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HomeMy WebLinkAbout2018-09-11 WorkshopMeridian City Council Workshop September 11, 2018. A Meeting of the Meridian City Council was called to order at 3:00 p.m., Tuesday, September 11, 2018, by Council President Joe Borton. Members Present: Joe Borton, Luke Cavener, Ty Palmer Anne Little Roberts and Treg Bernt. Members Absent: Tammy de Weed and Genesis Milam. Also present: C. Jay Coles, Bill Nary, Cameron Ariel, Warren Stewart, Mark, Mark Niemeyer, Keith Watts and Dean Willis. Item 1: Roll-call Attendance: Roll call. X__ Anne Little Roberts _X _ _Joe Borton X__ Ty Palmer _ X__ Treg Bernt ______Genesis Milam __X___Lucas Cavener ____ Mayor Tammy de Weerd Borton: Welcome to the City Council Workshop this afternoon. We will start with roll call. Item 2: Pledge of Allegiance Borton: Thank you. Item 2 on the agenda is the Pledge of Allegiance. If you would, please, rise and join us. (Pledge of Allegiance recited.) Item 3: Adoption of Agenda Borton: Item No. 3 on the agenda, adoption. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: I -- I move we adopt the agenda as published. Bernt: Second. Borton: It's been moved and seconded to adopt the agenda as published. All those in favor say aye. MOTION CARRIED: FIVE AYES. ONE ABSENT. Meridian City Council Meeting Agenda September 18, 2018 – Page 10 of 385 Meridian City Council Workshop September 11, 2018 Page 2 of 39 Item 4: Consent Agenda A. Approve Minutes of August 28, 2018 City Council Regular Meeting B. Approve Minutes of September 4, 2018 City Council Special Meeting C. Hills Century Farm No. 10 Pedestrian Pathway Easement D. Findings of Fact, Conclusion of Law for Denial for Tanner Creek Subdivision (H-2018-0023) by Schultz Development, Located at 505, 521, 615 and 675 W. Waltman Ln. E. Approval of Task Order 10925.a for Professional Services for Commercial & Residential Building Plan Review Services” to FIRE CODE CONSULTANTS NORTHWEST, for the Not-To - Exceed amount of $700,000.00. F. Addendum to Development Agreement for Graycliff Estates MDA H-2018-0054) with Star Development Inc., located west of S. Meridian Rd/SH-69 on the south side of W. Harris St, in the SE 1/4 of Section 25, Township 3N., Range 1W. (Parcel No. S1225418957) G. Professional Service Agreement with M .D. Willis, Inc. for City Meeting Transcription Services H. Approval of Task Order 10968 for Professional Services for Optimal Corrosion Control Treatment Report” to MOUNTAIN WATERWORKS, INC., for the Not-To -Exceed amount of $94,400.00. I. AP Invoices for Payment 9/7/18 - $20,056.86 J. AP Invoices for Payment 9/12/18 - $434,404.73 Borton: Thank you. Item 4. Consent Agenda. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: I move we approve the Consent Agenda. For the Council President to sign and the Clerk to attest. Meridian City Council Meeting Agenda September 18, 2018 – Page 11 of 385 Meridian City Council Workshop September 11, 2018 Page 3 of 39 Bernt: Second. Borton: It's been moved and seconded to approve the Consent Agenda as published. If there is no discussion, Mr. Clerk. Roll call: Borton, yea; Milam, absent; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 5: Items Moved From the Consent Agenda Borton: There were no items in five that were removed from the Consent Agenda. Item 6: Community Items/Presentations A. Department of Commerce: Idaho Opportunity Grant Update for Paylocity Borton: Brings us to Item 6, Community Items/Presentations. We will begin -- 6-A. Department of Commerce Idaho Opportunity Grant Update for Paylocity and Cameron Ariel is going to kick this off. Ariel: Thank you, Mr. President. This is a follow-up item that -- from a previous discussion that you all had. Based on that conversation we wanted to invite our friends from the Department of Commerce. We have Bobbi-Jo Meuleman, the director here with us, and her colleague Cindy Lee with us as well, just to give you guys some background on the program, how it works and some information in regards to the Paylocity and so I will just turn some time over to Director Meuleman. Thank you. Borton: Thank you, Cameron. Thank you for coming and being with us this afternoon. Meuleman: Yes. Good afternoon, Members of the Council. As Cameron said, I'm Bobbi-Jo, I am the director of the Idaho Department of Commerce. Thank you for giving me the opportunity to be here today to give you a little background on how the Idaho Opportunity Fund works and to answer any questions you may have. So, the Idaho Opportunity Fund -- it's in statute and it's often referred to as kind of the closing package. So, as we have competitive projects that are looking to expand, an existing business in the state looking to expand or a new business looking to relocate into a state, sometimes you just need that little extra edge, because it is competitive, you're competing against other states and so that's really the intent of the Opportunity Fund. It's kind of that closing package and it is for infrastructure updates. So, road, water, broadband, those sort of infrastructure updates is what the -- what the dollars can be used for and so in the case of Paylocity, the Opportunity Fund was part of the closing package for them to choose to locate into Idaho. A very unique project. At first they Meridian City Council Meeting Agenda September 18, 2018 – Page 12 of 385 Meridian City Council Workshop September 11, 2018 Page 4 of 39 were in Boise and, then, decided that perhaps that wasn't the best fit for them and so decided to build here in Meridian. As that process happened, they reached out to the agency asking if the Opportunity Fund would still be viable in a different location. The director at that time agreed that it would still be viable, because it was part of the closing package that brought Paylocity here to the state. So, here we are today. They are up and building. You see it on -- they are a great investment, a great attribute to this community and they are ready to I think apply for their Opportunity Fund. So, I'm here today just to answer any questions you may have about the Opportunity Fund or the -- the agreement. So, with that I'm happy to answer questions you may have. Bernt: Mr. President? Borton: Mr. Bernt. Bernt: This just seems like there was a -- Bobbi, thank you for coming by. It's great to have you here at City Hall. I have got a question. It just seems like there was a gap where it was -- no one talked about this Opportunity Fund or the monies that are associated with it. No one knew where it was coming from or who talked to who or -- it seemed like there was a little bit of confusion. Not enough I's dotted and T's crossed, so I think that's probably the reason why we are needing some clarification. Meuleman: Yeah . So, Councilman, thank you for that question. Yeah. There was a delay. There definitely was a breakdown in communication. You know, we have a timeline that kind of lays out, you know, when they first came to Idaho, when they chose to go to Boise, then, when they chose to go to Meridian. Then they contacted the agency. The agency, then, contacted the city. The company, then, contacted the city and there was a delay in communication and that is a fact, but for us, you know, we made a commitment to that company and that's why I'm here today. We think that the Opportunity Fund is -- their project is -- it qualifies and we want to uphold our end of that. We understand that that takes a partnership with the city and so I'm not here today to tell you guys what to do, just to answer any questions you might have about the process. As far as we are concerned, the process was good. It was followed and I think this was a unique project because of how it first came about. Right? It was first in Boise and, then, it came to Meridian. So, it's not like a normal project where usually they -- you know, they site in one spot and you move from there. But, absolutely, there was -- there was a delay. Little Roberts: Mr. President? Borton: Mrs. Little Roberts. Little Roberts: Mr. President, Bobbi-Jo, thank you so much for being here and I worked diligently when some of these came about and so I love the fact that we have incentive packages. I am a little bit confused, because I understand it was offered with Boise when they thought that Paylocity was actually going to build or actually invest and now it's my understanding that they are leasing. So, I guess I'm losing the cohesiveness Meridian City Council Meeting Agenda September 18, 2018 – Page 13 of 385 Meridian City Council Workshop September 11, 2018 Page 5 of 39 there of their putting an investment in, although I am absolutely thrilled that Paylocity, one, selected Idaho and, then, two, is now in Meridian. Meuleman: Chairwoman thank you -- or Council Woman. Sorry. Thank you. Yeah. So, if you look in the lease agreement, which is part of the Opportunity Fund, the application that the city and commerce will go in together, so how it is right now is, yes, Paylocity is leasing, but -- so, the landlord has paid for the public infrastructure for the parking lot, but Paylocity is paying that back through their 12 year lease. So, they will be paying for those infrastructure updates through their lease. So, the landlord is passing it off directly to them through the lease. And just for the record, too, our Deputy Attorney General has looked at all of this. I wouldn't be standing here today if it wasn't fully vetted from our attorneys to assure, because there, you know, was a gap and there was, you know, a change in location that it's still -- it's solid on our end. Little Roberts: Thank you. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: Bobbi-Jo, again, appreciate you're a very busy individual, you have got a lot going on over at your department and I think it speaks to the importance of this application here before us today. I think one of my biggest challenges to -- was to try to wrap my head around why the city needed to be involved if there wasn't a match. Can you help -- I have never been able to get a clear understanding as to why we have to be a pass-through vehicle, for you to send the money to us and ask to give the money to Paylocity, which the state's I think very capable of cutting a check to Paylocity themselves. Can you help the Council understand why we have to play that role? Meuleman: Yeah. Thank you, Councilman. So, it's defined in code by us that we have to partner with a municipality. We do not in any of our grants or incentives give the money directly to a company. It either goes through a city or a county. So, that's defined in code on our end. Cavener: Mr. President. And maybe a question for Cameron or for you. So, this was brought to the Council six weeks ago or seven weeks ago. There was somewhat I think a desire to expedite it before the end of our budget amendment cycle. Council voted against that. What -- is there a recommendation that you're asking us to change, to reconsider, to change our mind, to bring a new application? What's -- I appreciate getting some background information, but I guess my belief is that this is probably coming with a request and I'm not quite sure what that is. Ariel: Mr. President, Councilman Cavener, great question. So, this is just for informational purposes. We wanted to make sure you guys had all of the information that you needed, that you had inquired about previously, hence the request to Director Meuleman to be here this evening. Really, no -- no recommendation at this point. We Meridian City Council Meeting Agenda September 18, 2018 – Page 14 of 385 Meridian City Council Workshop September 11, 2018 Page 6 of 39 can talk with -- with Bill a little bit more on exactly what would need to be done to proceed. Obviously, there is the -- the budget amendment that would be necessary to instrument -- you know, make that happen and, then, also proceeding with the actual disbursement, so -- and, then, of course, the execution of the agreement. But this is really just for your information, but no recommendation this evening. Borton: Council, any other questions? Luke, as you brought up, there were -- when presented as part of the budget amendment there were questions about kind of the -- the sequence of events and -- and the role of a leasee versus an owner and how that might impact the viability of this being an appropriate project for it, but this I think -- my understanding is to make sure any questions that we have got are answered. So, if there is anything else that -- because you're probably right and my sense is that there may be a request coming back to revisit the previous decision to try and, you know, create the funding mechanism necessary for this to pass through. So, if there is any questions or concerns with that process going forward -- or coming back, we got the subject matter expert here to try and answer those. One of the items that you brought up with the lease -- I don't know if we have got a copy of that already. I assume we do. Ariel: Mr. President, that should be in your board packet. Borton: Okay. Ariel: So, all those agreements, everything should be in the packet. Borton: Okay. And that's -- that -- that's an important component that in order for an agency to be an eligible applicant or recipient that they pay some sort of premium rent to the owner who is paying for the infrastructure. That mechanism was vetted through Department of Commerce to determine it's a viable and appropriate award recipient? Meuleman: Yes, sir. Borton: Okay. Meuleman: Like I said, I wouldn't be standing here if we didn't believe that this -- on our end we feel like this is -- it passes every criteria that we have for any other similar project with the Opportunity Fund. I mean this is a fund that -- this isn't the first award that's been given out, we have given out numerous awards for similar -- similar infrastructure updates. So, yes, we are one hundred percent confident that this -- this passes all of those criteria. Little Roberts: Mr. President? Borton: Council Woman Little Roberts. Little Roberts: Mr. President. Bobbi -- and I guess that's been one of my concerns is looking at the other three that have been given out, they were all done by companies