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HomeMy WebLinkAbout2023-11-14 Work Session Meridian City Council Work Session November 14, 2023. A Meeting of the Meridian City Council was called to order at 4.30 p.m. Tuesday, November 14, 2023, by Mayor Robert Simison. Members Present: Robert Simison, Joe Borton, Brad Hoaglun, Luke Cavener, Jessica Perreault, Liz Strader and John Overton. ROLL-CALL ATTENDANCE _X_ Liz Strader _X_ Joe Borton _X_ Brad Hoaglun _X_ John Overton _X_ Jessica Perreault _X_Luke Cavener X Mayor Robert E. Simison Simison: Council, we will call the meeting to order. For the record it is Tuesday, November 14th, 2023, at 4.30 p.m. We will begin this afternoon's work session with roll call attendance. ADOPTION OF AGENDA Simison: Next item up is the adoption of the agenda. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: A couple changes for our agenda this afternoon. Under our Department/ Commission Reports we are going to move Item 13 just before Item 11 . So, we will have discussion of park fees before the public hearing. And, then, on our Consent Agenda we are going to remove Item 6 and 7 and move them down to our Department/ Commission Reports and that order down there will be -- where we move them we are going to move Item 17 first of these four -- 17, then six that we are moving from the Consent Agenda and Item No. 16 and, then, Item No. 7 from the Consent Agenda, just so we follow along with that. So, with those changes, Mr. Mayor, I move adoption of the agenda as amended. Borton: Second. Simison: I have a motion and a second. Do I have discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have it and the agenda is adopted as changed. MOTION CARRIED: ALLAYES. CONSENT AGENDA [Action Item] Meridian City Council Work Session November 14,2023 Page 2 of 28 1. Dutch Bros. at Eagle and Ustick Water Main Easement No. 1 (ESMT- 2023-0142) 2. Dutch Bros. at Eagle and Ustick Water Main Easement No. 2 (ESMT- 2023-0143) 3. Final Plat for The Oaks North Subdivision No. 13 (FP-2023-0015) by Kyle Prewett, Toll Brothers, located near the intersection of W. Gondola Dr. and N. Black Cat Rd. 4. Final Plat for TM Center No. 2 (FP-2023-0018) by Brighton Development, Inc., located at the northwest corner of S. Vanguard Way and S. Wayfinder Ave. 5. Final Order for Poiema Subdivision (MFP-2023-0002) by Clint Hansen, Land Solutions, located at 3727 E. Lake Hazel Rd. 8. Approval of Blanket Purchase Order #24-0081 to Ferguson Enterprises for FY24 Sensus Water Meters and Related Equipment for the Not-To-Exceed Budget Amount of $1,084,949.00 9. Approval of Sole Source for Backflow Assembly Device Testing by Pacific Backflow, LLC. 8. Approval of Sole Source for Generator Maintenance and Repair, and Generator Load Testing Services by Power Systems West Simison: Okay. So, we will move on. There were no items moved from the Consent Agenda -- well, there were, but they were moved to another place. So, we will move on to Department/Commission Reports. First item up is discuss -- oh, did -- did we? I thought we did just pass it. Did we pass it? Okay. All in favor signify by saying -- I thought we made a motion. Oh, the Consent Agenda. I'm sorry. Next item up is the Consent Agenda. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: I move that we approve the Consent Agenda as amended and for the Mayor to sign and Clerk to attest. Borton: Second. Simison: Motion and second to approve the Consent Agenda as amended. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have and the Consent Agenda is agreed to. Meridian City Council Work Session November 14,2023 Page 3 of 28 MOTION CARRIED: ALLAYES. ITEMS MOVED FROM THE CONSENT AGENDA [Action Item] DEPARTMENT/ COMMISSION REPORTS [Action Item] 13. Discussion of Proposed New Park Fees Simison: So, we move on to Department/Commission Reports. The first item up is discussion of the proposed new park fees. Turn this over to Mr. White. White: Mr. Mayor, Members of Council, thanks for having me tonight. I'm here to talk to you and just discuss and kind of get some feedback, if any. On three fees, two of which are brand new fees and one is a fee that's been in place for about ten to 12 years that we are looking to update. So, with that I will jump into it. The first one is the ball field prep closet. This is a request we get from so many different tournament organizers, coaches, all the above, trying to have a game, tournament, whatever and looking for field equipment. It's extremely hard to find a bag of chalk -- just one bag of chalk or even two bags of chalk here at local stores. So, we wanted to offer this based on past requests from these coaches and for them to have prep -- prep equipment for ball fields -- for softball fields, baseball fields, stuff like that. In that it's a 50 dollars per day and 53 dollars after tax. Includes all the stuff you would need to drag a field, prep a field. The second one is ball field temporary fencing. Again, 50 dollars per day per field, 53 dollars with tax. This is something that -- if you have a youth tournament or a senior tournament it just brings the fence into 200 feet from 300 feet, if that makes any sense. To make sure our fields are dual use in that. So, those are the two brand new fees. Pretty simple. All based on past requests we get from other coaches and tournament organizers. The third one I'm here to talk about is the pickleball, tennis court hourly reservation fee. It's currently at $2.50. It's pretty reasonable. After taxes 2.65. We are proposing to move it to 4.72 or after tax an even five dollars. Worked with Finance on this and how to calculate all this stuff and when it comes to time, staff time, all that kind of thing, so they are in support of this fee as well. So, with that I will stand for questions. Simison: Thank you, Garrett. Council, any questions for staff? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Garrett, are the -- the ball field prep closet and the ball field temporary fencing, are those add-ons, meaning a tournament organization would have to request those? So, it's an option to pick, it's not something that if you are doing a tournament we are going to add this fee on in addition to? Meridian City Council Work Session November 14,2023 Page 4 of 28 White: Mr. Mayor, Councilman Cavener, that's correct. It's not an automatic add-on. If they request it we have it available for them. Trying to make it easier from the host tournaments. And, really, it's based on Discovery Park when we have a tournament. Cavener: Great. White: Thanks for the question. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: So, if they don't pay the fee, though, is the closet empty? White: It will be locked up. So -- so, yeah, if they want it they can pay that fee. If not it's locked up on site ready to go. So, it won't sort of be empty. We still have some equipment in there. If our staff needs to jump in there to get something they could. Borton: Does that apply to the Settlers Park fields as well? White: Right now it's only at Discovery, just to -- because that's the tournament complex we have. When it comes to prep in Settlers fields that's -- Meridian's youth baseball typically does all those for -- on their own. Those types of things with their coaches or their staff. But yeah. Simison: Council, any additional questions for staff? Okay. White: Thank you. Appreciate it. 11. Public Hearing for Proposed Winter/Spring 2024 Fee Schedule of the Meridian Parks and Recreation Department Simison: Thank you very much. Don't go very far. Next up is a public hearing for the proposed winter-spring 2024 fee schedule of the Meridian Parks and Recreation Department. We will begin this public hearing for -- with staff comments. White: Mr. Mayor, Council, thank you for having me again. In front of you are the fees for our next activity guide. Seventy-thirty split with instructors and kind of the standard procedure to be here. So, if you have any questions I'm happy to answer. Simison: All right. Thank you. Council, questions? Cavener: Mr. Mayor? Simison: Councilman Cavener. Meridian City Council Work Session November 14,2023 Page 5 of 28 Cavener: Garrett, when -- when do you need this resolution approved by? Is this something tonight? If it's next week, couple weeks out? I know that once these are approved, then, you go and print the activity guide and so can you give us a little calendaring about what your deadline is to get that printed? White: Yeah. Mr. Mayor, Councilman Cavener, we would love to release it tomorrow. It's already ready to go. It's all digital. So, we do print some copies. So, we would have those available for the public. But we would like to do it tomorrow and, then, start doing registrations as of Friday morning -- Cavener: Okay. White: -- if at all possible. Cavener: Okay. Thanks, Garrett. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I think in the future it would be very helpful if we had the previous fee in a table with the new fee, so we could easily compare them. White: Sure. Strader Thank you. Borton: Mr. Mayor? Simison: Councilman Borton. Borton: One process question, just so we all put it on the record as far as input you got on the changes, anything positive, negative. Did you get feedback from any organizations that caused you to change it a little bit more one way or the other? White: For the proposed change fees for the -- Mr. Mayor and Councilman Borton, no, we have kind of made some comments to others, like other organizations, the tennis organizations, pickleball organizations, like, hey, this is probably going to be coming. It's been in place for ten to 12 years. We are working with Finance and just doing the calculations of what it should be. We are not trying to make money on any of them, it's more just to cover our staff cost based on our current cost recovery. So, to answer your question, some feedback, but not -- not a lot. Simison: Any other questions for staff? Thank you, Garrett. White: Thank you. Meridian City Council Work Session November 14,2023 Page 6 of 28 Simison: Mr. Clerk, do we have anybody signed up on this item? Johnson: Mr. Mayor, we did not. Simison: Okay. No one signed up. Is there anybody present or online who would like to provide testimony on this item? If you are online you can use the raise your hand feature. Seeing no one raising their hand online or coming forward, have a motion to close the public hearing, unless most staff would like to make any final comments. Overton: Mr. Mayor? Simison: Councilman Overton. Overton: Mr. Mayor, I make a motion that we close the public hearing. Borton: Second. Simison: Have a motion and second to close public hearing. Is there any discussion? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I think real quick -- earlier this year I was alerted from a couple of citizens who were concerned about the taxes being assessed on classes that we are offering in the city. Finances has tried to engage with the state to kind of true some of that out. It has to deal with that we don't charge a -- a facility fee. Goods are taxed in Idaho. Services aren't. But we are essentially taxing often services. I think potentially inappropriately. It's not a huge amount of money, but it -- I think it's important for us to be correct about this. I know that part of it is working with the state to get some better direction. So, I'm cautiously supportive of the motion that's before us tonight, but I would like at a -- at a later point in time an update from Finance, maybe the Parks Department, about are we appropriate collecting taxes? Do we need to address how we charge for a facility usage to make sure that they are uniform and correct for the classes that we offer. Simison: Is there further discussion on the motion to close the public hearing? Okay. All in favor signify by saying aye. Opposed nay? The ayes have it and the public hearing is closed. MOTION CARRIED: ALLAYES. 12. Resolution No. 23-2424: A Resolution Adopting the Winter/Spring 2024 Fee Schedule of the Meridian Parks and Recreation Department; Authorizing the Meridian Parks and Recreation Department to Collect Such Fees; and Providing an Effective Date A Meridian City Council Work Session November 14,2023 Page 7 of 28 Simison: Next up is Resolution No. 23-2424. Ask the clerk -- we don't have to read -- we don't need to read a resolution by title. Overton: Mr. Mayor? Simison: Councilman Overton. Overton: Move that we approve Resolution No. 23-2424, a resolution adopting the winter-spring 2024 fee schedule for the Meridian Parks and Recreation Department, authorizing Meridian Parks and Recreation Department to collect such fees and providing an effective date. Borton: Second. Simison: Have a motion and a second to approve Resolution No. 23-2424. Is there a discussion? Borton: Mr. Mayor? Simison: Councilman Borton. Borton: Councilman Cavener's points are mutually exclusive. I think that concern certainly can run parallel with approval of fees to make sure that comes back to us and -- and Garrett and the team, the way you -- you establish these fees on a cost recovery consistent with our policies is really important. I know you do the due diligence to make sure that they are appropriate and not any greater than necessary to recapture those costs. So, for those reasons I'm certainly supportive of the resolution. Simison: Thank you. Any other comments? If not, Clerk call the roll. Roll Call: Hoaglun, yea; Borton, yea; Cavener, yea; Perreault, yea; Strader, yea; Overton, yea. Simison: All ayes. Motion carries and the resolution is agreed to. Thank you very much. MOTION CARRIED: ALLAYES. 14. Solid Waste Program Recommended Changes to Bulky Items Pickup Program Simison: Next item up is solid waste program recommended changes to bulky items pickup program and it's Laurelei. McVey: All right. It wouldn't be Public Works without a presentation, so we have got one. Maybe. All right. Thanks, Mayor and Council. So, I'm excited to bring program Meridian City Council Work Session November 14,2023 Page 8 of 28 improvements to you today for our bulky item pickup. So, this is sort of our first thing coming out of the solid waste master plan, one of the first items that we looked at. So, before we get into the specific program changes, I just wanted to remind everyone in the public about all of the special programs that we have throughout the year. So, we have many special seasonal based events, like Recycle the Fall. We do Christmas tree recycling. Trash for Treasure. As well as several programs that are available year around for residents at the transfer station. Squishy water bottles, glass, household hazardous waste and dropping off bicycles for recycle a bike -- recycle a bicycle. So, this discussion today is specifically about two of our seasonal events. So, extra trash week and our spring clean-up event. So, both of those two events are bulky item pickup events that occur over individual weeks twice per year. So, important to note as I talk about these program changes, we are not looking to change any of the other programs on this slide, just those two. So, what are bulky items? So, these are items that are too big to fit in your standard curbside trash cans. So, they could be things like a dishwasher, a couch, a chair, a mattress, an extra bundle of garbage. There are a few things that we don't accept as bulky items simply because they are too large, hazardous or require special disposal. So, things like boats, hot tubs, tires, you can't set them out on the curb. So, twice per year currently today residents can call -- you have to call ahead and schedule bulky item pick up. The first is the last week of December and, then, the second one is the last week of May. So, currently there is no charge for these pickups. Again, the resident calls in, schedules, let's Republic Services know that they have items. They are allowed up to seven bulky items on these weeks and I'm happy to report -- so, there is no charge to the city or the customer for these pickups. I'm happy to report that these programs have been a huge success. So, you know, one of the good things to come and report is we are having problems because we are doing such a good job at it. We have seen participation grow significantly with the events over the past few years as we have improved outreach and communication. So, for example, our spring cleanup event, we saw an increase of about 1,500 items picked up a couple years ago to over 5,700 items this last year. So, unfortunately, with the success and program growth there comes some challenges. It really becomes too big of a thing for Republic Services to be able to go around to these -- all the city residents that request pickup in a single week. So, what that ends up is it leaves customers frustrated, because their pickup doesn't happen on the day that they think it's going to happen. It's hard for Republic. They have to have a bunch of extra labor, staff time to try to get it all done in one week. So, what we did is the city worked with Republic Services to come up with a solution that would work for everyone. So, we are proposing to move to a year around bulky item pickup program. So, essentially, what this would do is it would take -- rather than just those two weeks per year that you get bulky item pickup and it would spread that out through the whole year. So, any time of the year each resident would get ten free pickups. They have to -- would have to call and schedule, just like they do today. The pickups are automatically tracked through their account. So, it's not like there is a special sticker system