Loading...
HomeMy WebLinkAbout2008 02-12Meridian City Council Special Workshop Meeting February 12, 2008 A meeting of the Meridian City Council Special Workshop Meeting was called to order at 6:00 p.m., Tuesday, February 12, 2008, by Council President Charlie Rountree. Members Present: Keith Bird, Charlie Rountree, and Joe Borton. Members Absent: Mayor Tammy de Weerd, David Zaremba. Others Present: Bill Nary, Will Berg, Ann Canning, Len Grady, Bob Stowe, Joe Silva, Steve Siddoway, Elroy Huff, Pete Friedman, Matt Ellsworth and Dean Willis. Item 1: Roll-call Attendance: Roll call. David Zaremba X Joe Borton X Charlie Rountree X Keith Bird Mayor Tammy de Weerd Rountree: Well, I'm going to open our Tuesday, February 12th, special meeting workshop. The first thing on the agenda is roll call attendance. Mr. Clerk. Item 2: Adoption of the Agenda: Rountree: Thank you. Next item is the adoption of the agenda. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we adopt the agenda as published with one addition. Under Executive Session add (1)(f) also to the (1)(c). Borton: Second. Rountree: Okay. It's been moved and seconded to approve the agenda with the addition on the last item. All those in favor? Opposed same sign? Okay. MOTION CARRIED: THREE AYES. ONE ABSENT. Item 3: Proclamation for Bill Gregory Day Rountree: The next item on the agenda is a proclamation for Bill Gregory Day. We lost one of our friends and community supporters here last week and sorry I was out of town, Doug, so express my sorrow to the folks over there at SSC. Meridian, Idaho, the office Mayor, a proclamation. In recognition of the life of Billy Eugene Gregory. Meridian City Council Special Workshop Meeting February 12, 2008 Page 2 of 34 Whereas Bill Gregory, a resident of the community of Meridian, has passed away on Saturday, February 2nd, 2008, and whereas his partnership in Sanitary Service Company provided a tremendous impact to establishing the quality of life in this community and whereas his love for this community has been shown by his involvement and support in activities, programs, and projects and whereas his nickname Waste Can Willy demonstrated his dedication to the professional industry of solid waste disposal, recycling., and environmental quality and whereas his people skills and relationships with fellow workers, business acquaintances, and community leaders will not be forgotten and whereas the Mayor and City Council of the City of Meridian, in mourning his passing by acknowledging his accomplishments and contributions to this community, therefore, I, Tammy de Weerd and Charlie Rountree, Council President -- Mayor of the City of Meridian do hereby proclaim Friday, February 8th, 2008, as Bill Gregory Day in the City of Meridian in recognition and celebration for his commitment and dedication to the Meridian community. And, Doug, thanks for being here tonight to accept this. Item 4: CONSENT AGENDA (a) Approving City's Application for Public Art & Cultural Facilities Grant from Idaho Commission on the Arts (b) Deed Restriction for New City Hall Site (c) City Hall Change Orders 1 -Tri-State Electric for $2,743,830.24 2 -Commercial Painting Contractors, Inc. for $151,475.00 3 -Buss Mechanical for $958,307.00 4 -Seal Co. for $89,570.00 Rountree: Next item on the agenda is the Consent Agenda. Bird: Mr. President? Rountree: Mr. Bird. Bird: On the Consent Agenda on the change orders all you have got down there is the result of the total contract after the change orders, which isn't the change order, so I will give you the change order number. Under Tri-State Electric, the change order is a deduct of $6,064.76. Under contract -- which makes their total contract as of now $2,743,830.24. For Commercial Painting and Contractors, Incorporated, the change order was a plus 200 dollars, for a contract now of 151,475 dollars. Buss Mechanical change order was a plus of 4,922 dollars and makes their total contract as of now 958,307 dollars. Seal Co. Company, their change order was a plus of 22,388 dollars, for a total contract as of now of 89,570 dollars. And with that I move that we approve the Consent Agenda. Meridian City Council Special Workshop Meeting February 12, 2008 Page 3 of 34 Borton: Second. Rountree: It's been moved and seconded to approve the Consent Agenda. All those in favor? Opposed same sign? It's passed.. MOTION CARRLED: THREE AYES. ONE ABSENT. (tern 5: COMMUNITY ITEMS /PRESENTATIONS: (a) Update on New City Hall Building Construction -Gene Bennett, Jon Anderson 8~ Adam Johnson -Petra Inc. Rountree: Next item is -- actually, it should be Item 5, but I have Item 4. Update on the New City Hall. And., Gene, if you want to start that off and you brought your folks with you, so we will tag team you. Bennett: Thank you. Rountree: All right. Bennett: Thank you. I would draw your attention to the monthly report, which has been passed out, and section one has your executive summary. Concerning the schedule, to date we have processed 64 ASI that's resulted in about 27 work days of delay due to steal changes. In terms of the contract time., that's about five weeks. Through the winter and late fall we have experienced 21 abnormal weather days, which amounts to another three -- three calendar weeks. So, total days delayed at this point are eight weeks. It's only affected the critical path about six weeks. The original completion date was scheduled for August 29th. With that six weeks we would looking at October 10th. That's a worst case condition. Jon and the subs have been working through work a- rounds on things that they can do and I'll let Jon at this point talk about the -- where he's at and how much we have shaved off in that six week delay. Anderson: Good evening., Members of the Council, Council President. To date we are focusing -- the main focus of the structure is to get the structure fully enclosed. At this point in time three sections -- well, the four sections of the roof are installed. The fourth section of roof will start this next week. With that, the exterior of the building itself by week's end should be fully enclosed with temporary and/or permanent facilities.. Windows are in route. We should start installing in about a week and a half with glazing, which will allow drywall to start. So, the areas that we have had in the dry, we have the first floor south -- we had to section this building off into four quadrants. First floor south, all the petition walls are up. All the wall rough-ins are in. Basement is still fully roughed in and ready for drywall as well. Second floor by week's end will have -- the second floor south area -- computer floor -- excuse me -- access floor complete with petition wall starting as well. So, those areas that we have had in the dry and have been able to keep control of the water situation through the building, through openings, Meridian City Council Special Workshop Meeting February 12, 2008 Page 4 of 34 we have been able to keep that area in progress. I anticipate drywall to start in those activities -- or I should say first floor south in about a week and a half we will start petition walls. As the windows are being set we will be able to wrap up the windows on the exterior of that section of the building. From there again roofs going down. The last of the concrete's being cast and the structure is up. The total structure itself is now complete now, now we have some miscellaneous handrails, guard rails., and miscellaneous items. So, that allows the last of the concrete to go in, the mechanical penthouse, stairs, and so forth. The air handlers have been set on the roof. We are finishing all the mechanical up and down from the third floor down to the basement. So, all those shafts are being completed.. So, as a whole the building from the inside -- we are building this thing from the inside out. The mason is wrapping up by week's end this north section of the brick. He will be moving to the stair towers. From the stair towers he will come back to the front of the building and go across the whole front face, all moved into the back, so they can start the plaza towards the end of -- the middle of March, to the end of March, depending on our weather. So, as we were finishing up the inside -- or I should say we were pushing the inside as hard as we can, we are also looking ahead for the plaza. The plaza's a big key for me to get you guys moved in. Without sidewalks and those features installed I can't get you in the building. So, there are a couple different parts that I'm applying from the inside out, as well as the outside to the plaza, with the drawings and with our forces. Fortunately, to our benefit our prime contractors, American Wall Covering, and our metal stud framing., Tri-State Electric, our electrical company; Hobson Fabricating and Buss Mechanical are main players as far as getting this thing moving on the inside. All those people have people waiting to go back to work, so as soon as we get areas ready we are not into a labor shortage. First floor on the north side of the building we actually have the rough-in incomplete. I have about two days in electrical and, then, the floor can start, the access flooring. That access flooring will start next Wednesday back on the first floor to open up the whole first floor and moving up to the second floor. So, when you look at the schedule, it's a little deceiving and what I'm actually chasing myself is the drywall activity, which is down at item 35. So, with that activity that's -- that's my -- that's my pressure point, basically. So, as the access floor is finishing up, petition walls have started, wall rough-ins have started, and, then, my drywall will start on time. And, then, it's amad -- not a mad dash, but we -- for lack of a better term -- mad dash on the second and third floors on the north side of the building catching up where we have slipped a little bit. So, that's what we are working on right now to get this thing caught up and I am hoping to shave some weeks off of the worst case scenario at this point in time. But we still have to realize at the very end of this project we had the commissioning, which is a very important part of the LEED for the indoor air quality. We have a month flush. And, basically, through that month that we are going to flush the building, there is air blowing in amount -- and Adam can elaborate a little better than I can on how much air we have to flush per square foot of office space. We flush the building out. Through that time we will be working on punch lists, these late items and getting the building ready for you people to move into. So, I have got a block of time, for lack of a better term, built in for punch list prior to you guys taking over the building. So, we have had several commissioning meetings with our enhanced commission agent Tim with Tier International and our prime contractor, which was Buss, Tri-state Electric and Hobson, are working with us to make sure -- to Meridian City Council Special Workshop Meeting February 12, 2008 Page 5 of 34 insure we have the building at start up, so -- with that, with the commissioning, I'm going to turn it over to Adam. Bird: Just a second. I have a question. Rountree: Mr. Bird. Bird.: Jon, all shop