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HomeMy WebLinkAbout2025-08-19 Work Session CITY COUNCIL WORK SESSION City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Tuesday, August 19, 2025 at 4:30 PM Minutes ROLL CALL ATTENDANCE PRESENT Councilman Doug Taylor Councilman John Overton Councilwoman Anne Little Roberts Councilman Brian Whitlock Councilwoman Liz Strader Councilman Luke Cavener Mayor Robert E. Simison ADOPTION OF AGENDA Adopted as amended (Executive Session) CONSENT AGENDA \[Action Item\] Approved Motion to approve made by Councilman Cavener, Seconded by Councilwoman Strader. Voting Yea: Councilman Taylor, Councilman Overton, Councilwoman Little Roberts, Councilman Whitlock, Councilwoman Strader, Councilman Cavener 1. Prescott Ridge Subdivision No. 3 Sanitary Sewer and Water Main Easement No. 2 (ESMT-2025-0095) 2. Vision 20/20 Water Main Easement No.1 (ESMT-2025-0097) 3. Adler Building 514 Benchmark Water Main Easement (ESMT-2025-0098) 4. Final Order for Southridge South (MFP-2025-0002), by The Land Group, Inc., generally located on the south side of W. Overland Rd., approximately 1/4 miles east of S. Ten Mile Rd. 5. License Agreement between Nampa and Meridian Irrigation District and City of Meridian for a Pedestrian Bridge across the Fivemile Creek in conjunction with the Ustick Rd. Widening Project 6. Memorandum of Agreement for Contribution for Downtown Trash Receptacles Between Meridian Development Corporation (MDC) and the City of Meridian ITEMS MOVED FROM THE CONSENT AGENDA \[Action Item\] DEPARTMENT / COMMISSION REPORTS \[Action Item\] 7. City Hall Space Planning Study Results and Recommendations EXECUTIVE SESSION \[Action Item\] 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 and 74-206(1)(d): To consider records that are exempt from disclosure as provided in chapter 1, title 74, Idaho Code. Motion to enter executive session made by Councilman Cavener, Seconded by Councilwoman Strader. Voting Yea: Councilman Taylor, Councilman Overton, Councilwoman Little Roberts, Councilman Whitlock, Councilwoman Strader, Councilman Cavener Into session: 5:22 PM Out of session: 6:00 PM ADJOURNMENT 6:00 PM Meridian City Council Work Session August 19, 2025. A Meeting of the Meridian City Council was called to order at 4:30 p.m., Tuesday, August 19, 2025, by Mayor Robert Simison. Members Present: Robert Simison, Luke Cavener, Liz Strader, John Overton, Doug Taylor, Anne Little Roberts and Brian Whitlock. Other Present: Chris Johnson, Bill Nary, Laurelei McVey and Steve Taulbee. ROLL-CALL ATTENDANCE X Liz Strader X Brian Whitlock _X_Anne Little Roberts _X_ John Overton _X_ Doug Taylor _X—Luke Cavener X Mayor Robert E. Simison Simison: Council, we will call this meeting order. For the record it is August 19th, 2025, 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 adoption of the agenda. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Pretty simple agenda tonight, but I'm going to ask that we add an additional Executive Session, 74-206(1)(d) to our already noticed Executive Session agenda. With that, Mr. Mayor, I move that we approve the agenda as presented -- as amended. Excuse me. Strader: Second. Simison: Have a motion and a second to adopt the agenda as amended. Is there any discussion? If not all in favor signify by saying aye. Opposed nay? The ayes have it and the agenda is agreed to as amended. MOTION CARRIED: ALLAYES. CONSENT AGENDA [Action Item] 1. Prescott Ridge Subdivision No. 3 Sanitary Sewer and Water Main Easement No. 2 (ESMT-2025-0095) Meridian City Council Work Session August 19,2025 Page 2 of 18 2. Vision 20/20 Water Main Easement No.1 (ESMT-2025-0097) 3. Adler Building 514 Benchmark Water Main Easement (ESMT-2025- 0098) 4. Final Order for Southridge South (MFP-2025-0002), by The Land Group, Inc., generally located on the south side of W. Overland Rd., approximately 1/4 miles east of S. Ten Mile Rd. 5. License Agreement between Nampa and Meridian Irrigation District and City of Meridian for a Pedestrian Bridge across the Fivemile Creek in conjunction with the Ustick Rd. Widening Project 6. Memorandum of Agreement for Contribution for Downtown Trash Receptacles Between Meridian Development Corporation (MDC) and the City of Meridian Simison: Next up is the Consent Agenda. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Move that we approve the Consent Agenda, for the Mayor to sign and the Clerk to attest. Strader: Second. Simison: Have a motion and a second to approve the Consent Agenda. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have it and the Consent Agenda is agreed to. MOTION CARRIED: ALLAYES. ITEMS MOVED FROM THE CONSENT AGENDA [Action Item] Simison: There were no items moved from the Consent Agenda. DEPARTMENT / COMMISSION REPORTS [Action Item] 7. City Hall Space Planning Study Results and Recommendations Simison: So, we will move on to Item 7, which is Department/Commission Reports for City Hall space planning study results and recommendations. Turn this over to Laurelie. Meridian City Council Work Session August 19,2025 Page 3 of 18 McVey: All right. Good afternoon, Council. So, we have the long-awaited space planning study results to talk about tonight. This would be really hard without pictures, so -- all right. So, I did want to let you guys know we do have LCA, the professional architectural firm that we engaged to do the space planning study, in the audience with us. If the questions get too technical they are here to help, but did just want to acknowledge that they are here. So, a little bit of background. So, you will recall in the FY-25 budget process we had several Tls as budget requests. We were asked to kind of slow down, do a study, make sure these were the priorities of the city -- of City Hall before we went forward and spent money on those tenant improvements and I think that was a good thing. It really allowed us to look at the building holistically, make sure that we were addressing things now and also had a vision for the future. So, with that we were given a hundred thousand to spend on the space planning study. You will be happy to hear we spent much less than that, which I think is great, and we have been working on that over this -- this last year. You guys did allocate a little over 300,000 to work on projects that were identified and so that's kind of the stage that we are at now is present this study to you, answer any questions, make sure that we have alignment moving forward and if there is some alignment at least on one, two -- all of the projects we can get started on -- on one of them potentially. So, one of the things that we did -- we really laid out some key objectives for the study. We wanted to make sure that our space planning standards were consistent with what we are seeing in other organizations and apply those standards to any Tls now and, then, into the future. Wanted to make sure that we did address any immediate space constraints and develop conceptual layouts for those. Some of those you have already seen, some were new and, then, identify any mid-term or long-term space plan layouts and, essentially, get a full build out of this facility. So, whether or not we ever get there is a big question, but at least we know what every area of this building now could look like in a full build out. So, some of the things that we did is the study determined that a phased approach is definitely going to be necessary. So, displacing one department at a time is really all we can probably logistically consider with both size, where to put those people, project management needs. I wanted to emphasize the cost estimates that you see in here are truly that, cost estimates. Until we take a project out to bid we don't know what it is. But these are our best guesses. I know there has been a lot of discussion on is it really going to cost that much. They seem really high. But those are our best estimates from professionals in the field that -- but we truly won't know until we take these out to bid. And a lot of them haven't been designed yet. So, you pull that estimate even higher in its level of uncertainty. The near term project layouts were designed to be able to accommodate those future expansions. I think that's one of the good things about pausing and sort of doing this future vision is that none of the near term remodels, if they go through, would have to be torn down and redone in ten or 20 years. So, they were all developed so that future expansions could occur. One of the things that, you know, I told the director's team this when I showed them the plans and that I would tell you or a member of the public is I don't want to get too hung up on the future layouts, because they are just that, they are just concepts. There is a million different configurations as far as office space, cubicle layouts, but really we wanted to -- on each of those areas get a kind of -- here is what could happen in this area. None of those future layouts are in the CFP in the plan and so we have a lot of time on those to adjust, Meridian City Council Work Session August 19,2025 Page 4 of 18 to reconfigure, and so if there is -- you know, I would caution us to get too far into the weeds of, you know, hey, I don't think this office is good here or, hey, I think we could put other cubicles here. We absolutely can do that. I think when the time comes in the future, because we could spend an infinite amount of time tweaking this for projects that may never even happen in this building and so the good news is that over half of the building is in good shape today as far as space constraints. So, all of the departments on the right-hand side of the screen currently are fine and their spaces are making their spaces work. The spaces on the left side of the screen are areas with some space constraints that exist today. So, we will talk through each of these areas and the plan is to cover each of these in a consistent way. So, this to kind of just orient ourselves. We have talked about the fire area before, but what I'm going to show you is the plan for the near term, kind of what drove that need, what the remodel would build and, then, whether or not we have designed it. Some of these you will see we haven't designed them yet. One of the things that I would also like to mention is -- so, we have -- we have currently gone through full design of the Fire remodel and the IT remodel. That doesn't mean we can't change those. It just would incur additional cost if we want to go back to the drawing board on either of those two. So, I thought the fire was a good one to start with. Their -- it was one of the highest needs identified in the building. So, they currently have supervisors in cubicles. There is concerns with the ability to have private conversations to keep information confidential, to have meetings with subordinates and so the plan that's currently designed would build six offices and another constraint that they had was having a dedicated logistics organization area. They receive a lot of equipment and tools and things into their department and while this one storage room doesn't necessarily solve that it at least gives them one space to start -- start organizing. So, this remodel is estimated to take about eight months and the budget estimate is 360,000. What we will do for each of those is as we look at the near term remodel, then, I'm also going to show you the future build out concept. So, again, these future build out concepts are not in the current plan. They are just something down the road. What could we do? Their future build out shrinks cubicles. So, that's one way that we can add more people in is -- is reduce the size of our cubicles and builds an additional three offices and, then, adds another cubicle space over to where they currently just have office files and storage. So, that is a future fire build out concept. The next area that was identified as a high area of concern was the IT area. So, again, the biggest driver in this area is, again, supervisors needing offices to conduct private business, discussing confidential issues, having discussions with subordinates. IT is also really limited in space for adding additional cubicles. They are pretty packed in there and so the concept builds three offices and, then, it also takes their existing conference room and -- or their training room and converts that into cubicles. We would add one today and have space for additional growth. The IT department has indicated that their training room is used less and less frequently as trainings are now mostly held virtually and online where people are actually on -- in front of their computer is more useful for them. So, that remodel is estimated to cost 160,000 and take about seven months. The IT area is one that I'm not going to talk about future -- future layouts until a little later in the presentation, because their future expansion contemplates going into the art gallery space and so we can talk a little bit about what that looks like. The Mayor's area was the next area that was identified as needing some space changes and theirs is Meridian City Council Work Session August 19,2025 Page 5 of 18 actually the opposite issue of what a lot of the other departments were facing. So, they have two really large offices and they would prefer to convert those into cubicles. So, currently the Mayor's office is -- three of their staff members are displaced and are working on the first floor in community development and they would really like to have everybody in the same area for work continuity, organizational efficiency and so what this would do is it would take out offices and add cubicles and, then, it would add a office with a -- with access to the Mayor's office. That would presumably be for the chief of staff position to allow that work to go back and forth there. So, this remodel has not been designed. So, there is some flexibility there. But it is estimated with design and construction to be a little over 175,000 and take ten months. The Mayor's office future expansion does a couple of things. So, it reduces the size of the Mayor's office and adds two additional cubicles and, then, it splits their -- one of their conference rooms and creates a shared work room. One of the concepts we tried to include throughout the building is as you develop more cubicle spaces to at least preserve some of these smaller work rooms where staff can have Zoom meetings or take phone calls in those areas and, then, it has the other side of that room becoming our respite or our mother's room and actually pulls that out of HR to make it more accessible for people, so they don't have to go all the way through the HR office. The other thing it does is that office -- the lobby space in the Mayor's office is pretty large and it splits that and contemplates a future shared lobby with another department. So, the other immediate need identified by the study was in the community development, the building services section specifically. So, this is the group of community development that's on the second floor across from Public Works and their area actually has no office space. It's all cubicles. So, they have supervisors working in cubicles. Similar constraints. And one of the things that this identified is that we actually have offices that back up to it. So, this area next to it is Public Works and we have non-supervisory staff in those offices. So, we said, hey, we could move those staff into cubicles and we could just flip the doors on that and for a relatively low cost of about 25,000 dollars we could give that team two offices in that space. Oh. I did -- the future build out for this area actually contemplates on the first floor when Community Development undergoes a large remodel, that all of their staff would, then, be housed in that one workspace, which would, then, free up this area for something in the future. There is no identified need necessarily at this exact juncture and so our next area with need is actually the Council's area and so looking at the Council area there was a desire expressed for more secure and private working spaces, as well as a desire for an area that was dedicated to meet with constituents. There is also an additional benefit of moving the Council out of the current space on the third floor in that it gives us a really important staging area to conduct all of these remodels. So, as we displace all of these staff during remodel we kind of need a place to put them. That isn't the only option, so there is -- there is things that we will talk about, but this is one option is to move Council into the Council meeting room or Council conference room. The interim option that the survey -- or the survey -- the study actually suggests is that we hold off on building those offices and just do cubicle set up in there while we are conducting the rest of the remodels in City Hall and, then, come back to you guys when we are finished with those remodels and really talk about where is the future vision of Council. Did that space work well? Is that -- do we need to look at another space in the building? Did it meet your needs? And so I think it does Meridian City Council Work Session August 19,2025 Page 6 of 18 give us a good interim option to potentially move in there with very little cost. Let's see. So, looking at future Council options -- so, there is a lot of -- there is a lot of options. So, we were -- and I know it's kind of hard to envision this today, but potentially in the future