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HomeMy WebLinkAboutAgendaPacket-Parks and Recreation Commission Meeting-March 13, 2024 5.30 PM WE IDIAN PARKS AND RECREATION COMMISSION MEETING City Council Chambers, 33 East Broadway Avenue, Meridian, Idaho Wednesday, March 13, 2024 at 5:30 PM Mission: The Meridian Parks & Recreation Commission is a volunteer citizens'group that is created and empowered to advise the City on issues relating to park facilities and recreation programs of the City. Their mission is to gather inputfrom staff and other qualified personnel on issues relating to the creation and design of public parks and open spaces, to listen to public input; and to provide advice and recommendations on parks and recreation related matters to the Mayor and City Council. All materials presented at public meetings become property of the City of Meridian.Anyone desiring accommodation for disabilities should contact the City Clerk's Office at 208-888-4433 at least 48 hours prior to the public meeting. Agenda VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://us02web.zoom.us/j/81095276712 ROLL-CALL ATTENDANCE Mandi Roberts, President Dom Gelsomino,Vice President Jennifer Bobo Terry Dennington Keith Bevan John Nesmith Jo Greer Alan Helms Elle Hood ADOPTION OF THE AGENDA APPROVAL OF THE MINUTES 1. January 10, 2024 Regular Meeting Mandi Roberts, MPRC President— 2 minutes ANNOUNCEMENTS 2. Upcoming Events Shelly Houston, MPR Marketing Coordinator — 5 minutes Page 1 OLD BUSINESS — NONE NEW BUSINESS 3. MPR Parks Maintenance Division Update Roger Norberg, MPR Parks Maintenance Manager — 20 minutes 4. Updates to Meridian City Code Provisions Regarding Commission Duties, Powers, Membership, Qualifications, and Meetings Emily Kane, Meridian Deputy City Attorney — 20 minutes WORKSHOP—NONE STAFF REPORTS S. MPR Staff— 15 minutes ADJOURNMENT NEXT MEETING—April 10, 2024 at 5:30 PM 2024 All-Commission Goals: 1. Participate in the development of the Pathways Master Plan Update. 2. Support development of a connected pathway system across the City of Meridian,with a focus on user experience amenities and improved connectivity. 3. Support future improvements at Lakeview Golf Course, including clubhouse/patio improvements and new on-course restrooms. 4. Participate in the partnership with the Meridian Arts Commission to add theming and identity reinforcing art in Meridian parks and along pathways. Focus this year on Discovery Park, Fuller Park, and Chateau Park. 5. Participate in the design and programming of a new Community Center. 6. Support replacement of the Settlers Park Splash Pad. 7. Continue to provide feedback for ongoing park improvements and enhancements. 8. Engage other task forces, commissions, entities, and agencies through workshops and other outreach for partnership opportunities. 9. Support ongoing operations of the Meridian Pool. 10. Pursue improved communication tools and opportunities to engage the community and diverse interests. Page 2 Item 1. W N, PARKS & RECREATION COMMISSION REGULAR MEETING • MINUTES City Hall Council Chambers, 33 East Broadway Avenue, Meridian, Idaho Wednesday, January 10, 2024 • 5:30 p.m. The Meridian Parks&Recreation Commission is a volunteer citizens'group that is created and empowered to advise the City on issues relating to park facilities and recreation programs of the City. Their mission is to gather input from staff and other qualified personnel on issues relating to the creation and design of public parks and open spaces;to listen to public input;and to provide advice and recommendations on parks and recreation related matters to the Mayor and City Council. Roll-Call Attendance Commission President Mandi Roberts called the meeting to order at approximately 5:32 p.m. MPR Administrative Assistant II Rachel Myers took roll-call attendance as follows: X Mandi Roberts, President X Elle Hood X Dorn Gelsomino,Vice President X John Nesmith X Keith Bevan X Terry Dennington X Jennifer Bobo X Alan Helms (arrived at approx.5:57 p.m.) X Jo Greer Others present were: MPR Department staff—Parks and Recreation Director Steve Siddoway, Parks Superintendent Mike Barton, Recreation Manager Garrett