drawing., submittals, and everything that has been bid has been in and turned around and everything's -- materials ordered, we have no lead time items from any of that? Anderson.: To the best of my knowledge, the last bid package was a rebid on the security and it is in at this point in time with our electrical engineer. The data -- our data cable is on site.. The CAT 6A cable is actually here, the backboards for that associated work. At this point I don't foresee anything -- Bird: Stairs, railing, and everything's on site? Anderson: Stairs, hand railing, is all on site. We actually met with our the guy today. We have not allowed him to order his tile, because we have nowhere to put it. But it's very simple to get that. So, no, on the submittal process I believe we are lacking a few security items that are in for review right now and they shouldn't have abig -- Bird.: Well, some of those are long lead items, too. Anderson: Some of them are. Bird: So, we need to -- Anderson.: The devices that Jeff Johnson has picked from our electrical engineering firm are kind of standard items, for lack of a better term. Bird: Okay. Thank you., Jon. Anderson: Thanks. Johnson: Good evening, Counsel President Bird -- Boston, Members of the Council. Just kind of refer you to tab three in your book, if you could for me. We are going to go through a pretty expedited LEED rundown here. And, then, if you have that two-page handout, kind of just pool the item -- key points right now kind of hot in the whole scheme of things. Just a point overview, we are sitting at 36 points in our range of 33 to 38 for silver. We have got five in the possible columns as you can see there on the gray that we are still pushing toward.. We have got some other items that are just kind of in the radar right now we are working on. And, then, the 22 points that we are not shooting for, because we just can't get there. The first test to jump into here is the computer modeling. It's pretty much -- you take the baseline of the building, put it in the Meridian City Council Special Workshop Meeting February 12, 2008 Page 6 of 34 computer model, you have all your environments and different calculations and it tells you how your building is performing with the systems in place. So, if you go to the tally sheet, toward the bottom there you have the energy and atmosphere credit one. Right now we are sitting at just about -- just over 21 percent, so we will get four points for that category. So, that will give you a rundown of where we are sitting there. John touched on the next bullet item here, commissioning kickoff. We have had some meetings with Hiri International.. We have got a -- I don't have tons of these to pass out, but Ican -- you can pass that around and peruse through it. That's a booklet that we pass out to all the contractors. Pretty much goes through the processes of commissioning the documentation end and, then, some policies, procedures, different stuff to help all the subs come through and do their end and follow the LEED guidelines. Everything from documentation on equipment going in the building, we have to document serial numbers, model numbers, start-up procedures, all the way through the indoor air quality management plan. Didn't really touch on that a whole lot, but just on everything from duct work, we have the duct work that's installed., it has plastic covering it, making sure that's in place for the moisture control. Another hot item right now is VOC tracking. I'm putting together a list of sealants, adhesive, glues, everything that comes together inside the building, we have to track all that and make sure it doesn't exceed a certain volume of EOCs. So, that's -- that goes into the commissioning aspect. The next item on the bulleted list is the sheetrock and recycling. That's kind of a stumbling block we are in right now. We were counting on local sources for disposal of sheetrock and we have kind of come up dry on that. The outfits that were recycling are not doing it now. It didn't take off like they thought it would. So, we are looking at out of state locations that do collect sheetrock, grind it up, and use it for remanufacturing of new sheetrock. So, we are exploring that pretty hot and heavy right now. I have got a few leads, talked to a few reps from different companies that actually do that process. So, we are working on that. And., then, last, but not least, we have got a table there of our different bins that we have to date. Metal, plastic, cardboard., wood., sheetrock and then general trash. With our dumps that we have had to date -- and this is by yards, so it's not our end tally, we do that by weight, but for comparison purposes we are doing it by volume. So, kind of gives you a feel of we are exceeding our 50 percent, but without the sheetrock end of it we are going to be pushing to get that 75 percent. So, that's why we are hitting hard on that one right now. So, with that, going a million miles an hour here, any questions you have on the LEED end? Bird: Mr. President? Rountree: Mr. Bird. Bird.: On the sheetrock, do you have to be a licensed place to take it to get it -- what do they do, just grind it up, Adam? Johnson: Yeah. They -- talking to -- actually, going a round about way, I talked to the folks at Zamzows that actually sell it for soil additive and talking to the guy that knows calcium on the molecular level, he told me that it's like concrete, once you place it, hydrate it, you can't grind it up and rewet it and put it down again, it just doesn't work. Meridian City Council Special Workshop Meeting February 12, 2008 'Page 7 of 34 Same with gypsum. If you process it, produce it, cook it, do the stuff -- you can grind it up, chemically it's the same, it's all there, but when you try to put it in the soil as an additive, it doesn't have the products and won't release the nutritional value, so to speak, of their goal. So, that's why that kind of went belly up. Bird: So, you do have to have a regular plant, you just can't take it somewhere and have it ground up and -- Johnson: Correct. Bird: -- and do it. Johnson: And these outfits in Firth -- Fife. Sorry. And, then, there is outfits in Ontario, Canada, that actually grind it up sell it back to USG and other manufacturers for their recycle content. So, also avenues in Las Vegas and in Salt Lake City. Bird: You say Fife, Washington? Johnson: Correct. Yeah. So, trying to see trucking and, then, they can only take so much, because USG only takes so much from them and stuff like that. So, just exploring all those avenues and find out what's going to be the best way to dispose of that. Bird: Good. Johnson.: The ceiling file is going to be another one here that will add up, too, that we will eventually get a sheetrock bin on -- or not a sheetrock bin, acoustical ceiling the bin. That will be for just that and that -- we were talking to the supplier today, that's mainly composed right now of newspaper on manufacturing. So, we will track that. We can possibly ship that directly to the manufacturer who will use it in their manufacturing and they are in -- so, anyway, we are looking into that, too. So, that's next on the radar. Bird: We probably won't have too much ceiling tile, though -- excess, because those are kind of in two by -- didn't we go two by four sections and, then, you're going to have some corners where you cut and stuff like that, but -- Johnson: Some radiuses and stuff like that. Bird: Hopefully, we can get to a point where we are two by two, we just cut it in half, but --okay. That's good.. Johnson: And we have got suppliers on board, too, that are the -- the contractors. American Wall has been -- in talking to them about how much we are anticipating scape-wise, they are shooting for a pretty high number of use and rather than scrap out and so we might not have as much scrap as we thought, but we still need to tally what we have and keep track of that. Meridian City Council Special Workshop Meeting February 12, 2008 Page 8 of 34 Bird: It won't be anything like sheetrock. Johnson: Yeah. So -- Bird: Thank you, guys. Johnson: Yeah. Also, with the -- trying to work the angle, too, of going back towards the pre-consumer, post-consumer recycling, so that's another point that we are going to shoot for. Also, possibly we have just been kicking around an innovations design credit for working with Ideal Demolition, who did the demo on the site. He was looking to pick up where the sheetrock companies -- sheetrock recyclers failed and working with him and try to incorporate a new recycling program through him and if we can do that and show USCBC that, hey, you know, we got -- help somebody kick start here with a new company and try that angle, too. So, we are digging into this one deep. Rountree: That's great. Any further questions? Bird: No. Thank you.. Rountree: I have a question. Just off the top of your head are you inclined to be optimistic about success on the silver Leeds or are you -- you're working hard and -- Johnson: We are shooting hard for it. It's in my radar. Just trying to see -- like digging into this point and making sure we insure we keep it. Sometimes they are like -- people will say, well, why aren't you focusing on other points. Well, this one's important and just like all the rest, we are just going to keep on plugging and chugging and shoot for the best, so -- Rountree: Very good. Anybody else? Johnson: And turn it over to Tom and he's going to run through -- Tom: Good evening, Council. On the financial side, we are currently -- the February billing's been submitted and approved. It's 54 percent to date on ongoing work in phase two and three. The shell and the interior improvements. Under section four is the updated budget for your book. Currently, the construction cost is 20.4 million. That includes the 2.2 million allotted for the plaza. That won't be finalized until the rebid of the concrete, the water features, and the plaza and the re-pricing of the changes that were made to accommodate the parking and the space allocation out there on the plaza. The drawing for the plaza have been completed and are in the review process. They should be issued for our review next week. Any questions financially or - change- wise? Thank you. Meridian City Council Special Workshop Meeting February 12, 2008 Page 9 of 34 Bennett: That, I believe, concludes our presentation. There was one question that had come up earlier on status of the stone for the exterior of the building. It's all in town now. It's sitting in Masonry Center's yard. So, that's ready to go. Bird: It's at Masonry Center? Bennett: Uh-huh. It's stored there. Bird: Okay. Rountree: Very good. Bennett: Thank you very much. Rountree: Thank you. Bird: Thank you, Gene. (b) Kuna Growth Boundary -Anna Canning. (c) Eagle Growth Boundary -Anna Canning. (d) Update on Area of Impact Request with Ada County -Pete Friedman. Rountree: It's looking good. Next item on the agenda is our discussion of -- and updating on the Kuna growth boundary, Eagle growth boundary, update of area impact request and., Pete and Anna take it away. Canning: President Rountree, Members of the Council, there is a few -- there is several items on the agenda that kind of we can talk about all in one fell