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HomeMy WebLinkAbout2019-09-17 Work SessionMeridian City Council Work Session September 17, 2019. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, September 17, 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 Item 3: Consent Agenda [Action Item] A. Approve Minutes of September 10, 2019 City Council Work Session Meeting B. Approve Minutes of September 10, 2019 City Council Regular Meeting C. Alicia Court Subdivision Sanitary Sewer & Water Main Easement D. Entrata Farms No. 1 Sanitary Sewer & Water Main Easement E. Final Order for TM Crossing No. 4 (H-2019-0085) by Brighton Development, Inc., located near the NE corner of N. Ten Mile Rd. and 1-84 F. Findings of Fact, Conclusions of Law for Eagle Commons (H- 2019-0082) by The Land Group, Inc., located at 3085 E. Ustick Rd. G. Development Agreement Rackham Subdivision H-2019-0081 with BVABC Eagle View, LLC located at 1020 S. Eagle Rd. H. Interagency Agreement Between Ada County Highway District Project No. 518001) and City of Meridian for Water, Reclaimed Water and Sewer Improvements for Ten Mile Road, Ustick Road to McMillan Road Meridian City Council Meeting Agenda September 24, 2019 – Page 25 of 257 Meridian City Council Work Session September 17, 2019 Page 2 of 21 I. Memorandum of Agreement between City of Meridian and Meridian Rural Fire District J. Memorandum of Understanding between IAFF Local 4627 and City of Meridian regarding FY2020 Wages K. Professional Service Agreement with M. D. Willis, Inc. for City Meeting Transcription Services L. Sixth Amendment To Professional Services Agreement With Trauma Intervention Programs, Inc. for an amount not to exceed 12,769.00 M. Agreement for Extension of Domestic Water and Sewer Service Outside Meridian City Limits: 840 E. Ustick Road, Meridian, Idaho N. Approval of Purchase Order #19-0402 to CDWG for FY20 PC Replacements for the Not-To-Exceed amount of $103,095.00. This procurement is utilizing the current State Contract 0. Approval of Purchase Order #19-0399 for FY20 Accela Maintenance Renewal for the Not-to-Exceed amount of $59, 694.20. P. AP Invoices for Payment - 09/09/19 - $713,640.95 Q. AP Invoices for Payment - 09112119 - $2,838,877.45 Item 4: Items Moved From the Consent Agenda Item 5: Department/ Commission Reports A. Community Development: Economic Development Administrator Introduction Arial: -- redevelopment as well as business attraction in Orange County, California. She's also been involved with a lot of redevelopment of a downtown district. So, seeing that from, you know, kind of conception -- inception to completion, as well as has a lot of experience in the private sector as well. So, has been working with Griffin Structures there, doing a lot of marketing and outreach related to public capital projects. So, just really excited to have Victoria here with us and introduce you to her, but I will let her do a little as well -- or answer any questions that you may have. Meridian City Council Meeting Agenda September 24, 2019 – Page 26 of 257 Meridian City Council Work Session September 17, 2019 Page 3 of 21 De Weerd: Welcome, Tori. If you would like to give a little bit more background, maybe some of the background that Cameron didn't share we would love to hear more. Cleary: Sure. Madam Mayor, Members of the City Council. First of all, I'm just so happy to be here. Everyone has been so welcoming in the city. It's just been a pleasant two days. I'm eager to hit the ground running now that I have learned some names and faces and organizations. As Cameron said, I was a redevelopment project manager for an historic downtown, which was very similar to downtown Meridian. So, I'm really excited to maybe take some of the activities that we implemented that helped the businesses expand and then -- which brings in more people, which helps bring in new business. So, I'm really excited about that. Also worked on a lot of business attraction, partnering both with the county and the state and federal agencies to bring in and also retain and expand businesses. So, I'm excited to bring my skills to Meridian and eager to contribute. De Weerd: Thank you. And, Tori, I would say that you are one of the most well prepared candidates we have ever interviewed. She read our plan. She did a lot of her research on who we are, what our culture is and -- and we greatly appreciate you joining our team. Look forward to working with you and certainly you're working with a great team. Cleary: Great. Thank you. B. Community Development: Comprehensive Plan Update De Weerd: Thank you. Okay. Item 5-B is also under our Community Development Department. Comprehensive Plan update. We were the benefactors of hearing it in our previous work session and I will turn this over to Caleb. Hood: Thank you, Madam Mayor, Members of Council. If it's okay with you I think for this -- this time right now we are going to stay seated here, unless you want we can go to the podium, too. It's a little more comfortable for us here, but -- and we will try not to make it repetitive, although some of this -- you know, if someone's tuning in on YouTube I don't want to -- you know, and we did have a Council Member that didn't hear the first presentation, but I -- we will try to -- so it's not deja vu for you. But I know you have been involved with the comp plan, but we did want to address this topic with you. So, in advance of the public hearing and review of the new draft Comprehensive Plan, step one is provide a department close out of sorts of our existing Comprehensive Plan. As you know, a vast majority of the goals, objectives, and action items of the current plan were crafted in the early 2000s and, then, reevaluated in 2010, 2011, but our community looks much different these days. The new proposed Comprehensive Plan incorporates and continues many of the good elements from the currently adopted plan, but has been rebuilt and vetted through hundreds of hours of steering committee meetings, technical focus groups, coordination with agencies and service providers and public outreach events and by thousands of comments, surveys, and poll responses from community members. The main reason for this is the staff envisions a pretty robust Meridian City Council Meeting Agenda September 24, 2019 – Page 27 of 257 Meridian City Council Work Session September 17, 2019 Page 4 of 21 public hearing on the new plan and we thought it would be a good idea to report out some of the current or old plan elements and administrative processes and information to you as a department report allowing more time for the new proposed plan at the upcoming public hearings to be the topic. This slide is a repeat from the previous one, so I probably won't go into that. Nothing's really changing. We are carrying forward the current structure for the most part of the -- of the current plan with an ECR and a comprehensive plan, but the chapters are changing. So, the adopted plan we have about 500 policies in six chapters and they are listed there. The new plan -- and Brian was really trying to get that down to less than 500, but we still have about the same number of policies just with the new ones. The memo that was prepared for this meeting -- we did -- it's 69 pages long. So, hopefully, you didn't print it out. But those 500 or so policies are available to you so you can see in the existing plan where that may end up in a new plan. Did we keep it? Is it kept but revised? Or did we just wash it and it's going to be dead. So, I wanted you, if you're curious about some of those policies, again, that may be several years old now, we did the numbers on that, but we are keeping quite a few of those existing policies, but those ones that we are keeping we are, you know, tweaking, if you will, or