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Home My WebLink About2001 12-11 ( ** TX CONFIRMh. ~ON REPORT ** ( . AS OF DEC 10 '01 Q9:06 PAGE.01 CITY OF MERIDIAN DRTE TIME TO/FROM MODE MIN/SEC PGS CMD~ STATUS 01 12/10 08:52 Laurel EC--S 00'24" 001 109 OK 02 12/10 08:58 2083757154 EC--S 01'50" 001 109 OK 03 12/10 09:06 JIM JOHNSON ----5 00' 00" 000 109 BUSY THIS DOCUMENT IS STILL IN MEMORY plfaJ< ;JOJI- ~ I~j/t?: ;f/of;'2-e- - ~ CITY OF MERIDIAN CITY COUNCIL STRA TEGIC PLANNING SESSION / WORKSHOP AGENDA ITEMS FOR DISCUSSION Tuesday, December 11, 2001, at 6:30 P.M.. City Council Chambers Roll Call; Tammy deWeerd Cherie McCandless Ron Anderson Keith Bird Mayor Robert Corrie Issue #1 Presentation by Terry Paternoster for lap top computer project Issue #2 Discussion with the Meridian School District Representatives Issue #3 Discussion with Marieann Christman concerning a Uproject care" program with the water, sewe~ trash billings Issue #4 Discussion of the Ten Mile Interchange Sewer Study Issue #5 Discussion of the White Sewer Trunk and North Slough Trunk Issue #6 Update of Meridian Police Center Building Project Issue #7 Discussion of Storey Park Master Redesign Plan Phase 1 Issue #8 Discussion of status / update of new fees for Public Works and Safety Services impact fees Issue #9 Discussion of Old Fire Station Building Issue #10 Discussion of Lease Agreement with Meridian Area Senior Citizens Association Issue #11 Discussion of Future Topics Meridian city Council WOItc8hop Agenda - December 11 . 2001 Pags 1 of 1 AI materials presented at public meet1ngs ahall become prOperty of the ctty 0( Meridian. Anyone deslrtng accommod3tlon for diaabiitles related to documents and/or hearings. please contact the City Clerk's Office at 888--4433 at leeot 72 hounJ prior to tne pubfle meeting. ( ** TX CONF I RMA-j 1 ON REPORT ** ( AS OF DEC 11 '01 07:14 PAGE. 01 CITY OF MERIDIAN DATE TIME TO/FROM 01 12/11 07:13 208 888 6700 MODE MIN/SEC PGS CMDij STATUS EC--S 00'22" 001 147 OK -------------------------------------------------------------------------------------------- CITY OF MERIDIAN CITY COUNCIL STRA TEGIC PLANNING SESSION / WORKSHOP AGENDA ITEMS FOR DISCUSSION Tuesday~ December 11, 2001, at 6:30 P.M" City Council Chambers Roll Call: Tammy deWeerd Cherie McCandless Ron Anderson Keith Bird Mayor Robert Corrie Issue #1 Presentation by Terry Paternoster for lap top computer project Issue #2 Discussion with the Meridian School District Representatives Issue #3 Discussion with Marieann Christman concerning a Uproject care" program with the water, sewe~ trash billings Issue #4 Discussion of the Ten Mile Interchange Sewer Study Issue #5 Discussion of the White Sewer Trunk and North Slough Trunk Issue #6 Update of Meridian Police Center Building Project Issue #7 Discussion of storey Park Master Redesign Plan Phase 1 Issue #8 Discussion of status / update of new fees for Public Works and Safety Services impact fees Issue #9 Discussion of Old Fire Station Building Issue #10 Discussion of Lease Agreement with Meridian Area Senior Citizens Association Issue #11 Discussion of Future Topics Meridian city CouncJl WOf1C&hop AgencfB - December 11. 2001 Page 1 0(1 All materials presented at pubtlc meetings &nan become property at \he City of Meridian. Anyone deah1ng accommodation for disabtlities related to documents and/or hearings. please contact the City Clerk's otnce at 888-4433 at ~ 72 hours poor to the pubf)e meeting. ....- .- jJleal<. loll- ~ j/~j/tc ;t/oh'Le- - J,~ CITY OF MERIDIAN CITY COUNCIL STRA TEGIC PLANNING SESSION / WORKSHOP AGENDA ITEMS FOR DISCUSSION Tuesday, December 11, 2001, at 6:30 P.M. City Council Chambers Roll Call: Tammy deWeerd Cherie McCandless Ron Anderson Keith Bird Mayor Robert Corrie Issue #1 Presentation by Terry Paternoster for lap top computer project Issue #2 Discussion with the Meridian School District Representatives Issue #3 Discussion with Marieann Christman concerning a "project care" program with the water, sewer, trash billings Issue #4 Discussion of the Ten Mile Interchange Sewer Study Issue #5 Discussion of the White Sewer Trunk and Norlh Slough Trunk Issue #6 Update of Meridian Po/ice Center Building Project Issue #7 Discussion of Storey Park Master Redesign Plan Phase 1 Issue #8 Discussion of status / update of new fees for Public Works and Safety Services impact fees Issue #9 Discussion of Old Fire Station Building Issue #10 Discussion of Lease Agreement with Meridian Area Senior Citizens Association Issue #11 Discussion of Future Topics Meridian City Council Workshop Agenda - December 11. 2001 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian~ Anyone desiring accommodation for disabilities related to documents and/or hearings. please contact the City Clerk's Office at 8884433 at least 72 hours prior to the pubflc meeting. I ( ** TX eONP-. .-!T ION REPORT ** AS OF DEe 07 ' 101 '... 11 PAGE. 01 CITY OF MERIDIAN DATE TIME TO/FROM MODE MIN/SEC PGS CMDij STATUS 01 12/07 16: 49 208 898 5501 EC--S 00'22" 001 109 OK 02 12/07 16:50 LIBRARY EC--S 013'27" 001 109 OK 133 12/07 16:51 92083776449 EC--S 1313'23" 1301 109 OK 04 12/07 16: 52 888 6854 EC--S 100'23" 1001 109 OK 05 12/07 16:53 8950390 EC--S 00'23" 001 109 OK 06 12/07 16:55 CHERRY LANE EC--S 00'27" 001 1109 OK 07 12/107 16:56 IDAHO ATHLETIC C EC--S 100'27" 1001 109 OK 08 12/07 16: 57 208 888 6700 EC--S 100'22" 0101 109 OK 10 12/07 17:01 38110160 EC--S 100'34" 1001 109 OK 11 12/07 17:10 KEITH EIRD ----5 00 ' 00" 1000 109 BUSY 12 12/07 17:10 CHAMBER-COMMERCE ----5 010' 130" 000 109 BUSY 13 12/07 17:11 JIM JOHNSON ----5 010'1010" 1000 109 BUSY THIS DOCUMENT IS STILL IN MEMORY -------------------------------------------------------------------------------------------- jJ/~aj{ jJ(?Jf- ;;... I/NJtc ;f!ohk - ~ CITY OF MERIDIAN CITY COUNCIL STRA TEG/e PLANNING SESSION / WORKSHOP AGENDA ITEMS FOR DISCUSS/ON TuesdaYJ December 11J 2001J at 6:30 P.M. City Council Chambers Roll CaJ/: _ Tammy deWeerd Cherie McCandless Ron Anderson Keith Bird _Mayor Robert Corrie Issue #1 Presentation by Terry Paternoster for lap top computer project Issue #2 Discussion with the Meridian School District Representatives Issue #3 Discussion with Marieann Christman concerning a uproject care" program with the water, sewer, trash billings Issue #4 Discussion of the Ten Mile Interchange Sewer Study Issue #5 Discussion of the White Sewer Trunk and North Slough Trunk Issue #6 Update of Meridian Police Center Building Project Issue #7 Discussion of Storey Park Master RedeSIgn Plan Phase 1 Issue #8 Discussion of status / update of new fees for Public Works and Safety Services impact fees Issue #9 Discussion of Old Fire Station Building Issue #10 Discussion of Lease Agreement with Meridian Area Senior Citizens Association Issue #11 Discussion of Future Topics Meritt.n city Council WOftcehop Agenda - Deo.embti' 11, 2001 Page 1 at 1 AI materl. prnanted It pubr.c meetings shall beCGme property of the City or Mendlan. Anyone deSlnng accommodatlon for di:aabititJee; rell!t8d to documents and/or hearirvs. please contact the City CJer1<$ Offlce at 888-4433 at leeS 72 hours priM to the pubftc meeting. I \ ** TX CONFIRMATION REPORT ** ( AS OF DEe 07 '01 17=14 PAGE. 01 CITY OF MERIDIAN DATE TIME TO/FROM 14 12/07 17:14 8889936 MODE MIN/SEC PGS CMD~ STATUS EC--S 00'23" 001 115 OK -------------------------------------------------------------------------------------------- CITY OF MERIDIAN CITY COUNCIL STRA TEGIC PLANNING SESSION / WORKSHOP AGENDA ITEMS FOR DISCUSSION Tuesday, December 11, 2001, at 6:30 PaM. City Council Chambor5 Roll Call: Tammy deWeerd Chene McCandless Ron Anderson Keith Bird Mayor Robert Corrie Issue #1 Presentation by Terry Paternoster for lap top computer project Issue #2 Discussion with the Meridian School District Representatives Issue #3 Discussion with Marieann Christman concerning a Jtproject care" program with the water, sewer; trash billings Issue #4 Discussion of the Ten Mile Interchange Sewer Study Issue #5 Discussion of the White Sewer Trunk and North Slough Trunk Issue #6 Update of Meridian Police Centsr Building Project Issue #7 Discussion of storey Park Master Redesign Plan Phase 1 Issue #8 Discussion of status / update of new fees for Public Works and Safety Services impact fees Issue #9 Discussion of Old Fire Station Building Issue #10 Discussion of Lease Agreement with Meridian Area Senior Citizens A~odaoon ' Issue #11 o;scussion of Future Topics Meridian City Council Worbhop Agenda - Oeeember 11 I 2001 Page 1 or 1 All materials presented at public meetings ShaH become property c:i the cay or Meridian.. Anyone ~rfng acx:ommodetfon for disabilities rebded to documents ant.i'or hearinge. ptease contact the Clty Clerk's 0trIee at 888-4433 at least 72 hours p~ to the pubnc meetklg. ( t ** TX CONFIRI-"" ION REPORT ** " ' (' AS OF DEC 07 '01 16:49 PAGE. 01 CITY OF MERIDIAN DATE TIME TO/FROM MODE MIN/SEC PGS CMD~ STATUS 28 12/07 16:45 PUBLIC WORKS UF--S 00'14" 001 109 OK 29 12/07 16:46 2082882501 EC--S 00'24" 001 109 OK 30 12/07 16:47 8841159 EC--S 00'24" 001 109 OK 31 12/07 16:48 2088840744 EC--S 00' 24" 001 109 OK 32 12/07 16:48 2088845077 EC--S 00'23" 001 109 OK -------------------------------------------------------------------------------------------- plfaJ< loJI- ~ I~j/t?: ;f/of;'2-e- - ~ CITY OF MERIDIAN CITY COUNCIL STRA rEGIC PLANNING SESSION / WORKSHOP AGENDA ITEMS FOR DISCUSSION Tuesdays December 11:1 2001, at 6:30 P.M. City Council Chambers Roll Call: Tammy deWeerd Cherie McCandless Ron Anderson Keith Bird Mayor Robert Corrie Issue #1 Presentation by Terry Paternoster for lap top computer project Issue #2 Discussion with the Meridian School District Representatives Issue #3 Discussion with Marieann Christman concerning a uproject earen program with the water, sewer, trash billings Issue #4 Discussion of the Ten Mile Interchange Sewer Study Issue #5 Discussion of the White Sewer Trunk and North Slough Trunk Issue #6 Update of Meridian Police Center Building Project Issue #7 Discussion of Storey Park Master Redesign Plan Phase 1 Issue #8 Discussion of status / update of new fees for Public Works and Safety Services impact fees Issue #9 Discussion of Old Fire Station Building Issue #10 Discussion of Lease Agreertient with Meridian Area Senior Citizens Assoaation Issue #11 Discussion of Future Topics Meridian City Council Wor1cahop Agenda - December 11, 2001 Paglf1011 AI materJafB prasentad at public meetings ahan beCome property of the City or Mend I rut. Anyone deGirtng aeeommoOatJon for aQiabilitfee relatltd to documerd9 and/or hearings, Plea$e contact the City CIal1(s Offloe at 888-4433 at leest 72 hours pr10C to the pubKc meeting. January 18, 2002 MERIDIAN CITY COUNCIL MEETING January 22, 2002 APPLICANT ITEM NO. 3-B REQUEST Approve minutes of December 11,2001 City Council strategic Planning Workshop AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER OEPT: CITY SEWER DEPT: MERIDIAN SCHOOL DISTRICT: MERIDIAN POST OFFICE: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH: NAMPA MERIDIAN IRRIGATION: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: BUREAU OF RECLAMATION: OTHER: Contacted: COMMENTS ~ ~f( Date: Phone: Materials presented at public meeHngs shall become property of the City of Meridian. Roll Call: Issue #1 Issue #2 Issue #3 Issue #4 Issue #5 Issue #6 Issue #7 Issue #8 Issue #9 ( CITY OF MERIDIAN CITY COUNCIL STRA TEGIC PLANNING SESSION / WORKSHOP AGENDA ITEMS FOR DISCUSSION Tuesday, December 11, 2001, at 6:30 P.M. City Council Chambers X Tammy deWeerd 0 Cherie McCandless X Ron Anderson X Keith Bird o Mayor Robert Corrie Presentation by Terry Paternoster for lap top computer project: Presented - Laser Fiche Discussion with the Meridian School District Representatives: Presented Issue Discussion with Marieann Christman concerning a "project care" program with the water, sewer, trash billings: Attorney to research - Finance Director to research administration Discussion of the Ten Mile Interchange Sewer Study: Options presented from study Discussion of the White Sewer Trunk and North Slough Trunk: Update Presented Update of Meridian Police Center Building Project: Presented Discussion of Storey Park Master Redesign Plan Phase 1: Presented Discussion of status / update of new fees for Public Works and Safety Services impact fees~~ Update Discussion of Old Fire Station Building: Put on December 18, 2001 Agenda Meridian City Council Workshop Agenda - December 11, 2001 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommoctation for disabilities related to documents and/or hearings, please contact the City Clerk's Office at 888-4433 at least 72 hours prior to the pUblic meeting. Issue #10 Issue #11 ( Discussion of Lease Agreement with Meridian Area Senior Citizens Association: Put on December 18, 2001 Agenda Discussion of Future Topics Meridian City Council Workshop Agenda - December 11, 2001 Page2of2 All materials presented at publiC meetings shall become property of the City of Meridian. Anyone desiring accornmoc.fation for disabilities related to documents and/or hearings I please contact the City Clerk's Office at 888-4433 at least 72 hours prior to the public meeting. Meridian City Council Strategic Planning Session I Workshop December 11.2001 The regularly scheduled meeting of the Meridian City Council was called to order at 6:30 P.M. on Tuesday, December 11 , 2001, by President Keith Bird. Members Present: Tammy de Weerd, Keith Bird, Ron Anderson Members Absent: Cherie McCandless, Mayor Corrie Others Present: Stacy Kilchenmann, Terry Paternoster, Bill Nichols, Brad Watson, John Haener, Chief Bowers, Chief Worley, Councilman-elect Bill Nary and Will Berg. Roll-call Attendance: X Tammy de Weerd X Ron Anderson o Cherie McCandless X Keith Bird o Mayor Robert Corrie Issue #1 Presentation by Terry Paternoster for lap top computer project: Bird: I will call this strategic planning session workshop to order. Let it be shown that everybody is present including Councilman-elect Bill Nary, excluding Cherie who is sick and the mayor is out of town. I would like to welcome everyone here. We will start our work session with a presentation by Terry Paternoster, for lap top computer project. Kilchenmann: Mr. President and Council, I would like to introduce Terry Paternoster. He is a CPA who has a degree in computer information systems and he has done a lot of work for the City of Meridian. In fact he just completed our program that allows us to automatically download from our accounting system to PERSI. All your retirement contributions, just instantaneously so you earn lots of retirement interest. I asked Terry to come in, he's done a bit of research on imaging. He can answer all those questions that I am incapable of answering. He is going to give a brief presentation and then be ready to answer your questions. Paternoster: Thank you for the introduction. First off, I want to thank you for allowing me the opportunity to speak here this evening. I was invited to this meeting to give a brief explanation on Laserfische and Laserfische Plus and document imaging, and then to answer any questions you might have regarding that. Before I begin with an explanation, I want to give you a quick rundown on my background. I think Stacy has already done a pretty good job, but I think I would like to tell you a couple more things. I am a CPA, and I currently work for { Meridian City Council Strategic Planning Workshop December 11, 2001 Page 2 a company called Excel! LLC. I have had a relationship with the city for about three years. During that relationship I have done some application development for the city, some computer support and some accounting system set up and support. Before working with Excell, I also worked with Balukoff Lindstrom & Co., I was involved in implementing the Laserfische application in the City Clerk's office, which I believe is part of the reason I was invited to speak tonight. Also, in addition to the City Clerk's office Laserfische it is my understanding that the police department recently acquired Laserfische. So based on the current investment that the city has already made in Laserfische, I believe that what I was asked to do tonight was to basically talk about the Laserfische product and the plus application versus trying to compare it to other applications. Before I do that I want to talk about briefly, document imaging so we can get a basic understanding of exactly what document imaging is. When I refer to document imaging in this context, I mean the process of converting the physical document into an electronic format. This process of converting the document into an electronic format is one that is usually done through scanning. By scanning the document into an electronic format, it actually allows you to manage, archive and retrieve documents efficiently. Although this process can be scanned be scanning simply through using other softwares like Adobe Acrobat, or for instance Microsoft Word, I believe that the Laserfische offers superior performance due to its ability to do optical character recognition and the search functionality that is involved in the software, which I think was also why the city acquired the software. Basically what I want to talk about is to tell you how Laserfische works. Laseriische is formed on a database. This database is what really gives the application its functionality and ability to have a lot of searches performed on it. There is an initial set up of a file system that is involved with Laserfische that is very important in order to make sure that your documents are easily retrieved and that you have a file structure set up that most users can follow. How documents get into Laserfische is that you actually scan them into the application. You can also use other applications like word, and there are processes that will take electronic documents and put them into an image in Laserfische also. Once the image is scanned, basically what happens is that it goes through an optical character recognition process of indexing. What that does is it allows for rather powerful searches with a search engine. What OCR does is by scanning the document, it goes out into the engine and checks the document and does a recognition process that is fairly accurate. By doing the recognition process it allows you to search against documents that are scanned in -- not only documents that were brought in through word or some other electronic medium. You get access to these documents with Laserfische by having the Laserfische software in one form or another. There's no way around that unless you have the web link, which is another product offered by Laserfische that allows you to access documents on the web with the search engine. But it actually doesn't install on your system. Another feature within the Laserfische is that you actually have to have access to the documents where you can control user access and security. Something else I want to tell you about ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 3 briefly about Laserfische is what Laserfische does when it scans in the documents is it converts it to a TIFF image, which stands for tagged image file format which is a file format which is readable by most windows based PC's. It non-proprietary so you don't have to have to have the Laserfische software if someone wanted to email you a document for instance and you wanted to access it. The Laserfische plus add-in, which is the item currently under review, that would be used for the laptops - basically what the Laserfische Plus is, it basically creates a distributable CD, with a search engine and a database. Basically what you can do is take the Laserfische software, you can burn it onto a CD, you can distribute it to anybody anywhere. It basically has a run time version of the Laserfische software that allows individuals with the disc to search off the database with the disk. I'll give you a brief demonstration of how that works. I brought one of the demo copies that shows the software in action, which is similar to the actual runtime version that you would get with the Laserfische Plus. Before that I want to talk about the benefits of document imaging. Where the benefit of document imaging comes into place would be summed up is time. There isn't actually a time savings in it initially in getting the document into the system - I would say it takes a little extra time to scan the documents in and actually set up a file structure and have them available within the database. However, time comes in as a factor when you have public information requests you need to retrieve documents for. What the software does, because it has a search engine that not only scans the electronic documents, but also the paper documents that have been scanned in, you can search for a file in those. What it does, it allows you to retrieve any document related to a particular query string or search that you might want to look up, which I will demonstrate with the software. Before that, I wanted to ask if you had any questions over what I have said thus far, or if you would just like me to show the demonstration? Bird: Council, any questions? Mr. Nary. Nary: Terry, I heard you say about the scanning, does it also, if someone were to electronically send a document, do it has the capability to burn the format to the new program - Paternoster: To the TIFF image, most definitely. Bird: Terry, on the disk that it burns out, then we can take it home and we can put that on our computer at home and have the same Paternoster: Yes, it actually runs off the CD, you don't actually have to put the software on your computer. The only factor I noticed when I installed the demo, it wants to run at quick time, but I don't think that's actually required when you take it home. So it will just run off the CD. Bird: OK. Any other questions Council? Thank you Terry. Meridian City Council Strategic Planning Workshop December 11,2001 Page 4 Paternoster: Let me show you the demonstration of the software. What I am going to show you is - I am going to show you how the search engine works. With the run time version you can't scan anything in, you can edit or modify the document. I went over to the city of Boise today and I met with Bob Bailey. He showed me what the city of Boise was using with Adobe Acrobat in their brick. I think that that system appears to be pretty usable and pretty functional, and they have definitely maximized the ability within the acrobat program and one of the things I liked they offered with the Adobe Acrobat that the Laserfische doesn't offer is that you can actually take notes onto the actually documents and you can go back and retrieve your notes later when you are talking about them in Council meetings, which would be very helpful. But unfortunately, currently the Laserfische Plus doesn't include that function. So I will show you how the search works. There are about twenty different ways you can search within the Laserfische application. You can do phrases - and's or's, not's -- within templates. It also has fuzzy word searches. What that means is - when you scan in a document, it goes through optical character recognition process and the document is not always one hundred percent accurate as far as verbs that are brought in. occasionally you might have the word search and it might come and you would have "B" instead of "S" at the front of the word search, and therefore if you went searching for that word, you might not be able to pull it up without fuzzy logic because it wouldn't be able to realize that one of the characters might be misspelled. What I am going to do is type in the City Council, and we are going to let it go search and see what kind of documents it pulls up within the application. This might take it a minute since this laptop doesn't appear to be the fastest. De Weerd: Mr. President. Bird: Mrs. De Weerd. De Weerd: While we are waiting, Terry, did I understand that as we are reviewing documents or agenda on the Laserfische, we wouldn't be able to type in notes so when that agenda items comes up, we would have those notes in front of us on our computers? Paternoster: That is true. You understood that correctly. Bird: The one that Boise has got now, they can? Paternoster: well, theirs isn't a document imaging system in my mind. What they are using is Adobe Acrobat, which creates PDF files. PDF files are - anybody can download Adobe Reader off the internet. You have access to using, retrieving and reviewing these