White, Pathways Project Manager Kim Warren, Marketing Coordinator Shelly Houston,Arts&Culture Coordinator Cassandra Schiffler, Meridian Dairy Board President Hans Bruijn,and Deputy City Attorney Emily Kane. Adoption of the Agenda Commission President Mandi Roberts entertained a motion to adopt the agenda as presented. Commissioner]o Greer moved to approve the agenda. Commission Vice President Dom Gelsomino seconded. All were in favor of the motion Approval of the Minutes 1. December 13, 2023 Regular Meeting- Mandi Roberts Commission President Mandi Roberts entertained a motion to adopt the minutes as presented. Commission Vice President Dom Gelsomino moved to approve the minutes. Commissioner Jo Greer seconded All were in favor of the motion. Parks&Recreation Commission Meeting Minutes-January 10,2024 Page 1 of 5 Persons 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 meeting. Page 3 Item 1. Announcements 2. Upcoming Events-Shelly Houston, MPR Marketing Coordinator • Updated 2024 City of Meridian events flyer (attached to these meeting minutes). o No community events coming up. o We will be planning some Spring grand opening events for the pathway trail hub and Tully Park playground. o Meridian Life Style Magazine would like to do a piece on Lakeview Golf Course. • MPR now has its own Instagram account @ Meridian ParksAndRecreation • Discovery Park- Bike and Skate park influencers (Kyle and April) latest video on Discovery Park bike park. https://www.youtube.com/watch?v=Re-DSgq rGFE Old Business- NONE New Business 3. MPR Commissioner Keith Bevan Recognition-Steve Siddoway, MPR Director • Recognized and thanked Keith Bevan for his service as 2023 Meridian Parks& Recreation Commission President. 4. Meridian Dairy Board Update- Hans Bruijn • Hans introduced himself and gave the commission a brief history of Dairy Days and how he became involved. • Dairy Days are held at the Meridian Speedway and Storey Park. • Last year they handed out approximately$23,000 in scholarships to FFA students. • Support 4H groups attending events,pay-to-play with Meridian athletic program, speech contests throughout the Treasure Valley,and the princess pageant with scholarship awards. Commission Feedback: • Jo Greer- Is there a decreased interest in 4H? On the dairy side of it there is a program called "The Treasure Valley Heifer Replacement Program': That program is far 4H and FFA kids to buy, raise and show a dairy heifer. It's a 15-month program and they sell at the Western Idaho Fair but the animal goes to a dairy and becomes a productive animal. The program has approximately 30 animals right now. • Jennifer Bobo -Thank you for all you do for education. I didn't grow up on a farm and I learned about milking cows from programs like yours. I also was not aware of the scholarships,so thank you. • Terry Dennington- 1 appreciate you wanting to continue to educate people. • Steve Siddoway-Thank you for putting on what has become a signature event in Meridian. It's a wonderful tradition for our community. • Mandi Roberts- Having pride in our community is important and a big part of that is recognizing our history and keeping that alive for future generations.Thank you for doing that. Parks&Recreation Commission Meeting Minutes-January 10,2024 Page 2 of 5 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Once at 888-4433 at least 48 hours prior to the meeting. Page 4 Item 1. • Garrett White-I've been fortunate enough to attend their meetings for the last 4 years and have been amazed at all they do. They have 9 board members,give$23,000 in scholarships and the passion about Meridian and Meridian history has been fun to watch and learn from them. 5. MPR Department Arts& Culture Update - Cassandra Schiffler Cassandra gave an update from 2023 and plans for 2024 Meridian Parks and Rec Arts& Culture via Power Point. Copies of her slides are attached to these meeting minutes. Commission Feedback: • Jennifer Bobo -Thank you for all you do.The art is amazing in Meridian. • Terry Dennington- I love the Initial Point Gallery and having the artists there to talk with is so cool. Thank you so much. • Mandi Roberts-The Initial Point Gallery is definitely a hidden gem