changing them to meet the current conditions. So, again, we have got that tracked. So, if you want to do that. But, again, we thought rather than doing that at a public hearing, if you want to see those types of things. Some of the plan development and the process -- again, some of this is repetitive, but, again, working in close concert with Logan Simpson we have been working on this for about 18 months now. Steering committee, public outreach, and this is a duplicate slide. I will just point out that last one is not true. That was just to see if you were paying attention. Not a hundred percent of everyone agrees with all the policies and the future land use map designation. So, you will have a public hearing. It's not a perfect plan, but we think it's darn close, but you will have people that have specific things that they aren't -- aren't satisfied about when they get to talk about a new plan, but that's for a new plan. Scope of work. This is really just to kind of -- not -- I don't want to call it -- you know, we are not closing out the contract with Logan Simpson, but, again, it's an opportunity to just touch base, make sure we are on the same page as we -- as we come up on that finish line. Council did direct us to compose a new plan, get that completed by this -- end of this calendar year. We started off -- you know. And that's why some of the timelines are a little bit different. You know, technically, it's only been since May, but we have been planning this as staff since before that. So, it's been a couple years we have been really looking to update the plan starting with auditing what we have now to build on the next plan. What's good, what's bad, just our take as staff, looking at other studies, working with other departments on where they are at with some of their -- their plans and studies and just making sure we have a good base to get into the community process and setting our self up for success and really developing the plan. So, again, public involvement, outreach, and engagement throughout the process. Phase three, which was a little more technical, we didn't do as much with the public. There was a little bit of a lull there after the winter, kind of going into the spring, but that was intentional. It was because you had to really work with -- closely with our other service providers, agencies, experts in fields, to make sure that what we heard from the community is possible and feasible to do. So, a little bit of ground truthing there. But for the most part the public has had access even through that phase. We Meridian City Council Meeting Agenda September 24, 2019 – Page 28 of 257 Meridian City Council Work Session September 17, 2019 Page 5 of 21 kept them engaged on what's going on. Stay tuned, we are going to -- the draft plan is coming, then, we will share it with you. You helped develop it, but we are cross -- dotting I's and some of that, which we can't do with 120,000 people. Just a couple of things -- and this little portion of this slide should look fairly familiar to you, but the focus elements and areas that we included in our scope of work with Logan Simpson was strategic growth management, which we just talked about a little bit with the county and public services. Impact of growth. And, again, strategic growth, that development impact tool. Service impact tool. Excuse me. Kind of comes Into play. As well as transportation and economic development. Those are two separate bullets, but they are intertwined. This all runs together. If you put jobs and housing and how you grow with those services it all interacts. One of the big things the focus groups that we did with -- the transportation focus group and, again, what even the ED focus groups looked at, are there key transportation corridors we can put more jobs or more pieces that makes sense, then, to maybe invest in public transit in the future. We heard from our community I think at least me pretty loud and clear. They don't want density everywhere all the time, but maybe some corridors that already maybe have that natural -- or -- or recent even conglomeration of those types of uses that makes sense for some higher density to go -- Eagle Road, for example, or Overland Road, again, for example, something where we should encourage that, so we get some low density residential other places and so overall we average out at a density that can -- financially can provide those services to the entire community. We are all in the long term. So, we did that through, again, our transportation focus group, economic development focus group. Cameron led the economic development focus group. Brian looked at the housing and community design. Thank you. It was called focus group and so we kind of divvied that work out. Our Transportation Commission served as the base for that -- for that transportation group and a great group of panelists for the economic development, you know, everybody from ISU to Blue Cross to -- I mean just great great community partners that spoke their mind on what they thought the future looked like in the valley and in particular Meridian. And, then, specific area concepts. So, we worked with our consultants going into that -- that contract four areas that we have called out to develop. The area concepts for that are in our current comp plan we knew weren't quite right. The Fields area or northwest, if you will, kind of on the other side of it McDermott, future State Highway 16. Southwest. The southern rim and Magic Bridge. Without getting too much into, you know, the punch line or the draft plan, some of those we may still not have all the way right, but that's something where we -- we were intentional, we developed concept plans -- two or three concept plans in those areas and we went out to the public and said here is alternative futures. Give us your feedback. You may recall we had one of those meetings in conference room AB on a Tuesday night and I think some of you had a break, came in. We had a packed house in there. Talked to some folks in Locust View Heights there at Locust Grove and I-84. So, we did -- we tried to engage with folks and -- and look at what our options as far as land uses go, redevelopment plans for some of the areas. We looked at other areas, but these are the four that we called out with our consultants early on to say these ones we need some help in and they -- and they helped us. I already touched on the focus groups. I kind of did that out of order. I apologize. And, again, Logan Simpson helped us just make those meetings. The master mobility map is a tool. So, this isn't going to be part Meridian City Council Meeting Agenda September 24, 2019 – Page 29 of 257 Meridian City Council Work Session September 17, 2019 Page 6 of 21 of the Comprehensive Plan. This won't be adopted or anything like that as the comp plan. But similar to that service impact tool, it's a tool that we have, then, that we envision throwing up on our website, somebody that may be looking to move to our community goes I really like this subdivision out here, but, man, there is no sidewalks to get anywhere, they can pull this up, they can look at ACHD's plans, when is -- when can this roadway -- when do we anticipate that being widened. Look at our parks pathways master plan. Oh, there is a -- there is a pathway maybe that gets us to a future school up there. Transit stops, if you're interested in transit, where the route stops now. Where are the routes in the future potentially. So, this really takes all the plans from all the different agencies and conglomerates them together. I don't know that this is exactly how David Zaremba envisioned it, but this was his last kind of parting words to me as he -- boy, I really think it makes sense if we develop it and we look in 20 years and that's