have been doing a pretty good job with, every year we schedule
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some time so that we can take many systems down and make sure that our disaster
recovery solutions are up and operational. We are going to continue to do that, but one
of the things that's new to that is that we are going -- and there is a couple of acronyms
in here that I won't get into, but we are basically going to measure how we are meeting
the needs from the business -- or from the departments. So, recovery -- RTA is
recovery time objective -- or actual, so what we are actually able to deliver versus what
the departments requested and, then, have a dialogue with them about anything that --
gaps that we identify and figure out, well, if we do have a gap do we address that gap or
is that something that we are okay with living with and communicating that to our
citizens when we do have a disaster happen. So, I always tell -- as we met with
departments I always tell them that, you know, if they want services back up in three
seconds, anything's possible, it just comes down to money and whether or not really
that's the best thing for our citizens. So, we feel pretty comfortable with where we are at
with our disaster recovery plan, but if we do identify gaps for this exercise annually,
then, we will figure out how we want to address those with the -- with the departments.
So, a few projects that we have in progress. I'm just going to highlight a handful of
them, since we have a lot of -- a lot of things on the -- in the fire, so to speak. We are
working on upgrading server operating systems, which is really rebuilding a bunch of
servers. That's a lot of work, very labor intensive, but we have a great crew working on
it from our infrastructure team. We are working on computer replacements as usual.
That's an annual exercise we go through. This year we were definitely a little delayed
due to staff changes and departures, so we had to -- we had to take a step back and
slow down on those before we could fully roll them out, just so that we could get new
staff members up to speed and we have since gotten up to speed and have been rolling
out to new computers to the various departments throughout the city. I think we are
around 50 to 60 percent complete now. So, it's moving on quite nicely. We are still
working on the comprehensive financial plan software with -- in conjunction with
Finance and that's moving on quite nicely. It's one of our larger projects in software
engineering. We are looking at ArcGIS Enterprise, which is a web based platform for
GIS mapping. So far it's looking really promising and we are actually thinking that there
is a possibility that we will be reducing some of the costs that we pay to this particular
company with the replacements -- or with this software replacing some other piece of
software in the future, which is great, and, then, I mentioned the connectivity to Home
Court. That's an active project that we are working on right now. It's in progress with a
developer working on a construction plan for part of that project. So, it's moving along
really nicely. A few upcoming projects that I wanted to highlight. The first two are CFP
items. We have network replacements coming up this next budget year and that's going
to be on the replacement list that you will see coming up as part of the budget process.
We have a Microsoft Office upgrade as well and I realize I probably should have put
Microsoft on there now, so I apologize for that, because we are upgrading our offices.
We have our phone system ShoreTel, which was bought out by another company here
recently that we will be upgrading soon, just so we can maintain -- maintain the
functionality that we have out of the phone system and on a positive note it sounds like
they are going to maintain that platform and keep it moving forward, so we don't
anticipate replacing -- outright replacing that in the near future like we thought was a
possibility here six months ago. So, that was good. We are going to be working with
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Community Development on an electronic plan review project, which will probably be a
software acquisition. I'm sure you have all heard that that will be upcoming and, then,
working more on the redundant connectivity to the new dispatch center. So, we did an
amendment here a few months ago that was phase one. We will have phase two
coming up in FY -19 presented to you as an enhancement during the budget process.
So, just kind of a heads up of things to come. Obviously, there is many, many more
things, but wanted to highlight a few for you and with that I will stand for any questions.
De Weerd: Thank you, Dave. Council, any questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Not a question. As I referenced earlier, I'm not tech savvy. More just a
comment and, Dave, just to you and your team, I have just seen progressively over the
past five years a constant improvement in the level of service that you provide to our
employees and to Council. I know that you have a lot of demands in the day-to-day
operations and, then, having to respond to many employees with their immediate fires,
just think that you have done a really great job, you and your team, really addressing
that and improving that level of service. I just want to say thanks and that it hasn't gone
unnoticed.
Tiede: Thank you, Council Member Cavener. We do strive to provide the best
customer service that we can to our employees. That desire is first priority and that's
what we are here for is to make their lives easier and, you know, the jobs that they are
doing for all of our citizens around the city, so --
De Weerd: Thank you.
Bernt: Madam Mayor?
De Weerd: Mr. Bernt.
Bernt: Thank you very much for your presentation. It was fantastic. Also thank you for
helping me. I'm the new guy and so thank you for the dumb kind of questions I ask you
as well and your immediate response. I don't know if it's you or your team, but thank
you so much for your help.
Tiede: You're absolutely welcome, Council Member Bernt.
De Weerd: And that's what they are, they -- they are a team and we appreciate all of
you being here and what you do for our customers. Most of them, yes, internal, but
internally grateful. Thank you, Dave.
Tiede: Thank you.
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C. City Clerk's Office: Annual Department Report
De Weerd: Okay. Next Item 9-C is under our City Clerk's Office.
Coles: Mr. President, Members of the Council, it's good to be back with you. I will, just
like Dave, be a little bit shorter today. I was in front of you, just like he was, in
December, so six of you have seen probably 90 to 95 percent of this presentation, but
for Council Member Bernt who wasn't here, although you could have been in the
audience that day, I don't know, but, anyway, we will run through the presentation.
have on the title 2017 Department Report 2.0, because I'm going to highlight all of the
numbers and what we did from 2017 and mixed in will be some information from the first
three months of 2018, but I wanted to introduce you to our staff. We are small, but
mighty here in the city clerk's office. There is a photo there from just a week ago. We,
like Council Member Bernt, wanted to display our Do The Right shirts. We can't wear
them every day at work here, but, anyway, there is our team photo from Do The Right
Day. They are listed. Myself. Chris Johnson is a new addition to the City Clerk's
Office. He is our new deputy city clerk replacing Machelle Hill, who was with the city for
about 13 years or just over 13 years and we were down a deputy city clerk position for
five months while trying to fill that position. So, we are glad to have Chris on board.
That's Nancy Radford, one of our assistant city clerks. She is basically our permits and
licenses guru. She handles the majority of our permits and licenses for an office.
Sheree Finch is our primary passport agent. She handles 98 percent, essentially, of all
of the appointments that we do for our passport program here at the city. Charlene
Way, she assists in all of the land use application process. So, she ensures that the --
the hearings that get scheduled, the land use applications that come to the city, she
helps get those scheduled, makes sure all the materials are there and get them in front
of either Planning and Zoning Commission and, then, ultimately in front of this body
here. Hillary Bodnar, who you heard from earlier this evening, she's our committees
and commissions specialist and she has -- she's primarily tasked with supporting the
Meridian Arts Commission and the Historic Preservation Commission and the events
that they do and providing staff support for them and you heard from her this evening.
And, then, Barb Shiffer, our administrative assistant, she has been with the city for 15
years and this is her third department, so she has a wealth of knowledge and
information. She is the front line of defense when someone comes in or calls the office
and she is the first person they speak with and she can get them directed to where they
need to go. So, that is our team right there. And I mentioned the one staffing change
that we had -- Chris Johnson joined our team as a deputy city clerk and it's nice to be
fully staffed. Being down a position with a small team for five months can be
challenging. So, it's nice to have a full staff and I don't know if he -- hey, there he is in
the back of the room. There is Chris Johnson, everybody. What we do -- here is just a
quick snapshot of what we do. It's not everything that we do, but it encompass a
majority of what we do. I'm not going to read all those bullet points to you, but as you
can see the city clerk's office touches just about every department in some way, shape,
or form within the city and our constitutional mandate in the city clerk's office is to be the
custodian of the city seal, ordinances, and records. To be the records manager and
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custodian for the city, among a few other things. But that is our primary responsibility
for the City of Meridian. So, 2017 by the numbers. When I came before Council in
December I only had part of the year numbers wise, so I now have an opportunity to
report on a full year of all of 2017 and what you see there in terms of arrows up is a
comparison to 2016, the entirety of 2016. So, hearing applications submitted that we
processed within the city clerk's office was 168 in 2107, up almost 23 percent from the
previous year. Notices that we mailed out for public hearings that were scheduled, just
over 5,800, which was up 13 percent from the previous year and I expect that number to
continue to grow as large tracts of land become smaller tracts of land in subdivisions. I
expect that number to grow. NextDoor notices. Seventy-four thousand one sixty-six.
So, that is only for half of the year, because we started NextDoor noticing in June and
so that number -- what it indicates is that's how many inboxes a notice got delivered to,
not necessarily how many opened it. But I can tell you that since we started doing
NextDoor -- and I said this in December, we have seen an uptick in public participation.
Whether or not that's the type of project or NextDoor or a combination of both, I'm -- I'm
willing to guess that it's probably a combination of both, but certainly when you look at
5,000 notices versus 74,000 potential notices, that's a big difference and invites public
participation. Public records requests through the city clerk's office, just over 300, up 29
percent from the previous year. If you ask Chief Lavey he will tell you that there is over
6,000 public records request for the Police Department. That's where they have a team
of people handling public records requests in the -- in the Police Department, but for
City Hall 303, which equates to one and a half a day or so. That's -- that's enough to
keep some people busy within -- within City Hall. Phone calls received. Oh,
excuse me. Licenses issued, 602. Again, up five and a half percent from the previous
year. It keeps Nancy on her toes. Phone calls received over 25,000 phone calls
received, which equates to almost a hundred phone calls a day just in the city clerk's
office. That doesn't account for people direct dialing the departments or getting --
getting to their department before it comes to us. These are phone calls into the city
clerk's office. And passports processed. Last year 3,125, which was up just about 35
percent from the previous year and you can see the revenue there to the city at 78,000.
So, a 2017 snapshot of things we did or participated in. Again, early voting continued to
be a success here at City Hall. The addition there -- the added Saturday voting, that's
something that just happened in 2018. So, the Ada County Clerk's Office in their
elections division wanted to try and have their election office actually during the
municipal elections open on Saturday to see what kind of turnout they might get there at
the Benjamin location. They got a pretty decent turnout. And so for this most recent
election for the school bond and levy, they wanted to try the same thing, have -- have a
Saturday voting option or have that option available and they wanted City Hall to test it
out and see how that would work. It actually worked fantastic and the turnout was great
for them on Saturday. It was their -- their largest volume day here at City Hall and it
actually beat the location at Benjamin. So, we had more Saturday voters here than they
did at Benjamin. So, they are looking to continue that partnership and have Saturday
voting as an option for voters that can't make it to the polls Monday through Friday.
NovusAgenda was rolled out to the Council in 2017. That was a pretty big feat and you
will see on a later slide that now we are working on rolling it out to other commissions as
well. Updated temporary use code. I talked about this in December, but we extended
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the time for temporary sales units from 90 to 120 days, which matches other time
frames in other parts of our city code. We removed citizens use permits. Those are no
longer required. And we coordinated our processes and timelines with ACHD in a more
efficient manner than needing an additional permit in order to do that and to achieve
that. We also executed the first ever citywide records destruction in 2017 and updated
the records retention schedule as well. Continuing that snapshot, we -- we worked with
IT to establish a public records request portal that has been rolled out -- has been
launched. The Mayor spoke about it at the State of the City. That allows users to
submit requests more efficiently as to respond to requests more efficiently, provide
documents in ways that are more efficient to the end user, instead of documents which
are too large, we have to figure out, oh, are we Drop Boxing it or a different ftp type site
-- now, it's all done in house through -- through our system. We don't have to figure out
different methods and ways to get various different sizes of records to the requester.
The easement process. We have gone away with the relic of the old days of paper
copies for easements and have streamlined that electronically with the help of IT and
our Enterprise software, which is Accella. Chambers Technology I just mention it,
because we were involved in that process and from time to time still tweaking elements
of -- of the technology. Sometimes I have to rip this microphone out at public hearings,
because it's giving feedback. NextDoor noticing we added that. Something that wasn't
on my December report is the Allumbaugh House support you see listed there. So,
early in 2017 the -- the Boise city clerk's office contacted us to ask if we at the Meridian
city clerk's office could handle support for the Allumbaugh House board of directors.
