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HomeMy WebLinkAbout2005 07-12 Pre CITY OF MERIDIAN PRE-COUNCIL MEETING AGENDA Tuesday, July 12, 2005 at 6:30 p.m. City Council Chambers 1. Roll-call Attendance: x X Shaun Wardle Charlie Rountree X Christine Donnell 0 Keith Bird Mayor Tammy de Weerd X 2. Adoption of the Agenda: 3. Discussion of National Night Out by Bill Musser: Approve (15 minutes*) 4. Update on Park Development Projects with Kiwanis, Meridian Youth Baseball, Adventure Island Playground, and Police Athletic League by Doug Strong: (5 minutes*) 5. Bid on Park Land and Pathway Development next to Fire Station # 4 by Doug Strong: (5 minutes*) * Approximate allowable time set for agenda item may change depending on discussion. Please use the designated minutes as a guideline only. Meridian City Pre.Council Agenda - July 12, 2005 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearings, please contact the City Clerk's Office at 888.4433 at least 48 hours prior to the public meeting. Meridian City Pre-Council Meetina July 12. 2005 The Meridian City Pre-Council meeting was called to order at 6:30 P.M. on Tuesday, July 12, 2005 by Council President Shaun Wardle. Members Present: Mayor Tammy de Weerd, Shaun Wardle, Christine Donnell and Charlie Rountree. Members Absent: Keith Bird Staff Present: Bill Musser, Doug Strong, Ron Anderson, Brad Watson, Len Grady, Diane Stewart, Bill Nary and Will Berg. Item 1. Roll-call Attendance: Roll call. X Shaun Wardle X Charlie Rountree X Christine Donnell 0 Keith Bird Mayor Tammy de Weerd X Item 2. Adoption of the Agenda: Rountree: Mr. President. Wardle: Mr. Rountree. Rountree: I move that we adopt the agenda for pre council. Donnell: Second. Wardle: It's been moved and second to adopt the agenda. All in favor. ALL AYES. MOTION CARRIED Item 3. National Night Out Wardle: Item number three is discussion of National Night Out by our Police Chief Bill Musser. Chief. Musser: Mr. President, Madam Mayor and members of the Council. What I wanted to do this evening was give 1°U a brief update of upcoming events and what we have on tab for August 2n during National Night Out. I brought our volunteer coordinator, Cherie McCandless, over who has been working in conjunction with our Crime Prevention Specialist, Melissa Delaney, in helping to put this program together and they're probably much more in the know than I am Meridian City Pre-Council May 17. 2005 Page 2 of 12 at this point then. So I'm going to turn this over to Cherie and go ahead and let her brief you on it. De Weerd: Please state your name and address for the record. McCandless: I can do that. Wardle: It's always good to have you back in the Council Chambers Cherie. McCandless: It's always good to be here. Mr. President. Madam Mayor and Council members. We have made a lot of arrangements for the National Night Out this year. It's on August 2nd and so far we have seven parties registered and we hope to have more before the final kick off. We've organized a big kick off and I think maybe you've gotten invitations already to Applebee's on August 2nd between 4:30 and 5:30 the one on Eagle Road. That one will be all local chiefs, sheriffs, mayors and council members from each jurisdiction and I'm talking about Ada County, Boise PD and Meridian PD and they have been asked to attend and Applebee's will provide appetizers and beverages for all that attend. They also agreed to give out gift certificates to the organizers of annual events in each community. Target has also agreed to give out gift cards to the individuals that have said that they would have parties - and Idaho Power will provide two gift baskets for each jurisdiction. Those three I mentioned. Each party will have received entrance slips for participants to fill out. These will be returned to the department and they'll draw names and two recipients from each jurisdiction will get the baskets. Arrangements are being made to transport you guys to all the parties. De Weerd: Not to jail right. Rountree: So we have a designated driver is that the deal? McCandless: You'll have a designated driver but you have to behave yourself. Rountree: That could be dangerous. McCandless: I'm encouraging the Fire Department to visit each of the parties as they can and also patrol cars to come and visit them as time - as they are available. And City Department Heads are also invited to participate in this. This is going to be a big deal this year. We haven't had one for about four years and we have been working really hard on it. So I will give the names and addresses of all the parties to Will or someone over here. De Weerd: Somebody responsible. Meridian City Pre-Council May 17. 