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HomeMy WebLinkAbout2020-01-07 Work SessionMeridian City Council Work Session January 7, 2020. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, January 7, 2020, by Mayor Tammy de Weerd. Members Present: Tammy de Weerd, Joe Borton, Genesis Milam, Ty Palmer, Anne Little Roberts and Treg Bernt. Member Absent: Luke Cavener. Also present: Chris Johnson, Bill Nary, Caleb Hood, Kyle Radek, Cameron Arial, Crystal Ritchie, Jeff Lavey, Jamie Leslie, Kendall Nagy, Joe Bongiorno and Dean Willis. Item 1: Roll-call Attendance: Roll call. X__ Anne Little Roberts X _ _Joe Borton X__ Ty Palmer X__ Treg Bernt __X___Genesis Milam ______Lucas Cavener __X__ Mayor Tammy de Weerd De Weerd: Okay. I will go ahead get the first meeting of January 2020 underway -- and we will start with roll call attendance, Mr. Clerk. Item 2: Adoption of Agenda De Weerd: Item 2 is adoption of the agenda. Borton: Madam Mayor? De Weerd: Mr. -- what is your name? Okay. Joe. Borton: I move we adopt the agenda as published. Milam: Second. De Weerd: I have a motion and a second to adopt the agenda is published. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. Item 3: Consent Agenda [Action Item] A. Approve Minutes of December 10, 2019 City Council Work Session Meridian City Council Meeting Agenda January 21, 2020 – Page 4 of 246 Meridian City Council Work Session January 7, 2020 Page 2 of 24 B. Approve Minutes of December 10, 2019 City Council Regular Meeting C. Approve Minutes of December 17, 2019 City Council Work Session D. Approve Minutes of December 17, 2019 City Council Regular Meeting E. Nick Estates Subdivision Sanitary Sewer and Water Main Easement F. Phase One Addition for Ten Mile Christian Church Partial Release of Easement G. Phase One Addition for Ten Mile Christian Church #2 Partial Release of Easement H. Phase One Addition for Ten Mile Christian Church Water Main Easement No. 1 I. Phase One Addition for Ten Mile Christian Church Water Main Easement No. 2 J. Razzberry Point Villas Subdivision Sanitary Sewer Easement No. 1 K. Stapleton Subdivision No. 1 Sanitary Sewer Easement No. 1 L. Stapleton Subdivision No. 1 Sanitary Sewer Easement No. 2 M . Stapleton Subdivision No. 1 Sanitary Sewer and Water Main Easement No. 1 N. Stapleton Subdivision No. 1 Sanitary Sewer and Water Main Easement No. 2 O. Turf Farm Subdivision No. 1 Sanitary Sewer Easement P. Final Plat for Rapid Creek Subdivision No. 2 (H-2019-0116) by Trilogy Idaho, Located at 4435 N. Black Cat Rd. Q. Final Order for Bainbridge Subdivision No. 11 (H-2019-0125) by Brighton Investments, LLC, Located at the SE Corner of W. Chinden Blvd./Hwy 20/26 and N. Tree Farm Way Meridian City Council Meeting Agenda January 21, 2020 – Page 5 of 246 Meridian City Council Work Session January 7, 2020 Page 3 of 24 R. Final Order for Rackham Subdivision (H-2019-0128) by BVA Development, Located at 1020 S. Eagle Rd. S. Final Order for Turf Farm Subdivision No. 2 (H-2019-0124) by Brighton Investments, LLC, Located on the North Side of E. Lake Hazel Rd., East of S. Eagle Rd. T. Findings of Fact, Conclusions of Law for Percy Subdivision (H- 2019-0097) by Schultz Development, Located on the East Side of S. Meridian Rd. and South of Amity Rd. U. Acceptance Agreement for Display of Artwork in Initial Point Gallery 1. Treasure Valley Artists Alliance: 1/31/2020 - 02/27/2020 2. Dwight Williams: 02/28/2020 - 04/02/2020 3. Alisha Whitman: 02/28/2020 - 04/02/2020 4. Flynn Day Pottery: 02/28/2020 - 04/02/2020 5. Ted Smith: 04/03/2020 - 04/30/2020 6. Laurie Asahara: 04/03/2020 - 04/30/2020 7. Laurel Lake McGuire: 04/03/2020 - 04/30/2020 8. Sue Tyler: 04/03/2020 - 04/30/2020 9. West Ada School District: 05/01/2020 - 05/26/2020 10. Fred Choate: 05/27/2020 - 06/25/2020 11. David Day: 06/26/2020 - 07/30/2020 12. Henry Caserotti: 07/31/2020 - 08/27/2020 13. Angela Stout: 08/28/2020 - 10/01/2020 14. Mona Monroe: 08/28/2020 - 10/01/2020 V. Program Year 2018 Community Development Block Grant Amendment to Public Works Agreement for a Not-to-Exceed amount of $61,178.00 W. Approval of Task Order 10594.c to JUB Engineers for Water & Sewer Main Replacement – E State Ave., Meridian Rd. to Cathy Lane for the Not-to-Exceed Amount of $58,130.00 X. Approval of Purchase Order #20-0177 to Quality Electric, Inc. for Fiscal Year 2020 Streetlight Underground Utility Locating Services for the Not-to-Exceed amount of $83,461.88 Y. Approval of Purchase Order for the Up-Fitting of 9 Police Vehicles with Emergency Responders Services (ERS ) for the Not-to-Exceed Amount of $133,463.57 for Fiscal Year 2020 Meridian City Council Meeting Agenda January 21, 2020 – Page 6 of 246 Meridian City Council Work Session January 7, 2020 Page 4 of 24 Z. Approval of Purchase Order #20-0182 for Armor Plating of Police Rescue Vehicle in the Not-to-Exceed Amount of $79,170.00 AA. Approve Funding For City of Meridian Project 10575 in Conjunction with Ada County Highway District Project 516019 AB. First Amendment To The City Of Meridian Employee Benefits Plan Trust Agreement AC. First Amendment To The City Of Meridian Employee Benefits Plan Trust Agreement Bylaws AD. Resolution No. 20-2182: A Resolution Vacating Approximately 0.129 Acres Of A Parcel Of Real Property For A Strip Of Land Being 10 Feet Wide For The Vacation Of An Existing Landscape And Irrigation Easement, Which Lies Within Lots 2 And 3, Block 1 Of Whitehawk Subdivision, Book 105, Pages 14,247 Through 14,249, Ada County And Also Lying Within A Portion Of The Southwest Quarter Of Section 8, Township 3 North, Range 1 East, Boise Meridian, Meridian, Ada County, Idaho; And Providing An Effective Date AE. City Financial Report - November 2019 AF. AP Invoices for Payment - 12/18/19 Special - $416.67 AG. AP Invoices for Payment - 12/24/19 - $922,878.07 AH. AP Invoices for Payment - 12/27/19 Special - $19,250.57 AI. AP Invoices for Payment - 12/31/19 - $443,642.14 AJ. AP Invoices for Payment - 12/31/19 - $1,529,175.17 AK. AP Invoices for Payment - 01/08/20 - $1,155,415.23 De Weerd: Item 3 is the Consent Agenda. Borton: Madam Mayor? De Weerd: Yes. Borton: Move we approve the Consent Agenda, for the Mayor to sign and Clerk to attest. Milam: Second. Meridian City Council Meeting Agenda January 21, 2020 – Page 7 of 246 Meridian City Council Work Session January 7, 2020 Page 5 of 24 De Weerd: I have a motion and a second to approve the Consent Agenda by Mr. Borton and seconded by Mrs. Milam. Mr. Clerk, will you call roll. Roll call: Borton, yea; Milam, yea; Cavener, absent; 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: Okay. There were no items moved from the Consent Agenda. Item 5: Department / Commission Reports A. Human Resources: Key Performance Indicators De Weerd: So, we will move into Department Reports. We will kick it off with 5-A and our HR Department with their KPIs. Ritchie: Okay. There we go. Thank you. Madam Mayor, Members of Council, thank you for having us this afternoon. So, HR is here today to talk about our key performance indicator -- indicators. Several of the directors have come forward over the last month and I believe this evening is the opportunity for HR and Community Development to wrap it up. So, I will go ahead and get us started. What we are going to talk about are the key performance indicators, specifically related to individual development plans, succession planning, employee engagement and, then, I will stand for questions. So, our KPIs or key