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2009-07-21
E IDIANf ~ ~ ~ ~; CITY COUNCIL WORKSHOP SPECIAL MEETING AGENDA City Council Chambers 33 East Broadway Avenue, Meridian, Idaho Tuesday, July 21, 2009 at 6:00 PM 1. ROLL-CALL ATTENDANCE: X David Zaremba X Brad Hoaglun X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd 2. 3. ADOPTION OF THE AGENDA: Approve CONSENT AGENDA: A. Approve Minutes of July 7, 2009 City Council Regular Meeting: Approve B. Approve Minutes of July 14, 2009 City Council Regular Meeting: Approve C. Addendum to CDBG Subrecipient Agreement -- Meridian Food Bank: Approve D. Change Order No. 2 for Well 7 and 8 Abandonment: Approve E. Change Order No. 2 for North Black Cat Lift Station Construction: Approve 4. COMMUNITY ITEMS /PRESENTATIONS: A. Presentation with Ada County Seeking Assistance on Draft Boise River Trail Plan by Matt Ellsworth: Presented 20 Minutes Meridian City Council 1Morkshop Agenda -Tuesday, July 21, 2009 Page 1 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888433 at least 48 hours prior to the public meeting. B. Blueprint for Good Growth -Adequate Public Facilities update by C. Caleb Hood: Updated 10 Minutes 5. DEPARTMENT REPORTS: A. Budget Amendment for CIP and Public Safety Fund for a Transfer of Funds (Multiple Amounts) by Todd Lavoie: Approve B. Budget Amendment for City Hall Construction for $1,000,000 by `~®dd Lavoie: Approve C. Community Liaison Update by Luke Cavener: Updated 20 Minutes D. Hansen 8 Implementation Approval to Enter into Negotiations and Standard Contract by Keith Watts: Approve 5 Minutes E. SH-16 EIS Information by C. Caleb Hood: Discussed 10 Minutes F. Distribution of Available CDBG Funds for Public Service Projects by Matt Ellsworth: Discussed 15 Minutes G. Weed Abatements of two properties: Move to July 28, 2009 3273 N. Elmstone Ave., Meridian $225.00 4656 Station Place, Meridian $240.00 For a Total of: $465,00 10 Minutes 6. H. Mayor and City Council Compensation Discussion by Bill Nary: Discussed 10 Minutes 1. Legal / HR / IT Department Strategic Focus Discussion by Bill Nary: Discussed 40 Minutes Executive Session per Idaho State Code 67-2345(1)(e) - (to consider preliminary negotiations involving matters of trade or commerce in which Meridian City Council Workshop Agenda -Tuesday, July 21, 2009 Page 2 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. the governing body is in competition with governing bodies in other states or nations): Adjourn at 10:11 P.M. Meridian City Counal Workshop Agenda -Tuesday, July 21, 2009 Page 3 0# 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian City Council Special Meeting Workshop July 21, 2009 A meeting of the Meridian City Council was called to order at 6:00 p.m., Tuesday, July 21, 2009, by Council President Charlie Rountree. Members Present: Tammy de Weerd, Charlie Rountree, Keith Bird, Brad Hoaglun and David Zaremba. Others Present: Bill Nary, Jaycee Holman, Caleb Hood, Steve Siddoway, Jeff Lavey, Keith Watts, Matt Ellsworth, Thomas Bany, Ron Anderson 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: Good evening. I will call the special workshop session of July 21st to order. It's 6:00 p.m. for the record. And welcome you all that are in attendance. Roll call attendance, please, Madam Clerk. Item 2: Adoption of the Agenda: Rountree: And before I ask the adoption of the agenda, there is going to be an addition to the agenda that's published and we are going to have the pledge of allegiance this evening. It's going to be led by two members of the Meridian Youth Softball Team, Laura Graham and Allie Frogley. You're members of the softball team that placed in the state tournament and you're leaving tomorrow morning for the regional tournament in Washington; is that correct? Good for you. If you'd come forward and lead us in the pledge. (Pledge of Allegiance recited.) De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: I guess before I ask the girls to take a seat, I do have some City of Meridian pins I'd like to give to them to maybe share with the other teams that are going -- this is what we could drum up and offer it for you to trade or to wear, whichever you so choose, and wish you great luck tomorrow. So, I will come and bring these to you. Rountree: Next item is the adoption of the agenda. Zaremba: Mr. President? Meridian City Council Special Workshop Meeting July 21, 2009 Page 2 of 60 Rountree: Mr. Zaremba. Zaremba: On the agenda there is a --one addition to be made. This will be a new Item 6, an Executive Session per Idaho State Code 67-2345(1)(e) to consider preliminary negotiations involving matters of trade or commerce in which the governing body is in competition with governing bodies in other states or nations and there are no other requested changes. With that I move we adopt the agenda. Hoaglun: Second. Rountree: Moved and seconded to adopt the agenda. All those in favor? Opposed same sign? Motion passes. MOTION CARRIED: ALL AYES. Item 3: CONSENT AGENDA: A. Approve Minutes of July 7, 2009 City Council Regular Meeting: B. Approve Minutes of July 14, 2009 City Council Regular Meeting: C. Addendum to CDBG Subrecipient Agreement -- Meridian Food Bank: D. Change Order No. 2 for Well 7 and 8 Abandonment: E. Change Order No. 2 for North Black Cat Lift Station Construction: Rountree: Next item is the Consent Agenda. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I move that we approve the Consent Agenda as published and for the Mayor to sign and the Clerk to attest. Hoaglun: Second. Rountree: -It's been moved and seconded to approve the Consent Agenda. Roll call vote, please. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. Meridian City Council Special Workshop Meeting July 21, 2009 Page 3 of 60 MOTION CARRIED: ALL AYES. Item 4: COMMUNITY ITEMS/PRESENTATIONS: A. Presentation with Ada County Seeking Assistance on Draft Boise River Trail Plan by Matt Ellsworth: Rountree: Next item on the agenda, Community Items and Presentation, 4-A, presentation of the Ada County Seeking Assistance on the Draft Boise River Trail Plan and, Matt, are you going to lead this discussion? Ellsworth: Mr. President, Madam Mayor, Members of the Council -- and, actually, I'll keep my portion of this fairly brief, I'm here this evening to introduce John Caywood from Ada County who over the course of the last two years has led an effort with a coalition of citizens, representatives of city and county government and other interested parties in drafting a unified vision for a river and riverside trail system spanning from the Snake River all the way over to Lucky Peak along the Boise River. City staff has been involved providing input in particular to the Meridian specific segments of that plan with the recently extended area of city impact up north to the river. John and other Ada County staff came to the parks and recreation commission to give a presentation in March 11th of this year. The commission voiced general support for the plan, as well as to the effort that John's been involved in. So, again, with that brief bit of background here John Caywood from Ada County is here to present the plan and to seek -- seek the city's concurrence and support thereof. Caywood: Mayor, Councilors, my pleasure to be here tonight. I'm John Caywood with the Ada County Open Space Trail coordinator and in regard to this coalition trail plan down the Boise River. I was an Ada County co-chair, shared with Canyon county. They had a co-chair. The Powerpoint that we have up will refresh your memory on this. If I can get this right. So, we, the coalition members, a very wide group of folks. Matt and Councilman Zaremba were in on the effort. We really appreciate that. Also we thought it was very fortuitous that Meridian became a riverside city in the middle of our process. That really helped our product. And we had subcommittees with a wide variety of esteemed people, hard working people here in both counties and this is the web page, if you'd like to see it, and Matt does have a copy of this Powerpoint. And the vision here is for a trail from Lucky Peak down -- down to the Snake River. And this is the type of layout we have in Ada County in the upper Boise there below Lucky Peak. This is the land we are going to do a public land assemblage on and have 12 to 15 miles of trails. So, this is the type of thing some of the communities are putting together. The plan has some indefiniteness in it, just because that's what the communities need to implement their plan. It was really exciting to see what Star did in just a year and we have a lot of historical things along there. In particular, this one amazes me. I found this out on the web, so -- hot August day, 100 degrees plus, whatever it was, in 1854 and this fellow and his pony were up on the rim there looking off at the river and couldn't get there. And this is the type of historic and interpretive things that we have all up and Meridian City Council Special Workshop Meeting July 21, 2009 Page 4 of 60 down the river and the greenbelt path in Boise city is there. This is probably where a lot of communities are going to go in a short time and others in a long time. And we have some breaks in the trail below Garden City going to Eagle and the city of Star -- we had a question mark on this when I put this presentation together last winter, because Star didn't have any trail system or program. But we just talked to them about it last August and, then, now they are implementing a 1.2 mile Star river walk. So, the community got behind this in a hung. And this is the type of implementation this is. It's not a top down, the county is going to do it, it's here is a tool kit for each community to build and hook up to the next community on the river. And at Plymouth Park at Canyon Hill, this is the trail they are envisioning, so they will connect to Middleton on the left, cross on the old electric trolley piers, which are still in the river and, then, go on through the Plymouth Park through Caldwell. And at the mouth of the river we have the wildlife management area, site of Fort Boise, and this would be a nice terminus. And, then, what we also figured out is the Boise River water trail could be incorporated, because the Boise River has the legal status of a public highway, so folks can go on that anyway. And Tom Chelstrom with RAI said you can use his trail plan and that was a plan that he researched and it was mile by mile, diversion by diversion, access point by access point. So, that's incorporated into this. So, it was an immediate implementation of that, we have got it on the web site, so if you go to our web site you can see this type of thing down here north of you. And if you click the little bubbles on Google Earth these type of things pop up. So, it's a user friendly online river guide and this is posted on the Ada County Parks web site and, then, we have got a link coming out Canyon county for it and anybody can put a link to it. And we also thought, well, there is all these roads up and down the river, so we talked to the bicyclists and they devised routes, first in Canyon county and, then, coming back on the other side of the river up into Ada County. So, we have bike paths going down one side of the river, coming back up the other and those are coordinated with the highway districts. So, they immediately qualified for transportation funding. And here is how we link to ACHD's roadway to bike ways plan. And another place. And we connect to the foothill trail. So, the goals are create a trail system plan that embodies the spirit of our vision through community participation and design connected pathways for a variety of uses, connect to other community trail nets and provide alternative transportation, because there is a lot of people really starting to cycle commute. Respect rights of private land owners and that's preeminent in this. We did not step on any toes or say this is where that's going to go through somebody's parcel and if anybody brings that up, no, that's why that line was so foggy and couldn't figure out where it is, because as each community developed, each parcel develops, that's probably when the implementation is going to happen. So, each community is going to do this on their own with their own local people and promote health and wellness benefits, it's a tremendous exercise opportunity there and educational opportunities and interpretation and promote the economic development of the river communities through partnership programs and facilities, i.e., Barber Park grosses over 300,000 with their raft and tube outfit and that could be done a couple three times up and down the river. So, it's not just about nice recreational stuff. And we'd like to ask you to help us fulfill this vision of a connected system of pathways on and near the Boise River, all the way down. Thank you. And I have nothing to do with this editorial in the Statesman last weekend, but it says it very Meridian City Council Special Workshop Meeting July 21, 2009 Page 5 of 60 well. It's worthy of commitment and it was really exciting as we got into this to see the different communities. You know, maybe they are going to have to work within their own boundaries where that trail is going to go, but they knew where it was going to hook up to the neighbors and it was fun to watch that come together. So, that's our request. Mayor, we have a written invitation for you to come sign this plan on the 12th of August at Barber Park as part of the Idaho Environmental Forum, so that should be in this week, if it hasn't hit here already. Thank you. Any questions? Rountree: Questions for John? De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: I just have -- in the area where we touch the Boise River, do you have a plan on which side of the river that pathway should -- is going to run along? Caywood: We are leaving it to each community and at this point Eagle and Star have figured out where their connection point is. Star and Middleton have figured out where that connection point is. So, on your side of the river it would up to your park staff to figure out where that's going to go and the timing of it and, you know, just when things are right. So, we didn't come in and plan for your community, we used your -- Matt and Councilman Zaremba's input over time to perfect the words in the plan that pertain to Meridian and -- and what the signatures are going to do on the plan -- it says they sign off on the vision and goals, they are not signing off on a line on a map. So, anyway, it's politically safe, but it says, yes, we are going to work together and make the river a larger community asset. De Weerd: Can I just follow up? Rountree: Madam Mayor. De Weerd: I couldn't tell from the ACRD map, but I'm assuming that we will connect also down Linder Road. Caywood: Yes. As I understand it -- and I'll have to check with your experts, the Meridian input to the plan reflects your community bikeways plan -- De Weerd: Okay. Caywood: -- as the logical connection. Ellsworth: Mr. President, Madam Mayor, Members of the Council, the pathways master plan was actually adopted before the area of city impact was expanded further to the north to routes along the Boise River. In light of that expansion and with the effort that Ada County had underway, part of the change in the future land use map did include Meridian City Council Special Workshop Meeting July 21, 2009 Page 6 of 60 public/quasi-public designations up north along the river, presumably for a larger future park in the floodway area. It seemed a natural fit to continue the pathway along the south side of the river and that's part of the master graphics that staff provided to Ada County for inclusion in the plan. So, similar to what John just gave a rundown on, it's somewhat of a wide swath, but it does go parallel to the river, indicating an approximate route for a future trail connection east toward Eagle and west toward Canyon county. De Weerd: Okay. I guess to, Steve, our pathways -- I don't know if it's on road or off road, but does go down Linder to connect; correct? Siddoway: Mr. President, Madam Mayor, yes, our pathways plan does include a connection along Linder Road to Eagle Island State Park and the pathways. I'd also like to state my intent to have a greenbelt pathway along the Boise River when the city does develop out towards that direction. The graphic that's been included in the plan does depict our intention to do that and, then, connect to the east and west. I believe it also supports future connections, a bridge of some kind that could connect to pathways on the other side of the river, but the location to be determined. It's not a specific location in the plan today. De Weerd: Since it was so easy to get a culvert and I'm sure a bridge would be just as easy, uh? Siddoway: Yeah. Especially over the Boise River. Rountree: Any further questions? John, has any community indicated or the county indicated that they will incorporate this plan into their Comprehensive Plan or into their existing pathway planning activities? Caywood: The Ada County comp plan talks about extending the greenbelt, which this is logically a part of. As we went through this process with the two counties and the nine cities, those other jurisdictions looked at amending their ordinances to do that. Middleton in particular came up with a very solid set of ordinances and they offered those up to the other communities as a model. Rountree: Thank you. Any further questions? Zaremba: Mr. President? Rountree: Dave. Zaremba: I was just going to comment that I have definitely been a cheerleader on this project. I was heavily involved in the Ada County open space planning committee, which sort of was a precursor to this. This was an element that was identified in that. Since that time I have pretty much just been the cheerleader and I have to give credit to Matt and Steve for their participation in this. They have worked -- and Matt particularly has worked hard on it. I know just from discussions -- and this is nothing formal, but the Meridian City Council Special Workshop Meeting July 21, 2009 Page 7 of 60 property owners who asked us to extend our boundary to the river have suggested that -- that they see a park site in that area with a pathway through it. So, I don't think this is going to be a struggle even with these property owners, I think that's their vision as well. So, I can't speak for them and this is like three years ago that it came up, but I just wanted to comment I have been a cheerleader, I am a cheerleader, and I'm all for it. Thank you for your work as well. Caywood: Thank you. And Meridian's been a wonderful partner. Rountree: Any further comments? Questions? Thank you, John. Appreciate the presentation and look forward to some day -- hopefully some day being able to see it in total, but I'm not sure that's going to happen. Siddoway: Mr. President, this is more of a process question, but do we need an action on the Council tonight to authorize the Mayor to sign at that meeting approving it on behalf of the city? Just more of a question. Rountree: I don't know that we need a motion. I think we have got heads nodding that we are in affirmative to move forward with this. Siddoway: Ask in case. B. Blueprint for Good Growth -Adequate Public Facilities update by Caleb Hood: Rountree: No. Thank you. Next item on the agenda 4-B, Blueprint For Good Growth, adequate public facilities update and Caleb. Hood: Thank you, Mr. President, Madam Mayor, Members of the Council. I'm here to give you a quick update of the TAPFAWG work group. Sally Goodell is also in the audience, if by chance you pose a question that I don't know the answer to, she has drawn the short straw and is here this evening for that purpose. So, as part of the Blueprint For Good Growth. TAPFAWG was established and that stands for Transportation Adequate Public Facilities Accounting Working Group. I'm a member of that group and we are working on developing a method to insure adequate public facilities -- roadways, essentially, are in place and timed appropriately with development. The focus of this update and the reason that I'm here tonight is to just bring you up to speed on the work plan that we have proposed to the consortium for the next -- the foreseeable future. Before I go into that, though, I do want to give you just a little bit of a history, because I'm not quite sure when the last presentation you had regarding Blueprint was and this arm of it, the TAPFAWG work group -- I'm not sure that you have every had a presentation on it. So, I did want to go into a little bit of the history. I will try not to take too much time, but last summer a draft adequate public facilities ordinance was compiled. ACHD and COMPASS began to look in detail at the technical work that would be required to implement an AFPO. It was realized that there were problems with the draft AFPO. It did not appear to protect planned road capacity Meridian City Council Special Workshop Meeting July 21, 2009 Page 8 of 60 for planned development areas. There was no mechanism to insure that unplanned growth would not use that capacity up before planned growth is built. One of the goals of Blueprint is to have the unplanned growth bear the financial responsibility for added impacts. Second, implementing the AFPO requires a foundation that was missing. Specifically an analysis of the transportation system required to serve the adopted comprehensive plans. This requires quantifying the demographics implied by building out the land uses in the adopted comprehensive plans, which, in tum, are used to estimate travel demand and determine the transportation network needed to support that demand. So, as I mentioned recently, a presentation was given to the Blueprint consortium. Councilman Zaremba was at that meeting and we asked if -- thought it would be beneficial to bring a presentation to the entire Council and so that's, again, why we are here today. What -- the main reason that that work plan was shown to the consortium -- was two fold, I guess. One, it's going to take a significant amount of staff time to get what the work group wants out of this. That is quantifying the comprehensive plans down to the TAZ level of being able to analyze development and what that future transportation network will look like. So, it's going to take some time to get there and the second reason that we brought to the consortium is just to make sure that that -- that that methodology, at least in its infancy, is okay and we think we are on the right track. It's certainly not moving at the speed of lightning, it's something that is going to take some time, so that's, again, kind of that second reason is this work group will at least have worked through the rest of this year, so -- and I have got on the Powerpoint presentation a couple of things that we are currently working on. Preparing the demographics proposed out of the comprehensive plans in Ada County, so, again, quantifying those comp plans. We have run into arecent -- we are trying to get this very detailed, so we have something we can defend and measure against as a base line, so as changes happen we have some base line to measure against. We have run into some difficulties with some of the mixed use designations in particular and trying to guesstimate what those mixed use ratios may look like in the future, how much is commercial versus office versus residential, how many stories, what's the density like. That's certainly going to have an impact on what the roadway network would look like. So, we are working with COMPASS right now on trying to nail those -- those numbers down. After we get those we can evaluate the travel demand model that's created by that build out and, then, that model run will tell us, again, what the infrastructure needed will be. Next will be to understand that those infrastructure needs of building out the Comprehensive Plan and do those numbers give us the roadways we want or do we want to modify some of our anticipated land uses to not have seven lane roadways or failing roadways at certain intersections or whatever the case may. So, that's kind of the next step. And, then, being able to measure those changes in the Comprehensive Plan as time goes on. Again, we are trying to set a base line here. Comp plan amendments, what kind of impact does that have, then, to what we anticipated that roadways network would be. Are we freeing up capacity? Is it using capacity, was it planned to happen in this manner? And, then, finally -- and very importantly, will facilitate the discussion about AFPO and if we are all on board with helping measure those things and if there is a fee involved or how that's all going to work at the countywide and maybe even the bi-county geographic area. Right now we are just working on Ada County, but certainly Canyon county I could see being -- this happening Meridian City Council Special Workshop Meeting July 21, 2009 Page 9 of 60 there as well. Another activity that is in the process is developing and further fine tuning some maps showing the level of service for roads and intersections. ACHD is doing this process right now. The maps and the next few slides are very preliminary and don't include all the roadways and intersections in the county. But ACRD did take a sub set, a limited number of roads with some of the -- with current enough information that they had and synchronized the intersection data to set up some methodology for analyzing bevel of service. The purpose of these LOS maps is to establish a shared vision for appropriate service levels, which are the basis for future investment decisions about transportation system improvements. This first map shows where we are today regarding level of service. Trying not to focus too much on the colors or the level of service levels, but it gives you a flavor of what that map would look like. It can show you, you know, where roadways are failing. Today, well, we are looking pretty good as far as level of service would be. This is, essentially, what your base line map would look like when you get all of the intersections and roadways colored. Again, this is the few select intersections that are shown in this map. I'm going to cruise through to the next one. And it looks real similar, although what's changed -- and that's kind of what the arrows show are the difference -- so, you get your three columns -- three slides from the 2008 committed slide and map. It shows the roadway network, what it would look like if all the improved developments -- so, preliminary/final plats, if they were all developed today what would that do to our roadway network. There are a number of projects in Meridian, obviously, that haven't constructed their infrastructure and are in the ground. They are waiting. But if those approved developments, those entitled developments were built out, what would that do to our roadway network. You can see that the level of service -- and, again, in that second column starts to substantially decline if, in fact, everything that was approved was built. So, the third slide in the LOS series shows what that same development would look like if ACHD's five year work plan were built out. Again, it's hard to -- without having these side by side by side, it's hard to really see those changes, but, again, if you look, you know, the level of service isn't quite as bad as that second -- second column or the do nothing column. Even with the preliminary numbers and just on the few roadway segments that have been mapped thus far, after comparing the existing level of service to future level of service, the following conclusions were derived. LOS already is well over capacity and/or target service levels on a number of roads and will worsen when all approved development is built. Planned roadway improvements will help meet some demand, but likely overall service will degrade. So, again, if ACHD built some projects it will help in those areas, but overall you're going to see the system begin to go towards failure. So, this level of service analysis should be developed more completely to help inform future investment decisions and ACHD and COMPASS are working on this through the rest of the year. And these maps will probably be used in the future to evaluate the adequacy of planned public facilities. So, this will be, again, your base line and we can measure -- we can plug in a development and it will show you the impact to the roadway system down line. That's going to be a great tool to have as we move forward and get down to that very detailed level, that comprehensive analysis of applications. So, real quickly here is the -- the work plan that was submitted to the consortium. We are, obviously, into July now, but it kind of shows you what -- what we have got planned for the next little bit, as I mentioned before, what I'm going to be working on with ACHD and COMPASS, to look Meridian City Council Special Workshop Meeting July 21, 2009 Page 10 of 60 at those land use impacts and the TAZ level of our Comprehensive Plan and, then, how to -- how to implement and monitor development as time goes on. But, again, especially to end of establishing that solid base line to measure change and development against. Just another note. From now on I will try to include, as appropriate, an update in my all things transportation workshop summary memo, just to kind of keep you informed of any developments that may occur and if -- if something critical does arise Iwill -- I will try to get on the agenda as well, but I just wanted to let you know I'll continue to follow up this work group with my -- on a regular basis, so -- that's all I have. If you have any questions for me I will try to answer them. Rountree: Questions, comments for Caleb? Bird: I have none. Rountree: I don't see any. And, Sally, I don't see any for you as well, so -- thank you, Caleb. Appreciate that update. Look forward to the next one to see how far you get. Item 5: Department Reports: A. Budget Amendment for CIP and Public Safety Fund for a Transfer of Funds (Multiple Amounts): B. Budget Amendment for City Hall Construction for $1,000,000: Rountree: Next item on the agenda, Department Reports, Item 5-A, budget amendment for the CIP, public safety funds. Todd. Lavoie: Thank you, Madam Mayor, Council members. I'm here to present to you Items 5-A and 5-B. 5-A is the budget amendment for fiscal year 2009 to transfer funds from our general fund to CIP public safety fund. This amount was discussed during the fiscal year 2010 budget workshop. You should have a copy of it. We are requesting that we move approximately 1.4 million from our general fund unrestricted to our public safety fund, which will be just classified as public safety CIP for the future. Any questions on 5-A? Rountree: Questions? Madam Mayor? No? Okay. Lavoie: Item No. 5-B -- Rountree: Give us the second one and, then, we will take action on both. Lavoie: Oh. Sorry. Rountree: Go ahead with 5-B. Meridian City Council Special Workshop Meeting July 21, 2009 Page 11 of 60 Lavoie: Okay. 5-B is a -- an amendment for fiscal year 2009. This amendment represents the needed funds from the general fund to finish the City Hall construction on anticipated costs that we have accounted for as of this date today. This is our best number that we have available to you. The amendment is requesting total cost of one million dollars to be added to the City Hall construction fund. We believe this will satisfy all needed expenditures for the future to get the building finished. I stand for any questions. I have Keith here as well the help me answer any questions regarding the construction cost that we have anticipated. Rountree: Questions? Hoaglun: Mr. President? Rountree: Brad. Hoaglun: Yeah. Quick question, Todd, Keith. This one million transfer, then, will that -- that should complete the construction cost for the building, so that phase will be over and, then, any future expenditures will be either a capital project or maintenance situation? Watts: That is correct, Councilman Hoaglun. There -- there was -- the only remaining item that I have right now is a -- the addition of a closet from the conference room B out front, which is going to dissect the police room right next to the finance department, put a wall in there and a door, so we can store the additional chairs and tables, rather than haul them from the room here all the way across the room to put them in that room, so we will be able to have astorage -- small storage facility right off that conference room. Estimated cost right now is about three to five thousand dollars for that thing -- for that entire project. Hoaglun: Okay. Mr. President, follow up, then. So, once -- that is part of the million dollars and once that's done, anything else, what we do for changes will fall into a completely different category, no longer construction at City Hall. Watts: Correct. It will not touch these funds. We will come back as a separate -- completed project and ask for approval, just like we would any other project. Hoaglun: Okay. Thank you. Rountree: Further questions? Bird: I have none. Rountree: Discussion? Seeing none, I need a motion. Bird: Mr. President? Meridian City Council Special Workshop Meeting July 21, 2009 Page 12 of 60 Rountree: Mr. Bird. Bird: Seeing how they are budget, we will do both of them at the same time. I move that we make a budget amendment for the CIP and public safety fund, transfer of 1,470,000 dollars and also a budget amendment for the City Hall to add one million dollars into the City Hall building fund. Hoaglun: Second. Rountree: It's been moved and seconded to approve a budget amendment for the CIP and public safety fund transfer and the City Hall construction, Item 5-A and B. Roll call vote. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. MOTION CARRIED: ALL AYES. C. Community Liaison Update by Luke Cavener: Rountree: Thank you? Thanks, Keith. Rob. Next item is Community Liaison Update. Luke. Cavener: Good evening, Mr. President, Madam Mayor, Members of the Council. It's been awhile since I have had the opportunity to come up here and talk with you and share what's been going on in the community, what I have been doing with our friends and neighbors and I'm fortunate to have some time tonight to kind of catch you up to date. First, one of the things I want to talk about is something that I have noticed since I began that really is critical in me continuing to be successful in my position and that's communication. I look back to my very first public relations course I took in college and the professor got up and said, you know, the message is what's important, the message is what's important, the message is what's important and I really have afeeling -- I actually disagree now with what he said. In Meridian it's the conversation that are important. tt's talking with our citizens one on one, getting in front of different organizations and finding out what's on their mind. And I found out once I looked at it's not so much what -- what we are going and telling our citizens, it's what they are bringing to us and what they are sharing with me and it's fortunate that I'm able to really, again, pass that information on to you. One of the things, like I said, I love doing is speaking directly to the public and bouncing ideas off of them and hearing things that are on their mind that affect their home, their neighborhood, their job. I found in order to really do that successfully, in addition to some of the other duties and things that I'm going to share with you tonight, is it's been imperative forme to diversify my time. So, I spend, you know, maybe part of my afternoon talking to a different business organization or a civic group and, then, spending my nights and weekends going to -- going to parks and talking to John Q and Jane Q Meridian and finding out what's on his mind. Going into our homeowners associations and finding out what issues are on their mind. Some of those issues that you think would be very small and very miniscule to Meridian City Council Special Workshop Meeting July 21, 2009 Page 13 of 60 them and in their neighborhood, are the most important thing in the world to them and it's been enlightening for me to see things that -- well, that I might not have personally seen it as a huge issue to see everything through their eyes and understand that those issues are very much important to them and to their neighbors. I'm happy to really say, though, that I think that Meridian as a whole is doing a better job of communicating and talking to its citizens and it's neighbors today than it was when I started. We have implemented a lot of unique changes to speak to them and I get to hearing directly from them some of the things that I want to share with you tonight. By better communicating and by better participating in the conversations with our friends and neighbors we have seen a lot of successes. We have stronger relationships with civic organizations like the Kiwanis, Elk's. Organizations like the Meridian chamber, we have got a fantastic dialogue where the chamber has continued to promote events on behalf of the city and send information to the city that we can share to our citizens. We have been able to maintain great relationships with organizations like SSC, the downtown business association, businesses like Ultra Clean. But most importantly we continue to build strong conversations with our neighbors, because, like I said, the conversation is really what's key. I spoke briefly that as a city we have kind of embraced some new and exciting ways to better communicate with our citizens. Embracing technology and moving full force is something I was really pleased that as a city that we have done. The last time I spoke to you I touched briefly of the Mayor's Facebook page and based on that success the city's moved forward by communicating via electronic means, Facebook and Twitter, with our citizens. For those that are in the audience that maybe aren't up to snuff with what these other electronic means are, Twitter is a way to send a very small, very brief message to people -- 140 letters, and sometimes my mornings are spent figuring out how I'm going to say something that I want to spend two or three pages writing, but just putting it into 140 characters. But we have had a lot of success with that. Facebook is another electronics medium where we are able to post pictures, links, and tell -- really do a better job of telling Meridian's story to our friends, our neighbors. We have people -- we have a person overseas that is a fan of Meridian that loves hearing about things that are going on, like the Concerts on Broadway or the play in the plaza or about different things that are going on in our parks. So, that's been a really unique thing to see people really now all over the world connecting to Meridian. I really have to give credit, too, to our directors and to Robert Simison for really moving full force with our blogging initiative. I just think that's just something that really makes Meridian unique is that our department directors have a unique opportunity to really interact intimately with our citizens and share unique information really from a --from an expert's point of view and I really have to applaud every one of them for being very pro- active in sharing their information and really providing a very unique approach to what goes on in their day-to-day lives. While technology and what I have spoken about is nice and it's a unique way for us to interact differently, I'm such a proponent of face-to- face communication and getting in front of people, if you think, really, anyone who works City Hall, it's very rare that I'm going to pick up the phone and call you to ask you for something. I'm going to come find you and talk to you and be able to, again, have that conversation. I think that it's important that as a city and as Council that you recognize that while we are doing these other things to interact and communicate, that's not stopping my -- my job and my passion to really going out and getting in front of people Meridian City Council Special Workshop Meeting July 21, 2009 Page 14 of 60 and talking to them directly. So, I wanted to reassure you that while technology are great tools that are helping us, they are by no way, in my opinion, going to