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HomeMy WebLinkAbout2019-11-26 Work Session MinutesMeridian City Council Work Session November 26, 2019. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, November 26, 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. Also Present: Chris Johnson, Ted Baird, Caleb Hood, Warren Stewart, Brian Caldwell, Joe Bongiorno and Dean Willis. Item 1: Roll-call Attendance: Roll Call. A. Meridian City Council X__ Anne Little Roberts X_ _ Joe Borton X__ Ty Palmer X__ Treg Bernt _ X___Genesis Milam _X___Lucas Cavener __X__ Mayor Tammy de Weerd De Weerd: Okay. I will go ahead and start tonight's -- or this work session agenda. Thank you for joining us. It is Tuesday, November 26th. 4:30. We will start with roll call attendance. Item 2: Adoption of Agenda De Weerd: Item 2 is adoption of the agenda. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Thank you. We are going to move Item 3-I to Department and Commission Reports. Like to renumber that as Item 5-D-1. And with that I move we adopt the agenda as presented. Milam: Second. De Weerd: Thank you. I have a motion and a second to adopt the agenda as changed. All those in favor say aye. All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 3: Consent Agenda [Action Item] Meridian City Council Meeting Agenda December 10, 2019 – Page 4 of 261 Meridian City Council Work Session November 26, 2019 Page 2 of 31 A. Approve Minutes of November 12, 2019, City Council Work Session B. Approve Minutes of November 12, 2019 City Council Regular Meeting C. Findings of Fact, Conclusions of Law for Inglewood Place Subdivision (H-2019-0090) by The Pointe at Meridian, LLC, located at 3250 E. Victory Rd. D. Final Order for Turf Farm Subdivision No. 1 (H-2019-0095) by Brighton Investments, LLC, located off the NE Corner of S. Eagle Rd. and E. Lake Hazel Rd. E. Agreement for Provision of Water Service Outside Meridian City Limits: 7000 W. Ustick Rd. F. Development Agreement for Victory Commons (H-2019-0091) with Kuna Victory, LLC (Owner) and BVA Development, LLC (Developer), located at 130 E. Victory Rd. and 3030 S. Meridian Rd. G. Memorandum of Agreement for Civic Block Development Proposal between the City of Meridian, Meridian Development Corporation and Galena Opportunity Fund H. Approval of Amendment 1 to AIA B133 Agreement to CSHQA, Inc. for the "Design, Construction Drawings and Services During Construction — Scenario Village" project for a Not-To- Exceed amount of $309, 000. 00 J. AP Invoices for Payment 11/27/19 $2,040,041.25 De Weerd: Item 4. There were no items moved from -- oh, sorry. Item 3 is the Consent. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: With the previously notated change, I move we approve the Consent Agenda as presented. For the Mayor to sign and the Clerk to attest. Milam: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. Mr. Clerk, will you call roll. Meridian City Council Meeting Agenda December 10, 2019 – Page 5 of 261 Meridian City Council Work Session November 26, 2019 Page 3 of 31 Roll call: Borton, absent; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 4: Items Moved From the Consent Agenda De Weerd: No items were moved from the agenda. Item 5: Department/Commission Reports A. Community Development: Program Year 2018 Community Development Block Grant End-of-Year Report De Weerd: So, we will move to Item 5, Department Reports. We will start with our Community Development Block Grant. Campbell: Thank you, Madam Mayor, Members of the Council. So, I'm here today to provide the annual report for the Community Development Block Grant Program. Just as a reminder, this program is guided by a five year plan called the Consolidated Plan and we go out to the community and we survey the community, see what the needs are, work with different stakeholders to identify the goals for the program. Each year we -- we complete an action plan, so that we can figure out the strategies that we will use to move towards those goals each year and at the end of the year, then, we complete the CAPER to give everybody an update on what's going on. The PY-18 ran from October 1st, 2018, to September 30th, 2019. So, what exactly is a CAPER? It is -- if I can get the button. Hold on. Okay. So, a CAPER is an acronym for the Consolidated Annual Performance and Evaluation Report. This is basically just a way for us to look at the annual accomplishments and evaluate how -- the progress that we are making towards the Consolidated Plan goals. It's also a way to be transparent to the public for how the program is being run. One of the biggest things are the goals and outcomes of the program. Everybody wants to know what we are actually doing with the funds, so each of the goals we identify activities to meet those goals. The first goal that we addressed was improving accessibility. These were all construction projects. They take a little bit longer. So, these were all in progress at the end of the program year. So, the top one is the sidewalk project that MDC is working on in the Carlton Avenue area. We also had the Public Works modernization of the streetlights in two separate LMI neighborhoods and the Meridian Library District began upgrades on ADA compliant restrooms. To enhance homeownership opportunities we provided assistance to four families. They were able to purchase homes in Meridian using our program and those were administered by the Ada County Housing Authority, as well as Neighborworks Boise. With the goal of providing social services, we worked with Meridian Boys and Girls Club and they provided extended care scholarships for 40 children and Jesse Tree prevented homelessness for 35 families. Our final goal that we addressed this year was admin and fair housing. We have met all Meridian City Council Meeting Agenda December 10, 2019 – Page 6 of 261 Meridian City Council Work Session November 26, 2019 Page 4 of 31 of the deadlines for timeliness reporting and applications. There has been a lot of training this year. I have been able to identify -- identify some areas for process improvements of monitoring -- monitoring application, budgeting, things like that. Working with the other entitlement agencies to do an analysis of impediments for the whole Treasure Valley, so that we are not so siloed and we can kind of work together a little bit better and we also, the four entitlement communities, did a fair housing radio campaign in April. So, the other area of people's concern is, of course, the funding. So, for funding this year we started out with 708,000 dollars -- 708,000 dollars and that was 422,000 dollars for the current year and, then, there was a rollover of about 280,000 dollars. So, of that we spent 342,000 dollars, 19,000 dollars on administration, fair housing activities for housing the homebuyer assistance program. We spent 40,000 dollars and on public facilities and infrastructure we spent around 238,000 dollars. That was for the Carlton sidewalks, the Crestwood-Fenway streetlights project and there was also an invoice -- the whole project for the Meridian Elementary picnic shelter was completed last year, but we just had one invoice that we had to pay this year. And, then, we also had public services for 38,000 dollars for the Boys and Girls Club and Jesse Tree. With us working with low to moderate income households, then, one of the biggest things is housing affordability. So, we have really tried to look at ways that we can be involved in that to make it a little bit better in Meridian. Some of the efforts that we have done so far is child care through the Boys and Girls Club to make sure that parents can go to work and they don't have to pay the extra cost for childcare fees for those households that qualify and they can put more money towards their housing expenses. We also have the homebuyers assistance program that I discussed and we are currently discussing a homeowner rehab program, so that people who are in housing that they can currently afford can stay there and we are working on a proposal to develop a work group that can address the bigger issue of housing affordability, so that we can do bigger things and have a more citywide approach. As far as our homebuyer assistance program, since 2009 we have been able to help 38 households and of those 84 percent are currently maintaining home -- or I'm sorry. So, 84 percent are maintaining ownership, but we only get up to five years, because that's kind of what HUD does with their -- their housing programs. It's not a requirement for this one, but we just kind of had it as a threshold to see where people were at. So, of the people who purchased homes before 2016 that -- or 2015 that 75 percent maintain homeownership for at least five years. We also, as far as I'm aware, the best -- to the best of my knowledge there was a zero percent default rate on all of those loans, which is really good considering the fact that the national FHA serious delinquency rate is 3.7 percent nationally. It's really important to stay involved in the community to know what's going on from year to year. So, some of the collaborative efforts that we have been doing this year -- we have been working with our path home, the Behavioral Health Board, Meridian Anti-Drug Coalition, Housing and Homelessness Roundtable, Neighbors United and we have been working on a diversity work group. So, that is the extent of it. Here is kind of the timeline of what's happening right now. The CAPER is open for public comment from November 22nd to December 10th. There will be a public hearing on December 10th and, then, I will put in any comments I receive and give you guys the final version and resolution for you to approve on December 17th and as soon as I get that back I will submit it to HUD. So, no later than the 20th it will be submitted to HUD. So, here is my contact information. The CAPER is available on the website, which is the Meridian City Council Meeting Agenda December 10, 2019 – Page 7 of 261 Meridian City Council Work Session November 26, 2019 Page 5 of 31 bottom link down there, and people can submit comments to me by phone, e-mail, and down the hall in Community Development. So, however. Does anybody have any questions? De Weerd: Council? Mr. Cavener. Cavener: Madam Mayor. Thank you. Crystal, just curious. Those -- those four homes that we helped with homebuyer assistance, do we know the range of what those homes are selling for and does any of our partner organizations place limitations on what a house can cost for us to provide assistance? Campbell: So, that's a great question. There are some. This year one of the process improvements that we made is that we asked the ACHA to make sure that it fits into the affordable housing criteria. It's Section 215 under HUD -- Cavener: Okay. Campbell: -- and so they are required to make sure that they can afford the home before they