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HomeMy WebLinkAbout2019-08-20 Work SessionMeridian City Council Work Session August 20, 2019. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, August 20, 2019, by Mayor Tammy de Weerd. Members Present: Tammy de Weerd, Joe Borton, Luke Cavener, Genesis Milam, Ty Palmer, Anne Little Roberts and Treg Bernt. Item 1: Roll-call Attendance: Roll call. X__ Anne Little Roberts X _ _Joe Borton X__ Ty Palmer X__ Treg Bernt __X___Genesis Milam __X___Lucas Cavener __X__ Mayor Tammy de Weerd Item 2: Adoption of Agenda — Adopted as Noted Item 3: Consent Agenda [Action Item] A. Castle Creek Subdivision Pedestrian Pathway Easement B. Lost Rapids Subdivision Sanitary Sewer and Water Main Easement #1 C. Lost Rapids Subdivision Sanitary Sewer and Water Main Easement #2 D. Movado #5 Sanitary Sewer and Water Main Easement E. Oaks North Sub No 3 Water Main Easement A, B, C F. Third Street Square Subdivision Water Easement # 1 G. Third Street Square Subdivision Water Easement # 2 H. Warrick Subdivision #1 Pedestrian Pathway Easement Development Agreement for Bainbridge Franklin (H- 2018- 0057) with Steve Bainbridge (Owner/Developer) located at 2075 and 2155 W. Franklin Rd. J. Approval of Task Order 10620.A for Professional Services for Water Main Replacement — N Hickory Ave, Pine to Fairview" to Murraysmith for the Not -To -Exceed Amount of $77, 388.00 Meridian City Council Meeting Agenda August 27, 2019 – Page 43 of 403 Meridian City Council Work Session August 20, 2019 Page 2 of 19 K. Professional Services Agreement for Musical Talent for Meridian Art Week with Samuel Rodabaugh for a Not -to -Exceed Amount of 150 L. Professional Services Agreement for Dance Lessons for Meridian Art Week with Lessons in Dance for a Not -to -Exceed Amount of 100 M. AP Invoices for Payment - 08/ 15/ 19 Special - $85, 115.35 N. AP Invoices for Payment - 08/ 21/ 19 - $ 1, 578,012. 15 De Weerd: -- agenda. Mr. Clerk, will you call roll. yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 4: Items Moved From the Consent Agenda De Weerd: There were no items moved from the Consent Agenda. Item 5: Department/ Commission Reports A. Fire Department: Special Presentation De Weerd: So, Item 5-A is under our Fire Department and the chief is here for a special presentation. Niemeyer: Madam Mayor, Council, thank you for having us this afternoon. Before I begin I would like to ask Deputy Chief Bongiorno to join me up here at the podium and if I could, I would like to ask Joe's wife Alicia to come join me as well. So, this piece was not necessarily planned. We wanted Alicia to be here for -- for the reasons of this award, but what we did find out today is that they are also celebrating their 31st wedding anniversary. So, two birds with one stone on this one. We are here to recognize Deputy Chief Bongiorno in the actions that he performed on July 24th. You all have heard about the great work that Joe and Lieutenant Harper have been doing on school safety. Not only has that been a great benefit to the West Ada School District and our own community, but departments across the state have adopted the work that they have done and part of that has been Lieutenant Harper and Joe outreaching to those organizations and so Joe was traveling up north to share this work with Coeur d'Alene, with Lapwai and on his way coming through Grangeville, unfortunately, he engaged and came over an accident. That happens to us from time to time. You all have supported funding for AEDs and medical Meridian City Council Meeting Agenda August 27, 2019 – Page 44 of 403 Meridian City Council Work Session August 20, 2019 Page 3 of 19 equipment. Those are in all of our vehicles as well and so in this particular case a motorcycle rider pulled out in front of a logging truck. Fortunately, Joe was right behind him. Fortunately or unfortunately. But fortunately for this rider Joe was behind him. We know the outcome and that is for us hard to deal with sometimes and I asked Alicia to be here, because our families are an extension of what we do and it's really important to have families as a part of that. But even though for us we calculate life saved as a win, losing a life is hard for us. But Joe's actions, along with the actions of a nurse that were passing by, had a greater impact -- I'm going to get emotional, but I'm going to try not to. His actions allowed this individual to be transferred to a hospital, still alive, to where that family could come and see that individual. That is a win, even though we don't always calculate it as a win. So, the actions that Joe did were absolutely critical to that individual and his life and his family. So, we want to recognize Joe for his efforts. I know he's going to tell you he did what we always do. It's expected of us. But it goes above and beyond and so we have two things for you, Joe. One is a City of Meridian -- the Meridian Way Challenge Coin. The other one -- we have a special talent in the department and that's from the office of the fire chief. So, I will just read the back and you will understand this. In appreciation for your exemplary service. And we hand those out when we see people doing things great. So, I would like to present you, Joe, with two challenge coins and thank you for your service. Bongiorno: Mayor and City Council, thank you. I was just doing what anybody else would have done. Truly. I watched the whole thing happen. I was right there. Again, like chief's mentioned, I had an AED and it made a difference. They shocked the gentleman in the back of the ambulance with my AED, got him back. So, that AED program right there just -- just paid for itself. So, I hope that you will all continue to support that. It -- it does work. Thank you. De Weerd: Well -- and, Joe, I would just add, the Meridian Way coin is -- is certainly special in the City of Meridian, because it is a program that was developed by our customer service experts, our own employees, and that talks about delivering our service with customer service, friendly, professional, timely and solution-oriented. That is what you preached. You performed. You could have driven by and I know that's not in the -- the nature of our first responders, but your acts did allow a family the opportunity to say their goodbyes and that's important. Bongiorno: Yes. De Weerd: So, thank you for what you did. Bongiorno: Yes. Thank you. B. Community Development: Annual Department Report De Weerd: And happy anniversary. I hope the chief is not expecting you to take this meeting. Where is the compassion. Item 5-B is under our Community Development Department for their annual update. Meridian City Council Meeting Agenda August 27, 2019 – Page 45 of 403 Meridian City Council Work Session August 20, 2019 Page 4 of 19 Arial: Madame Mayor, Members of Council, it is a pleasure to be with you joint here with Bruce and Caleb and we are just excited to report. We committed to you over a year and a half ago now to build this -- this team out and kind of get it on a premier path and we are excited to kind of present kind of a year end report on how we are doing. So, we look forward to doing this discussion tonight. So, just real quick -- if I can turn this on. Here we go. Just want to give a brief overview of the department, kind of who we are, how we work and, then, go into each division of the -- of the team and, then, hopefully, open this up to a little bit of discussion looking forward and what to -- what to expect from our team in the near future. So, here is a quick photo of the team. Really -- really pleased with how we have built out -- nearly doubled in size since -- since we last reported sufficiently to you guys and just couldn't be prouder of the caliber of people, the level at which they are committed to their duties and, quite frankly, just the professionalism at which they operate and so it's just -- it's a pleasure working with these folks. So as you know, we have Economic