performance indicators here in HR currently today are pointed directly to our strategic objectives and that's where we chose to start. Today we do offer operational metrics that we share with the Mayor on a monthly basis and, then, we come forward to the Council with those operational metrics annually through the department reports. So, the first strategic objective that we currently have today that we are still working on is 3-B-2, identifying specific training needs and so you will notice this format probably looks familiar to you as this is the template that Todd used. I believe Bill used it as well. So, we stole it from him to share with you today. So, the expected outcomes that we have regarding IDPs or individual specific training plans is that all employees across the city will have an IDP in place. The activities that support that expected outcome are to develop and implement an IDP program for the city. Our goal would, then, be to have every position assessed for skill levels, training needs, those types of things. Our key performance indicator for this would be at the end of -- excuse me -- the beginning of January 2021 all positions would have an IDP or an individual development plan in place and active. Our current metric as of today is that we have zero percent completed of an actual IDP. We have spent the last several months working on developing an IDP program and now the focus for FY-20 is to work with the departments, to work with their employees to establish the IDP. So, in January 1st, 2021, our goal should be a hundred percent. The second Meridian City Council Meeting Agenda January 21, 2020 – Page 8 of 246 Meridian City Council Work Session January 7, 2020 Page 6 of 24 strategic objective that we have is 3-B-3, develop a succession planning program. I came before you 12, 16 months ago and shared with you that this was a program that we worked with the leadership team and implemented and got into place well over a year ago. So, our expected outcome in regards to succession plans was to prepare employees for potential future positions here at the city to give them growth and development opportunities. The activities that have occurred to support that expected outcome is we have identified key critical positions here at the city, both at leadership and operation levels, as well as potential employees to prepare them for the consideration of those future positions. The goal would be to have a succession plan established for each of those individuals. That also helps us identify internal opportunity, as well as external recruitment efforts that we will be facing to be proactive about, rather than reactionary. Our key performance indicator for this program would be that one hundred percent of the employees are ready at the end of the designated time frame established through their succession plan. So, if you look at the current metric that we have in place today, we have five succession plans where employees have been identified as immediately ready for a potential growth opportunity. We have seven that will be ready within a year. Nine that would be ready within two years and an A Team that will be ready within three years and that is the full term of the succession plan. And, then, finally, we have our strategic objective 3-B-4, which is the development of an employee engagement program. So, our expected outcome here would be for the city to have an established documented employee engagement program. The activities that we have been working on today were to identify the components of that program, which we have done and we are currently working on the development of the new components that were approved. Our goal was to develop those identified program components and, then, our key performance indicator for this will be that a hundred percent of the program components have been implemented in the city. So, currently today we have 66.7 percent of those components identified, documented, and implemented as the city's employee engagement program. So, we still have a little bit more work to do and we are currently working on them. So, you will notice that a lot of our key performance indicators are program based and that's phase one of our efforts in Human Resources, because it's about developing the programs and getting the programs implemented. The second phase of this will be, then, to assess effectiveness and establish KPIs around that. I stand for questions. De Weerd: Council, any questions? Little Roberts: Madam Mayor? De Weerd: Mrs. Little Roberts. Little Roberts: Madam Mayor. Crystal, nicely done. Ritchie: Thank you. Little Roberts: Very impressed with the progress that you and your team do, especially with so few of you, as I mentioned before. Love IDPs. I think that that's a great route to go. I think that is a crazy big goal to have them done in a year and -- but when you have Meridian City Council Meeting Agenda January 21, 2020 – Page 9 of 246 Meridian City Council Work Session January 7, 2020 Page 7 of 24 -- after that's done and when you have new employees, what's your estimated time frame to have them done for new employees? Ritchie: After the first year of their employment, once they have completed the introductory period of employment, which for general employee is within six months, replacements one year, and, then, implementing following that and, then, monitoring and tracking it through -- through completion. Little Roberts: Thank you. Ritchie: You're welcome. Bernt: Madam Mayor? De Weerd: Mr. Bernt. Bernt: Thank you so much for your presentation. It's been an honor to be your liaison for the past year and just appreciate all you do and your department. These are fantastic. So I wanted to thank you. Ritchie: Thank you very much. It's been an honor for us to have you as our liaison as well and we are looking forward to the changes that are occurring. I understand we will have a new liaison and we will work with them as well, but you have been fantastic to work with and the team that I represent today appreciates the support that you have given us over the last year. Bernt: A pleasure. thank you. Ritchie: Thank you. De Weerd: Any questions. Thank you, Crystal, and thank you to your team. Ritchie: Thank you. B. Community Development: Key Performance Indicators De Weerd: Okay. Our next item is under our Community Development Department. Love the bow tie, Cameron. Arial: It loves you guys. Mayor, Members of Council, it's a pleasure to be with you this evening. Just before I begin I just wanted to say thank you to many of you that will be departing and just really appreciate the support to our department over this past year and the year before as well, the incredible support that we feel. We -- it's commendable and we appreciate it very much. So, as I begin this presentation I wanted to start kind of with our vision and kind of the -- the basis for what we do in our department and also just to mention, you know, a lot of what we have crafted these KPIs off of is is really somewhat Meridian City Council Meeting Agenda January 21, 2020 – Page 10 of 246 Meridian City Council Work Session January 7, 2020 Page 8 of 24 already in place, but some of it is new to us, as you know with new processes, new -- new employees, new divisions, new software and so much of this is still somewhat in incubation and so some of this we have data for, some of it we don't and we are trying to get and collect, but we are trying to keep this