in the community. What are the general hours of the Gallery? The Gallery is open when City Hall is open so Monday through Friday Sam -Spm, excluding holidays. • Garrett White-What Cassandra showed you is just a snapshot of everything she does. The pool mural has exceeded my expectations. She is busy year-round and does a great job!! • Steve Siddoway- I appreciate what Cassandra does for the department. Getting Arts and Culture in our department was really great. Thank you for all you do. • Madi Roberts-Thank you for recognizing and honoring our history. I am really excited for the historic preservation plan.Art enriches all of our lives and is so important. Thank you! 6. Open Meetings, Ethics& Bylaws Update- Emily Kane, Meridian Deputy City Attorney Emily gave a presentation on Open meetings, ethics and bylaws via Power Point. Copies of her slides are attached to these meeting minutes. Commission Feedback: • Alan Helms-The information gathering seems strange.We often don't know all the facts so are we just supposed to go blind until we come here then make a decision? What's important is to make sure you have all the information you need to make a decision. Ifyou are faced with a decision and feel like you need more information, the answer would be to have staffgo get that foryou and bring it back to the next meeting. If it's something you need to have "eyes on"then the whole commission needs to go together to look. • Terry Dennington-All the items that we discussed for the goals for the coming year are likely things that will be coming up on the agenda,so we shouldn't actively go out and look at things on that list and solicit information, right? You're here because you are interested in parks and are active in your community. People do talk to you and you do talk to other people. That's encouraged and that's really the point of having a commission. Don't make it a point to go down the list and do research and site visits on each of those things but keeping your eyes and ears open and experiencing Meridian Parks and Recreation programs, that's all definitely ok. If It's on an agenda and you know its an item you'regoing to be asked to make a recommendation on then it's really important to focus Parks&Recreation Commission Meeting Minutes-January 10,2024 Page 3 of S Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's Once at 888-4433 at least48 hours prior to the meeting. Page 5 Item 1. on that meeting and think about what information you would like to see at the meeting. Let Steve and Rachel know and they willgather that information foryou. Workshop - NONE Staff Reports 7. Steve Siddoway- • Park land donation was recently made by Marty Hill and Brighton Corporation at Hillsdale Park.This will give citizens better pedestrian access to the park. • Last night on the Council agenda was an agreement with Meridian Youth Baseball for a small shade awning in front of the concession area in Settlers park. • Still working with WARD (Western Ada Recreation District) on the transfer of assets (golf course and pooI). Currently we manage both locations and we should be taking ownership of both on October 1, 2024. • Tully Park playground is almost finished. We are working on a pilot program called a communication board which is used by autistic children to communicate. It should be done for a ribbon cutting in the late Spring. This is something we are really excited about! • I want to publicly acknowledge the tremendous efforts of our parks crew during the recent snow removal.They were working here at Sam today. They are responsible for City Hall,the police station,all fire stations, Homecourt,the senior center and they will all be back tomorrow at Sam again. I want to give a public thank you to them. 8. Mike Barton- • I want to reiterate the thank you and appreciation to the parks crew for snow removal. They will be back tomorrow morning and will also work all weekend. • We are continuing to work on golf course improvements: getting ready to order a couple of new restrooms and the inside renovation is moving forward. Carpet and furniture for inside the clubhouse has been ordered.We are designing a new bar top that the crew at the parks shop is building and the wood came from a tree in Centennial park. 9. Garrett White- • City Council approved the budget for improvements at Homecourt bay 6. • Railing in front of the pool building is being replaced in the next month. • Submitted all the forms and paperwork for the Meridian Main Street Market. • Admin assistant position open.So far,we have over 60 applicants. 