HomeMy WebLinkAbout2018-07-10Meridian City Council - Workshop July 10,
2018.
A Meeting of the Meridian City Council was called to order at 3:00 p.m., Tuesday, July
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.
Also present: C.Jay Coles, Bill Nary, Cameron Ariel, Caleb Hood, Warren Stewart,
Chris Pope, David Miles, Jamie Leslie, Mark Niemeyer, Mike Barton and Dean Willis.
Item 1: Roll -call Attendance:
Roll call.
X Anne Little Roberts X Joe Borton
X Ty Palmer X Treg Bernt
_X Genesis Milam _X Lucas Cavener
X Mayor Tammy de Weerd
De Weerd: I will go ahead and start tonight's -- today's workshop. For the record it is
Tuesday, July 10th. It's 3:00 o'clock. We will start with roll call attendance.
Item 2: Pledge of Allegiance
De Weerd: Item 2 is our Pledge of Allegiance. If you will all rise and join us in the
pledge to our flag.
(Pledge of Allegiance recited.)
Item 3: Adoption of Agenda
De Weerd: Item 3 is adoption of the agenda.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: There are no proposed changes, so I would move that we adopt the agenda as
published.
Cavener: Second.
De Weerd: I have a motion and a second to adopt the agenda as published. All those
in favor say aye.
Meridian City Council Workshop
July 10, 2018
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MOTION CARRIED: ALLAYES.
Item 4: Consent Agenda [Action Item]
Meeting
Meeting
A. Approve Minutes of June 12, 2018 City Council Workshop
Meeting
B. Approve Minutes of June 13, 2018 City Council Budget
Workshop Meeting
C. Approve Minutes of June 19, 2018 City Council Regular
D. Approve Minutes of June 26, 2018 City Council Regular
E. The Cottages Water Main Easement
F. Howry Lane Subdivision No. 3 Sanitary Sewer Easement
G. Stetson Estates Subdivision No. 2 Sewer Easement #1
H. Stetson Estates Subdivision No. 2 Sewer Main Easement #2
I. Ten Mile Creek Apartments Sanitary Sewer and Water Main
Easement
J. Stetson Estates Subdivision No. 2 Temporary Construction
Easement
K. Hastings Subdivision No. 3 Partial Release of Sewer and Water
Main Easement
L. Castlebridge Subdivision Water Main Easement #1
M . Castlebridge Subdivision Water Main Easement #2
N. Wells Subdivision Sanitary Sewer Easement
O. South Meridian Regional Park Lake Hazel Rd. - ACHD
Permanent Sidewalk Easement
P. Intergovernmental Memorandum of Understanding with City of
Aberdeen for Use of Meridian Police Department Canine
Holding, Facility
Q. Final Order for Bainbridge No. 8 (H-2018-0053) by Brighton
Meridian City Council Workshop
July 10, 2018
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M1
Farms
Located
Investments, LCC Located west of N. Ten Mile Rd. and south of
W. Lost Rapids Dr.
R. Final Order for Seyam East (H-2018-0055) by Volante
Investments, LLLP Located on the north side of E . Franklin
midway between N. Eagle Rd. and N. Cloverdale Rd.
S. Final Order for Timberline Subdivision No. 1 (H-2018-0056) by
Bailey Investments, LLC Located at 655 and 735 W. Victory Rd.
T. Findings of Fact, Conclusion of Law for Denial of Entrata
H-2018-0032) by James Doolin, FIG Village at Parkside,
at 3880 and 3882 W Franklin Rd.
U. Findings of Fact, Conclusions of Law - Revised for Fast Eddy's
H-2018-0006) by ALC Architecture, Located at 3775 N. Eagle
Road
V. Second Addendum to Development Agreement for Paramount
Subdivision (H-2018-0038) by Brighton Development, Inc.,
Located at 5100 N. Dyver Ave.
W. Approval of Award of Bid and Agreement to Sonntag
Recreation, LLC for the "Design, Supply & Installation of
Discovery Park Playground" project for a Not -To -Exceed
amount of $547,825.84.
X. AP Invoices for Payment 7/3/18 - $553,572.16
Y. AP Invoices for Payment 7/11/18 - $650,472.14
De Weerd: Item 4 is our Consent Agenda.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: No change here as well. I would move to adopt the Consent Agenda as
published and for the Mayor to sign and the Clerk to attest.
Cavener: Second.
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July 10, 2018
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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: ALLAYES.
Item 5: Items Moved From the Consent Agenda [Action Item]
De Weerd: There were no items moved from the Consent Agenda.
Item 6: Community Items/Presentations
A. New Ventures Lab Quarterly Report
De Weerd: So we will move to Item 6-A, which is our quarterly report from Mr. Ritter.
Cavener: Madam Mayor?
De Weerd: Yes, Mr. Cavener.
Cavener: Rick, would you mind -- Madam Mayor, if I could just take a quick minute, I
just wanted to provide some clarification from a meeting two weeks ago before we get
into our meeting with everybody here.
De Weerd: Okay.
Cavener: If I could have that privilege for a couple minutes?
De Weerd: You bet.
Cavener: Thanks. Madam Mayor, Members of the Council, two weeks ago during our
discussion about WARD and the swimming pool and the parks and the city's
involvement I became very spirited in my compelling logic about some -- what I think are
some of the best decisions for our city. During that time I insinuated that our parks
director was opposed to those plans and opposed to the city taking over the swimming
pool and that was an incredibly incorrect and inappropriate statement for me to make
and I thought it was important, with everybody here, that we clear that on the record,
that at no point has -- has Mr. Siddoway ever said I'm opposed to anything that the
Council wants to do. I know Steve is not in the room. I had an opportunity to connect
with him personally to apologize, but I also wanted to apologize to this body and to our
citizens. We have incredible citizens and directors who work really, really hard every
day to do what they think is best for our community and for our city and I deeply
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apologize and regret the comments that I made that was counter to that. So, before we
got to our meeting I just wanted to get that addressed as the first time we have had a
chance to meet as a body since then. Madam Mayor, thank you for giving me a couple
moments just to provide that clarity and we can continue on with the meeting.
De Weerd: Thank you, Mr. Cavener. Mr. Ritter. 6-A, an update from New Ventures
Lab. Thank you for joining us.
Ritter: You're entirely welcome. Madam Mayor, Council Members, you should have --
right, C.Jay? This report in front of you. I actually got it in on time, so you should have
gotten a copy of it. Right? Okay. Things have been good and they have been
extremely busy, particularly this last month. I'm happy to report that we are up two
companies and that's the good side. The bad side is we are now at -- and actually
slightly exceeding capacity. So, we are as full as we are going to get. In fact, I took one
of the conference rooms out of service and turned it back into an office and that was full
and so now we are down to two conference rooms and the big meeting room and I have
already had some -- a little bit of push back, because I'm down to two conference
rooms, not three, and there is a lot of business in the conference rooms. So, we are at
13 and unless somebody graduates or leaves, we are where we are with offices for
companies per se. You can see I have included on there those that are employed on
premises and, then, the contractors, domestic and foreign, for each of the companies
that are listed. On the open space you can see that we have gained -- we are up three
from where we were last quarter and I suspicion that's probably about where we are
going to get to primarily because that side of the building is also the headquarters for
the Treasure Valley Children's Theater and as you can imagine with all of the
productions and things that they have got going on, they tend to sort of overwhelm that
side a little bit, so we are probably as -- as full as we are going to get on that side. So,
we are -- we are pretty close being topped out on that. As for the update, on page two
you will see that we had one company that left, primarily due to the company was -- that
I reported in January -- so the last quarterly -- last quarterly report. One of the folks that
was in the open space, Vis Bratt, became employee number one for Respiratory
Ventures and they are maintaining their membership in the open space until their office
space is opened up in downtown. They are taking over a big chunk of the old Valley U
space in BoDo and it looks like we are going to have them for another week. They got
keys to the office, but they got no furniture, so they will be operating at our place for
another couple of weeks. The other thing I think of note is one of the companies that's
been in the open space now for about five months is now preparing to raise money in
Seattle and their goal has been from the beginning that if and when they raised money
that they would open an operation center someplace in the Treasure Valley, because
they think it's too expensive to run the kind of operation they need to run in Seattle, so I
will keep you posted on that one and, then, we should hear the next couple of weeks
about whether or not they have started fund raising and how much they are going to --
they intend to raise. So, you may see some -- a little bit of a spin-off from that. I do
have a -- continue to have a waiting list, so I have got three -- now four companies as of
yesterday that are on the waiting list and I have said all of them -- we have tried to find
office space, reasonable -- what I consider reasonable office space in downtown
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Meridian. We haven't been able to find it and so they know that they are on a waiting
list and they know that, you know, I don't see anybody leaving and the group that we
have got for at least four months, so they are -- they said keep us on the list and keep
us informed. So, that's -- so, we are back to that. Events and meetings. We are up a
little bit from the previous quarter by about ten meetings and, again, you can see the
people that are -- that are taking up most of the event and meeting space are listed
there. I expect that to be even a little busier, because we have got some things with
Treasure Valley Children's Theater and a couple of other groups that will -- the Project
Management Institute will do a three day training and, then, the quarterly meeting and
so I expect those numbers to go up even in July and August. And, then, the last portion
is are the financials -- and you can see that were -- revenue is up slightly. Expenses are
up even less and we are actually making slightly more money and, again, I think we are
probably about maxed out in terms of what that building can produce in revenue without
significant increases in charging people for meetings. And I stand for questions.
De Weerd: Awesome. Thank you, Rick. Council, any questions?
Ritter: None?
Borton: Sure.
De Weerd: Mr. Borton.
Ritter: Come on.
Borton: I'm going to ask you something.
Ritter: Okay.
Borton: So -- a couple things. Is there anything that the city can do that maybe we are
not doing to facilitate either the hand off of those that are looking for space, but you
can't provide it, or are outgrowing your space to the area brokers, not only in our
downtown, but throughout Meridian, that ideally they would be here and can learn from
you that you have got these types of individuals that might need small offices, the
primes and the leads and whatnot, to help you help them.
Ritter: Councilman Borton, I'm not sure there is anything the Council can do. I keep in
pretty close touch with everybody that I know that's some kind of real estate person in
downtown Meridian. In fact, we used Ron Ramsa to find Aspiratory Venture space in
downtown Boise.
Borton: Okay.
Ritter: So, other than if you hear of something -- you know somebody who is in that
business and they -- they get wind of something that's coming up, advanced notice
before it goes on the market is always good, because that gives us a chance to get in
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and -- and most -- most of the -- particularly the commercial real estate guys I'm talking
to at least monthly, trying to keep track of what's going on and, then, I'm regularly on
LoopNet trying to make sure what's open and what's not open and -- and the big issues
were just struggling with what's in downtown. I'd love to keep everything in downtown,
but where is the next question.
Borton: Sure.
Ritter: I would add to that. One of the interesting things that I think you will see happen
in the next six months is the folks that are at Aspiratory Ventures, even though they
have taken space and BoDo downtown, their intent, as they spin out those businesses,
is to spin them into Meridian. The guy who Jonathan Aspitar, who is from California,
who put this together, wants those -- the companies to be in Meridian, even though his
office is in downtown Boise, and, again, we are going to bump into the problem of --
they are working on one currently. They will start work on two more the end of the
month. You know, no telling how long it takes for them to get to a place where they
need to be, you know, out on their own in their space, but it's just sort of a forewarning
that that's coming and we need to be thinking about what are we going to do. So, that's
-- I think that gets further complicated by that and, then, we have got sort of the same
thing. In fact, the person I put in the conference room is one of those companies that
comes from Empathy Ventures, you know, and we talked about that earlier and that's
his first company, but he's basically shifted from California back to here, because of the
least -- the least cost in terms of -- he figures he can get about twice as much run --
runway time by sending those companies here and spending the same amount of
money as he does in California and so I would expect -- I haven't talked to him to know
that he's got another one in the wings, but I would expect that we are going to get
another one from that one before we get too far, too.
Borton: Okay.
Ritter: So, this problem is not going away I guess is my point. So, anytime you hear of
space let me know. If brokers have got space let me know. In fact, I have been
keeping an eye on this building down on Pine waiting for them to do something with that
one, because when we -- you know, once they -- I think they are -- they are done tearing
the inside out, it looks like they are putting it back in, there -- we will be after that one
before too long.
Borton: Okay.
Ritter: Other questions?
Borton: Madam Mayor? The one that I -- the thought that came to mind that's not
necessarily a broker, but as this space at times is James, just up the street, has those
individual kind of incubator office opportunities.
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Fitter: Oh. Yeah. I have not talked to individual current owners. Mostly it's been
through commercial brokers and that sort of thing.
Borton: He may be one worth visiting, because he has that type of space --
Ritter: Okay.
Borton: -- available in his building.
Ritter: That's a great thought. I will go by there and have a conversation with him.
Borton: Thanks.
Ritter: Other questions?
De Weerd: I don't see any other questions. Appreciate you --
Ritter: Thank you. See you in a quarter.
B. Program Year 2018 Community Development Block Grant
Program Recommended Project Presentations
De Weerd: Thank you, Rick. Okay. Item 6-B is under our CDBG and I will turn this
over to Chris.
Pope: Madam Mayor, Members of the Council, good to be here today. So, today's
presentation is to kind of orient you all to some of the -- the new projects that we have
that we are recommending for funding for this year's -- this upcoming year's program
year. There are going to be a few of the projects that we have recommended that I
have introduced to you over the last few weeks that you're not going to be hearing about
today. The general reasoning behind that is because they are kind of repeat offenders,
if you will, they are -- they are projects and organizations that we have funded frequently
in the past. If you have questions about any of those I'm willing to try and facilitate
some of those. I see that Dan is here in the audience today, so if there is anything you
need from the Food Bank or have any questions for the Food Bank, I think you can put
him on the spot if needed. But generally speaking these organizations and these
groups about these projects will report at future meetings throughout the -- the coming
months. Just to kind of give you an idea. But if you have any questions now in the
immediate term about these projects regarding this upcoming program year I can try
and facilitate getting answers for you outside this meeting. Otherwise, I kind of wanted
to focus the time and attention today on three new projects and two new organizations
that we haven't funded previously to give you an idea of what the projects are, who is
representing them, let you put a face to the project and kind of introduce it that way. So,
the three presentations that you will hear today won't be for me, they will be for from
representatives of -- of each of these organizations. The first will be John from the
Meridian Library District. They have applied for funding. We are recommending that
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you fund them to the amount of 77,970 dollars for some ADA upgrades to their
restrooms. Following John's presentation Ashley from MDC will give a presentation
about their project that they are looking at, trying to receive 180,000 dollars of CDBG
funds for along East 3rd Street right-of-way improvements and, then, lastly,
representatives from the West Ada School District will talk about their Housing Plus High
School Equals Success program, which is aimed at helping to meet the housing needs
of those who are in high school and are homeless. So, I have instructed each of these -
- each of these groups have got three minutes to present, so you can hold them to that.
But this is also so, hopefully, an opportunity to facilitate some conversation if you have
questions. These are new projects. They are not necessarily things we have
experience with, particularly with the library district and the school district, we haven't
worked with them in the past on this program. So, there may be questions that you may
have about the partnership and how that's going to look in the future. Feel free to ask
them questions here. Before we jump into those presentations, next week we will have
a public hearing on all of the projects and the following week I will come to you again
with a finalized version of our annual action plan, asking for your -- I guess formal
approval of it through resolution. So, this isn't an opportunity, we are not talking about
funding decisions right now, again, this is just a presentation of information about what
staff is recommending to you all regarding how to use these funds in the coming year.
With that I would invite John to come up here. He's the public service manager for the
Meridian Library District and talk about what they have going on.
De Weerd: Welcome, John.
Thill: Thank you.
De Weerd: Thank you, Chris.
Thill: Mayor and Council. Thank you, Chris. So, I'm John Thill, I'm the public service
manager for Meridian Library and what we are requesting for the CBD -- Community
Development Block Grant funds is 77,970 dollars. It's based on a quote that we got
from a reputable construction management company Beniton, who has done a lot of
public works projects in the past throughout the city and also for West Ada as well and
what it entails is, basically, upgrades to our bathrooms to make them ADA compliant.
