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HomeMy WebLinkAbout2007-07-111. 2. 3. MERIDIAN CITY COUNCIL SPECIAL MEETING /WORKSHOP AGENDA Wednesday, July 11, 2007 at 8:30 a.m. City Council Chambers 33 East Idaho Avenue, Meridian, Idaho `Although the City of Meridian no longer requires sworn testimony, all presentations before the Mayor and City Council are expected to be truthful and honest to best of the ability of the presenter." Roll -call Attendance: O David Zaremba X Joe Borton X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd Adoption of the Agenda: Approve Presentations and Discussions of the Proposed City Department Budgets (approximate times): 8:30 am introduction / Preparations 8:45 am Parks Department 9:45 am Finance Department 10:05 am Break 10:15 am Legal, Human Resources, IT Departments 11:00 am Police Department 12:00 pm Lunch — Working 12:30 pm Planning Department 12:45 pm City Clerk's Office 12:50 am Mayor's Office 1:35 pm Public Works Department 2:50 pm Fire Department 3:50 pm Further Overall Budget Discussion / Decisions 6:00 pm Close Meridian City Council Special Meeting / Workshop Agenda — July 11, 2007 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 hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. E IDIAN.A_� MERIDIAN CITY COUNCIL SPECIAL MEETING / WORKSHOP AGENDA Wednesday, July 11, 2007 at 8:30 a.m. City Council Chambers 33 East Idaho Avenue, Meridian, Idaho "Although the City of Meridian no longer requires sworn testimony, all presentations before the Mayor and City Council are expected to be truthful and honest to best of the ability of the presenter." Roll -call Attendance: _ 0 David Zaremba X Joe Borton Charlie Rountree X Keith Bird —& Mayor Tammy de Weerd 2. Adoption of the Agenda: k-jtrov2 3. Presentations and Discussions of the Proposed City Department Budgets (approximate times): 8:30 am Introduction / Preparations 8:45 am Parks Department 9:45 am Finance Department 10:05 am Break 10:15 am Legal, Human Resources, IT Departments 11:00 am Police Department 12:00 pm Lunch – Working 12:30 pm Planning Department 12:45 pm City Clerk's Office 12:50 am Mayor's Office 1:35 pm Public Works Department 2:50 pm Fire Department 3:50 pm Further Overall Budget Discussion / Decisions 6:00 pm Close Meridian City Council Special Meeting / Workshop Agenda — July 11, 2007 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 hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. 1. 2. 3. E IDIAN11 MERIDIAN CITY COUNCIL SPECIAL MEETING / WORKSHOP AGENDA Wednesday, July 11, 2007 at 8:30 a.m. City Council Chambers 33 East Idaho Avenue, Meridian, Idaho "Although the City of Meridian no longer requires sworn testimony, all presentations before the Mayor and City Council are expected to be truthful and honest to best of the ability of the presenter." Roll -call Attendance: David Zaremba Joe Borton Charlie Rountree Keith Bird Mayor Tammy de Weerd Adoption of the Agenda: Presentations and Discussions of the Proposed City Department Budgets (approximate times): 8:30 am Introduction / Preparations 8:45 am Parks Department 9:45 am Finance Department 10:05 am Break 10:15 am Legal, Human Resources, IT Departments 11:00 am Police Department 12:00 pm Lunch — Working 12:30 pm Planning Department 12:45 pm City Clerk's Office 12:50 am Mayor's Office 1:35 pm Public Works Department 2:50 pm Fire Department 3:50 pm Further Overall Budget Discussion / Decisions 6:00 pm Close Meridian City Council Special Meeting / Workshop Agenda — July 11, 2007 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 hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. 11 T Cease {Po �+ Jq�_ �u i 'c� iia F h 4�C,4k s (: I >" WE R IDIAN-- 1 MERIDIAN CITY COUNCIL SPECIAL MEETING / WORKSHOP AGENDA Wednesday, July 11, 2007 at 8:30 a.m. City Council Chambers 33 East Idaho Avenue, Meridian, Idaho "Although the City of Meridian no longer requires sworn testimony, all presentations before the Mayor and City Council are expected to be truthful and honest to best of the ability of the presenter." 1. Roll -call Attendance: David Zaremba Joe Borton Charlie Rountree Keith Bird Mayor Tammy de Weerd 2. Adoption of the Agenda: 3. Presentations and Discussions of the Proposed City Department Budgets (approximate times): 8:30 am Introduction / Preparations 8:45 am Parks Department 9:45 am Finance Department 10:05 am Break 10:15 am Legal, Human Resources, IT Departments 11:00 am Police Department 12:00 pm Lunch — Working 12:30 pm Planning Department 12:45 pm City Clerk's Office 12:50 am Mayor's Office 1:35 pm Public Works Department 2:50 pm Fire Department 3:50 pm Further Overall Budget Discussion / Decisions 6:00 pm Close Meridian City Council Special Meeting / Workshop Agenda — July 11, 2007 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 hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. CITY OF _ IDAHO !� c c> THEh9URE ii1B03 MAYOR Tammy de Weerd CITY COUNCIL MEMBERS Keith Bird. Joseph W. Bortorn Charles M. Rountree David Zaremba CITY DEPARTMENTS City Attorney/HR 703 Main Street 898-5506 (City Attorney) 898-5503 (HR) Fax 884-8723 Fire 540 E. Franklin Road 888-1234/fax 895-0390 Parks & Recreation 11 W. Bower Street 888-3579/fax 898-5501 Planning 660 E. Watertower Lane Suite 202 884-5533/fax 888-6854 Police 1401 E. Watertower Lane 888-6678/fax 846-7366 Public Works 660 E. Watertower Lane Suite 200 898-5500/fax 898-9551 - Building 660 E. Watertower Lane Suite 150 887-2211 / fax 887-1297 - Wastewater 3401. N. Ten Mile Road 888-2191/fax 884-0744 - Water 2235 N.W. 8th Street 888-5242/fax 884-1159 NOTICE OF SPECIAL MEETING / WORKSHOP MERIDIAN CITY COUNCIL NOTICE IS HEREBY GIVEN that the City Council of the City of Meridian will hold a Special Meeting / Workshop in the City Council Chambers at Meridian City Hall, 33 East Idaho Avenue, Meridian, Idaho, on Wednesday, July 11th, 2007 at 8:30 am. The Meridian City Council will be receiving and discussing preliminary budgets and presentations from each specific department of the City of Meridian towards approving a tentative budget. The public is welcome to attend. DATED this 9th day of July, 2007. ti r F� WILLIAM G. B RG, JR.= - 7 - bo UNI i T io,rlt�s I�\V, Meridian City Council Special Workshop / Meeting — July 11, 2007 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 888-4433 at least 48 hours prior to the public meeting. CITY FALL 33 EAST IDAHO AVENUE MERIDIAN, IDAHO 83642 (208) 888-4433 CITY CLERK- FAX 888-4218 FINANCE & UTILITY BILLING -FAX 887-4813 MAYOR'S OFFICE -FAX 884-8119 Printed on recycled paper f c Tly of ... IDAHO TREASURE V� �- SINCE 1903 MAYOR Tammy de Weerd CITY COUNCIL MEMBERS Keith Bird Joseph W. Borton Charles M. Rountree David Zaremba CITY DEPARTMENTS City Attorney/HR 703 Main Street 898-5506 (City Attorney) 898-5503 (HR) Fax 884-8723 Fire 540 E. Franklin Road 888-1234/fax 895-0390 Parks & Recreation 11 W. Bower Street 888-3579/fax 898-5501 Planning 660 E. Watertower Lane Suite 202 884-5533/fax 888-6854 Police 1401 E. Watertower Lane 888-6678/fax 846-7366 Public Works 660 E. Watertower Lane Suite 200 898-5500/fax 898-9551 - Building 660 E. Watertower Lane Suite 150 887-2211 / fax 887-1297 - Wastewater 3401 N. Ten Mile Road 888-2191/fax 884-0744 - Water 2235 N.W. 8th Street 888-5242 / fax 884-1159 NOTICE OF SPECIAL MEETING I WORKSHOP MERIDIAN CITY COUNCIL NOTICE IS HEREBY GIVEN that the City Council of the City of Meridian will hold a Special Meeting / Workshop in the City Council Chambers at Meridian City Hall, 33 East Idaho Avenue, Meridian, Idaho, on Wednesday, July 11th, 2007 at 8:30 am. The Meridian City Council will be receiving and discussing preliminary budgets and presentations from each specific department of the City of Meridian towards approving a tentative budget. The public is welcome to attend. `a'q1` \ \ 111 DATED this 9th day of July, 2007. 111 & T� O WILLIAM G. BERG, JR.= - 0 Meridian City Council Special Workshop / Meeting — July 11, 2007 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 48 hours prior to the public meeting. CITY HALL 33 EAST IDAHO AVENUE MERIDIAN, IDAHO 83642 (208) 888-4433 CITY CLERK - FAX 888-4218 FINANCE & UTILITY BILLING - FAX 887-4813 MAYOR'S OFFICE - FAX 884-8119 Printed on recycled paper September 14, 2007 MERIDIAN CITY COUNCIL MEETING September 18, 2007 APPLICANT ITEM NO. 6-B REQUEST Approve Minutes of July 11, 2007 City Council Budget Workshop AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: CITY PARKS DEPT: MERIDIAN SCHOOL DISTRICT: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH: NAMPA MERIDIAN IRRIGATION: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: MERIDIAN POST OFFICE: OTHER: Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. Meridian City Council Budget Workshop July 11, 2007 The Meridian City Council Budget workshop was called to order at 8:30 A.M. on Wednesday, July 11, 2007 by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Keith Bird, Charlie Rountree and Joe Borton. Members Absent: David Zaremba. Staff Present: Stacy Kilchenmann, Reta Cunningham, Todd Lavoie, Shelly Houston, Robert Simison, Jaycee Holman, Keith Watts, Bill Nary and Will Berg. De Weerd: I would like to welcome you all here today. I am sure you are here by choice. Council, I will ask Mr. Berg to please call roll. Item 1. Roll -call Attendance: Roll call. O David Zaremba X Joe Borton X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd Item 2. Adoption of the Agenda: Rountree: Madame Mayor. De Weerd: Mr. Rountree. Rountree: I move we adopt the agenda as proposed. Bird: Second. De Weerd: We have a motion and a second to approve the adoption of the agenda. All those in favor say aye. THREE AYES. ONE ABSENT. MOTION CARRIED. Item 3. Presentations and Discussions of the Proposed City Department Budgets (approximate times): 8:30 am Introduction / Preparations Meridian City Council Budget Workshop July 11, 2007 Page 2 of 122 8:45 am Parks Department 9:45 am Finance Department 10:05 am Break 10:15 am Legal, Human Resources, IT Departments 11:00 am Police Department 12:00 pm Lunch — Working 12:30 pm Planning Department 12:45 pm City Clerk's Office 12:50 am Mayor's Office 1:35 pm Public Works Department 2:50 pm Fire Department 3:50 pm Further Overall Budget Discussion / Decisions 6:00 pm Close De Weerd: Item 3 is presentations and discussions of the proposed City Department Budgets. We are going to start today with an introduction and preparation and we will start with Stacy first to give an overview on our revenues and how they work. Kilchenmann: If you look at the handout I just handed you, originally the forecaster that — the manual was done in March. So there are a few numbers that were changed from that original manual. The first one is property tax and that was changed. I think it was in May that Robert McQuade came out and talked to you and gave you the estimated market value and so forth. The original primary assessment that he presented to you was incorrect. The new construction figures were wrong, so they went back and they corrected it and I used the corrected numbers to come up with the $14 million. It still probably is conservative because they don't know what the new annexations are until late in the year, so I used a very conservative number to calculate what we would get from new annexation. So it is probably still a little low. Most of the other numbers are just based on what we have done so far this year. So they all stay pretty conservative; like if you look at the charges for services that number is fairly conservative. The only one that might be too — well I lowered park impact fees quite a bit, too. So park impact fees are based on what we are doing this year, but we didn't have the fee increase that we have the whole year. The one number — well the number that makes up the second highest number in our general fund pie is the state revenue sharing and currently we are tracking for the current year to be about $3 million and Association of Idaho Cities gives each city what they estimate the revenue sharing to be. The revenue sharing is sales tax. There are some questions if Micron will affect that. It would only indirectly in that the people that were laid off wouldn't spend as much. I just looked at the state economic report last week and their corporate tax collections, which would be income tax collections are down. Their sales revenue is tracking so far about where they expected it to be, maybe a little below. The development services 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 3 of 122 fund, which is basically funded by the building permits. We were very, very conservative with that. We tracked building permits as if they were even slightly less than we project they will be this year. The commercial portion of that has actually been out performing what it has ever done in the past. So we have a lot of commercial growth going on, but it is really hard for me to project that because it is not based on just how many you sell; it is based on the size and I just don't know, so I am very conservative with that number. So for development services we are actually projecting to be less than where we are — than where we will be this year and interest, of course, we lowered because we are spending the capital improvement fund. So hopefully development services revenue will be greater than what we are budgeting. For the enterprise fund that shows some growth in water and sewer revenues that is pretty consistent with how they have been performing in their increases. I did not include the fee increase. We didn't have that number at the time we did this and again to be conservative, I didn't calculate that in there. It is not that much. I don't think it will make that much difference. Again with the water and sewer connections, those are very conservative too. Those are actually budgeted under where we were performing this year. That is based on building. So are there any questions? De Weerd: Council any questions? Bird: I have none. Rountree: Yeah, I do. On the enterprise fund would you explain columns there with the operating revenue and the capital projects revenue? Kilchenmann: What we do is even though they are counted for as one fund and in the audit they record it as one fund what we have done is separated the cost and revenue to provide what we call water sales and sewer sales. So we take the cost of getting the water from the well to your house and we call that the operating side and then we take the cost to build infrastructure, expand the wastewater plant, put in lines and we call that the capital projects or constructions side. The water and sewer connection fees, which are assessment fees that you pay when you pay to hook up to the line are what we call the capital projects revenue. Rountree: So that is the revenue projections by line item? Kilchenmann: Yes and when you look at their summary when we get to the fund summary you will see how we separate the enhancements for the operating and the base for the operating with the operating revenue and we separate the construction side. • 0 Meridian City Council Budget Workshop July 11, 2007 Page 4 of 122 De Weerd: Okay Council I thought I would get on the other side of the podium to kick the budget presentations off. This is your 2008-2009 budget presentation and this is brought to you by myself and the Sr. Management Team. We did want to highlight our community and so your budget presentation should be a community in review and the enhancements tied to strategic focus areas in the direction that our departments are going. We feel very comfortable with where we have come from — from our business parks, downtown re -development and our old houses rebuilding to the same style, businesses that support youth to enhancing our services, increasing city events as you can see Councilman Bird there enjoying our Meridian at the Hawks Day or even the Ten Mile Interchange process. The Ten Mile Interchange process really shows the involvement of our public. We had over 300 people who kicked off that event with us. Our mission — Meridian is a vibrant and caring community that promotes itself as a premiere place to live, work and raise a family. That is the focus that we are keeping our eyes to in bringing your budget in front of you. Our values show we care in customer service, accountability, respect and excellence; accountability to our public, keeping our customers as our first priority and city excellence. Our strategic focus areas show that we are working together as city departments on these strategic focuses to guide our growth in meeting and enhancing service demands, empowering staff and demonstrating fiscal responsibility. Planning for community growth — our planning really has focused on anticipating demands and we have spent the last couple of years doing some very in depth and serious planning and anticipating what our growth will be and what the service demands are. We feel that we are bringing quality plans to Council to consider. Pinebridge is an example of that as you see in front of us that that is the anticipation of what Pinebridge will look like and to the Locust Grove Overpass and meeting the needs of our public. Our economic development — working to achieve a better job to housing balance and that is extremely important as you consider our budgets today that we have a better balance between the housing and the commercial areas. Providing city services with available resources — I probably will spend a little bit more time on this because I think we have done this strategic focus area extremely well. As you can see, we have really enhanced our online services from paying your utility bill, applying for a city job to filing a police report and we anticipate greater enhancements to have accessibility in our Planning and Building Departments this coming year. The three pictures that you see there are great examples of how we can improve our response times, our coverage and our ways of doing business and in finding alternative funding sources that create operational efficiencies. With our Fire Station we will be adding Fire Station No. 5. Again providing better coverage in an area that is booming and is really demanding some additional staffing up there. Our K-9 training center is a great example and I asked Chief Musser yesterday how that has been utilized and this K-9 training facility was pretty much brought to us more than 50 percent of this project was community based and community funded. It has kenneled over 30 dogs, which has incorporated over 0 Meridian City Council Budget Workshop July 11, 2007 Page 5 of 122 220 days of boarding from five different agencies. We have had 8 different agencies using this facility for training and our police have in-service training in it monthly and our Fire Department is looking at using it in some of their training exercises as well. These programs also show how we have leveraged our taxpayer dollars and also provided funds out into community groups and in enhancing our community and our services. The first one is the SSC recycling program and the first nine months of this year, we took in over $68,000 of revenue; $14,000 was expenses so we had approximately $54,000 available in community grants. When someone comes and applies for that grant money, they are also asked to leverage it. They have to match what they are asking for. So that really extends that money in using this recycling program and promoting recycled materials and those kind of things and that is a recent picture in Gemtone Subdivision. The fire training tower and Station No. 5 are a great example of our partnership with the Rural Fire District. The training tower was $1.4 million and Station No. 5 will be $1.2 million. So that is $2.6 million in our partnership with the Rural District that has brought services online faster than we would have typically been able to do without that partnership. Our Project 7th Grade really kicked off this program statewide. It has been the impetus behind other communities taking it on. We distributed 900 kits last fall and an additional 100 kits this spring at 5th grade registration in two of our middle schools and those values of those kits are $40. We have had over $40,000 in contributions to that program, which has been extremely popular and has made a positive impact. I believe that both the city has earned a city achievement award with that as well the Meridian School District received an award at Prevention Idaho and so that has been a great program for us. On our sewer and water lines, we have had $9.9 million in donated sewer and water and so we continue to partner with the development community to make sure that growth pays its way. Our nurturing organizational excellence — we believe that promoting the mission and demonstrating values through actions is really captured through our performance accountability tools. They have been in place for about a year now and I think it really has brought to life what our strategic plan is and how it applies to each of our employees. Utilizing our GIS system has shown how we use information technology to respond efficiently and effectively to our public demands. We have a picture of Dez there and she really shows how we work to enhance the skills of our employees and each of our departments have developed training plans for their employees. So training is important in keeping in today's technology and skill sets to give them the kind of training they need to do their job effectively. The City Hall picture was the director's choice. This they feel really is a great example of organizational excellence. It is that one stop shop and when we do get it open it will give our public and our customers a place to go under one roof. So they are not heading out all over town and there has been a lot of thought and planning into that structure and in keeping the history alive of that historical site, but also in providing quality and effective services to our public. Being good stewards of the public trust shows our commitment to communication and • 0 Meridian City Council Budget Workshop July 11, 2007 Page 6 of 122 outreach with our quarterly news letters, our fiscal responsibility and in making sure that we annually review all of our fees and keep them up to date so we don't have a couple year lag of time so when that increase comes it hits hard. So we have a commitment to our public to make sure that we review those annually and make sure they are current and up to date. Consistent and easy to use information — our website has a wide range of information available from the financial aid you can get everything you ever wanted and more on our financial website to our budget to our expenditures, our revenues and those kinds of things. Stacy keeps that current and up to date. As well we have City Council meetings, committees and there is a (inaudible) of information at the fingertips. Leading the way on regional partnerships — Meridian has really stepped out as a leader in a lot of the different regional planning activities that have been going on from Communities in Motion, Blue Print for Good Growth, the Open Space Task Force, Treasure Valley Air Quality Council and the Association of Idaho Cities just to name a few examples. Finally keeping Meridian as our top priority. We spend time on regional activities because we need to. As center of the Treasure Valley what happens in each community around us impacts us. But, we keep our eye first and foremost to our community, developing our staff and creating leaders because these are our top priorities. With that, I think we are a little bit behind schedule and I will go ahead and turn this over to Parks. Parks Department Strong: Good morning Madame Mayor and Members of the Council I guess we are ready to start? I appreciate the opportunity to go first. We always (inaudible) so we like to be the first on the agenda. We have a lot of enhancements to go through so we will try and get through them in a timely way so that there will be time for questions. We will start with our department mission. Our mission is to enhance the communities quality of life by providing well designed and properly maintained parks and recreational opportunities for the citizens of Meridian. This is formed as the basis for how we design and implement our services. We have an operating philosophy that we are caring, creative and a hardworking professional team and dedicated to providing meaningful park and recreation services to our community and we felt that this picture really represented that operating philosophy with the Splash Pad Adventure Island Playground and the inclusion opportunities that is provided by that playground. Volunteers in our parks since October 1St of last year — the department has benefited from over 1,671 volunteer hours provided to park projects and recreation programs. This is everything from Eagle Scout projects to volunteers that help with our annual Christmas tree lighting events and so on. The Park and Recreation Commission also has contributed over 100 hours of volunteer time to the department and the city, either through regular monthly meetings or subcommittee meetings that are held throughout the month. What did we accomplish this last year? It has been a busy year for parks and some of the things that we have accomplished or we Meridian City Council Budget Workshop July 11, 2007 Page 7 of 122 have completed is the construction of Season's Neighborhood Park, Champion Neighborhood Park, Messina Meadows Neighborhood Park and actually Messina Meadows is not the official name of that park yet, so as we refer to that park just understand that it will probably be called something different at some point. The first phase of Hero's Park, the green up phase of Hero's Park -- in this spring -- our first game from PAL Soccer played at that park. The Adventure Island Splash Pad — and we will complete the construction of the Meridian Youth Baseball Complex this month and the Kiwanis Park will have substantial completion by the end of July this year. We have realigned recreation staff to add a second recreation coordinator position and one I introduced to you, Allison Kaptein, who is here this morning who some of you may not know yet; she has been here a little over a month I believe and we welcome her on board and she brings a good youthful enthusiasm to the department and we really are seeing a lot of things happen. Also a real plus that she is a University of Idaho graduate. thought I may as well throw that in there. Then we realigned the front office assistant position to be a full time position so we have full time coverage at our front desk and all of the (inaudible) of providing program expansion to improve our level of service. Earlier in the year we wanted to add at least one new community event somewhere in our department that would bring the community together much like our annual Christmas tree lighting event that we have every year, but something that was new and unique that would bring community to the park and the idea was conceived to come up with a movie night in the park and many of you are aware that that has been under way and it has been one of our very successful new programs this year. That is an accomplishment that we want to add each year something new and innovative to bring people to the community and provide a community focus through our parks. Another accomplishment is we completed with the Planning Department the update to the Master Pathway Plan that I think is still before you this month sometime to adopt into the city's Comprehensive Plan. That will provide a very worthwhile direction for the next number of years in a growing pathway system for Meridian. Who are our customers? Certainly the citizens of Meridian, but we draw also customers from throughout the Treasure Valley that participate in our adult leagues and our summer recreation programs that live outside of the boundaries of Meridian, but seek services in Meridian because it is a closer opportunity for them, a better opportunity and they can find play space or whatever. We also have in our shelter rentals, people coming from throughout the Valley that want to rent shelters in our parks and rent ball fields, soccer fields for their teams to practice and so forth. Our customers are youths and adults in the community; school district youth, at risk or disadvantaged youth. Some of the ways that we measure success in our department is we have looked at increased participation and recreation programs and classes. Just as an example, we had a 34 percent increase in adult sports teams this year and a 9 percent increase in our summer camp participation over last year. We have seen increased use in our parks through shelter reservations, field and facility reservations and I will show you a 0 i Meridian City Council Budget Workshop July 11, 2007 Page 8 of 122 slide that shows some of the revenue enhancements that those increases have caused. We have donations from developers for park land and green up that provide further stewardship with the public trust to stretch the public dollars to provide neighborhood parks to the community. Borton: Madame Mayor. De Weerd: Yes, Mr. Borton. Borton: Doug can I ask you a quick question on that last slide? That increase in rec participation, is that a product of all of the additional classes you are offering or is it an actual increase from year to year in the existing? Strong: Actually some of that increase is just increase — the 34 percent increase is in just the number of adult sport teams that are participating in the community; just added teams to the adult leagues. Some of that — the 9 percent increase in the summer camp participation, we have added another play camp location in the community, we have added sports camps and other activities, so it is an increase in the number of opportunities for people to participate in as well. Kind of a broad spectrum of increase. This graph shows some just revenue increase — the blue is 2005-2006; the red is 2006-2007 through July 10th of this year. The significance of that when you look at it is the blue is for a full fiscal year. The red is through July 10th of this year. So through July 10th we have increased revenue over all of last year, so by the end of this fiscal year there should be an additional bump on those as well. It is a good sign that growth and participation numbers is also showing a growth in revenue through recreation services. Some of the things that we have brought from plan to actual implementation are our movie night program, which I mentioned earlier. We did an after school pilot program to look at justifying a year round after school program. We've seen positive growth in our recreation program services that are constantly in a planning stage. Adventure Island Playground is coming after seven years to a level of completion. We hope in this next fiscal year we can actually finish that off. Meridian Youth Baseball, if you have driven by on Ustick Road you will see that it is actually changing the skyline there and looking like a baseball complex and we will plan to dedicate that at the end of this month. The Hero's Park and PAL's Soccer Complex, like I mentioned earlier was actually the first soccer played there this spring and continue to work through the next year or two to bring that to some level of completion and kind of continue planning on that project. The neighborhood parks that are listed there, some of those have been in planning stages for several years and finally came to completion. Some were shorter term. Season's Park is an example that has kind of been on the books for a long time and finally happened in this last year. The Master Pathway Plan was started and completed. We have constantly looked at staff realignment and some of those things have happened. So there is quite a lot of activity there that 0 • Meridian City Council Budget Workshop July 11, 2007 Page 9 of 122 has taken place. Some of the ingredients that we feel are important for our success is community partnerships certainly and we have been encouraged to do that and we have had your support to continue to seek community partnerships; certainly support from the citizens who come out and use the services that we have. Your support, Mayor and Council and other city departments because we certainly have support from other departments in the city as well. Well trained staff make a difference in our success and in planning and resources to implement programs and plans. So we will start with some of our enhancements. We have quite a list, like I said, to go through and this should be in the same order that was in your budget books that you received for each of these enhancements. The first one is the construction of maintenance technician — because of the increase in park facilities such as restrooms, playgrounds, shelters the Splash Pad is like taking care of a swimming pool — those kinds of facilities that are appearing in our parks and as we add parks, we add more of those types of facilities it means a different kind of concern other than just daily maintenance. There are things that break that need repair and that is kind of what this person is focused on. Additionally, the person will be responsible for the inspection and repair of nine playgrounds. An example, Adventure Island Playground is about equal to three regular playgrounds that you will find in the park just because of the size and dimension of that playground. They require a regular inspection just to protect the city from any liability concerns for things that are broken that haven't repaired and somebody to provide that oversight. That is beyond just the day to day maintenance of those types of facilities. This person also will be assigned at other times some ground keeping responsibilities as is reasonable with the position. The grounds keeper I position — this is strictly just a need related to growth. As you saw earlier we completed the construction of a number of neighborhood parks, a large community park, the Hero's Park is now greened up and requires maintenance. We are adding park acres to the point where we now have 204 developed acres, 9 acres of pathways and about 38 undeveloped acres still to maintain. The goal is to provide a staff coverage of one staff for 18 acres, including full time and seasonal staff. All park employees are considered in the calculation that you see in the budget page that you received and one clarification on that is the Parks Superintendent was considered in that breakdown of per acreage coverage and the superintendent position (inaudible), an administrative position — the actual average if you take that person out of the calculation that you see there is closer to the 18 acres that we are identifying in this calculation. In the off season, this person will be performing forestry work service and equipment, aid in ice and snow removal, park and facility upgrades, turf variation, renovations, small renovation projects and repairs and the typical kinds of things that happen in the off season. This position also addresses our strategic planning on responsibility for succession planning to bring in new staff as we have to have well trained staff as we experience turnover in the department. The only way to really reasonably do this to keep a quality or level of service is to have well trained full time staff in 0 • Meridian City Council Budget Workshop July 11, 2007 Page 10 of 122 addition to the seasonal staff that we will be requesting. Recreation Specialist position — this is an entry level recreation staff position that we have not — it is a new classification that we are requesting for the department. As recreation services grow the one way to provide for a level of recreation service that we are pursuing is certainly through staff. Much of what can happen is staff dependent. So this person will provide on site recreation program supervision. We are expecting that they would work during say the school year, typically from like one in the afternoon till nine in the evening to cover direct supervision of the after school program, the evening adult recreation programs when we are using school facilities we were requested by the School District to have a staff on site to open, close doors and provide supervision of the facility to make sure the scorekeepers show up and things like that. They will provide direct leadership and instruction for outdoor skill workshops and lead adventure trips and outings during the summer months. They will assist with other department's special events such as movie night, which requires a lot of time outside of the typical office work week. Since much of our recreation service happens outside of typical work hours like evenings and weekends, this person will help fill the gap in those timeframes. Front line staff person and they will help provide an increase service base to better meet the community recreation service needs and create a more connected healthy and vibrant community. Seasonal grounds keepers are being requested to provide that balance that I talked about earlier between full time and seasonal park maintenance staff to compensate for increase workloads during the summer growing season when we are the busiest in our parks. They will cover weekend duties and work closely with full time staff to ensure that a quality level of service is provided throughout the week, not just the work week but including the weekend. They will help maintain coverage of green space at about 18 acres per staff person. We have requested two tow vehicles and to clarify what these tow vehicles are for and I will show you a picture here in a moment — now that we have more parks to maintain and we are transporting our large mowers on trailers rather than driving them down the roadway, we have to equip our vehicle to tow these trailers with the large mowers on them to get them around to the different park sites where we are mowing. These trucks will be used to tow trailers and transport the department's two large mowers to parks. The trucks currently being used for these duties were trucks that we had in our fleet. We actually beefed up springs to try and meet a minimum of capacity to tow these trailers and it is very marginal in current use and provides kind of a potential safety concern or safety issues in towing these large trailers. They are used daily during the growing season to tow trailers with mowers and by staff is needed for duties in other months of the year when we are not towing trailers. This is a picture of one of the current tow vehicles that we have and this is the smaller large mower that we have and then one of the mowers that we use for mowing in the smaller spaces, the z -type mowers or zero turn radius mowers and that is a pretty good load. We have a larger trailer than this that is actually kind of a fifth wheel setup that is towed from — or actually it is a bumper pulled truck 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 11 of 122 and to really do this adequately without equalizer hitches and that kind of thing, it really puts it at maximum load. So the other large trailer hauls our larger mower that is about 1/3 heavier than this mower to transport. Unfortunately it was not loaded on a trailer yesterday so we could take a picture of it to show it to you. But that is the tow vehicles. We are requesting funding for the full time or year around programming for an after school program as you recently had a report on the pilot program for this particular project. We are requesting a funding base to support the nine month full time programming in partnership with the Meridian School District. We also will be expanding our partnership for this program at the Boys and Girls Club and the YMCA who also offers after school programs, but for a little bit different targeted group. The (inaudible) after school program provides a positive structured recreation opportunity that encourages healthy, safe experiences per kids in that time of day when they are often left unsupervised at home. So it is certainly supported by the Meridian Police Department, who helped us put together the pilot program and continues to support the provision of an after school program through our School District. Throughout the year the staff will also seek corporate sponsors to underwrite a portion of the program cost and to encourage further community involvement. We already have had expressed interest in companies from the community that would be willing to support through an annual corporate sponsorship of this program. The next enhancement is for security cameras. I think this is a pretty obvious request and something that has been discussed in the past that as we build new parks it has become important to make sure that we add security cameras to all of the parks to help provide some prevention of vandalism. It provides us first hand information about different incidences that occur in the parks. The system that we are proposing to install would be an internet base system that could be viewed from any computer, so we could actually go to a camera at a park site, the Police Department could go to a camera at a park site and see who was actually there during the time that the incident occurred. So we are looking at cameras to be added to Bear Creek Park, Champion Park, Messina Meadows, Kiwanis, Season's, Storey and an additional three at Settler's around the playground Splash Pad and the baseball complex. De Weerd: Doug at Tully they have aided in locating who did the vandalism. Strong: The Heritage Middle School ball fields complex last year we had an enhancement to provide funding for the lighting for two of the ball fields that were being built at the Heritage Middle School. There are four fields constructed for the city's use at the middle school. So in our agreement with the School District we will be scheduling and maintaining these fields and they need to be developed to provide the same level of service that we provide with our other ball fields in the community. When the construction is completed at the middle school, it will not have the infield mix bases, dugouts, benches, those other amenities that typically go along with ball fields. They will have the fences up 0 • Meridian City Council Budget Workshop July 11, 2007 Page 12 of 122 and the fields will be located, but they actually need to be completed to be the same type of field that we offer at our other parks. The costs that are shown are develop and operate the fields as an operating component in this as well. One of the elements of the request that has been questioned is this emergency access road that is required by the Fire Department and we have had further discussion since the enhancement went through about what this emergency access road needs to be and in discussions with the Fire Department we have come to terms that the road can be shortened to 150 feet, 20 feet wide. It would be, from their perspective, at least permissible to have a gravel surface that would hold up to I believe 50,000 pounds and eliminate the turnaround, which eliminates quite a lot of costs. So from an estimate that we have received to do a road of this type that length without the turnaround, by the time that we are actually able to do it and put it in place would probably be about $7,000 rather than the $37,000 that was shown in the enhancement. The Fire Department needs access back into these fields that provides a secure surface rather than driving over turf that is unstable and if there is any kind of emergency event around these fields. Bird: Mr. President. Borton: Mr. Bird. Bird: Doug on these fields, who out at Heritage, who is going to play on them? What type of league are we going to have on them? Strong: These fields were originally conceived for use by a girl's fast pitch teams. Because of the layout of the fields and the length of the outfield and have limited use for some of our other adult league programs. They are primarily designed for girl's fast pitch. Bird: How many teams do we have in girl's fast pitch this year? Strong: We don't have a league currently for girl's fast pitch. That is one of the leagues that is proposed for adding to our league playing. Currently we don't have any place for them to play anywhere in the city, other than at school sites. That was part of the partnership that we went into with the School District to actually define a site that could be used for development of the girl's fast pitch league. Bird: During the spring the school will have access to it for their teams? Strong: These fields will be exclusively for the city's use. They will have one other field at the middle school for like physical education classes and that kind of thing. Ball fields aren't typically provided as part of a middle school curriculum. So the fields actually were conceived to provide service strictly for the city and Meridian City Council Budget Workshop July 11, 2007 Page 13 of 122 city leagues. The next enhancement is for aerators at Settler's Park pond and just to clarify, since the Settler's Park irrigation pond was put in place, the other irrigation ponds that we have constructed at parks have had aerators to help reduce the growth of aquatic plants because the water is constantly moving. (Tape turned over) Strong: -- virus and mosquitoes and it also makes a safer environment for and prevents mosquito habitat from forming and so forth. So it is un upgrade to that pond to bring it consistent with other irrigation ponds that we have put in our parks and will be something that will add to any irrigation pond that we put in a park so the water moves throughout the year and provides that safety factor. Also during the winter months it keeps the water from freezing, which hopefully will keep kids off it and prevent concerns with falls through the ice and things like that. The playground and softball field safety surfacing — this enhancement is for a replacement of softball material that is under playgrounds that decomposes over time that needs to be replaced as your fall zone increases and you have to bring it back into compliance for safety issues. It is also for the diamond dust that we use on the softball fields that get blown away, that erodes over time and disappears over the course of the year. We always have to provide some upgrade or continued maintenance to maintain that diamond dust in the infields. So it is to provide a line item that will help us maintain the surfacing of both fields and playgrounds over the course of the year. There is some costs there of just what in this last year we encountered with the replacement of both the softball material and the diamond dust in the maintenance of fields this year. Rountree: Madame Mayor. De Weerd: Charlie. Rountree: I don't know the format of the meeting today, but just a point to remember. In my mind, this is not an enhancement; this is maintenance activity and probably ought to be in your general budget as a maintenance item. So we can track that that way. But, I don't view this as an enhancement. Strong: Okay. We would like it added as a line item in our base budget is the intent of this. This is probably a similar item — our adult sports — De Weerd: Doug on that last one, I guess if you can put together a replacement schedule that would help Finance (inaudible) these items so that it can be better tracked and we know how best to plan for that as well. It would be good to put it as a line item, but we should have a replacement plan that we can follow. 