documents. One of the things I realized when I talked to Bob today, was that one of the disadvantages was that when they Meridian City Council Strategic Planning Workshop December 11, 2001 Page 5 actually scan in a document, they can't do a search against a scanned in document. They have been using Adobe for about four months and then they have some scanned in documents and they had to go back and actually put in about five years worth of history. Lets say they had history that was prior to actual computers from twenty-five years ago and it was never converted to an electronic format. Well if they scanned that document into Adobe, and you wanted to see all the documents related to a particular topic and one was from twenty-five years ago - unless they actually went in and cataloged that item, you could not access it, it wouldn't pull up on a search, which on the Laseriische, it would pull up on the search. You could pull up documents from a hundred years ago if you scanned them in as long as it was in a type written text. I did that search with the City Council and it looks like it pulled up 732 documents with 4341 hits. If we go into one of these documents, we can just double click on it and it activates the document. I'll maximize this so you can get the full view. It identifies all the spots where the word City Council comes up. It shows that this document has 25 pages. One of the nice features of Laserfische is that you can actually drill down on a section if you want, if something is not real clear and you want to get it bigger. You can drill down, and you can double click on it to go back out to the normal view, which is a nice feature. If you notice to the right, is the OCR'd version of the document, this is the actual scanned in document, and if you notice you can see some of the characters didn't come across perfectly. You have this ASC with this little tilde in front of it, with review and planning, which if I look for review and planning, it doesn't appear to have that in front of it. I want to also show you another search real fast. Because it takes a while, what I think I will do is - it has an advanced feature search. What you can do with it, you can control the fuzzy word search. With the fuzzy option you actually control the percentage that it goes off. Lets say we want to find all words that are twenty percent, and we want to look for anything that we want to look for anything that has City Council and document imaging. We'll just let it search. If you'll notice I intentionally misspelled a couple words just to see what it would pull up. Any questions while it is searching? De Weerd: Any questions? Paternoster: Tammy, there was something I wanted to tell you - regarding your question in being able to annotate the document. If we got you a full license of the Laserfische software and installed it on the laptop, you could at that point have the ability to annotate the document in the database. The only reason that you can't is that you are actually trying to annotate a CD. Because the document isn't actually stored on your PC, you have a runtime version of the application, it is a lot of the reason it doesn't have annotation features. De Weerd: So as long as its on your laptop and you didn't burn it on a CD, you put it on your computer at home, you could do that. You would be carrying your laptop around with you to make those kind of notations anyway. Meridian City Council Strategic Planning Workshop December 11, 2001 Page 6 Paternoster: That is true. This search is taking a little longer than the last one, and the reason being that it is using the fuzzy logic, it has to go off and try to do more compares. It looks like we found seventeen documents or immediate hits. If we go to the Laserfische for municipalities document, it actually finds the word document imaging. If we go down, it should also have City Council within this document, since we did an "and" to the search, which there is. When we did the initial search that the words were spelled incorrectly. So that is one of the benefits. One other thing I wanted to show you is that you actually do have a file system that allows you to go in and you manually drill down without using the searches. In this case they have the City of Bueno Park listed here, and here are the minutes from 1996 to present. If you look on this side, they have all of the documents listed by date. We could just go in there and pull up anyone of those by double clicking on it. It selects the document and we can review it. Paternoster: Will came over to ask me about, with the Laserfische software, you actually could place all of the documents regarding your packet, which I understand you have a lot of paper that comes in a packet and part of the reason for reviewing this type of technology is to reduce that amount of paper. What you could do is also possible with in is to place a folder for each minutes, weeks agendas and place all the packet documents within and you could review the packet and have the information available within each folder. Nary: Mr. President Bird: Mr. Nary. Nary: The question I have for Terry -- you said it does take more time scanning in documents to do that. So how much more additional staff time would it take to take a packet, create an electronic file for it each week so that we would then have the capability to read it off the laptop rather than reading thru a thick stack of paper? Paternoster: As far as preparing the packets, if you wanted to evaluate the total time that it would take to scan documents, index it, burn it onto a CD, you are probably talking twenty-five percent more time than what it currently takes. But really the advantage in the long run, like I said earlier, is not really in the time that it takes to get the documents scanned, it is in the future when you want access to information. You are going to have superior technology to gain access to the information you desire. Doing a simple search. Nary: What do the licenses for this program cost? Paternoster: It's been a while since I checked. I'm actually not a value added resaler of this product, I was just asked by Stacy to go research it. if I understand Meridian City Council Strategic Planning Workshop December 11, 2001 Page 7 that I think that - well its $3800 for the actual Plus application, which then you wouldn't need additional licenses, because if you wanted the licenses to annotate, I think if memory serves me, its probably in the neighborhood of maybe a couple thousand dollars for a ten user license. Nary: How much has been spent on this program so far? Paternoster: I would imagine, between the clerks office and the police department, probably around $20,000 plus. Nary: Thank you. Bird: Any questions? Paternoster: I think, unless you want me to show you more search functions, we are probably good. Bird: Thank you very much Terry. Council, do you have any discussion regarding this? Anderson: Mr. President Bird: Mr. Anderson. Anderson: I had a question. Will, does your office have a scanner currently that you could scan these documents and burn a laser to be able to give those to the Council? Berg: Councilman Bird and Councilman Anderson, we do have a scanner, we have a full set up because the intention was to get the archived documents that are stored into an easier retrieval process. So we do have that capability right now at no additional cost for us. The extra costs that Terry was talking about was the setups on the laptops, and that we would have to purchase. We have the technology in our office right now to scan documents. Anderson: Have you been doing any of that? Berg: Yes, agreements, ordinances, are all scanned in and are categorized in the Laserfische system. All the minutes are created by our own computers so they are too. We have that current information archived. It would be a matter of, instead of actually copying packets, on Fridays, the process would be scanning all those documents of the packets in and creating a folder and burning the disc to put in your box. I don't know how long that would take. Just like anything else, mechanical breakdown of copy machines could be the same thing as the scanner too. Meridian City Council Strategic Planning Workshop December 11,2001 Page 8 Anderson: How about the maps we get from developers? Would your scanner bring it up and accommodate those? Berg: The large 24" x 36", no. I think ours will go up to 11 x 17, I'm not sure. Terry probably knows. Does that scanner go 11 x 17? I can't remember. We could reduce it down and put it in there and you could zoom in on it with that fu nction. Paternoster: Usually for maps, if I may interrupt, If you had large maps I would think, there is actually a couple companies in town that will scan those documents onto disk for you for a nominal fee. Berg: And to add to that, we would probably want to do that for final plats and recorded plats and things like that. I don't know how much of an expense we wanted to go for just a preliminary or a draft plat, but we could reduce it to some degree and scan it in and parts of it in so you can review it. Anderson: Is there a back up scanner anywhere here in city hall incase your scanner broke on Friday in the middle of all this, that someone would still be able to have the information? De Weerd: Mr. President. Bird: Mrs. De Weerd. De Weerd I think too, as this is more well used by not only city clerks and police that it becomes a broader use by public works and Planning and Zoning and I don't know how they could interact together, but applications might even be filed electronically. That could help eliminate some of that scanning, so I think as I understood it from councilman I talked to in Boise, that is how their kind of transition themselves. It would be everyone getting used to it. And definitely some training time for Council. Bird: Yeah, right here. I can show you how to shut them down. Guarantee you that. Any other questions? Thanks Terry, Stacy, thanks very much. Paternoster: I also have some documentation, some spare tips if you wanted to take them home on your home computer. Bird: Love to. De Weerd: Thank you Terry. Issue #2 Discussion with the Meridian School District Representatives: ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 9 Bird: Ok, Council, the next item is the Meridian School District Representatives. Lets see if we have any wants or dos or anything. Donnell: Good evening Mr. President and Council members, again thank you for giving us the opportunity to come in and talk to you during your work session time. The last time that we were here, Councilman Anderson asked how many students in our district actually are in the City of Meridian. I told him I would get back to him with that. So what I am going to give you first of all is the census map that shows the City of Meridian and it takes in some surrounding area. Second page shows the breakdown by ages. This does go as far as five through nineteen year aids in some of these census tracks. We double we have a lot of nineteen year aids in school but there could be some. This isn't going to be exact, but it appears probably about forty percent of the student we have in the Meridian district are in the Meridian city limits and in the area of impact. Having said that you can see we have a big investment together. In fact what we have together is a very important partnership to make sure that we can do what we need to do with the growing school district that we are feeling that. I need to be really up front with you and take a few minutes to explain to you my frustrations with what we are dealing with in terms of working with the city and also meeting them needs and demands of our school district and of the patrons. We really walk a fine line between making decisions which we think are appropriate for our school district and for providing for the education of our students and not being accused of being bad neighbors and upsetting the neighborhood. We have had two different situations that have come to you - well not to but to P & Z, and one that we chose not to bring forth to City Council. Before we started to look for an alternative program for the students that are expelled, that are on individual educational plans, we talked with staff. OUf feeling that it was probably going to be a good idea to go a commercial area. And we were steered by your staff that we should not be looking at a commercial area and that was probably not the right use. And so we are directed into another place which happened to be R-4 residential and I think you know the story. The neighbors did not feel that was a good use for that house that we bough believing that we could use that house for that program. I see that Commissioner Nary was here and I spent quite a bit of time reading the transcript of that P &Z hearing when commissioners dealt with parents, which we had had at our board meeting. I want to just point out a couple of things. I am not -- this is not a criticism at all because I think that you too have some issues that you have to deal with in making sure that you provide the very best situation for the patrons that support you. But we were first told, that we know that R-4 is for public schools. That is a use that is appropriate. Then we were told we need to have a conditional use permit for that because that house was actually in a platted subdivision even though it's a very old home. I think maybe its forty or fifty years old. It faces Pine Street, you know there are businesses on pine street as well. We have some other houses on Pine Street. So the frustration that I feel with this, that we are first told that it is not a good ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 10 thing to look at commercial and then we go to R-4 and residential and we find that that also is not considered. What do we do now? I will just read this one portion at the end of the transcript that says when I look up school, and this is one of the commissioners, it says it is an institution of learning, under our city ordinance definitions 11-2-2. it is an institution of learning. To me that is what we are providing for those students, even though they have been expelled because their behavior was not what we'd expect it to be, but we are mandated by the federal government to provide that education for them. He goes on to sayan institution of learning either public or private is supported. Which offers instruction in several branches of learning and study requiring to be taught in public schools by the state of Idaho. Which says to me that is an institution and that under your ordinance that we may be able to use that property for this program. But then it goes on. When you look up institution, it says it's a building a land designed to aid individuals in the need of mental, theraputic rehabilitative counseling and other correctional services. This isn't a school, it's a program. And it's an admirable program, but it's a program, it's not a school. So therefore a Conditional Use Permit is required because I don't think it fits the zoning table with a Conditional Use Permit. While that definition started out what we felt was in fact right, it's an institution of learning, and public schools, then it appears that it's not a school any longer, it's a program. So we are going to try to place this program someplace else. You know, you may know, currently we are having to home school those students. We have a teacher who goes and tutors them at their home. They need to be in a school setting. That's not an appropriate way to educate our students. So we will -there are other issues we are dealing with too, in order to provide the infrastructure of this district. We are looking at issues of transportation, issues of food service, administration, of course we are building schools and you all know that we are building those as fast as we can, and as quickly as we can get the support from our patrons. And they have been supportive. So I am just asking at this point, I would be happy to answer any questions, but I am asking for help in terms of the Councilor staff or something to provide us with direction before we go off and buy a house for $112,000 that we have been told is probably an OK use, maybe I shouldn't say probably - we really felt that that would be where we could house eight students in the morning and eight students in the afternoon. Now our board chose not bring it forth to the City Council. When it was rejected by P & Z, they just said, we care about our neighbors, we felt it was the right place, they didn't want us there, so I guess I am here saying we need help in terms of looking at where this place might be. If it's not commercial and not residential. These children cannot be on school property. Bird: Why? Donnell: The program says that they are expelled from school. So if we locate it on school grounds, they are not expelled. The message we send when we expel a student, they don't come to school any longer. The reason that we have to do something with these students is because of their individual education plan and ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 11 that its mandated by the federal government, that we can't just say go home, you are expelled. Bird: What about with your alternative junior highs and these other alternative schools that you've got Christy. And I don't want to loose a single student through a crack. But on the same token, why can't these students be put at that place if these students are at risk, I don't think that should be in grade school neighborhoods. That's my personal opinion, and I would say that we were probably wrong that if you had some commercial property to locate them there, that probably would have been the best location. Donnell: Mr. President and Council, the alternative schools are schools for students who choose to be there. They come out of our high schools because they are at risk of dropping out. They make a choice to be at Meridian Academy or Eagle Academy or Crossroads. These students have no choice. They have done something that has required them to be expelled from school. They are children, and you and I may say well as long at they are not at the regular school, if they are somewhere in some other school, it's ok. But it's not, they still don't understand the consequence. It very important for young people to be with their friends and to be at school even though a lot of them would tell you they would rather stay home. But they really do love to be there and so the consequence of bringing a knife to school or something that gets them expelled, needs to be pretty severe, and it is that we still provide your education but it is not at school. Nary: Mr. President. Bird: Mr. Nary. Nary: Mr. President, since this is a noticed up item for next Tuesday's City Council meeting and it wasn't noticed in the paper that the school board was going to withdraw that, did you want to put that on the record, Ms. Donnell, that this is not going to be before the City Council? Donnell: It is Mrs. Donnell, and yes, we will put that it in the record because we do not intend to bring it. Nary: Ok, then I guess part of my follow up, because I don't disagree with what she said, that - what the testimony was. That there was some information that was given to the school district that you relied upon in purchasing that house and that after the purchase of the house was made that there was a change of the analysis of the different code sections applicable to the program that was being applied for. Internally, the city staff changed their minds. That's what the testimony was. I'm not saying what I heard or not just saying what the testimony was, because I did sit through that hearing, and the testimony was there was a staff change in the analysis of what was required, and therefore a CUP was told Meridian City Council Strategic Planning Workshop December 11,2001 Page 12 to the school district that's what they needed and they purchased that property under the belief that that was not required. Donnell: That is correct. Nary: One more thing and I am not trying to make this an accusatory thing, I am the one who said the words that you said. It clearly doesn't fit. Donnell: In your mind Commissioner Nary Nary: And the other five Commissioners as well. Not just mine. It clearly did not fit under our ordinance. But secondarily, when the school district says I want to be a good neighbor, they need to be a good neighbor. They were not a good neighbor. That's what those other people testified, if you read the rest of the minutes. Donnell: I read all of them. Nary: What many of those neighbors said is that they were not informed, not talked to and in fact, what the testimony was from Mr. Bigham was, we wanted to go to place that we don't have to do that. So that isn't being a good neighbor, so if you want the city of cooperate with you, which I think is very important, understand the school district has to come to the table with clean hands at the same time and say we have talked to these people. Don't come to a room full of eighty people and say we want to go to a place we don't have to talk to these people because that Utility Sub., which is before the city Council later, that is exactly what was said. That isn't being a good neighbor, so I think it goes both ways. Donnell: Mr. President, Commissioner Nary. When it is - if my understanding is correct, when it is zoned R-4, and it doesn't require a conditional use, then there is no requirement for us to go to the neighbors. If we - I am not quite sure how we would accomplish that. With every single piece of property or program or building that we have to either build or put into place. It is never easy to go into an existing neighborhood with anything and I am sure that you know that. Nary: I don't disagree with you. Donnell: With any of our schools, the interesting thing is, they talk about property values going down and then the schools are built and then immediately development occurs around them. So we recognize that it is in fact a desirable place to be. If you are in some kind of a school or program that our district supports. This one is very unique, I will agree it is unique. But I will stand here and say to you, all of you that the danger will never, to anyone, would never come from the students in that building. It will come from the students that just a Meridian City Council Strategic Planning Workshop December 11, 2001 Page 13 couple blocks down the road from Meridian high school. If in fact there is going to be anybody that would be hurt by a student, it would not have been those students. Nary: Nothing you said I disagree with ma'am. I truly don't disagree with what you are saying. All I am saying is that it is very disingenuous to stand up in front of a room full of people and say we want to be good neighbors and then eighty people get in line and say they don't cut the grass, they don't take care of this property, it has run down since they bought it, they never told us they, they've never come and talked to our neighbors about what this is, that to me is a conflict. That is something the school district can bring forward. I understand what you are saying, there are always people who will not want any program, no matter what it is. And I understand that, but it also is very difficult to balance the two when neighbors are saying when are they going to come talk to us, when are they going to do that? No you are not required to at this juncture, but if you want to sell it to people, you have to sometimes go beyond what the requirements are. Donnell: Mr. President, Commissioner Nary and I would submit to you that it would not have mattered one bit, that if we would had taken that to the neighborhood, that there would not have been one different response. Now I am going to say to you as well, that I don't believe in sneaking into something. That is not the way we do business. We felt that was an appropriate place for this program, we think it's a safe program. In my mind it will never change. Did the neighbors want it? No. Do we want to be good neighbors, yes. And we have had other properties brought before the City Council, and we have had eighty people sitting in the audience who as we talked through what it was, and if you'll remember the charter school on Locust Grove, they have come to find out that that has a very good location for that school. And their fears were unfounded. De Weerd: Mr. President Bird: Mrs. De