take over how I'm interacting and communicating differently with our citizens. With that I'd also like to update you on some of the things that I have been working, give you, I guess, a unique cross-section of how I spend my day or my week or my month. In addition, have kind of a supplemental packet that I will provide to you that will kind of give you some more in depth explanation of the things that have been going on. As I mentioned in my introduction, talking to our homeowners about issues that are -- that are on their mind, issues large and small, is something that I do on a regular basis. I found that in Meridian Thursday nights are the night for most homeowners where they get together and talk about what's going on in their neighborhood, whether it's -- it's an issue with skateboarders in the park after hours or who is going to rebuild the fence in the common area -- there is no shortage of subjects that are covered at an HOA meeting and I have been fortunate to participate in a lot of those and able to take some information actually back to my own homeowners association to make us a better group. I wanted to share with you one real unique experience that I had, along with, actually, a lot of other city staff and that's in the neighborhood of Cedar Springs, which is right next to Settlers Park. Our office was contacted by a resident of Cedar Springs who was concerned that park patrons and people that were participating in some of the -- the city athletics were parking on their street to access the park they felt that that wasn't right, that wasn't appropriate, that their public streets were only meant for those that lived in the neighborhood. I worked diligently, along with -- with Bill Nary, Scott Colaianni, Joe Silva, Steve Siddoway, to come up with a lot of different plans that we were able to present to the City Council. In addition, Steve and I worked with Meridian Youth Baseball to come up with some plans to reduce the overall congestion that was being held at that park. We were able to go in and stand in front of the City Council -- or, excuse me, not City Council, the HOA board and present a plan that would have reduced parking and, really, would have made the situation for the neighborhood in our collective opinion a lot better. What we found is that the -- very typical, a lot of people have a lot of different ideas about how to solve a small problem and an hour and a half later -- and I'd say probably well over 30 suggestions later from probably about 25 people in the audience, we were unable to come to a conclusion. What's been fortunate, though, is working with Meridian Youth Baseball and parks. The set of implementations that we did was reducing the amount of games, placing sandwich boards in the neighborhood to let those people know that are parking that there is plenty of parking tha#'s available near the entrances to the park, so they could take advantage of -- has reduced the parking congestion in that neighborhood tremendously and that's a great example of really all different elements of city staff working together to benefit our community and it was something that -- well, at times was -- was a little frustrating, especially I'm one of those people that Iwant -- I want to help, here is a solution, let's take the solution and .make it work. It was frustrating at times, but overall it seems the majority of the neighbors have been really pleased with the implementations that have went in. Another -- another organization that I'm working with, along with Matt Ellsworth is the complete count committee, which is an organization with the 2010 census. Our primary goal is to educate and inform those about the 2010 census and Iknow -- I know March is a long -- kind of a ways away, but it's- important right now that we are educating Meridian City Council Special Workshop Meeting July 21, 2009 Page 15 of 60 people, letting them know, in addition, because of Meridian status as an entitlement community, it's key that we are not undercounting people and not overcounting and something that was really surprising to me is that an overcounting, meaning, that, you know, a person is counted once by themselves and typically counted again by another organization or family member, it's counterproductive to an accurate count and can actually affect finances coming into a city. So, we have been working both in finding ways to educate people about it's important to be counted, as well as not to be counted twice. We have people from various industries participating in committee. We have our faith communities represented. The school are represented. Media, nonprofit, really trying to find all those nooks and crannies that are out there to make sure that we are talking to the right people and getting them the right information. I've also done a lot of work with our business community, as I mentioned previous, working with our Chamber of Commerce, working with the downtown business association, working with other people in business developing a new business networking group that's really an off- shoot of the success that we saw with the Meridian Business Day. Meridian Business Day was this, you know, great really grass roots effort partnering with the city and Department of Labor to say just because we are next to Boise that doesn't mean there is people that aren't creating, you know, great industries in our community and that is -- it's funny, we are two and a half months after it and still a week doesn't go by where someone doesn't bump into me and share how important and how much they enjoyed the Meridian Business Day and, then, they quickly follow up with when is that going to happen next and, then, very quickly after that how can I be involved and it shows that by offering something that our community needs and our business community, we are really filling a void that's not out there and it's been great to work with Josh Grant and develop this new business networking organization that will really be able to be an off- shoot of Meridian Business Day and help build off that success that we have had with Meridian Business Day. Another organization that I typically give you updates on is the Meridian Senior Center and a lot's changed at the senior center since the last time I spoke. Last time I was here -- excuse me -- Sage had been bringing up the idea that they w_ ere going to be changing the senior nutrition program. Central District Health had made mention that they were going to be pulling out and, really, there was a void being left, nobody really knew at this point in time -- at that point in time who was going to be providing meals to our seniors. Since, then, the Elk's hospital has stepped up and is currently providing the senior nutrition program. Like most new organizations when they take over something as vast as the nutrition, there has been some general hiccups and I have worked with our seniors to provide them insight and ideas on ways to work with Sage, to work with the Elk's, to get better meal quality for our seniors, both at the Meridian Senior Center and on Meals On Wheels. I'm happy to say that our seniors in Meridian are much more happy today than they were 45 days ago. The food quality, while not a hundred percent probably where they want, they are much happier than where it's been. In addition, the Senior Center is looking at exploring a lot of different avenues to make changes to the nutrition program using organizations like Life Kitchen or going into a different type of agreement with the Elk's to provide better meals for our seniors. In addition, I have done extensive work with the Senior Center on their capital campaign. They are eager and excited to break ground on the new Senior Center and to move forward in Kliner Park. They have raised now a little over 12,000 dollars and Meridian City Council Special Workshop Meeting July 21, 2009 Page 16 of 60 our hoping to really launch into a full capital campaign by the end of the summer. They are getting ready to launch a new website and are producing some marketing material that they really hope will make them successful. When I last spoke they were -- the Senior Center was very adamant about that they wanted to be in their -- their own building kind of separate and pulled away from everything else in Kliner Park and I really worked very diligently with them to show them there were a lot of benefits by wanting to partner with organizations like the botanical gardens and the library and by being in one center you're going to reduce your overall cost, which they have now seen the light and are very excited about moving forward in one big unit. In addition, seeing that by making -- building a partnership with the Idaho Botanical Garden, that opens the doors to bring revenue into them and allowing them to function, because their new structure is going to be much larger than what they are dealing with with a lot more amenities than what they currently have and to have a staff available to manage all of those is going to be much larger than what they currently have and so I'm hoping that by partnering with the botanical garden, using their new kitchen to serve as an outlet for weddings and other different organizations and events, that they will be able to recoup some revenue to help be able to manage their organization. And, lastly, since the last time we spoke, we have -- the Mayor's Youth Advisory Council wrapped up their last year. They had a very successful fundraiser for the Idaho Meth Project. Raised a little over 3,000 dollars and were just -- just forme it's always unique to see our leaders grow and surprise me, even when I think that they have -- have reached their max of what they are capable of doing, they go and surprise me. That was very evident. That was touched on last week by some of the members that were here talking about the Association of Idaho Cities convention and, well, it was a very unique opportunity for me to go back into the dorm. The beds aren't as comfortable as I remember. 10:00, 11:00 o'clock comes much earlier than I remember. But it was a great great event and I was happy to be there with them, despite them getting me up on that 50 foot rope swing, which is unique -- it's a once in a lifetime event, because I'm never going to do it again, but I'm fortunate that I had them there to coach me along and get me up there. De Weerd: What did Eli say, it was like throwing cold water on a cat? Was that -- Nary: Something like that. Cavener: Something along those lines. Yes. They have -- they missed last week -- actually, the day after they spoke to you and have come up with a lot of really great ideas to be more involved in the community next year and I'm really excited about having the opportunity over the next academic year to share a lot of their successes. So, I know that's a lot of information to throw at you and I've got some -- kind of a supplemental packet that will provide a little more in depth information for you and with that I'd stand for any questions. Rountree: Questions or comments for Luke? Hoaglun: Mr. President, I'd just say I'm impressed from the standpoint that he gets young kids excited about city government, he gets senior citizens who like their food, Meridian City Council Special Workshop Meeting July 21, 2009 Page 17 of 60 and people that are next to a park satisfied with the results that finds, I think that puts him in the category of a miracle worker. Thanks, Luke. Appreciate your work on that. Bird: I don't think Luke said that he had the seniors completely satisfied. When you get that accomplished, then, it will be a miracle, uh, Luke. Cavener: Mr. President, Madam Mayor, Councilman Bird, I just had such a great time interacting with our -- with our seniors and it's unique, I'll come to that, and I think that I had found, again, the solution, this is what's going to make sense to them, and they bring a very unique perspective and I have been able to learn from and I agree that when I -- when I find the answer to their question, they very well may just go and change the question on me, so -- Rountree: Luke, thank you for all you do. Thanks for your time and your update and you're right on the button tonight 20 minutes. Good job. Cavener: Perfect. Thank you. Have a good evening. D. Hansen 8 Implementation Approval to Enter into Negotiations and Standard Contract: Rountree: Next item on the agenda is 5-D, Hansen 8 implementation approval. Keith. Watts: Thank you, Council Member Rountree, Madam Mayor, Council Members. The Public Works Department has previously been approved to have a budget approval and authorization to go out for an RFP for Hansen 8 software implementation. It is an asset management system for the wastewater treatment division and the water division. In May we went out for RFP, we sent it out to five different vendors and posted it in the newspaper and on our city's website. In June we had a preproposal conference, we had four vendors participate in the preproposal confidence. We issued one addendum right after the conference to clarify questions. On the 17th of June we received six, proposals and sent them to the evaluation committee, which was a wide group of city personnel and one person from the city of Boise as well, as they will be participating in this contract award as well. We have narrowed it down to two companies. The committee narrowed it down to Esco Porter and M4. After we met on the 26th, the references were passed out. In this RFP process I kept the pricing envelopes separate and sealed during the evaluation process in order to keep a fair and impartial evaluation. When that came back we opened to pricing on the 30th as a group. We reviewed the pricing and empowered the evaluation committee's scores and it was going to Esco Porter and at this time I would like to request authorization to enter into negotiations with Esco Porter and for to enter into a standard city contract for Esco Porter upon successful negotiations and for the Mayor to sign and the Clerk to attest for not to exceed the previously approved budget amount. Meridian City Council Special Workshop Meeting July 21, 2009 Page 18 of 60 Rountree: Questions for Keith? I don't see any. Tom, I just want a nod that you'e in agreement, you have requested this through purchasing, just want to make sure that you're here tonight, that you're on the record as saying yeah. Barry: Yes, sir. Thank you, President Rountree. Rountree: Thank you. If there is no questions or comments, I need a motion on this. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we enter into negotiations with a standard contract with Esco Porter for the implementation of Hansen 8 and not to exceed the budget amount. Rountree: Need a second. Hoaglun: Second. Rountree: It's been moved and seconded to approve the entering into negotiations with Esco Porter for the Hansen 8 implementation and that is not to exceed the budgeted amount and authorizes the Mayor to sign, that I assume the motion maker meant. Bird: Yes. Hoaglun: Yes. Rountree: Second agree? Okay. Roll call vote. Roll-Call: Bird, yea; Rountree, yea; Zaremba, yea; Hoaglun, yea. MOTION CARRIED: ALL AYES. Watts: Thank you. E. SH-16 EIS Information: Rountree: Thanks, Keith. Next item is State Highway 16 EIS information update from Caleb. Hood: I won't give you the same presentation, but I put both my presentations on the same -- the public comment period is underway for the draft State Highway 16 environmental impact statement, I-84 to State Highway 44. We have until August 7th to submit comments to ITD and FHWA and, in fact, I have prepared a letter for your consideration this evening. I'll run through that letter at the end of my presentation to just make sure that you concur with that and would ask for your signature. If you do or if Meridian City Council Special Workshop Meeting July 21, 2009 Page 19 of 60 there is tweaks that need to be made, we can do that as well. But, again, I want to give you a little background first. 2007 the Idaho legislature provided bonding authority of between 4.3 and 17 million to fund the preparation of an EIS, the acquisition of might of way, and the future construction of State Highway 16 across the Boise River to I-84. So, there have been several alternatives that have been discussed in the two years since and through the screening process six alternatives were chosen for evaluation in the EIS. The city has previously identified alternative 2-D as the city's preferred choice. This alternative proposes that State Highway 16 extension of the new divided highway with type five access control, interchanges will be located at I-84, Franklin Road, Ustick Road, and US-20-26. So, except for that first one between I-84 and Franklin Road, every two miles. And, then, the over -- over and underpasses would be, then, located at the mile in between the interchanges, so at Cherry and McMillan in Meridian in our area of impact. The right of way corridor is 300 foot wide and contains two travel lanes in each direction, with shoulders. This right of way also accommodates the storm drainage, roadside safety features, utilities, and allows for future multi-modal operations and additional travel lane capacity if necessary. Project is proposed in two phases in the EIS. Phase one is two miles long and goes from State Highway 44, State Street to US-20-26, Chinden Boulevard. That first phase also includes the Boise River crossing and the interchange at Chinden Boulevard. The second phase goes, then, from Chinden to Interstate 84 and terminates there. I'm not going to spend a ton of time going through all six of the alternatives contemplated in the EIS, but I did want to at least show them to you. A lot of the alternatives are very similar. The main differences tend to be, one, where the highway is located, so that's a pretty main difference. Two, the interchange locations. This slide's a good example of where you can have some difference and in alternative one there it -- the interchange at I-84, so that's on the far left of your screen -- the interchange to I-84 is, basically, in direct alignment with McDemott Road. And both of these alternatives, the State Highway 16 extension is just to the top of your screen, although west of McDermott Road. That would be true for a majority of the alternatives, these two, particularly. Obviously, this one diverges and goes further into Canyon county in this instance, makes the interchange about a quarter of a mile, a third of a mile west of McDermott.. So, two miles between Ten Mile is right on McDermott. So, we are just off a two mile spacing for the interchange access here. This one is at the two mile location. The main difference between a lot of these. alternatives, you will see the same concept and mirror alternatives as well. It doesn't show up too terribly well on this slide, but there is a subdivision right here on the south side of I-84. This interchange has the least impact to those property owners. And also -- and I think this is pretty important -- it also has the best ability to be further extended to the south. Now, that isn't part of what is being evaluated today, but I do see that some day there will be demand to extend 16 or some version thereof south and so, again, the main difference, as you look at these alternatives, these are two big ones, the interchange locations on I-84. And the final one is a local roadway network. These plans, essentially, are the same. You can see some of the way that access is proposed to some of the existing parcels, since they will no longer be able to take access to McDermott Road and varies slightly in these two examples. All the rest of the local roadway network are the same in these two alternatives. You will see that there is variations throughout a lot of these slides. These two alternatives -- alternative two is Meridian City Council Special Workshop Meeting July 21, 2009 Page 20 of 60 the one that the city has previously stood up said absolutely that is the one we are against. This alternative varies from McDermott Road and is constructed, again, about a quarter to a third of a mile off of McDermott Road and leaves asliver -- you got Ada County -- this is future Meridian, it's in our area of impact and, then, over here as well. So, you create this frontage and between an interstate and an arterial, where we call for medium density residential. So, we really do prefer the alternatives that stick to the -- the McDermott corridor there and don't create those opportunities for strip commercial development fronting along the State Highway 16. Also, in this example you see both of these alternatives have the interchange at I-84 not on alignment. So, you do have to -- this is the preferred alternative. It does break away, then, from that McDermott corridor and so you can get to that terminus at I-84, again, removed from the subdivision and allow for a future extension. 2-D is the preferred altemative. I will come back to that if we need to, but I'm going to jump to the last two altematives just quickly. Again, some slight variations in these. Again, the biggest difference between these two altematives is your local roadway network, particularly between Cheny Lane and the interstate and, then, the actual interchange location of State Highway 16 extension. If you have any questions or you want to look at those in any further depth, just holler and we can sure go back. I do want to just quickly give you a synopsis of the letter that I have drafted. I don't know if you have all had a chance to read that or not, if -- I hope so. But I will summarize for you real quick. The letter says that we support altemative 2-D as modified as located nearby McDermott Road and reinforces the areas of impact between Meridian and Nampa. We don't want to see altemative two as it creates a strip of land between McDermott Road and extension and Ada County and Meridian. The preferred altemative -- the preferred is most consistent with our Comprehensive Plan and Communities In Motion. The reasons for supporting the preferred altemative are noted as taking few existing parcels to negotiate future right of way purchase from. McDermott Road alignment fits the logical progression of freeway interchanges at two mile spacing. Alternative 2-D will result in the access controlled expressway with McDermott Road becoming a frontage road in Ada County, serving future development and that will enhance the city's ability to coordinate future planning, development, and access along McDermott Road, as opposed to having multiple properties fronting on McDermott and opening up the possibility of multiple accesses. The local street network layout is complimentary to the current and future land uses in altemative 2-D and the preferred altemative has very limited impact to environmental and social cultural resources in the area, while providing the biggest community and regional benefit. You will have to believe somewhat on that point, although I do have the draft EIS is you want to go through it. They did a matrix and, basically, scored all the altematives against impacts, noise, costs, all kinds of cost benefit analysis at that, but it is the preferred alternative in the draft EIS. The letter concludes by saying we believe it to be the altemative that best addresses the regional and local needs for mobility, circulation, and travel demand. Is most consistent with the City of Meridian and the region's long range planning efforts and have the least impact to the environment. That's my presentation. Again, if you have any changes to that letter, we can certainly make them. If not, I believe there is an original copy floating around here somewhere and I would ask for your signature. Oh, I do have a couple of other things. The Meridian fire department -- I did talk to Joe Silva today and Chief Anderson, I believe, was talking to Joe. I don't Meridian City Council Special Workshop Meeting July 21, 2009 Page 21 of 60 know if he wants to add anything necessarily, but we do have a memo that you all should have in front of you as well regarding this topic. Just real quickly, basically, what it talks about is feature station locations and that will be very important to coordinate where their EMS and fire stations will be located, as there is going to be some jurisdictional issues that need to be worked out anyway, some coordination issues that need to be worked out with the county line being there, a state highway being there, and just those fire station locations. Also, they state in their memo the need for frontage roads. We believe that's very important, not only for emergency access, but for circulation in general, so we definitely support the fire department in their memo and their comments that they have made. A couple of their comments are for consideration as this project moves foruvard. They talk about building height, fire flows, those, type of things. This is not at that level yet, but certainly we will file that away and bring that back out when we get to design and construction. The other thing real quickly. Did receive a letter from Mr. Ed Jenkins, too. You should have a copy of his letter. Mr. Jenkins lives on the southeast comer of U.S. 20-26 and McDermott Road and his main concern is access to his property. He's right where an interchange is proposed to go. So, obviously, he doesn't want his access to be right at an interchange, you got to send them back and what the preferred alternative shows to do. Let's see if I can find him real quick. His property is right in here. I think it's somewhere about half of the property is being used for the interchange here. The access, then, back to those property is all the way back down to the mid mile and back to McDermott that way. So, he lives on a very long cul-de-sac. His bigger concern is longer term and our future land use designation of mixed use here and if there is not adequate access to that parcel for mixed, he has some concerns about how viable that is. Again, I hope you have his letter. I will be working with him. This plan is not meant to be -- particularly the frontage roads are not the end all, be all of the network -- roadway network system in this area, we will further look at our plans for where collectors should go, access to parcels, cross- access, and reevaluate those as -- in the bigger system. But I have been working with Mr. Jenkins and wanted to share that -- he asked me to share it with you, so I have provided you a copy. So, now with that I think I will stand for any questions you may have. Rountree: Questions, comments, for Caleb? Caleb, to start, we have indicated in the letter that our preferred alternative is 2-D and it's consistent with our comp plan. If -- other alternatives that are being proposed are not consistent with the comp plan, I think it would be well to point that out, because I think that's a significant factor in the decision making process. In your point about the fire department's comments, I think we tried to weave in their comments that are consistent with -- with the environmental document and keep the comments that relate to future development that may occur out there for a later date. Given that this is a process that resulted in multiple alternatives, at the same time we were doing comp plan update and/or expansion of our impact area, not knowing which alternative might come to fruition and we still don't. We will have to make those accommodations and change once they -- an alternative is selected and initial acquisition starts. So, it may well be that a number of those land use classifications or designations might -- might change and access to them certainly is going to be something that will be worked out in finer details of design, right of way Meridian City Council Special Workshop Meeting July 21, 2009 Page 22 of 60 negotiation and acquisition and ultimate work that we do with the resultant project and adjacent properties to incorporate that into our Comprehensive Plan in a final form. So, anybody have any comment they want to make on the letter or with those changes I suggested? Hood: Mr. President, can I maybe just address those in maybe reverse order, so the last one -- just to let you know, we are right now working on putting together a public participation plan for northwest four square, six square area, we are kind of working on that, where the boundary's going to be. We will this fall be kicking off something to -- hopefully arecord of decision will be issued by that time and we kind of know where 16 is going to land, then, we can reevaluate our future land use map and say what does work, what should we look at, what do you as stakeholders envision for your property and we look at that whole access, cross-access. We do -- you know, with 20-26 being a limited access facility and State Highway 16 being a freeway, essentially, with every one mile under-over passes and interchanges, we don't really want to compromise those, looking at sections and how they get folks around, and so we will be doing that, just to let you know. The fire comments, just for clarification, then, do you want me to include -- so the ones that are related to future development, leave those out -- the first two really are -- I mean they are not the same language, but they also support 2-D. The frontage road stuff I guess would be the one aspect that isn't probably highlighted enough from the fire department's perspective in here. Is there anything else on those other bullets that -- Rountree: No. Hood: Okay. And, then, finally, the first one that you brought up, I do call out in the second paragraph there construction away -- so it's on the fifth line down, construction away from McDemott Road, as shown on altemative two, will result in a strip of land in Ada County between McDermott and the future Highway 16 expressway. This area would not be desirable -- so, I mean I do touch on that. I can certainly highlight that more, that we really don't like that altemative -- Rountree: Just say it's inconsistent with our comprehensive planning and goals. If that's true. And I believe it is. Hood: Yeah. And it does -- it does say that. It goes on to say -- which is inconsistent with the city's Comprehensive Plan policies and future land use map. Rountree: I didn't get that part. Hood: I didn't know if you wanted something else or another -- to beef that up a little bit more. I can certainly add the fire comments and make those changes and have it back in the morning, if there is anything else. De Weerd: Mr. President? Meridian City Council Special Workshop Meeting July 21, 2009 Page 23 of 60 Rountree: Madam Mayor. De Weerd: I guess, Caleb, we want to get everyone's signature on it so if there is any chance you can -- Hood: Sure. F. Distribution of Available CDBG Funcls for Public Service Projects: Rountree: Questions? Comments? Thank you, Caleb. We will see you shortly. Next item on the agenda -- if I can find it. Matt Ellsworth, distribution of CDBG funds. Ellsworth: Thank you, Mr. President, Members of the Council, Madam Mayor. In particular, yeah, the use of funds that we are contemplating this evening is the public services component of the CDBG entitlement for next year. The overall program year 2009 CDBG entitlement is just under a quarter million doliars, 250,000 dollars, of which HUD regulations allow entitlement communities to spend up to 15 percent for public service projects. Those are typically direct service oriented activities. They are administered by sub recipients. So, at a previous City Council meeting Council directed staff in the original draft for the upcoming program year's CDBG action plan to allocate the full amount available to that sort of project and what staff essentially did is put a space filler in next year's action plan. The total amount that's set aside in the plan is 37,490 dollars. That's the maximum amount that the city can spend on public service activities next program year. In addition, earlier on in the process of drafting the upcoming year's action, staff solicited applications from public service providers to allow an opportunity for them to identify different needs within the community to propose solutions to those needs and to allow the city to engage a little bit indirectly in providing assistance that's needed to meet some of those needs, to work with our nonprofit service providers toward the goals of the CDBG program to align those with the city's goals. The city received in response to that request application for three activities from two very qualified sub recipient entities. The first application was the Boys and Girls Club, who propose an after school transportation program that would -- that would transport students from Peregrine Elementary, from Meridian Middle School, and from Meridian High School to the Boys and Girls Club to engage in the after school activities that are already offered over there. The total amount of that request is 17,000 dollars. The second entity requesting CDBG assistance for next program year is the Meridian Food Bank. The Food Bank has two sub requests within their overall request. The first one is a continuation of assistance that they are currently receiving though the CDBG program, that's for general services. They are purchasing food, taking a look at purchasing the necessary equipment they need to sustain their operations, that sort of thing. The second component of their request is for the Backpack For Kids program, which -- which members of Council and the Mayor are familiar with, that provides -- provides backpacks of food to underprivileged children to bring home with them over the weekend to make sure that they can -- they can receive the necessary nourishment they need when they are not at school. The total amount of the two sub components of Meridian City Council Special Workshop Meeting July 21, 2009 Page 24 of 60 the Food Bank's request are 50,401 dollars for general services and 16,120 dollars for the Backpack For Kids program. So, to add it all up there, what is before City Council this evening is a grand total of 83,521 dollars worth of requests that the city needs to figure out best to either make the 37,490 dollars spread to meet all those needs or figure out how to pair those requests back in order to make it work within the amount of funding that is available. Where we are in the process overall, the draft that I mentioned previously is currently out for public review. That's set to come back before you next week coming up here on July 28th, at which time City Council will consider any comments received, along with the draft prior to finalizing the document draft and sending it on to HUD. So, again, the direction the staff seeks this evening is for Council to determine how to spend the available 37,490 dollars of available assistance on public services projects. In your memo that's in your packet this evening staff gave a brief rundown of what we discussed here this evening, along with the recommendation. Before we go into any of that, though, here with us this evening are representatives from -- from the two entities that submitted applications for -- for use of these funds and, first, I just want to extend my thanks to both of those organizations for both your work as subrecipients in the current program year and also for the quality of the applications. It's -- it's a tough decision to have to make, but it's encouraging to see the nonprofit community in Meridian step up and propose these great solutions to the needs of Meridian's citizens. In addition, Mr. President and Members of Council, Madam Mayor, if schedule permits, I thought it might be helpful for you in making this determination this evening to allow the representatives of these entities a couple moments to come up and brush on the high points of their applications prior to -- prior to giving staff direction as to how best to use these available funds. Rountree: Any questions or comments for Matt? None? And, Joey, do you want to start? Braga: Good evening, Madam Mayor and Members of Council. My name is Colleen Braga, I'm the executive director of the Boys and Girls Clubs and you all know Joey, the director of our Meridian Club. Thank you for the opportunity to come and talk with you tonight about this very important program and thank you very much for allowing us to apply in the first place. We really appreciate that. I also want to thank you for all the past support we have received from the city. Had it not been for the city's help in getting our club started, we would not even be able to stand before you today looking to expand what we are doing. So, I do want to acknowledge that we have appreciated everything that the -- that the Mayor and the Council has done for our organization. We have helped to serve -- in the seven years that we have existed I ran a report today, 3,888 kids in Meridian in the past seven years. This year alone we have got 1,217 members and that's -- we are. only in July. So, we are anticipating probably 1,500 members before the end of this year. We respectfully ask for your consideration of a 17,000 dollar grant that will -- for help -- that will help us provide daily after school transportation to primarily low income children who attend Peregrine Elementary School and will also allow us to safely transport kids who attend Meridian High School and Meridian Middle School, especially during the winter months when walking to the Boys and Girls Club or riding their bike can be particularly hazardous. A transportation program to serve Meridian City Council Special Workshop Meeting July 21, 2009 Page 25 of 60 Meridian kids has been one of our top priorities in the last -- at least five years and in -- we have, actually, purchased a 60 passenger bus in anticipation of getting a program started. What we lack is the funds to actually run the program to provide the driver and all of the associated costs within insurance and all that. We believe that through this program we can serve a total of 120 youth. They would be able to take advantage of the program on a daily basis, 60 from Peregrine Elementary School and 60 as a combination of the middle and high school students. Our cost estimate of what the 17,000 dollars will do, it will cost the city 71 cents per day per child to bring them to the Boys and Girls Club and they will be there -- they can be there after school from 3:00 to 8:00 p.m. They can be there 40 weeks a year, five hours a day. We chose Peregrine, because of the low income population served by that school. Forty-six percent of the kids who attend there qualify for the free or reduced lunch program. Sandi Scheele, the principal there, submitted a letter of support. She has -- in particular, she has been very vocal about the need for after school programs for the students who attend her -- her school and decided that the lack of transportation is the main barrier. And to support that, we have -- we look at our numbers. Right now we have about 56 kids per day coming to the Boys and Girls Club who -- who are students of Peregrine Elementary School. That is because they have transportation to the club. In our after school program we serve an average of only 14 per day and in polling our parents as to why their kids aren't coming to the club after school, the answer is very simple, they do not have transportation. We chose Meridian Middle School and high school simply because we do have a large population, particularly from the middle school of kids who have to get to our club each day. Matt Ellsworth was very candid in telling me that his -- what his recommendation would be to the Council and I really do appreciate his candor and respect whatever decision the Council comes to in this matter. If in the course of the decision you decide not to fund the Boys and Girls Club, we will certainly understand that, because you have been very generous to us in the past and -- and we know that there are other organizations serving -- serving critical needs. Matt shared with me his reason for his recommendation as that he felt that the other organization served a critical need and basic needs and I would just say that if you polled the families who would be served by our transportation program, that they would, indeed, believe that we are -- this program would be fulfilling a very critical and basic need. And so I brought Joey with me today, so that he can tell you what some of those kids can experience once they are at the Boys and Girls Club. Joey. Schueler: Thank you. Madam Mayor, Members of the Council, it's fitting that we are here with the Food Bank, because I love that organization and we try to get our kids involved, too, because getting the basic needs is so important and that's a big part of what we want our kids to understand in the future here at the Meridian Boys and Girls Club. The reason I'm here is I guess to explain that question why transportation to Boys and Girls Club from Peregrine. I believe families now more than ever need a Boys and Girls Club. Peregrine Elementary is one of the highest free reduced lunch school sites in the district, as my boss mentioned. Kids in this demographic are more likely to go home to an empty house. They are more likely to not receive a nutritious meal and not get assistance with their homework. They are left unattended, a lot of them, and I have spoke and I do poll -- I'm one of the people who calls the Peregrine Elementary parents, Meridian City Council Special Workshop Meeting July 21, 2009 Page 26 of 60 because we set a demongraphic of the kids who are attending less frequently in a three month span and we call those families to ask them what's going on, you know, we missed your kid, you want to come in and 99 percent of the time, there is very few instances, other than we can't get them there. We are at work, that's why we need you guys. So, you know, we offer programs every day that service the needs of those very families who need it. We give them free meals, which is a healthy start. Okay? We give them a place. We give them caring adults. We give them opportunities to serve at places like the Food Bank, Rake Up Meridian, the Old Town community clean up, where we actually designated I think 345 around the area to the area to the food bank for -- which is giving our kids that chance to realize you give those dollars to the community, you're helping your community and that's helping you. Okay? So, we are giving them that and we are giving them marketable skills. A prime example is our youth of the year state winner from Meridian, Idaho, that represented us at Anaheim, California, last week, myself chaperoning. I was very proud of her. So, we are giving them five things -- five things that this Council agrees to be very important. Meridian's Promise stands for those five promises to youth and we want to fulfill that and your funding would help us do that. And we are also very excited, incidentally, to offer a free dinner program this fall and we hope to offer that every day to ever child that comes into our building, including parents, for the entire school year. So, when they are not in school they can still get a nice warm meal and we do a great job. So, I just want to emphasize that for right now in this economy this -- your money -- any dollar you designate is well spent at the Boys and Girls Club and is an investment over time. This is not a one day thing, this is years. These are the future supporters for this very city that we are trying to raise here. Thank you. Braga: Do you have any questions for us? Rountree: Any question for Colleen or Joey? De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: I guess my question is if the 17,000 dollars were granted towards this program, will it be sustainable? I mean this would be a one year gift or grant. What would sustain that for future years? Braga: Well, that's a very good question, Madam Mayor, and we -- this -- like I said earlier, this has been a priority for our clubs and we have already made steps to get it going. This would just give us a jump start that we need. As you know, we are always seeking funds for a lot of different programs and a transportation program is right now very high on our priority list for grant funding and when we do our fund raising from individuals and all those. So, I think this gives us a chance to get the program started, to show some successes, to get -- to be able to show the outcomes, so that we can secure the grant funding that we need to continue this. Because we have actually tried -- you may know this. We have tried in Garden City to charge families, because we got Meridian City Council Special Workshop Meeting July 21, 2009 Page 27 of 60 the program, we saw that as the most critical need for transportation and with the families that we serve, no matter what we charge it always seems to be too much and, really, the spirit of the Boys and Girls Club is we -- we believe in serving the kids who need it most and, unfortunately, those families are not the ones who can afford to pay monthly fees, so -- De Weerd: Thank you. Rountree: Further questions? Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I'm clear on the need to transport kids -- transport kids from the schools to the Boys and Girls Club. What happens to them at 8:00 o'clock? Do you transport them -- Schueler: I wait until their parents show up usually. Zaremba: Okay. Schueler: They pick up -- Zaremba: They are able to -- Schueler: Most people are -- can make that arrangement and, you know, you get a few stragglers every now and again, but we always get them home and we are not authorized to leave until they are safe. Braga: Yeah. I think our Hitch is really the children of the working poor. So, it's typically parents who are at work and by enrolling their child, they know that 8:00 o'clock is the time we close and that's the time they need to be picked up by. Zaremba: Follow up. So, that isn't part of the plan that the bus is also going to take them home from the Boys and Girls Club? Braga: No. No. Zaremba: Okay. Braga: Unfortunately, we can't do that. Zaremba: Okay. Rountree: Any further questions? Meridian City Council Special Workshop Meeting July 21, 2009 Page 28 of 60 Bird: Mr. President? Rountree: Mr. Bird. Bird: Have you checked with the school bus -- they don't have any routes that -- from middle school or from Peregrine that would come by? Braga: No. Schueler: I have met with Principal Scheele on numerous occasions. We have actually tried finding any way to do this in previous years with Peregrine, even just with our van and a few kids, and so we have exhausted our resources in Peregrine with the school providing that transportation. You know, I have my own opinion about busing -- being able to list us as a drop from the schools, but that seems to be a mute point, because in the state they don't -- they don't reimburse schools for busing to the Boys and Girls Club yet. But one thing I am aware of, there are other schools that do have that, but It's always on preexisting routes. They can't extend routes, because that extends budget, so -- but, unfortunately, Peregrine does not have one in the proximity of our club. Rountree: Further questions? Comment? Thank you. Braga: Thank you. Rountree: Dan, you want to -- and I really and truly hate to pit you two against one another for this, because you're both so worthy of recognition and praise for what you do, but we have to figure out some way to slice and dice this. So, thank you for your time. Clark: I don't envy your decision, Madam Mayor, Members of the Council. I didn't quite know what Matt was going to bring me in here for tonight, so I wasn't as prepared as those guys. But I think most of you know, you know, what we have been doing. We have been -- for ten years we have been working this little food bank that started out with just one person in a little tiny house to where we are now and thanks to all of you. You know where we are. You have been a big part of that and I appreciate that. You have helped us a great deal. Brandy, our director -- she hates to come up here. She -- she has indicted to -- her and I -- or a number of people, and we were going through all the numbers. We have determined -- or she determined today that so far this month we have fed 1,600 people and last month we had a record of 2,200 people. So, we are well on our way to meeting or beating that. We have given out over 500 food baskets. Last month it was 700. So, with still this many days left in the month, there is a good chance that we are going to feed more people. We are averaging about 6,000 dollars a month of our -- of buying food, basically, at Albertson's or Walmart or where ever it is we have to go to buy food and we have been and always have been a donation based organization. We are -- we have no -- no income, other than begging and pleading and whatever we can come up with. We get some good opportunities from some of the Meridian City Council Special Workshop Meeting July 21, 2009 Page 29 of 60 schools that give us little food drives throughout the course of the year. The post office food drive that we had back in May, we were able to get 16,000 pounds of food, which we have gone through pretty much already and the need is so great, it's just there, and it's just -- it's getting worse and I think until such time as you no longer need it, it's going to continue to grow and when you no longer need us, then, that will be a good day, you know, but it will be a long time I think coming. As for the backpack program, which is probably one of the faster growing little programs that we have, we just tried it out last year just to see what kind of impact it would have. We didn't know for sure whether Idaho Food Bank was going to have a backpack program and we found that they didn't and, then, we started one and we found out they did, so -- so, we fed -- we had 60 children max, but throughout the entire school year we had up to 60 children every week that we were -- and a lot of them were the same children every week, too. But we anticipate next year that growing and, like Peregrine, they were talking about we supply backpacks to Peregrine and -- which it's just a need that's there and we just welcome the opportunity to do it. So, we have got a little place set aside in the Food Bank that's just for the backpack program, so -- it's going to cost us several thousand dollars, probably, to keep that program going, but, again, you know, we just -- we just hope that the money comes and it always seems to come, so -- and I do appreciate, you know, what you have all done for us and we are going to keep it going. Thank you. That's probably all I know. Rountree: Any questions? Hoaglun: Mr. President? Rountree: Brad. Hoaglun: Dan, you or Matt, Backpack For Kids program, that's -- the community's also involved with that -- Clark: Uh-huh. Hoaglun: -- because I think there was some things done at City Hall that was food and other organizations in the community also provide the actual backpacks with food -- Clark: Right. That's true. Hoaglun: -- to supplement that. Any idea on what -- how much that -- where that -- the amount that the community gives versus what you're giving? Is it 50/50? Is it 60/40? You know. Clark: Well, the community -- I think it was just before the end of school, I think, we ended up with a couple of pickup trucks full of food that came from here and that's -- that's probably not as much as what we purchased, but it's a lot, and it went a long way. We have a buyer for the Food Bank, that's all she does is just goes out and finds the best deals, but she's buying for the backpack program, so she's getting all of those best Meridian City Council Special Workshop Meeting July 21, 2009 Page 30 of 60 deals as well. So, we can get a lot, based upon how effective she is and it's really been working. But in answer to your questions, Bradley, the -- I venture to say probably with the size of those two pickup loads I'd say, yeah, there was probably 50/50, I would think. But there was a lot of food. There really was a lot of food that came over from here. Hoaglun: Thanks. Rountree: Any other questions? Thank you, Dan. Clark: Thanks. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: I guess I'll kick off the discussion. The City of Meridian, the Mayor's Youth Advisory Council, our faith ambassadors have had an opportunity to work with both these programs and certainly I see the value of the Boys and Girls Club in serving out kids and making sure they are fed during the week and the Backpack For Kids, making sure they don't go hungry on the weekends, we have a commitment, certainly, to the youth of our community and will continue to partner with the Backpack For Kids program through the MYC and I would imagine through the different churches that not only participate in the Backpack For Kids, but also in the Food Bank itself. I would like to see a split between the two programs and I do realize that on the Meridian Food Bank general service side, that we serve more than just Meridian families out of the Meridian Food Bank. Peregrine will serve Meridian families. The Backpacks For Kids serves the Meridian School District. So, it's not exclusive just to Meridian kids, but I think it's pretty close. So, I would like to at least lend my support to splitting the support between the two programs and first focusing on our -- the youth of our community and certainly making sure that we do all we can to continue to partner with the Food Bank in meaningful ways. Rountree: Madam Mayor, just a question. And how would you propose to split that? Put you on the spot. De Weerd: Well, I see there is 37,000 dollars and so -- and the Boys and Girls Club are only -- are requesting 17, so that 17,000 will go to the Boys and Girls Club and 20 to the Meridian Food Bank to have them determine the Backpacks For Kids and the general service split. Rountree: Other comments? Bird: Mr. President? Rountree: Mr. Bird. Meridian City Council Special Workshop Meeting July 21, 2009 Page 31 of 60 Bird: I would agree on splitting. I don't -- all the programs are very very worthy of it. I wish we had more money. Backpack For Kids I think is, in my mind, the most important thing going. There is a lot of these young kids over the weekend don't get much food. I would -- I would go with the 17 for the transportation, 16,120, for the Backpack For Kids and the remaining 4,000 or 5,000, whatever it is -- my math isn't working that fast right now -- go on into the Meridian Food Bank and, then, just continue to help in all we can -- every way we can. That would be my -- I think we have to -- I think we definitely have helped the -- myself, I believe we have to help the two childrens programs. Rountree: Other comments? Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I agree with what everybody is saying, that it's tough to have to split the baby here. They are both very worthy and I wish we could give a whole lot more to both of them. I do support the idea of the Boys and Girls Club's participation and receiving funds out of -- out of this amount and I feel that for the same reasons everybody else does, but also to repeat something that I think Joey said, is that they are feeding kids as well. I mean their work takes some pressure off of the food bank and also they help the Food Bank as well. So, to agree to help the Boys and Girls Club does not equally penalize the Food Bank. There is Food Bank benefit there as well. So, I would support the 17,000 to the Boys and Girls Club and along with the Mayor, I would let the Food Bank decide how to allocate the rest. I think that's what she said. Hoaglun: Mr. President, just to give you a little insight into my thinking, I see it just a little different, but -- I mean we have got two very outstanding programs that this community is fortunate to have and we certainly need to expand. I looked at it as listen to the presentations that there is certainly a need and the Boys and Girls Club will be serving low income children who cannot get to the facility, because their parents are working. And what I see the Food Bank serving is people who may be working and they can't make ends meet, but they are also serving people who don't have a job and that, to me, is the greatest need is that is the ultimate safety net of food for families who may be going without completely. So, that's how I saw that between the two -- two entities. Certainly worthy and if you want to split the baby on this one, I'm certainly not opposed to that, because as I looked at it, to me what is the -- the most foundational safety net that we can provide to the citizens in need and that is food and no -- Boys and Girls Club will provide food and other activities that are certainly certainly needed and I think there is greater benefit than just the food and the home work. It keeps them out of trouble, too, for those hours that their families are not there, but -- so, that's what makes it so hard. But that's what my thinking was coming from and I'm looking at going more with -- with the full funding to the Food Bank to provide that and even that's not enough for the need that I'm afraid we are going to see increasing for many months to come for -- for quite some time. But if we do split the baby on this one, that's fine, and we just need to keep working and finding ways to fund both programs as we go along, so -- Meridian City Council Special Workshop Meeting July 21, 2009 Page 32 of 60 De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: Just a follow up. I do know there are kids at the Boys and Girls Club whose families are unemployed. This is a place were the kids can come and be fed and both in the summer I believe it's breakfast, lunch, and I hear there is going to be a dinner program available to the kids and their families. So, it is a different approach. I believe some of these kids go there, rather than going home if their are parents there, but they go there for the -- the friendships, for the safe place caring adult environment as well. So, I see that these are not cross-purposes. Certainly these two organizations have the same mission in serving those that -- that need to be sewed and appreciate what both organizations are doing. Rountree: Matt, a question. And I'm sure you have done this, but I just want to make sure that it's been done. It seems to me that we are talking -- we are talking about the public service funding percentage that the CDBG program provides, but it also provides programs for economically depressed area and that sort of thing. Have we fully explored the potential for funding out of the rest of the program, particularly in an area such as the Peregrine school boundaries where we have an economic indicator there that there is something going on and we need to address it. Ellsworth: Mr. President, Members of the Council, Madam Mayor, as far as rejuvenation of economically distressed areas, you can get toward that end in one of several different ways. The most typical way that entitled communities do so is by making the link between certain census block groups and those areas. Peregrine Elementary falls outside of that -- that free census block group geography that we have discussed in the past, but centered around -- well, it's in between Linder Road, Locust Grove, Fairview Avenue and Franklin, jogging up to Pine as you continue to the east. So, Peregrine, in general the school service boundary there, is outside of that area. The other piece of the puzzle is the nature of the service provided. It's -- it's sort of its own separate -- separate category, the public service of the component of the CDBG program. The more conventional uses of CDBG funds are -- are construction oriented projects, they are less direct service to -- to areas, things like park improvements, infrastructure improvements, things of that nature, and because that does constitute the bulk of the program is why HUD has mandated the cap at 15 percent of a community's overall entitlement year after year to go toward those uses. Rountree: Thank you. Having heard that and it appears that we have been through the weeds of the regulations, I don't disagree with what I have heard. I don't like the idea of having to split this, but my rational is is that on one hand if you go all the way to the Food Bank you still don't meet all their needs. On the hand, we can complete a program -- the question of sustainability is still there, but we can complete the program request that the Boys and Girls Club go. So, I'm inclined to move that direction. I like the idea of the Backpack program. I think it's been successful and my sense is that if Meridian City Council Special Workshop Meeting July 21, 2009 Page 33 of 60 we do split it, I don't know that we necessarily have to mandate that it go there to the food bank. I think they probably see value in that program as well. I would hope that we could continue to support both of these groups better than we have in the past. Not that we haven't done a great job. I think we have done a great job, but it just -- it's just taking more and more and more all the time. So, I'm hearing general consensus that we ought to split it. I'm not sure that we need to split the numbers. Head one way or another -- folks, are you in general agreement that we fund the 17,000 dollar request for the Boys and Girls Club and the balance of some 20,400 dollars go to the Food Bank? Hoaglun: Mr. President? Rountree: Mr. Hoaglun. Hoaglun: I just want to let you know that, yes, I could support something like that. But I also just want to disclose -- I'm a member of Valley Shepherd Church, which has the Compassion Ministries Centers which runs this. I'm not a part of that particular group and I see this as a Meridian Community Food Bank, so my decision on this is not based on my membership, but -- but I can support doing that amount. Rountree: Thank you. Any other comments? Do we need a motion in that regard? Ellsworth: Mr. President, Members of the Council, Madam Mayor, I do not. What I will do based on that direction is -- is put some detail to the -- basically the space holder that currently is in the draft action plan that will be up for consideration next week. Again, next week I will fill in some of those blanks in the action plan. It will be back before you for -- for your formal deliberation. Also, might have any comments that we receive between now and then. So, formal action will be up for consideration next week. Rountree: So, for the record, this is not a done deal, this is just to articulate in the action plan what we think -- how we think we would distribute those funds. Ellsworth: That's correct. Rountree: But still looking for public comment. Ellsworth: Yes, sir. It's still a draft. You're just providing staff with the direction needed to complete that draft. Rountree: Thank you. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: Just to remember -- or remind Dan, I'll continue my sponsorship next year. And I would challenge the Council to do so as well. Meridian City Council Special Workshop Meeting July 21, 2009 Page 34 of 60 Rountree: Thank you, Mayor. De Weerd: You can sponsor a backpack. You pay me later, right? G. Weed Abatements of two properties: 3273 N. Elmstone Ave., Meridian $225.00 4656 Station Place, Meridian $240.00 For a Total of: $465.00 Rountree: Before it gets too much here, let's move on to Item 5-G, weed abatements. And, chief, you're going to talk to us about those? Lavey: Yes, I am. Mr. President, Madam Mayor, Council, it's my understanding that you didn't want to hear anymore of these ever again and that they are supposed to be on the Consent Agenda and I am not prepared to talk about one of them today, because once I saw that they were on the department reports, I started to solicit information and was not satisfied with what I was getting, so I am going to request that we postpone them until next week. I can talk about one of them, but not the other. Rountree: So, you want to continue them both? Lavey: Until next week. Rountree: Okay. We can do that. Holman: Madam Mayor, Members of the Council, Council President Rountree, in the future do you want, as these come forward, do you want the clerk's office to put those on the Consent Agenda? Rountree: That would be my preference. Bird: That would be mine, too. Lavey: Is there a dollar amount that you might want to see them in a department report or some sort of direction? De Weerd: I would like your sign off, so just like -- no, not to hold you in blood accountable to it, but like you have asked to postponed this, because you're not satisfied with the information you have, I want to make sure -- Lavey: Okay. I understand what you're saying. And as it stands right now on one of them, there was three addresses and two of them have complied and one hasn't, but when I went back to find out the information, the person that has the information is on vacation and so I'd feel more comfortable doing a little bit more digging first. And as long as -- it's kind of like some of those other ones we were discussing this last week, Meridian City Council Special Workshop Meeting July 21, 2009 Page 35 of 60 as long as I feel comfortable with it and it gets on the agenda, I have seen it, so -- and I guess with the new agenda manager that's easier to regulate as well. Rountree: Very good. Thank you. Lavey: Thank you. Rountree: Do we need a motion to continue that? Lavey: I don't believe we do. Rountree: So, we will see it next week. Lavey: Yes. H. Mayor and City Council Compensation Discussion Rountree: Next item, compensation. Item H. Mayor and City Council. Bill. Nary: Thank you, Mr. President, Madam Mayor, Members of the Council. I'm going to hand out the -- the presentation is on your packet as well. Okay. Madam Mayor, Members of the Council, this is a -- a presentation on the compensation. We have discussed it a couple times. We discussed it at the -- we discussed it at the budget hearing as well and there was a couple of points I wanted to make to you, so we can get some direction. We need to bring an ordinance back in front of you if there are changes to be made to the compensation either for the Mayor or the Council or both. Okay. All right. So, we can talk about -- let's see. Okay. All right. There we go. Let's start here. There we go. All right. First, compensation 101. All the city positions that we have, all employees, including the -- all of you, are classified by times and levels in our system and, basically, each year human recourses reviews all of those positions for four things and these are things that are normally brought to you -- some through the budget process and some are through the base budget. Those are market adjustments, basically, what that is is a change in pay for class of positions based upon some common factors. So, those are things when we look at the local marketplace for engineers, for example, and we look at where. our engineers are situated in our matrix of positions and whether that pay is commensurate with what the local market would bear if we are going to be hiring engineers or planners or wastewater operators, firefighters, police officers, whatever. So, what we do is we take the entire matrix annually and we look at increasing it to stay current with the local marketplace. This particular year, based on our budget, based on our concerns with the economy, we recommended that we -- that we move the -- we not move it any percent this year. So, remain static for our budget in regards to our matrix for times and levels. In the past we have moved it up three percent. When you have moved up the budget three percent, we would move up the matrix three percent. This year we decided not to do that. Back in '05 and '06 we were establishing the times and levels chart, so we didn't move the matrix up at that time, but we have for the last three years. The equity adjustment basically is a change Meridian City Council Special Workshop Meeting July 21, 2009 Page 36 of 60 in pace for one position or a class of positions and what we do is we evaluate is this individual being paid incorrectly based on the work that they are performing in relation to other people who perform that type of work or are these positions being underpaid or overpaid in relation to the type of work you're doing in relation again to the marketplace. We have to look at the Equal Pay Act, which does require that we pay equal pay for equal work. We can't discriminate against folks. We also look within the budgetary guidelines of the department and what they have and whether or not they can afford to move these positions if we need to do something out of guidelines, then, we have tried to stay within ten percent of the current wage of the individual employee if we are moving them. It may take us two budget years to move people that need to be moved, because somehow they were hired too low or the market has grown or changed rapidly in the period of time they have been here and the -- the normal merit increases that we have done over the past few years isn't sufficient to move those people where they should be. And, generally, these are going to be our professional licensed positions, engineers and things like that. Again, they all require the Mayor's approval. So, two different things that we look at when we are trying to evaluate what compensation is for the individual employees. Next are reclasses. These are where we take one position and we look at what they have been doing and what happens, because we are a small organization, sometimes we hire folks to do one job and because of our need and we don't grow our workforce greatly, we may sometimes evolve them into something else. We may find they have different skill sets, we may find different needs that we don't have the same need for what they were hired for, but they have a different need in the department for something else and so we may reevaluate and, then, determine their doing something different, something that may be more complex, something that may be drastically different in skills and we will analyze that each year. The departments will ask us to look at that for these individuals. Sometimes a position moves up or down in our matrix. Their pay may or may not change. Sometimes a person may be reclassed and they are already making -- for example, our times and levels are alphabetical, so they go from level A to level O. They may move from a level D to a level E, but they are already making within the band of level E, therefore, they don't get an increase just because their job has changed. The last is merit. The merit pool each year, we survey the market, we look at other Idaho cities, we look at our budget, we make a determination as to what's equitable to put into a pool for our merit program and we have discussed our merit program a number of times, so I'm not going to go into that, but this particular year, because of our budget and because of concerns with the economy, the recommendation was that we not have a merit pool this year, so we would have zero percent. We did recommend in the budget workshop that we had a one percent across the board increase this year for employees in October and, then, an additional one in April. And that, again, to sort of address the economic times that we have in regards to the merit pool. Didn't mean -- didn't mean we didn't address the others, because this year we still made evaluations for reclasses, we still made evaluations on equity and we still made evaluations on market. We just didn't make any additional monies to the merit pool. In the past couple of years we have done four percent. In '07, '08 and '09 we did five percent and the previous years before that for merit. So, what's different? With the Mayor and Council we have a city code that requires we have an additional step, which is the compensation committee that we have Meridian City Council Special Workshop Meeting July 21, 2009 Page 37 of 60 talked about before. The state code also requires that we have to do this by ordinance and they can only be visited every election cycle. So, every two years. So, it's a little different for you folks as it is for everybody else. Everybody else we can review annually. Elected officials we can only do it every two. Everybody else we can look at all of those different factors and with the elected officials it's a little different. So, we have a committee, as we have talked about before, and members of the committee were made up of local business leaders, people that were active in our community in various capacities, some members that are on our commissions, members of business -- or of business owners in our community, as well as a former Council member Christine Donnell. These folks came together for a number of meetings that we had and evaluated a variety of different subjects to come up with a recommendation and here is what they reviewed. They reviewed the Mayor and the Council compensations for the cities of Boise, Caldwell, Coeur d'Alene, Jerome, Kuna, Lewiston, McCall, Moscow, Nampa, Pocatello, and Twin Falls. Those cities all have varying types of governments, varying size, but it is a comparison and that's what they were looking at. They, obviously, weren't looking -- they are real apples to apples on every circumstance, but they were at lease a comparison that they felt was a benchmark they needed to look at. They looked at the City of Meridian employee compensation for this year, as well as past years. What type of ones have we done for market and equity and merit over the last three to five years. They looked at trends in compensation for both mayors and city councils versus other employees in our city, as well as others. Compensation for the Mayor, since the Mayor position became full time, that's a unique situation that we have in Meridian. It's not as common in the other communities. They may have had a mayor position that was full time for a longer period than Meridian had. So, they looked at how that has evolved over that time. They looked at the current number of employee that we have today versus the current number of employees when the Mayor's position was made full time. They looked at the number of citizens in Meridian from the same time period. They looked at the highest paid employees. They looked at the number of direct reports for the Mayor and their salaries. They looked at the trend in growth and the complexity of the Mayor's position. As the position has grown and the requirements have grown and the expectations have grown, what's the compensation and how does that relate. Again, so the change in the Mayor and the City Council's compensation can be based upon the market which may be on what other mayors make. It may be based on equity, again, in relation to what other elected officials or what other positions of senior management, CEOs, other cities, how their compensated, whether it's a city administrator. Here where our Mayor is the city administrator, where they have a city manager in some of our cities in our state. They can look at reclasses under our state code. You can look at that again, how the position evolved or changed. You can evaluate that. But merit isn't allowed. There isn't any merit that's allowed for an elected official in Idaho and the reason is is the mayor -- the second bullet here. The mayor can't evaluate the council and the council can't evaluate the mayor. That's not how it works. The Idaho Code only allows adjustments for elected officials every election cycle. The compensation has to be set by ordinance. And we can't put in a factor that includes a merit type of evaluation. So, that's the separation of powers that we have in our state. So, merit is prohibited. So, here is what the committee looked at. They looked at the Mayor's salary over the period of time Meridian City Council Special Workshop Meeting July 21, 2009 Page 38 of 60 since the Mayor's been full time and so these are calendar year, that's why it's CY, not FY. Calendar year '01 the Mayor's salary at that particular time was 20,000 dollars -- 20,004 dollars. Then, in '02 when it was made afull-time position -- actually, in calendar year '01 to begin in '02, the salary was moved to 55,000 dollars. And the reason highlighted that in red is this was what was probably the most significant to the committee and what was driving their recommendations, which are down below, is that you have, essentially, '02, '3, '4, '5 and '6 -- so five years that the salary wasn't moved at all. And so -- and up until '07 we never reevaluated the Mayor's salary and whether, again, it was commensurate with the work that was done or being done or expected, what the complexities of the job had become. And so it was moved incrementally '07, '08, '09 up each year, not based on merit, but based on the job, the market, the equity and the complexities of the job and that was the basis of the recommendation by the committee for calendar year '10 of 76,350 and, then, calendar year '11, 82,500. And their reasoning for that was their target and their belief was that the Mayor position compensation to be reasonable based on all of those three factors, market, equity, and reclass, was 82,500. They recognized that that was a significant jump for our city to move from one -- calendar year '09 to 82,500. Basically, they split -- the split the difference between those. So, that's why there is an interim amount. So, that was the basis of their recommendation between the current year and the next two years, again, by ordinance, that's the only impact you can have is over the next two years and, then, you can revisit it again in 2011. Council's salary, they looked at that one as well. Again, Council for a period of time from '01 through '06 was 5,000 dollars annually. '07 it moved to 9,000 dollars annually. There was a recommendation to move it to now 10,500 and, then, 12,000 in calendar '11. That was the same reasoning as well from the committee that they felt the adequate compensation, the fair compensation for Council members would be 12,000 dollars, but, again, recognizing that was a large gap to make up in one year and they recommended it in two steps and that's why there is the two steps there as well. Questions? Rountree: Questions for Bill? Zaremba: Mr. President? Rountree: David. Zaremba: I think we have touched on this before, but are we able to -- I guess I'd say split the Council and have the three Council members have one salary and the president of the Council, because there is more work involved, have a different salary? Nary: Yes. You can do that. Zaremba: Okay. Nary: We would just craft that in the ordinance that the Council president would have one salary, the remaining Council members would have the remainder of whatever it is you decide. Or leaving it as it is. Meridian City Council Special Workshop Meeting July 21, 2009 Page 39 of 60 Zaremba: Are we in discussion or still questions? Rountree: Still questions if there are any. Zaremba: Okay. Rountree: Bill, on any salary can it be adjusted similar to the adjustment that we are proposing for staff as it relates to what the economy does and there might be an incremental increase or does the amount have to be stated in the ordinance and then -- that the amount will be the following year or --that wouldn't be a merit situation. Nary: Right. Based on a factor that's not merit, something else, because the Council set that, it doesn't prohibit it in the state code. No one else -- no other code I could find is that way. But it doesn't prohibit that you could set it as long as it's not based on a factor that could be adjusted by somebody else. Bird: Yeah. Rountree: Okay. Thank you. Any other questions? Seeing none, discussion? And, Bill, I need some guidance so he can get his noticed, if there is going to be a change and meet the notification requirements and the budget requirements. Nary: August 28th is the date that we have to notify -- the last date before the election we have to notice it, which means it has to be approved prior to that. I think when I counted backwards that means it has to be approved a week before the final printing date, which I think is like August 16th or something like that. So, whatever the -- August 10th. Yeah. 16th. It would be August 16th is the last date if you have three full readings of this ordinance. Rountree: The ordinance has to be approved by -- Nary: Yeah. Rountree: -- the 16th. Nary: Because it has to be published the following Monday and so -- and that would be the last time it would be published prior to when it has to be done. Rountree: So, those are the rules we have to play by. Now, discussion. Zaremba: Mr. President? Rountree: Mr. Zaremba. Meridian