The project addresses entryways that are too narrow, corridors which cannot be
navigated in a wheelchair currently, fixtures that are the wrong heights based on ADA
guidelines, toilets, soap dispensers, paper towel holders, et cetera. Accessible stalls
which are too narrow for ADA guidelines and inadequate lighting. So, right now our
lighting levels are very low, so it's not conducive for people that want to use it that have
a low vision. Here is a picture of one of the entryways to our bathrooms. If you can
imagine yourself in a wheelchair trying to get into the bathroom door, this door actually
opens outward as well. It's -- it's next to impossible to, you know, navigate and turn
and, then, pull the door open and enter it in a reasonable amount of time or without
getting stuck. We have had a lot of people get stuck in the -- in the hallway there and
we have also had one person fall out of their chair trying to get into the space.
Women's restroom has a similar kind of hallway issue that also causes that kind of
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problems. That's the most, you know, obvious visual kind of representation. There is
lots of other things within the restrooms, the lighting and fixtures, which are not up to --
to standards as well. But, you know, they are not as visually apparent. The project
serves Meridian residents with disabilities, especially mobility and sight disabilities and,
then, our service area at Cherry Lane where this project would take place is -- consists
of all of Meridian north of the freeway, southern part of the city is served by Silverstone.
All of the city's designated low -to -moderate income areas are within our service area
and at least 17,000 low to moderate income individuals would be served by the project
and we have more than 1,000 visitors per day to the library who would benefit from the
upgrades to the bathrooms. As far as logistics go, we have a project plan in place. We
have staff at multiple levels with experience a large scale project management and staff
with extensive grant reporting experience for a complex grant like this, which shouldn't
be a problem and an outlined method for verification of the success of the project. And I
will stand for questions.
De Weerd: Thank you. In less than three minutes.
Thill: Great.
De Weerd: Good job, John. Council, any questions? Thank you so much for walking
us through it.
Pope: And next we will have Ashley.
De Weerd: Good afternoon.
Squyres: Good afternoon, Members of the Council, Madam Mayor. For the record I'm
Ashley Squyres, the administrator with Meridian Development Corporation, and I'm
going to try to be less than three minutes if at all possible. Sorry, my asthma has been
plaguing me a little bit today. One of our -- one of the true challenges for downtown
Meridian hinges on a consolidation project and many of you know that ProBuild has
leased and utilized UP property on the south side of Broadway Avenue between Main
Street and East 5th for many years. Probuild is consolidating their operations from the
east side of East 3rd Street towards East 5th and this allows us as MDC a rare and
unique opportunity to be able to negotiate the lease with Union Pacific and to allow for
the removal of the current flight between Main Street and East 3rd and with this lease it
will allow MDC to provide much needed public parking, which, in turn, will allow for other
developments in the downtown core. With the consolidation certain infrastructure
improvements are planned for ACHD. East 3rd Street is in need of right-of-way
improvements that as there is no curb, gutter, sidewalk. There is a ditch that runs on
the east side of East 3rd Street that needs to be tiled. This project will create a
complete street section for the east side of East 3rd Street from Broadway to the rail
line. These improvements have been previously identified by MDC and the City of
Meridian as important improvement for downtown connectivity. In order to not lose this
opportunity to recognize the vision that I think both MDC and the city has for our
downtown, MDC has offered to partner with ProBuild on this project. The consolidation
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truly does create a fantastic opportunity and allows for the elimination of one of the most
blighted properties in our community and I think we all agree upon that. The total
project cost for the design and construction is estimated to be 350,000 dollars. MDC is
requesting 180,000 dollars in CDBG funds, with MDC funding the rest in fiscal year '19.
Without CDBG funding, the likelihood of this important project to move forward in the
time frame needed is severely diminished. A much needed and long desired
opportunity may be missed and we would respectfully request your approval. Thank
you. And happy to stand for any questions.
De Weerd: Thank you, Ashley. Council, any questions? Thank you.
Squyres: Thank you so much.
Pope: Oh, gosh. I'm doing it backwards. I'm sorry, guys. I'm used to standing up
there. this is Annie, Molly and Sidney, social workers who help kind of run this program
at the school here to -- to kind of talk about it.
De Weerd: Thank you for joining us.
Patchin: Thank you. Well, the program we are going to talk about is called High School
Plus Housing Equals Success and it's a --
De Weerd: Molly, if you can introduce yourself --
Patchin: Oh, yes.
De Weerd: -- that would be --
Patchin: I'm Molly Patchin. And, then, this is Sydney Sasser and Annie Edwards. And
we are all social workers with the school district. And the program we are talking about
is High School Plus Housing Equals Success and it was founded underneath the
Education Foundation in 2014 to help provide housing stipends for unaccompanied
youth for ages 18 to 21. An unaccompanied youth is an individual who is experiencing
homelessness and is not in the physical custody of a parent or guardian, usually due to
either them being kicked out of their home or them leaving a precarious situation
because of it being unsafe or unstable for some reason and so our goal is to assist
these individuals in acquiring stable housing, as they often are couchsurfing and living
with other friends or unstable situations between residences or cars or vehicles,
because they don't have housing available and so the requirements of our program are
that they have to be between the ages of 18 to 21, so they are legally an adult, enrolled
in an area high school. They have to maintain good grades and attendance, not
engage in illegal behavior and they have to complete an application that's approved by
that High School Plus Housing board and, then, the housing stipends are currently 100
dollars a month and they are paid directly to the landlord and the landlord has to also do
an application and agree to not put them in an unsafe situation and also in a drug-free
and alcohol -free environment.
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Sassar: So, in this last school year, the 2017 school year, we assisted ten students with
these housing stipends, with a total of 28 stipends sent directly to the landlords. We
had 13 students approved, but three of these students did not choose to use the
program for various reasons. The average number of months that we assisted these
students was two. The previous year it was four in a row and so it -- it varies depending
on the student need. Ten out of ten of these students graduated this year and seven
out of ten are accepted to college and planning to attend in the fall. And our program
has grown since the beginning when we started it, so in 2015-2016 school year we only
had about 1,500 dollars that we were able to give out to students. In the 2016-2017
school year about 4,800 and, then, this last school year almost 7,000 dollars. So, our
funding that we currently have for this upcoming school year is 6,000 dollars right now
and that's why we are asking for 10,000 dollars in the CDBG funds, hoping to increase
and expand our programs.
Edwards: So, like Sydney said, our budget for next year is about 6,000 dollars, which
would just allow us to continue as is, providing 100 dollar a month stipends and to assist
approximately ten to 12 students. The CDBG grant would allow us to assist more
students and provide assistance for longer period of times, as well as expand the
program in a number of ways. So, one of the ways we would like to expand is by
offering stipends in larger amounts based on student need. So, for example, last school
year I had a student who was trying to decide whether or not to use his money that he
was working for and do car repairs or to pay his rent and so we were able to increase
the stipend amount to allow him to use his money to pay for his car and maintain his
housing so he is able to keep going to work, keep going to school, and maintain his
residents and not face eviction. So, those are the kinds of things we would like to be
able to look at and be able to meet student needs on a situational basis. Additionally we
would like to look at helping students with rental application fees, first or last month's
rent, deposit, things like that for students who are trying to secure their own permanent
housing and assist with utility bills or things like that for students who are experiencing
financial need to help keep utility bills current and prevent eviction. We would like to
leave you with a testimony from the landlord that we received the end of the school
year, said, hi, I got a check in the mail yesterday. Thank you so so much. The student
told me if it wasn't for you guys he wouldn't have continued to go to school. It's people
like you who make kids feel like they matter enough to get an education and make a life
for themselves. I hope when I have kids one day that they have educators as awesome
as you guys. Thank you for being a safe place. So, we are happy to stand for any
questions that you guys have.
De Weerd: Thank you so much. Mr. Bent.
Bernt: Madam Mayor. Thank you so much for making this presentation today. Very
insightful. I just have one question. How many -- how many people are -- kiddos are
turned away because of a lack of funds that you guys have?
Edwards: Turned away from rentals you mean or --
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Bernt: Just like, you know, they aren't able to take advantage of this program because
there is not enough money for them.
Edwards: I don't know that we have ever tracked that data specifically. I think we just
try to be careful with it, because all of our donations are just -- we have some
corporations that are donated, we did a Dutch Bros fundraiser at one point, so our funds
are limited, so we try to make sure that the funds that we are using are just for the
neediest of the needy student. So, I don't know that we have ever tracked how many
are turned away. For example, if one student would be approved for funding starting in
September when the school year starts and if they had the 100 dollars every month,
that would be 900 dollars for an entire school year for one student and with our current
funds of 6,000 dollars, depending on where we got down to with funds, students might
have the potential of getting turned away, you know, if we didn't have the funds there.
Bernt: Right.
Edwards: And it also just depends on -- we approve them and hope that each month
they have passing grades and attendance, but sometimes their grades aren't passing,
so they don't receive it for a month or two and, then, you know, come March their
grades are passing and, then, they receive it then. So, making sure we have enough
funds to cover a student that we said they had the housing assistance available --
Bernt: Right.
Edwards: -- and, then, if it's not there just because they are not applying -- you know,
they are not doing their part for a month or two, we would hope the funds would still be
there and not have to say, I'm sorry, you know, towards the end we don't have any more
funds available.
Patchin: And, like we said, our average assistance last year was two months, so that's
200 dollars for a student, but the student I spoke about with the car repairs we spent
1,200 dollars on that student, because we were able to increase the stipend amount for
a couple months to offset his budget, so he was able to maintain both transportation
and housing. So, it varies.
Bernt: Madam Mayor, follow up. So, how many kids do you think out there who really
need this type of money, roughly?
Edwards: Well, we identified 131 unaccompanied youth in the West Ada School District
last year, so we are helping ten to 12. So, I think we could easily -- I mean that's not all
high school -- all students who would qualify for this program. We had about 60 seniors
last year who would potentially fall into this program that might qualify. We would like to
see more for sure that we could help.
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Patchin: I think for us with increased funding we know we have the funds available to
be able to support more students. We don't want them to say we can't support you if we
don't have the funds there. So, we maybe have been a little bit more conservative with
the amount that we have approved, because we want to make sure that they have the
help, because, you know, they are already in a really hard situation, so we don't want to
say we can help you and, then, not be able to input more of a burden in their situation,
because we want to take those burdens away, so that way they can maintain
employment and graduate high school and, then, you know, contribute back to the
community as well.
Bernt: Thank you.
Palmer: Madam Mayor?
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Palmer: I'm just struggling with the term unaccompanied youth when they are all adults,
but --
Edwards: HUD actually defines youth that experience homeless is that anybody 24 and
under, so if that helps. And they are in high school. They are all enrolled in high school.
So, that's just -- if that kind of helps you as well.
Palmer: Well -- and government trying to cradle to grave us, but I -- also, how -- how
many people are 21 years old and in high school? How does that happen?
Edwards: You can legally attend high school up until age 21 and so we have students
that come back that maybe have dropped out due to these homeless situations, things
like that, and come back and try to finish. They might only have a handful of credits, like
two or three, to come back and get their high school diploma. So, we do have a decent
amount of -- I don't know that -- I don't know the numbers off the top of my head, but we
do have a decent amount of 19 and 20 year olds that come back that we help who are
trying to get their diploma, so they can go on and become contributing members of
society, maybe go to college, things like that. Go to a vo-tech program. So, they are
out there for sure.
Palmer: Madam Mayor? My favorite part of this is that -- the two months, especially
when it -- when it's publicly funded assistance for things, the shorter the better for me,
and being able to -- to provide that, you know, the counseling and, then, the funds to
ensure that people have the tools to be able to succeed after a very, very short period of
time. So, I really appreciate that, that it's not a perpetual cradle -to -grave kind of -- we
will take care of you kind of thing. So, thank you.
De Weerd: Any other questions? Mr. Cavener.
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Cavener: Thanks. Anyone who works with our students I think are to be commended,
but I know that day in and day out you work with those that are finding not the most
pleasant side of school or home and all of that combined. So, really applaud you for
bringing this idea. I know this is something the district has been working on for a long,
long time. I want to talk a little bit about your budget and dollars requested. You know,
the first two presentations that kind of came before us they were more let's build it and,
then, we are done with it and I always get really nervous about when we allocate CDBG
funds to a program that there is -- that's built an expectation from those recipients that
they are going to get those dollars every year and you have talked to some of our
recipients and they do their budget planning kind of with this expectation that we will get
our CDBG dollars each year and we can use that in our program. So, when I saw I
think that your budget for your program this year is 6,000 dollars, but, then, you're
asking for 10,000 additional dollars for CDBG, I want to make sure that -- what happens
if -- if next year the federal government says, oh, we are not giving Meridian any
dollars? Council Member Palmer has piped off too many times and we are not going to
give the city any more money. He would consider that a victory, I would not. And so talk
to me about how that would impact your -- your organization and the work that you're
doing, is that you go kind of this -- kind of steady growth a year with -- and I fully believe
that you guys are going to be able to spend every dollar that you receive, but, then, the
following year that drops down, what does that do to your program?
Edwards: I think we just go back to the basics of what it was. I think with the CDBG
grants helping us is that expansion piece. I think it's worked as is with a hundred dollars
a month stipend. We just see that there is a lot more need than that and there is a lot of
students who have other needs we would like to meet, like the rental deposit. That's
something that we have never been able to even come close to offering or look at and
so if we could help a student get a stable housing before they graduate from high
school, that benefits everybody; right? Because, then, they are able to go to work, they
are able to go to college, things like that. I think if we don't have this funding again, we
just go back to what we were doing and we have also been able to maintain a lot of
donors that have other fundraising projects, things like that, and so I think we just keep
pounding the pavement, for lack of a better word, and just keep finding those donors.
We found somebody this year that donated -- was it 5,000 dollars that they donated to
us to -- just for this program and so we will just keep putting the meat out there and
hope that we can find more donors that way.
Cavener: Madam Mayor, maybe a couple clarifying questions. And so is it your
intention that if you were to be a recipient that you would use these dollars to provide
care for -- or provide services for more people or increase the amount that you're
offering kind with the same amount of people or is it a combination thereof? Maybe I
missed that piece.
Edwards: A combination thereof. So, we would like to do -- I think we would just like to
have the funds available to do what our students need. We can't anticipate what those
needs might be until the next school year. So, like I said, that car repair example, we
increased that stipend from a hundred dollars to 250 dollars for two months and so that
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was -- he was able, then, to maintain that transportation, things like that. So, we want to
be able to just have the funds to be able to help our students situation by situation,
whatever those needs are, and help them gain or maintain stable housing.
Cavener: Madam Mayor?
Edwards: I don't know if that clarifies the --
Cavener: It does. Maybe just one step further then. Who ultimately decided that? So,
if there is a student and they need more dollars for car repair or to get into a different
type of housing -- I mean what -- what are the steps to evaluate and decide, okay, we
are going to give this student X amount of dollars more and here is the reasons why?
Edwards: That currently goes to our -- our board that also approves all of our
applications and so those requests go to the board and say, hey, here is the student's
situation, this is the need, this is what we are requesting, you know, an increase 550
dollars a month for two months, whatever -- you know, whatever that might be for the
student and, then, the board comes back and either has questions, says, yes, we need -
- things like that, so --
Cavener: Great.
Pope: Madam Mayor? If I may, Council Member Cavener, in addition there is the city
approval process. This grant is a reimbursement grant. So, any decisions that are
made programmatically have to be run through us. So, here we have staff members,
we have three or five layers of review, so if there is something that the city sees that
isn't justifiable, not that we would ever expect the school district to propose, let alone
approve something that doesn't make sense, we do review it here before cutting a
check or approving any kind of payment for anything like that and I also want to remark
to another question, something that we have experience with in the past with these kind
of public service projects is that when private donors and other groups see public buy
in, even if it's just for a year, they are able to kind of use that as a -- as a fundraising tool
to help leverage other funds that are out there. There are other groups in particular --
Jesse Tree is an example and I know they are not here to defend themselves, so -- and
I don't intend to speak for them, but they are one where they have been able to -- to
rally a lot of public support and private support across the valley because of the city
being able to -- to put some -- a little bit of money, a little bit of skin in the game for a
small period of time. So, I think this is a great opportunity to -- even if Council decides
in future years that this isn't a program that they want to fund or if the funding does
disappear due to Council Member Palmer's musings, it is -- it is something that I think
that at least for this next program year is a great leveraging tool in their fundraising
activities.
Cavener: Great. Thank you very much.