Meridian City Council Meeting Agenda September 18, 2018 – Page 15 of 385 Meridian City Council Workshop September 11, 2018 Page 7 of 39 that were actually putting the infrastructure in and so that's been one that I have been a little bit concerned about regarding setting precedent for somebody coming in leasing and, then, turning around and saying, hey, Meridian, I would like this money given to us as well. So, that's why I want to make sure -- I want to make sure that it's in the lease that it's very tightly woven in there, that there is a reimbursement for the company that actually put out the funding for the infrastructure -- infrastructure. Meuleman: Yeah. Council Woman -- and it's very defined in the lease and in the application and I'm not sure what other three you're referring to -- other Opportunity Fund award? Little Roberts: Mr. President? Yes, Bobbi-Jo, there were two for Chobani and one for GoGo SqueeZ. Meuleman: Yes. And each of the projects that have been awarded an Opportunity Fund -- I think that's the beauty of this fund is each project is so different and so each project has different infrastructure needs, it's set up different, you know, the community is different and so they are -- you know, it's all for infrastructure, but, yes, those were -- the Opportunity Fund was used for both of those. Little Roberts: Follow up? And my big concern was also the -- not only who was putting up the money, because this is different, but also that where they came in the timeline, this seems to have come at the tail end of things, instead of really like it's intended to be a closing, but it's also, like you mentioned, started out in Boise and, then, came over here and it really wasn't anything -- because normally it would come before Council at that point, but there wasn't a scope of work. It's hard when you're not -- when you're dealing with a lease, instead of the developer that's trying to get something done. Meulenman: I understand. Borton: Council, any other questions remain unanswered? Bernt: Clear as mud. Borton: Other questions? Okay. Thank you, again, for coming and presenting. Meulenman: Thank you for your time. Borton: Appreciate it. Cameron, anything further to add on that or -- we may be seeing this back for further discussion relatively soon. Ariel: Mr. President. Yes . We will take that into account and, you know, if there is no other questions or concerns, we will likely bring that forward to you when it's appropriate after the -- well, the beginning of the fiscal year. Borton: Okay. Any follow-up questions route to you for now? Meridian City Council Meeting Agenda September 18, 2018 – Page 16 of 385 Meridian City Council Workshop September 11, 2018 Page 8 of 39 Ariel: Please do so. Yes . Borton: Okay. Thanks, Cameron. B. NovembreWhisky and Pacific Companies Old City Hall Presentation Borton: Item No. 6-B, NovembreWhisky and Pacific Companies, Old City Hall presentation, timeline and next steps. Cameron, you're going to kick this off as well? Ariel: Yes. Thank you, Mr. President, Members of the Council. It's a pleasure to be with you. We have a couple of distinguished guests here. We have Caleb Roope and the other proposers to the RFP that was selected via the joint committee and we wanted to invite them here, essentially, to kind of kick off a reoccurring update to you all on the progress of their project and how that's going forward. So, we have invited Caleb Roope to come and present and we will give some time to him and, then, certainly we can answer any questions you may have as well. Borton: Okay. Thanks, Cameron. Welcome, Caleb. Roope: Members of City Council, Thank you for having me. My name is Caleb Roope. I'm the CEO of the Pacific Companies. We are based in Eagle, Idaho. A 20 year old company and specializing in housing and mixed use assets and all kinds of different developments, including public school buildings. Today, as Cameron said, we just wanted to kind of review quickly on what we are up to and the process going forward and what we can expect to see with the redevelopment of the property next door here. For starters, you guys have a process to go through, which is, you know, working on the transfer of city hall to the MDC and that process has got to play out in its own time, but while that is happening we are busy doing things under the assumption that that's ultimately going to move forward and so we are doing our due diligence now. We are going through, looking at, you know, utility lines and water and sewer and how we are going to navigate around those and we abandoned the existing alley, do the fundamental development questions that really scope out what it is we can and can't do on the site, up to and including whether or not we can make any private acquisitions of some of the properties that are next door to two of the properties you guys transferred previously. Through the process we will be working together on amending the existing development agreement that Josh had with MDC to incorporate the city hall property and that process will take what it needs to take, but my guess is it's probably resolvable this year is what we are currently estimating based on what city staff thinks and the attorney thinks and so we would be interested in proceeding with demolition as soon as all that got worked out and the transfer happened and working with any existing tenants in the city hall space. The old city hall space that needed time to relocate, et cetera. But, essentially, we would take winter and early spring to work on the programming of the site, get the entitlements all set with you guys, go through the building permit plan check process, get all the designs dialed in, work on sourcing possible tenants and -- Meridian City Council Meeting Agenda September 18, 2018 – Page 17 of 385 Meridian City Council Workshop September 11, 2018 Page 9 of 39 and users of the -- of the 15,000 square feet of retail slash office space. So, those conversations are actually starting already, talking to different businesses that might be interested in coming to the downtown or that are in existing spaces and want to come to the downtown. But if everything goes according to plan, which I think it will at this point, we don't have any reason to think it won't, we should be able to start construction roughly May of next year would be our timing and five years ago and I would have told it would have taken a year to build this building, but with labor shortages and all the trouble that we have executing anything anymore these days because of just the overall busyness of the economy, we have programmed in roughly, you know, additional five, six months just to -- just to have the space. So, November of -- of, you know, 18 months from now would be roughly our target and so that's pretty much it. Financing wise, you know, you guys are a high profile city, a lot of people are interested in what happens in Meridian and especially downtown Meridian, so we have gotten a lot of inquiries from different contractors, we have got inquiries from banks that are interested in financing the project. We, of course, have a number of banks that do our work currently, but we want to work with all them and see what kind of options we have for financing. The equity is sourced privately. We already have the equity to do the project, about a 20 million dollar project and about maybe 11, 12 million dollars of debt and, you know, maybe roughly eight million dollars of equity and that's kind of the program, so -- so, that's just kind of a quick update for you. I know I threw a lot at you. You guys have probably heard a lot of that before, but if you have any questions I will just stop and let you ask those and maybe some things I can give out for the future that you care about being updated on as to what we are doing. So, I will stop there. Borton: Thank you, Caleb. Council, any questions? Little Roberts: Mr. President? Borton: Mrs. Little Roberts. Little Roberts: Mr. President. Caleb, thank you so much for being here. We certainly appreciate it. You mentioned amending the existing development agreement and I'm curious how that works and so I know that there is to be a new entity that your company and NovembreWhisky and one of the things that the committee -- the recommendation was adamant about was that the agreement was with that new joint venture or whatever it was, since all along Josh has even said you're responsible for the heavy lifting. Roope: Yes . That's correct. And so, yes, that -- the amendment would include a new entity that we would be a principal in, as well as Joshua's company NovembreWhisky. I believe he will have that same entity in there. So, just meaning like instead of having, you know, the development agreement sort of hanging out there and, then, a new one with the city hall property, that they would all be consolidated into one agreement and I believe that's the direction that staff and the attorney are heading now and we support that idea. Little Roberts: Thank you. Meridian City Council Meeting Agenda September 18, 2018 – Page 18 of 385 Meridian City Council Workshop September 11, 2018 Page 10 of 39 Borton: Council, any other questions? Bernt: One question. Borton: Mr. Bernt. Bernt: Is your partner here? I can't tell the -- Roope: Well, I didn't recognize him. I would have said no when I walked in, but I discovered him. Bernt: It's so different. Roope: But, actually, he is here. Yeah . Welcome. You want to introduce yourself? It might be -- Bernt: Yeah. I'll kidding aside, I do have a question. So, when -- when you talked about demolishing the buildings, whether it's old city hall -- not worried about that building, because we still have that in the -- or the other two properties that NovembreW hisky owns. What's the timeframe of when those would be demolished, taken down? Roope: So, I think the -- what I would say is that we would get the amendment down to the development agreement and get that handled and, then, right away start demolition in, obviously, just capacity, weather, or anything like that that would thwart us, but I don't see any reason why that wouldn't happen instantaneously. Also, I would want to check with the MDC folks just about -- we would just spend our own money on that and, then, get -- look to get reimbursed from MDC, which is typically how we have done all of our urban renewal agreements previously. We spend the money and do everything and improve our costs and, then, we get reimbursed from -- from the MDC. So, we would do that with our own money right away, basically, as soon as we had the legal issues worked out and everything was buttoned up. Bernt: Perfect. Follow-up? Caleb, I just want to make sure that you -- you spoke very eloquently about it, just making sure that all of the legal ramifications and all the agreements were taken care of prior to that, you know, take -- you know, tearing anything down and I know that would happen, I just want to make sure that we are on the same page with that. Roope: Yes . That's correct. We also have to do some specific testing. So, every time you tear down a building you basically have to test for lead and asbestos no matter what, you know, the structure's condition is and even if it's vacant. So, that is one of the things that has to happen. I don't know if that's happened yet or not, but that's one of our due diligence items. If it has happened, great. We will follow that. But lead and Meridian City Council Meeting Agenda September 18, 2018 – Page 19 of 385 Meridian City Council Workshop September 11, 2018 Page 11 of 39 asbestos have to be abated on any building and so that would be -- well, that has to happen first before we can actually tear it down. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: Question for either Cameron or Bill, then, in terms of terminating our -- our lease with the current leaseholder, what does that process look like? I assume that's something we have already began. Be great to get an update on that particular element as well. Nary: Mr. President, Members of the Council, Council Member Cavener, I can probably answer that. So, in our current lease with the -- with the building, property, it's a 30 day clause to terminate. We haven't -- because one of the questions I had for -- for Mr. Roope was when -- when would we need to do that. I mean, obviously, it's not really the city's desire to do it too early when it's going to just sit vacant. It's going to get used. So, I think we have to figure out a good timing on that. We would, then, come back to the Council and get verification and we are okay to move forward with doing that. Mr. Ritter certainly knows this process is ongoing, so he definitely is aware that there is a timing, we just -- I don't know what the timing of that specifically is going to be. Roope: And I can speak to that if you like. I mean, really, for us it's really just -- so that we can actually start with construction as soon as the nice weather permits us to. So, you know, that building can come down as soon as you guys are ready or later, as long as we are ready to go by April, May construction start, especially if we get a nice, early spring, want to get as much work as we can get done as early as possible. So, I think if I were just saying what would be ideal, if we could do it in March of 2019 that would be probably a preferred choice for us, just -- just to have it out of the way and make sure we can go on unencumbered. Cavener: I appreciate that. Roope: Yeah. Borton: Caleb, one of the considerations in making that decision, obviously, is the current tenants who Rick is housing would need to, hopefully, participate in the discussion of what might work best for them as well. Roope: Yeah. Borton: You know, the leases, we understand what it is and we understand what the options are, how it might end abruptly and there might be a legal right to it. Roope: Yeah. Meridian City Council Meeting Agenda September 18, 2018 – Page 20 of 385 Meridian City Council Workshop September 11, 2018 Page 12 of 39 Borton: These are some good downtown businesses who have taken some -- some pretty good risk. The Treasure Valley -- Treasure Valley Children's Theater is one of