0 Meridian City Council Budget Workshop July 11, 2007 Page 14 of 122 Kilchenmann: Madame Mayor it actually is a line item. It was just that this was such a large increase (inaudible--). De Weerd: Well, I guess what we could do is put it in the line with the description on those when you justify them on that last page. But, again I think you need to attach a plan so you can better anticipate those because they are large. Bird: They are large ticket items, but they are a necessity and as we take more fields on, you maintenance and that is strictly maintenance, I mean we all know that. We have to spend the same at the Legion Field and I am not too sure — the next thing, like Charlie, I am not too sure the next one isn't a maintenance item, too or a line item. Kilchenmann: Ideally, when do (inaudible) playground — what we would like them to do is at the time that they request (inaudible--) that they anticipate (inaudible-). Bird: I agree with you there, Stacy, but it could be a line item. It doesn't have to be an enhancement every year because — Kilchenmann: But it would already be in there when they requested the (inaudible--). Bird: Okay I agree. Strong: Typically when we do an enhancement for a new park that includes a playground, we would put the cost of the construction at the playground including the softball material and then an operating cost that goes with it. We have been doing that for a couple of years now. This expands the need for maintenance, really of these fields over time. There will be several enhancements like this that probably will come up that you will see. This next one as you mentioned probably is another one of those because its anticipated growth in our adult sports because we are increasing teams and it is increasing the dollars in that line item to pay for the increase cost that really is supported by revenue from the programs to a large extent. We also have listed some programs there that the intent is to add a women's basketball league, a men's and women's volleyball, girls fast pitch softball as we just talked about a bit ago and then there has been some interest in men's flag football as well. As we continue to try and meet community demands and needs for recreation services, we see a need to expand this item. This may be another one that could be covered in an existing line item, but we felt it was significant enough that we wanted to bring it forward as an enhancement. We first looked at the upgrade to the irrigation system at 8th Street Park as a replacement of the irrigation system. After we looked at it further we felt that there was some things that we could do at the park to increase flow and improve the coverage at the park without completely replacing Meridian City Council Budget Workshop July 11, 2007 Page 15 of 122 the system at this point and make that system last probably another ten years. So it reduced the cost from we were first looking at for this enhancement, but is significant enough that it is beyond what could probably be covered by just our annual R&M grounds line item. It is essentially to improve the system to make it last another ten years. De Weerd: Doug, did you look into if you could utilize the activity that is going on out there right now with the Building and the Water Department that you can get maybe some better economies of scale because they are already out there? Strong: This particular upgrade can be done by in house staff. When we get to the bridge and the pathway then that is where we have talked to the current contractors on site to assist with that. This is another new maintenance account. We have grown to the point where we have significant square feet of asphalt paving either through parking lots and paved pathways and they require regular maintenance, either by seal coating and striping in parking lots — that kind of maintenance. So we have added this request so that every year we could seal coat and stripe up to 25 percent of the paved surfaces that we have in place. Just to keep them from having to be completely replaced or degrade to the point where it requires a higher maintenance level. So it is strictly focused on taking care of the asphalt surfaces that we have acquired through our parks system. You will recall this request from last year. This is the famous ball field groomer that we have asked for before. We are bringing this back again because, again, we are adding softball fields at four different sites. The intent of this machine is it works very efficiently and when it is taken to a site you can groom a field quickly; you can move soil back in around base pads that have been moved out. It would be transported to each site. We would have a seasonal staff that would be assigned to the maintenance of the fields and they would move around to provide that service at the fields. So we feel it adds an efficiency to the way the department functions and maintains a standard that provides quality play at the ball fields that we provide to the community. This is the 8t" Street bridge and pathway project. We had a request last year for funding for the bridge. We held off because of the construction of the Water Department building so that we could coordinate the location of the path and the bridge with where the building was located and now that it is in place, we actually are working with Steve Siddoway at Parametrix to engineer the placement of the bridge and get that underway. These additional dollars are just to cover the increase cost of completing this project over time. So as the Mayor mentioned we are hoping to leverage some of those costs by using contractors that are currently on the site to assist in the construction of the pathway and the placement of the bridge at the site. De Weerd: Doug is there a reason that it is only six foot wide? • 0 Meridian City Council Budget Workshop July 11, 2007 Page 16 of 122 Strong: It is a pedestrian bridge and six foot wide would allow us to go over the bridge with one of our utility vehicles like a mule or something like that. It doesn't need to be large enough for anything larger than a utility vehicle to get back and forth, say from the maintenance building in Tully to do maintenance in 8t" Street Park and things like that. It is intended to be primarily a pedestrian bridge for — there are kids, young people from that neighborhood that cross now on the (inaudible) across the Five Mile Creek to get over into Tully or onto Linder Elementary School and so forth. So it is an important safety concern and avenue from that 8t" Street area neighborhood over to Linder and that part of town. Did that clarify? De Weerd: Yes, thank you. Strong: The 72 deck mower is a continuing need that over time as our mowers age, this particular mower is to replace mowers that we currently have in service that have reached the 10 year service life. It is also a newer zero turn technology type mower that improves the productivity of our staff and just their ability to maintain green space. Certainly over time machines that get a significant number of hours on them need to be replaced and that is what this enhancement is for. The 72 inch mower — the picture that you saw of the yellow mower on the back of that trailer is essentially that same type of mower. Settler's Village Square and Tennis Court — our tennis courts and horseshoe courts — this was designed in the approved concept of the Village Square, that southeast corner of Settler's Village Park in 2006. Because of the cost development and available resources for this project, we have decided that it needs to be phased and since the tennis complex and the horseshoe courts seem to be a high demand type thing, this is what we have chose as the first phase of the completion of that corner so that we could complete the tennis complex, the horseshoe courts and then green up out to the corner of Meridian, Ustick Road with landscaping improvements until such time that we can actually add the building and the plaza area to that particular area of the park. Rountree: Madame Mayor. De Weerd: Yes, Charlie. Rountree: Doug what is the build out on the tennis complex? How many courts are we looking at and would they be lighted and that sort of thing? Strong: I don't believe there is any consideration for a lighting and there is one court that is proposed to be lit, I guess. There would be eight courts and provide a location in the Valley for regional competition, where you have — though we have been told by the Idaho Tennis Association is you need anywhere from a minimum of six courts, ideally eight courts to be able to host regional tennis Meridian City Council Budget Workshop July 11, 2007 Page 17 of 122 competition. So in the concept that we pursued that was how it was designed was for eight courts. The concept that you saw, one of the changes to bringing in someone is under this figure — the seating you saw was something similar to the tennis complex of BSU where there is kind of a bulk head type seating areas that are grassed. There will be bleachers here. Those areas were one of the most expensive components of that construction. So that part of the concept has been taken out just because of cost; otherwise it is essentially the same. Rountree: At one point and time and it has been a while ago there was some dialogue with the Tennis Association on partnering on tennis courts in Meridian. This is actually before your time and I don't know if that is continued on and is there an interest there? Strong: I think we can pursue it from a potential source of funding as well, which with this request there is no confirmation of any potential funding to help build it. There is the opportunity, I think, depending on what is out there currently to fund tennis complexes. In this last year there has been some grant opportunities through the National Recreation Park Association for the funding of tennis complexes. So that would be a partnership that we would pursue with the Idaho Tennis Association to see if there is any support funding to help build it. But that is not in place at this time. Adventure Island Playground as you recall some months ago, Angela Lindig came to you indicating that the work of the Adventure Island Playground Group was essentially coming to a close. At that time we discussed what it would take to finish the playground as originally conceived. Your direction to us at that time was to get a cost together to finish it in its entirety and that is what this enhancement request is the components that the original concept design for the playground, the cost estimate and the budget request that you see is to finish it with these features in the playground so that we can call it a completed playground. I am sure over time that there will continue to be some enhancements to the playground by donation or other interested service club activities and that kind of thing, but from our standpoint this would complete the playground. William Watts Neighborhood Park is the one neighborhood park that we've, in order to stay current with our capital improvement plan, over the next ten years we anticipated needing to complete one neighborhood park annually. This a park that has been recently donated to the city and deeded to the city and it looks like it would be the next one in line to develop, this enhancement is to be able to actually complete the development of the park in the 2008 fiscal year. Our part of that participation is the restroom building, the picnic shelter, the playground and a sport core area in the park. The other components, the green up of the park would be provided by the developer. The Settler's Park maintenance building — this request is to include the funded placement of a maintenance building at Settler's Park that was funded last year, inclusion of a fence storage yard adjacent to the building for department vehicles and department equipment, so they can be secured after maintenance staff is offsite 0 Meridian City Council Budget Workshop July 11, 2007 Page 18 of 122 and provide additional space that wouldn't be available inside the building. We also want to do some landscape improvements around the building to ensure that the building is compatible with the neighborhood and surrounding neighborhood and design of the surrounding neighborhood. I believe you have been provided some elevations of what the building looks like and where it is located on the site and so forth. Park land purchase account — we have been — every year with what we anticipate as money that is not being requested for actual construction projects and potential in our revenue forecast to be set aside for future park land purchase. So we are staying consistent with that proposal that we brought forth the last two years and with this particular request if fronted it would bring that parkland purchase account to $1.4 million that would be available to purchase a future park site. At current prices and this is just rounding down to about $100,000 per acre that would buy about a 14 acres park at this point, if we actually had to go out and buy one. So, our goal still is to be able to someday be able to purchase a large park south of the freeway, so its getting us closer to that goal, we hope. Putting aside (inaudible--) request to just look at what the last year's activity for updating our park impact fee and what we have lost in revenue for parks and a couple of aspects so that approved updated impact fee. In looking at the difference in what we actually receive for approved funding and the recommended full cost recovery of recommended fee by the consultants, the difference is about $185,000 that was revenue that we didn't collect through impact fees from the time period that the new fee was put in place. It was also an extended period of time beyond when the fee could have been implemented to when we actually started collecting the new fee and the loss of impact fee revenue during that period of time from October 1St to December 1St was about $80,000 in additional revenue. I put this in because what that totals is about the cost of funding the development of the neighborhood park. When a developer donates the land and the green up to the park, so I felt it was a significant thing to show and just lobbying for fully funding park impact fees as well. It is not an enhancement that is just information. To summarize, we feel that again this is a very conservative budget for the department and we feel that it will help maintain a current level of service while continuing to address growth in the community and growing population needs and demands. We have stayed consistent with what our current capital improvement plan goals are and what is in place with our capital improvement plan. Our partnership agreements are being addressed and we continue to work with partner organizations to complete projects that are underway. Our contract services will continue to maintain the smaller park areas and the fire stations as in previous years. I just want to make a final point that demand for recreation services has grown and park acreage has increased. Both of these considerations — the only way that you can really address this kind of growth is by adding full time staff to meet that demand because staffing is kind of a key element of what we can do to provide a consistent service level through our department. So with that I will close with a sunset of movie night and any questions. Meridian City Council Budget Workshop July 11, 2007 Page 19 of 122 De Weerd: You know Council I did want to talk about three additional things that are not in your enhancements that is figured into the line items and this is after I talked with Doug about this. We did add some extra money from Christmas decor to work with the Meridian Development Corporation and the Parks Commission to look at enhancing our winter land activities and our downtown decorations. So we also added additional money, quite similar to the playground surfacing looking at turf rehabilitation. We have a lot of use on our parks and so we need to look at how we can do some turf rehab and we added some money into that line item and lastly this is the conversation that Councilman Bird and I had after the AIC conference about making sure that we have tools for our staff and for our community for any anti graffiti program to make sure that that has a zero tolerance type of approach and our Parks Department will step up and help within that area. So any questions on the budget? Rountree: Madame Mayor. De Weerd: Yes, Charlie. Rountree: Not a question, but an opportunity for me. I think, Doug, this is probably your swan song and my schedule and your schedule are not going to coincide the next few weeks, so I just wanted to express my appreciation for all the work and the good things that you have done for the City of Meridian and wish you well in your new adventure. Strong: Thank you. I didn't know how much you knew. I was going to say something before I left here. As you have probably heard I have accepted a director position with the City of Richland and will be leaving, well the 20th will be my last day here. My start in Richland on the 30th of this month. I am excited about the new opportunity. I certainly appreciate the opportunity here and the experience I have had working with all of you and the time that I have been in Meridian has been very positive; it has been a very supportive community. There has been, certainly, we have had some blips in growth that have been very demanding for the community and I think that we have done everything that we can to address that and certainly it has been through your support that we have been able to do as much as we can. So it has been a very good experience for me and I have done nothing but grow professionally and personally so I appreciate that. I think Keith and Tammy were two members of the Council at that time when I came on board. It doesn't seem that long ago, but there certainly has been a lot of change since then in just a little over four years, it is actually quite remarkable. De Weerd: Council I do have a summary of how the department has grown in the number of acres and services. So I will print that off and share that with you E C� Meridian City Council Budget Workshop July 11, 2007 Page 20 of 122 as I think it is very noteworthy and Councilman Rountree I appreciate your comments. Questions about the budget Council? Borton: Madame Mayor. De Weerd: Mr. Borton. Borton: Doug I didn't see anything in here from the Parks and Recreation Commission on a priority list. Was their priority pretty consistent with what you presented? Strong: I believe it is. De Weerd: Would you like me to share some of that? I will give you the top five. Borton: Is it (inaudible--)? Rountree: Yeah, it is the little box up in the right hand corner of the — Borton: I didn't see that, sorry. Strong: I didn't remember it was there so I am in the same place. Borton: The one that jumped out at me was the bridge. (Inaudible --) number one last year? Strong: I believe that is correct. Actually it is something that when I came a little over four years ago that was a project that we discussed at that time. De Weerd: (Inaudible--) this year the after school program was number one. Borton: Madame Mayor? De Weerd: Yes, Joe. Borton: I would echo Councilman Rountree's comments. I don't think necessarily think it is a conservative budget. I think it is really aggressive and probably should be. We have got some of the biggest challenges with the growth and in catching up. I appreciate what you have done for the city and particularly with this budget and in particular with Heritage Middle School and sort of kenneling the cooperation of the district and what that is going to become over there with ball fields and how that could expand the different opportunities with different schools in the future; you might lay the ground work for a real efficient 9 0 Meridian City Council Budget Workshop July 11, 2007 Page 21 of 122 use of school and city land and opportunities. It is a hurdle to get through, but I appreciate your leadership and getting it done. Strong: Thank you. Borton: That was not really a question, just a comment. Rountree: Madame Mayor I don't have any questions about the budget per se, but as we get through the day and we get towards the end of the columns and see what the requests are verses what the revenue projections are, I know you will be available this afternoon to help us make the hard decisions. It is easy to listen right now, but there is obviously some things in your budget that aren't going to happen, possibly. De Weerd: Council I think that the directors have kind of been put on notice. If they want to be able to respond, they should be here during that discussion part. If not they live with whatever happens. If there is no questions on this, Doug thank you. Diane, thank you. Nice presentation. We do have the Finance Department up next and then we will take a break. Finance Department Kilchenmann: Our top three accomplishments for FY07 — the Mayor asked us to take what we felt were our top 10 accomplishments — De Weerd: Stacy is that microphone on? Kilchenmann: Now is it? De Weerd: Yeah, that is better. Kilchenmann: So our top three — one of them was in the Utility Billing Department. One of our big projects was to accept credit cards and be able to take online payments. That was probably — had been a number one customer request for the last few years and it was quite a project, but it is going and we also continue to work to offer that service in an expanded level and also reduce the cost to the city of (inaudible) project. Another big project was centralized billing and contract — that should be centralized purchasing and contract management. We implemented the city's first ever Purchasing Department and we continue to work and refine that and draw in long term planning and contract management. Then the third item was I just titled it open accounting system, but that actually was a major project where we gave departments access to run their own reports on our accounting system. The way the city had done it previously was we had a purchase order system for departments to use that was stand 0 • Meridian City Council Budget Workshop July 11, 2007 Page 22 of 122 alone and that the assistants or secretaries will go in and do their purchase orders and match them with invoices that come to accounting. Accounting would actually enter it into the accounting system. So we implemented an encumbrance and a purchasing module to our accounting system and we gave the departments the access to make that initial entry into the accounting system themselves, so there isn't double entry. They can't actually release payments. They will still come here for approval and release in the writing of the checks and then we show the managers how to go in and run their reports — we helped them -- like maybe the Parks Department just wants to look at the Parks Department's expenditures on a daily basis and they want that information and they don't want to have to wait until the end of the month. So we create a report where they can go in and do them. That was a major change for us. Our customers for financial management include like probably every other departments, the taxpayers and citizens, service customers, elected officials, city employees, governing agencies and community groups. Our benchmarks that (inaudible) for success — we have some that are very obvious and black and white; like a clean audit or the Clean, Single Audit Act Audit, which has to do with a special audit if you have so much — a maximum or minimum level of grant money and then we have our less obvious benchmark says something that is sort of like our mission statement or what our focus is. A continuous process improvement, meaning we can offer additional services with no additional costs. Those can be traditional, (inaudible) customer service or providing decision -makers, such as yourself with additional tools and reporting and information. We also really strive to promote transparency for the city's financial transactions. Some of the things that we have implemented during the past year include the Purchasing Department, purchase order encumbrance module, the employee access that I just talked about, online payments and credit cards. We did a major reorganization of the Accounting Department. We met with the building community and changed the way billing is started for newly constructed homes; implemented the city's first all time electronic timesheet, which that is a big project. It is an ongoing project. Our intranet site is like excellent. We have all the financial reports out there. We have all of the forms and information that employees need and we continue to work on that to add purchasing forms and information and so forth. Utility billing for the first time implemented a standard payment arrangement policy. We assisted with the impact fee study and we completed the update of the capital improvement plan. Our key ingredients for success are our wonderful, smart and talented staff. Okay we have two enhancement requests this year. The first one is an Accounting Specialist, which we will be split between us and enterprise fund. Our volume — the payables that we process has just almost doubled. We looked at May 2005 and we processed 920 checks and 920 invoices. In May of this year, they processed 1,840 and 1,600 transactions. Just with the construction projects we have going on as other departments increase and get bigger, the volume of the payables just you can see that it has almost doubled. Additionally we will use this person — we are focusing on efficient purchasing and 0 • Meridian City Council Budget Workshop July 11, 2007 Page 23 of 122 responsible management of capital projects and we want — we really going to emphasize the capital improvement plan and in fact bring that to you in more of a formal process. We feel like the city as a whole needs to do a better job of projecting how much capital projects will cost and as dollars get more scarce, we really need to do a better job with that. This person will do some of the clerical type work in assistance with that. The other thing they will do will be sort the incoming mail for the new city hall and it is kind of a selfish reason that we are taking on these duties because we want to get the checks out of the mail. We do it currently at this city hall. We sort the mail, get our checks out and then distribute to the other departments. The other thing that we are asking for are five additional licenses for our accounting system. We have 30 people now who are using the accounting system. We only have ten licensed. So what we do for the departments is we have a schedule like police has this day and this day from this and this hour to use it and so we would like to get these additional licenses so that we don't have to restrict people to schedules like that. The Excel part — Microsoft requires another Excel license for users that remote into the accounting system. Like the Police Department, Wastewater, Water and Fire — they all have to remote in. So those are our two enhancement requests. So are there any questions? Rountree: Madame Mayor. De Weerd: Yes, Charlie. Rountree: On the last item, is it more efficient to accumulate the licenses as opposed to get a site license? Paternoster: What do you mean by a site license? Rountree: A license for our facility? Berg: You need to get to the microphone, so we can get this recording in case there is a question about the discussion. Paternoster: Okay, that is probably better. Microsoft doesn't sell site licenses. What they sell is they sell enterprise license agreements or you can buy a select agreement. Right now the city has a select agreement and based on cost analysis, the select agreement is more cost effective for us; where an enterprise agreement, basically with Microsoft you have to pay an ongoing cost for all licenses, regardless if you want to upgrade or not and so basically each year they charge you a fixed amount for a license, which is probably more of what you are thinking about (inaudible). We have looked at that, but the cost to the city would be about $210,000 over three years for these licenses and right now we don't spend — 0 Meridian City Council Budget Workshop July 11, 2007 Page 24 of 122 Rountree: Okay, I am just asking if the size of the system dictates which way to go and we are not there yet. Paternoster: Yeah. Maybe in the future though. De Weerd: Thank you Terry. Any other questions, Council? Bird: No. Kilchenmann: Okay wait we have to go to the peaceful picture there. De Weerd: Thank you Stacy and thank you to your staff. They always do a marvelous job in pulling all of this together. It is a lot of information. Rountree: Madame Mayor an accomplishment that Councilman Bird won't speak to, but one that he brings up frequently is you also have accomplished putting the maximum amount of information on an 8.5 x 11 piece of paper, to the point where you almost can't read it. Bird: Madame Mayor my request though is Stacy whoever you hire for that specialist if they are going to print out, get somebody our age so they can print it so we can read it. Kilchenmann: I know I can't read it anymore De Weerd: We will reconvene at 10:15. (Break) De Weerd: We will come back into session here and our next presentation is from the Legal Department. Legal Department Nary: Thank you for your time and attention to our presentation. As you can see, most of our team is here. You may here it a lot from the other directors on what great staff and what great team members that they have for their various departments. That is nice for them. We really do have the best team and the best staff, in case you weren't aware of that. Anyway, we have a few slides to show you about what we have done in the last year. Some of the things that we have been doing and are asking to do in the future and we did pick art and masterpiece as our theme. We seemed like that was a great theme for the city this year and so we have a few slides to show you about the art that is serving the people of Meridian. Art comes in all varieties, some are loved world wide; Meridian City Council Budget Workshop July 11, 2007 Page 25 of 122 some just locally. Every one is different and our office, the City Attorney / Human Resources and Information Technology Departments are constantly looking at ways of meeting unique needs of the diverse customers that we serve, both internally and externally. They couldn't resist using my picture. That wasn't my choice. Who we are? Customer service and you heard me say it many, many times is the focus and the pounding principle of our department. We collaborate with all of the departments; we develop and nurture exceptional Fish and Government infrastructure to benefit both of the employees and the citizens of Meridian. We try to be conscientious stewards of the pubic trust. We continually strive to maximize returns on the public's investment in our city. I think that is the new Mayor vehicle that we were looking at for next year. Some of our accomplishments this year — we added the public safety impact fees with the updated park impact fees and we helped steer that process through to its completion. We have initiated the entitlement city program and the CDBG funds that go with that and we are bringing that back to the Council for final approval next month. We help with the Meridian Fire Department and working together with them in creating a — (Tape turned over) Nary: -- the Mayor and the Council of the city and as our leaders of our city that we provide legal support. We also assist all of the city departments in various capacities in bringing things before you, making sure they are legally compliant. We staff the Commission and committees of the city of various types, Parks Commission, Solid Waste Advisory Committee and the like and of course we also serve the citizens of Meridian. We answer a number of phone calls from sometimes unhappy citizens trying to explain how or why we do different things. Some of the volunteer time that we have overseen or been participating with in the various commissions or committees. As you see there, the Parks Commission, Arts Commission, Traffic, Safety, Impact Fees, Solid Waste Advisory, Citizens Compensation Review and the Fair Housing Task Force. Those are the varieties of different areas. They continue to expand and grow both in membership and time and we provide legal support to all of those. De Weerd: Did our Parks Department do that? Nary: Yes. (Inaudible). One of our requests for enhancements is a part time attorney and the last year as our legal needs have grown, we have came back to you and we expanded the part time attorney position and made it a full time position and we continue to grow with the needs of the city; with Finances' assistance, we are requesting we add this as a budget item so that we don't have to come back in the midst of a budget year again for an enhancement or a budget amendment. We wouldn't be adding this position until the needs really exist, but we anticipate those needs are probably going to come by either the Meridian City Council Budget Workshop July 11, 2007 Page 26 of 122 second quarter of the year or somewhere in there that we think that it is necessary to add it at this point, so we make sure we are covered as we grow and make sure that we can continue to meet the internal and external needs. As we have seen over the last year, whenever we have had to hire outside counsel for any project, the cost to the city could be fairly large, fairly quickly and so this is a means to stay in front of that curve and to make sure that we can meet the growing demands in a timely fashion. One of the key ingredients to our success — of course support from the city leadership; the innovation we look very hard all of the time at different ways of doing things; ways to improve internally on how we do things in a way to get information out better to the public or other cities and also in collaborating with other cities. On the legal side, we have a membership with the Idaho Municipal Attorney's Association that provides a good networking opportunity with other large cities and small over various topics that come to both us as well as other cities and either us providing them assistance or them providing us information. We really do look at for a benchmark for success on customer satisfaction and both serving the internal and external customers in the city, the employees, the outside interests, the development community or whoever comes across us and trying to make sure we get the right answers to them to get it timely, to get it correct is truly important on the legal side — lowering the legal costs, keeping those costs down, keeping them manageable for the city is a large initiative for us and then again coordinating and integrating the city's needs through all of the departments — most things tend to have some legal component to them in a lot of the things we do as you all know and we try very hard to make sure that we coordinate those efforts with the various departments? Some of the things from planning to implementation we have done over the last year. The Arts Commission was something that was discussed last year and now it is a fully functioning Commission. I think the by-laws have been approved? They meet monthly now. Again, we provide legal support. The citizens that participate in that are energized and energetic and very interested in bringing a plan back to you at some point in the future. That is something that really got implemented in the last year. Again, the impact fees as I talked about a little bit ago, that can be a very complicated process and has significant legal components to it and we were able to bring that back as well as with the public safety component to it and now that, again, is being replicated in other cities around the Valley and around the state for that public safety component and we helped craft that and worked some of the bugs out of it for other people. The City Hall project has been, of course, a major project that everyone knows about and the contracts and getting those put together and get those finalized, get those signed to get the compliance pieces done with that. That has been an ongoing task for us and that has been a major project we have been working on and will continue working on through this next budget year. Again, legal compliance. We have had a lot of legal issues of various importance that we have had to work with either other agencies or through the court system about address with either other entities and again it takes a tremendous amount of time, but we feel very Meridian City Council Budget Workshop July 11, 2007 Page 27 of 122 comfortable and confident that we have supported the city and provided the best legal advice that we could. Human Resources Nary: Top three accomplishments this past year — there is a lot more than what could fit on the slide. We have added 58 new hires. We actually have 331 total employees. I missed it by one number. 270 full time; 60 part time seasonal. We have refined the employee accountability program and that is our PAD process or our employee review process. We still have a merit based assistant for compensation, so when I say enhanced compensation and benefits — (inaudible) one little piece of the slide — I was informed this week that we have been notified by our medical provider that they are not seeking an increase to our premiums for the next budget year. We have had two years now of significantly low increases. If you recall, last year we had a 2 percent reduction in their request and this year it is a zero percent increase. Part of that is due to a couple of things and some of it is we have through your funding been able to enhance our employee wellness program and I believe that has had an impact in both overall employee health and awareness and again the intent of that was to help keep the medical costs down for the future. If you can make employees more educated about their own state of health and being able to take a means to address it before they have a significant medical issue that will both help the employee as well as help the costs of our program. We had over 120 people at our wellness fair in June. We had a number of those people get their blood tests done; get blood work done; see the various different medical providers that were there, some have continued on with those medical providers in some fashion to again improve the state of their health. Our benefits we have now 136 employees that participate in the flex program that we have enhanced over the last few years, so it has been a great asset to many employees to, again, defer their costs for their medical and defer some of the costs for the city. We have expanded the use of the PERSI choice program. We have a number of employees now, 118 that participate in PERSI choice and that is an alternative retirement program in addition to PERSI and it takes again some of the employees money, defers that compensation till their retirement age and we have a number of employees that take advantage of that. So we have been able to with not a tremendous increase in cost to the city, enhance the benefits that our employees receive and made this a much more attractive employer to recruitment of employees and retain grade employees. Here are some of the customers that we serve for either resources (inaudible--) of course the applicants as they come through we have been using our online application program for over a year now. We find it to be probably the greatest tool that we see for applicants to access city employment opportunities. We get many more applicants through that process than we do through the traditional method of acquiring an application and mailing it in or dropping it off. We get many more applicants through that process. The outside Meridian City Council Budget Workshop July 11, 2007 Page 28 of 122 vendors — we work closely with some outside vendors, especially like in our benefits program to be able to provide great benefits for the city. Our number one objective always in dealing with those vendors is they provide great service because my perspective is if they can't provide great service, nobody can find a vendor that does and we have been very fortunate that we have had great vendors to work with our employees. Of course the citizens of Meridian. We again deal with lots of folks on a variety of issues that some are employment related and other things and we try very hard to make sure we provide them the best service we can. Some of the employee volunteer hours — for Human Resources we don't have an outside volunteer, but we do have internal ones. We have a Benefits Committee that is made up of various employees for various departments that analyze the benefits that we have, bring recommendations to you on the costs on which programs we should implement, ways to expand the program and those are the approximate annual hours that it takes to do that. We have the wellness committee, again, made up of a number of different employees from various departments; again to put on various functions in addition to the wellness fair or health fair that we put on they did recommend last year with the funds that were in the budget to purchase blood pressure cuffs for every department and every work site. So the employees can check their own blood pressures at their work site and that way they are aware if they have a problem, employees that already know that they have a problem have a means to check that and employees that don't know they have a problem have a means to find out. Employee recognition and appreciation — that is a committee made up, again, of a number of different department employees. One of the things they do with that is the annual picnic that we recognize employees for their performance and long term employment with the city and that is coming up a week from today and hopefully everyone that is up here can be there that day. Our budget enhancements are just a couple for Human Resources. One of them is AspireOn. That amount that we are requesting for AspireOn is the same amount we had for last fiscal year. We found that to be a great asset as a contract vendor rather than having to add staff to meet that need; AspireOn helps us in continuous process improvements, ongoing leadership training. They help with communication, workshops in various departments. They do customer service training and it has helped us in that partnership with them be able to do it in an affordable cost to the taxpayers and the employees; secondarily do it in (inaudible) don't require us to have to then add staff to meet the similar demands. So we have found that to be a great partnership. We would like to have that continue. Next is Aviris Software. This is one that truly is an internal efficiency program that we are looking for. This is to integrate basically the functions of Human Resources with the functions of payroll and finance. Over the years what has happened is by having separate systems and no real cohesive means to connect those, what happens is that you end up creating a tremendous amount of extra work. You have to enter a lot of data. You have to enter it in multiple locations. You have to enter it multiple times and then in the finance side and Meridian City Council Budget Workshop July 11, 2007 Page 29 of 122 payroll they have to do it over. So the intent of this software is to eliminate that so that there is not the duplication. It can be entered one time; when the information is available we can enter it all into the database and it can all be seamless to transition between the Human Resources components and benefits of it as well as the payroll. Some of the ingredients to our success; of course employees first. That is truly a desire for Human Resources is that we meet the employees' needs as best we can whenever we can and so we do spend a lot of time and effort making sure that our service to our employees is always number one. Service for all of our different components is obviously key, but the employees come first. We do try and make sure that we meet their needs, get their paperwork done, make sure their benefits are being handled properly, make sure whatever types of entitlements that they have are getting handled and it takes a lot of time and effort and we do that through people and we do that because that is what we do and that is what is important. Again, creativity and innovation are encouraged. We try very hard to not do things just because we always did them that way. We try very hard to look at newer ways to do things different both in ways to assist the employees, provide greater service as well as make sure we are doing the best for the taxpayers in the long run. Some of our benchmarks for success — again, satisfied customers. You know