Development, Planning and Development Services. We will kind of dive into each of these a little bit more. This is just kind of how the work flow flows, if you will. So, ED from the business. This is kind of how I would travel through our department. So, see there is ED, ED to Planning and, then, it starts to kind of layer in and fold in on itself. Eventually ED goes away and, then, it's kind of picked up by Planning and Development Services and, then, eventually ED comes back to -- to help retain those businesses and -- and make sure that they are -- they are thriving in -- in our community. So, here is a quick visual of each of the -- the new folks. Again, we just have incredible -- incredible people. A lot of these guys -- Bruce will get -- get into this a little bit in more detail, but just the -- the rate at which they are being certified, the -- the rate at which they are innovating and defining who they are as teams and at the level at which they operate is -- is -- is just phenomenal and a lot of folks will say, you know, how -- the culture that, you know, we are -- you know, we are trying to bring. Well, it's -- it's -- it's them as individuals and I just -- I have ridden along with a lot of these folks. I have shadowed them, one-on- one interviews with all of them and I just -- their hearts are pure and they are -- they are made of good metal and I'm proud to -- to work with them. And, then, of course, we got Karie, Eli, Cody and Crystal as well. So, just really grateful for all -- for all their hard work and who they are. This is the org chart to date. So, again, a lot -- a lot of new faces and a lot of new function and, really, this represents your commitment to the community as -- as the policy and -- and -- and budgeting apparatus of the -- of the city, committing to our community to provide this level of service and so we appreciate you as -- as our leadership and the support you have given us to -- to build out this team and provide that level of service. So, I'm just going to dive into Economic Development. I think probably the -- the main thing to note here is we are excited about a potential of hiring of our Economic Development administrator. That's the big news. We are hoping that that will happen here in the near future. But really excited about that -- this next chapter in our Economic Development Division. So, just some quick stats for you. Again, no -- no secret here, but the thing that I will note on this slide is that with all of our growth, which has traditionally been, you know, overwhelmingly in the residential space, we are starting to see incredible growth in the -- in the jobs -- in the commercial space, office space, and Caleb and Bruce will hit on this a little bit more, but this is really, again, in my view a confirmation or manifestation of -- of -- of your commitment to bringing jobs closer to our residents and we are starting to see that in a -- in a significant way and we will talk more Meridian City Council Meeting Agenda August 27, 2019 – Page 46 of 403 Meridian City Council Work Session August 20, 2019 Page 5 of 19 about that. Two point five percent unemployment is a really bad problem to have -- really good problem to have. But if you want a job in Meridian there is -- there is one for you, so -- this is just a quick visual. Appreciate Karie and others help in -- in assembling this, but just a quick, you know, new businesses that have come online. Obviously there is -- there is many more and we will actually highlight a few more of these. But just tremendous business and job growth in -- in our economy. I think you will find this interesting. Again, nothing too revelatory, but just at the -- at the rate these things are -- are -- are escalating. Our -- our income levels are up. Our values are up. Bruce will talk about some of the -- the actual dollars that are coming in and evaluations based on that. I just put on here, you know, the industrial -- I think it's one -- one point that I would like to point out. I think that that's also -- not only from the demand side, but from the supply side. So, how do we get a little bit more industrial space to meet the current demand. But, again, I think it's important to just pause and note the incredible vitality of our current community and it's a -- and the economy. Some specifics. So, many of you were aware we are starting to basically make our first reimbursement payments out at Ten Mile. So, again, this is a vision manifested. I just got word today that there is a new company -- it's a first -- first class company that is going to be taking up two floors of the Brighton building and we will get you more detail on that shortly. But Ten Mile is -- is -- is not only as advertised, but just really doing well and you can see here the, you know, year to date some of the -- the companies that have either grown or expanded in -- in Ten Mile. Of course the downtown -- and more to come on this. Certainly -- wow, a lot of calls, a lot of discussion is coming into my office about our downtown, how do I -- who do I call, how do I contact, what -- what's going on and this isn't just from local folks, this is from -- I fielded a call from Lansing, Michigan. These are big boy developers -- anyway, a lot of good things are happening. This is, again, manifestation of strategic planning of -- of vision, of things that are many, many, many years under the surface, a lot of work that is now just starting to come to life and so I just, again, appreciate this body, your leadership in putting these things on -- on a good path. Now I'm going to turn it over to Caleb. Hood: Thanks, Cameron. Mayor, Members of the Council, Caleb Hood, planning division manager. Maybe before I get to the presentation, just a quick side note and I think it really goes to show kind of the heart of our team and the culture that's starting to emanate today. Mr. Bongiorno's anniversary is today. It's also Cameron and his wife and my wife's anniversary today. So, August 20th, a good day to get married. I don't say that for the applause, I say it because we don't have to be here for the regular meeting tonight. Cameron and I actually asked one of our team members to cover it, because we were going to take our ladies out for anniversary dinner and we didn't have to twist arms, we didn't have to -- please, oh, please, I will pay you back and there is nothing requested, but our team really does look out for each other and values that family time and we got each other's back. So, I'm not saying the Fire Department doesn't, but -- Bongiorno: In my own defense, Mayor and City Council, we just did spend four days in McCall, so -- it was great. We had a good time. We covered some of the bucket list items, so it was good. De Weerd: Good job. Meridian City Council Meeting Agenda August 27, 2019 – Page 47 of 403 Meridian City Council Work Session August 20, 2019 Page 6 of 19 Hood: So, you see the planning team quite frequently, so I'm going to probably zip through kind of our annual update relatively quickly, but I do want to highlight some things. We have a great team. Here is just a couple of the projects that you have seen this last year. There was some logos that was on a previous slide. I think a couple of these businesses -- you see this report out in the dashboard monthly as well. So, this is some of those projects that are on the monthly dashboard that we put together, but to kind of reiterate what Cameron said, a lot of commercial. It's not just the commercial, it's -- if you look on here four, five, six story buildings. We don't -- historically we haven't seen that. You know, one maybe two story. You get kind of excited if you see a three story. Now, it's pretty common three, four, five. So, we are starting to grow up as well. Not just out, but up as well. And downtown -- a couple of projects downtown that are pretty exciting, too. So -- so, all the credit to our current planning staff, Bill, Sonya, Kevin, Stacy