them. They have reached out to all of us and reminded us their role in being displaced and still being a big part of our downtown. So, if there is -- if -- there are those decision points on when demolition, for example, could take, having those individuals, either through record or directly participate in the discussion whether there is some sequencing of what comes down when and to make it fit the schedule to be timely, but try to be as accommodating as possible to those -- Roope: Yeah. Borton: -- existing users, because they are as important, you know, to this community as you guys certainly appreciate, so -- Roope: Yeah. Well, my kids participate in that theater. We just did our little performance not too long ago. Borton: Yeah. Roope: But -- I got three girls, twins at nine and a ten year old, so they all had fun with the latest edition of that. Annie was the latest one in case you didn't know, but -- so, I am totally sensitive to it. We encounter it all the time in our development world and, you know, this project is really a partnership project. I'm being more practical about things, so if you guys want to wait longer, you know, we just run up against issues, right, if you're starting a project in October or November, you know, you have got winter to deal with and, you know, the nice thing about this project is we are not pressed to do anything, actually, on our end. It's not like we are under some urgency to do it and we are always facing interest rate risks, construction costs increased risk, those kinds of things we are always mindful of, but we do encounter situations -- we build a lot of public schools, you know, and we know that some of the -- some of the schools that we work with they are in certain leased facilities and they need to move and stuff and so I think it's just a matter of you guys kind of maybe specifying to me what you would like to do and, then, we can pivot around it. I was really speaking more of what would be ideal from an unimpeded way to move forward, assuming that's what everybody wanted to do as quickly as possible. We also are willing to help work with the community and see if we can source other locations for folks to be and that's something -- where is there vacant space, where can we find it. We are under construction on a 200 unit apartment building over at McMillan and Meridian -- yeah, McMillan and Meridian and we are about finished up there. We have a community room there. There might be some things we can do there, you know, just on a temporary basis to help out. So, things like that. We are definitely willing to work with the existing users of the building and see what we can do to help make the transition as painless as possible. We know it's going to be painful either way, but, hopefully, we reduce some of that pain. Borton: Part of that process and the value to those end users is that certain schedule -- Meridian City Council Meeting Agenda September 18, 2018 – Page 21 of 385 Meridian City Council Workshop September 11, 2018 Page 13 of 39 Roope: Yeah. Borton: -- as best as possible, whether it's January or March or -- there is a known date that things are to add and people plan accordingly to relocate, that they know it's certainly going to happen and schedules met firmly. Roope: Got you. Borton: Okay. Roope: Okay. Borton: Council, any other questions on timeline process? Okay. Thanks, Caleb. Roope: Okay. Well, thank you. Borton: Cameron, you had opened this with the idea that there may be a recurring update. Is that -- is that a monthly -- we are assuming going forward or it's more frequently? Ariel: Mr. President. Yes . That's correct. So, in the -- in the inception we are thinking, you know, as things will be moving pretty quickly, certainly with the negotiation of contracts and where your input will be necessary to get those right, we would anticipate a monthly, but probably down the road when we are kind of through some of that heavy lifting and it's more into the construction phase that may -- may fade. But, yeah, for the foreseeable short term we anticipate a monthly update to you. Borton: Okay. Part of that process when you're preparing that to prepare some scope of what's to be discussed, you know, reach out to all of Council and maybe gather some inputs, so if there is questions looming that you know they know and everyone can prep up, so the discussion is fruitful and -- Ariel: Correct. Mr. President, yeah, if you have any -- any questions, anything that we can, you know, bring in advance of, that -- that's helpful, too, and, obviously, as staff we are going to be working very closely with MDC and the development team to try to make that seamless and -- as you would like it. Borton: Thanks. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: Just appreciate having the counsel from MDC and the chair here. I just wanted to give them an opportunity to chime in if there is anything from the urban renewal's perspective that you need to -- I hate to put you on the spot, but appreciate Meridian City Council Meeting Agenda September 18, 2018 – Page 22 of 385 Meridian City Council Workshop September 11, 2018 Page 14 of 39 you being here and if there is anything from your perspective that you feel we need to know. Great. Thank you for being here. Item 7: Department Reports A. Fire Station #6 Timeline Presentation Borton: Okay. We will move on, then, to Department Reports. 7-A. Fire Station 6. Our recurring timeline presentation. Actually, this is a specific update. Niemeyer: This is a specific update. Borton: Specifically, yes. Niemeyer: Mr. President, Council, good afternoon. We were before you two weeks ago to give you an update on Station 6. Keeping our commitment of communication, transparency, and making sure that everybody's in the loop on where we are going, you're going to have a presentation tonight from our architect Pivot North, as well as our CMG ESI. Two weeks ago we talked about the timeline, station move in potential. We are going to present you with two options tonight for you to consider. Have a good discussion around and, hopefully, get some direction on. So, a little bit of backstory. We have met with you one on one talking about the timelines and the -- and the progress of Station 6. The original timeline we got was January, February of 2020. That accounted for some potential weather, some of those things. Challenged as a team by the Mayor to come up with a secondary timeline consideration. That was an accelerated timeline. So, tonight you're going to get that presentation -- or this afternoon. Not tonight. We are going to talk about pros and cons. We do have the A team. I think both Pivot North and ESI, under short notice, really stepped up to get this information put together and that was a pretty big challenge and they rose to it. So, I know we have the right team in place. I know we do have Keith Watts here from purchasing. Alex and Dale from Public Works. Want to thank them. I can tell you the paint's not drying on this at all. Charlie's involved every day, either with the architect or CMDC or with internal city's ask to keep this thing moving forward as quickly as we can. So, with that I will finish it up, I will wrap it up when we get done to have a conversation about the information you're being provided and get some thoughts and ideas and hopefully some direction on which pathway you would like us to consider. So, with that I believe, Gunnar, you're going first? Gladix: Mr. President, Council Members, just wanted to walk back a little bit. You probably have covered this a little bit before with some of the previous logics, the schedules and that kind of stuff. Borton: Excuse me. Sorry to interrupt. You got to go ahead and state your name. Gladix: Oh, sorry. Gunnar Gladix. Pivot North Architecture. Meridian City Council Meeting Agenda September 18, 2018 – Page 23 of 385 Meridian City Council Workshop September 11, 2018 Page 15 of 39 Borton: Thanks, Gunnar. Gladix: Okay. So, we have -- originally when we started the project, based on the timing coming out of the program concept design phase, one of the key things -- or the two key things that we were looking at when looking at that schedule were reduction of risk and reduction of cost. So, looking at how that swinged out to hitting in the winter, looking at some of those costs, we felt that those were some of the biggest risks going into the beginning of that project, which drove our think and logic towards, well, let's look at -- and also, actually, bidding conditions at the beginning of the year seem to be usually a little bit better. I will let Nick and John talk to that a little bit more. They have more experience with that. But we were trying to focus on the two things, reduced risk and reduced cost and that kind of put us into thinking of starting right after the new year, get the bids, get the construction started in the spring. So, that was the drive factor of what we had scheduled before and so now moving into the adjusted schedule, which is the fast track schedule, the way that we are going to attempt to do that is to break our design into different packages, submit different building permits to the building department. We will be releasing different GMP packages, which is a guaranteed maximum price to you, and start construction while still working on -- on design as well. Borton: So -- so, Gunnar, to frame it for us a little bit, the original schedule to have this built in the normal course with us undergoing a process now with March 2020, give or take; right? Roughly. And the decision point is what's the cost -- financial cost and quality of -- the cost to accelerate that to try and be done October 1 of 2019. Gladix: Correct. And we have got -- so, I will invite John and Nick to come up and -- Borton: Okay. Gladix: -- they will present some costs to you. Borton: Okay. Marks: Good afternoon. I'm John with ESI Construction. John Marks. Ploetz: Nick Ploetz, ESI Construction. Marks: So, as Gunnar touched on there, we -- we are trying to mitigate risk for the project and the cost associated with that. One of the key things was starting potentially late winter. We had defied -- with the original schedule that we would be going to construction beginning of March. With the accelerated timeline we would, essentially, be breaking ground beginning of November, which, essentially, is the beginning of winter. The cost associated that we have estimated for that would be an additional 125,000 dollars of winter conditions or weather conditions and that's to, basically, produce protection for the city and the project against those winter months and inclement weather that may occur. That -- essentially, that total previous estimate was Meridian City Council Meeting Agenda September 18, 2018 – Page 24 of 385 Meridian City Council Workshop September 11, 2018 Page 16 of 39 75,000 dollars. So, that would bump our winter conditions to 200,000 dollars, which breaks down to about 50,000 dollars a month. Concerning other costs, I know Gunnar's got some design side as well. Gladix: Yeah. So, the other piece of that, too, is the breaking out of everything into different packages. So, I -- our team worked with our consulting engineers to try to find out what the maximum cost to run the multiple packages through the Building Department would be. So, we -- our number that we thought on the design side would be a maximum of 50,000 and, of course, those can be not to exceed numbers and can be run hourly, so you can pay -- the city can pay just for what's needed to complete the extra packages. Some of that will be some overlap in construction administration for looking after construction while designing and some of the additional risks we confront when we do fast track projects. Marks: And just to clarify on the winter conditions, that -- that is an allowance for the project. We will only spend that as needed throughout the project and we will coordinate that with the City of Meridian and a representative -- project manager from the Fire Department. Borton: Okay. Gladix Questions? Borton: So, if my notes are right, I think there might be a slide that shows the financial cost. Was it 250 or perhaps not to exceed total additional cost. It's greater than that, isn't it? Marks: So, for the weather -- weather conditions increase over and above would be 125. With Gunnar's accelerated schedule, not to exceed would be a maximum of 50 and I believe there was a contingency for the design side that was discussed. Gladix: Yeah. One of the other items that we -- in a fast track project we -- we typically recommend that the owners keep a little bit more contingency on their side for unforeseen conditions that occur due to that process. So, I think we had -- we have an additional two and a half percent, so 125,000 dollars for a design contingency. So, it all ends up in both weather conditions and design, it would be approximately 300,000 dollars. Borton: And if I'm looking at the dates right, rather than completing it February 20th of 2020 that would accelerate it five months to all things being equal, October 1 of '19? Mark: Correct. So, that's accelerating both design and preconstruction, as well as construction services. Borton: Okay. Council, any questions yet? There was some of that to some certain degree with other construction projects that comes with not only financial risk, but there Meridian City Council Meeting Agenda September 18, 2018 – Page 25 of 385 Meridian City Council Workshop September 11, 2018 Page 17 of 39 are challenges, as you guys well know more than anybody, in trying to build quicker and during those conditions. Whether -- I don't know if you guys can comment on some of the nonfinancial risks that somebody might have in accelerating construction for a project like this or perhaps -- I know Keith Watts is here. Put him on the spot, if Keith has some comments to -- to ask of us is to give some general, you know, appetite for going faster at a greater expense. We are not necessarily voting or deciding the path today, but if we have got great comfort in accelerating or discomfort, the chief needs us to -- and the Mayor certainly needs us to weigh in soon, so -- so, that's -- in order to make that kind of thumbs up, thumbs down thought, it would be helpful to hear what are those -- in addition to 300,000 what are the other challenges that we might face in going fast. Mark: So, a couple of the other challenges that we may have. You know, the City of Meridian doesn't typically provide separate permits. So, with the split GMP packages, essentially, we would be designing a core install site package, placing that for permit and out to bid for the GMP one and, then, once reviewed and approved and the notice to proceed is provided, we would start construction and continue with the design of the interior package, which you can see below the dark blue accelerated timeline construction, we have an accelerated timeline bidding GMP two package. That would be the interior package. So, effectively, we would be in construction, without knowing a verified bid number. Gladix: Yes. You will -- you will have to approve a cost of the first GMP without a final cost of the rest of the work. So, it just -- that's just a risk that we want to stick within the budget number. We do 50 percent of the work on the superstructure and, then, we have a -- still an estimate number for going into that second GMP approval in the next year. January. Marks: Yeah. Gladix: So, it's just one or the other. Borton: So, how does that go? When that goes wrong what happens? Gladix: We -- we go over budget, because the market conditions of labor. Borton: Is there any issue that arises with construction itself? Gladix: Not with that particular -- Marks: Yeah. Not typically. When we do encounter over budget bid packages on bid day, we will go out, talk to our subcontracting community, see -- talk to them, see what the -- what's jumping the price up. We may try to value engineer -- value analysis -- analysis on some of the products. Maybe it's a sole source spec or, you know, there is just issues with the design of it, you know, the design team and ESI would, essentially, vet after bid to either make the decision to provide a deductive change order with an Meridian City Council Meeting Agenda September 18, 2018 – Page 26 of 385 Meridian City Council Workshop September 11, 2018 Page 18 of 39 alternative product or manufacturer or we would talk to the city and recommend putting the package back out to bid to try and build up some more competitive nature for that bit package. Gladix: One of the other items that I think we have talked about is usually the CMGC process is a -- is a good process because we can work as a team to maximize the value of the project. So, one of the things that we will have to do if we want to do the accelerated track is to make kind of a final stop decision in a couple weeks. The plan is this. The building is this. Everything -- because we have got to go take off to the races and get the drawings done. So, we won't be able to do any value analysis on some of the superstructure and those kinds of things. We will be able to do that on interiors and finishes and that kind of stuff that comes in that later package, but we will have the opportunity to get as many value items kind of figured out during that design in the longer term. Borton: Okay. Little Roberts: Mr. President? Borton: Mrs. Little Roberts. Little Roberts: Mr. President. I don't know who wants to kind of tackle this, because this is not my realm. Building. I kind of get the impression that we are asking you to do something that's outside the norm. Is it like really outside of the box or is it just kind of outside of the box? Because it doesn't sound like we are set up to do it. We have got to do something different to accommodate you splitting up permits and stuff. Gladix: My understanding -- from a construction and design standpoint, fast tracking is -- is a normal thing. We are just responding. Oh, sorry. We are just responding to it, you know, a little later and figuring it out. So, it's not a big deal for that. From a policy perspective I do believe the city has not been doing multiple packages for single projects. So, that maybe a change that we just need to work with the Building Department. I have been working with them to see what they need to be able to do that, but -- but, really, the overall thing is we just, you know, managing scope, schedule and budget and if we want to increase the speed that -- some, you know, effects the budget. So, that's basically the main message. Little Roberts: Okay. Great. Thank you. Borton: Council, any other questions? Okay. Mr. Watts. I kind of hinted I might call on you before, but sort of the same question from the city's perspective of the -- I mean the pros would get it five months earlier, but about some of the cons before we make a decision on how it might go. Watts: President Borton, Council Members, that is correct. The CMGC statute was approved a year, year and a half ago, or a year or two ago to allow us to actually use Meridian City Council Meeting Agenda September 18, 2018 – Page 27 of 385 Meridian City Council Workshop September 11, 2018 Page 19 of 39 the CMGC -- did not take into consideration two GMPs. The process is built for a single GMP and one of the analogies I use is if you hire a contractor to build -- or paint the bottom half of your house in the contract and your second contractor -- you don't have very much negotiating power to get the second half maybe for the same price that you would expect. So, that's just a basic analogy. And that's -- I think it's one of the reasons that you typically don't do CMGC in two phases, although construction is fast tracked on these -- these folks in all the time I'm sure, it's just time is money. So, if you want to build faster it costs more. The city's experience with other folks at the helm in the contracting realm fast tracking has kind of been disastrous for us in the past. It's cost more money. The quality has gone down. We have had contract issues. We have had lots of other issues. So, our own experience has not been favorable. Like I said, it's with different folks, but that is the city's experience. Borton: Again, does it -- is it just an expense issue or are there unforeseen -- you know, if you have got a value add or quality construction problems that can arise if you go fast -- faster. Watts: That's what we have -- that's what the city has experienced in the past. We have experienced quality problems. We have experienced the lack of value added design and negotiation. So, it has hindered us in the past. Borton: I don't ask that to assume there is going to be any problems, but just -- we seem to recognize those challenges after the fact and when something's completed and you don't have the ability to go back and correct it, so -- Watts: And the other thing that I would like to add -- Borton: Sure. Watts: -- you're not in building construction -- in our sewer and water lines, when we want something done we set a date in the contract and say it has to be done by October 1 and, then, we put 1,500, 2,000 dollars a day liquidated damages. If you miss that day we start reducing the cost of that contract. That's a guarantee to get your contract done in a date that you think or that you are requesting. If we are just saying we want to move in on October 1 and we endeavor to do so, you're going to pay the cost, you're going to take the risk on without that guarantee, unless there is something additional. I'm not sure these folks would be jumping up and down about signing liquidated damages, but that's how to guarantee a date or at least put a value on that date. So, take that in consideration as well. Borton: Regardless of where the data is. Watts: Correct. Meridian City Council Meeting Agenda September 18, 2018 – Page 28 of 385 Meridian City Council Workshop September 11, 2018 Page 20 of 39 Borton: Okay. Council, any questions for Keith? Okay. Thank you. Appreciate it. Okay. I appreciate the two paths and the options. It sounds -- in super simple summary format that it's five months earlier for 300,000 dollars. Gladix: Yes. Borton: Thank you very much. Chief. Niemeyer: Mr. President, Council, that was the presentation that these folks were asked to do to provide for you. The best way I can describe it as we moved this project forward several months ago we had a philosophy of cost over time, meaning cost was a very big significant factor. We know the cost to be increased. I know if you all saw the Idaho Statesman article about the Boise Fire projects in the city of Boise, their costs have doubled. We are very conscientious of cost. So, Charlie has been very involved in trying to bring that cost down and get rid of anything we don't absolutely need to get that cost down. Option B presents a time over cost, so if we speed up the time we have a little bit more cost. There is some timing to this, depending on the conversations that occur with this Council on the direction that you may want to see us go. The accelerated time requires a decision at some point fairly soon to get them moving in the timeline that you see before you on the screen. Sticking to our original timeline doesn't have that pressure. So, as I have looked at as a fire chief, there are pros and cons to each one -- to each option that you have before you. The pro is certainly on the accelerated is we move in sooner. We provide service sooner. There is some cons on that accelerated timeline that is a little bit concerning as well from an engineering standpoint, a value standpoint. Going too fast may mean -- and this is -- that is a little concerning, too. So, certainly, those are pros and cons. We are here to get your input, so I would welcome your thoughts at some point. Direction. I know the Mayor is not here, but certainly taking back to her the discussions from today's Council -- today's Council. I keep thinking tonight. Borton: No worries. One of the -- the sources of this conversation was the earlier frustrations we have had in the process leading up to before any of this has happened, right, the original -- Niemeyer: Sure. Borton: -- planning and construction design and we bought over that and you, to your credit, have kind of owned how things kind of drug out longer than anyone intended and so we are trying to remedy that maybe on the back end and -- and one of the hard asks from the Mayor, as I understand it -- and at least I applaud the hard ask is let's pick a date, draw it on the board and make it happen. Now, the flip side of that is to make informed decisions on what's the cost of doing so. Because you certainly can do it. You guys can certainly make it happen. But going into it with our eyes wide open, is the cost worth the benefit. So, I love the hard ask to get it done quick and I think it's great that she's done that. Now we need to make a decision if we are comfortable, understanding the cost, doing that or -- or keep the original schedule. Again, we are not voting on it Meridian City Council Meeting Agenda September 18, 2018 – Page 29 of 385 Meridian City Council Workshop September 11, 2018 Page 21 of 39 now, but I think if Council would weigh in on what they do or don't have heartburn on, that will help steer conversation and follow up for next week. Niemeyer: Yeah. For us in the Fire Department on the conversation, the -- not to build, with the direction that it -- create a timeline for us to know which way we go for sure. Borton: Thoughts from Council on those options? Cavener: Mr. President? Borton: Mr. Cavener. Cavener: Chief, I echo Council Member Borton's comments. I read some of the challenges and the frustration coming from Council and you and the Mayor said what can we do to try to address some of that. So, I appreciate -- appreciate the team bringing -- giving us some -- some options. These are the subject matter experts and I appreciate you coming and asking for a decision from Council, but not to put it back at you, but let the station -- we tell them take a shot and what happens when we -- when we miss it and to Council Member -- on the date on the board, man, make sure that we - - I don't want our citizens to come back and have conversations with us and the Mayor and saying why didn't you make your date. So, if you have a recommendation as -- as the chief that you would like to share with us, we are taking that into consideration. Niemeyer: I can share with you my concerns. Do I -- do I have one of those two dates -- to be honest with you, I'm not a builder. Never have been in my life. So, I do rely on the subject matter experts to say if we did X, we can expect Y. If we did Z, we can expect A. My biggest concern going into an accelerated timeline is not to shortcut anything. This project is worth taking the time to make sure it's done right the first time, that we don't have any short -- my family and I have built three homes over the course of our years and they are solid, go up, they are straight and when the sheet rock goes on it doesn't crack. So, that was -- that was my biggest concern about the two GMP's and that process. I don't know. I'd like to come before you with a guaranteed maximum price on the entire project and the accelerated timeline does not offer that, so we would have to go into that with eyes open. If you ask me is it better to get firefighters in the fire station sooner, I would say absolutely. I think we all can agree to that. But as far as the projects itself and the quality of work, I would probably lean towards the other. Hope that -- that was a total political answer. Cavener: Clear as mud. You would make a great council member. Niemeyer: I was. I'm getting good. Palmer: Mr. President? Borton: Mr. Palmer. Meridian City Council Meeting Agenda September 18, 2018 – Page 30 of 385 Meridian City Council Workshop September 11, 2018 Page 22 of 39 Palmer: So, clearly we have got three factors to determine here. Time , money, and quality risk mitigation. The only scenario that I didn't -- and to me all -- all three should be considered equally and considered equal and the only scenario that provides for two of those is the original timeline. So, to me two-thirds of the three equal option -- equal considerations are covered under the original. So, that's where I lean. Not lean. That's -- whatever is a little