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De Weerd: Any other questions? No? But I do have -- I met with the superintendent
this week and she said the best graduation speech that she heard was from a 21 year
old student who got her -- her diploma this year and she had not wanted to get a
diploma, she was trying to -- to get some transcripts, so she could get her G.E.D. and
they made her come in to get those and convinced her that she should get her diploma.
She changed tracks because of that action. By getting her diploma she is now talking
not about her job, but the career she wants to enter into and because that she's gotten
her diploma she is now eligible for help in going on to college. So, you know, you do
change lives and -- and what you're doing to -- to help maybe get over that hump, to get
on the right path, is -- is very admirable. So, thank you for what you do and thank you
for your presentation.
Edwards: Thank you.
Pope: Madam Mayor and Council Members, I would stand for any final questions just in
general. Otherwise, I would just remind you we have a public hearing on all of the
projects next week where we will entertain and consider any public comment there and,
then, the following meeting on the 24th we will kind of have a final wrap-up of any
revisions comments and -- and seek your approval on the plan.
Cavener: Madam Mayor?
De Weerd: Thank you, Chris. Yes, Mr. Cavener.
Cavener: Just a comment, Chris. I think this has been a -- a very welcomed addition to
the overall process related to this program, being able to have the applicants here,
speak to the project, be able to -- not having you have to necessarily be the translator
and disseminate information back and forth, but for us to be able to engage them. I
think it's been another great improvement to our program that we offer. I appreciate you
doing this.
De Weerd: Thank you. Okay. If there is nothing further on that, we will go ahead and
move on -- oh. Mr. Clerk, I did see that you touched base with our scouts and maybe
you could tell us what troops they are representing.
Coles: Absolutely. Thank you, Madam Mayor. In the -- in the back row in the middle is
representing Troop No. 137 and, then, on the left in the back is representing Troop 164.
C. Public Works Week Recap
De Weerd: Thank you for joining us. We will wish you luck on your merit badges.
Thank you. Okay. Item 6-C is under our Public Works Week recap. Hard to set
yourself up and -- and speak at the same time, huh.
Deardorff: Good afternoon, Madam Mayor, Members of the Council. It's my honor to
share with you our 2018 Public Works Week recap. So, the Public Works Week theme
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this year was The Power of Public Works. We believe in the power of appreciation also.
As we wrapped up -- as we wrap up our tenth annual Public Works Week celebrations
in Meridian, we wanted to take a moment to express our appreciation and gratitude to
everyone who sponsored, participated, or helped with this week. First I would like to
invite the Public Works Week committee members who are here to stand, I want to
recognize them so that we can say thank you to them. Without them we can't do
anything. This is the group of individuals who tirelessly work behind the scenes to make
each event happen along, with their teams. Thank you. We also want to thank you
guys who attended our tour, not -- not quite knowing what to expect or what they were
going to learn, that they came anyway. They ended up enthused and amazed by how
the city runs its utilities. This event is so popular we are talking about expanding it in
the future, possibly with the addition of a second bus. The expansion capacity program
projects will be closer to completion next year around that time, so, please, join us to
see that. We also want to extend a special thanks to the Mayor. She joined us on this
week's -- on this year's tour and we appreciate her presence. We can't forget to thank --
thank the many employees and sponsors and community members who participated in
making this year's expo a huge success, in spite of the rain. It didn't dampen the spirits
and you could feel the excitement after the rain as much as you could before. We know
that the Expo was a success this year, because we ran out of comments cards. That's
a first for us and we received high marks from all of the comment cards, as you can see
on the screen there are some of the comments we received. We appreciate also seeing
several past and present council members at the expo this year. It's wonderful to have
your support and to see everyone having fun as they learn about the city and Public
Works. Now, thanks to Sandy Renn who created it, the long awaited public works week
video. If you -- if you missed the fun or just want to experience it again, we invite you
today to start planning to join us next year. We are always working on ways to make
the events bigger and better. Such a great week of activities isn't possible on our own.
Since this was -- was our tenth year of celebrating Public Works Week in Meridian, we
created some special sponsorship opportunities. So, today we want to recognize and
thank Republic Services and Coastline Equipment for their generous platinum -level
sponsorship. We have plaques for them -- for each of them and at this time I would like
to invite -- invite their representatives to join us and receive them. From Republic
Services we have Rachele Klein and from Coastline Equipment we have Jason Sever
and Austin Opog. Our platinum sponsors donated 1,000 dollars or more for our events.
In addition to our platinum sponsors, we can't forget to include the many other
contributors to Public Works Week. So, in addition to these two sponsors, we had 13
gold, silver, or bronze sponsors. We had 20 other organizations who participated in
various Public Works Week activities and we had 27 organizations who donated prizes.
Without the generous community members and partners like this, Public Works Week
and the education events would not be possible without them. From them we received
a total of 11,790 dollars in cash donations. The total cost for all events was $9,829.78.
That amounts to less than .005 of the total Public Works budget. That's an amazing
amount of money to do all the education that we do with this event and we appreciate
all of our donors. Because also -- because of their generous -- generosity we are able
to share with others in our community. So, for the parks care enough to share activity
scholarship fund, they provide full or partial activity scholarships to children and families
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in Meridian. For example, 100 dollars pays for a full year's preschool. It pays for one
semester of martial arts or dance class. It pays for two weeks of camp or it pays for four
art classes. So, for the Parks Department we have $804.23 to help many of those
children in our community. For the Meridian Community Recycling Fund, which is used
for projects and programs that benefit the greater community, while promoting
responsible recycling, the amount that will be shared with them is $1,200.06 and -- I'm
sorry. $1,206.34. And, finally, the Meridian Food Bank, who provides vital food
resources to those in need to our local community. At this time we would like to invite
Dan Clark, the representative, to come up and receive a check and, Mayor, would you
like to join us and the drum roll is -- the check that we are presenting to the Food Bank
today is $4,021.13.
Clark: Right now the -- we are moving into the beginning of school -- actually, it's
happened so quickly and so we are preparing for our backpack program and last year
we gave out 19,454 backpacks, so for -- when you look at this, that 4,000 dollars --
backpacks cost just shy of four dollars each. So, that's -- do the math and that's -- that's
what we need to do and we just got to do it now -- start now. So, thank you. This will
be a great help.
Deardorff: That's -- the generosity of our donors have allowed us to give over 6,000
back to our community. So, we invite you to join us next year at Public Works Week,
but, ultimately, none of this would be possible without the support of our City Council
and Mayor. We appreciate both your backing and your attendance at the events as we
entertain and educate the residents about the importance and Power of Public Works.
Thank you. I will stand for any questions.
De Weerd: Council, any questions? Certainly anyone who has been on the tour and
participated in the Public Works Expo know how far the educational outreach has -- has
been. Anyone that I have talked to that has gone on this tour are blown away by the
pride of the -- of the employees, the knowledge that they have. The condition of the
facilities are outstanding and they are reminded that it's not just that day, it's every day.
That goes a long way. And those that participate in the Expo and being exposed to the
big equipment, what happens to people's waste is -- is really interesting. I mean you --
you turn that -- we say no news is good news, right, in the Public Works realm, but it
builds understanding and I think for future generations. I hope it's building a future
workforce, that they see that technology is -- plays a huge role in what we do in our
Public Works Department that they can see themselves as something that I want to
contribute to our community through this as a -- an area of career choice. So, who
would have ever thought that when this was started a number of years ago, that the
benefits would continue to multiply and I really do think they -- they multiply over and
over and over again. So, to the planning committee, our heartfelt thanks. To the many
staff hours that go out there and put such a positive face of our city to our citizen
showing their knowledge, their pride, and -- and that this is a great city and -- and that
we take pride in the service that we deliver -- is priceless. So, thank you to each and
every one of you. This is a great week that shows not only the department, but the city
very well. So, thanks for all your efforts.
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Deardorff: Thank you.
Item 7: Action Items
A. Parking Configuration on Idaho Avenue, Main Street and 2nd
Street, and Proposed Cost Share Agreement by Meridian
Downtown Business Association
De Weerd: Okay. So, we will move into 7 under action items and start with 7-A. I think
that this is a follow-up from the presentation that we got from the Meridian Downtown
Business Association and Nick is here. He has an update for Council in follow-up to
some of the questions that were raised a couple of weeks ago when he was here. He
has since been to the parking committee and MDC and has good news in the form of an
update. Hi, Nick.
Grove: Hey. Thank you, Madam Mayor and Council. Nick Grove. Business address
713 North Main Street, in front of you again today talking about closing out the project
on Idaho Avenue that was started in 2015 with the MOA between the city and MDC
where there was the attempt to do a parklet feature on Idaho Avenue and we are
looking to close that out by adding in additional parking on the north side of Idaho
Avenue by converting the parallel parking to diagonal parking on that side of the street.
When we came before you last month we spoke in generalities about the proposed
numbers without having specific bids. Through the work of Caleb Hood with the city
and Ashley Squyres with MDC, we were able to get significantly lowered bids in and
with the contributions of the Meridian Downtown Business Association, which as you all
know, is still a young organization, building its numbers and trying to get as much out of
the numbers that we do have to improve our downtown for now and in the future. We
come before you asking for up to 600 dollars to add six to eight parking spots on the
north side of Idaho Avenue. The total cost of the project is estimated to be 2,100
dollars.
De Weerd: One hundred -- or 2,110 dollars --
Grove: Yes. There we go.
De Weerd: Is that right?
Grove: I grabbed the ten, but there is an extra one in there and so with that the MDC --
or MDBA would cover a thousand dollars, which would take it down to 1,110 dollars,
which would be jointly split between the city and MDC. MDC has agreed to fund this up
to 600 dollars and I'm asking the city today if they would be willing to agree to close out
the end of the -- the parking project by adding the six to eight additional parking spots
with the up to 600 amount to cover the cost to do the engineering that is required by
ACRD and the painting of the lines by another company to get the actual paint on the
ground. The status of the street as it is right now has been fog sealed by ACHD over
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the last two weeks and so if you walk over there now between Main Street and 2nd
Street on Idaho Avenue it is unpainted. So, we would like to get going on this quickly,
so that there are striping lines on that portion of Idaho Avenue.
De Weerd: Thank you, Nick. Council, any questions?
Milam: Madam Mayor?
De Weerd: Mr. Milam.
Milam: Not a question, but a comment. Nick, great job. You know, you came before
us, you ask for money that we felt was too much, gave you directions, you guys
followed up with that and I feel like you're coming here today with a number that's
absolutely reasonable and I'm happy to give my vote.
Cavener: Is that a motion?
Milam: Unless we have any other questions. Madam Mayor?
De Weerd: Mrs. Milam.
Milam: I move that we approve -- or provide up to 600 dollars -- a not to exceed 600
dollars to assist with this project and -- and providing an extra six to eight parking spots
in downtown Meridian.
Little Roberts: Second.
De Weerd: Okay. I have a motion and a second. Discussion?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: I wasn't here for that -- that meeting, but I kind of wanted to echo Council
Member Milam's comments and, please, thank you, Nick, Caleb, and I understand
Ashley did a great job of helping negotiate a very favorable -- a favorable rate for us to
be able to get this project done. So, thank her as well. It's awesome when all of our
agencies work well together and the public benefits. So, thank you.
De Weerd: And, yeah, Ashley went out and utilized some relationships and it was Civil
Survey that really stepped up in a -- in a big way, a Meridian company, and we greatly
appreciated that. Any other questions or comments? Mr. Clerk, would you call roll.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt,
yea.
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MOTION CARRIED: ALLAYES.
De Weerd: Thank you, Nick.
Grove: Thank you, Mayor, Council.
B. Glass Recycling Drop Off
De Weerd: That deserves applause. 7-B is under our glass recycling update to Council
and I'm going to turn this over to Dave Miles.
Miles: Good afternoon, Mayor, Members of the Council. So, if you will recall on June
12th Council approved a resolution for an optional curbside residential glass recycling
element for the glass recycling program that is underway and you were asked to bring
back an option for glass recycling for a drop site, which Republic Services has agreed to
locate, if Council chooses, at their transfer station. So, today we are here to talk about
that. I have got really one slide, just to update and recap where we are at, essentially.
As I said, there are residential options underway. I do understand that Republic's had
calls on that and is ready to roll out their -- their outreach element to that. However,
they would like to tandem that information and the outreach component with any drop
site option, if that's what Council chooses. So, they have been waiting for that. They
are ready to go and hence today's conversation. So, today for a job site option -- there
are, essentially, three options that we could look at as was presented to you before.
The city could fund a drop site for approximately 1,700 dollars a month. It's about
21,000 dollars a year. Or have a user funded drop site where the users pay six dollars
per drop at the site each time that they drop the glass materials or another option the
Council could consider is a ratepayer option, which would factor in about six cents a
month to the ratepayers, which is about just under a half a percent increase in today's
current rates at a 65 gallon cart, which is the size cart that the residential option is
using. So, essentially, that's where the drop site option is today for glass recycling and
would leave it to Council for discussion and any questions that you might have.
De Weerd: Thank you, Dave. Council, any questions?
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Madam Mayor. David, so is it a simple math problem then is that the
determination has been that 289 people would pay six dollars a month -- or 289 people
in a month would pay six dollars to drop their glass off?
Miles: Republic Services is here as well and Rachele can probably answer that pricing.
Essentially Republic structured their pricing based on their needs. My understanding
with the -- the cost of the -- the city funded drop site, we have a breakdown that was
presented previously showing cost for transfer loads onto -- onto the trailers at the site,
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rent of roll off boxes, and a haul rate. I don't know how the -- the six dollar per customer
drop rate was established, though.
De Weerd: It's a good things we got you here by presenting a plaque, right?
Klein: Thank you. Thank you, Madam Mayor and Council. Rachele Klein with Republic
Services. 2130 West Franklin here in Meridian. And, Councilman Palmer, to answer
your question, yes, we have some fixed costs that we have to recover. The glass
cannot be delivered dirty or with rocks or anything in it, so we have to either build a
cement bunker or house it in -- well, eight roll off boxes stored and the 9th -- the 9th one
available, so we always have one to swap out. So, Momentum Recycling would come
to collect the glass when we had eight full roll -off boxes. So, the estimate -- the best we
can estimate right now is that we would have at least 300 customers a month. It's more
than likely we get that in a weekend, so it's -- it's a little dicey on our part, because we
always guess a brand new program. We don't really know what the glass recycling
want or need is here in Meridian, so until we build it we won't really know, but right now
we are figuring at least 300 people will use the drop site and the drop site would allow
up to one cubic yard, which is about six or eight green bins of the old green totes, so we
would make those available for people who wanted to store glass at home and, then,
bring those in. These are very rigid -- I don't know if you remember using our green tote
in your home. So, we still have all those and provide those to the West Ada School
District for the schools, but we also saved them for things like this project. So, it would
be at like six or eight of those that people could bring in and it would be six dollars to
drop off up to a cubic yard. Did that answer your question?
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: Could I ask you one other question? Sorry. Yeah. I made you walk all the way
back. Regardless of the -- of the option to pay, part of the idea built in that would allow
that usage to be tracked on a number -- number of individuals that drop off and volume
and so in a year from now, whichever path we pick, we might have some matrix that
could help us pivot, if necessary.
Klein: So, Councilman Borton, Madam Mayor, the answer is that's up to you, because
we -- we envision this as being part of drive to drop site, so you wouldn't wait in the
transfer station line for us to collect matrix and actually come and say I'm a glass
customer and we are happy to do that. The people like to get in and get out. They like
to swoop in, drop their cardboard, drop their cans and get out, so we can do that, it's
just that a matter of having to go through the gate and check in or just kind of -- right
now you can veer off to the left and drop the material. So, it's really up to you guys. We
are -- we can give you overall glass volumes of how much glass we collect, though it
would be more -- more difficult for us to track if we didn't have them actually check in
and say I'm a glass drop off customer.
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De Weerd: Rachele, how would you get people to actually get out of their and put it in
the bin? Because I do understand other drop off sites have problems with people just
right -- setting it right in front of the canister and -- and that does become quite a -- a
mess.
Klein: It's very labor intensive. Madam Mayor, yes, the -- one of our biggest issues with
glass is people do like to get there quickly and drop off full boxes or bags of glass on the
ground. That's why we will have it inside the gate, so it will be available all day
Saturday and be available from like 7:00 a.m. to 5:00 p.m., Monday through Friday. So,
we would close that at the end of the day, because right now, for example, and Eagle --
the roll off boxes, the construction boxes, have glass cutout -- I mean door cut out in the
side, so they are accessible for anybody, even if -- and it gives us access to load glass.