the employees and the different people that we deal with, even the applicants appreciate the processes and how things are done and handled and we try to do that as professionally and expeditiously as we can. We try to make sure all of our staff are challenged all the time with different ways of doing things, ways that they could help make the process better, make the team better and that you as the Mayor and the City Council of the city see those results in both the hiring of good people, the retaining of good folks, the programs that we have for benefits and compensation are very good and positive and that you see that and the results of the people that are here and the work that gets done. From plan implementation — some of the things over the last year, again, was improving the compensation and benefits and try to move those up to keep up with the market place on the compensation scale. It is a challenging market in the Treasure Valley on compensation and we have brought different circumstances in front of you needing to make adjustments, needing to make concessions for certain types of positions or certain types of jobs just to be competitive; to again attract good people and keep good people. The market that we have in Ada County is about a 2 percent unemployment. That makes it real tough to find folks; it makes it real tough to get good people and it makes it real tough to keep good people sometimes because the job market is pretty tight. So again benefits and compensation are important to us. Again to the enhancement of the employee wellness and expanding that and getting that information out to employees — another thing we purchased is the — remind Audi the handbook — what is the name of it? Health Wise Handbook. We handed it out to every new employee and again give them more information and hopefully many of the folks will use that. Their first line of dealing with the medical issue is not to run to the Meridian City Council Budget Workshop July 11, 2007 Page 30 of 122 emergency room, but to really be more educated as to what is out there, what is available, what information they need before they just take the most drastic steps? Lastly is improved employee participation — it has been a goal of ours to really get more involvement of employees city wide and various projects. Sometimes in the past things sort of defaulted sometimes to Human Resources to handle different things and although we like doing it, it can be overwhelming and getting more people's participation from various departments and their buy in to what we are doing and how we are doing things is much better overall for the city and for the whole team atmosphere that we have and we have seen that. Those numbers before showed you with the employee wellness and the employee benefits and the internal committee for employee appreciation — all of those have really fostered the idea and the concept that really this is one big team and we need to be a part of it and we have had very positive results because of it. Information Technology Nary: That is the new water feature I think we are going to have at one of the parks that we were looking at. I couldn't read exactly where it came from. Top three accomplishments for this past year — the online timesheet application as Finance has told you. This has been a major project for both Finance and for IT to get a working timesheet that can be done on the internet and has little to no errors. I think we have been successful at getting this application done. It seems to work. We seem to have, again, less issues monthly with people using it, knowing how and understanding it. Disaster recovery — that was a major initiative last year that was one of the — was a significant of IT. They wanted to make sure we could recover the city's systems in the case of a disaster. I think again we have been able to solve that through the budget enhancement that we received last year. Last of the virtualization of servers and if I get it wrong, (inaudible) will correct me. But basically what we have done with that is instead of having to continue to buy servers over and over and accumulate larger pieces of hardware and the equipment and the places to store them, we were able to basically create this virtualized service through the servers that we have and again capture the data without having to create more hardware. There is one of the achievements that we had this year that was a partnership with MDC, the Legal Department and IT in creating the wireless downtown. That was — you know it may not seem like a great deal to many people, but you know it is very innovative for cities to do this in Idaho. I don't know if other cities have gone online yet, but others have talked about it, have thought about it. The wireless capability around our downtown area is a great enhancement to many people. We do get a lot of positive comments about that and this is one achievement that we are very proud of and that was one of the awards that we received there at the AIC this last June. Serving the customers for IT — obviously again the Mayor and the Council — Terry has done a wonderful job of managing the staff and • 0 Meridian City Council Budget Workshop July 11, 2007 Page 31 of 122 making sure that we have the ability to meet your needs on meeting nights and making sure there is staff available when you need it to make sure all of the electronics work for you and all of the laptops and the websites are working so that you can have the information you need when you need it. Again, the same with the city departments and with staff providing that service to them and making sure again that all the equipment works, all of the programs work and the things that have problems that they can address them in a timely manner and again all of the uses of city technology. The website is as the Mayor stated in the earlier presentation for the city, the website is a great tool and it is an evolving tool. It is not static. It is not meant to be static. It is meant to be an enhancement to both the city and the public and IT helps manage that to make sure that it is available and up and usable for people and user friendly so that people can access it. Some of the volunteers — we have an IT Committee and that is again made up of a number of internal employees and the objective for this is to look at the long term needs of the city. To bring to you recommendations to carry out both the IT audit recommendations that were done last year as well as looking at the expanding market place, the programs that are available, the different types of enhancements that can be done and again address what is going to work so that we don't work in a vacuum. IT does not want to be the driving force on all of those things, but really to work seamlessly with the other departments to make sure that what gets implemented will work for, whether it is Planning, Police or Public Works or whatever it is. One of the budget enhancements we are looking for is a help desk. This is a re-request. We asked for this last year as well. This is again expanding the services to the customers. Even with us moving to a city hall, we still will have a number of users and whether they are in different locations or one location, we still have the expanded needs for service. We have requests daily for varieties of needs from simply my computer doesn't work or I can't get it to turn on and this program doesn't work to more pressing problems or complex problems, IT has a system that some of you are probably aware to prioritize those to again address those needs in a timely fashion, but the needs as the city employee base grows the needs of that grows. So that is what this position will help address. This is the budget (inaudible) for the Police Department. This is the server license for MPD and this again was to create a better internal efficiency on how they use the various equipment and hardware in the department. So it is a fairly small enhancement would increase the efficiency a great deal. Virtual private network. This enhancement is again to allow for improvement remote access. That is a chalk drawing on a sidewalk by the way. It is a 3-D effect, but that is a chalk drawing on the sidewalk in Sweden is what that is. This virtual private network will allow for better remote access. Right now employees are able to access their email accounts from offsite. This will allow for greater access to other documents and information that they have. The last enhancement is for enhancement two, again have some outside contract monies available. Again, IT needs sometimes can't always be done internally. Some of it does have to be Meridian City Council Budget Workshop July 11, 2007 Page 32 of 122 outsourced. We want to make sure that we have the available funds to that when necessary. Again, we do a tremendous amount of internally, but as you can imagine the needs can be sometimes very complex, very time consuming. Sometimes we don't always have enough staff to meet a particular type of project need and so this is to make sure that we have the funds available that are able to be used for those types of projects when they come along. Some of the ingredients for success — yes, it can be done. That is really something from IT they have really stressed greatly that there is ways to make these things work. We try very hard to make sure that you partner with the departments and the staff to make sure that we are carrying out what we can do quickly and as efficiently as we can. Communication, teamwork, persistence, accountability, creativity those are all things we strive for in all the different phases of our department, but IT certainly lots of times has to be persistent more than anything is to make sure that the systems work, they continue to work and you know most people don't care about how it works as long as it does. Creativity is certainly — sometimes I don't know that everyone realizes how much that can be a factor and not everything works the way it is supposed to. Not everything works the way you are thinking it is supposed to. So sometimes finding those solutions are really the key component to making anything go. Benchmarks for success — that is a fountain that comes out of the building. Up time on the network — you know when the network doesn't work, as all of you can imagine, when the network doesn't work and people cannot access email, cannot access the internet, cannot access their programs or whatever it is, they don't have a lot to do. So up time is critical and IT has worked very hard to maintain that through both their diligent work on our end as well as their work with our providers on the other end to make sure that we have up time more than down. Time and response to resolution of requests — again, we have a priority system that is available for employees to access for their requests and again it is to provide time and response. It doesn't matter very much to you if takes five days to fix it, you want it done as quickly as you can, you want it done as efficiently as it can be done and IT tries very hard to make sure that happens. Again, excellence within budget constraints — we all have to address those in every phase of our department as well as the other departments. IT does the same thing to make sure that within the costs of technology, which can get very large very quickly. Like our earlier discussion regarding licensing and being able to make that analysis and what is best for the city and what the cost can be in relation to some other type of programming or program or offer of maintenance or whatever it is. That is something that Terry takes a great deal of pride in in trying to make sure that we are getting the best value for the city's tax dollars. Customer satisfaction and respect for each other — it is difficult in a very small IT Department for a very complex city that is growing like ours to make sure that they can work together, can collaborate on when necessary to make sure things work as quickly and efficiently as we can. Some of the things for planned implementation — web hosting, email management, spam filtering — we have brought that all in house. Meridian City Council Budget Workshop July 11, 2007 Page 33 of 122 Sometimes I know that it is a little frustrating for folks, but I imagine if they got you know 50 emails a day from the various types of spam that is out there in the world, they would be much more frustrated than they are by the occasional few that they have sift through. That is something that, again, persistence is probably the key with that. Disaster recovery — the network storage plan is almost completely implemented and that has been an ongoing process and has been something that Terry has wanted to do from IT for quite a while and wanting to get that implemented and we have been able to get that almost completed now. Again the GIS position was something that we looked at last year; you did fund it; we did look out to find somebody and we ended up promoting David internally to that position and that has been a great success for the city, for David and I think it has been a real plus all around and again helping transition folks, provide a greater opportunity for people is something we find very important. Our own masterpiece that we have was our 1 st place cow and we wanted to make sure we didn't lose that in the masterpiece presentation and of course with every cow (inaudible). Questions? De Weerd: I would like to state one more accomplishment in IT and that has been the intern program and Zach and Brianna are back here and I am continually amazed at the quality of interns we get and very appreciative of what you guys add to a real boring IT staff (inaudible--). We really have had quality interns doing that (inaudible). They have either chosen you well or you have chosen them well, but they have added some big dimension to it your department. Bird: Madame Mayor. De Weerd: Mr. Bird. Bird: I would also like to state on the legal and it wouldn't be right if I didn't. The job that Ted has done through the purchasing of all the ground and the contracts and stuff on our building — I know myself, I feel much more comfortable with him taking care of that stuff along with Keith Watts and we are getting a building that I know is going to be built right and then we could not have found anybody better during negotiations than Michelle Albertson and transcribing all of the minutes and having to put up with seven of us men that mumble and talking loud once in a while, but anyway I just would like to thank in particular those two for the job that they have done over this last year and I certainly appreciate it. Rountree: Madame Mayor I would like to put in a word for your intern program. From experience your interns will keep you on your toes and will keep you current with the most recent technology, so continue it. It is a grand program. I do have some questions. You answered my last one to develop my faith and trust and what is going in IT, but I just have some questions here that I have got Meridian City Council Budget Workshop July 11, 2007 Page 34 of 122 to get answered. This one is not IT, it is in Human Resources, but it is about the Avira software — not a terribly expensive piece of software and costs are the way to go as far as I am concerned. But, does this have enough horsepower to get us beyond maybe a ten year period? Is it supported? Is it expandable? The kinds of things that are going to make an enterprise wide system, ultimately work or fail? Paternoster: Yeah, I think that is an excellent question and point. One of the things that we have been addressing within the MIS Committee itself is trying to come up with a plan and a mechanism for moving forward and trying to combine all of these repositories of information together. I think one of the things that we had come to light, which I think we already knew last year in the audit was all of these different repositories of information the city has. In fact, I was actually surprised as went through an analysis within the IT Committee itself to find out that we have approximately 200 different places that we are storing information between Excel spreadsheets and Access databases and other systems within our network that we are trying to address. I would say with the Avira software specifically, one of the benefits of it and why IT is very supportive of this product is that it integrates with the MIP software, the (inaudible) Sage, who developed the MIP software, which is used by the Finance Department also own Avira and so there is actually an integration piece that goes together and we view that that integration really is what is going to help reduce, redundant data entry and will help to make that system last because Sage has an interest to make sure that these products continue to work together. Within the MIP software they don't offer a Human Resources piece. They offer a payroll package, but they don't offer this Human Resource piece that Avira really provides to really bring together a complete package for managing employee information. Rountree: You identified a slipper slope. I was hoping we weren't going down, but probably have already done that and that is the data storage everywhere. Also, you ask as an enhancement in IT for a sequel server, which is yet another database. I guess my first question is have you broached the topic of trying to standardized database that the city can support? In a perfect world you would have one and I know that is not going to happen, but if you want to get enterprise use of information in getting those systems to talk to one another that is the goal, I believe. Is that something in your planning process? Paternoster: Absolutely and to address that, Microsoft sequel server is actually a server product which supports that database and the majority of the products that the city currently owns that we have actually purchased from a vendor operate off the sequel server platform and so we will be able to integrate a lot of those systems on the back end. So even though we are looking at Enterprise Solutions, we don't necessarily have to go replace everything we have. The Casselle system, the MIP system, Laserfiche — all of those systems work off of • 0 Meridian City Council Budget Workshop July 11, 2007 Page 35 of 122 common database engine on the backend that will allow for integration. As far as the Police Department is concerned, they also have several sequel server databases that run, but right now they are using what is called the Microsoft that is basically a run time version. It is a free version and the reason that we requested for an upgrade of the sequel server was so that they had a version that didn't have governors basically placed within it to limit the performance of the application and due to the additional applications that they have implemented with evidence and other programs, it is time that they really have a full server application to manage that verses the free version that Microsoft gives. Rountree: Great I appreciate that. A final question on the virtual private network. That is an intranet type of system? Paternoster: A virtual private network is — basically what it does is it creates a tunnel or a pathway between someone's home computer to our city's network and really what we are requesting there is funds to allow us to let employees securely connect. Currently today we could let employees connect, but we don't really have the tools necessary to make sure that our network is going to be secure and reliable if those users connect. Rountree: So this is mostly for firewall protection and that sort of thing? Paternoster: Right. Exactly. Rountree: Well it sounds like you are heading in the right direction. Bill was correct in his statement that IT stuff can snowball in terms of costs, if you don't plan it and move forward in baby steps. De Weerd: Well and one of the things that they are doing now that they audit has been done is putting together a capital improvement fund. So we know the direction that it is going. Bill I would like to thank you and your staff. You are relatively small in your support service to every department in our city, the customers that you serve are very diverse and if you looked at the number of new hires, I mean that takes a tremendous amount of time and one person does that. Nancy you are amazing. Audi what you have done with the Wellness Committee, our benefits and everything has just been wonderful. I appreciate IT, HR and the City Attorney and Emily you made this an interesting presentation. Where you came up with all of those pictures, just amazes me. Thank you so much. Nary: Thank you Mayor. De Weerd: We will break for just a few minutes why we shift departments. Our next department up is Police. • 0 Meridian City Council Budget Workshop July 11, 2007 Page 36 of 122 (Break) De Weerd: Council we will reconvene our workshop and we have Police up next. Chief Musser. Musser: Thank you Madame Mayor and Members of the Council. Thank you for allowing us an opportunity today to cover our budget requests for the upcoming fiscal year of 2008. In short to start off with the Police Department, our primary focus is going to be on something that you already know about and that is why this is a premiere place to first off — first and foremost it is a premiere place to live. We have lots of subdivisions, lots of residential area to cover here in the town and that has been our primary focus as a Police Department for the last few years. Secondary to that we are increasing the areas in which we can work at now and a lot more commercial growth here in town with a lot more on horizon for us as well, including the traffic that goes through our town and then finally it is a great place to be able to raise a family and we have a lot of family amenities; a lot of families here because this is where they want to be raising their children at. We have a great school district and a number of entertainment and recreational accesses within a short distance here. Our job as the Police Department is to take care of all of these folks. They are our customers. Those that are living here, coming through the town of Meridian that are working here, those children that are being raised to become the future of the city as well. We take that obligation very importantly here in terms of the Police Department. That is our tie to our customer service commitment that we have because we feel that the whole community is our customer as well as the other portions of the city, departments that we also interact with from HR, IT to the Fire Department, Public Works and in particular to our political representatives of you and the Mayor. One of the things that we looked at in terms of meeting our value of excellence is we feel that we have excellence in action. We maintain the lowest crime rate in the state for a city over 30,000 population. In 2006 that ranking that we had was 35th out of 63 cities. So for any city that is over that population of 30,000, we are right up there for providing the safest community for you at this time. Our volunteers have continued to donate their time and resources with a total of 4,542 hours in 2006 and to date for 2007 we have 3,437 hours accumulated. Our volunteers continue to really help us out and we will probably chat a little bit more about that as we get into our budget. Some of the highlights that we have had was initiating a neighborhood contact program, utilizing our old high school SRO's. We had a lot of success with that and that program was recognized at AIC this year as one of our achievement awards that we were able to pick up. We also initiated a Project 7th Grade program at our middle schools in conjunction with the Mayor's Anti -Drug Coalition and that program was cut on so well we are already in process to move forward with all of our middle schools participating this fall as we enter into the school season. We also partnered with 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 37 of 122 the Mayor's Office, Meridian Kiwanis, Meridian School District and businesses to promote the March Against Meth Community Anti -Drug program and a very successful program as well. We have also partnered with the Boys and Girls Club, Old Town Neighborhood Watch Association to initiate an Old Town clean up day. You saw the second annual event on that completed here recently just a couple of weeks ago. We also have partnered with our Neighborhood Watch Associations for a very successful National Night Out with 23 associations holding block parties in their neighborhoods this last year. We are going to see if we can match that again this year or surpass it. Planning to implementation — one of the big things that we have been talking about in terms of where the city is going and how we can get there and be accountable and uphold our stewardship with the public trust. In terms of where Meridian is at today, this is a nice little map that is about a year and one half old that came right off of Google Earth and some of the items on there are some overlays that we have, but that represents our city from space and it is filling up. Part of what we are working to do is plan for maintaining the service coverage that we have and also expansion for the commercial growth that is going to be coming in. Over the next couple of years, we are going to see the northwest portion of Meridian fill in, the Ten Mile corridor area and then down along Franklin Road past the Interstate and along Overland Road. Those three areas there, we don't have a whole lot in yet, but there is going to be a whole lot coming for us so what we have to do is we have to be able to plan to move forward for that. Implementation was initiated through our recent department reorganization for the focus towards proactive problem solving policing and it is directed towards new types of growth and service demands; in particular retail and commercial changes that we are anticipating by the year 2010. That is our primary focus in terms of planning is to reach out and meet and accommodate those changes while we still maintain the excellent quality of service that we have been providing to all of our residential citizens here in Meridian as well as our existing business owners. To do this I am bringing you a rather healthy budget this year. This may be a little bit less than the original copy that you had from Finance as there was last minute change yesterday and you do have that? Okay, good. So the total that we are requesting at this point is the $1,000,018,758; a total of 14 different enhancements at this point, which start with the School Resource Officer. This would be for the new Heritage Middle School, which is opening this fall up in the northern Meridian area adjacent to McMillan and Meridian Roads. Secondarily we would like to have a Community Service's Saergent position approved. This Community Service's Sargent will assist the Community Service's Lieutenant, which is John Overton and be responsible for the direct supervision of a number of programs that the Lieutenant has been trying to handle as well as his increasing divisional responsibilities. Those would include handling our Victim Witness Coordinators, also supervising for school resource officers. We currently have three, but if we have the new one added that would be four school resource officers and then also with our volunteer coordination programs and with our Crime Prevention 0 • Meridian City Council Budget Workshop July 11, 2007 Page 38 of 122 Programs. So that Sargent would help out with the direct supervision of those areas. Third request is for a narcotics officer. The narcotics officer is a bit of a mis-number. What I am actually looking for is a task force officer that could be applied to our Narcotics Task Force or to our Gang Task Force or Violent Crime Task Force that we are currently in partnership with in Canyon County at this time. So that is what we are looking to be able to do is expand our availability to work between either one of those task forces at this point and eventually move us towards being able to establish a street crimes operational unit on our swing shifts within the city by 2010. Number four is highlighted. It is a 700 mega hertz radios enhancement that originally came to you with a total of $305,000. It has been reduced to $125,000 because of successful receipt of an inner offer ability grant that was submitted by Boise City in conjunction with Ada County and the Emergency Communications Planning Board. So we received a good portion of money, which significantly dropped that one for us, the $125,000 would round it out to all of our mobile radios for installation in the cars as we are able to pick up all of our portables with the grant monies that came in. Building expansion design request is for $30,000 to look at what we are going to need to do over the next few years in terms of expanding the current police facility. I sat with the captain earlier this week and we have some additional meetings coming up but we want to look and sit down with our architects that designed the building and see where we could start looking at further expansion down the road. In particular with the patrol area because we are already starting to fill that one up. Records and shelving software equipment and software items there that we just need in order to keep up with things. Number seven a mobile command post trailer is a shared purchase request with the Fire Department and also is one of the first items that we have that utilizes any of our impact fee monies coming in for that purchase. So we would be committing to $39,000 from the police side and the fire is matching that on theirs, but I will leave that for Chief Anderson to discuss further in his presentation. Community Services Coordinator — on this request this is tied to a SAMSA grant that was submitted in conjunction with the Mayor's Office and with the Mayor's Anti -Drug Coalition and it is to provide a full time person to be able to help coordinate additional community services programs related to the Mayor's Anti -Drug Coalition and — (Tape turned over) Musser: -- and search out additional grant monies for the future as well for different types of community programs that we would like to be engaged with for drug education and prevention. The victim witness vehicle is to provide a vehicle for our two victim witness coordinators, we currently have one. I just made a contingent offer and on Monday we will have a second one starting so it is rather timely — if this is approved to be able to have the two cars available for both of those positions. Number ten was the add on a Dog Adoption Program Coordinator. It is a part time position we are looking at and what we will be Meridian City Council Budget Workshop July 11, 2007 Page 39 of 122 utilizing this position for is to help us coordinate dog adoptions, help us better coordinate our volunteer efforts as we move forward through this next year. We struggled in this area with three different options at this point. One consisting of potentially contracting with the Idaho Humane Society, the other one involved near half a million dollars in request for additional staffing, building the new building and then also looking at this adoption program coordinator. I felt that that was a little too much out there and Mayor agreed with me on that in our discussions which brought us down to do we continue to try to get by for another year and see if we can explore options with our current volunteers and make some adjustments, which I believe we can do and I am going to strongly encourage that they form a non profit organization that can obtain a Humane Society charter that they can function on rather than continuing to try to move their donated funds through the city at this point and hopefully we can develop that partnership where they could start doing some fundraising for a new building and in potentially even the land to put it on. I think we have a good chance over the next year on that, but we would need a Dog Adoption Program Coordinator to help us out with the current program that we have in place. The Code Enforcement / Parking Officer would expand our code enforcement activities to the Old Town area and also allow for parking enforcement in the Old Town area on an increased and regular basis and that is what we are looking to do with that position. (Inaudible) munitions includes upgrading some of our current weapons that we have, in particular and moving to a consistent 40 mm launcher configuration for crowd control and for (inaudible) applications that is consistent with Ada County, Boise City and Garden City's equipment. We have one patrol K-9 enhancement as well and that would encompass primarily the personnel cost related to Care of the Dog that we contract with with those officers now, the purchase of a dog, ongoing costs associated with the care and upkeep of the dog and then, I believe there was also one additional K-9 patrol vehicle that was included in that cost as well. Then the firearms range is another item for discussion. As you know our department is interested in being able to put a firearms range onto our current property that we have over there off of Watertower at this time; however that is a few years down the road. Ada County in the meantime has been able to form a coalition and bring enough players to the table at this point that they are looking for some sort of commitment if we want to invest into the building of their range. We initially had $250,000 in this. received a new letter, which is attached to your copies that I handed out to you from Sheriff Rainey. That overall amount has been reduced down to $178,000 and change on that, which would be the commitment from this city to go towards completion of the initial phase of that firearms range, which is intended to be used by all county agencies at this point from Ada County through Boise City, Garden City and Meridian if that is what this Council wishes. It is something I think the Council does need to weigh as to where they want to invest the money at in terms of a range for Meridian City or in a combined use range. I think that there is probably a place for both of them in our future, but I am not the one at Meridian City Council Budget Workshop July 11, 2007 Page 40 of 122 that pay rate that makes this decision at this point, so I would welcome your input on that one. Then the final one there shows some code enforcement reclassifications, which I think are better left to accounting to try to explain the re - class on that, but it brings our overall total down to the $1,000,018,000. Why we need this request essentially boils down to it is part of our positioning and planning for the future and provides us the means to demonstrate our commitment to CARE, our core values. As part of our stewardship with the public trust to maintain the use and request to meet the demands of today, while aligning for our future. A future we envision as having continuing economic development in terms of commercial growth and an increase in population with changing demands for service. By setting the stage, these enhancements and our recent reorganization within the Police Department, we are prepared to continue to work at keeping Meridian a premiere place to live, work and raise a family. This is part of our commitment to economic development, continued prosperity and maintaining a safe community. How do we benchmark it? Well, we commitment number one to CARE and that is one thing that we really work for over there in the Police Department at this time. We are continuing to provide the highest quality of service and partnership with the community to preserve and protect life and property through education prevention and enforcement. That is our mission and we take it seriously. We will problem solve, maintain timely responses and seek innovation. Something that I think that we have demonstrated the capability to do over the last few years and we will also promote Meridian as a premiere place to live, work and raise a family because through that promotion and doing our job is what truly will help continue to bring the people here so it remains the city that we want it to be by the time we get to 2010 and beyond. That is the end of my presentation. I would stand for any questions or discussion. Bird: Madame Mayor. De Weerd: Mr. Bird. Bird: Chief, going back to the range. Where is the Ada County range proposed to be? Musser: The Ada County range is proposed in the landfill endowed land that they had the prior range on, however, they moved all the way down near the old airport facility that Turtling had up off of Goose Creek Road. I don't know if you are familiar with that. It will be adjacent into that area because there is some talk of using portions of those buildings in there in conjunction with the range facility, but that is where they will be building. Bird: So even though this is a nice situation for us, we still have the travel and time to get our people there and --? Meridian City Council Budget Workshop July 11, 2007 Page 41 of 122 Musser: We would and at the bottom of that letter from the Sheriff you will also notice that their projected cost at this point, will be roughly $100 per officer charged to cities in order to help maintain upkeep, pay for the incidentals up at the range, the electricity, having a range manager on hand and that type of thing and in roughly right now looking at where we are at with the department, on approval of positions that we have potentially this year that would put us up to 80 authorized officers, 80 times the $100 would put us up at $8,000 a year minimum. Plus there will be additional costs as noted in the letter for next year to help them finish the range, which probably would be at least at $178,000 again according to the Sheriff. Bird: Chief, also in the past you have told me that it is over time and stuff for the officers — they are out of the territory — when they are up qualifying and stuff, am I not right? Musser: There is a potential for overtime if we have to assign them on a day other than one of their assigned workdays. Currently with most of our training, we assign the training day and that is the day that the officers are there in order to keep down the overtime, but we do have the occasional that have to make it up for whatever reason court or maybe they were off on vacation or holiday and they end up having to be in and there is a potential for the overtime at that time, but it is something that we try to work out though. But, you are right we do have travel costs. We also have to take care of all of our own ammunition, targeting and equipment that we would need up at the range as well. Bird: Thank you, Chief. Rountree: Madame Mayor. De Weerd: Mr. Rountree. Rountree: I would just take the opportunity, Chief, to tell you thank you. It has been a pleasure so far this year working with you as your liaison. I think your budget reflects conversations that we have had and I appreciate that. I wish you all well for the rest of the year and thank you all for the jobs you do. Musser: Well thank you, Councilman Rountree, I have enjoyed working with you as well. Borton: Madame Mayor. De Weerd: Mr. Borton. Meridian City Council Budget Workshop July 11, 2007 Page 42 of 122 Borton: I have got a question on the parking enforcement. If there is an opportunity, I know MDC is completing out the striping plan and is going to be requesting that it be continued and increased support (inaudible--) the time requirements. Is there an opportunity to have MDC share some of the expense of that individual discussion? Musser: Councilman Borton I am glad you asked that question because in some preliminary conversations with members of the MDC, they can't provide the personnel costs directly to us but they can provide some equipment related costs. Those equipment related costs could be something from expensive as a vehicle or partial cost towards a vehicle, but the biggest thing we were looking at was possibly moving into an electronic based parking ticket issuance format in which case they would buy the small hand held computerized components that would produce the parking tickets to make it much faster and put it right into part of that database that IT is working on increasing for us. Borton: Madame Mayor. De Weerd: Yes, Joe. Borton: Is there an opportunity — I know they review tentative budget on the 18th Is there some component of that, maybe not the electronic ticket issuance, but some component of that enforcements expense that can be appropriated into their proposed budget at least to get them discussing sharing some of that cost? Because I know there is going to be requests once the striping is completed to have increased enforcement? Musser: Councilman Borton I can certainly follow up on that. At this point I haven't had open discussion with them directly because the indication was that theirs was fairly limited, but they would try to help where they could. But, I will certainly make contact and see what I can come up with and report back. Borton: And Madame Mayor one other question. There is probably a real easy answer, but when I look at the Victim Witness Coordinator and the request for the vehicle that goes with it, is there something about the vehicles that are being replaced some of those old Intrepids? There probably is a real easy answer — but why those can't be used to a vehicle or two that are being cycled out every year and they continually cycle through? Musser: Councilman Borton we do have a number of vehicles that are being cycled out. We also withdrew two out of this request this year to continue to keep in service. We currently had two vehicles last year that went down unexpectedly, one of them involving major transmission and it wasn't due to be replaced so we basically have just pulled the belt tight on that one. This would 0 Meridian City Council Budget Workshop July 11, 2007 Page 43 of 122 allow us a vehicle that would be specifically for this function and allow us a little bit better usage. Currently right now what we do is we share one staff vehicle and then one of the older cars that we do have in place for the Victim Witness Coordinators, which also gets used by any other non -sworn staff if they have to make a run to the state lab and that type of stuff. So it kind of dedicates one full time car to them and we still utilize two older staff cars that we have in the fleet at this time. Rountree: Madame Mayor and this is for — she is gone — Stacy. The Chief's presentation and outline of priorities does not coincide with what we have in our budget and I would like to have the budget book pages changed to reflect the priorities that he has presented and the costs associated with those. (Inaudible discussion) Rountree: If you do that that would be very helpful for me because it is tough enough getting through this without trying to go between two or three different sheets of paper. A question about the parking — as you talk about it in enforcement, I understand the enforcement side, but the side that I am not sure is clear here is what are you going to enforce and what tools are the tools in your budget there so you can enforce a time limit? So I am not talking about parking meters, but I know in a lot of cities now you see you pay for parking, you pay for a ticket and you put the ticket in your window and if you time expires, you get a ticket. Is that what we are looking at here? Musser: Councilman Rountree we haven't totally answered that question at this point. What we do is we rely upon a traditional format for the enforcement, which involves chalk. We chalk the tires, mark the time when we marked them and then we come back and if they are still there at the end of the two hours, we issue the cite. However, with the electronic components, there would be a possibility if they are there beyond that time, once we posted on the window it would fulfill the same function and if they are still there, it becomes a citation, otherwise it is a piece of paper. De Weerd: I guess, Councilman Rountree, I think what MDC has discussed is kind of a GIS looking device that you chalk the tire and it monitors that time element and I think that is the enhancement that they are looking at. So we get a little bit higher tech than just chalk. Give you better tools. Musser: Madame Mayor and Members of the Council also in regards to the prioritizations because we have had some last minute changes, I have tried to keep Todd in the loop, however, he has been extremely busy and I will have to comment to Finance in general and in particular to Todd I think they have bent over backwards to really help try and accommodate us this year and especially • 0 Meridian City Council Budget Workshop July 11, 2007 Page 44 of 122 where this is his first budget and I do have a printed copy to make it a little bit easier for him with the final revisions that we had on that and it is my apology that he wasn't able to get it for you today at this time. Rountree: I am not pointing fingers it is just going to make it easier as we pour through this. (Inaudible discussion) De Weerd: Council I don't know if you want to have some of the discussion now or at 4:00, but we do need to get some direction from you on the fire range. You know, again, we have looked at how we can buy some time in leasing out Shooting World for an alternative if the city was to decide to move towards our shooting range, I know the Chief has been in discussions with potential partnerships on that and the request for the architectural will also include a campus design. So we can kind of detail out what potentially would be there and how it would fit together. So, Chief. Musser: Madame Mayor and Members of the Council is that my understanding that you do want to go ahead and discuss that right now then? Bird: Well, unless you want to come back. Musser: Well I planned on coming back as well for the discussion portion at the end, but I could address some of those issues if you would like right now. De Weerd: I think that would be good. Musser: All right. In regards to what I have already been able to explore, I do have two state