10. Kim Warren- • Fivemile pathway is still waiting for the bridge. • Mary McPherson Pathway got most of the paving done but there is a small corner at the school that needs to be done. • Request in to Purchasing for the Pathways Masterplan update. • Highway 16 and Fivemile creek pedestrian underpass may go on a list of possible future projects. • Rail with Trail now has a consultant who is submitting various applications to the City. Parks&Recreation Commission Meeting Minutes-January 10,2024 Page 4 of S Persons 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 meeting. Page 6 Item 1. Commission Feedback: • Terry Dennington- Is there any snow removal on the trails and pathways or do people just clear it themselves? Mike:Snow removal is on a tiered priority system and pathways are on tier three. When we get back to back storms the pathways will notget done but we will eventuallyget to them once the snow stops. Commission President Mandi Roberts entertained a motion to cancel the next meeting which was scheduled for February.14,2024. Commissioner Jo Greer moved to cancel the next meeting. Commission Vice President Dom Gelsomino seconded. The vote was unanimous and in favor of the motion. Next meeting March 13, 2024 at 5:30 p.m. Adjourn Commission President Mandi Roberts entertained a motion to adjourn the meeting. Commissioner Jo Greer moved to adjourn. Commission Vice President Dom Gelsomino seconded. The vote was unanimous and in favor of the motion. There being no further business, the meeting adjourned at approximately 7:25 p.m. APPROVED: MANDI ROBERTS, PRESIDENT DATE DOM GELSOMINO,VICE PRESIDENT /tmk Attachments: 1) 2024 City of Meridian Events Flyer 2) PowerPoint: Arts &Culture Update - Cassandra Schiffler (15 pages) 3) PowerPoint: Open Meetings Law- Emily Kane (15 pages) Parks&Recreation Commission Meeting Minutes-January 10,2024 Page 5 of 5 Persons desiring accommodation for disabilities related to documents and/or hearings: Please contact the City Clerk's oJfce at 888-4433 at least 48 hours prior to the meeting. Page 7 Item 1. CITY OF MERIDIAN `t N O - N - Initial Point Gallery Opening Receptions Meridian Dairy Days Feb 6, April 2, May 7, June 4, Aug 6, Oct 1, June 19 — 22 Nov 5, Dec 3 Independence Day Celebration Do the Right Day Thursday, July 4 Thursday, April 4 National Night Out Meridian Main Street Market Tuesday, August 6 Saturdays, April 13 — October 12 Firefighters' Salmon BBQ Prescription Drug Take-Back Friday, August 2 Saturday, April 27 Concerts on Broadway Historic Preservation Month August 24, September 7 & 21 May Meridian Art Week Trash or Treasure September 8— 14 May o & 5 Community Art Party Unplug & Be Outside Saturday, September 14 May 11-18 Recovery Day Breakfast Memorial Day Ceremony Thursday, September 26 Monday, May 27 Public Safety Day Open House State of the City Address Saturday, September 28 Wednesday, June 5 Trunk or Treat Sparklight Movie Nights Thursday, October 24 May 31, June 14, June 28, July 12, July 26, Rake U Aug 9 P Meridian Late October/ Early November Public Works Week Expo Wednesday, May 22 Veterans Day Ceremony Monday, November 11 Go with the Flow Bus Tour Thursday, May 23 Christmas in Meridian Winter Lights Parade & Tree Lighting Bri Kleiner Park Live Friday, December 6 June 9, 23, July 7, 21, August 4, 18 Children's Winterland Festival Meridian Pool Season Opens Saturday, December 14 Monday, June 3 Note: Schedule subject to slight revision. Gene Kleiner Day Saturday, June 8 CVEITiA N-- Find details at meridiancity.orglevents Page a or visit meridiancity.orglcalendar ®I Arts & Culture Coordinator Report to the Meridian Parks r • Rec C • • 1 - 10-24 Cossondrci Meridian Arts Commission Historic Preservation Commission To develop,advance,and nurture all To preserve the character and fabric of facets of the arts and to enhance the historically-significant areas and structures quality of life for Meridian residents within the City of Meridian to honor and and its visitors. preserve its rich heritage for future generations. TPG Sub_--.',c _-` Pam Jag- _- �•`�-_DI: tiHIST Merizi Co"inissior `~ 1/ Item 1. Historic Preservation Projects ] .Tr:ftft.