The board of directors meets in this building once a month and the chair of the board of
directors is the Boise mayor and so the Boise city clerk's office had been handling
support for that, but because they meet in this building they wanted to reach out to see
if it was possible if we could partner with them and handle some of those support
elements, instead of their staff members having to drive here every month. We said we
would have to talk about that. We did. And so we took over the support elements of the
open meeting portion of the board of directors for Allumbaugh House in our -- in our
office and attend those meetings once a month in the Council conference room. The
board of adjustments. Mr. Nary, a couple of months ago, updated you on the board of
adjustment for 2017 and how many hearings occurred there, which was seven in 2017,
and just as the city attorney's office has to participate in all of those, so does the city
clerk's office. It starts and ends with the city clerk's office with -- as far as board of
adjustment goes. So, we had seven hearings in 2017. A few of those made it before
Council in terms of appeals. The last time we had that many, seven, was 2013. In
2015 1 believe there was one. In 2016 there were two. In 2017 there were seven. So,
the last time we had that many was back in 2013. And dog license postcards. That's
something new in 2018 that we just started. So, if you recall -- I think it was two years
ago now or a year and a half ago, we updated the expiration for dog licenses, instead of
every license expiring December 31st and now are rolling on the calendar year from
when you purchased the dog license. What we used to do when all the licenses expired
on the 31st of December, we would send out a mailer in all of the utility bills reminding
everyone -- all the dog owners your license is about to expire, time to renew if you still
have that dog, but now it doesn't make sense for us to send out something about one
month in all of the utility billing accounts or every month in the utility billing accounts to
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remind people to update and renew their license. So, what we did was -- just as we do
with public hearing notices, we target those that have licenses that we need to renew.
We use the Enterprise software in Accella and we send out postcards about a month in
advance of when your license is about to expire reminding you if you still have your pet
time to renew. So, we are targeting the base instead of having to spend the money to
hit all 30,000 accounts or 34,000 accounts, now we are using a targeted approach. So,
in progress for us in the coming year a web page development. You just heard from
Dave and there is some back end things happening with the website that will
incorporate and help us in the city clerk's office. The two main ones are public hearing
notices online. So, right now we do post our public hearing notices. It's the notice that
we publish in the newspaper we publish that -- there is a link on the city clerk's portion
of the website. However, with the new software updates on the back end of our
website, we will be able to have that more customizable and we will also be able to
have links associated with that, so when you're looking at the notice you can link directly
to the project, instead of just the stale text that is the newspaper notice and, then, you
have to, then, still go and find where the information is. So, this will really help with that
transparency and getting those notices more user friendly on the website. The other is
all agendas in a single location. So, again, if you go to the city clerk's portion of the
website, you're going to find all of our various commissions and the Council. They have
their own pages and, then, the agendas are listed on those pages. So, you have got to
know what you're looking for and where to find it in order to really find it. We wanted to
have a single page that listed all of the upcoming agendas for all of the commissions.
The commissions will still have their pages that list what they do, but when you click a
link there it's going to take you to a page that has all of the agendas for Council and all
the commissions. And, then, we will have a button or a link on the home page of the
website that says all upcoming meetings or agendas or something to that effect. When
you click that you're going to see all of the upcoming public meetings occurring in this
building and with the various different bodies that we are required to notice for. We are
in the midst of our second records destruction. In fact, at the end of this week I should
know the final count of how many boxes that have been approved for destruction and,
then, I can get scheduled with our contractor to come and destroy the records that were
approved a few months ago by Council to destroy per records -- records retention
schedule. We are streaming all commission meetings. That's -- I have that as in
progress, because there is still some tweaks here and there, some kinks we are working
out, but all of the meetings are currently being streamed for commissions and you can
see -- I talked about NovusAgenda earlier, but we have rolled that out to the Planning
and Zoning Commission now. They use it just the same way that Council uses it for
public hearings and we are working with HPC and MAC to use Novis Agenda for their
meetings. So, that will be upcoming here very, very soon. Something that I have been
working on or we are working on is public hearing sign -in sheets electronically. It's not
secret to this body that we had some meetings of late that we have had a lot of people
attend and when you have got paper on the back table that people are signing in,
sometimes they sign the wrong sign -in sheet, sometimes they want it in a certain order
and the order gets mixed up when papers get shuffled. So, I have been working with IT
to come up with a solution -- we have some used iPads in the building that I wanted to
repurpose and have at the back table that those attending the meeting can sign in using
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the iPad and, then, that order is preserved, the -- no shuffle around of the papers, they
actually are signing the right item that they are -- they are wanting. They have to
choose the item instead of guessing which paper is which. So, we are -- we are on that
currently.
De Weerd: And you can read the name.
Coles: And be able to read the handwriting, because there won't be any handwriting.
On that note, I don't have it listed, but in light, again, of recent meetings with a lot of
public testimony, I have done some research around the country of various different
cities and how they do the sign -in process and there are several across the country that
-- like many legislatures across the country -- allow for people to sign up in advance of
the meeting to testify and so I have preliminarily begun looking at various different
options that might allow, again, through our website, for people to sign up in advance of
the meeting, so they don't need to show up two hours or an hour early, but they know if
they have signed up with the clerk's office to testify, that when they show up their name
will be preserved in the record and will be able to access that record. It can also give us
the ability, if people have presentations, they would like to give and they want to send
us that early, so that we can test those presentations make sure they are working. We
don't need to take a recess necessarily to get the technology working. Provide that
opportunity for -- for the public. So, have just started to research that possibility and see
what that looks like. And, then, document a process -- automation. I think Todd talked
about this a little bit, but we in the support services departments meet periodically and
one of the things that we were talking about is different processes and different
documents within the city that we can improve that process in electronic versus hard
copy and what that might look like. So, we are participating in that process. The
citywide strategic plan. This has not changed since I spoke to you in December. Well,
guess there is one little change, but 5-C-1 was complete. The Mayor presented that
close out report to you back in October. 5-C-2 we have an anticipated completion date
of December of this year. And 5-C-3, the one change was you just recently approved,
through resolution, striking out utilitarian and going to all, which more accurately reflects
the artwork that is throughout the city, not just making it so focused on utilitarian, but
focusing on all the artwork that is available currently in the city. More accurately reflects
what is presented throughout. I would like to end on successes. CARE value
successes. You have in the clerk's office a tremendous team and I work with a
tremendous team of individuals that take their job seriously, that know who they serve,
which is the 100,000 plus that live in the city. They love working here in this building.
They accurately reflect the Meridian Way and the CARE values and these are just some
of the comments we have heard about the team. So, you have a great team that works
in the city clerk's office and I'm proud to work with them every day. And with that I will
stand for any questions.
De Weerd: Thank you, C.Jay. Council, questions? Mr. Bernt.
Bernt: Thank you, C.Jay. As always fantastic. Good job. Wouldn't expect any less of
you, by the way. Quick question about records destruction. So, like -- could you
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educate me how that works? Real quick. We don't need to spend a lot of time. Just
real quick.
Coles: Absolutely. Madam Mayor, Members of the Council, Council Member Bernt.
So, the city has a records retention schedule that identifies every single type of record
that we have in the city. There is a records management committee that meets
periodically that has representation from all the various departments. On that schedule
the departments have identified the type of records they have within their department
and what type of record it is. Is it a permanent record that we never want to get rid of?
Is it a semi-permanent record that we can get rid of at some future time and, then, they
define that time frame. Is it five years? Is it ten years? Is it 25 years? And so all
throughout the city every department has their version of the schedule and, then, that
encompasses the citywide schedule. Every year we come before Council to say here is
the records retention schedule that has been approved. Here are the records that have
outlived their usefulness and we ask for approval to destroy those.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: C.Jay, great report. I know you have got amazing staff in there, but have you
thought about doing text reminders for renewals for dog licenses? It seems the way
everybody is -- every dentist, everybody on earth that I ever make an appointed with
sends a text reminder and it would be close to free. I don't know if that's something you
have looked into or maybe going forward.
Coles: Thank you for the question. I have thought about it really on a surface level. I
can tell you that there are individuals that get their dog license, but are even leery to
give us their telephone number. They will give us their address, because they know if
their dog gets lost the dog could be returned to that address, but they may not want to
give us even their -- their home phone number or, you know, a phone number. So, I'm
having -- being able to utilize text reminders for the entire system or being able to target
it, we would have to figure those details out.
De Weerd: Any other questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: C.Jay, when you were here in December we talked a little bit about our phone
system and routing calls that are calling in from the public. I think at the time you said
that there was some more investigation that needed to be done. I'm just curious, is
there a recommendation about how we are operating our phones when the public called
into the mainline?
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Coles: Madam Mayor, Members of the Council, Councilman Cavener, thank you, I do
remember that conversation and comment. Right now as far as the clerk's office is
concerned we are fairly happy with -- with how it is working, receiving over 25,000 calls
a year and a hundred a day. If we had one person dedicated just to do that and, then,
to route those calls and to also greet the public, we would love to have that
conversation. But we do have -- so, Barb is primarily responsible for that and, then, if
she's unavailable, then, it kind of fans out through the phone tree as it were. But Barb
also does other things as well for us. So, the current recommendation is to keep -- keep
it as the way it is, because I know that productivity in our office -- it helps with that, but,
again, that's a larger conversation to have. More than happy to have that conversation.
Other questions? Thank you, C.Jay, and thank you to your team as well. They do give
a good first impression on the city.
Coles: Thank you.
D. Public Safety Quarterly Overtime and LOS Variance Reports
De Weerd: Okay. 9-D is under Public Safety Quarterly Updates. This was through a
desire to kind of -- now that we have established levels of service with our Fire and our
Police Department, to come to Council on a quarterly basis and talk about any
variances, either over, under, when those levels were set we were not at these levels
and so what is the progress towards that and any -- anything going on in the city that
perhaps you should be aware of. So, chief, I guess you're first up, uh?
Lavey: Madam Mayor and Council, Chief Niemeyer told me he's going to be here all
night, so he said go ahead and go first, so you can escape. Thank you for your time
today. I was looking at C.Jay's presentation and I know that they do amazing work for
the amount of people that they have and I really kind of got envious that he really has a
small group, because they are much easier to manage than the 142 employees that we
have. So, I guess it's kind of give and take, too, because the more people, you can do
more things as well. I just handed a handout for you and as I was reviewing it I realized
that some of the colors don't show up, but those graphs were taken off of open.gov and
it gives an indication of a bar graph of where we are going and with the -- with the
overtime. But I would like to talk about some of the variances before we go into the
overtime discussions. The other thing is is -- Madam Mayor said that you got your
dashboards today. I wasn't sure those were going to be released today, so you will
have an e-mail with a summery explanation and the preliminary stats that we submitted
to Vincent as well, but if you had the pleasure of looking at your e-mails yet today, the --
the benchmarks should come out for the city and there is an additional graph that I did
not supply you with. Just some highlights of what's going on in the police department.
We track our response times under priority ones, twos, and threes. Priority ones being
a report type call. Priority two being an urgent type call. And priority three being an
emergency. We have SAT -- and our SAT response times ranges for those three
priorities three to five minutes for priority three calls, which is emergency. Eight to ten
minutes range for a party to call, which is urgent, and, then, ten to 15 -- or 15 to 20
minutes for a priority one report call. Now, we are coming into those ranges, but you
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can see it fluctuates each quarter. And there is a lot of reasons for it to fluctuate. Some
of it could be construction out there. Some of it could be weather conditions out there.