Weerd. De Weerd: Christine, I think a lot of that, and its just something we are encouraging in our developers, to do more so now, is pre application meetings with the neighbors, to dispell the fear, answer the questions and I think even with the charter school, that didn't happen until the middle of the process too. And that is something that we are asking the development community and applications, that they go out and meet with the neighborhood and share their plans and they try to understand what the issues of the neighborhoods are and give an opportunity to respond as well. So when it does come through the application process, things are more clear, everyone knows where they are coming from. And also sometimes you don't get neighbors in here because they already know what it is and its not that there is not the fear of the unknown out there, but looking out there, looking at solutions too. I know that in our Comprehensive Meridian City Council Strategic Planning Workshop December 11, 2001 Page 14 Plan, there is a huge opportunity to address school siting. Verbages that are supportive of certain things that we will work with the school district on. Participation with the school, that they weren't there every meeting. Have we gotten feedback on those sections in our camp plan that addresses schools and that sort of thing, Shari? Stiles: President Bird, Councilman De Weerd, we have had response in relation to the actual figures that are contained in the document. Factual information. We have had discussions with Wendell Bigham and voiced our concerns for some of the site planning issues. But I don't believe that any of the other language within the Comprehensive Plan except for the factual information was commented on. De Weerd: This is a real opportunity to get some of the language and some of those things that the school district would like to see in our Comprehensive Plan, which is a great blueprint for a community. It is a very important document in our decision making. As weill know that Mr. Bingham had mentioned a site selection committee a couple months ago that our staff doesn't serve on. That might be another opportunity to place a staff member on there who can give input in those early stages as you are looking at development. Those are possible solutions to help with some of those things. We want our Comprehensive Plan to try to cover all the bases that are out there and certainly the school and the city should operate hand in hand. Our planning efforts should reflect that. Often times we find out we are not getting what we need and you are not getting what you need but somehow we need to come together and make sure our planning documents are supporting your goals as well as your (inaudible) to our goals as well. Donnell: Mr. President and Councilwoman De Weerd. I wouldn't disagree with a thing you said, and that is what we have wanted to do. We have a constituency out there that we need to meet the needs of in terms of the children as well the infrastructure of the school district. Which leads me to my next topic and then I will get out of here and let you get on to the next one. Councilman Anderson also asked us why as a school district why we didn't take a stronger stand against growth. One of you - you were both on the same - what I guess what I want to say to you is that we have done some projections of what we believe the growth will be. You all know exactly what you are looking at in growth down the road, but we are seeing students coming and coming and coming. We have done some projections that would show how it would impact us. We get to talking about two hundred sixty million dollars worth of facilities that could be needed with a very, is that, I have to ask Wendell, -- is that one a five house build out or less - less than five houses per acre. We are quite nervous about how we are going to manage all this. We also are very concerned - if we determine to come forth and say, we would advise against development because I think that's what I heard you saying, if you take a strong stand against development, then it might make our jobs a little easier. If we do that, and we do that all over this district, we do it in Eagle, Meridian, Boise, Star - we have to do the very same thing. We ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 15 can't pick one area over another and say we don't like the development there but it's ok if it's over here because we can - (end of side) De Weerd: But we wouldn't ask that. Donnell: But we would have to do that or we'd be in court. Anderson: Couldn't you Christy, If you had just built a new school somewhere, and you had capacity there, you could say, yeah we can handle new growth in this area, but in this other area we can't because the school is at capacity. Donnell: Mr. President, Councilman Anderson, that is pretty much what we do without coming out and saying it we'd like to reject - because we have no authority to reject development anyway. But we do say, these schools in this area are at capacity. So that gives you a message right there, without us saying anything else. All of our schools are at capacity, with the exception of a couple in south, no just one, oh two. It's pretty much the say over the entire district. With that I wont take anymore of your time. I appreciate you listening to me and we do want to be good neighbors and we want to be a good partner. We want to work together because we are in it for our community. We think education is a huge part of the quality of life we have here, so I appreciate all of your hard work and what you do. I am going to go home. Issue #3 Discussion with Marieann Christman concerning a Uproject care" program with the water, sewer, trash billings: Bird: Thank you Christy, thanks Wendell. Next item is the discussion with Mariann Christman concerning a project care program with water sewer and trash billings. Christman: Mr. President and Council thank you for hearing me tonight. My name is Mariann Christman and I want to present something that is very personal to me. About a year ago in September, prior to September, I was a real estate agent and had been for ten years and was doing pretty well. However on September 30th of last year I fell three and half stories working on a marketing project out of a bucket truck. In doing so I crushed my legs my knee, broke my back in three places. Had some massive head injuries and I can't tell you what has gone on for the last year. I have been in and out of the hospital for a year with numerous surgeries, in wheel chairs, crutches, so on and so forth. I am a single mom with three children. So I also did not have any health insurance. The devastation was quite substantial. I learned a lot about hurting people with financial issues. The thing that really impressed is that our community does not have anything to help people when they are devastated regarding their water l ( ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 16 bills. I had personally ran out of funds over a short period of about three or four months, I depleted my savings. I had had help from some family and friends and the church that I attended, however those people were very limited in what they were able to do. So at one point I even had my water shut off and I cannot tell you what that was like, having three children in a home and not being able to use your toilets. So the thing that I felt was - what really impressed me, is why is that we don't have a program like the power company and gas company does? thjey have project share that people can donate a little bit of money on their bill to help people who are in need. The more resources people like myself have, the more our ability we have to be able to get back on our feet and pay our bills. I did meet with Mayor Corrie a while back and we discussed it. He proposed, he said well gee, we have a program that if you let us know, that you are having problems, that we can work with you on the bill. The only problem with that is, experiencing what I did over the past year, I can tell you that the bill simply mounts, and it moun~s and it mounts. I lived on $472.00 per month, and there just wasn't enough money to go around. The pressure increased and it increased and there was just no way to make ends meet. So I think we really need to have a way to help our needy people, and I am sorry I am emotional. Our community needs to care for people who can't pay their bills, because we just don't have the resources. Churches, what they do - they have to pay for food, clothing, and rent and overhead. So they did help me from time to time, but they were very limited as well. At one time they simply could not pay my water bill. That is when it got shut off. Unfortunately I was able to get another resource to do so. Why is it that we don't have that? Why is that the power company and gas company has that and we don't for our community? And I don't understand, and I am proposing that we need to. Because it just isn't enough to put a band-aid on it, and help these people just simply let the bills slide and accumulate and build. And even though it does help to work with those people, the bill continues to grow. And the pressure mounts. So I am proposing that we come up with a project care similar to the gas and power companies' Project Share, to care for those in the community. Especially now times, there are a lot of hurting people and they do need help. So that is what I am proposing tonight, and I wanted to tell you my story and let you know what a great need it really is. I don't stand alone in this situation. De Weerd: Mr. President. Bird: Yes De Weerd: I appreciate you coming here, and sharing your story. I understand that at various times many people come through difficult times. There are agencies out there and churches are one of them. The Salvation Army helps with utility bills. But we are quite different from Idaho power or intermountain gas where we are not a for profit company and we funded by the taxpayers. We are very frugal with the taxpayers' money. It is hard to say that this burden should be ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 17 place"d upon the other taxpayers. There may be a way that the city can work in partnership with other nonprofit organizations such as the Salvation Army but this is a function that I don't think is at the local level. The state level, the federal level, they have some of these assistance programs, and certainly the private industry does as well but the way that we function even administering a dollar or three or five dollars extra on your bill to support another family - the administration of that would still be funded by a taxpayer dollar or a user dollar. Those kind of things are hard to justify. If the city could work with a nonprofit organization to accomplish this, there might be an opportunity out there for something similar to that. I certainly know what you are talking about, but as far as function of a local city, I don't see how that can work the way that our funding comes In. Christman: Mr. President and Councilman De Weerd, I appreciate what you are saying - you have named some resources that are not resources. I have contacted many of those people. They will not help with water. They will help with power, electric. There are very few resources that will actually help with water. This is why I am here tonight, to try to propose some way that the water company can - and I understand what you are telling me, but it seems like there should be some way our community can come up with something to help our own people in our own community when something happens. If you research it, I can tell you I have been there, I have done that, researched it, there are very few that will help with water. I don't understand why. I met with Mayor Corrie to discuss that with him. He felt it was worth at least researching to see if there is something we can come up with for assistance in water. It is pretty devastating when you are alone and your water is cut off. Everyone says I am sorry, we don't help with water. We can't help you with that. There are just very few resources to go to and I am simply proposing that I think we should at least research a way that we can help those people with the water bills, even if it means coming up with a certain amount of money, to allow people that can pay the water bill donate an extra five or ten dollars. I understand the administration aspect, but I believe it's at least worth checking into. Those resources are not there for water. Nary: Mr. Bird Bird: Mr. Nary. Nary: Since what I was hearing Ms. Christman say is that it was a voluntary program, people could opt to or not contribute to. Would it be beneficial to ask the finance director or Mr. Smith or the billing supervisor to at least tell us what the administrative costs may be? We should do that. In the big scheme of things, it mayor may not be feasible at this time, but at least we can have some idea what it would cost. We already have a check up box on the bills now, so they have some way to relate to what the cost of administering that is. Someway to at least get some information for the next workshop. ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 18 Bird: You bet, I would agree with that. Anderson: Mr. President Bird: Mr. Anderson. Anderson: I was going to ask the same question, ask the city attorney too, if we could maybe research that a bit. I know they have a pennies for parks program, if you want to round your water bill off, and those pennies can go to the parks. But if there was anything with the PUC that prevented us from having a program like that where someone could check a box and designate that they want to overpay their bill so that amount can be put into a fund. I think the administrative part of it would be the more difficult task. What would be a fair and equitable way and how you prove a hardship and those types of things to be able to qualify for those. Maybe come up with a committee to look into what would be a good way to qualify those hardships. I am not opposed to looking at a program. Nichols: Mr. President and members of the Council, I can do that although the PUC does not regulate city water rates. Because you are a public entity and your rates are subject to review and you have to bring it before a public hearing and you are mandated by statute in case law to provide those water costs at the least cost possible. It would probably be helpful Ms. Christman, if in any of your research you know of any other municipalities that do this sort of program. Then the City of Meridian doesn't have to invent the wheel when it comes to a municipal water program. So if in any of your research or if you are willing to do some, we can certainly contact the association of Idaho Cities and see if anyone is aware of that type of program. That is one way we can see what is available out there. But I would think it would be the determination of what constitutes a need and how that might be - and whether it is acceptable to delegate that out to a non city entity, there are different groups, some are faith based and some aren't, that do reviews. We have to be a little bit careful about that because we are a municipality, where Idaho Power and Intermountain Gas are not and so if they want to have salvation army reviewing and determine who is an eligible candidate, they don't have the same issues as the city might. I am not saying that we do, its just possible. I think we can do some checking, and see if some one has invented this wheel for cities before. Christman: Mr. President and Council members, I appreciate your input. I will assist any way I can. I have been through this over the past year a number of times and I do know its not the easiest task. I think we need to care enough for our community and people who are really hurting to look at what other options we have and I can provide any input that is necessary. I have been through a number of them with a number of different associations, some faith based and Meridian City Council Strategic Planning Workshop December 11, 2001 Page 19 some not. I would be more than happy to see what I can do assist in that arena. Thank you for hearing me. Issue #4 Discussion of the Ten Mile Interchange Sewer Study: Bird: Council, the next item is the discussion of the Ten Mile Interchange. I believe Brad is here to present that with all his - and Dakota Development and JUB. Watson: Thank you President Bird and Council members tonight we have JUS Engineers here to present the results of a draft sewer study they did on the Ten Mile interchange area. As you may recall, the study originated with the Dakota Companies request for more detailed sewering information in that area, a little more detail than what we had on the master plan. Bird: Brad, we need that. Kind of put that over here so the public can see, plus that we can see. Watson: Council approved this contract with JUS in May and Dakota Company agreed to reimburse for costs of this study. JUB submitted a preliminary draft in September, with four options. After looking at those myself, with JUB and Dakota Company, we asked them to go back and investigate yet a fifth option. They had that done around the 1st of November. Unfortunately we didn't get it on the agenda for the November planning meetings and here we are tonight. The one thing to point out - this study area really concentrates on the east side of Ten Mile Road between Franklin and 1-84. Because some of these options affect the trunk on the east side, or on the west side excuse me, I sent a letter out to many of the property owners last week, and I think some of them are here in attendance. I wouldn't know them by their face but I think they may be here. I did tell them they were welcome to listen but this wasn't a public hearing and that no decisions would be made tonight. The purpose of this is to start the discussion, ultimately we will want some direction. After discussion we will pursue some recommendations to see what Council thought of this. With that, I am going to turn this over to Tim Haener with JUB Engineers, project manager. Phil Kirchbaum, who slaved over our master plan for several years, seemed like years - he is here too. He is going to give a brief synopsis of the study and hand out some material and then open it up for questions. Haener: Everything that we are going to show on the boards is in your handout packet. There is a lot of information in your handout packet that I am not going over tonight. We just wanted to go over the broad brush overview of the process we went through and then the results of the analysis of the five options we looked at. Basically what we are looking at is sewer alternatives for a proposed development near the intersection of Franklin Road and Ten Mile Road, that is indicated in yellow here, in this quadrant right here. It comprises about 330 acres ( Meridian City Council Strategic Planning Workshop December 11,2001 Page 20 and the goal of the study was to determine - review interim sewer options to get service to the parcels and also at the same time, make sure that those options integrate well with the master plan of the sewers in the area. The steps for determining the alternatives was to first take a look at what they proposed for land use in the area, and use those land uses to generate sewer flows that would come from the area. Of those 330 acres we determined that there is going to be about 420 gallons per minute generated as a peak flow. That is what we would need to accommodate in the interim, until sewers can be extended out to the service area. One of the things we wanted to make sure, like I mentioned before, to make sure this is all going to integrate well with the master plan, if you'll look in the back of your handout packet, to figure A-3, you'll recognize that as a portion of your master plan map. Showing the trunks that are built right now, that you have in the ground, and also the trunks that are planned for the future. If you look at that figure closely, you can see the planned trunks are identified by dash lines and existing trunks are identified by solid lines. Different colors mean different diameters of the pipe. A couple things to note first of all, there are two trunks that will be placed sometime in the future, depending on growth, that will eventually serve this area. One is the Ten Mile Trunk, that extends across here to the developed area. The other is what we call the Perdam-Black Cat Trunk and that comes a little bit more to the south before it heads east to the subject area. Knowing the flows that are going to be generated by the area, knowing what the master plan sewer system is going to look like, we can brainstorm some alternatives for getting sewer out to the area as quickly as possible. And also integrate it with the master plan. We can go through those alternatives one by one. There are five of them. I am going to give you a brief overview of the alternative, the advantages, disadvantages of each, and then I will give you two costs. One is a present worth cost, over a fifty-year life cycle of the project. The second cost is the upfront, what you would have to build soon cost. I know decisions have to be made that are going to take into consideration both of those costs. So lets do the first alternative. That is - turn to figure A-6 in your handout packet. That is this next board. The subject area is shown by the green and the red. Kind of for Christmas I guess. The Dakota parcel themselves are the red and the other subject area within the area of study is in green. So it is a pretty good significant portion of one section of land near the corner of Franklin and Ten Mile Road. You can see the freeway down here. This first option included building this Ten Mile Trunk which is an eighteen-inch line that then increases to 21 inches. Go ahead and put this in the ground to convey flow from the subject area and then build a small temporary pump station near the corner of Cherry Lane and Black Cat Road. This small pump station would then convey that flow of 420 gallons per minute through a six inch force main to an existing trunk which you already have built right here, this twelve inch trunk right here, that has capacity to handle that. That would discharge to the Ashford Greens pump station. The advantages of this alternative are that it maximizes the use of the Ashford Greens pump station. It has low traffic impacts because a lot of your construction is not in roads. It also builds a good portion of the Ten Mile trunk. ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 21 The disadvantages are it does not allow infill in this area. Does not allow development in this area because you are limited by this pump station capacity. Also another disadvantage is that it requires operation of the pump station at Ashford Greens and there is some throwaway costs in that this pump station would eventually be abandoned. The fifty year - you'd build this to get interim service to this parcel and then as development increases and this builds out, you would eventually have to build the master plan trunk, the Black Cat Trunk, the Perdam-Black Cat Trunk to the regional lift station here. And a force main to the treatment plant. So over a fifty year time span, the present worth of this project is nine million dollars. The upfront capital costs to build just what is shown in this map, in other words this trunk, this temporary pump station and this main, is 2.4 million dollars. That is the first alternative we looked at. The second alternative is shown on figure A-7. the very next one in your handout packet. That, this alternative also builds a good portion of the Ten Mile Trunk, to serve the parcel. It then constructs a regional lift station at this point rather than up here. This regional lift station will be sized from nine thousand gallons per minute instead of 420 gallons per minute. It also requires a large thirty-inch diameter force main to be built on the way to the treatment plant. The advantages of this alternative is it had the least present worth cost than any of the other alternatives over a fifty year life span. That is because it eliminated this deep gravity trunk all the way from here to here, because the force main is dead. So you save significant costs over the long term. The forced main would have less impact on traffic because it is going to be shallower along Black Cat Road. It also allows infill to occur anywhere in this area development can occur. Because you have the pump station in place and the force main in place to the treatment plant. The disadvantages are that since you are building a force main here, it would require that gravity trunks upstream of here, that would normally discharge through gravity trunk here, they can't discharge at the force main so you have to reroute those. Those were accommodated in our estimate. It would also require that this pump station be installed for the life of the project, so you would have basically a pump station here and also the Ashford Greens pump station would be retained also. The fifty year present worth cost for this alternative was 8.4 million dollars and the initial capital cost was 4.8 million dollars. So its significantly higher initial capital costs than alternative one. Just for your information, a summary of the capital costs is shown on page ten of the packet. Flipping to the next one in your handout packet, alternative three. This alternative we thought how about if we just build everything that is called for in the master plan upstream of the - or downstream of the development site including the Ten Mile Trunk, a portion of the deep Black Cat Trunk, lift station and build the force main to the treatment plant. The advantages of these are that all sewers are built and they are built now rather than later. Traffic along black cat road and development along there is only going to get more significant over time and if you wait to build this you may have more impact to the public later than sooner. Also all the area in there can go ahead and build out because you have the trunk in place. It allows infill development all through there. You would eliminate the Ashford Greens lift Meridian City Council Strategic Planning Workshop December 11, 2001 Page 22 station. The disadvantages are, it is a big project. Initial capital cost of 7.3 million dollars in a fifty year -- present worth cost of 9.5 million dollars. So you are not deferring a lot of the large capital costs by going to an interim solution, you are building your ultimate system right now. Another disadvantage is it has the highest present worth cost because you are not deferring that cost. Alternative four, we kind of went the other direction on that one. On this one we opt to build the least we can by using some reserve capacity that is available in this trunk that snakes its way up through here. This is an existing trunk that we have identified as having about one cfs or 450 gallons per minute of capacity after everything is built out. There is a little bit of room in that trunk. So what we did is - in this option we built the gravity lines within the system, put a temporary pump station there, that has 420 gallons per minute to serve the parcel, a six inch force main to discharge right there. The advantages of this alternative are, it has very low initial capital costs it defers a major portion of your construction which lowers the ultimate capital costs. It has little impact to residence initially because of the fact that you are not building a lot. The area left of the development can also develop if they build a similar pump station and force main to the Ashford Greens lift station. Which we will cover in the next alternative. But I just wanted to mention it here too. Disadvantages are that it doesn't allow any infill other than this area here because we don't have the capacity in place. We'll have to operate two small pump stations, one here and one at Ashford Greens. Postponing the large trunk construction may have more impact later because of more disruptions because of your growth. Like I mentioned before. There is also a small throwaway cost in that this pump station will be yanked out of the ground when this trunk comes out here. The fifty year present worth cost for this alternative is 8.8 million dollars and initial capital cost is 1.4 million dollars. A significant amount of that capital cost is the trunks that are built within the sites themselves. I believe the pump station and force main are only about three or four hundred thousand dollars of that. The final alternative which is on figure A- 1 0 of your handout, is the same one that we just went over with just a little bit of a twist. That twist is that it reroutes the Perdarn-Slack Cat Trunk instead of cutting across this field like this, reroute it down Franklin Road and up Ten Mile. The reason for doing that is to make it so you don't acquire easements along here. You build a new right-of-way. Advantages of this option are the same as option four. You have low capital costs because you are building just a small pump station and force main here. The areas west of the subject area can also develop if they build their own small pump station and a force main to this point here. No easements are required for the Perdam-Black Cat Trunk. It allows development west of the area. Some of the disadvantages are again, the same as option four. You can't develop anything in here because there is no capacity. Also one of the disadvantages are that by rerouting this trunk, along these rights of way, it's a little bit longer and a little bit deeper. It's a little bit more expensive and that counteracts not having to get any easements. The fifty year capital cost of this alternative is 9.2 million dollars and the initial capital cost is 1.6 million dollars. That 1.6 million dollars does not include this lift station or this force main ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 23 for potential development west of the property. It's just for the lift station and force main here. With that brief presentation, I would just like to open it up for any questions you might have about this. Anderson: Mr. President Bird: Mr. Anderson. Anderson: Aren't part of the trunk lines that are in Black Cat now haven't we been paying some of those developers to oversize them, and are they in and to the right grade and oversized now? Watson: Mr. President, Council members, the stuff that is in Black Cat right now is only for a specific service area, served by that Ashford lift station. There was a latecomers agreement that came to you last week for a water line - maybe that's what you are thinking of. The line that is in Black Cat, that is going into Ashford lift station, is twelve inch. It does serve more than just one subdivision but it's a very specific, finite area and it is not the permanent line by any means. Anderson: Is that the one that we paid the contractor to oversize it because he didn't need that big of a line for - something we paid them to oversize here recently. Don't know if wasn't water or sewer. Watson: That gravity line in Black Cat was built by Brighton Corporation for Ashford Greens Subdivision. The lift station itself was constructed by the city in 1997. We constructed the pressure mains too. We didn't have any part in the sewer in Black Cat. Nichols: Mr. President. Bird: Mr. Nichols. Nichols: Brad, aren1t some of the lines in Bear Creek oversized to take care of the upstream stuff which would eventually go into the Ten Mile or Black Cat. Watson: Mr. Nichols, and Council persons, you got me - I remember now, Blackstone subdivision, there is a short piece of the most downstream part of the Ten Mile diversion trunk that - it's a dry line that in there, they are not actually using it. but it was. We asked them to put that in -- it's so short that it slipped my mind. You are right. there is none in Black Cat that is oversized. That's too far away. We couldn't have set elevations when that was going through. Bird: Council, any other questions? Thank you very much Brad. ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 24 Watson: Thank you President, Council members. And if you have any questions, feel free to let me know. It is a lot of information. Issue #5 Discussion of the White Sewer Trunk and North Slough Trunk: Bird: While you are still there Brad, are you the one that is taking the White Sewer and North Slough Trunks, give us some updates on that? Watson: Yes, Mr. President. I need to gather materials. I have brought handouts and pictures and everything but I think you guys want some -- if you will give me a minute I will get it all together. Bird: Are you ready Brad? Watson: Thank you Mr. President and Council members. I believe Will has gotten to you both a map that is the same as this exhibit up here and also a one sheet summary of the easement status on the White Drain Trunk sewer. I don't know if you want me to go through each one of those. We have seven of the ten easements. The school district delivered their signed easement to me before tonight's meeting. So actually we have eight signed easements out of town. The two outstanding are Primeland Development and Cedar Springs project. For each one of those property owners I have some status comments and the next column has some follow up as required by the city. The plans have been, at least the first go around, the plans have been finalized and submitted to DEQ about two weeks ago. We don't have an approval letter back from them yet, we should shortly. The one thing that I have been working out with Briggs engineering over the last couple days and Keller Associates is the final alignment of the sewer through Bridgetower with some very minor tweaking going on. I also met with David Turnbull of Brighton Corporation last Friday to discuss preliminary plans. Other than that, I would be happy to answer any questions for you. I hope this is adequate, I look at this every single day so I know exactly which fence post we are talking about there, and I failed to realize sometimes that other people don't. Anderson: I guess I am a little confused why we don't have a signed easement with Bews. When we approved that project clear back in July, I thought that was a done deal. Other than a few adjustments on where they are going, what is holding up that easement there? I don't understand that. That is the first one - Bird: Read your note Ron, I don't think we need to be discussing that at this point. Watson: I have been told it will be a point of discussion and on the agenda next Tuesday night. Meridian City Council Strategic Planning Workshop December 11.2001 Page 25 Bird: Any other questions? Again, thank you Brad very much. Appreciate it for the update - appreciate your hard work. Watson: The only other thing, since it is on the agenda, where you had the North Slough on there, we have been working with another developer north of McMillan, not to get that built but to get the design finalized, section going up Ten Mile Road before it enters his property. There is some legwork being done on that trunk too. Bird: Thank you very much. Anderson: Do we have something that shows where this goes on out on the other side of Locust Grove and what it feeds there? Watson: Councilman Anderson and Council members, it terminates at Locust Grove and what we failed to show on this map is the pressure sewer from Vienna Woods coming down here and discharging right about in there. I think its right there. But once this is built it will be terminated at that point, the pressure sewer will be turned in. Anderson: But it will be pressure sewer? Watson: Yes. From Vienna Woods. Issue #6 Update of Meridian Police Center Building Project: Bird: Any other questions? Thank you again. Brad and Gary. OK, the next item is the update on the police center building project. Chief? Worley: Mr. President and Council members, I will be very brief, I didn't bring any pictures tonight. Things are progressing very well. We are about three and a half weeks ahead of schedule at this point. The exterior wall block should be completed this week. It is all done now except for the east side. The main roof is one, the west wing roof is complete, the east wing roof will be complete this week. Much of the first floor interior wall structure is complete. At this point we are very please with the progress and hope the weather continues with us. Although the critical things have been completed at this point. If any of you would like a walk through at some point it is very feasible now. Call me up and I can arrange that. Bird: Any questions? I took my own walk too, last Saturday. It's almost dry. De Weerd: Mr. President. I guess I'd only comment that Captain Bowman brought pictures. Meridian City Council Strategic Planning Workshop December 11, 2001 Page 26 Worley: Well, he has one up on me. Issue #7 Discussion of Storey Park Master Redesign Plan Phase 1 : Bird: Thank you Chief. Any others? Item number seven. Discussion of Storey Park master redesign plan. Kuntz: Mr. President and Council. At your November 27 meeting I brought a request for approval on phase one construction design documents and at that meeting the Council asked me to go back to some of the key players involved with Storey Park to make sure that they were aware of what our plans were. I will give you a brief update on some of the groups I talked to. We delivered a set of plans to the president of the American Legion Baseball Program and have not heard back from them at this point. I talked to Kenny Hamilton two days ago, representing the speedway and the Dairy Board. They said they had no problems with phase one. Two is, I met with the Chamber of Commerce president and executive director and I believe the president Joe Borton is here tonight and would like to speak. Thirdly, talked to the directors of Western Ada Recreation District individually, and I am on their agenda to show hem what I have found out as far as the lease agreement (tape changed sides) the dashed or hashed lines represent the area that is included in the lease agreement, a nine year lease agreement signed in 1972, and I have a copy of that. Bird: You were able to find this? Kuntz: Fourth, the Parks and Recreation Commission addressed this issue last night at their meeting and two of those members, the chair person and another commission member here tonight to speak in support of moving ahead with phase one, in getting that built simultaneously. The chamber expansion is under construction. If you want to hear from those individuals now or if you have any questions from me. Bird: Is there anybody out here who would like to do it? Western Ada? Morrow: Mr. President, Walt Morrow representing Western Ada Recreation district. We are meeting with Tom Kuntz on Thursday. Our only question with respect to phase one is that if you are going to eliminate a number of parking spaces by taking out the road. Where are those people going to go? Are they going to impact our parking spaces at the pool? Or the Legion or the speedway or whatever? I don't think that I have heard a solution to that, and that will be a topic that we will be very aggressive at it at our meeting on Thursday night. Do you have any questions in terms of us? Anderson: You had indicated at our last meeting that you guys were getting some surveying done. Have you got the results of that? / ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 27 Morrow: We don't have those back - they are supposed to be back Thursday night or by our Thursday night meeting. And the copy of the lease came from us, we were the ones who found the lease. He got that based on our number from the Recorders Office. Bird: We are not going through a full lease are we? We are just going from the legal description and putting that on the plat? I mean you are not going through a complete survey? Morrow: No. What we are doing is we are reconciling what is on the lease, the legal description to the plat. That's correct Anderson: You should basically be confirming this hashed out area. Morrow: I would hope so. Anderson: If you would let us know then if there is a discrepancy then. Morrow: We shall. Bird: Anyone else? Joe? Borton: Mr. President, members of the Council, Joe Borton, President of the Meridian Chamber of Commerce. Just to get the record straight and clear where the Chamber sits on phase one issue. I come to you wearing only the chamber hat on this. We are in support as Mr. Kuntz said, of phase one and working with phase one. From the Chamber's perspective, we see it as a benefit for the Chamber that phase one is completed at the same time as the Chamber building is done, the benefit specifically being that the Chamber facility is not in use, at the same time there is not parking to use the facility. There is a concern that, by way of example, if phase one is done later on and we have this great wonderful Chamber facility, one that we are going to try to use all of our meetings for and bring everyone back to, then we've got the parking structure destroyed for a period of time. So, based upon that, we are in support in doing it in one phase. I sent a letter to the mayor and to the Council as you saw last time, to Mr. Kuntz. It addressed an issue I think, I have seen the minutes and think there is a concern, to what I was saying or wasn't saying. And I make specific reference to the fact that I am only wearing the Chamber hat in that the Chamber or I have never been asked and have not analyzed whether or not phase one is the best use of city resources, the most feasible park project in light of other resources, things of that nature. The Chamber would be glad to look into that and discuss those types of issues. But our support for phase one taking place in January along with the Chamber expansion is based upon the assumption that it is this Council's recommendation that that is the best use of limited resources. The issues raised ( Meridian City Council Strategic Planning Workshop December 11,2001 Page 28 by the Chamber with regards to the handicap accessibility with the park and with the new Chamber facilities. Adequate parking spaces, I believe has been resolved. Mr. Kuntz has indicated that that shouldn't be a concern, Obviously the handicap accessibility to the building has to be maintained. I don't think that there were really other issues the Chamber had specifically other than designated parking, trying to keep some of the original intent. I wasn't a part of it. Clearly, wasn't back in 1988 when the Chamber building was first erected. Some of the original intent the City had with how the Chamber would be utilized, what parking facilities would be made available to the Chamber and the patrons of the visitors center and individuals. That is some of the intent we are trying to maintain, in those discussions about designated parking facilities. Maintaining the handicapped access with the new entrance on the east side. At the same time, Mr. Nichols has been contacted and there are lease preparations, I don't know if its gonna be - probably a brand new lease, I don't think its going to be an addendum necessarily to the existing lease - to address some things like the landscaping maintenance, to clarify a lot better how this, from utilities from maintenance and repairs, responsibilities are going to be separated between the city and chamber with regards to the restrooms and the remainder of the facility. That is undergoing right now. We do still have tentatively set, knock on wood, January 15th at 1: 15. and on the record, you are all extended an invitation to the Chamber luncheon. You are going to get one in another form as well, to then come out to the groundbreaking. Again, knock on wood that we can come out there and get things started. That is the Chamber's perspective on what we are discussing and are and are not in support of. Bird: Any questions for Mr. Borton? Anderson: Mr. President? Bird: Mr. Anderson. Anderson: I have a comment here, when this expansion of the Chamber first started, I thought it's a great idea here and I would love to see the Chamber expand. But when all these issues keep getting raised about he parking and access and how big the Chamber is going to be, I am starting to ask the question in the back of my mind, is this still a good partnership here. I am not so sure from what I am hearing and the concerns that you guys are raising if you wouldn't be better of in an office building somewhere where you have your own parking and your own landscape and those kinds of things. Obviously, parking space is a premium and we don't have that much land in Meridian. I always thought this was a good relationship, but the more issues that keep getting raised, about parking being displaced and all these kinds of things, I'm not so sure that this is a good relationship. Maybe it needs to be discussed a little bit more and some people with a bit of farsightedness should look at what are the chamber's needs going to be? In ten and fifteen and twenty years down the road. In the middle of a ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 29 city park, playground with little kids and the competing interests. Maybe that is not the best place to have it. I would hate to see you guys spend a lot of money to build onto the building at this point if you have all these concerns about all those issues, they ought to be discussed a bit more now. That's my input. Bird: I have got a thing on that. Maybe we ought to see if they would want to buy the front part of that park, because when Franklin road is expanded and we get the business and stuff down there, that isn't really going to be a friendly park for kids and stuff to come into. The back part is great. You can get into that. I think that maybe we need to take a look at that. I don't know what that front part is, what seven acres, five acres? What is the front part of Storey Park? Five and a half acres. You have a well on it. I don't know. I think that's an idea location for the Chamber myself. Any other questions? De Weerd: Mr. President? Bird: Mrs. De Weerd. De Weerd: I cringed when Ron started talking. I think this again, all of the partnerships in Storey Park, gives me reason to believe that this is the way and route to go for the park system, and certainly the only way. The partnership between the Chamber and the park and visitor center - visibility and location is what really makes that visitor center work. It's certainly the way I want to bring a visitor into our community and have a fill of our community right off, in to a city park and one that values that park system, what a playground would represent and a swimming pool with WARD and those kinds of things. That is exactly what I want our first impression to be. Having the Chamber in there, just that relationship to me I think is ideal. I want to see this continue to work. This is an real aesthetic amenity to our community and entryway to Meridian. I want to see this work and work with the partnership. I know that proved a challenge for all the partners to make sure the needs are met. I don't think necessarily that the Chamber has raised any concerns on parking other than maintaining what they do have. That is what they have for their staff as well as the area for visitors to come visit that facility. The partnership with having the park restroom facilities is ideal. It was the only way we are going to get better restrooms in that area and something that has been a service. The demand for those picnic shelters and playground structures bring along with it. I don't see that there is an issue. I think the thing that Walt raised is more the displaced parking between phase one and phase two, and if we can just hang in there for the period of time between phase one and phase two. What ever that period is designated to be by the Council. Bird: Any other questions? Nary: Mr. Chairman. Meridian City Council Strategic Planning Workshop December 11, 2001 Page 30 Bird: Mr. Nary. Nary: I guess since I am the new person here, on this particular project, I guess the only thing I find a little troubling, I think I agree with what everyone has said, I think having partnerships in the park, making things work, are something this city has had for a number of years. Especially in Storey Park. I think that is a positive for the city. I think having that park there is a great entrance way to the city. I guess what I find troubling is that we're talking about a month from breaking ground and we still don't know whether or not we are infringing on someone's lease, whether or not we are working with a partner in the park. These are planning issues that should have been done months ago. Just as a newcomer to this project, I guess that I find a little troubling, not saying its your fault Joe, just saying I find it troubling that we are still trying to discuss what to me