we could have full time council members. We could have staff members that are dedicated to council. So, we really looked at what does six council offices with a dedicated staff member look like. Not next year, probably not next ten years, but what would this future space look like for the Council? And so one of the first option -- we will kind of go from left to right -- is to expand that area off of the Council conference room. This would require us to move the building inspectors to another area of City Hall. We have some ideas for that. But would essentially accommodate -- Council could have that whole area. One of the benefits is it's nice first floor access, easy for constituents to get to, really nice proximity to this room and that option actually gives you the -- the biggest future square foot area. Another option is we could relocate Council back to the third floor where you guys currently are and we could rebuild -- we could do offices up there. Cubicles. Really open to ideas. But we could move Council back up there and do some construction to create a different environment than what's up there today or the area that we just talked about on the second floor Com Dev is once that group moves back downstairs to be with the rest of Community Development that would open up another office area that could definitely accommodate future City Council. So, some options to think about there. So, what does this look like as far as the near term options and how do we kind of stage those and get through those. With the budget that's already been allocated we -- we would need additional budget to get through all of these expansions. The nice part about these expansions is they are -- they are really independent of each other. So, we don't have to do all of them. We can do one of them. We can do two. We can do none. We can do all. It's really flexible. So, they are not -- it's not contingent on another one being completed. We did try to lay out how could this occur over the next two years as far as who moves where and when does funding happen and when does design happen, when does construction happen and one of the important things for you guys is if we talk about an interim Council move out of your current space is what does that mean interim. Probably about two years. So, something to think about when we think about where to move you guys. Or not move you guys, too. I will talk about another option that we can do. So, I wanted to go through the future high level concepts. Again wanted to focus on -- these are just concepts, but at least shows you kind of where we can go with full build out. So, we can essentially add -- I think it's 118 or a hundred and -- 110 additional employees to the city and fit them in this building. I'm not saying that's ever going to happen. That's a lot of additional staff, but we did want to get that -- what is the future count that could be housed in this building. So, as file storage starts to really become digital, one of the things we could do is we could add a department down in the basement. Not that anybody necessarily wants to work in the basement full time, but this could be a great location for maybe a team that does most of their work in the field and only comes into the office for part of the day. So, there could be future room down there to add approximately 20 workstations. We could build out offices, conference rooms, multiple areas for expansion of the existing offices and desks that exist for the building facility staff over on the left and, then, that still leaves one half of this -- of the basement as storage, which is needed for several of the departments in City Hall to utilize that Meridian City Council Work Session August 19,2025 Page 7 of 18 storage pretty heavily. So, what does future build out look like on the first floor? So, we already talked about the Council area expansion. If you jump down to the Community Development area, the concept here is that when the historical center moves out of the building you could flip the lobby and that does a couple of good things. It allows contractors, developers, the people that are accessing this building a lot to bring in plans and get permits really easy front door access and, then, essentially the rest of their layout, like I said not getting into specifics, but essentially it shrinks cubicles, it splits large offices and allows them to add a significant number of additional staff into that space. We have plans where we could build out conference room A and B. We have heard that the overwhelming desire is to leave that space. So, there is no department that's currently banking on that space or planning to take up that space. But we wanted for -- for full build out count to kind of say, hey, here is -- we could develop that area into office space if needed and, then, the finance and clerks area, again, kind of -- you will hear the same theme of shrinking cubicles, splitting large offices and just reconfiguring some things for access and adding additional -- additional staff. One of the concepts I did want to -- which I touched on a little bit, but as adding that dedicated phone room, conference room, work room to each floor, so that each floor at least had one of those spaces, which we think is important as you shift to these high utilization cubicle areas to have that ability to jump into those -- a little private room. So, if we look at build out on the second floor -- so, similarly, in Public Works shrinking cubicles, splitting oversized offices -- it does add cubicles into our large conference room space. The parks area adds cubicles and, then, adds some additional offices. The parks group was one area that today has existing supervisors in cubicles, but they would like to wait until the Community Center is built and they do some of the staffing movement that is going to happen with that before they think about any City Hall remodels. So, I think that's a really smart thing. We have already discussed the fire future expansion and, then, one of the things to note is that we didn't anticipate growth into the area that's currently occupied by the Congressman's office, but that's an area that could be expanded into the future and, then, on the third floor what full build out could look like is -- although legal didn't identify that they would need more staff housed at City Hall, we still -- if the Council doesn't occupy that area in the future space you could do a shared lobby with Legal and the Mayor's office and some additional office space there. The HR office includes adding some additional cubicles and some additional office spaces and, then, the real future discussion kind of is around the art gallery. Again I want to highlight that none of this is planned. There is not a deadline or a -- like, hey, we are going to -- the art gallery is going away. This is a very future discussion and would kind of be contingent on the art gallery maybe finding a different location, but we did want to do some layouts of if that space were to be used for city offices what would that look like and, again, there is an infinite number of possibilities, but, essentially, it could expand either HR or IT's areas and it could include another large shared conference room. So, those were just a couple of ideas of office space and conference rooms that could occur in that area. So, the study essentially recommended proceeding with the near term TI's. They address some key area constraints in the building. Really focus on a phased approach with staging areas identified for critical project success. So, essentially, we would like to, in FY-25, figure out where we are going to relocate Council. The other option that's available -- if you guys don't want to move we could take the large Public Meridian City Council Work Session August 19,2025 Page 8 of 18 Works conference room and use that as a space. There is -- there is pros and cons; right? That room is utilized a lot. This room downstairs does get used, too, so, you know, gives and takes there. But we are prepared to if -- if you guys want to stay in your current location that's completely understandable and we will -- we can accommodate that and we would like to move forward with bidding the Fire project and, then, move forward with bidding and constructing the IT project and getting the design complete on the Mayor's near term and the Com Dev Public Works office flip on the second floor. One of the most important things, though, is that any future tenant improvement that's brought to you guys, whether it's us in the future or not, should really take a look back at this planning study and make sure that their ideas are jiving with what we put into here and that the space standards match, that the future -- that any interim remodel doesn't impact future growth. So, really, kind of tonight some -- open to discussion if you guys want to talk about some of the details of the study, but we are looking for decision points on do you want us to proceed with bidding the fire remodel? You would have a chance; right? So, saying, yes, proceed with bidding does not lock us into anything; right? Because we would have to bring the contract forward once we have prices, but we would like to do that. We would like to understand your guys' desire for the staging area and are you open to relocating to the first floor in a temporary way. Do you guys want to decide on the ultimate Council layout or would you like to wait and have us do some of the other projects first and see when that kind of shakes out? Are you good with us bidding the IT remodel and are you good with us moving forward with the Com Dev office flip and the Mayor's office -- design of the Mayor's office remodel. So, again, all of these would have to come back in front of you once we have actual budget numbers. But with that I will stand for questions, comments, ideas. Simison: Thank you, Laurelei. Council, questions, comments? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Just a general comment. I'm really pleased that everybody got the space study done and I feel like this gives us a great long-term road map and really good sense of kind of what our future space needs should look like and kind of how to stage them. So, I think that's all great. It's a lot to chew on. Like the Council remodel, I don't know how -- like how we even want to start tackling that. There is a lot to consider there. Maybe helpful to bring up the visuals, honestly, of each of these bullet points as we are discussing it, just so we have something to look at. I think it -- it kind of helps. McVey: Did you want to look at anyone first? Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: Maybe Fire service, since that was your first bullet point. Mr. Mayor? Meridian City Council Work Session August 19,2025 Page 9 of 18 Simison: Council Woman Strader. Strader: Okay. So, this is -- just talking through this. So, this is kind of what we have today and, then, the next slide was where you want to go with it; right? McVey: Actually, no. This is the -- this is the remodel plan. Strader: Oh. Sorry. McVey: So, today where all of those offices are are shared cubicles. Strader: That's right. Okay. And then -- Mr. Mayor? Simison: Council Woman Strader. Strader: Just talking out loud. So, in terms of what we had budgeted for the work so far and, then, all of the projects that you want to do in 2025, 1 guess I would be curious would a budget amendment be needed and how much would it be? And do you have any sense of that yet? McVey: Yeah. So, great question. So, we -- we have 300 and -- well, about 300,000. Six thousand was for the HR card block. So, I'm going to say we have about 300,000 for a remodel. So, the estimate on the Fire is that it would be 360,000. We -- we just don't know until we bid that. So, we would likely need to do a budget amendment to complete the Fire remodel of about 60,000 if it -- if it comes in. Taylor: Mr. Mayor? Simison: Councilman Taylor. Taylor: Kind of following along Council Woman Strader's discussion on the Fire. So, when I looked at the future for fire you still didn't project to need any additional square footage, it would just be continuing to reconfigure that to meet their needs. From your discussions with them it didn't seem like there would need to be any additional footprint in -- in anytime in the next, you know, foreseeable future; right? So, any -- any work done in the Fire Department still we are just looking even long term staying within that footprint. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: One -- one question that I will have -- and I -- I -- I need to follow up with Chief Blume about it -- is just the storage needs for logistics and inventory. Like this is a really small storage closet and I -- and I guess what I was kind of curious about was long term is that eventually expected to be -- you know, I know they have some areas in the Meridian City Council Work Session August 19,2025 Page 10 of 18 basement. Are they expected to sort of stage that out to cover that on like a more centralized basis? Because one thing I have heard is that having inventory and logistics taking place across multiple sites is really challenging for them. Can you speak to that piece specifically? McVey: So, I -- so, I can speak to some and Steve would -- Steve would probably be a better -- I know that they have a vision for a bigger logistics facility. I don't -- you know, I know that there is significant cost associated with that. So, I think this small storage room is not -- does not meet their future needs, but it does get them something today to, you know, be able to lock up some of the valuable items and have a little bit of control over that. But I think it -- it certainly doesn't meet their long-term needs from what I understand. Simison: Yeah. I think it's -- it's pretty clear, since they at one time were proposing a building for this, that a closet is not the thing. So, it's going to be somewhere in between. I think this is -- this is more just a very limited place for immediate storage, not a logistics operations center. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: I -- I was honestly curious if some kind of a logistics center could go in the basement, but that might be kind of an ignorant question. I think it depends on like what -- what type of materials we are talking about. Like if it's large pieces of equipment, obviously, that's completely different than like, you know, turn out gear and uniforms and things like that. Taulbee: Mr. Mayor, Council Woman Strader, just speaking from -- from my position, currently in the basement what we have is uniforms and some gear that's issued to entry level employees that come on board, in addition to some files. Specifically to logistics, you know, SCBA's, radios, things that are shipped out to stations, that's currently just transitioned through some cubicle space. So, with -- with what we have currently in the basement it's extremely limited and just not -- not ideal for the day-to- day operations out of City Hall. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: And so would it be fair to say like really your objective here is solving your office space issues and you are kind of punting on your logistics for now? Because I -- I don't think -- at least I'm not seeing a solution that -- that is arriving for that, unless the basement is reconfigured, which I actually think is an open question, because have -- now we have toured it, we were down there, there are tons of files and it -- it seems like Meridian City Council Work Session August 19,2025 Page 11 of 18 that's really archaic and hopefully becomes unnecessary soon and we would have a lot more space down there. Simison: And I will just answer the question. Yeah, this is only for office space needs. This is not meant to be -- I don't want anyone to be confused in the future. This is not to solve any logistical issues that may come before Council in the future. Strader: Yeah. Taylor: Mr. Mayor? Simison: Councilman Taylor. Taylor: Can you -- Laurelei, we have talked about this a little bit before, but could you talk a little bit more about sort of the reasoning or rationale or discussion with -- with those that were helping you with the study with sort of -- you know, there is really no discussion about what to do with the congressman's office, if that's something that the city would like to have -- have access to. I mean as you -- you know, the -- the current lease agreement there, they can't lease beyond two years and so, you know, we are always kind of renewing it. You never know who is there, but can you speak to why that maybe wasn't addressed too much in sort of this plan? McVey: Yeah. So, Councilman Taylor, good question. So, we didn't -- I guess with the current space planning projects we didn't see the need to utilize that space yet. I think that it would be wise for the city when that lease comes up, so I believe it expires in January of 2027 -- would be to evaluate, you know, is there a need for that space for something -- something else. Simison: And if you don't mind I would like to -- you know, I can express my viewpoint on this is we -- that's a revenue producing part of our building and so long as it's -- they are willing to stay there and produce the revenue and we have got other spaces to grow into I felt like that that -- the revenue we receive in any time period can help do any other build out. I mean if they were in here for the next 20 years let's just talk about these 500,000 dollars in front of you and that's all we did and I think there is a legitimate case. We have been in this building now coming on 18 years and we are doing our first major renovation. Their lease would pay for all those renovations if they were to stay through that period. So, to me it's like if there is a desire to not spend the one time dollars in exchange for the ongoing two years at a time potential, that's where I look at that conversation to say I would much rather have them here paying to help us do this work, rather than just occupying their space and in lieu thereof something -- because we know we are going to do something somewhere else eventually. It may get us out in the Fire one, but it's not going to get you out of doing the others and, then, you have lost that revenue at that point in time. Taylor: Mr. Mayor? Meridian City Council Work Session August 19,2025 Page 12 of 18 Simison: Councilman Taylor. Taylor: Kind of on the viewpoint I think -- you know, the nice thing about that space is it's, you know, adjacent to the Fire Department. It's kind of in a -- right there on the second floor. It seems like it could be pretty flexible for -- for multiple uses. One thing to think about, though, is as an elected office we don't know what their future would be. I don't know -- and I understand your -- the point made about it does help pay for some of the revenue, but if we do want to make some money off of it the lease is pretty cheap. It's been the same -- I don't think it's been raised since it was first occupied. Not that we want to view it as a revenue generator, but I understand your point. It helps to offset some of those costs. But I think as long as we are open as a body to understanding that at some point it doesn't make sense or might not make sense to have them there, I think that's something we ought to keep in mind. Not that we want to kick them out immediately, because that's not what the goal is and I think there is a public service value to having them here for constituents to come. But I think we should think about kind of just sort of the big picture concept. I think at some point it -- you know, depending, again, who is in office or they may or may not want to even be there and so they may not renew the lease and, then, what do you do with the space? So, I think -- that's why I asked the question, you know, do we want to think about what we want to do and maybe that's where Council ends up, you know, many years down the road, maybe that's where you expand some of the Fire logistics. I don't -- I don't really know. But I think it's something that we need to think about. Simison: Thank you. And it was never viewed as a revenue generator. It was a service. That's why it was brought into this building to begin with. It just happens to be something that has been consistent since they came in, but to your point it could change in any -- any two year cycle it could change. Overton: Mr. Mayor? Simison: Councilman Overton. Overton: Laurelei, great presentation. I -- I -- for this -- over what we have had in the past I think you have done a really good job all the way around. But maybe just to be right on the point, I support moving forward with a bid for Fire. I think that's the first thing you are looking for. And I really don't have a say so in where City Council gets relocated as long as you tell us. McVey: I -- I will commit to you guys wherever you end up in the interim I will make it nice, usable, professional. I will commit to you on record. Strader: Mr. Mayor? Simison: Council Woman Strader. Meridian City Council Work Session August 19,2025 Page 13 of 18 Strader: So, on the Council piece what direction do you need from us tonight? Do you need us to actually choose one of those future areas? McVey: So, I -- I don't and I would actually recommend that you guys not. So, my recommendation would be to have us do a temporary set up in there and when I say temporary I mean for the next two years while we are doing the remodels. The vision would be to set up some cubicles in there. We would restrict access so that it would be Council only with access to that room. The -- the office area in there and I think that would do a couple of things. One, it would let us see how that space functions for you guys. Does it -- does it cause issues with people not being able to reserve that room? Does it give you guys the space that feels comfortable to bring constituents in? Does it give you enough private office space? I think it's an improvement over where you guys are at today, because it would be restricted access. You know, today you have staff members throughout the area and it's used as the interim workout room and, you know, it just -- I think this would be a more professional environment for you. So, really, the only direction that I need for you guys is if you are okay with the interim move to this area with the commitment that when we finish the other TI's we should have another discussion about what does long term look like? Does it remain there? Does it move to one of the other areas in the building and so that's -- that's where we would -- we would like direction on the Council area. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Laurelei, I -- I echo my colleagues compliments of -- of the effort put into this. While I know this started a little over a year ago as part of a budget and I know that many of our employees have been kind of itching to kind of understand what their plans are, I do think this kind of measuring twice cut once approach makes the most sense. -- I also want to commend you for evaluating space out of our basement. I recognize as someone who has worked out of a windowless conference room there is some benefits of vitamin D and I know that we will evaluate when and if those decisions make sense at the appropriate time. To your specific I think kind of questions tonight in terms of decision points, I am supportive of moving forward with the Fire TI's and I am begrudgingly supportive of the move for us and -- and, honestly, I think the reasons is that I think Council probably feels the same, we should be the bottom of the barrel when it comes to, you know, office space needs. We are not here to the same level as our full-time employees. We recognize that we have to sometimes kind of be the first step to be able to get this going, so -- so, I think that this makes sense in terms of it is the least disruptive to Council needs and allows for us to get moving quickly with -- with Fire. I think that allows us to kind of continue to move forth with everyone else. So, I'm -- I'm in support of this recommendation. To Council Member Taylor's conversation, think that we should be evaluating that currently congressional use space, you know, more than just when it's coming up as part of the space study, we should be really evaluating that on a probably every two year basis and if it continues to meet the needs for our communities' needs, well, I -- I believe that there is potential for that to serve our Meridian City Council Work Session August 19,2025 Page 14 of 18 community. I recognize it's not as accessible to our residents to the same level that all of City Hall is and that can sometimes get a little bit of a disconnect with our -- with our residents. So, I'm -- I'm supportive of keeping it how it is now, but I think that when we come to -- before 2027 a larger conversation about how that space could be utilized in the future. Strader: Mr. Mayor? Simison: Council Woman Strader. Strader: This is sort of a random question, but it's kind of hard to get a sense of scale looking at the image. Would the idea be with the City Council offices for it to be kind of like a hotel desk concept where there is just sort of a desk and you just plug into a docking station or would it be like we are going to choose a buddy and we are going to share? I mean what's the plan? Because there are three offices. So, I'm just kind of wondering like how much space is each of these offices and like just from a practical perspective what did you all think would work best? McVey: Great question. So, the offices -- or -- well, the interim cubicles would meet our space planning standards. So, they would be larger than eight by ten and we would -- the thought was to configure those sort of as each one as a double setup. So, potentially, you guys could each have your own dedicated space in one of those and I would leave it up to you guys to pick which ones, but we could definitely -- so, that the area that we -- the little locked room that's back there we would convert that with a couple of desks and, then, there would be the two open cubicles. Taylor: Mr. Mayor? Simison: Councilman Taylor. Taylor: I probably had the benefit of thinking about this a little bit more than other Council Members, because I have met with Laurelei, we have talked about it. Also having been someone who served in -- worked in the congressman's office for that space for about six years, it is a good service for constituents I mean with security features, though, it's less available now. There is -- got a lot of complaints about constituents who have to go through a locked door and cameras and -- but it is nice. You know, you would have anywhere from four to six or seven, you know, people come in for some constituent services and different things. So, it is a nice service to have, but I -- I think -- I agree with Councilman Cavener's point, I think it's being open to, you know, every -- every time we are having a discussion about whether to extend at lease for two years, it gives us a natural opportunity to think about kind of where we are. I like that it's in a spot where we can -- it can be flexible for whatever needs we have. With respect to the -- the Council area, I will just kind of make this pitch to Council kind of long term, which I envision being -- coming to fruition after I'm gone from Council, but, you know, I -- I do think that as -- you know, I'm -- I'm meeting at coffee shops with constituents. I'm -- I'm finding random places. Grab the conference room there. I think Meridian City Council Work Session August 19,2025 Page 15 of 18 as the city continues to grow and as Council continues to -- I think become more professional in how we serve, I think having a space where we can meet with constituents and have meetings is very helpful. I have had a number of meetings at coffee shops and, you know, it was fine, but I think -- there is no privacy and I think there is a lot of value in -- in thinking about having a space for that privacy. I don't think the current space we have does that right now. I have had several meetings there. It's kind of strange. It's awkward. Got a printer going off here and, you know, I got Bill coming the other end saying, oh, sorry, I didn't know you had a meeting, but I -- I -- I do think that that space on an interim basis could probably work. I think we -- to Councilman Cavener's point I think we take one for the team and say, hey, we need to move, so that we can make everything else kind of fall into place. I think we trust you to -- you know, to make it work, you know, taking it off limits from like the Meridian Development Corporation has their board meetings once a month, like making that a City Council space I think is important so that there is not people coming in and out. So, I -- I -- I agree with -- we know that the Fire TI, what those need, it's designed, I'm perfectly comfortable with moving forward with that now and kind of preparing to move Council down here. Yeah, I know we can kind of talk a little bit more specifics about maybe what it will look like over there, but that seems to make sense. I think those things need to start now, so that everything else can fall into place that -- that you have outlined with that. So, those are just some of my thoughts on that. I do -- it is nice to have a receptionist to kind of help with Council. So, I kind of like that Josh is there sometimes when we do sort of that interface, we might -- we are going to lose that being down here. So, you know, we just -- we need to be cognizant of that. But I think that makes some sense for us to start moving ahead with that at this point, so -- Little Roberts: Mr. Mayor? Oh, sorry. Simison: Council Woman Little Roberts. Little Roberts: Mr. Mayor. Laurelei, great presentation. Thank you so much. Love all the verbiage and how thoughtful it was regarding focusing on tasks and the space that was needed and I think that that's really great to make the most of our space and I concur with my colleagues that I think down here temporarily, see how we like it and see if that's -- ends up being our final build out or what we do, but we have got a chance to see how it works and, then, that way you can utilize the space we are currently in to flex and get forward -- move forward with specifically Fire it sounds like tonight and IT, do you need that one as well or are we waiting on that? McVey: If we -- if we have alignment that would be great, but we would move to -- actually should have probably gone to the timeline one. So, we would be looking to bid IT probably in April or May of this coming year. So, I think we have some time on that and so kind of my thought of how this would go forward is that as each one of these comes to fruition of either we finish design or we get a bid or we are ready to move the next department, that I come to you guys, give a quick update. Hey, how did it go? Are there any changes to what I presented here? Are we ready to move on to the next one and it kind of gives us that checkpoint as we do each one, knowing that we all kind of Meridian City Council Work Session August 19,2025 Page 16 of 18 agree to the overall vision of the -- the near term remodels, but that we have that checkpoint after each one to say, yep, keep going or, nope, this isn't working, let's do something different. Little Roberts: Thank you. Strader: Mr. Mayor? Simison: We will go to Councilman Whitlock, since he's also said the same as Council Woman -- Councilman Whitlock. Whitlock: Laurelei, thank you for the presentation. I will just -- my two cents worth on the Council, I'm -- I'm fairly low maintenance and I'm okay with the coffee shops, I'm okay with -- Mayor's let me use his conference room before with constituents. I have met with constituents in this conference room. I'm not sure that -- this is my workspace on Tuesdays from 4:00 o'clock until 10:00 o'clock. I'm not sure I need another workspace. So, that's just my two cents worth. Simison: Council Woman Strader. Strader: I'm good with moving forward on this. I appreciate how it's been stepped through in a very logical way and I -- I think it makes sense. I'm actually more interested -- like for meeting with constituents for me at some point the new Community Center, honestly, is a more natural fit for me to meet with people, if that -- if there is space they are available, just because it would be more convenient, you know, for people in District Two. I -- I also am fine with coffee shops and kind of cobbling it together for a couple of years, but if we have this landing space I think that is a good idea, there are times where a City Hall meeting makes much more sense and -- and the privacy component, I do think that's important for people, depending on what their issues are that they need to talk about. So, yeah, this is -- I -- I appreciate all the work that's gone into this. Thank you, Laurelei. Your team did a great job. Simison: All right. I will just add my two cents. I know I got a few check-ins along the way, but you and the team I know were out there talking with everybody one-on-one and diving in to all these issues to try to -- you know, how we operate today and I think that's the key. Part of this that we wanted to know is long term how many employees, if we had to, could fit into this facility and I think we -- we got a good grasp on that and while it may not seem like forever and who knows how life goes, but we have more than doubled our employees than when we moved into this building 19 years ago and so sometimes it seems like it's way out there and it -- it may be there sooner than you realize for one reason or another, so having this in our back pocket to have the right conversations at the right time is very key and I do want to give, you know, kudos, especially Council Woman Strader pushed this, but also Councilman Taylor, who looked to the future in support of Council and I -- I -- I think that's very you know forward- looking down to what will be the needs in 20 or 30 years for people and make sure we are -- we are trying to plan for that future I -- I think is an important part of this, because Meridian City Council Work Session August 19,2025 Page 17 of 18 as you all understand and we are all just seat holders for today and the next person that comes in they may absolutely need a space and they may want to spend 40 hours a week in a desk environment answering e-mails, meeting with constituents, that may be how they choose to do the -- to do the job and having space for that person at that point in time would be excellent and those who want to go to the coffee shop never have to show up, except for from 4:00 to 10:00 on Tuesday nights on a regular basis. So, having a plan that I think makes the most sense. So, appreciate Council's feedback on this item and I think that you got your direction from -- from folks on how to move forward and we will be seeing more conversations in the future. Thank you. Thanks, everybody. EXECUTIVE SESSION [Action Item] 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 and 74-206(1)(d): To consider records that are exempt from disclosure as provided in chapter 1, title 74, Idaho Code. Simison: Okay. With that Item 7. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Move we go into executive session pursuant to Idaho State Code 74-206(1)(f) and (1)(d). Strader: Second. Simison: I have a motion and a second to go into Executive Session. Is there discussion on the motion? If not, Clerk call the roll. Roll Call: Cavener, yea; Strader, yea; Overton, yea; Little Roberts, yea; Taylor, yea; Whitlock, yea. Simison: All ayes. Motion carries and we will go into Executive Session. MOTION CARRIED: ALLAYES. EXECUTIVE SESSION: (5:22 p.m. to 6:00 p.m.) Simison: Do I have a motion to come out of executive session? Cavener: Mr. Mayor, I move to come out of Executive Session. Strader: Second. Meridian City Council Work Session August 19,2025 Page 18 of 18 Simison: Motion and second to come out of Executive Session. All in favor signify by saying aye. Opposed nay? The ayes have it and we are out of Executive Session. MOTION CARRIED: ALLAYES. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Move we adjourn our work session. Strader: Second. Simison: Motion and second to adjourn. All in favor signify by saying aye. Opposed nay? The ayes have it. We are adjourned. MOTION CARRIED: ALLAYES. MEETING ADJOURNED AT 6:00 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) MAYOR ROBERT E. SIMISON 9-2-2025 ATTEST: CHRIS JOHNSON - CITY CLERK 9-2-2025 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Prescott Ridge Subdivision No. 3 Sanitary Sewer and Water Main Easement No. 2 (ESMT-2025-0095) Ada County Recorder Trent Tripple 2025-053530 Boise,Idaho Pgs=6 nolson 08/19/2025 04:44:15 PM Project Name or Subdivision Name: CITY OF MERIDIAN IDAHO$0.00 Electronically Recorded Prescott Ridge Subdivision No.3 ------------- Sanitary Sewer&Water Main Easement Number: 2 Identify this Easement by sequan0al number if the project contains more than one easement of this type.See InsAructions/checklist for additional information. For Internal Use Only ESMT-2025-0095 Record Number: SANITARY SEWER EASEMENT THIS Easement Agreement made this 1 9th day of August 2025 between Hubble Homes, LLC ("Grantor")and the City ofMeridian,an Idaho Municipal Corporation("Grantee"); WHEREAS,the Grantor desires to provide a sanitary sewer right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS, the sanitary sewer is to be provided for through underground pipelines to be constructed by others;and WHEREAS,it will be necessary to maintain and service said pipelines from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantor, and other good and valuable consideration,the Grantor does hereby give, grant and convey unto the Grantee the right-of- way for an easement for the operation and maintenance of sanitary sewer over and across the following described property: (SEE ATTACHED EXHIBITS A-and 13) The easement hereby granted is for the purpose of construction and operation of sanitary sewer and allied facilities, together with their maintenance, repair and replacement at the convenience of the Grantee,with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way unto the said Grantee, its successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation ofthis easement. THE GRANTOR covenants and agrees that Grantor shall not place or allow to be placed any permanent structures or obstructions within the easement area that would interfere with Grantee's use of said easement, including, but not limited to, buildings, trash enclosures, carports, sheds, fences,trees,or deep-rooted shrubs. Sanitary Sewer Easement Page 1 Version 01/01/2024 Instrument # 2025-053530 08/19/2025 04:44:15 PM Page 2 of 6 THE GRANTOR covenants and agrees with the Grantee that should any part of the right-of-way and easement hereby granted shall become part of, or lie within the boundaries of any public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereofagainst the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns, heirs,personal representatives,purchasers, or transferees ofany kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: Hubble Homes, LLC STATE OF IDAHO ) ) ss County ofAda ) This record was acknowledged before me c 5:Fda e) by Austin Edwards (name of individual), [complete thefollowing t signing in a representative capacity, or strife thefollrrwing I signing in an individual capacity] on behalf of Hubble Homes,LLC (name of entity on behalf of whom record was executed), in the following representative capacity: Authorized Agent (type ofauthority such as officer or trustee) Notary Stamp Below (ZaL��Jna� Notary Sign re My Commission Expires: o PENNY SMITH NOTARY PUBLIC-STATE OF IDAHO COMMISSION NUMBER 23656 MY COMMISSION EXPIRES 2-16-2031 Sanitary Sewer Easement Page 2 Version 01/01/2024 Instrument # 2025-053530 08/19/2025 04:44:15 PM Page 3 of 6 G TEE: CITY OF MERIDIAN Robert . Si ' o -19-2025 I?LL111err 3AAL Attest by ris Johnson,« " Clerk 8-19-2025 STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 8-19-2025 (date) by Robert E. Simison and Chris Johnson on behalf of the City of Meridian, in their capacities as Mayor and City Clerk, respectively. Notary Stamp Below w}� CHARLENE WAY Notary Signature 3-28-2028 My Commission Expires: COMMISSION No. 67390 NOTARY PUBLIC STATE OF IDAHO Sanitary Sewer Easement Page 3 Version 01/01/2024 Instrument # 2025-053530 km 08/19/2025 04:44:15 PM Page 4 of 6 E N G I N E E R I N G August 5,2025 Prescott Ridge Subdivision No.3 Project No.22-108 City of Meridian Sewer Easement Legal Description Exhibit A A parcel of land for a City of Meridian Sewer Easement being the northerly 5-feet of Lot 26,Block 2 and the southerly 15-feet of Lot 27,Block 2 of Prescott Ridge Subdivision No.3(Book 130 of Plats at Pages 21535- 21540,records of Ada County, Idaho)and further situated in the Southeast 1/4 of the Northwest 1/4 of Section 28,Township 4 North,Range 1 West, Boise Meridian,City of Meridian,Ada County, Idaho and being more particularly described as follows: Commencing at a 5/8-inch rebar marking the Southwest Corner of Lot 23, Block 2 of said Prescott Ridge Subdivision No.3,which bears S00°52'17"W a distance of 313.81 feet from a 5/8-inch rebar marking the Northwest corner of said Lot 27, Block 2,thence following the subdivision boundary of said Prescott Ridge Subdivision No.3, N00'52'17"E a distance of 195.00 feet to the POINT OF BEGINNING. Thence following said subdivision boundary, N00°52'17"E a distance of 20.00 feet, Thence leaving said subdivision boundary,589025'31"E a distance of 124.46 feet to the westerly right-of-way of N.Arctic Point Ave.; Thence following said westerly right-of-way,21.84 feet along the arc of a curve to the left,said curve having a radius of 50.00 feet,a delta angle of 25°01'25",a chord bearing of S23°10'39"W and a chord distance of 21.66 feet; Thence leaving said westerly right-of-way,N89°25'31"W a distance of 116.24 feet to the POINT OF BEGINNING. Said parcel contains 2,390 square feet,more or less,and is subject to all existing easements and/or rights-of- way of record or implied. Attached hereto is Exhibit B and by this reference is made a part hereof. 5 �Z S TE �» 12OF 459 0 $ • s• 207� 5725 North Discovery Way • Boise, Idaho 83713 • 208.639.6939 • kmengllp.com Instrument # 2025-053530 08/19/2025 04:44:15 PM Page 5 of 6 Peregrine Heights --'' Subdivision z . O � r Qcn � 28 w w BLOCK 2 Unplatted o o Do z O) U Q O w p w O 27 N En O S89'25'31"E 124.46' 20.00' 1 ci N89'25'31"W 116.24' z M POINT OF o a M BEGINNING 26 0LO Mw w r, N O r O (n N Unplatted a o g 0°z Prescott Ridge 0 Subdivision No. 3 o Hubble Homes, LLC N Q N 4 + 24 � 0 N Prescott Ridge n°. Subdivision No. 1 4� N U L 0 23 Q w z POINT OF COMMENCEMENT 1 � O a 3 Z CURVE TABLE a 3 CURVE RADIUS LENGTH I DELTA CHORD BRG CHORD W VI 4 C1 50.00' 21.84' 1 25-01'25"t S23-10'39"W 21.66' a N 0 0 50 100_ 150 1CM E N G I N E E R I N G Plan Scale: 1"=50' m 5725 NORTH DISCOVERY WAY x BOISE,IDAHO 83713 PHONE(208)639-6939 Exhibit B - City of Meridian Sewer and Water Easement kmengllp.com Prescott Ridge Subdivision No. 3 z i DATE: August 2025 PROJECT: 22-108 SHEET: A portion of Lot 26 and 27, Block 2 of Prescott Ridge Subdivision No. 3, a 1 OF 1 SE 1/4 of NW 1/4, T4N., R1W., B.M., City of Meridian, Ada County, Idaho Instrument # 2025-053530 08/19/2025 04:44:15 PM Page 6 of 6 s89'25'31"e 124.46 m r ri 0 N h O 7! O C � 116.24 nB9°25'31'w 8/4/2025 Scale: 1 inch= 20 feet File: Tract 1:0.0549 Acres(2390 Sq.Feet),Closure:n00.0000e 0.00 ft.(1/99431),Perimeter-283 ft. 01 n00.5217e 20 02 s89.2531e 124.46 03 Lt,r-50.00,delta=025.0125,chord=s23.1039w 21.66 04 n89.2531w 116.24 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Vision 20/20 Water Main Easement No.1 (ESMT-2025-0097) Ada County Recorder Trent Tripple 2025-053529 Boise,Idaho Pgs=6 nolson 08/19/2025 04:43:34 PM CITY OF MERIDIAN IDAHO$0.00 Project Name or Subdivision Name: Electronically Recorded Vision 0/20 Water Main Easement Number: 1' Identify this Easement by sequential number if the project contains more than one easement of this type.See instructionsdchecldist for additional information. For internal use Only ESMT-2025-0097 Record lumber: WATER EASEMENT THIS Easement Agreement nnade this 19th day of August 20 25 between Nodak Properties,LLC; ("Grantor")and the City ofMer dian,an Idaho Municipal Corporation("Grantee"), WHEREAS, the Grantor desires to provide a water main right-of-way across the premises and property hereinafter particularly bounded and described; and WHEREAS , the water nnain is to be provided for through underground pipelines to be constructed by others} and WHEREAS, it will be necessary to rilaintain and service said pipelines from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantor, and other good and valuable consideration,the Grantor does hereby give, grant and convey unto the Grantee the right- of-way for an easement for the operation and maintenance of water mains over and across the following described property: ('SEE ATTACHED EX14MITS A and ) The easement hereby granted is for the purpose of construction and operation of water plains and their allied facilities,together with their maintenance,repair and replacement at the convenience of the Grantee,with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement and right-of-way onto the said Grantee, its successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior: to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing.:, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR covenants and agrees that Grantor shall not place or allow"to be placed any permanent structures or obstructions within the easement area that would interfere with Grantee's use of said easement,including,but not limited to,buildings,trash enclosures, carports, sheds, fences, trees, or deep-rooted shrubs. THE GRANTOR covenants and agrees vtgith the Grantee that should any part of the might-of-way and easement hereby granted shall become part of, or lie within the boundaries of any Water Main Easement Page 1 Version 01/01/20`4 Instrument # 2025-053529 08/19/2025 04:43:34 PM Page 2 of 6 public street, then, to such extent, such right-of-way and easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no finther effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns,heirs, personal representatives, purchasers, or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR:Nodak Properties,LLC—Kevin McCarthy, Managing Member V�v I ( L. STATE OF IDAHO ) ) sS County of Ada } This record was acluiowledged before me on QrQ+ 1Q (date) by Kevin McCarthy (name of individua ), I .0177plete the fbllorving f slglall7g in a rep1-esentative ca achy, or strike the following if slgr7u7g 717 an individual. capacit�lj on behalf of Modal{ Properties, LLC {name of entity on behalf of whom record was executed} rn tie tb1lowing representative capacity: Managing Member_- (type of authority such as o?ficer or trustee) Notary Stamp Below WS491111"', 0 •r H�. o+++• `C��s•.eo•e q,r+� Notary Signature ��•�. ,�o, zp��;T'y'a My Commission Expires: Ow PUBLIC 0310.:°�X �s9T •ss•s• OF Pfeil,,,,+, Water Main Easement Page 2 Version 01/01/2024 Instrument # 2025-053529 08/19/2025 04:43:34 PM Page 3 of 6 GRANTEE: CITY OF MERIDIAN Robert E. Sirnis yor 8-19-2025 � SEAL Attest by Cht Johnson,,` ."��y Cleric 8-19-2025 STATE OF 1DAHO, ) : ss, County of Ada ) This record was acknowledged before m 8-19-2025e on (date) by Robert E. Simison and Chris Johnson on behalf of the City of Meridian,in their capacities as Mayor and City Clerk, respectively. Notary Stamp Below CHARLENE WAY Notary Signature COMMISSION No. 67390 My Co 3-28-2028 NOTARY PUBLIC Commission Expires: STATE OF IDAHO Water Main Easement Page 3 Version 01/01/2024 Instrument # 2025-053529 08/19/2025 04:43:34 PM Page 4 of 6 I= E N G I N E E R I N G June 18,2025 Project No.24-231 City of Meridian Water Easement Legal Description Exhibit A A parcel of land for a City of Meridian Water Easement being a portion of Lot 13, Block 3 of TM Creek Subdivision No.6(Book 126 of Plats, Pages 20172-20175),situated in the Northeast 1/4 of the Northwest 1/4 of Section 14,T ownship 3 North, Range 1 West,Boise Meridian,City of Meridian,Ada County, Idaho and being more particularly described as follows: Commencing at a found 1/2-inch rebar marking the Southwest corner of said Lot 13,which bears N89`26'19"W a distance of 219.97 feet from a found 5/8-inch rebar marking the Southeast corner of said Lot 13,thence following the westerly boundary of said Lot 13, NOO'35'31"E a distance of 36.86 feet to an existing City of Meridian Sewer and Water Easement per Instrument No.2023-019379 and being the POINT OF BEGINNING. Thence following said westerly boundary,NOO°35'31"E a distance of 4.05 feet; Thence leaving said westerly boundary,S89°26'19"E a distance of 12.21 feet; Thence 500'33'41"W a distance of 20.00 feet; Thence N89°26'19"W a distance of 11.89 feet to said existing easement; Thence following said existing easement the following two(2)courses; 1. NO0°33'41"E a distance of 15.95 feet; 2. N89'26'19"W a distance of 0.32 feet to the POINT OF BEGINNING. Said parcel contains 239 square feet,more or less,and is subject to all existing easements and/or rights-of-way of record or implied. All subdivisions,deeds,records of surveys,and other instruments of record referenced herein are recorded documents of the county in which these described lands are situated. Attached hereto is Exhibit B and by this reference is made a part hereof. LkL LAIVD S �ycistSlsFo 2 .. D6 qT£ OF 0 Q�CL HY14S�� 5725 North Discovery Way• Boise, Idaho 83713 • 208.639.6939 • krnengllp.corn Instrument # 2025-053529 08/19/2025 04:43:34 PM Page 5 of 6 P:\24-231\SURVEY\CAD\EXHIBITS\24-231 WATER EASEMENT.MG,SILL HYNSON,6/1812025,DWG T4 PDr.PC3,08.5X11 L[PDF] G) n z o ❑ 0 p z w C7 rnm � N a m G7 � � W n r z D m to w r� TI M 0 z x ' 0 o Q Em z z z n [,a"i z ;V U? o M II ;0 -4 -c < - _ r z -13 m a M p0 0 0 -1m-n z M m rI Z p cD n c4 m K M � ga o Vs �� M K TI CA 1 rm�I m r�i M 2> z ;z aQm z .P z to qXIK z �,� �Zm z can �m mz(A m \If�� NOO'35'31"E 36.86' _ NOO'35'31"E z I N00'33'41"E 15.95' r 113.48' CO I 1CID w 1 rz m m X ;a*N zl 4Dz �� Im m I 01) z -.---------- -� a 500'33'41"W 20.00' o 0 z 0t om rm O � a�M �ma 0 co I J M z rD p 0 7 m Ln L o c w --� Q02 i E © 11 w o � o � z n o p �LI_ N U CD ! — — — m Ln o v �z Exhibit B m m City of Meridian Water Easement a 2� � '' w�0rn m Portion of Lot 13, Block 3 of TM Creek Subdivision No. 6,situated in the NE 1/4 of the NW 1/4 of Sec. 14,T.3N., RAW., B.M. City of Meridian,Ada County, 1D W N F-+ In Instrument # 2025-053529 0811912025 04:43:34 PM Page 6 of 6 12.21 .p LO U-) C>Cl) O 11.89 n89'26'19"w Scale: 1 inch= 3 feet File: 1 6/18/2025 Tract 1:0.0055 Acres(239 Sq.Feet),Closure:n00.0000e 0.00 ft.