bit stronger than lean. Tilt firmly on that side. Borton: Okay. Cavener: Mr. President. Sorry. I think if -- if we didn't have the scenario that would have Station 6 being able to be operated out of Station 1 at least temporarily, we have got the truck on order, we have got the staff, feel confident in their ability to be able to manage any challenges that are in front of them from an administrative level, I don't see the -- our taxpayers get a stronger rely on the expenditure of 300,000 dollars to get the station open up a few months earlier. Because the station is going to be in our community for a long time and years from now nobody's going to recall that we got the station open three months earlier. I haven't heard the compelling administrative case for getting it open sooner. In fact, quite the contrary, for many of our staff really voice some concerns about if we accelerate what that could do to the overall quality of the project, so -- and I know we are not making a decision, that you're looking for recommendations. I'm supportive with keeping the timeline as is, but appreciate your due diligence as the chief and as a team to come back and at least give Council the opportunity to consider something different. Bernt: Mr. President? Borton: Mr. Bernt. Bernt: So, it seems as though that -- you know, we all know this project is behind schedule and I think that there has been a little heartburn because of it, not only from this Council, but from those -- all those who are involved from citizens, from different stakeholders and those who have been watching this project closely. I feel like, you know, we have asked for an expedited assessment solely for the means of where we can do it quicker, but, then, it's going to cost more money and I just -- I just -- it's really hard for me to wrap my arms around that, to be honest with you, especially since it's in the middle of the wintertime and so the greatest unknown isn't necessarily a cost factor, but it's Mother Nature and if there is someone in this room that can guarantee me that this is going to be a mild winter, then, we can go into business together and make a lot of money. It's just not -- it's just not going to happen. There is just nothing where you can tell what's going to happen with, you know, Snowmageddon or, you know, something similar or even something in that realm that would, you know, cost more money, but, then, we may not even get in at that time frame because of unknowns and it certainly would cost a lot more than 300,000 dollars and so with -- with the -- with the fact that there are no guarantees with the expedited process with -- with what was stated, previous to -- we haven't had a lot of success in these type of projects, I would Meridian City Council Meeting Agenda September 18, 2018 – Page 31 of 385 Meridian City Council Workshop September 11, 2018 Page 23 of 39 probably lean more toward let's stick to the timeline, let's get it right and, you know, go from there. Borton: Thank you, Mr. Bernt. Any other comments? Any other leans? Little Roberts: Mr. President? Borton: Yes . Little Roberts: Given the information -- and thank you so much, team, for coming in and -- and putting this together for us and things. Yeah, I lean towards sticking with the original timeline, trying to move it up that hopefully we will have a very mild winter and things will be able to run smoothly, but depending on Mother Nature, we could be at a complete standstill anyway. So, I kind of lean, since we are talking leaning, lean toward leaving the regular timeline. Borton: Chief, I think you have got some consensus on direction. Niemeyer: That's what I hear. Borton: Yeah. I agree as well. I think it's great. Again, valuable information to have. I appreciate the team putting this together of these options. I don't necessarily -- knowing now the cost that it would outweigh the benefit and -- and this is a long-term asset and we want to have it done right, so -- Niemeyer: Well, Council, I think we have heard you. We will take that back to the Mayor when she gets back, but I think as of now we will continue to move down our -- our previous timeline, unless it comes back to you for another consideration. Borton: Thanks, chief. Niemeyer: Thank you. Borton: Mr. Watts. Watts: I just had one more comment or just a reminder. We talk budget and we talk construction estimates back and forth. I should remind Council that we do have a budget, it's 3.9. So, if we -- I'm going to talk process for a few minutes. If we move forward with the original concept, complete design, you know, you decide to go ahead and finish the bid project and put together a GMP amendment to bring back to the city prior to that -- during that same you would have to do a budget amendment prior to the amendment, because we can't ask for a contract if we have no funds allocated for it, so we would need to do a budget amendment for the difference in the 3.9 and when the GMP comes in and, then, would execute the GMP. Borton: Okay. We will be able to talk about that. Meridian City Council Meeting Agenda September 18, 2018 – Page 32 of 385 Meridian City Council Workshop September 11, 2018 Page 24 of 39 Watts: Okay. Thank you. Borton: Thanks, Keith. Bernt: Mr. President? Borton: Mr. Bernt. Bernt: And we are comfortable with setting a date -- a move-in date of January 31, 2020, today? Why is everyone laughing? Borton: It got really quiet. Not perhaps there yet, but -- any other comments on Fire Station 6? Okay. Thank you again for coming. I appreciate it very much. Hopefully that's helpful direction. B. Citywide Strategic Plan Update Borton: 7-B, Citywide Strategic Plan update, which would normally be presented by the Mayor. As you know she's unable to attend, is out of town, and so Vincent gets the laboring oar and will provide some update. I talked to the Mayor a little bit about it and at least the structure of this -- and it sounded as if this is happening every six months and the spring one -- the spring update will include the -- the red line, so to speak, of the objectives, here is what's been completed and here is what's been removed. Here are the dates of completion. Here is what's been added or proposed to be added and the living document changes in the spring and this is the mid-year update, how that is progressing. So, things aren't necessarily coming on or off right now, but you're going to provide some context as to what's -- what's moving on the direction you got in the spring. Fair summary? Koontz: That sounds about right. Borton: Take it away. Koontz: President Borton, Members of the Council, from the Mayor's Office I just want to pass on our sympathies and thoughts and prayers to the Mayor on her current situation and, you know, we are -- we are just with her and, you know, we are thinking about her right now, so -- Borton: Hey, Vincent, we are going to have you get that mic right up close to you. Koontz: This one? Borton: Either one. So, everyone online can hear and watch. Koontz: Can you hear me now? Meridian City Council Meeting Agenda September 18, 2018 – Page 33 of 385 Meridian City Council Workshop September 11, 2018 Page 25 of 39 Borton: There you go. Much better. Thank you. Koontz: So, today's going to be an opportunity for a status update on our citywide Strategic Plan. We are going to cover the total objective completion status. We are also going to talk about our tactics and overall completion since last March. We are going to have our departmental close outs. There is a couple that are being closed out today that we are going to report on and those department people are going to be reporting on that. We are also going to report back on a couple of follow-up objectives that we said we would bring back every Council meeting and, then, we are also going to report back on our high priority updates and, then, any next steps or questions you might have. I will try my best to answer any questions on those objectives. I also have some people in the audience to help me out with that and, hopefully, we don't have to do that and if -- you know, if we have got questions that need to be answered I will have the Mayor, you know, come back to you at that point. So, let's move on to what we are going to be doing today. So -- so, first thing I was wanting to talk to you about would be our current progress on our objectives. We are currently at 19 percent complete. We have completed a total of 12 objectives in our strategic plan out of the 62. Last October when we reported we were at six completed strategic objectives and so -- and also, in addition, we have nine strategic objectives that are due before the end of the year. So, in February when we do that update we should have a significant amount of strategic objectives to report completed and explain how our performance measures are being met on those strategic objectives. Next slide is the total plan completion. This represents the total of 374 operational tactics that are involved in the completion of the strategic plan. We are currently sitting at 44 percent complete of the strategic plan tactics. Twenty-two percent are currently in progress. Last March we updated you at 36 percent and from almost a year ago we have gone from 22 percent to 44 percent complete in our tactic status report. As I mentioned before, we are going have close- outs and follow-ups. We have two that are going to be recently closed that departments are going to report back on. You have also asked previously as Council that we report back on the urban renewal district 1-A-2 and 2-A-2 the prospect of partnerships needed to cultivate businesses and jobs. So, we are going to report back a little bit on that. Brenda had also covered a little bit of that information at one of the previous Council meetings a few weeks ago, so I'm not going to reinvent the wheel and cover everything she covered, but I will give you a little bit of -- a few nuggets that are additional to that, so -- so, 1-A-2. A couple things that I wanted to highlight on the urban renewal district with some of the occupied properties. We have got Primary Health that's opened since the last March update. Epic Shine Carwash, Ten Mile Creek Retail, Paylocity and Horrocks Engineers, totaling almost ten million dollars worth of permanent value at that time. I have also got a little bit of information about some of the things that are in progress that you might find interesting. Two hundred and forty unit lots are underway. We have -- the Paylocity building is currently 75 percent leased. The Magellan building, which includes Brighton, is 25 percent pre-leased. We also have the Ameriben expansion, which is going to include 150,000 square feet of additional space and Ameriben will occupy 90,000 to 120,000 square feet of that facility. There is going to be an additional new class A office building that's going to be to the east of Paylocity Meridian City Council Meeting Agenda September 18, 2018 – Page 34 of 385 Meridian City Council Workshop September 11, 2018 Page 26 of 39 upcoming, 80,000 to 100,000 square feet of -- square feet on that. There is also a cool gym and lift center, 10,000 square feet. They partner -- they partnered with Kristin Armstrong, which should open in March of 2019, and that's about all I have on the information on that one, but that should be pretty interesting -- interesting. So, in total, there is a perspective of 260,000 square feet of prospective tenants in the Ten Mile area in those buildings. So, a significant amount of -- of business activity will be going on in the urban renewal district. 2-A-2. I mentioned that, you know, Brenda covered some of these things. This is to develop and maintain a broad spectrum of partnerships needed to cultivate diverse jobs and businesses. We are going to talk about -- I'm going to talk about the performance measure one, which is to maintain and expand the membership at the Meridian Economic Development Steering Committee. Brenda and Cameron both mentioned to me that they are going to be using the ready team that was previously mentioned to assist in the implementation of the targeted industry analysis that's taking place and they are going to use the ready team to provide feedback on those trade industries that they -- that we come up with from Logan Simpson, from the consultant and the -- the enhancement that was brought forward and so they are going to be using that ready team and the economic development steering committee to provide insight and additional feedback on the target industries and how we should proceed and use those. This -- this is kind of new. We didn't do this the last time we presented, but talked with the Mayor and we had a few completed objectives that had some changes that we would like to report back on and/or -- it is some important information that Council should be aware of. So, on 4-D-2 the develop -- the comprehensive family focused health and wellness program for city employees, there is a federal court ruling that vacated some of the provisions that have to do with our wellness -- wellness incentives that we currently put in place. In response, we had to change the way we do our biometrics and health risk assessments and so they made a couple changes with the health and wellness benefits committee, they are going to see and decouple the wellness benefits from the -- from the medical plan and the committee is going to remove them at the premium discount just tied to the biometrics and, then, give it to everyone. Now, it's -- it's not going to be a substantial cost difference, because only about five percent of the city employees were not taking advantage of that discount, but wellness works is an important part of our program for the city and they are making -- we are making additional -- HR is making additional meetings in the -- in the departments to talk -- talk to the employees about the importance of it, even though it's now no longer coupled with taking and doing the incentives. So, if you have questions about that I will be happy to answer them, but we don't -- I don't have an exact cost on -- on that, but it's fairly minimal, because most people were already participating in that 15 dollar discount