so shortsighted, 20 years comes and goes, we need to have a comprehensive master mobility that isn't constrained by five years or even 20 years, it should be -- we are not quite there, but this is the best we have. No one in our valley is looking a hundred years out, but this is kind of pushing that envelope, you know, we should be working together, do we look in ultimate -- not -- we are so far behind. So, again, it's not part of the plan, but it's a related tool that I thought this was a better venue to kind of discuss that, share with you, rather than take up time at a public hearing where this really isn't the new comp plan, but it will be something to look at. De Weerd: I think David Zaremba would be very proud. So, thank you for adding that. Hood: And this is one that Council Cavener brought up earlier this year, so -- and, again, similarly this isn't going to be embedded in the Comprehensive Plan, but it's related to something where that third bullet there, the current Comprehensive Plan has three policies regarding signage. So, Brian's group pared that, looked at that, pared it down to one and we are not going to get into the details, right, because that's coming up at a public hearing, but they pared that down to one policy. What I am working with Legal on is bringing a resolution, sharing that draft plan with you all, and just recognizing that this plan exists and, then, we will have one policy in the plan that says, yep, we are -- there is this thing developed that -- that really does, as resources allow, we would like to welcome people to our community let them know the areas of the great city of ours and signage is one way to do it. So, we will have some more discussion on that and I will bring that back to you all. I'm not asking you about that now or recognize it now, but there will be a resolution. I think Brian found this just -- I don't think there is any copyright, you know, infringement type things, but, obviously, a city to our west was pretty impressed by our logo and signage plan that we came up with that its -- De Weerd: They asked for permission. Hood: Hilarities anyways, right? So, it's a compliment. So, similarities there with that, so -- so anyways. So, that's something that will be happening between now and when the comp plan actually gets to your public hearing is we -- I would like to have that signage plan recognized, because there is -- again, there is a draft policy in the draft plan that says what you're going to be doing. Questions on that one or not, but that's Meridian City Council Meeting Agenda September 24, 2019 – Page 30 of 257 Meridian City Council Work Session September 17, 2019 Page 7 of 21 kind of putting that to bed then. And, again, just mainly for Councilman Palmer's benefit, because I think everyone else was here when we talked about this. I will hover on this slide for a little bit, but we have developed a service impact tool with Logan -- oh, Logan Simpson largely developed it, but we have been working with our Police, Public Works, Parks, other departments to look at where our current infrastructure and services are and where they are planned. So, similar to the master mobility map that shows where things are today. Again, parcel readiness, although it's not a comprehensive -- as a developer you aren't going to be able to say, hey, city, show us what you're showing with parcel readiness and I'm going to go look at these parcels, because there are other things that factor in, but it gives you a pretty good idea of where most, if not all those utilities are versus pushing them further and further out from the center. So, again, this is -- this is something we envision using to report out data and information to you all to say, you know, this parcel or this area, right, became into my mind, but ready for development or more of -- more or less ready for development. We are still playing with how that gets reported out, whether it's colors or a number. We don't want to do A through F type of a thing, but, again, painting a picture -- schools maybe -- there may be capacity there, but if sewer and water are a mile and a half away, you know, it's not the best parcel to -- to develop. So, this is, again, a tool, but it's not -- it's the comp plan, but it was something while we had a consultant on board we asked them to help us develop. One of the things that -- and I'm not going to spend a lot of time on this, because this is kind of broaching the topic of the new plan, but we had some property owners that were concerned about the Ten Mile specific area plan and in particular our transportation network, because it would have bisected some of their properties. We tried to explain to them that these -- it's not a blueprint, it's a general guide for where we need a roadway network to go and we just finally said, okay, we will -- we will change the diagram, then, to just show that -- somewhere between here and there. I'm not going to get into that too much, but it was just -- as these aren't exact alignments, but the city wasn't going to go and build a road right through their property, so -- I'm going to pass it off to Brian again. McClure: So, again, this is sort of a close out with the future land use map in particular, just some kind of high level notes. Most of the map has not changed. Most changes that have been made are clean up, existing and future icons have been adjusted to reflect what's been built or what current plans have shown, for example, with the -- with the school district. There has been some future land use consolidations that there is actual designations. I will touch on that again more in a minute. And, then, there are going to be a bunch of other changes as well. You will hear about those in the public hearing. But just to stress those aren't one and done and we have had all this other work go into those. So, these are the future land use designations that have been consolidated with a new plan. You won't see these again, which is why we are talking about them now. The first one is real estate. That one probably will come up in the public hearing. But, essentially, this is most of the area that Kuna has already annexed from us. Half this -- half this is literally gone now. The other half we have literally no incentive to keep it from basically encouraging Kuna to -- what's happened in the past. The other note there is low density residential does allow for this. We will just be more specific and intentional about planning for services with these. So, that's one. The Meridian City Council Meeting Agenda September 24, 2019 – Page 31 of 257 Meridian City Council Work Session September 17, 2019 Page 8 of 21 other three are all within the Ten Mile interchange specific area plan. The first one was a civic designation specific to that plan. It was somewhat duplicative with the rest of the citywide designation, so we have merged those. The second one there is green space slash park land. Similarly, it was duplicative with the citywide designation for civic. So, we have merged that. And, then, the last one there is the pipeline easement, which showed the Northwest Pipeline. That one was inconsistently -- again, inconsistent in that it wasn't shown citywide and the second thing is that Williams Pipeline just prefers that not be shown in a lot of detail. So, we are -- that was not being merged, it's just being squashed and absorbed by the adjacent designations. This graphic here basically show some of that specifically in the Ten Mile plan. So, you can see this civic -- the pink on the left in the adopted Ten Mile plan are being converted to green or to what's adjacent to it. The gas line pipeline there is being merged with adjacent designations and, then, the park designation, again, similarly is being merged with the