or, you know, some of the other programs that exist. So, really easy tracking, similar to a system that the city of Boise implemented, which has worked great for their residents. We actually think it's going to increase program participation, because people don't have to wait around to have their items disposed of. If you have, you know, an old mattress or a desk or you rearrange, you are Meridian City Council Work Session November 14,2023 Page 9 of 28 not saving that throughout the year for those -- those two weeks. Important to note, like I mentioned, it's not going to impact the other seasonal programs that we do. We will still do fall leaf recycling. We will still do Christmas tree recycling. We will still do Trash for Treasure. This just expands the bulky item to year around, which we think is a win for everybody. So, visually what does that look like? Extra trash week and spring cleanup go away and it now becomes free bulky item pickup is in the year around events. So, what would this look like next step? So, we would still have extra trash week this December because we are still in 2023, everyone is anticipating that. So, we are not looking to take that away. So, that would occur. We would -- hopefully if you guys approve the resolution this evening we would memorialize the changes that would go into place in 2024. The new program would start in 2024, which is when we would kick off communication and outreach. So, we would update our website to let people know about this. The calendar magnets that Republic Services sends out would have it. We would do some social media, some utility billing inserts. The good news about this is no one's anticipating any of this until spring; right? So, we have some time to educate the public about -- about this program. We also have asked for Republic Services to help us track the usage of this over the next several years, so that we can help decide, you know, how many households participate? Is ten pickups the right number? How many households are exceeding ten? We really think ten is -- is going to be an adequate number for most residents, but we are definitely going to be tracking and can adjust that in the future if there is -- there is issues. Residents can still call for pickup of some of those other items or if they exceed their ten you can, for a charge, you would still be able to call and get a pickup or take things to the transfer station as well. So, none of that is changing. So, with that stand for any questions. Simison: Thank you. Council, questions? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Thanks, Laurelei. Appreciate the reasoning behind the change. How will customers sign up for the program? Will they need to call? Will there be a form on the website? What do you expect? McVey: So, Council Woman Strader, so everybody will be automatically enrolled. So, if you have a trash account with City of Meridian -- and I should say a residential trash account. So, this -- this only applies for residential. But you will automatically be -- there is no enrollment, you just call and your account details that Republic Services has will track your numbers throughout the year. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: So, you need to call to schedule -- Meridian City Council Work Session November 14,2023 Page 10 of 28 McVey: Pickup. Strader: -- a pickup. Okay. Was there any thought around trying to do a form on the website as an alternative, just because I have heard of people trying to call and it taking time not connecting. McVey: So, I can pass that information along. It's -- it's through Republic Services, so it's -- it's on their -- their side of it, but I can definitely pass that suggestion along. Strader: Okay. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I would also reiterate, just I think making it easier for our citizens to -- I appreciate Republic and recognize that a lot of requests for bulky items we also get -- Republic gets a lot of requests. I do think that the -- the whole time the delays can lead to an unsatisfactory experience for our ratepayers. I love this. So, kudos to Republic, you, for bringing this forward. I think this is great. I -- I did have a couple of just quick questions. So, the Cavener family loves the unlimited collection during the Christmas week. It allows us to get rid of all the stuff from the stuff that we got. Where that's going away, if my youngest gets a clubhouse or something like that, there is -- that's bulky, do I call Republic to collect that and -- and, then, what happens for the families that have extra bags that don't typically fit in their trash can that week, are those, then, bulky or how are we going to handle that extra collection that isn't quite a bulky item, but is more than they anticipated that particular week? McVey: So, Councilman Cavener, that's a good question. So, I would tell people to kind of put their -- if it's those smaller bags into a container and, then, that container would count as one. Republic Services won't take that container, so if it's a larger trash can or larger box, but each of those would count as -- as a -- an item or a pickup. Cavener: Mr. Mayor, follow up. Simison: Councilman Cavener. Cavener: We have got some time on this; right? Because we are good for this Christmas. Really, the first time is kind of spring cleaning time. I would encourage you -- maybe it's an opportunity to talk with Republic. I -- I think that continuing those extra bag pickups, the stuff that we put next to our bin during that spring week and during the holiday week is -- is crucial and this is I think a big step forward in meeting our neighbors who have those bulkier items, but I -- I hope it wouldn't come as an expense as to what they think is built-in expectation from our ratepayers that, hey, I don't have to worry about where I'm going to put these extra two or three bags of clinical garbage this Meridian City Council Work Session November 14,2023 Page 11 of 28 week until I maybe have more space next week or over a couple of weeks. Certainly with the spring cleaning collection I know that's feedback that I get a lot. McVey: I will definitely pass that. Simison: And if I can piggyback on that, you know, if -- if residents have to call in their extra trash in a -- you know. Yeah, it's probably not going to be the outcome. McVey: And I think, you know, speaking somewhat for Republic Services, I think on occasion if there is a couple of extra bags I believe their drivers most of the time just pick those up as part of the route and don't count those or track those. I think this is the bigger items that take the bigger specialized trucks to -- to manage. So, I believe they would for the most part still pick those up. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I think if there was a way to better differentiate between, you know, just extra bags of regular garbage, like extra regular size trash bags, compared to a bulky item, that might really help with the program implementation and to Councilman Cavener's point, I think if there was a way to maintain extra pickup of regular sized trash bags during the last week of December I think that would be ideal. It wouldn't be an issue, of course, this December, but I think we want to think going forward -- I do think people have kind of an expectation. I -- I agree with him that there is kind of an expectation around that. I don't think people would expect, you know, a huge item to be picked up, though, if they understood that the program was changing. Simison: Just to reiterate on those points, I think the numbers -- if you could -- you know, would have the usage so far that, you know, ten homes and at the numbers, you know, you could be talking, you know, 400,000 bulky items under the program, which we know that's not getting used to that, so trading out the bag pickup for 400,000 bulky items potential -- probably work with the numbers on Republic to scale back to keep some of those things, if that's what the outcome -- that people would think is more likely to be used by all residents. The ones accepted. McVey: And just for clarification for the resolution that's on next, so that is a list that we took the opportunity when the service provider changed from SSC to Republic Services to memorialize a lot of these -- what we call donated services. So, things like trash pickup in the parks, trash pickup at city facilities, a couple of special events. So, what that resolution does is it cleans up a lot of those rather than listing out. It was a pretty crazy spreadsheet. It just memorializes -- the intent is all city facilities, city events, a couple of these special -- specialties and just memorializes that Republic Services intends to donate those services to the city. Meridian City Council Work Session November 14,2023 Page 12 of 28 Simison: So, would you like to take this back to SWAC or would you like to have Republic come back and have a conversation based upon this feedback? I don't know that -- what I'm not hearing is overall support for giving away the changes right now and starting a communications plan and, then, coming back and having another conversation about modifications. Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Thank you. I -- I agree with my fellow Council Members regarding the communication and -- and the not removing the two weeks a year that are already in place. A lot of folks I know count on those for Christmastime and spring cleaning and whatnot. I just wanted to further encourage something that Council Woman Strader had said regarding scheduling the pickups. I know I myself and probably all of you have been stuck on the phone with Republic Services waiting for someone to answer or no one answers. So, I would -- I would prefer for them to come in and share with us what they might be able to do as far as communication with the public at this -- it's, obviously, a significant increase if folks can go from -- from two times a year to ten times a year and the number of calls would be much much greater. So, whether they plan on having additional staff set aside for that communication or they are able to modify the website to allow folks to schedule that, I -- I would like to hear that information first before officially bringing --just my two cents. McDannel: Mr. Mayor, Members of the Council, my name is Konrad McDannel with Republic Services. 2130 West Franklin Road. At the transfer station there that's where our office is. I -- I believe the idea is to -- as Laurelei said, it's gained so much popularity, this program, and Meridian's grown so much since 2012, probably at a rate of five percent a year, that when we have these events we operationally just get suffocated with requests, which is great. People are used to these -- these time periods to -- to do the spring clean out, replace their holiday dressings and -- and things of that nature and -- and, sure, totally understand that. What we would like to do, as Councilman Cavener said, you know, reduce the frustration during those two weeks where we see every day 500 requests for pickups on a route that's normally built for 40 pickups a day and so by spreading it out throughout the year it -- it helps alleviate that pressure and, sure, we will still see a surge, especially for the first few years we will see that big surge continue in the spring and after the holiday season, but what you will see as time goes on is people will get used to those special events now being, instead, just a two week special event. It's really a year around program. So, they will start to adjust and they will put out the mattress in July. They will put out the swing set in November, you know, that -- that -- that will help alleviate the pressure of the two programs and -- and maybe we take a look at, for the first year or two, taking extra bags during the holiday season, the third week in May or the first week in May. I -- I can't decide on that right now, but that's a really good point. If -- if people are used to putting out extra trash bags and trash containers, maybe we do need to go back and address that a little bit deeper. As it currently stands customers can do that with an extra Republic Services Meridian City Council Work Session November 14,2023 Page 13 of 28 cart and they can have that cart year around and it's picked up every week and they certainly don't have to put it out every week. But, generally, we don't accept any trash outside of Republic Services carts year around, aside from those two weeks. Even if you called it in and said, hey, I have my own 32 gallon trash can, would you pick it up? That's not a bulky item and we don't pick that up outside those two weeks. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I appreciate you being here and coming up and I -- I think you kind of touched on it's -- it's two separate issues in -- in one hand. Really appreciate the expansion of the bulky item pickup and I think these ten items I think spreads that peanut butter for the most part out over a 12 month period. You still are going to have people during that spring cleanup week and during the holiday week they are going to continue to request for bulky item collection, because that flows with the -- the seasonality of it. The second piece, though, is that expectation from our citizens about that extra trash that they have accumulated, particularly that last week of December. They are conditioned that that's going to be picked up and I -- I -- I don't think this is what Republican is intending and -- but it's starting to at least look a little bit like we are -- we are giving up that extra collection that comes during the holiday week and which I think the vast majority of our community uses in exchange for ten bulky items and I -- and I worry that we -- unintentionally Republic and the city is going to create a scenario where the citizens believe that this extra trash is going to be picked up and it's just not and so I guess I would encourage you guys maybe to go back, take the feedback from the Council, make sure that this is the mousetrap that you want to present and that it's -- it's -- it's accomplishing everything that you all are intending, while also meeting the expectations of our city. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Yeah. Another suggestion I think would help you and would help other customers would be if there was a form on the website and someone could just request a bulk pickup, understanding that you need to manage the flow of those requests, you could potentially get back to them and schedule them. Here is your date that we are coming to do your bulk pickup; right? So, people make their request and, then, Republic gets back to them via e-mail, here is your date. I just think an approach like that might be better, because I'm anticipating like if -- if someone tries to call now toward the end of December you are going to be inundated with calls and that also operationally for you will be challenging, where if people do a request on the website, maybe that just gives a cue to work through and you can kind of get back to people and manage that. It's just -- I don't want to tell you how to run your business, but it's just a suggestion of maybe a way that -- that would be a better approach than having people on hold. Meridian City Council Work Session November 14,2023 Page 14 of 28 McDannel: Mr. Mayor, Council Woman Strader, thank you. That -- that is really good feedback. In fact, we -- we have a process similar in place during spring cleanup, which is kind of married to Trash to Treasure in the past few years where there would be an online form that could submit and -- and we -- we could keep track on a spreadsheet and prepare for -- for the route there. I can't speak for Meridian City's Website and -- and what they are willing to prepare, but Republic Services does offer a customer service e-mail csidaho@republicservices.com and -- and that's certainly an option for customers to e-mail in. We would just request their -- their name, their address, a phone number and the number and description of bulky items and we could get that entered. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Yeah. To that point, you know, you have a dumpster rental guide, order now, place your order online, schedule your delivery, everything's there. It's a communication process. So, it's just a matter of how you guys want to do that. But regarding the bulky, is it bulky and extra trash pickup is -- maybe that's what we are talking about from a communication standpoint to get that -- McVey: Yeah. So, your items could count as either. So, it could be ten bulky items or it could be eight bulky items and two extra bags of trash or -- it's -- it's ten -- ten items. And, then, you know, I think we -- we can definitely go back and talk to Republic Services. The one, you know, piece that I have to say is that these are -- they are donated services, so, you know, I think we are trading one program for another program. I'm not sure where the flexibility comes in of asking them to do both or do both for the long term could be a little bit challenging, but we couldn't -- and certainly if there is not consensus to -- to continue it forward we can have some more discussion. Simison: I mean on a personal level I -- I'm fine with like five per household if it allows you to put out the extra trash at Christmas. That's to me when you generate the most trash in your household is during that time of year. I could be wrong. But you know -- McVey: And people certainly can still use their ten pickups on