in the program. Let's see. Go back. And, then, on 5-C-1, research and identify a catalog of long-term funding mechanisms and contributors for supporting arts and culture. Got a little bit of an update on that from Hillary. So, during the past -- past year the arts -- Idaho Commission on the Arts budget was reduced, so they suspended their public arts grant opportunities for the time being. No estimate on time frame for reinstating. However, the Meridian Arts Commission will keep a close watch on additional grant opportunities and partnerships to help with upcoming installations. So, just wanted to make you aware of that. I get to hand this over for a couple minutes. Come on up, Dave. Meridian City Council Meeting Agenda September 18, 2018 – Page 35 of 385 Meridian City Council Workshop September 11, 2018 Page 27 of 39 Borton: Welcome, Dave. Tiede: Thank you. Council President, Council Members, happy to be here today. So, I have one slide to go over with you and it is Objective 3-C-3, develop and implement technological and communication contingency plans and programs for continuity of city operations. Quite a mouthful. What we did last year was we updated our disaster recovery plan. We met with each department and prioritized needs and to categorize those into recovery point objectives and recovery time objectives and, then, we worked with the Mayor's office, Kaycee Emery, to develop outwards communications for an outwards facing communication plan, which, quite honestly, she did most of it, which was great. And, then, we developed a vendor assistance plan. So, moving forward you see a few performance matrix that we have up on the screen in front of you. I'm going to cover a few brief acronyms here just for your information, you will see RTOs, RPOs and RTAs on here. Recovery -- or RTO is recovery time objective, which is how much time it takes to actually get service available again. RPOs are recovery point objective, which is how much data loss can we sustain. And, then, recovery -- RTA is recovery time actual. So, what -- what do we actually do when we had some situation happen. So, our goal, as you can see here, is to do regular updates to our disaster recovery plan and, then, actually exercising on a regular basis annually. When we do that we would like to see that our recovery time actuals meet or exceed our objectives on both the recovery point and recovery time. If they don't, then, you need to communicate with the department and reevaluate. Hey, do you guys need something tighter than what we have right now or what we are able to meet or do -- what we have, does that work for you. If it works, then, great, because that means it won't cost us anymore money, but if it doesn't work and you need something better than we have, then, we will have those discussions and figure out where we need to go. Those are our measurables we have and we will be checking on those annually -- every year. As it currently stands we -- because we are implementing here we didn't have a true exercise, because we are still in the implementation phase of the disaster recovery plan, but we have had at least one issue where we had to revert a system back to a backup and our recovery point objective and recovery time met -- one met, the other exceeded what the department requested. So, that is what I have to report. Any questions? Borton: Dave, is there -- on this one when you -- when you -- a plan is developed, is there a -- like a document that -- that is adopted that kind of outlines the internal operations to accomplish this recurring task? Tiede: Yes . We have a plan that we developed -- to go through the actual updating of it is actually in our ticketing system so it just creates an automatic reminder for us annually, saying, hey, you need to go do this and it's assigned to somebody to work through. But as far as the actual recovery steps, we haven't documented that, because it changes pretty often. I mean depending on the system it could vary from system to system, but the overall standard operating procedure for everything and how we are handling it is documented. Meridian City Council Meeting Agenda September 18, 2018 – Page 36 of 385 Meridian City Council Workshop September 11, 2018 Page 28 of 39 Borton: Okay. Tiede: I was not asked to present that to Council, but I do have that if you're interested in it. It's a very exciting read. Borton: I only asked because there is some -- some of the objectives that we have, they at least initially talked about, you know, supporting, you know, disaster recovery. Well, using language like that you never accomplish the objective when, actually, the objective is to establish a -- kind of a finite plan and process to ensure ongoing X, Y and Z and I know HR we talked about it with, you know, compensation and benefits. Well, you never get done doing that, but you perhaps create some structure to a plan that that objective can be completed and, then, implemented year over year. Tiede: And that's what we did. We created a structure to say, hey, look here are the systems, here are each department's needs for recovery times, recovery points, so we make sure we align with that and, then, we said how we are going to accomplish that. In this case it's some technology that we have that's part of our system -- our main back end infrastructure. We make sure we apply that. When we bring new things up we go and exercise it annually. That's usually on our big desk DR date where we actually will take systems offline. It's usually early in the year on a holiday, because we take down a lot. And, then, from there we just go through and execute, update it annually, so -- but, like I said, happy to share if that would be of value. Borton: Council, any questions? Okay. Coles: Vince, do want me just to take this away? I think I'm going to. Mr. President, Members of the Council, I'm the next slide up here. I will just do it from -- from my seat right here, let Vince stay seated. As you can see on your screen, the 5-C-3 is about connecting and promotion of the arts in the community and so Hillary really has done a lot of work with the commission over the past year to accomplish this particular objective. Some highlights and some notes. You can see the performance measures there. The first performance measure is around a showcase event that's held annually and the second is about educational information. So, in regard to that first performance measure this past week, we just had Art Week here in Meridian and so that satisfies that performance measure. We feel like that is a showcase event every year within the City of Meridian. It's finding its sea legs and every year will continue to -- to grow and to improve and to get better, but that is performance measure one. Second about educational information, a promotional plan has been developed under home of Hillary and the Arts Commission and to Council Member Borton's question to David just a second ago, yes, that is a document that lives and breaths within the clerk's office. It is, essentially, a checklist of sorts that when art is installed within the City of Meridian, kind of a checklist is gone through to say new art has been installed, now how do we inform the community, how do we connect the interested parties that want to know about art and art opportunities in Meridian -- how do they know about that and so it's kind of a rundown of how we get the message and the word out about new art being installed within the city. Now some other items of note on this particular objective, Hillary, the Meridian City Council Meeting Agenda September 18, 2018 – Page 37 of 385 Meridian City Council Workshop September 11, 2018 Page 29 of 39 Arts Commission, together worked with Dave and his team to create a digital art map, a story map, if you will, of all of the art installations within the city. That is on our website. It is currently live. It's in the Meridian Arts Commission section of the website. You can see all of the art installations within the city and that was created with, like I said, Dave and his team. I believe that, looking at my notes here, is all as it pertains to this objective. I do want to note -- and Dave kind of alluded to it and you as well, Council Member Borton, that we believe that this particular objective, while it may be done and checked off for the time being, really is kind of a living and breathing objective, that as new opportunities that relate to the funding mechanisms that Vince talked about earlier as it relates to arts, that there are changes throughout the year that -- now we have a promotional plan in place, but it's just implemented, so now we need to measure its effectiveness and we haven't done that yet and so in the next iteration of the strategic plan perhaps this objective comes back tweaked a little bit, because it continues to live and breathe and grow as the city grows, as art opportunity grows within the -- that -- while it's checked off now, it doesn't mean now we are done with it, it just means now we are working the plan. So, I just wanted to throw that out and let Council be aware of that as well. And I will stand for any questions you might have. Borton: Thank you, C.Jay. Any questions? Thank you. Vincent, who is next? Koontz: Thanks, C.Jay and Dave. Appreciate that for the valuable information on that. All right. This is the meat of the presentation or so. High priority updates. So, we are going to update Council on all our previous high priority items. We are also adding in tow new exciting items, the objectives of 3-D-2, performance measurement, and 3-D-3, continuous improvement. So, we will report back on those as well. We did not previously report on those, because they were in progress. All right. 1-A-1. This is reinvigorate the Destination Downtown plan, gaining broad and strong support and positioning of the plan for implementation. So, a couple of current efforts and highlights that I wanted to talk about on that would be the Pine Avenue corridor is nearly complete. I think there are some cars going down, even though it's closed. But, you know, that's okay. Old city hall approval and subsequent developments currently in motion. We have set meetings -- believe Cameron set some meetings with deChase in order to continue momentum and build on more developments and if you had anything to add on that, Cameron, maybe at the end we can -- you can note what the process is on that. A couple of ongoing actions related to the subjective. One, we are also working with Cameron and Parks are looking at potentially bringing a marathon through the center of town at some point in the near future. Also the Main Street Market is completed, so Colin is going to be meeting with some key stakeholders and conversations with a potential partnership with MDC, but I can't really allude to that, because he hasn't had the meeting yet, but he will be bringing that back at some point in the near future. The summer interns created a downtown database of businesses in order to assist in creating better events and look for gaps in businesses that will look to expand from downtown activity. I know the -- it was the summer interns that -- for the work life skills that came in. Staff and MDC are currently developing -- developing incentives slash disincentives to spur developments in downtown. Cameron is also going to be following up with MDC on any tactical and visioning changes with the MDC and Ashley to see if Meridian City Council Meeting Agenda September 18, 2018 – Page 38 of 385 Meridian City Council Workshop September 11, 2018 Page 30 of 39 they need to make any visioning or tactical changes to the Destination Downtown plan. MDC also has -- also has an application underway with Union Pacific with appropriate property with more updates to follow on that and so at this point we are on track to complete that objective by the end of the year, but it may require a little bit of listing on -- you know, MDC's part to see about the Destination Downtown plan. I don't know if you have anything else you wanted to add on that, Cameron? Ariel: Mr. -- Mr. President, appreciate Vincent's help with kind of the documentation and follow through on this, but I think a lot of what's going on is really down there. Are a lot of these things are in various stages of progression, some of them very infantile. I mean you mentioned, you know, the potential marathon, things like that. They are more of a, you know, conceptual stage, but, then, you also have things like the RFP Pine Avenue, those things that are, you know, further along in -- in -- in their progression and almost to completion. So, we are just excited. Bottom line with all that's going on in that regard -- and, obviously, you know, you support of a lot of these things and making that a priority really, you know, makes our work that much more real and focused. So, we just appreciate the ongoing support in this regard particularly, reporting back ongoing with these items. Koontz: Any questions on the subjective? Borton: Any questions? No. It's a quiet -- a quiet afternoon. Koontz: I like it. All right. 1-B-1. This is one that was tied at least to the Comprehensive Plan. We previously reported that this was zero percent completed. It is currently 15 percent complete. Most of it's aligned with the project timeline with the consultant and so many of our strategic objectives, more than I can count, are actually attached to this objective and because of its completion we will see substantial completion going forward. So, now that this one's in progress we will see a lot of other strategic objectives moving. Logan Simpson has currently audited our plans, studies and policies related to the comp plan. Logan Simpson was also assisting currently in creating and defining our market goals and will be doing that as part of the comp plan exercises. Phase one -- phase one, the foundation was complete a few months ago. Fifteen hundred people participated in either in-person or online surveys. Phase two is currently in progress. It should be completed October. About 250 people have participated in the visioning survey. More to come with the additional events that are upcoming with Meridian Business Day and Community Block Party. Number four should take about 12 months and so this objective should wrap up close to November of next year and with the comp plan draft and general adoption at that point. They are also going to be doing a SWOT analysis and market analysis, which should be complete around November, which will inform our targeted industries and other -- other programs and, again this -- this objective should be completed in November of 2019. 