adjacent designations. Just a note on two there. The park. That wasn't consistent with our pathway plan. The pathway plan has a different alignment and that's been more -- current and more -- more recently updated. So, we are using that as a default. And the pink on there, the civic Ten Mile, that was a planned school and the reason that's not green now is because they are not planning to have a school there, so -- but, basically, those colors are -- you can see all of those are being removed. This one -- I won't belabor this, since we already discussed it a little bit, but just a note. Hopefully you won't be seeing this again, this encroachment issue, with our area of city impact lines. So, we have been working on that since the '90s and, hopefully, now that's -- this has been put to rest. This one we have been talking to you about for several years now. Before the new plan and during the conception phases of it and, then, also in some of the updates. The step. So, it both up and down. Again, as it relates to land use is -- something you will not see in the new plan is the step up in density or a step down in density. The origination of that was originally state law limited comp plan changes to twice a year, but that is no longer a limitation, so the original reason and intent for it to be there is not a -- not there. Additionally, and furthermore, the difficulty with it is it wasn't easy for the public to understand and it's not very transparent. So, why did you get something completely different than what your map showed. And the second thing is that it was really -- it was really hard for staff to plan for something that could literally be -- so, anything in yellow on the current map, medium density residential, could be anywhere from zero to 15 dwelling units per acre and you can't effectively and efficiently plan for services when you have that big of a range. So, that -- you will not see that on the new plan. There are some other things being added or kept to help -- allow for some flexibility still, but that will all be much more transparent and easily understood, hopefully, so -- last thing -- and, again, I won't -- I won't stay on here too long, since we already covered it, but I just want to note that the pdf, the -- that beast of a document that we have relied on forever, that that's not going to be our emphasis moving forward. It's going to be on a -- on a live -- live media format and be a little bit more responsive to how people interact with it and would like to interact with it moving forward. So, we will keep the -- we will keep the pdf. We kind of need that for our record. But the website is really going to be -- after adopted -- if one is adopted that's going to be kind of how we move forward with engagement to the public. Meridian City Council Meeting Agenda September 24, 2019 – Page 32 of 257 Meridian City Council Work Session September 17, 2019 Page 9 of 21 Hood: Just before I conclude our presentation I do want to -- and we didn't plan on doing this today, but after adoption we certainly will. That second bullet -- under the second bullet there, sortable and searchable, it's pretty cool what our IT folks that helped us develop -- and Brian's been right along with Katherine doing that, but I think it's going to be a really cool user interface on a handheld device, but to even you know, in the comfort of your own home how do you search for key words and it pops up everywhere in the plan that -- housing or whatever you're searching for in the plan and it sorts it and you can sort the headers by where it's at and cross-reference they go here and that's where you can find it. So, yeah, we will do a little more tutorial again after adoption or sometime here in the near future. So, next steps. Again, kind of a repetitive slide here. So, the application has been transmitted by the city clerk, entering in October at City Council meeting there. Again, the real work begins. I think the thing that's more appropriate here -- I want to plant that seed with you and, really, more with those of you that will remain after the calendar year starts again, we are going to probably need some help and I probably can't do everything that the community wants prioritized to get done in 2020. I don't know if that -- that's going to need in-house FTE or consultant help or some combination of that or if it really is, no, let's do it all in-house, then, we need to -- an expectation of what we can get done and when it needs to be -- all that needs to be considered. So, I just know there is a lot of excitement about some of the policies that are in the plan and I think people want to move forward with things, again, like open space and amenities, we can do that. Brian and I can do that. We don't need help. But if we are also going to look at the housing crisis and putting together sub area plans and considering potential -- and we didn't even talk about this, but one of the things we have heard about from is to established neighborhood districts. We have had some conversations about it, but that's something in the plan it talks about doing is potentially designating parts of the city that are neighborhoods or sub communities within our larger Meridian community that share some similar values or whatever that looks like. My point is there is a lot that could potentially be done in the new Comprehensive Plan and depending on how much the new Mayor and Council want to do, we may not be enough to get all that done. So, I don't want to belabor that, but just plant the seed that maybe some additional resources and very -- some additional resources and very -- De Weerd: And, Caleb, I do think that that is an important component. From what I heard last night there is a lot of enthusiasm, a lot of passion behind certain areas that -- it's going to be important for some prioritization to happen and, then, you bring those with some recommendations on what is doable and if Council, then, chooses to have a more ambitious list that where that additional resources might need to come in. But to bring a recommendation forth and what I have challenged the members is to be a part of that, but I think there was some expectations in the Comprehensive Plan that it was more than it actually is. It doesn't mean that more can't happen, but it does have to prioritize as far as work products go. Hood: We -- I would just like to reiterate, you know, this -- thus far it's the community's plan. Brian and I are just starting to write the staff report that will go to the Planning and Zoning Commission, but it's been the community's plan, it still is the community's plan, Meridian City Council Meeting Agenda September 24, 2019 – Page 33 of 257 Meridian City Council Work Session September 17, 2019 Page 10 of 21 we think the draft plan reflects the current community, not so much the community of 2002 when a lot of the policies were developed. We have been working on this for almost two years again now, trying to hear from everybody that would talk to us, make ourselves available, including other agencies. We have -- we have kept those valuable elements from the plan -- the current plan, tweak them again to reflect the use of our community members and we think this new document -- the old document -- the current document that we are closing out -- kind of closing out today, although it's still in effect until we adopt a new one, it has served our community well for the most part. We are pretty excited about this new one that's been drafted. With that I think we will stand for any questions. De Weerd: Council, any questions? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Caleb, do you guys anticipate making any changes after the presentation to Planning and Zoning or is the same plan, same presentation that P&Z is going to see going to be the same that we are going to see? Hood: Madam Mayor, Councilman Cavener, so the staff report -- and this is something Brian and I -- we are largely trying to respect the steering committee endorsed plan, what we have submitted to the clerk for consideration. Quite frankly, though, there is a couple of things in there that as staff we don't necessarily think it's the right thing for our community. Ninety-nine percent of the things we think are. There is some other areas, though, where we are going to -- we don't have veto authority, but that will be our recommend -- kind of like any other project right? The steering committee has submitted something. We as staff will evaluate that. The large -- so, I don't know what the -- what the Planning and Zoning Commission is going to do either with any more or -- more changes to what has been submitted. They will largely look the same I think as it was when you see it , if that answers your question. Cavener: Madam Mayor, follow up. De Weerd: It probably should look the same, but you will have all of those suggested changes in the staff report, both from a staff perspective and the recommendations by Planning and Zoning. Hood: Underline strike through, similar to what you're used to seeing in a development application that would be -- you can see any changes, since application submittal. De Weerd: Okay. Any other questions? Again, we have -- we said it in the first hour, but want to reiterate. Thank you for all the work that you have put into it. All the extra outreach that you made to make sure it is our public's plan. Appreciate that. Meridian City Council Meeting Agenda September 24, 2019 – Page 34 of 257 Meridian City Council Work Session September 17, 2019 Page 11 of 21 C. Main2Meridian Update De Weerd: Okay. Item 5-C is an update. I think Cameron's here to give an update on the Main2Meridian project. It's not the official update, but it's an update. Arial: Correct. Thank you, Madam Mayor, Members of Council. Good to be with you. Grateful for the opportunity to provide an update to you. Wanted to do this and get -- get you up to speed on what's going on there across the way at the old city hall site, as well as the Main2Meridian lots as they are now being called. I think many of you may see in my weekly update I include -- in my weekly department update I will include -- from the project manager there, Pacific Companies, their -- their weekly updates. So, hopefully, that -- that keeps you generally abreast, but felt like this would be a good time to, you know, pause and do this on the public, you know, in front of everybody. So, just a couple quick things. As you may have seen, obviously, the -- the demolition is complete and so that was a -- that was a good step forward and a good milestone. One of the -- the holdups has been the environment -- environmental reviews and so that has been completed and the -- those have all come back clean. So, that -- that's a good thing. We have got -- they have got a good site, a clean site to move forward with there. Another component of -- obviously, of any project is the financing piece. So, they are working through the financing for the project, but irrespective of whether they do a bank financing, they are committed to moving forward with their timeline. So, basically, the -- how they do that -- they will either do it on their own and they have done that before or they will move forward a bank loan, but -- I guess my point in that is is that the -- the financing will be moving forward. Let's see here. Another concern that's come up -- I have had good conversation with our code enforcement and, you know, just other downtown businesses about the -- the weeds and abatement there. So, I have had some good conversation with the -- with the developer on that. They do have an abatement plan underway and so, hopefully, that will be addressed here shortly. So, that is a concern, we have heard that and we are in communication with the developer on that. One of the things that you want to kind of highlight, I guess, is -- is -- that has been an impediment to -- to the process for them is the -- there is some ACHD easements and cross-access agreements that -- that are still pending and -- and what that means. Essentially what they need to get in place is those agreements with First Interstate Bank and so pending that approval from First Interstate is the ACHD approval, which, then, will cascade down to an actual building permit. So that -- that is a -- that is a focus right now for their engineers and others and we have had outreach to FIB and -- and trying to move that forward. We don't see really any reason why that's an impediment, but it's just running through their process to get signed by the right people. So, that -- that is an impediment to the -- to the building permitting. There has been some discussion about doing some -- just some grading and site prep work. So, you know, hopefully, that -- that can at least be kicked off. But, needless to say, no -- no building permit has been -- has been issued at this point. So, that -- that really is the focus. But the developer feels like, again, that pending, you know, we are -- they are still on track for a fall of next year occupancy and opening. So, that's the -- that's the report as I -- as I have received it and, hopefully, that -- answer any questions that you may have. Meridian City Council Meeting Agenda September 24, 2019 – Page 35 of 257 Meridian City Council Work Session September 17, 2019 Page 12 of 21 De Weerd: Okay. Thank you, Cameron. Any questions? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: No question, just a comment. Cameron, you don't have to bring these updates to us, but I appreciate that you do. It's not our building anymore, but, naturally, I think we as Council get inquiries from the public and both the report that you provide each week to your department and these I think are helpful in us understanding what's going on. Arial: And, Madam Mayor and Councilman Cavener, I -- I appreciate that, because I feel it as well. So, I want to make sure we are giving you good updates on it. De Weerd: Well, we talked about that, Mr. Cavener, and I agree, but wanted to make sure it was on the public record. Okay. Arial: Thank you. De Weerd: Anything further? Thank you. Arial: Thank you. D. Update on Dairy Board Request for Additional Funds De Weerd: Okay. Item 5-D is -- I think Mr. Nary. Nary: Yes. Madam Mayor, Members of the Council, I want to update you on the dairy board request. They were in front of you on September 3rd. They raised a few questions about this year's parade and some of the city's participation and they also left a bill for 1,300 dollars to MAV Event Services for the additional staffing that they hired to assist in the parade. So, the day after I did send out an e-mail to all of our special events team to inquire about some of the questions that were raised by the dairy board and some of the questions the Council had had and one of the questions the Council had asked was was there additional funds from the budget that was approved for this -- for this event that could absorb some or all of that cost that they had requested. There was also a concern raised by the board in regard to soft costs of personnel time versus hard costs for like the security person -- or the additional staffing personnel that were hired and -- and, then, they were -- also weren't clear about the safety plan and the traffic plan and how that gets approved and they also, again, had to hire some people at the -- because they had some volunteers cancel on them at the last minute, so they also hired some -- some additional services. Sergeant Arnold is here. He was the traffic supervisor at the time, so he can help