But -- but that being said, you have to actually put it in. It's not a top load, you can't just
dump your whole box at once, you have to kind of thread two or three bottles at a time
inside or you can hook your bin and dump it, but you still -- it's -- it's more work than just
setting it in and abandoning it. So, having a staff there to keep an eye on it would help
keep down the illegal dumping of glass. Because of you talk to Eagle, they have an
unattended site and now they have cameras up everywhere, because -- in case it's a
problem. So, for us we would just start right off the bat with having it during staff hours
when the transfer station is open.
De Weerd: Awesome. Thank you.
Klein: Any other questions?
Little Roberts: Madam Mayor?
De Weerd: Mr. Little Roberts.
Little Roberts: Whichever one of you would like to answer it. So, my question --
question is -- is if you do the six dollar per person, then, do they have to check in and
then, see that that's collected, so it won't be as user friendly and --
Klein: Right.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: So, more math. You say you have got about 29,000 rate payers; right? In
Meridian?
Klein: Well, we have more than that.
Miles: It's currently about 32,000 plus. About 32,300.
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De Weerd: Okay. Thanks.
Klein: And, Madam Mayor and Councilman Palmer, I can tell you we get calls on this all
the time. My -- I suspect that this will be a site that will be used heavily. We have to --
we are not sure yet, but my guess is based on the number of calls we have been taking
for years, that this will be a site that's heavily used, so --
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: I think to get the precise number of households, though, if Councilman Palmer is
trying to do math, this is also open to commercial as well. They just are still limited to
the same volume as a residential. So, if we are looking at a per account, those
numbers would -- probably should include all commercial accounts, as well as
residential accounts. Do you know the total amount or do you --
Miles: My understanding is the drop site was available for residential only, based on
prior discussion, so --
Klein: And, Madam Mayor and Councilman Milam -- Council Woman Milam, sorry, that
would be, again, up to -- so if it's an open drop site for anybody to use, we do find that,
for example, the city of Eagle, we do get a lot of bars and restaurants that use our site,
because it's open and free to the public, so bars and restaurants do use that site, so if
it's open to the public it would be -- my guess is used by everybody. If you have to
check in and pay and the -- the six dollar fee for each person through the gate.
Milam: Thank you.
Klein: Uh-huh.
De Weerd: Okay. Any other questions for Rachele? Okay. Thank you. So, Council, in
front of you are several different options and we are hoping to get directions, so we can
work with our -- our recycling partner.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: If it's a -- if it's the top option, the city funded site, does that necessitate a
budget amendment or does it start this fiscal year?
Miles: Madam Mayor, Councilman Borton, my understanding is that that would start
next fiscal year.
Milam: Madam Mayor?
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De Weerd: Mrs. Milam.
Milam: I'm in the opinion that the city should fund this. I think that it's a -- it's a small
price to pay for the amount of -- of waste we are going to keep out of the landfill. I also
feel that if there is not a fee for a drop off it will be much more highly utilized. So, that's
where my vote is.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Thank you. And, I don't know, Mayor, if you can answer this or, I don't know,
Dave, if you know. Did -- did SWAC have a recommendation that they were making on
this particular -- on the three options?
Miles: Madam Mayor, Councilman Cavener, on the three options, no. SWAC was
generally supportive of the glass program overall and wanted to have Council put on the
-- on the methodology.
Little Roberts: Madam Mayor?
De Weerd: Mrs. Little Roberts.
Little Roberts: Madam Mayor. I agree with Councilman Milam that I think the city
should spend it. I know the amount that we would save from going to the landfill is
amazing and I cannot believe the outreach that I have heard and had people comment
and things and they are so excited to see this, whether it's funded through taxes or we
increase their rate, everyone I have talked to has been willing to -- I want to pay my
share and make it as easy as possible and have it done -- have it easy -- help everyone
be able to -- encourage everyone to be able to recycle their glass.
De Weerd: Thank you. Mr. Palmer.
Palmer: Madam Mayor. I don't want to. We nickel and dime our citizens to death.
Whether it's option one or three, they are paying for it. I -- if -- I mean if -- I would think
at least start with the user funded drop site version and gauge its success before we go
ahead and just force everybody to pay for it. I mean they are anticipating the 300 users
a month, but we are going to ask 30,000 ratepayers to chip in for it. If you want to get to
that point, so be it, but let's try that user funded first and gauge its success.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
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Milam: I just don't think you can compare the two. If there is a six dollar fee or if it's
free, those numbers are going to be completely -- you're gauging it on a fee based
compared to a non -fee based. Those numbers aren't even comparable. So, I don't
think that that's a really -- a way to gauge it. Some people still use it, but not near as
many and I would be okay with -- and it's actually really close to five cents per
household or per account, so I would be okay doing it that way as well, but -- yeah. And
I'm a -- I'm not really in favor of the user funded. I don't think it will be as successful of a
program and --
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: We can argue different -- different angles on it. I'm supportive of -- of kind of
knocking people off center and encouraging the changing behavior with glass recycling,
which is new to the community. So, at the start that the city fund a drop site seems
most appropriate. The benefits outweigh the costs doing it that way and we can gather
some data and see if it necessitates, in light of the amount of use, a citywide rate
change for us all to collectively share that cost, like we do so many other Public Works
expenses or perhaps it's not nearly as popular as we think and it might pivot to a user
funded, but to encourage change in behavior I think the city funded site is most
appropriate.
Miles: And, Madam Mayor, Councilman Borton, to your previous question -- and I know
my director is in the audience -- but I'm sure that we can figure out a way to collect
some more accurate data between working with Republican and staff as well.
Cavener: Madam Mayor?
Miles: Regardless.
De Weerd: Mr. Cavener.
Cavener: Just some added voices. I think it's important that we are all kind of sharing
where we are at on this particular issue. I'm not one that gets excited about pilots. I
always believe if we are going to do something we think it's the best, we should jump in
and do it, but in this particular situation I almost see this as a little bit of a pilot and
recognizing the business challenges that Republic faces in trying to provide a
convenience while other citizens just drop off and get on with their day, which I think is
the appropriate move, versus how do we really collect how many people are using it?
And to me I think the way that we could do that is potentially to collect the amount that
we collect through our curbside program and weigh that against the -- the drop-off
program. In my mind a year from now is this council is contemplating raising the
voluntary curbside glass pick up fee to incorporate the cost of offering the drop off
program. If you want to recycle glass, as many of our citizens said they would, great.
So, you can figure out a way to let's make sure that it pencils out so that a citizen who
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doesn't use any glass doesn't ever have to pay for that. So, that -- that's the direction
I'm supportive of. That said, I have heard from a lot of our citizens who this is a service
that they think is important to have in our community. I think that it's budget season and
I think we have all went through our budget books and have been able to find, you
know, the equivalent of 12 months' worth of 1,734 dollars that we could find that maybe
isn't as mission critical as something that we think is from our citizens' perspective. So,
I'm supportive of the city funded drop site as a temporary -- at least as a temporary
measure. It may be something that I would support permanently, but I know that there
will be a point in time where Republic will come before us to look at rates and charting
of citizens for the services that are important to our community. Having this as part of
that discussion to me is something that we will just incorporate, having this as part of
that discussion to me is something that we will just need to include as well at that time.
We got to get it going.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Whether we do it through a tax increase or a rate increase -- I don't know.
Maybe just pulling out at that point, but it's either a rate increase or it's a tax increase.
Borton: Not necessarily.
Palmer: Because we couldn't currently budget it with what's been presented to us
without a tax increase.
Borton: This is an enterprise expense. Correct? Madam Mayor, apologize. Is this --
this is Enterprise Fund?
De Weerd: No.
Borton: No? General?
Miles: Madam Mayor, Councilman Borton, it would be a General Fund.
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: I mean I think there is no tiptoeing around it, Council Member Palmer is
correct, if we do a city funded or a rate payer, Meridian citizens are going to pick up the
dime one way or another and it's just a matter of is it more prudent to pass it on to the
ratepayers citizen or to include it as part of our city General Fund and -- before that way.
I'm more comfortable with it being city funded, again, as a temporary measure, because
either way our citizens who are our rate payers are going to be paying for it one way or
another.
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De Weerd: Okay. So, we will look for a motion to -- to move forward on this.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: I move that we approve the drop site location for Republic Services and -- as a
city -funded drop site for the first year of this program, starting fiscal year 2019.
Little Roberts: Second.
De Weerd: We have a motion and a second. Any discussion?
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Keep in mind if we do this we are never going to go to either of these other two
options or drop it. It will always -- this Council is always going to keep that on there and
it's only going to go up. It will never stop a recycling program.
De Weerd: I think the direction to the -- the group that we have kind of pulled together
to have the -- the policy piece, bring recommendations back, if we can have a
discussion put on next June's agenda, maybe the workshop, to have an overview of
how the program has gone and, then, Council can have a discussion at that time as to
the best way to fund it moving forward.
Miles: Madam Mayor, Council Members, absolutely, we could do that.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: And I agree. However, the -- I think the only missing piece is if we are going to
look at that at the same time that we look at Republic Services' rates as a whole, which
would be the time to look at. It -- it doesn't match up timeline wise with our budget, so
maybe we look at looking it rate adjustments earlier in the year and after our budget is
finalized.
De Weerd: Well, the idea is by having that conversation in June it gives our Finance
Department an opportunity -- we close out our 2019 budget at the end of September
and Republic comes in September with their -- their rate information. So, it actually
could work well and knowing if it's a General Fund expense, if it's going to be wrapped
up into the -- the rates or if it's pulled out of the budget completely and a user funded
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drop site -- those conversations can be held enough in advance so that that planning to
get it moving has a -- a chance to roll out.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: You lost me. Isn't that the decision we are making this moment? So, which
style it is, not that somebody is going to come and talk to us in September and say
maybe do it a different way?
De Weerd: September of 2019.
Palmer: Okay. Sothis --
De Weerd: So, this would be -- the motion as stated is to have a city funded drop site
and the conversation has been to, then, bring back this item for next June for that
funding discussion after we have some experience with it.
Palmer: Madam Mayor?
De Weerd: Yes.
Palmer: So, then, the decision right now is to put it into 2018's budget?
Milam: '19. One year.
Palmer: We don't even start this until October'19.
De Weerd: I --
Palmer: What I meant was '19's budget. October of this year. Okay.
Miles: Madam Mayor, it would start October 1, 2018, for fiscal year '19. You would
have about eight months' worth of data by the time you come back in June or nine
months' worth of data to be able to have the same conversation to say should we keep
it in the General Fund or should we look at what it looks like on the rate side.
Palmer: Got you.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: You know, I guess if Republic Services wanted to build it sooner and just not
charge us until October that would okay, too.
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De Weerd: You don't have to respond. Okay. Any other discussion? Mr. Clerk, will you
call roll.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, nay; Little Roberts, yea; Bernt,
yea.
De Weerd: Okay. The ayes have it.
MOTION CARRIED: FIVE AYES. ONE NAY.
De Weerd: Thank you.
Miles: Thank you.
C. Update and Memorandum of Understanding with the City of
Boise Orange Bag Recycling Program
De Weerd: Okay. 7-C is an update and an MOU with city of Boise on the orange bag
recycling program and I will turn this over to Mr. Nary.
Nary: Thank you, Madam Mayor, Members of the Council, this is the agreement to get
engaged with the city of Boise's program in the orange bag. It has been reviewed by
my office. We are comfortable with the Council approving this agreement. It's a two-
year agreement with only a one year commitment of the purchase of the bags, so it's an
annual funding requirement if you want to continue that. Again, I don't -- you know,
again, this is kicking off -- we anticipate -- and the city of Boise anticipates this program
extending into the future, but this is only a one year financial commitment. The funds
for this I think were -- were recommended from the community recycling fund to fund the
first 1,500 bags that are what this agreement contemplates and, again, there is a
cancellation without cause condition in a -- or clause in the contract, so if for some
reason the Council decides after this first 1,500 purchase to not continue with this, we
could simply cancel the agreement and, again, if you wish to fund it next year you can
do that.
De Weerd: Thank you. Council, any questions?
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: Brief recall. Does the source of funds for this year's purchase of the bags come
from community recycling?
Nary: Yes, sir.
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Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Since they are related topics, I guess a question kind of on the last one -- so
did we just commit spending for that budget or did we add it to the discussion for public
comment? Because we haven't set that year's -- that budget. Or we just bypassed the
public and put it in the budget?
De Weerd: You put it in the budget that you will later vote on.
Palmer: I guess it's still up for discussion and public comment. It can still be removed.
But we added it to the binder, essentially.
Nary: Well, Madam Mayor. So, the community recycling fund is a dedicated fund that's
already there --
Palmer: I went backwards.
De Weerd: No, He went back to the previous --
Nary: Oh, the previous one. Okay. I apologize. Sorry.
De Weerd: So, now we are back on topic. Okay. Any questions to the orange bag
program?
Milam: Do we need a motion? Yeah, I guess we do.
De Weerd: Uh-huh.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: I move that we approve the MOU for the city of Boise and the orange bag
recycling program.
Little Roberts: Second.
De Weerd: I have a motion and a second. Discussion? I guess maybe after the vote
we will see if we can get an update as to what this all looks like; right? Okay. If there is
no further discussion, Mr. Clerk.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt,
yea.
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De Weerd: All ayes.
MOTION CARRIED: ALLAYES.
De Weerd: And I guess Dave can give us an update on where -- where it is, logistics,
and what -- what the process looks like at this point.
Miles: What does it all mean.
De Weerd: Yes.
Miles: Madam Mayor, Members of the Council, essentially, where we are at right now is
the MOU will go back to Boise, they will put it into their queue for approval as well.
understand they do have bags -- the 1,500 bags on account in their inventory with the -
- the manufacturer, so we have to find out how long it would take between the time that
Boise approves the MOU and the bags could actually be delivered. In the interim we
have been working with staff to have a database ready to go for registration. We would
also want to do at least a month's worth of outreach to tell people how to register,
because it is 1,500 bags. So, we want to be fair to everybody. We anticipate two
cycles of utility bill mailers to explain how to register, so that everybody has the same
information. We also utilize social media, news outreach, news -- press releases, things
of that nature and, then, once that occurs there will be about -- it will be previously
anticipated about a two week registration period where they can actually go on, sign up
for the bags, and, then, from that period there will be another transitional period where
people actually come and pick up the bags. Once they pick them up they are free to
use them, but we anticipate probably about a two week period where people who
signed up and got approved can, then, use them and come pick them up. Additionally,
we will be talking with Boise about the data collection process that they go through, so
that we understand what pieces of information they want, when the material is going
back and forth between the two. So, essentially -- we don't have a current updated
timeline predicated on Boise approving it, but it's probably about a month and a half to
two months before actual use, provided the bags get delivered in time for that. But we
can certainly provide an update as we get more of those details.
De Weerd: And how can they tell who has the contaminated orange bags? We won't
be charged for extra costs because of contamination, would we?
Miles: Madam Mayor, Members of the Council, that is a component of the agreement.
It provided that we work together with the Boise to determine exactly that and that was
one of our primary questions, was that we don't want to be charged for contamination.
And Boise has indicated that their partners won't be -- won't be charged. The city of
Eagle, city of Garden City, has that in the same agreement and they are just working
through, essentially, understanding that there won't be charges for that. Boise is
progressing through that conversation with their supplier and their manufacturer and
renewal if you use the third -party end game to this that produces the fuel out of these
plastics.
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De Weerd: Awesome. Okay. Any -- any other questions?
Cavener: Madam Mayor?
De Weerd: Mr. Cavener.
Cavener: Not necessarily just about the orange bag, but just maybe getting some better
understanding. I think we have -- as a body have talked a lot about having a broad-
based discussion about what recycling looks like in Meridian a year from now or three
years or five years from now. There has been so many moving parts and even as a City
Council member wearing my citizen hat, I don't have a lot of strong confidence that I
could speak to what our program is going to look like a year from now and so I know
that there are still some conversations that are happening in SWAC, but really
expediting that, because I think that our delay in taking some action, at least being able
to share with our citizens this is our plan, this is our vision, is doing a detriment to our
citizens and to ourselves as a body. So, I don't know if that's scheduled for the future.
Being able to know when that is would be helpful and letting us know kind of what all is
going to be discussed so, that -- I think that's a meeting that we need Council to do a
significant amount of homework for to be really prepared to make some
recommendations and decisions.