all based on and focused on our strategic plan objectives. So, with that we will just start with permitting. You know, our -- we have three goals -- three KPIs here. One is that we, you know, basically do same day for a lot of our permits that are, basically, over the counter is what we call them and our premier benchmark there is is that that's the case, you know, 90 percent of the time that we can take in a sign permit and turn that around same -- same day. Residential permits, we have two -- two business days and, then, commercial permits is five business days. Of course, we have also included in each of these a premier benchmark. That's really where we want to go, where we want to be, and, of course, we are going to try to build our department around that, improve processes and efficiency, potentially come to you guys for support in obtaining those, because that really is our -- is our basis for doing -- for doing all of these. And so just to give you a little bit of a taste of the data that we do have for some of these, you will note here with this, this is our permit numbers all total and you will see that, yes, you know, residential and commercial are -- are a big part of it, but what you will see is the vast majority of our permits are really just the other stuff, you know, patios, fences, signs, you know, things like that. There is just a lot of flow in that permit volume and so, again, this has -- this has been great for us just to start to track these things to really understand what is our focus, what is taking our time, what needs to be our focus. Permit turnaround times. So, you can see here we are pretty much there on the residential permits and the commercial permits are taking a little bit longer. I think -- you know, we have got two months of data here, but, you know, it is something that we are -- we want to be very cognizant of. Are we getting closer to the time -- turn around time that we want and it is important to note here, too, that, you know, permits doesn't necessarily mean plan review, it's just are we in-taking that application and, then, getting it to where it needs to go on a permit tech level, if that makes sense. We will talk more about land development, building and planning as we go as well. So, hopefully, that -- that clarifies that a little bit for you. So, moving on to land development. So, final plat, signature review, in five days, commercial building within two. Plan review within two. And, then, the QLPE, as you know that's something that we outsource, so we are -- we have that basically written into contract that that will be turned around within five business days and, then, our surety process, that's somewhat variable given different projects and what have you, so we are still -- we are still working on that KPI itself. So, with that, you know, some of these, as you can see are without a premier benchmark. You know, we look to develop those. As many of you know we have a new land development supervisor, Amanda McNutt, and that is something that we will be working together with Amanda on to get her team on a track to whatever that premier benchmark we feel should be. So, some of the data. So, what you can see here from land development is, you know, the new -- the new records and projects approved for construction and, then, you can also see the average day that it takes for these things to -- to be turned around. Again, you are seeing some ebb and flow with month to month, but I do think, you know, some of that seasonality, some of that we did have, you know, for example, days off in November, things like that. So, we are just -- we are still just learning what this data means and -- and how it impacts our performance and our department. Moving on to building. So, in Meridian City Council Meeting Agenda January 21, 2020 – Page 11 of 246 Meridian City Council Work Session January 7, 2020 Page 9 of 24 the plan review world we want to make sure that, you know, all commercial plan review is occurring within 20 business days and as you know some of this is -- is outsourced in the commercial plan review piece and so that is by contract and you will see here the data that we are -- we are adhering to that. Of course our premier benchmark is to cut that in half. We would love to have those quicker. Of course that means being able to hire that employee, which we haven't been able to do yet, so we -- that is something that we do have a focus on. So, you also see here that we have created kind of a tiering system for commercial, because as you know not every commercial development is created equal. Could be as small as a TI. It could be a, you know, multi-story steel construction building. So, we are trying to be realistic with that and be a little bit -- drill down into that a little bit more. Residential plan reviews there as well. I will mention there on the -- on the -- we do still outsource some of that and that's largely because of deal -- or, excuse me, application flow. So, we do have two internal residential plan reviewers, Rachel and Keegan, but we still -- if there is a lot of applications come in we do outsource some of that if -- if it exceeds our capacity. And, then, let's -- oh. And, then, plan modifications. So, if -- if -- if there is something that comes back that needs to be modified to a plan we try to turn those around within three business days. Our -- our idea would be that we would be able to turn those over the counter and so we would love to get into a position to do that as well. So, some of the data. You can kind of see here structural-mechanical, you know, that's a lot of what we are seeing on the residential side, especially in-house. So, we are pretty consistent with what we are able to turn around as far as the number of plan reviews and so that is something that we are -- we are excited about. As you know we do have a mechanical plan examiner as well. You can kind of see there that, you know, that -- that capacity is -- is pretty consistent, at least, again, over the two -- two months of data. Now, our outsourced -- so, again, this -- this -- you can see with each of the headings there we still definitely operate under a hybrid model. So, we are outsourcing quite a few -- at least in November -- of our residential structural reviews. Quite a lot there, but -- and, then, you can also see where the other reviews are coming in pretty -- pretty consistently. One thing I did want to just throw out there, too, is just the cost of that outsource. So, you can see for the -- the two -- the two months there, you know, what that -- what that cost was to us to outsource that and, then, basically, what, you know, the total would be there for the year and, you know, you could project off this. I don't know if that's fair with two months' worth of data, but safe to say there is a cost to outsourcing. Moving onto the inspection team. Super -- I mean, obviously, with -- with everybody and the progress that everybody's making, you know, this is a -- a great example of some of the stuff we are -- we are really excited about. You can see here there is electrical, mechanical, and, then, building and, then, the inspection requests will be responded to and completed within a maximum of three business days. So, we are -- you know, we are pretty -- pretty well on -- on pace to this. You will note that some of the -- the building we do outsource some of that still, just because, again, that's where the