2005 Page 3 of 12 McCandless: Somebody responsible yes. And we'll get drivers for you so they will know where to go. So I hope to see you all at all the parties. That's about all I have to say unless you have questions. Wardle: Cherie just a quick clarification. Is that Tuesday August 2nd you say? McCandless: That's correct. Wardle: Okay. McCandless: Most of the parties will start around 6:00 or 6:30 and last 8:30, 9:00. Whatever. De Weerd: Mr. President. Wardle: Madam Mayor. De Weerd: That's why we don't have a Council Meeting that night. Wardle: Oh we don't have a Council Meeting that night. Donnell: Oh we don't? De Weerd: No and we do have a request from Kuna to have a special meeting at 3:00. A joint meeting with their council. Wardle: Okay. McCandless: So if we don't have anymore questions I expect you there too Bill. Nary: I will do the best I can. De Weerd: Mr. President. Wardle: Madam Mayor. De Weerd: Cherie, how many subdivisions did you say were participating? McCandless: We have seven that are registered right now. Actually six because two different parties in one subdivision. So. De Weerd: That's great after four years that's a pretty good showing. McCandless: Yeah we have been getting out the word for about a month and a half now. So. Meridian City Pre-Council May 17, 2005 Page 4 of 12 De Weerd: That's great. Wardle: Cherie do you have just a quick list of the subdivisions with you or is that something you can email me? McCandless: Shaun I didn't bring them with me, I'm sorry. Wardle: Are they pretty well spread out throughout the city? McCandless: There's about two. There's one in Vienna Woods, there's one in Candlelight. Linda Taharo that had one when we went out four years ago. They'll be one in her subdivision. Saddle something, yeah. Meridian Greens we haven't heard from. Well we've been talking to them but I'm not sure about that Christine. So. We'll do the best we can. We hope to have more by the time we - by the end of this month. Rountree: Great, thank you. McCandless: Thank you. Wardle: Thank you Cherie. Just like to thank you and the department and all your volunteers for all the hard work you've done and it sounds like it's going to be a great event and I look forward to attending and I know that if we can be there we will. Item 4. Update on Park Development Projects with Kiwanis, Meridian Youth Baseball, Adventure Island Playground, and Police Athletic League by Doug Strong: Wardle: Director Doug Strong. Strong: Thank you Mr. President, Madam Mayor and members of the Council. In my monthly meeting with the Mayor a couple of weeks ago. We talked about our partnership agreements for park development projects with Meridian Youth Baseball the PAL folks at Hero's Park, Kiwanis Park and also Adventure Island Playground and what it would take to meet our goal to meet a phase one green up by this fall. So in looking at that I've been with Elroy Huff working with contractors, engineers and architects and different people to try and get some hard numbers of where we are and also get an indication from the different partnerships that we have, where they are financially. Obviously some of them have slowed because of difficulty with fund raising and we want to get all of these projects off the ground so we can meet our goal of actually having 75 new developed acres underway by fall. So I've assembled some numbers and put together some information of where we are in each of these partnerships. We will go through that real quickly and then answer questions that you might have. I'll start with Kiwanis park and by the way I put these in a priority order on Meridian City Pre-Council May 17, 2005 Page 5 of 12 purpose so that if we were looking at any potential funding for them that you'd at least have my priority order of where I think money should be spent and what order. At Kiwanis Park we've actually gotten quite a lot accomplished and much of the work has been done by Gordon Harris, which we've talked about before and I think most of you are aware of. We have underground utilities including power, water and sewer all in or at least stubbed to where they belong and the irrigation lake is excavated. The irrigation pump and pump station are installed. The fence along the canal on the north border is scheduled for installation in the next couple of weeks. Irrigation line to the lake is installed. Irrigation diversion box is completed and of course many hours of on site dirt work or grading has been completed at the site. So even when you drive by and it doesn't look like there's much that has happened there, there actually has been quite a lot that has taken place. So we had an engineer from Pinnacle Engineering put together numbers for what it would take to green up that park to include curb, gutter, sidewalk, parking lot, irrigation in and functional and grass seeding. Of course irrigation in means the pond liner would have to go in and the pond or the lake would have to be filled up. From his numbers we come up with a total of a $287,595 to get to that point of completion. We have a remaining budget in that line item of $110,734. So it would leave about $176,861 that we would need to fund to get it to that point. It's important to say at this point with all of these partnerships we intend to continue to work with the partners to have their participation be as much as it can be. This is not intended to stop that partnership involvement in anyway shape or form. This would put us to the point where hopefully by the time school opens in the fall that maybe we could have a permanent pathway from the neighborhood to the high school and grass growing so that kids that walk back and forth from neighborhood to school are walking through a developed park site at least an initial development rather than a construction zone with a temporary fence along the zone. Hero's Park we have a partnership with the Police Activities League. De Weerd: Mr. President. Wardle: Madam Mayor. De Weerd: I guess Doug before you move to the next one. Are you putting a bid out for certain work on that park right now. Strong: Not at this time. De Weerd: So the budget you have for that park. When were you going to spend? Strong: We are going to continue to spend the money that we have until it's gone. To get as far along in the project as we can. To get