Miles: Madam Mayor, Councilman Cavener, thank you for your comments. I think you
have hit the nail on the head in that there has been a lot of moving pieces to this very
rapidly. I can show that staff has been working on several fronts. One in terms of how
to the whole program in solid waste looks and how it gets managed with the City of
Meridian and what the messaging is and how the outreach works and who controls that
and who messages that. Additionally, we have the subject from Republic Services who
has requested a fee increase related to recycling. We anticipate having that fee
discussion -- the Republic Services fee discussion prepared for SWAC by the end of
this month. Hopefully, with the -- the hope to go to Council shortly thereafter and, then,
proceeded -- or following that we would hope to have the -- sort of global staff
conversation about how do we handle solid waste in Meridian from the staff perspective
and, then, from that point I think we would be primed and ready for the fiscal year '19
kind of rollout to say conversationally how do we think this should look and how do we
think it plays out and how does it -- how do we move forward.
Cavener: Madam Mayor and Dave or Joy, is that the -- is this a September, then, kind
of time frame that we would have that? I also -- I guess I'm one that if we are proposing
new program services and costs associated with that, when to have public hearings or
neighborhood meetings on that. Really wanting to make sure that we are doing a really
great job as the city to -- connecting with our citizens to get their impact, because as
you can see with this conversation about glass, I think all of us spoke in one form or
another and I think -- I feel like we are representing a certain segment of the community
that feels that way and so I know whatever we do there is going to be people that are
going to be really excited about that and people who aren't going to be excited about it.
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So, keeping us in the loop as to what that timetable looks like -- again, if it's -- if it's a
workshop kind of overlay presentation in September followed by, again, a plan for -- like
in public hearings and it would mean -- those are things that can you catch us up to
date? Is that the plan or maybe just drill down a little bit deeper what some of those
specifics are.
Miles: Sure.
Cavener: If they have been decided.
Miles: Madam Mayor, Councilman Cavener, you're on track. Yes. I think -- there is two
perspectives going on. One you will see the Republic Service request for the fee
increase fall in line with their standard rate request process. So, that will be sort of
moving along on one track. On the other track in terms of how Meridian is handling its
solid waste program and how it's getting managed. I would commit that staff will be
ready to have the conversation sometime August thereon and, then, we will leave it to
Council and the Mayor to decide when you actually want to hear it, whether that's
September or during August or somewhere thereafter.
De Weerd: I think it's probably best to have the -- at the next workshop the overview
and kind of lay out the -- the calendar ahead, so if there is any change you have it as
part of that rate discussion as well. So, you can kick it off in -- in August and -- and
have a lot of the -- the public hearing and noticing aspects in September.
Cavener: Great.
D. Budget Amendment Not -to -Exceed $70,000 for Legal Services
De Weerd: Thank you. Item 7-D is a budget amendment under Legal. Mr. Nary.
Nary: Thank you, Madam Mayor, Members of the Council. So, annually we have a
budget line item in the Legal Department budget for outside legal services. It's for both
anticipated expenses, as well as unanticipated expenses throughout the year. This
year our request for an additional 70,000 dollars in funding. A majority of that -- and I
don't have the breakdown, I apologize, here has already been expended. So, this is
money that was predominantly, if you look at the -- the memo that was provided -- was
money that went for the both the courthouse case, which this should be the last year we
will have to request any funding for that, and, then, also an arbitration that was
anticipated going into the fiscal year, but the cost and impact of that -- some have been
expended so far and some are still to be expended in wrapping that up, so -- and, then,
there is one other expense that's partially anticipated. We have received one billing in
relation to outside counsel on a specific tort claim, but it was the various activities that
this fee has covered this year in both -- like I said, anticipated and the tort claim was not
an anticipated expense. If you have any questions I can answer them, but ask for your
approval.
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De Weerd: Okay. Council, any questions? If not I would entertain a motion.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: I move that we approve the budget amendment in a not to exceed amount of
70,000 dollars for legal services.
Borton: Second.
De Weerd: I have a motion and a second. If there is no discussion, 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: ALLAYES.
E. Parks and Recreation Department: Budget Amendment Not -to -
Exceed $612,000 for Discovery Park Phase 1 Amenities
De Weerd: Okay. Our next item is under our Parks and Recreation Department. I see
Mike making his way up here.
Barton: Good afternoon, Madam Mayor, Members of the Council. I thank you for the
opportunity to bring forward this budget amendment. We are requesting a budget
amendment of 612,000 dollars to fund some additional amenities of phase one in the
new Discovery Park in south Meridian. These -- this -- this budget request and these
amenities were brought forward during the regular budget process a few weeks ago and
there was some discussion at that time that due to some potential cost savings of doing
them concurrently with the construction that's happening right now, that -- that it might
be a worthwhile conversation to bring these back as a budget amendment. This would
fund two picnic shelters, a 20 -by -20 shelter and a 20 -by -30 picnic shelter, an off -leash
dog area, some asphalt trails -- asphalt and gravel trails and, then, also some more
educational items in the splash pad. So, these -- these amenities would be funded a
hundred percent with impact fees and with that I will stand for questions.
De Weerd: Thanks, Mike. Any questions from Council? Okay.
Bernt: Madam Mayor?
De Weerd: Mr. Bernt.
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Bernt: I move that we approve Parks and Recreation Department's budget amendment
not to exceed 612,000 dollars for the Discovery Park Phase One amenities.
Cavener: Second.
De Weerd: I have a motion and a second. Any discussion? Mr. Clerk.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt,
yea.
De Weerd: All ayes.
MOTION CARRIED: ALLAYES.
Barton: Thank you.
F. Finance Department: Budget Amendment Not -to -Exceed
55,810.00 for the "IMPACT FEE UPDATE " project
De Weerd: Thank you. Item 7-F is under our -- oh, Finance. Oh, my gosh, Finance
has a budget amendment. Just wanted to call that to your attention.
Lavoie: Thank you, Madam Mayor, for pointing that out. Good evening, Madam Mayor,
Members of the Council. I'm here to stand for any questions regarding the budget
amendment that we have proposed to you in the amount of 55,810. This is our request
to hire a consultant to conduct our impact fee study. By state statute we are required to
do this every five years, so this is to hire a consultant to conduct a study on our behalf
and, then, later this fiscal year we will present to you the findings and an impact fee rate
proposal. So, again, stand for any questions on this particular budget request.
De Weerd: Council, any questions? Now is your chance. Okay. Hearing none -- Mr.
Borton.
Borton: If there are no questions, I would move we approve the budget amendment for
the impact fee study update in an amount not to exceed 55,810 dollars.
Cavener: Second.
De Weerd: I have a motion and a second. Any discussion? Mr. Clerk.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt,
yea.
De Weerd: All ayes.
MOTION CARRIED: ALLAYES.
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G. Approval of Award of Bid and Agreement to Raftelis Financial
Consultants, Inc. for the "IMPACT FEE UPDATE " project for a
Not -To -Exceed amount of $55,810.00
De Weerd: And, then, Item G, pertains to the same item.
Lavoie: Madam Mayor, Members of the Council, correct. The next item is the actual
contract that we would like to have you approve based on the budget amendment that
we just approved, so we can begin working on a schedule to have the consultant
conduct an impact fee study for us for this project request. So, we would stand for any
questions on the contract.
De Weerd: Any questions? Okay.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: If there are no questions, I would move to approve the award of bid and the
agreement to Raftelis Financial in a not -to -exceed amount of 55,810 dollars.
Cavener: Second.
De Weerd: Okay. I have a motion and a second. Any discussion? Mr. Clerk.
Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt,
yea.
MOTION CARRIED: ALLAYES.
De Weerd: Okay. Now you can go sit down.
Lavoie: Thank you very much.
Item 8: Department Reports
A. Community Development Monthly Building Services Update
De Weerd: Thank you, Todd. Okay. Item 8-A is under our department reports for our
Community Development Monthly Update on building services.
Ariel: Sorry. I take it that's not showing up. It was a really good presentation. Just for
the sake of time, Madam Mayor and -- and Members of the Council, I will go ahead and
get rolling with the -- with the presentation. I think the -- the verbal will be sufficient.
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The -- the presentation was really just cues for -- for the commentary and the update.
So, with that I will start -- it's pretty much the same format that we provided to you in the
past. We are moving forward with the -- the evolution plan and, you know, feel -- feel
like things are moving forward well. We are going to start with a -- the -- the building
services -- the Community Development portion of this first. You know, we have got --
actually, this is not working either. It's not even letting me move my own computer here.
There we go. Okay. So, I wanted to kick it off first with -- with the Community
Development piece of this -- building services piece. We have, as you know, RFQs out
to various contractors. We have received responses for those and graded those and
now we are in the process of getting master agreements in place for each of those -- for
those services. This is -- as you recall is our backup plan, really, as the means by
which we will weather the storm of -- of the interim portion of this, so that we can make
sure we can maintain a reasonable level of -- of service as we get up and running with
our own program. I think it's important to note here as well that we did receive a -- a
notice letter from DBS on -- let's see, it was on Friday, noticing us that they will be
terminating our mechanical services contract as well, effective December 30th, and so
we will -- in light of that we will be adding an RFQ out to the market as well for those
services. So, we are just -- I want you to be aware of that termination as well. We have
had ongoing conversations with DBS to kind of get on the same page with what this
transition will look like and how it will work. They have put together a proposed
transition plan. We have had conversation with them on what exactly that is and how it
will work. I think it's important to note that it is definitely a transition. There -- it's
basically a -- a scaling down of their services in anticipation of -- of us ramping up. That
line is aggressive, so I think all of the pressures that we were already feeling are a little
bit more acute and certainly the plan B's are more and more in focus as we move
forward. The one item that I think is just important is just the time element. You know,
there is a -- essentially a -- a waning of the DBS services through the end of August.
So, it's a little bit quicker than we had anticipated. So, that's -- that's the update on -- on
the community development side. Financing and -- Finance and Purchasing. You may
have seen in the back parking lot we have four Chevy Equinoxes out there that are
newly purchased. We just this week have gotten those over to the shop to get them
decaled and equipped and so we will have fully -- fully loaded inspection vehicles here
in the next two weeks. So, we are excited about that. And if you could see it, there is
some -- some photos of those. But those are for my eyes only I guess. IT. So, just real
quickly. All of the hardware that we have ordered has been received. We are holding
onto a TV, as well as a copier until the -- the TI is at a point where we can receive that
equipment, but for the most part the hardware is -- is -- is here. So, we are ready on the
equipment end. As far as -- oh, sure. Maybe it's my computer. Good job. Thanks,
everybody. So, here is a -- here is a good view of the -- of the -- of the cars. Excited
about that. Just mentioned the hardware. And, then, onto the software. So, this is the -
- the big implementation that -- that we are undertaking. You know, we have the
agreements with Accella for additional licenses in place and we are working with them
to get the -- the inspector piece of that installed as well. As far as project docs goes, we
are grateful for IT department for their efforts here, as well as our internal staff. We
have had a number of on-site meetings with the project docs team, the Avolved team, to
really start tipping up this program. So, they are through, essentially, their first round of
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implementation and configuration and now they are working into the -- integrating that
with our Accella platform, the public access platform, and so that's -- that's coming along
well. We are anticipating a September 7 launch date of that and it's important to note
that this is just the building portion, so other function -- functionality will come later. But
we are gunning hard for having the building piece in place September 7th there. But,
again, I can't -- kudos enough to the IT team, as well as our own team for really kind of
stepping up and getting everything that they need to over to Avolve, so the process and
the configuration just keeps -- keeps moving forward. So, we are really excited about
that and -- and appreciate all the hard work there. HR. Have some good news here.
We have our first ever City of Meridian building inspector hired, who started on Monday.
John Shine. And so we are really excited to have John with us. He's doing training with
-- with Sam. He's going to do some observation with -- with George from DBS and we
are getting him really integrated in our culture and how we want to do building
inspections. So, we are excited to have him here. We also have extended offers and
they have been accepted for our building inspection supervisor position, as well as
another inspector one position in the building department. So, we are -- we are excited
for that and the -- the start date of July 23rd there with -- with those folks. So, we are
encouraged by that. I think, you know, it's kind of the ongoing discussion that we had
last month about hiring and so look forward to further discussions with you all on how to
expand the pool and -- and -- and hook and land good quality folks that we -- that we
need to make this successful. As far as the tenant improvement goes, kudos to Max,
Bill and John and the Public Works team there, they are fantastic. You know, we get the
month -- the weekly updates from them and just they are rocking. So, can't -- can't
thank them enough. So, just real quickly, we are -- we are pretty much done with the
production room transition. The inspector room is -- is very close. We will show you a
few photos here and, then, you know, kind of -- kind of doing this in priority order as
well. The plan review room up on the second floor is -- is -- is in some -- is in a state of
framing right now, so here is a few of the -- the photos here. See there is the mini split.
The inspection area. Here is the production area. Actually, that's further along even
than what you're seeing there. And, then, the upstairs, the second floor plan review
area, is getting framed out. So, with that that's the update of the -- of the building
division and look forward to any questions that you may have.
De Weerd: Thank you. Council, any questions?
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: Not a question, just -- I am just constantly in awe of -- of how dedicated you
guys are to making sure that this works. You're working way more hours than I would
be willing to for this. So, thank you for sticking around and staying up late and figuring
out how to make this happen. So, there isn't really an option. So, you guys are making
sure that -- that we don't have to.
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De Weerd: I would also say that translates into our other departments as well and --
and Public Works in trying to get the parking lot done and now the TI work done and all
of that is --
Ariel: HR as well. Huge.
De Weerd: HR. Finance. It's -- it's really been multi -department in trying to make all of
this work. So, kudos to everyone that's keeping -- keeping this rolling forward.
B. Community Development: Report on Overall Development and
Growth
Ariel: Uh-huh. Yeah. Totally agree. Thank you. Okay. If there is nothing further, we
will move to item 8-B, which is also Community Development, a report on overall
development and growth and that is the Caleb show.
Ariel: Yes. Caleb can come on up and then join me -- and join me. Just wanted to kick
this off. I -- I -- I really have appreciated the dialogue that's gone on around this. I think
it's the right thing to be talking about specifically to our community. How do we -- how
do we best serve our community and get you all as the decision makers of -- of the
administration of our community the right information to make informed decisions. So,
with that in mind I will turn it to Caleb and, you know, just really appreciate the open
dialogue here.
De Weerd: Thank you, Cameron.
Hood: Thanks, Cameron. Madam Mayor, Members of the Council, you're in luck, I am
battling a virus, so probably not going to talk a lot for fear of breaking out into a
coughing fit. So, want some feedback, though, from all you. No. Thank you. I have
got some. But I do want some feedback and do -- need to get a few things out here, so
we can have a dialogue, but hope -- hopefully you can -- this is engaging enough and --
and you can provide some feedback. I did provide a memo for today's meeting. Should
be in the packet hopefully --
De Weerd: Uh-huh. It is.
Hood: -- dated July 3. I'm just going to highlight a couple things that are on there as we
kind of run through a proposal to update the staff report format. So, to improve -- as
Cameron stated, improve staff reporting on proposed development applications we
have been discussing one tool being to improve the written staff report. So, again,
included in the packet is a draft. It's not a fully developed staff report. A lot of the
sections would remain the same towards the -- the third, fourth, fifth page and so on, but
really trying to get some of the most important, critical information front and center. I
know some of our reports can run long, sometimes 40, 50 page reports. So, in the first
couple of pages hit everybody with the most important stuff first and so that's kind of
what -- what the idea was in improving the written staff report. In addition to that, what
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we are talking about doing is improving the coordination, both internally with other
departments, but also externally with other agencies to get their information, so that can
also be included in the staff report. Again, a lot of that information front and center in
the report, but, then, more analysis kind of throughout the report as well. So, again, we
have got a draft template. I want to hear your comments maybe as we -- as we look at
that a little further here. The idea, though, again, is to present you all, the decision
makers, with a better tool, so you have all the information available to make an informed
decision. So, that's -- that's the idea. However, it will take more resources to provide
the analysis and information within the report. So, I do want to disclose that a little bit
more, particularly I will look at police and fire. It will probably be a little bit more work on
their end, Public Works probably to some degree as well, to get the information in the
report. They currently don't have staff -- their staff dedicated to providing some
comments, but maybe not to the level that you all are looking for going forward and
that's kind of, again, why we are here is to understand, get some direction from Council
on what type of information do you want reported in the staff report, so you can
understand levels of service and impacts to those levels of service over time
comprehensively. So, again, that's kind of the context for -- for this discussion. So, I
have -- a couple weeks ago went to a director's meeting, discussed that with everybody
-- seemed to be on board and understanding and realizing, though, that it will take some
resources -- either have to be diverted from, you know, existing projects that they are
working on to work on staff reports or there may be a request in the future for additional
resources to help perform some of that analysis from the various departments, so --
shared the draft staff report with them as well. Have had a couple conversations again
with police and fire via e-mail on some tweaks to the staff report, but it's largely -- what
you see in the packet is largely what we have to date. Maybe a couple of other things
to highlight in the staff -- in the revised format is some additional graphics, more maps
up front. I hear you guys talking a lot about -- during these meetings about, you know,
comprehensive impacts or -- or projects within a general vicinity that have been
approved recently that don't show up on a map. Maybe the ordinance hasn't been done
yet, so it's not GIS yet and you don't actually see a city zoning there. But, oh, yeah,
three months ago we approved a project that had another 400 units right there. So, we
are going to have a map that will show preliminary platted lots and otherwise approved
developments as little insets. So, again, it gives you kind of an idea of how hot an area
is or -- or other projects that have been approved in the general vicinity of the project
that's before you at that point in time. Also what we are proposing probably at the back
as an exhibit is a phasing plan or phasing map to show what the applicant's proposing.
Some of the dialogue that's been had previously has been about the sheer volume of
units coming online all at one time or the number of lots that are platted in any one
given year or a season and so showing everyone what the developer's phasing plan is
for a project -- is it all going to be -- is it a hundred lot subdivision that's all going to be
done in one phase or is it three phases? We can take that a step further if you would
like and this is something we need to explore a little bit more. We get that information
now and we review it and we typically hold them to the phasing plan, but what we
haven't historically done is hold them to a timeline for that phasing plan. There may be
three phases, but if the market is hot they may do all three phases in one year. We
potentially could say you get one phase per year, just as an example; right? So, there
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are some things like that. You could limit a project to say this is my proposed phasing
plan, I have got a 300 lot subdivision, I got ten phases, typically a developer doesn't say,
you know, oh, it's going to be ten years, but you don't really know; right? But if the
concern is, again, too many coming on too quickly, we could say, you know what, we
think we only have the capacity to handle X amount per year or per month or whatever -
- however we want to do that, so -- but, anyways, what we will put in the report is their
proposed phasing plan so we will know at least what -- where it would break and -- and
have -- and ask some questions potentially about how -- when do you anticipate these
units coming online and if there is concerns about too much at any one time we could
potentially condition that accordingly. Again, the analysis section we -- we envision
being beefed up quite a bit. Really, the way I have explained it to others is we are going
to tell you the information, you know, quickly in these tables, we are going to give you
more details about what we told you in the table and, then, we are going to tell you what
we told you in the conditions. So, really, you get it three times. You get a summary, go
to this page, you want to know why the conditions, read the analysis on why. But, then,
there will be a condition at the back that says, okay, how do we mitigate something that
you told us why in the analysis, here is really what you need to do. We need an
additional fire station or whatever -- a potential mitigation measure might be. But that
analysis section is not going to be just planning specific anymore, we envisioned it
being, again, any agency or department that has some analysis that they want to put in
there that explains a condition of approval within that section of the report. One of the
other things that -- that has been discussed is -- and this is where we need some
feedback, again, is the staff recommendation. We could potentially have a staff report
that is just the facts. Code compliant. Not code compliant. There would still be some
analysis on those aspects and in the Comprehensive Plan, but right now -- you all have
seen them -- right now usually it's at the bottom of the first page, sometimes it bleeds on
the second page. Staff recommends -- Planning and Zoning Commission recommends,
A, approval; B, continuation, or, three, denial and it goes on to state considering all
applicant, staff comments, blah, blah, blah; right? We would remove that potentially
from the staff report and just state this application complies with the bear minimum --
you know, the minimums of code. Again, we do the analysis saying, you know, they
have 15 percent open space and three tot lots and two swimming pools and -- and so
you know what they are still -- it complies with code. I mean we wouldn't simply say it
complies with code, we would still do the analysis and say this is how it complies with
code, but at the end of the day we wouldn't say this is a good project or not a good
project. We would just say it complies with code or doesn't comply with code and kind
of leave it at that. So, again, I would ask you to think about it a little bit. As you're
thinking about that I see some pros and cons to that. One of the cons -- and I will just
throw it out there I think is -- maybe from the Development Community side, as well as
staff side, it is something usually where we -- there is some behind -the -scenes stuff that
you all usually don't see where we are negotiating or working with -- you know, hey, can
you do this, you know, this seems to make the project better. It may or may not be
explicitly in code, but it's something that makes the project -- we think this fits good with
kind of what you got going on. Well, now, if it's all just in code, we -- we as staff lose
any real negotiating power. On the other side of that, that applicant generally likes to go
into a hearing with some certainty, if you will, from staff, a recommendation of approval,
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if you will. They like to have that going in, not a -- well, here is a report, good luck. You
will see how it goes, you know, and, then, leave it to the Planning and Zoning
Commissioners, City Council, to ultimately make the decision. They like to have staff's
recommendation of approval going into a project. So, some pros and cons to that
concept, but I think it will take a little bit of getting used to if we do decide to go that way
as far as a staff recommendation, but it makes a lot of sense, too, to just really keep it to
the minimums. I will also point out if -- if we go to just code compliant type of analysis in
the staff report, we do need to look at some of our minimums. I would -- I would -- and
we are, by the way. Some of the things we talked about in May at the workshop, we
had Bill Parsons organized a UDC workgroup last month. So, we had our first meeting
and -- and shared with them some of the -- the changes that we potentially talked about
as a group in May and are moving forward with those. So, raising the bar on
development if we are just going to say complies with code or not. So, that's kind of
moving forward. There may be some additional sections of code that we want to look at
if we are just going to be -- complies, not complies type of a staff report. So, as we
move forward, again, I want to just check in and make sure you support this increased
level of effort, you know, kind of citywide or department -- throughout the departments,
as well as kind of an aside point on that, we have had two other related topics come up.
What is the timeline to process applications. So, an application is submitted, the time to
get it to a hearing, produce a staff report, a lot of times we don't have all the information
we need, particularly at the Planning and Zoning Commission we try to have all that
information ready for you all, because we want you to have everything available to
make that decision, but a lot of times the Planning and Zoning Commission does not
have an -- well, not a lot of times -- sometimes the Planning and Zoning Commission
does not have ACHD's staff report or recommendation for their commission and they
are left taking the brunt of the public's angst from this project, because it hasn't been
through ACHD yet, so you get a lot of people coming to Planning and Zoning and
wanting to talk about traffic and the Planning and Zoning Commissioners are like we
aren't transportation engineers, I don't know. So, talking potentially about not
scheduling applications until we hear back from ACHD on their compliance with their
policy on projects would create -- for some projects would create a longer time frame for
approval in what they are used to, but that's something at least that's been talked about.
The other -- the other, again, related topic is in our code -- and it's UDC 11 -5A -6G-5.
There is two -- two timelines that are called out. One is 70 days and one is 45 days.
The Planning and Zoning Commission has 45 days to forward on a recommendation to
you all after they have all the information they need to forward on a recommendation.
The 70 days is for you all to put forth a -- a final decision on -- on projects. So, just a
conversation about that, again, is for -- the Legal Department did some research on
Idaho Code. It does not appear that there is any statute in Idaho Code where the 45
days comes up. What it does say is processed in a timely manner and the Commission
shall have a reasonable time fixed by the governing board to examine applications. So,
I don't recall where 45 days came from, but it is just an option, again, to allow, as we
have talked about additional comments -- all comments to be gathered and produce -- I
will just let you know, you know, we -- we pride ourselves on being prompt. We are not
trying to delay anything, but sometimes we can get so fast that we miss stuff and we
miss other comments from other agencies and it's through the process and, then, we
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get a letter from DEQ saying, hey, we got this concern. A lot of other cities have a more
elongated process and I'm not saying -- I'm not proposing that necessarily, but if, again,
the idea is you all need all the information to make an informed decision about if a
project is appropriate for a community or not, you may need to allow for time to give all
those agencies and internal departments more time to respond. So, again, I think I'm
done there, because my throat is starting to scratch and I'm through my notes, but -- so
this is -- it's a draft. I would like to get that feedback, come back to you with any
comments that you call have, with anymore comments that internal departments have to
-- to clean up the -- exactly how they would like the tables to read. Work on some --
some standard conditions with them, maybe come back later this month with a more
polished version of this for some -- for some more comments before we roll it out.
Palmer: Madam Mayor?
BZaylkyl ia■ & NUM=H =H -
Palmer: Madam Mayor. Caleb, on -- I like it all. On 2-13 under community matrix I think
under the section for distance to fire station I would say go ahead and assume Station 6
exists when filling that section in for any projects coming forward and, then, maybe a
question on the -- the distance to police station, including estimated police response
time. I think that it's a little different than fire in that the -- thank goodness the fire truck
is not out patrolling, but I don't know if there is a way to kind of have a matrix of
guessing an estimated response time to a particular place in the city or what maybe our
police representative tonight has an opinion on what would be useful information to us
with regard to a project that go up.
Leslie: Madam Mayor, yeah, that's a little different for us in regards to how we staff our
police officers. We already track types of calls we have, the locations that we have
them, and we divide our -- the city into beat areas and we are constantly looking at -- we
are now reevaluating going from a two beat area to a three beat area to allocate those
resources based off the types of calls, the time of day, you know, as -- the calls during
the day are different than the calls at night and in regard to the types of staffing. So, in
looking at this project I think we already do a really good job of tracking types of crimes,
our response to those crimes, where they are located in the city. In talking with
Lieutenant Colaianni we need to take the land use residential zoning map and overlay it
with our crime map perhaps and look at that relationship there a little bit and see if that
can give us a little bit of insight into the types of calls based off the -- the residential
area, commercial areas. You know, our NIBRS coding that we report to the federal
government already breaks down location types, if it's a business, it's a park, it's a
residential area, but how does that relate to our density maps and I think that would give
us a little more insight into -- into that. Response times by themselves probably isn't
going to be the -- the best factor to look in regards to a new development coming in.
Also new developments change needs for us. You know, as a residential is starting, it's
construction theft, it's crimes of opportunities. As that neighborhood matures and
people move into there those crimes go away for a while and, then, it may go where we
don't have anything that's going on relatively there in a new neighborhood and, then, we
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start getting the other types of crimes, persons crimes, you know, the domestic type
situations, disturbing the peace, vandalisms. So, the types of crimes, then, will change
as that neighborhood develops and matures, just like in a commercial area as well.
Does that help answer your question?
De Weerd: Yeah. I think Lieutenant Colaianni has -- has been part of some of the
discussion more in environmental design. The police has met with planning to say what
is that relevant information that the police department can supply to Council that would
be able to clearly denote an expanding service area that now they are stretched an
extra half a mile or -- and that's where the phasing plan would make a difference. If
they are phasing from the outside in, not as good as from the inside out, but in police
the minute you annex that land they serve that area and the surrounding roads. So,
how can they articulate impact on resources -- I don't know if this necessarily captures
it, but just trying to set what could some of those potential data points be that would
mean something to you and so this is really to initiate a thought process to say, yeah,
what information would be important for me to know in order to make a well-informed
decision. So, if you can think of those things that you think, oh, if only I would have
known, those are some of the things that we are interested in, so we can put it in this
report to give value to the decision makers.
Palmer: Madam Mayor?
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Palmer: Then maybe with regard to the police maybe just put in police comment. Then
that way if -- if there is something that the policeman department recognizes as a
particular different kind of situation that might pose a problem for them or anything that
-- whether it's, you know, we are going to build on the other side of McDermott and,
then, the nearest overpass is going to be a mile and a half, so if you're going to build the
subdivision right here in the middle of -- between these two overpasses, it's going to
take a response time maybe five minutes longer than it might have been if we didn't
have a freeway between it. If it was a subdivision right -- a normal type situation. I don't
know. Whatever it might be. So, maybe just police comment in case they have one that
has something odd.
Hood: Yeah. And, Madam Mayor, we certainly envision kind of an other or a
miscellaneous section where anyone could add, you know, some comments that maybe
don't fit in the template per se, but an opportunity to provide those. I will just -- I
mentioned kind of in the middle of my presentation hearing from both police and fire.
Lieutenant Colaianni did send me some comments just earlier this morning, but I didn't
update the template to reflect his comments and I don't think they are quite there yet,
but just kind of along the same lines of what potentially they could report on, he says
they are working on some high level data and matrix that they could provide, things
such as expected average police response times, both emergency and non -emergency
to serve the proposed development. In addition, we could show that the current calls for
service are for the particular area being reviewed and vehicle collisions for that area in
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the last year. So, just some examples about, you know, again, how often they are being
dispatched or called to that area today and maybe can forecast that in the future with
this project maybe with some of the things that Lieutenant Leslie said about, you know,
looking at some of the community matrix and what they can expect for crimes and stuff.
The other thing --
De Weerd: Caleb, could that also maybe play into, you know, it could be safety lighting
in the roads that the development could put in to make that more --
Hood: Absolutely. So, Madam Mayor, you mentioned that. I mean that is -- that is
Scott's job right now. Currently that is the CPTED, Community -- it's like Crime
Prevention Through Environmental Design. I don't know why the P -- Community --
yeah. It's Crime Prevention Through Environmental Design. So, yeah, I'm not putting
shrubs -- a row of shrubs around an ATM machine; right? Because someone can be on
the other side and -- anyways, things like that. That's currently what he's looking for,
putting lighting on pathways, those types of things. This is -- this is different. This is
response times, level of service type of things, not just designed type of things. So,
yeah, that's -- again, that's kind of the shift in need historically and same with fire, the
fire marshal's typically commented on, hey, this cul-de-sac needs to have a radius of 28
foot and 48 so our trucks can turn around, not, hey, it's going to be ten minutes before
we get there. So, it's -- it's a shift in the types of things. We will still report out on those
first things that we have historically done, but also report on that. I guess to Councilman
Palmer's point about -- about Fire Station 6, the way I envision that happening --
reporting out is today here is a RAT. Nearest station is five. But in the analysis section
in the CIP we have a fire station planned in 2020 and look at their phasing plan, their
first phase isn't planned until 2020, right, when this is supposed to come -- so, we can
do some of that. We can say, hey, today this is what it is, but we are planning on
building one in two or three years and that corresponds with their phase two, which is
about when we need it. So, that's -- that's kind of the idea that we would provide all the
information, because, yeah, it really doesn't matter what it is right now, because even if
you approve it today they are not building it today, there is still a process to get there;
right? So, that's kind of where we going with some of this, too.
De Weerd: And just also probably important to note that each department will assume
their responsibility to providing those comments to planning. Planning is not going to be
the police on it. Each department needs to -- to bring that to -- to the developments.
So, if you see an empty spot and you have questions, why don't I see comments from
the police or fire, they are going to be sitting over there and they will be put on the spot.
Hood: Madam Mayor, if I can just --
De Weerd: I just wanted to ease the mind of --
Hood: Thank you. I appreciate that.
De Weerd: -- you and your staff.
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Hood: Yeah. We do appreciate that. So, again, today maybe any initial feedback if you
have it on a couple of things. Staff recommendation would be one. Maybe initial
thoughts on that, if you think we should go more towards a -- hey, this complies with
code or -- or not. Subjective -objective type of thing. Looking at some of the timelines
and the review process and potentially, again, waiting to schedule some these projects
until we have ACHD's comments in hand for certain types of projects, those are
probably -- and, again, just a confirmation that more effort is going to be put into the
report on multiple fronts, because you want that information, you find it valuable to make
decisions at the end of the day. So, that's kind of the --
De Weerd: Mr. Bernt.