actually get into it. So, there are some restrictions around that. But I -- I can't remember them all off the top of my head right now. Cavener: Madam Mayor. And, Crystal, don't expect you to be the subject matter expert, so if you don't know it's okay. Does Ada County Housing Authority, then, place a -- a ceiling on what a home can cost based on the market? Campbell: I don't believe that they do. I don't believe that they do. They have been running into issues. They ended up turning back some money again this year, because they are having a hard time finding homes that do fall into the criteria where people can afford them and people are also coming in and making cash offers and buying them just outright over the top of people who -- who are in line for it. So, yeah, it's been a struggle. Cavener: Okay. Thanks. I appreciate it. Great report. B. Information Technology: Key Performance Indicators De Weerd: Very nicely done. Any other questions from Council? Okay. Thank you, Crystal. Okay. Item 5-B is under our IT Department. As I gave you a heads up, we will start coming in front of Council department by department to talk about their key performance indicators related to dashboards. So, quarterly you have been receiving dashboards. They would like to come and -- and give you an overview of why they think it's important that you get the dashboards that they share and seek your input on any additional measurements or how they are moving the needle type of illustrations. This will also be used this feedback as we move to phase two of our accountability website in opengov in phase two. So, phase two of opengov we will start sharing dashboards, so our citizens are seeing the same thing you are and you have instant access to those. So, Meridian City Council Meeting Agenda December 10, 2019 – Page 8 of 261 Meridian City Council Work Session November 26, 2019 Page 6 of 31 just want to kind of set the parameters as we start these discussions. Thank you, Dave, for being the guinea pig and kicking us off. Tiede: Thank you, Madam Mayor, for that introduction. So, to start things off we will just jump right into IT's key performance indicators. The first thing that we are going to give you here is phone calls. These, again, are the quarterly reports that you get from the Mayor's office. You will see here that we track phone calls. This is across the board across our department for all our interactions with customers. This helps us get an idea of what our workload looks like from that standpoint and kind of gives you an idea of what -- one of the -- one of the various things that we are doing. So, next item that we have here is tickets or requests. So, everything that comes into the IT Department, whether it's for a new project for software development or whether it's, hey, my mouse is not working -- turns into a ticket or a request for us. So, we track these. We are able to report off of them and you can see here quarterly about how many we do. This is a really good gauge for us on what our workflow looks like, areas where we can improve, areas where customers are having problems. We also use this information for projects and what the timelines look like. So, anyway, super helpful for staff and we actually track this one in much more detail on the operational side, so -- the next one we have is just an employee supported. As you can imagine being a support or administrative department, we support our employees. So, as employee growth continues so do the number of requests that we get for supporting those employees. So, helpful for us to know, hey, look, do we need to adjust resources or figure out if we have additional needs based off of new folks coming in. Typically, we don't do that. Practically it's a reactionary thing. So, hey, we have had all these things happen and we need to come back and ask for more staff to continue to handle technical support. But it's one of the stats that we use. The next one is devices supported. This is just client devices. So, computers that end users touch, our employees touch, not everything else that we touch on the back end, just because that would be about quadruple this number. Just not worth showing. Anyways -- but as this number continues to grow -- continues to grow it also is reflective, again, of our staffing levels and needs. It's also something that we tie into the budget. So, you will see on the next slide a little more detail. We show you additions to these two things. So, both devices and employees. Devices, because a -- first of all, hey, look that's important to us, because we are supporting more technology. It's impactful to our staffing and shows overall the city continues to grow, obviously. But also shows the budget. So, we have numbers in here that we report on a quarterly basis showing, hey, look, this was the cost of these new assets that we acquired and that's more of a heads up for you to know that's going to come up again. When we buy a piece of technology it's not a one-time purchase, it's not, hey, look, get it and forget it. It's -- it comes back again, because those items need to be refreshed on a regular basis. Typically for these devices you're going to see a five year replacement cycle per our computer replacement policy. So, just, again, more of a heads up. And, then, same goes for positions. As we continue to add new positions we continue to grow and, again, that's useful for budgeting purposes. So, the last thing, which is a recent addition that we -- we have been tracking for a number of years, but it's recently been added to the quarterly dashboard, is our customer satisfaction rating, which we are pretty proud of. You can see here we have a 99 to a hundred percent satisfaction rating and that has been over the last three years. We also track how many people -- or how Meridian City Council Meeting Agenda December 10, 2019 – Page 9 of 261 Meridian City Council Work Session November 26, 2019 Page 7 of 31 many of the responses -- requests that we actually send the survey out for actually responds and that's lower than I would like to see. It's at 15 percent. So, ten employees get something resolved and one out of -- 1.5 of those actually give us a response to say, yes, thanks, which, you know, it is what it is. We get feedback in multiple avenues. It's not just over the survey. So, we hear a lot of positive all the time, but we would definitely like to get that number up a little bit higher, too, a little bit more reflective statistic of the overall how we are doing. So, again, very happy with those numbers and overall I think if you talk to our customers you will find that they are pretty pleased with the service that we provide. So, that makes us happy. That's what we are here for. That is it. That's what we have on our quarterly dashboard and I guess with that I will stand for any questions. De Weerd: Thank you, Dave. Council, any feedback? Milam: Madam Mayor? De Weerd: Yes. Milam: I appreciate the report. I'm glad you added the last section on the customer satisfaction. I think that's important. Would like to see a higher number, but if you go back a few slides, it was like a jump in employees, like one quarter like jumped way up and, then, jumped way down. Did that -- Tiede: I can explain that. So, what happened here is we -- for many years we had tracked contractors -- De Weerd: He told them they were on their own. Tiede: Yeah. We were like, hey, sorry. I think -- dropped -- drew the wrong number. Sorry. No. We were tracking contractors as part of that number, because we do provide support to many city contractors as well and that also impacts our workload. But what we found is with many temporary or contracted employees it's a little harder to keep track of when they start and stop and so our numbers were skewed pretty bad, because of that, so we took them out of that mix and that's why you see the number jump from almost just over 550 down to just over 500 that one quarter and I believe when we sent that out back in 2018 that we actually said, hey, look, this is the reason for it, but it's been -- it's been a while. So, I appreciate the question. Milam: Thanks. De Weerd: Mr. Cavener. Cavener: Madam Mayor. Just a comment. Dave, again, I think you hear this every time. We appreciate so much the IT Department. It's such a linchpin for all the other departments and the service you provide to your internal customers and so they can go and do great things for our citizens. It's really great. The other piece that I just -- I want Meridian City Council Meeting Agenda December 10, 2019 – Page 10 of 261 Meridian City Council Work Session November 26, 2019 Page 8 of 31 to continue to commend you, that you have really created a culture of solution orientated responses. If one of our staff employees has a concern or needs a solution, sometimes it's off the shelf, sometimes you guys spend considerable time to develop something that is even more remarkable in house. Always being mindful for our taxpayers and making sure that the investment is right at the right time and I just think that's a culture you don't find in government very often and I just think it's something you guys need to be commended for doing that and reinforcing that culture year over year. Tiede: Thanks -- thank you, Council Member Cavener. I appreciate that. De Weerd: And I think sometimes you don't see it because they haven't earned the trust and respect and -- and our IT Department has, which allows a lot more of that to happen. Tiede: It does. De Weerd: Thank you, Dave. Borton: Madam Mayor? De Weerd: Oh. Mr. Borton. Borton: Just a couple of quick questions. On those early slides what's the difference between someone who calls you and a ticket? Do you get that many calls that don't generate tickets? Tiede: We do. And that's because it's follow up on a project that we are working on or going back and forth with the customer about an issue or whatever. So, the ticket count is, obviously, a lot less than the phone contact because of that. De Weerd: Or IT just tells you to turn off your computer and turn it back on again. Tiede: And, then, they call again and say, hey, it's still not fixed and we are like, well, did you try dancing around in a circle. That could help. Borton: And the satisfaction survey comes from those who -- who have a ticket? Tiede: Yes. Borton: Okay. Tiede: Yes. And, again, that's optional. People do not have -- they are not required to respond to that. Borton: But, Madam Mayor, one last -- maybe a suggestion to chew on to Luke's comment is we have talked about articulating the value of a lot of the in-house development, what you do, and the savings that we capture because we are not Meridian City Council Meeting Agenda December 10, 2019 – Page 11 of 261 Meridian City Council Work Session November 26, 2019 Page 9 of 31 outsourcing it, buying something off the shelf. So, that would