%t - v f Historic Preservation Projects:May is Preservation Month .� In 2023, we celebrated the month with a proclamation from the Mayor's Office for National v Preservation month, framed and donated a historic Bank of Meridian,then and now print to the Meridian Library District, posted -- �— informational sandwich boards downtown to -- identify historic buildings, and hosted a presentation and guided walking tour of downtown Meridian. Page 10 1/ Item 1. Historic Preservation Projects: Virtual Tours We partner with Hull Film to create virtual tours of various Meridian History sites Completed Sites: Meridian City Hall/Creamery(City Hall views, History Center, Main and Broadway Street), Pine Street School (exterior and interior), Black Cat Farm, Meridian Speedway, Downtown areas along Idaho Street, near Centennial Park/Community Center, along Idaho Street between 4th and Sth Highway 16 In 2023 we completed a new virtual tour site for Egger's Farmstead - =_ on Black Cat Road https:/I'hulffilm360.com/proiects/meridian/tourl3/ Historic Preservation Projects: Self-Guided Walking Tours A self-guided Meridian Historic Walking Tour is available year-round. Free booklets with a map Ili and interpretive information are available at Meridian City Hall. For an enhanced Historic Meridian Downtown Walking Tour experience, download the Meridian Historic Tour mobile app for iPhone or Androidto enjoy additional ' photos, videos and narratives about each property while you walk. Clare Hill House Page 11 1 Item 1. Historic Preservation Projects: Updating the Meridian Historic Preservative-i Plan Meridian currently has a Historic Preservation Plan that was completed in 2014. The Idaho State Historic Preservation Office (SHPO) recommends updating preservation plans every ten years. Grant submitted to SHPO for funding If awarded, we will contract a historic preservation - researcher to complete the plan. 2023 Preservation Idaho orchid Award The Tolleth House — Hidden Gem Events (Channel 5 news story) JP isb1 13 '��i A _ -�_ r Page 12 1 Item 1. Historic Preservation Projects: Reconnaissance Survey of Nortrl Main Street TAG Historical Research and Consulting completed a reconnaissance-level survey and completed individual site forms for 256 properties The survey identified two small potential districts eligible for the National Register •. lip. ?r _ of Historic Places. 5HP0 is reviewing the . survey. - E Arts Projects C Meridian Commission Page 13 1/ Item 1. Meridian Art in Public Spaces (MAPS) Through the MAPS ordinance, City Council allocates 50 cents per Meridian resident to MAPS funding for public art projects. • This year staff completed a Public Art workplan in collaboration with the public art committee to plan for MAPS projects.The plan was approved by MAC. • 2023 projects completed: • 1 mural at the Meridian Pool • 6 traffic boxes wrapped • Mosaic sculptures at the Fivemile Creek Trailhub • 4 public art benches • A four part sculpture called "The Hole Ball Game" Page 14 Item 1. 2023 Traffic Box Series ,_.. ,Y. -- - u f r— d T ( - C - Water Metrics by Eileen Gay Fivemile Creek Trailhub Page 15 TiD Discovery Park Projects Public Art Proj _ and Si na e 9 g Entryway Signage by Stephanie Inman . Hawk Benches & Trout Benches By Colin Selig Page 16 1/ Item 1. l:. { Ali ;i 1 - i.± � k P 1 - - icy - x : 4 The Whole Ball Game By UrbanRock Design Park Identity Projects Using our Park Identity and Public Art Roster of artists,we also create additional public art elements to create a sense of place and identity w for parks ' • 2023 completed projects: • Season's Park SOBS gaax'' +. • Bike Racks at the Fivemile Creek Trailhub ; • Upcoming 2023 projects: • Signage at the Fivemile Creek Trail hub fir (fabrication in progress) `` • Chateau Park Page 17 1/ Item 1. Youth Performing Arts Projects In 2023 we issued a Call for Youth Performing Arts Projects The Arts Commission juried applications and selected two projects for funding at $3,500 each: -The Huckleberry Star Theater funding covered cast fees and enabled three promotional performances in the City of Meridian -The Treasure Valley Children's Theater _ will received funding for subsidizing registration fees for youth involved in the program and supportin&production and operational costs,allowing them to :o�.