bulk of our inspections come and we do have a contract in place to help us with that excess. So, this just gives you a taste of some of those inspections that are incurring. Of course, you can see from the total in October we had just over 3,500 and, then, in November it dropped quite a bit there with the seasonality and the holidays and things like that. But, again, really like to see the -- the capacity of inspections that we are able to handle in-house. It's amazing how quickly we have ramped up and to what quality we Meridian City Council Meeting Agenda January 21, 2020 – Page 12 of 246 Meridian City Council Work Session January 7, 2020 Page 10 of 24 have been able to -- to do that. Here is just the -- the daily in-house inspection averages. So, you can kind of get a taste for, again, pretty consistent on what we are able to -- to turn around on a -- on a daily basis. But I think it is important to note that that's a pretty -- those are pretty high numbers. So, a lot of inspection, a lot of building going on right now. When we look to our contractors, so great --- great contract help. We have Geotech. Dennis Fulton and his group and, then, Keller and -- oh, excuse me. Jackson -- that -- that help us with these. Just really -- it's good to have those flex points when we do have a lot of inspection coming in to be able to turn to those reliable sources to help us through a lot of that. But, again, it comes at a cost, but we feel like we are getting data, we are starting to understand what those ebbs and flows are and we can -- we can be better at handing that. And, then, again, just a cost estimate there for you guys to come and kind of take a look at. The planning division. So, really, we have -- you know, as you know, hearing level applications, you know, are -- we love to say that we can turn these, you know, between two to four hearing level applications per month per planner. That's -- you know, we are -- and we have a premier expectation there, that 45 days to turn those around. I would just say I think it's safe to say we are -- we are under a -- you know, we have a staffing need right now. We do have a new associate planner, Joe, that just joined us. Really coming along well, but we still have that open position that we do need to fill and hope to do so soon. And, then, just to give you guys some -- some hearing level application data for the two months, it's important to note here that it's not just application in, application out, I mean there is -- you know, it takes time to get them in, reviewed, so it may not be just, oh, we received them in -- in, you know, October and, then, we were able to turn them in November. So, it's a -- it's a little bit -- I mean it is what it is, but we are -- we are trying to start to understand that a little bit more, too. So, the administrative level applications as well. So, we have two tiers here. We have the CZC and, then, multi- family. A little bit different timelines there. Obviously we want to try to complete all of these within a good time frame from our premiere and so let's get to some of that data with you guys and, again, just -- it's, again, not application in, application out, but this is a little bit less lumpy, because this is stuff that we can do at the staff level. So, we are hoping to see some more, you know, relative consistency here. But, again, I think the important thing to note is just the volume with the amount of staff we have. It is important to note, too, that we are starting to see a lot more complex plans come through the door. So, you know, when it -- when you see a number, it -- yeah, that is -- you know, a unit, but it also can indicate a vast variety of application there. And, then, just average days to review. I think, again, just two months of data, I think the one thing that does -- is noteworthy is the trend is going up. So, you don't -- I don't like that and I think that just, again, reflects a number of things that -- that we are all aware of. And, then, finally, just turn to our -- our -- kind of newly hired -- Tori Cleary in our economic development division. So, we have got some exciting KPIs here that I think -- some of them are going to be less frequent. In other words, like, for example, if it's, you know, private expansion investment, if it's -- you know, some of these things will be more on a -- an annual basis. For example, the assessed commercial valuation, that's something that I believe Todd gets from the county assessor, but those are things that we want to be tracking and reporting as well to see -- you know, as an indicator how are we doing economically. So, there is just a number of those that we will be reporting on. So, with that I will stand for any questions you may have. And I would say, Madam Mayor, thank you for the opportunity to -- to put Meridian City Council Meeting Agenda January 21, 2020 – Page 13 of 246 Meridian City Council Work Session January 7, 2020 Page 11 of 24 these together. It's been a good process for our department to understand what we care about and hopefully what is meaningful to you all and our community, so -- De Weerd: Thank you. This is great. Council, any questions? Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Thank you, Mr. Rogers. Great report. You have a lot -- I mean you have a lot going on in your department and this year has been -- Arial: Yes, we do. Milam: -- crazier than you could ever imagine, so -- especially, taking that into consideration. I do have a couple of questions, though. Mainly on your building services you got -- career benchmark is quantity versus quality -- Arial: Yeah. Milam: -- and I don't like that. So, if you could elaborate a little bit. Arial: Yeah. You bet. So, it's a -- I appreciate that question. It -- so, what we are really -- what we are really alluding to is we do like quality. We want to make sure that we are delivering a quality inspection that -- that really reflects the long-term viability of what -- what we are inspecting. We want these things to last. We want our community to be secure. But we do run into, okay, but if we have a capacity issue, what do we -- you know, we don't want to -- there is kind of that double-edged sword. Do we try to move onto the next inspection in an effort to maintain a KPI, if that makes sense. So, with that said that's where we want to be vigilant is to say if -- if our inspections are getting too high what resources do we need. Do we need to be outsourcing that? So, quality is is -- is the benchmark. So, that's the -- that's the purpose for -- for the -- the comment there. Milam: Madam Mayor. Yeah. Thank you. It should be quality. Arial: Yes. Milam: And also I think a really important thing to be in constant communication with the future Council is if you are continually so busy that you are having to outsource in order to maintain quality, then, that's when you need to add people, because the outsourcing is so much more expensive from the looks of it, so -- Arial: I would agree. Milam: So, you get a year's worth and it takes -- in two months you get so many years' worth of salary. So, anyway, I would really keep an eye on that and try not to outsource Meridian City Council Meeting Agenda January 21, 2020 – Page 14 of 246 Meridian City Council Work Session January 7, 2020 Page 12 of 24 too much, so that it's a continual thing. And the other thing that I think I would like to see -- and, honestly, for all departments is a customer