Bernt: Madam Mayor, thank you. Caleb, thank you for being here this evening. I can
tell you are a little bit sick, so I appreciate it, man. You're struggling. Drinking that
Caraway water of yours. Hope you're feeling better. Quick question or maybe a
comment. You know, I remember when I was previously on Planning and Zoning and --
and when these applications were first, you know, presented it was always really difficult
to understand what the traffic issues were, because a lot of the times we didn't have -- I
wouldn't say part of it, I would say a lot of the times we didn't have, you know,
information from ACHD or ITD or other stakeholders and so I think it is vital and super
important to have that information from stakeholders -- neighboring stakeholders, so
that, you know, Planning and Zoning and, then, ourselves can make some -- some
better decisions or prudent decisions I believe. With that said I don't want to -- I don't
want to hold up the process too long, you know. You know, my business -- you know,
my day job has to do with the building industry and so I -- I get their concerns. They
don't want to sit and wait and wait and wait. So, maybe we can find a happy medium or
have more dialogue in regard to that, but it would definitely help for sure and one of
those institutions might be, you know, getting information -- needed information from
West Ada School District as well, you know. What -- what's the school situation look --
looking like in that area, you know, if there is a school nearby that's completely full -- you
had an application recently where we found out that people were actually taking their
kids to another elementary school, because the elementary school in which they would
go to was completely full and they couldn't accept them anymore. Well, why are we
building more units in that, especially high density units, in order to cause more
problems not only for that school, but other schools as well. And so just a lot of different
conversations that I think would -- are necessary to make important decisions without
holding up the process too long, so --
De Weerd: Well, I -- I think that if we have a clear instruction that -- and I can tell you
that having Planning and Zoning Commission make a decision without all the
information is not right either and in order for staff to meet our own ordinances on when
an application is -- is accepted and put for a public hearing, we almost need to know
when we are going to have those pieces of information, because once -- even once the
Commission makes a recommendation, you have only a certain amount of time that it
can be scheduled on City Council. So, that's what staff is grappling with. So, when do
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we determine that an application is complete so we can start the process. ACHD hasn't
been meeting those timelines in some cases and so, then, it makes it difficult for staff to
make a recommendation, for the Commission to make a recommendation, because
they don't have all the information.
Bernt: Madam Mayor?
De Weerd: Mr. Brent.
Bernt: Caleb, what normally is like the turnaround time for ACHD, because you're --
that's where the major concern -- I mean when people talk about growth -- I mean I think
they are really talking about traffic and so like what -- what is -- what is the normal, you
know, average turnaround time with getting information from them --
Hood: Sure.
Bernt: -- that's been requested?
Hood: Yeah. Madam Mayor, Councilman Bernt, so it does vary. It goes -- there is,
basically, three levels at ACHD. One is it's so small they do a no review letter and we
get those within a week or two. There is kind of, you know, 80 percent of the projects or
so which are generally within a month and, then, the other 15 percent of the projects are
so -- which require a traffic impact study and those are the projects that are --
Bernt: The bigger projects.
Hood: -- bigger projects. Typically it's a hundred single family units or multi -family,
which are more, and I think it's like 250,000 square foot of commercial or more ACHD
requires the traffic engineer to prepare a study and that takes more time. The thing that
throws a wrench into the works sometimes -- so, those typically take longer when there
is a TIS, because there is a technical review --
Bernt: Right.
Hood: -- and our process now says we won't schedule you for hearing until ACHD has
at least accepted the TIS and we try to coordinate with them and say, okay, we have
accepted it, how long do you think it's going to take you to review it and get your -- we
try to guestimate, but sometimes we miss it. They hit two weeks and we missed it by
two weeks, you know. The other thing that throws a wrench in is ACHD meets -- once a
month they have a night meeting and that's typically where they have contentious
hearings. It doesn't happen all that often, but even on the -- the 80 percent of the
projects that I mentioned, if there is a neighbor that has a concern about that and they
tell ACHD I want to address the Commission, all of a sudden that project that usually we
would hear comments back in a month is now two months out, because it's got to be on
a night meeting and depending on when they let ACHD know that, you may have just
missed the last night meeting, so now you're waiting practically a month to be heard.
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That just put a wrench in our whole timeline. So, we don't really know when we accept
an application if it's going to be contentious or not. Sometimes we do, but not all the
time. And so we don't know if ACHD commission is going to have to act or if it can be a
staff level or it can be a consent agenda item or night meeting. So, that -- those are
some of the variables that kind of role into this and why you see sometimes we -- best
efforts to coordinate with ACHD and, then, something happens and it -- we miss it. So,
again, generally, it's either within a couple weeks, a month -- could be up to three
months. I mean those are kind of in those same scales of when we can expect ACHD --
Bernt: Madam Mayor? Sorry. So, generally speaking, when -- let's just say an average
sized development, what -- you know, how long does it usually take from when they turn
in their application to when it's heard from Planning and Zoning?
Hood: Madam Mayor, Councilman Bernt, again, a lot of variables in there. There is just
a lot of variables. So, I'm going to rephrase your question a little bit and say once we
have a complete application, because there is some back and forth typically and that's
really when our clock starts is when we tell you as the applicant we have everything we
need to process it, that's -- that's when it's on us now to do our job and to schedule
things and get it processed. A lot of times we are missing things that we need to do this
correctly, so that's how I am going to rephrase your question. Typically, though, what
we tell applicants is basically when you submit that application that's complete between
three and six months to get through our process, to go through Planning and Zoning,
City Council, to have your findings, you're done. It doesn't include DA sign, because
that can go back and forth with the attorneys, but, generally, from when you submit to
when you're done a three to six month timeframe is what you're looking at. Sorry I can't
narrow that down, but, again, there is a lot of variables in there and -- you know, four
and a half months, then, if you want the average I mean is probably about what it is;
right?
Bernt: Right.
Hood: Somewhere in there.
De Weerd: All variables that our staff try to diligently juggle.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: Caleb, I think this is great. Thank you all for -- for your work on this and -- and
making it more -- I think comprehensive and -- and easier to find things. You mentioned
at the beginning that maybe leaving off -- I know you said possibly leaving off staff
recommendation and also Planning and Zoning recommendation. I would -- I would --
obviously, I wouldn't ever recommend leaving off Planning and Zoning's
recommendation and staff I kind of see both sides on, so I'm on the fence on that one.
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Hood: If I can just interject and I know -- it's looks like you're in the middle of a series of
questions. So, it was just staff recommendation. The Planning and Zoning is charged
with sending a recommendation to you.
Milam: Okay.
Hood: So, really, we are kind of putting them a little bit to a bind by not having a
recommendation from staff and really having them be the ones that are reading
between the lines or reading the analysis to go I can't really tell if this is a good project
or not. We will hopefully do a good job of explaining that in the analysis, but, no, sorry, I
didn't -- I didn't really clarify that. You would get a recommendation from the Planning
and Zoning Commission as a City Council, but they would not be getting one from staff.
Milam: Madam Mayor? So, with my experience -- something I ask that would be really
helpful, because to me staff recommendation means that they -- they made all of the
minimum qualifications and that doesn't necessarily mean that you highly recommend it,
you might hate it, but it meets all the -- and you -- but you can't really say that, so maybe
I like different colors or different classes of --
Hood: Yeah.
Milam: -- we recommend with A, we recommend B, C -- kind of give us a -- right? Then
maybe we can -- we could differentiate -- I don't know what the answer is, but
something that we could -- you could say staff recommends maybe because they do
meet everything, but something more substantial that tells us do you really think this is a
great project or do they just meet all the minimums. So, that's kind of where I am
coming from on that one.
Hood: Madam Mayor, if I can just follow up on that as well. It's something we have
talked about as well. I mean we really want -- for those premier projects we are like,
hey, this is -- this really -- how can we bring that forward and say, boy, this -- this looks
like a solid project. We have talked about doing something --
Milam: We recommend. Recommend.
Hood: Yeah. So -- I don't know if it's being color coded or not, but some way to -- okay,
this is a -- we believe this is a premier project, it meets all of the standards for Meridian
and goes above and beyond and -- and -- yeah. I will probably just leave it there.
Milam: To me that would be -- that would be the ideal answer as far as I'm concerned.
And, then, on the -- on the maps it has like the different -- like zoning, nearby
development, future land use map and maybe it is there somewhere and I'm not seeing
it, but if there is anything that -- the only thing that would be maybe a little bit more
adding in here is if there is a recent project that's been approved, but that's not there or
there is another -- oh, we just -- we just approved 600 apartments and it's in a C -G, so
we can't even really -- you know what I mean? So, something like that.
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Hood: So, Madam Mayor, if I draw your attention to page two, then, of the staff report.
So, zoning and nearby development. So, if you look at that what -- what you see on
there -- and what you don't see is the legend. So, we will have to bring that legend --
sorry.
Milam: That's what I was looking --
Hood: Page two of the staff report is actually page four of the memo.
Milam: Oh. That's what I was looking at. It was a map.
Hood: So, we can look at -- I know it's a little subtle, especially at that scale and, again,
something we can play with. Don't want to make this take up a whole page, because
we are trying to really get -- the first two pages -- everything and no one -- to be the first
six pages that have all this, but if it's something that that's important -- but if you look at
some of the line work on there -- so, the project site in this case is a triangle --
Milam: Uh-huh.
Hood: -- you can actually see underneath that to some degree their proposal. So, it's
not approved even there, but if you look on the south that's the Baraya project and if you
look kind of where the R is in the R-8 --
Milam: Uh-huh.
Hood: -- those are actually subdivided, platted, existing lots. The red lot lines are
preliminary platted, so those don't exist, but they are approved, so you approved a
preliminary plat, but this is a phased project, so only 40 lots are actually on the ground,
but there is another 300 that are -- that -- and, again, some of these are in the reds and
the gray lines --
Milam: Uh-huh.
Hood: -- but that's really what -- in the legend we can have the -- call that out a little bit
more and say, yeah, if you looked at the aerial for the R-8 you would see those. You
wouldn't see anything else around it. This shows you what's coming. Yeah. Everything
else. So, that's kind of the idea.
Milam: So, we just need to have the key that --
Hood: Yeah. We haven't fully developed that, but we will have a legend that says, hey,
red lines are preliminarily approved, gray lines are existing lots --
Milam: Okay.
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Hood: -- homes or -- essentially.
Milam: And, then, like where it's C -N and C -G, there is like nothing in there --
Hood: Right. Those may be just -- just -- and we can work with this, too. The other
thing that you don't see is an aerial. So, an aerial will help as well. So, if you can see,
like, for instance, there, there is Ten Mile Christian Church on C -N, you know, around
the corner. That's Ten Mile Christian. So, yes, that's developing and we have got a city
well site --
Milam: Yeah. You need --
Hood: -- and so there is other things going on there. So, I think we can do a better job
through a series of maps showing what aerial -- zoning and approved development in
the area, it really gives you a -- a complete picture of what's -- what's in that area.
Milam: Thank you.
De Weerd: Mr. Bernt.
Bernt: Caleb, one last thing. I just want to -- just let you know that -- and also,
Cameron, in your department, Bruce and Bill and all the -- you guys that are here, I -- as
a body -- and I'm sure I'm speaking on behalf of the Mayor as well, thank you so much
for the extra work that this is going to take you guys. I know you guys are super
bombarded, I know that you guys are super busy and I know that you guys have a ton
on your plate and we are asking you to do one more thing, so I just want to make it clear
that -- how much that's appreciated and how much we truly appreciate your work and
your dedication to making what we do easier and so thank you.
Hood: Madam Mayor. I do appreciate -- I do appreciate those comments and I'm going
to speak on behalf of our department here for a minute, I mean we do pride ourselves in
helping you -- giving you whatever information you need to do your job. We also take
pride in working with existing residents and constituents, as well as developers and
others that come through our -- they are all customers. So, we want to make sure
everybody -- we try to do the best we can with multiple audiences. A lot of times
multiple interests. But trying to serve everybody with their needs. So, yeah, whatever
we can do to help you going forward. This one thing. If it's something else, please, let
us know, but we will do the best we can. So, thank you.
Bernt: Thank you.
De Weerd: Any other feedback? Mr. Borton.
Borton: Madam Mayor. In no particular order, some -- some food for thought. I think if
-- the staff report needs to come out the weekend before at the latest. Whatever format
this is at the latest -- if it's like Wednesday the week before. Anything Monday is just --
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Hood: Sure.
Borton: -- devastatingly difficult for public and the development community, so we can
schedule things accordingly, but it's got the out and complete for that Friday. I think it's
helpful to everybody in the presentation to use Google Maps at the start to kind of
narrate the 3-D form, here is where we are at and we refer back to it and, then, have it
available to show topography and -- and roadway improvements that might not be
totally up to date, but it keeps us from looking at it up here. I think everyone helps --
helps everyone make a good decision. We can call it out and ask planning staff to pull
one up and I think it's helpful. So, it's just -- we can use it all. All the time. I'm not
pointing fingers. Some matrix on this summary of the report, which I think are -- to add
in, I agree with -- with Councilman Bernt, that's a no -- either staff report, yes, no, or not
applicable. From ACHD, COMPASS, ITD, the school district. So, maybe it might not be
applicable, but that would be helpful. I think of somebody that says -- because it's
relative, but neighborhood meetings, date, location, and number of attendees. Some of
these have one people -- one -- one person show up, some have 500 and it's a nice
heads up. I think some -- some commentary from whoever is presenting the application
-- it's kind of nice to hear some of the story very briefly about the dialogue that goes on
between our staff and -- and the applicant of, you know, we met and we talked about
this and they started with 110 lots and we worked and now it's 96 lots and we made
adjustments and that collaborative kind of tells the story as it gets to P&Z and, then, us
that there has been some good give and take and they have had some feedback from
the direction that you all can provide and what the city's going to be looking for. I don't
know if that necessarily translates into some of the narrative on the revised staff report,
but I think a lot of the -- a lot of good work is being done there that will be helpful to us,
but this isn't necessarily something that's just being jammed down the -- the city that
there hasn't been concessions and amendments to try and make it better. The
comments from public safety, for example, but all of our agencies I think are really
helpful. I think when it happens at the Council meeting it's really late and it can be
difficult for the applicant. One of the examples that came up -- and I forget the -- what
the project was, but it was a park location that was kind of tucked behind homes on
almost all sides and we got some great feedback from police about view corridors and
public safety and kind of foreseeing that direction to come to the developer early that
our law enforcement community has concerns that that is being -- is made known to
them early in the process. So, to invite that input is I think very helpful and we can see
that in here and if it's a paragraph and we looked at it, we are comfortable with the open
space, safety corridors and maybe it's a short paragraph, but something like that that
shows our internal agencies that looked at it I think is helpful. And the noticing section -
- we use NextDoor. It's helpful to say when that was posted and so we are aware of the
means in which we have provided notice. I think the maps are great on this, if it's -- I
wouldn't necessarily try and smoosh them all on the -- if it's the third page so be it.
Hood: Okay.
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Borton: Maps really tell a great story at the start to say here is kind of the context of
what's being presented to the city. I'm a visual guy, though, but it's a help. As for the
recommendations, a couple of thoughts on that. If it's happened it's rare, but I don't
recall the traditional annexation and zoning and preliminary concept where an
applicant's come forward it's been compliant with our requirements, but the staff has
recommended denial. So, it's only the recommendation of approval and really
sometimes it's an approval and sometimes -- you can kind of read between the lines
and it's saying it's compliant. It's really not a robust advocacy necessarily. So, if there
is not ever recommendations of denial, then, the recommendation issue causes some
concern and maybe some false hope, either on the applicant or false concern in the
public saying this is just flying through and one of the context where that comes up is in
the scenarios where you have an annexation, zoning, and you got a variance and there
may be a case where the staff report says a recommendation of approval on things, but
deny the variance. If you deny the variance it changes the plat, which might change the
whole project, so you're really recommending approval of the whole project, you don't
have the variance that necessitates the whole thing being successful. To do that up
here -- at Council meeting is really problematic. So, I don't know if I have an answer to
that one, but that's some of my concern with recommendation concept is -- well, I don't
know how much it really is a recommendation, as opposed to saying it's compliant. I
don't have an answer to that one, but the variance issue really highlights where that
conflicts. So, I love what -- I love these improvements and to the extent it can help it
help the public when they see it understand the analysis and help the developer not get
surprised, all the better. I don't know how to do the recommendation part.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: I've always interpreted the recommendation, perhaps incorrectly, as more of a
-- a statement of we recommend approval as this is consistent with some more recent
approvals, then so much a statement as recommended because of its level of
compliance. Has that been a factor?