��o� present all performances of The Grunch fol CMLDRMS T'iAM free. 2023 Concerts on Broadway 0 REE �� ff •=ib` CONCERT r _ ` N SM.23RD PtEALSM AWL Page 18 1/ Item 1. Jr- �C ._ 'M vW - T ..__r IS 2023 Meridian Art Week F -- Art Drop Q Community Art Party—600 people ? Chalk art contest Buskerfest *ry$ 1 ^lI Mural ® ` Awards supported by Connections Credit Union Classes History Walk Artrepreneur class Writing Class Plein Air Class Improv class(canceled) Q Discussion Panel MERIU-IAN ART WEEK Gallery Reception Concerts on Broadway COYYUWTY IT PARTY,txaer AT EOUPETITIMI i IOWERMT Page 19 Item 1. Community Art Party �= 40 r all - Initial Point Gallery Exhibits 2023: 11 total exhibits with 236 artists shown 1 solo show = Annual WASD show of youth art 4 organization group exhibits: IWS, PAPI, TVAA, CCG 3 5 group shows Page 20 - •� pia?:' .,� - PointCurrent exhibit at Initial f - in f L. from • • Contemporary Gallery Initial Port Gallery presents a collaboration betzceen Upcoming exh •Initial BOSCO and Ballet Idaho Point - BOSCO and Ballet Idaho collaboration ?Heridian City Hall,Third Fioor �t'tist Reception�Dance Performance: � Tuesday,February 6.4:30-7:80 F:4[ ART];XFITHIT ON AISYI.aX.• _bruary 6-5farch?9,2024 � bIooday-Friday 8-5 r 1/ Item 1. To follow Arts and Culture Activities on social media: Meridian Arts Commission on Facebook @Eneriaianarts on Instagram Meridian History on Facebook @meridianhistory on Instagram Arts and Culture Upcoming Projects and Priorities for 2024 Call to Artists for Transit Stop Shelter Public Art (deadline Feb 2) Call for Youth Performing Arts Projects _ (deadline Feb 16) -L Ballet Idaho/BOSCO exhibit at Initial Point Gallery (opening Feb 6) Chateau Park identity and theming project Planning for a Public Art Project at Fuller Park (FY25) Planning for Art Week and Concerts on Broadway w.m Call to Artists: Preservation Month activities Meridian Transit Stop Historic Preservation Plan Shelter Public Art Project Page 22 1/ Item 1. Questions? Comments? Thank you ! For questions or more information, please contact Meridian Arts and Culture Coordinator, Cassandra SchifFler at (208) 489-0399 or csci lIIlerCilmeridiancicy.org Page 23 i OPEN MEETINGS LAW COMMISSION BYLAWS GOVERNMENTAL ETHICS Emily Kane,Deputy City Attorney Presentation to Meridian Arts Commission January 10,2024 111�11/ What is the OML? ❑ Title 74, Idaho Code: Transparent and Ethical Government © Chapter 2: Open Meetings Law ❑ "The people of the state of Idaho, in creating the instruments of government that serve them, do not yield their sovereignty to the agencies so created. Therefore, the legislature finds and declares that it is the policy of this state that -Lhe formation of public policy is public business and shall not be conducted in secret" Does the OML apply to the Commission? YES. © "All meetings of a governing body of a public agency shall be open to the public." Public Agency: City + any "subagency" Governing body: Board with authority to make decisions or recommendations © Meridian City Council = Governing body ❑ Meridian Parks & Rec Commission = subagency What is a j'meetng"? Meeting: Quorum + Decision Quorum + Deliberation i Decision: Action Receiving information Exchanging information Deliberation: Exchanging opinions i. ...related to the business of MPRCa 4ML meeting requirements All Commission and Committee meetings must: ❑ Be noticed prior to convening: 48 hours (regular meeting) or 24 hours (special meeting) Notice = posted at City Hall + City website ❑ Be open to the public ❑ Provide the opportunity for all persons to attend ❑ Follow published/adopted agenda : Law allows limited amendment of agenda after noticing or during meeting ■ Action may not be taken on an item added to agenda during meeting ❑ Be memorialized in summary minutes Word to the Wise "The requirement that the Open Meeting Law be complied with be i , ., by holding smaller meetings with less than a quorum present or by having a go-between contact each of the governing body members to ascertain his/her sentiment:' Is it a ('meeting"? Scenario Is it a meeting? 