Some of it could be wintertime versus summertime out there. I can tell you that our
response times in our priority three calls had a decrease in time over the last quarter,
but we are talking 4.08 to a 4.01. So, in a state of emergency that's a nil effect. You --
you don't realize that it took them a couple of milliseconds longer or a couple of
milliseconds faster to get there, because I will tell you that three minutes is an awful
long time when you're wanting help. I would love to be able to give a response time to
the citizens like that, but with the city growing the way it is and the traffic the way it is, it
would just take too many people to do that. So, we are pretty happy with the fact that
we can be there on average in four minutes time. On the priority two calls we are at
8.16. We actually had a reduction to 7.36. So, we are looking really good there. And
this is just a quarter -to -quarter comparison. If you look at the benchmarks that were
sent today, it goes back about a year and a half, I believe, comparisons. And, then, we
said that we wanted to be a 15 to 20 minute range for a report -type call. We believe
that that's reasonable to wait for an officer that long, but we always -- always are under
15 minutes and this time we are at 12.4 and, then, we had an improvement down to
12.19. But, again, we are talking several milliseconds and that's not noticeable to the
general public. But statistically it's progress. I can tell you that we had -- there is an
error that I spotted that our staff missed, Vincent missed, and you will see it in your
benchmark as an error -- as an error as well when it talks about calls for service, it says
that we had a 3.3 percent increase, which resulted in 491 fewer calls for service. Now,
will be the first to say that math is not my favorite subject, but I had to clarify that we had
a -- almost 500 calls for service increase in the last three months. And, then, as far as
report calls, we took a two hundred -- about a two hundred report decrease over the last
quarter. We had 2,214. This quarter we had 2,047. Now, if you recall back in
December we approved the -- what we call the PAM model, the Patrol Allocation Model,
and at that time we were sitting at 73 patrol officers, which would include patrol,
sergeants, SROs and supervisors, with the exception of -- and traffic units with the
exception of lieutenants and we currently have 43. Now, when we go in and do the --
the updates to the city growth, the population, the annexations that have occurred and
all those wonderful things that have been going on in our city, the PAM model says that
you need 82 officers to provide coverage that was recommended to you at the most
conservative level, which was an officer in the neighborhoods once a week. Now, I can
tell you that we currently have some openings and the reason why we have those
openings is because this Council has been very gracious over the last couple of years
to provide positions to us and we have been hiring like crazy, but we still have ten
openings that we have not filled yet. We currently have six officers in training. Two of
those officers go to the academy next week. Four of those officers are not on their own
and we currently have eight officers in background for those ten positions. So, even if
we hire in the next couple of weeks we are still going to be lacking in the numbers.
Additionally, we have three people either on light duty or on FMLA and as I speak today
I have one commander in Quantico, one commander out on FMLA and two
commanders in the southern states doing backgrounds for new hires. So, we are pretty
tight. What that means is that we are still getting the job done. We are still serving our
mission, but I will tell you right now we are not in the neighborhoods at all, unless we
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are called. If we are there for a call for service, if we are there for a request, if we are
there for a traffic situation that we have been called in, we are there. But for random
patrols we cannot meet that mission. Talking with the Mayor this week is -- you will not
see a request for more officers this year, because it makes absolutely no sense for me
to ask for more positions that I throw on the books that I cannot fill and even if I could fill
I do not have an adequate amount of cars and field training officers to train them. So,
most likely you are going to see a request for more officers next budget year, but just
keep in mind that that gap increases as we go as well. Now, the good news. We talked
about those graphs and those graphs are really hard to read, but if you go down just on
the first page that I have there, you will see the numbers and we have six months into
the budget year, so, really, we are tracking 50 percent. Sometimes you use more in
one month than you do another month. The concern that we have is that some of the
winter months are slower and the summer months are busier, so even though we are 50
percent right now, it may fluctuate as we get into the -- the busier months. Despite the
situation that we are at in patrol, we have used 50 percent of our overtime. Now, some
of that is uncontrollable, because we cannot predict when the officers have to go to
court and the officers are mandated to go to court and only one of my four shifts that
I have are during daylight business hours, which means that we have to pay overtime
for the officers to go to court. But so far we are doing pretty good. If you look down
there on current investigations division, we are about 70 percent use of our overtime at
this point. Again, we cannot predict major investigations, but we have been working on
some major investigations that you will have knowledge of in the future when I can
release some of that information. You will see a slight increase in records, that's
because we have had some -- in records we operate on a very small staff, like the city
clerk does, and when one person is out that makes a big difference and that one person
just had a baby and so she's out for several months, so we have to use overtime to
cover that. Code enforcement. Recently we just lost a code enforcement officer, he
decided to move back to the state of Arizona, and so we have to make sure that that's
covered as well. So, you see some increases in some overtime use there. Nothing
alarming. Which was nice to see. And, then, I saw -- kind of tracking some overtime
use in admin and I'm thinking that's unusual, because several of us -- most of us are
exempt and we don't get overtime. So, I go where is that going and I do have one --
have two support staff and one sergeant that is assigned to admin and that has been for
our advanced training academies. So, he's also the coordinator of those academies, so
he's trying to do backgrounds, hires, and do the advanced training academy, so we
have about 4,000 dollars in overtime that we have covered in that as well. So, with that
being said, we are moving forward, we are getting the job done. You have been quite
helpful to me, it's just been difficult to try to fill those positions. I know the Mayor and I
have discussed the timing that it takes to fill those positions and we have tried to
improve those efficiencies, but we need to make sure that we screen all individuals, so
we are not hiring other people's problems, that we can continue to enjoy the level of
service and the positive service that we provide this community without letting
somebody through that shouldn't be here. So, it's always a balance. Once we can get
that gap reduced a little bit we can speed up, but currently we have 13 openings we are
trying to fill. That's ten patrol officers, a code supervisor, a code officer and an evidence
tech. So, it's a little challenging. So, with that I wasn't quite sure what we were looking
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for or what we were going to discuss, so I figured this is a great time to have that
dialogue. I will answer any questions that I can and any questions I can't I will get those
answers and either bring it back to you immediately or bring it back to you next quarter.
With that, Mayor, I stand for questions.
De Weerd: Thank you, chief. Sorry, Dean. Council, any questions?
Little Roberts: Madam Mayor?
De Weerd: Mrs. Little Roberts.
Little Roberts: Not a question, but just a big thank you. Having been the liaison since
last October I am just -- it never ceases to amaze me, chief, what you and your team do
with significant shortage of resources, but I'm very impressed that they do work very
diligently to make sure that the quality of the new officers is -- meets the standard of
Meridian and not just filling positions with bodies. So -- so, thank you for all that you
guys do.
Lavey: Madam Mayor, Council Woman Roberts, I appreciate you saying that. We have
an amazing staff. We absolutely have an amazing staff. And I will tell you that we have
to do everything that we can to not lose them, because they are that great, but, then,
the other thing is -- is it's hard to fill those positions. So, I thank you for saying that.
will pass that message along.
De Weerd: Any other questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Jeff, can you just send us a digital copy?
Lavey: I absolutely will. I will do it as soon as I sit in my seat.
De Weerd: And we were really pleased to see that you are using opengov.com,
because that's what we had hoped, that the citizens would use it, but also so would our
city employees.
Lavey: Madam Mayor, I can't --
De Weerd: Right?
Lavey: -- I can't make a positive comment now.
De Weerd: I could hear Todd applauding.
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Lavey: I can't make a positive comment now, because Todd is in the audience, but it's
pretty awesome. It's pretty easy. Love it.
De Weerd: Okay. Thank you.
Lavey: Thank you.
Niemeyer: Madam Mayor, Council, good evening. I can say that. It's after 5:00 o'clock.
You are going to see a lot more of me this evening I think. So, sticking with the same
theme, covering levels of service and where we are at, as well as overtime, I asked
Keith to stick around just for old time's sake, but he had another appointment to go to. I
said we are talking about overtime, so you may as well stick around.
De Weerd: Councilman Bird, uh?
Niemeyer: Yeah. The map and the background. The PowerPoint is good. Flowers are
not my PowerPoint. Sorry. Roses. Right? Okay. So, I got to figure out -- there we go.
So, the areas we are going to cover this evening real quick. Review response
performance data. How are we doing? What are we doing? Current staffing levels and
staffing challenges. Past quarter overtime review. How the additional firefighters help.
I think you're going to be amazed at some of the numbers here. And, then, some
ongoing challenges that we have with testing injuries, et cetera, and, then, future topic
of staffing of Station 6. So, real quick a performance review as far as our level of
service and what I want to do is compare last year's second quarter to this year's
second quarter and, then, talk about the levels of service that you established and how
we are doing with those. So, you look at 2017 second quarter, we are talking in
January through the end of March, 1,589 total calls for service that resulted in 2,096
total unit responses. So, as you know there are calls that we have, structure fires, car
accidents, in which more than one apparatus responds. That's why you see the
disparity there. We do for our measurements in our data, we look at code three
responses, very similar to what Chief Lavey just talked about in law enforcement. We
have code three and code two responses. Code three is all the -- using the lights and
code two is no lights, no sirens. Last quarter of last year -- or second quarter of last
year our turnout time was a minute 37 at the 90th percentile, meaning 90 percent of the
time we got out of the barn in a minute 37 or less. Our goal is 90 seconds or a minute
30. That's the goal that we established. And our travel time was eight minutes and 20
seconds 90 percent of the time. Eight minutes and 20 seconds or less. If you look at
the recently completed second quarter, so January of '18 through the end March, we
have 1,517 total calls for service, resulting in 1,870 unit responses. We have 1,562 of
those were code three or emergent and if you wanted our turnout time we are at a
minute 30 at the 90th percentile. That's a seven percent decrease over the previous
year second quarter and our travel time is six minutes and 15 seconds, 90 percent of
the time or less. So, that was a 25 percent decrease. We analyzed why that is and if
you remember last year the wintertime really stunk around here, as opposed to this
year, so we were able to get around a lot quicker this year than we were last year
comparing year over year, quarter to quarter. So, some of the continued challenges
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that we are facing in the -- in the data analysis. It is pretty complex to analyze travel
times based on population densities. C.Jay, if you want to pull that map up now real
quick. I didn't include that on the slide. But when we look at population densities across
our entire response area, just to refresh you while we are pulling that up, the standards
we set is five minutes or less in the urban densities. That's 2,000 people or greater per
square mile. Suburban densities are a thousand and two thousand. That's a seven
minute travel time standard and, then, in our rural areas, which is green on this map, we
have a nine minute travel time standard 90 percent of the time or greater. So, this gives
you an idea of where our urban centers are, where our suburban in the yellow and,
then, our rural in the green. I will tell you there are some areas in red that we will never
be able to hit in five minutes or less and one that I will point out is Cherry Lane and
Meridian Road. Now, you would think Station One on Franklin, we should be able to
bust through and get down there, but if you think about the number of lights going down
Main Street, which is the route they have to take to get to that intersection of Cherry
Lane and Meridian, we cannot hit it in five minutes or less and you would think right the
middle of town we should be able to do it with traffic, with the speed limits, and with
going through downtown out of Station One, simply can't hit it, never will, unless we plop
a station right there at the intersection, which I don't think is real feasible. I have
brought up in the past an example of Station Five, the subdivision directly behind the
fence of Station Five, we can never hit in five minutes or less, because we have to get
out on Chinden, go around and go through a subdivision to get there. So, there is going
to be areas in our city with our standard, even though we set it, we will never hit in five
minutes, unless we do something different as far as station location. So, that's just an
idea of where those population densities are. When you have multiple population
densities and multiple standards working with GIS -- and I want to give Dave Tiede and
Matt Hoffman a big shout out, they worked exclusively with -- Matt does with Charlie in
getting this data to us. So, they have really done a great job of assisting us in trying to
get through the information that you want. Dispatch. PD is a little bit more advanced
than we are. On the fireside of dispatch, which is run through Ada county, almost all of
our calls are sent on our code three, meaning lights and sirens. Very few calls that we
go on are noncode. We are working with the dispatch center. We believe that time
sensitive emergencies, like structure fires, heart attacks, shortness of breath, strokes,
those are true code three calls. There is a lot of stuff we go on that, quite honestly, we
don't need to be responding like that, so we are continuing to work with the dispatch
center to get that better dialed in. We do have some skewed data when it comes to
multiple unit responses. Our clock stops when the first unit arrives on scene and
sometimes when we have multiple unit responses that data gets a little bit skewed and,
then, we are working for more automated tools. What have we done to improve our
performance? The reason our chute time is decreased as we have analyzed it, for the
last quarter we have been running the truck out of Station One exclusively. Prior to that
we were cross -staffing apparatus. So, the firefighters would have to figure out what call
type it was, have delays in getting into the right apparatus, get their equipment on, et
cetera. We have seen a 15 percent decrease in the chute time at that station by not
cross -staffing. We wanted to use that trial to see what that would do to our chute times.