1- C-1, codify and establish areas of impact boundaries. This one has been moved out significantly, because of just little progress on the areas of impact. I know Bill Nary is working with Jerry Mason over the pros and cons and looking into a path forward with AIC and a possible legislative solution with this particular objective at this point. So, it's Meridian City Council Meeting Agenda September 18, 2018 – Page 39 of 385 Meridian City Council Workshop September 11, 2018 Page 31 of 39 moved out at this point probably until at least this legislative, if not the next legislative session for completion, because of the lack of progress at current on this one. So, don't have much else to add on that, but that's kind of where we are at. Reality, so -- and 2- A-1, identify, develop, and utilize tools needed for the successful attraction and retention of jobs. Brenda had mentioned to you a few weeks ago that she had been looking at incentive packages that -- they will also be aligned with the target industry analysis and I think C.Jay is passing that out right now to you guys, just to get an idea. I don't know if any of you have seen these yet, but this is her current bidding package that -- that she's created. We also -- I also want to just provide a brief update, because Brenda mentioned it last time, the strategic plan update that the opportunity zone, if -- if you're unaware where it is, the only opportunity zone that was created by the tax code package in 2017 is the area bordered by Meridian, Cloverdale, Fairview, and I- 84 and investors in that area will receive tax incentive based on the projects or investments, i.e., for capital investment, capital gains reduction or appreciation, exclusions. Somewhat in excess in this -- in this -- this objective is tied pretty much to the targeted industry analysis as well. You will see a pattern with that on a few of these. But this one, along with the relationship management software that Brenda has been looking to -- to use, will make this objective substantially complete. The voice of management software is called Executive Pulse and she provided a couple of benefits to me on tracking business relationships. They use SalesForce. It's very similar to that. But it's got a very expansive open -- open market, so you can see and really -- you can really get information about it and various stakeholders can get the information realtime and it's got a professional -- professional reporting, data sets, and matrix that are essential to Brenda and economic developments, you know, overall viewpoint and, you know, what -- what they are able to provide to both the Mayor and potentially the Council on what she's working on. That one's due to be completed 2018 and that's one of those nine objectives that should be complete this year, based on those -- the industry analysis and the software rotation. And 2-A-3, the only tactic that's left on this one is tied to the industry analysis -- the analysis that Logan Simpson is doing, so there is not much to say about it, other than Logan Simpson will be doing the targeted industry analysis profile, a SWOT, and they will not only be doing the SWOT analysis, but implementing it and including it with -- in conjunction with the Comprehensive Plan update. So, they can take into account transportation planning, infrastructure, and also trending industries moving forward, so they can make a better assessment of what we are going to look at as far as target industries and integrate them into the Comprehensive Plan. So, again, this one should be substantially completed by the end of the year as well, so -- and, again, this is dependent on the industry analysis. 3-D-2. Improve citizen access to government. This one was 70 percent complete in March. Now 90 percent complete. We have our telephone town hall slated for September. Robert has developed an implementation plan that is currently being executed. We also have drafted performance indicators to assess how we are doing as far as our outreach strategies to the public. The enhanced timeframe with the -- with the software implementation has run into challenges because of lack of qualified individuals that are able to implement and execute the software. So, we will bring that back and we will also have a discussion about -- and bring back information found in the city -- or town hall at a later date. This one is due for completion in March of 2018. Okay. 3-B-1. Meridian City Council Meeting Agenda September 18, 2018 – Page 40 of 385 Meridian City Council Workshop September 11, 2018 Page 32 of 39 Develop cost effective and competitive benefit plan. So, this one was previously reported at 60 percent. We are currently 95 percent. Apparently has important updates. This one should be completed by the end of September. So, it was close to being completed before the presentation, but it's still got a few things to work on. Benefits -- our benefits committee completed our guiding principles activity, mission and vision statements for a benefit process. Mercer provided a timeline and a strategic roadmap, which will influence and continue to guide our benefits process going forward and the benefits community will evaluate that roadmap yearly -- on a yearly basis to determine what our benefits future will look like. So, as soon as that -- as soon as that is evaluated by the benefits committee this objective will be completed. But, again, it will have ongoing applications with the plan and roadmap that's been created with the assistance of the department and our -- and our consultants. 3-D-3. Develop a succession program. This one was previously reported at 15 percent. We are now at 31. Succession planning groups. One and two have been identified for key critical positions. Group three is nearly complete with only one department left. This -- all key critical positions will be due by September 21st. The remaining components can be completed and data will be analyzed and individual programs will be established for those key positions for the succession planning program in the city. This one is set for completion in October as well. So, once that final department finishes, they can complete the rest of the analysis and implement the key positions and -- and their associated plans to those key individuals. 3-D-4 is developing an employee engagement program. This one was ten percent complete in March. Now, 40 percent complete. Recently completed our citizen survey. Review of existing engagement programs has been conducted and completed. The Mayor -- the Mayor has also reviewed our existing identification programs and any modifications that have been recommended and the leadership is currently looking at those modifications at this time and so that's where we are at. That one is not due for completion until early 2023. 3-B- 5. Develop and maintain a competitive compensation program that enables quality recruitment and rewards and encourages high performance. On this one it says ten percent complete, but a lot of the -- a lot of the components of this are towards the back end of the objectives. So, this one hasn't shown a lot of movement, but there is work that's being done inside of it. The market review and wage increase was completed and recommended for fiscal year FYI-19 budget. Our police STEP plan was recently completed. Fire wage study in year two of the internal alignment from HR was recently completed. Final year line review and, then, the exit interview analysis is currently in progress. The compensation committee is meeting in October to discuss changes and review data gathered by HR and the consultant and, then, changes recommended will be brought forth to leadership for review. This one is estimated completed sometime early in 2019. This -- this objective 3-D-1 is align resource systems and employees to meet strategic objectives and priorities. In the past 11 months, as I mentioned earlier, we have moved from 22 percent complete to 44 percent complete on the strategic plan. We will be -- I will be working with the department directors on a gap analysis that will allow us to complete the remaining strategic objectives on time with necessary resources that the directors believe are needed to complete those objectives. At that point, I will develop a plan to address gaps in policies, budget, and revise staff responsibilities if needed to complete the remaining strategic objectives in the next two Meridian City Council Meeting Agenda September 18, 2018 – Page 41 of 385 Meridian City Council Workshop September 11, 2018 Page 33 of 39 years. And that will be completed when the strategic plan is done. 3-E-2. This is one of the new ones that was being reported on. It's zero percent complete, but there has been some work done on it. I currently have been working on assessing the current environment, gathering data, and evaluating current processes, asking departments what their version of premier looks like, what's not so premier in those departments and, then, what their priorities are for some of the data they want to collect and evaluate in the department for their operations. We have also been discussing short and mid-term and long-term goals on those common success -- and what the success points look like and, then, we are also building capacity for data and what will be tracked, what success looks like, what we need to test still. So, that's kind of in the initial phases, but should have substantial completion on that by the end of the year, developing those initial pilot performance -- performance indicators, performance matrix. Some of the departments are a little further along than others, but we will provide some more updates on that probably the next strategic update in February. 3-A-3. Develop a citywide continuous improvement program. This one was zero percent complete. Has started recently partially due to the investment we made in the -- in the Peak program with Brian Elms and -- and our continuous improvement process. Peoples used in Denver to realize multi-million dollars worth of savings and -- and not just in like lean systems or other process improvement techniques, but use a variety of different methods to -- to determine whether or not a process is efficient, effective, or meeting the needs of the community and so this one's going to be, you know, long term -- long-term investment. We have -- with the -- with the Peak training that we are going to be doing upcoming, we are going to train an additional 25 individuals in what we already experienced. I know, you know, Anne's already been through that and a few others. The leadership team found a lot of value in that. We are going to have an additional 25 individuals trained in the same process and, then, Brian Elms is going to come back and train a set of trainers, so we can train our own people on how to do it and, eventually, we will have a whole team of continuous improvement and change innovators in our city. So, I look forward to that -- to that -- that piece, but -- so that -- we are also currently awaiting contract reviews, part of the process improvement evaluation, you know, kind of alluded to some of the things we were talking about earlier with -- with the fire project and a few of those other capital projects that we have -- we have been working on, but more to come on that, but we are currently doing a process improvement evaluation on some contracts, so -- so, we will come back to that at a later -- at a later date. I'm almost done. Homestretch. All right. 3-E-4. Institute a priority based budget system to meet the adapted level service expectations. This one was 50 percent -- now 55. Brad has been working with the support departments and has completed the cost of government initial stages. Currently he's working with Parks and Rec conducting their programs. Essentially, what he's doing is identifying what programs people work on, what processes people work on, what they spend their time on and, then, associating that with the costs of the personnel in the city. So, you know, those are some of the initial steps in the -- in the cost of government program. So, he's currently working with those departments and we will move in some of the other departments in that -- in the near future. 4-A-4. Employee programs. Identify gaps to enhance the community's perception of public safety. This is a police objective that was reworked in March. So, we only completely changed this objective to make it more achievable and more Meridian City Council Meeting Agenda September 18, 2018 – Page 42 of 385 Meridian City Council Workshop September 11, 2018 Page 34 of 39 meaningful. A couple of key highlights. The public safety PIO has been posted for -- and will assist in the strategic nature of this -- of this objective. A working group will be established in the police department to review our existing and future policies, gaps in service, and we will use this data to make process improvements and evaluate the current programs that are in the police department to see if they are really making a difference, to see if they are really working, if they are doing what they intended and you move forward from there. A c ouple of highlights. Crime prevention strategy management has been created, set for implementation in 2020. A c ouple of key points would be proactive business community, communication about -- about crime prevention and, then, reduction in crime and disorder and, then, expansion of regional collaboration with other partners. So, the first one, it's also been working on expanding crisis training. All the officers -- they would like to be able to have that in effect in the next two years. And, then, I was told by the chief that the new basic police academy training has been delayed a little bit. They have -- they have developed that and currently talking about implementing that in -- sometime in 2020 as well. And I think that's it. So, if anybody has any questions. Our next up would be the strategic plan review and refining in 2019. If you have any questions on any of the things I talked about I stand ready. Borton: Vincent, thank you for the update report. Council, any questions? Bernt: Mr. President? Borton: Mr. Bernt. Bernt: Not a question, just a comment. Thank you, Vincent. Koontz: Sure. Bernt: Well done. And we met and discussed a little bit about this and I love it that you're taking this and the little tweaks that you're doing to it. So, thank you so much. Koontz: Thank you. Appreciate it. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: On that note I -- I had the opportunity to spend part of my Friday afternoon with Vincent about the plan, vision casting, talking about where things are headed. If Council Members haven't had a chance to do that yet I would really encourage you to get on his schedule. Vincent's a great addition to the city and I think it's -- it's important for us as Council to dive into that and have kind of a very candid and free flowing conversation about our feelings on the plan. There is things that we would like to see in terms of these reports. It's unfair to staff to come and kind of feel like it's a conference where you're presenting a lot of information and we have to take in a lot of this information and one of the things I applaud Vincent is that he's open to that feedback, if Meridian City Council Meeting Agenda September 18, 2018 – Page 43 of 385 Meridian City Council Workshop September 11, 2018 Page 35 of 39 there is ways that we can get this that's more digestible so it's not drinking out of a fire hose, he and the Mayor are open to that. So, I think those conversations with them one on one are important to do, something I would encourage Council Members if they haven't met with him to follow through on that. Borton: Right. Koontz: Yeah . I look -- I look forward to it. It's -- it's a -- it's interesting to get the perspective of the -- of the Council at all times, so -- Cavener: We are all different. Koontz: Yeah. Borton: Interesting. Any other questions? Thank you, Vincent. I appreciate the report. Koontz: Thank you. C. Council: Commission and Board Updates Borton: Council, Item 7-C. We gave this up in the last week. We did this in the spring, Anything -- I apologize, but we were going to use these workshops for the -- if there is something of unique interest or reports for those outside agencies that we are assigned to, have time to kind of get a little quick heads up on those. So, if you have something, great. No worries. Councilman Cavener. Cavener: Thanks, Council Member Borton. I'm happy to start. The Transportation Commission has some vacancies, so if you know -- I know as Council Members we often find ourselves talking to people in the community that have a desire to serve and to be involved, so there is an opportunity there if you only want to encourage them to apply and meet with the Mayor about that. The Transportation Commission meetings typically happen the first Monday of the month. We had a holiday on this Monday, so we did not meet at our regular time and I was unable to attend the rescheduled meeting. I also sit on the VRT executive and general committee. We have had a lot of presentations from VRT that pretty much summarize a lot of the dialogue that's happening at the board level, but I guess I will -- I will place maybe for consideration for us as a Council or for the President, if the Mayor -- talk to her. Meridian is the only city that participates on VRT that does not have the Mayor involved at the executive level or at the general level. One of the things that I'm finding is that more and more requests are befalling on staff to help or participate and as a member of the Council who oversees budget it's always been a struggle for me to provide any type of direction or feedback about staff. I know that's one of the reasons why the Mayor's talked about her involvement on MDC, is the request that fall on staff. So, this may be a -- I know we sometimes look at the new fiscal year to redo the liaison assignments and it may be prudent at that time for the Mayor to either replace Council Member Milam or myself if she is willing and able, so that we eliminate some of those challenges that happen with Meridian City Council Meeting Agenda September 18, 2018 – Page 44 of 385 Meridian City Council Workshop September 11, 2018 Page 36 of 39 staff involvement. We as a Council continue to look at transit. I think having her involvement in that correlation with -- with staff becomes more -- much much more important. Borton: Mr. Bernt. Bernt: I am on the board directors for COMPASS and currently we are working on discussing Communities In Motion 2.0. Implementation of grants and project development and it's very complex and very -- there is a lot -- there is a lot to it, but, you know, funding and performance measures. So, the last meeting I went to spent heavily talking about Communities In Motion 2.0. And so if you have any further questions -- and, regardless, I would be more than happy to answer some questions for you. Also there was something I want to -- one second. Sorry. Tomorrow is the annual parks tour. Tomorrow night. And so I invite you all to join us in the parks tour to go see some highlights with Steve's team and what they have put together and it will be -- it's always a treat and I'm excited to be there and I invite you all to join us as well. Borton: Mr. Palmer. Palmer: So, I am assigned to the Rural Fire District. And I think that that is the perfect assignment for me, because every time -- I missed this last one, but every time I go I'm not stressed at the end of it. That was not the case with VRT . It's just some old dudes who just get the job done and don't quabble over things, they just handle their assignment so -- but because I did miss this last one, chief, did I miss anything that was noteworthy? Okay. All is well there. Borton: Okay. Mrs. Little Roberts. Little Roberts: Air Quality Board. And the Air Quality Board has made some huge strides in figuring out how to find those people that reside in -- within Ada county and license their vehicles outside and thus avoid emissions testing and so there have been some tricks and some things that have happened that they find it necessary, like cars that are in Florida or places like that, but we have got a lot of residents in this area that vote in this area, that license their cars at summer cabins or things like that and so they have made some huge strides. At one point they thought it was over 20,000 and it's looking more like it's about 12,000 cars that do that at this point and the other thing that they have cut down on -- and I think we will probably see something substantial here in the next month or so -- is those that have done things to their cars -- to the vehicle that make it -- them no longer -- so, they won't pass the test, so they don't take the test and that they have modified their vehicles and we are going to see another several thousand cars -- vehicles. It's primarily trucks along those lines that will be required to unmodify. Palmer: Mr. President? Borton: Mr. Palmer. Meridian City Council Meeting Agenda September 18, 2018 – Page 45 of 385 Meridian City Council Workshop September 11, 2018 Page 37 of 39 Palmer: Got a question for you. So, are you saying that if -- revenue would increase due local transportation entities if emission testing was eliminated? Little Roberts: No. Actually, the opposite. By making sure that they are complying will bring in those revenues. Palmer: They would just -- sorry. Little Roberts: Yeah. It would actually increase revenues by those that are not licensed here that need to be licensed here by about 12,000 cars. So, ACHD and Air Quality Board -- both will receive more revenue. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: So, I have a question for Council Member Roberts. My recollection, I think I left the Air Quality Board just about a year ago and they were in the process of implementing a new software tool. I have heard secondhand there has been maybe some challenges. I'm just curious if they have been resolved and are some of the operational challenges of the Air Quality Board improving and moving forward? Little Roberts: Councilman Cavener, that is correct. There have been a lot of challenges with that update. It is my understanding we were reported -- it was reported to the board at the last meeting that they were in the process of running the tests and reports and were just about ready to implement. Next Monday we should be on schedule. I have not heard anything different to -- for them to report that it is up and running and set to go -- is what the last board report was. Cavener: Mr. President? Borton: Yes. Cavener: Council Member Little Roberts, once that is implemented maybe as a courtesy let the entire Council just know about that piece. Little Roberts: Absolutely. Be happy to. Borton: So, great reminder. We will do this monthly. If there something big going on, obviously, share it, but you don't have to wait for the workshop. So, if you go to one of your board meetings and there is a topic of interest that may be coming before us or we need to weigh in on, shoot an e-mail, kind of heads up to everybody. Kind of do that every now and then, but it's never a bad idea to -- for all of us in the loop when you hear something going on, even if it's just an FYI, I have seen everyone do it every now and then, so those are -- those are important to get. I'm -- I'm an alternate all over the place, so I don't have an update, quite frankly. I'm the spare. So, we are going to be reaching Meridian City Council Meeting Agenda September 18, 2018 – Page 46 of 385 Meridian City Council Workshop September 11, 2018 Page 38 of 39 out to see areas of internal liaison and boards that people maybe haven't gone that they have interest on. It makes sense to rotate. Some departments we keep for two years, some we don't, but that will take place in October. So, in September we will be reaching out and seeing what interests everybody and -- and where we can all serve and kind of get engaged in the city in different capacities. Stay tuned for that. Item 8: Future Meeting Topics Borton: Future meeting topics. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: One, appreciate Vincent's comments about the Mayor early on. Perhaps afterwards we could all get together and do something as a -- as a body for the -- for the Mayor's family. And, then, not necessarily knowing when she's going to be back in -- in capacity, it would be great sometime shortly after she's back to provide an update to the Council about the government accountability officer, what progress is being made, what is coming -- or forthcoming from her office related to that particular bid. Borton: Anything else? Okay. On Item 9 we have got to make an amendment to it that I failed to see at the start. The Executive Session, there is two other subsections with all these sections of subsections -- sections to add. So, I will first move to amend the agenda to the title Item 9 to be an Executive Session pursuant to Idaho State Code 74- 206(1)(a),(1)(b) -- in addition to everything else. So, amend to at (a) and (b). So, in answer -- but down below it's 206(a),(1)(a), section -- subsection section. So, we missed an (a)(b) below the (1)(a) of (a)(b), so -- Cavener: Got it. I will second that. Borton: Moved and seconded to amend the agenda to clarify that Executive Session. All those in favor. Motion. Thank you. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 9: Amended Executive Session A. 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)(b): To consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent; 74-206(1)(d): To consider records that are exempt from Meridian City Council Meeting Agenda September 18, 2018 – Page 47 of 385 Meridian City Council Workshop September 11, 2018 Page 39 of 39 disclosure as provided in chapter 1, title 74, Idaho Code and 74- 206(1)(j): To consider labor contract matters authorized under section 74-206A (1)(a) and (b), Idaho Code Borton: Okay. Item 9 would be Executive Session. Cavener: Mr. President? Borton: Mr. Cavener. Cavener: I move that we move into Executive Session per Idaho State Code 74- 206(1)(d), 74-206(1)(j), and 74-206(a)(1)(a) and (1)(b). Bernt: Second. Borton: And inclusive of the (1)(a) and (1)(b) we just had -- Cavener: (1)(a) and (1)(b). Thank you, Mr. President. Borton: Awesome. Moved and seconded to go into Executive Session. If no discussion, Mr. Clerk. Roll call: Borton, yea; Milam, absent; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. MOTION CARRIED: FIVE AYES. ONE ABSENT. EXECUTIVE SESSIONS: (4:52 p.m. to 6:09 p.m.) Borton: I would entertain a motion to come out of Executive Session. Cavener: So moved. Little Roberts: Second. Borton: All those in favor say aye. MOTION CARRIED: FIVE AYES . ONE ABSENT. Borton: Entertain a motion to adjourn. Cavener: So moved. Little Roberts: Second. Borton: All those in favor. Meridian City Council Meeting Agenda September 18, 2018 – Page 48 of 385 Meridian City Council Workshop September 11, 2018 Page 39 of 39 Borton: Awesome. Moved and seconded to go into Executive Session. If no discussion, Mr. Clerk. Roll call: Borton, yea; Milam, absent; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. MOTION CARRIED: FIVE AYES. ONE ABSENT. EXECUTIVE SESSIONS.- (4:52 p.m. to 6:09 p.m.) Borton: I would entertain a motion to come out of Executive Session. Cavener: So moved. Little Roberts: Second. Borton: All those in favor say aye. MOTION CARRIED: FIVE AYES. ONE ABSENT. Borton: Entertain a motion to adjourn. Cavener: So moved. Little Roberts: Second. Borton: All those in favor. MOTION CARRIED: FIVE AYES. ONE ABSENT. MEETING ADJOURNED AT 6:09 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) A / l � i �W f MAYOR TAM Y DE WEERD DATE APPROVED ATTEST: s & - f+JEDAVG C. JAY COL S, CIT LERK 'IfIly '� o C�011 of 4' E IDIANt-- IDAHO �� SEAL �/