(1/29812),Perimeter--64 ft. 01 n00.3531 e 4.05 02 s89.261 ge 12.21 03 s00.3341w 20 04 n89.2619w 11.89 05 n00.334le 15.95 06 n89.261 9w 0.32 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Adler Building 514 Benchmark Water Main Easement (ESMT-2025-0098) Ada County Recorder Trent Tripple 2025-053527 Boise,Idaho Pgs=5 nolson 08/19/2025 04:42:37 PM CITY OF MERIDIAN IDAHO$0.00 Electronically Recorded Project Name or Subdivision Name: Adler Building 514 - Benchmark_ Water Main Easement Number: Identify this Easement by sequential number if the project contains more than one easement of this type,See instructions/checklist for additional information, For Internal Use Only FESMT-2025-0098 Record Number: WATER MAIN EASEMENT THIS Easement Agreement made this 1 9th day of August 20 25 between Adler Benchmark LLC, an Idaho limited liability company, ("Grantor") and the City of Meridian, an Idaho Municipal Corporation ("Grantee"); WHEREAS, the Grantor desires to provide a non-exclusive water main easement across the premises and property hereinafter particularly bounded and described; and WHEREAS , the water main is to be provided for through underground pipelines to be constructed by others; and WHEREAS, it will be necessary to maintain and service said pipelines from time to time by the Grantee; NOW, THEREFORE, in consideration of the benefits to be received by the Grantor, and other good and valuable consideration, the Grantor does hereby give, grant and convey unto the Grantee a non-exclusive easement for the operation and maintenance of underground water mains over and across the following described property: (SEE ATTACHED EXHIBITS A and B) The easement hereby granted is for the purpose of construction and operation of underground water mains and their allied underground facilities, together with their maintenance, repair and replacement at the convenience of the Grantee, with the free right of access to such facilities at any and all times. TO HAVE AND TO HOLD, the said easement unto the said Grantee, its successors and assigns forever. IT IS EXPRESSLY UNDERSTOOD AND AGREED, by and between the parties hereto, that after making repairs or performing other maintenance, Grantee shall restore the area of the easement and adjacent property to that existent prior to undertaking such repairs and maintenance. However, Grantee shall not be responsible for repairing, replacing or restoring anything placed within the area described in this easement that was placed there in violation of this easement. THE GRANTOR covenants and agrees that Grantor shall not place or allow to be placed Instrument # 2025-053527 08/19/2025 04:42:37 PM Page 2 of 5 any permanent structures or obstructions within the easement area that would interfere with Grantee's use of said easement, including, but not limited to, buildings, trash enclosures, carports, sheds, fences, trees, or deep-rooted shrubs. Grantor is expressly allowed to place parking areas, drive aisles, curbs, gutters, and sidewalks, and landscaping irrigation lines and sprinkler heads in the easement area. THE GRANTOR covenants and agrees with the Grantee that should any part of the easement hereby granted become part of, or lie within the boundaries of any public street, then, to such extent, such easement hereby granted which lies within such boundary thereof or which is a part thereof, shall cease and become null and void and of no further effect and shall be completely relinquished. THE GRANTOR does hereby covenant with the Grantee that Grantor is lawfully seized and possessed of the aforementioned and described tract of land, and that Grantor has a good and lawful right to convey said easement, and that Grantor will warrant and forever defend the title and quiet possession thereof against the lawful claims of all persons whomsoever. THE COVENANTS OF GRANTOR made herein shall be binding upon Grantor's successors, assigns, heirs, personal representatives, purchasers, or transferees of any kind. IN WITNESS WHEREOF, the said parties of the first part have hereunto subscribed their signatures the day and year first herein above written. GRANTOR: ADLE B C M LLC By: r Bradley filler, its President STATE OF IDAHO ) ) ss County of Ada ) This record was acknowledged before me on 641date) by Bradley E. Miller on behalf of Adler Benchmark LLC, an Idaho limiled liability company, in the following representative capacity: President. Notary Stamp Below FvIRNAIC.McENTEE Notary Signature .� b -, NOTARYPUBLIC-STATEOFIDAHO My Commission Expire:MISSION NUMBER 20213&% MMISSION EXPIRES 8-4-2027 Instrument # 2025-053527 08/19/2025 04:42:37 PM Page 3 of 5 GRANTEE: CITY OF MERIDIAN Robert E. Simi on, ayor � ,/ � CNi l R117IAN4�- AL SEAL Attest by C s Johns °`" ty Clerk STATE OF IDAHO, ) : ss. County of Ada ) This record was acknowledged before me on 8-19-2025 (date) by Robert E. Simison and Chris Johnson on behalf of the City of Meridian,in their capacities as Mayor and City Clerk, respectively. Notary Stamp Below CHARLENE WAY Notary Signature 3-28-2028 COMMISSION No. 67390 My Commission Expir NOTARY PUBLIC STATE OF IDAHO Instrument # 2025-053527 08/19/2025 04:42:37 PM Page 4 of 5 EXHIBIT A WATER LINE EASEMENT A PORTION OF LOT 2, BLOCK 2 CHEWIE SUBDIVISION SITUATED THE SE 1/4 OF SECTION 1 I T.3 N.,R. I W.,B.M., CITY OF MERIDIAN,ADA COUNTY, IDAHO An easement being a portion of Lot 2,Block 2,of Chewie Subdivision,a recorded subdivision on file in Book 122,at Pages 19282 through 19286,records of Ada County,Idaho,situated in the Southeast 1/4 of Section 11, Township 3 North,Range 1 West,Boise Meridian,City of Meridian,Idaho,and being 10.00 feet each side of the following described centerline: Commencing at the northeast corner of said Lot 2; thence along the northerly boundary of said Lot 2 North 89'09'12"West 90.00 feet; thence leaving said northerly boundary of Lot 2 South 0°50'48"West 30.00 feet to the southerly boundary of that Sanitary Sewer And Water Line Easement recorded as Instrument Number 2021-173037,records of Ada County, Idaho,and the POINT OF BEGINNING; thence continuing South 0'50'48"West 11.00 feet; thence South 89"09'12"East 12.00 feet thence South 0°50'48"West 20.00 feet; thence North 89"09'12"West 37.00 feet; thence North 0°50'48"East 31.00 feet to said southerly boundary of that Sanitary Sewer And Water Line Easement recorded as Instrument Number 2021-173037,records of Ada County,Idaho; thence along said southerly boundary of that Sanitary Sewer And Water Line Easement recorded as Instrument Number 2021-173037,records of Ada County,Idaho, South 89°09'12"East 25.00 feet to the POINT OF BEGINNING,comprising 1015 square feet,more or less. w OF I �1 668-01 REV Ldoc Page I of 1 Instrument#2025-053527 08/19/2025 04:42:37 PM Page 5 of 5 EXHIBIT WATER LINE EASEMENT N. A PORTION OF LOT 2 BLOCK 2 CHEWIE SUBDIVISION SITUATED IN 111L SE 1 /4 OF SECTION 11 T3N RlW BM CITY OF MERIDIAN, ADA COUNTY, IDAHO 90.00' NOT TO SCALE 89*09'12" W --7 DETAIL W FRED.�SMITH LANE (PRIVATE) NOT TO SCALE 20' WIDE SANITARY SEWER 7 — AND WATER LINE EASEMENT INSTRUMENT NIJM9ER 2021- 173037 EASEMENT AREA 101 5± SF 20' WIDE- EASEMENT Lu BLOCK 2 L7 L3 Zt L5 f � I LINE TABLE L I N—'-- LENGTH BEARING Ll 30.00' S 0'50'48" W W FRANKLIN ROAD --- L2 11.00' S 0'50'48" w LA/v,) L3 12,00' S 89'09'12" E C-) \pENS L4 20.00' S 0'50'48" W 4,C) L5 37.00 IN 89*0 9'12" W Elf CL- 7 8 L6 31.00' N 0-50'48" E (op 0 v 25.00, S 89-09-12" E 668 EXHIDIT.DWG E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Final Order for Southridge South (MFP-2025-0002), by The Land Group, Inc., generally located on the south side of W. Overland Rd., approximately 1/4 miles east of S. Ten Mile Rd. BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: AUGUST 12, 2025 ORDER APPROVAL DATE: AUGUST 19, 2025 IN THE MATTER OF THE ) REQUEST FOR MODIFICATION ) TO THE FENCING TYPE ) CASE NO. MFP-2025-0002 APPROVED WITH THE FINAL ) PLAT FOR SOUTHRIDGE SOUTH ) ORDER OF CONDITIONAL NO. I ALONG THE RIDENBAUGH ) APPROVAL OF FINAL PLAT CANAL. ) MODIFICATION BY: THE LAND GROUP ) APPLICANT ) This matter coming before the City Council on September 12, 2025 for final plat modification approval pursuant to Unified Development Code (UDC) 11-613-3 and the Council finding that the Administrative Review is complete by the Planning and Development Services Divisions of the Community Development Department, to the Mayor and Council, and the Council having considered the requirements of the preliminary plat, the Council takes the following action: IT IS HEREBY ORDERED THAT: 1. The Final Plat of"PLAT SHOWING SOUTHRIDGE SOUTH SUBDIVISION PHASE 1, LOCATED IN THE NORTHWEST 1/4 OF SECTION 23, TOWNSHIP 3 NORTH, RANGE I WEST, BOISE MERIDIAN, CITY OF MERIDIAN, ADA ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR SOUTHRIDGE SOUTH NO. 1 MFP-2025-0002 Page 1 of 3 COUNTY, IDAHO, 2025, HANDWRITTEN DATE: 5/5/2025, by JAMES R. WASHBURN, PLS, SHEET I OF 6," is conditionally approved subject to those conditions of Staff as set forth in the staff report to the Mayor and City Council from the Planning and Development Services divisions of the Community Development Department dated August 12, 2025, a true and correct copy of which is attached hereto marked"Exhibit A" and by this reference incorporated herein. 2. The final plat upon which there is contained the certification and signature of the City Clerk and the City Engineer verifying that the plat meets the City's requirements shall be signed only at such time as: 2.1 The plat dimensions are approved by the City Engineer; and 2.2 The City Engineer has verified that all off-site improvements are completed and/or the appropriate letter of credit or cash surety has been issued guaranteeing the completion of off-site and required on-site improvements. NOTICE OF FINAL ACTION AND RIGHT TO REGULATORY TAKINGS ANALYSIS The Applicant is hereby notified that pursuant to Idaho Code § 67-8003, the Owner may request a regulatory taking analysis. Such request must be in writing, and must be filed with the City Clerk not more than twenty-eight(28) days after the final decision concerning the matter at issue. A request for a regulatory takings analysis will toll the time period within which a Petition for Judicial Review may be filed. ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR SOUTHRIDGE SOUTH NO. 1 MFP-2025-0002 Page 2 of 3 Please take notice that this is a final action of the governing body of the City of Meridian,pursuant to Idaho Code § 67-6521. An affected person being a person who has an interest in real property which may be adversely affected by this decision may, within twenty- eight(28) days after the date of this decision and order, seek a judicial review pursuant to Idaho Code§ 67-52. By action of the City Council at its regular meeting held on the day of 2025. By: Robert E. Simison Mayor, City of Meridian Attest: Chris Johnson City Clerk Copy served upon the Applicant,Planning and Development Services Divisions of the Community Development Department and City Attorney. By: Dated: ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR SOUTHRIDGE SOUTH NO. 1 MFP-2025-0002 Page 3 of 3 EXHIBIT A STAFF REPORT C� E IDIAN -- COMMUNITY DEVELOPMENT DEPARTMENT HEARING 8/12/2025 INTERSTATE I-84 DATE: TO: Mayor&City Council _W.OVERLAND RD FROM: Sonya Allen,Associate Planner 208-884-5533 TR#, PROJECT AREA TB#Z SUBJECT: Southridge South No. 1 MFP-2025-0002 LOCATION: Generally located on the south side of W. y Overland Rd., approximately 1/4 mile east of S. Ten Mile Rd., in the NW 1/4 of Section 23,T.3N., R.1W. I. PROJECT DESCRIPTION Modification to the final plat(FP-2021-0059)approval to change the fencing type along the Ridenbaugh Canal from black wrought iron as required by City Council,to black open vision vinyl- coated chain link with posts installed in sleeves for easy removal as required by NMID. II. APPLICANT INFORMATION A. Applicant: Macy Lui, The Land Group—462 E. Shore Dr., Ste. 100, Eagle, ID 83616 B. Owner: Challenger Development,Inc.— 1977 E. Overland Rd.,Meridian,ID 83642 C. Representative: Same as applicant III. STAFF ANALYSIS The preliminary plat(H-2020-0083) for Southridge South subdivision was approved by City Council in 2021. At the time,the applicant proposed 6-foot-tall chain link fencing along the Ridenbaugh Canal to preserve public safety in accord with UDC 11-3A-6C to match existing fencing in Southridge Subdivision. There was a lengthy discussion by City Council pertaining to the fencing type and shared opinion that chain link was not a desirable material for aesthetic reasons; therefore, black wrought iron fencing was specifically required to be constructed adjacent to the City's multi- use pathway along the Ridenbaugh Canal in this development. The landscape plans submitted with the final plat(FP-2021-0059) application did not reflect the Page 1 required fencing type;therefore,a condition of approval was included for the plans to be revised accordingly. The final plat is now under review for City Engineer signature and cannot be signed unless the plan is revised to comply with this condition or the condition is modified by City Council. The proposed chain link fence has already been constructed on the site without approval from the Planning Division. The Applicant states in their application narrative that Nampa Meridian Irrigation District(NMID) required fence posts to be installed in sleeves to allow the fence to be easily removed when/if NMID needs access to their easement for the canal.A letter from Butte Fence,the Applicant's fence contractor,was included in the narrative stating they could only meet this"removable"requirement with chain link fencing. The Applicant requests City Council's approval to modify final plat condition#5d, as follows: The fencing type along the Ridenbaugh Canal shall be black wrought iren open vision vinyl- coated chain link as require approved by City Council with MFP-2025-0002; depict accordingly. IV. DECISION A. Staff: Staff finds the Applicant's proposal complies with UDC 11-3A-6C,which requires open irrigation canals to be fenced with an open vision fence at least six(6)feet in height and having an 11-guage,two-inch mesh or other construction, equivalent in ability to deter access to said canal. Because City Council was the decision-making body who required wrought iron fencing, City Council should determine if the proposed change is acceptable. B. City Council: City Council approved the Applicant's request as proposed. Page 2 V. EXHIBITS A. Final Plat(dated: 515125) -ACL e= 4 4 h x W 2 0 5 �6 � x � � � HIS 5 o® I'll �s � 1 � R- _ R pp I q q e Nx � ss M npg III ° W � ' �: a � HIM h41 � y yi o = i I f x �� vztN G I Q,r �1 �Q r1 0 Z 9 g ct, q1 A�! dir _ C-) s�� a CV i rr �I a III�r ■ w 4Y $� [6 L L] I CD L•i y y�,+II y 1 a 11 V 11 1 w J 1 a3 a tiJ �a an O 0 09rr J \ I � f � 3 9 9 $ $ $ $ $ $ $ h $ $ $ � � R � E 4 9 A � �•''`�� �to i 9 9 3 9 9 h 9 •� /�/ail /� G3iir�dun Page 3 B. Proposed Landscape Plan with 6-foot-tall black wrought iron fence alongRidenbaugh Canal CODLlivawdolanap aaf;ualleq� J 1 dd} 1 = �_ C L 3SVHd Him 3013WHIMNEI Sal A a s �, ,ram p J VIM j. MIS RIHIIHIHM Hill @ e I ljjlfiljllji�q IN r w. JIM RP Ell lip _ d ,Y� J Page 4 VI. CITY/AGENCY COMMENTS A. PLANNING DIVISION 1. Applicant shall comply with all previous conditions of approval associated with this development [MDA-12-009,Development Agreement Inst. #113077158(Linder 109)— replaced#111102269; H-2020-0083 (RZ&PP); FP-2021-0059],except as follows: Final plat condition of approval#5.d, shall be amended as follows: The fencing type along the Ridenbaugh Canal shall be black open vision vinyl- coated chain link as require approved by City Council with MFP-2025-0002; depict accordingly. Page 5 v IDIAN� AGENDA ITEM ITEM TOPIC: License Agreement between Nampa and Meridian Irrigation District and City of Meridian for a Pedestrian Bridge across the Fivemile Creek in conjunction with the Ustick Rd. Widening Project AGREEMENT (Five Mile Drain Pathway—Ustick Road Bridee) AGREEMENT,made and entered into this day of August ,2025,by and between NAMPA & MERIDIAN IRRIGATION DISTRICT, an irrigation district organized and existing under and by virtue of the laws of the State of Idaho,hereinafter referred to as the"District,"and THE CITY OF MERIDIAN, a political subdivision and municipality of the State of Idaho hereinafter referred to as the"City," WITNESSETH: WHEREAS, the parties hereto entered into a Master Pathway Agreement For Developing and Maintaining Pathways for public use along and across some of the District's ditches and within some of the District's easements and fee title lands dated December 19, 2000, recorded as Instrument No. 100102999, records of Ada County, Idaho, and subsequently entered into an Addendum to Master Pathway Agreement dated July 6, 2023, recorded as Instrument No. 2023-039167, records of Ada County,Idaho,hereinafter collectively referred to as the"Master Pathway Agreement;"and, WHEREAS, the District and the City intended by entering the Master Pathway Agreement to accomplish the following in a manner that is consistent with their respective legal and fiduciary responsibilities; to enhance the City's pathway planning though early consultation between the City and the District; to establish a process for the City's submission of pathway requests and the District's consideration of such requests; and to provide the general conditions for the District's approval and authorization of pathway requests affecting the District's ditches, property, operations and maintenance; and, WHEREAS, the District grants to the City the right develop pathways to encroach within the District's easements/fee title property along and across the District's ditches, drains, canals and easements therefore upon the terms and conditions of said Master Pathway Agreement and after the execution of an agreement for each proposed crossing and encroachment;and, WHEREAS,the City is the owner of the real property easement/right of way(burdened with the easement/property of the District hereinafter mentioned)particularly described in the"Legal Description" attached hereto as Exhibit A and by this reference made a part hereof, and, WHEREAS, the District controls the irrigation/drainage ditch or canal known as the FIVE MILE DRAIN (hereinafter referred to as "ditch or canal") together with the real property and/or easements to convey irrigation and drainage water, to operate and maintain the ditch or canal, and which crosses and intersects said described real property of the City as shown on Exhibit B attached hereto and by this reference made a part hereof; and, WHEREAS, the City desires approval to construct, install, operate and maintain a pre- AGREEMENT-Page 1 manufactured steel bridge with concrete footings crossing over the Five Mile Drain and extending from Ustick Road to the existing pedestrian pathway on the north side of the Five Mile Drain and within the District's property/easement for the Five Mile Drain under the terms and conditions of said Master Pathway Agreement and those hereinafter set forth, NOW, THEREFORE, for and in consideration of the premises and of the covenants, agreements and conditions hereinafter set forth and those set forth in said Master Pathway Agreement, the parties hereto agree as follows: 1. The City may construct, operate, maintain and repair a pre-manufactured steel bridge with concrete footings crossing over the Five Mile Drain and extending from Ustick Road to the existing pedestrian pathway on the north side of the Five Mile Drain and within the District's property/easement for the Five Mile Drain in,Meridian,Ada County, Idaho. The pathway/bridge is being constructed by the Ada County Highway District as part of the Ustick Road Widening Project. 