answer some questions about the staffing concerns they brought up about Friday versus Saturday and how that may have impacted the parade, but in putting out this to the different parts of the team, the Meridian City Council Meeting Agenda September 24, 2019 – Page 36 of 257 Meridian City Council Work Session September 17, 2019 Page 13 of 21 budgeted amount that was approved by the Council for this event was 6,000 dollars. The invoice from Specialty Construction for the traffic control devices that were provided was $5,890.75. So, there is a hundred -- 101 dollars left in the approved budget for this. The soft costs of personnel are already absorbed in the departments, so there is not a separate line item for this event in the city budget. All of departments absorb all of the costs of their overtime out of their normal budget. The city -- because we passed an ordinance a few years ago creating an exemption -- an exception for historical events that were over 75 years old, they do not have to pay the costs of renting the facility, so the cost of renting Storey Park for this entire event is waived for this, so they don't -- they don't absorb any cost for that. The -- I did contact Ada County Highway District. They indicated that between staff time and equipment they actually donated 1,852 to this event as well in their time, as well as some of their materials. The traffic plans are reviewed -- are submitted by Specialty Construction. That is the standard -- locally they are, then, reviewed by Meridian Police and Fire and ACHD prior to approval. So, the issue that seemed to be part of the concern or discussion points from the board was the numerous discussions we have had over the last number of years about stationing adults along those side streets and we talked about it a little bit that night. So, it's not a new -- a new request of having adults there. As the parade's gotten bigger over the last number of years what has happened is when they have had volunteers there sometimes they walk away, sometimes they just go and enjoy the parade and, then, the barricades get moved and, then, people start pushing into the side streets, which, then, pushes them into the parade. So, that's why we have reiterated that each year at our -- at our prep meeting for this event that they need to have people there that they really -- that is a safety factor that is very important to police and fire. So, it's not a new requirement. Again, at this point, again, I think Sergeant Arnold can provide information about the staffing concern, but, really, tonight we are just seeking your direction. They -- they left the bill with our clerk. I would like to either respond to them in some fashion on what your direction is on whether or not the city is going to absorb the cost. Again, there is only a hundred left in what was approved, so there would be about a 1,200 dollar budget amendment that would have to come forward in October if that's your direction. I think that's all we are seeking is what you would like us to respond to them. And he has -- Sergeant Arnold has information about this contract for MAV as well, because that was something discussed prior to the parade with the city, so -- De Weerd: Okay. Any questions from Council? Okay. Well, I wasn't part of the discussion, so I'm not sure how it was left, but it sounds like staff is asking if the city feels that we need to pay for this unanticipated cost to the city. We paid for the piece that we committed to and you have a hundred dollars. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Sergeant Arnold has been sitting here through all of this Comprehensive Plan stuff. So, I figured we should give him the opportunity to come up and maybe talk to us about the patrol's portion of that and anything else. I haven't seen you in a while, Stacy. Meridian City Council Meeting Agenda September 24, 2019 – Page 37 of 257 Meridian City Council Work Session September 17, 2019 Page 14 of 21 De Weerd: I think he learned a lot from the Comprehensive Planning discussion. Arnold: I did. De Weerd: Welcome. Arnold: Thank you. Thank you, everybody. So, there were some questions brought up to me over probably the last week or so about staffing and safety plans and things like that. The first thing I will talk about is the safety plan. When we started this -- when I took over the traffic team in 2016, 2015, we used an incident command system. We have a command post setup kind of outside of the -- the parade route. Just outside. We have Police, Fire, Highway District, Specialty Construction, EMS all on site. So, if we have any kind of an incident we are prepared to respond to it from there. We also have additional officers that we keep kind of there at the command post, so if there is something that happens we are ready to respond right away. So, the -- the safety plan -- it's not a -- it's not a written plan, it's not set in stone, because there is really no way to predict what's going to happen. We know that we use the incident command system and we will -- we will respond to whatever comes up as needed. The staffing for the parade -- I went back over the last six years. So, '16, '17, '18 and '19. In 2016 we had ten officers at the parade. In 2017 we had 12. In 2018 we had 12. In 2019 we had ten. So, we are -- this year we had about the same amount of officers that we normally have, between ten and 12 officers. That includes bicycle units, honor guard team, a supervisor, motor officers, a patrol car, things like that, to make sure that everything runs safely. So, I don't think that there was any shortage of officers. We knew this year going into it that it was on a Saturday, so we didn't have an overlap shift for swing shift that day, but we also knew we probably weren't going to need them, because the traffic is not Friday afternoon at 5:00 o'clock traffic, it's Saturday afternoon traffic and while it's still busy, it's nothing like it is on a Friday afternoon. So, we knew we weren't going to need extra officers for that. The Kiwanis was supposed to provide us with some -- some volunteers. They kind of backed out last minute and I had suggested that we use MAV Security to supplement that, because they are a paid security company and they are -- they are the people that do BSU Bronco football, so they are -- they are pretty well versed in large events, large scale events, so they know what they are doing. We really need to have people at those intersections. We can't leave those intersections with nobody there. I know the Meridian High School football team had come up at one of the meetings and says, hey, we want to -- we want to help out, you know, we can do that. But the problem is you put a 16 or 17 year old kid at this intersection with an angry person who just can't get over the fact that they can't get through the parade and they just -- they will say, okay, we will go ahead or whatever the case may be, but they don't -- they don't have the authority, I guess, to stop them and say you're not going to do this, where a paid professional security officer will tell them, no, you can't do this. This is why you can't do this and you need to find a different route. And even with the volunteers we have had issues in the past with volunteers that once the parade starts they have left their post and went and sat with their family and people that -- you know, the 5:00 o'clock afternoon traffic that wants to get home, but forgot that the parade is that day, will just get out of the car and move the barrels out of the way and drive Meridian City Council Meeting Agenda September 24, 2019 – Page 38 of 257 Meridian City Council Work Session September 17, 2019 Page 15 of 21 through the parade at the first chance they get. It really creates a safety hazard for everybody around