agencies that would be interested in partnership. The restriction that those state agencies have though is they can't contribute money directly to the build costs, but they certainly could pay for the use of the facilities and once we have them up in regards to a range, those two state agencies first and foremost would be Idaho State Police through the POST Academy, they would be interesting in having a shooting access that was close enough that they could literally walk officers over to and run them through their required firearms training and this would also help alleviate some of their travel costs and scheduling concerns that they have trying to utilize the Department of Corrections firearms ranges that the state maintains now. So they do have an interest in that and the Executive Director, Jeff Black out at POST has made a verbal commitment to me that that would be something that they would strongly pursue. Secondarily through the Idaho Department of Fish and Game, I have talked to enforcement Chief Hagen and they are very interested in being able to partner with us in terms of Hunter Safety classes, where there would be a live range available with the • Meridian City Council Budget Workshop July 11, 2007 Page 45 of 122 classroom as well. They are able to do some temporary classes here in town now, but there isn't anything with a live range facility that they could use and Chief Hagen believes that that would be an excellent partnership that they could look at entering into with us as well once it is up. However, they are bound by state law and they are not able to contribute directly to the capital costs for the building on that and I did do some research on that and they are right. Bird: Madame Mayor. De Weerd: Yes, Keith. Bird: Chief I know we have no idea what kind of costs — I for one, if there is any way possible would like to keep the firing range at that location for the simple fact of the convenience for our own officers, but I also see it being a major partnership between our youth and our police officers. I think that we have some connections there, I believe the optimist would bring their shooting club over there if we had the facilities and I don't know what kind of financial aid they could help, but I think just having those young people associated with our officers, it will take the fear of a uniformed officer away from them. They will figure out that they are just normal people. Plus it is right there on our own stuff and it would help POST and if we can get that other. I would have to think that some of the other agencies would, given the location of it would be interested in it, too. I for one, if there is any possible way that we feel we can afford it, I would like to see us have a little bit of study. Don't get too bad saying study by me. We really don't have any idea what kind of a cost — I mean I like Sheriff Rainey's deal of an estimated $3 million, but what kind of range is that? Are we going to have a classroom for the hunters' education and stuff? That is another point. In this town here we have got a lot of young youth that have to go — wanting to start hunting and stuff that have to go to Garden City and stuff like that to get their education because we don't have room. So, I for one would like to pursue also getting our own. That has been a dream of mine. Musser: Madame Mayor, Members of the Council and Councilman Bird we did have a preliminary request in for costs and we did that through the same organization that is currently working on the Ada County range. That cost estimate did come in at approximately $3 million and that was a year ago, while there was still a lot of department defense issues that were impacting some of the range materials, there were some construction items that were also impacting concrete costs. Well, if you noticed in the Sheriff's letter they have already seen some reductions in costs since they have gotten ready to start on theirs, so there is every chance we could probably come in well under $3 million for what we are looking at. The Sheriff's range is a fully open range, but what we are going to be looking at would be a partially opened range, but it would be covered and baffled in order to help try and keep things inside there, so we don't have to worry about 0 • Meridian City Council Budget Workshop July 11, 2007 Page 46 of 122 ricochets or anything else leaving the facility. It makes it a little bit more usable during our winter months and even during our summer months as well. So that is what part of our cost is associated is in covering that range and making it a semi - enclosed, but not fully enclosed range facility. It did include a classroom building in there too when we initially looked at that. So we do have a rough idea. I gave you $3 to $3.5 million the last time I spoke to the Council on this anticipating potential increases in costs associated with it, but we have already seen some costs come down and I can see about pursuing an additional estimate at this time if that is the Council's wish. Borton: Madame Mayor. De Weerd: Mr. Borton. Borton: I agree with Councilman Bird and his comments and the basis for doing it here in Meridian and the efficiency with the POST and the other agencies in the (inaudible). Didn't we incorporate some component of this range into a capital improvement plan and the impact fee? Bird: Yes, we did. Borton: It was our plan to go forward this way with our anyway, I thought. Musser: Right. Councilman Borton you are correct on that and if I remember correctly in the capital improvement plan, I think it was tagged for approximately 2011 under the impact fee collection and capital improvement plan. I know I did some tousling back and forth with Stacy in regards to which year would be the best on that. But, ultimately we were able to set down and at least have a focus area on it. The nice thing about some of the impact fees is it does allow us a little bit of latitude. We are not actually tied to one specific date, so we could go earlier, it may go later. Again, a lot of things I think in the city depend on where the priorities lay us as to where the money is utilized. Kilchenmann: Can I add something to that? Borton: Sure. Kilchenmann: I just wanted to clarify that it is in the capital improvement plan. Sixty-nine percent of it has to be paid by general fund as far as that was the proportion that was considered needing service now verses the portion that can be served by future growth and it is in the capital improvement plan at $2 million or in the impact fee plan. Like I said, 69 percent of that would be paid by the general fund. • Meridian City Council Budget Workshop July 11, 2007 Page 47 of 122 Bird: Of the $2 million? Kilchenmann: Yes. Bird: So $1.4 would be — Kilchenmann: -- would be general fund. I get — if it costs more — well, I don't know. Bird: While I have got you up there, can I ask a question and Councilman Rountree and I think we know what we are talking about, but we don't or I am not sure. Anyway, if we were to have some extra money to front this through general fund can we repay ourselves with impact fees of future growth? Maybe Mr. Nary will have to answer that too, I don't know. Kilchenmann: I am not sure I understand — De Weerd: I believe that is what the consultant is — Bird: That is what I got out of the consultant, but I am not sure. Nary: Madame Mayor and Members of the Council, Councilmember Bird you can reimburse — you can advance the (inaudible) and then reimburse yourself later. Is that what your question is? Bird: Yeah. Nary: As long as your are not paying the 69 percent — Bird: No, no, no we understand that, but we could reimburse ourselves enough to pay it out now and then get it back. Kilchenmann: Yeah so if you had — if you did have $3 million then you could spend that all and then right — Bird: Then we could expect to get approximately back $800,000 or $900,000 from impact fee paid back to us and we would still be liable for $2.1 million? Kilchenmann: Correct. Bird: Yeah, thank you. I agree with Councilman Borton. If it is in there, I think we really need to pursue it myself. Meridian City Council Budget Workshop July 11, 2007 Page 48 of 122 Borton: Madame Mayor and the question Chief it's buy some time with Shooting World and maybe speed up the process with their own range or go with this joint use for $250,000 towards the planned update of the foothills? It is an either or? Musser: Madame Mayor and Members of the Council, Councilman Borton at this point I don't think it has to be an either or, but that is a decision that I am going to have to push to the Council. We could gain benefit by still partnering with the Sheriff's Department; however, that is money, bottom line that is money that this city has that is going out elsewhere that if your wish is to truly see us be able to put together a range here in Meridian it would probably be better spent being tucked away into a capital improvement fund until we are ready to build. At this point, operationally we do have the access out of our current operations budget to continue to pay the $8,000 to $9,000 a year that we are paying out right now to the Boise Police Association to utilize their old range. It is still available and we are using it. We have to drive out there and use it and it cost us $600 a day and we do that for a minimum of three days usually when we are doing the training four times a year. So that is where we go to the $8,000 to $9,000 on it, but that range is still available for us to be able to use. Borton: If you go on a route and utilize POST and perhaps some other agencies to share with some expense once it is up and running, does that undercut the county's plan and what they are going to do with their anticipated funding? Are they basing this project, assuming everyone is all in it together and if a couple of agencies pull off is --? Musser: Councilman Borton I would say that I believe that the Sheriff has made an assumption that all of the agencies would come together to participate. He has even included a number of the federal agencies into making commitments towards money in terms of how they are going to participate out there as well. The big thing that he was looking for is for commitments from Boise and Meridian to help offset the costs that he had that were approved by his Commissioners. De Weerd: Some food for thought and I don't think you need to solve this at this hour, but by the end of the day we would like your decision. Musser: Madame Mayor if I might I had one other little item for discussion and just to get your counsel at this point. If I should wait towards the 4:00 time, I did want to bring up a couple of points related to our current budget and the requests for the Dog Adoption Program Coordinator in that it would involve making a request for being able to utilize some funds that we currently already have in this budget, in particular we had capital that was allocated in this year for $140,000 to build an expansion out there. We can't build that building expansion out there; however, I have looked and done some review on it. We could core a little bit of flat concrete and buy some outdoor kennels, which would take us a long way Meridian City Council Budget Workshop July 11, 2007 Page 49 of 122 down the road and I could probably keep that within $70,000 and in a brief discussion yesterday with Stacy it is their opinion that that would still qualify as a capital improvement for that money that we had because we are putting it into the structure of the area itself. So that is one other area that I needed to be able to talk with the Council about. Rountree: Question Madame Mayor. That is out of this year's budget? Musser: Yes, sir it would be out of this year's budget. Rountree: So we would see a budget enhancement? Kilchenmann: It is already in there. Rountree: Okay. It is just a change in the line item? Kilchenmann: No it is not even a change. De Weerd: It would qualify under the capital improvement request that we had last year, just a little different look. Musser: Thank you. De Weerd: Thank you, Chief. Council we did have lunch on our schedule — we will move the Clerk into this time slot as that is (inaudible). Clerks Department Berg: We have a very short presentation since I don't have any budget enhancements other than the furnishings that the Finance Department is going to oversee for the new City Hall. Correct Stacy? Kilchenmann: Yes. Berg: I believe in the theory when you buy a new house it is important to move in and maybe buy the curtains before you buy the living room set. So we are looking on the curtain side and then we will deal with the living room set when we see how our budget for paying the house payment is. De Weerd: Oh (inaudible--) buying a living room set to set up in your offices. Berg: Those were long term goals. It is just a matter of the timing of it all. But, I could trade that desk for — • • Meridian City Council Budget Workshop July 11, 2007 Page 50 of 122 Bird: I had to twist his arm so bad to get him to buy one of those things it wasn't even funny. Berg: As usual we are bouncing around our schedule and we are accommodating the needs of the Council so here we go. Some of the slides in the very beginning are just things that you have seen before, but I like to keep them out there so you know what our mission and vision in our operating philosophy is for the City Clerk's Office. So we will go to slide five. One of our main goals and purposes for our office is customer service and we are usually the first engagement for the public, general public, agencies or even our Council, Commissions or Committees. So we want to always strive to be a good customer service department and I think it has been a proven record that we try to accommodate all of the needs that come to our office. If we can't meet those needs, we try to find out who can or direct them in the way to find that solution. Just a brief rundown of our responsibilities in our office and some points. So far we have had 48 regular City Council meetings; 39 special meetings and you think you guys aren't meeting very much, but that is up quite a bit from 46 regular and 31 special for the whole year. We don't have the whole year yet completed. So we are meeting on a little bit more basis, especially Pre -Council and some special meetings with other agencies and other cities. So it does keep our department pretty busy preparing those meetings and preparing the minutes and getting the information ready for you. We have had 24 regular Planning and Zoning Commission meetings and four special ones that compares to 23 regular and 6 specials for the whole year of last year. So we are holding a little bit more Planning and Zoning Commission meetings also. In addition to that, our office prepares for Historic Preservation Commission meetings, Arts Commission meetings. We deal with risk management and liability controls through my office. We are working on a records retention policy. We deal with research requests and my office also deals with the Emergency Prepared Management meetings. Some of the things that we are involved with in our office that some of you may not know that we do deal with MDC and preparing them or helping them out for whatever they need for their meetings. We deal with HPC, Historic Preservation Commission, Arts Commission. We have created the Historic Preservation webpage, which they wanted and if you get into our department you will find that webpage and it is pretty interesting some of the items that are on there, not just who is a member of the Commission, but what they have been doing — some of the sights that are on the register and the preparation of how you become or can become a sight, which Emily Peezo did. She did a presentation and we incorporated that PowerPoint Presentation into that webpage so other businesses or other owners, if they bought a property and are considering doing that, they understand the process. We have incorporated Planning and Zoning Commission online, which is going paperless. We have also encouraged the public use of that same system of going online and using our Laserfiche records through our website to get that information. Very seldom do we mail out packets Meridian City Council Budget Workshop July 11, 2007 Page 51 of 122 or fax packets to applicants anymore. They just go online and get that information. We have talked about Parks and Recreation Commission, about possibly doing the same thing since their packets seem to be very large at times. But there are challenges. One is having enough room for everybody to have a computer during their Commission. We have a possibility of nine Commissioners so some challenges there, but moving into a new City Hall, that will probably be pushed to have that so they can have access online for those items and probably help Diane to frantically trying to get those packets out to everybody. We are still processing tort claims, sorry I did have a record of how many claims we have — we have filed about 35 this year, last year was 57 so it just kind of depends on the incidents and the things that are happening. The claims filed doesn't necessarily mean the dollars that we spend on those claims, so that is more of an other interesting part, but we have to deal with those claims. We also have been helping this past year with the new ordinance for the pawn broker's license, the fireworks sales, the ability to issue dog licenses through City Hall, through our office and has made our office a little bit more popular place. We have issued a lot more vendor licenses and some of that is just in part with people being more aware that we do have licenses for solicitor's, vendors, public security services, massage therapists. We have currently issued 99 licenses, which is up from 69 from the whole entire previous year. So we are doing more and more licensing, which in fact is a big part of the code enforcement being out there and seeing a lot more things going on and letting them know or letting us know so we can follow up with some of those licensing. Also the beer, wine and liquor licenses have increased; as our city grows we have more of those to process. We are also implemented some overall license tracking and the GIS overlay has used that spreadsheet to incorporate some of those properties with the licenses that exist on those properties. Some of the other things that we are involved with as an office. We have a representation with the Wellness Committee, the Planning and Code Enforcement meetings, the IT Committee. We are also involved with the new City Hall project from demolition and the bid process, contract processing with the Purchasing Department. Some of the other things that my office and I am involved with is the Benefit Committee, the Emergency Management Team and the Chamber of Commerce dealing with ribbon cuttings, Government Affairs Committee, Economic Development Committee and then also AIC Legislative Committee as well as some of the professional committees that I am on the board of and involved with. Some of the things that we can do together, which we use other departments. We are working on a records management. We have some long term goals as far as moving to the new City Hall where will have storage in one location and being able to retrieve that information. We are finalizing the records retention schedule that hopefully will be implemented real soon. We just have one kind of little snafoo that we have got to work out dealing with some electronic information. We also had a challenge coming up with the election this fall. We also are helping out with the preparation of the 2010 census and we are involved with the new grants. Next 0 • Meridian City Council Budget Workshop July 11, 2007 Page 52 of 122 year one of the anticipations that we have is dealing with responsibility (inaudible) and duties in our departments, trying to cross train a few more people and the emphasis on certain people to do certain things. We also are in the transition of the record's management because of bigger workload for being at one city hall that I am sure that all the records will be in one location in the basement and we will make sure we can document that and retrieve that information quickly. With that, just a thing to look into the 2008 — 2009 Budget that I have held off from looking at is another employee, but we will deal with that. But, we are trying to get by with what we can and fill out the ropes for the new City Hall and see what the needs are with the other departments. So that is it in a nutshell. Any questions? I think that was like six minutes. But, the good thing the lunches could be served real quickly. Bird: Madame Mayor. De Weerd: Madame Mayor. Bird: I have the privilege that two of my departments that I am liaison on is the Finance and City Clerk and they are — I have got to tell you they have got the finest employees, well all of the city does, but these people do a fantastic job. They do it on a very, very tight budget. They are very timely. I can't think Will and Stacy enough and all of their employees for what they have done for the city and they are the ones that always get yelled at first — it is usually the Clerks or the Finance. Anyway, I appreciate what they do. Berg: Well and I will say this on behalf of Stacy, too. Keith thank you for that, but you know it is the staff, the teamwork that we have in our departments that make it work and we drop things to get things done that are needed right away and try to work the other details out later. But, I think our goal is to try and get information to the people when they need it and sometimes it is not easy, but we sure try hard to do that. But it is the teamwork of the employees. I couldn't do anything by myself and thanks to Sharon this nice little presentation was updated and enhanced so it wasn't the same as last year. Or it wasn't the same as the Mayor's State of the City. So thanks to her for working on that, but it is teamwork of all the departments that make this work out. Bird: Thanks Will. Berg: So Stacy should we just break for lunch? I am sure it is back there ready to go. De Weerd: Okay, we will go ahead and break for lunch. (Break) 0 • Meridian City Council Budget Workshop July 11, 2007 Page 53 of 122 De Weerd: We will reconvene our budget workshop and the next department up is planning. Planning Department Canning: Thank you Madame Mayor and Members of the Council. This afternoon I would like to continue the theme of the city as a masterpiece. For the last year or couple of years, the Planning Department has spent a lot of time coming up with an image in our heads of where the city wants to go and how it wants to look like; what kind of city it wants to be when it grows up. Now it is time to get the picture painted. So that is my theme for today is tools and materials to get this job done. We have got this vision. We have got to get the masterpiece done. So that is the next step. I want to make sure you all have the best tools available and the best materials available for that. So I am going to start off with a brief description of our accomplishments, our customers, our volunteers and then the key ingredients of our success and our benchmarks for success. So first of all our three accomplishments for this year — the first one that I think everyone in our office feels and not just the comprehensive planners, but the current planners as well was the Ten Mile Interchange Specific Area Plan. I think that this was also recognized by the association of Idaho Cities and is an outstanding plan and we thoroughly agree with that. It opened our eyes to the benefit of a collaborative process and really an (inaudible) process, the Charrette was very helpful in coming up with those. So we were very happy with the results of that. Our next main accomplishment is supporting our staff and that is obviously with the Council and Mayor's support. We provide the tools necessary to empower our staff and make them great planners. I am very proud of them. The third accomplishment that we see as our leadership role in regional issues — and again, I am so proud of the role that my staff and I play in that regional part. We hear time and time again that Meridian does it right and we take that as a great compliment to ourselves and with your support. The third thing I would like to talk about is our customers and first and foremost our customers are the current and future residents of the City of Meridian. That never waivers. They may not be in our door yet, but we know that they are our customers. With regard to development process — we work with developers, engineers, architects and other agencies as well as other departments and the Commission and the Council to implement your vision through those development review projects. We know that that is a big part of our customer base. All of those individuals, not just the developers, but all those people we work with are our customers. In fact, really anybody who walks through the door or gives us a call is one of our customers. The staff and I queried our staff about this and they all really feel that their coworkers are part of their customers as well and that team spirit is important to them in that camaraderie. Onto our volunteers — obviously our biggest volunteer group is our Planning and Zoning 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 54 of 122 Commission and they logged over 650 hours so far, that is just so far this fiscal year. There is a few other hours, but we didn't put them under the Planning Commission meeting, but a lot of them showed up at the South Meridian workshops or represented on other — the Transportation Task Force or other subgroup meetings. So that is not even reflective of the full total. We mark down their hearing times and keep pretty diligent records on that and we are proud of those hours that they spend and appreciative as well. So the total was for the fiscal year thus far is 747. Moving on to the key ingredients to our success — as I said before I set this out to my staff to answer some of these questions and this came back from Barbara Shiffer. Our key ingredient to success is our ability to do our jobs with a smile and plenty of laughter. I couldn't be prouder to have that come back to me. To me, for them to enjoy coming to work and to be able to get a whole lot of work done, but still take time to laugh and enjoy their work means a whole lot to me. So I am very proud of that. Okay our benchmarks for success. I have quotes from both my comprehensive and my Current Planning Manager and their primary — what they saw is their primary benchmarks for success was our customers. Caleb said it this way. These folks will let us know when we aren't as good as we could be and when we are great to work with. Although, we aren't perfect I would hope that we improve year after year. I think that that really says it. Then Pete had this to say. He felt one of our benchmarks was that the occasional recognitions from folks who did not care for the outcome of a project or a situation, but they felt their views were considered and they retreated fairly and with respect. I think those are the ones that we don't acknowledge all of the time is that they may not have gotten what they want, but they were happy with the way we got there. That is a good benchmark to live by. Pete also recognized another benchmark and sometimes the projects that you never see. It is the kind of dog of a project that thankfully never makes it as far as you are. Those are harder to keep track of and harder to record, but we do — when we see an improved quality with each cutoff and the kinds of applications we are getting and the quality of the architecture and things like that then that is one of our benchmarks for success. Then I don't want you to think I am not accommodating this, but usually at the end of the calendar year, I look at the number of applications we have done for calendar year and I compare that to a number of planners we have working on them and give you updates on that. That is a different kind of benchmark. The next thing I would like to talk about and this is really the meat of what I am going to do next year is from plan to implementation. I mean, this absolutely summarizes what we want to do. I am going to tie in those tools and materials we plan on providing and I am going to take some time and tie them into a strategic initiatives. So the first one is planning for community growth and economic development and with regard to that the key thing is design review. Every time we talk to Will, we say yeah we are looking for that design review, no pressure. I think he is beginning to understand that he walked into quite a list of expectations, but I am really confident that he will be able to pull it off and do a good job. Also, kind of with that is once we have those design 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 55 of 122 expectations in place. We are working with Phil and Josh, too, to kind of tie in that marketing vision, whether it is through the comprehensive plan or some other mechanism, but to get those key focus areas for marketing tied into the comprehensive plan process. So those are the two key ones for economic development and then community growth — you talked about this the other day. We have got to know that alignment for the 3rd Street extension so we can start preserving it. Then with regard to providing (inaudible) services with available resources — you know I have been talking about this project for a couple of years now, but it gets a little closer every year. We are working on this database that is now web -based, which will allow developers to apply online, but also the really innovative thing is that it will let staff generate a staff report from that without having to duplicate information and it will allow the public to go to a web -based site and view the whole application that the developer submits and the staff report. So they will have access to all of that and we think that will reduce our walk-in customers by quite a bit because people often times just want to see the plan and right now there is no really good way to get that out there, but they will be able to see full sized plans and blow them up and scoot around and see where their property is and really look at that in detail on line. We have got the works of it right now — it has got a few bugs and when we lost our programmer over in the IT Department then we lost kind of our bug fixer. So it is so close to being ready to go, but it is just not quite there yet. So we are still working on that. Moving on to organizational excellence. You know I didn't intend this when picked out this (inaudible--), but it looks a little bit like Caleb. Or it looks like Brad Hawkins -Clark. Anyway, we are always wanting to improve what we do. We are always looking for critical evaluation and refinement of our development review process. As Caleb said before, you know we are not doing it perfect, but hopefully we get better year to year. Then also, organizational excellence continue to have those partnerships that sets the standards for other cities and to move forward on those lines. Last initiative is stewardship of the public trust and no am I not using the money to go to Tahiti, but instead looking at an adequate public facilities ordinance and whether it be through Blue Print or whether it be on our own that is one of our key tools that we want to have available to the city next year. As far as enhancements we have none. Originally I was going to be the first one to say that, but Will stole my thunder. I didn't ask for any this year because we've had so many plans that we have done the last couple of years that I felt it was time to get those tools done, but I am sure over fiscal year 2008 you all will find some project that you want me to focus on and I will be back to you next year. The last slide is in questions and I never really liked this (inaudible) painting, but I figured that after lunch on a tight schedule on a hot long day that this was probably appropriate. De Weerd: It is not hot in here. Council any questions? Borton: Madame Mayor. 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 56 of 122 De Weerd: Yes Joe. Borton: Just one Anna. There has got to be, I am sure, a list of those items of enhancements is there one or two things that you can sort of see next year might be coming before us. I imagine there are things that you would like this year, but have withdrawn or decided to hold back a year and could you give us a sense of what might be coming down the road? Canning: Truthfully I am not sure of any right now. We still struggle with our industrial areas and looking at some of those and what should be industrial, what shouldn't. We had an industrial study done and we haven't dug into it enough to understand where to go with it from now. I don't know if we need more. I am not sure if we are going to need more on the marketing side of things. I am not sure if we are going to need more on the design review side of things. But, it was nothing that I could articulate at this point, but I think we have got enough to work on now for the next upcoming year and we can work on refining some of those things. Rountree: Madame Mayor. De Weerd: Mr. Rountree. Rountree: Again, I just wanted to thank Anna and it has been a privilege working with her so far this year as a liaison. She does have a great group of folks over there to work with. They do have fun. They do have issues that they have got to solve and they go at it in a very constructive and efficient manner. One comment on your presentation and though you didn't want to have an enhancement, we talked about this, but it seems to me that the electronics submission piece is a great tool, not only for customer, but your internal customers to utilize. If that needs a shot in the arm to get done, I would suggest that we might want to look at directing some money in that area if we had some idea of what it might cost to get that done. Canning: Well we hired a group called Matriex and they got — I am sure it is like 97 to 98 percent done. There is just some glitches and that whole project only cost us, I think it was 17. It was either — Watts: I think it was 11. Canning: Eleven? Okay. So that probably with just a few thousand dollars — if IT is not able to get their programmer to fix things, I am sure we can hire Matriex again on an hourly basis. So it may cost one or two thousand dollars. I do have the $30,000 in professional services that I could use for that. 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 57 of 122 Rountree: If we don't need an enhancement, but just an encouragement, I would encourage let's get it done. Canning: Okay. De Weerd: Well, let's get it done this year. Bird: Yeah, get it done. Canning: It really is — we thought we were launching it two months ago. I mean it is that close and we just ran into some glitches. Great I will work with Terry more diligently on that and do what we need to do then. We still have money left over in this year's professional services budget and could work toward getting that done right away. Bird: Well, if you have got enough this year, let's get it going right now. I don't worry about next year's budget. Canning: I will gear up on that. De Weerd: Anything else, Council? Bird: I have none. De Weerd: (Inaudible--)? Canning: I did and I sent Will there as well to go look at it. The first thing he asked me was now what about color? We are not doing anything right to begin with, just so you know. (Inaudible discussion) Canning: Oh, no it is nice. I remember seeing the elevations as they came through and I was — it was nice to see that it is looking as good as it is. (Inaudible discussion) Bird: Thanks Anna. Mayor's Office De Weerd: I guess the next presentation is from the Mayor's Office and thanks to Shelly and Robert for pulling all of this information together. Robert really • 0 Meridian City Council Budget Workshop July 11, 2007 Page 58 of 122 started under fire. Right before budget presentations and had to find out the background of what our enhancements were. We not only respond to a lot of different customer phone calls, emails, letters and those kind of things, but we also are very active in the community. These are a few of the examples of what we do with Coffee with the Mayor — this is (inaudible) Stanley and spent two days with me and (inaudible) Stanley is from California and he went all over the place and met all kinds of people. The important one was my husband. We had lunch together. The other picture there is Mayor CEO Book Club and that was a real big success and we have partnered with the business community as well as the Meridian Library and these are our Boys and Girls from the Boys and Girls Club and we had a fiesta party to celebrate kids' day. The Mayor's Office is busy. We get over 2,300 phone calls; have been on 46 business trips; 44 ribbon cuttings; more than 1,400 meetings; 38 special events and over 1,400 pieces of mail mailed out. So, who are our customers? Our customers are both internal, external and regional and this is just a listing of the people that we work with and the individuals we serve. Our benchmarks of success are in the (inaudible) events. Events that don't cost the taxpayers money. The example is our State of the City Address. We did exceed the expenses and as we had promised or pledged is anything that was over and above that would go to our youth programs. The Mayor's Youth Advisory Council did commit $1,000 to a scholarship that is put together for at risk youth. They are working on an endowment and so they did want that money to go towards them. It is also measured in growing attendance. The numbers at our events that we are getting better at getting the word out and a lot of that has been through the communication tools that Shelly has been building and trying to figure out how to let people know what we are doing and how to get involved. The next measurement is through successful conflict resolution. Usually by the time that they walk through the doors of our office, they have been through each step. So we find that our measurement of success is finding a resolution. That resolution is not always a resolution that that person wants to hear. But, again as long as they are allowed to have their voice and we meet them with success, we feel that it has been a successful point of contact. So that results in customer satisfaction. We also believe that another measurement is recognition and awards. The city, I think, one of the greatest measurements of success is to see our youth programs thrive and that our youth feel empowered. Our recognition is being a winner of the Hundred Best Places for Young People, two times in a row is really one that speaks to certainly my heart, but also to a lot of the people that volunteer countless hours in response to making that possible. Also our entire department staff and in achieving nine different awards at the Association of Idaho Cities conference. Those are an indication of innovative and thoughtful programs and when those programs are considered and approached, we do look at it in means of can others replicate it? Again, the Association of Idaho Cities looks at these awards of what can communities and the State of Idaho be replicating that? That is a program that they want to highlight. Also, being named one of the safest and 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 59 of 122 secure places to live and continuing as our Tree City USA. Our key to success are our people. The city employees are certainly our measurement and our key to success from the directors, our staff, our City Council. Lastly it is our volunteers. We have clocked over 10,000 hours of volunteer service throughout the departments in our community. I can't tell you how much money that saves the citizens and helps build that sense of community and continues to make Meridian a good place to live. We have four different initiatives that are overseen from our department — Meridian's Promise — has been active for two years now and has been recognized as a community of promise that we have a board that meets every month and they work to achieve the five promises to youth of caring adults, safe places, healthy start, marketable skills and opportunities to serve. Again, the recognition is the 100 best is an example or is the end result of the achievements from this organization as well as the Mayor's Youth Advisory Council. The Mayor's Youth Advisory Council has had a long list of accomplishments and we are hoping to accumulate that at the end of the summer with the no place like no place event — a fundraiser for Habitat for Humanity. Last year they raised $130,000 to bring the first habitat home to Meridian. They have $75,000 left to raise and with that we will have the first house built in Meridian beginning this fall. What I think is unique about that is this was initiated by youth, it was fundraised by youth and it will be built by youth. The Meridian School District construction class will be constructing this home and also the Horticulture class will be doing all of the landscaping and plantings. So this is truly a project started and we anticipate completed by youth. That is pretty awesome stuff. The Mayor's Anti -Drug Coalition has also taken a real lead in the state and I still refer it to a war against drugs. They have taken a step forward in education and prevention. They have received several city achievement awards in what they do and we have found that this coalition has been a leader in the state and we anticipate it will continue to be. The end result is continuing that safe place to live and a quality of life for the residents that live here. Preserving and protecting our most precious assets and those are our kids. The Mayor's Faith Ambassador's Council — that started this year. We have nine different churches that right now are participating and one of the unique things about this is to participate you have two representatives. One is an adult representative and the other is a youth representative. It gives youth and an equal voice, but that also allows an (inaudible) relationship with another elder in their church and place of worship and right now they are looking at being the sponsor of the Chanti Town Cardboard House Competition of the no place, like no place event. They are stepping up in trying to make an impact and a visible impact right off that bat. From plan to implementation — we have had several programs that have gone from planning to implementation. The Mayor's CEO Book Club; our part time position, we split into two. So we have one half of that half time position that does the Meridian's Promise and the other half of that half time position that coordinates the Mayor's Youth Advisory Council. We have successfully launched the City News quarterly online news letter. We have 0 • Meridian City Council Budget Workshop July 11, 2007 Page 60 of 122 gotten a lot of positive of reports from that and one of the things that of goals that we wanted to achieve in this is not to create a burdensome database. Shelly has worked hard at creating partnerships with different agencies and organizations and that they send it out to their point of contact and they forward it onto their database. It eliminates a lot of those return emails, but we still get those. Coffee with Mayor — outreach events — we do this every other month and certainly Council I would love it if you would attend those. It is an opportunity for the public to meet with city leaders and we have had on most occassion our department directors there as well. What a statement that sends to our public that they have direct access to vent their concerns or to get responses to questions that they might have. Our most recent one was held at Me Time Coffee on the south side of 1-84 and that was kind of in the midst of the Blue Tick issue over there by Mountain View High School. We had a full house, but the residents really appreciated the opportunity to have direct interaction with the Chief of Police, our City Attorney, our City Clerk, our Planning Director, our Parks Director — absolutely any question that they had you could just turn around and say well this is the exact person that you can talk to and I can tell you that they walked away with a great impression that this is a city that cares. Let's Talk Traffic — this information campaign is the result of Shelly and Matt Ellsworth in the Planning Department and Pete as well sitting down and trying to figure out and anticipate what are those questions because we know that the most common question, complaint, irritant has been our traffic and so we are trying to find ways to better communicate to them what our city is doing to be part of the solution and they have now taken the Let's Talk Traffic information campaign online. It has it's own hot button and people can find out anywhere from what programs are coming up, what kind of legislation is out there, how they can get involved and in talking to lobbyist over at the capital building, Meridian has one of the most active citizen based approaches that they have in the entire state. That is because if you call our office and complain about traffic, you are going to be part of the solution. That is the success of this campaign. The free wifi accessibility downtown is also one of those that went from plan to implementation. Giant accomplishments — well I guess the giant comes from Milton Crea, who was the motivational speaker on the March Against Meth, he made a great splash and had a huge impact. But, one thing that it really did is it put the ounous on us to continue that message and make sure that we continue our fight against substance abuse and provide education and prevention tools to our community to make sure that choices are made in the right direction. He kicked off this campaign with a great message. The State of the City Address was a huge success and the Taste of Meridian aspect afterwards — I don't know how many of you stayed for that event, but the food was just awesome. It was very alive. There was a lot of food. It was a great event. Again, it was a collaborative effort of all of our departments showing the great accomplishments that this city continues to do. Our current Creamery tribute event was a great way to celebrate and honor the historical significance of the site where we are Meridian City Council Budget Workshop July 11, 2007 Page 61 of 122 building the City Hall. I know that the people that showed up that are long time Meridian residents appreciated that opportunity and a lot of them acknowledge this is a dilapidated building and needs to go. But, they appreciated the approach of the city in maintaining the significance of that location and carrying it into the theme of our design. Locust Grove Overpass, the Mayor's Youth Advisory Council, Meridian Promise Partners have grown from 15 to last year to 35 this year. Businesses and organizations are stepping up and showing their commitment to our youth. That is also displayed in the banners that we have along Main Street, which was paid for by Citi Card and Joe's Sporting Goods. So when Joe's opened their door, they opened it in a big way by helping sponsor those banners. The new City Hall project and ISU coming to Meridian. To us that was one of the big events for our community and also to boost the medical technical district. Our Mayor's budget enhancements — we have a furniture request in there that does not fall under the work stations. This is a one time budget enhancement for $29,150 for office furniture that will be in the Mayor's Office of the entire suite. This is based on an initial estimate from LCA Architects and it will serve the conference room or reception area a sub -waiting area and the break room. After discussion with Correctional Industries, we did find that we might be able to bring that number down, but we don't have real firm numbers and we did want to put something out there in front of you. The next item is our copy machine. This is our second enhancement and it is a request for a lease of a copy machine. Currently, we utilize the City Clerk's Office and I kind of like the fact that they pay for all of the supplies and all of that stuff, but they won't be right next door to us and so when we move into the new City Hall, we would like to have a copy machine that is similar. Shelly is a large user as probably Will could attest. Our last request from the Mayor's Office is also a one time budget enhancement and that is for the purchase of the Adobe Acrobat Software. Our Community Communications Coordinator — but this one to ensure the integrity of our city documents so that they are protected and it is something that she needs to do her job a lot better. Bird: Mr. President before we go on can I —? On the copy machine lease I envisioned having one of those big ones like the Clerk's got on every floor. Is this the one that is going to be on the third floor or are we going to have each department going to try and have their own? De Weerd: You know the other floor mate of ours would be HR, IT and the City Attorney's Office. They currently have one, but it is not large enough to serve both of our departments and Peggy needs immediate access to it because of the people that come through us. Bird: If theirs was to go down, would this one be large enough to take care of everything, wouldn't it? Meridian City Council Budget Workshop July 11, 2007 Page 62 of 122 De Weerd: We can't answer that at this point. To serve both our office and IT, HR and City Attorney? Bird: City Clerk's is basically taking care of everything, isn't it? De Weerd: Well, yeah, Keith, I guess because of the location of it, it has served us well. Right now Peggy's printer — well our printers in our office, mine is a hand-me-down, Peggy's is a hand-me-down. I don't know if Robert even has one and Shelly has a little one. So we already are extremely reliant on the one. It would be an accumulation of the different printer needs as well as the copy machine. Bird: Well, I am certainly not questioning needing it. Borton: Madame Mayor. De Weerd: Yes, Mr. Borton. Borton: Along Keith's question on the copier. Maybe it is a question for Terry as well. It seems kind of piece meal to add a copier here verses what will be purchased for new City Hall for all the various departments and if this copier like the others can be utilized for printing functions, I know that is half the cost of Laser and Ink Jet printing. It seems to be a great idea, but just a piece of a larger enhancement component with the new City Hall. De Weerd: Well, this might be another half share of what the HR Department is already doing. It would have to be looked into and see if there is something on a larger scale that can be shared. Right now I think that what they have serves them, we would just have to further out analyze that and Robert has — we tried to find the notes of how we came up to this and we weren't very successful at it. So this is what we have recreated from that. It would add $400 a month to a lease that we could get a better one, in addition to replacing the printer for Peggy, which right now, hers is the only printer in the city that won't print the letterhead. So, there are a number of needs that this budget enhancement will cover. Borton: It fits into the larger picture of what Terry is doing in the IT component with the copiers. I mean, I envision one of these in probably every department because you use your network printing off of every other function. De Weerd: But we do network. And the desktops are just for the small black and white needs. Bird: Thank you. 