swoop. Those are the Kuna growth boundary, the Eagle growth boundary, and an update on the area of impact request with Ada County. The latter kind of relates to both those boundaries. thought I'd started off by going -- just briefly talking about this map that was provided to you. The area that's shown as gray is our current Comprehensive Plan plan boundary. The areas north of Chinden and west of McDermott are not in our current area of city impact as recognized by Ada County. That is in the north Meridian area of city impact request that they have not yet acted on from 2003. The recent amendment we made for area A, likewise we haven't even submitted to them yet, because we know they won't act on it. And., then, as you go down south -- I'm trying to make this whole conversation very vague down south, because you actually have a Comprehensive Plan coming up before you, so I'm trying to just talk boundaries down there. But the area designated as B, we are proposing that that remain in the county, but that it be identified as, basically, a referral area for the city. The area C we are proposing to add to our Comprehensive Plan, as well as area D. The area E that's shown, some of that you can tell north of Columbia overlaps with our existing Comp Plan, but portions of that have been annexed, so we are proposing to remove that. So, that's the -- the really vague discussion about our proposed boundary, but it -- I think the larger question is what's Meridian City Council Special Workshop Meeting February 12, 2008 Page 10 of 34 happening policy-wise with regard to those. We -- I have had a little conversation going back up north to area A. Had a little conversation with Nichol Baird Spencer, who is the comprehensive planner for the city of Eagle, asked her if she had any feel for what was going to happen there. Eagle, for -- shortly after we adopted that area into our Comp Plan, the next few meetings Eagle expressed disdain about us incorporating that area into our Comprehensive Plan and that came from Mayor Merrill, then, mayor elect Phil Bandy, and also from staff at some Blueprint meetings. So, it's clear they weren't very happy with it. But Mayor Bandy was not mayor yet and Nichol Baird Spencer thought it would be worth having the councils talk to one another to kind of reestablish where they are. Particularly because the Council is such a different makeup in Eagle these days. So, as staff we have not done anything., but Council -- a joint council meeting may be beneficial for that area up north. With regard to the boundary down south, that was a -- kind of a negotiated boundary with Mayor Dowdy -- is that the right name? Yeah. Mayor Dowdy and .their planning director, and, then, President Rountree was representing the Gity of Meridian and Pete and I were there and it's an adjustment of what the south Meridian planning boundary originally was, but we felt -- we felt that the City of Meridian was able to keep the properties that were important to them and we excluded some of the ones that the city of Kuna had already annexed. So, we think it's a pretty good compromise and there seemed to be support for it at that meeting. But it hasn't -- you know, Council hasn't yet adopted the boundary and their council has not taken any action on the boundary to my knowledge. Borton: Mr. President? Rountree: Joe. Borton: So, this -- this is the map that represents what Kuna is in agreement with? Canning: Yes. Borton: Lake Hazel over to Meridian, south to Columbia and over? Canning: Yes. Now, they expressed agreement with these as lines for planning boundaries. There was not a commitment made that they wouldn't annex over them, but -- but there wasn't a statement that they would either. So, it was kind of unsaid either way. Borton: Okay. Rountree: Just a point to that, Mr. Borton. The discussion was a result of Commissioner Tillman's offer to -- if everybody would sit at the table and put lines on a map, at least agree to where they are going to do the planning and not necessarily make an agreement or come to an agreement of what you're going to do, but just generally agree that Meridian would plan in this area and Kuna will plan in this area, recognizing that there may be areas within these non-gray zones, if you will, that we will have to sit down and discuss in the future, depending on what comes before us or Meridian City Council Special Workshop Meeting February 12, 2008 Page 11 of 34 comes before Kuna in the south and we already know that the residents and owners in the area north want to be part of Meridian, so we don't have that sticking point there, other than Eagle doesn't necessarily want to see that go out of their impact area. But we haven't come to any agreements. There hasn't been any public input at this point on this. It was strictly a meeting to see if we could have general agreement amongst the cities that we recognize these are legitimate areas to do planning in and we are not going to spend money, just plan out of them, and they aren't necessarily going to spend monies to likewise plan out of those areas. So, we will see where they go from here, if we ultimately get some kind of joint powers agreements or process agreements on how we will incorporate these into our various impact areas might yet come. Canning: Correct. And., actually, the steering committee will take an action on the draft area of city impact process that the cities and the county have been working on. We will take action on that on Thursday and it should be presented to the Blueprint consortium on Friday. The cities -- there is a statement in there that the cities, once they have a 20 year boundary, agree that they won't annex outside that area of city impact, unless they negotiate it with the adjoining city. Similar to our relationship with Boise city where we sit down and figure, well, that property probably needs to sewer that way and this one needs to sewer this way. That was the idea. County staff is kind of squawking that perhaps there should be something much more rigid than that within the area of city impact, that the city, you know, pass a resolution stating that they refuse -- that they will never annex beyond that. And I, basically, said., well, that's not the way we are taking it forward:, so -- and I don't think that the Blueprint steering committee agrees with that. But it may become an issue at the consortium, maybe another -- it may result in the county not supporting the draft process yet again. This is the third time we have brought it to the consortium, so -- that's the update on all those boundaries, as well as that boundary process. And, then, I think Pete's prepared to talk about our actual physical requests into Ada County right now and what we haven't requested as well. Rountree: Any other questions of Anna? Bird.: I have none. Borton: No. Rountree: Pete, take it away. Friedman: Okay. Thank you, Council President Rountree, Council Members. This really is going to overlap quite a bit with what Anna was talking about. We initially made our request to Ada County for the expansion of the north Meridian impact area between three and four years ago, back in 2000 -- and that was the area north of Chinden. Back in August of 2006. We, then, went to the county and requested that that request be amended to include the four square miles to the west of McDermott Road. We had a long checklist of information that they required, which Matt diligently prepared and followed and submitted that was in actually August of '06. Also, in January, February of '07, we received a letter from county staff asking for some more information. We pulled Meridian City Council Special Workshop Meeting February 12, 2008 Page 12 of 34 that information together and submitted it to them and indicated in our correspondence that time's gone on, we should have as much information as you need and we look forward to your favorable consideration on moving this forward. No action was forthcoming, so that in July of last year the Mayor, myself, Ted and Anna and I met with Commissioner Woods and county staff and at that time Commissioner Woods indicated that no more information would be requested from the city, they had adequate information. Everything we have provided gave them enough at least factual material for consideration. However, they still maintained a concern over our apparent overlap with the Eagle area of impact north of Chinden and strongly encouraged us to get together with the city of Eagle and, in fact, indicated that one of the criteria that they would be judging our area of impact expansion request on would be the evidence by both the City of Eagle and the City of Star, whom we overlap with in that area, that their agreement that they would recognize the City of Meridian's Comprehensive Plan in that area. We were successful in getting a letter from Mayor Mitchell agreeing to that, both for the overlap area along Chinden, as well as an indication that the City of Star really didn't have an inclination to expand to the south into the four square miles west of McDermott. But as Anna indicated, we are still at somewhat of a stand still based on -- better word than I was going to use -- based on the area north of Chinden Boulevard. So, at that point Commissioner Woods, speaking on behalf of himself and not the full commission, indicated that, actually, things probably wouldn't proceed until we had some clearer indication from -- of agreement from the City of Eagle. So, we are at a stand still. We really need to -- I think as Anna indicated, maybe seek -- seek out Eagle, see if there is an opportunity for the councils and the mayors to get together and discussion this issue, so we can at least, A, move that forward with the county or come back and regroup amongst yourselves and talk about how we might want to proceed in the alternative to the county not either acting on our request or possibly denying our request. Also during that period of time we, as you know, had other planning activities occurring. We have adopted the Ten Mile plan, which is an amendment to our existing Comprehensive Plan and even though it's within our existing impact area under our Title 9 agreements, we are supposed to get the county to kind of bless that. We also have the southeast Meridian Comprehensive Plan amendment that was approved well over a year ago. We have not submitted that, because we wanted to see some movement on these other areas of impact. There is a lot of staff work that goes into that. And, hopefully, we will now have -- upon your consideration, an action of the south Meridian plan amendment. So, you know, we are filling up the cue with Comprehensive Plan amendments and areas of impact amendments that we want to move forward to the county, but this is all intertwined also with this area of impact modification process that's being considered through Blueprint -- through the Blueprint process. So, I guess to put it succinctly, really, nothing has moved on the area of impact request before the county and we are just cueing up other ones to get through the system. Rountree: Comment? Questions? I know we have comments. Borton: Not at this time. Bird: We don't have enough time. Meridian City Council Special Workshop Meeting