2. Any construction, encroachment upon or crossing of said ditch or canal and/or the District's property/easement shall be performed in accordance with the "Special Conditions" stated in Exhibit C, attached hereto and by this reference made part thereof. 3. The permitted hours of use of the pathway shall be from one half hour before sunrise and one half hour after sunset. 4. The parties hereto incorporate in and make part of this Agreement all the covenants, conditions, and agreements of said Master Pathway Agreement unchanged except as the result of the provisions of this Agreement. The covenants, conditions and agreements herein contained and incorporated by reference shall constitute covenants to run with,and running with, all of the lands of the City described in said Exhibit A, and shall be binding on each of the parties hereto and on all parties and all persons claiming under them or either of them, and the advantages hereof shall inure to the benefit of each of the parties hereto and their respective successors and assigns. END OF TERMS - SEE FOLLOWING PAGES FOR SIGNATURES AGREEMENT-Page 2 IN WITNESS WHEREOF, the District has hereunto caused its name to be subscribed and the City has caused its name to be subscribed,all as of the day and year herein first above written. NAMPA&MERIDIAN IRRIGATION DISTRICT By David Duvall,Water Superintendent STATE OF IDAHO ) ss: County of Canyon ) On this day of , 2025,before me,the undersigned, a Notary Public in and for said State, personally appeared DAVID DUVALL, known to me to be the Water Superintendent of NAMPA & MERIDIAN IRRIGATION DISTRICT, the irrigation district that executed the foregoing instrument and acknowledged to me that such irrigation district executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, the day and year in this certificate first above written. Notary Public for Idaho Residing at , Idaho My Commission Expires: AGREEMENT-Page 3 r THE CITY OF MERIDIAN By l - M yor Ro ert . Simision 8 - 19-2025 A AUG V�T ' �IIY Of Ci Cie YAHO hris Jo nson - 19 - E ID�AN , T AM STATE s s : ��tilF,Q,flf the 1REP�J�, County of Ada ) On this 19th day of August , 2025 , before me, the undersigned, a Notary Public in and for said State, personally appeared Robert E . Simison and Chris Johnson , known to me to be the Mayor _ and City Clerk _, respectively, of The CITY OF MERIDIAN, the entity that executed the foregoing instrument and acknowledged to me that such entity executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, the day and year in this certificate first above written. Not Public for I da h o HARLENE WAY Residing at Meridian _ , ID EC� MMISSION No . 67390 My Commission Expires : 3 -28 -2028 NOTARY M RLIC STA ' ' UAHO O AGREEMENT - Page 4 EXHIBIT A Legal Description A right-of-way/easement within Section 35, Township 4 North, Range 1 West, B.M., Ada County, Idaho extending from Ustick Road, across and over the Five Mile Drain and then along the north side of the Five Mile Drain as depicted in the plans attached hereto as Exhibit C-1 and by this reference incorporated herein. EXHIBIT B Location of Property/Drain See Exhibit C-1 attached hereto. EXHIBIT C Special Conditions a. The location and construction of the pre-manufactured bridge and pathway shall be in accordance with Exhibit C-1,attached hereto and by this reference made a part hereof. b. The City shall notify the District's Superintendent prior to and immediately after construction so that he or the District's engineers may inspect and approve the construction. The City shall provide a minimum of 72 hours before needing or requesting any construction inspections. C. In the locations referenced herein, and where pathway is proposed along the Five Mile Drain, the District's easement along this section of the Five Mile Drain includes a sufficient area of land to convey irrigation and drainage water,to operate, clean, maintain and repair the Five Mile Drain, and to access the Five Mile Drain for said purposes and is a minimum of 100 feet, 50 feet to either side of the centerline. d. Construction of the bridge structure over the Five Mile Drain shall be completed during the non-irrigation season,October 15'to March 15'. All construction shall be completed two years from the date of this agreement. Time is of the essence. AGREEMENT-Page 5 3 Meta u"sm sawn v I CL a � �. _/ ri � --�v.�--�� I� I aim :;;L;:•:• � � / // I I Jig 3 51 so V w `N ue� ®O ® ®O®® ®O ®O ® 4 ® ®_®®®®e ® 0®®® 00000000 5 R R is,Is,4 1R 1R U� f U °�s� Y a- 11 ` Y 1 1 TO gO Tic too 4 I a > RNA V � u V EXHIBIT C-1 - Page 1 of 1 W IDIAN� AGENDA ITEM ITEM TOPIC: Memorandum of Agreement for Contribution for Downtown Trash Receptacles Between Meridian Development Corporation (MDC) and the City of Meridian MEMORANDUM OF AGRF.FMF.NT FOR CONTRIBUTION FOR DOWNTONI This MEMORANDUM OF AGREEMENT FOR CONTRIBUTION FOR DOWNTOWN TRASH RECEPTACLES ("Agreement") is made this)gth day of June, 2025 ("Effective Date"),by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Meridian Development Corporation, an urban renewal agency organized under the laws of the State of Idaho ("MDC"). WHEREAS,MDC previously contributed toward the purchase trash receptacles for use in the downtown district; WHEREAS,the Meridian Parks and Recreation Department received a request for an additional receptacle in the downtown district and is requesting MDC participate in the cost to provide the receptacle and purchase two additional receptacles and replacement inventory; WHEREAS,MDC is willing to contribute to City up to five thousand eight hundred fourteen dollars ($5814.00) for three (3) new trash receptacles as noted in the attached Exhibit A to be used in the downtown district; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, the Parties agree as follows: I. CITY'S RESPONSIBILITIES. A. Purchase of Trash Receptacles. Within thirty (30)business days of the execution of this Agreement, City agrees to submit an order and purchase three (3) trash receptacles as noted in the attached Exhibit A. The City agrees that these receptacles will be used in the downtown district and the City will work with MDC to determine their placement and location within the downtown district. B. Invoice MDC. City shall remit to MDC an invoice to reimburse the City for the $5814.00 cost of the three receptacles upon submitting receipts or other documentation demonstrating the City has paid the vendor in full for said receptacles. II. MDC'S RESPONSIBILITIES. A. Reimbursement. Within thirty (30) days of receipt of each of City's invoice, MDC shall provide reimbursement to City in the amount of five thousand eight hundred fourteen ($5,814.00). B. Appropriation. Notwithstanding anything in this Agreement to the contrary, MDC's obligations under this Agreement to provide payment to City as described herein shall be subject to and dependent upon appropriations being made by the MDC governing board for such purpose. 2025 MOA MDC AND CITY FOR TRASH RECEPTACLES PAGE I OF 4 III.GENERAL TERMS. A. Term. This Agreement begins June 11, 2025 and shall remain in effect through September 30, 2025 or until the receptacles are purchased and the city is reimbursed, whichever occurs first. The obligation to use the purchased receptacles in the downtown district shall survive termination or expiration of this Agreement. B. Notice. Notice required to be provided by either of the parties under this Agreement shall be in writing and be deemed communicated when mailed by United States Mail, addressed as follows: City: City of Meridian MDC: Meridian Development Corporation City Attorney's Office Ashley Squyres, Administrator 33 E. Broadway Avenue 104 East Fairview Avenue#239 Meridian ID 83642 Meridian ID 83642 Either party may change its address for the purpose of this paragraph by giving formal notice of such change to the other in the manner herein provided. C. Entire agreement; modification. This Agreement embodies the entire agreement and understanding between the parties pertaining to the subject matter of this Agreement, and supersedes all prior agreements,understandings, negotiations,representations, and discussions, whether verbal or written, of the parties pertaining to that subject matter. The Agreement may not be changed, amended, or superseded unless by writing executed by both Parties hereto. D. Termination. Either party may terminate this Agreement in whole, or in part, due to convenience, nonappropriation, or when either or both parties agree that the continuation of the Agreement is not in the parties' best interest, by providing thirty(30) days written notice. If MDC is the terminating party, City shall be entitled to receive reimbursement for payments made for payments properly made by City to the date of termination. E. Indemnification. To the fullest extent permitted by law and by Article VIII, section 4 of the Idaho Constitution, City agrees to indemnify, defend, and hold harmless MDC and its officers, agents, consultants, and employees from and against any and all liability, claims, losses, actions, or judgments, costs and fees, including any costs and attorney's fees incurred therein, for damages, losses, or injury to entities,persons or property for any act, error, or omission arising out of or in any way connected with the activities and programs described herein and/or the activities of City and its officers, employees, contractors, or agents related to or connected with this Agreement. F. Severability. If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. The invalidity or unenforceability of any provision of this Agreement shall not affect the other provisions, 2025 MOA MDC AND CITY FOR TRASH RECEPTACLES PAGE 2 OF 4 and this Agreement shall be construed in all respects as if any invalid or unenforceable provision were omitted. C. Applicable Law. The Agreement shall be governed by the laws of the State of Idaho and .jurisdiction for any disputes arising hereunder shall be in the Fourth Judicial District, Ada County, State of Idaho. IN WITNESS WHEREOF,the parties hereto have executed this Agreement to effective on the date first noted above. MERIDIAN DEVELOPMENT CORPORATION: Attest: Dave Winder Chairman Steve V assek, Secretary CITY OF MERIDIAN: Attest: t/'*' I�/ �+-- I -�14 Robert Simi n, ayor City lerkFi9-20 2025 MOA MDC AND CITY FOR TRASH RECEPTACLES PAGE 3 OF 4 Exhibit A Estimate 0512212025 Recycle Design Inc. S6939 Josh Boutwell317.690.0327 Recycle Design Inc. 804 Hazlett Street Anderson,IN 46016 Phone: Bill TO: Ship To: Kyle Yorita Kjde Yorita City of Meridian City of Meridian 1700 E Lanarir 1700 E Zan ark Meridian,ID 83642 Meridian,fD 83642 Customer:City of Mffi ian Cora kyle Yorita Seller Payment Terms FOB Point Carrier Ship Service Requested Ship Date admin NET 30" Origin Will Call 0512212025 Item Unit Qty # Number!Description Price Ordered Total Price 1 VIC.WR.032.DOM.SM-Victoria Waste Recepta€le, $1,656.00 3 ea $4,968.00 Dome Lid(9873) Weathered HDPE,Black PC 29 Freight Casts-Shippinganddel"n+erytoCustomer $M.00 1 ea $846,00 Subtotal: $5,914.00 Sales Tax: $0.00 Total: $5,814.00 Approval:__ ................. Dabe: May 22,2025 2:01:38 PM MDT Page 1 ofl 2025 MOA MDC AND CITY FOR TRASH RECEPTACLES PAGE 4 OF 4 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: City Hall Space Planning Study Results and Recommendations L O M B A R D MERIDIAN CITY HALL C O N R A D MASTER PLAN A R C H I T E C T S L/C#24028.01 1 July 12, 2025 INTRODUCTION The following report includes the evaluation of current space constraints for departments currently located within Meridian City Hall. The report applies space planning standards to potential near term and long term tenant improvements recommendations. 1. DESIGN STANDARDS The design standards used throughout this study are based on the State of Idaho Facility Use Standards, as issued by the Division of Public Works (DPW). Following a review of the existing City Hall facilities, it was recommended that these standards be adopted to guide future planning and development efforts. The DPW standards provide a clear and functional approach to space planning that reflects the work activities and operational needs of state employees. These standards are functionally driven and tailored to support the daily tasks performed by users. Depending on the nature of a user's role and responsibilities, the standards help determine whether a private office or open office environment is more appropriate, as well as the corresponding space allocation. As outlined in the DPW standards: "The standards are organized by workspace type and size, rather than by staff position, and the quantity of types and size has been reduced." This approach promotes efficient space use by reducing the individual workspace footprint where feasible. Within the planning study, two primary workspace types were considered: • Open Office Workstations: Allocated at 64 NSF per user. These are designed for employees whose tasks do not require frequent confidential interactions and can be accommodated in a collaborative, shared environment. • Private Offices: Allocated at 115 NSF per user. These are intended for staff who require privacy due to the sensitive or confidential nature of their work, or for supervisory roles that necessitate a more enclosed setting. These planning standards ensure consistent, equitable space distribution and promote flexibility, while also reflecting expectations for functional, cost-effective workplace design. Office space should be allocated according to best practice that aligns with job functions and workspace needs rather than job titles alone. 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 1 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM LOVIB_1RD / CONR_1D A R C H I T E C T S MERIDIAN CITY HALL MASTER PLAN July 12,2025 2. Current Plan (Existing Conditions) The Mayor's Office currently occupies approximately 5,228 square feet dispersed throughout the building, including 543 square feet in the basement, 685 square feet on the first floor (southeast), and 4,000 square feet on the third floor (northeast), where the primary suite is located. The main office area contains six private offices and two conference rooms, including a large, frequently used meeting space. Due to spatial limitations in the primary location, three mayoral staff members are stationed within the Community Development Department, which compromises team cohesion and workflow efficiency. Most staff, including non-supervisors, are located on the third floor in hard-walled offices, and the dispersed layout creates communication challenges. The Human Resources Department occupies 3,784 square feet, with 185 square feet in the basement and the remainder on the third floor (northwest). The department primarily utilizes hard-walled offices to support confidential work, but space inefficiencies exist. Some offices are used primarily for storage, and one of the department's conference room has been converted into office space, reflecting a need for reorganization. The current layout does not fully support operational efficiency or future flexibility, particularly in terms of private workspace distribution. The Legal Department uses 2,149 square feet of space, consisting of 184 square feet in the basement and 1,965 square feet on the third floor (southeast). All attorneys are housed in private offices due to confidentiality requirements. The department has a conference room and a storage room. The Information Technology (IT) Department occupies 3,848 square feet, including 368 square feet in the basement and 3,480 square feet on the third floor (southwest). Supervisors currently work in cubicles, and staff regularly utilize a shared conference room located across the hall. The department includes a large equipment staging area adjacent to the elevator. Previous tenant improvement plans by L/C addressed some spatial challenges, but current operations indicate ongoing needs related to privacy for supervisors. The City Council occupies 1,615 square feet, with 900 square feet on the first floor (southwest) and 715 square feet on the third floor. The council chambers and a well-used conference room are located on the first floor, featuring a kitchenette, snack area, and restroom. On the third floor, council members currently share a single open office space, which lacks privacy and individual work zones. There is a desire to relocate all council functions to the first floor to centralize operations and provide private offices for elected officials. The Fire Department occupies 5,587 square feet, with 567 square feet in the basement and 5,050 square feet on the second floor (northeast). Several supervisors are housed in cubicles, though private offices are needed for supervisory functions. The department receives and processes around $500,000 in equipment