it to where we have a parking lot, curb, gutter and sidewalk and grass seeded and everything that's the number the engineer has given us at this point. Meridian City Pre-Council May 17, 2005 Page 6 of 12 De Weerd: So those are the costs of your staff doing the work then? Strong: No that would be out to contract with the 287. We would have to bid the work to be done for those items. De Weerd: Okay but the 11O, what were you doing with that? Strong: We've put in the pump station and pump. We have been doing work on our own and with Gordon Harris. De Weerd: Okay. Strong: So we've been our own contractors to this point. So obviously when we do it that way it takes longer and we're out begging for resources often times and like Gordon borrows equipment and he uses it when he can get it and sometimes that's a couple weeks from when we'd like to get it and so forth. So it just slows things down. If we went this route we would bid that amount of work to be done and then Kiwanis club still wants to build a shelter. We have in our 06 budget request which we'll be looking at in a couple of weeks, enhancement for a restroom for that site. So this would be just to get it to this level of completion. De Weerd: Okay thank you. Strong: Hero's Park and work at the site to date includes an installation of underground utilities including diversion boxes and an irrigation line to the future irrigation lake. Phase one green up would require earthwork to include excavation of that irrigation lake. A lake liner and installation of underground utilities and a complete irrigation system and seeding. A gravel parking lot would also need to be completed before the park could realistically be used for soccer games. So there's a couple of ways to approach this is that if we got the park green without the parking lot we have a base bid - to back up a minute - we put the work that needs to be done at PAL out for bid so that we could get a base bid and then some add alternates to see how far we could go with the money that we have. We didn't get any responsive bids, we didn't get any bids at that time. But we have one contractor that has come back and put some numbers to the bid document that we put out. And we just received this this morning so. This is what we are looking at at least from if we were to move ahead and accept that bid which this is all very preliminary at this point. The base bid plus add alternates six and seven to install irrigation lake and liner came to $348,000 roughly. We have city funds available for PAL of $169,346. That leaves an unfunded difference of $178,000. That would be just to get the park green and grass growing. Does not include any work for a parking lot. So if we look at those add alternates, add a gravel parking lot it would be another $221,000 roughly. It doesn't include paving of the parking lot but it would put it in a useable first phase stage. So a total unfunded if we include the parking lot would be Meridian City Pre-Council May 17. 2005 Page 7 of 12 another $400,000. To get it in a phase one completion. Now it's worth mentioning at this point that some of what's being proposed here was in our agreement with PAL, some of the work that they had agreed to do that we would have to make some amendments to our agreement with them for how we would adjust it if we went ahead and bid this work to be done and use park impact fees to get it to this level of completion. An example would be that they in the agreement they agreed to excavate for the lake, the irrigation lake. But you can't irrigation going without an irrigation lake and they are essentially out of money. They have money remaining for seeding and irrigation, the installation of the irrigation pipe that they have gotten donations for. So questions about that one. De Weerd: Mr. President. Wardle: Madam Mayor. De Weerd: So, what has PAL - is the $169,347 what they have put in to the park. Strong: That's city funds available currently in our budget. De Weerd: Okay and what money do they have in to this? Strong: To date they have put about $60,000 in construction documents. De Weerd: Okay so they have no money for any improvements at this point? Strong: That's what we are told. We don't have any access to any budget documents from them. We are going on what we've been told at meetings. So they say they are out of money other than money to - they have arranged for . seeding the property and putting in irrigation line. Rountree: Doug I have a question on the ownership of the land. Is that titled to the city? Or is that PAL? Strong: It's titled to the city. Rountree: It is a city park. Strong: The next project is Meridian Youth Baseball Softball. At this point if you drive by Settlers Park you will see no substantial work at that site. We have done some preliminary irrigation work and piping that's been completed to get underground where it needs to be for the work when it begins. We currently have city funds in a line item of $148,430. Meridian Youth Baseball Softball has $350,000 that they have raised that they could spend at this time. Which brings a total of money available for the project close to $500,000 to get started. The cost estimates that we are getting from engineering and other folks working on Meridian City Pre-Council May 17, 2005 Page 8 of 12 the project. The phase one green up without a parking lot would cost about $821,000. So if you subtract the nearly $500,000 it would leave $322,970 almost $323,000 unfunded at this point, if we got to phase