be a nice figure to know down the road at some point. Tiede: Yeah. We are going to try to report that on at least an annual basis. I believe we included -- during our budget discussion I believe we included some of that information in our budget request just -- for a position, just because we figured, hey, look it aligns with what we are looking for and here are some of the value that provides, but because software projects can tend to go anywhere from three months to 18 months, it's not something that we feel super useful to report on on a quarterly basis. Borton: Makes sense. Tiede: So -- Cavener: Madam Mayor? De Weerd: And I think one thing that Dave didn't mention is they -- they went on, looked at corporations and what they are sharing with their boards to see what matters and -- and that's where they came up with a number of these, feeling that this -- this would be of interest. Mr. Cavener. Cavener: Thank you, Madam Mayor. Just to remind Council, too. And we talked a lot about this at the budget. So much of what we are going towards in software as a service. So, it's subscription models and so we often can capture maybe in a year and estimate of what you save. That gets compounded year over year over year and really long term savings and, Dave, to kind of dovetail on that, I appreciate that you really evaluate when it makes sense to use an off-the-shelf tool and when it makes sense to have you guys develop things in house and get that collaborative process with department directors, with the internal customers is really finding solutions that meet the needs of departments. I just think that's a really cool, really appropriate business model that your department should be proud of, that the city should be proud of. It's something I love when I go visit other city leaders talk about this team that you guys have and amazing accomplishments that you bring on an annual basis. So -- Tiede: Thank you. It's something that we take great pride in and it's really cool to be able to say, hey, look, we developed this product. It works for our customers a hundred percent. It makes their jobs easier and it was at a fraction of the cost of what we would have done if we had bought it off the shelf. So, that's pretty satisfying, so -- De Weerd: Okay. Thank you. Tiede: Thank you. C. Mayor' s Office: Key Performance Indicators De Weerd: Item 5-C is under the Mayor's Office. Meridian City Council Meeting Agenda December 10, 2019 – Page 12 of 261 Meridian City Council Work Session November 26, 2019 Page 10 of 31 Simison: Thank you, Madam Mayor, Members of the Council. So, I'm here to talk about the Mayor's Office KPIs and I think our KPIs are a little different than what you will see from most departments, because these are really based upon overall city goals and objectives that we work on in the Mayor's Office. So, with that, the five categories that we are looking at measuring are related to events, public engagement, communications, strategic planning, continuous improvement and innovation and programming. This really covers the Mayor's Office and other government, the employees that we have in our office and other government that -- things that they work on. So, with that I will just go right into and what -- these are all pulled -- these five areas are really areas of our strategic plan that we focus on in terms of the strategic objectives which are assigned to the Mayor's Office or other government, which is where the KPI is derived from and we probably realize that you have never seen a Mayor's Office KPI on -- on the dashboard and even with what I'm going to go over, I don't know how much sense it will make to -- to do that under the data we currently have and use, but I think the question mark will be is this adequate and where do we go from here or do we look at different data in order to provide that long term. So, the first one is related to events. So, this is pulled from the city strategic plan and we have an outcome based model for all these KPIs that we are looking at and so if you look at the city strategic plan we talk about our city sponsored events and from the last city survey we did we had a rating of 67 percent for our event satisfaction from the residents. So, what we did when we did the strategic plan is we reset that. Our goal was to be 75 percent at the 2020 survey. So, that -- that survey will be done this next summer. It's in the budget, it will be part of that and that's what you are going to see from all of these KPIs is we had a level that was a base, a benchmark from the last survey, we set a goal for this next survey. So, that's what we are working towards to see the outcomes of the things that we have done and implemented over the last three years citywide and in the Mayor's Office and if it moved the benchmark. What you will also see on here is some indicators that we can utilize moving forward, so we know -- especially if we are going to continue to do a city survey every three years, maybe we go to every two years, but even that time frame between that can be difficult. So, what else might we be able to look at in the -- in the meantime to set benchmarks on other indicators to maybe tell us how we think we are doing in those teams before we go out every two or three years for just the survey. So, whether that's looking at NextDoor polling, you know, asking the residents, you know, how to -- if you went to this event what did you think and getting that feedback from them. You know, social media, putting that stuff out and asking the community what did you think of this event. What was your overall satisfaction. And if we are not seeing that we are even tracking of what our goal is and what we would like to see in this city survey, then, we can ask ourselves why. So, the next one was on public engagement and this is one of the ones that I worked heavily on over the last several years and our goal was to increase satisfaction of public engagement from 61 to 65 percent. De Weerd: Robert, your slide changed. Simison: Oh. Sorry. Yes. Okay. So, again, this was -- this was the public engagement, how do we involve our citizens to help them feel empowered with our goal. Indicators on this could be NextDoor. Looking at -- looking at how many people are looking at videos Meridian City Council Meeting Agenda December 10, 2019 – Page 13 of 261 Meridian City Council Work Session November 26, 2019 Page 11 of 31 that we do of our events, you know, be after the fact. On the personal level -- and I'm just one person, I'm -- I don't put the value on how many people show up at each event necessarily, because typically when people are happy, they don't come out. When they are not happy that's when you typically will see more people show up to give their viewpoint and as I have told the Mayor for years, if you want a hundred people at an event I will get you a hundred people at the event, you're just not going to like the conversation that occurs at that event and that may not be what you want to talk about. So, for me it is looking at the -- the back end, what does that public engagement look like. Did they feel like they were valued? Did they feel like they were heard? So, that's the -- that's the outcome that we will have is trying to go towards that 65 percent. So, in communications, this, too, in -- in the last system survey was at 69 percent with a goal of reaching towards 75 percent towards our satisfaction and this -- our indicators that we are looking at and some of these still have to be evaluated further, but, you know, looking at when we do pay for a post, what's our ROI on that? Do we feel like we got a better value from that, either in terms of people showing up, people being involved or engaged in that. What our top posts are. Talking to Shandy, yes, we were joking, if we put a cute cat in every video, you know, we -- our numbers would go through the roof. De Weerd: Boomerang. Simison: Yes. Boomerang cats and there you go. But what are the topics that people feel most engaged about, you know, and what we have heard so far is recycling. Recycling and trash is one of the biggest posts that we have on those topics. So, does that mean we only stay focused on that? No. But at least it gives us an idea about where the conversation is occurring and what might drive people to future conversations, so that they can feel a part of that comment. Of course we can look to, you know, our interaction on NextDoor, how many people participate in our posts or our polling that feel like are they also being heard and -- from that standpoint. So, strategic planning, you know, this -- this has, obviously, been -- so, you have heard about this one before. You get regular updates. This is one that does show up in your packets about where we are in terms of percentage of strategic objectives or tactics completed from that standpoint. So, we will continue to provide that information. Continuous improvement and innovation. So, this one is -- you know, Vince, you know, was trying to figure out how -- how do you show the value and get feedback from residents in terms at the 90,000 foot level and, you know, looking at if we can improve our overall satisfaction -- satisfaction of services, perhaps that has a direct correlation to improvements that we make in that process, whether process improvements or just overall program improvements. So, we are looking at raising that from 76 to 84 percent as our end goal for continuous improvement and you can see some of the indicators that we would look at in terms of numbers of processes. You know, this is just an -- an example, but we may want to look at not just numbers of processes, but number of programs that actually had process improvements or we will get the ones that have the direct -- you know, that touch those people and what processes were improved in those areas, whether it's patrol -- police patrol or -- or fire education programs, those -- along those lines. But that's the -- from that perspective. And, then, programming. This is an area where we don't -- where we have not yet set KPIs and -- but we are -- we are starting to look at that and I think that has -- having Dave Miles on Meridian City Council Meeting Agenda December 10, 2019 – Page 14 of 261 Meridian City Council Work Session November 26, 2019 Page 12 of 31 the board will really help us look at our programming, what do the KPIs look like in our programming area. Some of the things that we have talked about are looking -- you know, looking at, you know, survey programming, but MYAC is a great example. Year over year return participants in MYAC, you know, how do we gauge the value of someone that comes in as a freshman and they continue through four years, that will help maybe give us an indication about the value of that to the people who are doing it or something else. How many -- how many people from MYAC end up