processing these applications in a timely manner and making sure they met the -- meet the vision of our community. Another accolade here. Recent efforts. We got a picture there on the bottom of the slide, but the Community Development Department accepted -- it was a team effort. IT. GIS was also involved in this. But developing a couple of online maps that help with transparency and access to government. Pretty cool tools. We are getting really good feedback from the public, the people that -- that we can turn on to these maps and find the information for themselves. You can turn on and off different information and layers. Find out what development projects are coming up. You see the public hearing notice sign, you want some more information, you can go right to this map and it will -- it will essentially send you right to the clerk's packet for some of that information as well. So, there is hyperlinks within those. I'm really proud of those guys for developing this tool that is on our website now and, again, really user friendly. It makes a lot of the -- the information we are dealing with accessible to the general public. So, some, more recent efforts. So, some of this is stuff that we completed this last year. Some of them are ongoing initiatives. Bill Parsons has been -- at least historically recently leading the UDC amendments. Got those -- that last group through you all a couple months ago. There is more. We tabled a few of them. So, we will be putting that group back together after the comp plan is adopted to pick up some of the multi-family parking, open space and amenities and those things we didn't quite get flushed out last time. That's already -- the wheels are already spinning on some of that. Implementing SOPs and training efficiencies. We have had more than we would like as far as turnover goes. So, Bill's spend a lot his time this past year -- past couple years training new staff. We all have. It's an effort to get people up to speed. So, really developing some printouts when you can't be there with them in person, here, this is how you do it. We usually walk them through it, but if you forget you have got the SOP of, okay, what do I do next. Some screenshots. And so really developing those and, then, other training efficiencies, again, that just -- having more of a team effort trying to get people up to speed and -- and productive as soon as possible. Our building division went online. We are looking to do that, too. So, again, working with I-team on online submittals, coming up for that and preparing for that. Some of what you have seen in this updated staff report is getting ready to take those, so that they can be composed online and, again, just make us more efficient that way. Website updates. Project tracking. So, the -- I'm going to roll that in with the next bullet, as well as the comp plan website. So, we have -- we are goal -- and I'm pretty proud of this, although it hasn't -- it's not completely done yet, but Catherine Meridian City Council Meeting Agenda August 27, 2019 – Page 48 of 403 Meridian City Council Work Session August 20, 2019 Page 7 of 19 and Brian have been working pretty closely on making our new comp plan user friendly using cell phones and tablets and sizing and I just think it's really going to be a really good tool -- again, user friendly tool that you can just in your pocket pull it out and have access to it and scroll and sort and find things that right now using a paper copy you're not quite sure where to go or where to look and search functions on that are going to be great. So, I really look forward to sharing more of that with you as we get to the comp plan a little bit more and -- and how that's going to work. And, then, just the -- the project website for the new comp plan and keeping that updated and making sure that the maps were there and the texts were there and responding to the comments received and those types of things and, then, just on the -- the current side of -- of things on our website, making sure that all the PDFs and applications and checklists are kept up to date that keeps us hopping. There is several I-Team innovations. In fact, on your regular agenda you will see a minor one, although it's a pretty big deal. A fence permit. We looked at that process and we thought, you know what, we can -- we can simplify this process for fence permits. That's -- you will see reduction in the fee we are charging our customers, because it's not taking as much time anymore. So, things like that. We have an I-Team that's meeting regularly and coming up with ways that we can do our jobs better. Developing performance measure matrix monitoring process and I have got a slide at the end of my portion of this presentation. I will talk a little bit more about performance measures -- key performance matrix that we have developed and share that, as well as getting and maintaining a full staff. I mentioned before that we have -- we spent quite a bit of time and effort training, getting up to speed and, then, losing people. So, retention. Understanding why people are leaving, but what's happening. There seems to be a trend, unfortunately, that way. So, what can we do to continue to make this to be a good place to work, at a place that people want to come to work and -- and have fun, but still be productive. So, again, a little bit more on that towards the end of this presentation. So, I thought it would be appropriate, since it's been about 18 months or so we have been working on the comp plan, just to give you a quick update on it. Two slides. You know, first phase was foundation -- what we called values. We went out to the public, we asked them what do you care about and we took that and we did some visioning based on that and came up with five different theme elements that are on the plan and you all adopted a vision document and that can be found on the website as well. And, then, from that there was opportunities and choices and that really was the -- the foundation and -- the foundation in phase one, but that really was the -- the basis for the plan policies and the opportunities and choices and really working with our agency partners and others within the community to develop policies in other departments to develop those policies that will be guiding us into that premier community level and, then, we are into phase four now. So, we just closed the -- the public comment process on the draft comp plan -- closed on August 5th. We are still accepting comments. They will be in your packet. You will see all that information. But we had to say we can't consider anymore changes from the public at some point in time and that time was August 5th. So, we have reviewed those. We have been sharing them with our steering committee on -- that meets monthly. We had a meeting last Wednesday. We have our final meeting this upcoming Wednesday, the 28th, to really just make sure we are on the same page with what that submittal is going to look like for public hearing input and process and, then, we anticipate getting to you later this year. So, props to Brian for kind of seeing this project through. I know we are Meridian City Council Meeting Agenda August 27, 2019 – Page 49 of 403 Meridian City Council Work Session August 20, 2019 Page 8 of 19 not there to the goal line just yet, but -- but it's moving along and we are on schedule as of right now. So, after adoption though -- so, this is -- this is pretty big. You know, we are putting a pretty good level of effort into developing the current plan, but we aren't going to develop the plan just to throw it on a shelf. There is things to do within the plan. So, once we get the plan developed we are going to spend quite a bit of time prioritizing and implementing some of the policies and the direction we are trying to go and -- and improve. I mentioned open space and amenities. There is at least three, if not four different focus groups or