February 12, 2008 Page 13 of 34 Rountree: Thank you, Pete. I just have to ask this question. I assume the other entities in the county are seeing the same sort of thing; we are not the only ones that are seeing these kinds of delays. Friedman: I'm not familiar. with what's going on with some of the other cities. As you know, a couple of the really big efforts that were going on out there with the City of Eagle, which is preparing -- has prepared and adopted their north foothills plan. They had requested -- it's my understanding that they met with the county a few months ago and formally opened negotiations and the county said, well, we are going to wait until you completed and adopt your plan for consideration of that request and I don't know where that's gone or where that stands. I also don't know -- Kuna has had one in. I don't know the status of that, but Kuna is also at least in the process of moving forward with a major Comprehensive Plan update also.. The county may very well have put that one on hold also. I -- they have. Rountree: Thank you. If there are no further questions, thank you for the update. (e) ACHD ULI Report and Growth Alliance -Joe Borton. Rountree: Next item. Mr. Borton. ACHD. Borton: Thank you, Mr. President. Rountree: ULI report and growth alliance. Borton: On Thursday I will be going with -- I think Anna and Pete both will be going as well -- to the third installment of the growth alliance and we have all been provided memorandum of understanding., nonbinding, to review, take a look at -- I think it's on the agenda today to get anyone's comments that they'd like us to convey at this meeting Thursday. We have also been provided -- I think we have all got a copy of it, that Matt Stoll provided very generally a red line version of Compass's formation and obligations and how those at many points overlap with the proposed consortium that's intended with this memorandum of understanding, nonbinding document. So, with that in mind, it's on the agenda for any comments, questions, if we have got a chance to look it over, please, let us know your thoughts. Rountree: Anna? Canning.: President Rountree, Councilmember Borton, if you could let us have a copy of that Compass one., we haven't seen that one. And I'm not sure if -- Pete has copies of the Boise City's letters, response to it, if Council has not received that and just as a -- think the letter from Boise City summarized staffs feelings about the MOU quite adequately, so I think we were in agreement on that. Borton: I think we have got the city letter. Meridian City Council Special Workshop Meeting February 12, 2008 Page 14 of 34 Rountree: I have got one. Keith didn't have one. He can have mine. I have read it. Have we found another copy of the memorandum --? Bird: She can have mine, as far as I'm concerned. Rountree: Okay. Keith's going to donate his, Anna. This has got Matt's comments in it. Borton: Okay. Canning: Thank you. Rountree: There you go. I just wanted -- yeah, Ijust -- I haven't seen the red line version. Just wanted to point out that that's a public meeting. Anybody who is interested to hear what's going on certainly can show up. What time is that again, Anna? Friedman: That will be at -- Borton: 1:30. Friedman; -- 1:30. Bird.: The 14th. Rountree: On the 14th at ACHD conference room? Friedman: That's correct. Rountree: Okay. Any comments at this point in time? We will -- if you have some, get them back to Anna and Pete and let Councilman Borton know as well, so he goes in fore armed, if he need be. Thank you. (fl Parks Department Status /Update Report 1 -Tree Replacement Program 2 -Field Usage Scheduling 3 - MPAL /Heroes Partnership Update 4 -Heritage Ball Field Agreement Update 5 -Meridian Youth Baseball Update 6 -Champion Park Restitution Update 7 -Splash Pad Solution Update 8 - Kiwanis Shelter Update 9 -Concessions Rental Ordinance 10 - 8th Street Bridge Update 11 -Public Input Survey & Community Presentations Meridian City Council Special Workshop Meeting February 12, 2008 Page 15 of 34 Rountree: Next item on the agenda is the parks department status and update report and I have asked our new director to kind of shorten this item up a little bit for the sake of time and I gave him the option to pick and choose what he wanted to talk about, so -- Siddoway: All right. Rountree: Have a go at it, Steve. Siddoway: Elroy, would you go to the next slide, please. That first slide was just to show all the -- the current group and it's been a -- been quite a winter for snow -- for removal and the crews have done a great job. Someone had asked that the downtown trees and streetscape item be -- be added to the agenda. So I have put together a summary of the research I have done and if there is additional information that you would want, just let me know and I can go back and get that. In the existing streetscape downtown there are 92 existing tree box locations, 32 of which have been already replaced or are new that were put in with the Farmers and Merchants Bank building. So, there are 60 remaining for replacement today and I know there was some interest in knowing what would it cost to just get them all replaced at about 5,000 dollars, that's about a 300,000 dollar project to replace the 60 remaining tree boxes. But to me that's not the full story, because the existing tree locations are not necessarily in the correct places per the new streetscape policies or standards that were adopted by MDC. In that -- that new streetscape area is defined as the area between Carlton on the north to .Ada on the south and, then, Meridian Road to East 3rd. I have been meeting with Shaun Wardle and coordinating with him. In that area there are 88 block faces and all tolled with the new streetscape would contain a total of 870 tree boxes. We have been looking into the maintenance cost implications of those once they are all completely done. We -- we -- he gave us a five year plan, just threw a number out of trying to have 30 block faces done and talking wifh landscape companies we have come up with a 175,0.0 dollar a year maintenance for -- for maintaining 30 of those block faces. Questions on that before I move on? Next slide, please. There were specific questions about the City Hall tree replacement. There are some photos up top of what's right out front. That project is on hold. There are questions about what's going to be happening with this block with the redevelopment, will it be a parking structure, will it be something else. It doesn't make a lot of sense to put money into replacing the tree boxes that are out there. I have asked Elroy to look into grinding the concrete trouble spots as an interim fix and see what we can do to at least soften some of those edges as an interim safety improvement. I don't know if you have specific comments or questions on that or whether that's a good move, a bad move, but that's the -- that's the current direction that we are headed based on the fact that this block is in flux in terms what its future is. There will be some replacements in '08, but as we fire up the irrigation system and see where the -- the problems and leaks are, they will be prioritized, so I don't know exactly where those are right now, with the exception of one project, which I will show you in a moment. In talking to MDC we know that H&H block is their next big focus. They have their project that's out right now for -- for proposals and we are looking into the possibility with them of changing over the existing irrigation system in downtown from Meridian City Council Special Workshop Meeting February 12, 2008 Page 16 of 34 potable water, which it is currently to all the trees, to irrigation water. There is -- we do have access to an irrigation ditch in Centennial Park, which is part of that -- right next to the H&H block where they are going to be redeveloping. MDC has told us that they are interested in bringing new trash cans and benches throughout downtown this year and we are talking with them about that. Next slide. We do have one -- a project that is coming up real soon and that is right across the street here at -- right in front of the Old Town library. The plan set is -- is near complete. The license agreement with ACHD is underway. We are coordinating with the library and MDC on potential cost sharing solutions. It's planned to go to bid and under construction this spring. That section will be built to the new streetscape standards, including not only the trees and the lighting, but flower pots and things we see there. The cost estimate for that is just over 30,000 dollars total. Any questions? That's it for my streetscape presentation, so -- Rountree: Okay. Questions for Steve? Bird: I have none. Siddoway: Okay. Next slide. We are working on an idea for a field use scheduling. This would be for all the ball fields in the park. One of the -- the problem we are trying to address is that several areas have received over use, wear and tear, damage to the turf. There are no rest periods that are scheduled. Other areas are maybe under- utilized; we just don't have a real handle on what the use is. The reason is we only in the past have required scheduling for games, but not for practices, so we don't know what all the practices are. By scheduling those fields we hope to be able to manage the turf intelligently, know what's happening in the parks when and where and allow us to monitor what's going on and make adjustments. Next slide, please. How would we do it? Well, the first thought was if we just ask people to schedule, then, they may not be reasonable and just block out as much time as they want without -- because there is no incentive not to. So, the first thought was we do -- we do use a ten dollar an hour reservation fee right for games. That's already an approved fee.. But what we thought of was allowing under 1.B volunteer hours to cover the practice reservation. So, for example, if you have a 20 person team, you do a one hour service project in a park, you then get 20 hours of practice time. We felt that that would encourage volunteer hours and community service, but in talking with organizations since coming up with this idea, we have heard about some of the inequities that this creates on their side, because they have teams that are using some of our fields, some of the school district fields, some other fields, and, then, they have teams that some have to pay to play or do volunteer hours to play and some don't. So, our option -- the option two would be to just ask them to schedule the practices with us, but charge no fee. This is similar to the process that the school district currently uses. And., then, we come back and consider using fees and/or volunteer hours in the future as the demand for the space increases and we start seeing conflicts. Right now we do not anticipate conflicts of organizations wanting the same fields at the same time. Any questions or input on how -- right now my intent would be to move toward option two, but I'd just like to know if anyone feels otherwise. Borton: Mr. President? Meridian City Council Special Workshop Meeting February 12, 2008 Page 17 of 34 Rountree: Mr. Borton. Borton: I agree, Steve. Option two. I would want to start -- surely not