We have reduced our EMS calls to our joint access EMS system. So, there are several
call types now that we are only sending the closest ALS unit, whether that's an
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ambulance or a fire engine with a paramedic on it. Diabetics are a good example of
how we have eliminated some of those calls where we are tying up multiple units on the
same call and, then, working with Ada County Dispatch and the fire departments, we
are working to change the auto alarm responses. Over the past two years our study --
you see there 197 residential alarms, 574 commercial. Those are fire alarms where the
system is going off. We, county wide, send a full response to that, meaning a ladder
truck, three engines, and a battalion chief. When we work on dispatch protocols we in
Meridian can just arbitrarily say we want this, because those dispatch protocols are set
up county wide for the dispatch center. We have had two fires out of all those call
types. That's a quarter of less than one percent and those two calls were handled by
the first arriving unit. So, what we are trying to get changed is instead of sending
multiple apparatus that tie up our resources, send one, and, then, if we need to bring
more we will bring more. So, that is something currently being worked on within the
operations folks. I mentioned automated response. I have brought to you in the past
Interra as a budget enhancement. The direction was go back and work collectively with
your partners. So, Boise fire received a grant, they have now opened up Interra to all
the other agencies. This is an example of it here on the screen. This is realtime data
that we can monitor and watch to see what our turnout time is and our travel time. This
is a huge help from a standpoint of monitoring our data and monitoring our
expectations. So, we are very excited about this. Charlie Butterfield is working on this
project. So, now we have a real time data, which has been a big challenge for us in the
past. This is all live from CAD and from our report writing system and so it's a great tool
for us to have. It's no cost right now. Boise fire, because of the grant, are allowing all
the agencies to use this free of charge. For FY -19 it will be free of charge and, then,
FY -20 it will be a collective cost sharing for the program to be used. So, we are very
excited about this. Current staffing levels and challenges. You can see we have a
number of vacancies right now. We have had operations Chief David Jones has
submitted his resignation. He is moving to another department. This is a big hit for us.
A big loss. David has been absolutely instrumental in the last six years and the work he
has done on behalf of our department and our city. So, that's going to be a tough one to
replace. We have a battalion chief that retired Rod Shaul. So, we have a battalion chief
vacancy. We have an engineer Howard Miller that is retired, so we have an engineer
vacancy. We have two upcoming captains retirements. One at the end of this month
and one at the beginning of June. So, we are in that cycle now as a department. We
knew this was coming where we are going to have not just one off retirements, but
groups of retirements. So, that's created a challenge for us. We do have promotional
testing going on in May to get those vacancies filled. We will have lists established by
June 1st and, then, staffing for Station Six, we are going to have three more captains,
three more engineers there to promote. I can tell you right now we have five
applications to test for captain. We have six spots that we need to fill. So, per the
collective labor agreement we will put on a second test and if we don't get additional
candidates will be hiring to the outside to get those positions filled. Second quarter
overtime review. I'm going to plug open.gov again, as Chief Lavey did. So, this is a
graph taken right out of open.gov where you can go in and evaluate overtime. Todd is
still here and Jenny and Reta, I really want to thank them as well. Overtime has been
an issue since I became the fire chief, which is about eight years ago, and that means
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Todd and I have been working on overtime for the last eight years, monitoring that on a
regular basis. Every month I get a very detailed report from Todd where we compare
and analyze the triggers for overtime and the reasons behind overtime. So, I want to
get into that just a little bit. Shift overtime spent to date. So, October 1 to date is
321,000. We have 433 budgeted. And we will talk about why that is occurring. I have
got a detailed breakout here. Training overtime. We are well under budget and we are
projected to stay well under budget. In an admin, nonexempt overtime, again, we are
under budget and projected to say very well under budget. The shift overtime is the
concern. What caused it -- battalion chief. We have had two battalion chiefs trying to fill
three shifts. That has caused a fairly good chunk of overtime. Captains. We have had
one captain off on work comp for the entire quarter and one captain off on FMLA for two
months. Now, we have had two engineers off work comp for the entire quarter. One off
work comp for one month of the quarter. A firefighter has been off FMLA for the entire
quarter. We had 1,604 hours total work comp, 72 hours of wellness leave, 40 hours of
bereavement, 2,818 of sick leave. So, getting into that a little bit more, what does that
cost us? The last quarter -- and this is taken right out of time card, the BC overtime, the
last quarter cost us 16,854 dollars. We had to cover 362 hours. Our captain overtime
costs, we had to cover 1,643 hours. That was to the tune of 72,000 dollars. The last
quarter engineer overtime, we had to cover 1,310 hours. That was 55,910. The
question has always been what happens if you have extra staff. We have extra
firefighters right now and we have plenty of firefighters. You can see there we have six
float firefighters and 12 extra that we hired for Station Six. The last quarter we spent
$62.50 in firefighter overtime. That's what happens when you have enough staff. So,
that question has always been asked. We have never had the opportunity to evaluate
it, because we have never been at staffing, let alone over staffed, and so this is an
example of what happens when you have the staff to do it. And, then, lastly, Station Six
staffing discussion. There will be a policy decision that will need to be made as we
move forward. Ideally in a perfect world we would like to bring that engine up October 1
to get them working together, but we do have an overtime issue and we are going to
have some extra personnel. The promotions for vacancies will occur in June. That will
allow us June to October to evaluate those added staffing positions to captain and
engineer rank to see what that does to overtime. The alternative idea would be to
continue using to promoted personnel to cover vacancies until the station opens and I
really think that's a policy decision at the City Council level that we need to engage in.
So, with that I want to keep this fairly brief and certainly stand for any questions.
De Weerd: Council, any questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Chief, I appreciate the 2017 versus 2018 comparison. Can you send us data
for 2016 as well?
Niemeyer: I can.
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Cavener: Great. Thank you.
Niemeyer: I had to think about that one for a sec. But, yes, I can.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Madam Mayor. Chief. So, I just was running it over in my head. Why wouldn't
the truck go up Meridian Road instead of Main Street to go onto Cherry and Meridian?
Niemeyer: Say again.
Palmer: You said that if they need to go to Meridian and Fairview they take Main Street,
as opposed to Meridian Road.
Niemeyer: That's a good question. Maybe I misspoke.
Palmer: So, they would take Meridian Road; right?
Niemeyer: Yes. Yeah.
Palmer: Okay. I'm like --
Niemeyer: In my head Meridian is one way. But that's -- yeah. They would.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: Chief, can you share with us -- not today, but you can e-mail it out, the travel
time -- quarterly travel time broken up into those urban --
Niemeyer: Yes.
Borton: -- suburban and rural?
Niemeyer: And I can give you an idea right now. I forgot. I had that piece of paper in
front of me and I forgot to include it. So, last quarter for our urban travel time at the 90th
percentile, meaning 90 percent of the time we do it in this amount or less, is six minutes.
Six minutes and two seconds. Our suburban is seven minutes and four seconds.
Ninety percent of the time we do it in that or less. And, then, our rural is seven -- sorry -
- eight minutes and two seconds 90 percent of the time. So, we are meeting,
essentially, the suburban and rural. Based on the standards that Council adopted we
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are about a minute over the urban travel time standard. And I will add that to the
PowerPoint and send it out.
Borton: Okay.
De Weerd: Anything further?
Niemeyer: I will ask real quick. These are going to be quarterly reports updates. Is
there anything else you all would like to see or hear as part of those updates?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: And this goes for you and for police. Getting this information before our
meeting I think is an expectation that we need to just set. It makes it very challenging to
follow a presentation and be able to be prepared for any type of questions or response
when we are just getting the first look at the information.
De Weerd: And, again, this was kind of the fishing cast in -- in terms of what kind of
information is desired. This was kind of the chiefs and I getting together and saying
here is our thoughts and what might be helpful to -- for Council to learn, especially as
we are entering into budget times, but -- and in particular because levels of service have
been discussed and decisions are being made towards those. So, if you think of
anything else that would be helpful to put in this, yeah, now that we have an idea that
this is, indeed, the kind of information, we can get that out in the packet ahead of time.
Okay. Thank you.
E. Public Works: Projects Map Demo
De Weerd: Okay. Item 9-E is under our Public Works Department.
Deardorff: Good evening, Madam Mayor --
De Weerd: Oh. It's Susie. It's like where is that voice coming from.
Deardorff: With your indulgence I'm going to steer from here, because I'm going onto
the internet.
De Weerd: Okay.
Deardorff: So, this afternoon -- or this evening I would like to demonstrate a new
feature that we have added to the Public Works website. It allows users to obtain
information about active or future Public Works projects by selecting a location on a
map. I'm going to walk you through how to access the map and show you some of the
features. This project aligns with the city's strategic plan objective 3-E to enhance
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transparency for the city government. Similar to the ACHD roadwork in the area map,
this map allows the public access to information about current or planned Public Works
projects. By linking this online map to information in the engineering project
management database, staff and citizens now have easy, quick access to current basic
project information. This allows staff to answer simple questions about Public Works
projects or to direct callers to the correct project manager. I want to give kudos to our
team. From GIS we had Stephen Hulbert and Katey Jones. From IT we had Nick
Phares and Doug Green. From our engineering staff Kyle Radek and Warren Stewart.
From water we had Doug Schofield. Dale was our sponsor. Our former communication
specialists Aubrey Platt spearheaded the efforts and I was into the project as well.
De Weerd: You led the project.
Deardorff: So, the project began in November of 2017 and we actually went live with it
late in December and early January of this year. So, I'm going to show you how to get
there. You go to the Public Works website. You go to the city website. You go to
Public Works. Sorry. And, then, you scroll down and under resources you click Public
Works utility project map. There is always an agreement that you have to agree to the
terms, so that's part of the project. So, this is what it looks like. The default page is the
legend page. You will see both green and orange markings on the map. The green
ones are active construction projects. The orange ones are future projects that will be
done sometime within the next five years. Let's click on a project. When you click on a
project on one of the lines that are highlighted it tells you some information about the
project. It gives what kind of project it is. It tells you the title. The project number. Who
the project manager is. A description. On active projects they will show you the
estimated start date and estimated end date and it will also give you contact information
for the Public Works Department. And as you can see the green ones show you the
end and beginning dates, so -- the next tab is the near me tab. This allows users to
search for projects near an address. So, it can go anywhere from zero to five miles and
I will show you how that works.
De Weerd: Wow. The Water Department helped get us a pond or a lake or something.
That's awesome. And some new topography.
Deardorff: It's always harder to type it when everybody is watching. That's City Hall.
Those are all the projects that are either active or within -- or will be active in -- within
five years in a one mile radius of City Hall. If you click in another location its displays
the map so you can find what else is near you. If you do want to click on an active
project you do have to go back to the list -- or the legend in order to click on the project.
So, the next tab is the about tab. So, that was -- this gives you tips for viewing different
projects. So, if we click the wastewater as you know there are tons of projects at
wastewater. We have eight current projects going on and the way to find the different
information about each project is the tab that goes through and shows you the
information about a project. Also in this tab is a link to the ACHD RIDA map, because
not all the projects in the area are ours. So, we wanted to give users a way to get to the
the ACHD projects as well. So, the link right here will take you to the ACHD website,
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which it functions very similarly. Next is the layers tab, which I will show you -- there is
a couple of things that it shows you. The first thing it shows you is the borders for the
Meridian area of impact. That's what this is. Turn that off or on. Only the projects
within Meridian are shown. So, it's county wide. And, then, if you click the capital
improvement you can show only the future projects. You can show only the active
projects or you can show both. So, it depends on what your preference is and what
you're looking for. And, finally, we have what is called the base map gallery tab. This
really shows you -- allows you to change the look of the map. It defaults to the
topographic. It's also satellite views and the street views with the different street names.
So, currently the usage is about three to four hits per day. Those are right now mainly
staff members, because we haven't really published it to the public, but Kaycee is going
to now push this information to NextDoor and Facebook users. We wanted to introduce
it to you first, so that if you had questions on what is this you hadn't ever seen it and
now you can play with it and see what's going on in the area. The benefits of this
project is it allows the admin staff, when they receive a call saying what's going on in
front of my house, they can quickly go to the map say where do you live, they can find
the address, they can click on the project and say, oh, that's this project, here is the
project manager, this is what they are doing, I can send you to them if you have further
questions. We have also had our staff directing the public to this website, so that they
can look themselves and see how long it's going to last and if they have questions
where they can have contact information. It provides transparency to the public to see
those active and planned projects. It drives the citizens to the website or the city to
learn more about the city and our projects. We have counted this a win as far as
transparency and it was -- it's been very successful with our staff. They loved having
this information at their fingertips. With that I will stand for any questions.
De Weerd: Wow, this is fantastic. Council, any questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: I guess a comment and then -- then a question. Not -- I agree it sounds with
the -- kind of the sidebar conversation from Council that I think we are all really excited
about this, so I think we are all kind of nerdy when it comes to this type of stuff. I guess
my suggestion would be -- is to make this as easy as possible for our citizens to access
it, so maybe it's coming up with a custom URL that we are posting on our construction
signs, so that when the public sees this project they know right where they can go to
find more information about it. So, we are not having to necessarily connect with a staff
member to get those same questions answered. And, then, my question is how often
will this be updated? Will this be updated -- is it kind of on plan to be updated annually,
semi-annually, as new projects emerge?