that last week of the year. It's not their -- you know, their ten aren't -- it's not, you know, prorated through the year or -- you know. So, if you are -- the only time you put out big items is around Christmas, then, your ten could be that last week. Simison: And I think the challenge is are we asking people to -- every time they put out an extra bag during the holidays to make that request. Is that what we think is the right approach? And I think -- you guys know your business more. When -- when do people put out the most bags outside of leaf collection? Is it Christmas or is it during spring? McDannel: Mr. Mayor, I would say it is during spring and the early growing months of summer with the grass clippings and -- and yard debris that gets cleaned up. Meridian City Council Work Session November 14,2023 Page 15 of 28 Simison: Okay. Well, we look forward to at least taking this back and having a conversation before moving -- coming back. I think the general -- what I'm hearing is people like the concept. There is a few things that maybe need a little bit more work before moving it forward. And as you mentioned, we have time. Stuff isn't changing right away, so -- McVey: The only -- the only constraint is if we want it on the Republic magnets, but we will -- we will likely miss that -- that boat. Which is fine, but -- Borton: Mr. Mayor? Simison: Councilman Borton. Borton: Laurelei, when do you want this back -- have that conversation and be back before us, so we can make a final decision on these program elements and move forward? McVey: I mean we will -- we will get with Republic Services, you know, this -- later this week and -- and see if we can -- what we can figure out. So, I would anticipate in the next couple of weeks. We will probably miss magnet printing, but we could talk about just leaving those off or -- that's just a little bit of the tricky -- is what -- Republic for next year, but -- Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Yeah. Just looking ahead, Laurelei, if your discussions -- is that something we can discuss next week? Does that get it into the magnet if a decision is made? McDannel: Ideally we would like to print the -- or have the magnets ready to print by December 1st, so they are ready to go out to the houses by January. But we could always work around that, as Laurelei mentioned. 15. Resolution 23-2425: A Resolution Accepting the Donations of Services and Programming Offered by Republic Services of Idaho: Updating Republic Services' Address for Notice Under the Solid Waste Collection and Disposal Services Franchise Agreement; Superseding Sections 2 and 3 of Resolution 12-844, as well as Exhibit A and the Addendum Thereto; and Providing an Effective Date Simison: See what we can do in a week. Okay. All right. Thank you. With that we won't do Item 15. Meridian City Council Work Session November 14,2023 Page 16 of 28 Simison: And we will move on to Item 17, which is fiscal year 2012 budget amendment in the amount of 800,978 dollars for the Hunter Lateral relocation project. I will turn this over to Mr. Miles. Miles: Good afternoon, everybody. So, knowing that this is the item for the construction contract, but we had several questions from last week, I propose that we address some of those questions with this item and maybe just have a high level discussion on where we are at as a Council on the concept of moving the Hunter Lateral relocation forward. So, I do have a few slides, because -- to address some of the questions that were discussed last week. First and foremost, there was a question about the square footage of the lateral and the site. So, you can see up on the main site -- on the main PowerPoint there -- what you see is roughly -- you have got city-owned land and MDC owned land. Now, in these layers there is a couple of things going on, but what I call the north -- the top piece of the property is the city-owned land in sort of that orange. Down below that's behind the -- the layer behind it's actually green is the MDC-owned land. So, you have got about 34,000 square feet of city-owned land, 23,000 and a half square feet of MDC-owned land and, then, on top of that you have got sort of the gray hue, which shows what the River Caddis proposed development footprint was inside of both of those. Then you have got the lateral easement. You can see running south and west development was roughly 53,000 square feet of that. Total combined I think it's like 57,000 and square -- change of square foot -- of property owned by the city and MDC. And the lateral easement is about 10,300. So, roughly 20 percent. It's a little shy of 20 percent. I think it was like 19.8 or something like that. That's the area that the easement takes up on the River Caddis proposed development footprint. There was also a question about kind of pros and cons. So, we put together just a quick list of pros and cons. What you got is -- if we relocate the Hunter Lateral today versus if we just held the Hunter Lateral and pros and cons of each of those. Primarily you will get the updated infrastructure land that's unencumbered at least from the lateral structure. There has -- there was a question about whether or not MDC would consider reimbursement. MDC is here, so I will let them speak to that, but there has been an indication that they would be willing to consider that and do that. So, if there is questions to MDC that -- we can have them come up. Likely have an improved assessment on the value of the land. Again, without having an actual assessment on the land it's tough to say what that would be, whether it would be a plus or minus and how much it would be. But I know that was a question. We currently do have a favorable bid and, then, there is also coordinating with the other projects that are scheduled over the next several months on Idaho Ave, which includes water relocation, sewer line, as well as ACHD in the paving that they are proposing. There is kind of the -- the main pros that we saw acting on the Hunter Lateral now, aside from the efforts of the economic development of the property and the project that was talked about by you all and MDC several times over the last couple of years. If we were to hold the project and not move forward certainly there is a possibility that any new development that came along or any new contractor that came along could propose to relocate the Hunter Lateral as part of whatever they proposed and you would probably still have the acceptance of MDC to consider reimbursement, but there are, in my opinion, several cons to not moving the project forward, whether that's -- you would have to go back out Meridian City Council Work Session November 14,2023 Page 17 of 28 to bid again and who knows what that bid price would be likely higher. Can't say that for certain, but that's sort of -- philosophically that's what we have seen. Don't know who you would get or what they would propose. Certainly would be a delay in the development. There is irrigation season to contend with, so if you don't do it now you are pushed out at least until the next November irrigation off cycle and, then, you still have this restriction on the property in the lateral as well. And last there was a question about sort of timeline and we didn't get from the contractor a specific timeline schedule yet. They haven't delivered that. They were projecting to deliver that at the end of the week. But we do know under contract there is a 60 day to substantial completion, 90 days to final completion and so if you sort of walk the math backwards and start 60 days from the irrigation schedule and 90 days from the irrigation schedule, you get to a no later than start date -- or notice to proceed in January. That's probably the best we can do for a timeline right now and I think those were the main questions that we had last week in regards to the philosophy of whether or not to move this project forward. So, maybe I will stop there. We have got -- the engineering department is here. Warren. Got MDC here. So, if there are questions that I can't answer that they want to address we can invite them up. Simison: Council, questions for staff at this point? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: The coordination with Idaho Avenue, that's interesting. Can you tell me a little bit more about that or is there someone that could address that? Is there a synergy between those two projects? Like how -- what benefit is there from coordinating those? Miles: Mr. Mayor and Council Woman Strader, I will ask Warren come up and address the timing of that project and what that looks like and certainly there will be a -- they happen at the same time, so there will be less disruption overall. Stewart: Mayor, Members of the Council, Council Woman Strader, both of those projects are planned to basically -- well, this one's gone out to bid, plans to start construction sometime in January. We are in the process of trying to finalize the plans for the Idaho Street project. We had to add in the roadway improvements that they decided that they wanted to do and that those plans -- relatively soon. So, essentially, they overlap. There is a section -- there is a section of them that overlap and we will coordinate -- they are both -- they will both be going on at the same time. So, we will coordinate the construction, because we have got -- we are managing both projects and we will coordinate the construction with those contractors, so that we can coordinate road closures and things like that, so that it's efficient and we don't have, you know, people getting upset, because we complete one project and come back in immediately and do the next project and so forth. But they are planned to, essentially, have the same construction window. This work for the Hunter Lateral is actually outside of the footprint of the anticipated construction for the water and sewer project. It, essentially, Meridian City Council Work Session November 14,2023 Page 18 of 28 is to the south. They only overlap on the Idaho Street section and this is on the south side water and sewer will be further out into the roadway. So, they are not necessarily stepping on top of each other. I don't know if that's your question or what. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Yeah. No. That's really helpful. It's actually a significant benefit that we hadn't really covered in a lot of detail. So, I think that's interesting. I guess minimal disrupt -- I mean just disrupting at one time to the downtown, as opposed to, you know, multiple projects. So, that's interesting and I appreciate you kind of walking us through that. Thanks. Simison: Council, any additional questions at this point in time? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I don't have any more questions for our staff. I don't know if Ashley or Dave are available for some questions from the MDC standpoint. Simison: Get them both. Squyres: Good afternoon. Ashley Squyres, administrator for Meridian Development Corporation. Winder: Dave Winder, the current chairman of the MDC board. Cavener: Thanks. Mr. Mayor, if I may? Simison: Councilman Cavener. Cavener: Thanks. Appreciate you both being here this afternoon. So, in Dave's presentation he talked about reimbursement from MDC as urban rural district taking an action solidifying that. Is this just a general consensus based on conversations? Help me understand kind of where your body is at. Squyres: Mayor and Council -- Councilman Cavener, we have had a general conversation about reimbursement to the city should that be desired. We will take that up at our December 13th board meeting. Officially we needed to see what you all wanted to do in regards to the Hunter Lateral first, but we are certainly willing to have that conversation and I think certainly willing to entertain an idea of reimbursing you. Cavener: Great. Appreciate that. Mr. Mayor? Meridian City Council Work Session November 14,2023 Page 19 of 28 Simison: Councilman Cavener. Cavener: Just maybe a question for -- for Mr. Nary then. We have got some action before us tonight. At least part of my decision is based on the willingness of MDC to reimburse, but that decision hasn't been made. Can we -- I think it's a resolution that's before us -- approve that with the conditions that MDC would reimburse? Walk me through that where we don't have a letter, we don't have an MOU from them. I believe both the -- I believe the -- administrator Squyres and the chair, that that's what MDC is going to do, I just want to make sure from a process standpoint that the action that we take correctly follows that. Nary: So, Mr. Mayor, Members of the Council, I -- I think to be fair to both MDC and the Council -- that has always been the conversation, that has always been the discussion between both the city and MDC on this project, regardless of who the third party might have been. So, will that likely change? Realistically, no, I don't can't foresee that changing. But to be fair to both MDC and the city, if the sole purpose of agreeing to do this in your mind is only because MDC will reimburse the city, then, I wouldn't recommend that you -- that you do it. If that's the only reason you would consider it. Only because I can't -- they can't guarantee today that they will do that. The likelihood they are going to do that, the likelihood MDC is going to do that, in my opinion and -- and Ms. Squyres opinion are probably going to be fairly high, but -- but neither of us could give you that level of assurance. So, to be fair to them and to the city, if that's your only purpose to agree to it, then, I would suggest that that's probably not -- that's not there. But is it likely to happen? Yes. Is it going to happen? I don't know. So, I -- I want to be fair to you and -- and to the Council and -- and the MDC. You know, there isn't that in -- in writing today. I think it will happen, but it hasn't happened. Cavener: Okay. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I feel very strongly that the reimbursement agreement is important to me. I guess a question for Legal. Would it be possible to give like a provisional? Because I -- I realized that what's driving this is there is a bid that's going to expire. So, would it be possible to maybe dial it on when does that bid expire exactly and is it possible to firm this up by then -- maybe with an ad hoc meeting of the MDC or something along those lines? Simison: And Keith is behind you if you want him to answer that question. Watts: The current bid that we have -- Mayor and Council Members, Council Woman Strader, it -- it does expire Friday -- this Friday. So, they will hold their bid until Friday. It will be another discussion. If we have to -- I can't guarantee the second highest bid, just Meridian City Council Work Session November 14,2023 Page 20 of 28 to remind you, is roughly 200,000 dollars higher and the third highest is double. So, that's just for your consideration. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Yeah. I mean it sounds like it's a high likelihood that it will be approved. So, I -- I don't know. I don't -- I don't really want the perfect to be the enemy of the good, but it would be very hard to take future actions like this if -- if that didn't come through, if that makes sense. Just from a -- just relationship perspective. But I -- I have faith that that will come through if it's important. But It's a mystery. There is not any other way of having a special meeting or even like a -- are they allowed to do like a signature approval if it's public record or something along those lines? Nary: Mr. Mayor, Members of the Council, Council Member Strader, yeah, I mean even under the rules to -- to notice up a meeting and put them under that gun to have a decision and, then, again, to get back to the -- I -- I try to be fair to everybody. I think that's -- that's pretty ambitious. I would agree with your -- your last statement. Is the likelihood of it to happen? Yes. Again, I can't guarantee it. Certainly Ms. Squyres can't guarantee it. But certainly I don't foresee any change in the relationship that's existed on this project. I mean -- and not looking at even the relationship with the city with MDC's board, but on this particular project on this particular location, it's always been the conversation between the city and MDC that reimbursement would occur, either from the developer or from MDC as part of the tax increment, whether it went through the developer to the city directly -- that was always the intent. Strader: Yeah. Thank you. Simison: Council, any additional questions at this time? Okay. Thank you. Miles: Mayor and Council, I think really to that point I think, again, Mr. Nary makes a valid point, whether or not the reimbursement is the only criteria that people are looking at to say that's the reason to do this project now, we as staff feel that there are multiple reasons to move forward with the relocation of the lateral. An additional component, speaking to the valuation -- I think somebody asked a question about what value would we see by removing the lateral and without -- we don't have a -- a new appraisal, but we did ask a land broker for some feedback and they reiterated that we were on the right track, that, yes, you would improve the value of the land. They provided some numbers that are based in what the value of the land was at the time of the purchase and sale agreement -- would increase that value by about 60,000 dollars. You would need to do a new -- a new appraisal on a vacant piece of land with no encumbrance to say what is the true value