City Council Special Workshop Meeting July 21, 2009 Page 40 of 60 Zaremba: I -- let me start my comments with the Mayor, I guess. This may just be a personal feeling, but my feeling is that -- that there is already a lag built into the Mayor's salary in that I think that the Mayor's position could have been declared full time -- maybe as many as two years before it was, which would mean that we started out behind in the salary and, then, had five years where it didn't change. With that opinion support the recommendation of the committee of 76,350 for calendar year '10 and 82,500 for calendar year'11. I think that's fair and just for the demands of that position. As I said before, I personally am thrilled with the 9,000 dollars a year that I get paid to do this, but I do think we need to recognize that the president is doing more than the rest of us do and I think I have made the suggestion, which I will make again, that we would -- I would be happy with saying that the three regular councilmen stay with the 9,000 and that we change the president's salary to 10,500 and I would say that for both years. One person's opinion. Rountree: Other comments? Hoaglun: Mr. President? Rountree: Brad. Hoaglun: Well, you can add two people's opinions to that, but I think for the Mayor the -- that position is the CEO of the city. We are the third largest city in the state. The responsibility has grown tremendously and it's the position whoever runs for Mayor, you want to draw people who, number one, want to be Mayor, but also they aren't -- if they have the talent and skills to be Mayor, they aren't put off by the salary. But that talent has to be recognized with an adequate salary. So, that's -- that's something to consider as we move down the road and for the Council members, I'm like Councilman Zaremba, 9,000 a year is -- is a nice sum. We aren't -- I know I'm not in for the money and -- but at the same time I recognize the fact that the council president does put in much more time, and, again, it won't be fully compensated at the time that's put in by the Council President, whoever that is, that, the requirements are much greater. But I think that 10,500 for the two years would be a nice start for a Council president position. Rountree: And I must add it makes you gray early. Further comments? I'm sure there we will be some more. I will make mine. I don't disagree with the rationale that the compensation committee and really appreciate the effort that they made this year, as well as previous years. It certainly gives us a basis from which to make a decision. I don't necessarily disagree with -- with their thoughts on the Mayor's position in terms of responsibility. I chose to have a real tough time right now giving our economic situation for considering that level of an increase. I'm not against an increase. I think we have put a space holder in the budget just for calculation purposes of 75,000. That's probably my max. I'm probably more inclined in the 72,500 range. I think it's -- it's tough when we need to do anything different than that when all we can offer our employees who -- I appreciate what our Mayor does. Works a lot of extra hours, a lot of weekends, has more enthusiasm than you can bottle. But our employees are the ones that make us go and if we can't do any better, especially because of the economic Meridian City Council Special Workshop Meeting July 21, 2009 Page 41 of 60 situation we have and our proposed reduction in budget amount of one percent, I have a tough time with this kind of an increase. And nothing against Tammy or anybody else who is in this Mayor position, it's a hard job and it's critical given these times. With respect to the Council, as far as I'm concerned, I would not favor any change. Council president does -- you accept that responsibility, just like you accept that responsibility as a council person and I don't know anybody who has ever taken the job or run for the job for the money. It's a privilege to serve the community and that's how I view it and that's my position. Bird: Mr. President? Rountree: Mr. Bird. Bird: This -- I wholeheartedly agree with you. I have a hard time -- I definitely with the Council I don't want to -- I think it should stay the same. Funny story. When Ron and I were elected back in '98, neither one of us thought we got paid until after we was elected. We thought it was a free job, so -- and back then I think we was getting 200 a month or something like that. Rountree: Well, it was 5,000 dollars a year. Bird: No, it wasn't. We raised that. Rountree: Well, it was 5,000 and it was raised to nine. But by the time you take taxes and everything out of it, it's -- Bird: Anyway, back to my thought. Rountree: It would buy your gas for the week. Bird: I don't want to change the Council pay at all period. I could -- I support 72,500 for the Mayor. And don't get me wrong, I know that Tam more than earns that. But I can't see giving an increase of eight, nine percent to the Mayor when we are only giving one percent, plus another one percent, maybe, to our employees. So, I could go along with the 72,500 and nothing for the Council. Nary: Well, Mr. President, Madam Mayor, I have to bring you something. You can certainly amend it. I can leave it blank and we can -- you can talk about it and make a motion to do that at the hearing, but I got to bring you something if you want to raise it at all. So, I mean I have to bring you something -- and just one thing -- and I have probably said this and I'm sure you folks get this, and maybe this is more for the folks in the audience -- we have employees who have received increases more than one percent in this budget year and will in the next budget year if their position needs to be adjusted. So, when the public thinks that you're only providing one percent in this across the board for employees and that this is different, whether it's for the Council members or the Mayor, it is not the same thing. It is two different types of adjustments Meridian Ciry Council Special Workshop Meeting July 21, 2009 Page 42 of 60 and we do -- we have done adjustments for employees that are greater than eight percent, because their pay was underpaid and because their pay had never been brought up to the marketplace. So, from the public's perspective I understand where you're coming from, but they are two different types of adjustments. The merit increase is -- there is no merit increase that we recommended for the next fiscal year. We did have it in this fiscal year, but not next fiscal year. But we haven't prohibited and we certainly will always evaluate pay that is inequitable based on other factors and have this year and will next year. So, from a public's perspective I just want to make it clear, that's what we are talking here for the elected officials. We only can do it every two years versus everybody else we can do it every year. So, that's the reason. But I can bring you an ordinance that's blank that has the provision for the Council president and you folks can discuss that if you want to amend it at the time, you are able to do that. You can add the amount you want it to be. It doesn't matter. I just need to bring it to you. So, since you obviously have a disagreement as to the specific number, rather than me putting in a specific number, I can leave that blank. Rountree: Thanks, Bill, for determining we are in disagreement. I'm not sure we are. I think we have all stated our position, but we haven't made a motion at this point or -- I have given you aspecific -- and I hope we do before you leave, so you don't have to leave it blank. But, you know, we have heard everybody's position. Now, is there a common ground that we can reach and I just throw that out for discussion. Zaremba: Mr. President? Rountree: I fully recognize what Bill said in terms of equity. I understand the equity piece and the equity adjustment. It's simply a matter of can I make that right to myself and I have a tough time with it. Nary: Again, I'm sorry, I didn't mean to presume that you folks disagree, I'm just saying whatever you want to do, I just wanted to make sure -- and I know you know about the market and equity and such, I really wanted to make sure the public understands why the difference. Rountree: Appreciate that. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: Since I went first, I will state that, yes, I was stating my opinion, but I'm certainly willing to discuss. I think we can come up with something that Bill can use as final as we come through our discussion. I think my question would be -- let's start with the Mayor. If we used a figure of either 75,000, which we have already established is a place marker or 72,500, actually, I would prefer the 75,000 one on. That only discusses calendar year '10. Was the suggestion for calendar year '11 -- I think there should be another raise in there somewhere. Meridian City Council Special Workshop Meeting July 21, 2009 Page 43 of 60 Bird: You mean fiscal year'10, don't you? Zaremba: No. Bird: We are paid on fiscal. Nary: These are done by calendar year. Rountree: Calendar year. De Weerd: They are calendar year. Bird: Are they? Okay. Hoaglun: If I might jump in on that, Mr. President and Councilman Zaremba. I was thinking in light of the discussion, do we -- I don't want to go backwards, I don't want the Mayor's position to be stagnant salary for the reasons I stated earlier, but, you know, looking at -- for the next year calendar year'10, going to 72,500 and, then, the following year '11 going to 75. That doesn't even get to the bottom of the recommendation that they made of 76, but at least it moved it forward a little bit, so as things hopefully economically improve and, you know, a couple years from now there is another election, whoever is in that office has a decent base from which to start from. But that's just one suggestion. 72,500 for calendar year '10 and, then, 75 for calendar year '11, so -- De Weerd: Then, at least you bring it up to what the Eagle mayor -- Rountree: Now. Now. Zaremba: Well, I believe that's relevant. I mean Eagle has a population that's, what, less than half of ours. Bird: Mr. President? Rountree: Mr. Bird. Bird: If you want to compare -- as I understand, Boise gets, what, 92,000 and he's got 222 citizens, which averages about 42 cents per citizen, if we go to 76 and we have 75,000 according to COMPASS for our dues -- I don't believe it, but that goes to $1.02 we are paying our Mayor per citizen. So, if you want to compare, compare that. And they are the largest city. And their employees are quite a bit more. They almost got as many firemen as we got employees. I don't like to compare, but -- Rountree: Well, I would hope that we are not necessarily getting in the comparison game, but I don't disagree with what Brad said. And I recognize what the Mayor said. Meridian City Council Special Workshop Meeting July 21, 2009 Page 44 of 60 Bird: And I agree with you. I could go with Brad's 72 and 75. And I know it's probably not the right conversation, but in these times I can't see anything different. De Weerd: Mr. President? Rountree: Madam Mayor. De Weerd: I think it's appropriate and I think, too, it's appropriate to have the committee take a look at it in two years before the next election cycle and I would hope that the Council would give the compensation. Two years ago you didn't take the committee -- or you did take the committee's recommendation with the statement you felt that it should have been more, but because the committee said this -- you were going to take their recommendation. This time they made a recommendation and you don't want to take it, it's -- and you're offering less. So, it really should be made during the Mayor's election and I would hope that you would bring that equity to -- to that election cycle. Bird: I would have no problem with that, Tammer. Rountree: Just a comment on that. And I appreciate that, Mayor. I don't necessarily want to say that I -- I don't -- that I disagree with what the compensation committee said. I think their rationale is right. But this year's way different than two years ago in terms of, well, where we all are and where our budget is and in the unknown of what next year is going to bring to us and we have all heard there is more coming. Now, I hope that's more and better, but I have not heard that yet. So -- so, I have heard at this point a step of 72,500 to 75 in 2011. Shake heads? Jump up and down? No? Whatever you want to do. Zaremba: Mr. President? Rountree: Mr. Zaremba. Zaremba: I could be satisfied that that's a compromise between what I think should happen and recognizing the current situation and the taxpayers needs and as Brad proposed Ican -- I can support that. Rountree: I think there is general consensus with those numbers. Nary: And also, Mr. President, Members of the Council, leave the Council one at nine. Bird: Yeah. Zaremba: I would still like to support a little addition for the president. We aren't talking about much. What, 125 a month, something like that. Meridian City Council Special Workshop Meeting July 21, 2009 Page 45 of 60 Rountree: I think, yeah, you're right, it's not much. I'd rather see the 1,500 dollars to the Food Bank, but that's the kind of things that I'm thinking about. Zaremba: All right. Hoaglun: What I think the compromise on that would be, Bill, is the fact that the committee in their next cycle look at the Council president's position and the time requirements for that and see if there something that they might recommend in the next cycle and just leave it at nine, let them tackle that two years from now. Zaremba: Mr. President, that works for me. Rountree: Thank you. I think we have got consensus there as well, Bill. Thank you, Council. I know that's a tough one to talk about. It's a tough one to deal with and I know. the Mayor it's probably a tough one to even swallow, but -- De Weerd: It's a tough one for me to talk about as well. Rountree: I know. I know. So, anyway, we will see that ordinance first on the 2nd? Nary: Next week. Rountree: Next week. Nary: Yes. Rountree: Okay. De Weerd: But, Mr. President, again, I Zaremba had mentioned this when talkin who is in the office at all. think it's important -- you know, Councilman g about Council's compensation, it's not about Bird: That's right. Rountree: You're right. That would be my desire to be able to do that, but state statute doesn't provide for that. Nary: And to be fair, the committee knew that they left the hardest decision with you. I mean they -- they all recognize that they have the easier part. They are making the recommendation and the hard part is with all of you. So, I appreciate that. I'll have the draft order and ordinance in front of you next week. I. Legal / HR / IT Department Strategic Focus Discussion Rountree: Thanks, Bill. The next item is Bill as well and now he can have some fun. Meridian City Council Special Workshop Meeting July 21, 2009 Page 46 of 60 Bird: This is when he turns lawyer. We are in trouble, then. Nary: Lots of hats for this part. Some of my staff was not able to be here, Council, because they had other commitments, family commitments, other things tonight, and I think some of them might have thought I might be a little long winded, so they were a little hesitant in coming and not knowing how long it might take, but I do appreciate the folks that are here tonight from my office. This is our opportunity for our strategic focus discussion and I really would like to keep it less than 40 minutes, but you know how that goes. So, let's get started. Spencer Tracy. You're probably thinking why would you put Spencer Tracy in --Spencer Tracy is one of my favorite actors and once they asked him what was the secret to good acting and what he said was the secret to good acting is to remember your lines and don't bump into the furniture. So, in thinking of that as a management tool, I also looked at that and said, you know, what's really the key to good management in my department and, really, it's hire good people and stay out of their way. And we have some very good people in a variety of different disciplines that we have in our department between human resource professionals, between legal -- or lawyers and between IT technicians and professionals that we make a good mix, even though it seems very out of place and it seems like this cocktail party that's in this picture, it seems like that, but yet as a team we work together very well, as a team we are able to work and get the business done of the city as efficiently and as quickly and as best as we can. So, next, of course, is the vision statement and that's our basis for all of these presentations. Meridian is a vibrant community whose vision is to be the premier city to live, work, and raise a family. We as a department support that, we embrace that, we make that part of why we do our business and how we do our business every day. The city's mission statement, which we revitalized a little bit this year. The City or Meridian's mission for 2025 is to be a safe, attractive, inviting community that's full of diverse activities. Delivers quality service, planning and fiscal responsibility, with open spaces, strong partnerships, various educational opportunities, a culture and unique business venture and abundant choice of jobs make Meridian not just a destination, but a lifestyle. You know, I know all of you sit up there every week because you believe that, because that's what you want for our city. And that's what -- we believe that in our department as well. That's what we try to make, the place we work and come to every day to meet these types of goals for our city. How did we get where we are? Some of you have been here a long time and you know some of the evolution of it, some of you haven't, and some of the public sitting out here may not know all of how we got to where we are. How did we get to this mixed bag of services and so I thought I better at least mention that briefly. In fiscal year'03 we split the civil and criminal legal services. We used to have -- the City of Meridian used to have a contract with an outside law firm, they did all the criminal and all the civil work for the city. The Boise city attorney was awarded a contract for criminal prosecution services and all the civil was still handled by the outside law firm. So, all the legal work was done by two different entities. The city of Boise still does our criminal legal services today. In fiscal year '05 the decision was made with the Mayor and the Council to combine human resources and the legal service into one department. We had a human resources, which was very very small, the director and one staff person at the time, then, we brought a city attorney on, we added another deputy attorney, as well as Meridian City Council Special Workshop Meeting July 21, 2009 Page 47 of 60 another legal staff person, at the time brought all of our civil legal services in house. We looked at both for cost savings, as well as efficiency, and we think we found a good mix and was able to do both. Next fiscal year we added IT and we took, basically, a service department that handles predominately internal customers. Most of the people we deal with on a daily basis work here. We do certainly deal with some outside vendors for different products. We deal with outside vendors for consultants. We deal with outside vendors or outside people for job applicants and the like. A lot of what we do for all of those three disciplines between HR and legal and IT, are really to support the services of other employees and other departments. So, the decision was made by the Mayor in '06 to bring the IT services in and combine them, again, into one department. Last year a decision was made to add risk management on top of that to the city attorney's office and to the city attomey, so, again, working with ICRMP and such we combined all of those risk safety issues as well, because, again, they have a relationship between human resources and the legal profession and so there is a real good reason for all the mix. It may seem to some folks like it's kind of a mixed bag, but, in reality, it all makes sense and it all works together. Here is our strategic plan. We have all seen these wheels and cogs before. We have all seen the -- the different areas of our strategic plan and economic excellence, organizational excellence, strategic growth, services meeting the demand and stewardship of the public trust. Now, how does that relate to what we do? Well, we fit into that. All of the things we do support that for the city. Support those different facets of the city and all the different ones, whether it's -- there are really the four different areas that we deal with in our department, but they all are there to support the city. So, first one, our accomplishments. Different areas that we address: IT. IT has a strategic plan. Has enhanced the intemet. Those are a couple of things. We will have a few more we will talk about in a minute. Those are a couple of things that we have done in the last year and a little bit longer to be able to get the city where we are today. Next human resources. We have integrated HR and payroll. We have created some affordable benefits for the city and for the employees. We have enhanced employee recognition and our wellness program. We do continuous salary surveys to make sure we are current and we update our policy handbook and we are in the current process of -- or consistent process of doing that. City attomey. We have new in-house litigation services. We have saved the city a tremendous amount of money by being able to handle some of our cases in house. We have had to outsource a couple of cases, usually ones that were more specifically driven relating to specific areas of expertise, but many of the litigation we handle internally, that saves us a lot of money, brings our expertise in house. We prepare all the contracts for the city. Again, we don't have to hire out for services for those things. We do assist all the departments in being able to address contract concems and writing provisions, whether it's indemnifications for other provisions that we have to deal with the vendors. We provide legal assistance to all the meetings for all the commissions. That was something we didn't do before. So, all the commissions, parks commission, historic preservation, the traffic safety, the arts commission, as well as our committees for solid waste, all have legal support there to make sure we are in legal compliance with both the open meeting law, as well as other issues and concems that come up and, of course, we provide city wide legal support and that's something maybe I did really commend the Mayor, that was one of the issues when we had this discussion almost five years ago on how to Meridian City Council Special Workshop Meeting July 21, 2009 Page 48 of 60 integrate our legal services and human resources into one department and why do that. I mean you could continue to contract out that service from now until whenever. Most cities in the state of Idaho have contracted legal services. We have about 200 -- I think 202, 203 cities now in the state, we have eight that have in-house attorneys. Usually larger cities. Sometimes a few small ones, but generally larger cities. But what we found and what the Mayor was seeking was the legal piece be integrated into what we do daily. With an outside firm and with a contracted service, you have a tendency not to want to use them except for really big things, the real expensive things, or you may use them in a very limited capacity, because it costs money. By bringing that service intemally, you don't have that concern any longer. You're paying the same either way. The opportunity to get involved on the front end from a preventative standpoint, for the city's benefit to make sure we are not going to go down pathways that, then, we are now hiring legal counsel, because we have proceeded in a path where we shouldn't have, whereas if we would have had that information or advice up front, it would have saved us a lot of the time and effort and money for that, was what the Mayor was seeking and that's where we think we have probably been the greatest asset to the city in having that intemally. And risk management. We are looking at consistency in the departments. We are looking at working closer with ICRMP and our All American Insurance, our providers. Being proactive, rather than reactive. We want to make sure we are out on the front end with folks, with whether it's a sewer back up, whether it's an issue about a collision, whether it's damage in our parks, whether it's graffiti, whether it's something else, we got make sure we are coordinating with our insurers to make sure if the public and the city is supposed to be compensated for this, that we are being aggressive in getting that done, making sure those things aren't getting missed, making sure the ICRMP is getting the adequate information on the things they are covering for the city and our insurer is being able to know what's being done, when it's being done, making sure our buildings are covered when they are turned over to us. Making sure our equipment's covered. You know, we have some really expensive risks out there. We have a million dollar fire truck. We have a number of facilities that have great risk to them on whether it be fire or damage or something else and we wanted to make sure we have got adequate coverage for the materials in it, the people in it, as well as the buildings themselves. So, there is a lot of things that take that coordination and time and we are able to integrate all those together. Look at that. Okay. Now, some of the differences that we have -- or things that we have talked about as part of our strategic plan. Economic excellence. And in each of the different disciplines that we have we have different areas that we try to address. The IT area for economic, we have completely overhauled our web page and Internet and that's something we are incredibly proud of, something that really -- we were able to do a lot of it ourselves internally, because of the talented people that we have, some of them are right here in this room, like Teny and Mike, that were able to do that for the benefit of the public. The access to us and the access to our citizens, to be able to see what they can do, what they can do online with the city. Most of the -- I wouldn't say most, but a majority of the contacts that we have anymore are through the website, through -- through a public -- through that type of access, through an Internet, through something other than walk-in traffic and so that's something we are very proud of. Case management is another tool that we have been using to create better efficiencies when there is work that needs to Meridian City Council Special Workshop Meeting July 21, 2009 Page 49 of 60 be done, whether it's -- whether it's a legal issue that has to be addressed, whether it's a building maintenance issue that has to be addressed, the case management system allows us to use that tool so everybody can access to see what's been getting done, when it's getting done. We do a lot of training on software that's done internally to make sure what we are buying is actually efficient and works for us to the best possible. On the HR side, we have looked at streamlining our benefits and trying to keep it low, keep the costs low, keep the values of the employees, as well as value to the city, so that, again, our citizens are getting some value for what the employees are that are working here. The wellness program, again, helping the employees is important to us and it's important for two reasons. I have been meeting recently with both St. Luke's and Saint AI's about providing us some services and one of the things I told them is that I -- it's my belief and my belief of the elected officials of the city is they want to help the employees not just because it makes us a little cheaper on how we use our program, a little cheaper on how it costs us money, but because we care, because it matters to us that our employees are in better condition, they are going to live healthy lives, they are going to be productive workers, they are going to enjoy coming to work and they are going to know that they work in a place that really matters to them how they feel, how they are, and we can create a better environment for folks. People that are healthy, people that are concerned about their health, are better employees. They enjoy themselves better. We want to improve our handbook. We want to address our issues proactively. Again, to make this a better city, a better run city, a better functioning city for folks in our community. On the legal side, we deal with code enforcement a lot. There is a lot of bankruptcies and foreclosures that happen today that we had -- we had nothing to deal with that two years ago. We have bankruptcies and foreclosures daily that we have a part time attorney, part of her function and responsibility is to keep track of all of those to make sure, again, from the city's perspective there is money owed to the city. If there isn't, then, there is ways that we can make sure that the process is done correctly, so whatever we need from our end is getting done, follow the court correctly, and managed correctly. Same thing with our litigation. Same thing with our contract. Any claims that we get against the city, we can manage those. Again, we cover all of our commissions and Council meetings, so, again, they are run properly and they are run more efficiently. Again, some safety measures. We are looking more actively and proactively with the department. Departments, for example, police work on safety, fire works on safety, Public Works works on safety issues all the time and they all do. We need to integrate some of that a little bit better, so we have a better sense of that. Also, so that we have a better tracking of what's been done, so that it's more helpful when we have issues or problems we can target those things. If they need better training or need better tools, whether we have resources out there -- many of our providers like St. Luke's that we use for our -- our current for occupational health needs for our worker's comp injuries and such, are willing to provide us services in those area for safety concerns and such for our workers and we just need to know what's been done, so we can use that resource and most of the time it's going to be very very inexpensive or free for us, because they want us to have healthier workers, they don't want to see an increase in their costs, no different than we don't. So, again, cooperating with them, cooperating with our insurers to prevent or settle claims, is really important. I think the economic vitality of the city is critical that we address these types of things, again, that are Meridian City Council Special Workshop Meeting July 21, 2009 Page 50 of 60 preventative upfront. Yeah. We all know litigation costs a lot of money. Lawyers don't come cheap. And the cost of lawyers don't come cheap and when we can deal with these things up front with our insurer, it's a lot cheaper than litigating these things. Having to deal with that up front forces us to be more proactive on making sure in the future we can be preventative, addressing problems or issues that arise in the risk management area. Next strategic growth. Again, looking at the future, in IT we have enhanced the phone system and we want to enhance our phone system even to our other facilities of the city. I think most of the folks would tell you that work in this building that the phone system works great and they wish they knew how to work it better, because there is a lot more they can do than we probably even use it for today. But the ability to take that system to our other facilities would be helpful, because, then, again, the city would be all integrated and connected better and we are. And that takes some time, it takes money, it takes fiber, it takes some other issues, but that's something that our IT -- our IT department is looking at as well, expanding our fiber is part of that. IT is integrated with the other departments. It's critical -- what we found over the years without IT being integrated with the departments and what their needs are and being proactive with the departments and to having them define what they need out there in the marketplace, what can be -- be the best product for them, having IT being a part of that, avoids both cost for things that we don't need, or we find doesn't work vary well, things that can't be supported require a great deal of outside tech support and money -- those are things about having IT and especially with Terry's work with the departments being involved with all those things, we avoid those additional costs, we avoid those types of things that are going to be a negative, you know, a year or two or further down the road. General city-wide training. You know, one of the things that we have done here when we came to this building one of the things that you funded was an IT training room. That training room gets used greatly. Brad Moy does a lot of our training, but our other IT folks do it as well. Brad couldn't be here tonight. Crystal Ritchie is here from our HR staff. Crystal's there in the red shirt. Crystal does our -- a lot of our HR training. We have changed completely how we do our new employee orientation since Crystal has been here, how we have added some training to departments for both compliance needs -- there is a lot of compliance issues we have to train employees on, but other needs as well. Customer service training and the like that we have been able to either use our IT training room or by having an on-staff trainer, HR analyst, as well as a trainer in our department, we are able to provide that service first hand with the departments and what we found -- for example, one of the early trainings we did, we had a consultant come and do a portion and we had Crystal do a portion and what we really found with the employees is they really could tell the city's investment in their training and their needs because we hired somebody that works for us. You know, they didn't have any problem with the outside consultant that was participating and the information that she provided, but the fact that we had an on-site person who was there for follow up, because that support is the one thing you lose and you send someone to train and you bring someone in for training, when they leave the class and they don't know exactly what you covered or they are not exactly sure what to do next or how to apply that to this every day real life situation, we have a person they can call. They have a person that's already screened that training or participated in that training, so they know what the follow up is, so it isn't something that's just going to get Meridian City Council Special Workshop Meeting July 21, 2009 Page 51 of 60 lost. That's one of the things we have found is employees go to training many times if it doesn't come back to the workplace immediately and there isn't something that they can apply to it fairly quickly, they don't have any real way to use it and they generally forget or they don't forget -- they forget how it worked very well or they can't use, whether it's an IT issue or something else, having on-staff people that can provide them that support, enhances the value of what they have done. So, that's a good thing for the long term, as well as the employee's benefit. We have integrated our payroll system. That's something that's along-term need that we are trying to get our payroll system, we have purchased the AVER system a couple years ago and it's been a migration over time to get that so that it can run all of our payroll through that and we will get greater data, it's a better system than what we have been using and that's what we are looking to do and with IT's assistance and with our HR staff we have been able to move closer to getting that finalized. We want to look at when in-house criminal services could make sense for the city, when that might make more sense to bring that back from the city of Boise, that may be something that might be staged, that's something that myself and Ted Baird from my house has been tasked to work on that issue. I'm going to have the discussion with the police about that and Chief . Lavey to make sure we don't lose services, we don't want to diminish the quality of services that we have, but we want to make sure we do it in a way if we are going to bring these in-house at some point, when does that make sense and do we do it all at once or do we do it in parts. Do we do that legal services that is provided at the police department on site first, is that in one year or two years, do we, then, look at the criminal stuff, there is a lot of court issues and court calendaring that are issues that we may have to factor in as to when it makes more sense for us if the court's not going to be cooperative on how cases get scheduled, it may not make sense to want to bring employees on staff who, then, again, spend all their time driving back and forth between downtown and here, but we need to work with the court system as well. But we want to make sure the number one thing that I think is important if we have improved the quality of service that the police department has seen since 2002, I don't want them to feel like it's a step backwards. I don't want them to feel like we decided that was too much or too expensive or too time consuming, but we really want to enhance that. I think everything we have tried to do in our department and as a city over the last five to seven years has been to always take the next step up and so that's what we want to look at for criminal services, when does it make sense for the city, when does it make sense for the growth, when would it be most effective. Again pro-active approach that we talked about a little bit on risk and safety issues, again, being more up front with folks on what issues are out there, what kind of problems are we identifying that we are either having continuing problems with or continuing concern and how do we address that. Is it training issues? Is it equipment? Is it something else? You know, and, again, there is a lot of different areas. I think police and fire do a real good job of tracking those things. I think Public Works does a real good job of tracking those things, I think we just want to make sure we are tracking that as well with that to make sure our providers know what we are doing, how we are doing it, and if it's assistance they can provide it, then, we have the opportunity to use that. Recent training as I was telling you, we have been able to do -- since we moved into here Crystal came on board in January, so we started our first training in March, so since March we have done -- from the HR side we have done 91 employees and 14 and Meridian City Council Special Workshop Meeting July 21, 2009 Page 52 of 60 a half hours of training for customer service, we have done respect for workplace training so far for 52 employees over 12 hours. IT has done over 120 employees over 450 hours of training on all these various disciplines, Microsoft Office, Ektron, ShoreTel, and, then, one they call IT-101, how to use the equipment that we have, again, trying to create some better efficiencies. You know, one of the things I think we have all seen in the business world is that often folks get so used to doing what they do, they don't really know to do anything else with the equipment we have already purchased. So, you have -- you're buying a Ferrari and you're only driving it ten miles an hour and there is a lot of opportunities -- not that I want to drive much faster, but there is a lot of opportunity that they can to use the equipment we have already bought, use the programs we already have to make their jobs more efficient, to make it better. So, the training from IT greatly helps that. Services meet demands. Again, assessing our internal work force, so that things we talked about earlier, for example, in compensation, how we assess what we need -- we are a very small workforce in relation to the size of our city we are a very small workforce, which means we do a lot of things with not as many people. We have a lot of people that wear a lot of hats. That's okay, we want to make sure we are paying them right, we want to make sure we are providing them the right tools to do their job. We want to make sure we are really being efficient. Sometimes what I found and I have discussed it with a number of directors what happens, and I don't really see this as much here, but I have seen it in other places, you tend to expand just to expand. Or you don't have somebody that really fits the bill of one thing, so instead of looking for somebody better, you just hire somebody else. And all of a sudden you haven't really addressed what you're doing and what you need to be doing and what your core functions are supposed to be and all you have done is add to your workforce. We haven't done that. We are fairly small and I think we haven't done that out of just the nature of how we operate as a city, but also how our -- the Mayor, how you folks fund it, how our department directors really want to go about doing their job. Part of our responsibility in HR is to help them with that, make sure we have the right people. You know, the Mayor talked a couple years ago, making sure we have the right people on the bus and doing the right job and making sure that the people that we have are the right people in the right places and sometimes they need to be in a different place -- maybe not with the city -- maybe not with the city, but just in a different department or doing something differently. And we try to help them assess those types of things in human resources. IT has a strategic plan involved in all the technology and capital replacement, integration with existing systems, enterprise wide solutions, we are still assessing that, looking at trying to get that done in the most efficient way for the city emergency management -- I mean IT is involved in all of these things, because they are all so related. We have a hard time sitting down, I'm sure you folks can understand -- and having discussion with whether it's emergency management, whether it's the directors, without eventually saying, well, how can we do this, you know, is there a tool out there that exists, is it software, is it hardware, is it something else, how do we integrate that, because most of the things today require some level of technology to accomplish them and so IT's involvement with that is critical to, again, long term sustainability for our city. Expanding the wireless security capability in the parks is another thing. You know, you recall -- remember a few years ago we had a lot of graffiti in the parks, they had a lot of damages in the park, you know, sometimes we catch Meridian City Council Special Workshop Meeting July 21, 2009 Page 53 of 60 them, sometimes we won't. We'd have people burning down our playgrounds or damaging our restrooms. Well, having this wireless capability has enhanced our security level in the parks. We still have damages, we still have people that are vandalizing our parks, we are able to catch them better, we are able to follow through with the police better, we are able to provide the police a better tool, and also once people understand we actually have the capability it does deter crime, it does make people think elsewhere before they damage one of our parks or what they are -- going to damage our bathrooms or whatever. Victim witness application another thing that's a great tool for the police department he helped develop that allows, again, our victim to get better services from our victim witness coordinators, for it to be something that could be done more efficiently and better than we did it before. Again, we continue to work with ICRMP for risk management and All American Insurance to manage risk. I probably have contact with ICRMP or All American at least one of them about every other day and it may be something very simple, like today where they just wanted to know when a particular well site was going to be operable, so that way they made sure the insurance coverage was transferred over, to something more significant where we have damages, we have received some property damages in the last week, we had someone that we had to make sure that gets processed correctly, make sure we get the proper paperwork to them, so they can go after the insurance company to make sure that our property gets reimbursed or paid for to get repaired. So, there is a lot of time and effort that goes into making sure all those things get done and that's something we do, again, to make sure we are doing our job as efficiently as possible. So, on the spot and deeply researched client advice. You know, this probably means more to me than advice to all of you on a daily basis, but it's critical to me for -- for us to be credible to you, for us to be credible to our other employees, we have to make sure we are as right as we think we can be and that takes time. I think people think -- and I used to work at a place that thought legal work was something you could get out of a vending machine and you put in a quarter and they could tell you on the spot everything you wanted to know. I'd like to think that my staff and my lawyers could tell you most everything you want to know most of the time, but I'm never going to promise that we are always going to know every answer the moment you ask it. Well, we will get it and we will find it and we will make sure that the city gets the best advice we can provide it when you need it. So, by doing that, again, we spend a lot of time doing that and I know there is folks that come to our office periodically and they may see our lawyers and our -- our paralegal Michelle sitting there and discussing some topic and they think we are just shooting the breeze. Well, we may be shooting the breeze for a minute, but, in reality, the best legal work you get is by the collaboration between attorneys. We all don't know everything, but we all have varying levels of experience and varying levels of expertise to be able to get those answers and we use -- we use that collective knowledge to gain the best advice for all of your, as well as the departments on a daily basis and I'm very proud of that, I think we do a very good job. Organizational excellence. Enhanced intranet for employees. This is something between IT assistance and HR, we have been able to enhance our intranet for employees and I think this makes us better as an organization. We have a lot more information on there today than we did a year ago, than we did two years ago, things that just benefit the employees, whether it's just forms, because they have to fill out a new W-4, they don't have to come all the way to the HR department Meridian City Council Special Workshop Meeting July 21, 2009 Page 54 of 60 just to get a W-4, they can download it off the intranet, they can print it at their workplace, they can fill it out and send it to us. If they have questions about their benefits or if they have questions about a job opening that may be available, if they have questions about -- we occasionally get businesses in our community that provide city employees a discount, five percent off a cup of coffee, if it's available for everybody and it meets our ethics guidelines, we allow that. We have an access on our intranet that tells employees here is some local businesses that provide something. You're welcome to use them if you want. We provide them a great deal of information internally, so that we don't waste a lot of time on paper and inter-office mailing and things like that. We don't have to worry about did it put on the bulletin board, is the bulletin board full of ten different memos that are six months old or longer. We can provide that all the time. We have one of our staff people that maintains that and she will periodically send out notices to employees to advise them something is on there, you can find it. The other thina we have added to our website anci wP will rln this annually now, we are required to give each employee an employee handbook when they start. Now, most of you that have worked anyplace -- if you have worked anywhere that had an employee handbook you probably stuck it on a shelf and you may not have ever looked at it again and it may have sat there until you left that employment and went to work elsewhere. Well, that probably happens to our hard cover ones that we send out to folks, but we also update them on the intranet, so it's available today. You can click on the intranet, if you have a question about a policy, whether it's a policy for sick leave or for maternity leave, FMLA, whatever it is, you can click on our intranet, look at the current policy that exists. Annually what my intent is is then when each employee goes through our open enrollment, each year they can -- they can ask and they can receive if they want or at least acknowledge that they know where it is, that it's on the intranet, they can have it if they want it. If they want it on a disk, we can provide it to them on a disk. If they want a hard cover, because there are some people that like to have a book, they can have the book. If they want a new one every year, we can give them a new one. But we want to make sure that folks have all those -- that information for them all the time. So, we have enhanced our intranet just for that purpose, so that the employees know that there is a lot of information there, they just can look on it, it's easy to find, it's easy to navigate, and they can gain that information pretty easily for them. We want to improve our employee recognition and service acknowledgement. Modernize and recognize. And that's something I think we really are working on that we want to really provide a greater enhancement than what exists today. Today we give employees some service awards and things like that, we do recognitions with plaques. You folks all were at our city picnic, we recognize our employee of the year and supervisor of the year. I think those are great things. I think there is a lot of people that take a great deal of pride. We had 22 nominations for employee of the year this year for 15 different people all over the city and like the Mayor said at the picnic, they weren't just from people in their department, there were people from other departments that recognize other employees. I want to enhance that and build on that. We also want to make sure we recognize folks for their service to our city that we make sure we do it in a good way and an appropriate way. We want to make a big deal out of it. We have employees that have worked here for 20 and 30 years, we want to make sure they know we appreciate that, that they gave -- they have given their Meridian City Council Special Workshop Meeting July 21, 2009 Page 55 of 60 whole working career to working for us, we wanted to make sure we recognize that in a very positive way. Wellness we have talked about a number of times. We want to build on that sense of team. What we found this year with our wellness, when we had our wellness challenge in January, February, March, we had a lot of people now -- everybody paid a little to participate, we had our wellness fund to do some of the prizes and have some of the activity, but I will guarantee you very few people, after about day two, cared that there was a prize. They liked competing against their coworkers, they liked the idea that they could lose more weight than somebody else they work with or that they could be more fit than the fire department or the police department, that they could do those to -- have an internal competition was a great motivator. Those were things that really built that sense of comradery as a team and that's something we want to make sure we build on as an organization. Again, revising city policy handbook. There have been some changes this year in the law and different areas. ADA compliance is something, of course, is near and dear to all of us. We have had issues with that. We want to make sure we are compliant with the ADA requirements that exist out there, those changes. FMLA has changes. We have had some changes because of the stimulus package. We have had some changes in other things. We want to make sure we keep current, make sure our handbook's up to date. Again, benefits and planning for the future are important for our -- both our employees, as well as the long term benefits for the city in our risk issues and things like that, those are things that we think as an organization will make us stronger. The last area is stewardship of the public trust. Managing risk and safety is probably the most significant area in my mind, managing or being a good steward of the public's money. How we manage the risk so we aren't spending money needlessly or wastefully on different issues. Making sure employees are safe, so that we are not spending, again, money on work comp injuries and those types of issues, are critical to managing our funds, managing our employees. Also, doing salary surveys, staying competitive with the marketplace, again, is important and having affordable benefits. I think we talked about that at the budget workshop. You know, we can't afford to continue to have just the cost of benefits rise to a point that we as a city can't afford them and our employees can't afford them. So, it's important as our department for human resources that we make sure we stay in front of that curve and reevaluate how we provide benefits, what's the best products that are out there. There is a lot of changes in these things and the traditional way of providing health and dental and glasses and whatever, is going to change. It's going to change for us and it's going to change for the employees and we need to be ahead of the game of that, because, again, we can't afford to price ourselves out of the marketplace or to get at a point where we have to make catastrophic changes to our health plan, because we have suddenly realized we can't afford it. None of the employees can afford it. We want to be in front of those things. That's something very important and very critical to our benefits team. We want consistent protocols and ordinances. We want better transparencies. We think, of course, that's really important, I think all of you as the elected officials of our city have embraced that. We are more transparent. The Mayor has certainly directed that. Our website is more accessible for folks and there is information there that people can see, whether it's just simply our city checkbook, whether it's our finances, that there is better transparency. We want to make sure our ordinances match up with that. Again, our in-house criminal prosecution and police Meridian City Council Special Workshop Meeting July 21, 2009 Page 56 of 60 services, there are long-term benefits to that and one of that's cost. So, we have to look at the point where that tipping point is, where the cost of contracting, even though the service has been stellar, the cost of contracting at some point will be greater than it would cost for us to provide it ourselves and that's the point we have to figure out when that is and when's that appropriate time to look at doing things different than we do it today. Citywide enterprise system -- and I put staging and solution. I mean this is something that we have been wrestling with for a number of years and I think we are close. I think we are very close and we think we have identified the product. There is a little bit more research and time that's going to go into that, but we think we are close, though. We can bring forward something that you funded and we have held off on, because, again, this is an expensive -- this is an expensive solution, we want to make sure -- we can't do it twice and we also don't want to be in the situation that many of you I'm sure are familiar with organizations where they couldn't afford to do it twice and they couldn't afford to get out of what they did, so they were stuck both ways. They couldn't get something better and had to keep band-aiding what they already had, because they had already invested their money in it. We don't want either one of those outcomes, we want to make sure -- and our IT staff are on top of that. That's something that is very critical and very up front for Terry, he certainly knows that, that's something that's probably -- it's in the top couple things of our -- of his path, just as it is for us. Again, enhanced backup system for city technology infrastructure. Again, it's critical not only that we keep current what we have, but that we can also recreate it if we need to. We want to make sure that whatever technology we need to make sure that our city can run. You know, it's scary to think that it was not too many years ago that if you had a major catastrophic failure of your IT system that existed, it might have been a long time before you could have turned it back on. That doesn't exist today. We have multiple backup systems, so that we can be sure that if we need to recreate data, recreate things, because we had a major failure of some sort or a catastrophic event of some sort, that we had the ability to go back in time one day or two days and be able to go back up and running and we are good. We couldn't afford to be like in Canyon county a few years ago, they had a huge crash of their system and they had hundreds and hundreds of cases in their criminal system in Canyon county they could not recreate, they had to hand do it with every one of them to reenter all this data. It can be done. I'm sure it cost them a lot of money and it cost them a lot of time. We don't want to be there. So, IT helps us keep in front of that. Future challenges. Technology. Every one of you knows this. I mean did we have Twitter a year ago? I don't even think we did. Did people blog things two years? I don't think so. So, everything, whether it's the phone you wear, whether it's -- this thing that we have that every week somebody can't work, the technology changes over time, so it's critical for IT to be in front of that. It's critical for them to be able to see as best they can what we are going to have tomorrow and next year and the year after that and what pieces of that technology are not likely to change, so that we have some bases in there, we have some -- some standards that exist and, then, as things evolve and change, whether it's -- you know, whether it's in the handheld technology, whether it's in wireless technology, or whatever it is, that we can meet those needs. Expanding GIS citywide. We have talked about it a number of times. That's something IT is integral in helping get -- because we have found, you know, five years ago GIS was a great tool for Public Works. It's still a great tool for Meridian City Council Special Workshop Meeting July 21, 2009 Page 57 of 60 Public Works. But what we found in the last five years, it's not just a great tool for Public Works, there is lots of applications that can be used, whether it's in fire or parks or police. IT is critical to being a part of that to make that all function and work together. Greater risk. Every day we have risk that exists out there and that we are even unaware of, whether it's running a fire truck into somebody, whether it's a shooting that could occur, whether it's something we are the victim of, one of our employees -- I mean there are greater risks out there and we feel sometimes, at least for me, that we seem to have less control over so many factors. There is so many things that occur out there that we can't control. But at least being aware of those things, having the resources that exist with the providers that we have today, are ways to help us at least feel more in control of what happens, more in control of what's going to happen to us, rather than just responding to it. The cost of services can increase. All of these things cost money and we want to make sure -- again, we can't come to you every year and say just give me more money. Everything will be better if you give us more money. In reality, we are always going to be a city that's going to have to make do with what we have on occasion, be able to push out a little further on some things, when we have the -- when we have the extra -- the money and the expertise to do it, and those are things we want to, again, be in front of, for those things that are critical to us as a city, to be able to function is to deal with those increasing costs of services. Internal growth. Again, we are a small workforce, but we are still growing and we are going to grow, as the city continues to grow in population, our workforce is going to have to meet that. With that comes greater challenges. We have -- one of the things I find in the human resource arena after awhile is the more people you put in the box the more people you find that can't get along with one another. So, there is a lot of work that's involved in making sure people can work together. We don't all have to go out to dinner together, but we all have to work together and there is ways that we can do that, whether it's through training, whether it's through better training of our managers, providing better opportunities for them to be able to understand how to work with the people -- the dynamics of people is the most challenging thing I found over -- over my career. Most things you can learn -and that's something really takes a lot of time and effort and commitment to be able to really understand people and how that's going to effect their daily lives and how they then affect everybody else's daily life. And we have an aging workforce. What they find in our country is that with the great advances in health care people live longer, they work longer, but their cost of health -- their cost of health services goes up and the cost of retirement goes up. Those are things that we need to look for in the future as to how do we address that, how do we be a competitive employer when people are looking for things like health care and retirement opportunities or benefits for them and how do we stay competitive. Those are things that we are still evaluating today. Legal land mines. That's another one. That's kind of the other side of the risk management. There is a lot of -- you know, we are always driven by what the courts might do on a lot of issues and sometimes we have to be reactive to that, sometimes we can be proactive to that. Those are things that are always a challenge to us in being current, making sure we have the current information, the current stuff from whether it's courts, whether it's other communities, is critical to us, again, providing you with the best information to be able to do your job. Additional training. Again, one of the things with lawyers is, again, we don't know everything and Meridian City Council Special Workshop Meeting July 21, 2009 Page 58 of 60 there is a lot of time and effort -- no, I'm serious. We don't. We don't. But there is a lot of opportunity for training, because we -- again, we team better when we collaborate with others that there are a lot of folks out there that have great expertise that we rely on and there is other tools that we have out there in the marketplace that we use, something we consider that as we go forward. Again, work the plan. We talk about that all the time in regards to our plan as far as what we do as a department, what we do as a city, and we know that, really, at the end of the day working that plan is what's important to you, what's important to our citizens and we want to make sure we are doing that. Questions. I just wanted to make note -- and my lawyers didn't like this, but when you put in lawyer into Microsoft you get an ambulance. I thought that was great. Bird: I thought you'd get this. Nary: Anyway, any questions? Again, I'd like to thank my staff for being here. You know, I know they stick it out. They don't usually come this late for these meetings and I appreciate them taking the time to come tonight. But, anyway, are there questions? Bird: Mr. President? Rountree: Mr. Bird. Bird: I don't have a question, Bill. I just want to thank you and your staff for the fine presentation and the fine job you guys have done. It's been a pleasure to be your liaison. You guys have done some good. Thank you. Nary: Thank you. Rountree: Comments? Questions? I would second Keith's comments. Appreciate all the work you do and your staff. Particularly pleased with some of the future challenges you identified and the work you're moving towards solving some of those. Press on and keep doing the good work. And you were awfully close to your 40 minutes. Nary: That's good. Rountree: Good job. Nary: Thank you. De Weerd: Amazing. Nary: Amazing. Thank you. De Weerd: But I know your staff knows I appreciate them, so -- Bird: Mr. President, could I say one more thing? Meridian City Council Special Workshop Meeting July 21, 2009 Page 59 of 60 Rountree: Yes. Bird: Would you record that last statement of his when lawyers don't know everything? There is a few lawyers I'd like to give that to. Nary: When you get the minutes for -- Bird: Okay. Thanks, Bill. Nary: Thank you. Item 6: EXECUTIVE SESSION: per Idaho State Code 67-2345(1)(e) - (to consider preliminary negotiations involving matters of trade or commerce in which the governing body is in competition with governing bodies in other states or nations): Rountree: Last item on the agenda this evening is Item 6, Executive Session. I need a motion. Bird: Mr. President? Rountree: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345(1)(e). 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: Need a motion. Bird: I make a motion we come out of Executive Session. Hoaglun: Second. Rountree: It's been moved and seconded to come out of Executive Session. All in favor? MOTION CARRIED: ALL AYES. Meridian City Council Special Workshop Meeting July 21, 2009 Page 60 of 60 Rountree: Need another motion. Bird: I move we adjourn. Hoaglun: Second. Rountree: Moved and seconded to adjoum. All in favor? Opposed. MOTION CARRIED: ALL AYES. Rountree: Good evening. MEETING ADJOURNED AT 10:11 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 1/~~~~~9 COUNCIL P SIDENT CHARLIE ROUNTREE DATE APPROVED ~,,,tttttttt,t~,<< ,~~` ~~~ .~~'\\\c~~y ~ ~ 1 ~qti ~~''- ~°4rFO A E~ BEAL ~ ,~~ ';,, '9p ,. ts~ . ,r ,,. iii `9 OQ ```s ~~~/lilltitv11t1~~~\ J CEE . HOLMAN CITY CLERK July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. $-/~- REQUEST Approve Minutes of July 7, 2009 City Council Regular Meeting AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: 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 Merldtan. COMMENTS July 17, 2009 MERIDIAN CITY COUNCIL MEETING APPLICANT ITEM NO. $-B REQUEST Approve Minutes of July 14, 2009 City Council Regular Meeting AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: 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 C(ty of Meridian. July 21, 2009 COMMENTS July 17, 2009 MERIDIAN CITY COUNCIL MEETING July 21, 2009 APPLICANT ITEM NO. S-C REQUEST Addendum to CDBG Subrecipient Agreement -- Meridian Food Band 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: Materials presented at public meetings shall become property of the CHy of Meridian. COMMENTS See attached Page 1 of 2 Tara Green From: Matthew Ellsworth Sent: Friday, July 17, 2009 8:35 AM To: Tara Green Subject: FV1/: Some information to support our grant application Follow Up Flag: Follow up Flag Status: Green Tara, Is it too late to add the email below to Council's packet for Tuesday with the memo for item 5.C? Matt Ellsworth Associate City Planner Meridian Planning Department 33 E. Broadway Ave. Meridian, ID 83642 208.884.5533 From: Colleen Braga [mailto:Colleen.Braga@beclubidaho.org] Sent: Thursday, July 16, 2009 5:27 PM To: Matthew Ellsworth Subject: Some information to support our grant application Hi Matt- Just wanted to share with you a couple thoughts to help with the decision making process on our grant application: Meridian Club Facts 1217 Members (to date) for 2009. 46% are from single parent households 70% of members come from households of 4 or more family members 68% of members (835) come from low income families (earning below $33,000 annually) Youth who attend our program can expect to receive free meals (snacks and dinners) each day. By participating in our program, youth do much better in school (from our educational and social enhancement programs) and most of them (90% according to a poll of Boys & Girls Club Alumni) will graduate from high school. Peregrine Elementary School 46% of students fall within the Federal low income guidelines (meaning that they certainly would serve at least 51% low/moderate income families!) During summer months, an average of 56 Peregrine students attend the Meridian Boys & Girls Club. During school year, an average of 14 Peregrine students attend the Meridian Boys & Girls Club each month. Lack of daily transportation is the major reason Peregrine students cannot attend during the school year. If Funding Requested is not possible at the $17.000 level• We can either reduce the scope of work (i.e. pickup only at Peregrine) thereby reducing expenses, or look at 7/17/2009 Page 2 of 2 conducting a fee based program on a sliding scale (i.e. low income families pay nothing, but families with means pay between $15 and $50 per month.) Colleen Braga Executive Director Boys & Girls Clubs of Ada County 610E 42nd St • Garden City, ID 83714 phone 208.376-4960 I fax 208.321.9158 colleen.braea@baclubidaho.ors I www.bsclubidaho.org 't_,. ~ ,. i~~~"~C - ~_..,. a c c ` 4 7/17/2009 Tara Green From: Matthew Ellsworth Sent: Wednesday, July 15, 2009 1:37 PM To: Tara Green Subject: FW: Follow Up Flag: Follow up Flag Status: Green Attachments: 20090715125116400.pdf u 2009071512 400.pdf (142 Tara, Here's the addendum I called about today for inclusion on the consent agenda for July 21. We can call it "Addendum to CDBG Subrecipient Agreement: Meridian Food Bank". It adjusts the agreement to reflect changes with an amendment to the PY2007 Action Plan. I'll be at the meeting in case any questions come up. Thanks! Matt Ellsworth Associate City Planner Meridian Planning Department 33 E. Broadway Ave. Meridian, ID 83642 208.884.5533 -----Original Message----- From: imagistics@meridiancity.org [mailto:imagistics@meridiancity.org] Sent: Wednesday, July 15, 2009 11:51 AM To: Matthew Ellsworth Subject: This E-mail was sent from "RNP89021A" (Aficio 2035e). Scan Date: 07.15.2009 12:51:16 (-0500) Queries to: imagistics@meridiancity.org City Council Regular Meeting Tuesday, July 21, 2009 S.C. Use of Public Service Funds for CDBG Program Year 2009 A. INTRODUCTION & BACKGROUND The City's CDBG entitlement for PY2009 is $249,962. Up to 15% of a City's entitlement can go towards public service activities; $37,490 for PY2009. Council directed staff on June 16, 2009 to devote the full amount allowable under the 15% cap to public services, which the Action Plan that is currently out for comment reflects. Prior to consideration of the PY2009 Action Plan on July 28, 2009, staff requests additional direction from Council on how to allocate public service funds next year. B. UPDATE Staff received two applications from perspective public service subrecipients: 1. Boys & Girls Club: a. After School Transportation: $17,000 To provide daily after school transportation from Peregrine Elementary, Meridian Middle, and Meridian High schools to the Boys & Girls Club. 2. Meridian Food Bank: a. General Services: $50,401 To provide food to families and individuals in need. b. Backpacks for Kids: $16,120 To purchase food and supplies for children in need through the Backpacks for Kids program. Total Public Service Assistance Requested for PY2009: $83,521 C. RECOMMENDATION Staff recommends that Council award the full $37,490 to the Meridian Food Bank to disburse for general services and the Backpacks for Kids program. The transportation program proposed by the Boys & Girls Club would be a tremendous benefit to students of these three schools. In better economic times, or if additional funds were available for public service activities, the transportation program would be an excellent use of CDBG funds. However, as recent numbers from the Food Bank indicate, the basic needs of area residents far exceed the total amount of assistance available. Even if the full 15% of the City's PY2009 entitlement goes to the Food Bank, the Food Bank will still struggle to meet the growing needs of area residents. The Food Bank has also been the most responsive and engaged of the City's subrecipients to date; tailoring data compilation and program management protocols to conform to City and CDBG requirements; submitting monthly progress reports (even when unaccompanied by draw requests); providing staff with a tour of their facilities; maintaining regular contact about any issues and successes; and adhering meticulously to all aspects of the Subrecipient Agreement. D. REQUEST Prior to consideration of the PY2009 Action Plan on July 28, 2009, staff requests direction from Council on how to allocate public service funds next year. ADDENDUM A to SUBRECIPIENT AGREEMENT with MERIDIAN FOOD BANK FOR USE OF PY07 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS Ihis ADDENDUM A to the Subrecipient Agreement for Use of'PY07 Community Development Block Grant Funds is made this day of July, 2009 ("Effective Date"), by and between the City af' Meridian, a municipal corporation organized under the Iaws of'the State of Idaho ("City"), and Valley Shepherd Nazarene Compassionate Ministries Center, Inc., dba Meridian Food Bank, a nonprofit, charitable corporation organized under the laws of the State of'Idaho ("Subrecipient"}.. WHEREAS, the City of'Meridian and Subrecipient entered into a Subrecipient Agreement Far Use of'PY07 Community Development Block Grant Funds {"April 14, 2009 Agreement") on April 14, 2009; WHEREAS, on May 26, 2009, the City Council of'the City of'Meridian passed Resolution no. 09-66'7, which resolution substantially amended the City's PY07 Action Plan to, irater• alPa, increase funding to Subrecipient from PYO'7 funds; WHEREAS, City and Subrecipient wish to enter into a cooperative agreement for the investment of'CDBG funds in Subrecipient's programming for Program Year• 2{?07; NOW, THEREFORE, in addition to the terms and conditions set forth in the April 14, 2009 Agreement, it is agreed by the parties hereto as follows: I. STATEMENT OF WORK A. Purpose. In addition to the purpose set forth in the April 14, 2009 Agreement, Subrecipient further agrees that it shall use City's PY07 CDBG funds in the additional amount ofnineteen thousand dollars ($19,000), totaling twenty-nine thousand dollars {$29,000), for supplies and/or materials related to the purchase of food and supplies for distribution at the Meridian Food Bank, located at 15 E. Bower Stc•eet, Meridian, Idaho. Subrecipient shall be responsible for administering its PY07 CDBG funds in a manner satisfactory to City and consistent with any and all standards required as a condition of'providing these funds.. F. Tirane of Performance. Services of Subrecipient under this Agreement shall be completed by November 30, 2009., the term of this Agreement and the provisions herein shall be extended to cover any additional time period during which Subrecipient remains in control of CDBG funds or other assets, including program income.. II. ADMINISTRATIVE REQUIREMENTS B.. Financial Management. 1.. Budget.. Subrecipient agrees that it shall use City's PY07 CDBG funds in the additional amount of'nineteen thousand dollars ($19,000}, totaling twenty-nine thousand dollars {$29,000), for supplies and/or materials related to the purchase of'faod and supplies for ADDENDI)VI A IO APRIL 14, 20{I9 SUBRECIPIENI AGREEMENI FoR UsE Or PY07 CDBG FfINDS PAGE 1 of'2 distribution at the Meridian Food Bank, located at 15 E. Bowed Street, Meridian, Idaho. City may require a detailed budget breakdown, and Subrecipient shall provide such information in a timely fashion, and in the form and content prescribed by City• D. Repar~ting and Payment Pr~acednr•es. 4. Draw requests., It is expressly agreed and understood that the total amount to be paid by City under the April 14, 2009 Agreement and this Addendum A thereto shall nat exceed twenty-nine thousand dollars ($29,000) . Drawdowns for the payment of eligible expenses shall be made in accordance with performance, Draw requests shall only be accepted on official City andlar HUD forms and must be completed in full to be processed. All draw requests are to be submitted monthly, no later than twenty-one {21) days after the end of'the month for which reimbursement is being submitted. Final draw under the April 14, 2009 Agreement and this Addendum A thereto will be submitted by Subrecipient no later than November 30, 2009 unless otherwise agreed in wrifing III. APRIL 14, 2009 AGREEMENT FULLY IN EFFECT the intent and effect of'this Addendum A is to errlatge the purpose, time of performance, and budget as set fozth in the April 14, 2009 Agreement. Except as expressly set Earth herein, this Addendum A does not otherwise modify ar altez any tezm or condition of'the April 14, 2009 Agreement in any way. Except to the extent expressly modified by this Addendum A, the April 14, 2009 Agreement z•emains in full effect, and ali terms and conditions thereof'axe incozporated in this Addendum A as though fully set forth herein. IN WITNESS WHEREOF, the parties shall cause this Addendum A to be executed by their duly authorized officezs on theme day of July, 2009. SUBRECIPIENT: Meridian Food Bank ~~~ Dan Clark ~~~~~ c~° ~ 4 ~' SW p t ^t c CITY: ~-~~~~~~=-~"" City of'Meridian By: Tan. y e Weerd, Mayor Ar)r?ENDUIVI A TO APRIL. 14, 2049 SUBRECIPIEiVI AG FaR USE of PY07 CDBG FutvDs STATE OF Idaho ) j ss. County of I HEREBY CERTIFY that on this ~~day of , 2409, before the undersigned, a Notary Public in the S e of Idaho, personally appeared Dan Clark, known tome to be the person who executed the said instrument, and acknowledged to me drat she executed the same.. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, a day and year 'n this tificate fast above written ~ ~ ^ . Notar~r Public f aho/ `- Residing at daho >vIy Commissron Expires: _ ` ~~ -U~ Attest: \``\`~~,~~``~ ~~ ~ MEq • ~;' %:,,~~' ., Jaycee lr~an, its Clerk ~~~L ~EIvIENr = ~G o~ i ~~ '~i, \ ~~~ ~irrrrrrrrri nn~~~~~~ PAGE 2 of 2 July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. $-D REQUEST Change Order No. 2 for Well 7 8~ 8 Abandonment AGENCY COMMENTS CITY CLERK: CITY ENGINEER: See attached 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 Cffy of Meridian. Memo To: Jaycee Holman; Tara Green From: Clint Worthington, P.E., Staff Engineer CC: Kyle Radek, P.E., Assist. City Engineer Warren Stewart, P.E., Engineering Manager Thomas Barry, P.E.G., Public Works Director Becky Licari, Administrative Secretary Date: July 9, 2009 Re: Proposed Agenda Item for July 21, 2009 City Council Meeting The Public Works Department respectfully requests the following item be placed on the April 21 City Council agenda, under Consent Agenda, for Council's consideration: Change Order No. 2 for Well 7 and 8 Abandonment Additional work was required in the attempt to redevelop Well #8 which resulted in the need to abandon the well. Additional work was also required for the abandonment of Well #7. This change order consists of the following work: Additional work required in attempt to redevelop well #8 Well #8 abandonment Additional work required to extract well screen and preserve existing building coupled with additional grout volume required to abandon well #7. For a more detailed description of the additional required work please see the attached email from the consultant, Hydro Logic, Inc. The change order will be paid using funds from the Enterprise Fund for Surface Well Maintenance (60-3410-53310) Recommended Council Action: The Public Works Department recommends that City Council approves Change Order No. 2 for Well #7 and #8 Abandonment with Hydro Logic, Inc., for $8,434.98 and authorize the Mayor to sign it. Thank you for your consideration. Please contact me if o have n questions regarding this item. s ~ ~~ o • Page 1 C)TY BF MERIDIAN 33 EA8T IDAHO MERIDIAN, I® 83842 Change Order No.: g Protect Number. 780 Date: 7/812009 Effective Date: CONTRACTOR: Hydro Logic, Inc. PROJECT: WtfII #T and #8 Abandonment The Contractor Is hereby directed to make the following changes from the Contract Documents and Plans. Desclption: 1 } AddHtonal work reputed to Abandon Weq #7 2} Addigonal work required to Redevelop Weq #8 3} Abandonment of Weq fie 4} Reason for Change Order: Well #7 - Addtional work required to extract well screen and preserve existing building coupled with additional grout volume required to abandon well. Well #8 - Addttionai work was required in the attempt to rehabilitate the well. Ttte Well was not able to be rehabifltated and abandonment was required. Attachments: Email from Hydro Logic, Inc. explaining change order. CHANt;3E IN CONTRACT PRICE: CHANGE IN CONTRACT TIME8: Original Contract Pries: $15,000.00 Original Contract Complegon Date: Orlginal Contact Com stlon Days: Nat changes form previous C.O.'s.: Net Days change form previous C.O: s: No. Q to 0 No. o to Q $0.00 Contact Price Prior to ihEs C.O.: Contact Complegon Date before this C.O.: $15,000.00 Net Increase (decteasej of tide C.O.: Net Days Increase (decrease) of this C.O.: $8.434.88 Contract Price with all Approved C.O.'s: Contact Camptetton Date with aq Approved C.O.'s: $23,434.88 RECOMMENDED: (CONSTRl1CTIONF MANAG R) ACCEPTED {C CTOR), ~~ ~ ~ By: Data: 7~ ~ /®9 B Y~ ~''~'`~` Data: _ 7- f o t~ APPROVED: (CITY PURC A COUNCIL APPROVAL B .Keith Watts Date: , L\~~ r ~~~ r ~.- 21-- late: ®~ ~~~i~. APPROVED: ~' ATTES o r~o ey: M Ta y de 'eerd ~~ _~~ Date: ~ B Ci Cte y: ly ric, _yces an,~,~.~ Q Date: ~~ p ~ C l 7~ ~ q ~~ '., 9o T 1ST ' ~~t°` Q` ~~• /~~~~~ C~lll~ ~~ `~~ '~~~rhrrrrrrrr n`y,`,`\~~~ Page 1 of 2 Clint Worthington From: Ed Squires [ed@hydrologicinc.net] Sent: Monday, July 06, 2009 7:12 AM To: Clint Worthington Cc: Kyle Radek; Tom Barry; Rick Clinton Subject: 7-6-2009 Meridian Supply Wells #7 and #8 Abandonment Project Wrap Up and Change Order Attachments: 7-3-2009 Meridian #8 Well Bill.doc 1002 W. Franklin St Boise ID 83702 208) 342 8369 Fax• 208 342 3100 Cell 208) 631 6781 Clint, As promised, I have sent out our final invoice for the Well #8 abandonment project by today's U.S. Mail including a tabulation and reconciliation of both project's (Well #7 and Well #8) total costs. As we have discussed, the well screen removal on Meridian Well #7 and the mid-project changes from abandonment to re-development to replacement and back to abandonment for Well #8 resulted in additional charges not anticipated by the original Task Order for the abandonment of both wells. This communication is intended to provide an overview of the reasons for the additional costs for the construction of a change order to cover the additional costs: 1) WELL #7: a. We originally estimated a simple abandonment for Well #7 at $ 7,500. b. To facilitate a better grout seal where casings were telescoped, and to recover 50 feet of reuseable stainless steel well screen, we had the the contractor successfully extract the well screen assembly (estimated recovery of ~$ 8K of screen in good condition). c. We also preserved the pump house for the Water Department and patched the concrete floor of the building. d. The total cost of abandonment of Well #7 is $ 9,135.95 including a large unanticipate grout volume and extraction of the well screens. e. The overage for this, above the original estimate is $ 1,635.95; well worth the cost for the improved abandonment and recovered well screens. 2) WELL #8: a. We originally estimated a simple abandonment for Well #8 at $ 7,500. b. This project commenced as an abandonment project and $ 2,898.64 was expended towards that goal. c. Parks Dept. inquired about re-developing the well as an irrigation well for the Main Street landscaping and Storey Park. d. Upon scraping, brushing, and swabbing the Well #8, severely corroded casing and sand production was observed. e. At this time, a replacement well project was considered, designed and costed with several meetings with the City. f. Toward the re-development and replacement well projects, $ 5,992.64 was expended including camera surveys and geophysical logs. g. Presented with the idea and cost of constructing a new ground water supply well for irrigation, the City elected not to pursue a new well. 7/8/2009 Page 2 of 2 h. The City then returned to the original well abandonment project and that work was completed for an additional cost of $ 5,407.75. i. The abandonment portion of the project cost $ 8,306.39 ; $ 806.39 over the original estimate including large unanticipated grout volume. j. The total overage for all Well #8 projects (above the original project cost estimate) is $ 6,799.03 3) CONCLUSIONS: a. The $ 1,635.96 overage on Well #7 is well worth the cost for the improved abandonment and $8,000-worth of recovered well screens. b. The Well #8 abandonment project exceeded its original budget by $ 806.39 including unanticipated and unforseeable grout volume. c. The Well #8 re-development and replacement projects cost $ 5,992.64. d. A Change Order is needed in the amount of $ 8,434.98 My best accounting of HLI invoices for these projects is attached above. All for now; let me know if you need more information from me. Ed 7/8/2009 Ci ty of Mer id ian P ubl ic Wor ks De pt. Memo To: Jaycee Holman; Tara Green Ft9orrk Clint Worthington, P.E., Staff Engineer CC: Kyle Radek, P.E., Assist. City Engineer Warren Stewart, P.E., F~tgineering Manager Thomas Barry, P:E.G., Public Works Director Becky Licari, Administrative Secretary Date: July 9, 2009 Re: Proposed Agenda Item for July 21, 2009 City Council Meeting The Public Works Department respectfully requests the following item be placed on the April 21 City Council agenda, under Consent Agenda, for CounciPs consideration: Chance Order Na. 2 for Well 7 and 8 Abandonment Additional work was required in the attempt to redevelop Well #8 which resulted in the need to abandon the well. Additional work was also required for the abandonment of Well #7. This change order consists of the following work: • Addit~nal wortr requires in attempt to redevelop well #8 • Well #8 abandonment • Additional work required to extract well screen and preserve existing building coupled with additional grout volume required to abandon well #7. For a mare detailed description of the additional required work please see the attached email from the consultant, Hydro Logic, Inc. The change order wilt be paid using funds from the Enterprise Fund for Surface Well Maintenance {60-3410-53310) Recommended Council Action: The Public Works Departm®nt recommends #hat City Council approves Change Order No. 2 for Well #T and #8 Abandonment wi#h Hydro Logic, Inc., for X8,434.98 and authorize the Mayor to slgn it. Thank you for your consideration. Please contact me if have questions. regarding this item. .~ 7 , • Page 1 CRY OF MERIDIAN 33 EAST IDAHO MERIDIAItI, ID 83842 CONTRACT CHANt3E ORDER Range Order No.: 2 Pro)ect Number: ~8a Date: 7rs-~ooe Effective t~1e; Ct7iI+ITRACTOR: Hydro LoglC, Inc. PROJECT; Mfell ~7 atx) ~ Abandonment The Contractor fs hereby dbscted to make the tgNpwlrrg ehnn9ss front the t:ontraar Dotsumerna-and Plana. Uesd~lon: 9) Addiional vrork required to Abandon Wei p7 2) Additional NADric regtdred to Redev~op Wei ~ 3) Abandonment at Wei 1118 4) ttrason tar Change Order: Wen #7 - Addllkutal work rewired to extract wen screen and preserve existing buikting coupled-with additktnal grout volume required to abandon Well. Ulfell !~8 - Additional Work was required in Ilte akterrtpt to rehebnNate the Wen. The Well wes not able to rte. rehabnNeted and abandonment was required. Attaa#anenis: Email cram Hydra s_a~glc, klc. explaining change order. CHANtiE IN COkiTRACT PRICE: CHAtVLiE IN GLiNTRt1aT TIMES: t~dgtnal Contract Price: 15.000,00 Or~ir~ Contract Gompteion Date: Orl I11a1 Comred ~ Net cAangea imm prevlona G.O: s.: Net Ctaya ctmnge farm previous C.O.'s: No. Q to 0 No. g to Q $0.00 Contract Ptlce P4ar to qNa G.O.: Contrad Cemptelbn Date before this C:O.: $15,p00.Q0 Net increase (dsasasa) of this C.O.: Net flays Increase (decrease) of Mils C.O.: $8,434,98 ~t ~+~~ an Approved. c.o.•a: CorN>gcf Complett~ Date wlu~ an approved c.o.~a: 5~2~,4a4.9e RE(YltuWIENDED: {CONSiRUCTtON a! ACCEPTED ( TOR), ,,/ / ~,. ~ D~~ ,~glo ~~ c g API'ROYED: {CITY WRCFV-SINtiA~IT) COUNCIL APPROVAL 9y: Iceltn walla Date: ~; APPROVED: {CITY) ATTEST: 8y: tHayor Tammy da Weard By: City Cf~k• Jayoae Heiman Data: ~~. Page 1 of 2 Clint Worthington From: Ed Squires led@hydrologicinc.net] Sent: Monday, July 06, 2009 7:12 AM To: Clint Worthington Cc: Kyle Radek; Tom Barry; Rick Clinton Subject: 7-6-2008 Meridian Supply 1Nells #7 and #8 Abandonment Project. Wrap Up and Change Order Attachments: 7-3-2009 Meridian ;~ Well Bili.doc iD02 W. Franklin St. Boise ID 83702 ._1;.208) 3A2-8369 Fax1208) 343100 Cell: (20~ 63.1-b781 Clint, As promised,. I have sent out our final invoice for the Well #8 abandonment project by today's U.S. Mail including a tabulation andreconciliation ofboth project's {Well #7 and Well #8) total costs. As we have discussed, the well. screen removal on Meridian Well #7 and the mid-project changes from abandonment to re-development to replacement .and back to abandonment for Well #8 resulted in additional charges not anticipated by the original Task Order for the abandonment of both wells. This communication is intended to provide an overview of the reasons for the additional costs for the construction of a change order to cover the additional costs: 1) WELL #7: a. We originally estimated a simple abandonment for Well #7 at $ 7,SOfl. b. To facilitate a better grout seal where casings were telescoped, and to recover 50 feet of reuseable stainless steel well screen, we had the the contractor successfully extract the well screen assembly {estimated recovery of ~$ 8K of screen in good condition). c. We also preserved the pump house for the Water Department and patched the concrete floor of the building. d. The total cost of abandonment of Well #7 is $ 9,135.95 including a large unanticipate grout volume and extraction of the well screens. e. The overage for this, above the original estimate is $ 1,635.95; welt worth the cost for the improved abandonment and recovered well screens. 2) WELL #S: a. We originally estimated a simple abandonment for Well #8 at $ ?,Sflfl. b. This project commenced as an abandonment project and $ 2,898.64 was expended towards that goal. c. Parks Dept. inquired about re-developing the well as an irrigation well for the Main Street landscaping and Storey Park. d. Upon scraping, brushing, and swabbing the Well #8, severely corroded casing and sand production was observed. e. At this time, a replacement well project was considered, designed and eosted with several meetings with the Gity. f. Toward the re-development and replacement well projects, $ 5,992.64 was expended including camera surveys and geophysical logs. g. Presented with the idea and cost of constructing a new ground water supply well for irrigation, the City elected not to pursue a new well: 7/812flfl9 r r~ Page 2 of Z h. The City then returned to the original well abandonment. project and that work was completed for an additional cost of $ 5,407.75. i. The abandonment portion of the project cost $ 8,305.39 ; $ 806.39 over the original estimate including large unanticipated grout volume. j. The total overage for all Well #8 projects. (above the original project cost estimate) is $ 5,799.03 3) CUlvCLUSIQNS: a. The $ 1,535.95 overage on Well #7 is well worth the cost for the improved abandonment and $8,000-worth of recovered well screens. b. The Well #8 abandonment project exceeded its original budget by $805.39 including unanticipated and unforseeable grout volume. c. The Well #8 re-development and replacement projects cost $ 5,992.64. d. A Change Order is needed in the amount of $ 8,434.48 My best accounting of HLI invoices for these projects is attached above. All for now; let me know if you need more information from me. Ed 7/8/2009 July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. 3-E REQUEST Change Order No. 2 for North Black Cat Lift Station Construction 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: Materials presented at public meetings shall become property of the City of Meridian. COMMENTS See attached Memo To: Jaycee Holman; Tara Green From: Clint Worthington, P.E., Staff Engineer CC: Clint Dolsby, P.E., Assist. City Engineer Warren Stewart, P.E., Engineering Manager Thomas Bany, P.E.G., Public Works Director Becky Licari, Administrative Secretary Date: July 9, 2009 Re: Proposed Agenda Item for July 21, 2009 City Council Meeting The Public Works Department respectfully requests the following item be placed on the April 21 City Council agenda, under Consent Agenda, for Council's consideration: Chance Order No. 2 for North Black Cat Lift Station Construction Additional work required for the construction of the Lift Stafion. This change order consists of work change directives 9 and 16 through 29 which are attached. These work change directives give details on the additional work required. This is the final change order and closes out the project. Change order totals to this project increase the original contract by 3.5%. The change order will be paid using funds from the Enterprise Fund for Black Cat Trunk (60- 3590-96162) Recommended Council Action: The Public Works Department recommends that City Council approves Change Order No. 2 for the North Black Cat Lift Station Construction with JC Constructors, Inc., for $17,657.11 and authorize the Mayor to sign it. Thank you for your consideration. Please contact me if you have ari~questions regarding this item. ~ • Page 1 CITY OF MERIDIAN 33 EAST IDAHO MERIDIAN, ID 83642 CONTRACT CHANGE ORDER Change Order No.: 2 Project Number: 0632a Date: 7/8/2009 Effective Date: CONTRACTOR: JC Constructors PROJECT: North Black Cat Lift Station The Contractor is hereby directed to make the following changes from the Contract Documents and Plans. Desciption: 1) Work Change Directives . 2) 3) 4) 5) Reason for Change Order: Additional work required to complete project. See attached work change directives. Attachments: Work Change Directives 9 and 16-29. CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES: Original Contract Price: $2,745,000.00 Original Contract Completion Date: Original Contract Completion Days: Net changes form previous C.O.'s.: Net Days change form previous C.O.'s: No. 0 to 0 No. 0 to 0 $78,847.89 Contract Price Prior to this C.O.: Contract Completlon Date before this C.O.: $2,823,847.89 Net Increase (decrease) of this C.O.: Net Days Increase (decrease) of this C.O.: $17,657.11 Contract Price with all Approved C.O.'s: Contract Completion Date with all Approved C.O: s: $2,841,505.00 RECOMMENDED: (CONSTRUCTION MANAGER) ACCEPTED (CONTRACTO R) By: ~~ ~~ '' ~ ~' B ` Date: / $ Z p o 7 ! r ~ y: Date: ~7 / /~ ;, ! ~l APPROVED: (CITY PURL IN T) COUNCIL APPROVAL By: Keith Watts ~~' 1 ~ ~.~~~~~ -9'~~~i ~ ~ Date: ~ ~ ~ ~ ~ i '~~ Date: CCJJ ~ 1 ~~ O APPROVED: C ~ ATTEST: By: May r Tammy a erd By: City Clerk, Ja a Hoffman ~ ~ Date: '7~ ~ (~ 9 ~ ~ >~•: Date: _a,~ ~, ~~ ~ 'yam !/S.T '1ST • ~ C) ~ ~~~~~Nrrn n~nt~~~1y. Memo To: Jaycee Holman; Tara Green From: Clint Worthington, P.E., Staff Engineer CC: Clint Dolsby, P.E., Assist. City Engineer Warren Stewart, P.E., Engineering Manager Thomas Barry, P.E.G., Public Works Director Becky Licari, Administrative Secretary .Date: July 9, 2009 Re: Proposed Agenda Item for July 21, 2009 City Council Meeting The Public Works Department respectfully requests the following item be planed on tfie Apri# 21 City Council agenda, under Consent Agenda, for Counal's consideration: Change Order Na 2 for North Black Cat Lift. Station. Construction. Additional work required for the construction of the Lift Station. This change order c~nsis#s of work change directives 9 and 16 through 29 which are attached. These work change directives give details on the additional work required. This is the final change order and closes out the project. Change order totals to this project increase the original contract by 3.5%. The change orderwill be paid using funds from the Enterprise Fund for Black Cat Trunk (60- 3590-96162) Recommended Council Action: The Public Works .Department recommends that City Council approves. Change Order No. 2 for the .North Black Cat Lift Station Construction with JC Construc#ors, Inc., for $17,657.11 and authorize the Mayor to sign h. Thank you for your consideration. Please contact me if you have an~r,questions r~arding this item. ~ ~ J • Page 1 CITY OF MERIDIAN 33 EAST IDAHO MERIDIAN, ID 83642 CONTRACT CHANGE ORDER Change order No.: 2 Protect Number; 0$32a Date: ~tstzaos Effective Date: CONTRACTOR: JC Constructors PROJECT: North Black Cat Lift Station The Contractor is hereby directed to make the following changes from the Contract Documents and Ptans. Desciptlon: 1} Work Change Directives 2} 3) 4} 5) Reason for Change Order: Additivnai work required to complete project. See attached work change directives. Attachments: Work Change Directives 9 and 16-29. CtIANGE IN CONTRACT PRICE: CHANGE IN CONTRACT T1ME3: Original Contract Price: $2,745,DDD.00 Original Contract Completion Date: Original Contact Completion Days: Net changes form previous CA 's.: Net Days change form previous C.O.'s: No. Q to 0 No. Q to 0 $78 847.89 Contract Price Prior to this C.O.: Contract Completicn Date before this C.O.: $2,823,847.89 Net Increase (decrease) of this C.O.: Net Days Increase {decrease) of this C.a.: $17,657.11 Contract Price with all Approved C.O.'s: Contract Completion Date with all Approved CA.'s: $2,841,505.00 RECOMMENDED: (CGNSTRUCTIGN MANAGER). ACCEPTED (CONTRACTOR) /~ Date: $ /,z po Date: ~ APPROVED: {CITY PURCHASING AGENT) COUNCIL APPROVAL By. Keith Watts Date: Date: APPROVED: ;CITYi ATTEST: By: Ma~Tam a eerd By: City Clerk, Jaycee Holman Date: Date: T 1~ 'i~'ORK C~T.4i\iGE Dlt~ZIECTIVE No. 009 PROJECT: NORTH BLACK CAT LIFT STATION DATE OF ISSUANCE: September I S, 2008 EFFECTIZIE DATE: September 15, .2008 O`~3ER: City of Merauian P><•oject Na. CONTRACTOR: JC Constructors ENGINIER: JUB Engineers, Inc. You are directed to provide a price quotation for the foliowing changes}: Add a water meter for the irrigation water. Purpose of Work Change. Directive: Sheet C4 .showed an irrigation lime being tapped off the water line without a meter. 1£a claim is made that the above changes} have affected Contract. Price or Contract Times any claim for a Change order based thereon will involve one or more of the folIvwng methods. of determining the effect ofthe changes}. Method of determining change in Contract Price: Unit Prices x Lump Sum ^ Other Method of determining change in Contract Times:. ^ Estimated increase {decrease) in Contract Price: Lump sum price quotation to be .supplied from JCC. If the change involves an increase, the. estimated amount is not to be exceeded without further authorization. RECOMMEND by ENGINEER: Phil Kris um, P.E. By: thorized Signature) Contractor's records Engineer's records Qther Estimated increase (decrease} in Contract Times: Substantial Completion: 0 days; Ready for final payment: 0 days. If the change involves an increase, the estimated times are not to be exceeded without further authorization. AUTHORIZED by OWNER: By: {Authorized Si afore} F:\J'ROJJ?CTMANAGERSIPHKV 0-45-026-MERIDIAN NORTH BLACI: CA7ICONST~LIFT STA"I90N1CONS71Cn&WCD\WCD 09.DOC CHANGE PRdPQSAL REQUEST ----------._•~ v.rwecvi ~w. Chang@PfGpas@Id North Black Cat Lift Station JC CQNSTRUCT©RS ~~7 ~'~ 5.CONTRACT NO: B.PROPOSAL DATE JC was directed to add an additlonai meter far irrigation water. Sheet C4 of the contract documents show the irrigation line being tapped off of the water tine wlo a meter. Costs are for Capital City plumbing to add a meter and can assembly. ROR CHANGE WORK DIRts'CTLY PEitppRtirED BY THE UNDfiRSIGNt?D CONTRACTOR 1.Okect labor wl laha~ fringes (Attach suppCrti~ detali estimates with msn-hours and rams) $ 2. insurance arm' labor T@~s $ 3. Materials and F~uiPrnBrn. Detan@d quanttties atlaetted. ~ 4, Ov@rt~ead & Fa@ (gg 15'x, $ lime Expnrtion Requested U working d~+ JC Constructors' cost $ _ 3. For work to b@ P@IiolMed by subcoMractora, parpropgsafs and demlred breakdowns s ~ TECUatr of wercc ,~~ CR Itai C Plumbin Flutnbin 21 ~ TLITALSU~ONTRACTORAMp~NT NCLtg71Na$yg,~gpx s coNrr~raxs cxree-~s~rr onr rorru suecorrrRACroR nua~T ~ s ~ $ $ 2,133.00 1 r~ 65 con raACroRS tarrocosr ~ soi~r~n $ . .33.59 C. TOTAL INt~ REASE OR DECREl1SE of CONTRACT PRICE . (qg+s~ __2,273.24 JC CON8TRUCTORS, qtC. COAIrRACT~RNAME Jim Cox ARrNTEDNAME ONPROAOSAI. S1GNA7URE/OA7E Page 1, 3CC WORD CHANGE DIREC')~'TVE PROJECT: NORTH BLACK CAT LIFT STATION DATE Ol~' ISSUAINCE: April 16, 2009 EFFECTIVE DATE: April 15, 2009 No. 016 OW~i,Eit: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: JUB Engineers, Inc. You are directed to provide a price quotation far-the Electrical to allow the Electrical modifications required fox control logic to function properly. level instruments- to operate the three different pumps. Purpose of Work Change Directive: Electrical modifications for control Iogie to function properly and to allow the level instruments to operate the three different pumps. If a claim is made that the above changes) have affected Contract Price or Contract Times any claim for a Change order based thereon will involve one ar more of the following methods of determinuing the effect of the change{s). Method of determini~xg change in Contract Price: Method of determining change in Contract. Times: ^ Unit Prices ^ Contractor's records x Lump Sum ^ Engineer's records ^ Other ^ Other Estimated increase (decrease) in Contract Price: Estimated increase (decrease) in Contract Tinnes: Lutn~ sum. price quotation to be supplied from JCC Substantial Completion: 0 days; Rudy If the change involves an increase, the estimated amount for final payment: 0 days: If the change is not to lae exceeded without further authorization. involves an increase, the estimated times are not to be exceeded without further authorization. RECOMMEATID by ENGINEER: AUTHORISED by OWNER: Phil F~ri~f boom, P.E.. By; r~~ gy_ (Authorize- ignature) (Authorize Signature) C:IDOGiJMEN3'S AND SETTINGSIPHKILQCAL SE'f7~tCiS1TEMPQRARY 1NTERNEr FILES10LK241WGD I6.DOC JC Constructors,. Inc. 1306 E. Columbia Rd. Meridian, ID 83642 TRANSMITTAL FORM TO: JUB Engineers ATTN: Phil/Josh WE ARE SENDENG YOU THE FOLLOWING ITEMS: PLANS ESTIMATES ~~ Constructors., lnc, eteaL~ evccaes tAmagb teamwork DATE: April 15, 2009 PROJECT: Black Cat Lift Station LOCATION: Meridian, iD RE: Electrical change pricing ~HEREWTTH X~DEL'D 9Y HAND a UNDER SEPARATE COVER ]PRINTS SHOP DWGS. SAMPLES QSPECS ~CQNTRACT n COPIES DATE OR NO. DESCRIPTION ~ Group at final electrical change requests THESE ARE TRANSMITTED AS INDICATED BELOW: 0 FOR YOUR USE APPROVED AS NOTED ~ RETURN BOTH SETS CQRRECTED PRINTS FOR APPROVAL ^APP'D FOR C(JNSTRUCTlON^SUBMiT COPIES FOR AS REQUESTED ~RETN FOR CORRECTIONS RESUBMIT COPIES FOR fOR REVIEW AND COMMENT ~ RETN AFTER LOAN TO US FOR 81DS DUE REMARKS; IF ENCLOSURES ARE NOT AS INDICATED, PLEASE NOTIFY US AT ONCE AT (208) 895-8'105. SIGNED: JOB CODE: Cc: CHANGE PRtJPQSAL REQUEST 1.PROJECT North Black Cat Lift St ti 2.CONTRACTOR JC CONSTRUCTORS 3.PROJECT NO. X57 Change Proposal # ~~~ ~ I° . a on S.CONTRACT NO: 6.PROPOSAL DATE 9-A r-09 DESCRIPTION OF CHANGE Electrical modifications where required for control logic to function properly. Electrical panel was modified to ensure that the seal water would be on before the pumps. would be allowed to start. The electrical was reconfigured to allow the level instruments to operate the three different pumps. COST SUMMARY A. F'OR CHANGE WORK DIRECTLY PERFORMED BY-THE UNDERSIGNED CONTRACTOR 1. Direct labor w! labor fringes {Attach supporting detail estimates with man-hours and rates}. $ - 2. Insurance and Labor Taxes $ _ 8. Materials and Equipment. Detailed quantifies attached. $ 4.Overhead & Fee (cb 15°k $ _ $ - Time Extention Requested O Wp('klnQ dax JG Constructors' Cost $ - B, For work to be perFomted by subcontractors, per proposals and detailed breakdowns t. SUBCONTRACTOR NAME CATEG6RY OF WORK AMOUNT AME Electrical 3129.48 x TOTAL SUBCONTRACTORAMOUNT {MCWDING 3U8. OH&P)~ $ 3,129,Q,8. 3 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT ~ 5 PERCENT; $ 156..47 CONTRACTORS 66ND COST ~ S:fl18tt000 $ [FQ,2~ C. TOTAL INCREASE OR DECREASE iaF CONTRACT PRICE - {AB+gfi} $ 3,335.24 JC CONSTRUCTORS, INC. CONTRACTOR NAME Jim Cox PRtNTED NAME ON PROPOSAL SIGNATURE/DATE Page 1, JCC lAM~E r. wn~rr~s j:baie~~ameelec¢ic, can IN®USTAIAL - MVNICIpgL C~wIM6RClAL ~ REStrI~WTIAL MOtOR COAITROL ~~'f 1 ~'~~ R.i3~.~i ,~r~ i I ~.~ CALDWELL, IDAHO PHONE: (20~ 459-$959 FAX: (208) 459-2243 February 5, 2U09 MIKES, TENH(11.~N mik ~lectric.com PUBLIC WORKS LICENSE !# 11544-AA-4 {I6000) IDAHO CONTRACTOR LICENSE # C 2854 UL508A INbUS'TRIAI, CONTROL PANEL LICENSE # E 312625 To; ROB GUYOTT J.C CONSTRUCTORS 13U5 E. Colfrmbia Road Meridian, ID S3d42 Location: BLACK CAT NORTH LIFT STATION Ref CONTROL WIRING CHANGl'S Proposal: A.M.E. ELEG°rRIC PROPOSAL #989-011 A.M.1r. Electric, lnc. is pleased to present this proposal for your review-and consideration. Our proposal is to make changes to the control wiring at the Black Cat. North Lift Station. INCLUDED IN THIS PROPOSAL: 1. N Ir;MAL AND AN Provide and install the control wiring to allow the ra er o the three (3} lift pumps in both the Clean and Normal modes P P Aeration of }~'S ~~ u~~t ~+,~. • Add three (3}additional la#ehing relays from the start stop station located in the basement ~ ~ • Add additional contacts on clean normal selector to select eed source on 2. PREi ~.UBE Provide and iastaIl the control wirin t ll h ~~''} g o a ow t e seat waxerto prelu~ the lift pumps prior to pump operation ,~ ~ ' d 52~ t S~ A d wring to tl:nee {3) additional rata a y utputs far each of the. three (3} .seal water solenoids i, ' Remove wiring from CR 3 now gouig to the seal water solenoids 3. ~ / BYDRORAiY~ER Provide and insta,tl upgrades to the control wiring to allow the II'ydroranger to operate aII three {3) lift h . pumps w en required or selected, description of operation as detailed below: • In the "Normal" mode the PLC will have control of the starting, napping, and speed of the lift pumps • If the wet well level goes to high Ievel the Hydroranger will automatically take over control of the system as wet! as initiating an alarm, the system. will remain on Hydroranger control until as operator can be dispatched to the site d l h an c ~r t e fault after the issue leas been resolved • ff the selector switch is selected to "PLC"the Hydroranger will not be able to take control of the lift pumps ao matter what the level indication ' If the selector switch is selected to "HYllRORANGER" the PLC will- not be able t4 fake control of the. lift pumps no matter what the Level indication • Change selector switch "PLC / IlYDRO" to a 3-position selector switch labeled asPLC - NORMAL -HYDRO • Provide PLC inputs to indicate whether the pumps are in PLC, NORMAL, or HYDRO mode ^' 9P Location: BLACK CAT NORTH t~IFT STATION Ref: CONTROL WIRTNC CHANGES Proposal: A.M.E. ELECTR3C PROPOSAL #909 UI1 ryry~~ ~~,,.. Continued l~Tu;~.' Additional programming will be regaired to make the above changes fully functional and operate as described NOT IlYCLUDED IN TAIS PROPOSAL• • PLC programming • Additional PLC digital iaput or output cards if regaired • Additions[ work not specifiealIy listed or pertaining to this change order COST A.S DETAILED ..................................................... ~4,g46.00 A.M.E. Electric, Inc. appreciates this opportunity and we strive to earn your future business. 3 t'Z9 ~ ~~ Should you have. any questions: or require any additional information please feel free to contact xamie or Ma'tce. Sincerely, A.M.E. Electric, Inc, T PI WORK CHANGE DIRECTIVE No. 4l7 pRO.IECT: NORTH BLACK CAT LIFT STATION DATE OF ISSUANCE: April I6, 2409 EFFECTNE DATE: April 16, 2449 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: JUB Engineers, Inc. You are dzrected to provide a price quotation for the following changes}: Additional wiring to the generator to acccsnunodate a new battery charger and block heater. Purpose of Work Change Directive: Generator requited additional wiring for battery charger and block heater. If a claim is made that the above changes}have affected Contract Price or Contract Times any claim for a Change order based thereon will involve one or more of the following methods of determining the effect of the change(s). Method of determining change in Contract Price: Method of determining change in Contract Times: ^ Unit Frices ^ Contractor's records x Lump Sum ^ Engineer's records ^ Other ^ Other Estimated increase (decrease) in Contract Price: Estimated increase (decrease} in Contract Times: .Lump. sum price quotation t+o be supplied from JCC.;_ Substantial Completion: 0 days; Ready If the change involves an increase, the estimated amount for final payment: 4 days. If the change is not to be exceeded without fiuther authorization. involves. an increase, the estimated times are not to be exceeded without further authorization. RECOMMEND by ENGINEER: Phil ICric aum, P.E. By: (Authorized Signature) AUTHORIZED by OWNER: By: (Authorized ignature) C:IDOCUMENfS AND SET]7NgStpHKV,S?Cp1,SE'[TfNC,51'TEMPORAItY 1NTERNEI. FII~SloL1(24lWCD 17.DOC P~ CHANGE PROPOSAL REQUEST 1.PROJECT North Black Ca# Lift Station 2.CONTRACTOR JC CQNSTRUCTDRS 3.PROJECT NO. X57 Change Proposal # ??? ~ 7 S.COIdTRACT NO: 6.PROPOSAL BATE 9-A r-09 DESCRIPTIQN Ot= CHANGE Additional wiring, #o the generator to accommodate new iaat#ery charger and block hater. COST SUMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDER&IGNED CONTRACTOR 1. Direct Iabor w! labor finges (Attach supporting detail esttrnates with man-hours and rates) $ 2. Insurance and Labor Taxes $ _ 3. Materials and Equipment, Detailed quantities attached. $ _ 4.Overhead 8 Fee @ 15% ~ - $ - Tirne Extsntion Requested 0 working day JC Cflnstructors' Cost $ - B. For work to be pertormed by subcontractors, per proposals and detalkjd breakdowns ~. SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT AME Electrical $ 416.50. z TOTAL SUBCOMRACTOR AMOUNT IIIJCLUDING SUB. OHBP): $ 416.50 3 CONTRACTORS COMMISSION pN TOTAL SUBCONTRACTOR AMOUNTS 5 PET2CENT: $ 20.E coNTRACroRS eoNO cosT ~s.ote+~oao $ 6:56 C. TOTAL INCREASE OR DEGREASE OF CONTRACT PRICE - (A8~B5j $ 443.88 JC CONSTRUCTORS, INC. CONTRACTOR.NAfi4E Jim COx PRINTED NRiME OM PROPOSAL SfGNATI/RFfDATE Page 1, JCC ~. 1NDUSTRIAi• + (dUNICIpAI COM4AERCiAt • RES7RENTIA! MOTOR CgHtTROL 3621 ARTHUR STREET CALDWELL, ID 83605 2~8-t15y-8959 r aX 208-45~-22'#3 ~ Name /Address I JC CONSTRUCTORS 1305 E COLUMBIr1 RD MEFEIDiAN, ID $3642 Estimate Date Estimate # s~rv2oo9 ~aazi-zo Job Location 4420 N. BLACKCAT ivilrRlDIAiV, ID +~~~~J 1.:I~Qi~i~~:~.,r! 311 '~~ 3.U NUMBE 70421-20 INDUSTRIAL • MUNICIPAL CUSTOMER ac ~COMl~!ERCIAL • F''=SlwE":Tl~~ MOTOR CONTROL h1ATERl~LS QTY RECD DESCRIPTIUA( UDiIT PRICE TQTAL 2 SQT3 HOMl20 SP ] 20240V ?d!A CB $3.59 51.18 2 STLC1'YRS9COVERF/SW("TPl) $1.26 52.52 2 TBcB T14-2 ! G RT HOX 3J4 HOLES (BEii. BOX) $3.40 $6,g0 100 THHN 12 $O,IO $10.00 $28.50 Page 1 otl WORK CHANGE DIRECTIVE No. 018 PROJECT: NORTH BLACK CAT LIFT STATION DATE OF ISSUANCE: April 16, 2009 EFFECTIVE DATE: April 16,.2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: JUB Engineers, Inc. You are directed to provide a price quotation for the following change(s): Control panel modifications to allow the operating logic to control pumps in clean and normal made. Purpose of Work Change .Directive: Change contr©ls for three lift pumps to operate properly in both clean and normal modes.. if a cIainn is made that the above change(s) have affected Contract Price or Contract Times any claim for a Change order based thereorrwill involve one or more of the following methods ofdetermining the effect afthe changes}. Method of determining change in Contract Price: Method of determining change in Contract Times: ^ ~ Unit Prices ^ Cantractar's records x Lump Sum ^ Engineer's records ^ Other ^ Other Estunated increase (decrease) in Contract Price: Lump sum pace auotatian to be supplied from JCC If the change involves an increase, the estimated amount is not to be exceeded without further authorization. Estimated increase (decrease) in Contract Tirnes: Substantial Completion: 0 days; Ready for final payment: 0 days. If the change involves an increase, the estimated times are not to be exceeded without further authorization. RECOMMEND by ENGINEER: 'Pphil Kris aum, P.E, Dy: (Authorized Signatlzre} AUTHORIZED by OWNER: r By: ////// (Authorized S'gnature) C:\DQCUMENTS AND SE7'rTNGStPHK1LOCAL SBTTIlVGSITEMPORARY INTERNE[' F1LESl0[IC24lWCD I8.DOC ? TI CHANGE PRt"~PC}SAL REQUEST '!.PROJECT North Black Cat Lift Station 2.CONTRACTOR JC CONSTRUCTORS 3.PROJECT N0. ~~~ Change Propasai # ??2 1$ 5.CONTRACT NO: 6.PROPOSAL PATE 9-A r-09 DESCRIPTION Off' CHANGE Control panel modifications to allow the operating logic to control pumps in clean and normal mode. COST Si1MMARY A. FQR GRANGE iNORK DIRECTLY PERFORMED BY THE UNDERSI(aNl=p CONTRACTOR 1. pirect labor w/ labar fringes (Attach supporting detail estimates with man-hours and rates) $ _ 2. Insuranaa and Labor Taxes $ _ 3: Materials and Equipment. Detailed quantities attached. $ _ 4.Overhead 8~ Fee {~ 15% $ _ Time F.xtention Requested 0 work, i--nq dax JC Constructors' Cost $ - B. Far wprk to be performed by subcontractors, per proposals and detailed brae&downs 1. SUBCONTRACTOR NAM CATECaORY OF wORK AMOi1NT AAAE Electrical $ 1,.816.52 z TOTAL SUBCONTRACTOR AMOUNT QNCLUDING SUB. aHBPI: 3 CONTRACTORS COAAMiSSION ON TOTAL SUBCONTRACTOR AMOUNT (~ 6 PERCENT: ~ 1, 816, 52 ~ 90.83 CONTRACTORS BOND COSTS 5:01811000 $ 28.61 G, TOTAL INCREASE OR DECREASE OF CONTRACT PRIDE - (q6+gy~ ~ 1,935.96 JC CONSTRUC'CORS, INC. CaMTRRCTORNAME Jim Cox PRINTED AfAME ON PROPOSAL SIGNATURE/DATE Pale 1, JCC AME Elec~r%c, Inc. INB(TSTpiAL + I~UNICIPAI, COMAgERCtAI. • RESIDENTIAL IUIOTOE3 CQNTfIOL 3621 ART~iUK STREET CALDWELL, ID $3605 2US-45~-8y59 tax 10$-45y-22$3 ' ~ Name /Address ~ JC CONSTRUCTORS 1305 E COLUMBIA RD MERIDIAN, ID -83642 Estimate Date Es#imate # 3112!2009 T042I-19 i Job LOGatlon I 4020 N. BLACKCAT MERIDIAN, ID Rep Job Name P.~?. No. Customer Corrtaa C~stamer Pt-pr1E Jamie BLACK CAT L.S. RflB tIUYOTT 871-3479 Item i~escription Qty Cost Amount Markup Toha1 CHANGE ORDER CHANGE CONTROLS FOR THREE LIFT PUMPS TO OPERATE PROPERLY IN BOTH CLEAN AND NORMAL MODES, DISCUSSED'PJITH-ROB ON JANUARY 8TH LABOR 25 65.00 I,b25.00 1,625.00 MAT~~~ SEE ATTACHED 191.52 191.52 191.52 Total ~I.81(x52 i .~~ electric, Inc. 5.~. »UMB~ 7043-_19 INDUSTRIAL • MUNICIPAL. CUSTOMER 1C1BLncxCnr G4l~!~!FRGlnL . E3EaEr~~:~lT!!kt MOTOR CONTROL ~i .f~ fi.~.~f~.~,~ QTY RECD DESCRIPTION UNIT PRICE TOTAL 3 AB 800T3C.4 CONTACT BLOCK (NO-1NC $20.47 $61.41 b GARCON LT43S NSW 314 STR LT FLE7C CONK $3A 1 $20.46 3 FINDER 60.13.8.120.0010. RELAY 3PDT 120VQC WILED TF.S C BUTTON $12.25 $36.75 $ T&BI.TC075314SEALTPi'E $[.26 $6.30 520 TFIHN i4 $O.i3 $b7.60 $29251 Page 1 of 1 T 1~ WORTS CHANGE. IITRECTItTE Na. 019 PROJECT: NORTH BLACK CAT LIFT STATION DATE OF ISSYJ'ANCE: April 16, 2009 EFFECTIVE DATE: Apri116, 2009 OWNER City of Meridian Project No. CONTRACTOR JC Constructors ENGINEER JL7B Engineers, Inc. You are directed to prc Wiring atad equipment a price quotation for the modificxitians per the mechanical walk through on 12-04-0$, Purpose of Work Change Directive: Revisions were required to modify wiring to the Bailer and revisions in the electrical roam due to actual. locations of the fans. if a claim is made that the above changes} tcave affected. Contract Price or Contract Times any claiJn~ for a Change order based thezeon will involve one or more of the following methods of determining the effect of the changes}. Method of determining change in Contract Price: ^ Unit Prices x Lump Sum ^ Other Estimated increase (decrease) in Contract Price: Lump sum t>~ce quotation to be sapplied from JCC If the change involves. an increase, the estimated amouirt is not to be exceed€xl Without further authorization. REC014Ilv1END by ENGINEER Phil Kri aum, P.E. By: uthorized Signature) \~ISrEFII,ES1PUBiSCtpitoJECTMANAGERS1PHKiI Q-05-026-DJ[FRmIAN STATiaNiCpN51X?08cWQ31WCD 19.DdC Method of determining change in Contract Timres: ^ Contractor's records ^ Engineer's records ^ Other Estimated increase (decrease) in Contract Tunes: Substantial Completion:.. 0 days; Ready for final payment: 0 days. If the change involves an increase, the estimated times are not to be exceeded without further authorization. .AUTHORIZED by OWNER: By: `' (Authorized Si tore) NORTH 8i ACK CAnCON3'N]Ff CHANGE PREP®SAL REQUEST 1.PROJECT North Black Cat Lift Station 2.CONTRACTOR JC CONSTRUCTORS 3.PROJEGT NO. ~~~ Change Proposal # ??? ~ ~ S.CONTRAC7 NO: 6.PRQPOSAL DATE 9-Apr-09 DESCRIPTIt7N OF CHANGE Wiring and equipment lay-out modifications per the mechanical walk through on 12-Q4-0$. The revisions where required to modify wiring to the $oiler and revisions in the electrical room due to actual locations of the fans. See AME's description for details. COST SUMMARY A, FORCHANG£ WORK bIREGTLY PERFORMEQ BY THE UNDER51CrNED CONTRACTOR 1. Directlabor w! tabor fringes (Attach supporting detail estimates with man-hours and rates) $ _ 2. Insurance acrd Labor Taxes $ _ 3. Materials and Equipment. Detailed quant~ies attached. $ _ 4: Overhead 8 Fee ~ 15°Io $ _ Time Extention Requested 0 working day JG Constructors' Cost $ B. For work to be performed by subcontractors, per proposals and detailed breakdowns ~. Si16CONTRACTOR NAME CATEGORY OF WORK AMOUNT AME Boiler modifications $ 704.00 AME Exhaust Fan- modification $ 650.00 z TOTAL SUBCONTRACTORAMOUNT jINCLUDING SUB. OH&P): $ 1,354.flO CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT (c] 5 PERCENT: $ 6'7.70 coNTRACTORS ~oND cosT ~ a.o~enoot $ 21.33 C. TOTAL INCREASE OR dEGREASE OF CONTRACT PRICE - (A8+B5) $ 1,443 fl3 JC CONSTRUCTORS, INC. CONTRACTOR ntanal= Sim Gax PRrNTeo NAn~ ow pROPOSaL siGNATURE~oare Page 1, JCC AN[~ Electric, Inc. itinusrRwt. • tinuNicrt~nt. CORCIAL * RESIDENTIAL. MOTOR CONTFtfli. 3b21 ARTHUR STREET CALDWELL, ID 83b05 208-459-8959 Faac 208-459-2243 ~ Narne !Address ~ JC CONSTRUCTORS I305 E COLU~viBIA RD MERIDIAN, ID 83b42 Estimate Date Estimate # ~LZrlon~ ~oaz~-z7 I Job Location I 4020 N. BLACKCAT MERIDIAN, ID Rep Job Name P.O. No. Customer CoMac# Customer Phone Jamie BLACK CAT L.S. ROB GUYOTT 87I-3479 Item Description City Cost Amourd Markup 7otat CHANGE ORDER EXTRA WIRING BOII,ER ROOM DUE TO DESIGN CHANGES AS PER. MEETING I2l04/O8, THE LAYOUT FROM THE PRINTS WAS FOLLOWED FOR ROUGHING IN WITHIN THE CONCRETE THEN THE LAYOUT COMPLETELY CHANGED REQUIRING US TO EXTEND GONDUTTS AND WIRES I.Af30R. IO 65.Q0 650.Q0 63fl.00 NtA~t~.. 3J4IMC ao t` L.3s sa.oo 54.i>D Total $~oa.oo d ~`"_,~ 1~-ME E~ec~ic, Inc. ~~s~~f_ . ~u~,~~~~ G0t19MEf3Cfi41_ • RE51!}Ei~CttAt MOFOR GpM1n'ROL 3621 ARTHUR STREET CALDWEL~,, YD 83605 208-459-8959 Fa7c 208-459-2243 E~ti m ate Date Estimate # 3/I2/2fl09 70421-]$ I Name /Address- ! JC CONSTRUCTORS I305 E COLUMBIA RD MERIDIAN, Ib $3642 I Jpb Location I 4Q20 N. BLACKCAT MERIDIAN, ID Rep Job Name P.O. No. Customer Contact Customer Fhone Jamie BLACK CAT L.S. ROB GIIYOTT 871-3479 Item Desoriptipn cty Cost Amount Markup Total CHANGE ORDER EXTRA. WIRING DUE TO EXHAUST FANS PROTRUDING INTO ELECTRICAL ROOM AS PER MEETING 12/041{I8, HAD TO STACK HARMONIC k'ILTERS AND EXTEND CONDUITS TO NEW LOCATIONS IN ORDER TO MAKE EVERY'I IiiI~iG FIT ~~~ 10 65.00 b50.00 650.00 Total $sso.oo T 4. WORK CHANGE DIItECTiVE No. 021 PROJECT: NORTI~I BLACK CAT LIFT STATION' DATE OF ISSUANCE: Apri116, 2009 EFFECTIVE DATE: April lti, 2009 OWNER City of Meridiaax Project No. CONTRACTOR: JC Constructors ENGINEER; JUB Engineers, Int. You are directed to provide a for the Move wet and dry well fan disconnects at the exterior of the Method of determining c~aage in Contract Times: Purpose of Work Change Directive: Revise location of fan disconnects due to changes in equipment layout. If a claim is made that the-above change(s) have affected Contract Price or Contract Times any claim for a Change order based thereon will involve one or more. of the following methods ofdeterrnining the effectofthe change(s). Method of determining change in Contract Price; ^ Uxtit Prices ^ Contractor's retards x Lump Sum ^ Engineer's retards ^ Other ^ over Estimated increase (decrease) in Contract Price: um sum price quotation to be suunlied from JCC ff the change involves an increase, the estimated amount is not to be exceeded without feirther authorisation. RECONIMEND by ENGINEER: Phil Kris um, P.E By: v ( uthorized Signattue) 1U30IS£FII.ESlPL19TdC1PRalECiMANAG~FRSIPHK11Q-05-026-A~fiRIDiAN sTA7I0IJiCaNSTtC08aWCD1WCD 21.DOC on the south side. Estimated increase (decrease) in Contract Times: Substantial Completion: 0 days; Ready for final payment: 0 days. ~f the change involves an increase, the estimated tunes are not to be exceeded without i'urther authorization. AUTHORIZED by OWNER: By. (Authorized S' ) NORTH BLACK CATtCONSTtLlFT CHANGE PR4PaS~-L REQUEST i.PROJECT Narth Black Ca# Lift Station 2.COIVTRACTOR JC CONSTRUCTORS 3.PROJECT NO. ~s7 Change Proposal # RFI #'~ 3 z ~ S.CONTRACT NO. 6.PROPOSAI_ DATE 9-Apr-08 DESCRIPTION OF CHANGE Revise loca#ion of fad disconnects at the exterior of the building on the south side. COST SUMMARY A. FOR CHANGE WORK D[REGTLY PERFORMED J3Y THE UNDEt7StGNED CONTRACTOR 1. Direct Jabor w/ labor fringes {Attach supporting detail estimates with man-hours and rates) $ - 2.Insurance and Labor Taxes- $ _ 3. Materials and Equipment. Detailed quantities attached. $ _ 4.Overhead & Fee ®35% $ _ $ - Time Extention Requested ~OflClttg d21y JC Constructors' Cost $ - B: For work to be performed by subcontractors, per proposals and detailed breakdowns 9. SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT AME Electrical 339.3 z TOTAL SUBCONTRACTOR AMOUNT (INCLUDING SUB..OH&P}: $ 339.30 3 CONTRACTORS COMtiUSSION QN TOTAL SUBCONTRACTOR AMOUNT (~ 8 PERCENT: $ 16.97 CONTRACTORS BONF COST ~ 5.018/1U00 $ ~.3L( C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE • (A8+BS) $ 361.61 JC CONSTRUCTORS, INC. CONTR9.CTOR NAME Jim Cox PRINTED NAME ON PROPOSAL SIGNATURE/DATE Page 1, JCC ~. A-M_E Electric, Inc. iNDttsTFltAI •~MUPtICYPH[. COMMERCIAL • REStDEIVTIAL !VldTOR COAi'YHCIL 3621 ARTHUR STREET CALDW E' LL, ID 83505 208-459-8959 Fax 208-459-2?43 Name i Address JC GOI~TSTRUCTORS .1305 E COLUMBIA RD MERIDIAN, ID 83642 Estimate Date Estimate # s/IZJ2009 70421RF1I3 Job Loca#ion 4Q20 N. BLACKCAT MERIDIAN, ID Rep Job Name P.C'}. No. Customer Conbct Customer F'hane yatnie BLACK CAT L.S. RDB CrUYOTT 871.3479 Item Description qty Cost Amavnt Markup Total RFI 1 l3 -MOVE WET AND I7RY WELL FAN DISCONNECTS FOR SECOND TIME DUE TO CHANGES IN EQUIPMENT LAYOUT LABOR 5 65.00 325.04 325.00 MATERIAL SEE ATTACHED 14.30 14.30 14.30 TOtB~ $339.30 A-1VIE Electric, .Inc. ~-~- N~~E '~'~' 13 INDUSTRIAL • MUNICIPAL CUSTOMER ~rrsl,~,cxcAT>:xTea ~C51NlI~l17~~t~lAt. • ~tE~tDSi~1 t i~-L x,~ 1 ~+L+~ T r MOTOR G4NTROL QT'Y RECD DESCRIPTION UNIT PRICE TOTAL 10 CONDUIT 3/4 tNTERM£I)IATE MCI. (EX1RA) 51.43 $I430 Page I of I WORK CHANGE DIRECTIVE Nn A22 PROJECT: NORTH BLACK CAT LIFT STATION DATE OF ISSUANCE: April 16, 2009 EFFECTIVE DATE: Apri11 b, 2009 U WN1/R: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: JUB Engineers, Inc. You are directed to provide a Add lights at the intermediate for the of the wet well. Lights are classified for explosive atmosphere. Purpose of Work Change Directive: Provide lights inside the wet well for the ability to enter inside. Ifa claim is made that the-above change(s) have affected Contract Price or Contract Times any claim for a Change order based thereon will involve one or more of the following methods of determining the effect of the change(s), Method of determining change in Contract Price: Method of determining change in Contract Times: ^ Unit Prices ^ Contractor's records x Lump Sum ^ Engineer's records Other ^ Other Estimated increase {decrease) in Contract Price: Estimated increase (decrease) in Contract Times: Lump sum price quotation to be supplied from 3CC Substantial Cowpletion: 0 da~+s; Ready If the change involves an increase, the estimated amount for final payment: 0 days. If the change is not to be exceeded without further authorization. involves an increase, the estimated. times aze not to be exceeded without further authorization. RECOM1v1END by ENGINEER: AUTHORIZED 6y OWNER: Phil Kxic , P.E. By: ~ By: (A prized Signature) (Authorized Si ) c:u5acu~xTS nxn s~rruaos~rnzcv.ocu. s~--~uacs~~roxnxY naraxrrEr ~a.~oc.xzatwcn zz.goc t r• CHANGE PROPOSAL REQUEST 'I.PROJECT North -Black Cat Iwift Station 2.CONTRACTOR JC CONSTRUCTORS 3.PROJECT NO_ R57 Change Proposal # RFI # 14 z z 5.CONTRACT NO: 6.PROPOSAL DATE 9-A r-09 DESCRIPTION di= CHANGE Add lights at the intermediate level of the wet well. Lights are classified fior explosive atmosphere. COST SURAMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct labor wf labor finges {Attach supporting detail estimates with man-hours and rates) $ _ 2. Insurance and Labor Taxes $ _ 3. Materials-and Equipment. Detailed quantities attached. $ _ 4.Overhead ~ Fee. {~ 16°~ $ _ $ - Time Extension Requested 0 working day JG Constructors' Gost $ - B. For work to b8 performed by subcontractors, per proposals and detailed breakdowns 1. SUBCONTRACTOR NAME CATEGORY OF WORK AAAOUNT /I-ME Electrical 2535.57 TOTAL SUBCONTRACTOR AAAOUNT (INCLUDING SUB. OH&P): ~ 2,535.57 3 CONTRACTORSC~+IAA:SSIONONTOTALSUBCONTRACTOR/KMOUNT{~ SPERCENT: $ 126.78 CONTRACTORS BOND COST ~ 5.018!1000 $ 39 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - (A8+B5) $ 2,702 2$ JC CONSTRUCTORS, INC. coNrRACroR NanaE Jim Cox PRJN7F~ NAMEON PROPOSAL SIGNATURE /BATE Page 1, JCC ~Al1~F ~Zee>~c, Inc. INDUSTRIAL • MUNICIPAL COMMEFtCIAf_ • AFSfAENTIAf_ MOTOR CONTROL 3621 ARTHUR. STREET CALDWELL, ID 83605 208-4~9-8959 Fax 208-459-2243 ~ Name !Address j 3C CON~TRUCT'ORS 1305 E COLUMBIA RD MERIDIAN, ID 83b42 Estimate Date Estimate # 3/12/2009 7042]1iF314 Job Location 4020 N.13LACKCAT MERIDIAN, ID Rep Jab Name P.O. No. Customer Contact Customer Phone Jamie BLACK CAT L.S. ROB GUYOTT 871.3479 Item DeSCriptlOil Qfy Cast AmauM Markup Total 1 ABOR Iv1A'CEWA1. RFI 14 -TWO EXPLOSION PROOF LIGHTS SEE ATTACHED 20 65.40 1,235.57 1,3()0.00 1,235.57 1,34x.00 1,235.57 To#al sz,s3S:57 Y s.o. NUMBE ... A-ME Electric Inc 70421Rt7114 , . INQUSTRIAL • MUNICIPAL CUSTOMER JC/BLACKCAT EXTRA COMMEI't~IAL • A~$iDirltl`i"iAL anaroR ~or+n-RO~ MATERIALS' QTY RECD D~CRIPTION UMT PRICE TOTAL 1 1-112"XI7' HOL£ CORED IN DECK $i56.b7 5156.67 2 APP UNY75 3/4 MALE UN10N (EXTRA} $45.72 $91.44 f2 CADDY CD18 314 COND HGR W/BOLT {MINERALAC) $0.46 $4.$0 10 CONDUTT314II~TERMEDIATEMETAL $1.42 $14.20 2 HUB HLE M 115 4X2 $367.93 5735.85 40 ROBROY PRH CONDUIT 3/4° PVC COATED RIGID W1TH COUPLINGS 4787.311 (EXTRA) $5.49 $219.6fl 2 5YL 100A I30V IF AI9 MED LMP SOSO $L00 I2Q TH1iN 12 $O.LO Si2.00 $1,235.57 Page 1 of 1 WClRK CHANGE DIRECTIVE ~.r_ M,~ PROJECT: NORTH BLACK CAT LIFT STATIQN DATE OF ISSL7ANCE: April l6, 2009 EFFECTIVE DATE: April 16, 2009 Owiv~R: City of Meridian Project Na. CONTRACTOR: JC Constructors ENGINEER: JUB Engineers, Inc. You are directed to provide a price quotation for the following changes}; Modify the electrical to control the sump pump through the PLC. Purpose of Work Change Directive: Control of fire sump pump through the PLC. If a claim is made that the above changes}have affected Contract Price or Contract Times any claim for a Change order based thereon will involve one or more of the following methods of determining the effect of the change(s). Method of detemainiing change in Contract Frice: ^ Unit Prices x Lump Sum ^ Other Method of determining change in Contract Times: ^ Contractor's records ^ Engineer's records ^ Other Estimated increase {decrease) in Contract Price: Lump su price quotation to be supplied from JCC If the change involves an increase, the estimated amount. is not to be exceeded without further authorization. RECOMMEND by ENGINEER: Phil Kri aum, P.E.. y: thorized Signature) . Estimated increase (decrease) in Contract Times: Substantial Completion: 0 days; Ready for fatal payment: 0 days.. If the change involves an increase, the estimated times are not to be exceeded without further authorization. AUTHORIZED by O WNER: lay: (Authorized Si afore) c:~nocuM~rrrs nrrms~TravGS~exxvoctu. s~uvGSt~~oRnt~~r u~rr~xx~r~stoucza~wcn 2s.noc CHANGE. PRUPC~SAL REQUEST` 1.PROJECT North Black C t Lift Statio 2.CON7RACTQR JC CONSTRUCTORS 3.PROJECT NQ. ~$~ Change Proposal # RFI # 16 Z~ a n S.CONTRACT NO: 6.PROPOSAL DATE 9-A r-09 DESCRfPTIQN OF CHANGE Modify the electrical to control the sump pump through the PLC. eosr SUMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct laborw/ tabor fringes (Attach supporting detail estimates with man-hours and rates} $ 2. Insurance and Labor Taxes $ _ 3. Materials and. Equipment. Detailed quantities attached. $ - 4. Overhead & Fee {t~ 15°/u $ $ - Time Extention Requested Q working day JC Constructors' Cost $ - B. For work to be performed by subcontractors, per proposals and detailed breakdowns t. SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT AME Electrical 365.94 z TOTAL SUBCONTRACTOR AMOUNT (INCLUDING SUB. OH&P): $ 365. 3 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNT ~ 5 PERCENTS $ 1$. CONTRACTORS 6CND C0.ST ~ S.Ot81'1000 $ FJ.'76 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE - {A8+B5j $ 39a.ao JC CONSTRUCTORS, INC. CONTRACTOR NAME Jim Cox PR7NTF'pNAME ON PROAOSAI SlGNAT{!RElDATE Page 1, JCC A-ME Electric, Ins. S.O. NvM~>~ 7042IRFII ~6 INDUSTRIAL ~ MUNICIPAL CUSTOMER JCBLACKCAT CO¢r7M~€tClr"~i. ~ RE~:~iciVT:~ii. MOTt,R CONTROL .1~T~RIALS QTY RECD DLSCRIPTION IJNYT PR[CE TUTAL 2 AB 800'I'XA CONTACT BLOCK iN0-11dC SZU_47 $gp,y4 ~~ 544:94 Page ! of 1 Al1!IE Electric, Inc. INDtlSTRIAL ~ N1tINIC1PAL COMb1EFICIAL • R£S[I?El~!'r[Ai. NtDTOR Ct3NTROL 3b21 ARTHUR STREET CALDWEI,L, ID 83645 208-459-8959 Fax 208-459-2243 1 Name /Address ~ JC CONSTRUCTORS 1305 E COLUMBIA RD MERIDIAN, ID 83G42 Estimate Date Estimate # 3tI2/20Q9 7042112l:II6 I Jab Lacs#ion 1 4020 N. $LACKCAT MERIDIAW. ID R8p .Jab Nerve P.O. No. Cas2orr~r Contact .Customer Pt~orle ,)amie BLACK CAT L.S. ROB GLJYOTT 871-3x79 item Descl'Iption {]ty Cost Amount Markup Tait FOR ~"~~ RFI 116 -MODIFICATIONS TO SUMP PUMP CONTROLS SEE ATTACHED 5 65.40 44.94 325.44 40.94 325.00 a0.9a .Total $365.94 ~. WORK CHANGE DIRECTIVE No. 024 PROJECT: NORTH BLACK CAT LIFT STATION DATE OF ISSUANCE: April 16, 2009 EFFECTIVE DATE; April 16, 2009 OWNER: City of Meridian Proj ect No. CONTRACTOR; JC Constructors ENGINEER: JUB Engineers, Inc. You aze directed to provide a price quotation for the following changes}: Pricing for a submersible chopper pump instead of a dry sump chopper pump. Purpose of Work Change Directive: The chopper pump was originally priced as a dry sump pump. It was clarified that the pump was required to be a submersible unit. If a claim is made that the above changes} have affected Contract Price or Contract Times any claim for a Change order based thereon will involve one or mare. of the following methods of determining the effect of the change(s), Method of determining change in Contract. Price: Method of determining change in Contract Times: ^ Unit Prices ^ Contractor's records x Lump Sum ^ Engineer's records ^ Other ^ Other Estimated increase (decrease) in Contract Price: Lurnp sum price quotation to be sun lip ed from JCC. If the change involves an increase, the estimated amount is not to be exceeded without furEher authorization. Estimated increase (decrease) in Contract Times: Substantial Complerion: 0 days; Ready for final payment; 0 days. If the change involves an increase, the estimated times-are not to be exceeded without further authorization. RECOMMEND by ENGINEER: Phil ' hbaum, P.E. By: .. (u prized ignature} AUTHORIZED by OWNER: By: (Authorized Signa re) C:iDC~Ci.1MFN7'$ AND SETrIldGS\PI3K\LOCAL SETr1NGS1TEMiPORARY IN7"ERI~Ib"T FILES\OLIC24\WCD 24.DOC JC Constructors, Inc. 13Q5 E. Columbia Rd. Meridian, IQ 83642 TRANSMITTAL FORM TO: JUB Engineers ATTN: PhiUJosh WE ARE SENDING YOU THE FOLLOWING ITEMS: PLANS ESTIMATES ~~ Constructors, inc. eroating auasae theoagt~ lenmwark DATE: April 1$, 2049 PROJECT; Black Cat L'~ft Station LOCATION: Meridian, ID RE: Change request ~HEREWITI-i ~DEL'D BY HAND ~ UNDER SEPARATE COVER PRINTS SHOP DWGS. Q$AMPLES SPECS .CONTRACT n COPIES DATE OR NO. DESCRIPTION 3 Casts #o add submersible capabili to chopper urnp THESE ARE TRANSMITTED AS INDICATED BELOW: XO FOR YOUR USEAPPROVED AS NOTED RETURN BOTH SETS CORRECTED PRINTS FOR A?PROVAL ~APP'D FOR CONSTRtJCTIOt~SUBMiT COPIES FOR n AS REQUESTED ~RETN FOR CORRECTIONS ~ RESUBMIT COPIES FOR FOR REVIEW AND COMMENT ~ RETN AFTER LOAN TO US FOR BIDS DUE REMARKS: IF ENCLOSURES ARE NOT AS INDICATED, PLEASE NOTIFY US AT ONCE AT (208) 895-8105. SIGNED: JOB CODE: c~: CHANGE PROPOSAL REQUEST 1.PROJECT North Black Cat Lift Station 2.CONTRACTOR JC CONSTRUCTORS 3.PROJECT NO. 157 Change Proposal # 2~~ 5.CONTRACT NO: 6.PROPOSAL DATE 16-A r-09 DESCRIPTION OF CHANGE The chopper pump was originally priced as a dry sump pump. It was clarified that the pump was required to be a submersible unit. COST SUMMARY A. FOR CHANGE WORK DIRECTLY PERFORMED BY 7HE UNDERSIGNED CONTRACTOR 1. Directlakior w/ tabor fringes (Attach supporting detail estimates with man-hours and rates) $ - 2. Insurance and Labor Taxes $ _ 3. Materials and Equipment. Detailed quantities attached. $ 4,200.00 4. Overhead & Fee ~ 15°k $ 634:00 ~ - T"ime Extension Requested 0 working dau JC Constructorr~' Cast $ 4,830.00 B: for work to be perfarrned by subcontractors, per proposals and detalted breakdowe~ L SUBCONTRACTOR NAME CATEGORY OF WORK AMOUNT Z TOTAL SUBCONTRACTOR AMOUNT (INCLUDWG SUB. OHBPI: $ _ 3 CONTRACTORS COMMtSSK)N ON TOTAL SUBCONTRACTOR AMOUNT (Q 5 PERCENT: $ _ CONTRACTORS BOND COST ~ $.018/t©00 $ 72.4.5 G. fiOTAL INCREASE OR DECREASE OF CONTRACT PRICE - {AS+B$) $ 4,02.45 JC CONSTRUCTORS, tNC. ~ONTRAGTOR NAME Jim Cox PRINTED NAME ON PROA0S4L SIdNATURE/DATE Page 1, JCC CHANGE PRC~P(JSAL REQUEST 1.PROJEC7 Npt°fh Black Cat Lift Station 2.CONTR,4CTOR JC CONSTRUCTORS 3.PftOJECT NO. 157 Change Proposal # S.CONTRACT NO: $.PROPOSAL DATE 16-A r-09 DESCRIPTION OF CHANGE The chopper pump was originally priced as a dry sump pump. it was clarified that the pump was required to be a submersible unit. COST St1MINARY A. FOR CfiANGE W4RiC DIRECTLY PERFORdAED BY T'HE UNDERSIGNED CONTRACTOR 1. Direct labor w/ labor fringes (Attach suppofing detail estimates widh man-hours and rates) $ - 2. Insurance and Labor Taxes $ _ 3. Materials and Equipment. Detailed quarrtities attached. $ 4,200.00 4. Overhead & Fee @ 15°k $ 630.00 $ - Tlme Extension Requesfsd 0 working day JC Constructors' Cost $ 4,830.00 B. Foi work to be perfarneed by subcontractors, per proposals and detailed breakdowns i. SUBCONTRACTOR NAME CATEGORY. OF WORK AMOUNT Z TOTAL SUBCONTRACTOR AMOUNT (INCLUDING SUB. OHBP): ~ - 3 CONTRACTORS. COMMI$51pN ONTOTAL.SUBCONTRACTOR AMOUNT ~ 5 PERCENT: $ - COt IT'RACTORS BOND CtJST ~J $.07B/0000 $ 72,~Qrj C. TQTAL INCREASE aR DECREASE OF CONTRACT PRICE - (AS+BS) $ 4,902.45 Jc caNSTRUCraRS, INC. CONTRACTOR NAHtE Jim Cox YRINTFD NAMF ON PROPDSAt SIGNATUREJDATP Page 1, .iCC ~. CHANGE PROPOSAL REQUEST 1.PROJECT North Black Cat Lift Statio 2.CONTRACTOR JC CONSTRUCTORS 3.PROJECT NO. X57 Change Proposai;# . n S.CONTRACT NO: S.PROP05AL DATE 16-A r-09 DESCRIPTION OF CHANGE The chopper .pump was originapy priced as a dry sump pump. it was clarified that the pump was required to be a submersible unit. COST SUMMARY A. FOR GRANGE WORK DIRECTLY PERFORMED BY THE UNDERSIC3NED CONTRACTOR t. Direct labor w/ labor cringes (Attach supporting detail estimates with man-hours and rates} $ _ 2. Insurance and Labor Taxes $ _ 3. Materials and Equipment. Detailed quantities attached. $ 4,200.00 4.Overhead t;< Fee Cd315% $ 630.00 $ - Time ExtetRSion Requested 0 workin~dav JC Constructors' Cost $ 4,830.00 B. F'or work to be performed by subcontractors, per proposals and detailed breakdowns ~. SUBCONTRACTOR NAM£ CATEGORY OF ddORK AMOUNT 2 TOTAL SUBCONTRACTOR AMOUNT (INCLUgING SUB. OH&PJ: $ 3 CANTRACTORSCOMMISSIONOtiTO7ALSUBCONTRACTORAMOUNTCg~ 5 PERCENT: $ - CONTRACTORS BOND COST ~ $.oteno~ $. 72.45 C. TOTAL INCREASE OR DECREASE OF CONTRACT PRICE. - (A8+B5) ~ 4,902.45 JG CONSTRUCTORS, INC. CONTRACTOR MAA9E Jim Cox PR7NTEO NAME ON PROPOSAL SIGNATURE/DATE Page 'I, JCC r CHANGE PRt~Pt)SAL REQUEST i.Pi20JECT North Black Cat Lift Station 2.CONTRACTOR JC CQNSTRUC~'GRS 3.PROJECT NO. 1sT Change Proposal # .CONTRACT NO: 6.PROPOSAL DATE 16-Apr-fl9 DESCRIPTitJN OF CHANGE The chopper pump was originally priced as a dry sump pump. It was clarified that the pump was required to be a submersible unit. COST SlJMMARY A. FOR CHANGE WORK DIRECTLY PERFORAAEp BY THE UldDERSIGNED CONTRACTOR 7. 4irect labor w! labor fringes (Attach supporting deta7 estimates with mars-hbias and rates} $ - 2. Insurance and Labor Taxes $ 3. Materials and Equipment. Detailed quantities attachled, $ 4,20Q,0~} 4.Oveltsead & Fee ~ i5°k $ 630.00 $ - 7ime Extension Requested 0 wprkinq day JC Cosastructors' Cost $ 4,830.00 B_ For work to be perforrrred lsp subcontractors, per proposals and detailed breakdowns 1. SUBCQNTR TOR NAME CATEGORY OFINORK AMOUNT 2 TOTAL SUBCONTRACTOR AMOUNT jiNCLU171f~K'i SUB. OHB~P)~ $- - 3 CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUNr ~ 5 PERCENT: $ - CONTRACTORS BAND COST ~ 8.01811000 ~ 7Z.4rJ C:. TBTAL INCRFJI3E 4R bECREASE OF CONTRACT PRICE - (A8+B5J $ 4,802.45 JC CONSTRUCTORS, iNC. CONrRACroR uAMe Jim Gox PA'WTED ttlAME OA/PROPOSAL SiONATURE/!?»9T)= ~B~B 1, .~t;iC. WORK CHANGE DIRECTrVE Na.427 ~ PROJECT: NORTH BLACK GAT LIFT STATION DATE OF ISSUANCE: July b, 2049 EFFECTIVE DATE: Jutq 6, 2Qt19 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors EN{3AIEER: JL7B Engineers, Inc. You are directed to provide a for the. Add landscaping rock at the side of the plant. Purpose of Work Ghange Directive: Landscaping at road in front of the W WTp. If a claim is .made that the above chz~ng~(s}have affected Contract Price or Contract Times any claim fvr a Change order based therepzr will involve one or more of the following methods of determining the effect of the changes}. Method of determining change in Contract Price: Method ofdetermining change in Contract Times: Q Unit Prices ^ Contractor's records x Lump Surn ~ ^ Engineer's records [] Other ^ Other Estimated increase {decrease} in Contract Price: Estimated increase (decrease] in Contract Times: Lump sum price notation to be l' m JCC. Substantial Completion: U days; Ready If the change involves an increase, the estimated amount for final payment: U days. If the change is not to be exceeded without further authorization. involves an increase, the estimated times are not to be exceeded. without further authorization. RECOMIYLIIITD by ENGINEER: AUTHORIZED by OWNER: Phil Baum, P. By: By: ( rite Signature) (Authorized gnature) C:U)oCIJNIEN['$ AND SECfINGStPHICtioGAL SE117NCrSl'Pk~2PORAR.Y pV1'ERNLST gII,ES1pLK24tWCD_27.D)C CHANGE PRQ-P4SAL REQUEST 1.PROJEC7 North Bl k C t Lift St ti 2.CONTRACTOR JC CONST UC O 3.PROJEGT NQ. 187 Chafe f~'roposal ~ ac a on a R T RS 5.CONTRACT NO- 6.PROPO$A!. DATE 6,lul-Q9 DESCRIPTION OF CHANGE Add landscape rock at the road side of the plant aosT sutull~Al~Y A. FOR CHANOEtNflRK DIRECTLY PERFORMED BY THE UP1DteR~GNEi! CONTRACTOR 1. Df'eCt lobar w/ labor fdrgles (Attach supponing de~a estimates with man-hours and rates). $ - 2: tnsurarrce and labor fiawes $ - 3. Marls and Equipment. Deta~ quanddes attached. $ - 4. Overhead 8 Fee ~ 15°!0 $ - $ - Tlme Exfenaton RaquQStad 0 working day JC Construatore' Cow $ - B. Far worfr to be performed by subeonfraalors, per proposals arai.detailed breakdowns t. SU NA Ca-7Er,Or~YOFVVOwt New Went land in 1825 mra~ su~nnrrw~'roRaxouKrt+nia.uoo~ssua.ona~ ~....._.._..._:_...._.........,._...._....-- ----.--.._..,.. , ..._ _ ._....__. _..._.. _...._ ....._ ..$_ -----.-- -.--. ._ ---.1,8.25,00. - 3 CONTI§ACTOFiSG~M6lSSION•ONJUTACSUBCONTRACT~AMW6~tT.~ ..S..PERCENt.'._.._..-..................._.......:._._._...._........_,..._..........._...--- -__.... .. ......_........_.__ . _.~~___.:._._..._.., . ... .. ~'I.ZrJ .. r+ncioas aewa car ~ sa,enooo $ 28.74 C. TQTAL tNCRF,A8E OR DECREASE OF CONTRACT PRICE - (AB+BIi) ~ . $ 1.944.99 JC CONSTRUCTORS, INQ Caxrnacroxnunte dim Gox ~naarmNAeegOaartaaosn+, SNaNArtlR8~DA7E Page 1, JCC ~ Qffice: (208) 468-$87'! ~ZOa) 46a-as54 I~E~I~~ www.newwresitandsca e.co 7070 Highway20/26 p m Landscape Pr~~po ~a~ E~ T . ,Nampa ID 83687 7/1/1Al>.9 NAM~'lADDRPSS .1C Constructors Rob Guyon 1305 E Columbia Rd Mertdlan ID $3642 ES'fTMATE NO: 895 PROJECT t3lack Cat Lift Sffition City of Meridian VS 1?+asi~ Sheet Number(s) Qrawlnc/ Date Pried Manager Addendum Revrslon fJafas THE LA1VD GROUP G2 7/1/2009 RR da n/a SGOP~' OF WOt?lG TOTAL Removal of 3"-cover of area next to Black Cat Road (F_ast of Sidewalk) and replace with small cabbie rode. Na weed trarr~er fabric intttcat®d. Removal of dirt @ 3" depth & Haul off 475 00 Ether Rock 1 350.00 TOTAL $9~~825.Q0 RU l HUFi1LED 51UNATURE: WC3~tK CJHA-I~TGE DIRECTNE No. Q28 PR©JECT: NORTH BLACK CAT LIFT S'Z'A~T10N DATE Or ISSUANCE: July 6, 2009 EFFECTIVE DATE: July 6, 2409 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: JUB Engineers, Inc. You are directed, to Custom Electric costs to configure the electrical at North Black Cat to .function as the same logic as the south lift station. Costs associated with trouble. shooting and installation, programxping the radio antenna. Purpose of Work Change Directive: Configure North Black Lift Station logic to match the South Lift station. IF a claim is matte that the above change(s) have affected Contract Price or Contract Times any claim for a Change order based thereon will involve one or more of the following methods of determining the effect of the changes}. Method of determining change is Contract Price: ^ Unit Prices x Lump Sum ^ Other Method of determining change in Contract Times: D Contractor's records ^ Engineer's records. ^ Other Estimated increase {decreased in Contract Price: Estimated increase (decrease) in Contract Times: urn sum price quotation to be supplied from JCC Substantial .Completion: 4 days; Ready If the change invvolves an increase, the estimated, amount for final payment: 0 days. If the change is not to be exceeded without further authorization. involves an increase, the estimated times are not to be exceeded without further authorization. RECOI~~F,NV by ENGIlVEER: AUTHORIZED by OWNER: Phil bourn, P.E By: sy: ( thonzed ignature) (Authorized ignature) C;V)aC,'UMBNTS AND $87'flNGS1PHKUACAL3EITIlVGS\TEMPORARY 'f FtLES(OL1C241WCQ28.[?OC for the a. CHANGE PROPt~SAL REQUEST 1.PROJECT 2.CONTRACTOR 3.PROJECT N0. Change Proposal # North Rlar~ fat 1 1 ft Ctatinr~ _aI~ (aQ~~~-~~r~-~~r~, 157 ~ f ~ ~ z 5.CONTRACT NO: 6.PROPOSAL DATE 22•Jun-tag DESCRIPTION. OF CHANGE Custom Electric costs to configure the electrical at Black Cat- North to function as the same Iogic as the. south lift station. !n addition to the programming costs Custom had electrical trouble- shooting costs and costs to install the radio attenna and associated programming COST SUMiNARY A. FOR CHANGE WC}RK DIRECTLY PERFORMED BY THE UNDERSIGNED CONTRACTOR 1. Direct Tabor w/ laborfringes (Attacts supparting detail estimates with man-hours and rates) $ _ 2. Insurance and Labor Taxes $ - 3. Materials and Equipment. Detailed quantities attached. $ _ 4. Overhead ~ Fee Q t5% $ ' Time Extension Requested 0 working day ~ Jc constructors' Cost $ _ B. For work to be performed 6y subcontractors, per proposals and detailed breakdowns t UBCONTRJICTOR NAAAE CATEGORY OF WORK ApApUNT Cus#om Electric Electricaa/controls 16370 z TOTAL SUBCONTRACTOR AMOUNT {INCLUDING SUB. OH$P): 3 @ 16,37O.Ot) ~V CONTRACTORS COMMISSION ON TOTAL SUBCONTRACTOR AMOUN7 ® 5 PERCENT; $ $18.0 CONTRACTORS BOND COST ~ $:018!1000 @ 257 $3 ,7 t:. TOTAL INCREASE OR DECREASE Of CONTRACT PRICE - tA13+B5} $ 17,446.33 JC CONSTRUCTpRS, INC. conrRACraR rvAar>= Jim Co: PR1AtTED IJAMEON PROPOSAL StGnwTURB/DATE Page 1, JCC i f,t . Quo#e .--.; Cus#om E'Lectric, inc. ,........124 NDV tOt1i,-Su1te~?04 -~= ~--_ ......-.. _....._ _ , .. _ ... _ _. MerlaYan,1D 83842 ia~ha Public Works License # t28~4-AA-tBQOg i Idaho L~lectrlca! Contractor# C-03T/4 t to: JC Consbuctars 1. Attn: lZob Guyon .. t..:. .. ...... ._ .. .. Date;... _. June ~2,.20p9 _::. ,.._. .. .. ::..::....... ..... ......... ....... .... _ _ .i. ... .L_.~..."---- .. 81ack Cat North Lift Station ~ Includes System Troubleshooting, PLC Programming, FiM! Programmng, 6580.1}a InTouah Programming, Alarm System Programming Bieck Cat South Lift Statbn r~lrrdes-+~ew-Alkn-Bradley-SL-G5/85-Processor-and-Pane~ew-ptus6t30~to 8350.ag match equipment ®81adc Cat North LS. Pragrammmin8 artd Start-up. WWTP Radio {ndudes installation of radio and antenna at Post Aeration Blower Building. 4440.{}0 Antenna cabl®, Pnstabatlan, and programming. Radio, antenna, and lightning `'.i arrestor provided by C{tyr. j auote W4).RI{ C~AIITGE DIRECTIVE No. 029 PROJECT: NORTH BLACK CAT LIFT STATION DATE OF ISSUANCE:- -July d, 2009 EFFECTIVE DATE: Jury 6, 2009 OWNER: City of Meridian Project No. CONTRACTOR: JC Constructors ENGINEER: JUB Engineers, Inc. You are directed to rovide a price quotation for the following change(s): Costs to fill propane tanks. Purpose of Work Change Directive: Fill propane taroks. if a claim is made that the above change(s) have affected Contract Price or Contract Times any claim for a Change order based thereon will involve one or more of the following methods of determining the effect of the change(s). Method of determining change iu Contract Price: ^ Unit Prices x Lump Sum ^ Other Method of determining change in Cantraci Times: ^ Contractor's records ^ Engineer's records ^ Other Estimated increase (decrease) in Contract Price: Estimated increase {decrease} in Contract Tithes: Lump sum t3~auotation to be supplied from JCC Substantial Completion: 0 days; Ready If the change involves an increase, the estimated amount for final payment: 0 days. If the change is not to be exceeded without further authorization. involves an increase, the estimated times are not to be exceeded without farther authorization. RECOMMEND by ENGINEER: Phil Baum, P By: {A arized Si ) AUTHORIZED by ©WNER: gy. (,Authorized si tore) C:iDt3Ci1MEN[S AND SETfIl~tG51PHICt[.OCr~1L SE1`1'INfiS1TEMPORARY llVTER1~Sf FIL.>:S10IX1A1WCD 29.DOC CHANGE P'Rt~POSAL REQUEST vv~~.~ rvly ~ VR 3.PROJ ECT NO. N~r*h .Mack Cat Lift ?'~ti;^.^. :.~C C~.'-I-!STI?!lC~4QC ~s7 ' `S.CONTRACT NO: Change Proposal # INCD ?? z ~ SAL DATE DE5CR1PTtQN C?F CHAI1[GE " "°`~"` It was requested that JC have the propane tanks filled for the City to be reinbursed via change to the contract FOR CHANGE WORK DIRECTLY pERFORMEO BY THE UNDERSIGNED CONTRACTOR 1. Direct labor w/ labor fringes {Attach supporting detail estimates with man-hours and rates) 2. Insurance and Labor Taxes 3. Materials and Equipment. ©etaeed quantifies attached, 4.Overhead & Fee ~ 1596 Time Ext®ntion Reggested 0 wo Ina day JC Constructors' Cost 8. For work to be performed by subcontractors, per proposals and detailed breakdowns i. SUBCONTRACTOR NAME CATEGORY OP WORK ON TOTAL 6 NTRACTORS BONG CgST (~ $,018!1000 TOTAL II+ICREASE OFt gECREASE OF CONTRACT PRICE - (AtI+IBS) JC CONSTRUCTORS, INC. CONTRACTOR NAME Jim Cox PRINTED NAA9E ONPROPOSAL S10NA7URE/DATE Page 1, JCC ~. 511.52 676.73 77.82 y~+,~.,,w,,yy .. ^Y.ru ...... .. • -fie ~. ~ .... ~... . . _ ~ _ xgtr.~•ul~,g~t~~:•x••x••~•~ai°~~~~~~•~rr•~#~~'*:~•+~~t~~ ... _ : , - ;;CC7•~`s~?4sJ9 ``'•~ "•J.~,;:- ~'i~a» O~Vsi T1tF:i ~OPdEe»364c~ i'»e3~i-'• Q-~,-~tav-C~g • 3~ , t~E~~15T~i1lC'~'~an ` T~1.~,. •. ~•g1~6 )895-5105• +a.-:' ..:. ~ 303 E: ~„Lf~1& li; .' .. . :4+.,..~ , ,, . - • ~ ~ ~ .. ;.- 4 ;,' L „N. .may .,{.t ..'. y ,•, ..r, :d:J :: :tl~t.~'•. °, `41..~r :~1' .i~;..1.A:1•' '! i~ - •.f•r o ;' 'q - •s r. ~ ,v~. Yes ° .. -,T.'s~I:~ .1~!~~ y;;c'~F1~I!`~ IDxt3t) _ZQfl~~c~•..:•.:~'.;_'.. 1~1'~Jbft3$, ~.~?3• ..i • y~ a ~a.• .... s~;+LL '~~-1': _ ~tG3fth3 •i?fiT~ ill: ~alG~lG9 ... ~~tCF 39 G~itl~: ^^c~~ ~ . . ~c~ht'ttR~Y~CC1.L:AUS ~Y~~} 'CA~~~-D4Tr~ trfl2ft8 Af~TE Iii; iElI2/A~ F~fET 39 4Jq#t 43179 '~};~''. ~~:,~'l.I,~C~Ll~t1P1Et3t9.a 1• .. t' ~,.__ _.... t« - M/C C nisc ~. v~sA © >anrl~x ~ The"u'niiarobgrYal: Knouts how to tui off the-propane gas supply valve case o! emergency: 'Has smaile propane and can detect its ~odc Understands the service that hi bean psrtormed. Has read er understendstha above atet8rr-ente. GcNomer 9I~Jalura i PLEASE SEE REVERSE FOR IMPORTANT SAFETY AND B/LL1NQ 1NFORMAT/ON Thank Youl . - ~,m~~ ~~~~RIC COf+i37RUCTC}RS :n,c °~ 1369-p~«{pg erAtEreErorllll7lOB i (3F ~ 0 O r Ofd _„ -~~Paym®rits made f personal check may be electranic;ally deposited. At this time. aue do not offer the ability for you to make electronic payments, July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. 4-A REQUEST Presentation with Ada County Seeking Assistance on Draft Boise River Trail Plan by Matt Ellsworth 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: Materials presented at public meetings shall become property of the City of Meridian. COMMENTS Page 1 of 1 Tara Green From: Matthew Ellsworth Sent: Monday, June 22, 2009 3:05 PM To: Tammy de Weerd; 'Charles Rountree' Cc: Jaycee Holman; Tara Green; Steve Siddoway; Bill Nary Subject: Agenda Request Follow Up Flag: Follow up Flag Status: Green Attachments: Boise River Trail @ Meridian City Council Mayor De Weerd and Councilman Rountree, If the July 21 workshop agenda will allow it, Ada County would like to give a brief presentation seeking the City's acceptance of/concurrence with the draft Boise River Trail Plan. Thanks, Matt Ellsworth Associate City Planner Meridian Planning Department 33 E. Broadway Ave. Meridian, ID 83642 208.884.5533 6/23/2009 Page 1 of 3 Tara Green From: John Caywood ~caywood@adaweb.net] Sent: Monday, June 22, 2009 2:45 PM To: Matthew Ellsworth Cc: Steve Siddoway; Nathan Bentley Subject: Boise River Trail @ Meridian City Council Matt: Nathan Bentley & I will gladly present to your City council on 7/21. We'll give a brief ppt which, coupled with your credibility with the city council should make this a short, effective presentation. Thanks for you kind offer. Call if/when I can help. -John 577-4580 From: Matthew Ellsworth [mailto:mellsworth@meridiancity.org] Sent: Monday, June 22, 2009 12:54 PM To: John Caywood Cc: Steve Siddoway Subject: RE: Save the Date -Boise River Forum and Float John, Is this the date you hope to have signatures from electeds on/by? If so, it may be good to present the final draft plan to City Council. They have a workshop on July 21, and if you want I can submit a request to get it on the agenda. If you aren't available on that date then City staff can give ahigh-level presentation and follow-up with questions afterword if necessary. Please let me know. Thanks, Matt Ellsworth Associate City Planner Meridian Planning Department 33 E. Broadway Ave. Meridian, ID 83642 208.884.5533 From: John Caywood [mailto:jcaywood@adaweb.net] Sent: Monday, June 22, 2009 12:23 PM To: Sue_abbott@nps.gov; madams@gardencityidaho.org; Bob Batista; stevebauer6@cableone.net; fbeale@canyonco.org; Bob@bobbeams.com; Nathan Bentley; tbicak@canyonco.org; tbreuer@Ittv.org; jcarson@canyoncounty.org; John Caywood; tchelst@rei.com; tracygcook@msn.com; Jdeal@idfg.idaho.gov; sdouglas@idl.idaho.gov; mecheita@cityofeagle.org; Matthew Ellsworth; dferdinand@canyonco.org; Henry.hamanishi@simplot.com; dhardy@idfg.idaho.gov; jheimer@cableone.net; Ihenness@idpr.idaho.gov; elfreda04@msn.com; jchillfamily@cableone.net; Ihinger@msn.com; ahopf@ci.caldwell.id.us; rhopper@ci.caldwell.id.us; rob.hopper@hp.com; wendyh@cableone.net; ifpl@mindspring.com; johnsond@ci.nampa.id.us; thepark@canyonco.org; ftboise@srvinet.com; krantzfarms@aol.com; Elizabeth_Luce@msn.com; Mark.mcneese@itd.idaho.gov; whorizons@aol.com; nancy@merrillsnest.com; thepark@canyonco.org; eoneale@idfg.idaho.gov; tottens@clearvvire.net; liz@idahorivers.org; judypeaveyderr@msn.com; jruehrwein@thesca.org; bikewalknampa@gmail.com; lisaschmidt@cableone.net; kstfnots@earthlink.net; mshawtaylor@staridaho.org; ]Thorn@gardencityidaho.org; 6/23/2009 Page 2 of 3 mwparmacityhall@cableone.net; Cweston@cityofboise.org; Jason@boisehomeworks.com; liz@idahorivers.org; Steve Siddoway; David Zaremba Subject: FW: Save the Date -Boise River Forum and Float From: Liz Paul [mailto:liz@idahorivers.org] Sent: Monday, June 22, 2009 12:20 PM To: John Caywood Subject: Save the Date -Boise River Forum and Float Dear Boise River Trails partners, Unless we run into unforeseen difficulties, the Boise River Trails System Plan will be signed at 4:00 p.m. on August 12 as part of the Idaho Environmental Forum's annual conference, float and picnic. I encourage you to mark your calendar for this wonderful event. The price is very low and you can attend any portions of the event that you wish. I will keep you posted as more information becomes available. Liz Paul SAVE THE DATE Wednesday, August 12, 2009 6th Annual Boise River Conference A River Runs Through It: Showcasing Boise River Restoration and Recreation Projects Presented by: The Idaho Environmental Forum Conference: 1:30 p.m.- 4:30 p.m. Barber Park Events Center Float the Boise River: 4:30 p.m. 6/23/2009 Page 3 of 3 Dinner/Hosted Bar/Music: 6:15 p.m. Ann Morrison Park -- Stay Tuned Conference content and registration information will be sent out soon! f If you love a river.. . 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VQICE5.11)/1H~A7'ESd1A74DLC011q ~~ IDAHOSfATESWJW • IDAHgSTATESMPJJ.COAA ®1fOWAI. B~Y9iR~F.ialPa~C~q:.. ~s _ _~ ___ ___ 1. OURYIEW THE GREENBELT _ ___ _ -_ - _ __ _ _ ItSO__ - - - -_ - _ - _ o_-_ Co_ ___ _ ~rie~t IangasuetdtoftheBocgeBivm'aeaF __ -- -- - -_ - -__-_ _- _. - -- - --- - AS[ar, a section of GreepbeltypismtT~e world WhenYs£m~shed,the125-mt1e"'§~iBii~. ~. er Walk probably will be au unpavediu~ isolatedpatb-a~noteasDyaccesseiiby I.. fhewalkers,m-line skaters andcyclists~ t~se the Greenbelt from Eagle [o Lucky Peak ~'"~. - Bu[evenifyouReveitisetfieStat'Rivet _' .. ~ ~ , ..," ~. Walk.S'ousbotildbegladthatrt'stiieie. ~ - - __ ~.--- -, _.,= _. _.~ -.:.--.- _.. - '--_. ~=` d'~. IIsymbol"vzsaHtsts[epohapathto :.:. - .~ .., _ ....:,_ - „' - ~, -~ ~ -: .. - something bigger. the Greenbelt t~atTrea- ~ sure Valleyresideotshaveimagmedipf ~~,~ - i aetades - _ ~r _- _ _ ~ StietchingaGreenbelt6iIDHes - fiOm ~" r ~ °/ ~s _ Sr- ..,. LpckYPeaktotheS~RiYer wDlonCy .h- ~. f~jtt " ~ ^'u~ + '~ ~, 1,,. happeno~pieceata[ime.BntffyonkmvV ~~~.1~,. t~ t:- y f° j; ~ iG.o~~•.-,--s~..,~, ~ ~f-~; ~ , ~ tl~historyoftheGmenbe]t.YonalRa3y ~ ~;.,fi {t ' ~ ~ ~3_ _ - _ -. ~ r ~, t kgevvthat Aftec aD, work on the Boise K": ~ J " -!~ ~`>"e=s~~"t ~ ~~~~ ~ •` ~ ~ t t Gmenbel[ begaa in the 19COs. _ ~,~ 'G '~' - ~_yr ~ * ~ ,tt ~R'i0 i[ take another 40 yeas to build oa tfiissu~addmgcewmutriple-„se - - ~~~~ k ~'9J ':3 Greenbelt trails for parentswho pngh in- ~l ~i"` ~ j y - 1 ' ~~ " I ~ ~ f`auts m strollers, for amateur ormtho :~'~' hapmgtoseeawintermgti~~g~ ~ r +~ ~,.~••a'T~ ~i ~~~~~'~ C ~'~~ ~~~"-~ CIiSLS who rnmmvte ffl DOWIIMU}wn BOISCT' `l~-~•- ~i 4 ~ ~ =~ r~^^ K ~~ ~'4 ~~ ~;t~e~' ~., Will\ve[eallyhave towai€foArfinere ~~ ~t~ iLkt~~~ 1 u'~'~J - decades? - _ - - b ' ~ '-1~. `~~ -~°~ ` Kt t ~ t ; Thefisttimearoun~wellattPOcl>at~e ~ - - - ~ - -- - -- -- 0995&188/etiyt~x~ E1mOFit1ELINE TheBo_`Gsel',Cvr~t6~tcomesto.,n?tiniPtst~trearBaJlatttytreRoadptEa~7e, our way of thinking, tg 6uildapitips ethic and a political wll.?7imffiare= ~.wt novz PuneatmanYde develapm~we Oor mmmvniiywill ncv2[agemYieWfLe °f ~e~,~vb~eRrepath>mav ~- cvmastoan emLSYatisrn BoiseRiverasitwasseen4Dyeazs~q'tea.: - ~~- ~d~S natural drainpipe to serve neazby P~38mgcf mib au ord'maace. such as mea[packmgand concze4e~platott: Ding a dawntianmthe tgBldGtRset3or We qow put am'river to vvoricsr~vipga aRRer twa decades ofrapud8[ow[~.97 hiK~Purpose-We have seenfaro»~1ves lmveanopportunjtytogeEthis>EigLLl7fey' that when peoplearegiven a urbanoasis= can~kestuethatt~C,r~belttsapatttif testotativeandrecreational ~-_~~---develuP~t.it~tinttnt~6tttnoaa they wIIlffie it'I1reGteenbelt i5 now asi~ramed riop~ ~-.~ffi n~~wA~,c ~`I1 l~ III II_ ~. ' Star is planninga -- - 1.25-mile rtatine pant ~ , that eventually Nn'll fie ~, .part of a 63-mile trail ~ '~~'~ ~ ~-'~ `' alor~tht: Boise River from Lucky Peak to .~ ~~ the5nakeRrver. ~ ~~ ~_ ~_ EAGLE ,.-. _ Eagle L~ ~ ~ °Ot¢PevP"stheedimdalpae9uon Stole Park ~ _ `~ Oftlle IdBllp n.RBantdppj~ • J tLe~theSts e~tnainlboaid.lb t mt an ell '~_r5~ ors~gestat~,e-mai[editn~ ~ECEI't~E ~ryJ/UL (~'~~g1/ Z~ CII 1 OF~+~• ~e~~ro CITY CLERKS ®FFICE July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. 4-B REQUEST Blueprint for Good Growth -- Adequate Public Facilities Update by Caleb Hood AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: See attached 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: Matertals presented at public meetings shall become property of the City of Mertdlan. Page 1 of 1 Tara Green From: C. Caleb Hood Sent: Thursday, July 16, 2009 2:50 PM To: Tara Green; Jaycee Holman Cc: Anna Canning; Sally Goodell Subject: 7-21-09 CC Packet Item Follow Up Flag: Follow up Flag Status: Green Attachments: BGG Update APF July 2009.doc Attached is a memo for the Mayor and Council regarding Item 4C, Blueprint for Good Growth, on next week's agenda. Please place the attached memo in the Council's packet. Thank you, C. Caleb Hood Planning Manager City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 208.884.5533 (phone) 208.489.0572 (fax) chood meridiancity org 7/17/2009 July 16, 2009 MEMORANDUM TO: Tammy de Weerd, Mayor Meridian City Council FROM: Caleb Hood, Planning Manager CC: Meridian City Clerk RE: Update on Blueprint for Good Growth -Adequate Public Facilities Agenda Item for July 21, 2009 City Council Workshop Background In late 2008 and early 2009 the Steering/Technical Committee and Consortium assessed BGG progress thus far and set out a general work plan for 2009. As part of Blueprint for Good Growth, TAPFAWG (Transportation Adequate Public Facilities Accounting Working Group) is working on developing a method for ensuring adequate public facilities are in place and timed appropriately with development. The focus of this update is on TAPFAWG's work plan for the transportation- land use coordination tasks as it relates to adequate public transportation facilities. Status In the summer of 2008 the consultant completed a draft of an adequate public facilities ordinance (APFO). ACRD and COMPASS began to look in detail at the technical work that would be required to implement the ordinance. At the same time the development community identified two concerns: The APFO, as drafted, did not appear to accomplish a major objective: protecting planned road capacity for planned development. The planned road network is based on the growth anticipated by the cities as reflected in their comprehensive plans, but there was no mechanism to ensure that unplanned growth would not use that capacity up before planned growth is built. The AFPO allocated capacity to development on a first come, first served basis. Without such a mechanism we have not accomplished the goal of having unplanned growth bear the financial responsibility for added impacts to the transportation system. Implementing an AFPO required a foundation that was missing - specifically an analysis of transportation system required to serve the adopted comprehensive plans. This requires quantifying the demographics implied by the land uses in the adopted comprehensive plans, which are needed to estimate travel demand and determine the transportation network needed to support that demand. This has been done fora 20 year scenario in the long range transportation plans, but has not been done for a build out scenario. Planning Department . 33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-884-5533 . Fax 208-888-6854 . www.meridiancity.org Page 2 Recently, TAPFAWG recommended, and the Consortium concurred, that the member agencies (their staffs') should take the steps necessary to create the transportation system foundation baseline, turning back to the development review/tracking/AFPO issues after this foundation has been established. The following tasks are in progress: • COMPASS is working with the Cities to prepare demographics for build out of all the comprehensive plans -quantifying comprehensive plans. • COMPASS will evaluate the travel demand (model) created by build out. • TAPFAWG will help facilitate a discussion among the jurisdictions about how to plan an appropriate transportation system to serve the needs of building out comprehensive plans. This will allow the land use jurisdictions to understand the demand created by their plans and work with the transportation jurisdictions to determine short, mid and longer term strategies for serving the demand. • ACRD has developed and is further fine-tuning maps showing the level of service for roads and intersections in Ada County. The purpose of the maps is to establish a shared vision for appropriate service levels, which are the basis for future investment decisions about transportation system improvements. COMPASS and ACRD conducted a preliminary analysis of existing LOS, assuming current traffic plus all approved development built. After comparing existing LOS to future LOS, the following conclusions were derived: - LOS already well over capacity and/or target service levels on a number of roads, and will worsen when all approved development is built. Planned roadway improvements (see ACI-ID FYWP) will help meet some demand, but likely overall service will degrade. - This LOS analysis should be developed more completely to help inform future investments decisions, and ACRD and COMPASS are working on this in 2009. - LOS may also be used in the future to evaluate the adequacy of planned public facilities in relation to development proposals. ACRD and COMPASS have developed a preliminary method for estimating cumulative development impacts. So far this includes: - ACRD provided existing traffic volumes. - COMPASS, with input from Cities/County, estimated trips from approved, but unbuilt development. - The sum of these can be used to estimate cumulative development impacts on any road or intersection. - COMPASS needs more information from the Cities/County to improve the estimates from commercial development, mixed-use projects, site plans subject to a development agreement, etc. and is working with the Cities/County to improve tracking and reporting of developments. Next Steps The work group has development a schedule of work over the next few months (attachment). Basically, in 2009 the TAPFAWG work group scope of work includes: Quantifying existing comprehensive plan land uses within the County; Conducting model runs to understand the transportation implications of building out to the comprehensive plan densities; Facilitating a discussion among the elected officials to define policy direction (with implementation direction); Defining a process for monitoring development; and Establishing AC~-ID/local land use agency protocols for reviewing comprehensive plan amendments for impacts to transportation system. Attachment Blueprint for Good Growth Transportation Adequate Public Facilities Work Group Work for 2009 The work group concluded that the general scope of work for 2009 should be to quantify existing comprehensive plan land use, conduct model runs to understand the transportation implications of build out, facilitate a discussion among the elected officials to define policy direction (with implementation direction), and define a process for ACHD/local land use agency interaction when comprehensive plans are changed. Specific work plan: • COMPASS works with land use agencies to quantify comprehensive plans May 2009 o Review by Demographics Advisory Committee o Review by Cities/County • COMPASS Board approves demographics for Communities in Motion update, June 2009 including build out analysis • Work Group convenes to review progress and discuss `how much refinement is enough' • COMPASS model run on build out scenario • Continue refining • Work group meet to: methods for July 2009 o Review methodology for quantifying quantifying comp comprehensive plans plans o Review and discuss model run results to formulate observations and questions • Steering/Technical Committee will review results, • Continue refining formulate key observations and frame a discussion for methods for elected officials to address : quantifying comp o What is the overall travel demand? plans August 2009 o What does this mean for transportation in the future? o How much can transit help? o What are the options for addressing future travel demand? • ACHD will complete the countywide intersection model • Steering/Technical Committee and Consortium will: • Continue refining Sept 2009 o Discuss results of initial model run with Consortium methods for o Determine how to facilitate a wider policy quantifying camp discussion plans • ACHD will develop work elements for a Map • Update model with Amendment Study refined comp plan Fall 2009 • Work Group will discuss how to monitor comprehensive estimates plan implementation • Work Group will develop process for evaluating proposed changes to comprehensive plans TBD • COMPASS will work with Cities/County on improved tracking and reporting mechanisms Key ~ CluantificaTion of Compreher~srue Flans • Qiher WorF. July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. S-A REQUEST Budget Amendment for CIP and Public Safety Fund for a Transfer of Funds (Multiple Amounts) 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. noovm >•c ~ < ~ ~ d y ~ 3 ~ ~D ~. tD y .~ c~uQ-~3' o~=~ ~' ; Q a',ma~ a ~ 0 3 m m a °O< ~ a~~~ =Q;~o ~ o ~ a eD co rt Q ~ ~ 7 ~ '~~a,~ c `~ '° ~ ~ O ~ ~ ~ ~ "7 Q a ~ O M ~O O .Oi. 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V. i + V V V l 0 N I + N V OD N 0 ? ~ ~~ W ~ : W: l 1 0 0 W t0 V ~ V O D V V ~ ~ N ~ N N 01 V ~ V ( J1 C J1 ~~ d ~1 d` ~~ \~ ~ `~ ~• ~~ V July 17, 2009 MERIDIAN CITY COUNCIL MEETING July 21, 2009 APPLICANT ITEM NO. S-B REQUEST Budget Amendment for City Hall Construction for $1,000,000 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: Materials presented at public meetings shall become property of the Clfy of Meridian. COMMENTS See attached H Q F-i w a~ U C t0 ~_ LL c a O O O O 0 0 ~ ~ a~ N .n ~ ~~ .o~ c:~ ~;o V m O! ~ c~'UE c~ ~ ~ Q o ~. N ~ O ~ Qj ~- o [Y u.. a~ C R V C O w .~ 4 O 4 Q L ~L .y j H Z W W H W 0 m Z-` _Z m a~ d W C w Hl O L N N 0 rn __ .a C N a co N O Q N 0 v a°~i c 0 a U C N aEi m N N ~ O U ~ a L •~ .n O C r ~ ~a 2 .~' U a~ t 0 c 0 U c 0 .C N N Q U O cC O a a~ rn -~ .n N .p N N C a'~.. ~° c UO U t6 0 m V C rn c N 0 a~ N .N O C _ ~ G1 O X O ~ ~ N ~ ~ O ~' O +~+ O C c0 ca .a ca c .a .a 2 ca ~ ~ ~ •~: v c ; W ~ V C ~ ~~ ~ ~ N .~ ~ • ~ +~-~ 3 w0 ~ . Q '~ d U ~ ~ _ = U = O . O d V H to ~ N O v~ O O C ~+ ~ ~ ,0 N ~~° 'a = ~ ... m m Q°~ a rn w U '~ ~ N ~ ~ ~ ~ ~ ~=rnR d ~ ~ ~ o m a~ C ~_ O ~ E '.~ i ~ N ~ ~ O''N ~ ` ~ 0~4' a, , .r o ~O .Q R~mm ~ ~ E °>c~ ~ ~ ~ ` ° m c ~ i `' ~ a - ac ~ ~ U D O Q N ~ 0 0~ a~ ~ to O 0 O ~ L ~ ~ ~ R _C ~ ~Q ~ _ _ 3 ~ ~•~ c s°3~m ~ w s 'U d' ~ .U N ~ ~ p ~ ~ .+ fA fA L W ~ ~ ~ N ~ Z'10 C1C N f - ch N C 7 > m ~ .~ Wpm V Z ^ ^ ~ ^ \ Z Z Z Z ~ ^ Q } } ~ ~ ~ } o ~ ~ w D a? ~~~~~ ~. ~ ~ ~ p ~ p ~.`~~ o° m ~ ~ ~~" ~~p ~. N = } m ~ ~ O O~ W ~ ~ ~ ~ / 01 F- m a .~ ~ ~ O LL F- Z W Z ~ aZ G W ~ ~ wa ~~ o ~ ~~ U m tlJ C ++ .O a m H ~, O m .a Z O a a O OL , ~~I~ b„ ~i ®® O~ ~i'C1 ®~~ ~ V( ~ ' ~ W ° 0 Y~ h ~' V® o`ff' @. o ,, C fO V (Q ~ ~U U 'A O C O ~ ~ R t7 ~ f6 ~ O Q C Q y O C nii n- U i% c~ o~ m,O.a ~ ~ ~ U ~ v ~ 1° rnU 03=00~'~ c p c .Ze Y y Y C N N ~N N ~ ~ (j O -~ ,nO C c ,~+ c c `o ~ ~~ U ~~U~a o~ ~ o $ - ~ n o .. '~ °~ ~ ~~~o~- o~ ~ °~~ ~ c ~ ~ o ~ m ~ E U c v `m ~ m > E ..~_. p o m a c o. rn m •~ m m ~ ~ ~ ~ - ~- ~ o~~ c U ~ LL i ~ r E ~ v ~ aci ! c ~ m ~ U 'n ~ ~ gI Y J v ~, 3 N 6 ~ ~ o ~~ C4 ~~ ~ ~ ~~ Id .~ v C is m .C i0 C Qt a~ O w VJ d ~~ C Af V .t H .Q C ~ ~ !Q O f® A ~ V V d ~ CI R m ~ m °' L ~ ~ C v C C ~ .a i`a R c m ~ ~ o m m~ E e~ N ,a c ~s mU Contract Payment Tracking Schedule City Hall Project Project Manager: Keith Watts ACTUAL EXPENDITURES: Prior years actual expenses in CIP Fixed Assets 22,841,522.02 Broadway land purchase 2,413,256.58 FY2009 actual expenses as of 6/30/2009 = 96001 2,269,362.72 Pending expenses per purchasing: legal services 85,000.00 repairs for sidewalk 6,000.00 water feature stone coloring 5,000.00 plaza signage 10,000.00 balance of purchasing contracts to be paid 475,233.20 Actuaf Expenditures as of 6/3012009 $ 28,105,374.52 BUDGET: AMOUNT FUND FY2002 $ 10,000.00 01 FY2003 75,000.00 01 FY2004 50,000.00 55 FY2005 74,800.00 55 FY2006 4,500,000.00 55 FY2006 4,500,000.00 60 FY2007 7,000,000.00 55 FY2008 phone budget -this budget is in 94600 not construction 01 FY2008 clock budget 24,000.00 01 FY2008 6,000,000.00 01 FY2008 amendment 5,100,000.00 01 TOTAL BUDGETED TO DATE $ 27,333,800.00 Budget excess / (Budget shortFall) $ (771,574.52) 1of1 July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. JI'-,~G REQUEST Community Liaison Update by Luke Cavener 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: Materials presented at public meetings shall become property of the City of Meridian. COMMENTS J July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. S ;,EP REQUEST Hansen 8 Implementation Approval to Enter into Negotiations and Standard Contract 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: Materials presented at public meetings shall become property of the Ctiy of Meridian. COMMENTS See attached ~~E IDIAN~- July 14, 2009 MEMORANDUM 1'O: MAYOR TAMMY DE WEERD AND 1VIEMBERS OF THE CITY COUNCIL FROM: KEITH WATTS RE: RECOMMENDED COUNCIL ACTION The Purchasing Department issued an RFP for "HANSEN 8 IMPLEMENTATION" an May 25, 2009. The RFP was issued to 6 firms and aNan-Mandatory Pre- Proposal Conference was held on June 2, 2009. Four {4) of the ~ firms participated in the Non-Mandatory Pre-Proposal Conference. On June 17, 2009 3 proposals were received. A review committee of 6 comprised of City of Meridian and City of Base personnel reviewed the 3 proposals and a recommendation has been made to the highest ranked proposer, EskelPorter. The Public Works Department respectfully requests Council apprava! to enter into negotiations {with Purchasing assistance} with EskelPorterand enter a Standard City Agreement for Professional Services with the highest ranked proposer, Not-To-Exceed, the Council approved budget amount, and authorize the Mayor to sign and Clerk to attest. Two Attachments: 1. Eskel Porter Evaluation 2. INFOR Evaluation _„ City of Meridian Hansen 8 Professional Services RFP Evalua6an RFP # PW-09-10074 Mandato Yes No Pro received rior to closin X Resumes included X References listed X Sufficient number of proposal copies X Proposer: )nfor Evaluator # 1 Evaluator #2 Eveluetor #3 Evaluator #4 Ev8lustor #5 Evaln2tor #6 Average Score endor Information Max Points 10 Vendor Project Team Information 10 9.5 9 9 9 10 9.416667 Max Points: l5 Vendor References 12 13.5 12 13 13.5 13 12.83333 Max Points 10 6 4.5 5 4 7 6 5.416667 Statement of Work Max Points 35 26 26 28 30 31.5 34 29.58333 Training Documentation Max Points 20 18 16 20 14 18 1 S 16.66667 Total Max Points 90 70 71:5 74 70 77 61 73.91667 Pricing. Max 10 Points 6 7 7 7 7.5 7.S 7 .. ',~ ' iE~d,~s~;y~~~:~ N~; $Q~'~; ernral Comments City of Meridian Hansen 8 Professional Services RFP Evaluation RFP # PW-09-10074 Mandato Yes No Pro oral received rior to closin X Resumes included X References listed X Sufficient number of proposal copies X Pro~seri Eslcel Porter Evaluator tI 1 Evaluator #2 Evaluator #3 Evaluator #4 Evaluator t1S Evaluator ~6 Average Score Vendor Information Max Points 10 9 8 9 7 9 10 8.666667 Vendor Project Team Information Max Points 15 13 12 13 11 14.25 12 12.54167 Vendor References. Max Points 10 9.5 9 8 8 9.5 9 8.833333 Statement of Work Max Points 3S 29 28 30 25 31.5 34 29.58333. Traitring Documentation Max Points 20 17 16 20 19 16 20 18 Total Max Points 90 77,5 73 80 70 80.25 $5 77.625 Pricing x 10 Po i n ts M a 8 8 8 8 8.25 8 8.041667 ,, y ~ t~1~,~~,. ~ ~ l'7.T.~.atk~IVWL-~W~i~UII ~v':i\%s~`~.'.~v':'.,~°,`'t"`~~ 'tt ~~' "" '• ~. ~v~~DV'I Comments v July 17, 2009 MERIDIAN CITY COUNCIL MEETING APPLICANT REQUEST SH-16 EIS Information ITEM NO. Jr .~ E AGENCY COMMENTS CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: See attached 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 CHy of Meridian. July 21, 2009 Page 1 of 1 Tara Green From: C. Caleb Hood Sent: Thursday, July 16, 2009 2:34 PM To: Tara Green; Jaycee Holman Cc: Anna Canning Subject: 7-21-09 CC Packet Item Follow Up Flag: Follow up Flag Status: Green Attachments: 7-09 SH-16 EIS Summary.doc Attached is a memo for the Mayor and Council regarding Item 5D, SH-16 EIS Information, on next week's agenda. Please place the attached memo in the Council's packet. Thank you, C. Caleb Hood Planning Manager City of Meridian 33 E. Broadway Avenue Meridian, ID 83642 208.884.5533 (phone) 208.489.0572 (fax) chood@meridiancity.org 7/17/2009 July 16, 2009 MEMORANDUM TO: Mayor Tammy de Weerd Meridian City Council FROM: Caleb Hood, Planning Manager CC: Meridian City Clerk RE: State Highway 16 Environmental Impact Statement Agenda Item for July 21, 2009 City Council Workshop ITD and the FHWA are currently seeking comments regarding the draft Environmental Impact Statement (EIS) for Idaho 16, I-84 to Idaho 44. Planning staff attended the open house public hearing at Rocky Mountain High School on July 8a' and has prepared a letter regarding the draft EIS. The comments in the letter primarily relate to the alignment of the SH-16 Extension and the City's Comprehensive Plan. During your workshop on July 21St, Staff will quickly run through the alignment options/alternatives and some of the most important EI5 findings, then go through the letter drafted for the Mayor and Council's signature (attached). Planning Department . 33 E. Broadway Avenue, Meridian, ID 83642 Phone 208-884-5533 . Fax 208-888-6854 . www.meridiancity.org Attachment -Letter to ITD Regarding SH-16 EIS July 21, 2009 DRAFT COPY Adam Rush ITD Public Involvement Coordinator PO Box 7129 Boise, ID 83707 Dear Mr. Rush, The City of Meridian concurs with the U.S. Department of Transportation Federal Highway Administration's and the Idaho Transportation Department's (ITD) findings outlined in the Draft Environmental Impact Statement (EIS) prepared for Idaho SH-16, I-84 to Idaho SH-44. The City has actively participated in the SH-16 EIS process and we appreciate the opportunity to present to you comments for the public hearing on this matter. After being involved in the SH-16 screening and design workshops, examining the alternatives and alignments considered, and reviewing the Draft EIS, the City believes that the identified preferred alternative, Alternative ZD (Modified) is the best option and should proceed as the Selected Alternative in the Final EIS. There are several reasons why the SH-161imited-access divided highway should be located at or nearby McDermott Road. First, between Ustick Road and I-84, McDermott Road serves as the boundary between Ada and Canyon counties. Construction of SH-16 adjacent to McDermott Road will reinforce the areas of city impact between Meridian and Nampa and create an identifiable edge between the two cities. Construction away from McDermott Road, as shown in Alternative 2, will result in a strip of land in Ada County between McDermott Road and the future SH-16 expressway. This area would not be desirable for residential development and thus could result in a strip of commercial or other non- residential development which is inconsistent with the City's Comprehensive Plan policies and future land use map. Through recent plan amendments and development approvals, the City of Meridian is moving away from strip style, single use commercial development and is actively fostering well designed, developed projects that incorporate a mix of commercial, employment and residential uses. Creating a lineal strip of land between McDermott Road and the future highway is contrary to our vision for the future growth and development of Meridian. Alternative 2D (Modified) is most consistent with the City of Meridian's Comprehensive Plan which states: "The City of Meridian supports the Idaho Transportation Department's (ITD) plan to extend SH 16 south from SH 44 to I-84. The City's preferred alignment, after crossing south of the Boise River, is to follow the existing McDermott Road right-of--way south to I-84." In addition to being the alternative most consistent with the City's Comprehensive Plan, the City of Meridian further supports the location of SH-16 as depicted in Alternative 2D (Modified) for these additional reasons: 1) There are fewer existing parcels to negotiate future right-of--way purchase from and the highway impacts fewer property owners in the McDermott Road corridor; 2) A McDermott Road alignment fits the logical progression of freeway interchanges at two-mile spacing along I-84; 3) Attachment -Letter to ITD Regarding SH-16 EIS Alternative 2D will result in anaccess-controlled expressway with McDermott Road becoming a frontage road in Ada County, serving future development. This will enhance the City's ability to coordinate future planning, development, and access along McDermott Road as opposed to having multiple properties fronting on McDermott Road and opening up the possibility of multiple accesses; 4) The local street network layout is complimentary to the current and future land uses; and, 5) The preferred alternative has very limited impact to the environmental and socio-cultural resources in this area while providing the biggest community and regional benefit. Not only is the preferred alternative consistent with the City's Plan, the City believes it is also most consistent with Communities in Motion (CIM) the Regional Long Range Transportation Plan. CIM provides an analysis of and identifies needed improvements on transportation corridors of regional importance throughout the Treasure Valley. In CIM, SH-16 is included as a regionally significant corridor. The CIM description of SH-16 envisions the corridor as "the primary north-south route that links Gem County to the Treasure Valley." CIM continues by stating "The extension [of SH-16] will be located on or near the McDermott Road corridor." In summary, the City of Meridian believes Alternative 2D (Modified) to be the alternative that best addresses the regional and local needs for mobility, circulation and travel demand; is most consistent with the City of Meridian's and the region's long-range planning efforts; and has the least impact to the environment. Thank you for considering our comments on the Draft EIS as the Final EIS is prepared for SH-16, I-84 to SH-44. Sincerely, Tammy de Weerd Charles Rountree Mayor Council President David Zaremba Council Vice President Keith Bird Councilman Brad Hoaglun Councilman ~~ MayorTamrny de Weerd City Council Members; Keith Bird Brad Hoaglun Charles Rountree David Zaremba July 21, 2009 TO: Mayor and Meridian City Council FROM: Joseph Silva, Deputy Chief, Fire Prevention SUBJECT: Comments on Highway 16 Project Draft Report The following are the issues in order to provide minimum levels of emergency services and fire protection for the proposed Highway 16 Extension between I-84 & Idaho 44: 1. Alternative 2D provides the best network of local streets to provide emergency services for existing and future buildings along the proposed highway corridor. Z. McDermott Rd. does not only serve as the County Line, but also serves as the jurisdictional boundary for the Meridian Rural Fire District. Ideally a master site plan for future fire station locations will have to be developed jointly with the City of Nampa and the Nampa Rural Fire District to provide fire station locations so that travel distance to an emergency is not more than 1 %Z road miles from a station. This will enable the Meridian and Nampa Fire Departments to be able to provide emergency services to all developed areas along the proposed highway within a response time of five (5) minutes or less for the arrival of the first arriving Engine Company at a medical or fire emergency. 3. If commercial development is desired along the proposed highway a frontage road on both sides of the corridor would give emergency safer & quicker response routes. 4. If commercial development is desired along the Highway 16 corridor fire flows will have to be provided per the Fire Code in effect at the time when the plans for the commercial development are submitted to the City for approval. The concern is that greater fire flows may be required for commercial development on the periphery of the City of Meridian & United Water Systems. 5. If commercial development is desired along the proposed highway a height limitation of 35' may need to be imposed or a aerial truck will have to be available within 2 % miles of the site of the development along the corridor of the highway. Meridian Fire Department . 33 E. Broadway, Ste. 204, Meridian, ID 83642 Phone 208-888-1234 . Fax 208-895-0390 . www.meridiancity.org ~~ July 16, 2009 To: Mr. Caleb Hood From: Edward Jenkins Jr. Subj: Access issue regarding Parcels at McDermott Rd. Note: All referenced exhibits to be hand-delivered to your office July 17, 2009 Dear Mr. Caleb Hood, I met with you recently at city hall in regard to concerns with our property on McDermott road near the corner of Chinden (20-26). This letter expresses the concerns of 3 parcels: (50428212502, S0428212550, and S0428212602). It is also written in agreement with all three land owners of this property which is approximately 39 acres. (See Exhibit #1) First, a little history regarding our long journey of trying to develop a small subdivision starting back in 2003. After 2 years of process, where approvals were sought from all necessary government agencies including the "City of Meridian" our WaterField Subdivision was Ada County approved for pre- construction meeting in July of 2005. Approximately one month after this approval, the city of Meridian announced a public hearing notice which announced a 1 mile corridor freeze and the possibility of a limited access highway with a possible interchange at Chinden and McDermott. Recently the culmination of Meridian's "Future Land Use Map" and the finalization of the preferred route by the "Idaho 16, I-84 to Idaho 44" environmental study have left us with questions. When this road and intersection are built, this intersection could become one of the largest and busiest in Idaho. We have been lead to believe through a long process that the "Mixed Use" interchange designation for most of our property was the City of Meridian's desire and in line with the uFuture land use map". We have been told repeatedly that the mistakes of Eagle road and strip commercial zoning were not the plans of the future. This is why there is mixed use interchange zones every 2 miles where the limited access highway exits into the Meridian Future Land Use map. A substantial amount of our 39 acres is in line to be condemned. Our concern is the remaining part which may be more than 20 acres. The part of the planned IDT route that we strongly disagree with is the illogical access to our property coming from McMillan Rd. Our property touches the new interchange but receives access from the opposite direction. The access should come from Chinden which is just a few hundred feet away. The proposed concept involves a longer connection with a new bridge to be built over the irrigation lateral. In no way does this make sense for a mixed use interchange type development of this property. (Please see the exhibit 7-9 of the Idaho 16, I-84 to Idaho 44 Environmental study to observe this) Our question to the City of Meridian is this: 1) Has the City of Meridian commented on this design? 2) Would the City of Meridian support the concept of an access to Chinden for the remaining part of 39 acres + or - that are not condemned in the right of way purchase? ~ ~ u ~ [e a n r-~+' 4 ~ i 1 i ~P ~, . ~} ; ~~ (('~~ ~ ~a ~ P e i~ Jr ~ ~•~• ~0~ f ~P ~a ~ ~~ ~ f ;- ~ . ~~~ ~ a~.~ ~~ RQ ~~ ~$g .v . $~:= a ~ a~~~q~ ~a~ Qs ~ a .are aaa® o~ .. ~`J _ __ ~..~ ~ ;f ic~~~e.e __ `~ n e~ ~ ly, ~~~ g~~$ ~~ me d~ t- A ..e,K.. 6 \I ..~m. " - _ EXH~Bft' __ ~ _ _ # ~ ~', a~ - L19WQ EY A ~ ~ f(L~ ~ /(A ffi~' T4 PREUMJNARY PLAT July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. Jr~ REQUEST Distribution of Available CDBG Funds for Public Service Projects 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: COMMENTS See attached Emailed: Staff Initials: Materials presented at public meetings shall become property of the City of Mertdlan. City Council Regular Meeting Tuesday, July 21, 2009 S.C. Use of Public Service Funds for CDBG Program Year 2009 A. INTRODUCTION & BACKGROUND The City's CDBG entitlement far PY2009 is $249,962. Up to 15% of a City's entitlement can go towards public service activities; $37,490 for PY2009. Gauncil directed staff on June 16, 2009 to devote the full amount allowable under the 15% cap to public services, which the Action Plan that is currently out for comment reflects. Prior to consideration of the PY2009 Action Plan on July 28, 2009, staff requests additional direction from Council on how to allocate public service funds next year. B. UPDATE Staff received two applications from perspective public service subrecipients: 1. Boys & Girls Club: a. After School Transportation: $17,000 To provide daily after school transportation from Peregrine Elementary, Meridian Middle, and Meridian High schools to the Boys & Girls Club. 2. Meridian Food Bank: a. General Services: $50,401 To provide food to families and individuals in need. b. Backpacks for Kids: $16,120 To purchase food and supplies for children in need through the Backpacks for Kids program. Total Public Service Assistance Requested for PY2009: 583,521 C. RECOMMENDATION Staffrecommends that Council award the full $37,490 to the Meridian Food Bank to disburse for general services and the Backpacks for Kids program. The transportation program proposed by the Boys & Girls Club would be a tremendous benefit to students of these three schools. In better economic times, or if additional funds were available for public service activities, the transportation program would be an excellent use of CDBG funds. However, as recent numbers from the Food Bank indicate, the basic needs of area residents far exceed the total amount of assistance available. Even if the full I S% of the City's PY2009 entitlement goes to the Food Bank, the Food Bank will still struggle to meet the growing needs of area residents. The Food Bank has also been the most responsive and engaged of the City's subrecipients to date; tailoring data compilation and pragrarn management protocols to conform to City and CDBG requirements; submitting monthly progress reports (even when unaccompanied by draw requests); providing staff with a tour of their facilities; maintaining regular contact about any issues and successes; and adhering meticulously to all aspects of the Subrecipient Agreement. D. REQUEST Prior to consideration of the PY2009 Action Plan on July 28, 2009, staff requests direction from Council on how to allocate public service funds next year. July 17, 2009 MERIDIAN CITY COUNCIL MEETING APPLICANT REQUEST Weed Abatements of Two Properties July 21, 2009 ITEM NO. S-~1' C~ 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 C(ty of Meridian. July 17, 2009 MERIDIAN CITY COUNCIL MEETING JUIy 21, 2009 APPLICANT ITEM NO. S~ ~~ REQUEST Mayor and City Council Compensation 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: Date: Phone: Emailed: Staff Initials: Matertals presented at public meetings shall become property of the City of Merldlan. :~ o U '~ ~". o w U ~ ~ `o U o ~ ~ ~. a~ o a, c~ ~ U .~ A o~ ~o ..+ N Z ~ N ~ ~'' h ~~'" r, ~~` O 0 ... c~ C C~. 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C1. Cam. V1 •,v `Iv 0~ i_~ayor and City Council ~1~1}~ensation for FY 10 ~, ::;. Bill Nary Humae Resources Director ~jE IDIZ IANs-- Jaly~ 21, 2089 ~J E Col~npenSatlon 1O1 i .~lll City posttiorts classified by "kinds lured levels" !Al~nually Human Resources reviews all hostians for: :...Market Adjustments Equity Adjustments ~T Reclasses Merit ,^ Ci~T E IDIAN~- C~~~~i~cnsation 101 cont. .Market Adjustments -Change in pay to a •lass of positdons based upon common factors i _,,_ FY 10 0% for one year `' FY 09-07 3% annually ~rFl' 06-05 Established Kinds and Levels c~E IDIZ IAN~- ~ECEIVE~ JUL 2 1 2009 cis of ~ CITY CLERKS OFFICE 1 ~'~~~acnsatio 101 cont. ''Equitt} Adjustment -Change in pay to a Single position or classijrcation ofpositions 'based npara the salary in relation to others si-nilarly situated ~Fqua1 Pay Act is considered Increases that are recommended are within budgetary guidelines for the department ~ Increases stay within 10% of the current wage Requires Mayor approval ~lE1~I1 ~~~os~~~cnsation 101 cont. Reclasses -Change of position relative to change in the nature of the workload ~L Analyzed annually by Human Resources upon request of the Departrnent Positions may shift up or down of the kinds and levels chart based upon duties and work assigned ~~ Pay may or may not change based upon a reclass (j~fE IDIZ IAN,-- ___ -- - ~f'~~~~:vnsation 101 cont. Pool- Annually Human Resources ~s the market and other Idaho cities to mark a proposed merit pool ~gy 10 0%for 1 year ~ FY 09-07 4% annually ~FY 06-05 5% annually ~i'1'[ E IDI; IA~L 2 a ~~~~gae°~asatan 101 cont. 1Neridian C~'iy Code requires an additional step for mayor oral C7ty Council (MCC 1-6-5 and 1-7-9) '-lirnnar~ r<muraer shaabehxked ro farm a rommhree rnmprlrniol nn lea thmr jrve 151 ' riuus dr$an,trmlirr~leaders aadjorrner elerhM or appnlntrdoMaals jlhe city j ~ileTiJTan prJer Fa rhebudr~mr »midmp dralyd; every nwallrlpa! elerrLLw year rn ma&e vnarthrForts a4Hrmmnzs',Waeasis, a derreues to rn~uµ•nwN n hn 1hv maeor ~rtd dryfertm~R 7[u ~nvaiN¢°+xay eoaaTder anv or allolrheJur(owhry in niaCtiig sut`Ir reemmmndafrom ~ne.wfarlec%a romlmrLswl to.celn-l Thies apprnpriare inrreasrs ar daveases lmwiupoa du owrfer as delermlrted br the ramminre, the rurrenl ' ndpofeadafln{aartmthr rirv'sbu~d.~irmmnre oflhe elenrd n~ial uhlle fn owe, ecemor mrrewwrre¢res a~ riled ro a t orhrr rri1pa en p/rryees and expraadons ojlhe Ur is graerafjnr rhepoullan !halls beingevafualed Themrmberehip ojl&•rnmminre M detrrndaed bytlre rite nwarfl ro~tdr fapwhom the maJnr. Thr rhv council La nnr rmd m.rnUrw rhereranwreadatlnnshom d1r romminee, but may asr onyjeedburk or nmwendolhm asgafdaaee7 r srning die buQgel,f r rnmpensarlon." ~E IDIAN~- +~~en~~nsation 101 cant. ~Compensotion Committee ~ Christine Dannell -former City Councilmember, Committce in U7 Tracy Vance -current Chamber President lh. Tom Hammond - HPC Commissioner, Committee in 07 ~- Chris Klein -Committee member since 2005 Mark Gilbreath -Meridian business owner Jce Marshall - P & Z Commissioner ~jy~E IDIAN~- +C~I>«~ensation 101 cont. Jrlformafinlt RPVICW2d 'Mayor and City Conncr7 rnmpeosation for Boise; Caldwell: Coem d'~Iune; Jerome;.Kuna: Lemstoa: McCall; Moscow; Nampa; Pocatello 'I'itiin Falls j City ofMeridim Employee Compensation for current year and past i y~ ~ Tr®ds itt compenaetion for Mayor and City Council vs. other ` ~tployees t Compensation siace Mayor position beaade full trme Gutteot number of employees vs. when Mayor became full time Number of cifizeos from when Mayor became full time to current Ffighest paid employees * Number of Direct repons for the Mayor and then salaries ~ Tread in the growth and complexhy of the Mayor's position G~E IDIZ IAN;~- 3 ~'€~1~~~~sation 101 cont. A change in Mayor andlor City Council ;Compensation can be based upon Market ;Adjustment, Equity Adjustment, Reclass, but atever merit. ~E iDIZ IANs- ~'~~~a~~~~xsation 101 cont. The Idaho Code only allows adjustment to the ,elected official compensation every election cycle and the compensation is set by .The Mayor cannot evaluate the City Council d the City Council cannot evaluate the ayor in regards to pay. exit is prohibited by statute! (~Q~E IDIZ IAN;.-- ~~Inpcnsatian 101 cont. Mayor Salary 20012009 CY - Ol $20,004 _~ CI' 02 - 06 $55,000 CY 07 $65,000 '~ CY 08 $66,853 ICY 09 $70,200 Committee Recommendation ~= CY 10 $76,350 ~ CY 11 $82,500 CCi~'l 4 ~~'~~-~~t~-easation 101 cont. Council Salary 2001-2009 CY 01-06 $5000 CY 07-09 $9000 Committee Recommendation :~ CY 10 $10,500 ~~ CY 11 $12,000 ~jQ~E IDIAN~- ~2lEStlOYIS ~ ~ 7 L`iV'1 E IDIAN~ 5 July 17, 2009 MERIDIAN CITY COUNCIL MEETING July 21, 2009 APPLICANT ITEM NO. S-J REQUEST Legal / HR / IT Department Strategic Focus Discussion 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: Materials presented al public meetings shall become properly of the City of Meridian. COMMENTS V C7 O a O z x U W F~ z 0 H 0 w z w v x 0 z '~ x w 0 F F H v O .'.., U .~ Q U O ~ • ,v-~ bA .~ I~ -' V1 oa N ~ ,~ z N a ~ ~ h ~ O r..~ .~ A y 0 .~ 0 d .., U V C~ E"~ a~ v a~ ~„~: ,.,~ . ~V r.., bA N a 0 .~ v • _` ~^ O O i ti O O O • N fl ~~ .0 n ,~ ;, ~ ~ ~~~ ~ +} O pf 5~.~ ~ 0 ~ w~ © _ N ~ "a e~ ~, ,,, ~. / r 0 ~ e ,~ I~,~ 0 ~. `c C-~-- ~i~ ~~ ~ l~ 0 ~. ~ fF v F " • ~c O ~'~~. ~i. 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' { 4~ 4~ -a•~ r..~ ~~~~ O •,~ .~ • •~ ~~ ~ ~~ ~ ~ ~ ~ ~ ~ ~ a~ ~ o ~' ~ '~ ~ ~ ~ ~ ~ ~ ~ ~ . o ~ ~ ~ •~ '~ a~ ~ • ~ c~ ~ .~ a~ ~ ~ ~ ~ ~ ~ "" ICI _~~ 4~ r..~ r..~ 0 . ^., .~ ~ V • ~1 ~ C~..~ ~ 0 ~ ~ V ~ ~ ~ ~ ~ ~ ~ ~ ~ ~. ~ ~~ ~ ~ ~ V ~ ~ ~ ~ ^ ~ ~ ~ .~ ~ ~~ '~ ~ ~ ~ N ~ ~ ~ ,~ ~~ ~ N ~ ~ p ~ ~ ~ ~ ~ ~ ~ O ~ ~ ~ ~ ~ ~" ~ O ' ~, _ ~ "' ~ ~ ~ •~ ~ ~ ~ ~ a'' ~ • ~ ~ ~ ~ ~ ~ ~ v ~ 4 ~ v ~ 4~ ~ O v •~ ~ ~ ~ ~ ~ ~ ~ ~ ' ~ 4~ ~~ vi ~ ~ ~ ~ ~ ~,., ;~ O p ~ ~ ~ C", ~ '~ ~ ~ ~ L, O I ~ O •~ 4~ U ~ ~ ~ ~ .~ o a~ ~ ~ o 4~ ~ •.~ ~ ~ ~ ~ •~ a~ 4~ ~ ~ o a ~ ~ ~ ~ ~ •~ •^~ ~ .., U . ~ .~ U o ~ ~ ~ ~ ~ ~ ~ ~ , c ~ U .~ e, ,~ :~ ~ " ~ ~ ~ ~ ~ o ~ ' o ~ ~ c '~ ~ ~ ~ ~ ~~ ~ ~ •~ ~ vU x~ ~ ~~°~ •~ ~~~° ~a.~ ~.~ a.a o~~~ U ~ ~ ~ ~ ~. o~Rr~ o~~ ~ ~ ~ A ~ A ~ ~p4 0~ .,..i ~ U ~ ~ "~ a a~ ~ ~ ~ ~ ~ a i~a~ o ~ ~ ~ ~ o ~ ~ ~ ~ -..~~A ~ ~ ~~ ~ ~ ~ p '~ ~ ~ ~ ~ ° ~ .~ ~ ~ o ~ ~ Q, c ~ ~ ~ d c~ A~ •~ V ~ ~ '~ ~ ~ V '~ O •~ ~ w w ~ ~ ~ ~ w ~ V .~ rl1 ''d ~~ Rr .,.., r..~ V .,.w c~ 0 F~ ~' C~ G~ A ~. 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H V :~ rl O V I ~` d' ~ ~--~ ~ ~ O ~••i ~ ~ ,~ 4~ ~+ N ~ I ~ ~ V ~ ~ ~~ •~ ~ ~ o a~ a o ~ ~ ~ ~ a~ L~ a ~ ~ !~ O G~ a~ N fA ~~ N ~~pr • `~ ~ ~ 0 X11 V L ~ ~ a ~. ~, a~ ~ ~ ~ o ~ ~ , ~ ~ ~ C--~ C~ ~:,~ ~~ ~~ ~~ .~- C~ ~~ V .,..i ... ~ V ~ 0 ~ ,; ~ • ~ ~ ~ ~ ~~~~ A~ '~ ~ ~ ~ e~ C ~~+ ~ ~ ~ a~ ~ ~D ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ v ~~ ~ vi ~ "~ ~ Lr ,..., •~ ~..~ 4~ ~ ~ ~ ~~~~L~WAU°O ~ ~ ~ ~ ~ ~ ~ G~ V V W O •.~ N . ^., 0 4~ i • ~ `Y ~~ O ~L I ~ ~ ~ ~ a~~ ~~ ~ •~ ~ .~ ,~ O ,0 -~ ~ ~ ~ ~ ~ ~ ~~ ~~ c o ~ ~~ a~ ~ ~, I ~~~ ~~ ~ ~ .~ ~' ~ ~ ~ ~ ~ ~ ~ •^ ~ ~ ~ ~ ~ ~ ~ b~ ~•~ ~ ~ ~ v ~ ~ ~ ~ ... o ~ ~ ~ o ~ o ~ ~ ~ ~ o ~ ~ ~ ~ ''ww ~L ~~ •~ ~~ O ~-+ o ~ ~A ~~ ~ o I ~ ~ ~ ~ ~ ~ °o a~ a~ ~ ~ ~ ~ ~ ~ •~ ~ ~ ~ ~ ~ o y, ~ ~ ~ ~ ~ ~~ ~~ o ~ ~ A4 ~'' ~" ~ v ~ ~ ~ ~ ~ ~ ~ ~--~ .,•~ ~ 4~ ~ ~ ~ a~ ~ ~~~~ ~ ~ ~ ~~~ ~ •~ Q O ~ ~ ~"~ 0 4~ ~ ~ ~ A4 .~ ~ ~ ~ 4~ ~ O ~ ~ ~ ~ ~ ago .~'' N ~-' ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ o ~, ~ ~~ c ~ ~ ~ ~, v ~ ~ e~ ~ ~ a~ ~ ~ ~ ~ ~ ~ ~ ~ O ~ ~ ~ V ~ ~ ~ ~ b~A ~ ~ ~ ~ v ~ ~ '~ v e~ ~ ~ ~ ~ ~ ~~~;U~~I ~W.~ ~ ~ ~ ~ ~ ~ ~ 4~ GA 4~ U ~~ •~ l r/~ V1 l ~~ O O ~l '~'w • ~1 ~ 'i >~ .. : .~ O ~ _ ~` ~ O ~~ ~~ ~ ~1 uu ~ O 1~ I O 'w ~1 ~ ~ ~~ ~ •~ ~ ~ O ^ ~ O ~ ~ a O O 1I1 ~ •~ O C~• O . ,.., a INFORMATION TECHNOLOGY HUMAN RESOURCES CITY ATTORNEY t ~ ~ ~ i ~ ~ - ~__ Strategic Focus Discussion July 21, 2009 BILL NARY i~ City Attorney i.~FIlt Qirector ~} Risk Plnnager 1'd 17' ITirector ~(E IDIZ IAN, ____.~~ .Spencer Tracy "Remember your lines and don 't bump into tl~e fitrnitur^e" Y,. ~,, ~ 1 ~. - C ~. ~' ~ 4K Rr~ 115 /~ ~~~~~ ~G~~~~~ P. ~ `~® i`0. ~ ~ c~c._ o-~ fig:.„~. ~:. i~ n ~'~ c~~~ ~~.~ c Cit<~ AtCarneylHR/IT/Risk Management ' "Hire food people and stay out of their wav " `~ ~ ~ '~ ~ e ~~ ~~ ~ s'"`' , ~~ a ~~~ ~~~~,~ ~i att. ~ ~~ ~~ i c~t~~~~- ~~~~ JUL 2 1 ?Qpg CITYOFG~f` ,,,„, CITY CLERKS 9FFICE 1 Vision Statement tk•ritli n is a vibrant community a. `s, :ahuse vision is fo be the premier ,.r city to il~+e, work and raise a family. I 1i ~ ',,,1.; o ~~~~, ~ r~ l 1 , ~ ~\ ~~~ ~ ~~E IDIAN~ Mission Statement ~~' ~'/ .~;~- f ke Gity,of Meridian's mission for 2025 is to continue to be a safe,`attracNve, and inviting community that is full of diverse activities. Aeridian delivers quality service, planning, and fiscal responsibility with open spaces, strong partnerships, and various educational opportunities. Culture, unique business, venture, and an abundant choice of jobs make Meridian not just a destination, but a ~~~E IDR IAN,= How V1%e Got to Where We Are Today i,; r ~ o scat ctiu na a ~ms~l Leal serviees. ealsr city .. ~rniy .twardetlcuntract for Crun'inal Praxcanon services. Civil ' i. ~n31eVDy outside law asm. ~ In F1' OS -Combined Homan Resom•ces and I.ebml Strvices into ® one deparbnem. Brought Civa legal xrvtces io-hoax 7 ~~ In FY 06 -Added IT to Chy le EY D8 -Added Rill: Prtan'agemeni Attorney/Flomnn Reso~ces Bepnrtmont respamibillties m City Attorney c~ E InL~ 2 City Strategic Plan ~ ~ Econonuc Strategic G Excellence fierv~res lYlceC Grarvth ~ D wand i C , ~ ~ ~ i ~ ~.~ r~ v OrgnnizaHonal St avrdship of the ~ f ~ ~ 1 , Excellence Pub6e Trust 1 (~/~E IDI~ IAN;-- Our accomplishments HUMAN RESOURCES: CITY OF alptegarealm~pay.un a ~,~ MERIDIAN :A(tordabialoemflb ; ~ l w ,. p uyurrre<uo m tNEORMATION .+sys7~ v~e~ ~'- j ~: TECHNOt.I1GY• Y-pon..y llnedbao8updauv , ITbtrate~pLUt ~ EnLamaA Intemvt. - ~~~` , ~ CITY ATTORNEY: ~ = In-house lIIigatlon seMce '+ Coobad prepalatlon C / "Meetlngs, mnsults RISR ~J~ v City-wide legal ~ A7ANAGEMENT: support o cousESt~t ~ ry protocols avdsocs .wuricWth1ai61P.pW > Hnac[ive r Than raUi p ~'4~E IDIAN`- , e m tlveappsaach 3 Economic Excellence Public webpage and Internet overhaul ;Case planagement, customized programming _ Software training StreamUned benefits at low cost ~R'ellness programming =healthy employees ~lmproved handbook; address issues proactively ode Enforcement, bankruptcies, foreclosures itigation, contracts, claims overage for all commission, council meetings afety measures proactively decrease risks ooperation with insurers to prevent, settle c aims ~E IDIZ IAN;~- StraCegic Growth F,nhanced Phone system J I F,vpanded Fiber network IT integration - IT is involved in all departments' budget k aad i~hnology needs Clty Wide Training with HR and IT-Hired nevv Analyst/Trainer; Expanded IT training room Integrated Payroll with HR Systems -Improved database system in anticipation of complete migration of information [n-house Criminal Services when cost effective ` Pro-Active approach to risk and safety issues (~`~E IDIAN~- Recent Training `= Customir Service by HR-91 employees/14.5 hours G Respectful Workplace by HR-52 employees/12 boars I `1T'1'raining 120 employees/450 hoars+ IT I41 ~ ~ShoreTel' .~ ~,tott ~~ ~;;,~~._b , p C1~lE IDIAN~-- 4 Services Meets Demands Asscss internal-workforce IT Strntegic Pian - IT is involved in all technology needs; capital replacement; integration with eaistiag systems; enterprise wide sointions; emergency management Consolidatal multiple user networks into a single network Expanded wireless secarity capability in Parks Aeveloped aVictim-Witness application for MPD ~ Continue work with ICRMP and All-American Insurance to manage risks ®n-the-spot and deeply-researched client advice ~jE IDIZ IANfi Organizational Egeellence .Enhanced Intranet for employees -Better i ini'ormation access to the policy manual and forms; benefit info Improve employee recognition and service acknowledgements -Modernize and recognize! ~ F~'ellness -Build on the sense of team Revise City Policy Handbook -Outdated policies and meet current requirements; ADA Compliance Benefits -Planning for the future j~E IDIZ IAN;- ~ Stewardship of the Public Trust Managing Risks and Safety \~ e,~,, Salary surveys -Staying Competitive Aft'ordable Benefits Conssstent protocols and ordinances -Better ~fiq•arasprtrency rl>t ttonse criminal prosecution and Police services i- Lang term benefits City wide enterprise system - Staging a solution 'Enhanced back-ap systems for City technology (~~~E IDIZ IANs- 5 Future Challenges ~" changing Technology ®® <! lixpand GIS City-..sae i ®~ f,reater Risksll.ess Control ~ Fi ~"~ Costs of Services to Increase I( Internal Growth of the City ~ Aging Workforce -Cost for Health or Relirc~urnY I.egall,andmines .Additional Training ~OY't'C tj1B PlUJt ~ ~~E IDIAN~-- Questions? ,,, ®, - ~7S ~~ W J ,~ _ ~`iVI E IDIAN~- 6