Deardorff: This is directly tied to our engineering project management database, so as
soon as -- when the engineers make an update to that database it shows up here. We
are limited on kind of the look and feel of what it is, because it's connected to our GIS
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system and some of that software has limitations on what we can make it do, because
it's not our software, it's a software that's globally available, but our GIS team has done
a really spectacular job in updating it. If a job is -- if a project is currently in an inactive
state or a future state, as soon as the project manager says it's going into construction it
changes color, it goes green and becomes active.
Cavener: Thank you.
De Weerd: Well, Susie, I know this has been your baby and you -- you saw it through
conception to -- to birth, so congratulations. This is a great transparency tool indeed
and if you will convey our congratulations and appreciation to the entire team as well for
a job well done.
Deardorff: Thank you, Madam Mayor.
F. Parks and Recreation Department: Five Mile Creek Trailhead -
ACHD Cost Share Agreement
De Weerd: Thank you. Okay. 9-F is under our Parks Department. It is now evening.
Good evening, Renee.
Warren: Good evening, Madam Mayor, Members of the Council. Yeah. I do have one if
you could pull it up.
De Weerd: It's not Renee. It's Kim.
Warren: It's okay.
De Weerd: They are like --
Warren: Renee and I are of a type. No problem at all.
De Weerd: When I said it it was like that wasn't right.
Warren: And that's actually a wonderful segue into this presentation, which is an
opportunity to develop a trailhead at Ten Mile Road for Five Mile Creek Pathway. So,
that can get a little bit confusing, so I trust that if I misspeak sometime during this
presentation Ten Mile Road widening, Five Mile Creek Pathway -- because I may say
the wrong thing. So, we do have an opportunity and -- to develop a trailhead -- I'm
going to see if -- here where the red star shows, it's an ACHD property they have
actually offered to donate to us, so -- Ten Mile Road is being widened. There is
completed pathway to the east and the southeast along Five Mile Creek a few miles by
now and, then, kind of in the center of the screen here -- this is our Segment D project
that we are making some progress on and to the west towards The Oaks, pathway
starting to be built, too. So, we have some good pressures working on these gaps and
kind of an exciting opportunity here and it arose when we reached out to ACHD,
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knowing they were going to widen Ten Mile Road and we were curious how is this going
to affect our pathway, how will we get across. Anyone who has been out on Ten Mile
Road near the wastewater treatment plant, it is a dicey crossing and it is not friendly to
pedestrians. Councilman Bernt, you missed it on the pathways tour, but it was --
anyway it is exciting work that is happening here. So, ACHD is in the design phase
now. In February they were at about 30 percent, so moving right along. In fact, I think
they accelerated the time frame. Right of way next year and, then, construction in 2020
and we are hoping to be a part of that or we want to consider it at least. So, they did
share some -- hopefully this will work. We had drone footage of the corner and I think
that it's not going to show up for our pathway. Can you help me, C.Jay? Return to slide
show. Thank you. Can you see if that link will activate? It's really cool. I don't think
there is any sound and we won't show you very much of it, it just provides a great aerial
view of the project. Not a big deal if it won't go. But it is -- I will say while we are
waiting, since we have a drone and an operator here at the city, this is kind of a cool
opportunity I think to celebrate pathways and -- okay. Let's just return to slide show.
We have got it still here. Okay. I apologize for that. So, here is the -- here is the
parcel. If you are sitting at about Ustick looking north on Ten Mile Road, this is the 1.5
acre parcel that ACHD has offered us and we would like to develop a trailhead
potentially. Five Mile Creek is right here. Runs through toward the wastewater
treatment plant. Over to the west. Idaho Power substation. There is an existing
pathway here and, then, the Five Mile Creek pathway that's developed toward Reta
Huskey Park. So, the location is optimal to serve the pathway. So, we are envisioning
a trailhead that would have parking so you could drop your car and get on the pathway.
It might have amenities for pathway users, so water or filling stations, a bike repair
station, something like if you happen to be up at Bogus and you're skiing and your
snowboard or your skis aren't working, there is a table or a station where you can do
some quick repair work, fix a flat, a bit of seating, more just to take a break. Tie your
shoe. Wait for your -- wait for your crew to get ready. We had also planned on signage
as part of this. So, it's very, very conceptual at this point, but we -- we think the idea
has some promise and beyond dedicated amenities for pathways and the pathway
system, this trailhead could really be a gateway and we -- as someone who knows the
system pretty well by now, I think we have got a lot more going pathway wise than a lot
of people in the community might be aware of and some of that is that we spend our
time on roadways and they are fast and they are busy and the whole point of the
pathway system -- or one major point is to provide an alternate experience, a safe
experience, something that's removed from that, but by that same token I think there --
this is a chance to celebrate, yes, here is the pathway, here is the gateway to it, to bring
it some identity and visibility and brand, if you will, and also -- I have the Reta Huskey
pictures shown here, but I know we have made an effort with park properties in terms of
placemaking to try to give places a distinct identity. So, we could start to create that for
the pathway system here at this trailhead with some specific graphics, you know, and so
the pathway reads as a whole and it has kind of a place in and of itself, even as it's a
linear parkway and I do think that as the system grows we will need more direct access.
Now we can park in parks and a lot of people access the pathways from the road -- or
from the neighborhoods. But I, you know, ten, 20 years out I think there will be a need
to -- for people to access the system, hopefully for commuting or who knows, but -- but
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in looking out I think there is going to be more of a need for some parking at the
trailhead services. So, to date we have presented this idea to the parks commission.
They were enthusiastic. They did have a chance to see it -- we were out on our
pathways tour last week. Shelly took some photos for us. We got lucky with weather.
That was a fun -- pardon me -- a fun tour and so we were able to look at the site and
some of the challenges and opportunities and make that suicide crossing at Ten Mile
Road. So, we have been directed to present this to you and ask do you think this is a
good idea, is this something we should pursue in terms of possibly a budget
amendment for next year. I suspect that you would be curious to know what we are
looking at in terms of cost, if we are going to move forward with this. So, we made a
few cost assumptions. We haven't done any design beyond the colored graphic you
saw, which really -- there is not much detail to it. So, these are high level numbers, but
we are assuming trailhead and pathway signage, both for way finding, but also for
identity and placemaking. Parking spaces. We could fit -- or realistically do anything
from 18 to about 40. So, just depending on need we have estimated roughly something
in the middle. Amenities. Some of the amenities would require utilities, like drinking
water. We probably need electricity to the site. It's a beautification opportunity and we
are looking always in Meridian and for shade, so street trees and landscaping along Ten
Mile Road and as part of this amenity. And, then, also a pathway -- excuse me -- a
bridge crossing of -- the crossing of Ten Mile Road. So, here is what we arrived at.
And, again, these are very rough preliminary numbers. I think it's interesting to note not
only the cost, but the opportunity to save with a cost share. I'm sure you're familiar with
situations like that. We assume that there might be as much as an 80,000 dollar
savings if we were to dovetail this project with ACHD's road widening and -- and do a
cost share and we also have the donated land, which is not included in that estimate.
So, we would ask you is this an idea to pursue, should we get more specific in talking to
ACHD in exploring the idea. We need to do it fairly quickly as they are moving along
with design. I would stand for questions and comments now.
De Weerd: Thank you. Any questions? Mr. Bernt.
Bernt: Madam Mayor, thank you. Kim, fantastic presentation. Thank you so much.
think -- you know, my experience with -- with the parks department -- or the parks
commission, one of the things that I have noticed over the years is that not too many
people know about our pathway system. It's crazy that people are familiar with micro
pathways that we have in different subdivisions, but very few people know there is a
grand scheme, a big picture of what we are doing. In my opinion this trailhead could
give it some identity and could give it like what you said earlier. I completely agree.
Branding. And could bring awareness to what we are doing, the big picture as it relates
to our pathway system. So, I agree with what you said. It gives us -- it gives the
citizens of our community more direct access to a place where they can park, get out of
their vehicles, grab their bikes or grab their strollers or their fitness gear and go for a
walk or a run or a ride. As far as the parking is concerned, if this is something that this
body decides to move forward with, I think that it would be very important to discuss as
many parking spots as possible. In my opinion we would want to do it the right way the
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first time. So, my recommendation would get as many parking spots as possible. If it's
40, then, we need 40. So, other than that well done. Thank you.
Warren: Thank you. Anyone else?
De Weerd: Any other questions?
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Would ACHD be willing to give the property if we said we will do it, but give
them absolutely no timeline as to when?
Warren: My guess is they might be. We do have a representative from ACHD here.
We could ask them. Or not.
De Weerd: We love to put Justin on this spot, so --
Warren: Would you like him to speak to it or should we -- we could get back to you with
that answer. They seemed pretty quick to offer it for you, so I know it's been considered
as a park and ride.
Bernt: I think he wants to talk.
De Weerd: Good evening, Justin.
Lucas: Good evening, Madam Mayor, Members of the Council. For the record Justin
Lucas representing Ada County Highway District. 3775 Adams Street, Garden City,
Idaho. Yes. I don't think the opportunity to -- for the city to acquire this property from
ACHD is limited to this -- to this specific project. It is surplus property. We already have
a pond on this site. I believe we have even -- several years ago when we built that
pond considered -- and were in talks with the city about transferring that property over to
you. So, I think that's always an opportunity. That being said, the -- the -- the benefit,
just from a construction standpoint, of doing it with an ACHD project -- and we have
done this several times with the city on many projects -- I'm not advocating one way or
the other, but there is a real benefit to when -- you're putting down asphalt and concrete
and you're doing that in association with a multi-million dollar roadway project, the
economy of scale is real and that's something that is -- when it comes to bidding out
these types of projects can be advantageous to the city. That's just something to
consider. Like we had done on previous projects.
De Weerd: Any other questions for Justin, since we have him here? Okay. Thank you.
Okay. Council, any other questions?
Milam: Madam Mayor?
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De Weerd: Mrs. Milam.
Milam: I don't have any questions, but comments. I think it's a great idea. I -- I agree
with Councilman Bernt and having the trailhead is -- is something I think that is
necessary to bring awareness and to get people using the pathways more. I mean I
know that they are out there, but -- I know I can go to Tully Park and I can park there
and go back and forth on the Bud Porter Pathway, but that's about the only place that
comes to my mind that I know -- you know, there probably are other places, I just don't
think there are enough places where you could park your car and safely, you know, with
little children or something, have access to the pathway system. So, I think it's great. I
am in support.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Madam Mayor, for me there is always something cool we can do right now. I --
I love the idea and I understand the benefit of opportunity for the savings, but we have
to look at the long term opportunity costs with anything else that we have plans for
projects -- for parks that are either partially completed or under construction to be
partially completed or were -- or under construction to be partially completed, that when
we do the cool thing now because we might save, could mean delay of other projects
and their eventual completion. So, for me I like the idea, I think we should do it, but
think we should not do it right now.
Warren: Madam Mayor, if I may respond to that. It's -- and Councilman. It's kind of an
interesting Catch 22, because I do think the whole idea was catalyzed by the potential
savings, like we didn't really show up thinking let's develop a trailhead and it may not
make that much sense to do it for a while without this opportunity. So, I certainly hear
your comments. There is -- something occurred to me while Justin was answering and I
would like to say just -- just to add in, we do have an opportunity to get a pedestrian
crossing, a wide pathway standard pedestrian crossing at Five Mile Creek incorporated
with the bridge and the proposed pedestrian hybrid beacon that ACHD will install and so
at the very least I'm thinking we may need to come back to you with that request,
because I do think that's an opportunity that we would benefit from taking advantage of
now. This -- if it's your direction not to go forward, it's definitely something to keep in
mind and there are advantages of economies in scale with the -- not only both quantities
of materials, but with project engineering. You avoid the needs -- if the road has been
widened to, then, come back in and cut through the curve and the sidewalk and take
them out and put them back. So, yeah, the efficiency is exciting. There is a reality to it
as well.
De Weerd: What is the time frame for ACHD? They need to have -- I mean they know
our budget process and if Council wants to look at this with an entire picture, it would
have to go through the budget process. Does that time frame work?