is a beginning planning step a month from groundbreaking. That is something that should have been done a while back. Borton: Mr. President and members of the Council, again, from the Chamber's perspective, I think I need to act on Councilwoman De Weerd's comments exclusively and in response to some of your concerns Council man Anderson, with regards to moving the facility in ten or fifteen years. One of the things there was a specific financing and building location subcommittee to investigate those things. One of the main problems we have got, and have got today is financing. The available to pay today, for a move or different types of options, we like the idea that existed back in 1988 with this being somewhat a gateway to the community and the visitor center's use. You are exactly right that it is a great benefit in its present location. But we did investigate that - purchasing land, leasing space, purchasing another building. There really wasn't any other viable option that met today's needs. The benefit that we have received from partnerships in the past with the city, specifically with the City in this facility have been phenomenal. Its phenomenal through today, the support we receive from the city. Working with the lease, with specific to the Chamber, getting our permits run through in a timely fashion to allow us to do this. The time is short and the need is now. It has been a great benefit at least with the Chamber and the city, that we are specifically involved in, make this a wonderful opportunity. It benefits both partners, the city with the restroom facilities and the Chamber. With regards to the parking issue, I am not trying to make this sound like it is rocket science. Maybe I shouldn't belittle the situation either, I don't think the Chamber has got a whole lot of concerns. I think perhaps I might have stirred the pot a little bit when I tried to clarify where we are and where we aren't, as to what our positions are. Really all we .wanted to do is make sure from the Chambers perspective, the original assets the Chamber had with regards to parking and access remain. The issue with regards to whether or not removal of thirty spaces and increases of eight over several months - I think Mr. Morrow has got a great concern with that one. That is a cost benefit analysis I defer to Council. I defer to WARD. I think those meetings, as the Council suggested, will happen soon. They can't ( Meridian City Council Strategic Planning Workshop December 11,2001 Page 31 come soon enough. I think you're right, these things need to be done yesterday if not today. Get all the people on board, together. From the Chamber's perspective, this is a phenomenal building, phenomenal location. It's a wonderful partnership. Also I think its critical in the bigger picture to have the Chamber and the City be involved. Involved together. This may be a symbolic connection between the city and the Chamber and P & Z. Keeping the involvement, keeping us in front of you, you involved with what we are doing. This is a unique blend. People might point their fingers at each other and disagree over certain issues but it does provide an opportunity for all the partners to come here together. Those are the Chamber's perspectives. January 15 the knock on wood. Seems like everything is going fine and all of the Chamber's concerns have been addressed. Bird: Any questions? Thank you. Anybody else? Mr. President and Council members, all I can say is this has been on our docket - I am Bruce McCoy, Chairman of the Parks Commission - this has been on our docket for the past several months. The Parks Commission has given a lot of careful consideration to this plan and its been budgeted. One of the challenges we constantly face on Parks Commission is to take what little financing we have from the city and maximize it to provide as much green space as possible. We see this as a very good way to do that. By taking a road out, it creates green space and it moves the park and it is appropriately used by the ball fields and by the pool. My only concern is that if we all haggle over getting through phase one, we are never going to get to phase two. Phase two will replace every single parking space that phase one removes and actually puts them in a much better proximity for those people who are concerned about the parking. So I must say it has a 1 00 percent backing from the Parks Commission and its been very carefully considered. We think this is the best option for all parties involved. Bird: Any questions? Thanks Bruce. Kuntz: Mr. President and Council, just two quick comments. One is, Commissioner Nary, the issue as far as the leased property that you see before you tonight, was not researched earlier because it is not impacted in phase one at all. Two is, the issue on what we are going to do with the twenty-two spots we will lose over the course of the summer. There is a couple of options. One is, I have talked with Kenny Hamilton - is that we created a ramp that allowed people to pull up into this dirt area owned by Mr. Haun. This area here. And he gave us permission to use that as long as it doesn't conflict with the Speedway use. Two is, we have additional space to the south of our current park developed area by the softball fields, that again there is five acres there that can be used for parking as long as it doesn't conflict with the Speedway use. That would be this area here. Between those two areas, we feel like the twenty-two spots that will be lost ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 32 between construction of phase one and construction of phase two next year, will be mediated. Thank you. Bird: Any questions? I have none. Thank you Tom. Council lets go on -- Issue #5 Discussion of the White Sewer Trunk and North Slough Trunk: Anderson: Mr. President, I would like to go back to issue number five because I guess was the one who had requested this at the last Council meeting and clearly the wires must be crossed because what I had asked for is - we had an applicant come before us, Mr. Jewett, who asked us to be able to look at whether we could provide sewer to his property. I said I could not make an informed decision on that without being apprised and reviewed where the White Trunk line and the North Slough were gonna go and what properties they would be able to sewer. And all we got on this update is easements on the White Trunk, which doesn't help me at all in refreshing my memory about the sewer and what lines would service those areas and where the existing capacity is and stuff is. Bird: Ok, we can go back there then, Council, with your permission. This is the same map each one of us has got - it's a different one? Watson: Mr. President and Council members, this is a very small scale map, so I am not sure you can see it all - this is the master plan that I pack every where I go. This is Locust Grove Road, this is Jim Jewett's property. The Vienna Woods lift station is located in the southwest corner of Vienna Woods and there is twelve inch sewer all along its frontage. Full quarter mile. The southeast corner of Westborough Sub is quarter mile away. As I explained last week, Mr. Jewett's engineer submitted some topography and preliminary sewer layouts, early summer or midsummer, for this Westborough Sub. As I stated last week, approximately thirty of sixty five or seventy lots in there with the layout he, presented could gravity sewer back out to Locust Grove Road if he constructed this quarter mile plus of sewer. All that is showing on this map that is actually built is this quarter mile of twelve inch sewer that fronts Vienna Woods. The lift station in the southwest corner pumps down into an eight inch sewer somewhere in this vicinity which does drain into the South Slough. The South Slough is limited in what it can receive. The pumps that are in Vienna Woods lift station are sized to only accept what is currently approved, which includes the full eighty acres of Vienna Woods and approximately fifty lots of Edinburg. The wet well, the force main, the electric, everything but the pumps, as I stated last week, is sized to serve everything east of Locust Grove. You'll note that there is a service area lying two or three hundred feet west of Locust Grove. That is pretty standard on these maps. Everything flows east to west. So usually with these deeper trunks you can get some frontage back into the gravity lines back into the property if you go back east. I think Mr. Jewett is claiming that its - his statement that his subdivision can be served and is shown in the service area of the Vienna Woods ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 33 lift station is somewhat true. There is a strip along here that has always been shown as being able to gravity back into that line. But the vast majority of it, probably eighty percent, was shown going to the North Slough. De Weerd: But isn't even the Vienna lift station in the master plan, pointed to the North Slough eventually anyway? Watson: Yes, but they are going into different parts of the North Slough. This is supposed to come down this way, into this little spur. The ground is sloped this way. De Weerd: The eighty percent would not be really necessarily going to Vienna Woods lift station, only twenty percent were actually designated to do that in the ultimate - Watson: That was in the original master plan as I said, he came in with some additional topography, some on the ground surveying which showed al ittle bit more could be gravity sewered back into Locust Grove. Bird: Brad there is even some of this on the east of Locust Grove that looks like it should go into the White Trunk line, but it flows naturally back into the North Slough if I remember right, isn't there something? Watson: The dividing line, and I will bring a permanent map over here and just leave it here. That shows this a little bit better. This line right here is the divide - everything north of that goes to the North Slough. Everything south comes around here. The North Slough picks up everything from here east. Bird: I think the question that Ron points out for Mr. Jewett. We have the White Trunk, its done. The Vienna Woods will dump into the White, it will not go onto the South Slough at that point. Watson: Correct. That is the way we are designing it. Bird: So, but the lift station we have there is to its capacity right now. Watson: With the current pumps. The wet well, the electrical, everything to do with that lift station was designed for everything east - this whole six hundred or seven hundred acres - because as I stated last week, I fully anticipated once we could turn this into the White trunk that additional development could happen. Ultimately turning this into the White Trunk is an interim, its not the quick fix, it is not the long term fix, its somewhere in between those. That is what we tried to provide for when Vienna Woods was built. Anderson: (inaudible) with Vienna Woods? ( ~ \ Meridian City Council Strategic Planning Workshop December 11,2001 Page 34 Watson: It is bisected by this service area line right here. Edinburg is this forty off the southeast corner. Anderson: (Inaudible) flow into it? Watson: Correct. I think fifty-four. It wasn't the lift station that was at capacity, but the receiving line, that leg coming off the South Slough, that was the limiting factor. Anderson: If that line was the limiting factor, that wouldn't change even if you added Mr. Jewett's. I mean you are still over capacity - Bird: -- into the South Slough - Watson: At the present time and when he furnished that analysis - his surveying, I met with both Gary and the Mayor to take a look at it, because I know there are other issues than just engineering, but my memo says that yeah, thirty, thirty-five lots of Westborough could technically be served by Vienna Woods lift station if it was discharging to the White Trunk. And that is alii said. Bird: OK, any other questions Mr. Anderson? Anderson: No Bird: Mr. Nary? Nary: No sir. Bird: Mrs. De Weerd? Thank you Brad. Watson: Thank you. Bird: Yes? Sieter: My name is Dave Sieter, I am here representing Jim Jewett. If I might take a minute of your time. The - Jim had another meeting to go to in Eagle tonight. He was proposing to - first he was asked me for a clarification on whether you were going to take it up tonight. Because that was his understanding. Now that you have done that, you have had that discussion, he was the one that was going to address the specifics of the sewer, so I ask at least that at least he be allowed to discuss that now with your staff. I do have a somewhat broader issue, at least to make you aware of. Bird: Ok, we will listen, make it short please. ( Meridian City Council Strategic Planning Workshop December 111 2001 Page 35 Sieter: Again for the record, my name is Dave Beiter, I am with the firm of Beiter Worth and Walker. We have appealed the county's decision on Westborough Subdivision. But we have also formally requested on November 29th in a letter to you and the mayor, that we mediate this issue. I have about ten years experience, mostly on the other side, mostly on government side of these issues. I have had a chance to look at the appeal, and I think there is a strong case. We think it would - all our time would be better spent trying to resolve this. Because if we are successful on the appeal, they would set up their own sewer district, which I don't know that you all would like or the affect that that might have if that were to be what happens. Once you go that way, you may have several of them. Its not - there's no incentive to hook up when you have done that, I don't think, and there is legally no requirement that you do that. That is at the end of that road and we are prepared to go there. We just don't believe that we are all well suited if we end up there. So we ask that, again I am not here to speak for the report that has just been given, but I do ask that Jim be allowed to discuss that with your staff. I would also like you to consider that we mediate this, because I think the, if I understood the testimony, there is an opportunity in the not too distant future to service this area. If not the complete subdivision, a pretty decent chunk of it. So I would ask that we look at a way of resolving the issues aside from taking the appeal all the way. I would gladly answer any questions. Bird: Any questions for Mr. Beiter? Thank you very much. And I am sure that Mr. Jewett, can talk to our staff - our staff is always willing to talk. Beiter: I guess, just for clarification, when do you anticipate taking this up again, in your next meeting or some in the future, or is the extent of your discussion? Anderson: We had a request last week from Mr. Jewett to look at and give him an answer again, on whether we would be willing to provide service to his property so that is why I asked for the refreshment of the pieces of property and where they lie and where the sewer lines are. Based on what I am hearing tonight, then probably at our next Council meeting we would give Mr. Jewett his answer as far as whether we feel like we can sewer that or not. Beiter: Ok, thank you very much. Bird: Thank you. Will, will you see that that gets on there? Berg: Mr. President, I assume that was the intent of the motion when he said to have it at the workshop to find the answer and up to date information. Issue #8 Discussion of status / update of new fees for Public Works and Safety Services impact fees: ,- 1, < Meridian City Council Strategic Planning Workshop December 11, 2001 Page 36 Bird: OK, now lets go on to the discussion, the status of the update on new fees for public works and safety. This your game too, Brad? Watson: Mr. President Bird and Council members, I guess so. The update on the public works review and inspection fees, is that, with Will's cooperation and President Bird's cooperation in scheduling this, we hoped to have to have these at a public hearing on the fourth Tuesday in January. I originally intended to get them on the fourth meeting in December, but with no meeting, that won't happen. Am I correct, Will, that is what we're going to do? Having the legal notice typed up and sent to the Statesman. I am also hoping to - I will, getting very close on the water and sewer rates. Water as I said I think a month ago is very good. The sewer has been a challenge. I will have those on the table, to the finance department and MUSS next week for their review. I am sure Mr. Nichols, would you have any interest in looking at that? Nichols: Mr. President, and certainly Brad, I looked at Boise City's categorization of their various fees and so, we can sit down and talk about that. Councilman- elect Nary is probably pretty familiar with those and can help with that issue. Watson: That would be great. Thank you Mr. Nichols. The other fees, and I know you keep waiting for these, but I was directed at last week's counsel meeting to work on latecomers fees for the Silverstone folk, and regards to Vogt's 1-84 crossing. I did in fact get those numbers to them. Your trunk fees and the assessment fees update is still there, I know its there. I just have got some other things I have got to get done and they will get done this spring. I am including them as part of our strategic planning, so it will be in print and we can go from there. Bird: Brad, on that trunk line fee, I think that's very important you get that in line right now. The sooner the better. I think Stacy and those people can help you - the accounting and stuff with that - I know you guys are very busy. But if we - we've got some situations we can look at. Boise has got them in place and lets face the facts. I don't know if Nampa had a trunk line fee or not. I don't know how they do theirs. I don't believe they have latecomers fees. I think Nampa puts all theirs, builds all their trunk lines themselves I think, but I am not sure. We have got something out there that we can look at and generate what we need off from. I think that we - the sooner we get that in line, the better off we are as a city. Quit having these latecomer fees, quit having developers hold us up because they had a bad experience with our latecomers fees. They are not paid enough and in a fashion that should be. And its nobody's fault - they are just a real pain, those latecomers fees are. I would like to see that a real priority. Watson: President Bird, I agree with everything you are saying, wholeheartedly. And I do intend for this system to at least do away with most of the latecomers agreements. ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 37 Bird: Any other questions? Thank you very much Brad. Watson: Thank you Mr. President and Council. Bird: Safety, Public Safety? I don't think anybody has went down any further on that have they Chief? Bowers: I thought maybe Brad could do it. President, City Council members and P&Z, I don't have anything to show you at this time. We have received the information from Bill Nichols on how to set that up. We have stuff sent to Ron Anderson and the Mayor from other departments that we can pull stuff out of. We sat down and did a master plan of where all our fire stations should be and not just on the north side, but also on the south side. So it probably won't be a three or five year project, it will probably be about fifteen or twenty years. We are working on it and I thought we would have a little bit farther along on it but John Luthy has kept us real busy so that is where we are at this time. Bird: Any questions for the Chief? If not Chief I would like you to inform the rest of the Council what we did this morning. The mayor wasn't here so you'd called me and we had a problem come up. Bowers: We received a letter in the mail. Yesterday I think, or Mike Ingram did I think, our rural chairman, that city of Eagle is looking at their comp plan of where they want to go, how far they want to enlarge their plan. What that entails is, taking quite a bit of our rural area and putting it into the city out there. We got together this morning with Keith Bird, Joe Silva, myself and sat down since the mayor is out of town and tried draft a letter to the Ada County Commissioners saying that we would still like that piece of property stay within the rural fire district even though it will possibly be annexed into the city of Eagle. Where this is at is at Chinden Road, north side of Chinden, from Linder down to McDermott. Yeah, they wanted to go down clear to McDermott. They want to take a lot of area. Bird: It was the Spurwing and everything. Kenny what do we go back, about a half mile there? Off Chinden? Bowers: We go to the river. Part of it's a mile, part of it's a half mile. So we go the south channel of the river. So there is a gonna be in the future, a lot of homes in there. A lot of big dollar homes, so we sent this letter off to Ada County Commissioners today. And I just wanted to let you guys know what we were doing so we wouldn't step on anyone toes. Possibly in the future, I know there aren't any plans to sewer that from the city or water it, but if we could still keep it in our fire district somehow, we would sure like to. (' Meridian City Council Strategic Planning Workshop December 11, 2001 Page 38 Anderson: My understanding on rural fire district laws, is that for them to be able to change from your fire district to Eagle, they would have to de-annex from your district. They would have to sign a petition and then annex to Eagle's fire district. Simply because eagle city annexes that area or impact area, it does not change the fact that they are still in your fire district. Only if those people petitioned to get out, is that correct? Bowers: That is correct Councilman Anderson and City Council members. In this camp plan it does say that any pieces of property that is annexed in to the City of Eagle will go to the Eagle Fire Department to take care of. That is what we were trying to cover or take care of in that area. Bird: That stated, Ron, is that if they wanted anything they took out into their impact area that their fire district, which they are not even a city fire department, would automatically come into it. And this is what Kenny - the letter stated that we were not in favor of. Anderson: My question was for legal counsel then, can they do that legally? I mean - Bird: They have done it already on some, one parcel - two parcels wasn't it Kenny, they did it on Sugarberry that Bob Geisler just built and the- Anderson: But I thought those people petitioned to get out of the district. They had to sign a petition. I would think the city could just do it in a motion by the county or changing the camp plan. Bird: I don't know Ron, but those two and then where Lindley's Farm which is having some nice homes built there still in our section and of course they want to take that out too. You are getting, we are getting so many homes out there that are most expensive than any home's we have got in Meridian city limits right now. Bowers: But what we did - we shot a letter off to the commissioners. I called Commissioner Grant Kingsford today. I left a message on his recorder. I think we faxed it to you Ron, today, or emailed you. I am not sure if you've seen it yet. We just wanted them to be aware that we still wanted that in our fire district at this time. Because we will able to service it as soon as we build the station on Locust Grove - we will be able to service that area much quicker that Eagle coming from clear down there. Bird: Actually, our Ten Mile can service it faster than what Eagle can. Bowers: And our Ten Mile can go straight out Ten Mile to Chinden that way and service that area quicker. Are there any questions? f. r. ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 39 De Weerd: Yes, where does their area of impact go? Bowers: Our area of impact? De Weerd: No, Eagle's. Bowers: City of Eagle. Locust Grove and Chinden. Then it goes west to Sugarberry, a new subdivision off of Meridian Road. They wanted to go from there clear on west to McDermott. So at least to Linder and maybe farther. De Weerd: Do you know what their rational is? Their reasoning? Bowers: Great big homes, taxes. De Weerd: Well then there is no reason why we can't get that area in our area of impact to follow our rules. Bowers: They are contiguous to the city. You don't have any plans at this time to water or sewer that to my knowledge. Bird: Boise is sewering it for them - they drop it right down the hill and go. Ok, thank you. Any more questions? Chief? Worley: Mr. President and Council, we are also still in the formative stages. Frankly, police departments are not nearly as capital structure based as fire departments. Although, one of the things we looked at it is cooperative facilities. Small substations in fire departments. That will be something we will look at in conjunction with the Fire Department as we move along. We also - one of the things we have to balance with the fire stations -- is that the best approach for us, or are we better off to look at more commercial siting such as Nampa did out at Karcher. Those are things we have to weigh as we move forward. Bird: Any questions for the Chief? Anderson: Just a comment to set the record straight. That is a temporary occupancy and they are moving into a fire station soon, they are building about a half mile up the road. Just so you don't think that its better in that commercial area, rather than being in a residential area. Bird: Mrs. De Weerd. De Weerd: I have a question to ask the attorney. What all can impact fees cover? Does it have to be land acquisition or building, or can it be capital such as equipment or those kinds of expenditures? / Meridian City Council Strategic Planning Workshop December 11,2001 Page 40 Nichols: Mr. President and Councilwoman De Wee,rd, member of the Council, the statute is very specific with regard to what impact fees can be spent for. And they are capital expenditures and I think they are defined in terms an expected life. I can't remember the exact definition now. So it is, typically the capital acquisition and improvement -- (tape changes sides) -- a building qualifies as an improvement, the park development qualifies as an improvement. So it is typically looked at as the hard infrastructure, not the consumables. I don't think that police cars qualify because they, I mean my car might last a long time but their cars get a lot more miles on them. De Weerd: How about something like systems, billing upgrading. If you have a computer system and I know you are kind of going away from the Spellman, but if you took for example the Spellman and if you had to double it for anticipated size, would something like that? Nichols: Councilwoman De Weerd, you have to have a capital facilities plan, you have to have a capital plan. That plan has to have all the right elements that statute is very specific and specifies exactly everything that has to be in that and who has to be in your committee when you formulate these things and so on when you come up with the impact fees. I don't know if a computer system would fit because, on one hand you could have some one say, we get a computer system, we keep it for ten years and then you could have someone come in and say you buy it and its obsolete tomorrow. You have to be very careful about anything that arguably doesn't qualify as a capital improvement. De Weerd: I just wanted to make sure that our thinking is based on what can be included in this. Nary: Mr. President Bird: Mr. Nary. Nary: Part of the reason I think the statute is drafted that way is because there is also language in the statute that you are supposed to use it in the area that the fees are collected from. So cars are mobile and it is very hard to make the rational that they are going to be used in the same area. Something that is a fixed cost like a building is very easy to justify under a capital improvement plan. Certainly I guess there could be discussion regarding something - cell towers, radio towers, something like that to assist service in that area. If you have those spots - meridian may not have that many dead spots, maybe south of the freeway there may be issues like that. But that is still a fixed cost in relation to the area. The something maybe in the discussion at least to look at. Anderson: Mr. President. ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 41 Bird: Yes Mr. Anderson. Anderson: I think we probably ought to look at that a little closer, because I think fire trucks is one of those big things and they are a very large expense. But they typically have a twenty year life expectancy and most buildings have thirty. So it is very close in time frame. They would serve a geographical area. Typically they would be assigned to a certain station so that might be something, if we reviewed that statute a little more, that it could cover fire trucks. Issue #9 Discussion of Old Fire Station Building: Bird: I think if you look at it, there is enough examples for us to see what other cities have been allowed to get away with. I am in agreement with you -- lets face the facts, you are getting away with it you know - or what you can push the law to or the statute. What you can claim. Ok anymore? Council, we need to discuss the old fire station. What do we want to do with it? I'll throw out for discussion, I would like to see that if we could find some person interested in purchasing that, to buying some ground of equal value that we could use, preferably next to an existing park or something like that, we could add onto our park and do a trade off. I think that saves a lot of headaches and its become a very popular thing to do within the public entities. I look out there and I seen that snow I am going holy Toledo - anyway that's my opinion on it, if we can find somebody that would buy some ground of equal value to trade it, then we don't have to go through a bunch of - all the stuff we need to do. What's you guys' thinking on it? Anderson: Bill, what is rules again on disposal of surplus property? Nichols: Ok, Councilman Anderson and members of the Council, it has been expanded from what it used to be. You have to first determine whether the property is underutilized or no longer utilized for public purposes. What is your threshold. So if you meet that threshold, then you can opt to sell the property, offer to sell it. You are not any longer required to specify a minimum price but its best to do so. Because there is another part of the statute that says you have to sell it at public auction. So if you don't specify the minimum price and sell it to at the public auction, there is no threshold price over which someone has to - there is no reserve price. You don't - it used to be that you had to get an appraisal and you are not required to get an appraisal now. You can determine the old fire station is worth 'x' number of dollars and we go through the steps specified in the statute to notice it up for a public sale and call the sale, say the minimum bid on this property is $150,000, do I hear any bids for $150,000? Shari just bought it, say Shari just bid $150,000 do I hear any others? Just go through the process. But typically unless it's a small value there is usually is not anybody who is going to bid for the property. At that point, then you are free to sell it, exchange it, list it for sale and do the ordinary thing with it at that time if you wish. And you are not Meridian City Council Strategic Planning Workshop December 11,2001 Page 42 bound by that minimum price anymore. So if you set the minimum price and it sells for that minimum price, then you can list it and if someone comes in and the price is less than what you had said was the minimum price you can choose to accept that. Anderson: So in this case, we should have an appraisal already, that is within two years old on that, because we just had it appraised when we were buying out the rural district's portion on that. City clerk's office or the fire chief should have that in their file. We should pull that out and then do we need to make resolution that declares we have no use for the building? Nichols: It needs to be at a meeting where you can make a decision where there is an approved action of the Council. Where we are talking about a piece of property it might be preferable to do it by resolution than just by motion. You could approve a motion and have us present a resolution to you on that. I know that some attorneys prefer resolutions for lots of things and we have tried to limit those to specific areas, specifically policies that are not covered in the ordinances. But this might be one that's appropriate and have roll-call vote on. Declaring it surplus, declaring the minimum value, declaring that should go out to public bid and follow those statutes. Bird: Mrs. De Weerd. De Weerd: As I understand it, the first process, regardless of what you do, if you trade it for other property or whatever, you still have to go through the public auction? Nichols: Well, no. Councilwoman De Weerd, not exactly. You first have to declare it surplus, but you can do an exchange without the public bid. You can do an exchange as long as you determine its equivalent value. So if for example someone is interested in the old fire station, and they know what - the appraisal that was done is a public document, they can look at that appraisal from two years ago and see the price. They go out and find some piece of property that is worth the same amount of money and if they come to the Councilor come to the mayor and say, I want to make an exchange. This piece of property which I have put earnest money down on, most often they don't own it, but I've got a binding contract to buy it and exchange it for this so I can do 'x' with it. You can then entertain that and do a resolution to do the exchange. It is a lot similar to what we did with the Lakes at Cherry Lane No.8. unbuildable parcel swap for the piece of property that the Gold Course could utilize. We didn't have to declare that available for public auction. De Weerd: That is a timely process. ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 43 Nichols: I didn't say that it was timely. You have to remember who was on the other side of that one. Nary: Mr. President, the idea of a land exchange to me is a little more appealing because there is some control over the outcome. I think Mr. Nichols is right, that a majority of land sales for surplus probably don't get a lot of buyers but you may get some. And this is right next to city hall, in the center of town. I think it would make a more sense from the Council's standpoint to at least evaluate that opportunity on whether a land exchange is more feasible. Whether hiring a broker to go do that - to go out and look in the community for a potential buyer as well as potential sites to use for a land exchange. Whether it is to add onto a park or a whole new park. Depending on the value of this building. At least its an option that should be explored before we go through the surplusing point. I think exchange can be a real win, win for both the city and the potential buyer. At least I think for the cost of essentially a broker to do that work, I think we've got a lot more benefit that we can gain. Bird: It could even be a site for a new fire station. I think that -- I agree with that, I think we ought to look into the exchange if we can. I think its much simpler and nicer deal. We've all received letters that people are interested in doing that. Nary: There are many credible brokers that do that exact work and for cities that can be done. Its less risky option. Bird: Council, we can't make a decision but I would be in agreement that we put this on the 18th agenda. It shouldn't take us long to do that. Its only four pages now, what the heck? Anderson: I'll be in Disneyland. Bird: No wonder you continued everything to the 18th, you knew you weren't going to be here! Anderson: I continued? You are the one who keeps adding stuff to the agenda. Bird: -- continued all the things from the first meeting. Berg: Mr. President, the item I am putting on the agenda is to discuss - Bird: Oh do that in January sometime. We are up to our ears already with the 18th. The first meeting in January is a short one. Second week its - it will be five weeks before we can get to it. De Weerd: This is just to ask for a resolution, right? ," -- Meridian City Council Strategic Planning Workshop December 11,2001 Page 44 Bird: Let's put it on there. Discussion of a resolution on the fire station - Berg: I guess my issue was, you are just going to ask the attorney to prepare a resolution for - Nary: But you don't need a resolution if you are only going to look at a land exchange. So if you want to hire a broker, Mr. President, if you're only looking at hiring a broker to explore with potential buyers and sites, you don't need a resolution. You can ask to do that. You can put that on, but you don't need Council to prepare a resolution just to get a broker to see if you can exchange. That was only if you were going to do a surplus. Anderson: But you do have to declare that you don't have a use for it. Nary: Not to do a land exchange you don't. Not just to go and have someone go out and look at that. You can do that later when you decide that now we are going to make a land exchange, you can do that. But just to hire someone to see if it's a viable option, to see what the costs would be, you don't need a resolution, you don't have to declare anything surplus, you are just hiring a person. Bird: But on the same token, we have to bring forth something we can vote on. We can't do it tonight. Nary: I understand that, I am just saying that you don't need a resolution just to hire a person to go out and see whether or not a land exchange can happen. You can do the other stuff after he comes back and says I've got a buyer, I've got property, lets go ahead and go through with the process like Mr. Nichols talked about. Anderson: It is going to be interesting having two attorneys on the City Council here, and that one you pay for his - Nary: We can do exactly what he said, we just don't need (inaudible) Issue #10 Discussion of Lease Agreement with Meridian Area Senior Citizens Association: Bird: OK, well lets get it on there. I don't know is he free? Lawyers are never free. Yeah, just put it on somewhere Will. Discussion of lease agreement with the Meridian are Senior Center. We have all seen this lease agreement. Anyone have any problems with it? Will, get that put on the agenda to get it passed. De Weerd: (inaudible) ( Meridian City Council Strategic Planning Workshop December 11,2001 Page 45 Bird: Ok Council, we need as a Council to set a time and a date for the Comprehensive Plan public hearing. I think it should be not a regular Council meeting night. Is it standard notification? Berg: Mr. President, Mayor in charge, Council members, Shari and I discussed this. P & Z held this special meeting at a special location because they had a larger crowd than they were anticipating. We were discussing that and think that we didn't think we will probably have an overwhelming crowd but we did feel a special night set aside can be set aside for this issue, so you can concentrate on the issues at hand and recommendation from the Planning and Zoning Commission and ask questions of the staff. It would probably be a full night just to do that. Bird: Ok, do you have a recommendation for the night? De Weerd: I think it needs to be before Councilman Anderson steps off. Anderson: I would be all in favor. Bird: Lets do it the 26th of December. De Weerd: December 28th. Bird: If it is agreeable with the Council, lets get a night set up. You and Shari talk, figure out a night and bring it back to us next Tuesday, appropriate night and date and we'll see if we can go for it. Mr. Nary, what would be your preference on when we have that? Nary: Just not a Thursday. I don't know, I was asking Mr. Berg if there was any nights of your agenda that are available on Tuesdays or are they all as full as this? Besides the public hearing noticed nights, the other two Tuesdays. Is there any opportunity to say, set it at the end of January, not to set anything else on that Tuesday and therefore, that could be that public hearing just for that. One of things Council, just so you are aware, one of the issues that came up at the Planning and Zoning Commission last week was regarding the light industrial zoning for the corner of Ustick and Ten Mile. All of the people in the at room at least appeared not to understand that that had already been designated under the new Comprehensive Plan and that no objections have ever been made to that. I would just think that some of them will come and object to that now. There was about eighty people that night. There will be some people for that. Some of the other discussion items I think Ms. Stiles is correct. We won't have as many people as showed up at the original but what we do see periodically is that not as many people come to the Planning and Zoning Commission because they are going to wait for the Council to see it because they make the final decision. So its kind of hard to gauge, but I think she is right - it probably wont have quite the Meridian City Council Strategic Planning Workshop December 11,2001 Page 46 same number of folks but at least the first meeting you may want to have in a larger room than this. Just in case it is a large group then you would have some way to gauge future meetings won't be as large and then you have some way to do that. Bird: Ron what is your thinking? I have got it at the end of December so you're on. Anderson: It doesn't matter at this point when you set the meeting to look at that. We can do it while I am on the Councilor off. Bird: You know well we don't have time with fifteen days. Berg: Mr. President, just to point out, we do have five Tuesdays in January, which we usually set aside the fifth Tuesday to meet with Planning and Zoning Commission which we have avoided a couple times. One was with a public hearing situation with the - Bird: That would be my preference, the fifth Tuesday. Berg: That might something to look at on the 29th. Issue #10 Discussion of Lease Agreement with Meridian Area Senior Citizens Association: Bird: Its up to you Tammy, you haven't voiced your opinion. Council, that ends our agenda except for discussion of future topics. Seeing how we will have a new Council president before the next one, lets just cancel the future topics and they can take care of it. De Weerd: I would hope that we would have the logo someday. Bird: When are we going to get the logo? Who is working on it? De Weerd: We were supposed to do that in the first week, no the first workshop in November but no one has ever scheduled it. Bird: Where is the logo at? Well I told you what you could do as far as I am concerned - pick one and go. De Weerd: Well, we do need that in an agenda. Bird: Would you make that the first no the second item right behind the school district. Meridian logo. With that I would entertain - oh, Brad do you have anything you need? ( Meridian City Council Strategic Planning Workshop December 11, 2001 Page 47 Brad: I am full up. Bird: Gary, Shari? Chief Worley? Chief Bowers left. Mr. Berg do you have anything? Mr. Nichols? Mr. Nary? Mr. Anderson? Anderson: I am just happy to be here. Bird: Mrs. De Weerd? I would entertain a motion to adjourn. De Weerd: I will move that we adjourn. Anderson: I will second that. Bird: All in favor? Opposed? We are going. Meeting adjourned at 9: 19 p.m. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: ~-""- -~---.. -- - ~ -- - - - - - ... ~"'"-..... ~ . ~~c/~ :/ --({IC,MAYOR ~ #tfhl'h 'j de N U f-d I {!'Iizt C&Uh we jJre<l/d~i::- ! 2~ O~ / / DATE APPROVED November 21,2001 MERIDIAN CITY COUNCIL MEETING Department Reporst November 27, 2001 ITEM NO. 4- B- 2 APPLICANT Park's and Rec Department -- Tom Kuntz REQUEST storey Park Master Redevelopment Plan and Phase 1 Construction Design Agreement AGENCY COMMENTS CITY CLERK: See attached CITY ENG1NEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CfTY WATER DEPT: CITY SEWER DEPT: MERIDIAN SCHOOL DISTRICT: MERIDIAN POST OFFICE: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH; NAMPA MERIDIAN IRRIGATION: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: BUREAU OF RECLAMATION: OTHER: (, f}~ yvv1r {:fC- . vii {/'fV tvpcl Contacted: Date: Phone: Materials presented at pUblic meetings shall become property of the City of Meridian. ( Memo RECEIVED NOV 2 1 2001 To: Mayor Corrie and City Council City Of Meridian From: Tom Kuntz City Clerk Office Date: November 21,2001 Re: Agenda Items for the November 27,2001 City Council Meeting The Parks and Recreation Department requests that the following items be placed on the November 27th City Council Agenda: 1. Enaineerina Service Aareement with W & H Pacific - After several meetings with the Land Group, W & H Pacific and adjacent landowners, we are ready to ready to readdress the irrigation ditch tiling project at the 58-Acre Park. The project will require additional design services as a result of adding an irrigation pond and addressing the drain water issues. We are asking for Council approval of an Engineering Service Agreement with W & H Pacific in the amount of $4, 164 ($3,750 for irrigation redesign and $414 for ACHD rights-of-way legal descriptions). + 2. Storey Park Master Redevelopment Plan and Phase I Construction Desian Aareement - CT A Land Works was hired to develop a Master Redevelopment Plan for Storey Park which will be presented at the November 27th meeting. $120,000 was budgeted for Phase I construction this fiscal year. We want to coordinate Phase I construction with the remodel of the Chamber building which is scheduled to start in mid-January. We are asking for Council approval of an agreement with CTA Land Works for Storey Park Phase I construction design for an amount not to exceed $2,500. 3. Request to Fund Chateau and Bear Creek Park Plavaround Eauipment - Game Time, a playground manufacturer, is offering a one-time 500/0 discount on all of their playground structures. The discounted cost for the Chateau playground is $13,000 C:\Documents and Settings\dtyderk\Local Settings\T emporary I ntemet Files\OLKD\ 11-21-01 City Coundl Playground Requests.doc Page 1 ( and $25,000 for Bear Creek playground equipment for a total of $38,000. Without the discount, the cost of the playground equipment would be $76,000 when purchased at any later date; the deadline for purchase is November 30th. This purchase was not included in this year's budget; however, staff wanted to bring this opportunity to the Council's attention because of the potential for substantial savings on much-needed playground equipment. Funding is available from one of the revenue sources as outlined in the November 9th Parks and Recreation Commission Memo (attached). Council direction on this issue is appreciated. 4. Bear Creek Park Restroom DesiQn - Following Council direction, the Parks staff has researched the restroom design for Bear Creek Park in effort to identify a true construction cost. We met with two architectural firms to discuss modifying Tully restrooms to fit Bear Creek. The cost to modify the plans to be construction-ready is $3,500. This is not a budgeted expenditure and requires Council approval. Funding is available from uncommitted impact fees. . Page 2 eTA ~NDWC>RKS GRC>UP 29 October 2001 Tom Kuntz Director Meridian Parks & Recreation 11 W. Bower Street Meridian, ill 83642 RE: Storey Park Phase 1 Constroction Documents Dear Tom: ~ -. .: .~ CfA LandW arks Group is pleased to provide this estimate of Landscape Architectural Services for Construction Documents to Storey Park Phase # 1. Thanks, Tom, for your continuing llUSt in cr A LandW arks -- we are excited at the prospect of working with you agam... Per our conversations, we understand that you would like the Constru.ction DociJments to include the removal of the road in front of the chamber building, a small par.king area for both the park and the chamber, and a concrete.cmrb for a future playground facility. All associated work will be completed as well. ' We suggest the following scope of services to accomplish this work: 1. Demolition Plan Show existing structures and facilities that will need to be removed and specify how they are to be disposed of. 2. Layout Plan and Site Details . Produce a layout plan, and detail site items such as asphalt, concrete curbing, etc. 1185 Grove Street Boise, Idaho 83702 3. Grading and Drainage Plan Show spot elevations as needed to convey design int;ent. Drainage to be design/build to match the existing system. 