one green up without a parking lot. If we included the parking lot the estimated cost of a gravel parking lot that's without paving. That's $295,000. With paving you would add another $100,000 to that cost. For our discussion tonight a gravel parking lot would bring the total cost of just a phase one green up over a million dollars for the beginning of that baseball complex. So if we subtract the almost $500,000 it leaves $617,000 to fund if we did it with a gravel parking lot. So it gives you two options to at least consider. The last project that we looked at is Adventure Island Playground and as you know we have come a long way with Adventure Island Playground and phase one is open and is being used. There's been a lot of publicity with the playground and this group is actually quite active although fundraising has slowed down. They are active again and money is coming in. Our recent Barn Sour event that we had just a couple weekends ago raised another $600 that will go to Adventure Island Playground. They are selling concessions at the concessions stand this summer so there is ongoing revenue projects that they have underway. Our remaining 05 budget has about $45,000 in that account. We've been awarded a Land and Water Grant for the phase two which would be the zero depth water feature which is a matching grant so we have another $45,000 when that is complete. Our 06 budget request, so this is a question mark. It'll be in our 06 enhancements of $150,000 would make an estimated total available of about $240,000 for the phase two completion. In talking to people associated with the project. To bring phase two to substantial completion would cost probably an additional $50,000 over that amount that we project to be available after our budget period this year. And I say substantial completion in it there would be some things that they still want to complete with community participation like the brick sales and some things like that that would complete a wall and some of the nicer features in the playground but all the concrete work and landscaping and essentially the established area of the playground would be in place. So to summarize that if we looked at them again back in priority order. If we were to go through and look at what it would cost to get all these projects to a phase one green up or a phase one completion and again I've looked at both with including parking lots and without parking lots. If we did all the work without parking lots it would need another $728,000 to get that done. With parking lots it would be about a million two. Obviously parks are difficult to use if you don't have at least a gravel parking lot for participants to be there. Rountree: Mr. President. Wardle: Mr. Rountree. Rountree: Doug what's the cost for a paved parking lot because I'm not sure we are going to be in the business of providing parking that isn't paved. Or we we'll have to provide that opportunity for everybody. Meridian City Pre-Council May 17. 2005 Page 9 of 12 Strong: With the Meridian Youth Baseball parking lot. The paving costs about another $100,000 of the $295,000 I believe that was back there. Wardle: Doug just to follow up on Councilman Rountree's comments. If we are considering these projects. Personally I'd like to consider them with a paved parking lot. I know in the past we've had some code issues and then we certainly would have air quality issues and then also the issues of if this is the city's standard parking lot those in the development community, which we're requiring to do other parking lots. We might have some questions. So if you could provide those figures and then total those together. I think it would be helpful for our discussion. Strong: Just off the cuff from the figures that I'm seeing it. We could add at least $200,000 to the cost that we see there which would bring it about a million four, a million five, somewhere around in there to do everything with parking lot. The reason I included it with gravel parking lots is in the agreement that have been through Council and approved by Planning and Zoning in the phase one of these projects gravel parking lot was identified and was considered acceptable because of the agreement that we've signed. I agree a paved parking lot makes a lot more sense than a gravel parking lot because once it started to be used it would be better to be paved. Wardle: Doug. You have any creative revenue thoughts at this point? Or other budgetary sorts of considerations? Strong: As you can see I've included the current park impact fee fund balance as of June 30th of this year. We have a million seven in that park impact fee fund balance. Even if we funded the initial phase green up including paved parking it would still leave several hundred thousand dollars in that account. That does not include projected 06 revenue in the park impact fee account. We did better last year in revenue gathering in park impact fee then what was projected. Wardle: And then all of these are impact fee eligible? Strong: Yes they are. De Weerd: Mr. President. Wardle: Madam Mayor. De Weerd: I guess if I could recommend that on the 25th when you hear the parks budget. We can firm up some of these numbers. I guess what - why I would like to some emphasis is on completing some of these projects that partners have been fundraising for. Kiwanis the Meridian Youth Baseball group whose raised $350,000 and Adventure Island who has raised close to a half Meridian City Pre-Council May 17, 2005 Page 10 of 12 