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Warren: My understanding or recollection is that we would need to have something to
ACHD for probably summer. So, it's coming up. And I guess I -- I'm not sure I can
speak to that fully, since I haven't been at the city -- I'm not sure in terms of timing.
De Weerd: This Council, to be able to consider this budget enhancement, along with all
the others for 2019, would -- our budget process starts in June and the second
workshop is in July, so third week of July we should know Council's thoughts on this.
Does that work within your time frame?
Lucas: Once again Justin Lucas with the Ada County Highway District. You know, this
project is on ACHD's short list of projects we are trying to accelerate for various
reasons, one of which was a major retail center that was recently approved by the
Council and so as you know as part of that -- the timing of Ten Mile Road has become a
question of concern to make sure that we try as best we can to have Ten Mile Road
north of Ustick all the way to Chinden completed generally at the same time and that --
that's difficult when we are balancing private contractors and their process with the
ACHD process on this specific project and this project is a little more difficult with the
bridge crossing and other things that we are trying to work through. That's a long way
to get to the answer, which is we would probably want to know as soon as we can. That
being said, the city certainly wouldn't have to allocate the funds to ACHD until the
standard process next -- in 2020 when the project is actually constructed. I'm not sure
how the agreement is worded as it relates to design. Maybe there is some flexibility
where ACHD proceeds forward and the city is on a parallel course with design. So,
maybe there is some way to balance this out. So, I wish I could give you a specific day
that we needed this. I'm not the project manager for this specific project and I can't do
that today, but we can certainly get you that information.
De Weerd: Yes. If you can. You know, I guess if you can give us a time frame of what
your process is and when you're putting out the RFP and -- and that sort of thing and
maybe this is just an add on, an optional that you can -- so, I think there is a couple of
creative ways you can do it to allow this project to go through the process.
Lucas: Absolutely. And, Madam Mayor, we can do our best to work with the city and
your timing and Kim and I can talk to the project manager and try and determine the
best way to make this work, if the city is legitimately considering this and you need
some time to consider it, I think that's fair and we can work with you on that.
De Weerd: Okay.
Hood: Madam Mayor?
De Weerd: Caleb.
Hood: If I can just add to that a little bit. And Justin and Kim can maybe fall back to, but
I did find the e-mail from Dave Sarder, who is the PM at ACHD and he requests that the
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application -- so, the process is we apply for the nontransportation components. They
take it and their attorney drafts up an agreement and sends it back to us that we
consider and that's really when we are on -- officially on the hook. We sign the
application saying, yep, we are going to do this. The first step is just -- even ask them
to include this in the scope of their project and he's asked to have that done by 75
percent design, scheduled to be submitted around mid-July of 2018. So, we do have
time. It almost lines up with the budget process there and that's, again, even just to get
the cost share application to him by mid-July of 2018. So, the timing is there if direct
staff to apply and, then, we can see the terms that come back from ACHD saying if you
want us to do this here is what we expect you to do for design, here is what we expect
you to do for construction or here is what we don't want to do for you. You hire your
own contractor. So, anyway, just -- I had it at my fingertips, so I thought I would share.
De Weerd: Thank you, Caleb. Mr. Palmer.
Palmer: Madam Mayor, I would say maybe go ahead and the it together for just the
bridge aspect, but not necessarily the full build out. that way we are taking advantage
of that situation and we can decide later whether to build a parking lot and everything
else. Unless the rest of that is tiny compared to the bridge part of it.
De Weerd: I think maybe you could build your enhancement with a couple of options.
Warren: I think that's a good idea, Madam Mayor. We did get some cost information for
the bridge and I think that to widen that Bridge Dave Sarder, the project manager at
ACHD, if I just may say for the record, he's been really forthright, really welcoming,
really great to work with in terms of building pathways and pedestrian access into this
project. So, thanks to him -- I haven't spoken with him for a month or two, but I think
that the bridge for 25,000 dollars participation, approximately, we can get the ten foot
wide pathway and I think that trying to cross the creek separately up further, you know,
upstream, we would be in it for twice that at least. I can't -- we haven't costed that out,
but it is significant, that situation in particular.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: And I looked into those, because there is numerous places around the city
where if there was just a bridge across a creek we would have major connections. But
they are like six figures to be dealing with the irrigation districts and making sure that
they can have the access they want and the quality of bridge that they would require
and so if it's only 25,000 to make this work, then, we could make that happen.
De Weerd: Yeah. I think -- so, what I'm hearing is let's work with ACHD and start some
preliminary. In your budget enhancement build a, you know, option one and two and --
and, then, it can be considered through the process.
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Warren: Okay. Madam Mayor and Councilmen, as part of those options, since we are
so still preliminary, we are not really asking for a vote tonight -- I see we have some
latitude to say, okay, here is one add on or we might continue to push to look at the
project itself or the project in its entirety or components of that beyond the bridge, just to
see what that would entail. Is that -- do we have some latitude there? I don't want to go
beyond what Councilman Palmer is saying, but I would like to explore sort of --
De Weerd: Well, you have Councilman Palmer's statement. You had Councilman
Bernt's statement. So, you have two different options just right there.
Warren: Okay.
Cavener: Madam Mayor?
De Weerd: If you have a -- maybe you have a middle one now. Mr. Cavener.
Cavener: Madam Mayor. I guess a suggestion would be bring us back an
enhancement that is for a full build out, one that is just for the bridge, and if there is a
third recommendation that staff feels is appropriate, I'm one Council Member that would
be open to hearing that.
Warren: Excellent.
De Weerd: There you go. One. Two. Three.
Warren: We will get specific and we will get creative in terms of options and we will plan
to come back and discuss that in a little more detail soon. With your permission. In
June.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: It does sound like there is consensus with the -- the A, B or C option that at the
very least the option of acquiring title to real property, connecting the pathway, may be
even just greening it up at the very least, will be acceptable.
De Weerd: No. I think, you know, the property and at least the bridge and then -- now
we need the cost and how it works with all the other requests.
Warren: All right. Thank you everyone, so --
Bernt: Thanks, Kim.
G. Community Development: LimeBike Update
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De Weerd: Thank you, Kim. Okay. Item 9-G is under Community Development.
Hood: Madam Mayor, Members of the Council, March 27th LimeBike -- Megan Colford
with LimeBike was here. You received a presentation. There was actually a
demonstration out in City Hall plaza as well before that meeting. You all directed staff to
do some more research and bring back a draft agreement with LimeBike, so staff from
Parks, Community Development, and Legal have met since the last -- since the 27th. I
put together a memo dated April 5 that should be in your packet, as well as an updated
MOU between the city -- a draft MOU between the city and LimeBike. I'm not going to
read to you the memo. Hopefully, you have had a chance to look at it and you're
satisfied with the answers. There are a couple of things -- a couple of those that I do
want to dig a little bit deeper into, though. One of the questions -- the second one in the
memo was are electric assist vehicles allowed on our pathways. Do we need to amend
city code. The long and short of that is we don't have to amend city code, but it might
not be a bad idea and for a couple of reasons. The main one being that Boise late last
year and, then, Ada county right now, they actually have a hearing on this same topic
about the pathways, the greenbelt in Ada county properties -- tomorrow night they have
a public hearing on these and what their codes and policy should be in setting
standards for 20 mile an hour e -assist motor vehicles and defining motor vehicles better
-- a different classification of motor vehicle. What's allowed in the foothills versus what's
allowed maybe along the river and for classification. My point there would be we have
got some uniformity in the Treasure Valley and so you wouldn't have to dismount from
one type of a vehicle to get on someone's pathway if we had some unified system on
this that really helped to allow the same types of vehicles to traverse throughout the
various cities. So, again, we don't have to change anything, but it may not be a bad
idea for -- just for consistency of those users that may want to cross these real, but
somewhat imaginary lines between cities and the county. So, one other thing that I
found out kind of along those same lines is that line by CAZ reach out to Brook Green at
ACHD. So, they are in preliminary negotiations with ACHD. I don't know how far that's
gone, but their bike head coordinator at ACHD has been in contact with LimeBike. City
property was another one that -- that came up last week and I do want to just call your
attention to the draft service agreement in the packet. The first reference to city
property is on the first page of the agreement where we authorize LimeBike to use city
property as defined in Section 2-D and there is a couple of questions that we left track
changes on, so you can kind of see some of the thought processes here. We have
defined city property thus far as all city public parks, city operated public pathways, and
certain portions of the downtown core sidewalks, because you have that master
agreement with ACHD for the city core. But there are other city properties, too. In well
sites. Unbound was mentioned as a, you know, potential thing to -- to -- not Unbound.
I'm sorry. The coast base working place that I can't forget -- think of the name right
now. Rick was giving the update on the owner.
De Weerd: New Ventures Lab.
Hood: New Ventures. Thank you. Other places like that where we may want to call out
in this agreement as other city property that bikes -- maybe we could accommodate
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bikes on as well. So, I don't know if there is any thoughts on that or if you like the way
that city property is defined currently. Maybe I will just pause to see if there is any
comments on that one.
De Weerd: Any comments? Okay.
Hood: Just moving along, then, through the MOU real quick. Under Section Six,
operations and maintenance, this is something that I learned from some of the other
providers -- and that was one of the other requests that you had, Mayor -- I think it was
you that asked to look at other similar size cities and others that are implementing a
similar system. A recommendation was made that we have some access to unlock and
move these bikes should there be a public safety concern with a bike parked in a spot it
shouldn't be and we couldn't wait for them two hours to come and move it. A fire truck
needs to get through and there is a bike there. So, what we have included is at least
one master key and that key even could be virtual. For some of you that were out here
you saw how Megan could just unlock and lock the bike on an app. So, maybe if we
had those master privileges given to, you know, engines or, you know, whoever maybe
needs access at parks to potentially unlock and move these. Honestly, most people
could probably pick them up and move them, but this was something that, again, was
sort of a lesson learned type of a thing that, hey, it would be easier if there were an
application and you could roll it. If it's in the middle of a soccer field, picking it up and
moving it several hundred yards is -- could be problematic. So, anyways, that's -- that's
in the draft. Maybe I -- just a quick aside. I did share this with LimeBike, too, at the
same time I sent it to the clerk, so -- last Thursday I believe I got it to the clerk and
shared it with Megan, too. I haven't heard any comments on these additional changes,
but she has the same draft. So, I don't know if they are agreeable to that provision or
not, but just wanted to let you know that -- that they have that, too, so -- moving on then.
Just another -- another term called out in your -- in -- to your attention on page -- this
would be page four. I don't see page numbers on here. But Section 12. Originally it
was a three year term. At the recommendation of the Transportation Commission we
are proposing an initial two year term, but, again, just calling that to your attention that
that's one of the changes we have made since last week. And, then, the final thing I
think on the draft MOU, we filled in a blank on -- on Exhibit A. We would expect -- at
least initially right now on the draft form that they deploy and maintain a minimum of 200
bicycles in service in any calendar month. So, again, in some of the conversations with
other communities, that's right -- a lot of them were actually at 250, but for Meridian we
seem that 200 seemed to be a good -- at a minimum a good starting point. They may
want to do more, but 200 seemed appropriate for our community at this time. Just
maybe quickly just to summarize some of the other tidbits that I found in -- in either
doing online research or talking or e-mail communications with other communities.
Again, on the second page of the memo you can read some of that where it talked
about how many bikes in deployment -- initial deployment and master keys. They
recommended a survey -- at least one community recommended do a survey before
implementing the program to kind of see what the communities needs were and maybe
where or where they wouldn't ride them to make some investment in that and also to
educate and kind of get the word out before deployment that here is what's going on,
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but just to survey the public. A bike pathway map. I think that was even actually talked
about maybe a couple weeks ago here, but integration within their software in the app to
show where bike routes are and we have some of that information from ACRD, as well
as MDC developed kind of a downtown map that can be put into GIS and shared there,
so they would -- they would recommend doing that as well. Developing a web page.
Considering solutions and accessibility for individuals who do not bank or have smart
phone resources. I thought that was an interesting one. So, I don't know that we need
to fully -- but that makes some sense. I mean not everybody carries a smartphone or
has a bank account, so how do we -- how do they provide access to those folks that
maybe want to use this service, but don't have those capabilities. So, we don't have
any of that in the agreement right now, but just, again, some things that were -- that I
heard that were maybe recommended that we didn't end up rolling into the draft MOU.