subcommittees -- committees of the comp plan that will look at, you know, open space, amenities, UDC changes, really driving us in the direction the policies are saying we want to go. One of the ones that I don't think I have shared with you all, but it's come through the public involvement process is there some want to at least look at establishing neighborhood districts within our community. I don't know if that's the northeast and the southwest and the downtown or what -- you know, if that's five or maybe it's six, but there is some interest in saying, you know what, we really -- there is these sub communities within the larger Meridian community and we want to look at those boundaries and where does it make sense for neighborhoods to exist and so what we are going -- we are going explore that a little bit more and, again, that may come down to having a more -- and I know you all do get assigned, you know, parts of town to kind of be a liaison back to -- thank you, Anne. But something maybe a little more formal. Doesn't mean necessarily the district, but, again, there is some -- we are hearing from them, hey, we have like -- we shared values within these subcommittees, you know. There is something there that we -- so, again, we are going to explore that a little bit more. But, again, prior -- how high of a priority is that? There is other things that are going on. So, we will look to not only this body, but after -- in the new year as well and the new Council and Mayor and working with them on priorities and what should we be working on. So, that's something that, again, implementation of the plan will definitely take some effort, but we have been working thus far to -- to draft that plan and we think we are in pretty good shape here for this -- for this fall to be able to go through that public hearing process. Transportation. So, this isn't all the projects -- you know, this isn't maintenance. This isn't bridges. This isn't kind of those other projects. These are your -- your major roadway widening type of projects. The ones you see. There is a lot going on and -- and we definitely try to keep up. It's hard. Those are some things that fall through the cracks and some meetings we can attend. Largely, again, it's -- it's myself kind of facilitating this to the transportation realm with our commission and COMPASS and ACHD. Brian helps and is -- is a team representative on a couple of these projects down in south Meridian in particular and downtown. But we are trying to keep up. E-scooters are here. That's gone relatively well, at least from the things I'm seeing as far as the -- the redeployment, but that's something else we are inheriting in the transportation realm. So, I think just as our community continues to grow this is something that the community is talking about and they are feeling some of the growing pains there in the transportation realm, so this is something that we are -- again starting to kind of feel that crunch of just being able to keep up and balance the other things I just talked about, like the comp plan and specific area plans and -- and those -- those other duties that we have. But we do have good partnerships, good relation -- good working relationship with those transportation agency partners we have here in the valley. I know you're familiar with them and I'm not going to read this slide to you. The one I do want to call out, though, is under the ITD bullet there. Meridian City Council Meeting Agenda August 27, 2019 – Page 50 of 403 Meridian City Council Work Session August 20, 2019 Page 9 of 19 State Highway 69 traffic analysis and just let you know that they have hired Six Mile Engineering and Six Mile is looking at State Highway 69 south into Kuna, looking at that as -- into 2040 as to what should that roadway look like as far as access, lane widths, intersection improvements, those types of things. So, what we will come back with ITD and/or Six Mile and present some of that to you here probably this winter sometime. But I just want to give you a heads up that they kicked that off last month and -- and are beginning to -- to look at that. So, get into some of the things we do in the transportation realm under the planning umbrella there. And then -- so, current long-range and, then, CDBG and, you know, Cameron had her picture up there, but Crystal Campbell has just been a great hire. I -- I just -- she makes my job pretty easy as her supervisor, just quite frankly. So, she's been great to work with. She's got -- you know, brought new energy and passion and she's detail oriented. So, she really -- and you have seen a lot of stuff over the past couple months. You just approved the action plan. So, I'm not going to, again, read this slide to you. This should all look pretty familiar to you. But just really kind of praised her a little bit there while I have the opportunity, so -- and, then, there is one more slide as well on the CDBG program. Again, this is all pretty fresh. We -- we are working with HUD. There are a couple of tweaks to our action plan, but -- and Crystal's working on that response. So, I think we will get that -- get that approved here in the -- in the real near future. So, I mentioned later in the presentation I talk about key performance indicators -- KPIs a little bit more. Here are a few redeveloped. There is actually one or two more in the -- kind of working list of these that -- that we have, but I want to share with you a little bit -- some of those matrix we are using -- and it both helps us as staff kind of understand what the expectations are. We can also share this with our customers. For example, the hearing level application review, 160 days. That's generally what you can accept -- expect from when you submit an application to when your findings are done 90 percent of the time. You're going to get hiccups. You're going to hit continuances. You're going to hit things. But that's what we strive to do is get you through in six months or less and we think that's a doable goal. So, you know, that's, again, something that someone that's trying to understand the risk involved with the project and the timeline, we can -- we can share this type of information. But, again, there is an expectation on staff's side as well as what -- volume and timeline process. So, this is something that, again, we can use multiple ways to understand how we are doing. Maybe we are -- we are slipping or maybe we are processing everything in 120 days. I don't know what we would do with that information. We will have it anyways. We can understand some of the data and, then, process it and see what changes we may need to make. Kind of the same thing with the administrative level applications expectations. Basically want a week. So, these are your CZCs, your design review type of applications. Property boundary adjustments. And, then, the time to process that kind of varies. More complex projects, like a multi-family project, more in the realm of a three week time -- time period for review. Again, property boundary adjustments, certificates of zoning compliance are pretty straightforward, closer in the -- the one to two week range. Development designated growth areas. So, this is a little bit -- this is new and this is, again, based out of the draft comp plan, but it's something we think makes some sense to start initiating now encouraging infill. We aren't going to require it, but promoting development where services already existing and we already have city limits nearby. We have a development impact tool that we will be sharing with you as we talk about the Comprehensive Plan Meridian City Council Meeting Agenda August 27, 2019 – Page 51 of 403 Meridian City Council Work Session August 20, 2019 Page 10 of 19 here in the coming months, but really doing that analysis of where we have the infrastructure and the services already in place to accommodate that new growth and understanding that going into pre-application