satisfaction KPI. I think it's critical. I know that some of the departments had put that in. Your department especially, because you are dealing with so many different developers and that -- that will help you I think kind of figure out the KPIs -- the rest of them are working if the people are -- everybody is not always going to be happy, especially when they are in a hurry. So, you know, there has to be some leeway. But I think that would be -- could be really helpful as well. Arial: Madam Mayor, Councilman Milam, I -- I agree, I think that's a -- that's a -- that is a good point. That is -- that is something that we have kind of discussed, is that something that we can maybe do as a -- you know, a survey that comes up on post submittal or something like that or -- but finding a way to do that I think is important. So, note well taken. Milam: Thank you. Arial: Yeah. De Weerd: Council Member Milam, I think it's important to note that on -- as they establish what their -- their goals are and they start seeing how things are performing, we are in a high market right now. It's not always going to be that way. So, it's trying to establish what those norms are and at what point is outsourcing -- but certainly don't want to outsource on a constant basis where it does make sense to have that extra person and that's what these benchmarks and these numbers are going to really tell you is when is the tipping point to hiring and when does it make sense that -- to fill the gap, because it's -- it's on the upswing and it's an abnormality, instead of a constant. Yeah. Any other questions for Cameron? Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Just one, maybe two. Cameron, of the -- all of the K's -- the key part -- Arial: Uh-huh. Borton: -- were any of these derived from outside sources -- out of the house versus in- house as to what is important to track? Meaning outside development community, for example, saying these are some of our concerns when we work with the City of Meridian and you should probably track this type of conduct and see if you can help remedy that particular concern using, you know, time for an inspection as an example, but were any of these derived from -- from out of the house? Arial: Appreciate that. Madam Mayor, Councilman Borton, that's a good question. The -- the -- the answer is yes. So, we did take -- particularly -- you know, for example, the inspection timing, that is something that we have taken a hard look at -- best practice of Meridian City Council Meeting Agenda January 21, 2020 – Page 15 of 246 Meridian City Council Work Session January 7, 2020 Page 13 of 24 the way other jurisdictions do it, but, then, also how do we want to do it from a Meridian perspective. What -- what does our building community, you know, want and expect and, really, what is -- do we as an internal team really want to push toward as well and, again, balancing quality and quantity -- being able to hopefully deliver both. So, the answer is, yes, this is a multi -- multi-variant amalgam of a lot of inputs to put these together. You know -- and the Mayor -- gosh, she had thankfully made this a priority and really pushed this with -- with me and with our department and so this has been a discussion that's been a long time in the making. So, really, from the inception we have been trying to hone these refinements to make them what they really need to be. That being said, we are -- it's -- it's by no means perfect. We love more feedback. If people have other indicators or -- or ways to refine these to maybe what would need to be, we are open to that, too. Borton: Madam Mayor? Kind of the -- I appreciate that. The question comes from trying to use some of these to also resolve concerns that might happen with the way that business is done using the inspection time frame, as an example, so if there was feedback from outside of the city, our -- our customers that reference a particular concern that that's captured and maybe take an opportunity to try and come up with a KPI unique to track, making sure that concern is addressed and it doesn't get worse, you know. And an example that I thought of as you went through this was the -- the planning division hearing -- hearing level application time, we have heard on occasion there is a variety of reasons for it, but it is frustrating or difficult for staff reports to come out, you know, the day before a hearing, for example, and there may be a variety of reasons as to why that happens, from staffing, to outside influences, but thought of that as being an example of is there a KPI that says we are going to have our process designed in a way in our metrics that allow our staff reports to be issued -- just spit balling an example, okay? Arial: Sure. Borton: Four business days before a hearing, for example. Something like that that says we are -- we have heard feedback from citizens and perhaps development community that says this is a concern, can we articulate a K -- Arial: Yeah. Borton: -- right? Some performance indicator that we can, then, track as a means of resolving that concern. There is probably others. That's kind of why I was asking about if -- if outside sources have helped drive what you're determining to be a K -- Arial: Yeah. I appreciate that. Madam Mayor, Councilman Borton, so, really, when -- in order to be concise, quite frankly, we -- we tried to limit what would be the highest level, most, you know, pertinent information. But that's a great example of something that we do track and we do have an internal metric, if you will, for -- for that very thing. So, turnaround times of staff reports to -- or before a hearing, but if we needed to make that public -- or make it public -- that's the wrong -- make that a higher priority or a higher level that we actually report on more globally than just our internal management, that is Meridian City Council Meeting Agenda January 21, 2020 – Page 16 of 246 Meridian City Council Work Session January 7, 2020 Page 14 of 24 something that could consider and certainly we would be open to that if that is something that -- that matters to -- to you all or to customers for sure. De Weerd: I think that this really sets something in print and it's for the -- the incoming Council and Mayor to also take a look at and now that you have something like this, bring it back to your customer base and -- and seek feedback. This is the kind of information that is going to give Council an opportunity to know appropriate staffing levels and you can set expectations to your customers if you have -- like we have been experiencing in planning, you have openings, it's challenging you, you maybe do have the backup plan with the consultants or you don't, but you can, then, have the conversations with those that come in the door to manage temporary expectations versus, then, having a conversation with Council on resources and when something might need to be added in the middle of a budget cycle and it gives you great information to have a fruitful discussion on. Arial: Absolutely. Yeah. A basis for decision making and -- yes. De Weerd: Yeah. But now it is going back and truthing it with the electeds, give them an opportunity to kind of stew on this and -- and see -- see if they have additional feedback and I would encourage you to get it directly to Cameron and to reach out to your customer -- customer base, do a follow up maybe in a month with Council on -- on what kind of