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 63 of 122 Borton: That perked up Terry in the back. Can you comment on it real quick Terry? Paternoster: I think you covered it fine. I mean, if you want additional comments. Originally when they had came to IT to discuss purchasing, it was originally for like a multi -function printer. At this point from an IT standpoint the printer that Peggy has — she has a multi -function printer, but it is a really inexpensive one and we spend a lot of IT time maintaining that particular machine, where it probably has cost the city more money than what this lease on a new copy machine is really going to cost the city. I know the reason that we recommended to the Mayor's Office to get a copy machine is that we had a couple of motives. One the copy machine was kind of consistent with what other departments are doing and so I think it does fit into the bigger plan of going to the new City Hall. Borton: I don't disagree with this need. I just wanted to make sure that it is consistent with what is going to happen with — (Inaudible discussion) De Weerd: Yeah, we will network with everyone we have to because we are collaborators. Our next item is the economic development side. This is the mission statement that follows up and enhances the city's mission statement. These are our strategic focus areas as it relates to the city's and I just kind of want to walk through and maybe give you an example in each of these. In the developing business enterprise corridors, work has been done in developing and enhancing the medical technical district and that is the number one priority. There is a timeline that at our next quarterly meeting, Phil can really walk through and give you the benchmarks that he has established for the economic development plan, but we anticipate that that plan will be moving forward in August with Targeted Industries by the end of the year. The biggest aspect in the medical technical district has been the location of Idaho State University in that district with health science programs. They are going to be a key partner to the success of this health district and bringing in 48 jobs at this point and they anticipate to open in 2009. In engaging with existing and emerging Meridian businesses, there has been 46 visits and there has also been three to five weekly follow ups with these businesses to follow up on items that were of discussion during that time. He is also working with the Chamber to develop an economic excellence forum that can work with our existing businesses, identify what their issues are as they pertain to Meridian specifically and see how we can develop a plan that not only addresses those, but enhances our business retention and expansion opportunities. Positioning for sustainable economic base — those are items such as Gramercy south of 1-84 and Center Cal that will be going out on the corner — well we hope, you haven't approved them yet; Gramercy you have, 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 64 of 122 but with Center Cal that is the Life Style Center that is looking at the northeast corner of Fairview and Eagle and some pretty exciting stuff that we think will be an asset not only shopping wise or another option for our citizens, but also bringing a solution to some of the challenges that we have in that area. He also has been looking at facilitating our processes and he works very closely with the Planning Department in pre -application meetings and working with Bruce Freckleton with our Building Department and looking at our processes and I continually remind those that if we don't know something it is hard to fix it. So, it is really working with others to find out what the perceptions are and whether they are real or not, perceptions are reality and so working with that process to see if we can make it better. Target marketing to attract new value at businesses — working very closely with Boise Valley Economic partnership in revamping their priorities to add ours and there were several of our industry clusters that we wanted to work into that plan that were added due to those efforts. Also we have had three of our Meridian based businesses that have been in national articles because of this relationship. So we are working on using those articles to not just attract, but retain and possibly expand the businesses that we are highlighting. Lastly is tracking data and information. A lot of that will be through a web site that is certainly an enhancement that Phil will talk about, but also something that is an important tool in our tool kit on attracting and retaining businesses. Also in collecting data from the business visits, being able to attract that and show where progress has been made and creating a building inventory database of businesses. So with the next slide I will invite Phil and he can discuss the enhancement requests. (Tape turned over) Stiffler: Thank you, Mayor. To go through these the only one addition I would make is a comment preamble to this from what the Mayor's comments is that I think that the overall request of the Council, one of the things that you will see in the quarterly update that has already been completed — I have taken into consideration from the Council specifics with regard to the benchmark and actual tracking going forward. We have taken the first six months and we have gone ahead and targeted that specifically to all of those endeavors underneath those strategic focus areas and you will see those and still as Councilman Rountree and us would indicate that we keep those simple. We have actually kept them a little bit more exact in order for us to be able to look at targeting the accomplishments that we want to get done. The GIS planning initiative first of $5,000; as you will note in your books, you will find that that is still a contingency issue, but we felt that we needed to get it in there. We brought that up in the April update to the Council as a possibility and I think we brought it up at the time, if you remember, there was a push, actually BVEP had come back to us and wanted us to propose to the city sharing of almost a $50,000 amount to get that on board. It is now resolved and we went back to BVEP and said it seems to 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 65 of 122 us that something BVEP should do in conjunction with the state. So now what has happened is BVEP's Board is committed to do that first amount, including the actual first year's actual use fee, but it is still subject to the state's participation of where the City of Meridian's participation would be, which would be a $5,000 investment for the maintenance input and continuing information into that GIS, which is very specific to companies, not only information on new potential companies, but solid information on companies that want to emerge and grow here and it is more directed towards an economic base. The economic development website enhancements we think are just kind of paramount. It is like we want to make sure that we are going to try and do as much of that as we possibly can, internally with Terry's help and with some other help, but we still know in order to make sure that we have the linkage and the connectivity and the ease of the people that are accessing that, both again meaning economic excellence for new industries or new businesses, but also the existing ones. We want that to be that kind of information base that is quality of everything else on that website, but also when they link either from BVEP or another resource that we have got that connectivity. I should mention that we also in working with the Chamber, the Chamber has already got bids and they are enhancing their website; so is MDC and it is all tied into having that same kind of quality that will be there. The commitment to the expanded efforts, that reality is related to just an increase in volume. I have actually provided to the Mayor some statistics. I can only say to you that the volume of activity and I mean not just from outside, but internally with regard to businesses it seems like every time you contact a business we get that much more contact or indirect contact related to it. It is also with some of the major projects that are now in play that all of you as Councilmen are aware of between the Center Cal project, between the Tree Farm going out on the north side to the point of David Turnbull in my last meeting and at the last few sessions, it is a constant kind of updating information and the volume of it dictates that kind of additional response and service. Another point that we feel, which would be more of a subcontracting from our end, we feel it is very important in conjunction with the med tech district and the other thing that we have a good solid economic kind of impact analysis source and out of ISU's recommendations I have met with Dr. Paul Zeeless, who is actually retired and who is willing to look at trying to help on that economic data, which would be part of what we would look at doing and this could be more of a smaller retainer with him, which is a good portion and to have that accessibility for market research and economic analysis related to a lot of the programs going on. So I would answer any other questions. De Weerd: Council? Rountree: Madame Mayor. A question on the economic development website. You mentioned that and you also mentioned that MDC was updating their website as well as the Chamber. My question is is there continuity between Meridian City Council Budget Workshop July 11, 2007 Page 66 of 122 those websites? In other words, I don't want to read something on the City of Meridian's website that is contradictory to something on MDC or the Chamber and not that the information might not be correct on all, but might be perceived differently. Stiffler: I guess I totally agree and I will say that in our effort, we have actually had representatives have either been at the meeting with Chamber, meeting with MDC and obviously will include them and I have a routine meeting with the Chamber on a monthly basis or as needed. In addition, Josh (inaudible) at MDC were working with Shaun on the new website and we totally agree. We want it to be consistent and we want it to make sure that the message is the message that is desired for the kind of economic excellence. Actually I will tell you that the Chamber invited us to the first meeting related to kind of when they looked at scoping that. So I totally agree and we are going to do everything we can. That is our obligation and our responsibility to coordinate that. Borton: Madame Mayor. De Weerd: Mr. Borton. Borton: Along those same lines, knowing what MDC is doing it seems like $4,000 is just nickels to really get any true website enhancements done other than — Stiffler: Well, I think what we are trying to do Joe is that I agree, but I guess I would like to first see if we can get that done because with what little bit of discussion we talked with IT and we actually — they have had an intern in. We are trying to do that. I guess I would feel that I may need to come back to Council. I have to admit, $4,000 is not a lot compared to what the Chamber and what MDC is doing. The small incremental things have been more database; but I think it may be incrementally related to when we get more data to go in there, which would also help with that in the consistency that Charlie said. I think we are being fairly conservative based on the kind of work. De Weerd: Does Terry have anything to add to that? Paternoster: I am glad I am here. It has been quite enlightening. I think as far as the website enhancements for MDC, I know that — well with Josh — we have actually been working with Josh a little bit going over our design. I know the city — we are in the process of trying to revise and come up with a new design for our layout. You know we have had the same layout for three years. I think that — you know I would be curious what the $4,000 is for specifically. I think that as a city we have the staff between our programmers and our current IT staff to help • Meridian City Council Budget Workshop July 11, 2007 Page 67 of 122 with whatever to get that done; we have the abilities to do our website, I don't see why we couldn't help in whatever capacity with economic development website. Borton: Madame Mayor. De Weerd: Yes, Joe. Borton: When you talk about the city's website as whole being enhanced as well — is that something that you envision could and would also be done internally, which is a much broader task than merely improving the economic development component? Paternoster: Well I guess when I am talking about enhancing our website, I am talking about a graphic update; you know getting the layout and design. As far as the (inaudible) engine that runs everything, it will remain the same because we don't want to have to redo all of the content because there has been years of efforts put into that at this point. But, it is just giving it an updated look or putting the new logo on, but we do have a programmer that you guys approved last year, we had hired and we are in the process of refilling the position because our last programmer left and I am fully confident that whatever is needed that we can do. Stiffler: In follow up to Terry, the one thing and actually the discussion following actually one of the last meetings that Josh and Terry had had is that part of that (inaudible--). There are some of those externally in looking at timing and there are some of those other graphics, other materials transferred over in the links that we still felt, based on discussion that you and Josh had had that that is why he had come up — kind of an estimate of the dollar amount. I still believe Terry has got limited resources and so we are trying to make sure also to respond that we have got enough to make sure that we are not missing opportunities on connecting with those other sites and what we need to do to get data in there that is appropriate. I guess that will all take steps. We feel it is our responsibility, though, to try and see whatever we can get done with Terry, we will do, but where we need enhancements we feel we need to be able to have some room to say to meet the quality of what we really want and the consistency. De Weerd: Thank you. Any other questions Council? Thank you, Phil. Thanks Shelly. Okay, right on the dot is Public Works. Public Works Grady: Madame Mayor and Members of the Council we are getting ready to present our Public Works budget. Thirty-five enhancements -- $26 million. I know last year, I know Brad was putting a lot of work in; pretty stressed out. This year I took a totally different approach and tapped these guys that do the work on Meridian City Council Budget Workshop July 11, 2007 Page 68 of 122 the shoulder. They are going to do the presentation and I am going to sit on the sidelines. So, with that I will turn it over to Clint. With one exception, most of these guys you will get to meet. Karie Glen is sitting in the audience there and the rest of them you will get to meet. Dolsby: Good afternoon. I am going to lead off the presentation and give the department highlights. Then we will follow that with a summary of each department and their enhancements. This first slide presents all of the different functions in Public Works and the different jobs that we do and all of the diverse group of individuals that are in the Public Works Department, which is the key ingredient of our success is the department. This highlights the volunteer hours that we have had during the past year. First of all the Boy Scouts of America volunteered over 100 hours to paint fire hydrants in an effort to get their Eagle badges. The other main volunteer effort that we have had at Public Works Department has been Bob Field. I know he volunteers for several departments, but in just the past year he has volunteered over 200 hours to our department. He has been instrumental in helping us update our Meridian Standards Specifications and he has also created a database for all of our projects with the help of Kyle Radek so that we could better track our projects and our project budgets. He has been a great help to the department this past year. The top three accomplishments that we identified as the department — I will start off with the Water Division has maintained a perfect bacteriological record in the water system over the past year with, while also having a high level of customer service and we received two of the awards at the AIC conference a few weeks ago for our SCADA system, the supervisory controls and data acquisitions system and the other award, which Bruce was instrumental in with was the building permit process improvements and so I will discuss a little bit more in detail later and our Wastewater Division was awarded the safety award at the Pacific Northwest Clean Water Association conference last October and that was the second year in a row they have won that award. They also won an award at the Water Environment Federation, which is the more national conference that is associated with Pacific Northwest Clean Water Association. They won the safety award at the conference as well last year. Our customers — well our customers are all the public that comes in, the developers that we work with, consultants that we work with, all the city employees and the Council and our customers are everyone that walks into the door and we work with. We have a couple examples (inaudible) moved from plan to implementation. The first was the 2004 Facility Plan Update that we completed about three years ago — it was approved I think January 2004 when we approved the plan. Due to the fast growth, the high growth rates that we have been experiencing over the past several years, we have implemented merely all of the improvements from that facility plan or in the process in implementing them and constructing them at the Wastewater Treatment Plant and we have moved towards another Facility Plan Update that will take us from the capacity to where we are going to get to to the next step. Meridian City Council Budget Workshop July 11, 2007 Page 69 of 122 The other example we have is as a result of the Process Improvement Group, the PIG group to plan -- the Building Department has implemented a couple different things. They have a commercial pre -application meeting to screen applications prior to coming in for their general application meetings. They have streamlined their process for certificate of occupancies, which would save a few days for issuance there and they have also developed an early start program for commercial permits, which is greatly increased the time it takes to get a foundation only permit and bringing it up to two weeks instead of the almost the two months that it was before. In effort to identify a benchmark for success we have shown the accounts per employee in Public Works, this is generally increased over the last several years. It has leveled off more in the last year because we haven't been selling as many accounts in the Public Works Department due to the slowing of the growth in the Valley. I wanted to show you the operating budget for this fiscal year and next. Overall we are looking to experience about a 10 percent increase in our operational budget and this is funded by the user fees and not assessment fees. The utility sales revenue — it spiked in 2005 and stayed up pretty high in FY06 as well. The revenues dropped some because there has been a lot of new accounts set up for homes that are sitting empty, so there is no consumption that goes with those houses that are out there that haven't been sold or the people aren't living in it or houses that have been built, but aren't occupied. Grady: Madame Mayor I might add to that that I just received data here that shows we are selling — or at least we are pumping about 15 percent more water to date this year as opposed to last year. So hopefully that dip has dropped and is coming back up on the rise again. Bird: Madame Mayor. De Weerd: Yes, Keith. Bird: Len, when did you get that report? Grady: Yesterday. Bird: Could that be because of the last two or three weeks of more sprinkling use? Grady: I think generally you are on the right track. Certainly 2006 and 2007 were very wet springs and not generally too hot during most of the year and our utility sales dropped off. Recently when we have had some hot weather and not so much water and that is why I think it is back on the rise again. I think it is pretty tied to weather. Meridian City Council Budget Workshop July 11, 2007 Page 70 of 122 Bird: Thank you. Dolsby: The water and sewer rates are also — an increase has been approved that is going to be effective in October of 2007, mostly due to the rising cost of administration and operations. We are going to take another look at the sewer rates in this next fiscal year to see if we need to adjust them again. This shows a little bit about our growth in the sewer and the water system in the past year. We have estimated to add about 75 miles of water and 65 miles of sewer lines over the past year. This includes all of the lines that were built by development and the lines that were built by city projects as well, which brings us up to a total of about 460 miles of water and 380 of sewer lines. It is really getting up there. So at this time I would like to introduce our new GIS Manager, Shane Lim. He is going to give us an overview of the GIS Department and what they are up to. Lim: Madame Mayor, Council Members, I have only one slide so this will be pretty quick. Basically, where we are at and where we are going with the GIS Department. We have automated several processes to eliminate any user interaction if we could. We have a lot of processes that happen over night to update. At the current status, we have data collected in the field by our field inspectors and is actually disseminated throughout the system the next day so everybody can see what happened yesterday as far as inspections and what is being built. We have coordinated a little bit with some of the surrounding cities and counties on our auto cad standards that we are going to be bringing forth for you to implement so that there is less change between cities on the developers as they are doing projects in different locations. We have enhanced the reporting so that those who are using the data and creating the data can see what they are doing so they can more efficiently collect data and see where they have been before they go back out in the field. Our plan as we go forward is to create more tools for different departments to use to help themselves -- like Planning and Development Services need tools to see that status of subdivisions and pre plats and final plats as they go through the Council process for approval. We are going to work on enhancing the updated and accurate process to work in the work flow so those out in the field are actually looking at items can tell the GIS people if it's inaccurate or it has changed or if they change it so at day to day they look at things — we get updates and our system becomes more accurate and more up to date. We would like to expand the user base not only within the departments that have GIS right now, but in other departments throughout the city and as we expand that user base that we can increase their knowledge of what they can do with the GIS to help them with their jobs. Any questions? De Weerd: Shane, how do you interact with the IT Department? I know it is David doing GIS? Meridian City Council Budget Workshop July 11, 2007 Page 71 of 122 Lim: Yeah, I talk to David at least once a day or email of some sort. Right now our GIS server doesn't like the heat, so I talked to him even more frequently and David has been really quick to get me what I need and answer my questions, to me no if he needs to tell me no and so far I have not had any issues at all with that. That has been working out well. Bird: Madame Mayor. De Weerd: Mr. Bird. Bird: Shane, tell me in — in other words we are getting an as built immediately? Lim: Not yet. We are getting not getting as built yet. Bird: Well, that is where we are going? Lim: Yeah. When we get an as built, we want to be able to bring it into digital format, nobody touches it other than putting it in the system. The system will go through and say this is correct, this is incorrect and if it is incorrect what is wrong with it? Bird: Good. Lim: So what we put in the GIS, we are not manually touching, so it is accurate as to what — Bird: But, this is our plans to have this on board this year or whenever we can? Lim: Yes. We have got to get through the standard and then we can work through the code — Bird: Do we have to get another program or what do we have to do? Lim: We have everything that we need as far as the ability to do it. I don't anticipate any added increase in additional software or anything that we should — Bird: Boy that is worth it right there in my book. Rountree: Madame Mayor. De Weerd: Mr. Rountree. Rountree: Who is going to own the data? Meridian City Council Budget Workshop July 11, 2007 Page 72 of 122 Lim: The data is owned by the particular departments. I am just the bank. You give it to me, I keep track of it and I give it back to you as you tell me to. So the Sewer Department owns the sewer data, the Water Department owns the water data, the Planning Department owns the zoning data and I just manage it and feed it out to the people that they say need to see the data. I don't own the data, am just the bank. Rountree: Who is going to be the accountability watchdog because the data is only as good as the updates? Lim: That is where we have the people in the field. They have blacktops and they can see when they go out there what's going to and the process comes in that way and we have — well my plans to set up data stewards for each data set. So the Sewer Department is going to have somebody that I talk to you when I have a discrepancy; Water Department, Planning and Zoning the same way. They are going to have somebody who is actually responsible for the data. If I find out the problem or somebody else finds the problem, they are the ones that says this is the correct answer as to what that data says. De Weerd: Anything else Council? Now, Len do you have two people then working on GIS? Grady: That is correct, Madame Mayor. Robyn came in originally and sort of took it as far as she could, gathered a lot of the data. Shane is more of programmer, manager type and he has really taken that data now and literally turned it on its ear. Things like the GPS where inspectors go out with hand held GPS sub meter accuracy and everyday that stuff goes in they are collecting that data, turn it over to Shane and that gets put into GIS and exported out to everybody within Public Works the next day -- virtually real time on sub meter accuracy. It is not quite as built accuracy, but at least we know what is going in and where it is at. De Weerd: Terry did you need to add something? No? Okay you are just restless? Lim: With that I will turn it over to Kyle Radek with staff engineering. De Weerd: It is nice meeting you by the way. I have seen your name, just never met you face to face. Radek: Madame Mayor and Council Members, about a year ago, Robyn Jack a GIS analyst asked in a staff meeting for a little engineer support. Len Grady responded with well, the Kyle is the smallest engineer I have. So that is why I am the smallest engineer we have. Sometimes a little engineer support is all you Meridian City Council Budget Workshop July 11, 2007 Page 73 of 122 need. I am going to give you an update on our accomplishments for the past year and then go over the enhancements for FY08. We have done a lot of work on water and sewer models and it really takes off from what we just talked about. We are feeding that information and we are getting to a point where everything is going to be automatically fed into our models and we are really at the point where Joe Silva is, I imagine a typical fireman, Fire Marshall guy would rather see you open up a fire hydrant than get on the computer and tell you what is going to come out, but he has totally bought into our water model and when you can impress him, I think that is a real good sign. Phases two and three of the Black Cat Sewer Project have been completed. We are south of the Interstate and everything is ready to take off there. We successfully bid approximately 20 RFP's in projects this past year. We have completed Wastewater Facility Plant for Wastewater Treatment Plant to go past 90,000 population; and that plan is going to go to DEQ next summer. We are really, really close to totally reworking our standard specifications to mesh with the ISPWC. It has been kind of a stand alone document and we are going back to letting the ISPWC do most of the work for us and just having an addendum. We are very close on that and we have also completed in coordination with an ACHD summer that has been their busiest summer in history construction dollar wise, we completed $1.7 million in water and sewer in coordination with those projects. Going into our enhancements. Enhancement number one is for an engineering technician. Our two engineering and engineering staff currently has about 20 to 30 projects each going on. We are having a little difficulty finding another staff engineer that we have a position for. We envision this person to be helping out with project administration for design and construction. Also, there is some work in flood plain development and management to be done. So there is plenty of work for an engineering tech to do. The new buildings we are going to have. We had an enhancement in for, think, $104,000 and that has been prorated so that it will be an enhancement that kicks in when we inherit our new building. So that is a portion of this new person to become effective when we move into our new building so we can take care of our brand new buildings appropriately. Bird: Madame Mayor. De Weerd: Yes, Mr. Bird. Bird: Kyle when did you anticipate bringing this person on board for only $14,000? That is what I mean, one or two months because he is going to have to be there six months at least. Radek: That is correct. That is the plan that he is only going to be there for one or two months before we inherit the building, but my understanding is that part of the reasoning there was that the new buildings will be under warranty for a whole year. Meridian City Council Budget Workshop July 11, 2007 Page 74 of 122 Grady: Madame Mayor, Members of the Council, Keith we haven't had — since we had our Monday morning meeting and I know there was some discussion about bringing this person on literally at the start of that building. The budget doesn't reflect that. I know that Finance and others decided to cut this back from the original budget. Bird: There are other ways that we can work that. Okay, thanks. Radek: The enhancement number three for an assistant city engineer has been withdrawn. Enhancement number four assistant city engineer has been withdrawn. Enhancement number five flood way maintenance and restoration has been withdrawn. De Weerd: No, it was just put to other government. Can you address this one, Kyle? Radek: I really can't. I tried to figure out what — excuse me, Madame Mayor. tried to figure out what this was. I don't know who put it in and I don't know what exactly it was for — Grady: Sorry, Madame Mayor this was a Brad gremlin. We searched around and we couldn't find anything. Kyle and I decided we either take it out or you know at $15,000 the kind of money that we are talking about to fix some of these problems is $15,000 is just not even enough to scratch the surface. So at this point we are going to take it out and after we find what the number should be, we will come back with a budget amendment. De Weerd: So, accounting — Stacy? Then we take the $15,000 out of other government. Thank you. Yes, Mr. Bird. Bird: On the assistant city engineer, can you go back? $13,000? How long are you going to have him on, a couple of months? Grady: Well, that is why we can't find anybody. Radek: Madame Mayor, Councilman Bird that is intended to be an addition onto the current salary that the staff engineers are making. Bird: Oh, okay. I will go along with that then. Radek: Sometimes you don't pay those little engineers as much as you pay the bigger ones. Enhancement number six is $7,000 for office supplies and that is intended to address the new standards for records retention that we are going to Meridian City Council Budget Workshop July 11, 2007 Page 75 of 122 have to live by. Any questions about all of the engineer enhancements that we went over? De Weerd: Council any questions? Radek: Okay, then I am going to turn it over to Rick the Water Department Superintendent and we are going to tag team a little bit before he is all on his own. De Weerd: Thanks Kyle. Clinton: Madame Mayor and Members of the Council. I appreciate the opportunity to speak. Sometimes I am told I speak too softly. Can you hear me okay? A summary of some of our larger department activities; we covered it a little bit earlier. Zero positive bacteria samples, actually for the last six consecutive years. We added approximately 767 residential, 89 commercial and 29 sprinkler accounts this fiscal year. We installed three pressure reducing valve stations. We installed (inaudible--) system at nine P.R.V.'s for improving, monitoring and utilization and completed the design and awarded the contract for the construction of Well #27. Completed the rehabilitation of Well #17. We improved our safety program through training and employee awareness. We increased positive feedback from customers and I want to touch on that a little bit. A few months ago, my Assistant Superintendent, Chip Hudson came to me and he said Rick something is kind of odd. He said we are actually getting more calls commending us for the good customer service than we are for complaints. He said we have never experienced that before. So I thought that was worth pointing out. I think that is a great achievement. We started construction in the new office shop building and occupancy is expected late in the fall of 2007 and we are certainly excited about that. It is a great need. We have increased the percent of meters, equipped with radio read to 30 percent of the total system. At the time we were putting this slide together, we were exceptionally close to 100 percent of the commercial meters being converted. That may have been accomplished by today and that is a great accomplishment. This is a photograph of our new building. It is certainly going to provide us facilities that we need to get our job done. This is where I will let Kyle take over for a moment. Radek: This is our Broadway water and sewer project. It is about 90 percent complete in spite of ACHD paving requirements, traffic, congestion and the threat of contaminated ground water. The contractor of Owyhee Construction has to leave the project and come back in the fall because they need to cross a rather large leaky irrigation pipe, so they will leave with about 90 percent done and then they will come back right around 3rd Street and that will be done and really enable some of the redevelopment that we want to occur in downtown. 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 76 of 122 Bird: Kyle are you already done to the north of Broadway up to Main Street? (Inaudible discussion) Radek: I wanted to point again that we are keeping pace with ACHD's record, basic construction and also ITD has got work going on in our city as you are well aware. I want to comment the inspectors that are out there. We have probably half the number of inspectors in our employment than ITD has on the one Locust Grove grade separation job and they are really doing — of course not really apples to apples comparison, but it says a lot and they really are doing a good job keeping up. That is the Overland, Linder to Meridian project, the intersection of Overland and Meridian Road and there is the Locust Grove grade separation, where they probably have all of the girders up on the north side in about a week and one half. I wanted to point out that even as we are spending more money than we ever spent this year on keeping up on those road construction projects, we are achieving some efficiencies by changing one of our paradigms on the way that we service property owners on these projects. Up until this year, when Bruce Stewart was designing these projects with ACHD, if a property owner wanted a stub or a service in, we put that stub or service in wherever they asked for it and hoped that you get paid for that a later date. Quite often, in fact, probably more often than not, they were never used or they were in the wrong place or we didn't get our money back. So as of several months ago, if you want a stub or a service, you are going to pay for it upfront and that way we know it is in the right place. If nobody knows well enough to pay for it, then you shouldn't be putting it in anyway. So a little more efficiency going on there. The Black Rock booster station is an important accomplishment. It was a developer driven in Finance, but it establishes our water service to the impact area limits in our southern boundary. It will enable development in that area in the future. Clinton: Thank you, Kyle. Well, we will move into our enhancements for the Water Department. Our Water Connection Coordinator has a request to take a part time position that we had actually asked for to be a full time position last year through the budget cutting process. Took it back to a part time. We are hoping to increase that this year to a full time position. This individual spends a lot of time in the cross connection control program and then backs up our other two Water Service Connection Coordinators at the front office and I think this helps lend to that customer service that I was talking about earlier. Operator 4 — a couple of years ago there seemed to be some questions about the levels of operators. The State of Idaho has established four grades of operators and they are somewhat based on population. When I took over the Water Department Superintendent position in 2001, we were a level three system. Meaning that we were less than 50,000 in population. We are now a level four system, so we are required to have an in charge operator that is equal to a level four or certified as a level four and then also a backup operator and Chip and I are those two level 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 77 of 122 four operators currently. But we really need to get additional operators certified up to that level. What my hope is in this process is that one of our level three operators will take the initiative to take an exam, pass the test and that allows them for some promotional capability for a level two operator to move into that position that he vacates. A level one then to move up to the one that two vacates and ultimately end up filling the work person position is my goal. The office facility improvements for phase two. We had budgeted money for phase two last year, similar to most everything that is going on now a days with building that money is going to be consumed with the phase one construction and I think you guys have a good feel for how construction costs have gone up with the activities in the new City Hall. De Weerd: You didn't have quite the soil challenges that we had. Clinton: We did have some underground wastewater facilities that we — our consulting is $5,000 and that is — there are still some unknowns in the water rights adjudication, pursuing alternate water sources and just the unknowns of FY08 as far as consulting needs. Capital for Well #29, we did — we budgeted $250,000 in FY07 and this should get us to the finish line on Well #29. A million dollars for a well for a new ground reservoir. Our recent master planning identified a need for an additional reservoir south of the Interstate. Last year, we requested $500,000 to get started in the design work. We are asking for a million this year to construct the well and that is still probably about $3 million short of the total completion of the project. Bird: Madame Mayor. De Weerd: Mr. Bird. Bird: Rick, how large of a reservoir is that going to be — the south of the --? Clinton: I recall 2 million gallons. Grady: Two to three million gallons. Bird: So tell me what that is like compared to Settler's? Clinton: Settler's is a two million gallon tank. Bird: Okay, so it is about the same --? Clinton: That is correct. Meridian City Council Budget Workshop July 11, 2007 Page 78 of 122 Grady: Councilman Bird what that will do is our master plan showed us without that well or without that reservoir, we would require an additional six wells up in that high zone just to take care of the peak demands. So even though it seems a little expensive, it really is cost effective to have at least one reservoir up in that high zone. Bird: Okay, thank you. Clinton: Expansion of our radio read program — this saved us an awful lot of manpower on being able to just drive by and read several hundred meters per hour as opposed to the touch read, which was still in advance (inaudible) over the manual reading process. Quite a bit of this is retro fitting existing meters with the radio read units. We withdrew the well rehab and will utilize, carry forward funds from FY07 for rehab. Bird: Which well is eight? Clinton: Well #8 is at the Tully Park. Grady: Sorry, this is the well rehabilitation, which is enhancement number eight and we will actually use it to rehab number 14 and that is the one right over there by the Cat dealer or something like that. Clinton: Waterline extensions -- $1.4 million and that is to just expand and accommodate the growth — a lot of these are probably ACHD projects. Engineering would have a better idea of where exactly those are. Forty - thousand of that is actually intended to put in additional flush lines, hopefully in the downtown area, so that we can keep our brown water under control. Enhancement number 10 is water replacement and that is to replace aging water mains in the older sections of town, but outside of the urban service planning boundary. Not the urban service planning boundary, the urban renewal boundary. The GIS program — this year we were able to purchase three laptops that we have placed in our fleet vehicles. This is to purchase an additional three laptops, so that we have real time GIS information in the field for our operators when we are locating water mains for construction purposes or for whatever need we have out there. We withdrew the urban renewal at this point. Well abandonment -- $90,000. We have two wells that we need to abandon, totally abandon them and no longer use them. One is not functional anymore and that is the one that we were just discussing, Well #8 down in Tully Park — Bird: Storey Park. Clinton: Storey Park. Meridian City Council Budget Workshop July 11, 2007 Page 79 of 122 (Speaker unknown): What is the name of it? Clinton: Well #7 is located down on 8t" Street. It is still active, but it is in a backup mode and our goal is to get it offline as we have time to abandon it. Bird: Is that the one across from the middle school? Clinton: It is down between Brad's house and the Water Department. Just a few houses from the Water Division building. That concludes the Water Department's presentation and I guess I will open it up for questions and then turn it over to John. De Weerd: Questions from Council? Bird: I have none. De Weerd: Rick I guess I do on the urban renewal. Or maybe this is for Len, but is this waiting for some of the planning that we are doing right now and collecting data and finding out what the actual needs are and that sort of thing? Clinton: Correct. When we — we anticipate getting a number and then coming back for a budget amendment. When we started this process in the beginning of the budgeting cycle, we hadn't really utilized any of the urban renewal money from FY06 or FY07, so we had that to rely on and now I understand that we have utilized a fair amount of that since then. So, we will come back with a budget amendment when we get a hard number. Grady: We just didn't feel it was appropriate to keep just add in when we have no plans. De Weerd: Okay, thank you I appreciate that. Thank you Rick. Clinton: Thank you and I will turn it over to John Shawcroft, our Wastewater Superintendent. Shawcroft: Good afternoon Madame Mayor and Council. How are doing today? I was kind of mentioning to Clint over there that this is my fifteenth presentation and I still haven't got it right. De Weerd: I think I remember presentation number eight. Shawcroft: Doesn't ring in my memory very well, but I think I do know which one you are talking about. 