meetings and -- and highlighting some of those properties sometimes and saying, hey, this one looks like it -- it's going to be a good one for maybe the type of business we are trying to recruit. Hey, there is an opportunity here at Ten Mile or whatever. So, looking at the roadways and schools and all those types of things. But, again, focusing on our downtown and other in-fill sites. And, then, again, to the tenure and longevity and turnover, one of the things is a commitment to our staff to get them to professional development opportunities, to send them to trainings, to kind of expand their horizons, let them network a little bit. Understand what's going on in the profession. We are kind of in our bubble here a lot of times and when we can go and network, even if it's just regionally, there is some pretty cool things going on and so it really does help folks to come back with fresh ideas, innovation team type of ideas, but, hey, you know what, Hillsborough does it this way. Maybe we could implement something like that. So, that's -- that's kind of our commitment -- we have others, but that's an example that we think people value as -- as team members, how they feel valued by the organization if we can provide them some opportunities for, again, professional development and, then, sometimes with that idea of advancement in creating a path forward for -- for people to get promoted if they so choose. You know, not everybody has the want to be a manager, but if there is that want we can show you that path forward and work -- work with you to get there, so -- with that that was -- that's my portion, so -- De Weerd: Thank you, Caleb. Freckleton: Good afternoon, Mayor and Council. Happy to be here. I don't have an anniversary today, but it is my wife's birthday, so -- De Weerd: Geez, all kinds of celebrations. Freckleton: Yeah. So, as Cameron mentioned, we do -- I pulled these projects just from the dashboards, just some highlighted projects for the past 12 month period. So, as far as residential permitting activity, August through July -- so, just a 12 month period -- you can see pretty significant changes there, especially in that multi-family arena. I think we have all felt it. We have seen it going up all over town in the commercial sector. This is the big one that Cameron talked about. Just take a look at that commercial value difference. It's significant. There is a lot going on and from talking with our stakeholders we have got a lot that's -- that's coming our way still. So, we are looking forward to that. Citywide assessed value. So, this is developed values just from a one year period, two billion dollars and change. So, this is our -- this is the development services side of the org chart. You know, our big news, as you know, as you have supported, has been the -- the creation of the building services section and -- and all the efforts that we have gone through there over this past -- this past year. When we first started what we called Project Pivot in the early days, we -- we talked about it as being like flying an airplane -- or building the airplane while you're flying it and so we have had a video that we found a long time ago that I want to share with you. Meridian City Council Meeting Agenda August 27, 2019 – Page 52 of 403 Meridian City Council Work Session August 20, 2019 Page 11 of 19 (Video played.) Freckleton: Anyway, we have gone back to that video several times just for a little comic relief. But it really has been like -- like building a plane while you're flying it. But the people that we have been able to hire and the team that we have assembled has just -- it's been phenomenal. Nothing short of phenomenal. Great people. We have had great leadership with Cameron at the helm. Had great support from you and it's just amazing what we put together in such a short period of time, so -- we have got a few key performance indicators that I wanted to touch on. As you know, we weren't able to hit the ground running day one. You know, it took some time to get people hired and -- and come up to speed. As our plan B or our backup was to hire contract support for doing plan review and -- and inspection services. So, right now you will see commercial. Unfortunately, we don't have a commercial plans examiner in house yet, so we have zero capacity in house and we are outsourcing one hundred percent of that still. Hopefully we can get that position filled shortly and that number will change. Residential, with the addition of Kegan and Rachael, we are able to do roughly a 176 single family homes a month in house. Anything above that in our numbers we are farming out and so the graphic on the right kind of shows you -- the blue bars are our in-house team. You can see as we have staffed up it would be what you would expect. We are taking over more and more of the burden, the burden that our -- that our contractors are carrying is -- is becoming less and so we are going to continue on that trajectory. Stuck. There we go. Electrical, mechanical, plumbing, fire review process. Electrical, plumbing and fire zero capacity in house. We still completely outsource those. Mechanical, with the addition of Joe Barlow, we are doing 135 residential JD&S reviews in house a month. Those were costing us a hundred dollars apiece when we were outsourcing them. So, those are -- those are great. Reviews. And he's also doing the six -- six improvements. We are at completing our core targets 95 percent of the time. The inspection process -- again, we have a contractor that's helping us with our overflow. We have got a great in-house inspection team. We are able to handle internally about 82 inspections a day. Our contractors, then, pick up anything that, you know, the ebb and flow graphic on the right again kind of shows you that our -- what we are carrying what our contractors are carrying. Electrical, mechanical, plumbing and fire. Again, those are all out of -- or excuse me. Plumbing and fire are outsourced. The electrical and mechanical are in house. So, there is the numbers on those. We are hitting those a hundred percent of the time. Land Development Services. KPIs. We are doing -- and, unfortunately, with IT being so busy with Community Development Department's roll out of our software, having somebody be able to handle our tickets for developing -- developing reports coming out of Accella has been pretty limited, so we are still doing some manual data collection for final plat review process and we are able to report out of that. Plan review for commercial and residential project timelines. We do have some reports. They are a little bit antiquated. We want to add some additional data points to those and so, again, we are going to be working with IT to -- to to get those built in. Our QLPE, which is the qualified licensed professional engineer reviews on Public Works infrastructure projects, that is farmed out and we have a PSA with a five day contractual turnaround time, which is -- which is smoking fast. I mean the other option -- option for our developers is to go to DEQ for this review and that can take -- it could take 20 to 30 days to get out of the DEQ, so -- in the IT queue for Meridian City Council Meeting Agenda August 27, 2019 – Page 53 of 403 Meridian City Council Work Session August 20, 2019 Page 12 of 19 development we have tickets in. We are going to be doing some reporting on addressing -- addressing timelines for new plats, sewer and water assessment calculation timelines, street name review timelines and assurety process timelines. One of the visions that I have for going forward is I would like to be able to -- on our website be able to have a dashboard for applicants and it would be current time. So, somebody could look at that and see that, you know, it's currently taking X number of days to get a residential building permit, so that they know when they look at the website before they make application, you set the expectation right