Just some final thoughts on some of them. Actually, quite a few require annual permits
and/or becoming, you know, an annual renewal of a license -- business license within
the city and I listed there that -- if you did a quick search you could find -- find some of
this. In fact, I had a couple of the stories e-mailed to me about safety and clutter.
Those tended to be more in larger metro areas where there is, you know, not only
maybe five hundred to a thousand LimeBikes, but you have two or three other providers
and so now you have got hundreds and even thousands of bikes and they tend to
congregate in certain areas and, then, they are just everywhere. Again, I don't envision
that being a problem in Meridian, at least not in the next one to three years. This kind of
pilot term that we are looking at here. Safety. For some of you it's unfortunate, but we
even had an incident out here during the demonstration. There is a user -- end user
agreement that one is required to sign. We talked about helmets a little bit, but that is
not on us or them to really implement necessarily, but people tend to take more risks on
these when it's not their bike, if they are not as mindful of being, you know -- and not to
say they aren't obeying traffic laws, but we see some people that are speeding and just
otherwise disobeying traffic laws or make -- not making good decisions when trying to
maneuver in and out of traffic. So, again, those things aren't listed here, but there are
some lessons learned, horror stories from other major -- major metros like Dallas, San
Diego, DC, Seattle. I did talk to Aurora, Colorado. They actually had an article in one
of the planning magazines that I subscribe to. Got a hold of them. It's still in its infancy;
right? I mean they are a start up, so not a lot of benchmarking going on, but they seem
to be pretty happy with the results thus far, although it's less than six months old in their
community. Tempe. And, then, Reno -Sparks actually did an RFP for these services
and they did it through their metro areas. So, they had kind of with -- with different
jurisdictions there they sent out one RFP to be the bike share provider. So, I had talked
to the city of Boise in kind of developing some of this information. So, anyways, with
that being said, again, thanks to legal staff. I don't know if -- yeah, Ken and Mike, Steve
Siddoway, were all kind of part of that in the last couple of weeks just compiling
information and putting together both portions of the memo and the updated MOU. So,
with that I will stand for any questions you may have.
De Weerd: Thank you, Caleb. Council, any questions?
Palmer: Madam Mayor?
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De Weerd: Mr. Palmer.
Palmer: Madam Mayor and Caleb. On the -- just a couple points. One with the master
key. I think if it's -- if it's something that they either already have the capability of or are
willing to readily provide that, then, sure, include that. But I think when it comes to the
-- you know, saying initially you have to do 200 bikes, they -- you know, they wouldn't be
required to even have this MOU to operate within the city and so I think that it's
advantageous on both parties' part to have this document to be able to define what
happens in certain given situations, but I think that that should stop when it comes to
telling them how they are going to do their business, just kind of having a -- in this
scenario this is how we are going to deal with it -- to the rest of it as -- as it's there, but I
don't want to put requirements on their level of service.
Hood: So, Madam Mayor, just a little bit on that. That is what she proposed to you all a
couple weeks ago. They have -- this isn't our template, this is theirs, and they are
willing to do that and that's why we kind of even scaled it back a little bit to say 200,
which is even less than what you said, but it's something that -- so, we are not really
trying -- we are just trying to sort of hold them -- to your point, though, they -- they
probably don't even need this. They could probably operate -- since we don't have any
business licensing in the city we don't really have any requirements for this, but, again,
trying to be consistent with the presentation and documenting that and I think they are
doing it to show good faith, you know, that -- that they are willing to be held to some
standards -- some performance standards. So, we can take it out, but that was
something that, again, I don't think it's a surprise and they are expecting it. In fact, they
proposed it to us, so --
De Weerd: And I guess it -- because some of that will impact public -- public land and
how -- how that interaction should happen is -- is why they have some kind of
agreement is -- and we will be enforcing it, whatever it is. If you have these bikes all
over and they show up on people's property without permission, it is good to have an
agreement of this is how we will approach certain things.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: I love contracts. Agreements are always helpful. Outlining the terms. I think
that the Exhibit A -- the changes you made are great. I think the exhibit -- standards
that they are willing to report back are great. I wouldn't obligate the city to incur any
time or expense to do a survey or an app or a website or really anything at this early
stage, other than this agreement and let them implement their business model and we
get data back and see what works and what doesn't before we commit to investing any
staff time once it's up and running.
Cavener: Madam Mayor?
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De Weerd: Mr. Cavener.
Cavener: Caleb, just a couple of questions. The memo, which I appreciate, speaks
mostly to the -- the assists of the scooters. There is not a lot of discussion about the
traditional bike that they offer and one of my concerns I had in the transportation
commission and even I think here at Council is what happens if somebody abandons
one of these bikes someplace and is it the intention -- because I don't see it laid out in
the -- in the MOU that the city would, then, after three days or five days or ten days,
then, take that bike and locate it someplace else or -- how are we going to, essentially,
address when these bikes are maybe abandoned at some location for a predetermined
amount of time. And, then, my second question was related to the city's ability to
terminate the contract. Again, I'm not an expert on these the way Council Member
Borton is, but I didn't see a mechanism where if this doesn't work for the city and it's not
something our citizens support, is there a way for us to terminate the contract before
that two year period without it being mutually agreed upon? I did see that. I saw 60
days from them.
Borton: Yeah. Madam Mayor, just to work backwards there. So, termination under
Section 13 is laid out there. So, they give us 180 days, we give them 60 days for any or
no reason. So, again, it's pretty favorable. I'm not the attorney, so if Mr. Nary wants to
jump in at any point, but it looks like it's pretty favorable to us. I was trying to find it, but
I -- I don't know that it speaks to abandoned, but inoperable bicycles. We do notify them
and if they don't respond within a certain amount of time -- that's kind of how it's
addressed, again, in that emergency section, operations and maintenance section six, if
a LimeBike fails to respond within a 24 hour period under the nonemergency conditions
set forth in this paragraph, city reserves the right to charge an administrative fee to
basically move -- move the -- impound it, if you will, or otherwise confiscated it, to get
the -- to get the bike back, so -- or -- yeah. To move the bike.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: I think the tail end of the table on the exhibit is their obligation, the response
time, action for improperly parked bikes, does that also at least address their
commitment to fully be responsible once they are notified there is a problem. I don't see
it working in --
De Weerd: Okay. Any -- any further comments? Thank you. So, direction from
Council.
Palmer: Bring it back.
De Weerd: Bring back an agreement.
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Hood: So, Madam Mayor, as I mentioned previously, I shared this with LimeBike. Do
you want me to just share when I hear back from them on any changes and then -- you
know, is that the next step or do we want to -- this wasn't presented to them as a true
proposal, again, it's still in working form, but it's sort of in their court unless you have
other things you want to change and I can send an updated version and say here is the
next draft, let me know officially what you think. So, that's kind of what I already did.
De Weerd: I think you got the comments on what you presented and, yeah, it got in
front of them and if they agree, get it on an agenda.
Hood: Thank you.
H. Legal: RFP Committee Members for Main and Broadway
Project
De Weerd: 9-H. Council, I sent out an e-mail giving you some kind of an overview of
the members proposed for the RFP process and kind of the tasks that will be asked to
-- to focus on and the one person that I had not been able to get a hold of I have talked
with him and he is hoping to be on one of the submittal teams and so one of the citizen
names was Julia Jones. I do have a message into her. She is on the Downtown
Business Association, as well as has a cabinet shop on Bower. So, I would open for
any questions. And if Mr. Nary has anything to add.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: Is the recommendation for the two citizens Brad Hoaglun and Julie Jones?
De Weerd: Yes. If there is no discussion, I would like to have this by motion to adopt
and, then, tomorrow MDC has it on their agenda as well.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: At the request I move that we adopt the RFP committee members as -- as
amended, as well as their proposed tax -- or, excuse me, tasks and those names and
tasks be submitted to MDC.
Palmer: Second.
De Weerd: Okay. I have a motion and a second. Any discussion? Mr. Clerk, will you
call roll.
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Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea;
Bernt, yea.
De Weerd: All ayes. Motion carried. Thank you.
MOTION CARRIED: ALL AYES.
I. Council: Bower Street Facility Discussion along with Parking
Needs of the City
De Weerd: This next item on the Bower Street facility, Council, when we last talked
about this we talked about the need for parking and -- and it's been further elevated with
a new division being planned and additional cars to be parked. So, you will see the
costs associated with that as part of that budget amendment with the building division
and their inspections, but at this point we would like to move forward in looking at the
least expensive improvement for our fleet vehicles to be parked at this facility and this
would be a short-term in lieu of a longer -- a longer term proposal that we are starting to
discuss at this time. City Hall has around 150 employees. We will add an additional 15
to 20 with the new division. I just -- we need fleet parking at this point and we will have
a longer term recommendation a lit bit further down the road. So, the estimated cost to
clean -- clean up the Bower property and in that it's clean up of the gravel yard area.
Scrap clean, remove weeds and remove briars -- what are briars?
Bernt: Briar patch.
De Weerd: Those are thorny things; right? Actually, it's kind of a fence, but we will
clean that up along the southern perimeter. Sweep out the old blacktop area between
the north and south buildings. Repair the perimeter with cyclone fencing on the west
side and needs posts and possibly a chain link fence. Tear down the old garden shed
and remove -- because it's a -- it's a hazard. So, there is just some -- some minor stuff
that needs to go on to just clean that up and we are working now with the different
departments and directors how to get the fleet -- those fleet vehicles that are not
assigned to a specific person, how that mechanics -- the mechanics of that is going to
work. So, we have a lot of discussions going on. But we need to start the work to gain
the additional parking. It's needed today.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: A couple questions for you. Are there any vehicles that get parked here that
are just here because there is parking here or that could be elsewhere if there was
parking elsewhere?
De Weerd: No. We did this a while ago and Public Works is a great example. Those
inspectors that have a vehicle that they use during the day, they park that on the city --
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on city property nearest to their home. So, it's not on City Hall property, so they don't
have two cars here. So, they don't have their fleet vehicle and their personal car. So,
we have already gained additional parking with that process. So, that's a long way
around of answering your question.
Palmer: So, Madam Mayor, there is -- there is no cars that are parked here that people
-- that are used by people who don't actively use this building?
De Weerd: I can't say that for certain and there are some that don't have a specific
person assigned to the vehicle, they have a department assigned, or two or three
people use that same vehicle. So, that vehicle is assigned to a department, not a
person.
Palmer: Madam Mayor, follow up. Do we have any data on our average available
spots in our parking lot out front throughout a day?
De Weerd: We do have -- we are trying to remove the motor pool cars out from the
front parking lot. We would like to make that public parking and not have city vehicles
or employees park there and leave that for our citizens.
Palmer: Madam Mayor, the question is -- I guess do we ever -- is there always parking
available out there or do we -- with the exceptions of, you know, major events, do we on
a regular basis run out of space in the front versus --
De Weerd: That varies -- and I hate saying that, because we just went through training
and we are not supposed to say that. I wanted to say it depends. Right now it's tax
season and AARP is consuming all of our parking. Soon we are going to have early
voting. Early voting can consume all of our parking. There seems to be enough uses of
City Hall and events of City Hall that that front parking lot could be full a good portion of
the time, but I can't give you exact. Additional questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: I guess maybe some clarification on what you're hoping from Council tonight
would be helpful to me to -- to questions I may have.
De Weerd: Well, this was asked to be brought back this week, so I'm just giving you an
update.
Borton: Madam Mayor? I can answer that --
De Weerd: Mr. Borton.
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Borton: -- that question. I understood what brought this up was just kind of the fork in
the road. Is this city property something that's necessary for -- to retain for some
particular use now or in the immediate future. The extent of that use may vary and
there is a lot of work that might go into how intensive this use would be for fleet parking
or whatnot. That's not -- I guess as I understood it, that's not the discussion for today. I
don't really have any of that data necessarily to decide and thumb up or thumb down the
extent of the use, but what would appear at least clear to me is that preliminary fork in
the road is this an asset that should be retained by the city? It's going to be needed to
some extent. The extent is a future determination, maybe part of a budget discussion,
but I would pick a path that says keep this property for now. I think that's all that today
is.