charge them, even -- or trying volunteers. I'll tell you. See if scheduling causes any problems. Siddoway: Well, that's where we will start and we will just ask them to work with us to schedule and see if we start running into conflicts. But right now we are not anticipating any. Next slide., please. Okay. The third item -- I'm going to skip over this, because the MPAL agreement in Heroes Park is -- will be discussed later. So, next slide. Just real quickly, the Heritage Middle School agreement. I know that there have been some questions as to where that's at. We have been working with the school district and it's nearing completion. We have ironed out issues over the last few weeks regarding scheduling, supervision, priority use. The main outstanding issue is regarding the reimbursement amount. They have requested 280,000. I have a meeting with them this week to discuss that and we will be coming back to you with a proposed agreement and they may just have to make their case to Council. I believe the right number is somewhere between the -- based on what's been budgeted and the research I have been doing, it's -- it may be somewhere between the 200,000, which were specifically for the light standards, and the 280 that they are requesting. We are still digging into what that number is really for and we will -- Rountree: Dig hard.. Bird.: We will have a real discussion when it comes forward. Siddoway: Okay. Bird: You haven't heard the end of it from me, nor has the public. Rountree: So, that's an item you will be scheduling? Siddoway: Right. We will -- after we meet with the school district, then, we will be bringing forward the actual agreement forward to Council. I just wanted you to know that it was coming. Rountree: Mr. Borton. Borton: I think in prior discussions that I have heard on this topic it would be helpful to see of each item that comprises the 280, the element that created the cost and, then, the agency or entity that -- Siddoway: That was responsible. Borton: -- was responsible or requesting it. Meridian City Council Special Workshop Meeting February 12, 2008 Page 18 of 34 Siddoway: Yeah.. And that's exactly where we are going with this next meeting. Borton: Okay. Siddoway: So, we will try and bring that back to you that way. Next slide. Meridian Youth Baseball complex. We have been trying for several months to get final numbers out of McAlvain and MYB. Trace was out of town for the better part of a couple months over the holidays, but is back now. We do -- we have -- we received numbers from him last week and we are using those numbers that we got from him last week to put together a summary of the close-out for you. One thing I wanted to let you know, I was told that in December that the idea of a sign in Seftlers Park had come before Council and that the idea of the putting a sign that honors the 14 year olds that went to the World Championship last year had been discussed, that it would be nice to bring back the design to you. The only change I'm expecting at this point is we are required to put the trademark logo with the Babe Ruth Baseball symbol and that will be -- that will be added. Bird: What are you adding on this, five hours at 45 dollars come to $22.50? Siddoway: Yeah. Idon't -- it's 25 hours..5. Bird..: .,5. I'm sorry. Okay. Rountree: Not bad math when you -- Bird: I was going to say, holy cow that was pretty good. I want that guy to make out some of my bills. Siddoway: That's for just a sign. There will be some additional costs for the frame and plexi-glass and things that will go around it. But the intent is to put this on the large concessions building that's part of the MYB complex. So, we are researching the -- you know, the final cost and any outstanding change orders and all the donations. So far we have documented over a million dollars in donations to this project, which is pretty phenomenal. I want to bring the whole story to you at once. Just wanted you to know that we have been working on that. Rountree: Very good. Bird: When you -- if you're going to put this -- cover this with -- make sure it's lex and not regular plexi-glass and if you would get me the size, I'll see if I can't get it donated. Is it 18 by 24? Siddoway: I think that's the -- Bird: Whatever you come up with let me know, I'll see if I can't get it donated.. Meridian City Council Special Workshop Meeting February 12, 2008 Page 19 of 34 Siddoway: I know John Nesmith has been working directly with them and 18 by 24 is the size that I have seen. I know Elroy's wondered if it should not be bigger, but I think that's the size. Bird: So, let me know and we will get some lex. Siddoway: Great. We will coordinate with you on that. Okay. Next, please. The Council had asked that I bring back an update on the restitution for Champion Park. have here a letter that I want to share with you from Cody Villafuerte that was the youth involved in the -- the vandalism and this just came in last week. I won't read the whole thing into the record, but it does express his regret for his actions. It talks about lessons learned and asks for forgiveness of what he has done. The court has set the restitution amount at 4,209 dollars. The family's working on a payment plan with the court right now. The previous court date that I had planned to attend in January was canceled.. The new date is this Friday, but there is a new prosecutor involved. It's unclear whether I will be able to attend that hearing. But, .regardless, I know the Council wanted me to bring back an update as to where that is. We do know what the total amount of restitution is; we just don't know what the monthly payments will be at this point. Any questions? Rountree: No. Siddoway: Okay. Next slide. Splash pad is very much on our minds these days trying to get geared up for the coming summer season. We have been researching solutions and we got Len Grady here in the audience, who we have been coordinating with from Public Works. Our first option and preferred option is the use of ultraviolet disinfection, a UV system. It provides constant disinfection of the splash pad. It's a familiar technology and one that's used at the wastewater treatment plant and we have people on Meridian staff that know the system. It may require a water softener due to hardness. We are looking into that. We do intend to institute weekly super chlorination of the reservoir and continue weekly draining and refilling of the tank during its use. We expect that the cost of implementing the solution would be under 20,000 dollars. Next, please. The Mayor's asked us to look into option two from Adamant Technology that's a boron coated diamond treatment system that she found at a conference that she had gone to. We have been looking at it and requesting information. It's not in widespread use in the U.S. right now. There are two test sites in the U.S. It's more widely used in Europe. They are looking for more test sites. It appears to be a promising technology, but currently it's unproven against cryptosporidium from all of the data that we can find. The Third option, which is how city of Eagle does their -- one of their splash pads, is fresh water connection. No additional treatment required, but a lot of water usage, three to six million gallons per year. One thing that we found in -- in Washington was a freshwater connection, this option 3.B that reuses the waste as irrigation. But you still have to implement the UV if the water's, then, treated after it's used. It goes to irrigation. And we could do that. It would do less -- you know, require less pumping from our groundwater well for irrigation, which we do. Those are the -- and there are some other fringe solutions, but these are the main solutions that have been on our Meridian City Council Special Workshop Meeting February 12, 2008 ' Page 20 of 34 radar. Right now our direction is toward option one, which is the UV system and I just look to you for -- if you think we are on the right track. Rountree: I think you're seeing the heads all nod approval. Siddoway: Okay. Bird.: Has Len got anything to add to this or -- what does he think? Because I vote with the rest of them, I think that's the best way to go. Grady: Mr. President, Councilman Bird, we have been working closely with the parks department. We think option one is viable. We have put in several criteria for a fairly stringent sampling., just to make sure we don't miss anything. So, we are definitely on board. Bird: I'm for going forward, President, if everybody else is. Rountree: Yeah. I think you have got concurrence to move forward with option one. Siddoway: Okay. Thank you. Next slide, please. The sampling that Len just mentioned, these are other things that we are looking at. We have confirmed that there is a gap between city water and the splash pad system. We are looking at implementing some splash pad signage, a new standard operating procedures manual that will go with this, making sure we are reducing overspray from the irrigation system. Last week we sent four staff to aquatic facilities operating training, pool school as it is affectionately known. We will be doing full crypto tests before and after the season start up and, then, daily water samples until we have enough data to confirm safe operation, so -- the slide, please. Quick update on the Kiwanis shelter. It's been planned., I guess, for a long time to do a log shelter in Kiwanis Park. There has been ongoing coordination with the Kiwanis Club. Some concerns have arisen with the proposed shelter regarding liability. Originally this was -- my vision was to build this with volunteers, but could we do -- and how would we address the liability issues for that. Also, the quality of logs, since they have just been harvested recently, looking at moisture content and shrinkage, things like that. We are researching solutions. One is to have Kiwanis provide the logs, but to have a licensed contractor install it at a cost of about 15 to 20 thousand. We still have the concerns with that of the -- the moisture content and shrinkage that may occur. So, we are also looking into a professional supply -- have a professional supply certified logs and construct the shelter and our cost we have been looking at for that are around 31,000. I don't know if you have any specific comments for direction for me on this, but we are investigating both right now. Bird: Mr. President? Rountree.: Mr. Bird. Meridian City Council Special Workshop Meeting February 12, 2008 Page 21 of 34 Bird: I like number two for the simple fact is that Kiwanis want to donate some money, but by having the same -- the supplier do the installation, you get a much better warranty guarantee on it and you're a hundred percent right, we have got to make sure that they are dry logs or after one year when it starts drying out you get the prettiest crooked shelter you have ever seen. So, I would be -- my -- would be to go after that number two and get the whole thing so it's all warranty, because the same guy that installed, he likes to supply it, too. Siddoway: Okay. Rountree.: Mr. Borton. Borton: Mr. President., I agree if there is some other way -- if they have got -- and I think they do have some logs already intended for this -- Siddoway: They do. They brought logs down late last fall and have been in the process of trying to straighten their -- you know, they are bowed and straighten and debark and trying to get them ready for installation. But they do have -- there are concerns about that. Bird: The Kiwanis have already got logs on the site? Siddoway: They have them in town. Not on site at the park. But they don't have all the logs yet, but -- they have all the main logs, just not all the logs for the roof structure. Rountree.: I concur as well that option two -- or the second one is the way to go and maybe the Kiwanis can have a firewood sale to defray some of the cost. Bird: I got a good chainsaw that they can use to cut it up. Siddoway: Kiwanis has, you know, provided good value in the park in the form of upgrading and -- Rountree: Yes, they have. Siddoway: -- things that they have done already, all the utility work and things. In this one instance it may make sense to go a different direction. So, I will take your direction and move forward.. Next, please. We are getting interest in renting the concessions building in Settlers Park. It's my understanding it was always built with that intent in mind, especially during tournaments that occur. So, we have initiated discussions with legal and plan to work with them to draft an ordinance. There has also been interest in renting the movie screen. So, we are just -- this isn't yet developed. I just wanted you to know and -- if you had any initial thoughts or directions whether you thought we shouldn't do any of this, but we intend to look into what a rental agreement might look like and start working with legal counsel on that. Meridian City Council Special Workshop Meeting February 12, 2008 Page 22 of 34 Borton: Mr. President? Rountree: Mr. Borton. Gorton: On the second item, renting the movie screen, my first question is if Cable One who provided it or anybody else does anything like that, I would be opposed to that. It's -- I don't think we would need to be competing with anybody for that service and I'm thinking one in particular would be pretty upset. Siddoway: Oh, if they provide those -- Borton: If they rent screens inflatable like that in any form or fashion -- Siddoway: Yeah. Borton: -- that clearly wouldn't be something you would want to do. Siddoway: You know, just initial thinking, we wouldn't -- we wouldn't just rent out the movie screen itself, we would have to come with a park staff and they would have to pay for that. So, it's not going to be a cheap thing in the end... I know even the chamber of Commerce may have some interest in it, whether or not it's just a private homeowners association, there is other things -- other arrangements we need to think through that may want to use the movie screen. But it's something that's just come up recently, so -- Borton: Same concern. I guess park staff and -- the more we provide the greater the concern. Siddoway: Uh-huh. Nary: Mr. President? Rountree: Go ahead, Bill. Nary: Mr. President, Members of the Council, in addition to that, we did get some criticism last year from other business owners from movie theaters that we were detracting from their business. So, you probably are going to want to consider that if you are going to rent that out, so it would be more of an impact to the other movie businesses in the valley, in the area. They are probably going to have concerns about that as well. So, just something to think about. Siddoway: Okay. Bird: Mr. President. Rountree: Very good.. Mr. Bird. Meridian City Council Special Workshop Meeting February 12, 2008 Page 23 of 34 Bird: On the first -- and I agree with Joe on that. If somebody else rents it, let's stay out of the rental business. On the first item., the renting of the concession stands, I think that's a great idea. Of course, we need to really make sure that we get a good concessionaire in there that will do it and not only -- I think you can run it not only at tournament games or anything else, but throughout the summer and stuff and so I think we --and it would be a little income for us, we get a little percent of it and -- Siddoway: We are looking into a trial arrangement this year in the absence of the ordinance. PAL flag football is interested in renting it right now. So, we are looking at -- we have looked into the permits and we are -- knowing that this is going to continue coming up, we are thinking that the -- looking into an actual ordinance is the way to go. Bird: Mr. President? Rountree: Mr.6ird. Bird: I would prefer you get a professional concessionaire. It's nice to have volunteers and stuff, but I'm telling you, you're dealing with the public, there are a lot of licenses that you got to have, and you got to keep the food at a certain degree. You got to do this., you got to do that. I would prefer a professional somebody that has some knowledge of concession stands myself. Siddoway: Well, anyone we use we'd require that they have the license, which comes with required training from Central District Health, so I -- Bird: But I have served -- I have served a lot of food as volunteers. Siddoway: Okay. Bird: Okay. Rountree: Just be mindful. Siddoway: Okay. Next, please. 8th Street pedestrian crossing.. There has been a lot of interest in knowing where this is at. We had a meeting last fall with Nampa-Meridian where they said that they would not accept a bridge over the Five Mile Creek at the 8th Street Park location, but that they would allow a culvert if it came with a license agreement. So, we have been looking at that and have gone into the next stage, which would ask the question, you know, can we meet the required no rise. That flood plain analysis was completed last week. It did meet the no rise requirements and that has just been submitted to Public Works and Kyle Radek, who is the flood plain administrator for the city. Our next steps will be to take those results to Nampa-Meridian, make sure that they are still on board with the culvert, show them that we have met the no rise requirements and, then., we would need to get a Corps of Engineers 404 permit, which Meridian City Council Special Workshop Meeting February 12, 2008 Page 24 of 34 ' could take a couple months to secure that. Once we have that permit in hand it will be - - then, we can go out to -- to bid for the crossing. Any questions? Rountree: I have none. Bird.: ~I have none. Rountree: About out of time. Siddoway: All right. I have two minutes and 49 seconds. Next, please. Just wanted you to know that we are going out -- reaching out to the public and trying to gauge public input for the parks and recreation. We released a survey in conjunction with the State of the City address last week. There is a link to it on the city website and we are starting this week to try and promote it citywide, but encourage you to all take the survey and to let others that you know about it as well. In conjunction with the Parks and Rec Commission we have also been working on a PowerPoint presentation that tells the story of parks and recreation in the City of Meridian. It will be used this year as public outreach, going out to service organizations, et cetera. If the Council would like we could actually make the presentation to you as well at some point. But I wanted to make sure that you knew that we were working on that. It will be -- we are taking a draft of it to the Parks and Rec Commission tomorrow night. Rountree: Very good. We'd like to see it Siddoway: Okay. I'll get it on one of your agendas. Last slide, please. There are other ideas that are brewing out there. The Boys and Girls Club, we have met with them, talking with them, wanted you to know that as they are moving that we definitely have not only interest, but a need for space for activity for recreation program activities. So, we would very much like to look at use of that space when they move into their new space.. Also, interested in engaging the commission in discussions about neighborhood parks, new signage standards, and some direction on future partnerships. So, it's been a full three weeks. Thank you for your time. Rountree: Thank you for the updates. Appreciate that. Any additional questions for Steve or Elroy? Bird.: I have none. Gorton: Not at this time. Rountree: Thank you. Siddoway: Thank you. Meridian City Council Special Workshop Meeting February 12, 2008 Page 25 of 34 (g) Discussion of the Draft 2009-2013 Five Year Work Plan -Matt Ellsworth. Rountree: Next item on the agenda will be discussion of the five year work plan. Matt and our guest from ACRD. Are you going to participate or are you just hear to listen? Okay. Thank you, Katey. Ellsworth: Thank you, Mr. President, Members of the Council. And thank you, Katey and Andrew for being here this evening. ACRD is diving into its annual update of the five year work plan.. This is a 09-13 installment. And on January 16th of this year, ACHD staff approached the Commission at a work session with some issues that we all sort of saw coming based on cost overruns and so forth. The 2009 and 2010 program years were over programmed based on projects approval in the 08-12 five year work plan by 4.6 million and 2.8 million respectively in '09 and '10. They were coming to the commission to seek direction as to whether they should,, one, balance the over programmed years or, two, try to tackle that issue closer to budgeting time for those -- those respective fiscal years. The commission's direction for staff at that time was to -- basically bite the bullet and make those tough decisions now, rather than putting them off until later. So, of course, then, staff had to go back to the drawing board and they had some tough decisions to wrestle with. As it pertains to the City of Meridian, the three main projects that fell under the microscope for consideration to delay in order to balance fiscal years 2009 and '10 were the intersection of Ustick and Linder Road, Eagle Road from Victory to the Ridenbaugh Canal, and Ten Mile from Franklin to Cherry. All three of those projects had delayed during the budget process last year that was the 08-09 fiscal year budget. Notably absent from that list of projects that were considered for delay was phase one of the split corridor, which, of course, is the city's number one roadway project. ACHD didn't even take a look at that one in order to make things pencil. As they dove into consideration of these over the course of the last week or two here, staff came up with what they are calling Draft B of the five year work plan, which they will present to ACHD's commission at a work session tomorrow and that Draft B proposes further delaying several projects. So, I'm going to hit on the high points for that right now. In Meridian the intersection of Pine and Linder has proposed for delay from 2010 until 0211. The intersection of Ustick and Ten Mile, construction is delayed from 2011 to 2013. And if it does wind up proceeding according to that schedule, it will actually coincide with a related roadway project on the mile from Cherry to Ustick. Eagle Road from Victory to the Ridenbaugh Canal construction delayed from 2009 until 2011. Ten Mile from Cherry to Ustick, which would delay from 2010 to 2013. And Ten Mile and Amity intersection, which