up front. So, hopefully, we can get there. This is your slide, isn't it? Arial: Yeah. Real quick I do want to just take -- if I -- hopefully we didn't delete it out of here. There was a -- yeah, here we go. I just wanted to highlight this for you all just really quickly, just some of the major milestones that we hit. Twenty-three new positions, 19 of which are filled. Training certs, 16 new ICC certs. And, yeah, that's -- that's confirmation of the quality of folks that are -- that are employed with us. They are -- they are hitting it hard and they are hungry, they want to be the best and I -- that's just a confirmation of that. Bruce talked about the PSAs. Purchased a lot of vehicles. I think we have one left on the docket there. Our plan review software. Built that baby out. Record time. Under budget. Really proud of that. Big kudos to -- and you know who you are -- Mindi. Others who really worked their fingers to the bone on that, getting that done and rolled out well. There is going to be iterations of that. Caleb mentioned, you know, planning, land development, there will be more to come on that, but the major lift of that is complete. And, then, of course, there are mobile hardware -- you know, getting everything equipped and rolling and, then, the TIS for this building. So, I'm pleased to report that -- crushing it. Felt really really good about where we are and -- and quality at which we are performing. So, that's appropriate, Madam Mayor. And, then, just going forward. You know, there is -- there is still some -- some room to grow. We -- we are all about innovation. We want to be better. So, if there is things that you are hearing, things that we can be doing, we want to hear it. There is some regional planning efforts afoot. Ada county is funding them and initiating some and it's -- there is some positive things to look at our valley as it -- and -- and region, how we can be more efficient. There is fiscal impact tools that are being discussed. So, really, what is the cost of development, what does it cost for services, what's the cost to -- to implement. Are we truly understanding the -- the fiscal impact of -- of our decisions. So, hopefully, those types of -- of initiatives -- initiatives will continue to roll forward. You are familiar with some of the reorganizations that we are looking at. Again, just as we have grown, we have learned a lot, we have evolved. How do we -- how do we continue to be on that trajectory of efficiency. Of course, that's a function of growth, but we are really looking at other things, like multiple certifications, cross-training, cross-certification that makes us even that much more efficient. You know, really excited about the idea of development teams. So, how do we be project specific, application specific with our resources, so that the I team will tackle it tip to tail and you kind of take ownership of that from -- from beginning to end. Of course the I team -- really pleased with the work that's coming out of that. It's been a commitment and, you know, as things have been busy and we have been short-staffed, that's been felt, but yet we continue to be committed to the idea of -- of this and letting our teams innovate where they see vision is needed and I wholeheartedly support the idea and I appreciate your Meridian City Council Meeting Agenda August 27, 2019 – Page 54 of 403 Meridian City Council Work Session August 20, 2019 Page 13 of 19 support as well as we kind of roll forward. And, then, technology, how do we continue to -- to improve in that -- in that sphere. And, then, as you know we just want to create deep bench opportunities for our team to grow and develop and, you know, exploring those as we -- as we roll forward. So, again, Madam Mayor, Members of Council, it's been a pleasure building this out. Been a lot of hard work manifested in many different ways from -- from our team, but, again, it's just an honor to -- to lead this group and I appreciate your support and that is our report. Stand for any questions or discussion you may have. De Weerd: Thank you, Cameron, Bruce and Caleb, and -- and your entire team. Council, any questions? Mr. Bernt. Bernt: Madam Mayor. Cameron, Bruce, Caleb, team, it's been an absolute delight to be your liaison and to see the growth and what you guys are experiencing. It's -- it's been phenomenal, from a new ED administrator that's coming on board, hopefully shortly, to a Comprehensive Plan, to what's going on in the building department. It's been phenomenal. As you know I have had the opportunity to travel with your guys and they are just -- you can feel the passion. That's what we expect, the passion and in the -- and the deep devotion to the Meridian Way and I -- and every time I have been out with them, Kevin and his crew, phenomenal. So, I want to say congratulations to you. You guys are doing a great job. You guys are accomplishing a lot and it's been -- it's been a lot of fun watching it. Arial: Thank you, Councilman Bernt. A pleasure. De Weerd: Any other questions, comments? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: I know time is running out. There is lots to say, but, Cameron, I think you really hit the nail on the head when you guys said you were crushing it. When this plan came forth -- to call it audacious was an understatement and I was, you know, very very skeptical. You add in so many of the other challenges. You faced comp plan, staffing changes, all these things and to see where you guys are is -- is pretty remarkable. Granted yet you still have a little ways to go, but I think you should be -- your staff -- you know, both our -- our previous employees you should be really proud of the work that I think from our customer standpoint it didn't feel like that we missed a step. At least that's what I heard. And to have new staff coming on board to take us to the next level is -- is really really exciting. So, I think it's a credit to you, your leadership, you're an amazing team. The other piece I want to touch on that I really appreciate are the -- the weekly Friday updates. That's not something that you have to do. I know that they probably take time, but I read them every week and it gives me such insight about what's going on in -- in the department and your growth. It has made me feel more confident in where we are headed. Quite frankly it answers a lot of the questions that I get asked by people and it makes the city look good -- it makes me look really good. So, thank you. I Meridian City Council Meeting Agenda August 27, 2019 – Page 55 of 403 Meridian City Council Work Session August 20, 2019 Page 14 of 19 really appreciate -- selfishly I appreciate that you pass those along to us and I look forward to seeing them each week. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: What Luke says is ridiculously true. I can't tell you how many times I have been on the phone with everyone from developers to subcontractors whining about one thing or another, frankly, and, then, I just pull up your report and I say, well, we is what's going on this week and here is the progress being made. Bear with us. And they go okay. I understand now. Thank you. And so that -- that's given us all the ammo that we have needed to help keep everybody calm through the whole process and -- or at least the ones that are willing to contact us. So, please, keep them coming, because they are invaluable in our communications with the public. Arial: Thank you for that feedback. De Weerd: Well, I don't know where you got the video on building the plane in the air, but it is so symbolic of what -- the mammoth project and -- in creating a department and -- and delivering the customer service that -- that certainly the city has been known for, it almost -- it almost understates what you have been able to do. So, to -- certainly Building Services, you guys have been crushing it. We appreciate that. You are the face of Meridian that as I told our -- our