that area, because you don't know -- you're dealing with a lot of pedestrian traffic and you're really dealing with a lot of kids and you're dealing with kids that are running down the road and trying to get candy and -- and get a better view and people that are driving their cars don't know what the pedestrians are going to do, so it really creates a big deal when -- when you have an intersection along Main Street that's not protected by a person who is saying you can't -- you can't be here. So, that's why we -- we really want those adult people at those intersections. De Weerd: Is this something you require unique to this or you require all community events to have that kind of -- Arnold: You know, at the -- at the Winterland Parade we require the same thing. They have to have an adult volunteer there to tell people you can't drive through the parade, you have to turn around and go the other way or park or walk or whatever the case may be, but you can't -- we don't -- we don't allow people under 18 to direct traffic. Palmer: Madam Mayor? De Weerd: Questions? Yes. Palmer: So, was it the city's responsibility to recruit volunteers and, then, when the -- when they backed out we -- Arnold: No. It was up to the dairy board. Palmer: Oh. Okay. Arnold: Yeah. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Thank you for the clarification on -- on the staff and I mean personally we have the same amount. I feel that we had the -- about the same amount that we normally have. I don't know why they felt that that was a lot less. I feel that we held up to our end of the bargain. I'm okay with giving them the difference between what we committed to, the 6,000 and what we have spent. However, they knew ahead of time, they could have come to us for permission or for -- to ask us if they wanted our contribution to pay this additional. They could have done it before the parade and none of us sitting here could have spent that money and expect to be reimbursed. So, I think that it would be -- it's kind of a slippery slope to let somebody come in and say, oh, well, I needed this in addition, now I want to be reimbursed, so -- sorry, dairy board. Just 6,000. Meridian City Council Meeting Agenda September 24, 2019 – Page 39 of 257 Meridian City Council Work Session September 17, 2019 Page 16 of 21 Bernt: Madam Mayor? De Weerd: Mr. Bernt. Milam: Other people that wanted to say something. Bernt: Okay. Stacy, do you -- you feel like the -- the -- the safety plan was communicated effectively prior to the parade? Arnold: I -- I had explained at the -- we had some planning meetings before the parade and I explained to them -- even though we don't have the shift overlap, we still have officers, they are ready to respond to anything that happens and whether it's a -- it's a cement truck that goes crazy and drives over a bunch of people or an active shooter or a person falls off a float or somebody gets hit by a car, we are staffed and prepared and ready to start responding to that incident and we take those -- those major catastrophes and we take them in little pieces -- if we take them in small bites at a time, but -- but, you know, initially we are -- we are there and we are ready to go for what -- whatever the case may be and that was explained to them. Even though we don't have the overlap team, we still have other officers that are ready to be there in -- Bernt: Madam Mayor, follow up. De Weerd: Uh-huh. Bernt: I -- I -- and I don't doubt that for a second that we weren't prepared. The only reason I ask that question -- it seemed like when the dairy board presented to us a couple weeks ago they somewhat insinuated that -- that there was a little bit of confusion, like we dropped the ball as far as our commitment to them and how we were going to help them out. So, that's -- that's -- Arnold: Yeah. I'm not sure where that confusion came from. I thought it was pretty -- pretty clear. Bernt: Okay. That's the only question I had. De Weerd: Okay. Anything further? Palmer: Madam Mayor? De Weerd: Okay. Mr. Palmer. Palmer: And my understanding was the 6,000 was for barriers, signs, whatnot, not for staffing or for any of that kind of thing and so I feel that we have met our -- what's not even obligation. I feel like we have met with our commitment and that even maxing out to the rest of the 6,000 isn't necessary nor our responsibility. Meridian City Council Meeting Agenda September 24, 2019 – Page 40 of 257 Meridian City Council Work Session September 17, 2019 Page 17 of 21 De Weerd: Okay. Well, we are looking for -- for direction from Council and -- and if there is no direction to pay an invoice I guess we will move on. Okay. Bernt: Madam Mayor, one last comment. De Weerd: Mr. Bernt. Bernt: It was -- it was quite noticeable and I said this a couple weeks ago, that there were quite a few more people, in my opinion, that were at this parade and I think that going forward I think on -- if we are going to have the parade on Saturdays -- and I believe that there is just going to be more people, because more people are going to be available to attend and -- and it's a great event. I mean the dairy board has done a fantastic job in the past and it's a -- it's a Meridian staple. I mean everyone knows -- I mean in not only in -- in the City of Meridian, but people throughout the Treasure Valley come and watch this parade as well and so I would just hope, you know, in the future I would give some direction to the dairy board to plan for this and if you feel like you need -- if you feel like your costs are going up, then, we just need to discuss that in the future, instead of having to take care of it on the back end. So, it's always easiest to take care of on the front end if possible. De Weerd: Well -- and I know those additional costs with Winterland Parade where you went out and got additional sponsors and as our community grows, so does the opportunity for corporate sponsors. I -- and certainly I would help ask, so -- Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: A couple of thoughts. One, we authorized a not to exceed amount for 6,000 dollars. I don't think we need to quibble over a hundred bucks. That's what we authorized up to. I'm supportive of that. You know, Dairy Days is -- is a unique event. We -- we have kind of given it a special designation. There aren't any other long-term community events that have existed in Meridian over 75 years. I mean it's kind of narrowly structured to really talk about Dairy Days. So, I think it shows that our community is very supportive of the event and the partnership that we have. We, as a Council, have also been fortunate for a number of years when a Council Member was also on the dairy show board and was able to maybe transmit some of that communication and -- and maybe with that absence we have lost a little of that neighborly communication. So, I think it's important that, you know, some of the feedback that we heard from the dairy show board is that they would maybe like a little bit more of that communication, whether that's with staff or them feeling like that they have got a sounding board with the Council. I would hope that maybe we could put our heads together with new Council, the new Mayor in January and just make sure that we are providing that extra level of community service or customer service to an event that is -- to Council Member Bernt's comments, a staple of our community. So, I don't think that anybody did anything wrong, I just think -- and I mentioned this to somebody earlier. Meridian City Council Meeting Agenda September 24, 2019 – Page 41 of 257 Meridian City Council Work Session September 17, 2019 Page 18 of 21 I think the city thought we were on the same page. I think the dairy show board thought we were on the same page and it