0 • Meridian City Council Budget Workshop July 11, 2007 Page 80 of 122 De Weerd: Oh, you know. Shawcroft: Highlights from the Wastewater selected activities — Meridian did win the George W. Burke, Jr. (inaudible) award and that is a national award presented at the tri-state area. The 2003 winner was Hansen, ID; 2004 winner was Caldwell, ID. We make three in a row for 2005. (Tape turned over) Shawcroft: -- 2006 trunk sewer project, whatever that means. We awarded the North Black Cat Lift Station construction. We have the Wastewater Treatment Plant expansion; liquid based about 80 percent complete. Some of that project is actually online right now and operating, helping us out. Bio solids improvement project says 30 percent complete; most of it is the heavy concrete that had to go into the ground is what is pretty much done. There is a lot of piping that has to be added and such before it comes online, but that is a big step. Developing the facility plan, which Clint mentioned; we pretty well have done everything that is in the last facility plan that we had, so it is time to update. We completed the (inaudible) tank. It is online and functioning. The optimization report and filter study was done by CH2M Hill. The filter study we are adding (inaudible) in FY07 and the optimization is a report from CH2M Hill that says how can we for the best bang for the buck get our plant to run longer between upgrades, I guess is how you would put it. That is what that report entails and then the mandatory pretreatment program and application process — that application process has been completed. We are just waiting for EPA to say you are now a sanctioned and blessed pretreatment program. Grady: Madame Mayor, I am going to add in a little bit in there. We did go through their RFP process and selected CH2 as a new engineer to come in and that is part of that optimization report. Had we stuck with the existing plan and approach we would be building our next plant next year. As you know with the funds like they are that is just not a real good option. We really like CI -12's approach where we go in and optimize what we have. They have done so and we expect to be several years before we have to break ground on the Ustick plant, so I think that is huge. Shawcroft: This is a graph of our wastewater flows from 1997 to present. The top red line is what is projected. The green line is where we are at and as you can see it has gone nowhere but up and with a growing city that is just going to be the trend. Okay, wastewater projects — I guess Clint is up. Dolsby: Let me give you a summary of those two large projects that John mentioned. At the completion of these two large projects to expect to have a maximum month capacity at the Wastewater Plant of 9.1 million gallons per day Meridian City Council Budget Workshop July 11, 2007 Page 81 of 122 as opposed to we were a little over 6 before we started the projects. The first one that is about 80 percent completed is the liquid stream expansion, which is shown here. JC Constructors has been onsite for almost or a little over a year and one half constructing this job. We have got a couple of other components online now. We expect to have the remainder of the job completed this fall and that will bring the rest of the components online and really help out the operation of the. Treatment Plant on the liquid side of things. The other project that we are doing — the Ewing Company is under contract to do is the bio solids improvement project. The main components of this are the addition of two large digesters, which was the major concrete work that John mentioned. They have completed pouring the base slabs and the walls for the two digesters — they are in the process of getting the lids on site so they can put those and doing water tests and they are ahead of schedule. We are hoping that these two digesters will be online by next summer to help with our summer peaks next year. That is what we are moving towards and it looks good right now as far as the progress they have made and they are ahead of schedule. The other job that John mentioned, the 2006 Trunk Sewer Project — that was a project that to the Black Cat Sewer Line from Franklin Road where we ended it at the last job and we took it all the way across the Interstate down to Overland and so we had the big bore machine out there and we went underneath the Interstate with a 36 inch sewer and took it out to Overland Road. Follow along projects to this — we will take it all the way down to Meridian and Victory Roads. Some of those will be developer driven; some of those will be city projects and that will allow us to alleviate a bottleneck that we have down there and alleviate the capacity concerns that we have down in the south and allow us to have more clear sailing down there for our future development. With that I will turn it back over to John for the enhancements. Shawcroft: Okay enhancement number one is wastewater treatment (inaudible) filters, $2 million. We are doing some of that work this year, but when our new (inaudible) comes out we are expecting phosphorus limits and in order to get down to the levels that we are seeing in the permits issue to say Coeur d'Alene — that neighborhood — who was the other one that was issued? Grady: Well Kuna is currently — Shawcroft: In application and they are down to 70 milligrams per liter of phosphorus, which is very low or .07 micrograms or however you want to say that. But that is what that is designed to do us is get us over that hurdle. Grady: Just a note on that. This will actually just take us to the first stage of that. There will, depending on how low they set that we could end up having to finish with membranes or the like, so this is really to get a lot of the solids out before we feed into a membrane, so this is like stage one of two for filtering. Meridian City Council Budget Workshop July 11, 2007 Page 82 of 122 Bird: Madame Mayor. De Weerd: Mr. Bird. Bird: How long of a process is this to get this up and running? Is it a two year? A one year? What does it entail, Len or Clint? Grady: These are basically replacements of our existing sand filters and — Bird: So it is just a change? Grady: Yes, it is literally a change. But then we are also leaving room downstream for a finish. Normally in the past, your (inaudible) filters were it. We are going to have to even follow up with something to scrape off the rest of it, too. Bird: It isn't a two year project? Grady: No. No. The first phase of this will probably have installed — we will start like next week and we expect it to be a two, three or four week type project. Bird: Well, for $2 million I wasn't sure. Shawcroft: That just gets us started and again, I guess I misspoke. It was — those two permits are 70 micrograms per liter. They were .07 milligrams per liter is where those were set in those two permits. We expect to be in the same realm. So it is very stringent. Bird: What do we run now? Shawcroft: Typically right now around two. So it is at least 100 percent down and a little more. Number 2 is $1.1 million for the wastewater optimization, which is like I say that is the one that if we can optimize how the plant runs, we can delay actually physically building more capacity. Squeeze what we can get out of what we have. Enhancement 3 is a pretreatment inspector. We have applied to EBA for an approved pretreatment program and when that happens that entails a lot more sampling, a lot more inspections. This $83,000 does include a vehicle and some other things. Enhancement 4 $63,202 for a wastewater mechanic; just more equipment entails more maintenance. $300,000 to support ACHD roadway projects wherever they happen to be. Administrative Assistant was withdrawn. Black Cat Phase Four Sewer -- $1.5 million and that is to extend the Black Cat Trunk Sewer from Stoddard to Meridian and Victory. Enhancement 8 was withdrawn, which was to — well you read it. Enhancement number 9 was $1.9 million for the south trunk area lift station project to serve the south area. Enhancement number 10 is $23,800 — I think per (inaudible) equipment may not Meridian City Council Budget Workshop July 11, 2007 Page 83 of 122 be quite the appropriate heading, but it is just to provide the kinds of things at the wastewater facility that just help us do our jobs. Enhancement 11 was wastewater treatment reuse program for $650,000 we are not exactly sure where that one is going, but we are hoping. Grady: Madame Mayor I will give you an update on that. Originally we thought that discharge pipe would have to be tested at a very high pressure. Since then we believe because this water is all gravity fed down to the Boise River and the park that we can test that pipe at a lower pressure, so we may be back in the game as far as being able to get a gallon of (inaudible) done this year. That is all I ask. De Weerd: Very cool. Shawcroft: Enhancement 12 was for a new wastewater control building and that is withdrawn. $65,000 wastewater treatment security fence. We have a security gate in place. We have about one-quarter of the wastewater facility area fenced, but the whole back area is open. So if you know how to drive in the back roads, there is nothing that is overly secure. We want to cure that. $2 million Ashford Greens gravity sewer and that is withdrawn. Ashford Greens lift station still functions, so we can postpone that work. Enhancement 15, $150,000 for number one (inaudible). That is dissolved air flotation thickener. We actually have two of them. The one is functioning very, very, very well, but as flows come up we are going to need the old one in, so we need to fix it so that we can elongate its use. Enhancement 16 is $80,000 for dry polymer equipment. Right now when we de -water using our centrifuge, we're using a slurry -type. Slurry - type means you're paying for them to already mix it and then ship it to you so you're paying for water. Where you bought the equipment, we could buy Drytide, mix it on site, and the cost per pound goes down. So over time it will pay for itself. De Weerd: Until you can compost it. Shawcroft: Love to compost it. Siting gets tough. Nobody wants it in their back yard. And they won't let it fit in mine. So that's the sum total of our enhancement request for the Wastewater Division and, other questions I can answer? De Weerd: Thanks, John. Where were you, I guess it was two years ago, we underwent an odor control study? Shawcroft: Correct. De Weerd: I guess it came back with a result that I've never seen any kind of action - -. • 0 Meridian City Council Budget Workshop July 11, 2007 Page 84 of 122 Shawcroft: What we have decided to do is, as we have new equipment, if there's odor control equipment available for our equipment, we've added it. What we have not done is go back and retrofit the rest of the facility; I think the total was about $5 million to go back and retro it. Right now we try to appease those people who have issues. Most of the issues that we've gone back to have been not frequent plant issues for odor but it's been collection system issues. So we've only had in the past two years, one prime plant odor issue and it was during a storm event, going the wrong direction. De Weerd: And - - Shawcroft: And the other 16 that we got have been out in the field in manholes or at a lift station. De Weerd: Any particular subdivision? Shawcroft: Thirteen of them that shall remain nameless. (Inaudible). The guys at the plant did go out and find probably the major source of this odor was a manhole where the discharge line was three or four feet off the bottom and that was all turning septic down there and then we were working with Clint to get that fixed and it's actually fixed. (Inaudible) and it created quite an odor so we're optimistic that it's not going to totally eliminate the odor but it is a very large source of our odor problem. And they're working towards getting that fixed. Grady: That'll probably eliminate 95% of that odor at that site. He definitely had odor but all us guys with burned out noses couldn't figure out how. Bird: (Inaudible). Grady: Smell was normal. Bird: Compared to the sugar factory over in Nampa, it smells pretty good as background. If you're a beet grower, that's a pretty good smell. De Weerd: Any questions, Council? Borton: I just have a couple. One thing you mentioned on the fencing issue. don't know if that's on the budget for next year. Shawcroft: I think as long as you are good with that, I am good with that. Borton: Yesterday. • 0 Meridian City Council Budget Workshop July 11, 2007 Page 85 of 122 Shawcroft: Yesterday would be just fine by me. Yesterday just was not in our current budget and we haven't gone for a (inaudible). Borton: Will it be any cheaper after October? Shawcroft: It probably will not be. Bird: I didn't realize that (inaudible). I thought we had it all fenced off. Shawcroft: No. Grady: We used to have a back fence and when they started upgrading the liquid phase of the plant that had to come down. . Bird: Let's get it going. Grady: So what we want to do is just fence the whole (inaudible). Let's get her done. (Inaudible). Borton: We had a question on the (inaudible) program. It's (inaudible) on phase one. Do you have any estimate what phase two of the (inaudible) might be? Shawcroft: I do not. Borton: Is this the large (inaudible) of it? Shawcroft: I believe it is, yes. It'll at least get us through next year. I think it's all that's budgeted for this next stage of enhancements but I don't think that gets us to the end (inaudible). So there's more of this. I think this just initiates the process. Grady: (Inaudible) basically is what it's done, so - - Borton: The last (inaudible) the rowboat and firefighter accident. Shawcroft: Ah, yes, yes. This is ah - - Borton: (Inaudible) bigger rowboats. Grady: (Inaudible) Joe? Shawcroft: I actually had to chuckle at that one, but my Assistant Superintendent, Dan Higgs, came in and said, you know, it would be nice if we had a little boat to throw in the clarifier, go out in the middle of your maintenance 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 86 of 122 while they have to shut it down. And, well, I don't know how we promised that it never goes down and hits the river but so - -. Yes, and it does. It's jumped out at me too. And it's one of those you can consider and make a (inaudible) decision. De Weerd: What's the liability for this? Shawcroft: Actually when they go out, it's actually a little bit safer than what they do now, which is to put on harness, go over the side, and do work. So the other way you've got to put on a flotation device, two people out there, and you go out and you do the same repair work or maintenance. Bird: But the City doesn't have enough money to pay for the boat. (Inaudible). Shawcroft: That was the intended purpose of the rowboat. (Inaudible) De Weerd: Thanks for the money visual he provides. Shawcroft: Not a problem. Thank you. De Weerd: John, we appreciate what you do. Shawcroft: As for my staff and myself, I appreciate that very much. And I'll turn it over to Mr. Freckleton. Freckleton: Thank you, John. Madame Mayor, Members of the Council. De Weerd: That's a tough act to follow. Freckleton: It is, it is. Got a bunch of comedians ahead of me. Basically what want to do for Developmental Services is give you kind of a snapshot of where we are today. Total number of building permits, single-family permits in fiscal year 2006 was 2129. First nine months of this current fiscal year were at 744. Let's see, the commercial permits for 2006, we were 118. And first nine months of this current fiscal year were at 89. What those numbers translate to if you look at just a month-to-month, year-to-year type comparison is 38% fewer single family permits so far this year but 13% more commercial permits. So we're kind of offsetting a little bit here. The next slide here shows you the value of the building activity that we've had. Fiscal year 2006 we ended the year out at 422,325,900. First nine months of this current fiscal year, you can see we're down considerably in the value. Commercial numbers: First nine months, you can see there that we're up just in the first six months over what we finished the entire year out last year. What those numbers represent if you look at a nine- month, month-to-month, year-to-year type comparison is 47% decline in the permits for residential but a 32% increase in the commercial. So by the time we 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 87 of 122 finish this year out, you know, I think we're going to be balancing out even more. We're going to see our commercial numbers offsetting our residential decline. De Weerd: You know, Bruce, I guess noteworthy too is 2004, 2005, and 2006 were (inaudible). I mean we're back more on our growth mode and it's welcome. Freckleton: Oh, absolutely. I mean that, just about every slide that we're on today, whether you're talking about the revenues or the number of accounts that we're sold. I mean, it's that same curve you're seeing. 2005 was just a boomer of a year. And here's the good news I guess, no enhancements requested. We are, Brad was a member of the IT Committee that has been evaluating software for the Enterprise Solution. That committee is still in the evaluation process. I'm glad Terry's sitting here because I got an e-mail from Terry this morning when I asked him basically what the status was. Instead of paraphrasing Terry and if he wants to speak to that, he can do much better than I, I'm sure. If you have questions - - De Weerd: You anticipated the questions. Freckleton: I did, I did. You know, last year we did, you did, give us $150,000 for phase one implementation. I've been real hesitant to spend that money because we don't know which direction we're going to be going. Whether it is going to be a true Enterprise Solution or if we're all going to be on our own. And I don't want to do something that's going to be a throwaway cost. I have asked for that money to be carried over into this next fiscal year budget and we'll use it if we get a recommendation. Bird: I appreciate that. De Weerd: Thank you. Terry, do you want to give an overview on where that might be. See, you could almost give a report for every department. Paternoster: I know it's pretty incredible. And I like it. I could just kind of give you an update of where we're at in this process with the MIS Committee. I think I covered a little bit this morning. But at this point we're still at the analysis phase. We're trying to be very cautious in what we're looking at. We did go through an evaluation of how many different repositories, data bases we have within the City and like I said this morning, we have about close to 200 different places that we're storing information. During this process we've gathered this list to try to determine okay, what are we really doing? What do we have to get our hands around? And since that point, we have kind of analyzed, you know. When the committee first met we came up with several objectives for what we were looking at with an Enterprise System. And these were basically our objectives, is we wanted it to be based off the Microsoft platform because we're basically a Meridian City Council Budget Workshop July 11, 2007 Page 88 of 122 Microsoft shop. We want it to work on Microsoft sequel server because that's the database platform that we're currently supporting. We want the code to be open where we can develop against it. We want the vendor to offer some sort of development kits or other API's that we can program against so if we have to modify to customize it to the way that we do business that it offers that. We want it to be secure. Mobility accessible because one thing that I think that as a community that we view is that mobility is going to become increasingly important as we move forward and the need to access information from every location just seems to be increasing continually. We wanted to make sure it has strong reporting. One of the problems that I think as a City that we experience right now because of the large number of data bases is it's very difficult to get good reports and really give you guys exactly accurate information on everything because that information is stored in so many different spots and that's probably one of our biggest challenges. And then we want it to have a web interface so that, you know, which kind of goes along with the mobility. You know, at this point we've tried to stay away from looking at any specific products because we want to make sure that we're analyzing it for what we need first. At this particular phase where we're at is we're in the process of contacting other cities to try to get feedback on what they're using and how they've addressed this problem so that we're not reinventing the wheel. We initially hit cities between 50,000 and 150,000 population and had very, very poor results. In fact, most of them told us that what we were trying to do was either impossible or it was going to be so costly that you'd never buy it. And so we've stepped up our evaluation to look at cities that are closer to a quarter of a million to see what kind of feedback we can get. And see do they have any solutions? I mean, at this point I think we're still optimistic that there could be something that's going to allow us to consolidate a large portion. I doubt that there's any system out there that's going to do everything. But if we could get 50% of what we're doing consolidated into one system and create interfaces to the rest of what the City uses, like the accounting system is currently doing, we would be miles ahead. And so that's kind of where we're at and, like I said, we are trying to be cautious in how we're proceeding to make sure we're making the best decision. De Weerd: When do you anticipate? Paternoster: I would expect that we would have a recommendation probably some time next spring, summer. I doubt that based on, I guess you know my opinion would be, my expectation is that we wouldn't give a recommendation until we're confident that we were giving you the right choices for a solution. And I think that's not only coming up with possible products but also separating out what would be the implications, what's the cost, what's the benefit, what are we really looking at so we can give you an overall plan for how implementation would take place. If we really are looking at Enterprise Solution, even if we were to implement it, I don't expect that you're going to implement any solution in less 0 E Meridian City Council Budget Workshop July 11, 2007 Page 89 of 122 than two to three years to really get that. And that's probably optimistic is what I'm guessing. And I think that the good news is right now, is that I know that when the Building Department originally asked to get money to fund the permit software, we were having a lot of problems with the PTWin software which is the current building permit software and that software currently has been functional. think over the last year it has been very stable and having less permits probably doesn't hurt that whole process in putting the demand on the data base. But I think right now we're getting by but obviously it's an antiquated system and it doesn't really have those features that we need to move forward in the future. Any other questions? De Weerd: Any questions? Freckleton: No? Sounds good. Keep up. Thank you Terry. As Terry said, the PTWin is running a lot smoother. IT helped us migrate that system over onto a stand-alone server where before we were sharing resources with other functions so that's helped out tremendously. We did spend a little bit of money and had Black Bear, who's the author of that software. They did some repair work for us and since we've got it back from them and moved it over it's been running pretty good. Definitely not something we want to stay with forever but I think we can live by for a while. Are there any more questions on that, or - -? I'm going to be in the process now of putting together a proposal that I'm going to be bringing to you hopefully first part of August for fee increases. So, just wanted to (inaudible) that a little bit. We're looking at our cost, looking at our fees for all the building trades and for our fire, and we are way low what we're finding compared to all the other cities in the Valley. So that's something that, we're going to be bringing something forward to you to take a look at. De Weerd: Bruce, will that also kind of trigger contracts and maybe building (inaudible) expectations? Freckleton: Yes, the contracts are going to be following, probably in September I'll be bringing those. Yes, two separate items but - - right on the heels of the fees will be the contracts. Yes. Now, you know, speaking of contracts, with this downturn in the permits basically all of our trades have had to reduce their work forces to cover what we've done. So I guess the positive of that is it hasn't been City staff that we've had to deal with so they've been able to make the adjustments as we would expect them to. So that concludes mine. If there're any other questions, I'd be happy to address them. De Weerd: Thank you, Bruce. Grady: That's it for Public Works. I'd really like to thank the group of people had help me put this together. They did an excellent job. Any other questions? 0 • Meridian City Council Budget Workshop July 11, 2007 Page 90 of 122 De Weerd: Well, that's the way to do it. Have everyone help. Borton: If shock and awe is over, I'm going to turn it over to the Fire Department now. De Weerd: Thank you, Len. We will take a 10 -minute break. Fire Department De Weerd: I'll open up the workshop on budget again and we have Fireman Chief Anderson in front of us. You'll hear from the (inaudible) department. (Inaudible) all of them. Anderson: I thought we were special but - -. Appreciate the opportunity to present our 2008 Budget to you today. I know it's probably been a long day for you already and we're the last ones to go so hopefully you haven't just given up entirely on the budget and we hope that we can show you the need for the Fire Department funds and projects that we have planned for 2008. So to start off with, we'd like to show you a little bit about what we have done in the past year with the budget that you gave us last year. To start off with, for 2006 we have 930 volunteer hours for the Fire Department and I want to clarify that doesn't count, volunteer firefighters. We still have volunteer firefighters but we consider them because they're paid on-call as part of the paid staff so what we're talking about here is folks that volunteered their time to come out and help the Fire Department, so here's just a couple of examples. Last year during Fire Prevention Week, which happens every year in October, Lowe's Home Improvement donated several of their staff members to the Fire Department and we went around to a number of elementary schools and performed fire safety skits and these folks dressed up and helped us perform that skit and then on top of that we had been trying to purchase a 911 simulator to demonstrate to little children how to properly dial 911 and what information to provide and we had received a grant from the Idaho Fire Chiefs and we were still about $500 short so the folks from Lowe's took up donations and chipped in and made up the additional money so we were able to purchase that 911 simulator. Also there's been a lot of work that's happened out at our Fire Safety Center which is out off Layfield Drive off of North Locust Grove. And here is an example, one of our firefighters and then we have a young Eagle Scout who is helping re -plumb our smoke machine so that we can bump smoke into the bedrooms a little bit more efficiently to demonstrate to children how to crawl low in the smoke. But the fire department, probably just a matter of two or three years ago, had very little participation as far as volunteers and as you can see that is growing in leaps and bounds and that is a considerable amount of time that our citizens are donating to the Fire Department and to their communities. Next slide. The next slide is 0 i Meridian City Council Budget Workshop July 11, 2007 Page 91 of 122 our top three accomplishments. Number one is our Public Safety Academies that we've partnered with the Police Department here and we bring folks in and we do about a three-month Public Safety Academy where we teach them all about firefighting and all about the services that the Police Department offers and those folks have become great advocates. And a lot of those volunteer hours that you saw on the previous slide are then a result of these Public Safety Academies because those folks want to help and serve their communities and so they end up being volunteers in the Police Department or the Fire Departments. We have another one of those academies scheduled to kick off in September and so we do one in the spring and one in the fall. And they've been a great success for us. Another success story has been our Fire Inspection Program. If you recall last year we came to you and asked for a fire inspector position because we have an obligation to go in and inspect the businesses in our community annually if at all possible and Meridian now has, as near as we can tell, close to 1800 businesses in our community, and in the past we were only able to hit about three or four hundred of those businesses a year so as you can see we were not able to keep up with the work load. With the new fire inspector, that is now bumped up to where we're doing over 1000 business inspections a year so we're over halfway there with making those so right now it's going to be about every two years that we're making it in to those businesses but it has considerably improved our Fire Inspection Program so we appreciate again that funding from last year's budget. And then another item that we consider one of our great success stories is we took an old 1982 fire engine that was 24 years old, probably needed to be replaced. With the cost of new fire engines hovering around $350,000 to $365,000 we took this old fire engine back to the factory and they spent four months refurbing it and it is now one of our reserve engines and it has been brought up to all of the newer standards. You see that it has an enclosed cab on it now as well as a number of other safety modifications and gone through all the pumps and the valves and all those types of things to make this truck serviceable and we hope to get another 10 or 15 years out of it. And this project saved the taxpayers over $200,000 in the cost of a new fire engine. Who are the Fire Department customers? Well, obviously the citizens that are in need of help. Medical, fire, hazmat, technical rescue. Here we had one of our citizens, I think it was Tyler Rountree driving home. (Inaudible). Also our customers are the developers and the individuals who are desiring to build projects in Meridian so we work very closely with developers and individuals helping to insure that the projects and the buildings that they do build in our town meet all the codes and standards. Other City departments are our customers as well as you, the elected officials, and also the media. How do we measure our success? Well, we can do it in a number of ways. One is by response times and you may have heard a story that aired this morning on Channel Six? They were talking about a story that they did last year. They were talking about the deadly delay and the time that it takes fire departments to respond to your emergency and then they talked about what's being done to proactively reduce those 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 92 of 122 response times and response time is something that's very important when it comes to fire and medical because fire doubles on average every minute that it burns. So if you have a one -room fire, in two minutes you have a two -room fire. Medical emergencies - - you can suffer irreversible brain damage if your brain goes without oxygen for four or five minutes so it's critical the fire department have quick response times. So what we are shooting for, our optimum goal is to be four minutes or less. Right now we're not quite there but I can tell you that in the City of Meridian that average response time last year was four minutes and 37 seconds and in our rural district it was five minutes and 42, for a combined average of four minutes and 49 seconds. And one of our hazmats that we'll talk about, Station Five, again is another item that will help us to reduce those response times. Another way that we measure our success is by dollar loss. When we respond to a building and it's on fire, obviously the quicker we can put that out and without it destroying the entire building, that is a success for us and that is considered a save. So one of the things that we do is when we respond to a house fire, for example, we estimate what the value of that home is and we also look at how much damage was done and estimate what was the damage that was done. We follow that up with reports from the insurance company to see what the actual pay -outs were and those types of things. But last year we responded to fires in buildings that had over $21 million worth of value to them. Now had all those buildings been lost, that would be a substantial loss to the City of Meridian and the income and the taxes and livelihood of those people that worked in those businesses or live in those homes. Out of that $21 million worth of property value we had total losses of less than $1.5 million. That equates to a save rate of about 92%, which we feel is very good and we feel very comfortable with that. Other ways that you can measure your success is in the lives that are saved and your satisfied customers and this is much more subjective when you talked about lives saved and satisfied customers but if we respond to somebody who is not breathing or has suffered a heart attack and we're able to revive that person and transport them to the hospital, we consider that a save. Now one of the things that doesn't happen on a regular basis in Idaho and through our EMS system is to continue to track those patients to see what the ultimate outcome is and how long they live after that but we consider it a save when we deliver them and they're still alive, to the hospital. What happens from that point on is anybody's guess and somebody would have to keep some statistics on that. What I can tell you is that as a Fire Chief I get a number of letters and phone calls on a regular basis about satisfied customers and I can tell you that they run probably ten to one on the unsatisfied customers or to somebody that is unhappy with something. And when you consider the sheer volume of the number of calls that we deal with in a year and the folks that we come in contact with, I think that's pretty impressive. Borton: Mayor? 0 • Meridian City Council Budget Workshop July 11, 2007 Page 93 of 122 De Weerd: Yes. Borton: Chief is there an additional benchmark for success you would consider to be an additional benchmark - - the fires and accidents prevented? You know, I can see the success of (inaudible) inspection that we talked about. I don't know if there's any way to actually calculate that but I'm sure if someone could, especially with the older buildings, some of the fires and problems that haven't occurred because of those proactive measures. Is there a way to, maybe not, have somebody calculate that? There's got to be a basic statistic to say we've done that. Anderson: That's a good point and it would be a very good benchmark to put up there. I think it would be very similar to a life saved and the satisfied customers in the sense that it would be hard for us to quantify that because it's hard for us to know that when we went in and inspected that business and found that shorted out extension cord that that would have created a fire or it wouldn't have. It would be hard to quantify but certainly our fire prevention inspections, public education is making a difference. De Weerd: Perhaps it's more on numbers of infractions or something. You can see the decline because of public education outreach, the inspections, and educating the businesses on what they can be looking for. So maybe that is a measurement of that. Anderson: That's a good point and now that we're back into these businesses and doing regular inspections, initially because they haven't been done for so many years, we're finding a lot of violations and so one of the things that I've asked Fire Prevention Bureau to do is track the number of violations, the types of violations, and so over a couple year period we can start to see if being back into those businesses is having an effect and if we're finding less violations and those kind of things. De Weerd: Well, if you're seeing consistent violations you can have more of an education approach too or a prevention approach. Anderson: That's right. Planning and implementation. We wanted to give you an example here that - -. The house that you see in the picture with the telephone pole in the middle of the driveway, that's not in Meridian but I did want to point that out. But, you know, I just wanted to give you an example here. It's pretty easy - - De Weerd: It's a (inaudible) tower. Anderson: Somebody e-mailed it. I don't know where the picture came from. 0 • Meridian City Council Budget Workshop July 11, 2007 Page 94 of 122 Borton: It's in Nampa. Anderson: It could have been one of our earlier fire stations. It's an example that I wanted to use here. It's easy for us to say that we're going to build a new fire station but when you think about all the things logistically that have to happen for that new fire station to actually get opened up, and maybe I'm preaching to the choir here because you guys are experiencing some of the same stuff with your new City Hall and you're seeing the additional work load and fortunately, we've got City staff like these to do a lot of that work and contracts and all that stuff for us but here's just kind of a bullet list of things that have to happen for us to open a new station. First we've got to do an analysis and find out and see if there is a need for a station and then once that has been determined, there are a number of things that go into that from tracking numbers of calls and our water distribution system and dollar losses and all those kind of things. Then we have to determine where is the best location. We've got to purchase or secure donated land. We've got to make sure that it gets annexed and zoned properly if needed. Then we've got to come to you folks and we've got to secure funding for that. Then we enter into the design and bidding process. Once that's done we start construction and then we've got the oversight and these stations usually take about six months to build. We've got to purchase the equipment and the furnishings that go in here. We normally have to write specifications and buy new fire apparatus for that station. We've got to recruit and hire personnel, which is a several month process. Then once we hire those folks, we put them through a three-month initial training program before we ever put them on the street. Then we've got testing and promotion that goes on with opening a new station. Then we've got to modify all of our response procedures and dispatch procedures to incorporate those new resources. So as you can see, it's not a simple process and those are things that when you think back about it, Meridian has built four fire stations since the year 2000 so all of the staff are doing all of these kind of things in addition to all of the normal day-to-day things that we do from the inspections and everything else. So it's quite a work load when you take on an endeavor like that. Next slide. Ingredients to success are number one, good employees. Two, having positive attitudes. Three, a sense of purpose. Four is having safe equipment and good facilities. And fifth and probably one of the most important things is the commitment and support from our leaders. And I just wanted to take this opportunity because I just got this this week but I wanted to share a letter that I received with you. Borton: You're not going to yell at me. Anderson: I'm going to ignore this because you guys are just trying to get me off track, I can tell. But this was a letter that I received from a lady that was very frustrated. She had a problem with her irrigation system. She had called her Meridian City Council Budget Workshop July 11, 2007 Page 95 of 122 homeowners association. She was experiencing flooding. And I guess this is just an example of the fact that the Fire Department goes above and beyond and the fact that we always tell you guys you're not going to believe some of the calls that we get because they have nothing to do with somebody having a fire or somebody having an emergency, a medical emergency or something like that, but to this individual this was indeed an emergency and so in the last paragraph there she just kind of sums it up, "it's very reassuring to know that Meridian has such a resourceful and reliable Fire Department and I'm proud to be a Meridian home owner." And you know I think it goes back to these key ingredients of success. That's exactly the kind of behavior that we want our employees to exhibit. And that happens and it's a reflection of good leadership at the top. Next slide. Here's a summary of all the enhancements. I think you have a summary sheet in your budget packets of the Fire Department enhancements. And what I'm going to do now is I'm just going to go through each of these enhancements. I'm going to give you a few bullet points and then please feel free to ask me any questions as we go through those enhancements that you may have about it and if I can't answer them all, I'll refer you to my expert panel over there at the (inaudible) table so --. The first enhancement is for Fire Station Five and a couple things that stick out that you need to be aware of is that this station is to be built and paid for by the Rural Fire District. They have already advertised for that in a design build process. They have selected a contractor and as of Monday night they signed a contract for the design with an architect for that building so that process will be starting next Monday morning. We have our first meeting with the committee and with the architect on the design of that. The first year staffing cost, which will be about a nine-month period because we're looking at probably bringing these folks on right around the first of the year just after we get through the holidays because we anticipate the station being done somewhere around April 1St. That will give us the three months that we need to train them up prior to the station opening and to make the promotions and all the things that we need to do that we just talked about. And so the Rural Fire District will be picking up the tab for the station and for the personnel cost that first year, for the first nine months of the 2008 budget year. The operational cost is typically an 80/20 split and so any of the operational costs that are associated with that station will be paid 80% by the City, 20% by the Rural. So the bottom line there, that bulleted point there is that in the opening of that new Station Five and in the 2008 budget the Rural Fire District will be paying close to $1.8 million and the City of Meridian's cost is $152,000. Now it's also important to note, and Stacy wants me to make sure that I make this point, Station Five is one of those things that are identified in our Capital Improvement Plan that are also identified in those impact fees. So the cost of Station Five, the capital cost of that building can be recouped and should be recouped through impact fees. Now the difference is here that the Rural District, we haven't collected $1.8 million worth of impact fees. So the Rural District is ready and willing to upfront that money. Meridian City Council Budget Workshop July 11, 2007 Page 96 of 122 They're going to build the station and then as impact fees come in, then they will have to be reimbursed for that station. Borton: They say that (inaudible)? Okay. Anderson: Do you guys have any questions on the cost of Station Five before we move on? Okay. The second enhancement request that we have is for a fire engine for Station Five. We currently have two reserve engines - - the one that showed you that we did the refurb project on and then we have one other older fire engine. We have four frontline pumpers right now. My concern is that I don't want to open Station Five without purchasing another fire engine because on a regular basis we have trucks that go out of service just for routine service and maintenance work and then we have trucks that break down mechanically. The danger with us taking one of the reserve engines that we currently have and running that as a frontline engine out of Station Five is that then drops us down to one reserve engine so, for example, today we have a fire engine in being serviced - - oil change, lube, all that kind of stuff - - and on a fire truck that's not a 15 -minute Jiffy Lube job. That's an all -day project and sometimes it's a two-day project to do that and so if we're at one reserve engine and we have a truck break down we're going to be hurting. We're going to have crews that don't have a fire engine to operate on and that's like having a patrol officer that doesn't have a patrol car. I mean, you can't do your job without that fire engine. So this is an important enhancement request. It goes hand-in-hand with that Station Five. We need to purchase another fire engine. The one thing that I can tell you is that Councilman Bird and Rural Commissioner Green, when we went back to the factory last year before we authorized the refurb work, we discovered that there is a lower cost version of pumpers that is available, that it's just a stock pumper. And it has the standard features that most fire trucks have but you don't get the option of making a compartment two inches bigger or moving this or moving that. You get the truck how they build it. But it saves you about $50,000. And so if you recall the last fire engine that we bought was $365,000 and I know that those have taken about a $25,000 increase because of some new EPA requirements on the diesel motors and those kind of things. So I programmed in here $350,000 for the cost of an engine and it is my intention to buy one of these stock type of engines instead of the custom one that we have been buying in the past. I think that will save us some money. Questions on that enhancement? This next enhancement is for three additional personnel and to do some promotions. As you guys are aware, the. Fire Department has a very large overtime budget. And in an effort to gain some control of that overtime budget we've sat down and we've done an in-depth analysis and I hate to admit this to Councilman Bird because he's been after me for several years to do this but I think he's actually right. Bird: (Inaudible). That takes care of the City. I mentioned the City earlier. 