208.336.4900 4. Landscape Plan Show the landscape improvements including restoration of removed road, etc. fax: 208.343.3531 5. Irrigation Plan Not provided www.ctagroup.com I landworksI 6. Specifications Not provided Fee: The fee for the above services will be calculated on a time and material basis. Our estimate for these services is $2500.00 at out current billing rate of $62.00 per hour. This is based on preparing construction documents from the existing master plan with no funher changes. LANDSCAPE ARCHITECTURE LAND PLANNING g: \ storp ark\cd-prop. doc ( Storey Park - l.,....cridian, Idaho 29 October 2001 Page 2 Reimbursables Supplies and materials necessary for the production of these plans, including but not limited to any scanning or printing costs, mileage, film, and photo processing, will be billed monthly as inCtUTed at cost plus 100/0. Please note that utility and bidding services are not provided for within this proposal. We will be happy to discuss any additional needs you have and propose a fee for those services, or bill any additional landscape architectural services at the hourly rate listed above. PAYMENT SCHEDULE We will begin work on this project with your approval of the master plan. Payments are due and payable thirty (30) days from the date of CTA's invoice. Amounts unpaid thirty days after the invoice date shall bear interest at the rate of 1.5% per month. Thanks, Tom, for the opportunity to submit this proposal. If you have any questions please do not hesitate to contact me at 336-4900 ext. 106 or tobyn@ctagroup.com GROUP Accepted: cc: CTA File Date: g: \storpark \cd-prop.doc ~ l L ;1 ~ l:: -::J r \j Ll-\ \.. r~ $~ j) \, f{:"~ [jJC;....1 (r(~C' ~ [:..~ (,..u . o o ~~ .~~-~ 4') "7: .. ..... ~:;& i?5"~ r 1: ~~ '4\ , i I ,,fir- . ~ ~f ~ ~ .~ ~..~ ,~ ~ :f i * t '::t #~ ~ . I {$1 ,r,s"e :tn rf~~ {5-~ f$"~ -I (1~ Q;j {~"e * * {{if '1../ .. rf~1 w o J(i~ '{,~i? 58 -I fi? ~ ., ............. _ --l I .". ~ , 215 E. Franklin Road · P.O. Box 7 Meriliian, Iliaho 83680 - . "~::J'Je"~ CHAMBER 0';' COMMERCE ( ) (208) 888-2817 · Fax (208) 888-2682 November 26, 2001 RECEIVED NOV 2 6 2001 Tom Kuntz Meridian Parks & Recreation Dept 111 W. Bower St. Meridian, ill 83642 City of Meridian City Clerk Office Dear Torn, It was a pleasure meeting with you this morning to discuss some of the details of the Chamber building project prior to ground-breaking. If I failed to mention this to you, the ground-breaking ceremony is scheduled for Tuesday, January 15th at 1: 15 pm, and I hope we can count on you being there to help with those first shovels of dirt! From our meeting, I would just like to recap our agreements on several issues, so that I can assure the Chamber Board, and you can assure the City Council, that we have done so. 1. The outside lighting under the eaves around the entire building will be on a photocell for security lighting during nighttime hours. 2. At Elroy's suggestion, the landscaping around the Chamber building will be maintained by the Park staff, and watered through your irrigation system, in return for which you may alter our landscaping to fit into the Park Master Plan, as long as the Board can see those changes in advance. The Chamber will attempt to secure donations of landscaping materials or otherwise assist with the cost of landscaping . changes. 3. The Chamber can return to our prior practice of utilizing the Parks Dept. dumpster and our curbside trash can, as long as the Chamber staff or our cleaning service empties said trash themselves. We understand that the Park staff will not pick up any trash from the Chamber office. 4. At such time as the Chamber grows in staff or size that a more considerable amount of trash is generated, we will make other arrangements for a dumpster of our own, in accordance "with .City code: -.'. . 5. ' All utilities w~ll be metered separately -so that the Chamber pays for their services, and the City .pays those .for tpe new restrooms. Re~arding proposed parking changes to Storey Park: our Board met with you on Sept. 20 and selected one draft plan from the three you presented, with the understanding that you would work from that preferred plan and be sure that the two concerns stated in our meeting were met. Those two concerns are that the number of current Chamber parking spaces (approximately 12) which were put in by the Chamber at the City's request, are equaled and signed as such in the new plan; and that our handicapped-accessible entrance at the southeast /' ( comer of the building not be altered. I notice in the proposed plan that you intend to change this entrance. I que'stion putting all three handicap spaces for the Park in that location next to the . Chamber building, and ask that you change it so we retain our ADA compliance at our only handicap-accessible entrance. As a lease-holder of City property in the Park, the Chamber Board was never asked to address whether the proposed changes are the best use of limited resoUItes. Our stance on the matters listed above are based on the assumption that this is the case. We obviously defer to the City Council on this issue as a budget decision. For your information, I have also begun working with City Attorney Bill Nichols on the revised lease agreement Please call me if you h~ve any questions. Thank you again for meeting with me. JWB/ts cc: Mayor Corrie and City Council .or\" ( ( 215 E. Franklin Road · P.O. Box 7 Meridian, Idaho 83680 ~17?r+ CHAMBER o;f COMMERCE (208) 888-2817 · Fax (208) 888-2682 November 26,2001 Tom Kuntz Meridian Parks & Recreation Dept. 111 W. Bower St. Meridian,ID 83642 RECEIVED NOV 2 6 2001 City of Meridian City Clerk Office Dear Tom, It was a pleasure meeting with you this morning to discuss some of the details of the Chamber building project prior to ground-breaking. If I failed to mention this to you, the ground-breaking ceremony is scheduled for Tuesday, January 15th at 1:15 pm, and I hope we can count on you being there to help with those first shovels of dirt! From our meeting, I would just like to recap our agreements on several issues, so that I can assure the Chamber Board, and you can assure the City Council, that we have done so. 1. The outside lighting under the eaves around the entire building will be on a photocell for security lighting during nighttime hours. 2. At Elroy's suggestion, the landscaping around the Chamber building will be maintained by the Park staff, and watered through your irrigation system, in return for which you may alter our landscaping to fit into the Park Master Plan, as long as the Board can see those changes in advance. The Chamber will attempt to secure donations of landscaping materials or otherwise assist with the cost of landscaping changes. 3. The Chamber can return to our prior practice of utilizing the Parks Dept. dumpster and our curbside trash can, as long as the Chamber staff or our cleaning service empties said trash themselves. We understand that the Park staff will not pick up any trash from the Chamber office. 4. At such time as the Chamber grows in staff or size that a more considerable amount of trash is generated, we will make other arrangements for a dumpster of our own, in accordance with City code. 5. All utilities will be metered separately so that the Chamber pays for their services, and the City pays those for the new restrooms. Refarding proposed parking changes to Storey Park: our Board met with you on Sept. 20t and selected one draft plan from the three you presented, with the understanding that you would work from that preferred plan and be sure that the two concerns stated in our meeting were met. Those two concerns are that the number of current Chamber parking spaces (approximately 12) which were put in by the Chamber at the City's request, are equaled and signed as such in the new plan; and that our handicapped-accessible entrance at the southeast comer of the building not be altered. I notice in the proposed plan that you intend to change this entrance. I question putting all three handicap spaces for the Park in that location next to the Chamber building, and ask that you change it so we retain our ADA compliance at our only handicap-accessible entrance. As a lease-holder of City property in the Park, the Chamber Board was never asked to address whether the proposed changes are the best use of limited resources. Our stance on the matters listed above are based on the assumption that this is the case. We obviously defer to the City Council on this issue as a budget decision. For your information, I have also begun working with City Attorney Bill Nichols on the revised lease agreement. Please call me if you have any questions. Thank you again for meeting with me. JWB/ts cc: Mayor Corrie and City Council o () MERIDIAN CHAMBER OF COMMERCE SITE PLAN ~ -.. ~ IIC.IrO ~g- 1OO@~ft@ft~m~ TI@~fu@ ABBREVIA nONS ~-'~= 0&1:, __ -- ...... ....-.... -- --- .... --- ~- -..- .... - .....-. t .. .... ... ........ ....- ""'- LEC.-END - !XJ l:SJ E:::::3 I2ZZZiI ~ - ~ ~ ~ --..u.. ~ ~- Q.l:IOQQ Gl.JoZtG II'IEl. ---- ~ ~ lIirl c:twTI:Jt U. ~uc - ~...... i~- ~=' - - "'"'- '->< - -. -- ::: -- -,,- - .-a --"""""D~ :" B- e e ~ g C=:J ~ ~ c=::=J ~ ~ -=- Ii!Zi!i2i55!i2l -. c:aGlII::IL. QIt r>.o...... l'Ot<l' ~ -- -~ ~- ~.... ....... ~ KlOP ....... "'"~ ....,..,.. .o.o.oc ..-c>cD Tl.a ...-rr ~ L~) -t..J} RECEIVED NOV 2 i 20m City ot Meridian. City Clerk Office GENER4L NOTES ~ .-u. _10 _10 llII'lll&C..,IfC...". ~ ~ ~ _1.D<O.Iol.~....,,~ 2, __.4U.__ MC> ~ _10 .r.-.-,.,._ - -.nz.:r "'" """~_..,.-. eoc:::wnco. ~ .. c:a.-. "'--',IfC ~OfOllC__"", ~oICL .... .ou..~_l<)_"",~~I'.I<:II""'~~"", !'.ICll""'_~....-_=-. .. ..........~ '1ll..L.~ _1'0" """"'- ON... --..r._ ....--...r.. 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I """"... 1M...,o;,;,.11 1 1 . 1'..... 1n1.....U~ VJ ~d ~ffi ~ ~! ~i I\) ~~ ~~ q(J) d F m -f ~ 0 e ii -I~ ~; -L ~~ ~(J) ~-f '0 ~ -f 0;1 i :I~ ~ I- i III ~m~frnll ~II ~ III :':~: ~~. 1 .-.' I >- -a. o CD ~ ~ifl o ~ qJ' ~:-t o m (J) 7' )> -a. :::I: ~ I I .t..... '11:I_ 0) ~~ ~~ ~:-i c m en ~^ )> -a. ::t 01 ~~ o ~qJ ~;-t c m en ..7\ )> -a. ..... ..... ~ ~8 ~~ :'JJ ~o o ~?:. )> ...... o ,J:a. II =m~ · il DiW,. ~. ~II ~ ': ~ II ~~~ I ~"f~ . ~ iJ~ II,' !~ ~~i ~~F~il ij i I ~~";' <';- ~". ~. : . ,,~ "";;:;':~l' !~.l~,! .'.~' co ~o ~i ~ ~g) )> ..... o CD MERIDIAN CHAMBER OF r'nl AlAt:Cr't= ^ nnmrv...1 ..... CU ~2 ~i .....m ~.;o )> ..... o. CD ....L N ~Q )> ~fii ~~ > o CD ! 2.... t::. l ]'.r ! ..... ...... I~ ..... o ~~ ~~ ~;! F o o o :c 1: ~ ) i Q i Igi s~1 !I II E:_ ~ g. i [ 2'''' ~';:. 2'.e'} 1 i N~ I" 12th AYCDl10 South, Sulto 210 NLDlp&, ldabo 83651 Pbomr: :1DJ..t66.2112 . ~ 2Q1~7t1 ll------~--------~--------~------l . . I I I I I I I I I I I : 0 0 : I I I ~ I I I I I I I I ~ 1 c===== I I----------~ ~ ~ ~; r--n-- : I 0 I /!iz I r - - - - - I I L1 I I I r-----------J I I I I I I : 0 o : I I I I I I I L__________________________________~ i9 o ~~ ~> ~o ~~ m o ~ o ~ "'tJ ~ o o L___________, 0 I I I I I 0 I I L___________-/ I j Q o r,~ I I L..J ; ~ , o 1 ~ 1 ~ 1 ~ 11 oDoDoDJ~ ,0 ~ o ~~cd; ~~ Q ~i o o o G' P'!l" ~....!",.,..)O I'" ~ Ja ~mu~ml~ m ~Ii ~IIII jijm ~ z 11~~~li~!~il m li~~ > ~i a ii~ ~ v q ili! L i -f ~dl ilJ1 i r m z i Eg~i (p >I~~ I ~I 01 l I! 1111 -f I~IQ ~i I ~ m 3~=i ~ ~ ~ (P ~ ). S) ~mmfffill ~II II N~ MERIDIAN CHAMBER OF 14 12th ^~ Sovtb,. Suito 210 NIZJlpl. lUbo 1365 t ruE "~..~ I r'r'\l n AI:C,.....t: ^ r"\r"\rT11""\t..1 ........?nUf.lI;..??I'7. l".,.'1n~~ jJle~ ft'rlh-~jJtt-U/c N(-ry~ -~.r MAYOR Robert D. Corrie HUB OF TREASURE VALLEY A Good Place to Live LEGAL DEPARTh1ENT (208) 288-2499 · Fax 288-2501 CITY COUNCIL MEMBERS Ron Anderson Keith Bird Tammy deWeerd Cherie McCandless CITY OF MERIDIAN 33 EAST IDAHO MERIDIAN, IDAHO 83642 (208) 888.4433 · Fax (208) 887..4813 City Clerk Office Fax (208) 888-4218 PUBLIC WORKS BUILDING DEPARTMENT (208) 887-2211 · Fax 887-1297 PLANNING AND ZONING DEPARTh1ENT (208) 884~5533 · Fax 888-6854 NOTICE OF SPECIAL WORKSHOP MERIDIAN CITY COUNCIL NOTICE IS HEREBY GIVEN that the City Council of the City of Meridian will hold a Special Workshop at City Hall, 33 East Idaho, Meridian, Idaho, on Tuesday, December 11 th, 2001 at 5:30 pm. The Meridian City Council will be discussing procedures and process for strategic planning, goals and objectives for the City of Meridian. The public is welcome to attend. DATED this 6th day of December, 2001. ~~R~ Cl. LLIAM G. BERG, JR. - ITY CLERK ~ SEiiL - .- ~..., t t::;!' :: _ . ... ~~ (l.r t- ~ ~ '" \.>r~, . ~~-".~ ..~' ..:;.. 'G' ~,~ '1?i;- 1~ ,/ <- .';; .' ~~<:~ (\::~~ \~: >-.':' - . f' . ~ ~ ~: "'" l.:~ ( \ ** TX CONFIRMA/!uN REPORT ** AS OF DEC 10 '~1 09=07 PAGE. 01 CITY OF MERIDIAN DATE TIME TO/FROM 04 12/10 08:07 Laurel MODE MIN/SEC PGS CMD~ STATUS EC--S 00'22" 001 105 OK fJleaJ€ ;/c;cf-f- ~'/wU/C da/;~ .- ~LJ MAYOR Roben D. Corrie HUB OF TREASURE VALLEY A Good Place to Live CITY OF MERIDIAN 33 EAST IDAHO MERIDIAN, IDAHO 83642 (208) 888..4433 · Fax (208) 8874813 City Clerk Office Fax (208) 888..421 S LE.OAL DEPARTMENT (208) 288..2499 · Fax 288-2501 PUBLIC WORKS BUJLDING DEPARTMENT (208) 88'-2211 · Pax 887..1297 PLANNING AND ZONING DEPARTMENT (208) 884-5533 · Fax 888..ti854 CITY COUNCIL MEMBERS ' Ron Anderson Keith Bird Tammy deWeerd Cherie MoCandless NOTICE OF SPECIAL WORKSHOP MERIDIAN CITY COUNCIL NOTICE IS HEREBY GIVEN that the City CounciJ of th~ City of Meridian will hold a Special Workshop at City Hall, 33 East Idaho, Meridian, Idaho, on Tuesday, December 11th, 2001 at 5:30 pm. The Meridian City Council will be discussing procedures and process for strategic pJanningt goals and objectives for the City of Meridian. The public is welcome to attend. DATED this 6th day of Decembert 2001. ~~~~ Cl- LLIAM G. BERG, JR. - ITY CLERK ~J4L ::: ~ ~ C :. )0 (.'!L... c...... I:: ~ '- l",,? -'1\'" . ') ~~ '~~,.. . .;;.. -; c~,.;', . (~'C ,\~;: >,- ' fJleaJ€ ;/&r-f :;{. __. /wU/c //ahZe- (~7A--a.-vLJ MAYOR Robert D. Corrie HUB OF TREASURE VALLEY A Good Place to Live LEGAL DEPARTMENT (208) 288-2499 · Fax 288.2501 CITY COUNCIL MEMBERS Ron Anderson Keith Bird Tammy deWeerd Cherie McCandless CITY OF MERIDIAN 33 EAST IDAHO MERIDIAN, IDAHO 83642 (208) 888-4433 · Fax (208) 887-4813 City Clerk Office Fax (208) 888..4218 PUBLIC WORKS BUILDING DEPARTMENT (208) 887-2211 · Fax 887-1297 PLANNING AND ZONING DEPARTIv1ENT (208) 884-5533 · Fax 888-6854 NOTICE OF SPECIAL WORKSHOP MERIDIAN CITY COUNCIL NOTICE IS HEREBY GIVEN that the City Council of the City of Meridian will hold a Special Workshop at City Hall, 33 East Idaho, Meridian, Idaho, on Tuesday, December 11 th, 2001 at 5:30 pm. The Meridian City Council will be discussing procedures and process for strategic planning, goals and objectives for the City of Meridian. The public is welcome to attend. DATED this 6th day of December, 2001. ~~R~ Cl. ILLIAM G. BERG, JR. - ITY CLERK SEflL ~~: 1;.... - -- ~ ~ l!;!' ~ - ' ). (o,l.. f~;" ,.~. ~ " G\> -'l.:~, '" ' .... ~ ~ 1 -!(h- t!~ ,/' ',:J '. ~\.:::~~y;-:~ ,?"::;:,.-' ** TX CO~ JAT ION REPORT ** AS OF DEC 1217 ' 01( _ " 25 PAGE. 101 CITY OF MERIDIAN DATE TIME TO/FROM MODE MIN/SEC PGS CMD;t STATUS 14 12/07 16:103 PUBLIC WORKS UF--S 00' 12" 001 105 OK 15 12/07 16:05 2082882501 EC--S 121121'22" 01211 105 OK 16 12/07 16:06 8841159 EC--S 00'23" 001 105 OK 17 12/07 16:07 2088840744 EC--S 00'22" 0101 105 OK 18 12/07 16: 08 2088845077 EC--S 00' 22" 001 105 OK 19 12/07 16: 08 208 898 5501 EC--S 00'22" 001 105 OK 210 12/107 16:109 LIBRARY EC--S 100'26" 101211 105 OK 21 12/07 16:11 2083776449 EC--S 00'22" 1001 105 OK 22 12/107 16: 12 888 6854 EC--S 00'22" 101211 105 OK 23 12/07 16:13 21083757154 EC--S 100'21" 1001 105 OK 24 12/07 16:14 895121390 EC--S 12110'21" 0101 1105 OK 25 12/07 16:15 CHERRY LANE EC--S 0121'26" 0101 105 OK 27 12/07 16: 25 CHAMBER-COMMERCE ----5 00' 1210" 000 105 BUSY TH IS DOOJMENT IS ST I LL I N MEMORY -------------------------------------------------------------------------------------------- fJ/eaJe flor-f- ~. /uPe/C /b;;7~ - ~LJ MAYOR Robert D. Corrie HUB OF TREASURE VALLEY A Good Place to Live CITY OF MERIDIAN 33 EAST IDAHO MERIDIAN, IDAHO 83642 (208) 886-4433 · Fax (206) 8874813 City Clerk Office: Fax (208) B88.421 S LEGAL.. DEPAR.'rMeNT (208) 288-2499 · Fax 288-2501 PUBLIC WORKS BUll..DIN'G DEPARTMENT (208) 887-221) · Pax 887.1297 PLANNING AND ZONING DEPARTMENT (208) 884--5533 · Fu 888.(i854 em' COUNcn.. MEMBERS ' Ron Anderson Keith Bird T8IDJDY deWea-d Cherie MoCandlcs! NOTICE OF SPECIAL WORKSHOP MERIDIAN CITY COUNCIL NOTICE IS HEREBY GNEN that the City Council of th~ City of Meridian will hold a Special Workshop at City Hallt 33 East Idaho, Meridian, Idaho, on Tuesday. December 11th, 2001 at 5:30 pm. The Meridian City Council wiIJ be discussing procedures and process for strategic planning, goals and objectives for the City of Meridian. The public is welcome to attend. DATED this 6th day of December, 2001_ ~\ ",-' ,,'~J1 "'~, \.{/: I J (, ...(", Of~' ....a';(.~ ...0(\'<" ~~ .' '''.:.; ~~ ~:::... a . .GcPOt;", lJ '\, ~ ~ ~ '1. ". 'f" ~ { ; ~AL ~ ~ ~ ~ p ~ ~~. ~~. ') :.. ..;.-;. ;'<l~ ' ~ ,:.:-- " '.. "':! _~::t,.:,",. r'l:1",C ~ \~I,:' " ~~~~ ~. LLIAM G. BERG, JR. - ITV CLERK January 18, 2002 MERIDIAN CITY COUNCIL MEETING January 22,2002 APPLICANT ITEM NO. 3-A REQUEST Approve minutes of December 11, 2001 City Council Special Meeting AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: MERIDIAN SCHOOL DISTRICT: MERIDIAN POST OFFICE: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH: NAMPA MERIDIAN IRRIGATION: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: BUREAU OF RECLAMATION: OTHER: Contacted: COMMENTS {J-/ ~~ Date: Phone: Materials presented at public meetings shall become property of the City of Meridian. Meridian City Council Special Meeting December 11.2001 The special meeting of the Meridian City Council was called to order at 5:45 P.M. on Tuesday, December 11, 2001, by Keith Bird. Members Present: Ron Anderson, Tammy de Weerd, Keith Bird Members Absent: Mayor Robert Corrie, Cherie McCandless Others Present: John Luthy, Ken Bowers, John Haener, Stacy Kilchenmann, Bill Nichols, Mike Worley, Will Berg. Issue: Presentation by Mr. John Luthy for explanation of the Strategic Planning process for the City of Meridian Bird: ('II call the special workshop meeting to order at 5:45 p.m. Mr. John Luthy is going to discuss the procedures and process for strategic planning goals and objectives for the City of Meridian. John, I'll turn it over to you. Luthy: Thank you very much Mr. Chairman. Ladies and gentlemen, do I need to speak into the microphone the whole time or can I wonder? How does that work? Bird: We would like to pick you up as much as we can, but we can turn it up like this. Luthy: I want to be able to work with these flipcharts, so I'll just use my long arms here. In the time we have, I want to go over several things, I want to ask you all, Do you all have with you the memorandum that I sent out that describes what it is we are going to try to get accomplished? Let me in the time we have just describe what we are going to accomplish tonight. First I'll give you a brief status on where we are, what's going on with the departments, and then talk about a time line and sequence of getting the planning brought to the goal line. And then talk about the process and how we've gone through it and what we're coming out with and where it starts really ducktailing into Council and Mayor interaction because this is coming up really beginning tonight. I think it's very, very important to start describing that. Very quickly, in terms of brief status. I had said in my memo that all departments should have their plans pretty much drafted by the 15th, and I think we're going to be pretty much on schedule with that. What I had told them is lets get all the holes filled and there's about seven or eight sections of the plan, but then we can polish after that as we get into the bid in late December and on into January. I think they are comfortable with that. So I think we are doing very well. They have just been a delight to work with. I really have to applaud all for being on board - everybody's in there, and is very much engaged and working very hard. So I think we are going to hit those timelines, I think the last two weeks we'll be able to polish like I said, in that time we get back together again, with the Council for our work session. Which will ( Meridian City Council Special Meeting December 11, 2001 Page 2 probably be a true, roll up our sleeves work session. In early January, we should have most of the drafts ready to utilize. The time line is, which I've just mentioned partially, is to try to have most of the drafts in from the departments by the middle of January to be polished toward the end of January, at the end of that first week. And then we'll start working with the Mayor and Council to do a what I call a roll up plan. In other words the City needs an overall plan of the City's goals, of the City's vision, of the City's operating values, and what I think the critical part of the plan for cities or counties is to have a part of the plan that's up front and basically described the major challenges facing the community. Now what I've asked the departments to do, and they've gone through some processes, all of them gone through this process of identifying the major issues and challenges internally as well as externally in the community. So we'll have that to work from and you might have seen some things that they haven't seen although I think that they've hit pretty much everything that I can imagine but we'll have that to work from. The question then becomes what does this Council want to, in essence, put in the front of that book to say these are the major challenges facing this community? And then generally within that write up, there's a one and a half or tw.o page write up on each one of those. I've asked the departments to begin thinking about what they want to offer for at least perspective areas, and then we'll begin our work session to discuss which ones you want to put in that section. So they will actually take their issues and challenges, the ones they think are most critical for the community and then we'll pass those on up to you all. Then we'll have to discuss those. Within each one of those write ups, which again are about a page a half or two pages per, and I'm guessing it could be as many as ten or fifteen of them, we'll have the major strategies that you are looking at, your major goals that you might look at. But certainly a very clear explanation of what that problem or challenge is, so that when we look at it, we know what the community is facing. I think that's if anything the showcase part of the plan, because when a reader reads this, they need to look at the city's goals, and certainly need to look at the major challenge areas with some information that's behind it and the details. That's where the work that the work that I think this Council will be doing as we get into January, but a lot of the gathering of date together with information that is coming from the departments, so you'll have a lot of information to work with. You won't have to start out cold. I think we should start working on that in early January, I would hope that by the third week of January, and i would hope that we could have two or three sessions on that, and we could pretty much have the whole thing framed. I'll come back to processing. What I've been doing is -- 1'(1 hold this up -- I had brought this with me when I met with you last, a big binder from another county. Well, this is yours, and what I've been doing is running the developments of the departments, each department has a tab. Its developing nicely. Most of the departments are coming along well. What we'll end up with is a book like this. There are two fundamental sections of this book. The back part of this book is all the independent department plans. And one of the recommendations I would make to Council is to recognize that -- I would always recommend that these become sovereign. In other words, this is their plan, this I Meridian City Council SpeclarMeeting December 11, 2001 Page 3 is a professional team that says these are the goals that we see, these are the objectives. But the whole front part of this plan is really your part. It's the goals that you see, many of which will be reflected in the back, as you might pull forward, the major goals and challenges, an overview of your values and your visions and the mission of the City. So that there will basically be a front part and a back part, and all the details back here, if anybody wants to read details, its right here. The public normally wants to see a synopsis, that's what the front part of the plan is, a synopsis. Most people want to see your major challenge areas, and your major strategies. That's how its taking place. Most of these back sections will finished with the next two or three weeks, pretty much down to refined and complete drafts. Then we can polish those in January. That back section will be done, and then we'll be ready to do the front part. What I'd like to do and I'll probably forget if I don't say it, I would like to meet with each one of you independently at your place of business or wherever you can carve out some time. I would like to sit down with you and visit with each of you. Bill, I would like to meet with you as well. Ron, I know you are leaving the Council but I would like to come over to Nampa and sit down and talk with you, if that's permissible. But all the Council members, I'd like to spend time with you sit down and answer questions -- go over the process, but also to share with you some of these keys areas and getting you calibrated for the work session. I think that would be a lot easier to do that independently than come in cold and start working. If that's permissible, I'll work with the city clerk to figure out how to contact you and then I'll begin that process hopefully next week. If that's permissible I will begin doing that. Trying to think if there is anything I want to go over...... I think the key thing that I want to talk with you tonight about if we could, if there are any other specific areas that you would identify tonight, prior to beginning to move into our early January session, the three questions that I listed on this memorandum to you. The first two questions are really critical. What do you feel are the most critical internal issues or challenges that the city government faces? In other words what keeps you from doing your highest and your best? What inhibits you from doing your highest and your best? Some of those things could be emotional, like lack of communication, lack of feeling of connectivity, right down to my truck has a 175 thousand miles on it and doesn't run half the time. Some are going to be tangible things that we can maybe put a dollar sign on. Some are going to be more intangible. They've done a very good job of identifying the things that internally keep them from doing the best work. But from your standpoint, you have a different perspective and it's a very critical perspective, it's important for the Council members to rub your chins and say what do we from our perspective see within the departments that might keep them, within city government as an entity, keep us from doing our best work. Is it an image problem? Community trust? What might it be? While they are very diligently looking at their own department, I said don't be afraid to hold up a mirror, be tough on yourself, and hold the mirror and say where do we have barnacles on us? Departments have done a darn good job, a pretty honest job..... very interesting conversations internally, saying here's where we think we don't do as well as we probably should. From your standpoint, the question is a critical ( Meridian City Council Special Meeting December 11, 2001 Page 4 question. Where from your viewpoint do you feel the city government stubs its toe? Where do you feel like it might have some barnacles on it that we can clean up and help us sail a little smoother and straighter. So that's the questions. Now what I'd like to do rather than try to answer those questions tonight is at least have the opportunity to raise those questions, and see if you have any need for clarification. Do you see what we're after within that context? Does that make sense to everybody? As a quick aside, one of the diagrams that I give when I did the training, I want everyone to recognize that strategic planning, and I hope you'll remember this for this rest of your tenor and also your careers, that planning has to be in two dimensions, it has to be external and it has to be external. I find that in studies that I do around the united states, like I was telling Councilman nary that I do work as far as Manchester, New Hampshire, its always the same thing. Most planning deals with the tangible parts of this, in other words, the community, the roads, the bridges and how many police cars we have the way crime is and it deals with the tangibles in the interim. Our infrastructure, how many trucks do we have, how many trucks do we have, whether or not we have good space and enough people and dollars. Its all tangible stuff. What we forget about in the tangible things out here, that always comes out to bite us, the intangible things, internal things. Strategically in planning it's a great frustrating that most folks focus on the external and only the external tangible because that's easy enough to put dollars against and easy enough to address. And we kind of stay straight and narrow. But when we get into talking about the external intangibles, it gets a little less clear, and that has to do with the community trust. And how well we are connected to the community and how people view us as government. Do they feel like we are accessible? And how do we know unless we ask? We need to find these things out. So I've asked the departments to do a real assessment of how well they feel like we're doing in terms of external intangibles. The same thing is true with internal. We talk about our facilities, our vehicles, how many firetrucks do we have, how many stations we have , how police officers we have and things like that. But its much more difficult to talk about the intangibles that keep us from doing our highest, our best work. Do we collaborate now? Do we share information? Do we share expertise? Do we actively asked for help? Do we actively offer help? These are questions that I'm sure you've heard many times in leadership. But if we don't look at this strategically then it is just going to continue to drift. And some people tease and say its touchy feely stuff. Well maybe so, but across the board, 70 percent of all internal and external problems end up being here, not here. So I think its important for a Council, whenever I meet with Council, or commissions, I always say part of your work as I perceive it, is to make sure that we work in all of these dimensions and that when we do plan, we raise questions that take all these into consideration. Otherwise we miss part of the equation. So what I've asked the departments, and I think they are doing a very good job in this, with regards to the internal intangibles, one of the tings that has come up is the question, are the departments going to have the opportunity to meet with Council? Together. So I ( Meridian City Council Special Meeting December 11,2001 Page 5 ('. will raise that question to you tonight. And I'm not sure that's a rhetorical question or if it is an actual practical one. Is there an opportunity to have the department directors meet with the Council in a real working session, maybe offsite as many do, and if so, is that possible sometime in late January? And maybe we leave that as a rhetorical question at this point, but I'd like to pose it to you and have you think about it. I think it is very, very important. I feel like there is a need for that and I think it would be very valuable for the departments as well as for the Council. De Weerd: I think so. I don't see how we could do it without meeting in person. Bird: I agree -- it could be just an open session -- we've had them before, (indiscernible discussion amongst Council members) Anderson: Actually I do care, I think its important that that whatever the department heads think, or whatever their goals and objectives are, I think its very important that the Council know those and that we provide the opportunity to voice their concerns and their goals. Luthy: Well I appreciate that, I think that is the prevailing feeling, is the need to come together. I think there is an understanding that, as I was talking to councilman Bird before we began, that there's an understanding that there's finite resources. Within those finite resources, there's limited resources. But I think its important for us all to recognize that the issues are the issues, and they are only going to change if we address them. And it is important that we have informed decisions. And so one of my recommendations to you is to allow the departments to come to you with some good solid information, and I think my recommendation always is that I found very practical people within the department, I don't think they are given to adornment or hyperbole - I think they are basically saying, these are the facts as we've gathered them, as we see them. Now once those come to your lap, my encouragement is the best we can do is give those to the Council members in a professional manner and say these are the facts. And then make recommendations as we seen them as to how we address those facts. Then it is your unenviable task to sort out the priorities, and figure out where do we put those dollars and where do we get the biggest bang for the buck. But I think there's a clear understanding that that's the task you have to grapple with every week, if not every day, but in the meantime I think the professional responsibility within the departments is to give you the very best information to make those decisions and that is what this process on an annualized basis will give you. Working with Stacy in finance, this will be tied directly to the budget, and directly to the departmental performance reviews, that you'll be able to on an annualized basis be able to say , we said we're going to do this, how did we do? Did we raise the bar, did we jump over it, and if not, what happened? There is always a various report. And that will be an annual process that I am going to really recommend, and as you said earlier, it has to be a ( Meridian City Council Special Meeting December 11,2001 Page 6 ( continuous process. It usually takes three years for it to become cultural. To say this is how we do it here. The first year is always bumpy. Kind crazy pulling it all together. Second year it gets more organized, third year - its part of your culture. I hope you'll stay with it. When we get into the external world, I want to encourage you as you begin thinking, as I begin sending you homework. I want to ask you to think about things in this way. The departments have read this over and over again. The question is, when you look at this community, what is too high, that you want to reduce? Any context, crime, traffic accidents, congestion. The clearest way when I teach planning, I say, and I teach it to organizations like this, I don't teach it to schools, what is too high that we want to reduce, and what is just too low here that we want to increase? Training, level of confidence in certain areas, participation. Those are the kind of things. If we think that we have too low participation in certain recreational programs, that we do have available that can bring us revenue, then we need to increase that. Therefore the goal becomes very simple. To increase in whatever that subject matter is. Goals and objective begin with either need to increase or decrease. That makes it so simple and so concise, in terms of measurability, what we're finding and what I've been dong for a long time, is that most planning ends up with just listed activities. But what I want Council to understand is that your focus here and into the future needs to be just on what is too high that we do not want to be high and we need to reduce it. And what is just too low here? Would it be revenue or participation? Then the question becomes we want to increase, by how much? There's your measurability. The process that we've undertaken is a very concise and very simplistic process that related directly back into performance based budget. Many of the plans I look at, I get a lot of plans, over a hundred a year from around the country, having aggregate lists of To Do's, and they call them goals or objectives, but they are really not. They know if they did them or not, but they don't now what the measurability is other than did you get it done or not. So this process will allow you to measure and allow you to actually calibrate and calculate how much you got accomplished on a quarter by quarter or month by month basis. My question to you as we look toward our next planning session, what is too high that you would to see reduced and what is too low that you would like to see increase. If we can answer those questions then we have the makings of our goals. The makings of our objectives. Then we can measure them and now we have the framework built for continuous improvements within the community. It is as simple as that. That's what the department has been working on now for 8 weeks and again I think doing an extremely good job. That's a major question. Within this, I would ask the question again, what do you believe are the major challenges this community faces? That is going to be a major question that we are going to have to really put our arms around as we get into January. The departments are already answer that from their context, each department's perspective based on what their mission is, why they're there in the first place. But the Council has to have purview over the entire community. So your purview is going to be very important to look at it from your view point, what kind of challenges is this community faces. Growth -- what's the subtext? It has to be congestion. Demand for services. Those are the times that crime is ( Meridian City Council Special Meeting December 111 2001 Page 7 ( increasing. Comment has been made, out at water this afternoon, been made before in law enforcement., we can't just say we're going to reduce crime. As the city grows, crime is probably going to grow too, but we can reduce the rate of increase. Keep the lid on a little tighter. Same thing is true in some of the water department conversations this afternoon. We can't just reduce the demand, but at least we can reduce the number of problems associated with it by doing what? That becomes your 'how'. Those are your actions you are going to take. So what we're doing through his process is, and I think that the departments are really understanding the strategic planning process, and they are starting to drill down pastiest activities to actual measurement and actually performance of strategies that will get you to the goal you want. And of course again those who said, where you said, you have to be able to take that information and apply it to the broader context for the community. So we're getting close to being there, but I think what we're going to have to do at first is get where we can be in early January, take what we've done here, begin that process of development. De Weerd: So you will meet with us first, and then we'll get together as a group and start developing an overall picture before we see the departments issues? Luthy: I'd rather do that. De Weerd: I'd rather do that. Luthy: Because it makes sense, and I've never seen this different in twenty- some years of doing this, that my sense is that they are going to overlay very nicely. That is best thing to do, you all do it and then -- De Weerd: I know our departments have always been interested in what we are envisioning, and how theirs fit into it, so I would want us to see those before we actually begin our process. I guess my second part to that question is, where does the public come into it? We have our vision, our bosses are our citizens, their perceptions are very real and when does that come into this process? Luthy: It can come in at a lot of different places. Everybody does it differently. When we did Ada County's, the way we did it, the first question which is somewhat rhetorical, but philosophical as well, do we believe that this Council represents the community? And if we say, yes we would think it does. And if thc;lt is really the concept of an elected Council, then, yes you represent the community. There is a sense that says we probably are pretty much on target with what you believe and with what the departments come up with and what they believe, and we overlayed that. What Ada County did is go to that process, finish the basic plan and then we had a big community meeting and it was at the Owyhee Plaza, it was a whole day, and what we ended up doing, and this is just one option, and in fact we did it in EI Paso county which is Colorado Springs, we ended up having each department having their own table in a big area. It almost looked like a political convention. Each department has their own sign on the ( Meridian City Council Special Meeting December 11, 2001 Page 8 ( table. All people interest in law enforcement would go through all their issues and all their challenges and have input there. Same thing with Fire. Every department would have their own table. It was wonderfully successful. People could come and go all day and learn the issues and talk to the actual people. They could talk to Vaughn Killeen about his thing, talk to different department heads. We did the same thing in EI Paso. Now they do it every year and it's a big community deal. They get input and further refine with that input, the next year's planning process. They don't to fix it at that time -- we have to do one first, and use that as a calibration point. The next year they factored that in and also created a citizens advisory and I think you already have some of those operating, they had a citizens advisory group who came in and looked at everything, internal issues as well as operational issues. Some communities don't like the community, the public to be involved in internal operation issues because they don't know about internal operations but they like them very much to be involved in externals, particularly issue identification and strategies, the what's versus the how's. We can put the what's up on the wall, but then you've got to say how are we going to fix that? And a lot of times its good to have them involved. I would leave that up to you. The community in Ada County was a fairly selective group. There was over 300 people there. It was a big deal. It wasn't exactly an all come, it was in the paper but they sent out selected invitations to a very wide group of people and it was very well attended. People came. But they came with something to work on. And that was the difference in just coming. You betcha, the citizens can come to a meeting, we can all sit back and eat some pastries and talk -- they came with something to hold in their hand and look at. That might be something you want to do because that allows you then to work on the 2003 planning process and just dial that right in and keep right on moving. It would be good, it works great, works very well. I think we should talk about that when we get into January or February - the processes that you think would work in this community. Other questions? Anderson: Not a question I guess but a comment along that lines because I've been involved now with a couple of these strategic planning processes where they've tried the town hall meeting method, then you just talk about it. I'm not as convinced that that's the most effected method. In fact we even tried it here within some of our own departments, and I know the Fire Department in particular tried to do strategic planning, and you have five or six people show up to the meeting. and even in Ada County having 300 people, to me that is not representative of the 200, 000 or 300,000 that live in Ada County. Those are the same people who show up to all the community events and those types of things. There are other methods, and that's what we had to eventually do in the fire dept was resort to other methods to actually get the citizen input. If that means hanging out in front of Fred Meyer or Walmart or Albertsons and doing customer surveys or going door to 'door and knocking and asking what people want because I don't think town hall meetings are as effective as they used to be in the old days. You get the same people who come out to those kind of things. And you're still not reaching the bulk of th~ constituents that you're really serving out (- Meridian City Council Special Meeting December 11, 2001 Page 9 (- there. I think you have to look at more creative methods to be able to get that input nowadays. Luthy: That's absolutely true. One of the reasons that Ada County, and with that same comments made by maybe Roger Simmons, virtually the same comment, that if you just have a 'you all come' meeting, open forum meeting, you'll have the same people. So the meeting they had, they went through thousands and thousands of people and ended up doing special invitation because they wanted specific input. But they tried to get people who represented other people. Like people who headed associations or neighborhood associations or represented other groupings and that worked very well. But you're right. If we just want broad community input, there are a lot of different ways to get it, and none of them are easy. Or if they are easy they might not get you what you want. Again after doing this for so many years and in so many different venues, what I found is that very rarely does a Councilor a commission, people who represent the public, miss the mark by much. Very rarely, don't know if I've ever seen that to be honest with you. But there is usually a few things - it is like doing a bell curve and a few things over here and a few things over here that we have to go back and say Oh gee, we forgot about this -- but that's why, however you would do it, you need to pick that up, if we do it in the spring, do it in the summer, whatever is a good time here. Those are the kind of things we need to talk about. What do you feel would work best in Meridian? I have a feel for it but you would have a better feel I think. I think that if we could keep this timeline, we'll end up by the end of January having things pulled together and still have time to refine if we need to and then we're getting close to budget time again. The next phase really is to begin tying this into the budget process. I've told the departments, I've been very open and honest, that I am going to tell the Council that if somebody comes to the Council with a budget request that is above the basic operations, it is something new and different, it needs to be tied to an issue. If it is not tied to an issue, it is not articulated in an issue or a goal, we have to close that loop. It has to be an issue in these plans. I think there is a real strong understanding that this will lace everything together in your process, which will be very good. Nary: I appreciate it John, you identifying right at the start that the tangible and intangible, because at least in my experience, what I have found is that its exactly like you said. The intangible, people tend to not realize, is really what's driving the problem. They focus on the tangible, if you get me a new computer, a new truck, new equipment then my job will be easier and everything will be fine -- when really it is that the person they have to sit next to they can't get along with and communicate with and that makes it even harder. I think most of the time what happens is people tend to focus on, or forget to focus on those things because they are only looking at can the person adequately do the job, meet the minimum standards? Can they turn on a computer, answer the phone, whatever their job requires them to do? And they tend to forget can they get along, can they work together? Can they communicate? And those are things that really get ( \ Meridian City Council Special 'Meeting December 11, 2001 Page 10 ( people wound around the axle pretty quick. So I appreciate you identifying that up front. As we go through these particular points, we really need to focus on those things. Luthy: I appreciate that very much. The whole EQ thing is very real. That is why I say seven percent of the things that keep us from doing our best are from that area. So we'll be addressing those things. Bird: Any other questions? John thank, you very much, we appreciate this. We appreciate what you are doing. I'm sure its going to make us a better city and much better councilmen and mayor. Luthy: I appreciate that Mr. Chairman. Bird: Council with your permission I think we'll adjourn until 6:30, which is our normal starting time for our planning session. You can go eat. Anderson: So moved. De Weerd: Second. Bird: All in favor? Ayes. 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