building inspectors for years, you are the long-term health of our community. What you do today will transcend over decades and so we appreciate the attention and Meridian Way pride that you put in that. To our permit techs and the -- the front counter, what you do up front is -- is equally important, because you set the stage and -- in giving information and -- and maybe allowing the inspectors one visit instead of five, that that's a big deal, too. To planning team, you look at the numbers, you look at the number of applications that we get every single week. The Comprehensive Plan that was going on. The new staff report is a huge improvement. Community Development certainly has stepped up and -- and you're leading in a time where we see record numbers and you're doing it with -- for the most part -- a smile on your face and we definitely appreciate that. So, to the entire Community Development team thank you for all you do. You are the face of Meridian in a number of different aspects and what you do is building a premier community to live, work and raise a family and that's critical to our mission. So, thank you. Thank you for the informative update and report. Thank you for all you three do as well in keeping things moving forward and -- and supporting the vision that this Council and Mayor has set. So, thank you. Arial: Thank you. Appreciate it, Madam Mayor. Thank you so much. De Weerd: Well -- and congratulations on the wedding anniversaries and -- I guess I should say to you all you are excused. Not all of you. I think some are sticking around for the rest of the meeting at some point. Meridian City Council Meeting Agenda August 27, 2019 – Page 56 of 403 Meridian City Council Work Session August 20, 2019 Page 15 of 19 C. Public Works Week Update to Council — Vacated from Agenda De Weerd: Okay. Item 5-C was being rescheduled. D. Finance Department: Quarterly Update De Weerd: So, we will move to 5-D under our Finance Department. You notice he has been given three minutes to do this. Lavoie: Challenge accepted. Well, good evening, Madam -- thank you. Appreciate that. Madam Mayor, Members of Council, again, appreciate the opportunity to present to you our quarterly update. I know I stand between you and dinner, so I will make this as brief and fast as possible for you. I can give you the really brief version. Our finances are in great shape. If you're good with that I am more than happy to step away. De Weerd: Drop the mic. than budgeted, so those are great problems to have. We will add money to the fund balance on both the General Fund and Enterprise Fund. I'm more than happy to go through seven slides if you wish, but if -- De Weerd: Yes. Lavoie: -- I stand between -- yes? All right. I will do it. I will go quick for you. Well, that's the general gist of what the situation we are in. Great problems to have. Now we are done. General Fund. Again, I will go through that and, then, we will go through the Enterprise Fund. We will touch on the revenue and operating expenses. So, with that let's start with the General Fund. Right now we are ten months through the fiscal year. We have two more months remaining. So, ten of 12 done. Your current General Fund actuals to budget -- again actuals are going to be in red throughout these slides. Your budget will be in blue for all these slides. We are sitting at 101.6 percent revenue against budget. So, it's a great situation to be in. I can guarantee you that we will finish above budget, which is a good problem to have. With that this is what revenue looks like in more detail. We do track these revenues and these categories. We have more than this, but we have put those in the other revenue, but these are our major revenue categories. I will start with left to right. Again, with the red representing your actual. All of them are looking really good. We do have a couple that we are looking at just keeping an eye on, but if we start left or right you can see property taxes ended up 101.6. Our goal is to be two to three percent variance on plus-minus on our budget estimate. So, this year we will end at 101.6. We have no more real property tax collections for the last two months. Our next paycheck, quote, unquote, will be in January. We only get two major ones a year. So, we are pretty confident that we will end up with property tax at 101.6, which falls within our two to three percent variance, so we are happy with that. Next if we look at licenses and permits and getting pretty high. This is a direct -- this is a direct impact from what we see going on with growth. These are the -- this is the activity you just heard from the Meridian City Council Meeting Agenda August 27, 2019 – Page 57 of 403 Meridian City Council Work Session August 20, 2019 Page 16 of 19 Community Development team, so you know what's going on there. So, as we can continue to see growth go in the positive direction we will continue to tweak our projections, so that we can get a tighter budget to actual, but right now that is why that is showing there. The next one we have is intergovernmental. This is our biggest gap, but this is one hundred percent timing. We still have our payments due from the state revenue sharing program of about three million and, then, we have our revenue sharing, which is part of the rural district -- fire rural district pays us money in our operating fees, so we will see some payments from them and, then, the other item is we have some money in Rails With Trails. We have a grant we have not expanded yet, so that's why the budget's a little bit higher than the actuals, but we will make sure to carry those dollars forward and make sure that project gets completed. But that's why there is a variance on that particular one. It's all timing. The next one is franchise fees. We are very happy where that's at. We should finish that about a hundred percent on that one with the last two months remaining. Charges for services. Again this one is up right now, because for fiscal year '19 we did not budget anything for Home Court revenue. When we were developing the '19 budget we had so many unknowns, because it was a new project for us we left the budget zero. With fiscal '20 now that we will be discussing later today, we do have a budget in Home Court for fiscal '20, because now we have data, we have information. There were just too many unknowns last year to put a random number, so we left it at zero. So, that's why the actual is higher than the budget and, again, next year should be a little bit tighter. Next one is impact fees. This is all based on what we approve. It's coming way faster than we projected. We will continue to tweak those numbers every year and, then, the last one is other revenue, that 354 percent looks scary. It's -- 1.9 million dollars is the difference and primarily due to our investments. The market is doing great. We go on a conservative approach to our interest income and just the markets and our investments have outperformed our budget, so these are all great problems to have. So, this is the revenue summary. Again, General Fund is in a very good position. We should finish that either a hundred percent or even a little bit higher on all of our revenue major streams. So, again, if you have any questions, please, let me know, but that was revenues. We will go into expenditures. Again, the revenues -- I left on the slide so you can see how they compared. Personnel. We are currently at 73.8 percent. Our goal is to be at 83 percent. So, ten of 12 months. You can see we are a little bit lower than we wanted to be, but this is due to vacancies, retirements and you have heard that very tight hiring market. It's tough to get the people in here. So, can we do budget for 12 months at a time. If we don't get them in here, then, we have some excess budgets. Fortunate this year we are not going to meet our goal, we are probably going to finish that a little bit less than 89 percent of our budget and due