Hood: Well -- Madam Mayor. That is -- that is, essentially, what -- what is charged with
doing there is we are looking for code compliance, but a lot of times your conditions of
approval get you to code compliance. It's not what they are proposing is code
compliant, it's with the conditions of approval that make you code complaint. So, that's -
- that's sort of evens the variance question and maybe a little bit where I think we need
some direction even on this to some degree, because there is a story on most of these
projects. We met with them. They started out as 110 units, we thought that was too
many, got them down to 90 with this layout -- you know, we do a lot of that. It doesn't
always come through in a staff report that way, but we do work with applicants to get
something that we think fits, you know, our community a lot of times and I guess where
I'm going with that is we try to get to -- yes, historically we try to get you to code
compliant and we will change your thing to meet our code and say, yeah, now you can
do it if you change this, this, this, this and this you can do that. It's labor intensive, you
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know, and how much time should we invest with folks to say, okay, I guess, but what
happens if you don't get your access to the state highway, now what does it look like
and what -- you meet with us in two weeks and see if you can change it. Well, no, we
didn't change that, but we changed this. What do you think of this now? You know,
how much time do we spend with them on trying to get something -- or should we just
be the code folks and code compliance, code complaint, we really don't -- and I think as
a planner myself -- I don't write staff reports anymore, but not that I think that I have the
best ideas for what -- you know, but I do -- yes, there is some objective things in code
that needs to be compliant, but I feel like I have got a pretty good idea of what you all
want to see and what the rest of the community wants to see in a project. It may be
code complaint and still be -- but the design may suck. That's part of my job is to call
that out and say, you know, check off all the boxes, but this layout that has a circular
thing and all the houses are the same and -- there is nothing here. This isn't premier;
right? And that's part of the job. So -- I guess I'm rambling a little bit on the whole staff
recommendation thing, but you're sort of taking some of that away from staff, which is
fine. If that's what you guys want us to do, I think we can do it, but that's not -- typically
what we have done is we try to get these projects, yes, be code compliant, but be
something that we can be proud of, too, most of the time. So, no, that's how -- that's
how staff recommendations are typically -- staff reports are typically written and there is
a little bit of each staff planner in that project.
Borton: Uh-huh. Madam Mayor. In that -- in that example, though, would you envision
the planner on that project to come forward and say it's -- it's kind of round and boxy
and -- it's compliant, but -- I told them to change it and they said no, so --
Hood: Yeah.
Borton: -- I mean would you really envision -- which may be valuable for us to hear that
perspective.
Hood: This is really where -- this is really kind of conflicting information that maybe we
are hearing as staff. A little bit of the feedback we are getting is you all want to make
that decision, which you do, you have that authority, you're the decision makers. You
don't want staff's recommendation. You don't want to see that. So, we would ask you to
look at it and, then, you get to decide if you like those boxes or not and don't -- you're
not asking us. You're only asking us to say does this meet the minimums and we will
decide if we like it or not. But that conflicts with what you said, Councilman Borton, a
little about that certainty going into a project and it's a crapshoot, then, for the
development community. I don't know if Council is going to like it. Maybe they like it
tonight, but I -- but I have indigestion and I'm mad at you tonight and we are not -- we
are not going to approve your project, even though everything is code compliant. That
may not be serious that way, but that's some of what the fear could be is I'm not in a
good mood or it's 11:00 o'clock, everyone wants to go home, so we are just going to
deny the thing -- I don't know. I -- the other -- the other part I kind of understand and I
appreciate to some degree -- staff is on the hot seat; right? We hear -- the staff reports
go out ideally the weekend before and the neighbors get it and they are calling staff.
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Why are you recommending approval of this thing? What are you thinking. This is a
horrible project. So, try to take some of the heat off of staff and I appreciate that to
some degree. But that's where we can say -- well, it meets code. I mean it's generally
compliant. It's consistent with the Comprehensive Plan. But I do appreciate that to
some degree. But at the same time we are trying to take some of the heat off of you,
you know. That's part of our job is to explain why we think this is a good project or not.
But whatever the recommendation is -- we are talking to the applicant if it's not. Again,
pros and cons to that staff recommendation. I think the Planning and Zoning
Commission actually may be the one that gets the brunt of this a little bit more if we do
go with no recommendation.
Borton: Madam Mayor. What is your recommendation as far as making a
recommendation and in doing so would you ever envision making a recommendation of
denial in any situation to P&Z? Truly going to have recommendations --
Hood: Yeah.
Borton: -- that would contemplate that you might in some circumstances say you
shouldn't -- you shouldn't approve this project, P&Z, from our planning perspective.
Hood: Madam Mayor, Councilman Borton, I do kind of like where Council Woman
Milam is going with the levels of compliance or approval or whatever we want to call that
and maybe it's a -- you know, a five -- zero to five score card or something. I don't
know. Again, there is some subjectivity in there, but it kind of shows, you know, how -- I
wouldn't have it be a score card. But, yeah, I do envision us potentially saying calling a
spade and spade and -- you can probably see it yourself, but we are going to call it out
here and we are recommending denial of your project, because that is not what we
need in our community at this location at this time. So, yeah, I could envision a
scenario we still recommend denial, unless, again, the direction is, no, your job -- code
compliance and we will decide if we like it or not. If that's the direction we are given we
will do that, too.
Milam: Madam Mayor?
De Weerd: Mrs. Milam.
Milam: So, Caleb, you said something a minute ago that made me go whoa. So, at
least for myself that I think that you don't understand at least where I'm coming from and
it's not that I think we should make the decision and it's because that we don't want the
recommendation, it's actually the opposite for me. So, as long as I have been here,
almost five years, there has never been a recommendation of denial and I have been
told that that's because, basically, if they comply you have to recommend approval for
the most part and that's -- so, when you -- one of the planners are sitting over there and
it says recommendation of approval and I know how that development -- that project is
part of that person and how much time they have spent with that and it says
recommendation of approval, they don't really mean it. I don't want to discredit all of the
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work that they have put in and approve a project that they don't truly believe in, they just
made it better than the dog crap that it was when it first walked in. So -- do you see
where I'm coming from? I do want the recommendation, but I only want it if it's genuine
and that -- and that's why I say there is different levels. I definitely -- I care very much
what staff thinks and all of the work that you put in. I do want that recommendation. I
just don't want it if it's false.
Hood: And I appreciate that and I appreciate that you want to hear a recommendation
from staff. I mean, really, that -- they should be -- we aren't putting -- trying to put
lipstick on a pig, but, quite honestly, you can condition the heck out of any project to
make it nice. Write enough conditions -- I just redesigned your site for you in enough
conditions and that's where we, again, historically our mind set has been get to yes. So,
we will condition the heck out of your project to make it acceptable and I think maybe
that is shifting a little bit to say, you know what, we don't have time to babysit your
project and write five pages of conditions of approval. If you don't get it right or at least
close, maybe the recommendation is for denial now, because there is just so many
things you have wrong.
Milam: Acceptable is not good enough.
Hood: Again, that's the type of feedback I think we need to hear from Council is -- and
the message isn't we are not going to work with you as an applicant to get you there,
but if what you -- at the end of the day when -- after we have had these meetings before
you submit you still submit to us the process crap, we are going to review your plan and
say this is it and we are not going to try to -- we just really don't have the resources
going forward -- we are being stretched in so many different directions and that's why I
think we are going to go this code complaint type of recommendation is, yeah, we have
worked with them, they have done what we asked them to do and this looks pretty good
without -- or I shouldn't say pretty good. This is great.
Milam: Okay. Yeah.
De Weerd: Caleb, that gives you some -- some material to really work with the
applicant to meeting the code and the intent. I think that's very fair. And to Councilman
Milam's point is, you know, we -- we don't want you to put lipstick on the pig and say,
well, I think it's -- it's improved enough for approval when you say that in clenched teeth,
but -- and how long did it take you to even get to that -- to your point is -- is very
relevant. But at some point you just need to make it clear to the applicants when they
walk in the door, you know, here are the expectations that your application needs to
meet.
Hood: That's fair. I think everybody here --
De Weerd: Okay. And I think it -- Council, if we can just ask you to kind of look at that
and -- and apply it to maybe applications that you have seen in the past and thought,
wow, if I would have had this information and it's not on here -- if you will just let Caleb
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know and we can -- we can bring this back. Some of those items that we will be
bringing back as well as those areas in the code that was discussed in May in terms of
here are the different areas that you have indicated that we want to discuss and maybe
look at the minimum, see if that -- they are still what we want as minimum, but we do
need prioritization of those different areas, so that staff can start spending time and
working on those and I think that also coming is the Comprehensive Plan and how best
to deal with applications as they come as well, seeking your direction on that. Anything
further in this -- on this item?
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: If we are going to have a discussion about the numbers and the actual
minimums at a later date, you know, we are three weeks out from the time that we
turned down an application that exceeded every minimum and as you pointed out when
you brought a similar project before, that we told him bring more things like this, so
when he does even better than that, it was denied, I think in the meantime before we
even get to that conversation we need to be able to let at least the active applicants
know whether the minimums as they are now are acceptable, because if they aren't,
then, are we going to deny every project between now and when we change the
minimums -- where do you -- where do you want to go with this?
De Weerd: I don't think that was posted as an item to discuss tonight, but we do need
to have that discussion and, Bill, when is that denial on the City Council agenda? Is that
next week?
Nary: Madam Mayor, you're talking about Entrada Farms? The plans were approved
today.
De Weerd: Okay.
Nary: Other wrinkle maybe to what Councilman Palmer raised -- and as you're thinking
as you go through the reports, right now a majority of the projects that you see are
driven by an annexation, which gives the city great discretion on whether to annex a
property and, then, commit to whatever they propose to do with it, but you will see --
and this is why I think it's a work in progress with Planning and with the Council and the
Commission and Legal and how these reports look, because you will get two projects
that are in -fill developments that are already existing annexed property and the state
code requires we tell them what can they do to be approved. So, here where we are
talking about projects that the decision to annex drives all of the discussion and you're
not obligated to tell them what to do to be approved, you can simply not like it and deny
it. We will, in working through these reports, try to make sure that when we are talking
about ones that require that, that we cannot simply just say, no, we have to say, no,
unless you're willing to do X, Y and Z to, then, be approved, as Caleb said in providing
those conditions. So, as you're looking at the reports -- I mean there is two different
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things that you have to factor in in defending your decision is, again, what -- what was
the -- what were they requesting and, secondarily, are we required by code for Planning
to tell them what they can do or the Council or the Commission to tell them what they
can do to be approved. So, those issues are -- are there, but if the -- to go back to
Councilman Palmer's question, on Entrada Farms that there is a request for
reconsideration, they have 14 days from today to request that and I don't know if that's
what you're bringing up, but that's -- that would be the timeline of that particular project.
But if you're saying should everybody else be told -- I think everybody else is always
under the understanding that in an annexation it is always the Council's discretion on
whether to annex property and whether or not to add it to your city. I don't think
anybody perceives that they have some entitlement, other than to simply ask.
Palmer: Madam Mayor? I understand that just because we can do whatever the heck
we want with an annexation, doesn't mean that we necessarily should. We have
guidelines out there as to what is a quality project to this Council and when they -- when
an applicant exceeds every one of those and brings us something better than
something that we have told them bring us more like this, how are -- how are we doing
our jobs when we tell that applicant go pound sand, thanks for playing, thanks for your
money, thanks for spending 115,000 dollars preparing something for us to have
something to do on a Tuesday night to talk about. I mean we spent an hour talking
about different things trying to find a reason not to like the project and when we couldn't
figure it out we said it's not in the best interest of the city. That was our reasoning for
not approving the project. So, we have got a bunch of projects in the pipeline, are -- are
we interested in approving things? If we are not interested in approving things that
exceed all of our minimums, then, we need to let him know, hey, we can't handle the
influx of people, we are not approving things right now. We have -- I mean given the
agendas and lack of one meeting we haven't approved -- we haven't discussed any
project since, but we have them coming up on our next agenda and are we going to
waste their time or not.
Hood: Sorry, Madam Mayor. If I can -- and I'm not -- I want to just explain -- I can't do
much for the people that are in the pipeline now, but I do want to -- and I should have
done this as part of my other -- my presentation. So, yes, we are working with
departments on staff report writing, but we want to be up front with applicants. Fire is
now coming -- and police are coming to our pre -app meetings to say our response times
are seven minutes out here. Staff report may say until Station 7 is built we don't want to
go out here. So, we are kind of going that way. Not with UDC, the planning code,
design stuff, but levels of service stuff that have been of concern, we are starting to
bring that up if there are any -- if there are issues with our service providers to tell folks
up front and early and often if, hey, watch out when the staff report comes down we
may say we had -- we had difficulty jumping over there to service it. So, I just wanted to
add that into our process. We are trying to disclose -- not that we are closed for
business, not that -- but when there may be an issue those service providers are
coming to our early meetings to talk with them and say maybe we have some concern
here. So, thank you. Sorry. I just wanted to add that.
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Palmer: Madam Mayor? And I appreciate that, you know, giving them a heads up as to
recent Council decisions, at least topics of discussion for the decision.
De Weerd: I think it's important to note one denial doesn't make a mandate and I think
the Council articulated some of the -- the concerns of multiple owners, design, not
phasing -- there were several things that went behind that denial and I -- those are
pretty specific to just that application. You can't use that as a blanket to say we don't
want any more development. So, I do think that by having other departments, our
service providers more integrated into the early pre -apps that there aren't surprises and
they at least have a heads up on some of the issues that could come down the pike as
they bring their application to the public process and I think that's -- they are
forewarned.
Palmer: Madam Mayor?
De Weerd: Uh-huh.
Palmer: I mean I would accept that point if, you know, anyone can tell me the last time
we denied a project of apartments because they were going to have multiple owners or
because of their phasing or lack thereof plan or any of the reasons that we denied this.
I mean --
Bernt: Madam Mayor?
Palmer: -- location --
De Weerd: Mr. Bernt.
Bernt: I don't remember a time when there were over 60 owners in one -- in one
application. I mean that's a lot. I mean that was one of the things that I had a concern
with, but just in response to your question I -- and I respect your question, but that --
that was my thought process when you said that there was going to be upwards of 60
owners, you know, and -- you know -- you know, and -- so that was my concern.
Palmer: Madam Mayor?
De Weerd: Mr. Palmer.
Palmer: The question that was asked to him was how many potential owners could
there be and he said, well, if only one person bought the --
De Weerd: Well, I don't think we need to regurgitate the -- the public hearing and -- but
I think the point is is we are trying to bring up issues that might come out in public
testimony or -- or comments early on, so the applicant is forewarned or at least has an
idea of what former decisions have been, what concerns are as it pertains to being able
to -- to serve our future citizens to the same level of service that our citizens expect
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today and -- and learn every time. I -- I think almost every application can be different
enough I think staff could tell you how many different scenarios they see that they have
to come up with recommendations on. We -- we can't legislate every single thing and
as the decision makers, being able to articulate some of the concerns, that's what we
are trying to get in this discussion, so that we can let people know as they walk in the
door, both as our -- our residents and what we expect of a development and our -- our
investors what we expect of a development. If you have any additional feedback that
would be great to get it to Caleb and we can integrate it into our staff reports. Anything
further on this item?
Milam: Nope. Thanks, Caleb. Hope you feel better.
De Weerd: Yes. And -- and thank you for sitting in, staff, on the discussion and in trying
to see where we are coming from. Thank you.
Item 9: Future Meeting Topics
De Weerd: Okay. Anything under Future Meeting Topics? We do have a budget
hearing coming up and the Main Street Market is in full swing. If you haven't come
down there, invite you down. There is a lot of both fresh produce and baked goods and
jellies and jams and all kinds of fun -- fun items.
Item 10: Amended: Executive Session per Idaho State Code 74-206(1)(a): To
consider hiring a public officer, employee, staff member or individual
agent, wherein the respective qualities of individuals are to be
evaluated in order to fill a particular vacancy or need; 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)0):
To consider labor contract matters authorized under section 74-206A
1)(a) and (b), Idaho Code
De Weerd: So, Item 10, Executive Session.
Borton: Madam Mayor?
De Weerd: Mr. Borton.
Borton: Move we go into Executive Session pursuant to Idaho Code 74-
206(1)(a),(b),(c),(d) and (j).
Cavener: Second.
De Weerd: I have a motion and a second to adjourn into Executive Session. 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: ALLAYES.
EXECUTIVE SESSION: (6:07 p.m. to 8:46 p.m.)
De Weerd: I would entertain a motion to come out of Executive Session.
Milam: So moved.
Borton: So moved. 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.
Borton: Second.
De Weerd: All those in favor.
MOTION CARRIED: ALLAYES.
MEETING ADJOURNED AT 8:47 P.M.
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