today. But that was the value back then and the increase to that value at the time be about 60 grand. Again, with the economic development mindset and looking at what does this do to a piece of land to help further the discussion about the next steps of this property I think is an important component as well. With that, then, Meridian City Council Work Session November 14,2023 Page 21 of 28 the remaining actions on this item -- or this project are sort of contingent and up to you. Happy to answer any questions. Simison: Thank you, Dave. Council, additional questions, comments? Perreault: Mr. Mayor? Simison: Council Woman Perreault. Perreault: Just like some clarification on the reimbursement timing and are we waiting until there is tax increment that's coming from a development on this property specifically or what does that look like in terms of how long the city will front those funds until we were reimbursed? Squyres: Again, Ashley Squyres with Meridian Development Corporation. Mayor, Council Woman Perreault, it will be tied most likely to this property in terms of when TIF is generated, which, then, encourages us to move forward with a project as quickly as possible to generate that TIF. We have financial agreements for the Union 93 property and we also have financial agreements with some of the properties that are included in the block bounded by Broadway, Idaho, Main Street and 2nd Street. So, most of the TIF is going to have to come from this site specifically. We can reimburse as it comes to us. It typically takes 18 to 24 months after a project is complete to actually generate any real TIF, but that's how it usually works. 16. Fiscal Year 2024 Budget Amendment in the Amount of $800,970.00 for the Hunter Lateral Relocation Project Simison: Okay. Well, Council, you do have before you the fiscal year 2024 budget amendment for your consideration. And you will be abstaining from this vote? Council -- Councilman Hoaglun? Hoaglun: Yes. I would move approval of the fiscal year 2024 budget amendment in the amount of 800,970 dollars for the Hunter Lateral relocation project. Overton: Second. Simison: I have a motion and a second for approval of the budget amendment. Is there discussion? Miles: Mr. Mayor, are we on Item 17 for the approval of the construction contract? Simison: We are in the budget amendment 17. Is that the right order? I think it should be. Strader: Mr. Mayor? Meridian City Council Work Session November 14,2023 Page 22 of 28 Simison: Council Woman Strader. Strader: Yeah. Just -- were you opening it up for discussion? Simison: Yeah. We are in discussion. Strader: Okay. I do have a couple thoughts. So, I -- I agree that it -- it looks like this improvement is necessary no matter how this property moves forward to make it a usable piece of land and maximize its value. The reimbursement agreement I think is an important driver of it, but I do want to sort of put a caveat out there, especially for MDC, so they understand my thinking and we are not considering putting this out for bid again at this time, but I'm going to be very -- in the future if we open up this property for development I'm going to be pretty -- I'm going to scrutinize it a lot, as I think we should and I hope a future council will take a hard look at what our objectives are with it. I think that's really important. So, I -- I wouldn't take my approval today as an indication that I would be on board in the future. Not that I wouldn't be, but I'm just really going to be -- because of the market conditions in my view not improving and because we have had a couple of -- maybe speed bumps is putting it lightly, but I think we have to be really thoughtful and deliberate about what we are looking to get out of this property in the future if we put it out to bid again. So, I just wanted to put that out there. Simison: Are there further items for discussion on the motion? Okay. With that Clerk will call the roll. Roll Call: Hoaglun, yea; Borton, abstain; Cavener, no; Perreault, yea; Strader, yea; Overton, yea. Simison: Four ayes. One no. One abstain. The budget amendment is agreed to. MOTION CARRIED: FOURAYES. ONE NAY ONEABSTAIN. 6. Purchase and Sale Agreement Between City of Meridian and River Caddis Development, LLC Concerning Plans for the Hunter Lateral Relocation Project Simison: With that we will move on to Item 6, which is purchase and sale -- well, move on to purchase and sale agreement between City of Meridian and River Caddis Development concerning plans for the Hunter Lateral relocation project. Miles: Mr. Mayor and City Council, again, this action is related to the previous discussion where under the MOA the city has the authority to purchase the plans to affect the construction to move forward. So, happy to take any questions. Simison: If not do I have a motion? Hoaglun: Mr. Mayor? Meridian City Council Work Session November 14,2023 Page 23 of 28 Simison: Councilman Hoaglun. Hoaglun: I move that we approve the purchase and sale agreement between the City of Meridian and River Caddis Development, LLC, considering plans for the Hunter Lateral relocation project. Overton: Second. Simison: I have a motion and second to approve the purchase sale agreement. Is there discussion? If not, all in favor signify by saying aye. Opposed nay? And, then, those that abstain -- Mr. Borton. So, all ayes, no nays, and abstain. MOTION CARRIED: FIVE AYES. ONE ABSTAIN. 17. Approval of Construction Contract to LaRiviere, Inc. for the Hunter Lateral Relocation — NE 3rd Street, Broadway to Idaho project for the Not-To-Exceed amount of $617,502.00 Simison: Next item up is approval of construction contract to LaRiviere, Inc., for the Hunter Lateral relocation. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: I move that we approve the construction contract to LaRiviere, Inc., for the Hunter Lateral relocation for a not to exceed amount of 617,502 dollars. Overton: Second. Simison: Have a motion and a second to approve the construction contract. Is there discussion? If not, all in favor signify by saying aye. It's not -- we don't need a roll? All those in favor signify by saying aye. Opposed nay? Cavener: No. Simison: Any abstains? All ayes. One nay. MOTION CARRIED: FIVE AYES. ONE NAY. 7. Termination of Memorandum of Agreement Civic Block Development Proposal Between City of Meridian, Meridian Development Corporation, and Meridian River, LLC Meridian City Council Work Session November 14,2023 Page 24 of 28 Simison: And last item up on this round is the termination of the -- oh. Item is agreed to -- is the termination of MOU with the civic block development proposal between the City of Meridian, Meridian Development Corporation and River Caddis, LLC. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Just to comment before I make the motion -- and I appreciate the Council's diligence in trying to work with River Caddis and the market conditions just did not work out favorably and it's just one of those things that this business decision was reached by all parties. So, time to move forward and, then, see what happens in the future. So, with that comment, Mr. Mayor, I move that we terminate the memorandum of an agreement, a civic block development proposal between City of Meridian, Meridian Development Corporation and River Caddis, LLC. Perreault: Second. Simison: I have a motion and a second to approve the termination of the MOU. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay? And one abstain. All ayes, no nays and one abstain, Councilman Borton. MOTION CARRIED: FIVE AYES. ONE ABSTAIN. 