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 97 of 122 Anderson: What we did was we actually went back through an entire year of our vacation calendar and this is vacation and sick leave and all those kind of things and what we did was we looked at this and we said what would happen if we hired three additional personnel and we were to do some promotions so we had an extra captain and an extra driver, an extra firefighter, an extra paramedic on each shift and going through that calendar you have a spreadsheet that I've handed out to you there. It shows in the white columns the number of captain days that there were when we needed a captain and then under the gray column it shows if we had those three additional personnel with the promotions whether we'd have had to pay overtime for that shift or not. In the bottom down there then I break that out and I show the potential savings and what was amazing to me when I ran these numbers was the fact that by hiring these three additional personnel and by doing those promotions, it was a wash. We would pretty much save the entire cost of these three positions and the promotions just in overtime. Then when I look at the side benefits of that, what does it do to the department operationally if it helps us in a number of ways operationally? Currently there are days when not every one of our fire engines has a paramedic on it. Today is a great example. I had two paramedics call in sick today. So two of our four fire stations do not have paramedics on the engines today. So two of them are BLS engine companies versus an ALS engine company. By hiring these additional personnel and the requirements that we would put on the different positions we would always have, every engine would be ALS. The other thing that it would do for us is it would give us additional staffing when we have to respond with some of our specialty equipment like a water tender or a brush rig. Yesterday we sent a fire engine, a brush rig, and a command officer out by the Firebird Raceway to assist with that fire out there. So that is a short staff. We don't have enough folks to staff the engine that's there at the station. By having these additional personnel depending on vacations that day we may very well be able to send a tender or a brush rig out and not even have to call back in additional personnel so there's savings in the overtime, there's savings in the callback. I will say this though with a precautionary statement that I have no control of who takes vacation, what day they take vacation, all those kind of things. So all I can tell you is this analysis was based off of going back last year and going back every calendar day in the year and figuring out what would happen. The potential is there to save that entire amount but there are days when that may not work out. So you can't entirely eliminate overtime for the Fire Department. In our contract with the union we allow three people to be on vacation so if I have three captains sign up for vacation then I'm going to have to pay a couple of overtime shifts for captain even under this promotion but we believe that this will considerably reduce overtime and get us operationally where we would like to be. So do you have any questions on that? Be glad to answer them. The next enhancement request is for an EMS training mannequin. Typically, training mannequins are not a big deal. But now that we have paramedics and we provide advanced life 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 98 of 122 support. The training that is required in the upkeep in those folks' skills requires a little bit more complicated training mannequins so this is an example. This is a mannequin that we had borrowed from Nampa Fire Department. With this mannequin, training mannequin, it can be hooked up to a computer. It has things that you can actually create (inaudible) on the mannequin. You can do intubations. You can put in airways. All different types of things. You can start IV's on these mannequins and it helps keep the skills sharp of our personnel. It can be used by both our paramedics and our EMT's. So we're asking for the funding to purchase one of these training mannequins. And we did some research. There certainly are much more expensive training mannequins that you can buy. This is kind of a middle of the road but we didn't want to buy one that didn't necessarily have the features that we needed to keep our folks' skills sharp either so - -. De Weerd: Ron? Anderson: Yes? De Weerd: In regards to the mannequin, with Idaho State University moving to the community and I know they won't be here until 2009 but it is an opportunity for partnership for those kind of things. They have some really unique programs and certainly paramedic programs but they have situ people and I did talk to their leadership and they said we'd love to partner with your fire department. So programs like this are potential partnerships that we can really utilize that new neighbor relationship and maybe be able to even further enhance what you're doing. Anderson: Thanks and that's a good point. We had heard they were coming and I missed the open house that they had a few months ago but I know they have a similar program down at the College of Southern Idaho down in Twin Falls and it becomes a great partnership with the local fire department. It also becomes a great resource where we may pick up future paramedics from and those types of things. So I'm glad Mark's here and he certainly will be staying on top of that and making contacts and seeing where we can form partnerships with. De Weerd: Well, if you need contacts, let us know. Anderson: This next enhancement, to be honest with you, this is just something that we overlooked in last year's budget. We hired a deputy chief in charge of EMS. We bought him a vehicle but we didn't put into the budget the money to properly equip him so this is a - - an MDT stands for Mobile Data Terminal. It's something that all fire trucks and command vehicles and police cars have in them. The AVL is Automatic Vehicle Locator and that's something that Ada County Dispatch is moving towards so that they can dispatch the closest Meridian City Council Budget Workshop July 11, 2007 Page 99 of 122 resources to an emergency. So we would like to have the money to be able to put that equipment in that deputy chief of EMS vehicle. And he is in the normal rotation with everybody else on call and so he takes the call duty for a week and we'd just like to properly equip him to do that. The next enhancement is for hydraulic rescue equipment or the jaws of life as you've heard them referred to. We currently have a set on our Engine 302 that is getting right at the end of its life expectancy. It's about a nine, ten -year-old set. What we would like to do is purchase a new set for that engine and then we would like to keep this set because occasionally those pumps break down or that cylinder goes out and so when that happens we have an engine that does not have extrication equipment on it. And so normally this would be a replacement request but because we want to keep this in our inventory as a reserve set and it can also be used for training, that's why it's being brought to you as an enhancement. The total package for the pump that covers the spreaders, the rims, is about $22,000. That's what this request is for. The next request is for medical cabinets for two of our fire engines. This is a picture of one of the medical cabinets. This sets in the cab of the fire engine. Now that we have paramedics on board, there are a number of drugs that we carry such as morphine and things like that that if you park out on the street and everybody goes in the house to work on a patient there's sometimes equipment that's left there. These trucks, their compartments are not locked up and this is a way of securing those drugs and that equipment. Some of those are also temperature -sensitive and so being in the cab of the fire engine, it will be heated in the winter, it will be cooled in the summertime. The other thing is you can see the amount of equipment that's in there. Some of those are pretty large heavy bags that weigh, you know, 20 pounds and they've got hard equipment in them like cardiac monitors. If that vehicle is ever involved in an accident and it's to roll over, you don't want that equipment loose, flying around the cab of the vehicle. So this is really, it's kind of a two -fold deal. It's a safety issue as well as just kind of a logistics thing to keep that equipment in. These engines, these two older engines, that wasn't a feature that was available when they were built. That's why it wasn't on these. They can be retrofitted and that's what we'd like to do. We have four front-line fire engines. Two of them have these cabinets. Two of them don't. It also standardizes the equipment where it's all kept and stored so that no matter what rig you're working on that day, it's makes it easy to find the equipment. Borton: Chief, do the reserve engines have the same temperature? Anderson: No, they do not. And because of the age of them and where the engine mounts in the doghouse they can't be retrofitted. Bird: Even the one we just did, Ron? 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 100 of 122 Anderson: Yes, because it's got the engine - - there's no room to put it there. Next enhancement is for tablet PC's and software. And I guess this probably goes back to enhancement. You've heard earlier today from the IT department but one of the things that we would like to do to make our people more efficient at what they do, is we would like to purchase these PC tablets and then we would put them in each of the front-line engines as well as distribute those to our inspectors. And so when they're going from business to business doing inspections they could actually input the inspection information as they're on site and they don't have to come back to the station and enter that into the City's network. Now obviously, the other part that goes hand-in-hand with this is having a wireless network available. The other thing that we can do with our crews is when they respond to a medical emergency, for example, they can actually fill out a patient care report right here. The information from the CAD system can be downloaded into that so they already have half the report filled out by the time they get back to the station. But that can also be sent wirelessly to the hospital ER so that the doctor that's going to be treating that patient that's coming in, already has all the history of what's happening with that patient. So part of this is for the notebook tablet computers and part of this is for the software to operate those. The next enhancement request is, this is basically some analytical software that we would use. We have a program called Firehouse that we put all of our information in. All of our inspections, all of our run reports, patient care reports, our inventory, our hose records, our training records, everything goes into Firehouse software. This program allows us to create all kinds of reports from that and as we were talking about earlier, like with Station Five and determining the need for a station, where do you put it, and all of those kind of things - - this software will allow us to integrate with GIS and we can actually show on maps where our calls are occurring. They'll help us determine where is the best location to put this next fire station and those kind of things. So it's really kind of a small cost but it's a great tool that will help us in managing the department and what we do. And the last enhancement request that I have is for a command post trailer and to give you a little bit of history on this, most of you probably know this, but the City of Meridian under Mayor de Weerd's leadership has an Emergency Management Team and directors that meet on a monthly basis to help prepare the City for emergencies. One of the things that that team has talked about a lot is trying to make Meridian so that we can become self- sufficient in the event of an emergency and if you think back to things like Hurricane Katrina and those types of things, what FEMA tells folks is, you need to be able to fend for yourself for the first three or four days of any kind of a disaster. We had talked when we built the City Hall about putting an Emergency Operation Center in there. That was cut out because of additional expense that it would have taken for earthquake -proofing the building and those kind of things. But one of the basic needs that you have is, you need an area when you have an emergency on a smaller scale where you can get the leaders of the Police Department, the Fire Department, the Public Works department together and Meridian City Council Budget Workshop July 11, 2007 Page 101 of 122 they can strategize and they can determine what's the best course of action to take. And that's not always best sitting over the hood of a police car, out in the rain and the snow or the 100 degree heat like what we have today and so this type of a command post trailer is something that the Emergency Management Team feels would greatly enhance the City's capabilities. It can be used by the Police Department, it can be used by the Fire Department, it can be used by Public Works. A year ago they had a pretty major water line break and they had news media out there. They had a number of homeowners that were without water for quite a while. There was water in crawl spaces. All those kind of things. So this command post trailer, it has a generator in it, it has restroom facilities in it, it basically has work stations, and it can be plumbed with data cabling so that you can hook up notebook computers. You could have cell phones, you can have radios in there so that you can do all of your communication and it can be brought out to the scene so that the incident can be managed from the scene there. So this is also one of those items that is eligible. It was included in our CIP and is eligible for impact fees. Under this year's budget what we're proposing is that the funding for this be split between the police and fire department 50/50 so you'll see $39,000 in our budget and you'll see $39,000 in the police department budget for this request. For that money, we believe we can purchase one of these trailers that will be available city-wide. It could be used at special events like the Scarecrow Festival, the Dairy Days, those types of deals. And it will also buy the radio, the communications stuff that is needed to go inside of that. So, any questions you guys? Bird: (Inaudible) I have a question on this. What are you going to pull with? Anderson: Well, fortunately, the Fire Department bought a three-quarter ton pickup last year and so we would make that truck available or if anybody else has a vehicle that (inaudible). It really needs to be pulled with a half -ton pickup or greater so - -. Borton: (Inaudible) budget next year if you wanted to. Bird: (Inaudible) Ron and his staff (inaudible). Anderson: So anyhow, that was our last budget request and then I come back to that same slide that I showed you earlier where I talk about the key ingredients to success and it's good people, it's positive attitudes, it's having a sense of purpose, it's having good equipment and facilities, and the other key component is the commitment and the support of the leaders and so the commitment and support from you guys is invaluable in what we do on a daily basis. This budget, even though it's a one -day deal for the City, it sets our course of action for the next year and so we really appreciate your support and I'll stand for any questions that you have. Meridian City Council Budget Workshop July 11, 2007 Page 102 of 122 De Weerd: Council? Yes, Mr. Bird. Bird: One more. On your additional three people. We need to add to that about another $55,000 to $56,000 1 believe from what they've got there because they've only got it for nine months and I was under the impression and I don't know why we wouldn't have people ready to go on the first of October for those three positions. Anderson: Yes, thank you Councilman Bird. I noticed as I was going through the budget stuff here just today that the number that got put in there was only for nine months. It was my intention originally that that analysis that I showed you and the cost savings, that was a year's worth of cost savings and it was my intention that we would bring these people on October 1St and start enjoying that savings of overtime immediately and I would see no reason why we would wait until the opening of that new station. We have adequate facilities to put those people in starting October 1St so certainly if you have the means available and you could bring those people on three months earlier I would say, you know, the cost should be a wash so that sounds kind of like Mohammed Ali or "the cost is a wash." Bird: Famous (inaudible). How about "sting like a bee?" De Weerd: Would you be able to bring them on October 1 st? Anderson: We'd have to get our buns in gear but - - De Weerd: Any other questions Council? Bird: Is it okay if Todd adds that extra money to it to get it on now so we can get it on? De Weerd: Could you bring back that cost of what it would cost to bring them from nine months to twelve months? Bird: And also show the savings for the extra three months of his analysis, what he shows for savings in overtime too. De Weerd: He already gave the twelve months. Cunningham: (Inaudible) De Weerd: Oh, you do. Meridian City Council Budget Workshop July 11, 2007 Page 103 of 122 Bird: Okay, it's not here but you do have a summary. Thanks Reta. De Weerd: Anything else Council? Borton: Chief, is that command center, is that fully equipped? I see the radios are included separate in equipment. Is there anything else that needed to be added in to make that fully operational? Anderson: I think that would make it fully operational. De Weerd: Did you remember everything? Anderson: I'm getting old, I don't know. Bird: We could always get one of those FBI babies from Pierce. Anderson: Yes, if we had a million dollars. Borton: This one (inaudible). Anderson: The pictures that you saw were a local company. They're made over in Weiser. There's nobody in Meridian to manufacture them but it's a local company and they built that one for the state of Nevada and so I have the cost figures from that and that included all the radios and that kind of stuff and so it should do what we want unless somebody in the planning stages gets really elaborate and starts throwing other things out but I'll be there to watch that so - -. De Weerd: Good job. If there's nothing further, thank you Pete. Thank you Joe and Mark. Your contributions were awesome. (Inaudible). Council, there is the other government section that if you have any questions on that, we do have a couple requests. Phone installation, that has to do with the City Hall. And if you have any questions I'm sure Terry can answer them. I see he's now back sitting in the chair. The Arts Commission, we have a request for $10,000. Building maintenance check. This is the 50% on the general fund side for that position. The other side was presented under Public Works. And we've removed item number five, which is the roadway maintenance that no one seems to know what it is. And the Detox Center. If you recall, we did receive a presentation. We anticipate that that project will be moving forward this next year. We have a commitment for maintenance and so I wanted to make sure that line item was in the budget presented to you. There was one other item that is not in here. And it's something I talked to Councilman Bird on. Bird: Then it's on the study. Meridian City Council Budget Workshop July 11, 2007 Page 104 of 122 De Weerd: No, this one's that in here, that I talked to Councilman Bird about, is this year my family participated at the Speedway in the fireworks show. And this was probably less attended this year because of the show in Boise. There were a number of people that made comments on wouldn't it be nice if Meridian stepped up and really made this a community event? Even the park that surrounded the Speedway was not as well -attended either so I didtalk to Councilman Bird just to run the idea by him but at the moment I would be interested in a partnership with the community and I would like consideration by this Council for participation in a 4th of July celebration next year. Again if the City wants to promote safe and sane fireworks I think it's important that the City provide the bling in a safe manner. And this is the best way I can think to do that. It is building community, it's giving celebration to the birthday of our nation, and I would open it up for your consideration. And I did not have a figure because I was supposed to be contacted by the promoter to find out how much his investment is. But I would appreciate this as an item of consideration and for discussion. Bird: Madame Mayor. De Weerd: Mr. Bird. Bird: I would not be hesitant to give up to 10%, or $10,000, I'm sorry, not to exceed $10,000 at this point from the City's part. This is something that I've, since we, since I left the Speedway in 1981, I've wished the City would be involved with that because that is a City, regardless if it's done by the Speedway, who the whole city can enjoy. They don't have to go to the races. They can sit around and we've got that nice park and everything else for it. And as we discussed, and I'm glad you brought this forward, being in love with the Speedway I didn't want to bring it forward at any one time. But I'll be glad to back it. But I would think if we started out with an amount not to exceed $10,000 and if we can get the owner of the property and the promoter to go a third, a third, and a third, we can put on one heck of a nice professionally set off fireworks. De Weerd: Well, my condition was the promoter doesn't reduce his amount but — Bird: No, no. That's (inaudible). De Weerd: We have partnerships to enhance that amount. Bird: (Inaudible) this year so - - De Weerd: I also did suggest to Councilman Bird he bring to the Dairy Board maybe an opportunity for partnership as well. • Meridian City Council Budget Workshop July 11, 2007 Page 105 of 122 Bird: And I will be glad to. Borton: Bea great idea. Rountree: I support that, yes. It'd be a great partnership to do. Bird: I think it's something - -. So what do (inaudible)? De Weerd: (Inaudible). Council, maybe we should take a ten-minute break and enter into discussion and see what additional information you'd like to receive. De Weerd: I'll reconvene the meeting to discussions on the budget requests (inaudible) that are before you. So Council, how do you want to proceed with it, kind of start at the top and (inaudible)? Bird: That would be my preference. De Weerd: Bill, could you talk about the (inaudible) and what you had set up in terms? Nary: Yes, thank you Madame Mayor, Members of the Council, what we had anticipated this year, what we asked Finance to include as part of the base budget for compensation is to continue on the path that we have for the last couple years increasing our compensation bands three percent with our budget increase of three percent. So we've done that as the baseline and that keeps us in the market for all of our jobs and it keeps us marketable. And we've also requested a four percent merit pool. We have to finalize with the Finance Department how to disperse that so we'll bring that back to you in the future. What we did this past year, for example, we had a five percent merit pool. With that we dispersed that into three different categories under our employee review system that we have, which has three different categories of evaluation. One evaluation level actually had three different increases that were available to the employee for satisfactory performance. Those that were in the Excels category had two different increases that they were eligible for. And then the Excellence rating was the highest rating we have under our system. There was only one increase there available for that. So I have to sit down with Todd and Reta to figure out based on the spread of how many of these we have. In fact, I can give you a quick number. This morning I did verify some numbers and we have currently, bottom line, we currently have obviously more employees that fit into the middle category of that and then a larger, about a third of the employees are in the satisfactory level, and then a very small number of the last 100 or so we've had at evaluation, 11 people that received the Excellence rating. So Will has to sit down with Finance and figure out the best way to spread that as far as we can 0 • Meridian City Council Budget Workshop July 11, 2007 Page 106 of 122 to again increase the merit pool to the employees to make sure that we are rewarding their performance. That they are meeting the standards of our performance, hoping that we have. That's the square that we have. We increased all of the salary mix. It's just three percent to stay consistent with the budget and then the merit pool is four. De Weerd: Council, any questions regarding that? And that is already (inaudible). Nary: Yes. Bird: The three percent above the four. Nary: No, the four is part of the base as well. Bird: Oh, the four is - - Nary: The three is part of the base because that doesn't give anybody necessarily an increase unless they're below the bottom, at the bottom of the scale. But that's what the three percent is, to move all the scale up so that we can stay marketable. And the four percent is the merit pool that we've requested. They also have four percent into the Fire Union contract which you know and then also we have four percent into the Police step program as well so we can keep them - -. Bird: But the fire, the fire is four percent across the board - - Nary: Correct, it's not a merit base. Rountree: So, Bill, what you're telling us is that you've implemented what we have as policy in the City of Meridian? Nary: Yes. Rountree: With that, you've implemented what we have as policy in the City of Meridian, merits are in place? And we're funding it? Nary: Yes, we're funding for it. De Weerd: Essentially. Bird: We hope we're funding it. • Meridian City Council Budget Workshop July 11, 2007 Page 107 of 122 De Weerd: So do you want to start at the top? Any questions on the capital replacement? And those are on each summary sheet in each department. So would you rather go through it department by department, look at replacement and enhancement, or do you want to just look at all replacements? Rountree: Which departments? De Weerd: Up in front of you right now. And these are also based on policy and in some regards we did ask for further information on need. If the need wasn't there, their departments didn't need that. And you'll probably see them again next year. Rountree: Madame Mayor, there is a question I have and I think it's a reminder. Do we have a policy on the life of computer systems? I know there's five years for any or just the normal users and more frequent for the high users because there are some folks that really grind them. Paternoster: I think it's on now. Madam Mayor, Members of the Council, that's a great question. Our policy has been, and we've used it for the last four years, is to replace all computers at five years. We do, occasionally what happens is we have a certain amount that we replace but some of the systems end up being extended beyond the life of five years and end up getting replaced the following year. One of the things that we are continually facing with technology that you know really mandates that five-year replacement is that the software just keeps increasing like, as you may well know, within the last year Windows Vista came out and I would say that only about the last year and maybe the year before that actually were really one Windows Vista ran satisfactorily. So if we're really going to stay up and expect that those computers are going to stay over a five-year life if we were to upgrade those to the newest operating system we would need to make sure that the hardware was adequate to support that system. Rountree: Question in terms of replacement. I know the philosophy but do these computers really get (inaudible). Paternoster: No, I don't think we'd end up with two and three on people's desks. I think obviously as the City's continued to grow, some departments have needed those computers after the fact. Like for instance, the Parks Department budgeted for a position last year but didn't have a computer with it. And we took one of the computers that was disposed, one of the better ones, and moved it over there. Typically it can happen that one computer could get replaced twice because if you have money this year and we replace a computer, then that computer ends up on somebody's desktop which they're going to have to get that replaced for the following year in order to make sure the computer will last over a five-year life. 9 Meridian City Council Budget Workshop July 11, 2007 Page 108 of 122 Rountree: That gets to be a real accounting nightmare I'm sure. Paternoster: It does. De Weerd: It's been a sticking point. I think there is an attempt to address that. Rountree: Good. Because it can (inaudible). De Weerd: Any other questions on the capital replacement? Well, moving to the enhancements. And we'll just start in the general fund with Administration. If you have any questions, do you need any explanation on the furniture line items? Basically we did an assessment. Finance put out (inaudible) information from your department based on what kind of partition or work station needs you would have to have. They compiled that. They also took into account the conference rooms where we do have furniture. They deleted a conference room so they put conference room furniture where we didn't have anything. Borton: Madame Mayor, the only question I would have on that is if we see this line item interspersed throughout the budget but do we have a total? (Inaudible). De Weerd: I do have a total. It is - - Borton: Is it in your presentation? De Weerd: I'll give you this because he's the one who prepared this. (Inaudible). Were there any attachments that Todd had given you? It had the City Hall construction information. (Tape turned over). Kilchenmann: - - of all the conference rooms, minus all the existing conference room furniture we already have. And the reason we wanted to put in for FY08 was because when we order it, it's going to take a while to get it. You know, this is not an exact number because until we get closer we won't know exactly. And it'll take a while for whoever provides it to get it all together. Borton: Not that it has any bearing on this particular workshop but there are some state contracts on that sort of thing you might be able to take advantage of. Kilchenmann: It's the state contracts and the Correctional Industries too. That's actually who we had the quote from. And they're very interested in a large job like this. So I think they'd give us a pretty good price. 0 • Meridian City Council Budget Workshop July 11, 2007 Page 109 of 122 Borton: Get out of jail for a while. De Weerd: Also in that summary, you had a summary that talked about the operational costs too. So Council, you had no questions and further information needed on enhancements for the Administration. With the caveat that we did add something under Other Government. Todd, can you kind of scroll up or scroll down? (Inaudible). Lavoie: Madame Mayor, I just wanted to let you know we also added one cubicle work station and a chair to Legal Department today. So that was an additional $5500. Bird: Holy Toledo, son. Nary: They copied ,Madame Mayor, Members of the Council, they had copied a large open space, it must have been for handball. But it's actually a work area for our legal assistant and we were anticipating taking the current desk configuration. The problem is matching them all because they're all different pieces and making it look (inaudible). But when Todd and I talked about it yesterday he just didn't realize that was going to be a work area. We have offices for most of our staff but our legal assistant is actually in the open space that's adjacent to the conference room and the offices. Bird: I thought that had hardwood floors and I was going to bring my (inaudible). Nary: I think we'll have room for that anyway. De Weerd: Moving to Fire. Bird: The Fire (inaudible) any extra for the full year? De Weerd: It was already in there. It just wasn't reflected on the old enhancement. It was on the new. Bird: You're right. I forgot. De Weerd: No questions? Under Parks and Recreation. Rountree: Madame Mayor? De Weerd: Mr. Rountree. Rountree: Let me find the item. The Heritage Middle School ball fields. I'm the first one to be a proponent of partnerships but the fundamental of the Meridian City Council Budget Workshop July 11, 2007 Page 110 of 122 partnership's that we have an agreement in place. But we do not have an agreement in place for this particular item. I'm not saying to take it out but somehow key to this item that this not go forward until we have an agreeable arrangement between us and the school district. That's been one of the problems we've had in the past. Nary: Madame Mayor, Members of the Council, I would agree. In fact (inaudible) the Mayor this morning where that was. I did talk with Mr. Baird and we don't have a final agreement yet. He has had some conversations with the school district attorney. We did, I think, resolve the issue of liability with the school so I think we're okay. Rountree: Yeah, we did that. Nary: But we don't have a final agreement. The direction that you gave last year on the lights was that until that agreement was completed that we weren't going to extend the money for the lights either. And so, the lights haven't been purchased or paid for at this point either. So we didn't understand that direction. That is what we're going to have to do is get this agreement finalized on how the fields are going to be used and scheduled and all those things and then bring that and you'll see that before they make a request for payment of any kind. Sometimes (inaudible). I think it's just been pretty busy for the school district and I think Mr. Freeman has just had a lot on his plate as well so. I don't think there's any other reason. It just hasn't gotten done. Rountree: Yeah, thanks. But I just wanted to bring that up. De Weerd: And I think more of the delay was really finding a resolution to the liability issue and now this next step's come before us. Rountree: I guess my other comment then (inaudible) not the Heritage Ball Fields but some of those islands in here that appear to be (inaudible) shown as enhancement but we see those rolling over to the budget of Parks & Rec in the future. De Weerd: Council, would that be (inaudible) softball surfacing as park maintenance? Any others? Rountree: As far as I'm concerned. Bird: Anything that has to be kept - - Rountree: Replaced or maintained for operation and maintenance. • 0 Meridian City Council Budget Workshop July 11, 2007 Page 111 of 122 De Weerd: Probably the (inaudible) irrigation would fall under that too. You know, that's an expansion. I think that's an expansion. He said yes, for the record. Bird: All sports expansion (inaudible). Borton: Madame Mayor? De Weerd: Yes. Borton: On the Parks, on Heritage Middle School, I think there is ample time to get that worked out. I know that school has a vast list of challenges still in front of it to be ready let alone playing softball on the fields. So there's time to get that done. On the Settler's Village tennis, I just made a brief comment to Elroy on lighting all of those courts. I'm not suggesting that we do so. I just wanted to throw out that we put in a conduit and power for all of them to be lit in the future at some point. Maybe that's an obvious. That makes good sense when we've got everything chewed up. And It did sound like it was really an additional expense to bring (inaudible) to do that. Huff: The problem is not so expensive; it's just the digging (inaudible). De Weerd: Elroy, maybe we move that on the record. Borton: If the figure that's presented is sufficient, no plus or minus, to include that additional cost. It may need to be changed a little bit to account for that. Huff: Yeah, we'd have to change that. I don't know what the figure's going to be. I'm just thinking in my head about the length of those runs and they're probably lit, they're probably lit at half court on each side would be my guess on tennis and then those lights would be directed to get flow over each court. My guess is you could easily get in just underground work, I'm sure you could easily get $10,000 to $15,000 in that. Conduit is pretty cheap. It's getting it in the ground that's - -. With all the contracts going on, it might not be so bad. I just don't have it in my mind what that really is per foot to lay it in. It's a great idea to put it in there. I just had it, just in the Championship lighted court. I didn't have it in all of them. (Inaudible). Huff: It depends on how you go. If you can go straight across underneath them I think you can come off of that with one line and kind of take care of everything so by the time I think through it long enough or have an electrician look at it or an electrical engineer can figure out what that costs. I just don't know what it is. Meridian City Council Budget Workshop July 11, 2007 Page 112 of 122 De Weerd: Elroy, maybe you're not the appropriate person. Maybe it's Doug but I guess going back to Heritage Middle School ball fields, when we took $37,000 out which was the emergency access road, I think that your department and Clay always talked about that and came up with an alternative which is on the enhancement sheet as $7000. Huff: Yeah, I met with Joe Silva and we discussed that road and that figure of $37,000 or $38,000, what that was, came from the school district and never took time to check it out. Once we got working around things we decided that there was a way to make that work. And I called a reputable contractor and got the low down on what it would take to actually install it. Those are hard numbers on this. De Weerd: So that would mean to add $7000 back in this. Huff: Yes, you'd need $7000 for the road. Bird: I think it's already been done. Strong: Have you guys seen that? Anybody been out there to that school and saw that? The ball fields are finished. There's probably green grass since the last time I looked at them. So the field's up, the fences are up. That work's already finished. I think we're going to have to deal with some things here with infield amenities. Probably work on Eagle Scout projects for dugouts and different things that are not there. I think if you look at that acreage and for our dollars spent what we'd spend if we had to build it lock, stock, and barrel, we're getting a good deal. Half of what it would cost us maybe. That's still public land. It's usable for everybody. I think that there's a possibility to clear a little bit of revenue on those fields. We're not using them all. I know that no matter what (inaudible) and Optimist Football, those people don't have enough space no matter what. I'm sure that those fields can be available for practice time, rented, different things like that. I think that's still very possible to do all that and that parking lot and everything's already there. Those are all good things. De Weerd: Thank you. Council, anything further on Parks? (Inaudible) adding $10,000 to $15,000 to Settler's Park tennis courts? Borton: Madame Mayor, we could or it might be a budget amendment (inaudible) concrete (inaudible). If it turns out to be astronomical it might change what we do. I doubt it will. De Weerd: We'll look for a budget amendment (inaudible). Bird: That would be my preference. Let's see what the costs are going to be. 0 0 Meridian City Council Budget Workshop July 11, 2007 Page 113 of 122 Huff: Madame Mayor, that's one of those items that there's a likelihood, highly likely that we're going to get some private contributions from the Tennis Association as well. Or possibly a grant. Borton: It would still drive forward that design point. Bird: What kind of surface, just out of curiosity, what kind of surface have you got planned for that, Doug? Concrete or that special, I don't know what the name of it is. Huff: Madame Mayor, Members of the Council, there's two ways to do the surface. We can't do it in concrete. If we do it in asphalt, it's a very high spec to make sure that it's smooth and then you have the surface that you put over that to make sure the tennis court surface over there will last a long time. And that flexes with heat. I actually like it better than I do concrete. But I'm thinking that's what it's going to be is asphalt. Bird: You can't use concrete. Huff: The idea was out there. We kind of dropped that one. So anyway, I think that is the way it would end up and so - -. Bird: Thank you, Elroy. De Weerd: Move to Police. We did get a reprioritized sheet. Borton: Madame Mayor? De Weerd: Yes, Mr. Borton. Borton: (Inaudible) discussing the direction