turns out we were on two different pages. So, let's make sure that we have got everybody in the right room at the beginning, so that we are in a good place moving forward. Not just for 2020, but for 2040 and 2060. This is a great community event. I would hate to see it go away, so -- De Weerd: Well -- and before our city clerk might blow a gasket or should, we put a lot of staff time into this where we are -- I know the -- the thought that goes into this TUP and the communication from the city standpoint. I know the increased costs from picking up garbage and in -- in our park and -- and the -- the waiver of a lot of fees. There is a big investment that this community is putting into maintaining our portion of this community event, but we do need to go to the community to also support it. It shouldn't just be at the taxpayer expense and I think we have grown enough as a city that there would be those corporate partners that can step in. If -- if there is a suggestion on how we can better communicate, I'm all for it, but I do know the amount of time and attention that you and your team, Officer Arnold, give to this event, what our City Clerk's Office also dedicates to this, because we want it to continue to honor this community staple as well. But if there is certainly better ways that we can communicate, we would be very open to that. But I don't want to walk away from this without saying we have done absolutely everything that we think we can short of having Councilman Bird on -- on the board and I can tell you Councilman Bird was not a good communication conduit, so -- he wasn't. But, you know, we always need to work on our communication and if there is ways that the dairy show board has that we can be better communicators, we would love to do that. But I -- I don't think that is the situation here. But we will -- we will do everything we can. Arnold: I think -- I think overall the communication between police and the dairy board was -- was really good. I think we just kind of got off track and maybe there was one or two people that weren't quite clear on what our role was and maybe I could have done a better job communicating that, but I think overall the communication between the police and the dairy board and the police and the city or the police representing the city went really well. I attended a lot of meetings with the -- with the dairy board and -- and has some sandwiches and some pizza and we talked about how the parade is going to go and -- and -- and overall I think it really showed, because I think the parade went really well this year. It was probably one of the better parades that I have been involved in and I can remember back in the day when the police department -- it was all 25 patrol officers in uniform and you're going to be out here and -- and it kind of progressed away from that and now it's -- you know, we have ten or 12 officers and I think collaboratively we do a really good job. De Weerd: Well, thank you for everything you do and I can tell you that this year's princesses were the best, so -- Cavener: Madam Mayor, I just -- if I may. De Weerd: Mr. Cavener. Meridian City Council Meeting Agenda September 24, 2019 – Page 42 of 257 Meridian City Council Work Session September 17, 2019 Page 19 of 21 Cavener: Just to reiterate -- I don't think there was any issue with the way that our staff were communicating with the dairy show board. What I think is because Dairy Days is unique and because it has a special designation, I don't think maybe everybody at the dairy show board or the city have a collective understanding as to what that is. I don't -- I don't know if the dairy show board understands the significant amount of investment that the city puts forth in this event. They may only see it as the 6,000 dollars that we authorize to spend and maybe don't take into account all the significant additional costs, not just from the city, but also now I have learned from -- from the highway district. So, that's why I think it's important to maybe have a couple of folks that can represent that particular piece with the dairy show board at the beginning, so they understand what the city's investment is in their event from the get go. De Weerd: I think defining roles and responsibilities would be great. I think, Mr. Nary, in the past we have kind of captured estimated costs of overtime and the waiver of the park fees and all of that to -- to give a good accounting as to what the city's investment has been. We have done that in the past. Nary: Madam Mayor, Members of Council, we -- this is one of the few events of this magnitude that we don't do a contract agreement with, mostly because the dairy board didn't like doing them, so we stopped doing them. So, what you're -- you're correct in the past we did try to capture that in an agreement, but they didn't like to do them, so we stopped. So, we do -- we can find a way to memorialize that, so at least we do understand, because I think that is the -- the missing piece is they don't always understand the -- the significant amount of investment that the city does make to this parade, besides the traffic control, so -- De Weerd: Well, if we can do an agreement and not expect them to sign it, just to detail out what our roles, responsibilities, and our associated costs would be, I think that that would be a good compromise. Nary: Great. De Weerd: Any other ideas? Okay. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I think whatever -- we are talking in a lot of circles kind of, but it's a good conversation to have. But what this specific topic is all about is they have lost their volunteers and as this community grows I do believe there are probably a lot of other volunteers, as well as community, you know, business, corporate partners that would probably help out and I don't think it's an additional funding issue that should be taken on by the city. However, we committed to 6,000 dollars. So, I move that we reimburse the dairy board the difference between what we have paid out and the 6,000 dollars that we made a commitment to for this year. Meridian City Council Meeting Agenda September 24, 2019 – Page 43 of 257 Meridian City Council Work Session September 17, 2019 Page 20 of 21 Cavener: Second. De Weerd: I have a motion and a second. Any discussion? Cavener: Madam Mayor, just one additional comment. And I say this I guess as a -- as a Kiwanian, I know we have got a member of the dairy board here. As a Kiwanian I didn't know that we had been asked to volunteer and so I hope that there is an opportunity for that club to be re-invited back and I'm happy to work traffic control and not be on a float next year. You at least have one. De Weerd: Okay. Mr. Clerk, will you call roll. yea. De Weerd: The ayes have it. MOTION CARRIED: FIVE AYES. ONE ABSENT. De Weerd: Thank you. Arnold: Thank you. De Weerd: Okay. If there is nothing further, I would entertain a motion to close our -- our workshop meeting. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Before I do I just want to make sure we -- we noted that Council Member Borton joined us at about -- if my eyes were correct about 5:15 p.m. I just want to make sure for the record that -- De Weerd: Our Clerk did note that. He assured me he -- Cavener: With that, Madam Mayor, I move we adjourn our workshop meeting. Borton: Second. De Weerd: I have a motion and a second to adjourn. All those in favor say aye. MOTION CARRIED: ALL AYES. Meridian City Council Meeting Agenda September 24, 2019 – Page 44 of 257 Meridian City Council Work Session September 17, 2019 Page 21 of 21 MEETING ADJOURNED AT 5.44 P.M. (AUDIO RECORDING ON FILE OF THESE MAYOR TAMMY DE WEERD _aAT ED A-, -,- ATTEST, i, - ATTEST, CitY of PROCEEDINGS) 2-1 / 9 DATE APPROVED LO 0 w CH IS OfN---&-T-Y-C xRKm'11 SEAL