5 Commissioners at a New Year's party No. talking about their pets. Meeting" does not include informal gatherings without deliberations. 5 Commissioners at a New Year's party Probably not. talking about whether Meridian parks "Meeting" does not include informal should have an off-leash guinea pig gatherings, and this is not deliberation park. toward a decision. BUT: if the Commission is later asked to make a decision regarding this issue, disclose this discussion on the meeting record. i • Is it a "meeting"? Scenario Is it a meeting? 5 Commissioners at New Year's party Yes. talking about an off-leash guinea pig While "meeting" does not include proposal that is on their upcoming informal gatherings, whenever a quorum ' agenda. convenes and deliberates, even informally, this is a "meeting." 4 Commissioners at a New Year's party No...but it's too close to yes. talking about an off-leash guinea pig Not technically a meeting (no quorum). park proposal that is on their upcoming BUT: It is "deliberation." Violates the agenda. purpose of the law. even if no actual violation. • • Ex parte info ❑ Ex Parte Information Gathering (EPIG): Receiving, off the record, information or opinion regarding a matter pending before the Commission ■ Informal conversations with citizens ■ E-mail or phone/voice mail opinions (even unsolicited) ■ Individual site visits, research, interviews © EPIG happens outside a meeting --> EPIG deviates from the public record ■ "The formation of public policy is public business and shall not be conducted in secret." Word to the wise "When a governing body deviates from the public record, it essentially conducts a second fact-gathering session without proper notice." © How to handle ex parte information: a Avoid it! BUT another word to the wise: The Commission is not held to a standard of disinterestedness. o How to handle ex parte information: ■ Disclose it! ■ Public meeting, on site, as a Commission Is it inappropriate ex parte info? Scenario Is it ex parte? 1 Commissioner goes to the proposed site Yes— AVO1D1 of a future off-leash guinea pig park that This is an off-record fact-gathering is to be discussed at an upcoming session not properly noticed or open to Commission meeting, in order to see the public. what the site looks like. Commissioner lives near the site and No...but disclose. drives by every day on her tray to and Incidental observation is not necessarily from work. inappropriate fact-gathering. BUT: The Commissioner should disclose her experience on the record. Is it inappropriate ex parte info? Scenario is it ex pane? The Commission wishes to see the site of No —this is OK. a proposed off-leash guinea pig park that Since this is a meeting at which is to be discussed at an upcoming information will be received for the Commission meeting. purposes of making a decision, it must be properly noticed, minutes must be taken, and the public must be allowed to attend. Public testimony ❑ The Open Meetings Law does not require that the Commission take public comments or testimony. ❑ BUT: The Commission president may allow or request public comments or testimony. Executive session ❑ Executive session = A closed meeting. ❑ There are 10 specific exceptions to the open meeting requirement. ❑ It is unlikely that MPRC would conduct deliberations under any of these exceptions. ❑ If you foresee the need to hold an executive session, please consult your attorney in advance. Phone/online meetings OYPIO ❑ The law specifically allows meeting by telephone conference call (or online platform) IF: ■ At least one Commissioner is physically present at the noticed location ■ The communications are audible to all attending in person or remotely ■ Voting is not secret E-mail, text, social media ❑ Quorum of commissioners on an email thread + Deliberations Illegal Meeting. Violates: ■ Notice requirement ■ Physical