to those three issues I mentioned before. Next is our operating. Operating is sitting at 76 percent. The primary difference here, again, we are still looking for the 83 percent mark and that's our ten of 12 months. Parks Department is low right now due to seasonality -- seasonality. Their peak time is summer and that's what we are in right now, so their expenses will catch up for the remaining two months, which will get them closer to a hundred percent. We still won't spend all one hundred percent of our operating expense, but we will get closer into the 90 percent range. Let's see. We have capital sitting at 45 percent. We have some major projects going on right now that will be completed next fiscal year. We will carry one hundred percent -- or 99 percent of all the budgets in the current budget to next year, so that we will be a hundred Meridian City Council Meeting Agenda August 27, 2019 – Page 58 of 403 Meridian City Council Work Session August 20, 2019 Page 17 of 19 percent spent for the next year. So, as you can see revenue red is above blue, which is good. So, actual is higher than budgets. All your operating, all your expenses are all the reds are below the blue. So, these are great problems to have from a business perspective, but, again, our goal is to get much tighter so we are at the two to three percent and we will continue to adjust our projections going forward. But I do want to point out with the revenue, you saw the growth numbers are pretty high. We just want to make sure that we always respect our revenue projections. We cannot lean on growth forever. So, when we do our annual discussions about revenue we always want to treat our property taxes accordingly and treat our growth revenue projections accordingly. So, with that that is the General Fund. Next we will jump into the Enterprise Fund. It looks just like the General Fund, how we approach it. Right now Enterprise Fund is sitting at 99 -- almost a hundred percent and we still have two more months remaining. So, Enterprise Fund, again, great position. The reason they are so high is due to assessment revenue. Assessment revenue is based on the growth. The growth is based on the permits and the activities that you approve. So, therefore, the Enterprise Fund is a little higher than we projected. We will adjust that accordingly next year. But just like the General Fund, these are the major categories that we track for the Enterprise Fund. Again red is actual, blue is budgets. If we start left to right, the water sales looks a little questionable to you right now, but, again, another seasonality issue. We are confident that the water sales will come in at a hundred percent by the end of the fiscal year. Again, it's just the -- the way it's distributed. Sewer sale is right where we want it to be. It will be at about a hundred percent there by the end of the fiscal year. Assessment revenues are, again, way higher than projected. Again, you will see a common theme here. We will continue to work on our projections. We are actually getting together with our growth committee this week. So, we started last week, so we will be presenting to you our growth projections for next year and we will take all this data into consideration. The EPA compliance is again where we want to be, that 83 percent line, so we will be a hundred percent there and, then, other revenue, again, a little bit higher than we projected and that is primarily due to, again, investment income. We went conservative and the income is coming in much higher value there. With that this represents the Enterprise Fund revenue. Again, good problems to have. We will continue to monitor our water and sewer sales. That's our primary, because the growth based revenue sources we always -- we can't lean on those forever. So, we will continue to communicate with you guys on our projections on growth based revenue versus our kind of fixed-based revenue with the sewer sales and water sales. So, that's revenues. Next is expenditures. Personnel is currently sitting at 73 percent. Just like the General Fund, they are having troubles hiring the talent on a timely basis. We have vacancies. We have retirements. Just like the General Fund, they are going to come in under the 89 percent at the end of the fiscal year. Again next year hopefully we will have better luck with the hiring. Operating sitting at 65 percent. Again, our goal is to be at 83 percent. Right now some of the major ideas with this one pertains to -- last month you had -- Dale was up here presenting to you water meter requests for 400,000. So, we have not spent all of that yet, but we will spend it by the end of the fiscal year, so that's unspent budget. But the good thing is on that water meter amendment that you approved we also have revenue on the positive side. So, as they sell meters we get revenue, so it's kind of a neutral request, but that is one of the reasons why we have an actual-to-budget issue. We have some -- a project out on Eagle Meridian City Council Meeting Agenda August 27, 2019 – Page 59 of 403 Meridian City Council Work Session August 20, 2019 Page 18 of 19 Road, we got to repair that, so that's still to be spent. We have some other projects -- or some other operational needs of wastewater treatment plant and the water due to seasonality concerns that should bump up the expenses by the end of the year to be more in line with about 90 percent. So, those are the explanations on those. And, then, capital, again, if you haven't heard we are doing a treatment plant improvement. Those expenses are still going on. We will carry all this budget into next fiscal year. Laurelei and her team will make sure that the monies are spent next fiscal year, along with the projects that we talk about later today. So, again, it doesn't look -- at 40 percent now, but over the two years you will have a hundred percent spent over the timeline. Again, seasonality, they do most of the construction during the warmer months, so they are in high spending mode right now. So, that is the expenses. That is the revenue. I took more than four and a half minutes, but I tried to make it as fast as possible. I think at the end of the day the great thing is, guys, we are in really great position from a fiscal standpoint. So, again, kudos to you guys for the budget that you approved. Kudos to the team for, you know, managing the budgets accordingly and I stand for any questions. De Weerd: Thank you, Todd. Council, any questions? Lavoie: Thank you. Enjoy dinner. Item 6: Executive Session per Idaho State Code 74-206( 1)( d) To consider records that are exempt from disclosure, and ( 1)( f) To communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated De Weerd: Thank you so much. Okay. Item 6 is Executive Session. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Move we go into Executive Session pursuant to Idaho State Code 74-206(1)(d) and (1)(f). Cavener: Second. De Weerd: I have a motion and a second to adjourn into Executive Session. Mr. Clerk, will you call roll. yea. MOTION CARRIED: ALL AYES. Meridian City Council Meeting Agenda August 27, 2019 – Page 60 of 403 Meridian City Council Work Session August 20, 2019 Page 19 of 19 EXECUTIVE SESSION: (5:37 p.m. to 6:06 p.m.) De Weerd: Okay. Council, I would entertain a motion to come out of Executive Session. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Move we come out of Executive Session. Cavener: Second. De Weerd: I have a motion and a second to come out of Executive Session. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. De Weerd: Do I have a motion to adjourn? Borton: Move we adjourn. Cavener: Second. De Weerd: I have a motion and a second to adjourn our workshop. All those in favor say aye. All ayes. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 6:06 P.M. (AU ;JDING ON FILE OF THESE PROCEEDINGS) OY Joe Cbunnk %tom. DATE APPROVED ATTEST:- _rtE�+- CHRIS J0qNSON - CITY CL Y Cily of E IDIAN+- �D,�ae SEAL .i TRE