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HomeMy WebLinkAbout2009-03-17Tuesday March 17, 2009 @ 6:00 p.m. David Zaremba Brad Hoaglun Charlie Rountree Keith Bird Mayor Tammy de Weerd Revised 3-17-09 City Council Special Meeting Workshop Agenda City Council Chambers 33 E. Broadway Ave., Meridian, Idaho Item Agenda Item Presenter 1 ROLL CALL ATTENDANCE 2 ADOPTION OF THE AGENDA 3 CONSENT AGENDA A. Approve Minutes of February 24, 2009 Pre -Council Meeting Addendum A to Professional Services B. Agreement with Refinerii for Meridian City Hall Entryway Art C Initial Point Gallery Acceptance Agreement: Kristin Dam Budget Amendment for Settler's Park D. Carryforward FY08-FY09 for $168,738.00 4 COMMUNITY ITEMS/PRESENTATIONS A. Anti -Drug Youth Video Awards Mayor's Office Presentation A. Finance Department Strategic Focus Update on South Meridian Transportation Finance Department URS (formerly Washington Group Discussion B. Study including the Ten Mile and Amity International) Caleb Hood / ACHD Finance Department Intersection Project Update Utility Billing Amendment (15 Min.) C Yearly update from Valley Regional Public Works Department Kelli Fairless / Mary Barker VRT Transit & Meridian Services Proposed New Structured (20 - 30 Min.) (20 Min.) Reimbursement Code D. Uses of CDBG Funds from Stimulus Bill Matt Ellsworth - Planning Department (15 Min.) D Recreation Commission/Arts Commission E. Steve Siddoway - Parks Dept. East 3rd Street Update Matt Ellsworth - Planning Department Ampitheatre (30 Min.) F. Transportation Update Caleb Hood - Planning Department (5 Min.) G. Economic Development Outreach Update Josh Grant/Phil StifFler (10 Min.) 5 DEPARTMENT REPORTS A. Finance Department Strategic Focus Finance Department Discussion (30 Min.) Finance Department B. Utility Billing Amendment (5 Min.) Public Works Department Presentation and Discussion of the C. Proposed New Structured (20 Min.) Reimbursement Code Joint Recommendation of Parks & D Recreation Commission/Arts Commission Steve Siddoway - Parks Dept. Regarding Naming of City Hall (10 Min.) Ampitheatre AGENDA NAME 3-I�-Oq CC ,WKs�, BACK TABLE FOR P & Z OR CIC DOOR OF CHAMBERS CLERKS STATION CITY COUNCIL SEATS CLERKS WALL CALENDAR REPOST ►N LOBBY REFAX WEBSITE WEBLINK E-MAIL REVISED (YESANO) REVISED DATE: Initial: Date: Time: '-HCl 'P� Fc c��- FICU V � Mayor Tammy de Weerd City Council Members: I � Keith Bird EJoe Borton Charles Rountree IDAHO David Zaremba 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 Broadway Avenue, Meridian, Idaho, on Tuesday, March 17, 2009 at 6:00 pm. The Meridian City Council will be discussing the following agenda items: Approve Minutes of February 24, 2009 Pre -Council Meeting Addendum A to Professional Services Agreement with Refinedi for Meridian City Hall Entryway Artwork Initial Point Gallery Acceptance Agreement: Kristin Dam Budget Amendment for Settler's Park Carryforward FY08-FY09 for $168,738.00 Pre -Termination Hearing for James Moran Update on South Meridian Transportation Study including the Ten Mile and Amity Intersection Project Update yearly Update from Valley Regional Transit & Meridian Services Uses of CDBG Funds from Stimulus Bill East 3"d Street Update Transportation Update Economic Development Outreach Update Finance Department Strategic Focus Discussion Utility Billing Amendment Presentation and Discussion of the Proposed New Structured Reimbursement Code Joint Recommendation of Parks & Recreation Commission / Arts Commission Regarding Naming of City Hall Amphitheatre Meridian City Council Special Workshop / Meeting — March 17, 2009 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 88814433 at least 48 hours prior to the public meeting. Update on South Meridian Transportation URS (formerly Washington Group B. Study including the Ten Mile and Amity International) Caleb Hood / ACHD Intersection Project Update (15 Min.) C Yearly update from Valley Regional Kelli Fairless / Mary Barker VRT Transit & Meridian Services (20 - 30 Min.) D. Uses of CDBG Funds from Stimulus Bill C. Matt Ellsworth - Planning Department Public Works Department (15 Min.) (20 Min.) E. East 3rd Street Update Matt Ellsworth - Planning Department Joint Recommendation of Parks & (30 Min.) Recreation Commission/Arts Commission F. Transportation Update Regarding Naming of City Hall Caleb Hood - Planning Department Ampitheatre (5 Min.) G. Economic Development Outreach Update Josh Grant/Phil Stiffler (10 Min.) 5 DEPARTMENT REPORTS A Finance Department Strategic Focus Finance Department Discussion (30 Min.) B. Utility Billing Amendment Finance Department (5 Min.) Presentation and Discussion of the C. Proposed New Structured Public Works Department Reimbursement Code (20 Min.) Joint Recommendation of Parks & D Recreation Commission/Arts Commission Steve Siddoway - Parks Dept. Regarding Naming of City Hall (10 Min.) Ampitheatre NOTICE OF SPECIAL MEETING / WORKSHOP MERIDIAN CITY COUNCIL Mayor Tammy de Weerd City Council Members: Keith Bird Joe Borton Charles Rountree David Zaremba 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 Broadway Avenue, Meridian, Idaho, on Tuesday, Larch 17, 2009 at 6:00 pm. The Meridian City Council will be discussing the following agenda items: Approve Minutes of February 24, 2009 Pre -Council Meeting Addendum A to Professional Services Agreement with Refineril for Meridian City Hall Entryway Artwork Initial Point Gallery Acceptance Agreement. Kristin Dam Budget Amendment for Settler's Park Carryforward FY08-FY09 for $168,738.00 Pre -Termination Hearing for James Moran Update on South Meridian Transportation Study including the Ten Mile and Amity Intersection Project Update Yearly Update from Valley Regional Transit & Meridian Services Uses of CDBG Funds from Stimulus Bill East 3`° Street Update Transportation Update Economic Development Outreach Update Finance Department Strategic Focus Discussion Utility Billing Amendment Presentation and Discussion of the Proposed New Structured Reimbursement Code Joint Recommendation of Parks & Recreation Commission /Arts Commission Regarding Naming of City Hall Amphitheatre Meridian City Council Special Workshop / Meeting — March 17, 2009 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. The public is welcome to attend. DATED this 13th day of March, 2009. of M o HOLMAN - CITY CIER ?10 r ts� • P'�� Meridian City Council Special Workshop / Meeting — March 17, 2009 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. Meridian City Council Special Meeting Workshop March 17, 2009 A meeting of the Meridian City Council was called to order at 6:00 p.m., Tuesday, March 17, 2009, by Council President Charlie Rountree. Members Present: Tammy de Weerd, Charlie Rountree, Keith Bird, David Zaremba and Brad Hoaglun. Others Present: Tara Green. Bill Nary, Caleb Hood, Steve Siddoway, Matt Ellsworth, John Overton, Ron Anderson, Tom Bary, Stacy Kilchenmann Josh Grant and Dean Willis. Item 1: Roll -call Attendance: Roll call. X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd Rountree: Welcome to this evening's special Meridian City Council Workshop. It's Tuesday, March 17th at 6:02 and happy St. Patrick's Day to all of you. Glad you could come away from your corn beef and cabbage to come and see us tonight and I wish I was there myself. First item on the agenda is roll call attendance. Item 2: Adoption of the Agenda: Rountree: Next item is the adoption of the agenda. I need a motion. Zaremba: Mr. Chairman? Rountree: Mr. Zaremba. Zaremba: Or Mr. President, rather. Excuse me. Rountree: That's okay. Zaremba: On the agenda we need to add an item six following the department reports, which would be an Executive Session pursuant to Idaho Code 67-2345(1)(f). And with that addition I move that we adopt the agenda. Hoaglun: Second. De Weerd: It's been moved and seconded to adopt the agenda. All those in favor by aye. Motion passes. MOTION CARRIED: ALL AYES. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 2 of 67 Item 3: Consent Agenda: A. Approve Minutes of February 24, 2009 Pre -Council Meeting. B. Addendum A to Professional Services Agreement with Refinerii for Meridian City Hall Entryway Art C. Initial Point Gallery Acceptance Agreement: Kristin Dam D. Budget Amendment for Settler's Park Carryforward FY08-FY09 for $168,738.00 Rountree: Next item on the agenda is the Consent Agenda. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I move we adopt the Consent Agenda as published and for the Mayor to sign and the Clerk to attest. Hoaglun: Second. De Weerd: It's been moved and seconded to adopt the Consent Agenda. Roll call vote. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. MOTION CARRIED: ALL AYES. Item 4: Community Items/Presentations: A. Anti -Drug Youth Video Awards Presentation. Rountree: And the next item on the agenda on community items is the Anti-drug Youth Video Awards presentation and, Mayor, you're going to run this? De Weerd: Yes. Rountree: And we have a number of folks in the audience that are just on pins and needles trying to find out who is going to win this. So, good luck to all of you. De Weerd: We did tell all three schools -- we have Heritage Middle School, Centennial High School, and Rocky Mountain High School, all with us this evening and they are the finalists and they will find out today what place they came in. So, to not prolong the suspense, I will ask Elisha to come up, talk about how -- how these were selected and, Meridian City Council — Special Meeting Workshop March 17, 2009 Page 3 of 67 then, we will start -- we do want to show the videos, so we will start with third place and, then, work our way up. Figueroa: Okay. I'm Elisha Figueroa with the Mayor's Anti-drug Coalition and a couple of months ago an announcement went out that we were conducting this anti-drug video contest and the response was great. We received lots and lots of wonderful videos. So, our coalition members got together, we had a nice afternoon of popcorn and videos and we watched all of them, which was a great treat for us. And it was a very difficult process to narrow down the top three, but after viewing the top several videos, at least a couple of times each, we were finally able to come to a conclusion about where the rankings should be. So, we wanted to announce that in third place was Rocky Mountain High School. Sterling Stutzman. I believe Colton Beebe was going to accept this award on his behalf. (Video played.) Figueroa: So, one of the things that we were looking for was, obviously, some anti-drug content that we wanted to make sure that it was very clear that -- that drugs, alcohol are very dangerous and are a great risk to our youth and through all of these videos it was very clear that these filmmakers were passionate about this topic and were able to demonstrate clearly the risks of abusing substances. Another thing that we looked for was clarity of sound and picture quality. We also looked to see if it adhered to the rules. It had to be at least three minutes -- between three and five minutes long. So, we looked at that as well. So, those were some of the criteria that we used to narrow down the picks on this. Also, something that I forgot to mention is that there is a monetary or a prize award that comes with this for each school. So, for third place Rocky Mountain High School will receive 100 dollars worth of prizes at -- that they will determine and they will let us know and we will deliver to them. So, thank you, Rocky Mountain. All right. For second place we have Centennial High School. And Centennial's will -- their prizes will be valued at 300 dollars for second place. (Video played.) Figueroa: Okay. That only leaves one finalist left. So, the 500 dollar grand prize for first place goes to Heritage Middle School. Our primary filmmaker does not want to take full credit, because, apparently, he had a lot of help in this endeavor, and so all of the kids involved would like to come up and be acknowledged. De Weerd: Okay. Well, it's my pleasure to present this to Trevor and his team and I have first for Trevor and Heritage Middle School. (Video played.) De Weerd: We had at least 15 videos submitted and so these were the top three and I believe you could probably understand why. It's a depressing subject, but an important one and I certainly hope that the students that participated in that will become leaders in Meridian City Council — Special Meeting Workshop March 17, 2009 Page 4 of 67 our community of making it cool to say no, because you have been made aware and you have recognized the dangers that are associated with it and we appreciate your participation and look forward to you being the example of just saying no. These will go on to Sun Valley to the competition at the statewide level and we will bring back the news from the conference. Last year Pathways Middle School, their submittal won on the state level. Again, we thank the families and the students for being here and our appreciation to the creativity and your schools for letting you participate. B. Update on South Meridian Transportation Study including the Ten Mile and Amity Intersection Project Update Rountree: Caleb, you have the honor of introducing the next item I assume? Hood: Mr. President, that is correct. And not to duplicate any of the information that may be presented to you a little bit later, I do want to highlight a couple of things for the south Meridian transportation study, just as a refresher and to let you know where we are going here this week. As you may recall the study started -- I think it was August 2006 is what the memo says from ACHD staff and it was put on hold temporarily, got to a final draft stage and was put on hold to get some more information from TLIP and also the city had initiated a change -- or significant changes to our future land use map in south Meridian, so those things -- although TLIP isn't adopted yet, it's to a point where this study was picked back up here a few months ago and we are bringing it to a final conclusion. So, that's the reason that folks are here tonight to kind of present you with where we are at. Right now I do want to highlight that there is an open house on Thursday from 5:00 to 7:00 at Mary McPhearson Elementary School, south -- not only south -- the south Meridian study, but also the Ten Mile - Amity intersection will also have a couple of displays at that open house. So, everything transportation south Meridian related will be discussed there, essentially, at that -- that workshop. So, I did just want to call that out real quick. But, again, not to duplicate what -- what may be presented here, we have got Cameron Waite from URS that is the consultant through ACHD and Craig Herndon is the main contact at ACHD, the project manager at ACHD for south Meridian. And, then, Jason Madenford is the Ten Mile - Amity project manager. So, with that I think I'll tum it over to -- to those folks and they have a brief presentation for you and, then, discussion to follow. De Weerd: Want to move those mikes in. Very good. Thank you. Herndon: Mayor de Weerd, Council -- I can't tell if I -- Craig Hemdon with Ada County Highway District. I wanted to come to you today and give you a brief update or a brief status of what was going on with the south Meridian study. We started the study in about 2006 and it was put on hold once it got to a final draft, because we realized that there were a few items that we needed to incorporate within the study that by delaying it slightly we could get some of that taken care of. We are at that point now; we have done an update on the study. We are currently in review and preparing the final report. The information that I provided to you or that Caleb handed out to you just a second ago was a copy of this presentation. Just wanted to make sure you had something, so that Meridian City Council — Special Meeting Workshop March 17, 2009 Page 5 of 67 it was -- if there was a question of what was up on the screen you had that. Some of this I'll go through rather quickly. A lot of the math that I gave you or provided as part -- was in your packet for this meeting. So, with that, the south Meridian study -- that purpose and goal of the study -- this is an example of transportation and land use integration within planning. At ACHD we view this as a cooperative effort and it has been a great cooperative effort between ACHD and the City of Meridian, initially with Matt Ellsworth and with an update with Caleb Hood and I'd just like to thank the city and the staff for their input and involvement in that. This is the study -- it was intended to go through and identify multiple transportation within the study area. Here we go. This map right here I -- shows the study area, which ultimately is McDermott Road on the west, a quarter mile west of Cloverdale Road on the east, Overland Road on the north and we have got Lake Hazel until you get to the -- Meridian Road and, then, it goes down to about halfway between Cloverdale -- or Columbia and Hubbard. This other map is the land use assumption that were adopted in February of 2008 that we used as the demographic assumption when we did the update to our study. To give you a little bit of a history of what we went through on this, this map right here shows the one up in the top left comer. This is the land use assumptions that we started the study out with originally in 2006. Early 2007 there were some changes made to it and we made those changes with the study. That's the middle picture and the bottom right-hand picture is what we have updated our study to within those land use assumptions. The findings and recommendations out of this from the adopted Meridian Comprehensive Plan indicate that a significantly higher projection than what is Communities in Motion is reflected in this area and it also reflected by the land use above what's in ACHD's capital improvement plans. What some of this means is that this area will have higher costs than what had originally been planned through or accounted for within the Communities in Motion and our capital improvements plan. This study provides recommended number of travel lanes, intersection control measures. It provides a revised access management plan. It goes through and presents a revised street functional classification map by including some of the roadway typologies out of TLIP within it and also included in it is the Overland Road connection between Ten Mile and Linder. That's the realignment of Overland. I believe it's from actually old thumb through the South Ridge development over to Ten Mile Road and it also provides pedestrian and bicycle plans within the study. Key city outcomes. We have got the roadway network recommendation, which is the proposed roadway sizing, intersection treatment, a proposed collector network, road typologies. We have looked at alternative intersection treatment and, then, also our pedestrian and bicycle plan. This map right here shows the roadways with the recommended number of lanes on each segment. The proposed collector network and roadway typologies. In talking with Caleb a little bit earlier before this meeting, there are a couple of revisions and a couple things that we are going to be looking at with this map that will be taken into account. Some of them there is a couple of sections that have what looks like two collectors going through that section and also a couple of connections that are still in there that should have been taken out or potentially could have been out during our revision on this. So, we will take care of some of that. This right here -- or as the next slide shows the intersection recommendation. What we are looking at on -- or what we looked at with a lot of is could we accommodate roundabouts. If the volumes on the intersections would -- could Meridian City Council — Special Meeting Workshop March 17, 2009 Page 6 of 67 not accommodate roundabouts, we, then, went to signals. But there were certain corridors, like the Meridian corridor, where we knew would require the widening or improvements at those signal light locations. Some of the alternative treatments here -- I have shown here a single lane roundabout, a dual lane roundabout, and an option that we are looking at, the city, ACHD is working and discussing with Brighton Corporation over a potential way to address the Lake Hazel mobility corridor at the Lake Hazel - Locust Grove intersection. The potential configuration that would be slightly different than -- or would be different than a conventional intersection, but would help provide more safety for the pedestrians in this neighborhood center. And, then, this slide right here shows some of the bicycle and pedestrian recommendations, pathways, and existing connections. And I know I went through that rather quickly. The study itself is -- covers a fairly large area. There is definitely some -- a lot of different pieces that go into it, but as we go through the next steps, ACHD -- or I have a work session set up with my commission in a couple of weeks, then, we have a joint meeting coming up in April where -- with any comments that the Council and Mayor have or our commissioners have on this, we will try to address and get information back at that joint meeting, so we can move forward with adopting it. So, with that I stand for questions and I'll let Jason come up and talk about the Ten Mile - Amity intersection. De Weerd: Thank you. Zaremba: Madam Mayor? Rountree: Mr. Zaremba. Zaremba: Thank you, Craig, for -- for that. Let's see. I can tell that you used in your study the growth that is currently anticipated in the south Meridian area. Did you also include that fact that much of that area will receive Kuna's traffic? Did you deal with Kuna coming through there? Hemdon: Mayor de Weerd, Councilman Zaremba, the -- the projections that we used from that area are based on -- or that would be coming up from Kuna are based on what was in COMPASS's projections through Communities in Motion. We hadn't anticipated or added any additional specifically from that coming up from Kuna within the -- within or along those minor arterials. We definitely have impact coming up through -- along Meridian Road and even some along Ten Mile from some of that growth down there. ACHD was originally going to be doing a north Kuna study in the coming year and, unfortunately, with some of the budget constraints that have going on we are having to delay, but we are hoping at that point we will get better land use information from that area, look at what the recommendations are out of this study and, then, determine if there are any changes or any modifications that would need to be made based on some of that anticipated down there, so -- Zaremba: Thank you. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 7 of 67 Rountree: Craig, in looking at the geometrics, my question is why Victory and Black Cat -- of all the section line roads, you're only indicating three lanes. All the rest are five. I don't know that the demographics are that different and Black Cat's going to have a lot more traffic on it than Linder before it gets a grade separation, so habits are going to be hard to break, so I just wonder the rationale there. Herndon: Mayor de Weerd, Councilman Rountree, the -- through the modeling and the additional land use -- or densities that we put in there from the assumption from the land use from the city, our volumes on that road are still showing low enough that improvement beyond three lanes wouldn't be needed at that time. We have a couple of roadways within the study area that our volumes are still showing that they don't need to be wider than three lane and we are actually recommending five lanes on them, because of connectivity or what's planned coming from Canyon county and even what's going into Boise, so we can have more of that consistency. That's something that we can definitely -- we can have the consultant look at and see what type of numbers are along those two corridors and see if we have what we need to address that and I can get back with you at our joint meeting. I can definitely do that. Rountree: Thank you. Any other questions for Craig? Thank you. Hemdon: Thank you. Madenford: Madam Mayor and Council Members, I'd like to first introduce myself. I'm Jason Madenford. I'm the project manager for the Ten Mile and Amity roundabout project. As indicated, we do have a project information meeting coming up on Thursday at Mary McPhearson Elementary School and we invite you to attend. The Amity roundabout study came about -- the concept and the corridor concept and following the ACHD commission adoption in January of 2003 -- or 2008, we are building that to a single lane roundabout to match the rural section that's out there currently, with the anticipation that in the future there could be some expansion to -- with development that would require the dual lane. The project is currently in preliminary design. Our preliminary design is what we consider 75 percent it's being designed in house. We have had Meridian staff on our team and making recommendations for the project. We are purchasing the right of way to the ultimate, with the exception of the southwest parcel and that's only because the impacts that this project is going to cost that one parcel owner, we figured with future development it would pick up the additional right of way that we need for that as it expands in the future. With that I'd like to stand for questions. Rountree: Questions for Jason? Hoaglun: Mr. President. Jason, the question I have kind of ties into that Ten Mile going north -south on Ten Mile with an interchange in there and Amity is the only one with a roundabout, the other ones are lights, but it looks like those lights are planned for east - west traffic. But with that interchange coming in, how -- how will that work with everything being lights, except at Amity Road and that one would be the roundabout? Meridian City Council — Special Meeting Workshop March 17, 2009 Page 8 of 67 And I guess that gets back to the earlier question about planning in Kuna and the traffic flows that will be coming north -- from south to north and will that roundabout work with higher volumes or -- can you enlighten me on that? Madenford: Madam Mayor, Council Member. Yes. But that is one of the considerations in the study is looking at whether or not that intersection itself from the impact -- we did a couple different models on that intersection just to look to see if it could, once we expanded out to the two lanes, whether it could accommodate that traffic. We understand that Amity could be seeing an increase of traffic for the -- as it could be a corridor for the freeway, as well as a lot of more expected traffic coming from the Ten Mile interchange opening up. But that is one thing we did address. Hoaglun: Okay. Thank you. Rountree: Okay. Further questions? Bird: I have none. Rountree: Again, refresh me on the timeline on that, would you, Jason. I didn't write it down, so -- Madenford: Pardon me? Rountree: The timeline. Madenford: Madam Mayor, Council Members, the timeline we are looking at -- currently we are following with the adopted five year work plan for 2009-2013 which has our right of way in house and 2009 our right of way acquisition and was -- is scheduled for 2010 and our construction is for 2011. As you are aware, we are in a bit of a flux with the economic climate and looking at all of our projects as whether or not we can continue onto the same schedule, so -- Rountree: So, it probably has some skids on it. Madenford: Could. Rountree: Yeah. Thank you. Anything else? Appreciate your time. Thank you for being here. Caleb, do you have anything to add? Hood: Maybe just as a -- as a follow up to the joint meeting that's scheduled -- and I will talk to you a little bit later about that some more, but if you do have any other comments regarding either one of those projects, feel free to contact me and I can work through ACHD staff to make sure your comments are heard or you can contact them directly, but I'm here, too, if you want to talk to me and need some more clarification. Rountree: Very good. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 9 of 67 De Weerd: Mr. Chairman? Rountree: Madam Mayor. De Weerd: I guess, Caleb, what I would like to see, perhaps, at the joint meeting is what is the threshold before those intersections are impacted with traffic flowing from the south, when you consider the different densities that are going on in Kuna that aren't in Communities in Motion and certainly are not part of the modeling as it is today. So, if we could have an idea of what those might be, just so -- so I don't know. I guess as was brought up that the concern is what is happening to the south of us that is not considered under the current modeling, because we still don't have an updated comp plan to know even what they would adjust those numbers to look like. Hood: Madam Mayor, I will sure look into that and I'm not sure what they used for Communities in Motion for what Kuna has and I'll see what we can do. I know if new models can be run, but we will look at thresholds and see what type of impacts we are looking at, anyways, as best we can. It's more of an art than a science, but we will find out what information we can -- we can get for you. It looks like Charles Trainor from COMPASS is out there and has something to maybe talk about that, too. But I will look into it with ACHD staff and the consultant and see what we can find out for the joint meeting. De Weerd: Mr. Chair? Rountree: Madam Mayor. De Weerd: While Charles comes up, I just am concerned -- the intersections in the south, like Linder and Chinden and how they have been impacted with the new number have been three and -- I guess it's those kind of impacts that are very foreseeable, probably, in south Meridian as well. Rountree: Charles, good to see you. Trainor: Charles Trainor with Community Planning Association. 800 South Industry Way, Meridian. We are engaged in updating the regional plan at this time. One of the elements that we are going to be working on that also is going to be used for the adequate public facilities ordinance, is to evaluate the build outs of all the comprehensive plans, whichever plan each of the individual cities cares to submit to us. So, we are hoping that we can get from the city of Kuna, as well as all the other cities, here is their plan of record or what they hope to be soon their record and, then, model those just as they stand. There will be no critique if it's realistic or not, it's just here is what your plan says, here is what the land uses would provide for. Take those numbers, add them all up, and run it to see what the cumulative effect is on the transportation system. That's something that could be useful in looking at the overall magnitude of demand on the system in south Meridian. We are not yet to the point for Meridian City Council — Special Meeting Workshop March 17, 2009 Page 10 of 67 doing that, but we hope to be soon for all communities in Canyon county. We hope to have that underway this summer. De Weerd: Thank you. Rountree: Charles, I have got a question. Just a guestimate on timeline. Late fall for some kind of answers? Trainor: Yeah. We are going to need that information as we go into the plan update to say here is what our forecasts are, here is what the Comprehensive Plans collectively say a future could be and use that for what we are calling a preservation scenario. Rountree: Very good. Trainor: Thank you. C. Yearly update from Valley Regional Transit $ Meridian Services Rountree: Anything further on that item? Next item, Valley Regional Transit, Kelli and Mary. Fairless: Good evening, President Rountree, Madam Mayor, Members of the Council. Appreciate the opportunity to be here. I'm just going to share a few highlights from our last year and, then, Mary Barker is going to come up and talk to you about our project for this coming year that we are partnering with the staff at the City of Meridian to do. One, I want to thank you Councilman Rountree and Councilman Zaremba for your participation on our board. You have been great participants and we really appreciate -- and Councilman Rountree has been serving on our management committee also for the last year or so. It's been a real benefit to our organization. We did have a couple of -- some highlights from last year. One, we installed bus stop systems in Canyon and Ada counties. We started seeing increases in ridership on our Canyon county services. The -- right before and during the installation at the bus stop signs and the Ada County signs were installed in October of 2008. Our ridership actually started increasing last October -- a year ago October in 2007 and we saw steady increases in ridership all through the year. We anticipated the ridership to increase with gas prices and they did track really closely with that, but what's been interesting is since the gas prices have gone down our ridership is still up and we are breaking records this year over last year's records and over the records from the year before. So, we are really excited about that trend. I think what that -- what that's telling us is that when people have tried the transit system, even when the cost of gas is going down, they are still seeing a significant savings on their monthly gas bill and it's causing them to stick with it. We also started a new fare system, a fare box system in our Canyon county service that's serving Meridian -- the City of Meridian and that has created the opportunity for a more seamless fare system and much more simplified and, again, I think that's another reason why we are seeing people riding, it's making the system a lot easier for people to use. The other thing I Meridian City Council — Special Meeting Workshop March 17, 2009 Page 11 of 67 want to mention is we did receive stimulus money from the Economic Recovery Act and that -- those dollars are being targeted for a couple projects. One is they are buses for the Nampa urbanized area, which is where we house the service that's serving the City of Meridian and we are going to be buying the larger 40 foot buses for the inter -county services. We have done everything we can to increase the capacity on that system without actually adding additional -- additional routes and we are going to try to improve the -- the quality of the buses that we are using on that service to more of over -the -road coach, a little more comfortable commuter style -- style bus. So, we are in the process of preparing the specs for that. The other project that we are doing are improving our bus stops now to do Americans with Disabilities Act enhancements. So, that's going to be -- we are doing an evaluation on the stops to determine where we need to do curb cuts and sidewalk improvements, pad -- concrete pad improvements for boarding passengers with disabilities. We will also be looking at shelters and lighting to improve access to the -- to the bus system through those stops. And we are working closely with the Ada County Highway District to identify where we might do some pedestrian improvements to the transit system as well. I'm going to let Mary come up and talk about the pilot project. We are working with the city of -- cities of Boise and Meridian and Eagle to do some more detailed operational analysis and working with staff teams to try to really target into -- on the service levels for -- for our organization and Mary is just going to talk briefly about how that project will work. Thanks. Barker: Thank you, Madam Mayor and Councilmen. Just to give you a -- Rountree: Excuse me, Mary. If you'd just introduce yourself for the record. Barker: I'm sorry. Mary Barker. I'm the planning director for Valley Regional Transit Rountree: Thank you. Barker: Thank you. Just a little bit of background information in terms of that increase in ridership that Kelly mentioned. The two routes that serve Meridian, the route 40, which is an express route from Nampa and Caldwell and Meridian into downtown Boise, has seen a 55.7 percent increase in riders per revenue hour in the fiscal year '08. The route 42, which starts in Nampa and comes through part of Meridian and on into downtown has seen a 50.9 percent increase in riders per revenue hour in that same time period. So, demand is growing and demand is sustaining, which is a great problem to have. We are kind of doing two tiers of planning effort. One I wanted to let you know that we have brought on an additional assistant planner, which has allowed us to dig a lot deeper into the data, both at the COMPASS level and at the Valley Regional Transit level to do much more detailed planning than we have had the capacity to do before. We are starting this as we are going through the budgeting process with the cities and, then, we are going to do some more long-term planning. Our staff is meeting with Caleb and his planning group in the next couple of weeks to begin some efforts on both short-term and long-term for transit planning in the City of Meridian, so that process is going. In preparing for that, we are -- we have identified either through previous meetings with City of Meridian representatives or through our own work three things that Meridian City Council — Special Meeting Workshop March 17, 2009 Page 12 of 67 we'd like to look at. One is the route 42 as it goes through the City of Meridian, is the routing the correct routing. Things are growing and changing in the city and we want to make sure that we are using the minutes that we have available in Meridian to the best possible use. To prepare for that we are currently conducting on-off passenger counts at all Meridian stops, so we know the usage level of each stop in the city. And, then, we are also looking at some rerouting options, because of the -- the new college facility that's coming in and the Meridian School District building and things are just growing and changing and we need to make sure that our route is serving the best populations that we need to be able to reach in the City of Meridian. The other one that Kelli mentioned is route 40. We are looking at trying to find ways to put additional trips on that route. We still have some standing room only on many of our commuter trips in the morning and the main problem that that creates for the City of Meridian is that the City of Meridian stop is the last stop on the way into town and so it's your folks that end up standing as much or more than anybody. So, we are looking at trying to find ways to fund an additional trip or two on that route and so that we can serve those passengers better and also serve additional passengers. The other thing that's come up that we have kind of put on our list that we want to talk about is in the process of planning with the city of Boise and do some analysis of residential densities. We did the large residential densities along kind of the Ustick corridor. The western edge of the city of Boise that are not being served at all and if you take that out into the City of Meridian there are large population densities along that Fairview corridor -- the Fairview and Ustick corridor that has no service at all. So, one of the things that we'd like to explore is a partnership between the city of Boise and the City of Meridian to see if there is a way we can serve both populations. So, that's kind of the short term things that we are doing. As I say, we are meeting with Caleb and his group and any input that we get from the city we'd certainly like to put that on our list to look at. In long term we are putting together what we call a plan and tool kit, which is a series of Excel spreadsheets, access documents, that will help us gather all the planning data that we need, so that we can move detail plan routes more accurately and service more accurately and we are looking at the City of Meridian, the city of Eagle, and the city of Boise as some test pilots to help us use this tool kit -- to take the tool kit and the information that we kind of laid out in our Treasure Valley transit plan, which is a fairly genuine long range plan and lay out the details of what we would do in the City of Meridian for the long range transit service. And so we will be starting that process in a couple of weeks with Caleb's group and the look forward to seeing -- presenting more detail to you as that project goes along. I'd be happy to answer any questions. Rountree: Any comments, questions for either Kelli or Mary? Hoaglun: Mr. President, Mary. Refresh my memory. Last fall I thought we approved some additional funding for -- I think it was route 40 to add another bus or -- refresh my memory. What was it we did exactly? Barker: What we did is we put larger buses on the route 42. We were running with 24 passenger buses and we had standing only issues on those routes, so we had the larger buses, so that we have solved the standing room only problem on the route 42. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 13 of 67 We already run the larger buses on the route 40, so, unless we go with the double deckers, we need to add more trips. Hoaglun: Okay. And one -- one last question. Can you refresh my memory. Riders per revenue hour. What does that mean? Barker: The reason we make it revenue -- per revenue hour rather than just pure riders is that in the month of October in 2007, there may be more operating days just the way the calendar falls than there are in 2008, so comparing apples to apples. So, what we look at is how many revenue hours we operated in October of '07 and how many we operated in October of '08 and that way it just kind of -- it balances that ridership number, so we are looking at apples to apples, a direct comparison. Hoaglun: Thank you. Rountree: Further comments, questions? Bird: I have none. Rountree: Caleb? Hood: Mr. President, I may just clarify. There hasn't been a coup in the Planning Department. Anna's still the director. The group that Mary is referring to is the transportation task force and maybe a heads up for Mary, too, and Kelli, if she comes to the task force meeting. The task force has been very interested in getting a fixed line service in Meridian. We know what this tool kit is about. We look forward to hearing from you in that venue to -- that's what the interest from the task force has been is some fixed line service in Meridian, too. So, we are trying to get that kick started and we will have further discussions with VRT, but I just wanted to clarify that to me the group as a whole, it's the transportation task force that we offered and we asked them and they accepted to come and present that you, so we will be working with them as we proceed through this process. Rountree: Thank you for the clarification, too. Any other comments, questions? Thank you, Mary, Kelli. Barker: Thank you very much. Rountree: Appreciate you coming. See you tomorrow. D. Uses of CDBG Funds from Stimulus Bill Rountree: Next item on the agenda -- Matt. CDBG funds. Stimulus package. More money. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 14 of 67 Ellsworth: Thank you, Mr. President, Members of the Council. Before you this evening for -- for some direction on the best possible uses of the sort of stimulus infusion that the city is receiving in addition to its regular 2008 program year allocation for the CDBG program. A little bit of background briefly before I dive into that. Some various pots, if you will, of CDBG funds that are currently in circulation, right now we have the -- the funds that I just mentioned from the American Recovery and Reinvestment Act. The grand total on that is a program allocation as an entitlement community coming through the state from HUD to the tune of 64,584 dollars. In order to, I guess, secure those funds from that program allocation the city will need to submit and have HUD approve an amendment to its 2008 action plan. So, getting back to the direction requested of Council this evening, it's to provide staff with direction as to the specific projects to move forward with that application to HUD. In addition -- and not necessarily on a back burner, but I guess a tier two priority are some left over funds from previous year allocations, specifically program year 2007. That total dollar amount is to the tune of 85,342 dollars. Those funds, prior to expenditure, will also require a substantial amendment only to the 2007 action plan rather than to the 2008. So, kind as a -- as a tertiary benefit to staff of tonight's discussion, I will also take that general guidance provided by Council to use in identifying projects for that 2007 action plan amendment as well. Throughout the presentation this evening I will make reference to the LMI areas, so just as a refresher for Council and to orient the members of the audience that may not be familiar with it, low moderate income areas are one of the priority targets for use of CDBG funds. Up there on the screen is the City of Meridian's eligible census blocks, bounded to the north by Cherry -Fairview, to the west by Linder Road. The southern terminus of that area starts down at Franklin and jogs over to Meridian Road, where it proceeds north to Pine, then, continues east to Locust Grove and, then, it continues up to Fairview. So, you sort of have three quadrants there and that's the LMI area that I will make reference to this even. So, diving into the stimulus funds for CDBG, as I mentioned, just over 64,000, it does require substantial amendments to the 2008 action plan. The general guidance provided by HUD thus far indicates that focus is to be given to projects that create or retain jobs. Again, this is to jump start the economy. That's really the -- the primary focus based on the direction that's been provided thus far. They also encourage the recipients to strive for timely implementation of any of the projects that make their way into the program for use of these funds. All the fiscal eligibility criteria that we are already familiar with -- or more or less familiar with anyway with the CDBG program will still apply to use the -- the stimulus funds as well. And, finally, the documentation requirements may different slightly from the standard CDBG reporting mechanisms that we have -- the current administration has placed a large priority on transparancy and use and accountability for use of these funds. We haven't received anything concrete from HUD as to how that will shake out just yet. I bring it to your attention only because part of staffs recommendation to you this evening is to use the 65,000 dollars for the stimulus funds for similar projects, but separate projects than the other the other uses within Meridian. Meaning it's going to be administratively easier for staff to approach and clearer for HUD to manage to somewhat view that as separate -- separate funds to not mix the stimulus funds with the regular allocation and I'm interested in your take on that later one this evening. So, some of the potential projects that jumped out to me and Meridian City Council — Special Meeting Workshop March 17, 2009 Page 16 of 67 others that we were recommended by members of the community, by -- by other staff, that was approached by -- by an interested community group are up there on the board in front of you. As we wade through the conversation this evening if there are other projects that you feel fits the bill for use of these funds, I'm all ears for those as well. And I'm happy to go back, do whatever research to gauge the eligibility based on the information that I have to determine whether or not that would be an appropriate use based on the guidance provided by HUD. The first one is sidewalks in this LMI area that was on the board just a couple of minutes ago and that would qualify for use of CDBG funds under the low moderate income area benefit criteria. The future infrastructure construction project, which is something that our regional office has indicated, HUD, is really interested in seeing with use of these funds. They like to see the dirt tum, they want to see actual movement, people going to work as one of the outputs of this. The transportation task force engaged in an exercise surrounding the conversations with ACHD, actually, with the community programs, through which they identified several priority areas in the city that -- that staff moved forward in discussions with ACHD on -- relating to sidewalk and community programs -- oriented projects with dirt turning and actual infrastructure projects being constructed. It seemed like a logical overlap here, especially in light of the fact that priority area is number one and two from the task force are also within that LMI area. So, again, use of the funds in this case would be to design sidewalks, crosswalks, et cetera, in the LMI area. The proposed amount would depend on the amount of overall improvements that are -- that are deemed necessary. There is a note at the bottom of the screen there that if the city uses the CDBG projects -- or, excuse me, funds for these design projects, there is an expectation from HUD that the project begins construction within a reasonable time frame. Cloudy definition surrounding reasonable. I haven't exactly gotten a straight answer as to what that is. I spoke to Nampa and they said that they typically try to move things toward construction within two to three years after the design, so just to sort of put it in perspective for you. Up on the screen it's somewhat hard to see here with the visual, but priority areas one and two -- priority area one is south of Cherry Lane to roughly West 5th, West 7th Street, right around in there, it drops from there down to the railroad, extends east on the railroad to Meridian Road and, then, jogs back out to Cherry Lane. Meridian Elementary School is right there in the middle. Priority area two is over there east of Main Street. Similarly, the northern edge of that is up on Fairview Ave. Bounded to the west by Meridian, to the south by Pine, and to the east by, oh, East 5th, right around in there. Cathy. So, that sort of orients you as to those areas. A lot of those areas don't have sidewalks. Other parts of it, based on an analysis prepared by ACHD, has substandard sidewalks, lack of crosswalks, that sort of thing. So, staff felt there may be an opportunity there. The second project that jumped to staff is Five Mile Creek Pathway Segment H and I put in an H.1 as outlined in the city's pathways plan. Segment H of the Five Mile Creek pathway continues south of Pine. This portion was identified as a priority by the parks and rec commission and ratified later by Council. The reason that it jumped out to staff again -- this is another project that would work toward the direction of turning dirt, it's an actual tangible project and it's entirely contained within the LMI area. It would provide a great link for residents of that area to a lot of the services up north of Fairview and that's why it's -- it's up for consideration today. It's an LMI -- LMI area benefit project. It's another future Meridian City Council — Special Meeting Workshop March 17, 2009 Page 16 of 67 construction project. Again, it's priority number eight. The reason that we didn't ask for any of the higher priorities is because none of those fell within the LMI areas. We ran this by the parks and rec commission at their -- at their meeting last week. They were supportive of moving forward with this project as one to present to Council to seek direction on use of the funds for -- for this cycle with the stimulus dollars would be to design a pathway for future construction. Public Works developed some cost estimates for -- for us for tonight's discussion, roughly 40,000 dollars was the estimate for the design of this project. The construction could be anywhere from 150,000 to 350,000, depending on the type of pathway desired, which we have the in's and out's of the difference there, should that project rise to the top as a priority to pursue for -- for use of these funds. The same note at the bottom of five to the first -- or to the second project that does the first project with the expectation from HUD that these move toward construction in a timely manner. Additional projects for consideration. Number three here is the community center, ADA upgrades. And that would qualify for the CDBG funds under low to moderate income. Limited clientele. And that's the link with the ADA compliance. You can either do it on an area basis or limited clientele. We can dive further into it if you have any questions about it. The end result in this case, rather than an intangible construction infrastructure oriented project is increase accessibility. The use of these funds would be to remove existing accessibility barriers and the proposed amount of necessary upgrades as gauged by LCA Architects who were kind enough to come over with staff to walk through the building last week, was somewhere in the neighborhood of ten to twenty thousand. They said the building from an ADA perspective was not in terrible shape, but they did notice a couple of small clean-up items that may be eligible for use of these funds. The fourth project up for consideration this evening is the McFadden Market Co-op. I was contacted several weeks ago by Margo Whale, who is the chair of the finance committee for the McFadden Market Co- op and she delivered to staff a proposal sort of outlining what they are trying to do off of East Broadway. The essential link here is low moderate income jobs and the proposal indicates that long term from starting block there would be five low moderate income jobs, with the potential expansion to 14 low and moderate income jobs. The market has sort of a secondary benefit, although it would be necessary for the -- the path of eligibility is that otherwise we serve the LMI area, if you recall from back on the map and the slide there, this is just south of that area. So, it seemed like another potential opportunity. Use of the funds could be construction renovation of the actual site itself. And other activities as appropriate. The ambiguity in that language stems from some of the literature that I have from HUD as to use of these funds for special economic development activities and that's one the staff will have to do a bit more research to figure out exactly what we can and cannot use those funds for. But, again, I thought I'd check with you guys to see first where that falls on the broader list of priorities before investing the time that it would take to get that conclusion. Proposed amounts for this, there are roughly 20,000 dollars in building renovations, but the proposal identifies -- and I'm confident, based on what I have read so far, that those would be eligible activities. The overall amount that that lined in -- the McFadden Marketplace's proposal is in the neighborhood of 170,000. And, again, to determine the eligibility of each component of that I would need to go back and do additional research and, again, I was interested in Council's take before I dove in and contacted our HUD rep to get to the Meridian City Council — Special Meeting Workshop March 17, 2009 Page 17 of 67 bottom of that one. So, next project up for consideration is Centennial Park improvements, which could qualify for use of CDBG funds, potentially under slum and blight. And the reason probably that there is some explanation here. The Department of Housing and Urban Development recently acknowledged the city's designation of slum and blight for the urban renewal area, which the city -- the city proposed in setting up the urban renewal district several years ago. In doing that anything outlined in the city's urban renewal plan is, then, eligible for expenditure of CDBG funds under that slum and blight category. I was in touch with our HUD rep to see if park improvements at this location would be eligible based on that designation and it was kind of a maybe response that I got. It might take a couple degrees of separation to make that link to the eligibility plan. As a heads up the other way to qualify some of these projects for low moderate income benefit, rather than the census designated LMI area, is to conduct a survey of the service areas surrounding those facilities. I have been in touch with a couple of consulting companies to develop those surveys and anticipate proposals back from them sometime within the next week, week and a half. From that, that would make the link to low moderate income, if you want to look at that as a separate category and, in fact, a priority category for use of CDBG funds in the first place. Staff is of the opinion that if we can get the nod from HUD to pursue this under LMI benefit, that would be preferable to the slum and blight. There is certain percentage benchmarks that we need to reach over the course of a three year allocation period and it would certainly be helpful if we could get that LMI designation. So, use of funds, again, would be to purchase and install playground equipment and other amenities as deemed appropriate. I would be in touch with Steve in Parks and also bring a more comprehensive list of those improvements back to Council prior to moving that forward, if that's the direction that Council wants to go. It's a close amount and I think depending on the -- be dependent on the desired equipment, ranging anywhere from 30,000 up would be my guess. The sixth and final -- indicated that they may have an interest and some interest from the business community in the downtown core of -- for you in use on the 2007 program year funds. It looks at the moment like the MDC board is moving in the direction of using the 2007 program year allocation for starting up a facade improvement program. That would be the grant program. Right now it's funded at 65,000 dollars that goes towards -- towards removal of slum and blight in the urban renewal area. So, this would be a continuation of that and it would be to provide a grant to a private business owner or property owner to -- to clean up their shop and the amount could be up to the full 65,000 potentially, although, again, there is some of those benchmarks that we need reach and the slum and blight expenditures don't get us any closer to the LMI uses of these funds. So, direction requested again is -- from Council, what of these projects does Council prefer for staff to do the further research and identify specific costs for and, then, come back with that amendment to the 2008 action plan and from that staff will also take a look at what projects should be pursued for use of those left over funds from the 2007 program year. There is some brief notes that we can touch on for part two of that request, but, first, I'd be interested in trying to answer any questions that you have about the presentation so far and -- I mean I would be interested in your thoughts on question number one, so I will jump back to the overall project list and turn it over to you. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 18 of 67 Rountree: Comments? Direction? Hoaglun: Mr. President, a quick question for Matt. On the sidewalks, for example, you know, we hear the term shovel ready, because that's meant to -- you got a project that's ready to go and you get the money, you can put it -- I mean that was the whole idea of the stimulus, but when we talk two, three years down the road, that's not getting jobs out there on the ground. Do we have any sidewalks that meet that -- that unofficial definition of shovel ready? Are there any projects out there like that that you're aware of? Ellsworth: Mr. President, Madam Mayor, Members of the Council, Councilman Hoaglun, I would need to touch base with ACHD to find out exactly where they are in the design of any of the projects that are coming up on the horizon and also to check to see which of those were included in their transportation oriented or class surrounding the stimulus. That's a call that I can certainly make, if that is a priority for Council. From what I recall the -- the 8th Street project over by the middle school, I believe was the only one and I'm not exactly sure what the status of that is, if that made the cut from ITD's -- the Mayor's nodding her head, so it may have and, Caleb, I don't know if -- but it sounds like that may be the only one designed up to the federal standards right now that is ready to move forward. As a nonroad building entity, we don't have those -- those shovel ready projects as other cities may, so it would require coordination with ACHD, although I tend to think that they probably included whatever was shovel ready in the area with those transportation oriented requests. Rountree: We have a comment from ACHD, so if you want to -- if you could come up here, Jason. Madenford: Jason Madenford, Ada County Highway District. Madam Mayor, Council Members, for the 8th Street project, yes, that project was fully funded through the stimulus and so we are looking at constructing that. Currently the plans are in ITD's hands right now and we are expecting that to be reviewed by them, get it back to us, make the final completions on that, and, then, we will be ready to bid and award that in the next two, three months. De Weerd: Great. Hoaglun: Mr. President, a follow up. Just a comment. For example, like the pathways project with the Five Mile Creek, I like that. That's a neat idea. But I'm just concerned that we can -- we can spend the money to do the planning, we don't know what the economic future is and, then, to have -- to find 150,000 dollars at a minimum to move forward with that could put us in a difficult situation. So, whether it's that one or others, I'm interested, that's one I'd love to do, but unless we can identify a funding source to complete the project, I'm leery about just committing the funds for planning and, then, having to scrounge for funds to complete the project and keep ourselves out of trouble with the feds. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 19 of 67 Rountree: Matt. Ellsworth: President, Members of the Council, Madam Mayor, Councilman Hoaglun, that's an excellent point and that's a concern the Council needs to be aware of, if you spend CDBG dollars for design projects there is, again, that expectation that these move toward construction. One of the reasons that staff had Five Mile Creek pathway project seem somewhat appealing was because if you were comfortable with the -- the circumstances leading to some of the -- excuse me, to the lower of those two bookend projects or the 150,000 side of the spectrum, that would be a manageable amount within a future year's CDBG allocation coming up separate from both the 2008 action plan, which will need to be amended for use of the stimulus funds and from those left over funds that are associated with the 2007 action plan. Coming up this summer staff is going to dive in to draft the 2009 action plan. So, with that in mind, that could be another potential project. But you're absolutely right, the city is, essentially, committing to finding those funds, whether it's working with the state on whatever grants they have, foundation, committing future CDBG funds, that's an excellent point and it's one that the Council needs to keep in mind and determine the direction here. Rountree: Any comments? I guess on that point, Matt, unless my math is bad, we are looking at about 150,000 dollars that we have to come up with projects, so could all of that be dedicated to one project, say the pathway, for both design and future construction to be leveraged against the city's participation to have a completed project? Ellsworth: Councilman Rountree, Members of the Council, Madam Mayor, that's -- that's a direction to go and without going into the in's and out's of it, we can make it work just on -- on the funds that are available that we could -- we could dial that in and make it happen, whether it comes from the stimulus funds, from the left over funds, from the future funds or some combination thereof, I think we can make it work. Rountree: I'm just going to throw my -- my two preferences out there. One, I -- I see some advantages in supporting further facade grants in this area and I see the advantages of trying to leverage this money with city money to complete something that will make a hole, which would be the pathway. If we had a sidewalk plan, I could go there as well, but we don't have a conceptual plan per se in these areas of what groups of sidewalks would bring a neighborhood together. So, my two preferences would be those two. Bird: Mr. President? Rountree: Mr. Bird. Bird: I would agree with you on that and I -- I think there has got to be some areas of sidewalk that -- that wouldn't be too hard to get up there. But I do like the Five Mile Creek pathway. I caution with -- with private donating -- or allocating money to private without having the finances in place to finish it up. Do you understand where I'm coming from on that? I mean, you know, I don't want to get -- donate something to a Meridian City Council — Special Meeting Workshop March 17, 2009 Page 20 of 67 project that don't get completed, because it don't -- it certainly don't help. But I'm like Councilman Rountree, though, it would be great to see the pathway get taken care of and I don't -- I don't know why we can't. I mean it's not a -- going to take a rocket scientist to put up a pathway. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: And, you know, I guess with the improvement, I'd like to see a vibrant downtown and -- where we can give our downtown a face lift and give people a reason to come downtown and create the economic stimulus that this money is supposed to be for, if this is the additional fund. I am intrigued by the McFadden Market. I -- I know that there is some uncertainty of how it would move forward, but the job creation and the idea and the bringing people downtown certainly appeals to me. Also, the Centennial Park. And I don't know what it can be categorized under, slum and blight -- well, if you go and look at what the Boys and Girls Club could -- was selected in, it would qualify for slum and blight. And certainly the vision that the parks director has to make that a park that kids want to come and hang out in is certainly worthy of that consideration. We know from the placement of the Boys and Girls Club in that area it does serve the underprivileged and does qualify for -- for the demographics that this money is supposed to be used for, even though it's not in that area. I know too many of the stories that of kids that went to the Boys and Girls Club and where they lived and they lived in that southern part of Pine and they certainly qualify under the criteria. I would love to see those two certainly considered as well. Those are more the low hanging fruit and I would like to see that money put to use in a visible way, so that our community is seeing those dollars at work. Rountree: Any other comments? Steve. Siddoway: Mr. President, Madam Mayor and Council. So, three of those items -- Rountree: For the record, who are you? Siddoway: For the record, Steve Siddoway. Rountree: Thank you. Siddoway: Parks and Recreation director. Three of those items on the list would directly benefit Parks and Recreation. Of those three the -- the ones -- the improvement to Centennial Park I think are particularly interesting. I have spoken with the Mayor about the potential of bringing some play equipment, called a neos to Centennial Park as something that could be -- it's an electronic play structure that would be one of a kind in the valley, would make that park something that would be attractive and interesting to -- to certainly the -- the kids in that area and would benefit the park as a whole, make it certainly more than the grass and basketball hoops that are there today. The -- the Meridian City Council — Special Meeting Workshop March 17, 2009 Page 21 of 67 pathway is one that's interesting and we did run that through the parks and recreation commission last week to see what they thought of that and they did support Matt bringing that forward tonight, as pointed out, that one would require a longer term commitment to make sure it gets built. That is one that was on the list of priorities that we brought to you for pathways priorities, but it was not the top priority, it was further down the list. However, if this is an opportunity to use those funds and get a priority pathway built, then, that seems like something worth exploring. And I believe that it could be funded -- the construction could be funded with future CDBG grant funds, but it would require some commitment that that would -- that is what the funds would go to, while there may be other projects that we can keep for that. The third one being the community center. We technically are ADA compliant today, although there is much -- there is several things that could be done to make it a gold start, if you will. If we were building the restrooms today we would have to design the stalls and such that a wheelchair could tum around within them and not just within the restroom. But if we were doing a full renovation, I would actually recommend that we go a step further and not just renovate them for use in the building, but find a way to design them that they could be used for parks for the -- restrooms for the park itself and get some outside doors, which would be a much bigger project than just renovating the restrooms that are there. So, I just wanted to provide that input as the three things that -- three projects that I have been thinking about and I'll stand for any questions. Bird: Mr. President? Rountree: Mr. Bird. Bird: Steve, I got a question. You brought up the ADA. What classes and stuff that we are having over there that would have handicapped people involved and how much? I mean, you know, what kind of -- is there much of a percentage, you know. Siddoway: I don't have a direct answer. Right now we are going the senior tax aid. There is certainly people in that group that would qualify. We have talked about the potential of doing an adaptive recreation program through the use of CDBG grant funds as a potential -- right now that's not one of our -- one of our focuses. But could be. Any number of the classes, though, could include someone who is impaired either physically or otherwise. Bird: Actually, that had skipped my mind. I think that's very important. And it's not that expensive. Rountree: Any other questions for Steve? Siddoway: Thank you. Rountree: So, a lot of good projects out there that staff needs some direction. And I certainly can give you some if that's what you want. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 22 of 67 Bird: I can, too. De Weerd: I think we all can. Rountree: So, what kind of consensus can we come to on this particular topic? I think I heard at least several favorable comments towards the facade improvement. But from that point on we seem to have fairly equal support. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: Precisely. It's a toss up for me. I think if I just ran through this list that -- the ones that I picked out that are most interesting to me happened to be the three parks ones. But I can see equal justification for all of the others. I might not move so fast on using this money for sidewalks, because I think even if it doesn't happen immediately, the community projects -- program of ACHD will do that eventually. Although it is a safe routes to school issue and does need to be done fairly quickly, but I think there is another way to get that one done, so I might not put that high on my Meridian priority list. The McFadden Market one, even though the co-op, I believe, will be nonprofit, it is still kind of a profit making group. I might not put that high on my list. But all the others I could share equally. Rountree: Any other wisdom? Zaremba: That wasn't much help. Hoaglun: My two cents, Mr. President, Five Mile Creek I'm very intrigued by. You know, as we look at these new developments coming in, the amenities that developers put in, if there are any creeks along there, waterways, they put in the paths at their expense and -- because it's an amenity. Here is an opportunity to put in something that benefits the whole community, but it's within a low income area and it's an upgrade for them. But what makes me hesitate on that is the fact that we will be obligating future dollars for a project and we really don't know what those dollars will be in the future and that's a tough place to go in this economy right now and with -- with the budgets what they are, not only here, but nationally. And that's my hesitation on that one. I do like the parks project. Centennial Park is something I could -- I could support. Community center, ADA upgrades certainly are needed and I see that more as something that if they are needy we need to look at it and make sure we can do what's necessary as soon as possible. But I would be fine with that facade improvements. We want to -- we want to make the downtown look the best we can. How is that going to work -- one of the contracts, different things -- there is a lot more details I would want to know about that before I went too far to say I'm wholeheartedly behind that. So, that's the only hesitation I have there is just wanting to be sure I truly know how that works, so by process of elimination it kind of leaves Centennial Park as my number one, if that makes sense. If you followed all that logic there, but -- Meridian City Council — Special Meeting Workshop March 17, 2009 Page 23 of 67 Rountree: Not particularly, but the fact that you said it, that's great. De Weerd: I thought it was very logical. Hoaglun: But I can -- I can easily go with -- with the community center and facade improvements as well, so -- Rountree: Matt, before you take off here, I -- I forgot the other and, you know, we were just looking at these projects. I believe currently we have funds going towards some activities at Meridian Food Bank with a grant there. Give the economic times we have right now and given the demands and the increased folks that they are serving, I'm not so sure that I wouldn't want to see some additional funds go that direction if it's possible. De Weerd: Mr. Chair? Rountree: Madam Mayor. De Weerd: I -- I believe there is a couple of things with the food bank. In particular we have been looking at the backpack for kids and, Matt, maybe -- is the backpack for kids -- the program that's currently being funded or considered for funding or is that different? Ellsworth: Mr. President, Madam Mayor, Members of the Council, backpack for kids program is not currently programmed for use of CDBG funds. This provides a good segway -- before I dive into that, a little bit more of what I have learned from coming on trying to administer the CDBG program. In addition to the 70 percent minimum expenditures for projects that benefit low moderate income individuals. There is also a 15 percent cap in each year's allocation that can go toward what they call public services, things like backpack, things like the catch program, if that were another one that the city felt is a good use of these funds — would fall under that public services 15 percent cap. Now, looking back to the 2007 program year — and up on your screen under the second half of the -- the sort of direction thought this evening, staff will be coming back to Council in the upcoming weeks with an additional amendment to the 2007 action plan and that will be to use the rest of those left over funds. The amount available under that public services cap for that year's program allocation is roughly 24,000 dollars and in discussions with -- with staff, with community organizations, and so forth, it sounds like a good bit of that money could go toward those two that I just mentioned, the catch program and backpack for kids. We can also take a look at what use the food bank would have for -- for inclusion in that 24,000. But, again, that's sort of -- that's the feeling in that level of funding. The public facilities allowance there would apply to projects like Centennial Park. It would apply to projects like the community center and things of that nature. What staff anticipated -- staffs recommendation for that -- that second half of this -- this request is to propose an amendment consistent with what's on screen, to use the remainder of what's left over right now, being 85,000 minus 24,000 that would go toward the public services toward a public facilities project Meridian City Council — Special Meeting Workshop March 17, 2009 Page 24 of 67 whether that is the community center or the -- the design of -- excuse me, the upgrade to the park, what pushing that out for use in the left -over funds may do is give us enough time, say 30, 60, 90 days to release that survey and get the results back again and that may give the -- give the necessary justifications for use of those funds under the LMI benefit, rather than having to use them under slum and blight, if HUD is even willing to approve them within that funding cylinder, if that makes sense. I definitely understand that Centennial Park is a priority, but for the city's purposes in meeting the objectives as outlayed by HUD, hoping that the results of that survey come back such that that is an eligible expense. The timing may work a little bit better, rather than trying to fit the square package into the round hole under slum and blight, just to allow the results of the survey to come back and to use those funds toward the LMI benefit. And, again, that would be for use of -- rather than the stimulus funds, for the left -over funds to the '07 action plan. You tell me. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I don't know if there were at that point, but I -- let me suggest a proposal for coming to a consensus. If we each wrote down on a sheet of paper that list of -- was it seven projects? And, then, next to it each wrote a priority number, you know, our first priority being number one and, then, we hand those sheets to Matt and he does the math to figure out what our priority really is. That's just a suggestion. De Weerd: We would need to do it publicly. Baird: Yeah. Rountree: My preference is -- Zaremba: I don't mean that to be a secret ballot, I mean it's just -- they are so even in my mind that the only way we are going to sort them out is to -- to each put a number next to them and figure out what that is. We have done that on the transportation task force a couple of times and it seems to work for making one or two things at least come to the top. And certainly don't mean to make that secret, just because it's written down, instead of said out loud. I'll read mine out loud. Bird: Put that list back up there, Matt. Ellsworth: Oh. I apologize. While I am -- going the wrong way. A bit of clarification. In regards to the commitment of future funds -- again, coming back later on this summer staff is going to present a draft 2009 action plan and within the entitlement allocation in 2009 the city could identify those funds for use on -- on say the pathway or actually implementing and constructing a project should Council decide to go with the design of a project for use of those stimulus dollars. So, just -- I'm not sure if that came through Meridian City Council — Special Meeting Workshop March 17, 2009 Page 25 of 67 when I initially gave the quick rundown of way too much information for this amount of time, so -- Rountree: You need to come forward and introduce yourself. De Weerd: We need you on the record. Whale: My name is Margo Whale and I'm the president of McFadden Market Co-op board of directors. So, since the park and rec department got to state their case, I'd really like to clarify some misunderstandings about McFadden Market Co-op for you before you make your decision and I'd like to entertain any questions that you might have. First of all, this is a member owned for profit business. I believe the stimulus funds really are intended to create jobs and this -- if you would help to support this endeavor, this would not only create jobs in the short term, this would create jobs in the long terms for your city, as well as improve an area that's definitely in blight and condemned currently and it would provide services to your citizens, particularly low income citizens in the area. In addition, it supports some of the city's objectives for green endeavors, because we will be providing economically sound products and educating the community on the use of those. In addition, it supports your wellness objectives, because one of our objectives is to promote awareness about food nutrition and health and we will be providing for the members wellness and nutrition education. So, I'd also like you to understand that we are not only seeking funds from you and I don't want you to think that this is an endeavor that is going to go by the wayside. There is a core of people that are strongly committed to this and this will come about for the city. I think it would show a great support to the community if you were to lend some support to this endeavor. We have also been in communication with Sage and they will be willing to work with us to provide a low interest loan for us as well. But we need to raise some additional capital as the co-op from members as well in order to be able to qualify for the additional loans as well. So, if you were to provide some funds to this endeavor, you would create ongoing future jobs, you would create an income stream that would continue and to help the blight in the area and it's only a block and a half from you. I mean it's going to provide nutritious foods and wellness education for even city employees in the area as well, so thank you for considering this. Can I give you some -- Rountree: Questions? De Weerd: Mr. Chairman? Rountree: Madam Mayor. De Weerd: I guess what is the timeline? What is the anticipated timeline? Whale: Well, it's really dependent upon raising the funds to open. So, we believe that once we have 400 members, we will have enough momentum in order to be able to do that. We are in the process of going through the Idaho Department of Finance to get Meridian City Council — Special Meeting Workshop March 17, 2009 Page 26 of 67 approval to request member loans and the statistic size at about one in four members will be -- will be interested in providing a loan to a cooperative as well. So, we believe that with member loans from about one hundred members we would be able to support the opening of this anyway without your help. With your help it would -- we would be able to do that with about 200 members and we have 200 people interested today in our distribution list. The infusion of some funds with some confidence would enable us I believe to tum the comer, so that we could open this summer. We are in the process right now of a contingency of proposing a farmer's market in the area, so that we can continue the momentum through the summer if we are not able to open. De Weerd: Just a follow up. Rountree: Madam Mayor. De Weerd: Is this a buy local? Whale: It is. Yeah. We are supporting local farmers. We have -- right now for the investigation into the farmer's market we have 20 committed local vendors and we haven't heard from about ten more, but we believe we will have about 30 vendors -- local vendors -- local farmers. And we are really interested in educating how to create and sustain local farming for our food system. De Weerd: Thank you. Whale: May I give you these so you have some information? I'd like to invite you to become members, too. Rountree: I have a couple questions. How long have you been soliciting? Whale: How long? Rountree: Yeah. Whale: We began this idea in May when Ward Schrider was shearing my sheep last May. So, we have been in existence for about ten months. We have really not actually done a full out solicitation of memberships yet. The memberships that we have and the interest on the website is just purely through free PRs that we have been able to get through the newspaper. Rountree: And how many memberships have you sold at this point? Whale: We have 62 paid members right now. We have over 200 that are interested on our website and that have completed the survey. Rountree: Mr. Bird. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 27 of 67 Bird: Ma'am, you say you can open in May. How much -- how much is the estimate or how much cash do you have to have to finish the building and get stocked and get ready to go? Whale: Our total is about 170,000 dollars, as he said. I don't believe we will make it in May. I believe if you were able to give us an infusion of funds we could probably open in July. We could open this summer. Bird: And which building are you -- are you taking the old grocery store or are you taking the old bank or what? Whale: The original plan was to take the old grocery store and rejuvenate that as the cooperative, as well as the old bank. Those two buildings are condemned and need a lot more restoration and the owners of those buildings is having a difficult time getting funding for those. So, the co-op's plan now has been to move initially into 130, which is just west of those two buildings and adjacent to them. And that particular area needs -- doesn't need a lot of restoration and we could move in there quite quickly while he's still raising funds to be able to do the others and the long term plan would be to grow into those other buildings. Bird: Are they going to allow you to open that with that -- those two -- that other part? Because they are attached, if I remember right. Whale: They are attached and -- Bird: And they are going to allow that? Whale: My understanding is that Ward Schrider has already been in contact with the Planning and Zoning Commission here in regard to that. Rountree: Further questions? Comments? Whale: Thank you. Rountree: Thank you. Ellsworth: Mr. President, if I may. Rountree: Matt. Ellsworth: Thank you, Mr. President, Members of the Council. A couple of brief issues that -- that are associated with McFadden Market that may have caused me to take a closer look at some other projects instead, include -- on the one hand I'm not exactly clear on the relationship between the use of CDBG funds and a for profit entity. I know in some of the 170,000 dollars that Margo alluded to, some of those expenses would not be eligible under the use of the CDBG funds. Others I believe could be, but as a for Meridian City Council — Special Meeting Workshop March 17, 2009 Page 28 of 67 profit entity, rather than a nonprofit entity, which would be the typical sub recipient for the city in these sorts of situations, HUD will not really allow the city to enter into a similar agreement with a for profit entity. What that translates into is considerably elevated levels of monitoring and an administrative steps for city staff and what we typically try to do with the CDBG projects, any partnerships, is to administer the funds, but to try to not get into the business of administering programs. As you can see there is a lot of need and CDBG funds go a lot of different directions. At this time city staff has -- has a commitment at about one third of a full-time employee to the administration of these funds. So, that's kind of some of the rationale for trying to stay out of the business of program administration, as opposed to funding administration. As Margo identified -- and I'm a rookie by all means, but in looking over their -- their marketing plan here it's a rock solid plan. This is the sort of project that to me looks like it's going to go and relative to some of the other needs in this city I have -- I'm a bit more skeptical as to whether or not some of these other projects wouldn't move forward in the absence of CDBG funds. So, to summarize, I appreciate Margo's information and it's a great plan and I know it's a great project, but for those reasons I -- as staff anyway, I started to gravitate a little bit more towards some of these other projects and set up for use of these stimulus funds. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: Or chair or whatever you are. Rountree: That's fine. Take your pick. De Weerd: So, what makes this different than the facade improvement? Facade improvements are also for private businesses. I guess I'm a little bit confused as to what differentiates them. Ellsworth: Sure. Mr. President, Madam Mayor, Members of the Council, it sort of comes back to which of those planning cylinders the use is classified under, as opposed to the -- the site improvement program which qualifies under slum and blight removal, this sort of program would -- this project, rather, would qualify under special economic development activity. That's the way the -- to make that like job creation. De Weerd: So, they can still be some slum and blight, which that street is slum and blight, and would be able to apply for the facade improvement if that is where the money went, some of it? Ellsworth: Mr. President, Madam Mayor, Members of the Council, I believe that would be an eligible expense and I'd have to have more conversations with MDC's administrator to know what his thoughts were in recommending that facade improvement program, but that's another good one to keep in mind, in general, for these special economic development activities, they can be used for building renovations if Meridian City Council — Special Meeting Workshop March 17, 2009 Page 29 of 67 there is that link to low moderate income jobs. Again, that's back to the distinction between a project that benefits a low moderate income population, as opposed to slum and blight removal. The city still has that certain -- that certain minimum that we need to obtain to stay compliant with HUD's guidelines. De Weerd: First of all, we use community development block grant money to help bring power out to LP and they had to demonstrate a number of jobs and that sort of thing. Again they are for profit. Is it only the paperwork? Because I know that we -- that had to run through us as well. I just am trying to understand this. Canning: Madam Mayor, Members of the Council, when we did that project we were still -- we were not -- it was not through entitlement city funds, so that administration fee was saved and we paid separately and it was a fair chunk of money, as I recall. It was -- probably that would have been all of our administration money available for -- under what we get now for administration, it would have taken up all of that. That's what Sage's portion of that contract was, as I recall. So, it -- De Weerd: Okay. Canning: And, Madam Mayor, Members of the Council, it's not that we can't do those things. I think all we are trying to say is that if -- if you ask us to do that, please, be aware that it may take -- CDBG administration may take more closer to three-quarters to full time for -- for Mr. Ellsworth, rather than a third of his time, so that's time he won't be able to devote to other projects that have been assigned to him. It's just not something we had anticipated. We have tried to keep his time commitment commensurate with what we can receive from the CDBG administration funds. Bird: Mr. President? Rountree: Mr. Bird. Bird: We can sit here and talk about it for -- Rountree: Well, I'd like to just get the clear direction done tonight and move on with the -- I don't want to play math with it. If we have to, we will, but -- De Weerd: Why don't we each give our top two. Hoaglun: And, Mr. President, just a quick question. I want clarification from Matt on -- if you go back to that screen that had the old money and new money, and it was public facilities and public services and the eligibility -- I want to be sure I get this right. The 24,000 public service funding, that can go to like a -- as Council President mentioned, we can do things like Food Bank, some of those public service, but there is only a certain percentage that we can have that go to. I think you have mentioned -- was it 15 percent? What public service things on that list do we have to be careful of that we are not going to go over that amount for -- for the new money? Meridian City Council — Special Meeting Workshop March 17, 2009 Page 30 of 67 Ellsworth: Mr. President, Madam Mayor, Members of the Council, Councilman Hoaglun, to an extent it's the two separate funding pots, because, again, the left over money, the one -- the one from this one further on here, is still under the 2007 program year. That 15 percent cap is -- is year to year. We still can use that 24,000 dollars in -- of the '07 funds for those public services and since it's money we still have now, it gets a little goofy, because we are not spending that money in '07, but if HUD keeps it straight in their own mind, it's still '07 dollars. So, that's one that we are still working on. For use of the stimulus -- stimulus funds, I anticipate that that's going to be looked at as just a different additional revenue to our'08 funds, so it's going to change the equation a little bit in determining what caps we have, where that 70 percent falls, how much can go towards slum and blight, public services, all that good stuff, but it's the difference in the 2007 program year, as opposed to the 2008 program year. Hoaglun: But if I might follow up, Mr. President. There will be some caps, we just don't know what they are right now with -- there is still going to be some — certain levels have -- some we can't fund fully, because we are already at that cap for public services with the new money -- stimulus money. Ellsworth: Mr. President, Madam Mayor, Members of the Council, Councilman Hoaglun, I believe the answer is yes and I couldn't tell you what those total dollar amounts are offhand, because, again, it's a percentage and in relation to the stimulus funds, again, those total -- those totals and therefore the percentages for each I think are going to change. It's going to be a different equation with the infusion of additional funds. The percentage will still remain the same, even if that's the case, and you're correct that it is 15 percent for public services dollars, but I couldn't tell you exact dollar amounts or exactly how close we are to those right off hand, with the exception of those left over dollars from 2007, at which point, again, we have those -- we have the 24,000 that would still keep us under that 15 percent cap. I apologize for not being able to more clearly articulate. Hoaglun: No. That's fine. I just wanted to be sure that I understood that there were some caps involved with the stimulus dollars just as though -- with the 2007 money. And it could be we could go through this whole process, recommend some things, and you come back and say, song, we have exceeded some caps somewhere, so -- Ellsworth: Mr. President, Madam Mayor, Members of the Council, Councilman Hoaglun, that's correct, and, again, what I was hoping for is kind of some high level direction as to what projects to pursue first. Again, even in determining eligibility and finding out what we can and cannot spend money on, that's going to require considerable leg work from staff. So, I guess I was just interested in knowing where to start and where to start gauging the eligibility and also determining what is going to tip what cap and tip what balance and all that good stuff, but, again, since -- since -- regardless of the PADA funds or the program year or anything else, any of these changes are going to require substantial amendments. Staff will still have to come back to you when we -- when we open that hearing and initiate a 30 day public comment Meridian City Council — Special Meeting Workshop March 17, 2009 Page 31 of 67 period. This isn't the last bite at the apple. Council is not making a final decision as to the use of these funds this evening. Hoaglun: I was afraid he was going to say that. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I'd be ready to give my ranking. Rountree: All right. Shot. We'll start at that end of the table. Zaremba: My number one would be community center. I'm not writing these down. Matt, are you writing them down? Ellsworth: I am. Zaremba: Okay. My number one Park. Number three is also Five improvements. Number five would sidewalks. Rountree: Brad, your tum. is community center. Mile Creek pathway. be McFadden Market. Number two is Centennial Number four is facade And number six would be Hoaglun: Down the line. Centennial Park number one. Community Center number two. Facade improvements number three. Five Mile Creek four. McFadden Market five. And, if my math is right, that makes number six for sidewalks De Weerd: I get to vote. Rountree: Madam Mayor. Sure. De Weerd: This is exciting. A momentus time. I have Centennial Park as my number one. Facade improvements number two. And I understand the additional workload the McFadden Marketplace would have, but that would be my number three. Then, the Five Mile creek, the community center, and sidewalks. Rountree: Got all that, Matt? I'm going to lead you a different direction here, but my number one is facade improvement. My number two is Five Mile Creek. I'm not going to rank the rest of them. For the 2007 money, I am saying that the 24,000 go to public services and we will decide what public services those go to. And the 61,342 dollars that would remain, I'm suggesting that 40,000 go to pathways and 20,000 go to facade. The 2008 money, 10,000 would be for public services, if the 15 percent still holds, 10,000 for facade and 40,000 for pathway, which would leave the city somewhere around 100,000 to complete that project at some point in time. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 32 of 67 Ellsworth: Okay. Council President, would it be okay with you if I -- if I -- Rountree: You bet. Ellsworth: -- either tell you where I got lost or I could -- Canning: That's what the minutes are for. Ellsworth: Okay. Anna. Bird: I'm not going to tell you what to do with the 2007. 1 hope all of the 24,000 will be used in public service. The two items that have been talked about are very, very important in this community at this time. I am probably going to be a little different and I could go with the -- I put Five Mile Creek first, facade second, Centennial Park, community center, sidewalks, McFadden. Ellsworth: Thank you to all and we will sort of compile this up and come up with a -- the quantified direction and that's the direction staff will move. Rountree: It seems my quantifier is something like Centennial Park and facade improvements would be number one and two, but I don't know where you go with the rest. Thanks, Matt. Ellsworth: Thank you. Rountree: You made it interesting. We love these challenges. E. East 3rd Street Update Rountree: And that will take you right into another puzzle that we have and that's the 3rd Street update. Ellsworth: Thank you, Council President, Members of the Council, Madam Mayor. Jump to my next set of notes here. At the joint meeting for the Ada County Highway District on October 6th, Council directed staff to work with COMPASS and ACHD staff in examining the appropriateness of a functional classification of minor arterial for a future East 3rd Street connection. Staff has since moved forward with -- with the conversations with COMPASS and ACHD staff and we are here this evening with an update. Before I dive into that, staff also received from the consultant who was working on the original extension and the line of study, a final draft report last week and before jumping into the functional classification discussion and some of the implementation considerations that we will go into, I was hoping for some direction as to the appropriateness for consideration of adoption of that plan. The closest thing that staff could come up with to sort of parallel this was the -- the process leading up to identification of the split corridor as a preferred alignment for downtown. That alignment Meridian City Council — Special Meeting Workshop March 17, 2009 Page 33 of 67 was adopted by a resolution. It's also referenced in the Comprehensive Plan. So, with that as a model that's one potential option for moving forward with consideration of the 3rd Street extension and alignment study and I would be interested in your thoughts slash direction as to how you would like to do that. Rountree: I think that's the appropriate way to go. Any comments, difficulties with doing that? Ted, is there any issue that you can see? Baird: Mr. President, Members of the Council, no. Rountree: Okay. Yeah. I think we have done that and that's a way to -- to get it in the comp plan and have a future reference. Ellsworth: Okay. Thank you. Shifting gears, then, to the functional classification discussion and I wanted to extend a thanks to Charles, he and Mary Ann over at COMPASS were an enormous help both in — in general explaining to city staff how they consider functional classification and also applying some of that analysis to the specific request. You guys did a great job and I appreciate all of your help on that. And, then, also at ACHD staff who was involved in those conversations and provided their insight as they relate back to this specific corridor. So, a functional classification is determined by sort of weighing a lot of different elements as they relate to roadways and roadways within the broader transportation network. Some of those include general continuity, spacing between parallel routes, trip lengths to travel on a particular roadway. Traffic volumes. Level and type of access. The relation of a specific corridor, a different trip generator or activity centers. Other land use considerations. And, again, all those things -- not only as they pertain directly to the corridor in question, but as that corridor relates to the broader roadway network. So, after COMPASS came in and took a look at -- at this whole Comprehensive Plan litany of issues that you consider in making that determination, what in part came out is that based on the conversations to date and the -- the discussion surrounding 3rd Street, it may function more like a collector than an arterial, all things considered, as we discussed. They also indicated that with several adjustments or changes to the overall network, 3rd Street may begin to function more like an arterial and to run briefly through what some of those network changes are, one of those is to consider reclassifying Main Street from its current designation of a minor arterial to either a local or a collector street and that seems to follow along with the logic of the split corridor project in general. Rather than moving regional through traffic, we are looking for that to be more of a destination that's going to be more pedestrian friendly and sort of follows the changing color on the maps might be a logical next step. With that, changing the color on the map won't necessarily change driver habits, so regardless of what you call Main Street, it will still function as it does today, unless other changes to the network also follow along with that re -designation. So, looking at a couple of possible changes to the broader area network that may work in that direction, one is to consider -- excuse me -- consider taking another look at the intersection of Main and Fairview at some future date. If some of those movements were restricted, then, not only would it be the less than ideal route for some of those through trips wishing to continue north to Fairview and, then, westbound into -- into western Ada Meridian City Council — Special Meeting Workshop March 17, 2009 Page 34 of 67 County, Canyon county. If that were no longer an option, then, certainly people would need to take another route to get there. One potential route, if 3rd Street were to come through, and a signal installed, would be to jog over to 3rd Street to make the same -- same movement. Similarly, if the through movement from the intersection of Main and Fairview for northbound drivers were removed to access into Cherry Plaza, and if drivers had to at that point head over to 3rd Street in order to make the same movement and access the shopping plaza, that would wind up increasing the traffic and just elevating the function of 3rd Street in the broader overall network. Several other network changes that might work in the same direction and from a high level what these changes all have in common is the notion of deemphasizing and I guess making -- making Main Street a less attractive corridor for anybody who doesn't want to park on Main Street and get out and walk around and, conversely, making traffic along East 3rd Street flow a bit more smoothly and make that be easier for those local through trips, if you will, as opposed to the regional through trips. Some of those may include consolidating accesses along 3rd Street, taking a look at installing perhaps one signal at Pine and understanding that that's a collector, but a lot of those accesses are going to have to get over to. Considerably upgrading the -- the train crossing and -- and, conversely, consider different treatment over on Main Street that may deter some of those local through trips. Narrower lanes or removal of the turn lane would certainly do it, because, then, somebody is making the tum, you're stuck behind them. It may not be a big deal if you're shopping, but it would be a big deal if you wanted to get to the other side. So, again, a high level -- high level consideration there is deterring those local through trips on Main Street and more encouraging them to jump over to 3rd Street. An additional element to consider here -- and this is more in coordination with some of the other studies that are in process in downtown Meridian, including the split corridor phase two and the Fairview Avenue concept design. There is also something else that's associated with split corridor phase two to indicate that at some point in the future, 2025, based on some of the estimates that were built into ACHD's analysis, the function of Fairview is through downtown Meridian, Main -Meridian corridor, will decrease to a level of service F. Now, that 2025 date -- I don't want to that scare anybody. That is based on -- on models and gross assumptions and so forth and the traffic study report indicates that's based on the straight line growth from 2008 on. The date's not important. The point of it is that at some point as that traffic level continues to grow, that intersection is going to be a problem. So, part of the question, then, becomes what can you do about that problem. In addition to working in the general direction of constructing 3rd Street -- constructing 3rd Street could also provide that congestion mitigation on Fairview. A couple of brief asides here. On the one hand, just to make sure that everybody's clear, simply reclassifying East 3rd Street from a local collector, whatever -- whatever designation it is, to a minor arterial, does not automatically translate into inclusion in the CIP. Other steps are necessary there. Even if that road is included in the CIP that doesn't automatically imply that impact fee funds will go to it. There is kind of a stepped process there. In addition -- and I got lost here and I apologize for that. The memo to Council that was included in the packet indicates that if the city were willing to support sort of a phased -in approach to relocating the signals from Main and Fairview over to 3rd and Fairview instead, that that may wind up generating a more favorable response than you received in the past in discussions Meridian City Council — Special Meeting Workshop March 17, 2009 Page 35 of 67 looking toward implementation with ACHD in regards to 3rd Street and I want to draw attention to all the legal words in there, those are not on accident, because the ACHD staff in no way, shape, or form gave any indication that -- that they would jump on board with that. City staff feels that that might be a good way to bring that back to the table and to open them up to the possibility of -- of considering some of the findings for this project, so -- so, that said, staffs recommendation in regards to this would be to take a look at and further assign sort of a -- sort of a phase in approach to chronology to how things could unfold in the future, starting with a proposed classification for East 3rd Street as a minor arterial through COMPASS and, again, COMPASS is the entity that will formally change a function classification map. That's kind of where things would have to start. Construction of the split corridor phase two, as we have been discussing in 2012. Ongoing discussions with ACHD regarding the steps that are necessary and the considerations we are going to take a look at in identifying projects to include in the CIP and, then, eventually for impact fee dollars, leading us into step number four, which is to identify a funding strategy to ultimately construct East 3rd. Again, the classification as a minor arterial would be step one, working toward a lot of other things. Wouldn't guarantee that's the direction it's going to go, but it would be a necessary first step regardless. Also -- and I'm sure you guys remember some of the other factors ACHD raised when they are -- when identifying projects for the CIP and, then, later on for the five year work plan. Elements like -- like overall -- in addition to functional classification traffic, overall levels of funding from an outside entity, then, it starts a partnership, things of that nature, can bump projects up in their -- in their grand scoring scheme of things, so identifying the funding strategy and the best way to get from where we are to where we want to be on 3rd Street would be part of the chronology, eventually constructing East 3rd Street extension in a manner based on the funding strategy. Moving on to monitoring the traffic on Fairview and the Main -- the vicinity of Main and Meridian, again, an ongoing part of this throughout -- throughout the whole entire process. But when it hits that point so that there is at least the option of considering relocation of the signal from Main over to Meridian, keeping that option on the table, is part of staffs recommendation. So, depending on Council's -- Council's take on all of this and the direction provided by this evening, if Council is amenable to staffs recommendation, this may be an appropriate topic of conversation toward the April joint meeting with ACHD, but before we go too far down that road, I would be interested in, once again, trying to answer any questions that you guys have and receiving feedback that you have. De Weerd: Mr. Chairman? Rountree: Madam Mayor. De Weerd: I guess I'll be a broken record on this one. I believe that we need the extension of 3rd Street, but it cannot be at the detriment of the health of Main Street. Main Street USA is important to every community and it is vibrant right now with -- with homes and businesses on it, that I would hate us to take away from what Main Street is. I also think Main Street has a uniqueness to it today with the -- the north end of that Main Street with the with homes that have been remodeled into businesses. Those businesses will need those -- those cars to go by them. Certainly they need to be cars Meridian City Council — Special Meeting Workshop March 17, 2009 Page 36 of 67 that want to be there, but I -- just like when we have had discussions about Fairview, my comments remain the same, it's going to be important to keep Main Street as a through and not to make it inconvenient to be downtown. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: In the downtown marketing study and the follow up downtown transportation task force or steering committee, I forget what we called it, I agree with you, Mayor, the objective is not to kill Main Street, but it is to remove most of the through traffic from it that has no intention of stopping anywhere along there. The split corridor is part of that and even though our consultant continued to say that 3rd Street was outside of his assignment, we did talk about it quite a bit and the discussion was along the lines of the things that you just suggested in order to focus destination traffic on Main Street and get the through traffic essentially off of it, the people that aren't going to stop there anyhow, because they are heading for Emmett or Eagle or where ever they are going. The one other piece was making an actual designation of 3rd Street as a truck route and the same thing with Meridian, so that we didn't have major trucks come up Main Street, again, in the idea of making it pedestrian friendly, so they weren't -- pedestrians weren't dealing with the trucks, so -- as the Mayor said, the overall objective is do no harm to Main Street, but it seems to me solving the 3rd Street problem in a way that makes it an incentive to developers in -- even though you make the point that designating it as a minor arterial and even getting it on the CIP, doesn't guarantee that money is going to be spent there. Not doing those things, not designating it as a minor arterial and not getting it on the CIP almost guarantees that money will not be spent there and -- and, therefore, it will never happen and I would like to go the route of encouraging through traffic, even the local through traffic to use 3rd as I think I have said before, one of the things that was discussed is that 3rd would actually be people's access. It would require perhaps building some parking structures that people would access from 3rd and, then, walk to Main Street, rather than drive to Main Street, that's a vision long way down, like you said, don't get startled by 2025, but those were some of the things that we discussed as a future that would make downtown the heart and vibrant soul of a walking pedestrian friendly area. So, I liked almost everything you said. Rountree: Other comments? My position on this is that I think 3rd Street at some point in time will be a through corridor. I think we have done the due diligence we need to do by resolution getting this down on a map and getting it in the comp plan. I personally believe this will come about due to development and I don't think ACHD will have any part in it at any point in time in even the distant future will this make it through a CIP, even if it were a major arterial. It's not -- I don't see that happening, but I think we have in the report that you presented in some of the recommendations, Matt, the background that as things come in here we can go to that, say here is the reasons why we think this needs to happen as a result of this development and through development and our encouragement, I think we can see this happen. Really, there is only -- there is a couple of keys here, but what we don't want to have happen is what we have already Meridian City Council — Special Meeting Workshop March 17, 2009 Page 37 of 67 allowed to have happen and that's have a four-plex built right in the middle of it. I think we are to the point now we have good background information, we have a line on the map, if we can get a resolution that isn't going to happen again. So, as those vacant lots become prime for redevelopment or development in some cases, since there is nothing there, we have the background now that we need, we have the justification now that we need, we have the reasons now that we need to have 3rd as a through street and I think we can make it happen. And I think the work that's been done is great and I don't disagree with it, but I think the reality is we can -- we can push funding mechanisms all day long and I think at this point in time we are premature. I think we can do this when the heat gets turned up on that part of town. When people decide they want to do something in that part of town, we can go back to this and resurrect it and move forward. But I would say let's — let's incorporate this stuff on a map, incorporate it into the Comp Plan and away we go. I don't know that it really -- we need to have any further discussions with ACRD. Ellsworth: Mr. President, Members of the Council, what I'm hearing, then, if that's the case, is that the city does not care at this time pursuing a reclassification of a future East 3rd Street as a minor arterial and, instead, to move forward with formally adopting the plan as prepared and the draft that we can bring back to you in the form of a resolution and/or by referencing to the Comp Plan. Are we clear on that? Rountree: And I think the resolution recognizes our desire that at some point in time this will be a minor arterial and we have it as such in the future. Ellsworth: Thank you. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: My reserve would be exactly that, I would not like to lose the thought that at some point it probably will be a minor arterial, so -- Rountree: I agree. Any other comments, guidance, direction? Very good. Matt, thank you and taken a lot of your time tonight and we've had some interesting topics. We appreciate that. It makes us think. Ellsworth: Thank you for your time. F. Transportation Update. Rountree: Caleb, update. Hood: Mr. President, Madam Mayor, Members of the Council, just I think I have got five minutes, I hope not to even take that for this item, but I do want to highlight a couple of things in the memo that I provided to you earlier through the clerk, just to get another Meridian City Council — Special Meeting Workshop March 17, 2009 Page 38 of 67 update on kind of all things transportation over the past roughly two months. Did want to highlight that ACHD did not adopt the five year work plan for EY -10 to 14. They are asking their staff to do some balancing of the budget and reevaluating their anticipated revenues in bringing a revised five year work plan back to them sometime mid to late April of the most recent time frame that I have on that and I will continue to track that. And it has been mentioned a couple times earlier, you do have a joint meeting scheduled for April 13th with the ACHD commission. If you look at page five -- or I'll go ahead and read those real quick, just in case you don't have that memo in front of you. There are five things that are currently on there based on the discussion you just had, I attempted to pull number four off, which was East 3rd Street classification and construction, unless I hear otherwise, but at this point it seems like ACHD is not going to be a partner in this thing, so we don't need to necessarily discuss it with their commission. So, I'm proposing to remove that from your agenda. Also I want to call out number three on page five. So, the first one is South Main transportation study, which was mentioned earlier. ACHD's actually asked for that agenda item on there, so that was one that they added to have that discussion with you and hear the presentation from their staff. Item number two is the split corridor and Matt asked that that be on there and I don't think we need to get into the reasons of why it's on there, unless you need to know that. But staff is requesting that that be on there. dumber three would be down downtown striping plan. That is something I want to highlight real quick. There should have been two exhibits that were provided to you probably later today on East 2nd Street. ACHD staff has asked for either support or not support for the one way idea of southbound on East 2nd Street between Broadway and Idaho, so on the west side of the HUB project and that entire block there is a proposal that MDC has presented to ACHD to convert that two way -- currently two way roadway to a one way roadway and I provided you and hope we have and if you don't wave your hand or something and I'll get you a copy of the diagrams. But it's, essentially, a one way road with parking on the east side of the roadway, again, just one block and the ACHD staff would like to include support from Meridian City Council in their report to the ACHD commission and their recommendation, they want to know if we support this thing or not. So, I'll pause just quickly to see if you have any questions and if, in fact, there is consensus that there is support and I'm sorry I don't have more detail. Shaun Wardle, MDC administrator, is on vacation right now or out of town. I was able to scrounge up these couple of diagrams. I have very limited knowledge in the entire downtown striping plan. I know a couple of you sit on the MDC board, so you probably know a little bit more what's going on there, but that's the basic of why I'm asking for your-- again, some consensus now so that we can relay that information to ACHD staff. Does anyone have any heartburn with East 2nd going to a one way roadway for the one block downtown? Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I would comment first that that wouldn't be a problem for me. Second, has there been a consideration of just closing it and making it a walking mall? Meridian City Council — Special Meeting Workshop March 17, 2009 Page 39 of 67 Hood: Mr. President, Madam Mayor, Members of the Council, Councilman Zaremba, I am not aware of any of those discussions. Again, I have not been at the table when a lot of these discussions have gone on. I know of this plan. I'm not familiar with its genesis and how it evolved to where it's at now. That's a better question for Mr. Wardle. Unfortunately, he's not here this evening. De Weerd: Mr. President? Rountree: Madam Mayor, I was just going to ask Josh -- do you want to comment on this? You're here, so we are going to ask you. Grant: Josh Grant with Meridian Development Corporation. Shaun has been taking lead on discussions with ACHD on this item. I know discussions have taken place at the MDC board as far as block closing that for just a pedestrian walkway and there were concerns for fire access. And Chief Anderson stepped out. I know that there have been discussions on that. But that was a consideration. And I think in discussions with ACHD and the city that we were -- that's where the one way came out as the most viable opportunity and use of that space. Again, I'm sorry I don't have anymore detail. Zaremba: That makes sense, though. Canning: President Rountree? I also believe there was a consideration of -- one of the reasons they want to shift it to a one way is to provide additional angled parking, I believe. So, I think that that's one of the benefits is it's an additional -- it allows more room for a public realm sidewalk cafe, wider sidewalks, but, then, it also allowed for some angled parking to facilitate parking in the area. Rountree: Thank you. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: We originally wanted to close it, because we really wanted to see a meandering water feature, our Ada County Indian Creek alternative, without all the hassle. But I think because of the -- the comments from the fire department and because of the development that was proposed and is moving forward by the HUB, who wanted to have that public realm, have sidewalk cafes, a track of retail restaurants on the ground floor, they felt it was important for maybe a coffee user type to have parking near by as well. And so this was kind of the board's compromise at looking at that. So, certainly to fit the vision of a pedestrian friendly corridor, even though it would have the one way limited traffic, this was kind of the compromise I believe, that the board found. Rountree: Thank you. With that information, I don't see anybody too excited about not -- about objecting to this, so I think we have consensus that you can forward to ACHD staff the letter if you would, our support for this concept. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 40 of 67 Hood: Thank you, Mr. President, Mayor, and Members of the Council. And, then, just quickly to wrap up the rest of the memo, also on the idea of joint meeting topics for April, I think I'll go ahead and with your permission take off item number five as well. When they were throwing 3rd Street into the mix of making sure that ACHD staff and city staff are coordinating with each other on what the left hand is doing, what split corridor is being built and Fairview Avenue is under study, just making sure that assumptions are along the same timelines and as far as constructing -- any construction items are also being coordinated. So, again, everything -- everyone's on the same page in knowing that each project is progressing at the same rate or different rates and so they are all talking to each other and we have talked to ACHD staff and their project managers about coordination and they are in coordination and we will continue to monitor that. Matt with split corridor and myself with Fairview to make sure that nothing comes out of one of those that isn't consistent with the other. But I don't know that there is necessarily anything for a joint meeting discussion that needs to be had, unless you want to have that discussion and let their commissioners know that there is a concern of the Council. Rountree: Madam Mayor. De Weerd: I guess in addition to our support and you can draft that under my name if you would like to, but we do -- I believe I heard at either our last joint meeting about the striping plan for parking downtown, we certainly would like -- I knew it would be weather dependent on when they started, but I thought it would have been started by now. So, if we could add on a list to get an update that would be desirable. Hood: And, Madam Mayor, that is actually on the list as number three. I'm not touching that one. That one will stay. De Weerd: Okay. Hood: I just -- I want to make sure -- De Weerd: He's saying we may take it off. Hood: Sony. Item number five on that list, which is a coordination of 3rd Street, Fairview, and split corridor, just to make sure that those are coordinated and, again, that those project managers are talking to each other and more involved in that, too. So, 3rd Street will stay. And, again, just on the joint meeting topics, if you think of anything -- we are still about a month out or four weeks out from that meeting. Some one or two things may come up between now and then that I may find, that you may find, please, e- mail me and we can add these things. So, this isn't the final list, but as of today these are joint meeting topics that I have identified with your help in most cases, so -- but just keep -- if you think of anything else that may be of value to talk to with ACHD's commission, please, let me know. And, then, a couple of final last things -- Meridian City Council — Special Meeting Workshop March 17, 2009 Page 41 of 67 Rountree: Madam Mayor. De Weerd: Before you move on, I do know our traffic safety commission or -- had talked about the speed limits and that we needed to write a letter to ITD about Highway 69, but I certainly hope that we can get an update, because I think it was in their -- the ball was in their court, if I remember correctly. Hood: Mr. President, Madam Mayor, if it pleases the Council and the Mayor, I can give a quick update, because I was at the transportation safety commission meeting today and we did talk about that. John Wasson from ACHD was there, himself and Ross Orien over there in traffic, are evaluating all of the requests. They have some more work to be done just in analyzing the request to make sure that they are okay, that there aren't any safety issues or concerns or whatever they are looking at to make sure they can make all those changes. He said that the preliminary analysis looks good on our request, but he probably won't have a final yea or nay on all of the roadways requested for change for about 60 days. So, they will bring that back to you when they have a final list of all the speed limits they can change and let you know here are all of them that we can or here is one or two that can't, because this or that reason. But that was the update I received from their staff today, was it would still be another couple of months before they are able to give you that final on when they are going to start changing these signs out in these locations as you requested. We can certainly add it if you'd like, but I'll just -- I'm just letting you know that's what their staff today told -- told me. De Weerd: Let's add it. Hood: Okay. Item number four is just an informal item. This Thursday there is an alliance meeting at 1:30 at ACHD. The reason I'm bringing this up is it's a little bit different meeting for the alliance -- there will be a facilitated discussion with Phil Eastman and he will be helping the alliance members identify goals and objectives that are key to success of the alliance and prioritize the -- the priorities for the alliance in the future. So, there are other elected official that are typically in the audience on those things. They are usually pretty dry, but if -- if you're ever inclined to go to one, this would probably be a pretty good one to just sit in the audience and hear some of the discussion if you're so inclined. So, that's this Thursday at 1:30. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: I guess we had asked Council members for any topics that they would like to have been included. We didn't hear from any of you, but -- and the facilitated budget is paid for by Boise, so they must have a large list. I don't know, but -- Bird: You will be there, right? De Weerd: Yes, I will. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 42 of 67 Rountree: I guess, Madam Mayor, I personally would like to get an update on the alliance, because I'm not -- I'm not convinced it's gotten anywhere or it's ever going to go anywhere, so -- Bird: Or it's done anything. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: I believe that is the topic of -- for that discussion is what is the purpose of the alliance and to define what that would be if -- if it is to be and -- Hood: Moving on. Bird: Yeah. Hood: And, then, finally, I just -- I want to end on a positive note, so at least at this point it looks like there are a couple of projects, transportation realm related, that may occur through stimulus. The governor did conditionally support the list of transportation projects recommended by the ITD board. We had a few projects show up on there. One is -- was mentioned earlier, alluded to earlier, was the 8th Street school sidewalks and, then, the hardscaping, which I'm still trying to sleuth out what that really means, but hardscaping at the Ten Mile interchange. So, hopefully, I'll have some more information on what that all is. It allocated a ton of money towards it. I think -- I don't think all that's going to be spent necessarily on the Ten Mile interchange, but -- but some of the amenities, the landscaping that we were looking for potentially and hopefully will occur through some of those stimulus dollars. And, finally, ACHD's getting a pretty large chunk of the local money for some of their overlay -- overlays. So, we will work on them at least in my role some of the money for maintenance should be freed up for projects with some of the shortfall on their impact fees. I don't know if that's how they are going to see it, but -- but, hopefully, that's what they -- they choose to do with some of that money that's being saved, quote, unquote, with some of these stimulus projects. So, with that that's a quick update and if you have any questions on the memo or anything else, I'll stand for questions. Rountree: Any comments, questions for Caleb? Hoaglun: Mr. President. Caleb, on that hardscaping landscaping on Ten Mile, if there is any way that includes running water mains underneath that -- that freeway, doing it now and not having to dig it up later, why do whatever you can to make that happen. Hood: Mr. President, Madam Mayor, just to follow up on that. One of the conversations I have had with ITD staff, I wasn't specific to our city sewer and water lines, but some of the purple and pink type for reclaimed water, we are trying to get into some of that. I Meridian City Council — Special Meeting Workshop March 17, 2009 Page 43 of 67 don't know all the side boards of what can and can't be used in the hardscaping, that's what I'm trying to find out. But, certainly, anything infrastructure wise that we can get there I'll certainly do my best to see what we can do and get it in there. Hoaglun: All right. Thank you. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: I guess more so is -- in listening to the discussion at COMPASS where they wanted the chair to draft a letter to ITD requesting a definition of what that money was for. I certainly added the -- you know, we wanted to make sure that we do have what funds are needed for the purple pipes and the landscaping. So, we want to preserve that. As I understood from Mr. Jones, who was there, is that ITD has not defined what that five million dollars is for. And I just want to lose whatever that portion is that we need to go to those -- those functions. So, I appreciate you keeping an eye on it and writing herd. Rountree: Does that wrap it up? Hood: End presentation. G. Economic Development Outreach Update. Rountree: End of presentation. Thank you. Josh, you're up next. Economic Development Outreach. Grant: Josh Grant with Economic Excellence team. The handout before you identifies four trade shows or conferences that we have identified for outreach opportunities in 2009. Each of these provides a key forum or a great forum for us to make some key contacts and tell the Meridian story to some targeted individuals and groups. On three of the four these actually include the target industries that we have been looking at for Meridian and this area. You will notice each of these also identifies that we are looking at attending these with -- in partnership with other organizations, whether that be the Department of Commerce, the Boise Valley Economic Partnership or actual Meridian businesses and organization. I don't know if you'd like me to go into detail on each one of these, give a summary before you, kind of give you an idea of the purpose of these. I would be happy to elaborate on any one of them. Rountree: Comments? De Weerd: Mr. President? Rountree: Madam Mayor. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 44 of 67 De Weerd: These are all budgeted for and as I had mentioned to our president that, as the liaison this is something we work with him on, but I did want Council to be aware of the outreach and the proactive outreach I guess is more appropriate. These were selected based on our target industries and also in looking at leveraging partnerships with our private business community. In particular, that last one we have had good interest in looking at a community booth and so it wouldn't be just the city, it will be business community, IAQ is interested in attending, as well as the city. So, this first one next month is going to be the key to developing and launching our stories. You do have three different focus areas that we can pitch and -- Grant: Five, actually. De Weerd: Oh. Five. Grant: Three -- I think we can -- well, because there is some that are relating to the state on local businesses and -- De Weerd: But we will be launching that -- the health science and technology corridor and before then we will be holding a marketing summit with some of the larger employers and those that -- that have professional publications or newsletters that go out and gathering information and consolidating it into a workable form, so -- on the health science and technology corridor. So, these are what we came up with. There were 15 different ones that -- BVEP and the other cities in the region are looking are at. These are the ones that we narrowed it down to. Rountree: Comments? Questions? That was quick. Thanks, Josh. Grant: I'm a man of my word. Thank you. Item 5: Department Reports: A. Finance Department Strategic Focus Discussion. Rountree: All right. Going into Item No. 5, Department Reports. Stacy. Kilchenmann: Good evening. I'm not sure about the wisdom of putting the financial reports at the end of a long evening, but I'll try to talk fast and expect you to digest fast. Rountree: We thought you would enjoy being here late this evening. Kilchenmann: Oh, I am. I'm enjoying it greatly. I usually never see this time of day. It's unusual for me. But I'm going to briefly do a strategic plan and, then, very brief I'm going to talk a little more in depth about our FY -08 results. I'm technical planning assistant. Our mission can be, basically, stated in bullet points, which are our core functions. I didn't bring the long narrative form of the vision and the mission. I just shortened it into bullet points, which are, basically, budgeting, financial analysis and Meridian City Council — Special Meeting Workshop March 17, 2009 Page 45 of 67 reporting, regulatory compliance, billing payables, payroll, purchasing and internal control. Our mission can kind of be looked at as what is our environment now. Our environment -- or what our climate is. It's city government growth, sophisticated planning for use of tight resources, complex -- increasingly complex accounting structures, increasing regulatory requirements and definitely increased public scrutiny. Our vision includes what we call our storm weather gear or how we are going to get through this climate -- is increased financial planning and analysis, operational efficiency, technical staff, and we think we have a duty to provide training so that -- for all departments, so that they can step up and understand the response -- and take responsibility for the financial play of their operation. New competing capability and tools and a commitment to transparency and ethics. The underlying purpose, really, of a government finance accounting department we believe is shared equally with the Mayor and the Council. And there are -- if you read -- you have heard this slang term GASB a lot, which is the Governmental Accounting Standards Board, because really integrated in our regulatory agency's book for government as a whole and for the accounting -- government accounting profession and there really are two principles that are key to the nation's governing process. One of them is transparency and accountability for the use of public resources and, then, there is what we call the four E's and that is that the government officials are responsible for carrying out functions efficiently, economically, ethically, and equitably and so we really feel those two principles are kind of core to our existence as a department. Oh. And there was one more. We do all those four difficult things while you achieve program objectives. So, kind of to quickly review what we do now, we have -- basically, we have three people on our technical staff, which is myself, our accounting manager, and our budget analyst. One of our big projects is the year end closing audit and you already heard Bobby talk a little bit about that -- I think it was last week. How different that audit is now in the last two years than it has been in the past and there is eleven -- ten statements of accounting standards that are called the risk assessment standards and those standards have made -- I mean they have just made sweeping changes in the way audits are conducted and what the responsibility -- our responsibility is in the audits, as opposed to the auditor's responsibility. So, I'm not going to go into all that, because Bobby talked about that briefly last week. And the budget, of course, really, just like this massive compilation of data and analysis and I want to point out that we do that using Excel, not budget software, which budget software, just want to get that spot out there some day in the future. I don't know if you realize that it takes at least -- we started the budget in January and it will continue through August, so it's -- it's -- for the three of us, it's comprehensive, particularly, of course, for the budget analyst. The Mayor does a thorough review of all line items and requests. I don't know where she finds time, but she does literally read through every single line item and ask questions about it. We would -- we are always interested in getting Council's input on how you want the budgeting hearing to go, what kind of information you want, what kind of reports you want. So, last year right after we finished the hearings and sent out a survey, we only had two people respond and we will share the results with you. And one of the questions: Did you understand all the detail in the budget workshops and we got a hundred percent yes. Do you feel you had enough information to make decisions? A hundred percent yes. Do you feel you were given enough time to digest all the budget Meridian City Council — Special Meeting Workshop March 17, 2009 Page 46 of 67 information before the workshop and we got a 50 percent yes on that, with a comment that they would like to see the proposed budget a little earlier. And so we are working to do that this year to get you that information further in advance of the workshop, so that you can ask the department questions beforehand and give them time to respond. Did you feel you would like to see more narrative in the budget? Everybody said yes. We have the comment: I would like to see us take a department each year and do zero based budgeting. I believe this will help with long range planning in each department and we can do zero based budgeting with one department each year. And we got a resounding no, nobody uses the electronic version of the budget book. But, again, we got the comment if we handed that out earlier that perhaps more people would use it. I -- one thing that's kind of -- we have had it in the past, but I think it's going to become bigger, are grants, and grants are not only through the planning department, whoever is managing the grant they are also very time intense for the accounting department. For example, for the SAMSHA grant, we got like a three or four day notice that we needed to answer 17 -- a 17 point financial policy questionnaire, which included us sending the policies that we already established to show that we were in compliance and that we could accurately manage the grant and we had sufficient internal control. Thankfully, they did decide we did have adequate financial control and we did have policies to cover all those 17 points. But I just want to throw it out there that if you have a federal inspector general audit, they are no fun, because I have been present when people underwent them and not only do they look at every single transaction, but they grill the program manager. So, it's just -- it's good to keep on the radar that we really want to keep on top of that accounting -wise. We will have what's called a single audit next year. There is something called a Single Audit Act and if you get over 500,000 dollars in federal funds you will have -- we are required to have our auditors perform a separate audit, not just the financial audit that you got last week, but a separate audit just on grant transactions and internal controls. And just kind of a laundry list of other things we do. Internal control. Special projects. Supervision. Meridian development. Training. We tried to do IRS compliance. Financial reporting and forecasting. So, those are just kind of some of -- a laundry list of the duties of that -- that part of our department that we call the technical professional staff. Then, we also have the purchasing department and I won't spend too much time on this, because you've spent a lot of time with Keith. But some of the challenges, of course, as we all realize that have been the time spent outside of City Hall -- City Hall construction, just the whole integration of a new centralized function that the city was just relatively new. The quantity of work. And, then, I think something that's going to become a bigger factor is the economic climate is going to make any city job extremely competitive among the vendors, it's going to be bids have to be really buttoned down and done just according -- according to the fine penny. And some of the things that Keith wants to do as he hands off City Hall, written standards of procedure, more training for city departments and we do have -- we do have a purchasing user group and that kind of fell by the wayside, so he wants to get that started again. We really want to go forward with E business, so that we have on line vendor application processes. We can send out electronic bids. We can make it easy for vendors to check our website and find what's out there and where the bid is -- where it is in the process. He is already planning on a how to do business with the city public meeting that he's going to hold for vendors. I think he has that planned for June Meridian City Council — Special Meeting Workshop March 17, 2009 Page 47 of 67 that he wants to do out in the plaza. And, of course, we need to work more on city-wide contracts for savings and convenience. We also have our accounts payroll and accounts payable and our payroll staff and I think since -- since Meridian city began we have had one person in each of those positions. So, I think those two people are really to be commended. We have kind of done some efficiencies, like the electronic time card was a huge improvement. Training departments to enter invoices. We are really encouraging direct deposit and we got a great tip from Councilman Hoaglun and we are going to talk to somebody at the controller's office in how we might be able to mandate direct deposit. We have created a lot of programs in Access and Excel that run automatic reports on payroll data, checking for double check reconciliation. Payroll next year we have been told by our auditors that concentration audit will be payroll and, then, of course, the rest of the staff how we all pitch in, mail invoices and so forth. The challenges is just the huge volume of transactions. As the city grows and the number of people grow, the number of people on payroll grows, the number of accounts payable and the complexity grows. It's also been -- since we had our IRS audit a couple years ago, the taxable benefits have been a big challenge, because even if you have a 25 dollar gift certificate, that has to be entered separately by the payroll person, it can't be just downloaded from the electronic time cards. So, we have vehicle taxes, we have got gift certificates to tax. We have taxable clothing. We have a whole new issue coming up with finally the resolution of the cell phone issue that's been in front of the IRS. So, those -- we really need to write -- our goal is to get some policies written and before you, so that you really understand the intricacies of those taxable benefits. Then, to switch to kind of a new tact, we have utility billing and I think everybody knows the functional task that they perform. One of the -- they kind of had us switch in the last couple years and just even in the last six months and their big challenge is not so much the technical aspect of billing, but the over the counter and the walk -- the walk-in traffic and the customer calls that they have had in the last six months have really increased. The number of -- like the number of water tum offs, you can see the average number in 2007 and when. it's grown to now we do have turn off -- well, you get the tum -off list every week, so you can see how that's grown. For customer contact, it's for the month of December 2008. Now that our phone system will record calls, they were able to track their calls. They answered 2,600 calls directly and 913 calls went to voice mail and had to be returned, because every line was busy. Renter directives have become a lot bigger factor than I think they were when this city decided to do renter billing directives, there is so many homes switching from tenant -- or owner occupied to tenant occupied. Nonsufficient fund checks have doubled. Bankruptcies and foreclosures have increased for one or two a year to -- they had about 41 during a six month period and processing is time consuming for both legal and for the billing staff. And I do want to make a note there, because although those are time consuming -- and I didn't bring it with me, but I have calculated the loss that we have had from bankruptcies and it is just -- it's still such a tiny percentage of our total accounts receivable it's not even calculable to one percent. So, it's not so much an economic loss, but it is a time consuming process. The biggest thing I think that will impact our staff is the change in the FFC rate structure to the three can system will significantly increase the billing workload, because of the variated rate schedule. We have had an increase in payment arrangements. We increased those -- the number that a customer will enter to four E or to give -- to give Meridian City Council — Special Meeting Workshop March 17, 2009 Page 48 of 67 people more of an opportunity to get some help. And, of course, with the rate increase we are expecting a high volume of just disgruntled phone and front counter customers and I think we have had something -- I don't -- we haven't really had since I have been with the city, but we have really had a focus and have worked together with utility billing and Public Works to work through how we are going to handle those calls, an education process to understand why we increased the rate. We have some EAP counseling on how to handle disgruntled customers. So, I think -- I think we are ready for it. We are armed. I'm going to -- this isn't the next item on the agenda, but I'm going to the rationale for it. We are asking for a utility billing amendment. Yes, I am asking for an amendment. I think this is the first time ever. We are asking -- we have a seventh temp in utility billing and we are asking to make that position permanent, because of the reasons I just presented to you before. We did -- we have always kept the administration fee that we collect for billing the solid waste in the general fund and this past year we did move it to enterprise fund, which is where it should have always been, because it really is for the utility billing department and that amount is about 480,000 and utility billing's budget is about 644,000. So, a big part of this need is for billing solid waste, but I want to emphasize that Sanitary Services does make a pretty big contribution to the cost of our billing department. We have had -- that department has had six employees since 2000 and you can see how the water department -- or how the accounts have grown. And so I just -- it think we have gotten to the point where reluctantly we do need to add a seventh employee. We are looking at a program -- we don't have it ready to bring back for approval. We are going to call it Meridian Care and it's basically a program that's similar to project share and United Water has one that's called UW Care. It would be administered through EI Ada and it's just an opportunity for the city to contribute some money to help people with their utility bills during a financial crisis. We are upgrading to a new version of our software that we believe -- the current software will not allow citizens or customers to donate like you can through Idaho Power, but we think our new version of the software called Clarity will allow that, so it will become something that the citizens can contribute to, as well as the city. But we don't -- we are having -- EI Ada already has criteria and so forth set up that they would use and when we get that agreement finalized we still need to have it go through the legal department and so forth, then, we will bring it back and share it with you. Okay. Looking at the future, kind of our strategic plan, our strategic focus of where we need to go. We kind of divided it into two groups is external forces and one is internal forces. External forces definitely public transparency projects. This economic down tum has just forced governments and corporations under the microscope and I think this is the hot button right now, this is the thing right now. I think you're just going to see this get pounded and pounded and pounded. Policy writing. This is driven by government and IRS changes to grant requirements, existing and upcoming audit standards. We really have to devote -- we have similar policies, but I think the thing this is going to be another big area that's going to get pounded. And, then, we are going to see a fall out, because every time we have a crisis we have a down pour or regulatory fixes. So, just like we had the risk assessment standards that poured out from the Enron, World Com, you can bet we are going to see a whole new set of them because of the -- because of the bank crisis and so forth. So, some of the internal forces -- and you're probably familiar, we have talked about these. Increase demand for financial analysis. CIP Meridian City Council — Special Meeting Workshop March 17, 2009 Page 49 of 67 development. An automated budget tool. We really want to see that and prepare what we call flash reports, which are instant reports that you will get faster, so that you have the information faster to make decisions faster. We want to improve our web based report consult for intemet users. I don't know if anybody uses the internet, but we have almost all our financial information there. Training for city employees. And we would also like to suggest that we have an independent fiscal impact statement for department actions that just is automatic, like they do with the legislature. So, how do we get there? We are going to do, as my husband says in military terms, move out and draw fire. Sooner or later -- hopefully sooner, we would like to add another professional staff member. We probably won't ask for it this year, but we want to get it out there on your radar. Okay. I want to just briefly talk about the city -- our FY -08 statement. I'm just going to talk about bits and pieces of it. I put some of the enterprise fund on the end of your handout, but I'm not going to talk about it, but, hopefully, I know you will take them home and read them. We probably touched on this, but I don't think the auditors did a very good job of really talking about the financial results. So, we have, basically, what the new GASB statements are required to do -- us to do -- are called government -wide statements and they change the focus of our reporting from a budget type statement that we are usually familiar with in government and change it to more of an full accrual type corporation type statement called government -wide statements. That's when we blend both the -- all of the funds together and look at the city as a whole. And, really, the whole purpose of this statement is just what does the city owe and what does the city own. So, for us -- Meridian we really have very few liabilities. I highlighted current liabilities under governmental, because I wanted to point out that that is deferred tax revenue, that big 21 millions is mostly deferred tax revenue, because we deferred the next year tax revenue and, then, our loan. So, what do we owe? We have capital -- we have two things, basically. We have capital assets and we have debt. And the capital assets I highlighted, so you can see we have steadily increased those. And, then, we have cash, basically, and investments, which is our unrestricted line that I have highlighted. So, you can see that in spite of the projects we have undertaken, if you look at that unrestricted line it's pretty healthy, especially when you look at the growth in assets. The next statement is called the change of the net assets and I'm just going to talk about two things. One is that bottom box in yellow. It's excessive revenue over expenditures before transfers. This is every revenue the city has over every expense the city has, but on a full accrual basis, so it means we have taken depreciation and eliminated capital assets. So, again, if you look at that you can see governmental activities increasing 9.6 million dollars and business activities increasing 11.8 million, for a city wide increase of 21.5 million. And, then, if you look at that second boxed yellow line and look at the increase in net assets, you can see a total city increase of 21.5 million again, with net assets ending the year at 271 million dollars. So, if you were selling stock, this is what people would look at and it would look fairly healthy. De Weerd: I wish my stocks looked like that. Kilchenmann: Yeah. Me, too. Bird: There is a whole bunch of people that wish they had that problem. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 50 of 67 Kilchenmann: So, I'm just -- I'm not -- I said I'm not going to talk about the enterprise fund, but I do want to talk a little bit about the general fund. So, this is total governmental revenue. Again, we are still talking about that government -wide basis, but this shows all general fund revenue, 33.2 million and which source is which piece of the pie. On governmental fund balances, this -- we have broken out -- we have reserve for impact fee improvements at 2.1 million at FY -2008 is basically all budgeted, but this, of course, doesn't show the budget. The capital improvement plan -- fund is spent, because that was all budgeted. The reserve for debt, that's simply the last payment on the police station debt. And the public safety purchase hasn't changed. And when we do the budget I will be recommending that we increase that by the amount of savings that the police and fire department have, which I think is 1.59 million, something like that. And, then, you compare unreserved fund balance that in spite of all the money we poured into the City Hall, we only decreased that overall by 5.7 million, so still have a fund balance of 17.3 million. Capital improvement fund had a lot of activity in 2008. We transferred every expenditure for the City Hall went to the capital improvement fund. But we transferred in from the general fund 11.9 million, 4.5 million from the enterprise fund, and we expended 22.7 million on the City Hall. This just gives you the -- I'm not going to go through each one of these, but this gives you a picture of the general fund personnel and operating expenses and what piece of the pie each function is and what the increases were from FY -08 to FY -07. Overall, personnel and operating costs, which we also call our basic -- our base budget, increased 14 percent over the period. The operating costs -- we are going to look at the budget in a minute. This isn't a budget basis, but the operating costs are 12 percent less than the budget. And I wanted to point out a part -- if you look at the administration and you say, oh, my gosh, it increased 26 percent, but we did move -- we have been moving things from the development services fund to the general fund and for example last year we moved the street lights. Now, if we look at the budgets -- and now we are back doing government accounting and this is what we call the fund basis and if -- I'm sure you have all thoroughly read your audit reports and notice when we talk about the fund basis versus the government -wide, so now we are back to budget kind of talk and that they were more use to a fund basis. These graphs exclude development services, so we look at just general fund revenue. It's 29 percent -- or 29 million. You can see how property tax takes up a bigger piece of the pie at 53 percent and, then, if you look at the graph on the right, that shows the growth in the general fund revenue. You can see a fairly steady increase in the general fund revenue compared to the budget. So, the budget the two black columns are the original and the final budget and, then, with the green or green -- the yellow being the actual. So -- we are almost done, believe it or not. We are on the last slide. So, that's '08. Looks good. What's going to happen in the future? It's not -- it's not probably going to be so good. I mean we are not going to have as strong a revenue base, but I think we will come out -- we can come out of it just as strong on reserve fund balance. Some of the things in our favor, we have a stable fund balance. We have a controlled base. And we have achieved a lot of things during the last decade that are already in place, so we are not -- we have achieved a lot of program results, so we are not out there with a lot of unserved customer needs. I just -- just jotted a few of them down as I thought about them. Police station, increase in Meridian City Council — Special Meeting Workshop March 17, 2009 Page 51 of 67 officers, increase in firefighters, fire station. If you look at the increase in our park lands, recreation programs, the City Hall, the state of the art wastewater treatment plant -- I think it's state of the art, right? Yeah. And the infrastructure we have developed. The youth and community programs that have been put in place that were never here before. And just, you know, programs that have -- I think they have changed radically since I have been here. I think the Council and the Mayor are willing to conserve and I think the department staff is willing conserve and have the realization of what we need to do. I think the Council and the Mayor have shown a willingness to match rates with costs. And during the last decade the elected officials have established and bill and considerable amount of financial accountability. If you looked at where the city was in 2000 and if you look at where the city is now, it would be day and night. So, that's the end of the presentation and, then, the other slides are the enterprise fund that you can review on your own. So, are there any questions? Rountree: Questions, comments for Stacy? Bird: Mr. President? Rountree: Mr. Bird. Bird: We will stay stable, too, I guarantee you. There are five people up here and the 200 and some employees that will make sure it happens. Good report, Stacy. I'm very, very proud of the elected officials that served here and that have been conservative, so that we are one of the municipalities that aren't out trying to scrounge up money just to make ends meet and I think it speaks a lot for the elected officials and the employees of this city and I want to thank every one of them. Rountree: I guess my comment is that the U.S. government and taxpayers can bail out AIG for 180 billion dollars and they can tum around and reward their folks that caused that with 180 million dollars worth of raises, because they are afraid to lose their people. I wish we were in private enterprise and we could show this spreadsheet out there and we could reward our folks for a job very well done on really and truly at times in the past on a shoe string, but I think a lot of the credit goes to I think staff and their good direction and I very much appreciate Councilman Bird's comments about previous councils and even the current Council in terms of how we approach our finances and deliberate where and how we are going to utilize the taxpayers money. But good job. Great report. I really -- I dream of -- some of your strategic approaches and let's move forward. Zaremba: Mr. President, I just want to add my thanks for your guidance and, you know, when we went through the budget process last year the ability of the departments to work together to -- to come to some agreement, even before the details got to us about what was good for the city, we just have a wonderful staff all the way from top to bottom. I'm proud to be working here. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 52 of 67 Hoaglun: Mr. President, I might add to that. I haven't been here that long, six months last Tuesday night, but -- and serving as liaison to the finance department and I have been very impressed with Stacy and her staff and what they do and the work that they accomplish and how well they do their work and that makes our job a lot easier when you know your finances are being looked after and budgets are being taken care of and you know you don't have to worry about anything in the back rooms and that's a big plus. So, I just want to thank Stacy for her work and her staff and they do a great job. Bird: Can I interject one thing? Rountree: Go ahead, Mr. Bird. Bird: Can we get that zero based balancing started. Kilchenmann: You have to pick the department. Bird: I will be glad to. Kilchenmann: You'd pick me. Bird: You hit it on the head. We'll start with you. Rountree: Well, I think now is the time to start talking about that, if we do it and how we implement it. Bird: We can sit down and discuss it, Stacy. Kilchenmann: When we get that new staff person we will be right on it. Bird: Get it done. Rountree: And there were some action oriented requests in this presentation as it relates to the conversion of a part-time temporary employee, hourly employee, to a full- time employee and the consideration of a future professional and I'm -- I would support the conversion of the one employee at this point in time if -- if we had somebody that's working for us full time and we can keep them busy full time, I think we ought to have them full time. I know it's probably not the best time in the world to do that, but I see if we go with this new automated collection system, it's going to be all kinds of increased time associated with that. I think that would more than justify the additional position -- full-time position. Zaremba: Mr. President, in support of that, I would say that the -- when times get tight, as they are, and as we see more work coming down, the finance department is not the area to be shorthanded. That would be the place where we need to have enough people to keep the amount of vigilance that we have had and that has served us well in the past. Just as a minor suggestion on the subject of changing the waste collection, it Meridian City Council — Special Meeting Workshop March 17, 2009 Page 53 of 67 might be a good idea to have some visual aids available at the counter for when people come in. It would be a lot easier than just talking at them, if you have something you can point to and say, you know, here is what started it and -- Kilchenmann: Definitely. Zaremba: -- just a thought. Hoaglun: Mr. President, just to add, the billing -- the hourly billing person is certainly justifiable. When they go through the budget numbers they can show they can make that work. And there is a need for another professional person in that agency as well, but just like the other departments knowing the economic times we are in, they are willing to say, well, we are going to put that off for now, but, you know, I encouraged her to make sure that all the Council members are aware of the need, because it's there, but they are -- they are keeping pace and that mantra of doing more with less is certainly true there, just as it is in our other departments. Rountree: If there is no further comments or questions, Stacy, job well done. Thank you very much for the information and we will work with those amendments as you bring them forward and finalize the action on the personnel. B. Utility Billing Amendment. Kilchenmann: I think that amendment is the next item. The one for the utility billing. Rountree: That's the utility billing, then? Kilchenmann: I just kind of incorporated that. Rountree: So, that is the action item on the utility billing amendment. Yeah. I believe a motion would be in order to let our desires be known. Hoaglun: Mr. President, I would move that we approve the utility billing amendment that would add the person from hourly to a full time city employee. Bird: Second. Rountree: It's been moved and seconded to approve the utility billing agreement. Stacy, would you give me an amount. Kilchenmann: Oh. I can find it really fast. Rountree: Well, I guess the maker of the motion can stipulate that the amount as indicated -- Hoaglun: Not to exceed -- Meridian City Council — Special Meeting Workshop March 17, 2009 Page 54 of 67 Kilchenmann: I have it. It's 46,054 dollars. Hoaglun: Yeah. In the amount of 46,054 dollars. Kilchenmann: And that includes a chair and computer and the person. Rountree: Okay. It's been moved and seconded to approve that amendment in the amount stated. Roll call vote. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. MOTION CARRIED: ALL AYES. Rountree: And, Stacy, for your information, I know you said you were going to be brief, but you were with us for 36 minutes. Bird: Thirty-six minutes. Kilchenmann: Are you serious? Rountree: Yes. And if you keep talking it's going to be 37. Zaremba: Well, she had 35 on the schedule, so she's pretty close. C. Presentation and Discussion of the Proposed New Structured Reimbursement Code. Rountree: Yeah. You're right on schedule. No. No. Good job. Next item on the agenda is the discussion on the new structured reimbursement code. Bruce, are you going to talk to us about that? Or Tom. Barry: Mr. President, Madam Mayor, Members of the Council, as you know we have been working for some time on the cooperative and reimbursement agreement code and tonight we'd like to bring forward to you what is, essentially, the finalization of this work. Mr. Freckleton, our development services manager, will run through the details of this restructuring of the code, keeping in mind that we are trying to replace two chapters of the Meridian municipal code under Title 9 and so with the details I'll have Mr. Freckleton run through and, then, we can address any questions or concerns you have at the end. Freckleton: Okay. Thank you, Tom. Mr. President, Madam Mayor, Members of the Council, I certainly appreciate Council's patience with us as we have been working through this -- this development of this new code. It has been -- it's been a long time and we -- as we got into it we found that there were some things that we needed to update and work on with our facility plans, so we spent some time with that. But we feel Meridian City Council — Special Meeting Workshop March 17, 2009 Page 55 of 67 that we have got a pretty good -- a pretty good basis to move forward with what we have to present to you tonight. I included a lot of information in the packet. Hopefully you have had an opportunity to review that. We have had a lot of -- a lot of people involved in this process. One of the challenges that Stacy forgot to mention in her presentation a few minutes ago was having to deal with -- with us and our ideas that we have brought forward and trying to make them work within accounting rules and within statutes and that sort of thing. So, we have also tied up quite a bit of our legal department's time. Ted's been -- Ted's been a huge help with us to get to where we are today. So, basically, when we were before you last spring we kind of ran down what our current code methodology was and somewhat what the advantages and disadvantages of that system were. The main disadvantage from our perspective with our current code was the fact that paying in advance creates cash flow problems by paying out more than what is coming into the fund. Some of the problems that that creates is it creates instability in the fund. It depletes the fund to a point of insolvency. One of the drawbacks for the development community was that it required public bid process per Idaho Code 67-2805, which is -- which is a -- kind of a process that is -- it's onerous and there is specific steps that you have to follow and if you trip up on one of them, it throws you out. So, it's been pretty cumbersome. That particular section of Idaho Code also requires the use of the low bid, which binds the developer as to using contractors that they wouldn't normally use or don't want to use, for that matter. The revenue stream and payouts are unpredictable, because of marketing fluctuations. The city assumes maintenance responsibility and liability for infrastructure that's not being used. And with the down turn in the economy, this has become -- become a big deal. I mean we don't have the roof tops going in very quickly and, yet, we have a lot of infrastructure sitting in the ground out there that we now have to take care of. The biggest advantage that we saw over our current code was that it -- it shifts the reimbursement burden to all new development -- or excuse me. Shifting the reimbursement burden to all new development has simplified the accounting and administrative functions. So, in moving forward we set ourselves some goals and objectives for what we wanted to achieve with the new code. The overall philosophy of where we -- where we targeted we wanted to go was to reimburse the developers according to the strategic value of the infrastructure that is being built and from funds that are collected within the area being served. One of the -- one of the goals that we had was to create maps of water and sewer mains and trunks that show infrastructure at full build out, with a goal of delineating which portions of the water mains and sewer trunks are high priority, medium priority, and low priority. So, we have developed -- we have developed these maps based on discussions we have had with our planning department for certainly targeting certain areas, the downtown core of -- the tech corridor, those types of things. This is a map that we would bring before you with our -- with our ordinance for adoption, so that it's formally adopted. We want to use the high, medium, and low priority in a program that we want to build in to -- to incentivize growth in those areas. The criteria that we used to determine whether a location was high, medium, or low is -- number one, is it consistent with the Council identified growth priority areas. Two, does it conform in size and location to the master plans. Three, does it make the system more or less robust. And, four, is it contiguous to other developments or is it remote. And we also wanted to set a payback period not to exceed five years from the assessment fees collected specifically Meridian City Council — Special Meeting Workshop March 17, 2009 Page 56 of 67 within the service area of the infrastructure being installed. As we have gone through the development of our framework for this ordinance, we have stretched that to ten years and I'll get to that here in just a second. We have gone through several iterations of the frame work as we have discussed this process with you in I think a couple of meetings and also with our conversations with finance and legal. Unfortunately, it has taken quite a time to get to the point we are now, but we feel good about where we are today. We do have one outstanding issue that we are continuing to work through with our finance department and legal department with regard to the public bidding laws. We are getting more understanding of that and we are confident that we can -- we can come to a resolution in a short period of time. Our proposed structured reimbursement agreement methodology, it does shift reimbursement burden to only new development within service areas being -- of lines being installed. This will increase the accounting and administrative function burdens for the city, however, the administrative fees that we propose to charge for these -- for the administration of these agreements will offset that -- that process. We also have a lot more tools in place now than we had in years gone by when we had the old latecomers agreement process. We plan on using our GIS system to be able to track these -- these areas for -- for finance and to be able to help them understand which agreements are where and that sort of thing. We -- in the new process we -- we still will assume maintenance responsibility and liability for infrastructure that is not fully being used. Just don't see a way of getting around that. The advantages of the new system is that we will be paying only as new assessment fees are collected within development service areas, which creates a more balanced cash flow situation. Reimbursement revenues and expenses balance leading to greater stability and predictability in the fund. We put in the high, medium and low priority areas to be able to incentivize growth and Council identified growth priority areas, within what is more clear and a consistent with our sewer and water master plans and as a result of our work, as I said before, these plans have been -- have been worked on and made more robust. The issue that I mentioned just a moment ago about -- that we are still working on, hopefully, we will get to the point where the process will be clear and predictable and less cumbersome for developers. It eliminates the requirement for public bid process for the majority of the cases. Developers would not be bound by using the lowest bidding contractor. The revenue stream and payouts are directly influenced by market fluctuations. Development community assumes the risk, instead of the city. It gives of the ability to better capture off site growth related utility expansion costs. The bottom is really it -- growth pays for growth in the new -- the new process. We did take our proposed -- our proposed framework to different agencies for public vetting. We went to the BCA, the Southwest Idaho Developers Council. I made a presentation to them and got oral comments. I also asked them during that meeting if their membership would respond in writing. We gave them about three weeks time to able to respond in writing and we received no comments at all from the BCA. I also solicited BOMA, the Building Owners and Managers Association and also the Associated General Contractors. Again, we gave them a comment period to respond and we received no written comment through those -- through those solicitations. I did, however, receive some written comments -- I received comments from Jonathan Seal, who works for WH Moore Company, as you know. Jonathan found out about our proposals through Winston's affiliation with BOMA organization. Jonathan had four Meridian City Council — Special Meeting Workshop March 17, 2009 Page 57 of 67 comments. We were able to go through them. He had some good suggestions. We have added some clarifying language to our framework. We also received comments from Barry Semple, River Ridge Engineering. He's the engineer for Derek O'Neil as part of the Jayker project. Barry had five comments for us. We have gone through those and we have added clarifying language. Again, just really good -- really good comments from our vetting process and so where we are at today is we have our framework that has -- I have updated it, I have got comments that were received from public comment. I have highlighted that text in red comments that were made as a result of discussions with our legal department. Those comments are in green. As I stated, we just have the one issue with regard to whether we are going to have to publicly bid projects or have developers publicly bid projects to be able to comply with 67-2805. It's an issue that we have discussed with legal and finance and we are confident that within 30 days we can have that issue worked out and be able to be back in front of you with an ordinance for discussion and adoption. So, with that we will stand for any questions that you might have. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: It sounds like a lot of good work and we are going the right direction. Just a question on the lowest bidder kind of a thing. Are we able to make it the lowest qualified bidder -- and where I'm going with that is I know there are government organizations that have a list of certified bidders or pre -approved bidders or whatever you want to call it. I think maybe even ACHD has a contractor's list. You weren't forced to take the lowest bid if it's somebody that's not qualified to do the job and -- and rather than try and qualify everybody after all the bids are in, you would have a precertified list, people have to apply to get on the list, there are things they can do to get kicked off the list. But, I don't know, are we able to do that and have such a list that the developers could use? Freckleton: Mr. President, Madam Mayor, Members of the Council, Council Member Zaremba, we don't currently have a prequalified list. This has been an issue -- in fact, the last project that went through public bid process through the city -- seeing Keith here -- the lowest bid that came in was disqualified, because of his bond rating. He didn't have a high enough bond rating and he was -- he was disqualified based on that. There is -- maybe Keith could correct me if I'm wrong, but there are some very strict criteria in the statutes as far as qualifications of bidders. Watts: In the city process the bidder has to be bondable for the amount of the job that he's working for and he also has to be a public works licensed contractor. So, there are requirements of that. This was kind of a quasi -city process that we are trying to go through. I'm not sure the city wants to get too involved in it for -- you know, which Ted is going to come back to us with some more information as well. I think -- we probably could state that it needs to be a public works contractor and a bondable public works contractor and I think that would -- that would cover us. I'm leery of putting too much Meridian City Council — Special Meeting Workshop March 17, 2009 Page 58 of 67 qualification into this as we are trying to leave this up to the developer and not make this a city process. So, I don't want to institute too many guidelines for them, because that's kind of what we are trying to get away from. Zaremba: Good point. Rountree: I believe Bruce indicated that this process eliminates that necessity. I see no advantage to the City of Meridian to pre -qualifying contractors for this kind of work. None whatsoever. Though it can be done. Barry: Mr. President -- and that's very true. We can prequalify them on a specific project, for example, if there is a specialty involved, but I agree wholeheartedly, we do not want to develop and manage and monitor and maintain a contractor list of prequalified folks. The qualification we required, as Mr. Watts has suggested, is the Public Works contractor license. It's fairly simplistic and easy to get. It's a state license and away we go. So, I would agree with that. Hoaglun: Mr. President? Rountree: Brad. Hoaglun: Question a little different direction. On page 12, under the structured reimbursement agreement framework, the purpose in a bullet point to reimburse developers for the differential cost associated with the installation of sanitary sewer and/or water infrastructure required above and beyond what is minimally necessary to provide service to developer's project. So, does that mean if they were going to put in an eight inch line to service their project and we said, well, you need a 12 inch line, we are going to reimburse them for the difference? Is that -- do I read that correctly? Freckleton: That is absolutely correct. Hoaglun: Okay. And in the second bullet point -- to provide an incentive to the development community for the installation of public works infrastructure and growth priority areas. That one I was wondering how are we going to provide incentives to the development community to -- I mean if they have a project that they are installing, we will reimburse them for the cost if -- like1 said using the example eight inch line and we want 12, what more incentive do they need? Their costs are being covered for that. Can you explain further? Freckleton: Mr. President, Madam Mayor, Councilmember Hoaglun, the incentive that we have built into this is the -- the growth priority map that I spoke of, that talks about downtown core, having it being a high priority area, the tech corridor, that sort of thing. That map we are going to use -- on page five, if -- do you have that? In the low priority area we are going to -- we are going to reimburse them for one hundred percent of their eligible -- in the medium priority area they would get 110 percent. A hundred percent coming from the assessment collected -- or excuse me. The reimbursement fee that is Meridian City Council — Special Meeting Workshop March 17, 2009 Page 59 of 67 collected in the reimbursement benefit area, ten percent coming from the city coffers. So, there is the incentive. And similarly the high priority area, it would go to 20 percent coming out of city coffers. It's something that we would have to budget for, which we currently do. It's just we are going to use that pot of money for incentive. Hoaglun: And, Mr. President, if I might follow up on that. If they weren't doing the work to begin with, is that to encourage them to do the work? Is that how you -- how you're characterizing? Because, like I said, if they are going to do the work and we reimburse them, I don't think there is a need for an incentive. They have got a project they want to build, there is profit incentive for them to move forward with that, so that was my first concern and the other concern I would have, even if we decided to do an incentive, do we attach it -- is it -- you know, we are reimbursing them and, then, if we are going to make a payment above and beyond that, that kind of changes the flavor. Does that come in the same payment as reimbursement? And I'm just worried about the vehicle on that and that might be something I'd have to talk to Stacy about, does that cause problems if you're reimbursing something, as opposed to providing incentive, does that become a separate payment from a different pot of money, that sort of thing. How do you track different things like that? Barry: Mr. President, Mr. Hoaglun, the -- I want to make sure I address both of your questions. The first question I think that you were referring to as it relates to -- I want to make sure I understand it, though. You're speaking on behalf of the growth priority area and how to incentivize that is -- Hoaglun: Yes, Mr. President and Tom, if -- and just wondering if someone is in there -- a developer is in our high priority growth area and he's got a project and he's thinking he can develop this property and, hopefully, make some money on it, where is the need for us to do a further incentive? If we are reimbursing for the cost of an upgrade, for example, why are we going to be spending, you know, taxpayer dollars to incentivize something that he's already doing? Barry: Uh-huh. Well, the -- Mr. Hoaglun, the -- the philosophy behind the incentive associated with the growth -- the Council priority areas that have been identified in the map that you have been provided, was to get out of a reactionary stamp with regard to development and get to a little bit more proactive one. The areas that have been identified by the Council include say downtown for example. So, if we take -- take that -- a project in downtown, downtown is very complicated to develop in. We have some problems with water and sewer line, we have easement issues, we have alleyway problems, we have -- it's very difficult to develop in downtown and if we want people to develop in downtown and we want downtown to revitalize, we had developed this incentive program to allow for payment of those for an intangible cost, if you will, that relate to the city's ability to target growth where it wants to see growth and incentivize, therefore, developers to move on those properties under reimbursement that would benefit the city more greatly than those properties which may have little benefit, if you will, from a redevelopment or a primary development standpoint. So, I don't know if that fully addresses your question, but -- I mean I think downtown is a great example of that. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 60 of 67 It doesn't work that way necessarily in all areas around the city, but the idea behind it was if we wanted to institute growth in a certain area, there is a mechanism now to do that under this particular policy. The question for the Council is -- this isn't the only mechanism that can be used, is there a different one or an additional one that you would like us to consider. This is the one that we have gone through the process with the developing community, our legal staff, and our finance staff, as well as several divisions of Public Works, including water and wastewater staff and cease to make a lot of sense, but, you know, if the Council should feel that no incentive is necessary, we can certainly pull that and strike it from the ordinance and bring back, you know, a fairly standard approach to reimbursement, which would allow for, you know, just straight forward reimbursement without any incentive whatsoever for growth or redevelopment. Hoaglun: Mr. President, Tom, that example of downtown helps quite a bit. Barry: Okay. Hoaglun: Thank you. Bary: The second question I believe you asked was does it come as a separate payment. That detail hasn't necessarily been worked out at this current point in time, but it's conceived that it would be one payment, that, essentially, we would be putting the reimbursement on a schedule that would be set by the finance department to meet and coincide with other schedules that they might have for reimbursement to make it easier. But that the payment would include whatever the reimbursable amount is for that period, in addition to the incentivized proportion. So, if they were to say receive a hundred thousand dollars out of the reimbursement and they were in a growth priority area, that was medium and, you know, it was a medium priority, then, that would be 110 percent, so they would be eligible for 110,000 dollars that would be paid out over the period or the term of the agreement in installments if you will over that term. So, that's how it's conceived at this point in time for simplicity sake. If the fund actually needs to be cut -- or if the monies need to be cut as a separate check and issued along with the primary check, that's a detail that has yet to be worked out. Hoaglun: And I think, Mr. President and Tom, it's -- probably with finance we can -- whether it's one check -- if we do one check, just as long as we can track what's being spent for our priority areas and what incentives are out there, et cetera, et cetera. Barry: Right. Hoaglun: So, that's probably the main thing I'd like to see happen. Barry: Good. Hoaglun: Thank you. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 61 of 67 Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: One question that will probably have to be answered at some point, not necessarily tonight, but you have a developer who is building a project in a low priority area, but we are asking him to do water and sewer to and through and through happens to be to a high priority area. Even though he's not in a priority area, he's preparing us for a high priority area and he will probably ask for the incentive, we will need to have an answer to that at some point. Barry: Thank you, Mr. Zaremba. I think our -- our current suggestion at this point in time is that the reimbursement would allow for one hundred percent of the cost we have asked them to go above and beyond what's minimally required for their development, but just as any other boundary in the city, zoning or otherwise suggests, there are -- there are those boundaries for reasons and I'm afraid in that situation, unless the Council thought otherwise, our recommendation would be that this map be approved by the City Council and administered by staff to that -- for that very reason, so we wouldn't have to have people continually come here and ask for different types of priorities and that sort of thing or incentives. We would want to insure that this map got included as part of the ordinance with your endorsement, so -- Zaremba: So, his actual physical location would determine it and it has nothing to do with what he enables up or down stream from him. Barry: Correct. Zaremba: Sounds good tome. Barry: That's the recommendation. Yes, sir. Rountree: Any comments, questions? Bird: Mr. President? Rountree: Mr. Bird. Bird: I have just got one thing, Tom. I would be real careful with incentive, because once you start them -- even downtown -- everybody's going to expect them and I have a real problem justifying them, because they are putting them out there for their own benefit and reasons. My main concern is to make sure as the money comes in we get it to them, that they don't have to sit on it for four or five years like in the past. Barry: Uh-huh. Yes, sir. Point well taken. Thank you. Rountree: Any comments, questions? Meridian City Council — Special Meeting Workshop March 17, 2009 Page 62 of 67 Zaremba: Mr. President? If we go the incentive route, I think we probably need some discussion about how much. I'm not sure how you settle on those, but even if we are going to do it I'd probably be more comfortable at five and, then, ten percent, as opposed to ten and, then, 20. On a big project that could be a lot of money. Barry: Mr. President, Mr. Zaremba, that's true. That is a policy decision if you want it to be five or ten or twenty or whatever the percentage is. When we did some model examples and we took let's say a million dollar project and the reimbursable amount on a million dollar -- and let's just say of that million dollar project 750,000 dollars of that was completely the developer's responsibility to get services to that property, you leave say 250,000 dollars, that's a pretty sizable water and wastewater project we are talking about, but you leave 250,000 dollars eligible, because that's what we required them to go above and beyond what was minimally required, then, that 250,000 dollars would be eligible reimbursement at a hundred percent, that would come from the benefit area, so that's not city fund, as it had been in the past. So, that 250,000 dollars comes straight from the service benefit area as those hook-up fees are collected and just passed through to the developer, the ten percent of that is 25,000 dollars, 20 percent, 50,000 dollars, on a million dollar project. We felt that it was justified as 10 and 20 percent for that example only. I mean if you start dealing with projects that are only around, you know, 250,000, 300,000 dollars or -- it becomes significantly less. So, it's really a Council call as to what you'd like that to be. When we ran the example, it -- those numbers seemed to make sense to us to distinguish enough between low, medium, and high priority for incentives. Rountree: Further comments? Desired direction? Move it forward for consideration and ordinance and hearing. Freckleton: Great. Thank you, Mr. President. We will -- we will work with legal and we will get that done and back to you within about 30 days. Thanks. D. Joint Recommendation of the Parks & Recreation Commission/Arts Commission Regarding Naming of City Hall Amphitheater. Rountree: Thank you. Okay, Steve. Zaremba: I figured something out. If you come to the podium you have to give your name. If you sit over there you don't. Siddoway: Steve Siddoway. Meridian Parks and Recreation. I was here a few weeks ago when the Meridian Arts Commission, Meg Glasgow, was here and she presented to Council and presented a name for the amphitheater, the Old Creamery Theater. At that point Council directed me to -- sitting over at the staff side if I would take that to the parks and recreation commission and vet that name through the parks amenities and signage committee. We did that at their meeting last week. At first they didn't Meridian City Council — Special Meeting Workshop March 17, 2009 Page 63 of 67 understand that their charge was to review the name proposed by the arts commission, so they did brainstorm several names on their own and I will throw some of those out there. Heritage Amphitheater. City Center Amphitheater. Main Street Amphitheater. And others. Then, when we pointed out that there was a proposal on the table that had been brought to Council and they were being asked to vet that name through, they did discuss it. The Old Creamer Theater name that was originally proposed, they felt like the name theater didn't quite fit, they recommended at least changing the theater name to amphitheater. So, they are -- motion was made and sent up to Council to recommend the name Old Creamery Amphitheater. It was passed by a majority. There was dissenting vote. The reason for the dissenting vote was they didn't think it was specific enough to the area. The person liked more of something related to Main Street or something like that. But it is my understanding also in talking with Emily that the next day the arts commission did meet, they took the recommendation of the Parks and Rec Commission to change theater to amphitheater with Old Creamery Amphitheater and they did also pass a motion recommending that name. So, I'm here to represent to you that we have two recommendations, one from the arts commission, one from the Parks and Rec Commission to approve the name Old Creamery Amphitheater. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: Since I wasn't here for that discussion when this was brought up, the city is in the process of looking at naming of conference rooms and those kind of things and I think it should all be looked at as a group. I didn't know we were going to name anything at this point and I -- I don't know what the rush is. So, I would like to kind of put that on hold and also in listening to Steve's presentation that there were other ideas, I don't know how this name was presented, who initiated it, I -- I guess I would like to maybe take a step back and bring that with -- with at minimum the ideas of the conference facilities or conference rooms in City Hall and -- and, then, maybe even have a year to really see what develops in the plaza and see maybe what the plaza as a whole and what naming opportunities are for the other elements. Right now we are in the process of putting together interpretive panels. We are still kind of developing the identity of our City Hall plaza as a whole. So, I -- are we in a hung to name -- name it? Hoaglun: Mr. President, I was at most of the arts commission meeting and I think what they want to establish is an identity for this summer when they start -- kick off this season. You know, I think early June, I think they have the first performance -- what will happen is -- and I don't mind if we want to back up a few steps and delay it, but if we get a name, that becomes the name. If we wait it will become the City Hall Plaza and it doesn't matter what you do after that, if we wait for a year it's the City Hall Plaza. So, they wanted to get out the door with a name that it's -- it's being advertised as the Old Creamery Amphitheater or whatever is decided and to market it that way. So, it's a marketing issue of starting from the beginning to time eternal I guess. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 64 of 67 Rountree: I guess to that whatever it's named it's going to be the Old Creamery Amphitheater at City Hall. Or the Heritage Amphitheater at City Hall. So, it's all -- or City Center or whatever. I have no comment in discussion on this topic and I can't remember even for sure how it came up, but the comment was, well, the creamery had a name. It wasn't the old creamery. So, I don't know if -- thinking about it, is that's disrespectful not calling it what it was if you're going to memorialize it with the amphitheater. De Weerd: Do we have background on how this even came about? Bird: I can give you what I -- the first I heard of it. I heard it from -- Rountree: Meg. Bird: -- Meg and I thought it sounded good, because -- I mean do you want to call it the -- the last business in this place was -- the real business, not -- De Weerd: Paint ball. Bird: -- was Wyatt Laboratories. Rountree: Yeah. De Weerd: Paint ball wasn't -- Bird: Was Wyatt Laboratories. And I think -- I think we are sitting on -- we are sitting on the ground. I -- I just -- I felt it was a good name and when they brought it forward, you know, I -- and I'm like just what Brad said, you go -- you put it off the year and it will be City Hall. That's what it will be. It won't be the plaza or amphitheater or anything. We have a concert at City Hall. De Weerd: Concerts on Broadway. Bird: Broadway concerts at Old Creamery Amphitheater -- De Weerd: Wow. Bird: Now, is that a mouth full? Zaremba: Comer of City Hall and Zamzow's. Rountree: It the shadow of Zamzow's. Bird: In the shadow of Zamzow's. De Weerd: Mr. President? Meridian City Council — Special Meeting Workshop March 17, 2009 Page 65 of 67 Rountree: Yeah. Madam Mayor. De Weerd: All kidding aside, you know, I think the concert series should have the identify to its own and that is Concerts on Broadway and so, again, I would say -- I would -- before you name it Old Creamery Amphitheater, to explore what other ideas are. If we have to name it, then, let's do it, but I guess considering what those other names were. And I appreciate the parks commission brainstorming that and, then, finding out that they only had one choice. And usually naming has more significance and I don't -- Siddoway: I don't know if they went through additional names from the arts commission. That was just the one that was brought forward that night at Council. Bird: That's the only one, Mr. President, that I have heard. Rountree: Yeah. That's the only one that I have heard. Bird: We can take two years and argue over it. Rountree: Yeah, we can. So, I'm going to make a decision here. Unless I get further direction. That we take the recommendation under advisement and names and various geographic areas and/or meeting areas in the City Hall building that all name be vetted together, so at least there is some commonality in the naming to -- how they are brought forward. Unless somebody wants to make a motion to approve that name. Bird: I don't care. Hoaglun: Well, if we approve that name, then, with that, Mr. President, then we are going to have the cannery room, the separating room, the delivery -- Rountree: The boiler room. Bird: Wyatt Laboratories. Hoaglun: Yeah. Zaremba: Name the rooms after cheeses. Rountree: Anyway -- Hoaglun: I think we can wait on it. Mr. President, I'm fine with waiting. Rountree: Okay. That's what we will do. Thanks, Steve. You are the messenger. Just remember that. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 66 of 67 Item 6: Executive Session: Idaho State Code 67-2345 (1)(f). Rountree: We now are at the point in time where we can go into Executive Session if we have the appropriate motion. Bird: Mr. President, before I make a motion I want to make an announcement. Rountree: Oh, that's right, you did want to make an announcement. Bird: I don't know if you guys read in the papers this morning or not, but our old electrical engineer or inspector and a community guy that was bom and raised here and worked all his life here, except for I believe four years in the Navy, passed away Sunday down in Yuma, Arizona, Harold Hudson. Just thought I would let you know. Rountree: Thank you. Bird: And with that I make a motion that we go into Executive Session as per Idaho State Code 67-2345(1)(f). Hoaglun: Second. Rountree: It's been moved and seconded to go into Executive Session. Roll call vote. Roll -Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: Rountree: We are out of Executive Session. I need a motion for adjournment, unless there is no other topics. Bird: So moved. Zaremba: second. Rountree: It's been moved and seconded to adjourn. All those in favor? MOTION CARRIED: ALL AYES. Rountree: We are adjourned. MEETING ADJOURNED AT 10:07 P.M. Meridian City Council — Special Meeting Workshop March 17, 2009 Page 67 of 67 (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) , jq TAMMY DE W , MAYOR DA E APPROVED ATTEST:4-4jF ' JAYCEE HOLMAN, CITE' CLPERK SEAL e �OP�: March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. 3-A REQUEST Approve Minutes of February 24, 2009 Pre -Council 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: Emailed: Date: Phone: _ Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. 0 March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. 3-B REQUEST Addendum A to Professional Services Agreement with Refined! for Meridian City Hall Entryway Art 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: See attached OTHER: Contacted: Date: Phone: _ Emailed: Staff Initials: Materials presented at public meetings shall become properly of the City of Meridian. ADDENDUM A to PROFESSIONAL SERVICES AGREEMENT MERIDIAN CITY HALL PUBLIC ART PROJECT This ADDENDUM A to the Professional Services Agreement for Meridian City Hall Artwork is made this 17th day of March, 2009 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and J. Amber Conger; on behalf of Refinerii, a Limited Liability Company organized under the laws of the State of Idaho ("Artist"). WHEREAS, the City of Meridian and J. Amber Conger, on behalf of Refinerii, entered into an Agreement For Professional Services/Meridian City Hall Artwork ("February 3, 2009 Agreement") on February 3, 2009; WHEREAS, in the process of designing and engineering the Work that is the subject of the February 3, 2009 Agreement, the Artist determined that the incorporation of a hoist assembly, as described in Exhibit A hereto, would provide an additional safety mechanism for the suspension of the Work, as well as a method by which the Work could be easily raised and lowered for cleaning, and recommended to City that the installation of such hoist assembly be added to the project; WHEREAS, at its regular meeting on March 10, 2009, the Meridian City Council adopted such recommendation and directed that such hoist assembly be designed, purchased, and installed; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, the Parties agree as follows: I. SCOPE OF SERVICES. In addition to the services set forth in the February 3, 2009 Agreement, Artist shall: A. Design and engineer the incorporation of the hoist assembly, as described in Exhibit A hereto, into the Meridian City Hall public art project that is the subject of the February 3, 2009 Agreement; and B. Purchase and install such hoist assembly for the suspension of the Work at Site #1, over the Meridian City Hall entryway. H. COMPENSATION. A. Contract increase amount. The total payment to Artist for the design, engineering, purchase, and installation of the hoist assembly shall be $3,094.15. This amount shall constitute full compensation for any and all services, materials, and costs to be performed or furnished by Artist under this Addendum. B. Total contract amount amended. Section II(A) of the February 3, 2009 Agreement shall be ADDENDUM A TO FEBRUARY 3, 2009 PROFESSIONAL SERVICES AGREEMENT FOR CITY HALL ENTRYWAY & COUNCIL CHAMBERS ART PAGE I of 2 amended to read as follows: Total amount. The total payment to Artist for the design, fabrication, and installation of the Works shall be $25,000-00 $28,094.15. This amount shall constitute full compensation for any and all services, materials, and costs to be performed or furnished by Artist. Of this amount, $9,500.00 will be provided by an Idaho Commission on the Arts Public Art and Cultural Facilities grant; $10,000 $13,094.15 will be provided by the City of Meridian; and $5,500 will be provided by private donors. C. Method of payment. Artist shall provide City with an invoice for services and/or materials provided under this Addendum, which City shall pay within thirty (30) days of receipt. City shall not withhold any federal or state income taxes or Social Security tax from this payment made by City to Artist. Payment of all taxes and other assessments shall be the sole responsibility of Artist. III. FEBRUARY 3, 2009 AGREEMENT FULLY IN EFFECT. The intent and effect of this Addendum is to enlarge the scope of services as set forth in the February 3, 2009 Agreement. Except as expressly set forth herein, this Addendum does not otherwise modify or alter any term or condition of the February 3, 2009 Agreement in any way. The February 3, 2009 Agreement remains in full effect, and all terms and conditions thereof are incorporated in this Addendum as though fully set forth herein. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the 17th day of March, 2009. ART T: Amber Conger, Owner/Member, Refinerii, LCC STATE OF IDAHO ) ss: County of ) I REBX,rp;IFY that on this � day of, 2009, before the undersigned, a Notary Public in the State of Idahot. sonall �aR15'eaxed J. Amber Conger, lmown to me to be the person who executed the said instrument, and sl acknowledg?gt�'�t�eaited the same. 1,a`E06 Qy I have hereunto set my hand and affixed my official seal, the day and year in this certificate #1 6 writl — op . �(J ,�, No ftblk& Idaho Residing at — Idaho � �D9uvae��,ti 4� .` My Commission Expires: �' `���� of CITY OF 11f BY: Attest: Tammy de erd, Mayor ADDENDUM A TO FEBRUARY 3, 2009 PROFESSIONAL SERVICES AGREEMENT FOR CITY HALL ENTRYWAY & COUNCIL CHAMBERS ART F EAI, City Cljrk 'v- PAGE 2 oh,14#1111 ADDENDUM A to PROFESSIONAL SERVICES AGREEMENT MERIDIAN CITY HALL PUBLIC ART PROJECT ExH►e►r A CL0 m 0 m Y L CL a �i 3 2 r O _ 3 Q E QQ3 U 0 m Q .i; Q Z 0 Al s 0 .s z 0 a v High efficiency, planetary reduction hoists with more value, more options, more performance, more... FEATURES OPTIONS • Rated for hoisting loads vertically • Automatic, load suspending braking system • 115/230 VAC 10 input power with TENV DC motor • Permanently lubed, 3 -stage planetary geartrain • Simple installation at any angle • NEMA 4X rated low voltage controls CUSTOM DESIGNS Custom designs are available to meet your exact requirements for any rifting, pulling or positioning application with pneumatic, hydraulic, electric and self-contained power sources. Odely-www.eelembbw1wk.cw • Wall -mount control with keyed switch • Variable speed controls • Washdown, marine and explosion -proof ratings • Lagged, grooved and divided drums • Quick -mount brackets • Cable tensioners • I -Beam trolleys, hammerhead systems • AutoAdvanc:e Line Spooler • Strap drum conversion •Wire rope, sheaves, snatch blocks and other rigging Distributed by: L AG ELECTRIC (Di MOTOR) ) HOISTS Sri =MU; CAPACITIES TO 2000 Ll3S. Mar�u/a ,r ibyAilia!PowF'rartuds.lm:. �a� e is 3/8"4 Places �— 8.3" —i Low Voltage 0 � Remote Pendant ws a e<r ' 5 . i i -..xi_z 0.75 12500 1 216:1 11000 lbs • 11 fpm 1 821 lbs • 14 fpm 1 695 lbs • 16 fpm 0.75 12500 1 113:1 1000 lbs • 17 fpm 1722 lbs • 24 fpm 1 565 lbs • 30 fpm 10 10.75 12500 1 156:1 11500 lbs • 13 fpm 11083 lbs • 18 fpm I 848 lbs • 23 fpm Columbia winches and hoists are available for AC, DC, hydraulic or pneumatic power sources. Special models for any application can be supplied - please contact your o distributor for details. 9 a O cArly 2M -Wmeak blaixlacham 2000 lbs • 9 fpm 1 1444 lbs • 12 fpm 11130 lbs • 15 fpm I Distributed by: v ..veeaaaavaae v e auvu K "MALOL \rVlli.t Vl %_#p AV11b Page 1 of 2 AC Electric Hoists (Lifting) Frame 1 (to 2000 lbs.) Frame 2 (to 4700 lbs.) Frame 3 (to 5600 lbs.) Frame 11 (to 15.000 lbs.) Frame 13 (to 10.000 lbs.) Certo (to 9400 lbs.) Frame 1 - DC (to 2000 lbs.) Hoists meeting ANSI 830.7 AC Electric Winches (Puiiing) Frame 1 (to 2000 lbs.) Frame 2 (to 7000 lbs.) Frame 3 ao 11.000 lbs.) Frame 13 (to 20.000 lbs.) Pneumatic Hoists (Lifting) Frame 1 (to 2000 lbs.) Frame 2 (to 3150 lbs.) Frame 3 (to 5000 lbs.) Frame 11 (to 15.000 lbs.' PrIeumatic Winches {Pulling) Frame 1 (to 2700 lbs.) Frame 2 (to 6300 lbs.) Frame 3 Ito 10.000 lbs.) Trolleys Hammerhead Trolleys Manual Overhead Trolleys Other Options AutoAdvance Line Spoolers 4FFM Davit Cranes Vertical Lead Sheaves Strap drum conversions More options Custom units Visit alliedpower.com Contact 6590 SW Falibrook Place Beaverton OR 97008 Phone: 503.626.0654 Toll free: 800.248.4896 Fax: 503.646.1996 Email us littp://columbiawinch.com/control-0*Ons.html Ttvo-Button Low Voltage Pendant Standard Imv voltage control packages Include a two button NEMA 4X rated handheld pendant control. NEMA 4X rating: Indoor or outdoor use primarily to provide a degree of protection against corrosion, windblown dust and rain, splashing water, hose-drected water, and damage from external ice formation. Approximate IP68 equivalent. Two -Button Full -Voltage Pendant Standard full voltage control padcages Include a NEMA 12 rated handheld pendant control. NEMA 12 rating: Indoor use primarily to provide a degree of protection against drew dust, tailing dirt, and dripping non -corrosive liquids. Approximate IP65 equivalent. Two -Button Low Voltage Pendant NEMA 6 pendants are available for all of our standard low voltage control packages. NEMA 6 rating: indoor or outdoor use primarily to provide a degree of protection again hose- irected water, and the entry of water during occasional temporary submersion at a limited depth and damage from external doe formation. NELIA 4X with Speed Potentiometer A pendant with speed potentiometer can be used with a variable frequency drive orwith our Frame 14DC motor units. 2/23/2009 a,.vauauvau. ♦�aaaa.0 oG r1V1,L — l.()IItr01 Vpiions W SO z. i; Rnae Yz x Other options: Hammerhead Tropevs Manual Overhead TroHevs AutoAdvance Line Scooter 4FFM Davit Crane Vertical Lead Sheaves Strap drum conversions Explosiorrproof ratings Cable tensioners Four -roller fairleads > Electric control options Page 2 of 2 NEMA 4X with E -stop When required, our standard low voltage control packages can include a two button NEMA 4X rated handheld pendant control with additional emergency stop button. NEMA 4 wall mount with keyed switch Our standard law voltage control packages can be Applied with a wall mount pendant with keyed switch. NEMA 4 rating: Indoor or outdoor use primarily to provide a degree of protection against windblown dust and rain, splashing water, hose -directed water, and damage from external ice formation. Manufactured by Allied Power Products, Inc. I Contact Us I CAUTION: The final determination as to the suitability of this product for any purpose is solely that of the us.r. Our products are not to be used to lift or move people or to lift anything over people. h"Wenhimhiawineh enmh-nntrnl_nntinnc html Page 1 of 3 C'- muRH _CSC& l _, �e��'�V1. IIVDLTSTRIaI,1tE\FL aTIUNS... �� sah•aged steed sculpture by: I amber Conger PO Box 3531 Nampa, ID 83653 (208) 861-7515 wc�-.6-nern.co11 t so � (-( - 157 - WgOA — On Thu, 2/12109, An Smither --,r1i ie*0wer com> wrote: From: Jim Smither <Jim@alliedpower.com> Subject: Hoist Proposal Revision # 2 To: "refinerii@yahoo.com" <refinerii@yahoo.com> Date: Thursday, February 12, 2009, 9:04 AM Dear Kevin, Thank you for the opportunity to quote one of our Columbia products for your hoist requirement. Based on the information you gave me, I am pleased to propose the following: Columbia Model H2000 -1A25 -L.-01 AC Etc Hoist . 3/4 HP TENV UL -fisted motor a 120 VAC single phase input power a 2000 Lbs 1st layer line pull at 12 fpm e 1130 Lbs full drum One pull at 15 fpm a Automatic, load -suspending braking system e Permanently lubricated, high -efficiency planetary reduction e Includes NEMA 4X, electrical control enclosure a Includes NEMA 4X UL -listed 15' wall mount control with keyed switch a Wre rope cape iy is 120' of 1/4" wire rope (break strength 70M lbs) a Includes 14' of 1/4" wire rope and a latching hook NetPrice ....................................................................................................... $1921.60 Optional Net Price - Quick Mount brackets .................... Optional Net Prig - manual override ......................................... $ ...... ......$9520 UPS Ground to Zip 83687 ................................................ ...........................$30.00 Estimated production time: 2-3 days currently, manual override that production will not begin until all terms and conditions are finalized. Freight: FOB Beaverton, OR 2-3 weeks. Please note file://CADocuments and SettingslAmber\Local Settings\Temp\fcctemp\Attacho.himl 2/23/2009 Page 2 of 3 This proposal is valid for 30 days. I have attached performance and dimensional information for this hoist AN your reference. 1!ttP--'//c91-u91biaw n..i.--c4.com/resou.rges/speq_pjggqs/aclloIdLcp_df. qttP--'//9-O-l4-M- 1:i-aW'I-nch-.c-O-mLcOnt-rq-l--OP-Oons.htmI h-ttP�/-/q-0-14MOiawi.nch-.cOM�/�r@Ls-gqcp§/appcLuide MOV@W-N�!inq.pd f rnbi h401QQIU -aNQC-hxqrnftesouEce� "/a P9410Pa l —flqet-_ nge -1p4f Vftctt. Built to SAE J706 automotive standards Require a 2:1 safety rating on all components Have a freesPOol lever to pug the wire rOPe.Manually in reverse Freespool-Rc!vafion will holding all, sus ed load, will drop the load Are rated to pull a "load, "aimUM slope of 300/6 Have an intefiff drum brake Hoist: Built to ANSI guidelines Require a 3.51 safety rating on all components Freespooling not allowed Are rated to lift a load vertically Have redundant braking, an internal drum brake and regenerative braking Please feel free to contact me if you have any questions Or need any additional information. Best regards, Jim Smither 800-248-4896 fileWCADOcuments and Settings\AmbeALMW Settings\Temp\fcctemp\Attacho.htW 2)23/2009 Onch!MP - - Short answer: A hoist is for lifting and a winch is for pulling. B yp�� •it�D A Winch is geared for pulling a load on a relatively level surface. A winch uses a dynamic brake that must slide. A Hoist is geared to lift (dead weight) and has a locking brake that can support a "hanging" load. If a Hoist can lift (dead weight) 250 lbs., then it may be capable of pulling 1000 lbs rolling weight across a hard packed surface. If a Winch can pull 1000 lbs. across a hard packed surface, it may only have the capacity to support 100 lbs. (dead weight) because the winch employs a different braking system than that of a hoist. A Hoist is used for lifting and supporting "dead weight". A Winch is used for pulling (moving rolling weight). March 13,2W9 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. 3-C REQUEST Initial Point Gallery Acceptace Agreement: Kristin Dam AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: 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• COMMENTS See attached Materials presented at public meetings shall become properly of the City of Meridian. ACCEPTANCE AGREEMENT: DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL This ACCEPTANCE AGREEMENT: TERMS AND CONDITIONS OF DISPLAY OF ARTWORK IN INITIAL POINT GALLERY, MERIDIAN CITY HALL ("Agreement") is made thisII GD day of r-n&jj, 2009 ("Effective Date"), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho ("City"), and Kristin Dam, an individual person whose address is 13249 N. Dechambeau Way, Boise, Idaho ("Artist"). (City and Artist may hereinafter be collectively referred to as "Parties.") WHEREAS, the City desires that public art will be a component of Meridian City Hall and to that end, the Meridian Arts Commission issued the Call to Artists attached hereto as Exhibit A, seeking proposals for the display of artwork in Initial Point Gallery, an art gallery on the third floor of Meridian City Hall, the address of which is 33 E. Broadway Ave., Meridian, Idaho ("Initial Point Gallery"); WHEREAS, in response to the Call to Artists, Artist did submit a proposal, comprised of the materials attached hereto as Exhibit B ("Proposal"), for the display of artwork in Initial Point Gallery; WHEREAS, on February 9, 2009, the Meridian Arts Commission ("Commission") reviewed the responses to the Call to Artists, selected Artist's work for display based on the Proposal, and recommended to the Meridian City Council that Artist's artwork, as depicted in the Proposal, be displayed in Initial Point Gallery in or around March 27, 2009 to April 24, 2009; WHEREAS, at its regular meeting on February 10, 2009, the Meridian City Council adopted such recommendation and directed the Commission to work with Artist to establish a display of Artist's artwork in Initial Point Gallery in or around March 27, 2009 to April 24, 2009; and WHEREAS, the Parties acknowledge that Meridian City Hall is primarily a place of public business, that Initial Point Gallery is a public place, and that while the City seeks to encourage artistic expression and public dialogue, the City must simultaneously ensure that Meridian City Hall is a place where citizens, employees, and visitors of diverse ages and perspectives feel welcome and comfortable; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants herein contained, the Parties agree as follows: I. SCOPE OF SERVICES. Artist shall personally deliver to Initial Point Gallery, on March 27, 2009, at 9:00 a.m., or at such time and date as is mutually agreed-upon by the Artist and the Gallery Curator, approximately fourteen (14) watercolor paintings, which paintings shall substantially conform to the description of such artwork set forth in Exhibit B hereto. Artist shall be responsible for hanging such artwork on March 27, 2009 at the direction of the Gallery Curator; shall allow the display of such work in Initial Point Gallery from March 27, 2009 to April 24, 2009 in accordance with the terms of this Agreement; and shall be responsible for removal of such artwork on April 24, 2009, at 9:00 a.m., or at such time and date as is mutually agreed-upon by the Artist and the Gallery Curator. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DisPLAY PAGE 1 of 6 U. COMPENSATION AND SALE OF ARTWORK. A. No compensation. Artist shall display her artwork in Initial Point Gallery at the pleasure of the Meridian City Council. City shall not provide compensation to Artist for services, work, and/or any activity undertaken pursuant to or related to this Agreement. B. Sale of artwork. Artist may, at the direction of and in the manner established by the Gallery Curator, passively offer the artwork on display in Initial Point Gallery for sale. No price shall be displayed on or be proximate to any artwork on display in Initial Point Gallery. City personnel shall not facilitate in any way the sale of Artist's work; any transaction related to the sale of artwork shall be handled solely by Artist. Artist acknowledges the Commission's request that Artist voluntarily donate to the Commission twenty percent (20%) of proceeds from any artwork sold due to its display in Initial Point Gallery. Upon the sale of a piece of artwork on display in Initial Point Gallery, Artist may remove such artwork from the Gallery, provided that Artist replaces the removed piece with another piece of artwork within twenty- four (24) hours of such removal. Artist shall coordinate the removal, replacement, and/or substitution of any and all artwork with the Gallery Curator prior to such activity. III. Tn a OF PERFORMANCE. Artist shall provide services described in this Agreement in a timely manner, as described herein. Artist acknowledges and agrees that time is strictly of the essence with respect to this Agreement, and that the failure to timely perform any of the obligations hereunder shall constitute a default of this Agreement. W. INSTALLATION. A. Coordination with Curator. Prior to the installation, removal, replacement, and/or substitution of the display in Initial Point Gallery or any portion or component thereof, Artist shall coordinate any and all such activity with the Gallery Curator. B. Inspection of display. Prior to or after installation, the Gallery Curator and/or the City may inspect and/or review the artwork proposed by Artist for display in Initial Point Gallery to ensure compliance with all criteria set forth in the Call to Artists attached hereto as Exhibit A, and the Application and Acknowledgements Form attached hereto as Exhibit C, as well as to ensure that such artwork may be safely and appropriately displayed in Initial Point Gallery. If the Gallery Curator or the City concludes that the display or any portion or component thereof does not meet the criteria set forth in Exhibits A and C, does not reflect artwork as described and depicted in the Proposal set forth in Exhibit B, or cannot be safely and/or appropriately displayed in Initial Point Gallery, the Gallery Curator or the City may require the immediate removal of such artwork from Initial Point Gallery. Further, the Gallery Curator or the City may require the immediate removal of such artwork from Initial Point Gallery where such removal serves the best interest of the City. ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 2 Of 6 V. DISPLAY. A. Original artwork. Artist warrants that any and all artwork provided by Artist for display in Initial Point Gallery shall be, and is, original work conceived and created by Artist. B. Photographs of artwork. City may photograph the artwork displayed in Initial Point Gallery, as City may desire for purposes of advertising, marketing, and public information. Where practicable and to the extent of City's authority, Artist shall be acknowledged on each such photographic reproduction to be the creator of the original subject thereof, provided that photographic reproductions of artwork shall not be identified as or represented to be the finished artwork. C. Use of Artist's name. Artist hereby conveys to City permission to use Artist's name for purposes of advertising, marketing, and public information, without violation of Artist's rights of privacy or any other rights Artist may possess under this Agreement, provided that City shall not use Artist's logo, if any, for any purpose without the express, written permission of Artist. D. Use of City's name. City hereby conveys to Artist permission to use City's name for purposes of advertising, marketing, and public information, without violation of City's rights of privacy or any other rights City may possess under this Agreement, provided that Artist shall not use City's logo for any purpose without the express, written permission of the Mayor's Executive Assistant. E. Removal of artwork by City. City shall have the right to remove Artist's artwork from public display at any time and for any reason. Such removal may be temporary or permanent in nature. Where such artwork is or is intended to be removed from public display for longer than forty-eight (48) hours, City shall notify Artist in the manner set forth herein. While it is intended that Artist's artwork will be displayed in Initial Point Gallery for about one (1) month, this period may be shortened by City for any reason, with immediate notice to the Artist. F. Removal of artwork by Artist. Artist shall coordinate with the Gallery Curator the removal, replacement, and/or substitution of any and all artwork prior to such activity, whether such activity is necessary due to the sale of a piece or for any other reason. G. Simultaneous display. City may elect to display the work of more than one Artist or Organization in Initial Point Gallery at any time, at the City's sole discretion. The manner and arrangement of the display(s) in Initial Point Gallery shall be determined by the Gallery Curator. VI. INDEMNIFICATION, WAIVER AND INSURANCE. A. Indemnification. Artist shall, and hereby does, indemnify, save, and hold harmless the City and any and all of its employees, agents, volunteers, and/or elected officials from any and all losses, claims, and judgments for damages or injury to persons or property, and from any and all losses and expenses caused or incurred by Artist, her servants, agents, employees, guests, and/or business invitees. ACCEPTANCE AGREEMENT INn,mi, POINT GALLERY DISPLAY PAGE 3 of 6 B. Waiver. Artist shall, and hereby does, waive any and all claims and recourse against City, including the right of contribution for loss and damage to persons or property arising from, growing out of, or in any way connected with or incident to Artist's performance of this Agreement, whether such loss or damage may be attributable to known or unknown conditions, except for liability arising out of the tortious conduct of City or its officers, agents or employees. C. Insurance Artist's responsibility. City shall not provide insurance to cover loss, theft, or damage of artwork displayed in Initial Point Gallery or to cover any activity undertaken by Artist in the furtherance of Artists' rights or obligations described herein. Insurance of the artwork; of the Artist's person, property, or interests; and/or of the Artist's employees or agents shall be the sole responsibility of Artist. Artist shall obtain all necessary insurance as may be required in order to protect Artist's insurable interests for its rights and obligations described within this Agreement, including, but not limited to, liability insurance, automobile insurance, worker's compensation insurance, and/or insurance of the artwork to be displayed in Initial Point Gallery. Artist shall bear any and all risks of, and actual, loss of, theft of, and/or damage to the artwork prepared for, transported to, transported from, installed or hung in, and/or displayed in Initial Point Gallery. VII. TERMINATION. A. Termination for cause. If City determines that Artist has failed to comply with any term or condition of this Agreement, violated any of the covenants, agreements, and/or stipulations of this Agreement, falsified any record or document required to be prepared under this Agreement, engaged in fraud, dishonesty, or any other act of misconduct in the performance of this Agreement; or if either Party willfully or negligently defaults in, or fails to fulfill, its material obligations under this Agreement; the other Party shall have the right to terminate the Agreement by giving written notice to the defaulting party of its intent to terminate, and shall specify the grounds for termination. The defaulting party shall have twenty-four (24) hours after receipt of such notice to cure the default. If the default is not cured within such period, this Agreement shall be terminated upon mailing of written notice of such termination by the terminating party. B. Termination without cause. City may immediately terminate this Agreement for any reason at any time with immediate notice to Artist. C. Termination upon death or incapacity of Artist. This Agreement shall automatically terminate upon the death or incapacity of Artist. D. Non -waiver. A waiver of any breach or default of any provision of this Agreement shall not be construed as a waiver of a breach of the same or any other provision hereof. ACCEPTANCE AGREEMENT INmAL POINT GALLERY DISPLAY PAGE 4 of 6 VIII. GENERAL PROVISIONS. A. Relationship of Parties. It is the express intention of Parties that Artist is an independent party and not an employee, agent, joint venturer, or partner of City. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Artist and City or between Artist and any official, agent, or employee of City. Both parties acknowledge that Artist is not an employee of City. Artist shall retain the right to perform services for others during the term of this Agreement. B. Compliance with law. Throughout the course of this Agreement, Artist shall comply with any and all applicable federal, state, and local laws. C. Non -Discrimination. In fulfilling or exercising any right or obligation under this Agreement, Artist shall not discriminate against any person as to race, creed, religion, sex, age, national origin, sexual orientation or any physical, mental, or sensory disability. D. Entire Agreement. This Agreement constitutes the entire understanding between the Parties. This Agreement supersedes any and all statements, promises, or inducements made by either party, or agents of either party, whether oral or written, and whether previous to the execution hereof or contemporaneous herewith. The terms of this Agreement may not be enlarged, modified or altered except upon written agreement signed by both parties hereto. E. Agreement governed by Idaho law. The laws of the State of Idaho shall govern the validity, interpretation, performance and enforcement of this Agreement. Venue shall be in the courts of Ada County, Idaho. F. Cumulative rights and remedies. All rights and remedies herein enumerated shall be cumulative and none shall exclude any other right or remedy allowed by law. Likewise, the exercise of any remedy provided for herein or allowed by law shall not be to the exclusion of any other remedy. G. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the remainder of this Agreement shall not be affected. H. Successors and Assigns. Artist shall not subcontract or assign any of Artist's obligations under this Agreement that require or that may require her artistic talent or expertise. Artist may subcontract or assign obligations that do not require her artistic talent or expertise. All of the terms, provisions, covenants and conditions of this Agreement shall inure to the benefit of, and shall be binding upon, each party and their successors, assigns, legal representatives, heirs, executors, and administrators. I. Notice. Any and all notice required to be provided by the Parties hereto, unless otherwise stated in this Agreement, shall be in writing and shall be deemed communicated upon mailing by United States Mail, addressed as follows: ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DisPLAY PAGE 5 of 6 Artist: Kristin Dam 1329 N. Dechambeau Way Boise, Idaho 83714 (208) 229-0125 kikidam@cableone.net Gallery Curator: Dwight Williams Meridian Arts Commission 33 E. Broadway Ave. Meridian, Idaho 83642 (208) 887-6473 dwight5332@q.com C_ Emily Kane, Deputy City Attorney City of Meridian 33 E. Broadway Ave. Meridian, Idaho 83642 (208) 898-5506 ekane@meridiancity.org Any party may change its respective address for the purpose of this paragraph by giving written notice of such change in the manner herein provided. J. City Council approval required. The validity of this Agreement shall be expressly conditioned upon City Council action approving the Agreement. Execution of this Agreement by the persons referenced below prior to such ratification or approval shall not be construed as proof of validity in the absence of Meridian City Council approval. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day of Mo -r c � , 2009. ARTIST: Kristin Dam STATE OF IDAHO ) ) ss: County of 0- ) I HEREBY CERTIFY that on this 16 day of _rr 1 o rrc 2009, before the undersigned, a Notary Public in the State of Idaho, personally appeared 4rls+; sx ))ctdown tome to be the person who executed the said instrument, and acknowledged to me that she executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, the day and year in this certificate first above written. 0,%NU u 1 I1r�rrrrri of Notary Public for Idaho Residing at r SL , Idaho My Commission Expires: / ! - 2 3 — I 1 BEAL �rTY OF IAN: '�,� T 1ST • •�C17 rrrrri`'ammy eerd, Mayor Attest: ayce olman, Clerk ACCEPTANCE AGREEMENT INITIAL POINT GALLERY DISPLAY PAGE 6 of 6 March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. 3-D REQUEST Budget Amendment for Settler's Park Carryforward FY08-FY09 for $168,738.00 AGENCY COMMENTS CITY CLERK: See aFfached 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. =C0< CD 5•"a --i C W N p G� 0 = N (n --i 7 tQ d� M. = 3 0 CDCD a 10 0) c CD -0 ? = fn c CD ��� �� CDCr� CACDt< o 'y" 3 C ° �v = N O n -_Os O or � O(nN Cn 4.0 O a �C co c v� /�j CL S O O Cn -s CD C ? 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CD m y® . -o m mCD CD , „ & -5 rrrrrtiintt� o o v > > � < = < CD�. m tv m w cn m m U) 9) ❑ ❑ 0 0 ❑ ❑ w v v CD m m CD t CA m .O O C z z C ❑ ❑ Ez W 0 G)0 m3 DD� m my z v m z -I In X E I SETTLERS PARK 1991 purchased with General Funds. $ 1,146,069 #96903 56.127 TOTAL ACRES #96903 Budget History construction,engineering,sewerline BUDGET FUND FY2001 Settlers development phase 1 1,111,788 55 FY2001 Settlers development phase 1 255,562 7 FY2002 Settlers development complete phase 1 300,000 7 FY2002 amend to skate park move to Tully skate park (11,000) FY2003 Settlers improvements landscape,sidewalk 131,000 7 FY2004 _ 7 FY2005 #2a Settlers picnic tables 5,000 7 FY2005 #2a Settlers trash cans 4,500 7 FY2005 #2a Settlers drinking fountains 4,800 7 FY2005 #2a Settlers trees 12,000 7 FY2005 Masterplan SE comer 5,000 7 FY2006 FY2007 FY2007 FY2007 Settlers Maintenance Bldg Settlers Maintenance Bldg Settler's shelter Settler's Village Square FY2008 Settlers Tennis courts FY2008 Settlers Maintenance Bldg FY2008 amendment FY2009 FY2000 FY2001 FY2002 FY2003 FY2003 FY2004 FY2005 FY2006 FY2007 FY2008 FY2008 FY2009 steel bldg, concrete, electrical, sewer, heating, landscaping 46,500 7 construction,engineering,sewerline 59,000 7 Shelter 50x70, tables, water, power, landscape 123,000 7 construction documents 100,000 7 Utilities,earthwork,courts,demo bam,horseshoe court,fencing,bleachers,trashcans,drink fountains,concrete 459,800 1 fencing,gavel,lighting,landscaping 29,411 7 for village square 150,000 7 �EY2b(9..tro►h!�0(iecause of th8 lafel TOTAL BUDGE I 2,617,623 ACTUAL HISTORY Landerman design Land Group & WH Pacific LandGroup,AMPaving,SommerConstr design,parking lot,inigation We LandGroup, AmPaving, Golis, Haemaeker design,parking lot,restroom,shelter LandGroup, AmPaving, Golis, Haemaeker design,parking lot,restroom,shelter discing StarConst, LandGroup, relocate irrigation,design,relocate IdPower,Haemaker power,goalposts HillsideLandscape,Summit,LandGroup UstickRdlmprovements,TrashCans,DesignShelter John Deere Land, Summit, Land shelter design, village design, irrigation, trash Group receptacles, Maintenance Building village square village square as of 1/9/2009 DONATIONS ACTUAL FUND 13,300 7 64,079 7 933,806 55 177,982 55 415,184 7 2,580 7 48,574 7 170,499 7 51,807 92,712 89,486 288,874 TOTAL ACTUAL 2,348,882 BUDGET REMAINING $ 268,741 Meridian City Coundl Spedal MeetinAhop • July 15, 2008 Page 55 of 68 Zaremba: Mr. President? Rountree: David. Zaremba: Is there any tracking of — over some span of time you have had to replace the same tree three times or — that makes you suspicious about the soil or the irrigation or something that you — Siddoway: I could ask — Zaremba: I agree with replacing them as the need appears, but are there any spots where the same tree goes bad every other year? Siddoway: No. Not that I heard have of. The only case where that might happen is if one was replaced and, then, it was hit by a car or something, but not from issues associated with soil or irrigation or something like that. Zaremba: Okay. Thank you. (g) Update on Settle►°s Tennis Courts Phase 1 Rountree: Okay. Let's hear about the tennis courts. Siddoway: , Okay. Again, we have -- so far this year we have completed the construction documents, we have done our detail cost estimates, and we have made those comer improvements for the bam removal, irrigation. I do have — one of the questions that came up during the budget hearings was what will it cost if we want to add the — the championship tennis court, the lit court, to phase one, and I, actually, have worked on that since the budget hearing and, Tara, if you'd pass out those two cost estimates. One of the cost estimates she's passing out is the one that you have already seen for phase one as It currently is proposed. And the second one is a revised phase one that would include the championship court. So, this is the draft phasing plan that has been before you before. Three phases from west to east and the first phase to include shelter, two tennis courts, and a horseshoe area. The area that's in question for the championship court is just to the east of that, in this location, Taking Council's direction from the last time we talked about this, I want to make sure we are building a complete phase, so that phase one line would extend to and include the area surrounding that court, including the additional paving, utilities, lighting, et cetera. Just a quick reminder -- on phase one -- on the phases as they currently stand, in today's dollars, 603,000 for phase one, about 1.2 million for phase two. Just over a million for phase three. For a total of 2.8 million dollars for all three phases together and any future structure that would be placed in the phase three area would be in addition to that. So, phase one as currently depicted, 603,000. If we add the championship court, we have a phase cost of 784,000. The additional add-on is 181,000 dollars. And you have the details of that in the cost estimate in front of you. So, the — let me — let me Meridian City Council Special Meeting&hop • July 15, 2008 Page 56 of 69 pause there and just ask if there are strong feelings one way or another as to whether we should be sticking with current phase one or the phase one with the championship court. Bird: Mr. President? Rountree: Mr. Bird. Bird: Steve, didn't we, in fiscal year'08, budget -- budget something for phase one? Siddoway: Yes. You budgeted 459,800 dollars as part of this fiscal year. I came before you as part of the budget hearing — came before you as part of the budget hearing to request the additional 150,000 that would be needed. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: Just to help Steve out, because he's losing his voice or — he's gaining it back, but I guess we asked if you put this on the workshop agenda to give an update, to give the additional cost estimate if we were to include the championship tennis court, to talk about how he can get them built sooner, rather than later. At this point Steve's been in discussion with finance and this was also mentioned last week to look at borrowing funds from the land fund and, then, paying it back in nett year's budget, which was the 150,000 dollars difference between what was budgeted in last year's budget and the actual cost, because last year's budget was an estimate. They did not go through per a design to come up with the specific total. You also have in front of you the additional cost for the championship tennis court. And I guess what the direction being sought tonight is if we were to borrow the shortage from — and we are talking just right now the 150,000 from the land fund, there wouldn't have to be any transfers. Next budget year it would immediately be transferred back into the land fund and you could start construction on the tennis facility this fall, rather than later and — did that summarize it, Steve? Siddoway: That does. I have one additional piece to add. So, a piece of that 459,000 is spent and -- as it was planned to be on the green up of that comer and removal of the bam. That was part of the — what those funds were intended for. We spent about 15,000 dollars on that this spring. We are fortunate this year in that we have had three out of three construction projects come in under budget, I'm pleased to announce. But our Settler's maintenance building, the Adventure Island playground, and the Heroes Park landscape project have come in under budget. De Weerd: Hurray, huh? Siddoway: Yeah. So, we —1 have only requested an additional 150, even though if you subtract 15,000 off of 459, you get a little more than that. But the savings that we have Meridian City Council special Meeting&hep • July 15, 2008 Page 57 of 69 realized off of Settler's maintenance building makes — will make up the difference. Now, we also have -- we were before Council this spring about — talking about the splash pad and seeking direction on several options to do there. The Settler's Village Square is in the same fund item as — it's Settler's Park improvement fund. So, this money is in there. The Settler's maintenance building money is in there. Another capital for Settler's Park is in the same line item. We have been spending funds out of that line item for the splash pad and we have been trying diligently to just absorb those costs with the savings that we have realized on those projects. But I don't believe we can do that, so one item that I would like to discuss is we have spent — I tallied all the line items up associat6d with the splash pad. The UV unit was just under 20,000, like we talked about. There was modified pluming, safety equipment that was purchased- Signage. Changing stations in the restrooms. A new non -slip coating for the splash pad that were all implemented as safety features. We spent about 34,000 dollars out there. In talking with finance, they believe that we should delay the second bullet on there for 34,000 from 72. Transfer those costs out of the Settler's Park construction account and to the Adventure Island and come to you with an amendment next week for that amount. But I didn't want to just bring it to you next week without first talking about it. That does free up a little money in the Settler's Village — or Settler's Park improvements line item that the Settler's Village Square project comes out of. I got to tell you I have been working with finance on making sure that we have enough money -- everything that's been taken out and that is planned to be taken out of that account. I have every indication right now that that is true, but I have been finding some — some questions in the data when we pull funds that are encumbered versus not and it's doing some strange things. So, finance is working on those numbers for me and I would ask that I can continue working with them next week — the rest of this week and maybe solidify that confidence that — that we do. But right now it appears from the numbers that I'm looking at that we have — we have the money that if we had the 150,000, plus the amount in the account, we can build phase one as it's currently proposed. But in order to do that, I would propose that an amendment — the Adventure Island account that we cover the cost that we have incurred associated with the splash pad improvements that came up after the budget cycle last year. We were not budgeted for this year and, as I say, we have been trying to absorb them, but I do believe we will need that amendment to keep things whole. And with those proposals, we would propose to go out to bid immediately and see if we can't get that built this fall. Bird: Mr. President? Rountree: Mr. Bird. Bird: Steve, if I understand right — and I'm not going to -- you can say yes or no. I don't want you to talk too much. I feel sorry for you. We have got 603 for phase one. Siddoway: Yes. Bird: Forget about the championship court. Meridian City Codncil Special Meelingo-hop • July 15, 2008 Page 58 of 69 Siddoway: Okay. Bird: Okay. We budgeted 459, which we used 15,000 out of that Siddoway: Correct. Bird: And didn't we take the 34,472 out of that, too? Siddoway: Well, yes and no. That's what I'm saying. It's out of the same account, but its not — Bird: We did. We did. Right now. So, if we borrow 150 from the land acquisition and add to what we have got left in phase one, then, we are looking at having approximately 560,000 dollars towards phase one. And your estimate, which you're telling me is pretty accurate this time. It's 603. And, then, if we take — if we take and budget amend the 34,372 to the Adventure Island account, which is where, in my opinion, should probably wind up? Siddoway: Yes. Bird: Then, we are back up to 594,000 dollars. So, basically, we are only, you know, 9,000 short of what phase one is. If — if this math works out this way — and I'd personally would like to see it get started on the thing. Siddoway: Yes. Bird: And get phase one going, because, basically, we are that close. Siddoway: Right. And the difference, like I was saying, can be made up with the savings that we have realized from the Settler's maintenance building in the same account. So, I think we have the 603,000 dollars with this scenario. Bird: Well, even if we don't get five hundred and some — and, hopefully, the way the bidding market is out at the construction world right now, it will — it will come in under, as you found out on two of your projects. Siddoway: Its our best chance to — Bird: As I believe Clint found it out in our utility bids and stuff, they are coming in, so I would tike to get started on it. I'd like to see something going on out there. Its — anything we do adds to getting rid of the weeds and the dirt and stuff we have got out there. I would like to see it get started if we got the money. That's my personal opinion. Rountree: I'd entertain a motion to — Zaremba: Can I ask a question? Meridian City Council Spatial Meeting/0s11o1) • July 15, 2008 Page 59 of 69 Rountree: Go ahead. Zaremba: Well, my question is we are still only talking about the old phase one — Rountree: Yes. Zaremba: That's not including the — Bird: Not the championship court. Zaremba: That leads me to the other question, which is the championship court is in phase two and the question is whether it ought to be done next year or whether it ought to be done the year after. Siddoway: We — we have prepared an enhancement for phase two, but pulled it out of consideration to keep the balanced budget. So, we do know the cost associated with that, but it does not appear that we can build it next year under the current proposal. Budget proposal. Zaremba: Okay. So, it wouldn't just be a matter of shifting money from one year to the other, we -- we can shift it forward a couple of years, because this is going to be farther out. Siddoway: Correct. Zaremba: In that case, I would leave it alone. Just old phase one. Bird: Mr. President? Rountree: Mr. Bird Bird: I would agree and I think — I think — I wouldn't even worry about phase two in this '09 budget, because let's get phase one done and done properly. We are going to be going into the winter, so you know there is going to be a lot of days we are not going to be able to do stuff. Any asphalt, after October you're probably not going to have a batch plant up and running, so — Siddoway: We are up against the wall. Rountree: — you know, let's -- let's get phase one done and, then, fiscal year '10 we can look at phase two. Siddoway: I have talked with Stacy Kilchenmann, see if we needed to bring forward some type of an amendment to be able to borrow these funds. She said no. What I Meridian City Council Special Meeong&hop . July 15, 2008 Page 60 of M need is some formal direction from Council and they can take care of that as an accounting exercise on their end. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I move that we move forward with the phase one construction, which includes temporarily borrowing 150,000 dollars from the land acquisition account and transferring the expense of 34,372 for Adventure Island to the Adventure Island account. Bird.: Second. Rountree: It's been moved and seconded to — I have a question to the maker of the motion. Does that also include the stipulation that it be repaid in 2009 to the land -- Zaremba: Yes. That the land acquisition would be repaid in 2009 Rountree: Okay. Zaremba: I agree. Bird: Second agrees. Rountree: All those in favor of the motion? MOTION CARRIED: THREE AYES. ONE ABSENT. Rountree: Thank you. Siddoway: I will bring forward next week the amendment for that Adventure Island account. (h) Update on Police & Fire Games in August Rountree: Very good. Bob. Stowe: Mr. President, Madam Mayor, Members of the Council, thanks very much. In the fall of 2006 1 came before you with a proposal about bringing the 2008 Western States Police and Fire Games to Treasure Valley. And also asked for money, Which I got both, I got your approval and I got money. So, I'm going to come before you tonight and give you an update as to where we are with the games, how that money was spent, and where — where we are. The games are going to be here in a little less than five weeks and we are very excited still. Our public information has started to go out regarding the games. We got Channel 12, Fox News, doing PSAs. We are pushing it March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. 4-A REQUEST Pre -Termination Hearing for James Moran AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT. 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: COMMENTS See attached Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. CITY OF MERIDIAN Pmt 843 Customer History - Account by Name UTILITY PAYMENT -LOCKBOX #5 01/20/2008 Bill 1 Water Utility Reading - 01/03/08 0 Page: 1 01/20/2008 Bill 3 Report Date(s): 01/01/2008 to 03/31/2009 Auto Billing - 01/18/08 13:36 7,000 Mar 13, 2009 03:57pm 01/20/2008 Bill 5 Garb Auto Billing -01/18/08 13:36 7,000 26.02 Report Criteria: Pmt 831 UTILITY PAYMENT -LOCKBOX #5 0 12.70 Customer.Cust No = 881081902 Bill 1 Water Utility Reading - 01/31/08 0 45.00- 02/20/2008 Bill 3 Sewer Auto Billing - 02/20/08 13:11 5,000 8.81.0819.02 MORAN, JAMES & CINDY 02/20/2008 530 HERITAGE PARK ST E 5 Garb Auto Billing - 02/20/08 13:11 Account Summary: 19.94 03/12/2008 Pmt 1205 UTILITY PAYMENT -LOCKBOX #5 Period Water Sewer Garb Dump Billings Adj Payments Oth Balance 12131/2007 43.00- 03/20/2008 Bill 3 Sewer Auto Billing - 03/20/08 14:43 01/20/2008 13.77 26.02 12.70 - 5 Garb 11.53 02/20/2008 10.99 19.94 12.70 Bill 52.49 20.00- 44.02 03/20/2008 13.77 26.02 12.70 Bill 43.63 45.00- 42.65 04/20/2008 10.99 19.94 12.70 Bill 52.49 43.00- 52.14 05/20/2008 10.99 19.94 12.70 Pmt 43.63 95.77 06/20/2008 16.55 23.74 12.70 Bill 43.63 55.00 - 84.40 07/20/2008 12.38 22.98 12.70 Bill 52.99 184.40- 47.01- 08/20/2008 16.55 23.74 12.70 Bill 48.06 Garb 1.05 09/20/2008 4.04 4.74 12.70 Pmt 52.99 - 54.04 10/20/2008 4.04 4.74 12.70 Pmt 21.48 54.04 - 21.48 11/20/2008 4.04 4.74 13.45 Bill 21.48 21.48- . 48 21 48 12/20/2008 4.04 4.74 13.45 Bill 22.23 21.48 - 21 23 01/20/2009 4.04 4.74 13.45 Bill 22.23 Garb 44.46 02/20/2009 4.24 4.98 13.45 Bill 22.23 - 66.69 03/20/2009 4.24 12.70 - Bill 22.67 Sewer 89.36 04/20/2009 12.38 07/20/2008 Bill 4.24 89.36- 4.24 6,000 22.98 08/20/2008 Bill 1 - 4.24 Totals: 134.67 211.00 180.80 526.47 533.76- 33,78-Transaction TransactionDetail: 16.55 Date Type Ref No Service Description Check No Source Id Usage Amount Status 01/03/2008 Pmt 843 UTILITY PAYMENT -LOCKBOX #5 01/20/2008 Bill 1 Water Utility Reading - 01/03/08 0 20.00- 01/20/2008 Bill 3 Sewer Auto Billing - 01/18/08 13:36 7,000 13.77 01/20/2008 Bill 5 Garb Auto Billing -01/18/08 13:36 7,000 26.02 02/04/2008 Pmt 831 UTILITY PAYMENT -LOCKBOX #5 0 12.70 02120/2008 Bill 1 Water Utility Reading - 01/31/08 0 45.00- 02/20/2008 Bill 3 Sewer Auto Billing - 02/20/08 13:11 5,000 10.99 02/20/2008 Bill 5 Garb Auto Billing - 02/20/08 13:11 5,000 19.94 03/12/2008 Pmt 1205 UTILITY PAYMENT -LOCKBOX #5 0 12.70 03/20/2008 Bill 1 Water Utility Reading - 03/11/08 0 43.00- 03/20/2008 Bill 3 Sewer Auto Billing - 03/20/08 14:43 7,000 13.77 03/20/2008 Bill 5 Garb Auto Billing - 03/20/08 14:43 7,000 26.02 04/20/2008 Bill 1 Water Utility Reading - 04/08/08 0 12.70 04/20/2008 Bill 3 Sewer Auto Billing - 04/22/08 10:17 5,000 10.99 04/20/2008 Bill 5 Garb Auto Billing - 04/22/08 10:17 5,000 19.94 04/21/2008 Pmt 432 UTILITY PAYMENT -LOCKBOX #5 0 12.70 05120/2008 Bill 1 Water Utility Reading - 05/05/08 0 55.00- 05/20/2008 Bill 3 Sewer Auto Billing - 05/20/08 10:25 5,000 10.99 05/20/2008 Bill 5 Garb Auto Billing - 05/20/08 10:25 5,000 19.94 05/21/2008 Pmt 461 UTILITY PAYMENT -LOCKBOX #5 0 12.70 06/04/2008 Pmt 492 UTILITY PAYMENT -LOCKBOX #5 0 100.00- 06/20/2008 Bill i Water Utility Reading - 06/03/08 0 84.40- 06/20/2008 Bill 3 Sewer Auto Billing - 06/20/08 16:01 9,000 16.55 06/20/2008 Bill 5 Garb Auto Billing - 06/20/08 16:01 6,250 23.74 07/20/2008 Bill 1 Water Utility Reading - 07/01/08 0 12.70 07/20/2008 Bill 3 Sewer Auto Billing - 07/21/08 10:02 6,000 12.38 07/20/2008 Bill 5 Garb Auto Billing - 07/21/08 10:02 6,000 22.98 08/20/2008 Bill 1 Water Utility Reading - 08/01/08 0 12.70 9 000 16.55 CITY OF MERIDIAN Customer History - Account by Name Page: 2 Report Date(s): 01/01/2008 to 03/31/2009 Mar 13, 2009 03:57pm 8.81.0819.02 MORAN, JAMES & CINDY 530 HERITAGE PARK ST E (Continued) Date Type Ref No Service Description Check No Source Id Usage Amount Status 08/20/2008 Bill 3 Sewer Auto Billing - 08/20/08 12:31 08/20/2008 Bill 5 Garb Auto Billing - 08/20/08 12:31 6,250 23.74 09/10/2008 Pmt 187 BILL PAY/LB #5 0 12.70 09/20/2008 Bill 1 Water Utility Reading - 09/04/08 0 54.04- 09/20/2008 Bill 3 Sewer Auto Billing - 09/22/08 09:51 0 4.04 09/20/2008 Bill 5 Garb Auto Billing - 09/22/08 09:51 0 4.74 10/20/2008 Bill 1 Water Utility Reading - 10/03/08 0 12.70 10/20/2008 Bill 3 Sewer Auto Billing - 10/17/08 13:06 0 4.04 10/20/2008 Bill 5 Garb Auto Billing -10/17/08 13:06 0 4.74 10/20/2008 Pmt 1122 BILL PAY/LB#5 0 12.70 11/03/2008 Pmt 372 UTILITY PAYMENT 149 1.079313 0 0 21.48- 11/20/2008 Bill 1 Water Utility Reading - 11/05/08 21.48- 11/20/2008 Bill 3 Sewer Auto Billing -11/20/08 13:11 0 4.04 11/20/2008 Bill 5 Garb Auto Billing -11/20/08 13:11 0 4.74 12/20/2008 Bill 1 Water Utility Reading - 12/04/08 0 13.45 12/20/2008 Bill 3 Sewer Auto Billing - 12/22/08 12:22 0 4.04 12/20/2008 Bill 5 Garb Auto Billing -12/22/08 12:22 0 4.74 01/20/2009 Bill 1 Water Utility Reading - 01/08/09 0 13.45 01/20/2009 Bill 3 Sewer Auto Billing -01/21/09 08:30 0 4.04 01/20/2009 Bill 5 Garb Auto Billing - 01/21/09 08:30 0 4.74 02/05/2009 Pmt 1417 Credit Balance Reallocation - 1/30/09 12:1 0 13.45 02/05/2009 Pmt 1418 Credit Balance Reallocation - 1/30/09 12:1 0 .00 02/20/2009 Bill 1 Water Utility Reading - 02/06/09 0 .00 02/20/2009 Bill 3 Sewer Auto Billing - 02/23/09 05:29 0 4.24 02/20/2009 Bill 5 Garb Auto Billing - 02/23/09 05:29 0 4.98 03/13/2009 Pmt 127 UTILITY PAYMENT 290 1.080738 0 0 13.45 03/20/2009 Bill 1 Water Utility Reading - 03/04/09 89.36- 0 4.24 7.29- Customer .29- Customer Notes: 03/13/09 - 09:47 AM -- nicholse JAMES PAID TOTAL DUE. 03/12/09 - 11:44 AM -- naryj CUSTOMER HAS A PRETERMINATION HEARING SCHEDULED FOR COUNCIL ON 3/17/09 03/10/09 - 10:55 AM -- nicholse JAMES CLD REQ PRETERMINATION HEARING. DELA NOTICE SAYS TO CALL CITY CLERK. I TRANSFER HIM TO CITY CLERK. Report Criteria: Customer.Cust No = 881081902 March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. 4-B REQUEST Update on South Meridian Transportation Study Including the Ten Mile and Amity Intersection Project Update AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: 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: Emailed: COMMENTS See attached Date: Phone: Staff Initials: Materials presented at public meetings shad become property of the City of Meridian. Page 1 of 1 Tara Green From: C. Caleb Hood Sent: Thursday, March 12, 2009 1:37 PM To: Tara Green; Machelle Hill Cc: Jaycee Holman Subject: 3-17 CC Agenda Info Follow Up Flag: Follow up Flag Status: Green Attachments: 20090312 S Meridian Working Meeting with City of Meridian Elected Officials Study Information.docx; 20090311 S Meridian Update Draft Attachments for City of Meridian Letter.pdf, Meridian City Council Update Final Draft CH.doc Attached are packet documents for agenda item 413 of next week's Council workshop. Please let me know if you need anything else. Also, I am putting the finishing touches on my memo for item 4F; it should be ready shortly. Thanks. Caleb From: Sabrina Anderson [mailto:scanderson@achd.ada.id.us] Sent: Thursday, March 12, 2009 1:10 PM To: C. Caleb Hood Cc: Craig Herndon Subject: FW: City of Meridian Letter and Attachements - Please send to Caleb at the City Please Forwarded to you at Craig's request. From: Craig Herndon Sent: Thursday, March 12, 2009 11:43 AM To: Sabrina Anderson; Ryan Cutler; Christy Little; Gary Inselman Cc: Craig Herndon; Barbara Kerbs; Cameron Waite Subject: City of Meridian Letter and Attachements - Please send to Caleb at the City Please Sabrina and Ryan: Here is the letter and the revised attachments. Once you view them, Please forward to Caleb at the City. Call with any questions. Craig Herndon Senior Transportation Planner Ada County Highway District (208) 387-6118 cherndon@achd.ada.id.us 3/13/2009 March 12, 2009 City of Meridian Honorable Mayor Tammy de Weerd and City Council 33 E. Broadway Avenue Meridian, Idaho 83642 Re: South Meridian Transportation Study Update Dear Mayor de Weerd and City Council: Carol A. McKee, President Sherry R. Huber, 1st Vice President Rebecca W. Arnold, 2nd vice President John S. Franden, Commissioner Sara M. Baker, Commissioner The purpose of this letter is to provide you with advance information to review prior to our discussion during the City Council Workshop on March 17, 2009. The South Meridian Transportation Study was initiated to identify roadway, intersection and corridor improvements needs based on the City of Meridian Comprehensive Plan Land Use Map. Projected needs are based on 2030 land use assumptions from Meridian's Comprehensive Plan and Communities in Motion (CIM). This study, utilizing principles from the Draft Transportation and Land -Use Integration Plan (TLIP), is one of the first full-scale and fully integrated transportation and land -use planning coordination efforts. ACHD hopes it will serve as a model for future efforts. The study started August 31, 2006 with the bulk of work being completed by September 2007 in the form of a Draft Final Report. The decision was made to delay adoption pending further work and inclusion of some basic draft findings from the Transportation and Land -Use Integration Plan (TLIP) materials such as roadway typologies and other products related to the Draft Livable Streets Design Guide. As ACHD waited for more details through TLIP, additional changes to the cities' Future Land Use Map were adopted which changed results and recommendations in this study. During this time, ACHD began work on an update to the Access Management Policy. These pieces of updated, new and changing information were signaling the need of an update to the study. With concurrence of the ACHD Commission, an update to the study was started in October 2008 and will be completed with a newly revised Draft Final Report in Early May 2009. During the update, study boundaries were unchanged. The study area is bounded by 1-84 to the north, McDermott Road to the west, Lake Hazel Road to the south from McDermott Road to % mile west of State Highway 69 (Meridian Road), % mile south of Columbia Road to the south, and % mile east of Eagle Road to the east. The study area and assigned land -use is included (Attachment 1). The study update is nearly complete and the following are items of interest: • Identification of planning level roadway typologies based on surrounding land -use; • Creation of a suggested collector network to support the arterial road system; • Determination of intersection improvement needs including type of intersection control; o Traffic signal versus roundabout treatments • Illustration of the potential Overland Road realignment (adopted by ACHD in 2008); • Creation of an access management plan for the study area; • Identification of proposed bike and pedestrian route improvements; and • Determination of future right-of-way and construction costs Aaa Lounry rugnway uistnct • 3775 Adams Street • Garden City, ID • 83714 • PH 208 387-6100 • FX 345-7650 • www.achd.ada.id.us Attachments depicting important information for your review include: 1. Recommended roadway improvements, suggested collector network, and the assigned roadway typologies (Attachment 2); 2. Potential intersection improvement needs (Attachment 3); 3. Potential alternative intersection treatments (Attachment 4); 4. Proposed bicycle and pedestrian improvements (Attachment 5) Policy related issues to bring to your attention include: • TLIP has not been adopted yet so typologies shown are Draft and my change based on public involvement processes and subject to final ACHD Commission approval; • Development in Kuna's Area of Impact have not been fully incorporated into projections; • The future Neighborhood Center at Lake Hazel Road / Locust Grove Road intersection will require alternative intersection treatments to ensure the more pedestrian friendly environment; • The study includes a suggested time frame for improvements based on level of development and these time frames should not be viewed as a defined schedule for improvements; • Intersection treatments shown in the recommendations are potential treatments and may require other types of improvement based on the final approved development; • Many of the improvements shown as needed in this study are not included in the ACHD Capital Improvement Plan (CIP). Funding of these improvements will need to be discussed in the future and likely will be required to be funded through development; • These recommendations and findings are based on 2030 CIM and the adopted Meridian Comprehensive Plan. Changes may be needed if significant changes are made to these planning documents. Further details will be presented at the meeting with you on March 17, 2009 and when the Final Draft of the Final Report is submitted in early May 2009. One additional consideration is no 7 -lane facilities are being recommended at this time. This change is made due to land -use density changes made in the Comprehensive Plan and the resulting change in volumes, for the study area, does not require any 7 -lane facilities to handle the additional traffic volumes. ACHD staff and City of Meridian staff have worked cooperatively to create a transportation plan that directly addressed the land use planning set forth by the city. This study is an effort that has brought the land use and transportation agencies to the same table to plan, brought to light funding issues and could be looked at as the template for how to better conduct studies while still ensuring the public and cities are involved in our process. Please contact me by phone at 387-6118 or by email at cherndon@achd.ada.id.us with questions or comments you may have. Thank you for your time and consideration of this information. Sincerely, Craig E. Herndon Senior Transportation Planner cc: ACHD Commission J. Schweitzer, ACHD Director Sally Goodell, Planning & Projects Deputy Director Christy Little, Program Administrator, Liaison to Meridian Enclosure �i IM QJ -I--j CU E E -r- E U O U Q cr- O O m 3 m O c m L yO CU z L- 0 O U tU O V C N E N O L 0- E C O a=+ U a1 N L Q% N +j c a E Qi > O L 0- E E m 3 .a m O w tiWI O^ O C� L m 3 m O crC m L O 3 v z L- 0 O U O vi +j C N N O N cu E N N ; E 3 U Ofu fa U +4-+ N Oc Q cc n .I � riN El ED I®12 ..„ x (69"m n LE Ia � El ED I®12 ..„ x all E W 0 m E c QJ W E E u -5 E m U0 4-1 a (D m 4j4i::t- 4J41 (D m 4-J c cu E ai c M M " TO M _j C 4-1 u 4-J RZT 4 -J4 N> E-0 -C U m 4-J Q 0 .p U cli Ul Nkn 4- 4-1C QI 0 m o C M CIJ 7Eb i 0 m =0 - 4-J (L) U u 0 u cu —cl: m 0 OC > 0 -J j u 0 m coz-- Lij Ld ,A —1 Mal iN AM 4-J c cu E ai c M M " TO M _j C 4-1 u 4-J RZT 4 -J4 N> E-0 -C U m 4-J Q 0 .p U cli Ul Nkn 4- 4-1C QI 0 m o C M CIJ 7Eb i 0 m =0 - 4-J (L) U u 0 u cu —cl: m 0 OC > 0 -J j u 0 m coz-- TO: Mayor, and Meridian City Council FROM: Jason Madenford, Project Manager DATE: March 3, 2009 SUBJECT: Public Information Meeting Notification for the Ten Mile and Amity Project; ACHD Project No. 308004 Public Outreach Carol A. McKee, President Sherry R. Huber, 1st Vice President Rebecca W. Arnold, 2nd Vice President John S. Franden, Commissioner Sara M. Baker, Commissioner 11 of 22 FYWP 2009-2013 Prof Services - DSN In-house 2009 Prof Services - RW In-house 2010 The Mayor and City Council members are cordially invited to attend the Public Information Meeting (PIM) for the Ten Mile and Amity project. The PIM is scheduled for March 19th from 5pm to 7pm at Mary McPherson Elementary School at 1050 E. Amity Road, Meridian, and will be in conjunction with the South Meridian Transportation Plan Open House. Amity Roundabout Concept Study Adopted by the ACHD Commission on January 23, 2008. Major conclusions included: • From the traffic analysis, a single lane roundabout would be adequate for 10 to 15 years • Design with the expectation that roundabout could be expanded to the ultimate two-lane roundabout in the future. • Acquire the Right -of -Way for the ultimate footprint • Address storm water Project update Ten Mile and Amity Roundabout Design — Display to the public (copy attached) • Project is being designed in-house; Preliminary design is complete • Currently designing to single lane roundabout o Lane widths —12' to 14' travel lanes through the roundabout tapering down to 11' lanes at match. o Project limits — From center of intersection improvements are 550' out on all 4 legs o Curb and Gutter from the approach of the splitter islands and through the roundabout. o Current design indicates storm water to be captured in swales through curb -cuts . o Sidewalks will not be constructed, future development will install sidewalks, this project will construct a 5' gravel shoulder. o Bicycles will utilize the travel lane to maneuver through the roundabout. o Hardscape median - installing electrical and irrigation conduit sleeves for future landscaping. o Relocate existing irrigation, piping where necessary. • Ultimate ROW to be purchased for all except for the southwest corner. Impacts to landscaping and two building structures would increase the ROW and construction costs significantly at the southwest corner. Staff recommends acquiring this ROW through development, when landscaping & structures would be removed as part of the improvements. • Final plans scheduled to be completed by September 30, 2009 (may vary depending on economic climate). Ada County Highway District • 3775 Adams Street • Garden City, ID • 83714 • PH 208 387 6100 • FX 345-7650 • www.achd.ada.id.us 0 I c F mEq GM% (A go 0 0 r+ I ®© 0 Ina v � fu o s 0 0 F mEq GM% (A go 0 r+ I ®© 0 ILA fu 0 N f+ 0 f+ ON (A MO 0 ml f+ 0) f+ 0 3 m m CD (D f+ am (D r+ m Mo ■ m x c f+ m 0) c� IA M t'D Im. 0 0 A m f+ m 0 0 fu f+ CD (D f+ am (D r+ m Mo -- N to z a 3 CL N 1 CL c ^ d Ncr - F f, s �7 I{ I I II \ l v a CL 'r m: � V ►tea O N � aall'+ox cn r ofQ. v 01 _ 0 - +fJ� !'rr� r -r 4+7.-�1 � '� _ ..�.J F%. 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P A a P I voodoo; r--�_r.m-oms--• �_��o®O _----._ I 1 �T \ -- ------ e- e - - e 1 / a ° + O ° - ♦ I I 1 No rt 0 N CL 0 0 Oq FD V) 9 see�llellll% � i� IiIIlI��Oa� [Md n 11 i -9 eee 1 IP�I9 -1` r 1 i a 1 e I ♦ I p 1 1 � �,/ 1 o 1 1 ♦ 'A ♦ / 1 / ° / e ----- --1---a------ o- 1 ° 1 i hnpm 1 --- e I----- /- -- � 1 1 ♦' 1 � g � � ' , i' B I �^ ♦ I 1 ' I__ o I 1 r' 2 ° n ♦♦ 1 -i I `--L I Tow Mum eee 1 IP�I9 -1` r 1 i a 1 e I ♦ I p 1 1 � �,/ 1 o 1 1 ♦ 'A ♦ / 1 / ° / e ----- --1---a------ o- 1 ° 1 i hnpm 1 --- e I----- /- -- � 1 1 ♦' 1 � g � � ' , i' B I �^ ♦ I 1 I J �,- I__ I ♦, 1 r' I `--L 1 ----- II - 1 1 ♦ � II , 1 ♦ t 1 ----- II - 1 1 ♦ � II , 1 ♦ March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. 4-C REQUEST Yearly Update from Valley Regional Transit and Meridian Services AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: 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: COMMENTS OTHER: Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT REQUEST Uses of CDBG Funds from Stimulus Bill AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: 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: ITEM NO. 4-D COMMENTS Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. c :. 1" 'ft.rem' J E � vl1 _ G stlj ' ... , � d�:., � �3 i��b0_ bl'`h„1 � t"�'�'� '�f,�"o� �, t • h iX 3—k � � j g t AR, I I - I”- 9 af. 4 :. 1" 'ft.rem' J D I ■ D I Fa_14 011 I n$ z �,A r 14 O OT h 13 t A� I ZD rt CD (D fD Cl CU CD O Qj CD a Hb£L b£4 W H -b Ilan osaold �ulto>Tw�u oqt w04J POA*ww eq a PJ83tw64W/6V!A tgl.w *01w•x o" es�+000q e9oseeus oqt 9u1� ossa noil £96L -88V -998-I W uopguuobaE Md aoj VVE xgd pug MO 119 %"Iqd yaaout &no pug of jpw1j 'sanod a>(g Isnj ,luno agl swim s9wul9nq jo qm9noqi podlaq aAvq am •9alvs pm 11paao anod gl!m %alp lunoum utaaldifJ goea °lla3o 19aB 4Ul1903041 Pm l!pw Sullipa anod glnoall dllt3l{twolnt PGlpuvg sl lulgldaGAa asn03atl'(In Gild lllM lvgl slllq ao allim 01 'x1313 dltpuoul ou all alGgl ,Ilpaa3 ao IWG111103 lvuostOd AM pwu lou op no k 'uwl t lou Sl wtaSoad 9,00Z) asn ltuosiodao says{ dvd a9!Llanpy luouidlnba Mau astgalnd 9uoiiuwl luaaano lapow % Suollv30•I Marl uad() :01 11460 ani Gen smip aanlrl} anod pllnq put'sasuadva Poloadwoun altutw'Salllunlaoddo 30 GISJUSAPS WMI of peau dagl 101ldv3 Su► >jaoM aql lal ol'amod ang'ssaulsnq ao3 data 11 soninu 1013utul,,j ,-)a:) uolb=l 1201941ld v GASH xauad in PnOla1SOW/991A 1da33d avail auo Is0al is ao3 ssoulsnq ul ag :Sq paou nod lig 411inb of iSAVC S SV IVA SV All RSdID Gnli am 'dtPol 4903 OR salve pain llpwo aanln3 Suluanl dq Mop Wog$ Mq3 t Isn(ul dGuow anlGM uv3 sa0uuolsn3 Daa :saesaulsnq pM. s•plw put MWS ao3 lulPmg aAllvuaagv,{p ataplAoad Sulpval 9,uoll0u alp 3o Guo 91 Itl3u0ul�t Z)a:) 'ltlldW Sul�laoM lulaG33o Mau e! lul3uiuld Z)aD Is 1 uwevaa agi 9.11 'euollsanb anogv mil of „SoA, P110Msu0 X01111 d1190w nod-saauMo ssaulsnq duvw onll an nap Lsswpnq .inoR aw Md03 anplaoea lauOpIppt Gen noR pino,-) luagouaW panFA Jvl_� 60l£Q :Give :auagd 1 mold :xgA rnta.rt9,RnurPy mro,rd .rornalanp urago.Y;% PanlaA 'i,L X8 ►� L 4 L 0oeff Lnee n GODINK UMUOJGW WAL u.l RRRL!/Algn Who are we? McFadden Market Co-op is a food cooperative being formed to strengthen the entire Meridian and Kuna community --shoppers, vendors, and growers alike. Our desire is to establish a whole foods neighborhood grocer and support Idaho organic and pesticide free growers and sustain- able farming and ranching. The historic Meridian Exchange Bank building and McFadden Market are being restored and renovated to house the proposed cooperative in the heart of the Meridian 2"d and Broadway His- toric District. The McFadden Market Cooperative will serve our owners and our community by: • Operating a socially responsible busi- ness that provides a full selection of natural foods and quality products; • Emphasizing locally produced, pesticide free (organic when available) and ecol- ogically sound products; • Offering a variety of necessities at basic prices; • Providing friendly, knowledgeable cus- tomer service; • Promoting awareness about food, nu- trition, and health; • Providing a workplace that fosters op- portunities for participation, empower- ment and growth in an environment of mutual respect and cooperation. When will we open? What we need: • We have estimated that we need 800 paid memberships to show enough commitment to open and be solvent in the first year. • We need to raise $120,000 to cover site im- provement and start-up costs. • We need a large group of volunteers to help with marketing, fundraising The 7 Co-op Principles 1. Voluntary and Open Membership — Cooperatives are voluntary organizations, open to all persons able to use their services and willing to ac- cept the responsibilities of membership, without gen- der, social, racial, political or religious discrimination. 2. Democratic Member Control — Cooperatives are democratic organizations controlled by their mem- bers, who actively participate in setting their policies and making decisions. Men and women serving as elected representatives are accountable to the mem- bership. In primary cooperatives, members have equal voting rights (one member, one vote) and co- operatives at other levels are organized in a democ- ratic manner. 3. Member Economic Participation — Members con- tribute equitably to, and democratically control, the capital of their cooperative. At least part of that capi- tal is usually the common property of the coopera- tive. They usually receive limited compensation, if any, on capital subscribed as a condition of member- ship. Members allocate surpluses for any or all of the following purposes: developing the cooperative, pos- sibly by setting up reserves, part of which at least would be indivisible; benefiting members in propor- tion to their transactions with the cooperative; and supporting other activities approved by the member- ship. 4. Autonomy and Independence — Cooperatives are autonomous, self-help organizations controlled by their members. If they enter into agreements with other organizations, including governments, or raise capital from external sources, they do so on terms that ensure democratic control by their members and maintain their cooperative autonomy. 5. Education, Training and Information — Coopera- tives provide education and training for their mem- bers, elected representatives, managers and em- ployees so they can contribute effectively to the de- velopment of their cooperatives. They inform the general public, particularly young people and opin- ion leaders, about the nature and benefits of coop- eration As of December, 2008, we have: 6. Cooperation among Cooperatives — Coopera- • Member -approved Articles of Incorporation, Bi - Laws, Board of Directors and additional event, tives serve their members most effectively and fundraising &volunteer coordinators. strengthen the cooperative movement by working together through local, national, regional and interna - 0 89 charter members (25 have paid all or part of the membership). tional structures. • 180 people on our information distribution list 7. Concern for Commun' • All start-up costs so far, including time, materi- ttY — While focusing on als &labor, have been donated. member needs, cooperatives work for the sustain- able development of their communities through poli- cies accepted by their members. March 13,2W9 MERIDIAN CITY COUNCIL MEETING APPLICANT REQUEST East 3rd Street Update March 17, 2009 ITEM NO. 4-E AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: f� 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 properly of the City of Meridian. Item 4.E: East 3rd Street Update City Council Special Meeting/Workshop Tuesday, March 17, 2009 I. Extension & Alignment Study The draft E. 3rd Street Extension & Alignment Stud is complete. As previously discussed, the Study recommends Alignment Option 2 — "3rd to 3 ." Staff seeks direction on the appropriate method of Study adoption and implementation (i.e. — Resolution, Comprehensive Plan reference, other.) II. Functional Classification On October 6, 2008, City Council directed staff to work with COMPASS to determine if minor arterial classification is appropriate for E. 3rd Street (from Franklin to Fairview). This direction was given because ACHD does not use impact fees on local or collector roadways. Functional classification is determined by collectively weighing a multitude of factors including system continuity, spacing between routes, trip lengths, traffic volumes, level and type of access, relation to trip generators and attractors, and other land use considerations. All of these factors are considered as they relate to the specific roadway in question, adjacent and nearby facilities, and the broader regional transportation network. In light of the many functional classification considerations listed above, branding E. 3rd Street as an arterial will not be easy. It is staff's opinion, based on current conditions and anticipated, near-term improvements (Split Corridor phases 1 and 2), that E. 3rd Street may function more like a collector than a minor arterial. However, if some of the broader roadway network functions change, E. 3rd Street may function more like an arterial. Potential changes to the near -by network that may make E. 3rd Street function more like a minor arterial: 1. Reclassify Main Street from a minor arterial to either a collector or local roadway. Main Street is located roughly 530' east of Meridian Road. E. 3rd Street intersects Fairview about 850' east of Main Street. Three arterials within 1,380' are fairly atypical outside of a major central business district. Two arterials within the same distance are a bit more reasonable. This change itself will not alter driving patterns, so additional changes to the network will be necessary to cause Main to function as a local or collector road and E. 3rd Street to function as an arterial. 2. Reconfigure the intersection of Main Street and Fairview Avenue. Regardless of how Main Street is classified (arterial, collector, or local), traffic will follow the most natural course of least resistance. If northbound commuters on Main Street are able to turn west (left) on Fairview, or continue straight into Cherry Lane Plaza, that is what they will do — and relatively few of these "through" trips will jog east to use the new connection on E. 3rd Street. On the other hand, if the Main/Fairview intersection were restricted to right-in/right-out only, northbound motorists wishing to make the same movements (to westbound Fairview, or into Cherry Lane Plaza) would have to use the new E. 3rd Street connection, thereby elevating the role of E. 3rd Street within the overall network]. This change would cause a future E. 3rd Street to function more like an arterial. 3. Additional network changes. Additional changes that would also cause E. P Street to function more as an arterial include access control (with, for example, a new signal on Pine and relatively few if any additional full accesses), consolidating accesses as development/redevelopment occurs, substantial improvements to the rail crossing, increasing the speed limit on the corridor, and other measures that allow traffic to move more freely along the connected E. 3rd Street. Conversely, "through" traffic must be deterred from traveling along Main Street to create the impetus to use E. P Street instead. Traffic calming changes that may accomplish this goal could include stripped and pedestrian -activated crosswalks, adjusted signal timing (giving preference to east/west movements), narrower lanes/bike lanes, etc. III. Coordination with Split Corridor and Fairview Concept Design In addition to causing E. 3rd Street to function like an arterial, the aforementioned changes would also address an emerging issue on Fairview. Analysis prepared for the Split Corridor Phase 2 indicates that, based on forecasted traffic, the Fairview corridor around Main and Meridian will fail in (roughly) 20252, even with the intersection improvements slated for 2012. A right -in - right -out Main/Fairview intersection could allow the relocation of the signal to E. 3'd Street/Fairview, which would enhance the level of service in the area. ACHD indicated in a letter dated August 19, 2008, that while they support the "3'd to 3rd" alignment at this time, "ACHD has no intention to provide any type of monetary commitment related to this roadway, either the acquisition of right-of-way or costs associated with design and construction." While there are no guarantees, City staff feels that proposing the E. 3'd Street Extension, and signal relocation from Main to 3rd, as a means of congestion mitigation on Fairview may generate a more favorable response from ACHD. They may be able to justify the expense of the extension and signal relocation in the future if it significantly reduces congestion near the Main/Meridian/Fairview intersections. IV. Possible Courses of Action 1. Support changes to the nearby network that will cause E. 3rd Street to function like a minor arterial — work with ACHD on funding: The changes discussed in Section II above will not only work toward the objective of getting E. 3rd Street built, they will also resolve the future traffic congestion anticipated at the Fairview/Main intersection. If Council is comfortable with some or all of the proposed network changes then staff feels that the request to classify E. 3rd Street as a minor arterial should be better -received by COMPASS and ACHD staff. If the future roadway is classified as an arterial, it should be noted that additional discussions will still be necessary to get the project into ACHD's CIP (which is required prior to expenditure of impact fees). 1 The existing network with a connected E. Yd Street and forecasted 2035 demographics result in approximately 5,000 ADT on E. Yd south of Fairview, and about 11,300 ADT on Main south of Fairview. By changing E. Yd to a minor arterial, changing Main to a local street, and restricting the Main/Fairview intersection to a right -in -right -out, ADT on E. Yd increases to 13,500. ADT on Main decreases to 1,700. As a frame of reference, and with the understanding that it is one of many factors considered, ACHD's Policy Manual states that on collector streets, "ADT should be less than 8,500 in residential areas, but may be greater in areas of non-residential use." 2This date assumes "straight-line growth between 2008 and 2035." The actual rate of population growth in the future will dictate future traffic and determine when this corridor will fail. The point is that the numbers show failure at some time in the future. 2 2. Collector Roadway - Consider other options for funding E. 3`d Street: If Council is not comfortable with the network changes described herein, then E. 3rd Street as currently envisioned may function more like a collector than an arterial, and different methods of project funding should be considered. Strategies discussed but dismissed earlier in the process include the formation of a Local Improvement District; City/MDC/private partnerships; and re -opening the impact fee discussion with ACHD to include collectors (in a city's downtown.). 3. Other??? IV. Recommendation Staff recommends option VI. 1: Staff will lobby fore the classification of E. 3`d Street as a minor arterial and its construction as soon as possible, with the associated restriction at the Main/Fairview intersection to right -in -right -out after (1) E. 3`d Street connects from Pine to Fairview, (2) traffic operations on Fairview through Downtown fail due to increased volume (anticipated around 2025), (3) discussions regarding some or all of the additional changes identified in II.2 occur, and (4) a full -access signal is installed at E. 3`d/Fairview. An illustrative chronology of events is as follows: 1. Propose classification of E. 3`d Street as a minor arterial through COMPASS3. 2. Split Corridor Phase 2 construction in 2012. 3. Continue discussions with ACRD to include the project in the CIP. 4. Identify funding strategies to construct E. 3`d Street (congestion mitigation, multi - jurisdictional partnership, private partnership, impact fees, other approaches, etc.). 5. Construct E. 3`d Street Extension. 6. Monitor traffic on Fairview near Main/Meridian (ongoing/throughout). 7. When the Fairview/Main/Meridian corridor fails, relocate the signal at Main/Fairview to Fairview/E. 3`d and restrict Main/Fairview to right -in -right -out. Staff feels that this course of action should be discussed at the April Joint Meeting Agenda with the ACHD Commission. The chronology above will be discussed and refined with ACHD staff in anticipation of that meeting. 3 Staff will proceed with functional classification discussions between now and 2012 with the understanding that the classification of E. Yd Street has no bearing on improvements planned in 2012. March 13,2W9 MERIDIAN CITY COUNCIL MEETING APPLICANT REQUEST Transportation Update March 17, 2009 ITEM NO. 4-F AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: See attached CITY ATTORNEY � 1 � � ,,,, � ✓�� CITY POLICE DEPT: CITY FIRE DEPT: � CITY BUILDING DEPT: n<1 J CITY WATER DEPT: �C l fill 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. Page 1 of 1 Tara Green From: C. Caleb Hood Sent: Thursday, March 12, 2009 2:24 PM To: Tara Green; Machelle Hill Cc: Jaycee Holman; Anna Canning Subject: 3-17 CC Item Follow Up Flag: Follow up Flag Status: Green Attachments: Transportation_UpdateFeb-Mar-2009.doc Attached is a staff memo for the 3/17 CC packet, item 4F, Transportation Update. Thanks. C. Caleb Hood City of Meridian Planning Manager 33 E. Broadway Avenue Meridian, ID 83642 208.884.5533 (phone) 208.489.0572 (fax) chood(a meridiancity.org 3/13/2009 March 12, 2009 MEMORANDUM TO: Mayor Tammy de Weerd, City Council Members CC: City Clerk FROM: Caleb Hood RE: Transportation Update, January 15 — March 15, 2009 March 17a', City Council Workshop Agenda Item Below is a summary update of some of the transportation studies and roadway projects Planning Staff has been involved with over the past couple months. Staff will be at your 3/17/09 workshop to discuss some of these projects/studies in detail (South Meridian Transportation Study, E. 3' Street, Ten Mile/Amity Intersection, and the draft agenda for the upcoming ACHD-City of Meridian meeting), but Staff does not intend to go through all of these projects in detail during the workshop. Rather, we will be available should you have any questions, concerns or comments you would like to bring up. 1. Studies (lead agency in parenthesis) • E. 3rd Street Extension/Alignment Study (City/MDC): The consultant is finalizing the draft Alignment Study Report and will submit it to City staff on March 12 or 13. Staff will present the draft to Council on March 17. The classification and construction of E. 3rd Street is also on the draft Joint Meeting Agenda for the April 13' meeting with ACRID (see Miscellaneous below.) In November, the City and ACHD sent a letter to COMPASS asking that they evaluate the functional classification of the 3' Street extension to determine if minor arterial classification is appropriate. The results of the analysis indicate that, without reexamining the function of Main Street and configuration of the Main/Fairview intersection, E. 3' Street will function more like a collector than an Planning Department . 33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-884-5533. Fax 208-888-6854 . www.meridiancity.org Page 2 arterial. Conversations with ACHD staff are ongoing, and a detailed status update to Council is scheduled for the 3/17 workshop. E. 3' Street Project information is available on the City's website: hltp://www.meridiancity.org/plgpWLag_ zoning/e 3rd street extension & alignment study/index. asp • South Meridian Transportation Study (ACRD): This study will identify future roadway, intersection and corridor needs south of I-84. City Staff has met multiple times with ACHD Staff and the consultant (URS) to make sure the Study update is accurate, acceptable and is what the City needs it to be. A public involvement meeting is scheduled for March 19'' at Mary McPherson Elementary - with ACHD adoption to follow. ACHD and URS Staff will present the updated study to the City Council during the March 17' City Council Workshop. This item has also been added as a discussion item for the next joint meeting with the ACHD Commissioners on April 13th (see Miscellaneous below.) • Fairview Corridor Study (ACRD): Coordination meetings with ACHD's Project/Concept Team, the Steering Committee and the Policy Committee (Mr. Bird and Mr. Zaremba sit on the Policy Committee) are ongoing. Most recent discussions revolve around corridor visioning, more public involvement and an adoption strategy for access management. The team has previously indicated support and a need for multi jurisdictional implementation of an access management plan (and the corridor study in general). However, due to the lack of public participation thus far, and the current economic climate, the Policy Committee believes that this may not be the best time to adopt and work towards implementing all of the draft Study recommendations. The Policy Committee is in favor of completing the Access Management Plan in order to have it adopted by ACHD and the cities of Boise and Meridian so that the proper polices are in place regarding future development along the corridor. The Policy Committee also recently directed City staffs to begin working on potential overlay districts for the Fairview Avenue corridor. The Fairview Corridor Study was scheduled to be complete in August of 2009. However, with the need to do additional outreach to the public, work on overlay districts and re-evaluate the immediate and long-term goals of this corridor, this corridor will most likely be under study through the rest of the year. • Transportation & Land Use Integration Plan - TLIP (ACHD) - The TLIP Steering Committee has been meeting about once a month to discuss the various maps, plans and policies related to TLIP. ACHD Staff attended the Council's January 20' workshop and presented the draft policy documents, maps and processes that are coming out of TLIP. ACHD has since hosted four Public Involvement Meetings - in early March. City Staff attended two of the PIMs. One was held at Mountain View High and the other was held at Valley Life Community Church (Locust Grove/Chinden intersection). The two PIMs Staff attended were not well attended Page 3 by the public. Additional information about TLIP is available at: http://www.achd.ada.id.us/Dgpartments/PP/TLIP.aspx. 2. Roadways in Design/Construction ITD • I-84, Garrity to Meridian: A GARVEE project, ITD is in the process of widening and reconstructing 6.2 miles of I-84 between the Garrity and Meridian Road interchanges. This project includes reconstructing the Robinson and Black Cat bridges which were re -opened earlier this month. Construction of the I-84 widening is scheduled to be complete in 2010. • Ten Mile Interchange: A GARVEE funded project, the bonds to fund the construction of the Interchange were sold earlier this winter! Bids for construction should go out in the spring; construction should begin later this summer. Construction, if accelerated should be complete at the end of 2010. Additionally, the ITD Board recommended that the landscaping/hardscaping associated with the Interchange be constructed using stimulus dollars (see Miscellaneous below for more information.) Staff will continue to track and provide updates to the Council. ACHD • Split Corridor: -Phase 1 Construction is underway; to be completed in summer 2009. One-way traffic on Meridian and Main, from Franklin to Corporate, is set to begin on Monday, March 16th. -Phase 2 The adopted FYWP shows design in FY08 & FY09 with ROW in FYI & FYI and construction in FY12. Design process is nearing completion (approximately 75% complete). ACHD provided updated plans to City staff late last month. Staff will review and provide comment to ACHD by the end of March. Staff is also working with ACHD to schedule an update to Council in the upcoming weeks; we hope to identify a date soon. City Staff has requested that ACHD Programming Staff keep this project actively moving towards construction and not be delayed in the (new) FYWP. • Ustick and Linder Intersection This 6x6 intersection includes a traffic signal, bridge widening and sidewalks to Sawtooth Middle School, from Chateau/Tully Park. Project is on schedule and construction should be complete in 2009, just before (or shortly after) school starts. However, with ACHD's budget shortfall in FY2009, this project could get delayed. City Staff will continue to monitor. Page 4 • Eagle, Victory to Ridenbaugh Design and ROW complete and project is "on shelf". However, ACHD is adjusting their anticipated revenue projects and this project may not be completed in the timeframe envisioned with the adopted FYWP. Staff will continue to work with ACHD to make sure that this project is constructed ASAP (vehicle registration fees may be used on this project so it is constructed earlier). • 8`' Street, Cherry to Camellia This project includes the installation of sidewalks on both sides of 8t' Street between Cherry Land and Camellia Lane (near Pine). The City has pledged $5,000 for this project. Project is currently in design (65%) and right-of-way is being acquired (86%). Project scheduled for construction in 2010 by ACRD. This is a local project that the ITD Board and the Governor have recommended for construction with stimulus funds and it may be constructed this year - pending the Legislature's approval. • Ten Mile and Amity Intersection Construct a single -lane roundabout at the intersection. Survey complete, design approximately 30 % complete; ROW programmed in 2010 and construction in 2011. ACHD has scheduled a Public Involvement Meeting (PIM), in conjunction with the South Meridian Transportation Study for Thursday, March 19', from 5 to 7 pm at Mary McPherson Elementary; City Staff will be in attendance. ACHD Staff will be present during the March 17th workshop and will provide additional information on this project and will be able to answer any questions. This is not a high priority project for the City and Staff is working with ACHD to take funds away from this project to allocate to our higher priority projects. Staff will continue to track this project including its status in the FYWP process. 3. Miscellaneous • ACHD FYWP 2010 - 2014 (ACHD): On February 25, 2009 the ACHD Commission chose not to adopt a FYWP for FY10-14. The Commission directed ACHD Staff to try to balance the 2009 budget with up to $8 million in cuts likely. The Commission also directed staff to adjust the revenue projections. ACHD Staff expects to have these tasks completed and an adjusted FYWP ready for review in the second half of April. In the meantime, ACHD is proceeding forward with projects based on the adopted FYWP (FY09-13). • ACHD Capital Improvement Program (CIP): ACHD is in the middle of a limited update to their CIP. The proposed changes to the CIP are fairly minor as this update is to revise project cost estimates and ACHD's revenue projections. ACHD will continue to accept comments on the first Draft of the limited update to the CIP through March 31St (contact me if you would like a copy of the draft CIP update.) Page 5 Transportation Task Force (TTF): The TTF Committee met once in February; the meeting scheduled for March was cancelled. The February meeting focused on stimulus projects and the "shovel ready" projects Meridian submitted to COMPASS and ITD for construction. The Community Programs aspect of ACHD's FYWP was also discussed during the February meeting. The next TTF meeting will be on April 2nd Joint Meeting: The City and ACHD have a joint meeting scheduled for April 13th. Staff has listed potential agenda items and would like to know if there are additional (or fewer) discussion items that the Council would like to have with the ACHD Commissioners and ACHD Staff on the 13th. So far the agenda items include (please call or e-mail me if something else comes up after the workshop that you would like to discuss with the ACHD Commissioners): ACHD — Meridian Joint Meetiny, topics 1) South Meridian Transportation Study 2) Split Corridor 3) Downtown Striping Plan (Begun/Finished? Shaun available?) 4) E. 3'd St. Classification and Construction (depending on discussion during 3/17 workshop) 5) Coordination of 3'd St/Fairview/Split Corridor projects The American Recovery and Reinvestment Act of 2009 (aka — Stimulus or ARRA): On March 3'd, the ITD Board sent a list of transportation stimulus projects to the Governor's Office for approval. The Governor supports the ITD Board's determination to use the funds made available to it, with the understanding that such support from the Governor is dependent upon the Legislature's passage of further bonding authority for the Connecting Idaho (GARVEE) program, as outlined in the Governor's budget recommendation. If additional bonding authority is not approved, the Governor intends to ask the ITD Board to reevaluate the list of projects with an emphasis on funding those items that would have been covered by the issuance of bonds. Provided that the bonding authority request is approved, the eight projects receiving stimulus funding would be: ❑ US 2, Dover Bridge, Bonner County ❑ US 95, Moscow Mountain Passing Lane, Latah County ❑ US 95, Top of White Bird Grade to Chain -up Area, Idaho County ❑ I-84, Vista Avenue Interchange, Ada County ❑ US 93, Twin Falls Alternate Route, Twin Falls County ❑ I-86, Chubbuck Interchange to Pocatello Creek Interchange, Bannock County ❑ US 20, Henry's Lake Flat Passing Lanes, Fremont County ❑ SH 48, Rigby High School to Yellowstone Hwy, Jefferson County Before adjournment of the 2009 Idaho State Legislature, the Legislature needs to appropriate the ARRA funding and provide spending authority. The ITD Board's list of all transportation stimulus projects that the Governor conditionally supports is attached. Of particular note on the list are: Hardscaping/Landscaping for the Ten Mile Interchange; 8th Street school Page 6 sidewalks; and, ACHD's overlays (the overlay funds could/should "free up" money for ACHD to construct new projects.) Please feel free to contact me if you have any questions or would like any more information on transportation projects. Additional information on most of the projects and studies listed in this memo can also be found on ACHD's, ITD's, or COMPASS' websites. 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PLANNERS. x +mirmm rl — aeaiwaac�w � . _ j o�m�`mtw�0ioamm� awe m�ae e March 13,2W9 MERIDIAN CITY COUNCIL MEETING APPLICANT March 17, 2009 ITEM NO. 4-G REQUEST Economic Development Outreach Update 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 properly of the City of Meridian. Y Economic Excellence RI?Cj?rVI?rj 2009 Trade Shows/Conferences 17 2009 C17-yOFOtal ° SABEW (Society of American Business Editors & Writers) Conference C/7 -Y CIER Meridian is attending this conference as part of a partnership with the Department of Com'Xi9ce and will be the only community representing this valley. Scott Peyron, of Scott Peyron & Associates (the PR firm working with the ISU Foundation on branding/marketing for the Health Sciences & Technology Corridor), will also be attending. Purpose of this conference is to engage national business editors and writers and provide story pitches and case studies on our community to attract positive exposure. Date: April 26th — 2e in Denver, CO TAMC (Industrial Asset Management Council) Professional Forum Meridian will be attending this conference with the Boise Valley Economic Partnership who is planning on putting together a dinner with site consultants that we want to spend more time. This forum will focus on addressing forces that drive change in the global economy (related to the industrial landscape, the role of real estate in corporate investment decision making, visionary viewpoints regarding the industries that will sustain over the next 3 —10 years, and the changing U.S. industrial base). This forum will provide contacts to corporate end users and site selectors. Date: May 2nd — 6th in Ashville, NC • SemiCon West SemiCon West is the flagship annual event for the global microelectronics and photovoltaic industries. Meridian will be attending this event with the Boise Valley Economic Partnership with a plan to walk the show (booths at this show are very expensive) and organize meetings with companies. BVEP is also looking into organizing a hospitality suite or luncheon presentation. Date: July 10 —16th • MD&M (Medical Device & Manufacturing) Conference & Expo Meridian is looking to attend this conference with a couple Meridian businesses/organizations (a couple have already been approached and shown interest in partnering with the City). This is a leading educational and networking forum to engage the medical manufacturing industry (from R&D to manufacturing) — attracting more than 10,000 medical product development professionals. Date: September 22nd —20 March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. 5-A REQUEST Finance Department Strategic Focus Discussion 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: Emailed: tL -�+AP4 Date: Phone: _ Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. 0 m CL L 0 c� UL c O E O 4-a co 4-a U) m .C: 0 CD m Toldi cn .cn c� Q cu �U ca .C: H W O c co cu 0. E cn O U ca 2:% >% OcU AM 0. ca i m O L. CD A..A `n O U ca - — 0 CU 0 ■ U) 0 AM L 0 cm .C: C c� • of C� U .cn Jc m•7 • m CD c c O U U EY �714. 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S -B 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. 0Wom �,, maamHCD < DN Cfn'ago� �� p C p �% m y a�3M CCO, =*COn n3M00--In 0)m c po c° < O Cn << G) O CD ' � O a" co o• _ -� .� O C sv U! m Qg��,:� =o cQ���NmmcQ? -n c =c° M m CC =r paw ::r- 3 � oQ. O. - 0 rt CD Co O Cn O -1 a N mCD 3 O in cQ O CCD �' -0 N CD O N Co -mOO. m N-0 7c a'C00 N � � 00 0 0CD Z .C► M CD cn �'' - -+, N Q Cn Cyo- Ds = a S C CD O CD O N Q y LU o O O CD CQ C) Q Ort Co r+ O cr O O Q O •J Z W 0 COD 3 N 0 n C Zq 3 9 UQ Q. C. 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CDn mCL O p0 mCD cc n CD oCD S n o CD j CD n -3 q � CD aL �c ClO m O CD n . ��y� 7 CD O CD Ca* CD `C 3 `G J� • , O�y 0� 2 m 0CD d •� - CD CD FL CD Er o c o o o c C, O m m CD y v m v 3 CD 0 v m 0 0 �o CIA rely J v ID CD Cl) 7 a 0 A z 0 r m v 0 3 m z D 0 m z r d COD y 0 v J0v r, v CD m -< m y y y 0 0 0 ❑ ❑ ❑ v m v 3 CD 0 v m 0 0 �o CIA rely J v ID CD Cl) 7 a 0 A z 0 r m v 0 3 m z D 0 m z March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. S -C REQUEST Presentation and Discussion of the Proposed New Structured Reimbursement Code AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: 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: COMMENTS See attached Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Meridian. To: Jaycee Holman; Tara Green From: Bruce Freckleton, Development Services Manager CC: File Date: 3/12/09 Re: Proposed Agenda Item for March 17, 2009 City Council Meeting The Development Services Division of the Public Works Department respectfully requests the following item be placed under Department Reports on the March 17, 2009 City Council Workshop Agenda, for Council's consideration: Presentation and Discussion of the Proposed New Structured Reimbursement Code. This new proposed code is a complete overhaul of the existing reimbursement codes that are found in Title 9, Chapters 1 and 4 of Meridian City Code. Recommended Council Action: The Development Services Division of the Public Works Department would like to present the new proposed Structured Reimbursement Code Framework and accompanying documents to the City Council, and then have open discussion on it's merits. We would then like to get a recommendation from the City Council to work with the Legal Department on the preparation of an Ordinance for adoption. Thank you for your consideration. Please contact me should you have any questions or concerns regarding this item. From the desk of... Bruce A Freckleton Development services Manager Meridian Public Works Department 33 E. Broadway Avenue, Suite 102 Meridian, Idaho 83642 Direct Line: (208) 489-0362 Page 1 Fax (208) 887-1297 � C�w ERITAN;:-- Internal City Memo J Date: March 13, 2009 To: Mayor and City Council cc: File From: Bruce Freckleton, Development Services Manager Tom Barry, Public Works Director R: Proposed Structured Reimbursement Agreement Dear Mayor and Council, Attached hereto is our proposal for the new Structured Reimbursement Agreement Ordinance. This new Ordinance will completely replace the Cooperative and Reimbursement Agreement code that is presently in place in MCC Title 9, Chapters 1 and 4. Our proposal has been developed with the input of the Finance Department, Legal Department, and several members of the Public Works Staff. The proposal has been vetted through presentations and direct solicitations for comment. Each comment received was considered and incorporated if deemed appropriate. Attached are the following items: 1. Goals and Objectives — This document explains the Disadvantages and Advantages of our existing Cooperative and Reimbursement Agreement program, the Goals that we set for ourselves for the new program, and the Disadvantages and Advantages of the new proposed program. 2. Summary of Comments Received during the Public Comment Period for the Proposed Structured Reimbursement Code — The Agencies Solicited, Review and Comment Schedule, Responses and Comments, as well as Staff's Responses are all included. 3. Structured Reimbursement Agreement Framework — This is the basic framework document that will be used to create the ordinance. Comments that we received during the Comment Period, if deemed appropriate have been incorporated in red text. All comments that we received from the City Attorney's Office have been addressed in Green text. 4. Also attached are four Exhibits — The first is a flow chart detailing the development process and the points that the Structured Reimbursement Agreement enters, the second is a map of the Growth Priority Areas that have been established by the Public Works Department and the Planning Department, 3/11/09 Internal City Memo V The third and Fourth Exhibits are the City of Meridian's Sanitary Sewer and Water Master Plans. It is our desire to present this proposal before you at your March 17, 2009 workshop. Following that workshop, it is our hope that you will direct us to work with our Legal Department on the preparation of the Ordinance for adoption. If you should have any questions or concerns, please don't hesitate to contact me at 887- 2211, or email bfreckleton@meddiancity.org. Thank you for your consideration, and I look forward to meeting with you soon, Bruce Freckleton, Development Services Manager From the desk of.. Bruce A. Freckleton Development Services Manager Meridian Public Works Department 33 E. Broadway Ave., Suite 102 Meridian, Idaho 83642 Direct Line: (208) 489-0362 Fax: (208) 887-1297 2 Goals and Objectives for a new Structured Reimbursement Agreement Rev. 3/11/09 Page 1 04pr Current Reimbursement Code Methodology "Cooperative and Reimbursement Agreements" Disadvantages: Paying in advance creates cash flow problems by paying out more than what is coming into the fund. The current system compounds the financial limitations of incorporating growth - related infrastructure. a. Instability in fund. b. Depletes revenues to point of insolvency. c. Requires public bid process per IC § 67-2805 — Not understood by development community — cumbersome and onerous. d. Requirement of using low bidder often binds developers into using contractors they normally wouldn't, or don't want to use. e. Revenue stream and payouts are unpredictable because of market fluctuations. f. City assumes maintenance responsibility and liability for infrastructure that is not being used. g. Risk shifted to the city — less incentive for developers to seek out best value (Engineering, Easement Acquisition, etc.) h. Eliminating the "Latecomer Fees" has prevented us from capturing growth - related utility construction costs. Assessment fees attempt to capture costs for major utility infrastructure, but not all costs for service lines. i. Current process is unclear and ambiguous, is subject to variability and multi- point administration. Advantages: Shifting reimbursement burden to all new development has simplified accounting and administrative functions for the city. Rev. 3/11/09 Page 2 o� Reimbursement Program Improvement Goals from Late Spring 2008 Overall Philosophy: Reimburse developers according to the strategic value of the infrastructure that is being built, and from funds collected within the area being served. Process: 1. Create maps of water and sewer mains and trunks that show infrastructure at full build -out. Delineate which portions of the water mains and sewer trunks are: a. High Priority b. Medium Priority c. Low Priority 2. If proposed development is identified as High Priority, it will be reimbursed at a higher percentage. Medium and Low Priority developments will be reimbursed at lower percentages. 3. Each of the three priority areas will have different schedules based upon whether the improvement(s) are "on-site" or "off-site". Criteria to determine whether locations are High -Medium -Low Priority: 1. Is it consistent with the Council identified growth priority areas? 2. Does it conform (size and location) to the master plan? 3. Does it make the system more or less robust? 4. Is it contiguous to other development, or is it remote? Payment: The reimbursement shall be paid back over time, not to exceed 5 -years, from assessment fees collected specifically within the service area of the infrastructure being installed. Rev. 3/11/09 Page 3 Proposed Structured Reimbursement Methodology "Structured Reimbursement Agreements" Disadvantages: Shifting reimbursement burden to only new development within service area of line being installed will increase the accounting and administrative functions burden for the city. a. Increased accounting and administrative functions and costs (although costs can be fully recaptured in administrative fees). b. City assumes maintenance responsibility and liability for infrastructure that is not being fully used. Advantages: Paying only as new assessment fees are collected within development service areas creates a more balanced cash flow situation. a. Reimbursement revenues and expenses balance, leading to greater stability and predictability in fund. b. Incentivizes growth in Council identified growth priority areas. c. More clear and consistent with sewer & water master plans. d. Process is clear and predictable and less cumbersome for developers. e. Eliminates requirement for public bid process for the majority of cases. f. Developers would not be bound to using lowest bidding contractor. g. Revenue stream and payouts are directly influenced by market fluctuations — development community assumes this risk. h. Gives us ability to better capture off-site growth related utility expansion costs. i. Allows us to make financial adjustments to more fairly and efficiently collect reimbursable infrastructure without having to adjust connection/assessment fees. j. Allows us to fully finance (through growth) the costs of on-site growth -related infrastructure. k. Elimination of interest costs streamlines city's administrative cost. 1. No overlapping service areas will eliminate redundant reimbursement fees. m. Eligibility for reimbursement determined early in design phase. n. Allows us to cover administrative costs. o. Growth pays for growth. Rev. 3/11/09 Page 4 A1*4A1r Summary of Comments Received during the Public Comment Period for the Proposed Structured Reimbursement Code Agencies Solicited: BCASWI — Developer's Council Building Contractors Association of Southwestern Idaho — Developer's Council. BONA Building Owners and Managers Association AGC The Idaho Associated General Contractors of America Review & Comment Schedule: On December 8, 2008 City of Meridian staff attended the regular Developer's Council meeting held by the Building Contractors Association of Southwestern Idaho, BCASWI. City staff presented the proposed changes to the current reimbursement agreement along with supporting documentation. After the presentation, City staff handed out copies of the proposal, and asked that any comments or concerns be presented in written form by 12/28/08. No written comments were received from the BCASWI by the City of Meridian regarding the proposed changes. On December 16, 2008 a formal letter containing the draft framework of the proposed ordnance change and supporting documentation was mailed to the Building Owners and Managers Association, BOMA. Detailed in this letter were the proposed changes to the ordnance along with City staff contact information. A comment period was requested to be completed by 1/2/09. No written comments were received from BONA by the City of Meridian regarding the proposed changes. On December 16, 2008 a formal letter containing the draft framework of the purposed ordnance change and supporting documentation was mailed to the Idaho Associated General Contractors of America, AGC. Detailed in this letter were the proposed changes to the ordnance along with City staff contact information. A comment period was requested to be completed by 1/2/09. No written comments were received from AGC by the City of Meridian regarding the proposed changes. Rev. 3/11/09 Page 1 Response and Comments: On December 31, 2008 City staff received comments from Jonathan Seel, (W.H. Moore Co), regarding the proposed changes to the reimbursement code. Jonathan became aware of our proposal through W.H. Moore Company's affiliation with the BOMA organization. Jonathan's comments were: • The document reads - "The structured reimbursement agreement shall not be assignable or transferred without the expressed written consent of the City Council." Is this an administrative review or a public hearing? It seems so long as the developer is in agreement with the transfer the City should not have any objection. Is there any reason they should oppose the transfer? StaffResponse: Sta f agrees that the likelihood of the city ever opposing the transfer or assignment of a structured reimbursement agreement is very low. However, these agreements are a contract between the original developer and the Citv of Meridian, therefore any changes such as an assignment or transfer would need to be approved by motion of the City Council. We have added clarif :ing language that essentially states that the agreements may be assignable or transferred with the consent of the City Council, and that said consent shall not be unreasonably withheld. Under Administration, the agreement provides for reimbursement to the developer of infrastructure, engineering, surveying, staking, license agreements, easements and project management costs. We would ask that testing fees be included. Sta Response: We would consider testing an includable item for the installation of the infrastructure. Testing has been added to the Structured Reimbursement Framework document. • The document reads - "The agreement shall be binding on the developer, his/her assigns, successors, heirs, and executors and may be recorded as an encumbrance against the property of the developer." Why is the developer's land being encumbered? If there is concern that they will not complete the sewer/water, this issue has been handled through the platting process by way of a letter of credit. Why should this be any different? Unless this is meant for what would be defined as the "late comers" this condition should be removed. Rev. 3/11/09 Page 2 #*Wr Staff Response: We have added clarifying language that essentially states that "The agreement shall be binding on the developer and may be assigned with the consent of the City Council. Said consent shall not be unreasonably withheld. The agreement will be recorded as a notice against the property of the developer. " • The document provides for a 15% administrative fee. If I understand this correctly, this fee is charged to the late comers and not deducted from the total reimbursement due the developer. Explained another way, the developer would be paid back 100% of the total costs he incurred for installing the sewer/water to his property line. Could you please clarify this? Sta Response: Historically the administrative fees were calculated against the reimbursable amount due back to the developer, and not charged against the service benefit area. So in essence, the developer's reimbursable amount was reduced by the administrative fee percentage. Our current proposal is that the administration fee percentage (15%), will be charged against only the benefit area and not the developer's area. On January 19, 2009 City staff received comments from Barry Semple (Riveridge Engineering Company), regarding the proposed changes. Barry became aware of our proposal through his client, Derick O'Neill, who is affiliated with the BCASWI organization. Barry's comments were: 15% Administration fee is too high. Stat(Response: Council will ultimately have to make this determination as to whether this is too high. We have added language to the Structured Reimbursement Framework document that opens the door to charging less than the 15%. We did this by adding the words "up to " in front of "a fifteen percent ". Some projects may not receive benefit from the ten year term. Staff Response: The terms of the structured reimbursement agreement does state that "No structured reimbursement agreement shall have duration greater than ten (10) years unless the city is a beneficiary of the agreement. " It also states in the very next bullet that "Under certain circumstances, the structured reimbursement agreement may be extended upon the recommendation of the meridian public works director or his/her designee, and with the approval of City Council. " Rev. 3/11/09 Page 3 Ah- #4APr • Under Standards: the language should be changed to state that instead of referencing the Master Plan we should reference the developers own land. StaffResponse: The minimum main sizes are established in the Citv's Master Plans theref63•e that is the reason for them being referenced in the Structured Reimbursement Framework document. Main sizing shall be noted that there are minimum sizes per IDEQ, City and Ten State Standards. Sta fResponse: Point taken... additional text has been added to the Structured Reimbursement Framework document to clarify that there are minimum sizes that are required. • Under the "Methods of Reimbursement" and in the "Administration" sections it states that "the developer's own land will be used in the calculation of the service benefit area to determine the developer's proportionate share of the total infrastructure expense. The developer's proportionate share shall then be deducted from the total infrastructure expense to determine the developer's eligible reimbursement amount." This methodology would basically "double dip" the developer since he is only eligible for the differential cost above what would be necessary to provide service to his own project. In other words, the developer's proportionate share of the infrastructure expense is already being accounted for by making him responsible for the cost of providing service to his own project. Staff Response: Point taken... this was an inadvertent oversight. Text has been revised in the Structured Reimbursement Framework document to exclude the developer's own land from the calculation of the service benefit area. Rev. 3/11/09 Page 4 Structured Reimbursement Aureement Framework Purpose: ➢ To reimburse developers for the differential costs associated with the installation of sanitary sewer and/or water infrastructure required above and beyond what is minimally necessary to provide service to the developer's own project... ➢ To provide an incentive to the development community for the installation of public works infrastructure in growth priority areas. Standards: ➢ All development in the City of Meridian shall comply with the Idaho Standards for Public Works Construction (ISPWC), City of Meridian Supplemental Specifications and Drawings to the Idaho Standards for Public Works Construction, and City of Meridian Public Works Infrastructure Master Plans with regard to minimum main size, depth, and general location of utilities. In some instances it may be necessary for developers to build infrastructure beyond that specified in the city's master plans. This ordinance shall govern how the differential costs associated with infrastructure required above and beyond what is minimally necessary to provide service to the developer's own project may be reimbursed. ➢ Infrastructure not identified on the City of Meridian Public Works Infrastructure Master Plans, such as interim infrastructure, shall be sized to accommodate the greater interim service area, and may be reimbursed for the differential cost associated with the necessary upsizing. Eligibility: To be eligible for reimbursement, the developer must complete the following: Edits in RED = Result from Public Comment Edits in GREEN = Result from Legal Dept. Review Rev. 3/11/09 Page 1 G Submit written request for reimbursement to the City of Meridian Public Works Director or his/her designee, and include the estimated costs of construction of the infrastructure necessary to provide service to the developer's own project, and the costs of constructing the infrastructure per the City of Meridian Public Works Infrastructure Master Plans, as defined herein. In no case will infrastructure that is sized below the minimums as established in the "Idaho Standards for Public Works Construction" and "City of Meridian Supplemental Specifications and Drawings to the Idaho Standards for Public Works Construction" be valid in the consideration of what is necessary to provide service to the developer's own project. A favorable written eligibility determination must be received from the director or his/her designee for the proposed infrastructure prior to construction plan approval. The eligibility determination letter from the City of Meridian Public Works Director or his/her designee shall not be construed as City Council approval, unless ratified by City Council; ➢ Design the infrastructure improvements in substantial accordance with the most current editions of the "Idaho Standards for Public Works Construction" and "City of Meridian Supplemental Specifications and Drawings to the Idaho Standards for Public Works Construction", and according to the City of Meridian Public Works Infrastructure Master Plans; ➢ Submit design analysis from a registered professional engineer to show the determination of sizing requirements for the developer's own project; ➢ Construct infrastructure that is above and beyond what is required to provide service to the developer's own project, and in accordance with the approved plans. Methods of Reimbursement: Edits in RED = Result from Public Comment Edits in GREEN = Result from Legal Dept. Review Rev. 3/11/09 Page 2 Developers will be reimbursed from funds collected from the service benefit area associated with the infrastructure being installed. The developer's own property will not be used in the calculation of the service benefit area.t&4etemii� . eyel,,peF's ,� a° t share the toh� t��H%� 33sf�r'The i r� r develeper- 9 ➢ Any properties lying outside the service benefit area established in a structured reimbursement agreement, that later benefits from the infrastructure installed for the service benefit area, shall be assessed the reimbursement fees as established by the structured reimbursement agreement, upon agreement of the City and the benefiting property. Terms: The city shall not be required to enter into any structured reimbursement agreement, and whether or not to enter into such an agreement shall be on the recommendation of the Meridian Public Works Director or his/her designee, with approval of the City Council; provided that: ➢ No structured reimbursement agreement shall have duration greater than ten (10) years unless the city is a beneficiary of the agreement. ➢ Under certain circumstances, the structured reimbursement agreement may be extended upon the recommendation of the meridian public works director or his/her designee, and with the approval of City Council. ➢ The structured reimbursement agreement will terminate when either of the following are met, whichever comes first: 1. The term of the agreement has been met. 2. The developer's eligible reimbursement amount has been paid in full. Edits in RED = Result from Public Comment Edits in GREEN = Result from Legal Dept. Review Rev. 3/11/09 Page 3 ➢ The structured reimbursement agreement may 1-aot be assignable or transferred without the expressed written consent of the City Council. Said consent shall not be unreasonably withheld. ➢ The developer shall be required to indemnify and hold the city harmless from any and all liability whatsoever until the infrastructure has been accepted for maintenance by the City. ➢ All infrastructure, after acceptance, shall become part of the City of Meridian's Sanitary Sewer and/or Water System, at no cost to the city, regardless of whether the developer has been reimbursed his/her full amount or not. Administration: ➢ The reimbursement amount shall be based on the actual differential costs associated with infrastructure required above and beyond what is minimally necessary to provide service to the developer's own project, and may only include reasonable engineering, surveying, construction staking, license agreements, easements, testing, and project management. ➢ The City of Meridian Public Works Department shall determine the service benefit area of the infrastructure being installed on a per acre basis. Once the area has been determined, the eligible reimbursement amount shall be distributed amongst the individual parcels within the service benefit area on a per acre basis. The developer's own property will not be used in the calculation of the service benefit area. to dexo is ze dam. a'v y..,y.r ror J. 44t, ¢ + , 9 spr-opoftionate share shall theab7 a ,. --'-ur-sUpon development of the remaining individual beneficiary parcels, the city will assess the beneficiary parcels a sanitary sewer and/or water reimbursement fee against the total acreage being developed. In the Edits in RED = Result from Public Comment Edits in GREEN = Result from Legal Dept. Review Rev. 3/11/09 Page 4 event that a property is being developed in phases, the city will assess the reimbursement fee against each phase at the time of development. The fee will then be collected prior to construction plan approval. ➢ The agreement shall be binding on the developer and may be assigned with the consent of the City Council. Said consent shall not be unreasonably withheld. his/hef assigns, sueeessers, heirs and exeeuters affla� The agreement will be recorded as a notice a o..,.—i.... nee against the property of the developer. ➢ The City of Meridian Public Works Department, in conjunction with the meridian planning department, shall develop a map indicating growth priority areas within the master planning areas. The growth priority area map, once approved by the Meridian City Council, shall be used to determine the percentage of eligible reimbursement amount that a particular parcel within the master planning area may be eligible to receive. In the event that a development spans across more than one growth priority area, the designation for the greatest portion of the development shall be used for the entire development. Growth priority area percentages to be used for eligible reimbursement: Low = 100% of eligible reimbursement from beneficiary reimbursement fees Medium = Up to 110% of eligible reimbursement. 100% from beneficiary reimbursement fees and up to 10% from city of meridian funds. High = Up to 120% of eligible reimbursement. 100% from beneficiary reimbursement fees and up to 20% from city of meridian funds. Developers receiving a reimbursement that includes city funds shall comply with Idaho Code §67-2805 concerning procurement of public works construction. All City of Meridian funds used toward the reimbursement shall be paid over the term of the agreement. ➢ The city shall charge and shall receive up to a fifteen percent (15%) administrative fee in addition to the amount reimbursable to the developer for administration, accounting, auditing, and issuance of the reimbursement payments Edits in RED = Result from Public Comment Edits in GREEN = Result from Legal Dept. Review Rev. 3/11/09 Page 5 made to the developer that constructed the infrastructure and entered into a structured reimbursement agreement with the city. ➢ The final structured reimbursement agreement will be drafted once all final costs of construction have been submitted to the public works department by the developer at completion of construction, and verified by the Meridian Public Works Director or his/her designee; Payments: ➢ The City of Meridian shall process reimbursement payments bi-annually on a schedule to be determined by the city. Reimbursement to City: Where the city constructs infrastructure, regardless of whether it is master planned or not, either on its own or in conjunction with another person or entity, the city may enter into a structured reimbursement agreement with itself in accordance with this ordinance such that the city shall be reimbursed for its actual costs of construction. Edits in RED = Result from Public Comment Edits in GREEN = Result from Legal Dept. Review Rev. 3/11/09 Page 6 Structured Reimbursement Agreement DRAFT FLOW CHART _ I HINDEN .LN 1 I � - 1 - ■ • i 1 ■ I •W U"-7TICK.1 IST1• MCK . I ' I I 1 c, I 1 I EW 1 1 � r PACIFIC ■amaw E E ■ I RD■ I . 0.5 - Miles 1� l M i - I �. • I I - ■ - TY RD 1 _ 1 - i. • March 13, 2009 MERIDIAN CITY COUNCIL MEETING March 17, 2009 APPLICANT ITEM NO. S -D REQUEST Joint Recommendation of Parks & Recreation Commission / Arts Commission Regarding Naming of City Hall Ampitheatre AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY 1Ca�C' CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: CITY PARKS DEPT: See altached MERIDIAN SCHOOL DISTRICT: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY / CENTRAL DISTRICT HEALTH: NAMPA MERIDIANIRRIGATION: 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.