would delay from 2010 until 2011. So, a couple points briefly relating to the projects in Meridian that were slated for delay. Of those three big ones that I mentioned earlier, the priorities that the transportation task force forwarded to City Council last fall rank them as follows: The intersection of Ustick and Linder was the city's number one priority intersection. Ten Mile from Franklin to Cherry, the roadway segment was the city's number three top priority for -- for roadway projects and Eagle Road from Victory to Ridenbaugh was the city's number eight priority. And, again, those were the priorities forwarded by the city to ACHD, not ACHD's priorities, so -- also in conversations over the course of the last couple of weeks Meridian City Council Special Workshop Meeting February 12, 2008 Page 26 of 34 a private developer has approached ACHD with the possibility of funding interim improvements to the intersection of Eagle and Victory Road. That's the related developments proposed down in that area and this wouldn't be an advanced construct type -- type partnership wherein ACHD reimburses. The developer in this case would actually just hand over the money for the interim improvements, no reimbursement by ACHD. That's all pending an agreement, but those discussions are rolling. So, based on what's proposed in this Draft B, that would actually make the delay of that Eagle- Victory to Ridenbaugh project much less hurtful, I suppose, for folks down in that area. Other projects that are proposed for delay in the broader five year work -- this is looking outside of just the City of Meridian at this point. Cloverdale from Fairview to Ustick previously programmed for 2011, falling back to PD. Cloverdale from Franklin to Fairview previously programmed for 2012, now in OF under the proposed Draft B. Fairview from Five Mile to Maple Grove, falling back from 2011 to 2012. And Five Mile from Franklin to Fairview, falling from 2010 to 2013. So, there are a lot of different projects all over the county that ACHD had to approach and figure out how to make things come together, how to distribute the burden of these cost overruns somewhat equitably among member jurisdictions. The one X factor that's still sort of lingering out there at this time is the bids for East Park Center construction and they are set to open those bids on the 19th of this month. So, that's coming up here next week. As that relates to the rest of the schedule, •moving toward adoption of the five year work plan, February 13th, tomorrow, like I said, ACHD's commission will get together for a workshop about Draft 6. They will open East Park Center Bridge -- bid opening -- or the bids, rather, on February 19th and if those bids come in lower than engineer estimates of some recent projects that ACHD has bid -- have, then, they may have a small amount of additional funds to -- to reconsider -- or consider some minor adjustments to Draft B prior to moving forward. So, those final adjustments would be made the week of the 19th, between then and the 26th of February. And, then, finally, on February 27th ACRD will have a hearing and the commission will consider adoption of the five year work plan. So, I'm here before you tonight just to gauge your input as ACHD moves forward with consideration of the draft plan and also I wanted to get that schedule in front of you, because I suppose it's a staff level -- the internal recommendation from planning staff is that an elected official, Mayor, and/or Council member, schedules permitting, consider attending the hearing on the 27th to voice the requests of the city at that time. So, with that I would stand for any questions you may have. Rountree: Matt, either a question for you or Katey. The Draft B proposal, what's the likelihood that that's the proposal that would be advanced? I mean are we just juggling here or is this one going to have some legs or what's the status? Ellsworth: Mr. President, Members of the Council -- and., Katey, please correct me if I'm wrong -- if I'm wrong, but I think that the outcome of the East Park Center bridge opening is going to be the major factor that will determine any further adjustments. Levihn: Hello, Council Members. Yeah, that is the major -- Meridian City Council Special Workshop Meeting February 12, 2008 Page 27 of 34 Rountree: If you could give us your name, so we can make sure we get it on the record right. Levihn: Katey Levihn with ACHD. Rountree: Thank you. Levihn: That is the major factor we have worked closely with your staff and appreciate their input and yours as well on trying to balance this -- this program in a really kind of difficult budget year. We have maintained Ustick and Linder in the number one position, so that that will go ahead. We did look at an alternate of building interim improvements, but, then, typically, if we build interim improvements we don't want to go back and rebuild for another five to ten years and that's such a critical intersection with your input that we have tried to leave that in. Also, Ten Mile -- right around the Ten Mile interchange we want to coordinate that work. So, we understood that was one of your priorities as well. And, then, the Meridian split corridor. So, we have tried to maintain as best we could what we can. If East Park Center bridge does come in under the, you know, estimated range of budget amounts, the commission is willing to consider and look at what we can do with that. It's going to depend on a couple of factors. One is how much under it comes in. You know, if it's only a couple hundred thousand., that doesn't really help with moving a major project. The second factor that we have to look at is East Park Center bridge construction is actually scheduled over three fiscal years. I mean it's a year and a half construction, but it covers three fiscal years of budgeting .and how do we attribute any savings. Say there was four million savings so we could do half of Eagle-Victory to Ridenbaugh, for instance, would the commission be willing to take that all in one year or does it have to be spread out over the construction year and that's something they are thinking about as we go forward with this. We are sort of poised to try to react to whatever the bids are and we are also poised -- I must inform you we have had very slight positive news in the fact that our impact fees in the last month were slightly above what was projected.. You know, we are watching the economy carefully; we have to be a little bit fiscally conservative in how we handle our programming.. We do have a number of shelved projects, but, of course, having asked you to consider delaying something in your jurisdiction that is most likely the one that would be up if we saw significant savings there. We are just waiting with baited breath. We continue to hear sort of informally that now is a good time to be bidding, you know, there is -- there is hungry contractors out there and we are hoping we get a good result from that, but it's difficult to predict. I probably said too much. Bird.: Mr. President? Rountree: We will hold you to it. Mr. Bird. Levihn: Okay. Bird.: Katey, on -- on the Park Center bridge, if it should come in -- how did you budget it for two years, 60 percent this year, 40 percent, or how -- Meridian City Council Special Workshop Meeting February 12, 2008 Page 28 of 34 Levihn: It's roughly 30/60/10, depending on how the construction sequences. So, this year -- Bird: Okay. So, if we save four million, we could -- it would seem like we would get the 30 percent this year into some project, which wouldn't be large, but at least it would get something started.. And some of the projects you have got for us, getting started .this summer is going to go into next year's budget anyway, so, consequently, that 60 percent that you save can be used on that. Am I not right? I mean a lot of these projects aren't going to get done in one fiscal year for us. Levihn: Right. Councilmember Bird, that is correct, it depends what project we are talking about in sequencing, and it would be irrigation and work in the canals that's always the issue. Bird.: If you want my opinion -- Levihn; Certainly. Bird: -- Linder and Ustick Road intersection. Levihn: Right. Well, that one we have left as best we could and we do know that is, that's a -- that's a definite concern of our commission. Bird.: That is, boy. That is with us. Levihn: We will take that back, that you wouldn't -- if the rest of the Council agrees that you'd like to keep Ustick and Linder kind of at your top priority as -- as submitted in your transportation list, of course, that's, you know, three, four months old now, so -- Rountree: That, definitely, I believe, is our opinion on that particular project. Levihn: I do want to thank you very much for working with us. It's been a number of years since we have been in this dire of position and we had a little bit of a rocky start with communicating with you on that and we have tried to improve our procedures for that to keep you well informed. Please feel free to call us with any questions. Bird: You're not the only one, Katey, on a tight budget. We will be, too. Levihn: It's kind of a rough time, isn't it? Bird: Yes. Well, that's -- yeah, that goes with the territory. Levihn: Thank you. Borton: Mr. President? Meridian City Council Special Workshop Meeting February 12, 2008 Page 29 of 34 Rountree.: Mr. Borton. Borton: Katey, the vex goes both ways. When Matt makes reference to efforts to sort of share the pain on this, it's noted and we do appreciate that. I guess a question of Matt, would it make sense for us -- and, Matt, for you to be ready at that hearing to have a couple of projects of different sizes that should bids come in low and there is some gaps and you anticipate us advocating to try and squeeze back in a project or two, depending on its size, depending on what type of results we get? If that makes sense? Ellsworth: Council President Rountree, Councilman Borton, I think the first question that that's sort of dangling out there at this time is the bid for East Park Center and, then, as Katey pointed out, the distribution of any savings, if any, do come forward over the course of that amount of time. Based on that, I think if it would help ACHD in their consideration what to do with that, I would act at your direction in submitting recommendations or requests, however you want to look at that as far as projects in Meridian. We could either defer to the -- that the prioritization that we already have or we could consider that in light of any potential savings that come forward and I would look back to you guys for direction as far as that goes. Rountree: Well, Matt and Katey, my opinion is if there is sufficient savings and there is a large project that could be advanced, we would certainly like to raise our hand and be considered. If it's not a significant amount of money -- and we are talking millions of dollars here, it's still significant, but if we have a smaller project and those that have been delayed., then, you know, maybe prioritize those, too, so we can do just what Joe says, we have got a range of projects that might, could slip in. I assume these projects that are being delayed are at a