feedback that you have had. Arial: That's a great idea. Yeah. Absolutely. And, you know, I think that -- we will absolutely do that. And, please, by no means is this meant to be -- nor should it be final. I think it needs to be ebb and flow -- De Weerd: A great springboard. I mean you just gave something that I think we have been asking for for some time and -- and now they can digest it and -- and give you critical feedback. Arial: Absolutely. De Weerd: And kudos. Kudos are welcome. Arial: A lot of work going on and -- De Weerd: A lot of work. This represents a lot of work and -- and it's very impressive. I greatly appreciate it. Arial: Thank you, Madam Mayor. De Weerd: Anything further from Council? Okay. Arial: Thank you. Meridian City Council Meeting Agenda January 21, 2020 – Page 17 of 246 Meridian City Council Work Session January 7, 2020 Page 15 of 24 De Weerd: Thank you, Cameron. And thank you to your team. C. Community Development: Shared Vehicles Update Regarding Request for Proposals De Weerd: Okay. Item 5-C is under -- is also under our Community Development Department and we have Caleb here. Hood: So, Madam Mayor, Members of the Council, this should go pretty quick. Maybe just a moment before I dive into this, since we are talking about kudos and thank you, I -- I do appreciate the support you have shown our department over the years and thank you for your service. It seems like you're constantly giving us -- showing us that love and for those of you that are leaving us it's -- it's been my pleasure and honor working for you and with you over the past years and I just wish you well and for those that are continuing on I look forward to that, too. But -- but thank you, again, and I'm sure you won't be strangers. I know that, so -- while I'm also on thank yous, last time we talked about this Cameron and Keith kind of -- I was under the -- not feeling well and I was unable to attend, so they -- they pitched in and talked about the shared scooters. I will pick that up from here and -- and off we go. We did issue the RFP on the 13th of December. We sent it to -- I sent it to six potential vendors that I knew of. I have had conversations since with a couple of them. We did hold -- Keith and I were at a pre-proposal conference on the 27th of last month. No one showed up in person. Those proposals for shared vehicle service are due this Friday by 4:00 p.m. What I thought we could maybe use a little bit of time -- and it should just take a minute or two -- is last time we did this we had seven raters. I have Mike Barton from Parks who has agreed to continue on. I'm willing to continue on. We had a police representative, Scott Colaianni. I haven't talked to Scott, but it makes some sense to have a police rep on that as well. I talked to the Transportation Commission yesterday and they are willing -- in fact, I got more volunteers than I thought I would. I got three that potentially -- they don't -- they didn't all say they have to serve, but up to three on our Transportation Commission that would be willing to rate proposals as well. So, I didn't know if you had any names you wanted to make sure were on here. We had a downtown rep in Josh Evarts last time. It makes some sense to have a downtown business rep on that. We had Wahooz, Roaring Springs, also a destination. Made some sense for maybe them to be involved if that's a place where people are going to be riding these scooters and, then, we had a MYAC rep as well, Britton Davis. So, I would like to feel those -- at least those three or four seats with others. So, I -- again, I don't know if you have names or -- or organizations I could reach out to the MDBA, see if they have somebody. But that's kind of what I was -- if you have any names or organizations you would like me to reach out to as we look to score rank these proposals, shoot them my direction. I do need to get this group together here in short order. We do have -- need to have a meeting -- scoring meeting the week of the 20th, because by the 24th we have to have them scored and notify the potential winner by the 27th. So, not to put you on the spot, but if you have anybody in mind that you think would be good to serve, I'm all ears. De Weerd: Thank you, Caleb. Mr. Bernt. Meridian City Council Meeting Agenda January 21, 2020 – Page 18 of 246 Meridian City Council Work Session January 7, 2020 Page 16 of 24 Bernt: Thank you, Madam Mayor. Maybe someone from Meridian Cycles -- folks at Meridian Cycles are good people and I'm always willing to volunteer when -- when we need them to. So, I would reach out to those folks. Thank you, Madam Mayor. Milam: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Madam Mayor. Caleb, maybe see if there is anybody from Brighton or BVA or -- that might be -- because I work at Ten Mile Crossing and there are a massive pile of millennials that work in the complex and no doubt in the other ones that they are developing, so I'm -- really, I'm anxious to know their opinion as to the scooters on -- in their developments, because really like to have them at the Ten Mile Crossing, but the -- all the stuff that they are building their opinion might be important. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I have no influence on downtown or any of the destination areas, but if you can't find enough people, I do you have experience scoring. I would be happy to help you out. Bernt: Nice, Genesis. There we go. Get you stepping up already. De Weerd: Don't look at me. Hood: And, then, we will -- we will bring that back. We will be in touch here probably in about -- you know, in that same general time frame with an update on proposals and we will go from there then. De Weerd: Okay. Anything further by Council? Thanks you, Caleb. D. Police Department: Hands-Free Driving Update De Weerd: Okay. 5-D is under our Police Department. Hi, chief. Lavey: How are you? De Weerd: Good. Lavey: Madam Mayor, Council, just a quick update on the handsfree ordinance. We will keep this brief and, then, just answer any questions that you have. Since the ordinance has been passed we ran an approximately 60 day educational period. During that time we had the four public hearings, social media blitz, major media has covered both before, during, and after on the handsfree ordinance and continue to do stories on it. We have billboards out there. The theater PSA. Our own personal PSA. Utility billing, podcasts Meridian City Council Meeting Agenda January 21, 2020 – Page 19 of 246 Meridian City Council Work Session January 7, 2020 Page 17 of 24 and website information so far is our outreach. During that 60 day period we wrote 166 warnings and, then, as of January 1st when we did another media blitz for enforcement, we have so far, between January 1st and January 6th, we have written 13 warnings and 18 citations, for a total of 31 violations. That is all I have for an update and I'm just here to answer any particular questions that we have from Council. We are getting some general chatter from people on questions and what it means and we are responding to them. But it's really kind of a love-hate thing. We got about 75 percent of the people that -- that love it and 25 percent that hate it and -- but those that hate it really can't justify why they hate it, so -- other than it's -- it's new. Bernt: Madam Mayor? De Weerd: Chief, you -- you might also talk about the signage, because I know that has been a question that's come up and -- and