million for this project. Those are organizations and partnerships that have put a lot of time and effort and resources into this. PAL is not quite there yet. You know we thought they had more resources then what we are seeing. But these other groups have been very diligent in their effort in not only fundraising but in volunteerism in brining about donated labor. If we could bring those back to Council. So you also see what is being suggested through impact fees for 06. You can see a clear picture and I don't know Doug. Does that give you enough time to also consider how we can bid these out so some of these things can be done this fall when they should be? Strong: I think it does. I might add the reason for the priority order in some sense is that when we look at Kiwanis Park it's in an area where there is developed neighborhood around it and the high school is finished two years ago. Hero's Park is in a rapidly developing area where people are calling and asking when the park will be done. So I put it in order where it seemed to have an impact to the surrounding neighborhoods as well. Wardle: Doug to follow up on some of the Mayor's comments. I certainly these groups are all working very hard and while PAL as may not got as quite far as the rest of the groups. I still think that facility and those activities are very popular with our citizens. So we should at least take a look at considering them separately on their merit but together as a budget request. Strong: I agree. Rountree: Mr. President. Wardle: Mr. Rountree. Rountree: You know I think we have a really neat story here in terms of community partnerships and it would be I think good to get it on paper. You know what these folks have done in terms of volunteerism. The kinds of turnouts they have provided, the amount of funds they have raised and the amount of funds that they have put into the facility. The amount of funds the city has put into the facility to date. And marry to with what it is that we need to do to complete them. And I think we really and truly do need to look at getting these things done as we look at the parks budget this year. De Weerd: Mr. President. Wardle: Madam Mayor. De Weerd: We do have that information pulled together from 2001 through 2005 to date and I can get that to you. Wardle: Thank you very much Doug. Lets move to Item number four. Meridian City Pre-Council May 17,2005 Page 11 of 12 Item 5. Bid on Park Land and Pathway Development next to Fire Station # 4 by Doug Strong: Strong: Mr. President, Madam Mayor and members of the Council. I just started looking at this this week once I was aware that we have a responsive bid on Fire Station four and there is some impact to the parkland and pathway development that we've been discussing and partnership with the Fire Department. The reason I put it up this way is that in the budget enhancement that if you've been looking at your budget books for 2006 we projected to develop that little bit of parkland and the pathway it would cost about $26,250 based on a square footage estimate. As the chief mentioned today in our department directors meeting, everything is costing more it seemed like very rapidly throughout the community. I think beginning August cement costs are going to go up six dollars a yard just has an example. So obviously the bids came in higher than it was projected even for the building but the low bid with the add all alternate, the add alternate for the parkland development and that pathway was $33,134. So when we look at that enhancement right away in a couple weeks we are going to be almost $7,000 short in what we projected in the enhancement to do that. So we still certainly want to move ahead and partner with the Fire Department to get that area developed so it's not just a weed patch. So that's what we know today. Wardle: Council any questions or direction for - Rountree: Well I agree with the recommendation Mr. President that we ought to wrap it up and get it done instead of having a small piece out there being an eye sore. Wardle: I agree. Doug how do we do that procedurally? Do we need to make an amendment to your budget can we do that with a motion? Strong: Mr. President, Madam Mayor and members of the Council. I don't have an answer for that. I'm sure Stacy would. De Weerd: Yes you would have to authorize an amount and an adjustment can be recorded so that the amendments to all of the different activities can be added all at one time. Wardle: And this is time sensitive. Have we accepted the bid on the Fire Station yet? De Weerd: It was last night. Wardle: Do I have a motion to accept? Donnell: Mr. President. Meridian City Pre-Council May 17, 2005 Page 12 of 12 Wardle: Mrs. Donnell. Donnell: I would like to make a motion that we accept the recommendation from our Parks Director and that we authorize the payment of the difference between the budgeted amount and the alternate bid to complete the pathway development for Fire Station four. Rountree: Second. Wardle: It's been moved and seconded to approve the difference between the alternate bid in the budget. All those in favor. Opposed? ALL AYES. MOTION CARRIED Wardle: Thank you very much Doug. Thank brings to the end of our appointed agenda. Do I hear a motion to adjourn? Rountree: So moved. Donnell: Second. Wardle: It's been moved and seconded to adjourn. All in favor. ALL AYES. MOTION CARRIED. MEETING ADJOURNED AT 7:03 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: ATTESTED' WILLIAM G. BERG, J ., ø I r I p~