development stage that they could be advanced if that's the situation. Levihn: President Rountree, Council members, that's correct in many instances, you know, it depends on which. But certainly Eagle, Victory, to Ridenbaugh is one that's been delayed, it's being delayed again. We regret that. Rountree.: It's on the shelf. Levihn: We'd like to get it going. Yeah. It's on the shelf. Rountree: Okay. Borton: Great. Levihn: Thank you. And it will be, you know, a relatively quick turnaround.. We have requested and worked with Compass for feeding into the TLP and the STIP to delay. Normally we have to get this in a little earlier, so we will certainly report back to you and if any of you or Matt shows up at the hearing, we will be trying to work with you on that Meridian City Council Special Workshop Meeting February 12, 2008 Page 30 of 34 and, hopefully, we come to a mutually satisfactory conclusion on whatever occurs. Okay? Rountree: Katey, my last comment is I -- and send my appreciation to the commission on the hard choice they made in how to program. I know how easy it is to over program and build people's hopes, only to dash them at the very end and I think that the advanced warning is the right way to go and you're fiscally responsible in doing what they did. So, I do appreciate that decision. I hate to see us slip a project, but that should go without saying. But I appreciate that effort and I do appreciate the effort that your staff has opened up to our staff and allowed the dialogue to expand and I hope that we can refine that process a little more as the days go along and we all have very open lines of communications and can understand well enough in advance where these things are going, but I appreciate you for doing that. Levihn: Thank you very much, Council President Rountree and the Council and I will pass that back to the commission. They will appreciate that. Rountree: Thank you. Bird: Thank you. Item 5: CITY POLICY REVIEW: (a) Amended Travel Policy -Bill Nary. Rountree: We have two policy reviews, Items 5 and 6, and I assume, Bill, you're going to update us on both of those? Nary: Mr. President, Members of the Council, I am. Rountree: Okay. Nary: ~ The city policy review is the amended travel policy. We had a discussion a few months back about moving to a .per diem policy with some other requirements. In your packet is a policy that has been vented through the directors of the city a number of times and you have actually in front of you a clean copy, as well as one with the infamous bubbles on it, so sometimes it's a little hard to read., so that's why I provided you both. But we think we have got the policy based on the direction from the Council on both the per diem, as well as trying to find a workable method to track travel types of expenses, travel accountability. The only piece left -- and that's why it's not in front of you for passage tonight is one for you folks to have another opportunity to review it and ask questions, but, secondarily, one of the things that we think is key to the accountability portion is a form and finance has agreed to craft a form that would be workable to them for the departments to, then, use, essentially, and each of the departments when a person is going to travel, they would, then, fill out the form as to what they are doing, where they are going, what's the purpose of it, submit that with the Meridian City Council Special Workshop Meeting February 12, 2008 Page 31 of 34 initial travel expenses that are necessary for the up-front costs, airplane flight, car rentals, hotels, those types of things., so that there is some method in the finance department to account for where the expenditures are going and what's the purpose and, then, at the end of the travel, then, the employee would submit with the final accounting of receipts and all of the things that are generally necessary once you get there. Cars, for example., are ones you can book prior. Normally you can't pay for them up front; you have to pay for them at the time you rent them. Hotels you can normally prepay, but you'll get the receipt at the end of the trip. Those types of things. So that we can, again, match up. And if there is aberrations for whatever reason, trip got extended for unknown reasons, there were other expenses that were not anticipated up front, those can be accounted for in the format, accounting can review it. There is information that's in the policy and it took us a little while to fashion it, but trying to make sure that we are in compliance with the federal IRS requirements as well, which are very broad, and our restrictions and requirements for accountability are much tighter than that, but making sure people understand there is a reason we do this and it's not simply to just make their life tough, but, really, to make sure we are complying with the IRS standards, because the penalties on the IRS are significant. Primarily the fact that the travel expense is all., then, transferred to the employee as .income. So, if they don't do the accounting properly, they aren't provided the proper receipting and the proper information, the employer runs the risk that the entire cost of travel, the airplane, the hotel, the car, everything else, gets passed along to them and the tax consequences with it. Obviously, nobody wants that. The city doesn't want that. But that's why there is a notice provision at the front of what's the purpose of it. I think we have captured that, but if you would like we should have the form completed with finance in the next couple of weeks and if we can get -- if you'd like we can put it on for a discussion item as a department report. We can add a resolution to it if you find it acceptable, if you have information or concerns you want to make known to you before that, we can do that. I think we just want to make sure we get it in front of you in a timely manner. It has taken us a little longer, but you can ask any of the directors, we have certainly had some lively discussions over this policy and how to make it workable. But I think all the directors together have really tried to find a method that could be useful to the city and be accountable and track-able for the finance department and I think we have gotten there. Two or three weeks? Whatever is your preference. Rountree: Comment? No? Couple weeks. I would suggest that we take your copy of this and work It over and work with your various departments as a liaison and make sure that all of their issues have been addressed, even though Bill says it's been vented several times, it doesn't hurt to do it one more time and bring your comments and/or a position ready to move on this and -- three weeks? We will look at three weeks. I'll look at the agenda and -- coming up and see how we are set up, while we have a few of them right here. Bird.: Mr. President? Rountree: Mr. Bird. Meridian City Council Special Workshop Meeting February 12, 2008 Page 32 of 34 Bird: If we are going to go that long., why don't we -- why don't we have a discussion, because I know we are going to get -- you guys are going to get ideas from your directors. Why don't we have it on our workshop and, then, the following week have the resolution. Rountree: V1/ell, let's -- Bird: How is your 12th workshop looking? Or whatever day it is. What day is it? Nary: 11th. Bird: 11th. How is that looking? Rountree: I do not have an 11th workshop. Bird: That way if we got any questions -- Rountree: It looks real good right now. I don't -- is it in the back? Oh, there it is. Bird.: That way we can ask Bill questions if we have them and we don't have to take it up during some Public Hearing deals. Rountree: Yeah.. The 11th would -- would be -- Bird: What do you think of the idea? Rountree: -- would be good. I don't have a problem, because probably the soonest we are going to get that scheduled anyway, looking at these agendas, would be -- it's a toss up between the 18th and the 25th. So, yeah, let's -- make a note of that, Will, and we will -- we will put a lid on the 11th with that and possibly this next one added to it. Bird: Yes. Item 6: CITY ORDINANCE REVIEW: (a) Outdoor Sales and Temporary Events Ordinance -Bill Nary. Rountree.: Any comments on the sixth item, Bill? Nary: Mr. President, Members of the Council, just briefly. You have a fairly lengthy memo and the ordinance in your packet; it's a 30 plus page ordinance and a fairly lengthy memo from Mrs. Kane. Basically, I think what we have been trying to accomplish is to fix some gaps in how we deal with both outdoor sales, as well as temporary events, things that are probably outside the purview of the UDC and areas that probably should be outside of the UDC. Some of the things have licensing consequences to them and we try to incorporate not just city staff, but outside city staff Meridian City Council Special Workshop Meeting February 12, 2008 Page 33 of 34 at least with the Chamber of Commerce to try to figure out how to make this workable global solution. So, I would suggest this one probably a discussion item on the 11th. I mean your agenda's probably getting fairly full, but we'd like to get this -- if it's -- if it's a workable solution, without whatever other amendments you may suggest within the next month, that we could have something in place prior to the summer. I think that was our target in trying to put something together and we would have it in a time period that there is a least some advance opportunity for folks to be aware of it. But we think it's a good product, but, obviously, there is a lot of information here and I know there is some time for you to take to review that. Rountree: Very good. We will take that recommendation and get it scheduled for discussion on that. We'll have a workshop as well, Mr. Berg. Any further questions, discussion on any of those? I'm sure you have all read all that 48 pages of those ordinances at this point in time, so -- change the tape. Item 7: EXECUTIVE SESSION: ISC 67-2345 (1) (c): (to conduct deliberations concerning labor negotiations or to acquire an interest in real property, which is not owned by a public agency): Rountree: All right. Our last item on the agenda this evening is an Executive Session. Bird.: Mr. President? Rountree: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345(1)(c) and (1)(f). Borton: Second. Rountree.: It's been moved and seconded to go into Executive Session. Roll call vote Mr. Berg. Roll-Gail: Bird, yea.; Rountree, yea; Zaremba, absent; Borton, yea. MOTION CARRIED: THREE AYES. ONE ABSENT. EXECUTIVE SESSION..: Borton: I move we come out of Executive Session. Bird: Second.. Rountree: It has been moved and seconded to come out of Executive Session. All those in favor say aye. Meridian City Council Special Workshop Meeting February 12, 2008 Page 34 of 34 MOTION CARRIED: THREE AYES. ONE ABSENT. Borton: Move to adjourn. Bird: Second. Rountree: It has been moved and seconded to adjourn.. All those in favor say aye.. MOTION CARRIED: THREE AYES. ONE ABSENT. MEET1'NG ADJOURNED AT 8:26 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) TAMMY DEW D, MAYOR DATE APPROVED \\\\\\~~~~~,,,,,~,,,,,,,,,~~ ~~//, ~~, ADO ATTEST: = =_ _ ~~~~ CE HOLMAN, CITY CLERI~,,''~ r q~~ ~ ~ P.~,~ ,, ~ ~,.