Stephanie gave some feedback on that. If you could share it or -- Lavey: Yeah. Madam Mayor, Council, there has been some discussion about signage. Our original thoughts was that we would have signage up. We have ran into some roadblocks with both ACHD and with ITD. Really I think what they are -- they are wanting to do is kind of wait and see what the rest of the cities and the county are doing. They don't want to put signs up and, then, have to pull the signs up or move the signs. So, we are getting a little bit of -- I don't want to say pushback. We are getting a little bit of delay and from the -- from the top admins and so we are still coordinating that. One of the things that -- in fact, I think Robert and I just discussed today is that there is a lot of laws out there that there is not signs posted. So, the fact that you are saying that I didn't know it because there wasn't a sign up, you know, that might be something that you're just going to have to use for an argument in court. We need to do our best to get that information out to our citizens and, then, we need to allow our officers to use the common sense and the discretions they have when they are issuing citations that we do all the time. If someone's on the interstate passing through -- the only person that can enforce this law is a Meridian officer, so we don't work the interstate, so you have nothing to worry about. If you pull off the interstate to gas up or eat in a restaurant and you got an out-of- state plate and you get pulled over, my guess is you are probably going to get a warning and you are going to move on. Got to use a little bit of common sense. I can tell you that we are still working on the signs, but I don't have a deadline as far as when they will be out there. De Weerd: And I think it was important to note that Stephanie has done an outstanding job in getting the -- all of the coordination of the communication -- I mean the radio -- that's about all I listened to -- is -- is filled with conversations about it. So, people are talking about it. In regards to -- to the roads, there is a real cost to putting those signs up and that is why the delay. They don't want to put it up and, then, have to move them again and so it's -- the signs have been designed, they have been ordered, and the -- really, the final step is with the road agencies and -- and I just want to make sure to give great kudos to Stephanie and Shandy and everyone who has been working on this, because they have done a great fantastic job. Meridian City Council Meeting Agenda January 21, 2020 – Page 20 of 246 Meridian City Council Work Session January 7, 2020 Page 18 of 24 Lavey: Madam Mayor, I will pass it on and I concur, it's just been fantastic, and I had one gentleman this week that claimed that he didn't know about it and he must live in a cave, because that's all they are talking about and it really surprised me and so we are getting the word out. It takes time. We -- we do see it making a difference. We are seeing it less. But we are also seeing -- there is still violations out there and -- and some people are saying, well, you need to educate more and I say, no, those people are just making a choice and that's okay, that's why we needed to have a high enough penalty and it needs to hurt sometimes to do the right thing. De Weerd: Thank you. Lavey: So, it's making a difference. De Weerd: Mr. Bernt. Bernt: Thank you, Madam Mayor. It was a couple days ago I was driving southbound on Ten Mile from Pine to the freeway and a gentleman was on his cell phone the entire time and I was riding next to him just waiting for him to look up and acknowledge, you know, give him a wave -- just buried in his cell phone. Driving a really nice Mercedes Benz. Suit and tie. And finally he looks up and I pointed to my cell phone and -- and he gave me the one finger salute and so I was thinking right then that it just reaffirmed the importance of this. He never looked up. It was amazing he was even going straight. I have no idea how he was driving. But I just -- De Weerd: Peripheral vision. Lavey: Madam Mayor and Councilman Bernt, people don't realize how focused they are on their phones. They think that they are doing okay when -- when they are not. That's a perfect example. Bernt: How far is it from Pine Street to the freeway? Lavey: Half a mile. Bernt: So, like for a full half -- Lavey: Two thousand five hundred feet. De Weerd: Half a mile. Palmer: Madam Mayor? Lavey: Yeah. Do the math. De Weerd: Mr. Palmer. Meridian City Council Meeting Agenda January 21, 2020 – Page 21 of 246 Meridian City Council Work Session January 7, 2020 Page 19 of 24 Palmer: Have you seen that new mayhem commercial, the one where he's saying I'm a tailgater tailgating whatever and -- but the guy in front of him is so distracted by the guy tailgating him behind him that he doesn't realize there is a tailgate in front of him. More worried about your concern over there, Mr. Bernt, as you are thinking -- watch every moment, make sure he doesn't look up to the street. Were you looking at the street at all? Bernt: Of course I was. De Weerd: No. He was a passenger. Lavey: I thought he was looking in the mirror at himself when he was telling the story. Bernt: I got in trouble last time I was having a -- I will say this, that I -- I was -- I was a law abiding citizen that day. Hundred percent. Doing exactly what I needed to do. De Weerd: That's why he noted someone else that wasn't. Bernt: Exactly. De Weerd: Yes. Bernt: Thank you -- De Weerd: Yes. Bernt: -- Mr. Palmer. De Weerd: A for effort. Bernt: Thank you. De Weerd: Any other questions? Borton: Madam Mayor? De Weerd: Mr. Borton. Borton: Chief, we talked earlier -- well, two things. One, I think you are doing a fantastic job in using our media partners to help communicate the message of education, education. That has been framed properly. The purpose is -- is well stated by how that's been communicated and handled with the warnings. There was talk during its consideration about tracking data and whether it's a warning or a citation, but you using it as an opportunity to compile statistics internally, whether it's just age, gender, type of car, who is being stopped and maybe what their explanation is, did they see you or not or say -- I'm not sure what those two or three type metrics might be that could be valuable, Meridian City Council Meeting Agenda January 21, 2020 – Page 22 of 246 Meridian City Council Work Session January 7, 2020 Page 20 of 24 not only to us to understand the impact we have had, but also to neighboring communities, who they just might not know when their community could be impacted by it and we would be able to help share our statistics and maybe assist them in making a decision to jump off and -- Lavey: Madam Mayor and Councilman Borton, most of that data is already tracked. As far as the reason why they are on the phone I don't believe that's being tracked. I did reach out to our traffic supervisor and ask him how things are going and what sort of explanations they are getting from people -- even to get a rough idea. He is currently in Spokane at training this week and so he will get me that information. But most of the metrics are being tracked. The reasons for it is documented, it's just not as easily tracked and so we will -- we will work on that. Borton: Madam Mayor. And the only reason I ask is -- as you know, the community before we had this, if you thought, boy, what