annually but lacks a dedicated logistics area, requiring items to be processed throughout the general workspace. A large 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 2 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM LOVIB_1RD / CONR_1D A R C H I T E C T S MERIDIAN CITY HALL MASTER PLAN July 12,2025 open front lobby has been repurposed, and basement storage remains insufficient for the department's needs. The Public Works Department utilizes 13,357 square feet throughout the building: 368 square feet in the basement, 6,620 square feet on the second floor (southeast), and 2,865 square feet on the second floor (southwest). The department operates two main office areas and supports a number of field staff who are in the office part-time. Many offices are oversized, and several non-supervisory staff occupy private offices simply because they are available. Shared resources include a heavily used large conference room and a plotter area accessed by multiple departments. The Parks Department occupies 4,215 square feet, including 935 square feet in the basement and 3,280 square feet on the second floor (northwest). The current office setup includes three private offices, and three supervisors located in cubicles. One cubicle is shared on a seasonal basis by the pool coordinator and summer coordinator. The break room and internal conference room are heavily used, and additional meeting spaces in the building are frequently borrowed. Paper files are being phased out as digital systems are adopted. The Community Development Department occupies 6,833 square feet across three separate areas due to overall space limitations. The largest portion, approximately 5,185 square feet, is on the first floor (south), with additional space on the first floor (west, 373 square feet) and the second floor (southwest, 1,275 square feet). This fragmentation causes operational inefficiencies for the department's 51 employees. Both internal conference rooms are in high demand, and the large meeting room near the main entrance is frequently used for full-staff gatherings. Additionally, three mayoral staff members are located within the department's footprint. The team is currently using an open cubicle for client consultations, though it lacks appropriate privacy. The Finance and Clerks Department occupies 10,649 square feet, with 2,849 square feet used for storage in the basement and 7,800 square feet on the first floor. The department has high public interaction, particularly for services such as payroll and passport processing. A large file room supports ongoing operations but is expected to be digitized in the near future. While most staff workspaces are appropriately assigned, the payroll non-supervisor is housed in a private office due to the sensitive nature of the work. Conference and break areas are heavily used, and public access to the passport meeting room requires walking behind the service counter, which poses privacy and security challenges. 3. Immediate Plan (Phase 1- Short-term Upgrades) The recommended immediate phase of improvements, to be considered, involves targeted renovations aimed at enhancing workspace efficiency, privacy, and flexibility. These suggestions are intended to minimize disruption to departmental operations while addressing the most pressing spatial and functional needs. In the basement, no changes are planned currently. Existing layouts and functions will be maintained, and no construction or reorganization is anticipated in this phase. 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 3 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM LOMB_1RD / CONR_1D A R C H I T E C T S MERIDIAN CITY HALL MASTER PLAN July 12,2025 On the first floor, most departments remain unchanged in the immediate term. Both the Community Development and Finance and Clerks departments retain their current configurations, as their spatial needs are either being met or are tied to longer-term strategic plans. However, the City Council area is suggested to undergo selective renovation. There are several strategic reasons to relocate the City Council from their existing location on the 3rd floor. The first being the ability to give Council members three shared offices and provide much-needed confidentiality for constituent meetings and administrative tasks. The second is that by relocating the City Council, it frees up the existing space to serve as a location to temporarily house the departments that will be impacted by construction activities in their areas. In the immediate term the 1st floor Council meeting room could be temporarily reconfigured at a relatively low cost. The existing snack room could be converted into an enclosed office and additional cubicles could be added to the Council meeting room (cubicles from the Fire TI could be repurposed). The Council meeting room would also be removed from the general reservation pool, giving Council exclusive access to this area. Once renovations are completed throughout the rest of the building, there are several options that could be considered for the long-term location of the City Council. These options should be evaluated once all immediate-term renovations are completed (near the end of FY27). The Council options vary in complexity and cost. • Option 1: Remain in Council meeting room area. This could also include the construction of two additional offices in this space. In the future, up to 4 additional offices could be added to the adjacent area. • Option 2: Relocate Council back to the existing 3rd floor area. This option could also entail the construction of several offices and/or cubicles and a small meeting room. • Option 3: Move to 2nd Floor Comm Dev Area. In the future, after the Comm Dev 1st floor expansion is completed (not currently planned in the 10 year capital plan), the existing area on the 2nd floor will be vacated. This area will already include 2 offices, a meeting room, and several cubicles. Additional construction in this area could occur to add offices. It is estimated that the near-term renovations (Fire, IT, Mayor, Comm Dev 2nd Floor) will take two years (FY27 and FY28). If Council is unable to move from the 3rd floor area to the 1st floor area for the upcoming 2 years and would instead prefer to stay in their existing area, there is an alternative option. The city could choose to use the large PW conference room as the location to stage the departments displaced by construction activities. While this room is currently utilized daily for meetings, those meetings could be shifted to the 1st floor in Conference Rooms AGB. On the second floor, most departments will not see immediate changes. The Public Works, Parks, and Community Development departments will remain as-is, with no planned upgrades in this phase with the exception of the consideration of flipping two Public Works Offices in order to add supervisory offices to the Community Development Plan Review area. The Fire Department, however, could proceed with an interior renovation based on previously developed plans by L/C Architects. This project includes the addition of six 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 4 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM LOVIB_1RD / CONR_1D A R C H I T E C T S MERIDIAN CITY HALL MASTER PLAN July 12,2025 hardwalled offices to accommodate supervisory staff and improve privacy, as well as the creation of a dedicated storage room to support logistics and equipment management. The third floor will see several key upgrades. The Art Gallery and Legal Department remain in their current configurations for the time being. The Information Technology Department may initiate improvements based on L/C Architects' prior plans, which include the removal of the existing training room to make way for three new private offices and four cubicle workstations. This allows for greater staff accommodation and better space utilization. The Human Resources Department could undergo a series of interior reorganizations which would not involve significant costs. Existing office spaces are reconfigured to better align with operational needs: one office converted into a conference room, a storage area repurposed into an office, and another office redesigned as a respite room for staff. These changes aim to increase functional variety within the suite while maximizing the use of available square footage. Additionally, card readers are installed on two doors to ensure privacy and restricted access, enhancing the security of the department. The Mayor's Office may also receive immediate upgrades to improve workspace distribution and staff adjacent. Two existing hard-walled offices have been removed to create an open area for six new cubicles, accommodating displaced staff and enabling greater collaboration. In addition, one new private office would be constructed to support supervisory needs. These upgrades allow more of the mayoral staff to return to the department's primary footprint, reducing reliance on borrowed space in other departments. With these spaces being discussed for the project recommendations sequence to be completed, this sequence is being recommend is based on need, cost, and the option that would cause the least disruption to Staff. The City Council could begin first by converting the supply room into a shared office, while also building out two additional shared office spaces within the City Council area on the first floor of the building. The next space to be addressed could be the Fire Department. L/C has previously completed tenant improvement (T.I.) plans for this space. This phase includes adding six new private offices to the department. During the construction, displaced staff could utilize the area next to the Mayor's office that previously housed the Council desk area on the 3rd floor. This area could be utilized to house displaced staff for each subsequent renovation. After the Fire Department is completed, the I.T. department could be the next phase. This involves adding two new offices. Tenant improvement plans for I.T. have also previously been completed by L/C. The Mayor's department could follow. The space could be reconfigured so that all of the Mayor's staff can work on the same floor. Next could be the Community Development Department. This renovation would be minimal, involving changing the door location to a different wall to allow access to two new private offices. Finally, the Human Resources department could be reorganized, focusing on rearranging furniture and existing spaces. Overall, Phase 1 prioritizes low-disruption and high-impact changes. All departments will remain operational during renovations, with construction phasing and scheduling coordinated to minimize disruption to public services and internal workflows. 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 5 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM LOMB_1RD / CONR_1D A R C H I T E C T S MERIDIAN CITY HALL MASTER PLAN July 12,2025 A proposed project summary along with a possible estimated timeline and costs of initial renovations by area/project are included below; however, this schedule could be modified/adjusted based on which renovations are selected, available budget, and actual construction and design timeframes. Estimated costs do not reflect the yearly market rate price increase escalation. Immediate Plan by Project Estimated Construction Time(includes Estimated Estimated move,permit&bid Estimated Project Design Time Design Cost time) Construction Cost Council Offices-1st Floor 3 months $10,000 6 months $93,000 HR Reconfiguration & Access Card Readers N/A N/A 2 months $6,000 Mayor's Office 3 months $16,000 7 months $161,000 PW/Comm Dev Plan Review Office Flip 1 month $2,000 5 months $20,000 Fire Tenant Improvement Completed N/A 8 months $360,000 IT Tenant Improvement Completed N/A 7 months $160,000 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 6 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM LOMB_1RD / CONR_1D A R C H I T E C T S MERIDIAN CITY HALL MASTER PLAN July 12,2025 Possible Timeline by Project This timeline is contingent on and utilizes the current Council Space (3rd Floor) for Departmental Relocations (Staging Area) Summary of Proposed Work Current Estimated Additional Available Expenditures Budget Funding Needed (Estimate) Project HR Council Fire IT Mayor's Comm Dev Remainder Install Bid(Sept-Oct) $64K-Design $6K-HR FY25 Card $306K-Const. Readers (Aug) FY26 Relocate Council Relocate Fire Bid(April- Design Design $64K-Design $16K-Mayor $220K*via (Nov) (Nov) May) $300K-Const. $2K-Comm budget Complete Relocate IT $360K-Fire amendments Construction (June) $160K-IT after bidding (Dec-May) Begin Construction (July-Nov) FY27 Complete Bid(Oct-Nov) Bid(April- $46K-Design $161K-Mayors $181K*add to Construction Relocate May) $20K-Comm FY27 budget (Nov) Mayors(Dec) Relocate Complete Comm Construction Dev/PW (Jan-May) (June) Complete Construction (July-Sept) FY28 Design:3 months $46K-Design $10K-Council Unknown- Bid:2 months depending on Construction:5-6 option selected months Remaining design money (36K)could be transferred to construction costs. 4. Future Build Out Concepts (Phase 2- Medium-Term Adaptation) Future concepts focus on accommodating departmental growth, consolidating fragmented workgroups, and rebalancing underused or oversized spaces. This phase recommends significant reconfiguration and expansion across all floors of the building, with emphasis on improved workflow, co-location of related teams, and enhanced functionality. In the basement the Community Development Department could establish a new inspector work area in the basement, creating a dedicated area for field staff to return, collaborate, and access resources. This includes the addition of 20 workstations in an open cubicle configuration, three private offices, and a shared conference room, significantly increasing their operational capacity and staff cohesion. 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 7 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM LOMB_1RD / CONR_1D A R C H I T E C T S MERIDIAN CITY HALL MASTER PLAN July 12,2025 On the First Floor the Community Development could expand into the area currently occupied by the Historical Center, consolidating more of its staff into a single footprint. This renovation includes the creation of a small consult room for client meetings, a large divisible conference space, and a combined office and cubicle area to house the plan review team alongside the rest of the department. City Council may make further improvements to support privacy and accessibility. The existing mail room was reduced in size to make room for a new dedicated hallway for deliveries, and the current inspector area repurposed to add four private offices for council members and staff. With these recommendations, the Finance and Clerks Department could undergo a major internal reorganization. A new workroom was created behind the public service counter, and existing cubicles relocated to better centralize staff workflow. The oversized corner office is converted into a shared conference room, and a portion of the storage room becomes a phone room for private calls. Additionally, the large conference room subdivided itself to create a smaller passport service room and a new office. The passport room is reoriented with a new public-facing door for improved privacy and access. Additional offices and cubicles added as staffing needs evolve. On the Second Floor the Public Works optimizes its oversized and underutilized layout by reconfiguring work zones. Seventeen new cubicles added with reconfiguration of large training conference room, aligning space usage more closely with current staffing and field- based work patterns. A phone room added to the portion of the plotter area. The medium conference to remain. The Fire Department could enhance its front-of-house functionality by reducing the size of its lobby to create space for four additional cubicles, better supporting staff operations and public engagement. A phone room was added near the break area to support confidential calls and hybrid meetings. The Parks Department could make interim improvements by adding two cubicles and two new offices to accommodate current staffing needs. On the Third Floor the Legal Department could expand its footprint to add three private offices and one cubicle, and its lobby reoriented to share space with the Mayor's Office, increasing efficiency and improving visitor access. A phone room was added near the lobby area. IT Department could continue to develop their space with an added phone room. The Mayor's Office could make further interior adjustments, including two additional cubicles and a resized workroom with a new respite room. Human Resources could relocate its respite room for improved accessibility and add a new door connecting directly to the main hallway, enhancing both privacy and circulation. Four new offices and two cubicles were added to the department to support team growth. Storage room replaced with a phone room. 