becoming a youth commissioner, you know, from that. So, we -- we are going to look at what type of KPIs can show that what we are trying to do in terms of providing leadership in MYAC, how that translates or correlates throughout that process. So, we will be working more on our programming elements, KPIs. And as I -- as I noted -- I'm going to end here with just a basic comment. We are doing a new city survey during this next year where we will update these. We will also be working on a new strategic plan during this next year, which will help set new overall goals, objectives, strategic elements and probably KPIs for the Mayor's Office if we stay at this 90,000 foot level, but I think when we do that, so that we can remain relevant and not create stagnant information, we will want to set up whatever goals and objectives that can be ongoing measured and it may be as simple as doing a quarterly NextDoor poll on things and that may be what sets our goal or could be something else. So, while this is our first attempt in the Mayor's Office, we at least want to put some stuff out there for you guys to look at and I would love to get any feedback on things that you think you would like to see or things missing, whether that's today or as we move forward. And with that I will stand for any questions. De Weerd: Council, any questions? Bernt: Madam Mayor? De Weerd: Mr. Bernt. Bernt: No questions. More -- more of a comment. Well done, Robert. Mayor elect citizen. I -- I, honestly, think -- I was -- I was pretty surprised with the numbers with public engagement and communicate -- I thought they would have been higher, because I think you guys do a phenomenal job with how you communicate with the community. In fact, I think you guys do such an effective job of communicating with the -- with the -- with our residents that it almost -- I almost think that -- that going forward with -- at least with me that would be something that I look at more, as opposed to like creating more ordinances that just -- you know, that can bog down our system, to be honest with you. I think you guys -- time after time, whether it's recycling situation or anything else, you guys have really hit the nail on the head with reaching out to as many people as possible. Good job on that. Simison: Madam Mayor, Councilman Bernt, if I could just -- just so you are aware, you probably haven't seen the 2017 survey results in comparison to other communities. We are off the chart in our numbers. Most communities are in the 30s for services, all the way across the board. So, the fact that we are up in the 80s and 90s in some individual departments with what they get, as well as these other things, we are already at a really Meridian City Council Meeting Agenda December 10, 2019 – Page 15 of 261 Meridian City Council Work Session November 26, 2019 Page 13 of 31 high level in comparison to other communities and we -- you know, I moved the bar on these six to seven percentage points, you know, hoping that what we would do was -- was see that type of increase, but it's -- it's phenomenal the survey results that we get when you compare them to other communities in Idaho and throughout the northwest. Bernt: Madam Mayor, follow up. That doesn't surprise me, honestly. It's really amazing what your Mayor's Office and your team has done to -- to really hone in on that. You're doing a great, great job. My neighbors have talked to me about it. Simison: Thank you. Bernt: Great job. De Weerd: Okay. Any other comments? Questions? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: This may be more of a 90,000 foot view question for you, Robert, or you, Madam Mayor. This data that you share with us is beneficial. It's good for us to know. I assume it's being brought before Council because you are looking for some feedback and so as we do these over the next set of weeks, what is that feedback that you're looking to gain from City Council? De Weerd: We are looking for feedback on -- in terms of those quarterly reports on information that is helpful for you as you're out in the community and you're getting questions, there are elements of what citizens would want to know that -- that you, then, have the answers to. These are not all the -- the operational KPIs, but these are the outward facing and -- that shows that we are working in those focus areas as part of our strategic plan and these are probably more frequently asked questions that you get from citizens. And since we don't know what all the questions you are asked, these have -- most of them are showed up on the quarterly report, but some of them might be new, some of them might be modified saying here is what we believe you would like to know, but you tell us is this too much information? Is it not enough? If it's not enough what do you want to be able to answer. Okay. Thank you, Robert. Simison: Thank you. D. Public Works: Budget Amendment in the Amount of $900, 000 for Well 17 Water Treatment [Action Item ] De Weerd: Okay. Item 5-D. Does D go before D-1? I assume. I just wanted to verify that. D. Public Works. Our budget amendment and we have Warren here to talk with us about that. Meridian City Council Meeting Agenda December 10, 2019 – Page 16 of 261 Meridian City Council Work Session November 26, 2019 Page 14 of 31 Stewart: Madam Mayor, Members of the Council, we have a budget amendment for you to consider tonight -- if I can get all these things organized here. This first budget amendment is for Well 17. As you all know, iron and manganese in our water system has been a matter of concern for a while now. It causes some taste and odor and also discoloration of the water. We have been doing a lot of work over the past few years to address that. We have put in several treatment facilities and have a flushing program that has greatly mitigated these issues throughout the city and the complaints and so forth for that have continued to drop. However, recently it -- well, let me start out by saying that manganese itself, that's the thing we are going to talk a little bit about tonight, is not a regulated contaminant, it's a secondary contaminant by the EPA is not a threshold or a limit that's set for that. But recently the Idaho Department of -- DEQ has issued a health advisory for manganese and it basically has suggested that there might be some issues for infants under the age of six months if they have too much manganese in the formula or whatever they drink. So, we have just recently done a series of tests on all of our wells to determine what constituents we have and what levels they are and one of our wells, Well 17, has manganese levels that are approaching the limits that they suggest are unhealthy for these infants. It doesn't exceed that threshold, but it is close. We had already planned in 2022, I believe, to put a treatment facility on Well 17. So, what this budget amendment does is it moves that up. We are, essentially, suggesting that we move up that treatment facility from -- from 2022 to this year, start that process this year, to design and construct a treatment facility at Well 17, so that we don't run the risk of having a well that exceeds that threshold. This -- excuse me. This is going to be offset by the fact that we had last year completed a test well for Well 33, which was going to be a new well for the city, and in doing those tests wells we did a lot of sampling of the various water quality at the different aquifers and found that there really wasn't a good source of water at that location. So, we didn't feel it was prudent to move ahead and build the production well and the pumping facilities at this time for Well 33 and also by moving 17 up we -- this allows us to delay or postpone some work on a different treatment facility that we were going to do at Well 23. So, you should see in the memo that you have that the costs are pretty well offsetting in the long term plan, but really this is about -- this budget amendment is about approving the money that we need to start the design and construction for an iron and manganese filter at Well 17 and with that I will stand for any questions. De Weerd: Thank you, Warren. Questions from Council? Mr. Bernt. Bernt: Just one question. Thank you, Madam Mayor. So -- so, to start out, the construction and -- and the design review for this project, what's the ultimate cost going to be? Or is that -- there was 700,000 in total? Stewart: Well, I think the enhancement for this particular one is -- if I remember right is 900,000. Bernt: Oh, 900,000. Meridian City Council Meeting Agenda December 10, 2019 – Page 17 of 261 Meridian City Council Work Session November 26, 2019 Page 15 of 31 Stewart: That's first year. That's 2020. So, what that will get us is the design and the purchase of the equipment. We actually have to procure -- go out with an RFP and -- and procure the filtration package itself and, then, once that filtration package has been selected, then, they build the building and all the other facilities around that particular treatment package. So, this year will be the design work and the pilot testing and the procurement of the actual treatment package and the next year they will build the building and finish out the project. De Weerd: This is a two year project and just getting the equipment itself is around nine months and so you need to order it well in advance. Stewart: That's correct. De Weerd: Well in advance. Any other questions? Okay. We will ask for action on the budget amendment and if you want any further discussion on the task -- task order. Mrs. Little Roberts. Little Roberts: Madam Mayor, I move that we approve the budget amendment for 900,000 for Well 17 treatment. Can I go ahead and include the design for 283,786, not to exceed that amount? De Weerd: If we can have two separate motions that would be awesome. Little Roberts: Okay. So, I will amend that to move that we approve the 900,000 for Well 17 treatment. Milam: Second. De Weerd: I have a motion and a second to approve Item 5-D. Any discussion? Mr. Clerk. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. D(1). Approval of Task Order 11081. a - Well 17 Water Treatment Facility Design to Mountain Waterworks for the Not-to-Exceed amount of $283, 786. 00 [ Action Item] De Weerd: Item D-1 is regarding the task order. Is there any additional information on that? Okay. Mrs. Little Roberts. Meridian City Council Meeting Agenda December 10, 2019 – Page 18 of 261 Meridian City Council Work Session November 26, 2019 Page 16 of 31 Little Roberts: Madam Mayor, I move that we approve our design to Mountain Works for not to exceed -- excuse me -- for Well 17 for a not to exceed 283,786 dollars. Milam: Second. De Weerd: I have a motion and a second to approve Item 5-D-1. Mr. Clerk. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. E. Public Works: Budget Amendment in the Amount of $423,375 for Streetlight Installation for the Chinden Costco STAR Project [Action Item] De Weerd: Thank you, Warren. And I assume that you are Item 5-E as well and talking streetlights. Stewart: Thank you, Madam Mayor, Members of the Council. Again, this is a budget amendment to add the street lighting to the Chinden Boulevard improvements that the Costco facility -- or the Costco construction is going to facilitate. As you may recall, we have had some discussion about this. They were originally included, then, they were removed and if we wanted them back in this was something that the city was going to have to pay for. We have got the change order or cost or the cost to add that back into the project. It was a little higher than we had anticipated or had hoped, to be honest with you, but we did take a look at this and try to do some assessment to determine whether or not if we went out and did this on our own separately after the project was complete and put these lights in later, whether we would save any money and, honestly, there are efficiencies with putting it in with the project and the bidding environment right now is not that great, to be honest with you, just from the standpoint there are is a lot of work and we are having a hard time getting good bids from -- on some of our other projects. So, we don't necessarily believe that we are going to get a better price. So, our recommendation is to go ahead and move forward with the price that we have been given. Move forward with this budget amendment and include the lights in the work with the rest of the project and just get it done and it will be done, the lights will be in when the rest of the facility is completed. And with that I will stand for any questions. The next item -- maybe I can address that now, is just the amendment of the agreement that we had originally signed with them, the amendment to this agreement to include the streetlights in the project. And I will stand for questions. De Weerd: Thank you, Warren. Council, any questions? Cavener: Madam Mayor? Meridian City Council Meeting Agenda December 10, 2019 – Page 19 of 261 Meridian City Council Work Session November 26, 2019 Page 17 of 31 De Weerd: Mr. Cavener. Cavener: Warren, you will have to forgive me, I know this has kind of been a bouncing ball and you and your team have been working diligently on this. But the end of the day the agreement was either Costco or the state to pay for the lights. The city's got to pay for the infrastructure. Is that accurate? Stewart: Madam Mayor, Members of Council, Councilman Cavener, the -- the state did agree to pay for the conduit and the junction boxes, but the wiring and the poles and the lights themselves, they were not willing to pay for under the STARS agreement and so if we wanted them in it was going to be the city's responsibility to include them in the project. Cavener: Madam Mayor, follow up. De Weerd: Uh-huh. Cavener: So, Warren, our agreement was with Costco, not with the state. Stewart: That is correct. Cavener: Okay. De Weerd: Costco is doing the work. Cavener: Madam Mayor. But we are -- City of Meridian is still paying them for the lights. I guess, Madam Mayor, to -- this kind of leads to my question. Where are the dollars for the lights coming from? Is that a -- is that an Enterprise expense or is that a General Fund expense? Stewart: So, Madam Mayor, Members of the Council, that will be a General Fund expense. There are -- there is a certain percentage of that, about 88,000 dollars, that we have collected from developments that have taken place on Chinden Boulevard that haven't installed the lights, but have put money up for the lights. So, there is about 88,000 dollars in funding that's included in this -- overall there is 400,023 dollars. So, the actual money that will be coming from the General Fund -- new money that will be coming from the General Fund will be that, less the 88,000. But the, you know, 300 and some odd thousand dollars is going to come out of the General Fund and that's what we had talked about previously. Little Roberts: Madam Mayor? De Weerd: Mrs. Little Roberts. Little Roberts: Madam Mayor, if I may. Warren, I think -- didn't the confusion that Councilman Cavener is referring to have something to do with the state saying what was Meridian City Council Meeting Agenda December 10, 2019 – Page 20 of 261 Meridian City Council Work Session November 26, 2019 Page 18 of 31 deemed as not necessary regarding safety and the lighting wasn't necessary, but we determined that it was? Stewart: Yeah. Yes, Madam Mayor, Members of the Council. There was -- our -- our policy -- city policy would require that this roadway be lit. AC -- or not ACHD -- ITD policy requires that the intersections be lit. They don't -- they don't -- yeah. There -- there is -- there is a lot of gray area there and they -- their interpretation of the rules and the regulations was that this would not be required and we said, well, it's required for us and Costco -- we are requiring Costco to put the lights along their frontage, because that's in our DA that they have to do that and they are going to do that at their expense. But the rest of the lights that are along the improvement -- this project was assigned by ITD to Costco to be constructed. ITD was originally going to do the project, but they weren't going to do it as fast as Costco wanted, so they assigned it to Costco and said you guys can build it for us and that's why that we had the agreement with Costco, instead of with ITD. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I scared myself. Warren, wasn't there also, though, future development that will reimburse some of these funds further down? De Weerd: Yes. We have already collected around 80,000 -- Milam: Eighty-eight already -- Stewart: Eighty-eight. Milam: -- but for future development. Stewart: Madam Mayor, Council Member Milam -- Milam: Or is that -- Stewart: -- yes, that's correct. So, for undeveloped parcels along this corridor, this two mile corridor, when they come in we will assess them similar to what we did those that have already developed. Whatever the cost provide is that we are going to pay for here, we will assess them to reimburse us for those along their frontage. Milam: And that will go back to the General Fund? Stewart: Correct. Milam: Madam Mayor. So, just to clarify. So, up until now they have been putting it -- it's been going into the Enterprise Fund? Meridian City Council Meeting Agenda December 10, 2019 – Page 21 of 261 Meridian City Council Work Session November 26, 2019 Page 19 of 31 Stewart: No. Milam: Oh, it is from the General Fund, the 88,000 that we have? Okay. Just seemed a little commingled there for a second. My miss -- Stewart: Didn't mean to insinuate that. It's in its own -- you know, there is a -- there is an account for that funding. Milam: Madam Mayor? Just one last -- so, based on the number of lights and the future development, how much of this will be reimbursed? Or will it all be covered at the end of the day? Steward: Madam Mayor, Members of Council, it could be, but that depends on, you know -- obviously, some of these parcels -- I don't know whether they will all develop, whether some of them will stay undeveloped and how long that will occur. So, I think it's theoretically possible that they would all be reimbursed at some point. Bernt: Madam Mayor? De Weerd: Mr. Bernt. Bernt: I mean I think we are sort of in the position we -- we have to do this. I will be voting yes, plugging my nose at the same time. I don't think it's right that -- that the state put us in this position at the last minute. I think it was the 11th hour they let us know that, you know, they wouldn't be reimbursing Costco for this and -- and that's where this whole confusion stemmed from. So, another example of our great state leaders putting the burden back in our -- in our -- in our lap, so -- thank you so very much. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I think when it comes to all the money that the city does spend from shade structures to clown camp, there is an appropriate government expense and I think that the -- the amazing work that we do with the street lighting program is definitely a worthwhile investment for our citizens. So, I will be voting for it happily, spelling every bit of it along the way without holding my nose. In fact, with that I would like to make the motion. I move that we approve the budget amendment in the amount of 423,375 dollars for the streetlight installation on Chinden. Little Roberts: Second. De Weerd: I have a motion and a second. Any discussion? Bernt: Madam Mayor? Meridian City Council Meeting Agenda December 10, 2019 – Page 22 of 261 Meridian City Council Work Session November 26, 2019 Page 20 of 31 De Weerd: Mr. Bernt. Bernt: I think that's what we call putting lipstick on a pig. De Weerd: No. Public safety and the lighting standards is a big responsibility. Yes, the road building authority did not fund it, it is our mandate, it's our role and -- and so we need to ensure it's there. Bernt: I agree. De Weerd: Any further discussion? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: I think, Warren, the county got put in front of the firing line a little bit tonight and I think my -- my frustration is not with you and not with the state or with Costco, I mean we all take ownership and I feel like we as a city made a commitment to our citizens that the infrastructure needed -- for the Costco development to go in it was going to be paid by the growth and the development. I think that your answers are sufficient to lead me to believe that future development will reimburse the taxpayers. So, I'm -- I'm supportive as well. Appreciate you kind of helping us get all up to speed on this tonight. De Weerd: You know, I will just preface it as future development might. This -- this is not for granted and I will tell you what, the developments are going along that corridor and not creating the trips and those trips are traveling through our city. We want them to travel through our city safely and so it is a responsibility of all. If you don't close the gap on that because there is a lot of development that is already there, you have collected -- but we didn't collect to the amount that this is anticipated per light. So, it is something that I think Mr. Palmer communicated, this is -- this is a critical role for the city and if we are not fully reimbursed for those costs, it is a cost of -- of what we need to provide in providing public safety. So, if there is nothing further, Mr. Clerk. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. MOTION CARRIED: ALL AYES. De Weerd: Thank you. And thank you for you and your team. This has been one of those long, drawn out conversations and -- and you put a lot of work into it. The Police Department stepped up as well in -- in giving us an idea of -- of crash rates out in the area and why these continue to be so important. So, thank you for what you have done and continue to do to make sure that corridor is a safe corridor. Stewart: Thank you. Thank you all. Meridian City Council Meeting Agenda December 10, 2019 – Page 23 of 261 Meridian City Council Work Session November 26, 2019 Page 21 of 31 F. Public Works: Second Addendum to City Utilities Reimbursement Agreement between the City of Meridian, Costco Wholesale Corporation and Ada County Highway District [Action Item ] De Weerd: Okay. So, that was on the budget amendment. The next item, Item 5-F, is regarding the second amendment and that is the agreement with Costco. I don't think we need any further -- Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I move that we approve Item 5-F, the second addendum to the city utilities reimbursement agreement between the city and Costco. Little Roberts: Second. De Weerd: I have a motion and a second. Any discussion? Mr. Clerk, will you call roll. Roll call: Borton, yea; Milam, yea; Cavener, yea; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. MOTION CARRIED: ALL AYES. G. Community Development: Shared Vehicles - Review Draft Request for Proposals, Agreement Terms, and Timeline [Action Item] De Weerd: Item 5-G is under our Community Development Department. Shared vehicles. Caleb? Favorite topic. Hood: Madam Mayor, Members of the Council, shared vehicles, aka e-scooters. So, three weeks ago I was here kind of getting some direction from the Council reporting some numbers from Bird, who is our current service provider for shared vehicles. I got a little bit of direction from the Council -- really had two things on my to do list. One was to contact Bird, again, who currently has the agreement with the city to provide our shared vehicle service and understand from them some of the efforts that they are making or have been trying to make to deploy scooters that are consistent with the contract and, then, two, got some direction to move forward with an RFP for 2020. So, I'm here to report back on -- on those two items. So, I did talk to Arthur, with -- with Bird Rides. That current agreement ends the end of this year, by the way, 12/31/19, in case that wasn't -- wasn't clear and just kind of asked him again what -- you know, what's going on, you're deploying roughly half of what we kind of anticipated you would put out as the minimum. Meridian City Council Meeting Agenda December 10, 2019 – Page 24 of 261 Meridian City Council Work Session November 26, 2019 Page 22 of 31 Do we need to amend the contract? Maybe just -- maybe I will start there, since I mentioned it. Their interpretation of the contract -- and if you read it it says at initial deployment they will have a hundred, not ongoing they will have a hundred every day. So, as we get into the draft RFP and draft contract that you -- that you have in your packet, we have cleared that up to clarify that that's an ongoing daily expectation for this, not just on day one you have that certain amount. So, I do not have before you today an amendment to the contract because they don't believe they are in violation and, again, at this point with five weeks left in the year it's not worth arguing about my opinion. So, we are going to -- we are letting that go. But, really, he said the main reason some of the effort that they haven't been making is largely because of The Village. He said without The Village the program in Meridian really isn't very viable. That's the destination, if you will, in Meridian. So, he -- they are not seeing the ridership they would have hoped for, because they haven't been able to negotiate something to allow e-scooters on the premise at The Village. So, that was -- that was a lot of our conversation. He said that coupled with the fee structure -- and he didn't say it was, you know, crazy, but is like without The Village we aren't going to pay 25,000 dollars next year because of the ridership numbers you're seeing. So, something's got to give there, right? Either less -- you know, lessen your fee or you get The Village if you really want us to be interested in that. He didn't say they wouldn't put in -- respond to a proposal, but they are on the fence on if they do. Kind of depending. So, that's kind of the update I have for you with our current contractor regarding that and, then, the second part of that, again, was to get ready to proceed with letting the RFP for the next contract year. So, Keith Watts -- thanks to Keith he's been -- played a large role in kind of updating this for what you have in your packets tonight and Emily Kane and Legal as well. So, what you see in the packet -- and I'm going to run through that with you here real quickly, which we -- I don't think it will take a ton of time, but the -- the sample contracts -- so, it's really kind of two pieces. It's the RFP and, then, attached to that is a contract -- a sample contract. The sample contract is largely what we use now, but it is a sample; right? We have got to negotiate with whoever responds and there could be some tweaks, so I don't want this to be taken as this is the contract, because there could be some negotiation back and forth. So, I think with that I'm going to just -- just jump in and kind of just go in order of the pages. So, I'm going to start on page three of the draft RFP, that's kind of the first -- the first thing to call out is it's clear now that this is a non-exclusive franchise agreement. The real question for your touch point for you is up to two. We talked about that. You could potentially get three or four or more. Two seems to be at least for the next year and we will talk about even the term here in a second, manageable and -- and appropriate and it says -- so, it says up to two non-exclusive franchise agreements. So, that's the first kind of, again, touch point, if we want to change that, if we don't want to put a cap on it, and if we are not interested in just having one and we say two or more -- I mean there is all kinds of different ways you could word this, but that's how it currently is -- may offer up to two non-exclusive franchise agreements. And we can come back to that, too, if you want to read and have more thoughts. The other thing also on page three that I would just call to your attention is that non-refundable franchise fee that's due annually. It's 25 -- 25,000 dollars currently. We have prorated that and I will talk about kind of the timing of this program here in another couple of pages, but we anticipate -- and, again, assuming a thumbs up tonight to get -- to move forward with the timeline that we have -- we have got in here by March Meridian City Council Meeting Agenda December 10, 2019 – Page 25 of 261 Meridian City Council Work Session November 26, 2019 Page 23 of 31 1st having the contract and, then, able to deploy by March 1 of 2020. So, that 25,000 dollars has been prorated for year one in the contract and that, then, ties into -- this is a newer thought, but having a three year term. So, that is on page -- so, it's on page three, but it's also on page 17 in a little more definition. So, page 17 of the -- that covers the franchise fee and -- let's see, how does it read? That that's due on the first of every month. So, that's in C on page 17 and the term is page 15. So, again, right now it's -- and the draft would be -- the sample agreement would be -- expires on 11:59 p.m. on December 31st, 2022. So, a three year term. So, I don't know if there is any -- any comments on that. Keith may be a better one to kind of walk you through that. That was something that he recommended we do with each of the vendors, again, up to two. Rather than doing an RFP every year, it could be renewable for that three year term. De Weerd: Keith, did you have a comment? Watts: Well, one of the things -- when Caleb was going through trying to point these things out, just to clarify a little bit, in the RFP we -- we have two sections, like you said. We have the RFP, which is instructing people how to propose, but all the terms and conditions of the resulting contract will be in that agreement. So, all of our terms and conditions are in the second phase in the contract. So, the fee structure, the -- when they -- when they make their payments, the term, all of that will be in the contract itself -- in the sample contract. Hood: Yeah. So, Madam Mayor, just to say that another way, we have combined those things; right? So, page 13 -- one to 13 is sort of the RFP and the questionnaire and all that and, then, page 14 through 30 would be an example of what that contract should -- could look like -- should look like. It will roughly be those terms. So, then, just to keep going, then, on page ten -- and, again, this would be the RFP section, then, is that proposed schedule. So, again, assuming there is no major changes to what -- you know, kind of where this is headed, we are looking at mid December, December 13th, to issue the RFP; January 10th would be the deadline for submission. January 24th we would have a selection panel that would review, score, and select up to two vendors. Just a couple of business days later we would notify those -- those respondents of how they did there and, then, February 10th begin negotiations with hoping to wrap that up by February 18th again and that gives us a couple of weeks for them to prepare to deploy and, again, deploy on or by the first of March. So, that's kind of the schedule that we have -- we have drafted. It gives -- gives the RFP on the street for enough time to score, to negotiate, to launch. I think the next thing I have highlighted is on page 13. So, again, we are still -- we are on the -- we are not in the contract part of this or the agreement part of this, but it would potentially end up as a term in the -- in the contract and this has to do with an age limitation. I will just let you know as one of the scoring committee members last year, this was a big deal for those that were there. Not necessarily city staff, but for the downtown reps, the entertainment folks that were there, the youth commissioner that was there, having the ability to verify users was big technology, like -- I don't remember how everybody scored it, but that was one of the key things and the responses was do you have the tech that you can verify that the user is of age or licensed or whatever. So, I guess my question -- or our question to you is should we disclose that early on in this? Meridian City Council Meeting Agenda December 10, 2019 – Page 26 of 261 Meridian City Council Work Session November 26, 2019 Page 24 of 31 Don't waste your time if you can't, because it's going to be such a key component to this or is it just another factor that factors in this new scoring committee, they can decide how important of a factor that is. I don't want it to get so far along that -- I will just quickly -- a quick aside. I think some of the reasons that I mentioned a few weeks ago -- we haven't had a whole lot of complaints -- 15 or so for the entire life of the program, is I believe a lot of it -- that there is a restriction on minors or unlicensed riders. I haven't gotten any complaints that -- you know, that there is a nine year old riding this thing and buzzing me in the -- you know, park or whatever. So, not to say that we -- we have to do that again, but that -- that -- maybe we could attribute some of the -- and I am not going to call this a successful program, but limiting some of the complaints is that you have to be a licensed driver by Bird. So, we could potentially make that part of the eligibility questionnaire and put in there can you restrict riders to being licensed, 16, 18, whatever we want that to be. Is that -- is there -- is there want to do that in the questionnaire in the RFP section, not just in the scoring section of that. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: It's -- Bird doesn't really have a way to make sure that the rider is of age. The person who is paying for it has to be of age and I don't remember what it says in their contract that you're not going to let -- does it say you're not going to allow somebody else -- I paid for it just to try it -- just to try it out, rode a minute, gave it to my daughter and, then, she rode it around and she's 22. My son is 11. He wanted to ride it and I didn't let him, but I easily could have next time, because I still have some balance. But -- so, I guess just be careful with the wording, because they do not have a way -- that's the point -- of making sure that the rider is a licensed driver. Hood: Right. The tech isn't there where they do a thumbprint or an eye scan to verify that you are -- Milam: So, I think putting that in an RFP might kind of give that impression that there really is that -- that technology and we don't have that now, so we just need to be careful with the -- with the verbiage on that is my opinion. Watts: Madam Mayor, Council Woman Milam, what Caleb is getting after -- and the basis for this is if we are going to utilize that information as part of our evaluation criteria, which is what happened last year, it really should be in the RFP. Now, how we word it -- we can work on how we word it to where we are not asking for something that isn't currently available, but if they are going to be evaluated on some method of trying to -- to keep underage riders off of them, we need to include that in the request and in the evaluation criteria itself. Milam: Madam Mayor? De Weerd: Mrs. Milam. Meridian City Council Meeting Agenda December 10, 2019 – Page 27 of 261 Meridian City Council Work Session November 26, 2019 Page 25 of 31 Milam: Keith, I don't have a problem with that. All I'm saying is be careful how you word it as we do not have that -- what he just said is not what we have right now, because they cannot guarantee that the rider is going to be licensed. Bird's technology can't do that, so -- I just don't want to make the competition unfair either. De Weerd: Any other comments from Council? Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: A comment first and, then, maybe a question for Caleb. Comment, just answering your question about a three year term, I don't think that's something I'm super excited about. I think we are still learning a lot about this technology and its longevity and I worry about committing to some type of a three year program this early in the stages. My question is about the fee, the 25,000 dollars. I think when that number was developed it was designed to capture the cost of staff time to administer and run the program and I'm just curious -- again, I don't know -- kind of stretching this out there to the administrative side. Is that dollar amount too high, too low? We don't know. We -- it's hard, because we got one, versus two -- I mean help me -- help me understand if that dollar amount that we have decided upon is appropriate. Hood: Yeah. Madam Mayor, Councilman Cavener, so we did track that database I mentioned last time when we get a complaint how much time we spent with that. I don't have it in front of me, but it was only like two hours. That said, we have spent a whole lot of time behind the scenes on developing contracts and administering, answering questions, setting up websites, you know, all kinds of -- and I don't -- I'm one; right? And we don't ask others to track exactly how much time they are spending. Kind of to your point about in year two and three and four, I hope to see the amount -- you know, this sort of just runs itself, you know, and we deal with complaints every so often and so maybe the 25,000 dollars is too much, you know. We had a smaller window and we prorated it last year. We spent -- I would say we spent more on resources getting this up off the ground and running last year and even prepping for this next year with Emily and Keith and we were invested in talking with Parks and how they are doing and -- so, we aren't -- to answer your question, I don't -- I can't -- we aren't accounting for it every minute we spend fully loaded, here is what it costs us to do this. I would say 25 -- I would roll with 25 for another year and we can come back and say, yeah, this thing practically runs itself, let's cut the fee in half or, man, it really has blown up and we are spending clerk and mine and Parks and everybody's, you know, messing with this all the time. Right now I don't know how we would justify a change I guess is my -- so, I would say let's get a little more data, that was kind of last time. Let's get a little more data, let's understand a little bit better and, then, maybe see if that's enough, too much, or what? Watts: One thing to add -- or a couple things. We definitely don't have enough information for the short time that we actually ran this to actually give you that information so you know what it would take, but another thing to take into consideration is kind of throwing a Meridian City Council Meeting Agenda December 10, 2019 – Page 28 of 261 Meridian City Council Work Session November 26, 2019 Page 26 of 31 monkey wrench into things, if you're anticipating or considering awarding to two vendors and 25,000 dollars was too much for one vendor, there is no way that you're going to get two vendors to give you 25 for half the ones that they got last year. So, I mean that -- that's a -- that's a real thing to consider. If -- if one vendor couldn't make it for that I don't know how you would split their rider share into two and make it feasible. If we are going to go through the motion, I would like to make it worthwhile. You know, I don't think we should ask for something that we probably aren't going to have any chance of getting. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: To follow up on that, I know we have talked about this a number of months ago. I inquired about -- even if we -- City of Meridian should be in the scooter business or if it is appropriate for our public transit authority to operate that, I'm just curious, Keith or Caleb, did the team have any further conversations on that or is the feeling, hey, because we have developed this program let's run it or has there been any consideration about maybe turning it over to another agency that are more equipped to handle public transit opportunities. Watts: I think the city staff that discussed this question whether it was even feasible, we think -- you know, our -- our thought was that's probably part of the reason Bird didn't fully integrate, because it's not feasible for them. They even stated as much to Caleb, that it's -- you know, it's not something that's justified through any business model just because, you know, the cost outweighs their possible earnings from the program. Hood: And maybe just to piggyback a little better answer to your question, I have not had conversations with VRT, for example, about them -- you know, as this program grows, as a bus service grows, I could see, again, down the road potentially that making some sense right now with the level of bus service we have and this service, it really -- it doesn't -- it doesn't seem like a nice marriage. There really isn't a reason to have those conversations. So, again, just quite frankly, no, I haven't explored that. I will let you know, though, I have had conversations with third-party companies that say, hey, we are interested in this data and we can help you grow this program if you charge them a per ride fee and you get a piece of that, we can help. So, there is companies out there, right, that will help kind of grow this system and they get paid based on a per ride, because the city gets paid on a per ride. So, there is a third-party vendor that takes the data, analyzes it, figures out where you can -- you know, how you can improve the system. With our fee model -- I kind of mentioned this before and I don't mean to say that us -- but our fee structure is a flat fee. It's set. Whether one ride is made or 100,000 rides are made, the city gets paid the same. So, what do we care? And I'm not saying that like what do we care, but just there really isn't an incentive to hire, then, a third party to say let's make this a successful program. So, unless we change our fee structure, no one's really interested in it, besides the vendor themselves, because they get paid per ride. There really isn't an incentive and I'm not advocating necessarily to go to a per ride fee structure, but if you were, that's sort of when we, then, buy in more to the program as staff and say, yeah, let's Meridian City Council Meeting Agenda December 10, 2019 – Page 29 of 261 Meridian City Council Work Session November 26, 2019 Page 27 of 31 make this successful, because now there is some incentive, if you will, not just for the general good of the community, but also bottom line. There is -- there is an incentive there, so -- De Weerd: But I think regardless of that charge, they weren't getting usage and so therein lies the bottom line question is can you make a program work at this point? Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I -- I -- this whole thing is hilarious. I think it was Ronald Reagan that said if it -- when talking about kind of the left side of the political spectrum -- that if it moves tax it, if it keeps moving regulate if, it stops moving subsidize it. We had a rollout, completely privately ran, and they described it as one of their best rollouts ever in the excitement, the usage and we shut them down. Said, wait, it moves, so let's tax it and regulate it and now we have taxed it and regulated it nearly to its death and now we are talking about, oh, well, maybe we can help you get in here with a third party, we will just take a little bit more from you and there is a potential opportunity for us to help you build a successful program, but I'm glad it sounds like you're not advocating for that, just mentioning that -- that there is people out there that are willing to do that. But, instead, we are talking about still even considering 25,000. As I remember it this was all something that we did ourselves, that we were -- we wanted to take this on and regulate this thing and so the 25,000, as I remember it -- correct me if I'm wrong -- but it was completely there to mitigate the costs that we -- that some anticipated were going to come because of problems and we have had 15 complaints and two hours spent, that is a fantastic return on investment. Two hours of time for 25,000 dollars. So, to -- either we are willing to take this on and deal with the contracts and everything and -- and as a service to those that are paying taxes and making sure that it doesn't become a burden on them we are not and we are going to consider the 25,000 as -- as helping pay for all this and even, then, it's still way too much. So, I -- I'm going away. No doubt government will continue to screw it up, but my last parting words is, hey, I was right. If it's going to be successful it needs to not have us involved in it. De Weerd: So easy to say when you have 20/20 hindsight. So, hindsight is awesome. Well, I think the -- the choice in front of Council is do you want to put it out? It goes back to Councilman Cavener's question is -- is it something the city is interested in doing. Is it our role and -- and, if so, then -- or, if not, they will go and find another person that can -- can help them, because it is in the public right of way. There is some life safety issues. We are concerned about streetlights and -- and I will tell you, the rollout without all the agreements and all the T's crossed and I's dotted probably cost the city more in resources trying to figure it all out and work with all the parties than the 25,000 that we are talking about. So, Council, really, what Caleb is standing in front of you saying we have -- we have come back with the information you have requested and -- and it's -- it's totally up to you on do we put it out now? Do you want to wait? They are not going to roll it out in Meridian City Council Meeting Agenda December 10, 2019 – Page 30 of 261 Meridian City Council Work Session November 26, 2019 Page 28 of 31 the middle of winter. I can guarantee you there won't be any use. But what -- what is -- what is your interest and, then, staff is just looking for direction on next steps. Bernt: Madam Mayor? De Weerd: Mr. Bernt. Bernt: Thank you, Caleb, and thank you for, honestly, all the work that you put into this and the preparation and getting us the data that we need. Thank you as -- as always, Keith, for what you have done as well. My -- for me it just boils down to usage, you know, and that was my concern from the beginning. Are we dense enough? Is there enough people -- other than, you know, teenagers in this area that are, you know, riding these -- these shared vehicles, we don't have a university and we don't have a big downtown area currently and so it makes it pretty difficult. I would bet that most of the usage in Boise happens in those areas. So, if the usage isn't there and The Village is hesitant to have these share vehicles used on their property, I would agree with Bird in saying that that's the focal point, that's the -- that's the -- sort of like the hub of the shared vehicles and if they are not wanting to have the shared vehicle on their property, it makes it real difficult for this program to succeed regardless of, you know, the amount of whatever the fee is with us and so my concern -- another concern -- I don't want you to waste your time on this. I mean we are about ready to have a Comprehensive Plan and there is so many more important things that we are -- that you are -- that you are dealing with and that you need to look at and pay attention to, far more than the shared vehicle program in our city and so if you're -- if we are -- if we are expending our resources on -- on shared vehicles and if they are appropriate or not, I think it's a complete waste of our time right now given the lack of resources we have in the Planning Department. So, my -- my recommendation would be to -- I mean if -- if we have more data to look at that proves me wrong, you know, if there is something out there that I don't know about, then, let's take a look at it. But if the data that we have in front of us is what it is, I have no interest in continuing this program. Borton: Councilman Bernt. Palmer: Mr. President? Borton: Mr. Palmer. Palmer: Maybe some clarification on -- on what you're saying. Are you saying dis-allow them to be used in a city or are you saying just don't regulate them? Bernt: I think that there needs to be some -- some type of fee from Bird. You know, Bird would -- I mean that would -- that they should pay in order to cover our resources and if this -- if they are wanting to get bigger or if we -- we want more vendors to participate, it will create more resources. I mean I get -- I -- I find it hard to believe that Caleb's department has only exhausted two hours of their time on this. I know that we have almost talked about that and -- on the dais, you know, so I guarantee you it's been longer Meridian City Council Meeting Agenda December 10, 2019 – Page 31 of 261 Meridian City Council Work Session November 26, 2019 Page 29 of 31 than two hours that these guys have been dedicating to the success of -- of the shared vehicle program in our city. So, I do support a fee. Open to the discussion -- needs -- needs be whatever that fee is, but it's a program that -- that is using -- that's being used in our city, on our roads. Maybe Councilman Cavener's thought is correct and maybe this is an issue with VRT. I have no idea. But I don't want to exhaust anymore -- anymore of our resources talking about it that's for sure. Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Caleb, do you have a recommendation for Council? Hood: No. Cavener: That's okay. That's all right. Madam Mayor, it wasn't -- it wasn't meant to be a trick question, just appreciate your -- your subject matter expertise. Madam Mayor, appreciate Council Member Bernt's comments I guess -- I mean I'm at the place, we have developed the contract, we have developed the mechanism for the RFP, let's -- let's put it out on the street, let's see what the response is. Allow the committee to vet the process, issue award if warranted, and move forward, but I would hope that maybe we as a body and a new Mayor and Council can have this conversation in 2020 about what our intention is of a vehicle share program, if we are the most appropriate home or if there is a better place for this to be. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I agree with Councilman Cavener in the fact that we have already -- we have all the tools that we -- we have worked all this time and I guarantee it's a lot more than two hours on, you know, putting this together. We -- and I don't think it's fair to do a pilot program for less than a year and base the results on that. We don't know why Bird was not successful. Maybe they did a terrible job advertising. That's not our job to determine. If we have vendors that want to participate in the program, then, I think we -- I think we should go forward with the RFP -- and as far as the term goes, I would -- I would be more comfortable with an automatic renewal every year with an -- with an option for either party to terminate with a -- however 30 day, 60 day -- some kind of notice. That way we don't have to do an RFP every year, but it's not locking anybody into a contract for three years. As lowering -- as far as lowering the fees, I mean nobody -- nobody has been able to answer the question as to the magic question. Shall we make it 10,000 dollars? Does it depend? We do it one price if there is only one vendor or a different price if there are two vendors? I think we need to figure that out when you're -- before you put that out if that's the -- the total the number. Everybody write a number on a paper. Meridian City Council Meeting Agenda December 10, 2019 – Page 32 of 261 Meridian City Council Work Session November 26, 2019 Page 30 of 31 Watts: Madam Mayor, Council Member Milam, Council Members, when we -- when we are talking about a three year agreement, we are not locking anyone in. We always have the termination clause for either side and the one thing is if you put a multi-year agreement out, it sometimes gives the vendor a little bit more skin in the game. Now, you know, he can actually do this without having to go through the RFP process. Believe it or not, putting proposals together for companies costs money and we don't want to have them redo this every year, especially if it's the same vendor that's going to do this. So, we would like to give them the option if everything works well -- and if it's not working well we have the option to negotiate in between those two years as to -- you know, from year two to three and one to two as well. So, I'm in -- I'm in big favor if we are going to do this, I would -- I would recommend doing a multi-year agreement Cavener: Madam Mayor? De Weerd: Mr. Cavener. Cavener: Suggestion. Appreciate the feedback from staff and discussion amongst us tonight. We are up against a fairly lengthy meeting that's going to start here in four or five minutes. Is it prudent to continue this item either to our agenda later on tonight or to next week? Curious what the body's thoughts are. I would like to marinate on the -- on the three year proposal. Something initially I'm not supportive of, but I appreciate your feedback, Keith, and I want to think on that. Not seeing any reservations or hesitation -- Caleb, if we continue this for another week it's not going to put anything -- okay. Madam Mayor, I move that we continue Item 5-G to next Tuesday. Milam: Second. De Weerd: I have a motion and a second to continue this until next week. All those in favor say aye. Any opposed? Okay. MOTION CARRIED: ALL AYES. Item 6: Executive Session per Idaho Code 74-206(1)(f) to communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated De Weerd: We don't have time for Item No. 6, so we will move that -- I believe it was already on our next agenda, so we will just put that on the end of our regular City Council meeting. So, with that said I would entertain a motion to adjourn our work session. Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Move we adjourn. Meridian City Council Meeting Agenda December 10, 2019 – Page 33 of 261 Meridian City Council Work Session November 26, 2019 Page 31 of 31 Milam: Second. De Weerd: I have a motion and a second to adjourn. All those in favor say aye. All ayes. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 5:57 P.M. 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