would be the data you would like to see from another city that would help pinpoint and assist a decision maker in adopting an ordinance like this, whether it's the volume of citations or volume of violators, for example, that might be the type of data that would be helpful for us to track. Lavey: Madam Mayor, Councilman Borton -- and I agree. You know, one of the things that -- if you were to ask a bunch of people as far as who is out there doing that, you might stereotype the young kids and when you look at the ages of people that -- that are violating this it's not the kids. So, that would be a perfect example to show that what you think and what actually is happening is completely two different things. And we do have that data. Borton: Okay. Good. Thanks. De Weerd: Okay. Any -- any other questions? Thank you. And thank you for your leadership on this and your team's -- all of their efforts in educating our citizens and trying to keep our roads safe. Important. Lavey: We are not done. Half my day was on a state law today. So, we are working on a couple different things here as well. So, the next couple items Lieutenant Leslie is going to do and, then, Kendall will do the last item for the Police Department. E. Police Department: Net Zero Budget Amendment in the Not- to-Exceed Amount of $21,000.00 for the Office of Highway Safety Mobilization Grant [Action Item] De Weerd: Okay. Thank you. Okay. With that I will move to Item 5-E and turn this over to Jamie. Lieutenant Leslie. Leslie: I appreciate it, Madam Mayor, City Council. So, this is a -- first one is a budget amendment -- a net zero one for 21,000 dollars. This was a yearly one we get from ITD and it's funding overtime patrols for extra DUI enforcement, seatbelt enforcement, Meridian City Council Meeting Agenda January 21, 2020 – Page 23 of 246 Meridian City Council Work Session January 7, 2020 Page 21 of 24 aggressive driving, speeding, those type of activities that aren't so -- so on an overtime basis it's reimbursed by the ITD to take care of those activities. De Weerd: Awesome. Thank you. Any questions? Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I move we approve the budget amendment for 21,000, the Office of Highway Safety Mobilization Grant. Little Roberts: Second. De Weerd: I have a motion and a second to approve Item 5-E. Mr. Clerk, will you call roll. Roll call: Borton, yea; Milam, yea; Cavener, absent; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. F. Police Department: Net Zero Budget Amendment in the Not- to-Exceed Amount of $15,000.00 for the Office of Highway Safety Alive at 25 Grant [Action Item] De Weerd: Item 5-F. Leslie: Madam Mayor, City Council, this is another net zero budget amendment for 15,000. This is from the Office of Highway Safety and it's specifically for the instruction we put on for our Alive At 25 classes and we currently have seven instructors that put on those classes throughout the year and those are usually for teen drivers under the age of 25 with a single violation to be able to get some of those points reduced on your driver's license. De Weerd: And, Lieutenant, I know that for a number of years Meridian was the -- the top in the state in providing this kind of outreach and education. Does that -- is that still -- Leslie: Madam Mayor, that's still true. I don't have the exact numbers on how many hours and how many students we are running through a year, but I'm pretty confident we are leading the state in that as well. De Weerd: Yeah. And this is also one of those programs that help with your insurance; right? Meridian City Council Meeting Agenda January 21, 2020 – Page 24 of 246 Meridian City Council Work Session January 7, 2020 Page 22 of 24 Leslie: It does. It helps reduce the liability on the insurance, because of the reduction in the ticket. Points. De Weerd: That's awesome. Thank you. Council, any questions? Bernt: No, ma'am. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I move we approve the budget amendment for 15,000 dollars for the Alive At 25 grant. Little Roberts: Second. De Weerd: I have a motion and a second to approve Item 5-F. Mr. Clerk, will you call roll. Roll call: Borton, yea; Milam, yea; Cavener, absent; Palmer, yea; Little Roberts, yea; Bernt, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. G. Police Department: Net Zero Budget Amendment in the Not- to-Exceed Amount of $1,000.00 for the Idaho Department of Liquor Grant [Action Item] De Weerd: Hi, Kendall. Nagy: Hello. Madam Mayor and Members of the Council, I just want to reiterate the words of appreciation to those of you that are moving on to new ventures. I appreciated working with each of you in different capacities and I look forward to the new leadership that will step up. I'm here to request spending authority for a thousand dollar grant that was awarded to MADC from the Idaho State Liquor Division. That funding will help us sustain prevention strategies that we have continued through the years, specifically three all school Red Ribbon Week. What is it called when everybody gets together? De Weerd: Rally? Milam: Rally? No. Nagy: Yes. Sorry. Word blank there. Natalie Marti will come and tell her story. So, it's fees to cover her speaker fees for three different schools and, then, also purchasing drug Meridian City Council Meeting Agenda January 21, 2020 – Page 25 of 246 Meridian City Council Work Session January 7, 2020 Page 23 of 24 free school zone signs that are placed at the different schools, especially as we grow and have more schools and, then, they have been really diligent -- West Ada has been very diligent about replacing signs that are no longer legible or have faded. So, this is a neutral budget amendment and I'm requesting the spending authority for the thousand dollars. De Weerd: Okay. Thank you, Kendall. And thank you for everything you do in this regard. Council, any questions? Bernt: No, ma'am. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: I move we approve the budget amendment for a thousand dollars from the Idaho Department of Liquor grant -- for the Idaho Department of Liquor grant. Little Roberts: Second. De Weerd: I have a motion and a second to approve our last item on our agenda. Mr. Clerk, will you, please, call roll. Roll call: Borton, yea; Milam, yea; Cavener, absent; Palmer, yea; Little Roberts, yea; Bernt, yea. MOTION CARRIED: FIVE AYES. ONE ABSENT. De Weerd: And I do want to note for the record we did not put three budget amendments on the Police Department to make three motions for Mr. Palmer be the last motions he makes in his tenure. Just wanted that noted for the record. Palmer: Madam Mayor? De Weerd: Mr. Palmer. Palmer: Mr. Ty. I think like my last 12 or so motions have all passed. De Weerd: You're on a roll for sure. Yes. Okay. Council, we have nothing further on our agenda. I would entertain a motion to close our work session. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: I move we adjourn our work session. Meridian City Council Meeting Agenda January 21, 2020 – Page 26 of 246 Meridian City Council Work Session January 7, 2020 Page 24 of 24 Borton: Second. De Weerd: I have a motion and a second to adjourn our work session. All those in favor say aye. All ayes. MOTION CARRIED: FIVE AYES. ONE ABSENT. MEETING ADJOURNED AT 5:32 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 01/21/2020 Mayor, Obert E _ imi on DATE APPROVED 7V), o nuG�s ��Q �s � t��w of w� C RIS H N- C T IDAHO SEAL XPi