on is that firearms range. We (inaudible) still listed on the sheet here, the $250,000. Bird: Mr. Borton, I don't know what you and Mr. Rountree feel but I would have no problem if we can still zero out leaving that there. It's something that we can go forward with looking into it instead of a study. And then if we decide to go the other route we've got the money to give Ada County. That's all I was thinking about by leaving it there. Killchenmann: Madame Mayor, Members of the Council: Would you want to leave it in Operating and then if you decide to build, move it to Capital or would you rather put it in Capital now? 0 • Meridian City Council Budget Workshop July 11, 2007 Page 114 of 122 Bird: I'd sooner put it in Capital right now. If that'd be okay, if that's okay with the Chief. Kilchenmann: It's a little easier to carry forward, you know, if we're going to do our own project if we already have it in Capital. Bird: Is that okay with - -. Rountree: Yeah, keep our options open though. Bird: Yeah, keep our options that way but we at least have the money. De Weerd: Anything else in General Fund? There wasn't too much in the Development Services. There was some replacement. Berg: Madame Mayor? De Weerd: Yes, Mr. Berg. Berg: I've got looking through my notes two (inaudible) services, notes that jumped out to me and because it's small potatoes in the size of the numbers. One of those, the $4000 web development. It seemed like a definite maybe, sort of could be a benefit from comments from Terry but it sounded like we might have City staff that could assist with that right now. It's a real small figure, maybe splitting hairs, but that's one item, that $4000 seemed to be one that might not be necessary. Paternoster: Madame Mayor, Members of the Council, I think the $4000, my recommendation would be just to leave that money in for now. I think that if they need it, because they might have something special that's beyond our capabilities, having not understood the full - -. I don't really understand exactly What they're looking to enhance with the website. I think that we can help with whatever they need but I think with such a small amount of money it just seems like it's probably prudent at this point to leave that money just in case there was something that came up that they did have to have that was beyond our ability. De Weerd: Or Council, you don't put it in there and if it is beyond your capabilities that they come back for a request. If you would feel uncomfortable with that. Bird: I have no problem, Madame Mayor, to leaving it in. I know we don't have to use it if we don't need to. It is a small amount. Meridian City Council Budget Workshop July 11, 2007 Page 115 of 122 De Weerd: Well, Council, I believe that the (inaudible) is more, and I don't know any terminology with tech language stuff but it's to have more links like the Department of Commerce when it comes to (inaudible) codes and industry clusters like figuring out some of the, how we just (inaudible) with others so we don't develop a huge data storage issue that you can just go offsite and connect in to some of the other things. A lot of it is animation and being able to string media in, the stuff that we've done with CTI so some of those enhancements we wanted to have some compatibility with but right now it's not very user friendly. Paternoster: I definitely think that the current Economic Development website, which is what we're talking about, has some issues with the way that it was designed originally. It was using flash and I know that there've been some problems with the pictures. As far as like linking to other sites, I don't see any issues with being able to put links into grab content or points content on another site. I mean, that's relatively simple and it just takes really, it's more of a content thing than it is even a program or a design thing. It is possible if we wanted to grab content off another site that might take a little bit of extra programming. But we are hiring a programmer. I am confident that, I don't see any issue with our programmer having the ability to do whatever is required for a website. Borton: Madame Mayor. De Weerd: Mr. Borton. Borton: Maybe it's just the way I heard it but if it's more a matter of principle with that amount, if one area department has a need and another area stands up and says hey, I think I can do it, then scratch it. I'd pull it out of the amount and let IT try and tackle the improvements or come back to us and say guys, we need $4000 in a budget amendment because we tried to do X and we couldn't, here's why, and - -. Paternoster: And going along with that Councilman Borton, I would say that within IT we requested $15,000 for contract services to kind of facilitate with what we're currently providing the City. And I guess my thought would be is if there is something that we can't provide that really is a City service that's IT -related, it seems more appropriate that it should come out of IT's contracting money than out of someone else's budget. Especially if it's website because currently we're hosting the website for Economic Development. It resides on our servers. And so we're kind of doing it. De Weerd: Any other questions on that, Council? Borton: Madame Mayor, I have a question on this whole piece for Economic Development Office. It seems to me, again I agree with Joe, it's a pretty small Meridian City Council Budget Workshop July 11, 2007 Page 116 of 122 number but if the contractor wants to do website enhancement it seems to me that's probably out to be encapsulated in the contract that we have for Economic Development, not necessarily a line item budget in the City of Meridian. As the GIS Planning Initiative and maybe several other items in that so I would say we sit down with a contractor on that item and resolve, use it to our advantage to put it in our budget and not necessarily pay them a fee on top of these costs for profit or as an advantage to them from an operations standpoint, to have them put these numbers in their budget and have those covered under Contract Administration. (Inaudible). You can write that. That would be an amendment to the contract I suppose. I don't have a problem with some of the hard fixtures because we're going to need them anyway but it seemed a little odd to include these kinds of things in a City Budget when they're actually contract items. Borton: Madame Mayor, I don't disagree. My sense of what I heard was these are services that they can't provide. GIS and the web development, the ED contract, so we'd spend those funds on a third party to help assist. De Weerd: Well, the GIS is a statewide initiative through Idaho Economic Development Association so, you know, that is not something that anyone can use. Borton: We'll be paying those dues. De Weerd: So, remove it? Borton: I just threw that question out there, I don't - - Phil's not here and Shaun just walked out. Maybe Bill, who's administering the contract at this point? Nary: Madame Mayor, Members of the Council, the Economic Development contract is managed by the Mayor's office. But I think that probably Terry did hit on a solution and it's, since this is just another contract service that the City might use and we have that funding available in IT if we don't have enough funding, we'll bring that back to you if we need to. But we already have the initial funding if it's necessary. If it's a little spec we may need it, we may not. We already have at least a backup. I hate to bring a $4000 amendment. It's a very minor amount but since we actually have a fallback with the Contract Services line item that we have for IT and like Terry said, this really is an IT function, we should be able to cover any initial cost and if there is a problem, it is more than we thought it would be, it's more problematic, we can certainly bring that back in front of you. So I think you can just take it out and we'll cover it under the other line as necessary. Meridian City Council Budget Workshop July 11, 2007 Page 117 of 122 Borton: That'd be my preference and I see it more on lines with a $19,000 amendment. I mean, if it's a project that would expend the $15,000 already going to IT, goes beyond that, maybe it wouldn't. Nary: I guess in my head I would think of it like we do our legal services. If it's something of great magnitude, we're going to bring it back to you. So I wouldn't see it as a problem. Borton: Strike it. De Weerd: Strike it. Bird: Strike it. Berg: Madame Mayor? My other frugal wrench, notes on the ED. It's along the lines of some of the enhancements we've done and discussed compensation. City-wide is the $10,200 ED contract enhancement. My notes that show looks to be around a little over a 12% increase to a contract that was a year old if I recall. I don't know. It's in there. It's a big jump to me. I know these are all small numbers. Trying to be consistent, I don't know - - Bird: To me it's about a five, about a seven percent. Borton: Well, it says --- Bird: $10,200 to $1675. Borton: But the justification says it's $76.50 a month. The enhancement is an increase of $8.50 a month. So that's more than 10% a month. Bird: $7.50 a month. Borton: $7650 a month. Bird: What's this $167.50. It's an ongoing operating - -. De Weerd: I think that includes the fee that has, you know, those enhancements. Bird: You shouldn't have told me that. I'd have agreed with Joe's. Berg: The justification shows that it's a 12% increase. I didn't feel comfortable with the three percent I don't know. It's a year old. I know there's lots of activities going on. I think Bill made some good remarks about (inaudible) Meridian City Council Budget Workshop July 11, 2007 Page 118 of 122 Bird: Well, I think, it's a yearly contract. We can always put it out for bid. De Weerd: Well, Council, if we want to look at including this we still have to (inaudible) contract and that can come back in front of you at that time. Nary: Madame Mayor, Members of the Council. Don't forget, once you set these numbers as we put to the budget for public notice you can't make them higher. So if you put the money in there and then you, as the Mayor just said, agree to renegotiate the contract. The services are what you want and the price is what you want. You'll have the money available to you but you won't be able to change them after today. So you're better off putting more money in and taking it out later than it is not having enough in there and having to wait until October to amend it. So - - and you'll still have to get your contract back Berg: That's fine. The negotiation position on the flip side, I mean, don't budget such a massive increase. It makes it a lot easier to - -. Borton: Say no. Berg: Just say no. De Weerd: I guess, Council, you can also ask for greater detail justification on what that (inaudible). Council, any other questions regarding the Development Services fund? Not too much more in there. And Public Works or Enterprise. Cunningham: Mayor and Council, when we get to the Enterprise fund we wanted to let you know we did increase base $5000. It was for the Wastewater Plant and it was their copier expense. Actually just leased a new copier and it's going to run them more around $8000 a year and we only had $5000 in the budget. De Weerd: And you increased it $3000 or five? Cunningham: We actually went to five to include the maintenance contract. Another five. So it'll be $10,000. De Weerd: And you had that to kind of spend. Cunningham: $21,000. Borton: To spend De Weerd: Now that's down to fifteen. Cunningham: Yes. 0 • Meridian City Council Budget Workshop July 11, 2007 Page 119 of 122 Borton: Madame Mayor? De Weerd: Yes, Mr. Borton. Borton: The note on the security fencing may be just an accounting issue if we're going to request and have it come forward this year, the budget limit, should we just pull it off the budget this year? Or for next year? De Weerd: Yes. Bird: We need to pull that (inaudible) down. Rountree: With the understanding it will be built this year. Bird: (Inaudible). De Weerd: Anything else on the Enterprise fund? No more funds. Next step. Kilchenmann: Will, what do they do now? De Weerd: Do you want to define next steps? Berg: Madame Mayor, what we did in the past, at the next City Council meeting you will approve a tentative budget so we can get that noticed and published and sent out prior to the budget hearing. I think usually Accounting and Finance make sure that everything is a match and balances and you don't have any questions before we approve that tentative budget. Like Mr. Nary said, the budget you approve, you can't increase when you go to the hearing. You can decrease but you can't increase from that tentative budget that we publish. Cunningham: Mayor and Council and Mr. Berg, we won't be able to have those numbers ready until like the 24tH Berg: I'm sorry, I didn't really mean the next City Council but at an upcoming City Council meeting you'll need to approve the tentative budget so that we can get it published. We were talking about the 24tH Cunningham: We originally had it scheduled for the seventh of August. Berg: The seventh you have National Night Out so we're pushing the 24tH weren't we? Cunningham: Right. 0 Meridian City Council Budget Workshop July 11, 2007 Page 120 of 122 Bird: Is that okay, Reta? Can you do it? Cunningham: Yes, we can do that. We think we can. (Inaudible). De Weerd: And larger font. 1J With Todd's help. Berg: Usually it's not a presentation. It's just approving the tentative budget figures so we can publish it. And there can be adjustments within different departments or whatever but you can't go over that amount. That total budget. At the Public Hearing on August 28th at 6:00. De Weerd: And he has that on the calendar, right? Bird: William? Berg: Yeah. Borton: Madame Mayor? I don't know if we're close to wrapping this up but one comment I would make about this proposed budget (inaudible) and I said it last night and I'll say it again. I respect the work that the Compensation Committee did. I think we did the right thing by establishing the Compensation Committee for elected officials. I don't at this point feel it's necessary to recommend increasing Council pay by four percent so I would ask that the Compensation item for Council anyway be reduced by that amount and open that up for discussion. Bird: Madame Mayor? De Weerd: Mr. Bird. Bird: I agree 100%. Drop it back to what we're making now and leave her. Nary: Madame Mayor, Members of the Council, it is built into your base so if you want to take that off, you can. You wouldn't be approving it until you actually have the ordinance. When you bring the ordinance back if your direction to me to bring that ordinance back with that excluded, I can certainly take that out. Rountree: I just bring that up because I might miss the 24th so - - on the tentative budget. Bird: And I don't, that way, we don't even have to, if it's agreed between the four Councilmen, the majority, we don't even have to redo the ordinance. Meridian City Council Budget Workshop July 11, 2007 Page 121 of 122 Nary: Madame Mayor, Members of the Council, there's other things in the ordinance I've recommended you change besides the pay issue. Yes, you're right. We wouldn't have to amend that but there was a section on the configuration of the Committee, how often they meet, what the standards were, and all those so on the Council revision, two separate ordinances. If that's your direction, to not change the pay for the next two years, I can do that. And I know Mr. Bird remembers this better than I do but there is a time limit to bring that back and I think it's 60 days prior to reelection, is that - -? Berg: Yes, we need to do it within the budget restraints. Nary: So that was the reason why it's in front of you now. Yes, if your direction is that's how you want that Council Ordinance to be brought back in front of you, then I will bring it back with only the amendments to the Committee assignments. Bird: That would be my preference, Bill. De Weerd: Anything else? Bird: Madame Mayor? De Weerd: Yes, Mr. Bird. Bird: Other than the fact that we've all sat through many budgets and the last couple, three years, if I could have some say, have been an absolute pleasure because of yourself and the staff, all the directors. We come in with realistic budgets so we don't have to sit and chaw because each department goes and gets what they absolutely need. There's not a lot of fluff in there. I'm sure that if we had to tell somebody to take out 10%, they'd be here a week from now still trying to figure out what they could take out. And that hasn't always been that way. And so I appreciate it after sitting here and listening to it. Two of these department heads have sat up on this side of it so they know what it's like to have to go through it so I do appreciate the work that is put in by everybody within the City and Mayor, I appreciate the leadership you've shown with this budget this year, last year, and the year before. And it's a pleasure from what we used to go through and you know what I'm talking about. You sat through on some. Anyway, thank all you employees for making this pleasant for this Councilman. Thank you. Rountree: I second that. It gets better and better every year. And with the budget manual and that sort of thing to help everybody move forward it is nice to see a budget that is constrained and not difficult to wade through. Questions are answered with the enhancement sheets. Lots of good information there. • 0 Meridian City Council Budget Workshop July 11, 2007 Page 122 of 122 Aprreciate your time. All the directors, Finance, great job. Great job. Just increase the font size. Just a tiny bit. Borton: I agree 100% and this is an improvement so much over when I first got on the Council. Things have changed so much. The greatest compliment to you guys is it's fantastic, it's easy for my short time on the Council and I can say that because someone like Charlie or Keith or Tammy who've been around in some less nice, less organized times and this is phenomenal. It really is. So I appreciate it very much. De Weerd: Well thank you. And thanks to the Senior Management Team. They came in with really good requests and that was greatly appreciated. And when they were told they had to sharpen their pencils a little bit they did (inaudible) so I appreciate that. I appreciate Accounting. You guys are awesome. Bird: And would you buy Todd a new computer with a larger font? De Weerd: No, it's not authorized. Council, we are again at the end of - - Borton: Or buy me some better glasses. Bird: They don't have to do that. They're only a dollar. De Weerd: I will need a motion to adjourn. Borton: Second it. De Weerd: All those in favor. THREE AYES. ONE ABSENT. MOTION CARRIED. MEETING ADJOURNED AT 4:55 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: �— — e 18 0 -7 TAMMY D EERD, MgY,OR'1111rl,,DATE APPROVED \ Orr TI-IRTE WILLIAM G. BERG, JR., 9ITYCLERK UII II • • ��Vl E IDIAN �oar.o City Clerk's Office City Clerk— Will Bag Sr. Deputy Clak—Sharon Smith Dept Specialist—Nancy Radford Deputy Clerk — Tara Green Dgri Specialist—Sham Finch Dept. Specialist —Marbelle Hill Dept Specialist—Dorothy White City Clerk's Office Mission The Office of the City Clerk maintains the integrity of the City through the legislative process, administrative and technical support, dissemination of accurate information and archiving official documents. The Office provides support and administrative services to the Mayor and City Council, all operating departments and the public while maintaining for the City an essential, formal link with citizens, area businesses, other jurisdictions and a wide variety of public agencies. City Clerk's Office Vision he next decade will continue to bring commercial and esldential growth to Meridian, creating broader and are complex demands on public services and ressing the `small town' culture that has been the city's most enduring characteristic. Citizen expectations will grow orlon with greater suburban distance, bringing opportunities to disconnect at a time when a sense of community is more critical than ever before. To meet the challenge, the City Clerk's Office will promote better public information, encourage a centralized, more visible city hall, offer greater public accessibility and embrace the wise use of technology to provide new efficiencies, services and opportunities for City-wide cooperation. • q __ I (_ (),I w1 13 I • C: • City Clerk's Office (Operating Philosophy We are a conscientious, hard working and honest team dedicated to providing accessible, accurate services to all public agencies, businesses and citizens. We take great pride in our work and are committed to the Ideals of open communication, integrity and accountability. Above all, we appreciate the opportunity to serve this community and will continue to do so in a manner that protects the public trust, preserves our quality of life and promotes economic prosperity. City Clerk's Office o Customer Service - one of the first engagement / connection with the citizen via telephone, walk-in, e-mails, letter for questions, requests, complaints or other interests o Hub / Center of the General City Information o Provide City Department Support City Clerk's Office Responsibilities and Duties o Keeper / Custodian of the City Records o Master of the City Elections o Taker of the Minutes (Journal of City Council Proceedings) o Issuer of Licenses and Permits o Accepter of Tort Claims Filings o Compliance for Open Meeting Law o Pacifier of Angry Members of the Community o The Conscience of City Government L 2 • • 0 City Clerk's Office City Council Meetings Planning and Zoning Commission Meetings o Historic Preservation Commission Meetings o Arts Commission Meetings o Risk Management / Liabilities Controls o Records Retention Policy o Research Requests o Emergency Preparedness Management City Clerk's Office o Processing Planning Applications o Processing Licenses and Permits o Retrieving Documents o Intranet Information o Legislative Support o Community Events Its Been A Busy Year Organizational Involvement - MDC, HPC, Arts Commission o Creation of HPC Web Page o Planning & Zoning Commission On - Line meetings o Encourage Public Use of On -Line Packets and Laserfiche Records o Processing of Tort Claims 3 • • r� U • Its Been A Busy Year o New Ordinance for Pawnbrokers License o New Ordinance for Fireworks Sales o City Hall Sales of Dog Licenses o Record Number of Vendors / Solicitors Licenses Issued o Beer, Wine & Liquor Licenses o Spreadsheet for Overall License Tracking Its Been A Busy Year Involvement in Various Committees - Wellness Committee Planning & Code Enforcement Meetings IT Committee o New City Hall Building Project - Demolition Bid Process Contract Processing with Purchasing C� M • • 0 Community Involvement o The City Clerk is involved in: Benefits Committee Emergency Management Chamber of Commerce: Ribbon Cuttings, Government Affairs Committee, Economic Development AIC Legislative Committee We Can Do It Together! o Excellence in Records Management • Long Range Planning for Records Storage in New City Hall Building • Records Retention Schedule Implementation o Election 2007 Challenges o Participation in 2010 Census o Participation in Grants Look To The Future 1 Next Year - Anticipate Shift in Duties I and Department Functions o Transition to Records Management as a Bigger Part of Our Workload o One New Employee in 2008 C�VE IDIAN • zo, AL) w E 'd C 4-4 UN � N U Z O Q I cn I I . r-4 . ,.., . ,.., ct M ct U U U N GJ N Q Q Q U p x U) to rzi .--� cl, U ��Q� 0 c O U) U) w U 0J 4 -J V) O O cn .- O > Q -C:3N i ��:U a-' (o (n fo V N c:— V -0 cn N -r-E -ccv fo 'r' N -Fu cn O ' � 0 U,� =3O � OACL >.fo V O fuU O OU,cn�— 4-J -0 O =3,O N •— -0 O � a a) :E fu 4- J (n 4-J N _C 4 OL .m L OL 00O L + 0 0 c O U) u vv c c 4) c m c 0Ul0 �m s MM��� ._ ._ —_ 0LM p0.00■i c000 c 0s OMWMNo L. ous Vch,Vs.p-pi00}+00 . 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L.•0� a a oC J U U o o o o o o 2 rvp U D 4� E W C: > O O '— > •cn F--� E ru C: O OU 4.) V) M � .N ca ru cnU L a Oz I N U CL 2 4.O U .C: O Ln N CD 66 4-J M- E C: C O cu C: 0 w J L 1 O V O a� O O O � (n V L V 4� •— cn cu �J CL "0 (L) C 0)f co L 4.j �(j) O ..�e V V C fu w CL E 0) V O L CL C m El N N m U) L 0 (1) V c fo L 0 m W Vl 4) V c fu 73 L Al 0) O 0 4- O V) 4� fu Cn fu z U 0 0 (n L � -0 O O O Cn > p1 4. cn O O L V) O E .V � J z� L -0 O L. :Ej O V V M— (1) O n*o 0 0 W ^� W V J fu L 4� O L O a--) 4� 4� - C !S2 cu 4� V L ro CIL L V� ^� V W W 4-J E v ca w _r_ +-w . n V L- u U E o- cn u 0) L c O O .— L — cn M 4-J w •— E -o m •— = V 4-J O U � fucn O O'— V cn cn E m- O v E 4-J L O 4� •— O fo > O U 4-J — � U D m PIWP- "91 • U O O L. n 3 m z .V) E o D- r) o L Cj� fa > Q E V -W V •- E E E E E o o 4 -Jo) E a- E c: cu o 0 V 4) E U>w> cn cn E c E J M 4-J U a� E -c- m o ., m w UUU Q • • • 0 a) Jc 14 a) 0) O I— m mo 1. O U oC ❑• • V O� V — � m O al � • c a..� �U CL (1) (L) z 0� f oC cn 0) L- C O -J (n • • Cn Jc U 0 O N �5 0 C N U cn O 4-J C O L N (D O z ro C. �U L. ru CL •❑ 7" O ru CIL mU L. fu a. M a� LL 0, V) V) (1) fu 4-J 4-J =3 c E wo W fo CD fu 0 ■ C: C: 0 fu M— 2: 0 4-J 4-J U fo -0 C). L. I J" L L 00 M_ 4-J U 4-J (L) 4. c c 0 < -W E0 L. W -W fu L. C- Q. fu fu 0 C) CD CD C: X '0 fu C: fu fu 0 O i r RECEIVER MY OF � J U L 10 2007 City of Meridian A IDAHO City Clerk N. rR" URE Vf�i�" s�F 199,1 MAYOR Tammy de Weerd CITY COUNCIL MEMBERS Keith Bird Joe Borton Charles Rountree David Zaremba CITY DEPARTMENTS Fire 540 E. Franklin Road 888-1234 / fax 895-0390 Parks & Recreation 11 W. Bower street 888-3579 / Fax 898-5501 Planning 660 E. Watertower Lane Suite 202 884-5533 / fax 888-6844 Police 1401 E. Watertower Lane 888-6678 / fax 846-7366 Public Works 660 E. Watertower Lane Suite 200 898-5500 / fax 898-9551 - Building 660 E. Watertower Lane Suite 150 887-2211 / fax 887-1297 - Wastewater 3401 N. Ten Mile Road 888-2191 / fax 884-0744 - Water 2355 N.W. 8th Street 888-5242 / fax 884-1159 DELIQUENCY FOR TURN OFF Schedule for July 11 1 2007 Cycle 2 MAYOR: This letter attests to the fact that no water users have requested a pretermination hearing for July 10, 2007. Users having delinquent utility bills will be shut off on July 11, 2007. The total amount past due is $13,285.34. The number of past due customers is 168. Jaycee Holman Billing Manager CITY HALL 33 EAsr IDAHO AvevuE Mmapi N, IDAHO 83642 (208) 888-4433 CITY CLERK- FAX 888-4218 CITY ATTORNEY/ HR- FAX 884-8723 FINANCE & UTILITY BILLING - FAX 887-4813 MAYOR'S OFFICE- FAX 884-8116 CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 1 Standard Payment Customers Jul 10, 2007 04:35pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance Report Criteria: t Terminated customers not included Customer.Cust No () = {<)7700000001 Customer.Bill Cycle = 2 Customer.disconnected = No Customer.shut off list = No Ref No Cust No Name / Service Address Past Due Balance 1 17.34.0708.04 ABEL, RANDY67.47 131.79 2217 AMETHYST AVE N 2 15.21.1720.02 ADAMS, SHIRLEY 80.22 191.26 2121 LEANN WAY 3 17.34.3320.02 AGUILERA, MEINARDO & KIMBERLY 67.57 149.84 1542 RINGNECK DR E 4 18.42.2350.02 AILSHIE, WENDY 53.13 128.15 1787 GREEN MEADOW CT E 5 18.42.4078.02 ALEXANDER, ROBERT & ELOUISE 76.71 118.34 1726 COUGAR CREEK DR E 6 18.42.4284.03 ALLEN, CARL & LINDA 55.34 111.73 2915 DEVLIN WAY N (CORNER) 7 14.19.6562.02 ALLING, TERRY 59.21 141.05 2993 BURLEY WAY N NO ARRANGEMENTS FOR RENTERS PER HPM!!!!!!!!!!!!! 8 14.14.4324.01 ARNOLD, JOE 106.41 192.85 3605 PATEL DR W 9 16.32.1362.04 ASH, TRAVIS 96.70 258.63 308 WATERBURY DR W NO ARRANGEMENTS FOR RENTERS!!!!!!!!! M! 10 15.21.0560.02 BARBEE, JASON & FAIN STEPHANI 73.25 126.53 2602 PARK STONE DR W 11 13.13.6114.03 BARTLETT, CRAIG 58.05 81.13 4968 MCMURTREY ST W 12 16.32.0804.05 BAUER, BRAD & CAVERLY, TRICIA 55.13 134.56 465 CREEKVIEW DR W CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 2 Standard Payment Customers Jul 10, 2007 04:35pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance Ref No Cust No Name / Service Address Past Due Balance 13 8.81.0215.02 BEHRENDT, PATRICK & MICHELLE 78.14 123.19 148 CORNELL DR E 14 17.33.2316.01 BELL, LILLY 72.04 120.38 2518 ARROW WOOD WAY N 15 14.20.0700.05 BIGHAM, CINDY 109.83 183.26 1669 GOLFVIEW WAY N REMOVED CASH ONLY ALERT -HAS BEEN OVER A YEAR -DB 6/18/07 16 15.21.0550.03 BIRD, TORREY & CHERYL 83.82 152.56 2482 PARK STONE DR W 17 15.21.2610.03 BLACKWELL, MARYANN 169.10 310.61 3001 KENDRICK ST W 18 16.32.1558.04 BROWN, BRIAN & TANA 94.24 169.24 2554 8TH AVE NW 19 3.90.0274.02 BROWN, MATT & KRISSA 74.97 115.39 5458 VERCELLI WAY N 20 18.42.1876.01 BRYANT, JOHN 56.24 117.96 2050 SEQUOIA PL N 21 16.32.1432.01 BUEHRING, RANDI 72.20 163.27 572 WOODBURY DR W 22 16.32.0910.03 CANNELL, FRANK & CATHY 65.99 160.33 2395 KELSEY PL N 23 9.09.9614.02 CARREON, TONIA 93.34 150.65 1021 WHITE SANDS DR W 24 9.15.2805.02 CARVER, KARI 81.54 142.01 4179 RHODES AVE N 25 3.15.4807.02 CARY, DAVID & ADRIENNE 72.21 110.86 1988 GRAND TETON DR W 26 10.55.3210.02 CHUBINSKY, IRINA & NIKOLAY 75.83 217.94 2320 LOS FLORES DR W 27 17.33.2566.02 CONNELL, EDWARD 52.97 114.00 721 HAWK ST E CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 3 'Standard Payment Customers Jul 10, 2007 04:36pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimu�. of $ 50.00 compared to Delinquent Balance Ref No Cust No Name / Service Address Past Due Balance 28 15.22.0922.04 COX, KATHY 2155 MONACO WAY:—, 85.96 183.07 29 3.90.0330.02 CRIBBS, B/ALEAO, MILLER, P 85.34 185.96 3079 DIVIDE CREEK DR W REMOVED CASH* ONLY FOR MILLER AS OF 6/20/07 CASH ONLY UNTIL 6/20/07 FOR PAM MILLER (RENTER'S MOTHER) DUE TO NSF.—DB-6/22/06 30 3.15.4617.01 CRONER, CHAD 65.06 113.92 2211 TANGO CREEK DR W 31 12.40.0623.03 CRUZ, ROGER 73.39 119.33 5038 ALDERSTONE ST W 32 14.19.5498.02 CURTISS, MARK & AMY 72.20 192.16 2901 VALAM AVE N 33 15.21.2228.03 DAVIS, JESSICA 72.31 121.39 2864 KANDICE CT W 34 17.34.1056.02 DAVIS, MIKE & MARY 102.74 140.01 2652 BOBCAT WAY N 35 18.42.1824.03 DELEON, SHAN - 65.47 125.84 2166 MEADOW WOOD DR E NO ARRANGEMENTS ALLOWED UNTIL 10/13/07 DUE TO ANOTHER BROKEN ARRANGEMENT. ON CASH ONLY FOR SHAN DELEON PERMANENTLY. 36 5.50.0402.02 DILDINE, DERIN 89.85 160.03 842 YUCCA CANYON ST E 37 16.31.3244.03 DIXON, PHIL & ERIN `; ' 58.85 91.34 1193 DELMAR DR 38 17.33.2612.06 DONALDSON, NEAL ' 62.66 127.42 2924 CAPE COD AVE N 39 17.34.2848.06 EAMES, CLINT 107.22 169.52 3043 YELLOW PEAK WAY N 40 10.20.0230.02 EATON, RONDA 68.17 113.22 3713 TIMBER LAKES WAY N NO ARRANGEMENTS ALLOWED FOR CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 4 Standard Payment Customers Jul 10, 2007 04:36pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance RENTERS, PER HPM!!! 41 17.34.0592.01 ELLIS, TODD & DANA 95.45 189.07 2328 AMETHYST AVE N 42 9.09.9228.02 ESHENRODER, TERRY & ROBYN 81.95 128.67 4188 TALLGRASS AVE N 43 8.08.1554.05 FABITZ, DANIEL & CATHY 67.39 128.29 386 SANTIAGO DR E 44 8.08.1004.02 FIAMINGO, DAVID & BERNADETTE 50.26 112.65 3640 ETTA WAY N (CORNER) 45 6.06.1314.02 FIL, ERIC & HAUNTZ-FIL, TAMMY 57.41 128.58 5303 SCHUMANN AVE N 46 16.16.3640.02 FITZEN, LARAE & LINDA 102.57 182.26 93 SEDGEWICK DR W 47 14.14.3516.02 FLORES, DAVID 51.24 116.17 4316 CAMPFIRE CT W 48 9.09.9164.02 FRODE, CHARLES & ELVIRA 70.23 108.55 1435 GREAT BASIN DR W 49 15.22.1842.03 GAGE, JOHN OR TARDIFF, PENNY 50.26 149.66 2221 LOWRY ST W 50 18.42.1240.01 GILLETT, JOSHUA 96.06 138.26 2413 CLARENE ST E 51 15.21.1724.02 GLENN, BRAD & KIM 64.89 145.00 2050 KRISTEN WAY 52 17.33.3674.03 GRAMS, PHILIP 87.76 136.53 430 WAKELY ST E 53 5.50.0222.02 GRAVEN, DEL & ERICA 51.98 130.69 736 BONITA CANYON ST E 54 17.33.2752.01 GRAVES, DENNIS 66.99 117.25 3120 CAPE COD AVE N RENTER??? (mike graves) PH#208-941-2365 EMAIL: mikegraves@trugreenmail.com 55 15.21.0462.03 GUNNERSON, PATRICK & IVY 227.59 317.52 2470 WHITESTONE DR W NO ARRANGEMENTS CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 5 Standard Payment Customers Jul 10, 2007 04:37pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance ALLOWEDM--CASH ONLY PERMANENTLY WHILE IVY & PATRICK GUNNARSON (RENTERS) LIVING AT PROPERTY==WROTE NSF TO KEEP/GET WATER BACK ON. 56 3.90.0826.02 HALE, MEADOWS & CONWELL 83.18 142.02 5230 CO,RTONA WAY N 57 14.19.6596.01 HAM, RUSSELL M., 77.27 173.85 3079 FIRELIGHT PL N 58 16.31.3394.02 HANHARDT, ANDREW & CAMILLE 111.42 154.23 1080 DELMAR DR 59 3.15.4714.03 HARADA, BRANDON & JODI 50.58 116.44 2011 GRAND TETON DR W 60 17.33.4248.02 HARGRAVE, CLATE & KAREY 76.68 124.41 2703 EUREKA AVE N 61 3.03.5576.02 HAVILAND, V. PAGE 50.80 100.80 2172 CEDAR GROVE ST W 62 10.55.3005.02 HEIMAN, JENNIFER & CHRISTOPHER 54.82 81.93 2342 QUINTALE DR W 63 15.21.2798.01 HERZIG, RONALD 58.53 99.28 ' 2543 MORELLO AVE N 64 19.10.0906.02 HIGGENBOTHAM, JOLEEN 66.42 128.64 4218 CHANDLER ST E 65 17.33.3586.03 HIXON, DAVIES, CLARK, PARKS 68.86 105.10 455 EDGAR CT E NO ARRANGEMENTS ALLOWED FOR RENTERS PER OWNERM 66 15.15.0780.02 HOCKETT, JENNIFER 61.57 97.66 1937 CLAIRE DR W 67 14.19.6566.02 HODGIN, JOHN 72.20 126.36 2949 BURLEY WAY N 68 15.22.1214.03 HOWELL, TROY & MARY 50.26 177.11 2172 HENDRICKS ST W 69 3.15.1403.02 (VERS, BEN & MIMI 53.72 99.86 1807 HAM RAPIDS ST W 82 15.21.0456.04 LAWRENCE, CHRISTINE & JOE 82.49 138.49 2944 OLD STONE WAY N 83 16.32.1354.03 LEEDER, GARY 92.35 137.40 278 WOODBURY DR W CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 6 Standard Payment Customers Jul 10, 2007 04:37pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance Ref No Cust No Name / Service Address Past Due Balance 70 17.33.0358.01 JAMES COURT APTS 678.19 1,407.83 2110 MERIDIAN RD N 71 8.08.1374.04 JENSEN, ALOHA LEILANI 72.64 125.96 228 CARVER DR E 72 17.85.0414.02 JOHNSTON, MANDY 123.85 172.79 2725 ALDGATE WAY N 73 13.13.5000.03 KAUFMANN, SHARONE 67.96 91.04 4925 TOURNAMENT DR W 74 8.81.0104.02 KECK, LYNN & JERAD 86.85 134.88 3851 LEZANA AVE N 75 17.34.1298.02 KELLY, JASON & JENA 94.45 174.60 2431 BLACK BEAR WAY N 76 16.32.1270.03 KENNING, JENNIFER 86.03 157.05 287 WOODBURY DR W 77 17.34.1786.03 KIMMEL, GEORGE 87.69 189.03 1011 CHATEAU DR E 78 17.79.0616.02 KINDALL, KYLE 68.01 107.07 2163 COUGAR WAY N NO ARRANGEMENTS ALLOWED FOR RENTERS, PER PM!! CASH ONLY TIL 4/19/08 FOR RENTER (KINDALL) DUE TO 2ND NSF—DB 4/27/07 79 15.21.2712.05 KRUITBOSCH, MELISSA 55.25 139.76 3173 FOXTROTTER DR W 80 8.81.0209.02 KUHN, JUSTIN 86.94 150.11 268 CORNELL DR E 81 8.81.0815.02 LADEGAARD, SEAN & KATHERIONA 83.09 129.19 3879 CHOCAYA PL N NO ARRANGEMENTS ALLOWED/CASH ONLY TIL 10/7/07—DB 82 15.21.0456.04 LAWRENCE, CHRISTINE & JOE 82.49 138.49 2944 OLD STONE WAY N 83 16.32.1354.03 LEEDER, GARY 92.35 137.40 278 WOODBURY DR W CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 7 Standard Payment Customers Jul 10, 2007 04:37pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance Ref No Cust No Name / Service Address Past Due Balance 84 18.42.2252.02 LLOYD, JASON & CODI 75.47 209.74 2220 CHATEAU DR E 85 13.09.0410.02 LYNNE, KATHY 54.82 102.25 2848 ELISHA AVE N 86 15.22.2552.03 MALLOY, PATRICK 78.18 134.65 2845 ROUGH STONE WAY N 87 18.42.2332.01 MARIN, JOSE 107.29 184.58 1902 GREENMEADOW CT E 88 17.79.0614.03 MARKWELL, BROCK 95.86 117.91 2131 COUGAR WAY N 89 18.42.1206.01 MARTIN, LOREN 56.88 86.99 1975 DIXIE AVE N 90 16.26.0120.03 MARTIN, TIMOTHY 52.16 77.94 413 INDIAN ROCKS ST W 91 15.21.3034.05 MASELLI, TODD 68.65 239.73 3017 RAVENHURST ST W 92 10.20.0070.03 McCAULEY, JAMES R 112.65 222.66 3864 COOL RIVER WAY N 93 16.32.0454.03 McLEAN, JACK & BOB 73.65 169.07 2094 8TH ST NW 94 9.09.0740.02 MENDOZA, PEDRO & EVA 92.75 165.89 550 WELCH ST W 95 17.85.0416.02 MEYER, AARON & COURTNEY 71.99 112.54 2751 ALDGATE WAY N 96 18.42.1902.04 MEYERS, BEN 93.93 235.11 2205 LOCHNESS WAY N 97 9.09.0288.02 MILLER, JAMES 74.74 130.56 3602 ALEXIS WAY N 98 15.21.1034.02 MITCHELL, STACY & DIANA 52.23 166.99 2974 FIELDSTONE WAY N 99 3.18.1233.03 MITCHELL, WARREN 54.66 85.52 4851 WILD GOOSE WAY N CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Standard Payment Customers Page: 8 Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Jul 10, 2007 04:38pm Shutoff Minimum of $ 50.00 compared to Delinquent Balance Ket No 100 Cust No 18.42.1878.02 Name / Service Address MOFFIT, DON 2072 SEQUOIA PLN Past Due 121.82 Balance �— 261.49 101 15.15.0526.02 MOLINA, RONALD 2267 LONESOME DOVE ST W 61.53 124.77 102 16.32.0970:04 MOTTY, WENDY 244 SPICEWOOD DR W 88.91 167.25 103 15.21.3146.03 MULENDORE, D. & MORA, J. 3036 HEARTH AVE N 57.17 203.12 104 18.42.1242.02 MURRAY, JOCELYN 2467 CLARENE ST E 70.64 141.35 105 15.22.1290.01 NIGH, MICHAEL 2070 LASHER COURT 51.06 230.54 106 17.07.0207.02 NUNNALLY, KENDRA 940 RINGNECK ST E 59.60 92 09 NO ARRANGEMENTS FOR RENTERS, OPTION NOT SELECTED 107 14.14.3640.04 OLSON, BRAD 3080 SAGEFIRE AVE N 89.07 145.21 108 3.15.0908.03 OVITT, KRISTEN D. 2163 ROOT CREEK ST W 69 94 127.76 109 18.42.2586.04 PADOUR, JUSTIN & CURRAN 2547 MEADOWGLEN PLN 60.93 154.41 110 17.07.0211.02 PAPE, MATT 3096 TIMBERFALLS WAY N 26 105.16 111 12.40.0304:02 PENA, JESS & SUSAN 3341 MAPLESTONE AVE N 5758 128.34 112 13.13.8426.04 PETERSON, ALAN 4935 MOONLAKE DR W (CORNER) 76'71 132.40 113 8.81.0820.02 PIKULA, ROMAN & HEIDI 3850 KILBERRY AVE N 96 79 152.59 114 8.81.0214.04 PISCHELL, PATTIE 194 CORNELL DRE 58.32 134.46 J c CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 9 Standard Payment Customers Jul 10, 2007 04:38pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance Ref No Cust No Name / Service Address Past Due Balance 115 16.32.0570.04 PREHODA , BRYAN 69.41 162.97 630 CRESTMONT CL 116 18.42.2620.02 REYNOLDS, PATRICK T 72.48 106.62 2650 CHANCERY WAY N 117 14.20.1786.01 RICE, JOSEPH 60.94 235.41 2180 TURNBERRY WAY N 118 8.08.1050.03 RIDDLE, WILLIAM & TINA 54.29 150.85 173 MOSKEE ST E NO ARRANGEMENTS ALLOWED FOR RIDDLE (RENTER) UNTIL 1/29/2008-WROTE NSF TO GET/KEEP WATER ON. CASH ONLY. 119 18.43.2452.02 RILEY, RYAN & CHRISTINA 50.26 100.52 2150 HICKORY WAY N 120 10.10.0078.01 ROBERSON, JACK 62.02 97.96 3073 PUDU ST W 121 8.08.1476.03 ROBINSON, MARCIE 78.88 127.52 145 CARVER DR E NO ARRANGEMENTS ALLOWED FOR RENTER, PER OWNER!! 122 16.31.1270.04 ROBINSON, RICHARD & PRISCILLA 68.96 111.84 261212TH ST NW 123 16.32.0526.02 ROSE, SARA 71.03 149.41 1819 LAWNDALE DR 124 16.26.0205.02 ROSSI, CHRISTINA 88.05 112.18 418 INDIAN ROCKS ST W 125 16.31.3524.02 RUMSEY, HAROLD & MARY 62.35 136.05 1898 WEST 11TH AVE N 126 6.45.0418.02 SALINAS, DEBBIE & FLORENTINO 88.83 147.36 4844 SCHUBERT AVE N 127 17.34.1078.04 SALVELBERG, DOYLE K 56.73 131.04 2591 SHOVELER WAY N 128 15.21.3292.02 SALZMAN, KIM & BRIAN 91.47 179.27 3117 HEARTH AVE N t r • CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 10 Standard Payment Customers Jul 10, 2007 04:38pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance Ref No Cust No Name / Service Address Past Due Balance 129 16.32.1686.05 SANCHEZ, JAVIER 56.98 192.84 29 WATERBURY DR W 130 9.09.0338.02 SAND, ERICA 93.30 160.20 3826 GREENWICH WAY N 131 17.34.0902.02 SARGENT, CHAD & KELLI 74.69 156.73 1155 HUNTER DR E 132 17.34.1986.05 SCHMIDT, JEREMY & SARAH 51.46 136.07 930 CLARENE ST 133 9.09.9102.02 SCHOFIELD, PAUL & HILARY 58.41 98.39 1360 GREAT BASIN DR W 134 15.22.1222.02 SHOLOTYK, YRIY 68.74 263.44 2049 COOL CREEK AVE N NO ARRANGEMENTS FOR RENTERS!!!!!!!! 135 15.21.2860.03 SHUMWAY, RENATA 110.22 163.21 2820 FOXTROTTER DR W 136 10.10.2020.02 SIMMONS, ADAM 83.34 121.09 2143 GRASSY BRANCH DR W 137 15.21.2836.02 SINGLETON, RODNEY 78.94 144.35 2777 STALLION ST W 138 9.09.9396.02 SMITH, DANETTE 78.33 139.84 4152 ARCHES WAY N 139 8.08.5028.02 SNOW, TIMOTHY & KERRI 50.26 143.57 4471 PARK CROSSING AVE N 140 8.15.0232.02 SOTO-BRICENO, PAOLA 61.59 100.82 1015 KAIBAB TRAIL DR E 141 13.13.8468.02 SPEDDEN, STEPHEN & RENAE 52.36 147.90 2939 VALLEY GREEN WY N 142 9.92.7048.02 SUNQUIST, SHARON 53.39 117.86 4440 KILEE AVE N 143 14.14.3552.02 SWEIGART, CRAIG & CANDACE 69.01 92.09 4060 ANGELICA DR W (CORNER) ------------ CITY OF MERIDIAN Ref No 144 Shutoff Account List CITY COUNCIL Standard Payment Customers Page: 11 Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Jul 10, 2007 04:39pm Shutoff Minimum of $ 50.00 compared to Delinquent Balance Cust No Name / Service Address 3.90.0618.02 TELETEN, A. & TELETEN, O. 2948 DIVIDE CREEK DR W51-93 Past Due Balance 142.67 145 15.22.1354.01 THICK$TUN, TERRI 1908 MONACO WAY 50.26 148.35 146 16.32.1616.03 THOMAS, PAUL C 2569 RIDGEBURY WAY N 82.59 182.96 147 18.42.1216.01 TOROK, ZSOLT 2087 CLARENE ST E 69.33 103.47 CASH ONLY TIL 9/18/07 DUE TO 2 NSF'S IN A YEAR.—DB 148 17.79.0207.02 TURCOTTE, TINAE 756 BLUE HERON ST E 112.91 157.65 149 15.21.1174.01 TWADDLE, DAVID 2492 CHATEAU DR W 75.49 186.21 150 15.21.2884.03 VANNEWKIRK, TAI 3054 FOXTROTTER DR W 53.79 137.56 151 17.34.2706.03 VOGT, ALARIC 1458 COUGAR CREEK DR E 53.49 93.47 152 13.13.6116.02 WALTERS, JIM & MARY 4990 MCMURTREY ST W (CORNER) 87.72 156.52 153 12.40.0220.03 WANN, PAUL & BRENDA 4867 BEECHSTONE ST W 51.59 122.19 NO ARRANGEMENTS ALLOWED FOR ANY RENTERS!!!! 154 16.21.0717.04 WEAVER, CAROL 2783 RIDGE HAVEN WAY N 99.89 177.15 155 15.22.1238.01 WEISS, DAVID M. 1853 COOL CREEK AVE N 58.24 249.84 156 17.34.3318.01 WHALEN, SEAN 3132 SHEEPHORN AVE N 87.02 175.09 157 15.21.1868.03 WHITE, RITA 2638 REBECCA WAY 80.97 171.31 158 5.50.0265.03 WILDE, KRISTEN & DANIEL, KELLY 5356 RED HILLS PLN 52.36 110.55 a r CITY OF MERIDIAN Shutoff Account List CITY COUNCIL Page: 12 Standard Payment Customers Jul 10, 2007 04:39pm Current Period: 07/20/2007 - Transactions Included Through: 07/20/2007 Shutoff Minimum of $ 50.00 compared to Delinquent Balance Ref No Cust No Name / Service Address Past N 1P RAnncP 159 17.34.0806.04 WILLIAMS, JOSH 81.27 130.83 966 CHATEAU DR E 160 13.13.9058.03 WILSON, DAVID & ELENA 65.04 144.31 5186 CROSSRIDGE ST W (CORNER) 161 7.04.0920.02 WILSON, TRAVIS & NANETTE 79.94 135.19 1856 GRAND CANYON DR E NO ARRANGEMENTS ALLOWED FOR RENTERS, PER HPM!!! 162 12.40.0311.02 WINN, RICHARD & PATRICIA 206.53 244.30 3358 ELMSTONE AVE N 163 17.33.2538.01 WITMER, STEPHEN & LAURIE 73.53 160.68 700 GROUSE CT E 164 13.11.0106.02 WOLF, ERIC & KIMBERLY 107.21 164.80 2412 O CONNER AVE N 165 17.34.1120.03 WOMACK, KEN 61.61 119.93 2777 BOBCAT WAY N 166 17.34.1858.06 WRAY, JENNIFER 69.26 140.87 2050 BRIXTON PL NO ARRANGEMENTS ALLOWED FOR RENTERS PER HPM!!! 167 15.22.1530.02 WUPPER, ROBERT & JENNIFER 64.35 190.18 1931 KINGSWOOD CT 168 7.48.1705.02 YOST, SHANE D 71.06 106.23 3875 DIXON AVE N Grand Totals: 168 Customers Listed 13,285.34 25,895.54 Report Criteria: Terminated customers not included Customer.Cust No () = {<)7700000001 Customer.Bill Cycle = 2 Customer.disconnected = No Customer.shut off list = No Date/Time 07-10-2007 Local ID 1 2088884218 Local ID 2 Total Pages Scanned: 1 Broadcast Report 12:44:52 p.m. Transmit Header Text City of Meridian Idaho Local Name 1 Line 1 Local Name 2 Line 2 This document: Failed (reduced sample and details below) Document size: 8.5 "A 1 " teo&_ posh (�E IDIAN*=- 113AFta MERIDIAN CITY COUNCIL SPECIAL MEETING / WORKSHOP AGENDA Wednesday, July 11, 2007 at 8:30 a.m. City Council Chambers 33 East Idaho Avenue, Meridian, Idaho "Although the City of Meridian no longer requires sworn testimony, all presentations before the Mayor and City Counc# are eVected to be truthful and honest to best of the ability of the presenter." 1. Roll -call Attendance: David Zarembs Joe Borton Charlie Rountree Keith Bird Mayor Tammy de Weerd 2. Adoption of the Agenda: 3. Presentations and Discussions of the Proposed City Department Budgets (approximate times): 8:30 am Introduction I Preparations 8:45 am Parks Department 8:45 am Finance Department 10:05 am Break 10:15 am Legal, Human Resources, IT Departments 11:00 am Police Department 12:00 pm Lunch - Working 12:30 pm Planning Department 12:45 pm City Clerk's Office 12:30 am Mayor's Office 1:35 pm Public Works Department 2:50 pm Fire Department 3:50 pm Further Overall Budget Discussion / Decisions 6:00 pm Close Meridlen City Cound $pedal Meeting / WorkaMp Agenda —July 11, 2007 Page 1 of 1 All malerials presented at public meetings shah become properly of the City of Meridian. Anyone wiring arxommodatlon for disaWNes related to dodumards andfor hearbrg ptease contact the Clty Clerk's OMm at 88&4433 at least 48 hours pdw to the publlD rust g. Total Pages Confirmed: 18 No. Job Remote Station Start TI me Duration Pages Line Mode Job Type Results 001 667 3810160 12:20:55 p.m. 07-10-2007 00:00:00 0/1 1 G3 HS FA 002 667 8989551 12:20:55 p.m. 07-10-2007 00:00:45 111 1 EC HS CP12000 003 667 8848723 12:20:55 p.m. 07-10-2007 00:00:26 1/1 1 EC HS CP14400 004 667 8886854 12:20:55 p.m. 07-10-2007 00:00:12 1/1 1 EC HS CP28800 005 667 8985501 12:20:55 p.m. 07-10-2007 00:00:26 1/1 1 EC HS CP14400 006 667 8467366 12:20:55 p.m. 07-10-2007 00:00:12 1/1 1 JEC HS CP28800 007 667 8950390 12:20:55 p.m. 07-10-2007 00:00:12 1/1 11 JEC HS CP28800 Date/Time 07-10-2007 Local ID 1 2088884218 Local ID 2 Broadcast Report 12:44:58 p.m. Transmit Header Text Clty of Meridian Idaho Local Name 1 Line 1 Local Name 2 Line 2 No. Job I Remote Station Start Time Duration Pages Line Mode Job Type Results 008 667 208 888 2682 12:20:55 p.m. 07-10-2007 00:00:12 1/1 1 EC HS CP33600 009 667 8886777 12:20:55 p.m. 07-10-2007 00:00:26 1/1 1 EC HS CP14400 010 667 8840745 12:20:55 p.m. 07-10-2007 00:00:13 119 1 EC HS CP28800 011 667 208 387 6393 12:20:55 p.m. 07-10-2007 00:00:26 1/1 1 EC HS CP14400 012 667 2877909 12:20:55 p.m. 07-10-2007 00:00:12 1/1 1 EC HS CP28800 013 1667 12088885052 12:20:55 p.m. 07-10-2007 00:00:11 1/1 1 EC HS CP31200 014 1667 18886573 12:20:55 p.m. 07-10-2007 00:00:59 111 1 EC HS CP9600 015 667 2083776449 12:20:55 p.m. 07-10-2007 00:00:26 1/1 1 EC HS CP14400 016 667 4679562 12:20:55 p.m. 07-10-2007 00:00:13 1/1 1 EC HS CP26400 017 667 8886700 12:20:55 p.m. 07-10-2007 00:00:00 0/1 1 -- HS FA 018 667 8884022 12:20:55 p.m. 07-10-2007 00:00:00 0/1 1 -- HS FA 019 667 3886924 12:20:55 p.m. 07-10-2007 00:00:14 1/1 1 EC HS CP28800 020 667 8841159 12:20:55 p.m. 07-10-2007 00:00:12 1/1 1 EC HS CP31200 021 667 2088840744 12:20:55 p.m. 07-10-2007 00:00:14 1/1 1 EC HS CP24000 Abbreviations: HS: Host send PL: Polled local MP: Mailbox print TU: Terminated by user HR: Host receive PR: Polled remote CP: Completed TS: Terminated by system G3: Group 3 WS: Waiting send MS: Mailbox save FA: Fall RP: Report EC: Error Correct