presence requirement ■ Audible communications requirement ■ Secret voting prohibition ❑ Creates public records — subject to disclosure to the public under Idaho Public Records Act ■ Even if it is your personal e-mail account, personal device ❑ Administrative message is not "deliberation" Open meeting violations ❑ Any action taken in violation of the Open Meeting Law is void. ❑ Subsequent actions are also considered tainted and therefore void. ❑ FIX: Do-over, from the beginning. ❑ If an action is knowingly taken in violation of the Law, the actor is subject to being individually sued and fined, and may be subject to criminal prosecution. ■ Any affected citizen can sue. COMMISSION BYLAWS City Code Provisions ❑ Title 2, Chapters 1 (general) and 4 (MPRC) ❑ Annual report mandatory ❑ 3-year term ❑ Commissioner term expires Position noticed; incumbent may reapply ❑ Third consecutive term by City Council vote only ❑ Absent for 1/2 of meetings in 12 months = automatic dismissal ❑ Committees must comply with Open Meetings Laws ❑ Appearances before Commission are at discretion of Council president ❑ Elections are in December ❑ Sitting vice president is automatically nominated for president ETHICS IN GOVERNMENT . . of W Self-interested contracts ❑ Idaho Code Title 74, Chapter 5; Idaho Code section 18- 1359; Meridian City Code section 1-14-8 ❑ Commissioners may not be "interested in" any contract with the City (no "self-interested contracts") ,(-ZOO Self-interested contracts STEP 1: Contact City Attorney's Office? Exceptions: ❑ Other suppliers scarce (c3 in 15-mile radius) ❑ Contract necessary for disaster response ❑ Commissioner has "remote interest" in contract + makes written disclosure ❑ Unpaid commissioner strictly follows competitive bidding rules in Idaho Code section 18-1361A Conflicts of interest ❑Title 74, Chapter 4, Idaho Code; City Code section 1- 14-5 ❑ Commissioner is asked to make a decision as a commissioner that benefits you or your household member personally or professionally Possible conflict of interest? STEP 1: Contact City Attorney's Office! o If CAO finds potential conflict: Commissioner must submit to Commission a written statement describing potential conflict. Commission consults CAC); CAO advises: Allow conflicted Commissioner's participation notwithstanding conflict (usually Commissioner must follow 18-1361A); Or Excuse conflicted Commissioner from further participation on the issue. Commission/Council votes on whether to excuse. Gifts and favors ❑ Idaho Code section 18-1359; City Code section 1-14-10 ❑ Commissioners (in course of official duties) may not accept gifts more than $50 in value ❑ Commissioners may not accept ANY gift that might influence actions on the Commission ❑ Commissioners may not grant favors Ethics laws violations ❑ Unlawful City contract: $1,000 fine, 1 yr. jail ❑ Fail to consult CAO + fail to disclose conflict of interest: $500 civil fine ❑ Accept bribe: $50,000 fine + 5 years jail [] Corrupt acts: $1,000 fine, 1 year jail ❑ Violate Meridian City Code: $300 fine + reprimand, suspension, discharge from the commission • • Listen to your PANGS Ko� ❑ Personal benefit? Contact the City Attorney's Office if you think you may have a conflict of interest; must separate service to personal and public interests ❑ Avoid/Disclose:Avoid gathering facts and opinions outside of noticed meetings as much as possible; if you can't avoid, you must disclose 0 Notice: Agenda and minutes provide public portal to Commission actions; only meet in public and stick to the noticed agenda as closely as possible ❑ ifts: Be wary of gifts given to you as a commissioner or from an interested party; always observe $50 limit ❑ :_.elf-interested contracts: Usually allowed for unpaid commissioners, if follow statutory procedures Questions? ❑ City Attorney's Office, 208-898-5506 ■ Emily Kane,ekane@meridiancity.org ■ Bill Nary, bnary@meridiancity.org ❑ Idaho Code a legislature.idaho.gov,Click on "Laws & Rules,"then `Idaho Statutes" ■ Title 74:Transparent and Ethical Government © Attorney General's Office Manuals ■ ag.idaho.gov.Click on Manuals" zi Open Meeting Law Manual a Public Records Law Manual r3 Ethics in Government Manual