18. Update on American Rescue Plan Act (ARPA) Projects Simison: Okay. Thank you very much for those that were here for that portion and look forward to continuing to moving that project forward. With that we will move on to Item 18, update on the American Rescue Plan Act projects. Mr. Miles. Miles: I believe there a slide show for this one. So, Council, just to recap, sort of catch up on the ARPA, American Rescue Plan Act funds that the City of Meridian received based on the pandemic from two years ago. I feel like it's been a while since we have been here. There has been progress being made. We thought it would be a good time to come back and talk to you about an update. We will go through sort of a reminder of funding, where we stand on some projects and, then, the additional projects that we have talked about, but haven't moved forward waiting for direction on those. Did want to just reiterate our -- the policy perspective that we have talked about in the past, consider the staffing impacts, consider projects that reduce operating costs over the long term, consider projects that reduce capital costs over the long term. Those that will benefit the community in the long run, as well as -- I already mentioned that one. Staffing impact. A high level reminder, roughly a 350 billion dollar program. Idaho received a little more than one billion dollars. Meridian's allocation was 12.8 million dollars. Timeline of the grant program. Projects have to be -- funds have to be obligated for projects by December 31 st of 2024. So, 13 months from now. Have to expend funds by December 31 st of 2026. We are currently going through the reporting Meridian City Council Work Session November 14,2023 Page 25 of 28 process with projects that are in progress, so things like the Wood Rose Apartments have been expended. Reported on the Jesse Tree allocation. The consultant fees, as well as some of the design costs for the Public Works projects have been moving forward. There is, if you recall the 12.8 million dollars has a sort of a breakdown of -- there is a revenue loss category that funds can be attributed to up to ten million dollars. I think it's important to remember that that's an up to. It's not that you have to allocate ten million dollars. If you did that would leave roughly 2.8 million dollars remainder. There is the sort of project philosophies that we have reiterated over the last few times we have been in front of Council, get projects that are addressing one-time capital cost, because this is one time money. Look at those that help us on the operational side and the capital facilities, along with, again, staff impacts allowing the least amount of reportability risk, along with flexibility. Have been some of our goals. So, as you can see there what we have are sort of the projects that this group has considered in the past. We have got the consultant services, which has moved forward. You can see from left to right what the estimated costs were that we brought to you, what was obligated and, then, what's been expensed so far. You have got the emergency housing assistance. That's the Jesse Tree funds that were expended over the last year. The Wood Rose Apartment assistance. You have got the Biosolids. We did show the bio gas, because that was a project that was discussed, along with -- we talked about the public safety facilities and some fiber projects. That was -- those were the projects that were -- we discussed the last time we were in front of you. To date, again, we have moved forward with the consulting services to help us keep us in track, make sure we are doing this program correctly. We have completed the Jesse Tree expenditure of 250,000 dollars to Wood Rose Apartment. The Biosolids drying has moved forward. We got the estimates and Laurelei and Public Works were here in front of you a couple weeks ago talking about that estimate. Came in about 4.6 million dollars. They have expended so far roughly 65,000 dollars of the obligated. I'm going to call it 300,000 dollars for a round number. That's on the design side of things. That is nearing a hundred percent completion on the design side. And, then, the bio gas utilization came off the board. We did have some expenditures obligated on the engineering side, because we had to do the -- that preliminary engineering to get those preliminary costs. Leaving you with roughly a remainder of 11.6 million on the obligation side that's available and so, really, to the meat of the conversation is what do we do going forward and if we consider the program's goals of capital costs, applying money to capital projects, lowering operational costs, averting the risk on the reporting side of things, considering the staff impacts as well, we have already had the -- as I understand the head nods from you all from Laurelei's presentation on the bio gas, so that project is moving forward. There is roughly 5.1 by .2 million dollars on the Fire Station No. 8 and roughly 2.8 on the police station up in the northwest. And, then, you have got eight separate fiber projects, which we can go through the specifics of those if you would like. They all total about 645,000 dollars. So, if you do the math you are over that 11.6 million dollars and I think from a staff perspective at least, looking for guidance from you and approval -- head nods from you that moving forward with reimbursing the revenue loss side on funding the fire station and the police precinct, along with the Public Works biosolids drying project and shaking out those in terms of where the buckets of money fit under the ARPA guidance, you have to put some of the money for the Public Works Meridian City Council Work Session November 14,2023 Page 26 of 28 project in the Public Works infrastructure category and it's really going to balance how much of the -- call it 7.9 million dollars of fire station and police station funds available go towards -- go and pay that back through ARPA -- sort of indicates how much you are going to pay on the Public Works project in which bucket. That's the ask, really, is does Council agree that we pay 11.6 million dollars to these top three projects as they shake out and move forward, allowing the city and you all to, then, have a policy discussion on do you want to fund fiber projects through city revenues that are paying -- paying back through the revenue loss side of things that are now city funds, because the revenues are there through the ARPA funding being paid to the city directly versus getting into the reporting nightmare of going through eight different fiber projects and reporting on each and every single one of those in three different categories across the projects and, then, getting a remainder amount of money on the fiber and police station -- fire and police stations, saying how much is left there that can apply to that and, then, breaking apart the Public Works project or are there other projects that the Council is looking at saying I want to do something completely different. And, again, we as staff looked at it from a reportability standpoint, having the prior direction of sort of focusing on these projects as these were the ones that everybody was sort of in alignment saying, yes, that's where this money should be spent. Using the ARPA funds to pay for these. Through the revenue loss much of that money comes back to the city and, then, the Council can discuss what it wants to do with those funds. Separate conversation. That's been the -- the mindset of where we have come and that's the recommendation before you is to expense the remaining 11.6 million dollars between the three projects of Biosolids, Fire Station 8 and -- Borton- Mr. Mayor? Simison: Councilman Borton. Borton: Get it and I agree with your recommendation a thousand percent. Get in, get out, spend it all on those one time top three capital expenditures. Secondary discussion. How we spend the city revenue of equivalent value on other items without our restraints. Do that and be done. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: Lots of heads are nodding on that. It makes sense to do it that way and Councilman Borton has good -- good advice there. Miles: Mayor and Council, appreciate the head nods and -- Simison: Is -- is there anything that we need to do to effectuate that result, so we can feel comfortable moving forward? Meridian City Council Work Session November 14,2023 Page 27 of 28 Miles: So, Mr. Mayor and Council, from my perspective at least -- each of these projects, again, when there is a transaction, will come back at least in my mind, unless Bill says otherwise on the consent agenda when there is contracts and payments to be made, unless there is something else that we need to do in your mind. Simison: The projects are wrapped up at the police and fire. I think the question is do we want to effectuate that here in the next month working with the team roughly to what we think the other one will cost? Let's work with Todd and see what -- if there is anything we can do directly, as complete compared to waiting for their conversation, so -- Miles- Thank you. Appreciate the time. 19. 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. Simison: With that we will move on to Item 19. Hoaglun: Mr. Mayor? Simison: Councilman Hoaglun. Hoaglun: I move that we go into Executive Session per Idaho Code 74-206(1)(f). Borton: Second. Simison: Motion and a second to go into the session. Is there any discussion? If not, Clerk will call the roll. Roll Call: Hoaglun, yea; Borton, yea; Cavener, yea; Perreault, yea; Strader, yea; Overton, yea. Simison: All ayes. Motion carries and we will move into Executive Session. MOTION CARRIED: ALLAYES. EXECUTIVE SESSION: (5.41 p.m. to 5.56 p.m.). (Motion to come out of Exec Session and second: Hoaglun/Borton) (Motion to adjourn: Hoaglun.) MEETING ADJOURNED AT 5.57 P.M. Meridian City Council Work Session November 14,2023 Page 28 of 28 (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 12 / 5 /2023 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK