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HomeMy WebLinkAbout2002 06-24 Meridian City Council Meeting June 24, 2002 The regularly scheduled meeting of the Meridian City Council was called to order at 6:35 P.M., Monday June 24, 2002, by Mayor Robert D. Corrie. Members Present: Mayor Robert Corrie, Tammy de Weerd, Keith Bird, Cherie McCandless and William Nary. Staff Present: Bill Nichols, Mike Worley, Gary Smith, Pauline Skeggs, Brad Watson, Will Berg, Tom Kuntz and Stacy Kilchenmann. 1. Roll-call Attendance: X Tammy de Weerd __X_ Bill Nary __ X Cherie McCandless __X Keith Bird __X Mayor Robert Corrie 2. Adoption of the Agenda: Corrie: Item two is the adoption of the agenda. Council, do you wish to adopt the agenda in front of you? Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: I would like to see Item C on the Consent Agenda moved to Eleven C for discussion and possible Executive Session. Corrie: All right. Bird: With that, I would move that we adopt the agenda as published with the change. Nary: Second. Corrie: Motion has been made and second to adopt the agenda with the change that Item C going to Eleven C of the Consent Agenda. Any further additions or corrections or changes? Hearing none. All those in favor of the motion say aye. All ayes. MOTION CARRIED 3. Consent Agenda: A. Rebuild America: B. Summary of Publication for Ordinance No. 02- Meridian City Council Meeting June 24, 2002 Page 2 of 32 955: ZA 02-001 (Amberstone Zoning Amendment) Request for amendment to Zoning and Subdivision Ordinance by Jim Jewett and B & A Engineers: C. Lease Agreement with Chamber of Commerce: Corrie: Item three is the Consent Agenda. We do have that Item C has been moved to Eleven C. Council. Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: We did not get the Rebuild America. It would not go on our disc so we do have the—this is just a note. We did get it in written form and with that I would move that we approve the Consent Agenda, Items A and B. De Weerd: Second. Corrie: Motion has been made and second to approve the Consent Agenda A and B with C being moved to Eleven C. Any further discussion? Hearing none, roll call vote Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. All ayes. MOTION CARRIED. 4. Department Reports B. Finance Department – Stacy Kilchenmann: 1. Finance Report: 2. Travel Policy: 3. Purchasing Policy: 4. Capital Improvement Plan: Corrie: Item four is the department reports. We have Finance Department. We have three reports and you have three minutes on each report. Okay. Mrs. Kilchenmann. Kilchenmann: Mayor and members of the Council, I’m going to read each number to you in agonizing detail. Actually, for the first item on the Finance Report, I just have a few things that I want to point out. On the interest rate, if you look at the trend, you see the interest rates are starting to level out now instead of dipping down. Apparently, our investment advisor told us that the banks are just all over the place from 3% to 6% and Meridian City Council Meeting June 24, 2002 Page 3 of 32 so forth. Everybody’s unsettled for moving money around, jumping around quite a bit to take advantage of the highest interest rates so we’re still, as far as budget and our investment interest numbers, all the funds were doing as well or better than we anticipated. On the water and wastewater, they both are well under budget as far as their operations go and their personnel, wastewater actually has some vacant positions so that’s helping them. If you look at the construction numbers, one thing I wanted to note, when you look down at the bottom where it has the construction portion, in the total budget year to date, that does include the carry forward amount that was carried forward from the previous year. It kind of distorts the number and makes their actual year to date revenue look low when, in reality, they’re both doing higher than budgeted. I’m going to adjust that on the next financial statement that you get. On the revenue page that says general fund revenue budget to actual, we look like we’re lower than we anticipated and that’s because of the timing of some of the items like sales tax, revenue sharing come in quarterly. Also, we’ll probably get a big chunk of our property tax will come in the latter part of the summer. I think we’ll be on target with that one. On the overtime report—I’m going fast to get this done in three minutes. The fire still continues to be quite a bit over budget in overtime. However, several factors have contributed so that they will not probably be over in their personnel budget overall. Their volunteers are lower. Their insurance is lower. Their workman’s comp is lower than budgeted. They didn’t hire the firefighters until February and their Deputy Chief of Training was vacant for a month of the fiscal year so they should still be all right. De Weerd: Mr. Mayor? Corrie: Mrs. De Weerd. De Weerd: Stacy, how will that affect—are you compensating for that for next year’s budget? Kilchenmann: Yes, we did increase the overtime budget. De Weerd: Okay. Corrie: It was primary captains that were—surgery and filling in and that’s where it came—most of them. Kilchenmann: We’ve looked at the numbers and I think what’s going to happen is as you increase the number of firefighters, you increase—we’re just going to have to proportionately increase the overtime unless we come up with some kind of management policy to try to control it. The way the contract is established and so forth, it seems to be pretty difficult to control. Bird: Mr. Mayor? Corrie: Mr. Bird. Meridian City Council Meeting June 24, 2002 Page 4 of 32 Bird: Stacy, I don’t agree with that. I think you should get firefighters on. On call outs, you will have enough people mad that you won’t have call-backs and that’s where your biggest majority of your overtime is coming from. I think as we add full-time firefighters, I’m hoping that our overtime should go down. You will not have the call-backs. You shouldn’t have the call-backs. Kilchenmann: Yes. I guess that’s something I’ll leave to Kenny. Okay. Moving on. You also will find a budget to actual capital outlay report for each fund. I just wanted to point out to you that that was in there. That tells you what you actually approved in the budget hearing and then what actually has been purchased and items that were purchased that varied from what you approved or if they weren’t in the budget or if something was less than anticipated and what was purchased to make up the difference. There’s one of these for both the general fund and the enterprise fund. The final one is the potential budget amendment. I’ve taken some of the items off that we will not need to address and there’s only a few actually remain that I think will be a problem. Under the enterprise fund, the first item, it says work person hired and not added to the salary form. The enterprise fund will have plenty of cash to cover that. The only thing we’ll have to do is make sure we add that position in the next budget. We’ve got that in there. The only item that will probably stay—and the unemployment in MUBS, we will probably need to add in there. Then the operating where they purchase the Park land, we will need to leave that in there. I also have a question for you. We can’t find where the Council actually approved that transaction. So, maybe that’s something we need to put on a Council agenda. Some sort of formal approval to do that. Under the general fund, the six (inaudible) firefighters, increasing the pay early. I don’t think we’ll need to do that because they’re doing okay in their personnel costs. The revenue for the grant, we’ll need to do that so that’s just a revenue addition. Then we have the transaction with the land and purchasing the playground equipment for parks. We’ll do that. It’s just kind of a wash. Then the police for the road, that’s something that should have been carried forward that wasn’t so we will need to do that. The unemployment for Police and Parks, we probably won’t need to do. Playground equipment for Bear Creek, we will need to do. Some items that are possibilities are the Clerk for the Codification expense and Public Works for the cost they incurred trying to install the Lennox server and then the Police, if they need any additional operating, which I’m sure they won’t. Are there any questions about the budget amendment? Corrie: Council? Bird: I have none. Kilchenmann: Any further questions about the financial statements? Bird: No. Very good. De Weerd: No. You anticipated well. Kilchenmann: The next item is the travel policy that is part of the Personnel Policy. This started before me but the reason it occurred was to have some sort of number or Meridian City Council Meeting June 24, 2002 Page 5 of 32 upper limit or per diem expense for people who were traveling through the City because it was treated so differently from department to department. In the accounting department, we get lots of phone calls from various employees asking how much do I spend, what’s the maximum amount I should spend. This was something that the accounting department felt would be just sort of a business practice to have some kind of upper per diem limit. So, what we did is we used a number of $35.00 a day for travel within the state and we also for travel like to an area like Sun Valley or outside the state, we said you could use the Federal guidelines. If you go on the internet, they have a map of the United States and you can click on anywhere you’re traveling and they have the Federal per diem. It’s called the Bureau of Allowances or something. Just to give people some kind of guideline to be consistent throughout the City. That’s how it came in to being and part of the Personnel Manual. Are there any questions for Pauline or I? Bird: Mr. Mayor? Corrie: Yes. I’m sure we’ll all have a few. Mr. Bird. Bird: I disagree with this 100 percent. I thought that we had discussed that we would pay the expenses within reason. They’ve got a guideline on what we’ll buy. We’ll buy food and stuff. We’re buying any entertainment, alcohol, anything like that. I don’t think you can send an employee—and most of the time when you send an employee, they’re doing you a favor by going out of town. I don’t think you can send them any place in the State of Idaho for $35.00 a day by themselves. I think it’s up to the department head. If they come back out of reason, then we discuss that. I do not like a set figure. I do not. I do not think it’s fair to the employee. Kilchenmann: Mayor and members of the Council. The problem is when you leave it up somebody’s definition of reason, for one person that might be lobster and for another person, it might be a Subway sandwich. So, this is something that the department directors felt comfortable with having some kind of upper limit because we ran into examples of where an employee went out and had steak and the manager made him pay it back because this particular manager only eats at McDonald’s. We have other managers that allow the employees the full board. So, how do you—it’s difficult to define what’s reasonable and once expense has already incurred, it’s difficult to come back and say, well, in my definition, that’s not reasonable. I think Pauline might have some input on that too. Skeggs: Council members and Mayor. When we did this last time and we had come before you, you really didn’t like the per diem so we did look at the Boise policy to see and they do have $35.00 on that policy as well. We took a look at that but we also discussed it with Department Heads and then Stacy came up with the policy and then the last time we met with the Department Heads, they had agreed that they did want something and then Mayor said well, this would be discussed at the next Council meeting with Council members. That’s where Stacy had went and pooled to give these limits. That way they would have some guidelines to follow. Nary: Mr. Mayor? Meridian City Council Meeting June 24, 2002 Page 6 of 32 Corrie: Mr. Nary. Nary: I think that the current Boise policy that I think $25.00 and it’s actually just the amount that’s allowed for pre-travel. Skeggs: Advancement. Nary: Right. It’s just for the advance and nothing else. But the City of Boise is reevaluating the policy and using the Federal guideline. I do agree with Mr. Bird. I think—I guess the problem I have and what we had discussed is trying to give the departments a little bit more discretion in managing their own budget. I do think there is—I guess what I would prefer to see, if they want to have a guideline, because it resolves a lot of arguments with people. I do think we should pay only the actual expenses. If the employee wants to eat at McDonald’s, that’s fine but they don’t get $35.00 and then pocket the rest of the money. The other side, though, is I think there needs to be at least some language that gives some flexibility because there are going to be occasions that it will be beyond the $35.00 by $7.00 or $10.00 or some of these other things and I don’t think the employee should have to suffer that. I do think that it’s good to have some gauge and there’s nothing wrong with that but there’s not any language that really gives them, I guess to me, real clear exception that there can be other reasons that the employee can be reimbursed. Again, I do think it is the department’s responsibility to manage the budget because the only way to give anything beyond the $35.00, according to the way this is written, is to again use the Federal guideline instead of them using their own discretion with their budget. I think that was what the intent was. The other point I was going to make is on—I think this was probably what was intended but the language is a little fuzzy. On the travel expenses not allowable under 3-A, it says that expenses of a personal nature for traveling for the convenience of the traveler or leaving early or returning later than necessary. Now, my assumption is, earlier or later than necessary doesn’t mean that it benefits the cost of the travel. Sometimes leaving earlier or later, leaving on a Saturday or not leaving on a Tuesday or whatever requirement, actually saves the expense of the trip. So, I don’t know—the language here is very clear—I assume that’s what we intended was that if it was going to benefit the cost then it’s fine but if it wasn’t, if there was a higher cost, the employee would have to pay for that difference. The language just seems a little gray as to that. That might be something you want to look at as to making that clearer is what you intended. I agree with Mr. Bird. What we talked about was that we would pay for what the employee ate and we were trying to be reasonable and give some discretion to the departments to figure that out as to how to do that and what was fair and reasonable. I’m not saying this isn’t fair and reasonable but I think you still need to have language that says in certain circumstances the employee at least has the ability to ask. Sometimes that Federal guideline I don’t know that it’s really very helpful. Kilchenmann: Mayor and members of the Council. The Federal guideline, which I didn’t look up on the individual amounts of the guideline so I can’t tell you exactly what it is. Like I said, it varies within where you are in the country. I think it does say Meridian City Council Meeting June 24, 2002 Page 7 of 32 exceptions if they’re traveling to an area where the allowance is not practical, the employee may, with the prior approval of the Department Head and the Mayor, use the Federal meal allowance. Personally, this actually—this is adopted from the State’s travel policy which the per diem is $20.00 a day or actual receipts. To me it seems fairly lax and liberal. I do feel that travel is one of the few controllable expenses and one of the expenses that can get out of hand easily because when we budget, we don’t specifically budget trip by trip. The discretion can be so broadly interpreted. If we want to change it and just say that travel is subject to the approval of the manager then that’s something we can do. Corrie: One of the—Stacy, I looked that up on the Federal guidelines and they do have the guidelines. However, the supervisor or Department Head or whoever they are, can’t go as high as 300% above what it is. One of the things I was thinking, if they want to do something this way, the liaison and or the Mayor can approve of any special things that happen. Sometimes if you’re going to San Francisco, the Federal guidelines in some areas is not enough even though you’re not really staying at the high hotels there. I think you can kind of tweek this a little if you want but if you have it so that at least the liaison and or the Mayor can approve of anything that happens to be over what the Department Head doesn’t want to do. The liaison still has a control over that. I’m going back through those. I don’t see anybody really doing anything wrong with the expenses that I’ve seen and looked at unless you’ve seen some that have. I don’t think that most of the employees are going to take advantage of that. My thoughts here was that if you want to use that guideline, that’s okay but I think the liaison and or Mayor, whatever the case may be, can approve something that’s out of line or out of context here and have a reason for it. That way the employee isn’t getting stuck with something that he can’t even control. I know in Washington, D.C. we have the U.S. Conference of Mayors and they give us a special rate and for my room, it’s $200 and what 20 some dollars a night. That’s a special rate. That’s not really the biggest hotel there either. So that’s—I’m just kind of giving you an idea. When I go there and have dinner and I take my wife and I go with another Mayor and his wife, I only charge for my dinner. Usually that comes out to about $400.00 and we’re not really getting a whole lot there either and my part for the City is about $50-60. The thing is, you want to make sure that we’re not going to penalize an employee if something happens that they can’t make that. That’s just a thought for the Council to think about. Kilchenmann: Mayor and members of the Council. This actually did not, as I understand, did not come about as a result of anyone particularly abusing it but of two things. One is employees calling and asking what the maximum limit was and two, of people going and using their discretion and then their manager making them pay back the amount. That’s really how it sort of came about. Corrie: I think the liaison can make that change if they want. Kilchenmann: They would need to do that probably before they go on the travel rather than after. Corrie: Any other comments? Do you want us to go back and take another look at it? Meridian City Council Meeting June 24, 2002 Page 8 of 32 Bird: I certainly do. Corrie: Okay. Take another shot at it with the input we’ve had here and we’ll bring it back to the next meeting or whenever you’re ready. Kilchenmann: The next item is the purchasing policy. I changed—I made the changes that we had talked about. I emphasized that the Department Managers are responsible for adherence to City and State purchasing rules and regulations. I made some corrections that Gary and Brad had advised me to make. I tried to really stress that the purchase order needs to be approved before they actually make the purchase. I also e- mailed you the information on the—you were curious how many purchases we made under certain dollar amounts. I e-mailed that to you. Are there any further questions or suggestions for the purchasing policy? Corrie: Council? Bird: I don’t have any. Corrie: I guess not. (inaudible) pretty silent here. Kilchenmann: Do I—Bill, what do we do to it now? Nichols: Mr. Mayor? Corrie: Mr. Nichols. Nichols: Mayor and members of the Council. To adopt any policy, I recommend the policies are one of the things we do like to do resolutions on because that gives us a track for the particular adoption date and those kinds of things. My recommendation would be that we prepare a resolution and as soon as the resolution is ready, it would have attached to it the purchasing policy that is adopted. Then that is put on a future Council agenda for action by the Council to adopt it. Kilchenmann: The final item is the Capital Improvement Plan. This is the first—it definitely should say draft all over it but it’s the first draft, the first construction to sort of give us a starting point or a platform that we can work from. It has Police, Fire, Parks. The only thing it does not have anything for the administration. It doesn’t have a City Hall on it. It’s just something—we can discuss it during the budget setting if you wish or we can discuss it specifically at the next finance, when I give the next finance report. It’s obviously not very realistic in it’s first draft form and it’s not prioritized. I think the big thing that we need to do next is probably put it in priority order. Are there any questions or suggestions? Bird: Mr. Mayor? Corrie: Mr. Bird. Meridian City Council Meeting June 24, 2002 Page 9 of 32 Bird: Stacy, I think we should probably try to get it in priorities on the deal. This is definitely a big step forward for us. At least it is for me. I appreciate the work you and the staff have done to bring this over to us. I would like to see it kind of have a priority setup. Not that it has to stay at that exact list but it gives us something to look forward to and I think each department probably has all these issues in an order that they’d like to see it happen. If we could get it that way, I would but this is very nice. I appreciate it. Kilchenmann: Mayor and members of the Council. Maybe this is something that we could do at a workshop or a pre-Council meeting or something where we could just devote an hour just to start working on a priority order. Bird: That’s a great idea. Corrie: A good idea. Can you get us a sheet that puts it all together so I don’t have to take pictures as it goes along? My computer will not do all that on there. Kilchenmann: I made it very tiny print. I can hardly read it. De Weerd: Mr. Mayor? Corrie: Mrs. De Weerd. De Weerd: Stacy, this is also something that we wanted staff to look at in this year’s budget process and prioritizing the capital improvement requests that are coming forward for this year’s budget. Is that going to take place before we have our budget workshop? Kilchenmann: Mr. Mayor and members of the Council. I haven’t addressed having— each department has prioritized their own requests but I haven’t addressed having the staff as a whole prioritize all their requests. I give that question to the Mayor. De Weerd: Mr. Mayor. Corrie: Thanks, Stacy De Weerd: I wanted to wait until you got your mouth full of food. Corrie: I was going to say, I’ve got a tootsie pop or whatever it is. Okay. Now, what do you want me to give you an answer to now? De Weerd: In our discussion a couple of months ago when Stacy presented the budget process, Council had expressed a desire to have a group prioritize. We understand that each department was prioritizing their budget requests but we felt it was appropriate that with the strategic plan and us all working together that they come up with priorities for the City as a whole and that would be part of the budget workshops. Meridian City Council Meeting June 24, 2002 Page 10 of 32 Corrie: What group are you talking about? De Weerd: Well, at that time, I think you suggested the Department Heads could do that in one of your staff meetings. Corrie: Gary, where do we go with that? I think we’ve got it in our strategic plan but I don’t know each department’s doing it separately, are they? Kilchenmann: Mayor and members of the Council. I don’t—I know we—it’s my recollection is that we discussed it as part of the strategic planning process that we’d have kind of committee that would carry forth but I didn’t schedule it in for this year. I don’t know if it would be realistic that we could get it done. I think it’s probably something that’s going to take a year to work on. Corrie: I don’t know whether you can get it done or not. Personally, I think it’s going to take us some time but what are you thinking about? Do you want the Department Heads to do other than what they’re doing? I’m not following what you’re asking. De Weerd: Well, this was discussed some time ago. I would think that we would have had time to address it but, you know, I think it’s important that the departments communicate with each other that the priorities of their budget request and that mutual list of City wide projects come in front of us. We know this year that funds are going to be tight. I think this needs to be a team approach as to what gets what this year. I think that recommendation was one that came out of Boise and that’s kind of how they work with their budget workshops and how it’s presented to Council as well. I would like to see that happen this year, personally. I know I only speak for myself on that one. I don’t know what the rest of the Council thinks but I would like to see that happen. Corrie: Do you think, Stacy, that we could get them together other than what they’ve already done to you, for you and discuss each other’s department? I was under the impression that they were each coming to you and we didn’t want to have this situation where they were discussing either/or or we should have it or we shouldn’t have it. That’s what we’ve been doing to get in to two or three years ago. I’m still not too sure we can do it. Kilchenmann: Mayor and member of Council. We can certainly meet together as a staff and try to choose priorities but I think it’s sort of something that’s going to be part of the strategic planning process because I think at this point it will be difficult for anybody to give up what they’ve asked for. We have members of the staff here. I just don’t know if— Corrie: I don’t know that we can do it this year. I don’t think we can. That wasn’t part of the plan for each department, the way I understood it, to get together and make a decision like that. Who’s going to be on first and second and start— Kilchenmann: I understand what Tammy’s talking about. It’s like a management team approach and we would try to prioritize before we brought it to Council but I don’t think Meridian City Council Meeting June 24, 2002 Page 11 of 32 we’re at that point until we start actively having some kind of strategic planning team. We can certainly try. De Weerd: I don’t know. I guess it was discussed to kind of get past requests from different departments when we only have $800,000 and we get $6 million dollars in requests and, you know, it was more of a okay, get together and, you know, prioritize a list of how this management team would like to see the City move forward. And so—at the time, it was said yes, we can do that so I guess that was what my expectation was that we would see it. Kilchenmann: Mayor and members of the Council. I think one of the—we haven’t—I don’t think we’ve publicly released a strategic plan yet. Corrie: We haven’t. Kilchenmann: We can certainly meet together as a staff and start the process. Corrie: July the second is when we’re having the strategic planning, either accept it or what. I think we’re moving pretty good on the strategic plan. If the Department Heads think they can meet and do that, that wasn’t the impression I got at the other meetings. They’ve done it pretty good. They got through with their strategic plan and not going through that whole section. Some of them are behind already. So, I don’t know whether they’re going to get this other done or not but you can (inaudible). If you want it and the rest of the Council wants it, we can give it a try. Nary: Mr. Mayor? Corrie: Mr. Nary. Nary: It doesn’t make a lot of difference to me, at least at this juncture, for July. I do agree with Council Member De Weerd. I think that’s the next step that we all talked about. As to what—you know, to me it’s not different than the discussion on travel policy. It’s a group idea. It’s a group carrying out of a decision for all the Department Heads. This is just another piece of that. I mean—I think at some point we’re going to have to evaluate where we are in actually carrying out the strategic plan. I don’t think we can always fall back on what we haven’t started yet. You know, whether we’ve approved it or not, I think we’re far enough down the road that that’s really where we should be thinking as to how to get things accomplished as a City. So, I think whether or not in July that’s how it gets presented, I think that’s the whole Mike said we’re trying to get to as a group, as a management team to do that. You know, I don’t know—I don’t remember specifically if that was said that that’s how that was going to be done in July but I do think that’s really the intent of where we’d like to get to. So, whether or not we just do it in a very—you know, this year is sort of a breaking ground on doing that and next year is a little bit better and the year after, it’s better than that. That’s probably realistically how it’s going to work but I think at least as the departments prepare for the budget workshops, that’s probably the way they should be looking at it because I think Meridian City Council Meeting June 24, 2002 Page 12 of 32 that’s where we’re going to look at as a group. I’m not speaking for everybody but I think that’s our whole mindset in having a strategic plan. Kilchenmann: Mayor and member of Council. I—John Luthy had recommended that we have some sort of, I guess you’d call it a steering committee. I hate the word committee but a strategic plan committee that would be made up of—they wouldn’t necessarily have to be Department Heads but just people who were really involved and understood and bought into the strategic plan process that would steer the committee along the path and make sure that we did this sort of thing that you’re talking about. I would definitely recommend that we do that and that I’m not the chairman of it. Corrie: There is a price tag that goes along with that to work it out for our—the strategic plan was worked out with John Luthy and could everybody be involved with it. His second step, now third step was given to me the other day and that’s where this other’s going to fall in line. I’ll give it to you but there is a charge to that to help us understand where we’re going to go. That’s fine. We can do it but he just wanted to take it a step at a time. He felt we got what we wanted to do done now and we’ll go into that second phase but if you want to do it and the Department Heads get together, we can do that too. De Weerd: I would just hate to see the momentum of all the hard work that staff has put into this process to just be shelved and not visited again. We need to stay on track and this is one way to do it, to continue to work together. Corrie: I’ll get that to the Council what his next step would be, which is part of this, and he can make that determination. I think it’s wise to do it but, like I say, there’s some costs that’s involved here and you need to know it. Well, we’ll have a staff meeting Tuesday and we’ll discuss this further and see where you want to go with it and how you want to do it. Tom. Kunz: Mr. Mayor and Council. What would help me as a manager would be to take the capital improvement plan that Stacy made available today and put some realistic figures on an annual basis that we’ll have so that, specifically Parks, between my impact fees and what I may have available from the general fund, that I can accurately forecast what I’m going to be able to accomplish in six years. That would help me as a manager to be realistic because if all I’m going to have is impact fees, that’s fine but then I will plan that way. If I’m going to have $200,000 a year in general fund then I can plan that way and I think to sit down as a management team and take a look at where we want to go, CIP wise, which you submitted that list tonight, between all of the departments would really be helpful as far as enabling us to plan for the six year future. Kilchenmann: Tom’s the head of the strategic planning committee. Corrie: Any other discussion or desires here that we can work on next Tuesday? Bird: Mr. Mayor? Meridian City Council Meeting June 24, 2002 Page 13 of 32 Corrie: Mr. Bird. Bird: I believe you stated that he would talk to the Department Heads. I think they’re the logical ones to be involved with this just because they’re the ones that bought into the strategic plan. Plus, the fact is, they’re the ones that have to administer the money there in the budget. You have a discussion with them and I agree with Bill and Tammy that I would like to see it done. Whether we can do it year, I don’t know. We need to definitely get an overall City plan, capital improvement plan that can be realistic to all the departments and have it as a whole. Corrie: Looking at this plan that’s just been in front of us, it’s pretty realistic but it’s hard to be able to fund it all. Bird: Yes. Corrie: A total of $8 million and $18 million and going on through for each year but that’s exactly what we’ll do. We’ll get the Department Heads to figure out—I think they’re all aware of what’s available and they pretty well prioritize what they want to do with it with Stacy but we can go over it one more time with them. We’ll make that as a Department Head meeting just to see where you want to go with it. Bird: Okay. Thank you. Corrie: Any other discussion on capital improvement? Bird: I have none. Corrie: Looks like a pretty aggressive one that they’ve got for all these years. What is it, until 2013? Bird: If you’d win the lottery for about $50 million and donate to the City, we’d be happy. Corrie: Yes. Well, don’t hold your breath for that one. De Weerd: Plus, you get to pay the taxes. Bird: Yes. You get to pay the taxes. Corrie: Taxes and then what’s left, you can have all right? I’ll buy that. Okay. Anything else? Stacy, anything else? Kilchenmann: No. I’m done. Corrie: Okay. Council, anything else on the Finance Department? De Weerd: Mr. Mayor? Meridian City Council Meeting June 24, 2002 Page 14 of 32 Corrie: Mrs. De Weerd. De Weerd: On the capital improvement plan, you’ll be taking that to the Department Head meeting next week and when will we see it back again? Corrie: Let’s hope not more than two weeks. Kilchenmann: Mayor and members of the Council. We can discuss it in the Department Head meeting. Everybody has received a copy of this. They got it last week so they’ve all seen it. We can have it whenever we schedule our meeting together. Maybe it’s something that we can include the Department Heads that are affected by this. We talked earlier that we’d schedule a session with like a pre-Council meeting so we can include them too. 5. (Items Moved from Consent Agenda) Corrie: Okay. I (inaudible) go to Eleven C, right? Okay. Number six then. Partnership with Retail West on Preliminary Concept Report for Ten Mil Interchange. 6. Partnership with Retail West on Preliminary Concept Report for Ten Mile Interchange: Corrie: I’ve asked Eric Davis to be here this evening to kind of go over the plan. I think you all have the Retail West pamphlet that we had discussed. I might have Eric if you would come up and kind of give them a rundown of what we’re doing or you would like to do here and then if they have any questions on this. Davis: Sure. Thank you. Members of the Council and Mayor. It’s been probably since February that we did a—we got our study and proposal done. We’ve made a lot of progress. We’ve been out and had several meetings with the Mayor and I want to tell you that I can give you the background of who I am and how I represent Eastbourne and how we’ve assessed this from a development standpoint. Gary Funkhauser’s here with Earth Tech, who authored the proposal and he can talk about that in detail and how we get—how you do an interchange from A to Z. Backing up a little bit, I’ve been engaged by Eastbourne to work on the project and do their development services here locally. We’ve a—Mike Ballantine with Thornton, Oliver and Keller has listed the property and for interest with nationwide. We’ve developed a real strong feeling of support from the City and the neighbors. We talked to all the property owners in the immediate vicinity. The remarkable thing is that there’s probably—you stand and look north, there’s two square miles there and probably represented by a half a dozen to ten property owners. It’s a remarkable opportunity. The location has been designated and a lot of hard work by COMPASS and yourselves in the past. We went around and sort of validated all of the support that’s out there. We’ve met with Dwight Power of ITD and Pam Lowe and COMPASS, Mike Wardle and we’ve picked away at the private side and the public side and the planning side and, you know, is this real. Eastbourne has a significant investment out here and they are of the persuasion with the capability to finance the private side of a 50-50 share on a new interchange. There’s been a Meridian City Council Meeting June 24, 2002 Page 15 of 32 handshake here with ITD to say that you go out and see if you can muster that half and we will support you as we did at the Isaacs Canyon interchange. We’ve taken a look at what is that. Fingers and toes. Is it a $10 million dollar interchange? Is it a $15 million dollar interchange? The study that we’re proposing to do will answer that. Among other things, it will give us a number. On the other side of it, to drum up the private investment, we’ve been—first off, I can tell you Eastbourne is able and willing to put up half the money with the understanding and commitment that they are able to recover some of that investment. We’ve gone—I’ve been to each property owner in the immediate area. We’ve talked about this in concept. So far, I haven’t had anybody say—well, with rare exception (inaudible) have anybody say, look, this isn’t going to work. You’re crazy or no, I’m not interested. I think everybody sees the benefit. I really have never—I mean, I’ve been doing shopping center work for over 20 years and— ***End of Side One*** Davis: --of a time at which things are lined up so well. So, I, you know, I’m here to answer any of the questions you have but I wanted to let you just—at least offer a few things as to what if you choose to participate in this study with Eastbourne in what we’ve got and what does the project have. You know, to show an alliance at this point when we’re kicking off a project that will be, you know, looked at all over and it’ll go to the highest levels of Federal Highway and ITD, it’s real important that we show an alliance. This is a real good way to do it for creditability with tenants, with businesses that are courting property owners. I think it’s a great show of leadership and stepping out in the right direction. Arm in arm and hand in hand and you’ll be able to participate as we go along with Earth Tech. Most of all, we’ll find out what this thing will look like and what it will cost within four to five months. It was very important to Eastbourne, you know, being from Toronto and to know that they had a partner in this. It’s a big thing to step ahead and do this on your own but to have an alliance with the City that will host this is a big move. I’m hoping you can help us out. Corrie: Any questions? De Weerd: Mr. Mayor? Corrie: Mrs. De Weerd. De Weerd: It mentions in your letter that you would like the City to share in the cost of this study. What kind of amount are you looking for? Davis: This, right now, the proposal that Earth Tech has, I think the fee in there is $68 or (inaudible) $66,000. We just thought that, you know, as things go and questions will come up and we may have other things you want to study in a little more detail and it might be fair to allow $80,000 for this and give yourself some margin at this point. This is a preliminary study. De Weerd: And what would be our share? Meridian City Council Meeting June 24, 2002 Page 16 of 32 Davis: We figured half. That was our proposal. They’re willing to put in half if you’re willing to put in half. De Weerd: Okay. Mr. Mayor, what budget would this come out of? Corrie: This would—I’ve talked with Gary. We could borrow from the interchange fund and then with the latecomers fee, pay it back with the interest that we had there. De Weerd: Is that the enterprise fund? Corrie: I’m sorry. What did I say? De Weerd: The interchange. Corrie: Oh. Interchange fund? Enterprise Fund. I’m sorry. I had talked with Gary about that. I haven’t gotten an answer from him yet. De Weerd: Hey, you get a percentage right there. Corrie: I don’t know what that would come out of. Mr. Bird. Bird: Mr. Mayor. Eric, would you want—I mean, I know Earth Tech up there, the successful people will be billing on a monthly deal at that point. Could we pay our 50 percent or do you want the money up front? Davis: Oh, it would come later or whatever you’re comfortable with. Bird: I, for one, don’t see any problem with Enterprise Fund. Funding some back like this, we can get it back with interest. I’m sure Eastbourne wants to recover their costs in there. I’m sure the City would want to. I, for one, believe that this is a real opportunity. We know that the more we help, the sooner, I hope, the sooner we will get that interchange out there. You know, there is no guarantees regardless of how much money you throw at it but I think anything you do will definitely help and I’m definitely for that. I see no problem with helping something like this. Davis: I appreciate that. To sort of keynote that—and I contrast this to a developer who would ordinarily say, well, I will do this. I will put this interchange together but I just need more (inaudible) signed up first or I just got to have J.C. Penney’s. As soon as I get a letter of intent, we’ll go ahead. Here’s the private side willing to make infrastructure improvements regardless of that just for the sake of the fact that they’ve done this before. They know they’re in the path of progress. They know that there’ll be value there. I think it’s really a unique circumstance. De Weerd: Mr. Mayor? Corrie: Mrs. De Weerd. Meridian City Council Meeting June 24, 2002 Page 17 of 32 De Weerd: You know, I agree. I think that this is something that—a third interchange has been very needed in this community and this is exciting to hear that kind of all of the things are aligning the way they’re supposed to and this is an opportunity that if we didn’t participate, we would not be doing our citizens—we would not be representing our citizens in a good way. I think when you start driving in our traffic and seeing how—we know, realistically, with everyone’s funding issues that if you don’t get this kind of partnership, we will not get an interchange at Ten Mile. We all realize that and this is an opportunity that we should be active participants in as well. Nary: Mr. Mayor? Corrie: Mr. Nary. Nary: I certainly would the have this interchange at some point in the future but, just so I’m clear, ITD doesn’t want to participate at all in the cost of the study. Davis: You’re right. Nary: They’re willing to put in the cost at some point in the future for half but not in the cost of the study. Davis: Right. You have to validate that. It’ll go further. There will be plans that have to be done. Gary can speak to these. He knows much more the process than I do. They will basically—I guess the process we have to go through is get a letter of intent with them. Dwight Power will take the proposal to the board and once we know what it is we’re talking about. Nary: So, they’re waiting for this study to really want to come to the table. Davis: Yes. So we can make our deal. Then we say, okay, it’s a $12 million dollar interchange and it’ll look like this. We’ve got all of our facts and figures and they can then make a rational decision as to what it is they’re agreeing to do. At that point, I’d expect that 50-50 split on the cost from that point forward. The half ITD, which is Federal funds, and half private side, which would be Eastbourne and the other property owners. Nary: On the other property owners that are there, as supportive as they were, they weren’t necessarily wanting to help pay for the study to get that there so they could sell their property. Davis: We asked. There’s various levels of, I guess, develop of blood flowing through that group. Some people just are farming. There was a pretty good consensus that, yes, we realize there’ll be increased value out there and if that day comes, we’ll be able to pay. We’ll be glad to pay. De Weerd: They want to see proof. Meridian City Council Meeting June 24, 2002 Page 18 of 32 Nary: But isn’t that the same—isn’t those some of the same people that assisted in paying for the Ten Mile sewer study? Aren’t those property owners some of the folks that paid for that? De Weerd: No. Nary: Oh. I mean, I think it’s a good idea. I’m disappointed that ITD doesn’t want to assist and participating in the plan. Davis: They’re really stretched. I mean, if you listen to them, it’s really—and they just sit there and say, you know, Mr. Davis, this interchange is an approved location we’ll grant you that. It’s on the list but it may not happen for 15 years if somebody doesn’t step up and make it happen. It’s a developer’s challenge, you know. Nothing happens unless you make it happen. So we’re doing the best we can. You know, I don’t blame them. They’ve got a lot of things out there that are undone and higher priorities, I suppose. It’s an unusual opportunity to have someone step up with half of the money. We just have to do our best to make that happen. Corrie: The possibility of improving this and bringing it up even closer is this right here. Davis: Oh, yes. Corrie: In talking to Pam Lowe, she said this will move you, if it moves at all. This will do it. We have the developers, same thing we had at that Canyon interchange down there. We had a developer put in half of it and it moved right along. They have like, what is it, five districts they have to work with at the board. District three is not the only one but it can move that interchange up and they’re also looking that they have to improve the Meridian interchange to get the road capacity to Nampa. This is something else that they’re looking at because they can’t tear this Meridian interchange down until get the Ten Mile in. That’s also an incentive for them to move. We’re helping them move it and the City’s behind us. The developer is behind it and they can say okay then let’s do it. It’s the roll of the dice. We know that as far as time. From what I’m hearing from ITD, they would like to have the study so they can go forward with it now. That’s why I want to bring it to this Council. Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: I’d like to make one statement to test that we learned on the overpass. The Locust Grove overpass. I would prefer the see the City and the private partner up and get this study done. If you get ITD in, they’re going to bring Federal money in and it just kicked us 24 months down the road when they brought the Federal money in. I’ve--let’s get the private—I’m shocked like Mr. Nary that more of the developers and land owners out there wouldn’t divvy up but I’m sure that they will in the end pay their share. I, for one, see that I think there’s a way we can get it. I think it’s very beneficial to the Meridian City Council Meeting June 24, 2002 Page 19 of 32 community. If it can move that interchange up six months, it’s beneficial. The longer we keep the Federal money out, the faster we can go. Nary: Mr. Mayor? Corrie: Mr. Nary. Nary: I appreciate the reminder from Councilman Bird. So let’s just get on with it. De Weerd: Thank you. Corrie: If we are through discussing, I will entertain a decision from the Council with Davis to want to go partner-shipping. Mr. Bird. Bird: Mr. Mayor. I would move that we get into the preliminary concept report with Eastbourne Development on the Ten Mile interchange, have an agreement drawn up by the attorney for our approval and if it meets our approval, the Mayor to sign and the Clerk to attest. De Weerd: Mr. Mayor? Corrie: Mrs. De Weerd. Let me get a second. Nary: Second. De Weerd: Before I was to second that, I wanted to make sure it was the proposal by Gary Funkhauser of Earth Tech to do this in partnership with Retail West. Corrie: Okay. Bird: Well, have they decided that Earth Tech is the—okay, I’m sorry. I would go along with that that we do it and also if the second would agree, this is not to exceed $40,000 unless it comes back for another review. Nary: I would concur. Corrie: Okay. Any further discussion? Okay. Roll call vote, Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED Corrie: Okay. Thank you. Davis: Do you have any questions of Earth Tech? Corrie: Does anybody have any questions for Gary? Meridian City Council Meeting June 24, 2002 Page 20 of 32 Bird: I don’t. His proposal looked very clean, very clean. I’m familiar when they— Corrie: You’ve had a lot of experience with this. Right Gary? Bird: They do great work. Davis: I had Federal highway people call me that said—about an hour conversation about telling me the rules of the road and how it was going to have to be and I said well— De Weerd: Do you want to speak in the microphone? Corrie: We’ll put it on tape. Bird: We want to get it on tape. Davis: I’m sorry. Yes, Federal highway—we’ve been checking around and they called me on the phone, a couple of guys on the speaker, and they had me going for about an hour about all of the, you know, it’s going to be a rough road and you’ll have to be very diligent and these are the rules and I know there are rules but I’m going to learn a lot more, I suppose. Then I said, well, Gary Funkhauser is going to run this for us. Oh, they said, now that guy knows (inaudible) and got me off the hook. De Weerd: So, how to throw names around, huh. Davis: Yes. The right ones. Bird: Yes. Right ones. 7. Tabled from June 11, 2002: Ordinance No. 02-956 : Allowing for Criminal Background Checks on applicants of permits / licenses with the City Clerk’s Office: Corrie: Thank you, Eric. Thank you, Gary. Item number seven is an ordinance. Ordinance 02-956 allowing for criminal background checks on applicants for permits and licensed with the City Clerk’s office. So, Mr. Clerk, if you’ll read the Ordinance number 02-956 by title only please at this time. Berg: Thank you, Mr. Mayor and members of the Council. Ordinance number 02-956, an ordinance of the City of Meridian amending sections 3-1-6 to delete and change language in sub-sections 3-1-6A and B and to enact a new sub-section 3-1-6D to be known as authorization of FBI National Criminal History Record Checks and to enact a new section 3-1-8 to be known as an Appeal From Denial Of License repealing all ordinances, resolutions, orders or parts thereof in conflict herewith are hereby repealed, rescinded and annulled in applying for an effective date. Meridian City Council Meeting June 24, 2002 Page 21 of 32 Corrie: Thank you. Is there anybody in the audience that wants to hear the art in it’s entirety? There are none. Council, questions or discussion on Ordinance number 02- 956? Nichols: Mr. Mayor? Corrie: Mr. Nichols. Nichols: Mr. Mayor and members of the Council. Just a couple of items. First of all, we do not yet have complete approval from Idaho State Police on this but I expect that it will be approved because it has the minimum things in it that they want to see. Secondly, I know that an ordinance summary was not prepared for this, which we will have one prepared and submitted to you for your review and approval if you so choose. Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: This redone ordinance meets the approval of the City Clerk’s office and the Police office? We’ve got the Police Department? Worley: Mr. Mayor and members of the Council. Yes. As we discussed at the workshop, the changes that were incorporated are acceptable to the Police Department. Bird: Okay. Corrie: Mr. Clerk. Berg: Mr. Mayor and members of the Council. The City Clerk’s office wants to thank the Police Chief for reevaluating some of the other comments that we had and I think it is in the form that we agreed upon. Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: Do we—if passing this ordinance with the suspension of rules, do we need to incorporate that we need a summary and it depends on the State of Idaho Department of Law’s acceptance of our deal or what? Nichols: Mr. Mayor? Corrie: Mr. Nichols. Nichols: Mr. Mayor and members of the Council. The summary is not required. It’s only if you want a short cut and save some money on the publication of the ordinance. This one is not horribly long like the zoning one was. Secondly, with regard to the Idaho State Police approval, I would not hold back approving this ordinance because I fully Meridian City Council Meeting June 24, 2002 Page 22 of 32 expect that we’ll get the approval. The only thing that will happen is that if they don’t like it, they just won’t process the request when we send it over. We’ve got a bunch of things hanging fire here waiting for permits so I think it’s best to actually pass this. If there’s some technical objection, we’ll come back with an amendment to clean it up. I don’t think we’ll find one. Nary: Mr. Mayor? Bird: Mr. Nary. Nary: I guess the rule of thumb I have always used on a summary is (inaudible) three pages. If it’s longer than three pages because then it does get pretty spendy. This is three pages. So I don’t know that a summary is necessary. The other thing is that sometimes, and I think this sort of falls in that category, there are certain types especially when you’re either establishing something new like an appeal process or you’re having something where a denial may occur, it’s not a bad idea to print the whole ordinance as long as it isn’t 25 pages long. This one is short enough that it probably just makes as much sense to print the whole thing without having to do a summary. Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: If there’s no more discussion I’d move that we approve Ordinance number 02-956 allowing for criminal background checks on applicants of permits and licenses with the City Clerk’s office and with suspension of rules. Nary: Second. Corrie: Okay. Motion has been made and second to approve Ordinance number 02- 956 with suspension of rules. Any further discussion? Hearing none. Roll call vote, Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED 8. Tabled from June 18, 2002: Resolution No. 02-378 : Lease Agreement with Department of Corrections Parole & Probation for space in new Meridian Police Department building: Corrie: Item number eight is tabled from the June 8,2002. Resolution number 02-378. Lease agreement with Department of Corrections Parole & Probation for space in new Meridian Police Department building. Mr. Clerk, if you’ll read the Resolution number 02- 378 by title alone at this point. Berg: I’m sorry, Mr. Mayor. Mr. Mayor and members of the Council. Ordinance number 02-957—oh, excuse me. Wrong resolution. I gave you my post-it note. Meridian City Council Meeting June 24, 2002 Page 23 of 32 Corrie: I’m sorry. You can have it. I’ve written it down already. Berg: 02-378 Resolution number. The resolution of the City Council and the City of Meridian setting forth certain findings and purposes authorizing the Mayor to enter into on behalf of the said municipality an agreement entitled Lease Agreement for Space between the City of Meridian for the Meridian Police Department and the Department of Corrections, Probation and Parole. Corrie: Okay. You’ve heard the reading of the Resolution 02-378 by title only. Would anyone in the audience like to have the resolution read in its entirety? Thank you, Frank. Okay. Discussion? I guess I have one question. Chief, has that, those lined out items, has that been given to the parole, the State Department to see if they agree with that. Worley: Mr. Mayor and members of the Council. Yes. We did. I got an e-mail back from the Department of Administration. The original lease agreement allowed the State to, essentially at their discretion, sublease the space to another State agency, which we have specific reasons for wanting the Department of Probation and Parole and not some general State agency. The Attorney General’s office has agreed to strike that provision from their standard lease agreement. The only thing that may be pending, and I’d refer to Mr. Nichols at this point, is a technical change in the lease agreement. The agreement as drafted was between the State of Idaho and the Meridian Police Department as opposed to the City of Meridian. To my knowledge, that hasn’t come back with that change yet but that would be the technical change before we would sign it. De Weerd: Yes, it did. Bird: Yes. It’s been changed. Nichols: Mr. Mayor? Bird: Mr. Nichols. Nichols: Mr. Mayor and members of the Council. The only thing that isn’t in the new lease is, and I’m not sure it’s necessary, but the lease calls for a floor plan and that sort of thing in that Exhibit A and, of course, there really isn’t one because it’s just a room. If we could even just attach to it some rendering of the first floor of the Police building with an arrow pointing to their space even though they’ve got it room 106, I believe it is if they’ve got it noted. That’s the only thing that needs to be done there. Where the offending language has been lined out in the agreement that was prepared by the State that needs to be initialed. I think it would be a good thing if you approve it. Worley: Mr. Mayor and Council. We can certainly provide the floor plan or whatever specific you’re looking at the area. We do have a specific room designated by room number on the plan so that’s a simple thing to provide. Meridian City Council Meeting June 24, 2002 Page 24 of 32 Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: Maybe, Chief, you could even put it between grid lines in your write up. Like between grid line D, grid line G and stuff like that so there is no question because numbers on the room could be moved. Corrie: Good thought. I hadn’t thought about that. We’re going to keep them downstairs. We’d have to use your grid lines as downstairs only. Worley: Well, it does show a specific room off of the lobby that would be delineated both by room number, which is done in the lease agreement, and also the map itself would show the location of the room (inaudible) the lobby area. Corrie: Okay. Any other questions? Okay. Then I’ll entertain a motion on the Resolution 02-378. Mr. Nary. Nary: Mr. Mayor. I’d move the approval of Resolution 02-378 Lease Agreement With the Department of Corrections, Parole and Probation for space in the Meridian Police Department building. Bird: Second. Corrie: Okay. Motion has been made and second. Any further discussion? Okay. Roll call vote, Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED 9. Ordinance No. : Official Newspaper: Corrie: Number nine. Ordinance number 02-956. Official newspaper. De Weerd: 957? Bird: 957. Corrie: 957. I can’t even read my own writing, can I? Thank you. Time to move on. All right. Mr. Berg, if you will read Ordinance number 02-957 by title only. Berg: Thank you, Mr. Mayor, members of the Council. Ordinance number 02-957. An ordinance of the City of Meridian, Idaho amending Section 2 of Chapter 5, Title 1 of the Meridian City Code of the City of Meridian providing for the designation of the Valley Times as the official newspaper of the City of Meridian and providing an effective date. Meridian City Council Meeting June 24, 2002 Page 25 of 32 Corrie: Okay. For the reading of Ordinance number 02-957 by title only, does anyone in the audience like to have it read in its entirety? Okay. Hearing none. Council? Discussion? Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: Okay. What is the appropriate effective date? Corrie: Good question. Mr. Nary, do you— Berg: Mr. Mayor and members of the Council. Right now, we have noticed in the paper th for public hearings on the 16 of July. Bird: Which paper? Berg: Our current official newspaper. Bird: Okay. That’s what I’m asking. Berg: Not saying that we can’t publish in both but, you know, there is going to be a crossover date that we’d like to do that. I don’t know what would be a logical time. You’re going to have to discuss that with the changing of the meeting dates also because we’d have to fit in a rotation of noticing every week rather than just the 15 days prior to our meeting. Every two weeks. Nary: Mr. Mayor? Corrie: Mr. Nary. Nary: Would it be—because obviously, you’re going to have to change some of your th internal process to do that rather than just picking the next date after the 16. The rd 23—wouldn’t it be easier to do it on the monthly break the first, effective the first? thth Obviously, the first Valley Times that would come out with that would be the 5 or 6. So, that would give you adequate time to change your internal process until we get st everything in the right place where it needs to be. August 1. That would be the effective date of when that would become the official paper so that way you would have time from when the last ones are to making sure the next ones that get printed after the th first for our meeting August 6. You’d have time to have that printed. Would that work? Berg: Mr. Mayor and members of the Council. We have to notice 15 days prior to the th meeting date so we would be noticing to notice this for August 6 or for P and Z. No, P st and Z is August 1. 15 days prior. So, we could have a turnaround at that time. Meridian City Council Meeting June 24, 2002 Page 26 of 32 Nary: As long as you have adequate time. All I was concerned was that you’d have time internally since you’ve already—so we don’t have too much overlap, I mean, and essentially have double expense. That would give you a little bit of leeway to have your process changed. Would that work? (inaudible) Corrie: Okay. Any discussion? De Weerd: Mr. Mayor? Corrie: Mrs. De Weerd. De Weerd: I move we approve Ordinance 02-957 changing the designation of the official newspaper to Valley Times with the effective date of August 1, 2002 with suspension of rules. Bird: Second. Corrie: Motion has been made and second. Mr. Nary. Nary: I’m noticing on the one that’s in our packet that (inaudible) Ordinance 02-937. Was that the old one? Is that why? Or is that just an error that needs to be corrected as well? Okay. De Weerd: With instruction to correct the number on the— Nary: The scrivner error. Corrie: Okay. Any further discussion? Hearing none. Roll call vote, Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED 10. Ordinance No. 02-958 :Revising City Council Meeting Times: Corrie: Ordinance number 02-958. Revising City Council Meeting Time. Mr. Berg, if you would read that by title only at this point. Berg: Mr. Mayor and members of the Council. Ordinance number 02-958. An ordinance of the City of Meridian amending Title 1, Chapter 7, Section 5A of the Meridian City Code, City Council meetings, times and place of regular meetings providing that the time and place of the Council meetings shall be at 7:00 P.M. on the night of any regular City Council meeting and the regular meeting shall be held on the first, second, third and fourth Tuesdays and in the event a City Council meeting falls on Meridian City Council Meeting June 24, 2002 Page 27 of 32 a holiday or Tuesday in which a City or general election is held, the meeting shall not be held on that Tuesday but shall be held on the following Wednesday adopting Robert’s Rule of Order revised for conducting Council meetings to provide for a new sub-section D providing for Council to cancel and reschedule meeting and provide an effective date. Corrie: Okay. The reading of Ordinance number 02-958. Is there anyone in the audience that would like to have it read in its entirety? Hearing none. Discussion? Council? Nary: Mr. Mayor? Corrie: Mr. Nary. Nary: I guess this is another one we need to figure out what the best effective date since we’ll be changing our process and the City Departments will have to change their stst process since we won’t have the—I don’t know whether August 1 or September 1 is st better. I don’t really—September 1 probably would be little bit better giving them some adequate time especially after the budget and we have the—I think the—is it August when we have the— Bird: Public hearing. Nary: --public hearing for the budget. So, probably after all of that so that way it won’t st mess up other peoples things. Then, we would make this effective September 1 of 2002. Mr. Berg, I noticed your comments in here. Did you get your question answered that you had as to whether or not that was exclusive to—the only method to cancel a meeting? Berg: Mr. Mayor and Councilman Nary. My question was really, I guess, pertaining to shall and may. It says you may cancel it that way but I guess you can cancel it other ways as well. Nary: I guess my assumption is that it’s always applied if we didn’t have a quorum. We would certainly have to cancel a meeting. This is just the ability to look forward and see in the future if there are dates that we were going to cancel. The one that comes to mind, off hand, is Christmas Eve is a Tuesday. I don’t really want to meet that day nor do I really want to meet on Wednesday. It just gives us that flexibility to be able to make those changes and ones that we can foresee. I think that’s all the intent of that was. Nichols: Mr. Mayor? Corrie: Mr. Nichols. Nichols: Mr. Mayor and members of the Council. That was certainly my intent was that it would be permissive to do either. To postpone or to cancel it if you had a majority of the Council in advance deciding that issue. I believe the statute, State statute, also already provides for a lack of a quorum. I would point out to the Council on the issue of Meridian City Council Meeting June 24, 2002 Page 28 of 32 the effective date, you also need to make a decision about if you’re going to have the court stenographer take down the minutes of all of the meetings because where before the court stenographer only attended those meetings which included land use matters. There would be—I mean, we don’t know if the court stenographer, Mr. Willis, wants to come four meetings a month or how that might be arranged. So, I just raise that issue after discussions with the Clerk after one of our recent meetings. I don’t know if you’d had a chance to even talk about it or think about that part of it. Corrie: Mr. Berg. Berg: Mr. Mayor and members of the Council. I did have a chance to talk to Mr. Willis and he’d be more than happy to come on every four Tuesdays if it was going to cut the meetings down to end before 10:00. He has a time period that he has to get these minutes done and back to us. If it were our intent to shorten the meetings, then he wouldn’t have a problem with that. Keep in mind also that he does two P and Z meetings. De Weerd: Those don’t end at 10:00. Berg: Yes. Some weeks he would have two meetings but, right now, he would be acceptable to that proposition. Then we’d also have some budget concerns like the Mayor and I had discussed earlier. Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: On the format, can we try to stay to the format we’ve got now, having three land use ones and then the fourth one non land use? Then he wouldn’t have to come to the fourth one. Or do you want to try land use on all four of them? De Weerd: We only have two land use. Bird: We do now but in the new one, we can have three because we’re going to be meeting every Tuesday. We get the first, second and third Tuesday, we can have land use and he could be here. The fourth one we wouldn’t have to unless we see down the line that we need all four of them to be land use. Nary: Mr. Mayor? Corrie: Mr. Nary. Nary: I guess another thing and I don’t know what the forum to discuss that but I think what we may want to do is evaluate, on looking at the schedule, how flexible Mr. Willis, how much time he needs. We may be able to determine that we may only need him for one hearing. He doesn’t necessarily have to take minutes of every word that we do in the meeting. We really wanted to make sure our records were clean on the hearing. Meridian City Council Meeting June 24, 2002 Page 29 of 32 So, we should know that 15 days in advance. I don’t know how much time period he needs to know to schedule those things. That’s something we could discuss. Again, it’s a cost issue. Same thing with the Planning and Zoning meetings. I don’t know whether or not and Mr. Nichols, I’d certainly want his input but I don’t know whether or not we always have to have him at every Planning and Zoning meeting either. It’s to provide some faster turnaround but it’s just something, again, to talk about from a cost measure and effectiveness measure. I think maybe that’s something we can have that discussion or Mr. Berg can have that discussion with Mr. Willis and maybe give back more information. We’ve got a lot of time period now to do that with. Corrie: It would be very (inaudible) to talk about that because (inaudible) Berg: Mr. Mayor? Corrie: Mr. Berg. Berg: I was just contemplating that we could notice the public hearings the way we want to notice them. We just have the time restraint to get them on to the Council after they come through P and Z. So, they can fall out that if you want it pushed heavy on one meeting then the other meeting and not have any, we can do that. So, maybe having, you know, depending on how they work out and come from the P and Z after their two week split, we may have one meeting a month that may not fit into the notification schedule. The contract we have with Mr. Willis is that he gets paid to show and he gets paid per page. Depending on how it is, he’s going to get a flat rate for showing up and then whatever pages he transcribes. I’m sure that he wouldn’t want to just come for 15 minutes and it probably wouldn’t be cost effective for us. We could do some things there. The other thing is if we’re going to be doing more of those minutes too, I’ve already discussed with several of the Council members but it is an impact even more so for my department to turn around some minutes. We seem to have more special meetings, a few other committees and things that we have established for doing minutes for too. Corrie: Any other discussion? I think Mr. Bird is right. There can be maybe we can’t do (inaudible). Bird: We can certainly try it. Corrie: You want the effective date then 9-1 of 2002? Bird: Did you make a motion, Mr. Nary? Nary: I will. Mr. Mayor, I move the approval of Ordinance number 02-958. The revision st of the City Council meeting times to reflect the effective date of September 1 of 2002 as written with suspension of the rules. Bird: Second. Meridian City Council Meeting June 24, 2002 Page 30 of 32 Corrie: Okay. Motion has been made and second with the suspension of the rules. Any further discussion? Okay. Roll call vote, Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED Corrie: With that, we will have Item number 11-C. I would like to tell the Council or ask the Council or tell you or whatever the verbiage is, I’d like to have a pre-Council meeting next on the second of July at 6:00. Brad Watson wants to meet with you about this latecomers discussion of Water and Sewer latecomers agreement with Sundance Company. He said he figured that 30 minutes would do it. Is that correct, Brad? Watson: Yes. Corrie: Then we can go about the regular meeting on time. I did put that on the second of July at 6:00 so we can (inaudible) 30 minutes earlier to hear that. Bird: That’s good. Corrie: We have some discussion that needs to be handled with the Council. 11-C. Lease Agreement with Chamber of Commerce: Corrie: Okay. The next item is 11-C, which is the lease agreement with the Chamber of Commerce. Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: I would move that we go into the Executive Session as per Idaho State Code 67- 2345 (c) regarding the contract. McCandless: Second. Corrie: Okay. Motion has been made and second. Roll call vote, Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. All ayes. MOTION CARRIED Corrie: Mr. Bird, who all do you want here? Just the four of us and the attorney? Bird: The four of us and Attorney Nichols. (Executive Session) Meridian City Council Meeting June 24, 2002 Page 31 of 32 Corrie: I’ll entertain a motion to come out of Executive Session. Bird: So moved. Nary: Second. Corrie: Okay. Motion has been made and second. All those in favor say aye. Okay. Let the record show that no decisions were made other than what will be done in open public meetings. Council— Bird: Mr. Mayor? Corrie: Mr. Bird. Bird: On this lease with the Meridian Chamber of Commerce, there has been a, I guess, a couple of changes unbeknownst to the City that was sent to us signed by the President of the Chamber and approved by their board. We had sent them over an exhibit that we would agree with and asked them to look it over and see if they agreed with it. At this time, I would move that we table this lease agreement and that our attorney get with the President of the Chamber of Commerce and a couple of their nd board members and ask them to come to the July 2 meeting so we can discuss the changes that were made by them on this lease agreement. De Weerd: That was a long one. Nary: Was that a motion? Bird: That was a motion. De Weerd: Second. Corrie: Motion has been made and second. All those in favor say aye. All ayes. Now you can have a discussion on that. That concludes our agenda. I will entertain a motion—Oh, don’t forget the first of January we have a meeting with the ACHD and City Council— De Weerd: January? Corrie: I’m going to be the only one there so make that a notice. De Weerd: Happy New Years. Corrie: Happy New Year, Mayor. Bird: You mean we don’t have to come to any more meetings? Meridian City Council Meeting June 24, 2002 Page 32 of 32 st Corrie: We do have a July 1 meeting, however. Okay. With that being said, I’ll entertain a motion to adjourn if you so desire. De Weerd: So moved. McCandless: Second. Corrie: Motion has made and second. All those in favor say aye. MOTION CARRIED: ALL AYES. MEETING ADJOURNED AT 8:40 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: / / ROBERT D. CORRIE, MAYOR DATE APPROVED WILLIAM G. BERG, JR., CITY CLERK