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 8 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM LOVIB_1RD / CONR_1D A R C H I T E C T S MERIDIAN CITY HALL MASTER PLAN July 12,2025 5. Maximum Build-Out Plan (Phase 3 — Long-Term Vision) The potential long-term vision for the building anticipates a flexible and forward-looking configuration that can accommodate evolving departmental needs, new service models, and technological advancements. One major component of the maximum build-out strategy includes the designation of four new department zones—one per floor—utilized either to house new divisions or to expand existing ones. It also contemplates changes such as consuming the art gallery space for offices and cubicles; and either relocating the gallery to another location in city hall or another structure. These recommendations/options could vary widely based on departmental needs in the future. This approach provides a sustainable, scalable path forward that can accommodate both known and emergent needs in a timeline that is flexible to meet city needs. 6. City Hall Workspace Count Summary Full Buildout (minus Mtg Full Buildout Full Buildout Full Buildout Rm Full Buildout(minus (minus (minus Mtg (minus Art A&B&Art Basement,Mtg Rm Current Immediate Full Buildout Basement) Rm A&B) Gallery) Gallery) A&B&Art Gallery) Office 59 69 99 93 98 99 98 93 Cubicles 129 126 212 185 208 204 200 176 Reception 27 27 22 21 20 21 20 20 Totals: 215 222 333 299 326 324 318 289 Net Change: 7 111 -33 -6 -8 -14 -43 24028.01 Meridian City Hall Narrative 2025_06-11_cityrev2(003) PAGE 9 LOMBARD/CONRAD ARCHITECTS,INC. 472 W.WASHINGTON ST I BOISE ID 83702 208.345.66771 LOMBARDCONRAD.COM 0 x �2 8€ ems t�Gt p z W E� M: 1s O ze Fw_ Q � � U Z w 0 z O U � w � a � + i J l Z LlJ L� r Q �LA L� J ° �-k Q 1ILU O LUo N I— >- — N z Q < �o m Q M r 0 w y 5 W _ Z s i Jill ffi = a o r k�i a f € z C E�g o o f r E;E: m cif c� $ �`"° •• @aa � �m a a W' jig W 4 ¢ m ? gg8 8 Q 5 t ^ I I I I I I - - - 1I I I I I <w U) LU LU w I I I (Di-J II -I -I, - � I I I � m❑I I I I Ir I ------------ d o-y�+- #-- - - --0 \I _______`J I I 1\ I \ I ' I I 19 LU I I I I 'IS I I I I r o W I I I I Z EL ILL J n O J W Qb m W ! a N �• tg•� F O � rm 00 m O �LL - U) g.LU QHOP<� 3 $ & axis g g 529 LU al W � I I II II r n LU wl a ° w o w - a p° ° $a ° - �0 I 0 }m q I \J Y p I U w Z s� wJ s I o- TI I --0 QZ �o - �.o_. 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U' W C W • �€3� i w o �§ w a r • 4 3 B o j g -I -I -I - - $ 9 a k <� nNNNNNNNNNNNNNNNNNNNNN ()r ._...._.<..:.. ._... :. ..._..:..:. I I J+J YLJ LJJ YYYYYY J(( 111 � c - o o - - - a � (n Q e o - � o om � � wo � a +- Y h a a � III I I W j t- LL a - eW W < as - W _ LL �000; z W a� o W 8 W \ § \ -W ------------- 07, IIU ---- --- --- --- w zw IL---- CL j am: 05 CP 0 z F- 0 z bf 0 < 0, 0 < Z) LL U) ���§ � � _ 0 of x Ell tH w ( l,,,� 05 zw El <Z10 0LL67 0 42. 0 0h D0 h/<Z 2 20 Z)0 w x |||§ 2 w V7 � 53-X. < 2 0 zM M m 0 C� fIEN DL4,,A H �. MEMO TO CITY COUNCIL Request to Include Topic on the City Council Workshop Agenda From: Laurelei McVey, Public Works Meeting Date: August 12, 2025 Presenter: Laurelei McVey, Public Works Estimated Time: 30 minutes Topic: City Hall Space Planning Study Results and Recommendations Recommended Council Action: Seeking direction and approval on implementation of near-term tenant improvements. Specifically: • Approval to move forward with bidding previously designed Fire Department TI • Direction on Council interim location • Approval to initiate design of Mayor and CommDev 2nd Floor projects No additional budget is needed at this time; however, future additional budget requests will be needed as additional near term tenant improvements are designed/bid. Background: During the FY25 budget process City Council requested that a comprehensive space planning study was completed for the City Hall facility. This study included several objectives: • Validate/compare City Hall space planning standards (office/cubicle sizes) • Identify any areas/Departments with immediate space constraints and develop conceptual layouts • Identify future space planning options (high level concepts/layout options) by area/Department • Develop a full building"buildout concept" (max number of FTEs in the building) Report Findings: The City contracted with Lombard Conrad and Associates (LCA), an architectural firm familiar with space planning and design. LCA toured the building and met with each Department head,the Mayor, and a City Council representative to review current spaces and identify future needs. The study identified the following areas that have immediate (or near term) space constraints that need tenant improvements to meet operational needs. The most prevalent need identified throughout the building was a lack of private office space for supervisors and the desire to consolidate departmental staff to localized working areas. Conceptual layouts were developed for each of these constrained areas. All near-term projects were conceptualized to allow for future expansion, where needed. High level design and construction estimates were provided in addition to project timelines. • Fire • IT • Mayor's Office • 2nd Floor Comm Dev • City Council Another important finding of the study was the importance of phasing the tenant improvement projects. The City will likely not be able to undertake all tenant improvements at once due to the disruption/displacement of staff and limited project management capacity. The study evaluated the City's space planning standards and determined that they were in alignment with typical municipal office workspaces. All conceptual layouts were developed using these standards. Future, long term layouts were developed for each area of the building. These conceptual layouts were developed to give maximum future space potential for the building. There are no recommended timeframes for these future tenant improvement projects. The City will need to continue to evaluate the need for future tenant improvements as the employee counts rise in specific departments. All future tenant improvement requests should be validated against the space planning study and space planning standards. Near Term Recommendations (Budget and Timeline): Immediate Plan by Project Estimated Estimated Project Estimated Estimated Construction Time Construction Design Time Design Cost (indudesmove,permit cost &bidtime) Council Offices-1st Floor 3 months $10,000 6 months $93,000 HRPeconfiguration& N/A N/A 2months $6,000 Access Card Fbaders Mayor's Office 3 months $16,000 7 months $161,000 PW/Comm Dev Ran FbviewOfficeRip 1 month $2,000 5months $20,000 Fire Tenant Improvement Completed N/A 8months $360,000 ITTenantlmprovement Completed N/A 7months $160,000 Total $28,000 $800,000 Current Funded Budgets $64,000 $306,000 Additional Budget Needed to Complete AJI Near Term Projects $458,000 Potential Project Timeline by Fiscal Year Summoryaf Proposed Work Additional Budget Needed(Estimste) HR Council Fire IT Mayor Comm Dev Remainder FY25 Install $&4K(Design) Card $306K(Const) $51K(HR) Readers Bid(Sept-Oct) (Aug) FY26 Relocate Council Relocate Fire ❑esign Design $&4K(Design) $16K(Mayor) (Nov) (Nov) $21K(Comm) Complete $300K(Const) $360K(Fire) $220K Construction Bid(Apri L-May) $160K(IT) 'via budget amendments after bidding (Dec-May) Re to c ate IT(l u ne) Begin Construction (July-Nov) FY27 Complete Bid(Oct-Nov) $46K(Design) Construction(Nov) Relocate Mayors (Dec) $161K(Mayors) $181K $20K(Comm) "add to FY27 hudget Complete Construction Bid(Ap ri L-May) (Jan-May) Relocate Comm DevlPW (June) Complete Construction (July-Sept) FY28 Design(3 months) $46K(Design) $10K(Council) Unknown-dependingon option selected Bid(2 months) Re m ai n i ng d es ign mo ney(—$36 K)c ou Id be Construction(5-6 months) transferred to construction costs. Y � 1 r k T T T Y � T Ito } City Hall Space PlanningStudy 2025 Background • FY25 budget request included funding for several TI 's • Requested to pause and complete study • $ 100,000 Space Planning Study • $306,000 Space Planning Projects • Contracted with Lombard Conrad Architects ( LCA) • Space Plan Study ($40,000) • Aug 2024- Internal scoping meetings • Nov 2024- Consultant on-board • Jan 2025- Consultant on-site walk throughs • Feb-June 2025- Conceptual layouts • July 2025- Final study completed Space Planning Study Objectives • Validate/compare our space planning standards • Identify any immediate space constraints and conceptual layouts • Identify amid-term space plan ( high level concepts/layout options) • Develop a full building " buildout concept" (max number of FTEs in the building) Logistics Estimates Future Layouts • Phased Approach • Cannot construct all projects at once • Displacement and disruption of staff • Project management • Cost Estimates • Are truly estimates until we are able to bid • Several areas have not yet been designed (estimated) • Near Term Projects Layouts • Designed to accommodate future expansions • Future Layouts Concepts • Very conceptual, could vary • Developed to give us planning counts Near Term Findings Spaces with Existing Constraints No Immediate Constraints • Fire • Basement • IT • Finance • Mayor's Office • 1st Floor Comm Dev • 2nd Floor Comm Dev • Public Works • City Council • Parks • Lega I FireArea � ' I I 1 • Needs identified : • Supervisors needing private offices • Logistics organization area What it builds: i 6 offices* Small, dedicated logistics storage room onflbE I I I L; i L i Fire Area Cost Timeframe - - - - Design Completed Construction $360K 8 months Fire Area Future Build Out Concept — + 1 f Shrinks/adds cubicles, adds 10 cubicles w r w Adds 3 offices - w w. rid IT Area OFFICE Needs identified : F3.3 _ J - OFFI F needing• Supervisors offices =TG1 • E Limited space • additional �- DOFFICE �� CIFFNM • - �� What it builds: • 3 offices ELE C. TELU CM 1 cubicle (adds space for 3 more) IT Area • Design Completed • • n $160K 7 months Note: Future IT builds out 3 additional cubes & expansion into Art Gallery Space Mayor ' s Ar AK RGOM ea i � � , �T �� ICHRX ROD ' I ICE I • Needs identified : - I • Staff separated on 1st floor ` • Staff currently located i n offices �_. - � _ hViYOR S OFFICE% T 1 I I What it builds: Removes 2 offices to create . cubicles d office Mayor's Area Cost me Design $16K 3 months Construction $161K 7 months Total $177X0 10 months � 3 Mayor ' s Area p bA L� F 1'L Mayors Office: Adds 2 cubicles Shrinks Mayor's office Converts small conference room to shared work room and Mother's Room (access from hallway) Creates shared lobby space CommDev- Floor 2 Area • Needs identified : — • No offices for supervisors - - - - - - - - - - - - • PW has staff in offices WPM cc r arm I _ �r sou AA M x� builds:What it 0 Flips 2 offices from PWto Comm Dev M�M� - I f a Comm Dev Area Cost Timeframe m -- Design $2K 1 month Construction $20K 5 months Total $22,000 6 months . - •- . 7 ..- of that area. That move frees up - .. 1 I I ** CouncilArea ,• ,• •`•IFdtE RM:R FILE r S C • Needs identified : ! eC ,L • Private/Sem i private Offices I I I V ELEG imam na a • Dedicated , accessible area to _ _ meet with constituents I • Additional benefit- relocation What it builds: frees up currently occupied space 3 shared (double - for construction staging for other L Dedicated - = room areas (critical need for successful - ' - ss�j projects) Council Area Cost Time frame Design $10K 3 months Construction $93K 6 months Total $103,000 9 months Council Interim Recommendation: - Set up temporary space in 1st floor Council Area to vacate 3rd floor space to allow TI's to take place Complete other building Tls (2026-2027) BuildFuture Out - • 0 Select future options for long term buildout of Council in 2027 —— ' I 1 M h -----T---- - - - ___ - - - - - - I I�y� f I qr.rry.ec ^ ❑ 6 Its ♦~O F.3 Wa t■�.3.. I rJ --F s I OFFICE iv 46G r •14 I E21 LOBBY LEV. ELEC. EIC FFIGE -- Yt -- —' :E /OFFICE OFFICE OFFICE — — _ — _ OFFICE — f. J1 nn rr6— Option 1: Build Out 1st Floor Area i i Option 3: Move to 2nd Floor Comm Dev Area Remain in Council meeting room area. This could Option 2: Relocate Back to 3rd Floor In the future, after the Comm Dev 1st floor also include the construction of two additional expansion is completed (not currently planned in offices in this space (—$103K). In the future, up to Relocate Council back to the existiL 3rd floor the 10 year capital plan), the existing area on the 4 additional offices could be added to the adjacent area. This option could also entail 2nd floor will be vacated. This area will already construction of several offices and/or cubicles area. and a small meeting room. include 2 offices, a meeting room, and several cubicles. Additional construction in this area could occur to add offices. Current SQFT: 890 Current SQFT: 715 Current SQFT: Occupied Future SQFT: 1,715 Future SQFT: 715 Future SQFT: 1,495 Proposed •JSummary Immediate Plan by Project Estimated Estimated Estimated Estimated Construction Time Project Construction Design Time Design Cost (includes move,permit Cost &bidtime) Council Offices-1st Roor * 3 months $10,000 6 months $93,000 HRFbconfiguration & N/A N/A 2 months $6,000 Access Card Fbaders Mayor's Office 3 months $16,000 7 months $161,000 PUU/Comm Dev Ran 1 month $2,000 5months $20,000 R� ew Offi ce R i p Fire Tenant Improvement Completed N/A 8months $360,000 ITTenant Improvement Completed N/A 7 months $160,000 Total $28,000 $800,000 Current Funded Budgets $64,000 $306,000 Additional Budget Needed to Complete All Near Term Projects $458,000 *Note: Council estimates are based off of selecting Option #1 Potential Pro ect Timeline Es6mirted Expenditures Ad d it ion at Budget Needed Est i mate) SL A=dLmmm HR Council Fire IT HLI. cr comm.Dev Remainder FY25 Install $64K(Design) Card $3 O-6K(C on st) $&K(HR) Readers Bid(Sept-Oct) (Aug) FY26 Relocate Council Relocate Fire Design Design $64K(design) $16K{Mayor) (Nov) (Nov) $2K(Comm) Complete $300K(Canst) $364K{Fire) $220K Construction Bid(April-May) $16OK{IT) via budget amendments after bidding (Dec-May) Relocate IT(June) Begin Cons ruction (July-Nov) FY27 Complete Bid(Oct-Nov) $46K{Design) Construction(Nov) Relocate Mayors (Dec) $161K(Mayors) $181K $20K(Comm) add to FY27 budget Complete Construction Bid(April-May) (Ian-May) Relocate Comm❑evIPW (June) Complete Construction (July-Sept) FY23 Design(3 months) $46K(Design) $10K(Council) Unknown-depending on option selected Bid(2 months) Remaining design money(-$36K)could be Construction(5-6 months) transferred to construction costs_ Future Pro ectConcepts J • High level ideas • Can change based on need/department growth • No timeframe identified on completing these projects Qity Hall Workspace Count Summary Department Space Efficiency Basement Art Gallery Cont A&B Remodels Conversions Conversion Conversion Max Full Buildout Current Immediate (Future)* (Future) (Future) (Future) (Future) Total: Total: Assumes All Existing Assumes fallowing remodels; Space Remodels+ ` Fire,IT,Mayor's,Council Basement+Art I Chambers,Comm dev Gallery+A&B, Total (Building Services) Total Adds Adds Adds Column D+E,F,G=H Office 59 69 93 5 0 1 99 Cubicles 129 126 176 24 8 4 212 ReceptionfWork Stations 27 27 20 1 0 1 22 Totals: 215 222 289 30 8 6 333 Total TotsL Total Adds Adds Removes Total Conference Roams: 22 22 21 2 1 -1 23 Future Build Out Concept Basement I k r I sTokwri moRAra - i AT- Alternate 1: Basement Additional '� Option Adds 2 offices, 4 cubicles, and ■� � additional conference room p ' rT ■ I I _ I� I I� �il� _ - _ �_.._. II II I _ co R1 OFFICE Assumes buildout of existing storage space with 3 offices, 1 conference room, and 20 work stations (5x7). I Future Build Out Concept Clerks/Finance: Shrinks Council Area: Adds 4 additional offices, adds office and cubicles to assumes Inspectors are moved to another "' w .' existing file storage room, adds area ��, ._ate + _.. an additional small conference — .� i •. room, adds a dedicated passport Comm Dev: Adjusts entrance/lobby to .: � � ' y ; office/room a Historical Center area, adds a larger - conference room, shrinks cubicle sizes, builds _ ri Adds a phone room to 1st floor additional offices and cubicles _= ice` LEL 1$ aF 1 LN F.LLL Alternate 2: Conf A/B Additional Option Adds 1 office, 5 cubicles, and additional conference •.•: ,�. 1 room Future Build Out Concept Comm Dev(Building Services): Assumes 2 Comm Dev groups consolidate to 1st floor after larger remodel-opens up 2nd floor space for future use Fire: Shrinks cubicles, adds offices, _ adds new cubicles Public Works: Shrinks cubicles, adds 1 office via IN splitting a large office, eliminates PW large r. Parks: Adds 2 offices, shrinks cubic conference room (adds cubicles to this space) and adds cubicles Congress Office: Assumes no changes ri i i i i mill OWN . ■■i ■� �■ iiii ■� i w i i i i a■ i Future Build Out Concept J rayo rs Office: Adds cubicles, converts mall conference room to shared work room and Mother's Room (access from ----- hallway) == t Legal: Adds 3 offices and cubicle, relocates lobby(shared lobby w/Mayor's office) IT: See Art Gallery Cut Out for Options- assumes Art Gallery is relocated i HR: See Art Gallery Cut Out for Options, jdolmsoffices and cubicles, adds phoneo (access from hallway) Future Build Out Concept OFFKV ❑FfIG£ 1 - - OFFiCEI .� - -� �� AM C STAGNG — #fICT L1FFlCk UFf 9FFPG€ STORAGE 1FiCF OFFICE " n Lc: ELEC.. GL*+� — OF FL N 9"C IF .I I I CWF I WI,R ROOM 6FF1tE IF 1 — Y �Hjc {lFFICE OFI OfFI� 1 i • Out Option Adds large training room and additional ``° } L DC4 FLOOR 3-IT& HR OPTION 1 FLOOift 3-IT & HR OPTION 2 Recommendations • Proceed with near term Tls • Phased approach with staging area (relocations) is critical to project success • Addresses key area constraints • FY25: • Complete HR card readers • Bid Fire project • FY26 • Complete Fire project • Bid & Construct IT project • Design Mayor & Comm Dev projects • Any future TI requests should be validated against space study plan Questions