De Weerd: Well, I would beg to differ. We have a parking crunch right now. In fact, we
have more people and cars than we have parking spots and so our employees right
now are parking in the MDC public parking areas, because we can't park them. Unless
I want to authorize use of our front parking lot, which is public parking, for our
employees. So, when I talked last week or the week before, whenever we discussed
this, we did say that in looking at disposing of this property there -- there is a use and
there is a need and that need is for parking for City Hall. Councilman Cavener said
what is the long-term plan and that is discussions surrounding what is the long-term
plan, but for now we need a short-term plan and that's why we are looking at moving
fleet vehicles to that parking lot and needing to make it secure, safe, with safety lighting
and the estimated cost right now is between 17 and 20 thousand dollars to do the
needed, on -the -cheap, but safe for those that will be using that parking lot.
Borton: Madam Mayor, I don't necessarily agree or disagree, I just -- none of the data is
in front of us today, so if we are to get past the first step and say, yes, we all agree we
should keep it, I think we can get there today. If you want us now to say what we
should do with it and what money should be spent and how -- we will get in the weeds
and -- we just don't have any of the details to do that today. And once we get past the
first step of, yes, it's going to be retained to use in some way -- and as you describe
might be the way it's improved -- if we try to do that today we might get lost in the
weeds, just because we don't have any of the data that you're talking about to help us
all discuss it intelligently.
Palmer: Madam Mayor?
Borton: That is my guess.
De Weerd: Mr. Palmer.
Palmer: And I'm fine with you not having an ask, other than the asking to keep it,
because I just want it on the agenda, so -- I have been asking for it and I appreciate it,
you know, being here as I am the discussion, because my -- I have been wanting to sell
it, because I haven't seen a need for it. It's just kind of sitting there rotting. So, if the --
the need for parking is realistic and imminent, then, yeah, we need to make sure we
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April 10, 2018
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have got the data and, then, have that conversation at the appropriate time, hopefully in
the next few months, as opposed to we will look at it again in a year, we know we might
need some parking down on the road. I don't want to hold onto it because there might
be some cool thing that somebody -- we want to give it to them for, whether it would be
a children's museum or something else. If it's because the city has a realistic and
imminent need for something with its proximity to City Hall, so be it. Let's hold on to it
and let's discuss it again in the very, very near future. But if it's to hold onto it because
something else might happen, then, we need to sell it.
De Weerd: And I shared some preliminary information with Councilman Borton. We
need an imminent solution to a parking crunch today and if -- if I can have Dale bring
something back next week, we can get something out to you this week for you all to
absorb and to chew on and -- but we do have an imminent need and it's fueled by the
urgency for, one, to park the people we have today and, two, in light of the needs that
we have with the new division coming online. Okay?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Can that be shared with us? I was under the impression at least at one point
that we were going to be shared a parking analysis, the amount of spaces that we have
available versus the -- I guess the amount of parking permits that we have allocated to
employees? Unless I missed that, I haven't seen that yet.
De Weerd: Yeah. All that is compiled and ready to be shared. It was just continued to
this week and so we want to know what all you need and Dale will bring it back next
week, so we can get moving forward.
Bernt: Madam Mayor?
De Weerd: Because he has been tasked for it. Yes.
Bernt: I would be in agreement with Councilman Cavener in regards to basic just
information needed, you know, how many parking stalls we have now, how many cars
are going to be needed in this new division fleet, how many cars -- how many
employees have to walk, you know, more than they should if we had enough parking
spaces here, where the shortages are and how many spaces are going to be made over
there to accommodate if we, you know, need those species. So, just some pretty basic
information is really what I would like to see.
De Weerd: Thank you. I think that Crystal now has the information from Fire and Public
Works on the fleet vehicles and what are assigned and not. So, we can bring those
numbers back. Okay. Very good.
Meridian City Council
April 10, 2018
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J. Council: Commission and Board Updates
De Weerd: Council updates. Mr. Palmer, do you want to start?
Palmer: Madam Mayor. So, the board that I get to participate in, the Rural Fire District,
there is an opening on the district -- or on the board. Commissioner Bowman has
moved to the other side of town, outside of -- outside the district or at least outside of his
section of it, so they are putting out a request for people to apply for that and they got a
pretty good plan to be able to fill it hopefully pretty soon. Otherwise, everything is fine
and dandy and they are happy with everything and they just want to just keep writing
checks and enjoying our monthly meeting.
De Weerd: Okay. Mr. Borton.
Borton: Madam Mayor, I'm your back up on a lot of these things and I don't get a lot of
back up time, so I don't have much of a report really. You have been covering the
COMPASS and emergency management. I covered it last time. They haven't met
since I don't believe. We haven't covered it. And I think the Allumbaugh House was --
believe it was canceled --
De Weerd: Uh-huh.
Borton: -- as well. So, I'm striking out.
Little Roberts: Well, Madam Mayor, you saw what the historic preservation committee --
commission brought forth with the mural and we didn't have a quorum to the last
meeting, so it was just kind of a bit of an open discussion off record and, then, more
discussion on the mural and with the Air Quality Board they are more than 90 days
behind in the software implementation, so we have moved the meeting to next Monday,
because the Treasure Valley Leadership Conference conflicted with the meeting and
feeling like this is pretty critical that we are that far behind in a software and have asked
for a deep dive with a timeline as to what the scope work was, what was the timeline
with the scope of the work and why has it not been done, because it's impacting our
service people out there, making sure that their air quality -- we have never had this
many tests that are running behind. So, hopefully, after next Monday I will have a much
better updated why things are so far behind.
De Weerd: Thank you. Mr. Cavener.
Cavener: Thank you, Madam Mayor. At VRT's executive board meeting last month we
adopted and approved Valley Connect 2.0 plan. I guess their recommendation to the
general, who approved that in the general meeting later on that afternoon. Kind of dove
tailing on some of our conversations that our council has been having about LimeBike
has I think opened a lot of dialogue among other municipalities and jurisdictions about
implementing something similar in their area of impact and in areas that aren't being
served by the Boise Green Bike. So, I think that while some of the direction that we
Meridian City Council
April 10, 2018
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provided tonight -- I think other municipalities will look to our direction. Appreciate
having some good conversations with leaders in both Ada and Canyon county about our
process and what we have looked to do and I think that many of them will be looking to
our agreement to implement something like that in their municipalities in the weeks and
months to come.
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Milam: Madam Mayor. We heard from the arts commission today on the mural. That's
the excitement. And the SWAC is still all about recycling and we will hear from them I
think next week. HR is working on their all employee benefit pay study, including one
for Fire and for the Police STEP program, and they are getting ready -- getting the
employee engagement survey ready and that will be implemented in the -- sent out in
the next couple of months and they are working on getting the all employee event for
September organized at a venue to be determined. So, the date kind of just depends
on the venue and what's available. And Legal doesn't have anything that you need me
to tell you. You know when you have -- your departments are HR and Legal, there is
not a whole lot you can say or know. That's about it.
De Weerd: Mr. Bernt.
Bernt: Thank you, Mayor. Some things that the Parks Department is working on -- this
Friday is Arbor Day. There is an Arbor Day ceremony that's going to happen Friday.
will actually be there to represent -- are you going to be there, Mayor? Okay. So, I will
be representing Council and Mayor. So, it will be great. Also coming up on the 2nd --
before our next workshop is the Kleiner Memorial Plaza -- yeah, that's Wednesday, May
2nd at 4:00 p.m. MYAC will be there as the sponsors of the participatory budget project.
Also I had an opportunity to visit the Home Court with Steve Siddoway and Garrett and
we looked at some of the improvements that they are talking about that were discussed
in Garrett's presentation a while back and they are working on some different things and
maybe some feedback I gave them when I was there that Council might be interested
in. Also my first meeting with the golf course -- I'm in charge of the golf course, so that's
going to be a big deal I think. That's going to be the beginning of next month and I'm
excited for that. I haven't had a meeting with those folks yet, so I'm excited for that and
I will return a report.
De Weerd: Very good. MADC, the Meridian Anti -Drug Coalition, is electing and
renewing executive committee members this month and they are starting their annual
assessment. The -- COMPASS is going to be reviewing work conducted by the federal
highway and federal transit administration on May 23rd and 24th and those results will
be reviewed by the COMPASS board in August. MDC. We have tomorrow they will be
getting an update on Opportunity Zone here in the downtown from Brenda and I have
an RFP discussion, as well as the Zamzows Art. Harvest Transit. I told you last -- last
month about their popularity and you will be seeing a proposed enhancement for a third
bus that I talked with Councilman Borton about and so you will see that coming up.
AIC's spring district meetings are April 26th at the Nampa Civic Center and the Treasure
Meridian City Council
April 10, 2018
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Valley Partnership had a strategic planning retreat and is focused on economic
development for the next several months. And MIC is -- has elections coming up in two
weeks and they have established a larger committee to do the follow up they promised
you on the participatory budgeting to bring back up a larger scale plan. And our Faith
Ambassadors, we have one of them retiring and so they have been participating in
helping him celebrate his retirement. With that we have nothing else to report.
Anything further on those -- in these updates?
Item 10: Future Meeting Topics
De Weerd: Just a heads up on the prayer breakfast on Thursday at 6:30 a.m. My
favorite start to the day. That's going to be at Meridian Senior Center and there is a
community open house for the Eagle Road project, Victory to Amity. I saw there are
two different designs that they are seeking public comment on. That is April 16th, 5:30
to 7:00 at Sienna Elementary. So, I believe that all of you got an invitation to that in
your boxes. So, if there's nothing further I would entertain a motion --
Cavener: Madam Mayor?
De Weerd: Yes.
Cavener: Just for Item No. 10, Future Meeting Topics --
De Weerd: Yes.
Cavener: -- either for a future meeting topic or perhaps this could be addressed with
you and Council President Borton. I have grown a little discouraged over the increasing
amount of the items that are on our agenda through the NovusAgenda, so we can
typically link through to see what we are going to be having our meeting presentation
about, finding those empty without any information and it's my feelings that if something
is going to be on our agenda that staff can prepare a brief memo so that we have a
better understanding as to what we are going to be asked to discuss or consider in that
particular meeting and as we see more and more departments leaving that blank it
makes it I think more challenging for me as a Council Member to prepare for the
meeting. I think it also results in additional questions that maybe could be very simply
answered in a brief executive summary. So, either a future meeting topic to discuss this
as a Council or perhaps that's something that you and Council Member Borton can talk
about first or collectively.
De Weerd: And we certainly can. I think some things are updates and they are
gathering data clear up to the -- your update and it's -- it's an information only thing. So,
they are not asking for any decisions. But certainly Councilman Borton and I can have
a discussion about that.
Item 11: Executive Session
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April 10, 2018
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A. Per Idaho State Code 74-206(1)(b): To consider the evaluation,
dismissal or disciplining of, or to hear complaints or charges
brought against, a public officer, employee, staff member or
individual agent; 74-206(1)(c): To acquire an interest in real
property which is not owned by a public agency; 74-206(1)(d):
To consider records that are exempt from disclosure as
provided in Chapter 1, Title 74, Idaho Code; 74-206(1)(f): To
communicate with legal counsel for the public agency to
discuss the legal ramifications of and legal options for
pending litigation, or controversies not yet being
litigated but imminently likely to be litigated and 74-206(1)0):
To consider labor contract matters authorized under section 67-
2345A [74-206A](1)(a) and (b), Idaho Code.
De Weerd: Okay. With that said, do I have a motion to adjourn into Executive Session?
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: I would move we go into Executive Session pursuant to 74-206 -- all of them
just about. 1(b)(c)(d)(f) --
De Weerd: (g).
Borton: -- (a) -- (a) and (b).
Cavener: Second.
De Weerd: Do you know what you just seconded?
Cavener: I do know what I just --
De Weerd: Okay. Mr. Clerk, will you call roll.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea;
Bernt, yea.
A1509to] L[OY-11VVI:193W_1IW_\'t�II
EXECUTIVE SESSION: (6:59 p.m. to 9:03 p.m.)
De Weerd: I would entertain a motion to come out of Executive Session.
Milam: So moved.
Meridian City Council
April 10, 2018
Page 72 of 72
Little Roberts: Second.
De Weerd: All those in favor say aye. All ayes.
MOTION CARRIED: ALL AYES.
De Weerd: Do I have a motion to adjourn?
Milam: So moved.
Little Roberts: Second.
De Weerd: All those in favor?
MOTION CARRIED: ALL AYES.
MEETING ADJOURNED AT 9:03 P.M.
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